uwinsite finance - uwindsor

UWINSITE FINANCEPlanning and Budgeting System

Training Date: March 5, 2018

WELCOME!

Welcome to the UWinsite Finance Course on the

Planning and Budgeting System

Today’s Trainer: Andrew Kuntz

Today’s Support: Marvin Wu

Participant Introductions

Participants, don’t forget to fill out your name tags!

ABOUT THIS COURSE

Description

This course will walk end users through an overview of the Planning and

Budgeting system and describe, through demonstrations, some of the key

system processes.

Audience

Finance Department

High Frequency Users

Duration

4 hours

AGENDA

Section 1: System Overview

Welcome and Objectives

UWinsite Finance at a Glance

Introducing Oracle PBCS

Process Changes

New/Enhanced Features

Users & Licensing

Converted Data

Looking Ahead

Section 2: System Navigation

Accessing PBCS

Navigating Forms

Understanding the Data

Smart View Overview

Section 3: Opex Demonstrations

Budget Adjustments

- Enter Adjustments (Transfers)

- Validating Changes

- Aggregating the Data

Budget Development

Section 4: Labour Demonstrations

View Salary Spending by Month

Review Hour & FTE Variances

Review Salary & Benefit Variances

Review FTE & Salary by Position

Section 5: Reporting & Analysis

Ad-hoc Analysis using Smart View

Financial Reports

Dashboards

LEARNING OBJECTIVES

Upon completion of this course, participants should be able to:

1. Understand what the PBCS system is and its key functionalities.

2. Sign in and navigate the Oracle PBCS to find Opex budget data or Labour

information of interest.

3. Perform a budget adjustment (previously known as a budget transfer).

4. Update your budget data during the budget development process.

5. Review detailed labour position data.

6. Access and more easily analyze budget data through MS Excel using the

Smart View feature.

7. Observe dashboards and run reports to review and present budget data in

a meaningful way.

BEFORE WE BEGIN

Cell Phones Parking LotQuestions

Access UWinsite Finance

Resource Library

http://www.uwindsor.ca/finance/resource-listing

http://www.uwindsor.ca/finance/resource-listing

HIGH LEVEL IMPACTS OF

BUDGETING WITH PBCS

Section 1: System Overview

UWINSITE FINANCE “SOLAR SYSTEM”

General Ledger

Projects (Research & Capital)

iExpenses

Accounts Payable

AR and Billings

“Self Service” Procure-

ment

Contracts and

Purchasing

Planning and

Budgeting

Reporting

• UWinsite Finance is a

grouping of “modules” that

operate independently but

work in harmony

• The General Ledger (GL)

is at the centre;

transactions flow through

modules to arrive at the

GL

• Security and access is

unique for each of the

“modules”

UNIVERSITY ORGANIZATIONAL CHART:

THE “BACKBONE” OF THE SYSTEM

The University’s Organizational Chart

maintained in HR’s “VIP” Software supports

UWinsite Finance:

Is the basis for the Chart of Accounts

Classifies user system access and security

Supports the budgeting and planning

process

Determines the workflow for budget

development process

INTRODUCING ORACLE PBCS

10

Oracle PBCS is a centralized planning, budgeting and forecasting solution

that integrates the financial and operating planning processes and

improves business predictability.

We will use Oracle PBCS to support:

• Budget development process

• Labour planning

• Forecasting and projecting

• Multi-year budgeting

• Scenario planning

• Data analyzing

• Year-end carryover processing

Oracle Planning & Budgeting Cloud Service (PBCS)

WHAT MODULES ARE IN UWINSITE PBCS?

Labour

•VIP to provide list of positions

•PBCS to calculate hours, FTEs, salaries and benefits

Opex

•COA segments: Fund, Dept, Prog, Proj, Acct, Class

•Line items: Base, Allocation In, Allocation Out

•On-going vs. One-time

Future:

Revenue & Enrolment

•Capacity for an additional PBCS module

•Currently facilitating Revenue/Enrolment planning in TM1.

SYSTEM INTEGRATIONS AND WORKFLOW

• The Oracle Planning and Budgeting Cloud System is a centralized system that will

streamline budget planning.

