FY 2018/2019 VCO/ORU Unit Budget Training. January 18, 2018

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1 FY 2018/2019 VCO/ORU Unit Budget Training January 18,

2 Agenda & Objectives 1. Campus Budget Office Process 2. Review of Timeline 3. Guiding Principles General Assumptions Definition of Central Department Operations vs Department-Other 4. Tools Demo/Review Landing Page Staffing Module SalPro Non-payroll Expense Pivot 5. Q&A 2

3 Campus Budget Office (CBO) UC San Diego Current Fund Expenses by Department OMP 2% Marine Sciences 4% Auxillary Enterprises 4% Student Services 3% Institutional Support 4% Academic Affairs/CW Programs 15% Total $4.4B Financial Aid Office 1% Health Sciences - SOM 22% Health Sciences - Medical Center 37% Health Sciences - CPO 7% Health Sciences - SPPS 1% Source: UCSD DFS 3

4 Campus Budget Office (CBO) Timeline UC San Diego Annual Operating Budget Process Agent August September October November December January February March April May June July August UC San Diego Submittal of Regents Budget Tables to OP Pre-Planning for Operating Budget Process Campus Budget Call Budget Seminars Held UC San Diego Operating Budget Process (Divisions formalize budget and present to CFO and Chancellor) Allocation letters sent to VCs Implement Allocations UCOP (Budget and Governmental Relations) OP Develops Budget Proposal OP presents UC Budget to Regents Monitor Governor's Budget & Campus Visits Testify at Legislative Hearings/Monitor May Revise Develop and disseminate Campus Allocations Regents UC CFO Budget presentation to Regents/Review Budget Regents Approve Prelim. Budget Regents Advocate Budget with Legislators and the general public Regents Approve Budget State (State Senate, Assembly, DOF, LAO) Department of Finance Reviews Proposal Legislative Analyst's review Legislative Hearings UC Preliminary Allocations DOF develops revenue projections Legislature must pass Budget bill by June 15th Funds Distributed Governor Governor's budget complied Discussions over and changes made to proposed budget May revise Legislature presents Governor blue lines, signed by June 30 New Budget Act enacted 4

5 FY 2019 HS VCO/ORU Unit Budget Timeline Milestones: 5 June May April March February January Week of: VCO Release Budget Letter & Budget tools (Landing Page and FSWs) Jan 12th VCO/ORU Unit Training Jan 18th Departments update their budgets in the system Shared Services information is distributed VCO/ARC/RSC/Units Budget completed by Mar 5th ACTRI/Med ED Budget completed by Mar 19th Budget meetings scheduled Budget Due to CBO: Apr 27th BUDGET MODULE LOCKED 100% Staffing compliance Phase II CBO Reviews (Budget Reviews with Chancellor) (May) Cabinet & Sentate Leadership Meeting Jun 13

6 VCO/ORU Timeline (Preliminary) Jan 12 Budget tools are released (SalPro, Landing Page, expense pivot, staffing module) Jan 18 Budget training for VCO/ORU Units Mar 5 VCO Offices, Shared Services (ARC, RSC), and Units budgets due Mar VCO Offices, Shared Services (ARC, RSC), and Units budget meetings Mar 19 ACTRI and Medical Education budgets due Mar ACTRI and Medical Education budget meetings Apr 27 FINAL Budgets due (BUDGET MODULES LOCKED) May Chancellor Budget Reviews June Cabinet & Senate Leadership Budget Reviews 6

7 Tools for the Annual Budget Process 1. Landing Page overall P&L budget Meri Bozinovski Preferred Browser: Firefox 2. Salpro/Faculty Salary Worksheets budget faculty compensation Han Ho 3. Staffing Module budget Academic Health Sciences staff compensation Meri Bozinovski 4. Non-payroll Expense Pivot assist in budgeting expenses Daniel Redfern Add l resources/information 1. Funding Report via HSS Application 2. Budget Call Letter 3. Pre-Budget Meeting Presentation Template (to be released shortly) 4. Budget & Analysis website - *Please check website regularly for additional communications and guidance throughout the process 7

