1 The Campaign for McMaster University SAS FM User Session April 27, 2010.

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The Campaign for McMaster UniversityThe Campaign for McMaster University

SAS FM User Session

April 27, 2010

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AGENDA

2:00-2:05 Introduction (Nancy)

2:05-2:15 Feedback on items from last session (Nancy)

2:15-2:45 2010/11 budget upload into FAS (Lydia)

2:45-3:00 Reading account statements (Chris)

3:00-3:15 Subcode hierarchy (Chris)

3:15-3:30 Training (Lydia)

3:30-3:55 Looking ahead and closing (Nancy)

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Business Drivers for SAS FM - 2007


Simplify and automate budgeting and consolidation to enable more frequent forecasting

Provide flexibility to adapt to the different operations of the budget units while providing consistent output for Budget Committee

Remove the need for shadow systems and re keying Provide additional historical data to managers Support financial ‘what if’s for managers

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Benefits Expected for SAS FM (excerpt from 2007 Project Charter)

In addition to addressing the business drivers for this initiative, SAS Financial Management (FM) will achieve:

Drill down capability from summary to detail level Access to detailed salary data Reduced effort by eliminating the need for upload files if budgets are

initially prepared at the account level Ability to choose data through “slicers” Potential for automated budget approval work flow Easier access to financial information allows more time for analysis Improved comparability of budget and actual data Leverages the demonstrated capabilities of the McMaster SAS Business

Intelligence (BI) platform for data integration and self-serve reports in a user-friendly, web portal

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Review of items from last session


Forms Adding comments in forms Remove shading except for yellow entry cells

Labour distribution Available through add-in to Excel to users outside SAS FM Reports posted in first few working days of following month

Training One on one training provided

Citrix Received no feedback on speed issues

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2010/11 budget upload into FAS


Procedure and timing 2009/10 budgets will not be reloaded into FAS in May. The

FAS budgets will start with 0 balances and numbers as input in SAS FM will be uploaded (same as last year, different than previous practice of uploading differences to existing FAS budgets).

The file will have 2 data columns:

1) Audit trail to the budget submission

2) Changed data to be uploaded Account/subcode combinations that don’t exist in FAS will be

highlighted

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2010/11 budget upload into FAS (cont.)


Sample budget upload file:

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Procedure and timing (cont.)

Budget upload files showing amounts to be loaded in FAS will be distributed by June 4. Changes must be returned by June 18 to be guaranteed entry in June business. Note: FAS statements for May will show 0 in the budget column.

Return of the budget upload file is optional. If the file is not returned, budgets will be loaded in June as entered in SAS FM and can be changed in FAS at any time throughout the year.

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Appropriations Total appropriations will balance to 2010/11 budget submission

(i.e. 2009/10 forecast ending balance) and will be loaded into subcode 0997

Envelope managers will be responsible for budgeting PDA/MPDA carry forward amounts in subcodes 0991 and 0999 if desired

This will not affect actual appropriations carried forward, which will be entered in subcodes 0997, 0991 and 0999 as usual

Actual appropriations will be seeded in SAS FM for the 2010/11 5-Month Review

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Upload calculation example:

Debit (credit) 2009/10

Projection 2009/10Actual

2009/10Actual

Entered inSAS FM Appropriation

MPDA carry forward

TotalFAS Budget

Framework allocation 0098 (100,000) (100,000) (100,000) (100,000) (100,000) MPDA carry forward 0991 - (400) Appropriations 0997 (49,000) (49,000) (44,000) Total funds available (100,000) (100,000) (100,000) (49,000) - (149,000) (144,400)

Supplies/other expense 6xxx 50,000 55,000 52,000 52,000 MPDA 5501 1,000 600 1,000 400 1,400 Total expenses 51,000 55,600 53,000 - 400 53,400 -

Ending balance (49,000) (44,400) (47,000) (49,000) 400 (95,600) (144,400)

2010/11FAS Budget

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2010/11 budget load into FAS (cont.)


PDA/MPDA Individual actual amounts carried forward from 2009/10 will be

added to 2010/11 budgets entered in SAS FM. The total of these two amounts will be uploaded to FAS. Note: The FAS budget will be different than the budget submission by the amount of the PDA/MPDA carry forward.

The 2010/11 budget and 2009/10 carry forward will appear as separate lines in the upload file.

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2010/11 budget load into FAS (cont.)


PDA/MPDA (cont.)

If the correct individual annual allowance was entered in the SAS FM 2010/11, the result will be the correct individual PDA/MPDA balance for the year.

