UWINSITE FINANCE Planning and Budgeting System Training Date: March 5, 2018
UWINSITE FINANCEPlanning and Budgeting System
Training Date: March 5, 2018
WELCOME!
Welcome to the UWinsite Finance Course on the
Planning and Budgeting System
Today’s Trainer: Andrew Kuntz
Today’s Support: Marvin Wu
Participant Introductions
Participants, don’t forget to fill out your name tags!
ABOUT THIS COURSE
Description
This course will walk end users through an overview of the Planning and
Budgeting system and describe, through demonstrations, some of the key
system processes.
Audience
Finance Department
High Frequency Users
Duration
4 hours
AGENDA
Section 1: System Overview
Welcome and Objectives
UWinsite Finance at a Glance
Introducing Oracle PBCS
Process Changes
New/Enhanced Features
Users & Licensing
Converted Data
Looking Ahead
Section 2: System Navigation
Accessing PBCS
Navigating Forms
Understanding the Data
Smart View Overview
Section 3: Opex Demonstrations
Budget Adjustments
- Enter Adjustments (Transfers)
- Validating Changes
- Aggregating the Data
Budget Development
Section 4: Labour Demonstrations
View Salary Spending by Month
Review Hour & FTE Variances
Review Salary & Benefit Variances
Review FTE & Salary by Position
Section 5: Reporting & Analysis
Ad-hoc Analysis using Smart View
Financial Reports
Dashboards
LEARNING OBJECTIVES
Upon completion of this course, participants should be able to:
1. Understand what the PBCS system is and its key functionalities.
2. Sign in and navigate the Oracle PBCS to find Opex budget data or Labour
information of interest.
3. Perform a budget adjustment (previously known as a budget transfer).
4. Update your budget data during the budget development process.
5. Review detailed labour position data.
6. Access and more easily analyze budget data through MS Excel using the
Smart View feature.
7. Observe dashboards and run reports to review and present budget data in
a meaningful way.
BEFORE WE BEGIN
Cell Phones Parking LotQuestions
Access UWinsite Finance
Resource Library
HIGH LEVEL IMPACTS OF
BUDGETING WITH PBCS
Section 1: System Overview
UWINSITE FINANCE “SOLAR SYSTEM”
General Ledger
Projects (Research & Capital)
iExpenses
Accounts Payable
AR and Billings
“Self Service” Procure-
ment
Contracts and
Purchasing
Planning and
Budgeting
Reporting
• UWinsite Finance is a
grouping of “modules” that
operate independently but
work in harmony
• The General Ledger (GL)
is at the centre;
transactions flow through
modules to arrive at the
GL
• Security and access is
unique for each of the
“modules”
UNIVERSITY ORGANIZATIONAL CHART:
THE “BACKBONE” OF THE SYSTEM
The University’s Organizational Chart
maintained in HR’s “VIP” Software supports
UWinsite Finance:
Is the basis for the Chart of Accounts
Classifies user system access and security
Supports the budgeting and planning
process
Determines the workflow for budget
development process
INTRODUCING ORACLE PBCS
10
Oracle PBCS is a centralized planning, budgeting and forecasting solution
that integrates the financial and operating planning processes and
improves business predictability.
We will use Oracle PBCS to support:
• Budget development process
• Labour planning
• Forecasting and projecting
• Multi-year budgeting
• Scenario planning
• Data analyzing
• Year-end carryover processing
Oracle Planning & Budgeting Cloud Service (PBCS)
WHAT MODULES ARE IN UWINSITE PBCS?
Labour
•VIP to provide list of positions
•PBCS to calculate hours, FTEs, salaries and benefits
Opex
•COA segments: Fund, Dept, Prog, Proj, Acct, Class
•Line items: Base, Allocation In, Allocation Out
•On-going vs. One-time
Future:
Revenue & Enrolment
•Capacity for an additional PBCS module
•Currently facilitating Revenue/Enrolment planning in TM1.
SYSTEM INTEGRATIONS AND WORKFLOW
• The Oracle Planning and Budgeting Cloud System is a centralized system that will
streamline budget planning.
• The system integrates Workforce and Operational Planning in a real-time updated
web or Microsoft Office-based environment, making it accessible and user-friendly.
