UR Budget. Demo Days Meeting. April 2017
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1 UR Budget Demo Days Meeting April 2017
2 Chatting for Zoom Participants For those joining the Zoom: 1) Please access the chat feature at the top of your screen 2) Please chat directly with (She will then pose the questions on your behalf) 3) Select in the drop down menu in the chat window (do not select everyone ) Libby Deibler 2
3 Agenda Project Objectives Project Structure Legacy Systems compared to UR Budget Impacts to Users UR Budget Components Timeline Communications Training Approach Next Steps 3
4 Project Objectives Replace existing Internet Budgeting System (IBS) used by River Campus and Web Budget System used by URMC with a single, unified application utilizing Axiom software The new UR Budget system is essential for improving the development of the total Consolidated University Budget Provide additional functionality to enable better transparency to budget data Enhanced reporting capabilities 4
5 Impact to Users User interface to change from web based to Excel based Budget development will be performed primarily within the UR Budget application versus shadow systems (i.e. Excel) Provider model planning introduces a provider based approach that is different from an FAO based planning approach Budget schedule will require earlier input of budget details Budget amounts will be spread to months rather than just a full year s budgeted amount 5
6 Project Structure 6
7 Activity Jun Jul Aug Sep Oct Nov Dec Jan Feb Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Design HOL HOL Build HOL HOL Test Develop End User Training Documentation FY17 Year end Close PwC Audit Clinical FY18 Budget Season FY18 Year End Close HOL HOL Change Management HOL HOL End User Training Release & Stabilization Go Live Date set for November 2017 for FY19 Budget Provider Go/No Go Decision Go Live Nov. 1, 2017
8 Legacy Systems Compared to UR Budget Legacy Systems UR Budget 8
9 UR Budget Component Overview Summary Sheet Labor Sheet Provider Model Tuition BIPs (Business Improvement Plans) Allocations Budget Amendments 9
10 UR Budget Data Flow Provider Model Compensation Labor Sheet (Multiple) Tuition and Aid BIPs (Business Improvement Plans) FAO Summary Sheet (Multiple) UR Financials (Workday) Allocations Budget Amendments 10
11 UR Budget Summary Sheet Summary Sheet 1 Per FAO 11
12 UR Budget Labor Sheet Labor Sheet same plan file as Summary, new tab 12
13 UR Budget Labor Sheet Labor Sheet same plan file as Summary, new tab Contains individuals assigned to FAO 13
14 UR Budget Provider Model Provider Model grouped by specialty or sub specialty 14
15 UR Budget Tuition Tuition allows detailed planning of tuition and aid 15
16 UR Budget BIPs (Business Improvement Plans) BIPs template to document improvement plans 16
17 UR Budget Allocations Allocations will be pushed to FAOs rather than sent via and input into plan files Centrally performed by: Central Budget Office HSD Finance Released to FAO plan files once approved 17
18 UR Budget Budget Amendments Budget Amendments changes to current budgets 18
19 Communication Events UR Budget Website Monthly Newsletters UR Budget Demo Days communications 19
20 Training Training to occur approximately 1 month prior to users needing access to the system Training curriculum: On line elearning course for general navigation and key concepts Summary and Labor Planning instructor led course Provider Model Planning instructor led course Business Improvement Planning (BIPs) instructor led course Budget Amendment instructor led course Training to start in October, 2017 until February 2018 Support network to assist with any issues or problems 20
21 Upcoming Events Next User Group session Expected to be held monthly 21
22 Questions 22
23 23
24 Stay Tuned for the second half of our show Provider Model discussion 24
25 Provider Model Overview 25
26 What is the Provider Model? Global budgeting for SMD Faculty and APPs (Advance Practice Provider) Financial integration between SMD, MFG, SMH, and Highland Hospital Full transparency and increased budgeting accuracy, aligning FTEs to mission Aligning shadow practices by capturing data in the system Potential end user benefits by reducing FAOs touched during budget cycle Improved benchmarking capabilities, including matching of revenue to expenses (incentives) 26
27 How is it different from how we budget today? Process Today Future Budgeting At FAO level At Provider level for: Compensation across all FAOs within one file Ensure that all funding sources are included for compensation and that 100% of compensation has been accounted for across all FAOs and divisions Statistical Information Gathered via separate cumbersome processes Professional Fee Revenue Calculated manually utilizing several worksheets Allows user to budget required statistics (wrvus and Effort) within the model As well as hospital cases Provider model will calculate Professional Revenue automatically once wrvus are input Benchmark data Not included Includes salary and productivity benchmarks for comparison purposes 27
28 What are the data sources for the Provider model? HRMS Salary data including current pay distribution Billing data Flowcast BAR and HPA, and EPIC PB and HB Inpatient Case Budget from SMH Finance Benchmark Tables MGMA data 28
29 UR Budget Provider Model Data Flow 29
30 What is the structure of Provider model? Data will be entered via different views Effort (Clinical, Admin, Research, Academic, Contract/Other) Pay Distribution by FAO and division wrvu s and Revenue View all screen will show compensation and productivity as compared to benchmarks 30
31 Who will be entering data in the Provider model? The assigned Administrator or assigned Finance Manager will enter data into the Provider Model The assigned person will be entering data that crosses all divisions SMD, SMH, MFG, SON, EDC, and HSD 31
32 What is a Provider Group and how will they be determined? The provider group will encompass all of the providers for which you will plan compensation, effort, and wrvus and Revenue if applicable. Providers are: Clinical Faculty, Researchers, and Advanced Practice Providers The Provider groups will be determined based on HRMS Division Department Home Department Modifications will be made if necessary For example: If an executive level position is within an HRMS Division/Department, it will be moved to an new provider group If it makes sense to break up the Group into smaller files, this will occur 32
33 Provider Model Demonstration 33
34 Questions 34
35 35
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