Budget Prep System

1. Budget Prep System Training Manual December 2007 12/1/07

2. Step 1 – Starting the system Icon will be On your Desktop.

3. Step 2 – Enter Password Your Network ID

4. Step 3 – Budget Unit Scope Filter Area Scope Clears any filters Restores Scope to original state

5. Step 4 – Changing Your Budget Unit Scope Can change anytime from the top toolbar

6. Step 5 – Budget Unit Information Navigation: File > Budget Unit Information Current Budget Unit Navigation

7. Step 6 – Performance Indicators Navigation: File > Budget Unit Information > Performance Indicator Required: FY09 Target FY08 Target FY07 Actual

8. Step 7 – Strategic Goals Navigation: File > Budget Unit Information > Strategic Goal Flags for Budget book

9. Step 8 – Exiting Budget Unit Information When you press the exit button, All screens close and you Return to a blank screen with The top toolbar menu as shown below.

10. Step 9 – Updating Budget Unit Information: Update Info Navigation: File > Budget Unit Information To update, Press the Edit button

11. Step 10 – Updating Budget Unit Information Navigation: File > Budget Unit Information Notice the Buttons change when you are in Edit mode. Make changes & click Save Button.

12. Step 11 – Updating Budget Unit Information: Update Performance Indicators Navigation: File > Budget Unit Information Click on Performance Indicator button.

13. Step 11b – Update Performance Indicators Navigation: File > Budget Unit Information > Performance Indicator Instructions: A. Navigate to the last record B. Press the Edit button C. Update FY08-09 Targets, FY07-08 Targets if applicable, and FY06-07 Actuals D. Verify “Report in Budget Book” is checked E. Press Save button F. Press exit button (returns to Budget Unit Info screen) D C F E B A

14. Step 12 – Updating Budget Unit Information: Update Strategic Goals Navigation: File > Budget Unit Information Click on Strategic Goals button.

15. Step 12a – Updating Strategic Goals B C D E F A Navigation: File > Budget Unit Information > Strategic Goal Instructions: A. Navigate to the second record by pressing next button twice B. Press the Edit button C. Copy & paste using right mouse click feature D. Verify “Report in Budget Book” option is checked E. Press Save button F. Press Exit button (returns to Budget Unit Info screen)

16. Step 13 – Printing the Budget Book Information Navigation: File > Budget Unit Information To see the report Menu, press the Printer button

17. Step 13a – Printing the Budget Book Information Navigation: File > Budget Unit Information To see the report, press the Preview button

18. Step 13b – Printing the Budget Book Information Navigation: File > Budget Unit Information > Print Preview

19. Step 14 – Personnel Navigation: File > Personnel Notes: All HR 2-A Information has been loaded including entire pay plan and position class codes. Click on binoculars to list all employees

20. Step 15 – Personnel List Screen Navigation: File > Personnel > Binoculars button Can sort columns by clicking on an individual column heading Filter view area Double-click a specific row to edit an employee’s personnel information. Press Close Button to Return to Personnel Record

21. Step 16 – Personnel Status Navigation: File > Personnel

22. Step 17 – Calculating Fringes Navigation: File > Personnel The system will calculate Fringes.

23. Step 18 – Adding Overtime/Temp Wages Navigation: File > Personnel Click on the Add button and Select one of The choices.

24. Step 18 – Adding Overtime/Temp Wages cont., Navigation: File > Personnel > Add button Budget Unit – can enter or press “?” button for a list of cost centers Class Code – defaults to OTW for overtime, PTW for Part-time/Temp Wages Account – can change if necessary (use one of the overtime object codes) Annual Salary – enter total overtime/temp wages Positions – leave as 1 Justification – entered detailed justification as to why wages are needed Service Level – leave as 1

25. Step 19 – Personnel Audit Trail Navigation: File > Personnel > Audit Trail button System tracks All Personnel Changes made By department Or DMB.

26. Step 20 – Operating Expenditures Navigation: File > Operating Expenditures > binocular button Use binoculars to list all expenditures

27. Step 21 – Operating Expenditures lookup Navigation: File > Operating Expenditures > Detail Double-click on 2021 – Telephone cellular

28. Step 22 – Operating Expenditures: Justification (Existing Expenditure) Navigation: File > Operating Expenditures Always make sure you are on the correct Budget unit, Object code, Service Level Click on Object Detail Justification button.

