Budget Planning

1. Budget Planning FY20 Budget

2. Budget Planning AGENDA • Introductions (5 min) • Budgeting Overview (10 min) • BPS Overview (5 min) • BPS Demo • Home Page (10 min) • Setup Module (10 min) • Funding Module (15 min) • Labor Module (10 min) • Budget Module (15 min) • Reports and Resources (10 min) • Open Lab (30 min)

3. Budgeting Overview Why Budget? Budgeting is creating a plan to optimize your financial resources Allows you to determine in advance whether you will have enough money to do what you need to do or would like to do • Prioritizes your spending • Stewards your restricted funds • Informs your reserve requirements • Assesses and monitors short and long term financial sustainability • Communicates your financial status

4. Budgeting Overview H&S Operating Budget • H&S utilizes a “fund transfer” model • Budget and record “operations” expenses in operating accounts • Transfer funding to operating accounts

5. Budgeting Overview • Use a common definition of “operations” • Operations include expenditures that: • support research & teaching goals • occur on a regular or periodic basis • are essential to the department’s proper functioning • are managed by the department/program • Operations exclude expenditures that: • support individual faculty’s research • are true one-time expenditures • are funded by grants and contracts

6. Budgeting Overview • When projecting expenditures consider: • historical data • incremental activities • strategic initiatives • cost rise • When projecting available funding consider: • current year-end funding requirements • Dean’s Office allocations (base, incremental, one-time, commitments) • other transfers in (revenues, gift receipts, endowment payout, external support) • transfers out to other units

7. BPS Overview • Authority based system • Staff salaries integrated into budget system • Historical information provided as background • Budgeting by PTA • Summary page of expenses where funding is allocated across PTAs • Ability to budget mid-year funding commitments (optional) • Reporting available to assess reasonableness of budget

8. BPS Overview • Your budget process will be the same as last year • BPS system functionality is the same • BPS has been moved to a new platform (see Release Notes) • Note: New Security Feature – Save Locks • When opening a module, you automatically acquire the “Save Lock” if it is available. This will enable you to save data in the module. • The “Save Lock” status is located in the upper right • If “Save Lock” is unavailable, you can request it by clicking “Aquire Lock” • Finance will consolidate and upload to Tidemark and Oracle

9. Questions ?

10. Systemdemo

11. Home Page • Select your department or program from the drop down list • Access the modules (Setup, Funding, Labor, Budget) • Announcements • Upcoming Calendar

12. Home Page • The following are now accessible from the Navigation link on the Home Page: • Reports • Policy Links (includes current Planning Assumptions job aid) • Help Desk (includes a link to the User Guide)

13. Setup Module • For most units this is a one-time setup • PTAs are populated from Oracle • There are four tabs in the Setup module • OB PTA Setup • Restricted PTA Setup • External PTA Setup • Budget Projection Setup

14. OB PTA Setup • Determine which PTAs to budget and which to inactivate • Warning flags at the right suppress the ability to inactivate some PTAs that are in use • SGF/SIGF OB PTAs have been inactivated

15. Restricted PTA Setup • Inactivate PTAs not used to support the operating budget • Selected PTA attributes are displayed for your reference • Project name • Award Purpose • Reserve status • Comments field is available • Fund Authorization is available

16. External PTA Setup • Set up PTAs that are external to your unit that will be used to support your operating budget • Not a commonly used function • Useful for funding units under a common “umbrella” organization • Note: In the Setup module, External PTA tab, users cannot enter an OB PTA from other H&S departments/programs. This limitation will not allow a department to initiate the use of OB funding from another department or program to fund their operating budget. If a department should receive funding from another department’s OB, the owning department must initiate the transfer using the Transfer Out sections on a PTA Budget page.

17. Budget Projection Setup • Select projection methods for current fiscal year and budgeted fiscal year • Projection totals will display in Budget module • Projection methods and projection totals can be adjusted in the Budget module

18. Funding Module • Displays the unit’s available funding for your operating budget expenses • There are four tabs in the Funding module • Base Allocation • 9/1 Commitments • Mid-Year • Restricted

19. Base Allocation • Displays current fiscal year and budgeted fiscal year Dean’s Office funding allocation • Includes funding categories and calculations • Provides incremental base funding detail

20. 9/1 Commitments • Lists all commitments in HandSOnmarked as 9/1 where the funding destination is your operating budget • Expenses must be budgeted for all 9/1 Commitments • PTAs on commitment record determine where the funding will appear on the Budget OB Summary • Magnifying glass icon displays HandSOn description & line item note

