1. 1 The Campaign for McMaster University SAS FM User Session April 27, 2010

2. 2 The Campaign for McMaster University AGENDA  2:00-2:05 Introduction (Nancy)  2:05-2:15 Feedback on items from last session (Nancy)  2:15-2:45 2010/11 budget upload into FAS (Lydia)  2:45-3:00 Reading account statements (Chris)  3:00-3:15 Subcode hierarchy (Chris)  3:15-3:30 Training (Lydia)  3:30-3:55 Looking ahead and closing (Nancy)

3. 3 Business Drivers for SAS FM - 2007 The Campaign for McMaster University  Simplify and automate budgeting and consolidation to enable more frequent forecasting  Provide flexibility to adapt to the different operations of the budget units while providing consistent output for Budget Committee  Remove the need for shadow systems and re keying  Provide additional historical data to managers  Support financial ‘what if’s for managers

4. 4 The Campaign for McMaster University Benefits Expected for SAS FM (excerpt from 2007 Project Charter)  In addition to addressing the business drivers for this initiative, SAS Financial Management (FM) will achieve:  Drill down capability from summary to detail level  Access to detailed salary data  Reduced effort by eliminating the need for upload files if budgets are initially prepared at the account level  Ability to choose data through “slicers”  Potential for automated budget approval work flow  Easier access to financial information allows more time for analysis  Improved comparability of budget and actual data  Leverages the demonstrated capabilities of the McMaster SAS Business Intelligence (BI) platform for data integration and self-serve reports in a user-friendly, web portal

5. 5 Review of items from last session The Campaign for McMaster University  Forms  Adding comments in forms  Remove shading except for yellow entry cells  Labour distribution  Available through add-in to Excel to users outside SAS FM  Reports posted in first few working days of following month  Training  One on one training provided  Citrix  Received no feedback on speed issues

6. 6 2010/11 budget upload into FAS The Campaign for McMaster University  Procedure and timing  2009/10 budgets will not be reloaded into FAS in May. The FAS budgets will start with 0 balances and numbers as input in SAS FM will be uploaded (same as last year, different than previous practice of uploading differences to existing FAS budgets).  The file will have 2 data columns: 1)Audit trail to the budget submission 2)Changed data to be uploaded  Account/subcode combinations that don’t exist in FAS will be highlighted

7. 7 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Sample budget upload file:

8. 8 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Procedure and timing (cont.)  Budget upload files showing amounts to be loaded in FAS will be distributed by June 4. Changes must be returned by June 18 to be guaranteed entry in June business. Note: FAS statements for May will show 0 in the budget column.  Return of the budget upload file is optional. If the file is not returned, budgets will be loaded in June as entered in SAS FM and can be changed in FAS at any time throughout the year.

9. 9 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Appropriations  Total appropriations will balance to 2010/11 budget submission (i.e. 2009/10 forecast ending balance) and will be loaded into subcode 0997  Envelope managers will be responsible for budgeting PDA/MPDA carry forward amounts in subcodes 0991 and 0999 if desired  This will not affect actual appropriations carried forward, which will be entered in subcodes 0997, 0991 and 0999 as usual  Actual appropriations will be seeded in SAS FM for the 2010/11 5-Month Review

10. 10 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Upload calculation example:

11. 11 2010/11 budget load into FAS (cont.) The Campaign for McMaster University  PDA/MPDA  Individual actual amounts carried forward from 2009/10 will be added to 2010/11 budgets entered in SAS FM. The total of these two amounts will be uploaded to FAS. Note: The FAS budget will be different than the budget submission by the amount of the PDA/MPDA carry forward.  The 2010/11 budget and 2009/10 carry forward will appear as separate lines in the upload file.

