human capital management 9ims.uthscsa.edu/technology_support/guides/hcm... · human capital...

Human Capital Management 9.0 Planning Budget Process Guide

Front Office and EC Member

DCATS 210-567-7777, option 5

Information Management Client Support Services

Training Guide | Version 11 | Jan 2013

PeopleSoft HCM 9.0 Planning Budget Process FO

DCATS 567-7777 Option 5

Budget Process

Introduction & Objectives

UTHSCSA implemented the Budget Workflow process to assist users in navigating through the various panels needed to complete the annual budget process. The Budget Workflow guides the user through the panels involved in the Budget process using 7 steps. These steps are explained further in this guide. Steps 1-3 are the responsibility of the Budget office and begin when they receive the budget information from Austin. This is when the timeline is created and published and the deadlines are established. As the fourth step in the Budget process, the departments are responsible for editing of their budget information. Step 5 is the responsibility of the Executive Committee members and then steps 6-7 are again the responsibility of the Budget office. The steps and panels that follow require the user to enter data about the Budget for their particular department on their particular step. Once the deadline has been reached, the Budget office will then initiate the next step in the Budget Process. Once the next step is initiated, there is no way to go back to the previous step. After all steps have been completed, the Regent’s Report will be run and submitted to Austin.

The processes we will review are:

• Describe the budget process • Identify and describe the 7 steps for the Budget Process • Review the timelines and deadlines • Describe the Query reports • Identify the steps for entering the Budget information • Enter the Budget information

Key Points

Upon completion of this topic you will be able to complete Step 4 of the Budget Process Workflow by:

• Create a Excel spreadsheet by exporting the departmental data to create a working document

• Complete data entry for your department’s Budget • Print a copy of your fiscal year Budget



Table of Contents Signing into PeopleSoft HCM .................................................................................................... 4 Queries for EC and Departmental Budget Users .............................................................. 7

Running the Budget Query ..................................................................................................... 8 Using HTML .................................................................................................................................. 9 Exporting into Excel ............................................................................................................... 10

Position Budgets Panel – Step 4 ........................................................................................... 11 EC task – Position Budgets Page Review .......................................................................... 15



Signing into PeopleSoft HCM To begin the Front Office portion of the Budget Process, you must first log into the Portal using the steps below.

1. Click on inside.uthscsa (portal)



2. Enter your UTHSCSA Domain username and password

Once signed into the portal click on the following link within the Enterprise Menu 3. Click on HSC Business Applications



4. This will expand to show several application options. Click on Human Capital Management

5. Select Human Capital Management again

A second window will open and the menu options will change. You will use this menu to access the HCM Budget Planning pages.



Queries for EC and Departmental Budget Users HSC_DEPT_BUD_PLANNING_RPT (salary report by position owner) This query shows the department positions and salaries used to plan the new budget year.

HSC_DEPT_BUD_PLAN_RPT_FUND_OWN (salary report by fund/account owner) This query shows positions you are funding with your departmental funds for the planning budget year, but the position is owned by a different department.



Running the Budget Query To run one of the Budget queries click on the following links

1. Reporting Tools 2. Query 3. Query Viewer

In the “begins with” field, type in HSC_DEPT and click on Search, or type in the specific name of the report you would like to view and click on Search.

The Search Results will allow you to run and view your report in Excel or HTML format.



Using HTML To run your report in an HTML format, follow the steps below.

1. Click on the HTML link and enter your Department ID and Fiscal Year 2. Click on View Results.

Your report will appear as you see below. If you have more than one page of information you may use the navigational arrows to page through the report.

You may still export the report into Excel by clicking on the Excel Spreadsheet link.



Exporting into Excel To run your report in an Excel format, follow the steps below.

1. Click on the Excel link and enter your Department ID and Fiscal Year 2. Click on View Results.

A prompt will appear with the options to OPEN, SAVE, or CANCEL. By selecting SAVE you may store your report on your desktop or in a specified folder.

Once you have made your selection your report will appear as seen below.



Position Budgets Panel – Step 4 This page will be available to departments that choose to change their individual position budgets. The same steps can be performed for positions funded on State and/or Non-State Project IDs. Click on the following links.

