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Financial Management Tool

FMTFMT

Financial Financial WorkbooksWorkbooks

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FMT – Need to Know

OPTA = Workbook Name Salary Workbook 777_SP0450Financial Workbook 777_FP0123 (same as org)Grants & Contracts 777_GC0123 (same as org)

Project = Project_Task 1002875_00

FMT

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Current Financial Management

LocalBudget/

FinancialSystem

Data EntryData Entry

YSMBudgetOffice

Budgets

Accounts

People

Actuals

BudgetsBudgetsRe-EnterRe-Enter

OFAOFA GrantsGrants

BudgetsBudgetsRe-EnterRe-Enter

DWH

FMT

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FMT

FMT

Data EntryData Entry

YSMBudgetOffice

Plans

Automatic

DWHPortal Rpts

Account Holder Rpts

Auto: Grant Budgets

Auto: Dept Plans

CustomFMT

ReportsAutomatic

Accounts

People

Actuals

Auto LoadedAuto Loaded

FMT

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WorkbooksGeneral

FMT has three types of Workbooks

Salary – Where you plan who you intend to pay. It shows all the employees you are responsible for and how and how much you intend to pay them. All of these details easily roll up to standard and customized reports.

Financial –Where you plan and project revenue and non-salary expenses, except for Fed and Non-Fed Grants and Contracts.

G&C–Where you manage Fed and Non-Fed award expenses.

FMT

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FMT – How the pieces fit together

SalarySalaryWorkbookWorkbook

FinancialFinancialWorkbookWorkbook

ReportingReporting

G&C G&C WorkbookWorkbook

FMT

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A 3

Bulletins are posted on theWelcome Page to alert you to changes in the system.

These links will take you to the FMT Manuals and other related material.

Welcome Page

FMT is navigated either through the drop-down Plan menu bar or through Treeview.

FMT

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Double click on Plan Workbooks to access your workbooks.

You will see a list of all the workbooks available to you based upon your security access.

Accessing Your Plan WorkbooksFMT

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WorkbooksGeneral

Maximize worksheet size by double-clicking the blue bar.

Workbooks are built with data from Oracle. Yellow cells are input cells. Red Text indicates a place where rows may be added.

Minimize Treeview by clicking the << characters in the upper right.

FMT

A 1

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A department can have as many financial workbooks as necessary. Most departments have one financial workbook per org.

Workbook - Financial

These workbooks are refreshed each month.

Financial Workbooks contain three different tabs:

Introduction Budget Sheet 1

FMT

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Workbook – FinancialIntroduction

The Introduction page of the Financial workbook includes:

-A Description of the Financial Workbook

-Contact Information

-Link to FMT Bulletin Board Webpage

-Links to FMT Instruction Manuals

FMT

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The Budget worksheet has a pre-populated block for every active non-salary PTAEO. The blocks contain current year and next year plans.

Many types of rows can be added. New PTAEO blocks can be created.

Workbook - FinancialBudget

FMT

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Workbook - FinancialSheet 1

Sheet 1 is a blank worksheet provided with each workbook. This sheet may be used for notes or formula references.

FMT

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Current Year (CY) budgets are planned in column J.

Last closed month actuals appear in column I.

FMTWorkbook – FinancialCY and NY Budgets

Next Year (NY) budgets are planned in column U.

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To see commitments in certain DWH reports, you must enter them as FMT current and future projections in columns M-N.

Workbook - FinancialFMT Projections

FMT

DWH non-labor commitments appear as a reference in column L.

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To add lines to your worksheet, place your cursor on the appropriate red text.

Right-Click and choose Add/Update Planning Methods from the drop down menu.

Add/Update Rows (SBM’s) FMT

Predefined formulas and formats that are used to add new rows to a worksheet or change how values are calculated are called SBM’s (Standard Business Methodologies).

A 1

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You may add Beg Bal, Revenue, Expense Types or Transfer rows.

FMT

There is a chart in the Financial Plan manual to help you choose the correct SBM.

Add/Update Rows (SBM’s)

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Plan>Save is the only function that will save your data back to the database.

Plan Save FMT

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FMT Reporting

FMTDatabase

Immediate

FMTReports

Plan Save

DWHReports

1-2 days

Your budgets will be available immediately in FMT reports. They are exported to the Your budgets will be available immediately in FMT reports. They are exported to the DWH nightly and will be available in DWH Portal and Account Holder Reports.DWH nightly and will be available in DWH Portal and Account Holder Reports.

FMT

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Report Library

Budget Office

Financial P&L

Grants and Contracts

Personnel

FMT

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Financial Reports

The powerful, flexible and user friendly reporting capability of FMT presents data in an attractive format.

FMT

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To access Reports, go to Treeview or the Plan Menu and select Plan Reports and click Open.

Reports Reports AAccessingccessing

FMT

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You will see a list of department folders. You will only have access to your own department(s) and to the SRC Report Library, where you can find four folders of reports that you can use or modify.

Reports Reports FoldersFolders

FMT

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Open a Report by double-clicking on the report name and clicking on Continue.

Reports Reports OpeningOpening

FMT

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Each Report contains

four or five color coded tabs: Report Instructions Settings Orientation Delivery (optional)

Reports Reports FMT

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The Instructions tab describes each report and its format, provides instructions for running the report, and indicates who to call for assistance.

ReportsReports

Instructions TabInstructions TabFMT

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Reports have white input cells in the Headers for entering criteria like department nickname, org, award, or employee ID number. The F9 key brings data into the report.

ReportsReports

ReportReport Tab TabFMT

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ReportsReports

DrillingDrilling

Reports have a Drill feature to let you see the underlying data for most line items. Highlight the line item, right click and select Detail Drill.

FMT

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ReportsReports

DrillingDrilling

Select the criteria and level you would like to see.

FMT

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ReportsReports

DrillingDrilling

The detail is presented as a new tab on the report.

FMT

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Once the report has been F9’d simply go to Plan>Prepare Current and print the report. Library reports have been formatted to have headers and footers and the print size and orientation have been pre-set.

ReportsReports

PrintingPrintingFMT

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info.med.yale.edu/finops/FMT.html

FMT

FMT Bulletin Board has links to all FMT materials and information. Check here each morning for the ok to log in!!

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Financial Management Tool

The EndThe End