Defining Your Planning and Budgeting Parameters

This chapter provides an overview of planning and budgeting parameters and discusses how to:

• Define history (analysis bases).

• Define time hierarchies.

• Establish activities and activity groups.

• Set up methods.

• Set up spread types.

• Specify rate combinations.

• Set up scenarios and scenario groups.

• Define account type options.

• Define account categories.

• Use Planning and Budgeting email templates.

• Attach documentation and guidelines.

Understanding Planning and Budgeting Parameters

To build and stage a budget model, first complete the setup by defining the planning and budget parameters so that you can budget for positions and assets as well as enter line-item budgets. The planning and budgeting parameters and options you define can optionally be shared across planning models. This chapter reviews how to configure the necessary parts that let you create an annual budget, a multi-year budget, and strategic plans for your planning models.

Defining the History (Analysis Base)

This section discusses how to specify history (analysis base) details.

Page Used to Define the History (Analysis Base)

Specifying History (Analysis Base) Details

Access the History (Analysis Base) page.

Defining Time Hierarchies

This section provides an overview of time hierarchies and discusses how to define time hierarchies.

Understanding Time Hierarchies

The time hierarchy lets you compare non-history line item scenario/activities to others within a defined scenario group. For example, you can roll up a scenario/activity using a monthly calendar into a quarterly view to compare it with a scenario/activity using a quarterly calendar. The time hierarchy also allows for aggregation of budget transactions to increasingly summarized time periods (such as monthly transactions aggregated to quarterly).

You must include and define any calendar used in a non-history planning scenario within the scenario group within the time hierarchy. History-type scenario calendars are normalized through period mapping rules within the scenario group.

The system includes three main calendar types—detail calendars, summary calendars, and budget period calendars. Because they differ substantially, only calendars of the same general type can exist in the same time hierarchy as follows:

Page Used to Define Time Hierarchies

Defining Time Hierarchies

Access the Time Hierarchy page.

Establishing Activities and Activity Groups

This section provides overviews of activities and activity groups, activity relationships, dimension mapping, and the planning center, and discusses how to:

• Define activities.

• Define activity groups.

• Assign dimension hierarchies.

• Define dimension member options used by each activity.

• Select dimension members.

• Define activity relationships for the activity group.

Understanding Activities and Activity Groups

Activities are user-definable planning components such as revenue, expenses, and balance sheet that, combined with scenarios within a model, form the basic planning unit of work known as the activity scenario. Activity groups specify a collection of activities and the dimension setIDs and hierarchies to apply across all dimensions of the activities contained therein. They also frame dimension member mappings, dimension member selection, and activity relationships. Activity groups are associated with models; you can share a single activity group across multiple models.

Activity properties include dimensions, activity type, and the planning center dimension. Dimensions are the ChartFields across which you want to budget or plan. Activity type dictates whether the activity facilitates line item, position, or asset planning or budgeting. The planning center dimension is a special dimension that controls how the system slices the plan or budget for preparation (such as by department), and it dictates how the system secures the plan or budget.

If the activity or group is staged, you cannot modify it or its properties or delete attributes (such as the activities in an activity group). You can, however, add new attributes and, if the same entity is needed as a starting point for a new entity, you can copy functionality.

See Selecting Dimension Members.

Understanding Activity Relationships

There are three types of relationships, one is workflow based, and the other two are data relationships. The collection of activities within the activity group, and the relationships defined, are applied to all activity scenario combinations within your planning model. The following explains the three activity relationships:

Activities defined as Approval Includes represent a workflow relationship between activities. You can define this relationship type only between line item activities and assets, and line item activities and positions, as the related activities. You cannot define an Approval Includes workflow relationship between two line item activities. When associating asset and position activity types as related activities to a line item activity, they must also share the same planning center dimension and level. When budget preparers work on these activities, they can only submit them through the parent line item activity.

An Includes Data From relationship indicates the related activity contains data that the system includes or aggregates into the corresponding (or parent) activity. The system uses the following three specific methods to extract data from the related activity: POSBUD (from position budgeting), ASSETS (from asset budgeting), and LINEITEM (from line item) methods. By indicating this relationship, it means the parent activity contains some of the same dimensions and possibly members of the child (or related) activity that the system can directly insert or aggregate into the parent activity. Activities defined with the Includes Data From relationship do not need to share the same planning center dimension.

You use a References Data From relationship typically in conjunction with the flexible formula (FLEX) method. Note that you define this relationship only between line item activity types. In this case, the system does not insert or aggregate data into a parent activity, so there is no need for the related activities to contain the same dimensions, same members, or both the same dimensions and members. This relationship merely indicates that the system needs the data in the related activity to derive an amount in another activity. This relationship is only defined between line item activity types.

See Understanding Planning and Budgeting Activities.

Understanding Dimension Mapping

The system uses the dimension conversion table that you define here during the data staging process. Define dimension member mappings to ensure that the system locates the appropriate data in the staging tables. You can achieve various results, including the following:

• Retain discontinued dimension members (ChartFields) by mapping them to valid members.

• Keep historical data synchronized with current situations.

  Modifications to accounting practices as well as reorganizations often result in changes to an organization's chart of accounts. For example, suppose that your organization reorganized the Administrative Division (DeptID 30310) of the History Department since the last budget cycle. In addition, the Administrative Division merged with the Central Administrative Office (DeptID 31000) of the Liberal Arts School. For the Department dimension, define the From Dimension Member as 30310 and the target or To Dimension Member as 31000. By mapping 30310 to 31000, the system transfers historical data contained in 30310 to 31000 so that you do not lose the data related to the History Department's Administrative Division.

Understanding the Planning Center

Planning centers define the rollup and approval structure for a planning or budgeting development process. You can view a planning center as a cost center that has authority, responsibility, and access to data required in developing the plan or budget for specific entities (or activities) that you define in your organization. As you define a planning center, consider what drives the budgeting process within the organization, whether it is department, product, project, or operating unit. You can have only one planning center per activity, and those activities that have an Approval Includes relationship also share the same planning center dimension and tree.

