Guide to Completing Management Reports

Management Reports are Excel workbooks designed to provide units with a financial snapshot. Each report contains three sheets: a summary dashboard, a unit or department-level pivot table with drill-down capabilities, and a fund data and forecast table.  

SMB distributes Management Reports twice a year, in October and March. Units have three weeks to review their report and provide any required updates before returning them to their division and SMB.

Access Your Report

Links to Management Reports are separated by division in secure channels in the Management Reporting Teams site. Deans and directors can access their reports by clicking the Financial Management Reporting link associated with their area. 

After clicking on the link for your area, a new window will open with your report available as an attachment. Download the report to use as a working copy and then you can upload the completed version as a new attachment. 

Page Contents

Report Contents

Area Forecast

The first sheet of the workbook is the Area Forecast, a summary dashboard with historical fund balance trends. Users can change the fund type and unit filters at the top of the dashboard for a high-level overview or view information for a restricted set of funds or departments. 

Unit-Level Review

The Unit-Level Review sheet has two pivot tables that provide a more focused view of funds by unit or department with multiple ways to filter and customize the tables. One table shows the projected year-end performance forecast and the other table lists the funds expected to be in deficit at year-end to bring attention to situations that need to be addressed.  

Fund Data and Forecast Input

The final component of the report is the Fund Data and Forecast Input sheet, which contains actual financial data and forecast entry columns for individual funds associated with an area. Individual funds with projected year-end deficits are highlighted in the spreadsheet to bring awareness to potential issues and indicate that a response is requested. The column for Comments is for users to briefly explain the action plan for highlighted funds.  

Management Reports include financial information for the following fund types:

  • State Operating Funds (reported as 149 Local Operating)
  • Dedicated Local Self-Sustaining Funds (Unrestricted-Dedicated)
  • internal Service Funds (Unrestricted -Internal Service)
  • Service Grants & Contract Funds (Grants and Contracts - Miscellaneous)
  • Auxiliary Funds (Auxiliary)

Instructions for Management Reporting

Step 1

Examine individual funds in the Fund Data and Forecast Input tabs. Use internal resources or additional reports to identify anticipated revenue, expenses, or transfers not reflected in the report. Review highlighted rows indicating projected year-end deficits.

Notes: fund balance or one-time budget transfers may still be pending when fall reports are distributed. Similarly, revenue budgets for auxiliary or self-sustaining funds may not reflect annual adjustments. 

Step 2

Enter forecasts for transactions anticipated to occur before fiscal year-end (June 30) not yet reflected in the report. Forecasts are entered on the Forecast Estimate section (4 grey columns) on the left side of the Fund Data tab.  Deans and directors should be involved in all decisions about the commitment of funds. After forecasts are entered, projections throughout the report and dashboards will be recalculated to reflect the impacts of the entered financial plan.

Notes: Examples of adjustments to include are expected salary savings from departures, anticipated revenue transfers, and future purchases or obligations.

If you are working on the report in the browser version of Excel, you may need to refresh the page for the pivot tables in the Unit-Level Review tab to update.

Step 3

Evaluate different spending or revenue scenarios based on your forecasts and come up with a plan to prevent any projected year-end deficits. Enter brief explanations of your financial plan in the Comments section for specific funds. Comments can be added for any fund, but responses are required for the highlighted funds. These entries should be developed by the deans and directors responsible for content of the report.

Example Entries:

  • We estimate that we will end the year on budget.
  • We estimate to be under budget by $100,000.00 for the following reasons...
  • We estimate to be over budget for $2,000.00 for the following reasons...

 

Tips for
Management Reporting

Check out the Reports to Support Budget Forecasting page for a list of Banner and Millennium reports that can be used  for researching transactions reflected in Management Reports.

Use filters on the Fund tab to focus on specific types of funds or departments in isolation. Filtering the table to show funds with projected negative year-end balances will show highlighted cells that require responses.

To increase the accuracy of projections and reduce the amount of forecasting needed, complete transfers early in the fiscal year or before the spring reporting cycle.

Keep previous versions of Management Reports to track the progress of highlighted funds with future reports.

If you create a new fund make sure to use a default orgn code. Default orgn codes are essential to reporting because they connect funds to departments.

Contact Accounting Services to make changes to orgn codes or financial managers listed in the report.