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Budget & Financial Management

Find out about business scenarios, data selection, report view options, and data definitions for Budget & Financial Management Panoramas available under Budget & Finance in the Business Analytics Hub (bah.ucsd.edu).

Budget & Financial Management Reports Panorama

The Budget & Financial Management Reports Panorama delivers a full suite of budget and financial management reports and queries intended to support campus business officers. They are designed to support internal financial management of the university finances, including use of Managerial Reporting hierarchies.

Budget vs. Actual

Business Scenarios

  • Please note, there are two versions of this report:
    • FY 21 - Used for fiscal periods Jul-20 through 13_Jun-21
    • FY 22 - Used for fiscal periods Jul-21 through Jun-22
  • The Budget vs Actual report compares YTD actual data to budget in a profit and loss statement format
  • User prompts include Fiscal Period, Financial Unit and Project
  • The Managerial Reporting Account Hierarchy is used to group account detail
  • The Managerial Reporting Fund Hierarchy is used to group Fund detail
  • This report answers the following questions:

    • How is my FinUnit or Project performing compared to budget?
    • Is my FinUnit or Project in net surplus or net deficit?
    • What is the July 1 Beginning Net Position of my FinUnit or Project?
    • What is the Current Ending Net Position of my FinUnit or Project?
    • What is the amount purchased for Capital Equipment for my Fin Unit or Project?
    • What is the amount purchased for Capital Assets my fin unit or project?
    • What is the amount of Resources Available for my Fin Unit or Project?
  • Note:  Fund 13042 Internal Loan Fund, is excluded from this report

Data Selection and View Options

  • User prompts filter for the data you want to view
  • All prompts must be populated with a value or All Values
    budget-vs-actuals_d.png

Report Views

  • Results display in a formatted report with 1 label/description column and 4 amount columns
  • The report rows represent level 4 of the Managerial Reporting Account hierarchy
  • The rows are individually expandable and allow drill down to the account detail by clicking on the arrow to the left of the report rows
  • The entire report may be expanded for all rows by selecting Expand All
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description

budget vs actuals

Net Operating Results and Fund Balance

Business Scenarios

  • Please note, there are two versions of this report:
    • FY 21 - Used for fiscal periods Jul-20 through 13_Jun-21
    • FY 22 - Used for fiscal periods Jul-21 through Jun-22
  • The Net Operating Results and Fund Balance report provides YTD overall net financial surplus or loss by major Fund categories in a profit and loss statement format
  • User prompts include Fiscal Period, FinUnit, and Project
  • The Managerial Reporting Account Hierarchy is used to group Account detail
  • The Managerial Reporting Fund Hierarchy is used to group Fund detail
  • This report answers the following questions:
    • Is my FinUnit or Project in net surplus or net deficit for all Funds? For Core Funds? For Other Unrestricted Funds? For Restricted Funds?
    • What is the July 1 Beginning Net Position of my FinUnit or Project for all Funds? For Core funds? For Other Unrestricted Funds? For Restricted Funds?
    • What is the Current Ending Net Position of my FinUnit or Project for all Funds? For Core funds? For Other Unrestricted Funds? For Restricted Funds?
    • What is the current Ending Net Position of my Fin Unit or Project for all Funds?  For Core funds?  For Other Unrestricted Funds? For Restricted Funds?
    • What is the amount purchased for Capital Equipment for my Fin Unit  or Project for all Funds?  For Core funds?  For Other Unrestricted Funds? For Restricted Funds?
    • What is the amount of Resources Available for my Fin Unit or Project for all Funds?  For Core funds?  For Other Unrestricted Funds? For Restricted Funds?
  • Note:  Fund 13042 Internal Loan Fund, is excluded from this report

Data Selection and View Options

  • Four user prompts filter for the data you want to view
  • All prompts must be populated with a Value or All Values

    net-operating_d.png


Report Views

  • Results display in a formatted report with 1 label/description column and 7 amount columns
  • The report rows represent level 4 of the Managerial Reporting Account hierarchy
  • The rows are individually expandable and allow drill through the account hierarchy down to the account detail by clicking on the arrow to the left of the report rows
  • The column amounts represent actual financial data grouped by major Fund categories
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description

    net-operating_rv.png

Expanded Budget Summary

Business Scenarios

  • The Expanded Budget Summary report shows budget, actual and budget variances for a user selected Fiscal Period or YTD
  • Subsequent pages show ledger transaction detail by Account number
  • User prompts include Fiscal Year, Fund, FinUnit, Function, start period and end period
  • The Managerial Reporting Account Hierarchy is used to group Account detail
  • This report answers the following questions:
    • How is my FinUnit performing against budget in total or for any combination of Fund/Function for any Fiscal Period?
    • What are the detail transactions that make up the amounts reported in the report rows?

