KCTCS Budget Module
End User Training Guide
Updated 02/11/2013
Budget Module Instructions
Overview
The Base Scenario is created from the previous year’s base budget. Then additional scenarios can be
developed from the base to create the exact combination of growth or reductions to develop a working
budget. Each operating scenario must be connected to an HR scenario before it can be created. Once a
budget scenario has been approved and finalized the budget module will create the budget journals
necessary to complete the new year’s budget document.
Table of Contents
Initialize Budget
Create Base HR Scenario
Create Base Revenue Scenario
Create Base Expense Scenario
2
3
4
Personnel Maintenance
Multi Position/Employee Budget
Single Position/Employee Budget
Position Notes
5
6
7
Balance the Initialized Budget
Review Revenue
Review Expense
Scenario Manager
Trial Budget Book Page
8
10
12
13
Advanced Budgeting
Manage HR Scenario
Manage Revenue Scenario
Manage Expense Scenario
16
18
19
Finalize Budget
Finalize Budget
Budget Book Page
20
23
Page 2 of 26
Login to PeopleSoft Financials
Initialize Budget
Create Base HR Scenario
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Initialize Budget
Create Employee Scenarios
2. Enter the Fiscal Year (this should default to the budget year)
3. Click the Search button
BASE
4. Type Base in the New Scenario field
NOTE: Since this is BASE Scenario, it is best practice to leave these fields blank at this time
5. Tab out of the field
6. Select Create Scenario
7. Once the scenario has been created the screen will show how many lines it processed
Page 3 of 26
Create Base Revenue Scenario
1. Select:
a. Main Menu
b. KCTCS Budgeting
c. Initialize Budget
d. Create Revenue Scenarios
2. Enter the Fiscal Year (this should default to the budget year)
NOTE: Since this is BASE Scenario, it is best practice to leave the Revenue field blank at this time
3. If the non-recurring revenue lines need to be included make sure the Check the Copy NonRecurring Rows checkbox
NOTE: Non-Recurring rows include funds 11 and 12. If those lines are needed in the budget base
make sure to check the box.
4.
5.
6.
7.
Click the Look up Icon
and find the BASE scenario (this is the HR scenario just created).
Select the Base scenario
Click Create Scenario
Once the scenario has been created the screen will show how many lines it processed
Page 4 of 26
Create Base Expense Scenario
1. Select:
a. Main Menu
b. KCTCS Budgeting
c. Initialize Budget
d. Create Expense Scenario
2. Enter the Fiscal Year (this should default to the budget year)
NOTE: Since this is BASE Scenario, it is best practice to leave the Expense field blank at this time
3. If the non-recurring expense lines need to be included make sure the Check the Copy NonRecurring Rows checkbox
NOTE: Non-Recurring rows include funds 11 and 12. If those lines are needed in the budget base
make sure to check the box.
4.
5.
6.
7.
Click the Look up Icon
and find the BASE scenario (this is the HR scenario just created).
Select the Base scenario
Click Create Scenario
Once the scenario has been created the screen will show how many lines it processed
Page 5 of 26
Personnel Maintenance
Multi- Position/Employee Budget
1. Select:
a. Main Menu
b. KCTCS Budgeting
c. Manage Personnel
d. Multi Position/Employee Budget
2. Enter the Fiscal Year (this should default to the budget year)
3. Click the Look up Icon
and find the BASE scenario
4. Select the Base scenario
5. Click the Search button
Click on the any columns header to sort.
6. Update the EMPLID field in the dialog box provided if applicable. Left click in the field and adjust
7. Update the Name field in the dialog box provided if applicable. Left click in the field and adjust
NOTE: Sorting may be done by clicking on any of the column headers. Click once for ascending
click twice for descending.
