Template to Create a Guide for End Users, Network

HCI REFERENCE MANUAL The University of Utah Health Sciences Center The University of Utah – Health Sciences Center Table of Contents Table of Contents Introduction...............................................................................................1 Accessing the Citrix Web Interface .........................................................2 Accessing VISION from the Citrix Web Interface...................................2 Budget and Reporting Security in VISION..............................................3 ORG Based Security Access .......................................................................................... 3 Full Access: ...............................................................................................................................3 Personnel Budget Access: .........................................................................................................3 Financial Budget Access:...........................................................................................................3 Personnel Reporting Access: .....................................................................................................3 Financial Reporting Access: ......................................................................................................3 Department Head Designated Security Access .............................................................. 3 Updating Security Access ............................................................................................... 3 Navigation in VISION - HOME ..................................................................4 Announcements: ........................................................................................................................4 Links: .........................................................................................................................................4 Treeview: ...................................................................................................................................4 Plans Menu from Home ................................................................................................... 4 Open ................................................................................................................................ 4 New ................................................................................................................................. 5 Profile .............................................................................................................................. 5 Exiting VISION................................................................................................................. 5 Navigation in VISION – Budget Workbooks ...........................................5 Plans Menu from a Budget Workbook............................................................................. 5 Open ................................................................................................................................ 6 Close ............................................................................................................................... 6 Save ................................................................................................................................ 6 Print Current .................................................................................................................... 6 Sequential Print ............................................................................................................... 6 Navigate .......................................................................................................................... 6 Dimension Lookup ........................................................................................................... 7 SPMs ............................................................................................................................... 7 VISION – Pre-Budget Process .................................................................7 Carry-forward of Centrally-Funded Award: ................................................................................7 Prospective Activity and Project Templates: ..............................................................................8 Designate Activities and Projects to be Budgeted, and Designate Budget Owners ....... 8 Creating Prospective Activities and Projects ................................................................... 9 Installation of ReaSoft – PDF Printer ............................................................................ 10 Printing VISION Reports using ReaSoft ........................................................................ 11 VISION – Budget Workbook Numbering Convention ..........................12 The University of Utah – Health Sciences Center Table of Contents VISION – Personnel Budget Workbook ................................................12 Sections of the Personnel Budget Workbook ................................................................ 13 Columns A-C: ..........................................................................................................................13 Columns E-J: ...........................................................................................................................13 Columns L-T: ...........................................................................................................................13 Column V: ................................................................................................................................13 Columns X-AB: ........................................................................................................................14 Columns AE-AI: .......................................................................................................................14 Columns AK-AT: ......................................................................................................................14 Columns BD-BP: ......................................................................................................................14 Columns CF-CT: ......................................................................................................................14 Columns DJ-EA: ......................................................................................................................14 Employee Summary Row: .......................................................................................................14 Navigation in the Personnel Budget Workbook ............................................................. 14 Draft/Available Dropdown: .......................................................................................................14 Budget Workbook Views: .........................................................................................................15 Completing the Budget Section – Columns L-T ............................................................ 16 Global Salary Increase:............................................................................................................16 Incr %:......................................................................................................................................16 Target Comp: ...........................................................................................................................16 FTE: .........................................................................................................................................16 Contract Term: .........................................................................................................................17 Salary Justification: ..................................................................................................................17 HCI Compensation Rate Approvals: ........................................................................................18 Completing the Comment Section – Column V ............................................................. 18 Base, Negotiated, CIP Faculty Salary Components – Columns X-AB.......................... 18 Current Salary Distribution – Columns AE-AI ............................................................... 18 Budget Salary Distribution – Columns AK-AR .............................................................. 18 Adding additional Distribution Lines: ........................................................................................18 New Distribution: ......................................................................................................................19 Other Distribution: ....................................................................................................................20 FTE & Salary Distribution – Columns BD-BP ................................................................ 20 CIP Distribution – Columns CF-CT ............................................................................... 20 CIP Spread Methods:...............................................................................................................20 Distribution of Budgeted CIP:...................................................................................................21 Employee Benefits – Columns DJ-EA ........................................................................... 21 Breakdown of the Benefit View: ...............................................................................................22 Eliminating Employees from the Personnel Budget Workbook ..................................... 23 Adding a New Employee ............................................................................................... 23 VISION – Activity and Project Workbook .............................................24 Open an Activity or Project Workbook........................................................................... 25 Components of the Activity/Project Workbook .............................................................. 25 Summary Tab: .........................................................................................................................25 Revenue_Expense Tab: ..........................................................................................................26 Detail Tab: ...............................................................................................................................26 Personnel Tab: ........................................................................................................................26 Scratch Tab: ............................................................................................................................26 The University of Utah – Health Sciences Center Table of Contents Sections of the Revenue_Expense Tab ........................................................................ 