The dimensions available as the Planning Center depend upon the integration source (established on the Budgeting Installation Options page), and the active dimensions (established on the Dimension Configuration page). Available dimensions can include the following: .

• Department

• Fund

• Operating Unit

• Product

• Program

• Class

• Project

• ChartField 1

• ChartField 2

• ChartField 3

• E1 Business Unit

Note. You cannot change planning centers after you stage activities in the planning model. This means that before defining planning centers, you should carefully evaluate your organization's business processes around each activity, and any required workflow relationships.

Pages Used to Establish Activities and Activity Groups

Defining Activities

Access the Activity page.

Planning Center Dimension	Enter the planning center dimension. The value that you enter displays in the Dimension list with its check box selected; however, you are unable to clear it. If you change the Planning Center Dimension, its previous value displays in the Dimension list with its check box cleared; however, you can select it. Note. If the activity is staged, the value in this field cannot change.
Activity Type	Select the type of activity to use. Values are: Asset, Line Item, and Position. The activity type determines functionality. In other words, data sources are different depending on activity type.
Select	Select to include the associated dimension in the staging and budget development process.
Dimension	Displays available dimensions, which are defined at the model level. Account is a required dimension that you cannot select as the approval dimension. After staging, you cannot clear check boxes associated with dimensions included in the staging process; however, you can select check boxes associated with dimensions not previously included in the staging process. For the dimensions not previously included in the staging process, if you select their associated check boxes, you can enter data for them; however, no staged data is available.
Copy Activity	Click to copy the displayed activity definition so that you can create a new, similar activity.

Defining Activity Groups

Access the Activity Group page.

As Of Date	Enter the most appropriate as of date to select the desired dimension members and trees. Effective-dated dimension members and trees are based on the as of date. Because member and tree selection occurs at the activity group/activity and activity group/dimension levels, activity group must be as of dated so that you can select the correct members and trees. Only those members and tree versions that are active and whose effective dates are less than or equal to the as of date are available for selection.
Activity	Enter the activity that you want to include in the activity group. You cannot change or remove a group's staged activity. Adding an activity automatically draws in that activity's dimension information and creates—but does not select—activity scenarios in any models that use the activity group. Removing an activity from a group referenced in an unstaged model deletes any activity scenarios in any models that use the activity group. If an activity group is associated with a staged model, you can add new activities; however, you cannot delete staged activities and their properties (such as method groups, dimension trees, and dimension members).
Description	Click the Create Activity link (if you haven't yet selected an activity for a row) to access the Activity page and define a new activity that the system automatically adds to the activity group. If you already selected an activity, click its associated link to access the Activity page to search for and display the activity's details.
Method Group	Enter a planning method group for each line item activity. You cannot enter a method group for position or asset activity types.
Method Group Details	Click the Details link to access the Planning Method Groups page to search for and display the method group's details.
Copy Activity Group	Click to create another activity group based on the current activity group. For example, to use the same set of activities with the same dimensions and activity dependencies for two models with different dimension hierarchies, click Copy Activity Group, change the hierarchy information, and then select the new activity group in the model.

Assigning Dimension Hierarchies

Access the Hierarchies page.

Dimension	Displays the dimensions selected in the associated activity. The rows in the Dimensions grid display the union of the dimensions selected in each of the activities, including the approval dimension.
Dimension SetID	Enter the desired dimension set identifier that the system uses to filter the trees that you can select as well as filter the dimensions on the Members page. The value that you enter overrides normal setID indirection for this page; therefore, verify that the setIDs that you select here by dimension match those established for the business units in which you use this activity group. Establish this setID indirection using the TableSet Controls page by clicking PeopleTools, Utilities, Administration. Note. A model validator error occurs if the setID associated with a model (for each dimension) using this activity group does not match the dimension setID defined on this page. The source table for a dimension comes from the BP_CF_DEFN system data table. You cannot update this table; however, you can access the Dimension Configuration page within Maintain System Options to display the valid dimensions, but it does not display the source table.
Tree Name (optional)	Enter the desired tree name. The system filters the list of available trees by the dimension setID specified for the same dimension. To ensure comparability, each dimension must use the same hierarchy/tree across all activities.
Export to GL	Select to export the specified dimension to the general ledger. The system automatically exports to the general ledger the account dimension and any dimensions used as approval dimensions. Their associated check boxes appear selected and you are unable to clear them.
Map Rules	Click the Dimension Member Mapping link to access the Dimension Member Mapping page and enter the range of dimension member values that you want to convert for the selected activity group as well as enter the target dimension member to which you are mapping data. Your entries are applicable to all scenarios associated with the activity. If you are summarizing data, enter a value in the Target Dimension Member field that is the same for both source members. In this case, the system aggregates all data that exists for the specified dimension member. For example, you could map departments 100 through 200 to 300 by entering 100 in the From Dimension Member field, 200 in the To Dimension Member field, and 300 in the Target Dimension Member field.

Defining Dimension Member Options Used By Each Activity

Access the Members page.

Dimension	Displays the dimensions selected for each activity within the activity group.
Selection Options	Select the desired member criteria to filter the dimension members to the most relevant ones. Values are: All Members Indicates that the system automatically includes all members for the dimension for the activity, based on the defined SetID. When you define a tree on the Hierarchies page, the system includes all the tree values However, if you do not define a tree, this valuerepresents all members located in the dimension table for the defined SetID. Multiple Members: Displays the Select Members link that opens the Dimension Member Selection page so that you can select members either using a tree or a range. Single Member: Displays a Value field that lets you select a single dimension member.
Select Members	Click to access the Dimension Member Selection page to select members by tree or value. For example, in most instances, it may be more relevant for the revenue activity to be associated with a different set of account values than the expense activity; therefore, accessing the Dimension Member Selection page to select the revenue node on the account tree is more sensible. Note. This link displays when you select Multiple Members from the Selection Options drop-down list box. See Selecting Dimension Members.
Value	Enter the specific dimension member. Note. This field displays when you select Single Member from the Selection Options drop-down list box.

