Budget Prep Overview March 17, 2011

© 2010 Board of Regents of the University System of Georgia. All Rights Reserved.

Budget Prep OverviewMarch 17, 2011

GeorgiaFIRST Wimba Training Series



Agenda• Wimba Ground Rules• Review Today’s Objectives• Budget Prep Overview• Review enhancements and changes in PSFIN

in Budget Prep Module• Q & A



Wimba Ground Rules• To ask a question, please use the Chat box• Submit your question to “Main Room”• We may hold questions to the end of the

session• If you lose sound, try leaving the classroom

and then re-entering– Phone-in for Audio: 201-549-7592

• Pin: 17502142



Objectives• Review the Budget Prep process from start to

finish– Describe how Budget Prep files are created in EV5– Create the Budget in the Budget Prep Module– Identify how data is loaded in EV5 at the

conclusion of the Budget Prep process• Review changes and enhancements within the

Budget Prep Module


Overview of Budget Prep Process Flow



Basic Budget Prep Process Flow

EV5

ADP

GL

PSFIN

Budget Prep Module

PSFIN

FY2011 Budget Information

ADPHR Salary Worktable

PSFINExport Budget Journals to KK

EV5

ADP

KK

PSFIN


Budget Prep ModuleUpdate

Parameter Definitions

PSFIN



Budget Prep Module Setup

Update Parameter Definitions

• Budget Prep Year/Hour Parameters• Pay Group Raise Effective Date Parameters• Reason Codes and Descriptions• Fringe Accounts

PSFIN

Update Parameter Definitions

PSFIN



FY2011 Budget InformationEV5

ADP

Personal Services Data

• EPOH009 – Budget Prep Outbound

• EPOH015B – Department Data• EPOH015C – Jobcode Data• EPOH015D – Position Data

ADP

Verify Output



•Personal Services records in the Budget Prep module are loaded from ADP via epoh009.txt data file. This file is produced using data as of 7/1 of new budget year

•The extract captures three types of records:• Active, filled single incumbent positions• Active, Vacant single incumbent positions• Lump Sum positions

ADPPersonal Services Data

EV5

ADP FY2011 Budget Information



• For Fulltime, benefited employees in a single incumbent position, Budget prep loads:

• Demographic Information – D Row• Job Earnings Distribution Information – J Row• Retirement Information – R Row• Health Benefit Information – H Row


EV5




•For Part Time, Vacant, or Lump Sum positions, Budget Prep loads the demographic information and job data information

• Demographic Information – D Row• Job Earnings Distribution Information – J Row


EV5




GL

PSFIN

• Starting Point for Non-Personal Services budgets is GL Budget Tables•Budget Prep extracts:

• Revenue Estimates• Non-Personal Services APPROP and ORG budgets• Non-Personal Services Grant Budgets

•Amount is calculated as Original Budget +/- any permanent changes.

PSFINNon-Personal Services Data




Manipulate/Create BudgetBudget Prep Module

PSFIN

Budget Prep Module

• Create PLANNING version of budget from REFERENCE version• Perform mass updates/what-if analyses• Create CURRENT version of budget• Perform online updates• Generate and Update Fringe Benefit Estimates• Run Build Financials Process

PSFIN

Run inquiries and reports to analyze

data



Budget Prep Module

• After updating budget data, the data files that are created during the export processes are exported back to ADP and PS Financials.

PSFIN

Budget Prep Module

PSFIN Manipulate/Create Budget




Export Back to ADP

• All salary changes for specific employees result in new job data rows in ADP•Changes to vacant positions, lump-sum positions, etc., result in updated Position Data budget values•Any funding changes result in new Position Distribution/Job Earnings Distribution




ADP

•BORBU8F2 Process in Budget Prep creates the EPXP001 files to be loaded into ADP •Loads D and J rows into the HR Salary Worktable

• EP_SAL_WRK_CORE• EP_SAL_WRK_JED





EV5

• EPBH011 Budget Prep Load to EV5 from HR Salary Worktable• Run Report Mode*• Run Report and Update Mode*

• *EPBH011 should be run in Report Mode and errors corrected before the “final” checkbox in Budget Prep is checked

ADP

EV5





PSFIN

• Budget Prep exports budget journals to Commitment Control to create the budget for the new year

• All budgets, including Personal Services and fringe benefit estimates will be loaded into GL

• Actuals Ledger transaction data is maintained separately from KK budget data




PSFIN

• BORBUEXP – Financials Export • Export budget journals to Commitment Control• Can only be exported once per Budget Development Cycle





KKPSFIN

Commitment Control

• Post budget journals in Commitment Control• The following budgets created in BP become KK Budgets/Ledgers:

• Appropriation• Organization• Project/Grant• Revenue Estimate

PSFIN




Basic Budget Prep Process Flow

EV5

ADP

GL

PSFIN

Budget Prep Module

PSFIN




EV5

ADP

KK

PSFIN


Budget Prep ModuleUpdate

Parameter Definitions

PSFIN


Budget Prep Task List

23© 2010 Board of Regents of the University System of Georgia. All Rights Reserved.


