Plan File Revised 91118 What Should I Know About The Operational Budgeting OpBudget Plan File How Do I Get Into Axiom and Navigate To The OpBudget Plan File How Do I Open My OpBudget Plan File ID: 760639
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Axiom - OperationalBudgeting Plan File
Revised
9/11/18
Slide2What Should I Know About The Operational Budgeting (OpBudget) Plan File?How Do I Get Into Axiom and Navigate To The OpBudget Plan File?How Do I Open My OpBudget Plan File?How is Data Laid Out In the OpBudget Plan File?Rows and ColumnsDrill ReportBudget spreadNavigating tips and tricksBudget Entry Details and the BudgetAdj Sheet How Do I Save My OpBudget Plan File?Where Can I Get Help With My OpBudget Plan File?
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Slide3What Should I Know About The Operational Budgeting(OpBudget) Plan File?
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Slide4Users interact with the Axiom budget tool via Reports and Plan FilesReports:Users access and review information available in Axiom via reportsAside from layout options, users do not interact with reportsReports are usually accessed through the Axiom Web Client, but can be available in the Axiom Windows ClientPlan Files:Users access information, input data, and initiate processes via Plan FilesUsers have the option of saving information back to Axiom tables via Plan FilesPlan Files can only be access through the Axiom Windows Client
What is an Axiom Plan File?
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Slide5The Operational Budgeting (OpBudget) Plan File:Is a Reporting Unit (RU)-level document that all members of the RU’s span of financial oversight can accessDisplays information for Account Strings within the operating funds and some restricted fundsProvides budget details summarized at the Object Code levelReflects base and one-time budget transfer adjustmentsItemizes budget adjustments approved through the Budget Entry processAllows for drilling into transactions level information for some actual and budget detailsPermits input of monthly budget allocations and comments
What is the Operational Budgeting Plan File?
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Slide6The primary purpose of the OpBudget Plan File is to aid financial managers in the effective and efficient use of their budget resourcesFinancial Managers can:View their most current budget information in the context of prior year performanceVerify all sources of budget adjustments leading to increases or decreases in resourcesDistinguish between base and one-time budget resourcesProvide real time updates to budget spreads allowing for more effective variance reporting
What is the Purpose of the OpBudget Plan File?
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Slide7Nightly data integrationsGL and Object-level budget information pulled from Colleague XEBudget implementation and budget transfersOrg Hierarchy data pulled from Enterprise Data Warehouse (EDW)User InputBudget spreads for FY19 were set using a default methodology:Salary Object Codes: budget spread evenly over 12 monthsNon-Salary Object Codes: budget spread based on FY17 actuals, where available, or evenly over 12 months if FY17 data was not availableUsers are encouraged to update budget spread information as necessary, which is saved back to the appropriate Axiom table
Where Does the Data Come From?
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Slide8Budget Management View: Available from July 2018 – June 2019This view details the progression of the FY19 Preliminary Budget (7/1/18) to FY19 Budget Update (11/1/18) and through the end of the fiscal year (6/30/19)Budget Development View: Available from Nov 2018 – June 2019The view details the progression of the base components of the FY19 Budget Update (11/1/18) to the FY20 Preliminary Budget (7/1/19) including base and one-time budget allocationsThe FY20 Budget Development details will be “rolled forward” on 7/1/19 into the FY20 Budget Management View
How Will The OpBudget Plan File Be Deployed?
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Slide9A Plan File is always named by the Fiscal Year that is being developed or managedA Plan File has a lifecycle of 23 months over two phases and three fiscal years:Budget DevelopmentBudget Management
The Lifecycle of a Plan File
Start
Transition
Fiscal Year Ends
Plan File Archived
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Slide10In the Budget Management View (July – June), users should:Verify that provided base and one-time budget adjustments are as expected from the FY19 Preliminary Budget deliberations and/or subsequent base and one-time budget transfersUpdate budget spreads as necessary and/or as new information becomes availableRegularly save changes to their OpBudget Plan Files, especially in regards to the periodic “snapshot” process administered by the University Budget Office (UBO)
What Should I Do During the Budget Management Period?
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Slide11How Do I Get Into Axiom and Navigate To The OpBudget Plan File?
