Anaplan

Budget Instructions

January 9, 2018

Anaplan Budget Development Model Documentation Table of Contents 

 I. UNDERGRADUATE TUITION PLANNING……………………………………………………………………PAGE 1  

 II. UNDERGRADUATE FINANCIAL AID ADJUSTMENT..………………………………………………….PAGE 2 

       III. GRADUATE & DOCTORAL TUITION PLANNING………………………………………………………..PAGE 3   

Step‐by‐step Budgeting – Per credit………………………………………………………………….PAGE 5 Step‐by‐step Budgeting – Per term……………………………………………………………………PAGE 7  

IV. GRADUATE & DOCTORAL FINANCIAL AID………………………………………………………………..PAGE 9  

V. ROOM RATE & OCCUPANCY………………………………………………………………………………….PAGE 11 

 

VI. MEAL PLANNING REVENUE…………………………………………………………………………………..PAGE 13 

A. Meal Planning Revenue………………………………………………………………………………………..PAGE 13 

B. Meal Plan Allocation…………………………………………………………………………………………….PAGE 14 

 

VII. POSITION & EMPLOYEE PLANNING……………………………………………………………………….PAGE 15 

A. Position & Employee Planning by Account……………………………………………………………PAGE 15 

B. Step‐by‐Step for Common Compensation Adjustments………………………………………..PAGE 17 

‐ Add a position…..……………………………………………………………………………………………PAGE 17 

‐ Eliminate a position………………………………………………………………………………………..PAGE 18 

‐ Move position to a new index…………………………………………………………………………PAGE 19 

‐ Split compensation between two indexes……………………………………………………….PAGE 19 

C. Miscellaneous and Other Compensation……………………………………………………………….PAGE 19 

D. Fringe Benefits………………………………………………………………………………………………………PAGE 20 

 

VIII. OTHER REVENUE & NON‐COMPENSATION…………………………………………………………….PAGE 21 

 

IX. ENDOWMENT FUND BUDGETING………………………………………………………………………….PAGE 23 

 

X. RESTRICTED FUND BUDGETING……………………………………………………………………………..PAGE 26 

 

XI. CAPITAL REQUESTS……………………………………………………………………………………………….PAGE 28 

A. Capital Equipment Requests………………………………………………………………………………….PAGE 29 

B. Capital Project Requests………………………………………………………………………………………..PAGE 30 

C. Capital Requests – Master List……………………………………………………………………………….PAGE 31 

 

 

XII. REPORTING DASHBOARDS…………………………………………………………………………………PAGE 32 

A. Statement of Operations – Summary…………………………………………………………………PAGE 32 

B. Statement of Operations ‐ Detail……………………………………………………………………….PAGE 33 

C. Statement of Operations – by Fund……………………………………………………………………PAGE 35 

XIII. EXPORTING DATA FROM ANAPLAN TO EXCEL………………………………………………………PAGE 37 

XIV. COGNOS BI (REPORTNET) REPORTS……………………………………………………………………..PAGE 39 

XV. OTHER DASHBOARDS…………………………………………………………………………………………..PAGE 40 

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ANAPLAN BUDGET DEVELOPMENT MODEL DOCUMENTATION

I. UNDERGRADUATE TUITION PLANNING As in the past, the overall undergraduate tuition for future budget years is determined centrally. In consultation with the Provost and CFO, Enrollment Management and Undergraduate Studies – Student Success Center, OFP&B will forecast the number of total new students, credits per year, retention from year to year and financial aid rates. Total undergraduate tuition revenue will be allocated among the departments based on historical proportions. OFP&B will use the most recent historical data to split tuition with 65% going to the school of instruction and 35% going to the school of major or outcomes (degrees awarded). In most cases, this approach works well. However, historical trends may not accurately predict tuition revenue for undergraduate programs that are undergoing significant change. We encourage schools and colleges to discuss any significant undergraduate academic program changes with us. For schools/colleges with undergraduate tuition, please review “Final Undergraduate Tuition” dashboard. Beginning in FY19, we will be using new account codes for undergraduate tuition. The new account codes detail the split between instruction (65%), record (35%) and outcomes (35%).

