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GLUG 2009 Using WebAdvisor to Manage Your Budget

GLUG 2009 Using WebAdvisor to Manage Your Budget. Alice Moore – Mgr Administrative Systems Services, Wabash College Wabash College is a 4-yr Liberal Arts College for Men ~900 Students ~260 Faculty & Staff Implemented Datatel in 1993; WebAdvisor Budget in 2004. INTRODUCTION.

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GLUG 2009 Using WebAdvisor to Manage Your Budget

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  1. GLUG 2009Using WebAdvisor to Manage Your Budget Alice Moore – Mgr Administrative Systems Services, Wabash College Wabash College is a 4-yr Liberal Arts College for Men ~900 Students ~260 Faculty & Staff Implemented Datatel in 1993; WebAdvisor Budget in 2004

  2. INTRODUCTION • Wabash College– Datatel client since 1993 • Colleague • Student • Finance • Human Resources • Benefactor • Converted from legacy system in 1996 • Colleague Advancement Implementation – in progress • Wabash College is a 4-yr Liberal Arts College for Men ~900 Students ~260 Faculty & Staff

  3. OBJECTIVES • WebAdvisor Budget Workflow – what is it used for? • WebAdvisor Budget Setup • End User Perspective • LIVE demo

  4. WebAdvisor Budget Workflow – what is it used for? • Budget Workflow was delivered in March of 2001 originally known as MyBudget. • Allows budget officers to view of summary of their areas of responsibility, including budgets, actuals, encumbrances and available funds, when they want it using a web browser. • Wabash implemented in 2004. We now have ~150 users. • Paper budget reports stopped in 2007

  5. WebAdvisor Budget Setup • OPERS record required - SOD • STAFF record required - SVM • Financial WebAdvisor Parameters - CFWP • GL Security Record setup - RSGL

  6. OPERS record required - SOD

  7. STAFF record - SVM • A user also needs a STAFF record created using the SVM (Staff and Volunteers) form. (You can reference the Using Demographics manual for information about creating staff records.) Staff records are stored in a file called STAFF • The Operator ID must match the RSGL record key and find a matching key in the UT.OPERS file • The logic is different for WA Budget and the rest of Colleague. So if you want a user to have different restrictions for WA Budget than the rest of Colleague, your only choice then would be to create separate login ID's which also means separate PERSON and STAFF IDs, and RSGL definitions. (see Answernet Doc. 11373.33)

  8. STAFF record - SVM

  9. Financial WebAdvisorParams - CFWP • This is an optional step, you can use WebAdvisor Budget without setting this parameter screen.

  10. Financial WebAdvisor Params - CFWP • The “Include GL Accts with No Activity” field allows you to specify whether you want to display GL accounts that have no activity for the selected fiscal year. The default is null, which is the same as entering “No” • If you set this field to Yes, then zero-balance accounts that have a budgeted amount, requisitioned, encumbered, or actuals for the selected fiscal year, will be displayed. However, inactive accounts will not display even if they do not have a zero-balance.

  11. GL Security Record setup - RSGL • In order to use the Budget workflow in WebAdvisor to view general ledger activity, each user must have a GL security record created on the RSGL form • Information entered on RSGL is stored in a file called RECSEC.GL and is keyed by the user’s login ID (SOD record key) • **If you do not have an RSGL record setup in Colleague, you cannot view any GL accounts in WebAdvisor. **

  12. GL Security Record setup - RSGL • The RSGL record will affect other Colleague screens related to the use of GL numbers. • An entry on RSGL that limits their account access will keep them from looking up GL numbers anywhere in the system when doing data entry, but not on inquiry screens. • For example: if user wants to add a GL number onto the AWD screen, if they have an RSGL entry then they can only enter GL numbers they have access to. • If they do not have an entry on RSGL, then there will be no restrictions in Colleague and the user can access ALL acct numbers in Colleague screens, but NONE on WA Budget. (see Answernet doc 11373.33)

  13. GL Security Record setup - RSGL • If you want a user to have unrestricted GL account access in WA Budget, you must create a “wide open” GL security record in RSGL. • We do this by creating an RSGL record that spans the entire range of our FUND.GROUP component

  14. RSGL: Some examples • This user can see only OBJECT components 5210 thru 5940, for any of the following Departments 04110 thru 04195 and Department 11060 in FUNDS 11 thru 15

  15. RSGL: Some examples • This user can see only OBJECT components 5210 thru 5940, for FUNCTION 07 in FUNDS 11 thru 15. Since FUNCTION is a component of our DEPARMENT component, then they can see all Departments starting with 07.

