BUDGET AND POSITION CONTROL - Imperial Valley …spaces.imperial.edu/alfonso.sanchez/DOCS/finance19budgpc.pdfPosition Budgeting Highlights ... main menu of the Budget and Position

Chapter 19

BUDGET AND POSITION CONTROL

Introduction .............................................................................................................................. 19-3

19 Budget and Position ControlBudget Development Highlights.......................................................................................... 19-3

Menu Navigation Table.......................................................................................................... 19-4

Budget and Position Control System Forms....................................................................... 19-6

Operating Budget Maintenance Form ...........................................(FTMOBUD)................19-7Budget Query Form .........................................................................(FBIBUDG) ..................19-8Budget Request by Account Form ..................................................(FBABDRA)..................19-9Budget Request Entry Form ............................................................(FBABDRQ) .................19-10Budget Maintenance Form .............................................................(FBABDMN) ................19-11Budget Distribution Parameter Form .............................................(FBABDDS)..................19-12Budget Distribution by Amount Form ............................................(FBABDDA) .................19-13Mass Budget Change Form .............................................................(FBAMCHG)................19-13Budget Process Control Parameters Form .....................................(FBABPRC) ..................19-14Operating Budget Validation Form ................................................(FTVOBUD).................19-17Budget Phase Validation Form ........................................................(FTVOBPH) .................19-17

Position Control Introduction ............................................................................................... 19-17

Position Control Highlights ....................................................................................................19-17Position Budgeting Highlights................................................................................................19-18

Position Control Processing Forms ...................................................................................... 19-18

Position Definition Form .................................................................(NBAPOSN).................19-19Position Class History Form ............................................................(NBICLSH) ..................19-19Position Incumbent List Form ........................................................(NBIPINC) ...................19-19Position List by Position Classification Form .................................(NBIPLST) ...................19-20Position List by Organization Form ................................................(NBIPORG)..................19-20Position History Form ......................................................................(NBIPOSH)..................19-20HR/Finance Set Up Rule Form ......................................................(NTRFINI) ...................19-20Employee Jobs Form ........................................................................(NBAJOBS) ..................19-21

Budget and Position Control Inquiry Forms ...................................................................... 19-23

Fiscal Year Form ...............................................................................(NBAFISC) ...................19-24Position Budget Form ......................................................................(NBAPBUD).................19-24Position Budget Totals Inquiry Form ..............................................(NBIBTOT)..................19-25Fringe Charge Back Budget History Inquiry Form ........................(NBIBHSC) ..................19-25Fringe Actual Budget History Inquiry Form ..................................(NBIBHSF)...................19-26Premium Earnings Budget History Inquiry Form .........................(NBIBHSR) ..................19-26Position Budget History Inquiry Form ...........................................(NBIBHSP) ..................19-26

19-1

Chapter 19 Budget and Position Control

Labor Distribution Change History Form ..................................... (NBIJLHS)................... 19-26Employee Job Inquiry Form ........................................................... (NBIJLST).................... 19-26Work Schedule Hours Inquiry Form .............................................. (NBIWKSH)................. 19-27

List of Budget Development and Position Control Reports and Processes ................ 19-27

SCT Banner Release 5.0 February 200119-2 Using SCT Banner Finance Confidential


Introduction

19 Budget andPosition Control

Budget Development is an online, integrated component of Banner Finance thatenhances efficiency and analytical capability in the budget development process.Department managers and budget office personnel can jointly enter and updatebudget data for future periods. The budget office can monitor departmentalrequests as they occur and update recommended allocations based on establishedguidelines.

Budget and Position

Control

The Budget Development module can be used as a a development and modelingtool. In addition, the module can be used to update the budget at any timethroughout the fiscal year in response to events that affect resources. This providesfor tighter budgetary control and ensures synchronization between the BudgetDevelopment and General Ledger modules.

Budget Development Highlights

User-defined Budget Periods — You can set up an unlimited number of budget IDs(for example, fiscal years) and phases within a budget ID using the OperatingBudget Maintenance Form (FTMOBUD).

Dynamic Budget Queries — A flexible query is available to allow you to retrieve databy any component of the chart of accounts and to review the status of budgetrequests. You may specify which components of the chart of accounts are retrievedand which phases are displayed.

Forecasting and Modeling — You may develop budget forecasts using base-yearbudgets defining prior, current, or future year. The Budget Process ControlParameters Form (FBABPRC) allows you to specify the source of the initial data foreach budget ID and phase. For example, the source may be current year data fromthe operating ledgers or budget data from another phase.

Mass Budget Change — You can apply mass budget changes to the budget modelfor:

• a selected range of budget units

• individual classifications of accounts or all accounts within a classification

• selected line items of revenue, expenditure, or transfers

Budget Development also includes these features:

• maintenance of current year budget

• distribution of budget to periods by percentage or amount

• unit budgets for performance measurement

February 2001 SCT Banner Release 5.0Confidential Using SCT Banner Finance 19-3


Menu Navigation Table

If you know the seven-lettername of the form you want toaccess, you may use DirectAccess to bypass theintervening menus. To useDirect Access at any menu,enter the seven-letter name ofthe form you want at the DirectAccess prompt. Instructions foraccessing menus are in Chapter2, Using Banner, in this manual.

Access this menu from the Finance System Menu (*FINANCE).

FTMOBUD Operating Budget Maintenance FormEnables you to create and maintain budget identification andphase data.

FBIBUDG Budget Query FormEnables you to view comparative budget phase data.

FBABDRA Budget Request by Account FormEnables you to create new budget requests or change existingrequests supporting development of the next fiscal period'sbudget in an all-encompassing data-entry mode.

FBABDRQ Budget Request Entry FormEnables you to enter a budget request for a particularcombination of Fund, Organization, Account, Program, Activity,and Location (FOAPAL).

FBABDMN Budget Maintenance FormEnables you to update budget amounts in the BudgetDevelopment module and the General Ledger for the currentfiscal year simultaneously. This feature, which is only available forBudget IDs that have been activated, can calculate committedand uncommitted budgets together, or it can calculate budgetsseparately by commit type.