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II. UNDERGRADUATE FINANCIAL AID ADJUSTMENT Most undergraduate financial aid is allocated as a percentage of undergraduate tuition by the Anaplan Budget Development Model. For each dollar of undergraduate tuition budgeted for FY19, the university-wide undergraduate financial aid rate will be applied. In fiscal year 2019, as actual undergraduate tuition is allocated, the same undergraduate financial aid rate will be applied. In addition to the university-wide undergraduate financial aid rate, several departments budget specific dollar amounts for aid. The Undergraduate Financial Aid Adjustment dashboard is very similar to the look and feel of Cognos Planning. As with other revenue and non-compensation expenditures, users may adjust either by percentage or by dollar or both. If an user enters both a percent adjustment and a dollar adjustment, the formula calculates the percentage first and the dollar amount second. Adjustments may be entered in any cell that is highlighted blue. Step-by-Step Budgeting:

Selector desired index Adjust FY18 Projected to reflect expected year-end results Adjust FY19-FY23 Budget to reflect desired budget amounts for each year

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III. GRADUATE AND DOCTORAL TUITION PLANNING

Each school will plan for graduate and doctoral tuition specific to their school. Anaplan Budget Development has dashboards for graduate and doctoral tuition, so that schools can budget by credit hour or by term depending on how they charge students. Entering Graduate/Doctoral Tuition Data Tuition rate, tuition credits, and student headcount data will be entered into these Dashboards:

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Doctoral Per Credit Tuition identical to Graduate Per Credit Tuition Dashboard. Doctoral Per Term Tuition identical to Graduate Per Term Tuition Dashboard. Use the scroll bar on the right-hand side of the screen to adjust your view of the data entry and data review sections of the Dashboard. Viewing Graduate/Doctoral Tuition Data The resulting tuition budgets are displayed on associated summary dashboards. Tuition revenue, credit hours and/or headcounts will be displayed on these Dashboards:

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Doctoral Per Credit Summary identical to Graduate Per Credit Tuition Summary Dashboard. Doctoral Per Term Summary identical to Graduate Per Term Tuition Summary Dashboard. Step-by-Step Instructions for Budgeting Graduate or Doctoral Per Credit Tuition

1. Tuition Pricing: In the top section of the dashboard, use the percent change or the dollar change fields to adjust per-credit rates to reflect proposed FY19-FY23 tuition rates. The bottom row labelled “Final Rate” should reflect the intended rate for the fiscal year. (Note: FY18 rates do not need to be adjusted.)

2. Credit Volume: In the middle section of the dashboard, Anaplan users should:

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a. Adjust FY18 tuition credit hours to reflect projected results for the current year. You will enter the adjustment from FY18 budget to FY18 projection rather than the total credits projected. Anaplan will calculate the FY18 projected total credits.

b. Adjust FY19-FY23 tuition credit hours to reflect planned enrollment levels for next budget year and all out years. Again, you will enter the number of additional or decreased credits and Anaplan will calculate the total credits for FY19 and the out-years.

3. Data Entry Validation: The lower section of the same dashboard provides a summary of the pricing and volume sections shown above to validate data input.

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4. Review tuition dollars in Graduate or Doctoral Per Credit Summary dashboards.

Step-by-Step Instructions for Budgeting Graduate or Doctoral Per Term Tuition

1. Tuition Pricing: In the top section of the dashboard, use the percent change or the dollar change

fields to adjust per-term rates to reflect proposed FY19-FY23 tuition rates. The bottom row labelled “Final Rate” should reflect the intended rate for each term. (Note: FY18 rates do not need to be adjusted.)

1. Headcount Volume: In the middle section of the dashboard, Anaplan users should: a. Adjust FY18 student headcounts to reflect projected results for the current year. You

will enter the adjustment from FY18 budget to FY18 projection rather than the total credits projected. Anaplan will calculate the FY18 projected total headcount.

