Instructions for Completing the Budget Input Form

Transcription

1 Getting Started: Browser Selection Instructions for Completing the Budget Input Form Vena is web based and therefore allows users access via a web browser, such as: Firefox. Chrome and Internet Explorer 9+. However, Chrome is preferred for the best performance. Please visit to download Chrome. Vena Login Visit enter your and the password you were provided. Change Password: 1. Click on the User Icon to access the drop down menu. 2. Click on the Change Password button. 3. Enter the current password. 4. Enter the new password. 5. Enter the new password again for confirmation. 6. Click on the OK button. If you experience difficulties with your login, please contact Cindy Murtha (5458) cindy.murtha@smu.ca Vena Add in The Vena Add In must be installed before you commence input of budget information into the Vena system. Contact ITSS Help Desk if you require assistance Budget Input Form Instructions Page 1 of 18

2 Contributor Dashboard Within Vena, Contributors input, review and submit data. The Contributor Dashboard will provide a summary of all Tasks and Reviews that you have been assigned, along with the status of the task. The Dashboard provides an overview of your tasks 1. A list of processes. Active processes display a green icon (top left corner). 2. A graphical representation of your task status 3. A list of all tasks showing role, type and status a. Role: based on assigned responsibility for specific Task i. Owner: may enter data and submit the task upon completion ii. Support Worker: may enter and save data, but does not have access to submit the completed task iii. Watcher: may view the task but does not have access to input, save data or submit a task b. Type: Category of selection such as Input, Review, Report, etc. c. Status: filter task based on status (progress) category (Started, Not Reached, Work in Progress, Submitted Tasks, Approved, Rejected) Warning: There may be more than one active process (e.g. Operating Budget Process, Budget Vena Orientation). Click on Operating Budget Process. The task list will be restricted to our live budget process tasks only. Open a Specific Task To begin the Budget Input Task, double click on your specific task (e.g. Org XXXX Budget Input ) in the My Tasks area (see D below). This will open the details of the Task Budget Input Form Instructions Page 2 of 18

3 A. Task Details a. Task Name b. Task Status Displays Task Status as: Started, Work in Progress, Submitted, etc. c. Task Responsibilities Indicates the individuals assigned to the Task and their Roles (Owner, Support Worker, and Watcher). B. Task Instructions Textual instructions associated with the Task. C. Task Forms Lists all forms/reports connected to the Tasks. D. Check Out Indicate form as: Checked out or Checked in; indicating when a Task Form is opened or closed. Note only one person may have the Task form checked out at a time. E. Supporting Documents Lists all documents provided to assist in completion of the Task. F. Add Comment Enter textual content, and then click on the Add Comment button to post. G. Upload File Upload a File as supporting documentation. H. Submit Indicate Task as completed in the Process Work flow. Check Out Budget Input Form Select the specific Task Form and click the Check Out button. The Budget Input Form will download in the browser, click to open (In Chrome bottom left corner of browser screen) and the file will open in MS Excel. Note only one person may have the Task form checked out at a time. Click on Enable Editing at the top of the page Budget Input Form Instructions Page 3 of 18

4 Your departmental Org will auto populate. Choose the appropriate Program from the pop up screen. It will default to Program 9999 Use search to quickly find your Program. Clicking on the List icon will provide a plain list of available Programs. Program: Within Orgs, some operations maintain budget activity within a Program. Programs are used to group activities for reporting. The default Program Code is Note: Users will only have access to those programs that they have been provided security permissions to access. The file will now initialize (Note: this may take several minutes to complete) When the file has been initialized for use, you must click to enable content You will note that the description of the Org and Program selected will autofill based on "Title" selected Budget Input Form Instructions Page 4 of 18

