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COR124 – New User Budget Training

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Welcome and Introduction

Introductions of Instructor and Students.

Purpose: Get an overview of using the PeopleSoft Budget (EPM) system and brief overview of State Budgeting.

Goal: Immediate: Get access to the system – security form.

Goal: Long-term: Be able to enter budget data and submit to OSF.

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Your Budget Analyst – How to Contact Main OSF phone number: 405-521-2141.

Cabinet Analyst Phone

Director Brandy Manek 521-2141

Education Jill Geiger 521-6176

Gen. Gov’t Larry Asberry 522-0677

Health Rich Edwards 522-4305

Human Services Rich Edwards 522-4305

Natural Resources Lia Tepker 522-5743

Non-appropriated Collette Coleman 521-3643

Public Safety / Judiciary

Chris Sherman 521-3097

Revenue Shelly Paulk 522-2141

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Important Sites OSF Comptroller: account codes; procedures manual; DCAR

newsletters http://www.ok.gov/OSF/Comptroller/index.html Budget Division: announcements; BWP and budget request

instructions http://www.ok.gov/OSF/Budget/index.html CORE: budget, financials, HR logins; news

http://www.ok.gov/OSF/CORE/index.html CORE Security: access forms

http://www.ok.gov/OSF/CORE/Security/index.html Notifications Sign-up: get news in your email inbox

http://www.ok.gov/triton/modules/oknotify/index.php?id=65 (see www.ok.gov/OSF - left menu, notifications sign up if the

above link does not work).

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Vocabulary

Account – 6-digit values describing the revenue or expenditure category

Budget Center / Department / Division – budget center and department are equivalent; they are the “sub-activity”; 7-digit numbers…Division is a 2-digit number describing the “activity”.

Class Fund / Class Field – this is a 5-digit number describing the fund; revolving, appropriated, federal

Business Unit / GLBU – this is a 5-digit number describing the agency; it’s the agency number with two following zeroes.

Scenario – this refers to the budget model, whether original or a revision.

Calendars – budgeting periods (monthly, quarterly, yearly) Analysis ledgers – prior year actuals, year-to-date actuals,

current year budget Activities / Versions

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Account levels & examples Listing found at: http://www.ok.gov/OSF/documents/comp_object_codes.doc

Major: 510000 – Personal Services 520000 – Travel Expenses

Sub-Major: 511000 – Salary Expenses 512000 – Insurance Premiums 521000 – Travel Reimbursement 522000 – Travel-Agency Direct Payments

Detail: 511110 – Salaries-Regular 512110 – Insurance Premiums-State 521110 – In-state mileage-State Car 522130 – Food & Lodging-Agency Direct

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Budget Center / Department / Divisions Examples Division

10 – Administration 70 – Patient Funds 88 – MIS Division

Department / Budget Center 1010001 – Director’s Office 1020001 – Comptroller 7000001 – In-patient hospital #1 7000002 – In-patient hospital #2 8800188 – MIS-Main Campus

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Class Funds (aka Class Field)

Appropriated 19Faa (F is last digit of fiscal year; aa is the appropriation number from

OSF) Examples: 19901, 19930, 19001, 19005

Revolving 2xx00 (xx is the statutory-given value) Examples: 20500, 21000, 22500

Federal 4xx00 (xx is the given value between agency & OSF) Examples: 41000, 40500 42400 is state emergency fund

Special Cash – generally used for supplemental appropriations 576aa (aa is the appropriation number from OSF) Examples: 57601, 57604

Other Special funds 58801, 51001, 34000, among others (check with your CFO)

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Business Unit / GLBU Agency

3-digit number; example – 090 State Finance Business Unit (Budget)

5-digit number; example – 09000 General Ledger Business Unit (GLBU)

5-digit number used for general ledger; same as budget business unit; example – 09000

Other Other possibilities in Phase II

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Scenarios

Original (original BWP) Revision xx (xx is from 01 to 40) REV_xx (ledger name; xx = 01 to 40) SEED (created by CORE – total of

original budget and all revisions done up to point of creation)

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Calendars

Monthly – actuals are all entered by accounting period as “month”; budgeting on a monthly basis helps comparisons

Quarterly – budgeting periods set at every three months (quarterly)

Yearly – not an option for budgeting

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Analysis Ledgers Prior Year Actuals – the

actuals for the prior fiscal year

Year-to-date Actuals – the actuals, to date, for the current fiscal year

Current Year Budget – the budget for the current fiscal year

Proposed Budget – the budget for the upcoming fiscal year

Upcoming fiscal year = 2010

Current fiscal year = 2009

Prior year actuals => 2008 actual data

Year-to-date actuals => 2009 actual data to date (end of April)

Current year budget => 2009 budget / total budget (plus revisions to date ~ April 10)

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Activities / Versions Budget Activities available (training required on all)

