Expense and Revenue Planning
Expense Planning
Expense Planning is where you will be able to enter or calculate expense information for your financial budget line items. You will have the option to enter data directly in the templates (or forms), calculate travel expenses based on pre-defined drivers, or calculate your budgeted expenses using past Actual or Budget information as a baseline. This section includes:
- Updating expense line items using various methods
- Entering optional travel driver information
- Reviewing the results of these changes
Revenue Planning
Revenue Planning is where you will be able to enter or calculate revenue information for your financial budget line items. You will have the option to enter data directly in the templates (or forms), calculate tuition and fee based revenue as defined by drivers, or calculate your budgeted revenue using past Actual or Budget information as a baseline. This section includes:
- Updating revenue line items
- Reviewing and updating enrollment-related drivers
- Reviewing the combined revenue and expense budgets
Purpose: Use this document to create expense budgets in PBCS.
Audience: Budget Development Staff
The Expense form gives an overview of your prior year financial line item expenses that can help to develop the budget for the upcoming budget year.
This form is to assist with creating your budget, in addition to having driver models for people-related costs and travel expenses, or directly entering data, you can choose to calculate line items based on history as follows:
- Average of actual data for 1-5 years of history (note that only two years of history currently are loaded in the PBCS budget solution)
- Average of budget data for 1-5 years of history (note that the amount of budget history is also currently limited).
Selecting one of these methods and optionally entering a change factor (either positive or negative) will update the budget line item accordingly.
Navigation: Main Landing Page>Financial Icon > All Expenses
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open with respective Dimensions/Program in Point of View (POV). The order by dimension may be different colleges who are using Program dimension.
The first time you login, the form may be blank or it display last visited data form. This is because PBCS will default to the first data point in the hierarchies for the dimensions. Once the dimensions values are updated, PBCS will remember your selections as you navigate between forms.
You can select your Department where you want to view expenses and develop budget for upcoming budget year.
To change Department, Select needed member from Department or Program. Click OK button.
The new member name is displayed highlighted in yellow (Changed, but NOT saved)
Click the GO Icon (right arrow)
The GO icon has disappeared, and the new member name is no longer highlighted in yellow which indicates it has been saved.
There are several methods that you can use to enter budget expenses:
1) Enter the budget data manual
2) Calculating the Budget values based either on Actual or Budget history (Using Method and Change factor).
3) Using Travel drivers
Enter the budget data manual
Click on a cell in the Budget column for the upcoming budget year. The cell is highlighted with a black box and the cursor is in it.
Note: Only upcoming budget year is enable to enter the data. All the prior year actual and budget data is just for view (read only). You always enter data in Working version. The WrkForce_Working version will show the data coming from Workforce Model.
Enter a data value and hit the Tab key. The cell is highlighted in yellow indicating that the data has not yet been saved.
Click the Save button to save the data.
A message should appear indicating that data has been saved and that the rule has been run successfully.
Click OK.
Once data is saved, the yellow highlighted cell will go away.
You may add comments or any attachment on the cell. To add comments or attachment, click desired cell then click Action menu, Select Comments.
You may continue to enter the rest of your other GL expense account data by entering the budget data directly into the form.
UAT Test Case
Verify Workforce related Salary and Benefit data for a given department/Program
View and Enter or Update Expense Budget manually for a given budget string
Enter Budget using Method and Change factor
For each individual GL account, you can select a method to populate the data. This method will use prior year’s actuals/budgets as a baseline for next year’s budget and you have the ability to either increase or decrease that amount based on a Percentage increase or decrease input.
Select a method from the drop down in the cell to populate the data.
The methods that are available are;
Overwrite This is means that you may simply enter the numerical value that you wish to enter into the Budget column. This is the default behavior when no option is selected.
WorkForce Data This will pull the data from the Workforce accounts if the account is an account that is populated from the Workforce database. If this is the case, you will see the Workforce data in the Workforce_Working column.
