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1
ORACLE PLANNING & BUDGETING
CLOUD SERVICE (PBCS)
TCNJ END USER TRAINING GUIDE
2
ACCESSING PBCS
1. Log into PBCS
2. Home Page Overview
3. Setting PBCS Preferences & User Variables
3
Planning and Budgeting is cloud-based and can be accessed via any
computer with internet access.
To access, you must use one of the supported browsers below:
NOTE: Firefox is the recommended browser.
Internet Explorer
11.xMozilla
Firefox 38+
Chrome 42+
Apple Safari
8.x and 7.x
LOG INTO PBCS RECOMMENDED BROWSER
4
PBCS can be accessed via an Internet browser:
URL: https://planning-/a522123.pbcs.us2.oraclecloud.com/HyperionPlanning/
Identity Domain: a522123
Enter your Username & Password
LOG INTO PBCS URL
Single Sign-on:User’s will use their network login
to access PBCS (similar to ERP).
5
Navigation Flows
Navigation Flows are
a grouping of related
content, such as
forms, which support
the completion of a
specific business
process.
The Navigation Flows
provide you with a
simple and
streamlined outline of
each step in the
budgeting process.
HOME PAGE NAVIGATION FLOWS
6
Return to the home
page by:
• Clicking the TCNJ
logo
• Clicking Home
Home Home
HOME PAGE RETURN BUTTONS
7
To access Preferences:
1. Click on the
Application cluster
2. Select the User
Preferences card
1
2
USER PREFERENCES
8
User Variables act as filters in forms, enabling users to only see data and information that are relevant to
them. When you open a form, the members you set as your User Variables will already be set in the form.
NOTE: If your User Variable is not set, you will receive an ERROR message when opening forms.
User variables only need to be set once, but they can be changed at any time.
Members can be selected by clicking Member Selector
Member Selector
Save when Complete
PREFERENCES USER VARIABLES
9
Search Bar
Hierarchy
Members can be selected in two
ways in the Member Selector:
1. Key in a value on the
Search Bar
2. Select from Hierarchy and
check the member. For all
selections click just to the
left of the member until a
check mark appears
With either method you can
confirm your selection at the top
left portion of the window.
Check
Confirm Selection
PREFERENCES USER VARIABLES
10
NAVIGATING FORMS
1. Accessing Forms
2. Changing Point of View (POV)
3. Data Entry & Data Entry Features
4. Adjust, Spread, Supporting Detail, Comments
5. Tips and Tricks
11
Point of View
Instructions
Navigation Toolbar
Forms in Planning and Budgeting have the following structure:
• Navigation Toolbar allows you to navigate to the other cards in that cluster.
• Instructions display additional information and instructions on the form. Note: Instructions are set by the
System Administrator and not all forms will include instructions.
• Point of View (POV) defines the section of data in the Planning and Budgeting database you are viewing.
You select the desired members for each dimension to determine the context for the pages, rows, and
columns.
FORM COMPONENTS
12
To change one specific member within
your POV:
1. Click directly on the member you
want to edit (In this example: 000 –
Default Category)
2. Use the Member Selector to select
the desired member from the
hierarchy
FORM CHANGING POV OPTION 1
13
Within the Member Selector a
member can be selected in two
ways:
1. Type the Member Name
or Alias in the Search Bar
2. Drill through the hierarchy
and check the member
desired
a) Select the triangle
at the right of a
member expands
the hierarchy
across the screen
b) Select a member by
clicking just to the
left of the member
and a blue check
mark will appear
In either case confirm the
selection at the top left of the
screen
Search Bar
Drill ThroughHierarchy
Selected member is checked
Confirm Selection
FORM POV MEMBER SELECTOR
NOTE: Use settings button to select
Show Alias
14
Apply
FORM CHANGING POV OPTION 2
To change one or more members within
your POV:
1. Click on the Pencil Icon
2. Use the Drop-Down Menus or the
Member Selectors to select the
desired member from the hierarchy
3. Click Apply
Drop-Down Menu
Member Selector
15
DATA ENTRY
16
DATA ENTRY Cells display the data for the
selected members. Cell
colors indicate the cell’s
status:
+ White: default; data can
be entered into these
cells
+ Yellow: values changed
but data is not yet saved
+ Grey: read-only cells
+ Grey with a Lock
Symbol: locked cells
+ Teal: cells have
supporting detail
Example data form with various cell colors
Open for Input
Unsaved Input
Supporting Detail
Locked Cell
Read-Only or Non-Level0
17
DATA ENTRY FEATURE: COMMENTSComment directly on the form:
+ Scroll to farthest right column on the form in which you are inputting
+ Enter comments directly into cell that corresponds with the row
NOTE: Most forms have a comment column built in. This is the Preferred Method for Comments as it allows for easy immediate viewing and editing of all comments on the form.
