1

ORACLE PLANNING & BUDGETING

CLOUD SERVICE (PBCS)

TCNJ END USER TRAINING GUIDE

2

ACCESSING PBCS

1. Log into PBCS

2. Home Page Overview

3. Setting PBCS Preferences & User Variables

3

Planning and Budgeting is cloud-based and can be accessed via any

computer with internet access.

To access, you must use one of the supported browsers below:

NOTE: Firefox is the recommended browser.

Internet Explorer

11.xMozilla

Firefox 38+

Google

Chrome 42+

Apple Safari

8.x and 7.x

LOG INTO PBCS RECOMMENDED BROWSER

4

PBCS can be accessed via an Internet browser:

URL: https://planning-/a522123.pbcs.us2.oraclecloud.com/HyperionPlanning/

Identity Domain: a522123

Enter your Username & Password

LOG INTO PBCS URL

Single Sign-on:User’s will use their network login

to access PBCS (similar to ERP).

5

Navigation Flows

Navigation Flows are

a grouping of related

content, such as

forms, which support

the completion of a

specific business

process.

The Navigation Flows

provide you with a

simple and

streamlined outline of

each step in the

budgeting process.

HOME PAGE NAVIGATION FLOWS

6

Return to the home

page by:

• Clicking the TCNJ

logo

• Clicking Home

Home Home

HOME PAGE RETURN BUTTONS

7

To access Preferences:

1. Click on the

Application cluster

2. Select the User

Preferences card

1

2

USER PREFERENCES

8

User Variables act as filters in forms, enabling users to only see data and information that are relevant to

them. When you open a form, the members you set as your User Variables will already be set in the form.

NOTE: If your User Variable is not set, you will receive an ERROR message when opening forms.

User variables only need to be set once, but they can be changed at any time.

Members can be selected by clicking Member Selector

Member Selector

Save when Complete

PREFERENCES USER VARIABLES

9

Search Bar

Hierarchy

Members can be selected in two

ways in the Member Selector:

1. Key in a value on the

Search Bar

2. Select from Hierarchy and

check the member. For all

selections click just to the

left of the member until a

check mark appears

With either method you can

confirm your selection at the top

left portion of the window.

Check

Confirm Selection

PREFERENCES USER VARIABLES

10

NAVIGATING FORMS

1. Accessing Forms

2. Changing Point of View (POV)

3. Data Entry & Data Entry Features

4. Adjust, Spread, Supporting Detail, Comments

5. Tips and Tricks

11

Point of View

Instructions

Navigation Toolbar

Forms in Planning and Budgeting have the following structure:

• Navigation Toolbar allows you to navigate to the other cards in that cluster.

• Instructions display additional information and instructions on the form. Note: Instructions are set by the

System Administrator and not all forms will include instructions.

• Point of View (POV) defines the section of data in the Planning and Budgeting database you are viewing.

You select the desired members for each dimension to determine the context for the pages, rows, and

columns.

FORM COMPONENTS

12

To change one specific member within

your POV:

1. Click directly on the member you

want to edit (In this example: 000 –

Default Category)

2. Use the Member Selector to select

the desired member from the

hierarchy

FORM CHANGING POV OPTION 1

13

Within the Member Selector a

member can be selected in two

ways:

1. Type the Member Name

or Alias in the Search Bar

2. Drill through the hierarchy

and check the member

desired

a) Select the triangle

at the right of a

member expands

the hierarchy

across the screen

b) Select a member by

clicking just to the

left of the member

and a blue check

mark will appear

In either case confirm the

selection at the top left of the

screen

Search Bar

Drill ThroughHierarchy

Selected member is checked

Confirm Selection

FORM POV MEMBER SELECTOR

NOTE: Use settings button to select

Show Alias

14

Apply

FORM CHANGING POV OPTION 2

To change one or more members within

your POV:

1. Click on the Pencil Icon

2. Use the Drop-Down Menus or the

Member Selectors to select the

desired member from the hierarchy

3. Click Apply

Drop-Down Menu

Member Selector

15

DATA ENTRY

16

DATA ENTRY Cells display the data for the

selected members. Cell

colors indicate the cell’s

status:

