Organization Chart
Budget Preparation's Organization Chart contains records for each level of your financial reporting structure. In addition to the reporting structure and related financial information, these records allow you to associate percentages with reporting levels for budget increases and decreases. In addition, with expenditure records, you can allocate an account's budget, by percentage, over the financial periods for the next fiscal year.
Most of the Organization Chart records you need for your budget are loaded into the table by the Extract Information option. After an extraction, you can add and delete table records and change existing ones. If you want to use Organization Chart-based projections, you can do so by updating individual table records or by running a mass update. The mass update procedure is described later in this section.
When printing the Organization Chart report, if you exclude total records, the report includes records at the highest and lowest levels in your reporting structure. If you have intermediate level records that are not total records, they will also appear in the report. The report's default file name is organiz.rpt.
If you are beginning to plan for a new budget year and your organization and account structure will be changing, you can use the ESSA-Budget Preparation option on the e-Forms & Tools menu to import your new structure.
Menu Path: Budget Preparation > Reference Tables > Reference Tables > Organization Chart
Action Bar Item
The Action Bar on the Organization Chart page displays the following item after you run a search for records:
Mass Update Enables you to apply budget increase/decrease percentages to multiple Organization Chart records. For information on using this option, refer below to the section Performing a Mass Update.
Setting Up the Organization Chart
Because Budget Preparation's Extract Information option copies Organization Chart records from Fund Accounting(Space link to Org Chart in FA), you most likely will not need to use Budget Preparation's Organization Chart option to enter your entire reporting structure. However, if the Organization Chart is not established in Fund Accounting, you must set up the table in Budget Preparation.
Note
If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the PowerSchool ERP Budget Preparation Account Structure Update User Guide for details on converting account structures.
Using Organization Chart Budget Projections
You can use the Organization Chart to enter budget projection percentages. Your budget administrators can then use the Budget Administrator center's Apply/Move Budget option to apply these percentages against your ledger accounts at the Requested, Recommended, and Future Year approval levels to project their budgets for the upcoming year. Note that your budget projection data is not copied into Budget Preparation through the extraction process since it is not stored in Fund Accounting.
Following are some Important points to keep in mind regarding the calculation of budget projections in Organization Chart records.
Percent of Current Year Completed
This setting determines the Current Year Estimate (or Projected) value for ledger accounts at the Requested level. The formula for calculating the current year's estimated expenditures or revenues is:
Current Year YTD ÷ Percent of Current Year Completed
For example, if the Current Year YTD is 75,000 and the Percent of Current Year Completed is 50%, the projected value is 150,000 (75,000 ÷.50).
The Percent of Current Year Completed field also appears in Account List records. If percentages are stored in both the Organization Chart and Account List, the system adds the two. Generally, we recommend that you enter the percentage in one of the tables and leave the other at its zero default.
Requested Percent Increase Or Decrease and Recommended Percent Increase Or Decrease
These fields determine increases and decreases for ledger accounts at the Requested and Recommended levels. The system uses the following formula in its calculations:
Current Year Budget x (1.00 + Percent Increase/Decrease)
For example, if the Current Year Budget is 10,000, and you project a 5% increase, the calculation is 10,000 x (1.00 +.05) = 10,500.
The Percent Increase/Decrease settings also appear in Account List records. If percentages are stored in both the Organization Chart and Account List, the system adds the two. Generally, we recommend that you enter the percentage in one of the tables and leave the other at its zero default.
Future Year Percentage Estimates (2nd Year - 5th Year)
These settings enable you to project budgets for the four years following the immediate budget year. In calculating future projections, the system updates the Future Year fields in ledger accounts using the following formula:
Highest Level Budget Available x (1.00 + Future Year Percentage)
The highest level budget can be one of the following:
- Current Year Budget (lowest level)
- Requested Budget
- Recommended Budget
- Approved Budget
- Future Year Estimate (highest level)
For example, if the Current Year, Requested and Recommended budgets are the only budgets set up so far, the system will use the Recommended budget to calculate the 2nd year estimate. It will then use the 2nd year estimate to determine the 3rd year estimate, and so forth. At each step, the system applies the Future Year Percentage for the corresponding year and the highest level budget stored for the current budget year.
The percentages used in these calculations can be entered in both the Organization Chart and Account List. If percentages are stored in both tables for a particular future year, the system adds the two when it performs the calculation. Generally, we recommend that you enter the percentages in one table and leave the other set at its zero defaults.
