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Enterprise Planning and Budgeting 9.0 Created on 2/4/2010 9:42:00 AM

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Training Guide Enterprise Planning and Budgeting 9.0

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Table of Contents Enterprise Planning and Budgeting 9.0 ........................................................................1

Budgeting Overview .............................................................................................................. 1 Understanding Planning and Budgeting Processes ............................................................................. 1 Understanding Budgeting Roles ........................................................................................................ 5 Understanding Budgeting Integrations .............................................................................................. 8 Exporting Data to General Ledger ................................................................................................... 10 Exporting Data to HRMS ................................................................................................................ 18

Designing the Planning Model ............................................................................................ 26 Defining a Planning Model ............................................................................................................. 27 Assigning an Activity Group to a Model ......................................................................................... 29 Assigning a Scenario Group to a Model .......................................................................................... 40 Defining Activity Scenario Combinations ....................................................................................... 44 Defining Multicurrency Options ..................................................................................................... 65 Entering Notes for a Planning Model .............................................................................................. 69 Copying a Planning Model.............................................................................................................. 72 Validating the Planning Model ........................................................................................................ 76 Staging a Scenario and Activity ...................................................................................................... 83 Using the Model Manager ............................................................................................................... 90 Releasing the Planning Model ......................................................................................................... 91

Using Flexible Formulas ..................................................................................................... 96 Understanding Flexible Formulas.................................................................................................... 97 Defining a Flexible Formula Source .............................................................................................. 100 Defining a Flexible Formula ......................................................................................................... 105 Defining a Flexible Formula with a New Source ........................................................................... 109 Defining a Flexible Formula Using the IF Function ....................................................................... 118 Staging a Flexible Formula ........................................................................................................... 127 Updating a Flexible Formula ......................................................................................................... 133

Updating the Planning Model ........................................................................................... 137 Copying the ACE Model .............................................................................................................. 137 Running Model Recalculations ..................................................................................................... 143 Running Combination Data Validation .......................................................................................... 149 Updating Driver Parameters .......................................................................................................... 155

Using the Planning Workspace ......................................................................................... 161 Understanding the Planning Workspace ........................................................................................ 162 Understanding Work Items and Versions ...................................................................................... 165 Creating a Worksheet Version ...................................................................................................... 168 Locking Planning and Budgeting Activities ................................................................................... 173 Unlocking Planning and Budgeting Activities ............................................................................... 176 Setting User Preferences ............................................................................................................... 180 Sending Email to Planning and Budgeting Users ........................................................................... 182 Attaching Documentation and Guidelines ..................................................................................... 185 Submitting Plans and Budgets ....................................................................................................... 191 Rejecting Plans and Budgets ......................................................................................................... 195 Approving Plans and Budgets ....................................................................................................... 199

Using Line Item Activities ................................................................................................. 203 Understanding Line Item Budgeting .............................................................................................. 204 Entering a Line Item Amount Using Methods ............................................................................... 212 Entering a Line Item Amount Using Hot Keys .............................................................................. 219 Adjusting Line Items .................................................................................................................... 227

Training Guide

Enterprise Planning and Budgeting 9.0

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Reviewing Line Item Data with Variance Analysis ........................................................................ 234 Reviewing Line Item Data with Version Analysis .......................................................................... 239 Submitting Line Item Activities ..................................................................................................... 244 Using the Spreadsheet Add-In ....................................................................................................... 248

Using Mass Adjustments and Allocations ......................................................................... 260 Defining Mass Adjustments ........................................................................................................... 261 Applying Mass Adjustments .......................................................................................................... 268 Defining Allocations ..................................................................................................................... 277 Applying Allocations .................................................................................................................... 287

Using Position Budgeting ................................................................................................... 291 Understanding Position Budgeting ................................................................................................. 292 Adding Positions ........................................................................................................................... 296 Copying Positions ......................................................................................................................... 306 Distributing Position Costs ............................................................................................................ 313 Filling Positions ............................................................................................................................ 322 Terminating Positions.................................................................................................................... 327 Deleting Positions ......................................................................................................................... 334 Applying Compensation Adjustments ............................................................................................ 340 Performing Position Budgeting Analysis........................................................................................ 350

Using Asset Budgeting ....................................................................................................... 353 Understanding Asset Budgeting ..................................................................................................... 354 Viewing In-Service Assets ............................................................................................................ 356 Adding an Asset ............................................................................................................................ 363 Editing an Asset ............................................................................................................................ 371 Performing Asset Analysis ............................................................................................................ 376

Running Reports ................................................................................................................ 384 Running EPM Reports................................................................................................................... 385


Page 1

Enterprise Planning and Budgeting 9.0 A budget is at the foundation of your organization’s operations. Each organization goes through

deliberations that result in an approved budget. In a typical organization, budgeting is also an iterative process expenses and revenue estimates are reevaluated, start and end date are changed,

and objectives are modified. PeopleSoft Planning and Budgeting accommodates these changes so

that you can modify your budget plan and update your database tables.

By the end of this course, you will be able to:

• Define planning and budgeting • Explain the budgeting integrations at a high level.

• Design a planning model.

• Use flexible formulas.

• Update a planning model. • Use the planning workspace.

• Use line item activities.

• Use mass adjustments and allocations. • Use position budgeting.

• Use asset budgeting.

• Run EPM reports.

Budgeting Overview

PeopleSoft Planning and Budgeting provides an interactive solution in which role-based access

over the internet and intranet is available for every planning and budgeting participant. Planning and Budgeting is part of the Strategic Planning and Performance Management business process

that creates forecasts and tests assumptions and scenarios. You design strategic plans to create

target operational line item budgets. Plans and budgets are reviewed, approved, or rejected.

Upon completion of this lesson, you will be able to:

• Define planning and budgeting processes.

• Define budgeting roles. • Define budgeting integrations.

• Export data to General Ledger.

• Export date to HRMS.

Understanding Planning and Budgeting Processes PeopleSoft Planning and Budgeting is an analytic application that enables you to use historical

and current data to develop a budget model. You can use this model to analyze budget figures and

to create a yearly or multi-year budget or forecast.

In this topic, you will learn about Planning and Budgeting processes.

Procedure

Training Guide


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Step Action

1. PeopleSoft Planning and Budgeting is an analytic application that enables you to:

• Access historical and current data.

• Analyze the data. • Create a budget plan for the future.


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Step Action

2. Planning and Budgeting guides you through defining plan and budget objectives, accessing historical and actual data, developing a base budget, accessing data,

preparing and refining plans and budgets, reviewing a plan or budget, posting and

reporting results, and monitoring progress.

Training Guide


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Step Action

3. The Budgeting component provides for top-down planning as well as bottom-up

budgeting. Developing a budget can be a resource-intensive, highly iterative process

that can produce less than useful results. PeopleSoft Budgeting provides intuitive tools for maintaining forecasts and creating what-if scenarios to determine the

effects business decisions will have on your entire organization.

4. The typical budgeting process may take up to six months from inception to

completion. During the budgeting process there are several milestones that are completed, including the development of budget objectives, which requires the

organization to state what it wants to achieve, and how much budget will be required

to achieve those objectives.

5. Before the budget is developed, it is necessary to obtain historical or current budget information. This provides the budget preparer with valuable data on what has

happened in the recent past. New budget figures can be based on actual expenditures

from the year before or on the current year's budget. The historical analysis assists

the budget preparer in preparing a realistic budget for the upcoming fiscal year.


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Step Action

6. You can also call this the "budget flow" or "budgeting review process." After all of the historical analyses are defined, the organization can build a base budget, which

serves as the original (or seeded) budget during the budget preparation process. Now

the budget preparers across the organization can enter their revenues and expenditures, which are ultimately submitted through the departments and divisions.

7. Management has the chance to review the budget and reject it if necessary. If a

budget is rejected, the budget preparer can rework the budget numbers and resubmit

the budget. After the budget is reviewed, it is posted and reports can be generated

and disseminated to the appropriate individuals.

8. When using planning targets with bottom up budgets, you can only use top-down

plans that use annual scenarios (one period year). When the period is greater than

one within a fiscal year, the top down periods are not aggregated. Therefore, when

using the top down plan with bottom up budgets as part of a planning target, the top down plans must have annual scenarios. If you are not using top down plans as

planning targets for bottom up budgets, you can use any calendar period.

9. This concludes the Understanding the Planning and Budgeting Business Processes

topic.

End of Procedure.

Understanding Budgeting Roles PeopleSoft Planning and Budgeting uses roles to configure security and control which users have

access to perform budgeting tasks. The security settings can be modified at any time to reflect the changes in your organization’s budgeting procedures.

Training Guide


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In this topic, you will learn about budgeting roles.

Procedure

Step Action

1. The user profile (user ID) controls which budget functions the budget user can complete. Attached to the user profile is the budget role, which can perform specific

budgeting activities. Attached to the budget role are the permission lists, which

allows access to functions contained within specific pages.

2. Enterprise Planning and Budgeting is delivered with six predefined user roles:

casual preparer, preparer, reviewer, analyst, coordinator, and system administrator. These user roles can be modified to accommodate your unique business model.

3. The Casual Preparer performs line item, asset and position budgeting. The casual

preparer is not able to define own private views for line item budgeting.

4. The Preparer enters line item budgets, asset, and position budget amounts.

Generally doesn't perform allocations or analysis.

5. The Reviewer reviews submitted budgets for a budget center.

6. The Analyst develops budget parameters and guidelines, builds budget models, and

coordinates the overall budget process for the organization.

7. The Coordinator creates budget parameters and guidelines, builds the budget

model, and coordinates the overall budget process for the organization.


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Step Action

8. The System Administrator monitors user security. The System administrator also adds and removes users from the Planning and Budgeting role access.

9. You can assign these six roles to any user ID that your organization deems

necessary. Each of the user roles must be assigned a business unit, budgeting

activity, and budget

center.

10. It is not necessary to define every budget user role; you must define a coordinator (required to run the Model Recalculation process) and a preparer/casual preparer,

but you don't have to use the other roles.

11. Roles give access to permission lists, business units, budget activities, and budget

centers.

Permission lists give access to menu’s, components, pages, and actions.

Step Action

12. An example of the planning and budgeting responsibilities are shown in this

diagram. These responsibilities are defined solely by each organization and can

accommodate any type and size of organization.

13. The budget coordinator maintains the most control over the budgeting process in this example. The budget coordinator sets up the system, imports and exports the

data to the PeopleSoft Financials and HRMS databases, and publishes the budget

model.

Training Guide


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Step Action

14. The budget preparer is the individual or individuals that reside at the departmental

level and actually prepare the budget for their department. Once the budget

preparers are finished with their pieces of the budget, they submit the budget to the budget reviewer or budget analyst, depending on the complexity of the organization.

Step Action

15. This diagram represents the Budget Role Hierarchy. Each budget role has a budget

center and budget activities attached to it. Budget activities include Asset Budgeting, Line Item Budgeting, Line Item Mass Adjustments, and Position Budgeting.

Planning centers are made available to budget users once the budget model is

published.

16. This concludes the understanding budgeting roles topic.

End of Procedure.

Understanding Budgeting Integrations PeopleSoft Budgeting is designed to integrate with several PeopleSoft applications as well as non-PeopleSoft applications. Integration enables you to access information from these

applications to be used in your budget scenarios.

PeopleSoft Planning and Budgeting integrates with the following PeopleSoft applications: • General Ledger

• Asset Management

• Business Planning


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• Projects • Human Resource Management

In this topic, you will learn about budgeting integrations.

Procedure

Step Action

1. This diagram illustrates how PeopleSoft Planning and Budgeting integrates with other PeopleSoft applications

2. Ascential DataStage 7.5 is the application that is used to extract, load, and transform

(ETL) data from the PeopleSoft applications into the EPM database. The ETL

process starts by scheduling and running DataStage jobs so that the analytical data

from the source systems is extracted and moved to the Operational Warehouse – Staging (OWS) layer of the Performance Management Warehouse (PMW). After the

analytical applications complete their jobs, ETL copies the data into the Operational

Warehouse – Enriched (OWE) layer of the PMW to further enrich the data.

3. Multidimensional modeling is further achieved using the PeopleSoft ACE

4. Planning and Budgeting does not require the use of data marts.

Training Guide


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Step Action

5. Once the PeopleSoft Financials and HRMS data is transferred to the EPM database,

you are then able to build and publish your budget model. PeopleSoft Budgeting

uses PeopleSoft Financials actuals ledger data, standard budget ledger, project ledger, and commitment control budget ledger for use as seed information during the

budgeting process. PeopleSoft Budgeting uses PeopleSoft HRMS data from the job

and compensation tables. PeopleSoft Budgeting can also export data back to

PeopleSoft HRMS and PeopleSoft Financials.

6. This concludes the Budgeting Integrations topic.

End of Procedure.

Exporting Data to General Ledger After you complete the budget, you can export the data from the budgeting model into staging tables in a specified database. The Export to General Ledger Budgeting Data process

(BPEXPORT) is a PeopleSoft Application Engine process that extracts budgeting model data into

PS_BP_LEDGER_BDEXP in the PeopleSoft EPM database or PeopleSoft Financial Management database. Based on the request parameters that you define, the system exports data

located in the Master budget version at the time of the export.

In this topic, you will export planning and budgeting data to Enterprise General Ledger.

Procedure


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Step Action

1. Begin by navigating to the Export to General Ledger page.

Click the Planning and Budgeting link.

2. Click the Data Integration link.

Step Action

3. Click the Export to General Ledger link.

Training Guide


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Step Action

4. You can run this process by searching for an existing Run Control ID or you can

add a new value. Creating a Run Control ID that is relevant to the process may help

you remember it for future use.

Click the Add a New Value tab.


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Step Action

5. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the

background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter

"EXPORT_GL".

6. Click the Add button.

7. Use the Export to General Ledger page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when the process is run.

Training Guide


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Step Action

8. Enter the desired information into the Description field. Enter "Export budget

data".

9. Click in the Business Unit field.

10. A Business Unit is an identification code that represents a high-level organization of

business information. Valid values depend on the business units associated with

planning models. A planning model can be associated with only one business unit

within your organization. However, a business unit can have multiple planning models.

Enter the desired information into the Business Unit field. Enter "US002".

11. Click in the Planning Model ID field.

12. The Planning Model ID refers to the name of a planning and budgeting model used

to perform budget development of activities and scenarios for a business unit.

Enter the desired information into the Planning Model ID field. Enter

"MODEL102".

13. Click in the Scenario field.


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Step Action

14. Scenarios provide the time element to a budget or plan. You select a calendar to use that controls periodicity of the plan and specify the beginning and ending periods of

the budget or plan. The scenario also includes a ledger that the system associates

with a ledger template. Ledger templates (in conjunction with the general ledger

scenario), dictate the physical source of the data the system uses to seed a budget or plan; this frames the actual dimensions (ChartFields) enabled for use. The

dimensions must exist on the physical ledger table. For the planning scenario

specifically, this dictates the target of the plan or budget data when it is exported.

Enter the desired information into the Scenario field. Enter "2007SCE101".

15. Click the Save button.

16. Click the Run button.

17. Use the Process Scheduler Request page to enter or update parameters, such as

server name and process output format.

Training Guide


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Step Action

18. You must select a Server Name to identify the server on which the process will run.

If you use the same Run Control ID for subsequent processes, the server name that

you last used will default in this field.

Click the Server Name list.

19. Click the PSNT list item.

20. Use the Type field to select the type of output you want to generate for this job.

Your four choices are File, Printer, Email, or Web.

21. Use the Format field to define the output format for the report. The values are

dependent upon the Process Type you have selected. In this example, the default value is TXT.

Step Action

22. Click the OK button.

23. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status.


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Step Action

24. Click the Process Monitor link.

25. Use the Process List page to view the status of submitted process requests.

Training Guide


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Step Action

26. The current status of the process is Queued. The process is finished when the status

is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

27. Notice the status is now Success.

28. You have successfully exported planning and budgeting data to General Ledger.

End of Procedure.

Exporting Data to HRMS

After you complete the budget, you can export the data from the budgeting model into staging

tables in a specified database. The Export to HR process (BPEXPORT) exports position budgeting data from the master version in the budgeting model into the following tables located

in the selected export destination:

• PS_BP_POSITION_EXP • PS_BP_JOB_EXP

• PS_BP_EARN_DIS_EXP

• PS_BP_SAL_DIS_EXP

• PS_BP_BNFT_DIS_EXP • PS_BP_TAX_DIS_EXP

In this topic, you will export planning and budgeting data to Enterprise HRMS.

Procedure


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Step Action

1. Begin by navigating to the Export to HR page.

Click the Budgeting link.

2. Click the Data Integration link.

Training Guide


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Step Action

3. Click the Export to HR link.


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Step Action

4. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you

remember it for future use.


Step Action

5. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that




"EXPORT_HR".


7. Use the Export to HR page to enter the request parameters. These parameters will

be used to define the processing rules and data to be included when the process is run.

Training Guide


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Step Action

8. Enter the desired information into the Description field. Enter "Export to HR".


10. A Business Unit is an identification code that represents a high-level organization of business information. Valid values depend on the business units associated with


within your organization. However, a business unit can have multiple planning

models.





Enter the desired information into the Planning Model ID field. Enter "MODEL102".



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Step Action












Training Guide


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Step Action










Step Action





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Step Action



Training Guide


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Step Action




27. You have successfully exported planning and budgeting data to Enterprise HRMS.

End of Procedure.

Designing the Planning Model

The Planning Model serves as your framework to develop plans and budgets. It synthesizes all

previously defined planning and budgeting parameters. It also establishes the beginning and end of the overall planning and budgeting cycle.

To define the framework for the budget, you perform the following tasks:

1. Define the planning model. 2. Assign an activity group to the planning model.

3. Assign a scenario group to the planning model.

4. Create activity scenario combinations based on the groups that are associated with the planning model.

5. Define currency options for a multiple currency planning model.

6. Enter any notes for the planning model.


• Define a planning model.


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• Assign an activity group to a model. • Assign a scenario group to a model.

• Define activity scenario combinations.

• Define multicurrency options. • Enter notes for a planning model.

• Copy a planning model.

• Validate the planning model.

• Stage a scenario and activity. • Use the Model Manager.

• Release the planning model.

Defining a Planning Model Creating a planning model entails defining the necessary parameters and components by business unit. When you define a planning model, you specify data requirements such as position, asset,

and line item activity data. You select data sources and the source to seed the base budgets.

Finally, you stage the data and release the activities and scenarios in the model to distribute the

plans and budgets to budget users.

