Financial Management Tool

1. Financial Management Tool FMT Salary Workbooks

2. FMT FMT – Need to Know OPTA = Workbook Name Salary Workbook 777_SP0450 Financial Workbook 777_FP0123 (same as org) Grants & Contracts 777_GC0123 (same as org) Project = Project_Task 1002875_00

3. FMT WorkbooksGeneral FMT has three types of Workbooks Salary– Where you plan who you intend to pay. It shows all the employees you are responsible for and how and how much you intend to pay them. All of these details easily roll up to standard and customized reports. Financial –Where you plan and project revenue and non-salary expenses, except for Fed and Non-Fed Grants and Contracts. Grants Contracts –Where you manage Fed and Non-Fed award expenses.

4. FMT FMT – How the pieces fit together G&C Workbook Salary Workbook Financial Workbook Reporting

5. FMT Welcome Page Bulletins are posted on the Welcome Page to alert you to changes in the system. These links will take you to the FMT Manuals and other related material. FMT is navigated either through the drop-down Plan menu bar or through Treeview. A 3

6. FMT Accessing Your Plan Workbooks Double click on Plans to access your workbooks. You will see a list of all the workbooks available to you based upon your security access.

7. FMT WorkbooksGeneral Maximize worksheet size by double-clicking the blue bar. Workbooks are built with data from Oracle. Yellow cells are input cells. Red Text indicates a place where rows may be added. Minimize Treeview by clicking the << characters in the upper right. A 1

8. FMT Salary Workbook Most departments manage all of their employees in one Salary Workbook. A Salary Workbook has eight tabs: • Introduction • Utilities • SalSum • HomeDept • OtherDeptOut • SplitsIn • Summary • Sheet 1

9. FMT Salary Workbook Introduction The Introduction page of the Salary workbook includes: -A Description of the Salary Workbook -Contact Information -Link to FMT Bulletin Board Webpage -Links to FMT Instruction Manuals

10. FMT Salary Workbook SalSum The SalSum worksheet is the basic data page for your department’s employees. The data is pre-populated from Oracle HR. Start and End dates, FTE%, Extra Comp and Salary Increases are managed here. New employees can be added at the bottom.

11. FMT Salary Workbook HomeDept How each SalSum employee is paid is managed on the HomeDept tab. PTAEOs, monthly spread, fringe and burden are managed here. Salary workbooks are built with labor actuals (post distribution adjustments) and labor commitments. New Employees added on SalSum must also be added here. A 3

12. FMT Salary Workbook OtherDeptOut Your employees that receive all or partial funding outside your department are managed on the OtherDeptOut tab.

13. FMT Salary Workbook SplitsIn Other department’s employees that receive all or partial funding from your department are managed on the SplitsIn tab. Casual, Overtime and StaffOther payments can be managed here, each as a lump sum. A 1

14. FMT Salary Workbook Utilities The Utilities tab provides the user with the ability to copy a current year plan to a variety of columns for reporting purposes. In the meantime, the user can continue to work on the current year plan beyond that particular time period.

15. FMT Salary Workbook Summary The Summary Sheet provides a snapshot of your workbook data for use in report verification.

16. FMT Add/Update Rows (SBM’s) Predefined formulas and formats that are used to add new rows to a worksheet or change how values are calculated are called SBM’s (Standard Business Methodologies). To add lines to your worksheet, place your cursor on the appropriate red text. Right-Click and choose Add/Update Planning Methods from the drop down menu. A 1

17. FMT Plan Save Plan>Save is the only function that will save your data back to the database. However, File> Save is a quick way to save your data as you go along.

18. FMT FMT Reporting FMT Reports Immediate FMT Database Plan Save Next Day DWH Reports

19. FMT Reports Overview The powerful, flexible and user friendly reporting capability of FMT presents data in an attractive format.

20. FMT Reports Accessing To access Reports, go to Treeview or the Plan Menu and select Reports and click Open.

21. FMT Reports Folders You will see a list of department folders. You will only have access to your own department(s) and to the SRC Report Library, where you can find four folders of reports that you can use or modify.

22. FMT Reports Opening Open a Report by double-clicking on the report name and clicking on Continue.

23. FMT Reports Each Report contains four or five color coded tabs: • Report • Instructions • Settings • Orientation • Delivery (optional)

24. FMT Reports Instructions Tab The Instructions tab describes each report and its format, provides instructions for running the report, and indicates who to call for assistance.

25. FMT Reports Report Tab Reports have white input cells in the Headers for entering criteria like department nickname, org, award, or employee ID number. The F9 key brings data into the report.

26. FMT Reports Drilling Reports have a Drill feature to let you see the underlying data for most line items. Highlight the line item, right click and select Detail Drill.

27. FMT Reports Drilling Select the criteria and level you would like to see.

28. FMT Reports Drilling The detail is presented as a new tab on the report.

29. FMT Reports Printing Once the report has been F9’d simply go to Plan>Prepare Current and print the report. Library reports have been formatted to have headers and footers and the print size and orientation have been pre-set.

30. FMT Getting Started Login by clicking on the Professional Edition Icon on your Desktop The program opens to this screen. Click on Enable Macros. Then deselect the Always ask… box.

31. FMT Log In Click OK.

32. FMT Log In Type in your Employee ID and password. The temporary password is dummypass. You should change it later.

33. FMT info.med.yale.edu/finops/FMT.html FMT Bulletin Board has links to all FMT materials and information. Check here each morning for the ok to log in!!