Performing a Mass Update
Use the Mass Update item on the Organization Chart page's Action Bar to apply budget projections and allocations for a group of records. Note that the mass update does not affect Level 1 records.
If you are making the same projections for most of your Organization Chart, we recommend that you first perform a mass update, and then access and change the individual records that need to be adjusted.
For descriptions of the fields used in the Organization Chart Mass Update page, refer below to the Percentage Information and Future Year Estimates sections under Fields.
Updating projections for a group of Account records
Select Budget Preparation > Reference Tables > Reference Tables > Organization Chart to display the Organization Chart page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
On the Action Bar, click Mass Update to display the Organization Chart Mass Update page.
Enter the budget projection percentages you want to apply to the selected records in the following fields:
Enter the budget projection percentages you want to apply to the selected records in the following fields:
Percent of Current Year Completed
Requested Percent Increase/Decrease
Recommended Percent Increase/DecreaseEnter percentages in decimal format. For example, enter 5% as.05.
Use the minus sign in front of the percentage to indicate a decrease. For example, enter a 5% decrease as -.05.
You only need to complete the fields you want to update.
The system changes the values in the corresponding fields in the selected organization records when you run the mass update.
For example, if the Account List records selected contain a 5% increase in their 2nd year fields and you enter 6% in the 2nd year field, the mass update will change the 2nd year fields in the records selected to 6%.
In the Period fields, enter the percentage of an Expenditure Ledger budget the system should allocate to each fiscal year period. These fields do not apply to the Revenue Ledger and Project Ledger.
Click OK.
In the Confirmation dialog, click Yes to update the selected records.
Organization Chart Detail Page
When you select the Organization Chart option from the Budget Preparation reference table menu, the main Organization Chart page displays, as illustrated in this section's introduction.
To add a new record or view and update an existing record, you use the Organization Chart detail page:
- To access the detail page in add mode, click the Add New in the main Organization Chart page's action bar.
- To access the detail page in update mode, use the main Organization Chart page to search for the record you want to update. Select the record in the List section, and then click OK to display the detail page.
The Organization Chart detail page consists of the following six sections: Organization Chart, Reporting Structure, Fund Information, Budget Information, Percentage Information, and Future Year Estimates.
The first four sections contain fields matching those stored in Fund Accounting's Organization Chart. The last two sections are specific to Budget Preparation.
Fields
Field | Description |
|---|---|
Organization Chart Section | Use this section to identify the Organization Chart record with a code, title, and reporting level. The Level field and Total field settings determine the other sections in the detail page that need to be completed. |
Year | Fiscal year for the Organization Chart record. The year is defined by the Budget Preparation Profile. |
Key Organization | Code identifying the Organization Chart record. Character/8 for Level 1 and total records, Character/16 for all other levels This code defaults to the appropriate field in the Reporting Structure section based on your selection in the Level field. |
Total | Checkbox determining whether an entry is a total record. Total records provide titles and totals for intermediate-level reporting. Select the field to indicate that you want the Organization Chart record to provide totals in reports and displays.
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Level | Number identifying the level in your reporting structure to associate with the Organization Chart record. Level 1 is the highest (fund) level. Associate the lowest level with your budget unit codes.
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Title | Description of the Organization Chart record. The description displays in all subsequent reports and listings. Character/25 |
Project Link | Selection that determines whether you must specify a project when you use this Organization Chart record for a transaction. This field only applies if you are not entering a total record. Select: S - Specified Project Required - Requires entering a specific project when an organization is used. With this setting, you must identify a project in the Default Project field. This project serves as the default in Project fields when you enter the linked organization. |
Default Project | Project code to use as the default when the Organization Chart record is used for a transaction. You can override the default, if needed, during transaction entry. This field is verified against the Project List. It only applies if you use project accounting and want to associate a default project with this Organization Chart record. |
Reporting Structure Section
This section contains the structure of Organization Chart records associated with the record you are currently entering or viewing. Access to this section depends on the record's level:
- For Level 1 records, you can associate a Fund Group with the fund.
- For lower level records that are not total records, you can define all the higher level Organization Chart records associated with the current record. This forms the reporting structure for the lower level record.
- For total records, you cannot access this section.
Except for Fund Group, the titles of this section's fields are defined in your Fund Accounting Profile.
