When you first log in, you will need to set up the default chartfields used in the BUDDEV application in the UGA Budget Management System, including default Finance and HR Departments.
In this article, you will learn the steps to set up your preferences for using the BUDDEV application in the UGA Budget Management System.
Note: Data has been redacted to protect employee information.
First, log into the Budget Management System
On the UGA Budget Management System HomePage, navigate to the BUDDEV application as follows:
Navigate > Applications > Planning > BUDDEV
Or, click on BUDDEV application in the Quick Links box.
The BUDDEV tab is displayed.
Navigate to Preferences using the following navigation:
Main Menu > File > Preferences .
Click the Preferences... link.
The Preferences dialog box is displayed.
Click the Planning button to set your preferences.
On the Application Settings tab, check the Use Application Default option in the Alias Setting section.
Note: This enables the ability to see descriptions when looking for and choosing Member Selections in the application.
Click the Save button before moving to the next tab.
A pop-up message confirms that your preferences were saved.
Click the OK button.
Click the Display Options tab to set any formatting you may want (e.g., Thousands Separator, Decimal Separator, Negative Color, etc.).
Click on the down arrow for each and choose which option you desire.
For example, you can adjust how number in the thousands are displayed.
Click the Thousands Separator list.
You can display with a comma, a space, or with no separator.
Example shown here: Comma option.
Click the Negative Color list.
Click the Red list item.
Click the User Variable Options tab. This is where you will set all your variables.
You can set defaults for various chartfields on this tab.
All Dimensions, except for BUnit Fund, Account, My HR Department, My Financial Department, and Filter Department, will be set to upper Dimension level. Set these to the BUnit and Departments that you use more frequently.
To select your variables for BUnitFund, click the [...] icon next to the BUnitFund field.
You can select All Fund Types or BUnit Funds to default.
Example shown here: " BUnit Funds" .
The BUnit Funds tree is expanded. Select the appropriate BUnit Fund.
Example shown here: " CES ".
Click the Add button.
The selected variable is displayed in the Alias section on the right.
The grey OK button accepts the selected changes.
Click the grey OK button.
To select your variables for the HR Department, click the [...] icon next to the My HR Department field.
Expand All HR Depts under Department to find the appropriate HR Department.
Example shown here: " H1000007 – Sr VP Acad Affrs & Provost" .
You can scroll through the list to find the appropriate HR Department.
Example shown here: " H1000080 - SPIA Deans Office ".
To select your variables for Financial Department, click the [...] icon next to My Financial Department field.
Expand Institutional Departments under Department to find the appropriate Financial Department.
Example shown here: " 14000000 - SR VP for Acad Affrs & Provost ".
You can scroll through the list to find the appropriate Financial Department.
Example shown here: " 32000000 - Sch of Public & Intl Affairs ".
The selected Financial Department is displayed in the Alias section on the right.
To select your variables for Filter Department, click the [...] icon next to the Filter Department field.
Expand Institutional Departments under Department to find the appropriate Filter Department.
You can scroll through the list to find the appropriate Filter Department.
To select your variables for Filter Fund, click the [...] icon next to the Filter Fund field.
The selected Filter Department is displayed in the Alias section on the right.
Expand All Fund Types under Fund to find the appropriate Filter Fund.
Examle shown here: " All Fund Types" .
To select your variables for Filter Class, click the [...] icon next to the Filter Class field.
Expand All Classes under Class to find the appropriate Filter Class.
Example shown here: " All Classes" .
To select your variables for Filter Program, click the [...] icon next to the Filter Program field.
Expand All Programs under Program to find the appropriate Filter Program.
Example shown here:" All Programs" .
To select your variables for Filter Chartfield1, click the [...] icon next to the Filter CF1 field.
Expand All CF1 under Chartfield1 to find the appropriate Filter Chartfield1.
Examplw shown here: " All CF1".
To select your variables for Filter Location, click the [...] icon next to the Filter Location field.
Expand All Locations under Location to find the appropriate Filter Location.
Examplw shonw here: " All Locations" .
Expand All Projects under Project to find the appropriate Filter Project.
To select your variables for Filter Project, click the [...] icon next to the Filter Project field.
Examplw shown here: " All Projects" .
To select your variables for Filter Account, click the [...] icon next to the Filter Account field.
Expand Financial Accounts under Account to find the appropriate Filter Account. You can scroll through the list to select the appropriate Filter Account.
Examplw shown here: " 400000 - Revenue" .
To select your variables for Account_Benefits, click the [...] icon next to the Account_Benefits field.
The selected Filter Account is displayed in the Alias section on the right.
Expand Financial Accounts under Account to find the appropriate Account_Benefits.
Example shown here: " Benefit Accounts" .
After selecting all the User Variables for each Dimension, click the grey Save button.
To close the options display, click the blue OK button.
You will return to the BUDDEV tab.
Your preferences remain the same until you change the variables.