In this topic, you will define a planning model.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Model page.


2. Click the Planning and Budgeting Setup link.

3. Click the Planning Models link.

Step Action

4. Click the Add a New Value tab.

5. Enter the desired information into the Business Unit field. Enter "US002".


7. Enter the desired information into the Planning Model ID field. Enter

"MODEL101".


9. Use the Model page to define the planning model. On this page you will assign an

activity group and a scenario group to the planning model. You can also create a

new activity group and scenario group from this page.


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Step Action

10. Enter the desired information into the Description field. Enter "P&B MODEL101".

11. Status indicates if the planning model is active or inactive.

For this example, leave the default value of Active.

12. Click the Multi-Currency option.


14. You have successfully defined a planning model.

End of Procedure.

Assigning an Activity Group to a Model Activities are user-definable planning components such as revenue, expenses, and balance sheet

that, combined with scenarios within a model, form the basic planning unit of work known as the

activity scenario. Activity groups specify a collection of activities and the dimension setIDs and hierarchies to apply across all dimensions of the activities contained therein. If the activity or

group is staged, you cannot modify it or its properties or delete attributes (such as the activities in

an activity group). You can, however, add new attributes and, if the same entity is needed as a starting point for a new entity, you can copy functionality.

In this topic, you will assign an activity group to a planning model.

Training Guide


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Procedure

Step Action






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Step Action



"MODEL101".

6. Click the Search button.




Training Guide


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Step Action

8. Click the Create Activity Group button.


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Step Action

9. Click in the Activity Group field.

10. Enter the desired information into the Activity Group field. Enter "AG101".


12. Use the Activity Group page to create an activity group.

Step Action

13. Click in the Description field.

14. Enter a description for the activity group you are creating.

Enter the desired information into the Description field. Enter "Activity Group

101".

Training Guide


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Step Action

15. Use the As Of Date field to enter the most appropriate as of date to select the

desired dimension members and trees. Effective-dated dimension members and trees

are based on the as of date. Because member and tree selection occurs at the activity group/activity and activity group/dimension levels, activity group must be as of

dated so that you can select the correct members and trees. Only those members and

tree versions that are active and whose effective dates are less than or equal to the as

of date are available for selection.

For this activity, accept the default value.

16. Click in the Activity field.

17. Use the Activity field to enter the activity that you want to include in the activity

group.

Enter the desired information into the Activity field. Enter "ASSETS".

Step Action

18. Click the Add Row button.



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Step Action

20. Enter the desired information into the Activity field. Enter "POSBUD".


22. Enter the desired information into the Activity field. Enter "REV101".


24. Enter the desired information into the Activity field. Enter "ASSETBUD".

25. Click in the Method Group field.

26. Enter a planning Method Group for each line item activity. You cannot enter a method group for position or asset activity types.

Enter the desired information into the Method Group field. Enter "M101".

27. Click the Hierarchies tab.

28. Use the Hierarchies page to define any special mapping rules or summarization of specific dimension members that you want included in the planning model.

Training Guide


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Step Action

29. Click in the Tree Name field.

30. Use the Tree Name field to assign trees to activity dimensions.

Enter the desired information into the Tree Name field. Enter

"BUDGETING_ACCT2".

31. Click in the Tree Name field.

32. Enter the desired information into the Tree Name field. Enter

"BUDGETING_DEPT2".

33. Click the Members tab.

34. Use the Members page to define and edit dimensions associated with members.


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Step Action

35. Click the Relationships tab.

36. Use the Relationships page to define the activity relationships for the planning

model. There are three types of relationships, one is workflow based, and the other

two are data relationships. The collection of activities within the activity group, and

the relationships defined, are applied to all activity scenario combinations within your planning model.

Training Guide


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Step Action

37. Use the Activity field to select an activity and define its relationship to another

activity.

Click the Activity list.

38. Click the REV101 list item.

39. An Includes Data From relationship indicates the related activity contains data that the system includes or aggregates into the corresponding (or parent) activity. The

system uses the following three specific methods to extract data from the related

activity: POSBUD (from position budgeting), ASSETS (from asset budgeting), and LINEITEM (from line item) methods. By indicating this relationship, it means the

parent activity contains some of the same dimensions and possibly members of the

child (or related) activity that the system can directly insert or aggregate into the parent activity. Activities defined with the Includes Data From relationship do not

need to share the same planning center dimension.

Click the Includes Data From option.


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Step Action

40. Use a References Data From relationship typically in conjunction with the flexible formula (FLEX) method. Note that you define this relationship only between line

item activity types. In this case, the system does not insert or aggregate data into a

parent activity, so there is no need for the related activities to contain the same

dimensions, same members, or both the same dimensions and members. This relationship merely indicates that the system needs the data in the related activity to

derive an amount in another activity. This relationship is only defined between line

item activity types.

41. Activities defined as Approval Includes represent a workflow relationship between activities. You can define this relationship type only between line item activities and

assets, and line item activities and positions, as the related activities. You cannot

define an Approval Includes workflow relationship between two line item activities. When associating asset and position activity types as related activities to a line item

activity, they must also share the same planning center dimension and level. When

budget preparers work on these activities, they can only submit them through the

parent line item activity.

42. Click the Related Activity list.

43. Click the POSBUD list item.


Training Guide


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Step Action


46. You have successfully assigned an activity group to a model.

End of Procedure.

Assigning a Scenario Group to a Model Scenario groups enable you to collect related scenarios for use within a planning model. Only

scenarios in the scenario group associated to the model may be used as source, proposed plan or

budget, target, and comparison scenarios. scenario groups also have time hierarchy and budgeting typ. functionality. The time hierarchy represents a series of calendars collected in increasing

levels of detail that form a time tree. All of the proposed and non-history scenarios within a

scenario group must be associated with calendars that are contained in the time hierarchy. This

enables you to group scenarios for various plans (for example, monthly plans, quarterly plans, and annual plans), but prevents you from grouping scenarios for disparate time periods. The

budgeting type controls whether the scenarios contained in the group represent standard, project,

or control type plans. Specific functionality exists for each of these types. When you use the control budgeting type, then only scenarios associated to Commitment Control ledgers may be

included in the group.

In this topic, you will select a scenario group for a planning model.

Procedure


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Step Action





Step Action



6. Enter the desired information into the Planning Model ID field. Enter "MODEL101".





Training Guide


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Step Action

9. Use the Scenario Group field to assign a scenario group to a planning model.

Click the Scenario Group list.

10. Click the SCEGRP101 list item.

11. Click the Scenario Group 101 link.

12. Use the Scenario Group page to review the scenarios that are attached to the scenario group.


Page 43

Step Action

13. Review the Scenario Group page information. If you no changes are made, you should click the Cancel button. If changes are made, click the Apply button and

then click the OK button to save your changes and return to the Model page.

Click the Cancel button.

Training Guide


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Step Action


15. You have successfully assigned a scenario group to a model.

End of Procedure.

Defining Activity Scenario Combinations Activity scenario combinations are used to organize the timing of different plans or budgets at similar or varying times throughout your budget cycle. Activity scenario combinations enable you

to control information that you can view and modify in a planning model. Enterprise Planning

and Budgeting enables you to have multiple activity scenario combinations within each planning model.

When defining activity scenario combinations, you will:

• Define dimension levels or summarization for planning centers and other dimensions. • Define data sources for activities.

• Define comparison scenarios and target scenarios for line item activities.

• Define defaults for line item activity types, including account category, enforced budget and zero--based budget options, method defaults, and public views.

In this topic, you will define activity scenario combinations for a planning model.

Procedure


Page 45

Step Action

1. Begin by navigating to the Activity Scenario page.




Training Guide


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Step Action





Page 47

Step Action

7. Click the Activity Scenario tab.

8. Use the Activity Scenario page to setup and manage activities and scenarios in the planning model.

Training Guide


Page 48

Step Action

9. Click in the End Date field.

10. Use the End Date field to define the ending date range for this activity.

Enter the desired information into the End Date field. Enter "04/16/2007".


12. Enter the desired information into the End Date field. Enter "04/16/2007".





17. Click the Assets option.

18. Click the Positions option.

19. Click the Revenue 101 option.


Page 49

Step Action

20. Click the Asset Budget option.

21. When defining activity scenario combinations, you will review and update activity

scenarios using the dimension level and data source links.

22. Click the Dimension Level link.

23. Use the Dimension Level Summarization page to define dimension levels,

including the planning center dimension, in which an activity scenario is prepared.

Step Action

24. Review the Dimension Level Summarization page information.

For this example, no changes will be made.

Click the OK button.

Training Guide


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Step Action

25. Click the Data Source link.

26. Use the Data Source page to define data sources for line-item or asset activities.


Page 51

Step Action

27. Use the Use Source Data option to stage data from your source asset management system when you integrate data for assets and depreciation. You do not need to

select the check box when you do not bring data from your source system for assets

and depreciation.

Click the Use Source Data option.

28. Click in the Asset Book Name field.

29. Use the Asset Book Name field to enter the book name for the asset information

you wish to retrieve for the business unit.

Enter the desired information into the Asset Book Name field. Enter "CORP".

30. Click in the Default Depreciation Account field.

31. Use the Default Depreciation Account field to populate the depreciation account for assets that do not have matching depreciation rows. The valid depreciation

accounts are taken from those defined using the Depreciation Accounts page.

Enter the desired information into the Default Depreciation Account field. Enter

"681800".

Training Guide


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Step Action


Step Action

33. Continue reviewing the remaining activity dimension levels and data sources.

Click an entry in the Dimension Level column.


Page 53

Step Action




Training Guide


Page 54

Step Action

35. Click an entry in the Data Source column.


Page 55

Step Action

36. Review the Data Source page information.



Step Action

37. Click an entry in the Dimension Level column.

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Step Action





Page 57

Step Action


Training Guide


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Step Action

40. The Source Scenario is a scenario (or multiple scenarios when you select Use Multiple Data Sources) you select that was defined within your scenario group, and

serves as your seed data or budget base during the stage process. This data source

scenario is the starting point for your budget and plan development process.

Click the Source Scenario list.

41. Click the 2002Budget list item.

42. Click in the Incremental % field.

43. Use the Incremental % field to specify an increase or decrease to be applied using

a percentage that is applied globally to the source scenario data that creates or seeds

your budget base. The calculated result is what is distributed in the base budget to end users. If you leave the Incremental % blank, the system treats it as a zero percent

increase or decrease factor, so the plan or budget base remains unchanged from the

source scenario you select. When using multiple source scenarios, you may apply an incremental increase or decrease for each source you select.

Enter the desired information into the Incremental % field. Enter "12.5".

44. Use Comparison Scenarios to select scenarios associated with the scenario group

that you wish to use in conjunction with the specified line item scenario. These are scenarios that are used as a source for: methods, comparison in line item, additional

seed, inquiry, and reporting. These scenarios will be ones end users can access when

working with their proposed plan or budget, such as using them in conjunction with method bases, comparison during analysis and reporting. For staging, the source

scenarios can that be used as additional budget base source.

Click the Comparison Scenario list.

45. Click the 2002Actuals list item.

46. Use the Analysis Base to define how the comparison scenario is calculated.

Click the Analysis Base list.

47. Click the Prior Year Actuals list item.


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Step Action

48. Select the Use as Additional Source check box to use the selected scenario to generate historical row combinations for your proposed plan or budget. The data

staging process recognizes this flag. When used, rows in this scenario that do not

exist in the Source Scenario will be created for every missing dimension

combination, creating a zero amount base budget row

Click the Use as Additional Source option.


50. Click the Comparison Scenario list.

51. Click the 2002Budget list item.

52. Click the Analysis Base list.

53. Click the Current Year Forecast list item.


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Step Action

55. Click an entry in the Dimension Level column.





Step Action

58. Click the Use Source Data option.

59. Click in the Asset Book Name field.

60. Enter the desired information into the Asset Book Name field. Enter "ACE".

61. Click in the Default Depreciation Account field.


Page 61

Step Action

62. Enter the desired information into the Default Depreciation Account field. Enter "681700".


Step Action

64. Click the Line Item Defaults tab.

65. Use the Line Item Defaults panel to assign and review the planning method group defaults

66. Click in the Account Category field.

67. Enter an Account Category default for a line item activity. After you stage the

activity scenario, end users can use the account category as a way to filter on data within their line item grid as a view option or for reporting.

Enter the desired information into the Account Category field. Enter "SHARECATEGORY".

Training Guide


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Step Action

68. Use the Method Defaults link to navigate to the Assign Planning Method Defaults

page.

Click an entry in the Method Defaults column.

69. Use the Assign Planning Method Defaults page to assign planning method defaults

to line-item activities by account, or account and an optional dimension.

Step Action

70. Click in the From Account field.

71. Use the From Account field to enter the account range to which your assign a method and related defaults that apply. Values for the account dimension are based

on the SetID used for the dimension.

Enter the desired information into the From Account field. Enter "617000".

72. Click in the To Account field.

73. Use the To Account field to enter the ending range for your planning method

defaults.

Enter the desired information into the To Account field. Enter "617000".


Page 63

Step Action

74. Select the default Method ID (defined using the Method Group ID page and selected for the line item activity).

Click the Method ID list.

75. Click the POSBUD list item.


77. Enter the desired information into the From Account field. Enter "681001".

78. Click in the To Account field.

79. Enter the desired information into the To Account field. Enter "682400".

80. Click the Method ID list.

81. Click the vertical scrollbar.

82. Click the ASSET list item.


Training Guide


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Step Action

84. Click the Security and Email tab.

85. Use the Security and Email panel to define and assign security groups and email templates for specific actions for the activity scenario.

86. Click in the Security Group field.

87. Use the Security Group field to attach a security group to this activity. Security

Groups define the relationship between a planning center, a user and a role assigned to that user.

Enter the desired information into the Security Group field. Enter "SG110".


89. Enter the desired information into the Security Group field. Enter "SG110".






Page 65

Step Action


95. You have successfully defined activity scenario combinations.

End of Procedure.

Defining Multicurrency Options Planning Models can be associated with a number of currencies. By default, Planning Models are

created with the currency associated with the business unit used to create the model. Use the

Currency Option tab to define the currency available to this planning model.

In this topic, you will define multicurrency options for a planning model.

Procedure

Step Action

1. Begin by navigating to the Currency Options page.



Training Guide


Page 66

Step Action

3. Click the Planning Model link.

Step Action



"MODEL101".



Page 67

Step Action

7. Click the Currency Options tab.

8. Use the Currency Options page to define currency options for a multi-currency model. Select entry and target currency codes used in the planning model.

9. The Currency Options page is available when you select the Multi-Currency

option on the Model page.

Training Guide


Page 68

Step Action

10. In this example, a single currency is defined for this planning model. Use the Add

Row button to define more currencies for this planning model.

Click the Add Row button.

11. The Currency Code field identifies the currency available to this planning model.

Enter the desired information into the Currency Code field. Enter "CAD".

12. Use the Entry Currency option to designate the currency code to perform data entry. You can specify an unlimited number of entry currencies. If the transaction

currency is not defined as an entry currency, the system translates it into the default

currency during the data staging process. At the same time, the system maintains the original transaction currency so that you can export data to external applications

with the original currency.

Click the Entry Currency option.

13. Use the Target Currency option to designate the currency code as the one into

which the system translates entry currency values. You can specify an unlimited number of target currencies.

Click the Target Currency option.


Page 69

Step Action


15. You have successfully defined multicurrency options for a planning model.

End of Procedure.

Entering Notes for a Planning Model Enterprise Planning and Budgeting enables you to add notes about or for the planning model.

In this topic, you will enter notes for a planning model.

Procedure

Step Action





Training Guide


Page 70

Step Action



"MODEL101".



Page 71

Step Action

7. Click the Notes tab.

8. Use the Notes page to add notes about or for the planning model.

Training Guide


Page 72

Step Action

9. Click in the Notes field.

10. Enter the desired information into the Notes field. Enter "Use this model for sales

analysis.".


12. You have successfully entered notes for a planning model.

End of Procedure.

Copying a Planning Model Copy an existing planning model to use as a starting point for a new planning model, open the

new planning model, and then modify the new model's parameters as needed.

In this topic, you will copy a planning model.

Procedure


Page 73

Step Action





Step Action



"MODEL101".



activity group and a scenario group to the planning model. You can also create a new activity group and scenario group from this page.

Training Guide


Page 74

Step Action

8. Click the Copy Model button.

9. Use the Copy Model page to enter a Business Unit and Planning Model ID to

create the new target model that you want to create. When creating a new model for

a different business unit, you may want to use a one that shares the same SetID defaults. Otherwise, the new business unit model may require changes before it will

pass model validation or run data staging.


Page 75

Step Action




"MODEL102".


14. Notice the new planning model, with a new Planning Model ID, has been created

with the same properties as the original model.

Training Guide


Page 76

Step Action


16. You have successfully created a new planning model using the copy feature.

End of Procedure.

Validating the Planning Model The Model Validator is a PeopleSoft Application Engine program that ensures that the planning model is set up correctly prior to staging the model. The Model Validator is a separate model

process that you can run prior to data staging. You can also run the Model Validator as an

optional process called within the dating staging process. The Model Validator verifies that the activity and scenario rules are set up accurately in the planning model prior to staging. During

data staging, the system assumes that data as been accurately prepared and validated. The

validation process should be run when you make changes to a model.

In this topic, you will validate the planning model.

Procedure


Page 77

Step Action

1. Begin by navigating to the Model Validation page.



3. Click the Process Model link.

4. Click the Model Validator link.

Training Guide


Page 78

Step Action

5. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you



6. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the


Enter the desired information into the Run Control ID field. Enter "VAL_MODEL101".


8. Use the Model Validation page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process

is run.


Page 79

Step Action


10. Enter the desired information into the Description field. Enter "Validate

MODEL101".


12. Use the Business Unit field to define the business unit associated with the model to be validated.



14. Use the Planning Model ID field to define the planning model to be validated.

Enter the desired information into the Planning Model ID field. Enter "MODEL101".


16. Use the Scenario field to define the planning model scenario being validated.


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Step Action

17. Use the Activities option to validate all activities within the model.

Click the All Activities option.





Step Action







Page 81

Step Action

23. Use the Type field to select the type of output you want to generate for this job. Your four choices are File, Printer, Email, or Web.


dependent upon the Process Type you have selected. In this example, the default

value is TXT.




Step Action



Training Guide


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Step Action





31. Next, you will navigate to the Model Validator Report page to view the results of

the model validation.

Click the Model Validator Report link.


