SAS FM WORKSHOP

Step by Step

Instructions for SAS FM

 SAS FM WORKSHOP
Step by Step Instructions for SAS FM

The very first step in this process is to log on to Admin VPN.

This should be done BEFORE you open up any other applications.

Section 1 – Logging On:

1. Logon on to the VPN (Virtual Private Network)
2. From your Desktop: Double click on the VPN icon (Note: If you don’t have an
icon on your desktop you can go to Start/Programs/Cisco Systems VPN
Client/VPN Client)
3. When the VPN Client window displays, click on AdminVPN - Connect.
4. When the sign-in screen appears enter your Username (Mac ID) and your
Password (Mac ID Password)

5. Click on Continue and you are connected to VPN.

6. Open your browser – e.g. Internet Explorer, Firefox.

7. Type in the website - https://biweb-vip.mcmaster.ca/Portal

8. Bookmark the website or add an icon on your desktop.

To add an icon – Right click your mouse and choose option “Create Shortcut”
from the menu.

9. Click “Yes” when Security Box Information appears.

10. Logon to the Portal using your Username (Mac ID) and your Password (Mac ID
Password).

11. Click the SAS Financial Management tab.

You will see that you have two menu choices:

Manage Documents
Manage Financial Forms
In Manage Documents you will view reports showing your actuals and projections as
well a report to assist with account analysis.

In Manage Financial Forms you will enter and approve the projections and FTEs.
Section 2 – Manage Financial Forms:
In Manage Financial Forms you will enter your projections.
1. Click on Manage Financial Forms and the form for your department(s) will be
displayed.

2. Open the form by clicking Edit under Actions. Note: If you get a message that the
form is “open for editing failed due to existing users” someone else is currently
working in the form that you have accessed. Only one person can edit a form at a
time. You would still be able to view the form, but not make any changes.

3. The File Download screen will appear. Click on open.

4. Data can only be entered into cells that are highlighted yellow (in the working
projection columns). Gray cells cannot be changed. The highlighted yellow cells
will be at the level you have chosen to enter data, either account by account or at
the summary roll up level. Choose the account to view by clicking on the gray box
with the dots (known as a “slicer”) in cell B2.
5. Now let’s review the FORM itself before we make any changes:

Column Description

A Subcode hierarchy – Individual subcodes and

summary levels.

B, C, D Prior Year – Budget, actual and variance of the

prior budget year.

E, F Current year annual budget and actual to date.

G On-going projection for the period – This

column is “seeded” with current budget for the
period from FAS. You will enter your projections
of on-going expenses in this column.

H One-time working for the period – Enter your

projections of one-time expenses here.

I Total On-going and One-Time Working

Projections – This column is calculated as the
total of columns G and H.

J Variance Working Projections to Budget – This

column is calculated as the difference between
columns I and E.

K Full Time Equivalent – In order to keep the

column active, 1 FTE had to be added in row 6.
Override this number by entering your
department’s FTE count(s) on your various
salary lines. Don’t put a zero on row 6 until
you have entered the other lines or the
column will disappear!
 Totals for a subcode grouping appear above the individual subcodes. Credit
values in revenue subcodes are displayed as positive values. This includes all
subcodes that sum up to:

D0010 GRANTS
D0020 FRAMEWORK ALLOCATION
D0030 FEES
D0040 OTHER INCOME
D0050 DONATIONS
D0055 UNDEFINED REVENUE SUBCODES
D0060 RECOVERIES (INTERNAL & EXTERNAL)
D0070 FICR AND OTHER RESEARCH TRANSFERS
D0080 OTHER TRANSFERS
D0085 UNDEFINED TRANSFER SUBCODES

The total at the top on the line “A0000 (SCH FOR OPR)” is the total for the
account.

6. Modify data to reflect your projections. Data must be entered at the level you have
chosen, either account by account or at a summary roll up account level. If you
have questions about this contact Budgeting Services. Cells where data can be
entered are yellow. Gray cells cannot be modified – if you enter a number in a gray
cell it will change back to the calculated value.

7. Enter the FTE counts on the appropriate salary lines FIRST then remove the
default 1.0 FTE. If not done in this order the column will disappear because it has
all zeros.

8. If there is no data entered in “one-time projections” you must leave the pre-loaded
$1 otherwise the column will disappear.

9. Please do not change subcode 0098 Operating allocation. This is field is

calculated using your approved annual budget allocation.

10. Additional pages with calculations can be created the same as you would with any
Excel worksheet. These pages are automatically saved to the server with your
form.

11. Data is saved automatically to the server. There is no need to save it unless you
want to save the file to your computer. If you save to local PC the file becomes an
Excel file and you loose the SAS FM features (for example, viewing different
accounts through slicers). If you want to save the file to your local PC click on
File/Save As… and choose a directory and file name.

12. Close the form and return to the portal page by clicking File/Close. Don’t close
with the “X” in the top right corner.
13. When you’re back on the portal page, submit the form by clicking clicking Submit
under Actions. The following screen will appear:

14. Enter a comment – e.g. For your approval – and click OK.

15. Once form is submitted you will get the following comment on the top panel
“Action Submit was successfully invoked ….on form # “ (each form has a unique
number) – The form then becomes a ‘Read Only’ form – waiting for approval.

Note: If you submit in error, you can recall the form. This pulls it back out of the
approver’s available forms. The approver doesn’t see the form until it is submitted.
Note: Each time you update, submit or approve a form, hit the “Refresh” button to
update the screen and to see what’s available in the “Action(s)” column.

16. As the Approver you’ll now be able to View, Approve, Recall or Reject the form.
Note: If you are both Submitter and Approver you need to Submit and
Approve the form to complete the process.

17. Click on View to open the form.

18. Rejecting the form: If you want a change made, you would reject the form by
clicking on Reject under Actions and put an explanation why you’re rejecting it.
The Submitter will then be able to access the form and make the required changes
and re-submit.
Section 3 – Manage Documents:
Click on the Manage Documents menu and you will see the following Reports:

5 Month Review template:

Displays the same columns as the input Form.

Account Analysis:

Displays all subcodes for a chosen accounts or roll-up level summary.

Subcode Analysis:

Displays the balance is each account for a chosen subcode or subcode grouping.
To access the reports:

1. Click on the report name.

2. The File Download screen will appear. Click on Open.

The following tips apply to any documents:

Choose what level of information to display through the slicer:
Click on the gray box in cell B1, highlight the member you want to display and click
OK.

Drill to detail:
Right click on the cell for which you want the detail, select Tools / Actions / View GL
Detail
The detail on the report can be exported to Excel by right clicking on the report.

Hide/display zeros or scale values:

Right click anywhere on report, select Edit / Styles.

Expanding/collapsing rows:
Double click on the underlined description in column A of the level you want to
expand.
Expanding columns:
Double click on the underlined column title that you want to expand, e.g. to see all
months in Fiscal Year 2007/08, double click on cell B3:

Customize report by changing members displayed (rows or

columns):
Right click on the title of the element you want to customize, select Members / Show
Members
Click in left hand box to show the hierarchy and edit which members show; OR

Click on the “Remove” button, then click the “Add” button to get the “Time Member
Rules” box, click on the + in the left-hand box and check which members to
display.

Customize report by changing pivot:

Right click anywhere on the report, select Members / Pivot.
The “Pivot” box lets you change how the data is displayed.