Kuali Budget Construction Training

1. Kuali Budget Construction Training Catherine Maddaford KBC Administrator

2. Kuali Budget Construction Introduction and overview

3. KBC Website Schedule, Training, Other references

4. Finding the KBC site Office of the Comptroller – Kuali Budget Construction

5. Budget Schedule • TBO release – February 18 • Introductory KBC training at SBO forum Feb 19 • February pay runs for monthly and biweekly completed by the end of February • KBC opened to users after final pay results are loaded from February – estimated to be early March • In-person training available beginning in March – see website for schedule and registration • Input into KBC begins in March • Final balancing should be completed in stages • All budgets should be “pulled up” and in balance no later than May 23rd.

6. KBC – Data collection KBC’s purpose is to collect data from two systems of record, put it together in one place for budget management and data entry, and then send it back to the source system for the new fiscal year.

7. What’s New • One start screen is the path to all of the data entry screens and searches for both GL budgets and salary data. • Import/export of salary data available as an option • Import of GL budget available as an option with template. • Only three roles available and access is only by organization code. • There is NO workflow routing in KBC.

8. Automatic Updates • Once positions are funded in KBC the corresponding budget is automatically entered in KBC for CU accounts, no double entry required. • Fringe benefits are automatically calculated and entered nightly based upon the budgeted compensation object codes, no upload or manual entry required. • Student Aid and FIF are also automatically calculated and entered nightly based on tuition budgets.

9. KBC Roles • Assigned roles – by 5-digit org code • BC Processor • Salary Document Editor • Derived Role • Fiscal Officer • Already used in Kuali Financial System • Currently inherited from EFS for most account • KBC “delegate” not available for Fiscal Officer

10. Salary Editor • Access to the salary edit processes • Position and incumbent pick lists • Salary setting edit screens • Salary export and import processes • Access to BC Maintenance menu lookups

11. Ex: Reason Codes

12. Fiscal Officer • Same derived role as that which is already in use in KFS. • Can only view and edit account budget edocs. • Cannot delegate the BC permissions for the fiscal officer. • Cannot run BC control variance reports or export salary reports. • In some centers the fiscal officer may be the same person who is assigned the BC processor role.

13. BC Processor • The most inclusive and “hands-on” role in KBC because it has permissions to edit both budgets and salaries/wages by org code. • Includes same permissions as the salary editor and fiscal officer, but has added permissions not available to those other roles: • Can unlock position or account records that have been locked by users in KBC. • Controls the pull-up and push down for the KBC edocs for balancing and final approval of budget. • Should be the SBO or the person responsible for the budget entry. • Only one BC processor per 5-digit org code will be allowed to avoid problems with balancing.

14. Access Application • Application will be added to the Kuali Budget Construction website: http://www.usc.edu/dept/finserv/dirtrng/KBChome.htm • Completed application should be added to a Kuali general purpose workflow edoc, either generated by or approved by the SBO, and routed to KBC Administrator, maddafor, for approval. • Some SBO’s have already been added as BC processors for some org codes.

15. Kuali Budget Construction Export and Upload Features – GL Budget Import

16. GL Import • You can import one or more accounts in one spreadsheet. • You must use the template and import only in CSV format.

17. GL Import template You can prepare your budget for import using this template, saving it as a CSV before upload.

18. Verifying update • You can spot check your upload by viewing the account edoc for one or more of your accounts. • You can run the Account detail report in Cognos (BC processors only) to see all of the data on one report. • Save your log file when you process any import to see errors and how many records were updated. • Only changes will upload so that you will not overwrite prior budgets unless you change the account /object code/amount.

19. Kuali Budget Construction Balancing your KBC budgets

20. Pull-up • The budgets are entered in the accounts, which are then “pulled up” in the tree hierarchy to the sub-tree levels. • Pulling up a budget locks it so that no entry can be made at the key level, which is the account. • You want to pull-up the accounts when you are ready to balance so that no one can update or change anything. • Importing data will be prevented when the accounts are pulled up. • Your budget is final and approved by you when you have pulled up all accounts to the 5-digit level AND you have used your balancing reports to verify that it balances to your control budget. The final review will be done by OBP and the KBC Administrator after you complete this phase.

21. Push-down • This process reverses the pull-up. • If after pulling up an account you wish to make changes, you must first push it back down to release the account for editing. • You can only push up and pull down at the org code level, not one account at a time. • You must then repeat the pull-up process when finished.

22. Starting the Pull-up Step 1- Use the button SET ORG & SUB ORG or select BOTH from the list. Both produce the same results. Step 2 – View the Pullup Candidate Documents, which will be the list of accounts available for pullup. Step 3 – If you wish to finish, click on the PULL UP botton. If not, go back to the top, click on clear all and start again, or simply close the screen.

23. Pull-up Org Levels • Refers to the place in the organization code tree. • Our hierarchy is built to levels 0, 1, and 2. • 0 refers to the bottom of the tree, or the root level, and accounts are at the root level. • Level 1 is the 7-digit org code rollup • Level 2 is the 5-digit org code rollup • Org codes in the tree “rollup” or “report to” to the 7- and the 5-digit levels to build to the top of the tree. • It is easiest to pull up everything to the top, but you can do incremental pull-ups at the 7-digit level. • All accounts must be pulled up to the 5-digit level when you are finished and balanced.

24. Push-down Org levels • The levels are the same as we use for the pull-up, but the Push-down buttons and selection list have different names. • Org is level 2 • Fiscal Officer Level is level 0 (Account) • 7-digit org rollup is level 1 • Level 0 is account (same as fiscal officer level)

25. Memo Accounts • “Memo” entries for salary settings will exclude some restricted accounts from pull-up. • See the example below. The accounts start with “53”.

26. After Pull-up Note 2055 was the count before pull-up and 2051 was the count after pull-up because 4 memo accounts were not included.

27. Partial Pull-up • You can lock (pull up) a smaller group of accounts at the 7-digit level if you prefer. • Still select BOTH for the 5-digit org because we use only level zero and level 2. • Use the Drill down arrow to see the selection list. • Select the ones you want to pull up. • You would use the same selection approach for push down. • View the accounts you will pull up in this selection.

28. Pull up Candidates If you get the message that no accounts are available, that means there are either no account in that org at all, or they have already been pulled up. If you do get an account list, it will include those not already pulled up based on your previous org code selection.

29. Balancing Reports • Cognos reports have been created to assist the BC processor in balancing. • Only BC processor will have access to the reports. • These reports contain the control budget values and the allocated values. • An account detail report will also be available. • No compensation detail reports are available on Cognos – use the Salary Export Report. • More information to follow in training once roles are set and security to reports is completed.

30. After KBC is locked • KBC will be available in view only mode. • After compensation data is loaded from KBC to Workday, it will be important that all managers review the new fiscal year data for accuracy. • If you have changes after you are finished in KBC, you will make those changes directly in Workday. • There will be no “redline” period, so you must catch errors in Workday and correct them in a timely manner. • Export your salary report for final review. • Contact Workday and HR teams for further questions after the final load is completed.