Page 83

Step Action



"MODEL101".


35. Notice there is a separate validation report for each model activity.

Click the ASSETS link.

36. Use the Model Validation Report page to verify that there were no exceptions or

errors found in the planning model.

37. You have successfully validated a planning model.

End of Procedure.

Staging a Scenario and Activity

Data Staging is a PeopleSoft application engine program that processes and places source data into tables that are used by activities for preparing plans and budgets. When data staging takes

place, the system creates a copy of the ACE model and formulas for line item activities.

In this topic, you will review the activity overview and stage a scenario and activity.

Procedure

Training Guide


Page 84

Step Action

1. Begin by navigating to the Data Staging page.



3. Click the Data Staging link.


Page 85

Step Action

4. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you







"STAGE_MODEL101".


7. Use the Data Staging page to enter the request parameters. These parameters will be

used to define the processing rules and data to be included when the process is run.

Training Guide


Page 86

Step Action


9. Enter the desired information into the Description field. Enter "Stage

MODEL101".


11. Use the Business Unit field to define the business unit of the model to be staged.



13. Use the Planning Model ID field to define the model to be staged.

Enter the desired information into the Planning Model ID field. Enter

"MODEL101".


15. Use the Scenario field to define the scenario of the model to be staged.



Page 87

Step Action

16. Data can be staged by the model activity. Use the All Activities option to stage the data for all activities for the model.

Click the All Activities option.

17. Use the Staging Type field for Partial or Standard Staging options. Partial Staging

enables you to select the check boxes next to the specific functions that you want

performed. Standard Staging automatically selects and performs all functions.

For this example, use the default value.

18. Use the Process Type list to select the desired type of process. Parallel by Activity

enables you to process the activities in parallel. Single Processing processes budget data to staging tables in a single processing instance.

Click the Process Type list.

19. Click the Parallel by Activity list item.





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Step Action











28. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.


Page 89

Step Action



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Step Action





33. You have successfully staged a scenario and activity.

End of Procedure.

Using the Model Manager Enterprise Planning and Budgeting enables you to manage multiple models using the Model

Manager pages.

In this topic, you will review the Model Manager.

Procedure


Page 91

Step Action

1. Begin by navigating to the Model Manager page.



3. Click the Setup Model link.

4. Click the Model Manager link.

5. Use the Model Manager page to determine which models you own and view the

status of each model. Also, use this page to review process information and errors

that are associated with scenarios or activities within your model.

6. Use the Planning Model links to open the corresponding model.

7. Use the Manage Scenarios links to open the Scenario Manager for the corresponding model.

8. This concludes the Using the Model Manager topic.

End of Procedure.

Releasing the Planning Model The planning model must be released to the end-users. Planning models are released from the Scenario Manager page. Once released, end users can see their work (planning centers) from the

My Planning Workspace page.

In this topic, you will release a planning model.

Training Guide


Page 92

Procedure

Step Action

1. Begin by navigating to the Scenario Manager page.





Page 93

Step Action

4. Click the Scenario Manager link.

Training Guide


Page 94

Step Action




"MODEL101".


9. Use the Scenario Manager page to manage activity scenario status and progress by planning model.

10. Use the Activity links to open the corresponding activity.

11. Use the Scenario links to open the corresponding scenarios.

Step Action

12. The Status field indicates whether the corresponding activity is initiated, on hold,

released, or staged.

Click the Status list.

13. Click an entry in the list.


Page 95

Step Action

14. Click the Status list.





Step Action


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Page 96

Step Action

20. By selecting the Action option and clicking the Go button, you can perform the

following processes on a scenario:

• Manage Locks - to review or release planning center locks. • Process Summary - to view stage functions.

• State - to import and stage activities and scenarios.

• Update Stage - to validate and update staged models.

For this example, you will not change the Action options.

Step Action


22. You have successfully released a planning model.

End of Procedure.

Using Flexible Formulas

Planning and Budgeting has a formula-writing feature, FLEX, that enables you to define your

own calculations. With flexible formulas you can be creative and imaginative when developing

models that adhere to both internal and statutory accounting policies, as well as industry best practices. Typically, a coordinator defines these 'free-form' formulas used within a scenario, that

can then be associated with an account as a default, or available to end-users to pick from during

the preparation of their plans or budgets. Flexible formulas apply only within or across line-item activities in your scenarios.


Page 97


• Define flexible formulas.

• Define a flexible formula source. • Define a flexible formula.

• Define a flexible formula with a new source.

• Define a flexible formula using the IF function.

• Staging a flexible formula. • Updating a flexible formula.

Understanding Flexible Formulas Planning and Budgeting requires a general rule, formula, or method that specifies how to calculate each value in an activity. The method defines how the system calculates the budget

amount for the line or how the system derives the budget amount if a calculation is unnecessary.

Flexible formulas are formulas that you can use as methods in your line-item activities.

In this topic, you will learn about flexible formulas.

Procedure

Training Guide


Page 98

Step Action

1. Flexible formulas are formulas that you can use as methods in your line-item

activities.

You create flexible formulas using a three-step wizard for a method called FLEX,

that includes built-in validations.

2. Typically, a coordinator defines the flexible formulas to be used within an activity

and scenario. They can be associated with an account as a default. After they are created and staged, they are available for preparers to select during the preparation

of their plans or budgets. Flexible formulas apply only within or across line-item

activities in your scenarios. They cannot be used with position or asset activities.

3. You can use the flexible formula method for:

• Top-down, bottom-up, and forecast scenario types. • Historical scenarios as a source for calculating scenarios or projections.

(Note that historical scenarios are read-only.)

• Within and between line-item activities. • You cannot use flexible formulas with position and asset activities.


Page 99

Step Action

4. This diagram displays the steps to define flexible formulas. First, you define the source and driver for the flexible formula. You complete several of the required

steps to define flexible formulas using the wizard, including:

• Defining general properties.

• Building the expression. • Validating the formula.

• Reviewing the formula.

5. You can also define the driver and source while defining the flexible formula.

After these steps are completed, you then optionally assign a flexible formula ID to an account as a default and stage the formula.

6. Prior to Planning & Budgeting 8.9, many customer implementations required

customizations to get the modeling methods and formulas that were needed to

support their budgeting calculations. All of the original Budgeting 8.8 methods are still available in Planning & Budgeting 8.9. The new methods in 8.9 include FLEX

and LINEITEM.

Step Action

7. This is an example of a typical flexible formula. Flexible formulas contain functions, sources, drivers, and mathematical expressions to perform against those

components.

8. This concludes the understanding flexible formulas topic.

End of Procedure.

Training Guide


Page 100

Defining a Flexible Formula Source Flexible Formula Sources are data sources used in the flexible formulas by planning model and activity scenario. Sources are also referred to as regions or data slices. You can define a source at

a roll-up level. Sources act like a variable in a formula expression.

Observe the following guidelines when defining flexible formula sources: • When you build a flexible formula, you must define its components as valid sources or drivers.

• You can use existing sources or you can define them as you build your formula.

• A source can be used by multiple flexible formulas. • A source is a user-defined range of data within a single line-item activity scenario.

In this topic, you will define a flexible formula source.

Procedure

Step Action

1. Begin by navigating to the Flexible Formula Source page.



3. Click the Flexible Formula Sources link.


Page 101

Step Action






9. Enter the desired information into the Scenario field. Enter "2007SCE101".

10. Click in the Flexible Formula Source field.

11. Enter the desired information into the Flexible Formula Source field. Enter "EE101".


13. Use the Flexible Formula Source page to define data sources by the planning

model and activity scenario for flexible formulas.

Training Guide


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Step Action


15. Use the Activity field to define the activity that this flexible formula source

corresponds to.

Enter the desired information into the Activity field. Enter "REV101".


17. Enter the desired information into the Description field. Enter "Employee Related

Revenue 101".

18. Use the Dimension Member Selection group box to indicate the source (or inputs)

from each dimension that is associated with the activity scenario in which you are

defining a source and formula.

19. Use the Selection Options field to define your dimension options.

Click the Selection Options list.


Page 103

Step Action

20. Selection Options include: • All Members: Sources all values associated with the dimension.

• Single Member: Enables you to define one value used as the source. You enter this

member under the last column called From Value.

• Same as Target: Indicates that the source value/member is the same value as the target or destination when the formula is used.

• Multiple Members: Requires you to define which values are to be used as the

source.

Click the Multiple Members list item.

21. Use the Select Members link to navigate to the Dimension Member Selection page.

Click the Selected Members link.

22. Use the Dimension Member Selection page to define dimension members by using

a tree or entering a range of values.

23. For a dimension that uses the Multiple Members option, you define members either By Tree or By Value.

For this example, accept the default of By Value.

Training Guide


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Step Action

24. Click in the From Value field.

25. The From Value and To Value fields display when you select the By Value option

for member selection. Specify a range or values for the selected members. Add rows as needed.

Enter the desired information into the From Value field. Enter "610001".

26. Click in the To Value field.

27. The To Value field is automatically populated with the value from the From Value

field. Use the To Value field to specify an ending range for the selected members.

Enter the desired information into the To Value field. Enter "616000".


Step Action



Page 105

Step Action

30. You have successfully defined a flexible formula source.

End of Procedure.

Defining a Flexible Formula Flexible formulas are formulas that you can use as methods in your line-item activities. The

method defines how the system calculates the budget amount for the line or how the system derives the budget amount if a calculation is unnecessary.

In this topic, you will define a flexible formula.

Procedure

Step Action

1. Begin by navigating to the Define General Properties page.



3. Click the Flexible Formulas link.

Training Guide


Page 106

Step Action




"MODEL101".





11. Click in the Flexible Formula ID field.

12. Enter the desired information into the Flexible Formula ID field. Enter "EE5101".


14. The Define General Properties page is the first step in the Flexible Formula

Wizard. Use this page to define a description, status, owner, and notes about the

formula being created.


Page 107

Step Action


16. Use the Description field to enter a short description of this formula. Consider using

a meaningful description, since this is the description the end users will see when

picking from a list of formula ID's that have been created.

Enter the desired information into the Description field. Enter "5% of Employee

Revenue 101".

17. The Status field indicates whether this formula is active or inactive. The Inactive

status can be used when you no longer require the formula for the activity scenario in a planning model.

For this example, accept the default status of Active.


19. Enter the desired information into the Notes field. Enter "Percentage paid to

employee bonus plan.".

20. Click the Next > button.

21. The Define Expression page is the second step in the Flexible Formula Wizard.

Use this page to define the formula.

Training Guide


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Step Action

22. Use the Formula Expression area to define your expression. Type your expression

directly into the expression box, or use the available insert and operator buttons to

insert into the expression box. The expression builder supports all mathematical and comparison operators as well as the Boolean operators like IF, AND, OR, and NOT.

Step Action

23. Click in the Expression field.

24. Use the Expression field to enter your flexible formula.

Enter the desired information into the 5% of Employee Revenue 101 = field. Enter

"EE101*.05".

25. Use the Validate pushbutton to verify that the expression parameters and syntax are

valid, that the built-in function, if you have inserted one into the expression, exists, and that the type of function parameters are properly bound.

Click the Validate button.


27. The Review page is the third step in the Flexible Formula Wizard. Use the Review

page to verify the formula you created. This page can also be used to edit existing

General Formula Properties or Expressions.


Page 109

Step Action

28. Review the formula information. If the information is not correct, click the Back button to return to the Define Expression page to correct and validate.

Click the Save button.

29. The Save Confirmation page displays the save was successful. This page also

enables you to create another formula, continue editing the current formula, or go to

the Assign Planning Method Defaults page.

30. You have successfully defined a flexible formula.

End of Procedure.

Defining a Flexible Formula with a New Source Flexible formulas are formulas that you can use as methods in your line-item activities. The method defines how the system calculates the budget amount for the line or how the system

derives the budget amount if a calculation is unnecessary.

In this topic, you will define a flexible formula requiring you create a new flexible formula source.

Procedure

Training Guide


Page 110

Step Action






Page 111

Step Action




"MODEL101".






12. Enter the desired information into the Flexible Formula ID field. Enter "SHIP2101".



Wizard. Use this page to define a description, status, owner, and notes about the

formula being created.

Training Guide


Page 112

Step Action


16. Use the Description field to enter a short description of this formula. Consider using

a meaningful description, since this is the description the end users will see when

picking from a list of formula ID's that have been created.

Enter the desired information into the Description field. Enter "Shipping revenue

101".

17. The Status field indicates whether this formula is active or inactive. The Inactive

status can be used when you no longer require the formula for the activity scenario in a planning model.



19. Enter the desired information into the Notes field. Enter "Shipping revenue based

on a percentage of history.".



Use this page to define the formula's expression.


Page 113

Step Action

22. Use the Formula Expression area to define your expression. Type your expression directly into the expression box, or use the available insert and operator buttons to

insert into the expression box. The expression builder supports all mathematical and

comparison operators as well as the Boolean operators like IF, AND, OR, and NOT.

Step Action


24. Use the Expression field to define your formula.

Enter the desired information into the Expression field. Enter "SHIP03101*1.5".

25. Use the Validate button to verify that the expression parameters and syntax are valid, that the built-in function, if you have inserted one into the expression, exists,

and that the type of function parameters are properly bound.


26. When you click the Validate button, if the system does not recognize a source or

driver, it populates the grid in the Expression Components box below with that

source or driver, where you can resolve it.

Training Guide


Page 114

Step Action

27. Use the Type list to designate the Source or Driver for this component.

Click the Type list.

28. Click the Source list item.

29. If you don't find a relevant source or driver in the prompt list, click the Create New

button. For a source type, the system takes you to the Flexible Formula Source page where you can define a new source. For a driver type, the system takes you to

the Method Driver page where you can define a new driver ID.

Click the Create New button.

Step Action

30. Enter a new name for the Flexible Formula Source you are creating.

Click in the Flexible Formula Source field.

31. Enter the desired information into the Flexible Formula Source field. Enter "SHIP03101".


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Step Action


33. Use the Flexible Formula Source page to define data sources for flexible formulas

by planning model and activity scenario.

Step Action


35. Enter the desired information into the Description field. Enter "Shipping revenue

2007 101".

36. Use the Use Comparison Scenarios check box to display the Analysis Base field in

which you can choose a source for your comparison.

Click the Use Comparison Scenarios option.

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Step Action

37. The Analysis Base field is used to choose a source for your comparison scenarios.

For example, some of the options might include: Current Year Budget, Current Year

Forecast, Prior Year Actuals, Year To Date Actuals, or an Analysis Base defined by the coordinator. The Analysis Bases available in the drop-down will be only those

defined in the Comparison Scenarios grid on the Data Source page for the line

item activity scenario. We provide this check box to span across scenarios.

Click the Analysis Base list.


39. Use the Dimension Member Selection box to indicate the source (or inputs) from each dimension that is associated with the activity scenario in which you are

defining a source and formula.

40. For each listed dimension specify the Selection Options.


41. Selection Options include:

• All Members: Sources all values associated with the dimension.

• Single Member: Enables you to define one value used as the source. You enter this member under the last column called From Value.

• Same as Target: Indicates that the source value/member is the same value as the

target or destination when the formula is used. • Multiple Members: Requires you to define which values are to be used as the

source.

Click the Single Member list item.

42. The From Value field defines the source value for the Single Member option.

Click in the From Value field.

43. Enter the desired information into the From Value field. Enter "650061".

44. Click the Apply button.



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Step Action


47. The Review page is the third step in the Flexible Formula Wizard. Use the Review page to verify the formula you created. This page can also be used to edit existing


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Step Action



enables you to create another formula, continue editing the current formula, or go to the Assign Planning Method Defaults page.

50. You have successfully defined a flexible formula with a new source.

End of Procedure.

Defining a Flexible Formula Using the IF Function Flexible formulas are formulas that you can use as methods in your line-item activities. The

method defines how the system calculates the budget amount for the line or how the system

derives the budget amount if a calculation is unnecessary.

In this topic, you will define a flexible formula requiring you incorporate the IF function.

Procedure


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Step Action





Training Guide


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Step Action




"MODEL101".






12. Enter the desired information into the Flexible Formula ID field. Enter

"COM101".



Wizard. Use this page to define a description, status, owner, and notes about the formula being created.


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Step Action


16. Enter the desired information into the Description field. Enter "Commission

Revenue 101".

17. The Status field indicates whether this formula is active or inactive. The Inactive status can be used when you no longer require the formula for the activity scenario

in a planning model.



19. Enter the desired information into the Notes field. Enter "Commission revenue

calculation.".




22. Use the Formula Expression area to define your expression. Type your expression

directly into the expression box, or use the available insert and operator buttons to

insert into the expression box. The expression builder supports all mathematical and

comparison operators as well as the Boolean operators like IF, AND, OR, and NOT.

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Step Action

23. Use the Type field to incorporate into the expression a Driver, Function , or Source.


24. Click the Function list item.

25. Click in the Text field.

26. Use the Text field to define your function.

Enter the desired information into the Texy field. Enter "IF".

27. Use the Insert into Expression button to append the function or driver or source at

the end of the text in the expression box. To minimize errors, the preferred method for inserting a function into the expression box is to look up the function and use the

insert button, rather than typing it in.

Click the Insert into Expression button.

28. Notice that the formula expression has been populated. You would now replace the

expression variables with your formula values. For example, you may replace CONDITION with PROJREV101<=300000.

29. For this example, the expression text has been completed for you.


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Step Action

30. Use the Validate button to verify that the expression parameters and syntax are valid, that the built-in function, if you have inserted one into the expression, exists,

and that the type of function parameters are properly bound.


31. When you click the Validate button, if the system does not recognize a source or

driver, it populates the grid in the Expression Components box below with that

source or driver, where you can resolve it.

32. Use the Type field to designate the Source or Driver for this component.


33. Click the Source list item.

34. Use the ID field to choose a relevant source or driver for the component.

For this example, you will not choose an existing ID, you will create a new one.

35. If you don't find a relevant source or driver in the prompt list, click the Create New

button. For a source type, the system takes you to the Flexible Formula Source

page where you can define a new source. For a driver type, the system takes you to

the Method Driver page where you can define a new driver ID.

Click the Create New button.

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Step Action

36. Click in the Flexible Formula Source field.

37. Enter the desired information into the Flexible Formula Source field. Enter

"PROJREV101".


39. Use the Flexible Formula Source page to define data sources for flexible formulas by planning model and activity scenario.


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Step Action


41. Enter the desired information into the Description field. Enter "Project Revenue

Account 101".

42. Use the Dimension Member Selection group box to indicate the source (or inputs)

from each dimension that is associated with the activity scenario in which you are defining a source and formula.