SIGNIFICANT PROCESS CHANGES WITH PBCS
Budgeting in J.D. Edwards
(Legacy)
Budgeting with Oracle PBCS
(New System)
Bu
dg
et
De
ve
lop
me
nt
Pro
ce
ss
-Mainly a top-down process
-Base discretionary budgets largely
unchanged from year to year
-Faculties/Departments hold large “pots” of
funds
-Bottom-up inputs with top-down thresholds
-Central controls in budget office
-Enhanced planning required
-Large “pots” of funds cannot build up
Bu
dg
et
Co
ntr
ols -Ledger-based system
-Balanced entries required (prevent control)
-Highly flexible
-Forecast-based system
-Monthly forecasting
-Central control/oversight into budget changes
(detect control)
Bu
dg
et
Ve
rifica
tio
n
Ch
ecks -Separate budget level of detail lines
-Roll-ups sometimes confusing
-High volume of budget transfers often
required to balance spend
-Budget against actual spending
-Encumbrance checking at higher level of
detail (Department level)
-Lower volume of budget transfers required
BUDGET DEVELOPMENT IN PBCS “AT A GLANCE”
Compile Institutional Opex
Budget
Budget Office
Calculate ECM & Transition Fund
Calculate Labour Budget
Faculties/ Departments
Submit Ongoing Expenditure Budget Requests
Senior Leadership
Institutional Analysis
Develop Institutional Revenue Budget
Provide Input into Tuition Revenue Budget
Determine University Investment Funds
Review, Approve, Present Final Budget to BoG
BUDGET CONTROLS AND ADJUSTMENTS
Budget is stored in a ledger in JDE and
budget transfers are performed via
budget entries directly in the GL
Adjustments to the budget will
be made via 'versions' in PBCS
Budgets Office will continue to support
campus and will review and verify all
budget adjustments before they are
pushed to the GL
BUDGET VERIFICATION CHECKS
(I.E. ENCUMBRANCE CHECKING)
High volume of
budget transfers
required
Campus budgets at a
granular level
Commitment checking
will occur at the
departmental level
(sum of all natural
accounts)
Speed up the PO,
Expense processing
Reduce the volume
of budget changes
required
Current
New
ENHANCED BUDGETING FEATURES
Budget Development
Forecasting
• Campus community empowered through
enhanced planning
• Clear planning for one time funds encouraged
• Direct link to VIP
• Opportunity for monthly forecasting
• Scenario planning encouraged
• Increased transparency for Faculties regarding
tuition income
Empowered and informed decision making
THE LABOUR MODULE:
SALARIES AND BENEFITS DETAILS
CurrentlyCampus members have limited information
about Salaries and Benefits for budgeting
Data automatically
pulled from source
through an integration
with VIP
Departments will
have significant detail
about salaries,
benefits and FTEs
TUITION REVENUE
CurrentlyBudgets developed based on grants and tuition
estimates calculated in a separate system
Data will be pulled
from TM1 as
required during
budget development.
Tuition budget based
on Institutional
Analysis calcs using
TM1 data.
ENHANCED VISIBILITY THROUGH DASHBOARDS
• Overview of key information
• Customizable
• Visualize faculty/departmental comparisons
• Trend or variance analysis
IMPROVED REPORTING AND ANALYZING
Oracle Smart View (SV)
• View, import, manipulate, distribute and share data in MS Excel
• Web-friendly or Excel Interface
• Fully integrated
• Great for ad-hoc Analysis
Oracle Financial Reporting
• Book-quality financial
management & reporting
• Certified financial reports
• Real-time and drill-down
analysis
OTHER KEY BENEFITS TO PBCS
• Monthly budgeting will result in enhanced forecasting
• Multi-year budget data for projections and scenario analysis
• Empowerment of campus budget users
• Increased transparency into budget development process
• Improved analytics and decision support
PBCS IS FOR BUDGET “SPECIALISTS”
50 licenses for Oracle PBCS available across the institution
Faculty and departmental administrative leads
Budgets Office
Institutional Analysis
Select Finance users
Budgeting function is now targeted to budget “specialists”
Financial education/experience
Decreased error checking
Better understanding of University environment
Budget Analysts are available to provide enhanced client services
WHAT DATA WAS CONVERTED TO PBCS?
