Fiscal Year 2025 Office Hours Recordings Archive

5:32 – 8:45 Compensation planning challenges (Sheets 4 & 5); request for user feedback

8:45 – 13:36 Issues with downloaded columns in Excel; discussion on personal and modeled reports

13:36 – 21:12 Report writing challenges; idea of a new ‘Planner Lead’ role; adaptive vs. cube vs. Office Connect

21:12 – 31:06 Sheet 4 planning approach; feedback on using prior year data vs. starting fresh; split positions and costing allocations

31:06 – 39:43 Integration plans with HCM; challenges in showing costing data effectively on Sheet 4

39:43 – 46:27 Request for better training materials and process guide; need for clear documentation

46:27 – 51:07 Agreement on improving training; closing remarks and next steps

• Video Recording

10:32 – 15:19 Demonstration of A2000 Report

15:19 – 18:40 Deadlines & Loader Impact. Reminder of May 19th lock deadline at 5:00 PM.

18:40 – 24:25  Clarification on Merit & Base Comparison

24:25 – 29:28 Discussion on expectations for auxiliary and non-core resources.

29:28 – 37:00 Discuss how to manage Overcuts. Assurance that revenue reductions will only match the official target, not actual cut shown in A2000.

37:00 – 40:47 Reminder of ABB Factors & Upcoming Work

40:47 – 44:30 FY26 Recast and Reporting Plans – Office hours will pause after May 19

44:30 – 48:42 Discussion on tool enhancements

• Video Recording

11:23 – 13:02: Summer quarter adjustments for FY25 and FY26 discussed. Adaptive entries need to be updated to avoid double counting.

14:01 – 15:45: Fixed cost funding and salary increments will be processed, with merit increases set at 2% for eligible positions.

16:07 – 20:25: Fixed costs (e.g., utilities) differ from variable costs and will be handled separately in the budget.

20:33 – 24:01: Core funds reductions must be tracked at the cost center level and finalized by May 19th.

25:22 – 29:32: Manual and automatic adjustments discussed

39:19 – 44:14: PRFs will be net position neutral, and any reductions in core funds should not affect overall net position.

• Video Recording
• Core Expenditure Reduction Guide

 22:38 – 26:27 Funding decision and timeline update – The Adaptive entry deadline is extended to May 19th to accommodate updated schedule in funding decisions.

 27:00 – 43:00 Expense reductions target – The focus is on achieving expense reduction targets rather than net position targets, with guidance on how to operationalize these reductions using Adaptive tools and reports.

43:00 – 59:18 Budget Adjustments, net position and challenges – Discussion on aligning expense reductions with revenue growth and addressing challenges in making accurate adjustments without distorting net position.

• Video Recording

 9:27 – 16:53 Adaptive versions to use: Sandbox Version for uncertain or “what-if” scenarios. FY26 Operating Proposal Version for finalized decisions.

17:56 – 20:44  External Dependencies & “Go/No-Go” Timeline Suggestion

22:09 – 30:00 Actuals are loaded in Adaptive through March 2025, although the overlay remains locked at December 2024.  Users can view March actuals using the “Actuals”  version but should be cautious not to double-count.

• Video Recording
• Presentation Deck

24:03 – 26:26: Worktags should be available the day after appearing in Workday. Unit should reach out to BPO if any exception

27:14 – 36:54: Introduction of new comparison and scenario-based reports based on cost center hierarchy A1420.3  and resource hierarchy A1420.4

33:49 – 38:07 Scenario Version with Preliminary Benefit Load Rates

• Video Recording

11:56 – 14:00 – Legislative impacts on budgeting and next steps.

15:12 – 21:21 – Guidance on corrections, financial adjustments, and resource allocation.

26:07 – 31:45 – Questions regarding central budget assumptions and system updates.

37:09 – 42:56 – Overview of financial scenario modeling.

46:24 – 53:29 – Discussion on expense reduction strategies and financial risk mitigation.

• Video Recording
• Presentation Deck

[7:17 – 8:45] UW Academy Prefix and Data Warehouse Testing

[8:45 – 9:45] Workflow and Locking Levels

• Video Recording

07:01–12:00: Discussion about the Provost’s March 7 communication on potential 5% and 10% core fund cuts, emphasizing these as hypothetical exercises and not definitive target.

12:01–18:00: Participants share their approaches to planning, with some focusing centrally and others aiming to distribute tasks across units. Challenges with communication timelines are highlighted.

