Creating a Budget in EPM

This guide will cover:

• Information

• Step One: Understanding Form Types in WyoCloud Enterprise Performance Management

• Step Two: Using Forms in WyoCloud Enterprise Performance Management

• Step Three: Additional Features

  • Selecting Members

  • Advanced Data Entry Features

  • Creating What-If Versions

 

Information

This guide will show you how to create a budget in the WyoCloud Enterprise Performance Management module. Prior to creating a budget, you should set up preferences and understand the terminology within the Planning and Budgeting System. Please refer to the Setting System Preferences & User Variables QRG.

 

Step One

Understanding Form Types in WyoCloud Enterprise Performance Management

Forms are areas where users input budget information for each type of funding that they may have within their department (Unrestricted, Designated, and Restricted Expendable). Each type of form is available in Suppressed (only shows natural accounts that have been budgeted from the prior year and/or actuals applied to) and Unsuppressed (shows all available natural accounts regardless of whether they’ve been used) options.

There are three homepage clusters that contain Funding Forms:

1. Unrestricted Operating Funds
2. Designated Operating Funds
3. Restricted Expendable Funds

 

Step Two

Using Forms in WyoCloud Enterprise Performance Management

All forms in WyoCloud Enterprise Performance Management have a similar structure

• Navigation Toolbar for Funding Forms (Cards)
• Instructions
• Point of View (POV)
• Various Tools
• Columns
• Rows
• Data Entry Area

1. When a form is opened, the Navigation Toolbar is displayed above the form. The navigation toolbar allows you to navigate to the other cards in that cluster.

2. The Point of View (POV) defines the section of data in the WyoCloud Planning and Budgeting database you are viewing. You select the desired members for each dimension to determine the context for the pages, rows, and columns.

3. Click Instructions  to display additional information and instructions on the form.

 

Standard Column Layout

Most forms in WyoCloud Enterprise Performance Management have a similar column structure:

 

Entering the Budget

Step 1 – Enter $ Figures into the Budget Year Input Column for the Fiscal Year Beginning July 1

• If it is a complex budget, these figures may be derived from a separate spreadsheet that has been compiled.  If it is a simple budget, you may replicate the Current Year Budget figures or modify them.

• If you are making changes to Natural Accounts without any current data, the Unsuppressed Form must be used.

• Salaries, Wages and Benefits are automatically populated using December payroll (December is the anticipated month, subject to change).

Step 2 – Enter $ Figures for Future Fiscal Years

• Optional- Enter budget figures for the subsequent two Fiscal Years in the Future Year Input columns. 

Step 3 – Enter Comments

• Comments are essential and assist the Budget Office in understanding your input.

Step 4 – Review

• Review Total Revenue, Total Expense After Transfers and Net Result to confirm that the budget is correct.  Remember – numbers in parentheses in red are considered a surplus/positive; numbers in black are considered deficits/expenditures.

Step 5 – Submit

• Submit the Budget and Review Status/ Reports (See Submitting a Budget and Reviewing Reports QRG)

 

Step Three

Additional Features for Budget Entry

Additional Features for Budget Entry

This section will cover additional features used by advanced users of the WyoCloud Enterprise Performance Management system when inputting their budget:

• Selecting Members
• Advanced Data Entry Features
• Creating What If Versions

Selecting Members in WyoCloud Enterprise Performance Management 

Important Notes:

• Once the User Variable is set, you can select members in each of the forms from the Point of View to specify the data desired data you would like to view or access.

• Note that you can only enter data into level 0 members.

Step 1: To select a member in a form with the member drop-down.

• From a form, click Edit Members

• The Edit Members window is displayed.

• To select different members for the dimension, click the dropdown  next to each dimension and select the desired member from the list of available members.

Please note that the Available Member list is dependent on your access permissions.

• Click Apply.

 

Step 2: To select a member in a form with the member selector (not the dropdown).

• From the Edit Members window, click Member Selector .

• The Select a Member selector window is displayed.

• The search bar or hierarchy can be used to select the desired member.

• When selecting members through a Hierarchy, drill into a member by clicking Drill
  • Note that you will need to select a parent member (e.g. College) to see all the departments under that college.

• To select a member, click Add .