18
+ Each form may have a POV bar, if you click on the members in blue hyperlink, ALWAYS make sure that you click to update the data on that form
+ The refresh button will update the form to whatever was saved on the previous Save
+ The button within your browser DOES NOT take you to the previous click or page. Instead it will always take you back to the home page.
DATA ENTRY FEATURE: TIPS & TRICKS
19
DATA ENTRY WHERE IS THE DATA?Year Scenario Version
FY18Budget Final
Actuals Final
FY19 (Prior Year)Budget Final
Actuals Final
FY20 (Current Year)
Budget Final
Actuals Working
Forecast Working
FY21 (Next Year) Budget Working
FY22 (Multi-Year 1) Budget Working
FY23 (Multi-Year 2) Budget Working
20
EMPLOYEE PLANNING
21
Employee Planning data will be
pre-populated via integration
with Oracle Human Capital
Management Cloud Service
(HCM) and calculations based
on Global Rates set by the
Treasurer’s Office.
Adjustments to the pre-
population, and New Employee
or New Position additions can be
requested from the Treasurer’s
office.
To access Employee Planning:
Select the Employee Planning
Card
EMPLOYEE PLANNING OVERVIEW
22
EMPLOYEE PLANNING FORMS
Employee Rates
Faculty Review (Next Year & Multi-Year)
Non-Faculty Review (Next Year & Multi-Year)
Salary Savings Review
Adjunct Headcount
23
The Employee Rates Review
Form, is a read-only form for
users to view the rate
assumptions used in the
employee calculations.
These blended, estimated rates
are inputted by the Treasurer’s
Office.
No action is needed by the user.
EMPLOYEE RATES REVIEW FORM
24
FACULTY REVIEW FORM NEXT YEAR
Faculty Review Next Year Form
allows Users to view all Faculty within
their Organization for the upcoming
Fiscal Year.
Users should review Faculty Names
and FTE for accuracy. Discrepancies
should be reported to the Treasurer’s
office.
Additional HCM data is informational
only.
25
FACULTY REVIEW FORM ALL YEARS
Faculty Review All Years Form allows
Users to view all Faculty within their
Organization for the next 3 fiscal years.
Users should review Faculty Names and
FTE for accuracy. Discrepancies should be
reported to the Treasurer’s office.
Additional HCM data is informational only.
26
NON-FACULTY REVIEW FORM NEXT YEAR
Non-Faculty Review
Next Year Form has
the same layout and
functionality as the
Faculty form.
Users should review
Non-Faculty Names
and FTE for accuracy.
27
NON-FACULTY REVIEW FORM ALL YEARS
Non-Faculty Review All Years Form has
the same layout and functionality as the
Faculty form.
Users should review Non-Faculty Names
and FTE for accuracy. Discrepancies should
be reported to the Treasurer’s office.
Additional HCM data is informational only.
28
ADJUSTMENTS:
User’s will be required to notify the Treasurer’s Office if any adjustments for their Organization to the
Employee Names or FTE’s are needed. The Treasurer’s Office can manually make the adjustments in
PBCS and notify the HCM team if needed.
EMPLOYEE PLANNING ADJUSTMENTS
29
EMPLOYEE PLANNING VACANCIES
Vacant Positions will be populated via HCM. If there is an applicable prior incumbent, the Vacancy will
have the name EMP_Vacancy-#-Prior Incumbent Name, if not the vacancy will have a generic name
EMP_Vacancy-#.
Vacant Positions will
appear in the Faculty
& Non-Faculty
Review Forms with
the same Employee
Total $ and inputted
Employee Data.
