SPOL Users Guide For Budget Planning

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1 SPOL Users Guide For Budget Planning SPOL v4.1

2 SPOL Basics Confidential Information SPOL uses common conventions throughout the system to ensure ease of navigation and use. It will be helpful to familiarize yourself with these common conventions. User instructions on specific topics may not include the basic navigational steps that you will find in this article, but will assume that you are familiar with system functionality covered here. NAVIGATION BAR The Navigation Bar is available at the top of every SPOL page, just below the SPOL Header. The buttons on the Navigation Bar correspond with the SPOL modules; only those modules for which you have permissions will be displayed. Click on one of the buttons to navigate to the module Homepage. HOMEPAGES Each SPOL module has its own Homepage; click on the appropriate button on the Navigation Bar to access the homepage. The Homepage will provide you with a variety of selections to interact with records in the module in three basic ways: 1) View (which may allow you to Edit from there); 2) Add; and 3) Search. BREADCRUMBS Just below the Navigation Bar on every page is a blue banner that contains navigational Breadcrumbs. The message on this banner will tell you the steps followed to get you to the current page. The format of the Breadcrumbs is [First Page Name] > [Second Page Name] > [X Page Name] > [Current Page Name]. You click on a Page Name in the Breadcrumbs to navigate directly to that page. ICON TRAY An Icon Tray appears at the upper right of most pages in SPOL, just below the Breadcrumbs banner. The Icon Tray contains the valid actions available to you for this page, and will remain at the upper right of the page as you scroll vertically. You will find some combination of the following icons/actions in the Icon Tray: Back: Click the Back icon to navigate back to the previous page. For best results use this Back button, rather than the back button on your browser. Print: Click the Print icon to view the Reports available from the page, based upon the record displayed. The More Reports options will take you to the SPOL Reports Homepage. Save: Click this icon to Save the current record. Many pages including the Objective, Standard, Budget, and Outcome detail pages display in read view, and require you to open a data store in edit view to add and edit page data. Once that data store is saved and closed, there is no need to

3 save the overall page. Consequently, you will not see this icon unless the record should be saved before navigating away from it. Check Out/In: Click this icon to Check-Out the record, enabling edit-mode. While the record is checked out by you, no other User can check it out. Not all records require check-out before editing; the icon will be displayed only when required. If the edit buttons on the record do not activate upon clicking the Check-Out icon, you might not have permission to edit this record. Once you have checked out the record, click the icon again to check the record back in. If you attempt to navigate away from the page with the record checked out, you will be asked if you would like to check it back in before leaving the page. Show/Hide Supporting Data: This icon appears if the page you re on has been formatted to collapse/expand to hide/display some data stores. If the arrow on the icon points down, click on it to display hidden data. If the icon points up, the page can be collapsed to hide some data. Add Record: Click the Add Record icon if you want to create a new record of the type that you are currently on. This is not a common function and requires specific user permissions. Delete Record: Click the Delete Record icon if you want to remove the record completely and permanently. The Delete action requires specific user permissions, and it should be used with care. HEADER BARS & BUTTONS 1. Many pages in SPOL organize a broad assortment of data and records onto a single page. These pages are broken into multiple sections, areas, or window panes, commonly called Data Stores. 2. Most Data Stores display a Header Bar above the records, which provides the name of the Data Store or the records it contains. 3. If actions can be taken for a Data Store, you will see buttons displayed at the far right end of the Header Row. These buttons may be on the Header Bar or just above the Data Store. 4. If buttons are grayed-out, they will not respond to your click. This may be because: You need to check out the record to activate the buttons You don t have the appropriate user permissions for the action on this type of record You don t have the proper membership/role for the action on the record The record is be locked due to an approval or overall lock-out for the module 5. If no buttons appear for a Data Store, the records contained flow from somewhere else in SPOL and cannot be acted upon from this page. Version Think Education Solutions LLC 3