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b. Adjust FY19-FY23 student headcounts to reflect planned enrollment levels for next budget year and all out years. Again, you will enter the number of additional or decreased headcounts and Anaplan will calculate the total headcounts for FY19 and the out-years.

2. Data Entry Validation: The lower section of the dashboard provides a summary of the pricing

and volume sections shown above to validate data input.

3. Review tuition dollars in Graduate or Doctoral Per Term Summary dashboards.

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IV. GRADUATE and DOCTORAL FINANCIAL AID Graduate Financial Aid and Doctoral Financial Aid Dashboards are used for budgeting graduate and doctoral financial aid account codes. These Dashboards are very similar to the look and feel of Cognos Planning. Anaplan users may adjust either by percentage or by dollar or both. If both a percent adjustment and a dollar adjustment are entered, the formula calculates the percentage first and adjusts the dollar amount second.

Adjustments may be entered in any cell that is highlighted blue. Step-by-Step Budgeting Graduate or Doctoral Financial Aid

1. Use the selector box at top of dashboard to navigate to the desired index. Or search if you have access to many indexes.

2. Adjust FY18 Projected so that it reflects expected year-end results. 3. Adjust FY19-FY23 Budget so that it reflects desired budget amounts for each year.

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4. To budget for an account code that is not displayed, click the “Open All Accounts” button (or “Open Unfiltered Doctoral Fin Aid” for Doctoral Financial Aid budgeting) near the top of the page. This will open an unfiltered version of the same page that displays all available account codes.

5. Once all desired account codes are budgeted, click on the “Open Grad Financial Aid” (or “Open Doctoral Financial Aid”) button. This will switch you back to filtered view of the dashboard.

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V. ROOM RATE AND OCCUPANCY In this dashboard, Anaplan users will budget residence hall revenue by term. Be sure to select the correct term from the drop down box in the top left corner of the dashboard. Two years of actual data are displayed as well as the current year budget.

Step-by-Step Budgeting Room Rate and Occupancy

1. Adjust FY18 budget data to reflect projected actuals for FY18 - Current year room rates have already been approved and do not need to be adjusted for the current year projection

a. Adjust occupancy percentage as needed for all room types b. Adjust projected number of beds using Beds Adj column

2. Enter data required to reflect planned revenue levels for FY19-FY23

a. Adjust Cost Rise percentage to get to planned rate for each room type b. Adjust Occupancy rate, if adjustment is needed c. Adjust Bed Adj column to reflect any changes to the number of beds by residence hall

and room type

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3. Review results of data entry in the lower portion of the dashboard titled “Summary” to ensure FY18 projected amounts and FY19-FY23 budgeted amounts are as expected.

4. Some housing revenue budgets are not calculated by room type, room rates, etc. One example is housing revenue for study abroad programs. To budget for housing revenue that is not tied to room types, please use the “Summary” portion of the dashboard to directly enter dollar and/or percent adjustments. a. Use drop down selector at top of dashboard to navigate to the desired index b. Adjust FY18 Projected so that it reflects expected year-end results c. Adjust FY19-FY23 Budget so that it reflects desired budget amounts for each year

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VI. MEAL PLAN REVENUE Two dashboards are used to prepare budgets for meal plan revenue. The first dashboard – Meal Plan Revenue Planning – plans for total meal plan purchases by students. The second dashboard – Meal Plan Allocation – allocates meal plan revenue to the various on-campus venues.

A. Meal Plan Revenue Planning* All meal plans are listed on the dashboard along with two years of actual data. For the current year budget, previously approved Meal Plan Pricing is provided. For future years, adjust meal plan prices and headcounts to arrive at meal plan revenue proposal for each fiscal year.

Step-by-Step Budgeting

1. Adjust FY18 budget data to reflect projected actuals for FY18 - Current year meal plan rates have already been approved and do not need to be adjusted for the current year projection

a. Adjust anticipated headcount or percentage as needed for all meal plans

2. Enter data required to reflect planned revenue levels for FY19-FY23 a. Adjust Cost Rise percentage to get to planned rate for each meal plan b. Adjust headcount for each meal plan or indicate percentage change

*On this dashboard, the headcount adjustment over-rides the existing value, it is not an increment as is standard on most other dashboards in the Budget Development Model.