43. For each listed dimension specify the Selection Options.


44. Selection Options include: • All Members: Sources all values associated with the dimension.

• Single Member: Enables you to define one value used as the source. You enter this

member under the last column called From Value. • Same as Target: Indicates that the source value/member is the same value as the

target or destination when the formula is used.

• Multiple Members: Requires you to define which values are to be used as the

source.

Click the Single Member list item.

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Step Action


46. The From Value field defines the source value for the Single Member option.

Enter the desired information into the From Value field. Enter "630000".

47. Click the Apply button.


Step Action






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Step Action

51. Review the formula information. If the information is not correct, click the Back button to return to the Define Expression page to correct and validate.



enables you to create another formula, continue editing the current formula, or go to

the Assign Planning Method Defaults page.

53. You have successfully defined a flexible formula using the IF function.

End of Procedure.

Staging a Flexible Formula All flexible formulas are automatically staged if they are defined prior to the data stage process. You need to run the stage formula option only if formulas are revised or created after data

staging.

In this topic, you will stage a flexible formula.

Procedure

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Step Action

1. Begin by navigating to the Scenario Manager page.




4. Click the Scenario Manager link.


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Step Action




"MODEL101".


9. Use the Scenario Manager page to manage activity scenario status and progress by

planning model.

10. Updated activities must be re-staged. To determine if an activity requires re-staging,

review the Formulas Require Re-Staging column.

For this example, notice activity Revenue 101 is set to Yes, indicating you must

restage this activity.

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Step Action

11. The Status field enables you to perform actions against individual activities. To

stage a formula for an activity, you must change the status to On Hold.

Click the Status list.

12. Click the On Hold list item.

13. To stage a flexible formula, you must change the corresponding Action field to stage formulas.

Click the Action list.

14. Click the Stage Formulas list item.


16. Clicking the Go button performs the selected action.

Click the Go button.


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Step Action

17. After the formula has been staged, change the status to Released.

Click in the Password field.

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Step Action

18. Click the Released list item.

19. Clicking the Go button when the activity has been released enables you to view the process summary and confirm that the formulas were properly staged.

Click the Go button.

20. Use the Process Summary page to review processes that were run against the

planning model.


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Step Action

21. Once you have reviewed the formula staging, click the Cancel button to close the page.

Click the vertical scrollbar.

22. Click the Cancel button.

23. You have successfully staged a flexible formula.

End of Procedure.

Updating a Flexible Formula Planning and Budgeting enables you to update existing flexible formulas. You have the ability

to copy existing formulas. Update enables you to make minor changes to formulas and apply

those changes to your planning model.

In this topic, you will update a flexible formula.

Procedure

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Step Action

1. Begin by navigating to the Review page.





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Step Action


5. Enter the desired information into the Flexible Formula ID field. Enter "EE5101".





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Step Action

8. Use the Edit buttons to open the corresponding Flexible Formula component.

Click the Edit button.




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Step Action


11. Use the Expression field to type your expression into the formula.

Enter the desired information into the Expression field. Enter "EE101*.055".


13. You have successfully updated a flexible formula. Whenever a flexible formula is

updated, it must be re-staged.

End of Procedure.

Updating the Planning Model

There are several ways to update your planning model. Once updated, you will need to run the

Model Validator process. When updating a planning model, the following procedures will be run.


• Copy the ACE model. • Run model calculations.

• Run combination data validation.

• Update driver parameters.

Copying the ACE Model The Copy ACE Model process is performed during Data Staging process. When you run the

Copy ACE Model process, the system regenerates the Analytic Calculation Engine (ACE) model

required to use your line item activities and analysis reports. Typically, it will not be necessary to rerun it after your activities and scenarios have been staged and released.

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You may find it necessary to run this process when:

• There is an ACE model update for the Planning and Budgeting application. • You have created your own custom configuration.

When running the Copy ACE Model process, note the following: • There should be no locks against activities and scenarios.

• Activities and scenarios status should be set to On Hold.

In this topic, you will copy the ACE model.

Procedure

Step Action

1. Begin by navigating to the Copy ACE Model page.



3. Click the Copy ACE Model link.


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Step Action







Enter the desired information into the Run Control ID field. Enter "COPY

MODEL".


7. Use the Copy ACE Model page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process is run.

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Step Action


9. Enter the desired information into the Description field. Enter "Copy

MODEL101".







16. Click the All Activities option.



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Step Action


19. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

Step Action


If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.





23. Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected. In this example, the default

value is TXT.

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Step Action



Step Action




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Step Action

28. The current status of the process is Queued. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.



30. You have successfully copied the ACE model.

End of Procedure.

Running Model Recalculations

The Model Recalculation process calculates and distributes data throughout the planning model.

The system recalculates the data for multiple planning center versions, scenarios, and activities, simultaneously. Whenever you enter new information or change a budget figure, the system

recalculates the data in your planning model. As a preparer, when making line item modifications

at the lowest planning center level in the model, the recalculations take place immediately because the budget changes are isolated within the planning center. When using position and

asset budgeting to make modifications that affect multiple planning centers, or to generate new

dimension combination rows from details into line-item budgets, you run the Model

Recalculation process to update the model.

In this topic, you will run the model recalculation process.

Procedure

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Step Action

1. Begin by navigating to the Model Recalculation page.




4. Click the Model Recalculation link.


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Step Action








"MODELRECALC".


8. Use the Model Recalculation page to enter the request parameters. These


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Step Action


10. Enter the desired information into the Description field. Enter "Model

Recalculation 101".










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Step Action

18. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that







value is TXT.




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Step Action




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Step Action



27. Notice the status is now success.

28. You have successfully run the model recalculation.

End of Procedure.

Running Combination Data Validation

When you run the Combination Data Validation process, the system uses combination edit

rules to validate against line item activities that have the Enforce Budget flag enabled for the activity scenario on the Line Item Default tab in the planning model.

When using control budget types, the validation also occurs against the commitment control

rules.

In this topic, you will run the combination data validation.

Procedure

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Step Action

1. Begin by navigating to the Combination Data Validation page.




4. Click the Combination Data Validation link.


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Step Action








"DATAVALIDATION".


8. Use the Combination Data Validation page to enter the request parameters. These


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Step Action


10. Enter the desired information into the Description field. Enter "Data validation

MODEL101".







17. Click the All Activities option.



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Step Action


20. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

Step Action

21. You must select a Server Name to identify the server on which the report/process

will run. If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.






value is TXT.

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Step Action



Step Action




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Step Action




31. You have successfully run the combination data validation process.

End of Procedure.

Updating Driver Parameters

When you run the Refresh Driver Parameters process, the system updates driver parameters in

the line item activity scenarios in a planning model. Drivers are not refreshed for those that allow override, because users can change the values themselves. Alternatively, you can update all driver

parameters defined by the Planning Method Group using the Initialize All check box whether

override is allowed or not.

In this topic, you will update driver parameters.

Procedure

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Step Action

1. Begin by navigating to the Refresh Driver Parameters page.




4. Click the Refresh Driver Parameters link.


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Step Action








"REFDRIVERPAR".


8. Use the Refresh Driver Parameters page to enter the request parameters. These


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Step Action


10. Enter the desired information into the Description field. Enter "Refresh

MODEL101".










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Step Action

19. Use the Initialize All? check box to refresh all line items with the current values of the drivers. Manual changes made to the drivers will be overwritten.

Click the Initialize All? option.





Step Action





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Step Action


25. Use the Type field to select the type of output you want to generate for this job. Your four choices are File, Printer, Email, or Web.


dependent upon the Process Type you have selected. In this example, the default

value is TXT.




Step Action




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Step Action




33. You have successfully updated driver parameters.

End of Procedure.

Using the Planning Workspace

The My Planning Workspace is used to perform and monitor budgeting and planning tasks,

including reviewing the approval status of a plan or budget and preparing line item, position, and asset activities.

Upon completion of this lesson, you will be able to: • Describe the Planning Workspace.

• Describe Work Items and Versions.

• Create worksheet versions.

• Lock planning and budgeting activities. • Unlock planning and budgeting activities.

• Set user preferences.

• Send email to planning and budgeting users. • Attach documentation and guidelines.

• Submit plans and budgets.

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• Reject plans and budgets.

• Approve plans and budgets.

Understanding the Planning Workspace The Planning Workspace is a summary and point of access for plans and budgets that you can

access to update and submit, review, reject, and approve. These plans or budgets are controlled by

role, model, activity, scenario, and planning center. In general, activities and scenarios represent the plan or budget for a planning model, and your role and planning center in which you have

access to work or review. After selecting an activity scenario for a model, you determine the

planning center to work with by selecting or creating a working version of the plan or budget.

In this topic, you will identify the planning workspace.

Procedure

Step Action

1. This diagram illustrates the tasks that you perform using My Planning Workspace.

2. Use the Planning Workspace to perform and monitor budgeting and planning tasks, including reviewing the approval status of a plan or budget and preparing line

item, position, and asset activities.

3. The pages that you can view in the Planning Workspace are based on your login

ID and your Planning and Budgeting role. Nonpreparer roles have an additional

workspace page in which to review the progress of the plan or budget and perform their own adjustments.


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Step Action

4. You can use these two workspace views: • My Planning Workspace - My Preparation Workspace: Use this view to update

and work on your plans and budgets.

• My Planning Workspace - My Review Workspace: Use this view to review the

progress of plans and budgets and reject them.

Step Action

5. This diagram illustrates working and master versions of a plan or budget.

6. Budget versions are used to create “what-if” revisions of the budget. Each planning

center can have a maximum of five versions, which include: • Base version (required)

• Working version 1.

• Working version 2.

• Working version 3. • Master version (required)

Users assigned to the same planning center also share the same versions.

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Step Action

7. This diagram illustrates how the base version is used to create up to three working

versions, then the submitted working version is used to create the master version.

8. Use the base version as the starting point for preparing a plan or budget and

distribute it to preparers. The base budget is the base version. Users can view the base version, but cannot modify it or copy data into it. Line item rows display the

BASBUD method as the amount. It represents the data source that was used to seed

the proposed budget as the starting point.

9. The base version remains constant in all the planning levels defined for your activity scenario in your planning model. This means the base looks the same whether you

are viewing it as the preparer, reviewer, coordinator, or other planning level or role.

During the model stage process, the system creates a copy of the base version into

master version, and from the master version recalculates and copies into the first working version as a starting point for preparers.

10. The master version is similar to the base version in that the data in the master

version looks the same regardless of the planning level or role from which you are

viewing it. However, unlike the base version, the data in the master version is not static. It changes as your planning and budgeting development process evolves.

11. The master version is updated when you:

• Submit a working version from one planning level to another.

The system copies the data in the working version into the master version. • Copy a version to the master version.

• Perform line item allocations, working directly with data in the master.


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Step Action

12. After you complete your planning and budgeting process and approve the budget, the master version contains the data that is loaded into the general ledger when the

export to ledger process is run.

13. This concludes the understanding the planning workspace topic.

End of Procedure.

Understanding Work Items and Versions In the first lesson of this course, there is more information about the budget roles and the budget

role hierarchy. Each budget role has a budget center and budget activities attached to it. All of

this information makes up your budget work items. Budget work items are comprised of budget activities list and a budget center. You can enter budget data into the budget center.

In this topic, you will learn about budgeting work items and versions.

Procedure

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Step Action

1. Budget versions are used to create what-if examples of the budget. Each budget

center can have a maximum of five versions; three working versions in addition to

the base and master version. These what-if examples can be created with different assumptions, and one can be chosen as the budget that will ultimately be sent for

approval. If two budget preparers share budgeting responsibilities for the same

budget center they must also share the five versions. Each budget preparer does

NOT get their own personal five versions with which to work.

Step Action

2. The base version contains the "clean" copy of your budget model. The budget data

contained within the base version cannot be modified in any way. Authorized budget users may inquire on the base version but will not be able to edit that version. The

budget user may create a working version or a master version (or both) from the

base version.


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Step Action

3. Each budget center can contain a maximum of three working versions, which can be used to manipulate budget data that has been copied from the base version. The

budget user does not need to use all three working versions but can use as many as

needed to accurately enter the budget data. A working version can be created during

the publish process, so the preparer does not have to copy every budget into a working version.

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Step Action

4. You can copy from any version to create a working version. For example, you could

copy from working version 1 to create working version 2 or you could copy the

master version to create working version 2. All budget data contained in the version you are copying from is copied into the version you are creating.

5. The master version is updated through any of the following methods:

• Submitting a working version.

• Copy a working version to the master version. • Performing budget allocations.

6. The master version contains the final budget data that is submitted up to the next

budget level for review. The master version does not allow you to directly work on

the budget, using line-item budgeting, position budgeting, asset budgeting, or mass

adjustments. You are allowed to perform budget allocations on the master version only. The master version holds all of the budget data that will eventually be sent to

the general ledger through an export process.

7. This concludes the Understanding Work Items and Versions topic.

End of Procedure.

Creating a Worksheet Version Budget versions are used to create "what-if" revisions of the budget. Each planning center can

have a maximum of five versions, which include: • Base version (required)

• Working version 1




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• Master version (required)

When each planning center is created, the Base, Working version 1, and Master versions are

automatically created. You must create Working versions 2 and 3 if needed for your "what-if" scenarios.

In this topic, you will create a worksheet version.

Procedure

Step Action

1. Begin by navigating to the My Planning Workspace page.


2. Click the My Planning Workspace link.

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Step Action

3. Use the Role Name field to specify the role you will be using to analyze the

planning and budgeting model.

Enter the desired information into the Role Name field. Enter "Preparer".





"MODEL102".


9. Enter the desired information into the Activity field. Enter "EXP101".





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Step Action

13. Use the My Planning Workspace page to perform and monitor budgeting and planning tasks, including reviewing the approval status of a plan or budget and

preparing line item, position, and asset activities.

14. In this example, notice that Planning Center 12000 already has the Base, Version 1,

and Master versions created. These versions were automatically created with the

new planning center.

Step Action

15. In order to create a new working version, you must choose a version to copy.

Click the Copy link.

16. Use the Copy Version page to copy planning center data from one version to the master version or one of three working versions.

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Step Action

17. Use the To Version drop-down list to choose a new version to copy into.

Click the *To Version list.

18. You cannot have more than three working versions for a planning center at one time. If you have three working versions or if you select to copy to a working version that

already exists, the system copies over the selected version.

Click the Version 2 list item.

19. Click in the *Description field.

20. Enter the desired information into the *Description field. Enter "Version Two".


22. Notice that the new version appears. This new version is a copy of the original

version.

23. You have successfully created a worksheet version.

End of Procedure.


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Locking Planning and Budgeting Activities When a preparer access activity scenarios to edit them, it is locked so that other users cannot

update it at the same time. When you lock activities, you click the Edit link for the planning

center and activity scenario that you want to work with from the Preparation Workspace view. The system automatically locks the activity scenario for that planning center and version,

preventing other users from editing at the same time you are editing. If the version of the activity

that you are trying to access is already locked, or you do not want to update it, you can click the View link to access the data in read-only mode. When activities are locked, other users can still

view and copy the activity scenario.

In this topic, you will lock an activity.

Procedure

Step Action




Training Guide


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Step Action








"MODEL102".







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Step Action



Step Action

14. Click the Edit link.

15. Use the Line Item Details page to view, add, and modify budget amounts. Also, use

this page to manually enter budget amounts for a line item; and protect a line-item

budget from mass adjustments.

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Step Action

16. Click the Don't Unlock link.

17. The activity is now locked. While an activity is locked, it cannot be edited by other

users. You must unlock an activity before you can submit it for approval.

18. Only a user, such as a coordinator, who has access to the View Current Locks

page, located under Setup Model menu, can unlock activities locked by another user.

An activity scenario for a version can be locked and edited by only one user at a time for each planning center version.

19. You have successfully locked a planning and budgeting activity.

End of Procedure.

Unlocking Planning and Budgeting Activities After the activity is updated, you must unlock it before other users can update it. All versions for

a planning center for an activity scenario in a planning model must be saved and unlocked for the

system to recalculate amounts and update activity data.

In this topic, you will unlock an activity.

Procedure


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Step Action




Training Guide


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Step Action








"MODEL102".







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Step Action



14. Notice the Unlock button is available. The activity is now locked. While an activity

is locked, it cannot be edited by other users. You must unlock an activity before you

can submit it for approval.

15. You can also unlock a version by navigating to the Line Item Details page and clicking the unlock link on that page. This enables you to review the version details

before unlocking it. The Line Item Details page can be accessed by clicking the

Edit link.

Step Action

16. Click the Unlock button.

17. Notice the version is no longer locked. The Unlock column and button is no longer

available.

18. You have successfully unlocked a planning and budgeting activity.

End of Procedure.

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Setting User Preferences You can set up User Preferences as the default for your My Planning Workspace pages. This enables you to reduce the number of steps required to access the My Planning Workspace page.

You can default the values for the following fields:

• Role.

• Business Unit. • Planning Model ID.

• Activity.

• Scenario.

In this topic, you will set user preferences.

Procedure

Step Action

1. Begin by navigating to the User Preferences page.


2. Click the User Preferences link.

3. Use the User Preferences page to set up the default values that the system uses to

directly access the My Planning Workspace page based on your user id.


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Step Action

4. Enter the desired information into the SetID field. Enter "SHARE".





"MODEL102".



11. Use the As of Date field to determine when these defaults are to begin. For example,

if you will be starting a new assignment next month, you can future date this value to coincide with your schedule.

For this example, accept the default value.


13. You have successfully defined user preferences.

End of Procedure.

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Sending Email to Planning and Budgeting Users Planning and Budgeting enables you to create and send emails to contacts defined in the planning and budgeting model.

In this topic, you will send an email to planning and budgeting users.

Procedure

Step Action






4. In this example, the User Preferences had been set, which enables you to directly

access the My Planning Workspace page. This saved you steps since you did not have to navigate through the My Planning Workspace search page.


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Step Action

5. Click the Send Email link.

6. Use the Compose Mail page to create and send emails to contacts defined in the

planning and budgeting application. You can also view user detail information for

all users associated with a user description.

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Step Action

7. Enter the desired information into the Subject field. Enter "Test email".

8. Click in the Email Text field.

9. Enter the desired information into the Email Text field. Enter "This is a test

budgeting email.".

10. The Select Recipients area contains a list of users associated with this planning and

budgeting model. Use the Select All button to choose all users in the list. You can also select individual users using the corresponding checkboxes.

