EA Monetary Forecasting Tool Documentation

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Table of Contents

I. General Information (page 3)II. Start Page (page 4)

III. Definition of Speedtype List (page 5)IV. Forecasting Personnel (pages 6-10)V. Forecasting Remaining Revenue and Expenses (pages 11-19)

a. Controlled Funds (pages 12-13)b. Grants (pages 14-15)c. Cash Funds (pages 16-17)d. Scratch Pad (pages 18-19)

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General Information regarding the tool. The tool is designed to help facilitate monthly pacing of expenses and revenue (or available funds) for the current fiscal

year. The monthly revenue and expense data can then be leveraged to provide cash flow projections and variance to budget reporting.

As this tool is designed to handle controlled funds, cash funds and grants, the term “revenue” refers to both true revenue for cash funds and available funding for controlled funds and grants.

Data is current through end of most recently completed calendar month. Blue colored cells are cells where user input needs to be provided. In the event that an error box pops up while using this tool, click “end” and continue on. This is due to a bug in Excel

and should not affect your use of the spreadsheet. If screens fail to update, or residual elements remain on any page, please use the “Refresh Screen” button in the upper

right corner of each screen.

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Step 1: Start Page

1. Click on the “Retrieve Speedtypes” button. This will take you to the “1b_Speedtype_List” tab.2. Please do not try to select the “Unprotect Sheets” or “Protect Sheets” buttons. These are for EA use only.

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Step 2: Definition of Speedtype List

The Monetary Forecasting Tool will automatically list any speedtypes with one or more of the following attributes:

1) Has transactional activity within the PeopleSoft Journals in the current or prior 3 year fiscal years, with the exception of: a. Grants with end dates prior to the start of the current fiscal yearb. Project speedtypes with (project status of “I” OR project end date prior to start of the current fiscal year) AND no journal transactions in the

current fiscal yearc. Non-project speedtypes with status of “I” and no journal transactions in current fiscal year or six months prior

2) Has non-zero entries within the Budget tables (KK_Budget to be exact).

Note: If there are speedtypes that are no longer valid in the list automatically generated by the tool, feel free to delete them. To delete a speedtype, please highlight the cells and delete the content. Due to protections, row deletion is not available. Similarly, if there are new speedtypes that need to be added, please add them at the bottom of the list (please list Business Unit and Speedtype at a minimum when entering a new speedtype).

Note: Unfortunately, speedtype modifications from prior month may not be carried over to current template.

Once you have the final list of speedtypes for your Department, click on the “Finalize Speedtypes” button. This will take you to the “2_ Forecast _Home” tab.

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Step 3: Forecast Personnel

Once your speedtype list has been finalized, the next step is to start creating your forecast. If for some reason you need to make changes to your speedtype list you can click on the “Return to Speedtype List” button to return to that screen.

The first step in creating your forecast within this tool is to forecast your personnel expenses. To begin this process, click on the “Forecast Personnel” button and it will take you to the following screen:

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Step 3: Forecast Personnel (cont’d)Note, if you have already entered previous version of your forecast, this table may already have values populated from that prior exercise. Regardless, click on the “Enter Employee Detail” button, and it will take you to the following screen:

Again, if you have already entered previous version of your forecast, this table may already have values populated from that prior exercise.

If it is the initial load for the month, or if you want to start from the beginning, click on the “ Import Initial Estimates” button, and it will automatically load summarized payroll information (both Salary/Wage and Fringe) by employee and speedtype for those speedtypes on your list with these expenses. If you have already loaded the data for the month and have entered updates you want to keep, DO NOT click on “Import Initial Estimates” button as this will overwrite the data.

In addition to providing actuals expenditures YTD, the tool will also estimate the remaining salary and fringe for each employee/speedtype combination (assuming the employee’s funding distribution remains constant and they are employed through the end of the fiscal year). After clicking on the “ Import Initial Estimates” button, your screen should look similar to the following (minus the blacked out employee info):

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Step 3: Forecast Personnel (cont’d)If you do not foresee any changes in the funding distribution for any of your personnel for the remainder of the fiscal year, you can simply click on the “Return to Employee Summary” button to proceed. If modifications do need to be made for future funding changes, the following information should help guide you through this process.

Note: If an employee will be funded on a speedtype that they have not been funded on yet in the current fiscal year, or the amount on a given speedtype will change after the listed Beg Pay Period (due to future rate or funding allocation changes), a new row will need to be added, and you will need to enter their Employee ID, Name and Position Number on that given row along with the fields listed below.

Speedtype: Speedtype funding the expense

Budget Category: Select “Salary & Wages” or “Fringe Benefits”

YTD Actuals: Shows the actual expenses year-to-date for the given employee/speedtype/budget category combination. Do not need to enter anything in this column.