26 Columns A-B:...........................................................................................................................26 Column C: ................................................................................................................................26 Column D: ................................................................................................................................26 Columns E-H: ..........................................................................................................................26 Column I: .................................................................................................................................26 Column J:.................................................................................................................................26 Columns L-M: ..........................................................................................................................27 Column N: ................................................................................................................................27 Columns P-AY: ........................................................................................................................27 Navigation in the Revenue_Expense Tab ..................................................................... 27 In Process/Complete Dropdown: .............................................................................................27 Budget Workbook Views: .........................................................................................................27 Row Display: ............................................................................................................................28 Budget Year Escalator: ............................................................................................................28 Include Activity/Project Budget in PeopleSoft: .........................................................................29 Claim on Cash: ........................................................................................................................29 Completing the Statistic Section .................................................................................... 29 Completing the Revenue_Expense Tab........................................................................ 29 Completing the Personnel Tab ...................................................................................... 33 The Employees From Home Organization: ..............................................................................33 The Employees From Other Organizations:.............................................................................33 The Lump Sum Amounts Section: ...........................................................................................36 The Employees Allocated to Activity/Project Pending Acceptance Section: ............................37 VISION Process Checklist .....................................................................38 Pre-Budget Process ...................................................................................................... 38 Budget Workbook Completion ....................................................................................... 38 Budget Consolidation Process - Reporting ................................................................... 39 Budget Submission Process ......................................................................................... 39 The University of Utah – Health Sciences Center Introduction Introduction VISION is the name The University of Utah selected for Business Objects Planning, which is a full-featured financial planning and performance management application. Business Objects Planning covers the complete range of planning and analytic functions for the University, including budgeting, forecasting, payroll planning, consolidations and financial reporting. The University of Utah uses VISION to establish, collect, analyze, and communicate our annual budgeting process results, as well as report on important University metrics. This document outlines the areas that will be covered during VISION training, which are:          How to navigate to the ITS Citrix Web Interface Logging into Business Objects Planning Budget and Reporting Access – Security Overview Navigation in VISION Budget Process Overview The Pre-Budget Process The Personnel Workbook The Activity/Project Workbook Reporting Updated January 2009 Page 1 The University of Utah – Health Sciences Center Accessing the Citrix Web Interface Accessing the Citrix Web Interface VISION can be accessed through the ITS Citrix Web Interface. Below you will find step-by-step instructions how to navigate to, and log into the Citrix Web Interface. 1. Open a web browser, and in the Address Bar type the following: http://applications.med.utah.edu The Application Portal delivers applications to your desktop using Citrix. Accordingly, when you navigate to the Application Portal for the first time, you may need to install the Citrix ActiveX control. Your browser should prompt you automatically to install it. In Internet Explorer, you would see the following: Click on the message to install the Citrix ActiveX control. 2. 3. At the “User name:” prompt, type your UNID. At the “Password:” prompt, type your password. This password is usually the same one you enter to access your e-mail (if you’re part of the @hsc.utah.edu domain). Click the “Log In” button. You should now be logged into the Application Portal. Please note that you should always click the Log Off button on the left hand side in the Applications Portal window when you’re done so that your session terminates properly. NOTE: If you have forgotten your password to the ITS Application Portal, please contact ITS at 587-6000 to have your password reset. 4. 5. Accessing VISION from the Citrix Web Interface Once you have logged into the Citrix Web Interface, VISION can be accessed by: 1. Select the Business Objects Icon from the main Applications box of the Citrix Web Interface. You will see Citrix Meta Frame loading on your desktop, and will then be prompted with the Business Objects login prompt. On the “System” dropdown, select Budget_01. On the “Authentication Type” dropdown, select Desktop. Click the “OK” button. 2. 3. 4. 5. Updated January 2009 Page 2 The University of Utah – Health Sciences Center Budget and Reporting Security in VISION Budget and Reporting Security in VISION VISION’s security is filter based, allowing budgeting and reporting security to be individualized for each user. HCI employees desiring any level of access to budget and report in VISION should request access via HCI Finance. ORG Based Security Access Security is granted by your department head, typically at the ORG level. For every ORG for which access is requested, sublevels of security exist: Full Access: Access to all Budget Workbooks (Personnel and Financial) and all Reports. Personnel Budget Access: Access only to Personnel Budget Workbooks, where employee compensation, benefits, FTE, and salary distributions are budgeted. Financial Budget Access: Access to Activity and Project Budget Workbooks, where revenues, lump sum personnel expenses, non personnel expenses, and transfers-in and transfers-out are budgeted. Personnel Reporting Access: Access to report on actual and budgeted personnel data. Financial Reporting Access: Access to report on actual and budgeted financial data. For the FY’10 budget cycle, HCI employees have been granted Full Access to their respective ORG IDs. Department Head Designated Security Access Through HCI Finance, Department Heads can also grant users access to budget and report on individual Activities and Projects during the Pre-Budget Process. Security access granted through this process is dynamic, meaning it can be updated or deleted via the same process. Updating Security Access If a Department Head desires to update security for themselves, or users within their department, the request should be submitted to HCI Finance. Updated January 2009 Page 3 The University of Utah – Health Sciences Center Navigation in VISION - HOME Navigation in VISION - HOME The first screen you see when you enter VISION is called Home. This area is the “home page” for the system. At Home only three menus appear on the menu bar: File, Plans and Help. Other standard Excel menus will appear as you navigate to other areas in the system. Home has the following features: Announcements: The announcement area is updated by the VISION Administrators. Please read these announcements each time you enter the system for updates. Links: The links section displays links to websites that are pertinent to the budget process, including updated user instructions and FAQ’s. Treeview: The left side of the screen is referred to as the Treeview. You can minimize this section by pressing the symbol in the top right of the Treeview. The Treeview provides access to all VISION menu items. Plans Menu from Home Choose Plans from the menu bar to see the list of available menu options. All of these menu items are also available from the Treeview. Open Selecting the Open option from the Plans menu allows users to open Plan Reports and Plan Workbooks. Updated January 2009 Page 4 The University of Utah – Health Sciences Center Navigation in VISION – Budget Workbooks Plan Workbooks: All of the Personnel Budget Workbooks, Activity and Project Workbooks, as well as Prospective Activity and Project Workbooks a user has rights to can be accessed through this menu. Plan Reports: Reports are categorized into four categories, Budget Process, Health Sciences, Main Campus, and Other. Reports will be discussed in greater detail later in this document. New The New option will not be used in our implementation of Business Objects Planning. Profile The Profile option allows a user to change user information (name, e-mail, password), as well as adjust their Treeview preference. Remember that you can minimize and maximize the Treeview by clicking the and buttons. However, if you would like to completely hide the Treeview, deselect Show Treeview. To restore the Treeview, select Show Treeview again to toggle the feature back on. VISION will remember your Treeview settings each time you enter the system. Exiting VISION To exit the system entirely, select Exit, then Desktop from the Plans menu or the Treeview. The Exit, then Home option returns you to Home from anywhere in the system. Navigation in VISION – Budget Workbooks The VISION Budget Workbooks use an Excel user interface, and record and store the data inputs made by a user in a database. Because Excel is the user interface, the VISION Budget Workbooks maintain much of the same functionality and navigability as regular Excel. Plans Menu from a Budget Workbook After opening a Budget Workbook (select Plans, then Plan Workbooks), the Plans Menu reflects additional options available to the user. You should note that some of these same options exist under Excel’s File Menu. The Plans Menu should always be used while in VISION. Below you’ll find a list of the menu options, as well a description of what they do. Updated January 2009 Page 5 The University of Utah – Health Sciences Center Navigation in VISION – Budget Workbooks Open Allows a user to open an additional Budget Workbook, or Report. Close Allows a user to close an open Budget Workbook