Oracle Public Sector Budgeting User's Guide

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Oracle Public Sector Budgeting User's Guide Release 12.1 Part Number E13539-03

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Position Control Interface Setup

This chapter covers the following topics: Definition Overview Set Up HRMS Set Up Oracle Public Sector Budgeting Position Mapping Procedure Position Mapping Window Description

Definition
The position control interface enables users to employ the position control features in HRMS to carefully monitor the difference between budgeted costs and actual plus commitment costs and assert approval security for position costs. Users can continue to take advantage of the comprehensive budgeting features in Oracle Public Sector Budgeting to develop and maintain budgets in a centralized manner. Oracle Public Sector Budgeting seamlessly transfers the budget to HRMS and makes it comply with the position control approval security asserted by HRMS.

Overview
Oracle Public Sector Budgeting integrates with HRMS so that users can extract information from HRMS for use in Oracle Public Sector Budgeting. With the position control interface, users can load position budgeting data back to HRMS for budgetary control of position budgets. To take advantage of this tight integration, the data elements in Oracle Public Sector Budgeting and HRMS budgets must be the same or mapped accordingly. Data elements include positions, budget periods, salary and fringe benefit elements, account distributions, budget amounts, and full-time equivalents (FTE).

Set Up HRMS
To use the position control interface, users must ensure that HRMS is set up. The following set up steps must be completed in HRMS. Note: A complete HRMS setup is not addressed here. For information on setting up HRMS, see Oracle HRMS - The Fundamentals. Set Up HRMS Position Transaction Window

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Set Up HRMS Budget

Set Up HRMS Position Transaction Window

Enable the HRMS Position Transaction window by completing the following steps. Enable position control in the HRMS Organization hierarchy. Optionally, create task and role templates. If users do not create task and role templates, the default Create Template, Update Template, and Basic Role Template can be used. Define roles for position transaction approval in Oracle Workflow. Oracle Public Sector Budgeting users who initiate position transactions must be assigned to roles that allow them to select Create Template on the HRMS Position Transactions window. Define routing lists for position transaction approvals in Workflow. Define Transaction categories.

Set Up HRMS Budget

The following elements of the HRMS budget must be set up before Oracle Public Sector Budgeting information is uploaded to HRMS. Budget Set Budget Calendar Budget Characteristics Budget Details

Budget Set
When defining the HRMS budget sets that support the upload of budgets from Oracle Public Sector Budgeting to HRMS, users must consider how Oracle Public Sector Budgeting elements are defined. Typically, users must define one HRMS budget set for each Oracle Public Sector Budgeting fringe benefit element. For the Oracle Public Sector Budgeting salary element, users can violate this principle and associate various Oracle Public Sector Budgeting salary elements with the same HRMS budget set. This setup ensures proper account distributions in the uploaded HRMS budget.

Budget Calendar
Users must ensure that the budget periods used to develop and maintain budgets in Oracle Public Sector Budgeting are the same as those in the HRMS calendar. Oracle Public Sector

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Budgeting supports the following budget periods: month, quarter, semi-annual, and year. HRMS supports additional budget periods, but users must not employ them, or else inaccuracies are introduced. When worksheets or budget revisions are uploaded to HRMS, the Oracle Public Sector Budgeting budget calendar for the worksheet or the effective dates of the revision is mapped to an HRMS budget calendar. For each Oracle Public Sector Budgeting budget amount in a specific budget period, Oracle Public Sector Budgeting identifies an HRMS budget period that includes the first date of the Oracle Public Sector Budgeting budget period. The budget amount is associated with the HRMS budget period identified.

Budget Characteristics
Budget characteristics must be defined in HRMS as shown in the table below. Budget Characteristics Definitions Field Transfer to GL Value unselected Explanation HRMS budget uploaded from Oracle Public Sector Budgeting has been transferred to General Ledger. If Transfer to GL is selected for the budget characteristics to which the Oracle Public Sector Budgeting budget is uploaded, duplicate journal entries occur. Oracle Public Sector Budgeting entity for position information is position. HRMS primary entity for the budget characteristics to which Oracle Public Sector Budgeting budget is uploaded must match Oracle Public Sector Budgeting uses a bottom-up budget style. The budget characteristics to which Oracle Public Sector Budgeting is uploaded must match. Oracle Public Sector Budgeting supports money and FTE as budget measurement units. HRMS budget characteristics must match. Money must be accumulated across periods, and FTE must be averaged across periods. Oracle Public Sector Budgeting uses General Ledger mapping of Oracle Payroll to translate accounting flexfield information in Oracle Public Sector Budgeting to cost allocation key flexfield information in HRMS budgets.

Primary Entity

Position

Budget Style

Bottom Up

Budget Money Measurement (Accumulate), or Unit (Aggregate) FTE (Average), or both GL Segment Map do not define

Budget Details
In the HRMS Budget Details window, only the following budget details, as shown in the table below must be defined for each budget characteristic.

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Budget Details Definitions Field Value Explanation

Version default must be first version Note: Define only one version before uploading the budget from Oracle Public Sector Budgeting. From To date date beginning date of budget years ending date of budget years

Set Up Oracle Public Sector Budgeting

Users must perform the following tasks to set up Oracle Public Sector Budgeting. Map Budget Group to HRMS Organization Set Up Position Identification Mapping Convert Organization Attribute Process

Map Budget Group to HRMS Organization

Users must employ the Budget Group window to map the budget group to the HRMS organization. This step is critical because Oracle Public Sector Budgeting relies on account distributions to assign a position to a budget group and then to the appropriate child worksheet or revision. To set up budget groups, see Budget Groups and Security Setup.

Set Up Position Identification Mapping

After installing the new position control features, users must immediately perform position identification mapping. Mapping must be completed for each position control data extract. Users can find the name of the position control data extract in the Budget Group window for each of their top budget groups. Mapping must also be completed for user-defined data extracts that are to be used in future budgets. All users must perform the mapping if they use budget revisions. The mapping must be done immediately after installation and before any outstanding budget revisions are approved by the final approvers. If features are installed after users have created a data extract for developing the following years budget, they must perform position identification mapping for this data extract. The mapping must be done immediately after installation. The Position Identification Mapping window enables users to map positions created in Oracle Public Sector Budgeting to positions in HRMS.

Convert Organization Attribute Process

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Users can optionally run the Convert Organization Attribute concurrent process after installing the new position control features. For information on the Convert Organization Attribute concurrent process, see Convert Organization Attribute Procedures.

Position Mapping Procedure

To enter or update position identification mapping, perform the following steps. 1. In Oracle Public Sector Budgeting, navigate to the Position Identification window as follows: Setup - Position - Position Mapping 2. In the Data Extract field, select a data extract from the list of values. 3. To find positions associated with the data extract, click Find Positions. 4. To map Oracle Public Sector Budgeting positions to HRMS positions, enter data as described in the Position Mapping Window Description table. 5. Save or save and continue as follows: File - Save or Save and Proceed Note: Saving establishes the mapping of the HRMS position identification for those Oracle Public Sector Budgeting positions that have an HRMS position. 6. Close the window.

Position Mapping Window Description

Position Mapping Window Description Field Name Data Extract Find Positions PSB Positions HRMS Positions Type required button Features Description list of values data extracts for which position identifications are mapped searches for positions associated with data extract Note: includes proposed positions and all positions that do not have an HRMS position identifier displays all positions included in Oracle Public Sector Budgeting for a given data extract list of values immediately after installing the new position control feature, users can select the HRMS positions that correspond to the Oracle Public Sector Budgeting

default, display only required

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positions

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