1. FY 2020 PhaseII Budget Process
May 20, 2019

2. FY 2020 Phase II Budget Process
Timeline
Position Budgeting Application
Workday Merit
Reporting
Questions

3. Timeline May 10th – Data loaded to PBA
May 20th – June 3rd – Phase I Lump Sum FAMIS Entry
June 17th – Departmental Access PBA
July 8th – Phase II Begins
FAMIS budget module opens
Nightly feed from PBA to FAMIS begins

4. Timeline July 22nd – Workday merit process initiated
July 29th – Workday merit process launched
July 26th – Closing date for PBA
July 30th – Last day for FAMIS budget module entry
August 8th – Last day for Workday merit entry
August 15th “Goldplate” locked
August 26th – Phase II budget finalized

5. Position Budgeting Application
The Position Budgeting App (PBA) allows users to prepare Workday costing allocations and FAMIS encumbrances for new fiscal year processing. Additionally, this application passes data to the Data Warehouse to allow for the creation of budget reports in Business Objects
Last year the tool was used in conjunction with the Workday merit module and the constant changing of data between the two created challenges with reporting. The main goal for FY 20 was to have access to data which could be manipulated by users and create a salary report which was most relevant for the budget.
Salary and costing information from Workday was imported into the PBA on May 10th. The data will not be loaded again and will be the starting point for users.
PBA is adloc driven and individual colleges and divisions are making the decision whether to handle centrally or push out to departments Workday will be handled at a high level in each college/division

6. Position Budgeting Application
The Position Budgeting application takes a snapshot of data from Workday on a specific date (May 10th) to allow budget planning for the upcoming fiscal year. This snapshot reflects the compensation of each employee as of that date. Therefore, any compensation changes made in Workday after the snapshot date are not reflected in the Position Budgeting application.
HR Partners and Merit Partners can use the Compensation Changes report to audit and identify any employees who had a compensation change after the snapshot date. This will help as a quick check and balance when you are comparing data in Workday and the data in your Position Budgeting application.
Salary and costing information from Workday was imported into the PBA on May 10th. The data will not be loaded again and will be the starting point for users.
PBA is adloc driven and individual colleges and divisions are making the decision whether to handle centrally or push out to departments Workday will be handled at a high level in each college/division

7. PBA Update Change position information Change salary information
Add Merit, Other Adjustments, Promotion
Vacate positions
Add new positions
Include/Exclude from budget

8. PBA Costing Allocations
Costing allocations are the only changes in the PBA which will feed back to Workday. All other changes must be processed as usual in Workday.
If the last costing interval in Workday contains an end date, the costing allocation loaded to the PBA will reflect the default account.
The last interval for all costing allocations in the PBA must be open ended
Quick Demo using a vacant position –

9. Workday Merit New Features
Additional jobs
Rounding Rules
New Merit Partner Role
New Report showing greater than 500 employees – Complete “In Progress Merit Review Process - Search Employees”
Additional jobs will not be rolled into the merit grid
For hourly employees – hourly rate will be rounded to 2 decimals which may then change the %
Merit will be rolled out to the merit partner NOT the manager

10. Workday Merit Merit Partners roles will have access to enter merit
Users should utilize the Data Warehouse reports generated using PBA data to enter Workday merit
Merit Partners should monitor awards entered using the custom Workday report, “In Progress Merit Review Process – Search Employees” to audit merit awards
Decisions for merit partner roles have been decided for the colleges and administrative units.
PBA will feed the Data Warehouse to create salary budget reports
Work period changes/promotion/reclassification/comp change only – all can be handled while Workday merit is occurring without having to remove the individual from the merit grid in Workday. The merit will be stripped

11. Change Impacts During Merit
Type of Change
Before Initiation
After Initiation
Not Launched
After Launch
But Not Finalized
Finalized
Before Effective Date
(Warning Period)
After Effective Date 
New Hire
No Impact
Termination
Termination Rule will remove the employee
Work Period Changes / Promotion / Reclassification / New Manager
No impact
NEW RULE: Grid is updated and award entered is zeroed out
Merit Grid values take precedence on effective date
Compensation Change only
One-Time Payment
This table shows different type of events that can occur on the left side, and merit stages in the top column.
The larger period is after launch and before finalizing Merit. In this period (third column), the NEW RULE will facilitate these parallel events to work together with Merit Process in progress.

12. Reports 901 Salary Report Other Salary Reports
Error reports within the PBA application
Workday Reports (only available to HR Partner or Merit Partner)
In Progress Merit Review Process – Search Employees to audit merit awards during merit entry
Compensation Changes Report – use to verify merit and promotion awards after merit is finalized
- We will schedule the reports from the Data Warehouse as soon as they are available
- Workday reports should be used to audit and verify the data between Workday and the PBA

13. Additional Training
Open lab time will be scheduled in the GSC for anyone wanting more hands on instruction once the applications are “live” in production
- We will schedule the reports from the Data Warehouse as soon as they are available
- Workday reports should be used to audit and verify the data between Workday and the PBA

14. Questions -

15. Contacts Hotline: 845-8145 E-mail: budget@tamu.edu
Website: budget.tamu.edu
Mark Herzog
Shelly Janac
Tracy Foster
Katy Pleasant
Deborah Wright

16. Thank You & Happy Budgeting
The Office of Budget & Planning