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TABLE OF CONTENTS
Introduction......................................................................................... 3
Position Budgeting Cycle .................................................................. 3
1.1 Verify Setup .............................................................................. 3
1.2 Budget Details Setup.................................................................. 3
2.1 Run Budget Period Position Detail Report.................................... 4
3.1 Run Budget GL Posting .............................................................. 4
4.1 Review Process Log ................................................................... 4
5.1 HR Data Maintenance ............................................................... 4
6.1 Run Calculate Commitment ........................................................ 4
6.2 Review Process Log ................................................................... 4
6.2.1 Run Management Reports ........................................................ 5
6.3 Run Commitment GL Posting ...................................................... 5
6.4 Review Process Log ................................................................... 5
6.5 Run, review, analyze reports ....................................................... 5
7.1 Relieve Commitments Request Set................................................ 5
7.2 Review Process Log ................................................................... 5
Budget Calendar .............................................................................. 7
Figure 2 Budget Calendar Form ......................................................... 7
Budget Sets ..................................................................................... 8
Figure 3 Budget Set Form ................................................................. 8
Budget Characteristics ..................................................................... 9
Budget Characteristics Tab ................................................................... 9
Figure 4 Budget Characteristics Form ............................................... 10
Elements Tab .................................................................................. 11
GL Segment Map Tab ........................................................................ 11
Budget Details ................................................................................ 12
Figure 5 Budget Details Form .......................................................... 12
Figure 6 Position Form ................................................................... 16
Budget Period Position Detail Report.............................................. 16
Figure 7 Budget Period Position Detail Report Output ......................... 16
Budget GL Posting ......................................................................... 18
Figure 8 Budget GL Posting ............................................................ 18
Figure 9 Transfer to GL/Grants ........................................................ 19
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Process Log ................................................................................... 19
Figure 10 Process Log .................................................................... 20
Figure 11 Process Log .................................................................... 20
Figure 12 Budget Details ................................................................ 21
Calculate Commitment ................................................................... 21
Figure 13 Calculate Commitment ..................................................... 22
Commitment GL Posting ................................................................ 23
Figure 14 Commitment GL Posting ................................................... 23
Management Reports and SQL ...................................................... 25
Relieve Commitment Routine/Relieve Commitments Request Set.. 25
Figure 15 Relieve Commitment Routine ............................................. 26
Figure 16 Relieve Commitments Request Set ....................................... 26
Metalink Note References: ............................................................. 27
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Position Budgeting
Introduction
Oracles position budgeting allows a standard level of control to prepare
budgets, post commitments to General Ledger for budgeted entities (such as,
positions), and analyze data from control budget reports.
This paper provides an outline of Oracles position budgeting with the basics. If
you require more advanced control, you will need to refer to the Guide in
Metalink Note: 224961.1 Oracle HRMS Position Control and Budgeting.
3
the position and the measurement values to those accounts for each period
within your budget.
Please refer to the Budget Details section page 12 Figure 5 or 6 for steps to enter
the budget version, the positions, the measurement values and the funding
distributions for your budget.
4
6.2.1 Run Management Reports
Run management reports to review the correct calculation of the commitment
process.
Please refer to the Management Reports and SQL section on page 24 for details.
This step of the cycle will occur periodically usually monthly to analyze and
evaluate the under and over budgeted positions within your organization.
Please refer to the Management Reports and SQL section on page 24 for details.
5
Figure 1 Position Budgeting Cycle
Position Budgeting - Cycle Example
1.2 Setup
No
Budget Details
6.3 Run
for the Fiscal
No Commitment
Year
GL Posting
4.1 Review
Process Log No
6.1 Run 6.4 Review
Calculate Yes Error(s) Process Log
Commitment
Yes
Error(s)
3.1 Post 6.2 Review
Budget to GL Yes Error(s) Process Log
(Validate)
No
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Budget Calendar
The Budget Calendar is used to define the frequency of your budget periods.
