hyperion planning - cook county stepstep.cookcountyil.gov/.../hyperion-planning_train.pdf ·...

Hyperion Planning

Created on 4/25/2017 4:23:00 PM

Training Guide

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Table of Contents Hyperion Planning ........................................................................................................ 1

Hyperion Operating Budget ..................................................................................... 1 Task List Functions .................................................................................................................. 1

Navigating the My Task List ................................................................................................................ 1 User Preferences ..................................................................................................................... 6

Selecting Relevant Entities on the User POV ..................................................................................... 6 Viewing and Saving User Variable Options....................................................................................... 10 Updating the Alias Setting ................................................................................................................. 17

CCG Package Overview ........................................................................................................ 20 Reviewing the Training Manual ......................................................................................................... 20 Reviewing the "What's New" document ............................................................................................ 22 Accessing the Budget Book .............................................................................................................. 26 Accessing the Online Compensation Schedule ................................................................................ 29

Preliminary Budgeting ............................................................................................................ 33 Entering Year End Estimate and Preliminary Budget ........................................................................ 33 Rounding Budget Dollars .................................................................................................................. 35

Department Request Budgeting ............................................................................................. 39 Reviewing Targets ............................................................................................................................ 39 Adding a Revenue Account............................................................................................................... 43 Modifying an Expense Account ......................................................................................................... 49 Adding an Expense Account ............................................................................................................. 54 Transferring Budget Dollars .............................................................................................................. 62 Requesting Overtime ........................................................................................................................ 71 Adjusting Expense Budget via Entity by Percentage ........................................................................ 75 Running Budget Request Reports and Exporting to Excel ................................................................ 79

Grants Budgeting ................................................................................................................... 84 Reviewing Grant Summary ............................................................................................................... 84 Running Grant Summary Reports ..................................................................................................... 86 Entering Funding By Grant................................................................................................................ 88 Modifying a Grant Expense ............................................................................................................... 92 Allocating a Percentage of a Position to a Grant ............................................................................... 95

Workflow Promote Process .................................................................................................. 101 Promoting the Budget for Review ................................................................................................... 101

Position Budget Preparation ................................................................................................ 108 Modifying Weekly FTE hours .......................................................................................................... 108 Modifying Position Status ................................................................................................................ 111 Adding Allocation Information ......................................................................................................... 115 Adding a Reclass Position .............................................................................................................. 123 Deleting Allocation Information ....................................................................................................... 134 Viewing Shakman Exempt Positions ............................................................................................... 139 Deleting Added Salary Line Information .......................................................................................... 142 Excluding a Position from Budget ................................................................................................... 146 Adding a New Position .................................................................................................................... 150 Copying Position Data to a New Position ........................................................................................ 158 Approving a Position ....................................................................................................................... 163 Transferring an Existing Position .................................................................................................... 167 Transferring a New Position ............................................................................................................ 171 Terminating a Position .................................................................................................................... 174 Calculating and Allocating Positions ............................................................................................... 178 Allocating Compensation to GL ....................................................................................................... 182 Calculating Compensation for a Department .................................................................................. 185

Training Guide

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Hyperion Planning

Hyperion Operating Budget

Planning is a Web-based budgeting and planning solution that enables collaborative, event-based, operational planning processes throughout the organization for a wide range of financial and operational needs.

Upon completion of this module, you should be able to:

• Navigate Workspace

• Navigate in Planning

• Review Communication Documents

• Maintain Position Data

• Allocate funding by Grant

• Review Grant Summary

• Understand Preliminary Budgeting

• Understand Department Request Budgeting

Task List Functions

Navigating the My Task List

Learning Objective: In this topic you will learn how to navigate the My Task List.

In Workspace, a task list contains items and tasks that you use frequently.

Upon completion of this topic you will be able to:

Navigate the My Task List

Procedure This topic will cover: - Navigating the My Task List

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Estimated time to complete this topic: 3 minutes

Step Action

1. Upon first login, the panes on the Hyperion landing page may appear full compared to this example. You will see CCGPlan as one of the applications in the Quick Links section. You may see a variation of Planning applications with a title of, "CCGPlan1". However,"CCGPlan" will be what you will need to access. As you begin working in the system, the Recently Opened pane will display those applications and tasks you worked on recently.

Step Action

2. The menus that are displayed depend on the settings, access permissions and associated business rules, and where you are within the system. Begin by navigating to the CCGPlan application. Click the Navigate menu.

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Step Action

3. Click the Applications menu.

4. Click the Planning button.

5. Click the CCGPlan menu.

Step Action

6. The application is open, and the CCGPlan page is displayed. The Task List is the budget process divided into phases. Under the My Task List menu, click the Expand link for Position Budget Preparation.

7. The list of tasks for Position Budget Preparation is displayed. For the CCG Package Overview folder, click the Expand button.

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Step Action

8. The list of tasks for the CCG Package Overview folder is displayed. Clicking on other folders will open the tasks for each of those folders as well. For the CCG Preliminary Budget folder, click the Expand button.

9. Position Budget Preparation is the phase where the department performs the position budget. This area is used to manage the positions, assignments, and all other detailed data relevant to position budgeting.

10. CCG Package Review contains information used to communicate with the users. Training materials and news communications will be accessible in this section of the Task List.

11. CCG Preliminary Budget phase is a high level overview. It is a snapshot on the status for the current year. The Preliminary Forecast is then input into they system.

12. For the CCG Department Request Budget folder, click the Expand button.

13. CCG Department Request Budget contains a longer list of tasks relevant to Reviewing Targets, Grants, funds transfers, and overtime requests. The Departments will do an overview of the Preliminary Budget and complete department requests based off of that budget.

14. As you complete tasks within the Task List, you can mark them as completed to better track progress. This step is optional. The pie chart on the center of the page shows the status of all Task List items related to the selected section.

15. Next, we will run an example to display the changes in completed status in the pie chart. Click the 2.0 - Revenue link.

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Step Action

16. The Task - 2.0 - Revenue page is displayed. To the right of the Revenue tab is a Task Instructions tab. Click the Task Instructions tab.

17. The Task Instructions page is displayed. Task Instructions guide you in preparing budget data for a particular task. You will see this tab on the landing page of each task.

18. Click the Task - 2.0 - Revenue tab.

19. Once this task is done, in the lower right corner, click the Complete option.

20. The completed task will display a clipboard icon with a green checkmark..

21. Click the Next Incomplete button to move to the next incomplete task to be completed.

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Step Action

22. Clicking the Next Incomplete button will move you to the next incomplete task that needs to be completed. Clicking the Next button will move you to the next task (whether completed or not) in the Task List. Click the Next button.

23. The Task - 3.0 - Expense page is displayed. Click the Task List Home button to return to the Task List Status page.

24. The Task List Status page is displayed. From the Task List Status page, you can see updates, view instructions and take actions for any of the tasks within a section.

25. This topic covered: - Navigating the My Task List End of Procedure.

User Preferences

Selecting Relevant Entities on the User POV

Learning Objective: In this topic you will learn how to select relevant entities on the User Point of

View (POV) .


Select Relevant Entities on the User Point of View (POV)

Procedure This topic will cover: - Selecting relevant entities on the user point of view Estimated time to complete this topic: 3 minutes

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Step Action

1. After logging on with your username and password, the Oracle Hyperion Home Page is displayed. Begin by navigating to the CCGPlan application. Click the Navigate button.


3. Click the Planning menu.


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Step Action

5. The CCGPlan page is displayed. Click the File menu.

6. Click the Preferences... link.

7. The Preferences window is displayed. Click the Financial Reporting button.

8. Ensure that the User Point of View is selected to On. Note: If the User Point of View is set to "Off", the forms will default to a specific entity. If that entity is one that you do not have full access to, you will receive a generic error within the forms.