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Slide12Information about Accessing and Launching the Axiom software exists elsewhere:The ‘Axiom Orientation and Navigation’ slide deck available on EngageSU (refer to the ‘How Do I Launch Axiom?’ section)Installation Guides available on the UBO websiteAxiom functions in both the Windows and Mac environments and can be accessed off-campusMac users will access Axiom via the Virtual DesktopOff-campus users may also choose to access Axiom via the Virtual DesktopInformation regarding the Virtual Desktop is available on the Information Technology Services website
Launching Axiom
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Slide13Axiom is initially accessed through a webpage portal
Web Client Landing Page
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Quick
Links
Slide14Double-click ‘Windows Client’ Quick Link to launch
Launching
Windows Client
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Slide15The Axiom EPM Client application must be installed on your computer to access the Windows Client for the first timeDouble-click the ‘Windows Client’ icon and click ‘Install’ to begin the installationNOTE: The Virtual Desktop does not allow a permanent save, so you will have to install the Axiom EPM Client for every new session
Axiom EMP Client
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Slide16The Axiom EPM Client will load Once the Axiom EPM Client has been installed, the ‘KaufmanHall’ launch window will appear and show a series of actionsNOTE: If you are prompted to login to Axiom, this means that your browser set-up is not compatible with Axiom. Review the ‘Axiom Orientation and Navigation’ slide deck available on EngageSU.
Successful Launch
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Slide17Windows Client
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The Windows Client will open in a new window once the launch is complete
The Axiom Windows Client icon in the your computer’s task bar
Slide18How Do I Open My OpBudget Plan File?
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Slide19Notice the ‘Axiom Assistant’ to the left of Landing PageThe caret icon (<) allows you to open and close the Axiom AssistantThe ‘Tab List’ offers various options. The Explorer Tab includes:My FilesFile GroupsLibrariesDouble-click on ‘Budgeting 2019’ in the ‘File Groups’ section to continue
Axiom Assistant
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Slide20Pop-up window will appearThe School/College/Major Area (SCMA) units in your span of financial authority will be shownClick the caret next to the SCMA code to open (˅) and close (˄) the selectionOpening an SCMA will display the Reporting Unit Plan Files availableDouble-click a Reporting Unit to open its OpBudget Plan File
Opening Your Operational Budget Plan File
SCMA
Reporting Units
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Slide21When you double-click your selected Reporting Unit, a ‘Refresh Variables’ window will openRemember that the OpBudget Plan Filewill show available information in Funds 11, 12, 13, 15, 17, 18, 31, 32, and 33Unlike other reports, however, the OpBudget Plan File displays information first by Function rather than FundSee the ‘Finance: Chart of Accounts Overview’ video available on EngageSU for more information regarding funds and functions
Querying Data
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Slide22The ‘Refresh variables’ window allows you to select one or more functions for viewing in the OpBudget Plan FIleTo select:Click ‘Choose Value’Click on one or more ‘FC’ options Click ‘OK’ to proceed
Querying Data
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Slide23Once you have selected a Function, the OpBudget Plan File will open as a new window in the Windows Client
Plan File Opens
OpBudget Plan File for
UBO
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Slide24Note that all members of the RU’s
span of financial oversight can openthe OpBudget Plan File, so you mayoccasionally get a “locked” error message‘Open Read Only’ - you will not be able to save changes‘Acquire Lock’ - you can save your changes, but the other person cannotWhen you open a plan file as ‘Read Only’ the tab will be marked with an ‘(R/O)’
‘Open Read Only’
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Slide25If you ‘acquire lock’ from someone else, they are not notified until they attempt to save their changesThere is no auto-save or auto-recover in AxiomIf your lock gets taken, you will lose all the work you have not yet savedThe golden rules of Plan Files:Save regularly – you cannot lose what has already been savedRemember to close your files – There is no “time-out” feature in Axiom, so others may be waiting for you to exitDo not ‘acquire lock’ without alerting the other userIf you know you have to work in a plan file, warn others that you will acquire all locks at a certain day and time
‘Acquire Lock’
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Slide26The OpBudget Plan File opens with two worksheets (look to the bottom of your screen):BudgetPlan (Default on Open)Main operational budget worksheetFull data for Activities and Object Codes within the function(s) selectedBudgetAdjProvides row level details for Budget Entry and Budget Transfer requests
Plan File Worksheets
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Slide27How is Data Laid Out In the BudgetPlan Worksheet? Rows And Columns
