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:

  • Enter/Update Expense lien items Budgets
  • 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
All Revenue Planning

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 > Finance > Financial Model icon > All Revenue tab

  1. Select the Finance button on the PBCS SBCTCFIN homepage.
On home page, select the Finance icon
  1. Select the Financial Model icon to open the BUD Global - All Expenses page.
  2. Select the All Revenue tab.
select financial model and then all revenue tab

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.

  1. The All Revenue tab opens with respective Dimensions in Point of View (POV). The order by dimensions may be different colleges who are using the Program dimension. To change Department or Program, select the Department and/or Program link to open action menu. Scroll and select value arrow icons until the correct level of detail is met. with a check mark. Note the breadcrumbs located at the bottom of the current window.
  2. Select the OK button to close the Select a Member window.
navigate to select department
  1. The new Department is displayed shaded or highlighted in yellow (data changed, but NOT saved).
  2. Select the arrow icon or GO button.
select the arrow icon to update dept #
  1. The page refreshes and the new Department name is no longer shaded or highlighted in yellow.
  2. 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.  
  3. Enter data values.
enter data
  1. Select the Save button to save changes.
  2. A message window displays that the data has been saved and the rule was run successfully. Select the OK button to close the window.
Select Save

UAT Test Case

View and Enter or update Revenue data manually

Enter Revenue Drivers

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.

Note: make sure you have correct Department, Program, Fund and Class in point of view (POV) 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.

point of view

Navigation: Main Landing Page > Finance > Financial Model icon > All Revenue tab

  1. On the BUD-Global - All Revenue page, right click on one of the GL Account numbers to open the action window.
  2. Select the Enter Revenue Drivers. It takes you to Revenue Drivers Input form.
Select the Enter Revenue Drivers

OR

Navigation: Main Landing Page > Finance > Financial Drivers icon > Revenue Drivers

  1. From the main landing page, select the Finance icon.
  2. Select the Revenue Drivers icon to open the Revenue Drivers Input form.
Select finance drivers
  1. The Revenue Drivers page opens up on a new tab; 03.BUD-Global - Revenue Drivers. Enter data.
  2. Select the Save button.
Enter budget

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.

  1. 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. Select OK to close out the window.
revenue drivers are saved

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.

  • Select the expand or plus icon [+] to view by Quarters, i.e. Q1-Q4 or by Month, etc.
  • Select the collapse or minus icon [-] to revert back to prior view, i.e. YearTotal, etc.
View summary by YearTotal or by Quarter

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

Review Expense and Revenue Data

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 > Finance > Review and Update

  1. From the SBCTCFIN homepage select the Finance icon.
  2. Select the Financial Model icon by default, the BUD-Global - All Expenses page displays.
  3. Select the Review and Update tab.
navigate to review and update page
  1. Verify the desired POV (BusinessUnit, Department, Program) is selected. Use the scroll bar to scroll right to view the current Working Budget column.
  2. Review and/or enter changes as needed. Changes will be shaded or highlighted in yellow.
  3. Select the Save button to save changes to the data.
review data

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

Enter New Budget Line

This form gives flexibility to enter new budget data for a combination of different dimensions (Department/Program/Fund/Class).

Navigation: Main Landing Page > Finance > New Budget Lines

  1. From the SBCTCFIN homepage select Finance.  
  2. The default BUD-Global - All Expenses tab will open. Select the New Budget Lines tab.
Select new budget lines
  1. The BUD-Global Add New Budget Lines page displays. Use the scroll bar to scroll up/down to view various Revenue and Expense Account numbers and descriptions.
Budget Lines tab

Use the pencil (Edit Members) icon to display the ChartField selector options. Select the down arrow to update/select field values. Select the Apply button to update selection to the spreadsheet.

use the pencil icon to update chartfield values
  1. Use this page 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 new data, the cells will be shaded or highlighted yellow, select the Save button.
Enter new budget data
  1. The page refreshes and the fields are no longer shaded or highlighted yellow. Optional to add additional budget as needed. Select the Save button to save changes.
changes are saved

UAT Test Case

Create new expense budget lines

Create New Department

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 > Finance > All Expenses

OR

Navigation: Main Landing Page > Finance > All Revenue

  1. From the SBCTCFIN homepage select Finance.  
  2. The default BUD-Global - All Expenses tab will open. Right click on any GL Account to open an action menu.
Select create department
  1. A new pop Window will appear to provide new Department that you wish to create in PBCS. Provide your new Department ID. Here for example, D7050_TEST5 and select the Launch button.

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: D7050_XXXXX. The first five character is always constant for your college. The second five character is your actual existing ctcLink Department ID.

Enter new Dept and select Launch
  1. A confirmation message will pop up. Select the OK button to close the window.
Select 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.

  1. To locate the newly created Department, from the All Expenses (or All Revenue) tab select the Department link to view the Select a Member window. Select the Unassigned_Dept category and check mark the new Department name and select OK to close the window.
  2. The All Expenses (or All Revenue) tab displays with the new Department shaded or highlighted yellow. Select the side arrow icon or the Go button to update the data with the new Department.
set new department

Create a new budget for the new department.

UAT Test Case

Create new Department in PBCS

Create New Program

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

  1. Click on the Finance button on the SBCTCFIN homepage.
select finnace icon
  1. The default “All Expense” form will open with respective Dimensions/Program in Point of View (POV).
  2. Right click on any GL Account row. A menu will pop up. Select “Create Program”.
select create program
  1. A new pop Window will appear to provide new Program that you wish to create in PBCS. Provide your new Program Code. Here for example, PRG7170_TEST2 and select launch.

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.

enter a new program
  1. A confirmation message will pop up. Select the OK button.
select ok
  1. 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.
  2. You can verify this program code from this form. Select new program code from program Point of View. Select the side arrow or Go button to update the data with the new Program code.
select the go arrow

Now you can use new Program Code to create a budget.

UAT Test Case

Create new Program in PBCS (Applicable only for College who uses Program dimension)

Copy Budget Data

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

  1. Select the Finance button on the SBCTCFIN homepage.
select finance
  1. The default All Expense page form will open with respective Dimensions/Program in Point of View (POV).
  2. Right click on any of the GL Account rows, which you wish to copy. An action menu displays.
  3. Select “Copy Existing Budget data”.
select copy existing budget data
  1. A new Window will appear with source and target members. Provide the needed members in Target dimensions. Note: Target Members should exist in PBCS. Use the accordion icons to locate new Target item(s) as needed:
    • Target Department
    • Target Program
    • Target Account
  2. Select the Launch button.
Example 1: Copy Account

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: D7050_32001, Account: AC5000100. The Target Account is AC5000002 for same slices.

Enter the target account as AC5000002 manually or select the member from member selection icon.

update target
  1. A confirmation message will pop up. Select the OK button to close the window.
copy was successful
  1. The page will refresh to view the copied budget data for Account "AC5000020."

As needed, select the Refresh button to refresh the page.

copy data
Example 2: Copy Department

Example 2: Copying existing slices of budget data from one department to another department for same Account. My source data (Dept: D7050_32001, Account: AC5080010. The Target Dept is D7050_322002.

Enter the target department manually or select the member from member selection icon.

update target department
  1. A confirmation message will pop up. Select the OK button to close the window.
copy was successful
  1. Select the Department link to select the Target department and select OK to close out the Select a Member window.
select target department to verify changes
  1. The All Expenses page refreshes with Department shaded or highlighted yellow. Select the side arrow or Go icon to refresh the page. View the copied budget data for Department "D7050_32002."
copied dept 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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