FY19 BUDGET BUILD KICKOFF BUDGET PLANNER OVERVIEW
FY19 BUDGET BUILD KICKOFFBUDGET PLANNER OVERVIEWSOM FINANCEMARCH 12, 2018
Overview ObjectivesTimeline Critical events and datesProcess &SystemOverview Shared Salaries Salary Planner Overview Budget Development BusinessRules Key points and remindersResourcesNew Users Contacts and Online Resources Budget Planner Overview /Refresher
BUDGET PLANNER TIMELINE FOR FY18 BUDGET BUILDSalaryBudgetPlannerOpens3/1/18LastDay 1/18BudgetPlanner Lockat Level 5 –Dept.BudgetPlanner Lockat Level 5 –Dept.BudgetPlanner Lockat Level 5 –Dept.Non-Clinicaland SmallClinicalMediumClinical UnitsLarge ClinicalUnits3/28/184/2/183/22/18BOR MeetingUNM mCloses4/13/184/23/18Salary Planner& BudgetPlanner SOMLock at Level3SignedSOMFIBCI’s /FCP’sDue toFCO4/30/18
SOMLOCK DATESMARCH 23RDMARCH 28THNON-CLINICALANDSMALL CLINICAL:MEDIUM CLINICAL:ACADEMIC AFFAIRSADVANCEMENTBASIC SCIENCESCIDICLINICAL AFFAIRSDERMATOLOGYECHOEDUCATIONINST OF GYDENTAL MEDICINEEMERGENCY MEDFCMOB/GYNORTHOPAEDICSPATHOLOGYRADIOLOGYAPRIL 2NDLARGE CLINICAL:CANCER CENTERINTERNAL MEDICINEPEDIATRICSPSYCHIATRYSURGERY
HSC NON-SOM UNITSLOCK DATES HSC Administration / PPD / UNMMG HSC CON/COP/HSLICApril 12thApril 13th
LAB WORKING SESSIONSSessions will be held in HSLIC 226 Monday, March 19th Wednesday, March 21st Monday, March 26th1:00 pm – 3:00 pm10:00 am - noon1:00 pm – 3:00 pm
Faculty Contracts Office (FCO)SOM FIBCI (FY19 opened for entry February 12 - closes on April 23) Signed FIBCI’s due to HSC FCO April 30, 2018 at 5:00 PMCOP FIBCI (FY19 opened for entry February 12 - closes on May 14) Signed FIBCI’s due to HSC FCO May 21, 2018 at 5:00 PMCON FCP (FY19 opened for entry February 12 - closes on May 14) Signed FCP’s due to HSC FCO May 21, 2018 at 5:00 PMSalary reflected in Salary Planner must equal contract salary(Base plus Supplement) as reflected on the FY19 FIBCI/FCP
Shared Salariespresented by Joyce Chavez & Joe Wrobel Must be finalizedbetween departments byMarch 21, 2018
Shared SalariesDepartment Tools for a Successful Budget ExperienceMarch 12, 2018
Overview Why A Shared Salary Process?– Objective Who will benefit from this process?– Departments with Shared Salaries Department Tools– Report and Template Timeline Questions1
Shared Salary Process Objective To Provide Departments with standardized tools –Department contact list, shared salary report, andtemplate To encourage a systematic communication andcollaboration between departments with sharedsalaries To Reduce Number of indices thrown out ofbalance in the Budget Planner system aftershared department deadlines2
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Shared Salary TimelineLate JanLate JanEarly FebMid FebLate FebEarly Mar6Mid MarMid MarEarly Jul
Questions7
The Budget PlannerSystem
Budget Planner SystemSalary PlannerBudgetPlannerBudgetDevelopment
Salary PlannerSalaryPlannerBudgetPlannerBudgetDevelopment
SALARY PLANNER MENU