or Report. Save Save should always be used to save progress in a Budget Workbook. Unlike the Save option under the File Menu, which saves changes to the physical Excel Workbook, Save under the Plans Menu saves changes to the physical Budget Workbook, and saves the data inputs back to the VISION data base. Print Current The Print Current option prints an open Budget Workbook, and allows the user to print various styles of the sheets within that Budget Workbook. The Print Current option is not an effective means of capturing budget data in VISION. Budget information should be printed through reporting. Sequential Print Allows you to select a print style in an open Budget Workbook, apply that style to other Budget Workbook in your Plan Workbook list, and print them. The Sequential Print option is not being used in VISION. Budget information should be printed through reporting. Navigate VISION has a navigation feature that not only takes you to a specific sheet in a Budget Workbook, but also to a designated location in a sheet. When you select the Navigate option from the Plans Menu, the following dialogue box appears: Updated January 2009 Page 6 The University of Utah – Health Sciences Center VISION – Pre-Budget Process Each sheet of the Budget Workbook is listed in the pane on the left titled “Select worksheet”. The pane on the right titled “Select location in” lists defined areas that a user may wish to navigate to. In the example above, when the Employees sheet of a Personnel Budget Workbook is selected in the pane on the left, each employee is listed in the pane on the right facilitating navigation. Dimension Lookup The VISION Budget Workbooks have input cells where users are required to input a validated data element. This could be an Account Code, Activity, Project, or other value. In VISION, these elements are called Dimensions. When a user is required to make such an input, but is uncertain of the appropriate input value, Lookup can be selected from the Plans Menu, which provides the user with a list of acceptable values. For example, if a user was budgeting an Activity Workbook, and wanted to budget for Out of State Travel, but was uncertain which account code to use, they would select the cell where the account code would be input, choose Dimension Lookup from the Plans Menu, and then search for the correct Travel account code, as seen in the image above. SPMs Both the Activity/Project Workbook and the Personnel Budget Workbook come pre-populated with accounts or employees based on historical activity. In both Workbooks however, users can easily add new account codes or account ranges (in the case of the Activity/Project Workbook) or new employees and salary distributions (in the case of the Personnel Budget Workbook). VISION – Pre-Budget Process Several processes need to be completed in VISION before one begins budgeting. To make these processes meaningful, below is a brief overview of how VISION facilitates the HCI budget Process. The HCI Budget Process in VISION Below is a list of HCI processes, and how they are accommodated in VISION. Carry-forward of Centrally-Funded Award: HCI permits unlimited carry-forward for certain centrally-funded awards: CCSG program pilots, DTRI pilots, PCRP pilots, and clinical trial incentives. For FY’10, carry-forward of these awards is budgeted in the same Activity that previously received funding from HCI central sources. HCI permits maximum carry-forward of $60,000 for PI HCI Development Funds. Carry-forward of these awards is not budgeted in the same Activity that received funding from HCI central sources in FY’09. Instead a budget workbook will be created by HCI Finance, assigned an Activity number of 2+ORG ID+01, and will include “Carry-Forward” in the title. This budget workbook will appear in your Budget Workbook pick list as 2XXXXX01 (where XXXXX is your five digit ORG ID). Please ensure that budgeted expenses budgeted to 2XXXXX01 do not exceed the amount of carry-forward expected to be available for FY’10. HCI permits carry-forward of start-up awards in accordance with the respective commitment terms. If the start-up funding obligation was fulfilled prior to FY’10, carry-forward of these awards is budgeted in the same Activity that previously received funding from HCI central sources. If additional start-up funding is committed in FY’10, carry-forward is not budgeted in the Activity that previously received funding from HCI central sources. Instead, like PI HCI Updated January 2009 Page 7 The University of Utah – Health Sciences Center VISION – Pre-Budget Process Development Funds, a budget workbook will be created by HCI Finance, assigned an Activity number of 2+ORG ID+01, and will include “Carry-Forward” in the title. Formulating Request for Centrally-Funded Award: Labs and other HCI entities will budget their request for a FY’10 centrally-funded award in the same Activity that received funding from HCI central sources during FY’09. In select cases, this request for a FY’10 centrally-funded award may eventually be transferred to an entirely different Activity depending on the HCI funding portfolio. If deemed necessary by HCI Finance, the transfer will be facilitated by VISION administrators. Prospective Activity and Project Templates: 2 + ORG ID + 0-99, EX: 29999901 where 2 indicates a prospective Activity/Project, 99999 represents an ORG ID, and 01 indicates which prospective Activity/Project it is. The trailing two digits increase sequentially based on the number of prospective Activities and Projects a given ORG ID requires. Each HCI ORG ID can have a maximum of 99 prospective Activities and Projects. Designate Activities and Projects to be Budgeted, and Designate Budget Owners VISION allows each Activity and Project within an ORG to be budgeted. An ORG may include Activities and/or Projects that a Department Head wishes to exclude from the budget process. The decision not to include an Activity or Project in the budget process might be made if it were immaterial to an ORG ID’s consolidated budget. VISION also allows a Department Head to designate a “Budget Owner” for each Activity and Project within an ORG. This designation is important if a Department Head desires to grant an employee security access to individual Activities and Projects within an ORG, but not to all Activities and Projects within an ORG. Follow the steps below to complete this process: 1. In the Treeview, select Open, then Plan Reports, then Budget Process and double click on ActivityProj & Budget Owner.xls. The “Plan Recalculation” window will appear, and you should select the Continue option. The tool will open on the Instructions tab, and you should press the [F9] key to refresh the ActivityProj & Budget Owner tool. In the uNID column, the Department Head should list the uNIDs of all employees whose security will be limited to individual Activities and Projects in the ORG for which the Department Head is going through the Pre-Budget Process. NOTE: Only uNIDs of employees that will be users of VISION should be listed. While in this tool, a Department Head can go through this process for multiple ORGs (one ORG at a time). If the Department Head will not designate user security down to the Activity or Project level, no uNIDs need be listed in the uNID column. 5. Once all uNIDs are listed (if applicable), click the Go To Report link, or click the Report tab at the bottom. Type the ORG the Department head is going through the Pre-Budget Process for in D12. 2. 3. 4. 6. Updated January 2009 Page 8 The University of Utah – Health Sciences Center 7. 8. Click the turquoise Get Data button. VISION – Pre-Budget Process A list of all Activities and Projects for the ORG input in cell D12 will be displayed below row 22. These are sorted by fund, and then Activity or Project. All Activities and Projects default to the “No Budget” option in the column titled “New Bud Owner”. If the Department Head wants a budget Workbook to be created for an Activity or Project, it should be toggled to “budget” (the first item in the list). 9. 10. For each Activity and Project in the list, the Department Head can select “No Budget,” or an employee’s name in the list. By selecting “No Budget,” no Activity or Project Budget Workbook will be created. By selecting an employee’s name, a budget workbook will be created, and the Activity or Project will be added to the list of Activities or Projects that employee can budget and/or report on. NOTE: Users that have the appropriate security rights at the ORG level will still be able to access Activities or Projects designated to a specific employee. 11. When a Department Head finalizes all designations for active Activities and Projects, and the Department Head does not desire to create prospective Activity or Project Budget Workbooks, then click the green Post to Dbase button. Creating Prospective Activities and Projects VISION allows a Department Head to create prospective Activity and Project Budget Workbooks within an ORG ID. A prospective Activity or Project Budget Workbook would be created to budget Revenues, Expenses, or Transfers that will take place in an Activity or Project that does not currently exist in PeopleSoft, but that will exist in PeopleSoft during the Budget Year. Follow the steps below to complete this process: 1. Type the ORG the Department Head wants the prospective Activity or Project to be a part of in cell D12. Click the turquoise Get Data button. Below the list of Activities and Projects for the ORG input in cell D12 is the section where prospective Activities and Projects can be created. The creation of a prospective Activity or Project requires two inputs. 2. 3. 4. 5. 6. Type the name of the Activity or Project in column E. Type the fund code in column F. For each prospective Activity or Project, the Department Head can select an employee’s name which will add the prospective Activity or Project created to the list the designated employee is able to budget. Updated January 2009 Page 9 The University of Utah – Health Sciences Center 7. Click the green Post to Dbase button. VISION – Pre-Budget Process VISION Administrators will create Activity and Project Budget Workbooks twice a day; once near noon, and once near 5:00 PM. NOTE: The Department Head can go through this process multiple times if necessary to add the necessary prospective Activities and Projects. Installation of ReaSoft – PDF Printer A free software is available that allows users to print VISION reports as PDF files. The directions below outline the steps to download the software using Internet Explorer. The installation process differs slightly based on the Browser used. Follow the steps below to download the software, and install it on your personal computer: 1. Click the following link to download ReaSoft: http://www.reasoft.com/tutorials/howto/rea-create-pdf-files.html Scroll to the bottom of the page, and click on the “Download ReaSoft PDF Printer now!” Select “Run” when the File Download window appears. Select “Run” again when the following window appears. Select “Next” when the Setup Wizard window appears. At the License Agreement setup window, select the “I accept the agreement” option, and then select the “Next.” At the Select Destination Location window, select “Next.” At the Ready to Install window, select “Install.” Select “Finish” at the final setup window, and ensure that the “Launch ReaSoft PDF Printer Wizard” box is checked. 