9. Click the Setup Members... button.

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Step Action

10. The Setup User POV window is displayed. You can accept the default data source (a.k.a. database connection) or you can select another data source. Click the Database Connection list.

11. The list of available data sources is displayed. From here you can select the relevant database. Since we are working in CCGPlan, we will accept the default, "CCG_Plan1" data source. Click the CCG_Plan1 list item.

12. Refreshing the database will display the dimensions used. Click the Refresh button.

13. The Dimension items and Member Choices are now displayed. To change what member labels and dimension labels are displayed, click the Member Selection Displays list.

14. The Member Selection Displays options are listed. Selecting the "Only Members I Can Access" option will limit the amount of data you need to review and/or maintain. Click the Only Members I Can Access list item.

15. Clicking the Apply button will save your selections. Click the Apply (N) button.

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Step Action

16. Your selection is displayed. Click the OK button.

17. Click the OK button.

18. This topic covered: - Selecting relevant entities on the user point of view End of Procedure.

Viewing and Saving User Variable Options

Learning Objective: In this topic you will learn how to view and save the user Planning preferences.


View and Save the User Planning Preferences

Procedure This topic will cover: - Viewing and saving user Planning preferences Estimated time to complete this topic: 3 minutes

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Step Action

1. After logging on with your username and password, the Oracle Hyperion Home Page is displayed. Begin by navigating to the CCGPlan application. Click the Navigate menu.




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Step Action

5. The CCGPlan page is displayed. Click the Preferences link.

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Step Action

6. The User Preferences page is displayed. To set user variable options for the Planning application, click the User Variable Options tab.

7. The User Variable Options tab is displayed. Note: User variables act as filters in forms, enabling planners to focus only on certain members, such as a department. Upon first login, before you can associate a user variable with a form, you must create the user variable. When you create forms with user variables, planners must first select values in preferences for the variable before opening forms.

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Step Action

8. The current member information displayed can be updated or changed. Click the Scenario menu.

9. The Member Selection window for the Scenario is displayed. You can change the scenario by clicking on one and then clicking the Add button to move the scenario to the right hand column. In this example, we will accept the default selection. Click the OK button.

10. Click the Version menu.

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Step Action

11. The Member Selection window is displayed for the Version of the budget. You could select any other version and add it to the right hand column. In this example, we will accept the default selection. Click the OK button.

12. Click the Year menu.

13. The Member Selection window for the Year is displayed. You could select any other year and add it to the right hand column. In this example, we will accept the default selection. Click the OK button.

14. Click the Grant menu.

15. The Member Selection window for Grant is displayed. You could select any grant and add it to the right hand column. In this example, we will accept the default selection of, "No Grant". Click the OK button.

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Step Action

16. In this example, accept the default values for the selected members. Click the Save button.

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Step Action

17. The default values will be applied for use in your Task List. Click the OK button to acknowledge the confirmation.

18. This topic covered: - Viewing and saving user Planning preferences End of Procedure.

Updating the Alias Setting

Learning Objective: In this topic you will learn how to update the Alias setting.


Update the Alias Setting

Procedure This topic will cover: - Updating the Alias setting Estimated time to complete this topic: 2 minutes

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Step Action




4. Click the CCGPlan list item.

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Step Action

5. The CCGPlan page is displayed. Click the Preferences link.

6. The User Preferences page is displayed. Note: For Planning, the Alias dimension (or, table) is required to support languages. You can select a default alias table for the application. Users can set preferences for which a set of aliases (stored in an alias table) is used for displaying member and dimension names.

7. Note: To make dimensions and members more easily recognizable, administrators can assign alternate descriptive names called, "Aliases". They can assign these aliases to Account, Entity, Currency, Scenario, Period, Version, Year, and user-defined dimensions and members. If they do, you can select which set of aliases to use for displaying dimension and member names.

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Step Action

8. Check the Use Application Default option.

9. The settings have been updated. Click the Save button.

10. The Preferences have been saved. Click the OK button to acknowledge the confirmation.

11. This topic covered: - Updating the Alias setting End of Procedure.

CCG Package Overview

Reviewing the Training Manual

Learning Objective: In this topic you will learn how to review the training manual.

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Review the Training Manual

Procedure This topic will cover: - Reviewing the training manual Estimated time to complete this topic: 2 minutes

Step Action




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Step Action


5. The CCGPlan page is displayed. Click the My Task List folder in the View pane.

6. The Task List Status page is displayed. Click the Expand link for CCG Package Overview.

7. Click the 1.0 - Review Training Manual link.

8. The Budget Request (BR) Web Application User Manual opens in a new tab.

9. This topic covered: - Reviewing the training manual End of Procedure.

Reviewing the "What's New" document

Learning Objective : In this topic you will learn how to review the "What's New" budget

document.


Review the "What's New" budget document

Procedure This topic will cover: - Reviewing the "What's New" document Estimated time to complete this topic: 2 minutes

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Step Action





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Step Action

5. The CCGPlan page is displayed. Click the My Task List menu.

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Step Action

6. The CCGPlan page is displayed. Under the My Task List menu, click the Expand button for CCG Package Overview.

7. Click the 2.0 - What's New task link.

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Step Action

8. The 2018 Budget Memo from Tanya Anthony is displayed. You can page down to see the entire 6 page letter. Press [Page Down].

9. You are now at the end of the letter.

10. This topic covered: - Reviewing the "What's New" document End of Procedure.

Accessing the Budget Book

Learning Objective: In this topic you will learn how to access the Budget Book.


Access the Budget Book

Procedure This topic will cover: - Accessing the Budget Archives

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Step Action





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Step Action


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Step Action

6. The Task List Status page is displayed. Click the Expand link for CCG Package Overview.

7. Click the 3.0 - Budget Book link.

8. The Budget Book is displayed. You can also access the Budget Archives from this portal. Click the Budget Archives link.

9. The Budget Archive website is displayed.

10. This topic covered: - Accessing the Budget Archives End of Procedure.

Accessing the Online Compensation Schedule

Learning Objective: In this topic you will learn how to access the Online Compensation Schedule.

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Access the Online Compensation Schedule.

Procedure This topic will cover: - Accessing the Online Compensation Schedule Estimated time to complete this topic: 2 minutes

Step Action



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Step Action


4. Click the CCGPlan link.

Step Action


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Step Action

6. The Task List Status page is displayed. Click the Expand button for CCG Package Overview.

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Step Action

7. Click the 4.0 - Compensation schedule link.

8. The Classifications and Compensation: Summary of Positions is displayed.

9. This topic covered: - Accessing the Online Compensation Schedule End of Procedure.

Preliminary Budgeting

Entering Year End Estimate and Preliminary Budget

Learning Objective: In this topic you will learn how to enter year end estimate and preliminary

budget.


Enter Year End Estimate and Preliminary Budget

Procedure This topic will cover: - Entering year end estimate and preliminary budget

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Step Action





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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, select the CCG Preliminary Budget folder. Click the Expand link.

6. Click the 1.0 - Enter Year End Estimate and Preliminary Budget link.

7. The Task - 1.0 - Enter Year End Estimate and Preliminary Budget page is displayed. The 2017 Budget Estimate is pre-loaded based on current year up through April. This data may change depending on the relevant Fund and Entity selected at the top of this form. Note that Entity is verbiage for your office. The dollars loaded and entered will be used in the Preliminary Budget Book current year, and year end estimate reports.