• The system integrates Workforce and Operational Planning in a real-time updated

web or Microsoft Office-based environment, making it accessible and user-friendly.

SIGNIFICANT PROCESS CHANGES WITH PBCS

Budgeting in J.D. Edwards

(Legacy)

Budgeting with Oracle PBCS

(New System)

Bu

dg

et

De

ve

lop

me

nt

Pro

ce

ss

-Mainly a top-down process

-Base discretionary budgets largely

unchanged from year to year

-Faculties/Departments hold large “pots” of

funds

-Bottom-up inputs with top-down thresholds

-Central controls in budget office

-Enhanced planning required

-Large “pots” of funds cannot build up

Bu

dg

et

Co

ntr

ols -Ledger-based system

-Balanced entries required (prevent control)

-Highly flexible

-Forecast-based system

-Monthly forecasting

-Central control/oversight into budget changes

(detect control)

Bu

dg

et

Ve

rifica

tio

n

Ch

ecks -Separate budget level of detail lines

-Roll-ups sometimes confusing

-High volume of budget transfers often

required to balance spend

-Budget against actual spending

-Encumbrance checking at higher level of

detail (Department level)

-Lower volume of budget transfers required

BUDGET DEVELOPMENT IN PBCS “AT A GLANCE”

Compile Institutional Opex

Budget

Budget Office

Calculate ECM & Transition Fund

Calculate Labour Budget

Faculties/ Departments

Submit Ongoing Expenditure Budget Requests

Senior Leadership

Institutional Analysis

Develop Institutional Revenue Budget

Provide Input into Tuition Revenue Budget

Determine University Investment Funds

Review, Approve, Present Final Budget to BoG

BUDGET CONTROLS AND ADJUSTMENTS

Budget is stored in a ledger in JDE and

budget transfers are performed via

budget entries directly in the GL

Adjustments to the budget will

be made via 'versions' in PBCS

Budgets Office will continue to support

campus and will review and verify all

budget adjustments before they are

pushed to the GL

BUDGET VERIFICATION CHECKS

(I.E. ENCUMBRANCE CHECKING)

High volume of

budget transfers

required

Campus budgets at a

granular level

Commitment checking

will occur at the

departmental level

(sum of all natural

accounts)

Speed up the PO,

Expense processing

Reduce the volume

of budget changes

required

Current

New

ENHANCED BUDGETING FEATURES

Budget Development

Forecasting

• Campus community empowered through

enhanced planning

• Clear planning for one time funds encouraged

• Direct link to VIP

• Opportunity for monthly forecasting

• Scenario planning encouraged

• Increased transparency for Faculties regarding

tuition income

Empowered and informed decision making

THE LABOUR MODULE:

SALARIES AND BENEFITS DETAILS

CurrentlyCampus members have limited information

about Salaries and Benefits for budgeting

Data automatically

pulled from source

through an integration

with VIP

Departments will

have significant detail

about salaries,

benefits and FTEs

TUITION REVENUE

CurrentlyBudgets developed based on grants and tuition

estimates calculated in a separate system

Data will be pulled

from TM1 as

required during

budget development.

Tuition budget based

on Institutional

Analysis calcs using

TM1 data.

ENHANCED VISIBILITY THROUGH DASHBOARDS

• Overview of key information

• Customizable

• Visualize faculty/departmental comparisons

• Trend or variance analysis

IMPROVED REPORTING AND ANALYZING

Oracle Smart View (SV)

• View, import, manipulate, distribute and share data in MS Excel

• Web-friendly or Excel Interface

• Fully integrated

• Great for ad-hoc Analysis

Oracle Financial Reporting

• Book-quality financial

management & reporting

• Certified financial reports

• Real-time and drill-down

analysis

OTHER KEY BENEFITS TO PBCS

• Monthly budgeting will result in enhanced forecasting

• Multi-year budget data for projections and scenario analysis

• Empowerment of campus budget users

• Increased transparency into budget development process

• Improved analytics and decision support

PBCS IS FOR BUDGET “SPECIALISTS”

50 licenses for Oracle PBCS available across the institution

Faculty and departmental administrative leads

Budgets Office

Institutional Analysis

Select Finance users

Budgeting function is now targeted to budget “specialists”

Financial education/experience

Decreased error checking

Better understanding of University environment

Budget Analysts are available to provide enhanced client services

WHAT DATA WAS CONVERTED TO PBCS?