Selecting Dimension Members

Access the Dimension Member Selection page.

The fields on the page vary based on your selection in the Select Members group box.

See Understanding Dimension Mapping.

Select Members by Tree

Select the members By Tree option to view and select dimension members by tree node.

Note. If no tree is associated with the dimension, the By Tree option is unavailable.

Dimension member relationships to one another (for example, node only, node and siblings, node and descendants, descendants, and siblings) are readily apparent. Click a node to add it to the Selected Nodes group box on the right. Click a folder icon to expand or collapse the tree node. The staging process uses selected nodes to select dimension members as follows:

• If the specified tree level for the staged data is the same level as the tree node selected here, then the system selects dimension members that correspond to the tree node.

• If the specified tree level for the staged data is below the level of the tree node selected here, then the system selects dimension members that correspond to the children tree nodes (at the specified level) of the tree node selected here.

• If the specified tree level for the staged data is above the level of the tree node selected here, then the system selects dimension members that correspond to the parent tree nodes (at the specified level) of the tree node selected here.

Select Members by Value

Select the members By Value option to enter one or more dimension value ranges for the staging process to use in selecting dimension members for inclusion in the budget or plan.

Ranges entered here are alphanumeric; so the system includes any members with a value greater than or equal to the from value and less than or equal to the to value.

From Memberand To Member

Enter the beginning and ending range of the dimension members that you want to select. Note. These fields are available when you select members By Value. The system filters these values according to the dimension setID specified on the Hierarchy page for the dimension.

Defining Activity Relationships for the Activity Group

Access the Relationships page.

Activity	Select the line item activity to which you want to establish a relationship. You may refer to this activity as the parent activity, and regard the related activities as children activities. The activity cannot be a position or asset type activity, because these can only be related activities. If the activity is staged in any model, you cannot change or remove relationships. You can, however, add new relationships, which triggers changes in the models that use the activity by automatically selecting activity scenarios involving the related activities.
Includes Data From	Select to include data from another activity. In addition to being able to integrate position and asset budgets into a line item budget as special lines in the line item budget flagged with POSBUD and ASSET method IDs respectively, line item budgets can also feed into other line item budgets flagged with a LINEITEM method ID to indicate that the system copied the line from a different activity or activities. The system pulls actual transactions into the parent activity during stage as separate line items if their dimension members correspond to the parents' transactions.
References Data From	Select to reference data from another source. You can refer to data from different line-item activities as flexible formula sources in a flexible formula expression; however, the source activity data must be stored in an interface table so that Analytical Calculation Engine (ACE) can reference it when it sees that the source is coming from a separate activity. Establishing this type of relationship ensures this data's availability in the interface for use in flexible formulas.
Approval Includes	Select to let the target (parent) activity control the workflow and working versions of the source (child) activities. The child activity cannot submit, reject, or copy versions, as the versions of the parent and children activities must match up with each other. Creating a new working version in the parent creates a working version in the child activity. A child can have only one parent activity controlling its workflow.
Related Activity	Select an activity that may be considered the child activity in the relationship.
	Click the View Relationship Information icon button to access the dynamically generated Activity Dependency page, which describes the defined relationships and their impact on the model.

Setting Up Methods

You need to prepare method groups for use in the planning model. This section provides overviews of methods and method drivers, and discusses how to:

• Modify method names and view method attributes.

• Define drivers for a method.

• Describe driver lookup tables.

• Define driver lookup details.

• Establish planning method groups.

• Define a method's drivers.

Understanding Methods

The system assigns a method to every line in a line item budget activity. This method defines how the system calculates the budget amount for the line or how the system derives the budget amount if a calculation is unnecessary.

Use the delivered methods as a basis for creating the planning model activities. You can change the method name and provide a description that is more meaningful to your organization. Changing the method name does not change the logic and rules that underlie the method itself.

Review the following table for a list of method ID system labels, names, and descriptions:

When you set up methods for the planning model, complete the following:

• (Optional) Modify method names.

• (Optional) Define driver lookup tables so that you can have variables by planning center associated with drivers.

• Define method groups that can be associated with line item activity scenarios..

• Specify driver default values and lookup tables used for a method group.

Understanding Method Drivers

Methods that require a system calculation use method drivers. A method driver is the calculation factor used in the method's algorithm. You define method driver defaults used during line-item budgeting. You can also enable override of the driver defaults when you set up line item activity scenarios in the planning model.

You can also establish driver lookup tables that let budget preparers select alternate drivers; these alternate drivers reference values on defined planning centers. Define drivers for those methods that require them. For example, when you associate a lookup table with a driver, the system retrieves the planning center's driver parameter from an established lookup table. If the system cannot locate a lookup value for the planning center, it uses the established default amount for the method driver.

The table lists predefined drivers delivered with the application. The budget coordinator can also define method drivers:

Note. The system does not display the QTYXCOST and PERSUM method drivers for theITM (itemization) method when you define the Method Driver page in the group.. Instead these specific method values are only available to you on the Itemization Method detail page in the line item activity during budgeting.

When you define the default driver parameters required for certain method drivers, you can also define a driver lookup table that lets the budget coordinator define different driver values based on planning center.

When you define method drivers and driver lookup tables, determine the number of decimal positions that the system uses to calculate the method amount during line-item budgeting. Use statistical drivers that have values defined up to eight decimal positions, or use monetary drivers that have values defined by the associated currency code definition. The system uses the method driver definition, or Driver ID, to determine the number of decimal positions used to calculate the method amount during line-item budgeting regardless of the definition used for the driver lookup table definition. If you want the system to use eight decimal positions during method amount calculations, use a Driver ID that is defined as a statistical driver.

