Budget Basics Tuesday, April 28, :45 – 12:00 3:10 – 4:25

Workshop Presenter Name:Jackie Gillock Title:Associate Director, Budget & Fin. Analysis Contact

Please… Turn your cell phones to silent. Sign the attendance roster. Complete the evaluation at the end of the workshop. Questions are welcomed at anytime during the presentation.

Workshop Objectives To provide you with an overview of two Banner on-line inquiry forms that can assist you with day-to-day management and reporting needs Give you some quick tips on how to customize EDDIE reports for your department Show you how to access some Business Objects queries already created for you: all you have to do is customize them for your units Tips on filling out your Budget Adjustment Forms

There are many excellent tools currently available for management and reporting needs:  Banner Inquiry Forms  EDDIE  Business Objects  View Direct

Two On-line Banner Inquiry Forms 1.The Executive Summary (FGIBDSR) 2.The Trial Balance Summary (FGITBSR)  Available directly in Banner as on-line inquiry forms.  Provide quick answers to current and prior year-end balance questions.

Executive Summary (FGIBDSR)  Best utilized for quick answers to the following questions: 1.What is my C-FOP or Organizational rollup operating ledger current balance? 2.What was my C-FOP or Organizational rollup operating ledger balance at the end of last fiscal year or the prior fiscal year? 3.Has a specific JV transaction posted yet to my C- FOP?

The Executive Summary Form (FGIBDSR) can be accessed directly by entering FGIBDSR in the ‘GO TO’ box on the Banner General Menu page…

Executive Summary (FGIBDSR) Or by double clicking on the following series of menus: Financial [*Finance] General Ledger General Accounting Query Forms Executive Summary

Executive Summary (FGIBDSR) Once the Executive Summary form is open, search criteria can be entered such as: Chart Fiscal Year (FY2004 or later) Fund Organization Program

Executive Summary Form (FGIBDSR) State and Institutional Funds  When querying for current budget balance information always de-select the “Include Revenue Accounts” checkmark  Also remove “Query Specific Account” unless you are only interested in a specific account code category.  State and Institutional funds are treated as departmental expenditure budgets

Executive Summary Form (FGIBDSR) State and Institutional Funds  The Executive Summary form works well for state and institutional funds since these are shared funds.  Many C-FOPs mapping to each of these funds.  The Chart, Organization and Program codes define the budget authority and balances.  In addition to balances, you may obtain additional information by placing the cursor on, for example, an adjusted budget amount, select options from the tool bar menu and select Transactional Detail Information to view transaction descriptions, activity dates, amounts, etc.  You may go back up to the Options menu and select Query Document if additional information is needed.

Executive Summary Form (FGIBDSR) State and Institutional Funds  Budget Rule Code 299 represents the accounted or ‘original’ operating budget loaded from the annual Budget Development cycle  Budget Rule Code 202 represent permanent budget adjustments.  Budget Rule Code 203 represent temporary budget adjustments.

Executive Summary Form (FGIBDSR) Self-Supporting  The default “Include Revenue Accounts” checkmark should remain checked to ensure that both revenue and expenditure data will be retrieved  Self-Supporting budget data represent estimated amounts (except for student fee based budgets that are allocated by the Vice Chancellor for Student Affairs)  The Year to Date (YTD) activity displays actual revenues and expenses.  YTD Activity column represents the equivalent of an income statement.

Executive Summary (FGIBDSR)  This form provides operating ledger information.  To obtain general ledger balance sheet data, you need to use the Banner Trial Balance Summary Form (FGITBSR)

Trial Balance Summary (FGITBSR)  Best utilized for quick answers to the following balance sheet questions: 1.What was my beginning self-supporting general ledger cash and fund balance? 2.What are my self-supporting current general ledger cash and fund balance positions as of this moment?

