Introducing UAccess Planning Adaptive Planning Presented by Brian Berrellez

What will be discussed in this session?

What is UAccess Planning? Budgeting v. Planning The Adaptive Suite Our Current Systems A Bird’s Eye View Instances Structure Support & Participation

What is UAccess Planning?

Planning UA Planning UAccess Planning Adaptive Planning Adaptive

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

Budgeting versus Planning

Three points to consider

Scope Approach Term

Scope Approach Term

Foresight versus sight

Foresight versus sight

Scope Approach Term

Strategy versus tactics

Strategy Aspirations Where What How

Strategy versus tactics

Tactics

Scope Approach Term

Short-term management versus long-term

Short-term versus long-term management 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Short-term versus long-term management

Scope Approach Term Budgeting versus Planning

Budgeting

Budgeting

tells you where you are today, Budgeting tells you where you are today, assists with tactics of money management, maintains short-term financial health

Budgeting

Planning

Planning

tells you where you are going, assists in strategy with resources, Planning tells you where you are going, assists in strategy with resources, empowers long-term financial goals

Planning

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

Flexibility

Flexibility means we are nimble: able to quickly change and collaborate in order to strategically progress and grow

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

We need to collaborate, but much resides in disconnected spreadsheets

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

UAccess Planning is like having shared spreadsheets in the cloud

Cloud-based means available anywhere

empower collaboration, keeping teams on the same page Sharing abilities empower collaboration, keeping teams on the same page

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

Spreadsheets are automatically connected to each other and to our systems

This means No more broken links or errors in spreadsheets

Spreadsheets are automatically connected to each other and to our systems

Reduce or end shadow bookkeeping

UAccess Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets

An entire platform of tools The Adaptive Suite An entire platform of tools

Part of a suite of tools

Planning Reporting OfficeConnect Planning for Excel Discovery

Planning Reporting OfficeConnect Planning for Excel

Planning

Planning Reporting OfficeConnect Planning for Excel

Reporting

More than just capturing information AP can report on that information

Planning Reporting OfficeConnect Planning for Excel

Office Connect

Doesn’t just operate through the website It can connect with Microsoft Office

This fuels your spreadsheets, documents, and presentations with information from all that has been captured by AP

Planning Reporting OfficeConnect Planning for Excel

Planning for Excel

Doesn’t just operate through the website You can enter information to AP through Excel and vice-versa

Planning Reporting OfficeConnect Planning for Excel

UAccess Planning will work in concert with our other UAccess systems Our Current Systems UAccess Planning will work in concert with our other UAccess systems

The Budget (RBC) System

UAccess Planning does not replace the Budget (RBC) System

The Budget System will still be the final System of Record for budgets UAccess Planning will serve as a supportive mechanism for units

UAccess Analytics

UAccess Planning does not replace UAccess Analytics

UAccess Analytics will always provide more detail and serve as the primary System of Record UAccess Planning will provide additional information like commitments, plans, grant periods, and other adjustments

UAccess Planning does not replace any other official system in any way It provides a supplemental collaborative space for more localized reporting

What is UAccess Planning? Budgeting v. Planning The Adaptive Suite Our Current Systems A Bird’s Eye View Instances Structure Support & Participation

Bird’s Eye View A Brief Introduction

Instances or Spaces

Planning Academic Grants

Primary Goals for All Instances Flexible tracking and reporting Planning and encumbrances beyond the fiscal year for operations and personnel Forecasting and projections

Advantages for All Instances Budgeting in UAccess Planning is like sharing your Excel spreadsheets to collaborate as a team while having data from UAccess automatically included

Planning Academic Grants

Planning

Primary Goals Institutional sight and foresight on all funds budgets and drivers Baseline for multi-year plans and reviews Cross-campus standard

The Planning instance is used for the Multi-Year Planning process guided by the Budget Office

Advantages Stay on the same page with the Provost Maintain a high level view of your units Be able to have high-level cross-campus discussions

Planning Academic Grants

Academic

Primary Goals All funds budgeting and forecasting of revenues and expenses Entry and tracking of planned expenses, planned personnel, and commitments Budget-to-Actuals using all data sources

The Academic instance is used for budgeting and forecasting for academic departments and colleges

