budget management colleague finance

Colleague FinanceBudget Management

Release 18June 2019

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Contents

Contents

Overview.......................................................................................................................................... 5Prepare to generate a new budget...............................................................................................5

Budget process............................................................................................................................ 6Access to the budget.................................................................................................................... 6Scenarios.......................................................................................................................................6

Create a budget............................................................................................................................8Create a new budget overview.....................................................................................................8

Forms used to create a budget...........................................................................................10Define the budget officer ID........................................................................................................10Populate budget accounts with the fiscal year........................................................................... 10Enter your Identifier (Responsibility ID)...................................................................................... 10Create responsibilities................................................................................................................. 11Verify account number is used in responsibility tree.................................................................. 11Define your budget......................................................................................................................11Define base budget and comparables........................................................................................11Create budget work files.............................................................................................................12Generate a baseline budget....................................................................................................... 12Maintain budget line items..........................................................................................................12Define officer worksheet line items.............................................................................................13Create a budget projection file................................................................................................... 13Create a budget projection report...............................................................................................13Create versions of budgets.........................................................................................................14Add line items to GL account numbers...................................................................................... 14Relate budget line items to events or plans...............................................................................14Send transactions to the posting processor............................................................................... 15Create a five-year projection plan.............................................................................................. 15

Maintain a budget......................................................................................................................16Maintain a budget....................................................................................................................... 16Maintain the budget officer......................................................................................................... 16Maintain budget line items..........................................................................................................17Maintain budget line items for a Budget Officer......................................................................... 17Maintain GL account responsibility............................................................................................. 17Modify a budget after it is posted to the GL...............................................................................18

Delete responsibility.................................................................................................................19

Define Budget Alias..................................................................................................................20Define Budget Distribution Tables...............................................................................................20


Contents

Add a new manual line item.......................................................................................................20Modify active budget scenarios.................................................................................................. 21Update annualized comparables.................................................................................................21Secure active budget scenarios..................................................................................................21Report on distribution tables.......................................................................................................22Run the budget organization chart report...................................................................................22Run the budget responsibility report...........................................................................................22

Develop Budgets in Colleague Self-Service.................................................................. 23Budget Worksheet.......................................................................................................................23Set up budgets in Colleague Self-Service..................................................................................23


Overview

OverviewBudget Management allows for complete flexibility in timing the budget process. You can begin abudget at any point during the fiscal year, and you can modify and regenerate the budget at anytime to keep pace with organizational requirements.

Budget management is accessible in Colleague Self-Service and in Colleague.

Prepare to generate a new budget

There are tasks that you need to perform before you generate a new budget.

Before you can use the Colleague Budget Management module to generate a budget, thereare some preliminary tasks you must perform. The first of these tasks is to develop a budgetresponsibility tree. It is a structure listing the budget officers of all organizational units that havebudgets. The budget responsibility tree can be the same as your existing organizational chart, or itcan reflect a different structure–depending on the specific needs of your organization. At the top ofthe tree is the person in your organization who is responsible for the overall budget. At lower levelson the tree are the budget officers for all organization units that have budgets.

The responsibility tree is very important. The structure you define in this tree affects all aspects ofthe budget process. You can produce a hand-drawn chart on paper, or you can use any flowchartsoftware that is compatible with Colleague. Be sure to indicate the General Ledger (GL) accountcomponents that belong to each position depicted on the chart.


Budget process

Budget processThe Budget Management process begins when the budget administrator defines the budgetparameters for the budget.

Establishing budget parameters includes defining:

• Responsibility tree• Budget officers• Budget units• Comparables• Budget type

After the budget administration has completed these definitions, individual budget officers can beginentering data for their line items. The entire process is driven by specified expiration dates and anend date. Budget officers can continue to enter data for their budgets until the specified expirationdate set by their budget officers is reached. At that point, the budget officers have line item controluntil the expiration date established by budget officers at the next higher level is reached. Thisprocess continues until the specified end date is reached. At this point, line item control passes tothe budget administrator.

