RAPS Budgeting User Forum May 13, 2013

RAPS Budgeting User Forum  Welcome  Announcing the Budgeting Advisory Committee  FY14 Budget Cycle Feedback  FY15 Budget Cycle Objectives  Work in Progress  Next Steps and Wrap Up  Questions

RAPS Budgeting Advisory Committee  Purpose of committee: o To provide input concerning prioritization of work, including fixes and enhancements o To solicit input from peers o To provide feedback to peers o To participate in testing, enlist others for testing  Meets monthly, more often as needed  Membership consists of on-going and rotating members

RAPS Budgeting Advisory Committee Members On-going Members University Accounting – Eva Ostrow CFU Departments – Debbie Vasel Medical School Finance – Jim Mueller Internal Medicine – Chris Adkins Arts & Sciences – Larry Kuykendall RAPS Budgeting Project Manager – Pam Fournie Rotating (1 or 2 year term) Preclinical Department – Cherie Moore, Genetics Clinical Departments (2) – Heather Shaw, Ophthalmology & Teresa Goatey, Anesthesiology Danforth Campus Schools – Michael Genthon, Engineering Additional Project Representatives RAPS, Jean Shuler IS&T, Craig Schaefer

FY14 Budget Cycle Feedback  Overall experience varied depending on size of department, timing of input and rework required  Top 3 reported issues o Performance o Reports o Validations

FY15 Budget Cycle Objectives  Objectives o Improve user experience including performance and navigation o Improve the validation of data  Priorities to Accomplish Objectives o Performance improvements without giving up functionality – may need to make compromises o Provide tools to improve validity of data, which will include:  Availability of former reports  Additional views in the model to review data  Possible edits in the model where possible – need to watch for performance effects o To provide training, budgeting aids and direction, such as When should I run the process buttons? Are my allocations in balance?

Work in Progress Preview  Budget Input Selection Prompt Changes  Compensation Budgeting to Revenue and Expense Balancing  Removing the dddd Generic Substitution and Simplifying logic in Compensation Budgeting  Margin Entries

Budget Input Selection Prompt Changes Drop down for real fund Drop down for aggregate Scroll bar is at bottom and no white space displays. Filters based on applicability. Specific Purpose Example Can Still Use Function Detail button.

Compensation Budgeting to Revenue and Expense Balancing  Use the CB to RE Balancing button to see if Compensation Budgeting dollars are reflected in the Revenue and Expense model.  Answers the question of do I need to Import CB data or not.  Running in about 18 seconds during test scenarios when run for a larger division.  In preliminary testing this report doesn’t appear to impact on-line entry or other processes.  Could potentially offer to run at higher levels in the organization.

Removing the dddd Generic Substitution and Simplifying Logic  Less logic at time of running Source to Sourced Budget process.  No need to apply security to the newly created generic during the process. Result: Preliminary testing shows a dramatic improvement in processing time. Even better when generics are involved. Dddd has been replaced with dept number.

Margin Entries  A template will be put in place showing the proper treatment for various sub class/objects.  Section 1 is an example of how it will look in the model.  Section 2 is the key to the mapping.

More Work in Progress  New Job Role for Clinical Fellows  GSSP and NGOV rules  PRB Tower Report – in testing at Medical School  Adding Fund Category to the Revenue and Expense Departmental Budget Analysis Report  Several former reports currently in testing  More to come…

Next Steps and Wrap Up  Slides will be posted on the RAPS web site raps.wustl.edu  Budgeting Advisory Committee meeting notes will also be posted on the website  We will be moving to two Forums a year – May and September