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Budget vs Actual

The Budget vs Actual report provides the user with budget, actual, carryforward balance, and budget variances in a profit and loss statement format.

The Budget vs Actual report is available from the Business Analytics Hub under the Budget & Financial Management Reports Panorama. Standard Oracle roles are required to access the report.

Overview

The UCSD Budget vs Actual report provides the user with budget, actual, carryforward balance, and budget variances in a profit and loss statement format.

Beginning in FY23, the UCSD Budget vs Actual report will be split into two versions:

  • UCSD Budget vs Actual - Core Funds, which compares Annual Budget against YTD Actuals for Core Funds
  • UCSD Budget vs Actual - Non-Core Funds, which compares YTD Budget against YTD Actuals for select Non-Core Funds

This change in methodology was based on a campus wide survey conducted in May 2022, where a majority of campus users indicated a preference to re-implement the distribution of Core Recurring Resources as an annual lump sum allocation in lieu of 1/12th allocations beginning in FY23.

A historical version of the report will remain available for historical reporting on FY22 and prior fiscal years. This report displays both Core and select Non-Core Funds as monthly amounts which reflects the previous campus allocation strategy utilized in FY22 and prior years.

  • When loading budget data to the Oracle General Ledger, we exclude a subset of Non-Core Funds budget data. See below for the Funds excluded from the Non-Core Fund Grouping and rationale.

non-core-exclusions.PNG

 

Business Scenarios

This report can be run to answer 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 FinUnit or Project?
  • What is the amount purchased for Capital Assets my FinUnit or project?
  • What is the amount of Resources Available for my FinUnit or Project?

Critical Concepts

Applies to any version (Core Funds, Non-Core Funds, Historical - FY22 and Prior) of the report:

  • The General Ledger Inquiry and Reporting JR and BI Consumer JR user roles in OFC are required to access the report(s).
  • All prompt fields must be populated for the report to run.
  • There are two ways to populate a prompt field:
    • Entering the desired value directly into the relevant prompt box, if known.
    • Locating the desired value by navigating through a field’s hierarchy by clicking on the Member Selection icon budget-vs-actual-1.PNG
  • The prompt fields include:
    • Accounting Period
      • For all Versions: No Default
      • For Core and Non-Core Versions: user can select any period within the current fiscal year for FY23 and future fiscal years
      • For Historical Version: user can select any period within FY22 and prior fiscal years
    • Financial Unit
      • For all Versions, the default value is All FINANCIAL UNIT Values.
      • Any grouping or individual Financial Unit can be selected within the hierarchy.
    • Fund
      • Uses the Managerial Reporting Fund Hierarchy, not the standard fund hierarchy.
      • Any grouping or individual funds that fall below the default prompt value within the hierarchy can be selected.
    • Project
      • For all Versions, the default value is All Project Values.
  • Report rows reflect groupings within the Managerial Reporting Account Hierarchy, not the standard financial account hierarchy.
  • Carryforward balance is reported as a separate line item at the bottom of the report
    • At the beginning of a new fiscal year, July 1 20XX, carryforward balances, also known as Beginning Net Position, post to the Fund Balance Account 300000 at the Oracle segment entity only
    • The carryforward balances do not post at the financial unit or project segments
    • The distribution of carryforward balances to financial units and projects is a separate journal entry that is processed by ICA in October, after UCOP has approved final close
    • To accurately report Beginning Net Position at the financial unit and project level for the time period July 1 thru October, this report calculates the Beginning Net Position for the new fiscal year instead of pulling the beginning balance of Fund Balance Account 300000
    • The Beginning Net Position of the new fiscal year is the calculation for the Ending Net Position of the previous fiscal year. Once the distribution of carryforward balances to the financial unit and project segments is completed in October, the reports then pull Beginning Net Position from Fund Balance Account 300000
  • Carryforward Balance Calculation:
    • Beginning Net Position Jul - Oct = Beginning Net Position (previous fiscal year) + Total Resources (previous fiscal year) – Total Expenses (previous fiscal year) = Ending Net Position (previous fiscal year)
    • Beginning Net Position Oct - Jun = Fund balances from the October distribution of prior year Net Activity to account 300000 at the financial unit and project level.
  • Net Position Calculation: Total Resources – Total Expenses
  • Ending Balance Calculation: Net Position + Carryforward Balance
  • Capital Asset Purchases are not accounted for as expenses in the income statement and therefore are not included in the calculation of Change in Net Position or Ending Net Position
    • To assist with deriving a unit's remaining Resources Available, capital asset purchases are reflected after Ending Position as a reduction of fund balance
  • Unfavorable variances display with parentheses ( ); favorable variances have no parentheses
  • FD_13042: Internal Loan, is excluded from this report as it is not included in the Managerial Reporting Fund Hierarchy

How to Run

The following steps can be utilized for any version of the UCSD Budget vs Actual report (Core Funds, Non-Core Funds, Historical - FY22 and Prior).

