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A Gentle Introduction to UAccess Planning

A Gentle Introduction to UAccess Planning. Foundations for Adaptive Planning at the UA. Tara Mysak, Analyst – Planning, Consulting and Data Solutions Team. The GBBO. Why “Gentle”?. “I’m never gonna say, ‘I don’t think I can.’ I can and I will.”. Before we get started…. Thank you!.

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A Gentle Introduction to UAccess Planning

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  1. A Gentle Introduction to UAccess Planning Foundations for Adaptive Planning at the UA Tara Mysak, Analyst – Planning, Consulting and Data Solutions Team

  2. The GBBO

  3. Why “Gentle”? “I’m never gonna say, ‘I don’t think I can.’ I can and I will.”

  4. Before we get started… Thank you! Brian Berrellez, ALVSCE Data Solutions José Fragoso, Housing and Residential Life Zach Hoffman, Budget and Planning Garth Perry, Budget and Planning Andrew Wang, RDI Business Services Greg Wessels, UITS Project BA Services Cameron Wiles, UITS Student/Academic Tech Catherine Zavala, UITS Training Team

  5. UAccess Planning The Elephant in the Room

  6. PLEASE SAVE QUESTIONS TO THE END

  7. Agenda • Signature Bake: Overview of Planning • Focus on Academic and Grants • The Technical: Planning and Analytics • Connecting the two systems • The Showstopper: Two Use Cases • Project Codes Budget to Actuals • Cost Share

  8. The Signature Bake

  9. Adaptive Insights • Web-based planning tool • Cloud storage • Information is not hidden on individual computers • Generally for business applications • Interested in the Higher Ed market

  10. UAccess Planning

  11. UAccess Planning Instance:

  12. UAccess Planning Sheets and Reports:

  13. UAccess Planning Sheets:

  14. UAccess Planning Sheets:

  15. Academic vs Grants Levels:

  16. UAccess Planning Versions:

  17. UAccess Planning Reports:

  18. UAccess Planning • Account: UAObject code • Timespan: The official calendar • Dimension: Categories • UA Account, Object Codes, Fund/Sub-Fund • Attributes: Additional categories for dimensions Some other Vocabulary:

  19. UAccess Planning Available support: Getting Access

  20. UAccess Planning Available support: UAccess Forums

  21. UAccess Planning Available support: https://confluence.arizona.edu/display/uaccessplanning

  22. UAccess Planning Available support: Adaptive Resources

  23. UAccess Planning • Academic: Brian Berrellez, bberrell@email.arizona.edu • Grants: Jason von Fange, vonfange@email.arizona.edu Available support: People!

  24. UAccess Planning • Student Affairs: Brian Pierson, pierson1@email.arizona.edu, and Erik Reinold, ereinold@arizona.edu • College of Medicine – Tucson: Rosa Fung, rmfung@email.arizona.edu Available support: People!

  25. The Technical

  26. Analytics vs Planning • Analytics is : • The auditable system of record • Reconciliation and trending data • Non-Financial information • Looking into the past What should I use and when?

  27. Analytics vs Planning • Planning is: • Focused on financial information • A tool for financial planning • A collaborative workspace • Future focused What should I use and when?

  28. Analytics vs Planning

  29. Analytics vs Planning Chart of Accounts in Analytics:

  30. Analytics vs Planning Chart of Accounts in Analytics:

  31. Analytics vs Planning Chart of Accounts in Planning:

  32. Analytics vs Planning Chart of Accounts in Planning:

  33. Analytics vs Planning • Official Budgets are not loaded into Planning: • Grants only has actual expenses • Academic has both actual revenue and expenses • YOU enter the budget at the level of detail YOU need

  34. Analytics vs Planning Current Account Balance Income/Expense Adaptive 136,797 + 1,792,316 =1,929,113

  35. Analytics vs Planning Current Account Balance Income/Expense Adaptive

  36. Analytics vs Planning A couple quick notes: System Encumbrances • They are loaded into both instances from the data warehouse • We didn’t include them in the standard reports • Recommend entering system and soft encumbrances in the Planned versions

  37. Analytics vs Planning A couple quick notes: Cost Share • Cost share transfer object code expenses (7932, 7933, etc.) are not loaded in either instance • They appear under the original object code for the expense

  38. Analytics vs Planning A couple quick notes: Cost Share

  39. Analytics vs Planning A couple few quick notes: Updates • Analytics is updated nightly • Grants is updated nightly • New accounts are added on Monday • Academic is updated on Monday

  40. The Showstopper https://culturess.com/2016/08/31/nadiya-winning-great-british-bake-off/

  41. Ingredients for Good Reports Accurate Complete Clear Have Context Documented Reproducible

  42. Use Case: Academic Budgeting to Project Code:

  43. Use Case: Academic Budgeting to Project Code:

  44. Use Case: Academic Budgeting to Project Code:

  45. Use Case: Academic Budgeting to Project Code:

  46. Use Case: Grants Budgeting Cost Share:

  47. Use Case: Grants Budgeting Cost Share: Project Period Entry Sheet, Budget Original Version

  48. Use Case: Grants Budgeting Cost Share: Budget Entry Sheet, Budget Original Version Enter Cost Share Account #

  49. Use Case: Grants Budgeting Cost Share:

  50. UAccess Planning

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