DELPHI Q3 PROCESS MAR, 2016

UCBUD Forecast Forms 2 There are 4 forms for the 3 rd Quarter Forecast Process in UCBUD. The first one allows you to input comments to explain variances, however currently this function is not utilized. The other 3 allow you to enter your Forecast by Account6, Sub Account or both. It’s very similar in process to the Budget; however, the first six months actuals are pre-seeded to true up your data since the Budget submission. Note that forms can only be activated at bottom section, even though they are listed in the right pane.

UCBUD Pre-Seeding Forms 3 There are 3 forms that will allow you to Pre-Seed data for the 3 rd Quarter Forecast. Forecast Q3- Pre-Seed by 9 Month Actuals and Map will enter the first 9 months as Actuals. It will also run the Map process. Then you fill in the other 3 months to complete the forecast and run the Map OBS – Forecast business rule to map your entries. Forecast Q3- Pre-Seed by 9 Month Budget Spread will enter Actuals for the 1 st 9 months and then take the difference between that and your budget to spread across the last 3 months. It will also run the Map process and allow you to override any of the data that was automatically spread. Forecast Q3-Pre-Seed by 9 Month Forecast Spread will enter Actuals for the 1 st 9 months and then take the difference between that and your Q2 forecast to spread across the last 3 months. It will also run the Map process and allow you to override any of the data that was automatically spread. This can be done for 1)An Exec 2)A Department 3)An Account6 Use one or multiple methods to reduce manual entries.

UCSAL Forecast Forms 4 There are 4 forms for the 3 rd Quarter Forecast Process in UCSAL. They will be pre-seeded with the final Budget data. You will only need to make adjustments where necessary to reflect known changes. Note that forms can only be activated at bottom section, even though they are listed in the right pane.

UCSAL Forecast Forms 5 The first part of the forms are exactly the same. The user selects Page drop down for Account6, SubAccount, Individual or Job Title depending on form. If you want to have Delphi calculate salary adjustments or you are entering a new employee, you must complete the information on these tabs. They are named with the Draft - Q3 Forecast Employee by ….(Acount6/SubAccount/etc) The form will display information of employee of name, job title and subaccount or account6 depending on which form is used, please click “right arrow button” to display selected attribute.

UCSAL Forecast Forms 6 The second part of the forms show the final Budget Allocation Pay Amount for that person or pool group in the first data section. The second data section will contain the loaded HR data showing their Job Pay Rate Amt, Allocation Pct Rate and Allocation Pay Amount. This is based on the HR data file from Workday. The third data section is for the Q3 Forecast. It will be pre-seeded with the same data it had for your forecast Q2 to calculate the Allocation Pay Amt. The calculation takes the Start Month and End Month into account, along with the Change %, Change Month and Allocation Pct Rate. The end result is placed into Allocation Pay Amt as a suggestion. This is now Option 1 for those who like to drive compensation by %’s. Data has been blocked out in black for this presentation

UCSAL Forecast Forms 7 Actuals for Salary in UCSAL is available starting FY16. To access select Budget in the Form Folder and Select corresponding view in Forms in Budget window. Users have option to display actuals by Account6, Individual, Job Title or SubAccount. Next forecast cycle, Actuals will be available for pre seed. Data has been blocked out in black for this presentation

8 If you know the salary amount and the employee record exists, you can skip that tab and go directly to the tab labeled Draft – Modify Monthly Q3 Forecast by... (Acount6 / SubAccount / etc ). Here you can enter the changes at the month, quarter or year total level. Data must exist here in the white section to be summarized by Account and transferred to UCBUD. You can not change salary in UCBUD directly. Data entered here does not feed back to the tabs named with the Draft – Q3 Forecast Employee by ….(Acount6 / SubAccount / etc) Data has been blocked out in black for this presentation

UCSAL Forecast Forms 9 The suggested amount is carried over to the BegBalance column on the Monthly View tab. Option 2 for those who like to enter numbers directly is the 2 nd tab. This is all that is required if the employee exists on this tab in the correct Account and SubAccount. You can enter numbers at the YearTotal, Quarter or Month levels. This tab has been pre-seeded with your Forecast Q2 data. You can copy/paste in the suggested annual amount in Year Total and let is spread to the quarters and months or make your own entries with varying amounts to build up to your desired number. Data has been blocked out in black for this presentation

Update Employee Function 10 The Add/Update Employee has been split into 2 separate functions. The update allows you to change the Account6, Employee (name/number), Job title and SubAccount using the Target fields. The Update feature is still a right click on the row. It provides a pop-up box where you can change the Target information such as Account6 and SubAccount, without it creating a new record and requiring you to delete the old one. Do not change any of the Source Info or the system will not know which record to update and will produce an error.

