Planning your Annual Budget
From UDW+ Access to Understanding and Using the Trend
Analysis Report
March 22, 2013
Agenda
• UDW+ access and browser versions
• Quickie Review
– UDW+ Standard Reports
– How a Forecast becomes a Budget
• Putting Theory into Practice: Downloading and Using the
Trend Report to build
– FY 13 Forecast
– FY 14 Budget
• Q&A
UDW+ Access
• iLearn
– FIN 800 – Dashboards Online Training
– FIN 806 – All Interactive Standard Reports Quiz
• Supported Browsers
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Firefox up to version 15
IE 7, 8
Safari (desktop) 3.2, 4.x, 5.x
Safari (iOS) 4.3
Chrome 1+
• Rollback steps A&F website “OBIEE/UDW+”
Quickie Review: UDW+ Standard Reports
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S01 – Budget Summary and Detail Reports
S02 – Budget Control Reports
S03 – Fund Balance and Change in Fund Reports
S04 – Project Summary Report
S05 – Accounts Payable and Purchase Order Reports
S06 – Budget Exceptions Report
S07 – Accounts Payable Open Advance Report
S11 – Salary Expense Reports
S01 – Budget Summary and Detail Reports
• Summary shows inception to date and fy to date
• Summary shows current available balance
• Detail can be run for selected month or year to date
FYI:
• The Budget Detail year to date and current month reports
are BI Publisher reports that are non-interactive and static
in order to produce printer-friendly reports
S02 – Budget Control Reports
• Provide information detailing the true budget position
• Shows pending transactions that have passed budget
check but have NOT been posted to the General Ledger
FYI
• Take longer to run because they are refreshed every 15
minutes reflecting ‘real time’ activity
S03 – Fund Balance and Change in Fund Reports
• The Ending Fund Balance is the Fund Balance and
Revenue less Expense
• A version of the Budget Summary Report that includes
Revenue less Expense balance carried forward from prior
fiscal year.
• Use for funds that carry a fund balance (20, 21, 22, 40s,
Capital Projects fund 52)
S04 – Project Summary Report
• Provides a summary report of budget and actual
expenses for Management Designated funds (20, 22, 24
and 25) as well as capital projects (52)
• If it has a project number you can run the project
summary report for it
S05 – Accounts Payable and Purchase Order Reports
• Payment Status can be viewed by
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Vendor Name
Check Number
Invoice Number
Chartfield
• Unpaid Approved Vouchers – shows expenses that have
posted but payment has not yet been issued to vendor
• Purchase Order Summary – use to determine PO
encumbrance balance
• Purchase Order Detail – view vouchers paid against a
purchase order
• Unpaid Purchase Orders – see vouchers that have been
created against invoices but payment has not yet been
issued to vendor
• UPS Weekly
S06 – Budget Exceptions Report
• Shows budget fails for transactions
• No budget exists
• Exceeds budget tolerance
S07 – Accounts Payable Open Advance Report
• Shows information on outstanding advances to
employees
S11 – Salary Expense Report
• Shows year to date payroll expense by employee
FYI
• Available to those who have been granted access
Quickie Review – How a Forecast becomes a Budget
1. Forecast year end close condition
A. Review current year expenses to date
B. Estimate expenses through fiscal year end 8/31
– Cost out plans through 8/31
– Check planned expenses against remaining budget and
indicate in the “FY 13 Change” column any additional
funds needed
C. FY 13 Revised Budget + FY 13 Change = FY 13 Forecast
How a Forecast becomes a Budget - continued
1. Start with your FY 13 Revised Budget
2. List any FY 14 Change(s)
1. FY13 changes that will continue in FY14
2. New proposed projects/initiatives/etc for next year and their
associated costs
3. Ending projects/initiatives/etc and their associated savings
3. FY13 Revised Budget + FY14 Change = FY14 Budget
Putting Theory into Practice – a Preview of the Steps
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2.
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4.
Open the Trend Report in OBIEE
Export the report to Excel
Add 5 column headings and 2 formulas
Add Changes
1. FY 13 in FY13
2. FY 13 and FY 14 in FY14
5. Boom!
Finding the Trend Report in OBIEE
1. Log into UDW+
2. Click on “Catalog” next to the “Home” bar
3. On the left hand side under “Folders” click on “Shared
Folders”
4. Click on “School and Administrative Folders”
5. Click on “Steinhardt”
6. Click on “Expense Trend Reports”
From UDW+ home page click on “Catalog”
Click on “Shared Folders”
Choose “School and Administrative Folders”
Choose “Steinhardt”
Choose “Expense Trend Reports”
Choose “Current Year and Previous Year Trend Reports”
Open the Trend Report
Preview – Export the Trend Report
Preview – Choose Excel to Export
Preview – Insert Five Columns and 2 Formulas
Complete your FY 13 Forecast and FY 14 Budget
Recap
• Download Trend Report to Excel
• Add FIVE column headings to the right of the last column
(Variance):
1.
2.
3.
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5.
FY 13 Change
FY 13 Forecast
FY 14 Change
FY 14 Budget
Comments/Justification
• Add TWO formulas
1. FY13 Revised Budget + FY13 Change = FY13 Forecast
2. FY13 Revised Budget + FY14 Change = FY14 Budget