11. In this example, select the BPO1 User.

Click the Select option.

12. Review your email and verify its content. Once verified, you can send your email.

Click the Send Email button.

13. Once you have sent your email, you are returned to the My Planning Workspace

page.

14. You have successfully sent an email to planning and budgeting users.

End of Procedure.


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Attaching Documentation and Guidelines Coordinators can attach documentation and guidelines to the Planning and Budgeting application

that all users can access. These documents and guidelines should be applicable to all planning and

budgeting models.

In this topic, you will access planning and budgeting documentation.

Procedure

Step Action

1. Begin by navigating to the Documentation and Guidelines page.



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Step Action

3. Click the Define Parameters button.

4. Click the Documentation and Guidelines link.

5. Use the Documentation and Guidelines page to attach and upload Planning and

Budgeting documentation and guidelines for end users.


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Step Action

6. The Description you enter should be useful to Planning and Budgeting users when accessing these files.

Enter the desired information into the Description field. Enter "Budget

Guidelines".

7. Click the Attach button.

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Step Action

8. Use the Browse button to locate the file you want attached to Planning and

Budgeting.

Click the Browse button.


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Step Action

9. Click the Budget Guidelines.doc list item.

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Step Action

10. Click the Open button.

Step Action

11. Click the Upload button.

12. Notice the documentation information now appears on the Documentation and

Guidelines page.


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Step Action


14. You have successfully attached planning and budgeting documentation.

End of Procedure.

Submitting Plans and Budgets Upon completion of budget or plan entry, the preparer submits the appropriate budget version to

the next higher level in the approval process.

In this topic, you will submit a planning model for review.

Procedure

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Step Action







access the My Planning Workspace page. This saved you steps since you did not have to navigate through the My Planning Workspace search page.


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Step Action

5. Select the check box next to each planning center that you want to submit.

For example, if you entered your entire budget into working versions 1 for planning

centers 12000 and 13000, select the check box next to working version 1 for both

planning centers, then click the Submit button above the grid. If you clicked the Submit button when the base version was selected, you would submit the base

version that would contain none of your changes.

Click the Version 1 option.

6. The preparer submits all planning centers for activity scenarios assigned to them when the plan or budget is complete and ready for review.

Clicking the Submit button for a selected working version simultaneously submits working version 1 and copies all budget data into the master version.

Click the Submit button.

7. Use the Submit Confirmation page to verify and approve or cancel your

submission.

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Step Action


9. When the budget is submitted, the system checks and validates two rules, if defined:

1. Verifies that there are no rows marked in error that may have resulted from the

enforcement of combination edits or, when using control budget, commitment

control rules. 2. Verifies that planning targets are within tolerance rules when controls are set to

active.

If the planning center for an activity scenarios fails any of the two rules listed above,

the budget cannot be submitted until the rule is satisfied.

10. If the preparer needs to update the working version of a budget after it is submitted,

the reviewer, analyst, or coordinator must reject the budget to make it available, because the status of a planning center must be Open or Rejected to be editable.

11. After the planning centers for activity scenarios have been submitted, the budgets

are forwarded to the next level in the budget hierarchy.

The user ID and role at the next level up cannot update their planning centers until all the lower-level planning centers that make up their higher-level planning center

have been submitted.

12. You have successfully submitted a budget for review.

End of Procedure.


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Rejecting Plans and Budgets The reviewer, analyst, or coordinator can reject a budget from their Review Workspace page.

In this topic, you will reject a planning and budgeting model.

Procedure

Step Action




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Step Action

3. Enter the desired information into the Role Name field. Enter "REVIEWER".




7. Use the My Planning Workspace page to perform and monitor budgeting and

planning tasks, including reviewing the approval status of a plan or budget and preparing line item, position, and asset activities.

8. Notice the role name is now Reviewer. The view of the My Planning Workspace

page changes based on the role used to enter the page. In this example, you are

viewing Reviewer components.


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Step Action

9. Click the My Review Workspace link.

10. Coordinators, analysts, and reviewers can use the My Review Workspace page to

access information permitted for their user ID and role, including:

• Viewing all versions of all planning centers below your level of preparation and review.

• Viewing line item, position, and asset activity details.

• Rejecting plans or budgets. • Accessing the Planning Center Details page where you can view the details of

planning centers and versions.

• Accessing the My Preparation Workspace page.

• Expanding higher level planning centers to view or reject lower-level planning centers.

11. Your view is filtered by your role and user ID security. You can access in view

mode all planning centers and versions that roll up to your level of review and

access for your user ID and role.

12. You can skip Planning Center levels when rejecting budgets, but levels cannot be skipped when submitting.

13. The Status of the budget is displayed on this page.

In this example, notice Planning Centers 12000 and 13000 have been submitted for approval. Your role is designated as a reviewer for these Planning Centers.

14. You can select which budget Version you want to review, for example Master,

Version <n>, Base.

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Step Action

15. After careful review, you decide to reject this plan to send it back to the preparer for changes.

Click the Reject button.

16. Use the Reject Confirmation page to verify or cancel rejecting a planning center.


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Step Action

17. Review the page information to verify you are rejecting the intended planning center.


18. Notice the Planning Center now displays a Status of Rejected.

19. You have successfully rejected a planning and budgeting model.

End of Procedure.

Approving Plans and Budgets In Planning and Budgeting, reviewers and analysts refer to the persons in your organization who

are responsible for reviewing, analyzing, and approving the budgets submitted by preparers.

Reviewers and analysts commonly have responsibility for more than one budget center, so their security access requirements are broader than those of a preparer.

As a reviewer or analyst, you can perform budget preparation activities similar to those performed at the budget preparer level, including modifying, applying mass adjustments to, and

allocating line-item budgets. You can also perform inquiry and analysis on the proposed budgets.

In this topic, you will approve a plan and budget.

Procedure

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Step Action





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Step Action

3. Enter the desired information into the Role Name field. Enter "REVIEWER".




6. Notice the role name is now Reviewer. The view of the My Planning Workspace

page changes based on the role used to enter the page. In this example, you are

viewing Reviewer components.

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Step Action

7. You approve a budget by submitting it to the next level in the approval hierarchy.

Select the check box next to each planning center that you want to submit.

Click the Base option.

8. Click the Submit button.

9. Use the Submit Confirmation page to verify and approve or cancel your submission.


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Step Action




12. When the budget is submitted, the system checks and validates two rules, if defined: 1. Verifies that there are no rows marked in error that may have resulted from the



active.

If the planning center for an activity scenarios fails any of the two rules listed above, the budget cannot be submitted until the rule is satisfied.

13. You have successfully approved a planning and budgeting model.

End of Procedure.

Using Line Item Activities

In Planning and Budgeting, you work with line-item activities in data slices based on the planning

center definition. This increases the efficiency of the system and lets other budget users access

other data slices of the planning model at the same time. When you work with a data slice, you're doing so for a specific planning center version for a specific activity and scenario combination.


• Discuss line item budgeting.

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• Enter a line item amount using methods.

• Enter a line item amount using hot keys.

• Adjust line items. • Review line item data with variance analysis.

• Review line item data with version analysis.

• Submit line item activities. • Use the spreadsheet add-in.

Understanding Line Item Budgeting

Line item budgeting enables you to enter budget amounts for each individual account, excluding those accounts updated through position or asset budgeting. Planning and Budgeting enables you

to work with line item activities for three planning scenario types, defined for one or more years:

• Top-down scenarios: Use top-down line item activities with the top-down scenario type when creating strategic long-term plans at a more summarized level.

• Bottom-up scenarios: Use line item activities with the bottom-up scenario type when creating

detailed budget plans.

• Forecast scenarios: Use line item activities with the forecast scenario type to update a current plan or budget, in which users are not allowed to update closed and past periods.

• Historical scenarios: Use line item activities with the historical scenario type to compare

scenarios, perform analysis and modeling using the Flex method.

In this topic, you will learn about line item budgeting.

Procedure


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Step Action

1. The sum of the line items for every budget center in your business unit makes up your organization's entire budget. Line-item budgets include your personnel, capital,

and non-personnel expenditures and revenue estimates for a defined period of time.

Step Action

2. Line-item budgets are usually entered by preparers. Preparers are users at the lowest-level budget center defined for the planning and budgeting model. Preparers

are responsible for preparing, modifying, and submitting a detailed line-item budget

for their respective budget centers. If applicable, they also prepare, modify, and submit position and asset budgets.

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Step Action

3. Preparers start with a base budget that the coordinator develops.


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Step Action

4. This base budget is either: • Populated with proposed budget data, which is based on prior year actuals, prior

year budget figures, or some other basis.

• Left blank for zero-based budgeting, leaving you with the job of building your

budget plan from the ground up.

Step Action

5. You can check out different budget activity types per model. You may have an

activity in read-write mode for position, asset, and line-item activities. When a budget user checks out an activity, that activity is locked to other users. However,

other budget users can check out the activity in read-only mode. You can also check

out additional activities in read-only mode.

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Step Action

6. With line-item budgets, you can enter fixed budget amounts into line items directly

or have the system calculate budget amounts by applying methods. Each line item is

assigned a method. To manually enter a budget amount for a line item, use hot key functions to enter data directly into each budget period. Hot keys are characters you

enter in the hot keys column to quickly enter budget data across periods.


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Step Action

7. If you want to use methods to calculate budget amounts, you can choose from a set of delivered methods. For example, you can assign the Amount Per Budget Period

(AMTPER) method and then enter a fixed budget amount by budget period.

8. Note that you can override the methods and method details assigned to line items in

your base budget if the budget coordinator enabled override capability using the

Override Control page.

9. If you have defined a ledger as your proposed budget that combines revenue and

expense account types, your monetary values appear as gross amounts or summed

totals. Planning and Budgeting does not recognize values by account type within the

line item budgeting activity. For net income amounts, you must access the available inquiry options for line item analysis.

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Step Action

10. Methods can be divided into two categories, methods that require calculation and

methods that do not require calculation, where the budget amounts are derived

through other means. The following methods require calculation.

11. Every line within your budget has a method assigned to it. A method defines how the budget amount for the line item is calculated or derived if a calculation is not

necessary. A method can have a base against which the method is applied.


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Step Action

12. The following methods do not require calculation.

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Step Action

13. In addition to a base, a method can also have an associated driver and driver

parameter. Budget coordinators define the default methods and their method details

(driver, driver parameter, and base) for line items in the budgeting model. The ANN% method, which is used to apply a growth rate to an historical value on an

annual basis, is an example of a method that uses a driver parameter and a method

base. For this method, the user defines a growth rate (driver parameter) and an

historical value (method base) on which to apply the growth rate.

14. In summary, you use line-item budgets to enter budget amounts for individual

revenues or expense accounts of your organization. You work with your line-item

budgets in data slices, based on your budget center definition. This increases the

efficiency of the system and enables other budget users to access other data slices of the budgeting model at the same time.

End of Procedure.

Entering a Line Item Amount Using Methods Follow these steps to add a line-item activity:

1. Display the My Planning Workspace My Preparation Workspace page for the desired business

unit, model, scenario, and line-item activity.

2. Click the Edit link next to the line item activity for a planning center and version to display the Line Item Details page for that line item.

3. If you want to override the default method, when allowed, enter a method in the Method ID

field, and then enter the specific parameters for that method. 4. If you want to add an adjustment, enter adjustment amounts on the Method detail page.

5. Select the Periods 1-6 and Period 7-12 tabs to view or add the line-item amounts.

In this topic, you will enter a line item activity using a Method ID.

Procedure


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Step Action




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Step Action

3. Enter the desired information into the Role Name field. Enter "Preparer".



planning tasks, including reviewing the approval status of a plan or budget and



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Step Action





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Step Action

8. Use the Method ID field to select the calculation method for the line item activity.


9. Every line in a budget has a Method ID assigned to it. A method defines how the system calculates the budget amount for the line or derives the amount if a

calculation is not necessary. A method can have an associated driver, driver

parameter, and base.

10. Click the AMTHC list item.


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Step Action

11. Click the 1,781,774.20 link.

12. Use the Amount Per Headcount page to define the AMTHC method. The AMTHC

method calculates the amount per headcount. The system uses a defined amount for each headcount.

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Step Action

13. Use the Driver ID field to identify the method driver. Methods that require a system

calculation use method drivers. A method driver is the calculation factor used in the

method's algorithm. You define method driver defaults used during line-item budgeting. You can also enable override of the driver defaults when you set up line

item activity scenarios in the planning model.

Click the Driver ID list.

14. Click the BCHC list item.

15. The Budget Period is a month in an annual budget. Therefore, there are 12 budget

periods displayed.

16. The Cost Per Headcount fields are automatically populated with a default value

from position budgeting. The default values can be updated.

For this example, accept the default Cost Per Headcount amounts.




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Step Action


20. You have successfully entered a planning and budgeting activity using a method.

End of Procedure.

Entering a Line Item Amount Using Hot Keys Hot Key entry is a method of manually entering budget or plan amounts into line-item activities. Using hot key functions, you can enter characters into a Hot Key column to help you quickly

enter budget data across periods.

The syntax for Hot Key entry is:

<hot key><number>@<periodn>:<periodn>

For example, S300,000@1:6 spreads 300,000 evenly to periods 1 through 6.

In this topic, you will enter a line item amount using hot keys.

Procedure

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Step Action





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Step Action






access the My Planning Workspace page. This saved you steps since you did not

have to navigate through the My Planning Workspace search page.

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Step Action


8. Use the Line Item Details page to view, add, and modify budget amounts. Also, use this page to manually enter budget amounts for a line item; and protect a line-item



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Step Action

9. Use the Method ID field to select the calculation method for the line item activity.


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Step Action

10. In this example, choose the AMTPER Method ID.

Click the AMTPER list item.


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Step Action

11. Click in the Hot Keys field.

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Step Action

12. Use the Hot Key field to enter the hot key character for the type of distribution that you want to perform.

Enter the desired information into the Hot Keys field. Enter "S3300".

13. Use the Hot Keys Help link to access help in determining how to enter hot key

characters.

Step Action

14. This table lists the hot keys and their uses. For more information, use the Hot Keys

Help link on the Line Item Details page.

15. Press the Tab key to refresh the page and view the amount applied by this method.

Press [Tab].

16. Notice the Amount value was calculated based on your hotkey entry.

Notice the $3300 value entered from the previous step has now been applied to this

line item activity.

17. Notice the S3300 hot key function correctly spread the $3300 across all periods.


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Step Action


19. You have successfully adjusted a planning and budgeting activity using the hot key method.

End of Procedure.

Adjusting Line Items You can use several ways to enter adjustments for a line item: • Enter adjustments by period.

• Spread adjustments for the entire budget year.

• Create line-item mass adjustments.

In this topic, you will adjust a line item.

Procedure

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Step Action




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Step Action


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Step Action





Step Action






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Step Action

8. Use the Amount column links to access the Amount Per Period page for a line item.

Click the 3,300.00 link.

9. Use the Amount Per Period page to enter adjustment amounts.

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Step Action

10. For this example, adjust the 2006M1 Budget Period amount to $100.

Enter the desired information into the Adjustment Amount field. Enter "100".


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Step Action

11. For this example, the remaining budget periods have been adjusted for you.



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Step Action


14. You have successfully adjusted line items.

End of Procedure.

Reviewing Line Item Data with Variance Analysis Variance Analysis enables you to compare any two scenarios, versions, or time periods (and

combinations of these items) by amount or percentage variance.

In this topic, you will review line item data with variance analysis.

Procedure


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Step Action

1. Begin by navigating to the Variance Analysis page.


2. Click the Analysis and Reporting link.

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Step Action

3. Click the Variance Analysis link.

4. Use the Variance Analysis inquiry page to access and load line item activity data to

an analytic grid for analysis. You can compare any two scenarios for a single

activity and planning center in the planning model.

5. Several fields are populated based on your login settings.

For this example, you will not change the defaulted field values.


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Step Action

6. Click the Role Name list.

7. Click the Preparer list item.

8. A Business Unit is an identification code that represents a high-level organization of

business information. Valid values depend on the business units associated with

planning models. A planning model can be associated with only one business unit within your organization. However, a business unit can have multiple planning

models.



10. Use the Activity field to analyze budgets associated with this activity. Activities are user-definable entities that you can associate with other activities, different

scenarios, and different planning models.


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Step Action

12. Scenarios provide the time element to a budget or plan. You select a calendar to use

that controls periodicity of the plan and specify the beginning and ending periods of

the budget or plan. The scenario also includes a ledger that the system associates with a ledger template. Ledger templates (in conjunction with the general ledger

scenario), dictate the physical source of the data the system uses to seed a budget or

plan; this frames the actual dimensions (ChartFields) enabled for use. The

dimensions must exist on the physical ledger table. For the planning scenario specifically, this dictates the target of the plan or budget data when it is exported.


13. Click in the Planning Center field.

Step Action

14. Planning centers define the rollup and approval structure for a planning or budgeting development process.

Enter the desired information into the *Planning Center field. Enter "12000".

15. Click the *Budget Version list.


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Step Action

16. Budget versions are used to create what-if examples of the budget. Each budget center can have a maximum of five versions.

Click the Version One list item.

17. Use the Select Variance Criteria group box to select whether you want to Compare

to Self and specify the Budget Version ID and Budget Period against which you

want to compare; or select a Comparison Scenario.

18. Click the Comparison Scenario list.

19. Click the 2002ACTUAL list item.


21. The Variance Analysis report enables you to view and compare line item costs

sorted by another version or comparison scenario for the selected planning center.

22. In the analytic grid you can modify the view of the data by dragging any dimension from the row axis to the slicer bar or column axis, and by dragging cubes from the

column axis to the slicer bar or row axis.

23. You have successfully reviewed line item data with Variance Analysis.

End of Procedure.

Reviewing Line Item Data with Version Analysis Use the Version Analysis to analyze budget information across all planning centers and budget

versions.

In this topic, you will review line item data with version analysis.

Procedure

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Step Action

1. Begin by navigating to the Version Analysis page.




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Step Action

3. Click the Version Analysis link.

4. Use the Version Analysis inquiry page to access and load line item activity data to

an analytic grid for analysis. You can compare any two scenarios for a single

activity and planning center in the planning model.

5. Several fields are populated based on your login settings.

For this example, you will not change the defaulted field values.

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Step Action



8. A Business Unit is an identification code that represents a high-level organization of business information. Valid values depend on the business units associated with


within your organization. However, a business unit can have multiple planning models.



10. Activities are user-definable entities that you can associate with other activities,

different scenarios, and different planning models.