5 If the Org in the title is not correct, please contact Financial Services. In the event you have selected the wrong Program, you may reselect by clicking the Choose button on the Vena toolbar. WARNING: If, when you Choose your Program, you inadvertently select a higher level in the hierarchy (a category rather than a program number), data will not be saved. Vena Toolbar To access the Budget Input Form, end users must have the Vena Excel Add in tool installed on their systems. When installed, a Vena tab will appear on your MS Excel screen. You should have received instructions from the ITSS Help Desk on how to install the Add in. If not, please contact ITSS Help Desk. Once the Vena Add in is installed and a Vena worksheet is opened, you will have access to the Contributor Vena menu options. Note: options that are unavailable in the form, or due to security access levels, will be unavailable and show as greyed out in the toolbar or in some cases may be hidden. A. Close Close active workbook. B. Settings Vena Excel Add in settings. C. Go Offline Disconnect the Template from the database. Make changes and when ready you can Go Online. D. Form Details Displays name of the Process, Form and User for the current Template. E. Save Data Validate and Save data to central database. F. Refresh Data Updates data on the Template by synchronizing with central database. G. Comments Not available for use in the Budget Input Form H. Choose Launches the Select Pages dialog box to allow for the select of the Program. I. Insert Line Item Detail Add supporting detail(s) to an account. (If Line Items are enabled.) J. Remove Line Item Detail Delete supporting detail(s) of an account. (If Line Items are enabled.) K. Multi Insert Line Items Add supporting multiple details to an account. (If Line Items are enabled.) Budget Input Form Instructions Page 5 of 18

6 L. Select / Move Selected Select and Move Line Item. M. Audit Trail This feature will display a dialog box listing all saves that have occurred on the Excel File that is currently open. The User can click any one File and hit the View button to display that Excel File. The User can also hold the CTRL button and select any two Files and hit the Compare button to display the cell by cell differences between the two Files. N. Drill Not available for use in the Budget Input Form O. My Functions Not available for use in the Budget Input Form. Please note that you do not need to remain logged into Vena while editing the Budget Input Form. Now you are ready to begin! Main Menu This worksheet provides a colour coded roadmap to the various information schedules and input forms. Note, the names are not linked to the actual worksheets. Glossary A glossary is provided. Please familiarize yourself with all terminology FOAP Level Budget Input Sheet This form is to be used to identify permanent reductions and new revenue initiatives to achieve the targets set by EMG. It is important that you consult with your Dean/Director/Senior Director to understand your individual budget targets. Information is presented by Major Account Category to make reviewing and identifying possible savings easier. If you are unsure or cannot find an appropriate account contact your assigned Financial Services budget support person. Sample: This worksheet provides the following information by column. 1. Actual Results for the last fiscal year 2. Adjusted Budget for the last fiscal year 3. Variance of Actual less Adjusted Budget for the last fiscal year 4. Approved Budget for the current fiscal year. 5. Status Quo Budget is the current year (FY16) Approved Budget plus contractual salary and benefit adjustments and systemic increases for such items as utilities and other contractual obligations. 6. Monthly Proposed Budgets for the next fiscal year. Input necessary changes to the monthly budgets by account. Note: input may only be made in cells colored yellow. Your changes will be captured in the Budget Input Form Instructions Page 6 of 18

7 total Proposed Budget FY17. Note: While you may use formulas and links to other worksheets, they will not be saved. a. These cells have been prepopulated, per category, based on actual expenditures, in b. Adjustments have been made to select accounts to account for known changes (e.g. salary increases set by collective bargaining) c. Enter both revenue and expense items as positive amounts and verify the subtotal for reasonableness. 7. Proposed Budget for the next fiscal Year. This column is calculated as the sum of all monthly budget amounts. 8. $ Variance is the dollar change between the Proposed Budget and the Status Quo Budget. The total change should be zero unless otherwise advised by your Senior Management Group member. 9. % Variance is the percentage change between the Proposed Budget and the Status Quo Budget. The total change should be zero unless otherwise advised by your Senior Management Group member. 10. Budget Commentary Provide an explanation for changes made, if desired, on an account basis. Note, the cell will expand to fit your commentary. 11. Impact of Budget Changes Please identify any impact that permanent reductions will have on University operations, for example: recruitment, retention, associated revenue or expenses, quality of student experience, quality of customer service, etc. Where possible indicate the extent of the impact, ex. short term impact only, no impact expected beyond current fiscal year. Note, the cell will expand to fit your commentary. 12. Proposed One Time Funding $ Please identify the amount of any one time funding required to support increased revenues and enter in the appropriate revenue line. WARNING: Any formulas or links to other worksheets made in the Yellow data Input Cells, will be lost when the data is saved back to the worksheet. ACCOUNTS: Accounts that did not have activity in the last three fiscal years will not be displayed in your budget input worksheets. In your supporting documents, you will find a more comprehensive list of revenue and expense accounts available for use. If you require an account to be added to your list, please contact your assigned Financial Services support person. We ask that you pay particular attention to regular expenses currently being charged to account Other Expenses in determining whether additional accounts are required. INSERT ROWS OPTION: Where needed, rows may be inserted to provide a calculation for a row of cells. For example, you may have several parts to the budget for a particular account. Select the Account Name cell and click Multi Insert in the Line Item Details section of the program ribbon. Enter the number of rows you wish to insert Budget Input Form Instructions Page 7 of 18