Remaining Forecast: This is the amount that you want to forecast for the remaining portion of the fiscal year on the given employee/speedtype/budget category combination. After the first pay period, this amount will be estimated by the tool for those combinations that have already had expenditures during the given fiscal year. For new combinations, or situations where there will be future changes in the funding distribution for an individual, you will need to provide an estimate. Estimates can be calculated using the Personnel Scratchpad, which is described later in this manual.

Beg Pay Period: This is the pay period on which you expect the expenditures captured in the Remaining Forecast column to begin. These values will be estimated by the tool for those combinations that have already had expenditures during the given fiscal year.

End Pay Period: This is the pay period on which you expect the expenditures captured in the Remaining Forecast column to end. These values will be estimated by the tool for those combinations that have already had expenditures during the given fiscal year.

(Note: If there are combinations where expenses have occurred during the fiscal year, but did not occur in the most recent pay period, the tool will provide the beginning and end pay periods for those expenditures in the Beg Pay Period and End Pay Period columns as well as a value of $0 in the Remaining Forecast column. The assumption is the individual is no longer being paid on the given speedtype. If this is not true, you will need to add new columns as outlined above).

Jul – Jun: Nothing needs to be entered into these columns as the tool will pace the expenses based on the values in the Remaining Forecast, Beg Pay Period and End Pay Period columns.

Modified: In this column, select “Y” for “Yes” anytime you have modified a row, or added a new row. This lets the tool know to highlight the modified personnel the following month so you can check to see if they should be modified again.

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Step 3: Forecast Personnel (cont’d)If modifications need to be made but you are unsure of what numbers to enter, you may use the Payroll Scratch Pad. You must have already imported your initial estimates, and then click on the “Go to Payroll Scratch Pad” button. You will be taken to a screen that looks like this:

If the change is to a current employee and there is no overall salary change, all you need to do is select their name in the drop down list on the left, then choose the speedtype you are changing along with the percent of salary going to that speedtype, and the relevant pay periods of the change. You will then see the amounts which need to be entered on the “4_Emp_Detail_Budget” tab displayed on the right. These can be copied and pasted into the proper places.

If the change involves an employee who is not on the drop down list or their salary amount is changing, switch the box below the red type to say “No”. Then, you must enter their total salary per pay period in the blue box below that. After that, you follow the same steps as you would for a currently listed employee. Choose the speedtype in question, the percent of salary going to that speedtype, the appropriate pay periods, and you will get the numbers you need to copy over to the next tab.

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Step 3: Forecast Personnel (cont’d)Once you have completed the data entry for your personnel budget, click on the “Return to Employee Summary” button. Once back at the “3_Emp_Summary_Budget” tab click on the “Refresh Summary” button. Please note that this step is MANDATORY. When that is done, your screen should now look similar to the following (minus the blacked-out data):

When you are satisfied with the information you have entered click on the “Load Personnel Forecast” button. This button outputs your personnel forecast. If you do not click this button your personnel forecast will not be saved. If you need to make future changes to your personnel forecast, click on the “Enter Employee Detail” button to modify your entries. Please note that if a blank space appears in the leftmost three columns, this is because the salary lines apply to the person listed above who occupies multiple positions.

Note: When back on the “4_Emp_Detail_Budget” tab, do not click on the “Import Initial Estimates” button again unless you want to start over as it will erase any data currently on the tab.

When you have finalized and output your personnel budget, click on the “Return to Forecast Home” button to go back to the “2_Forecast_Home” tab.

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Step 4: Forecast Remaining Revenue and Expenses

Now that you have completed your personnel forecast, it is time to enter the remaining revenues and expenses into the tool. To forecast a speedtype, simply select it from the drop down in the “Select Speedtype to Forecast” box and then click the “Forecast Speedtype” button. Depending on the speedtype selected, you will be directed to either the “Controlled_Funds”, “Cash_Funds” or “Grants” tab.

Note: On each of the tabs for the various fund types, there will be a “Forecast Summary” box in the upper right hand corner that provides directional information regarding the projected standing of the speedtype based on the currently entered forecast values. Below is an example:

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Step 4: Forecast Remaining Revenue and Expenses (cont’d)

Controlled_Funds Tab

Forecasting Revenue – Controlled FundsThe Monetary Forecasting Tool provides actual revenue (or new available funds) fiscal year-to-date, so only the remaining months of the fiscal year must be forecasted. Existing entries from prior months will automatically be incorporated. Please verify that these are still appropriate. Otherwise, please click on the “Go to Forecast Entry Form” button and enter new values, or changes, for the remaining months.

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Step 4: Forecast Remaining Revenue and Expenses (cont’d)

Forecasting Expenses – Controlled FundsThe Monetary Forecasting Tool will automatically enter the following expense information for the user:

1) “Salary & Wages” and “Fringe Benefits” information for the entire fiscal year. These numbers are based off of the information provided when forecasting personnel. These figures should not be updated. If you have a change that needs to be made in either of these categories, please go back and make these in the personnel forecast. (Note: If the personnel forecast has not entered and loaded yet, you will see values of “#VALUE!” in these rows – please go back and complete the personnel forecast).