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Step Action










Enter the desired information into the Planning Center field. Enter "12000".

15. Use the Select Versions select the appropriate version checkboxes you want to include in the version analysis calculation.

Step Action

16. Click the Show All option.

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Step Action

17. Notice all available versions are now selected.


19. The Version Analysis page enables you to access and load line item activity data to

an analytic grid. This enables you to compare budget versions for a single activity, scenario, and planning center in a planning model.

20. In the analytic grid you can modify the view of the data by dragging any dimension

from the row axis to the slicer bar or column axis, and by dragging cubes from the


21. You have successfully performed version analysis on line item data.

End of Procedure.

Submitting Line Item Activities Use the My Planning Workspace page to submit line-item budgets to the next planning center level. When you submit a budget version, the system sends it up to the next planning center level

and updates the master budget version with data from the submitted version.

In this topic, you will submit a line item activity.

Procedure


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Step Action



Step Action


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Step Action







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Step Action

6. For this example, submit Version 1 for Planning Centers 12000.

Click the Select option.

7. When the budget is submitted, the system checks and validates two rules, if defined: 1. Verifies that there are no rows marked in error that may have resulted from the



active.

If the planning center for an activity scenarios fails any of the two rules listed above, the budget cannot be submitted until the rule is satisfied.

8. The Master version is updated when you click the Submit button for a working

version or manually copy the working version into the master version.

9. Click the Submit button.

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Step Action

10. Review the Planning Center information to confirm you are submitting the correct

items.


11. Notice the versions are now displaying a status of Submitted.

12. If the preparer needs to update the working version of a budget after it is submitted, the reviewer, analyst, or coordinator must reject the budget to make it available,

because the status of a planning center must be Open or Rejected to be editable.



The user ID and role at the next level up cannot update their planning centers until

all the lower-level planning centers that make up their higher-level planning center have been submitted.

14. You have successfully submitted line item activities.

End of Procedure.

Using the Spreadsheet Add-In The Spread Sheet Add In (SSAI) was created to enable preparers to download the line item activity data for a specific planning center to their workstation or laptop so that they can work on

it offline. Although budget users must be connected to their network during spreadsheet when the


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SSAI is accessing data from Planning and Budgeting and sending data back to Planning and Budgeting, they can work offline at all other times.

After you have downloaded data from the Planning and Budgeting application to the SSAI, you can work offline to enter amounts into the spreadsheet. When you are ready to send data back to

the Planning and Budgeting application, use the SSAI login dialog box to log back in to

PeopleSoft and submit the data.

To use the SSAI functionality, you must first install the Planning and Budgeting Spreadsheet

Add-In program Excel file, ExcelToCI-BP.xls.

In this topic, use the spreadsheet add-in feature.

Procedure

Step Action

1. The Spread Sheet Add In program (SSAI) uses a Planning and Budgeting Spreadsheet Add-In program Excel file, ExcelToCI-BP.xls.

2. The SSAI is divided into four tabbed worksheets:

• The Coversheet provides an overview of how to use SSAI.

• On the Connection Information worksheet, specify how to access the PeopleSoft database in which your Planning and Budgeting resides.

• On the Search Criteria worksheet, select the business unit, planning model,

activity, scenarios, planning center, and budget version to download.

• On the Edit & Submit worksheet, enter data and submit it back to the database.

3. To open the SSAI:

1. Minimize the window for the PeopleSoft application so you can see the desktop.

2. On your desktop, click Shortcut to ExcelToCI-BP.xls.

3. When the dialog box appears, click Enable Macros.

Note: If the Enable Macros selection does not appear, from the Excel menu, select

Tools, Macro, Security, and select the Medium security option button. Click OK, then exit from Excel. Start over again by selecting Shortcut to ExcelToCI-BP.xls

from your desktop.

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Step Action

4. Click the Coversheet tab.

5. Use the Coversheet worksheet to enter the connect information for communicating with a PeopleSoft Internet Applications (PIA) server, such as the Web Server

machine name, protocol, and PeopleSoft site name.

6. Click the Connect Information tab.

7. Use the Connect Information worksheet to define criteria for the budgeting data

that the system retrieves

8. For this example, the connection information has been entered for you. This

connection information reflects a demonstration database and will be different from your system.

Click the Search criteria tab.

9. Use the Search Criteria worksheet to define criteria for the budgeting data that the

system retrieves.


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Step Action

10. Click the Login/Refresh link.

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Step Action

11. The Login dialog box appears, prompting you to login to your Planning and Budgeting environment.

Enter the desired information into the User ID field. Enter "STA101".

12. Click in the Password field.

13. Enter the desired information into the Password field. Enter "STA101".


Step Action

15. Based on your Planning and Budgeting login identification, some of the search

criteria will be populated.

Click the Planning Center list.


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Step Action


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Step Action

17. Click the Budget Version ID list.

Step Action



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Step Action

19. Use the Find Rows link to retrieve budget information from Planning and Budgeting into your spreadsheet.

Click the Find Rows link.

20. The SSAI retrieves the data from Planning and Budgeting and displays the information in the Edit & Submit page. Use this page to update budgeting data,

unlock the planning center, and submit the version for approval.

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Step Action

21. Click the horizontal scrollbar.

22. You can update amounts by directly entering those changes into a corresponding

cell. You can also use spreadsheet formulas to calculate one cell with another. For

example, you could calculate seasonal trends by increasing sales by a percentage in certain months.

SSAI enables you to use standard spreadsheet functionality on your planning and budgeting models.

For this example, the data has been updated for you.


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Step Action

23. Once you have made all of your SSAI changes, save the spreadsheet.

Click the Save link.

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Step Action

24. Use the Save dialog box to confirm your save.

Click the Yes button.


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Step Action

25. When you retrieved data from Planning and Budgeting, the corresponding data was locked. Use the Unlock link to unlock the data in Planning and Budgeting.

Click the Unlock link.

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Step Action

26. Click the Yes button.

27. Data from the spreadsheet has now been transmitted to the Peoplesoft Planning and

Budgeting database. You have successfully used the spreadsheet add-in feature.

End of Procedure.

Using Mass Adjustments and Allocations

The line-item mass adjustment functionality enables you to apply an amount or percentage change to one or many line items at the same time. Users perform mass adjustments in line item

activities across one or many budget periods and dimensions for planning center working

versions in which they have access to. Allocation functionality enables you to allocate budget

amounts to cover, or offset, the costs in one planning center by charging them to another planning center. For example, an amount that you charge to another planning center displays as a negative

amount in your planning center. This same amount displays as a positive amount in the other

planning center that is intended to cover the cost.


• Define mass adjustments.

• Apply mass adjustments. • Define allocations.

• Apply allocations.


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Defining Mass Adjustments Mass adjustment functionality enables you to apply an amount or percentage change to one or

many line-items at the same time. The first step performing a mass adjustment is to define the

mass adjustment.

In this topic, you will define a mass adjustment.

Procedure

Step Action



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Step Action



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Step Action

3. For this example, the login ID has default field selections. Accept the default values

and enter a Role Name.





Step Action

6. Click the Edit Adjustment link.

7. Use the Mass Adjustment List page to can manage adjustments. You can also

perform Apply and Reverse actions to adjustment IDs using this page.

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Step Action

8. Use the Adjustment ID field to enter a new name for a mass adjustment.

Enter the desired information into the Adjustment ID field. Enter "ADJ101".



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Step Action

10. Click the Go button.

11. Use the Mass Adjustment Selection page to specify and edit the selection of line

items to which you want to apply mass adjustments. The system uses the dimension and member ranges defined here as a filter to retrieve the associated line item data.

12. The Go To section on the Mass Adjustment Selection page contains the links to all

the Mass Adjustment pages.

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Step Action

13. Enter the desired information into the Adjustment ID field. Enter "Adjust New

York Freight by 10%".

14. Use the Choose Individual or Range of Values area to define the Accounts,

Departments, Operating Units, and Currency that this mass adjustment will apply to.

15. Click in the Account From field.

16. Enter the desired information into the Account From field. Enter "402000".

17. Click in the Account To field.

18. Notice the Account To field is automatically populated with the value from the

Account From field. You can edit this default value.

For this example, leave the field as defaulted.

19. Click in the Operating Unit From field.

20. Enter the desired information into the From field. Enter "NEWYORK".

21. Click in the Operating Unit To field.


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Step Action

22. Notice the Operating Unit To field is automatically populated with the value from the Account From field. You can edit this default value.


23. Click in the Currency Code From field.

24. Enter the desired information into the Currency Code From field. Enter "USD".

25. Click the Mass Adjustment Details link.

26. Use the Mass Adjustment Details page to enter a positive or negative adjustment percentage or amount to apply to the selected line item rows.

Step Action

27. Use the Percentage field to enter a positive or negative adjustment percentage to apply to the selected line item rows.

Enter the desired information into the Percentage field. Enter "10".

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Step Action

28. You can select all accounts using the Select All button. To select individual

accounts, use the checkboxes next to each account.

Click the Select All button.



31. You have successfully defined a mass adjustment. The next step is to apply the mass

adjustment.

End of Procedure.

Applying Mass Adjustments Once a mass adjustment has been defined, it needs to be applied. Applying a mass adjustment

performs the planning and budget calculations and assigns those adjustment amounts to the defined accounts.

In this topic, you will apply a mass adjustment.

Procedure


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Step Action



Step Action


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Step Action

3. For this example, the login ID has default field selections. Accept the default values

and enter a Role Name.






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Step Action

6. Click the Edit Adjustment link.

7. Use the Mass Adjustment List page to can manage adjustments. You can also

perform Apply and Reverse actions to adjustment IDs using this page.

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Step Action

8. In this example, ADJ101 has been defined, but not applied.

Click the Apply button.


10. After applying the adjustment, you have the option of unlocking the planning center or not.

Click the Unlock link.


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Step Action

11. After applying a mass adjustment, you should navigate to the Line Item Details page to verify the adjustment.

Click the Edit link.




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Step Action

13. Next, review the mass adjustment amounts.

Click the Amount link.

14. The Amount Per Period page displays the adjustment information based on the

AMTPER method.


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Step Action

15. Click the Adjustment Details button.

16. The Adjustment Details page displays the adjustment information. Use the to verify

the source and detail of the AMTPER adjustments.

17. Review the adjustment details for the mass adjustment.

For this example, notice the Adjustment ID is the mass adjustment you just applied.

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Step Action

18. Click the Return button.


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Step Action


21. You have successfully applied a mass adjustment.

End of Procedure.

Defining Allocations Allocations are used to distribute or transfer amounts from and to other planning centers, budget

periods, and dimension members.

In this topic, you will define an allocation.

Procedure

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Step Action

6. Click the Edit Allocations link.

7. Use the Allocation List page to add, edit, or delete an allocation ID and execute an

allocation defined by an allocation ID.


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Step Action

8. Click in the Allocation ID field.

9. Enter the desired information into the Allocation ID field. Enter

"ALLOCATE101".



12. Use the Allocation Source page to specify the line items that you want to allocate.

The system uses the dimensions and members that you define on this page to retrieve the line-item data associated with them.


Departments, Operating Units, and Currency that this allocation will come from.

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Step Action




17. Notice the To Value field is automatically populated with the value from the

Account From field. You can edit this default value.



19. Enter the desired information into the From Value field. Enter "NEWYORK".


21. Notice the To Value field is automatically populated with the value from the Account From field. You can edit this default value.



23. Enter the desired information into the From Value field. Enter "USD".


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Step Action

24. Click the 3: Source Amount link.

25. Use the Source Amount page to define the allocation source amount as a fixed

amount or a percentage of the amount.

Step Action

26. Click in the Percentage field.

27. Enter the desired information into the Percentage field. Enter "12".

28. You can allocate to all or some of the budget periods displayed below. Use the

Select All button to choose all budget periods. Use the individual check boxes to select a subset.

For this example, select rows periods 2006M1-2006M6.

29. Click the 85,310.72 option.



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Step Action






37. Use the Refresh button to apply the allocation percentage to the selected budget

periods.


38. Click the 4: Allocation Target link.

39. Use the Allocation Target page to specify the line items used in the activity to receive the allocation amounts calculated for an allocation ID.


Departments, Operating Units, and Currency that this allocation will go to.


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Step Action




44. Notice the Account To Value field is automatically populated with the value from

the Account From Value field.



46. Enter the desired information into the From Value field. Enter "NEWYORK".


48. Notice the Operating Unit To Value field is automatically populated with the value

from the Operating Unit From Value field.


49. Click the 5: Target Amount link.

50. Use the Target Amount page to specify the amounts of selected line-item rows to receive the allocation source amounts. Determine how the total source allocation

should be distributed to each selected line item. Define the allocation target amount

as a fixed amount or as a percentage of the total amount to be allocated.

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Step Action

51. Use the Allocation Spread list to select how the allocation will be distributed.

Values are:

• Weighted - Distributes the Total to Allocate amount based on the weighted percentage of each selected line-item row.

• Even - Distributes the total amount to allocate evenly across all selected line-item

rows.

Click the Allocate Spread list.

52. Click the Even list item.

53. You can allocate to all or some of the budget periods displayed below. Use the Select All button to choose all budget periods. Use the individual checkboxes to

select a subset.

For this example, you will select budget periods 2006M7-2006M12.





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Step Action






62. Click the Refresh button.

63. You have successfully defined an allocation. The next step is to apply the allocation.

End of Procedure.

Applying Allocations Once an allocation has been defined, it needs to be applied. Allocations are used to distribute or

transfer amounts from and to other planning centers, budget periods, and dimension members. Applying an allocation performs the system calculations and transfers the values to the accounts

defined for the allocation.

In this topic, you will apply an allocation.

Procedure

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Step Action

6. Click the Edit Allocations link.

7. Use the Allocation List page to add, edit, or delete an allocation ID and execute an

allocation defined by an allocation ID.


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Step Action

8. Click the ALLOCATE101 option.

9. Use the Execute button to process the selected allocation IDs.

The system updates the amounts for each line-item row to equal the sum of the

method/adjustment amount and allocation target amount specified for the allocation

ID.

Click the Execute button.

10. Notice the allocation has been executed.

Next, you will return to the My Planning Workspace page to review the allocation.

11. Click the Unlock link.

12. You have successfully applied allocations.

End of Procedure.

Using Position Budgeting For most organizations, position budgets make up a large part of the overall company budget. In

this lesson, you will learn how to access position budgeting in order to enter budget data for new

and existing positions.

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• Discuss position budgeting.

• Add positions. • Copy positions.

• Distribute position costs.

• Fill positions. • Terminate positions.

• Delete positions.

• Apply compensation adjustments.

• Perform position budgeting analysis.

Understanding Position Budgeting Position budgeting refers to the activity of budgeting for personnel costs by position. You use position budgeting to develop personnel line-item budgets for salaries, earnings, benefits, and

employer-paid taxes.

In this topic, you will learn about position budgeting.

Procedure


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Step Action

1. PeopleSoft Enterprise Planning and Budgeting has several useful Position Budgeting features including:

• Budgeting for new and existing positions.

• Copying, editing and filling positions.

• Budgeting for salaries, benefits, earnings and employer taxes.

2. Planning and Budgeting uses position data imported from the PeopleSoft Enterprise HRMS system, including:

• Existing filled and unfilled positions.

• Job codes. • Union codes.

• Salary plans.

• Benefit plans. • Earning codes.

• Position and employee numbers.

Step Action

3. If your organization shares the cost of a position across more than one budget center, you split the funding of the position by distributing the costs across multiple budget

centers. If you belong to a budget center that is contributing to the cost of a shared

position, but you are not the owner, you can view your share of the costs within your personnel line-item budgets. The budget center in which you create a new position is

the owner of the new position.

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Step Action

4. Position budgets include filled and unfilled positions, unless the coordinator selected

the option to exclude a specific position from budget calculation on the Position

Data page. If a position is selected for exclusion, the costs and distributions are not included in the position budget amounts for position budgeting or within your

personnel line-item budgets.

Note that budget amounts in position budgeting represent annual figures, so

adjustments must be made using an annual amount.


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Step Action

5. In Planning and Budgeting, you work with slices of your position budgets one at a time, based on your budget center definition. This increases the efficiency of the

system and enables other budget users to access other data slices of the budgeting

model at the same time. Therefore, when you want to work with position budgets,

you check out a budget version for the position budgeting activity and select the type of position budgeting activity to perform. After working on the budgeting positions,

you check in the activity. Position budgeting amounts are reflected in line-item

budgets after you perform budgeting model recalculations.

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Step Action

6. In summary, Planning and Budgeting uses position data imported from the

PeopleSoft HRMS system. Position budgeting includes budgeting for new and

existing positions, personnel costs, and copying, editing, and filling positions.

7. This concludes the understanding position budgeting topic.

End of Procedure.

Adding Positions As your business changes, you may be required to add new positions.

In this topic, you will add a new position.

Procedure


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Step Action


9. The Position Overview page provides the main menu used to access position

budgeting pages in which you can manage, adjust, add, copy, delete, terminate,

analyze, or inquire on position data.

10. Use the Action Menu section to: • Access the pages to add, copy, delete, fill, or terminate a position.

• Access the pages to perform salary, benefit, and earnings adjustments by union

code, job code, or position. • View HR defaults.

• View position budgeting analysis for reporting.

11. Use the Search and Filter Options section to select what you want to display on

the Position and Employee grid.

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Step Action

12. Use the Position field to select the action that you want to take to manage your

position activity, and then click the Go button.

Click the Position list.

13. Click the Add list item.


15. Use the Position Data page to define or update a position. The defaults associated

with the new position, such as the position attributes and expense components

(salary, earnings, benefits, and employer paid taxes), are retrieved based on the job code that you select.

16. The Position Number field displays DEFAULT when you add a position until you

save the position record, at which time the system-generated number for the new

position appears.

17. Since you cannot change the status to Inactive for a position, select the Exclude

from Budget Calc option to eliminate the expense from line-items, or use the

Delete action form the Position drop-down when available.

For this example, you will leave the Exclude from Budget Calc as defaulted.

18. Use the Effective Date field to define when this added position is active.


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Step Action

19. All position data is effective-dated and the system picks up costs that are associated with the position in the personnel line-item activity in the periods that they occur.


20. The Status field displays Active because only active positions are permitted in

position budgeting.

Step Action


22. Enter the desired information into the Description field. Enter "Instructor Florida

101".

