Budget Planning

1. Budget Planning FY19 Budget

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

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

4. 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

5. 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

6. BPS Overview • Your budget process will be the same as last year • Finance will consolidate and upload to Tidemark and Oracle

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

8. Systemdemo

9. Home Page • Select your department or program from the drop down list • Access the modules (Setup, Funding, Labor, Budget) • Announcements • Calendar • Reports • Links (includes current Planning Assumptions job aid) • Help

10. 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

11. 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

12. 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 • Fund Authorization is available

13. 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

14. External PTA Setup New In the Setup module, External PTA tab, users will no longer be able to 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 Fund Transfer section on a PTA Budget page.

15. 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

16. 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

17. 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

18. 9/1 Commitments • Lists all 9/1 HandSOncommitments to your operating budget • PTAs on commitment record determine where the funding will appear on the Budget OB Summary • Magnifying glass icon displays HandSOn description & line item note

19. Mid-Year • Lists all mid-year HandSOn funding commitments to your operating budget • Users may select commitments to include in budget • Magnifying glass icon displays HandSOn description & line item note

20. 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 • Selected PTA attributes are displayed for your reference

21. Budget Planning System Questions?

22. Labor Module • Displays staff salaries and budget distribution • Staff salaries are provided by HR • Initial labor distribution information is as of 5/22 • There are two or three tabs in the Labor module • Employees • OB Summary • Bargaining Unit

23. Labor Module New 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. In the prior budget cycle, available PTAs were limited, but in the upcoming budget cycle any PTA may be used. Note that labor schedules added to PTAs outside of H&S will not actually change the other school’s budget.

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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 won’t budget at this level)

33. 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

34. 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.

35. PTA Budget New In the Budget module, PTA Budget pages, the Expense Type and Description columns on the left-hand side of the screen now freeze and remain visible as users scroll to the right.

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

37. OB Summary • Diversity, SGF & SIGF pages are self-balancing (like GFPS) • Balance each PTA and your Dean’s Office Allocation to zero • Allocating Dean’s Office allocations across appropriate PTAs • Allocating department-controlled funding across appropriate PTAs • Commitments are already allocated to the destination PTA from HandSOn

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 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 • The Finance home page and selected information can be accessed from the BPS Home page • User Guide on the BPS Home page • Open labs following the BPS refresher sessions: • Open lab on Tuesday, July 10, 2-4pm, Bldg 1 2nd Fl

41. Budget Planning System

42. OPEN LAB