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Slide28BudgetPlan: Color Coding in Plan File
Throughout the the BudgetPlan, color coding helps users determine where and what kind of input they can provideWhite/Grey – Protected cells – no change permittedBlue – User entry cellsGreen – Dropdown options
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Slide29Fiscal Year: Identifies the fiscal year being
managed (Budget Management) or developed (Budget Development) in the OpBudget Plan File Reporting Unit: As selected to open Plan FileFunction: As selected in the ‘Refresh Variables’ windowBudget Cycle: Indicates whether the plan file is being used to develop a budget (Budget Development) or manage a budget (Budget Management)
BudgetPlan – Identifying Information
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Slide30This PlanFile displays data by Function before anything elseData Order:FunctionFundActivityObject Group RevenueExpenseTransferObject CategoryObject
BudgetPlan – Rows – Data Hierarchy
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Slide31Object Code information is displayed in three rowsThe ‘Planning Data’ row will display:Historical and YTD Actual information Beginning base and one-time budget allocations as of 7/1Monthly spread methodology and allocations for beginning budgetsThe ‘Budget Adj’ row will display:Budget transfersApproved budget entry adjustmentsLocked budget data spreads for budget transfers and budget entriesThe ‘Total’ row is a summation of the ‘Planning Data’ and ‘Budget Adj’ amounts for the Object Code
BudgetPlan – Rows – Type
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Slide32General Data
BudgetPlan
– Columns – Object Code Info
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Slide33Actuals
2 years of historical actualsCurrent YTD actuals
BudgetPlan – Columns – Historical Actuals
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Slide34Budget Management View
Base Budget as of access date (base only)Current Year Budget as of access date (base and one-time)
BudgetPlan – Columns – Budget Summary Data
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Slide35Spread Method and Monthly ColumnsSpread – Ability to adjust monthly budget for Planning Data rowsMonthly Columns: Show adjusted monthly budgets for planning data rowsShow sum of monthly budgets for all budget entry and transfer requests
BudgetPlan – Columns – Spread Data
months continue
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Slide36Spread Total: used to validate spread allocations against budgetComments (optional)
BudgetPlan – Columns – Spread Check
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Slide37How is Data Laid Out In the OpBudget Plan File? Drill Report
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Slide38The BudgetPlan worksheet shows summarized budget information for each row type in each Object CodeUsers have the ability to drill into actual and budget figures to view transactional level detailsThere are two options for opening Drill Report(s):Select row/cell and navigate to Drill option in AXIOMMAIN ribbonDouble-click on the row/cell
Drill Report
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Slide39Activating a Drill Report
Double-click any
cell in the ‘Object’, ‘Description’, or ‘Type’ column
to open a report with three years of actuals and base
budget
Double-click
cells in the ‘Actuals’ column to open
a report with transactions for only the selected fiscal year
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Slide40Activating the drill option causes a new report to open for each selectionSometimes the ‘Drill Report’ will load without any data, even though you know there should be information showing. If this happens, just click ‘Refresh’ in the ‘File Options’ in the AxiomMain ribbon.
Multiple Drill Reports
Drill Reports
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Click here to ‘Refresh’
Slide41Examples of Drill Reports
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Slide42How is Data Laid Out In the OpBudget Plan File? Budget Spread
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Slide43Planning Data rowOnly initial base budget and one-time allocations for Object CodeHighlighted in Green Dropdown OptionsBudget Adj row:Will include all budget transfers andapproved Budget EntriesTransfers and Entries require budgetspread at submissionHighlighted in Grey Locked
Budget Spread – Spread Column
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Slide44Budget Spread – Calculated Spread Methodologies
History – Actual: Calculated based on the most recent closedfiscal year’s actuals (if the calculation used anopen fiscal year, the spread calculation wouldkeep changing)Actuals are proportionalized by month (e.g., 8% in Aug., 23% in Sept., etc.)Monthly proportions are applied to CY Budget to calculate new monthly allocations Even 12 Month: CY Budget is divided by twelve and result is assigned to each month Rounding may result in slight discrepancy – disregard
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Slide45Useful when base budget will be used in specific months (e.g., travel for annual conference)Change Calc Method:Step 1: Click any cell in the row that you want to spread manuallyStep 2: Navigate to ‘Add Row(s)’ withinthe AXIOMMAIN ribbon. Click once.Step 3: Select ‘Change Calc Method…’Step 4: Select ‘Input Monthly’ in pop-up window. Click ‘OK’.
