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2019-20Office of Planning and BudgetsBudget Planning and Analysis
Budget Control ApplicationUnit Budget Planning Application
Overview Resource Guides
Trainings
Security Groups
Application Overview
Cubes and Web Sheets
Mentions
Contacts
Resource Guide
The resource guides for Budget Control Number(BCN) and General Fund Unit Budget Planning (BP-GF)
are available on the Budget Planning and Analysis web page
https://opb.msu.edu/functions/budget/cognos.html
Planning Analytics Training ClassesEach module will feature its own set of training
Date Training Application Location Time
7-Jun Unit Budget Planning/Budget Control 10 Nisbet 2:30-4:30pm
25-Jun UBP/BCN/Program Allocation Detail 10 Nisbet 2:30-4:30pm
26-Jun UBP/BCN/Program Allocation Detail 10 Nisbet 8:30-10:30am
TBD Carry Forward Zoom TBD
TBD R01 & R02 TBD TBD
TBD Professional Raise TBD TBD
Planning Analytics Training Overview“Drop ins” for questions, feedback, additional training
Planned until Unit Budget Planning opens, weekly thereafter through the raise process
A two-hour block of time set aside for each session Additional dates added as raise process calendar completes
Date Time Location
June 12 1:00-3:00 PM Classroom 106 Bessey Hall
July 2 1:00-3:00 PM Classroom 228 Erickson Hall
July 18 1:00-3:00 PM Classroom 136 Chemistry
July 31 1:00-3:00 PM Classroom A218 Wells Hall
August 8 1:00-3:00 PM Classroom 136 Chemistry
August 12 1:00-3:00 PM Classroom 151 Communication Arts
Security Groups
BCN and BP-GF applications share the same security role.
Security roles are by organization and application. PA / MAU or Organization / SUBMIT or VIEW. PA / Application / SUBMIT or VIEW.
Example of security groups (only MAU level): /group/EBS/PA/10002000-SUBMIT or VIEW/group/EBS/PA/BP-GF-SUBMIT or VIEW
Salary Distribution BI Reports – (frozen data)
Public Folders > Budget Folder > University Budget Reports
• BGT008 -- frozen salary data as of July 1.
• BGT009 -- extract of frozen salary data as of July 1. Suggest selecting Excel format when running this report.
Salary Distribution BI Reports (updated daily)
Public Folders > Budget Folder > University Budget Reports
BGT001 -- fiscal year salary distribution data for active employees. Data is displayed for both primary and funding organization.
BGT004 -- data formatted for input into Excel. Data is displayed for both primary and funding organization.
BGT007 -- data formatted for input into Excel. Data is displayed only by funding organization.
Budget Control NumberUnit Budget PlanningModel Flow
Salary and Wage Allocation Increments
Provost Market .5%
Action Menu
Action Menu ( ) for print selection and reset views
Commit ( ) save data (30 minutes until system times out)
Take Ownership ( ) activates ability to insert data
Submit ( ) approval and lock application
Autofit ( ) adjust column width
Web Sheets, Cubes, Conditional Formating
Tabs showing icons that look like a spreadsheet ( ) are web sheets containing selection fields.
Those that display icons that look like a cube ( ) are dimensional which can be changed to show different data in grid.
Anytime you see a red shaded cell, we’re asking for more information – please complete.
Budget Control (BCN) Overview
On July 10th, budget planning application opens for entries.
MAU fiscal officers begin by entering account allocations within the Budget Control Numbers application.
Allocate budget to accounts.
Enter justification if salary commitment is higher than budget allocation.
Budget Control (BCN) Overview
In CY Excluded column indicate “Exclude” if account will not have a budget allocation. This automatically locks the account within the BP-GF application.
Allocate all funding before fiscal officers begin entering budget amounts.
Budget Control Web Sheet
Budget allocation listed within MAU Control Number Account allocations listed within Org Control Number Difference listed within (Over)Under Allocate all funding before fiscal officers enter budget amounts Exclude accounts that will not receive budget
Budget Control Web Sheet
Budget Control Web Sheet Budget allocation listed within MAU Control Number Account allocations listed within Org Control Number Difference listed within (Over)Under Allocate all funding before fiscal officers enter budget amounts Exclude accounts that will not receive budget Save often PRA Data brought in from New Application, Program Allocation
Details
Program Allocation Detail
• MAU Fiscals able to allocate themselves or delegate allocation to organizations
• If MAU Fiscal allocates themselves, account and other detail is required from MAU Fiscal Officers.
• If MAU delegates the allocation detail, organizations will be able to provide detail and report back for Fiscal officer approval.
Program Allocation Detail
• After allocations are complete, MAU Fiscal is able to submit approval
• Once approval is submitted, the allocation will be locked and sent to central.
