FY08 Budget Formulation Kick-off Finance Network January 12, 2006

1. FY08 Budget Formulation Kick-off Finance Network January 12, 2006

2. FY08 Budget Formulation Process • Agenda: • Overview of System Changes – ePMA and FBSs • General Information – Budget Requests • Changes to LBNL Process • Work for Others • Submission Quality • FBSs System Training • Security Issues • Key Dates

3. FY08 Budget Formulation Process • System Changes: • DOE has mandated the use of ePMA for R&D proposal submission beginning 10/01/05 – including off-cycle and Unicall submission • The Field Budget Submission System (FBSs) was developed using PeopleSoft tools as a front end system to load LBNL’s proposal information into ePMA • FBSs allows us to: • Manage our own data security • Customize our reporting • Integrate with other LBNL systems • Meet DOE Proposal Submission Requirements

4. Field Budget Submission System - FBSs/ePMA

5. FY08 Budget Formulation Process • Budget Request Estimates: • Include Budget Projections for: • FY06 through FY08 for OPE, EQU, WFO • FY06 through FY12 for Construction • Exclude work from DOE Integrated Contractors • Use fully burdened $K • Escalate based on approved LBNL forward pricing rates • Reflect drawdown on GSO where appropriate • Budget Authority (BA) = Funding request by year • Budget Outlay (BO) = Anticipated Costs per year • Budget Estimates should have supportable and documented methodologies and should go through appropriate management reviews

6. FY08 Budget Formulation Process

7. FY08 Budget Formulation Process • Requirements: • Science R&D – enter into FBSs • Fossil R&D – enter into FBSs • EERE R&D – enter as placeholder in FBSs and provide hard copy • All Construction – enter as placeholder in FBSs and hard copy • NNSA – enter as placeholder, no hard copy required • WFO – enter detail proposals in RAPID or as placeholder in FBSs (not both) • All work should be entered into FBSs as either a regular proposal or a placeholder for the purpose of Institutional Reporting and Summary Reporting requirements.

8. FY08 Budget Formulation Process Work For Others: B&Rs 40, 60, 65, & WN

9. FY08 Budget Formulation Process • Work for Others – RAPID Data Extract: • RAPID Proposal and Award data download to Excel template • Query Fields • Query Criteria • * Note: Includes WN, award type WFO, and excludes award types DOEIN & GIFTS

10. FY08 Budget Formulation Process • Work for Others – Formulation Templates: • RAPID Proposal and Award Templates • Review proposal and award data to determine inclusion/exclusion in FY08 Budget Formulation. • Add Budget Outlay (cost) estimates for Federal proposals and awards marked for inclusion. • Enter confidence level (1% to 100%) for all items marked for inclusion. • Review aggregate submission by year and fund type. Consider placeholder projects where appropriate. • FBSs Template • Final review of placeholder data. • Review Project Titles and Descriptions. • Opportunity to update FBSs with new information.

11. FY08 Budget Formulation Process • Submission Quality: • A data dump (excel) will be sent to each division for review • Things to check for… • Missing proposals? • Duplicates? • Check your totals by Division, by Program, by Department, by PI… • Budget Request vs. FTE – does it make sense? • FBSs Attachments should be reviewed by the division • Checklists will be required – 2 signatures • Budget Office does not plan to review all attachments • Proposals will be uploaded into ePMA only after it has been changed to ‘Authorized’ status in FBSs and a signed checklist has been received.

12. FY08 Budget Formulation Process • FBSs Training: • Hands on training scheduled for 1/23, 1/24, and 1/31 in the Building 90 Computer Training Room • Please sign up via Employee Self Service • Please bring a copy of a proposal • Training is mandatory – this is the only training that will be offered • A Proposal and Development web page is available at the Budget Office Website (http://cfo/bgt/bgt_formulation.html) • Links to FBSs • FBSs Training Manual • Electronic copy of checklist • Budget Formulation support materials

13. FY08 Budget Formulation Process • Security: • Access issues - provide names and employee ID’s to Michelle Blaha of employees who need access by 1/18 (Note: You’ll need access before the hands-on training) • Employee must have FMS access first, then they can be added to FBSs. Contact Aurora Pecoraro for FMS access. • If your Division Director would like to assign a designate to handle the FBSs authorization process, they should e-mail Michelle by 1/18 • Note: This is a system designee only. Proposals would still need to be signed by the Division Director, the approvals would just be handled outside the system. • As of 1/11/05, the following divisions have provided a designate: • CH, ESD, GN, MSD, NSD

14. FY08 Budget Formulation Process Key Processes and Dates: FBSs Hands-on Training Jan 23, 24, 31 Proposal Preparation and FBSs Entry Mar 13 Checklists due to the Budget Office Mar 13 Data Review Mar 13-15 Supplementary Submissions & Crosscuts TBD (May) Validation May/June WFO Key Processes and Dates: Placeholder FBSs Entry Mar 13 RAPID Proposal/Award Entry Mar 13 Template sent to Field Mar 20 Template due to Budget Office Apr 7 Final Placeholder FBSs Entry Apr 7 Contacts: Sonya Neely (x6214 - stneely@lbl.gov) – Data entry questions Anastasia Schiller (x4273 - aeschiller@lbl.gov) – Work for Others Michelle Blaha (x6207- mlblaha@lbl.gov) – Security Issues, all other issues

15. FY08 Budget Formulation Process • Questions???