  • Note that you are only able to select one member at a time

• Click OK.

• Click Apply.

 

 

Advanced Data Entry Features

Important Notes:

• While there are several data entry features available to you, this QRG will only demonstrate a few.

• Adjust data allows you to increase or decrease a value by a number of a percentage.

• Add supporting detail allows you to break down the amounts summing to the overall data.

 

Step 1: To access the Property Panel:

• Click into any white, yellow, or teal cell in a form.

• Click the Property Panel  and the Property Panel is displayed

• Below are the descriptions of each of the buttons on the Data Entry Feature Panel:

 

Step 2: To Adjust Data:

Please note that the screenshots throughout the remainder of this QRG may look slightly different, however, the functionality is the same.

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• The Adjust Data window is displayed.

• Enter the desired value in the Adjust By field.

• Click Value  or Percentage 

• The updated value will display in the New Value field.

• Click Apply to apply the adjustment.

• The adjustment is applied to the value.

 

Step 3: To Add Supporting Details:

• From the Data Entry Feature Panel, click Supporting Details.

 

• Click Actions.

• Click Add Child and Add Sibling to define the supporting details.

• Name the siblings and children.

• Set the operator. Available operators include ~,+,-,*,/.

• Set the Value.

• Click Save.

• The supporting details are applied to the value.

 

Step 4: To Enter Data into Periods:

• Unlike all other dimensions in WyoCloud Enterprise Performance Management, the Period dimension is the only dimension where you can enter data into any level/generation, rather than only level 0 members.

• When data is entered into the YearTotal column, the value is evenly distributed to each quarter and again evenly into each month.

 

 

• If data is updated and saved, then the aggregated totals will be updated accordingly.

• If data is updated into a lower level period member (i.e. month) and then data is updated in the higher level member (i.e. quarter), then the difference between the original and new value at the higher level member will be evenly distributed to all lower level members evenly.

 

Creating What-If Versions in WyoCloud Enterprise Performance Management

Important Notes:

• What-If Versions allows you to change the values in your budget to see how those changes will affect the outcome.

• You can model alternative situations to see how different sets of values affect your budget and results in the form. What-If Versions are available in the following forms:

  • 4.1 Unrestricted Suppressed

  • 4.2 Unrestricted Un-Suppressed

  • 5.1 Designated Suppressed

  • 5.2 Designated Un-Suppressed

  • 6.2 Endowment & Govt Suppressed

  • 6.3 Endowment & Govt Un-Suppressed

 

Step 1: To Create a What-If Version:

• Right click into a cell in the Direct Input > Working > FY## > Plan column in the form.

• Select Copy Working to What-If from the right-click menu.

• The Copy Working to What-If window is displayed.

• Click Member Selector  for the Select What-If Version 1,2 or 3 field

• Drill into the What_If version.

• Select the desired What-If Version (i.e. What_If_1).

• Click OK.

• Optionally, enter a % to increase/decrease each of the values in the columns by.

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• Click Launch

• The data from the Direct Input > Working > FY## > Plan column is copied to the new Direct Input > What_if_1 > FY## > Plan column with the specified increase/decrease.

• Make adjustments to the values in the Direct Input > What_if_1 > FY## > Plan column.

• Click Save.

 

Step 2: To Copy the What-If Version back to Working:     

• Right click into a cell in the Direct Input > What_If_1 > FY##> Plan column in the form.

• Select Copy What-If back to Working from the right-click menu.

• The Copy What-If back to Working window is displayed.

• Select the desired What-If Version in the Select What-If Version 1,2 or 3 field

• Click Launch

• The data from the Direct Input > What_If_1 > FY## > Plan column is copied to the Direct Input > Working > FY## > Plan column and data is cleared from all what if versions.

 

Step 3: To Clear What-If Versions:

• Right click into a cell in the Direct Input > Working > FY##> Plan column in the form.

• Select Copy Working to What-If from the right-click menu.

• Select Clear What-If Versions from the right-click menu.

• The Clear What-If window is displayed.

• Select the desired organization for the Select Organization field. Note: The selection defaults to the current organization.

• Click Launch.

• A success window will display.

• Click OK.

 

 

This completes the Creating a Budget in WyoCloud Enterprise Performance Management QRG.