Navigate to Report

  1. Go to bah.ucsd.edu.
  2. Locate the Budget & Finance tab, click on the Budget & Financial Management Reports Panorama
  3. Click Launch, and log into Oracle via UCSD Single Sign-On
  4. Under Oracle BI Managerial Reports, select Budget vs Actual, and click on the blue hyperlink of the desired version (Core Funds, Non-Core Funds, Historical - FY22 and Prior)
  5. A new page will open with a pop-up box containing the prompt fields that must be populated

budget-vs-actual-2.PNG

Respond to Prompts

Accounting Period

  1. If known, enter the desired Accounting Period directly in the prompt box using the Mmm-YY format (e.g., Sep-22). Proceed to the Financial Unit prompt.
  2. If not known, click the search icon to the right of the Enter Accounting Period field, which will display the selector pop-up.
  3. Expand the Accounting Period hierarchy within the left-hand section of the pop-up until the desired Accounting Period is visible
  4. Check the box to the left of the desired period to indicate selection
  5. Click the > icon in the middle of the pop-up to move the selected period under Name column
  6. Click OK at the bottom of the screen when complete

budget-vs-actual-3.PNG

Financial Unit

Skip to the Fund prompt if the default value is the desired value.

  1. If known, enter the desired Financial Unit or Financial Unit Grouping directly into the field using the 7-digit Financial Unit number. Proceed to the Fund prompt.
  2. If not known, click on the search icon to the right of the Enter Financial Unit field, which will display the member selector pop-up.
    1. Expand FINANCIAL UNIT folder
    2. Expand UCSD_FIN_UNIT_T-UCSD_FIN_UNIT_T_V1 folder
    3. Click on the Menu budget-vs-actual-4.PNG icon on the top left of the screen, under the word Find: and uncheck the value Name, screen displays below.
    4. Expand 160000AA-UC San Diego, this is the top level of the Financial Unit hierarchy
    5. Locate the desired Financial Unit or Financial Unit Grouping by expanding down to the desired level
    6. Check the box to the left of the Fin Unit/Fin Unit Grouping (e.g., select the VC CFO unit)

      budget-vs-actual-5.PNG

    7. Click the > icon in the middle of the screen to move this selection to the Name column
    8. Select the All FINANCIAL UNIT Values box in the Name column, and click the < icon to remove it. The Name column should only have the selected values
    9. Click OK at the bottom of the screen when complete

budget-vs-actual-6.PNG

Fund

Skip to the Project prompt if the default value is the desired value.

  1. If known, enter the desired Fund or Fund Grouping directly in the prompt field using the 5-digit Fund Number. Proceed to the Project prompt.
  2. If not known, click on the search icon to the right of the Enter FUND field, which will display the member selector pop-up.
    1. To run the Report for a single Fund or multiple Funds, click on the desired Fund Number box
      1. To search for a Fund Number, at the top of the report, in the Find field, select Name, enter the Fund Number, e.g., enter 13991 and press Enter
      2. To search by Fund Name, change the Find field to Default, enter a search word within 2 asterisks, e.g., enter Tuition to search for Fund Names containing the word Tuition, and press Enter

        budget-vs-actual-7.PNG

    2. Once the Fund or Funds are selected, click the > icon in the middle of the screen to move this selection to the Name column
    3. Select the All FUND Values box on the right side of the screen and click the < icon in the middle of the screen to remove this selection
    4. The Name column should only have those Fund Numbers desired for Report output, up to 3 are allowed, click OK at the bottom of the screen when complete

budget-vs-actual-8.PNG

Project

Click OK to generate the report if the default value is the desired value.

  1. If known, enter the 7-digit Project Number directly into the prompt field. Click OK to generate the report.
  2. If not known, click on the search icon to the right of the Enter Project field, which will display the member selector pop-up.
    1. Expand PROJECT folder
    2. Expand All PROJECT Values folder
    3. In the Find field, select Default, in the Search field, enter a key word between 2 asterisks and press Enter
    4. Select the desired project(s) by selecting it, click the > icon in the middle of the screen to move this selection to the Name column
    5. Select the All PROJECT Values box on the right side of the screen and click the < icon in the middle of the screen to remove this selection
    6. The Name column should only have those Projects Numbers desired for Report output, click OK at the bottom of the screen when complete

Once all Prompt selections are complete, click OK to generate the report.

budget-vs-actual-9.PNG

 

Report Views

  1. To expand all rows to the detail account balances, click on Expand All
    1. To drill into the Account Groupings that make up the Total Resources and Total Expenses, click the arrows to the left of the row name
    2. Keep clicking the arrows to drill into the accounts that make up the account groupings
    3. To drill into the Account Balances that make up each line-item amount, press the arrows to the left of the row name
  2. To change the report output format, select the HTML Preview drop down arrow and select desired output (PDF Preview, Excel, Word, PowerPoint).
  3. Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules.

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