FY17 BUDGETING IN
BUDGET MAESTRO
Financial Affairs and Treasury
Brandeis University
as of March 10, 2016
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Budget Maestro –
Training Objectives
O By the end of this session, you will be able
to:
 Distinguish/define BM terms
 Design and run reports (BM and Excel)
 View and update budgets
 Understand other BM functionalities
COMMENTS: BM steps not as complicated as
these pages might appear.
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Budget Maestro – Basic Terms
O PLAN – database with budgets and actuals, for
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different fiscal years (e.g. FY17_BUDGETING)
ACTIVITY VERSION – budget version (e.g. FY17
BUDGSUBMIT; FY16_ORIGBUDG)
ENTITY – Deptid
G/L ACCT – Acct codes–fund combination
NAME (field) – Chartfield values + name (description);
DATA GROUP (DG)– one of the chartfield values by
which you can filter budgets (e.g., DG (Programs,
Funds, Projects, Grants)
VIEW – how data is organized (e.g., SOABDOPR for
accts; DEPT_HIERARCHY_VIEW for entities;
PROGRAM_VIEW for programs)
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Budget Maestro – Basic Terms
O PERIOD ENDING BALANCES (PEB)– actuals
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(revenues and expenses)
INCREASE/DECREASE METHOD – one way
of adjusting budgets by amount or %
OPERATING EXPENSES – Expense Budgets
SALES (INCOME) – Revenue Budgets
(REVEST in PS)
REPORT PROFILE – Report Template (e.g.,
names of columns on report)
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Login
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Important pages
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Hiding Icons-
Right click and Unpin
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Running reports
O Best to start by running a report to see what are
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in the system
You may see ALL lines or only certain lines, if you
add filters by deptid, program, acct, or fund
Allows comparison of multiple versions
CANNOT make changes to budgets in reports
(Only in SALES and OPERATING EXPENSES)
Reports can be exported to excel (where you can
add row and columns to help w/ budgeting)
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Running/viewing reports
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Defining reports
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Defining reports
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Defining reports – adding
filters (deptid, acct or prog)
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Defining reports – adding
filters (deptid, acct or prog)
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Running reports
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How report looks prior to
expanding rows
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Report – expanding rows
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Report – in Excel File
O May use EXCEL version as your sandbox
O Export to Excel (TIP: create a folder where you’d
save all Budget Maestro Reports)
O You will be asked to SAVE the file (TIP: Create a
name that describes the contents of the report)
O You will be asked if you want to open the file.
Report will open in Excel, already formatted).
O Use any of Excel features: add or delete rows
and columns; sort
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Report –saving into Excel
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Creating your own reports
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Creating your own reports
(Review the numbers. If you use a view other than
SOADOPR, please let us know if the numbers are
different)
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Creating your own reports
(Comparing Actuals to Budgets by month)
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Creating your own reports
(Comparing Actuals to Budgets by month)
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Creating your own reports
(Changing from monthly to YTD)
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Creating your own reports
(Adding Variance)
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BUDGETINGO Operating Expense budgeting
O Revenue budgeting
O Use Advance view – defaults to this page
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Expense Budgeting
O ENTER BUDGETS for:
O Expense budget codes incl Financial aid
(Remember that transaction codes may rollup;
please check our website)
O Sponsored Programs are for the WHOLE unit in
Fund 18 (NOT 15, 16 or 11); NO grant numbers
O Take advantage of the DESCRIPTION fields,
but NO need to enter a chargeline or account
or deptid name (they are already there!)
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Expense Budgeting
O FRINGE BUDGETS for:
O If making changes to salary budgets, add a
line to show the net change in fringe budgets.
