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REPORTING, ANALYSIS AND PLANNING SYSTEM

REPORTING, ANALYSIS AND PLANNING SYSTEM. RAPS Budgeting User Forum October 18, 2011. Agenda. Welcome FY13 Budget News Deployment Schedule & Budgeting Tips – Jean Shuler   Training options – Eva Ostrow Results from Performance Tests – Pam Fournie Budgeting Reports –Debbie Vasel

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REPORTING, ANALYSIS AND PLANNING SYSTEM

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  1. REPORTING, ANALYSIS AND PLANNING SYSTEM

    RAPS Budgeting User Forum October 18, 2011
  2. Agenda Welcome FY13 Budget News Deployment Schedule & Budgeting Tips – Jean Shuler   Training options – Eva Ostrow Results from Performance Tests – Pam Fournie Budgeting Reports –Debbie Vasel Reports to run before the load, during the cycle Update from Budgeting Reports Focus Group Simplifying the Compensation Budgeting Model for FY14 – Jean Shuler Secondary Jobs & Salary Planning Updates Wrap up - Pam Fournie
  3. FY13 Deployment October deployment All CB models are fully loaded and integrated with GO and SP using job appointments as of end of September. CB October apps are updateable. CB December apps are read only. All GO and SP apps are currently live and updateable. Monthly loads of YTD data will occur for the GO and SP models after each month is closed in FIS.
  4. FY13 Deployment Schedule Nov 10 Monthly update of actuals to General Operating and Specific Purpose models Nov 23 Deadline for new accounts (FIS Profiles) Dec 7 - 12CB apps for remaining Medical School Departments Dec 12 Monthly update of actuals to General Operating and Specific Purpose models
  5. FY13 Budgeting Tips If using a different PC than last year, the java component will need to be downloaded. Instructions are on the home page of RAPS.wustl.edu. Log into Budgeting models a few days before you need to use it. New access or changes to security forms should be mailed or faxed to RAPS Support as soon as possible. Limit the number of other applications open while in RAPS Budgeting.
  6. FY13 Training What’s New in FY13 training? Workshops where RAPS team members will be available on-site in department central areas to work with users. Scheduled one– on– one training at users desk. Compensation Budgeting and Revenue & Expense classroom training will be available if there are significant numbers of new model users. A reference document will be offered on-line with an overview of new model features and functionality.
  7. Performance FY12 Performance Issues Model opens extremely slowly or doesn’t open - Speed of opening models depends on node size (i.e. how many employees in a group), PC specifications, and other applications running on PC Server locks up – issues experienced during last budget cycle have been resolved Saves are extremely slow – Significant improvements have been made Moving around the model is slow – This is resolved Error messages – Most have been resolved. You will still receive the message ‘The application definition has changed on the server’.  7
  8. Performance Testing Two tests were performed: Pretest with a small group on 9/1/11: Ophthalmology Radiology Radiation Oncology Internal Medicine Occupational Therapy Medical School Administration (2) Overall experience was rated good for 6, 1 poor. Went onsite to address poor rating. Good feedback was received from this test which was incorporated into test 2.
  9. Performance Testing University Test, all budget users invited, total 21 participants, 16 from Medical School participated on 9/14/11: Pediatrics (4) Biochemistry Cell Biology Genetics Internal Medicine (2) Medical School Finance (2) Ob/Gyn Occupational Therapy Orthopedic Surgery Psychiatry Student Affairs 9
  10. Survey Results What was your overall experience with how the models performed? Response %Response Count Excellent 28.6% 6 Good 61.9% 13 Fair 4.8% 1 Poor 4.8% 1 21 Was the performance noticeably better than the FY12 models? Response %Response Count Yes 47.6% 10 No 9.5% 2 Not Sure 41.9% 9 21 10
  11. FY13 Reports Report to run before budget cycle begins – before CB data loaded into model Salary & FTE Exception report Report to run at the beginning of your budgeting cycle HR Data Changes Salary Budgeting Worksheet Variance Job by Employee Reports to run during your budget cycle Last Update by Node To assist with data entry New Job Listing Report Exclude from Budget Listing Validation Report
  12. FY13 Reports Select a CB Model Report and/or a Financial Report to review data entry or keep for records The difference between a Model Report and a Financial Report can be seen in the table below. Employee 123456 is appointed in Department 0001, but is sourced 25% to a grant in Department 0002.
  13. FY13 Reports Select One Model Report & One Financial Report Model Financial Source Detail by Node Source Detail by Dept-Fund Salary Budgeting Worksheet Source Detail by SubClass Proposed Job Salary & Fringe Source Detail Across Function* *Coming soon Reports to Reconcile to CB and R&E CB- Source Detail by SubClass RE – Reconciliation to Compensation Budgeting * *Coming soon
  14. FY 13 Reports Revenue & Expense Reports Select One Departmental Budget Analysis Report NY Budget Submission Analysis For data verification – Medical School Reports Folder Clinical Practice Overhead I & R Overhead Report Gifts & Endowment Overhead Report* *Coming soon AFTER the Budget Cycle is Closed Compensation Budgeting Variance Reports Variance Compensation Variance Other Earnings Variance Salary & Other Earnings by SCOB or Object Group
  15. Reports Budgeting Reports Focus Group Report Enhancements CB Reports Manual Updates – located on the bottom of the Compensation Budgeting Page Quick View of CB reports FY14 Priority for Real Time Reports
  16. FY14 Reports
  17. Focus groups Simplifying the Compensation Budgeting Model Keep Monthly Budget tab features for Compensation, Other Earnings, and Fringe. Correct Health & Other Fringe calculation for Fellows. Continue using valid accounts for selection on the Source tab and add additional slots. Consider removing Budget by Job tab if Source tab can handle adding fringes. Fringes by source should be readily accessible. Try combining Aggregates and Monthly Budget – Aggregate tabs. Add ability to source to more than one LC-Dept-Fund per Aggregate slot. Subclass offers more advantage than Dept-Fund regarding totals displaying within a node. If there is cross-sourcing then the Sourced Budget tab is not a complete picture. Provide easier identification of incomplete sourcing than is currently offered on the Budget Recap tab.
  18. Focus groups Simplifying the Compensation Budgeting Model - continued Keep Assumptions tab and enhance with annual amounts, actual and estimate amounts for Social Security. Consider offering ability to add department specific assumptions. Continue offering ability to add new LC-Dept-Funds for General Operating and Carry Forward funds (New LC-D-F tab) Add zero standard-hour employees offering mechanism to budget by rate and number of hours while comparing to last year’s pay. Keep ability to budget true July compensation increases (Salary Planning) Provide process for sourcing former secondary jobs where there is minimal loss of control by departments due to loss of secondary job feature.
  19. Wrap Up Secondary Jobs, Salary Planning Update Next meeting – third week of January, 2012 Send proposed agenda items to pamela.fournie@wustl.edu Q&A
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