Trial Balance Summary (FGITBSR) This form can be accessed directly by entering FGITBSR in the ‘GO TO’ box on the Banner General Menu page…

Trial Balance Summary (FGITBSR) Or by double clicking on the following series of menus: Financial [*Finance] General Ledger General Accounting Query Forms Trial Balance Summary

Trial Balance Summary (FGITBSR) Once the Trial Balance Summary form is open, search criteria can be entered such as: Chart Fiscal Year (FY2004 or later) Fund

 Trial Balance Summary (FGITBSR) Current Cash Balance All Assets and Liabilities are listed with current balances Current Fund Balance

Trial Balance Summary (FGITBSR) Beginning Fund Balance Current Total Revenue Collected Current Total Expenses

Trial Balance Summary (FGITBSR)  Found under General Accounting Query Forms folder just like the Executive Summary Form…  Provides balances for other assets (e.g., accounts receivable) and liabilities (accounts payable)  Current fund balance appears at the bottom of this screen.  “C” (credit) next to the current fund balance amount denotes a positive fund balance.  “D” (debit) denotes a negative fund balance.

The Banner Executive Summary (FGIBDSR) & the Trial Balance Summary (FGITBSR) Forms  Both provide quick answers to questions related to current and prior fiscal year end balance information  But are limited in terms of the following: ---Printing screens with many accounts codes ---Providing balance information as of a specific period ---The ability to export the information to a spreadsheet for further data manipulation

EDDIE Reports Once saved with your selected Prompt values, you can run this report daily vs. View Direct only gets published at month end All Prompt values can be manipulated so that your saved report can be run for various CFOPs, Funds, Organizations or Monthly Reporting Periods

EDDIE Reports There are two main reports I use: FGIL Detail Operating Ledger Statement 1.Summary Operating Ledger 2.Detail Operating Ledger FGIL General Ledger Fund Summary

EDDIE Reports – Operating Ledger Once logged into EDDIE, click one in this sequence to get to the list of Operating Ledger Reports Corporate Categories Finance Operating Ledger Then click once on FGIL Detail Operating Ledger Statement

EDDIE – FGIL Detail Operating Ledger Statement You will click once to access the report

EDDIE – FGIL Detail Operating Ledger Statement To enter your parameters, click Refresh Data once to bring up the box for Prompts for your entry

EDDIE – FGIL Detail Operating Ledger Statement You will need to click on each prompt, which will give you a list of values to chose from or enter an asterisk (*) for a wild card value. List of Prompts: Enter Chart of Accounts Enter FUND GL report contact Enter Fiscal Year Enter Fund Code Enter ORG GL report contact Enter Organization code Enter PROG GL report contact Enter Period Enter Program code VDR Date-For View Direct use only:

EDDIE – FGIL Detail Operating Ledger Statement Example of selecting values for each “Prompt” Highlight value you want to select in box on left, then click the double arrows(>>) pointing to the right. If you want the “*” for wild then just type it in the value box to the right of the arrows

EDDIE – FGIL Detail Operating Ledger Statement Once you have selected a value for each Prompt, a green check mark will appear by each After all prompts have a value, then click on Run Query to get your report

EDDIE – FGIL Detail Operating Ledger Statement Once the report appears, you will notice to the left on the report, are all the Prompt values, now you can change them here with out having to go through the previous steps

EDDIE – FGIL Detail Operating Ledger Statement To save report to the EDDIE Server, click document, select “Save As”

EDDIE – FGIL Detail Operating Ledger Statement Save your report on EDDIE’s server with your own report name, in your specified folder, then click “OK” Name report here Choose folder to save in Click “OK” to save it

EDDIE – FGIL Detail Operating Ledger Statement To View all pages of the report and print the report, click on “VIEW”, then select PDF Mode

EDDIE – FGIL Detail Operating Ledger Statement Information this report will provide: Two different versions of this report – Summary and Detail Summary version – shows totals by line item- revenues, expenses and encumbrances Detail version – shows totals by each account code – revenues, expenses and encumbrances Both reports show gain/loss for the period or point in time you are looking at Both reports show the Budget Balance Available for the period or point in time you are looking at

EDDIE – FGIL Detail Operating Ledger Statement Shows the two versions of this report highlighted in RED

EDDIE – FGIL Detail Operating Ledger Statement Drill down into the report by clicking on the “+”s This can be done for both versions Can see all CFOPALs or just one specific

EDDIE Reports – General Ledger Once logged into EDDIE, click one in this sequence to get to the list of General Ledger Reports Corporate Categories Finance General Ledger Then click once on FGIL General Ledger Fund Summary This report can be used in the same fashion, just for a specific Department, instead of for all funds that report to one person.