2. 3. 4. 5. 6. 7. 8. 9. 10. When the Step 1 ReaSoft PDF Printer Wizard window appears, select “Browse.” Updated January 2009 Page 10 The University of Utah – Health Sciences Center VISION – Pre-Budget Process 11. Select the folder you want saved PDFs to default to, and select “OK,” and then “Next.” 12. When the Step 2 ReaSoft PDF Printer Wizard window appears, make sure the paper size is set to “Letter,” then select “Next.” 13. When the Step 3 ReaSoft PDF Printer Wizard window appears, select “Finish” without selecting either of the check boxes. ReaSoft is now installed and ready for use in printing VISION reports as PDF files. Printing VISION Reports using ReaSoft Follow the steps below to print VISION reports as PDF files: 1. 2. While in a VISION Report, select “File” from the menu bar, then “Print Preview.” Select “Print” while viewing the report in “Print Preview.” 3. In the Print window, choose the “ReaSoft PDF Printer” from Name dropdown, and select “OK.” Updated January 2009 Page 11 The University of Utah – Health Sciences Center VISION – Budget Workbook Numbering Convention 4. The ReaSoft PDF Printer window will appear, and you should select “Save” which saves the report as a PDF file to the folder you established as the default folder above. VISION – Budget Workbook Numbering Convention Whereas Personnel Budget Workbooks, Activity and Projects Workbooks, and Prospective Activity and Project Workbooks are accessed through the same menu, users should familiarize themselves with the following Budget Workbook Numbering Convention: Personnel Budget Workbooks 900 + ORG, Example: 90000202 for the SOM Dean’s Office. Activity Workbooks The PeopleSoft Activity number, without the leading zero(s). Example: 05678 would appear in the list as 5678 with its accompanying description. Project Workbooks The PeopleSoft Project number with its accompanying description. Prospective Activity and Project Workbooks 2 + ORG + 0-99, EX: 29999901 where 2 indicates a prospective Activity/Project, 99999 represents an ORG, and 01 indicates which prospective Activity/Project it is. The trailing two digits (beginning with 01) increase sequentially based on the number of prospective Activities and Projects a given ORG requires. Each ORG can have a maximum of 99 prospective Activities and Projects. VISION – Personnel Budget Workbook In VISION, personnel expenses are budgeted for all employees that belong to a given Home ORG. An employee can have various Reporting ORGs, but will always belong to a singular Home ORG. Personnel data pertinent to the budget process, and a profile of each employee’s employer paid benefit costs are interfaced into a Personnel Budget Workbook for each Home ORG. Input areas are logically located so that an employee’s budget year comp rate, FTE, contract term, salary justification (if necessary), salary distribution, and benefit designations (if changing) can be made. Additional input areas exist to capture other data elements that are important to the budget process. Updated January 2009 Page 12 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook To open your Personnel Budget Workbook(s), select Open from the Plans menu of the Treeview, and then select Plan Workbooks. A dialog box similar to the following appears, listing your various Budget Workbooks. NOTE: If you only have access to one workbook (Personnel or otherwise), this screen will not appear – the budget workbook will open directly. Select the Personnel Budget Workbook you would like to open and click OK. Note that you can only open one workbook at a time using this dialog box, however, you can have multiple workbooks open simultaneously. Sections of the Personnel Budget Workbook The Personnel Budget Workbook is comprised of employee actual data that are included in the workbook to assist a budgeter, and input areas that are used to budget personnel costs by employee for the upcoming fiscal year. Below is a list of the columns, or sections within the Personnel Budget Workbook, a description of the data therein, and the action to be taken by the budgeter. It also outlines features imperative to completing the Personnel Budget Workbook. Columns A-C: Employee’s ID, record number, name, and job title. Columns E-J: Employee’s current job code, FTE, contract term, ABA, and comp rate by record number. Columns L-T: Employee’s budgeted % increase or target comp rate, budget year comp rate, FTE, contract term, ABA, and % increase. The salary justification box appears when budgeted salary falls outside the SVPHS’s salary guidelines. Column V: Area where comments can be made for users own information or reference. A report can be run to concisely show all comments made, by employee. Updated January 2009 Page 13 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook Columns X-AB: Since Clinical Incentive Pay (CIP) is not part of the HCI pay structure, these columns will generally not be used by HCI. These columns are where a faculty member’s base, negotiated, and CIP can be entered in for reporting purposes. Note that the grand total in column AB will not automatically tie back to the comp rate in column O, as CIP is not a component of comp rate. Columns AE-AI: Employee’s current salary distribution. Columns AK-AT: Employee’s budgeted salary distribution. By default, an employee’s budget year salary distribution will mirror their salary distribution at the time of the Personnel Budget Workbook’s creation. Columns BD-BP: Employee’s budgeted FTE and salary distribution by month. Columns CF-CT: Since Clinical Incentive Pay (CIP) is not part of the HCI pay structure, these columns will generally not be used by HCI. These columns represent employee’s budgeted CIP distribution by month. Columns DJ-EA: Employee’s budget year employer paid benefit costs. Note that this range of columns is only available by changing to the “Benefit View”. Employee Summary Row: Employees may have 1 or many salary distribution rows, and 1 or many record numbers. The summary of all these data can be seen on the row that contains the employee’s “EmplID”. Navigation in the Personnel Budget Workbook The Personnel Budget Workbook contains tools to facilitate navigation and budget input. A tool also exists that moves data from the Personnel Workbook to the underlying Activity and Project Workbooks. Draft/Available Dropdown: In cell C101, a dropdown box exists that allows a user to make employees budgeted salary expense available to the Activities and Projects that make up their salary distribution. By default, this dropdown box is set on the “Draft: Not Available for Activities/Proj” setting, which means that current year salaries will be distributed to the Activities and Projects that make up employees’ current year salary distributions. When a user is ready to make budget year salaries available, along with budget year salary distributions, the dropdown box in C101 should be changed to “Available for Activities/Projects.” Updated January 2009 Page 14 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook Budget Workbook Views: The Personnel Budget Workbook has several different views to facilitate the budgeting process and to accommodate the preferences of different users. To change views, a user would select the down arrow in the combo box in cell C103. Below is a description of the different views and when they may be used:      Primary View (Employee) – This is the default view and allows a user to budget all things with the exception of employee benefits. Quick Input View – Used by departments where the majority of the employees’ budget year salary distribution(s) will mirror their current year salary distributions. Benefit View – Used to update an employee’s employer paid benefits. Display All – Shows all columns and rows for each employee. CIP Input – Since Clinical Incentive Pay (CIP) is not part of the HCI pay structure, this view will generally not be used by HCI. This view displays an employee’s budget year “Comp Rate,” “FTE,” “ABA,” the “Base,” “Faculty Negotiated” and the “CIP” salary components for employee’s with CIP eligible job codes. It is recommended that this view be used by departments that pay CIP, and want to distribute the CIP expense to an Activity or Activities, and indicate when the expense will be incurred. Global Salary Increase: Cell L102 shows the average departmental salary increase approved by HCI senior leadership. Departments can change this amount, and the new value will be reflected for each employee in that Personnel Budget Workbook. It should be noted, however, that if a user overwrites the “Incr %” for an employee, it will no longer dynamically change when the value in L102 is updated. Users can restore this functionality by copying the “Incr %” of an employee whose “Incr %” has not been altered to the “Incr %” cell of an employee that has been altered. Updated January 2009 Page 15 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook Completing the Budget Section – Columns L-T This section will be completed for existing employees between January 14th and January 16th. This section will be completed for new and replacement employees starting January 30th. Due to the current economic situation in the country and in the State of Utah, the default salary increase will be 0% in FY’10. A 0% salary increase should be budgeted for all employees. The only exception being pre-existing, written salary increase agreements, which will still be honored. In those cases, a salary increase percentage may be requested in VISION and the written agreement will need to be forwarded to HCI Human Resources for review. (see Salary Justification section below). Users can recommend salary increases for employees in one of three ways. Global Salary Increase: In cell L102, type the increase percentage to be applied globally to the compensation rate of all employees within the ORG ID. Incr %: Users can input a % increase in the input cell in column L to be applied to each employee’s compensation rate. Target Comp: Users can input a target compensation rate for salaried and hourly employees in column N. Either a % Increase or a Target Comp can be input for an employee, but not both. FTE: By default, an employee’s FTE is equal to their FTE at the time the Personnel Budget Workbook was created. If an employee’s FTE will change as of 07/01/09, a user should type the new FTE as of 07/01/09 into the FTE cell. Although outside of the Budget Section (columns L-T), the user must include an explanation in the Comment Section (column V) for any change in FTE as of 07/01/09. If an employee will be terminated before the budget year begins, the FTE should be zero. This ensures that the terminated employee’s salary expense will not impact your budget. Interdependencies exist between an employee’s budget year compensation rate and an employee’s FTE. These interdependencies are outlined below:  FTE Example 1: An employee receives a 2.5% budget year increase on a current year comp rate of $39,900 and their FTE is reduced from the