WSU FY18 Budget System Training Manual

Last Revised: April 11, 2017

WSU Budget System FY18 Page 2

Table of Contents

Page 3 Introduction

Page 4 Getting Started

Page 5 Navigation Tips, Tricks and Traps

Page 6 USS Position Adjustments

Page 7 USS – Seasonal, Temporary and Overtime Salaries Input Form

Page 8 Other Operating Expenditures (OOE)

Page 9 Student Salaries Organization Input Form

Page 10 Unclassified Salaries Organization Input Form for Seasonal, Temporary, Graduate Assistants & Other

Page 11 Unclassified Salaries Summary Form

Page 12 Unclassified Increase Salary Input Form

Page 13 Restricted Use Revenue Budget

Page 14 Budget Reports

WSU Budget System FY18 Page 3

Introduction

A. The web based WSU Budget System offers many features for WSU including:

Online forms for data entry

On demand reports – printed at the user’s desktop

One login for a Budget Review Officer or Vice President with Direct Reports

Ability to add expenditure and revenue account codes online

Budget balancing tools

Control of data access by logins as budget officers, budget review officers and vice presidents

After the budget is finalized, data from the WSU Budget System is uploaded into Banner.

B. Computer Requirements and Browsers

Preferred Browsers: Internet Explorer (IE) or Safari

Required: Java

Report Requirements: Acrobat Reader and/or Excel

It might be helpful to add *.wichita.edu to your browser’s Popup Blocker

C. Budget Roles/Columns

Individual logons are assigned to a specific role. Each role is assigned specific organization codes, data entry

items and reports.

Budget Officer Budget Review Officer Vice President

D. How to Log In

From Off Campus, an active VPN connection is required

Where to download the VPN: myWSU > Faculty/Staff tab, Technology

Help Desk

Web site: https://budget.wichita.edu:9514/tm1web

If prompted, log in using your myWSU ID and password

o If the Domain is not AD, enter ad\ in front of your

myWSU ID. For example: ad\A123Z987

E. To Log Out:

Close your browser

WSU Budget System FY18 Page 4

Getting Started

Forms 1. Select Organization – Select the organization from the

drop down list.

2. Click inside the Form to Open box to activate the form

drop down list. Select a form.

3. Click the Open Selected Form button.

WSU Budget System FY18 Page 5

Navigation Tips, Tricks and Traps

Forms and Tabs

Forms open in tabs at the top. Click a tab to jump to an open form.

It’s easy to change organization codes on a specific tab, just click the drop down arrow and select from the list. But…

The data is NOT automatically

refreshed on all open tabs!

Recommended: Select a different organization code from the Welcome tab.

Refresh and Save Buttons

Refresh Form to recalculate

Save Changes often!

Data Entry – Dollar Amounts

No Change: Leave the defaulted amount, zero (0)

Amount of Change: Decrease: enter negative whole dollars and press Tab Increase: enter positive whole dollars and press Tab

Before Refresh After Refresh

Add an Expense OR Revenue Account Code by Fund

1 Click in the Account drop down box and select the account code to be added 2 Click in the Fund drop down box and select the appropriate funding for the new account 3 Click Add Account Code by Fund 4 Click Refresh Form 5 Click Save Changes

WSU Budget System FY18 Page 6

USS Position Adjustments

USS Position Adjustments

Can be used to:

Change the fund assignment

Split the fund assignment and FTE using Fund 2 and Fund 3 columns

Note: The Budget Office enters USS personnel and salary updates into WSU Budget System throughout the year based upon approved OHR paperwork.

Step Action 1 Select the fund assignment from the drop down list (Fund, Fund 2 or Fund 3) 2 Enter the FTE (FTE 1, FTE 2 or FTE 3) 3 Refresh Form to recalculate 4 Save often

WSU Budget System FY18 Page 7

USS – Seasonal, Temporary and Overtime Salaries

USS, Temp & Overtime

Use this form to review and/or revise the salary amounts.

Note: The Budget Office enters USS personnel and salary updates into WSU Budget System throughout the year based upon approved OHR paperwork.

Step Action 1 Enter the amount of change for the fund’s account code 2 Refresh Form to recalculate 3 Save Changes often

WSU Budget System FY18 Page 8

Other Operating Expenditures

OOE Use this form to enter changes to the organization’s OOE budget. Budget Officers can also add new account codes, instructions are located on Page 5.

