Program Analysts’ ARLU Quick Reference Guide
ARLU Help This document is a quick reference guide for TBS Program Analysts using the ARLU application. For more detailed application information, see the ARLU User Guide, available by clicking the ARLU Help button in the top menu of the application. For technical support contact the EMIS Help Centre at (613) 948-1901 or via e-mail at: EMIS-SIGD@tbs-sct.gc.ca. Accessing ARLU Web site: http://publiservice.tbs-sct.gc.ca/emis-sigd/. Select the language in which you would like to work. Select ARLU from the menu on the left of the page. Enter Log in: Please note that user name and passwords are case sensitive. Only one user may create and modify adjustments at a time. If another user is logged into an organization‟s ARLU system, you may receive the error message “The requested item is locked by another user”. Roles and Access Levels User Group
Other Government Departments (OGD)
Access Rights
Create, modify and delete, adjustments in “Open” status Read only access when adjustments are in all other statuses Create adjustments in “Open” status Modify adjustments in all statuses except “Recommended ” and “Closed” Read Only access when Adjustments are in “Recommended” and “Closed” Statuses Change status of adjustments from “Proposed” “Recommended” Change status of Adjustments from “Proposed” to “Open” Read Only access in all statuses Create adjustments in “Open” status Modify adjustments in all statuses except “Closed” Read Only access when adjustments are in “Closed” status Change status from “Proposed” to “Recommended” Change status from “Recommended” to “Closed” Change status of adjustments from “Proposed”, “Recommended”, and “Closed” to “Open” Change status of adjustments in “Closed” to “Proposed” or “Open”
Program Analysts (PA)
Expenditure Strategy Divisions (ESD)
Expenditure Operations Divisions (EOD)
Adjustment Summary Page The Adjustments Summary page lists opening balances, adjustments and closing balances for budgetary and non-budgetary adjustments. When you log on to the ARLU system you will view the Adjustment Summary pages of all of the organizations for which you are responsible. The adjustments summaries of all the organizations in the portfolio appear one after another on the same screen. It is from this page that users create new adjustments, submit adjustments, once they have finished entering information, view the status of adjustments and in the case of internal users change the status of the adjustments. There are four statuses of adjustments: “Open”, “Proposed”, “Recommended”, and “Closed”. Creating an Adjustment External users are expected to create the majority of adjustments; however internal users are able to create adjustments when the status of adjustments is not in a read only status. To create an adjustment, click the New button at the top of the Adjustment Summary page. There is a three-step process for creating adjustments. One system page is dedicated to each step. The steps are as follows: 1. Select Approvals – Select approvals by clicking the corresponding checkbox or select a pending budgetary or pending nonbudgetary adjustment. You may attach multiple approvals except when an approval is restricted (marked by red flag). Approvals have been loaded from the Expenditure Status Reports (ESR) System. Select PAA Elements – Select Program Activities affected by the adjustment, by clicking the corresponding checkboxes. Enter Adjustments – On the Enter Adjustments page you may input an adjustment description, select the type of adjustment and distribute the adjustment values between input factors and selected Program Activities. You may add an explanation for the adjustment, by clicking on the expand button. Please note that there is a limit of 8000 characters in this field. Explanations are required for pending adjustments. PA and EOD users are also able to input information into the TBS Explanation field. This field allows an internal user to write comments about specific adjustments or modifications to adjustments, for other internal TBS users to view. Approvals attached to an adjustment and the dollar values associated with them appear on the Enter Adjustments page. The sum of the attached approvals is displayed as the Approvals Total for each of the three reporting years. This total is to be distributed between the input factors for each of the selected Program Activities for the three forecast years.
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2. 3.
Key Buttons and Icons
Recommended by Program Analyst button - changes the status of an adjustment from “proposed” or “recommended” to “recommended and checked”. Edit button – Click to modify an adjustment. PA, EOD and ESD users click the Reopen button to change the status of an organization‟s adjustments to “open”. Save a new or modified adjustment. Icon - The PWGSC accommodation rate has already been removed from the approval. Icon – Restricted approval i.e. the approval cannot be selected in conjunction with other approvals. View the balance of expenditure items within a Program Activity. Previous 1 button to go back one year. Previous 3 button to go back three years. Next 1 button to go forward one year. Next 3 button to go forward three years. Open the Audit Trail page from the Adjustments Summary page. This button appears only when the OGD has submitted their ARLU. Adjustment Status Icons
For Budgetary Adjustments, the EBP input factor is a calculated field for most organizations. The EBP is calculated at 20% of Personnel (Operating) and Personnel (Capital). The EBP amount is automatically calculated when you save the adjustment or when you click the Click to Calculate EBP link. If the organization is a Crown Corporation, the EBP field is not a calculated field. You may input figures into this field, or you may leave the field blank. If you have created an adjustment involving revolving funds, the EBP rate will be calculated at 28%. Upon submission of your organization‟s ARLU, an additional EBP adjustment will be generated by the system to account for the variation in the EBP rate. EBP adjustments may also be generated by the system for certain organizations whose EBP rate is different than 20%. For more information on input factors see pages 17-19 of the ARLU User Guide. Please note that all figures are in thousands of dollars („000) unless otherwise indicated.
Saving an Adjustment When you have finished entering adjustments information, click the Save button. The system validates the information entered and calculates EBP values. If you try to save an adjustment with attached approvals when the approval totals do not equal the adjustment totals an error message appears stating: “Approvals and control totals do not match. Do you wish to allow system to fix adjustments so that the control totals and approval totals match?” Click Ok if you wish to have the system automatically modify the adjustment to equal the adjustment totals to the approval totals. If the system is to make the corrections, EBP amounts will be automatically subtracted from other input factors. If you wish to manually make the necessary changes, click Cancel. Modifying an Adjustment To edit adjustments in “proposed”, “recommended” or “recommended and checked” status, click the Edit button at the bottom of the View Adjustment page. On the Adjustments tab, you may change the Adjustment description, the Adjustment type, the explanation and the figures in the input factor fields. Use the Previous button at the bottom of the page or the tabs at the top of the page to access the PAA and Approvals tabs. If you have changes to make to the PAA and/or Approvals tabs, it is recommended that you perform these prior to making changes on the Enter Adjustment page. Once you have completed the modifications, click the Save button at the bottom of the Adjustments tab. Deleting an Adjustment To delete an adjustment, click the Delete button. Please ensure that you delete the correct adjustment. Once an adjustment has been deleted, it cannot be retrieved. Recommending an Adjustment After an organization has submitted their ARLU to the Treasury Board Secretariat, the Program Analyst, and the EOD users can change the status of the adjustment. Generally the Program Analysts are to review adjustments submitted. If a Program Analyst agrees that the adjustment should be made, he or she changes the status to “recommended and checked”. To do this, click the Recommended by PA button in the Recommended by PA column of the Adjustments Summary page. Reopening Adjustments PA and EOD users are able to reopen adjustments. Program Analysts are able to reopen adjustments in “recommended and checked“ status. Reopening adjustments allows all types of users to create new adjustments and modify adjustments. To reopen adjustments click the Delegate to OGD button at the top of the Adjustment Summary page.
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“Open” – All users have access to create
and modify adjustments; Status prior to submission. “Proposed” – Program Analyst to review adjustment. “Recommended” – Adjustment has attached approval and has passed system validation. “Recommended and Checked” - Adjustment has been reviewed and verified by TBS Program Analyst. “Closed” – Adjustment has been closed by ESD or EOD user.