pre-populated 1.00 to 0.50. Budget Comp Rate (column O) reflects a 2.5% increase as well as the 0.50 FTE reduction, resulting in a Budget Comp Rate of $20,449 and a Budget ABA of $40,898. Updated January 2009 Page 16 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook  FTE Example 2: A budget year Target Comp of $40,000 is input for an employee with a current year comp rate of $39,900, and their FTE is reduced from the pre-populated 1.00 to 0.50. The Comp Rate (column O) reflects the desired Comp Rate of $40,000, the 0.50 FTE reduction, and a Budgeted ABA of $80,000. Contract Term: Since Contract Term is not part of the HCI pay structure, column Q will generally not be used by HCI. By default, an employee’s budget year Contract Term is the same as their current year Contract Term. If a user wishes to change an employee’s contract term, they may select the lavender cell in column Q, and select the correct contract term from the drop down. Salary Justification: If an employee’s budget year salary increase request is greater than 0%, an input box (see below) will appear in column T, alerting the user that a salary justification is required. Please note in this box if a written, pre-existing salary increase agreement exists. All salary justification boxes should be completed as part of the budget approval process. Salary justifications can be up to 500 characters in length. Updated January 2009 Page 17 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook A report is available that produces a list of employees (within a Home Department) whose salaries fall outside the HCI senior leadership and SVPHS guidelines, with their respective Salary Justification. HCI Compensation Rate Approvals: After an HCI entity has completed the Budget Section of the Personnel Budget Template, the user should notify HCI HR that the compensation rate and FTE recommendations are complete. After receiving the salary recommendations, HCI HR will review and submit them to HCI senior leadership for approval. Any necessary adjustments made by HCI HR or senior leadership will be discussed with the HCI lab or entity during this time period. By January 29th, approved compensation and FTE figures will be reflected on a “read only” basis in the budget section of the Personnel Budget Template. By January 30th, the other areas of the Personnel Budget Template will be enabled for “write access”. At this point, new/replacement employees will be budgeted as well as salary distributions for existing/new/replacement employees. Completing the Comment Section – Column V As mentioned above, the user must include an explanation for any change in FTE as of 07/01/09. An explanation for changes in FTE following 07/01/09 would also be helpful. The user must provide the justification and space needs for each new and replacement employee in the comments section. In addition, the user must also provide the justification for any temporary employee extending employment into FY’10. A user can also include comments that are meaningful to them for their own information and reference. It is important to note that if a budgeter wants to access comments throughout the upcoming fiscal year, they must be made in the comment box in column V. Any other type of comment (via Excel Comments for example), will not be preserved or accessible after the budget process closes. A report can be run to concisely show all comments made, by employee. Base, Negotiated, CIP Faculty Salary Components – Columns X-AB Since Clinical Incentive Pay (CIP) is not part of the HCI pay structure, these columns will generally not be used by HCI. A user should input the Base, Negotiated, and CIP components of faculty salaries for each available record. Current Salary Distribution – Columns AE-AI A user is presented with an employee’s salary distribution lines as of the time the Employee Budget Workbook was created. Budget Salary Distribution – Columns AK-AR An employee’s budget year salary distributions mirror their current salary distributions by default. This includes salary distributions within one’s ORG ID, as well as salary distributions to other Business Unit 01 chartfields. A user can modify the start date, stop date, and distribution percentage of an existing distribution line of an employee. Adding additional Distribution Lines: A user can also add additional distribution lines for an employee by right clicking the “Add New Activity/Proj” in column C in their block of rows, and selecting SPMs then Insert/Update from the menu. Updated January 2009 Page 18 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook After selecting SPMs then Insert/Update, a dialogue box appears giving the user the option to insert three different types of salary distribution. New Distribution: A blank Business Unit 01 salary distribution line is added under all existing salary distributions. Users should enter the Activity or Project the salary is being distributed to in column AL (the fund code in column AK will update automatically). The Account Code input should be a valid salary Account Code. The user should adjust the distribution start and stop dates, as well as the distribution percentage. It is imperative that if an activity/account is inaccurate, the user should input a zero distribution in column AR, and insert another New Distribution row. Changing an existing row will corrupt employee data in the database. Non University Support: Salary support received from a non University source can be allocated to an employee. The source of the non University support should be designated by choosing from the dropdown in column C one of the predefined sources (VA, LDS, SHRINERS, INTERMOUNTAIN MEDICAL CENTER) or Other for all other sources. Once the source of non University support is designated, the user would input the dollar amount of that support in column O. Updated January 2009 Page 19 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook Other Distribution: Salary support received from a University source outside of Business Unit 01 can be distributed to an employee. The source of other University support should be designated by choosing from the dropdown in column C one of the predefined sources (UNIVERSITY HOSPITAL, HUNTSMAN CANCER HOSPITAL, UURF). Once the source of Other University support is designated, the user should designate the account code in column AN, input the start and stop date of the distribution, as well as the distribution amount. Note that regardless of which Other University Support is selected, no chartfield is input. FTE & Salary Distribution – Columns BD-BP The FTE & Salary Distribution section is a visual representation by month of an employee’s FTE and salary distribution. If an employee’s salary distribution does not equal 1.00000 for any budget month, the employee’s job description (column C) changes to a message to “check distribution.” This alert disappears once the employee’s salary is completely distributed. A user also has the ability to reduce an employee’s FTE if an FTE reduction is known at the time of budget completion. A user can also reduce an employee’s FTE to zero if a future termination date is known. Note that the FTEs shown in columns BD-BP determine the budgeted personnel expenses. The FTE shown in column P (refer to FTE in the Budget Section above) determines the PAN form FTE as of 07/01/09. CIP Distribution – Columns CF-CT Since Clinical Incentive Pay (CIP) is not part of the HCI pay structure, these columns will generally not be used by HCI. CIP dollars that have been allocated to employees in the Base, Negotiated, and CIP section can be spread and distributed to an Activity (or multiple Activities) in the CIP Distribution section. It is imperative that the CIP is properly distributed (see Distribution of Budgeted CIP). CIP Spread Methods: CIP budgeted for a CIP eligible employee can be spread over the twelve months of the budget year 3 different ways.  Monthly Spread – By default, budgeted CIP is spread linearly over twelve months. This means that 1/12th of an employee’s CIP is budgeted each month.  Quarterly Spread – Budgeted CIP can be spread on a quarterly basis, meaning that 1/4 th of an employee’s CIP is budgeted in September, December, March, and June. Updated January 2009 Page 20 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook To make this change, the Mth cell in column CG needs to be changed to Qtr as seen above.  Monthly Input – In either the Monthly Spread and Quarterly Spread designation, a user can manually input CIP amounts over the twelve months. Note that the month of June is a self balancing month. This means that the amount of CIP in the month of June is equal to the CIP in column Z less the sum of CIP entered into the CIP Distribution section in columns CH-CR (July through May). A user needs to ensure that June is not a negative number (as seen above). If it is, the CIP amount in column Z should be increased, or the CIP distributed over the months of July through May should be reduced. Distribution of Budgeted CIP: An employee’s budgeted CIP should be allocated to a distribution line that is separate from the distributions that comprise an employee’s salary distribution.  New Activity – To distribute an employee’s CIP, do the following: 1. 2. 3. 4. 5. A user should navigate to Column C and Add a New Activity/Proj. Input the Activity you wish to allocate CIP to in column AL. Input a valid CIP Account Code 52400-52418 in column AN. In the CIP Split cell (column CF), distribute CIP (usually to one Activity). The sum of inputs in the CIP Split (column CF) for an employee should equal 1.0000. Note: The distribution cell in column AR (viewable in the Primary View) should be left blank to ensure an employee’s salary is not distributed to a CIP account code. Employee Benefits – Columns DJ-EA The employer paid taxes and benefits can be viewed and modified through the Benefit View of the Workbook. The Benefit View (like all others) can be attained by selecting it from the dropdown in C103, as show below. Updated January 2009 Page 21 The University of Utah – Health Sciences Center VISION – Personnel Budget Workbook A profile of the employer paid taxes and benefits has been generated for each employee. These data include calculated values, as well as benefit information for each employee that comes directly from the HR PeopleSoft module as of the time the Personnel Budget Workbook is created. Breakdown of the Benefit View: Though the Benefit View may appear somewhat complex, very little user intervention is typically necessary. A breakdown of the different subsections of the Benefit View are listed and described below.  Employer Paid Taxes – These taxes are comprised of Social Security tax, Medicare tax, and State Unemployment Insurance. The tax Code (%), the Rate (Cap) and the Max (Code * Rate) for each of these taxes is calculated within VISION. Since taxes are based on a calendar year, and the University operates on a July 1st through June 30th fiscal year, VISION makes certain assumptions to determine whether or not employees have hit payroll tax maximums. The amount in the Pre Budget cell (column DN) for each of the taxes is the estimate of the calendar year to date amount paid by the employer. If a user disagrees with this amount, it can be edited. If an employee is FICA exempt, change the SSI value in column DJ to None.  