Overview of PSFinancials – Commitment Control University Budget Office April 16, 2012

OUTLINE PS Terminology PS Departments Commitment Control Reporting PS Navigation Advantage to PSFinancials Budget Activities Budget Reports

PS TERMINOLOGY ADVANTAGE Dept Unit Sub-Unit Activity Revenue Source Code / Object Code Accounting Template PSFINANCIALS DepartmentID Sub-DepartmentID (ChartField 1) Program Account SpeedType Fund selection required Account string of DeptID-Fund-Account-Program for state and local accounts

PS DEPARTMENTS CABINETS President (100) University Central Administration (160) University Clearing (170) Research (190) Provost (200) Finance & Administration (300) Enrollment Management (400) University Advancement (500) Information Technology Services (600) Extended Programs & DL (700) Planning, Budget & Institutional Effectiveness (800) PS DEPARTMENTID 100xxxx to 126xxxx 160xxxx to 167xxxx 170xxxx 180xxxx to 188xxxx 200xxxx to 395xxxx 403xxxx to 455xxxx 500xxxx to 546xxxx 570xxxx to 580xxxx 600xxxx to 604xxxx 710xxxx to 790xxxx 800xxxx to 801xxxx

PS DEPARTMENTID CODING Special coding of last four digits beginning with 9 –xxx9000 for Sponsored Activity –xxx9100 for TRIF Activity –xxx9200 for Work Study Activity –xxx9300 for Scholarship Activity –xxx9400 for ARRA Activity

COMMITMENT CONTROL REPORTING REVIEW BUDGET ACTIVITIES –Budget Details –Budget Overview –Activity Log (not accessible through menu)

COMMITMENT CONTROL REPORTING BUDGET REPORTS –Budget Status –Budget Transaction Detail –Ledger Details

PS NAVIGATION BUSINESS UNIT required (NAUBU) INQUIRY NAME (for Budget Activities) or RUN CONTROL ID (for Budget Reports) required –User specific –Recommend user ID –Once created use same value from Find an Existing Value tab

PS NAVIGATION LEDGER GROUP required –Specifies level of reporting at Cabinet or Department KK_CAB_REV or KK_CAB_EXP for Cabinet level KK_DEP_REV or KK_DEP_EXP for DepartmentID level –Used for State and Local Funds –KK_GMD or GMS used by Grants –KK_CAP_XXX used for Capital projects –KK_DETAIL used for Actuals Uses Lookups and Wildcards to find valid ChartField values –Can leave selections blank

PS NAVIGATION ACCOUNT REPORTING LEVELS –Multiple reporting levels for budget and actuals –Category Level 0502 and 0503 for revenue 0702 and 0703 for expense –Class Level Equivalent to Advantage classes Budgeting level –Code Level Equivalent to Advantage revenue source and object codes Transaction level

PS NAVIGATION Account reporting levels for inquiry/report selections and results KK_CAB_REVKK_CAB_EXPKK_DEP_REVKK_DEP_EXP 0502 – All Revenue0702 – Personnel Expense500 – State Appropriation711 – Salary Expense 0503 – Beginning Balance0703 – Non-Personnel Expense511 – Tuition712 – Other Wages 513 – Fees713 – Student Wages 530 – Gifts, Grants & Contracts714 – Work Study 540 – Auxiliary720 – Employee Related Expense 550 – Departmental730 – Operations 560 – Miscellaneous Other739 – Interdepartmental 570 – Agency740 – Utilities 810 – Voluntary Transfers In750 – Services 820 – Mandatory Transfers In761 – Travel In-State 900 – Budgeted Beginning Balance762 – Travel Out-of-State 770 – Scholarships 780 – Land/Bldgs/Infrastructure 783 – Equipment 784- Library Acquisitions 830 – Voluntary Transfers Out 840 – Mandatory Transfers Out

PS NAVIGATION Budget Reporting Tree – Revenues Budget Reporting Tree – Expenses

ADVANTAGE to PS - REVENUE ADVANTAGE BQ34 Revenue Budget Level – reports at Dept Unit by revenue class BQ34 Revenue Summary – reports at Dept Unit level PSFINANCIALS Budget Overview using KK_DEP_REV excluding program through Display Options Budget Overview using KK_DEP_REV excluding account and program through Display Options

BQ34 Revenue Budget

BQ34 Revenue Summary

ADVANTAGE to PS - EXPENSE ADVANTAGE BQ80 Level 3 – reports at Dept Unit by object by activity BQ80 Level 2 – reports at Dept Unit by object code BQ80 Level 1 - reports at Dept Unit level PSFINANCIALS Budget Overview using KK_DEP_EXP Budget Overview using KK_DEP_EXP excluding program through Display Option Budget Overview using KK_DEP_EXP excluding account and program through Display Option