8. Click the scrollbar to navigate to the right of the form.

9. The grey boxes display fields that you do not have access to input data. The white boxes indicate fields that are able to be edited. Fill in the desired fields to complete the estimate for FY2017.

10. Once you enter in amounts for the months of May through November, then, you enter the forecasted amounts for 2018.

11. After entering in the forecast amounts for 2018, enter any comments relevant for each entered account.

12. Once completed, click the Save icon.

13. The data entered has been saved. Click the OK button.

14. This topic covered: - Entering year end estimate and preliminary budget End of Procedure.

Rounding Budget Dollars

Learning Objective: In this topic you will learn how to round budget dollars.

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Round Budget Dollars

Procedure This topic will cover: - Rounding budget dollars Estimated time to complete this topic: 2 minutes

Step Action



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Step Action



5. The CCGPlan page is displayed. Under the My Task List menu, select the CCG Department Request Budget folder. Click the Expand link.

6. Click the 10.0 - Round Budget Dollars link.

7. The Task - 10.0 - Round Budget Dollars page is displayed. The Launch Business Rules section is also displayed. You can use business rules to calculate data. Some business rules prompt you to enter information, called a runtime prompt. After you enter required information and launch a business rule, the data is updated.

8. Click the Launch button.

9. The Runtime Prompts - Round Budget Dollars window is displayed. The Select Entity Value field may default to your entity. It depends on what tasks you performed prior to reaching this form. Click in the Select Entity field.

10. Enter the entity number into the Select Entity field. In this example, enter "E1205".


12. The business rule ran successfully. Click the OK button.

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Step Action

13. You can view how the rule has been applied. Click the 3.0 - Expense link.

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Step Action

14. The Task - 3.0 - Expense page is displayed. Click the 501586-Insurance Benefits cell.

15. Enter an amount with dollars and cents into the 501586-Insurance Benefits Amount field. In this example, enter "111.27".

16. Click in the Comments field.

17. Notice how the amount has changed to a whole number.

18. End of Procedure.

Department Request Budgeting

Reviewing Targets

Learning Objective: In this topic you will learn how to review targets.

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Review targets

Procedure This topic will cover: - Reviewing budget targets Estimated time to complete this topic: 2 minutes

Step Action




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Step Action


5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand button for the CCG Department Request Budget folder.

6. Click the 1.0 - Review Target link.

7. The Task - 1.0 - Review Target page is displayed. Use this form to review revenue targets and comments by fund (for a selected entity). These targets will inform you the budget limit for the selected office.

8. Click the Entity dropdown button to activate the menu.

9. Select the Entity or relevant office fund to review. In this example click the 1031 - Office Of Asset Management list item.

10. Click the Go button.

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Step Action

11. Review the revenue targets and comments (if any). Repeat these steps for any of your other Entities Click the Target Expense tab.

12. The Target Expense form is displayed with the entity we used for the revenue target. You can use the default department or select another entity. In this example, we will use the default. Click the Go button.

13. Review the expense targets and comments. Repeat these steps for any of your other Entities


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Adding a Revenue Account

Learning Objective: In this topic you will learn how to add a revenue account.


Add a Revenue Account

Procedure This topic will cover: - Adding a revenue account Estimated time to complete this topic: 4 minutes

Step Action


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Step Action




Step Action


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Step Action

6. The Task List Status page is displayed. For the CCG Department Budget Request folder, click the Expand button

7. Click the 2.0 - Revenue link.

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Step Action

8. The Task - 2.0 - Revenue page is displayed. Click anywhere on the form. In this example, right-click an entry in the 400060-Transfer Of Tax Receipts row.

9. Click the Add Account menu.

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Step Action

10. The Runtime Prompts - Add Account to Form window is displayed. To add an account, click the Member Selector link.

11. The Member Selection window is displayed. From here you could scroll down to select the appropriate account. If you know the account(s), you can just type them in and do a search for the account(s). In this example, we will do the search. Click in the Members Search field.

12. Enter all or a portion of the account number into the Members Search field. If you want to find multiple accounts, you would enter them in and separate them with a comma. In this example, enter "A401".

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Step Action

13. Click the Filtered Search icon.

14. A list of accounts beginning with, "A401" is displayed. Select an account. Click the A401195 cell.

15. You add the account to the right side of the window. Click the Add icon.

16. The account has been added to the right side. Click the Vertical scrollbar.


18. To add the new account, Click the Launch button.

19. The account has been added to the form. Notice how the roll up (parent account) is also added to the form. Click the OK button.

20. You can now enter data and comments for this account. Click the 2018 Budget Working Dept Request Amount cell.

21. Enter the budget amount into the 2018 Budget Working Dept Request Amount field. In this example, enter "5000".

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Step Action

22. Click in the 2018 Budget Working Dept Request Comments field.

23. The amount is displayed. Enter necessary comments into the 2018 Budget Working Dept Request Comments field. In this example, enter "projected amount".

24. The comments have been added. Click the Save button.

25. The data has been saved. Click the OK button.

26. This topic covered: - Adding a revenue account End of Procedure.

Modifying an Expense Account

Learning Objective: In this topic you will learn how to modify an expense account.


Add an Modify an Expense Account

Procedure This topic will cover: - Modifying an expense account Estimated time to complete this topic: 1 minute

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Step Action





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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, select the CCG Department Request Budget folder. Click the Expand button

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Step Action

6. Click the 3.0 - Expense link.

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Step Action

7. The Task - 3.0 - Expense page is displayed. From the 3.0 - Expense task, we will modify an existing account, "501511-Mandatory Medicare Cost - Budget Entry". Double-click in the FY18 Budget - Budget Seeding Amount field for that account.

8. Enter the budget amount into the Amount field. In this example, enter "4000".


10. Enter the appropriate comments into the Comments field. In this example, enter "Comments relevant to change".

Step Action

11. Click the Save button.

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Step Action

12. The changes have been saved. Click the OK button.


Adding an Expense Account

Learning Objective: In this topic you will learn how to modify an expense account.


Add an Modify an Expense Account

Procedure This topic will cover: - Adding an expense account Estimated time to complete this topic: 3 minutes

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Step Action


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Step Action




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Step Action

5. The CCGPlan page is displayed. For the CCG Department Request Budget, click the Expand button.

6. Click the 3.0 - Expense link.

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Step Action

7. The Task - 3.0 - Expense page is displayed. Right click anywhere on the form. In this example, right-click on the 501585-Insurance Benfits row.

8. A pop-up menu is displayed. Click the Add Account link.

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Step Action

9. The Runtime Prompts - Add Account to Form window is displayed. To add an account, click the Member Selector link.

10. The Member Selection window is displayed. From here you could scroll down to select the appropriate account. If you know the account(s), you can just type them in and do a search for the account(s). In this example, we will do the search. Click in the Members Search field.

11. Enter all or a portion of the account number into the Members Search field. If you want to find multiple accounts, you would enter them in and separate them with a comma. In this example, enter "A501541".

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Step Action


13. The account is displayed on the left side of the window. Select the account. Click the A501541 cell.

14. You add the account to the right side of the window. Click the Add icon.

15. The account has been added to the right side. Click the Vertical scrollbar.


17. To add the new account, click the Launch button.

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Step Action

18. The account has been added to the form. Notice how the roll up (parent account) is also added to the form. Click the OK button.

19. You can now enter data and comments for this account. Click the 2018 Budget Working Dept Request Amount cell.

20. Enter the budget amount into the 2018 Budget Working Dept Request Amount field. In this example, enter "1000".

21. Click in the 2018 Budget Working Dept Request Comments field.

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Step Action

22. The amount is displayed. Enter necessary comments into the 2018 Budget Working Dept Request Comments field. In this example, enter "additional need".

