FY 17 USER GUIDE SAP Business Planning & Consolidation

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1 FY 17 USER GUIDE SAP Business Planning & Consolidation 1 P age

2 Contents Assessing the Citrix Client... 3 Upgrading your Citrix Receiver... 5 Uninstall / Install Citrix Receiver Instructions for a Windows Operating System... 5 Uninstall Citrix Receiver for Windows OS... 5 Install Citrix Receiver for Windows OS... 5 Mac Uninstall / Install Citrix Receiver Instructions... 5 Uninstall/Reinstall Citrix Receiver for MAC... 5 Accessing the Citrix Access Gateway or Portal... 7 Using SAP BPC with Two Monitors... 7 Accessing BPC from the Citrix Access Gateway... 9 Logging into SAP BPC System for the First Time Logging into SAP BPC System for the Second & Subsequent Times Logging Off The BPC Main Budget Menu Personnel Budgeting Revenue / Expense Budgeting Base Budget Account # s and Other Transfer-In Account # s Base Personnel and NPS Funds (Accounts #49996, #49997 & #49999) Benefits Reimbursed for Fund 1001 Activities (Account #49998) Other Non-base Funding Transfers-in (Account # s , , etc ) Revenue/Expense Planning Template Steps for budgeting an Activity or Project Selecting an Activity or Project Steps for budgeting at the Fund/ORG Level Selecting budgeting at the Fund/Org level Steps to Complete the Revenue & Expense Planning Input Template Overview of the Revenue & Expense Planning Input Template Budget Spread Add New Account Codes Budgeting Personnel and Benefits in BPC Other Items Page

3 Reporting Other Budget, Actual, & Required Reports Printing Reports Required Reports Optional Reports Updated: January 8, 2016 Introduction To access SAP BPC (Business Planning and Consolidation), the current university budgeting system, the user must go to the Citrix Portal or Gateway ( insert their username and password, and click on the SAP BPC icon. This icon triggers and runs an application called the Citrix Client which attempts to open what is called a Citrix Receiver window so as to open and display the SAP BPC application. This section shows how to assess what version of the Citrix Client that your local computer currently has and will help you determine if you need a more up-to-date version to optimize your experience using SAP BPC through the Citrix Gateway or Portal. Currently, the university standard for the Citrix Client is for a PC, for Mac. Getting this version will provide the best possible experience. In the subsequent paragraphs below will show you how to assess and/or update your Citrix Client, walk the user through logging into BPC, an introduction to the Main Menu, how to use the primary input schedule called the Revenue & Expense Planning template and wrap up with showing a few other items. This is not an exhaustive treatise on budgeting or utilizing every aspect of the BPC application but should give the user enough information to help access BPC and insert your budget using the primary input template. If the information you are looking for regarding how to use BPC doesn t exist in this manual, feel free to contact the budget office with BPC questions. For questions about accessing BPC contact the Help Desk at Assessing the Citrix Client The following steps describe how to determine the version of Citrix receiver installed on a computer that has Window 7 OS or a MAC, both instructions are below. The process differs depending on the version of Windows (Win7, Win8, Win8.1, Win10, etc.) installed on your PC and of course differs if using a MAC operating system. The proper version must be in place or you may experience many errors while trying to use the BPC system. Assessing for Windows 7 Professional: 1. Click the Start button 2. Select Control Panel 3 P age

4 3. Select Programs and Features 4. Scroll through the list of installed programs until you find Citrix Receiver 5. The Citrix product version will display at the bottom of the window, as shown below: 6. If the version number is less than 13.3, follow the instructions in the Uninstall Citrix Receiver section below. Assessing for Mac 1. Open Finder 2. Select Applications 3. Right click Citrix Receiver 4. Choose Get Info 5. Identify Citrix Version 4 P age

5 6. If the version number is less than , follow the instructions in the Uninstall Citrix Receiver section. Upgrading your Citrix Receiver If the version of Citrix Receiver installed on your computer is not the standard version, you should install it. The general process for installing the latest version of Citrix is to: 1. Uninstall the existing Citrix Receiver Client on your computer 2. Reboot your computer 3. Install the standard Citrix Receiver Client downloaded from 4. Reboot your computer Uninstall / Install Citrix Receiver Instructions for a Windows Operating System Uninstall Citrix Receiver for Windows OS The process for uninstalling programs differs depending on the version of Windows installed on your PC. Follow the steps appropriate for the operating system on your computer. The general steps to uninstall for a Windows Operating System is the following: Start Button Control Panel Programs and Features Citrix Uninstall Restart Computer. Install Citrix Receiver for Windows OS Open a web browser and go to: 1. Log in with your UNID and password if necessary 2. The download will start automatically 3. Click Run 4. Follow the installation instructions 5. Reboot your computer Mac Uninstall / Install Citrix Receiver Instructions Uninstall/Reinstall Citrix Receiver for MAC 1. From the Apple Menu select System Preferences 2. Select Security & Privacy 3. Select the General tab 4. Under Allow apps downloaded from: choose Anywhere 5 P age

