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 91̽»¨NetID.ÌýPlease click on this to join the meeting.
Adaptive and FY2027 Budget Development Process Office Hour Recordings
| Date | Topic | Description | Resources |
|---|---|---|---|
| 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 |
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| 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 |
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| 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 |
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| 2-19-2026 | Q&A session | 0:01 – 1:29 Introduce Matt Grau, Director, University Budget Operations
1:30 – 26:49 Q&A |
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| 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 |
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| 2-5-2026 | HCM Personnel review, Dashboard and memoÌý | 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 |
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| 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 |
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| 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 |
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| 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 |
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| 1-8-2026 | Hiring plan, Possible Grant Revenue Override, External Funding Transfers, Core Fund TransfersÌý | 1:06- 2:35 Hiring Plan Reminder
2:36 – 9:39 Possible Grant Revenue Override 9:40 – 20:04ÌýÌýÌý External Funding Transfers 20:05 – 21:20 Core Funds Transfers 21:21 – 28:16 Dashboard demo 28:17- 43:16 Questions |
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| 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 |
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| 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 |
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| 11-20-2025 | FY27 Budget – Benefit Load Rates, Contra Account, HCM allocation, Hiring Plan | 0:54 – 1:29Ìý FY27 Preliminary Benefit Load Rates
1:30 – 3:29Ìý Contra Accounts should be entered as positive numbers 3:30 – 7:21Ìý HCM Allocations Dashboard, demos of HCM Allocations Dashboard and Hiring Dashboard 7:21 – 18:28Ìý Hiring Plan and discussions 18:29 – 20:20Ìý FY26 Actuals Reload, adding position numbers and beginning balances 20:21 – 38:50 Questions and Discussions |
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| 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. |
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| 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. |
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| 10-23-2025 | FY27 budget process preparation | 7:21 – 10:23 FY27 Budget Timeline: Key dates:Ìý (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 – 36:13ÌýActuals 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 – 49:04ÌýHiring Plan: New sheet in Adaptive, hiring plan ID, integration with hiring plan database, dashboard preview |
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| 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 |
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| 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 |
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| 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 – 43:00ÌýClarification on net position, actual overlay & submission timeline. |
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| 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 – 14:51ÌýUpdates that FY26 Adopted Budget is available in Workday Financials and discussion of FY26 Core Funds Distributions and Allocations Letters timing and process.
14:52 – 17:47ÌýEvergreen version update 17:48 – 21:34ÌýIntroduction of Planner Lead security role 21:35 – 29:00ÌýHigh-level demo of Scenario functionality for Planner Leads roles 29:00 – 43:00ÌýOther 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. |
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| 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 |
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| 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. |
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FY2025 Office Hours Recordings Archive