• Opex Budget Data
2016/17 and 2017/18 Fiscal Years (through January 2018)
Initial Base Budget – now referred to as On Going Budget
Base Budget Transfers – now referred to as On Going Adjustments
One-time Budget Transfers – now referred to as One Time Adjustments
• Actual GL Data
Monthly amounts
2016/17 and 2017/18 Fiscal Years (through January 2018)
Interface to Oracle Cloud Financial now live updating actual data nightly
• Labour Position Data
Budget and Actual position data for 2017/18 Fiscal Year
Labour budget data currently under review/reconciliation
Labour actual data to be updated with VIP data monthly
LOOKING AHEAD
• 2018/19 Opex budget will be created in the traditional way and will be
loaded into PBCS similar to the prior 2 years
o Begin developing monthly budgets
• 2018/19 Labour budget calculations will be performed in the traditional way
as well as within PBCS in parallel
o We will reconcile and hedge for any gaps
• Focus in first year on development of meaningful PBCS data access tools:
i.e. forms, reports and dashboards
o Input from the campus PBCS users will be essential to this
development
• Begin process of migrating the Ancillary area budget development forward to
match timing of the University Operating budget
• Continuing PBCS “specialist” training
UNDERSTANDING HOW PBCS
WORKS
Section 2: System Navigation
ACCESSING PBCS
Security Roles
Every user is assigned security roles within PBCS that support the tasks required in their position.
Your security profile determines what you can see and what you can do.
Launch a web browser (Firefox is preferred). The PBCS direct URL is:
https://planning-uwinpbcs.pbcs.ca2.oraclecloud.com/workspace -OR-
Navigate to www.uwindsor.ca/uwinsitefinance and click the link below...
1
Select Company Sign In
Then enter your UWinID and Password2
To navigate back to the
home page at any time,
click on the Home icon.
To access additional
functionality on the
Navigator page, click the
horizontal bars next to
the Oracle logo.
Once logged in, the System Workspace screen appears with the Home page. The Home
page provides a starting point for you and a launching point for Workspace functionality.
HOME PAGE – NAVIGATOR
• Your administrator can provide
announcements.
• See your open tasks for the day.
• View your recent history:
recently opened forms or
dashboards
• Return to your frequently used
forms or reports by tagging them
as a Favorite.
The Announcements panel on the left side of the Home page helps to orient you.
HOME PAGE – ANNOUNCEMENTS
The right hand side of the Home page presents multiple menus to interact with your
planning application. Menu Description
Dashboards High level views of information. Useful area where you
can create some high-level graphical and grid views to change and save data
Tasks Lists of actions that users can follow. Admins setup task
lists to guide users through the planning and budgeting process.
Data Web forms. Admins design forms as containers for data
collection, adjustments of drivers, or simple displays of information.
Rules Business rules launch specific calculations that can be applied to forms and/or executed by administrators
Approvals Admins can approve, track, and control the planning process via the approval chain
Reports View reports which dynamically summarize data within the application
Application View overall application statistics, load data and metadata,
view back-end jobs in the job console, scheduling capabilities, sandbox and valid intersection management
Tools Overall app settings for number formatting, approvals, notifications, data/time display and aliases.
Academy Self-guided learning with tips, tricks, best practices, tutorial videos, and links to PBCS documentation
HOME PAGE – MENU OVERVIEW
SETTING UP USER PREFERENCES
Open the navigator and select
Preferences1
2
Enter the email id and
set the following details
• Task list
Notification = Yes
• Approvals
Notification =Yes
• Job Console
Notification =Yes
• Set Member Name:
Alias
3 Click Save
SETTING UP USER PREFERENCES (CONT’D)
Click on the tab Display
Options
5
4
Set the following options:
• Thousands Separator =
Comma
• Decimal Separator = Dot
• Negative Sign = Prefixed
Minus
• Negative Color = Red
• Upload a User Image
6 Click Save
ACCESSING FORMS
From the Home page or navigator, select the Data option
2
1
Drill down through the selections until you reach the folder you wish to access
Once selected, the form will appear in a new view. Forms allow input into any
white cell while grey cells are locked.
3
CHANGING THE POINT-OF-VIEW
The Point-Of-View (POV) is at the top of each
form.
Click each dimension within the POV to select
members. Click >> to see more.
Complete the selection
by clicking on the right
arrow.
1
2
Running a Menu :
To run a menu, right
click on a cell.
Menu Options include:
• Insert New Line Item for Adjustment
• Delete Line Item
• Provide Comments to cell
• Add Supporting Details
• Lock/Unlock Cells before spreading
• Launch Business Rules
ACTIVATING A MENU
SHORT CUT KEYS
Key Combo Result
EnterEnters a value and moves the cursor to the cell below the current cell.
TabEnters a value and moves the cursor to the next cell in the row.
Shift+TabEnters a value and moves the cursor to the previous value.
Esc Cancels a value and restores the previous value.
Ctrl+Z Cancels a value and restores the previous value.
