REPORTING, ANALYSIS AND PLANNING SYSTEM RAPS Budgeting User Forum October 20, 2011

A GENDA  Welcome  FY13 Budget News  Deployment Schedule & Budgeting Tips – Jean Shuler  Fall Planning model – Eva Ostrow  Training options – Eva Ostrow  Results from Performance Tests – Pam Fournie  Budgeting Reports –Kristen Singer  Reports to run before the load, during the cycle  Update from Budgeting Reports Focus Group  Simplifying the Compensation Budgeting Model for FY14 – Jean Shuler  Wrap up - Pam Fournie 2

FY13 D EPLOYMENT 3  CB models are fully loaded and integrated with GO and SP using job appointments as of end of September.  CB is updateable for CFU Facilities.  Other CB apps/nodes are read only.  GO and SP apps are currently live and updateable.  Monthly loads of YTD data will occur for the GO and SP models after each month is closed in FIS.  Although CFU nodes are available, the base budget will not be set until January.

FY13 D EPLOYMENT S CHEDULE 4 Nov 10Monthly update of actuals to General Operating and Specific Purpose models Nov 23 Deadline for new accounts (FIS Profiles) Dec CB apps for Danforth Schools Dec 12Monthly update of actuals to General Operating and Specific Purpose models Dec 27Deadline for new accounts (FIS Profiles) Jan 13Monthly update of actuals to General Operating and Specific Purpose models Jan 19CB, GO, and SP available for CFU with base and guidelines set

FY13 B UDGETING T IPS 5  If using a different PC than last year, the java component will need to be downloaded. Instructions are on the home page of RAPS.wustl.edu.  Log into Budgeting models a few days before you need to use it.  New access or changes to security forms should be mailed or faxed to RAPS Support as soon as possible.  Limit the number of other applications open while in RAPS Budgeting.  Internet Explorer v9 is not supported.

FY13 F ALL P LANNING M ODEL  The Fall Planning model using upgraded software will be available by November 4 th. This will be a pilot year.  The model is available at the school level.  Guidelines will be entered in the model by School Analysts.  The user will be able to enter assumptions, initiatives, and versions. You’ll be able to turn initiatives on and off when reviewing results.  Reporting is real time. 6

FY13 T RAINING  What’s New in FY13 training?  Workshops where RAPS team members will be available on-site in department central areas to work with users.  Scheduled one– on– one training at users desk.  Compensation Budgeting and Revenue & Expense classroom training will be available if there are significant numbers of new model users.  A reference document will be offered on-line with an overview of new model features and functionality. 7

P ERFORMANCE FY12 Performance Issues  Model opens extremely slowly or doesn’t open - Speed of opening models depends on node size (i.e. how many employees in a group), PC specifications, and other applications running on PC  Server locks up – issues experienced during last budget cycle have been resolved  Saves are extremely slow – Significant improvements have been made  Moving around the model is slow – This is resolved  Error messages – Most have been resolved. You will still receive the message ‘The application definition has changed on the server’. 8

P ERFORMANCE T ESTING Two tests were performed:  Pretest with a small group of 12 on 9/1/11 Overall experience was rated 1 excellent, 10 good and 1 poor. Went onsite to address poor rating. Good feedback was received from this test which was incorporated into test 2.  University Test, all budget users invited, total 21 participants on 9/14/11 9

S URVEY R ESULTS What was your overall experience with how the models performed? Response % Response Count Excellent 28.6% 6 Good 61.9%13 Fair 4.8% 1 Poor 4.8% 1 21 Was the performance noticeably better than the FY12 models? Response % Response Count Yes 47.6% 10 No 9.5% 2 Not Sure 41.9%

FY13 R EPORTS Report to run before budget cycle begins – before CB data loaded into model  Salary & FTE Exception report Report to run at the beginning of your budgeting cycle  HR Data Changes  Salary Budgeting Worksheet  Variance Job by Employee Reports to run during your budget cycle  Last Update by Node To assist with data entry  New Job Listing Report  Exclude from Budget Listing  Validation Report 11

12 The difference between a Model Report and a Financial Report can be seen in the table below. Employee is appointed in Department 0001, but is sourced 25% to a grant in Department Select a CB Model Report and/or a Financial Report to review data entry or keep for records FY13 R EPORTS

13 Select One Model Report & One Financial Report Model Financial Source Detail by NodeSource Detail by Dept-Fund Salary Budgeting WorksheetSource Detail by SubClass Proposed Job Salary & Fringe Source Detail by Employee Reports to Reconcile to CB and R&E CB- Source Detail by SubClass RE – Reconciliation to Compensation Budgeting * FY13 R EPORTS *Coming soon

FY 13 R EPORTS 14 Revenue & Expense Reports Select One Departmental Budget Analysis Report NY Budget Submission Analysis CFU Budget Template AFTER the Budget Cycle is Closed Compensation Budgeting Variance Reports Variance Compensation Variance Other Earnings Variance Salary & Other Earnings by SCOB or Object Group

R EPORTS 15 Budgeting Reports Focus Group  Report Enhancements  CB Reports Manual Updates – located on the bottom of the Compensation Budgeting Page  Quick View of CB reports  FY14 Priority for Real Time Reports

FY14 R EPORTS 16 Priority Report NameReport Type# of Runs *CB - Source Detail by Dept-FundCB Financial11731 *Departmental Budget Analysis ReportRE10672 AIS budget has been added here as well as increased functionality *CB - Source Detail by EmployeeCB Financial6513 *CB - Source Detail by NodeCB Model5814 *CB - Salary Budgeting WorksheetCB Model2095 *CFU Budget Template ReportRE5416 *Tower ReportRE2867 *Compare Proposed FY OBUD to Current FY OBUDRE2348 *CB - Salary Change AnalysisCB Model2119 These two reports are going to be combined *CB - Salary Reason PercentagesCB Model879 *CB - Source Detail by SubClassCB Financial16410

F OCUS GROUPS Simplifying the Compensation Budgeting Model  Keep Monthly Budget tab features for Compensation, Other Earnings, and Fringe.  Continue using valid accounts for selection on the Source tab and add additional slots.  Consider removing Budget by Job tab if Source tab can handle adding fringes. Fringes by source should be readily accessible.  Try combining Aggregates and Monthly Budget – Aggregate tabs. Add ability to source to more than one LC-Dept-Fund per Aggregate slot.  Subclass offers more advantage than Dept-Fund regarding totals displaying within a node. If there is cross-sourcing then the Sourced Budget tab is not a complete picture.  Provide easier identification of incomplete sourcing than is currently offered on the Budget Recap tab. 17

F OCUS GROUPS Simplifying the Compensation Budgeting Model - continued  Keep Assumptions tab and enhance with annual amounts, actual and estimate amounts for Social Security. Consider offering ability to add department specific assumptions.  Continue offering ability to add new LC-Dept-Funds for General Operating and Carry Forward funds (New LC-D-F tab)  Keep ability to budget true July compensation increases (Salary Planning)  Add zero standard-hour employees offering mechanism to budget by rate and number of hours while comparing to last year’s pay.  Offer a tab for Non-track jobs that is based on slots instead of names as the dimension. Data would come from previous budget, not current HRMS. 18

W RAP U P  Next meeting – third week of January, 2012  Send proposed agenda items to  Q&A 19