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B. Meal Plan Allocation

Total meal plan dollars are allocated to each of the dining venues – The View, The Binz, Food for Thought, T’s, Scooters, etc. – with this dashboard. The dashboard has two parts. The upper portion of the dashboard pulls in the total amount of revenue planned for each meal plan/account code from the Meal Plan Pricing dashboard and allows the Anaplan user to divide the revenue between the appropriate XXXXX1 (meals) and XXXXX2 (flex) account codes. The lower part of the dashboard allows the user to allocate the dollars associated with each “sub-account code” (meal or flex) to dining venues. Historical percentages are loaded, but the user can over-ride the allocation for each plan/account code and venue combination.

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VII. POSITION AND EMPLOYEE PLANNING Anaplan Budget Development allows users to plan detailed compensation for employees as well as pooled compensation for adjuncts, miscellaneous pay, student wages, and other compensation. Data from Anaplan will be loaded into Banner HR. Anaplan users can:

add positions eliminate positions move positions from one budget index to another split (allocate) positions between more than one index

A. Position and Employee Planning by Account – Primary Compensation Planning Dashboard Select index Select account code

Basic Compensation Planning Instructions

Select index and account code As needed, adjust FTE, Annual Compensation, and Labor Distribution

o Top portion of dashboard adjusts FY18 to projected year end amounts o Lower portion of the dashboard is used to plan FY19-FY23 (use year selector to change

years) Adjustments carryforward from year to year

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Important Notes for Compensation Planning: Compensation data in Anaplan is pulled from Banner. If it is incorrect for FY18 and you correct

it in Anaplan, it is not automatically corrected in Banner. Please be sure to notify HR of any such changes. Changes to FY19 will be uploaded to Banner next spring prior to July 1.

“Annual Comp” equals the actual compensation for each position. Labor distribution (“Labor %”) allocates annual comp to index(es) and must always total 100%

for each position budgeted. Labor Distribution is set to 100% regardless of the FTE, if position is paid from one index. If the

position is paid from more than one index, the Labor Distribution percentage on all indexes must total 100%.

For an FTE less than 1.0, annual compensation must equal actual compensation. For instance, if 1.0 FTE position at $50,000 is changing to.75 FTE, the adjusted salary is $37,500.

Anaplan users should review each employee. No adjustment is necessary if annual compensation, FTE and Labor distribution are correct.

Do not adjust compensation for annual increases or merit increases.

The estimated salary rate increases will be automatically calculated based on the compensation. A preliminary salary increase rate of 2.0% has been included in Anaplan for each year – FY19-FY23. The calculated dollars for the salary rate increase will be displayed on summary dashboards in the following account codes:

o 61118-Sal-Faculty-Full Time-Budget o 61128-Sal-Faculty-Part Time-Budget o 62118-Sal-Admin-Full Time-Budget o 62128-Sal-Admin-Part Time-Budget o 63118-Hourly-Full Time-Budget o 63128-Hourly-Part Time-Budget o 64118-Student -Budget

In addition to basic compensation planning, other changes may be planned for:

1. Add a position 2. Eliminate a position 3. Move a position to a different index

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B. Step-by-Step Budgeting for Common Compensation Adjustments Add a position: Select New Position Request Form from Contents panel and click “Request a New Position” button.

Select the index where the new position will be budgeted by:

a. Scrolling through the list of available indexes, or b. Begin typing the correct roll-up number and select the correct index when it is displayed c. Highlight the index number and click the right arrow (top) d. When the index appears in the right hand panel, click “OK” button.

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The New Position Request Form will be available for data entry:

Verify the index, use the drop down selector to pick the correct account code, select the fiscal year the position will start. Input position number, position title, FTE, Compensation amount, Labor Distribution percentage

** If you decide to delete a new position that you have just added, select the position by clicking on the row. Then click on the “Delete Employee Request” button.