30
EMPLOYEE PLANNING NEW EMPLOYEES & POSITIONS
New Employees and/or New Positions that have been approved for a User’s Organization can be
manually added by the Treasurer’s Office to PBCS for the upcoming fiscal year or future fiscal years and
will appear in the User’s Organization upon addition. New Employees will have a generic name
NEW_EMP_# and will be inputted in an existing Position or in a New Postion with a generic name New
Faculty, New Non-Faculty Union, New Non-Faculty Non-Union, etc.
New EMP/POS will
appear in the Faculty &
Non-Faculty Review
Forms
31
ADJUNCT HEADCOUNT FORM
The Adjunct Headcount
From is an Input-Only
form for the Organizations
within the Office of
Academic Affairs to input
and track their Adjunct
FTE Count and Adjunct
Workload Hours by term
by year.
32
BUDGET OVERVIEW
33
CONSOLIDATED BUDGET OVERVIEW
Budget Overview will be the
consolidated Budget pre-
populated for users with
Employee Planning Data,
Calculated Data, and a pre-
populated ‘Base Budget’
based on the prior 3-year
Actual spend average.
Users will have the ability to
input/edit the Budget data.
To access Budget Overview:
Select the Budget Overview
Card
34
BUDGET OVERVIEW FORMS
Budget Input (Orgs in POV)
Budget Input (Orgs in Rows)
Income Statement Review (Orgs in POV and in Rows)
35
BUDGET INPUT (Org in Rows) FORM
The Budget Input Form (Org in Rows) has the same layout and functionality of the previous form. It
includes the user’s Org User Variable and Descendants in the rows. It can be used by users with an Org
User Variable at or below a Level 2 member.
36
BUDGET INPUT (Org in POV) FORM
The Budget Input Form (Org in POV) will be the consolidated Budget pre-populated for users with
Employee Planning Data, Calculated Model Data, and a pre-populated ‘Base Budget’. It should be
used by users with an Org User Variable above a Level 2 member.
37
BUDGET INPUT COLUMNS
Prior Year Actuals
Loaded from ERP
Current Year
BudgetPBCS Total (inc. Supp Requests)
Current Year
Actuals
Loaded from ERP
Current Year
Remaining Budget
Calculated in PBCS
Next Year BudgetOpen for Input
Pre-Populated with Base Budget (Prior 3-Year Actuals
Average)
Next Year BudgetLoaded
from EMP Cube
Next Year Budget
Calculated in PBCS Models
Next Year BudgetTotal
(Base/Input, Loaded &
Calculated)
38
BUDGET INPUT COLUMNS CONT.
Variance $Prior Year
Actuals vs. Next Year Budget
Variance %Prior Year
Actuals vs. Next Year Budget
CommentsInput of
comments about Budget
39
BUDGET INPUT ANNUAL & QUARTERLY SPREAD
Data Inputted at
YearTotal or
Quarterly will
spread back to the
Months based on
historical spread
(from the Base
Budget) or evenly if
there is no
applicable historical
spend.
In this example:
$12,000 was inputted at
YearTotal, and automatically
spread evenly across 12
months ($1000/mo)
40
BUDGET INPUT ADD NEW ACCOUNTTo Budget for an account not on the form, perform the following steps:
1. Right click on any row and select “Add Account Row”
2. Complete the prompt with the desired account and year and select
Launch
41
BUDGET INPUT ADD NEW ACCOUNT4. A new row with a value of 0 at Year Total will appear. Input budget
dollars as shown in slide 60
42
INCOME STATEMENT REVIEW FORMS
Income Statement Review Forms
(Next Year by Quarter and Multi-Year)
are for Users to review and analyze
their Budget.
43
Drill Through & Drill Back
44
DRILL THROUGH
• Drill through is enabled for Actuals and Encumbrance data
• Viewable on any form that shows actuals and encumbrance data
45
DRILL THROUGH PROCESS1. Select a level 0 intersection from the POV
2. Expand Total Actual & Encumbrances
3. Expand Year Total to the desired month
46
DRILL THROUGH PROCESS4. Right click on a cell with a value and a flag in the right corner - select Drill Through
5. Click the Drill to Source prompt
Note: a new PBCS window will open
47
DRILL THROUGH PROCESS6. Click the Drill to Source prompt.
