SLU Budget & Financial Planning

Colleague Budget Management

Questions & Comments Contact Paula Sturge x5559

START UP

Start in the SLU portal: https://saints.stlawu.edu

In the “Employee Links” tab, click on the “Colleague” link.

The Colleague Welcome page willopen in a new tab Press the BEGIN button

Disable Pop-up Blockers or add Colleague as anexception to the Block List

Warning received the first time Colleague is runon a machine Select Always trust… and press Run

The Colleague LOGIN page will open in a new window Enter your Network UserID and Password

Press the LOGIN button

Colleague will takesome time to initialize, runsupporting

software, and startyour session

A tour is offeredthe first time auser logs in.

After you havetaken the tour,click the Don't Show Me Again

Then click theClose button.

The main Colleague window opens.

Navigation is typical of Web based applications,with Tabs for drop down menus, drop-down

selection boxes, and buttons to perform actions.

Users only seemenus for functions they may use.Initially set to “Person” and UT – Utility.

This screenshot is set to “Forms” and UT – Utility.

Select : CF – Colleague Financials And Budget Management – BU.

BUDGETING

Two Primary Screens: • Responsibility Worksheet Line Item - RWLI• Detail Worksheet Report - DWSR

Double-Click to select menu item

Asked to select the Budget you wish to work on

Enter the Name of the budget or “…”

“…” will result in alist to select from

Always choose "FY2016"

There will be one more BUDGET added to the resulting list

# FY2016 Operating Budget 2015-16

Once the Budget has been selected,select the Responsibility Unityou wish to workon.• Only those you are

responsible for will be listed.

• If you are responsible for only one unit, it will go directly there.

The Line Items in the ResponsibilityUnit are displayed.

• New amounts may be entered in the Basic Amount column.

• Revenues and other Credits must be negative.

Data displayed in columns may be changed • C1 = 2014-15

Original Budget.

• C2 - 2014-15 LRE.

• BA = 2015-16 Budget.

• $ and % are differences between 2014-154 and 2015-16 budgets.

• Other options are either -0- or not useful.

2015

2016

Original Budget 2015

Navigation • “Internal” & “External” Scroll Bars• Click on a cell to Select • Enter or Tab may be used…May have different

action Entering Line Item Amounts: • Only the 2015-16 Budget may be changed• Displayed as BA (Basic Amount)• May be in any of the columns Entry Options: • Replace Amount • + = increase by $ amount• - = decrease by $ amount• + or - a % change • Type Over replaces the $ amount

Totals and Comparisons recalculate automaticallySub-Select & Global Changes ?

Justification Notes

An online notepadis available for justification or other notes.

Click any of the “Detail” icons on the same line as the GL Number that you wish to notate.

Enter text one lineat a time in theJustificationNotes Section.

Save & Update Returns you to theprevious screen.

Work-In-ProcessNote: • Comparison

Column is updated.

• Totals are

updated.

• Flags indicate line amounts that have Changed (c)

or Justification (j) has been entered. Save & Update !!

REPORTING Select Detailed

Worksheet Report - DWSR

You are asked to select the Budget you wish to work on.

• Enter the Name or “…”

• Select the Budget you wish to report

Once the Budgethas been selected,select the Responsibility Unityou wish to report • Only those you

are responsible for will be listed.

• May delete Responsibility Units you do not wish to report.

• Save and Update to continue.

• Change the Output Device to Hold/Browse File Output.

• Save and Update.

• Execute in Background Mode? Always select “N”.

• Save and Update.

Alias Assignment• Allows an alternate user to

work as the Budget Manager.• Select BAAS from the menu.• Will then select Budget ID.• Assignment screen appears.

• Enter A for Assign or R for Reinitialize.

• Enter Budget Officer ID of the person you are representing OR “…”

A or R

Select ID of the Budget Officer you

wish to work as. You will only be shown the ID of those who you can be an Alias for.

• Save & Update.• Will assume the

rights of that Officer for the current session.

• Logout or Reinitialize to resume your own identity.

DEADLINES Rolling Schedule Dependent on Level

o February 27 - data entry window opens on all accounts

o March 09 - window closes (due date) for first level of accounts

o March 16 - window closes (due date) for second level of accounts

o March 23 - window closes (due date) at VP level – Due to Budget Office

OTHER RESOURCES

• This Year Actuals• Colleague • Access through WebAdvisor (SLU Portal)

• Budget Office Pagehttp://www.stlawu.edu/finance/planning.html

• Colleague Budgeting Instructions• Spring Budgeting Schedule• Colleague Account Structure• Responsibility Listing - Listed by Unit

• Budget Office Page - Other Helpful Linkshttp://www.stlawu.edu/finance/planning.html

• Object Codes and Definitions• Revenue Object Codes• Alphabetic & Numeric Chart of Accounts

ISSUES

• Firefox 3.6 or newer is not supported• Working from off-campus:

• Must use VPN • Requires correct versions of Java and Silverlight

HEADS UP• Approximate 30 minute Activity Timeout - No Warning

• Be careful with SAVE ALL • Be even MORE careful with CANCEL ALL !!

Questions?