• Opex Budget Data

2016/17 and 2017/18 Fiscal Years (through January 2018)

Initial Base Budget – now referred to as On Going Budget

Base Budget Transfers – now referred to as On Going Adjustments

One-time Budget Transfers – now referred to as One Time Adjustments

• Actual GL Data

Monthly amounts

2016/17 and 2017/18 Fiscal Years (through January 2018)

Interface to Oracle Cloud Financial now live updating actual data nightly

• Labour Position Data

Budget and Actual position data for 2017/18 Fiscal Year

Labour budget data currently under review/reconciliation

Labour actual data to be updated with VIP data monthly

LOOKING AHEAD

• 2018/19 Opex budget will be created in the traditional way and will be

loaded into PBCS similar to the prior 2 years

o Begin developing monthly budgets

• 2018/19 Labour budget calculations will be performed in the traditional way

as well as within PBCS in parallel

o We will reconcile and hedge for any gaps

• Focus in first year on development of meaningful PBCS data access tools:

i.e. forms, reports and dashboards

o Input from the campus PBCS users will be essential to this

development

• Begin process of migrating the Ancillary area budget development forward to

match timing of the University Operating budget

• Continuing PBCS “specialist” training

UNDERSTANDING HOW PBCS

WORKS

Section 2: System Navigation

ACCESSING PBCS

Security Roles

Every user is assigned security roles within PBCS that support the tasks required in their position.

Your security profile determines what you can see and what you can do.

Launch a web browser (Firefox is preferred). The PBCS direct URL is:

https://planning-uwinpbcs.pbcs.ca2.oraclecloud.com/workspace -OR-

Navigate to www.uwindsor.ca/uwinsitefinance and click the link below...

1

Select Company Sign In

Then enter your UWinID and Password2

https://planning-uwinpbcs.pbcs.ca2.oraclecloud.com/workspace

http://www.uwindsor.ca/uwinsitefinance

To navigate back to the

home page at any time,

click on the Home icon.

To access additional

functionality on the

Navigator page, click the

horizontal bars next to

the Oracle logo.

Once logged in, the System Workspace screen appears with the Home page. The Home

page provides a starting point for you and a launching point for Workspace functionality.

HOME PAGE – NAVIGATOR

• Your administrator can provide

announcements.

• See your open tasks for the day.

• View your recent history:

recently opened forms or

dashboards

• Return to your frequently used

forms or reports by tagging them

as a Favorite.

The Announcements panel on the left side of the Home page helps to orient you.

HOME PAGE – ANNOUNCEMENTS

The right hand side of the Home page presents multiple menus to interact with your

planning application. Menu Description

Dashboards High level views of information. Useful area where you

can create some high-level graphical and grid views to change and save data

Tasks Lists of actions that users can follow. Admins setup task

lists to guide users through the planning and budgeting process.

Data Web forms. Admins design forms as containers for data

collection, adjustments of drivers, or simple displays of information.

Rules Business rules launch specific calculations that can be applied to forms and/or executed by administrators

Approvals Admins can approve, track, and control the planning process via the approval chain

Reports View reports which dynamically summarize data within the application

Application View overall application statistics, load data and metadata,

view back-end jobs in the job console, scheduling capabilities, sandbox and valid intersection management

Tools Overall app settings for number formatting, approvals, notifications, data/time display and aliases.

Academy Self-guided learning with tips, tricks, best practices, tutorial videos, and links to PBCS documentation

HOME PAGE – MENU OVERVIEW

SETTING UP USER PREFERENCES

Open the navigator and select

Preferences1

2

Enter the email id and

set the following details

• Task list

Notification = Yes

• Approvals

Notification =Yes

• Job Console

Notification =Yes

• Set Member Name:

Alias

3 Click Save

SETTING UP USER PREFERENCES (CONT’D)

Click on the tab Display

Options

5

4

Set the following options:

• Thousands Separator =

Comma

• Decimal Separator = Dot

• Negative Sign = Prefixed

Minus

• Negative Color = Red

• Upload a User Image

6 Click Save

ACCESSING FORMS

From the Home page or navigator, select the Data option

2

1

Drill down through the selections until you reach the folder you wish to access

Once selected, the form will appear in a new view. Forms allow input into any

white cell while grey cells are locked.

