1. Budget Planning
FY19 Budget

2. Budget Planning AGENDA Introductions (5 min)
Budgeting Overview (15 min)
Home Page (5 min)
Setup Module (15 min)
Funding Module (10 min)
Q&A (5 min)
Labor Module (10 min)
Budget Module (15 min)
Reports and Resources (5 min)
Open Lab (30 min)

3. Budgeting Overview H&S utilizes a “fund transfer” model
Budget and record “operations” expenses in operating accounts
Transfer funding to operating accounts

4. Budgeting Overview Use a common definition of “operations”
Operations include expenditures that:
support research & teaching goals
occur on a regular or periodic basis
are essential to the department’s proper functioning
are managed by the department/program
Operations exclude expenditures that:
support individual faculty’s research
are true one-time expenditures
are funded by grants and contracts

5. Budgeting Overview When projecting expenditures consider:
historical data
incremental activities
strategic initiatives
cost rise
When projecting available funding consider:
current year-end funding requirements
Dean’s Office allocations (base, incremental, one-time, commitments)
other transfers in (revenues, gift receipts, endowment payout, external support)
transfers out to other units

6. BPS Overview Your budget process will be the same as last year
Finance will consolidate and upload to Tidemark and Oracle

7. BPS Overview Authority based system
Historical information provided as background
Staff salaries integrated into budget system
Budgeting by PTA
Summary page of expenses where funding is allocated across PTAs
Ability to budget mid-year funding commitments (optional)

8. System demo

9. Home Page Select your department or program from the drop down list
Access the modules (Setup, Funding, Labor, Budget)
Announcements
Calendar
Reports
Links (includes current Planning Assumptions job aid)
Help

10. Setup Module For most units this is a one-time setup
PTAs are populated from Oracle
There are four tabs in the Setup module
OB PTA Setup
Restricted PTA Setup
External PTA Setup
Budget Projection Setup

11. OB PTA Setup Determine which PTAs to budget and which to inactivate
Warning flags at the right suppress the ability to inactivate some PTAs that are in use

12. Restricted PTA Setup
Inactivate PTAs not used to support the operating budget
Selected PTA attributes are displayed for your reference
Project name
Award Purpose
Reserve status
Fund Authorization is available

13. External PTA Setup
Set up PTAs that are external to your unit that will be used to support your operating budget
Not a commonly used function
Useful for funding units under a common “umbrella” organization

14. External PTA Setup
New
In the Setup module, External PTA tab, users will no longer be able to enter an OB PTA from other H&S departments/programs. This limitation will not allow a department to initiate the use of OB funding from another department or program to fund their operating budget. If a department should receive funding from another department’s OB, the owning department must initiate the transfer using the Fund Transfer section on a PTA Budget page.

15. Budget Projection Setup
Select projection methods for current fiscal year and budgeted fiscal year
Projection totals will display in Budget module
Projection methods and projection totals can be adjusted in the Budget module

16. Funding Module
Displays the unit’s available funding for your operating budget expenses
There are four tabs in the Funding module
Base Allocation
9/1 Commitments
Mid-Year
Restricted

17. Base Allocation
Displays current fiscal year and budgeted fiscal year Dean’s Office funding allocation
Includes funding categories and calculations
Provides incremental base funding detail

18. 9/1 Commitments
Lists all 9/1 HandSOn commitments to your operating budget
PTAs on commitment record determine where the funding will appear on the Budget OB Summary
Magnifying glass icon displays HandSOn description & line item note

19. Mid-Year
Lists all mid-year HandSOn funding commitments to your operating budget
Users may select commitments to include in budget
Magnifying glass icon displays HandSOn description & line item note

20. Restricted
Displays funds from the Restricted PTA Setup tab in the Setup module
Allows users to project current fiscal year balance and funding available for the budget year
Sorting top
Selected PTA attributes are displayed for your reference

21. Budget Planning System
Questions?

22. Labor Module Displays staff salaries and budget distribution
Staff salaries are provided by HR
Initial labor distribution information is as of 5/22
There are two or three tabs in the Labor module
Employees
OB Summary
Bargaining Unit

23. Labor Module
New
In the Labor module Employees and OB Summary tabs, additional labor schedules can be added using any Stanford PTA – both inside and outside of H&S. In the prior budget cycle, available PTAs were limited, but in the upcoming budget cycle any PTA may be used. Note that labor schedules added to PTAs outside of H&S will not actually change the other school’s budget.

