9/27/20061 Financial Management Tool FMT G&C Workbooks

9/27/20062 Current Financial Management Local Budget/ Financial System Data Entry YSM Budget Office Budgets Accounts People Actuals BudgetsRe-EnterOFA Grants BudgetsRe-Enter DWH FMT

9/27/20063 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

9/27/20064 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

9/27/20065 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

9/27/20066 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

9/27/20067 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

9/27/20068 A department can have as many GC workbooks as necessary. Most departments have one GC workbook per org. Workbook - Grants Contracts These workbooks are refreshed each month. Grant & Contract Workbooks contain three different tabs: Introduction GrantBud Sheet 1 FMT

9/27/20069 Workbook - Grants Contracts Introduction The Introduction page of the GC workbook includes: -A Description of the GC Workbook -Contact Information -Link to FMT Bulletin Board Webpage -Links to FMT Instruction Manuals FMT

9/27/ The GrantBud worksheet has a pre- populated block for every active grant PTAEO. The blocks are divided up into eight installments with the current installment indicated. New expense types can be added. New Grant blocks can be created. Workbook - Grants Contracts Grant Bud The Inception Budget appears in Column G. FMT

9/27/ Workbook - Grants Contracts Sheet 1 Sheet 1 is a blank worksheet provided with each workbook. This sheet may be used for notes or formula references. FMT

9/27/ 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

9/27/ Add/Update Rows (SBM’s) FMT A pick list tailored to the worksheet is presented. A 1

9/27/ Add/Update Rows (SBM’s) FMT You can add one new expense type row…. A 1

9/27/ Add/Update Rows (SBM’s) FMT Five new expense type rows… A 1

9/27/ Add/Update Rows (SBM’s) FMT or an entire new award block. A 1

9/27/ Add/Update Rows (SBM’s) FMT You may change any exptype that is in a yellow field. Use the Blue Cube to look up exptypes. Click View By Description to see the list sorted alphabetically. A 1 You must hit F9 to see any change in the worksheet.

9/27/ Entering Budgets FMT Enter budgets in the yellow fields. Installment start and end dates mark each installment. These dates are populated by tables from OGM. A 1 Indirects are calculated automatically using the award’s correct IDC rate.

9/27/ Entering Budgets FMT Scroll to columns AL to determine if a budgeted expense type is charged the IDC rate. A 1 Column AP shows the rate charged.

9/27/ Entering Budgets FMT Commitments can be entered in columns U and V to be seen as FMT Projections in the Account Holder Reports. They must be entered as current month and future months for export to the DWH. A 1 Column T shows DWH Non Labor Commitments as a reference.

9/27/ Plan>Save is the only function that will save your data back to the database. Plan Save FMT

9/27/ FMT Reporting FMT Database Immediate FMT Reports Plan Save DWH Reports Next day Your budgets will be available immediately in FMT reports. They are exported to the DWH at 5:30 PM each night and will be available in Portal and Account Holder Reports the following morning. FMT

9/27/ Report Library Budget Office Financial P&L Grants and Contracts Personnel FMT

9/27/ G&C Report The powerful, flexible and user friendly reporting capability of FMT presents data in an attractive format. FMT

9/27/ To access Reports, go to Treeview or the Plan Menu and select Reports and click Open. Plan Reports A ccessing FMT

9/27/ 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

9/27/ Open a Report by double-clicking on the report name and clicking on Continue. ReportsOpening FMT

9/27/ Reports My Favorites You may add a favorite report to My Favorites on the top of Treeview by right clicking on the report in the library and selecting Add to Favorites. FMT

9/27/ Each Report contains four or five color coded tabs: Report Instructions Settings Orientation Delivery (optional) Reports FMT

9/27/ 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

9/27/ Reports have white input cells in the Headers for entering criteria like department, award, and project_task. Reports Report Tab FMT You must hit F9 to bring data into the report.

9/27/ 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

9/27/ 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

9/27/ FMT Extras Carryover use exptype Adjustments to indirect cost use exptype ONLY Dummy Award use series of awards beginning with X42001 (use blue cube to locate) Dummy Project use series of projects beginning with _00 (use blue cube to locate) FMT

9/27/ 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!!