The budgeted cost for new positions will be included in 61113-Sal-Faculty-New Positions, 62113-Sal-Admin-New Positions, or 63113-Sal-Hourly-New Positions. Please note: requesting a new position in Anaplan does not substitute for the formal process of requesting new positions through Human Resources. Eliminate a position:

1. Select Position and Employee Planning by Account and select index with positions to be eliminated. Select the account code for position to be eliminated

2. Highlight name/position to be eliminated in upper portion of dashboard 3. After highlighting name/position, click check box “Eliminated Position” near top of dashboard 4. Open Eliminate Positions dashboard and select account from drop-down selector. Find

name/position to be eliminated and complete blue shaded columns corresponding to the year that the position is being eliminated. Enter the salary and FTE as negative numbers. Enter Labor Distribution as positive number.

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Move a position to a new index:

1. Select Position and Employee Planning by Account and select index with positions to be moved. Select the account code for position to be moved

2. Select the position to be moved to a new index by clicking on it 3. Click on “Move Employee to New Index” button 4. Select the new index by scrolling through list; or, by typing the first 3-4 digits of the index

number 5. Highlight the new index and click on the right arrow and click OK 6. Make a note of the position number, FTE, annual compensation, and Labor Distribution. 7. Using the selector drop-down menu, navigate to the new index number 8. Select the correct account code and the correct year. Complete the blue shaded cells in new

index (Position number, employee name, FTE, annual compensation, and Labor Distribution) 9. Return to original index and adjust Labor Distribution to 0%

Split a position between two indexes:

1. Select Position and Employee Planning by Account and select index with positions to be moved Select the account code for position to be moved

2. Select the position to be moved to a second index by clicking on it 3. Click on “Move Employee to New Index” button 4. Select the second index by scrolling through list; or, by typing the first 3-4 digits of the index

number 5. Highlight the second index and click on the right arrow and click OK. 6. Make a note of the position number, FTE, annual compensation, and Labor Distribution. 7. Use the selector drop-down menu to navigate to the second index number 8. Select the correct account code and the correct year and complete the blue shaded cells

(Position number, employee name, FTE, annual compensation, and Labor Distribution). Be sure to put in total FTE and total annual compensation and correct percent to be paid from the second index.

9. Return to original index and adjust Labor Distribution to correct percent so that the Labor Distribution on both indexes sums to 100%.

C. MISCELLANEOUS AND OTHER COMPENSATION Miscellaneous and Other Comp Exp – This dashboard is used for budgeting for all non-position based compensation expenses and all other compensation account codes. This dashboard is very similar to the look and feel of Cognos Planning. Anaplan users may adjust either by percentage or by dollar or both. If a user enters both a percent adjustment and a dollar adjustment, the formula calculates the percentage first and the dollar amount second. Adjustments may be entered in any cell that is highlighted blue. Step-by-Step Budgeting:

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1. Use drop down selector at top of dashboard to navigate to the desired index 2. Adjust FY18 Projected so that it reflects expected year-end results 3. Adjust FY19-FY23 Budget so that it reflects desired budget amounts for each year 4. To budget for an account code that is not displayed, click the “Open All Accounts View” button

near the top of the page. This will open an unfiltered view showing all available account codes 5. Once all desired account codes are budgeted, click on the “Open Misc and Other Comp” button

to return to Miscellaneous and Other Compensation filtered view

D. FRINGE BENEFITS Beginning with FY19, fringe benefits will be calculated at university-wide rates for full-time employees and part-time employees. The preliminary rates included in Anaplan are 33% for full-time employee compensation and 8% for part-time employee compensation. Some compensation account codes will not have a rate applied, such as student wages in fall and spring. The same rates will be applied to actual compensation expense as it is incurred during FY19 and beyond. The goal is to provide greater predictability of fringe benefit costs for departments.

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VIII. OTHER REVENUE AND NON-COMPENSATION Other Rev and Non Comp Exp All non-compensation expense account codes and all non-credit tuition revenue account codes as well as other non-tuition revenue including gifts, seminar revenue, fees, grants, and investment revenue are budgeted on this dashboard.

