RAPS Budgeting User Forum September 26, 2013

1. RAPS Budgeting User Forum September 26, 2013

2. RAPS Budgeting User ForumAgenda Performance Update What’s New in FY15 Budgeting Datamart Update Cycle FY15 Deployment Schedule Recommended Configuration System and Support Availability Training Options

3. Performance Update • Source Update Process • Update Sourcing/CB Import Statistics • CB Source Detail by Dept-Fund Statistics • User Interface • Peak Usage Simulation Test

4. Performance UpdateSource Update Process • Simplified and reduced usage of rule-based logic. • Removed the dddd generic substitution. • Eliminated need to apply security to the newly created generic during the process. Comp Bud Main Menu Dddd has been replaced with dept number. Result: A dramatic improvement in processing time. Even better when generics are involved.

5. Performance Update Update Sourcing/Import CB 003040 - 3248 lines of sourcing 003255 - 6746 lines of sourcing 003329 - 6982 lines of sourcing Why did 3040 see more processing efficiency relative to 3255 and 3329? In Seconds STAGE = Copy of FY14 PROD on PROD server DEV = FY15 Development environment on DEV server Test results were conducted with one user on system. Departments used have large number of employees in all roles.

6. Performance Update CB Source Detail by Dept-Fund In Seconds STAGE = Copy of FY14 PROD on PROD server DEV = FY15 Development environment on DEV server Test results were conducted with one user on system. Departments used have large number of employees in all roles.

7. Performance Update User Interface • Use of drop-downs for entry of sources and other drop down usage. • Hint: Use of mouse to select from drop down won’t cause prompt to save. Should be faster. • Suppressing and unsuppressing rows on the Revenue and Expense templates.

8. Performance Update Peak Usage Simulation Test • Peak usage simulation activity was attempted in September with 30+ people successfully participating. • Overall system is performing much better than last year. • Some degradation in performance can occur as compared to non-peak times. • Templates can take longer to open. • On-line entry can become sluggish. • Processes and reports can take longer to run.

9. What’s New in FY15 BudgetingArchitecture FY 15 Budgeting Environment Models Datamart Revenue and Expense Entry Compensation Entry Limited real time Reporting Revenue And Expense Reporting Compensation Reporting Highly formatted, extensive prompting and filtering RE Entry CB Import Update 3 times per day CB Entry Source Rept Source Update

10. What’s New in FY15 Budgeting • Revenue and Expense Model • Priority Resource Budgeting Model • Compensation Budgeting • Budgeting Datamart and Reports

11. Budget Input Selection Prompt ChangesSpecific Purpose Example Drop down for real fund Filters based on applicability. Drop down for aggregate Can still use function detail button. Scroll bar is at bottom and no white space displays.

12. Revenue and Expense ModelAccount Structure Usage Changes • Departments and Dept-funds that don’t fit current selection criteria are now eliminated from the models. • Disabled LC-21 AIS Budget entries. • Locked old subclass objects so they cannot continue to be used. • Disabled access to LC’s that are not appropriate based on fund type.

13. Revenue and Expense ModelMargin Entries • Margin Entry template is accessible off of the Medical School Revenue and Expense menu. • Mapping has been tied out to the Medical School Hyperion application using FY14 budget data. • Medical School Budget Office will maintain the mapping definition to ensure margin calculations are accurate.

14. Compensation Budgeting toRevenue and Expense Balancing Report • Located under Reports section off the Compensation Budgeting Menu • Answers the question do I need to Import CB data. Note: If the Update Sourcing has not been processed then pending CB changes may not be reflected. • Applies to data in the models, not the datamart.

15. Revenue and ExpenseCB Import • The CB Import button is now more conveniently located on the Budget Input templates. • It is also still available off the Revenue and Expense Budget menus. • It runs much faster. Tests on idle system show results from 2 to 5 seconds.

16. Revenue and Expense ModelRefined Definition of GSSP/NGOV • The GSSP and NGOV calculations have been modified. • The new definition will apply to all Revenue and Expense model data including historical years. • Historical Compensation Budgeting detail is unchanged. • If you had budgeted Specific Purpose in aggregate for these two categories last year, it is not known how much applies to each fund category. • Please consult your Business Analyst if further definition is needed.