  16. RSGL: Some examples • This user can see only OBJECT components 5010 thru 5940, 7567 and 7551, for any of the following Departments 23110, 23111, and02810, in FUNDS 11 thru 15.

  17. RSGL Restrictions and Issues • If you want a user to have different restrictions for the WA Budget than the rest of Colleague, your only choice then would be to create separate login ID's which also means separate PERSON and STAFF IDs, and RSGL definitions.(see Answernet doc 11373.33) • RSGL components works like AND logic not as an OR logic (see Answernet doc 76.584) • RSGL needs more flexibility; budget officers need to see more OBJECTS for their restricted accounts (ex. salaries) than their unrestricted accounts. How can we grant access to an OBJECT for one FUND/PROGRAM but not another? This is a severe limitation. (see Enhancement Request doc 6696.44)

  18. Answernet BUG documents • 11373.33 - RSGL: Logic for WGLB different from Colleague processes The logic is different for MyBudget and the rest of Colleague. So if you want a user to have different restrictions for MyBudget than the rest of Colleague, your only choice then would be to create separate login ID's which also means separate PERSON and STAFF IDs, and RSGL definitions. • 76.584 - RSGL: Components of single type/using AND logic RSGL works as an AND not as an OR logic • 21381.22 - RSGL: Process Help incorrect • 2532.22 - RECSEC.GL: add ADD.OPER/CHANGE.OPER to file specifications In RECSEC.GL there is no add operator, add date, change operator or change date. • 5806.33 - RSGL: Lookup resolution screen header misleading • 6368.41 - RSGL: Record security inconsistent/semicolon lookup

  19. Enhancement Request Documents • 6696.44 - RSGL: Needs more flexibility for account definition RSGL needs more flexibility; budget officers need to see more OBJECTS for their restricted accounts (ex. salaries) than their unrestricted accounts. How can we grant access to an OBJECT for one FUND/PROGRAM but not another? This is a severe limitation. • 8924.63 - RSGL: Include Start/End dates For example, when department chairs change at the end of each fiscal year, we wouldn't have to rush on the morning of July 1 to make all of the appropriate changes. • 30350.74 - WGLX: How to clear "Save GL component selection" Unless you are very sure you want to see only certain components every time you come into Web Budget, best practice would simply not ever click on Save GL components. . . • 18.565 - RSGL: Request to restrict by budget officer   • 51.748 - RSGL: Be able to specify the highest range without creating • 71.663 - RSGL: Does not apply to inquiry screens • 90.982 - RSGL: Security for distributed purchasing inadequate

  20. Other Documents & Resources • 147.524 - RSGL: Extending record security to GL reports • WebAdvisor for Colleague Finance Reference manual

  21. End User Perspective • They like it! – they can get up-to-date information any time they want it and don’t have to call the Business Office for a paper report.

  22. WebAdvisor Budget Workflow Once you have logged into WebAdvisor, you can get to the budget information via either Financial Information or Budgeting.

  23. WebAdvisor Budget Workflow Determine how you want the data sorted. I like to see the totals by department. Some departments operate from multiple funds. Picking a department will allow you to see just that department. Leaving the selection fields blank gives you EVERYTHING you are entitled to see.

  24. WebAdvisor Budget Workflow You can click on any of the underlined numbers to see what lies behind each of them.

  25. WebAdvisor Budget Workflow Always remember to click on the “Close Window” button when you are ready to leave the screen and return to the main budget summary window.

  26. WebAdvisor Budget Workflow Again, clicking on an underlined number will bring up the detail lurking beneath. In this case, it is the Purchase Order that created the encumbrance.

  27. WebAdvisor Budget Workflow Once again, clicking on an underlined number takes you down another level. This time it is to the Requisition from which the Purchase Order was created.

  28. WebAdvisor Budget Workflow

  29. WebAdvisor Budget Workflow For our budget managers, part of the training for Ask Wally was learning to recognize how routine transactions show up. These are supplies requisitioned from various campus departments. Items from the Mastercard bill have been imported with the Vendor Name as Journal Entries. Clicking on the Voucher for a Petty Cash check takes you down a level.

  30. WebAdvisor Budget Workflow

  31. WebAdvisor Budget Workflow

  32. QUESTIONS ??

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