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IBM TM1 Applications User Guide
Using PSU’s Automated Budgeting System
Overview
• PSU has invested in an online budgeting tool to automate data collection and consolidation during the budgeting process
• Currently, three main components of the budgeting process are available in the system. They are:
• Revenue • Personnel• Other than Payroll Expenses
• This training addresses how to leverage the system for these components and immediately see the results rolled up into the summary
Enhancements to Budget Application for 2016
• Entry to the Model is now made at the lower Organization level rather than the unit level.
• This allows multiple users to work on different organizations within their unit at the same time.
• The Step Detail tab has been combined with the Personnel Tab. • This allows you to see all of the information for a position on a
single tab• Administrative Overhead is calculated on the Expense tab when
applicable. • This allows you to see all of the Other than Payroll expenses on
the same tab and easily tie back to the Summary Tab• An Actuals by Period tab has been added.
Table of Contents
1. Accessing the Site, Logging In & Reviewing Workflow2. Entering the Application, Taking Ownership & Navigate3. Entering Data and Text Values4. Revenue Tab5. Personnel Tabs6. Expense Tab7. The Summary Tab8. Committing (Saving) your Budget9. Reviewing Line Items for Accuracy & Balancing your General Fund
Budget10. Submitting your Budget to the Budget Office11. Helpful Tips
1: Accessing the Site & Logging InOpen Internet Explorer and go to this URL: https://datamaster.pdx.edu/
1. Authenticate by entering your ODIN username & password2. Navigate to Public Folders3. Click on IBM Cognos TM1 Application4. Click on PSU Annual Budget
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1: Reviewing Workflow
• This screen is where you choose your entry point to the TM1 application
• Note: only those organizations that are allowed by security, show up for the particular member of the approval hierarchy. In these two screenshots, I have logged in as two different users with different security.
* User with Expanded Security
* User with Simplified Security
2: Entering the Application
1. Expand your School/College to reveal the available departments2. Choose a department to start working in3. Click the hyperlink to enter the application
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TM1 Terminology• Tabs – an individual worksheet used for inputting or viewing
information• View – how the information is arranged on each tab• Dimensions – the categories of data available on each tab• Subsets/Measures – the data points (groups) available within
each dimension• Element – an individual data points (groups) within each
subset or measure• Slice & Dice – the ability to customize your view by moving
dimensions around on the tab (much like creating a giant pivot table in Excel)
• Commit – saving your data to server• Submit – turning in your final forecast (this locks you out)
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2: Taking Ownership
• Input will not be allowed until ownership is taken. • "Taking ownership" means that you can enter numbers into the system
and no one else can enter into that budget while you have ownership.• Taking ownership is not necessary if you only want to view the data
2: Tabs
Input Tabs Summary Tab Informational Assumption Tabs
• Input Tabs – the tabs where you enter the data for your budget (the Travel & Conferences tab is for SFC use only)
• Summary Tab – the tab that summarizes the information in your budget• Informational Assumption Tabs – tabs that give additional information on the University
assumptions used for your budget
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3: Entering Data and Text Values
Auto-Calculation has been turned on. This requires you to hit the ‘ENTER’ key on your keyboard for the screen to update. You can use the ‘TAB’ key to enhance the data input process so that you are not waiting for recalculation to happen every time you hit ‘ENTER’. Cells that are Green have not been calculated (use TAB for quick input)
Cells that are Blue have been calculated (use ENTER to recalculate)
Cells that are Black have been committed to the database
If you are unsure if the calculation has taken effect, click on the Calculation icon shown below:
4: The Revenue Tab
• This is the default view for the Revenue Tab• The Revenue tab is where you enter your projected revenue for the fiscal year• The accounts are collapsed by account type. To expand an account type click the +
sign and navigate to the actual account you want to enter data in• Only certain active revenue accounts are writeable. All others are non-enterable. For
details on what accounts are accessible see the Writeable Revenue Account Codes by Org spreadsheet in the SFO folder
4: Revenue Dimensions & DefinitionsTo assist with entering your budget, below is a listing of the available dimensions, the default subsets, and definitions:
