Essential Information

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• All Budget Preparers and Approvers are considered a Budget User within EPBCS.
• There is no automated routing approval process for EPBCS.
• The Approval Status Dashboard is used:
  
  • To track the progress of a Financial Unit budget as the user progresses through the various planning steps of EPBCS
    
    • • Staff and Faculty Planning
      • Financial Statements Planning.
  • For Budget Reviewers/Approvers to track the progress of unit budgets and mark the Financial Unit budget as final Approved
  • By the central Campus Budget Office as an indicator that the Financial Unit budget is Approved and ready to progress through the annual campus budget process.
• Form 6.2 Approval Status Dashboard will display all Financial Units to which a user has access or where financial activity exists in prior year.
• Form 6.2 Approval Status Dashboard has 5 columns used to indicate budget progress status of Not Started, In Progress, Completed or Approved, which can be changed by Budget Users:
  
  • 3 columns track progress of a financial unit budget in alignment with the planning steps which include:
    
    • Staffing Status
    • Faculty Status
    • Financials Status
  • 2 columns track final completion and approval of a financial unit budget including:
    
    • Department Completion Status
    • VC Approval Status, the Approved status is the final status indicator
• When a user enters and saves budget data in a task, all cells within Staffing Status, Faculty Status, Financials Status, and Department Completed Status cells are automated to update from Not Started to In Progress.
• The following steps assume Budget Preparer has user access to Oracle Planning and Budgeting (EPBCS) and is logged in.
• When changing any status indicator within the dashboard, the user must click Save to update the dashboard.

Next Steps

1. From the Oracle Planning and Budgeting home page, click on Tasks.

2. Navigate to Task List 6 Review and Approve Budget Plans. Expand the triangle to display Task 6.2 Approval Status Dashboard, and click to load the form.

3. The 6.2 Approval Status Dashboard displays with the following:

1. Assigned Financial Units available for tracking of status​​
2. 3 columns display Status for each planning step: Staffing, Faculty, and Financial Statements
3. 2 columns distinguish Department Completion versus VC Approval Status
   
   • First 4 columns provide options to select: Not Started, In Progress, Completed and the 5th column final VC Approval step.​

4. Once a user enters and saves budget data in a planning form of any Task List, the dashboard cells will automatically change from Not Started to In Progress, except VC Approval Status which requires manual action by the user.

5. Once budget entries within a Planning Task are fully completed, take the following steps to update the dashboard:

a. Locate the desired Financial Unit row

b. Hover in the grid over the intersection of the Financial Unit and Status column. Use the drop-down menu to select a status indicator

c. In Entries dialog box, select the desired Status, e.g. Completed, then close dialog box.

6. Click Save to initiate the dashboard changes:

a.  When the first 3 columns within a row are marked Completed and the Save action is selected, the 4th column Department Completion Status will automatically update to Completed.

7. Once the dashboard is fully completed and changes are saved, all cells within a Financial Unit row will appear as denoted by the status color green.

8. After a Financial Unit row is marked Completed and Approved, and a change is made in a planning task, the dashboard will revert back to In Progress in the Status column depending on where the change was made in the planning tasks. When a change is made in the staff or faculty planning tasks, the Financial Status column will also revert to In Progress.

9. Actions to take as a Approver/Reviewer if the dashboard changes post final approval:

a. Coordinate with the Budget Preparer to identify the change
b. Verify the data
c. The budget user must manually update the dashboard to reflect the change.