Line Item Budgeting (required, all agencies) Position Budgeting (optional) Line Item Mass Adjustments (optional)

Budget Versions Base – required, all budget centers have an all-zeroes, read-

only base version; can be used to copy to other versions Master – required, created when budget center is submitted

in the system; used for processes and reports; can be over-written numerous times

Version 1 – editable; is given upon publishing; can be copied to other versions (except base); should be submitted as final

Versions 2, 3 – are copied from other versions (except base); editable; can be submitted as final; used for what-if analyses

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EPM Roles Budget Coordinator –

OSF / CORE access only Agency Coordinator –

read-only access at the all-zeroes, 7-digit level; able to run processes unavailable to lower roles

Reviewer – read-only access at the 2-digit level; divisions

Preparer – enters the budget at the 7-digit level; budget centers / departments

Levels – Budget Centers

0000000 – read-only 10 – read-only

1000001 1000002

20 – read-only 2000020 2000030

30 – read-only 3030001 3030002

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Accessing PeopleSoft Budgeting

Logging into the system (page 8) Userid (ILASTNAME/AC) – case sensitive Passwords – case sensitive

Changing your password (page 10) Navigating: home pages and rules (pages 11 – 13)

Do not use the Back button Do not use the X button to close

Updating e-mail address (pages 15 – 16) If this is not kept up-to-date, errors will occur when trying to

submit a budget center Logging Out: rules (page 14)

After 60 minutes of inactivity, log out is automatic Check-in budget prior to logging out Use the Sign Out link to log out

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Checking Out / In a Budget Pages 18 – 23 File cabinet (BAM server) To edit, check out. When finished, check in.

1 am process, automatic check in Budget Work Items or Budget Work Item

Details depending on role / goal Understand the Status (page 20) Understand Check out / Check in options

(page 21)

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Exercises Do exercises A, B, C, D, and E. Use this space to make notes / questions you have as you

work these exercises. We will take a 10-minute break. Be back promptly, please.

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Position Budgeting – General Information

Data is copied from HCM, as is Classified (alpha-numeric, salaries

defaulted) (page 24) Unclassified (numeric only, salaries

do not copy) (page 24) Important Queries (page 88)

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Position Budgeting - Editing

Check out position budgeting activity (pages 25 – 27) Position Management – Edit a Position (pages 29 – 47)

Choose a position (page 30) Choose Job History (if exist) or Salary Distribution (page 31) On both effective-dated rows:

Update the salary, class, budget reference, account (if need be) (page 32) Update the Earnings – enter amount; distribution / apply salary distribution

(pages 33 – 35) Update Benefits – distribution / apply salary distribution for all lines (pages 36

– 37) Update Taxes – distribution / apply salary distribution for all lines (pages 38 –

39) Job-Detail: used to change the FTE number if necessary

Instead of running apply salary distribution to all lines in earnings, benefits and taxes, you can use Calc Position Distributions – Position Menu.

Editing an unfilled position is done in the same manner (pages 42 – 47)

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Position Budgeting – Adding a Position

Position Menu – choose Add a Position in position management

Populate position data (FTE, job code, salary plan, if classified)

Use Distribution Defaults links to update salary, earnings, benefits, and taxes – Calc Position Distributions

Pages 48 – 58

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Position Budgeting – Copying a Position – Excluding a Position

Position Management – Copy Positions (pages 59 – 60) Choose a position to copy from, enter number

of position to create and the effective date (usually 07/01/20FY).

Update each of the defaults for the new positions.

Position Management – Edit a Position (pages 60 – 61) Choose the position to exclude. On the Position Data page, check the Exclude

from Budget Calc box.

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Position Budgeting – Mass Adjustments

Can be used to adjust multiple positions, job codes and their salaries, earnings and/or benefits. (pages 62 – 68) Choose adjustment on Position Menu Enter effective date, and Find position Enter your percentage or amount and check the

boxes for the positions desired to be adjusted. After perusing the changes and accepting such,

click Execute Adjustment.

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Position Budgeting – Longevity by Position - Scheduling

We can use effective dates and the concept of One-Time Pay to schedule longevity in the month in which it is paid.

See pages 69 – 73.

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Position Budget – Seasonal Employees

We can use effective dated rows to schedule budgets for seasonal and/or temporary employees.

For step-by-step instructions, see pages 74 – 86.

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Position Budgeting – Calc Position Distributions

Find missing chartfields by using the queries on page 88.

Then update the missing chartfields OR Use query OCP_POS_DISTRIB_SLRY to

validate that all salaries have a distribution.

Run the Calc Position Distribution (page 87) to populate all other distributions based on the salary distribution.

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Exercises Do exercises F, G, H, and I. Use this space to make notes / questions you have as you

work these exercises. Lunchtime – about an hour. Be back promptly, please.