FBABDDS Budget Distribution Parameter FormEnables you to distribute budget amounts to periods by aspecified percentage.

FBABDDA Budget Distribution by Amount FormEnables you to distribute budget amounts to periods by specifieddollar amounts.

FBAMCHG Mass Budget Change FormEnables you to make global changes within a specified budgetphase. You must execute the Budget Mass Change Process(FBRMCHG) to implement these changes.

FBABPRC Budget Process Control Parameters FormEnables you to set up a parameter record for the required budgetaction for each phase of the budget process.

FTVOBUD Operating Budget Validation FormEnables you to query budget IDs, their titles, number of yearsbudgeted to each budget, and the period type for the budget.



FTVOBPH Budget Phase Validation FormEnables you to query budget phases for budget IDs and chart ofaccounts.

*FINPOSN Position Control Processing MenuProvides access to the forms used to define employee positionsand apply them to your budget.

Access this menu from the Budget and Position Control System Menu(*FINBUDG).

NBAPOSN Position Definition FormEnables you to define and maintain all positions, regularearnings totals, premium earnings totals, fringe totals, andposition labor distributions.

NBIPINC Position Incumbent List FormEnables you to view a list of position incumbents by fiscal year asof a user-specified date.

NBIPLST Position List by Position Classification FormEnables you to view a list of all the positions assigned to a positionclassification.

NBIPORG Position List by Organization FormEnables you to view a list of positions defined for a specifiedorganization.

NTRFINI HR/Finance Set Up Rule FormEnables you to capture the Banner Finance rule class codes usedfor Human Resources transactions.

NBAJOBS Employee Jobs FormEnables you to maintain information on a job as defined for aspecified employee, including position, job description, start andend dates, status, hours, and salary information.

*FPCBUDGET Budget and Position Control Inquiry Forms MenuProvides access to the functional query forms that support fringecharge back processing, position budget history, premiumearnings budget history, position budget totals, job labordistribution, and general employee status information.

*FINPRULE Position Control Rule Forms MenuProvides access to the Position Control Rule forms. See Chapter20, Position Control Rule Tables.

Access this menu from the Position Control Processing Menu (*FINPOSN).



Budget and Position Control System Forms

This section provides you with examples and descriptions for each form within themain menu of the Budget and Position Control module.

The Budget Development module enhances efficiency and analytical capability inthe budget development process. This module enables department managers andbudget office personnel to jointly enter and update budget data for future fiscal yearbudgeting requirements.

The budget office can then monitor departmental requests as they occur andupdate recommended allocations based on established guidelines.

NBAFISC Fiscal Year FormEnables you to define the parameters of a fiscal year for purposesof position control.

NBAPBUD Position Budget FormEnables you to define position and budget information for aparticular position number, employee class, and fiscal year.

NBIBTOT Position Budget Totals Inquiry FormEnables you to query budget totals for regular salaries, premiumearnings (such as overtime), and fringe benefits.

NBIBHSC Fringe Charge Back Budget History Inquiry FormEnables you to query fringe charge back budget totals.

NBIBHSF Fringe Actual Budget History Inquiry FormEnables you to query fringe actual totals.

NBIBHSR Premium Earnings Budget History Inquiry FormEnables you to query premium earnings budget totals.

NBIBHSP Position Budget History Inquiry FormEnables you to query position budget totals.

NBIJLHS Labor Distribution Change History FormEnables you to query the labor distribution history for a specifiedemployee and assignment.

NBIJLST Employee Job Query FormEnables you to query job information by employee.

NBIWKSH Work Schedule Hours Inquiry FormEnables you to view the total hours worked by the employee foreach day of the month in a particular year.



Budget Development

Budget development provides continual maintenance of budgets throughout thefiscal year, so it serves not only as a developmental and modeling tool, but also as themechanism for revising and adjusting allocations in response to events that affectresources. This provides tighter budgetary control and ensures synchronizationbetween the Budget Development and General Ledger modules.

The Budget Development module uses these forms in conjunction with humanresources information, in most cases provided by the Banner Human ResourcesSystem and accounting information provided by other Finance modules.

Budget Development works in tandem with Position Control to oversee your site’swork force while enabling you to effectively manage your financial resources.

Forms in this section flow in the order that they appear on the Budget and PositionControl System Menu (*FINBUDG).

Each form contains a description, instructions on how to use the form, essential fieldinformation, and a navigational guide.

For more detailed information on how to use these forms, refer to Chapter 3,Processing.

Operating Budget Maintenance Form (FTMOBUD)

Use the Operating Budget Maintenance Form to create and maintain budgetidentification and phase data. Access this form from the Budget and PositionControl System Menu (*FINBUDG).

This form allows you to establish an unlimited number of user-defined budget IDsand budget phases with budget IDs. Phases within budget IDs enable you to definedistinct versions of the budget, such as

• general guidelines

• budget office recommendations

• departmental requests

• tentative, final approved, and temporary budget phases used to develop modelsand projections

Enter budget information such as Budget ID and periods budgeted for budgetqueries.

Enter the budget phase and budget status. Use the fields provided to specifysummary and comparative data. In addition, use these fields to specify budget andfinance rule posting of complete budget amounts and an activation date.



Budget Phase Information Window

Select the Allow Summary Codes checkbox to enter budgets for accounts that arenot data enterable. This item is optional.

Select the Display Comparative Data checkbox to have the system populate the KeyInformation data of the Budget Request Entry Form (FBABDRQ). The default dataindicates whether the system displays operating ledger data for comparison to thebudget amounts. This item is optional.

Select the Accumulate Budget checkbox to have the system populate the KeyInformation data of the Budget Request Entry Form (FBABDRQ). The AccumulateBudget checkbox indicates whether the comparative data retrieved is to be an exactmatch to the FOAPAL data. Leave this checkbox cleared to have the system retrievecomparative data as a single line item that is an exact match for the FOAPAL fields.This data populates the Accumulate Budgets on Entered Keys checkbox onFBABDRQ. The Accumulate Budget checkbox on FTMOBUD is optional.