EDIT SCENARIOExtract ID & Scenario will nowonly show the currentscenarios & the new budgetyears scenarios in “EditScenario” the older scenariosare masked from this screento make it easier to navigateTHERE ARE NINE (9) SCENARIOS FORDEPARMENTS TO SELECT FROM*Extract ID and Scenario must beselected in combination as listed below*Extract ID: Scenario:12FAC1912 MO FACULTY 199FAC199 MO FACULTY 19HSTAFF19 HOUSESTAFF 19RSTAFF19 REG STAFF 19POOL19POOLED POSITIONS 19CSTAFF19 CONTRACT STAFF 19UNION SCENARIOSCWA19CWA BARG UNIT 19POLICE19 POLICE BARG UNIT 19USUNM19 USUNM BARG UNIT 19THERE ARE TWO FILTER CRITERIA:BY POSITION ATTRIBUTES (WILLSELECT ALL POSITIONS) – DEFAULTOPTIONBY EMPLOYEE NAME (WILL SELECTONE EMPLOYEE AT A TIME)CLICK ON SELECT BUTTON ATBOTTOM OF SCREEN
SALARY PLANNERJOB VS. POSITIONHow employee is paid onJuly 1JobPositionCreated when Employee ishired – Always tied to anEmployeePlace HolderCreates the Budget –Can be an open positionNote: If the employee is on any Restrictedawards, then you must budget on both sidesin order to get to 100% distribution*Does not affect or change Grant budget *
JOB VS. POSITION-Job side is tied to a person. Name and ID appear as the record header.-Position side is tied to the position/budget and reflects a position number instead.
POSITION & JOB SIDES SHOULD 100%DISTRIBUTIONS SHOULD MATCHAll Labor Distributions onboth the job and theposition must equal100%Verify that the account code onthe Position & Job are the same!When you update anIndex remember that theindex must be a validFY19 index. If not, thenightly refresh processwill drop that index.The last refresh will bethe night of April 16th.
Salary PlannerTypes of Scenarios
DISTRIBUTION NOT EQUAL TO 100%Index with term dateprior to July 1 hasdropped frompropose distribution.Update valid index to100% and Save.
COPY POSITION TO JOB – NO INCENTIVEJob needs tobe updated tomatch! UPDATE THE DISTRIBUTION AS APPROPRIATEBY MAKING CHANGES TO THE INDEX, ACCOUNT, PERCENT OR AMOUNT.CLICK ON “COPY POSITION DISTRIBUTION TO JOB” TO PULL THE INFORMATIONINTO THE JOB LABOR DISTRIBUTION.
COPY POSITION TO JOB – ADD INCENTIVEPosition Side Includes IncentiveJob Side Does NotHINT: FIRST COPYPOSTION TO JOBWITHOUT THEINCENTIVE. THEN,GO BACK TOPOSITION AND ADDTHE INCENTIVE ANDSAVE – DO NOT COPYTO JOB AGAIN
ZERO OUT A POSITION BUDGET(EX: YOU ARE NOT FILLING A POSITION – FREE UP BUDGET)To zero out aproposed budget,enter a minus 100 inthe change percentfield. After you enterthat and tab thru theproposed budget fieldwill reflect zero. Save.
ZERO OUT A JOB(EX: EMPLOYEE IS SEPARATING BEFORE JULY 1ST,BUT YOU WANT TO KEEP THE POSITION BUDGETED)
CHANGE IN APPOINTMENT PERCENTAGEAppointment Percentage ChangesChanges in Appointment Percentage could be processed through SalaryPlanner and require a Change in Appointment Percentage EPAF and form.Example: Faculty increasing FTE from .75 to 1.0 FTENote: Change must also be done on the Position Side!
CHANGE IN SALARYEXAMPLE: CAREER LADDERDuring the SalaryPlanner refreshperiod, if youprocess an actionimpacting theemployee’s salary,then you mustupdate the changesin Salary Planneras well.
SALARY PLANNER REPORTSCompare these two reports.Job distribution, by index, should be in sync with positiondistribution .If reason is other than incentive amount (2005, 200G or200H), please correct or explain (in the comments) thereason.
