1. Creating an Agency Budget Using Multiple Worksheets

2. Open the AgencyBudgetTemplate.xls workbook Creating an Agency Budget, Slide 3Copyright © 2004, Jim Schwab, University of Texas at Austin We will build the agency budget using a template of budget categories that are typical for human service agencies. The workbook, AgencyBudgetTemplate.xls, can be downloaded using a link on the Class 3 Worksheet.

3. Save the template using the agency's name Creating an Agency Budget, Slide 3Copyright © 2004, Jim Schwab, University of Texas at Austin Save the budget, incorporating the name of your hypothetical agency in the file name. For my agency, I will save the workbook as HypotheticalHomeForChildrenBudget.xls. The reason that we save the template under a different name is so we can look back at the template if necessary.

4. Change default sheet names to descriptive names Creating an Agency Budget, Slide 4Copyright © 2004, Jim Schwab, University of Texas at Austin Change the names of the two detail revenue categories that you choose to include in the workbook. I have chosen to include fees for services and foundations, so I change the name of Sheet1 to Fees for Services and change the name of Sheet2 to Foundations. Change the names of the two detail expenditure categories that you choose to include in the workbook. I have chosen to include personnel and purchased services, so I change the name of Sheet3 to Personnel and change the name of Sheet4 to Purchased Services. Change the names of the two detail revenue categories that you choose to include in the workbook. I have chosen to include fees for services and foundations, so I change the name of Sheet1 to Fees for Services and change the name of Sheet2 to Foundations. Change the names of the two detail expenditure categories that you choose to include in the workbook. I have chosen to include personnel and purchased services, so I change the name of Sheet3 to Personnel and change the name of Sheet4 to Purchased Services.

5. Open personnel budget to copy it to agency budget Creating an Agency Budget, Slide 5Copyright © 2004, Jim Schwab, University of Texas at Austin We created the data for the Personnel worksheet in the agency budget for the last class. Open the copy of the personnel budget created for the last assignment. In my case, I open PersonnelBudget.xls. We created the data for the Personnel worksheet in the agency budget for the last class. Open the copy of the personnel budget created for the last assignment. In my case, I open PersonnelBudget.xls.

6. Copy the personnel budget worksheet to the clipboard Creating an Agency Budget, Slide 6Copyright © 2004, Jim Schwab, University of Texas at Austin First, select the entire worksheet that contains the personnel budget by clicking on the intersection for rows and columns. Second, click on the Copy tool button to copy the worksheet to the clipboard so we can paste in in the agency budget worksheet.

7. Paste the clipboard in the personnel worksheet Creating an Agency Budget, Slide 7Copyright © 2004, Jim Schwab, University of Texas at Austin First, navigate to the Personnel worksheet in the HypotheticalHome ForChildrenBudget.xls workbook and select cell A1. Second, click on the Paste tool button to paste the worksheet on the clipboard in the personnel worksheet in the agency budget workbook.

8. Enter the fees for services revenue data Creating an Agency Budget, Slide 8Copyright © 2004, Jim Schwab, University of Texas at Austin Navigate to the Fees for Services worksheet and enter the data as shown. Use a Sum function to compute the total, format the amounts as currency, bold the column headers and total row, adjust the column widths so that all entries are visible, and center the column headers. Navigate to the Fees for Services worksheet and enter the data as shown. Use a Sum function to compute the total, format the amounts as currency, bold the column headers and total row, adjust the column widths so that all entries are visible, and center the column headers.

9. Add the notes explaining how fees were computed Creating an Agency Budget, Slide 9Copyright © 2004, Jim Schwab, University of Texas at Austin Enter the notes explaining how the different fee amounts were computed.

10. Enter the foundations revenue data Creating an Agency Budget, Slide 10Copyright © 2004, Jim Schwab, University of Texas at Austin Navigate to the Foundations worksheet and enter the data as shown. Use a Sum function to compute the total, format the amounts as currency, bold the column headers and total row, adjust the column widths so that all entries are visible, and center the column headers. Navigate to the Foundations worksheet and enter the data as shown. Use a Sum function to compute the total, format the amounts as currency, bold the column headers and total row, adjust the column widths so that all entries are visible, and center the column headers.

11. Add the notes explaining the foundation support Creating an Agency Budget, Slide 11Copyright © 2004, Jim Schwab, University of Texas at Austin Enter the notes explaining how the purposes for which the foundation provided support.