6 5. Download the standard Citrix Receiver (11.8.2) from 6. Close all applications before opening the CitrixReceiver.dmg file 7. Open the CitrixReceiver.dmg file and click on the Uninstall icon 8. Follow the prompts to complete the uninstall 9. Restart your computer 10. From the CitrixReceiver.img Finder window, click on the Install Citrix Receiver icon and follow prompts to complete the install 11. After the install completes, you may be prompted for a URL. If so, enter At the authentication prompt, enter your username and password. Your username will be preceded by AD\ (AD\uNID) If you encounter any problems updating your Citrix client, please contact that ITS helpdesk at P age

7 Accessing the Citrix Access Gateway or Portal Below are step-by-step instructions outlining how to navigate to and log into the Citrix Access Gateway. 1. Open a web browser, and in the Address Bar type the following: The Citrix Web Interface delivers applications to your desktop using Citrix. Accordingly, when you navigate to the Citrix Web Interface for the first time, you may need to install the Citrix ActiveX control. Your browser should prompt you automatically to install it. In Internet Explorer, you would see the following: Click on the message to install the Citrix ActiveX control. 2. At the User name: prompt, type your UNID. 3. At the Password: prompt, type your password. This password is the same one you enter to access the Campus Information System. 4. Click the Log On button. Using SAP BPC with Two Monitors If you have two monitors, a simple change to your Citrix preferences allows you to open multiple sessions of SAP BPC, and use both monitors. Once you have logged into the Citrix Access Gateway, click on the dropdown Preferences found at the top of the screen, and then Session Settings. 7 P age

8 On the Window size drop down, change the selection from Seamless to Percentage of Screen and then set the Percentage of Screen to the percentage of your screen you would like the Citrix Window to occupy. Start with a setting of 90%, and adjust from there as the screen size will adjust as you adjust the percentage and click save. Finally, select save. To open multiple screens of BPC, click the BPC Icon again after opening one session. This will start another session/window of BPC to use for another screen. 8 P age

9 Accessing BPC from the Citrix Access Gateway Once you login through the Citrix Portal, the screen below will appear, with various icons. To log into SAP BPC, from the main applications screen (shown above) in the Citrix Access Gateway, click on the icon labeled SAP BPC, as shown below. It will begin loading and take several minutes. Here is a quick diagram to help understand what to expect next. RETURNING BPC USER NEW BPC USER CONNECTION WIZARD See Connection Wizard section below IMPORTANT NOTE #1: If you are logging in for the first time as a new user, you will need to proceed to the Connection Wizard instructions in this reference guide (see the next section). IMPORTANT NOTE #2: If you are logging in for the 2 nd time, subsequent to having already connected through Connection Wizard, then you should be brought to the application screen and can proceed to 9 P age

10 the Main Menu by selecting Personnel and Ok. More specific instructions are in the next two sections for those logging in the first or second time. Logging into SAP BPC System for the First Time The first time you log on to SAP BPC, by clicking the icon, you will be required to input connection information. When the Connection Wizard opens, type in the server name BPCLB.MED.UTAH.EDU and make sure the Use default port connection option is selected. Click Next. 10 P age

11 On the Planning and Consolidation credentials screens, make sure the option to Use my Microsoft Windows user ID and password are selected. Click Next. You will see the Application set information screen below. The default application set should list UTAH_EDU and look like this: 11 P age

12 Click Next. You will see the Summary screen below. Click Finish. You should now see a login screen like this: In the Application dropdown, choose the Personnel option, although either Personnel or Finance may be chosen. 12 P age

13 Click OK to log in. The login process may take several minutes to complete. Upon completion the Main Menu should appear. Logging into SAP BPC System for the Second & Subsequent Times After you have logged into BPC and finished the connection wizard scenario as directed above, every time you log in thereafter you should see the following screen appear after clicking the SAP BPC icon from the Citrix applications screen: Next, in the Application drop down menu, select Personnel as shown below, although, either Personnel or Finance may be chosen with the same effect. Press Ok or the green check button. After several minutes of loading, you should see the Main Menu. 13 P age

