- 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 which organizations you need to access in order to complete the request form. Once your access status is added or updated, you will receive an email with a link to the system. The next step is to complete user training based on your level of access, according to the roles you are assigned.
- Which internet web browser should I use?
- Please use Internet Explorer or Microsoft Edge. These two browsers support the Axiom Windows client, needed for Plan File or Workflow access.
- How do I log into AggieBudget using a Mac?
- Mac users will need to log into the Windows client through the use of the Microsoft Remote Desktop. See KB0001457 for instructions on finding and installing Remote Desktop. (Use any browser for the web client on a Mac, just as PC users do.) See the Getting Started page for a brief video that explains how to launch AggieBudget on a Mac.
- How do I navigate to AggieBudget?
Go to the AggieBudget home page using one of these options and sign in using your Kerberos login and passphrase or Navigating AggieBudget.
• Go to Quick Links at upper right corner and click the AggieBudget link.
• Select Launch AggieBudget (for Production) or Training environment login by clicking on links at the right side of the page.
• Go to Navigating AggieBudget for a brief video demonstration if you need help.
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 operating 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. The Windows client runs on Axiom software.
- Is there a place where I can practice using AggieBudget? How do I gain access?
- 1. Yes, we have a Training Environment you can use. If you are already a Plan File Editor, go to the AggieBudget home page and click the Training Environment Login link. If you are a new user, contact your Department Administrator and request access to Training. The AggieBudget Team will build out your plan files, if necessary, so that there will be financial data for you to use during training. We have training plan files available for all users, beginning with the chart "T".
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 for information, and be sure to check out User Group Meeting Materials for presentations, handouts and other resources. Review the Newsletter Archive for tips and introductions to 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.
Workflows and reporting help
- How do I complete the Deficit Type review workflow?
I finished my review but I don't see where to go for the reporting steps.
- There are two parts to the workflow tasks, the review using the utility in the web client of AggieBudget, and then the workflow process to report results. The workflow must be completed in the Windows client by the person it is assigned to. Log in using a supported browser (Explorer or Edge) to launch the Windows client. That is where you will see notifications and be able to access the workflow process.
1 - Complete the Deficit Type review in the AggieBudget web client. (For detailed instructions see the User guide in Help Documents.) The review utility works on any browser, so you can log in using the link at the AggieBudget website.
2 - Launch the Windows client to access the Deficit Reporting workflow step. The AD/COO needs to use either Explorer or Edge to first log into the AggieBudget web client. When this opens, click the rocket icon to launch the Windows Client. You can then check the pane on the left side of your screen to see notifications and tasks assigned to you.
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 reacquire 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 reopen your plan file, the line should be gone.
- What training is available for Plan File 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 Operating Plan File Editors.
- 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.
Operating 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:
• Carryforward: Reflects the carryforward balance at the beginning of the current budget year (e.g., FY17-18)
• July 1 Base Budget (BB): Total of all BBs from current year to date (July through March or April in a normal budget year).
• Income & Recharge: Total from 12 month rolling period
• Budget Transfers: No starting point $0.00 (can enter as an adjustment)
• Personnel Expense: From Labor Planning sheet
• Operating Expenses: Prior full year amounts
For Chart S (same as above with the following notes):
• Patient Revenue: No starting point $0.00
• 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 as a pdf using the Print button, or Excel format using the Snapshot button 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 AggieBudget recognizes a new code it generates a message alerting the Help Desk that an object code needs to be mapped (i.e., assigned). The Budget office determines which budget group it belongs to and the AggieBudget team assigns it to the appropriate budget group. (In the 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. See the Budget Group report in the Reference section to find out which object codes are in each budget group.
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 UCPath?)
- For the annual budget planning cycle, the labor data is imported to AggieBudget per a snapshot in time. For 2020-21, it was imported from UCPath on March 20, 2020. Users will be notified each year when the data snapshot will occur; changes to personnel after that date will need to be entered manually. We do not update the labor data during the budget cycle, but you can add new employees or groups, or make changes to existing data while the plan files are open for editing.
- How do I find the planned amount of the range calculation for employees?
- In Reports, under Reference Reports--Assumptions, you can run a report for the Merit & Range Assumptions, which are listed by bargaining unit.
- When was the 2020 labor snapshot taken?
- For the 2020-21 budget cycle, UCPath data was imported March 20, 2020. This UCPath data does not update in plan files. It never changes until the beginning of the next preliminary budget cycle (unless you edit it manually).
Plan File Manager
- Where do I access Plan File Manager so I can use it?
You will access the Plan File Manager in the web client, under Utilities, using the navigation menu at upper left.
- 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.
- How long does it take for my Kuali Org change to show up in AggieBudget?
- Changes made in Kuali may not be reflected in AggieBudget until two days after the KFS Organization or Account document reaches final status. This is due to the overnight update process from Kuali to FIS Decision Support, followed by the overnight refresh from FIS DS to AggieBudget.
- 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.
Windows client (Axiom)
- Why isn’t Edge working when I try to log into the Windows client? I can’t launch the Windows client any more.
- PC users can make a configuration change in Edge to enable ClickOnce support. This will enable Axiom to launch as before. Please refer to KB0006335 for instructions on making this change. (Mac versions of Edge are not affected.)
Edge is one of the supported browsers for the AggieBudget Windows client. However, the latest versions of Edge for Windows have a different default configuration that does not allow Axiom (the Windows, or desktop, client) to download and install.
- Why do I get an error when launching the Windows client from Explorer (or Edge)? An error message says “Axiom is not able to launch” (or it says “upgrade to version 4.8 of Microsoft .NET”).
- You are likely using an older version of the .NET tool that does not work with the new Axiom version, 2020.1. You may be able to upgrade your own computer to the .NET 4.8 version now required. Please refer to KB0006222 for complete details and instructions for this upgrade. If you do not have Administrator rights to install it, your IT support can make the change for you.
- I can't launch the Windows client on my PC. Is there another password I need?
- Most likely you need to change to a supported browser: Use Internet Explorer or Microsoft Edge. These two browsers support the Axiom Windows client, needed for Plan File or Workflow access.
You can use any browser for the web client, but if you try to log into the Windows client from any browser other than Explorer or Edge, you will see an additional pop-up prompting you to log in. There is no additional password that will work in this case. You need to start over from Explorer or Edge: First log into the web client and then launch the Windows client.
If you still have trouble see the questions above for potential upgrades or configuration changes you may need.
- I can't launch the Windows client on my Mac. What should I do?
- Mac users will need to log into the Windows client through the use of the remote desktop. (Use any browser for the web client on a Mac, just as PC users do.) Please refer to KB0001457 for instructions on getting the remote desktop. See Getting Started for a brief video that provides instructions on launching AggieBudget with a Mac.