The calendar will be attached to your budget and used in the calculation
processes for commitments. Figure 2 shows the form used to setup your budget
periods. The Start Date should be the date for your first budget you would like
to setup. Check that the start date year is early enough to cope with your
historic data. Once you define the calendar, you cannot change the start date.
There is no need to create a calendar for each budget year. This calendar need
only be defined once, and the years can be added to the existing calendar by
clicking the Change Calendar button. The period type is used to determine the
From and To dates for each period in your budget. The period type is
usually the period type of your General Ledger budget due to transferring to the
GL.
7
Budget Sets
The Budget Set window is used to link pay elements to the defined budget and
to compare a budgeted value for an element to the run result recorded for that
element.
Figure 3 below shows a basic budget set to compare the regular salary pay
element to your budget.
In this example there is no default Funding Source (GL Account Code
Combination) for this element.
8
Budget Characteristics
The Budget Characteristics Window is used to define the properties of your
budget. Usually you would create this each fiscal year in case you decide at a
later date to change the properties used for your position budget.
The name usually includes the fiscal year of your budget if defining a budget for
each year. Select the calendar to be used for the budget to specify the periods to
be used in the budget. Select the GL budget to be used if transferring your
budget to the General Ledger. Check the Control Budget check box if this
budget is for control purposes, for example, position control.
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You cannot enter budget values for any
organizations in the organization hierarchy The budget measurement region of the Budget Characteristics tab is where you
above the starting organization. select the unit of measurements you will be defining in your budget. Oracle
HRMS delivers the following seeded measurement units: Money, Hours,
Three at most budget measurement units can
be budgeted simultaneously.
Headcount, Full Time Equivalent, and Percent Full Time Equivalent. You
cannot extend these units, but you can use the User Types and Statuses window
to copy and rename a unit by selecting the BUDGET_MEASUREMENT_TYPE
lookup value. Select an aggregation method in the Aggregate field to control
how the application rolls up budget totals by budget period for each budget
measurement unit. Accumulate defines the total as the value accumulated in
the budget period. If you select Money as a budgeting unit, you must select
Accumulate as the aggregation method. Average defines the total as the average
value for the budget period. You typically use this method for non-monetary
units such as FTE or Headcount, where allocations can fluctuate widely from
one period to the next. Maximum defines the total as the maximum value for
the budget period.
Note:
Be sure to populate the Currency field
so that your actuals will display on the Budget Reports. Figure 4 Budget Characteristics Form
Navigation: Work Structures>Budget>Budget Characteristics
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Elements Tab
Note: If you define a budget element to track
The elements tab of the Budget Characteristics window is where you define the
both actuals and commitments (Type =
"Both"), you must specify Input Value as the
elements to be used to track actuals or commitment values for your budget. You
method. You can define the same element can compare your budgeted amounts to actual expenditures and projected
twice (once for each Type) to specify a commitments for any fiscal period. In order to track actuals or commitments,
different method for calculating commitments. you must specify a method as part of your setup: You must specify an Input
Value to track actuals. You can choose to calculate commitments based on
.
Input Value, Salary Basis, or a FastFormula rule you define.
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Budget Details
The Budget Details Window is used to define the details of your budget. Enter
the version from and to dates of your budget.
You may define the details of your budget in the budget details window, the
position window or if approvals are required use budget worksheets.
Please see the implementation guide or online help for using budget worksheets.
The implementation guide can be found with
Metalink Note: 224961.1 Oracle HRMS
Position Control and Budgeting, Page 2-20. Figure 5 Budget Details Form
Navigation: Work Structures>Budget>>Budget Details
.
Figure 5 displays the budget details window setup. First you would enter the
budget version, then click Open button to enter the positions within your budget
and the measurements for each position. In this example, the units of
measurements chosen as budget characteristics were Money and FTE.
