FADs: What is the Budget to Actuals by Department Hierarchy?

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What is the Budget to Actuals by Department Hierarchy?

The Budget to Actuals by Department Hierarchy is a tabular view of the net budget to actuals by each level in the department hierarchy; Division, College/Unit, Department, or Subdepartment.

Who should use this report?

The Budget to Actuals by Department Hierarchy dashboard is helpful for users looking at an entire division or college/unit to see the composition of its annual budget and actuals. This dashboard does not show accounts since this is a more high-level report.

Filters:

Fiscal Year – Select one fiscal year. UMBC’s fiscal year runs from July 1^st to June 30^th.

Accounting Period YTD – Select the month for the report to run through. The report will always start from the beginning of the fiscal year for the month & year selected. Adjustment Period is the Year-End period which includes periods 906, 910, 920, 930, 970, & 998.

Fund(s) – Depending on what fund is selected, the KPI’s will either show “Carry Forward Balance” and “Budget vs Actuals” (1111) or “Beginning Balance” and “Balance (Any other fund). If multiple funds are selected, the KPI’s will not show.  

Division(s) – The highest level of the department hierarchy. Every department rolls up to a division. Select one or multiple. And the next three filters will be populated.

College(s)/Units – The next level of the department hierarchy. This is the level you will find the colleges that make up UMBC and other administrative units.

Department(s) – Most departments will be at the level. There is an option to select one, multiple, or all.

Subdepartment(s) – Some departments have subdepartments reporting to them. There is an option to select one, multiple, or all.

Project Code – All active projects related to the time period, funds, and departments selected will show. There is an option to choose one, multiple, or all.

Reading the Report

KPIs

At the top of the page are the Key Performance Indicators (KPIs):

Beginning Balance or Carry-forward Balance – Depending on what fund is selected.

Budget – The total budget amount with all budget adjustments made up to the selected period.

Actuals – The net of all revenues and expenses incurred up to the period selected

Budget v Actuals or Ending Balance – Depending on what fund is selected.

% of Budget YTD – The percent of Budget depleted up to the period selected.  

Each KPI includes a year-over-year comparison showing the percentage change from last year's period.

Table

Rows

The highest level of the Department Hierarchy will show on the rows with the ability to expand.

Clicking the Expand button above the department will show all the departments at the next level of the hierarchy (i.e. Division will show Colleges/Units, and Colleges/Unist will show Departments). Each level will also show subtotals.

Columns

The first column on the table shows the original budget or the budget set at the beginning of the fiscal year.

The next column shows the Budget Adjustments. Budget adjustments up to the period selected in the filters will be included.

The next column shows the Current Budget, the sum of the previous two columns.

The following column displays the Actuals. The direction of the numbers mirrors how they are displayed in Peoplesoft, where an increase in Revenue is negative, and an increase in Expenses show as a positive.

The last column shows the difference between the Current Budget and the Actuals.

Drill Downs

You can right-click on any number in the actuals column, and a pop-up will appear. In the pop-up, you will have multiple options to navigate to each detail dashboard.

The Revenue Detail – mostly the accounts that begin with 4 and 5.

The Salary & Wages Detail – These accounts are used to pay employees.

The Fringe Benefits Detail – These are all the accounts related to employee benefits such as Social Security, Health Insurance, etc.

The Operating Expenses Detail – All the other Expense accounts.