Task Process System___ 1. Set Up Budget Prep Year/Hour Parameters

(BP.010.010)•From Budget Period = 2011•To Budget Period = 2012•To Budget Period Hours = 2088•Max Raise Rate = 0

PSFIN Budget Prep

___ 2. Setting up Pay Group Raise Effective Date Parameters (BP.010.020)•XXA – Salaried•XXE – Exempt Hourly•XXF – 10 Month Faculty•XXH – Staff•XXY – 12 Month Faculty

PSFIN Budget Prep

___ 3. Setting up Reason Codes and Descriptions (BP.010.030)

PSFIN Budget Prep

___ 4. Setting up Fringe Accounts (BP.010.040)•FICA – add new accounts:

• 516xxx• 526xxx

•FICA- delete inactive accounts:• 566xxx

•Retirement• no changes for FY12



Task Process System___ 4.(cont.)

•New and/or changes to Group Health plans for 2011:• 04 BCBSGA HDHP• 05 BCBSGA HDHP Consumer Choice• 06 Blue Choice HMO• 07 Blue Choice HMO Consumer Choice• 31BCBSGA PPO Alt• 32 BCBSGA HDHP Alt• 33 Medicare B BCBS PPO Alt• 34 Non-Medicare B BCBS PPO Alt• 35 BCBSGA PPO Choice Alt• 36 BCBSGA HDHP Choice Alt• 37 Medicare B BCBS PPO Choice Alt• 38 Non-Med B BCBS PPO Choice Alt

___ 5. Extract Employee Salary Information from EV5•Planning and Analysis Position Management USG Custom Processes Outbound Interfaces Budget Extract File One Company (EPOH009)•Use 6/30/2012 as the Budget Year End Date•Can be run for all departments or for a single department

EPOH009 ADP EV5

___ 6. Process the HR/Payroll Load (BP.040.010)•When epoh009 data is reloaded, the Department, Jobcode, and Paygroup will not be updated for pre-existing positions

BORBU8HX PSFIN Budget Prep

___ 7. Validate EPOH009 Data Loads into Budget Prep Module•Compare the epoh007nnn.csv file to the BORBU8HX.pdf

PSFIN Budget Prep/ADP EV5



How to Validate Load into Budget PrepValidate that the row counts for D agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.



How to Validate Load into Budget PrepValidate that the row counts for H agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.



How to Validate Load into Budget PrepValidate that the row counts for J agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.



How to Validate Load into Budget PrepValidate that the row counts for R agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.



How to Validate Load into Budget PrepValidate that the epoh009_nnn.csv Summed columns for Annual Rate and Position Budget equal the Budgets HR/Payroll Load BORBU8HX .pdf file for ADP D RECORDS INSERT INTO BUD_PSB_BOR report for columns TOTAL ANNUAL SALARY ($) and TOTAL POSITION BUDGET ($).



