- I’m a new user. How do I gain access to AggieBudget?
- Through your supervisor, contact your unit’s AggieBudget Department Administrator to request either new access or a change to current access. They will need to know the organizations you need to access in order to complete the request form. Once your access status is added or updated, you will receive an e-mail with a link to the system. The next step is to participate in a new user training session.
- Which internet web browser should I use?
- Please use Internet Explorer or Microsoft Edge.
- How do I log in to AggieBudget using a Mac?
Mac users will need to log in through the use of the remote desktop.
• At the home page, log in using your campus e-mail address and Kerberos password and click “Sign In”.
• This brings you to the main connection page. Click on the “AggieBudget” icon. (Note: If the icon for AggieBudget doesn’t appear in the list of applications on your RemoteApp screen, send an e-mail to AggieBudget@ucdavis.edu requesting access through remote desktop and the icon will be added.)
• This takes you to the main login screen. Enter your campus Kerberos user ID and passphrase and click “login”.
If you are a Mac user and you do not have Remote Desktop on your computer, you will need to download the program. It’s a two-step process:
• Install Microsoft Remote Desktop from the App Store on your Mac.
• Once installed, refer to the instructions to provide authentication to gain access to the system.
- How do I navigate to AggieBudget?
Go to the website home page, or Navigating AggieBudget.
• Go to Quick Links at upper right corner and click to see options.
• Select either the AggieBudget System (Production) or AggieBudget Training environment login by clicking on text.
• Sign in using your Kerberos login and passphrase.
Logging in to Axiom brings you to the Launch Application home page. AggieBudget provides users with several end user interface options to select from. You can choose from these “Clients” or ways to interface with the AggieBudget system, depending on how you need to use it:
• Web (no access to plan files, used currently only for accessing Web-Based Reports).
• Windows, or desktop, client. Edit labor and budget plan files here. Use Internet Explorer or Edge as your browser to launch Windows. Other browsers will not work without a third-party plug-in.
- I want access to the Training Environment to practice using AggieBudget. How do I gain access?
- 1. Contact your Department Administrator and request that they submit a user access form on your behalf. The AggieBudget Team will build out your plan files, if necessary, so that there will be financial data for you to use during training.
2. Complete training based on your level of access.
- Where do I go to get help?
• Help Documents - These are available on the AggieBudget homepage, in Quick Links. You will find the User Guide here and other job aids, along with training handouts.
• Website Help - Go to Learn for navigation help and training information. Also see News & Events for information, and be sure to check out User Group Meetings for presentations, handouts and other resources. Past Newsletters provide tips and introduce new features. The Budget website contains additional information on the campus budget planning process and planning assumptions.
• Contact the AggieBudget Team at firstname.lastname@example.org.
Plan File Editor Training
- What training is available for Plan File Editors?
- There are two kinds of training for editors: Online training modules are available in the UC Learning Center (LMS). These eCourses are required for new Plan File Editors and are also available to existing Plan File Editors as a refresher. See our Training page for complete details and direct links to the online courses for Labor Plan File Editors and Budget Plan File Editors.
Instructor-led classes are available for editors who want to get some hands-on practice. These optional classes are only offered during the initial Plan File Editing period, typically in late fall and early winter. Priority is given to new editors, and you must complete the online training first in order to register for these classes. See full details and direct links in the Optional Courses section of our Training page.
- Why can't I sign up for the in-person classes so I can practice?
The optional, instructor-led classes are only open for registration after the online prerequisite is completed (AggieBudget Labor Plan File Editor Practice / Budget Plan File Editor Practice). If you have not yet completed the online prerequisite, you will be able to view the course information, but not the dates when sessions are offered. To register for practice classes, please complete the appropriate online training prerequisite first (AggieBudget: Labor Plan File Editor Training and/or AggieBudget: Budget Plan File Editor Training).
- Help! I’ve locked myself out of my plan file. What do I do now?
- You can remove your own locks on plan files. Simply reopen the plan file. You will see a prompt stating that you have a lock on the plan file.
• Click on the “Open Read/Write” button to open the plan file (and require your lock).
• Then close the plan file. (This will remove your lock.)
- How do I delete an entry I just made?
If you have added a planning line that you want to delete, double-click in the blue box to the left of the row. Click on “Delete” in the resulting pop-up box and then click “OK”.
This will bring the “Delete” command back to the row you want to delete. Click on “Save” in the AggieBudget ribbon to finish the process. When you re-open your plan file, the line should be gone.
- What do I do with expired accounts?
- For more information on expired accounts, click on the following link: AggieBudget Account Cleanup process.
For details on how to expire accounts, see the KFS Process guide.
- How do I see the formula that AggieBudget is using for computing the data for a particular line?
Refer to the formula box in the Ribbon (in plan files) and check the box. This will show you the formula based on the cursor location on the plan file sheet.
- Why is the system asking me to log in again when I try to log into the Windows (desktop) client for Plan File Editing?
Most likely you are using an unsupported browser. Internet Explorer or Microsoft Edge are the only internet web browsers that you can use to log into the Windows (desktop) client.
Budget Plan Files
- How do I add a new budget group to my plan file?
- • Click on the “Change View” option in the AB ribbon. In the drop-down box in the “Row View” section, click on “Select Account Blocks”.