O Assumed Rates: (subject to change)
- Faculty with benefits
- Staff with benefits
- Post docs
- Non benefited
- Students (2 months only)
- 28.0%
- 30.8%
- 17.2%
- 7.7%
- 7.7%
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Navigating to view or enter
budgets
O ENTITIES (DEPTID)
O PROGRAM
O ACCOUNT
O FUND
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Viewing Options
O ENTITIES (DEPTID)
O DATA GROUP (ENTITIES) - MASTER
O DEPT_HIERARCHY _VIEW
O PROGRAM
O DATA GROUP (PROGRAM)
O PROGRAM VIEW – GIFT, ENDOWMENT, 11000
O ACCOUNT
O DATA GROUP (ACCOUNTS) - MASTER
O SOADOPR
O FUND – DATA GROUP - MASTER
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Viewing Options
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Viewing Options
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Viewing by deptids
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To get expense budgets by
deptid
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Operating Expenses
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Tips and Tricks
O When you don’t see lines, clear filter and change views
(clearing filters – even if you have no grants)
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Activity Version – FY17
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Modifying Oper Exp Screen
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Changing budget amounts
O Do NOT modify the chartstrings – any of the
chartfield values or name - on any of the
existing budget lines; doing so would also
change the budget lines in other activity
versions.
O You may change the budget amounts or add
new lines (with full chartstrings and name)
O Do NOT delete any lines.
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When making budget changes
O ADD BUDGET LINES and fill in the descriptions if:
O the budget change will result in an overall increase
or decrease in operating expenses (e.g., adding a
new position not covered by current budget including
reallocations); NOTE: if additional revenue streams
will support the increase in expense budgets, add
new revenue lines in SALES
O Proposing transfers between different salary budget
codes or between salary and OPEX
O Proposing transfers of any budget from one unit to
another (e.g., Facilities to Development).
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When making budget changes
O Make changes to the existing budget lines
thru the increase/decrease method when:
O Simply reallocating budgets among different
deptids or OPEX accounts
O Transferring budgets from one gift to another
or one augmenting endowment to another or
one gift to an augmenting endowment or
vice-versa
O the budget change will not result in an overall
increase in operating expenses.
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Changing budget amounts
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Changing budget amounts
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Changing budget amounts
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Adding budget lines
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Comparing budgets between
activity versions
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Revenue Budgeting
O ENTER BUDGETS for:
O Tuition, Fees and Auxiliary Income
O Interdepartmental Revenue (5800) (related to expense budget in
7500)
O Other Income (5900)
O Other Auxiliary Revenue (5940)
O Gift Availings (5988) – not same as 5971
O Endowment Availings (5980) – not same as 5969
O FOR EXPECTED GIFTS WITH NO PROGRAM CODES
O Use Program Code 29999 for budgeting (NOT for transactions)
O NO NEED TO ENTER BUDGETS for:
O Gift Revenues from Direct Charges
O Gift Revenues from OH Taxes
O Endowment Revenues from Direct Charges
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Revenue Budgeting
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Modifying Revenue view
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Tips and Tricks
O FY17BUDGSUBMIT – the version where units
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amended and submitted budgets New versions will be
created for approved FY17 budgets and FY17 budget
reallocation.
ADD lines; do NOT COPY lines
Enter full chargeline (all fields) and descriptions.
Create sub-budget lines if necessary
No duplicates; use different name if same chargeline
Use INCrease/DECrease method when adjusting
budgets to be able to track changes
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Tips and Tricks
O BM on autosave; no UNDO button
O Be patient: slight delay when opening BM or
moving from page to page
O Toggle from tab to tab
O If you want to keep a starting view, pin it
O If unable to add a budget line for a new
program or deptid, contact us; we’ll have to
create the missing field in BM
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Final Words
O Gift/Endowment/Grant revenues that are
based on expense budgets need not be
entered in BM
O For gifts and endowments that have limits,
use the Gift budgeting worksheet (use 0%
tax for endowments)
O Deadline for budget submission in Budget
Maestro– TBD
O Budgets in BM will be uploaded to PS once
they are approved and finalized.
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Final Words
O Do NOT hesitate to call us with any questions
O Let us know when your budget in BM is ready for
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review
Budgets in BM will be uploaded into PeopleSoft
Budget transfers and other changes will be
performed in PS and copied into BM
Actuals in PS will be imported into BM
So, unlike the use of Budget Templates, BM will
be used year round
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HOPE THIS IS HELPFUL
TO YOU!
O Any questions?
O For further consultation:
 Kris McKeigue 68310 – Budget issues
 Angelito Santos 68311 – Budget Maestro
 Ken Freda 68312 – Reporting issues
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