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Once you have entered those values for the position, click the Periods button,
then enter the values for each period. You define budget periods when you set
up your budget calendar. In this example, the fiscal period is 01-Jan-2009 to 31-
Jan-2009 with 12 monthly periods, such as, 01-Jan-2009 to 31-Jan-2009, 01-
Feb-2009 to 28-Feb-2009 and so on. The budgeted value of money for the
1.Staff Analyst.100 position for each period is 10,000.00 totaling for the entire
fiscal year of 120,000.00. The FTE for each month is 5 as is the total FTE for
the fiscal year. (Note: The Populate All button may be used to add all positions
to the budget.)
Click the Budget Sets tab for each period to select the budget set for this
position, in this example, the 1.Staff Analyst.100 position is a salaried position
and thus will use the Regular Salary budget set that links to the salary basis
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element of Regular Salary. Enter the percentage for each period and budget set
defined.
Click the Budget Set Distribution button to enter the distribution and funding
source for this budget within this period for the position.
Click the Funding Source tab to enter the GL account code combination for the
distribution of these funds. The cost allocation key flexfield will display, this
was mapped during the setup of the budget characteristics to the GL Accounting
Key Flexfield. Click OK after entering the codes and enter the distribution
percentage.
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This will be repeated for each period within your budget. Close the Funding
Distribution (Regular Salary) window to navigate to the next period. Click the
Next Period button, to repeat the steps of entering the distribution and funding
source. Notice the Start and End Dates at the top of the window in the figure
below.
Budgets on Positions -You may define the parts of the budget details setup in
the position form for each budget. Figure 6 shows the position Budgets tab with
the budget version, the periods entered, and the measurements entered. In this
example, the money and FTE values are entered for the 1.Staff Analyst.100
position.
15
Figure 6 Position Form
Position Form>Budget tab
Navigation: Work Structures>Position>Description>Budget Tab
16
You can also run the query below to check the funding sources for the
budget.
17
and pbd.organization_id = haou.organization_id
and pb.budget_id = pbv.budget_id
and pbd.budget_version_id = pbv.budget_version_id
and pbp.budget_detail_id = pbd.budget_detail_id
and pbs.budget_period_id = pbp.budget_period_id
and pbe.budget_set_id = pbs.budget_set_id
and pbfs.budget_element_id = pbe.budget_element_id
and hapf.organization_id = haou.organization_id
and hapf.position_id = pbd.position_id
and pbp.start_time_period_id = ptp.time_period_id
and pbp.end_time_period_id = ptp.time_period_id
and hapf.job_id = pj.job_id
and pcak.cost_allocation_keyflex_id =
pbfs.cost_allocation_keyflex_id
order by ptp.start_date
"BudgetDetails
2009.xls"
Budget GL Posting
The Budget GL Posting process will post your budget to the General Ledger.
There are two ways to run the process, either as a concurrent request (Figure 8)
or within the Budget Details form (Figure 9).
The parameters for the process are as follows:
Budget Version select from the list of values the budget version you
would like to post to the GL
Validate Mode select Yes or No from the list of values to indicate if
you want the application to post the budget to the GL or to validate the
budget without posting the data. Select Yes to validate the budget without
posting the data to the GL. Select No to post the data to the GL. The
application writes any errors encountered during posting to the Process Log
Navigator window.
Note: Before running this process you must have specific setups in GL
complete. You must have a GL budget defined and each period within the
budget version must be open.
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Figure 9 Transfer to GL/Grants
Navigation: Work Structures>Budget>>Budget Details>Click on Version>Click on
Transfer to GL/Grants button
Process Log
The Process Log displays information that can help you correct errors. The
View drop box lists all the processes viewable by the form. The Figure 10
example below displays the Budget GL Posting results. The budget versions
run will display by clicking on the plus sign ( + ) next to the process name.
Then by clicking the plus sign ( + ) next to your budget version will display the
details of your process. Note the stoplight will indicate whether there were any
errors. A green light means there were no errors and the process completed
successfully. A red light means there are errors to be displayed in details.
