1. Breakout Session 3: Thursday, May 31, am   Budget Tracking & Reconciliation – Department Level
Welcome and Introductions Bridgette Keene 
Activity Explanation Theresa Aitchison
Budget Tracking & Reconciliation Maria Rasimas
Shadow Budget System Demo Kim Kamrath
CHABSS Case Study Bridgette Keene
Q&A Session CSUSM Panel
Breakout Session Survey Participants
Complete Breakout Session Activity Participants

3. Breakout Session 4: Thursday, May 31, pm   Budget Tracking & Reconciliation – College Level
Welcome and Introductions Bridgette Keene 
Activity Explanation Theresa Aitchison
Budget Tracking & Reconciliation Maria Rasimas
Shadow Budget System Demo Amy Armstrong
Q&A Session CSUSM Panel
Breakout Session Survey Participants
Complete Breakout Session Activity Participants

5. Budget Tracking & Reconciliation with PIVOT TABLES
By CSU San Marcos

6. How did we start using this Shadow BUDGET?
We previously used Quicken which had limited analysis functionality and was more cumbersome with high volume of salaries
Started with a basic Excel spreadsheet with pivot tables to analyze the data - we added complexity over time as skills and needs developed
We also adopted the power of pivots with other data sets such as enrollment schedules, csv data downloads, HR actuals, etc.

7. Budget basics What is a shadow budget? Why use a shadow budget?
A financial management tool to track expenses and revenue, much like a checkbook ledger
Why use a shadow budget?
To reconcile revenue and expenses against “the bank” in our case, DATA WAREHOUSE, preferably monthly
Management of faculty and department funds, salaries, etc.
Ease of financial forecasting or projecting through fiscal year end

8. Why is it Important to RECONCILE?
Know what current financial status is in ‘real’ time
Protects the resources of the University by being good stewards
It’s an audit requirement
Examples of why we need to reconcile:
Errors such as transposing numbers and charging incorrect departments
Errors in budget allocations
Chargebacks or transfers that we weren’t informed of

9. Why is it important to forecast?
Forecasting is a PROJECTION of the total revenues and expenses through the end of the fiscal year.
We know if the funds will end the FISCAL YEAR “on target” and in good financial health
We can tell exactly how much funding we have left to spend at any time, department funds, faculty funds, etc.
Easy mid-year reporting (if required)

10. Using Excel with Pivots as your budget shadow to reconcile and forecast your budget
Advantages:
Customizable – add columns as needed for additional analysis
Accessible – no licensing fees, most people have access to Excel
Shareable – just
Increases Excel skills overall – more than just budget
Reduces the need for multiple data entry spreadsheets
Efficiency – quick and easy analysis in multiple ways

11. Excel basics to get to know:
EXCEL tools used in the shadow budget samples:
Format as Table
REFRESH
Quick Access Toolbar
Validation Table
Conditional Formatting
Pivot Table and Pivot Table tools
Slicer
Filter

12. Format as a Table
Using the table format in your Excel spreadsheet eliminates the need to insert lines. Filter to your fund or department and just add on the bottom
Totals at the top include only what is filtered.

13. Favorite Excel Quick Access Toolbar
For convenience add the following to your toolbar (below the ribbon for easy access):
Save
Refresh All
Filter
Clear Filter
Insert Pivot Table

14. VALIDATION TABLES What are they?
A set of data that restricts the values allowed in a cell
which reduces data entry errors
Creates drop down boxes to choose
from rather than manual data entry

15. Conditional Formatting
We use conditional formatting in the template to color code funds and scenarios for easy visual of your funds. It’s a great tool to know!

16. Pivot Tables
Pivot tables are a preset query of the data (filter on steroids)
All analysis of the data is done with pivot tables from one spreadsheet
Make as many as you need, examples:
By Account to reconcile
By Category to review with supervisor
By Employee to track salaries
Pivot Tables Tools include Design and Analyze
Design is cosmetic for visual clarity
Analyze includes changing data source, adding slicers (filters on steroids)

17. SLICER and Filter Slicers Filters
Use in data entry ledger or pivot tables to filter and analyze data
Slicers
Filters

18. Excel and Pivot Table Training available
Seminars/Webinars
Free Online
On Campus training
Pryor Seminars
SkillPath
onlc Training Centers
You Tube:
MyOnlineTrainingHub.com 
Myexcelonline.com
CSU Campus Online Learning/Skillport
Use knowledgeable staff on campus for workshops
Hire Professional Excel Trainers for your group
Request Budget Office Support

19. And on to demo the shadow budgets…
Major difference between Department and College Shadow budget samples provided:
Department level manages a high volume of faculty funds
College level manages a high volume of salaries
Time for Q&A will be available after the demo
Presentation by CSU San Marcos
Amy Armstrong, Theresa Atchison, Kim Kamrath, Bridgette Keene, Maria Rasimas
May 31, 2018
Shadow budget samples are available at the below website along with the presentations. These are merely samples, each shadow budget can be customized as needed to your own unique needs.
WEBSITE: