1 Training Guide for: KFS Load Module Who should use this guide: Departmental and/or College financial planners who want to translate their FY21 Axiom budget data into the Kuali Financial System (KFS, aka “UAccess Financials” or UAF) accounting dimensions. Purpose: The KFS Load Module allows users to load FY21 Original Budget into KFS on account, sub- account, object code, sub-object code, and project code dimensions. Users can load budget data from AUX, DES, PFD, FIN, OTH, AEF, BAN, BNN, DNT, MAN, SVC, and RES without TRIF funds. The module cannot currently be used to load budget from SPN, STA, FED, LOC, or TR-TRIF funds within RES. Users will continue to use the Request for Budget Change (RBC) system (or KFS for SPN) for these fund types. Please see FAQ here discussing RBC “Perm” budget for an explanation for why we are not allowing this module for use on Allocated Funds yet and for a description of future planned modules that will allow for this option. In addition to using this module simply to load Original Budget in KFS, users could also use this tool as a way to explore their plan data, KFS account mapping, and therefore better understand how data are compiled within the Budget and Planning System (Axiom) if that was difficult to grasp during the All Funds process. This module will display the variety of KFS dimensions you are using, or are available to you, and would demonstrate how difficult it would be to design functionality to allow you to plan to all of these dimensions simultaneously, although the Office of Budget and Planning is exploring options to expand use of some of the features on the “Bulk Load” tab to all other planning dimensions where feasible.
Transcript
1
Training Guide for: KFS Load Module
Who should use this guide: Departmental and/or College financial planners who want to translate their FY21 Axiom budget data into the Kuali Financial System (KFS, aka “UAccess Financials” or UAF) accounting dimensions.
Purpose: The KFS Load Module allows users to load FY21 Original Budget into KFS on account, sub-account, object code, sub-object code, and project code dimensions. Users can load budget data from AUX, DES, PFD, FIN, OTH, AEF, BAN, BNN, DNT, MAN, SVC, and RES without TRIF funds. The module cannot currently be used to load budget from SPN, STA, FED, LOC, or TR-TRIF funds within RES. Users will continue to use the Request for Budget Change (RBC) system (or KFS for SPN) for these fund types. Please see FAQ here discussing RBC “Perm” budget for an explanation for why we are not allowing this module for use on Allocated Funds yet and for a description of future planned modules that will allow for this option. In addition to using this module simply to load Original Budget in KFS, users could also use this tool as a way to explore their plan data, KFS account mapping, and therefore better understand how data are compiled within the Budget and Planning System (Axiom) if that was difficult to grasp during the All Funds process. This module will display the variety of KFS dimensions you are using, or are available to you, and would demonstrate how difficult it would be to design functionality to allow you to plan to all of these dimensions simultaneously, although the Office of Budget and Planning is exploring options to expand use of some of the features on the “Bulk Load” tab to all other planning dimensions where feasible.
Review Overview tab: The Plan File opens in a new browser window. Read the Overview tab for module and process information.
4
Open KFS Load tab: The KFS Load tab displays the Axiom funds where plan data can be translated into KFS dimensions. The KFS dimensions include account, sub-account, object code, sub-object code, and project code. Accounts must be budget style and active to load budget to KFS.
5
If a fund does not contain accounts that are budget style and active, a warning message will appear at the top of the page. Accounts can be activated or updated to budget style in KFS.
6
The search box on the KFS Load tab allows filtering on KFS dimensions. Search for accounts, sub-accounts, object codes, sub-object codes, or project codes. To activate the search box, hit enter or the tab button.
7
There is also an option to filter the view to only budget style accounts on the right side of the page.
Enter KFS data: FY21 budget was set in the Operating Budget module by organization, fund, and budget object. Use the ‘KFS Budget FY2021’ column to translate the FY21 budget into KFS dimensions. In the example below, the FY21 budget is translated into KFS account, sub-account, and object code dimensions. The ‘Variance Budget FY2021’ column tracks the difference between the FY21 budget set in the Operating Budget module and budget entered in the ‘KFS Budget FY2021’ column. Hit the ‘Save’ button as data is entered in the module.
8
Using Bulk Load tab: The Bulk Load tab displays budget style and active accounts in a table format. Options to edit data in a spreadsheet and export data to Excel are found at the top of the page.
Enter data in the ‘KFS Budget FY2021’ column along with notes in the ‘Comment’ column. Each row displays KFS dimension combinations. Hit the ‘Save’ button as data is entered.
9
Clicking the ‘Edit in Spreadsheet’ button launches a spreadsheet that allows for copying/pasting of data or the use of formulas. Data is entered in the ‘KFS Budget FY2021’ and Comment’ columns. Hit the ‘Save’ button after data is entered and the spreadsheet is closed.
Open Fund Review tab: The Fund Review tab displays a summary of FY21 budget data entered in the Operating Budget module in the row labeled ‘Axiom’. Any budget data translated into KFS dimensions displays under the ‘KFS’ heading.
10
Submit Plan File: After translating budget data to KFS dimensions, route the Plan File for approval by hitting the ‘Submit’ button.
11
Add any comments and hit the ‘Submit’ button again on the Plan File routing screen.
12
If the organization has a College Approver role, then that user will need to approve to route the Plan File to the Office of Budget and Planning.
For additional questions, please contact your assigned Budget Analyst.
