1. Planning Matrix Step-by-Step Guide Office of Institutional Research

2. Agenda: 1.What is the Planning Matrix and its Relationship to SAP 2.The Difference Between the Five Planning and Budgeting Versions 3.How to Access Your Unit 4.How to Add New Capital, Operating, Personnel or Funding Activity 5.How to Edit/Delete Activities 6.How to Approve/Reject Activities 7.How to Submit Your Planning Matrix 8.How to View Different Versions of Your Planning Matrix

3. 1 - What is the Planning Matrix and its Relationship to SAP ?  The planning matrix is a web-based interface that contains information related to the planning and budgeting process.  Any unit that needs to increase their budget, transfer between cost centers or generate extra revenue must submit a planning matrix.  Only authorized users could access the planning matrix through: planning.aucegypt.edu  The planning matrix represents only requests, as for SAP; it represents the university’s actual budget.  At the end of the process, the approved planning matrix is automatically added to the unit’s base budget on SAP.

4. 2 - The Difference Between the Five Planning and Budgeting Versions  Version 5: Directors, Department Chairs (Submission Level)  Version 4: AVPs, Deans, Executive Directors  Version 3: Area Heads  Version 2: University Cabinet  Version 1: Board of Trustees (Approved Budget) The five planning and budgeting versions represent different levels of approval:

5. 3 - How to Access Your Unit 1.Access the planning matrix through: planning.aucegypt.edu 2.Authorization by AUC mail credentials 3.Choose the year you need to access. You will be able to view only reports for previous years, as for the current year, you will be able to submit, approve, reject…etc 4.Unit/s that you have authorization for will appear 5.Click on the unit’s name to enter your matrix

6. 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities 5.1 Capital activity 1.Enter the activity description 2.Choose the type 3.Specify for how many years do you need this activity 4.Enter the unit cost 5.Choose the currency 6.Enter the quantity 7.Choose the WBS code from the list 8.Click save

7. 5.2 Operating activity 1.Enter the activity description 2.Choose the type 3.Specify for how many years do you need this activity 4.Enter the cost 5.Choose the currency 6.No quantity to be specified 7.Choose the GL code from the list 8.Click save 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

8. 5.3 Personnel activity 1.Under the Small Personnel Activity Proposals table, click Add 2.Another page will appear where you could choose Overtime, Casual, Reclassification, Additional Assignment, scholarship or 2 nd assignment. Choose the needed personnel request 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

9. 3.Enter all the details that are enabled  Overtime, Casual and Additional Assignment: Enter the Fiscal Year/s, Amount, Currency and the Rationale for this Personnel Request  Scholarship: Enter the Fiscal Year/s and choose all the required data under scholarship data  Reclassification: Enter the Fiscal Year/s, Job Title/Level, New Job Title/Level, Employee Name and the Rationale for this Personnel Request  Second Assignment: Enter the Fiscal Year/s, Amount, Currency, Second Assignment Data and the Rationale for this Personnel Request 4.Click Save & Close 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

10. 5.4 Funding activity 1.Enter the activity description 2.Choose the funding type 3.Specify for how many years will you have this fund 4.Enter the amount 5.Choose the currency 6.Choose you GL code from the list (in case of income activity only) 7.Enter the cost center (in case of transfer activity only) 8.Click save 4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

11. 5 – How to Edit/Delete Activities 1.Update all the fields 2.Click Save  Edit  Delete 1.Click Delete

12. 6 - How to Approve/Reject Activities Only versions 4,3 and 2  For each single activity, click Approve or Reject buttons

13. 7 - How to Submit Your Planning Matrix  After finalizing your planning matrix, it should be submitted in order to move to the next step for approval

14. 8 - How to View Different Versions of Your Planning Matrix  In “My Units” page, click on View Report

15. 8 - How to View Different Versions of Your Planning Matrix

16. Thank you For more questions, please contact:  planning@aucegypt.edu planning@aucegypt.edu