Oracle PeopleSoft Enterprise Planning & Budgeting

9.0

Instructions for Entering FY2011 Budgets

Planning and Budgeting Module

May 2010

Prepared by Technology Services and

Office of Budget & Planning

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Table of Contents

Instructions for Budget Managers 1) DELETE LAST YEAR'S FILE ............................................3 2) SAVE BUDGET LOADER TO DESKTOP ..................................3 3) PREPARING WORKSHET ........................................... 4-5 4) LOG INTO LOADER ................................................ 5-7 5) SELECT BUDGET MODEL ..............................................7 6) DOWNLOAD DATA INTO LOADER ......................................7 7) UNPROTECT BUDGET LOADER ........................................8 8) SORTING ............................................................8 9) COPY AND PASTE FROM WORKSHEET TO LOADER................... 8-9 10) SAVE BUDGETS/DATA IN LOADER.....................................9 11) ADD NOTES ........................................................ 10 12) DATA VERIFICATION.............................................10-11 13) SUBMIT BUDGETS .................................................. 11

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This manual is intended for Brandeis University Budget Managers to assist them

in loading their budgets into the University Financial System.

Instructions for Preparers

The Office of Budget & Planning (OBP) will first send to Budget Managers their

FY11 Budgets with an attached Worksheet(s) showing FY09 Actuals, FY10

Original Budgets, FY10 Current Budgets (as of 4/18/10), and a blank column for

FY11 Budgets. After attending a training session, Budget Managers will also

receive via e-mail a Budget Loader (which is also based on an excel

spreadsheet) to enter their budgets. They will enter FY11 budgets into the

FY11 blank column on their Worksheets, and then copy and paste from their

Worksheets into the column titled 2011B1 in the Budget Loader.

****PLEASE NOTE: NEW CHARTSTRINGS CAN NOT BE ADDED TO THE WORKSHEETS OR THE BUDGET LOADER. PLEASE EMAIL NEW CHARTSTRINGS TO THE OFFICE OF BUDGET & PLANNING SEPARATELY. THEY WILL BE ENTERED BY ANDREA GIARRUSSO DIRECTLY INTO THE BUDGET MODULE. ****

1) Delete Last Year’s File(s)

Delete the file stored on the desktop called, “Budget_Loader_2010.xls” (for

Budget Managers who entered budgets into the Budget Module Loader last

year.)

Any renamed loader files/sheets from last year must also be deleted.

2) Save Budget Module Loader to Desktop

a. Open e-mail sent to you by the OPB that is titled “Budget Module Loader” and has the file attached, called “Budget_Loader_2011.xls”

b. Right Click on the Loader File c. Click on “Save As” d. Click on the drop-down and go to “Desktop” e. Click on “Save” f. Exit out of e-mail

g. On your Desktop and you will see “Budget_Loader_2011.xls” h. Before opening the Loader, you will first prepare Worksheet sent by the

OBP (Office of Budget and Planning)

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3) Preparing Worksheet

a. Open Worksheet sent to Budget Managers by OBP (Office of Budget and Planning) by double clicking on attachment in e-mail sent by OBP

Your Department Budget Name will appear in the file name

Your Budget Worksheet will include a column with FY2009 Actuals, a column showing FY2010 Original Budget, a column with FY2010 Current Budget as of 4/18/10, and another column with zeros for the FY2011 proposed budgets.

b. Enable the Macros c. Go to “Tools” – then Click on “Macros – then Select Security Level

“Medium”

d. Please enter FY11 Budgets into “2011” column “S” in Worksheet. Do not add new chartstrings.

e. Worksheet sorting is acceptable; however, all columns must be included in the sorts. Also, before budget submission, the Worksheet MUST be resorted so that the final sort in the Worksheet results in the Line No.’s being in numerical order, and the line numbers in the far left column matching the line numbers in the far right column.

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No chargelines may be added or deleted from the Worksheet. If there are additions, e-mail andreamg@brandeis.edu with the missing chartstring information, including FY11 budgets that should go with the missing lines. Andrea Giarrusso will enter the changes manually into the Loader. After FY11 Budget submission and approval, a revised worksheet including the new chartstrings can be e-mailed upon Budget Manager request.

f. All cells that have chartstrings must have a value entered. If there is no

budget, enter “0”. Zero value lines will not appear in next year’s Worksheets or Loader, but the cells in the FY11 Loader must have a zero or a value. In addition, formulas can not be pasted into the loader.

g. The fringe lines may have a “0” entered as well. There is no need to calculate fringe, unless it is required for the Budget Manger’s own reference. The fringe will be calculated automatically after the budgets are submitted. Fringe rates appear on the OBP website.

h. Review and confirm budgets are correct and that every cell has a value. i. If Worksheet has been sorted, it must be resorted so that both Line No.