Pages Used to Set Up Methods

Modifying Method Names and Viewing Method Attributes

Access the Planning Method page.

Defining Drivers for a Method

Access the Method Driver page.

Describing Driver Lookup Tables

Access the Driver Lookup Tables page.

Defining Driver Lookup Details

Access the Driver Lookup Details page.

Currency Code	Enter the desired currency code. Note. This field is available for monetary-based driver lookup tables. This field is unavailable if you select Statistical Driver on the Method Driver page.
Distribution Type	Select how you want the system to calculate the budget amount per budget period. Values are: Amount: Specifies that you want the system to use the predefined or constant amount unique to the planning center to calculate the budget amount by period when you select a method that uses a driver lookup ID. The table populates with constant or monetary values. Percent/Rate: Specifies that you want the system to use a percentage or rate unique to the planning center to calculate the budget amount by period when you select a method that uses a driver lookup ID. The table populates with percentages.
Planning Center SetID	Enter a SetID other than the SetID defined for the lookup ID to define the planning centers for which you want to enter distribution values. The SetID determines the prompt table used for Planning Center in the Enter Driver Lookup Values grid. The SetID also determines the available values for driver lookup tables when you define the method group using the same SetID.
Planning Center Dimension	Enter the dimension (ChartField) to use as the planning center dimension for this driver lookup. This value controls which planning centers are available in the grid to define driver lookup rules. The planning center dimension you define here for the lookup table should also be the same dimension you establish as an activity's planning center.
Calendar SetID	Enter a SetID used to select the calendar. The calendar controls the periods across which the system applies the lookup values in the grid. This value does not need to be the same value as the Planning Center SetID.
Calendar ID	Select the calendar ID, as filtered by the calendar setID, for the system to use to define the periods across the grid which the system applies the lookup values. Detail calendars with less than 14 periods per year are available for selection.
Add All Planning Centers	Click to populate the grid with all of the valid values defined for the selected planning center setID and planning center dimension.
Import from CSV (import from comma-separated values)	Click to populate setup data from files formatted with comma-separated values (CSV). Note. Create a CSV file using the Driver Lookup Tables page to pre-populate planning center values. The layout of the file is important for the import of data. When the import process updates information from a CSV file, the system updates only the planning center values defined in the file; any other original planning center values defined in the lookup table are not deleted or affected by the import. To use the import feature, set up the file transfer protocol (FTP) using the URL Maintenance page. Note. To download the information in the grid to create a CSV file, use the PeopleTools Download icon in the tools bar in the grid heading.
Refresh Total	Click to update the totals in the grid.
Select	Select the check boxes next to the planning centers to which the system applies the distribution amount. Clear the check boxes next to the planning centers that should use the default amount. Alternatively, use the Select All button to select all planning centers in the grid area.
Planning Center	Enter the lookup values in each period for a planning center.

Establishing Planning Method Groups

Access the Planning Method Group page.

SetID and Method Group ID	Displays the SetID associated with the Method Group ID. Associate each Method Group ID with a single SetID, Planning Center SetID, and currency.
Effective Date	Enter the desired effective date. If you add a new effective-dated row to the planning method group, the system copies the method attributes that you defined on the last active row to the new row.
Planning Center SetID	Enter the setID that the system uses to determine the valid values that you can select for Driver IDs on the Method Drivers page. The system displays a warning message when you modify Planning Center SetID indicating that, when you select a different setID, the system sets to blank the Lookup Driver ID for every Driver ID on the Method Drivers page. Repopulate each Lookup ID based on the available values for the selected Planning Center SetID.
Currency	Enter the default currency to use for all methods and drivers that you define.
Select	Select the check box (system default) next to each method ID that you want to use with the activity scenario in the planning model. Clear the check box next to each method that you do not want to use during the budget development process. When you prepare a proposed line item activity, the system makes available all 18 delivered methods for monetary budgeting. For statistical budgeting, which is a line-item budget that uses a statistical account or statistical code, you can use all delivered methods except for the following: ASSET POSBUD When you prepare a line item budget that is a top-down scenario, you can use all delivered methods except for the following: ASSET (from asset budgeting), POSBUD (from position budgeting), AMTFTE (amount per FTE), and AMTHC (amount per headcount) methods. When you prepare a line item budget that is a forecast scenario type, the only available methods are: BASBUD (base budget), AMTPER (amount per period), and ITM (itemization).
Method Drivers	Click to access the Method Drivers page to define a method's drivers, driver parameters, and lookup ID. Note. If a method ID does not require a driver, the Method Drivers link is unavailable.

Note. The planning type that you define for the scenario affects the use of methods within an activity scenario in the planning model. For example, if you select all method IDs, certain methods are unavailable for the forecast planning types. This means that for a planning model's activity scenario, the system only displays the appropriate methods (on the Define Method default page), not all available methods.

Defining a Method's Drivers

Access the Method Drivers page.

Note. The fields that display in the Method Drivers Details group box depend on the selected method ID.

Setting Up Spread Types

This section provides an overview of spread types and discusses how to:

• Define spread types with a detail calendar.

• Define ratios by period using a detail calendar.

• Define ratios by period using a budget period calendar.

Understanding Spread Types

To reflect position-related expenses in a way other than spread evenly across the budget year, set up spread types that distribute expenses that more accurately reflect your business process. For example, if a position-related expense should be spread across the budget year based on the number of work days per period or number of pay periods per month, set up spread types accordingly. The budget coordinator defines custom spread types to be used by budget preparers of position budgeting—the POSBUD method type.

Alternatively, you can use spread types in conjunction with the amount per period (AMTPER) method when entering amounts. For example, instead of using an even spread, use the spread type IDs to specify how to spread the amount across the period during data entry in line-item budgeting (AMTPER method type only).

You can set up spread types using a detail calendar or a budget-period calendar. The Periods Ratio Entry page differs based on the calendar that you select.