4 My SPOL The My SPOL page is designed to give users quick access to the records that matter to them. This home page is broken down into the functional modules of SPOL: 1) Planning, 2) Budget, 3) Assessment, and 4) Accreditation. Within each functional module, records are organized for the user by the role he plays: 1. Unit Manager or Program Manager 2. Member of a Planning Unit or Program 3. Instructor within a Program 4. Unit Manager with Planning Units reporting to his Planning Units. Click on a role within a module to expand the section and reveal the Planning Units or Programs associated with that role. Click on a Planning Unit or Program to expand further and reveal the associated records, including: Planning Objectives Budget Accounts Assessment Outcomes, Measures, Rubrics, and Measurements Accreditation Cycles and Standards. PLANNING: Planning Units are identified by PU Name and Unit Manager. PUs with Objectives will have a roll-up status indicator to show the accumulated approval status of Objectives for that unit. Click the <View> link to navigate to the homepage for the Planning Unit. Click anywhere else on the PU record to expand and view its Objectives. Approval status indicators appear for each Objective: Green = approved Yellow = awaiting approval Orange = in review Red = rejected Grey = no action taken Mouse over the indicators to see the approval details.

5 Objectives are identified by Objective ID and Objective Title. BUDGET: Icons appear to indicate when documents and internet links have been added to Objectives. Double-click on an Objective to navigate to the Objective Details page. Budget Accounts are identified by Account Number and Account Title. Budget status indicators include the % Change and $ Change, which compare the Proposed Budget to the current year Initial Budget. Double-click on a Budget Account to navigate to the Budget Details page. ASSESSMENT: Click on a Program to expand and display the associated Outcomes. Continue to click to drill down further to associated Measures, Rubrics, and Measurements. Click on the <View> button next to a Program, Outcome, Measure, Rubric, or Measurement to navigate to the Detail Page. Status indicators show the Effectiveness Score at each level. Click the <Add Measurement> button to add outcome data. ACCREDITATION: Click on an accreditation Source to view the self-study Cycles. Click on a Cycle to expand and display the Standards organized by Sections. The Standards displayed are those for which one or more of your Planning Units has been assigned a role. Status indicators show the approval status for each Standard, as well as the self-reported % Complete. Version Think Education Solutions LLC 5

6 Mouse over the status indicators to see the primary Planning Unit assigned to each role. Icons appear to indicate when narrative, documents, and internet links have been added to Standards, and when Standards have been checked out by a User.

7 The Budget Detail Page Confidential Information The Budget Detail page is the primary artifact of the SPOL Budget Module, and serves as the organizing point for all budget requests, budget plans, and supporting information regarding each Budget Account. The Budget Detail page allows Users to view each Budget Account and all of the data associated with it in one interface. SPOL Budget is a closed module, meaning that Users only have access to view and/or edit the Budget Accounts with which they are affiliated. Affiliation with a Budget Account occurs by virtue of the User being assigned to one or more Planning Units as a Member of Unit Manager. Assuming typical User Permission settings, Users can read/edit Budget Accounts assigned to: Planning Units for which they are a Member Planning Units for which they are a Unit Manager Child Planning Units that report to a Parent Planning Unit for which they are the Unit Manager once the Budget has been approved and is in the queue of the User. The Budget Detail page includes a variety of data stores that combine to provide the complete framework to plan your base budget and enhancement funding needs. 1. BUDGET HEADER The Budget Header provides the basic identifying information about the Budget Account, include: 1) Budget Title, 2) Budget Account Number, 3) Planning Unit to which the Budget Account is assigned, 4) Unit Manager, who is also the Budget Manager by default, and 5) Planning Year. You can the Unit/Budget Manager by clicking on the link below the person s name.

8 2. APPROVAL STATUS The approval banner indicates the current approval status of the Budget, which is also reflected in the color of the radio buttons. Mouse over the radio buttons to see the primary approver for each level. Click the down arrow on the <Approval Options> to select an approval action. Approval Notes may contain comments added by the last User to take approval action on the Budget.

