11/21/20051 Financial Management Tool FMT Financial Workbooks

11/21/20052 FMT – Need to Know OPTA = Workbook Name Salary Workbook 777_SP0450 Financial Workbook 777_FP0123 (same as org) Grants & Contracts 777_GC0123 (same as org) Project = Project_Task _00 FMT

11/21/20053 Current Financial Management Local Budget/ Financial System Data Entry YSM Budget Office Budgets Accounts People Actuals BudgetsRe-EnterOFA Grants BudgetsRe-Enter DWH FMT

11/21/20054 FMT Data Entry YSM Budget Office Plans Automatic DWH Portal Rpts Account Holder Rpts Auto: Grant Budgets Auto: Dept Plans Custom FMT Reports Automatic Accounts People Actuals Auto Loaded FMT

11/21/20055 Workbooks General FMT has three types of Workbooks Salary – Where you plan who you intend to pay. It shows all the employees you are responsible for and how and how much you intend to pay them. All of these details easily roll up to standard and customized reports. Financial –Where you plan and project revenue and non-salary expenses, except for Fed and Non-Fed Grants and Contracts. G&C–Where you manage Fed and Non-Fed award expenses. FMT

11/21/20056 FMT – How the pieces fit together SalaryWorkbookFinancialWorkbook Reporting G&CWorkbook FMT

11/21/20057 A 3 Bulletins are posted on the Welcome Page to alert you to changes in the system. These links will take you to the FMT Manuals and other related material. Welcome Page FMT is navigated either through the drop-down Plan menu bar or through Treeview. FMT

11/21/20058 Double click on Plan Workbooks to access your workbooks. You will see a list of all the workbooks available to you based upon your security access. Accessing Your Plan Workbooks FMT

11/21/20059 Workbooks General Maximize worksheet size by double-clicking the blue bar. Workbooks are built with data from Oracle. Yellow cells are input cells. Red Text indicates a place where rows may be added. Minimize Treeview by clicking the << characters in the upper right. FMT A 1

11/21/ A department can have as many financial workbooks as necessary. Most departments have one financial workbook per org. Workbook - Financial These workbooks are refreshed each month. Financial Workbooks contain three different tabs: Introduction Budget Sheet 1 FMT

11/21/ Workbook – Financial Introduction The Introduction page of the Financial workbook includes: -A Description of the Financial Workbook -Contact Information -Link to FMT Bulletin Board Webpage -Links to FMT Instruction Manuals FMT

11/21/ The Budget worksheet has a pre- populated block for every active non- salary PTAEO. The blocks contain current year and next year plans. Many types of rows can be added. New PTAEO blocks can be created. Workbook - Financial Budget FMT

11/21/ Workbook - Financial Sheet 1 Sheet 1 is a blank worksheet provided with each workbook. This sheet may be used for notes or formula references. FMT

11/21/ Current Year (CY) budgets are planned in column J. Last closed month actuals appear in column I. FMT Workbook – Financial CY and NY Budgets Next Year (NY) budgets are planned in column U.

11/21/ To see commitments in certain DWH reports, you must enter them as FMT current and future projections in columns M-N. Workbook - Financial FMT Projections FMT DWH non-labor commitments appear as a reference in column L.

11/21/ To add lines to your worksheet, place your cursor on the appropriate red text. Right-Click and choose Add/Update Planning Methods from the drop down menu. Add/Update Rows (SBM’s) FMT Predefined formulas and formats that are used to add new rows to a worksheet or change how values are calculated are called SBM’s (Standard Business Methodologies). A 1

11/21/ You may add Beg Bal, Revenue, Expense Types or Transfer rows. FMT There is a chart in the Financial Plan manual to help you choose the correct SBM. Add/Update Rows (SBM’s)

11/21/ Plan>Save is the only function that will save your data back to the database. Plan Save FMT

11/21/ FMT Reporting FMT Database Immediate FMT Reports Plan Save DWH Reports 1-2 days Your budgets will be available immediately in FMT reports. They are exported to the DWH nightly and will be available in DWH Portal and Account Holder Reports. FMT

11/21/ Report Library Budget Office Financial P&L Grants and Contracts Personnel FMT

11/21/ Financial Reports The powerful, flexible and user friendly reporting capability of FMT presents data in an attractive format. FMT

11/21/ To access Reports, go to Treeview or the Plan Menu and select Plan Reports and click Open. Reports A ccessing FMT

11/21/ You will see a list of department folders. You will only have access to your own department(s) and to the SRC Report Library, where you can find four folders of reports that you can use or modify. ReportsFolders FMT

11/21/ Open a Report by double-clicking on the report name and clicking on Continue. ReportsOpening FMT

11/21/ Each Report contains four or five color coded tabs: Report Instructions Settings Orientation Delivery (optional) Reports FMT

11/21/ The Instructions tab describes each report and its format, provides instructions for running the report, and indicates who to call for assistance. Reports Instructions Tab FMT

11/21/ Reports have white input cells in the Headers for entering criteria like department nickname, org, award, or employee ID number. The F9 key brings data into the report. Reports Report Tab FMT

11/21/ ReportsDrilling Reports have a Drill feature to let you see the underlying data for most line items. Highlight the line item, right click and select Detail Drill. FMT

11/21/ ReportsDrilling Select the criteria and level you would like to see. FMT

11/21/ ReportsDrilling The detail is presented as a new tab on the report. FMT

11/21/ Once the report has been F9’d simply go to Plan>Prepare Current and print the report. Library reports have been formatted to have headers and footers and the print size and orientation have been pre-set. ReportsPrinting FMT

11/21/ info.med.yale.edu/finops/FMT.html FMT FMT Bulletin Board has links to all FMT materials and information. Check here each morning for the ok to log in!!

11/21/ Financial Management Tool The End