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Tab Dimension Name Default DefinitionPSU Revenue Account Revenue Accounts The available revenue account codes
PSU Revenue m_PSU_Rev_Exp PSU MeasuresThese are the writeable fields for what you are planning for next year. See Measures document for details
PSU Revenue Organization XXXXXX - Xxxxxx The department you entered in as (i.e. Anthropology)PSU Revenue v_version Working Budget The version you are looking at - Working Version, ActualsPSU Revenue Year 2016 The Fiscal Year you are working in
PSU Revenue List 001The list gives you the ability to plan for multiple amounts in the same account code and organization
Tab Dimension Default Components DefinitionPSU Revenue m_PSU_Rev_Exp Warning Warning to remind you to enter an index and/or FOAPAL informationPSU Revenue m_PSU_Rev_Exp F.O. Comments A place to enter any comments about the revenue you are budgetingPSU Revenue m_PSU_Rev_Exp Amt The $ amount of the revenue you are budgetingPSU Revenue m_PSU_Rev_Exp B.O. Comments A place for Budget Office to comment on the the revenue you are budgetingPSU Revenue m_PSU_Rev_Exp Org The organization you are budgeting forPSU Revenue m_PSU_Rev_Exp Index Code The index code you are budgeting forPSU Revenue m_PSU_Rev_Exp Index Desc The title of the index code you are budgeting forPSU Revenue m_PSU_Rev_Exp Fund Code The fund associated with the index you are budgeting forPSU Revenue m_PSU_Rev_Exp Fund Desc The title of the fund you are budgeting forPSU Revenue m_PSU_Rev_Exp Program Code The program code associated with the index you are budgeting forPSU Revenue m_PSU_Rev_Exp Program Desc The description of the program associated with the index you are budgeting for PSU Revenue m_PSU_Rev_Exp Activity Code The activity code associated with the index you are budgeting forPSU Revenue m_PSU_Rev_Exp Activity Desc The description of the activity associated with the idex you are budgeting forPSU Revenue m_PSU_Rev_Exp Location Code The location code associated with the index you are budgeting forPSU Revenue m_PSU_Rev_Exp Location Desc The description of the location associated with the index you are budgeting for
4: The Revenue Tab - Verify Your Context
2. Version
1. Verify that you have taken ownership2. Verify that you are in the Working Budget version3. Verify that the year is 2016
3. Year1. When you have taken ownership, the little blue person will be greyed out
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4: Entering Data on the Revenue tab – Basic Steps
1. Navigate to the account you want to budget in.2. Enter an amount in the Amt field3. Choose the appropriate Index Code from the dropdown menu. The FOAPAL elements will
fill in for you* Only those indexes assigned to the organization you are working in will be available
The FO Comments field is optional and available for a short explanation of the amount enteredThe BO Comments field is optional and used for comments from the Budget Office to you
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4: Entering Data on the Revenue tab – No Index
Follow steps 1 and 2 from the Basic Steps slide then1. Choose Index Not Assigned from the dropdown box2. Choose the appropriate Fund Code from the dropdown box3. Choose the appropriate Program Code from the dropdown box4. Choose the appropriate Activity Code from the dropdown box5. Choose the appropriate Location Code from the dropdown box
1. 2. 3. 4. 5.
4: Entering Data on the Revenue Tab – Multiple Indexes, Same Account Code
You can change your views to plan revenue for multiple indexes by account code:1. Move the List dimension to Rows
2. Then move the Account dimension to context 3. Click the down carat on the Account dimension then navigate to the account for which want to
budget
4: Entering Data on the Revenue tab – Warnings
• You must select an index or FOAPAL for the data to move to the Summary Tab
5: The Personnel Tab
• This is the default view for the Personnel Tab• The Personnel tab is where you enter the positions and salary dollars for your
budget• Personnel information is separated by account code• Your 2016 Working Budget has been pre-loaded with your FY15 staffing plan
including any changes you made up to 10/15/14• Page over to see all of the information available
5: Personnel Dimensions & DefinitionsTo assist with entering your budget, below is a listing of the available dimensions, the default subsets, and definitions:
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Tab Dimension Name Default Definition
PSU Personnel List SalaryThe list gives you the ability to plan for multiple employees in each account code
PSU Personnel m_PSU_Salary PSU PersonnelThese are the writeable fields for what you are planning for next year. See Measures document for details
PSU Personnel Organization XXXXXX - Xxxxxx The department you entered in as (i.e. Anthropology)PSU Personnel v_version Working Budget The version you are looking at - Working Version, Actuals
PSU Personnel Account10103 - Staff-Unclassified Salaries-Non-Fac The available personnel account codes
