FY12 Budget Process Job Aid

Table of Contents Page 3 – How to Access FAST, UMass Boston’s electronic budget application Page 8 - How to Use FAST to: –Review your current Authorized Benefited Positions (Starts on Page 9) –Review your Non-Personnel Budget (Starts on Page 16) Page 25 – How to Make a New Strategic Resource Request –Request a new Authorized Benefited Position (Starts Page 26) –Non-Personnel Request (Starts Page 32) »Adding a new account code to charge to in FY12 (Starts Page 35) Page 38 - How to put your unit’s 8% Reduction Scenario into FAST Page 42 – How to add supporting documents to FAST utilizing the DSU Page 49 – Office of Budget & Financial Planning Contact List 2

How to Access the FAST System

Logging Into the Application Visit the A&F Home page 1.“Select A&F Computer Based Applications” from the left side menu 2.Select “FAST Application” from center menu selection 3.Visit the Office of Budget and Financial Planning Web Page 1.Select “FY12 Budget” from the left side menu 2.Select “FAST Application” from center menu selection 4

Logging Into the Application 3. Click on the button labeled “Login 2. Enter your “Password” – This is your umb.edu password 1. Enter your “User name” – This user name is your UMB name without 5

Accessing Your FY12 data Within FAST In the upper right side of the screen select “ Budget and Forecasting” 6

Choose Fiscal year “FY12 – NEW”, then click submit Accessing your FY12 data Within FAST 7

How to Use FAST

FAST includes only authorized benefited positions, both filled & vacant, on unrestricted funds (not grants and contracts). Please review your departments’ authorized positions FY12 Position Management Review 9

Click on Position Management Review Reviewing your FY12 Authorized Benefited Positions 10

Sample Report Dept InformationFunding InfoPosition InfoCurrent Employee Info Additional Info Not Shown on Screen Shot Above: Please scroll over to review the following Annual Salary; Allocated Salary; Allocated Projected Payroll; Weeks on Payroll; FTE; % FTE Allocated to Fund; Request Comments; Status 11

Key Definitions Base Salary – This represents the annualized salary of the position (Bi-weekly payroll multiplied by 26) - (Please see chart below in Red) Allocated Salary - This represents the amount of the budgeted salary of the position allocated to a specific funding source for that fiscal year. (Base multiplied by %FTE Allocated to fund) - (Please see chart below in Blue) Budgeted Salary - This represents the approved budgeted salary of the position for that fiscal year - (Please see chart below in deep red) DEPTIDDept NameFUNDFund NameACCTAcct NamePosn #Posn DescEmp # Emp Name Base Salary Allocated Salary Current Fiscal Year Weeks on PayrollFTE % FTE Allocated to Fund B Test VC Main Allot Salaries: Regular Test Position123456test75,00056,25080,

How Do I change the Position Management Review Criteria? For example: –You would only like to see certain funds on the screen –You would like to see only Authorized but Vacant Positions –You would like to see only one department 13

Change Review Criteria Click on “Show Options” 14

Enter New Criteria in any field you would like Step 1 - Type in criteria in field next to magnifying glass Step 2 – Click on green plus symbol Step 3 – Repeat Step one and two if you would like more than 1 search criteria Step 4 – Click on Execute Report Button 15

Click on “Edit your budget by Fund and/or Dept/College/VC Rollup add new position requests” Reviewing your FY12 Non-personnel Budget 16

How to select what Department Code you enter into FAST If you would like to look at on specific Department please put in the complete 9 Digits into the Field Marked Deptid. For example: Biology would be B If you would like to look at on all department ids that make up a Department please put in just the first 4 Digits into the Field Marked Deptid of the group you would like to look at For example: For Student Affairs and all of its sub departments you enter B0016. This will provide you anything starting in B0016 If you would like to look at a complete VC area or a college please put in you B9 level Information. For example: To see everything under athletics the B9 number is B If you need assistance finding your B9 number please contact the Analyst assigned to your areas in the Office of Budget & Financial Planning 17

Enter Department Code that you would like Step 1 - Type in criteria in field next to magnifying glass (the “B” is case sensitive and should be a capital “B”) Step 2 – Click on green plus symbol Step 3– Click on Execute Report Button 18

1 st Drill Down Screen This includes the following: 1) Two Years of Actuals 2) FY12 Base Budget Rolled up 3) New Strategic Request Rolled up 4) Reduction Scenario Rolled up 5) Click Here to Drill Down to next level FY10 includes encumbrances and actuals as of

