SLU Budget & Financial Planning Colleague Budget Management Questions & Comments Contact Paula Sturge x5559

START UP Start in the SLU portal: https://saints.stlawu.edu In the “Employee Links” tab, click on the “Colleague” link.

Disable Pop-up Blockers or add Colleague as an The Colleague Welcome page will open in a new tab Press the BEGIN button Disable Pop-up Blockers or add Colleague as an exception to the Block List

Warning received the first time Colleague is run on a machine Select Always trust… and press Run

The Colleague LOGIN page will open in a new window Enter your Network UserID and Password Press the LOGIN button

Colleague will take some time to initialize, run supporting software, and start your session

A tour is offered the first time a user logs in. After you have taken the tour, click the Don't Show Me Again Then click the Close button.

The main Colleague window opens. Navigation is typical of Web based applications, with Tabs for drop down menus, drop-down selection boxes, and buttons to perform actions.

Users only see menus for functions they may use. Initially set to “Person” and UT – Utility. This screenshot is set to “Forms” and UT – Utility.

Select : CF – Colleague Financials And Budget Management – BU.

Alias Assignment Allows an alternate user to work as the Budget Manager. Select BAAS from the menu. Will then select Budget ID. Assignment screen appears.

A or R Enter A for Assign or R for Reinitialize. FY2018 2018 Original Budget Enter A for Assign or R for Reinitialize. Enter Budget Officer ID of the person you are representing OR “…” A or R

Select ID of the Budget Officer you wish to work as Select ID of the Budget Officer you wish to work as. You will only be shown the ID of those who you can be an Alias for.

Save & Update. Will assume the rights of that Officer for the current session. Logout or Reinitialize to resume your own identity.

BUDGETING Two Primary Screens: Responsibility Worksheet Line Item - RWLI Detail Worksheet Report - DWSR Double-Click to select menu item

Asked to select the Budget you wish to work on Enter the Name of the budget or “…”

There will be another BUDGET added to the resulting list Each year there is another BUDGET added to the resulting list FY2018 Operating Budget 2017-18 # FY2017Operating Budget 2016-17 “…” will result in a list to select from Always choose "FY2017" “…” will result in a list to select from Always choose “FY2018”

Once the Budget has been selected, select the Responsibility Unit you wish to work on. Only those you are responsible for will be listed. If you are responsible for only one unit, it will go directly there.

The Line Items in the Responsibility Unit are displayed. New amounts may be entered in the Basic Amount column. Revenues and other Credits must be negative.

Default Columns C1 = ‘16Actuals, C2 = ‘17LRE, BA = New Budget Data displayed in columns may be changed C1 = 2015-16 Year End Actuals. C2 - 2016-17 LRE. BA = 2017-18 Budget. $ or % are differences the 1st Column and the 3rd Column. Other options are either -0- or not useful. Default Columns C1 = ‘16Actuals, C2 = ‘17LRE, BA = New Budget Actuals Year End 2016 New Budget 2018 LRE 2017

Entering Line Item Amounts: Navigation “Internal” & “External” Scroll Bars Click on a cell to Select Enter or Tab may be used…May have different action Entering Line Item Amounts: Only the 2017-18 Budget may be changed Displayed as BA (Basic Amount) May be in any of the columns Entry Options: Replace Amount + = increase by $ amount - = decrease by $ amount + or - a % change Type Over replaces the $ amount Totals and Comparisons recalculate automatically Sub-Select & Global Changes ?

Justification Notes An online notepad is available for justification or other notes. Click any of the “Detail” icons on the same line as the GL Number that you wish to notate.

Enter text one line at a time in the Justification Notes Section. Save & Update Returns you to the previous screen.

Work-In-Process Note: Comparison Column is updated. Totals are updated. Flags indicate line amounts that have Changed (c) or Justification (j) has been entered. Save & Update !!

REPORTING Select Detailed Worksheet Report - DWSR

You are asked to select the Budget you wish to work on. Enter the Name or “…” Select the Budget you wish to report

Once the Budget has been selected, select the Responsibility Unit you wish to report Only those you are responsible for will be listed. May delete Responsibility Units you do not wish to report. Save and Update to continue.

Change the Output Device to Hold/Browse File Output. Save and Update.

Execute in Background Mode? Always select “N”. Save and Update.

Rolling Schedule Dependent on Level DEADLINES Rolling Schedule Dependent on Level o March 01 - data entry window opens on all accounts o March 09 - window closes (due date) for first level of accounts o March 17 - window closes (due date) for second level of accounts o March 24 - window closes (due date) at VP level – Due to Budget Office

Training Sessions Griffiths 123 Thursday 03/02 @ 1:00 – 2:00 running loop and Q&As Friday 03/03 @ 8:00 – 9:00 Monday 03/06 @ 2:00 – 3:00 Tuesday 03/07 @ 9:00 – 10:00 running loop and Q&As 

OTHER RESOURCES This Year Actuals Colleague Access through WebAdvisor (SLU Portal) Budget Office Page http://www.stlawu.edu/finance/planning.html Colleague Budgeting Instructions Spring Budgeting Schedule Colleague Account Structure Responsibility Listing - Listed by Unit Budget Office Page - Other Helpful Links Object Codes and Definitions Revenue Object Codes Alphabetic & Numeric Chart of Accounts

ISSUES Internet Explorer is the recommended browser, Firefox 3.6 or newer is not supported Working from off-campus: Must use VPN Requires correct versions of Java and Silverlight HEADS UP Approximate 20 minute Activity Timeout - No Warning Be careful with SAVE ALL Be even MORE careful with CANCEL ALL !!

Questions?