Planning your Annual Budget. From UDW+ Access to Understanding and Using the Trend Analysis Report

Transcription

1 Planning your Annual Budget From UDW+ Access to Understanding and Using the Trend Analysis Report March 22, 2013

2 Agenda UDW+ access and browser versions Quickie Review UDW+ Standard Reports How a Forecast becomes a Budget Putting Theory into Practice: Downloading and Using the Trend Report to build FY 13 Forecast FY 14 Budget Q&A

3 UDW+ Access ilearn FIN 800 Dashboards Online Training FIN 806 All Interactive Standard Reports Quiz Supported Browsers Firefox up to version 15 IE 7, 8 Safari (desktop) 3.2, 4.x, 5.x Safari (ios) 4.3 Chrome 1+ Rollback steps A&F website OBIEE/UDW+

4 Quickie Review: UDW+ Standard Reports S01 Budget Summary and Detail Reports S02 Budget Control Reports S03 Fund Balance and Change in Fund Reports S04 Project Summary Report S05 Accounts Payable and Purchase Order Reports S06 Budget Exceptions Report S07 Accounts Payable Open Advance Report S11 Salary Expense Reports

5 S01 Budget Summary and Detail Reports Summary shows inception to date and fy to date Summary shows current available balance Detail can be run for selected month or year to date FYI: The Budget Detail year to date and current month reports are BI Publisher reports that are non-interactive and static in order to produce printer-friendly reports

6 S02 Budget Control Reports Provide information detailing the true budget position Shows pending transactions that have passed budget check but have NOT been posted to the General Ledger FYI Take longer to run because they are refreshed every 15 minutes reflecting real time activity

7 S03 Fund Balance and Change in Fund Reports The Ending Fund Balance is the Fund Balance and Revenue less Expense A version of the Budget Summary Report that includes Revenue less Expense balance carried forward from prior fiscal year. Use for funds that carry a fund balance (20, 21, 22, 40s, Capital Projects fund 52)

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9 S04 Project Summary Report Provides a summary report of budget and actual expenses for Management Designated funds (20, 22, 24 and 25) as well as capital projects (52) If it has a project number you can run the project summary report for it

10 S05 Accounts Payable and Purchase Order Reports Payment Status can be viewed by Vendor Name Check Number Invoice Number Chartfield Unpaid Approved Vouchers shows expenses that have posted but payment has not yet been issued to vendor Purchase Order Summary use to determine PO encumbrance balance Purchase Order Detail view vouchers paid against a purchase order Unpaid Purchase Orders see vouchers that have been created against invoices but payment has not yet been issued to vendor UPS Weekly

11 S06 Budget Exceptions Report Shows budget fails for transactions No budget exists Exceeds budget tolerance

12 S07 Accounts Payable Open Advance Report Shows information on outstanding advances to employees

13 S11 Salary Expense Report Shows year to date payroll expense by employee FYI Available to those who have been granted access

14 Quickie Review How a Forecast becomes a Budget 1. Forecast year end close condition A. Review current year expenses to date B. Estimate expenses through fiscal year end 8/31 Cost out plans through 8/31 Check planned expenses against remaining budget and indicate in the FY 13 Change column any additional funds needed C. FY 13 Revised Budget + FY 13 Change = FY 13 Forecast

15 How a Forecast becomes a Budget - continued 1. Start with your FY 13 Revised Budget 2. List any FY 14 Change(s) 1. FY13 changes that will continue in FY14 2. New proposed projects/initiatives/etc for next year and their associated costs 3. Ending projects/initiatives/etc and their associated savings 3. FY13 Revised Budget + FY14 Change = FY14 Budget

16 Putting Theory into Practice a Preview of the Steps 1. Open the Trend Report in OBIEE 2. Export the report to Excel 3. Add 5 column headings and 2 formulas 4. Add Changes 1. FY 13 in FY13 2. FY 13 and FY 14 in FY14 5. Boom!

17 Finding the Trend Report in OBIEE 1. Log into UDW+ 2. Click on Catalog next to the Home bar 3. On the left hand side under Folders click on Shared Folders 4. Click on School and Administrative Folders 5. Click on Steinhardt 6. Click on Expense Trend Reports

18 From UDW+ home page click on Catalog

19 Click on Shared Folders

20 Choose School and Administrative Folders

21 Choose Steinhardt

22 Choose Expense Trend Reports

23 Choose Current Year and Previous Year Trend Reports

24 Open the Trend Report

25 Preview Export the Trend Report

26 Preview Choose Excel to Export

27 Preview Insert Five Columns and 2 Formulas

28 Complete your FY 13 Forecast and FY 14 Budget

29 Recap Download Trend Report to Excel Add FIVE column headings to the right of the last column (Variance): 1. FY 13 Change 2. FY 13 Forecast 3. FY 14 Change 4. FY 14 Budget 5. Comments/Justification Add TWO formulas 1. FY13 Revised Budget + FY13 Change = FY13 Forecast 2. FY13 Revised Budget + FY14 Change = FY14 Budget