21. Mid-Year • Lists all of the remaining commitments in HandSOnnot marked as 9/1 where the funding destination is your operating budget • Users may select funding commitments to include in budget • Magnifying glass icon displays HandSOn description & line item note

22. Restricted • Displays funds from the Restricted PTA Setup tab in the Setup module • Allows users to project current fiscal year balance and funding available for the budget year • Sorting capability @ top of page • Selected PTA attributes are displayed for your reference • Comments are displayed from Setup module and can be edited

23. Labor Module • Displays staff salaries and budget distribution • Staff salaries are provided by HR • Initial labor distribution information is as of 5/22

24. Labor Module • There are two or three tabs in your Labor module • Employees • OB Summary • Bargaining Unit • Note: In the Labor module Employees and OB Summary tabs, additional labor schedules can be added using any Stanford PTA – both inside and outside of H&S. Labor schedules added to PTAs outside of H&S will not actually change the other school’s budget.

25. Employees • This is a “whole person” view for staff that are assigned to your org code • Staff organized by Job Family • Search capability • Select Display criteria • Comments field is available

26. Employees • Users can verify and adjust budget distributions • Change a distribution percentage directly in the percent column • Add a new distribution (click on “Add Distribution” button) • View charges to your org’s PTAs and charges to other H&S units and units outside of H&S

27. Employees • Users can fill an existing vacant position • Displays positions in your org code that were vacant on 05/22 labor distribution • Enter salary amount and select PTA to charge

28. Employees • Users can add a reserve • Add a lump sum reserve for any job family • Add multiple lines of reserves if you want to do it by course, quarter, name, etc., when there is no unique position number • Enter reserve amount and select PTA to charge

29. OB Summary • Same information as Employees page but filters out all distributions that are not charged to your OB • Useful because you are only budgeting the OB in this system • Displays budget distribution detail by operating budget PTA

30. OB Summary • Users can also make budget distribution changes here (click on magnifying glass) • Fill a vacant position the same way as on the Employees tab • Add a reserve the same way as on the Employees tab

31. Bargaining Unit • If you have bargaining unit staff, use this tab is for adjusting individual salaries • Changes to distribution, adding positions, or adding reserves are done on the Employees or OB Summary tabs

32. Budget Module • The Budget module is where you budget expenses by PTA and expenditure type and identify funding sources for those expenses • There are two tabs in the Budget module • PTA Budget • OB Summary

33. PTA Budget • Select a PTA to budget • PTAs in dropdown list are those not inactivated in OB PTA Setup • Information organized by expense type • Sideways arrow opens rows for entry • Downward arrow opens additional historical detail (we don’tbudget at this level)

34. PTA Budget • Select Display criteria • 3 years of historical budget and actuals data • Displays projection methods and totals for current fiscal year and budgeted fiscal year • Can change projection method and adjust projection total for current fiscal year • Displays input from Labor Module and GFPS and allows adjustments for budgeted fiscal year

35. PTA Budget • GFPS expense is brought over from the final snapshot • several known issues when reconciling to GFPS • Can budget anticipated transfers out to other H&S units and units outside of H&S • Spreadsheets or word documents can be saved as backup for budget entries. • Comments field is available

36. OB Summary • The OB Summary tab displays budgeted expenses by PTA and expenditure type and is where you identify funding sources for those expenses • Select Display criteria • PTAs in columns are those not inactivated in OB PTA Setup • Funding sources are those displayed and selected in Funding module • Restricted

37. OB Summary • Diversity PTA is self-balancing (as in GFPS) • Balance each PTA and your Dean’s Office Allocation to zero • Distributing Dean’s Office allocations across appropriate PTAs • Distributing department-controlled funding across appropriate PTAs, as needed • Commitments are already allocated to the destination PTA based on the HandSOn record

38. OB Summary • Budget can be submitted when all PTA expenses and funding are balanced • Once the budget has been submitted, you will not be able to edit in BPS (contact your liaison)

39. Reports • There are two reports available on the Home page Navigation menu to assist you in your review of your budget • Reasonableness Report by Expenditure Type • Reasonableness Report by PTA • You can also display a complete listing of your vacant positions with any applicable budget information that you have input in the Labor module • Vacant Position Report

40. Resources • Finance web site for policies, procedures, training materials, calendar, and contact information • User Guide on the BPS Home page • Open labs following the BPS refresher sessions: • Open lab on Tuesday, July 9, 1-5pm, Bldg 1, 2nd Flr Finance

41. OPEN LAB