9 3. BUDGET GRID This section, which resembles a spreadsheet, provides you with a multi-year, multi-purpose overview of the Budget. Each column serves a specific purpose, described from left to right: a. GL Codes Identifies the object codes or expenditure categories within which you will organize your budget requests. b. Historic Budget Data To facilitate decision making and incremental budgeting, these four columns provides summary data for the current and immediate past fiscal years, including: i. Total Expenditures for Last Fiscal Year Ended ii. Historic Budget Data Initial Budget for Current Fiscal Year iii. Historic Budget Data Modified Budget for Current Fiscal Year iv. Historic Budget Data Total Obligations (Encumberances and Expenditures) for Current Fiscal Year c. Proposed Budget Budget requests to support your departmental base budget, excluding any items tied to Planning Objectives, should be entered in this column. d. Percent Change Calculates the percent increase or decrease, when comparing the figures in the Proposed Budget Column (c) to the Initial Budget Column (b.ii). e. Enhanced Budget All budget requests tied to Planning Objectives will flow through to this column. Requests can be added and/or edited directly from this column. f. Total Budget The sum of the Proposed Budget (c) and Enhanced Budget (e) colums, which represents your total budget request. g. Approved Once final decisions have been made about budget allocations, these decisions may be communicated to you through this column, which represents the budget requests for which you have been formally approved for funding. 4. BUDGET ADMIN FUNCTIONS This section is used by Budget Admins assigned the responsibility for applying final approvals to budget requests, which populates the Approved column. This section will not appear on the Budget Detail Page unless you have been designated as a Budget Admin. 5. DOCUMENT MANAGEMENT All documents providing support for the Budget should be listed in this section. The documents are uploaded to the centralized Document Repository and assigned to the appropriate Budget. 6. BUDGET HISTORY This section provides a condensed list of the actions taken on this Budget Account record, including the name of the User taking the action, the date, and time. Click on the <View Full History> button to see a complete list of all actions. Version Think Education Solutions LLC 9

10 Base Budget Planning Confidential Information Begin planning your Base Budget for your Planning Unit at the Budget Grid on the Budget Detail page. The Base Budget represents the lights on budget the minimum amount you need to turn on the lights in your department and operate at normal capacity. The Base Budget is typically derived incrementally from previous years budgets, meaning that you might begin with your current budget and add a percentage allowance to accommodate cost of living increases or subtract a percentage to manage expected revenue shortfalls. The Base Budget is entered in the Proposed column on the Budget Grid. Double-click on a field in the column to add a new budget item. Depending on the GL Code you chose, you will be provided the framework to enter either a Non-Forecasted or a Forecasted request. Forecasted requests allow you to enter forecasted budget needs over a limited time horizon; these requests require more detail than the Non-Forecasted requests. The Budget Grid will include GL Codes that you re currently using or used in the previous fiscal year for this Budget Account. The addition of GL Codes to the Budget Grid occurs with the SPOL System Admin initializes the budget framework for this year by importing the historic data from your finance system. If your budget does not have all the GL Codes you need for your planned budget, you can add more codes from the list provided in SPOL.

11 ADD NEW GL CODES: 1. Click the <Add/Remove GL Code> button at the upper right of the Budget Grid 2. Select one or more GL Codes to be added 3. Click <Save> icon to add 4. Some GL Codes are labeled Admin Only, meaning the if the GL Codes exists on your budget, you can add requests to it, but the GL Code cannot be added to a budget by a non-system Admin user; Admin Only GL Codes will not be shown in this list. ADD BUDGET DETAIL NON-FORECASTED : Non-Forecasted budget requests require less information than Forecasted requests. In the Proposed Budget, only one request can be added to a Budget Account for each Non-Forecasted GL Code. Consequently, all items for a GL Code must be rolled into a single request. 1. After double-clicking in the Proposed column on a Non-Forecasted GL Code, enter the <Amount> and <Description> What you re buying, why you need it, How you came up with the price, etc. 2. Click the <Save> button. Version Think Education Solutions LLC 11