This dashboard is very similar to the look and feel of Cognos Planning. Anaplan users may adjust either by percentage or by dollar or both. If a Anaplan user enters both a percent adjustment and a dollar adjustment, the formula calculates the percentage first and the dollar amount second. Adjustments may be entered in any cell that is highlighted blue. Step-by-Step Budgeting:

Selector desired index Adjust FY18 Projected to reflect expected year-end results Adjust FY19-FY23 Budget to reflect desired budget amounts for each year To budget for an account code that is not displayed, click the “Open All Accounts View” button

near the top of the page. This will open an unfiltered view showing all available account codes Once all desired account codes are budgeted, click on the “Open Other Rev and Non Comp”

button to return to Other Revenue and Non Compensation Expense filtered view

Special note for Computer Leases: In the past, budgets in account code 79101-Deptl Computer Lease have been adjusted to match actual expense during the fiscal year. Beginning with FY19, budgets will not be adjusted. Please use care when setting departmental computer lease budgets. If FY18 original budget is less than FY17 actual expense for computer leases, please adjust the FY19 budget to actual FY17 expense if no additional computers will be needed as compared to last year. Normal replacement of existing computers is not considered additional.

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ITS has requested that departments notify ITS of changes to their computer lease inventory (increases or decreases) as early as possible as ITS usually begins ordered leased equipment in early April. Questions about computer lease costs or changes in inventory can be directed to Paul Kozak with ITS at 2-6275 or pdkozak@stthomas.edu

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IX. ENDOWMENT FUND BUDGETING Endowment Fund Planning is a two part dashboard for planning both the draw from endowed funds and the use of the draw for expenses. Using the drop-down arrow, select an endowment fund. OR, use the search function to search by index number or fund name.

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The top portion of the dashboard “Endowment Fund Planning” calculates the spendable amount for each year in the budgeting timeframe. Two adjustments are possible in this portion of the dashboard:

1. Adjust the endowment value (i.e., if gifts to endowment are anticipated, pledge payments made, etc.) Adjustments to endowment value are incorporated into future year spendable calculations.

2. Adjust the calculated spending policy. Typically, this would be to reduce the spendable amount. (Because we are focusing on good stewardship of donor funds, we will want to understand the rationale for not taking the full, available draw each year.)

In the second section of the dashboard, “Endowment Summary Adjustments”, Anaplan users will plan for expenditures from endowment funds. Compensation planning: Budgeted positions: Are planned at the individual endowment fund level. The process is the same as planning

compensation on operating funds/indexes. Click on the “Plan Employees by Account” button to get started (OR open the Position & Employee Planning by Account)

Follow directions starting on page 13 for adjusting employee compensation, moving employee to a different index, splitting an employee between two indexes, eliminating a position.

Other compensation: Click on the “Open Misc & Other Comp” button and follow the directions on page 17 for

Miscellaneous and Other Compensation Return to Endowment Fund Planning dashboard when you have completed budgeting for other

compensation.

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** Please note that moving a position from Endowment or Restricted funds to operations in whole or in part is considered a new position and must be approved. **

Non-compensation expense planning: Planning for non-comp expenses in endowments is the same as budgeting for them in operating budget indexes. Anaplan users may make percent adjustments and/or dollar adjustments in all blue shaded cells. Anaplan users should:

Adjust FY18 Projected to align with expected year-end results. Adjust FY19-FY23 Budget to align with planned expenditures. To budget an account code that has not been used in the past, click on the “Open Endowment

Fund Planning Unfiltered”. This will enable selection of any account code. When done with the unfiltered view, users can navigate back to the filtered view by clicking on “Open Endowment Fund Planning”

Beginning and ending balances – are displayed for FY16 and FY17 year-end actual, FY18 projected and FY19-FY23 budgeted for the endowment spendable. Normally, endowment budgets should not have a negative beginning or ending balance.