Ctrl+C Copies the selected range of cells to the clipboard.
Ctrl+X Cuts the selected range of cells.
Ctrl+V Pastes content from the clipboard.
Familiar Buttons and Short Cuts
PBCS toolbar buttons, short cut keys and form data entry are similar to those of Microsoft Excel.
CELL DETAIL CUES
Cell Color/Cute Meaning
Blue Cell with Supporting Details
Brown Locked Cells
Yellow Modified Cell (Not Saved Yet)
Grey Read-Only Cells
Orange Cells Linked to a Validation Rule
Red Missing Content (Validation Checks)
Triangle in Corner Cell with a Comment or Attachment
In PBCS data is stored in “cubes” and can be accessed by selecting (or filtering) specific
Members of the various Dimensions.
The process of filtering the dimension members establishes a Point of View.
By changing the point of view a user can access their different Data Points.
UNDERSTANDING THE DATA
User Security
Users will only have access to select members of dimensions where they have authority. For example, the
Budget user in FAHSS will only be able to select the FAHSS members from the Department dimension.
Dimensions represent categories of data in the organization and allow users to enter
and slice their data to the database in a meaningful way.
Opex Dimensions: Account, Classification, Department, Fund, Line Item, Period, Program, Project,
Scenario, Type, Version, Years
Labour Dimensions: Account, Classification, Department, Fund, Period, Position, Program,
Scenario, Type, Version, Years
DIMENSIONS
Security Locks
Security locks specific users from accessing certain members within certain dimensions (e.g. Psychology
department staff are locked from editing Law Department data).
Members are elements that compose a dimension. You may think of them as
subcategories of information that further define how the data entered should be sliced.
For example, FAHSS is a member of the department dimension. May is a member of the
period dimension. FY16 is a member of the Year dimension.
MEMBERS
Period
Dimension
May
June
July
Year
Dimension
FY16
FY17
FY18
Department
Dimension
EDU
ENG
FAS
Some members may be organized into a Hierarchy.
For example, individual departments roll up to faculties which roll up into budget areas
within the Department hierarchy.
HIERARCHIES
Fund (F) Dept (D) Prog (P) Proj (J) Account Class (C)
F_01 D_2715 P_27150 J_000000 81410 C_000
Operating Budgets &
Financial
Services
Budgets &
Financial
Services
Default Admin Staff
–Full Time
Default
CHART OF ACCOUNT (COA) DIMENSIONS
LABOUR (VIP) DIMENSIONS
SCENARIO AND VERSION DIMENSIONS
Scenarios Description Eligible Versions
Budget Budget Development/
Initial Board Approved
Budget
Dev0, Dev1, Dev2, Dev3, Dev4,
Reclass, Final, Approved, Writeback
Adj Budget Active/In-year Budget Active, Approved, Writeback
Actual Actual Revenue and
Expenditures
Final
Commitments Open Commitments Final
Obligations Open Obligations Final
6M Forecast 6-month Forecast Active, Approved
9M Forecast 9-month Forecast Active, Approved
Smart View is a Microsoft Office Add-in that allows you to review, manipulate, distribute,
and share data from PBCS Planning in Excel
SMART VIEW OVERVIEW
Smart View forms are similar to PBCS data forms with the same dimension settings
and capabilities as PBCS data forms
INSTALLING SMART VIEW
Open the PBCS home page. In the top right corner, click the dropdown arrow beside your username and select Downloads.
1
From the Downloads Window, download
Smart View and Planning Extensions.
Follow the links to download from the Oracle
website.
2
SMART VIEW TOOLBAR BUTTONS
Button Button Name Description
Panel Opens the Smart View navigation pane.
ConnectionsOpens Connections Manager where you add, delete,
and edit data source connections.
FunctionsOpens the Function Builder screen that allows user to
build equation based get value equations.
Refresh Updates and refreshes data in the data fields.
Submit Data Saves data and updates the database.
CONFIGURING SMART VIEW
Open Excel and click on the
Smart View tab
Click on the Panel icon to
show the Smart View navigation
pane on the right hand side of
your window.
1
2
When prompted, click on Shared
Connections> Modify3
1
2
3
CONFIGURING SMART VIEW (CONT’D)
When Global Smart View options
opens, type in the url below.
Click OK to save.
https://planning-
uwinpbcs.pbcs.ca2.oracl
ecloud.com/workspace/
SmartViewProviders
Click on Company Sign In
4
5
Type in your UWinID and
Password. Click Login. 6
4
5 6
SMART VIEW NAVIGATION
Smart View Navigation Pane:
This acts much like the left hand
View Pane in PBCS. You may
access all folders and forms
through this pane.
