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RAPS Budgeting User ForumJuly 20, 2012

REPORTING, ANALYSIS AND PLANNING SYSTEM

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Agenda

• Welcome – Pam Fournie• FY14 Deployment Schedule – Jean Shuler• Compensation Budgeting Demo – Jean Shuler• FY14 Reporting –Debbie Vasel• Revenue & Expense Topics – Eva Ostrow• FY14 Training – Eva Ostrow• Wrap Up – Pam Fournie

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FY14 Deployment Schedule

•Medical School Compensation BudgetingOctober  8th

•Medical School Revenue and Expense Budgeting                              October 16th

Why the change?

Due to the move away from secondary appointments and the creation of a sourcing approval process for inter-departmental sourcing; all Medical School departments will now have their budget data loaded at the same time.

An analysis was completed of the various alternatives which were discussed with the Compensation Budgeting workgroup and the Medical School Finance office. It was determined that the process would not work unless sourcing was loaded for all departments at the same time.

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FY14 Reporting

Budgeting Reports Focus GroupLeader: Deborah Vasel – CFU/RAPSMembers: Kim Dunsworth RadiologyDebbie Hofmann RadiologyPaul Schierbecker Internal Med Debbie Scherr OtolaryngologyJoanne Humphries Pathology and Immunology AdminBarry Goldstein RAPSTodd Zimmerman/Adam Buffa

RAPS Technical Experts

Kristen Singer CFU/RAPS

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FY14 Reporting

Report NameReport Type

# of Runs Priority

* CB - Source Detail by Dept-Fund CB Financial 1173 1* Departmental Budget Analysis Report RE 1067 2* CB - Source Detail by Employee CB Financial 651 3* CB - Source Detail by Node (Role) CB Model 581 4* CB - Salary Budgeting Worksheet CB Model 209 5* CFU Budget Template Report RE 541 6* Tower Report (Med School PRB report) RE 286 7* Compare Proposed FY OBUD to Current FY

OBUD RE 234 8* CB - Salary Change and Reason Analysis CB Model 211 9* CB - Source Detail by SubClass CB Financial 164 10

* CB – Exclude from Budget Listing CB Model* CB – New Job Listing CB Model

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FY14 Reporting

IMPORTANT CHANGE NOTICE

Report Name Report Type New Location

* CB Salary and FTE Exception Report CB Integrity HR Personnel Reports

* CB HR Data Changes Report CB Integrity HR Personnel Reports

Reminder : Request HR Reporting Access Security Authorization Forms are on RAPS Home pagehttp://RAPS.wustl.edu

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FY14 Reporting

Highlights Some Reports will be available within the model

Sourcing Summary Open Source - Dept Sourcing Remainder

Formatted reports will be available from a report menu

Availability date – October 1 for top 10 reports Additional Reports developed for December

Deployment

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FY14 Reporting

Highlights Reports will contain a Tree Structure rather than

Cascading Prompts

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FY14 Reporting

Highlights Test Data is available to enable Report

Training Webinars On site with Departments One on One at user’s desk

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FY14 Reporting

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Revenue & Expense Topics

New and enhanced feature highlights in the FY14 model

• Performance is enhanced.• There is now a Find function.

Users can find a specific department that prompts the model to filter for funds associated with that department.

• Users can budget specific purpose funds at the fund level. Users who prefer budgeting specific purpose funds at the

aggregate will continue to do so – there is no loss of functionality.

• Medical School users will have a Margins tab at the department level.

• There are many similarities between the FY13 and FY14 models.• Adapting to the new models may be painless.

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FY14 Training

Training issues to consider for FY14 budgeting models.

• Many existing users require an overview of model changes.

• Some users with more/different responsibilities require targeted training.

• New users require more in-depth model training but we expect few new users.

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FY14 Training

 

Ideas for training methods include:

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FY14 Training

1. Webinars where specific model changes are demonstrated.

• Compensation budgeting model• Revenue & Expense budgeting model including

General Operating Specific Purpose

o Pro: A large population can be reached efficiently. o Con: Generic material does not apply to all users.

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FY14 Training

2. Brief pre-recorded topic based web sessions that include specific tab functionality.

 o Pro: Users can go directly to a topic of interest at any time. o Con: The pre-recorded session may not answer a user’s

specific question.

3. Department training 

o Pro: Training material can be specifically directed to the needs of a department.

o Con: Many trainers/ training sessions are required.

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FY14 Training

4. One-on-one training 

o Pro: Training material can be specifically directed to the needs of an individual. Individual users probably get the most benefit from one-on-one training.

o Con: Many trainers/ training sessions are required.

5. Classroom training 

o Pro: Users get hands-on training and can ask questions in class.

o Con: Generic material does not apply to all users and training classes move too quickly/too slowly because of a wide variety of users.

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FY14 Training

Conclusions regarding training

• Training needs to be timely, useful, and will require a combination of methods.

• We will contact department representatives about training requirements.

Internal staff is the best judge of training needs.

• Training will begin in October 2012. We will send a training schedule via e-mail and also post

information on the RAPS website.

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Wrap Up

Next meeting October, 2012Q & A