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SLU Budget & Financial Planning

Contact Paula Sturge at x5559 for any issues or questions regarding budget management in Colleague. This guide provides step-by-step instructions to navigate the system.

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SLU Budget & Financial Planning

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  1. SLU Budget & Financial Planning Colleague Budget Management Questions & Comments Contact Paula Sturge x5559

  2. ISSUES • Internet Explorer is the recommended browser, Firefox 3.6 or newer is not supported • Working from off-campus: • Must use VPN • Requires correct versions of Java and Silverlight • HEADS UP • Approximate 20 minute Activity Timeout - No Warning • Be careful with SAVE ALL • Be even MORE careful with CANCEL ALL !!

  3. START UP Start in the SLU portal: https://saints.stlawu.edu In the “Employee Links” tab, click on the “Colleague” link.

  4. The Colleague Welcome page will open in a new tab Press the BEGIN button Disable Pop-up Blockers or add Colleague as an exception to the Block List

  5. Warning received the first time Colleague is run on a machine Select Always trust… and press Run

  6. The Colleague LOGIN page will open in a new window Enter your Network UserID and Password Press the LOGIN button

  7. Colleague will take some time to initialize, run supporting software, and start your session

  8. A tour is offered the first time a user logs in. Not necessary to take the tour, click the Don't Show Me Again Then click the Close button.

  9. The main Colleague window opens. Navigation is typical of Web based applications, with Tabs for drop down menus, drop-down selection boxes, and buttons to perform actions.

  10. Users only see menus for functions they may use. Initially set to “Person” and UT – Utility. This screenshot is set to “Forms” and UT – Utility.

  11. Select : CF – Colleague Financials And Budget Management – BU.

  12. Alias Assignment • Allows an alternate user to work as the Budget Manager. • Select BAAS from the menu. • Will then select Budget ID. • Assignment screen appears.

  13. FY20192019 Original Budget • Enter A for Assign or R for Reinitialize. • Enter Budget Officer ID of the person you are representing OR “…” A or R …

  14. Select ID of the Budget Officer you wish to work as. You will only be shown the ID of those who you can be an Alias for.

  15. Save & Update. • Will assume the rights of that Officer for the current session. • Logout or Reinitialize to resume your own identity.

  16. BUDGETING • Two Primary Screens: • Responsibility Worksheet Line Item - RWLI • Detail Worksheet Report - DWSR • Double-Click to select menu item

  17. … Asked to select the Budget you wish to work on Enter the Name of the budget or “…”

  18. 6 FY2018 Operating Budget 2017-18 There will be another BUDGET added to the resulting list 7 FY2019 Operating Budget 2018-19 Each year there is another BUDGET added to the resulting listFY2019 Operating Budget 2018-19 # FY2017Operating Budget 2016-17 “…” will result in a list to select from Always choose "FY2017" “…” will result in a list to select fromAlways choose “FY2019”

  19. Once the Budget • has been selected, • select the • Responsibility Unit • you wish to work • on. • Only those you are responsible for will be listed. • If you are responsible for only one unit, it will go directly there.

  20. The Line Items in the Responsibility • Unit are displayed. • New amounts may be entered in the Basic Amount column. • Revenues and other Credits must be negative.

  21. Data displayed in columns may be changed • C1 = 2016-17 Year End Actuals. • C2 - 2017-18 LRE. • BA = 2018-19 Budget. • $ or % are differences the 1st Column and the 3rd Column. • Other options are either -0- or not useful. Default ColumnsC1 = ‘17Actuals, C2 = ‘18LRE, BA = New Budget New Budget 2019 Actuals Year End 2017 LRE 2018

  22. Navigation • “Internal” & “External” Scroll Bars • Click on a cell to Select • Enter or Tab may be used…May have different action • Entering Line Item Amounts: • Only the 2018-19 Budget may be changed • Displayed as BA (Basic Amount) • May be in any of the columns • Entry Options: • Replace Amount • + = increase by $ amount • - = decrease by $ amount • + or - a % change • Type Over replaces the $ amount • Totals and Comparisons recalculate automatically • Sub-Select & Global Changes ?

  23. Justification Notes An online notepad is available for justification or other notes. Click any of the “Detail” icons on the same line as the GL Number that you wish to notate.

  24. Enter text one line at a time in the Justification Notes Section. Save & Update Returns you to the previous screen.

  25. Work-In-Process • Note: • Comparison Column is updated. • Totals are updated. • Flags indicate line amounts that have Changed (c) • or Justification (j) • has been • entered. • Save & Update !!

  26. REPORTING Select Detailed Worksheet Report - DWSR

  27. You are asked to select the Budget you wish to work on. • Enter the Name or “…” • Select the Budget you wish to report …

  28. Once the Budget • has been selected, • select the • Responsibility Unit • you wish to report • Only those you are responsible for will be listed. • May delete Responsibility Units you do not wish to report. • Save and Update to continue. Xx Yes Xx Yes

  29. Change the Output Device to Hold/Browse File Output. • Save and Update.

  30. Execute in Background Mode? Always select “N”. • Save and Update.

  31. DEADLINES Rolling Schedule Dependent on Level o March 02 - data entry window opens on all accounts o March 09 - window closes (due date) for first level of accounts o March 16 - window closes (due date) for second level of accounts o March 23 - window closes (due date) at VP level – Due to Budget Office

  32. Training Sessions Griffiths 123 Friday 03/02 @ 9:00 – 10:00 Q&As and quick review of budget module instructions Griffiths 123 Monday 03/05 @ 11:00 – 12:00 review of budget module instructions and Q&As Griffiths 123 Monday 03/05 @ 2:00 – 3:00 review of budget module instructions and Q&As Griffiths 123 Tuesday 03/06 @ 10:00 – 11:00 review of budget module instructions and Q&As Griffiths 123 Tuesday 03/06 @ 2:00 – 3:00 review of budget module instructions and Q&As

  33. OTHER RESOURCES • This Year Actuals • Colleague • Access through WebAdvisor (SLU Portal) • Budget Office Page • http://www.stlawu.edu/finance/planning.html • Colleague Budgeting Instructions • Spring Budgeting Schedule • Colleague Account Structure • Responsibility Listing - Listed by Unit • Budget Office Page - Other Helpful Links • http://www.stlawu.edu/finance/planning.html • Object Codes and Definitions • Revenue Object Codes • Alphabetic & Numeric Chart of Accounts

  34. Questions?

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