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					                                     Training Guide
                 Enterprise Planning and Budgeting 8.9




New Year Budget Building in PeopleSoft




                                                   Page i
 Training Guide
 Enterprise Planning and Budgeting 8.9

                     Enterprise Planning and Budgeting 8.9

                                                   Table of Contents

Budgeting Overview.......................................................................................................... 4
   Understanding Budgeting Integrations ........................................................................................ 4
   Understanding Key Budgeting Terms ......................................................................................... 5
   Understanding the Relationship Between the Budget-Building Model and the Position
   Allowance Model (PAM) ............................................................................................................ 6
   Understanding Roles and Workflow ........................................................................................... 7
Working with the Application ....................................................................................... 10
   Using the Planning Workspace.................................................................................................. 10
   Locking Planning and Budgeting Activities .............................................................................. 13
   Unlocking Planning and Budgeting Activities .......................................................................... 13
   Setting User Preferences............................................................................................................ 14
   Sending Email to Planning and Budgeting Users ...................................................................... 15
Using Position Budgeting in the Budget-Building Model............................................ 16
   Reviewing Positions, Employees and Distributions .................................................................. 17
    Reviewing Position Information ............................................................................................ 19
    Reviewing Employee Information ......................................................................................... 20
   Updating Employee Salaries ..................................................................................................... 21
    Working One Individual At A Time ...................................................................................... 21
      Options ................................................................................................................................ 23
      Special Cases....................................................................................................................... 24
         Shift Differentials ............................................................................................................ 24
         Basic Science Faculty ...................................................................................................... 25
         Full-Time Faculty Union ................................................................................................. 26
    Applying Mass Compensation Adjustments .......................................................................... 27
      Salary Adjustments ............................................................................................................. 27
      Entering a Salary Adjustment by Union Code: ................................................................... 29
      Entering a Salary Adjustment by Job Code ........................................................................ 31
    Explaining Unusual Salary Adjustments................................................................................ 33
   Entering Salary Distributions for the New Year........................................................................ 34
    Simple Distributions............................................................................................................... 35
    Salary distributions to multiple planning departments ........................................................... 37
    Additional detail for project beginning and end dates Error! Bookmark not defined.Error!
    Bookmark not defined.
   Complex Distributions............................................................................................................... 39
The Position Allowance Model (PAM) .......................................................................... 41
   Key Terms ................................................................................................................................. 41
   Key Points ................................................................................................................................. 41
   Working with PAM ................................................................................................................... 41
    My Planning Workspace ........................................................................................................ 42
    Position Overview .................................................................................................................. 43
    Reviewing and Updating the Position Information ................................................................ 43
    Updating Position Distributions (―Funding Commitments‖) ................................................. 46
Working with Both Budget-Building and Position Allowance Models ...................... 48

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   Multiple Windows ..................................................................................................................... 48
   Reporting ................................................................................................................................... 49
Understanding Line Item Budgeting in the Budget-Building Model ......................... 50
   Using the AMTPER method ..................................................................................................... 50
   Using the ITM Method .............................................................................................................. 52
     Unallocated Salary Dollars . Error! Bookmark not defined.Error! Bookmark not defined.
   Adjusting Line Items ................................................................................................................. 54
   Deleting Line Item Entries ........................................................................................................ 54
   Downloading to Excel ............................................................................................................... 55
   Creating Private Views .............................................................................................................. 57
      Row Display Filters: ........................................................................................................... 57
   Entering a Line Item Note ......................................................................................................... 59
Using Budget Analysis and Reporting .......................................................................... 61
   Performing Position Budgeting Analysis .................................................................................. 62
   Version Analysis Report............................................................................................................ 63
   Summary of Methods ............. Error! Bookmark not defined.Error! Bookmark not defined.
Submitting, Approving, and Rejecting Budgets........................................................... 64
   Submitting Plans and Budgets ................................................................................................... 64
   Rejecting Plans and Budgets ..................................................................................................... 65
   Approving Plans and Budgets ................................................................................................... 67




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 Enterprise Planning and Budgeting 8.9


Budgeting Overview
Understanding Budgeting Integrations

PeopleSoft Planning and Budgeting lives in its own separate module, called EPM (Enterprise
Performance Management). It uses data from the Financials and Human Resources systems to
help you build your budget.

Specifically, PeopleSoft Planning and Budgeting integrates with the following PeopleSoft
applications:
• General Ledger
• Projects
• Human Resource Management




   1.          This diagram displays the PeopleSoft Budgeting Integration points. As shown in
               this diagram, PeopleSoft Financials and HRMS data is transferred to EPM
               through a tool called Extract, Transform, and Load ( or ETL).
   2.          PeopleSoft Budgeting uses PeopleSoft Financials actuals ledger data, project
               ledger, and commitment control budget ledger as seed information during the
               budgeting process.
   3.          PeopleSoft Budgeting uses PeopleSoft HRMS data from the job, position and
               commitment accounting department budget tables. The ETL tool is also used
               to import supporting HRMS data to the EPM database, including job codes, salary
               plans, benefit plans, and earnings codes.
   4.          PeopleSoft Budgeting also exports data back to PeopleSoft HRMS (new year
               salaries and distributions only) and PeopleSoft Financials (fund 100 and fund
               150 budgets only).


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                                             Enterprise Planning and Budgeting 8.9



Understanding Key Budgeting Terms

EPM‘s planning and budgeting module is centered on budget models. We‘ll make use of three
budget models in the system. The first is called PAM, or the Position Allowance Model. For
those of you on main campus, this model is used to track the positions allocated to your areas and
their associated funding commitments.

The second model in the system is for new year budget-building. Each fiscal year will have its
own budget model. All business managers will work with this model to set new year salaries,
establish new distributions and develop budgets for general fund and income/expense activities.