8 Assumption Highlights for Budget Process Assumption Assumption Notes Inflationary Adjustments Salaries (% according to bargaining unit agreements) Benefits (2.1%) Non-payroll (3%) Shared Services IDC Dean s Commitments Clinical Purchased Services & Support Pending modeled allocation (figures to be provided in Feb). In absence of modeled numbers, use FY2018 cost distribution + inflation of 3% 20% of IDC generated with adjustment for MCC Faculty (planning figures in mid-jan) Per latest discussion between department & Resource Management Via the HSS Application Volume Per volume assumptions provided by hospital/cpo (provided by Feb 2 nd ) In absence, assume 10% increase with adjustments as needed for departmental nuances in collaboration with CAOs and/or COO Assume at least 50 th percentile productivity for all faculty 8 Additional information/guidance in budget call letter

9 Central Departments Operations: Definitions/Fund Tips P&L Summary (Academic & Clinical) 9 Central Department Operations (CDO) P&L Activity contributing to generalreserves SOFI, IDC, campus allocations (not used for faculty commitments) Taxes received by department (e.g. clinical tax, FTE tax, contract overhead) Rady (not used for faculty commitments) Clinical operating funds (60105A, 60109A, etc.) Resident/fellowship activities Department operating funds / business office operations Programmatic activities where the bottom line would reside with the program or department operations should be included here Material Transfer, Tech Transfer, Intellectual Property funds at the department s discretion Clinical Service Agreements (Support faculty salaries); where the surplus would be applied to general reserves *If categorization of the CSA is unclear, bias should favor CDO. Some Common CDO Funds All indices with 60105A, 60109A, and 60201Afunds All indices receiving Health System Support All indices where tax revenue is received All general reserves indices 60197A (Program Codes: (Residency), (Fellowships) 99100A: Indices related to FTE and IDC 11 Department Other (DO) P&L Activity that does not contribute to the department s general reserves. Activities that the department management oversees in order to avoid deficits or misuse, but does not hold direct revenue generation or spending authority once committed Dollars committed to faculty by department, VCO (e.g. Dean sallocations) Consult/witness Lab ServiceAgreements Self-supporting activities not supported by the department Discretionary dollars committed to faculty Gifts & Endowments Clinical Service Agreements where the surplus would be applied to individual faculty discretionary accounts Some Common CDO/DO Mixed Funds Indices on 60120A and 60121A (based on department operations or faculty specific dollars) 99100A: Indices not related to FTE and IDC may be a mixture

10 10 The Landing Page (Budget P&L)

11 Landing Page Salpro mapping to Landing Page Salpro Line Item Consult/Witness Development Funds VCO Transfers Service Agreements Other Income Affiliation Agreements (RCHSD) Faculty Salaries Faculty Benefits Dept Clinical Benefits Landing Page Line Item Other Revenue Other Revenue VCO Transfers Service Agreements Other Revenue Affiliation Agreements Faculty Salaries Faculty Benefits Dept Clinical Benefits Health System Support Application (HSS) to Landing Page Health System Support Application (HSS) Health System Professional Services (ASC) Health System Support Allied Health Professional (AHP) Health System Support Start Up Health System Support Variable Strategic Support (Incentive) Health System Support Other Transitional Support Landing Page Line Item Health System Professional Svcs Call Transitional Support Health System Practice Support Health System Practice Support Health System Incentives Health System Other Transitional Support 11

12 Landing Page Staffing Module mapping to Landing Page All staff employees are mapped to a P/L line item on the landing page via the staffing module. 12

13 Landing Page Salpro System Divisional Income Screen view These feed to the Landing Page *Slide 26 shows the mapping of the Salpro line items to the landing page line items 13

14 Landing Page (Budget P&L) Website: som.ucsd.edu/vchs-lp/ Recommend Browser : Firefox The home screen will only show what departments/divisions that you have been granted access to by the VCO Budget Office Example below is the home screen for someone that only has access to Orthopaedic Surgery 14