3

CHANGING THE POINT-OF-VIEW

The Point-Of-View (POV) is at the top of each

form.

Click each dimension within the POV to select

members. Click >> to see more.

Complete the selection

by clicking on the right

arrow.

1

2

Running a Menu :

To run a menu, right

click on a cell.

Menu Options include:

• Insert New Line Item for Adjustment

• Delete Line Item

• Provide Comments to cell

• Add Supporting Details

• Lock/Unlock Cells before spreading

• Launch Business Rules

ACTIVATING A MENU

SHORT CUT KEYS

Key Combo Result

EnterEnters a value and moves the cursor to the cell below the current cell.

TabEnters a value and moves the cursor to the next cell in the row.

Shift+TabEnters a value and moves the cursor to the previous value.

Esc Cancels a value and restores the previous value.

Ctrl+Z Cancels a value and restores the previous value.

Ctrl+C Copies the selected range of cells to the clipboard.

Ctrl+X Cuts the selected range of cells.

Ctrl+V Pastes content from the clipboard.

Familiar Buttons and Short Cuts

PBCS toolbar buttons, short cut keys and form data entry are similar to those of Microsoft Excel.

CELL DETAIL CUES

Cell Color/Cute Meaning

Blue Cell with Supporting Details

Brown Locked Cells

Yellow Modified Cell (Not Saved Yet)

Grey Read-Only Cells

Orange Cells Linked to a Validation Rule

Red Missing Content (Validation Checks)

Triangle in Corner Cell with a Comment or Attachment

In PBCS data is stored in “cubes” and can be accessed by selecting (or filtering) specific

Members of the various Dimensions.

The process of filtering the dimension members establishes a Point of View.

By changing the point of view a user can access their different Data Points.

UNDERSTANDING THE DATA

User Security

Users will only have access to select members of dimensions where they have authority. For example, the

Budget user in FAHSS will only be able to select the FAHSS members from the Department dimension.

Dimensions represent categories of data in the organization and allow users to enter

and slice their data to the database in a meaningful way.

Opex Dimensions: Account, Classification, Department, Fund, Line Item, Period, Program, Project,

Scenario, Type, Version, Years

Labour Dimensions: Account, Classification, Department, Fund, Period, Position, Program,

Scenario, Type, Version, Years

DIMENSIONS

Security Locks

Security locks specific users from accessing certain members within certain dimensions (e.g. Psychology

department staff are locked from editing Law Department data).

Members are elements that compose a dimension. You may think of them as

subcategories of information that further define how the data entered should be sliced.

For example, FAHSS is a member of the department dimension. May is a member of the

period dimension. FY16 is a member of the Year dimension.

MEMBERS

Period

Dimension

May

June

July

Year

Dimension

FY16

FY17

FY18

Department

Dimension

EDU

ENG

FAS

Some members may be organized into a Hierarchy.

For example, individual departments roll up to faculties which roll up into budget areas

within the Department hierarchy.

HIERARCHIES

Fund (F) Dept (D) Prog (P) Proj (J) Account Class (C)

F_01 D_2715 P_27150 J_000000 81410 C_000

Operating Budgets &

Financial

Services

Budgets &

Financial

Services

Default Admin Staff

–Full Time

Default

CHART OF ACCOUNT (COA) DIMENSIONS

LABOUR (VIP) DIMENSIONS

SCENARIO AND VERSION DIMENSIONS

Scenarios Description Eligible Versions

Budget Budget Development/

Initial Board Approved

Budget

Dev0, Dev1, Dev2, Dev3, Dev4,

Reclass, Final, Approved, Writeback

Adj Budget Active/In-year Budget Active, Approved, Writeback

Actual Actual Revenue and

Expenditures

Final

Commitments Open Commitments Final

Obligations Open Obligations Final

6M Forecast 6-month Forecast Active, Approved

9M Forecast 9-month Forecast Active, Approved

Smart View is a Microsoft Office Add-in that allows you to review, manipulate, distribute,

and share data from PBCS Planning in Excel

SMART VIEW OVERVIEW

Smart View forms are similar to PBCS data forms with the same dimension settings

and capabilities as PBCS data forms

INSTALLING SMART VIEW

Open the PBCS home page. In the top right corner, click the dropdown arrow beside your username and select Downloads.