23. Click in the Short Desc field.

24. Enter the desired information into the Short Desc field. Enter "INST FL".

25. Click in the Job Code field.

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Step Action

26. Use the desired Job Code field to define the predefined job code associated with

this position. The available options depend on the job code defaults that are defined

at the coordinator level. The value that you select affects the distributions and compensation values of the position. You can view and override these details, when

allowed, by clicking the Salary Distribution, Earnings/Allowance Defaults,

Benefits Defaults, and Tax Default links.

Enter the desired information into the Job Code field. Enter "U1013".

27. When you define the Job Code for a new position, the job code defaults are applied

to the position – including the attributes and expense components of salary, benefits,

earnings, and tax.


29. Once the new position data is saved, notice the system has assigned a new position

number.

30. When adding positions, you should review the Distribution Defaults to verify the

default values are acceptable.

Click the Salary Distribution link.

31. Use the Salary Distribution page to modify and distribute position salary costs.

Amounts are in annual units.

32. You can enter the distribution for position expenses on the Salary Distribution

page, then apply it to the rest of the distribution pages. If you select the Apply

Salary Distribution check box, then it becomes the distribution for all of the other

costs.

33. If a position is shared by two or more planning centers, you can distribute position costs across multiple planning centers. One planning center is the owner of the

position. The planning center owner of the position must enter the distributions for

other planning centers. Users of the other planning centers see the distributions in their personnel line-item activity after the planning center owner copies or submits

their master version and the system recalculates the planning model. The system

validates that the entered distribution percentage does not exceed 100 percent.

34. It is possible to override any salary distributions that were assigned on the Job Code

Defaults page and the Position Data Defaults page on this page. You can add distributions to a new position. The distributions can be made among the dimension

that you included in your planning model. You can apply the salary distribution to

taxes, earnings, and benefits.


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Step Action

35. Click the Earnings/Allowance link.

36. Use the Earnings/Allowance page to modify or view the earnings/allowance

distribution information. Enter earnings-related budget amounts by percentage of

salary or a flat amount on this page. Earnings with the Add to Gross option selected are considered earnings. Those earning codes that do not add to the gross pay are

considered allowances. Earning codes that are add to gross are added together with

salary, used to derive a percentage of cost for benefits and taxes.

37. The One-time pay (OTP) field applies the expense to the period in which the effective dated expense occurs. It will not be carried forward into future periods.

This field applies to expenses at the employee level, not the default.

38. The Distribution button enables you to distribute earnings and allowances across

multiple budget centers.

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Step Action

39. Click the Benefits link.

40. Use the Benefit Plan page to add or modify benefits for a position. The benefit amounts are annualized amounts, like all other amounts, so you must make sure to

calculate your benefit amounts in annual terms.


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Step Action

41. Click the Tax link.

42. Use the Tax Rate page to modify or add tax data for a position.

43. You can enter separation distributions for each row on a distribution page. For

example, on the Tax Distribution page you can enter different distributions for

federal unemployment taxes, state unemployment taxes, social security, and medicare taxes.

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Step Action

44. Click the Position Overview link.

45. You have successfully added a position.

End of Procedure.

Copying Positions Positions can be created by copying existing ones. This enables you to save time when creating

positions that are similar to existing ones.

In this topic, you will copy a position.

Procedure


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Step Action

10. Use the Position field to select the action that you want to take to manage your

position activity, and then click the Go button.


11. Click the Copy list item.


13. Use the Position Copy page to identify the date the new position will become

active, the number of positions you are creating with this copy action, and the source

position you will be copying from.

14. Use the Effective Date field to define the date that this new copied position will become active.

For this example, accept the default date.


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Step Action

15. Click in the Number of Positions to Create field.

16. Use the Number of Positions to Create field to create multiple copies from a single

position source.

Enter the desired information into the Number of Positions to Create field. Enter

"1".

17. Click in the Copy From Position field.

18. Use the Copy from Position field to enter the User ID of the position that you want to copy.

Enter the desired information into the Copy From Position field. Enter

"NP_10819".

19. Click the Copy button.

20. The system assigns a default employee Position number to a new position.

21. After the add or copy process is complete, you can override the defaults and fill the

position as necessary.

Click the Position Data link.

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Step Action


with the new position, such as the position attributes and expense components

(salary, earnings, benefits, and employer paid taxes), are retrieved based on the job code that you select.

Step Action


24. Enter the desired information into the Description field. Enter "Instructor

California 101".

25. Click in the Short Desc field.

26. Enter the desired information into the Short Desc field. Enter "INST CA".



29. Notice the new copied position now appears on the Position Overview page.


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Step Action

30. You have successfully created a new position using copy. Note the position copy feature does not copy the existing employee (or incumbent) from the copied position

into the new position. The new position is unfilled.

End of Procedure.

Distributing Position Costs After you have added a new position, you can use the distribution defaults links from the Position

Data page to modify salary distributions, earnings and allowances, benefits, and taxes. Each of

the default distribution pages has links to the other distribution pages for: • Salaries

• Earnings allowances

• Benefits

• Taxes

You can enter as many distribution rows as you need for the position.

Procedure

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Step Action




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Step Action

10. Navigate to the Position Data page for a position by clicking on one of the position

description links in the Positions and Employees section.

Click the Instructor California 101 link.


with the new position, such as the position attributes and expense components (salary, earnings, benefits, and employer paid taxes), are retrieved based on the job

code that you select.


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Step Action

12. Click the Salary Distribution link.

13. Use the Salary Distribution page to modify and distribute position salary costs.

Amounts are in annual units.

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Step Action

14. Click in the Total Salary field.

15. Use the Total Salary field to enter the salary amount for the position or an

employee assigned to the position.

Enter the desired information into the Total Salary field. Enter "75000".


17. Click the Earnings/Allowance link.

18. Use the Earnings/Allowance page to modify or view the earnings/allowance distribution information. Enter earnings-related budget amounts by percentage of

salary or a flat amount on this page. Earnings with the Add to Gross option selected

are considered earnings. Those earning codes that do not add to the gross pay are considered allowances. Earning codes that are add to gross are added together with

salary, used to derive a percentage of cost for benefits and taxes.

19. If you are modifying earnings for a position, the earnings code displays the defaults

for the position. If you are defining earnings for an employee who is assigned to the position, the earnings code displays for the employee ID, employee record number,

and position.


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Step Action

20. Enter the earnings amount as a percentage of salary or as a fixed amount, but not both.

Click in the Fixed Amount field.

21. Enter the desired information into the Fixed Amount field. Enter "2500".

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Step Action



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Step Action

23. Click the Benefits link.

24. Use the Benefit Plan page to add or modify benefits for a position. The benefit amounts are annualized amounts, like all other amounts, so you must make sure to

calculate your benefit amounts in annual terms.

Step Action

25. Click in the Fixed Amount field.

26. In this example, you will update the 401k benefit to $15,000.

Enter the desired information into the Fixed Amount field. Enter "15000".


28. Click the Tax link.

29. Use the Tax Rate page to modify or add tax data for a position.

30. For this activity, no Tax changes will be made.

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Step Action

31. You have successfully distributed position costs.

End of Procedure.

Filling Positions After you have created positions, you can fill them with employees if you know who will occupy

the position. If you do not fill positions with employees, the system uses the default position data,

as indicated by a default employee for salary, allowances, benefits, and taxes so the positions are

included in the budget calculations. Keep in mind there are two primary sets of information for a given position when it is filled: the default position (as indicated by default employee) and the

employee records.

There are three steps for filling positions:

1. Select an employee.

2. Assign an employee to a position.

3. Update employee job details.

In this topic, you will fill a position.

Procedure


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Step Action


9. The Position Overview page provides the main menu used to access position budgeting pages in which you can manage, adjust, add, copy, delete, terminate,



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Step Action

10. Use the Position field to select the action that you want to take to manage your position activity, and then click the Go button.


11. Click the Fill list item.


13. Use the Fill Position page to select an employee that you want to assign to a

position.

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Step Action

14. Click in the Employee ID field.

15. Enter the desired information into the Employee ID field. Enter "EPU1010".

16. If the employee in step 1 holds a current position, you can perform an employee

transfer by clicking the Employee ID displayed in Step 2.

For this example, the employee from step 1 does not have a current position.

17. Click the Add New/Concurrent Job link.

18. Use the Employee Job History page to create, update, or view the employee record.

View the total position costs for an employee.

19. Use the Effective Date field to define when this new position will be filled.



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Step Action

20. Click in the Position field.

21. Enter the desired information into the Position field. Enter "NP_10820".


23. Click the Details tab.

24. Review the Job History Details to verify compensation values.

25. You have successfully filled a position.

End of Procedure.

Terminating Positions Use the Terminate Positions procedure to terminate positions and employee jobs. Terminating

the position means no expenses are recorded after the termination date.

In this topic, you will terminate a position.

Procedure

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Step Action



11. Click the Terminate list item.


13. Use the Terminate Employee and Position page to terminate employee jobs and

positions.

14. If you want to transfer something from one planning center to another, you must

terminate or delete the position in the old planning center, then add it to the new

planning center. There is no system delivered feature to perform automatic transfers

of positions between planning centers.

15. Use the Effective Date field to enter the date that you want to terminate the employee jobs or positions.


16. Use the Search Criteria area to enter the desired criteria to search for the employee job or position that you want to terminate.

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Step Action



19. Click in the Employee ID field.

20. Enter the desired information into the Employee ID field. Enter "EPU1010".

21. You can select the Include Position Default Data check box so that the position

default expense is also not picked up by the system. If you do not, the system treats

it as an unfilled position for the remainder of the budget year.


23. Click the 1 option.

24. Click the Terminate button.

25. Use the Terminate Employee and Position page to verify you are terminating the

intended employee and position.


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Step Action


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Step Action


28. Notice the position is still listed on the Position Overview page. This is due to the

effective date of the termination. The effective date, for this example, was future

dated.

29. You have successfully terminated a position.

End of Procedure.

Deleting Positions Use the Delete Position procedure to permanently remove a position from the system. Deleting

positions removes all position records from the planning center activity scenario.

In this topic, you will delete a position.

Procedure

Step Action




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11. Click the Delete list item.


13. Use the Delete Position page to permanently remove a position from the system.

Deleting positions removes all position records from the planning center activity scenario.

14. If you want to transfer something from one planning center to another, you must

terminate or delete the position in the old planning center, then add it to the new

planning center. There is no system delivered feature to perform automatic transfers of positions between planning centers.

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Step Action




18. The Position Details section displays all positions matching your search criteria.

19. Click the 1 option.

20. Click the Delete button.

21. Use the Delete Position page to confirm the position you are deleting.


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Step Action


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Step Action


24. Notice the position is no longer listed on the Position Overview page.

25. You have successfully deleted a position. When you delete positions, the system

removes all records associated with the position, including employee job records.

There is no date associated with deletions and there will be no record or audit trail.

End of Procedure.

Applying Compensation Adjustments You can perform compensation adjustments by job code, position, or union code for earnings,

salaries, or benefits. You can make adjustments to salary that increase or decrease the base salary amount. You cannot make mass adjustments to employer paid taxes using this option.

Earnings and benefits adjustments are not applied against a base earnings or benefits amount: •If you are using the percentage basis, you change the percentage that is applied to the salary to

calculate the earnings and benefits amounts.

• If you are using the amount basis, you change the fixed amount used as the earnings and benefits amounts.

In this topic, you will apply salary and earnings compensation adjustments.

Procedure


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Step Action

10. Use the Adjust field to select the type of adjustment and category that you want to

perform. Start by selecting the type of data you want to adjust. Values are:

• Benefits: to modify the benefit amount for employees and positions by job code, position number, union code, or all positions.

• Earnings: to modify the earning amount for employees and positions by job code,

position number, union code, or all positions. • Salary: to modify the salary amount for employees and positions by job code,

position number, union code, or all positions.

Click the Adjust list.

11. Click the Salary list item.

12. After selecting the type of data you want to adjust, use the By field to select the

categories by which you want to perform the adjustments, and then click Go. Values are: All, Job, Position, or Union.

Click the By list.

13. Click the Position list item.



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Step Action

15. Use the Salary Adjustment page to modify and distribute position salary costs. Amounts are in annual units.

Step Action

16. Click in the Position Number field.

17. Enter the desired information into the Position Number field. Enter "NP_10819".

18. Select the Employee Data and Include Position Default Data check boxes to display employee data, position default data, or both, associated with the search

criteria.

Click the Include Position Default Data option.

19. Click the Find button.

20. The Adjustment Details grid displays the employees associated with this position number.

21. Click in the Percentage field.

22. Enter the desired information into the Percentage field. Enter "5.00".

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Step Action

23. Use the Select options to select the positions to apply this compensation adjustment.

Click the NP_10819 option.

24. Use the Execute Adjustment button to execute the change after you are satisfied

with your selected rows and adjustment amounts.

Click the Execute Adjustment button.

Step Action

25. Confirm your compensation adjustments. You cannot undo this adjustment once executed.



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Step Action

27. Next, in this example, you will adjust earnings.

Click the Adjust list.

28. Click the Earnings list item.

29. Click the By list.

30. Click the Position list item.


32. Use the Earning Adjustment page to modify the earning amount for employees and positions by job code, position number, union code, or all positions.

Step Action

33. Click in the Earnings Code field.


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Step Action

34. Enter the Earnings Code for the position you are adjusting. Each position can have a number of earnings codes associated with them. If you are not sure of the code

value, use the lookup feature to select a code.

Enter the desired information into the Earnings Code field. Enter "BNS".

35. Click in the Position Number field.

36. Enter the desired information into the Position Number field. Enter "NP_18019".

37. Click the Include Position Default Data option.

38. Click the Find button.

39. Click in the Percent of Pay field.

40. Enter the desired information into the Percent of Pay field. Enter "5.50".

41. Click the Execute Adjustment button.

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43. You have successfully adjusted compensation values.

End of Procedure.

Performing Position Budgeting Analysis The Position Budgeting Analysis report enables you to view real-time position budgeting information online or on paper. It can be:

• Run for any combination of the reporting parameters on the Position Budgeting Analysis page.

• Viewed by job code, employee, or position.

• Downloaded to Microsoft Excel where you can format the report to suit your needs.

In this topic, you will perform a position budgeting analysis.

Procedure

Step Action

1. Begin by navigating to the Position Budgeting Analysis page.



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Step Action


Step Action

3. Click the Position Budgeting Analysis link.

4. Use the Position Budgeting Analysis inquiry page to access and load position activity data to an analytic grid for analysis.

5. Several of the Select Analysis Criteria fields are filled in by default based on your

user preferences. You can updated these defaulted values if needed.

For this activity, you will accept the defaulted values.

6. Role Names are associated with certain position budgets. There are six predefined

Planning and Budgeting roles. The system administrator can also add roles as

required by your business.

7. Use the Business Unit field to analyze position budgets associated with this

business unit. A Business Unit is an identification code that represents a high-level organization of business information. Valid values depend on the business units

associated with planning models. A planning model can be associated with only one

business unit within your organization. However, a business unit can have multiple planning models.

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Step Action

8. Use the Planning Model ID field to analyze position budgets associated with this

planning model id. The Planning Model ID refers to the name of a planning and

budgeting model used to perform budget development of activities and scenarios for a business unit.

9. Use the Activity field to analyze position budgets associated with an activity.

Activities are user-definable entities that you can associate with other activities,

different scenarios, and different planning models.

10. Use the Scenario field to analyze position budgets associated with this scenario. Scenarios provide the time element to a budget or plan. You select a calendar to use

that controls periodicity of the plan and specify the beginning and ending periods of


with a ledger template. Ledger templates (in conjunction with the general ledger scenario), dictate the physical source of the data the system uses to seed a budget or

plan; this frames the actual dimensions (ChartFields) enabled for use. The

dimensions must exist on the physical ledger table. For the planning scenario specifically, this dictates the target of the plan or budget data when it is exported.

Step Action



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Step Action



13. Click the Budget Version list.

14. Use the Budget Version field to select the budget model to perform the analysis on. Budget versions are used to create what-if examples of the budget. Each budget

center can have a maximum of five versions.

Click the Version 2 list item.

15. Use the Labels field to specify column label display for the analysis. Values are:

• Code • Code and Description

• Description

Click the Labels list.

16. Click the Code and Description list item.

17. Click to the Run button to access the Position Budgeting Analysis page and review the results of your search.

Click the Run button.

18. Position budgeting refers to the activity of budgeting for personnel costs by position.

When you execute the Position Budgeting Analysis report, the system displays the

results in an analytic grid.

19. In the analytic grid you can modify the view of the data by dragging any dimension from the row axis to the slicer bar or column axis, and by dragging cubes from the


20. You have successfully performed a Position Budgeting Analysis.

End of Procedure.

Using Asset Budgeting

PeopleSoft Planning and Budgeting provides an asset budgeting functionality, which allows your

organization to view existing assets or add new assets for budgetary purposes.

If your organization plans to purchase assets during the coming budget year, you may need to

account for the asset cost and depreciation when preparing the budget. The asset budgeting

feature enables you to add new assets and view existing in-service assets that have been imported

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from PeopleSoft Asset Management, or a third party system. The existing assets can impact your

depreciation expense budgets.


• Discuss asset budgeting.

• View in-service assets. • Add an asset.

• Edit an asset.

• Perform asset analysis.

Understanding Asset Budgeting Enterprise Planning and Budgeting provides asset budgeting functionality, which enables your

organization to edit existing assets or add new assets for budgetary purposes. If your organization plans on purchasing assets during the coming budget year, you may wish to account for the asset

cost and depreciation when preparing the budget. The system enables you to view running totals

as you budget fixed assets within a standard or Commitment Control budget.

In this topic, you will learn about asset budgeting.

Procedure


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Step Action

1. A fixed asset is tangible property used in the operations of a business, but not expected to be consumed, or converted into cash in the ordinary course of events.

Plant facilities, machinery and equipment, furniture and fixtures, and leasehold

improvements constitute the fixed assets of most companies. They are normally

represented on the balance sheet at their net depreciated value.

Step Action

2. If your organization plans on purchasing assets during the coming budget year, you

may wish to account for the asset cost and depreciation when preparing the budget.

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Step Action

3. The starting point for developing a capital budget includes existing assets and the

depreciation expenses associated with them. You establish this starting point by

importing existing assets and depreciation expense data from Enterprise Asset Management or another application.

4. Performing asset budgeting requires that you identify default asset related accounts,

establish asset profiles, cost and depreciation defaults, and an asset's useful life and

salvage value.

5. This concludes the understanding asset budgeting topic.

End of Procedure.

