Budget Management Roles and Permissions
The Budget Management hub lets you create, review, distribute, update, and approve budgets within a secure and integrated environment. From this hub, you can:
Create, maintain, approve, and monitor your school's annual operating budget
Distribute budget line items to departmental worksheets that can be delegated to users in specific worksheet roles
Update, submit, and approve budget changes
Copy budgets and amounts, worksheets, and users with budget access from previous years
View historical budget transactions
Add line items, comments, and attachments for budgets, worksheets, and adjustments
Submit, review, update, and approve budget adjustments (i.e., transfers and modifications) for board-approved budgets
Create and copy budget profiles
Typically, people that work with budgets are Budget Directors, Budget Managers, Analysts, and Campus users (e.g., faculty and athletic team coaches). There are several default roles for the Budget Management hub.
The Budget Management Budget Access role grants access to view and work with your school's budgets. Users in this role can create initial/proposed budget amounts and worksheets, monitor and maintain budgets, and determine which roles have access to budget details. Additionally, users in this role can create, copy, and manage budget profiles.
The Budget Management Worksheet & Adjustment Access role lets users submit requests, approve budget requests, and approve and submit budget transfers and modifications.
The Budget Management Reporting role lets users generate the Budget to Actual reports for profiles and worksheets.
The Budget User and Role Management role is for module managers who maintain user access in the Budget Management hub.
The Budget Administration role is for administrators responsible for how the Budget Management hub is configured.
Roles
The permissions within the this role are grouped in two sections: budgets and profiles.
Budgets
In the Budgets section, users have the following permissions.
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The "Can manage budgets" permission lets users establish initial and proposed budget amounts, edit budget details, create new worksheets and set up worksheet hierarchy, and also determine who can access budgets and worksheets.
Profiles
Budget profiles let you group budget line items to create different views of the budget, which is often helpful for reporting. In the Profiles section, users have the following permissions.
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Because profiles are associated with a specific budget, users with profile permissions must have at least "Can view budgets" permissions.
Note
Budget profiles created in Desktop are not available in J1 Web, nor are J1 Web profiles available in Desktop.
Associations
New budgets are added to the Budgets list on the Associations tab. On the Create Budget page, you can turn access on for one or more Budget Management Budget Access roles in the Assign Budget Security Access section. If access has been turned on, the budget will be enabled on the Associations tab of the associated role when the budget is saved. The role's permissions only apply to the budgets that have access turned on.
The permissions in this role are grouped into several sections: worksheets, modifications, transfers, and budget activity.
Note
Because modifications and transfers (collectively referenced as "adjustments" in the Budget Management hub) are made to worksheet line items, user must have at least view permissions for worksheets to view and create adjustments.
Worksheets
The following permissions are available in this section.
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Note
Worksheets can only be created from the Budget details page, not from the Worksheets list page.
Modifications
The following permissions are available in this section.
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Transfers
The following permissions are available in this section.
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Budget Activity
The Budget Activity section of the Permissions tab grants the following permissions to work with worksheets and transfers. These permissions are for users who were migrated from working in the Campus Portal Budget feature to J1 Web's Budget Activity page.
Warning
Campus users should only be granted permissions from the Budget Activity section of the page, as the other permission sections are for administrative users.
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Associations
The Associations tab includes all the worksheets in the system. After new budgets are created and worksheets are added to the budget, those worksheets are added to the list. The role's permissions only apply to the worksheets with access turned on.
Note
User with access to budgets can only access worksheet pages when they are also in a Budget Management Worksheet & Adjustment Access role.
You can enable associations from the Associations tab or from the Worksheet Security tab on the Budget details page. When you select a worksheet, you can click the Add access button to select a user in a Budget Management Worksheet & Adjustment role. After you select the role where access will be granted, that worksheet is enabled on the Associations tab for the selected role.
This role grants permissions to generate the Budget to Actual reports, which can be run for profiles and worksheets.
The Budget Management User and Role Management role allows users outside of IT to manage who can access features and information in the Budget Management hub.
The Roles section lets module managers view and manage Budget Management roles, as well as copy roles, update the permissions, and assign users to the role.
The Users section lets module managers see which users in the system can access Budget Management features and add or remove them from role assignments.
The Budget Administration role manages the way budget settings for your system. Because the permissions in this role have far-reaching impacts throughout the product, Jenzabar recommends limiting which users are assigned to this role.
Note
At this time, most of the settings for the Budget Management Hub are still managed in the Desktop application. Additional configuration functionality will be available in J1 Web in future releases.
Permission | Users in this role can. . . |
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Can manage settings | Access the Budget Settings page and migrate budget functionality from the Campus Portal to J1 Web. |
Can manage blocks | Add and update custom content blocks as well as remove, activate, deactivate, and reorder Jenzabar-provided and custom content blocks on the Budget hub Summary pages. |
Additional Permissions Information
GL account access is not required to set up budgets and create/edit worksheets. However, users must have the appropriate GL account access to view actuals information. If a user doesn't have the appropriate GL account access, the actuals calculations will be limited to the GL accounts they have access to.
Permissions to view GL accounts is granted via the following roles:
General Ledger Accounting GL Account Alternate Code Access
General Ledger Accounting GL Account Component Access
Certain processes in the Budget Management hub allow users to send and review communications (e.g., emails and notifications), and users must have the appropriate module access to use this functionality. Access to the BUDGETING interaction code can be turned on for Budget Management roles.
Tip
For additional information about working with Communications, see the Communications online help and Module Access Codes.