Data Selection and View Options

  • Six user prompts filter for the data you want to view
  • All prompts must be populated with a Value or All Values

    expanded-budget_d.png


Report Views

  • Results display in a formatted report with 2 sections. The top section includes 1 label/description column and 6 amount columns
  • The report rows represent level 4 of the Managerial Reporting Account hierarchy
  • An overall summary page displays with a separate page generated for each Fund/Function combination
  • The second section displays ledger transaction details for each row reported in the top section
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description

    expanded-budget_rv.png


    expanded-budget_rv_2.png

Financial Deficit Report - Operating Funds

Business Scenarios

  • The Financial Deficit Report - Operating Funds highlights YTD deficit balances exceeding $25,000 in red cells in the Resources Available column . Any other financial deficit balances display in red font in the Resources Available column.
  • Capital Asset expenditures are included in the calculation for Resources Available.
  • The report is run for a single Accounting period for an individual FinUnit or for any level of the FinUnit Hierarchy.
  • The report groups data by Fund categories based on the Managerial Reporting Fund Hierarchy with the exception of Contracts & Grants/Sponsored Projects which are available on the Financial Deficit Report - Sponsored Projects.
  • Most Funds display deficits at the FinUnit/Fund level only, while Recharge Operating Funds include Project to allow identification of unique recharge activities.
  • Internal Loan Funds 13042 are excluded from this report.

This report answers the following questions:

  • What are the financial deficit balances that exceed $25,000 and must be addressed with a resolution plan according to UC San Diego's deficit policy?
  • What are all the financial deficits balances at the VC, Division, Department or FinUnit level?

 Data Selection and View Options

Use these parameters to filter for the data you want to see.

  • Accounting Period is a required prompt.
  • FinU Level 2 is the VC,
  • Level 3 is the Division.
  • Level 4 is Department.  
  • Selection Values include both code and description.  
  • The FinU Levels and FinU filters are used individually to produce desired results. 

    Blink_0915.png

Report Views

Results display in 4 tables:

  • Core Funds
  • Other Unrestricted Funds
  • Recharge Operating Fund 12100
  • Restricted Funds

These fund groupings are based on the Managerial Reporting Fund Hierarchy.

  • For the Core, Unrestricted and Restricted tables, the query displays 11 column labels representing the fin unit level, fin unit and fund.  
  • Five amount columns display the Beginning Net Position, Total YTD Resources, Total YTD Expenses, Ending Net Position, Capital Assets purchased since July 1, 2020, and Resources Available.  
  • For the Recharge Operating Fund 12100 table, the project code and project description columns are added.
  • Refer to the Data Glossary for definitions, data including usage rules and full description.

    FinDefRpt_01.png

    FinDefRpt_02.png

    FinDefRpt_03.png

    FinDefRpt_04.png

Financial Deficit Report - Sponsored Projects

Business Scenarios

  • The Financial Deficit Report - Sponsored Projects displays YTD deficit balances exceeding $25,000 by default.
  • By changing the prompt "Include financial deficits greater than $25,000" from Yes to No, the report displays all deficit balances.
  • The report is run for an individual PPM Organization, also known as Financial Unit. 
  • The PPM subledger data presented in the report is divided into two sections:
    • Open =  includes all projects where Project Finish Date is greater than today's date
    • Ended = includes all projects where Project Finish Date is equal to or less than today's date.

NOTE:  PPM Budget column does not include Unbudgeted Amounts. Costs do not include Commitments. PPM Budget Balance calculation includes amounts for Internal Cost Sharing.

This report answers the following questions:

  • What are the financial deficit balances for Sponsored Projects for a project organization that exceed $25,000 and must be addressed with a resolution plan according to UC San Diego's deficit policy?
  • What are all the financial deficits balances for Sponsored Projects for a project organization?

Data Selection and View Options

Use these parameters to filter for the data you want to see. Project Organization is a required prompt.  Select Yes if only deficits exceeding $25,000 are to be displayed; select No if all financial deficits are to be displayed.

 image2021-6-22_11-40-48.png

Report Views

Results display in  two tables:  Sponsored Projects:  Open Projects and Ended Projects.  Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description.

 image2021-6-22_11-46-24.png

Fund Summary

Business Scenarios

  • The Fund Summary displays balances, now named Ending Net Position, at the various financial unit levels, fund, project level. 

  • The report also displays Beginning Net Position at July 1, Total Resources, Total Expenses, Ending Net Position, Capital Asset purchases and Resources Available. 

  • Please note the Beginning Net Position for FY22 is an estimate during the period July - October until Account 300000 is updated with FY21 Net Activity at the financial unit and project level.

  • This report answers the following questions:

    • What is the Ending Net Position for my Vice Chancellor?  For my Division? For my Financial Unit? For a specific Fund?  For a specific Project?
    • What are the YTD Resources and Expenses for my Vice Chancellor?  For my Division? For my Financial Unit? For a specific Fund?  For a specific Project?
    • What have I spent on Capital Assets?
    • What are my Available Resources to spend?
    • Does my financial unit show a positive net position in total, but negative net position within individual funds or projects, indicating I should transfer resources between funds or projects?

