On October 3, 2022, Provost Richards sent his FY24 Operating Budget Development kickoff letter to the leadership of the Academy to begin a dialogue with faculty, staff, and students about institutional needs, resource constraints, and priorities. The letter outlines the Provost’s key questions, the challenges facing the University, relevant deadlines, and a variety of resources.

The FY2024 operating budget will, for the first time, be constructed in a single Academy-wide tool – Workday Adaptive Planning. A key part of the UW’s Finance Transformation (UWFT) effort, use of Adaptive Planning for the FY24 operating budget development process marks one of the first widely deployed components of the UWFT efforts.

Submission Requirements

The FY24 Operating Budget Development cycle calendar contains a full list of key dates and milestones. The primary due dates for several relevant components of the planning cycle are outlined in the table below.

What to Submit

When To Submit

How to Submit

Tuition Rate Recommendations &
Enrollment Forecasts

 Wednesday, February 1, 2023

Upload to the Tuition Rate Recommendations and Enrollment Forecast Portal
 FY24 Operating Budget Proposals Friday, March 17, 2023 Complete in Workday Adaptive Planning

FY24 Operating Budget
Narrative Response

Friday, March 17, 2023

Upload to the Operating Budget Narrative Submission Portal
* Online submission portal requires response to several numerical or yes/no type questions

FY2024 Planning Resources & Templates

1) Workday Adaptive Planning: After completing required training, planners may access the Adaptive Planning tool by logging into the UW’s Workday/HRP instance, navigating to Menu -> Apps  and selecting “Adaptive Planning”. If you are able to log in, but are unable to access your unit/campus org code structure or planning sheets, please ensure that you have completed required training and that your unit has communicated your completion status with your UWFT Change Manager.

 

2) FY24 Workday Adaptive Planning Process Guide (Revised 12/16/22, see change log): This document provides contextual information focused on “how to plan in Adaptive” rather than “how to use Adaptive”. If you are looking for information on “how to use Adaptive”, please see the Workday Adaptive Planning training materials SharePoint site, your Dean/VP’s Office Finance Administrator (UWS Units) or your campus’s central planning office (UWB/UWT units) for further instruction. The process guide contains:
  • Fundamental Changes – Concepts and Nomenclature
  • General overview of the strategy that will be used to translate FAS/BGT to Workday FDM
  • FY24 Operating Budget Proposal Requirements
  • OPB’s suggested planning approach, by fund source. This approach attempts to balance the limitations inherent in utilizing legacy (FAS/BGT) elements to plan for the future FDM conversion.
  • Known key limitations that will impact planners in Adaptive R1

 

3) Links to the two submission portals used in the FY2024 planning process:
  1. FY24 Tuition Rate Recommendations and FY24-26 Enrollment Forecasts: This online tool serves as the submission portal for tuition rate recommendations and enrollment forecasts (online data entry). Submission is required by Seattle Academic Units, UW Tacoma and UW Bothell.
  2. FY2024 Operating Budget Narrative Submission Portal: This online tool serves as the submission portal for completed FY24 Operating Budget Narrative responses as well as for responding to certain quantitative non-financial data requests. Submission is required by all Academy units and campuses.
      • To initiate the tool for your unit/campus, please use this link 
      • An “edit” link will be sent to the email address provided after the first screen is complete. This link may be used to return to an incomplete response at a later time. You may share this link with other members of your team, however, all users with the link will have full access to edit and submit your unit’s response.

4) Tuition-Based Program Rate Recommendation Template: This Excel template is utilized to enter tuition rate recommendations, by tuition category. Template must be uploaded to the Tuition Rate Recommendations and Enrollment Forecast Portal

5) FY2024 Operating Budget Narrative Response Template (Word template): This Word document is to be populated by units/campuses and uploaded to the Operating Budget Narrative Submission Portal by the due date noted above. Please note that several additional questions, largely quantitative, are asked within the. A full list of all questions (revised 12/16/22 to include two new online response questions) asked within the template and the online submission portal is available for reference as you prepare your responses.

6) Central Budget Policies & Assumptions (revised 2/8/23, updated Workday Finance Cost Allocation Planning Parameter): This document provides central budget policies and assumptions, which should be used as a base case for completing FY24 operating budget proposals. Please clearly identify and briefly explain any assumptions used in your budget planning that differ from these central budget assumptions within the Operating Budget Narrative Submission Portal.

7) Sample Planning Timeline: This document provides units and campuses with a sample planning calendar to consider. Following this timeline is not required – it simply serves as a starting point for administrators who wish to leverage or build upon it.

8) Multi-Dimensional Planning Tools & Resources: A set of dashboards that provide unit level information relating to student and faculty activity. At this time, only Dean/VP’s office administrators have access to this tool. You must be on the UW VPN if working remotely in order to access this information.

9)UPDATED FY2024 Core Funds Distribution Table (PDF Version): For Dean, VP and Chancellor Offices, this table can be used to assist with GOF/DOF/Proviso planning. The funding assumptions detailed on this table – and loaded into Adaptive Release 1 – include Tuition Rate and Enrollment Forecasts as submitted by Feb 1, 2023 and data as of Jan 2023 month-end close. This table is expected to be updated once more for the FY24 operating budget development process in April 2023. 

10) Adaptive FY24 Data Entry to Workday FDM Conversion Tool: A Tableau dashboard and raw data export tool intended to assist users with understanding how the budget data entered into Adaptive R1 (legacy chart of accounts) will translate to Workday FDM values in FY24. To view, you must have planner or report only access to Adaptive. You must be on the UW VPN if working remotely in order to access this information. How to use videos are available on the Office Hour Recordings webpage.

11) Adaptive Release 1 Data Entry Quality Assurance Checklist: A prioritized list of errors or data issues to look for and resolve prior to the preliminary budget proposal lock on March 17, 2023 as well as conversion issues to solve by the final lock in early May, or also by March 17, as time allows.

12) Functionality Update: Data Editing on Roll-up Levels in Sheets.  As of May 5, 2023, we enabled users with the Planner permission set who have been assigned to a roll-up Level the ability to edit data in Adaptive Release 1 on sheets when a roll-up level is selected.  Please see this document for more details on this change <New Adaptive Functionality PDF>.

13) Legacy Account Code to Workday Ledger Budget Conversion: A crosswalk containing legacy account codes (object and revenue) mapped to the Workday FDM. Crosswalk only applies to the Adaptive R1 FY24 operating budget translation to the Workday FDM.

We’re Here to Help – Additional Support Resources and Venues

While every year presents new conditions and opportunities that influence requests for information, the FY24 operating budget development cycle kicks off the start of a period of significant transformation in how the UW conducts business operations.

As we begin to deploy tools resulting from the UWFT program work and, as an organization, collectively manage the tidal wave of new information, OPB will offer several venues for direct, hands on support in addition to continuing to support individualized attention as necessary.

1) OPB, supported by the UWFT team, will hold regular office hours throughout the FY24 planning cycle on Thursdays from 10:00 am to 10:45 am during the planning season. 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/95834502669

2) Requests for individual support not covered within these resources can be submitted via an Adaptive Support request portal.

  • For email communication regarding the FY24 operating budget development process, please utilize the adaptive-support@uw.edu shared email inbox to ensure your question is answered by the team in a timely manner.

3) Historical responses to narrative questions from previous years are available by fiscal year and by unit/campus on OPB’s Annual Budgets page.