24. Employees
This is a “whole person” view for staff that are assigned to your org code
Staff organized by Job Family
Search capability
Select Display criteria

25. Employees Users can verify and adjust budget distributions
Change a distribution percentage directly in the percent column
Add a new distribution (click on “Add Distribution” button)
View charges to your org’s PTAs and charges to other H&S units and units outside of H&S

26. Employees Users can fill an existing vacant position
Displays positions in your org code that were vacant on 05/22 labor distribution
Enter salary amount and select PTA to charge

27. Employees Users can add a reserve
Add a lump sum reserve for any job family
Add multiple lines of reserves if you want to do it by course, quarter, name, etc., when there is no unique position number
Enter reserve amount and select PTA to charge

28. OB Summary
Same information as Employees page but filters out all distributions that are not charged to your OB
Useful because you are only budgeting the OB in this system
Displays budget distribution detail by operating budget PTA

29. OB Summary
Users can also make budget distribution changes here (click on magnifying glass)
Fill a vacant position the same way as on the Employees tab
Add a reserve the same way as on the Employees tab

30. Bargaining Unit
If you have bargaining unit staff, use this tab is for adjusting individual salaries
Changes to distribution, adding positions, or adding reserves are done on the Employees or OB Summary tabs

31. Budget Module
The Budget module is where you budget expenses by PTA and expenditure type and identify funding sources for those expenses
There are two tabs in the Budget module
PTA Budget
OB Summary

32. PTA Budget Select a PTA to budget
PTAs in dropdown list are those not inactivated in OB PTA Setup
Information organized by expense type
Sideways arrow opens rows for entry
Downward arrow opens additional historical detail (we won’t budget at this level)

33. PTA Budget Select Display criteria
3 years of historical budget and actuals data   
Displays projection methods and totals for current fiscal year and budgeted fiscal year
Can change projection method and adjust projection total for current fiscal year
Displays input from Labor Module and GFPS and allows adjustments for budgeted fiscal year

34. PTA Budget GFPS expense is brought over from the final snapshot
several known issues when reconciling to GFPS
Can budget anticipated transfers out to other H&S units and units outside of H&S
Spreadsheets or word documents can be saved as backup for budget entries.

35. PTA Budget
New
In the Budget module, PTA Budget pages, the Expense Type and Description columns on the left-hand side of the screen now freeze and remain visible as users scroll to the right.

36. OB Summary
The OB Summary tab displays budgeted expenses by PTA and expenditure type and is where you identify funding sources for those expenses
Select Display criteria
PTAs in columns are those not inactivated in OB PTA Setup
Funding sources are those displayed and selected in Funding module

37. OB Summary Diversity, SGF & SIGF pages are self-balancing (like GFPS)
Balance each PTA and your Dean’s Office Allocation to zero
Allocating Dean’s Office allocations across appropriate PTAs
Allocating department-controlled funding across appropriate PTAs
Commitments are already allocated to the destination PTA from HandSOn

38. (contact your liaison)
OB Summary
Budget can be submitted when all PTA expenses and funding are balanced
Once the budget has been submitted, you will not be able to edit in BPS
(contact your liaison)

39. Reports
There are two reports available on the Home page to assist you in your review of your budget
Reasonableness Report by Expenditure Type
Reasonableness Report by PTA
You can also display a complete listing of your vacant positions with any applicable budget information that you have input in the Labor module
Vacant Position Report

40. Immediately following
Resources
Finance web site for policies, procedures, training materials, calendar, and contact information
The Finance home page and selected information can be accessed from the BPS Home page
User Guide on the BPS Home page
Open labs following the BPS refresher sessions:
Open lab on Tuesday, July 10, 2-4pm, Bldg 1 2nd Fl
Day/Date
Training Session Time
Open Lab Time
Location
Thursday, 06/21
1pm – 3pm
Immediately following
Terrace Rm
Wednesday, 06/27
10am - noon
Thursday, 06/28
2pm – 4pm
Mendenhall

41. Budget Planning System

42. OPEN LAB