sas fm step by step instructions oct2008

8/9/2019 SAS FM Step by Step Instructions Oct2008

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SAS FM WORKSHOP

Step by Step

Instructions for SAS FM


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SAS FM WORKSHOPStep by Step Instructions for SAS FM

The very first step in this process is to log on to Admin VPN.

This should be done BEFORE you open up any other applications.

Section 1 Logging On:

1. Logon on to the VPN (Virtual Private Network)2. From your Desktop: Double click on the VPN icon (Note: If you dont have an

icon on your desktop you can go to Start/Programs/Cisco Systems VPNClient/VPN Client)

3. When the VPN Client window displays, click on AdminVPN - Connect.


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4. When the sign-in screen appears enter your Username (Mac ID) and yourPassword (Mac ID Password)

5. Click on Continue and you are connected to VPN.

6. Open your browser e.g. Internet Explorer, Firefox.

7. Type in the website - https://biweb-vip.mcmaster.ca/Portal

8. Bookmark the website or add an icon on your desktop.

To add an icon Right click your mouse and choose option Create Shortcutfrom the menu.

9. Click Yes when Security Box Information appears.
https://biweb-vip.mcmaster.ca/Portalhttps://biweb-vip.mcmaster.ca/Portal


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10.Logon to the Portal using your Username (Mac ID) and your Password (Mac IDPassword).

11. Click the SAS Financial Management tab.

You will see that you have two menu choices:

Manage DocumentsManage Financial Forms


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In Manage Documents you will view reports showing your actuals and projections aswell a report to assist with account analysis.

In Manage Financial Forms you will enter and approve the projections and FTEs.


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Section 2 Manage Financial Forms:

In Manage Financial Forms you will enter your projections.1. Click on Manage Financial Forms and the form for your department(s) will be

displayed.

2. Open the form by clicking Edit under Actions. Note: If you get a message that theform is open for editing failed due to existing users someone else is currentlyworking in the form that you have accessed. Only one person can edit a form at atime. You would still be able to view the form, but not make any changes.

3. The File Download screen will appear. Click on open.

4. Data can only be entered into cells that are highlighted yellow (in the workingprojection columns). Gray cells cannot be changed. The highlighted yellow cellswill be at the level you have chosen to enter data, either account by account or atthe summary roll up level. Choose the account to view by clicking on the gray boxwith the dots (known as a slicer) in cell B2.


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5. Now lets review the FORM itself before we make any changes:

Column Description

A Subcode hierarchy Individual subcodes andsummary levels.

B, C, D Prior Year Budget, actual and variance of theprior budget year.

E, F Current year annual budget and actual to date.

G On-going projection for the period Thiscolumn is seeded with current budget for theperiod from FAS. You will enter your projectionsof on-going expenses in this column.

H One-time working for the period Enter yourprojections of one-time expenses here.

I Total On-going and One-Time Working

Projections This column is calculated as thetotal of columns G and H.

J Variance Working Projections to Budget Thiscolumn is calculated as the difference betweencolumns I and E.

K Full Time Equivalent In order to keep thecolumn active, 1 FTE had to be added in row 6.

Override this number by entering yourdepartments FTE count(s) on your varioussalary lines. Dont put a zero on row 6 untilyou have entered the other lines or thecolumn will disappear!


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Totals for a subcode grouping appear above the individual subcodes. Creditvalues in revenue subcodes are displayed as positive values. This includes allsubcodes that sum up to:

D0010 GRANTS

D0020 FRAMEWORK ALLOCATION

D0030 FEES

D0040 OTHER INCOME

D0050 DONATIONS

D0055 UNDEFINED REVENUE SUBCODES

D0060 RECOVERIES (INTERNAL & EXTERNAL)

D0070 FICR AND OTHER RESEARCH TRANSFERS

D0080 OTHER TRANSFERS

D0085 UNDEFINED TRANSFER SUBCODES

The total at the top on the line A0000 (SCH FOR OPR) is the total for theaccount.

6. Modify data to reflect your projections. Data must be entered at the level you havechosen, either account by account or at a summary roll up account level. If youhave questions about this contact Budgeting Services. Cells where data can beentered are yellow. Gray cells cannot be modified if you enter a number in a graycell it will change back to the calculated value.

7. Enter the FTE counts on the appropriate salary lines FIRST thenremove thedefault 1.0 FTE. If not done in this order the column will disappear because it hasall zeros.

8. If there is no data entered in one-time projections you must leave the pre-loaded$1 otherwise the column will disappear.

9. Please do not change subcode 0098 Operating allocation. This is field iscalculated using your approved annual budget allocation.

10. Additional pages with calculations can be created the same as you would with anyExcel worksheet. These pages are automatically saved to the server with yourform.

11. Data is saved automatically to the server. There is no need to save it unless youwant to save the file to your computer. If you save to local PC the file becomes anExcel file and you loose the SAS FM features (for example, viewing differentaccounts through slicers). If you want to save the file to your local PC click onFile/Save As and choose a directory and file name.

12. Close the form and return to the portal page by clicking File/Close. Dont closewith the X in the top right corner.


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13. When youre back on the portal page, submit the form by clicking clicking Submit

under Actions. The following screen will appear:

14. Enter a comment e.g. For your approval and click OK.

15. Once form is submitted you will get the following comment on the top panelAction Submit was successfully invoked .on form # (each form has a uniquenumber) The form then becomes a Read Only form waiting for approval.

Note: If you submit in error, you can recall the form. This pulls it back out of theapprovers available forms. The approver doesnt see the form until it is submitted.


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Note: Each time you update, submit or approve a form, hit the Refresh button toupdate the screen and to see whats available in the Action(s) column.

16. As the Approver youll now be able to View, Approve, Recall or Reject the form.Note: If you are both Submitter and Approver you need to Submit andApprove the form to complete the process.

17. Click on View to open the form.

18.Rejecting the form: If you want a change made, you would reject the form by

clicking on Reject under Actions and put an explanation why youre rejecting it.The Submitter will then be able to access the form and make the required changesand re-submit.


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Section 3 Manage Documents:

Click on the Manage Documents menu and you will see the following Reports:

5 Month Review template:

Displays the same columns as the input Form.


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Account Analysis:

Displays all subcodes for a chosen accounts or roll-up level summary.

Subcode Analysis:

Displays the balance is each account for a chosen subcode or subcode grouping.


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To access the reports:

1. Click on the report name.2. The File Download screen will appear. Click on Open.

The following tips apply to any documents:

Choose what level of information to display through the slicer:Click on the gray box in cell B1, highlight the member you want to display and click

OK.

Drill to detail:Right click on the cell for which you want the detail, select Tools / Actions / View GL

Detail


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The detail on the report can be exported to Excel by right clicking on the report.

Hide/display zeros or scale values:Right click anywhere on report, select Edit / Styles.

Expanding/collapsing rows:Double click on the underlined description in column A of the level you want to

expand.


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Expanding columns:Double click on the underlined column title that you want to expand, e.g. to see all

months in Fiscal Year 2007/08, double click on cell B3:

Customize report by changing members displayed (rows orcolumns):

Right click on the title of the element you want to customize, select Members / ShowMembers


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Click in left hand box to show the hierarchy and edit which members show; OR

Click on the Remove button, then click the Add button to get the Time MemberRules box, click on the + in the left-hand box and check which members todisplay.

Customize report by changing pivot:Right click anywhere on the report, select Members / Pivot.


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The Pivot box lets you change how the data is displayed.