Within a budget model, we make use of two separate activities – position budgeting and line item
budgeting. Position budgeting emphasizes people, positions, salaries and distributions. You‘ll
use this part of the application to give new year increases and set distributions for the new year.
Line item budgeting allows you to enter budgets by chart string for each of your general fund
(fund 100) and income/expense (fund 150) budgets. Position budgeting and line item budgeting
are linked together via salary distributions. We‘ll see more about this in a later section of the
training.

Budget models also have an attribute called a scenario. For budget-building, we make use of just
one scenario each year. For example, for FY09, the scenario is called 2009PROP. .

All the activities and scenarios within a model are structured by department. EPM calls them
planning centers. Later in the training, we‘ll review how to navigate among the various
departments you‘ll be budgeting. For now, the important concept to learn is that EPM will use
the phrase ―planning center‖ to refer to the department whose budget you are building.




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Understanding the Relationship Between the Budget-Building Model and
the Position Allowance Model (PAM)

                         Understanding the Relationship
         Between the Budget Model and the Position Allowance Model (PAM)




            FY2009 Budget                                Position
            Model                                        Allowance Model



         Position Budgeting                            Position Budgeting
         Activity:                                     Activity:
         Employee New Year Salary                      POSITION New Year Salary
         Employee New Year FTE                         POSITION New Year FTE
         Employee Distributions         Manual         POSITION Distributions (aka
                                        Updates        “Funding Commitments”)
                                        Based
                                        on Your
                                        Review
          Line Item Budgeting                          Line Item Budgeting
          Activity:                                    Activity:
          Budgets for Financials                       Comments




The Budget-Building Model and the Position Allowance Model are two of the key models that
main-campus budget-builders will work with. It is important to understand the differences in
functionality between the two models.

The budget-building model keeps track of employee-centric HR information that will be used to
modify the HCM system. It also allows for the entry of financial budgets for the Financials
system.

The Position Allowance Model tracks information related to positions. Here, we track the long-
term thinking behind each of the positions in a unit.

Business manager analysis and review provides the linkage between the two models. Later in the
manual, we will cover how to work with and update the Position Allowance Model specifically.




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                                             Enterprise Planning and Budgeting 8.9


Understanding Roles and Workflow

PeopleSoft Planning and Budgeting provides an interactive solution in which role-based access
over the internet and intranet is available for every planning and budgeting participant

PeopleSoft Planning and Budgeting uses roles to configure security and control which users have
access to perform budgeting tasks.




   1.          The user profile (user ID) controls which budget functions the budget user can
               complete. Attached to the user profile is the budget role.
   2.          Enterprise Planning and Budgeting is delivered with six predefined user roles:
               casual preparer, preparer, reviewer, analyst, coordinator, and system
               administrator.
   3.          The Casual Preparer performs line item, asset and position budgeting. The
               casual preparer is not able to define own private views for line item budgeting.
   4.          The Preparer enters line item budgets, asset, and position budget amounts.
               Generally doesn't perform allocations or analysis. Most business managers at
               UVM are preparers.
   5.          The Reviewer reviews submitted budgets for a budget center. Some business
               managers may also have this role.
   6.          The Analyst develops budget parameters and guidelines, builds budget models,
               and coordinates the overall budget process for the organization. At UVM, the
               only users with this role are in Financial Analysis and Budgeting and Class &
               Comp.
   7.          The Coordinator creates budget parameters and guidelines, builds the budget
               model, and coordinates the overall budget process for the organization. At UVM,
               this role is shared by Financial Analysis and Budgeting and the Business Process
               Re-engineering Team.
   8.          The System Administrator monitors user security. The System administrator
               also adds and removes users from the Planning and Budgeting role access. At


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               UVM, this role is shared by the Business Process Re-engineering Team and
               Enterprise Technical Services.


Roles are important to understand for several reasons. First, they help you understand what you
are authorized to do while in the system. And second, they help you understand what happens
when you submit your budget. The following diagram shows the budget development flow:




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                                           Enterprise Planning and Budgeting 8.9


                      Planning and Budgeting Work Flow


                                         Preparer:
                                      Develops Budget
                                       Submits When
                                         Finished




                                         Reviewer:
                                         Reviews
                                        Submission




 Reviewer rejects           NO          Submission
budget and sends
                                           OK?
it back to preparer


                                                YES



                                         Any More
                                        Reviewers?        YES



                                                  NO

                                      Reviewer submits
                                      to FAB and Class
                                           & Comp




                                 NO     Submission
                                           OK?



                                                YES


                                      Budgets, Salaries
                                      and Distributions
                                       Sent to HR and
                                         Financials



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 Enterprise Planning and Budgeting 8.9



Working with the Application
Using the Planning Workspace

The Planning Workspace is a summary and point of access for plans and budgets that you can
access to update and submit, review, reject, and approve. These plans or budgets are controlled by
role, model, activity, scenario, and planning center. When you first enter the Planning
Workspace, you‘ll be asked to specify which model, activity and scenario you want to use. The
system will display the planning centers for which you are authorized that meet those criteria.
You then determine the planning center to work with by selecting or creating a working version
of the plan or budget.

My Planning Workspace comes with two distinct views, each with its own tab:
• My Planning Workspace - My Preparation Workspace: Use this view to update and work on
your plans and budgets. This is where most of your work will occur.
• My Planning Workspace - My Review Workspace: Use this view to review the progress of
plans and budgets and reject them. If you are a preparer or casual preparer, but not a reviewer,
you will not see a tab for ―My Review Workspace‖.

Within the view you‘ve chosen, you will see multiple budget versions. Budget versions are used
to create ―what-if‖ revisions of the budget. Each planning center can have a maximum of five
versions, which include:
• Base version (required) - The data source that was used to seed the proposed budget (read-only)
• Working version 1.
• Working version 2.
• Working version 3.
• Master version (required) - Changes with the development process; updated when a working
version is submitted.

