I - Strategy Budget Reports Training Exercise Presentation

1. I - Strategy Budget ReportsTraining Exercise Presentation Presented by Teresa James September 25, 2012

2. Get started: Click on the I-Strategy Website https://frweb.usg.edu/pas

3. Places where the iStrategy link can be foundNote: Remember with i-Strategy will need to use Internet Explorer

4. Click the iStrategy button to continue to login. Note: There is no logout in iStrategy.

5. Enter your user name and password. Click OK.

6. Click on “Standard Reporting Catalog”

7. Click on “Budget to Actuals”.

8. Click on “Expenditures By Dept”

9. If your departments do not display, click on the “Compatibility View” icon located at the top by the address bar.

10. Below is our Hierarchy Setup (Division-Department). Highlight the division that your department falls under by simply clicking on it. In the example below we clicked on “Fiscal Affairs”. There are 4 ways to expand: (1) Select your department name, then click “Drill Down To… click on Department” (2) select the Expand box on left hand side under navigation, (3) select the down arrow by the Department, or (4) left click on Department -select expand 3 4 2 1

11. If you have more than one department, you can expand the “Department.” We will use the first way mentioned on expanding: Select your department name, then click “Drill Down To… click on Department” In our example below we will expand the Fiscal Affairs, then expanding the Purchasing Dept and view department numbers listed.

12. This will list each of your departments (if have multiple). Each manager can drill down into the Budget, Open Encumbrances, and Actual amounts on any of the departments listed.

13. To drill down on columns: Budget, Open Encumbrance, or Actual simply highlight by clicking the amount under the column you want Always use the options under ACTIONS (ex: Drill Enhanced Journal) Always use the options under ACTIONS (ex: Drill Enhanced Journal)

14. This is the report that will be generated from the Drill Enchanced Journal function. If the option is available, there are some links (in blue) under “View Sub-ledger” that will provide further details for a particular expense. When finished with this report, just close the screen by clicking the “X” at the top right-hand corner.First time generating the journal detail you will be asked to login again, use the same iStrategy username and password. Can drill down on the View Sub-ledger

15. To look at “Expenditures by Account”, simply go back by clicking on “Budget to Actuals” link in the breadcrumbs (located below the tabs at the top of the page). Then click on “Expenditures by Account” link. Breadcrumbs

16. This will show overall budget for each listed category. Remember:If you manage more than one department, each of your departments will be visible.

17. Click on “Travel” go to the left, click on the drop down arrow by “Drill Down to”…select “Account – Travel”.

18. To see more detail regarding an expense type such as Travel, click on “Travel- Employee- Non-Mileage”, then on the left click on the drop down arrow by “Drill Down to”…select “Account – Travel-Employee – Non-Mileage”.

19. To review what has been spent for lodging, click on the dollar amount in the “Actual” column for lodging. On the left under “Actions” click on “Drill Enhanced Journal” link. Always use the options under ACTIONS (ex: Drill Enhanced Journal)

20. This is the report that will be generated from the Drill Enchanced Journal function. If the option is available, there are some links (in blue) under “View Sub-ledger” that will provide further details for a particular expense. When finished with this report, just close the screen by clicking the “X” at the top right-hand corner. Can drill down on the View Sub-ledger, if link exist. This example doesn’t have any further details can drill down on.

21. What to do if no results are listed on the report? If no details display see if there is a plus symbol showing by “Show Accounting Information”, if so click it for the details to show. Results Displayed

22. Please remember to always use the “Drill Down to” options on the left-hand side of the screen as well as the Action options when want to review totals.

24. Budget Adjustment Form • Any time an office wishes to make one of the transfers listed below a budget adjustment form will need to be completed and submitted to Teresa James: • Travel funds to their General Operating or Equipment budget • General Operating funds to their Travel or Equipment budget • Equipment to their Travel or General Operating budget

25. Budget Adjustment Form During this year, the Office of Accounting and Budget will complete this budget adjustment form for each office and forward to them for their approval. A department cannot make any adjustments to their payroll budgets.

27. Expenditure Review/Transfer Form It is essential to review your expenditures for any discrepancies on a bi-weekly or monthly basis throughout the year. Any discrepancies will need to be noted on the expenditure review form and submitted to Teresa James.

28. Any Questions? EMAIL: tjames@daltonstate.edu PHONE: 706-272-2547