Note: The following PBCS window will open.
48
DRILL BACK TO ERP7. In the new PBCS window select the grey settings wheel and select “Drill Through to Source”
Note: A ERP window will open with the corresponding journal entry associated with the selected value.
49
MULTI-YEAR BUDGETING
50
MULTI-YEAR BUDGETING OVERVIEWMulti-Year Budgeting will
include two out years beyond
the upcoming fiscal year, for
TCNJ to create a 3-year plan,
every budget cycle. The out-
years will be pre-populated
based on global growth rates
applied to the Next Year’s
Budget.
The users can edit the pre-
population based on
anticipated future
revenues/expenses.
To access Multi-Year
Budgeting:
Select the Multi-Year
Budgeting Card
51
MULTI-YEAR BUDGETING FORMS
Multi-Year Growth Rate Review
Multi-Year Budget 1 (Org in POV and in Rows)
Multi-Year Budget 2 (Org in POV and in Rows)
Multi-Year Budget Review
Note: The multi-year budgeting process must follow the form sequence
indicated in the upcoming slides to ensure the correct calculations are
performed. This will ensure the final multi-year budget review is accurate.
52
MULTI-YEAR GROWTH RATE REVIEW FORM
The Multi-Year
Growth Rate Review
Form is populated
with Revenue and
Expense Growth
Rates, determined by
the Treasurer’s Office,
for the two out-years
of the 3-Year Budget.
These Growth Rates
are for users to review
and understand the
calculation of the pre-
populated Multi-Year
Budget.
53
MULTI-YEAR 1 INPUT (Org in POV) FORM
The Multi-Year 1 Input Form (Org in POV) is populated based on the Next Year’s Budget, from the Budget
Overview Input Form, and the Multi-Year 1 Growth Rates. The calculated amount will appear in Calculated
Data, and the Input column will allow users to make incremental changes. It should be used by users with an
Org User Variable above a Level 2 member.
54
MULTI-YEAR 1 INPUT (Org in Rows) FORM
The Multi-Year 1 Input Form (Org in Rows) has the same layout and functionality of the previous form. It
can be used by users with an Org User Variable at or below a Level 2 member.
55
MULTI-YEAR 1 INPUT COLUMNS
Prior Year Actuals
Current Year
Budget
Current Year
Forecast
Next Year Budget
From Budget Overview
Input
Multi-Year 1 BudgetIncremental Input to adjust pre-populated Multi-Year
Budget
Multi-Year 1 Budget
Calculated using MY 1 Growth Rates
Multi-Year 1 Budget
Total (Input, Load & Calc)
Variance $Multi-Year 1
Budget vs. Next Year Budget
Variance %Multi-Year 1
Budget vs. Next Year Budget
CommentsInput of
comments about MYB 1
Multi-Year 1 Budget
Loaded from Employee Cube
56
MULTI-YEAR 2 INPUT (Org in POV) FORM
The Multi-Year 2 Input Form (Org in POV) includes the same columns, plus Multi-Year 1 Budget, and is
populated based on the Multi-Year 1 Budget, and the Multi-Year 2 Growth Rates. Multi-Year 2 is dependent
on the completion Multi-Year 1 and therefore must be completed sequentially in order to properly calculate.
57
MULTI-YEAR 2 INPUT (Org in Rows) FORM
The Multi-Year 2 Input Form (Org in Rows) has the same layout and functionality of the previous form. It
can be used by users with an Org User Variable at or below Level 2.
58
MULTI-YEAR BUDGET REVIEW FORM
The Multi-Year Budget
Review Form has the
same layout and
functionality of the
Multi-Year Income
Statement Review
Form. It acts a spot for
users to review and
analyze their 3-Year
Budget.
59
STRATEGIC REQUESTS
60
STRATEGIC REQUESTS OVERVIEW
Strategic Requests that align
with TCNJ’s Strategic Initiatives
will now be made directly via
PBCS for approval. Upon
approval, the request will
become an official Strategic
Program to be funded by the
Strategic Initiatives Fund.