Employer Paid Insurance – Medical, Dental, Long Term Disability, Workers Compensation, Group Life, Basic Life, and Dependent Life comprise the types of insurance that have an employer paid component. The selections within each of these insurance types is based off an employee’s elections at the time the Personnel Budget Workbook was created. If a user becomes aware that an employee’s insurance elections will change during the budget year, the user can budget for that updated level of coverage by updating the Code dropdown (column DK). The medical codes in column DK are comprised of a deduction code and a coverage code. The deduction code indicates the medical plan, and whether or not the employee has selected dental insurance, and the coverage code indicates the individuals who are covered. The following table can be used to interpret the medical codes in column DK. Code MBCBS MVB MVC MUUHP MDBCBS MDVB MDVC MDUUHP MHLRET Deduction Code Description Blue Cross Blue Shield Medical Only ValueCare Basic Medical Only Value Care Medical Only Univ Health Care Plan Medical Only Blue Cross Blue Shield Med & Dental ValueCare Basic Medical & Dental Value Care Med & Dental Univ Health Care Plan Med & Dental Health Plan Retirees Code 1 2 3 A B C Coverage Code Description Single Two-Party Family Well You Single Well You + 1 Dependent Well You + 2 or More Dependents Updated January 2009 Page 22 The University of Utah – Health Sciences Center Domestic Partner Medical Dental Coverage AMBC Blue Cross Blue Shield Medical Only AMVB Value Care Basic Medical Only AMVC Value Care Preferred Medical Only AMUHP Univ Health Care Plan Medical Only AMDBC Blue Cross Blue Shield Med & Dental AMDVB Value Care Basic Medical & Dental AMDVC Value Care Med & Dental AMDUHP Univ Health Care Plan Med & Dental VISION – Personnel Budget Workbook Domestic Partner Medical Dental Coverage 5 Employee + Partner 6 Employee, Partner + Emp’s Children 7 Employee + Partner + Children E Well You Employee + Partner F Well You Emp, Partner, + Emp Child G Well You Emp, Ptnr + Emp/Ptnr Child  Employer Paid Retirement – An employee’s employer paid retirement reflects the retirement program they participate in. If a user is aware that a retirement designation is incorrect, a user can budget for the correct program by changing the value in the Code dropdown (column DK). The row titled Retirement 1: is used for employees eligible for the 14.2% 401(a) The row titled Retirement 2: is used for employees eligible for the Utah Retirement Plan The row titled Retirement 3: is used for employees eligible 1.5% 401(k)  Employer Paid Miscellaneous Fees – A fee is paid by the employer for those employees that participate in Flexible Spending Accounts, as well as a parking fee for each employee. MPP Retirement – An employee’s Medical Practice Plan supplemental 403(b) or 457(b). NOTE: Be sure that you indicate the Activity the MPP Retirement will be allocated against in the input cell in column AL.  Eliminating Employees from the Personnel Budget Workbook Employees that are part of an Employee Budget Workbook, can be eliminated for budgeting purposes. To remove an existing employee, reduce their FTE in column P to 0.00. By reducing an employee’s FTE to zero, the impact of their salary expense is eliminated from the budget. Adding a New Employee Due to the current economic situation, HCI leadership requests that new positions are not added unless funded by extramural sources or a prior written commitment exists. Replacement positions may be added. New or replacement employees that are not part of an Employee Budget Workbook should be added using the steps outlined below. 1. A user should navigate to the last employee in Employees Tab of your Personnel Budget Workbook. Right click on the cell beneath that employee that contains red text that reads: “Add New Employee/Position”. From the menu that appears, select SPMs, then Insert/Update. 2. 3. 4. When prompted with the insert update pick list, select the type of employee you are adding (Faculty, Hourly, Salary, Trainee), then click OK. The benefit profile for the newly added employee is completed based on that category’s most prevalent Updated January 2009 Page 23 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook benefit selections. The budgeter should go to the benefit profile and ensure the selections are okay. 5. The user should then complete the input cells according to the type of employee they are trying to add. For an employee that was hired subsequent to the time the budget Workbook was created, the user should enter in the employee’s actual information. For an employee that will be hired sometime in the budget year, the default Employee ID should be used, and any known information should be input. For new employees to be hired, input “TBN” in the name field in column C. For replacement employees to be hired, input “TBR-[name of predecessor]” in the name field in column C. Huntsman Cancer Institute utilizes standard benefit profiles for TBN/TBR Post Docs, Research Associates, and Graduate Students. These benefit profiles can be found below, and should be used in the benefit section of your Personnel Workbook. Please note that if a benefit category is not outlined, “none” should be chosen in the corresponding drop down in column DK of the Personnel Workbook. a. Post Doc Medical: Workers Comp: Group Life: Park & Transp: Research Associate Medical: Workers Comp: Group Life: Retirement 1: Park & Transp: Graduate Student SSI: Workers Comp: Park & Transp: 6. MDUUHPB WC8868 GLI001 PRKFEE b. MDUUHPB WC8868 GLI001 GRARET PRKFEE c. None WC8868 PRKFEE VISION – Activity and Project Workbook As discussed in the Pre-Budget Process, revenues, expenses and transfers are budgeted at the Activity and Project level. The Pre-Budget Process also explains how users may indicate which Activities and Projects they wish to be included in the budget process. Updated January 2009 Page 24 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Actual Balance Sheet and Summary of Revenue and Expense data are interfaced into each Activity and Project Workbook. These actual data come directly from the PeopleSoft, and are integrated into the Workbook to provide the user with a historical basis to assist in the budget process. Completing the budget for an Activity or Project can be broken down into three general steps. 1. 2. 3. Completing a current year forecast. Completing the next fiscal year budget. Validating the personnel whose salaries (in whole or in part) have been distributed to the Activity or Project. Several tools have been incorporated into the Activity and Project Workbook to facilitate the process of forecasting and budgeting, and to add a greater amount of detail and granularity to the Workbook. Open an Activity or Project Workbook To open your Activity and Project Workbooks, select Open from the Treeview, then select Plan Workbooks. A dialog box similar to the following appears, listing your various Budget Workbooks. Select the Activity/Project Workbook you would like to open and click OK. Note that you can only open one workbook at a time using this dialog box, however, you can have multiple workbooks open simultaneously. Components of the Activity/Project Workbook The Activity/Project Workbook is comprised one information tab, three input tabs, and one scratch tabs. They are described below: Summary Tab: Provides a user summary level revenue, transfer, and expense information for applicable time periods. Updated January 2009 Page 25 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Revenue_Expense Tab: The principal budget input tab, where a user will forecast and budget revenues, transfers, and non personnel expenses. Detail Tab: Input area where a user can input detailed amounts that comprise either budgeted revenues, transfers, and non personnel expenses, and indicate the month(s) those amounts will be realized. This is explained more thoroughly in the section describing the different spreading methods. Personnel Tab: Contains a listing of employees whose salaries are distributed in whole or in part to the Activity or Project that the user is budgeting. These employees appear and change dynamically based on inputs made in the Personnel Budget Workbook. Users can intervene to ensure that only authorized salary expenses are recorded for an Activity or Project. Scratch Tab: Each Activity/Project Workbook contains two scratch taba where a user can do any sort of work that would regularly be done in Excel. Users have the full functionality of Excel in these tabs. The Revenue_Expense Tab Users familiar with the Summary of Revenue & Expense Management Report in PeopleSoft will immediately be familiar with the layout of the Revenue_Expense Tab. Described below is a list of the elements or sections within the Revenue_Expense Tab, and a description of the action to be taken by the user. Sections of the Revenue_Expense Tab Below is a description of the various columns in the Revenue_Expense Tab. Columns A-B: The GL Account Code and the Account Code Description. Refer to the HCI Internal Website for the HCI Chart of Accounts with accompanying detailed descriptions: http://www.hci.utah.edu/internal/resources/Finance/pdf/chartofaccounts.pdf Column C: The Budget Method column provides users several options to spread revenues, transfers in, non personnel expenses, and transfers out, and allows users to view personnel and non personnel expenses in a summary or in detail. When in Account Detail view, spreading options are available in this column as well. Column D: Last year actual data. Columns E-H: Current year to date actual data, January through June forecast, current year forecast, and current year budget. Column I: Row level escalators are populated by the Budget Year Escalator in cell I102. While in the Summary view, column I in the Other Expenses section provides a drop down allowing other expenses to be spread different ways across the budget year months. Column J: The user can input budget amounts directly into these cells, or can use the Budget Year Escalator or the Detail Budget Input Method described later. Updated January 2009 Page 26 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Columns L-M: The columns display the dollar and percentage difference between the current year Forecast Total in column G and the Budget Total in column J. Column N: A users can include comments that are meaningful to them for their own information and reference. A report can be run to concisely show all comments made in an Activity or Project Workbook. Columns P-AY: Actual, Forecast, and Budget values spread by month. Navigation in the Revenue_Expense Tab Below is a description of the various tools available in the Revenue_Expense Tab. In Process/Complete Dropdown: To facilitate the process of identifying which Activity/Project Workbooks are complete, and those that are still in process, a dropdown has been added in cell A102. Once an Activity/Project workbook is complete, the user can change the status of a Workbook from “In Process” to “Complete”. A report can