FY13 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 26 – How to Make a New Strategic Resource Request –Request a new Authorized Benefited Position (Starts Page 30) –Adding a new account code to charge to in FY13 (Starts Page 37) Page 34 - How to put your unit’s 8% Reduction Scenario into FAST Page 45 – How to add supporting documents to FAST utilizing the DSU Page 52 – 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 “FY13 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 FY13 Data Within FAST In the upper right side of the screen select “Budget and Forecasting” 6

Choose Fiscal Year “FY13 – 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 FY13 Position Management Review 9

Click on Position Management Review Reviewing your FY13 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

Review your Non Personnel Budget 16

Click on “Edit your budget by Fund and/or Dept/College/VC Rollup add new position requests” Reviewing your FY13 Non-personnel Budget 17

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. 18

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 19

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 21

3 rd Drill Down Screen Click on Which Chartfield You would like to work on 22

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

4 th Drill Down Screen Cont. – View Please see next page for more information about FY12 Base Budgets 24

FY13 Base Budget 25 FY13 base budget is pre-populated. FY13 base budget is FY12 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. Excludes all one-time FY12 expense allocations Excludes carry-forwards Excludes any transfers done since the start of FY12 Automatically calculates the fringe cost for authorized benefitted positions and the Health & Welfare rate

How to Request New Strategic Resources

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 ) 27

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 45 – 51 of this job aid) 28

Please click on Refresh to see your new totals 29

How to Request a New Authorized Benefited Position Within FAST

Please click on the Green Plus Symbol To get to this point in FAST, please review pages 10 – 15 of this job aid 31

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 32

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 33

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 34

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 35

Once you have clicked Save and want to return to the main roster grid to verify this position, please click the Red X to close the submission request template 36

Adding a New Account Code for Expenses in FY13

Step 1 – Click on “View all transactions and add new items.” 38

Step 2 – Click on the green Plus symbol located at the bottom left hand corner of the page. 39

Step 3 – Enter data into all areas marked with a red star 1) What series are you working in? FY12 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 40

How To Identify a Reduction Scenario Request

Step 1 - In the “Reduction Scenario” Column please click on the zero within the account code you would like to make the reduction at. (To get to this page please review the “How to use FAST section of this job aid on pages ) 42

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 45 – 51 of this job aid) 43

Please click on Refresh to see your new totals 44

How To Add Documentation Within FAST Utilizing the DSU

How to provide supporting Documentation for Your Unit’s Budget Submission 46 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” 47

Step 2 - Click on the paperclip to the left of the department number 48

3. Click on the Green Plus Symbol 4. Add any Comments you would like added about document 49

5. Click on “Browse” & add your document6. Click on Upload File 50

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 51

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) 53 AreaOBFP Contact Colleges, University AdvancementKirsten Rutkowski CCDENeil Rosenburg Student AffairsJessica Patalano A&F, Enrollment Management, ChancellorTiwonge Mhango All Other Academic Affairs, AthleticsJames Halloran GRPARon Bennett Technical questions about FASTSean McInnis