Add Employee Function 11 The Add Employee is located above the Forecast Q3 section as a separate right click function. Some of the data will be defaulted but you will have to enter the key information, such as employee or pool, job title and compensation. Sub Accounts do not include fringe 1901, 1902, and 1903 as they are calculated by the system and should not take manual entries.

Add Additional Fringe Function 12 Fringe can be manually added on the Monthly View tabs, but only on specific subaccounts. (1904, 1905, 1906 and 1908)

Transfer Data from UCSAL to UCBUD 13 In the Launch Business Rules folder, the Transfer Forecast Data to UCBUD form is used to perform the summary of employee salary data to the Account 10 level and move it over to the UCBUD application. This process can take several minutes to run. To run just open the form. Select the Account6 level desired. Select the desired Draft from the drop down box and Click the Go button to set the form to the correct level for transfer. Lastly, click the Save button to execute the process. The Go button does not execute the process. It only resets the form to the correct Draft. Aggregate Forecast Data performs a rollup of the data but does not transfer it. It is typically not needed, except in special cases.

Entering / Updating Data in UCBUD Using Form 2. Unit – Enter Account 10 Forecast by Account 6 Select the account 6 from the Page drop down list Click on Arrow button to display that intersection of data All Salary data will have a gray background and be locked as changes must be made in UCSAL Non compensation Subaccounts will have a white background where you may enter data at the Year Total, Quarter or Month level 14 Data has been blocked out in black for this presentation

Entering / Updating Data in UCBUD Click the + sign by Year Total to Expand to Quarters or Months Enter your desired data for the Forecast Q1, Q2 and Q3 of the Forecast are locked but should contain the Actuals you pre-seeded (below illustration doesn’t have pre-seeded data) Q4 may contain data if you used the Budget Spread Pre-seed option, however changes can still be made It turns yellow when new data is entered but not yet saved. Click the Save button to submit to the system and the background turns white again. 15 Data has been blocked out in black for this presentation

Entering / Updating Data in UCBUD Click the Refresh button to avoid saving undesired changed Forms 2 works the same way except you select by Sub Account Form 3 shows both Account 6 and SubAccount in the page. This screen should be able to display at Exec level, however larger units may take up to a minute to display 16 Data has been blocked out in black for this presentation

UCBUD Map Forecast 17 Map OBS – Forecast is a process that is run to move the data from its entry location to the assigned OBS row for reporting. You must do this when data is changed before Submission. Open the form and Click the Save button to execute the Mapping process.

UCBUD Submit Forecast 18 Open the form Copy Draft to Submission – Forecast Q3 to complete your submission. It will show columns for each draft and the Submission. Click the Save button to execute the Submission process.

Using forms Account 6 vs. Jobtitle/SubAccount/Individual  The forms by Account 6 will always be the faster form as they only save and aggregate one account  The other forms should be saved at the Exec level (or department level, if applicable) to ensure they save and aggregate everything. You should not be running it multiple times for each account/subaccount listed. 19

Backups and Nightly Processing Nightly processing will still take place and users should be out of the system by 10pm. Our full backups will still run from 4:30 – 5:30am and users should also not be in the system during this time. 20

Reports 120 – Schedule 1 – Actual vs. Budget 140 – Schedule 1 – Forecast vs. Budget 145 – Schedule 1 – Forecast vs. Budget (Full Year) 400 – Compensation with Transfers 410 – Employee Compensation with Fringe 21

Q3 Forecast Process Steps 1. Choose a Pre-Seeding Method (slide 3) /Click Save. 2. Update Compensation in UCSAL, if necessary / Click Save 3. Transfer UCSAL Compensation to UCBUD / Click Save 4. Make additional tweaks to UCBUD data for Non- Compensation / Click Save 5. Map Q3 Forecast to OBS / Click Save 6. Submit Q3 Forecast to the Budget Office / Click Save Clicking the Save button executes a process on a form to change and store data in the system. The Go button is to refresh the form to display a different view of the data representing a different draft, account, subaccount, etc from a drop down list. Run reports as needed throughout the process 22

Forecast Q3 The Budget Office will provide final instructions.  Forecast Q3 can be started on Fri, Mar 18  Forecast Q3 is due for submission on Mon, April 18 at 5:00pm. Remember: For assistance, Please send an to to create a ticket for the Delphi Support Team first. 23

Forecast Q3 24

Contact Information 25 For additional information on this presentation, please contact… Contact Name Phone Levita o.edu Murad du