Legend. WyoCloud Planning and Budgeting Process Flows

Transcription

1 WyoCloud Planning and ing Process Flows This Quick Reference Guide includes the process flows associated with the WyoCloud Planning and ing process. The following process flows are included: FY2019 UW Process Flow Position ing Process Flow Tuition Calculation Process Flow and Finalize Process Flow Forecast Process Flow Legend Activity View Reports Sub Process HRMS Step Decision Process Start Data Provided Adjustment Communication 1/5/2018 1

2 FY2019 UW Process Flow FY2019 UW Process Flow Kick off and Data loads Jan 1 st - Jan 22 nd Forecast Jan 22 nd - Feb 16 th Feb 16st - March 12th and Finalize March 12th June 29th Variances and Forecasting August 1st Board of Trustees Approve UW-wide budget VPs and Deans Executive Council President Hold budget planning kick-off meetings FY18 Forecast Position Operational by Fund Class: 1. Unrestricted 2. Designated Operating 3.Restricted Grants and Contracts 4. Restricted Gifts and Endowments 5. Other (Maintenance, Capital) Reports: Total and Position and Finalize Communicate budget decisions Forecast Office process kicks off with call letter Prepare WyoCloud Planning and ing for Annual Open WyoCloud Planning and ing. Send out notification Tuition Revenue Load approved budget into Wyocloud Financial Management Reporting ing Future Year s (real time budget numbers) BICS ing Current Year WyoCloud Planning and ing ing Forecasts 1/5/2018 2

3 Position ing Process Flow HR Process flows 1 st HR Load (Dec 31 st ) Department adjustments (Jan 1st Feb 27th) 2 nd HR Load (Feb 28 th ) Department adjustments (Mar 1st Mar 16th) Finalize (Mar 16th Mar 31st) Variance and Forecast EPBCS Process tasks Global Fringe and Merit %s Salary for existing positions loaded from HRMS at the aggregated level Enter: - Salary Adjustments - Supplemental Pay - To-Be-Hired Staff and Faculty - Part Time, GA and other Salary HRMS Process tasks (made at eff date 07/01) Position Plan by the Stat Account and Natural Expense Account EPBCS Process tasks Global Fringe and Merit %s Salary for existing positions loaded from HRMS at the aggregated level Enter: - Salary Adjustments - Supplemental Pay - To-Be-Hired Staff and Faculty - Part Time, GA and other Salary Position Plan by the Stat Account and Natural Expense Account Enter Employee status changes Adjust Fund Split %s Enter data for Vacant Positions HR Office Enter Global Drivers for: Fringe Benefits % - Faculty Fringe Benefits % - Staff Merit % Increase (Decrease) Runs Data copy to copy Working to the Pass1 version for the Fiscal Year. Pass 1 is pushed to the ASO cube and cleared from BSO. Loads in the extract from HMRS to Working version through Data Management (adjusts POV and data load rule before load) extract snapshot from HMRS effective dated 12/31 HMRS remains open for employee status, fund split, and vacant position changes made in Current Fiscal Year EPBCS Salary change Report Next Fiscal Year data is created (Position salary adjustments are locked) Adjust Global Drivers for: Fringe Benefits % - Faculty Fringe Benefits % - Staff Merit % Increase (Decrease) Runs Data copy to copy Working to the Pass2 version for the Fiscal Year. Pass 2 is pushed to the ASO cube and cleared from BSO. Loads in the extract from HMRS to Working version through Data Management (adjusts POV and data load rule before load) extract snapshot from HMRS effective dated 07/01 EPBCS updates from HRMS are complete for Future Year development. No more changes will be loaded. EPBCS Salary change Report EPBCS - Make Salary Adjustments (by % or amt) - Run Aggregations and Push to Financials Cube Manage to approved budgets. Enter variance explanations and adjust forecast as appropriate 1/5/2018 3

4 Tuition Calculation Process Flow Credit Hours à Tuition Revenue Flow 1 st Credit Hour Load (Sep 15 th ) 2 nd Credit Hour Load (Jan 15 th ) Tuition Revenue is calculated (Jan 15 th Jan 31 st ) Data Warehouse Office Loads in the extract from DW to Final version through Data Management extract snapshot from Data Warehouse on 09/15 Loads in the extract from DW to Final version through Data Management extract snapshot from Data Warehouse on 01/15 Enter: - Current Tuition Rate - Tuition % Rate Increase - Tuition Waiver Credit Hours - Uncollected Rate Data is then calculated and pushed to the GL accounts based on mapping on save the Tuition Form 1/5/2018 4

5 and Finalize Process Flow and Finalization Process Office Executive Council President Board of Trestees Finalize Board of Trustees Board of Trustees Executive Council President Executive Council President Office Users develop their Operational in Working verison Office communicates adjustments to Office Office runs Working version to BO_ Office runs BO_ version to Exec_ Office runs Exec_ version to President_ Office runs President_ version to Board_ Finalized Office runs Board_ version to Final 1/5/2018 5

6 Forecast Process Flow Forecast Process flows 1 st Month Forecast Kick off August 10 th Forecast August 10 th August 31 st 2 nd Month Forecast September 10 th Forecast Sep 10 th Sep 30 th 1st Quarter Forecast October 10 th Reports: to Actuals + Encumbrance Variances Find which fund classes have variances Reforecast for applicable Fund Sources in the Forecast Form for open months: Aug-Jun. Reports: to Actuals + Encumbrance Variances Find which fund classes have variances Reforecast for applicable Fund Sources in the Forecast Form for open months: Sep-Jun. Hold Forecast planning kickoff meetings Office Forecast process kicks off with call letter Open Forecast Month 1 st System Rollover Update system variables for the forecast year and month Load new metadata for Org, Fund Source, Activity, Program and Account from WyoCloud Financials - Aug-Jun seeded with Final data 2 nd - Load data WyCloud Financials July Actuals and Encumbrances Open PBCS for the Forecast. Send out notification Data copied from Working to Final Open Forecast Month 1 st System Rollover Update system variables for the forecast month Load new metadata for Org, Fund Source, Activity, Program and Account from WyoCloud Financials 2 nd - Load data WyCloud Financials August Actuals and Encumbrances Open Forecast Month 1 st System Rollover Update system variables for the forecast month Load new metadata for Org, Fund Source, Activity, Program and Account from WyoCloud Financials 2 nd - Load data WyCloud Financials September Actuals and Encumbrances Foundation Q1 Fund Revenue 1/5/2018 6