FADs: What is the Budget to Actuals - All Departments?

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What is the Budget to Actuals by Accounts - All Departments?

The Budget to Actuals by Accounts - All Departments is a tabular view of each department's net budget to actuals under a division. This dashboard doesn’t show the departments in a hierarchy view but rather shows all the departments and their accounts.

Who should use this report?

The Budget to Actuals by Accounts to Date dashboard is helpful for users looking at an entire division but also want to see the account activity for every department that rules up to the division.

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 makeup 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, fund, and departments selected will show. There is an option to select 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 amount with all budget adjustments 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

Each Department under the division in the filters appears in the first column.

The next column shows Account Type (Revenue and Expenses). There is the ability to expand on the account type that expands on the Account Hierarchy. The next column is the Account Group, followed by Account.

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 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.