Pages Used to Set Up Spread Types

Defining Spread Types With a Detail Calendar

Access the Spread ID Definition page.

Calendar SetID

Enter the setID that the system uses to locate the detail or budget-period calendar.

Calendar ID

Enter the calendar ID to use for your proposed budget to specify the number of periods in which you can enter the spread type. Note. The calendar setID and calendar ID should be the same as those used by the planning scenarios (non-history scenario types) defined in the Scenario Group associated with the model. If they differ, the system may not be able to find spread IDs during activity scenario setup in the planning model.

Defining Ratios by Period Using a Detail Calendar

Access the Periods Ratio Entry page.

Fiscal Year

Enter the fiscal year of the defined detail calendar ID. Enter fiscal years for the proposed budget if they should be available for the activity scenario in a planning model during budget preparation. Assigning a fiscal year can be advantageous. For example, a single proposed monthly budget could have 5 years, or 60 periods. By assigning the fiscal year, you confine the grid to a more manageable number of columns.

Spread Total and Total

Displays row or column totals. When you use detail calendars to define spread ID, the system displays a row total. When you use budget period calendars, the system displays a column total.

Defining Ratios by Period Using a Budget Period Calendar

Access the Periods Ratio Entry page.

Start Budget Period and Through	Enter a start and end period range when using a budget period calendar for control budgets. The system uses these dates to generate the periods that define the ratio for the spread ID. Note. These fields are unavailable when using detail calendars instead of budget period calendars. Using a detail calendar defines the number of periods available in the grid for data entry.
Show Periods	Click to display the periods already defined for the spread ID using a budget-period calendar.
Generate Periods	Click to generate all of the rows defined in the start and end period range when using budget period calendars. If rows already exist, the system generates the rows not yet defined in the range. Any existing rows are unaffected.
Budget Period and Period Name	Displays the budget period and description for the start and end range defined for the spread ID of a budget period calendar. You can enter additional budget periods.
Spread Ratio	Enter the value (or ratio) that represents the method of spreading values across periods to simulate a seasonal spread. Enter zero if some periods do not receive any amounts. Note. You do not need to define a spread ID for evenly spread amounts. The system defines evenly spread, and it is always available for the position budgeting (POSBUD) and amount-per-period (AMTPER) methods.

Specifying Rate Combinations

This section provides an overview of rate combinations and discusses how to define rate combinations.

Understanding Rate Combinations

You must define rate combinations as part of setting up a multiple currency planning models. Once you define rate combinations, you then reference or link them to proposed planning scenarios so that the system can apply different exchange rates to different scenarios within the models. Rate types (such as current, commercial, floating, average, and historical) let you specify different exchange rates to use with different account types. These rate types further categorize market rates. For example, you may use an average rate for expense accounts and a current rate for balance sheet accounts. Use effective dates to define different rates for different budget periods.

Page Used to Set Up Rate Combinations

Defining Rate Combinations

Access the Rate Combinations page.

Index and Rate Category

Select the desired rate index. The system derives the valid values for Index from the PS_RT_INDEX_TBL that you import from PeopleSoft Financial Management. The rate category depends on the selected index. You can edit the table using the Market Rate Definition page as part of setting up the PeopleSoft Performance Warehouse system.

Account Type and Rate Type

Select the desired account and rate type combination. Several types of conversion rates may exist for any pair of currencies. These different types of rates are appropriate for different types of accounts. You can assign only one rate type per account type; however, each account type can use a different rate type. For example, you can assign the CRRNT (current) rate type to the Expense account type, and then assign the AVG (average) rate type to the Assets account type. Note. Associate rate combinations to proposed (non-history) scenario types on the Scenario page to link account types to rate types for your planning model's activity scenarios. You can define a unique rate combination rule for each scenario definition. Use the planning model's Currency Options page to define the currencies the system uses in all the planning model's activity scenarios.

Setting Up Scenarios and Scenario Groups

This section provides an overview of scenarios, scenario groups, and period maps, and discusses how to:

• Define scenarios.

• Define scenario groups.

• Define scenario period mapping.

Understanding Scenarios, Scenario Groups, and Period Maps

This section discusses:

• Scenarios and scenario groups.

• Period maps.

Scenarios and Scenario Groups

When preparing a plan or budget, you may want to use data that exists in different ledgers. For example, you might want to display prior-year actual and current-year budget data for reference or comparison purposes against a proposed budget to be prepared. Do this by defining a scenario to capture prior-year actuals, a second scenario for the current-year budget, and a third for your proposed budget. You can then gather these scenarios together within a common scenario group. When creating scenario groups, you can include an unlimited number of scenarios. Though you can only link planning models to just one scenario group, models can share the same scenario group.

Scenarios provide the time element to a budget or plan. You select a calendar to use that controls periodicity of the plan and specify the beginning and ending periods of the budget or plan. The scenario also includes a ledger that the system associates with a ledger template. Ledger templates (in conjunction with the general ledger scenario), dictate the physical source of the data the system uses to seed a budget or plan; this frames the actual dimensions (ChartFields) enabled for use. The dimensions must exist on the physical ledger table. For the planning scenario specifically, this dictates the target of the plan or budget data when it is exported.

Scenario groups enable you to collect related scenarios for use within a planning model. Only scenarios in the scenario group associated to the model may be used as source, proposed plan or budget, target, and comparison scenarios. scenario groups also have time hierarchy and budgeting typ. functionality. The time hierarchy represents a series of calendars collected in increasing levels of detail that form a time tree. All of the proposed and non-history scenarios within a scenario group must be associated with calendars that are contained in the time hierarchy. This enables you to group scenarios for various plans (for example, monthly plans, quarterly plans, and annual plans), but prevents you from grouping scenarios for disparate time periods. The budgeting type controls whether the scenarios contained in the group represent standard, project, or control type plans. Specific functionality exists for each of these types. When you use the control budgeting type, then only scenarios associated to Commitment Control ledgers may be included in the group.