Users assigned to the same planning center also share the same versions.

Initially, you‘ll see only the base version, working version 1 and the master version. Your work
will start in version 1.




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                                      Enterprise Planning and Budgeting 8.9




Step    Action
   1.   Begin by navigating to the My Planning Workspace page.
        Click the Planning and Budgeting link.


   2.   Click the My Planning Workspace link.




   3.   Use the Role Name field to specify the role you will be using to analyze the
        planning and budgeting model.
        Preparer is used in this example.
   4.   Click in the Business Unit field.


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   5.      Enter UVM01.

   6.      Click in the Planning Model ID field.


   7.      Enter the desired information into the Planning Model ID field.
           “UVM_2009_BUDGET" is entered in this example.
   8.      Click in the Activity field.

   9.      CAMPUS_LI (COM select COMLI) is entered in the Activity field.

   10.     Click in the Scenario field.


   11.     2009PROP is entered in the Scenario field.

   12.     Click the Search button.


   13.     Use the My Planning Workspace page to perform and monitor budgeting and
           planning tasks, including reviewing the approval status of a plan or budget and
           preparing line item and position activities.
   14.     In this example, notice that Planning Center 10000 already has the Base, Version
           1, and Master versions created. These versions were automatically created with
           the new planning center.




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Locking Planning and Budgeting Activities
When a preparer opens an activity scenario to edit, it is locked so that other authorized users
cannot update it at the same time. When you lock activities, you click the Edit link for the
planning center and activity scenario that you want to work with from the Preparation Workspace
view. The system automatically locks the activity scenario for that planning center and version,
preventing other users from editing at the same time you are editing. If the version of the activity
that you are trying to access is already locked, or you do not want to update it, you can click the
View link to access the data in read-only mode. When activities are locked, other users can still
view and copy the activity scenario.




Unlocking Planning and Budgeting Activities
After the activity is updated, you must unlock it before other users can update it.

To unlock the planning center, click the ―unlock‖ button.




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Save Search Criteria
You can set up elect to save your selections and reduce the number of steps required to access the
My Planning Workspace page. You can default the values for the following fields:
• Role.
• Business Unit.
• Planning Model ID.
• Activity.
• Scenario.




Select Save Criteria and enter a naming convention.




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                                            Enterprise Planning and Budgeting 8.9


Sending Email to Planning and Budgeting Users
Planning and Budgeting enables you to create and send emails to contacts defined in the planning
and budgeting model. Later in the training, we‘ll talk about a couple of situations in which you
may want to use this feature (for example, when you are charging a portion of some one‘s labor
distribution to another business manager‘s department). Budget coordinators can only use this
feature to send broadcast announcements about schedules, updates, etc.




Click the Send Email link and use the Compose Mail page to create and send emails to contacts
defined in the planning and budgeting application. You can also view user detail information for
all users associated with a user description




Enter the desired information into the Subject and Email fields; the Select Recipients
area contains a list of users associated with this planning and budgeting model. Use the
Select All button to choose all users in the list or individual users using the corresponding
checkboxes.

Once verified, you can send your email.
Click the Send Email button.




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Using Position Budgeting in the Budget-Building Model
Position budgeting refers to the activity of budgeting for personnel costs. You use position
budgeting to set new year salaries and develop new year distributions.

Planning and Budgeting uses position data imported from the PeopleSoft Enterprise HRMS
system. It takes position data, job data, and commitment accounting/department budget table
data, including:

• Existing filled and unfilled positions.
• Job codes.
• Union codes.
• Salary plans.
• Benefit plans.
• Earning codes.
• Position and employee numbers.

If the cost of a position is shared amongst more than one budget center, you can split the funding.




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                                          Enterprise Planning and Budgeting 8.9



Reviewing Positions, Employees and Distrbutions

For position budgeting, you will choose the CAMUS_PB or COM_PB activity.




The Position Overview page provides the main menu used to access position budgeting pages in
which you can adjust or examine position and employee data. The page appears after the
planning center is checked out.




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The page contains several distinct sections. The first section, at the top, is for reference. It shows
you which model, activity, scenario, planning center and version you have checked out. You can
display or hide this section by clicking on the arrow next to the ―Planning Center‖ label.

The second section, called the ―Action Menu‖, allows you to manipulate positions or adjust
salaries in an aggregate way. We‘ll spend more time on the options in the action menu in a later
section of the training.


Use the Search and Filter Options section to select what you want to display on the Position
and Employee grid.

The Positions and Employees section displays the positions, employees, and amounts related to
the planning center activity scenario that you are working with. Depending on the choices you
made in the Search and Filter Options section, this section may by sorted by position number (if
you chose to show positions and employees) or by emplid (if you chose to show employees only).
Clicking on the position title or employee name will take you to the detail pages about that
particular position or employee.

Please note: If a person has more than one position in this department, his or her name will show
up in the list once for each position number.




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                                             Enterprise Planning and Budgeting 8.9

Reviewing Position Information

From the Position Overview page, double-click on the position title.




This will open the Position Data page:




The Position Data page displays general position information. (Position title, job code, position
FTE and union code as well as other broad information).



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The Status field displays Active because only active positions are permitted in position
budgeting.
The Job Code assigned to the position is the driver for salary, earnings, and benefit distributions.
All position data is effective-dated and the costs that are associated with the position are
transferred to the line-item activity in the periods that they occur. The *Effective Date in this
example is "07/01/2006".


Reviewing Employee Information
Most of your work in EPM Planning and Budgeting will be done at the employee level. You can
get to employee information in one of two ways. First, you may choose to have the Position
Overview page show employees only. In that situation, employee names will be shown at the
bottom of the screen. Double-click on one to continue to that person‘s detailed employee
information.