23. The comments have been added. Click the Save button.

24. This topic covered: - Adding an expense account End of Procedure.

Transferring Budget Dollars

Learning Objective: In this topic you will learn how to transfer budget dollars.


Transfer Budget Dollars

Procedure This topic will cover: - Transferring budget dollars Estimated time to complete this topic: 5 minutes

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Step Action





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Step Action

5. The CCGPlan page is displayed. Select the CCG Department Request Budget menu. Click the Expand button.

6. Click the 8.0 - Fund Transfers link.

7. The Task - 8.0 Fund Transfers page is displayed. A composite data form is opened with top and bottom sections. From this page you can transfer between funds, entities, and programs.

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Step Action

8. Review the Fund, Entity (Department) and Program to ensure you have the correct account. Click the Entity button.

9. Select the correct entity. Enter the department number into the Member field. In this example, enter "1013".

10. Click the 1013-Planning & Development cell.

11. The department field is updated. Click the Program button.

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Step Action

12. Select a program. Enter a program number into the Member field. In this example, enter "17".

13. Click the 10175 Administration and Fiscal Management cell.


15. For entering data into the 580420-Appror Transfer - Budget Entry row, click the Budget Working Dept Request 2018 Amount cell.

16. Enter the transfer amount into the Budget Working Dept Request 2018 Amount field. In this example, enter "25000".

17. Click in the Budget Working Dept Request 2018 Comments field.

18. Enter applicable comments into the Budget Working Dept Request 2018 Comments field. In this example, enter "projected needs".

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Step Action

19. Save your work. Click the Save button.

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Step Action

20. The data for the fund transfer is now saved. Click the OK button.

21. Now, we need to enter in the account to where the funds will be transferred. Click anywhere on the bottom form to activate a new menu. Right-click the Fund Transfers table.

22. A pop-up menu is displayed. Click the Add Dimensions link.

23. The member dimensions have been added to the transfer form. Click the OK button.

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Step Action

24. You may need to scroll down to find the specified account. Click the Vertical scrollbar.

25. The form now has the specified account combination displayed. Click the Budget Working Dept Request 2018 Amount cell.

26. Enter the amount to be transferred into the Budget Working Dept Request 2018 Amount field. In this example, enter "20000".


28. The Amount field is updated. To see more of the form, click the Horizontal scrollbar.


30. Enter appropriate comments into the Budget Working Dept Request 2018 Comments field. In this example, enter "transferred from other dept".

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Step Action

31. The Comments have been updated. Click the Save button.

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Step Action

32. The fund transfer data has been saved. Click the OK button.

33. This topic covered: - Transferring budget dollars End of Procedure.

Requesting Overtime

Learning Objective: In this topic you will learn how to request overtime.


Request Overtime

Procedure This topic will cover: - Requesting overtime Estimated time to complete this topic: 2 minutes

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Step Action




4. Click the CCGPlan list item.

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Step Action

5. The CCGPlan page is displayed. Select the CCG Department Request Budget folder. Click the Expand link.

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Step Action

6. The CCG Department Request Budget task list is displayed. Click the 7.0 - Overtime Request object.

7. The Task 7.0 Overtime Request page is displayed. Overtime is calculated only for nonexempt and hourly employees. Overtime is budgeted separately from salary, and paid at a higher rate (typically, 1.5 times or 2 times the hourly rate). You can modify the overtime calculation to scale it by the number of employees in a group, and by the overtime hours projected for each eligible employee.

8. Note: the Fund, Entity, and Program should default to your specific department. Use the drop-downs to change these if desired.

9. Fill out the following form by entering data in the relevant rows. All of the fields are manditory.

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Step Action

10. Click the Account cell.

11. Click the cell to view a tool tip that displays the text or to read any data validation messages.

12. Click the 501211-Planned Overtime Compensation - Budget Entry cell.

13. Enter the data or answers to questions in the Working Dept Request column. In this example, enter "40".

14. Continue these steps to fill in the form. Answers to all questions are required.

15. This topic covered: - Requesting overtime End of Procedure.

Adjusting Expense Budget via Entity by Percentage

Learning Objective: In this topic you will learn how to adjust an expense budget via entity using

percentages.

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Adjust an Expense Budget via an Entity using percentages

Procedure This topic will cover: - Adjusting expense budget via entity by percentage Estimated time to complete this topic: 2 minutes

Step Action




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Step Action


5. The CCGPlan page is displayed. Click the Tools menu.

6. Click the Business Rules menu item.

7. The Business Rules page is displayed. In the Rules Selection Filter, click the Select Plan Type list.

Step Action

8. From the Select Plan Type list, click the Plan1 list item.

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Step Action

9. Click the Adjust Expense Budget rule.


11. The Runtime Prompts - Adjust Expense Budget window is displayed. Click in the Select Entity field.

12. Enter the appropriate department into the Select Entity field. In this example, enter "E1125".

13. Click in the Enter Percentage field.

14. Enter the percentage into the Enter Percentage field. Note: percentages entered must be in whole numbers. In this example, enter "30".


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Step Action

16. The Adjust Expense Budget Rule was successfully updated. Click the OK button.

17. - Adjusting expense budget via entity by percentage End of Procedure.

Running Budget Request Reports and Exporting to Excel

Learning Objective: In this topic you will learn how to run a Budget Request (BR) report and

export to Excel.


Run a Budget Request (BR) Report and export the report to Excel.

Procedure This topic will cover: - Running Budget Request reports and exporting to Excel Estimated time to complete this topic: 3 minutes

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Step Action





5. The CCGPlan page is displayed. Click the Explore button.

6. The Explore page is displayed. To determine how the reports will display, you must verify and update the Preferences first. Setting the User Point of View (POV) will minimize the number of dimensions in the grid.

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Step Action

7. Click the File menu.

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Step Action

8. Click the Preferences... list item.

9. The Preferences window is displayed. Click the Financial Reporting icon.

10. Under User Point of View, click the On option for Preview.

11. Under Default Preview Mode, click the HTML Preview option.


13. Double-click the BR Reports tree item.

14. The BR Reports page is displayed. In this example, double-click the BR-02.4 --- Bureau Account Summary - BRS report.

15. The Preview User Point of View window is displayed. Ensure that the Fund, Program and Grant items are correct. In this example, accept the default values. Click the OK button.

16. The Respond to Prompts window is displayed. Click in the Enter Entity: field.

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Step Action

17. Enter the department number into the Enter Entity: field. In this example, enter "E1125".


19. The BR-02.4 - Bureau Account Summary report is displayed. The report will display in the format selected in the Preferences. Next, we will export the report to Excel. Click the File menu.

20. Click the Export menu.

21. Click the Excel link.

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Step Action

22. An Internet Explorer window is displayed. Click the Open button.

23. The BR-02.4 - Bureau Account Summary report is displayed in Excel format.

24. Budget Request End of Procedure.

Grants Budgeting

Reviewing Grant Summary

Learning Objective: In this topic you will learn how to review a grant summary.


Review a grant summary

Procedure This topic will cover:

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- Reviewing a Grant Summary Estimated time to complete this topic: 1 minute

Step Action





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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand button for CCG Department Request Budget.

6. Click the 6.0 - Grant Summary link.

7. The Task 6.0 - Grant Summary page is displayed. Select the relevant Fund, Entity, and Program from the drop-down menus. Note: what you are able to view in the drop-down menus is determined by your security access. In this example we will use the default values used in a previous example.

8. Select the Grant Pick link to change the Grant member selection. In this example, we will accept the default value we used in a previous example.

9. Review values in the Amount column. Select a different Grant, Fund, Entity, Program combination to review additional amounts. Repeat these steps for any relevant departments.