12 FORECASTING BUDGET NEEDS: SPOL may contain GL Codes identified by the System Admin as Forecasted. The way Forecasted GL Codes is managed differs significantly from Non-Forecasted GL Codes: Multi-year forecasting time horizon, which may vary across GL Codes Greater level of detail required Multiple budget request entries allowed for any of the available years. ADD BUDGET DETAIL FORECASTED : 1. After double-clicking in the Proposed column for a Forecasted GL Code, the Forecasted List window will open, displaying any budget requests already entered for the GL Code 2. Click the <Planning Year> tab to select the year within which the budget request will be entered 3. Click the <New Budget Item> button at the top of the page to open the Forecasted Budget Request page 4. Enter the <Description> of the item to be purchased 5. Enter the <Quantity> to be purchased and the <Price Per Item> using whole numbers with no punctuation, which will calculate the <Total Price> 6. Select the <Priority> 7. Enter the <Justification> for the item why it s being purchased, how the cost was calculated, etc. 8. Select <Commodity Type> to further categorize the item if no relevant specific Commodity Type exists, select Other or Miscellaneous 9. Answer both questions, using the Yes/No radio buttons

13 10. Click the <Save> button Once a Forecasted budget request item has been entered and saved, it can be reassigned, if necessary, to a different: Budget Account GL Code Planning Year REASSIGN A FORECASTED BUDGET ITEM: 1. Double-click in the Proposed column on the relevant GL Code to open the Forecasted Request List 2. Double-click a budget item to open in edit mode 3. Click the <Reassign> button at the top of the page 4. Select a different Planning Year, Budget Account, and/or GL Code from the appropriate dropdown list 5. If you select a different Planning Year and/or Budget Account, it s possible that the GL Code has not yet been added to the Budget Account for that Planning Year; select <Add GL Code> from the GL Code dropdown to add it 6. Click <Save> Version Think Education Solutions LLC 13

14 REMARKS: Confidential Information Remarks can be added by any User with edit access to the Budget Account. Once you ve saved a budget request item, the <Remarks> section will appear at the bottom of the page. Multiple Remarks can be added by different Users. The Remarks sections is available on all types of budget request items: Forecasted and Non-Forecasted, Proposed and Enhancement

15 Enhancement Budget Requests In addition to your Base Budget, SPOL provides you with the ability to add Enhancement Budget Requests to Planning Objectives, allowing you to identify additional funds needed to accomplish new initiatives. Detailed Budget Requests are added to the Tasks your action steps or procedures on the Objective Detail Page. Must be linked to the strategic plan ADDING ENHANCED BUDGET REQUESTS TO AN OBJECTIVE: 1. Go to the Planning Homepage and select View My Objectives to see the Objectives to which you can add budget requests. Double-click on an Objective to navigate to the Objective Detail page. 2. Locate the Tasks section on the Objective Detail page. Identify a Task that requires additional funding, and double-click on the Task to open in edit mode. 3. In the Edit Task window, click on the <Budget Detail> button to navigate to the Enhanced Budget window. Version Think Education Solutions LLC 15

16 4. Click on the <New> button to add a new budget request. 5. Select a <Budget Account> from the dropdown list of Budget Accounts available to you as a User. The list will contain all Budget Accounts with which you are associated, whether or not they are all assigned to the Objective Planning Unit. 6. Select the appropriate <GL Code> from the dropdown list. This list will not be available until you have selected a Budget Account. 7. Click the <Next> button to open the Budget Request page. 8. Depending upon the GL Code selected, you will be provided with either the Forecasted or Non-Forecasted Request page. Fill in the details for a specific item or collection of items, and click <Save>. 9. To add another request to this Task, begin again at step 4. To add another request to a different Task on this objective, close this Task and begin again at step 2.