14 Logging Off To log off of SAP BPC, follow these simple steps: All input templates, reports and menus should have a Quit button like the one found below: 1. Find the Quit button and click it. 2. Once clicked, you should see a warning pop-up screen like the one below, click Yes. Clicking Yes will close all screens you have open except for two screens shown in the screen snapshot below. Two fully exit out of BPC, you will need to exit by clicking the X in the top right corner of both screens. 14 P age

15 To Exit Press X 15 P age

16 The BPC Main Budget Menu The Main Menu is the navigational tool allow you to get to the templates and reports in BPC. Revenue & Expense Planning: The primary input schedule, there you can forecast and budget all items. It should be considered your one-stop shop for all data entry. Required Reports: The Required Reports section has reports that are requested by senior administration. Your data entry will populate the reports and if done correctly reflect an organizations plan for the next year. Budget Reports: These can help you tie-out your budget after entering multiple activities and drill down in a summarized way, assist in budgeting benefits and analyze variation in your budget. Actual Reports: These reports are good to use throughout the fiscal year and can help spot variation and provide useful information in a ready to print format. Tool Box: You will notice this toolbox in the Main Menu and all the templates/reports. The Navigate button allows the user to switch between templates you have opened. The Close Window button allows the user to close the current active window without saving. The Quit BPC button allows the user to Quit BPC, and only close two more windows. The Help button sends you to the BPC website within Citrix. 16 P age

17 Personnel Budgeting PERSONNEL PLANNING DISCONTINUED ENTER DIRECTLY INTO REV/EXP TEMPLATE Personnel budgeting using the Personnel Planning, Lump Sum, Accept Modify and Add New Employee templates at the activity and account level has been discontinued. The organization or department will need to calculate internally using Excel or some other program or method, their total personnel cost for the next fiscal year and budget the dollars directly into the Revenue and Expense template. All budget input is now done within the Revenue and Expense Planning template for both forecasting the current year, as well as budgeting the next fiscal year. Revenue / Expense Budgeting The Revenue and Expense Planning template is the sole input template to insert your current and next year budget information. It is necessary to have a rudimentary understanding of some of the account numbers that are necessary for data entry into BPC so as to have BPC reports display your budget properly. Below, we attempt to explain some of the account codes that will help you while you utilize the Revenue and Expense Planning template as well as take you through the template itself. Base Budget Account # s and Other Transfer-In Account # s Account # s 49996, 49997, 49998, are reserved for use in the transfer-in of State Base Budget Funding (Fund 1001). Most other transfer-in amounts budgeted should use account numbers in the account range. The correct budget and use of these numbers is described below. Base Personnel and NPS Funds (Accounts #49996, #49997 & #49999) 49996: Reserved for 1001 recurring soft commitments : Reserved for fund 1001 non-personnel services (NPS) base budget amounts : Reserved for fund 1001 personnel base budget amounts. Users cannot enter amounts for these account numbers in their budget template. The cells are non-data entry cells and these account numbers cannot be added if they are not already present from a prior year. The budget office will push these amounts out to individual activities, which will populate your budget template. The amount pushed by the budget office is based upon the amount you budgeted in each account number in the prior year, plus any changes authorized by the President and Senior VP of Academic Affairs. These final base numbers are generally not known until after the President issues his budget guidelines in early March. If you are budgeting prior to the final guidelines being issued you will likely not have any amount for these accounts show up in your budget template. Once final guidelines are issued you can expect to see your allocated base amount(s) show up in your budget template and reports under the appropriate account #(s). Generally it is not possible to shift base NPS funds (account #49997) to base personnel funds (account #49999). A request to do so should be submitted to the budget office where it will be presented to the Senior VP of Academic Affairs office for consideration. If approved the budget office will update the respective amounts in your budget template. Note: A shift of funds from NPS to personnel base accounts will generally require a contribution of the total moved from NPS being allocated to the 17 P age