When the final budget has been approved, the budget is posted to the general ledger where it isused throughout the fiscal year in standard accounting routines.

Access to the budget

In addition to your standard internal access authorizations, the Budget Management moduleprovides another level of security.

All budget officers have complete control of the information for their own line items. Before theexpiration date associated with a budget, no one can change a line item in a budget except thebudget officer who is assigned to the line item. After the expiration data, only budget officers at thenext higher level on the responsibility tree can change line items in the budgets of budget officerswho report to them. In addition, only the responsible budget officers and those budget officers at ahigher level on the responsibility tree can view these line items.

Scenarios

The Scenario process in the Budget Management is a way to see the effect of proposed changes toindividual line items on a budget.

You can set up different scenarios and make them active or inactive easily when situations changeor questions are resolved.


Budget process

For instance, if you are considering hiring new staff. You can use a scenario to group togetherall expenses concerned with the new staff member, such as salary, fringe benefits, supplies,occupancy costs, and then manipulate the dollar amounts in the scenario the same way youmanipulate budget line item amounts on your worksheet. When you are satisfied with your figures,you can activate the scenario. When the scenario is activated, the amounts budgeted in thescenario are included in your total budget amount column. If, for any reason, approval for the newstaff member is withheld, you can remove the associated costs by making the scenario inactive.

When you make a scenario inactive the budgeted amounts in the scenario are not included in thetotal budget amount on your worksheet. You can also do several scenarios for a single event. Forexample, you might want to create a scenario for full time staff and another for part time staff. Youwould activate only the scenario that you need.

An active scenario remains with the budget and can be printed out as a justification with theworksheet reports. No one except the originator can view an inactive scenario or change a scenario.

Scenarios can also be used to budget for items for which the GL account number is not currentlyknown. These amounts appear on the budget worksheets as unspecified for the budget officer IDwho generated the scenario. When the GL account number becomes known it can be added andmust be added for all items on active scenarios before posting the budget to the general ledger.


Create a budget

Create a budgetYou can create a budget using Budget Management in Colleague.

Create a new budget overview

When you are ready to create a new budget, you can use Colleague to help set it up.

Procedure

1. Define your budget organization on paper.2. Access the GL Budget Office Maintenance (GLOM) form to define the Budget Officer IDs, and

the individuals associated with them.

The budget officer IDs are used to control the budget units. The individuals attached to thebudget units can change without having to change the budget responsibility ID (tree) or budgetunits.

3. Save GLOM.4. To populate the budget accounts (BUDACCTS) file with all GL account numbers with a GL

class of revenue and expense from the GL, use the Use Populate Budget Accounts (PBAF)process.

5. Save PBAF.6. After you have created your budget organization chart, defined the areas or responsibility, and

defined the budget officer ID, use the Responsibility Identification (BRSP) form to enter theinformation into Budget Management.

7. Save BRSP.8. To attach the budget officers, and responsibility IDs to the GL account numbers in the budget

accounts (BUDACCTS) file, use the Responsibility Creation (BRCR) process.9. Save BRCR.10. To determine if a GL account number has been assigned to more than one budget unit, use the

Responsibility Verification (BRVR) process.

If a GL account number has been assigned to more than one budget unit, return to BRSP andcorrect the responsibility tree. Only one unit should be assigned to the GL account number. Re-run the BRVR process.

11. Save BRVR.12. To create a Budget ID, and define the budget administrator, and responsibility tree to be used

for the budget, use the Budget Identification (BCID) form.13. Save BCID.14. To project a base budget and five sets of comparable historical data to be used in the budgeting

process, use the Define Base and Comparables (BCDB) form.


Create a budget

Colleague UI only uses the first three comparables, while the Colleague Self-Service worksheetwill use all five comparables.

For a zero base budget, use the times 0 formulas for all accounts. If no formulas are entered,the base budget will be generated using the same data that is contained in the general ledgerfor the year and source (actuals or budget figures) defined in this form.

