CatPlan

OVERVIEW VIEWERS & PLANNERS

Updates

Date Action Page(s) 06/05/15 Created all

CatPlan

Table of Contents

Overview ....................................................................................................................................................... 3

1.0 Types of CatPlan Users................................................................................................................. 3

2.0 Budget Cycle Overview ................................................................................................................. 4

3.0 Finding your New Budget Chartfield String in CatPlan ................................................................. 4 4.0 CatPlan Key Concepts/Terms ....................................................................................................... 6

5.0 Accessing CatPlan ........................................................................................................................ 7

5.1 CatPlan Task Lists ......................................................................................................................... 9 5.1.1 Planner-Open Budget Season Task List ..................................................................... 10 5.1.2 Planner-Monthly Task List ........................................................................................... 12 5.1.3 Planner 4 + 8 Forecast (November) ............................................................................ 14 5.1.4 Planner 8 + 4 Forecast (March) ................................................................................... 15

6.0 CatPlan Reports .......................................................................................................................... 16

6.1 Folders within Reports ................................................................................................................. 16 6.1.1 Reports Currently Available ......................................................................................... 17

6.1.1.1 Report Dictionary ................................................................................................. 17 6.1.1.2 Reports to Be Run for Specific Departments, Components, or Higher Level ...... 19

7.0 Exercises ..................................................................................................................................... 26

7.1 Review/Update Goods & Services Budget Forecast (Planners) ................................................. 26 7.2 Run Financial Report for Department (Viewers & Planners)....................................................... 28

Appendix ..................................................................................................................................................... 33

Tools for Data Input and Communication ............................................................................................... 34

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Overview • Introduce Viewers & Planners to CatPlan

• Define Key CatPlan concepts

• Navigate Task Lists to guide users through planning steps and data entry forms

• Overview of Reports

• Budget data input Exercise – for Planners

• Financial Report Exercise – for Planners and Viewers

CatPlan is a web-based planning application that provides a summarized view of financial data and the

ability to forecast and create an operating budget. It also provides a view of the financial plan for the entire

organization. Entries that are made at the department level aggregate up through the University hierarchy

for viewing at all levels.

Data is fed from the University’s Peoplesoft Financial and Human Resources modules into CatPlan, and

budget data entered in CatPlan is fed back to Peoplesoft.

1.0 Types of CatPlan Users

1) Viewers • Run reports • Analyze data for decision making

2) Planners • Input financial plans • Run and analyze financial reports • Update employee and position plan data/forecasts

3) Power Users & Administrators • Develop web forms • Develop reports • Analyze data at the division level

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2.0 Budget Cycle Overview

3.0 Finding your New Budget Chartfield String in CatPlan

With the changes in the 2015 Chart of Accounts re-design Project, project ID’s now have new values

(Chartfield Strings). To locate your new Chartfield String(s) in the improved Chart of Accounts, you have

two options:

• Go to the web page located at http://www.cwu.edu/budget/ and click on the link for Old PID to New Chart of Accounts.

OR

• Follow the navigation path in MyCWU – Financial Management > CWU Custom Functions > Utilities > CW Legacy Project ID Xref - as outlined in the screenshot to the right.

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When the search box appears, enter your old PID # in the Original Project ID field, and then click

:

On the page that appears (see screenshot below), you can locate your Original Project ID # as

well as the identifying dimensions to your new Chartfield String. This will include the following:

o your new Department ID #

o Fund Code

o Program Code

o ChartField 1 (may be blank)

o Project (may be blank)

o SpeedKey – for use in Manager Self Service and Requisitions

Old PID #

New Chartfield String

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In addition, the

screenshot to the right

shows where you will

find the identifying

dimensions to your new

Chartfield String on

the CatPlan Budget Form:

4.0 CatPlan Key Concepts/Terms • Point of View (POV) – is a unique set of dimension members that define a specific intersection of

data. The POV determines what data is displayed in an input form or a report.