Content Area: The
spreadsheet makes up
the content area within
Smart View where you
may input and change
data within forms.
Toolbar Area: Access options,
set up connections and perform
functions to data. POV: Displays Dimensions and
Members set for the form. You
may also change Members within
the POV.
SMART VIEW DISPLAY OPTIONS
Click on the Options button
under the Smart View tab 1
1
Under Member Options, select the following:
• Zoom In Level: Next Level
• Member Name Display: Member Name Only
• Indentation: None
• Ancestor Position: Top
2
2
SMART VIEW DISPLAY OPTIONS (CONT’D)
On the left sidebar, click on Data
Options3
3
Under Data Options, uncheck the
options:
• No Data / Missing
• Zero
• No Access
• Navigate Without Data
• Suppress Missing Blocks
Clear the #NoData/Missing Label
4
4
SMART VIEW DISPLAY OPTIONS (CONT’D)
On the left sidebar, click on
Formatting55
Under Formatting, check the
options:
• Use Cell Styles
6
6
7
Click on the arrow next to OK
and select Save as Default
Options
7
OPENING UP FORMS
Close Other Excel Files When Using Smart View
Closing other Excel files or opening a new instance of Excel to open a form in will avoid Smart View opening in
an existing workbook.
Option 2: Right click on the form
you would like to open in the
Smart View navigation pane.
Select Open Form.
Option 1: Select the form you
would like to open in the Smart
View navigation pane. Hit Open
Form at the bottom of the
navigation pane.
ENTERING AND SUBMITTING DATA
Excel Functionality: Because
Smart View opens up in Excel,
you may treat the cells as you
would normally in Excel, including
using Excel functions.
Submit Data: Submits data to the
PBCS Planning data base and
syncs.
MAKING CHANGES TO THE
OPERATING BUDGET IN PBCS
Section 3: Opex Demonstration
EXERCISE: BUDGET ADJUSTMENTS
Objective: To review the departmental budget and make adjustments:
1. Open the navigator and select “Data”
2. Navigate to Forms > Expense Planning > 03 Budget Adjustment > 3.1
General Input
3. Open “3.10 Input Budget Adjustments” and then change the POV to your
selection (i.e. 01 fund, 1000 department, 10000 program and 000000
project) then click on Go
4. Right click on a row with an account and select “Insert New Line Item”
5. Right click on a row with the account you want to adjust and select “Insert
New Line Item”
6. Input a budget amount into the new line
7. Click Save
LOCATING ADJUSTMENT BUDGET PLANNING
FORMS
03 Budget Adjustments: All forms for
Budget Adjustment Planning are located in
the 01 Budget Development folder, located
under Forms> Expense Planning> 3
Budget Adjustments
3.10 INPUT BUDGET ADJUSTMENTS
The purpose of this form is to allow users to input their budget adjustments. Planners can
adjust by month for the Budget Year and should be able to add and remove line items.
1. Navigate to Forms > Expense Planning > 03 Budget Adjustments> 3.1 General Input
2. Select “3.10 Input Budget Adjustments”
INPUT ADJUSTMENT LINES
1. Select an
account: Right-click
any row with an
account
2. Insert new line
item: In the action
menu, click on
Insert New Line
Item.
New input lines can be added by running the rule “Insert New Line Item” from the action
menu.
INPUT ADJUSTMENT LINES
(CONT’D)
New input lines can be added by running the rule “Insert New Line Item” from the action
menu.
3. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
A new line should
be added to the
form
INPUT ADJUSTMENT LINES
(CONT’D)
New input lines can be added by running the rule “Insert New Line Item” from the action
menu.
4. Input line
amount: Click on
the new line and
type in an
adjustment amount
5. Click
Save
6. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
ADD COMMENTS TO ADJUSTMENT LINES
Comments can be added to each adjustment line by clicking on the “Comment” column.
1. Input Comment: Click on the
comment column of an adjustment
line. Type in a comment and click
save.
2. Click
Save
3. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
ADD COMMENTS TO CELLS
Adding Comments: To add a
comment to an individual adjustment
cell, right click on the updated data
field to prompt the Launch Menu.
Select Comments. Type your
comment and post. This is the same
process for adding comments to any
cell within forms.
Comments can be added to each cell by right-clicking and selecting comment.