+ White: default; data can

be entered into these

cells

+ Yellow: values changed

but data is not yet saved

+ Grey: read-only cells

+ Grey with a Lock

Symbol: locked cells

+ Teal: cells have

supporting detail

Example data form with various cell colors

Open for Input

Unsaved Input

Supporting Detail

Locked Cell

Read-Only or Non-Level0

17

DATA ENTRY FEATURE: COMMENTSComment directly on the form:

+ Scroll to farthest right column on the form in which you are inputting

+ Enter comments directly into cell that corresponds with the row

NOTE: Most forms have a comment column built in. This is the Preferred Method for Comments as it allows for easy immediate viewing and editing of all comments on the form.

18

+ Each form may have a POV bar, if you click on the members in blue hyperlink, ALWAYS make sure that you click to update the data on that form

+ The refresh button will update the form to whatever was saved on the previous Save

+ The button within your browser DOES NOT take you to the previous click or page. Instead it will always take you back to the home page.

DATA ENTRY FEATURE: TIPS & TRICKS

19

DATA ENTRY WHERE IS THE DATA?Year Scenario Version

FY18Budget Final

Actuals Final

FY19 (Prior Year)Budget Final

Actuals Final

FY20 (Current Year)

Budget Final

Actuals Working

Forecast Working

FY21 (Next Year) Budget Working

FY22 (Multi-Year 1) Budget Working

FY23 (Multi-Year 2) Budget Working

20

EMPLOYEE PLANNING

21

Employee Planning data will be

pre-populated via integration

with Oracle Human Capital

Management Cloud Service

(HCM) and calculations based

on Global Rates set by the

Treasurer’s Office.

Adjustments to the pre-

population, and New Employee

or New Position additions can be

requested from the Treasurer’s

office.

To access Employee Planning:

Select the Employee Planning

Card

EMPLOYEE PLANNING OVERVIEW

22

EMPLOYEE PLANNING FORMS

Employee Rates

Faculty Review (Next Year & Multi-Year)

Non-Faculty Review (Next Year & Multi-Year)

Salary Savings Review

Adjunct Headcount

23

The Employee Rates Review

Form, is a read-only form for

users to view the rate

assumptions used in the

employee calculations.

These blended, estimated rates

are inputted by the Treasurer’s

Office.

No action is needed by the user.

EMPLOYEE RATES REVIEW FORM

24

FACULTY REVIEW FORM NEXT YEAR

Faculty Review Next Year Form

allows Users to view all Faculty within

their Organization for the upcoming

Fiscal Year.

Users should review Faculty Names

and FTE for accuracy. Discrepancies

should be reported to the Treasurer’s

office.

Additional HCM data is informational

only.

25

FACULTY REVIEW FORM ALL YEARS

Faculty Review All Years Form allows

Users to view all Faculty within their

Organization for the next 3 fiscal years.

Users should review Faculty Names and

FTE for accuracy. Discrepancies should be

reported to the Treasurer’s office.

Additional HCM data is informational only.

26

NON-FACULTY REVIEW FORM NEXT YEAR

Non-Faculty Review

Next Year Form has

the same layout and

functionality as the

Faculty form.

Users should review

Non-Faculty Names

and FTE for accuracy.

27

NON-FACULTY REVIEW FORM ALL YEARS

Non-Faculty Review All Years Form has

the same layout and functionality as the

Faculty form.

Users should review Non-Faculty Names

and FTE for accuracy. Discrepancies should

be reported to the Treasurer’s office.

Additional HCM data is informational only.

28

ADJUSTMENTS:

User’s will be required to notify the Treasurer’s Office if any adjustments for their Organization to the

Employee Names or FTE’s are needed. The Treasurer’s Office can manually make the adjustments in

PBCS and notify the HCM team if needed.

EMPLOYEE PLANNING ADJUSTMENTS

29

EMPLOYEE PLANNING VACANCIES

Vacant Positions will be populated via HCM. If there is an applicable prior incumbent, the Vacancy will

have the name EMP_Vacancy-#-Prior Incumbent Name, if not the vacancy will have a generic name

EMP_Vacancy-#.

Vacant Positions will

appear in the Faculty

& Non-Faculty

Review Forms with

the same Employee

Total $ and inputted

Employee Data.