Data Selection and View Options

  • Use these parameters to filter for the data you want to view:
    • Accounting Period is a required prompt
    • FinU Level 2 is the VC and Level 3 is the Division
    • The FinU Level and FinU code filters are used independently to produce desired results
    • Fund and Project are also user prompts
    • Selection Values include both Code and Description


Report Views

  • Results display in a table format with subtotals for project, fund, financial unit, fin unit level three, and a grand total fin unit level 2 (vice chancellor). 
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description. 
  • There is an Export link at the bottom of the query to export the report to Excel.
 FundSummary.png

Total Budget Summary

Business Scenarios

  • The Total Budget Summary (TBS) Report is used to view the consolidated summary output of Unrestricted Funds generated by the Budget development process and allows Budget preparers to validate data as they are entering Budget amounts for the current Budget planning year
  • This report represents the current Working Budget, not the final Approved Budget
  • Users must have access to EPBCS to run this report
  • For additional information on gaining access or logging into Oracle EPBCS, see KB0033091
  • The Unrestricted Funds included in this budget report are: Core Funds, Other Unrestricted Funds, Private Gifts, and Endowment Funds
  • The TBS Report can be run at aggregated levels such as Total Fund, Total Function, Total Projects, and various layers of the FinUnit hierarchy, depending on user access rights

This report answers the following questions:

  • Do the amounts I entered for my campus unit look correct?
  • How are my Budget dollars distributed across different Account categories?
  • How much of my Working Core Budget is recurring and how much is one-time?
  • Are my Resources and Expenses captured appropriately across the Unrestricted Fund categories?
  • Is my total Working Budget in surplus or deficit?

Data Selection and View Options

  • Four user Prompts filter for the data you want to view
  • All Prompts must be populated with a Value or Total

    total-budget-summary_p.png



Report Views

  • Results display in a multi-dimensional table format, using Account categories from the Managerial Reporting Account Hierarchy as rows
  • Eight amount columns segregate the various components of the total Working Budget with a Grand Total column
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description

    total-budget-summary_rv.png

Data Source

  • This report points to a special reporting cube/database UCSDRPT in the EPBCS Planning and Budget system which collects and aggregates all of the data from the Financial Statement data entry cube every day, on the hour from 7:00am to 7:00pm Pacific Time
  • For about 5 minutes during each of these scheduled data pushes, data will not be visible in the report but will be updated with current data as of each push

FY21 Core Recurring Budget

Business Scenarios

  • The FY21 Core Recurring Budget report is an EPBCS report and is used to view the current year Core Recurring Budget, the recurring approved annualized plan of operations for the university

  • The Core Recurring Budget was previously called the permanent budget

  • The report currently can only be run for the current fiscal year, FY21

  • This report uses the Managerial Reporting Account Hierarchy to categorize accounts

    This report answers the following questions:

    • What is my total FY21 Recurring Core Fund Budget?
    • How were my FY21 Recurring Core Fund Budget dollars distributed across different Account categories?

Data Selection and View Options

  • Four user prompts filter for the data you want to view

  • To enter a selection for each dimension, either type directly into the text box if you know the entry format, or click on the magnifying glass icon to locate the desired selection by navigating that dimension's hierarchy

  • An entry/selection is required for each of the 4 dimensions (EFinUnit, Fund, Project, Function) for the report to run



Report Views

  • Results display in a multi-dimensional table format, with Account categories from the Managerial Reporting Account hierarchy as rows, and 1 column displaying the distribution of the Core Base Budget dollars across different Account categories with the period set to Year Total by default
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description


Data Source

  • This report points to a special reporting cube/database UCSDRPT in the EPBCS Planning and Budget system which collects and aggregates all of the data from the Financial Statement data entry cube every day, on the hour from 7:00am to 7:00pm Pacific Time
  • For about 5 minutes during each of these scheduled data pushes, data will not be visible in the report but will be updated with current data as of each push

Managerial Reporting Account Hierarchy

Business Scenarios

  • The Managerial Reporting Account Hierarchy categorizes Accounts into Account groupings used in many UC San Diego internal financial management reports 
  • The Managerial Reporting Account Hierarchy is an essential component for reporting financial performance as it groups Accounts into Resources, Expenses, Net Surplus/Deficit, and Total Balance which facilitates financial planning, analysis, benchmarking and decision making
  • The Managerial Reporting Account Hierarchy reports the hierarchy structure for each Account and which Accounts are included at each level of the hierarchy

Data Selection and View Options

alt-account-hierarchy_d.png


Report Views

  • Results display in a table with a single section of 10 columns representing the Account categories in hierarchical order from left to right
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description

    managerial1_rv.png

Managerial Reporting Fund Hierarchy

Business Scenarios

  • The Managerial Reporting Fund Hierarchy categorizes Funds in Fund groupings used in many UC San Diego internal financial management reports
  • The Managerial Reporting Fund Hierarchy is an essential component for campus resource allocations, such as the Core Funded portion of the campus budget
  • The Managerial Reporting Fund Hierarchy reports the hierarchy structure for each Fund and which Funds are included at each level of the hierarchy

Data Selection and View Options

alt-fund-hierarchy_d.png

Report Views

  • Results display in a table with a single section of 12 columns representing the Fund categories in hierarchical order from left to right
  • Refer to the section below titled Understanding the Data for definitions, data includes usage rules and full description

    managerial_rv2.png

 

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