Running Grant Summary Reports

Learning Objective: In this topic you will learn how to run a grant summary report.


Run a Grant Summary Report.

Procedure This topic will cover: - Running Grant Summary Reports Estimated time to complete this topic: 2 minutes

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Step Action





5. The CCGPlan page is displayed. Click in the Explore field.

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Step Action

6. The Explore page is displayed. Folders exist here with the repository and are arranged in a hierarchical structure. Folders are used for organization, they can contain subfolders and items such as jobs, documents, and URLs. The root folder contains all files and folders. Click the BR Reports folder.

7. The BR Reports are displayed. Double-click the BR-29.1 --- Grant Summary - BRS report.

8. The GBR-29.1 Grant Summary report is displayed. Note: you can elect to view this form in PDF or Web (HTML) format. In this example, we will accept the default HTML format.


Entering Funding By Grant

Learning Objective: In this topic you will learn how to enter funding by Grant.


Entering Funding by Grant

Procedure This topic will cover: - Entering funding by grant Estimated time to complete this topic: 4 minutes

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Step Action





5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand link for CCG Department Request Budget.

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Step Action

6. Click the 4.0 - Grant Funding link.

7. The Task - 4.0 - Grant Funding page is displayed. Right-click the Amount cell.

8. Click the Add Account and Grant list item.

9. The Runtime Prompts - Add Account to Grant Form window is displayed. Click the Select Accounts icon.

10. The Account Member Selection window is displayed. You can add a single account or select multiple accounts to add to the Grant. To select multiple accounts, press and hold the [Ctrl] key as you click on individual accounts

11. In this example, we have selected eight accounts. Click the Add button.

12. The eight accounts are now listed on the right hand side. Click the OK button.

13. The selected accounts are displayed in the Select Account field.. Click the Grant icon.

14. The Grant Member Selection window is displayed. Click the Expand link for CCP Grants to select a Grant Alias category.

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Step Action

15. The list of CCP Grants is displayed. Select a grant. Click the 1250 - 2015 Prosecution Based Victim (7621601) list item.

16. Click the Add button.


18. The selected grant is displayed. Click the Launch button.

19. The accounts have been added to the grant. Click the OK button.

20. Enter numeric values in the Amount column. Note: entries can only be made in the white fields. Grey fields can not be updated.

21. Click the 400015-Property Taxes - Budget Entry Amount cell.

22. Enter the amount into the relevant budget Amount field. In this example, enter "2000".


24. Enter text into the Comments field. In this example, enter "Comment here".

25. Repeat the steps for all other Grant combinations needed.

26. Click the Save icon.

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Step Action

27. The funding amount has been saved. Click the OK button.

28. - Entering funding by grant End of Procedure.

Modifying a Grant Expense

Learning Objective: In this topic you will learn how to modify a grant expense.


Modify a Grant Expense

Procedure This topic will cover: - Modifying a Grant expense account Estimated time to complete this topic: 2 minutes

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Step Action





5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand link for CCG Department Request Budget.

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Step Action

6. The Department Request Budget Task List Status page is displayed. Click the 5.0 - Grant Expense link.

Step Action

7. The Task - 5.0 - Grant Expense page is displayed. This page will default to the last grant combination you used. Only data in the white fields can be updated. To change an amount, click in the cell you want to change. In this example, click the Amount cell for 501211-Planned Overtime Compensation.

8. Enter the revised amount into the Amount field. In this example, enter "3000".

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Step Action

9. Enter any relevant comments. Press [Tab].

10. Enter any comments into the Comments field. In this example, enter "expected increase to overtime".

Step Action

11. Save your work. Click the Save button.

12. The changes have been saved.

13. - Modifying a Grant expense account End of Procedure.

Allocating a Percentage of a Position to a Grant

Learning Objective: In this topic you will learn how to allocate a percentage of a position budget to a grant.

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Allocate a Percentage of a Position Budget to a Grant

Procedure This topic will cover: - Allocating a percentage of a position to a grant Estimated time to complete this topic: 4 minutes

Step Action




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Step Action


Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, click the Position Budget Preparation menu.

6. Click the 2.0 - Maintain position data link.

7. The Task 2.0 Maintain position data page is displayed. Use this option to approve or reject FTE assignments and compensation for employees, jobs and positions.

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Step Action

8. In this example, right-click the 9502119-Bookkeeper IV row header.

9. Click the Edit Position Details menu.

10. The Manage Position Details form opens on the General tab by default.

11. Use the Allocations tab to manage job allocations to General Ledger chart fields, segments, and to identify overlapping allocations. You can allocate funds to support jobs by percentage, or a specific flat amount. In this example, we will allocate funds to this position using percentages that will equal to 100%.

12. Click the Allocations tab.

13. For this example, we will allocate 100% of the selected grant to the position. Click the Grant Segment cell for the 1st Allocation.

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Step Action

14. Click the Grant Segment dropdown button to activate the menu.

15. The Entries List of Values (LOV) is displayed. Enter all or a portion of a grant number into the Search field. In this example, enter "1250".

16. Click the 1250 - 2015 Internet Crimes cell.

17. You can edit any of the 1st Allocation fields. In this example, we will accept the default values.

Step Action


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Step Action

19. An Information window displays that the data has been saved. Click the OK button.

20. Right-click the 1st Allocation link.

21. After changes are saved, calculate a position's compensation expense. Click the Allocate Compensation Budget to GL Accounts list item.

22. The allocation was successful. Click the OK button.

23. This topic covered: - Allocating a percentage of a position to a grant End of Procedure.

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Workflow Promote Process

Promoting the Budget for Review

Learning Objective: In this topic you will learn how to promote the budget for review.


Promote a budget for review

Procedure This topic will cover: - Promoting the budget for review Estimated time to complete this topic: 4 minutes

Step Action

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Step Action





5. The CCGPlan page is displayed. The budget approval process includes the preparation and support documentation of the budget. In addition, the budget needs to be reviewed and promoted by the appropriate reviewers within your department. Once reviewed and promoted internally, then the budget must be promoted to your assigned budget analyst from DBMS.

6. To begin the approval process, click the Tools menu.

7. Click the Manage Approvals link.

8. The CCGPlan - Manage Approvals page is displayed. After DBMS starts the review process, the planning unit moves from one reviewer to another until the budget process is complete.

9. The Process Status graph has no data to display until a Planning Unit is selected. You must first select a Scenario and then select a Version of the budget. Click the Scenario list.

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Step Action

10. Click the Budget list item.

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Step Action

11. Click the Version list.

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Step Action

12. Click the Department Request list item.

Step Action


14. The Planning Units that are ready to be promoted are displayed. Note: the graph has changed to a solid blue color indicating it is at the 1st Pass status for each of the Planning Units listed.

15. Select your planning unit. In this example, click the 1002-HUMAN RIGHTS AND ETHICS planning unit.

16. Click the Actions button.

17. Click the Change Status list item.

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Step Action

18. The Change Status window is displayed. The Action field defaults to "Promote". Select the approver or business analyst who should be the next reviewer and/or approver. Click the Select Next Owner list.

Step Action

19. In this example, click the Vince Patterson list item.

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Step Action

20. Click in the Annotation field. Enter the appropriate comments into the Annotation field. In this example, enter "Note related to next action of submitting budget.".


22. The status has been updated. Note: the sub-status shows that the Planning Unit budgets are now being processed. Click the OK button.

23. The Process Status graph and the Status area are updated. Clicking the Refresh icon will update the graph and status for each Planning Unit. Click the Refresh icon.

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Step Action

24. The Process Status graph has been updated. Notice also how the Approvals Status and Current Owner field has been updated.