When you select Accumulate Budget, the system accumulates comparative data frommultiple line items that match the entered FOAPAL items. For example, leave theactivity and location blank and the comparative data displays for the same fund,organization, account, program, and any activity and location.

The Accumulate Prior Year Budget checkbox indicates whether to roll uncommittedand committed budgets together or uncommitted budgets only when rolling abudget from the previous year to the current year. This item is optional.

Select Accumulate Prior Year Budget to combine uncommitted and committedbudgets when rolling the Operating Ledger budget into this phase. Leave thecheckbox cleared to roll only committed budget from the Operating Ledger(OPAL).

Budget Query Form (FBIBUDG)

Use the Budget Query Form to view comparative budget phase data. Access thisform from the Budget and Position Control System Menu (*FINBUDG).

The Budget Query Form consists of a main window and two additional windows.Enter the Budget ID, Chart of Accounts, FOAPAL components, budget phases, andbudget values on this form. If you do not know the values request a List for eachfield. Lists of values are available.

The Budget ID, Chart of Accounts, and Phase 1 fields are required.

Select Next Block to access the Budget Data Information Window.



Budget Data Information Window

The Budget Data Information Window queries the records based on the budget datayou entered on the form. The Budget and title default.

Select Next Block to access the Budget Total Information Window.

Budget Total Information Window

The Budget Total Information Window provides the total dollar amounts of eachqueried budget phase you entered initially. If you modified the query in the BudgetData Information Window, those changes are not reflected in this window.

Budget Request by Account Form (FBABDRA)

Use the Budget Request by Account Form to create new budget requests or changeexisting requests supporting development of the next fiscal period's budget in an all-encompassing data-entry mode. Access this form from the Budget and PositionControl System Menu (*FINBUDG).

The various amounts that you enter on this form can represent various levels ofbudget requests, from finance director requests to departmental managementrequests for specific revenue and expenditure line items.

You may view comparative data concerning the budget amount for the current fiscalyear on the Operating Ledger table. The Account Entry Information displays allrelated budget data for the requested line item.

Enter values in the Budget ID, Phase, COA, and Fund fields before proceeding.Entering FOAPAL values refines a budget through several phases. The Account codeis optional, permitting a query of several accounts. Enter FOAPAL data for eachbudget request. The Budget ID and Phase must already exist to initiate budgetrequests, and the Phase must include an activation date.

Enter budget requests on the Operating Budget Maintenance Form (FTMOBUD).The Budget ID value supplies FBABDRA with a fiscal year for which the budget isbeing developed and the current fiscal year that the system uses to access currentbudget data. To display comparative data, select the Display Comparative Datacheckbox.

Note: The Key Information also displays current year budget data for referencepurposes. Because it involves some background processing, the defaultfor Display Comparative Data is to display matching data.

The Accum. Budgets on Entered Keys checkbox indicates whether the comparativedata retrieved for a specified account is to include values that match the enteredFOAPAL set of values. For example, you may leave the Activity and Location fieldsblank and still gather comparative data for the same Fund, Org, Account, Program,and any Activity and Location when this checkbox is selected. Leave the checkbox



cleared to have the system retrieve an exact match for Activity and Location. Thedefault is to find an exact match.

The Account Entry Information allows you to enter multiple budget requests forseparate accounts using a quick data entry mode. Upon entering new accounts, ruleedits verify the following items:

• The budget is being developed for a defined fiscal period.

• All required fields on this form have been entered.

• The data is validated for any user-defined edits.

• The accounts are operating accounts.

The system performs an automatic query which retrieves any existing requestrecords matching the FOAPAL values you supplied. If the Display Comparative Datacheckbox is selected, the value of the current budget year displays in the CY(Current Year) field. The account description is retrieved from the Account Table(FTVACCT) for display purposes, and the form retrieves the current amountrequested from the Budget Line Item Table (FBBBLIN). If you add text describingthis request, then Y displays in the Text Exists field. You may only add text to arequest when it is first created.

The value in the Dur field represents the duration of the budget request. The valuein the Dur field may be either P (Permanent) or T (Temporary). The Dur field is aunique key factor for this item, so you can have two records with the same accountnumber: one with Permanent duration, and one with Temporary duration.

For a new request, enter a value in the Acct, Current Amount, and Change Amountfields.

Enter data for existing records in the Change Amount fields. Enter data for newrecords in the Acct and Description fields. Enter an amount for new requests andchanges to requests. In the % (Percent) field, enter P to increment the changedamount by a percent, or leave this field blank to indicate amount increments. DefineDur (Duration) as P for permanent budget or T for temporary budget.

With a new request or an existing request, the Current Amount field cannot be leftblank before you commit the budget request.

Budget Request Entry Form (FBABDRQ)

Use the Budget Request Entry Form to enter a budget request for a particularcombination of Fund, Organization, Account, Program, Activity, and Location(FOAPAL). Access this form from the Budget and Position Control System Menu(*FINBUDG).

The Budget Request Entry Form also specifies budget phase and provides acomparative display of selected prior and current year budget and accounting data.



Enter the appropriate Budget ID, Budg. Phase, and desired FOAPAL combinationfor a particular request. The Accumulate Budgets on Entered Keys checkboxindicates whether the comparative data retrieved for a specified account is toinclude values that match the entered FOAPAL set of values.

For example, you may leave the Activity and Location fields blank and still gathercomparative data for the same Fund, Org, Account, Program, and any Activity andLocation when this checkbox is selected. Leave the checkbox cleared to have thesystem retrieve an exact match for Activity and Location. The default is to find anexact match. To display comparative data, select the Display Comparative Datacheckbox.

Budget Maintenance Form (FBABDMN)

Use the Budget Maintenance Form to update budget amounts in the BudgetDevelopment module and the General Ledger for the current fiscal yearsimultaneously. This feature, which is only available for Budget IDs that have beenactivated, can calculate committed and uncommitted budgets together, or it cancalculate budgets separately by commit type. Access this form from the Budget andPosition Control System Menu (*FINBUDG).

Select the Accumulate PriorYear Budget checkbox on theOperating Budget MaintenanceForm (FTMOBUD) if you wantthe system to accumulate bothcommitted and uncommittedbudgets. Do not select thischeckbox if you do not wish toaccumulate budget data.

