Setting up Sub-Programs
You can bulk manage Sub-Programs using the functions at the top on the Sub-Programs tab.
Use the ‘Bulk actions’ button to change the status of all Sub-Programs at once. Under the ‘Bulk actions’ menu you can copy the managers from a previous year.
To update the manager of an individual Sub-Program, click on the edit pencil next to the Sub-Program and update the manager and click on Save.
Provide Budget Details
Provide key information to Sub-Program managers by editing the text in the content in the lower section on the Sub-Programs tab.
Click on ‘Edit Text’, type in the budget comment and click on Save.
Open Budgets To open the budgets, on the Sub-Programs tab, click on ‘Bulk actions’ and choose ‘Update all sub-program statuses’, and then select ‘Open’.
This will make it available to the Sub-Program managers for them to complete.
Managing a Sub-Program
Sub-Programs assigned to a manager will appear on the Sub-Programs tab under the ‘My Sub-Programs’ section. Click on the name of the Sub-Program to start managing the Sub-Program.
Sub-Program Evaluation
The Sub-Program manager will be required to enter an evaluation of the budget in the box under the ‘Evaluation’ tab. Once this is complete, click the ‘Submit My Evaluation’ button to continue.
Adding Expense Items
Expense and revenue items are added under the ‘Dashboard’ tab in the Sub-Program. Click on ‘Add New Expense’, fill out the details of the expense and click on ‘Add Expense Item’.
Sub-Program Comments
General comments can be made under the Sub-Program comments tab. This provided managers with the ability to make general or averching comments about their proposed budgets.
Capital Expenditure/Equipment Requests
Capital expenditure and equipment requests can be added under this tab. This section is used to put in requests for funding to purchase equipment.
To add a new equipment request, click the ‘Add new equipment request’ button, complete the form for each requested item and click on Save.
Approving Budgets
Once the due date for the Sub-Program managers to have their budgets submitted has passed, you can set the Sub-Programs to ‘Closed’ while you review the requests. Setting them as closed will mean they are no longer viewable by the Sub-Program manager and will allow you to add your approvals before releasing this information.
To close the Sub-Programs, click on ‘Bulk actions’, update all sub-program statuses to ‘Closed’.
Review budget requests
To review the requests click into each Sub-Program. On the Dashboard tab, click on the edit pencil next to the item and put the approved amount in the Approved field and click on Save. You can also copy the item requested amounts to approved amounts when the sub-programs are closed. This can be done in bulk by clicking on ‘Bulk actions’ and ‘Copy item requested amounts to Approved amounts (closed sub-programs only).
Once you have added all the Approved amounts you can update the status of the Sub-Programs to ‘Locked’ under the ‘Bulk actions’ menu. This will allow the managers to see their approved budget for their Sub-Program.
Reports
There are a range of reports available to export in relation to Budgets including the export file for CASES. To access the reports, click on the Financial Periods tab up the top of the page.
Click on the Budget Reports icon for the Financial Period.
Click on the report you need to first see a preview of the report and the data contained.
To export the report, click on the Export button and Download as CSV.