EXERCISE: INPUT NEW ACCOUNT
ON THE ADJUSTMENT BUDGET
Objective: To add a line item on an account that is unused on the form
1. Open the navigator and select “Data”
2. Navigate to Forms > Expense Planning > 03 Budget Adjustment > 3.1
General Input
3. Open “3.10 Review and Input Expense Adjustments”
4. Change the POV to your selection (i.e. 01 fund, 1000 department, 10000
program and 000000 project) then click on Go
5. Right click on any column on the grid and select “Insert New Line Item”
6. In the member selection window, enter the new Account number and
Classification (i.e. “C_000”) then click on Launch
7. Look for the new line and then input a budget amount any of months
8. Click Save
OPEN ACCOUNT FOR INPUT
Unused accounts are hidden by default and do not show up on the form. To input to these
accounts, they must be added using the “Insert New Line Item” rule.
1. Right Click on a column
header
2. Insert new line item: In the action
menu, click on Insert New Line Item.
OPEN ACCOUNT FOR INPUT
(CONT’D)
3. Enter a
classification and
account: Type in the
member or select it
using member
selection button on
the right
4. Click Launch
Unused accounts are hidden by default and do not show up on the form. To input to these
accounts, they must be added using the “Insert New Line Item” rule.
OPEN ACCOUNT FOR INPUT
(CONT’D)
Unused accounts are hidden by default and do not show up on the form. To input to these
accounts, they must be added using the “Insert New Line Item” rule.
5. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
The new account should be visible on the form as
Line 1
EXERCISE: DELETE LINE FROM
THE ADJUSTMENT BUDGET
Objective: To review the departmental budget and delete an adjustment
1. Open the navigator and select “Data”
2. Navigate to Forms > Expense Planning > 03 Budget Adjustment > 3.1
General Input
3. Open “3.10 Input Budget Adjustments” and then change the POV to your
selection (i.e. 01 fund, 1000 department, 10000 program and 000000
project) then click on Go
4. Choose an adjustment line to delete. If there is any data within the line,
clear the amounts and comments first and click Save
5. Right click on the row to delete and select “Delete Line Item”
6. Click Save to aggregate the new totals
DELETE ADJUSTMENT LINES
1. Select a row with
an adjustment line.
Make sure that the
line does not contain
data, otherwise clear
the data and click
save.
2. Delete line item: In
the action menu, click
on Delete Line Item.
Input lines can be deleted by running the rule “Insert New Line Item” from the action menu.
Before running this rule, make sure that all data in the adjustment line is cleared and saved.
3. Click OK: If the rule runs
successfully, click OK in the
prompt window
Input lines can be deleted by running the rule “Insert New Line Item” from the action menu.
Before running this rule, make sure that all data in the adjustment line is cleared and saved.
DELETE ADJUSTMENT LINES
(CONT’D)
EXERCISE: VALIDATE CHANGES
Objective: To validate departmental changes and provide commentaries:
1. Open the navigator and select “Data”
2. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1
General Input
3. Select “3.11 Review and Enter Budget Adjustment Commentaries” and
then change the POV to your selection (i.e. 01 fund, 1000 department,
10000 program and 000000 project) then click on Go
4. Validate all adjustments and enter text justifications into the Comment
column
5. Click on Save
3.11 REVIEW AND ENTER COMMENTARIES
The purpose of this form is to allow users to add and view comments on their adjustments
to the budget
1. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1 General
Input
2. Select “3.11 Review and Enter Budget Adjustment Commentaries”
3. Validate all adjustments and enter text justifications into the Comment column and
click on Save
EXERCISE: AGGREGATE THE DATA
Objective: To validate departmental changes and provide commentaries:
1. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1
General Input
2. Select “3.12 Dept/Prog Budget Variance Review” and change the POV to
your selection (i.e. 01 fund, 1000 department, 10000 program and 000000
project) then click on Go
3. Review the variances
4. Click on Save to run the Aggregation process
3.12 BUDGET VARIANCE REVIEW
The purpose of this form is to review the variances by Dept/Prog and run the Aggregation
process
1. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1 General
Input
2. Select “3.12 Dept/Prog Budget Variance Review”
3. Review the form data and click Save to run the Aggregation process
4.