Enter a document number in the Document field. Leave this field blank or enterNEXT to generate a sequential document number. If you leave the Document fieldblank, the system assigns a document number at commit time. The system checksthe document number to see if FBABDMN created it.

Note: FBABDMN does not allow you to view or update documents originallycreated on the Journal Voucher forms (FGAJVCD and FGAJVCQ).

In the Transaction Detail information, the Fund and Acct fields are required.

Journal Voucher Listing Report

To print the Journal Voucher Listing Report (FGRJVLR) directly from the mainwindow of the Budget Maintenance Form (FBABDMN), select Print JournalVoucher from the navigation frame or select that choice from the Options Menu.This transfers you to the job submission Process Submission Control Form(GJAPCTL) where you can print the Journal Voucher Listing Report.

Budget Maintenance Window

To access this window, select Budget Maintenance Information from the navigationframe or select Next Block from the main window.

Refer to Chapter 3, Processing, in this manual for details on the functions of theadditional windows in this form.



Balancing/Completion Window

To access this window, select Access Completion from the navigation frame or selectComplete from the Options Menu on the Budget Maintenance Window.

If you click the Complete button, the system edits the document and submits it toposting. If you click the In Process button, the system saves the work done on thisform but does not submit the document to posting. Selecting the In Processfunction allows you to research the document for any open issues before sending itto posting.

Document Verification Window

The Document Verification Window appears and displays a message if errors arefound.

Click or select Exit to exit this window and correct the errors.

Budget Distribution Parameter Form (FBABDDS)

Use the Budget Distribution Parameter Form to distribute budget amounts toperiods by a specified percentage. Access this form from the Budget and PositionControl System Menu (*FINBUDG).

Use the Budget Distribution Summary Process (FBRBDDS) in conjunction with theBudget Distribution Parameter Form (FBABDDS). Refer to Chapter 29, Reports andProcesses, for more information on FBRBDDS.

Distributes all the budgetswithin processing, distributesbudget line items at theirdefined level, and alsodistributes line items at anysubordinate levels within therelevant hierarchy.

Enter the budget data, FOAPAL values, duration, period type, and measurementtype. When you select the Distribute all the budgets within checkbox, you must runthe associated Budget Distribution Summary Process (FBRBDDS). FBRBDDSprovides hardcopy output of the budget data, FOAPAL values, and distribution youhave processed.

When you execute a budget distribution and request a redistribution of the budget,select the Redistribution checkbox. The system “zeros” existing distribution recordsin the database but does not remove records from the database.

Distribution Parameter Information Window

To access this window, select Distribution Budget by Period from the navigationframe or select Next Block from the main window. Use this window to allocatebudgeted funds to conform to previously established organizational spendingpatterns. If you distribute 100% of all budgeted funds for a single FOAPAL, the formprocesses the data online, eliminating the need to run the summary.

Specify the Start Period, Number of Periods, and Distribution % (percentage) forthe budget. Values for Start Period must be unique. If you qualify a fiscal year in twoperiods, your start periods may be 01 and 02. You cannot qualify the two periods as



01 and 01. The system performs an edit on the start period values to ensure that theyare unique when committed.

The system validates the number you enter in the Number of Periods field based onthe Period Type entered on the main window. Period Type A (Annual) allows you todefine only one period in the distribution. Period Type Q (Quarterly) allows you todefine from one to four periods in the distribution. Period Type P (Period) allowsyou to define from one to 13 periods in the distribution.

Percentage Data

Your distribution percentages must add up to 100% based on the number of periodsdefined.

When you save your budget distribution, the system performs an automaticRounding Process if a round-off amount remains. The system adds any round-offamount to the first period.

When you are finished entering period and percentage records, save the records. Ifthis is the only distribution you wish to define, exit the form. If you have anotherbudget distribution, select Next Block to navigate back to the main window whereyou may add subsequent distributions.

Budget Distribution by Amount Form (FBABDDA)

Use the Budget Distribution by Amount Form to distribute budget amounts toperiods by specified dollar amounts. Access this form from the Budget and PositionControl System Menu (*FINBUDG).

Specify the Bud (Budget) ID, Phase, and desired FOAPAL combination.

The system displays the period and amount for each period as determined bypreviously defined budget and period data using the Budget Distribution ParameterForm (FBABDDS). Enter changes to a period in the appropriate record of theChange to Amount column. The Change to Amount column recalculates to reflectyour changes. Changes entered in this column also affect amounts displayed on theBudget Request Entry Form (FBABDRQ).

Mass Budget Change Form (FBAMCHG)

Use the Mass Budget Change Form to make global changes within a specifiedbudget phase. You must execute the Budget Mass Change Process (FBRMCHG) toimplement these changes. Access this form from the Budget and Position ControlSystem Menu (*FINBUDG).

Enter the Budget ID, Budget Phase, and COA. Entry of a FOAPAL combination isoptional based on the scope of the change being made. To change the entirebudget, do not enter these fields. For example, to change all funds within a budget,leave the Fund field blank.



Enter P (Permanent Budget) or T (Temporary Budget) in the Duration field. EnterA (Annual), Q (Quarter), or P (Period) in the Period Type field. Measurement typemay be D (Dollars), H (Hours), or a user-defined value. The Measurement Type andPeriod Type values default to this form from the Operating Budget MaintenanceForm (FTMOBUD).

Select the Change all the budgets within checkbox to apply the budget change (masschange) to all line items that match the FOAPAL values entered and for all FOAPALvalues that are under the hierarchy of the FOAPAL values. Leave this checkboxcleared to change only the budget line items for the FOAPAL values displayed.

If the Change all the budgets within checkbox is left cleared and a percentage isentered in the Change Percent field, the percentage increase applies only to lineitems that match the specific FOAPAL codes.

Specify the Change Amount or Change Percent value that you wish to use when youexecute mass change; do not enter both.

Caution: Use caution when you enter a negative percentage amount in the ChangePercent field.

The following items illustrate a mass budget change by a negative percentage thatyields an unexpected result.