15. Save BCDB.16. To create the budget file suite for the budget, use the Budget File Creation (BGFC) form.

Your system administrator should create the files. The files are empty when this processcompletes.

17. Save from BGFC.18. To place data in the files in the budget file suite, use the Generate a Budget (BCGB) form.

After this process is completed, your budget officer can start working on your budget, usingeither Officer Worksheet Line Items (OWLI), Responsibility Worksheet Line Items (RWLI) forms,or the Self-Service worksheet.

19. Save BCGB.

Results

The options on Unassigned GL Number Reports (UGR) can be used to check whether all revenueand expense accounts are included under the Responsibility ID or the Budget ID. If they are notincluded and should be included, adjust the responsibility definition.

If the budget has already been generated, and you adjust the responsibility definition using BRSP,you must re-run Step 8, Responsibility Creation, and Steps 16 and 18, Budget File Creation (BGFC)and Generate a Budget (BCGB). If you use Modify Account Responsibility (MBAR), you need torerun Steps 16 and 18 only.


Forms used to create a budget

Forms used to create a budgetTo create a budget, you need to have several forms set up and several processes run.

Define the budget officer ID

After you have created your budget tree, you need to define the budget officer that is associatedwith the budget. You can use the GL Budget Officer Maintenance (GLOM) form to define the budgetofficer.

Procedure

To define the Budget Officer for use in both the General Ledger and Budget Management modules,use the GLOM form.

Results

The budget officer ID establishes who has budget responsibility for the GL account. In BudgetManagement, the budget officer ID determines who has control over the areas of responsibilitydefined in the budget.

Populate budget accounts with the fiscal year

If you are ready to enter the fiscal year for the budget accounts, you can use the Populate BudgetAccounts (PBAF) form.

Procedure

To populate the budget accounts with the fiscal year, use the PBAF form.

Enter your Identifier (Responsibility ID)

When you are ready to enter your Identifier into Budget Management for the budget, you can usethe Responsibility Identification (BRSP) form. You can only define a responsibility tree on BRSP.

Procedure

To establish an Identifier (Responsibility ID) for each budget unit and identify the budget officer IDresponsible for the budget unit, use the BRSP form.You create the responsibility tree from the top down. BSRP allows you to specify subordinatesreporting units for a specific reporting unit.



Create responsibilities

When you are ready, responsibility tree IDs can be related to specific GL account numbers for usein the budget creation process.

Procedure

To create responsibilities from the budget responsibility template file in budget accounts(BUDACCTS), use the Responsibility Creation (BRCR) form.

This process attaches the responsibility tree IDs to specific GL account numbers for use in thebudget creation process.

Verify account number is used in responsibility tree

If you need to verify that an account number is only in one responsibility tree, you can use theResponsibility Verification (BRVR) form.

Procedure

To determine if an account number has been defined for more than one responsibility area within asingle responsibility tree, use the BRVR form.

Define your budget

The budget administrator or budget coordinator can use the Budget Identification (BCID) form todefine the identification, title, administrator, and budget components.

Procedure

Use the BCID form to define your budget components.

Define base budget and comparables

To define up to five comparison columns and your base budget, you can use the Define Base andComparables (BCDB) form.

Procedure

To define five comparison columns, with their corresponding report headings, and a base budget forthe budget process, use the BCDB form.

Colleague uses the information defined in this process on the Generate a Budget (BCGB) formto generate a baseline budget and associated figures for budget comparisons. You can create a



beginning base budget by applying formulas to the entire base budget or by applying these formulasonly to selected subsets of budget line items.

Create budget work files

To create the budget work files, you can use the Budget File Creation (BGFC) form.

Procedure

To create the five budget work files that are to be used in the budget process, use the BGFC form.These files are created empty.

Results

You must run BGFC before you generate or regenerate a budget. Then run Generate a Budget(BCGB) to populate the budget files with data derived from the responsibility tree and base budgetcalculations.

Generate a baseline budget

You can generate baseline budget line items and comparables for a new budget or regenerate lineitems for an existing budget.