Budgeting in the Academic instance does not replace the Budget (RBC) System

Advantages Report anywhere Use Drivers Modify your balances Plan ahead Flexible Hierarchy

The detail of your budgets is always available anywhere and is reportable

Use drivers to estimate your revenues to provide better forecasting

Drivers such as those in RCM that affect how much revenue RCUs (colleges) may receive

Use your “planned expenses” or “commitments” to affect your bottom line balances

Plan for future employees, changes to existing employees, and forecast with confidence

Flexible hierarchy allows divisions within departments Budgets and expenses by Project Code, Subaccount, or Unofficial Org

Budget-to-Actuals analyses

Recap on Advantages of Academic Instance Report anywhere Use Drivers Modify your balances Plan ahead Flexible Hierarchy

Planning Academic Grants

Grants & Contracts

Primary Goals Bridge pre-award and post-award by inputting budget results from pre-award Planned expenses and personnel and encumbrances beyond the fiscal year Reports by grant periods/years

Advantages The Grants & Contracts instance has many of the same advantages as the Academic

Primary Advantage Driven by your Grant’s budget periods and years, not the standard fiscal year

More on this when we talk Reports

Review of Instances Planning Academic Grants

Structure

Instances Recap Sheets & Hierarchy (Levels) Reports

Instances Sheets & Hierarchy (Levels) Reports

Instances

Instances are separate spaces serving a particular audience or purpose

Instances Sheets & Hierarchy (Levels) Reports

Sheets & Hierarchy

Sheets are where you go to enter data

Sheets are specifically available to particular instances

Here’s the full screen when in a sheet

Enter information just like in Excel

You can expand or narrow the amount of data/rows in a sheet by selecting particular orgs or accounts

Levels > Hierarchy > Organization > Accounts

Select your organization or account number

Instances Sheets & Hierarchy (Levels) Reports

Reports

Many reports will be available and you can build your own

Example of Available Balance by Object

Flexibility allows reporting by your grant years or periods or by the standard fiscal year

Budgets by Fiscal Year and Org

Instances Sheets & Hierarchy (Levels) Reports

What is UAccess Planning? Budgeting v. Planning The Adaptive Suite Our Current Systems A Bird’s Eye View Instances Structure Support & Participation

Support & Participation Support Structure and Rollout Plans

Find More Information: Website A Little About Development Who Supports Planning Get Support

Find More Information: Website A Little About Development Who Supports Planning Get Support

planning.budgetoffice.arizona.edu

Find More Information: Website A Little About Development Who Supports Planning Get Support

Developed with cross-campus collaboration

College of Engineering Eller College of Management Office of Global Initiatives College of Agriculture & Life Sciences College of Education College of Humanities College of Science

Residence Life University of Arizona Bookstores College of Medicine – Tucson College of Medicine – Phoenix Cancer Center College of Nursing RDI Business Center

Academic Affairs & Provost Budget Office

Find More Information: Website A Little About Development Who Supports Planning Get Support

Who supports UAccess Planning?

Steering Committee

Core Project Team

Names

Core Project Team Includes Our Tech Team

Barry Brummund Zach Hoffman Seth Gilchrist

Additional Team Members for Academic & Auxiliary Development

Susan Richards Toni Alexander Brian Pierson Nicholle Zarkower Sylvia Xu Ginger Rogers Judy Apostolik

Additional Team Members for Grants & Contracts Development

Carol A Evans Chris Duggen Dorothy Ashton Jason Von Fange Norma Montano Margo Sallet Nancy Ramos

Find More Information: Website A Little About Development Who Supports Planning Get Support

Already participating? Join the Adaptive Planning UAccess Community

UAccess Community > Forums > Budget > UAccess Planning

forums. community. uaccess. arizona forums.community.uaccess.arizona.edu/ c/uaccess-budget/uaccess-planning

Find More Information: Website A Little About Development Who Supports Planning Get Support Not participating?

Want to Participate? Point of Contact

We’re still in the pilot phase, so participation is limited You can request to join!

Lisa Rulney lisa.rulney@arizona.edu

Recap

What is UAccess Planning? Budgeting v. Planning The Adaptive Suite Our Current Systems A Bird’s Eye View Instances Structure Support & Participation

Questions?