18 benefits pool and thus the final amount transferred to your personnel budget will be less than the amount taken out of the NPS account. Amounts can be shifted from one of your activities to another in the same or accounts without approval from the Senior VP of Academic Affairs. Simply submit a request to Sandy Hughes (sandy.hughes@utah.edu) in the budget office and she can reallocate funds between activities. Benefits Reimbursed for Fund 1001 Activities (Account #49998) Activities in Fund 1001 are generally eligible to participate in the central benefit s pool. If your activity participates in the benefit pool, your benefits expenses are reimbursed out of central funds. This occurs automatically each pay period where a transfer-in is made to account number equal to the amount of benefits expenses incurred and recorded in account number (benefits expenses). To properly budget for these reimbursed benefits expenses for 1001 funds, you will enter an amount equal to the benefits expense you budget for your activity/project in account #49998 i.e. total benefit expense in account # s should equal amount entered for account # Note: if you change any of your personnel salary budget information, including amounts for lump sums you will need to re-open your activity template and update the budget amounts for benefits as well as for the related transfer-in for account number Other Non-base Funding Transfers-in (Account # s , , etc ) Activities will often receive funding from many different sources that are recurring or one-time in nature. These fund transfers that are not part of your State Base Budget should generally be budgeted under the account range of for fund 1001 and for fund 2000 or 2500, etc... Each type of fund will use a different type of account range for transfer-in s. Please refer to the General Accounting web site for information regarding the account number range you should use for a specific activity if you have questions. Funds that should be budgeted under these account ranges include, but are not limited to, funding you may receive from the diversity office, funding from other areas on campus, promotion funds for faculty promotions, productivity (SCH) funding, degree funding and recurring funding commitments from the Senior VP of Academic Affairs. Often there is confusion about what is considered part of your base funds and what is considered non-base and what account number to use. One common example is funding received for faculty promotion. The Senior VP of Academic Affairs often agrees to fund these promotions by increasing your base funding. However, the funds are not added to your base amounts until the following budget year. So if you have a faculty member receiving a promotion this year, you should budget the funds from the Senior Vice President under this non-base funding range. Please contact the budget office if you have any questions about how to budget for funding you expect to receive. 18 P age

19 Revenue/Expense Planning Template Note: We have added the ability to budget at a Fund Level this year for certain fund groups. This is useful, for example, if you have several activities in a fund that have relatively small amounts of activity and are thus not material enough to budget individually. You can choose to budget at the fund level, grouping all of these activities together, rather than as individual activities. The system is flexible enough to also allow you to budget some of the activities in a fund group individually, while grouping all other activities that are not budgeted individually into one fund only. The limitation of fund level budgeting in BPC is that this data will not be uploaded to PeopleSoft and thus will not be reflected in budget amounts on PeopleSoft reports. You can, however, run budget variance reports from BPC and have these amounts correctly captured and displayed on all variance reports. Steps for budgeting an Activity or Project From the Main Menu select Revenue & Expense Planning. All revenues, expenses and transfers for activities and projects are budgeted with this input template at both the activity/project level, as well at the fund level. Selecting an Activity or Project 1. If you wish to budget an activity or project, ensure that the proper cell reads Activity/Project as shown below 2. Input the activity or project number in the proper cell, as shown below, or you may double click to see a list of activities/projects you have access to. List of Activities/Projects: If you double-click to see the list of activities and projects for which you have access, your activities will show up in a dialogue box like the one shown below and projects are grouped in a hierarchical way, initially showing only the BUORG(s) that they roll up to. To expose your activities and projects, click the plus sign next to the BUORG they roll up to. 19 P age

20 3. Select the activity or project you would like to budget, and click OK 4. Click the EXPAND button, this will display the information for the activity or project that you have selected. Steps for budgeting at the Fund/ORG Level From the BPC Main Menu select Revenue & Expense Planning. Remember, all revenues, expenses, and transfers for a fund within an Org can be budgeted within this input template. Selecting budgeting at the Fund/Org level 1. If you wish to budget a Fund within an Org ID, ensure that the proper cell reads Fund as shown below: 20 P age

21 2. Select the Fund you wish to budget (Note, Fund 1001 and Fund 6100 are not eligible for Fund level budgeting and other funds may be restricted) as shown below. 3. Input the BUORG in the proper cell or double click cell to see a list of BUORGs you have access to as shown below. 4. Click the EXPAND button to display the information you selected and to input the budget information at the Fund/Org level. Balance sheet and income statement data are populated in the Revenue & Expense Planning input template. These actual data come directly from the PeopleSoft, and are integrated into the input template to provide the user with a historical basis to assist in the budget process. Steps to Complete the Revenue & Expense Planning Input Template Completing the budget within the Revenue & Expense Planning input template can be broken down into two general steps. 1. Complete the FY 20XX PROJECTED JAN-JUN column. 2. Complete the FY 20XX BUDGET TOTAL column. *Note that all values in the projection column will be zero by default. Cells that are yellow indicate data entry. Overview of the Revenue & Expense Planning Input Template Below is a description of the various sections and columns of the Revenue & Expense Planning input template: ACCOUNT & DESCRIPTION: The GL Account Code and the Account Code Description. 21 P age