25. Click the Planning Unit that was modified.

26. Click the Details object.

27. The details for your planning unit are displayed.

28. - Promoting the budget for review End of Procedure.

Position Budget Preparation

Modifying Weekly FTE hours

Learning Objective:

In this topic, you will learn how to modify weekly hours for a position.

FTE are the hours worked by one employee on a full-time basis. This concept is used to convert the hours worked by several part-time employees into the hours worked by full-time employees. In JDE, users are viewing and modifying FTE annually. In CCGPlan, the process is now conducted weekly.


Modify Weekly FTE Hours

Procedure This topic will cover: - Modifying weekly FTE hours Estimated time to complete this topic: 3 minutes

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Step Action





5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand link for Position Budget Preparation.

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Step Action


7. The Task - 2.0 - Maintain position data page is displayed. Use this form to manage the positions, assignments, and all other detailed data used in compensation calculations.

8. Ensure the correct department is selected from the drop-down menu. In this example, we will leave it defaulted to "E1160".

9. Select the position to modify the weekly hours. In this example, right-click the 9502119-Bookkeeper IV position.

10. Click the Edit Position Details link.

11. The Manage Position Details form opens. Use this form to manage the positions, assignments, and all other data used in compensation calculations.

12. In this example, the selected position will go from full-time to part-time. Click in the Default Weekly Hours field.

13. Enter the number of hours into the Default Weekly Hours field. In this example, enter "24".

14. The Default Weekly Hours field then turns yellow to signal that the modification must be saved to accept the changes. Click the Save icon.

15. The changes have been saved. Click the OK button.

16. Note: the Budgeted Monthly Hours reflect "160".

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Step Action

17. Right-click anywhere on the Position Details form to update the expense calculations.

18. Click the Calculate Compensation Expense link.

19. The update was successful. Click the OK button.

20. Note: the Budged Monthly Hours decreased from "160" to "96" hours.

21. This topic covered: - Modifying weekly FTE hours End of Procedure.

Modifying Position Status

Learning Objective: In this topic you will learn how to modify the status of a position.


Modify the position status

Procedure This topic will cover: - Modifying position status Estimated time to complete this topic: 3 minutes

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Step Action





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Step Action

5. The CCGPlan page is displayed. Click the Expand button.



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Step Action

8. Right-click on the 9502119-Bookkeeper IV position.



11. Click the Status Changes tab.

12. Note: sometimes you must plan for employee status changes, such as someone taking a leave of absence or going away on maternity leave. The Change Employee Status menu option facilitates making such changes.

13. Right-click in the 1st Assignment field.

14. Click the Change Status link.

15. The Runtime Prompts - Change Status window is displayed. The Change Status form defaults to an "Inactive" position status.

16. Click in the Enter Effective Start Date field.

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Step Action

17. Enter the start date into the Enter Effective Start Date field. In this example, enter "06/01/18".

18. An Effective End Date is optional. An example for completing an Effective End Date would be a leave of absence.

19. Click the Change button.

20. Status has been changed. Click the OK button.

21. Right-click anywhere on the Position Details section.

22. Click the Calculate Compensation Expense link to update the budget information.

23. The compensation calculation is completed. Click the OK button.

24. Note: the expense summary is updated to reflect inactivity beginning at the date entered.

25. This topic covered: - Modifying position status End of Procedure.

Adding Allocation Information

Learning Objective: In this topic you will learn how to add allocation information.


Add allocation information by percentage

Procedure This topic will cover: - Adding allocation information

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Step Action





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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, Click the Expand button for Position Budget Preparation.


7. The Task 2.0 - Maintain position data page is displayed. Use this form to manage the positions, assignments, and all other detailed data used in compensation calculations.

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Step Action

8. Right-click the 1400419-Executive Assistant I position.




12. Use the Allocations tab to manage job allocations to General Ledger chart fields. You can allocate funds to support jobs by percentage, or a specific flat amount. In this example, we will allocate funds to this position using percentages. Percentage allocations must be allocated to 100%, or the system will not allow you to promote the budget for approval.

13. The Percentage Allocation cell is currently at 100% for the account selected. Click the Percentage Allocation cell for the 1st Allocation line .

14. Enter the allocated percentage into the Percentage Allocation field. Enter "50".

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Step Action

15. Note : the Percentage Allocation field may turn yellow to signal that the modification must be saved to accept the changes if you do not save first. Click the Save icon.

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Step Action

16. The modification has been saved. Click the OK button.

17. Currently our total allocation is only 50% of the necessary 100%. Right-click the 1st Allocation object.

18. Click the Add Allocation Information link.

19. A new line has been added. Click the OK button.

20. The blank and the red highlighted fields reveal missing or incomplete information for the budget string information. Complete the fields as necessary. Click the SmartList icon for each field to set the Account, Entitiy, Fund, and Program.

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Step Action

21. Select the correct department. Complete these steps for each chart-field.

22. The Grant Segment box will remain blank unless a percentage is to be allocated to a Grant.

Step Action


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Step Action

24. The updated allocations have been saved. Click the OK button.

25. Right-click anywhere on the Position Details section.


27. The information has been updated. Click the OK button.

28. This topic covered: - Adding allocation information End of Procedure.

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Adding a Reclass Position

Procedure

Step Action

1. Click the Navigate button.




5. Click the Show this panel link.

6. Click the Expand link.

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Step Action

7. Click in the 2.0 - Maintain position data field.

8. Click the Entity graphic.

9. Click the cell.

10. Click the Go graphic.

11. Right-click the 0956517-Executive Assistant I column header.

12. Click the cell.

13. Click in the Add New Position field.


15. The content will be overriden in this process so the values on the Add New Position page will remain at default. For the required fields Enter Position Name and Enter Positon Number, you can imput a numberic value so that the field is not left blank.

16. Click the Yes - Create New Position button.

17. The position is created. Click the OK button.

18. Right-click the 1400713-Executive Assistant I column header.

19. Click in the Create Reclass field.

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Step Action

20. Click in the Copy to New Position and set as Reclass field.


22. Click in the value field.

23. Press [Backspace].

24. Enter the desired information into the value field. Enter ""new position 15"".

25. Click the 0001-Associate Judge Circuit Court list.

Step Action

26. Click the Mozilla FF-Acc ComboLBox window.

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Step Action

27. Click in the Yes - Continue with copy and rec field.


29. Press the left mouse button and drag the mouse to the desired location.

30. Click the object.

31. Right-click the object.

32. Click in the Edit Position Details field.

33. Click the cell.

34. Click the Salary Grades link.

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Step Action

35. Click the Manage All Positions link.



38. Click in the Create Reclass field.

39. Click in the Add Salary Grade field.

40. Click in the field.

41. Enter the desired information into the field. Enter "12/01/17".

42. Click the None list.

43. Click the None list.

44. Click the 1 list.



47. Enter the desired information into the 3 field. Enter "33".

48. Enter the desired information into the 30 field. Enter "1".

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Step Action


50. Release the mouse button.

51. Double-click the Mozilla FF-Acc ComboLBox window.


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Step Action

53. Click in the Yes - Add E field.



56. Click the cell.





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Step Action




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Step Action


65. Enter the desired information into the value field. Enter ""none:20"".




69. Click the cell.





74. Scroll the 9 list item with the mouse wheel.


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Step Action








Step Action




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Step Action








93. Click the cell.

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Step Action

94. Click the Allocations link.

95. Click the General link.


97. Click in the Calculate Compensation Expense field.



Deleting Allocation Information

Learning Objective: In this topic you will learn how to remove allocation information.