If, on the other hand, you were focusing on positions, you can get to the employee details through
the ―Position Data‖ screen. At the bottom of that screen, there is a section called "Employee
List‖. Click the Job History hyperlink next to the name of the person you wish to work with.

Both methods will open the Employee Job History page that will display detailed employee
information.

To view the employee‘s salary for this position, click on the details tab.




You‘ll see a screen that breaks down salary and earnings for that person. You will also see the
employee FTE.




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                                              Enterprise Planning and Budgeting 8.9




To view the most recent salary distribution, click on the Salary amount link. You‘ll see a screen
showing the chart strings supporting this individual‘s salary, with dollars and percentages:




Updating Employee Salaries

PeopleSoft provides several methods for updating employee salaries. If the people in your
planning center are receiving increases at different rates, you will probably find it easiest to work
one individual at a time. But if you need to give the same percentage or dollar increase to groups
of people, you may find it easier to apply mass compensation adjustments. Please note: If you
have faculty in either the full-time faculty union or in the College of Medicine basic sciences
departments, you must work one individual at a time.


Working One Individual At A Time

To work with one individual at time, use your Position Overview screen as an employee
dashboard, clicking on the employee names one at a time, adjusting that person‘s salary, and then
returning to work on the next person.


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To do this, return to the Position Overview screen. In the ―Show‖ drop-down box under ―Search
and Filter Options‖, select ―Employees‖ and then click ―Search‖.




The bottom section of the screen will change to show each employee‘s name, sorted numerically
by empl ID. Click on the name of the first individual in the list. You‘ll see the ―Employee Job
History‖ screen, as below.

To view the employee‘s salary for this position, click on the details tab.




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                                             Enterprise Planning and Budgeting 8.9




To update the salary, click on the Salary amount link for the 07/01 effective date. All new year
salaries are effective 07/01 even for less than 12-month employees. This is the way HCM
requires the information.

You‘ll see a screen showing the chart strings supporting this individual‘s salary, with dollars and
percentages. Change the salary by typing a new value in the ―Total Salary‖ box and hitting enter.




Options
You may, if you‘d like, use the functionality associated with Earnings Codes to give dollar or
percentage increases instead of entering completely new values in the Total Salary box. To do
this, click on the ―Subject Earnings‖ hyperlink from the Employee Job History screen (or, if
you‘re already working on an employee, click on the ―Earnings/Allowance‖ link at the top of the
page):




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You will be brought to the earnings page, where you can add increases with separate components
identified:




To add a percentage increase, enter the percentage in the ―% Salary‖ box (use whole numbers –
e.g. 4.5% should be entered as 4.5, not 0.045). Skip the ―Fixed Amount‖ box and then enter
―011‖ in the Earning Code box. Skip over to the ―Account‖ field and enter the salary account
that should be charged for this person‘s salary.

To add a dollar increase, skip the ―% Salary‖ box and enter the dollar amount of the increase in
the ―Fixed Amount‖ box. Enter ―011‖ in the Earning Code box. Skip over to the ―Account‖ field
and enter the salary account that should be charged for this person‘s salary.

Special Cases
For most employees, new year salaries can be set simply by entering a new value for the year.
For some employees, though, salaries must be set using special earnings codes so that the
different components of the increase can be captured. Basic science faculty in the College of
Medicine must be set up this way; so must full-time faculty union members on main-campus.
Those with shift differential may be entered this way.

From the Employee Job History page, click on the Subject/Earnings hyperlink to view/update
additional earnings.

Shift Differentials


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                                              Enterprise Planning and Budgeting 8.9

To capture the amount of a shift differential, and keep it separate from the employee‘s base
salary, you may use a special earnings code if you’d like. Begin by typing an amount in the
―Fixed Amount‖ box that represents the shift differential in annual terms. Enter 020 in the
earnings code box (or use the magnifying glass to look it up). In the account box, use the salary
account that applies to this employee.




Now, click on the ―Salary‖ link at the top of the screen.

On this screen, change the value in ―Total Salary‖ to represent the base amount.




When the salary is returned to HCM, the two amounts will be added together (which is what the
HR system requires). But you may keep the differential separate to help you compare base
salaries across your unit.


Basic Science Faculty

For Basic Science Faculty in the College of Medicine, type an amount in the ―Fixed Amount‖
box that represents the variable portion of that faculty member‘s salary. Enter 076 in the
earnings code box (or use the magnifying glass to look it up). This code was set up specifically to
track the variable portion of the increase. In the account box, use the salary account that applies
to the faculty member (e.g. 50100 for Tenure-Track faculty). Next, click on the distribution box
to view /update the distribution associated with the earnings code.




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Full-Time Faculty Union

Full-time faculty union members on main campus must have their new year increases allocated
amongst several earnings codes.




You should enter a row for each earnings code in the range 070 through 075 that applies to this
faculty member. For increases that are flat dollar amounts, type an amount in the ―Fixed
Amount‖ box. Enter the appropriate earnings code in the earnings code box (or use the
magnifying glass to look it up). In the account box, use the salary account that applies to the
faculty member (e.g. 50100 for Tenure-Track faculty).

For increases that a percentage amounts, type a percentage in the ―% Salary‖ box and then enter
the appropriate earnings code and salary account.

Add new rows by clicking on the plus (+) sign at the end of the rows.



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                                             Enterprise Planning and Budgeting 8.9

When you are finished, click on the distribution box to view /update the distribution associated
with the earnings code.



Applying Mass Compensation Adjustments

Another method of setting new year salaries is through the use of mass compensation
adjustments. You can perform compensation adjustments by job code, position, or union code
for salaries and earnings. You can also make adjustments to salary that increase or decrease the
base salary amount.


Salary Adjustments
Return to the Position Overview screen. From the Action Menu, you can use the Adjust option
to select the type of adjustment and category that you want to perform.

