Budgeting Scenario Steps

The Budgeting Process contains two programs:

• Scenarios: Allows for the creation of a budget scenario via spreadsheets which are then promoted to proposed amounts.
• Proposed Amounts: Once promoted, the amounts are stored in the proposed amounts grid to allow for further changes.  Once ready, they will be applied as initial budget and revenue estimates.

Scenarios

• Click on Budgeting → Scenario → Create to create a Scenario
• Enter Name → Description → Create to create a spreadsheet within the scenario
• Click Create to create a spreadsheet within the budgeting scenario
• Click Upload to upload outside spreadsheets into your scenario

Create New Budgeting Spreadsheets within the scenario

• Select Type (Budget or Revenue)
• On the 'Properties' tab, add or remove properties on your spreadsheet.
• Click on 'Configure Filters' to filter accounts you want included on the spreadsheet (i.e only want accounts with OPU = 200)
• Enter a 'Sheet Name' 
• Click on 'Save Sheet' to save your spreadsheet.  A 'Confirmation Sheet Creation' box appears.  Click on 'Create' to continue creating the spreadsheet.  Once complete, an informational box appears stating budgeting sheet created successfully.

Upload Budgeting Spreadsheets into the scenario

• Enter a 'Sheet Name' and optional 'Description'
• Click on 'Choose File' and select the outside spreadsheet you want to upload
  • The outside spreadsheet must contain separated account code dimensions and proposed amounts in the correct column heading format.  You may download the following rpd-json files which are similar to the SSDT Budget Expense and Revenue Expense template reports except they are in spreadsheet format with the correct column headers.  This spreadsheet can be used to enter proposed amounts.
    • Budgets Spreadsheet
    • Revenues Spreadsheet
  • NOTE: When entering proposed amounts, you must change the 'Next Year Proposed' column to 'PA-XXXX' (XXXX=fiscal year) in order for the spreadsheet to upload properly into the the budget scenario.
• Click on 'Start Upload' to upload the spreadsheet.  Once complete, an informational box appears stating budgeting sheet was uploaded successfully.

Scenario Grid

Once a spreadsheet is either created or uploaded into a scenario, it is displayed on the Budgeting Sheets grid with the following options:

• Click onto edit an existing spreadsheet in order to enter proposed amounts (must use the PA-XXXX column to enter your proposed amounts)
  
  • you can add (insert) or delete rows in your spreadsheet
  • You can use formulas to enter your proposed amounts
• If you prefer to enter proposed amounts and/or make changes to your spreadsheet via Excel, click on  to download the spreadsheet into Excel.  When finished, click on  to import the spreadsheet back into the Budgeting shee
• Click on  to delete an existing spreadsheet you no longer want.

Promote a Scenario

Once a scenario is completed and approved, a scenario can be "promoted" to the proposed amounts on the budget and revenue accounts.

Please note that once a scenario is promoted, any successive scenario that is promoted will overwrite a prior scenario's amounts. For example, you create a scenario for HS budget amounts and promote it. You then promote another scenario containing Elementary Budget amounts. The HS budget amounts will be removed and the elementary budget amounts will be uploaded. So instead of creating separate scenarios, we recommend creating separate spreadsheets within the same scenario.

Proposed Amounts

Contains separate tabs for existing 'proposed budget' and 'anticipated revenue' amounts in a grid format based on the fiscal year selected.  Users can:

• Create a proposed amount in order to add it to the existing grid
  • Enter or search for an account
  • Enter a fiscal yeaar
  • Enter an proposed amount
  • Click on 'Save'
• View a proposed amount
  • From the grid, search the desired account and click on  to view the details of the proposed amount.
• Edit a proposed amount
  • From the grid, search the desired account and click on to edit the fiscal year or proposed amount.
• Delete a proposed amount
  • Per account: From the grid, search the desired account and click on to delete the proposed amount for that account.  Click on 'delete' to confirm deletion.
  • Mass Delete: From the grid, click on the checkbox for the proposed amounts you want to delete and click on the  button to mass delete all checkmarked accounts.

Applying Proposed Amounts

Once all of the proposed amounts have been entered for a fiscal year, click 'Apply' to apply them as initial budget and initial revenue figures.  Choose from the following:

NOTE: You cannot choose specific accounts to apply amounts to. It will apply the amounts to all accounts on your proposed amounts grid.

• Transaction Types include:
  1. If 'Temporary' is selected, checkmarking 'full year' implies the temporary initial budgets hold true for the entire year.
     1. If 'Temporary' is selected and 'full year' is not checkmarked, this implies the temporary initial budgets could change during the fiscal year (i.e. Levy passes/fails)
     2. If 'Permanent' is selected, 'full year' is checkmarked automatically and cannot be unchecked.  This implied these are permanent initial budgets.
  2. If 'Adjustment' is selected, it adjusts the existing budgets via additions/deductions.  The 'Update the GAAP Original Estimate' amounts box defaults to being checked but you have the option to uncheck it.
• Effective date is modifiable when selecting an Adjustment transaction type.  Otherwise, it's an informational field only.  It automatically defaults to the first day of the fiscal year selected when selecting temporary or permanent transaction types.  When selecting Adjustment transactions type,  you have the option of entering an effective date.  The adjustment will not become effective until that date.

Click on 'Apply' to proceed with applying the proposed figures as the initial budget/revenue estimates.