Delete Allocation Information

Procedure This topic will cover: - Deleting allocation information Estimated time to complete this topic: 4 minutes

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Step Action





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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand button for Position Budget Preparation.

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Step Action





10. Click on the Edit Position Details link.



13. Use the Allocations tab to manage job allocations to General Ledger chart fields. You can allocate funds to support jobs by percentage, or a specific flat amount.

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Step Action

14. Select the allocation line you wish to delete. Right-click on the 3rd Allocation field.

15. Click the Delete Allocation Information link.

16. A Confirmation Message is displayed. Click the OK button.


18. The line has been removed. The allocation percentage must be updated to now equal 100%

19. Click in the Percentage Allocation field for the first line.

20. Enter the new percentage into the Percentage Allocation field. In this example, enter "50".

21. Click in the Percentage Allocation field for the second line.

22. Enter the new percentage into the Percentage Allocation field. In this example, enter "50".

23. The Percentage Allocation fields then turn yellow to signal that the modification must be saved to accept the changes. Click the Save icon.

24. The information has been updated. Click the OK button.

25. Right-click the Position Details form to update the calculations.

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Step Action

26. Click the Allocate Compensation Budget to GL Accounts link.

27. This topic covered: - Deleting allocation information End of Procedure.

Viewing Shakman Exempt Positions

Learning Objective: In this topic you will learn how to view a Shakman exempt position.

Shakman positions make up majority of the positions for the County.


View Shakman Exempt Positions

Procedure This topic will cover: - Viewing Shakman exempt positions Estimated time to complete this topic: 2 minutes

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Step Action





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Step Action


6. The Task - 2.0 - Maintain position data page is displayed. Use this form to Manage the positions, assignments, and all other detailed data used in compensation calculations.

7. Ensure the correct department is selected from the drop-down menu. In this example, we will leave it defaulted.

Step Action

8. Right-click the Shakman Exempt Positions position menu.

9. Click the View Shakman Exempt Positions link.

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Step Action

10. The View All - Shakman Exempt Positions page is displayed. This page lists all of the Shakman Exempt Positions relevant to the entitiy department selected. To return to the previous positions list, right-click anywhere on the View All - Shakman Exempt Positions page.

11. Click the Return to Previous Form link.

12. You are returned to the Task - 2.0 - Maintain position data page.

13. This topic covered: - Viewing Shakman exempt positions End of Procedure.

Deleting Added Salary Line Information

Learning Objective: In this topic you will learn how to delete added salary line information.


Delete Added Salary Line Information

Procedure This topic will cover: - Deleting added salary line information Estimated time to complete this topic: 3 minutes

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Step Action





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Step Action


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Step Action


7. The Task - 2.0 - Maintain position data page is displayed. Use this form to Manage the positions, assignments, and all other detailed data used in compensation calculations.





12. Click the Salary Grades tab.

13. There are two salary grade lines listed under for this position. Right-click the 2nd Element Change line.

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Step Action

14. Click the Delete Salary Information link.

15. The Runtime Prompts - Delete Salary Information window is displayed. Click the Delete button.

16. The removal was successful. Click the OK button.

17. Right-click anywhere on the Position Details form.


19. The compensation calculation is completed. Click the OK button.

20. Note: the end date for the existing line is 3/31/18. The months on the Expense chart after that date, are now deleted.

21. This topic covered: - Deleting added salary line information End of Procedure.

Excluding a Position from Budget

Learning Objective: In this topic you will learn how to exclude a position from the budget.


Exclude a Position from budget calculations

Procedure This topic will cover: - Excluding a position from budget Estimated time to complete this topic: 3 minutes

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Step Action





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Step Action


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Step Action




9. In this example, right-click on the 1500150-Building and Zoning Architect position.

10. Click the Exclude Position from Budget link.

11. A Launch Confirmation Message window is displayed. Click the OK button.

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Step Action

12. The Runtime Prompts - Exclude Position from Budget window is displayed. Click in the Enter Effective Start Date field.

13. Enter the start date into the Enter Effective Start Date field. In this example, enter "12/01/17".

14. Click in the Enter Effective End Date field.

15. Enter the end date into the Enter Effective End Date field if you wish to exclude the position for a certain amount of time, instead of indefinitely. In this example, enter "02/01/18".

16. Click the Exclude button.

17. The exclusion was successful. Click the OK button.

18. Now you will update the expense calculations. Right-click the 1500150-Building and Zoning Architect position.


20. Right-click anywhere on the Manage Position Details form to update the calculations.



23. Note: for the dates entered previously, the position is excluded from the budget calculations.

24. - Excluding a position from budget End of Procedure.

Adding a New Position

Learning Objective: In this topic you will learn how to add a new position.

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Add a New Position

Procedure This topic will cover: - Adding a new position Estimated time to complete this topic: 6 minutes

Step Action



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Step Action



Step Action


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Step Action




9. Right-click on the Maintain position data form.

10. Click the Add Position link.

11. The Runtime Prompts - Add Position window is displayed. Note: all fields marked with an asterisk ( * ) are required. Enter the position into the Enter Position Name field. In this example, enter "Trainer".

12. Click in the Enter Position Number field.

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Step Action

13. Enter the position number into the value field. In this example, enter "991999".

14. Click the Select Job list.

Step Action

15. Click the 10_Associate Clerk Circuit Court job.

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Step Action

16. Click in the Enter FTE field.

17. Enter the FTE into the Enter FTE field. the number 1 is full-time, and .5 is part-time. In this example, enter "1".

18. Click the 1 list item.

19. Enter the headcount into the Enter Proposed Headcount field. In this example, enter "3".

20. Click in the Enter Start Date field.

21. Enter the desired information into the Enter Start Date field. In this example, enter "07/01/2016".

22. Click the Select Location Code list.

23. Click a Location Code from the list.


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Step Action

25. The position has been added. Click the OK button.

26. Next, you will add the salary information. Right-click the New Position 8 field.



29. Click the Salary Grades tab.

30. Right-click in the Salary Grades field.

31. Click the Add Salary Information link.

32. The Runtime Prompts - Add Salary Information window is displayed. Click in the Enter Effective Start Date field.

33. Enter the appropriate information into the field. In this example, enter "06/01/18".

34. Click the Select Grade Step list.

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Step Action

35. Select the 6 cell.

Step Action

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Step Action



38. Right-click anywhere on the form to update the calculations.



41. Note: the Expense chart has been updated based on the information that was entered.

42. This topic covered: - Adding a new position End of Procedure.

Copying Position Data to a New Position

Learning Objective: In this topic you will learn how to copy position data to a new position.


Copy Position Data to a New Position

Procedure This topic will cover: - Copying position data to a new position Estimated time to complete this topic: 4 minutes

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9. Note: when budgeting for departments that have similar positions, you can create positions more quickly by copying common elements such as FTE, salary grades, and benefits from an existing position.

10. In this example, right-click the New Position 25 position.

11. Click the Copy Position Data link.

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Step Action

12. The Runtime Prompts - Copy Position Data window is displayed. Click the Select Source Position icon.

13. The Member Selection page is displayed. Click in the Search field.

14. Enter the position number you wish to copy data from into the Members Search field. In this example, enter "9502119".


16. Click the P9502119 list item.

17. Click the Add icon.

18. The selected position is moved to the right column.

19. Position P9502119 will be copied. Click the OK button.

20. Ensure that the Target position that you wish to copy to is selected. The position details items can be left at "Yes" or selectively changed to say "No". In this example, we will accept the default values. Click the Copy button.

