1. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. Budget Prep Overview March 17, 2011 GeorgiaFIRST Wimba Training Series

2. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Agenda Wimba Ground Rules Review Today’s Objectives Budget Prep Overview Review enhancements and changes in PSFIN in Budget Prep Module Q & A

3. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Wimba Ground Rules To ask a question, please use the Chat box Submit your question to “Main Room” We may hold questions to the end of the session If you lose sound, try leaving the classroom and then re-entering – Phone-in for Audio: 201-549-7592 Pin: 17502142

4. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Objectives Review the Budget Prep process from start to finish – Describe how Budget Prep files are created in EV5 – Create the Budget in the Budget Prep Module – Identify how data is loaded in EV5 at the conclusion of the Budget Prep process Review changes and enhancements within the Budget Prep Module

5. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. Overview of Budget Prep Process Flow

6. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Basic Budget Prep Process Flow EV5 ADP GL PSFIN Budget Prep Module PSFIN FY2011 Budget Information ADP HR Salary Worktable PSFIN Export Budget Journals to KK EV5 ADP KK PSFIN FY2012 Budget Information Budget Prep Module Update Parameter Definitions PSFIN

7. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Module Setup Update Parameter Definitions Budget Prep Year/Hour Parameters Pay Group Raise Effective Date Parameters Reason Codes and Descriptions Fringe Accounts PSFIN Update Parameter Definitions PSFIN

8. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series FY2011 Budget Information EV5 ADP Personal Services Data EPOH009 – Budget Prep Outbound EPOH015B – Department Data EPOH015C – Jobcode Data EPOH015D – Position Data ADP Verify Output

9. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Personal Services records in the Budget Prep module are loaded from ADP via epoh009.txt data file. This file is produced using data as of 7/1 of new budget year The extract captures three types of records: Active, filled single incumbent positions Active, Vacant single incumbent positions Lump Sum positions ADP Personal Services Data EV5 ADP FY2011 Budget Information

10. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series For Fulltime, benefited employees in a single incumbent position, Budget prep loads: Demographic Information – D Row Job Earnings Distribution Information – J Row Retirement Information – R Row Health Benefit Information – H Row ADP Personal Services Data EV5 ADP FY2011 Budget Information

11. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series For Part Time, Vacant, or Lump Sum positions, Budget Prep loads the demographic information and job data information Demographic Information – D Row Job Earnings Distribution Information – J Row ADP Personal Services Data EV5 ADP FY2011 Budget Information

12. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series GL PSFIN Starting Point for Non-Personal Services budgets is GL Budget Tables Budget Prep extracts: Revenue Estimates Non-Personal Services APPROP and ORG budgets Non-Personal Services Grant Budgets Amount is calculated as Original Budget +/- any permanent changes. PSFIN Non-Personal Services Data FY2011 Budget Information

13. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Manipulate/Create Budget Budget Prep Module PSFIN Budget Prep Module Create PLANNING version of budget from REFERENCE version Perform mass updates/what-if analyses Create CURRENT version of budget Perform online updates Generate and Update Fringe Benefit Estimates Run Build Financials Process PSFIN Run inquiries and reports to analyze data

14. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Module After updating budget data, the data files that are created during the export processes are exported back to ADP and PS Financials. PSFIN Budget Prep Module PSFIN Manipulate/Create Budget

15. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series ADP HR Salary Worktable Export Back to ADP All salary changes for specific employees result in new job data rows in ADP Changes to vacant positions, lump-sum positions, etc., result in updated Position Data budget values Any funding changes result in new Position Distribution/Job Earnings Distribution FY2012 Budget Information

16. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series ADP BORBU8F2 Process in Budget Prep creates the EPXP001 files to be loaded into ADP Loads D and J rows into the HR Salary Worktable EP_SAL_WRK_CORE EP_SAL_WRK_JED ADP HR Salary Worktable FY2012 Budget Information

17. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series EV5 EPBH011 Budget Prep Load to EV5 from HR Salary Worktable Run Report Mode* Run Report and Update Mode* *EPBH011 should be run in Report Mode and errors corrected before the “final” checkbox in Budget Prep is checked ADP EV5 ADP FY2012 Budget Information

18. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series PSFIN Export Budget Journals to KK PSFIN Budget Prep exports budget journals to Commitment Control to create the budget for the new year All budgets, including Personal Services and fringe benefit estimates will be loaded into GL Actuals Ledger transaction data is maintained separately from KK budget data FY2012 Budget Information

19. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series PSFIN BORBUEXP – Financials Export Export budget journals to Commitment Control Can only be exported once per Budget Development Cycle PSFIN Export Budget Journals to KK FY2012 Budget Information

20. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series KK PSFIN Commitment Control Post budget journals in Commitment Control The following budgets created in BP become KK Budgets/Ledgers: Appropriation Organization Project/Grant Revenue Estimate PSFIN FY2012 Budget Information

21. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Basic Budget Prep Process Flow EV5 ADP GL PSFIN Budget Prep Module PSFIN FY2010 Budget Information ADP HR Salary Worktable PSFIN Export Budget Journals to KK EV5 ADP KK PSFIN FY2011 Budget Information Budget Prep Module Update Parameter Definitions PSFIN

22. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. Budget Prep Task List

23. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 23 TaskProcessSystem ___ 1.Set Up Budget Prep Year/Hour Parameters (BP.010.010) From Budget Period = 2011 To Budget Period = 2012 To Budget Period Hours = 2088 Max Raise Rate = 0 PSFIN Budget Prep ___ 2.Setting up Pay Group Raise Effective Date Parameters (BP.010.020) XXA – Salaried XXE – Exempt Hourly XXF – 10 Month Faculty XXH – Staff XXY – 12 Month Faculty PSFIN Budget Prep ___ 3.Setting up Reason Codes and Descriptions (BP.010.030) PSFIN Budget Prep ___ 4.Setting up Fringe Accounts (BP.010.040) FICA – add new accounts: 516xxx 526xxx FICA- delete inactive accounts: 566xxx Retirement no changes for FY12

24. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 24 TaskProcessSystem ___ 4. (cont.) New and/or changes to Group Health plans for 2011: 04 BCBSGA HDHP 05 BCBSGA HDHP Consumer Choice 06 Blue Choice HMO 07 Blue Choice HMO Consumer Choice 31BCBSGA PPO Alt 32 BCBSGA HDHP Alt 33 Medicare B BCBS PPO Alt 34 Non-Medicare B BCBS PPO Alt 35 BCBSGA PPO Choice Alt 36 BCBSGA HDHP Choice Alt 37 Medicare B BCBS PPO Choice Alt 38 Non-Med B BCBS PPO Choice Alt ___ 5.Extract Employee Salary Information from EV5 Planning and Analysis  Position Management  USG Custom Processes  Outbound Interfaces  Budget Extract File One Company (EPOH009) Use 6/30/2012 as the Budget Year End Date Can be run for all departments or for a single department EPOH009ADP EV5 ___ 6.Process the HR/Payroll Load (BP.040.010) When epoh009 data is reloaded, the Department, Jobcode, and Paygroup will not be updated for pre-existing positions BORBU8HXPSFIN Budget Prep ___ 7.Validate EPOH009 Data Loads into Budget Prep Module Compare the epoh007nnn.csv file to the BORBU8HX.pdf PSFIN Budget Prep/ADP EV5

25. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series How to Validate Load into Budget Prep Validate that the row counts for D agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

26. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series How to Validate Load into Budget Prep Validate that the row counts for H agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

27. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series How to Validate Load into Budget Prep Validate that the row counts for J agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

28. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series How to Validate Load into Budget Prep Validate that the row counts for R agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

29. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series How to Validate Load into Budget Prep Validate that the epoh009_nnn.csv Summed columns for Annual Rate and Position Budget equal the Budgets HR/Payroll Load BORBU8HX.pdf file for ADP D RECORDS INSERT INTO BUD_PSB_BOR report for columns TOTAL ANNUAL SALARY ($) and TOTAL POSITION BUDGET ($).

30. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 30 TaskProcessSystem ___ 8.Process the Financials Extract (BP.040.011) BORBU8FXPSFIN Budget Prep ___ 10.Running the Budget Copy Process – Create Planning Version (BP.020.010) BORBUDCPPSFIN Budget Prep ___ 11Processing the “What-If” analysis (BP.020.020) PSFIN Budget Prep ___ 12.Inquiring on Personal Services (BP.060.010) PSFIN Budget Prep ___ 13.Inquiring on Non-Personal Services (BP.060.020) PSFIN Budget Prep ___ 14.Running the Budget Copy Process – Create CURRENT Version (BP.020.010) BORBUCPPSFIN Budget Prep ___ 15.Deleting the Planning Version of Budget (BP.020.011) PSFIN Budget Prep ___ 16.Update Personal Services Budget Online (BP.020.030) PSFIN Budget Prep ___ 17.Update Non-Personal Services Budget Online (BP.020.040)PSFIN Budget Prep ___ 18.Update the Revenue Estimate Budget Online (BP.020.050)PSFIN Budget Prep ___ 19.Update the Grant Budget Online (BP.020.060) PSFIN Budget Prep ___ 20.If necessary, reset Raise Effective Dates (BP.020.090) PSFIN Budget Prep

31. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 31 TaskProcessSystem ___ 21.Generate Fringe Benefit Estimates (BP.040.040) BORBU8FUPSFIN Budget Prep ___ 22.Update Fringe Benefit Estimates Online (BP.020.070) PSFIN Budget Prep ___ 23.Process the Financials Build (BP.020.080) BORBUILDPSFIN Budget Prep ___ 24.Inquire on Aggregate Detail (BP.060.030) PSFIN Budget Prep ___ 25.Inquiring on Personal Services (BP.060.010) PSFIN Budget Prep ___ 26.Inquiring on Non-Personal Services (BP.060.020) PSFIN Budget Prep ___ 27.Run Budget Prep Reports to analyze data (BP.070.010 through BP.070.022)PSFIN Budget Prep ___ 28.Exporting Budget Journals to Financials (BP.040.020) BORBUEXPPSFIN Budget Prep ___ 29.Export Changes to HR/Payroll (BP.040.030) BORBU8F2PSFIN Budget Prep

32. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 32 TaskProcessSystem ___ 30.Upload Budget Prep Export file into EV5 Directory for Upload Use the File Upload feature in EV5 to load your epxp001 file and Select User Directory as the destination Validate the load is successful by checking the log file ADP EV5 ___ 31.Load of Budget Prep file into Work Table Planning and Analysis  Position Management  USG Custom Processes  Inbound Interfaces  HR Salary Worktable (EPXP001) Run in Report Only mode initially Compare the Epxp001.lis report against the Schedule G-1. The reports are in the same format and the totals at the end of each report should match. Run the process in Update mode EPXP001ADP EV5 ___ 32.Budget Prep Load into EV5 Position and Salary Rows People  USG HR Customs / Processes  Processes  Budget Load (EPBP011) Run in Report Only mode Review Error/Warning Reports epbp011_01.lis shows the Employee Error epbp011_02.lis shows the Position Errors epbp011_03.lis shows Employee Warning epbp011_04.lis shows Position Warnings Warnings will be loaded, but errors will not Run in Update mode Validate Job Data and Position Data rows in EV5 EPBH011ADP EV5

33. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. Changes and Enhancements made since July 1, 2010 Budget Prep Updates

34. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Modification on New Distrib page BOR Menus, BOR Budget Prep, Budget Prep Data Update, Personal Services – A new PeopleCode BUD_PSC_BOR.ACCT_CD.FieldChange has been created to update the Department ID on the BUD_PSC_BOR table when the Account Code field is changed on this page.

35. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Data page BOR Menus, BOR Budget Prep, Budget Prep Data Update, Personal Services – The Budget Data page has been modified to display the Position Description beside the Position Number. – There have been occurrences where the Job Code and Position Description are not the same. This modification will assist the user in identifying the Position when navigating between multiple pages.

36. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Inquire BOR Menus > BOR Budget Prep > Budget Prep Inquire > Personal Services – This page has been modified to correctly state distributions by department when a position has been split funded. – Prior to modification, all distribution amounts were shown on one department.

37. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 37

38. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Grant Budgets page BOR Menus, BOR Budget Prep, Budget Prep Data Update, Grant Budgets – The Project/Grant page has been modified to include a new PS_PROJ_VW_BOR view that will allow users to update the Project Manager on the Project page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, ChartField Values, Project) regardless of the Permission Lists, Primary selection, so that they can select a project or grant on this page. – Previously, the PS_PROJ_BOR_VW view was used, which restricted User IDs with a Permission Lists, Primary of BOR_BU_XXXXB from updating the Project Manager on the Project page and prevented them from selecting a project or grant.

39. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 39

40. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Grant Budgets page (continued) – Non Personal Services page -- A new page has been created to allow updates to only the CURRENT Version and current Budget Period. This page contains only the Non-Personal Services Grant data. To view all Non-Personal Services data, users should navigate to the inquiry pages.

41. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Grant Budget Inquire BOR Menus > BOR Budget Prep > BOR Budget Prep Inquire – The Project/Grant, Personal Services, Fringes and Non-Personal Services (all Versions and Budget Periods) may be viewed on the Budget Prep Inquire pages.

42. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Reports BOR Menus > BOR Budget Prep > Budget Prep Reports – The following reports are no longer applicable and have been removed from the reports menu: All Institutions Schedule Position Pool Update Report

43. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Reports (continued) BOR Menus, BOR Budget Prep, Budget Prep Reports, Schedule G1 – The Budget Prep Schedule G1 report has been modified to contain totals for the Proposed Salary column for all sort options. – Previously, the Proposed Salary column only contained totals when sorted by Account Code. – This report has been modified to identify split-funded positions with a single asterisk (*) and positions with alternate begin/end dates with a double asterisk (**). The report was also modified to display identifier reasons at the bottom of the page, when applicable.

44. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Reports (continued) BOR Menus, BOR Budget Prep, Budget Prep Reports, Schedule G – The Schedule G page has been modified to prevent a leading blank page from being created when selecting to run the report by specified Fund Code(s). – Previously, a blank first page was being printed when this report was run by specified Fund Code(s).

45. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Prep Reports (continued) – Schedule C, C1, D and D1 reports are modified to show a Class Code range of 16000-16999 for Fund Code 50000. – Schedule D and D1 reports are modified to list MRR funds separately. Prior to modification, the following was shown: Schedule C Report only had Class 16000 Schedule C1 did not have Class 16500 Schedule D MMR funds were under the “Classes Not Categorized” line for Programs Not Categorized Schedule D-1 MMR funds for Fund Code 50000 listed under Programs Not Categorized and “Other$”

46. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Processing Change The BORBU8F1 process previously performed two functions, the Build Financials and Export Financials processes. In some instances data became out of sync between the PS_BUD_AGGDET_BOR and the PS_BUD_JRNLBLD_BOR tables when the BORBU8F1 process performed the delete routine preparing the tables for population during the build process. To correct this issue and introduce new functionality enabling users the ability to identify and exclude inactive Department and Fund Codes, two new processes and a new PDF report have been created.

47. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Processing Change (continued) BOR Menus > BOR Budget Prep > BOR Budget Prep Processing > Build Financials – The Build Financials BORBUILD run control page has been modified to remove the “Create Table?” Checkbox from the page. The check box did not result in any change in the output of the process. – A modification was made to change how the process deletes data from the PS_BUD_JRNLBLD_BOR table so it performs the same delete as the PS_BUD_AGGDET_BOR. This will keep the table changes in sync with each other as additions/ changes/deletions are made to the budget tables.

48. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 48

49. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Processing Change (continued) BOR Menus > BOR Budget Prep > BOR Budget Prep Processing > Export Financials – The Export Financials BORBUEXP run control page was modified to include check boxes enabling users to identify and exclude inactive Department and Fund Codes from the PS_BUD_JRNLBLD_BOR table when exporting the journals back into PS Financials.

50. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series 50 1.If both boxes are unchecked – nothing will be processed. 2.If both boxes are checked – the Export will process and exclude Inactive Department/Fund Codes. 3.If the Export Budget Journal to Financials box is checked off and the Create Report check box is checked on – only a report will be generated for the Inactive Department/Fund Codes. 4.If the Exclude Inactive Department/Fund Code and the Create Report check box is checked off – the Export will process and include Inactive Department/Fund Codes.

51. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Budget Processing Change (continued) BOR Menus > BOR Budget Prep > Budget Prep Processing > HR/Payroll BP – This process has been modified to accept multiple earn codes with the same account code distribution. – Prior to modification, each earn code required a unique account code distribution, else the BORBU8HX file would ERROR out until corrected. ● Trace File shows error: Start ADPLd-JSplitFund /opt/psoft/fs890con/sqrBOR/borbu8hx.sqr: - SQL Statement = SQL Status = 1, SQL Error = ORA-00001: unique constraint (SYSADM.PS_BOR_ADPLD_REPRT) violated Error on line 56: (SQR 3301) Program stopped by user request. SQR for PeopleSoft: Program Aborting.

52. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Change to EPBH011 Modification was made so that Action Date in Job Data reflects the Effective Date of the Budget Load. Previously the Action Date was picked up from the employee’s prior Job Data row.

53. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. Future Enhancements Other Information

54. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Future Enhancements Schedule E is currently being modified so that new account 516XXX is shown in the “Regular Faculty” category and 526000 is shown in the “Staff” category Schedule C1, D, G1, and G have been optimized and are in testing Build Financials and Finance Extract Processes have been optimized and are in testing.

55. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Other Information Budget Prep User Guide updates available on 4/1 Timing of load back to EV5 so that there are no conflicts with Summer Faculty Job Data rows, is still being investigated ITS is looking into providing tools through the ADP Reconciliation portal to help in validating the Job Rows inserted into EV5. Budget Prep Hands-On Work Session – 4/4/2011: ITS Office, Athens – Classroom 105 – 9:30 – 4:00 – Designed for new or first time users that would like to load or work on their budgets with ITS support. – No limit on the number of participants per institution, but we will be utilizing the institution’s production data so only one person will be able to perform data entry

56. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. GeorgiaFIRST Wimba Training Series Support Requests ADP Screen or Output: – Submit a ticket to Shared Services PSFIN Screen or Output: – Submit a ticket to OIIT Helpdesk

57. © 2010 Board of Regents of the University System of Georgia. All Rights Reserved. Questions?