be run by a user to view the status of all Activity/Project Workbooks they have access to. Budget Workbook Views: The Activity/Project Workbook has several different views to facilitate the budgeting process and to accommodate the preference of different users. To change views, a user would select the down arrow in the combo box in cell B102. Below is a description of the different views:    Primary View – This is the default view, allowing the user to see all forecast and budget columns, as well as the forecast and budget monthly spreads. Budget Only View – Displays the same columns as the Primary View without the escalator, comments, and forecast spread columns. Show All – Displays all columns including the Actual Data by month columns. Updated January 2009 Page 27 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Row Display: Formal Account Code ranges exist in the Business Unit 01 Chart of Accounts. For example, Out of State Travel has an account range of 60000-60019. HCI users will generally budget Account Codes at the summary level (60000 only) rather than the detail level (60000, 60001, 60002 etcetera). In the Personnel Expense section, certain account codes are grouped under headers, such as Faculty Salaries. To budget individual Account Codes within a range, a user would select the dropdown in column C, and change it from Summary (default) to Account Detail as show above. The user would then click the Update Row Display button to effect the change. All Account Codes that have historical activity will appear in column A of the Revenue_Expense Tab. A user can change all row displays by selecting the dropdown in cell C102, changing it from Summary to Account Detail, and then clicking the Update Row Display button to effect the change. Please utilize the appropriate expense category by referring to the detailed descriptions provided in the HCI Chart of Accounts: http://www.hci.utah.edu/internal/resources/Finance/pdf/chartofaccounts.pdf. If necessary, contact Jeff Wilkinson for assistance with estimating the price of a particular supply, equipment component, or other product. If necessary, contact Kim Simmons for assistance with estimating the price of any computer supplies or equipment. HCI General Research will budget for the purchase of shared laboratory equipment. By January 16th, direct any requests for shared laboratory equipment to Barbara Graves. Remodeling costs are also considered a form of capital equipment. By January 16th, direct any requests for remodeling funds to Trudy Duncan for inclusion as equipment in the HCI Facilities budget. File cabinets, shelves, tack boards, white boards, etc. are usually not considered capital equipment. By January 16th, direct any requests for furnishing funds to Trudy Duncan for inclusion in the appropriate expense category of the Facilities budget. Budget Year Escalator: Users may create their Activity/Project budget by inflating the Revenue, Expense, and Transfers Forecast Totals in column G. To do this, a user should define the inflationary percentage in cell I102. This can be done in either the Summary or Account Detail view. Updated January 2009 Page 28 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Include Activity/Project Budget in PeopleSoft: By default, the Activity budget data created in VISION will be exported to PeopleSoft and will consequently appear in the budget column of the PeopleSoft Management Reports. If a user does not desire the budget data to be exported to PeopleSoft, the drop down in cell N102 can be changed to “Exclude from General Ledger Submission” as seen below. This feature should only be utilized by HCI Finance. With few or no exceptions, all HCI activities will be exported to PeopleSoft. Claim on Cash: Balance Sheet data are included in each Activity/Project Workbook in row 110. The value in columns D and E are actual, whereas the value in columns F, G, and J are calculated amounts, adjusting the Claim on Cash in the prior cell by the Revenue Less Expenses at the bottom of the columns F, G, and J. Completing the Statistic Section Since statistics do not relate to HCI, this section should be ignored by HCI users. If a statistic exists within a users’ entity that meaningfully spreads Revenues, Expenses, or Transfers, it can be input in the statistic row for the underlying months, and then selected in the rows below as the spreading method. Completing the Revenue_Expense Tab Any Account Code that has transactional activity in Fiscal Year 2008, or through December in the current Fiscal Year will appear in column A. Forecasted values for each Account Code listed will be pre-populated in the Jan-Jun Projected cell (column F). A user should follow the steps below to complete the Revenue_Expense Tab: Refine the Forecast Value: The user should evaluate each forecast estimate in column F and refine the value as necessary to ensure it reflects the users best estimate. Users should pay particular attention to ensure that onetime receipts or onetime expenses included in column E are excluded from the value in column F. Refine the Department Escalator: If desired, a user may refine the inflationary percentage in the Departmental Escalator cell (cell I102). This percentage is then applied to all budget lines below. Updated January 2009 Page 29 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Alternatively, while using the Account Detail Budget Method, a user can refine the Department Escalator (column I) or input an amount in the Budget Total cell (column J) for each Account Code row. Adding additional Account Codes: A user may add Account Codes that do not exist in column A that are needed to complete the Revenue & Transfer section. An account code can be added by right clicking the “Place cursor here to insert new row” in column B, selecting SPMs, then selecting Insert/Update from the menu. After selecting Insert/Update, an alert appears requesting that the user confirms the desire to insert a new line. Select Yes, and enter the desired Revenue or Transfer In Account Code in column A, as seen below. Updated January 2009 Page 30 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook Selecting a Spreading Method: Once a user has input a forecast and budget value in a row, they must determine which spreading method to use. Spreading your forecast and budget values across the underlying months is relatively important for variance analysis during the Budget Year. The values that a user inputs in the Jan-Jun Projected cell (column F) and the Budget Total cell (column J) in each row can be spread across the months that make up that period. The months that make up Jan-Jun Projected column are January, 2009 through June, 2009. The months that make up the Budget Total column are July, 2009 through June, 2010. The monthly budget values will be exported back to PeopleSoft, and will serve as the basis for the monthly budget, the YTD budget, and the Annual budget for each account code row. Multiple spreading methods are available to the user. They are:  Even – Forecast and Budget values are spread across the underlying months evenly. This is the default spreading method and will be the most widely used method by HCI.  Days – Forecast and Budget values are spread across the underlying months based on the number of days in the month. This method will generally not be used by HCI.  Stat – If a user has input a statistic in the Statistics section at the top of the Activity/Project Template, the Forecast and Budget values are spread across the underlying months according to the statistical input above. Since statistics do not relate to HCI, this method will not used by HCI.  Input - Forecast and Budget values are spread across the underlying months based on a user’s inputs in columns AF-AY. This spreading method is useful in accounting for onetime events.  Detail – A user may wish to list the transactions that make up a Forecast or a Budget. If a user selects the detail spreading method, the Account Code description in column B becomes a hyperlink. A user should make note of the Account Code, and click the hyperlink. Updated January 2009 Page 31 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook The user is taken to the Detail tab of the Activity/Project Workbook, and should enter the Account Code in the Account Code input cell in column B. If a user will be using the Detail spreading method for both the Forecast and the Budget, they should change the view (in cell C102) from Budget Input to Forecast & Budget Input. A user should then enter the Forecasted or Budgeted events the user wishes to include in the input cells in column C. For each Forecasted or Budgeted event, a user should enter a value in either column G (for Forecast) or column J (for Budget), and select how to spread the value entered. If a user selects the Input spreading method in column D, they must input the Forecasted or Budgeted value(s) in the underlying months. As seen below, these underlying months become input cells when the Input spreading method is chosen. Note that the month of June is a self balancing month. This means that the value in the month of June is equal to the value in column J less the sum of the values entered into columns X-AH (July through May). Updated January 2009 Page 32 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook The user needs to ensure that June is not a negative number. If it is, the value in column J should be increased, or the values input in the months of July through May should be reduced. A user can add more detail rows if the default three is insufficient. To add additional rows, a user should right click the “Place cursor here to insert new row” in column B, and selecting Add/Update Planning Methods from the menu. When finished with the Detail tab, the user can click on the Account Code Description in column B to return to the Revenue_Expense tab. A user should note that the Forecast and Budget input cells in a row that has the Detail spreading method selected no longer appear as input cells, since they are populated by inputs in the Detail tab. Completing the Personnel Tab The Personnel Tab is populated with the employee level detail that makes up the Personnel Expense section of the Revenue_Expense tab. The information in the Personnel Tab is updated every time an Activity or Project Workbook is opened, brining in the latest information about employees being allocated to a Activity or Project. The Personnel Tab is comprised of four main sections:   The Employees From Home Organization section lists all employees whose salary in whole or in part has been distributed to the Activity or Project, where the employees Home ORG corresponds with the ORG of the Activity or Project. The Employees From Other Organizations section lists all employees whose salary in whole or in part has been distributed to the Activity or Project, who have a Home Org different from the Org of the Activity or Project. Employees will only appear in this section once they are accepted by the user. The Lump Sum Personnel Amounts section allows a user to insert lump sum personnel costs, such as a line item for hourly salaries, CIP, or overtime. The Employees Allocated To Activity/Project Pending Acceptance section lists all employees whose salary in whole or in part has been distributed to the Activity or Project, who have a Home Org different from the Org of the Activity or Project, which have not yet been accepted by the user. Employees who appear in this section will NOT be included in the Personnel Expense section until accepted by the user.   