Step Action 1 Enter the amount of change for the fund’s account code (Examples shown above: -150, 150) 2 Account codes may be added, see page 5 for instructions 3 Refresh Form to recalculate 4 Save Changes often

WSU Budget System FY18 Page 9

Student Salaries Organization Input Form

Student Salaries

Enter increases to the base student salaries budget by fund for the account codes 1200, Student Salaries – Regular and 1210, Student Salaries Work Study – WSU Match.

Account code 1220, Student Salaries Work Study Federal, will calculate automatically when entering an increase in account code 1210.

Step Action

1 Enter the amount of change for the fund’s account code (Example, reduced Student Salaries – Regular)

2 Workstudy example: Enter the amount in account 1210 and Refresh to show the matching Federal amount in account 1220

3 Refresh Form to recalculate

4 Save Changes often

WSU Budget System FY18 Page 10

Unclassified Salaries Organization Input Form for Seasonal, Temporary, Graduate Assistants & Other

Unclassified Temp & Overtime

Use this form to review or revise salary amounts for all unclassified salary account codes other than 1100.

Step Action 1 Enter the amount of change for the fund’s account code (Examples shown above: -2000, 2000) 2 Refresh Form to recalculate 3 Save Changes often

WSU Budget System FY18 Page 11

Unclassified Salaries Summary Form

Unclassified Increase Summary

Data cannot be entered on this summary form but it serves as a summary of all the unclassified positions in the organization and can be used to access the individual unclassified position screens.

STEP Action

1 To access an employee’s Unclassified Employee Increase form:

Click inside the Select Position box

Click the drop down arrow to select an employee by position

Click “Go”

2 Review the pooled position amounts by Account Code. In the example above, Unclasified Lump Sum – 102647 is the subtotal for account codes 1110, 1140 & 1160

3 Save if prompted

WSU Budget System FY18 Page 12

Unclassified Increase Summary Input Form (With link to UNCLASSIFIED INCREASE input form)

Unclassified Increase Input

This form is used to enter merit increase (enter using whole dollars no cents) information for an individual employee.

All other increases are entered by the Budget Office throughout the year from approved OHR paperwork.

Step Action 1 Review the funding and amounts 2 Enter the amount of merit increase on the appropriate funding line 3 Save Changes to recalculate 4 Review Percent Increase at the bottom of the form

WSU Budget System FY18 Page 13

Restricted Use Revenue Budget

REVENUE This form is used to enter projected revenue for the next fiscal year. Budget Officers can add new account codes, instructions are located on Page 5.

Step Action 1 Enter the amount of change for the fund’s account code 2 Account codes may be added, see page 5 for instructions 3 Refresh Form to recalculate

NOTE: The WSU Budget System calculates fringe benefits based upon the salary 4 Save Changes often 5 Review to verify RU Revenue and RU Expenses are In Balance!

NOTE: If not in balance (as shown in the example above), what do you do?

WSU Budget System FY18 Page 14

Budget Reports Print/View the Budget Reports

Step Action 1 From the Budget System page, select the analytics link:

https://analytics.wichita.edu

2 If the Wichita State University Reporting menu is displayed, select the link:

IBM Cognos content

3 Select the Budget Reporting tab

Note: See Add the Budget Reporting Tab below to learn how to add the Budget Reporting tab.

4 Reports and Selection Options

Operating Budget (PDF or Excel) Operating Budget with Detail (PDF or Excel) 1) Select a Fiscal Year 2) Select a Version (Working Budget or Final Budget) 3) Select one or more Organizations 4) Finish

Add the Budget Reporting Tab

Step Action 1 If the Wichita State University Reporting menu is displayed,

select the link:

IBM Cognos content

2 Select the folder name TM1

3 Select Dashboards and Landing Pages

4 Under Actions, select the Add Tab icon: The tool tip reads:

Add to my portal tabs – Budget Reporting

WSU Budget System FY18 Page 15

Budget Reports (continued)

Set View as Home

Step Action 1 Click on the Budget Reporting tab

2

3

Click on the arrow to the right of the Home icon Select Set View as Home

The Tab Menu

The Tab Menu icon is located on the left side of the tab row How to Add tabs steps are outlined above How to Remove a tab and Modify the sequence of tabs steps are outlined below

Remove this Tab

Step Action 1

2

3

4

Select the drop down arrow from the Tab menu Select the tab to be removed Remove this tab from the Tab Menu OK from the Message window

Modify the Sequence of Tabs

Step Action 1

2

3

Modify the sequence of tabs from the Tab Menu Select a tab to move up or down and the appropriate action from the command list OK when complete