12. Enter the purchased services expenditure data Creating an Agency Budget, Slide 12Copyright © 2004, Jim Schwab, University of Texas at Austin Navigate to the Purchased Services worksheet and enter the data as shown. Use a Sum function to compute the total, format the amounts as currency, bold the column headers and total row, adjust the column widths so that all entries are visible, and center the column headers. Navigate to the Purchased Services worksheet and enter the data as shown. Use a Sum function to compute the total, format the amounts as currency, bold the column headers and total row, adjust the column widths so that all entries are visible, and center the column headers.

13. Add the notes for purchased services expenditures Creating an Agency Budget, Slide 13Copyright © 2004, Jim Schwab, University of Texas at Austin Enter the notes explaining how the different fee amounts were computed.

14. Enter fees for services on budget summary - 1 Creating an Agency Budget, Slide 14Copyright © 2004, Jim Schwab, University of Texas at Austin The formula for a cell can contain a reference to a cell in another worksheet if we precede the cell address with the name of the worksheet and an exclamation point, e.g. 'Fees for Services'!B6. Since the worksheet name contains blank spaces, we must enclose it in single quote marks ('). Second, select cell B4 on the Budget Summary worksheet, and type ='Fees for Services'!B6. First, navigate to the Budget Summary worksheet.

15. Enter fees for services on budget summary - 2 Creating an Agency Budget, Slide 15Copyright © 2004, Jim Schwab, University of Texas at Austin When we press the Enter key, the value in cell B6 on the Fees for Services worksheet is put in cell B4 on the Budget Summary worksheet.

16. Enter foundation support in budget summary Creating an Agency Budget, Slide 16Copyright © 2004, Jim Schwab, University of Texas at Austin Select cell B7 on the Budget Summary worksheet, and type =Foundations!B4. When we press the Enter key, the value in cell B4 on the Foundations worksheet is put in cell B7 on the Budget Summary worksheet. Select cell B7 on the Budget Summary worksheet, and type =Foundations!B4. When we press the Enter key, the value in cell B4 on the Foundations worksheet is put in cell B7 on the Budget Summary worksheet.

17. Enter personnel costs in the budget summary Creating an Agency Budget, Slide 17Copyright © 2004, Jim Schwab, University of Texas at Austin The total annual cost for personnel was computed in cell F17 of the Personnel worksheet. Select cell B11 on the Budget Summary worksheet, and type =Personnel!F17. When we press the Enter key, the value in cell F17 on the Personnel worksheet is put in cell B11 on the Budget Summary worksheet.

18. Enter purchased services in the budget summary Creating an Agency Budget, Slide 18Copyright © 2004, Jim Schwab, University of Texas at Austin The total annual cost for purchased services was computed in cell B6 of the Purchased Services worksheet. Select cell B16 on the Budget Summary worksheet, and type ='Purchased Services'!B6. When we press the Enter key, the value in cell B6 on the Purchased Services worksheet is put in cell B16 on the Budget Summary worksheet.

19. Enter endowment revenue in the budget summary Creating an Agency Budget, Slide 19Copyright © 2004, Jim Schwab, University of Texas at Austin Enter the amount of available income from the agency's endowment in cell B2, 269506, and format it as currency. Scroll down to row 24 and enter the note explaining endowment earnings in cell A25.

20. Enter contributions in the budget summary Creating an Agency Budget, Slide 20Copyright © 2004, Jim Schwab, University of Texas at Austin Enter the expected amount of contributions in cell B5, 38000, and format it as currency. Scroll down to row 24 and enter the note explaining contributions in cell A26.

21. Enter special events in the budget summary Creating an Agency Budget, Slide 21Copyright © 2004, Jim Schwab, University of Texas at Austin The agency does not raise any revenue from special events and fund raising, so we enter 0 in cell B6, and format it as currency. The currency format displays a dash for a zero. The agency does not raise any revenue from special events and fund raising, so we enter 0 in cell B6, and format it as currency. The currency format displays a dash for a zero.

22. Enter fringe benefits in the budget summary Creating an Agency Budget, Slide 21Copyright © 2004, Jim Schwab, University of Texas at Austin Fringe benefits are usually set equal as a percentage of total salaries. In this example, we will use 25% of the personnel costs. In cell B12, enter the formula =0.25*B11. B11 contains the personnel costs. Format cell B12 as currency. Scroll down to row 24 and enter the note explaining how fringe benefits are computed in cell A27.

23. Enter the maintenance expenses in budget summary Creating an Agency Budget, Slide 22Copyright © 2004, Jim Schwab, University of Texas at Austin The maintenance and operating expenses are 213540, which is entered into cell B13. Format cell B13 as currency. Scroll down to row 24 and enter the note explaining how maintenance and operating expenses are computed in cell A27.

