Setting Up Budget Plan Files

The numbered list below include the required and optional steps you need to complete to configure, test, and release the budget plan files in your organization for the next budgeting season. The system can also walk you through these same steps by running the Budget Checklist process.

TIP: The steps below link to the corresponding help topics, where applicable.

1. Change year and period.
2. Prepare data for budget go-live.
3. Reconcile data.
4. Create one plan file for each Labor tab template.
5. Process one plan for each Labor tab template.

6. Create plan files using the scheduled job.

   NOTE: Run the Build & Process Budget Files job in Scheduler, and use a filter to run the job. Review the log for errors once the scheduled job completes to confirm that no errors have occurred.

7. Open a plan file, and save it to confirm there are no errors on save.
8. Review the Budget Configuration driver.

9. Review all the tabs of a plan file for reasonableness.

   TIP: Specifically focus on the Stat_Rev, Expense, and Payroll tabs

10. General plan file tab review

    1. Ensure navigation under Go To jumps as expected for all tabs.
    2. Row/Col headers should be turned off for all tabs.
    3. Confirm all print definitions look as expected.
    4. Test each View option to ensure it displays/hides parts as expected.
    5. Verify print settings for all worksheets.
    6. Save the plan file to the database without any errors.
    7. Repeat steps below for different departments types (Nursing, Fixed, Admin).

11. Instructions tab review.

    1. Review the due dates.
    2. Review the budget questions.
    3. Review the budget assumptions.

12. Summary tab review.

    1. Do initiatives display as they should? Are initiatives set to be displayed in Budget Configuration driver?

    2. Review labels for proper year setting.

       TIP: Projected Year settings are highlighted in blue in the Budget Configuration driver and can be budget group specific.

    3. Confirm columns hidden in the Budget Configuration driver are hidden in the plan file.

       TIP: Set the Hide Column option in Budget Configuration driver.

    4. Confirm "Display Contribution Margin on Summary Tab" is set properly.

       TIP: Set the Display Contribution Margin on Summary Tab? option in Budget Configuration driver.

    5. Review dollar and % variances for NYB to ensure reasonableness.

13. Stat_Rev tab review.

    1. Verify that History and YTD numbers are accurate.
    2. Verify that Projected numbers appear reasonable.
    3. Verify that all expected accounts interfaced.
    4. Verify that accounts appear under the correct section.
    5. Verify that accounts use the expected calc method.
    6. Test changing a calc method type used in a plan file.
    7. Confirm statistics coming from the Budget Statistics driver do not contain blue input cells.
    8. Confirm correct Budget Method selection.
    9. Verify that sections without data are hidden, as expected.
    10. Verify that the Global Drivers are reflected at the top from the Budget Driver driver for the corresponding Budget Group.
    11. Verify that all the expected drivers display.
    12. Verify that key statistics, identified in Dimensions, are listed.
    13. For revenue accounts, verify that the global adjustments display from the Budget Revenue Adjustments driver.
    14. Check review projections in CYP.
    15. Test that the summary section for revenue ties with the detail sections.
    16. Confirm that the columns hidden in the Budget Configuration driver are hidden in the plan file.

    17. Test to confirm red flag warnings disappear when all comments with red flags include comments.

14. Expense tab review.

    1. Verify that History and YTD numbers are accurate.
    2. Confirm column labels are accurate from the Budget Configuration driver.
    3. Verify that all expected accounts interface.
    4. Verify that accounts display under the correct sections.
    5. Verify that accounts use the expected calc method.
    6. Test changing a calc method type used in a plan file.
    7. Confirm that expense adjustments interface from expense-related drivers (Budget GlobalExp, Budget GlobalData, etc.) for all calc methods (Budget Group specific).

    8. Test resolving "Salaries do not match" warning.

       NOTE: Test with provider and non-provider plan files.

    9. Test using ePTO with and without ePTO (Gross and Net).

       NOTE: See the Earned Paid Time Off setting in the Budget Labor Configuration driver to configure this feature.