Viewing In-Service Assets

In-service assets are those that were already purchased. They are important for planning and

budgeting because they may still impact your depreciation expenses. Budgeted assets are entered in Planning and Budgeting and can be updated as needed. In-Service assets are imported from

Asset Management and cannot be updated.

In this topic, you will review an in-service asset.

Procedure


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Step Action



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Step Action



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Step Action


Step Action


5. Enter the desired information into the Activity field. Enter "ASSETS".




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Step Action

8. Click the View link.

9. Use the Asset Overview page to add, edit, and display assets meeting your criteria.


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Step Action

10. Select the desired Asset Status. Values are: • Budgeted - These are assets that are entered in Planning and Budgeting.

• In-Service - These are assets that are entered in Asset Management.

Click the Asset Status list.

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Step Action

11. Click the In Service list item.


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Step Action


13. Click the US_000000122 link.

14. Use the Asset Data page to enter details about a new asset, update an asset already added, or review the details of an in-service asset.

15. In-service assets are not created in Planning and Budgeting. They are imported from

Asset Management. Therefore, the asset data fields cannot be updated.

Step Action

16. Use the scrollbar to view the rest of the asset details.


17. You have successfully viewed in-service assets.

End of Procedure.

Adding an Asset Asset budgeting has been designed to make the entry of new assets into the budget as efficient as

possible, while still giving the budget coordinator the control to ensure accuracy of asset data

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entry. If you are using Enterprise Asset Management, you can import asset data from Asset

Management for use in Enterprise Planning and Budgeting.

In this topic, you will add new assets.

Procedure

Step Action




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Step Action


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Step Action


Step Action







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Step Action

8. Click the View link.


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Step Action

10. Click the Add Asset button.


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Step Action

11. Enter the desired information into the Catalog Item field. Enter "LAPTOP101".


13. Use the Asset Data page to enter details about a new asset, update an asset already

added, or review the details of an in-service asset.

14. Several Asset Data fields are defaulted from the Catalog Item information entered

in the previous page.

15. Catalog Items, or Asset Profile IDs, are defined on the Asset Catalog page. When adding a new item, you select an existing catalog item on the Asset Data search

page..

16. Asset Account values are defined on the Asset Accounts page. Asset Accounts are

associated with Catalog Items. Asset Account values are display-only on the Asset

Data page.

17. Depreciation Account values are defined on the Depreciation Accounts page.

Depreciation Accounts are associated with Catalog Items. Depreciation Account

values are display-only on the Asset Data page.

Step Action

18. Click in the Budget Period field.

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Step Action

19. The Budget Period field identifies when the asset will be acquired.

Enter the desired information into the Budget Period field. Enter "2006M1".

20. Click in the Quantity field.

21. Enter the desired information into the Quantity field. Enter "100".

22. Click in the Cost field.

23. The Cost field is the per unit cost of the asset. It is populated, by default, with the

Catalog Item. You can edit this default value.

Enter the desired information into the Cost field. Enter "1349".

24. Useful Life is the number of years for the asset to depreciate before reaching its

salvage value.

For this example, accept the default of 3 years.

25. The Salvage Value is the amount the asset will be valued, or can be sold, at when it

reaches the end of its Useful Life.


26. Use the Depreciation Method field to select a depreciation method (based on the

asset catalog item selected by the coordinator using the Asset Catalog page) if the coordinator enabled override capability on the Depreciation Accounts page. Values

are:

• Straight Line

• Sum of the Years' Digits • Declining Balance

• Double Declining Balance


27. Use the Budget Period From field to select a depreciation start period for

depreciation calculations.

Click in the Budget Period From field.


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Step Action

28. If you specify a depreciation start period, the system calculates the depreciation based on the specified cost, depreciation method, useful life, and budget period

from. If you use a multiple-year budget, the system calculates the depreciation for

all remaining periods within the budget, taking into account the life of the asset.

If you do not want the system to calculate depreciation in the current budget year, do

not enter a value into this field. If you use a multiple year budget, specify a start

period for a year subsequent to the acquisition year as long as the period is contained within the proposed budget.

Enter the desired information into the Budget Period From field. Enter "2006M1".


30. Click in the Operating Unit field.

31. Enter the desired information into the Operating Unit field. Enter "QUEBEC".


33. You have successfully added an asset.

End of Procedure.

Editing an Asset Asset budgeting enables your organization to edit existing assets or add new assets for budgetary purposes. Asset information can be imported from Enterprise Asset Management or input directly

into Planning and Budgeting. Budgeting uses existing (or inservice) assets to calculate

depreciation. Budget users do not modify these assets.

In this topic, you will edit asset information.

Procedure

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Step Action





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Step Action








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Step Action

8. Click an entry in the Edit column.



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Step Action


11. Click the NEW_1000061 link.

12. Use the Asset Data page to enter details about a new asset, update an asset already

added, or review the details of an in-service asset.

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Step Action

13. Click in the Quantity field.

14. Enter the desired information into the Quantity field. Enter "200".



17. You have successfully opened and edited an asset.

End of Procedure.

Performing Asset Analysis Part of the planning and budgeting process is analyzing your budget. You should analyze your

budget before and after you make modifications. Planning and Budgeting has an interactive Asset

Analysis report that can be run from the Asset Overview page.

In this topic, you will analyze an asset budget.

Procedure


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Step Action

1. Begin by navigating to the Asset Analysis page.


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Step Action


3. Click the Asset Analysis link.

4. Use the Asset Analysis page to specify the parameters for an Asset Analysis report for a selected planning center in a planning model and activity-scenario. Based on

these parameters, you can view asset cost and depreciation details for new and in-

service assets sorted by capital acquisition plans, sequence, or asset catalog items.

5. Several of the Select Analysis Criteria fields are filled in by default based on your user preferences. You can updated these defaulted values if needed.

For this activity, you will accept the defaulted values.


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Step Action

6. Role Names are associated with certain asset budgets. There are six predefined Planning and Budgeting roles. The system administrator can also add roles as

required by your business.

Click the Role Name list.


8. Use the Business Unit field to analyze asset budgets associated with this business

unit. A Business Unit is an identification code that represents a high-level organization of business information. Valid values depend on the business units

associated with planning models. A planning model can be associated with only one

business unit within your organization. However, a business unit can have multiple planning models.

9. Use the Planning Model ID field to analyze asset budgets associated with this

planning model id. The Planning Model ID refers to the name of a planning and

budgeting model used to perform budget development of activities and scenarios for a business unit.

10. Use the Activity field to analyze asset budgets associated with an activity. Activities

are user-definable entities that you can associate with other activities, different

scenarios, and different planning models.


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Step Action

12. Use the Scenario field to analyze asset budgets associated with this scenario.

Scenarios provide the time element to a budget or plan. You select a calendar to use

that controls periodicity of the plan and specify the beginning and ending periods of the budget or plan. The scenario also includes a ledger that the system associates


scenario), dictate the physical source of the data the system uses to seed a budget or

plan; this frames the actual dimensions (ChartFields) enabled for use. The dimensions must exist on the physical ledger table. For the planning scenario




Step Action


15. Planning centers define the rollup and approval structure for a planning or

budgeting development process.



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Step Action

16. Click the Budget Version list.

Step Action

17. Budget versions are used to create what-if examples of the budget. Each budget

center can have a maximum of five versions.

Click the Master Version list item.

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Step Action

18. Use the Labels field to specify column label display for the analysis. Values are:

• Code

• Code and Description • Description

Click the Labels list.


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Step Action

19. Click the Code and Description list item.

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Step Action

20. Click to the Run button to access the Asset Analysis page and review the results of your search.

Click the Run button.

21. When you execute the Asset Analysis report, the system displays the results in an analytic grid.

22. In the analytic grid you can modify the view of the data by dragging any dimension

from the row axis to the slicer bar or column axis, and by dragging cubes from the


23. You have successfully performed an asset analysis.

End of Procedure.

Running Reports

Process Scheduler's primary role is to support the PeopleSoft application environment. It is used to run PeopleSoft processes, including programs, batch programs, reports, and so on.

More specific examples of processes include running reports, posting journal entries, loading

benefit enrollment forms, and calculating payroll deductions. All of these are performed behind the scenes of your online system.

There are several advantages to using Process Scheduler to run reports. This lesson focuses only on running reports and not on any other types of processes. Because a report is a type of process,

these two terms may be used interchangeably, depending upon the context in which they are used.

Process Scheduler Advantages:

• System Efficiency: Data-centric processes can run close to the database on high-powered

servers. Non-data-centric processes can run anywhere.

• Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to know additional passwords to run processes.

• End-User Productivity: Users don't need to know the syntax of running a report or any process

for that matter. Workstations remain available for other tasks while a process runs in the background on a server.

Process Scheduler enables you to run processes one at a time, per your request. For example, you

may want to run a report that generates a list of employees hired last month. If it fits your needs, you can also schedule a recurring report to run at specified times, such as every Friday at 6:00

p.m.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your

workstation. A report may be running at the same moment you are reconciling financial data in a

spreadsheet or entering personnel data into a database -- whatever the case may be for your particular position. In short, you can continue your daily work routine while Process Scheduler

takes care of running your reports.


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Upon completion of this lesson, you will be able to: • Run a report using Process Scheduler.

• Monitor a report using Process Monitor.

• Manage a report using Report Manager.

Running EPM Reports Using Process Scheduler, running a report is a simple process. Before beginning, it is important

to understand a few basic Process Scheduler terms.

• Process Request: A single "run request," such as an SQR or Crystal report.

• Run Control ID: A unique ID, associating each operator with his or her own run control table

entries. • Process Instance: A unique number that identifies each process request. This value is

automatically incremented and assigned to each requested process when the process is submitted

to run.

In this topic, you will run the Budget Comparison report.

Procedure

Step Action

1. Begin by navigating to the Budget Comparison page.


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Step Action


3. Click the Budget Comparison link.

4. Notice that there is a blank Run Control ID field. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running.

The Run Control ID defines parameters that are used when a process is run. This

ensures that when a process runs in the background, the system does not prompt you

for additional values.

Step Action

5. You can run this report by searching for an existing Run Control ID or you can add

a new value, thus creating your own Run Control ID. The advantage of creating your own is that you can create one that makes sense to you, and one that you will most

likely remember and be able to use again and again.

For example, you can create a Run Control ID that is the same as your name so you can easily identify and remember it.



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Step Action

6. By creating your own Run Control ID, you will be able to save it and all assigned parameters so that you can easily access this report again in the future.

For this example, you will create a new Run Control ID called "BUDJ_COMP".


"BUDJ_COMP".


8. Use the Budget Comparison page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when

the process is run.

Step Action


10. Enter the desired information into the Description field. Enter "Budget

Comparison for MOD102".


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Step Action






"MODEL102".

17. Notice, as you enter report parameters, dependent fields are activated.





22. Click the Analysis Base list.



25. Enter the desired information into the Planning Center field. Enter "13000".

26. Click the Currency Inquiry Option list.

27. Click the All Entry in a Single Target list item.

28. Click the Target Currency list.

29. Click the USD list item.


31. Click the View by list.

32. Click the Account list item.


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Step Action

33. Use the Save button to save these report parameters.





Step Action






38. Use the Run Date field to specify the date you want the process to run. This gives you the ability to set a report to run on a future date.

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Step Action

39. Use the Recurrence field to specify the recurring time intervals for a process

request to run. For instance, if you need to run a process every week day at 5 pm that

resolves all the transactions managed by your web site, you could select the run recurrence definition of M-F at 5 pm to schedule this process to run at the

appropriate time.

40. Use the Run Time field to specify the time you want the process to run. This gives

you the ability to set a report to run at a future time.

41. Use the Reset to Current Date/Time button to sets the Run Date and Run Time to the present date and time.

42. Use the Time Zone field to select the time zone in which the process will run. For

example, you might be in Eastern Standard Time (EST) and schedule a process to

run in Pacific Standard Time (PST).

43. The Description field helps to uniquely identify a process. You should be familiar enough with the processes that you run as part of your daily tasks to identify them

by this description.

44. The Process Name field displays the name of the process as it appears in the

definition.

45. The Process Type field displays the type of process, such as SQR, Crystal, and so on.



File: This enables you to write the output to a file that will appear in the Output Destination.

Printer: You can enter a custom printer location if you have the appropriate security access.

Email: You can enter the destination information to send to a particular email recipient(s). Note that Email is available only for SQR, PS/nVision, and Crystal.

Web: Sends all output of the process to the report repository, including log and trace

files.


47. Click the File list item.


dependent upon the Process Type you have chosen. For example, the default format

for Crystal and PS/nVision is HTML.

For this example, accept the default value of PDF.


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Step Action


50. The report is now running. Notice that your report has been assigned a Process

Instance number. It is a good idea to make a note of the Process Instance number for future tracking.

Step Action

51. Now that you have used Process Scheduler to run your report, you next will use

Process Monitor to monitor the status of your report. You use Process Monitor to: • Check the status of your submitted process requests.

• Cancel process requests that have been initiated or are currently processing.

• Hold process requests that are queued, and queue process requests you have put on hold.

Click the Process Monitor link.

52. Process Monitor supplies you with two pages, the Process List page and the Server

List page. Use the Process List page to view the status of submitted report/process

requests.

53. You use the fields in the View Process Request For section to display specific processes based on the criteria entered in these fields.

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Step Action

54. Use the User ID field to view the processes submitted by a user ID. Usually, you

view your own user ID.

Leave this field blank to view all of the processes that you are authorized to view.

55. Use the Type field to view by a process type, such as Application Engine, Crystal,

COBOL, SQR, or Application Engine processes.

56. Use the Last fields to specify an interval of time by which to limit the process

requests that appear in the list. Enter a custom numerical value in the field, and then select a unit type: Days, Hours, or Minutes.

57. Use the Server field to view processes that are run on a particular server.

58. Use the Name field to view all processes for a specific process name.

59. Use the Instance fields to display results based on the process instance number. This

number is automatically generated when a process is requested.

60. Use the Run Status field to view processes by status, such as Completed or Error.

61. Use the Distribution Status field to view processes by distribution status, such as

Generated, Posted, or Not Posted.

62. The Process List itemizes all the requested processes for the user, in this example STA101.


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Step Action

63. The current status of the report is Processing. The report is finished when the status is Success. Continue to click the Refresh button until the status is Success.


64. The Run Status of your report is now Success.

65. You can get details about a particular process request by clicking the Details link in the Details column. This opens the Process Detail page where you can view such

details as request parameters and message logs.

Click the Details link.

66. Most of the items on the Process Detail page are display-only; however, you can

use some controls to manipulate the program run, as needed.

67. The Process group box contains general information to help you identify the process

request. This is a display-only group, showing basic descriptive information about this process.

68. The Run group box shows specific run information, such as the run control ID and

the run location. If the process runs on the server, the server name appears in the

Server field and any run recurrence that you have selected appears in the Recurrence field.

69. The Update Process group box displays the actions you can take for this field

depend upon your user authorizations and the current status of the request. If you are

authorized, you have the following options for your request: Hold, Queue, Cancel, Delete, or Restart.

70. The Actions group box contains links to other pages that provide additional details

about the process parameters.

71. Click the Parameters link to view additional information about the process

parameters, such as runtime definition variables, the path and program used to run the process, the location of the completed output, and additional information about

the process status.

72. Click the Message Log link to view messages that are inserted into the message log

by the program that is running.

73. The Batch Timings link is only available for process requests with a process type of Application Engine.

The Batch Timings report contains a set of statistics that system administrators can

use to tune the system to gain better performance. This report relates specifically to PeopleSoft Application Engine program performance.

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Step Action

74. When you click the View Log/Trace link, a new browser window opens, displaying

links that enable you to view the message log and trace file in a browser.

The View Log/Trace link appears on the Process Monitor Detail page when at

least one of the following conditions is met:

• The output destination for the process request is Web, and the report and log files

were successfully posted to the Report Repository by the Distribution Agent. • The process has a run status of Success.

• The process request ran from a PeopleSoft Process Scheduler Server Agent that

was set up using the Server Definition page with a distribution node.

Step Action

75. Return to the Process List page.



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Step Action

76. Now that your report has finished running, you are ready to use Report Manager to view your report.

Click the Go back to Budget Comparison link.

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Step Action

77. Report Manager is like your own personal "in box" of reports and process output.

It provides a secured means to view report content, check the posting status of your

output, and see content detail messages.

Click the Report Manager link.

78. The List page displays the reports from multiple databases to which you have access. Unlike the Administration page, the List page lists reports when both of the

following events occur. First, the Distribution Agent has successfully posted the

report to the report repository. Once the report has posted, the Distribution Agent publishes a message to have an entry added to the report folder table for the new

report. Second, the local message node has subscribed to the message that was sent

by the Distribution Agent by adding an entry for the report in the report folder table.

79. The Explorer page displays a hierarchical view of folders and reports. Unlike the

Administration page, the Explorer page lists reports when both of the following events occur. First, the Distribution Agent has successfully posted the report to the

report repository. Once the report has posted, the Distribution Agent publishes a

message to have an entry added to the report folder table for the new report. Second, the local message node has subscribed to the message that was sent by the

Distribution Agent by adding an entry for the report in the report folder table.

80. You use the Administration page to view the report, view details about the report,

and delete unwanted reports from the system. New reports that have been scheduled or are in the process of being posted to the report repository are viewed only through

the Administration page.


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Step Action

81. Use the Archives page to view reports that have been archived.

Step Action

82. For this example, you need to go to the Administration page to view the report.

Click the Administration tab.

83. The reports are listed in the Report List section of the page. You can sort this list by using the fields in the View Reports For section of the page.

84. The Budget Comparison - Total Year report with the instance number 197 is at the

top of the list, and the status is Posted.

85. In Report Manager, there are several status possibilities. Knowing what they mean

will help you to understand the progress of your job without having to check the Process Monitor.

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Step Action

86. Because the status of your report is Posted, you may now view your report. Notice

the Details link on the right side of your screen.

Click the Details link.

87. Use the Report Detail page to access the report output.


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Step Action

88. Click the BPS1005_197.PDF link.

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Step Action

89. A second browser window is opened that displays the report.

Click the Maximize/Restore button.

90. Review the report. If you wish, you can also print this report by using the browser's

print button.

91. Return to the Report Detail page.

Click the Close button.

92. Return to the Administration page.


93. If you are authorized to delete a report, the Select check box will be active. This enables you to select the report and then click the Delete button to remove the report

from the list.

Note that you must be assigned the ReportDistAdmin (Report Manager

administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be

able to delete a report in Report Manager.

94. You successfully requested a report, viewed the status using Process Monitor, and

viewed the report using Report Manager.

End of Procedure.

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