8. To add new positions click the
icon to add a new row
NOTE: If a new position is not needed, skip these steps
a. Enter the desired information into the Title field
b. Enter the desired information into the EmplID field
c. Enter the desired information into the Name field
d. Enter the desired information into the Position field
e. Click the Look up Icon and select Reg/Temp
f. Click the Look up Icon and Full/Part time
g. Select the Compensation tab
h. Enter the desired information into the Annual Salary field
i. Select the Chartfields tab
j. Click the Look up Icon and select the HR Account Code
k. If the position is a recurring position select the Recurring checkbox
9. Click the Save button
10. To delete a position click the
icon
Page 6 of 26
Single Position/Employee Budget
1. Select:
a. Main Menu
b. KCTCS Budgeting
c. Manage Personnel
d. Single Position/Empl Budgets
2. Click the Search button
3. Select the Position that needs adjusting
4. Make necessary adjustments
5. If the individual will be paid from 2 HR accounts follow these steps, if not, skip this step
a. Select the
icon
b. Search for the appropriate HR codes.
c. The Percent must total 100% so if there are two lines they need to equal 100%
Percent = 100%
6. Click the Save button
Page 7 of 26
Position Notes
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Manage Personnel
Position Notes
(NOTE: skip this step, if position note entries/adjustments are not needed.)
2. Select Search to view all results or enter a Position Number and then Search to view a particular
position.
3. If Search is selected without entering a position number Select a Position number.
4. Add/update position notes.
5. Click the Save button
Page 8 of 26
Balance the Initialize Budget
Review Revenue
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Operating Scenarios
Review Revenue Scenarios
2. Select the Look Up icon
3. Select the BASE scenario
4. Click the Search button
for Scenario
The results will display a list of lines. Balance unrestricted funds together. Then fund 11 and fund 12
will need to be balanced by project. They will need to be balanced in order to finalize the scenario.
5. Select a fund or project
Page 9 of 26
Review Revenue (Cont.)
6. Adjust any of the input fields. All 0401 will be loaded by KCTCS.
Input fields
Note: The Recurring checkbox is used to identify the revenue line as either a recurring budget line or
a non-recurring budget line.
Note: The Exact Copy checkbox is used to identify the line as being copied from the base revenue
budget. For example: if a 2% increase or decrease in tuition revenue is necessary, make sure to
UNCHECK the accounts codes it would apply to when it’s in the next scenario. That box indicates that
when a new scenario is built that line will come over exactly the same. If it is unchecked then the
increase or decrease will apply to that line.
7. To add new revenue line click the
icon to add a new row
NOTE: Skip these steps, if need a new revenue line is not needed
a. Enter the desired information into the Account field
b. Enter the desired information into the DeptID field
c. Enter the desired information into the Program field
d. Enter the desired information into the Class field
e. Enter the desired information into the Title field
f. Enter the desired information into the Description field
g. Enter the desired information into the Revenue Amount field
h. Select if the revenue line is Recurring
i. Select if the revenue line is an EXACTCOPY
8. To delete a revenue line click the
icon
9. Click the Save button
(NOTE: Repeat the steps under Review Revenue for each fund and project line)
Page 10 of 26
Review Expense
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Operating Scenarios
Review Expense Scenarios
2. Select the Look Up icon
3. Select the BASE scenario
4. Click the Search button
for Scenario
The results will display a list of lines. Balance unrestricted funds together. Then fund 11 and fund 12
will need to be balance by project. They will need to be balanced in order to finalize the scenario.
5. Select a fund or project
Page 11 of 26
Review Expense (Cont.)
6. Adjust any of the input fields. All recharge lines will be loaded by KCTCS.
Input fields
Note: The Recurring checkbox is used to identify the expense line as either a recurring budget line
or a non-recurring budget line.
Note: The Exact Copy checkbox is used to identify the line as being copied from the base revenue
budget. For example: If an increase or decrease in expense is necessary, make sure to UNCHECK the
accounts codes it would apply to when it’s in the next scenario. That box indicates that when a new
scenario is built that line will come over exactly the same. If it is unchecked then the increase or
decrease will apply to that line.
7. To add new expense line click the
icon to add a new row
NOTE: Skip these steps, if a new revenue line is not needed
a. Enter the desired information into the Account field
b. Enter the desired information into the DeptID field
c. Enter the desired information into the Program field
d. Enter the desired information into the Class field
e. Enter the desired information into the Title field
f. Enter the desired information into the Description field
g. Enter the desired information into the Budget Amount field
h. Select if the revenue line is Recurring
i. Select if the revenue line is an EXACTCOPY
8. To delete an expense line click the
icon
9. Click the Save button
(NOTE: Repeat the steps under Review Expense for each fund line to be balanced)
Page 12 of 26
Scenario Manager
The scenario manager can be used to review information relating to the scenarios.
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Operating Scenarios
Scenario Manager
2. Click the Search button
NOTE: The Scenario manager is a view only screen. Use this feature to see which item is out of
balance.
