Adaptive Planning: Moving Beyond the Fiscal Year AGA Southern Arizona Chapter November 8, 2017
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
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
Adaptive 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
Adaptive 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
Adaptive Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets
Adaptive 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
Adaptive Planning offers flexible budgeting and planning with collaboration in the cloud using system-connected spreadsheets
Spreadsheets are automatically connected to each other and to enterprise systems
This means No more broken links or errors in spreadsheets
Spreadsheets are automatically connected to each other and to enterprise systems
Reduce or end shadow bookkeeping
Adaptive 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
4 Year Plan Example
Grants Example
Main Campus and Institutional Commitment Example
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
KEY DELIVERABLE: Robust Planning/Forecasting Tool
S WHERE ARE WE NOW? SWOT ANALYSIS: Strengths Strength DATA!!! Lots and lots of data Strength Strong and Stable UAccess Systems Strength Corporate Knowledge of all UAccess Systems, including Analytics Strength Competence and Capabilities of UA Team that supports and uses UAccess
W WHERE ARE WE NOW? SWOT ANALYSIS: Weaknesses Weaknesses Weaknesses Only 2 fields in KFS to “tag” transactions: Project Code and Sub-account Weaknesses KFS is bound by the fiscal year - our activity is not Weaknesses No system for future year or project period projections
T WHERE ARE WE NOW? SWOT ANALYSIS: Threats Threats Hundreds of Supplemental/ Shadow Systems on Campus Threats Loss of time/$ manually consolidating data Threats No easy way to model potential future scenarios Threats Talented staff spend too much time on non-value-add activity, e.g., data entry
EXCEL is GREAT for… Analyzing static datasets Checking the integrity of raw data Conditional formatting: Data, Tables, and Charts Complex statistical analysis Flexible reports
EXCEL is Bad for… Collaborative Planning and Reporting Management Information Example: Unit Roll Up Reports Managing financial process workflow Nine Circles of Excel Hell (bold are the circles that impact this audience) 1) Oops: Excel is fragile 2) Crush: Huge pain to consolidate 3) Brain Drain: Waste of time and talent 4) Finger in the air: No good for real-time data 5) Import Duties: Hard to get data into Excel 6) Group Grope: Not a management information system 7) Flatland: Excel is 2-D 8) Whodunit: Impossible to tell where changes have been made 9) Global Challenge: multiple currencies difficult in Excel
WHERE ARE WE NOW? SWOT ANALYSIS: Strengths, Weaknesses, and Threats S W Strengths DATA!! Lots and lots of data Strong, Stable UAccess Systems Corporate Knowledge of Analytics and UAccess Systems Competence and capabilities of UA Team Weaknesses KFS is bound by the fiscal year KFS only has two fields to “tag” transcations: Project Code and Sub-Account No system to project future year revenue and expenses T Threats Hundreds of Supplemental/Shadow Systems Loss of time manually consolidating data No easy way to model potential future scenarios Talented staff spend to much time on non-value-add activity, e.g., data entry Consolidate data automatically Integrate with Streamline analytics and reporting
S W T O WHERE DO WE WANT TO GO? SWOT ANALYSIS: Opportunities Strengths DATA!! Lots and lots of data Strong, Stable UAccess Systems Corporate Knowledge of Analytics and UAccess Systems Competence and capabilities of UA Team Weaknesses KFS is bound by the fiscal year KFS only has two fields to “tag” transcations: Project Code and Sub-Account No system to project future year revenue and expenses O T Opportunities RCM has moved UA from an allocated budget model to an earned budget model, which allows units to project changes in budget based on changes in activity, many years into the future. Adaptive Planning offers a tool for the changing environment that can replace shadow system threats. Threats Hundreds of Supplemental/Shadow Systems Loss of time manually consolidating data No easy way to model potential future scenarios Talented staff spend to much time on non-value-add activity, e.g., data entry Consolidate data automatically Integrate with Streamline analytics and reporting
Adaptive Planning ADVANTAGES Consolidate data automatically Share information from anywhere Scenario modeling and What-if analyses are EASY Streamline analytics and reporting Defense against breakages Ability to track system changes Financial process workflow
HOW DO WE GET THERE?
INTERESTED? WANT MORE INFORMATION? At UA: Join the Adaptive Planning UAccess Community Other Organizations: Lisa.Rulney@Arizona.edu