30

EMPLOYEE PLANNING NEW EMPLOYEES & POSITIONS

New Employees and/or New Positions that have been approved for a User’s Organization can be

manually added by the Treasurer’s Office to PBCS for the upcoming fiscal year or future fiscal years and

will appear in the User’s Organization upon addition. New Employees will have a generic name

NEW_EMP_# and will be inputted in an existing Position or in a New Postion with a generic name New

Faculty, New Non-Faculty Union, New Non-Faculty Non-Union, etc.

New EMP/POS will

appear in the Faculty &

Non-Faculty Review

Forms

31

ADJUNCT HEADCOUNT FORM

The Adjunct Headcount

From is an Input-Only

form for the Organizations

within the Office of

Academic Affairs to input

and track their Adjunct

FTE Count and Adjunct

Workload Hours by term

by year.

32

BUDGET OVERVIEW

33

CONSOLIDATED BUDGET OVERVIEW

Budget Overview will be the

consolidated Budget pre-

populated for users with

Employee Planning Data,

Calculated Data, and a pre-

populated ‘Base Budget’

based on the prior 3-year

Actual spend average.

Users will have the ability to

input/edit the Budget data.

To access Budget Overview:

Select the Budget Overview

Card

34

BUDGET OVERVIEW FORMS

Budget Input (Orgs in POV)

Budget Input (Orgs in Rows)

Income Statement Review (Orgs in POV and in Rows)

35

BUDGET INPUT (Org in Rows) FORM

The Budget Input Form (Org in Rows) has the same layout and functionality of the previous form. It

includes the user’s Org User Variable and Descendants in the rows. It can be used by users with an Org

User Variable at or below a Level 2 member.

36

BUDGET INPUT (Org in POV) FORM

The Budget Input Form (Org in POV) will be the consolidated Budget pre-populated for users with

Employee Planning Data, Calculated Model Data, and a pre-populated ‘Base Budget’. It should be

used by users with an Org User Variable above a Level 2 member.

37

BUDGET INPUT COLUMNS

Prior Year Actuals

Loaded from ERP

Current Year

BudgetPBCS Total (inc. Supp Requests)

Current Year

Actuals

Loaded from ERP

Current Year

Remaining Budget

Calculated in PBCS

Next Year BudgetOpen for Input

Pre-Populated with Base Budget (Prior 3-Year Actuals

Average)

Next Year BudgetLoaded

from EMP Cube

Next Year Budget

Calculated in PBCS Models

Next Year BudgetTotal

(Base/Input, Loaded &

Calculated)

38

BUDGET INPUT COLUMNS CONT.

Variance $Prior Year

Actuals vs. Next Year Budget

Variance %Prior Year

Actuals vs. Next Year Budget

CommentsInput of

comments about Budget

39

BUDGET INPUT ANNUAL & QUARTERLY SPREAD

Data Inputted at

YearTotal or

Quarterly will

spread back to the

Months based on

historical spread

(from the Base

Budget) or evenly if

there is no

applicable historical

spend.

In this example:

$12,000 was inputted at

YearTotal, and automatically

spread evenly across 12

months ($1000/mo)

40

BUDGET INPUT ADD NEW ACCOUNTTo Budget for an account not on the form, perform the following steps:

1. Right click on any row and select “Add Account Row”

2. Complete the prompt with the desired account and year and select

Launch

41

BUDGET INPUT ADD NEW ACCOUNT4. A new row with a value of 0 at Year Total will appear. Input budget

dollars as shown in slide 60

42

INCOME STATEMENT REVIEW FORMS

Income Statement Review Forms

(Next Year by Quarter and Multi-Year)

are for Users to review and analyze

their Budget.

43

Drill Through & Drill Back

44

DRILL THROUGH

• Drill through is enabled for Actuals and Encumbrance data

• Viewable on any form that shows actuals and encumbrance data

45

DRILL THROUGH PROCESS1. Select a level 0 intersection from the POV

2. Expand Total Actual & Encumbrances

3. Expand Year Total to the desired month

46

DRILL THROUGH PROCESS4. Right click on a cell with a value and a flag in the right corner - select Drill Through

5. Click the Drill to Source prompt

Note: a new PBCS window will open

47

DRILL THROUGH PROCESS6. Click the Drill to Source prompt.