Note. After staging is complete, you cannot change the properties of existing scenarios or scenario groups, and period mapping between staged scenarios becomes display only. However, you can add new scenarios.

Period Maps

To populate budget period mapping, you must establish (by linking) the data combinations in your model to facilitate any analysis, reporting, target setting, and data sourcing across the various scenarios within a scenario group for a planning model.

Important! Establishing data combinations for budget period mapping population is a system requirement.

You can achieve various results, including the following:

• Retain prior-year budget periods by mapping the historical scenario to the budget periods used in the proposed budget or plan in the planning model.

• Define the relationship between data and ledgers that do not use the same budget period levels.

  If you map actual ledger data based on monthly periods to a budget ledger based on quarterly budget periods, identify each of the 3 months in the first ledger (actual) to map to a single quarter in the second ledger (budget). The amount for a quarter is equal to the sum of the amounts for the 3 months that you map to the quarter. Refer to the following table for a mapping of monthly periods to quarterly budget periods:

  Periods in Ledger A	Budget Periods in Ledger B
  Fiscal year 2002, month 1	Fiscal year 2003, quarter 1
  Fiscal year 2002, month 2	Fiscal year 2003, quarter 1
  Fiscal year 2002, month 3	Fiscal year 2003, quarter 1
  Fiscal year 2002, month 4	Fiscal year 2003, quarter 2
  Fiscal year 2002, month 5	Fiscal year 2003, quarter 2
  Fiscal year 2002, month 6	Fiscal year 2003, quarter 2

  To map a budget ledger with an annual budget period to a budget ledger based on quarterly budget periods, the system can divide the total value for the year by four to calculate the amounts to place in each quarter by using the available multiplication factor.

Pages Used to Set Up Scenarios and Scenario Groups

Defining Scenarios

Access the Scenario page.

Copy Scenario	Click to copy the scenario and create a new scenario with similar properties. In the page that displays, enter a new, unique Scenario ID and Short Description for the scenario that you want to create, and then click OK. Note. The scenario's Short Description must also be unique like the Scenario ID. For example, you can have two scenario that have unique ID's, but their descriptions must also be unique and cannot have the same Short Description name.
Scenario Type	Select the type of scenario. Values are: Bottom Up: Intended for budget preparation, where you can edit data for all periods defined within the Scenario. You can apply all available method types to the bottom up scenario type except those you exclude from the Method Group ID defined for a planning model Forecast:Intended for re-forcasting your budget, you can edit data in open periods within the Scenario starting on and after the first period to update; however, you cannot edit data before that period. The first period to update is defined in the planning model on the Data Source page for the activity scenario. You can apply the following methods to this scenario type: BASBUD (base budget amount), AMTPER (amount per budget period), and ITM (itemization). History: This scenario type is intended as source or comparison purposes that does not require any update. You cannot edit any of the data. Since this data does not allow edit, use of methods do not apply. But remember that many methods may reference history as a source for the formula or method calculation, and need to be available as a scenario. Top Down:Intended for strategic or higher level planning, you can edit data in all periods defined within the scenario. You can apply all available methods to a Top Down Scenario type except the following: ASSET (from asset budgeting), POSBUD (from position budgeting), AMTFTE (amount per FTE), and AMTHC (amount per headcount). Note. If you require a scenario that contains a period range that does not equal a full fiscal or calendar year, you must use the Forecast Scenario type. For example, say you need to prepare an 18 month budget (1.5 years). As the last six (6) months represent a partial year, the system needs to consider this six month time period as a Forecast Scenario type, even though it updates all time periods.
Ledger ID	Enter the ID of the ledger that you want to associate with the scenario. The scenario's setID determines the valid options. The system derives the ledger ID from the ledger table (PS_LED_DEFN_TBL) that you import from Financial Management using your ETL process. When you run the ETL process, the system populates the corresponding enterprise warehouse table PS_PF_LED_DEFN_TBL..Modify the ledger associated with the ledger ID using the Detail Ledger: Definition page as part of setting up the operational structure within Performance Warehouse. Ultimately ledgers are associated with ledger templates that specify the physical ledger table used. This ledger table, such as BP_LED_BUDG_F00, controls which dimensions from which the system can read or to which the system can write. The ledger that you select here determines which type of calendar you can select to associate with this scenario. Commitment Control type ledgers mean that you can select Budget Period Calendars only; otherwise you can select Detail and Summary Calendars only.
GL Scenario (general ledger scenario)	Select a general ledger scenario to identify a unique combination or assumption related to historical or proposed financial data. This scenario, which differs from the Planning and Budgeting scenario that you are creating using this page, is used as a filter in selecting data from the source ledger tables. Similarly, it is the value written to the ledger tables upon export, unless overridden, whereas the Planning and Budgeting scenario is not stored in ledger tables. If you are using data from another Planning and Budgeting scenario to assign planning targets to the proposed budget, create a unique general ledger scenario for the planning target scenario. If you are using another Planning and Budgeting scenario to seed your proposed budget, define an additional general ledger scenario after populating the general ledger scenario with the seed data. Note. The general ledger scenario is not required and is, in fact, hidden when the ledger represents actuals; namely, the LEDGER_F00 table does not contain the general ledger scenario field.
Calendar ID	Enter the calendar ID that you want to assign to this scenario. Your choices are limited by the calendar's setID (driven off of the scenario's setID) and by the type of ledger selected. (For example, only Budget Period calendars are available with a commitment control ledger type.) The type of calendar that you select dictates whether the From and To period ranges represent fiscal year/accounting period combinations (as in the case of Detail and Summary calendars) or budget periods (as in the case of Budget Period calendars). Budget Period calendars also make available the transaction type for entry. Note. Detail calendars make available the fiscal year and accounting period drop-down list boxes. Budget calendars make available the transaction type and budget period drop-down list boxes.
Start Fiscal Year and Start Period	Select the fiscal year and accounting period that represents the start of the range that you want to associate with this scenario (such as 2005 and 1 for period 1 of fiscal year 2005). Note. These drop-down list boxes are available when you select a detail calendar.
End Fiscal Year and End Period	Select the fiscal year and accounting period that represents the end of the range that you want to associate with this scenario (such as 2006 and 12 for period 12 of fiscal year 2006). Note. These drop-down list boxes are available when you select a detail calendar. Note. Generally, you should define from and to periods ranges as representing a full year or multiple years, rather than partial years. For example, for a 2006 proposed monthly budget you define the following values: Start Fiscal YearandEnd Fiscal Yearvalues are the same, 2006; Start Period is 1;and End Periodis 12. These values represent a full year for the proposed budget. If you require partial year budgets, such as eighteen (18) months for a 1.5 year budget, you need to use the Forecast Scenario type for the months past the twelfth (12) month.
Trans Type(transaction type)	Select a transaction type for controlled budget scenario types to determine from the ledger which data the system references during the budgeting process. Values are: Original: Represents the original adopted budget. The system selects ledger rows with 0, 3, and 5 as transaction types located in PS_BP_LED_KK_F00. Final: Represents the current or amended budget. The system selects ledger rows with 0, 1, 2, 3, and 5 as transaction types located in PS_BP_LED_KK_F00. Do not select a transaction type for the proposed budget ledger. (The system assigns the original budget a zero (0) value during the export process for transaction type to indicate it is the original budget.) The system uses the selected transaction type to filter ledger data into the planning model during the data staging process for the historical analysis base types. Transaction types are located in the commitment control ledger in the Performance Warehouse (PS_BP_LED_KK_F00) and stored as translate values as follows: 0 = Original 1 = Adjustment 2 = Transfer Adjustment 3 = Transfer Original 4 = Closing 5 = Roll Forward Note. This drop-down list box is available when you select a budget period calendar.
From Budget Period and To Budget Period	Select the budget periods that represent the start and end of the range that you want to associate with this scenario (such as 2005M01 and 2006M12 for the first period of the 2005 budget year to the 12th period of the 2006 budget year). Note. These drop-down list boxes are available when you select a budget period calendar.
Rate Combo Name(rate combination name)	Select the desired rate combination name from those that you defined using the Rate Combinations page. Note. For History scenario types, this field is unavailable.