1. HSC Custom Components 2. Planning Budget 3. Use 4. Position Budgets

To view all positions in your department at one time, you can enter your Department ID and click on Search. From the search results click on the position you would like to view within the menu. To view one position at a time, enter the position number you are attempting to update and click on Search.



When you have selected a position or employee to update, you will see the page used for employee budget changes. You should see an Effective date of 09/01/2013 You should see Step: 4 You should see the word PLANNING at the top of the page By Clicking the View All link, you can review all previous changes for this position.

Please Note: The effective date should appear as 09/01/2013 and departments should not be able to insert or change the effective date on the Budget Planning Position page.

If the effective date is not displayed as 9/1/2013, or if Step 4 is not displayed and you do not see the word PLANNING at the top of the page,you are not in the Budget Planning pages. Go to the Budget Planning pages following the steps below:

HSC Custom ComponentsPlanning BudgetUsePosition Budgets

Click inside the funding row and enter necessary changes to any of the active fields.

• Earn Code • Combination Code • Percent Effort • Budget Amount • Funding Begin Date • Funding End Date



During the Planning Budget timeframe, departments are able to enter changes and allow for multiple funding end dates. This is primarily for grants that expire before the end of the fiscal year.

Click on the ,to either insert a new blank funding row, or remove a row.

5. Enter the desired Earn Code, Combination Code, Percent Effort and Budget Amount.

6. Enter the correct Funding Begin Date for this Combination code 7. Enter the correct Funding End Date for this Combination code

Funding Begin and Funding End dates must be consecutive. You cannot skip days or months in between the funding rows entered.



If you scroll all the way to the right, you will see the extended partial budget amounts for the funding rows entered.

After making the changes click on SAVE. If you searched by your department id, you may click on Return to Search or Next in List to view the complete list of positions. If you searched by a specific position, you will click on Return to Search to enter the next position number.

After all changes have been entered and saved, queries should be re-run to view the changes entered. Users should keep in mind that queries will not reflect revised salary amounts until the next ½-hour update process occurs, which is scheduled to run from 7am to 7pm daily, including weekends. From the Main Menu in the breadcrumbs, go to the Query Viewer

1. Click on Main Menu 2. Click on Reporting Tools 3. Click on Query 4. Click on Query Viewer

Follow the instructions beginning on page 8 for guidance on how to re-run your queries.



EC task – Position Budgets Page Review The EC member has the ability to review the individual position budget changes the departmental budget entry person updated.

1. HSC Custom Components 2. Planning Budget 3. Use 4. Position Budgets

To view all positions in your department at one time, you can enter your Department ID and click on Search. From the search results click on the position you would like to view within the menu. To view one position at a time, enter the position number you are attempting to update and click on Search.



When you have selected a position or employee to update, you will see the page used for employee budget changes. You should see an Effective date of 09/01/2013 You should see Step: 4 You should see the word PLANNING at the top of the page By Clicking the View All link, you can review all previous changes for this position.

Please Note: The effective date should appear as 09/01/2013 and departments should not be able to insert or change the effective date on the Budget Planning Position page.

If the effective date is not displayed as 9/1/2013, or if Step 4 is not displayed and you do not see the word PLANNING at the top of the page,you are not in the Budget Planning pages. Go to the Budget Planning pages following the steps below:

HSC Custom ComponentsPlanning BudgetUsePosition Budgets

Click inside the funding row and enter necessary changes to any of the active fields.

• Earn Code • Combination Code • Percent Effort • Budget Amount • Funding Begin Date • Funding End Date



During the Planning Budget timeframe, departments are able to enter changes and allow for multiple funding end dates. This is primarily for grants that expire before the end of the fiscal year.

Click on the ,to either insert a new blank funding row, or remove a row. EC members can edit all updates that were entered on positions.

Funding Begin and Funding End dates must be consecutive. You cannot skip days or months in between the funding rows entered. After making the changes click on SAVE. If you searched by your department id, you may click on Return to Search or Next in List to view the complete list of positions. If you searched by a specific position, you will click on Return to Search to enter the next position number.

human capital management 9ims.uthscsa.edu/technology_support/guides/hcm... · human capital...

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