Note: The following PBCS window will open.

48

DRILL BACK TO ERP7. In the new PBCS window select the grey settings wheel and select “Drill Through to Source”

Note: A ERP window will open with the corresponding journal entry associated with the selected value.

49

MULTI-YEAR BUDGETING

50

MULTI-YEAR BUDGETING OVERVIEWMulti-Year Budgeting will

include two out years beyond

the upcoming fiscal year, for

TCNJ to create a 3-year plan,

every budget cycle. The out-

years will be pre-populated

based on global growth rates

applied to the Next Year’s

Budget.

The users can edit the pre-

population based on

anticipated future

revenues/expenses.

To access Multi-Year

Budgeting:

Select the Multi-Year

Budgeting Card

51

MULTI-YEAR BUDGETING FORMS

Multi-Year Growth Rate Review

Multi-Year Budget 1 (Org in POV and in Rows)

Multi-Year Budget 2 (Org in POV and in Rows)

Multi-Year Budget Review

Note: The multi-year budgeting process must follow the form sequence

indicated in the upcoming slides to ensure the correct calculations are

performed. This will ensure the final multi-year budget review is accurate.

52

MULTI-YEAR GROWTH RATE REVIEW FORM

The Multi-Year

Growth Rate Review

Form is populated

with Revenue and

Expense Growth

Rates, determined by

the Treasurer’s Office,

for the two out-years

of the 3-Year Budget.

These Growth Rates

are for users to review

and understand the

calculation of the pre-

populated Multi-Year

Budget.

53

MULTI-YEAR 1 INPUT (Org in POV) FORM

The Multi-Year 1 Input Form (Org in POV) is populated based on the Next Year’s Budget, from the Budget

Overview Input Form, and the Multi-Year 1 Growth Rates. The calculated amount will appear in Calculated

Data, and the Input column will allow users to make incremental changes. It should be used by users with an

Org User Variable above a Level 2 member.

54

MULTI-YEAR 1 INPUT (Org in Rows) FORM

The Multi-Year 1 Input Form (Org in Rows) has the same layout and functionality of the previous form. It

can be used by users with an Org User Variable at or below a Level 2 member.

55

MULTI-YEAR 1 INPUT COLUMNS

Prior Year Actuals

Current Year

Budget

Current Year

Forecast

Next Year Budget

From Budget Overview

Input

Multi-Year 1 BudgetIncremental Input to adjust pre-populated Multi-Year

Budget

Multi-Year 1 Budget

Calculated using MY 1 Growth Rates

Multi-Year 1 Budget

Total (Input, Load & Calc)

Variance $Multi-Year 1

Budget vs. Next Year Budget

Variance %Multi-Year 1

Budget vs. Next Year Budget

CommentsInput of

comments about MYB 1

Multi-Year 1 Budget

Loaded from Employee Cube

56

MULTI-YEAR 2 INPUT (Org in POV) FORM

The Multi-Year 2 Input Form (Org in POV) includes the same columns, plus Multi-Year 1 Budget, and is

populated based on the Multi-Year 1 Budget, and the Multi-Year 2 Growth Rates. Multi-Year 2 is dependent

on the completion Multi-Year 1 and therefore must be completed sequentially in order to properly calculate.

57

MULTI-YEAR 2 INPUT (Org in Rows) FORM

The Multi-Year 2 Input Form (Org in Rows) has the same layout and functionality of the previous form. It

can be used by users with an Org User Variable at or below Level 2.

58

MULTI-YEAR BUDGET REVIEW FORM

The Multi-Year Budget

Review Form has the

same layout and

functionality of the

Multi-Year Income

Statement Review

Form. It acts a spot for

users to review and

analyze their 3-Year

Budget.

59

STRATEGIC REQUESTS

60

STRATEGIC REQUESTS OVERVIEW

Strategic Requests that align

with TCNJ’s Strategic Initiatives

will now be made directly via

PBCS for approval. Upon

approval, the request will

become an official Strategic

Program to be funded by the

Strategic Initiatives Fund.