5: Personnel Dimensions & DefinitionsTo assist with entering your budget, below is a listing of the available dimensions, the default subsets, and definitions:
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Tab Dimension Default Components DefinitionPSU Personnel m_PSU _Salary Warning Warnings regarding the position you have enteredPSU Personnel m_PSU _Salary Employee ID A 9 digit number that is used to identify each employeePSU Personnel m_PSU _Salary Name Name of employeePSU Personnel m_PSU _Salary Emp Class The 2 digit classification of the position also known as employee class (e.g. UF, CA, XB)PSU Personnel m_PSU _Salary Emp Class Desc The description of the employee classPSU Personnel m_PSU _Salary POSN Class The 4 digit position classification per HR codesPSU Personnel m_PSU _Salary POSN # The position numberPSU Personnel m_PSU _Salary POSN Name The title associated with the position numberPSU Personnel m_PSU _Salary Suffix The position suffix (00 = primary, 90 = overload)PSU Personnel m_PSU _Salary Start Date 1st date of employment for the employee in the positionPSU Personnel m_PSU _Salary End Date Last date of employment for the employee in the positionPSU Personnel m_PSU _Salary Vacancy Flag An indicator to determine if the position is currently vacant (Y = vacant)PSU Personnel m_PSU _Salary Org The organization you are budgeting forPSU Personnel m_PSU _Salary Index Code The index code you are budgeting forPSU Personnel m_PSU _Salary Desc The title of the index code you are budgeting forPSU Personnel m_PSU _Salary Fund Code The fund associated with the index you are budgeting forPSU Personnel m_PSU _Salary Fund Desc The title of the fund you are budgeting forPSU Personnel m_PSU _Salary Program Code The program code associated with the index you are budgeting forPSU Personnel m_PSU _Salary Prog Desc The description of the program associated with the index you are budgeting for PSU Personnel m_PSU _Salary Activity Code The activity code associated with the index you are budgeting forPSU Personnel m_PSU _Salary Actv Desc The description of the activity associated with the idex you are budgeting for
PSU Personnel m_PSU _Salary Keep FlagA flag that allows you to retain the information for a specific position without budgeting for it (Blank or Keep = included in budget, Eliminate = no budget, Move = the position has moved to another FOAPAL)
PSU Personnel m_PSU _Salary Position Comments or Reason A place to put comments/reasons/explanations for position requestPSU Personnel m_PSU _Salary FTE The Full Time Equivalency of the employee (e.g. 1.0 = Fulltime, 0.50 = Halftime)PSU Personnel m_PSU _Salary Term of Service The number of months for a position (9 or 12 months)PSU Personnel m_PSU _Salary # of Month The number of months your are planning for the person to workPSU Personnel m_PSU _Salary % Assigned to Index A percent assigned to a particular index code. 100 if being paid out of one department.PSU Personnel m_PSU _Salary Benefit Category An indicator that determines whether the employee is eligible for Health Benefits (PB = eligible)PSU Personnel m_PSU _Salary Benefit Desc The title of the benefit categoryPSU Personnel m_PSU _Salary Existing Salary Current position salaryPSU Personnel m_PSU _Salary Salary Adjust A field to make adjustments to the existing salary. Used for Unclassified Special Salary IncreasesPSU Personnel m_PSU _Salary Annual Salary The Salary on a yearly basis after adjustments such as Special Salary IncreasesPSU Personnel m_PSU _Salary Promotion - Tenure A field to make adjustments to the annual salary due to promotion or tenure changesPSU Personnel m_PSU _Salary IT Position Flag An indicator to determine if the position is a Classified IT positionPSU Personnel m_PSU _Salary Review Date The date that your classified employee will get their next step increase
PSU Personnel m_PSU _Salary Adj Review DateA field for the Budget Office to adjust the date that classified employees will get their next step increase based on contractual agreements
PSU Personnel m_PSU _Salary Step The level of the employee within their salary range (Step 1 - Step 10)PSU Personnel m_PSU _Salary Step as of 7/1/15 The level of the employee within their salary range on 7/1/15PSU Personnel m_PSU _Salary Step Override A field to adjust the step (used for new hires or Classified Special Salary Increases)PSU Personnel m_PSU _Salary Adjusted Step The step for the employee as of 7/1/15 after any adjustmentsPSU Personnel m_PSU _Salary Grade The salary range of the position per the SEIU contractPSU Personnel m_PSU _Salary Grade Override A field to adjust the salary of the position per the SEIU contractPSU Personnel m_PSU _Salary Adjusted Grade The salary range for the position after any adjustmentsPSU Personnel m_PSU _Salary IT Rate as of 7/1/14 The monthly salary rate for your Classified IT employeePSU Personnel m_PSU _Salary IT Override A field to change the monthly salary rate for your Classified IT employeePSU Personnel m_PSU _Salary Adjusted IT Rate The final monthly salary rate for your Classified IT employeePSU