2018-19Office 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 OverviewEach module will feature its own set of training

We need all of your help

Formal training sessions (available for registration through EBS)

Each training available for Zoom remote participation

Trainings recorded for on-demand access

Resource guides for each module

“Geek squad” available for scheduling at your request

“Drop ins” for questions, feedback, additional training planned bi-weekly until Unit Budget Planning opens, weekly thereafter through the raise process

BPA resource webpage updated for all current content (coming soon)

Be in touch – we don’t know we have issues in some cases until you tell us!

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 355-1525 blancks@msu.edu

Lisa Rahall Office of Provost 432-2974 rahall@msu.edu

Charmaine Shellman Budget, Planning and Analysis 355-4503 cshellma@msu.edu

Angela Matlock Office of Controller 884-4216 matlocka@msu.edu

Michele Burton College of Arts and Letters 432-3193 burtonm@msu.edu

Stefani Slaght Assoc. Provost Undergraduate Education 884-0064 slaghtst@msu.edu

Steve Ueberroth Controller’s Office 884-8953 ueberrot@msu.edu

Planning Analytics Training Overview“Drop ins” for questions, feedback, additional training

Planned bi-weekly 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 14 11:00-1:00 B100 Wells Hall

June 28 3:00-5:00 173 Communications Arts

July 12 11:00-1:00 50 Union Building

July 19 11:00-1:00 127 Chemistry Building

July 26 11:00–1:00 152 Natural Resources

August 2 11:00–1:00 111 Bessey Hall

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

Steps to Open Planning Analytics for Training

Open Applications After Overview is Presented

1. VPN using CampusAd or MSU NetID Realm

2. Login using URL for the Planning Analytics TEST site: https://pal.test.itservices.msu.edu/pmpsvc

3. Enter MSU NetID password and Two-Factor

Path to Application AFTER Training

1. VPN using CampusAd or MSU NetID Realm

2. Enter the URL for the Planning Analytics site:

https://pal.itservices.msu.edu/pmpsvc/

3. Enter MSU NetID password and Two-Factor

REMEMBER –Take Ownership to Enter Data and Save Often

Prefers Chrome, Edge, Firefox browsers

IE compatible with some adjustments

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.

Unit Control Number and General Fund Unit Budget Planning Data Flow

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.

On July 9th, 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

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 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

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 codeContains all UBP elements and

history – useful for creating quick reporting, comparisons, etc.

Unit Budget Planning (BP-GF) Overview

On July 9th, 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.

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.

Unit Budget Planning (BP-GF) Overview

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

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.

Reminders

Steps to Print

1. 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

Denice Beckwith353-0864

beckwi37@msu.eduor

Bill Buddle355-9271

buddlewi@msu.eduor

Val Thebeau432-0219

thebeau@opb.msu.edu

For Funding and Allocation Questions, Contact

Brent Johnston

353-5519

john1096@msu.edu

Additional Planning Analytics Resource ContactsAvailable to run through any/all trainings

with you/other users in your area

Name Office Phone Email

Sarah Blanck Office of Provost 5-1525 blancks@msu.edu

Lisa Rahall Office of Provost 2-2974 rahall@msu.edu

Charmaine ShellmanBudget, Planning and Analysis

5-4503 cshellma@msu.edu

Angela Matlock Office of Controller 4-4216 matlocka@msu.edu

Michele BurtonCollege of Arts and Letters

2-3193 burtonm@msu.edu

Stephanie SlaghtAssoc. Provost Undergraduate Education

4-0064 slaghtst@msu.edu