Procedure

If you want to generate the baseline budget line items and comparables for a new budget,regenerate line items for an existing budget when you want to add new GL numbers to the budget,or change the structure of the budget responsibility units, use the Generate a Budget (BCGB) form.The BGFC and BCGB process must always be run together.

Maintain budget line items

If you need to maintain your budget line items for a responsibility area, you can use theResponsibility Worksheet Line (RWLI) form.

Procedure

1. To maintain budget line items for a specific responsibility area, use the RWLI form.2. To change the amount for a line item, you must select Base Amount (BA) from the View With

field.3. Save RWLI.



Define officer worksheet line items

Use the Officer Worksheet Line Items (OWLI) form to work on budget line items.

Procedure

1. To work on budget line items that belong to a specific budget officer ID, use the OWLI form.You can only change the item amount in the View With column when you select Basic Amount(BA) from the list of valid entries.

2. If you do not want to work with all of the line items, use the Sub-Select field to select a subsetof line items.

3. Save OWLI.

Create a budget projection file

If you are ready to create a budget projection file, you can use the Create Budget Project File(CBPF) form.

Procedure

1. To create the file to be used in the budget projection process, use the CBPF form.2. The file created by CBPF is empty, and must be populated with the projection formulas and the

associated account numbers by completing the Populate Bgt Projection File (PBPF) form.You only need to run CBPF needs one time for each Budget Projection ID.

Create a budget projection report

You can produce a five-year projection for revenue and expense accounts by using the base yearand applying the formulas established for each of the five years in the selected Budget ProjectionTable, using the Budget Projection Report (BGPR) form.

Procedure

To choose a base year from any year for which actuals or adjusted budget information is retained,use the BGPR form.

Results

You can produce a five-year projection for revenue and expense accounts by using the base yearand applying the formulas established for each of the five years in the selected Budget ProjectionTable. All revenue and expense accounts that were active when the Populate Bgt ProjectionFiles (PBPF) process was run are included in the report. If you do not want all of the revenue andexpense accounts, use the GL Account Definition field to define the accounts to appear on thereport.



Create versions of budgets

If you need to create a version of a budget, you can use the Create Budget Version (BCCV) form.

Procedure

To "freeze" a budget at a specific point in time, use the BCCV form.

Results

No further modifications can be made to the frozen version, but the budgeting process continues inthe current version. The budget worksheets indicate any line items that have been changed. Thisallows you to see the last frozen version of the budget for ease in reviewing current activity.

You can restore a previous version to be the working version at any time.

Add line items to GL account numbers

If you have GL account numbers that are not included in any line item, use the Assign UnspecifiedLine Items (AULI) form to add them.

Procedure

1. To assign GL account numbers to line items that do not have GL account numbers, use theAULI form.

Budget line items for which there are no GL account numbers display Unspecified in the GLaccount number field.

2. To find budget line items that do not have GL account numbers, use the Unassigned GLNumber Report-Verify Unspecified Items (VUNI) form.

Relate budget line items to events or plans

If you need to define budget line items that relate to an event or plan, you can use the BudgetScenario (BGTS) form.

Procedure

To budget for a set of budget line items that relate to a specific event or plan, use the BGTS form.

You can also use this form to budget items for which no GL account number has been assigned.

You must reconcile these items and assign a GL account number before posting the budget to theGL.



Send transactions to the posting processor

When you are ready to send your transactions to the posting processor, you can use the PostBudget to General Ledger (PBGL) form.

Procedure

To send transactions to the posting processor before using the General Ledger module to post thebudget to the general ledger, use the PBGL form.

Create a five-year projection plan

You can use Budget Management to create a five-year projection plan.

Procedure

1. To identify a Projection ID and define the formulas to be used in the projection, use BudgetProjection Definition (BPID).

2. To create the budget projection file, use the Create Budget Projection File (CBPF) form.

This step should be done by the System Administrator. The file will be created empty.3. To populate the budget projection file with the formulas and account numbers to which they

apply, use the Populate Bgt Projection File (PBPF) form.