15 Landing Page Revenue Section (Data sources are in blue, if there is no source listed, then budget is populated via manual adjustments) SOURCE Salpro Service Agreements Salpro RCHSD Salpro Other Income HSS Application HSS Application 15

16 Landing Page Salaries & Benefits Section (Data sources are in blue. **** Please note, there are no manual adjustments allowed for this section) Salpro Staffing SOURCE Staffing Staffing Staffing Salpro Staffing Salpro & AHP Staffing * *Benefits falling on funds 60105A, 60109A, 60126A, 60127A, 60128A, 60129A, 60130A 16

17 Landing Page Non Payroll (S & E) Section (Data sources are in blue, if there is no source listed, then budget is populated via manual adjustments) Use the Expense Pivot to determine the budget amounts that will need to be entered as manual adjustments in this section 17

18 Landing Page Transfers & Reserve Spending Section (Data sources are in blue, if there is no source listed, then budget is populated via manual adjustments) SOURCE HSS Application HSS Application HSS Application Salpro HSS Application 18

19 Landing Page Comment Section Please use this field to make any comments regarding the divisional budget above. 19

20 Landing Page Filters and Manual Adjustments Filter fields to get to your desired Division or Department Click on the division name link to access the divisional landing page Click on the department link to access the department P/L rollup view Search Fields 20

21 Landing Page To do a manual adjustment, click on a mission: 21

22 Landing Page 1. Enter budget amount in line item (tab or click to navigate to next field) 2. Wait for confirmation (repeat for all necessary line items) 3. When finished with all manual entries click Close 2. Confirmation 1. Entry 1. Entry Derived 3. Return to Division Rollup 22

23 Landing Page Adjustments are reflected in the Division Rollup 23

24 24 Landing Page Drill Down capability, to view details, is available on any line item

25 Landing Page Drill down results from divisional summary page 25

26 Landing Page The budget divisional detail in Excel format 26

27 Landing Page Divisional level summary can be exported 27

28 Landing Page Divisional Export Summary in Excel by All Missions/All Line Items Missions 28

29 Landing Page Divisional level Line item detail can be exported 29

30 Landing Page Line Item Detail shows all the pieces that make up an individual line item and what source they come from Export to Excel function available 30

31 Landing Page Divisional Export of Line Item Detail in Excel by All Missions/All Line Items/All Sources 31

32 Landing Page CDO & DO Split CDO needs to be entered via the manual adjustment page by division/mission ENTRY DERIVED Staffing 32

33 Landing Page Division Summary with CDO adjustments 33

Landing Page Budget Submission(***New Process/Enhancement***) Once your budget is complete: Submit your budget via the submit button. This locks all of your budget tools.

34 Landing Page Budget Submission(***New Process/Enhancement***) Once your budget is complete: Submit your budget via the submit button. This locks all of your budget tools. This notifies the VCO Budget Office that your budget has been submitted and it is ready to be reviewed. If any updates need to be made after submission, please contact the VCO Budget Office to have the tools unlocked. You will have to submit again once all necessary updates have been made. For FY2019 all budgets need to be submitted by March 29, 2019 prior to pre-budget meetings Current status of budget To submit your budget 34

35 Landing Page Budget Submission Confirmation window will appear 35

Landing Page Final Budget Submission (***New Process/Enhancement***) Once your submitted budget has been reviewed The department will be asked to finalize their FY 2019 budget This notifies the VCO

36 Landing Page Final Budget Submission (***New Process/Enhancement***) Once your submitted budget has been reviewed The department will be asked to finalize their FY 2019 budget This notifies the VCO Budget Office that the department has signed off on the FY2019 budget. Department budget is now final Final budget submissions are due April 27, 2018 after Pre-Budget meetings Current status of budget To submit your FINAL budget 36