Task Process System___ 8. Process the Financials Extract

(BP.040.011)BORBU8FX PSFIN Budget Prep

___ 10. Running the Budget Copy Process – Create Planning Version (BP.020.010)

BORBUDCP PSFIN Budget Prep

___ 11 Processing the “What-If” analysis (BP.020.020)

PSFIN Budget Prep

___ 12. Inquiring on Personal Services (BP.060.010)

PSFIN Budget Prep

___ 13. Inquiring on Non-Personal Services (BP.060.020)

PSFIN Budget Prep

___ 14. Running the Budget Copy Process – Create CURRENT Version (BP.020.010)

BORBUCP PSFIN Budget Prep

___ 15. Deleting the Planning Version of Budget (BP.020.011)

PSFIN Budget Prep

___ 16. Update Personal Services Budget Online (BP.020.030)

PSFIN Budget Prep

___ 17. Update Non-Personal Services Budget Online (BP.020.040) PSFIN Budget Prep

___ 18. Update the Revenue Estimate Budget Online (BP.020.050) PSFIN Budget Prep

___ 19. Update the Grant Budget Online (BP.020.060)

PSFIN Budget Prep

___ 20. If necessary, reset Raise Effective Dates (BP.020.090)

PSFIN Budget Prep



Task Process System___ 21. Generate Fringe Benefit Estimates

(BP.040.040)BORBU8FU PSFIN Budget Prep

___ 22. Update Fringe Benefit Estimates Online (BP.020.070)

PSFIN Budget Prep

___ 23. Process the Financials Build (BP.020.080)

BORBUILD PSFIN Budget Prep

___ 24. Inquire on Aggregate Detail (BP.060.030)

PSFIN Budget Prep

___ 25. Inquiring on Personal Services (BP.060.010)

PSFIN Budget Prep

___ 26. Inquiring on Non-Personal Services (BP.060.020)

PSFIN Budget Prep

___ 27. Run Budget Prep Reports to analyze data (BP.070.010 through BP.070.022) PSFIN Budget Prep

___ 28. Exporting Budget Journals to Financials (BP.040.020)

BORBUEXP PSFIN Budget Prep

___ 29. Export Changes to HR/Payroll (BP.040.030)

BORBU8F2 PSFIN Budget Prep



Task Process System___ 30. Upload Budget Prep Export file into EV5 Directory for Upload

•Use the File Upload feature in EV5 to load your epxp001 file and Select User Directory as the destination•Validate the load is successful by checking the log file

ADP EV5

___ 31. Load of Budget Prep file into Work Table•Planning and Analysis Position Management USG Custom Processes Inbound Interfaces HR Salary Worktable (EPXP001)•Run in Report Only mode initially•Compare the Epxp001.lis report against the Schedule G-1. The reports are in the same format and the totals at the end of each report should match.•Run the process in Update mode

EPXP001 ADP EV5

___ 32. Budget Prep Load into EV5 Position and Salary Rows•People USG HR Customs / Processes Processes Budget Load (EPBP011)•Run in Report Only mode•Review Error/Warning Reports

• epbp011_01.lis shows the Employee Error• epbp011_02.lis shows the Position Errors• epbp011_03.lis shows Employee Warning• epbp011_04.lis shows Position Warnings

Warnings will be loaded, but errors will not•Run in Update mode•Validate Job Data and Position Data rows in EV5

EPBH011 ADP EV5


Changes and Enhancements made since July 1, 2010

Budget Prep Updates



Modification on New Distrib page

• BOR Menus, BOR Budget Prep, Budget Prep Data Update, Personal Services– A new PeopleCode

BUD_PSC_BOR.ACCT_CD.FieldChange has been created to update the Department ID on the BUD_PSC_BOR table when the Account Code field is changed on this page.



Budget Data page• BOR Menus, BOR Budget Prep, Budget Prep Data

Update, Personal Services– The Budget Data page has been modified to display

the Position Description beside the Position Number.– There have been occurrences where the Job Code and

Position Description are not the same. This modification will assist the user in identifying the Position when navigating between multiple pages.



Budget Prep Inquire • BOR Menus > BOR Budget Prep > Budget Prep

Inquire > Personal Services– This page has been modified to correctly state

distributions by department when a position has been split funded.

– Prior to modification, all distribution amounts were shown on one department.





Grant Budgets page• BOR Menus, BOR Budget Prep, Budget Prep Data Update,

Grant Budgets– The Project/Grant page has been modified to include a new

PS_PROJ_VW_BOR view that will allow users to update the Project Manager on the Project page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, ChartField Values, Project) regardless of the Permission Lists, Primary selection, so that they can select a project or grant on this page.

– Previously, the PS_PROJ_BOR_VW view was used, which restricted User IDs with a Permission Lists, Primary of BOR_BU_XXXXB from updating the Project Manager on the Project page and prevented them from selecting a project or grant.





Grant Budgets page (continued)– Non Personal Services page -- A new page has

been created to allow updates to only the CURRENT Version and current Budget Period. This page contains only the Non-Personal Services Grant data. To view all Non-Personal Services data, users should navigate to the inquiry pages.



Grant Budget Inquire• BOR Menus > BOR Budget Prep > BOR Budget

Prep Inquire– The Project/Grant, Personal Services, Fringes and

Non-Personal Services (all Versions and Budget Periods) may be viewed on the Budget Prep Inquire pages.



Budget Prep Reports• BOR Menus > BOR Budget Prep > Budget Prep

Reports– The following reports are no longer applicable and

have been removed from the reports menu:• All Institutions Schedule• Position Pool Update Report



Budget Prep Reports (continued)• BOR Menus, BOR Budget Prep, Budget Prep Reports,

Schedule G1– The Budget Prep Schedule G1 report has been modified to

contain totals for the Proposed Salary column for all sort options.

– Previously, the Proposed Salary column only contained totals when sorted by Account Code.

– This report has been modified to identify split-funded positions with a single asterisk (*) and positions with alternate begin/end dates with a double asterisk (**). The report was also modified to display identifier reasons at the bottom of the page, when applicable.