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X. RESTRICTED FUND BUDGETING Restricted Fund Planning is a new feature of the FY19-FY23 budgeting process. Unlike operating and endowed funds, restricted funds will be budgeted at a summary level such as school, college, or division. Also unlike operating and endowed funds, restricted funds will be budgeted at a summary account code level. Access to budgeting restricted funds will be mainly at the dean and vice president level. Anaplan users will be able to select:

1. Summary level organization to budget for. Most Anaplan users will only have one option on the drop down menu.

2. Type of funds to be budgeted:

a. Consumable Funds – Aid b. Consumable Funds – Grants c. Consumable Funds – Dept/General d. Consumable Funds – Other Gifts

Using the drop-down arrows, select an organization and type of fund to budget. Planning for non-comp and financial aid expenses and other revenue on restricted funds follows the same format as budgeting for them in operating budget indexes (although at a summary level and not at a detailed 5 digit account code level). Anaplan users may make percent adjustments and/or dollar adjustments in all blue shaded cells.

Adjust FY18 Projected to align with expected year-end results Adjust FY19-FY23 Budget to align with planned expenditures

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If Anaplan users need to plan for an account codes that have not been used in the past, click on the “Open Restricted Fund Planning Unfiltered”. Users can navigate back to the filtered view by clicking on “Open Restricted Funds”

Compensation expense planning in restricted funds will be planned at the position level. This is the one exception to the summary level budgeting and is necessary in order to load individual positions into Banner. Please follow the steps noted for compensation planning for endowment funds (see page 20).

The beginning and ending balance is provided for for FY16 and FY17 year-end actual, FY18 projected and FY19-FY23 budgeted ending balance for each of the fund group types. Normally, restricted budgets should not have a negative beginning or ending balance.

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XI. CAPITAL REQUESTS Planning for capital needs at St. Thomas is vital to the success of our academic programs and to maintaining the beauty and functionality of our campus. In order to prioritize among competing requests with limited funding, the capital request process will now have a built-in approval process. Capital requests will be made in Anaplan on dashboards available to all Anaplan users. As in the past, any Anaplan user may submit a capital project or capital equipment request. All requests will first be reviewed, prioritized, and approved by the cognizant dean or vice president. It is possible that not all projects submitted will be approved. Once approved by a dean or vice president, the project will move forward for a more detailed review and budget estimate in consultation with Facilities Management. All capital equipment and capital project requests are due February 1st and must be entered in Anaplan by that date. Please observe the following notes about Capital Requests:

Due to the cost and complexity of capital projects, the cost is normally not charged to departmental budgets.

The dollar minimum for capital projects and capital equipment requests has been increased from $3,000 to $10,000 per item. (Example: one microscope costing $11,000 is a capital project, but three microscopes costing $4,000 each for a total of $12,000 is not.)

Do not use the Capital Budgeting Request Form for: Computer equipment Computer software (should be budgeted on departmental budget as expendable equipment and

supplies account codes (722xx). Non-computer equipment that costs less than $10,000 per item

Please contact Katelyn Shehu (x2-6142 or sheh9359@stthomas.edu) with any questions you may have about whether an item or project is capital or expendable. Step-by-Step Instructions for Capital Budget Requests Anaplan users will open the Capital Budgeting Request Form and then select the “New Capital Project Request” or the “New Capital Equipment Request”. Clicking on either button will open up a selector box – scroll down to select the index you wish to submit a request for, click on the right arrow, and click OK.

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A.Capital Equipment Request Form Fill in the request form as completely as possible. Double click in the box to allow typing in that box. Several of the input boxes have drop-down menus as a guide including, date of submission, desired completion date, capital equipment code, and prioritization of request. Provide an estimate the cost of the item and note the quantity requested. Please provide a description of the equipment request as well as needed infrastructure changes, if necessary. An example would be a piece of lab equipment that cannot be accommodated within existing ventilation hoods.

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B.Capital Project Request Form Fill in the request form as completely as possible. Double click in the box to allow typing in that box. Several of the input boxes have drop-down menus as a guide - including, date of submission, desired completion date and prioritization of request.

Cost information is not required at this stage of the request process.

Please provide a description of the project request as well as needed infrastructure changes, if necessary.