Budget Spread – Manual Spread Methodology
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Slide46Budget Spread – Manual Spread Activation
When you change the spread methodology to ‘Input Monthly’, the BudgetPlan worksheet adjusts to reflect this changeSpread Methodology changes to ‘Monthly’ and cell turns grey lockedCells under months turn blue open for manual entry
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Slide47Budget Spread – Spread Validation
Axiom will check to ensure that your total manual monthly spreads are equal to the CY budget figureIf total manual entry does not equal base budget, an error icon (!!) will appear to the left of the row and will remain there until the manual spread is updated
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Slide48Allocating annual budget figures to individual months is a very new exercise for the universityIt will take some time develop this skill, so the only expectation is that financial managers do their best with the information availableThe spread in the ‘Total’ row in the OpBudget Plan File is used for reporting and analysisRemember that the ‘Budget Adj’ row is locked and the ‘Total’ row is the sum of the ‘Planning Data’ row and ‘Budget Adj’ rowIn order to get the ‘Total’ row to where you want it to be for each month, you have to adjust the spread in the ‘Planning Data’ row
Budget Spread – A Word about Spreading Budgets
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Slide49How is Data Laid Out In the OpBudget Plan File? Navigation Tips & Tricks
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Slide50Sheet Views
Several Views are offered to support quick navigationand understandingChange View:Step 1: Scroll to ‘File Options’ in AxiomMain ribbonStep 2: Click on ‘Change View’Step 3: Select ‘Sheet Views’ OptionSelect ‘Object Group (Default)’ to return to original view
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Slide51 GoTo
The ‘GoTo’ options allow users to quickly navigate to specific areas of their OpBudget Plan FileChange View:Step 1: Scroll to ‘File Options’ in AxiomMain ribbonStep 2: Click on ‘ GoTo’Step 3: Select AreaStep 4: Select Option
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Slide52How is Data Laid Out In the OpBudget Plan File? Budget Entry Details and The BudgetAdj Sheet
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Slide53Budget Entry Details
The Budget Entry Details View in the BudgetPlan worksheets reveals columns of data related to base and one-time budget adjustments:Budget TransfersApproved Budget EntriesChange View:Step 1: Scroll to ‘File Options’ in AxiomMain ribbonStep 2: Click on ‘Change View’Step 3: Select ‘Budget Entry Details’ under ‘Column Views’
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Slide54Budget Entry Details (cont.)
Default View
Budget Entry Details View
Budget Transfers
Budget Entries
Sum of All Base Items
Sum of All One-Time Items
Beginning Base Budget
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Slide55The Budget Entry Details View on the Budget Plan worksheet will show summarized data for budget transfers and budget entry adjustments
BudgetPlan to BudgetAdj
Navigate to the same Object Code in the BudgetAdj worksheet for details about the budget transfers and budget entries
within that Object Code
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Slide56ColumnsObject: Object CodeHeaderID: unique numeric identifier for budget transfer or budget entryDetail Line: corresponds to the line item in the underlying budget transfer or budget entryShort Description: as provided for budget transfer or budget entryReference: Axiom assigned reference number that allows for validation with ColleagueType: Budget Transfer or Budget EntryMonths: Monthly spread provided when the budget transfer or budget entry was submittedRowsEach line in the budget transfer and/or budget entry will have a distinct line in the worksheet
BudgetAdj Columns and Rows
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Slide57How Do I Save My OpBudget Plan File?
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Slide58Remember to save your work frequently!To Save:Step 1: Scroll to ‘File Options’ in AxiomMain ribbonStep 2: Click on ‘Save’ (Do not open dropdown)
Saving Your Data
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Slide59If there are errors in your budget spreads, you will not be able to saveClick ‘OK’ to open the ‘Save Errors’ task pane‘Save Data Errors’ appear in Axiom AssistantEach ‘Cell Error’ includes the location and an explanation of the errorClick the cell reference hyperlink to have your cursor placed in the row with the error
“Data Could Not be Saved to the Database”
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Slide60Notice that the row with the error has an error icon (!!) showing to the left of the rowErrors are usually either:A manual spread that does not match the current year budgetA spread methodology of ‘History – Actual’ when there were no available actuals in the most recent closed yearWhen you fix the error, the error icon will disappearWhen all errors are resolved, you can now save your OpBudget Plan File
Fixing Errors
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Slide61If your Plan File is without error, your save will be successful and the ‘Process Action’ pop-up window will appear
A Successful Save
Click ‘OK’ to save your Plan File and ‘Leave in Current Step’By leaving your Plan File in the Current Step, the Plan File will be available to you to open and adjust as you would like
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Slide62Several times a year, the UBO will need to “take a snapshot” of all budget spreads for reporting and forecasting purposesThis will require Reporting Units to submit their Plan File(s) To Submit Your Plan File:Click ‘Save’ in the AxiomMain ribbonIn the ‘Process Action’ pop-upwindow, click the ‘Advance to nextstep’ optionProvide a comment in the Commentbox if desiredClick ‘OK’
Submitting Your OpBudget Plan File
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Slide63You do not need to submit your OpBudget Plan File unless required to do so by the UBO
OpBudget Process Summary
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Look to the Announcements area of the Landing Page Further training will be provided in the future regarding the ‘Budget Mgmt Process’ area on the Landing Page
Slide64Where Can I Get Help With My OpBudget Plan File?
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Slide65EngageSU Curricula:Access EngageSU through the MySU portalCurricula include training slide decks, handouts, videos, etc. for the various Axiom modules and processes The UBO will use EngageSU to schedule Open Labs and/or In-Person Training Sessions Contact the UBOAxiom General Questions: ubo@seattleu.eduAxiom Labor Planning: Kerry Keller-Ash, kellerak@seattleu.eduOrg Hierarchy and Axiom Permissions: Ivette Serna, sernai@seattleu.edu
Resources
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