Defining Scenario Groups

Access the Scenario Group page.

Copy Scenario Group	Click to copy the Scenario Group. When prompted, enter a new, unique scenario group ID. The new scenario group inherits copies of all elements, including scenario associations and period maps, and transfers you to the new group to update as necessary.
Budgeting Type	Select the desired budgeting type. Values are: Controlled Budget Ledger: The planning model uses commitment control tables and budget period from the commitment control ledger (PS_BP_LED_KK_F00). The controlled budget ledger supports multiple currencies and statistical budgeting. You can define and use the following activity types for a control budget: line-item, position budgeting, and asset budgeting. Project Budget Ledger: The planning model uses the tables that contain project budgeting ChartFields (or dimensions), fiscal year, and accounting period from project ledger (PS_BP_LED_PROJ_F00). The project budget ledger supports multiple currencies, statistical budgeting, and planning targets for monetary values. You can define and use only the line-activity types for a project budget. Standard Budget Ledger: The planning model uses standard budget tables, fiscal year, and accounting period from the budget ledger (PS_BP_LED_BUDG_F00). The standard budget ledger supports multiple currencies, statistical budgeting, planning targets for monetary values, and statistical accounts. You can define and use the following activity types for a standard budget: line-item, position budgeting, and asset budgeting.
Time Hierarchy	Enter the desired time hierarchy. The system filters available time hierarchies by setID as driven by the setID of the scenario group. Note. You cannot change the time hierarchy once any scenario in the group is staged nor can you select or change to a time hierarchy that does not fit the scenarios within the group. In other words, the time hierarchy must be defined with calendar IDs that match those used by the non-history scenarios in the group.)
Create Time Hierarchy	Click to access the Time Hierarchy page and create a new time hierarchy if one does not already exist. The system enters the new time hierarchy that you create in the Create Time Hierarchy field. See Defining Time Hierarchies.
Generate Period Maps	Click to have the system automatically create scenario period mappings for all combinations of scenarios within the group (except history type scenarios that you can map from but can never map to, as they cannot be edited). To stage a scenario, the planning scenario must have all of its periods mapped by the source scenario. If you save the scenario group without mapping the periods for the scenarios therein, a warning message displays. A system algorithm creates the generated period mappings that attempts to align source and target periods. (For example, period 1 of 2004 in a source scenario maps to period 1 of 2005 in the target scenario.) However, if the number of periods in the source (from) and target (to) are not the same, the system fills in mappings for all the periods necessary in the target scenario as place holders. It is up to you to edit the period mappings to confirm their accuracy and to update them as needed.
Edit Period Maps	Click to access the Scenario Period Mapping page and edit the automatically generated scenario period mappings or create new ones. Note. If you have generated your period maps but later add an additional scenario to the scenario group, clicking the Generate Period Maps button does not overwrite anything you have already manually added or adjusted. The period map generation functionality only creates new maps. You should verify that the maps suit your business needs, and make any necessary manual adjustments. See Defining Scenario Period Mapping.
Scenario	Enter the desired scenario. Click the Create Scenario link to add a new scenario. The system enters the new scenario in the Scenario field. You can add scenarios to scenario groups at any time; however, you cannot change or remove them if the impacted scenario is staged. When you add scenarios to a scenario group, they automatically become available within any model that uses the group. All non-history type scenarios in a group must conform to the calendars included in the time hierarchy associated with the scenario group. See Defining Time Hierarchies.
Description	Click to access the Scenario page and review details about the scenario.

Defining Scenario Period Mapping

Access the Scenario Period Mapping page.