2) The tool will automatically list any Expense Account Class that has actual expenditures fiscal year-to-date or that was forecasted in the prior version of the forecast (if there is one). For any Expense Account Class with actual expenditures, those will be automatically populated in the respective month.

For controlled funds the Monetary Forecasting Tool also provides the following information for each of the Expense Account Classes:1) Available Funds (Including Transfers) – This is the available amount reflected in the budget system (KK_Budget) net of transfers/BAFS year

(does not include any carry-forward/beginning balance). Note, in the budget system OOE categories are not budgeted separately, so you will not see values for most individual categories here.

2) Forecast Entered Below - Total sum of the forecast currently entered on the sheet in the Forecast Entry Tab for each of the Expense Account Classes.

Since the fiscal year-to-date expenditure values are already automatically entered in the Expense Forecast section, the user only needs to enter a forecast for the remaining months of the fiscal year for each of the Expense Account Classes. To help the user accomplish this task, the tool provides additional information (historical patterns, pacing tool, etc.) on the “Scratch_Pad” tab. To go to this tab, simply click on the “Go to Scratch Pad“ button. (More information about the “Scratch Pad” tab can be found starting on page 18).

Once you have entered both the revenue and expense forecasts for the given speedtype, click on the “Return to Forecast Home” button to go back to the “2_Forecast_Home” tab.

At any point in time, once you have loaded the OOE Forecast from the “2_Forecast_Home” tab, you can view the forecast you have entered for a speedtype by selecting it in the “Select Speedtype to Forecast” box and then clicking on the “View Speedtype Forecast” button.

Additionally, you can view the revenue/expense entries you have entered with details and notes for any speedtype from the “2_Forecast_Home” tab by selecting the speedtype in the “Select Speedtype to Forecast” box and then clicking on the “View Speedtype Forecast Entries” button.

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Step 4: Forecast Remaining Revenue and Expenses (cont’d)

Grants Tab

Forecasting Revenue – GrantsThe Monetary Forecasting Tool provides actual revenue (or new available funds) fiscal year-to-date, so only the remaining months of the fiscal year must be budgeted. If a prior version of the budget has been entered the tool will also bring in these values. Otherwise, please enter new values for the remaining months by clicking on the “Go to Forecast Entry Form” button and filling out a row for each revenue item.

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Step 4: Forecast Remaining Revenue and Expenses (cont’d)

Grants Tab (cont’d)

Forecasting Expenses – GrantsThe Monetary Forecasting Tool will automatically enter the following expense information for the user:

1) “Salary & Wages” and “Fringe Benefits” information for the entire fiscal year. These numbers are based off of the information provided when forecasting personnel. These figures should not be updated. If you have a change that needs to be made in either of these categories, please go back and make these in the personnel forecast. (Note: If the personnel forecast has not been entered and loaded yet, you will see values of “#VALUE!” in these rows – please go back and complete the personnel forecast).

2) The tool will automatically list any Expense Account Class that has actual expenditures fiscal year-to-date or that was forecasted in the prior version of the forecast (if there is one). For any Expense Account Class with actual expenditures, those will be automatically populated in the respective month.

For grants the Monetary Forecasting Tool also provides the following information for each of the Expense Account Classes:1) Funds Loaded in PS KK_Budget – This is the amount of available funds reflected in the budget system (KK_Budget) for the current fiscal year

(does not include any carry-forward/beginning balance). 2) Forecast Entered Below - Total sum of the forecast currently entered on the sheet in the Forecast Entry Tab for each of the Expense Account

Classes. This is similar to the information provided for Controlled Funds.

Since the fiscal year-to-date expenditure values are already automatically entered in the Expense Forecast section, the user only needs to enter forecast for the remaining months of the fiscal year for each of the Expense Account Classes. To help the user accomplish this task, the tool provides additional information (historical patterns, pacing tool, etc.) on the “Scratch_Pad” tab. To go to this tab, simply click on the “Go to Scratch Pad“ button. (More information about the “Scratch Pad” tab can be found starting on page 18).

Once you have entered both the revenue and expense forecasts for the given speedtype, click on the “Return to Forecast Home” button to go back to the “2_Forecast_Home” tab.

At any point in time once you have loaded your OOE Forecast, from the “2_Forecast_Home” tab, you can view the budget you have entered for a speedtype by selecting it in the “Select Speedtype to Forecast” box and then clicking on the “View Speedtype Forecast” button.