The Scenario value is used to display the scenario name.
The HR Create Dt value is used to display the date the employee scenario was created. Once a
scenario is finalized, this field will be blank.
The Total Budg Amt value is used to display the calculated expense amount.
The Total Salary Amt value is used to display the calculated salary amount, including benefits.
The Total Rev Amt value is used to display the calculated revenue amount.
The Difference value is used to display the calculated difference between the expense budget (Total
Budget Amt + Total Salary Amt) and the revenue budget (Total Rev Amt). This must be zero before
a scenario can be finalized.
The HR checkbox indicates whether an employee scenario exists.
The Exp checkbox indicates whether an employee scenario exists.
The Rev checkbox indicates whether an employee scenario exists.
The Finalized checkbox indicates whether the scenario has been finalized. Only one scenario for a
business unit can be finalized.
Page 13 of 26
Trial Budget Book Page
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Operating Scenarios
Trial Budget Book Page
2. A Run Control ID is an identifier that, when paired with the User ID, uniquely identifies the
process running. The Run Control ID defines parameters that are used when a process is run.
This ensures that when a process runs in the background, the system does not prompt for
additional values.
3. This process can be run by Searching for an existing Run Control ID or by Adding a New Value.
If searching for an existing ID click search make a selection and continue to step 4.
Creating a Run Control ID that is relevant to the process may help for future use.
a. To Add a New Value select the tab
b. Add a Name to the field
c. Click the Add button
4. Select a Fiscal Year, select the plan year
5. Select the correct Budget Book Name
6. Select a Scenario
Page 14 of 26
Trial Budget Book Page (Cont.)
7. Click the Run button
8.
9.
10.
11.
12.
13.
Select the Server Name PSUNX
Select the *Type of Web
Select the *Format PDF
Click the OK button
Click the Report Manager link
Select the KBBPRPT- KBBPRPT.pdf report
14. Select the KBBPRPT
Page 15 of 26
Trial Budget Book Page (Cont.)
Trial Budget Book Page report example:
Page 16 of 26
Advanced Budgeting
Manage Employee Scenario
(Skip to Finalize Budget if finalizing a BASE Scenario and building upon the base is not needed)
This procedure will be used to manage the employee scenarios. It provides the ability to delete and copy
employee scenarios. An example where a copied scenario is required is a 2% increase in salary without
affecting the base budget.
NOTE: A revenue and expense scenario must be created with the same name as any HR/Employee
scenario that needs to be finalized.
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Manage Personnel
Manage Employee Scenarios
2. Click the Search button (If there is only one scenario it will default, if not select the scenario
needed to delete or copy.)
3. If the scenario is no longer needed select the Delete button. It is recommended that you Do
Not Delete a Base scenario.
Page 17 of 26
Manage Employee Scenario (Cont.)
4. To create a new scenario:
a. Enter the desired information into the Salary % Increase field
b. Enter the desired information into the Promo Amount field
c. Enter the desired information into the Oth Adj Amount field
d. Enter the desired information into the Supp Allowance field
e. Enter the desired information into the Oth Rcrg Amount field
f. Enter the desired information into the NR Pay Amount field
NOTE: The Apply Budget Adj to this Account value is used to identify accounts to apply the
above Universal Budget Adjustments. All other accounts will be copied with the Universal
Budget Adjustments.
5. If applicable Select the
icon and select the appropriate account. If adding increase/decrease
percentages, an account must be selected to create a new scenario.
a. To add addition accounts, click the Add Row
button.
6. In the New Scenario field enter a Name. This is the only required value for creating a new
employee scenario.
Once a scenario name is entered and the user tabs out of the field, the Create Scenario button
will become available.
7. Click the Create Scenario button
This is a new
scenario copying
the lines of the
Base budget
with a 2% Salary
Increase to
account code
50000. The new
scenario name is
2PERINC.
Page 18 of 26
Manage Revenue Scenario
This procedure will be used to manage the revenue scenarios. It provides the ability to delete and copy
revenue scenarios.
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Operating Scenarios
Manage Revenue Scenarios
2. Click the Search button (If there is only one scenario it will default, if not select the scenario
needed to delete or copy. Typically the Base scenario will be copied)
3. If the scenario is no longer needed select the Delete button. It is recommended that you Do
Not Delete a Base scenario.