BQ80 Level 3

BQ80 Level 2

BQ80 Level 1 - Local

BQ80 Level 1 – State

REVIEW BUDGET ACTIVITIES –Budget Details –Budget Overview –Activity Log (not accessible through menu)

BUDGET ACTIVITIES > BUDGET OVERVIEW Things to Remember –Cabinet search returns at Category level for Account –Department search returns at Class level for Account –All searches return at Program level –Transfers are included in Revenue and Expense –Ledger Totals for Revenue Recognized Revenue does not include Actual Beginning Balance Collected Revenue not used –Ledger Totals for Expense Associated Revenue not used Functionality –Results can be sorted by columns and exported to Excel –SAVE search criteria –AMOUNT CRITERIA used to search –ACCOUNT VALUE SETS used to search –DISPLAY OPTIONS used to change reporting level –LEDGER INQUIRY SETS used to report revenue and expense together –DRILL DOWN capabilities –CALENDARS used to report by period

BUDGET ACTIVITIES > BUDGET OVERVIEW Revenue Selections for KK_DEP_REV –900 Budgeted Beginning Balance only –500 to 570 Revenue without Transfers In –500 to 820 Revenue with Transfers In –500 to 900 Revenue with Budgeted Beginning Balance and Transfer In (or no selections on Account) –810 to 820 Transfers In Ledger Totals –Totals for Revenue Estimate, Recognized Revenue and Available Budget

BUDGET ACTIVITIES > BUDGET OVERVIEW Budget Beginning Balance Only

BUDGET ACTIVITIES > BUDGET OVERVIEW Revenue with Transfers In

BUDGET ACTIVITIES > BUDGET OVERVIEW Revenue with Budgeted Beginning Balance and Transfers In

BUDGET ACTIVITIES > BUDGET OVERVIEW Revenue Selections for KK_CAB_REV –0503 Budgeted Beginning Balance –0502 All Revenue including Transfers In Ledger Totals –Totals for Revenue Estimate, Recognized Revenue and Available Budget

BUDGET ACTIVITIES > BUDGET OVERVIEW Revenue with Budgeted Beginning Balance and Transfers In at Cabinet Level

BUDGET ACTIVITIES > BUDGET OVERVIEW Expense Selections for KK_DEP_EXP –711 to 790 Expense without Transfers Out –711 to 840 Expense with Transfers Out (or no selections on Account) –830 to 840 Transfers Out Ledger Totals –Totals for Budget, Expense, Encumbrance, Pre-Encumbrance and Available Budget

BUDGET ACTIVITIES > BUDGET OVERVIEW Expense without Transfers Out

BUDGET ACTIVITIES > BUDGET OVERVIEW Expense with Transfers Out

BUDGET ACTIVITIES > BUDGET OVERVIEW Expense Selections for KK_CAB_EXP –0702 Personnel Expense –0703 Non-Personnel Expense Ledger Totals –Totals for Budget, Expense, Encumbrance, Pre-Encumbrance and Available Budget

BUDGET ACTIVITIES > BUDGET OVERVIEW Expense with Transfers Out at Cabinet Level

BUDGET ACTIVITIES > BUDGET OVERVIEW LEDGER INQUIRY SETS –LOCAL_CAB combines KK_CAB_REV and KK_CAB_EXP –LOCAL_DEP combines KK_DEP_REV and KK_DEP_EXP

BUDGET ACTIVITIES > BUDGET OVERVIEW ADDITIONAL FUNCTIONALITY –DRILL DOWN to Budget Details, Budget Transaction Types and Activity Log –CALENDAR for Detail Accounting Periods

BUDGET ACTIVITIES > BUDGET DETAILS Things to Remember –Searches return at Program level –No amounts on query return Functionality –Save search criteria for routine searches (user specific) –Broader selections –DRILL DOWN capabilities –Results can be sorted by columns –Drill down pages can be exported to Excel

BUDGET ACTIVITIES > BUDGET DETAILS

BUDGET REPORTS –Budget Status –Budget Transaction Detail –Ledger Details

BUDGET REPORTS > BUDGET STATUS Functionality –Flexibility in sequence of ChartFields –Ability to subtotal

BUDGET REPORTS > LEDGER DETAILS Functionality –Flexibility in sequence of ChartFields –Option to include ChartField Name descriptions

BUDGET REPORTS Run Process –Enter selection criteria on Report page –Click Run –Select Format –Click OK to return to Report page –Click Process Monitor –Click Refresh until Distribution Status is Posted –Click Details –Click View Log/Trace –Select report with appropriate file format from File List –Click Return, OK, Go back to link to return to Report page Reports saved in Report Manager

QUESTIONS??