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Step 4: Forecast Remaining Revenue and Expenses (cont’d)

Cash_Funds Tab

Forecasting Revenue – Cash FundsThe Monetary Forecasting Tool provides actual revenue fiscal year-to-date, so only the remaining months of the fiscal year must be budgeted. If a prior version of the forecast has been entered the tool will also bring in these values. Otherwise, please enter new values for the remaining months by clicking on the “Go to Forecast Entry Form” and filling out a row for each.

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Step 4: Forecast Remaining Revenue and Expenses (cont’d)

Cash_Funds Tab (cont’d)

Forecasting Expenses – Cash FundsThe Monetary Forecasting Tool will automatically enter the following expense information for the user:

1) “Salary & Wages” and “Fringe Benefits” information for the entire fiscal year. These numbers are based off of the information provided when forecasting personnel. These figures should not be updated. If you have a change that needs to be made in either of these categories, please go back and make these in the personnel forecast. (Note: If the personnel forecast has not been entered and loaded yet, you will see values of “#VALUE!” in these rows – please go back and complete the personnel forecast).

2) The tool will automatically list any Expense Account Class that has actual expenditures fiscal year-to-date or that was forecasted in the prior version of the forecast (if there is one). For any Expense Account Class with actual expenditures, those will be automatically populated in the respective month.

Since the fiscal year-to-date expenditure values are already automatically entered in the Expense Forecast section, the user only needs to enter forecast for the remaining months of the fiscal year for each of the Expense Account Classes. To help the user accomplish this task, the tool provides additional information (historical patterns, pacing tool, etc.) on the “Scratch_Pad” tab. To go to this tab, simply click on the “Go to Scratch Pad“ button. (More information about the “Scratch Pad” tab can be found starting on page 18).

Once you have entered both the revenue and expense forecasts for the given speedtype, click on the “Return to Forecast Home” button to go back to the “2_Forecast_Home” tab.

At any point in time, from the “2_Forecast_Home” tab, you can view the forecast you have entered for a speedtype by selecting it in the “Select Speedtype to Forecast” box and then clicking on the “View Speedtype Forecast” button.

Step 5: Save the Forecast

When the forecasts have been entered for all of the speedtypes, click the “Load OOE Forecast” button on the “2_Forecast_Home” tab, and then save the spreadsheet. You can also load OOE at any point in the process and then continue to make changes and load again afterwards – data will not be duplicated by loading multiple times. Please do not rename the spreadsheet as it is a working file, and the name will need to be unchanged in order for the programs to find the information they need.

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Scratch Pad Tab

The “Scratch_Pad” tab provides the following information to the User:

1) Revenue Information Summary - i. Prior FY – provides monthly revenue amounts for the given speedtype for the prior FY.

ii. Avg of 3 Prior FYs – provides the average monthly revenue amounts for the given speedtype for the 3 prior fiscal years.iii. Actuals YTD – provides the actual monthly revenue amounts, year-to-date, for the current fiscal year.

Note: For controlled funds or grants the revenue information above is not provided as available funds are determined by Budget Office or Grant sponsor.

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Scratch Pad Tab (cont’d)

2) Expense Information Summary (Non-Personnel)There are 2 sections of information provided here. - The first section provides yearly totals by Expense Account Class. - The second section provides monthly information for a selected Expense Account Class (Travel is selected in the screen shot above). To change the

Expense Account Class being displayed, simply click in the blue shaded cell (under the “Select Account Class” heading) and select the desired the Expense Account Class.

Both sections provide the following information:

i. Prior FY – provides expense amounts for the given speedtype for the prior FY.ii. Avg of 3 Prior FYs – provides the average expense amounts for the given speedtype for the 3 prior fiscal years.

iii. Actuals YTD – provides the actual monthly expense amounts, year-to-date, for the current fiscal year.

3) Forecast Pacing Tool

For a given forecast value (entered in the blue cell to the left of the “Enter Desired Forecast Amount” heading), the Forecast Pacing Tool paces the forecast value across the remaining months of the fiscal year using one of 3 methodologies:

i. Uniform : the given forecast amount is spread evenly across the remaining months.ii. Actuals – Prior FY : the given forecast amount is spread to each of the remaining months based on the percentage of the expenditures from the prior

fiscal year in the months remaining that occurred within the given month. For example, in the screen shot above, the distributions are calculated only using data from the months Jan –Jun in the prior fiscal year.

iii. Actuals – Avg of Prior 3 FYs : the given forecast amount is spread to each of the remaining months based on the percentage of the expenditures from the prior 3 fiscal years in the months remaining that occurred within the given month.

Note: If expense reversals have occurred in the prior fiscal years (or prior 3 fiscal years) for the given speedtype/Expense Account Class category, these pacing methodologies will not be provided respectively.

When you are done examining the information provided in the “Scratch_Pad” tab, click on the “Return to Forecast Sheet” button to return to the forecast spreadsheet for the given speedtype you are examining.

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