1. INNOVATIVE THINKING FOR THE REAL WORLD UCLan Planner Challenge February 2015

2. INNOVATIVE THINKING FOR THE REAL WORLD Background University has devolved budgets Income £203m, Expenditure £188m, Staff >2300, >26K Students 4 Colleges, 15 Schools, with 7 Academic Support and 7 Support Services. 557 account codes and 1891 project codes Agresso in place since 2000. 3 Staff maintain & develop Agresso 2 Central Accountants liaise with Schools & Services Business Partners on Budgets.

3. INNOVATIVE THINKING FOR THE REAL WORLD Planner Implementation Team set up in September 2008. Current systems/processes were documented. All Budgets/Reports excel driven. Planner Training & Consultancy Nov-Feb 2009 Example Base Budget in Planner March 2009 Training Users July 2009 Went live August 2009 with 2009/10 Budgets

4. INNOVATIVE THINKING FOR THE REAL WORLD The Budget Process The annual budget runs from 1 August to 31 July. Base Budget calculations take place in excel. The Base Budget is signed off in June and input into Agresso during July using post back. Budget adjustments take place throughout the year leading up to the Revised Budget in January. Budget adjustments continue to the close of year end. Throughout the year Business Partners for Schools and Services make virements and amend profiles.

5. INNOVATIVE THINKING FOR THE REAL WORLD Planner Elements Involved Timeframes Versions Batches Transaction Entry Screens Transactions

6. INNOVATIVE THINKING FOR THE REAL WORLD Planner Set up Created Timeframes

7. INNOVATIVE THINKING FOR THE REAL WORLD Planner Set up Created Timeframes

8. INNOVATIVE THINKING FOR THE REAL WORLD Planner Setup Created Versions, linked to timeframes.

9. INNOVATIVE THINKING FOR THE REAL WORLD Versions

10. INNOVATIVE THINKING FOR THE REAL WORLD Planner Setup Created Batches per Schools/Services

11. INNOVATIVE THINKING FOR THE REAL WORLD Planner Setup Created General Transaction Entry Screens.

12. INNOVATIVE THINKING FOR THE REAL WORLD Excelerator Reports Footprints (School/Service Management Reports) Can be run by Business Partners Detail on different tabs Summary, Work order, Income, Non-pay, Pay, Travel

13. INNOVATIVE THINKING FOR THE REAL WORLD Example Footprint

14. INNOVATIVE THINKING FOR THE REAL WORLD Example Footprint Summary The new

15. INNOVATIVE THINKING FOR THE REAL WORLD Monthly Performance Report

16. INNOVATIVE THINKING FOR THE REAL WORLD Reports under development Statutory Accounts by Budget and Forecast. External Funded Projects Budgets

17. INNOVATIVE THINKING FOR THE REAL WORLD Planner Benefits Post back is quick and easy. Flexible reporting Avoids Duplication

18. INNOVATIVE THINKING FOR THE REAL WORLD Planner Disadvantages Transaction entry screens slow. Users/Business Partners not trusting or wanting to change Many Balance tables to update each month

19. INNOVATIVE THINKING FOR THE REAL WORLD Wish list Statutory Accounts with Budget/Actual and Forecast Reports. Business Partners embracing Planner. Planner calculating the budget for us.

20. INNOVATIVE THINKING FOR THE REAL WORLD ANY QUESTIONS? Alternatively you can email questions, feedback and/or suggestions to: jpennington@uclan.ac.uk jpennington@uclan.ac.uk