4. In the New Scenario select the lookup icon. This is the only required value for creating a new
revenue scenario.
Once a scenario name is selected and the user tabs out of the field, the Create Scenario button
will become available.
5. Enter a Revenue % if needed. The percentage increase/decrease will affect all budget lines
where the Exact Copy button is unchecked.
NOTE: A scenario with a 0% increase can be created. This may be needed when creating
HR/Expense scenarios with increase/decrease in budgets. In order to finalize a budget there
must be an HR, Revenue, and Expense scenario with the same name.
6. Click the Create Scenario button
Page 19 of 26
Manage Expense Scenario
This procedure will be used to manage the expense scenarios. It provides the ability to delete and copy
expense scenarios.
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Operating Scenarios
Manage Expense Scenarios
2. Click the Search button (If there is only one scenario it will default, if not select the scenario
needed to delete or copy. Typically the Base scenario will be copied)
3. If the scenario is no longer needed select the Delete button. It is recommended that you Do
Not Delete a Base scenario
4. In the New Scenario select the lookup icon. This is the only required value for creating a new
expense scenario.
Once a scenario name is selected and the user tabs out of the field, the Create Scenario button
will become available.
5. Enter an Expense % if needed. The percentage increase/decrease will affect all budget lines
where the Exact Copy button is unchecked.
NOTE: A scenario with a 0% increase can be created. This may be needed when creating
HR/Revenue scenarios with increase/decrease in budgets. In order to finalize a budget there
must be an HR, Revenue, and Expense scenario with the same name.
6. Click the Create Scenario button
Page 20 of 26
Finalize Budget
Finalize Budget
Once the budget planning is completed, one scenario will need to be finalized. The scenario must be
balanced by unrestricted funds and by each project before it can be finalized.
After a scenario is finalized for the business unit, all the scenarios for that unit are no longer available. If
additional updates are required after a scenario has been finalized, the Budget and Financial Planning
staff at System Office must be contacted in order to reset or update.
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Finalize Budget
Finalize Scenarios
Page 21 of 26
Finalize Budget (Cont.)
2. Select the Scenario that needs to be finalized.
NOTE: The status value displays the status of the Scenario.
If the scenario is out of balance the following message will be displayed:
If the scenario is in balance the following message will be displayed:
Page 22 of 26
Finalize Budget (Cont.)
3. If the scenario is Out of Balance, click on the Balances link. If the scenario is balanced skip to
step 5.
Use this page to review the budget totals by fund and project for a scenario. This page is
especially useful when a scenario is out of balance in determining which fund/project
combinations are out-of-balance.
Balanced
Not Balanced
4. Click the OK button
NOTE: If the scenario is out of balance, adjustments need to be made to the scenario. This can
be done with the Personnel Maintenance or Balance Initialized Budget.
5. If the scenario is in Balance select the Finalize Scenario button. This button will not be available
if the scenario is not in balance.
The status will be changed to the following, indicating the scenario has been finalized.
Page 23 of 26
Budget Book Page
The following procedure can be used to print the budget book page. This report is based on the
finalized budgets.
1. Select:
a.
b.
c.
d.
Main Menu
KCTCS Budgeting
Reports
Budget Book Page
2. A Run Control ID is an identifier that, when paired with the User ID, uniquely identifies the
process running. The Run Control ID defines parameters that are used when a process is run.
This ensures that when a process runs in the background, the system does not prompt for
additional values.
3. This process can be run by Searching for an existing Run Control ID or by Adding a New Value.
If searching for an existing ID click search make a selection and continue to step 4.
Creating a Run Control ID that is relevant to the process may help for future use.
a. To Add a New Value select the tab
b. Add a Name to the field
c. Click the Add button
4. Select a Fiscal Year, select the plan year
5. Select the correct Budget Book Name
Page 24 of 26
Budget Book Page (Cont.)
6. Click the Run button
7.
8.
9.
10.
11.
Select the Server Name PSUNX
Select the *Type of Web
Select the *Format PDF
Click the OK button
Click the Report Manager link
It may take a few minutes for the report to run and populate.
12. Select the KBBPRPT- KBBPRPT.pdf report
13. Select the KBBPRPT.pdf
Page 25 of 26
Budget Book Page (Cont.)
Budget Book Page Example
Page 26 of 26