    10. Test resolving "Hours do not match" warning.

        NOTE: Test with provider and non-provider plan files.

    11. Ensure that the Budget Method is correct for Detail Method.

    12. Review the Statistics spread total for Key Stat accounts.

    13. Confirm that the projected numbers appear reasonable.

    14. Confirm that the columns hidden in Budget Configuration tab are hidden in the plan file.

    15. Confirm that KHABgtMap works as expected.

        NOTE: The DEPT column for calc methods that use KHABgtMap will be highlighted in a different background color. The DEPT column is visible ONLY if KHABgtMap is in used. Otherwise, the column is hidden.

    16. Test the drilling feature by drilling historical GL Transactions.

        NOTE: See the Expense Transaction Drilling setting in the Budget Configuration driver to enable this feature.

    17. Confirm that the Use Preliminary Estimate on Detail Calc Method option in the Budget Configuration driver works as expected.

15. Labor tab review.

    1. Verify that the plan files interface with the expected labor type.

       NOTE: ACCT.KHAStdLine (or other StdLine columns) Calc Method selection (Labor, ProviderLabor, etc.)

    2. Verify that the expected job codes are interfaced.

       NOTE: All job codes that work in the Dept YTD will be interfaced into the Dept.

    3. Review the Uniform Merit Increase Date.
    4. Review the FTE Comparison to YTD.
    5. Test with Projected FTE Starting Point.
    6. Test with Forecast FTEs from Projection.
    7. Change the titles for Program Additions Title and Position Changes Title, and confirm it displays up in the plan file.

    8. On the Staffing and Jobcode tabs, test % of Staffing Change with Volume.

       NOTE: The default is set to 60% for Variable job codes.

    9. Ensure that the FICA limits apply, regardless of the fiscal year (it should taper down in the months of Oct – Nov, regardless of the fiscal year).
    10. Ensure that the total dollars match the dollars on the Expense tab.
    11. Confirm that the YTD Hours and YTD Dollars are accurate.

    12. Confirm that the GL mapping is accurate.

        TIP: Select the Audit view in the Labor tab to confirm the account coding.

    13. Test the Dept_BasePay calc methods.
    14. Review the allocation rates in the JobCode block for reasonableness.
    15. Confirm that the PayType Mapping Analysis report includes no variances.
    16. Confirm that only the PayTypes mapped on the Budget Labor Configuration driver interface into the Jobcode block.
    17. Confirm that the Contract labor (Agency) is set up and interfaces appropriately.

    18. Confirm ePTO GLAcct maps correctly when set to Yes.

        NOTE: Review the Earned PTO Hours Conversion Factor (by default, the system sets this to 80 hours) and PTO per FTE (by default, the system sets this to 176).

    19. If using Lump Sum, confirm that the Budget Labor Limits is set up for max rates.

        NOTE: The default is 100% for full payout of merit above max rate.

    20. Test by adding a new PayType to the Dollars section of JobCode block.

    21. Review the Fixed/Variable coding for each job code and test variability.

        NOTE: For JobCode and Staffing labor tabs only; Comes from Dimension setting JobCode.Variable.

    22. Test the overrides from the driver, if Budget Group specific.

        NOTE: Cross check with the Budget Labor Override driver.

    23. Update/change the days staffed and shift hours (impacts variable spread)

        NOTE: For the Staffing and JobCodeADC labor tabs only.

    24. Employee labor tab only:

        • Confirm that the Empl_List tab is unavailable.

        • Review the Employee labor tab for a complete list of the employees.

    25. ADC labor tab only:

        • On the ADCConfig tab, add a block for Global Budget Group and Dept Exceptions. Ensure that the ADCConfig tab options came through as expected.
        • Confirm that the Jobcode and ADC tabs are equal to each other for FTEs.
        • Review FTEs and Hours calculations for reasonableness.
16. Empl_List tab review.
    1. Verify all of the interfaced data (comes from Employee Master import).
    2. Check that all employees or job codes display under their home department.
    3. Check that increases are populated.
    4. Test the Lump Sum options.
17. Initiatives tab review (if applicable).
    1. If enabled in New Initiatives tab of drivers, all the approved initiatives display on the Summary tab, and save to the database.
    2. The list of initiatives that displays in the New Initiatives tab of Drivers is available for selection.
    3. Test by adding new calc methods.
18. Dept_History tab review.
    1. Validate data by ensuring that the historical data ties to department P&Ls.