Actual 1 year Average Uses one year average of actuals to populate the budget
Actual 2 year Average Uses two years average of actuals to populate the budget
Actual 3 year Average - Uses three years average of actuals to populate the budget
Actual 4 year Average - Uses four years average of actuals to populate the budget
Actual 5 year Average - Uses five years average of actuals to populate the budget
Budget 1 year Average Uses one year of prior budget data to populate the current budget.
Budget 2 year Average Uses two years of prior budget data to populate the current budget.
Budget 3 year Average Uses three years of prior budget data to populate the current budget.
Budget 4 year Average Uses four years of prior budget data to populate the current budget.
Budget 5 year Average Uses fine years of prior budget data to populate the current budget.
You are also able to specify a change factor, which represents a growth factor. This growth factor is entered as a decimal value and can be entered as either a positive or a negative value. For example, 50% growth would be entered as a change factor of .50.
For an example below, we will budget a value for A/C 5081090 (Printing).
On the A/C 5081090 (Printing) line, select Budget 1 year Average as the Method from the Method Smart List Drop down.
Now enter a growth factor of .10 to budget for 10% growth of last year’s Budgets and hit tab.
The cells are highlighted in yellow indicating that the form contains unsaved data.
Click the Save button.
The data will be saved and you will get a message indicating that the business rule calculation that calculates all expenses has been run. Click Ok.
We can see that the Budget for FY23 was calculated from the prior year budget and had the growth factor of 10% applied to yield a value of 2200 for the year. You are able to select a method for every account that you wish to budget for or enter the annual budget dollars directly into the FY22 Budget column.
You may continue to using this method and calculation factor for the rest of your other GL expense account.
UAT Test Case
View and Enter or update Expense Budget using method and Change factor for a given budget string
Enter Budget using Travel Drivers
For details, refer below QRG, Enter Travel Expense Driver
Once you complete travel driver based cost, you should see that there are calculated results of the travel driver’s calculation under the Budget column for the current Budget year.
UAT Test Case
Validate travel driver calculations of given budget string
You may optionally use detailed travel drivers to calculate estimated travel costs for in-state and out-of-state travel by financial period.
Navigation (From All Expense Form)
Right click on any row on the “All Expense Form” and select “Enter Travel Drivers”. It takes you to Travel Drivers Input form.
Here you will see prior form name from where you are coming.
Alternate Navigation (Direct) : Main Landing Page>Financial Icon
Click on the Finance button on the SBCTCFIN homepage
Click on the Financial Drivers icon to the left of the form label. The icon is a crossed hammer and wrench and appears below the icon of the graph:
Click on “Travel Drivers” link
Note: make sure you have correct department, program, fund and Class in point of view for which you wish to calculate estimated travel cost. If point of view member is not correct then select respective dimension from point of view to change the needed member.
Enter drivers by period for travel expenses. The drivers include the number of trips per period for both in-state and out-of-state travel, as well as the average expenses per trip in several categories. The below shows an example of 4 in state trips/2 out of state trips and the cost of the items associated with the trips that are estimated to take place in September. The cells are highlighted in yellow indicating that the data has not been saved.
Click the Save button in the upper left hand corner of the screen to save the data.
The data is saved and the business rule is run. The results are displayed in the calculated GL Accounts at the bottom of the form.
You have now successfully calculated Travel Costs. From this form, you will have the optional ability to enter travel related driver information to calculate related in-state and out-of-state travel expenses.
You may either click prior navigation, if you are coming from “All Expense form” or click other navigation.
UAT Test
Enter or update travel related driver details using Travel Driver menu from All Expense Form
The Revenue form gives an overview of your prior year financial line item revenue as well as current budget year. This form allows you to see which revenue line items may have been updated by the enrollment and fee-based drivers. This is also a form where you will have the ability to enter or update your revenue projections for all line items. This is the main form that will be used to manage revenue.
Navigation: Main Landing Page>Financial Icon > All Revenue
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open.