• Dimension - defines how data is organized within CatPlan

Examples (Chartfield String choices):

o Department – Example: Ed Foundations & Curriculum D:410160

o Fund – Example: Local General Tuition – F:149

o Program – Example: 011- Instructional

o Operating Unit – Example: O – University Wide

o Component – Example: Student Teaching 1300310

Examples (Output choices):

o Account – Example: Total expenses

o Scenario – is used to differentiate between different types of data (ex: Budget versus Actual)

o Version – allows multiple snap shots in the planning cycle (ex: Working versus Final)

o Year – Example: 2016

o Period – Example: TotalYear

o Position – Example: Classified

o Project – Example: Grant or Capital Project

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• Member – is a value at any level within a dimension

• Intersection – is a unique combination of members where data is stored.

• Parent – is a member that has an aggregated branch (children) below it

• Alias – provides a user-friendly name to a dimension member

• Hierarchy – is a reporting relationship of parents and children from the data entry level to the

highest member in the dimension

5.0 Accessing CatPlan • Log into MyCWU by going to the CWU Homepage at www.cwu.edu and clicking the link:

Then click :

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Enter your Wildcat Username and Password, and click :

• Locate the CatPlan pagelet on your dashboard:

o Use the CatPlan System link to open CatPlan to enter real budget data and to access

reports.

When the window opens, enter your CatPlan sign in credentials.

It may take a minute or two for the below icons to display. Click .

Takes you to the Budget Office Website.

For training purposes only.

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Your CatPlan page displays.

5.1 CatPlan Task Lists Refer to the left-hand Menu on your CatPlan page. You will see a section called My Task List, which will be

expanded to show multiple folders.

CatPlan Task Lists are To Do Lists. They provide sequential steps in creating and managing FY16 Budget

Forecasts (see screenshot below).

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1) Planner-Open Budget Season Task List (March thru May) – see section 5.1.1 below for more

information.

2) Planner-Monthly Task List (monthly throughout the fiscal year, July thru June) – see section 5.1.2

below for more information.

3) Planner 4 + 8 Forecast (November) (October close – beginning of November) – see section 5.1.3

below for more information.

4) Planner 8 + 4 Forecast (March) (February close – beginning of March) – see section 5.1.4 below

for more information.

Embedded within the CatPlan Task Lists are the following links:

1) Data enterable forms….

a. Entering & updating position information

b. Goods & services forecasts

2) Financial Reports

3) Budget Information/Resources

5.1.1 Planner-Open Budget Season Task List These are the tasks that were completed by the core group of end users in seeding the FY16 Budgets. The

tasks are listed in order.

Open Budget Season – see section 5.1.1 below.

Working Budget– see Monthly Task List in section 5.1.2 below.

Forecast 8 + 4 – see section 5.1.4 below.

Forecast 4 + 8 – see section 5.1.3 below.

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The Open Budget Season Tasks include the following:

1) Finding Valid Budget Combinations for a Budget Area 2) Updating the Employee/Position Forecast

• Employee/Position data was loaded from the

CWU Peoplesoft HR System this Spring. End

Users reviewed this information and made

adjustments to their forecasts as necessary.

Examples included: foreseen vacancies, wage re-

classifications, position transfers to other budget

areas, adding a new position.

3) Updating the Goods & Services Forecast

• Total salaries & benefits calculated from adjustments in the previous steps are then fed to

the operational forecast, where the end users update their forecast for Goods & Services.

• Users had the option to budget their goods & services at three varying degrees of detail

i. Budget Categories - 17 roll-up categories were created to account for types of

expenditures (i.e, Travel, Supplies, Services, Equipment/Software, etc.)

ii. Account Code level – all current expense codes CWU uses (i.e. Office Supplies

53120)

iii. Total Goods & Services – one total sum for all goods and services

Amounts were entered either as totals for the year (automatically spread evenly over 12

months) or by specific month.

Example:

In the below example, supplies are budgeted in specific months. The cells are yellow,

which indicates there has been a change made that has not been saved.

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5.1.2 Planner-Monthly Task List The tasks within this area are for planners to update their forecasts (if necessary) after the prior month has

closed and updates to the forecast are needed.