17 FLOW THROUGH TO BUDGET GRID: All budget requests entered on Planning Objectives flow through to the Budget Grid for the Budget Account selected for the budget request. Enhanced budget requests are aggregated by GL Code in the Enhanced column of the Budget Grid. Click the <plus sign> on the Enhanced column header to expand the column and display the Enhanced budget requests aggregated by Objective Purpose. Enhanced budget requests are added to the Total column. Double-click on a field in the Enhanced column to edit an existing item or add a new item. Version Think Education Solutions LLC 17

18 ENHANCED BUDGET DETAIL FROM THE BUDGET GRID: 1. In the Enhanced column, double-click on a line item 2. Double-click on a Budget Request to open the Enhanced Budget Detail page. Information from the Objective is displayed at the bottom of the page 3. If you edit the request, click the <Save> button 4. Changes flow through to the Objective

19 ADDING ENHANCED BUDGET REQUESTS FROM THE BUDGET GRID: 1. In the Enhanced column, double-click on a line item 2. Click <New Budget Item> button 3. Click the <Assign Task> button 4. Select the Planning Unit 5. Select the Objective Version Think Education Solutions LLC 19

20 6. Select the Task (double-click) 7. Fill in budget request details 8. Click the <Save> button.

21 Adding Documents to the Document Repository SPOL has a central document repository that serves as a shared central location to house the documents that support your budget requests. Once a document is added to the repository, it can be assigned to multiple Budget Accounts where it provides relevant information, which reduces duplication and the confusion caused by multiple versions of a single document. 1. Navigate to the Budget Detail page from either the Budget section on the My SPOL page or from My Budget Review from the Budget Homepage 2. Scroll down the page to the Document Management data store Confidential Information 3. Click the <Add Document> button to launch the Document Management window and display the contents of the Budget Documents library ADDING FILES: To add a file, click on the directory in the left-hand window pane, which will display the contents of the directory in the right-hand pane. Click the caret to the left of the directory name to expand and display sub-directories. 1. When the directory has been selected, click the <Upload> button 2. Click the <Browse> button in the dialog box to browse to the file to be uploaded 3. Click on the file name, and then click the <Open> button 4. NAMING CONVENTION: When naming the file, prefix it with the dept ID and account code chartfields and then whatever descriptive name you prefer. For example: History Dept Supplies. This will help readily identify ownership of the documentation. Version Think Education Solutions LLC 21

22 5. The dialog box will show that the file is being transferred to the server; the window will close when the transfer is complete, and the file will be displayed in the Document Management window 6. Repeat steps 1-4 to add more documents 7. The file is automatically assigned to the Standard where the upload operation was begun; when the Document Management window is closed, the file will be displayed in the Document Management data store on the Standard Detail page OTHER FILE FUNCTIONS: TO VIEW A FILE from the Standard Detail page, click on a document, and then click on the <View Document> button to open the document. If the document is in an editable format and has not been locked by the author, it can be edited by the user. To save any changes in SPOL, the document must be saved locally, and then uploaded again to SPOL. TO REMOVE A FILE FROM THE STANDARD, click on a document from the Standard Detail page, and then click the <Remove Document> button. This does not delete the document from the directory.

23 Approving Budgets Confidential Information Two types of Approvals are used in the Budget Module: 1. Reporting Chain Approval follows Planning Unit routing 2. Approval of Budget Allocation Budget Admin apply approvals, which populate the Approved column This article address Reporting Chain Approval only. APPROVAL VARIABLES: The approval process flow is customizable in order to facilitate collaboration and to mirror the way we actually work. To create this flexibility, SPOL employs a number of different approval variables. It s important to understand how these variables work separately and together in order to make the approval process work for you. APPROVAL ROLES: Version Think Education Solutions LLC 23