29. Step 22a – Operating Expenditures: Add Justification Navigation: File > Operating Expenditures > Object Detail Click on Add button

30. Step 22b – Operating Expenditures: Add Justification Navigation: File > Operating Expenditures > Object Detail System will calculate amount Based on: quantity x unit amount. *can override detail amount Enter details & click on Save button. Repeat step 22a to add 2nd detail justification record…

31. Step 22c – Operating Expenditures: Add Justification Navigation: File > Operating Expenditures > Object Detail Enter details & click on Save button. Click on exit button

32. Step 23 – Operating Expenditures: change requested amt Navigation: File > Operating Expenditures > Edit button *Notice object Detail rollup Amount. • Calculation: • Rollup Amount • Requested • ----------------------- • $$Variance • You want variance • To be zero or • Greater. Click on edit button to update requested amount.

33. Step 23 – Operating Expenditures: change requested amt Navigation: File > Operating Expenditures Enter your object detail rollup information first, Then change the Requested Amount to reflect details.

34. Step 23a – Operating Expenditures: change requested amt Navigation: File > Operating Expenditures > Edit Mode Numeric fields can be tricky… Hint: Highlight field with your Mouse (field background turns Blue) & enter new amount. • Instructions: • Enter 3,840 in Requested • Click on Save Button

35. Step 23b – Operating Expenditures: change requested amt Navigation: File > Operating Expenditures Variance is Now zero!! Click on Justification Button to view Details you Entered.

36. Step 23c – Operating Expenditures: view justification Navigation: File > Operating Expenditures > Object Details Remember: You can Double-click on Row for more Details.

37. Step 24 – Operating Expenditures: Add New Expenditure Navigation: File > Operating Expenditures > Add Button You are presented with a new screen. Fields required: -Budget unit -Object code -Service Level -Requested Amount *comments are optional

38. Step 24a – Operating Expenditures: Add New Expenditure Navigation: File > Operating Expenditures > Save Press save button

39. Step 24b – Operating Expenditures: Add Justification Navigation: File > Operating Expenditures **note that the Variance is negative which indicates that no justification has been entered. Click on Justification Button…

40. Step 24c – Operating Expenditures: Add Justification Navigation: File > Operating Expenditures >Object Details See step 22a for How to add… Click on save Button & on exit Button.

41. Step 24d – Operating Expenditures: Add Justification Navigation: File > Operating Expenditures This request Is not fully Justified Because Variance is Negative!!!

42. Step 24d – Operating Expenditures: Worksheet Report Navigation: File > Operating Expenditures > Print button

43. Step 24e – Operating Expenditures: Worksheet Report Navigation: File > Operating Expenditures > Print button Use exit button To close report. Print Navigation Toolbar. On screen preview – Use print button to print.

44. Step 25 – Operating Expenditures: Special Features Navigation: File > Operating Expenditures Preview total expenditures & personnel requests vs. target. (does not include supplements) Export the expenditure Details to Excel

45. Step 25a – Operating Expenditures: Export to Excel Navigation: File > Operating Expenditures > Export Select Service Level 1 Only & press Export button.

46. Step 26 – Operating Expenditures: Removing an Expenditure Navigation: File > Operating Expenditures Rule: can only delete request if it was added by department. In this example, this would also delete all justification entries ($500) for budget unit = 1601, object code=2000, and service level=1 (base Operating budget). Cannot delete any requests that were pre-loaded by DMB. To remove These, just edit and set the requested amount to zero.

47. Step 27 – Operating Expenditures: Modify Justification Navigation: File > Operating Expenditures ** In this example we will modify the justification entered for object code 2021 ** To find the correct operating expenditure screen, follow steps 20 – 22 & then Click on the Justification button.

48. Step 27a – Operating Expenditures: Modify Justification Navigation: File > Operating Expenditures > Object Details Double-click on the 2nd entry (Blackberry PDA).

49. Step 27b – Operating Expenditures: Modify Justification Navigation: File > Operating Expenditures > Object Details Click on the Edit button

50. Step 27c – Operating Expenditures: Modify Justification Navigation: File > Operating Expenditures > Object Details Change the Quantity from 3  2& press Save button