Field | Description |
|---|---|
*Level 1* | Code identifying the highest reporting level (fund) for this key organization. |
Fund Group | Code identifying the Level 2 record used to group and total figures for multiple funds. This optional field only displays when you are working with a Level 1 record. There are two requirements for setting up a fund group: You must enter a key organization code for an existing Level 2 record. The Level 2 record must be a total record. |
*Levels 2-9* | Intermediate levels, which include all reporting levels, except the first and last. The number of intermediate levels is defined in your Fund Accounting Profile. Intermediate levels allow codes with a maximum of eight characters. Intermediate levels should be designated as total records, meaning their Total fields must be selected. This allows the system to provide totals for the level in question. |
Budget Unit | Code for a key organization record at the lowest level in your reporting structure. The field's title is defined in the Fund Accounting Profile's Low Organ field. Budgeting generally occurs at this lowest level. Totals are then tracked for the higher level key organizations tied to the budget unit. |
Fund Information Section
This section's fields are specific to Level 1 (fund) records:
Field | Description |
|---|---|
Enterprise Indicator | Checkbox identifying whether the fund is an enterprise fund. An enterprise fund has a profit center and produces an income statement. Its comparative revenues and expenditures are reported in the Enterprise Fund Income Statement in Fund Accounting. Select this field if the record is an enterprise fund. Otherwise, leave the field blank. |
Check Cash Balance | Selection indicating whether and how the system should check the fund's cash balance when a transaction is recorded against it. Select: N - No Budget Checking - No monitoring of a fund's balance. |
Disbursement Fund | Fund used for distributing cash when accounts payable checks are processed. Enter the same fund from the Key Organization field if the fund is its own disbursement fund. |
Budget Information Section
This section's fields apply either to records at the lowest level in your reporting structure or to intermediate level records that are not total records:
Field | Description |
|---|---|
Check Budget Balance | Selection indicating whether and how the system should check a budget unit's budget balance when a transaction is posted against it. Select: N - No Budget Checking - No monitoring of a fund's balance. |
Pre-Encumber Requisitions | Selection identifying whether and how the system checks the budget balance when a requisition is encumbered against the budget unit in the Purchasing System. N - No Cash Balance Checking - Encumbers funds and does not perform a pre-encumbrance check of the budget balance. |
Prior Year Organization Code | Code identifying the budget unit in the current fiscal year if it differs from the code used in the upcoming fiscal year. This field is for information purposes only. If a code is being changed in the new year, you need to assign the new table record to all of the ledger records that use the original code. |
Percentage Information Section
Use these fields to determine percentages the system will use when your budget administrators apply projections at the Requested and Recommended levels. Enter percentages in decimal format; for example, enter 5% as 0.05. Decimal/8,6
Field | Description |
|---|---|
Percent of Current Year Completed | Percentage of the current fiscal year that has been completed. This value is used to calculate the Year End Estimate for ledger accounts when budget projections are applied. The formula for this calculation is: Current YTD ÷ Percent of Current Year Completed Example: If the current year-to-date expense for a ledger account is $90,000 and the year is 75% completed, the Current Year Estimate for the ledger account would be $120,000 (90,000 ÷ 0.75). |
Requested Percent Increase Or Decrease | Proposed percentage increase or decrease in last year's budget at the Requested budget level. This percentage is applied to ledger accounts when a budget administrator uses the Apply Budget option to determine budget projections at the Requested level. To indicate a decrease, precede the percentage with a minus sign. Enter 0.00 to indicate no change or if you do not want to apply projections at the Requested level for this key organization record. |
Recommended Percent Increase Or Decrease | Proposed percentage increase or decrease in last year's budget at the Recommended budget level. This percentage is applied to ledger accounts when a budget administrator uses the Apply/Move Budget option and chooses to apply budget projections at the Recommended level. To indicate a decrease, precede the percentage with a minus sign. Enter 0.00 to indicate no change or if you do not want to apply projections at the Recommended level for this key organization record. |
Future Year Estimates Section
Use these fields to set up the percentages the system will use when your budget administrators apply budget projections at the Future Year level.
All of the following fields accept eight digits, six of which follow the decimal point. Enter percentages in decimal format. For example, enter 5%, as 0.05.
Field | Description |
|---|---|
2nd Year - 5th Year | Percentage of change anticipated for each of the four years following the upcoming budget year. For each year, enter the percentage increase or decrease relative to the previous year's budget figures. For information on how these percentages are applied, refer to the previous section, Using Organization Chart Budget Projections. |