• From the “Select Account Block” dialog box, select the account or account group to add the new budget group and click “OK”. This account is now reflected back in the “Selected Account Block” field.
• Next, click on the “Add Row(s)” icon in the AggieBudget Tool Bar. In the resulting drop-down box, select “Insert a Budget Group”.
• In the resulting dialog box, scroll to and click on the appropriate sources or uses budget group to add, then click “OK”.
• Select the desired Calc Method from the Insert Calc Method dialog box and click “OK”.
• The new budget group line is now visible on the planning sheet and ready for you to input your budget information.
- How are the starting points for my budget year on the planning sheet calculated?
• For Chart 3:
o Carryforward: Reflects the carryforward balance at the beginning of the current budget year (e.g., FY17-18)
o July 1 Base Budget (BB): Total of all BBs from current year to date (July through March or April in a normal budget year).
o Income & Recharge: Total from 12 month rolling period
o Budget Transfers: No starting point $0.00 (can enter as an adjustment)
o Personnel Expense: From Labor Planning sheet
o Operating Expenses: Prior full year amounts
• For Chart S (same as above with the following notes):
o Patient Revenue: No starting point $0.00
o Budget groups from the School of Medicine Central Utility: No starting point $0.00
- How do I print my budget from the AggieBudget entry screens?
- The budget entry screens in AggieBudget were not designed to print. We have many reports that you can choose from, to run the budget and/or labor data and then print. You can also export the information into pdf or Excel formats using the Print or Snapshot buttons on the Ribbon.
- What are “calc methods” and how do I use them in my budget planning?
Input Adjustment: A calculation method that allows you to change a prepopulated amount from the budget baseline to the proposed budget via the blue editable “Adjustments” column. This is the default method.
Input Detail: The calculation method that allow users to build their totals from the bottom up by inputting the detailed monthly amount for each detail line. Users will also have the option to add additional detail lines, as needed. Moves the blue editable entry field from the “Adjustments” column to the individual “Monthly” columns.
Input Monthly: A calculation method that allows users to input budget amounts into the appropriate month(s) of the planning year as they wish. Moves the blue editable entry field from the “Adjustments” column to the individual “Monthly” columns.
Input Total: A calculation method that allows users to input their total budget for an object group into the planning year's Proposed Budget column, and selection of a spread method. Moves the blue, editable entry field from the “Adjustments” column to the “Proposed Budget” Totals column.
- What is a “spread method” in the planning files and what are the choices?
A spread method determines how the distribution of income or expense will be spread out over the budget planning year.
• “Even” represents the total divided by 12 months (1/12 reflected in each month).
• “History” represents the total multiplied by each month’s percentage using last year’s actuals.
• “9 over 9" represents the total divided by nine, spread over the nine months of the academic year.
- What happens when new object codes are added to KFS?
- AggieBudget needs to know where to place a new KFS object code. When created, AggieBudget will recognize the new code and place it in the assigned budget group, assuming it has been assigned. (In Web client, see: Reference Reports -> Budget Groupings for current list and assignments. This list will indicate if any object codes have not been assigned to a budget group.)
- How are budget groupings for object codes determined?
To start, the AggieBudget Team determined the best placement and organization of object codes into budget groups. Feedback was received from the pilot group users and BIA staff. For new object codes, BIA staff and Accounting will work closely together in assigning new object codes to budget groups.
Labor Plan Files
- In Labor on the Personnel Sheet, why don’t I see a distribution update to an employee, or a new employee that was recently hired? (i.e., what is the update timing from PPS/UCPath?)
- For the annual budget planning cycle, the labor data is imported to AggieBudget per a snapshot in time. For 2019-20, it was imported from PPS on February 13, 2019. Users will be notified each year when the data snapshot will occur; changes to personnel after that date will need to be entered manually.
- How do I find the planned amount of the range calculation for employees?
- In Reports, under Reference Reports--Assumptions, a report can be run for the Merit & Range Assumptions, which are listed by bargaining unit.
- When was the 2019 labor snapshot taken?
- For the 2019-20 budget cycle, PPS data was imported February 13, 2019.
Plan File Manager
- What if I need to make changes to my unit's Kuali org and account structure?
- You should make those changes in Kuali before using Plan File Manager. General Accounting has created the Organization Guidance reference to help units with such changes, including effects on ledger review.
- In Reports, I would like to save my filter parameters. Is this an option?
- No, not at this time, but it is on our “to be developed” list.
- I want to print a report in the Web Client. Is this possible?
- The Web Client was designed to view the reports online, so they do not readily translate into a printable document. Printable reports are still in development. In the meantime, reports that are only one page (basically a screen shot) can be printed by clicking on the pdf icon in the upper right hand corner of the screen and then printing the resulting document. However, again, the pdf only contains the first page of the report, which is all that will print. Another option is to export the report information into an Excel file by clicking on the spreadsheet icon located in the upper right side of the screen. Although the information in the spreadsheet will need formatting, depending on the complexity of the data, it is possible to then print it from Excel.
- Why am I getting an error message when I try to save my report to Excel?
- Try running the report from the AggieBudget web client instead. Currently there is an intermittent platform issue when trying to download or save a report to Excel from the desktop client.