Adjustments to the budget upload file will be required if:• 2010/11 expense was entered as a lump sum in one subcode

• 2010/11 expense included 2009/10 carry forwards or other differences from the annual allowance

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2009/10Actual


MPDA carry forward

TotalFAS Budget



Ending balance (49,000) (44,400) (47,000) (49,000) 400 (95,600) (144,400)

2010/11FAS Budget

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Framework allocations Framework allocations will be uploaded to subcode 0098 as

entered in SAS FM A journal entry will be done in June business to credit accounts

with the budgeted amount of the framework allocation Reallocations may be done between accounts as long as the

total balances to the final approved budget allocation

Other subcodes Will be loaded as entered in SAS FM

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2009/10Actual


MPDA carry forward

TotalFAS Budget



Ending balance (49,000) (44,400) (47,000) (49,000) 400 (95,600) (144,400)

2010/11FAS Budget

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Example 1

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Reading your Financial Reports EXAMPLE 1:

Looking at the ***Account Total** line

“Budget” is zero -

“Fiscal Year” equals total actual activity

“Bal Avail/-Deficiency” equals available to spend

Your plan was to break even but since you have a fiscal year to date of $17,288-, you have a surplus of $17,288.

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Example 2

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READING YOUR FINANCIAL STATEMENTS

EXAMPLE 2:


“Budget” is a positive amount (positive=debit) –

your plan was to have a deficit of $500



Your plan was to have a deficit of $500 and your fiscal year to date is $14,789.37-, you have $15,289 in excess of your plan.

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Example 3

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READING YOUR FINANCIAL STATEMENTS EXAMPLE 3:


“Budget” is a negative amount (negative=credit) –

your plan was to have a surplus of $694,384



Your plan was to have a surplus of $694,384 and your fiscal year to date is $599,155.40-, you are $95,229 short of your plan.

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YEAR END CARRY FORWARD

Your year end carry forward amount will be taken from the “ACTUAL FISCAL YEAR” column

NOTFrom the “BAL AVAIL/-DEFICIENCY” column

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Subcode hierarchy

Proposed changes to subcode groupings: 6045 Renovations

• Currently grouped with Supplies• Move to Equipment/Renovations

098x Research overhead transfers• Currently grouped with Transfers• Move to Overhead Income

Transfers• Currently shown as Income on budget submission• Transfers between funds to be pulled out on consolidation

Other suggestions

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Transfer subcodesTYPE OF TRANSFER LEDGERS

1 2 3 4 5 6 7 8 91. Within Same Ledger

Operating (L2) only 0995

Ledger 2 different envelope 0996

All other ledgers0995/0996

0995/0996

0995/0996

0995/0996

0995/0996

AFP funding only - restricted to HSC Research 0990

2. Between Different LedgersAncillary (L3) to/from Operating (L2) 0979 0979

From all ledgers to Capital (L6,L9) - Projects & Jobs 0978 0978 0978 0978 0978 0978 0978 0978

From Ancillary (L3) to Operating Framework (L1) 0977 0977

Research (L5,L8) to/from any other ledger 0976 0976 0976 0976 0976

Donations (L2) to all ledgers - restricted to Univ Advanc 0992 0992 0992 0992 0992 0992 0992

Research Overhead Income from Research accounts 085X 085X69016902

69016902

Research Overhead Transfers 098X 098X

Other - not specified above (between different ledgers) 0970 0970 0970 0970 0970 0970

3. Trusts

From Trust (L7) to all ledgers 0987 0987 0987 09872201 2205

0987

From Trust (L7) to another Trust (L7) 2201

** BOLD - Represents newly created subcodes

Subcodes no longer used - to be frozen

0993 TFR Funds/RCOH

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Training

Training Options:

Self paced learning – see BMS web site for resources:

http://www.mcmaster.ca/bms/BMS_FS_Budgeting.htm

One to one training in your office – contact your Budgeting Services Representative or Lydia at ext. 23934

Class room style in lab at the DTC – maximum number of participants: 18 – contact Lydia at ext. 23934 to make arrangements

http://www.mcmaster.ca/bms/BMS_FS_Budgeting.htm

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Looking Ahead – 3 years

New Licenses

Budget Upload from FHS (HSIS) Standard monthly reports Labour distribution report – add FTEs

Additional ledgers COFO reporting hierarchy Other?

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Closing

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In excel

Advantages Budgeting ( can link/insert into other spreadsheets, do analysis of

impacts of leaves, trends on costs per account/type) Projections, built in and dynamic, actuals and commitment available Auditing ( finding folks on your accounts you did not expect or double

payments ) Saving time ( all the benefits of excel, use for invoicing etc., no need

to look up one account at a time through Oracle, Looking up staff using find through all your accounts )

Saving trees Reconciliations, checking FAS against Mac VIP for impact of JE/Non

VIP entries against your salary accounts Timeliness ( available very soon after month end)


Labour Distribution and Salary Commitments Report

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Labour Distribution Example

Employee Employee ActualCommitm

ent Yearly

No Name To Date ….. Totals Totals

ACCOUNT

1101 10000000 Mr Smith 47,590.04 3,869.60 5,804.40 3,869.60 3,869.60 3,869.60 3,869.60 6,804.40 3,906.84 3,908.80 3,908.80 3,908.80 3,908.80 3,908.80 51,498.84

