Alice Moore – Mgr Administrative Systems Services, Wabash College Wabash College is a 4-yr Liberal Arts College for Men ~900 Students ~260 Faculty & Staff Implemented Datatel in 1993; WebAdvisor Budget in 2004

INTRODUCTION Wabash College– Datatel client since 1993 Colleague Student Finance Human Resources Benefactor Converted from legacy system in 1996 Colleague Advancement Implementation – in progress Wabash College is a 4-yr Liberal Arts College for Men ~900 Students ~260 Faculty & Staff 2

OBJECTIVES WebAdvisor Budget Workflow – what is it used for? WebAdvisor Budget Setup End User Perspective LIVE demo 3

WebAdvisor Budget Workflow – what is it used for? Budget Workflow was delivered in March of 2001 originally known as MyBudget. Allows budget officers to view of summary of their areas of responsibility, including budgets, actuals, encumbrances and available funds, when they want it using a web browser. Wabash implemented in We now have ~150 users. Paper budget reports stopped in

WebAdvisor Budget Setup OPERS record required - SOD STAFF record required - SVM Financial WebAdvisor Parameters - CFWP GL Security Record setup - RSGL 5

OPERS record required - SOD 6

STAFF record - SVM A user also needs a STAFF record created using the SVM (Staff and Volunteers) form. ( You can reference the Using Demographics manual for information about creating staff records.) Staff records are stored in a file called STAFF The Operator ID must match the RSGL record key and find a matching key in the UT.OPERS file The logic is different for WA Budget and the rest of Colleague. So if you want a user to have different restrictions for WA Budget than the rest of Colleague, your only choice then would be to create separate login ID's which also means separate PERSON and STAFF IDs, and RSGL definitions. ( see Answernet Doc ) 7

STAFF record - SVM 8

Financial WebAdvisor Params - CFWP 9 This is an optional step, you can use WebAdvisor Budget without setting this parameter screen.

Financial WebAdvisor Params - CFWP 10 The “Include GL Accts with No Activity” field allows you to specify whether you want to display GL accounts that have no activity for the selected fiscal year. The default is null, which is the same as entering “No” If you set this field to Yes, then zero-balance accounts that have a budgeted amount, requisitioned, encumbered, or actuals for the selected fiscal year, will be displayed. However, inactive accounts will not display even if they do not have a zero-balance.

GL Security Record setup - RSGL 11 In order to use the Budget workflow in WebAdvisor to view general ledger activity, each user must have a GL security record created on the RSGL form Information entered on RSGL is stored in a file called RECSEC.GL and is keyed by the user’s login ID (SOD record key) **If you do not have an RSGL record setup in Colleague, you cannot view any GL accounts in WebAdvisor. **

GL Security Record setup - RSGL The RSGL record will affect other Colleague screens related to the use of GL numbers. An entry on RSGL that limits their account access will keep them from looking up GL numbers anywhere in the system when doing data entry, but not on inquiry screens. For example: if user wants to add a GL number onto the AWD screen, if they have an RSGL entry then they can only enter GL numbers they have access to. If they do not have an entry on RSGL, then there will be no restrictions in Colleague and the user can access ALL acct numbers in Colleague screens, but NONE on WA Budget. (see Answernet doc ) 12

GL Security Record setup - RSGL If you want a user to have unrestricted GL account access in WA Budget, you must create a “wide open” GL security record in RSGL. We do this by creating an RSGL record that spans the entire range of our FUND.GROUP component 13

RSGL: Some examples 14 This user can see only OBJECT components 5210 thru 5940, for any of the following Departments thru and Department in FUNDS 11 thru 15

RSGL: Some examples 15 This user can see only OBJECT components 5210 thru 5940, for FUNCTION 07 in FUNDS 11 thru 15. Since FUNCTION is a component of our DEPARMENT component, then they can see all Departments starting with 07.

RSGL: Some examples This user can see only OBJECT components 5010 thru 5940, 7567 and 7551, for any of the following Departments 23110, 23111, and02810, in FUNDS 11 thru

RSGL Restrictions and Issues 17 If you want a user to have different restrictions for the WA Budget than the rest of Colleague, your only choice then would be to create separate login ID's which also means separate PERSON and STAFF IDs, and RSGL definitions. (see Answernet doc ) RSGL components works like AND logic not as an OR logic (see Answernet doc ) RSGL needs more flexibility; budget officers need to see more OBJECTS for their restricted accounts (ex. salaries) than their unrestricted accounts. How can we grant access to an OBJECT for one FUND/PROGRAM but not another? This is a severe limitation. (see Enhancement Request doc )

Answernet BUG documents RSGL: Logic for WGLB different from Colleague processes The logic is different for MyBudget and the rest of Colleague. So if you want a user to have different restrictions for MyBudget than the rest of Colleague, your only choice then would be to create separate login ID's which also means separate PERSON and STAFF IDs, and RSGL definitions RSGL: Components of single type/using AND logic RSGL works as an AND not as an OR logic RSGL: Process Help incorrect RECSEC.GL: add ADD.OPER/CHANGE.OPER to file specifications In RECSEC.GL there is no add operator, add date, change operator or change date RSGL: Lookup resolution screen header misleading RSGL: Record security inconsistent/semicolon lookup

Enhancement Request Documents RSGL: Needs more flexibility for account definition RSGL needs more flexibility; budget officers need to see more OBJECTS for their restricted accounts (ex. salaries) than their unrestricted accounts. How can we grant access to an OBJECT for one FUND/PROGRAM but not another? This is a severe limitation RSGL: Include Start/End dates For example, when department chairs change at the end of each fiscal year, we wouldn't have to rush on the morning of July 1 to make all of the appropriate changes WGLX: How to clear "Save GL component selection" Unless you are very sure you want to see only certain components every time you come into Web Budget, best practice would simply not ever click on Save GL components RSGL: Request to restrict by budget officer RSGL: Be able to specify the highest range without creating RSGL: Does not apply to inquiry screens RSGL: Security for distributed purchasing inadequate

Other Documents & Resources RSGL: Extending record security to GL reports WebAdvisor for Colleague Finance Reference manual

End User Perspective 21 They like it! – they can get up-to-date information any time they want it and don’t have to call the Business Office for a paper report.

WebAdvisor Budget Workflow 22 Once you have logged into WebAdvisor, you can get to the budget information via either Financial Information or Budgeting.

WebAdvisor Budget Workflow 23 Picking a department will allow you to see just that department. Leaving the selection fields blank gives you EVERYTHING you are entitled to see. Determine how you want the data sorted. I like to see the totals by department. Some departments operate from multiple funds.

WebAdvisor Budget Workflow 24 You can click on any of the underlined numbers to see what lies behind each of them.

WebAdvisor Budget Workflow 25 Always remember to click on the “Close Window” button when you are ready to leave the screen and return to the main budget summary window.

WebAdvisor Budget Workflow 26 Again, clicking on an underlined number will bring up the detail lurking beneath. In this case, it is the Purchase Order that created the encumbrance.

WebAdvisor Budget Workflow 27 Once again, clicking on an underlined number takes you down another level. This time it is to the Requisition from which the Purchase Order was created.

WebAdvisor Budget Workflow 28

WebAdvisor Budget Workflow 29 For our budget managers, part of the training for Ask Wally was learning to recognize how routine transactions show up. These are supplies requisitioned from various campus departments. Clicking on the Voucher for a Petty Cash check takes you down a level. Items from the Mastercard bill have been imported with the Vendor Name as Journal Entries.

WebAdvisor Budget Workflow 30

WebAdvisor Budget Workflow 31

QUESTIONS ?? 32