• A previous mass change increased a budget's total from $200.00 to $210.00.

• You specify -5% in the Change Percent field.

• The change decreases $210.00 by -5% yielding $199.50.

• You expected to decrease $200.00 by -5% yielding $190.00. Instead, youdecreased the new total by $10.50.

When you modify by percentage, positive or negative, the system modifies theabsolute budget total. The previous change by ten dollars affects the result when youmodify by percentage.

Select Save to invoke a change by amount or by percentage.

Budget Process Control Parameters Form (FBABPRC)

Use the Budget Process Control Parameters Form to set up a parameter record forthe required budget action for each phase of the budget process. Access this formfrom the Budget and Position Control System Menu (*FINBUDG).

Note: Establish budget phases using the Operating Budget Maintenance Form(FTMOBUD).

Specify one of the following budget actions in the Action field:

O OPAL Supports rolling budgets from existing currentoperating ledger (OPAL) budget to a phase



Use the Budget Build Process (FBRBDBB) in conjunction with Budget ProcessControl parameter actions O (OPAL), B (Budget Line), and D (Delete).

The system creates distributedbudget records only from OPALelements because the BudgetLine Item Table (FBBBLIN)contains the annualized budgetamount per FOAPAL and has nobreakdown by budget periods.

Use the Budget Roll Process (FBRBDRL) in conjunction with Budget ProcessControl parameter action A (Activate).

Budgets with an Action Indicator of B (Budget Line) include the Budget SourceData parameters. Budgets with Action Indicator of O (OPAL) include the OPALSource Data parameters.

Enter the Budget ID, Phase, and COA. Select a value from the Action field andspecify the scope of the budget action to take: O (OPAL), B (Budget Line), A(Activate), or D (Delete). Select Next Block to access the corresponding window.

OPAL Source Data Window

This window opens after you select Opal from the Action pull-down list on the mainwindow.

Enter the COA (Chart of Accounts) and Fiscal Year being used as a base in theOPAL Source Data parameters. Select options for the inclusion/exclusion of data inthe new phase using the additional parameters.

Budget Source Data Window

This window opens after you select Budget Line from the Action pull-down list on themain window.

Enter the Base Budget ID, Base Budget Phase, and Base COA for the system to useas a base in the Budget Source Data parameters. Select options for the inclusion/exclusion of data in the new phase using the additional parameters.

Additional Parameters

Define the additional parameters based on site requirements. Select the appropriatecheckbox to initiate the parameter.

B Budget Line Supports rolling phase to phase within a budget IDor from a different budget ID

A Activate Supports rolling the adopted budget phase into theOPAL ledger

D Delete Supports deletion by individual account types and/or fund types. The more FOAPAL elements youdefine to your account and fund types during chartof accounts set up, the more flexibility you have inproviding segmented phases for projections andmodeling



Include Adopted: If you are rolling budget phases from the operating ledger, youmay want to include adopted budgets.

Include Adjustments: If you are rolling budget phases from the operating ledger,you may want to include adjusted budgets.

Include Temporary: If you are rolling budget phases from the operating ledger, youmay want to include temporary budgets.

Build Distributed Budget: Select this checkbox to insert budget records into boththe Distributed Budget Table (FBRDIST) and the Budget Line Item Table(FBBBLIN). Leave this checkbox cleared to insert budget records into the BudgetLine Item Table (FBBBLIN) only. Use caution if you select this checkbox since thebudget records populate two database tables.

Overwrite File: This option applies to both operating ledgers and line items. Toinsert new or additional records, leave the checkbox cleared. To replace existingfiles with current operating ledger and line items, select the checkbox.

Insert New Records: Select the checkbox if you have new records to insert from thephase you are merging.

Include Labor Accounts: Select the checkbox to include a labor account type withthe budget line items in the phase you are merging.

You may enter multiple base budget phases (create multiple records) before you rollor merge them into the final phase. To complete the merge, run the Budget BuildProcess (FBRBDBB).

Phase Activation Data Window

This window opens after you select Activate from the Action pull-down list on themain window.

Enter Permanent Rule Code, Temporary Rule Code, Percentage Rolled, Rerunbudget roll indicator, and Description in the Phase Activation Data parameters.

Delete Options Window

This window opens after you select Delete from the Action pull-down list on the mainwindow.

Enter the Type Indicator and Type Code for fund and accounts using the DeleteOptions parameters.



Operating Budget Validation Form (FTVOBUD)

Use the Operating Budget Validation Form to query budget IDs, their titles, numberof years budgeted to each budget, and the period type for the budget. Access thisform from the Budget and Position Control System Menu (*FINBUDG).

This form is query-only.

Budget Phase Validation Form (FTVOBPH)

Use the Budget Phase Validation Form to query budget phases for budget IDs andchart of accounts. Access this form from the Budget and Position Control SystemMenu (*FINBUDG).

This form is query-only.

Position Control Introduction

19 Budget andPosition Control

Position Control is a component of Budget Development that allows you to defineposition classifications and apply them to your budget. This component is fullyintegrated with the Banner Finance System. It enhances budgeting capabilities andensures consistency by supporting the full range of functions necessary for positionadministration, including:

• budget preparation and monitoring

• position control and staffing

• position classification

• account distribution

Position Control Highlights

Position Classification — You can organize positions by user-defined positionclassifications. These classifications determine salary ranges and EEO groupings. Anapplicant can apply for a position classification rather than a specific position. ThePosition List by Position Classification Form (NBIPLST) displays all the positionsassigned to a position classification.

Position Monitoring — The system stores data on all employees assigned to aposition. Highlighted positions include vacant, cancelled, and over-budgeted. ThePosition Incumbent List Form (NBIPINC) shows position incumbents as of a user-specified date. This form provides data on past and present incumbents of eachposition and on total occupied FTEs for each position.



Position Budgeting Highlights

Creating and maintaining a salary and fringe benefit budget requires a flexiblesystem to accommodate the variety of employment and funding needs. The positionbudgeting components of the Position Control module provide this capability.