24 To manage the workflow for the budget planning, SPOL allows roles and responsibilities to be assigned to various Planning Units within your organization. The most significant factor with regard to Budget approval is the parent-child relationships established between Planning Units. When a Budget Account is assigned to a Planning Unit, that Planning Unit may report to one or more other Planning Units in an upward reporting chain. The Unit Manager of each of these higher Planning Units has the responsibility of approving the Budget and sending it further along toward full institutional approval. When a Budget is approved at a lower level, SPOL sends an to the next approver in the chain. PLANNING UNIT MANAGERS V. MEMBERS: The Unit Manager has ultimate responsibility to approve the Budget at this level to send it to the next level, or to reject the Budget back to the previous level. Members of the Planning Unit to which the Budget is assigned does not have final approval/reject ability. Instead, these Users have the ability to submit the Budget to the Unit Manager for approval, which allows the Planning Units to distribute the workload among Members and for these Users to expedite the approval process directly within SPOL. Members of parent Planning Units those higher in the reporting chain have no authority with regard to approval of the Budget. APPROVAL ACTIONS: The following explanation for each of the Approval Actions assumes that the User belongs to a Planning Unit that is assigned to the Role for which the next approval action is pending. SUBMIT FOR APPROVAL: Members of the Budget Planning Unit will have the option to Submit for Approval, which will notify the Manager of the Budget Planning Unit that the Budget is ready for approval to the next level. APPROVE BUDGET: The Unit Manager of the Budget Planning Unit will have the option to Approve Standard, which will notify Unit Managers assigned at the next level that the Budget has been approved and is ready for their review. REJECT BUDGET: The Unit Manager of the parent Planning Unit will have the option to Reject Budget, which will notify the Unit Managers assigned at the previous level that the Budget has been rejected back to them and is ready for their review. UNDO APPROVAL: Once approved, but not yet approved at the next level, the Manager of the Planning Unit will have the option to Undo Approval, which will bring the Budget back to the Planning Unit at this level. REMOVE ALL APPROVALS: System Admins have the option to Remove All Approvals at any time. APPLYING APPROVAL ACTIONS & ADDING NOTES: 1. To select and apply an approval action from the Budget Detail page, click on <Approval Options> at the upper right of the page to display the approval actions allowed for this User 2. Click on an approval action to select it 3. If approving or rejecting the Budget, the Notes dialog box will launch; the Submit action does not launch the Notes dialog box or require any additional steps 4. Enter text into the <Budget Approval/Rejection Note> field to provide any relevant information, such as the nature of, circumstances of, or reason for this approval/rejection a. Notes are optional when approving a Budget b. Notes are required when rejecting a Budget

25 5. Click the <Approve> or <Reject> button to close the dialog box and complete the action; click the <Cancel> button to close the dialog box without taking approval action 6. Completing the action will update the Approval Status and send an alert to the Manager of the Planning Unit assigned to the next level (approve), previous level (reject), or same level (submit) 7. Click on <Note Options> to read Approval/Rejection Notes or edit your own Notes. APPROVE MY BUDGETS: The Approve My Budgets option found on the Budget Homepage will take you to a page that facilitate mass approval of Budgets in your queue. Only budgets awaiting your approval will appear on the page; once approved, they drop off. 1. Click the + to expand and show detail; continue to drill down to display as much detail as necessary 2. Click check boxes to select the budgets, GL codes, and/or budget request items to approve or reject 3. Add notes (if desired) 4. Select approval action 5. Click <Apply Approval Actions> button Version Think Education Solutions LLC 25

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27 Budget Reports Confidential Information Reports are available within SPOL to provide a variety of views of the budget request detail. These reports are available to be run from the Budget Detail page or from the SPOL Reporting Homepage. Users can run reports for only those Budget Accounts for which they have edit access. FROM THE BUDGET DETAIL PAGE: Budget Detail Report Budget Detail Notes Report Forecasted Budget Detail Report Enhanced Budget Report Proposed Budget Detail Report More Reports takes you to the SPOL Reporting Homepage

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