1) Run Reports to see Position Variances:

Run the Position Detail Report in this area to see variances between “actual” (Payroll data fed

into CatPlan from the month closed) as compared to budget

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2) Update Position Forecast:

a. Use the Position Forecast Adjustment Form in this area to make adjustments to position

forecasts. This is done by drilling down on the Total Salaries line until you see the

adjustment line.

Examples:

o Zero out expenses for foreseen vacancies.

o Add amounts for foreseen wage increases.

b. Use the Add Position Form to forecast the addition of a new position.

3) Update Goods & Services Forecast: Once the position data is updated, use the Review & Edit Budget Forecast Form in this area

to update the goods & services forecast and ensure that total expenses are still balanced with

available revenue.

Please Note: All actual changes to employee/position data are done through Manager Self Service in the Human Resources System accessed through MyCWU. Updates to position forecasts in CatPlan do not initiate actual changes to position data in the HR module. This information is done for planning purposes only. A reconciliation process is necessary to keep CatPlan up to date with relevant forecast information by comparing “actuals” and Human Resources data to the original CatPlan data.

Click Total Salaries to expand the section so you can get to the Adjustment line.

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5.1.3 Planner 4 + 8 Forecast (November) The 4 + 8 Forecast Form within this area will be

required after the 4th month of the fiscal year has

closed (October close at the beginning of November).

When the month of October 2015 closes, users will

update their forecast on this form. The first four

months of the fiscal year will have “actuals” data, and

the remaining eight months will have the “forecasted

data” that will be adjusted to reflect the most current

information available.

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5.1.4 Planner 8 + 4 Forecast (March) The 8 + 4 Forecast Form within this area will be

required after the 8th month of the fiscal year has closed

(February close at the beginning of March). When the

month of February 2016 closes, users will update their

forecast on this form. The first eight months of the fiscal

year will have “actuals” data, and the remaining four

months will have the “forecasted data” that will be

adjusted to reflect the most current information

available.

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6.0 CatPlan Reports To access the Reports within CatPlan, click on the

“Explore” Icon:

6.1 Folders within Reports The two main report folders

within the Reports area are

the Operational Budget Reports & Position Budget Reports folders.

• Double click on a folder to see all the reports within that folder.

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• The screenshot below shows the reports available in the Operational Budget Reports folder:

6.1.1 Reports Currently Available Below is a list of reports currently available by type of user and type of data.

6.1.1.1 Report Dictionary

Sheet Tab Created for Folder Report/File Name Description

9 BRVF Viewers System Reports

Budget Revenue Validation Report by Fund

Shows Working and Target Revenue Budget with Variance, as well as Working Expense, Transfer, and Net for all chartfields.

10 CV Planners System Reports

Pos vs Operational Verification

Compares Plan 2 Named to Numbered accounts with variance, and compares Named Plan 2 accounts to Numbered Plan 1 payroll accounts with variance

11 PDR Viewers Position Budget Reports

Position Detail Report Salary and Benefits by Position, Goods and Services by Category, includes Budget Working and Final and Actuals Final with Working Budget to Actual Variance

12 PIR Viewers Position Budget Reports

Position Information Report

Position Chartfields, FTE, Annual Salary, Anniversary Date, Salary Spread, and Max Step Indicator for a specified Department

13 PDRP Viewers Position Budget Reports

Position Dept Review Report

Salary and Benefits by Position and department, with Working Budget, Final Actual, and Variance. Designed for reviewing one type of pooled position (ie,

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Adjunct) for all departments of a college

14 BFCP Viewers Operational Budget Reports

Budget Forecast - Current Period

Summary by Categories with Budget Final compared to Monthly Actuals through the prior period and budget from the current period through the end of the year, with projected year end totals and over/under compared to budget final.

15 BFMP Viewers Operational Budget Reports

Budget Forecast - Current Period

Summary by Categories with Budget Final compared to Monthly Actuals for the selected periods and budget from the selected periods through the end of the year, with projected year end totals and over/under compared to budget final.

16 BRV Planners Operational Budget Reports

Budget Revenue Validation Report

Shows Working and Target Revenue Budget, as well as Working Expense, Transfer, and Net for all chartfields.