To access Strategic Requests:

Select the Strategic Request

Input Card

61

STRATEGIC REQUEST INPUT FORMS

Strategic Request Initiative Selection

Strategic Request Input

Strategic Request Review (Next Year, Next Year 1 & Next Year 2)

62

STRATEGIC REQUEST INITIATIVE SELECTION FORM

The Strategic

Request Initiative

Selection Form is the

starting point for

Users to make

selections via drop-

down menu and begin

inputting strategic

request details.

Users will make

selections in the first

open/available

Strategic Request

Row and become the

owner of that

Strategic Request #.

63

STRATEGIC REQUEST INITIATIVE SELECTION

The Strategic Request Initiative Selection

Drop-Down Menu contains the Strategic

Initiatives defined by The College of New Jersey

as part of their 5-Year Plan.

Strategic Requests must be associated with a

specific Strategic Initiative.

64

STRATEGIC REQUEST AREA OWNER

The Strategic Request Area Owner Drop-

Down Menu contains a list of Level-2 and

Level-3 Organizations for users to select

the appropriate owner of the Strategic

Request.

65

STRATEGIC REQUEST APPROVAL STATUS

The Strategic Request Approval Status will be updated by

the Treasurer’s Office as Strategic Requests are reviewed and

Approved or Not Approved.

If the Strategic Request is Approved, it will become an official

Program in the Chart of Accounts and in PBCS.

66

STRATEGIC REQUEST DIRECT LINK TO INPUT

Upon making Strategic Initiative Selection and Area Owner Selection,

Users should move to the Strategic Request Input Form.

In order to move to the Input Form, Users should right-click on their

Strategic Request and then select “To Strategic Request Input” from

the top of the pop-up menu. Right-clicking is the preferred method

because it will automatically put the correct Strategic Request in the

POV.

67

STRATEGIC REQUEST INPUT FORMThe Strategic

Request Input Form

will be the location

for Users to input

Revenues and

Expenses associated

with the Strategic

Request.

This form can be

accessed via Right-

Click from the

previous form and

the Strategic

Request # that was

right-clicked on

should match the

Strategic Request #

in the POV.

Strategic Request Input Form

with data entered by a User

NEW Strategic

Request Form

with no data yet

68

STRATEGIC REQUEST INPUT ADD ROW

The Strategic Request Input Form will be blank upon opening when

starting a new Strategic Request.

To begin inputting data, Users can right-click on any cell in the form

and select “Strategic Request Add Row” from the top of the pop-up

menu. Additionally, Users can access the same pop-up menu by

clicking on Actions.

“Strategic Request Add Row” will open a window for Users to select

Account, Organization, and Category. Users can key in member

names or use the Member Selector.

69

STRATEGIC REQUEST INPUT ADD ROW

Upon making selections, by either keying in the member name or using the Member Selector, Users should

click “Launch”. This will create a row on the Strategic Request Input Form for the user to input data and

comments for 3 years. Users can add as many rows as needed for their Strategic Request.

NOTE: All members selected

must be Level-0 to allow for

input

70

STRATEGIC REQUEST REVIEW FORM

The Strategic Request Review Forms allow Users to review all Strategic Requests for their

Organization by Year. Approved Strategic Requests will be created as new Programs in ERP and PBCS.

71

FORECASTING

72

FORECASTING OVERVIEW FORM

Forecasting is the process in

which users will have the ability

to make net-zero revisions and

updates to the current fiscal year

budget, monthly or quarterly.

The Forecast will combine

Actuals data that has already

been recorded in the closed

months and anticipated spend in

the remaining months.

To access Forecasting:

Select the Forecasting Card

73

FORECASTING OVERVIEW FORMS

Forecast Input (Org in POV)

Forecast Input (Org in Rows)

74

FORECAST INPUT (Org in POV) FORM

The Forecast Input

Form (Org in POV) will

combine Current Year

Actuals in the closed

months and Current Year

Remaining Budget in the

open months. The open

months will be open for

user input to make net-

zero adjustments to their

Current Year Budget.

It should be used by

users with an Org User

Variable above a Level 2

member.

75

FORECAST INPUT (Org in Rows) FORM

The Forecast

Input Form

(Org in Rows)

has the same

layout and

functionality as

the previous

form.

