1. Introducing UAccess Planning
Adaptive Planning
Presented by Brian Berrellez

2. What will be discussed in this session?

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

4. What is UAccess Planning?

5. Planning UA Planning UAccess Planning Adaptive Planning Adaptive

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

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

8. Budgeting versus Planning

9. Three points to consider

10. Scope Approach Term

11. Scope Approach Term

12. Foresight versus sight

13. Foresight versus sight

14. Scope Approach Term

15. Strategy versus tactics

16. Strategy
Aspirations
Where
What
How

17. Strategy versus tactics

18. Tactics

19. Scope Approach Term

20. Short-term management versus long-term

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

22. Scope Approach Term Budgeting versus Planning

23. Budgeting

24. Budgeting

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

26. Budgeting

27. Planning

28. Planning

29. 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

30. Planning

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

32. Flexibility

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

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

35. We need to collaborate, but much resides in disconnected spreadsheets

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

37. UAccess Planning is like having shared spreadsheets in the cloud

38. Cloud-based means available anywhere

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

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

41. Spreadsheets are automatically connected to each other and to our systems

42. This means No more broken links or errors in spreadsheets

43. Spreadsheets are automatically connected to each other and to our systems

44. Reduce or end shadow bookkeeping

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

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

47. Part of a suite of tools

48. Planning Reporting OfficeConnect Planning for Excel Discovery

49. Planning Reporting OfficeConnect Planning for Excel

50. Planning

54. Planning Reporting OfficeConnect Planning for Excel

55. Reporting

56. More than just capturing information AP can report on that information

58. Planning Reporting OfficeConnect Planning for Excel

59. Office Connect

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

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

63. Planning Reporting OfficeConnect Planning for Excel

64. Planning for Excel

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

67. Planning Reporting OfficeConnect Planning for Excel

68. 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

69. The Budget (RBC) System

70. UAccess Planning does not replace the Budget (RBC) System

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

72. UAccess Analytics

73. UAccess Planning does not replace UAccess Analytics

74. 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

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

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

77. Bird’s Eye View
A Brief Introduction

78. Instances or Spaces

79. Planning Academic Grants

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

81. 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

82. Planning Academic Grants

83. Planning

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

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

86. 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

87. Planning Academic Grants

88. Academic

89. 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

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

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

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

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

94. Use drivers to estimate your revenues to provide better forecasting

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

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

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

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

103. Budget-to-Actuals analyses

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

106. Planning Academic Grants

107. Grants & Contracts

108. 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

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

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

114. More on this when we talk Reports

115. Review of Instances Planning Academic Grants

116. Structure

117. Instances Recap Sheets & Hierarchy (Levels) Reports

118. Instances Sheets & Hierarchy (Levels) Reports

119. Instances

120. Instances are separate spaces serving a particular audience or purpose

121. Instances Sheets & Hierarchy (Levels) Reports

122. Sheets & Hierarchy

123. Sheets are where you go to enter data

124. Sheets are specifically available to particular instances

125. Here’s the full screen when in a sheet

126. Enter information just like in Excel

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

128. Levels > Hierarchy > Organization > Accounts

129. Select your organization or account number

130. Instances Sheets & Hierarchy (Levels) Reports

131. Reports

132. Many reports will be available and you can build your own

133. Example of Available Balance by Object

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

139. Budgets by Fiscal Year and Org

141. Instances Sheets & Hierarchy (Levels) Reports

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

143. Support & Participation
Support Structure and Rollout Plans

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

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

146. planning.budgetoffice.arizona.edu

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

148. Developed with cross-campus collaboration

149. 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

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

151. Academic Affairs & Provost Budget Office

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

153. Who supports UAccess Planning?

154. Steering Committee

156. Core Project Team

157. Names

158. Core Project Team Includes Our Tech Team

159. Barry Brummund Zach Hoffman Seth Gilchrist

160. Additional Team Members for Academic & Auxiliary Development

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

162. Additional Team Members for Grants & Contracts Development

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

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

165. Already participating? Join the Adaptive Planning UAccess Community

166. UAccess Community > Forums > Budget > UAccess Planning

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

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

170. Want to Participate?
Point of Contact

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

172. Lisa Rulney lisa.rulney@arizona.edu

173. Recap

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

175. Questions?