17 DSC Viewers Operational Budget Reports

Department Summary by Component

Shows Working Budget (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Component for a Department

18 FSCY Viewers Operational Budget Reports

CWU Financial Summary

Shows Working and Target Revenue Budget with Variance, as well as Working Expense, Transfer, and Net for all chartfields.

19 FSFY Viewers Operational Budget Reports

CWU Financial Summary FY

Budget (working) and Actual (final) by account category with YTD% and Balance for current and prior year, with Actual comparison

20 GED Planners Operational Budget Reports

CWU General Expenses by Division

Budget (final) and Actual (final) with % of Cur Yr and Balance by Executive Level and Division for the Current Fiscal Year

21 DBS Viewers Operational Budget Reports

Dept Budget Summary Final and Working Budget, Final Actuals and Budget working to Actual final variance for the current Fiscal Year for the selected department at the roll up account level.

22 DFD Viewers Operational Budget Reports

Dept Financial Detail Account detail with Rollups for Budget Working and Actual Final for the current and Prior year, with Actual to Actual variance

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23 DRED Planners Operational Budget Reports

Div Rev and Exp by Department

Resources, Expenses, Resources net of Expenses, and Transfer totals by department, with rollup for the selected POV. Formatting may be inconsistent at this time, any row without a D:XXXXXX is a summary of the departments above that row.

24 VBC Viewers Operational Budget Reports

Valid Budget Combinations

Current Resources and Expenses for all chartfield combinations in the selected department

25 VBCB Viewers Operational Budget Reports

Valid Budget Combinations and Balance

Current Resources, Expenses, and Transfers with Net for all chartfield combinations in the selected department and POV

26 DSF Planners Operational Budget Reports

Department Summary by Fund

Shows Working Budget (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Fund for a Department or rollup level

27 DSP Planners Operational Budget Reports

Department Summary by Program

Shows Working Budget (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Program Group for a Department or rollup level

28 DSPD Planners Operational Budget Reports

Department Summary by Program Detail

Shows Working Budget (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Program for a Department or rollup level

29 DFDY Viewers Operational Budget Reports

Dept Financial Detail FY

Account detail with Rollups for Budget Working and Actual Final for the current and Prior year, with Actual to Actual variance for selected Year Prompts

6.1.1.2 Reports to Be Run for Specific Departments, Components, or Higher Level

1) CWU Financial Summary The CWU Financial Summary report provides Budget (working) and Actual

(final) by account category with YTD% and Balance for current and prior year,

with Actual comparison.

Folder: Operational Budget Reports

Report File Name: CWU Financial Summary

Report Prompts: Point of View Only

POV (Point of View): Department, Fund, Program, Operating Unit

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Sample below:

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2) CWU Financial Detail (Department) The CWU Financial Detail (Department) report provides account detail with

Roll-ups for Budget Working and Actual Final for the current and Prior year, with

Actual to Actual variance for selected Years Prompts.

Folder: Operational Budget Reports

Report File Name: Dept Financial Detail FY

Report Prompts: FY01 & FY02 POV (Point of View): Department, Fund, Program, Operating Unit

Sample below:

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3) FYXX Projection “Prompt by Actual Months, Budget Months” The FYXX projection (example FY15) report provides a summary by categories

with Budget Final compared to monthly Actuals for the selected periods and

budget from the selected periods through the end of the year, with projected

year end totals and over/under compared to budget final.

Folder: Operational Budget Reports

Report File Name: Budget Forecast –Month Prompt

Report Prompts: Actual Months, Budget Months

Sample below:

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4) CWU Revenue vs Expense The CWU Revenue vs Expense report provides resources, expenses,

resources net of expenses, and transfer totals by department, with rollup for the

selected POV. NOTE: Formatting may be inconsistent at this time, any row

without a D:XXXXXX is a summary of the departments above that row.

