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Planning Matrix Step-by-Step Guide

Office of Data Analytics Institutional Research. Planning Matrix Step-by-Step Guide. Agenda: What is the Planning Matrix and its Relationship to SAP The Difference Between the Five Planning and Budgeting Versions How to Access Your Unit

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Planning Matrix Step-by-Step Guide

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  1. Office of Data Analytics Institutional Research Planning Matrix Step-by-Step Guide

  2. Agenda: What is the Planning Matrix and its Relationship to SAP The Difference Between the Five Planning and Budgeting Versions How to Access Your Unit How to Add New Capital, Operating, Personnel or Funding Activity How to Edit/Delete Activities How to Approve/Reject Activities How to Submit Your Planning Matrix How to View Different Versions of Your Planning Matrix Only for Invited Units; How to Enter an Initiative

  3. 1 - What is the Planning Matrix and its Relationship to SAP ? • The planning matrix is a web-based interface that contains information related to the planning and budgeting process. • Any unit that needs to increase their budget, transfer between cost centers or generate extra revenue must submit a planning matrix. • The planning matrix represents only requests, as for SAP; it represents the university’s actual budget. • At the end of the process, the approved planning matrix is automatically added to the unit’s base budget on SAP. • Only authorized users could access the planning matrix through: planning.aucegypt.edu

  4. 2 - The Difference Between the Five Planning and Budgeting Versions The five planning and budgeting versions represent different levels of approval: • Version 5: Directors, Department Chairs (Submission Level) • Version 4: AVPs, Deans, Executive Directors • Version 3: Area Heads • Version 2: University Cabinet • Version 1: Board of Trustees (Approved Budget)

  5. 3 - How to Access Your Unit Access the planning matrix through: planning.aucegypt.edu Authorization by AUC mail credentials Choose the planning and budgeting cycle you need to access. You will be able to view only reports for previous years, as for the current year, you will be able to submit, approve, reject…etc. Unit/s that you have authorization for will appear Click on the unit’s name to enter your matrix

  6. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities 4.1 Capital Activity • Enter the activity description • Choose the type • Specify for how many years do you need this activity • Enter the unit cost • Choose the currency • Enter the quantity • Choose the WBS code from the list • If your request is for the 3 fiscal years, enter if it is a permanent or temporary request • If your request is temporary, enter the “End Year” • Click save

  7. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities 4.2 Operating Activity • Enter the activity description • Choose the type • Specify for how many years do you need this activity • Enter the cost • Choose the currency • No quantity to be specified • Choose the GL code from the list • If your request is for the 3 fiscal years, enter if it is a permanent or temporary request • If your request is temporary, enter the “End Year” • Click save

  8. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities 4.3.1 Personnel Activity • Under the Small Personnel Activity Proposals table, click Add • Another page will appear where you could choose Overtime, Casual, Reclassification, Additional Assignment, scholarship or 2nd assignment. Choose the needed personnel request

  9. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities • Enter all the details that are enabled • Overtime, Casual and Additional Assignment: Enter the Fiscal Year/s, Temporary/Permanent, End Year, Amount, Currency and the Rationale for this Personnel Request • Scholarship: Enter the Fiscal Year/s and choose all the required data under scholarship data • Reclassification: Enter the Fiscal Year/s, Temporary/Permanent, End Year, Job Title/Level, New Job Title/Level, Employee Name, SAP ID and the Rationale for this Personnel Request • Second Assignment: Enter the Fiscal Year/s, Temporary/Permanent, End Year Amount, Currency, Second Assignment Data and the Rationale for this Personnel Request • Click Save & Close

  10. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities 4.3.2 Scholarship Request Bulk Upload • Click on “Download Scholarship Template File” • Add your scholarship details to the excel file • Save it to your PC • Click Browse • Choose your saved file • Click Upload New Tips • All fields are required except for the fiscal years, at least 1 fiscal year should be added • Do not change the sheet name • Do not change column order • 1 file should be used per cost center • You should not add more than 75 records at a time • Each time you upload a file it adds to the existing list, it does not delete existing records

  11. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities 4.4 Funding activity • Enter the activity description • Choose the funding type • Specify for how many years will you have this fund • Enter the amount • Choose the currency • Choose you GL code from the list (in case of income activity only) • Enter the cost center (in case of transfer activity only) • If your request is for the 3 fiscal years, enter if it is a permanent or temporary request • If your request is temporary, enter the “End Year” • Click save

  12. 5 – How to Edit/Delete Activities • Edit • Update all fields • Click Save • Delete Click Delete

  13. 6 - How to Approve/Reject Activities Only versions 4,3 and 2 • For each single activity, click Approve or Reject buttons

  14. 7 - How to Submit Your Planning Matrix • After finalizing your planning matrix, it should be submitted in order to move to the next step for approval

  15. 8 - How to View Different Versions of Your Planning Matrix • In “My Units” page, click on View Report

  16. 8 - How to View Different Versions of Your Planning Matrix

  17. 9 - Only for Invited Units; How to Enter an Initiative Under the Invited Initiatives Proposals table, click Add

  18. 9 - Only for Invited Units; How to Enter an Initiative • Another page will appear where you should enter the following data then click “Add new Initiative” • The initiative name • The purpose of this initiative • The objective in your strategic plan which this initiative advances • How will you measure the success of this initiative (Benchmarks) • The space implications, if any • The university’s institutional priority which this initiative advances

  19. 9 - Only for Invited Units; How to Enter an Initiative You should then enter your initiative’s related operational, capital and personnel requests by clicking each tab, and follow the same method you used to enter self-funded and small personnel requests.

  20. Questions?

  21. Thank you • For more questions, please contact: • planning@aucegypt.edu • Alia Mitkees at amitkees@aucegypt.edu, ext. 2215

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