It can be used

by users with an

Org User

Variable at or

below a Level 2

member.

76

FORECAST INPUT COLUMNS

Prior Year Actuals

Loaded from ERP

Current Year Budget

PBCS Total (including

Supplemental Requests)

Current Year Forecast

Open for Input

Seeded from PBCS (Combines

Actuals and remaining Current

Year Budget)

Variance $

Calculated by PBCS

Current Year Forecast vs. Current Year

Budget

Variance %

Calculated by PBCS

Current Year Forecast vs. Current Year

Budget

Comments

Input of comments related to

Forecast and Variance

77

FORECAST INPUT CLOSED QUARTERS

78

FORECAST INPUT CLOSED MONTHS

Actuals data will populate from ERP in the Closed Months on the Forecast Input Forms. These

cells will appear gray, while the Open Months still appear white and open for Input. In this example,

Jul-Oct contains Actuals, while Nov-Jun contains Budget.

Closed Periods

ACTUALS

Open PeriodsREMAINING

BUDGET

79

SUPPLEMENTAL BUDGET

REQUESTS

80

SUPPLEMENTAL REQUEST OVERVIEW

Supplemental Budget Requests

for the current fiscal Year that

have a non-net-zero impact will

now be made directly via PBCS

for approval.

Upon approval, the request will

be moved to a budget

adjustment reflected in the total

budget and ERP Budgetary

Control.

To access Supplemental Budget

Requests:

Select the Supplemental

Budget Req Card

81

SUPPLEMENTAL REQUEST FORMS

Supplemental Budget Request Selection

Supplemental Budget Request Input

Supplemental Budget Request Review

82

SUPPLEMENTAL REQUEST SELECTION FORM

The Supplemental Request

Selection Form is the starting

point for Users to make

Supplemental Budget Requests

for the current fiscal year that

have a non-net-zero impact.

Users will make selections in the

first open/available

Supplemental Request Row and

become the owner of that

Supplemental Request.

Supplemental Requests with the

Status of Approved or In

Process will no longer be open

for input.

83

SUPPLEMENTAL REQUEST AREA OWNER

Similar to Strategic Requests,

The Supplemental Request

Area Owner Drop-Down Menu

contains a list of Level-2 and

Level-3 Organizations for users

to select the appropriate owner

of the Supplemental Request.

84

SUPPLEMENTAL REQUEST APPROVAL STATUS

Similar to Strategic Requests, The Supplemental

Request Approval Status will be updated by the

Treasurer’s Office as Supplemental Requests are

reviewed.

Approval Statuses Include:

Approved – Added to Budget and Sent to ERP

In Process

Pending Review

Not Approved

Supplemental Requests with an Approved or In

Process status will be closed to the Users for

editing.

85

SUPPLEMENTAL REQUEST DIRECT LINK TO INPUT

Upon making a Supplemental Request Area Owner Selection, Users

should move to the Supplemental Request Input Form.

In order to move to the Input Form, Users should right-click on their

Supplemental Request and then select “Go to Supplemental Budget

Request Input Form” from the top of the pop-up menu. Right-clicking is

the preferred method because it will automatically put the correct

Supplemental Request in the POV.

86

SUPPLEMENTAL REQUEST INPUT FORM The Supplemental

Request Input Form

will be the location

for Users to input

Revenues and

Expenses.

This form can be

accessed via Right-

Click from the

previous form and

the Supplemental

Request # that was

right-clicked on

should match the

Supplemental

Request # in the

POV.

Strategic Request Input Form

with data entered by a User

NEW Supplemental Request

Form with no data yet

87

SUPPLEMENTAL REQUEST INPUT ADD ROW

The Supplemental Request Input Form will be

blank upon opening when starting a new

Supplemental Request.

To begin inputting data, Users can right-click on any

cell in the form and select “Add New Row to

Supplemental Budget Request” from the top of

the pop-up menu. Additionally, Users can access the

same pop-up menu by clicking on Actions.

“Add New Row to Supplemental Budget

Request” will open a window for Users to select

Account, Organization, Category, Program, and

Fund. Users can key in member names or use the

Member Selector.

