Banner Spreadsheet Budgeting LaSalle University

1. Banner Spreadsheet BudgetingLaSalle University Julie Riganati - Business Affairs Patrick Kelly - Information Technology

2. LaSalle Budget Process Overview • Provide departments with Access reports with: current year budget, actuals and blank column for proposed budget (FGBOPAL) • Receive hard copy data back from departments with requested budget • Requested budget is entered and maintained until it becomes the official adopted Budget

3. The adopted budget is converted to Excel spreadsheet • The spreadsheet listing FOAP and budget amount is uploaded in Banner • Run jobs to Activate, Distribute and Roll budget – it is now in Banner

4. Requirements for Set-up • Excel 97 or higher version • Oracle database, version 7.3 or greater • SQL *Net Client Software 3.2 or higher (32 bit) • Visual Basic 6.0 (Professional) on one PC • PCs using SB must have connectivity to database

5. Steps • Perform a complete installation of Desktoptools software per General Release Guide • Establish security for those who will use Spreadsheet Budgeting (SB) • Enable the SB add-in within Microsoft Excel • Must use Budget Development Module to use Spreadsheet Budgeting

6. Enable SB in Excel • Steps done for each user’s copy • Open Excel, select Add-Ins from Tools menu • Select the Desktoptools check box

7. Establish Security • Grant privileges to each user who will use SB • Go to GORDSEC form • Enter User ID of person to grant wizard access • Go to next block and enter add-in code and wizard name for each that applies to the user

8. First Step: Login and Connect to the database

9. Three Features of Spreadsheet Budgeting: • Download Wizard • Validation Wizard • Upload Wizard

10. Once connected the options are visible:

11. What is a Wizard?

12. Wizard is an assistant that “walks you through” the process • Prompts you for information by asking questions about your data • Displays the choices you have to complete any one of the steps

13. 1. Download Wizard • This is an option to take data from Banner Finance (or Position Control) • Turn that data into an Excel Spreadsheet • Can connect to any instance of database (PROD, TEST, etc.) • If there is too much data, use wizard to limit Funds, Orgns, etc

14. Download Options

15. A. Position Control Data • Not covered in this presentation but data includes Position information (NBAPOSN) and/or Job data (NBAJOBS) • Data downloaded is from a “Working” budget not “Active” budget

16. B. Grant Ledger • Not used at LaSalle

17. C. Operating Ledger • Create a spreadsheet from data in the FGBOPAL or operating ledger table • Select the data you wish to view, for the Chart, fiscal year, and fiscal period required

19. Options available:

20. Each option selected becomes a column

21. Additional Columns Downloaded: • Chart, Chart Description, Fiscal Year, Fund, Fund Title, Orgn, Orgn Title, Account, Account Title, Program, Program Title (all FOAP elements) • All columns of data requested include dollar totals

22. D. Budget Development • Download Budget data from Banner into an Excel spreadsheet • Choose the data that will be columns in spreadsheet: Chart, the Budget ID and Phase • Choose Budget, Adjustments and/or Roll data to download

24. 2. Validation Wizard • Allows for data in an Excel spreadsheet to be checked against Banner for Valid FOAPAL elements • Validation is done against a specific Budget ID and Phase • Wizard will prompt for specific information including worksheet and columns to check

26. Upload Wizard • Take information from an Excel spreadsheet and move it into Banner • Data is uploaded to Budget Module or Position Control (not covered in this presentation) • Must prepare Excel spreadsheet for Upload • Prepare the Budget ID and Phase in Banner

27. Preparing your Excel Spreadsheet for Upload • May have many extra columns of data but minimum is your institution’s FOAP elements (LSU=Fund, Orgn, Account, Program) and Budget Amount • No blank rows between data you wish to upload • Only have one row for a unique FOAPAL • Only one header row allowed

28. Create a Budget ID and Phase • Must set-up the location for the data in Banner Budget Module • Use FTMOBUD to create a Budget ID and Phase for the data • It is possible to upload various “versions” of your budget to multiple Phases (only one will become Active)

29. FTMOBUD

30. FTMOBUD Tips • Create your Budget ID for the Fiscal year of your new budget • Create a Phase under that Budget ID • Leave the Base Budget ID and Phase names blank since you are not copying data from another version • Save when setup is complete • Leave Activation date blank until you are ready to make it Active (roll it)

31. Use SB to Upload

32. After Upload • Message will confirm if you were successful – Upload happens only if there are no errors • Now can go into Banner and check the data in Budget Module • Data uploaded is like any other Budget Phase – it can be modified, reported on and eventually, activated (Rolled)

34. Error Messages in SB • Appear in a new worksheet labeled Validation Messages or Upload Messages • Reference the row with the problem • In case of Upload, it is not complete until there are NO errors, they must be fixed or no data is uploaded

35. If there are errors, shown in a new worksheet

36. Types of Errors: • Record already exists on table = Duplicate FOAP in spreadsheet • FOAP element not data enterable • FOAP element not valid = could be that it’s not effective yet or mapped wrong column in spreadsheet to wrong Banner FOAP element

37. Additional Documentation • SCT Banner Finance User Manual under Finance – section for Spreadsheet Budgeting

39. Contacts: • Julie Riganati – Business Affairs 215-951-5129 riganati@lasalle.edu • Patrick Kelly – Information Technology 215-951-1494 kellyp@lasalle.edu