1

From the Downloads Window, download

Smart View and Planning Extensions.

Follow the links to download from the Oracle

website.

2

SMART VIEW TOOLBAR BUTTONS

Button Button Name Description

Panel Opens the Smart View navigation pane.

ConnectionsOpens Connections Manager where you add, delete,

and edit data source connections.

FunctionsOpens the Function Builder screen that allows user to

build equation based get value equations.

Refresh Updates and refreshes data in the data fields.

Submit Data Saves data and updates the database.

CONFIGURING SMART VIEW

Open Excel and click on the

Smart View tab

Click on the Panel icon to

show the Smart View navigation

pane on the right hand side of

your window.

1

2

When prompted, click on Shared

Connections> Modify3

1

2

3

CONFIGURING SMART VIEW (CONT’D)

When Global Smart View options

opens, type in the url below.

Click OK to save.

https://planning-

uwinpbcs.pbcs.ca2.oracl

ecloud.com/workspace/

SmartViewProviders

Click on Company Sign In

4

5

Type in your UWinID and

Password. Click Login. 6

4

5 6

https://planning-uwinpbcs.pbcs.ca2.oraclecloud.com/workspace/SmartViewProviders

SMART VIEW NAVIGATION

Smart View Navigation Pane:

This acts much like the left hand

View Pane in PBCS. You may

access all folders and forms

through this pane.

Content Area: The

spreadsheet makes up

the content area within

Smart View where you

may input and change

data within forms.

Toolbar Area: Access options,

set up connections and perform

functions to data. POV: Displays Dimensions and

Members set for the form. You

may also change Members within

the POV.

SMART VIEW DISPLAY OPTIONS

Click on the Options button

under the Smart View tab 1

1

Under Member Options, select the following:

• Zoom In Level: Next Level

• Member Name Display: Member Name Only

• Indentation: None

• Ancestor Position: Top

2

2

SMART VIEW DISPLAY OPTIONS (CONT’D)

On the left sidebar, click on Data

Options3

3

Under Data Options, uncheck the

options:

• No Data / Missing

• Zero

• No Access

• Navigate Without Data

• Suppress Missing Blocks

Clear the #NoData/Missing Label

4

4

SMART VIEW DISPLAY OPTIONS (CONT’D)

On the left sidebar, click on

Formatting55

Under Formatting, check the

options:

• Use Cell Styles

6

6

7

Click on the arrow next to OK

and select Save as Default

Options

7

OPENING UP FORMS

Close Other Excel Files When Using Smart View

Closing other Excel files or opening a new instance of Excel to open a form in will avoid Smart View opening in

an existing workbook.

Option 2: Right click on the form

you would like to open in the

Smart View navigation pane.

Select Open Form.

Option 1: Select the form you

would like to open in the Smart

View navigation pane. Hit Open

Form at the bottom of the

navigation pane.

ENTERING AND SUBMITTING DATA

Excel Functionality: Because

Smart View opens up in Excel,

you may treat the cells as you

would normally in Excel, including

using Excel functions.

Submit Data: Submits data to the

PBCS Planning data base and

syncs.

MAKING CHANGES TO THE

OPERATING BUDGET IN PBCS

Section 3: Opex Demonstration

EXERCISE: BUDGET ADJUSTMENTS

Objective: To review the departmental budget and make adjustments:

1. Open the navigator and select “Data”

2. Navigate to Forms > Expense Planning > 03 Budget Adjustment > 3.1

General Input

3. Open “3.10 Input Budget Adjustments” and then change the POV to your

selection (i.e. 01 fund, 1000 department, 10000 program and 000000

project) then click on Go

4. Right click on a row with an account and select “Insert New Line Item”

5. Right click on a row with the account you want to adjust and select “Insert

New Line Item”

6. Input a budget amount into the new line

7. Click Save

LOCATING ADJUSTMENT BUDGET PLANNING

FORMS

03 Budget Adjustments: All forms for

Budget Adjustment Planning are located in

the 01 Budget Development folder, located

under Forms> Expense Planning> 3

Budget Adjustments

3.10 INPUT BUDGET ADJUSTMENTS

The purpose of this form is to allow users to input their budget adjustments. Planners can

adjust by month for the Budget Year and should be able to add and remove line items.