• If allocation is In Budget, will automatically flow to BCN• If allocation is After Budget, go to Central Approval. Once approved
by Central, post to ledger on next upload
UBP Web Sheets and Cube
Summary schedule indicates year over year change as well as
variance to control total- requires brief description of annual change
Web sheets where most of the UPB process occurs – includes all salary
related adjustments, all open adjustments, SS adjustments and
contingency
Identifies errors in KFS accounting string objects used in UBP. Requires remediation – if unresolved, budget
entries will post to higher level of aggregation
Details unit budgets by summary categories and budgetary
component
Details unit budgets by object code Contains all UBP elements and history – useful for creating quick
reporting, comparisons, etc.
Unit Budget Planning (BP-GF) Overview
On July 10th, budget planning application opens for entries.
Once budget has been allocated to accounts, fiscal officers should begin reviewing Committed Salaries within Unit Budget Planning application.
Enter budget amounts within the Committed Adjustments, New Committed Adjustments, Raise Adjustments, Open Adjustments, Operating SS Adjustments, or Contingency Adjustments.
Unit Budget Planning (BP-GF) Overview
Enter justification within the Consolidation tab.
Check to be sure correct values have been entered for sub accounts, sub object code, project.
Org Ref ID code can only contain 8 characters.
Daily a validation of the chart of account fields will be run and any inconsistencies will be shown on a sheet within General Fund Unit Budget Planning application.
Unit Budget Planning (BP-GF) Overview
Select Submit when complete to lock the submission. Budget plans are due to OPB by August 10.
After review and approvals are completed by OPB, budget is loaded in the financial system on August 16.
KFS and OOI will be open for changes on August 17.
UBP-Committed Salaries
Select account within Organization-Account list Review salary distribution data If revision needed, Select “Adjust” within Action column Click on New Committed Adjustments tab Can be used to indicate raises at an individual level
UBP-Committed Adjustments
Indicate employee group Add accounting string detail as needed Indicate adjusted amount – anticipated total, not the
incremental difference Can be used to indicate raises at an individual level
UBP-New Committed Adjustments
Check to be sure account has been selected Enter Employee Group Enter Chart of Account String Enter Funded Amount Enter Detail Description of Adjustment (adds a blank line) Can be used to indicate raises at an individual level Defaults to 6000 series object codes (committed)
UBP-Raise Adjustments
Available for executing raise calculations for groups of people versus for individuals in New Committed Adjustments
Defaults to 7000 series object codes (open)
UBP-Open Adjustments
Object code accounts always will start with seven Open Adjustment will include student, staff, graduate assistants
under open
UBP-Operating SS Adjustments
If area is only budgeting to one object code.. Use 6428, operating general
For another line for entries, you must enter a description for the adjustment
UBP-Contingency Adjustments
Will default to object code For another line for entries, you must enter a description
for the adjustment
UBP - Validation Report
Daily report that indicates any element of the accounting string used in UBP planning that is no longer valid/entered incorrectly
Adjustments made through specific channel (committed, open, raise, operating ss, etc.)
UBP-Consolidation
UBP Consolidation is a summary view Total must equal the Control Total – note conditional formatting Variance Description needed if… |YOY% Change| > 10% |YOY Difference| > $50,000
UBP Detail Summary
Summary of all input sheets by Employee Group Summary of committed salaries and adjustments
UBP Summary by Object Code
Summary of all input sheets by object code
Reminders Sub Account, Sub Object Code and Project Code has to be
entered exactly as shown in KFS.
Anytime Org Ref ID Code is entered within the budget application it can only be 8 characters.
Within the UBP Consolidation tab, the TOTAL must equal the CONTROL TOTAL.
Within the Consolidation tab, justification will be requested for account budget allocations where difference is greater than $50,000 or percent change greater than 10 percent.
Steps to Print1. Select Action Menu Icon ( )
2. Right Click and Select Export
3. Select Snapshot to Excel
4. Click on OK
5. Select Open
6. Format sheet and print
Mentions No validation rules but rather conditional formatting.
Data links directly between applications.
Contains historical data beginning with 2012-13.
Take Ownership ( )once the application is open to enter data.
Release Ownership by going to index screen and clicking on this icon ( ).
Save frequently, about half an hour expiration.
For Planning Analytics Questions, Contact
Bill Buddle355-9271
Val Thebeau432-0219
Additional Planning Analytics Resource ContactsAvailable to run through any/all trainings
with you/other users in your areaName Office Phone Email
Sarah Blanck Office of Provost 5-1525 [email protected]
Lisa Rahall Office of Provost 2-2974 [email protected]
Charmaine Shellman Budget, Planning and Analysis 5-4503 [email protected]
Angela Matlock Office of Controller 4-4216 [email protected]
Michele Burton College of Arts and Letters 2-3193 [email protected]
Stephanie SlaghtAssoc. Provost Undergraduate Education
4-0064 [email protected]