21. The position details have been updated. Click the OK button.

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Step Action

22. Right-click the New Position 25 position.


24. The Manage Position Details page is displayed. To view all of the updated position details, click the Scrollbar.

25. Once done reviewing the details, scroll left. Click the Scrollbar.

26. Right-click anywhere on the Position Details form to update the budget calculations.



29. The Expense chart has been updated to reflect the copied Salary and FTE information.

30. Copying position data to a new position End of Procedure.

Approving a Position

Learning Objective: In this topic you will learn how to approve a position.


Approve a Position

Procedure This topic will cover: - Approving a position Estimated time to complete this topic: 2 minutes

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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, Click the Position Budget Preparation menu.

6. Click the Expand button.

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7. Click the 4.0 - Review and approve positions link.

8. The Task - 4.0 - Review and approve positions page is displayed. Use this page to approve or reject FTE assignments and compensation for employees, jobs and positions. Note: this level of approval only accepts changes made. It does not promote it for higher approval.

9. Right-click the New Position 8 position field to approve.

10. Click the Approve link.

11. The Runtime Prompts - Approve window is displayed. Verify the data. Click the Confirm button.

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12. The position has been approved to be accepted by the system. Click the OK button.

13. This topic covered: - Approving a position End of Procedure.

Transferring an Existing Position

Learning Objective: In this topic you will learn how to transfer an existing position.


Transfer an existing position

Procedure This topic will cover: - Transferring out an existing position Estimated time to complete this topic: 4 minutes

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Step Action

6. The Position Budget Preparation Task List Status page is displayed. Click the 2.0 - Maintain position data link.


8. In this example, right-click the 9502172-Zoning Plan Examiner I position.

9. Click the Transfer Out a Position link.

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11. Click in the Effective Date field.

12. Enter the desired information into the Effective Date field. Enter "12/1/17".

13. Click the Transfer Out button.

14. The transfer was successful. Click the OK button.

15. Right-click the 9502172-Zoning Plan Examiner I position.



18. Now, you will update the calculations. Right-click anywhere on the Position Details form.

19. Click the Calculate Compensation Expense link to update the expense calculations.


21. The Expense compensation budget chart is now blank because the positon was transferred out.

22. Click the FTE tab.

23. Note: the FTE End date is now listed based on the date selected.

24. This topic covered: - Transferring out an existing position End of Procedure.

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Transferring a New Position

Learning Objective: In this topic you will learn how to transfer a new position.


Transfer a New Position

Procedure This topic will cover: - Transferring a new position Estimated time to complete this topic: 4 minutes

Step Action


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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, click the Expand link for Position Budget Preparation.



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9. Right-click the New Position 8 position.

10. Click the Single-step Position Transfer link.

11. A Launch Confirmation Message window is displayed. Click the OK button to confirm the desired transfer.

12. The Runtime Prompts - Transfer Position window is displayed. Click the Select Target Entity icon.

13. The Member Selection page is displayed. For Entity E1125, click the Expand link.

14. Click the E1027 cell.



17. Click in the Enter Effective Date field.

18. Enter the date into the Effective Date field. In this example, enter "12/01/17".

19. Click the Transfer button.

20. Click the OK button to acknowledge the completion of the transfer.

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21. Right-click the New Position 8 position that was transferred.



24. Next, you will update the calculations. Right-click anywhere on the Position Details form.



27. Note: the budgeted expenses for this position have been transferred.

28. - Transferring a new position End of Procedure.

Terminating a Position

Learning Objective: In this topic you will learn how to terminate a position.


Terminate a Position

Procedure This topic will cover: - Terminating a position Estimated time to complete this topic: 3 minutes

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8. Select the HR organization in which the position exists, and click the arrow to update the relevant positions. In this example, we will leave it defaulted.

9. Right-click the New Position 5 position to terminate it.

10. Click the Terminate Position link.

11. A Launch Confirmation Message window is displayed. Click the OK button.

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Step Action

12. The Runtime Prompts - Terminate Position window is displayed. Click in the Effective Date field.

13. Enter the termination date into the Enter Effective Date field. In this example, enter "11/29/17".

14. Click the Terminate button.

15. The termination was successful. Click the OK button.

16. Next, we will validate the position is terminated. Right-click the New Position 8 position.


18. Right-click the Manage Position Details form to update the calculations.



21. Click the FTE tab.

22. The position termination date is displayed in the FTE End Date field.


Calculating and Allocating Positions

Learning Objective: In this topic you will learn how to calculate and allocate positions.


Calculate and Allocation positions

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Procedure This topic will cover: - Calculating and allocating positions Estimated time to complete this topic: 4 minutes

Step Action





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Step Action

5. The CCGPlan page is displayed. Under the My Task List menu, click in the Position Budget Preparation field.

6. Click the Expand link.

7. Click in the 7.0 - Calculate compensation budgets field.

8. The Task 7.0 - Calculate compensation budgets page is displayed. To see the total compensation for an entity, run the Calculate Compensation task. This business rule calculates employee compensation by entity, based on expense data.


10. The Runtime Prompts - EmpDistElmCost_C03 window is displayed. Click the Enter Position Number icon.

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11. The Member Selection form is displayed. Click the All Positions cell.


13. The selected member name is then added to the selection box.




17. Click the 8.0 - Allocate compensation to general ledger accounts link.

18. The Task - 8.0 - Allocate compensation to general ledger accounts page is displayed. Click the Launch button.

19. The Runtime Prompts - AllocDistCost_C02 window is displayed. Click the Enter Position Number graphic.

20. The Member Selection form is displayed. Select members based on the allocations to make.

21. Click the All Positions cell.


23. The selected member name is then added to the selection box.


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26. The allocation was successful. Click the OK button.

27. This topic covered: - Calculating and allocating positions End of Procedure.

Allocating Compensation to GL

Learning Objective: In this topic you will learn how to allocate compensation to General Ledger.


Allocate Compensation to General Ledger

Procedure This topic will cover: - Allocating compensation to GL Estimated time to complete this topic: 2 minutes

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Step Action





5. The CCGPlan page is displayed. Under the My Task List menu, select the Position Budget Preparation folder. Click the Expand button.

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6. Click the 8.0 - Allocate compensation to general ledger accounts link.

7. The Task - 8.0 - Allocate compensation to general ledger accounts page is displayed. Click the Launch button to launch business rules..

8. The Runtime Prompts - AllocDistCost_02 window is displayed. Select members based on the allocations to make. For example, to allocate for all employees holding one job or position in your department, select: Select Entity - Your department Scenario - Type of budget, such as baseline or forecast from which to make allocations Version - Budget stage, such as "Working", "Preliminary" or "Department Request" from which to make allocations Enter Position Number - Position number of employees identified

9. Click in the Entity field.

10. If the Entity is correct, leave it as is. In this example, delete the default value. Press [Backspace].

11. Enter the correct entity into the Entity field. In this example, enter "E1125".

12. We will accept the default amounts for the Scenario, Version and Position Number. Click the Launch button.

13. The rule was successfully run. Click the OK button.


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Calculating Compensation for a Department

Learning Objective: In this topic you will learn how to calculate compensation for a department.


Calculate Compensation for a Department

Procedure This topic will cover: - Calculating compensation for a department Estimated time to complete this topic: 2 minutes

Step Action


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5. The CCGPlan page is displayed. Under the My Task List menu, select the Position Budget Preparation folder. Click the Expand button.

6. Click the 7.0 - Calculate compensation budgets link.

7. The Task - 7.0 - Calculate compensation budgets page is displayed. Click the Launch button.

8. The Runtime Prompts - EmpDistElmCost_C03 window is displayed. Click in the Select Entity field.

9. Enter the appropriate information into the Entity field. In this example, enter "E1125".


11. The rule was run successfully. Click the OK button.
