Regular office hours continue every other week on Thursdays from 10:00 am to 10:45 am to address questions the Planning Community may have. In addition, the team will provide budget updates as needed. You must be signed into Zoom with your UW NetID. Please click on this Zoom link to join the meeting: https://washington.zoom.us/j/97113630789
Adaptive and FY2026 Budget Development Process Office Hour Recordings
| Date | Topic | Description | Resources |
|---|---|---|---|
| 12-11-2025 | Common vs Financial book, core fund distributions and budgeting for F&A, IOH and Gifts | 6:24- 7:41 Budgeting for Common Book vs Financial Book, Depreciation expenses need to be entered into Sheet 10
7:42 – 13:37 Core Funds Distributions, link to unit folders 13:38 – 23:32 Core Fund Distributions Dashboard Demo 23:33 – 28:23 Reports to help with budgeting for F&A, IOH and Gifts – A1707, A1708, A1709 28:34 – 32: 05 A1306 report example of ongoing base 32:30 – 43:36 Questions |
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| 12-04-2025 | FY27 Budget opening – FY26 actual load, union increase %, depreciation | 7:00 -11:34 Completed Items – Evergreen version available in EDW, Position # available in actual
11:35 – 12:20 FY26 Actuals and Net Position 12:21 – 14:11 Union Increase % for FY27 and beyond will be loaded as we receive from HR 14:12 – 23:54 Depreciation 23:55 – 50:55 Questions |
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| 11-06-2025 | FY27 Planning Updates and System Changes | 7:30 – 8:50 MAA to provide preliminary BLRs soon.
8:51 – 13:38 HRP pay rate update caused July/Aug compensation overstatement. Workaround: reduce July/Aug allocations or enter reduction in Sheet 5. 13:39 – 14:23 Missing positions/allocations in actuals; UW-IT & Adaptive working on fixes. 14:33 – 26:21 Adaptive updates: Evergreen lock (Nov 10 – week), Contras no longer negative, live automations for Grants, F&A, Fixed Cost, and Core Increases. 26:22 – 36:58 Discussion on accounting guidance and transition to Financial Book. 36:59 – 37:30 Faculty Hiring Plan sheet to go live next week. 38:58 – 42:28 BPO enters centrally funded data; units shouldn’t duplicate. |
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| 10-23-2025 | FY27 budget process preparation | 7:21 – 10:23 FY27 Budget Timeline: Key dates: (process start on Dec 1, budget narratives due on Feb 23)
10:27 – 18:58 Fixed Cost Programs: require a specific program worktag 19:06 – 36:13 Actuals Overlay Status & Forecast: Paused overlay 36:13 – 37:57 Preliminary Benefit Load Rates (BLR) Timing : Early release from MAA, preference for using preliminary rates 37:57 – 40:38 Data Problems: Actuals Position ID & HCM Allocation Issues 40:51 – 49:04 Hiring Plan: New sheet in Adaptive, hiring plan ID, integration with hiring plan database, dashboard preview |
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| 10-02-2025 | Navigating Actuals Overlay and Forecasting in Adaptive Planning | 5:28 – 8:20 FY26 Recasting & Data Alignment
8:20 – 14:00 Actuals Overlay: Timeline & Communication 14:00 – 22:00 Overlay trade-offs & Forecasting Challenges 30:00 – 36:00 Evergreen version locking & FY27 budget cycle |
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| 09-18-2025 | Adaptive Planning Scenarios Setup and Workflow Demonstration | 9:20 – 14:00 Scenario Planning Overview
14:00 – 22:00 Scenario Behavior & Demo 22:00 – 36:00 Creating, Sharing, Submitting Scenarios 36:00 – 43:00 Reviewing, Approving, Merging Scenarios 43:00 – 52:00 Access, Provisioning, Sheet Setup |
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| 09-08-2025 | Adaptive Planning Enhancements and FY27 Budget Preparation | 6:23 – 8:18 FY27 Budget Planning in Evergreen Version
9:16 – 18:12 Prototype Demo: HCM Costing Allocations in Adaptive 18:12 – 22:23 Limitation & trade-offs of full HCM integration 23:02 – 26:31 Concerns from high-volume units & future improvement. 29:00 – 43:00 Clarification on net position, actual overlay & submission timeline. |
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| 08-21-2025 | Office Hours Cancelled | Due to lack of agenda items and overlap with Admin Council, Office Hours was cancelled. | |
| 08-07-2025 | FY26 Budget & Core Fund Distribution Updates and Planner Lead Role Discussion | 5:00 – 14:51 Updates that FY26 Adopted Budget is available in Workday Financials and discussion of FY26 Core Funds Distributions and Allocations Letters timing and process.
14:52 – 17:47 Evergreen version update 17:48 – 21:34 Introduction of Planner Lead security role 21:35 – 29:00 High-level demo of Scenario functionality for Planner Leads roles 29:00 – 43:00 Other Planner Lead functionality – separate access to sheets from Planners for core funds distribution to depts or to review/revise budgets while the Planner role is locked out, and create/edit shared reports. |
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| 07-24-2025 | Budget updates, Evergreen rollout, and future planning | 8:00 – 11:00 Budget finalization and introduction of evergreen version
11:00–14:30 Planning Implications and Forecasting 15:00–18:00 FY26 core fund distribution – core fund distributions targeted for release by July 31 19:00 – 35:00 Clarification from BPO about budget reduction entries in Adaptive 36:00–44:00 Clarification on ICR funds 44:00–51:00 Future planning and communication improvements |
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| 07-10-2025 | FY26 Revenue Reductions, Budget Timeline, and Future Planning Enhancements in Adaptive | 5:30 – 17:50 – Revenue reduction entries explained, including how auto-calculations (e.g., merit/unit adjustments) and manual entries work together to meet reduction targets. Introduction of report 1420.6 for version comparisons.
19:03 – 23:52 – FY26 budget timeline outlined: July 25 for budget posting and roll-forward; July 31 for recast version opening and core fund distributions. Allocation reports to be shared via SharePoint. 24:00 – 30:00 – Introduction of a planned Evergreen (always-on) Adaptive version for continuous planning and forecasting, replacing the need for multiple locked versions. 31:05 – 39:45 – Discussion on managing reserves and net position: using specific cost centers, program worktags, and ledger account 84150 for transparency in financial reporting. 46:00 – 48:30 – BPO request for units to share budget vs. actual dashboards or visualizations (e.g., in Tableau) to inform development of similar tools within Adaptive. |
FY2025 Office Hours Recordings Archive