Custom
CUSTOM/QUARTERLY BUDGET REPORTS
OPTIONS
- Operating Accounts/Budget Adjustments
- Inception-to-Date
- Quarterly Budgets (Fund,Org, Program)
- Quarterly Budgets (Fund,Org)
- Quarterly Budgets (Combined)
DESCRIPTION
Provides an operating/budgetary statement presentation of all data entry operating accounts for all data entry funds and orgs within the appreciable parameters specified. Page break and totals are provided at...
Columns
Presented by Budget, Actual, Encumbrance, and Available Budget Balance, for the Accounts, by Org, and Fund, for the Fiscal Year, as-of the period specified.
Rows
Are related Accounts, sub-totals by level 2 account types, and totals by level 1 account types, for all accounts within the fund.
Summary Totals
Income & Expenses are provided at each break of org within fund, and for the fund in total as well as for the entire report.
REPORTS & PARAMETERS
Even though the parameter screen is available for all reports, not every report will use all the parameters. In fact, if you input a chart element on the parameter screen and run a report that does not use that parameter, that parameter will be ignored. So in effect, you may think you specified certain criteria when you really didn't. For example, the "Periodic" reports on both the General and Operating tab will allow you to specify a fiscal period but since this report will display all fiscal periods for a fiscal year, your selection will be ignored.
| CATEGORY | REPORT NAME | PARAMETERS USED |
|---|---|---|
| Custom | Inception to Date | Fiscal Year, Fiscal Period, Fund, Org, Account, Program, Activity, Location, Fund Type, Acct Type & Grant. |
EXAMPLE
How much has been spent on the grant 猎奇重口 Center - Childhood Trauma?
Hint: Search on "猎奇重口 Center - Childhood Trauma" in the grant lookup.
Parameters Used:
-
- Grant = 324005
Note: if you choose a fiscal year or fiscal period, it will be ignored. The report will include all the amounts back to the start of the Grant or the earliest year within the database.
SAMPLE
QUARTERLY BUDGET REPORTS BACKGROUND
The UMDW quarterly reports will replace the Quarterly Performance report previously posted on the OPBA website at the end of each quarter. As a reminder, quarterly variance reports are used to review actual performance compared to budget for the current quarter as well as Year-To-Date. Major variances can be an indicator of a potential issue. As in the past, significant variances should be researched and addressed accordingly.
In order to develop quarterly variance reports in UMDW, budgets for Designated and Auxiliary funds were loaded into Banner/UMDW in the following periods (previously quarterly budgets were loaded and maintained in Excel).
- Quarter 1 - Period 1(July)
- Quarter 2 - Period 4(November)
- Quarter 3 - Period 7 (January)
- Quarter 4 - Period 10 (April)
LOCATION & REPORT NAMES
UMDW Custom Tab - there are three new quarterly reports.
- #3 Quarterly Budgets - (Fund, Orgn, Prog)
- #4 Quarterly Budgets (Fund, Orgn)
- #5 Quarterly Budgets - Combined
Words of caution:
- Quarterly reports are designed for the Designated and Auxiliary Funds. These are the only two funds where budgets are prepared by quarter. Please refrain from running these reports for other fund types.
- Historical budget Information by quarter (before FY12) is not available in Banner or UMDW. This is the first year that budget has resided in Banner or UMDW by quarter, Please run these reports for FY12 only.
- Quarterly reports can be run at anytime - for example a Q1 report can be run before the end of the first quarter however the actual data reflected will only be through the date that the report is run. Actual activity for the entire quarter will not be displayed until the quarter has ended.
INSTRUCTION
Running a quarterly report for an individual index:
- Log in to UMDW and go to the custom tab
- Enter an index
- Choose period 3 (Sep) to run a Q1 report.
- Choose report #3 or #4
- Repeat these steps for the other quarters being sure to select the correct period see above)
Explanation of information:
- Budget, Actual and Variance for the index are displayed by account code with subtotals by major revenue and expense categories (similar to the operating statement). Net revenue is displayed at the end of the report before the Summary by Quarter.
- Quarter 1 information will be highlighted (if a Q2 report is run then Q2 is highlighted etc.) - the first column is budget, the next actual and the last is the variance between the budget and the actual.
- A positive variance is a "good" variance for both revenue and expense.
- Budget for each of the future quarters is displayed as well as the YTD Budget, YTD Actual and YTD Variance. Please note that Year-To-Date columns do not equal your annual totals. YTD is defined as the activity of the current quarter and the sum of any previous quarters.
For example, if a report is ran after the close of the third quarter; YTD budget consists of the sum of Q1, Q2 and Q3 budget. YTD Actual consists of the sum of Q1, Q2 and Q3 actuals.
Note: YTD will not reflect the total year budget until the Quarter 4 report. However, the Quarter 4 reports can be run at any time during the year by choosing period 10. In addition, the annual budget can be found on other UMDW reports such as the operating statement.
Summary by Quarter - this is a quick summary by quarter. Note that if a first quarter report is run then there will only be actual information for Q1. In addition, the same year-to-date definition applies as stated above. The YTD columns do not reflect the total year until the Quarter 4 report is run.
Running a quarterly report at a higher level (such as fund or org)
Quarterly reports can also be run for a specific fund, org, account, program etc just like other UMDW reports such as the operating statement (Operating Tab, #7 report). This can be useful if you would like to see all index codes combined or if you would like to run all of your index codes at once (instead of entering each index one at a time)
- Log in to UMDW and go to the custom tab
- Enter a fund or org (or other data you would like to see)
- Choose period 3 (Sep) to run a Q1 report.
- Choose report #5 (for combined information) and reports 3 or 4 for a set of reports by index for the specific org or fund choose
- Repeat these steps for the other quarters being sure to select the correct period (see above)
- The format will be the same as a report run for an individual index code
TRAINING
OPBA will provide training on these reports in October. Until then, please feel free to call with questions.