FY25 Office Hours Recordings Archive

Adaptive and FY2025 Budget Development Process Office Hour Recordings

DateTopicDescriptionResources
05-29-2025Discussion on enhancing Adaptive planning, compensation sheets, reporting tools, and training resources for upcoming budget cycles3:56 - 5:32  Adaptive locked; planning begins for FY27; goals to improve entry and reporting experience 
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
05-15-2025Revised Budget Cut Guidance and Reporting Expectations for FY2607:15 – 10:32  Changes on Assumptions: Revised assumptions: 2% merit increase. Changes impact how reductions are calculated. 
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
05-08-2025Adaptive Executive Dashboard Enhancements, funding decision and timeline update, FY2026 Budget Finalization and Core Fund Reductions - Key Deadlines and Updates9:45 - 11:20: Budget deadlines - May 19th. Updates to tuition, ICR, and summer quarter revenue will be entered in Adaptive. 
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.
05-01-2025Adaptive Executive Dashboard Enhancements, funding decision and timeline update7:57 – 22:38 Demo changes to the Executive Dashboard: including interactive reports for financial data, net position changes, and resource visualizations.  
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.
04-17-2025FDM Worktag Submissions for Adaptive Budget Entry and Planning Guidance5:00 – 6:54: FDM worktag submission: Units needing new or updated FDM worktags for Adaptive budget entry should submit requests by April 30. Labeling is crucial: Include “Worktags for Adaptive Budget Entry” in ticket comments to ensure prioritization.  
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.
04-10-2025FY26 Budget new tool and improvements13:29–23:51: Discussed pros and cons of using actual overlay 
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
04-03-2025Budget Reopening and Strategic Financial Planning for FY268:30 - 11:34 – Discussion on Adaptive budget reopening and key dates. 
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.
03-27-2025UW Budget Planning: Sandbox Scenario, Workflow Management, and Data Warehouse Updates[5:10 – 7:17] Sandbox Scenario Version and Workflow 
[7:17 – 8:45] UW Academy Prefix and Data Warehouse Testing 
[8:45 – 9:45] Workflow and Locking Levels
03-20-2025Sandbox – FY26 Scenario Planning03:01–07:00: Introduction of the draft proposal and two-page guide for scenario planning. Overview of its purpose and intended use. 
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
02-20-2025Discussion on fund transfers, Adaptive dashboards, budget planning, reopening timelines, financial reporting, and user experience improvements4:16 – 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.
02-13-2025Discussion on net position, budget adjustments, Adaptive planning, PRF requests, capital investments, and finalizing entries before February 24, 20257:15 - 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.
02-06-2025Financial planning dashboards, data accuracy, Adaptive vs. Tableau reports, audit checks8:08 – 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
01-30-2025Hiring plan, a new toggle in Sheet 5 for local unit adjustments, and a demonstration of the Executive Dashboard, which mirrors the Provost's view8:19 – 10:24 Hiring Plan & Sheet 5 Updates 
11:18 – 26:35 Adaptive dashboard demonstration 
26:40 – 39:43 Discussion & Q&A
01-23-2025Actuals overlay, enrollment forecasts, dashboards, data quality checks, and HR impacts before Feb 24 lock5:03 – 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
01-16-2025Budget Updates, Enrollment Forecasts, and DEI Expense Reporting3:32 – 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.
01-09-2025Core Funding, Net Position & Budget Planning Updates11:43 – 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
12-19-2024Budget Planning & Performance Review: Key Insights & Updates7:55 – 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
12-05-2024Aligning Revenue, Expenses, and Forecasts in FY26Learn to optimize budgets, reduce variances, and align revenue with expenses for FY26. Get practical tips on seasonality, automation, and smarter financial planning.
11-21-2024Budget Enhancements, Revenue Tracking, and Planning UpdatesRevenue tracking, Salary funding transparency, and Adaptive reporting improvements. Upcoming enhancements that aim to simplify processes and boost accuracy
11-14-2024FY25 Recast Lock, FY26 Proposal Launch, and Adaptive Tool UpdatesFY26 budget prep, FY25 forecast management during lock phases, and position planning. Updates on new support resources, Adaptive tool strategies, and reporting improvements.
11-07-2024FY26 Budget Prep and Planning UpdatesFY26 budget prep, position planning, and budget transfer management. New support resources and reporting improvements
10-31-2024Budget vs. Actuals and Financial Performance Insights for FY25October’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.
10-24-2024Updates on Income Statement Reporting and Adaptive Dashboard UsageUpdates to Income Statement Reports (A-1400 & E-1306 Series), Archival of Legacy Overlays, New Adaptive Dashboard Functionality
10-17-2024FY26 Adaptive Budget Proposal: Key Announcements and Planning GuidelinesImportant updates on the FY26 budget proposal process, including key deadlines, adaptive training requirements, and alignment of the faculty hiring plan.
10-10-2024Presentation of Adaptive Planning VersionsPresentation of Versions in Workday Adaptive Planning.
10-03-2024Aligning Payroll and Planning DataWe 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.
09-19-2024Personnel Expense Model/Salary Increase EntriesRefresher of Personnel Expense Model and demo of salary increase entry options in FY25 UWA Management Recast.
09-12-2024Q&A SessionNo new update to share. This session is dedicated to any questions Planners may have.
09-05-2024Adjusting Net PositionPresentation of adjusting net position.
08-22-2024Q&A SessionNo new update to share. This session is dedicated to any questions Planners may have.
08-15-2024Budget vs ActualsBudget vs Actuals reporting and discussion on other items.
08-08-2024ReportingDiscussion on UWA R1300 series
08-01-2024Org Structure & Scope of WorkReminder of new organizational structure in FPB and responsibility of Budget Planning & Operations (BPO) scope of work: Adaptive, Core Funding Distributions, and Budget vs Actuals.
07-25-2024FY25 UWA Mgmt RecastDiscussion on FY25 UWA Management Recast
07-18-2024FPB New Org Structure & UWA Mgmt RecastNew organizational structure in the office of Finance, Planning & Budgeting (FPB). In addition, FY25 UWA Management Recast will be available on Monday, July 22, 2024.