Start Fiscal Year and From Period	Select the fiscal year and accounting period for the source scenario that you want to map from (such as 2005 and 1 for fiscal year 2005, period 1.). You can map multiple periods to a target scenario period. The system aggregates amounts in the source periods into the target period (such as aggregating months 1 through 3 from the source scenario into the first quarter of the target scenario). The non-history scenario (the To Scenario) requires that all its periods have a map, but all periods in the From Scenario do not need to be used. Note. These drop-down list boxes are available when you select a detail calendar.
End Fiscal Year and To Period	Select the fiscal year and accounting period for the target scenario that you want to map to (such as 2006 and 1 for period 1 of fiscal year 2006). You can map a source period to multiple targets. Use the multiplication factor to divide a source period's amount among several target periods. Note. These drop-down list boxes are available when you select a detail calendar.
From Budget Period and To Budget Period	Select the budget period for the source scenario from which you want to map and for the target scenario to which you want to map. You can map multiple source periods to a single target period. The system aggregates the source period amounts into the single target period. You can map multiple target periods to a single source period. Use the multiplication factor to divide the source period's amount among several target periods. Note. These drop-down list boxes are available when you select a budget calendar.
Multiplication Factor	Enter the desired multiplication factor. The stage process multiplies the amounts for the source period by the multiplication factor and inserts it into the target period's amount. For example, to increase last year's amounts by 5 percent, you can map last year's periods to this year's periods and use 1.05 for the multiplication factor. Similarly, you can cut a period's amount by a percentage if you were splitting one period's amounts across several target periods (such as splitting a quarterly amount across three monthly periods). You may also use a zero (0) multiplication factor to have no zero amounts apply.

Defining Account Type Options

This section provides an overview of account type options and discusses how to assign signs and calculation rules for account types.

Understanding Account Type Options

Use account type options to specify how the system handles the mathematical operator associated with certain ledger amounts during the data staging and export processes. You can also specify the rules that the system uses for data analysis and reporting calculations.

For example, if your organization stores monetary values for the Revenue account type as negative numbers in the ledger but you want to view revenues as positive numbers during line-item budgeting and analysis, you can specify that the system reverse the sign for revenues during the data staging process. The system reverses the sign again when you export the budgeting data from the model back to the budget ledger tables to ensure that the signs are consistent within the ledger for the account type.

Note. For analysis purposes—processes that you run from the Comparative Budget Analysis, Budget Version Comparison, and Budget Period Analysis pages—you can specify the calculation rules used for account types. For example, to view a net total of accounts that include both revenue and expense accounts, define the calculation rules that the system uses to deduct expenses from revenues to calculate a net total.

The Version Analysis, Scenario Comparison, Summary of Methods and Budget Comparison SQR reports use the add or deduct indicator for account types when displaying amounts on reports.

Page Used to Define Account Type Options

Assigning Signs and Calculation Rules for Account Types

Access the Account Type Options page.

Define the options by account type for a Standard Budget Type or Control Budget Type depending on the budgeting type that you use.

Note. Use the Standard Budget Type grid to set up account type options for both the Standard Budget type and the Project Budget Ledger budget type.

See Reporting and Analyzing Results.

Defining Account Categories

This section provides an overview of account categories and discusses how to specify account categories.

Understanding Account Categories

Account categories are ranges or related categories of accounts that you group together in a tree for budgeting and inquiry purposes. Define account categories that facilitate line-item budgeting and analysis. To define account categories, you need a tree because account categories use a single level on an account tree. To minimize tree maintenance, use the same account tree that defines the account dimension for your planning model.

A line item activity scenario can use the account categories that you define when setting up your planning model. During budget preparation, all budget users can work with and view line-item activity scenario data by account groups by using the account category as a data filter. Defining and using account categories is optional for all line item activity scenarios.

Page Used to Specify Account Categories

Specifying Account Categories

Access the Account Category page.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Tree Manager

Using Planning and Budgeting Email Templates

This section provides an overview of Planning and Budgeting email templates and discusses how to define email templates.

See Also

Working With Planning and Budgeting Activities

Understanding Planning and Budgeting Email Templates

Create email templates to communicate with budget users about specific events that take place during the budgeting process. Use email templates when you stage, submit, or reject budgets and when budgets are submitted that are outside of planning targets.

Use the Email Template Definitions page to define the template, and then use the Assign Email Templates page to assign the templates to the specific events within a budgeting activity scenario for a planning model. The system sends the assigned email after the event occurs.

Page Used to Define Email Templates

Defining Email Templates

Access the Email Template Definitions page.

Email Template	Select the desired email template. Values are: Budget Reject Budget Submit Model Stage Planning Target After you select a template, the Text Bind Variable Legend displays content relevant to the selected template.
Subject	Enter the default subject description used for the email template.
Email Text	Enter text bind variables from the Text Bind Variable Legend to define the default text for the template and indicate the data that you want the system to find and insert in the completed email message. For example, if you want users to receive emails each time a model stages, create the following default message: The %B (Planning Model) staged by %H (Current User) completed on %E (Date/Time).
Select	Select the check box next to each budget user to whom you want to send the email. If you select Budget Reject, Budget Submit, or Planning Target from the Email Template drop-down list box, the system sends a copy of the email to the selected users in addition to those who receive the email as defined by the event, role, and position in the planning center tree. Only users that you define as budget users display as available options. If you select Model Stage from the Email Template drop-down list box, select the users to whom you want to send the email. The system uses the selected users as the email distribution list.

Attaching Documentation and Guidelines

This section discusses how to attach planning instructions and guidelines.

Page Used to Attach Documentation and Guidelines

Attaching Documentation and Guidelines

Access the Documentation and Guidelines page.

Attach	Click to locate, select, and upload a file in any format.
File Name	Displays the name of the attached file that you can click to view the attachment.
Delete	Click to remove the attachment and make it unavailable to users.

Note. To attach files, set up file transfer protocol using the URL Maintenance page.

See Also

Setting Up File Transfer Protocols