24. Enter the supply expenses in budget summary Creating an Agency Budget, Slide 23Copyright © 2004, Jim Schwab, University of Texas at Austin The supplies are 421900, which is entered into cell B14. Format cell B14 as currency. Scroll down to row 24 and enter the note explaining how supplies are computed in cell A28.

25. Enter training and travel in budget summary Creating an Agency Budget, Slide 24Copyright © 2004, Jim Schwab, University of Texas at Austin The training and travel are 9600, which is entered into cell B15. Format cell B15 as currency. Scroll down to row 24 and enter the note explaining how maintenance and operating expenses are computed in cell A29.

26. Add note for revenue items on separate worksheets Creating an Agency Budget, Slide 26Copyright © 2004, Jim Schwab, University of Texas at Austin The notes for the revenue categories Fees for Services and Foundations were included on those worksheets. Here we put a note referring the reader to those worksheets.

27. Add note for expenditures on separate worksheets Creating an Agency Budget, Slide 27Copyright © 2004, Jim Schwab, University of Texas at Austin The notes for the expenditure categories Personnel and Purchased Services were included on those worksheets. Here we put a note referring the reader to those worksheets.

28. Compute the total for the expenditures Creating an Agency Budget, Slide 25Copyright © 2004, Jim Schwab, University of Texas at Austin The expenditures start in cell B11 and end in cell B16. To compute the total for expenditures, select cell B17 and type the SUM function and range, =SUM(B11:B16). Format cell B17 as currency. The expenditures start in cell B11 and end in cell B16. To compute the total for expenditures, select cell B17 and type the SUM function and range, =SUM(B11:B16). Format cell B17 as currency.

29. Compute the total revenues minus United Way request Creating an Agency Budget, Slide 27Copyright © 2004, Jim Schwab, University of Texas at Austin The revenue sources start in cell B2 and end in cell B7. To compute the total for revenues minus the United Way request, select cell B8 and type the SUM function and range, =SUM(B2:B7). Format cell B8 as currency. The revenue sources start in cell B2 and end in cell B7. To compute the total for revenues minus the United Way request, select cell B8 and type the SUM function and range, =SUM(B2:B7). Format cell B8 as currency.

30. Compute the United Way request Creating an Agency Budget, Slide 28Copyright © 2004, Jim Schwab, University of Texas at Austin We will request that United Way make up the difference between our total revenue and total expenditures. to compute the United Way request, enter the formula =B17-B8 in cell B3 and format it as currency. Excel displays an error message that we have create a circular reference be cell B3 is part of the formula in cell B8, which in turn attempts to sum the contents of cells B2 through B7, which includes cell B3. Click on the OK button to dismiss the error message.

31. Compute the United Way request - 2 Creating an Agency Budget, Slide 29Copyright © 2004, Jim Schwab, University of Texas at Austin We can correct the error by omitting cell B3 from the formula for the United way request. Instead of using B8, the sum of B2 through B7, we can use the sum of B2, and B4 through B8. To compute the United Way request, enter the formula =B17-SUM(B2, B4:B7) in cell B3 and format it as currency. Note: when we add in the United Way request, the Total Revenue in cell B8 is equal to the Total Expenditures in cell B17.

32. Compute the ending balance Creating an Agency Budget, Slide 30Copyright © 2004, Jim Schwab, University of Texas at Austin The ending balance is the difference between total revenue and total expenditures. To compute this, we enter the formula =B8-B17 in cell B19 and format the cell as currency. As we would expect the difference is zero, displayed as a dash when formatted as currency.

33. Enter United Way request after budget summary Creating an Agency Budget, Slide 31Copyright © 2004, Jim Schwab, University of Texas at Austin The United Way request as a dollar amount and as a percentage of the total revenue is entered separately at the bottom of the budget summary. In cell B22, enter the formula =B3, where B3 is the cell containing for the United Way. Format cell B3 as currency. In cell C22, enter the formula =B22/B8 to compute the decimal fraction that the United Way (B22) is of Total Revenue (B8). Format cell C22 in percent style.

34. Format the budget summary - 1 Creating an Agency Budget, Slide 34Copyright © 2004, Jim Schwab, University of Texas at Austin To improve the readability and usability of the budget, I increased the size of the font used for the title for the Revenue section, the Expenditures section, and the United Way Request section. As well I bolded the title rows, the total rows, and the ending balance row.. I put a single bold border at the bottom of the last category for both revenues and expenditures.

35. Format the budget summary - 2 Creating an Agency Budget, Slide 35Copyright © 2004, Jim Schwab, University of Texas at Austin I put a double border at the bottom of the ending balance cell to indicate that this was the last item in the budget. I italicized the notes so that they fade into the background as supplementary information.