Budget PlannerSalaryPlannerBudgetPlannerBudgetDevelopment
BudgetDevelopmentBusiness Rules and GeneralGuidelines
BUDGETPLANNERBUDGET DEVELOPMENTENTER INFORMATION USING:ALL INDICES WITHCURRENTUNRESTRICTEDFUNDS MUST BEBUDGETED!BUDGET ID: BUD19BUDGET PHASE: ADOPTDNo budget equals no spending!
Budget Development Business Rules INDEX BUDGETS MUST NET TO ZERO: BUDGETED REVENUES MINUS BUDGETEDEXPENSES MUST EQUAL ZERO BUDGET ALL SOURCES OF REVENUE AND CORRESPONDING EXPENDITURES THE FOLLOWING INFORMATION WILL BE PROVIDED TO YOUR DEPARTMENT BYTHE SOM FINANCE OFFICE AS SOON AS IT IS AVAILABLE.NOTE: REVENUE MUST MATCH AMOUNTS IN SOM DEPARTMENT FOLDER SOM CHECKLIST (TO BE REVIEWED BY SOM FINANCE OFFICE) UNMMG REVENUE DEAN’S ALLOCATIONS / I&G ALLOCATIONS APPROVED MARGIN F&A DISTRIBUTION ENDOWED FUNDING DISTRIBUTION GUIDELINES SALARY AGREEMENTS AND MID-LEVEL PASS THROUGHS WITH HOSPITAL(NOT IN FOLDER, BUT MUST BE BUILT INTO REVENUE)
SOM CHECKLISTRun Baseline Reports Before You Begin
SOM CHECKLISTCross Check List Before Submitting Your Budget
Budget Development Business Rules 1901 Budgeted Use of ReservesBudget use of carryforwards using this account code.(refer to slide 55 Budgeting Use of Reserves for anexample of budgeting the use of 1901)Note: only to be used between indicesand/or for approved amounts only)SOM Departments should build to their TargetMargins approved by the Dean’s office. 8060 (Other Operating Costs)Use of this account code is strongly discouraged.If use of 8060 is required, use it sparingly andinclude detail in notes.
Budget Development Business Rules20SA - Salary Adjustments Used to budget a position that does not exist in the system.Used for Salaries ONLY!No Faculty Incentives (use 20FI – see below)No negative adjustments and no adjustments to existing salaries.Must enter comments. Include Position and Amount for each item includedMust be reallocated in July to correct Salary Account codes immediately afterFY19 budgets are posted in Banner.Impacts reporting.20FI - Faculty Incentive Adjustments Use to budget faculty incentive amounts not budgeted in Salary Planner using2005 (due to unidentified people / amounts / timing)Must be reallocated to 2005 in July.Impacts reporting20H0 - Health System Compensation Used for Salary Agreements with the Medical Group and UH
Budget Development Business RulesALLOCATIONS AND TRANSFERS Must Zero OutBudget both sides (TO and FROM)If monies are going to another department, make sure the otherdepartment budgets their part for the exact amount.Departments must work collaboratively on this effort.Allocations (16XX) must zero by fund unless its an externalallocation.ENTER COMMENTS IN ACCOUNT CODE TEXT BOXExplain where allocation/transfer is going toor coming from.INCLUDE INDEX, ACCOUNT CODE AND AMOUNTReturn Schedule of Xfers and Allocations to Theresa Kelley by orbefore your scheduled lock date.