Click “All Revenue” link
The “All Revenue” form will open with respective Dimensions in Point of View (POV). The order by dimensions may be different colleges who are using Program dimension.
The first time you login, the form may be blank or it display last visited data form. This is because PBCS will default to the first data point in the hierarchies for the dimensions. Once the dimensions values are updated, PBCS will remember your selections as you navigate between forms.
To change Department or Program, Select needed member from Department and/or Program. Click OK button.
The new member name is displayed highlighted in yellow (Changed, but NOT saved)
Click the GO Icon (right arrow)
The GO icon has disappeared, and the new member name is no longer highlighted in yellow which indicates it has been saved.
There are several methods that you may use to enter revenue. The first will be either entering data into the form or calculating the Budget values based on Actual or Budget history. We will start by entering a data value. Click on a cell in the Budget column for the current budget year.
Enter a data value.
Click the Save button to save the data.
Click the Save button to save the data.
A message should appear indicating that data has been saved and that the rule has been run successfully.
Click OK.
You may add comments or any attachment on the cell. To add comments or attachment, click desired cell then click Action menu, Select Comments.
You may continue to enter the rest of your GL Revenue account data by entering the data directly into the form.
UAT Test Case
View and Enter or update Revenue data manually
Calculation Method
Starting with past year's actual data as a baseline and increase or decrease it by a percentage value. Choose an account with no data in the current year Budget column, but which has historical Actual data. Click the drop down box in the Method column.
A list of calculation methods appears.
Click on Actual 1 Year Average. "Actual 1 Year Average" appears in the drop-down box on the form.
Click in the Change Factor cell next to the Method cell that reads "Actual 1 Year Average".
Enter a percentage value in decimal form (for example, a five percent increase would be 0.05). If you wish to budget a decrease, enter a negative value in the same format but with a negative sign in front (for example, -0.05). The cell is highlighted in yellow.
Click the Save button.
A message should appear indicating that data has been saved and that the rule has been run successfully.
Click OK.
Scroll on the form until you see the Budget column for the current year. Validate that the value you see in that cell corresponds to the Actual data for the prior year adjusted by the factor you entered above.
You may choose from other methods based on actual and budget history and apply a change factor. These methods exist in addition to using drivers and direct data entry.
You may continue to using this method and calculation factor for the rest of your other GL expense account.
UAT Test Case
View and Enter or update Revenue data using method and Change factor
Calculation using student enrollment based drivers
For details, refer below QRG, Enter Revenue Driver
Once you complete revenue enrollment driver based cost, you should see that there are calculated results of the revenue driver’s calculation under the Budget column for the current Budget year.
UAT Test Case
Validate revenue driver calculations
For certain tuition and student fee-based revenue line items, you may optionally use detailed revenue drivers to calculate these items. If you choose to use this method to calculate revenue, this is the form where you will enter or confirm the driver information.
Navigation (From All Expense Form)
Right click on any row on the “All Revenue Form” and select “Enter Revenue Drivers”. It takes you to Revenue Drivers Input form.
Here you will see prior form name from where you are coming.
Alternate Navigation (Direct) : Main Landing Page>Financial Icon
Click on the Finance button on the SBCTCFIN homepage
Click on the Financial Drivers icon to the left of the form label. The icon is a crossed hammer and wrench and appears below the icon of the graph:
Click on “Revenue Drivers” link
Note: make sure you have correct department, program, fund and Class in point of view for which you wish to calculate estimated revenue. If point of view member is not correct then select respective dimension from point of view to change the needed member.
The Revenue Drivers input form contains many different Revenue Driver Accounts. Below are the Revenue Drivers used on this form and the Revenue Accounts that they are used to calculate.
AC4000020 = ("TuitQtrRes" * "StdntQtrRes") + ("TuitAnnRes" * "StdntAnnRes");
AC4000040 = ("TuitQtrNonRes" * "StdntQtrNonRes”) + ("TuitAnnNonRes" * "StdntAnnNonRes");
The below shows an example of revenue drivers TuitAnnNonRes and StdntAnnNonRes. The cells are highlighted in yellow indicating that the data has not been saved.