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C.Capital Requests – Master List Includes all capital project and all capital equipment requests submitted. This dashboard is viewable by users. Projects and equipment requests can be edited by clicking on the appropriate button on this page.

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XII. REPORTING DASHBOARDS The Statement of Operations reporting dashboards allow users to review their budgets at summary levels. As the budget is built, the summary results can be viewed on this dashboard. Users can select the level of the organizational hierarchy that they wish to review – from a single index to a whole school, college, or division to everything in-between. A. “Statement of Operations – Summary” At the top of the dashboard, use the down arrow or search functions to select an index or roll-up level to review. Once an index or roll-up is selected, the fund type(s) to display can be selected. The beginning balance information shown is for the 3-digit organizational roll-up level, even if an individual index is selected for review.

(fund balance is not synchronized with index selected – need to change to 3-digit org roll-up at top first then to more detailed index/org afterwards – will this be a problem for anyone else other than us?) After selecting the index or roll-up to review and funds to review In first portion of dashboard, scroll past the beginning balances and view “Statement of Operations – Summary Level”. The data from the index/roll-up is displayed at the 3-digit account code level (511, 512,… 711, 721, etc.)

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To see more detail for an account level roll up, highlight the account roll-up to review and detailed information will be displayed in the lower portion of the dashboard titled “Statement of Operations – Detailed Level”. The example below shows account roll-up 711 highlighted and the details related to 711 below that. Clicking on any roll-up in the top portion of the dashboard will change the display below to the appropriate detail.

B. “Statement of Operations – Detail” Select an index or roll-up using the same steps as for the Statement of Operations – Summary dashboard. Depending on the level selected, endowment, restricted and operating budget funds are included in the results. The beginning balance information shown is for the 3-digit organizational roll-up level of the index/roll-up selected. The dashboard displays the 5-digit account level in the portion of dashboard titled “Statement of Operations – Detailed Level”. This dashboard is similar to Cognos BI reports (which one) that are available.

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Anaplan Dashboard – Statement of Operations-Detail

Cognos BI Reports

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C. “ Statement of Operations – By Fund” The dashboard displays data at the highest organizational level and includes endowment and restricted funds. At the top of the dashboard, select the index or roll-up level to be reviewed – typically, the 3-digit org roll-up level. Endowment, restricted and operating budget funds are included in the results. The beginning balance information shown is for the 3-digit organizational roll-up level. The middle portion of the dashboard displays highly summarized data including FY16 and FY17 actuals, FY18 projection, FY19-FY23 future budgets. The user can select which fund group to review – operating budget, restricted funds, endowments, or all.

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The third portion of the dashboard displays the budget at the 3-digit account code level with all three fund groups displayed side by side.

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XIII. EXPORTING DATA FROM ANAPLAN TO EXCEL

The data on any screen in Anaplan can be exported to Excel. This applies to both reporting dashboards, summary information dashboards, and data entry dashboards. Click on the data you wish to export, it will be highlighted blue as shown below. Using the selector down-arrow on the left side of the org name, select “Data” and “Export” as shown below.

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Follow the Export menu prompts and click “Run Export”. You will be prompted to “Open” or “Save” the Excel spreadsheet. Select “Open” and the data will open in Excel. Please note that data cannot be uploaded to Anaplan.

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XIV. COGNOS BI (REPORTNET) REPORTS Cognos BI Budget Operations Reports (sometimes referred to as ReportNet reports) will be available again for the FY19 budget development process. As in the past, an overnight update process will be in place, so the reports will always reflect yesterday’s data. For questions about access to Cognos BI Finance and Budget Operations reports, please contact Allison Hanson, 2-6189 or alhanson1@stthomas.edu.

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XV. Other Dashboards

A. Indirect Cost Allocations Each Revenue Generating Unit (RGU) has been assigned a share of Shared Service Unit (SSU) costs. The Statement of Operations dashboards include the indirect cost allocation data at the three-digit roll-up level for each RGU. For questions about indirect cost allocations, please contact Nora Fitzpatrick or Allison Hanson.