THINGS TO REMEMBER There should not be two people in the same position (two jobs tied toone position). Contact your Employment Area, for assistance tocorrect. FTE Changes -Decreases/increases in FTE require signed “Changein FTE” form. This change impacts benefits. If a position labor distribution includes Restricted Indices, that portionof the distribution will not feed to Budget Finance; however, it stillneeds to be included for the distribution to equal 100%. This will notoverride your existing grant budget. If Restricted Index is ending, be sure to have your shell index oranother index to budget against. Deadline to set-up Unrestricted and/or Restricted shell accountsBudget Development is March 30,2018.Note: Request to Spend Funds form (RTSF) for MSUrequest deadline was Feb 12, 2018.for
THINGS TO REMEMBER When building your budget, start by entering theinformation received in the folder provided by SOMFinance (you will be contacted when this informationavailable for your department). Discuss unique circumstances with Kristin Gates (SOMdepartments) or HSC Budget Office (all other departmentsand colleges). Utilize the open lab sessions for one-on-one assistancefrom SOM, HSC Budget Office and HR reps. Send an email to Yvette Hall yhall@salud.unm.edu whenthe Level 5 Dept budget is complete and ready to belocked if earlier than 5pm on your scheduled lock date.
POSITION MANAGEMENT Staff Positions HR Transaction Center277-4777 Faculty Positions Office of Faculty Affairs & Services(Main and Branch Campuses)277-4528 HSC Faculty Contracts272-4231 Student Positions Student Employment277-3511
UNM Budget OfficeWebsite: 19 Budget Development CalendarFY19 Budget GuidelinesStandard Operating Procedures (SOPs)Learning CentralWebsite: jspBudget Planner Online CourseBudget Planner Proficiency ExamHuman Resources DivisionSupport Center277-4777Help with navigational issues in Salary PlannerReferral to the correct Subject Matter Expert foryour questionContact your HR ConsultantTo locate the name of your HR Consultant, visit thefollowing website: https://www8.unm.edu/apex ods/f?p 145:1
SOM FINANCEKRISTIN GATESTHERESA KELLEYMARIANNE MURPHYSYLVIA MCCLEARYYVETTE HALLSARAH LUD.UNM.EDUSMARTINEZ@SALUD.UNM.EDUHSC BUDGET OFFICEJOSEPH WROBELDESIREE GATHINGSCHRISTINE DUDGATHINGS@SALUD.UNM.EDUCBOERNER@SALUD.UNM.EDUHSC FACULTY CONTRACTS OFFICEMARIE CHESTNUT272-2260MCHESTNUT@SALUD.UNM.EDU
Budget PlannerNew UserSystem Overview
BUDGET PLANNERSYSTEM ACCESSAccessed through LoboWebNew users must take the Budget Planner Online Course and pass theBudget Planner Proficiency Exam on Learning Central in order to get accessto the systemBAR access roles:Department General InquiryDepartment Budget DeveloperDepartment Salary PlannerRequest only highest level organization code – workflowrecognizes org hierarchiesChanged departments?Be sure to update your BAR Organization security
BUDGET DEVELOPMENT GO TO THE “FINANCE” TAB IN LOBOWEB AND CLICK ON BUDGETPLANNER MENU.
BUDGET DEVELOPMENTCREATE BUDGET WORKSHEET FROM THE BUDGET PLANNER MENU CLICK ON “CREATEBUDGET WORKSHEET”.
BUDGET DEVELOPMENTCREATE QUERY CLICK ON “CREATE QUERY”.
BUDGET DEVELOPMENT YOU DO NOT NEED TO SELECT ANY OF THE COLUMNS TO DISPLAY(UNLESS YOU WOULD LIKE TO ADD A DIFFERENT COLUMN VIEW). CLICK “CONTINUE”.
BUDGET DEVELOPMENTAccount Index Lookup feature in BudgetDevelopment also returns a list ofunrestricted indices based on lookupparameters ENTER “U” FOR THE CHART OF ACCOUNTS, BUDGET ID, BUDGET PHASE, AND ACCOUNT INDEX.SELECT TO INCLUDE REVENUE ACCOUNTS, LABOR ACCOUNTS, EXPENSES, AND DELETED ITEMS.CLICK “SUBMIT” TWICE.
ADD ACCOUNT CODES OR COMMENTS Add a new account code and value by entering theinformation under “New Row”.Click on the account code to leave a comment, ifpertinent.If using 20SA or 20FI – there must be a comment withdetails including position, FTE, amount and the initialsof the person entering the comment.Only enter a positive amount in this account code.