8 The rows will be added and highlighted in green. Replace (Enter line Item Details} with your own description Details entered into the green cells will be added together and the total will populate into the original yellow input cell overriding any previously pre populated amounts. SALARY & BENEFIT CHANGES: Two accounts have been provided to allow for Position Increases (00001) and Position Decreases (00002). These accounts should be used to identify position increases/decreases net of non strategic additions to achieve your targets. You are encourage to provide these details using the Insert Rows Option. Select the appropriate Account name cell and follow the instructions for Inserting rows on page 8. Ensure that your total amount includes an estimate of benefit costs. Please calculate benefit estimates based on 16% of salary and round to the nearest thousand dollar. Enter Position Increases (00001) as positive numbers. Enter Position Decreases (00002) as negative numbers. REALLOCATION OF BUDGET LINES WITHIN OTHER EXPENSES: The initial pre population of the account lines has attempted to reallocate current category budgets based on actual spending from FY2015. You are encouraged to reallocate amounts across accounts and categories within non salary expenses to best suit your operations. If you need to have an account added, please contact your Financial Services support person. Please note that in previous years, many budgets were allocated to a Dollar Sign Budget Account (e.g. 7600$ General Expenses Budget) rather than at the FOAP level account. These Dollar Sign Budget Accounts will no longer be used and no budget input may be made to these accounts Budget Input Form Instructions Page 8 of 18

9 Strategic Additions This form is used to identify requests for new budget funding in support of University strategic initiatives. Sample: 1. Account: Revenue and expenses amounts should be broken out by account for purposes of this submission. 2. Amounts: Identify the amount of revenue and expense for each of the next three years. Please make best efforts to provide the first year s amounts broken out by month. Please round to the nearest thousand dollar. Enter both revenue and expense items as positive amounts and verify the subtotal for reasonableness. Please take implementation timelines into consideration in calculation of your projections. Please round to the nearest thousand dollar. 3. Commentary (MANDATORY): Provide a description of the addition and describe how the addition supports the University s strategic initiatives. The cell will expand to fit your text. 4. One Time Funding Required: Identify one time funding required to implement the new revenue initiative and enter in the appropriate line. Please round to the nearest thousand dollar. Please enter all numbers as positive amounts. 5. FY 2018 Strategic Additions: Project both revenue and expense amounts for the strategic addition as a total annualized amount for the fiscal year FY 2019 Strategic Additions: Project both revenue and expense amounts for the strategic addition as a total annualized amount for the fiscal year Budget Submission Summary The Budget Submission Summary provides a Top Level summary of the budget submission with comparatives to the Approved Budget FY16 and the Status Quo Budget FY17. Refresh your data before viewing Budget Input Form Instructions Page 9 of 18