Calculations are not stored. They are done at the time the report is run.4. To display the five years of data based on the formulas and selection criteria used, use the

Budget Projection Report (BGPR) form.

Note: These steps must be followed in this order. After the first three steps have beencompleted for a Budget Projection ID, it is not necessary to run them again unless a change inthe formulas or account definition has taken place. You can run the report as many times as youwant using different bases, or report selection criteria, without having to re-run steps 1 through3.


Maintain a budget

Maintain a budgetYou can maintain a budget in Budget Management.

Maintain a budget

After you have created your budget, you can maintain the budget.

Procedure

1. To change the individuals attached to a Budget Officer ID, use the Budget OfficerMaintenance (BOFM) form.No change to the responsibility tree is necessary. The budget does not have to be re-generated.

2. To freeze a version of the working budget, use the Create Budget Version (BCCV) form.

After a version is frozen, it is no longer a working budget and cannot be changed.

A new working budget starts with the same data as the frozen version and can continue tobe worked on. Reports can flag budget line items that have changed because the last frozenversion.

3. To assign GL account numbers to any line item that has the designation “Unspecified,” use theAssign Unspecified Line Items (AULI) form.

“Unspecified” line items are budget line items created using Budget Scenario (BGTS) which donot have GL account numbers attached to them.

4. To post the approved budget to the general ledger, use the Post Budget to GL (PBGL) form.

Maintain the budget officer

If you need to make changes to the budget officer title, login, or people ID, you can use the BudgetOfficer Maintenance (BOFM) form.

Procedure

To change the login and people ID of the individual associated with the Budget Officer ID, use theBOFM form.


Maintain a budget

Maintain budget line items

If you need to maintain your budget line items for a responsibility area, you can use theResponsibility Worksheet Line (RWLI) form.

Procedure

1. To maintain budget line items for a specific responsibility area, use the RWLI form.2. To change the amount for a line item, you must select Base Amount (BA) from the View With

field.3. Save RWLI.

Maintain budget line items for a Budget Officer

If you need to maintain your budget line items for a budget officer, you can use the Budget OfficerWorksheet Line (OWLI) form.

Procedure

1. To maintain budget line items for a specific budget officer, use the OWLI form.2. To change the amount for a line item, you must select Base Amount (BA) from the View With

field.3. Save OWLI.

Maintain GL account responsibility

If you need to change an area of responsibility for a single GL account number, you can use theModify Account Responsibility (MBAR) form.

Procedure

To change the area of responsibility for a single GL account number, or place in the responsibilitytree, use the MBAR form.

These changes are temporary in nature, and overwritten if the Responsibility Creation (BRCR) formis run after they are made. Permanent changes should be made in the responsibility tree itself.


Maintain a budget

Modify a budget after it is posted to the GL

If you need to modify a budget after it has been posted to the general ledger, you can use theReinstate a Posted Budget (RAPB) form.

Procedure

To modify a budget after it has been posted to the GL, use the RAPB form.

Results

When the modified budget is reposted to the GL, the difference between the figures on the originalbudget and those in the modified budget are posted as budget adjustments. The net result is thenew budget.


Delete responsibility

Delete responsibilityYou can delete an area of responsibility from a responsibility tree.

Before you begin

You cannot detach a responsibility ID that has reporting units without first removing the reportingunits. You cannot detach a responsibility ID if it is in use or if it has been run through theResponsibility Creation (BRCR) form.

Procedure

1. Access the Delete Responsibility (DRSP) form.2. Enter the Budget Responsibility that you want to delete.3. Proceed with the deletion by performing a record delete.4. Save DRSP when you are done.


Define Budget Alias

Define Budget AliasYou can authorize a person, other than the budget officer, to work on budget line items.

Procedure

1. Access the Budget Alias Definition (BADF) form.2. Enter the login IDs of the alternates who can enter data for the budget office, and to associate

the login IDs with the budget office ID.3. Save BADF.4. Access the Budget Alias Assignment (BAAS) form to assign the alias and to gain access to

the budget line items.5. Save BAAS.