1. Navigate to Forms > Expense Planning > 03 Budget Adjustments> 3.1 General Input

2. Select “3.10 Input Budget Adjustments”

INPUT ADJUSTMENT LINES

1. Select an

account: Right-click

any row with an

account

2. Insert new line

item: In the action

menu, click on

Insert New Line

Item.

New input lines can be added by running the rule “Insert New Line Item” from the action

menu.


(CONT’D)


menu.

3. Click OK: If the

rule runs

successfully, click

OK in the prompt

window

A new line should

be added to the

form


(CONT’D)


menu.

4. Input line

amount: Click on

the new line and

type in an

adjustment amount

5. Click

Save

6. Click OK: If the

rule runs

successfully, click

OK in the prompt

window

ADD COMMENTS TO ADJUSTMENT LINES

Comments can be added to each adjustment line by clicking on the “Comment” column.

1. Input Comment: Click on the

comment column of an adjustment

line. Type in a comment and click

save.

2. Click

Save

3. Click OK: If the

rule runs

successfully, click

OK in the prompt

window

ADD COMMENTS TO CELLS

Adding Comments: To add a

comment to an individual adjustment

cell, right click on the updated data

field to prompt the Launch Menu.

Select Comments. Type your

comment and post. This is the same

process for adding comments to any

cell within forms.

Comments can be added to each cell by right-clicking and selecting comment.

EXERCISE: INPUT NEW ACCOUNT

ON THE ADJUSTMENT BUDGET

Objective: To add a line item on an account that is unused on the form



General Input

3. Open “3.10 Review and Input Expense Adjustments”

4. Change the POV to your selection (i.e. 01 fund, 1000 department, 10000

program and 000000 project) then click on Go

5. Right click on any column on the grid and select “Insert New Line Item”

6. In the member selection window, enter the new Account number and

Classification (i.e. “C_000”) then click on Launch

7. Look for the new line and then input a budget amount any of months

8. Click Save

OPEN ACCOUNT FOR INPUT

Unused accounts are hidden by default and do not show up on the form. To input to these

accounts, they must be added using the “Insert New Line Item” rule.

1. Right Click on a column

header

2. Insert new line item: In the action

menu, click on Insert New Line Item.


(CONT’D)

3. Enter a

classification and

account: Type in the

member or select it

using member

selection button on

the right

4. Click Launch




(CONT’D)



5. Click OK: If the

rule runs

successfully, click

OK in the prompt

window

The new account should be visible on the form as

Line 1

EXERCISE: DELETE LINE FROM

THE ADJUSTMENT BUDGET

Objective: To review the departmental budget and delete an adjustment



General Input

3. Open “3.10 Input Budget Adjustments” and then change the POV to your

selection (i.e. 01 fund, 1000 department, 10000 program and 000000


4. Choose an adjustment line to delete. If there is any data within the line,

clear the amounts and comments first and click Save

5. Right click on the row to delete and select “Delete Line Item”

6. Click Save to aggregate the new totals

DELETE ADJUSTMENT LINES

1. Select a row with

an adjustment line.

Make sure that the

line does not contain

data, otherwise clear

the data and click

save.

2. Delete line item: In

the action menu, click

on Delete Line Item.

Input lines can be deleted by running the rule “Insert New Line Item” from the action menu.

Before running this rule, make sure that all data in the adjustment line is cleared and saved.