88

SUPPLEMENTAL REQUEST INPUT ADD ROW

Upon making selections, by either keying in the member name or using the Member Selector, Users should

click “Launch”. This will create a row on the Supplemental Request Input Form for the user to input data

and comments for 3 years. Users can add as many rows as needed for their Supplemental Request.

NOTE: All members selected

must be Level-0 to allow for

input

89

SUPPLEMENTAL REQUEST REVIEW FORM

The Supplemental Request Review Form allows Users to view All Supplemental Requests, grouped

by approval status, within their Organization alongside the Prior Year Actuals, Current Year Forecast

and Current Year Budget. Any requests within Approved Supplemental Requests have been sent to

ERP Budgetary Control.

90

RUNNING REPORTS

1. Accessing Reports

2. Viewing & Printing Reports

91

REPORTS OVERVIEW

Reports in PBCS are pre-

defined, highly formatted

reports that are executed

based on PBCS datasets

and user selections.

Reports can be viewed in

HTML, PDF and Excel

format.

To access Reports:

Select the Reports card

92

REPORTS VIEWING & PRINTING

Reports can be run in HTML (View Online), PDF (Print), or Excel format. In PDF view hover over the

report with your mouse until the printer icon appears. Print as usual.

Click directly on the members in the POV to update the Report.

HTML, PDF, Excel SelectionPOV

93

SECURITY & WORKFLOW

1. Workflow Overview

94

SUBMITTING THE PLAN

• The Approvals screen is displayed. It will show all departments you are responsible for directly or if you are a

division manager all the department budgets that you will need to submit.

• Click on any department to submit that budget.

Click on Department to Submit the Budget

Current Owner of Department Budget

Department Budget Status

95

SUBMITTING THE PLAN

• When a Department is selected on the Approvals screen the status dialogue screen is displayed.

• Click on the Action box and select “Promote” to submit the budget.

• Add Annotations with the submission if desired. This is not required.

• Click the Change Status Button to submit, and Done to close this screen.

• Division budgets are submitted to Finance the same way that Department Managers submit budgets to

Division Managers.

➢NOTE: If the difference between the allocation and submitted costs is negative, none of the

departments in that division will be able to submit their budgets once this value becomes negative.

➢NOTE: The budget will be locked for a user once it is submitted. Users will be able to view, but not edit

their budgets.

96

APPENDIX

1. DATA ENTRY FEATURES

97

Select the Data button at top right section of the form to

access data entry features:

+ Adjust existing data via increase or decrease by a

number of a percentage

+ Spread data from summary to base periods automatically

+ Add supporting detail (e.g. breakdown of amounts

summing to the overall data)

+ Add comments

+ Lock to prevent changes (e.g. cannot initially input until

someone else unlocks it)

DATA ENTRY FEATURES

98

Comment or Add Attachments to a specific cell:

+ Click on desired input cell

+ Click Data on form

+ Click

+ Enter comments and click Post

+ Cells with comments will have a flag in the corner

+ To delete a comment, click on the cell with the flag in the corner. Click Data and then . Comments

window will appear. Click Delete on the desired comment.

+ Follow the same process for Attachments by clicking the

DATA ENTRY FEATURE: COMMENTS

99

To adjust:

+ Click on desired input cell

+ Click Data on form

+ Click Adjust

+ Choose a value to adjust +/- or a % to be

adjusted by. New Value will show you what

the new value in the cell will be after the

adjustment

+ Click Apply to apply value to the cell

DATA ENTRY FEATURE: ADJUST

100

To add or delete supporting detail:

+ Click on desired input cell

+ Click Data on form

+ Click Supporting Detail

+ To add additional detail, click on Actions and select either Add

Child (to add sub-line) or Add Sibling (to add another row to

support overall Total)

+ Change operator if needed and enter value

+ Click Save

+ Cell will turn teal to indicate supporting detail

+ To delete a detail row, click on the value, click on Actions, and

then click Delete

DATA ENTRY FEATURE: SUPPORTING DETAIL

101

To Lock and Unlock:

+ Click on desired input cell with the value

already saved to the database

+ Click Data on form

+ Select Lock

+ Cell will change to grey with a lock sign

+ To unlock, click on the cell with the lock

sign. Click Data and select Lock

DATA ENTRY FEATURE: LOCK & UNLOCK