To access Strategic Requests:
Select the Strategic Request
Input Card
61
STRATEGIC REQUEST INPUT FORMS
Strategic Request Initiative Selection
Strategic Request Input
Strategic Request Review (Next Year, Next Year 1 & Next Year 2)
62
STRATEGIC REQUEST INITIATIVE SELECTION FORM
The Strategic
Request Initiative
Selection Form is the
starting point for
Users to make
selections via drop-
down menu and begin
inputting strategic
request details.
Users will make
selections in the first
open/available
Strategic Request
Row and become the
owner of that
Strategic Request #.
63
STRATEGIC REQUEST INITIATIVE SELECTION
The Strategic Request Initiative Selection
Drop-Down Menu contains the Strategic
Initiatives defined by The College of New Jersey
as part of their 5-Year Plan.
Strategic Requests must be associated with a
specific Strategic Initiative.
64
STRATEGIC REQUEST AREA OWNER
The Strategic Request Area Owner Drop-
Down Menu contains a list of Level-2 and
Level-3 Organizations for users to select
the appropriate owner of the Strategic
Request.
65
STRATEGIC REQUEST APPROVAL STATUS
The Strategic Request Approval Status will be updated by
the Treasurer’s Office as Strategic Requests are reviewed and
Approved or Not Approved.
If the Strategic Request is Approved, it will become an official
Program in the Chart of Accounts and in PBCS.
66
STRATEGIC REQUEST DIRECT LINK TO INPUT
Upon making Strategic Initiative Selection and Area Owner Selection,
Users should move to the Strategic Request Input Form.
In order to move to the Input Form, Users should right-click on their
Strategic Request and then select “To Strategic Request Input” from
the top of the pop-up menu. Right-clicking is the preferred method
because it will automatically put the correct Strategic Request in the
POV.
67
STRATEGIC REQUEST INPUT FORMThe Strategic
Request Input Form
will be the location
for Users to input
Revenues and
Expenses associated
with the Strategic
Request.
This form can be
accessed via Right-
Click from the
previous form and
the Strategic
Request # that was
right-clicked on
should match the
Strategic Request #
in the POV.
Strategic Request Input Form
with data entered by a User
NEW Strategic
Request Form
with no data yet
68
STRATEGIC REQUEST INPUT ADD ROW
The Strategic Request Input Form will be blank upon opening when
starting a new Strategic Request.
To begin inputting data, Users can right-click on any cell in the form
and select “Strategic Request Add Row” from the top of the pop-up
menu. Additionally, Users can access the same pop-up menu by
clicking on Actions.
“Strategic Request Add Row” will open a window for Users to select
Account, Organization, and Category. Users can key in member
names or use the Member Selector.
69
STRATEGIC REQUEST INPUT ADD ROW
Upon making selections, by either keying in the member name or using the Member Selector, Users should
click “Launch”. This will create a row on the Strategic Request Input Form for the user to input data and
comments for 3 years. Users can add as many rows as needed for their Strategic Request.
NOTE: All members selected
must be Level-0 to allow for
input
70
STRATEGIC REQUEST REVIEW FORM
The Strategic Request Review Forms allow Users to review all Strategic Requests for their
Organization by Year. Approved Strategic Requests will be created as new Programs in ERP and PBCS.
71
FORECASTING
72
FORECASTING OVERVIEW FORM
Forecasting is the process in
which users will have the ability
to make net-zero revisions and
updates to the current fiscal year
budget, monthly or quarterly.
The Forecast will combine
Actuals data that has already
been recorded in the closed
months and anticipated spend in
the remaining months.
To access Forecasting:
Select the Forecasting Card
73
FORECASTING OVERVIEW FORMS
Forecast Input (Org in POV)
Forecast Input (Org in Rows)
74
FORECAST INPUT (Org in POV) FORM
The Forecast Input
Form (Org in POV) will
combine Current Year
Actuals in the closed
months and Current Year
Remaining Budget in the
open months. The open
months will be open for
user input to make net-
zero adjustments to their
Current Year Budget.
It should be used by
users with an Org User
Variable above a Level 2
member.
75
FORECAST INPUT (Org in Rows) FORM
The Forecast
Input Form
(Org in Rows)
has the same
layout and
functionality as
the previous
form.