The Employees From Home Organization: As mentioned above, this section lists the personnel expense, distribution percentage, FTE, benefit expense, and CIP (where applicable) expense for employees that have been distributed to the Activity or Project from its corresponding Personnel Budget Workbook. For example, if an Activity has an ORG of 99901, then the salaries distributed to that Activity from the Personnel Budget Workbook 90099901 will appear in the Parent Organization Section. Any changes to employees in this section must be made in the Personnel Budget Workbook. The Employees From Other Organizations: This section lists all accepted employees and their personnel expense that have been distributed to the Activity or Project from a Personnel Budget Workbook whose ORG does not coincide with that of the Activity or Project. For example, if an Activity has an ORG of 99901, then the Updated January 2009 Page 33 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook employees distributed to that Activity from the Personnel Budget Workbook 90099902 will appear in the From Organization Section once it has been accepted. Even though an employee has been accepted, a user can change the account code the employee is paid from, the start and stop date the employee is going to be paid from the Activity or Project, as well as the compensation the employee will receive. Where possible, if changes need to be made to an accepted employee’s start or stop date, or accepted compensation, a user should contact the individual that budgets that employee’s entire salary. This ensures that everyone’s budget data is as accurate as possible. NOTE: The User should realize that the Acct, Start Date, Stop Date, and Accepted Comp fields are dynamic, and will always reflect the changes made in the employee’s Personnel Budget Workbook. To prevent automatic updates, a user simply needs to type a value in the cell, overwriting the formula that exists. For example, if the Accepted Comp for an employee reads 38,252, and the user wants to prevent that value from changing, the user would simply key 38,252 in the cell, overwriting the formula. This value will no longer dynamically reflect the inputs made in that employee’s Personnel Budget Workbook. A user can always see the amount that is in the employee’s Personnel Budget Workbook by looking at the dollar value next to it in column R. To accept an employee’s Personnel Expense that appears in the “Employees Allocated To Activity/Project Pending Acceptance” section, do the following: 1. 2. 3. Go to the Personnel Tab of the Activity or Project Budget Workbook. Select the “insert New or Accept Employees here” cell and click the right mouse button. Select the SPMs, then Insert/Update option from the menu. 4. From the From Other Organizations Dialogue Box, choose the Accept Employee option and click OK. 5. A user must input the Employee ID, Rec, and Item (column L) to transfer an employee from the “Employees Allocated To Activity/Project Pending Acceptance” to the “Employees From Other Organizations” section. Updated January 2009 Page 34 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook 6. The employee’s data automatically populates the row that was added in the “Employees From Other Organizations” section, and the accepted personnel, benefit, and CIP expense is now included in the Activity or Project budget, and is reflected on the Revenue_Expense tab. 7. Upon saving the Budget Workbook, the empty row where the accepted employee belonged in the “Employees Allocated to Activity/Project pending acceptance” disappears. To create a row in the “From Other Organizations” section to budget for an employee’s Personnel Expense that does not appear in the “Employees Allocated to Activity/Project pending acceptance” of an Activity or Project from another ORG, do the following: 1. 2. 3. Go to the Personnel Tab of the Activity or Project Budget Workbook. Select the “insert New or Accept Employees here” cell and click the right mouse button. Select the SPMs, then Insert/Update option from the menu. 4. From the From Other Organizations Dialogue Box, choose the New Request option and click OK. Updated January 2009 Page 35 The University of Utah – Health Sciences Center 5. VISION – Activity and Project Workbook The user should now enter in the known information about the employee that is being added to the Activity or Project Budget Workbook. Required inputs include the Employee ID, Record Number, Name, Job Code, Home Org, Account Number, and the Accepted Comp, Dist, FTE, Benefits, and CIP associated with the employee. The Lump Sum Amounts Section: This section should be used to add personnel or benefit expenses to the budget of an Activity or Project. A user would budget for lump sum amounts when a personnel or benefit cost cannot be cleanly attributed to an employee on the Personnel Budget Workbook. For example, if a department pays $20,000 in hourly personnel expense from a given chartfield each year, but at the time of the budget it is unknown who will receive those dollars, how many hourly employees will be hired, etcetera, it would make sense to budget that cost in a lump sum in the Activity or Project that pays the expense. To add a lump sum personnel expense, do the following: 1. 2. 3. Go to the Personnel Tab of the Activity or Project Budget Workbook. Select the “insert Lump Sum Amounts here” cell and click the right mouse button. Select the SPMs, then Insert/Update option from the menu. 4. From the Lump Sum Dialogue Box, choose the “Lump Sum” option, and click OK. 5. Enter a description in column C for the Personnel Expense, and select the appropriate account code for that personnel expense in column J. If a Start Date and/or Stop Date exists for the expense, it can be entered in columns M and N. Enter the applicable values in columns P (Accepted Comp), AG (Accepted Dist), AW (Accepted FTE), BM (Accepted Benefits), and CC (Accepted CIP). NOTE: It is important that all applicable benefit expense be entered in column BM so that it rolls forward appropriately to the Revenue_Expense tab under the correct account code. 6. 7. Updated January 2009 Page 36 The University of Utah – Health Sciences Center VISION – Activity and Project Workbook The Employees Allocated to Activity/Project Pending Acceptance Section: Each time an Activity or Project is opened, it queries the database to see what employees have a portion or all of their salary being allocated to it. Those employees that are being allocated to an Activity or Project from an outside ORG will appear in this section, and will not be included in the Personnel Expense section on the Revenue_Expense tab until accepted. Updated January 2009 Page 37 The University of Utah – Health Sciences Center VISION Process Checklist VISION Process Checklist The following checklist provides users a list of steps that should be taken to complete their FY’10 budget using VISION. Where applicable, users will see a page reference to the VISION Reference Manual, where users can go to understand the steps necessary to accomplish each task. Pre-Budget Process The following steps should be taken to successfully access VISION and create your budget Workbooks: 1. Contact HCI Finance to gain access to VISION, or to have your security access modified or updated. Go to http://applications.med.utah.edu, login, and ensure you can access the Citrix Web Interface, as well as the Business Objects Icon (Ref. Manual, Page 2). Once your security access has been processed, launch VISION through the Citrix Web Interface (Ref. Manual, Page 2). Complete the “Pre-Budget” process in VISION, which allows you to create your Activity and Project Budget Workbooks (Ref. Manual, Page 7). Note that before this has been done, no Activity or Project Budget Workbooks will be available for budgeting. 2. 3. 4. Budget Workbook Completion The following steps should be taken to accurately complete your budget Workbooks: 1. Complete your Personnel Budget Workbook(s) which includes: a. Budget employees’ salary, FTE, and complete justification where necessary (Ref. Manual, Pages 13-15). Fully distribute each employee’s salary maintaining, changing, or adding distribution lines (Ref. Manual, Page 16-18). Complete the Base, Negotiated, and CIP section for faculty (Ref. Manual, Page 16). The “CIP Input” view facilitates this process. Distribute CIP input in column Z by adding CIP distribution lines, allocating it to the correct Activity in column AL, utilizing the correct account code range (52400-52418) in column AN, and distributing it fully in column CF (Ref. Manual, Pages 18-19) Benefit elections should reflect all known information. Users should pay particular attention to the “pre Budget” input cells in column DN to ensure the default calculated values are representative of actual amounts, as this will affect when certain benefit costs reach their cap in July – December. Remember that a default benefit profile is created by default based on the employee type added (Ref. Manual, Pages 19-22). Ensure that the toggle in cell C101 is changed to “Available for Activities/Projects” so that personnel expenses are distributed to b. c. d. e. f. Updated January 2009 Page 38 The University of Utah – Health Sciences Center the underlying Activities and Projects. VISION Process Checklist 2. Complete your Activity and/or Project Budget Workbook(s) which includes: a. Determine for each Other Expense category if you want to complete your forecast and budget using the “Summary” Budget Method or the “Account Detail” Budget Method (Ref. Manual, Pages 26). Refine the forecast value in column F (Ref. Manual, Page 27). Refine the FY’09 escalator in cell I102 (Ref. Manual, Page 27-28). Modify budget values in column J where the inflated value does not provide an accurate budget figure (Ref. Manual, Page 28). Add account code categories where necessary to appropriately reflect budgeted Revenues/Transfers/Expenses (Ref. Manual, Pages 28-29). Select your Spreading Method (Ref. Manual, Pages 29-31). Complete the Personnel Tab (Ref. Manual, Pages 31-35). b. c. d. e. f. g. Budget Consolidation Process - Reporting The following steps should be taken to consolidate your individual budget Workbooks into a divisional or departmental budget: 1. Go to Plan Reports/Health Sciences and run the core budget reports. a. b. In the Financial Folder, run the Fund Summary Report. In the Personnel Folder, run the Employee Detail, Faculty Salary Allocation, and Salary Justification Reports. Note: You will be notified if additional reports are required as part of your budget submission. Budget Submission Process Please refer to the HCI budget timeline for key preparation deadlines. Once you complete all templates pertaining to your org ID(s) of responsibility, please e-mail notification to the following: kevin.cheney@hci.utah.edu. Updated January 2009 Page 39