• Earnings: to modify the earning amount for employees and positions by job code, position
number, union code, or all positions.
• Salary: to modify the salary amount for employees and positions by job code, position number,
union code, or all positions.




After selecting the type of data you want to adjust, use the By list to select the categories by
which you want to perform the adjustments, and then click Go. Values are: All, Job, Position, or
Union.


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Use the Salary Adjustment page to modify and distribute position salary costs. Amounts are in
annual units.




Whether you are making an adjustment for salary or earnings, the creation of a new effective date
occurs and all related defaults associated with the adjustment.
For example, making an adjustment to salary on a new effective date of 07/01/2008 would also
carry forward any current rows for earnings and benefits associated with the record.

Select the Employee Data and Include Position Default Data checkboxes to display employee
data, position default data, or both, associated with the search criteria.
Click the Include Position Default Data option.


Click the Find button, and the Adjustment Details grid displays the employees
associated with this position number.

Example: Increase by Percentage:




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Use the Execute Adjustment button to execute the change after you are satisfied with your
selected rows and adjustment amounts.




Confirm your data before performing compensation adjustments. You cannot undo this
adjustment once executed.




Entering a Salary Adjustment by Union Code:


From the Action Menu select Adjust

Click the By list and select ―Union‖ then

The employees that were assigned to the union code NU display in the Adjustment Details grid.
Select individually or use the ―Select All‖ option.




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The Percentage and Amount fields can be modified individually as needed.

When satisfied with the adjustments click the Execute Adjustment button.


Click the Position Overview when finished.




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Entering a Salary Adjustment by Job Code




From the Action Menu select Adjust

Click the By list and select ―Job‖ then


Use the Salary Adjustment page to modify and distribute position salary costs.




Click the        button.




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Note- The Adjustment Details grid displays the employees associated with Job Code 2031.

The employees that were assigned to Job Code 2031 display in the Adjustment Details grid.
Select individually or use the ―Select All‖ option.

Enter a percentage or amount (Adjustment Options grid) and click on the Refresh button




When satisfied with the adjustments click the Execute Adjustment button.

Click the Position Overview link when the process is complete.



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Explaining Unusual Salary Adjustments

If you are giving an employee an increase that is in any way unusual, you must use an
action/reason code to explain the increase (for those of you who worked in HRS, these codes
take the place of the status code). In Peoplesoft, you can enter codes to indicate promotions,
leaves, etc. with justifications where necessary. They can be used to communicate to the Class &
Comp analysts, for comparison purposes and for the percentage increase report.

Starting at the Position Overview screen:




Select the employee listed in "Positions and Employees‖. Clicking on the individual will
open the Employee Job History page and display detailed employee information.




Select the Details tab




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Select the Job Detail link.




Action/Reason Select the reason for the modification. All codes are for informational purposes,
                  except the terminate action, which will discontinue using the job record and
                  pick up the position default instead.

When satisfied with the adjustments click the Save button and Position Overview link.




Entering Salary Distributions for the New Year

EPM Planning and Budgeting includes a single method for entering new salary distributions.
This method involves using several different screens. For this reason, we recommend it only for
simple distributions. For example, if an employee will be distributed to one set of chart strings
for the entire year, this option will work well. However, if an employee‘s distributions will
change throughout the year, we recommend the use of a special UVM customization. This
functionality is described in a later section of the manual.


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Simple Distributions

Navigate to the person‘s existing salary distributions using the methods described earlier in the
manual. Click on the salary amount.




 To change the percentage charged to a
 chartfield string, enter a new value in the
 "Percentage" column of the grid

 To change any of the chartfields, type the
 new values in the appropriate columns.

To add a new row of data so that you can charge additional chart strings, first select the ―+‖ sign
on the far right-hand side of the distribution row.




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Enter revised values in the Percentage column and modify the chartfield entries appropriately.




Note the value in the ―Amount‖ column will change to reflect the new charge and ―Amount
Remaining‖ changes accordingly.




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Salary distributions to multiple planning departments




Only the owner of the position can see the full distribution and details of the position costs.
Security would need to be granted to the contributing department if you allow them to view the
detail.

The salary and benefit values assigned to the secondary planning center are visible in the line
item budget.

Secondary planning center:



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Note: The budget dollars are prorated.
From 7/1-9/30: 100 % of salary and benefits will be distributed to Dept 11500
From 10/1-6/30: 60% of salary and benefits will be distributed to Dept 11500
               40% of salary and benefits will be distributed to Dept 11540




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             Customization




Complex Distributions


As delivered, PeopleSoft Planning & Budgeting 8.9 supports the development of distributions
using the Effective Dates to represent the beginning of a new distribution. One employee could
have 4 or 5 distribution rows for a year. When the users budget for multiple distributions, they
first need to create a new effective dated row. Because of this complexity, a customization was
developed for the budget preparer so the entire year could be viewed on one page when
developing salary distributions.

To reach the UVM customization for salary distributions, begin by navigating to the employee‘s
salary as described earlier. Click on the link at the top of the page called ―UVM Sal Dist‖.




You‘ll next see a screen like the following:




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At the top are two sections of reminder. The first section shows your planning center
information. The second section shows you the employee whose distributions these are, along
with that employee‘s FTE. The third section shows two salary amounts. The total salary is the
salary the person would receive if working a full, 1.0 FTE. The FTE adjusted salary takes into
account the FTE the person is actually working.

The bottom section of the screen is for working on the distributions themselves. Each box within
this section represents an effective date. You can enter rows for each effective date by clicking
on the plus (+) sign at the end of the row. Change the percentages and chart field strings to
reflect the proper distribution.

You can enter a new effective date in two ways. First, if you click on the ―Add New Eff Date‖
button, the system will create a new effective-dated box with empty rows for data entry. The
effective date is assumed to be today, so change the date to the date that this distribution takes
effect.