2 nd Drill Down Screen Click on Which Fund You would like to work on 20

3 rd Drill Down Screen Click on Which Chartfield You would like to work on 21

4 th Drill Down Screen You will see two years of prior actuals and FY11 actuals plus encumbrances through

4 th Drill Down Screen Cont. Please see next page for more information about FY12 Base Budgets 23

FY12 Base Budget 24 FY12 base budget is pre-populated. FY12 base budget is FY11 spending plan adjusted to: Include annualized (12-month) cost of all authorized benefitted positions in the unit. You can find these positions listed in the position management part of FAST. Exclude all one-time FY11 expense allocations Exclude carry-forwards Exclude any transfers done since the start of FY11 Automatically calculate the fringe cost for authorized benefitted positions using the preliminary fringe rate of 33.25% and Health & Welfare rate of $27 per pay period.

How to Request New Strategic Resources

How to Request a New Position Please click on the Green Plus Symbol To get to this point in FAST, please review pages 10 – 15 of this job aid 26

Information Required to Request New Position Step 1. Enter Fund for new positionStep 2. Enter Department for new position Step 3. Enter Justification for new position 27

Information Required to Request New Position (Cont) Step 4. Enter new request Position title Step 5. In Request Type please select PAY – Payroll Step 6. Enter in FTE equivalent for this person 28

Information Required to Request New Position (Cont) Step 7 – Enter Number of weeks on payroll for upcoming year Step 8. Enter % FTE Allocation to this fund Step 9. Enter Requested Annual Salary Step 10. Alloc Projected Payroll will be auto calculated by system 29

Saving Data 1. If you would like to save and not add another position, please click Save 2. If you would like to save and add another position, please click Save & Add New. Then follow steps 1 – 10 again 3. To cancel this entry, please press Cancel 30

To return to your Authorized Benefited Position list, please click the Red X to close the submission request template 31

Step 1 - In the “New Strategic Reqs” Column please click on the zero within the account code where you would like to request the new resource. (For information about how to get to this point in the process, please review the “How to use FAST” section of this job aid on pages ) 32 How to Request New Non-Personnel Resources

2) Please enter in a description of your request. IE – travel for conference 3) Please enter in your request or change to the current request. 4) Click on Save & Close 5) Please use the DSU to provide supporting document (pages 42 – 48 of this job aid) 33

Please click on Refresh to see your new totals 34

Step 1 – Click on “View all transactions and add new items.” 35 If You Need to Add a New Account Code …

Step 2 – Click on the green Plus symbol located at the bottom left hand corner of the page. 36

Step 3 – Enter data into all areas marked with a red star 1) What series are you working in? FY11 Base, New Request, or Reduction Scenario 2) What is your account number you would like entered 3) Request / Justification Information 4) Request Type – Payroll or non payroll 5) Amount you are requesting - Disregard verbiage “ Base Salary “ if non payroll request 6) Click Save and then Red “X” to exit 37

How to put your unit’s 8% Reduction Scenario into FAST

Step 1 - In the “Reduction Scenario” Column please click on the zero within the account code where you would like to make the reduction. (For information about how to get to this point in the process, please review the “How to use FAST” section of this job aid on pages ) 39

2) Please enter in a description of your reduction. IE – travel for conference 3) Please enter in your amount of reduction (positive number). 4) Click on Save & Close 5) Please use the DSU to provide supporting document (pages 42 – 48 of this job aid) 40

Please click on Refresh to see your new totals 41

How To Add Documentation Within FAST Utilizing the DSU

How to provide supporting Documentation for Your Unit’s Budget Submission 43 Step 1. Please click on ZZ For new strategic requests, units must provide a written justification, including explaining how the new resources would advance UMass Boston’s strategic goals. Units must provide a description of the cuts they would make as part of their 8% reduction scenario, including the implications of the cuts on their programs and services.

Step 2. Click on “drilldown to detail” 44

Step 2 - Click on the paperclip to the left of the department number 45

3. Click on the Green Plus Symbol 4. Add any Comments you would like added about document 46

5. Click on “Browse” & add your document6. Click on Upload File 47

Completed File Upload 1. Upload File Review 2. You will notice a Red Star Next to the Paper clip. This means there is a document for review 3. To review the Document please click the red Star 48

Office of Budget & Financial Planning Contacts

Questions? Please contact the Office of Budget & Financial Planning to assist you. (Please refer to the list below to find your unit’s contact person) AreasOBFP Contact CollegesSean McInnis – CCDE, ITNeil Rosenburg – All other Academic Affairs, AthleticsDorothy Baxter – A&F, Enrollment Mgt, GRPA, Student Affairs, University Advancement Ron Bennett – Technical questions about FASTSean McInnis –