22 BUDGET SPREAD: The Budget Spread column controls how revenues, transfers in, nonpersonnel expenses, and transfers out are spread across the 12 months of the budget fiscal year. ONE TIME Y/N: Revenues, transfers in/out, or non-personnel expenses that are non-recurring, non-operating in nature can be designated as Y in the one-time column if it is a transaction that will not occur year after year. FY 20XX ACTUAL TOTAL: Prior fiscal year actual data. FY 20XX ACTUAL JUL-DEC: Current fiscal year-to-date actual data as of December. FY 20XX PROJECTED JAN-JUN: January through June forecast data entry. FY 20XX FORECAST: This sums the JUL-DEC actuals and the JAN-JUN forecast. FY 20XX BUDGET TOTAL (1): This is the prior year budget, for comparison. FY 20XX BUDGET TOTAL (2): Use this column to budget dollars for the next fiscal year. BUD to BUD VARIANCE AMOUNT & %: These columns display the dollar and percentage difference between the FY 20XX FORECAST column and the FY20XX BUDGET TOTAL (2) column. COMMENTS: A user can include comments that are meaningful to them for their own information and reference. The Budget Data and Comments report can be run to see this information. Show ACTUAL, Show FORECAST, Show BUDGET: This allows you to see monthly actual/forecast/budget data. This is where you also can change the monthly budget when the INPUT budget spread method is elected. Budget Spread Spreading your budget values across the underlying months of the fiscal year is important for variance analysis during the budget year. The value that you input in the FY 20XX BUDGET TOTAL (2) column of each row can be spread across the months. The monthly budget values for activities will be exported back to PeopleSoft, and will serve as the basis for the monthly budget, the YTD budget, and the annual budget for each account code row. 22 P age

23 Two spreading methods are available to the user. They are: Even: Budget values are spread across the underlying months evenly. This is the default spreading method. Input: Budget values are spread across the underlying months based on a user s inputs as the user clicks the Show BUDGET box. Clicking the Show BUDGET box will display the information so the user can manually change the MTM amounts for a given account. Add New Account Codes If an account code does not exist in your activity or project input template that you need for forecast or budget purposes, it can be added by following the steps below. 1. Scroll to the section the account code belongs to (Revenue, Transfers In/Out, Other Expenses). Note that the account code should be related to the section in which it is inserted, aka s in Personnel, in benefits, s in non-personnel, s in transfers, etc. 2. Select the Insert New ACCT cell at the bottom of the proper section as shown below. 3. Click the INSERT NEW ROW button or simply double-click. 4. A new account code is then added to the section. 23 P age

24 *Note that after a new account code is added and a value for it has been submitted, when the activity or project is re-expanded, the account will be sorted based on its value in the Account column. Budgeting Personnel and Benefits in BPC You are responsible for properly calculating a reasonable and appropriate personnel expenses both in terms of salary and benefit expense for your budget. You can use some of the reports found within BPC to help assist you in your calculations or you can use existing reports found in CIS. Please refer to the documentation on the BPC website illustrating how to utilize these different reports found in BPC. Other Revenue & Expense Planning Items The area displayed below will shows the basic information related to the activity you have entered. The area displayed below is a summary of your fund balances based upon actuals and the data you have entered, if any. This is located at the bottom of the Revenue & Expense Planning template. Reporting Other Budget, Actual, & Required Reports All reports are generally created by entering criteria in the fields located at the top of the report and then by clicking on the Expand button. Printing Reports Reports can be printed using the standard Excel print menu or by pressing the print button which has been added to help facilitate printing. If you wish to print the traditional manner in Excel, commence by 24 P age

25 clicking on the File menu and then select Print from the menu items listed. Generally you can change the print settings to fit your needs. PDF versions can be created through the same File menu. Click on File and then select Save As from the menu items listed. Unfortunately, due to policy changes limiting Citrix access to local desktops, the only way to save a template or report in BPC in a PDF format will be to save it to the local G drive (UNID) within Citrix and then uploading a copy either to an client (Citrix Outlook) or U Box or a similar program where you can access the PDF document through your local desktop. Required Reports There are several required reports that need to be submitted to the Senior Vice President of Academic Affairs and/or Presidents Office as part of your final budget submission. Please refer to the budget guidelines provided by the President and Senior Vice President regarding what reports are required. Required reports can differ by year depending on the relevant information needed by Senior Administration to evaluate your budget requests. In general there will be a salary justification report for those employees exceeding the recommended guideline and a financial summary. Additional reports required to evaluate budget submissions may also be required. Optional Reports Various optional reports will be created and will be listed on the Main Menu or sub menus when they are available. The number and variety of reports may change yearly to reflect current campus requests and needs. For now, if you have any questions related to these reports feel free to contact the budget office to assist you with any questions you may have related to this topic. 25 P age