37 37 Academic HS Staffing Tool

38 Academic HS Staff Budgeting Core Concepts This tool allows departments to budget for Academic Health Sciences Staff which includes: - Non-faculty Salary/benefits - Mid-level/Allied Professionals - Housestaff/Fellows/Other Acads - OT/Differential/Stipend Faculty are excluded from this module (will be budgeted through FSWs/SALPRO) 38

39 Users can budget staff by division or index When viewing Staff with multiple indexes, user will see only funding indexes that they have access to via home dept, division, or index for that employee. If it is a CPO index, all users can see it. It will be grayed out. To edit staffing indexes, logged in user MUST have access to staff member s home department or division/index access (as specified by the VCO Budget Office). 39

40 Academic HS Staffing Module Budget By Division From the landing page select your search option under the Staffing Expenses module option 40

Academic HS Staffing Module - Budgeting By Division Logged in user will be presented with a list of divisions they have been granted access to by the VCO Budget Office Can

41 Academic HS Staffing Module - Budgeting By Division Logged in user will be presented with a list of divisions they have been granted access to by the VCO Budget Office Can filter on Major Group, Department, or Division 41 Click on the Division name to see employee s and their budget amounts Filter by Division if you have access to multiple divisions

42 Academic HS Staffing Module When user opens the budget form the first time the editable fields are going to be blank. Editable fields are blank 42

43 Academic HS Staffing Module User needs to click on the refresh button to initialize budget for all employees in selected division. This pre-populates the budget fields for each employee. All employees are updated by the bargaining unit rate increase identified in the bargaining unit rate table The default bargaining unit rate increase is applied to all employees in the selected division where a FY2019 bargaining unit rate increase has NOT been specified. Please enter the default bargaining unit rate increase before initializing. ** Initiate/Refresh button WARNING If this refresh button is pressed after initial data population, any changes made to individual values will be overridden. 43

44 Academic HS Staffing Module There are other ways to budget for staffing. Option - Updates and changes can also be made on each funding line per employee (six fields) Option User can enter bargaining unit rate % increase at an individual employee level. These will calculate once user clicks the bargaining unit rate increase button 44

45 Academic HS Staffing Module Bargaining unit rates table is available by clicking bargaining unit increase in the staff budget form User can view the Bargaining unit rate increase table by clicking the bargaining unit increase text on the budget form. 45

Academic HS Staffing Module Totals updated in real time as values are entered at all levels (Divisional/Departmental/Major Group) Blue funding lines are indexes that are part of the current selected

46 Academic HS Staffing Module Totals updated in real time as values are entered at all levels (Divisional/Departmental/Major Group) Blue funding lines are indexes that are part of the current selected division. The red funding lines are instances where employee home department and/or index is not that same as the current division. These totals are updated when any funding line has been edited in the Staffing Module. e.g. Totals will not be updated for Owen division when indexes for Pediatrics and Pathology are updated. 46

47 Academic HS Staffing Module Click the employee s name to show the payroll expense summary 47

Academic HS Staffing Module A user can add a new funding index to an existing staff member via the Staffing Module by clicking the plus sign button below the employee s name.

48 Academic HS Staffing Module A user can add a new funding index to an existing staff member via the Staffing Module by clicking the plus sign button below the employee s name. Once user clicks the button, the Add Funding screen will pop up. The user will have to enter/select the required information then click the Add funding to employee button to submit. Employee s information are pre-populated UCSD Index is an autocomplete field All fields need to be populated Benefit rate is calculated based on average employee s previous indexes Once button is clicked, the new index will be added on the employee in the staffing module 48 Plus sign button

49 Academic HS Staffing Module New funding index added to an employee distinguish by color light orange. Delete button becomes available after new funding index has been added by the user. Delete button 49 New funding index added to an existing employee distinguish by color light orange.

