REPORTING, ANALYSIS AND PLANNING SYSTEM

1. REPORTING, ANALYSIS AND PLANNING SYSTEM RAPS Budgeting User Forum April 13, 2011

2. Welcome RAPS Budgeting User Forum Purpose: Enhance information sharing between RAPS team and Budgeting stakeholders. Format: • Meet quarterly the 3rd week of January, April, July and October. • Discuss current topics and progress reports. • Inform the forum of upcoming events/schedules. • Ask for participation in focus groups, testing, feedback sessions.

3. Agenda • Progress on Performance Improvements - Tim Redmond • Feedback Session Summaries • FY13 Budget Enhancements • Status of “sourcing only” appointments - Legail Chandler • Focus Groups • Wrap up

4. Performance • Server environment issues (i.e., crashing, resources being consumed, users not able to connect) Progress to date: • Dedicated Cognos, RAPS & IS&T team in place to investigate issues. • Team has reviewed configuration/environment. • Other various settings optimized. Actions to validate: • Simulated high load scenario testing running 24 hours for a week. • Synchronized tests with several users/departments.

5. PERFORMANCE To Note: • Opening and saving of nodes may not change due to the process of moving data from the server to the client (pc). • The message ‘Definition has changed …’ will still appear as this is a notice that the updates from the Compensation Budgeting data have been received for the General Operating or Specific Purpose models.

6. Performance • Web Client issues (slowness when pressing enter key) OneProblem Identified: Income is entered as a positive number. The process to calculate Net Results is initiated each time enter key is pressed. Problem is compounded when groups of nodes (up to 20) are open. A Solution: Enter income as a negative number to allow for a simple addition for Net Results. Reports will remain with positive income amount.

7. Feedback Common Themes Positives: • All models were on the same platform this year. • The learning curve was reduced as it was second year. • Integration between Compensation Budgeting and General Operating and Specific Purpose models was good. • Sources are loaded as a starting point into Compensation Budgeting. • Fringes are automatically calculated. • For the first year out, the Specific Purpose model had favorable feedback, especially by those departments budgeting in aggregate. • History loaded into General Operating is helpful. • Budgeting tips of the week helped provide education. • RAPS Support desk was helpful.

8. Enhancements for FY13 Planned Enhancements • Provide ability to adjust the FTE for changes since the budget was loaded as is available for salary changes (CB). • Import aggregates budgeted in last fiscal year’s budget as history into current budget model (CB). • Refresh current year-to-date actuals monthly in General Operating model (GO). • Combine History and Budget Input tab (GO). • Provide override capability for Specific Purpose generic entries to a different division (SP). • Load Specific Purpose budget from FY12 models to FY13 models. CB = Compensation Budgeting GO = General Operating SP = Specific Purpose

9. FY13 Enhancements • Report enhancements (GO & SP) – Focus group will address. • Specific Purpose model will open in unison with General Operating model. • Enhance validations (GO & SP). • Restructure how transfer subclasses are handled (GO & SP). • Clarify naming of fund categories between models and reports (CB, GO, & SP). CB = Compensation Budgeting GO = General Operating SP = Specific Purpose

10. FY13 Enhancements • Further define ‘Function code’ definition in order to load history correctly to model and reports to give users a clear definition (SP). • Do not display Monthly Budget tab from General Operating model. CB = Compensation Budgeting GO = General Operating SP = Specific Purpose

11. FEEDBACK Other frequent requests we heard that have not been scheduled: • Depreciation and other on-top entries should be in RAPS Budgeting so that margins are available in RAPS in order to avoid wait for Hyperion reports (GO & SP). • Would like more rates provided by Central office included in the models (i.e., overhead rates) (GO). • Zero out all pertinent fields when setting ‘Exclude from Budget’ flag (CB). • Would like General Operating and Specific Purpose models combined. • Descriptions for New Jobs should carry to source tab (CB). • Would like to report on annotations, workaround would be to put comments on sourcing tab (CB). CB = Compensation Budgeting GO = General Operating SP = Specific Purpose

12. FEEDBACK Other frequent requests we heard that have not been scheduled: • Rollout dates need to be reviewed (some departments would like to load earlier, some later in the cycle) (CB, GO & SP). • Compensation Budgeting model is too complex – will be addressed by Focus Group. • More accurate calculation for Health & other Allowance for Fellows (CB). • Concern over budgeting secondary positions next year (CB). • Add additional new job slots. CB = Compensation Budgeting GO = General Operating SP = Specific Purpose

13. “sourcing only” appointments

14. Focus groups Purpose: To work through specific topics and provide recommendations to the full RAPS Budgeting User Forum. • Focus groups will meet at least once a month and will provide an update at the User Forum in July. • Will consist of 8 – 12 members with a RAPS project leader. • Assignments will be given for members to complete. Focus Group 1: Simplifying the Compensation Budgeting Model for FY14. This will be a team consisting of members from the Danforth Campus and the Medical School Departments. Goal: To eliminate functionality from the Compensation Budgeting model that is no longer needed/used. Improve efficiency and usability to support processes.

15. Focus groups Focus Group 2: Reports for FY13 There will be two separate groups for the Danforth Campus and for the Medical School Departments. Goal: Review what is available with current reporting and identify gaps between what is available and what is desired.

16. Wrap Up • Meeting minutes and schedule of upcoming meetings will be distributed. • Sign up for Focus groups with Group Leaders – • Jean Shuler - Simplifying Compensation Budgeting • Debbie Vasel - Reports Group leaders will be in contact and will schedule initial meeting within the coming month. • Agenda for July meeting will include: • Discussion on Training for FY13 • Focus Group updates • Send proposed agenda items to pamela.fournie@wustl.edu • Q&A