Columns are in numerical order and have matching Line No.’s. (The line numbers in the far left column should match the line numbers in the far right column.)

j. Highlight “2011” column S (select only those cells in Column S that have data (budgets), including “0” values, entered into them. Do not include the Header when highlighting.

k. Right Click and Select “Copy” 4) Log Into Loader

a. Go to Desktop and double click on “Budget_Loader_2011.xls” File

b. Click “Enable Macros” (If you are using Windows 2007, please see

Windows 2007 section on page 6.)

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c. Locate “Planning & Budgeting” toolbar near the top of the Loader d. Click on “Login/Refresh”

e. Sign in using your UNET ID and Password. The User ID MUST be in CAP’s and the password is case sensitive.

Windows 2007: If you are using Window 2007, a Security Warning will appear:

Enable the content. Click “OK”

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In Windows 2007, after enabling content, the Loader Toolbar can be found by clicking on the Add-ins Tab at the top of the toolbar.

NOTE: The “Planning and Budgeting” toolbar must be active during use of the Budget Loader and may be moved anywhere on the loader (except in Windows 2007) by clicking on it and dragging it to a new location. Do not click on the “X” to close the toolbar – it must remain active. 5) Select Budget Model

a. Select Model by clicking on dropdown arrow in top line cells and choose the following:

Business Unit = ‘BRANU’ Planning Model ID = ‘MDL_11_xxxxx’ Activity = ‘LINEITEM’ Scenario = ‘2011PROP’ Planning Center = ‘11’ (exceptions: Barbara Gilman

will use “14” and Steve Costa will use “13”) Budget Version = ‘1’ – Always choose this

6) Download Data into Loader

a. After selecting Budget Model, click “Find Rows” (it appears at the top of Loader) on the “Planning and Budgeting” Toolbar.

b. “Find Rows” will retrieve data specific to Budget Manger’s Model c. For large departments, the retrieval may take several minutes

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7) Unprotect Budget Loader

a. When the data has been retrieved, go to the top menu bar, click on Tools, Protection, Unprotect Sheet. (It may already be unprotected)

b. Columns may now be resized or hidden

8) Sorting

a. Do Not Sort Budget Loader

Unlike Budget Loader sorting, Worksheet sorting is acceptable; however the Worksheet MUST be resorted so that the final sort in the Worksheet results in the Line No.’s being in numerical order, and the line numbers on the far left match the line numbers on the far right.

9) Copying and Pasting To Budget Loader

a. “2011” Column S in the Worksheet has already been highlighted; however, if needed, highlight again just the cells in Column S in the Worksheet that are populated with total budget numbers, Right Click, Select “copy”

b. Go to Loader (or reopen Budget Loader if it has been closed) c. Click on the first cell in the Loader in the column titled “2011B1” d. Right Click and select “Paste” e. Check that appropriate budgets are populated into correct chartstring

lines f. Check that the data has transferred from the Worksheet into the Loader

into the correct cells

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g. Only values can be copied and pasted; formulas can not be copied into loader

10) Save Budgets in Loader

a. After each session on the Budget Loader, the data MUST be saved b. Click “Save” on the “Planning & Budgeting” toolbar c. You may need to click ‘Save’ again d. For large departments, the retrieval may take several minutes e. NOTE: DO NOT SAVE BY GOING TO MENU/FILE/SAVE. Saving this way

means the data has NOT been saved to the Budget Module database and means you may lose data entered. Save ONLY by clicking on “Save” on “Planning & Budgeting” Toolbar.

FY11 budgets will be saved to this column when Budget Manager selects “SAVE” on Budget Loader Toolbar

Budget Managers will Paste from the Worksheet into this column

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11) Add Notes Budget Managers may add notes to their loaders. They can choose to have the note(s) be public so that others who access the loader will be able to see the note(s), or have the note(s) remain private. a. Go to Column BP, and, in the appropriate cell, type in a note b. Hit Enter c. Go to the toolbar and click on either “Add Public Note” or “Add Private

Note”

d. The note will move to the “All Notes” column and will appear again when the Budget Manager signs into the same Model in the Budget Loader

12) Data Verification After Data has been copied from Worksheet to the Loader, check that the transfer has populated the correct cells, and that the Loader has been saved correctly. You are confirming that he data did in fact save to the Budget Module data base.

a. Close window to exit Loader (by clicking on the “X” in upper right corner)

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b. Log Back In by double clicking on the Budget Loader c. Select Budget Module by clicking on dropdown arrows and selecting

appropriate categories (see 5a above) d. After selecting Budget Model, click on “Find Rows” on the “Planning and

Budgeting” Toolbar e. Verify that Data retrieved is the most recent data entered

13) Submit Budgets If budget is “ready to go” (budgets have been pasted into loader correctly, all fields are populated in the 2011B1 column and no new chartstrings have been added) proceed with the following steps to submit:

a. Click “Submit” on the “Planning & Budgeting menu bar” b. Clicking on “Submit” will trigger an e-mail to the next person who needs

to review the budget.

Your Budget is now submitted!

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