50 Add Future Employee A user can add a future employee via the Staffing Module by clicking the Add future employee button. Once user clicks the button, the Add Funding screen will pop up. The user will have to enter/select the required information then click the Add funding to employee button to submit. Add future employee button 50

51 Add Future Employee Once the Add Funding to Future Employee' button is clicked, the new employee will be added to the Staffing Module Delete button 51 TBN employee was successfully added

52 Academic HS Staffing Module - OT Differential User can specify OT Differential amounts on the Staff Budgeting page by clicking the Add Future employee button These will also flow to the divisional Landing Page Budgeting of OT/Differential/Stipends can be done on at a divisional level 52

53 Academic HS Staffing Module Budget By Index Another option to complete the budget staffing form is by Index. Index selection is via the expenses dropdown menu. 53

54 Academic HS Staffing Module - Budget By Index Logged in user will be presented with a list of indexes associated to the divisions they have access to Can filter by UCSD Index Filter by index 54

55 Academic HS Staffing Module - Over/Under FTE% Report By Index Once all staffing has been budgeted please run an Over/Under FTE% report, under the Help menu. Validate all allocations by employee, especially ones that are over

56 Academic HS Staffing - Over/Under Allocations Report By Index Data is listed by employee. This report can be exported to Excel for easier viewing and analysis If there are employees that are multi-funded, please make sure to reach out to the other departments to discuss. Export to Excel Total FTE % Allocation 56

57 57 Non-Payroll Expense Pivot

58 Non-Payroll Expense Pivot Summary To assist departments budget non-payroll expenses a standard pivot template is being provided The source will be existing Cognos Profit and Loss ad hoc data The only PL data tab needed will be PL Category Name : Non Payroll Expense Recommend using at least 6 months of data The pivot will show each Non Payroll line item and the associated accounts by Accounting Period and Mission 58

Non-Payroll Expense Pivot location VCHS Expense Budget Module https://ishare.ucsd.

59 Non-Payroll Expense Pivot location VCHS Expense Budget Module or Non-Payroll Template Link Document requires your AD login before downloading 59

60 Non-Payroll Expense Pivot Template 60

Accessing FinMan Data https://healthsciences.ucsd.

61 Accessing FinMan Data -Reports.aspx Ad hoc data will take you into Cognos Please log into Cognos 61

62 FinMan Data Profit and Loss Details Please select the appropriate prompts The Data Group will be Health Sciences Major Group Grouping is optional Major Group is optional but is recommended for Departments without divisions Division is optional but is recommended for Departments with divisions Project is optional but both CDO and DO are available if not selected Date range: recommend at least 6 months but you can do more or less Select Finish once all prompts have been selected 62

63 63 Cognos Report (Excel File) - Profit and Loss Data Details Rev Exp Trans tab

64 Cognos Report (Excel File) - Profit and Loss Data Details Rev Exp Trans tab An Excel File should have been created after the report was run If it does not open, please make sure pop-up blockers are turnedoff for Cognos Only use the Rev Exp Trans tab for this pivot Apply a filter to Row 5 to only get non-payroll expenses Column AK: PL Category Name contains : Non Payroll Expense Highlight and copy the data only (do not copy the titles) 64

65 Non-Payroll Expense Pivot Paste copied data into the Paste Data Here tab Data starts ina2 Update Non-Payroll Expense Pivot tab PivotTable Tools Data Refresh 65

66 Non-Payroll Expense Pivot Template Paste the excel data download here 66

67 Non-Payroll Expense Pivot Once the data has been updated the pivot table is yours to explore The idea is that you can use this to identify any trends or anomalies Pivot Table tips: Project Type Name is a prompt in B2 You can change between CDO and DO here Mission is a prompt in B3 You can change from Mission to Mission here Any number you see, you can double click on it and it will provide the details behind it It will create a new tab with every transaction for that number 67

68 Non-Payroll Expense Pivot Template 68

69 Non-Payroll Expense Pivot Template 69

UNIVERSITY OF OREGON. Steps and OPE Calculations For Data Entry to Banner Budget Development

UNIVERSITY OF OREGON. Steps and OPE Calculations For Data Entry to Banner Budget Development UNIVERSITY OF OREGON Steps and OPE Calculations For Data Entry to Banner Budget Development Budget and Resource Planning 4/27/2016 Overview Banner budgeting does not allow budgeting of OPE within the Salary