17. Revenue and Expense ModelAllocation Detail Template Changes • There are now 50 lines available for allocation detail entry. • The lines above the first allocation entry have been grayed out for clarity. • Department entry is now 6-digit.

18. Priority Resource Budgeting ModelTower Report • Real time. • Available off of PRB main menu under reports section.

19. Priority Resource Budgeting ModelSpecific Purpose Budgeting • PRB Users with Specific Purpose funds can now budget them using the SP Budget Input template off of the PRB menu. • They can view those funds under Budget Summary. • Note: It is no longer necessary to have access to the Medical School menu.

20. Compensation Budgeting ModelSourcing to Generics – Function Required • Sourcing to Generics requires selection of a function before the Sourcing Remainder will change.

21. Compensation Budgeting ModelEarnings Code Changes • There are two more earnings codes available. Bonus now only applies to Discretionary. • BON – Bonus – Discretionary • BND – Bonus – Nondiscretionary • COM - Commissions

22. Compensation Budgeting ModelOther Earnings on Aggregates • Enter a description for the Aggregate Slot. • Add the budgeted amount on the Monthly Budget template using the Other Earnings row. • Use the Source template to source in the Other Earnings section.

23. Compensation Budgeting ModelPostDoc Non-Employee Fringe Override • The ability to override the calculated fringe for Health & Other Allowance is available again.

24. Compensation BudgetingBudget Review Template

25. Compensation BudgetingBudget Review Template

26. Budgeting Datamart and Reporting • The Budgeting Datamart is back! • Reports are identical in format to the FY13 and previous report set. • Most reports are available again.

27. Budgeting Datamart and ReportingCompensation Budgeting • Financial Reports • CB - Source Detail by Dept-Fund • CB - Source Detail by Employee • CB – Source Detail by SubClass • CB – Source Detail by SubClass Object • CB – Source Detail for Salary and Other Earnings – Monthly • Medical School Reports • CB – Job Salary Across Function • CB – Source Detail Across Function • Model Reports • CB – Compa Ratio by Job • CB – Exclude From Budget Listing • CB – New Job Listing • CB – Proposed Job Salary and Fringe • CB – Proposed Job Salary and Fringe – Monthly • CB – Salary Budgeting Worksheet • CB – Salary Change and Reason Analysis • CB – Source Detail By Node • Variance Reports • CB – Source Variance by Dept-Fund • CB – Variance Job by Employee

28. Budgeting Datamart and ReportingRevenue and Expense Budgeting • Financial Reports • CFU Budget Template Report • Departmental Budget Analysis Report • RUI and Computing Charges Report • Integrity Report • R&E – Reconciliation to Compensation Budgeting • Medical School Reports • Clinical Practice Overhead Report • Compare Proposed FY OBUD to Current FY OBUD Report • Compare Proposed FY OBUD to Prior FY Actual Report • I&R Overhead Report

29. Datamart Update Cycle Note: Midday processing has been decreased by 1 hour over last year. Expect to hear from the Medical School Budget Office regarding timing of Hyperion updates.

30. FY15 Deployment Schedule September 26th October 4th October 16 • HRMS changes entered • New account adds entered in AIS • Models and Reports available for Medical School departments. • HRMS data as of end of day processing September 26th. • FIS data as of end of September close.

31. Recommended Configuration

32. System and Support Availability 7 AM – 9 PM, Mon – Sat 7 AM – 9 PM, Mon – Sat 8 AM – 5 PM, Mon – Fri 5 PM – 9PM, Mon – Fri* • Model Availability • Datamart Availability • RAPS Help Desk Support • RAPS Help Desk After Hours Support • *If caller leaves voice mail, the on call person will follow-up with user regarding urgent concerns.   • Website: RAPS.WUSTL.EDU

33. Training Options • Revised Budgeting Overview documents • RAPS Tips • One-on-one sessions for new users • Mini session recordings • Budget Review Template • Source Approvals • Datamart Update Schedule • Data entry versus selection from pick-list • Other?

34. Question and Answers?