Frequently Asked Questions

General Information

  • I’m a new user. How do I gain access to AggieBudget?
  • Through your supervisor, contact your unit’s AggieBudget Department Administrative Manager 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. 
  • How do I log in to AggieBudget using a Mac?
  • Mac users will need to log in through the use of a terminal server.
    • Navigate to the following website: https://cfo-rdweb.ou.ad3.ucdavis.edu/RDWeb/Pages/en-US/login.aspx
    • 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 username 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, use the following instructions found at http://kb.ucdavis.edu/?id=1457 to provide authentication to gain access to the system.

  • How do I navigate to AggieBudget?
  • Go to the homepage of the AggieBudget website.
    • Select either the Production or Training environment.
    • Sign in using your Kerberos login and passphrase.

    Logging in to Axiom brings you to the Launch Application home page. AggieBudget provides users with unique end user interface options to select from related to what would suit their environment and situation best. You can choose from the following “Clients” or ways to interface with the AggieBudget system:   
    • Excel (has the look, feel and functionality of an Excel spreadsheet). 
    • Web (no access to plan files, used currently only for accessing Web-Based Reports).
    • Windows (AggieBudget was built upon this client and runs faster on this one).

  • I want access to the Training Environment to practice using AggieBudget. What do I need to do to gain access?
  • 1. Contact your Department Administrator to submit a user access form on your behalf.
    2. The AggieBudget Team will build out your plan files so that there would be financial data for you to use as a component of your training.
    3. Complete training based on your level of access.
  • Where do I go to get help?
  • • Check the Resources page for user guides and other job aids to help you navigate AggieBudget. There is a help tab on the AggieBudget homepage that links you to the User Guide and other job aids
    • Check the Campus Budget Planning and Information page, which contains additional information on the campus budget planning process and planning assumptions.  
    • Contact the AggieBudget Team at aggiebudget@ucdavis.edu. For School of Medicine users, contact aggiebudgetsomhelp@ucdavis.edu.

Plan File Editor

  • What do I do with expired accounts? 
  • For more information on expired accounts, click on the following link: http://budget.ucdavis.edu/aggiebudget/docs/AggieBudget_Account_Cleanup_How-To_Instructions_for_Campus.pdf

Plan Files--General

  • 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.

  • 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.

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 from and then print. You can also export the information into pdf or Excel formats.
  • 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, this is 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 haven’t 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. Going forward and 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? 
  • For the annual budget planning cycle, the PPS data was imported to AggieBudget per a snapshot in time. For 2018-19, it was March 1, 2018. Note: Once AggieBudget is fully adopted, a notice indicating when the snapshot will occur will be sent out so that changes in PPS can be made ahead of time, if necessary.
  • 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.

Reports

  • 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.