Personnel m_PSU _Salary 1st Step The monthly salary rate for your Classified employee beginning on 7/1/15PSU Personnel m_PSU _Salary No Months 1st Step The number of of months your Classified employee will be paid the 1st Step monthly ratePSU Personnel m_PSU _Salary Next Step The monthly salary rate for your Classified employee after their step increasePSU Personnel m_PSU _Salary No Months Next Step The number of of months your Classified employee will be paid the Next Step monthly ratePSU Personnel m_PSU _Salary Step Classified Salary The total annual salary for your Classified position at 1.0FTE and 100% assigned to indexPSU Personnel m_PSU _Salary Adjusted Salary The annual salary budget for your Classified position adjusted for FTE and % assigned to indexPSU Personnel m_PSU _Salary GA & Temp Monthly Rate The monthly salary rate for your Graduate Assistant stipend or Temporary employeesPSU Personnel m_PSU _Salary Student Hr Rate The hourly rate you plan to pay your student employeesPSU Personnel m_PSU _Salary Student Annual Hrs The total number of hours you plan for you student employees on an annual basisPSU Personnel m_PSU _Salary Non Regular Hourly Pay Not currently used
PSU Personnel m_PSU _Salary Non Regular Annual AmtThe total annual amount of pay (e.g. used for pooled positions such as adjuncts, overload pay, and Other Unclassified Pay amounts)
PSU Personnel m_PSU _Salary Total Salary The annual salary budget adjusted for FTE and % assigned to indexPSU Personnel m_PSU _Salary Budget Office Adj Adjustments made by the Budget Office due to contractual increasesPSU Personnel m_PSU _Salary Salary B.O Adj The annual salary budget after Budget Office adjustmentsPSU Personnel m_PSU _Salary Retention Differential A salary adjustment for Classified retention differential per the SEIU contractPSU Personnel m_PSU _Salary Salary Retention Adj The annual salary budget after the retention differential salary adjustment
PSU Personnel m_PSU _Salary FWS ReductionA reduction in federal work study student pay to reflect the amount the department responsible for (10% of the total student pay)
PSU Personnel m_PSU _Salary Final Salary The annual salary budget for each position after all adjustments are madePSU Personnel m_PSU _Salary OPE Health Life Other Personal Expenses for Health Benefits (PEBB)PSU Personnel m_PSU _Salary OPE Retirement Other Personal Expenses for Retirement BenefitsPSU Personnel m_PSU _Salary OPE Other Other Personal Expenses (Such as Medicare and Social Security etc)PSU Personnel m_PSU _Salary 10951 - Graduate Assistant Fee remissions Your GA fee remission budget
PSU Personnel m_PSU _Salary Total ExpenseThe total budgeted cost for the position. Total Expense = Final Salary + OPE Health Life + OPE Retirement + OPE Other
PSU Personnel m_PSU _Salary F.O. Comments A place to enter any comments about theposition you are budgetingPSU Personnel m_PSU _Salary B.O. Comments A place for Budget Office to comment on the position you are budgeting
5: The Personnel Tab - Verify Your Context
2. Version
1. Verify that you ownership2. Verify that you are in the Working Budget version3. Verify the personnel account code you are working in
3. Account1. When you have taken ownership, the little blue person will be greyed out
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5: Entering data on the Personnel Tab – Changing your View
To see all of the employees for the organization by account code:1. Move the account dimension to rows2. Suppress Zeros on Rows
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5: Entering data on the Personnel Tab – Changing your View
To view all the information for a single employee on one screen:
1. Click the big blue button2. Click on Reset View3. Click on Reset Current View4. Click the swap rows and
columns button
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6: Entering data on the Personnel Tab – Keep, Move, Eliminate
• The Keep Flag is defaulted to blank which means that you plan to budget for this position in 2016
• You can change it to Move or Eliminate if you want to remove the position from your budget
• This flag allows you to retain position information without actually funding the position
• If you do not want to retain the information you can clear out all the fields on the Personnel Tab
6: Entering data on the Personnel Tab –Working with Existing Unclassified Employees
Adjustments to Salary can be made here. Don’t forget to add a comment when applicable
• The existing salary field is the employee’s salary from Spring 2014. This field will be adjusted after all FY15 increases have taken effect in Banner
• The Salary Adjust line is for unclassified special salary increases
• The Promotion-Tenure line is for promotion and tenure related increases for faculty members
6: Entering data on the Personnel Tab –Adding a new unclassified employee
1. Navigate to an empty column 2. Enter the new employee ID if
known. Otherwise enter TBA 3. Enter the appropriate Emp
Class 4. Enter the new position
number if known otherwise enter TXXXxx