It can be used
by users with an
Org User
Variable at or
below a Level 2
member.
76
FORECAST INPUT COLUMNS
Prior Year Actuals
Loaded from ERP
Current Year Budget
PBCS Total (including
Supplemental Requests)
Current Year Forecast
Open for Input
Seeded from PBCS (Combines
Actuals and remaining Current
Year Budget)
Variance $
Calculated by PBCS
Current Year Forecast vs. Current Year
Budget
Variance %
Calculated by PBCS
Current Year Forecast vs. Current Year
Budget
Comments
Input of comments related to
Forecast and Variance
77
FORECAST INPUT CLOSED QUARTERS
78
FORECAST INPUT CLOSED MONTHS
Actuals data will populate from ERP in the Closed Months on the Forecast Input Forms. These
cells will appear gray, while the Open Months still appear white and open for Input. In this example,
Jul-Oct contains Actuals, while Nov-Jun contains Budget.
Closed Periods
ACTUALS
Open PeriodsREMAINING
BUDGET
79
SUPPLEMENTAL BUDGET
REQUESTS
80
SUPPLEMENTAL REQUEST OVERVIEW
Supplemental Budget Requests
for the current fiscal Year that
have a non-net-zero impact will
now be made directly via PBCS
for approval.
Upon approval, the request will
be moved to a budget
adjustment reflected in the total
budget and ERP Budgetary
Control.
To access Supplemental Budget
Requests:
Select the Supplemental
Budget Req Card
81
SUPPLEMENTAL REQUEST FORMS
Supplemental Budget Request Selection
Supplemental Budget Request Input
Supplemental Budget Request Review
82
SUPPLEMENTAL REQUEST SELECTION FORM
The Supplemental Request
Selection Form is the starting
point for Users to make
Supplemental Budget Requests
for the current fiscal year that
have a non-net-zero impact.
Users will make selections in the
first open/available
Supplemental Request Row and
become the owner of that
Supplemental Request.
Supplemental Requests with the
Status of Approved or In
Process will no longer be open
for input.
83
SUPPLEMENTAL REQUEST AREA OWNER
Similar to Strategic Requests,
The Supplemental Request
Area Owner Drop-Down Menu
contains a list of Level-2 and
Level-3 Organizations for users
to select the appropriate owner
of the Supplemental Request.
84
SUPPLEMENTAL REQUEST APPROVAL STATUS
Similar to Strategic Requests, The Supplemental
Request Approval Status will be updated by the
Treasurer’s Office as Supplemental Requests are
reviewed.
Approval Statuses Include:
Approved – Added to Budget and Sent to ERP
In Process
Pending Review
Not Approved
Supplemental Requests with an Approved or In
Process status will be closed to the Users for
editing.
85
SUPPLEMENTAL REQUEST DIRECT LINK TO INPUT
Upon making a Supplemental Request Area Owner Selection, Users
should move to the Supplemental Request Input Form.
In order to move to the Input Form, Users should right-click on their
Supplemental Request and then select “Go to Supplemental Budget
Request Input Form” from the top of the pop-up menu. Right-clicking is
the preferred method because it will automatically put the correct
Supplemental Request in the POV.
86
SUPPLEMENTAL REQUEST INPUT FORM The Supplemental
Request Input Form
will be the location
for Users to input
Revenues and
Expenses.
This form can be
accessed via Right-
Click from the
previous form and
the Supplemental
Request # that was
right-clicked on
should match the
Supplemental
Request # in the
POV.
Strategic Request Input Form
with data entered by a User
NEW Supplemental Request
Form with no data yet
87
SUPPLEMENTAL REQUEST INPUT ADD ROW
The Supplemental Request Input Form will be
blank upon opening when starting a new
Supplemental Request.
To begin inputting data, Users can right-click on any
cell in the form and select “Add New Row to
Supplemental Budget Request” from the top of
the pop-up menu. Additionally, Users can access the
same pop-up menu by clicking on Actions.
“Add New Row to Supplemental Budget
Request” will open a window for Users to select
Account, Organization, Category, Program, and
Fund. Users can key in member names or use the
Member Selector.