Budget Preparation — Position Control provides an interactive process thatsupports the preparation of personnel services and fringe benefit budgets. Thesystem rolls positions forward to the next budget year according to current budget,zero-based amount, midpoint salary, remaining budget, or summary of currentsalaries. You may make online changes to the budget at any time before you adoptthe budget. This process also supports fringe benefit budgeting. The system usesdata on an employee's actual insurance carrier to project the site’s annual cost forbenefits and employer-paid taxes for each employee. Position and labor distributionfeatures maintain data on budgeted amounts and FTEs.

Budget Monitoring — This component provides the tools necessary to monitorposition expenditures versus budget amounts, as well as compliance within budgetlimits. The system calculates:

• position encumbrances on a per-employee assignment basis

• the amount being encumbered as the anticipated labor expense for the fiscalyear.

Use the Position Definition Form (NBAPOSN) to collect basic information about aposition (for example, who authorized it, what position it reports to, and its salaryrange). NBAPOSN displays amounts budgeted, encumbered, expended, andremaining in a given fiscal year and provides for budget modeling capabilities usingthe budget identification and phase codes.

Position Control Processing Forms

This section provides you with examples and descriptions for each form within thePosition Control Processing feature of the Position Control module.

Forms in this section flow in the order that they appear on the Position ControlProcessing Menu (*FINPOSN).



Note: The forms on the Position Control Rule Forms Menu (*FINPRULE) aredocumented in Chapter 20, Position Control Rule Tables.



Position Definition Form (NBAPOSN)

Use the Position Definition Form to define and maintain all positions, regularearnings totals, premium earnings totals, fringe totals, and position labordistributions. Access this form from the Position Control Processing Menu(*FINPOSN).

NBAPOSN allows you to monitor position expenditures and compare them to theirbudgeted amounts. Positions are defined within a position classification by fiscalyear.

Regulatory Information Window

To access this window, select Regulatory Information from the navigation frame orselect Regulatory Information from the Options menu on the main window.

Enter the CIPC (College Instructional Program) and occupational data for local sitereporting purposes in this window. The Position Group Code field is required.

Compensation/Classification Change Date Window

Use this window to enter a future change date for this information. Click OK to savethis date to your system.

Position Class History Form (NBICLSH)

Use the Position Class History Form to display a history of the changes made to aspecified position class via the Position Class Rule Form (NTRPLCS). Changes areshown in descending order by date; for example, the most current change is shownfirst, and the information originally entered for the position is shown last. Recordscan be deleted from the NBICLSH form. Record inserts and updates, however, arenot allowed.

Use the horizontal scroll bar or select Next Item to access the Employee Skill,Position Group, Category Code, Salary, and User fields.

Position Incumbent List Form (NBIPINC)

Use the Position Incumbent List Form to view a list of position incumbents by fiscalyear as of a user-specified date. Access this form from the Position ControlProcessing Menu (*FINPOSN).

This form provides data on past and present incumbents of each position, futureincumbents by the effective job date, and total occupied FTEs for each position.Data provided for each incumbent includes identification number, name, jobbegin/end dates, and employee status. An alphabetic name sort function is availableon this form.



Position List by Position Classification Form (NBIPLST)

Use the Position List by Position Classification Form to view a list of all the positionsassigned to a position classification. Access this form from the Position ControlProcessing Menu (*FINPOSN).

This form displays data such as position number, position title, status, begin/enddates, type of position, and number of budgeted and filled FTEs.

Position List by Organization Form (NBIPORG)

Use the Position List by Organization Form to view a list of positions defined for aspecified organization. Access this form from the Position Control Processing Menu(*FINPOSN).

Positions appear in sequence according to defined Position Number. Budgeted andfilled totals appear for each position.

Position History Form (NBIPOSH)

The Position History Form displays a history of the changes made to a specifiedposition via the Position Definition Form (NBAPOSN). Changes are shown indescending order by date; for example, the most current change is shown first, andthe information originally entered for the position is shown last. Records can bedeleted from the NBIPOSH form. Record inserts and updates, however, are notallowed.

Note: This form can be reached only by clicking Position History from thenavigation frame on the Position Definition Form (NBAPOSN). Itcannot be reached directly from a menu.

Use the horizontal scroll bar or select Next Item to access the Employee Class,Salary, Reports to, Apt Pct, Position Group, and User fields.

HR/Finance Set Up Rule Form (NTRFINI)

Use the HR/Finance Set Up Rule Form to capture the Banner Finance rule classcodes used for Human Resources transactions. Access this form from the PositionControl Processing Menu (*FINPOSN).

Use the vertical scroll bar or select Next Item to access the Original Budget, AdjustedBudget, Original Salary Encumbrance, Salary Encumbrance Adjustment, OriginalFringe Encumbrance, Fringe Encumbrance Adjustment, COBRA Payment CashPosting, COBRA Payment Benefit Premium, and COBRA Payment AdministrationFee fields.

Define rule class codes for Banner Finance using the Rules Maintenance Form(FTMRUCL). The system verifies rule classes using the Rule Class List Form



(FTVRUCL). The HR/Finance Set Up Form also defines the accountingdistribution for net pay and deferred pay, for net expenditures, and for creatingaccounting records for encumbrances, expenditures, liabilities, and budgettransactions.

Distribution Information Window

The Distribution Information window displays the accounting distributions thatcontrol the processing of accounting transactions.

Enter a value in the Index field to default the FOAPAL elements.

Enter values in the Deferred Pay distribution fields to use this type of distributionin the interface. In the Fringe Clearing fields, enter the accounting distributionwhere the actual fringe expense will be debited and the fringe charge-back amountwill be credited.

Fringe Chargeback Rules Window

Use the Fringe Chargeback Rules Window to enter fringe chargeback data for usein the interface.

In the Matching FOAPAL Components fields, specify which components of theFOAPAL elements you wish to use in the matching of the external funding sources.Select or clear each checkbox to activate that source as desired.

The subsequent fields determine how you encumber, liquidate, and expensebenefits and fringe rates when you run your payroll.

Employee Jobs Form (NBAJOBS)

Use the Employee Jobs Form to maintain information on a job as defined for aspecified employee, including position, job description, start and end dates, status,hours, and salary information. Access this form from the Position ControlProcessing Menu (*FINPOSN).