5. Enter the Position Suffix (usually 00)
6. Choose the appropriate Index Code
7. Enter a position comment or Reason
8. Enter the FTE, Term of Service, # of Months and % Assigned to Index
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6: Entering data on the Personnel Tab –Adding a new Unclassified employee
9. If > .49 FTE enter PB in the Benefit Category (if <.49FTE leave blank)
10.Enter the annual salary rate in the Salary Adjust field
11.The OPE will automatically calculate for you based on the account code for the position
12.Enter a comment if applicable
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6: Entering data on the Personnel Tab –Working with Existing Classified Employees
Do not enter Adjustments to Classified Salaries in these fields
• Classified Employee information such as Grade, Step and Review Date is updated from Banner on a weekly basis
• The Classified Table on the Step tab will be updated later in the budgeting process
• Adjustments to existing classified employees are made in the Step, Grade and IT Override Fields
To change an existing employee’s step or grade:
1. Choose the step you expect for the employee in the step override field
2. Choose the grade based on the position in the Grade Override field
Information on position grades and steps can be found in the SEIU contract on the HR website:
http://www.pdx.edu/hr/policies-contracts-forms
6: Entering data on the Personnel Tab -Working with Existing Classified Employees
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6: Entering data on the Personnel Tab –Adding a new Classified employee
1. Navigate to an empty column 2. Enter the new employee ID if
known. Otherwise enter TBA 3. Enter the appropriate Emp Class 4. Enter the new position number if
known otherwise enter TXXXxx5. Enter the Position Suffix (usually
00)6. Choose the appropriate Index
Code7. Enter a position comment or
Reason8. Enter the FTE, Term of Service, #
of Months and % Assigned to Index
9. If > .49 FTE enter PB in the Benefit Category (if <.49FTE leave blank)
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10.Key in a review date 1 year after the expected date of hire in the YYYY-MM-DD format.
11.Choose the step you expect for the employee in the step override field
12.Key in the grade based on the position in the Grade Override field
13.The OPE will automatically calculate for you based on the account code for the position
14.Enter a comment if applicable
• Information on the position grade and step can be found in the SEIU contract on the HR website:
http://www.pdx.edu/hr/policies-contracts-forms
6: Entering data on the Personnel Tab –Adding a new Classified employee
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• Wage Pool positions and other pay such as summer pay, students, graduate assistants, wage agreements, cash allowances, overtime and stipends can be entered in one of three ways:1. By hourly rates x hours2. By lump sum3. By Monthly Rate
• Note: Enter the full hourly rate or lump sum amount for FWS students. The system will calculate the amount you are responsible for.
6: Entering data on the Personnel Tab – Adding or Modifying Wage Pool Positions and Other Pay
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1. Enter the % assigned to Index
2. Enter the GA & Temp Monthly Rate or enter a lump sum in the Non Regular Annual Amt field
3. Enter Fee Remissions for GAs in the 10951 line
6: Entering data on the Personnel Tab – GA Fee Remissions
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6: The Expense Tab
• This is the default view for the Expense Tab• The Expense tab is where you enter your projected other-than-payroll
expenses for the fiscal year• The accounts are collapsed by account type. To expand an account type
click the + sign and navigate to the actual account you want to enter data in
6: Expense Dimensions & DefinitionsTo assist with entering your budget, below is a listing of the available dimensions, the default subsets, and definitions:
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Tab Dimension Name Default DefinitionPSU Expenses Account Expense Accounts The available other-than-payroll expense account codes
PSU Expenses m_PSU_Rev_Exp PSU MeasuresThese are the writeable fields for what you are planning for next year. See Measures document for details
PSU Expenses Organization XXXXXX - Xxxxxx The department you entered in as (i.e. Anthropology)PSU Expenses v_version Working Budget The version you are looking at - Working Version, ActualsPSU Expenses Year 2016 The Fiscal Year you are working in
PSU Expenses List 001The list gives you the ability to plan for multiple amounts in the same account code and organization