Budget Prep Reports (continued)• BOR Menus, BOR Budget Prep, Budget Prep

Reports, Schedule G– The Schedule G page has been modified to

prevent a leading blank page from being created when selecting to run the report by specified Fund Code(s).

– Previously, a blank first page was being printed when this report was run by specified Fund Code(s).



Budget Prep Reports (continued)– Schedule C, C1, D and D1 reports are modified to show a Class

Code range of 16000-16999 for Fund Code 50000.

– Schedule D and D1 reports are modified to list MRR funds separately.

Prior to modification, the following was shown: • Schedule C Report only had Class 16000• Schedule C1 did not have Class 16500• Schedule D MMR funds were under the “Classes Not Categorized” line

for Programs Not Categorized• Schedule D-1 MMR funds for Fund Code 50000 listed under Programs

Not Categorized and “Other$”



Budget Processing Change• The BORBU8F1 process previously performed two

functions, the Build Financials and Export Financials processes. In some instances data became out of sync between the PS_BUD_AGGDET_BOR and the PS_BUD_JRNLBLD_BOR tables when the BORBU8F1 process performed the delete routine preparing the tables for population during the build process.

• To correct this issue and introduce new functionality enabling users the ability to identify and exclude inactive Department and Fund Codes, two new processes and a new PDF report have been created.



Budget Processing Change (continued)

• BOR Menus > BOR Budget Prep > BOR Budget Prep Processing > Build Financials– The Build Financials BORBUILD run control page has been

modified to remove the “Create Table?” Checkbox from the page. The check box did not result in any change in the output of the process.

– A modification was made to change how the process deletes data from the PS_BUD_JRNLBLD_BOR table so it performs the same delete as the PS_BUD_AGGDET_BOR. This will keep the table changes in sync with each other as additions/ changes/deletions are made to the budget tables.






• BOR Menus > BOR Budget Prep > BOR Budget Prep Processing > Export Financials– The Export Financials BORBUEXP run control page

was modified to include check boxes enabling users to identify and exclude inactive Department and Fund Codes from the PS_BUD_JRNLBLD_BOR table when exporting the journals back into PS Financials.



1. If both boxes are unchecked – nothing will be processed.2. If both boxes are checked – the Export will process and exclude Inactive Department/Fund Codes.3. If the Export Budget Journal to Financials box is checked off and the Create Report check box is checked

on – only a report will be generated for the Inactive Department/Fund Codes.4. If the Exclude Inactive Department/Fund Code and the Create Report check box is checked off – the

Export will process and include Inactive Department/Fund Codes.




• BOR Menus > BOR Budget Prep > Budget Prep Processing > HR/Payroll BP– This process has been modified to accept multiple earn codes with the

same account code distribution.– Prior to modification, each earn code required a unique account code

distribution, else the BORBU8HX file would ERROR out until corrected.

● Trace File shows error: Start ADPLd-JSplitFund /opt/psoft/fs890con/sqrBOR/borbu8hx.sqr: - SQL Statement = SQL Status = 1, SQL Error = ORA-00001: unique constraint (SYSADM.PS_BOR_ADPLD_REPRT) violated Error on line 56: (SQR 3301) Program stopped by user request. SQR for PeopleSoft: Program Aborting.



Change to EPBH011• Modification was made so that Action Date in

Job Data reflects the Effective Date of the Budget Load.

• Previously the Action Date was picked up from the employee’s prior Job Data row.


Future Enhancements Other Information



Future Enhancements• Schedule E is currently being modified so that

new account 516XXX is shown in the “Regular Faculty” category and 526000 is shown in the “Staff” category

• Schedule C1, D, G1, and G have been optimized and are in testing

• Build Financials and Finance Extract Processes have been optimized and are in testing.



Other Information• Budget Prep User Guide updates available on 4/1• Timing of load back to EV5 so that there are no conflicts with

Summer Faculty Job Data rows, is still being investigated• ITS is looking into providing tools through the ADP Reconciliation

portal to help in validating the Job Rows inserted into EV5.• Budget Prep Hands-On Work Session

– 4/4/2011: ITS Office, Athens– Classroom 105– 9:30 – 4:00– Designed for new or first time users that would like to load or work on

their budgets with ITS support.– No limit on the number of participants per institution, but we will be

utilizing the institution’s production data so only one person will be able to perform data entry



Support Requests• ADP Screen or Output:

– Submit a ticket to Shared Services• PSFIN Screen or Output:

– Submit a ticket to OIIT Helpdesk


Questions?

Budget Prep Overview March 17, 2011

Documents

budget prep exports

budget prep moduleq

budget prep files

budget prep moduleidentify

budget year

load budget information

new fy2011 budget

board of regents