NBAJOBS supports mass salary-step increases, allows for deferred salary payments,and allows you to specify a future effective date for salary changes. This form alsomaintains the dollar amounts and labor distribution account numbers used forencumbering and expending.

If you enter a position/suffix combination that does not exist for this employee, thesystem displays the following message:

“Warning! This job is not assigned to this employee. Do you want to set it up?”

When you select OK, the Enter values for job set-up window appears.



This window collects the position begin date, contract type (Primary, Secondary, orOverload), and salary step. It displays the rate and annual salary associated with thatstep and allows you to designate them to be set up for deferred pay. (If you use StepZero, you can enter rate or annual salary data.) When you select OK, the job iscreated using default information from the position and employee class. When youreturn to the main window, select Next Block to continue defining this position forthis employee.

Job Detail Information Window

The Job Detail Information Window collects compensation, pay plan, andencumbrance information. Use this window to implement salary changes andspecify the FTE allocation of this employee in this position.

Select Effective Date to Query Window

The Select Effective Date to Query Window displays the effective-dated jobs detailrecords associated with this employee. Data for the effective date you select isdisplayed when you return to the Job Detail Information Window.

Deferred Pay Information Window

The Deferred Pay Information Window enables you to set up deferredpay. Itdisplays the Per Pay Salary, Factor, number of Pays, and the Deferred Amount perpay.

Create New Date Record Window

The Create New Date Record Window enables you to add a new effective date recordin the Job Detail Window. You can use this window for future changeimplementation.

Payroll Default Information Window

The Payroll Default Information Window collects timesheet and premium pay data.

Miscellaneous Job Information Window

The Miscellaneous Job Information Window contains general job data, includingU.S. federal EEO information and supervisory, location, and Workers’Compensation identifiers.

You may select from a list of valid values for all fields with buttons.



Excluded Deductions/Benefits Window

Use the Excluded Deductions/Benefits Window to exclude benefits and deductionsfrom this job definition.

Default Earnings Code Window

Use the Default Earnings Code Window to establish the earnings code that defaultsto this employee’s timesheet.

Work Schedules Window

Use the Work Schedules Window to maintain work schedule information. Note thata default earnings time period for the base earn code cannot overlap a workschedule time period.

Create New Date Record Window

The Create New Date Record Window enables you to add a new effective dated workschedule in the Work Schedule Window. You can use this window for future changeimplementation. Work schedules can be copied from the Work Schedule Rule Form(NTRWKSH) by entering the work schedule code at Copy From.

Job Labor Distribution Window

Use the Job Labor Distribution Window to enter labor distribution data. Base thisdata on the FOAPAL element distribution.

Use the horizontal scroll bar or select Next Item to access the Project and Costfields.

Budget and Position Control Inquiry Forms

This section provides you with examples and descriptions for each form within theInquiry forms feature of the Position Control module.

Forms in this section flow in the order that they appear on the Budget and PositionControl Inquiry Forms Menu (*FPCBUDGET)





Fiscal Year Form (NBAFISC)

Use the Fiscal Year Form to define the parameters of a fiscal year for purposes ofposition control. Access this form from the Budget and Position Control InquiryForms Menu (*FPCBUDGET).

You can define fiscal years for an unlimited number of active and working budgets.You must define your fiscal year with this form before you use the Position DefinitionForm (NBAPOSN).

Position Budget Form (NBAPBUD)

Use the Position Budget Form to define position and budget information for aparticular position number, employee class, and fiscal year. Access this form fromthe Budget and Position Control Inquiry Forms Menu (*FPCBUDGET).

Use this form to identify a position, specify its status and type, specify the salary typefor the position, and authorize the position.

Note: Define positions within a position classification by fiscal year.

Enter values in the Fiscal Year and Position No (number) fields. Select Next Blockto access the introductory position information.

Position Salary Budgets Window

The Position Salary Budgets Window displays amounts budgeted, encumbered, andexpended in a given fiscal year. This form provides budget modeling capabilities viathe budget identification and phase code. It also provides premium earnings totalsby earnings code.

Fringe Charge Back Information Window

The Fringe Charge Back Information Window displays fringe budgeting andencumbering data. It enables you to enter a new FOAPAL for fringe residualposting.

Note: The Fringe Charge Back Information window appears only if the valueentered at the NTRFINI Fringe Calculation Method field is All orException Only. If you entered None on NTRFINI, the Actual FringeBenefits Total window appears instead.

Actual Fringe Benefits Total Window

The Actual Fringe Benefits Total Window displays fringe budgeting andencumbering data.



Use the horizontal scroll bar or select Next Item to access the Budget To be Postedfield.

Note: The Actual Fringe Benefits Total window appears only if the valueentered at the NTRFINI Fringe Calculation Method field is None. If youentered All or Exception Only on NTRFINI, the Fringe Charge BackInformation window appears instead.

Premium Earnings Totals Window

The Premium Earnings Totals Window enables you to specify premium earnings byearnings code and amount. Except for base pay or non-cash earnings, any earningscode assigned to this position can be designated as premium earnings.

Use the horizontal scroll bar or select Next Item to access the Budget To be Postedfield.

Position Labor Distribution Window

Use this window to enter salary and budget source information for a specifiedposition.

Use the horizontal scroll bar below the Acct and Prog fields or select Next Item toaccess the Actv, Locn, Project, and Cost fields.

Use the horizontal scroll bar below the Salary Budget and Percent fields or selectNext Item to access the To Be Posted field.

Position Budget Totals Inquiry Form (NBIBTOT)

Use the Position Budget Totals Inquiry Form to query budget totals for regularsalaries, premium earnings (such as overtime), and fringe benefits. Access this formfrom the Budget and Position Control Inquiry Forms Menu (*FPCBUDGET).

For this form to be useful, you must establish budget information through thePosition Definition Form (NBAPOSN).

Fringe Charge Back Budget History Inquiry Form (NBIBHSC)

Use the Fringe Charge Back Budget History Inquiry Form to query fringe chargeback budget totals. Access this form from the Budget and Position Control InquiryForms Menu (*FPCBUDGET).