Tab Dimension Default Components DefinitionPSU Expense m_PSU_Rev_Exp Warning Warning to remind you to enter an index and/or FOAPAL informationPSU Expense m_PSU_Rev_Exp F.O. Comments A place to enter any comments about the Expense you are budgetingPSU Expense m_PSU_Rev_Exp Amt The $ amount of the Expense you are budgetingPSU Expense m_PSU_Rev_Exp B.O. Comments A place for Budget Office to comment on the the Expense you are budgetingPSU Expense m_PSU_Rev_Exp Org The organization you are budgeting forPSU Expense m_PSU_Rev_Exp Index Code The index code you are budgeting forPSU Expense m_PSU_Rev_Exp Index Desc The title of the index code you are budgeting forPSU Expense m_PSU_Rev_Exp Fund Code The fund associated with the index you are budgeting forPSU Expense m_PSU_Rev_Exp Fund Desc The title of the fund you are budgeting forPSU Expense m_PSU_Rev_Exp Program Code The program code associated with the index you are budgeting forPSU Expense m_PSU_Rev_Exp Program Desc The description of the program associated with the index you are budgeting for PSU Expense m_PSU_Rev_Exp Activity Code The activity code associated with the index you are budgeting forPSU Expense m_PSU_Rev_Exp Activity Desc The description of the activity associated with the idex you are budgeting forPSU Expense m_PSU_Rev_Exp Location Code The location code associated with the index you are budgeting forPSU Expense m_PSU_Rev_Exp Location Desc The description of the location associated with the index you are budgeting for
6: The Expense Tab - Verify Your Context
2. Version
1. Verify that you have ownership2. Verify that you are in the Working Budget version3. Verify that the year is 2016
3. Year1. When you have taken ownership, the little blue person will be greyed out
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6: Entering Data on the Expense tab – Basic Steps
1. Navigate to the account you want to budget in2. Enter an amount in the Amt field3. Choose the appropriate Index Code from the dropdown menu. The FOAPAL elements will
fill in for you*Only those indexes assigned to the organization you are working in will be available
The FO Comments field is optional and available for a short explanation of the amount enteredThe BO Comments field is optional and used for comments from the Budget Office to you
1. 2. 3.
6: Entering Data on the Expense Tab – Non Enterable Accounts
• There are a few expense accounts that are grayed out for entry. They include General Administrative Overhead (28204) and Service & Supplies Expense (20000)
• General Administrative Overhead will be calculated for you when applicable and added to your total expenses
4: Entering Data on the Expense tab – No Index
Follow steps 1 and 2 from the Basic Steps slide then1. Choose Index Not Assigned from the dropdown box2. Choose the appropriate Fund Code from the dropdown box3. Choose the appropriate Program Code from the dropdown box4. Choose the appropriate Activity Code from the dropdown box5. Choose the appropriate Location Code from the dropdown box
1. 2. 3. 4. 5.
6: Entering Data on the Expense tab – Multiple Indexes, Same Account Code
You can change your views to plan expenses for multiple indexes by account code:1. Move the List dimension to Rows
2. Then move the Account dimension to context3. Click the down carat on the Account dimension then navigate to the account for which want to
budget
6: Entering Data on the Expense tab - Warnings
• You must select an index or FOAPAL for the data to move to the Summary Tab
7: The Summary Tab
• This is the default view for the Summary Tab• The Summary tab is view only and used to verify your total budget
for the selected organization• The accounts are collapsed by account type. Click the + sign next to
the categories to expand them
7: Summary Dimensions & DefinitionsTo assist with verifying your budget, below is a listing of the available dimensions, the default subsets, and definitions:
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Tab Dimension Name Default DefinitionPSU Summary Account Net from Ops Net from Ops
PSU Summary m_PSU_Summary m_PSU_SummaryThe available fields to summarize your budget. See Measures document for details
PSU Summary Organization XXXXXX - Xxxxxx The department you entered in as (i.e. Anthropology)PSU Summary v_version Working Budget The version you are looking at - Working Version, ActualsPSU Summary Year 2016 The Fiscal Year you are working inPSU Summary Index Total Index All of the indexes that roll-up to the organization you are budgeting forPSU Summary Fund Total Fund All of the funds associated with the indexes you are budgeting forPSU Summary Program Total Program All of the programs associated with the indexes you are budgeting for
PSU Summary Activity Total Activity All of the activity codes associated with the indexes you are budgeting for
PSU Summary Location Total Location All of the location codes associated with the indexes you are budgeting for
Tab Dimension Default Components DefinitionPSU Summary m_PSU_Summary Warning Warning to let you know if your budget is out of balancePSU Summary m_PSU_Summary Amt The amount you have budgeted in each account codePSU Summary m_PSU_Summary F.O. Comments A place to enter any comments about the budget you are enteringPSU Summary m_PSU_Summary B.O. Comments A place for Budget Office to comment on the budget you are entering
7: The Summary Tab - Verify Your Context
2. Version
