Financial Management Tool

1. Financial Management Tool FMT Financial Workbooks

2. FMT FMT – Need to Know OPTA = Workbook Name Salary Workbook 777_SP0450 Financial Workbook 777_FP0123 (same as org) Grants & Contracts 777_GC0123 (same as org) Project = Project_Task 1002875_00

3. FMT Re-Enter Re-Enter Budgets Budgets Grants Budgets Accounts People CurrentFinancial Management OFA Data Entry Local Budget/ Financial System DWH Actuals YSM Budget Office

4. FMT Custom FMT Reports Automatic Automatic Accounts People Actuals FMT Data Entry Plans FMT Auto Loaded DWH Portal Rpts Account Holder Rpts Auto:Grant Budgets Auto: Dept Plans YSM Budget Office

5. FMT WorkbooksGeneral FMT has three types of Workbooks Salary– Where you plan who you intend to pay. It shows all the employees you are responsible for and how and how much you intend to pay them. All of these details easily roll up to standard and customized reports. Financial –Where you plan and project revenue and non-salary expenses, except for Fed and Non-Fed Grants and Contracts. G&C–Where you manage Fed and Non-Fed award expenses.

6. FMT FMT – How the pieces fit together G&C Workbook Salary Workbook Financial Workbook Reporting

7. FMT Welcome Page Bulletins are posted on the Welcome Page to alert you to changes in the system. These links will take you to the FMT Manuals and other related material. FMT is navigated either through the drop-down Plan menu bar or through Treeview. A 3

8. FMT Accessing Your Plan Workbooks Double click on Plan Workbooks to access your workbooks. You will see a list of all the workbooks available to you based upon your security access.

9. FMT WorkbooksGeneral Maximize worksheet size by double-clicking the blue bar. Workbooks are built with data from Oracle. Yellow cells are input cells. Red Text indicates a place where rows may be added. Minimize Treeview by clicking the << characters in the upper right. A 1

10. FMT Workbook - Financial A department can have as many financial workbooks as necessary. Most departments have one financial workbook per org. Financial Workbooks contain three different tabs: • Introduction • Budget • Sheet 1 These workbooks are refreshed each month.

11. FMT Workbook – Financial Introduction The Introduction page of the Financial workbook includes: -A Description of the Financial Workbook -Contact Information -Link to FMT Bulletin Board Webpage -Links to FMT Instruction Manuals

12. FMT Workbook - Financial Budget The Budget worksheet has a pre-populated block for every active non-salary PTAEO. The blocks contain current year and next year plans. Many types of rows can be added. New PTAEO blocks can be created.

13. FMT Workbook - Financial Sheet 1 Sheet 1 is a blank worksheet provided with each workbook. This sheet may be used for notes or formula references.

14. FMT Workbook – Financial CY and NY Budgets Current Year (CY) budgets are planned in column J. Last closed month actuals appear in column I. Next Year (NY) budgets are planned in column U.

15. FMT Workbook - Financial FMT Projections DWH non-labor commitments appear as a reference in column L. To see commitments in certain DWH reports, you must enter them as FMT current and future projections in columns M-N.

16. FMT Add/Update Rows (SBM’s) Predefined formulas and formats that are used to add new rows to a worksheet or change how values are calculated are called SBM’s (Standard Business Methodologies). To add lines to your worksheet, place your cursor on the appropriate red text. Right-Click and choose Add/Update Planning Methods from the drop down menu. A 1

17. FMT Add/Update Rows (SBM’s) You may add Beg Bal, Revenue, Expense Types or Transfer rows. There is a chart in the Financial Plan manual to help you choose the correct SBM.

18. FMT Plan Save Plan>Save is the only function that will save your data back to the database.

19. FMT Reporting FMT FMT Reports Immediate FMT Database Plan Save 1-2 days DWH Reports Your budgets will be available immediately in FMT reports. They are exported to the DWH nightly and will be available in DWH Portal and Account Holder Reports.

20. FMT Report Library • Budget Office • Financial P&L • Grants and Contracts • Personnel

21. FinancialReports FMT The powerful, flexible and user friendly reporting capability of FMT presents data in an attractive format.

22. FMT Reports Accessing To access Reports, go to Treeview or the Plan Menu and select PlanReports and click Open.

23. FMT Reports Folders You will see a list of department folders. You will only have access to your own department(s) and to the SRC Report Library, where you can find four folders of reports that you can use or modify.

24. FMT Reports Opening Open a Report by double-clicking on the report name and clicking on Continue.

25. FMT Reports Each Report contains four or five color coded tabs: • Report • Instructions • Settings • Orientation • Delivery (optional)

26. FMT Reports Instructions Tab The Instructions tab describes each report and its format, provides instructions for running the report, and indicates who to call for assistance.

27. FMT Reports Report Tab Reports have white input cells in the Headers for entering criteria like department nickname, org, award, or employee ID number. The F9 key brings data into the report.

28. FMT Reports Drilling Reports have a Drill feature to let you see the underlying data for most line items. Highlight the line item, right click and select Detail Drill.

29. FMT Reports Drilling Select the criteria and level you would like to see.

30. FMT Reports Drilling The detail is presented as a new tab on the report.

31. FMT Reports Printing Once the report has been F9’d simply go to Plan>Prepare Current and print the report. Library reports have been formatted to have headers and footers and the print size and orientation have been pre-set.

32. FMT info.med.yale.edu/finops/FMT.html FMT Bulletin Board has links to all FMT materials and information. Check here each morning for the ok to log in!!

33. Financial Management Tool The End