Click the Save button in the upper left hand corner of the screen to save the data.
The data is saved and the business rule is run. The results are displayed in the calculated GL Accounts at the bottom of the form.
The Revenue dollars are split between the months of September and February in the Revenue calculation rule. The enrollment revenue data is not calculated for any other months. To see those allocated month, Click to expand YearTotal and then expand Q1 and Q3.
You have now successfully calculated revenue student enrollment based Costs.
From this form, you will be able to have the optional ability to enter tuition and fee-related driver information to calculate related revenue.
You may either click prior navigation, if you are coming from “All Revenue form” or click other navigation.
UAT Test Case
Enter or update Student enrollment driver details using Revenue Driver menu from All Revenue Form
This form gives an overview of your financial line items both expenses and revenues together for the prior year as well as for the upcoming budget year. The form allows you to see which expenses may have been updated by the Workforce model and/or Travel drivers as well as enrollment and fee-based revenue drivers. This is also the form where you will have the ability to enter or update your expense and revenue projections for all line items.
Navigation: Main Landing Page > Financial Icon > Review and Update
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open.
Click “Review and Update” link
The “Review and Update” form will open with respective Dimensions in Point of View (POV).
The row/column may have different dimension for the colleges who are using Program dimension.
You can select your Department where you want to view expenses and revenue.
To change Department, Select needed member from Department. Click OK button.
The new member name is displayed highlighted in yellow (Changed, but NOT saved)
Click the GO Icon (right arrow)
The GO icon has disappeared, and the new member name is no longer highlighted in yellow which indicates it has been saved.
You can use this form to enter and update budget data for upcoming year. However, you will not able to use any method and change factor that you have in “All Expense” and “All revenue” form.
To enter and update budget data for upcoming year, just select the row for respective dimensions and enter the data manually. Once you are done with entering the data (yellow highlighted cell), Click the Save button at right top corner.
Note: You may also view revenue and expense for given Project ID. However, you will not be able to enter/update any data here.
UAT Test Case
Review Expense and Revenue data
This form gives flexibility to enter new budget data for a combination of different dimensions (Department/Program/Fund/Class).
Navigation: Main Landing Page > Financial Icon > New Budget Lines
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open.
Click “New Budget Lines” link
The “Review and Update” form will open with respective Dimensions in Point of View (POV). It may display the dimension members from last visited data form, as PBCS remember your selections as you navigate between forms
Select needed member from desired dimension.
Click “Edit Members” Icon
Click on the desired Member Selector icon.
A drop-down list will display. Select needed Fund and Click Ok. For Example, I am selective fund 524 here.
The new member name is displayed highlighted in yellow (Changed, but NOT saved)
Click the GO Icon (right arrow)
You can use this form to enter budget data for upcoming year.
Select the row for respective Account and enter the data manually. Once you are done with entering the data (yellow highlighted cell).
Click the Save button at right top corner
UAT Test Case
Create new expense budget lines
A new business rule is created to create new department in PBCS.
This rule can be access from “All Expense” and “All Revenue” form.
Navigation: Main Landing Page>Financial Icon > All Expenses
OR
Navigation: Main Landing Page>Financial Icon > All Revenue
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open with respective Dimensions/Program in Point of View (POV).
Right click on any row. A menu will pop up.
Select “Copy Department”
A new pop Window will appear to provide new Department that you wish to create in PBCS.
Note: The New Department ID must be your existing ctcLink Department. In PBCS, the Department format would. (D<Your College Code>_ctcLink Department ID). For example: D7140_XXXXX (for Clark dept). The first five character is always constant for your college. The second five character is your actual existing ctcLink Department ID.
