This action opens a form to allow the user to enter detailed staff data for the selected staff member. Typically this is used to amend the Increment Due Date, or to vary the Pay Multiplier, Cost Centre Allocation or Reported FTE by month over the 5 years.

Move This Row

This action allows the user to move the current row. It does this by copying an existing row editing either the person, pay scale or cost centre, and deleting the original row. This can be used to change the cost centre or pay scale of a person.

The select button, on the right of each text box, enables the user to search through the entire list of Cost Centres, Pay Scales, and Persons.

The Launch button will then copy the row to the new point of view, and delete the old row.

Copy This Row

This action allows the user to add a new row. It does this by taking an existing row, copying it, and editing either the person, the pay scale, or the cost centre. This can typically be used to add a pay scale or add a cost centre. As with Move This Row, the rule can be run by right-clicking on the cost centre of the row to be copied or from the Actions menu.

The select button, on the right of each text box, enables the user to search through the entire list of Cost Centres, Pay Scales, and Persons.

The Launch button will then generate sample data for that row so it appears in the form.

Delete This Row

Will delete the row that you are on when running the rule. Ensure you are on the correct row, as there is no option to cancel. The totals for the unit will be automatically updated.

Copy This Row to Submission Working

This rule allows you to copy a row from whatever Scenario / Version you are currently working in, to the Submission Working plan ie to your regular Working Plan. It can be a useful way of copying data from e.g. a What If scenario into your Working Plan.

Unknown Appointees

New Persons (sometimes called Dummy Persons) are used to plan posts for whom the appointee is not known. The Personnel No. for such posts does not need to be meaningful, it just acts as an identifier of the particular row. The Comment should be used to provide whatever context is relevant. The standard rules above - Move or Copy as appropriate - are used with New Persons.

A New Person may be used multiple times in a Plan, as long as they are planned against different Payscale and Cost Centre combinations. For clarity, it is recommended that the same New Person is not used more than once within a cost centre, even where Payscales are different.

Once changes have been made and saved to the database, calculations need to be run to update the calculated costs.

Calculate This Row

calculates the row but does not aggregate to any level, ie does not update Form or other Totals.

Calculate This Form

will calculate all of the rows on the form and also updates the total for the Form.

When there are a significant number of changes to be made to a unit, the easiest way to operate is usually to apply the changes, save the form, run the Calculate This Form rule and then review the version against a previous version (e.g. Overnight) to ensure that you are happy with the changes.

Aggregate Entity

Aggregate Entity will update the aggregation of information to other levels e.g. College and University and may be run after Calculate This Form. Note that this aggregation is run automatically regularly in the background, and so only needs to be run if the user needs the College level amounts to be updated immediately.

Push to FinPlan

Push to FinPlan pushes the costs from the Staff Plan to the Financial Plan. The data is pushed at cost centre level to the Financial Plan Submission. Data is written to 2 accounts – 81001 Salaries and Wages per Staff Plan and 81914 Social Costs per Staff Plan. The financial plan is then re-calculated and aggregated.

It should only be run after Calculate This Form.

Push To Forecast

This rule maybe used to push the future periods from the Working Staff Plan (Submission/Working) to the Staff Plan Forecast, where it will be combined aith actuals to date. The Staff Plan Forecast can then be pulled into the Financial Plan Forecast. Usually this is handled by Central Finance staff at the start of a forecasting exercise.

The rule to push the Student and Fee Income plan to the Financial Plan can be run from the Action menu on the Detailed Input - Total form, or from the FM Budget Cycle Tasklist.

When running from the Tasklist the FM is prompted for the entity, when running from the form this is the entity selected for the form.

The calculation and aggregation rules are available on the Detailed Input My Majors input form and also on the Detailed Input Total form.

• Calculate Detailed Rows. This rule calculates the FTEs and the Fee Income for the majors displayed on the form, but does not aggregate the data. Therefore it does not update summary amounts for Level, All Campuses etc.
• Calculate and Aggregate Fee Income FTEs. This rule performs the same calculation as above but also aggregates the data for the FMInputVersion, SFSchool, Campus and Level selected for the form.

When data is input and saved on the My Majors form but not aggregated, the relevant cells in the summary top row on the form will be highlighted with orange formatting to indicate that they do not match with the detailed items. This will act as a reminder that calculation and aggregation should be performed, either now or later.

FRE Input

SAVE

There are no business rules to be run by the user. The Save button saves the data and re-calculates fee-related expenditure data for the unit but does not aggregate it upwards to College or University level. If the user wants to aggregate to college level, caculation and aggregation should be performed for the college.

Intake Input

SAVE

There are no business rules to be run by the user. Saving data will re-calculate and aggregate to college and university level. If the Intake Method is changed to Entered, the data will need to be Saved before the cells will be available for input.

UBud Input

Save

Saving data also re-calculates and aggregates the data. Totals for Net Fee Income and Net Direct Expenditure are calculated and aggregated upwards e.g. to College and University level. Variances against Target are also calculated and are are saved for viewing on the Impact on Reserves form and report. These are also aggregated.

Creating and Editing Data

• Move a Row
• AddRow
• Allocate to months based on University Actuals (not yet in full use - contact EON)

Addrow automatically sets values for each month in Year1 of 1. This means that when an amount is entered to the YearTotal that it will by default be phased evenly. The amounts maybe adjusted to produce different phasing.

Incentive Input

Save

Saving data in the form does not result in any re-calculation or re-aggregation. If necessary, the user can then use the Save functionality on UBud Input to force re-calculation and aggregation.

Impact On Reserves

Save

There is no Save functionality enabled as this form is read only.

• Calculate Impact On Reserves

A rule will shortly be added to this form to enable a re-calculation and aggregation to be triggered from this form. At the moment, the user should navigate to the UBud Input form and save data there to trigger calculation.

Save

Saving the data on this form causes re-calculation and aggregation of the Impact On Reserves.

Operating Budget Input Rules

Save

Saving data on this form causes re-calculation and aggregation to higher levels such as College and University. In the re-calculation the balancing amounts to be posted to the Q cost centre are calculated.

Creating and Editing Data

The rules are available from the Actions menu or by right-clicking. The rules are on the UCD Operating Budget menu item.

• Add a Row

  • A new row (a cost centre and account combination) may be added using the Add a Row command from the Actions menu. A default value of 1 is entered for each of the periods 1-12. This means that when you enter an amount in the YearTotal field, it will by default be spread evenly over the 12 months.

• Move A Row
  • This rule allows you to specify a different cost centre (Entity) and/or account for a row, thereby ‘moving’ the row from the Source to the Target.

A maximum of 6 rows may be created for the same cost centre and account combination.