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Line Item Budgeting – Items of Interest

Public View default (pages 94 – 96) Private View – setting up your line

item details to be more user-friendly for “you” (pages 97 – 100)

Hot Keys (page 103) Spread – do not use if value is not

evenly divisible by the number of budget periods in your model.

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Line Item Budgeting – entering budget data Check out line item activity Click line item details link Peruse items for funding, account desired

to enter If available, click on the 0 and enter data If not, then click the link, Add a Budget Entry

Add a Budget Entry Enter account, class field, and budget

reference. If currency code appears, enter USD, in all

caps…do not populate any other field but what is shown here.

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Line Item Budgeting

If you click on a value in a line with the method POSBUD, a position budgeting will be checked out automatically.

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Line Item Budgeting - Methods

Pages 108 – 117 AMTPER ANN% BASBUD ITM METH=0

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Line Item Budgeting - Adjustments

Page 118 We can use the adjustment row to

increase of decrease any budget amount input.

Many use these adjustment rows when entering revisions, but this is not mandatory.

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Line Item Budgeting - Longevity

Pages 119 – 120 We can use the adjustment row for

the longevity account to enter longevity for all employees.

!! Be sure that the longevity in Position Budgeting is set at 0 for all employees.

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Line Item Budgeting – 4997xx It is recommended to enter account

code 4997xx as prior year expenditures in the current year.

Estimate of Income report will be more accurate.

This is the only “revenue” row that will be entered as a negative number

Pages 121 - 122

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Line Item Budgeting – Changing Chartfields, Adding Notes

Pages 123 – 127 Click the green checkmark to the left

of the row. Populate the incorrect, or missing

chartfields. You cannot have duplicate rows.

Click the paper icon to the right of the row to add a note, view a note, or delete a note.

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Line Item Budgeting – Additional Activities

Pages 128 – 134 Customizing the Line Item Details

page. Downloading line items to Excel. Checking in the Budget.

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Exercises Do exercises J, K, L, M, N, O, P, and Q. Use this space to make notes / questions you have as you

work these exercises. Take a 10-minute break. Please be back promptly.

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Budget Analyses Online, dynamic analyses (pages 135 – 152 –

summary on page 138) Position Budgeting Inquiry (good – use only if using

position budgeting) Comparative Budget Analysis (compares current to

historical) Budget Version Comparison (compares versions of current

budget) Budget Period Analysis (good – shows the proposed budget

amounts for each budgeting period for a specified version) Note: these can be a little persnickety and pop-up

blockers will block these from running correctly – turn off pop-up blocker – hold down <ctrl> key if needed

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Budget Analyses – Batch Reports

Pages 153 – 158 All reports through Business Unit

Comparison report are delivered and can be run on any version.

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Budget Analyses – Custom Reports

Pages 159 – 165 All reports below Business Unit

Comparison must have Data Extraction and Composite Budget processes run.

See COR224 training guide for Agency Coordinators for instructions to run these processes.

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Budget Analyses – Reports

For examples and instructions on all reports that are available for Budgeting:

See COR124, Chapter 9 – Reports Pages 183 – 215 I encourage you to run each report to

see your own data in them and see which ones fit your style best.

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Validating Chartfields – Submitting the Budget

Pages 166 – 169 and 228 – 231 Submit Version 1. If you receive an error, then

there are missing chartfields. These will have to be corrected before the budget can be submitted.

Alternatively, you can use the Validate Chartfields button inside each budget line item details page. Rows with a red X on them must be corrected before saving and submitting. After making corrections, click the Validate Chartfields button again until all rows have a green checkmark.

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Submitting the Budget

Preparers submit at the 7-digit level. Reviewers can review the data at the

roll-up level (2-digit) and reject a 7-digit and/or submit at the 2-digit level.

Submitting closes off the budget centers to editing…must be rejected by Reviewer or OSF in order to edit.

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Reviewer Role Pages 170 – 178 Budget Work Items vs Budget Work Item

Details Read-only Status (page 173 for summary) Rejecting Approved only if submitted by Reviewer Submitting the 2-digit level

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Exercises Do exercises R, S, T, U, and V. Use this space to make notes / questions you have as you

work these exercises. (break if time)

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Agency Coordinator Role

Pages 179 – 180 See COR224 training guide for

Agency Coordinators for detailed information.

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Revisions

Pages 181 – 182 Purpose of revisions Finding revision models Revision models are not published

until after the original model is posted in the General Ledger.

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Line Item Mass Adjustments

Pages 216 – 227 Optional Only preparers can enter Watch demonstration and make notes

here, in your training guide, and ask questions.

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Summary

General Information Position Budgeting Line Item Budgeting Roles Reports Budget Cycle Flowchart (pages 232 –

239)

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More information

OSF HelpDesk – for most efficient resolution

Copy page 240 and hang close to your phone for when you call the OSF HelpDesk with a problem in budgeting issues.

The more succinct and complete your information, the more efficient we can resolve the problem.

HelpDesk Phone Number: 521-2444