Banner Spreadsheet Budgeting

LaSalle University

Julie Riganati - Business Affairs

Patrick Kelly - Information Technology

LaSalle Budget Process Overview Provide departments with Access reports

with: current year budget, actuals and blank column for proposed budget (FGBOPAL)

Receive hard copy data back from departments with requested budget

Requested budget is entered and maintained until it becomes the official adopted Budget

The adopted budget is converted to Excel spreadsheet

The spreadsheet listing FOAP and budget amount is uploaded in Banner

Run jobs to Activate, Distribute and Roll budget – it is now in Banner

Requirements for Set-up

Excel 97 or higher versionOracle database, version 7.3 or greaterSQL *Net Client Software 3.2 or higher

(32 bit)Visual Basic 6.0 (Professional) on one

PCPCs using SB must have connectivity to

database

StepsPerform a complete installation of

Desktoptools software per General Release Guide

Establish security for those who will use Spreadsheet Budgeting (SB)

Enable the SB add-in within Microsoft Excel

Must use Budget Development Module to use Spreadsheet Budgeting

Enable SB in ExcelSteps done for each user’s copyOpen Excel, select Add-Ins from Tools

menuSelect the Desktoptools check box

Grant privileges to each user who will use SB

Go to GORDSEC formEnter User ID of person to grant wizard

accessGo to next block and enter add-in code

and wizard name for each that applies to the user

Establish Security

First Step: Login and Connect to the database

Three Features of Spreadsheet Budgeting:

Download Wizard

Validation Wizard

Upload Wizard

Once connected the options are visible:

What is a Wizard?

Wizard is an assistant that “walks you through” the process

Prompts you for information by asking questions about your data

Displays the choices you have to complete any one of the steps

1. Download WizardThis is an option to take data from

Banner Finance (or Position Control) Turn that data into an Excel

SpreadsheetCan connect to any instance of

database (PROD, TEST, etc.) If there is too much data, use wizard to

limit Funds, Orgns, etc

Download Options

A. Position Control Data

Not covered in this presentation but data includes Position information (NBAPOSN) and/or Job data (NBAJOBS)

Data downloaded is from a “Working” budget not “Active” budget

B. Grant Ledger

Not used at LaSalle

C. Operating Ledger

Create a spreadsheet from data in the FGBOPAL or operating ledger table

Select the data you wish to view, for the Chart, fiscal year, and fiscal period required

Options available:

Each option selected becomes a column

Additional Columns Downloaded:Chart, Chart Description, Fiscal Year,

Fund, Fund Title, Orgn, Orgn Title, Account, Account Title, Program, Program Title (all FOAP elements)

All columns of data requested include dollar totals

D. Budget DevelopmentDownload Budget data from Banner into

an Excel spreadsheetChoose the data that will be columns in

spreadsheet: Chart, the Budget ID and Phase

Choose Budget, Adjustments and/or Roll data to download

2. Validation WizardAllows for data in an Excel spreadsheet

to be checked against Banner for Valid FOAPAL elements

Validation is done against a specific Budget ID and Phase

Wizard will prompt for specific information including worksheet and columns to check

3. Upload WizardTake information from an Excel

spreadsheet and move it into BannerData is uploaded to Budget Module or

Position Control (not covered in this presentation)

Must prepare Excel spreadsheet for Upload

Prepare the Budget ID and Phase in Banner

Preparing your Excel Spreadsheet for UploadMay have many extra columns of data

but minimum is your institution’s FOAP elements (LSU=Fund, Orgn, Account, Program) and Budget Amount

No blank rows between data you wish to upload

Only have one row for a unique FOAPAL

Only one header row allowed

Create a Budget ID and PhaseMust set-up the location for the data in

Banner Budget ModuleUse FTMOBUD to create a Budget ID

and Phase for the data It is possible to upload various

“versions” of your budget to multiple Phases (only one will become Active)

FTMOBUD

FTMOBUD TipsCreate your Budget ID for the Fiscal

year of your new budgetCreate a Phase under that Budget ID Leave the Base Budget ID and Phase

names blank since you are not copying data from another version

Save when setup is completeLeave Activation date blank until you

are ready to make it Active (roll it)

Use SB to Upload

After Upload Message will confirm if you were

successful – Upload happens only if there are no errors

Now can go into Banner and check the data in Budget Module

Data uploaded is like any other Budget Phase – it can be modified, reported on and eventually, activated (Rolled)

Error Messages in SBAppear in a new worksheet labeled

Validation Messages or Upload Messages

Reference the row with the problem In case of Upload, it is not complete

until there are NO errors, they must be fixed or no data is uploaded

If there are errors, shown in a new worksheet

Types of Errors:Record already exists on table =

Duplicate FOAP in spreadsheetFOAP element not data enterableFOAP element not valid = could be that

it’s not effective yet or mapped wrong column in spreadsheet to wrong Banner FOAP element

Additional Documentation

SCT Banner Finance User Manual under Finance – section for Spreadsheet Budgeting

Contacts:Julie Riganati – Business Affairs

215-951-5129

riganati@lasalle.edu

Patrick Kelly – Information Technology

215-951-1494

kellyp@lasalle.edu