Creating a Budget in WyoCloud Budget Planning

This guide will cover:

 

Information

This guide will show you how to create a budget in the WyoCloud Planning and Budgeting 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 Planning & Budget

Forms are areas where users input budget information for each type of funding they have (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 if they’ve been used before or not) options.

There are three types of funding forms:

  • Unrestricted Operating Funds

  • Designated Operating Funds

  • Restricted Expendable Funds

 

Unrestricted Operating Funds Dashboard

 

Designated Operating Funds Dashboard

 

Restricted Expendable Funds Dashboard

 

Let’s look at the different form options within each of the funding forms:

Unrestricted Operating

Suppressed

This form provides a spot for users to enter budget data for Unrestricted Funds. Any row that does not have data will not appear on the form.

Un-Suppressed

This form provides a spot for users to enter budget data for Unrestricted Funds in rows with no previous data. All accounts will appear on the form and Program and Activity can be chosen from the dropdown.

Transfers and Reserves

This form provides a spot to budget transfers to and from organizations. The transfers will enter into a workflow so that debits equal credits

Review Unrestricted

This form provides a spot for users to review budget data for Unrestricted Funds at a Total Program and Activity level. Any row that does not have data will not appear on the form. Users cannot enter data of this form.

 

Designated Operating

Suppressed

This form provides a spot for users to enter budget data for Designated Funds. Any row that does not have data will not appear on the form. Fund Class-Source can be chosen from the drop down.

Un-Suppressed

This form provides a spot for users to enter budget data for Designated Funds in rows with no previous data. All accounts will appear on the form and Designated Fund Class-Source, Program and Activity can be chosen from the dropdown.

Transfers and Reserves

This form provides a spot to budget transfers to and from organizations. The transfers will enter into a workflow so that debits equal credits.

Review Unrestricted

This form provides a spot for users to review budget data for Designated Funds at a Total Program and Activity level. Any row that does not have data will not appear on the form. Users cannot enter data of this form. Fund Class-Source can be chosen from the drop down.

 

Restricted Expendable

Gifts – Govt – Review

This form provides a spot for users to enter budget data for Endowment (UW Foundation) and Government funds.

To EDIT a fund source, right click the Fund Source in the first column and select the Un-Suppressed or Suppressed form.

 

Endowment Funds - The Actuals column lists the Funds available as provided by the UW Foundation via their CDO report.

The Budget column lists the Funds available provided by the Foundation via their next fiscal year projection report.

The Budget for each Fund Source should be balanced. 

Sponsored Programs Review

This form details the data loaded from Project Portfolio Management (Grants/Awards Management).

 

  • Monthly Amount = Total PPM Remaining Amount / Remaining PPM Life (months)

 

The PPM team provides three data files to be loaded:

  • Existing PPM - Sponsored Programs which have been budgeted in PPM.

  • Existing Allocated PPM - Sponsored Programs which do not have a Budget in PPM but the amounts have been allocated to the various PPM categories.

  • Projected PPM - Many programs expire at the end of the fiscal year but are often rewarded for the coming fiscal year.  The PPM team has projected that these programs and amounts will most likely be rewarded.

 

Total Restricted Review

This form provides a review of all revenues and expenses of the restricted expendable funds (FC_400).

 

Step Two

Using Forms in WyoCloud Budget and Planning

All forms in WyoCloud Planning and Budgeting have a similar structure:

  1. Navigation Toolbar

  2. Point of View (POV)

  3. Instructions

  4. Edit Members Area

  5. Save Button

  6. 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 Planning and Budgeting have a similar column structure:

Column

Description

Column 1: Actuals and Encumbrances

The current fiscal year’s actual and encumbered amounts (loaded monthly) from the WyoCloud Financials. This column is read-only and provides useful information when building the budget.

Column 2: Current Year Budget

The current fiscal year’s finalized budget. This column is read-only and provides useful information when building the budget.

Column 3: Budget Year Input

Data entry area for the current fiscal year’s budget. This column is seeded with the finalized Current Year Budget. * Data cannot be entered for certain accounts (such as tuition and compensation) because they are previously calculated using drivers.*

Column 4 and 5: Future Year Input

Data entry area where users may Budget future years.

Column 6: Comment Input

Text Entry area where users can write explanations for data entry or variances.

 

 

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 anticpated 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 4Review

  • 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 5Submit

 

Step Three

Additional Features for Budget Entry

This section will cover additional features used by advanced users of the WyoCloud Planning and Budgeting system when inputting their budget:

 

Selecting Members in WyoCloud Planning and Budgeting

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.

  • Select the desired member from the list of available members.

  • Click Apply.

Step 2: To select a member in a form with the member selector.

  • From the Edit Members window, click Member Selector .

  • The member selector window is displayed.
  • The search bar or hierarchy can 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 a cell in a form.

  • Click .

  • 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:

  • From the Data Entry Feature Panel, click Adjust. (Note: adjusting may only be done on cells that are not read-only).

  • 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 Enter Data into Periods:

  • Unlike all other dimensions in WyoCloud Planning and Budgeting, 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 Planning and Budgeting

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.

-

  • 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 Planning and Budgeting QRG.

 

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Details

Article ID: 137514
Created
Wed 1/5/22 2:09 PM
Modified
Tue 6/7/22 11:09 AM