Enter the Position code and the remaining data as desired. Select Next Block. Thebudget data defaults.



Fringe Actual Budget History Inquiry Form (NBIBHSF)

Use the Fringe Actual Budget History Inquiry Form to query fringe actual totals.Access this form from the Budget and Position Control Inquiry Forms Menu(*FPCBUDGET).


Premium Earnings Budget History Inquiry Form (NBIBHSR)

Use the Premium Earnings Budget History Inquiry Form to query premiumearnings budget totals. Access this form from the Budget and Position ControlInquiry Forms Menu (*FPCBUDGET).


Position Budget History Inquiry Form (NBIBHSP)

Use the Position Budget History Inquiry Form to query position budget totals.Access this form from the Position Control Inquiry Forms Menu (*FPCBUDGET).


Labor Distribution Change History Form (NBIJLHS)

Use the Labor Distribution Change History Form to query the labor distributionhistory for a specified employee and assignment. Access this form from the PositionControl Inquiry Forms Menu (*FPCBUDGET).

Use the horizontal scroll bar or select Next Item to access the Enc Val field.

You can enter a free-form explanation in the Change Reason field.

Employee Job Inquiry Form (NBIJLST)

Use the Employee Job Inquiry Form to query job information by employee. Accessthis form from the Budget and Position Control Inquiry Forms Menu(*FPCBUDGET).

Use the horizontal scroll bar or select Next Item to access the Job Type andEmployer Code fields.

This form lists the primary, secondary, and overtime positions occupied by a specificemployee.



Work Schedule Hours Inquiry Form (NBIWKSH)

Use the Work Schedule Hours Inquiry Form to view the total hours worked by theemployee for each day of the month in a particular year. Access this form from theBudget and Position Control Inquiry Forms Menu (*FPCBUDGET).

When an employee has a work schedule, the weekday, day in the schedule, and totalhours worked are displayed for each day in the month.

When an employee has no work schedule for a particular day, the hours per day youenter on the Employee Job Form (NBAJOBS) are displayed for weekdays, and a zerodisplays for Saturdays and Sundays. This form is query-only.

List of Budget Development and Position Control Reports and Processes

The following reports contain information you maintain in the BudgetDevelopment module.

Refer to Chapter 29, Reports and Processes, for descriptions, parameter listings, andsample output.

Budget Development Reports and Processes

FBRAPPD Approved Distributed Budget Report — Displays the distributedbudget by period, current year budget, prior year budget, andvariance of the current year to the budget year.

FBRAPPR Approved Budget Report — Displays the approved budgetphase along with the prior year, current year, and variance of theapproved budget to the current amounts.

FBRBDBB Budget Build Process — Builds or changes line items for abudget phase. Creates/updates line items from another budgetphase or from the operating ledger. You may delete line items byaccount for fund type. Enter the parameters used to execute thisprocess on the Budget Process Control Parameters Form(FBABPRC).

FBRBDDS Budget Distribution Summary — Provides a hard copy summaryof the offline process used to distribute amounts from thebudget line item table into periodic amounts in the distributiontable.

FBRBDRL Budget Roll to General Ledger Process — Rolls budget amountsinto the Finance Ledgers.

FBRFEED Finance Budget Feed Process — Sends Position Control budgetinformation from the Position Control module into the FinanceBudget tables.

FBRMCHG Budget Mass Change Process — Changes budget line items byan amount or a percentage. Enter these report parameters usingthe Mass Budget Change Form (FBAMCHG).



FBRWKSH Budget Worksheet Report — Displays up to three budget phaseswith current year and prior year budget amounts from thebudget file.

Position Control Reports and Processes

NBPBROL Budget Roll Process Report — Executes budget roll (includingfringe benefits) from one fiscal year to another. The system postsresults to the Position Totals Block of the Position DefinitionForm (NBAPOSN).

NBPBUDM Budget Maintenance Process — Spreads budget amounts toposition labor distributions.

NBPMASS Mass Salary Table Update Report — Calculates contract valuefor fiscal year entered. Calculates automatic step increases.Updates groups of Table/Grade combinations by amount orpercentage and updates job records with new table/gradecombination.

NBRBWRK Budget Worksheet Report — Displays budget phases withcurrent year and prior year budget amounts from the budgetfile. This report sorts by organization, fund, program, activity,location, and account.

NBRPCLS Position Class Listing Report — Lists defined position classesand salary guidelines.

NBRPINC Position Class Incumbent Report — Lists incumbents ofpositions in each position class.

NBRPOSN Position Report — Lists active, frozen, and/or cancelledpositions for a specified date range.

NBRPSTA Position Status Exception Report — Lists exception statuspositions (i.e., over budget, vacant, cancelled, frozen, under-encumbered, or over-filled).

NHPFIN1 Finance Interface Extract Report — Extracts data for FinanceSystem interface and updates the position totals withencumbered amounts.

NHPFIN2 Finance Interface Report — Shows information extracted andpassed to the Finance System. This report is most useful whenyou have specific payroll data in your system.

NHRBDST Budget Distribution Report — Shows budgetary information forselected FOAPALs.

NHRDIST Organization Distribution Payroll Distribution Report — Showssummary and detail reports.

NHRECRT Effort Certification Report — Shows FOAPAL information forspecified grants or funds.



NHREDST Employee Distributions Report — Shows the sum of selectedearnings and/or benefits distributed to each FOAPAL for eachemployee’s position. Also shows the percent of the selectedearnings and/or benefits represented by the reported sum, andthe percent of the employee’s total earnings and/or benefitsrepresented by the sum of all earnings and/or benefitsdistributed to the FOAPAL.

NHRSDST Employee Payroll Summary by Organization Report — Showsup to eight columns of earnings and benefit data for selectedFOAPAL distributions. Each column can contain hours oramounts for a specific earning, benefit, or charge back, or for allearnings and/or benefits.



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Documents

BUDGET AND POSITION CONTROL - Imperial Valley …spaces.imperial.edu/alfonso.sanchez/DOCS/finance19budgpc.pdfPosition Budgeting Highlights ... main menu of the Budget and Position