EDDIE Reports – FGIL General Ledger Fund Summary You will click once to access this report

EDDIE Reports – FGIL General Ledger Fund Summary To enter your parameters, click Refresh Data once to bring up the box for Prompts for your entry

EDDIE Reports – FGIL General Ledger Fund Summary You will need to click on each prompt, which will give you a list of values to chose from or enter an asterisk (*) for a wild card value. List of Prompts: Enter Chart of Accounts Enter FUND GL report contact Enter Fiscal Year Enter Fund Code Enter Fund Type Enter Period

EDDIE Reports – FGIL General Ledger Fund Summary Once you have selected a value for each Prompt, a green check mark will appear by each After all prompts have a value, then click on Run Query to get your report

EDDIE Reports – FGIL General Ledger Fund Summary Once the report appears, you will notice to the left on the report, are all the Prompt values, now you can change them here with out having to go through the previous steps

EDDIE Reports – FGIL General Ledger Fund Summary To save report to the EDDIE Server, click document, select “Save As”

EDDIE Reports – FGIL General Ledger Fund Summary Then name your document, choose your place to save it, then click “OK” Name your report here Choose your folder to save it too here Click “OK” to save it

EDDIE Reports – FGIL General Ledger Fund Summary To View all pages of the report and print the report, click on “VIEW”, then select PDF Mode

EDDIE Reports – FGIL General Ledger Fund Summary This report shows you the Cash Balance, Beg. Fund Balance, Total Revenue Collected, Total Expenditures and Ending Fund Balance – All at the point in time you run the report

Business Objects – Financial Resource Queries In order to run these queries, you must have access to the data warehouse and Business Objects. Information on access, training, and other resources for Business Objects can be found on the Decision Support website at: rts/UsingBO.aspx. rts/UsingBO.aspx. To access these queries, go to then click on Budgeting, Urbana-Champaign Campus, Financial Resource Queries Feel free to download the queries and alter to suit your specific needs.

Business Objects – Budget Memo Log Enter values at the prompts or % (for wild card), then click “OK” to run report 50

51 Transfer within Unit Transfer from outside the unit

Business Objects – Budget Memo Log 52 Can be run for an entire college or just one department in the college Can be run for one fiscal period or a range of fiscal periods Track what Budget Adjustments have processed Check for rogue postings with Budget Adjustments Can view both sides of the transaction

Business Objects – Additional Financial Resource Queri es QUERYPURPOSE Self-Supporting/Gift Cash & Fund BalancesView cash & fund balances for Gift & Self- Supporting funds State & Institutional BBAView State & Institutional Accounted Budget & BBA Expenditures by Account TypeView aggregated expenditures by account type Banner Transaction DetailView banner transactions 53

Budget Adjustment Request Form(BAR) Reasons for requesting 1.Move State Appropriation from one CFOP to another 2.Move State Appropriation within a particular CFOP between account codes 3.Move State Appropriation from one campus to another 4.Move ICR budget from one ICR CFOP to another 5.Move ICR budget from one campus to another 6.All reasons can be Temporary transfers (203 rule code) or Permanent Transfers (202 rule code)

Budget Adjustment Request Form (BAR) Filling in the proper information on the form

Fill in all information, including the memo portion in the upper left hand corner of the form Bottom half of the form is where you list 2 or more CFOPs to move money between, as long as the minuses and pluses equal in dollar amount A minus will decrease the budget amount A plus will increase your budget amount Please completed form to:

Wrapping Up I hope I have been able to provide you with information and skills you can use to better understand the following: The two Banner online inquiry forms you can use for your daily reporting and management needs. How to customize EDDIE reports to meet your department/unit needs.

Wrapping Up, Cont’d. How to access pre-designed Business Objects queries and customize them to meet your individual/unit reporting needs. How to fill out your budget adjustment request forms.

Questions? Thank you for your interest and participation in this workshop. Please take a few minutes today to complete and submit your workshop and Conference evaluations. On behalf of the Conference Planning Team and OBFS, enjoy your day!