UPDATED NEW ACCOUNT CODE ANDDELETE RECORD OPTION ACCOUNT 69Y0 HAS BEEN ADDED IN THE AMOUNT OF 1,000 CAN ALSO DELETE ACCOUNT CODE RECORD – SEE COLUMN TO FAR RIGHT
ONCE YOU HAVE MADE THE APPROPRIATE CHANGE(S) AND POSTEDTHEM, YOU CAN VIEW THE SUMMARY TO SEE IF THE INDEX BALANCES.
BUDGETING USE OF RESERVES - 1901SOM Departments should build to their Target Marginsapproved by the Dean’s OfficeUse of Reserves only allowed to be built if approved for use or if budgeting .Index Must net to 0
BUDGETING SURPLUS IN AN INDEXINCORRECT WAY TO BUDGETThis example creates an Index Out of Balance
BUDGETING SURPLUS IN AN INDEX (CONT.) CORRECT WAY TO BUDGETThis indexis in balanceBudgeting a Negative Amount to 1901 creates a surplus in this index.
BUDGET DEVELOPMENT REPORTS CLICK ON THE “BUDGET DEVELOPMENT REPORTS MENU”
BUDGET DEVELOPMENT REPORTS (CONT.)Use throughoutprocess to seeresults at detailedor summary levelby org and/or indexConfirm indices net to zeroConfirm allocations by Fund net to zeroConfirm comments added for all transfersRun at beginning for list of all indices, and run again afterbudget process to ensure nothing was missed
BUDGET PLANNER REPORTSWORKING REPORTS238954 ENTER THE APPROPRIATE INFORMATION IN CHART OF ACCOUNTS, BUDGETID, BUDGET PHASE, AND ACCOUNT INDEX. CLICK “SUBMIT” TO VIEW THE REPORT
Budget Development ReportsOperating Budget Summary
OPERATING BUDGET SUMMARYNO APPROVED USE OF RESERVE
OPERATING BUDGET SUMMARYWITH APPROVED USE OF RESERVE
departments) or HSC Budget Office (all other departments and colleges). Utilize the open lab sessions for one-on-one assistance from SOM, HSC Budget Office and HR reps. Send an email to Yvette Hall yhall@salud.unm.eduwhen the Level 5Dept budget is complete and ready to b
188.0 260.9 2.15% 1.45% 1.52% 2.01% 2.49% Q4 FY18 Q1 FY19 Q2 FY19 Q3 FY19 Q4 FY19 Operating Income (Non -GAAP) (1) Q4 FY19: Worldwide non-GAAP operating income of 260.9 million increased 44.9 million or 21% compared to the prior-year quarter, and 25% on a constant currency basis. Worldwide non-GAAP operating margin
FY19 Annual Report Table of Contents About NCSBN 3 2018–2019 Board of Directors 5 NCSBN Committees 7 NCSBN Staff 9 FY19 Operating Statements 13 FY19 Annual Report ncsbnor 2
Total Budget 1,391.5 1,449.2 Preliminary 2018-19 budget approved by the BOT in June 2017 *For 2018-19, includes 1.50% general merit, 0.5% provost market pool; for 2019-20, includes 2.50% general merit, 0.5% provost market pool to collective bargaining groups due to claims experience FY19 and FY20 Budget Overview 1
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Brewers 33% Major Brewers (Export) 28% Major Brewers (Domestic) 25% Distillers 12% Other 2% Processing 73% Warhouse & Distribution 27% Oct Nov Dec Jan Feb Mar Apr May Jun Jul YTD FY19 YTD FY20 COVID-19 impact YTD volume FY19 vs FY20 Typical customer mix Revenue by Segment FY19 w VID-e s
Department of General Services FY19 Annual Report 1 FY19 Customer Service Annual Report Deputy Secretary Nelson E. Reichart reads the names of 2018 Caught DGS employees. Employee Appreciation, May 2, 2019
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