3. Click OK: If the rule runs

successfully, click OK in the

prompt window




(CONT’D)

EXERCISE: VALIDATE CHANGES

Objective: To validate departmental changes and provide commentaries:


2. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1

General Input

3. Select “3.11 Review and Enter Budget Adjustment Commentaries” and

then change the POV to your selection (i.e. 01 fund, 1000 department,

10000 program and 000000 project) then click on Go

4. Validate all adjustments and enter text justifications into the Comment

column

5. Click on Save

3.11 REVIEW AND ENTER COMMENTARIES

The purpose of this form is to allow users to add and view comments on their adjustments

to the budget

1. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1 General

Input

2. Select “3.11 Review and Enter Budget Adjustment Commentaries”

3. Validate all adjustments and enter text justifications into the Comment column and

click on Save

EXERCISE: AGGREGATE THE DATA



General Input

2. Select “3.12 Dept/Prog Budget Variance Review” and change the POV to

your selection (i.e. 01 fund, 1000 department, 10000 program and 000000


3. Review the variances

4. Click on Save to run the Aggregation process

3.12 BUDGET VARIANCE REVIEW

The purpose of this form is to review the variances by Dept/Prog and run the Aggregation

process

1. Navigate to Forms > Expense Planning > 03 Budget Adjustments > 3.1 General

Input

2. Select “3.12 Dept/Prog Budget Variance Review”

3. Review the form data and click Save to run the Aggregation process

4.

EXERCISE: BUDGET DEVELOPMENT



General Input

2. Select “3.12 Dept/Prog Budget Variance Review” and change the POV to

your selection (i.e. 01 fund, 1000 department, 10000 program and 000000


3. Review the variances

4. Click on Save to run the Aggregation process

LOCATING BUDGET PLANNING FORMS

01 Budget Development: All forms for

Budget Planning are located in the 01

Budget Development folder, located under

Forms> Expense Planning> 01 Budget

Development

1.10 REVIEW AND INPUT EXPENSE

ADJUSTMENTS

The purpose of this form is to allow users to input their budget adjustments. Planners can

adjust by month for the Budget Year and should be able to add and remove line items.

1. Navigate to Forms > Expense Planning > 01 Budget Development > 1.1 General

Input

2. Select “1.10 Review and Input Expense Adjustments”


1. Select an

account: Right-click

any row with an

account




menu.


(CONT’D)


menu.

3. Click OK: If the

rule runs

successfully, click

OK in the prompt

window

A new line should

be added to the

form


(CONT’D)


menu.

4. Input line

amount: Click on

the new line and

type in an

adjustment amount

4. Click

Save5. Click OK: If the

rule runs

successfully, click

OK in the prompt

window




1. Right Click on a column

header




(CONT’D)

3. Enter a

classification and

account: Type in the

member or select it

using member

selection button on

the right

4. Click Launch




(CONT’D)



5. Click OK: If the

rule runs

successfully, click

OK in the prompt

window

The new account should be visible on the form as

Line 1


1. Select a row with

an adjustment line.

Make sure that the

line does not contain

data, otherwise clear

the data and click

save.

2. Delete line item: In

the action menu, click

on Delete Line Item.



3. Click OK: If the rule runs

successfully, click OK in the

prompt window




(CONT’D)

1.11 REVIEW AND ENTER COMMENTARIES


to the budget


Input

2. Select “1.11 Review and Enter Adjustment Commentaries”

1.12 REVIEW CHANGES IN DEPT/PROG/PROJ


to the budget


Input

2. Select “1.12 Review Changes in Dept/Prog/Proj”

3. Review the form data and click Save to run aggregation.

USE PBCS TO REVIEW

LABOUR DATA

Section 4: Labour Demonstration

EXERCISE: REVIEW EXISTING POSITIONS

Objective: To review existing position labour account, statistics and position

details:


2. Navigate to Forms > Labour Planning > 05 Reporting

3. Select the following forms to review labour data:

1. 5.01 Actual Monthly Salaries, Benefits, Hours and FTEs

2. 5.02 Hours and FTE Budget to Actual Variance

3. 5.03 Salaries & Benefits Budget to Actual Variance

4. 5.07 Salary Variance Report

4. Review and interpret the data you are observing

5.01 ACTUAL MONTHLY SALARIES, HOURS, FTES

The purpose of this form is to allow users to review labour account details by month.

1. Navigate to Forms > Labour Planning > 05 Reports

2. Select “5.01 Actual Monthly Salaries, Hours and FTEs”

5.02 HOURS & FTE BUDGET TO ACTUAL VARIANCE

The purpose of this form is to allow users to review FTE and hour variance to budget.


