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 linkto join the meeting.
Adaptive and FY27 Budget Development Process Office Hour Recordings
| Date | Topic | Description | Resources |
|---|---|---|---|
| 9-3-2026 | Tuition 101 presentation | 0:30 – 27:14 Tuition 101 presentation by Erin Guthrie 27:15 – 40:10 Questions | |
| 8-20-2026 | Adaptive Cube Sheets, GASB 103 changes | 0:55 – 1:49 Agenda 1:50 – 29:32 Adaptive Cube Sheets 29:33 – 39:12 GASB 103 changes 39:13 – 49:43 Questions | |
| 7-23-2026 | FY27 Budget Process Survey Results | 0:39 – 2:17 Agenda 2:18 – 26:53 Budget Survey Results 26:54 – 29:03 Unit Budget Narrative document | |
| 7-9-2026 | GASB 103 Update, Sheet 3b UWA – HCM Position Allocations | 0:44 – 4:28 GASB 103 Update in Adaptive 4:29 – 22:25 Sheet 3b UWA – HCM Position Allocations discussions 22:26 – 23:32 Questions | |
| 6-25-2026 | Sheet 4 Survey & Proviso reminder | 0:32 – 4:08 Sheet 4 Survey 4:09 – 4:49 Proviso Reminder 4:50 – 13:41 Questions | |
| 6-11-2026 | FY27 proposed budget status, GASB 103, Fixed Cost & Provisos, Shee4 4 and Pay Rates | 0:18 – 2:15 Update on budget process and agenda today 2:16 – 8:09 Sheet 4 and Pay Rates and demo 8:10 – 9:01 Fixed Costs Year-end balance clean up 9:02 – 15:51 Provisos Year-end balance clean up 15:52 – 16:25 BPO Budget Survey 16:26 – 17:09 Questions | |
| 5-28-2026 | PRF Approvals, Terminated / Retired Workers, Historical Pay Rates | 0:20 – 1:57 Budget Process Update and Survey 1:58 – 7:04 Position Roster and Rates 7:05 – 9:51 Thoughts on New Report (Sheet 6) 9:52 – 27:07 Demo on 1100T Report | |
| 4-30-2026 | PRF Approvals, Terminated / Retired Workers, Historical Pay Rates | 1:30 – 4:14 PRF Approvals 4:15 – 16:42 Terminated/Retired Workers 16:43 – 35:22 Historical Pay Rates 35:23 – 36:25 Questions | |
| 4-16-2026 | FAQ Section | 2:00 – 4:14 Evergreen is open for FY27 revisions 4:15 – 25:43 Planned lock & next snapshot on May 4th 25:44 – 37:51 Questions | |
| 3-19-2026 | FAQ Section | 1:00 – 4:00 Summarized cube 4:01 – 9:04 Follow up to Robert’s request to distribute costs 9:05 – 15:38 Questions | |
| 3-19-2026 | Budget meetings preparation | 0:45 – 1:45 Executive Budget Review meetings and Budget Review Materials 1:46 – 7:53 Filtering Adaptive reports & dashboards to match executive dashboards, demo 7:54 – 35:47 Questions | |
| 3-5-2026 | Budget Versions during review period and Budget Review Materials | 0:30 – 1:19 Introduce Matt Grau, Director, University Budget Operations 1:20 – 12:30 Budget Version 12:31 – 17:01 Budget Review Materials 17:02 – 33:47 Questions | |
| 2-19-2026 | Q&A session | 0:01 – 1:29 Introduce Matt Grau, Director, University Budget Operations 1:30 – 26:49 Q&A | |
| 2-12-2026 | Tuition Loaded and Budget pre-review | 0:22 – 1:06 Tuition Loaded 1:07 – 4:55 Budget Pre-review 4:56 – 28:19 Questions | |
| 2-5-2026 | HCM Personnel review, Dashboard and memo | 0:52 – 2:57 HCM Personnel Updates 2:58 – 3:56 Offer to Pre-review Budgets 3:57 – 8:23 Use of Dashboards and demo 8:24 – 27:16 Questions | |
| 1-29-2026 | Union Increases and Data Quality Review | 0:44 – 6:31 Union Increases 6:32 – 13:24 Data Quality Review 13:25 – 24:31 Questions | |
| 1-22-2026 | Debt Principal Payments, Depreciation and Capital Outlays | 1:08 – 6:15 Debt - Update on 80500 Debt Principal Payments and 80010 Internal Lending Program (ILP) Interest Expense 6:16 –7:30 Depreciation – 63015/63020 Update 7:31- 12:15 Capital Outlays – Trackable vs non-Trackable 12:16 -16:03 Questions | |
| 1-15-2026 | Contra Accounts, Ledger codes 80010 ILP and 80500 Debt Principal Payments, Planning Vacancies, DataExtract | 0:29 – 0:58 December Actuals Loaded 0:59 – 2:03 Contra Accounts Reminder – contra accounts need to be positive numbers 2:04 – 9:15 Ledger Codes 80010 ILP and 80500 Debt Principal Payments 9:16 – 10:08 Planning for Vacancies 10:09 – 14:18 Data Extract Still Needed? 14:19 – 29:39 Questions | |
| 1-8-2026 | Hiring plan, Possible Grant Revenue Override, External Funding Transfers, Core Fund Transfers | 1:06- 2:35 Hiring Plan Reminder 2:36 – 9:39 Possible Grant Revenue Override 9:40 – 20:04 External Funding Transfers 20:05 – 21:20 Core Funds Transfers 21:21 – 28:16 Dashboard demo 28:17- 43:16 Questions | |
| 12-18-2025 | Tuition assumptions, ICR distributions, ABB Category and Duration, Hiring Plan, Adaptive Scheduled Services and Maintenance dates | 1:16- 2:01 Tuition Assumptions 2:02 – 16:00 ICR Distributions, ICR Assumptions 16:01 – 18:56 ABB Category and Duration in Sheet 1 18:57 – 30:29 FY26 Hiring Plan Data, Demo of Dashboards, hiring plan 30:40 – 30:50 Personal/Shared Report Reminder 30:51 – 34:17 Adaptive Scheduled Service and Maintenance dates 34:18 – 38:57 Walk Through Merit Increase FY27 and beyond, Report A1310, A1306 38:58 – 44:04 Other Questions | |
| 12-11-2025 | Common vs Financial book, core fund distributions and budgeting for F&A, IOH and Gifts | 1:02- 2:19 Budgeting for Common Book vs Financial Book, Depreciation expenses need to be entered into Sheet 10 2:20 – 8:15 Core Funds Distributions, link to folders 8:16 – 18:10 Core Fund Distributions Dashboard Demo 18:11 – 23:01 Reports to help with budgeting for F&A, IOH and Gifts - A1707, A1708, A1709 23:02 – 25: 45 A1306 report example of ongoing base 25:46 – 38:18 Questions | |
| 11-20-2025 | FY27 Budget - Benefit Load Rates, Contra Account, HCM allocation, Hiring Plan | 0:54 – 1:29 FY27 Preliminary Benefit Load Rates 1:30 – 3:29 Contra Accounts should be entered as positive numbers 3:30 – 7:21 HCM Allocations Dashboard, demos of HCM Allocations Dashboard and Hiring Dashboard 7:21 – 18:28 Hiring Plan and discussions 18:29 – 20:20 FY26 Actuals Reload, adding position numbers and beginning balances 20:21 – 38:50 Questions and Discussions | |
| 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. | |
| 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. | |
| 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 | |
| 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 | |
| 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 | |
| 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. | |
| 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. | |
| 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 | |
| 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. |