If you have an effective dated combination that should serve as the model for the next set you‘d
like to enter, click in the ―Select‖ box for the effective date you‘d like to copy. Then click the
―Duplicate Selected Rows‖ button. A new effective dated combination will be started for you,
with the chart fields and percentages already filled in. Change the few that need changing and
leave the rest alone.

If you find you need to delete an effective dated set, click in the ―Select‖ box for that effective
date and then click the ―Delete Selected Rows‖ button. To abandon all your entries, click the
―Undo‖ button.

When you are finished, click the ―Save‖ button.

As you work, you will see the total dollars attributed to each chart string for each time period as
well as the FTE adjusted dollars attributed to each.




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The Position Allowance Model (PAM)
The Position Allowance Model tracks long-term thinking about your unit‘s positions. Here,
you‘ll record information on what the position salary should be for the new year and what the
position FTE should be. These values may or may not match the incumbent‘s values. You‘ll
also record position distributions, or ―funding commitments‖. These distributions do not look
like employee distributions; instead, they describe in general terms the funding that supports each
of your positions.


Key Terms

For those of you who worked in the legacy Line Management System, the following translations
may prove helpful:

Line Budget = Position Salary
Line FTE = EPM Position FTE
Line Family = Job Function Code
Funding Commitment = ―Position Data - Salary Distribution‖
Line Term = ―Property‖ on the Salary Distribution


Key Points
Job Function Codes. Each job code in HR has a predefined job function code (formerly ―family
code‖) that can only be changed in HR. The job function code will flow over from HR so that it
can be used by PAM.

Graduate Students. All graduate students are in the Position Allowance Model

Funding Commitment Dollars. All dollars associated with a funding commitment are
calculated. There are no ―over-ride‖ dollars. Also, there are no automatic updates based on the
incumbents, so all values must be entered by hand.

“Courtesy Appointments”. The PosAllow Model does not have courtesy appointments. Most
of the people in these lines were set up without positions and so are not part of the PosAllow
Model.


Working with PAM
Because the Position Allowance Model is its own separate model, you reach it by returning to My
Planning Workspace (Planning and Budgeting > Activity Preparation > My Planning
Workspace). Use the following search criteria:




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The position allowance model contains two distinct activities. The first one, POSALLOW20, is
where the bulk of the data lives. The second, POS_COMNTS, is a home for comments related to
your positions. When your search results are returned, click on the ―POSALLOW20‖ link to
enter the heart of the model.




You will now see a planning workspace that looks almost identical to the planning workspace
you used in the budget-building model. Note, though, at the top of the screen is a section that
reminds you which model you are in:


My Planning Workspace




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Just as in the budget-building model, scroll through the workspace until you find the department
with which you wish to work. When you find it, click the Edit link to open.


Position Overview
The Position Overview screen looks very similar to the Position Overview screen you used in the
budget-building model. You have the same functionality here that you did in the budget-building
model. However, because this model is position-based, you‘ll want to work with it differently.

First, in the Search and Filter Options box, leave the focus on Positions and Employees.




You may, if you would like, use the search options to focus on positions in particular job codes or
union codes or to find specific position numbers. Note, however, that because this model is
purely position-oriented, neither the Employee ID or Name searches will bring you to the
positions associated with a particular employee. This model has position information only.


Reviewing and Updating the Position Information

To begin working with a position, click on its title from the Position Overview screen:




You will be brought to the Position Data screen, where you can review descriptive information
related to the position.




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On this screen, you can see what the current year information looks like. In order to carry this
data forward into the new fiscal year, you MUST insert a new effective dated row for 07/01,
even if the data will not change.

Begin by clicking on the ―+‖ button in the upper right-hand corner of the screen.




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A new row will be added, with today‘s date as the default effective date.

Change the date to be 07/01 of the new fiscal year (e.g. 07/01/2007). If necessary, adjust the FTE
to indicate the FTE that this position typically carries (i.e. if the position is usually a 1.0 FTE
position, but the current incumbent is working at 0.75 FTE, you would leave the position FTE at
1.0).

When you are finished making your changes, click the Save button.

You will see a message like the following:




Click the ―Yes‖ button. This step ensures that you have position distribution information
available to update.




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Updating Position Distributions (“Funding Commitments”)

To update position distribution information, click on the blue ―Salary Distribution‖ link at the
bottom of the Position Data screen.




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You should see a screen much like the following, with abbreviated distribution information filled
in:




Position distribution information looks much like employee distribution information, but it uses
fewer fields. To complete the position distribution, supply values as follows:

Percentage – Unlike the legacy Line Management System, the Position Allowance Model does
not record FTEs attributable to funding sources; instead, it tracks percentages of the position
salary. So enter here the percentage of the funding that will be supported by the corresponding
chart string.

Fund Code – Choose a valid fund code using the magnifying glass. Typical choices include fund
100 for General Funds, fund 150 for Income/Expense, fund 300 for Grants/Contracts.

Department – Use this field to indicate the department that will be funding this portion of the
position‘s salary.

Program Code – This value is used infrequently, to indicate a few special areas of funding
support. Valid values all begin with ―B‖. Use the magnifying glass to see which ―B‖ values are
active. If none of the choices apply to this position, then leave the field blank.

Function – Leave blank

Source – Use one of two values. To indicate long-term funding support, use ‗000010‘; for short-
term funding use ‗000012‘

Project – Leave blank

Purpose (Chartfield1) – Leave blank

Property (Chartfield2) – This field is used to indicate the position term. Again, valid values
begin with ―B‖. Use the magnifying glass to search for appropriate options. Typically, the



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values follow a pattern of ―B‖ plus the number of months in the term. For example, a 9-month
term would have a value of ―B09‖ while a twelve-month term would be recorded as ―B12‖.

Total Salary – In this field, enter the total position salary (sometimes thought of as the position
budget). This amount represents the annual salary associated with the position, even if the
position is unfilled or the current year incumbent will only be in the position for a portion of the
year.