2. Select “5.02 Hours and FTE Budget to Actual Variance”

5.03 SALARIES AND BENEFITS BUDGET TO

ACTUAL VARIANCE

The purpose of this form is to allow users to review labour account variance to budget.


2. Select “5.03 Salaries and Benefits Budget to Actual Variance”

5.07 POSITION VARIANCE REPORT

The purpose of this form is to allow users to review individual position FTE and salary

variance details.

Confidentiality note:

Review the Position Variance Report

for your specific Department/Program


2. Select “5.07 Position Variance Report”

INTERPRETING, ANALYZING

AND PRESENTING BUDGET

DATA

Section 5: Reporting & Analysis

EXERCISE: SMART VIEW FOR AD-HOC ANALYSIS

Objective: To perform ad hoc analysis with the Income Statement

Summary using Smart View:

1. Open a new sheet in Excel

2. Select the Smart View Tab and click on Panel

3. Click on Shared Connections

4. Select Company Sign In and login with your uWinID and password

5. In the dropdown, select EPM Cloud

6. Open UWINPLAN > Forms > Expense Planning > 05 Reporting >

5.01 Income Statement

7. In the Planning Ad Hoc Tab, click on Analyze

8. Click on an account row and choose Zoom In or Zoom Out under the

Planning Ad Hoc Tab to drill through

9. Use the ad hoc grid to move data and perform calculations as you

would in Excel

SMART VIEW FOR AD-HOC ANALYSIS

Open Excel and click on the

Smart View tab

Click on the Panel icon to

show the Smart View navigation

pane on the right hand side of

your window.

1

2

When prompted, click on Shared

Connections3

1

2

3

SMART VIEW FOR AD-HOC ANALYSIS (CONT’D)

Click on Company Sign In

5

Type in your UWinID and

Password. Click Login. 6

7 Open UWINPLAN > Forms > 05

Reporting > 5.01 Income

Statement


Click on Analyze8


Scroll down to INCST. Select it with your cursor

and then click Keep Only. This will remove all

other accounts from the grid other than INCST.

9Scroll back to the top. Select INCST. If

you wish to see more levels, click Zoom

In. Zoom in will show all accounts

below the level that is selected.

10

EXERCISE: VIEWING REPORTS

Objective: To view and analyze reports:

1. Login to PBCS

2. Open the Navigator and select Reports

3. Expand the Budget Reports Folder

4. For 101 Operating Budget by Accounts, choose the HTML option on

the right under Actions

5. Select the dimension members that you wish to view under your

department and program and click Continue

6. Review the report

FINANCIAL REPORTS


Reports1

Expand the folders to Budget Reports > 101

Operating Budget by Accounts and click on

the HTML option

2

Select the

dimension

members that you

wish to view and

click Continue

3

FINANCIAL REPORTS (CONT’D)

Click the arrow next to each

account to drill down

4

EXERCISE: REVIEW DASHBOARDS

Objective: To analyze data using dashboards:

1. Login to PBCS

2. Open the navigator and select Dashboards

3. Click on the dashboard 1.00 External Expenses and Revenue

4. In the POV menu at the top, use the dropdowns to select the

appropriate Scenario, Version, Year, and Department

5. Review the data within each dashboard component

DASHBOARDS


Dashboards1

Click on the dashboard 1.01 Budget Development Expenses by Area2

DASHBOARDS (CONT’D)

Verify the Point of View3

QUESTIONS

Thank You!

HELP STRATEGIES – HIGH FREQUENCY USERS

108

• Attend training

• Review online resources at uwindsor.ca/uwinsitefinance

• Handbook, Simulations, Videos, User Guides, Quick

Reference Sheets, etc.

• Connect with the UWinsite Finance Support Taskforce

• Phone: 519-253-3000 ext. 5385

• In-person: On-site support schedule will be available at

uwindsor.ca/uwinsitefinance

• Take advantage of the UWin Self-Service Client Portal at

uwindsor.ca/help

• Submit a support ticket through the Services section

• NOTE: Questions and tickets will be addressed by a member of

the UWinsite Finance Team

uwinsite finance - uwindsor

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