EXERCISE: BUDGET DEVELOPMENT
Objective: To validate departmental changes and provide commentaries:
1. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1
General Input
2. Select “3.12 Dept/Prog Budget Variance Review” and change the POV to
your selection (i.e. 01 fund, 1000 department, 10000 program and 000000
project) then click on Go
3. Review the variances
4. Click on Save to run the Aggregation process
LOCATING BUDGET PLANNING FORMS
01 Budget Development: All forms for
Budget Planning are located in the 01
Budget Development folder, located under
Forms> Expense Planning> 01 Budget
Development
1.10 REVIEW AND INPUT EXPENSE
ADJUSTMENTS
The purpose of this form is to allow users to input their budget adjustments. Planners can
adjust by month for the Budget Year and should be able to add and remove line items.
1. Navigate to Forms > Expense Planning > 01 Budget Development > 1.1 General
Input
2. Select “1.10 Review and Input Expense Adjustments”
INPUT ADJUSTMENT LINES
1. Select an
account: Right-click
any row with an
account
2. Insert new line item: In the action
menu, click on Insert New Line Item.
New input lines can be added by running the rule “Insert New Line Item” from the action
menu.
INPUT ADJUSTMENT LINES
(CONT’D)
New input lines can be added by running the rule “Insert New Line Item” from the action
menu.
3. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
A new line should
be added to the
form
INPUT ADJUSTMENT LINES
(CONT’D)
New input lines can be added by running the rule “Insert New Line Item” from the action
menu.
4. Input line
amount: Click on
the new line and
type in an
adjustment amount
4. Click
Save5. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
OPEN ACCOUNT FOR INPUT
Unused accounts are hidden by default and do not show up on the form. To input to these
accounts, they must be added using the “Insert New Line Item” rule.
1. Right Click on a column
header
2. Insert new line item: In the action
menu, click on Insert New Line Item.
OPEN ACCOUNT FOR INPUT
(CONT’D)
3. Enter a
classification and
account: Type in the
member or select it
using member
selection button on
the right
4. Click Launch
Unused accounts are hidden by default and do not show up on the form. To input to these
accounts, they must be added using the “Insert New Line Item” rule.
OPEN ACCOUNT FOR INPUT
(CONT’D)
Unused accounts are hidden by default and do not show up on the form. To input to these
accounts, they must be added using the “Insert New Line Item” rule.
5. Click OK: If the
rule runs
successfully, click
OK in the prompt
window
The new account should be visible on the form as
Line 1
DELETE ADJUSTMENT LINES
1. Select a row with
an adjustment line.
Make sure that the
line does not contain
data, otherwise clear
the data and click
save.
2. Delete line item: In
the action menu, click
on Delete Line Item.
Input lines can be deleted by running the rule “Insert New Line Item” from the action menu.
Before running this rule, make sure that all data in the adjustment line is cleared and saved.
3. Click OK: If the rule runs
successfully, click OK in the
prompt window
Input lines can be deleted by running the rule “Insert New Line Item” from the action menu.
Before running this rule, make sure that all data in the adjustment line is cleared and saved.
DELETE ADJUSTMENT LINES
(CONT’D)
1.11 REVIEW AND ENTER COMMENTARIES
The purpose of this form is to allow users to add and view comments on their adjustments
to the budget
1. Navigate to Forms > Expense Planning > 01 Budget Development > 1.1 General
Input
2. Select “1.11 Review and Enter Adjustment Commentaries”
1.12 REVIEW CHANGES IN DEPT/PROG/PROJ
The purpose of this form is to allow users to add and view comments on their adjustments
to the budget
1. Navigate to Forms > Expense Planning > 01 Budget Development > 1.1 General
Input
2. Select “1.12 Review Changes in Dept/Prog/Proj”
3. Review the form data and click Save to run aggregation.
USE PBCS TO REVIEW
LABOUR DATA
Section 4: Labour Demonstration
EXERCISE: REVIEW EXISTING POSITIONS
Objective: To review existing position labour account, statistics and position
details:
1. Open the navigator and select “Data”
2. Navigate to Forms > Labour Planning > 05 Reporting
3. Select the following forms to review labour data:
1. 5.01 Actual Monthly Salaries, Benefits, Hours and FTEs
2. 5.02 Hours and FTE Budget to Actual Variance
3. 5.03 Salaries & Benefits Budget to Actual Variance
4. 5.07 Salary Variance Report
4. Review and interpret the data you are observing
5.01 ACTUAL MONTHLY SALARIES, HOURS, FTES
The purpose of this form is to allow users to review labour account details by month.
1. Navigate to Forms > Labour Planning > 05 Reports
2. Select “5.01 Actual Monthly Salaries, Hours and FTEs”
5.02 HOURS & FTE BUDGET TO ACTUAL VARIANCE
The purpose of this form is to allow users to review FTE and hour variance to budget.