Just like in the budget-building model, you can add new rows to the distribution by clicking the
―+‖ button at the end of the row. Continue adjusting and adding rows until your long-term view
of this position is complete. Then click the ―Save‖ button.


Working with Both Budget-Building and Position Allowance
Models
Oftentimes, the information you need to update the Position Allowance Model will be based on
data you have already updated in the budget-building model. For example, the new year salary
you set for an employee may be the same salary you want to set for the position. There are two
possible ways to keep the two synched up (both manual, unfortunately).


Multiple Windows

First, you can open both models simultaneously. To do this, you‘ll open two windows in the
same application. Navigate to Planning and Budgeting > Activity Preparation > My Planning
Workspace. Before supplying any values, notice the ―New Window‖ link in the upper right-hand
corner.




Click this link. You will now have two search screens available. Use one screen to search for the
budget-building model. Use the other screen to search for the Position Allowance Model. Find
the department you want to work with on both screens and click ―Edit‖ on each. In order to keep
your place, click the side arrow next to the words ―Planning Center‖ at the top of both Position
Overview screens:




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When you click here, the area will expand, displaying the planning model name.




Begin work in the budget-building model, where your efforts will be employee-focused. As you
update an employee‘s salary, look up their position in the other window. Navigate to the position
salary and update it accordingly. Work back and forth between the two windows, setting both
salaries as you go.


Reporting
Another option is to simply enter all your employee related information in the budget-building
model first. Then, run one of two reports. The Percentage Increase Report will list all your
employees, along with their position numbers and salaries. You can then use this report to tell
you the values that should be entered into the Position Allowance Model for that position.
Another option is the ―Position and Salary Report‖. This report compares position salaries in the
Position Allowance Model with employee salaries in the budget model and highlights situations
in which the position salary is less than the employee salary. You can use this report as a guide
also.




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Understanding Line Item Budgeting in the Budget-Building
Model
Line item budgeting enables you to enter budget amounts for each individual account.

Line-item budgets include your personnel and non-personnel expenditures and revenue estimates
for a defined period of time.




Every line within your budget has a method assigned to it. A method defines how the budget
amount for the line item is calculated or derived if a calculation is not necessary. Fixed budget
amounts can be entered directly or the system can calculate budget amounts by applying methods.
You will be working primarily with two methods: AMTPER and ITM.

Applying the AMTPER method to a line item lets you manually enter fixed budget amounts for
the line.

The ITM method allows you to break down the details supporting any particular budget entry. If,
for example, you have entered your budget at the E6000 level for total operating expense, you
may wish to use the ITM method to break down that entry into office supplies, equipment, etc.


Using the AMTPER method

Select ―Add Entry‖ from the Action drop-down list box




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Enter the appropriate chartfield value in each field. To initiate the lookup functionality click on
the magnifying glass.




Use the + and – fields at the end of the line to add/delete rows

Select ―Add‖ when the line is complete




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At the drop down menu beneath Method ID the AMTPER method is selected.
Double click on the amount field to enter a value.


Using the ITM Method

The ITM method allows you to further explain a particular line by entering supporting detail for a
particular line item. After the item is defined, select one of the delivered drivers, and then enter
values for each item that the system uses to calculate the method amount.

You have the choice of two drivers:

QTY*COST: Multiplies the number of units by the cost per unit and displays the result in the
Calculated Amount field.

(Number of units) * (Cost per unit) = (Calculated amount)

PERSUM: Enters a total value in the Calculated Amount field.

(Sum of calculated amounts for all items) = (Method amount)


Begin by selecting a default driver id in the ―Method‖ section of the screen. In the itemization
section, provide the details for each line of your itemization. For each, provide a free-form
description. Either accept the default driver id or change to another. And then provide the
corresponding details that are requested. The ―Spread Type‖ should always be ―Spread Evenly‖.
And the ―From Budget Period‖ and ―To Budget Period‖ should be set to the only values available
from the drop-down boxes.




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For example, here is an itemization that uses both the PERSUM and QTYCOST methods.




Once you have completed your entries and clicked ―OK‖, you‘ll be returned to the Line Item
Details screen, where you can see the total effect of your entries.




**The ITM method will store detailed information behind the line item entry.




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Adjusting Line Items
After selecting the Amount link, the line can be edited and an adjustment can be entered.




Deleting Line Item Entries




To delete a line item, click on the green check box to the left of the entry.




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Select




Downloading to Excel

A download link is available in the lower right hand corner of the Account Summary. The option
launches Excel and allows you to download your summary data directly into a spreadsheet.
Please note that once the data has been downloaded, it cannot be uploaded. The download
functionality is strictly to help with analysis work rather than as a method of data entry.

Accept the default "open with default application (Excel)" and choose OK
Excel will launch and a new worksheet is created




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Creating Private Views

When working in the planning workspace, the budget preparer can create a custom view set with
specific parameters. Row display and filter options can be created according to individual needs.
The UVM preparer will utilize this option to ease data entry if they are preparing budgets for
multiple accounts.


Row Display Filters:

Dimensions Displays dimensions included in the line item activity.
                Select the order in which to display dimension data summarized, up to three
                dimensions in a row. Values are: First, Second, or Third.

                The dimension that you assign as the first dimension must use a tree that you
Dimension
                define using the Activity Group, Hierarchy page. If you do not assign any
Level           dimension levels to the dimensions, users see only a flat view of the activity data
                when preparing line-items.


Show Code       Select to display the dimension's value code during in line-item activity.
                Select to display the dimension's description in line-item activity.

Show
Description Select to display the dimension‘s description in line-item activity. some rows
                appear to be duplicate rows unless you define a private view with the code or
                description for the dimension.

Filter Dimension Members:


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From and   Enter specific values or a range of values to display and work with in your in line-
To         item activity view.

