Detailed Input

The Total form displays the totals for the various accounts for the Census and Five Year Plan. The Level and Campus in the Point Of View allow analysis within the selected school. A College may also be selected to enable totals for the College to be viewed.

The form shows Registrations, FTEs, Fee Income and Fee-Related Expenditure (not visible in screenshot below).

• Registrations include both Major Registrations and Repeat Registrations.
• FTEs include Student FTEs and Other FTEs.
• Fee Income inludes Gross Fee Income (Registrations), Resit Fee Income and NRG Fee Income.
• Fee-Related Expenditure is categorised as Local, Commission Recharges or Scholarship Recharges.

Ownership of Majors in PBCS is defined by registrations - if there are registrations for a Major against a school, the Major is categorised under My Majors.

The My Majors form displays Major Registrations, Fee Income attributed on Registrations and FTEs.

The Registrations are displayed first and EU and NonEU are displayed separately. The Census is displayed as the sum of EU and NonEU but this may be expanded to display the numbers separately. If the Registrations are not shown in data-entry mode, you may be viewing at a higher level – e.g. for All Campuses or for All Levels.

Major Registrations are the driver of Fee Income and FTEs. Changing registrations ultimately changes planned fee income and FTEs. However, to speed up data entry, the calculation and aggregation of Fee Income and FTEs is not performed automatically. Saving the form merely saves the data. Rules to calculate and aggregate may be run from the Actions menu by the FM, and are run for all units in the background according to the schedule.

The Factors that are used in translating Registrations into FTEs and Fee Income are displayed, and may be modified via the Assumptions form. They may also be viewed and edited by right-clicking on a Major and then choosing an option from the Major Details menu -

• % FTE Attributed
• Rates for All Years
• Review Census.

Majors are categorised as Shared Majors if they are owned by another school (ie Registrations are recorded against another school) and if the Major is included within the Shared Majors Plan for this school.

Registrations are not displayed on the Shared Majors form as they belong to other schools.

Registrations are not shown for Other Majors as they belong to other schools.

The FTE and Fee Income amounts for Other Majors do not change during the planning process - the totality of FTEs and Fee Income to the school for these majors is assumed to remain consistent over the lifetime of the plan. Of course, in reality, there will be changes but the default expectation is that in totality such changes will not be material.

Where a material changes is expected, it should be applied as a financial adjustment, with appropriate information stored as a comment or as supporting detail.

This form may be used in 2 ways:

Data Input of Registrations - no rules are run and so saving is quick. Calculation and aggregation will happen when the scheduled rules are run, or if the FM chooses to save the data via the My Majors form.

The form may also be used to provide data for an Excel template which can be circulated to Heads and completed offline. Information about the form and the process for using it is available here.

This form may be used for Registrations Input, and/or to Spread the Registrations.

Spreading uses standard PBCS functionality to adjust the existing data, for example increasing or decreasing by a % or an amount. Spreading can be applied proportionately or evenly. General help on spreading is available here, or in  (opens in a new window)this video.

Example of Spreading Registrations

In the screenshot below, we can see that Years 1 and 2 have half of the NonEU Registrations of the later years. This has been achieved by spreading, and we are about to achieve the same in Year 3.

We now select the total for year 3 (128), click on Spread and enter -50%:

The form shows that the new value will be 64. When we Apply this, we see which cells are changed:

When we Save the values are saved to the database - but note that the total is not yet updated as this form only saves data, it does not perform any calculations.