1. Verify that you have ownership2. Verify that you are in the Working Budget version3. Verify that the year is 20164. Verify that the index is Total Index5. Verify that the fund is Total Fund6. Verify that the program is Total Program7. Verify that the activity is Total Activity8. Verify that the location is Total Location
3. Year1. When you have taken ownership, the little blue person will be greyed out
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7: Working with the Summary Tab – Changing your View
This view allows you to look at your 2016 budget compared to prior year budgets and actuals1. Move Working Budget (version) to Columns and open the subset editor 2. Choose Working Budget, Actual and Current Budget, then click the keep
button followed by OK3. Move the Year Dimension to Columns4. Suppress Zeros on Columns
7: Working with the Summary Tab –Changing your View
Tip: If you get lost when customizing your views, you can always reset your view to the default and start over. TM1 will remember your views when you log out so you don’t need to customize your view over and over again
To view your budget by index:
1. Click the big blue button2. Click on Reset View3. Click on Reset Current View4. Move Index to Columns 5. Suppress Zeros on Columns6. Click the down Carat next to indexes to
open the subset editor7. Click the down carat next to Default in
the subset editor and find your organization
8. Click OK
8: Committing (Saving) your Budget
• Commit = Save• Until you commit, no one
else can see your data• We recommend
committing as often as possible to ensure any changes you’ve made are saved to the database
• When you commit, the font will change from blue to black
9: Reviewing Line Items for Accuracy
Are the amounts in each category what you expected? If not, go back through each tab and check to make sure you have included an index or FOAPAL element for each line item
9: Balancing your General Fund Budget
1. Enter the Application at the Roll-up Organization for your Unit2. Do Not take Ownership3. Navigate to the Summary Tab4. Click the down Carat next to Total Fund5. Navigate to and click on 001000 – PSU General Operations6. Check the Net After General Fund Allocation line
10: Submitting your Budget to the Budget Office
Submit your budget to the Budget Office. Your budget will be locked and ready for review by the budget office.
11: Helpful Tips
• Calculate• Saving your Work• Suppressing Zeros• Views and Data can be Reset• Stacking Views• Editing Subsets & Picking Elements • Copying & Pasting• Short Cut Keys & Spreading• Exporting to Excel & PDF• Adding Commentary• Sandboxing
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Calculate
Recalculate when the screen is blank because you changed a context or you want to refresh the data.
Hitting “Enter also causes a recalculate to occur.
TIP: if you are entering multiple values, use the mouse to click on another cell, use the arrow keys or use tab instead of hitting enter until you are ready to recalculate.
TIP 2: Hit enter before you switch tabs or you may lose data.
Saving Your Work
• If you hit Commit( ) then your changes will be saved. Then someone else can take over ownership( ) and they will see the work you have done so far, and can add to or change it.
Suppress Zeros
Suppression options in the view include rows, columns, both or neither. In this view, zeros are suppressed on rows. This is the default. You can also suppress on columns to get rid of the empty columns like Commentary and Budget Office Comments
Views and Data Can Be Reset
Select the blue actions menu button to get selection box.Data and Views can be reset back to their original designations. Often, users change views and filter on different subsets while doing analysis which they then want to change back when resuming data entry.
If you want to reset your data to the last saved copy, click Reset Data
NOTE: This will reset the data for all tabs so please use with caution
If you inadvertently moved the dimensions or tabs and would like to reset the process, click Reset all views and/or data to reset back to the database default.
Stacking Views
When the correct spot is reached with the tab you are dragging, the dotted lines will appear. This indicates you can release the button and the views will show up on one screen.
Additional tabs can be added to the bottom by holding down the mouse button and dragging it below.
TIP: To go back to viewing one tab at a time click on the big blue button then click Reset View then Reset Tabs
Click, Hold Down and Drag a tab to the bottom to stack the views.
Picking ElementsClick to open subset editor
This symbol indicates a rollup.
Click on the element to see the results limited to that item.
Editing Subsets
Tip: Please do not save over existing subsets, because this will change them for the everyone. It is better to not save and just click ok.
Show All Elements
Pick from a pre-created list.
Symbol on the left is “Keep” only what is selected.Symbol on the right is “Remove” what is selected from the list.
I chose to keep the 3 selected elements. Hit OK when you are finished editing.