88
SUPPLEMENTAL REQUEST INPUT ADD ROW
Upon making selections, by either keying in the member name or using the Member Selector, Users should
click “Launch”. This will create a row on the Supplemental Request Input Form for the user to input data
and comments for 3 years. Users can add as many rows as needed for their Supplemental Request.
NOTE: All members selected
must be Level-0 to allow for
input
89
SUPPLEMENTAL REQUEST REVIEW FORM
The Supplemental Request Review Form allows Users to view All Supplemental Requests, grouped
by approval status, within their Organization alongside the Prior Year Actuals, Current Year Forecast
and Current Year Budget. Any requests within Approved Supplemental Requests have been sent to
ERP Budgetary Control.
90
RUNNING REPORTS
1. Accessing Reports
2. Viewing & Printing Reports
91
REPORTS OVERVIEW
Reports in PBCS are pre-
defined, highly formatted
reports that are executed
based on PBCS datasets
and user selections.
Reports can be viewed in
HTML, PDF and Excel
format.
To access Reports:
Select the Reports card
92
REPORTS VIEWING & PRINTING
Reports can be run in HTML (View Online), PDF (Print), or Excel format. In PDF view hover over the
report with your mouse until the printer icon appears. Print as usual.
Click directly on the members in the POV to update the Report.
HTML, PDF, Excel SelectionPOV
93
SECURITY & WORKFLOW
1. Workflow Overview
94
SUBMITTING THE PLAN
• The Approvals screen is displayed. It will show all departments you are responsible for directly or if you are a
division manager all the department budgets that you will need to submit.
• Click on any department to submit that budget.
Click on Department to Submit the Budget
Current Owner of Department Budget
Department Budget Status
95
SUBMITTING THE PLAN
• When a Department is selected on the Approvals screen the status dialogue screen is displayed.
• Click on the Action box and select “Promote” to submit the budget.
• Add Annotations with the submission if desired. This is not required.
• Click the Change Status Button to submit, and Done to close this screen.
• Division budgets are submitted to Finance the same way that Department Managers submit budgets to
Division Managers.
➢NOTE: If the difference between the allocation and submitted costs is negative, none of the
departments in that division will be able to submit their budgets once this value becomes negative.
➢NOTE: The budget will be locked for a user once it is submitted. Users will be able to view, but not edit
their budgets.
96
APPENDIX
1. DATA ENTRY FEATURES
97
Select the Data button at top right section of the form to
access data entry features:
+ Adjust existing data via increase or decrease by a
number of a percentage
+ Spread data from summary to base periods automatically
+ Add supporting detail (e.g. breakdown of amounts
summing to the overall data)
+ Add comments
+ Lock to prevent changes (e.g. cannot initially input until
someone else unlocks it)
DATA ENTRY FEATURES
98
Comment or Add Attachments to a specific cell:
+ Click on desired input cell
+ Click Data on form
+ Click
+ Enter comments and click Post
+ Cells with comments will have a flag in the corner
+ To delete a comment, click on the cell with the flag in the corner. Click Data and then . Comments
window will appear. Click Delete on the desired comment.
+ Follow the same process for Attachments by clicking the
DATA ENTRY FEATURE: COMMENTS
99
To adjust:
+ Click on desired input cell
+ Click Data on form
+ Click Adjust
+ Choose a value to adjust +/- or a % to be
adjusted by. New Value will show you what
the new value in the cell will be after the
adjustment
+ Click Apply to apply value to the cell
DATA ENTRY FEATURE: ADJUST
100
To add or delete supporting detail:
+ Click on desired input cell
+ Click Data on form
+ Click Supporting Detail
+ To add additional detail, click on Actions and select either Add
Child (to add sub-line) or Add Sibling (to add another row to
support overall Total)
+ Change operator if needed and enter value
+ Click Save
+ Cell will turn teal to indicate supporting detail
+ To delete a detail row, click on the value, click on Actions, and
then click Delete
DATA ENTRY FEATURE: SUPPORTING DETAIL
101
To Lock and Unlock:
+ Click on desired input cell with the value
already saved to the database
+ Click Data on form
+ Select Lock
+ Cell will change to grey with a lock sign
+ To unlock, click on the cell with the lock
sign. Click Data and select Lock
DATA ENTRY FEATURE: LOCK & UNLOCK