The budget office remains responsible for the line items. An audit trail can be established tokeep track of who does the entry.

Define Budget Distribution Tables

You can use the Budget Distribution Tables (BDTM) form to create distribution tables to distributeapproved budget line items to the General Ledger.

Procedure

1. Access the BDTM form.2. Enter the Distribution Table Name.3. Enter the Distribution Table Type.4. Enter the other appropriate fields.5. Save BDTM.

Add a new manual line item

You can use the Manual Line Item Addition (MLIA) form to add a new, single GL account number toan area of responsibility for an existing budget.

Procedure

1. Access MLIA.2. Enter the General Ledger Account.3. Save MLIA.

You do not need to regenerate the budget.


Define Budget Alias

Modify active budget scenarios

You can use the Modify Active Budget Scenarios (MABS) form to modify any active scenario in asecured budget.

Procedure

1. Access the MABS form.2. Enter the appropriate field information.3. Save MABS.

Update annualized comparables

You can use the Update Annualized Comparables (BCUC) form to update any of the fivecomparables that do not have data for 12 periods.

Procedure

1. Access BCUC.2. Enter or Lookup the budget that you want to work with.3. Enter Yes in the Update Comparables field, if you want to update the comparables.4. Save BCUC.

Colleague determines the calculations and multiples the result by 12.

Secure active budget scenarios

You can use the Secure Active Budget Scenario (SABS) form to secure all active scenariosassociated with a specified budget so that they can be maintained independently from the budgetofficers who created them.

Procedure

1. Access the SABS form.2. Enter or Lookup the budget that you want to work with.3. Enter Yes if you want to Proceed with Securing Scenarios.4. Save SABS.


Define Budget Alias

Report on distribution tables

You can use the Distribution Table Report (BDTR) form to specify which distribution tables you wantto include on the Distribution Table Report.

Procedure

1. Access the BDTR form.2. Specify the tables to include.3. Save BDTR.

Run the budget organization chart report

You can use the Budget Organization Chart (BROC) form to produce a report listing everyone whohas responsibility in the budget process at your institution.

Procedure

1. Access the BROC form.2. Enter or Lookup the Budget ID.3. Save BROC to run the report.

Run the budget responsibility report

You can use the Budget Responsibility Report (BJRR) form to produce a list of authorized budgetofficers, their assigned areas of responsibility, and the cutoff dates for the budgets. After the cutoffdates, the budget officers can no longer change their budget figures.

Procedure

1. Access the BJRR form.2. Enter or Lookup the Budget ID.3. Enter the Responsibility Date.

The Reports to include field displays the budget IDs of the budgets that will be included in thereport.

4. Save BJRR.


Develop Budgets in Colleague Self-Service

Develop Budgets in Colleague Self-ServiceCost center managers can develop budgets in Self-Service.

Budget Worksheet

You can access the budget worksheet from the Financial Management landing page in Self-Service.You can see five columns of comparable data in the worksheet.

The title of the worksheet comes from the Budget ID and Budget Description fields on the BudgetIdentification (BCID) form.

All of the General Ledger accounts associated with any of the budget officers that are assigned tothe user for this budget display on the worksheet.

The budget officer can also see all of their reporting units.

The budget amounts are maintainable in the worksheet.

Authorization dates are not enforced in the Budget Worksheet.

Note: The Budget Worksheet uses all of the existing Budget Management setup in Colleagueand creates a page similar to that of the Responsibility Worksheet Line (RWLI) and the OfficerWorksheet Line Items (OWLI) forms.

You can find more information about the Budget Worksheet in the help for the page. You need tohave access to the Budget Worksheet to see the help.

Set up budgets in Colleague Self-Service

If you want to use Budget Management in Self-Service, you need to assign a working budget on theBudget Development Parameters (BDVP) form.

Procedure

1. Access BDVP.2. Enter a working budget ID in the Self-Service Working Budget field.

If you do not enter a working budget on this form, you cannot see any budgets in Self-Service.3. Save BDVP.


budget management colleague finance

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