1. Colleague Budget Management Questions & Comments Contact Paula Sturge x5559

2. START UP Start in the SLU portal: https://saints.stlawu.edu In the “Employee Links” tab, click on the “Colleague” link.

3. The Colleague Welcome page will open in a new tab Press the BEGIN button Disable Pop-up Blockers or add Colleague as an exception to the Block List Disable Pop-up Blockers or add Colleague as an exception to the Block List

4. Warning received the first time Colleague is run on a machine Select Always trust… and press Run

5. The Colleague LOGIN page will open in a new window Enter your Network UserID and Password Press the LOGIN button

6. Colleague will take some time to initialize, run supporting software, and start your session Colleague will take some time to initialize, run supporting software, and start your session

7. A tour is offered the first time a user logs in. After you have taken the tour, click the Don't Show Me Again Then click the Close button. A tour is offered the first time a user logs in. After you have taken the tour, click the Don't Show Me Again Then click the Close button.

8. The main Colleague window opens. Navigation is typical of Web based applications, with Tabs for drop down menus, drop-down selection boxes, and buttons to perform actions.

9. Users only see menus for functions they may use. Initially set to “Person” and UT – Utility. This screenshot is set to “Forms” and UT – Utility.

10. Select : CF – Colleague Financials And Budget Management – BU.

11. BUDGETING Two Primary Screens: Responsibility Worksheet Line Item - RWLI Detail Worksheet Report - DWSR Double-Click to select menu item BUDGETING Two Primary Screens: Responsibility Worksheet Line Item - RWLI Detail Worksheet Report - DWSR Double-Click to select menu item

12. Asked to select the Budget you wish to work on Enter the Name of the budget or “…” Asked to select the Budget you wish to work on Enter the Name of the budget or “…”

13. “…” will result in a list to select from Always choose "FY2016" There will be one more BUDGET added to the resulting list # FY2016 Operating Budget 2015-16

14. Once the Budget has been selected, select the Responsibility Unit you wish to work on. Only those you are responsible for will be listed. If you are responsible for only one unit, it will go directly there. Once the Budget has been selected, select the Responsibility Unit you wish to work on. Only those you are responsible for will be listed. If you are responsible for only one unit, it will go directly there.

15. The Line Items in the Responsibility Unit are displayed. New amounts may be entered in the Basic Amount column. Revenues and other Credits must be negative. The Line Items in the Responsibility Unit are displayed. New amounts may be entered in the Basic Amount column. Revenues and other Credits must be negative.

16. Data displayed in columns may be changed C1 = 2014-15 Original Budget. C2 - 2014-15 LRE. BA = 2015-16 Budget. $ and % are differences between 2014-154 and 2015-16 budgets. Other options are either -0- or not useful. 2015 2016 Original Budget 2015

17. Navigation “Internal” & “External” Scroll Bars Click on a cell to Select Enter or Tab may be used…May have different action Entering Line Item Amounts: Only the 2015-16 Budget may be changed Displayed as BA (Basic Amount) May be in any of the columns Entry Options: Replace Amount + = increase by $ amount - = decrease by $ amount + or - a % change Type Over replaces the $ amount Totals and Comparisons recalculate automatically Sub-Select & Global Changes ?

18. Justification Notes An online notepad is available for justification or other notes. Click any of the “Detail” icons on the same line as the GL Number that you wish to notate.

19. Enter text one line at a time in the Justification Notes Section. Save & Update Returns you to the previous screen. Enter text one line at a time in the Justification Notes Section. Save & Update Returns you to the previous screen.

20. Work-In-Process Note: Comparison Column is updated. Totals are updated. Flags indicate line amounts that have Changed (c) or Justification (j) has been entered. Save & Update !!

21. REPORTING Select Detailed Worksheet Report - DWSR REPORTING Select Detailed Worksheet Report - DWSR

22. You are asked to select the Budget you wish to work on. Enter the Name or “…” Select the Budget you wish to report

23. Once the Budget has been selected, select the Responsibility Unit you wish to report Only those you are responsible for will be listed. May delete Responsibility Units you do not wish to report. Save and Update to continue.

24. Change the Output Device to Hold/Browse File Output. Save and Update. Change the Output Device to Hold/Browse File Output. Save and Update.

25. Execute in Background Mode? Always select “N”. Save and Update. Execute in Background Mode? Always select “N”. Save and Update.

29. Alias Assignment Allows an alternate user to work as the Budget Manager. Select BAAS from the menu. Will then select Budget ID. Assignment screen appears. Alias Assignment Allows an alternate user to work as the Budget Manager. Select BAAS from the menu. Will then select Budget ID. Assignment screen appears.

30. Enter A for Assign or R for Reinitialize. Enter Budget Officer ID of the person you are representing OR “…” Enter A for Assign or R for Reinitialize. Enter Budget Officer ID of the person you are representing OR “…”

31. Select ID of the Budget Officer you wish to work as. You will only be shown the ID of those who you can be an Alias for.

32. Save & Update. Will assume the rights of that Officer for the current session. Logout or Reinitialize to resume your own identity. Save & Update. Will assume the rights of that Officer for the current session. Logout or Reinitialize to resume your own identity.

33. DEADLINES Rolling Schedule Dependent on Level o February 27 - data entry window opens on all accounts o March 09 - window closes (due date) for first level of accounts o March 16 - window closes (due date) for second level of accounts o March 23 - window closes (due date) at VP level – Due to Budget Office

34. OTHER RESOURCES This Year Actuals Colleague Access through WebAdvisor (SLU Portal) Budget Office Page http://www.stlawu.edu/finance/planning.html Colleague Budgeting Instructions Spring Budgeting Schedule Colleague Account Structure Responsibility Listing - Listed by Unit Budget Office Page - Other Helpful Links http://www.stlawu.edu/finance/planning.html Object Codes and Definitions Revenue Object Codes Alphabetic & Numeric Chart of Accounts

35. ISSUES Firefox 3.6 or newer is not supported Working from off-campus: Must use VPN Requires correct versions of Java and Silverlight HEADS UP Approximate 30 minute Activity Timeout - No Warning Be careful with SAVE ALL Be even MORE careful with CANCEL ALL !! HEADS UP Approximate 30 minute Activity Timeout - No Warning Be careful with SAVE ALL Be even MORE careful with CANCEL ALL !!

36. Questions?