1. Navigate to Forms > Labour Planning > 05 Reports
2. Select “5.02 Hours and FTE Budget to Actual Variance”
5.03 SALARIES AND BENEFITS BUDGET TO
ACTUAL VARIANCE
The purpose of this form is to allow users to review labour account variance to budget.
1. Navigate to Forms > Labour Planning > 05 Reports
2. Select “5.03 Salaries and Benefits Budget to Actual Variance”
5.07 POSITION VARIANCE REPORT
The purpose of this form is to allow users to review individual position FTE and salary
variance details.
Confidentiality note:
Review the Position Variance Report
for your specific Department/Program
1. Navigate to Forms > Labour Planning > 05 Reports
2. Select “5.07 Position Variance Report”
INTERPRETING, ANALYZING
AND PRESENTING BUDGET
DATA
Section 5: Reporting & Analysis
EXERCISE: SMART VIEW FOR AD-HOC ANALYSIS
Objective: To perform ad hoc analysis with the Income Statement
Summary using Smart View:
1. Open a new sheet in Excel
2. Select the Smart View Tab and click on Panel
3. Click on Shared Connections
4. Select Company Sign In and login with your uWinID and password
5. In the dropdown, select EPM Cloud
6. Open UWINPLAN > Forms > Expense Planning > 05 Reporting >
5.01 Income Statement
7. In the Planning Ad Hoc Tab, click on Analyze
8. Click on an account row and choose Zoom In or Zoom Out under the
Planning Ad Hoc Tab to drill through
9. Use the ad hoc grid to move data and perform calculations as you
would in Excel
SMART VIEW FOR AD-HOC ANALYSIS
Open Excel and click on the
Smart View tab
Click on the Panel icon to
show the Smart View navigation
pane on the right hand side of
your window.
1
2
When prompted, click on Shared
Connections3
1
2
3
SMART VIEW FOR AD-HOC ANALYSIS (CONT’D)
Click on Company Sign In
5
Type in your UWinID and
Password. Click Login. 6
7 Open UWINPLAN > Forms > 05
Reporting > 5.01 Income
Statement
SMART VIEW FOR AD-HOC ANALYSIS (CONT’D)
Click on Analyze8
SMART VIEW FOR AD-HOC ANALYSIS (CONT’D)
Scroll down to INCST. Select it with your cursor
and then click Keep Only. This will remove all
other accounts from the grid other than INCST.
9Scroll back to the top. Select INCST. If
you wish to see more levels, click Zoom
In. Zoom in will show all accounts
below the level that is selected.
10
EXERCISE: VIEWING REPORTS
Objective: To view and analyze reports:
1. Login to PBCS
2. Open the Navigator and select Reports
3. Expand the Budget Reports Folder
4. For 101 Operating Budget by Accounts, choose the HTML option on
the right under Actions
5. Select the dimension members that you wish to view under your
department and program and click Continue
6. Review the report
FINANCIAL REPORTS
Open the navigator and select
Reports1
Expand the folders to Budget Reports > 101
Operating Budget by Accounts and click on
the HTML option
2
Select the
dimension
members that you
wish to view and
click Continue
3
FINANCIAL REPORTS (CONT’D)
Click the arrow next to each
account to drill down
4
EXERCISE: REVIEW DASHBOARDS
Objective: To analyze data using dashboards:
1. Login to PBCS
2. Open the navigator and select Dashboards
3. Click on the dashboard 1.00 External Expenses and Revenue
4. In the POV menu at the top, use the dropdowns to select the
appropriate Scenario, Version, Year, and Department
5. Review the data within each dashboard component
DASHBOARDS
Open the navigator and select
Dashboards1
Click on the dashboard 1.01 Budget Development Expenses by Area2
DASHBOARDS (CONT’D)
Verify the Point of View3
QUESTIONS
Thank You!
HELP STRATEGIES – HIGH FREQUENCY USERS
108
• Attend training
• Review online resources at uwindsor.ca/uwinsitefinance
• Handbook, Simulations, Videos, User Guides, Quick
Reference Sheets, etc.
• Connect with the UWinsite Finance Support Taskforce
• Phone: 519-253-3000 ext. 5385
• In-person: On-site support schedule will be available at
uwindsor.ca/uwinsitefinance
• Take advantage of the UWin Self-Service Client Portal at
uwindsor.ca/help
• Submit a support ticket through the Services section
• NOTE: Questions and tickets will be addressed by a member of
the UWinsite Finance Team