12. 12 2010/11 budget load into FAS (cont.) The Campaign for McMaster University  PDA/MPDA (cont.)  If the correct individual annual allowance was entered in the SAS FM 2010/11, the result will be the correct individual PDA/MPDA balance for the year.  Adjustments to the budget upload file will be required if: 2010/11 expense was entered as a lump sum in one subcode 2010/11 expense included 2009/10 carry forwards or other differences from the annual allowance

13. 13 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Upload calculation example:

14. 14 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Framework allocations  Framework allocations will be uploaded to subcode 0098 as entered in SAS FM  A journal entry will be done in June business to credit accounts with the budgeted amount of the framework allocation  Reallocations may be done between accounts as long as the total balances to the final approved budget allocation  Other subcodes  Will be loaded as entered in SAS FM

15. 15 2010/11 budget upload into FAS (cont.) The Campaign for McMaster University  Upload calculation example:

16. 16 The Campaign for McMaster University Example 1

17. 17 The Campaign for McMaster University Reading your Financial Reports  EXAMPLE 1: Looking at the ***Account Total** line “Budget” is zero - “Fiscal Year” equals total actual activity “Bal Avail/-Deficiency” equals available to spend Your plan was to break even but since you have a fiscal year to date of $17,288-, you have a surplus of $17,288.

18. 18 The Campaign for McMaster University Example 2

19. 19 The Campaign for McMaster University READING YOUR FINANCIAL STATEMENTS  EXAMPLE 2: Looking at the ***Account Total** line “Budget” is a positive amount (positive=debit) – your plan was to have a deficit of $500 “Fiscal Year” equals total actual activity “Bal Avail/-Deficiency” equals available to spend Your plan was to have a deficit of $500 and your fiscal year to date is $14,789.37-, you have $15,289 in excess of your plan.

20. 20 The Campaign for McMaster University Example 3

21. 21 The Campaign for McMaster University READING YOUR FINANCIAL STATEMENTS  EXAMPLE 3: Looking at the ***Account Total** line “Budget” is a negative amount (negative=credit) – your plan was to have a surplus of $694,384 “Fiscal Year” equals total actual activity “Bal Avail/-Deficiency” equals available to spend Your plan was to have a surplus of $694,384 and your fiscal year to date is $599,155.40-, you are $95,229 short of your plan.

22. 22 The Campaign for McMaster University YEAR END CARRY FORWARD  Your year end carry forward amount will be taken from the “ ACTUAL FISCAL YEAR ” column NOT From the “BAL AVAIL/-DEFICIENCY” column

23. 23 The Campaign for McMaster University Subcode hierarchy  Proposed changes to subcode groupings:  6045 Renovations Currently grouped with Supplies Move to Equipment/Renovations  098x Research overhead transfers Currently grouped with Transfers Move to Overhead Income  Transfers Currently shown as Income on budget submission Transfers between funds to be pulled out on consolidation  Other suggestions

24. 24 The Campaign for McMaster University Transfer subcodes

25. 25 The Campaign for McMaster University Training  Training Options:  Self paced learning – see BMS web site for resources: http://www.mcmaster.ca/bms/BMS_FS_Budgeting.htm  One to one training in your office – contact your Budgeting Services Representative or Lydia at ext. 23934  Class room style in lab at the DTC – maximum number of participants: 18 – contact Lydia at ext. 23934 to make arrangements

26. 26 Looking Ahead – 3 years  New Licenses  Budget Upload from FHS (HSIS)  Standard monthly reports  Labour distribution report – add FTEs  Additional ledgers  COFO reporting hierarchy  Other?

27. 27 The Campaign for McMaster University Closing

28. 28 In excel Advantages  Budgeting ( can link/insert into other spreadsheets, do analysis of impacts of leaves, trends on costs per account/type)  Projections, built in and dynamic, actuals and commitment available  Auditing ( finding folks on your accounts you did not expect or double payments )  Saving time ( all the benefits of excel, use for invoicing etc., no need to look up one account at a time through Oracle, Looking up staff using find through all your accounts )  Saving trees  Reconciliations, checking FAS against Mac VIP for impact of JE/Non VIP entries against your salary accounts  Timeliness ( available very soon after month end) The Campaign for McMaster University Labour Distribution and Salary Commitments Report

29. 29 The Campaign for McMaster University Labour Distribution Example