10 Save Your Data You may save your budget input at any time by clicking the SAVE DATA button in the Vena toolbar. This may take several minutes please be patient! WARNINGS Save Data will OVERWRITE any previously saved data. Any formulas or links to other cells/worksheets made in the Yellow data Input Cells, will be lost when the data is saved back to the database. Saving your data is NOT the same as submitting your Task. Data may be saved multiple times, but submitting the Task is only done once after completing the task in full. Refresh Your Data While Save Data pushes your changes back to the database, Refresh Data pulls data down from the database. Refreshing your data is required in order to ensure the Proposed Budget data in the Budget Submission Summary and other Information Schedules reflects your saved changes. This may take several minutes please be patient! WARNING: IF YOU REFRESH BEFORE YOU SAVE DATA, YOU WILL LOSE ANY UNSAVED CHANGES!! Validating and Reviewing Your Submission The Budget Submission Summary provides a Top Level Summary of the Budget Submission and compares it to the current year s Approved Budget. Please click REFRESH DATA in the Vena toolbar to ensure that the Proposed Budget information has been properly updated with the input you saved to your proposed budget. Information Schedules A number of information sheets are available for review. 5 Year Summary FS Category Level: Top level summary comparing five fiscal years results including your proposed budget for the next fiscal year Monthly Summary Account Category Statement of Operations at the major account category level comparing five fiscal years results including your proposed budget for FY Year Detail FOAP Level: Statement of Operations at the FOAP account level comparing five fiscal years results including your proposed budget for FY2017 Please click REFRESH DATA in the Vena toolbar to ensure that the Proposed Budget information in the information schedules has been properly updated with the input you saved Budget Input Form Instructions Page 10 of 18

11 Check In / Closing the Budget Input Form When you close the Form, you will be asked if you want to Check In the file. Select Yes. The Check In status of the form will not update on the Contributor Dashboard until either you refresh your browser or log out and back into Vena. Submit Your Task Once you have completed all of your budget changes and saved the data your Task is ready to move forward in the Process Work Flow, the Task MUST BE SUBMITTED. This can be done on a Task by Task basis or multiple Tasks can be submitted all together at once. OPTION 1 SUBMIT INDIVIDUALLY: 1. Navigate to the Contributor Dashboard. 2. Choose from the available list of Tasks. 3. Double click on the specific Task you wish to check out, as displayed in the My Tasks area. 4. Click on the Submit button. OPTION 2 SUBMIT ALL TASKS 1. Navigate to the Contributor Dashboard. 2. Right Click on the Task and choose Select All Tasks from the drop down menu All tasks will highlight in green. 3. Right Click in the highlighted area and select Submit from the drop down menu. After your task has been submitted, Check Out of the file is no longer available. However, you may continue to open and view the file. No further input may be made and the Save Data option will be unavailable in the Vena toolbar Budget Input Form Instructions Page 11 of 18

12 Working Offline (Optional) This feature allows the Contributor to disconnect the Template from the Vena database. To take a Template to an offline state, follow these steps: GO OFFLINE 1. Click on the Go Offline button on the Contributor toolbar. 2. Select a destination to save your Excel File. 3. It is best practise to change the name of the file when you take it offline simply add the word Offline to the end of the file name. 4. Click on the Save button to save to your computer. Note this may take several minutes as the system prepares the file to take it offline. You may now make changes to your data input, but you will not have access to Vena features such as insert lines. Note: While offline, the file is still linked to Vena. As such, it remains Checked Out and is unavailable for other users. BRING ONLINE This feature allows the Contributor to re connect the Budget Input Form to the Vena database 1. Open the Form. (Form was previously taken offline.). 2. Click on the Go Online button on the Contributor toolbar. a. Clicking this button will automatically trigger a save. This means that the data entered into the input cells of the Template while offline will immediately be saved in the Vena database. 3. A prompt will appear that will ask for your login username and password. Complete the login Process to successfully re connect the Template. Reconnecting may take several minutes Budget Input Form Instructions Page 12 of 18

13 Add Supporting Documents (Optional) IN THE BUDGET INPUT FORM: Additional worksheets may be added to your Budget Input Form. However we recommend that any additional information be added as a separate document and uploaded to your task through the Contributor Dashboard. See instructions below. UPLOAD FILES Support documents for your budget submission may be uploaded to the Task in Vena. 1. Login into Vena 2. Navigate to your specific task 3. Click on the Upload File Icon 4. Browse to the file you wish to upload. The file will appear as attached below the comments section. Add Comments to a Task (Optional) To add comments to a task: 1. Login into Vena 2. Navigate to your specific task 3. Type Your comment into the Comments block 4. Click Add Comment Your comment is added to the task and is date/time stamped. To delete a comment, click the trash can icon next to the comment Budget Input Form Instructions Page 13 of 18

