Post on 27-Mar-2015
transcript
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