Provide your new Department ID. Here for example, D7140_TEST3 and Click launch
A confirmation message will pop up. Click OK
This new department has been created under Common parent name “Unassigned_Dept”. Later SBCTC Admin will move this newly created department under correct hierarchy parent after consulting with you.
You can verify this Department from this form. Select new department from Department Point of View.
Now you can use new department to create budget.
UAT Test Case
Create new Department in PBCS
A new business rule is created to create new Program in PBCS.
This rule can be access from “All Expense” and “All Revenue” form.
Please remember that this is only needed for colleges that are currently using the Program chartfield in ctcLink.
Navigation: Main Landing Page>Financial Icon > All Expenses
OR
Navigation: Main Landing Page>Financial Icon > All Revenue
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open with respective Dimensions/Program in Point of View (POV).
Right click on any row. A menu will pop up.
Select “Create Program”
A new pop Window will appear to provide new Program that you wish to create in PBCS.
Note: The New Program code must be your existing ctcLink Program code. In PBCS, the Program code format would. (PRG<Your College Code>_ctcLink Program Code). For example: PRG7170_XXXXX (for Spokane Program). The first seven character is always constant for your college. The second five character is your actual existing ctcLink Program code.
Provide your new Program Code. Here for example, PRG7170_TEST2 and Click launch
A confirmation message will pop up. Click OK
This new program code has been created under Common parent name “Unassigned_Prog”. Later SBCTC Admin will move this newly created program code under correct hierarchy parent after consulting with you.
You can verify this program code from this form. Select new program code from program Point of View.
Now you can use new Program Code to create budget.
UAT Test Case
Create new Program in PBCS (Applicable only for College who uses Program dimension)
This rule is designed to copy slice of exiting budget data to new combinations of dimension members (Account/Department/Program. Using this rule, you can copy slice of budget data by Account and/or Department and/or Program.
Please confirm that the Target dimension member exists in PBCS. If the member is missing you will receive an error that the target members are not available in PBCS. In the situation of the member not existing, you need to first create a needed member in the respective dimension, for more information please see Create New Department or Create New Program.
Navigation: Main Landing Page>Financial Icon > All Expenses
OR
Navigation: Main Landing Page>Financial Icon > All Revenue
Click on the Finance button on the SBCTCFIN homepage
The default “All Expense” form will open with respective Dimensions/Program in Point of View (POV).
Right click on the row, which you wish to copy. A menu will pop up.
Select “Copy Existing Budget data”
A new pop Window will appear with source and target members.
Provide the needed members in Target dimensions.
Note: Target Members should exist in PBCS.
Example 1:
Copying existing slices of budget data from one account to another account within same department and Program. For above my source data (Dept: D7170_22000, Prog: PRG7170_22150, Account 5030010. The Target Account is 5030030 for same slices.
Enter the target account as AC5030010 manually or select the member from member selection icon.
Click launch
A confirmation message will pop up. Click OK
The form will be refreshed and you can see the copied budget data for Account AC5030030.
Example 2:
Copying existing slices of budget data from one department to another department for same Account. My source data (Dept: D7140_22760, Account 5030010. The Target Dept is D7140_22780.
There is no budget exist for any accounts in department 22780.
Right click on the row, which you wish to copy. In this case
A menu will pop up.
Select “Copy Existing Budget data”
A new pop Window will appear with source and target members.
Enter the target department as D7140_22780 manually or select the member from member selection icon.
Click launch
A confirmation message will pop up. Click OK
To view copied budget data, just change the department to D7140_22780 and click Go icon.
The budget data copied from one department to other department for existing slice of data.
UAT Test Case
Copy Existing Budget line from one Account to other account for given Department and program
Copy Existing Budget line from one Department to other Department for given Account
Copy Existing Budget line from one Program to other Program for given Account (only applicable to college using Program dimension)
Security Information
Login information will be provided by SBCTC, with the approval from your college. End users will receive an email from Oracle Cloud with login information.
Security options will be at either the WRITE or READ level, unless otherwise determined.
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