14 Reviewers Approve/Reject Reviewers can choose to Approve or Reject the Budget Input Task. If the Task is approved it moves along on the Process Work flow. If it is Rejected it is returned to the previous status. Vena Log out To logout of Vena 1. Click on the User Icon to access the drop down menu (top right of screen). 2. Click on the Logout button Budget Input Form Instructions Page 14 of 18

15 Vena Add in Updates You will occasional receive a popup that a new version of Vena is available Please click OK to install. Note: the Vena Add in currently installs to all Microsoft Office products, therefore all MS Office products need to be closed for the Vena Add in to install properly. If you encounter any issues with the installation of the Add In, please contact the ITSS Help Desk at extension 8111 or helpdesk@smu.ca. Notifications Vena issues the following automated notifications: Process Event E mail Message Action Required Play Process Process "Name of Process" has started. Notification no action required Pause Process Process "Name of Process" has been paused. Notification no action required Restart Process Process "Name of Process" has been restarted. Notification no action required Task Started Process "Name of Process" Task "Name of Input Task" has started. Complete Budget Input task Task Submitted Process "Name of Process" Task "Name of Input Task" has been submitted for review. Notification no action required Review Task Starts Process "Name of Process" Review Task "Name of Review Task" is now active. Complete Review Review Task Approved Process "Name of Process" Review Task "Name of Review Task" has been approved. Notification no action required Review Task Rejected Support Process "Name of Process" Review Task "Name of Review Task" has been rejected. The following task was rejected: "Name of Input Task". Notification no action required. A Rejected Review will also generate an that says a Task has been started Please contact your assigned Financial Services support person if you have any question regarding the Operating Budget Process or using the Vena tool Budget Input Form Instructions Page 15 of 18

16 Troubleshooting Vena Doesn t Open If after entering your login your browser gets stuck on the loading screen, you need to clear your browser cache. Please click the link below or copy/paste into your browser for details on how to clear your cache in Internet Explorer, Google Chrome or Firefox. us/articles/ How to clear browser cache Vena Toolbar is Missing Several issues may cause you to lose your Vena toolbar. If this happens: 1) Option 1: Close the Workbook. Return to Vena and check out the document again. Under most circumstances, this will resolve the issue. 2) Option 2: Check that the Vena Add in is enabled in Excel. a. Select File/Options/Add Ins b. Click on Excel Add ins Go button Ensure that VenaXLL is checked Budget Input Form Instructions Page 16 of 18

17 3) Option 3: Reinstall the Vena Add in a. Close all Microsoft Office programs b. Click on the Vena Add in link or enter the Vena web address in a web browser c. Once the Add In has been successfully installed, a new tab will appear on the Excel task bar as illustrated below; Please note: If you are a Mac user, please contact the ITSS Help Desk at 8111 or helpdesk@smu.ca 4) Option 4: Contact the ITSS Help Desk at extension 8111 or helpdesk@smu.ca. Data Does Not Appear to Be Correct If the data in your form or report does not appear correct: 1. Check that the correct Org and Program have been pulled into the form/report 2. Click Refresh Data in the Vena Toolbar 3. Check that your spreadsheet is auto calculating. The status bar on the bottom left of your excel window should indicate Ready If it shows Calculate the auto calculation feature has been switched off To turn it on select File/Options/Formulas o Under Calculation Options select Automatic Budget Input Form Instructions Page 17 of 18

18 Please contact your assigned Financial Services staff member for assistance with Vena issues you may encounter. Internet Connection Lost While Vena Form is Open If you have the Budget Input Form open and the internet goes out, the connection to Vena will be disrupted. The data will still be in the Excel file, however, you will get an error message when you try to save the data back to Vena. To ensure you don t lose your data, make an offline copy by saving the file to your desktop. Once the internet connection is restored: Login to Vena Open the Task Details Click on Check In Click on Check Out Once the Vena file has opened, copy and paste your data changes from your saved file into the open Vena file Budget Input Form Instructions Page 18 of 18