Folder: Operational Budget Reports

Report File Name: Div Rev and Exp by Department

Report Prompts: Point of View Only POV (Point of View): Period, Year, Scenario, Version, Fund, Program,

Operating Unit, Project, Component Sample below:

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5) CWU Component Summary The Budget Revenue Validation report provides Working Budget (revenue,

expense, and transfers with Net) and Actual Final (revenue, expense, and

transfers with Net) by Component for a Department.

Folder: Operational Budget Reports

Report File Name: CWU Component Summary

Report Prompts: Point of View Only

POV (Point of View): Period, Years, Department, Fund, Program, Operating

Unit, Project Sample below:

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6) CWU Fund Summary for (Department)

The CWU Fund Summary for (Department) report provides Working Budget

information (revenue, expense, and transfers with Net) and Actual Final

(revenue, expense, and transfers with Net) by Fund for a department or roll-up

level.

Folder: Operational Budget Reports

Report File Name: Department Summary by Fund

Report Prompts: Point of View Only POV (Point of View): Period, Years, Department, Program, Operating Unit,

Project, Component Sample below:

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7) Valid Budget Combinations and Balance The Valid Budget Combinations and Balance report provides current resources,

expenses, and transfers with Net for all chartfield combinations in the selected

department and POV.

Folder: Operational Budget Reports

Report File Name: Valid Budget Combinations and Balance

Report Prompts: Department POV (Point of View): Year, Scenario, Versiont

Sample below:

7.0 Exercises

7.1 Review/Update Goods & Services Budget Forecast (Planners)

1) Go to the Open Budget Season Task List.

2) Prepare Annual Goods & Services Budget:

• Click on Prepare Annual Goods & Services (Operational) Budget in the left-hand menu of the

CatPlan screen. This will expand to show more options.

• In the center of the page, click on the |Task Instructions| tab. Review the instructions that

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• Then click on the Goods & Services by Category Form in the left-hand menu.

• The Goods & Services Category Form will display:

• The example below displays the expanded view for the 5300 CWU Services category. It shows

Office Supplies budgeted in specific months. The cells appear in yellow to indicate that there has

been a change made that has not been saved.

The TotalYear columns can be expanded to view/budget on a monthly basis.

If you expand the category by clicking on the , you will see all of the FY15 account detail as well as the budget only line that you can use for that category for FY16. (This is at the bottom of the accounts).

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7.2 Run Financial Report for Department (Viewers & Planners)

1) First Time CatPlan Setup for Running Reports The below instructions explain the one-time setup necessary to run CatPlan reports. The only users

who need to do this are those who are running CatPlan reports for the first time. If you have already

run a CatPlan report, skip this section.

• Once you are logged into CatPlan, click on File > Preferences > Financial Reporting.

a. Select PDF Preview for the Default Preview Mode.

b. Verify that the User Point of View Preview option is set to On.

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2) Find, Run, and Print Your Report

• Click Explore:

• Double click the Operational Budget Reports folder:

• Double click the Dept Financial Detail FY report:

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• The Preview User Point of View

box will display.

• Choose the criteria for the POV

you would like to see.

• Then click .

• If Database Connection displays, ensure it says ALL.

• The Respond to Prompts screen will display.

• Click on the blue box next to Type Report and Report:

Please Note: If any of the POV criteria have values separated by a semi colon, you

MUST re-select the appropriate criteria using the button to avoid getting unexpected results.

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• Make your selections:

a. Select the first year (FY16).

b. Move to the right-hand column with the right arrow.

c. Then check the checkbox.

d. Follow the same three steps above to select the second year (FY17).

e. Then click , and the report will run.

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f. In the far right hand corner, click the print icon .

3) Exporting Reports to Excel

• Once the CatPlan report is open in PDF (or HTML) preview, click File > Export > Excel:

• Your report will open in Excel with most of the formatting intact. This will allow you to work with

the data in a familiar format.

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Appendix Tools for Data Input and Communication

• Add Comments to Adjusted Cells

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Tools for Data Input and Communication Add Comments to Adjusted Cells

1.

To add comments to adjusted cells, follow the below steps.

a. Right click a Budget FY16 Working Cell

b. Click in the textbox and enter your Comment

Adding attachment:

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