Budget Support Resources
Regular office hours continue 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/95834502669
Adaptive R2 and FY2025 Budget Development Process FAQs
Published FAQs are available! Click this link to view the excel file: UW Adaptive and Budget Operations FAQs updated on 02/08/24.
Adaptive R2 and FY2025 Budget Development Process Office Hour Recordings
Presentation of Adaptive Planning Versions
| Topic | Description |
| FPB New Org Structure & UWA Mgmt Recast (07/18/24) | New organizational structure in the office of Finance, Planning & Budgeting (FPB). In addition, FY25 UWA Management Recast will be available on Monday, July 22, 2024. |
| FY25 UWA Mgmt Recast (07/25/24) | Discussion on FY25 UWA Management Recast |
| Org Structure & Scope of Work (08/01/24) | Reminder of new organizational structure in FPB and responsibility of Budget Planning & Operations (BPO) scope of work: Adaptive, Core Funding Distributions, and Budget vs Actuals. |
| Reporting (08/08/24) | Discussion on UWA R1300 series |
| Budget vs Actuals (08/15/24) | Budget vs Actuals reporting and discussion on other items. |
| Q&A Session (08/22/24) | No new update to share. This session is dedicated to any questions Planners may have. |
| Adjusting Net Position (09/05/24) | Presentation of adjusting net position. More information in the Office Hour slides. |
| Q&A Session (09/12/24) | No new update to share. This session is dedicated to any questions Planners may have. |
| Personnel Expense Model/Salary Increase Entries (09/19/24) | Refresher of Personnel Expense Model and demo of salary increase entry options in FY25 UWA Management Recast. |
| Aligning Payroll and Planning Data (10/03/24) | We reviewed challenges with salary data not matching past payroll details in Workday reports. The conversation highlighted the need for better synchronization between Workday and Adaptive for consistent reporting. |
| Presentation of Adaptive Planning Versions (10/10/24) | Presentation of Versions in Workday Adaptive Planning. More information in the Office Hours slides. |
| FY26 Adaptive Budget Proposal: Key Announcements and Planning Guidelines (10/17/24) | Important updates on the FY26 budget proposal process, including key deadlines, adaptive training requirements, and alignment of the faculty hiring plan. |
| Updates on Income Statement Reporting and Adaptive Dashboard Usage (10/24/24) | Updates to Income Statement Reports (A-1400 & E-1306 Series), Archival of Legacy Overlays, New Adaptive Dashboard Functionality |
| Budget vs. Actuals and Financial Performance Insights for FY25 (10/31/24) | October’s month-end close, with a focus on budget vs. actuals for FY25 YTD. Key topics include financial performance insights across units, new Workday reporting tools, and best practices for monitoring and communicating budget data. |
| FY26 Budget Prep and Planning Updates (11/07/24) | FY26 budget prep, position planning, and budget transfer management. New support resources and reporting improvements |
| FY25 Recast Lock, FY26 Proposal Launch, and Adaptive Tool Updates (11/14/24) | FY26 budget prep, FY25 forecast management during lock phases, and position planning. Updates on new support resources, Adaptive tool strategies, and reporting improvements. |
| Budget Enhancements, Revenue Tracking, and Planning Updates (11/21/24) | Revenue tracking, Salary funding transparency, and Adaptive reporting improvements. Upcoming enhancements that aim to simplify processes and boost accuracy |
| Aligning Revenue, Expenses, and Forecasts in FY26 (12/5/24) | Learn to optimize budgets, reduce variances, and align revenue with expenses for FY26. Get practical tips on seasonality, automation, and smarter financial planning. |
| Budget Planning & Performance Review: Key Insights & Updates (12/19/24) | 7:55 – 11:30 Budget Performance & Reporting
11:43 –18:24 R1420.1, R1420.2 Version Comparison 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 |
| Core Funding, Net Position & Budget Planning Updates (1/9/25) | 11:43 – 19:08 Core Funds Overview, Revenue Tracking
19:09 – 23:16 Reporting (A1306, A1308, A1304, A1400.1) 23:17 – 43:13 Unit Adjustments, Merit Adjustment & Salary Revenue 43:14 – 48:46 Fixed Cost & Net Position |
| Budget Updates, Enrollment Forecasts, and DEI Expense Reporting (1/16/25) | 3:32 – 4:47 Importance of refining details by February 24th
7:08 – 9:39 Automated salary & benefits distributions 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. |
| Actuals overlay, enrollment forecasts, dashboards, data quality checks, and HR impacts before Feb 24 lock (1/23/25) | 5:03 – 7:13 Actuals loaded through Dec 31, 2024; updates paused until after Feb 24. Units should recalibrate FY25 forecasts based on latest actuals.
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 |
| Hiring plan, a new toggle in Sheet 5 for local unit adjustments, and a demonstration of the Executive Dashboard, which mirrors the Provost’s view (1/30/25) | 8:19 – 10:24 Hiring Plan & Sheet 5 Updates
11:18 – 26:35 Adaptive dashboard demonstration 26:40 – 39:43 Discussion & Q&A |
| Financial planning dashboards, data accuracy, Adaptive vs. Tableau reports, audit checks (2/06/25)
Office hour presentation materials:
|
8:08 – 20:00 Planning dashboard presentation by Christian Adams
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 |
| Discussion on net position, budget adjustments, Adaptive planning, PRF requests, capital investments, and finalizing entries before February 24, 2025 (2/13/25) | 7:15 – 11:56 Key focus this year: Net position trends for core and auxiliary funds. Units must explain net position changes in budget narratives. Please reach out to BPO if net position (core fund and auxiliary funds) are not what you expected.
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. |
| Discussion on fund transfers, Adaptive dashboards, budget planning, reopening timelines, financial reporting, and user experience improvements (2/20/25) | 4:16 – 18:46 A1200 Transfer in/out audit report explained. Confirmed that sheet 1 shows transfer from cost center, but sheet 2 does not.
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. |
Adaptive Planning Short “How To” Videos (R2)
| Topic | Description |
| Coming Soon |
FY2024/Adaptive R1 Office Hour Recordings are archived on the FY24 budget development process “Office Hours” recording website.
FY2025/BPO Office Hour Recordings are archived on the FY25 BPO office hours page.