PeopleSoft 9.0 HCM

UT Budgets for End Users FY 2013Instructor:

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Important Logistics!

3/3/2003

• Name Tents• Sign-in daily on class roster• Class starts ON TIME – please be punctual• Pagers & cell phones on silent/vibrate

mode• Web-mail during breaks only• Facilities information– Food, restrooms, safety– PC equipment

Introductions• PeopleSoft experience– HRMS ID?– HRMS Intro/Financials Overview

provide good foundation/terminology• Expectations– Content– Demonstration– Q&A

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Agenda

3/3/2003

Lesson 1: Course OverviewLesson 2: Custom Budgets OverviewLesson 3: Entering Line Item Budget DataLesson 4: Entering Position Budget DataBREAKLesson 4: Entering Position Budget Data (cont’d.)Lesson 5: Inquiring on Budget DataLesson 6: Running Budget Reports

UT Budgets OverviewLesson 2 of 6

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Key Components

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Process Flow

Austin or Bust!

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Important Dates

4/1/2005

• Mar 05 UT Budgets FY 2013 Go-Live (system open)

• Mar 27 Department deadlineto request vacant positions

• Apr 02-13 Department lockout (verify with your dean’s office)

• Apr 16 Operating Unit deadline to requestvacant positions

• Apr 20 Operating Unit lockout * Drop-dead date for ALL USERS

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Budgeting Roles – End User

• Preparer (UTBD_DPT)– Budget preparation & reporting at

the Budget Center level

• Operating Unit (UTBD_OPU)– Authorization for approvals of

departmental budgets– Budget preparation & reporting at

the Operating unit level

4/1/2005

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Budget Preparers:• Have existing HRMS User ID– Attend Budgets training

• New User (don’t yet have HRMS User ID)– Attend Budgets training– For assistance with Security Request Form, contact Help Desk

Report Writers:• Have existing security access to HRMS• Contact Help Desk for assistance in using Budgets tables

Getting Security Access

4/1/2005

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• Budget Center = Speed Type• Speed Types smart-coded DDDDFF####:

– First 4 digits = first 4 digits of Dept ID– Next 2 digits = first 2 digits of Fund Code– Last 4 digits = system assigned sequential numbers

• Use public queries to find your speed type– Contains “speed” in Name or Description– In HCM, queries begin with UT_SPEED– IN FMS, try GLX_SPEEDTYPES_BY_DEPT or

UTX_DEPT_COMBO_LOCATE

Budget Centers

4/1/2005

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Where’s the Pool?

Position Data Entry

Line Item Revenue

Line Item Expenses

4/1/2005

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Benefits Pool 61005

• For designated, service, & Auxiliary funds, allow sufficient funds to cover benefit rate of gross salaries budgeted in expense pools:– 61001 Faculty Salaries– 61002 A&P Salaries– 61003 Classified Salaries– 61004 Other Wages (casual, DPA, longevity, etc.)

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• Technical support – Help Desk 486-4848• Business processes / policies –

BFR Team 500-4919• Budget Instructions &

Supplemental Documents –BFR web site

Resources / Support

4/1/2005

Entering Line Item Budget DataLesson 3 of 6

• FMS data load• Data entry by:– Budget Centers

except grants)– Expense pool accounts– Revenue detail accounts

Line Item Budget Data

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Entering Position Budget DataLesson 4 of 6

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Position Budget Data Entry• HRMS data load• Data entry by:– Position (existing, new, vacant)– Budget Centers (including grants)– Expense detail accounts

• Search page defaults to Correct History to edit key fields

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Earnings Codes

• Base Pay• Additional Pay• BFR enters Without State Funding

Appointments– Cross-Appointments W01-W07

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What About Longevity?

• NOT recorded in Position Budget Data Entry component

• For non-state funds, include Longevity in the Line Item Budget Data component:– Expenses page– Budget pool 61004 – Other Wages

4/1/2005

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New Positions• New hires and vacant positions added to Custom Budgets

through nightly process• Vacant positions identified by V##### EmplID• HRMS Department for the vacant position can choose to:

– Leave vacant EmplID– Change from one vacant EmplID to another– Change from vacant to an existing EmplID

4/1/2005

NEW

NEW

Inquiring on Budget DataLesson 5 of 6

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Salary Detail List by Bud Ctr• Navigation:– UT Budgets Use

Salary Detail List by Bud Ctr• Can also use link from:– Employee Summary

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Employee Summary Page

• Navigation:– UT Budgets Use

Employee Summary Page• Can also use hyperlink from:– Salary Detail List by Bud Ctr– Position Budget Data Entry

• Requested Tenure

IT Training

Running Budgets ReportsLesson 6 of 6

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04/19/2023 IT Training

Running Standard Reports

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• Add new or use existing Run Control ID (no spaces allowed)• Together with your User ID uniquely identifies the job

1. Run Control Page

• Enter your request parameters (filters/criteria)• Click RUN button.

2. Parameters Page

• Enter where, when (off-peak time), and how to run the report/process

• Click OK button

3. Process Scheduler Page

• Enter new parameters to re-run report/process OR• Use hyperlinks to Process Monitor or Report Manager OR• Navigate to another PeopleSoft page

4. Parameters Page Reappears

• Use to check status and view report results• Use hyperlinks on parameters page OR• Main Menu > Reporting Tools > Report Manager OR• Main Menu > PeopleTools > Process Scheduler > Process

Monitor

5. Process Monitor or Report Manager

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Running Public Queries

Prompts(criteria)

View Results

Run

Search

Download

IT Training

nVision Reports in FMS

• Reporting Tools PS/nVision Define Report Request

• Search for Report ID that beings with “BD”

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Parameters(criteria)

View Results

Run

Search

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Wrap-Up

• Security• Questions and answers