Continue to click the plus sign ( + ) and then click on the error to view the
message to the right of the log.
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Figure 10 Process Log
Navigation: Processes and Reports>Process Log>Click on View drop box to select
the process you would like to view
In this example, the GL budget periods did not exist for the budget defined in
the budget characteristics. The GL periods needed to be opened for the periods
within this budget version of 01-Jan-09 to 31-Dec-09. (General Ledger Super
User>Setup>Open/Close)
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will complete without errors and therefore can be run without
validation.
Calculate Commitment
The Calculate Commitment process will calculate the projected expenditures for
a budget over a budget period.
This concurrent request generates only MONEY commitments. The
commitment calculation process takes as input the budget_version for which
commitment is to be calculated, the start_date and end_date of the commitment
calculation period, the frequency at which the commitment has to be stored ( i.e.
whether the commitment is to be stored monthly or quarterly etc for the input
budget version or position ) . If commitment is needed only for a specific
position within the budget version, then the position has to be provided as an
input.
The parameters for the process are as follows:
Entity Type select from the list of values Grade, Job, Organization or
Position
Budget Version select from the list of values the budget version to
calculate for
Entity Name select from the list of values the entity name if you
would like to run for only one entity and not all; this parameter is not
required and is optional if left blank it will run for all entities
21
Frequency if you would like to override the calendar defined in the
budget characteristics for your budget version, select from the list of values
the frequency to use
You can run the following query to check the results of the commitment
calculation or see the Management Reports and SQL section on page 23.
22
,per_all_assignments_f paaf
,pay_element_types_f petf
,per_all_people_f papf
,hr_all_positions_f hapf
where pec.BUDGET_VERSION_ID =5306
and paaf.assignment_id = pec.ASSIGNMENT_ID
and petf.ELEMENT_TYPE_ID = pec.ELEMENT_TYPE_ID
and paaf.person_id = papf.person_id
and paaf.position_id = hapf.position_id
"BudgetCommitments
2009.xls"
The input budget version is broken into its detail positions. Positions have
assignments attached to them and these assignments are attached to element
types. The element types that should be taken into consideration for
commitment calculation are defined during the setup of the budget
characteristics.
The commitment value is calculated for the specified element types for an
assignment. The sum of the commitment for all assignments of a position will
give us the commitment for a position. The commitments of positions within a
budget version are summed to arrive at the commitment of the budget version.
After arriving at the budget version commitment as of the start date of each of
the smaller sub-periods, in the above case, as of Jan 1st, Feb 1st & Mar 1st,
these values are then summed up to arrive at the commitment amount for the
budget version for the entire commitment calculation period.
Commitment GL Posting
The Post GL Commitment process will post the commitment values calculated
to the General Ledger.
23
The parameters for the process are as follows:
Effective Date enter the effective date to post to the GL
Budget Version select from the list of values the budget version to
post
Posting Period select from the list of values the posting period for
which you want to post, if left blank, the process will post for all periods within
your budget
Validate Mode select Yes or No from the list of values to indicate if
you want the application to post the commitments to the GL or to validate the
commitments without posting the data. Select Yes to validate the budget
commitments without posting the data to the GL. Select No to post the data to
the GL. The application writes any errors encountered during posting to the
Process Log Navigator window.
Note: The GL period in which the commitments are posted must be in an OPEN
status, else the process will fail.
In a GL responsibility, you will run Create journal process, if budgetary control
flag is checked on Set of books, or Import Journal if it is not. You can then view
the results in the Encumbrances form and post if you desire.
24
Management Reports and SQL
25
Posting Period select from the list of values the period within your
budget calendar you would like to post the relieve commitment values
26
Metalink Note References:
27
Position Budgeting
December 2006
Author: Wendy Kreihs
Contributing Authors: Nischal Sanghal
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All Rights Reserved Printed in the U.S.A.
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