18:01–23:00: Discussion highlighted the ongoing regular fiscal year planning processes and the need for adaptable planning given the changing environment.

23:01–37:00 Introduction of a sandbox tool for financial scenario modeling. Key features discussed: 1) its isolated use for adaptive financial planning and comparing scenarios, 2) allow units to model potential budget scenarios, 3) data entered will not automatically transfer to the main proposal version.

37:15–53:00: Tool demonstration and Open Discussions

• Video Recording
• Sandbox – FY26 Scenario Version Usage Guide

19:19 – 19:01  Adaptive Dashboards and explanation of net position.

22:20 –  24:05 Drill-down functionality in dashboards demonstrated.

28:11 –  29:46 Operating margin vs net position explained.

29:47 – 33:46 Clarification on FTE data inclusion in the Provost’s version of dashboards.

35:36 – 43:07 Discussion on Adaptive reopening period (expected early April to mid-May) and the plans during the reopening period.

43:08 – 49:09 – Discussion on better Adaptive user guides and training, best practices and troubleshooting tips to improve workflow in future planning cycles.

• Video Recording

12:16 – 17:28  Ensuring accurate revenue entries for core funds and auxiliary funds. Importance of avoiding duplicate or missing revenue entries.

18:20 – 20:24 PRF Form & Adaptive Issues

20:24 – 25:17  Fixed Cost & Proviso Adjustments

30:43 – 37:43 Discussion on correct use of core fund distribution vs. fund transfers in Adaptive.  Core fund distribution reports (A1200, A1200.1) explained.

38:00 – 46:21  Issue reported: FY26 beginning balances incorrect due to Adaptive forecasting mechanics. Solution: Adjust Jan-June budget entries to reflect expected year-end balances.

46:36 – 47:09  Reminder to finalize entries before February 24th and reach out with any concerns.

• Video Recording

19:24 – 32:34 Q&A on dashboards & financial data

36:00 – 40:01 Adaptive Dashboards vs. Executive Dashboards

42:09 – 48:52  Audit Reports for Data Quality in Adaptive

• Video Recording
• Presentation Deck
• Sample Planning Dashboard

11:18 – 26:35 Adaptive dashboard demonstration

26:40 – 39:43 Discussion & Q&A

• Video Recording

7:16 – 9:08 IADS team is processing data for tuition updates.

9:19 – 12:44 Adaptive will be locked from Feb 24–April; considering data snapshot options. Dashboards being developed to align reporting with executive views.

13:13 – 19:20 Ensuring budget narratives match financial data. Reminder to exclude non-expendable endowment resources from net position calculations.

20:12 – 24:04 Timing issues with fiduciary activities. Capital-related transactions need accurate classification.

24:12 – 32:02 Units should check for ledger misalignment and incorrect classifications. Challenges in tracking transfers and royalties across units.

33:12 – 48:35 Changes in ledger accounts require updated reporting guidance. Upcoming salary & overtime threshold changes may impact budgeting

• Video Recording

9:41 – 12:27 Enrollment forecast & Tuition rate changes

12:27 – 15:44 State Request for DEI budget estimates

15:52 – 16:51 December Actuals Load & Static Forecast – December actual to be loaded into Adaptive. No further actuals loads before February 24th lock to prevent disruptions. Annual review meetings will use FY25 forecast with December actuals.

17:28 – 21:19 – Job aid for Core fund distribution report, Overview of A1304, A1305, A1306, A1308, A1309

23:54 – 28:25 Grant Tuition & Expense Categorization Challenges

28:25 – 31:19  Core Fund Adjustments & Missing Allocations

38:08 – 42:16  Issues with FDM combinations affecting automated fixed cost revenue calculations. Plan to work with units to correct FDM alignments.

42:35 – 44:28: Encouragement for units to ensure hiring plan data is correctly marked.  Aligning hiring plans with Adaptive budget entries.

• Video Recording

23:17 – 43:13 Unit Adjustments, Merit Adjustment & Salary Revenue

43:14 – 48:46 Fixed Cost & Net Position

• Video Recording

18:55 – 23:49 Adaptive System Performance & Issues

23:50 – 28:42 A1400 template reports to view net position as you’re making changes

27:23 – 31:47 Actual overlay & Report adjustments

31:58 – 35:00 Data extraction and Transition to EDW

35:50 – 36:57 All columns editable now for FY25 in the FY26 proposal version

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• Presentation Deck

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