    2. Check that the Dept column for calc methods that use KHABgtMap are highlighted in a different background color.

       NOTE: The Dept column is visible ONLY if KHABgtMap is used. Otherwise, the column is hidden.

19. Provider and Provider Comp tab review.
    1. Verify that History and YTD numbers are accurate.
    2. Verify that projected numbers appear reasonable.
    3. Verify that all the providers that meet the threshold setup display, if applicable.
    4. Verify the summary section totals the detail sections.
    5. Verify that all stats and revenue flow to the Stat_Rev tab, as expected.
    6. For Provider Detail methodology:
       • Verify the FTE is pulling from the ProviderComp tab.
       • Review the overall driver for the department, and compare the production days based on provider FTE.
       • Verify that seasonality appears reasonable, if provider has at least one year of history.
       • Review the various data breakout, if using the detail method, to make sure the data is grouped appropriately.
       • Review the Gross Charges section, and verify that the charges calculate either on Encounter, WRVU, Procedure, or RVU.
    7. Provider Summary methodology:
       • Verify that the system appropriately pulls FTE and driver stats from the Simple Dept Config driver.

       • Verify that the system pulls the spread from the Simple Dept Config driver.

    8. Verify that the expected job codes relating to providers interface with the ProviderComp tab.

       NOTE: The system will interface all job codes that have worked in the department YTD into the department when the KHAInt on the Jobcode dimension is set to Provider.

    9. Verify that the YTD Hours and YTD Dollars are accurate.

    10. Verify that RVUs flow from the Provider tab.

    11. Verify that the Comp Models pull properly from the Provider List driver.

    12. Complete a few calculations manually to verify that the expected salary calculates.

    13. Review the compensation spread for reasonableness.

    14. Verify any additional pay/benefits either calculate properly in the provider block and/or pull appropriately from the Provider List driver.

    15. Ensure that the FICA limits are applicable, regardless of the fiscal year.

        NOTE: It should taper down in the months of Oct – Nov, regardless of the fiscal year.

    16. Verify that the GL Mapping is accurate and flowing to the Expense tab.

20. Reconcile the budget.
    1. Schedule nightly recalculation for all budgets to transfer results to the database.
    2. Correct any errors encountered during the recalculation process.
    3. Review the Budget Income Summary report for reasonableness.
21. Run and review optional calculator reports.

    1. New Department utility

       TIP: This utility is located in the Utility section of the file group year you will use for the planning cycle.

    2. Deductions Calculator by Payor utility

       TIP: Do not create a plan file for the Budget Deduction Department when using this utility.

    3. Deductions Calculator using FSDetail utility
    4. Deductions Calculator using FSPayor utility
    5. Budget Balance Sheet and Cash Flow utility
22. Run and review Budget Reconciliation reports.
    1. Budget Department Audit report
    2. Budget Process Management report
    3. Budget Workbook Reconciliation report
    4. Global Depreciation Reconciliation report
    5. Global Expense Reconciliation report
    6. Global Revenue Reconciliation report
    7. Labor Non-Matched report
    8. Payroll12 Hours Reconciliation report
    9. Payroll12 Negative Hours report
    10. PayType Mapping Analysis report
    11. Reconcile NYBDetail to Financial report
    12. Reconcile Payroll12 to Financial-Dollars report
    13. Reconcile Payroll12 to Financial-FICA report
    14. Reconcile Payroll12 to Financial-Hours report
    15. Salaries Do Not Match report
23. Delete test plan files.
24. Clear test data from the budget data table.
25. Build budget plan files.
26. Process budget plan files.
27. Verify plan file creation and interface.
28. Advance the plan files using Process Management to Owner stage.