Shortcut Keys (B)Using Shortcuts in Different Clients
The following table shows the shortcut keys available in the IBM® Cognos® Express® Planner Contributor client and the comparable shortcut keys available. Note that not all shortcuts available in Contributor are also available in Xcelerator. See
also the notes at the end of the table for important information about using shortcut keys.Express Planner Contributor XceleratorAdd10 P+10Sub10 P~10Increase10 P%+10Decrease10 P%~10Percent10 P%10Add10> or >Add10 R+>10Sub10> or >Sub10 R~>10Increase10> or >Increase10 P%+>10Decrease10> or <Decrease10 P%~>10Percent10> or >Percent10 P%>10>10 R>1010> R>10>10K R>10000>10M R>1000000010Grow100Compound> GR>10:10010Grow100Linear> GR>10:10010Gro100Com> GR>10:10010Gro100Lin> GR>10:10010G100C> GR>10:10010G100L> GR>10:10010Grow100> GR>10:1001K 1000 (The number ending in K is multiplied by 1000 at the
client end and returned to the server)1M 1000000 (The number ending in M is multiplied by 1000000 at
the client end and returned to the server)
Shortcut Keys (A)Quick Data Entry CommandsTyping a data entry command in a cell performs an action on the cell value. Data entry commands are processed when you
press Enter. These commands only apply to the current grid.These commands are not case-sensitive.
You can use commands across two dimensions, but not across pages.The following table lists the quick data entry commands.
Command Description ActionK Enters the value in thousands. Example: 5K
Enters 5,000M Enters the value in millions. Example: 10M
Enters 10,000,000Add, + Adds a number to the cell value. Example: Add50
Adds 50 from the cell valueSubtract, Sub, ~ Subtracts a number from the cell value. Example: sub8
Important: A minus sign (-) is not permitted for subtract because this indicates a negative number.
Subtracts 8 from the cell value
Percent, per Multiplies the cell value by a number added as a percentage.
Example: per5Gives 5% of the original cell value
Increase, Inc Increases the cell value by a number added as a percentage.
Decrease, Dec Decreases the cell value by a number added as a percentage.
Example: decrease6Decreases the cell value by 6%
Power, Pow Takes the cell value to the number added as an exponent.
Example: Pow10Raises the value to the power of 10
GR Grows cells by a percentage. Example: GR>150:10Increases the value by 10 percent starting with a value of 150.
Hold, Hol, H, HC Holds the cell value from breakback calculations. HC holds the consolidated level.
Release, Rel, RH, RC Releases held cells.RA Release all held cells.
Shortcut Keys (C)Notes:
When a shortcut such as 10K is entered, the numbers are multiplied by 1000, or 1000000 at the client end and then the shortcut is converted to the equivalent spreadcode.
The Xcelerator spreadcodes cannot be used in combination with Contributor shortcuts. For example. P%Add10 or RPAdd10 are not allowed. Also, Contributor shortcuts cannot be used in combination with Xcelerator shortcuts. For example, Add10Sub20 is
an invalid entry.The Contributor shortcuts of Multiply, Divide, Power and Reset are not available in Xcelerator.
All Grow commands whether Compound or Linear, are converted to the Xcelerator GR spreadcode command. GR command can only do a Linear Growth
The direction of spread can be entered at the start or the end of the shortcut. Shortcut strings with the direction in the middle are invalid. For example, Add10> or >Add10 are correct, but Add>10 or Add1>0 are invalid.
All shortcut codes are not case sensitive. For example, add10, Add10, or aDD10 produce the same result.
Export to Excel or PDF• The summary tab can also be used as a report by selecting the blue
button on the upper left, then “Export”, where it then can be exported as a snapshot to Excel, or exported to a .pdf file .
• Select the blue actions menu button to get selection box.• Snapshot to Excel just outputs the numbers straight into
Excel.• Export to PDF creates a PDF file of the report. • Do Not Use Slice to Excel as this requires an add-on for
Excel. Each check box will cause all available entries from the drop down to be created as separate tabs in Excel.
Adding Commentary• In addition to the text fields stored
in the database for descriptions and there is the ability to add comments to a cell as well.
• The red triangle in the upper right corner indicates a comment or comments have been made.
• You may browse comments or add additional comments to any cell. This ability allows multiple users to collaborate during the budgeting process.
• Commentary entered in this fashion is for your own use and may not be reviewed by the Budget Office
Personal Sandboxes for Doing “What-If” Analysis
• Personal sandboxes can be created to do scenario analysis of best case, worst case and baseline budgets. You can create as many as you wish and no one else will see them until you submit your final version to the database.
• We are currently learning how to best use this TM1 functionality and will provide instructions for use at a later date
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Questions?
