Reviewer Budgeting Cheat Sheet Budgeting Dos Donts

							THE UNIVERSITY OF BRITISH COLUMBIA PEOPLESOFT BUDGETING

Reviewer Budgeting Cheat Sheet Budgeting Do’s & Don’ts
• PeopleSoft Budgeting Don’ts UBC Processes Do approve the budget either in PeopleSoft Budgets or by signing a printed Proposed Fiscal Budget Plan Do assign responsibility for budget submission to only ONE person. Do assign responsibility for ONE person in the Dean’s Office or VP’s Office to compare paper approved budgets to budget in system and submit budget to next level. Do work with Preparer to ensure budget submitted is final budget. System Processes Do check in budget when finished • Do not use special characters #, %, working on it for the current session ^, <, >, apostrophe or quotes when naming Run Control Id’s or Do submit a blank budget if there • Don’t use browser navigation, are no transactions planned in a ONLY use PeopleSoft navigation department Do send a separate email if you • Don’t click another option while wish to provide comments to the Processing is flashing (unless you preparer regarding a rejected budget arrive at the page you expect and then you can continue) PeopleSoft Budgeting Do’s

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THE UNIVERSITY OF BRITISH COLUMBIA PEOPLESOFT BUDGETING

Step-by-Step Procedures
with Training Guide page references Prepare for budgeting Budgeting is planning and estimating revenues and expenses for Fiscal Year 2007/2008. The budgeting process also includes monitoring actual results against projections. Reviewers will have to coordinate budget preparation with the preparers and provide guidance. There are several reports that the preparer can provide, including different versions. Preparing for entering the budget into the PeopleSoft system includes: • Gathering all current budget reports, latest Roll Up reports, latest Income Statement reports, latest Over/Under Reports, latest Month End Reports, outstanding Purchase Orders, Salary and Staffing information • Obtaining list of PGs in each department from FMS nQuery • Discussing any changes with Department Head • Coordinating who will submit budget in system • Coordinating with others in department to provide PG budgets to input • Coordinating known transfers with Dean’s Office and other departments • Determining if Department Head will review budget online or approve on paper • Print the Budget to Target Report (see Distributed Reports) Please have the Budget Preparer/Reviewer Training Guide and UBC 2007/2008 Budget Guidelines handy. Refer to the UBC budgeting FAQ’s for additional information. Reviewing Budget Submissions (Pg 54) 1. Navigate to Budgeting Work Items page. 2. Click on Search button and choose either the Reviewer or Analyst role budget. 3. Expand on the 2007 Proposed budget and select your Roll Up budget center. 4. From the Budget Items section click on the Budget Center link with the status of open. 5. Click on the Version Master link. 6. On the Budget Work Item Version Details page, select ‘Check Out Read-Only Budget’ from the Select Check Out Option drop-down list beside Line Item Budgeting click Go button. 7. Choose appropriate Public View or Private View to display budget. 8. Apply chartfield filters as applicable. 9. Click on Line Item Details link. 10. Expand to the Details line. 11. Click on Amount link to view supporting information. 12. Click on Notes button to view notes. 13. When finished working on a budget always check the budget back in

THE UNIVERSITY OF BRITISH COLUMBIA PEOPLESOFT BUDGETING

Check in a budget (Pg 31) 1. When finished working on a budget always check budget back in. 2. Navigate back to Budget Work Item Version Details page or to Budget Work Item Details page. 3. Select ‘Check In Budget’ from the Select Check Out Options drop down box for the budget that is checked out, either the Line Item Budgeting or Line Item Mass Adjustment line or Current Checkouts. 4. Click Go, the status of the Activity will be set to ‘Budget is Available’ Approve Budget (pg 61) 1. Finish reviewing the line-item budget data for the roll up budget center. 2. Navigate to the Budgeting Work Item Details page 3. Click the Submit button to approve Reject Budget for Rework (Pg 62) 1. Navigate to the Budget Work Items page. 2. Click on Search button and choose either the Reviewer or Analyst role budget. 3. Expand on the 2007 Proposed budget and select your Roll Up budget center. 4. From the Budget Items section click on the Reject button. 5. A warning page will be displayed, click OK button. Analysis (pg 42) Comparative Budget Analysis – compares budget Version selected and historical data Budget Version Comparison – compares all budget versions (includes blank versions) 1. From Budgeting Home select Budgeting Analysis and access Analysis option OR from Enterprise Menus access the Analysis option. 2. Select the report criteria Preparer role, business unit UBC, budgeting model id, ledger name 2007 Proposed Budget and the budget center Department ID and the budget version. 3. Select comparison criteria to view by (Note: the combination Project and Fund does not display correctly) 4. Apply chartfield filters as appropriate 5. Choose budget categories 6. Click on Run button 7. You can change the View By and Optional View By from the report page and click Refresh 8. You can export the report grid to Excel by clicking the Excel button button and save the Excel file to your LAN or desktop. You can apply formatting and additional analysis to the Excel file. Please note this is a report at a point in time and will have to be rerun and reformatted if changes are made to the budget. 9. You can view and print the report by clicking the Preview button 10. Click on Selection Criteria to return to the criteria page. .

THE UNIVERSITY OF BRITISH COLUMBIA PEOPLESOFT BUDGETING

Delivered Reports (Pg 75 Appendix C) Version Analysis (BPS1001) – compares budget versions (Pg 76) Summary of Methods (BPS1004) – lists the methods, method amounts, adjustments and total budget (Pg 83) Budget Comparison ((BPS1005) – Compare budget data to historical data: Current Year Actuals, Prior Year actuals (Pg 87) File format is .PDF 1. From Budgeting Home select Budgeting Analysis and select Reports then select the report to run. 2. Click Search and select Run Control ID or Create Run Control ID if this is the first time running a report. 3. Enter Process Parameters and the Selection Criteria 4. Click Run to process request 5. Click OK to execute report 6. Navigate to Report Manager – see Accessing Reports Accessing Reports 1. Navigate to Report Manger from Menu Reporting Tools Folder or from report pages. 2. From Explorer tab click to expand report folder. 3. Click on file name bps100x_####.PDF. Distributed Reports (Pg 91) Budget to Target Comparison Report (TARGET) (Pg 97) Proposed Fiscal Budget Plan Profit & Loss Report (NET_PL) (Pg 95) Budget Variance Report by Fund and Department (FUND_BC) (Pg 93) Budget Variance Report by Fund and Project (FUND_PG) (Pg 94) File format is .XLS for these reports. 1. Navigate to Report Manager. 2. From Explorer tab click to expand report folder. 3. Select the Budget Center and click to expand report folder. Any report names distributed to you for the budget center selected will be displayed.