           If you do not enter values, the system displays all valid dimension values.




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Summary View:




Entering a Line Item Note
The notes section is used to enter or view comments and justifications for a line-item
budget.

Public Note - Select to let other users view your notes.

Private Note - Select so that only you can view your notes.

Append Note to Log - Click to save and attach a note to the notes log.

Date Time Stamp - The system applies a date and time stamp, attaches a user ID to the
note, and indicates whether the note is private or public.

  - Click the Delete This Row button to delete a note that you create. (Other users
cannot delete your notes)

The note functionality is activated by clicking on the icon that looks like a yellow
notebook:




The notes can be designated as public or private.


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Using Budget Analysis and Reporting
Planning and Budgeting analysis and reporting features are available based on user role and
security group access to activities and planning centers. The analysis pages enable you to access
and load activity data to an analytic grid .You can dynamically view or download budget reports
using online analysis and reporting. You can optionally download the results into a spreadsheet.

Analysis- Dynamically view or download budget reports for on-line analysis
Position Budget Analysis – Launched from the position budgeting activity or Analysis and
Reporting Page

Reports- SQR reports
Version Analysis-Compares ALL Versions—base, versions 1-3, and master. You can generate
this report at the detail or summary level.

Scenario Comparison -compares budget data across scenarios

Summary of Methods-Displays the methods used and their related dimension combinations and
amounts. You can generate this report at the detail or summary level. It displays the dimension
distribution, default method, override method, method amount, adjustment/allocation amount, and
total amounts for each line item.

Budget Comparison (after FY07) - Compares the proposed budget against an analysis base or
historical budget. You can generate this report at the detail or summary level. It displays the
amount and percentage variance between the two ledgers. You can view data by the dimensions
defined in the model.

Position Information-Summarizes position budgeting details. You can generate this report at the
detail or summary level. It includes the salary, earnings, benefits, employer paid taxes, and total
cost for a budget center and version. You can view data by job code, position, or dimensions
defined in the model.




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Performing Position Budgeting Analysis

The Position Budgeting Analysis report enables you to view real-time position budgeting
information online or on paper. It can be:
• Run for any combination of the reporting parameters on the Position Budgeting Analysis page.
• Viewed by job code, employee, or position.
• Downloaded to Microsoft Excel where you can format the report to suit your needs.

 Click the Analysis and Reporting link




Select Position Budgeting Analysis

Note: Several of the Select Analysis Criteria fields are filled in by default based on your user
preferences. You can update these defaulted values if needed.




 Use the Labels field to specify column label display for the analysis. Values are:
• Code
• Code and Description
• Description

Click to the Run push button to access the Position Budgeting Analysis page and review the
results.


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Version Analysis Report

Click on the Analysis and Reporting link and select Version Analysis.

Use the Version Analysis inquiry page to access and load line item activity data to an analytic
grid for analysis. You can compare any two scenarios for a single activity and planning center in
the planning model.

Use the Select Versions option and checkboxes to elect the appropriate versions you want to
include in the version analysis calculation.




After options are selected click on the Run button.

The Version Analysis page enables you to access and load line item activity data to an analytic
grid. This enables you to compare budget versions for a single activity, scenario, and planning
center in a planning model.




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Submitting, Approving, and Rejecting Budgets
Submitting Plans and Budgets

Upon completion of budget or plan entry, the preparer submits the appropriate budget version to
the next higher level in the approval process.




    1.         Select the check box next to each planning center that you want to submit.
               Click the Submit option
    2.         Clicking the Submit button for a selected working version simultaneously
               submits working version 1 and copies all budget data into the master version.
    3.         Use the Submit Confirmation page to verify and approve or cancel your
               submission.




If the preparer needs to update the working version of a budget after it are submitted, the
reviewer, analyst, or coordinator must first reject the budget to make it available. The
status of a planning center must be Open or Rejected to be editable.

After the planning centers for activity scenarios have been submitted, the budgets are forwarded
to the next level in the budget hierarchy.

ADMVC - Admin & Facil Services
    ADMSV - Admin & Facil Services
      11500 - Admin & Facil Services


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         11510 - AFS Auxiliary Svcs
         11512 - University Store
         11514 - Print & Mail Center



Rejecting Plans and Budgets

The reviewer, analyst, or coordinator can reject a budget from their Review Workspace page.

The view of the My Planning Workspace page changes based on the role used to enter the page.




Coordinators, analysts, and reviewers can use the My Review Workspace page to access
information permitted for their user ID and role. My Review Workspace is where the
reviewer views and rejects planning centers.




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The reviewer can reject a plan and send it back to the preparer for changes by clicking on
the Reject button.


The Reject Confirmation page to will ask to verify the rejection:




The planning Center will displays a Status of Rejected




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Approving Plans and Budgets
In Planning and Budgeting, reviewers and analysts refer to the persons in your organization who
are responsible for reviewing, analyzing, and approving the budgets submitted by preparers.
Reviewers and analysts commonly have responsibility for more than one budget center, so their
security access requirements are broader than those of a preparer. The reviewer/analyst approves
a budget by submitting it to the next level in the hierarchy. Approving the budget occurs in My
Preparation Workspace.
Example: Capital Management Office has the status of ―Open‖. This indicates that all planning
centers have been submitted and are ready for the reviewer to approve and send to the next level.




 The following applies to planning centers that are approved, rejected, or not ready:

            o  A red square indicates rejected planning centers. The term displays next to the
               submitted version.
          o A yellow inverted triangle indicates pending planning centers that are not yet
               ready for submittal.
          o A green check mark indicates planning centers that have been approved.
     The Status field displays Submitted for the specific planning center version and master
      version you submitted.
     The system prevents you from editing and submitting or rejecting any other versions after
      submits occurs.
     The Status field displays Rejected only for the master version and version submitted
      before it was rejected.

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