FADs: What is the Budget to Actuals - Custom Department Level?

Tell Me

What is the Budget to Actuals - Custom Department Level Dashboard?

This dashboard allows you to input divisions, colleges/units, departments, and subdepartments and then lets you choose which level to view the activity.  

Who should use this report?

The Budget to Actuals - Custom Level Dashboard is helpful for users looking at the entire division or college/unit level while being able to choose what departments to include. This dashboard also does show accounts.

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, 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 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

The Department Level Selection will appear in the first column.

Clicking the Expand button above the Account Type will show all the accounts at the next level of the hierarchy (i.e., Acct Group, Acct Full). 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 positive.

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

Drill Downs

You can right-click any number on 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’s benefits such as Social Security, Health Insurance, etc.

The Operating Expenses Detail – All the other Expense accounts.