1101 10000001Dr A Smith 70,928.64 5,877.40 8,816.10 5,877.40 5,877.40 5,877.40 5,877.40 8,816.10 5,924.44 5,995.00 5,995.00 5,995.00 5,995.00 5,995.00 76,923.64

GL Acct Totals 1101 118,518.68 9,747.00 14,620.50 9,747.00 9,747.00 9,747.00 9,747.00 15,620.50 9,831.28 9,903.80 9,903.80 9,903.80 9,903.80 9,903.80 128,422.48

1111 Part 1 10,412.22 1,528.80 2,293.20 1,528.80 917.28 1,528.80 1,528.80 764.40 0.00 0.00 0.00 322.14 0.00 0.00 10,412.221111 Part 2 14,423.16 0.00 0.00 0.00 0.00 2,342.34 2,638.10 4,368.00 2,763.20 2,311.52 0.00 0.00 0.00 0.00 14,423.161111 6,155.21 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,588.01 3,567.20 3,433.44 3,433.44 9,588.65

GL Acct Totals 1111 30,990.59 1,528.80 2,293.20 1,528.80 917.28 3,871.14 4,166.90 5,132.40 2,763.20 2,311.52 2,588.01 3,889.34 3,433.44 3,433.44 34,424.03

1146 706.91 0.00 0.00 0.00 239.63 467.28 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 706.91GL Acct Totals 1146 706.91 0.00 0.00 0.00 239.63 467.28 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 706.91

1147 3,053.70 208.00 0.00 0.00 0.00 0.00 474.76 686.40 366.77 379.00 481.17 457.60 0.00 0.00 3,053.70GL Acct Totals 1147 3,053.70 208.00 0.00 0.00 0.00 0.00 474.76 686.40 366.77 379.00 481.17 457.60 0.00 0.00 3,053.70

1410 10000000 Mr Smith 15,837.34 1,404.59 1,765.74 1,483.10 1,442.78 1,353.64 1,184.45 1,427.20 1,186.30 1,508.38 1,540.58 1,540.58 1,540.58 1,540.58 17,377.92

1410 10000001Dr A Smith 9,876.01 0.00 0.00 0.00 0.00 562.99 1,562.93 1,832.55 1,463.37 1,472.99 1,485.94 1,495.24 1,496.88 1,496.88 11,372.89

GL Acct Totals 1410 25,713.35 1,404.59 1,765.74 1,483.10 1,442.78 1,916.63 2,747.38 3,259.75 2,649.67 2,981.37 3,026.52 3,035.82 3,037.46 3,037.46 28,750.81

1411 Part 1 220.67 134.88 -224.75 72.04 43.22 72.04 72.04 36.02 0.00 0.00 0.00 15.18 0.00 0.00 220.671411 PArt2 1,322.49 0.00 0.00 0.00 0.00 213.47 242.05 402.81 254.15 210.01 0.00 0.00 0.00 0.00 1,322.491411 568.05 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 236.73 331.32 318.40 318.40 886.45

GL Acct Totals 1411 2,111.21 134.88 -224.75 72.04 43.22 285.51 314.09 438.83 254.15 210.01 236.73 346.50 318.40 318.40 2,429.61

1446 212.52 0.00 0.00 0.00 75.14 137.38 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 212.52GL Acct Totals 1446 212.52 0.00 0.00 0.00 75.14 137.38 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 212.52

1447 203.76 13.69 0.00 0.00 0.00 0.00 33.05 47.07 22.61 23.29 33.17 30.88 0.00 0.00 203.76GL Acct Totals 1447 203.76 13.69 0.00 0.00 0.00 0.00 33.05 47.07 22.61 23.29 33.17 30.88 0.00 0.00 203.76

Total for Account XXXXXX 181,510.72 13,036.96 18,454.69 12,830.94 12,465.05 16,424.94 17,483.18 25,184.95 15,887.68 15,808.99 16,269.40 17,663.94 16,693.10 16,693.10 198,203.82

NovemberSeptembe

r March April

PROPERTY OF MCMASTER UNIVERSITY Note: Report is generated from Payroll System on a pay period basis.

McMaster University . 1280 Main Street West . Hamilton . ON . L8S 4K1 Results may differ slightly from Commitments shown in EAS which are on a daily basis.

Official Commitment is on EAS.

May June July August October

Labour Distribution and Salary Commitments Report: As of March 201020/04/2010 10:58( Actuals to March 2010 )

December January FebruarySub-Code

1 The Campaign for McMaster University SAS FM User Session April 27, 2010.

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Transcript of 1 The Campaign for McMaster University SAS FM User Session April 27, 2010.