Streamlining Budget Preparation Process: Lessons Learned and Future Enhancements
Explore the lessons learned during the budget preparation process for FY2019 and the planned enhancements for future budget cycles. Discover challenges faced, such as change control issues, data synchronization discrepancies, J-Pay group calculations, and invalid account codes. The support team aims to stabilize applications, enhance training, standardize processes, and improve engagement for a smoother budgeting experience.
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Budget Prep FY Budget Prep FY2019 Lessons Learned Lessons Learned and Future Enhancements and Future Enhancements 2019 Budget Prep Support Team Donna Wooddell, Katy Manley, Robert Prescott, Kristi Bradshaw, Ashley Carbone
Agenda Agenda Review Lessons Learned captured by Budget Prep team. Gather any additional Lessons Learned from Institutions. Discuss future Enhancements (FY2020 and beyond).
Lessons Learned Lessons Learned Change Control Challenges Change Control Challenges Budget Prep Redesign combined with Implementation of OneUSG Connect caused steep learning curve at all levels: ITS Support Staff (PSFIN and OneUSG Connect). Institutions/Practitioners. Planned Enhancements: Budget Prep support team will partner with Budget users and HR practitioners to: Stabilize and enhance the application(s). Improve training and end user documentation. Continue to standardize institutional processes. Improve engagement with Shared Services Center for OneUSG Connect Support.
Lessons Lessons Learned Learned Changes during Budget Prep Changes during Budget Prep Data Out of Sync between Budget and OneUSG Connect. Changes made in OneUSG Connect after HCM Import. Impacted data loaded from HCM Export in staging tables caused issues with the load. Planned Enhancements: PSFIN - Adding more information to Budget Prep User s Guide to encourage institutions to have an institutional process for addressing changes after HCM Import (into PSFIN). Other enhancements discussed throughout presentation.
Lessons Learned Lessons Learned J Pay Group Issues J Pay Group Issues J-Pay Group Calculations: 36J did not show in OneUSG Connect with a Return from Short Work row 8/1/18. J-Pay Groups for hourly employees need Standard Hours frequency set to W10. Planned Enhancements: Changes needed in both PSFIN and OneUSG Connect. OneUSG Connect - Adding to Audit Report to verify prior to BP load. PSFIN - Adding W10 frequency option to Pay Group Page.
Lessons Learned Lessons Learned Invalid Account Codes Invalid Account Codes Invalid Account Codes caused challenges with Budget Prep Load (back to OneUSG Connect). These need to be addressed earlier in the Budget Prep process. Planned Enhancements: OneUSG Connect - Reiterate the criticality of reviewing and resolving Invalid Funding reports. PSFIN - Adding a pre-audit to the HCM Import Report to check for invalid funding. This will be the first step in the Budget Prep process to review and fix prior to running the HCM Import process.
Lessons Learned Lessons Learned Department Changes Department Changes During FY19 Budget Prep, users were not clear on the process for adding/updating Departments. Departments are not synced between PSFIN and OneUSG Connect and can be different between the two systems. Caused Invalid Funding Report issues, Department Budget table Budgets not available for Funding error, etc. Planned Enhancements: PSFIN - Update Budget Prep User s Guide to include more information.
Lessons Learned Lessons Learned Future Dated Combo Codes Future Dated Combo Codes Future dated combo codes not available for BP use in OneUSG Connect. For Budget Prep, institutions typically start on funding changes for the next fiscal year by inputting combo codes that are future dated. Since the load valid combination code process does not process until the effective date arrives, these were not available for use. Planned Enhancements: PSFIN/OneUSG Connect Work with OneUSG Connect project team to test and do an impact analysis of changing this logic.
Lessons Learned Lessons Learned Split Distributions Split Distributions Personal Services Page for Distribution Percentages. For DBE purposes, Earnings Codes need to total 100% by Code. Currently, we only check for 100% on a month-by-month basis. Institutional Discussion: Institutional business processes. Budget-only positions that track to Earnings Codes instead of compensation. Commitment Accounting. Planned Enhancements: PSFIN Once we have a better understanding of institutional processes and requirements, changes can be determined.
Lessons Learned Lessons Learned Financials Build Issue Financials Build Issue Issue with running the Financials Build by Department related to Split-funded positions. Planned Enhancements : PSFIN - We need to revisit the option to run by department.
Lessons Learned Lessons Learned Non Non- -Budgeted/Inactive Positions Budgeted/Inactive Positions Non-budgeted positions not updated by Budget Prep. HCM Import option Budgeted Positions Only . Change in how inactive positions were no longer pulled into Budget Prep. Planned Enhancements: PSFIN Update Budget Prep User Guide.
Lessons Learned Lessons Learned Audit Reports Audit Reports Audit reports need to be improved to identify errors and necessary actions more clearly. Planned Enhancements: OneUSG Connect Update the Audit Report. Adding excel format option. Make Errors (hard stops) v/s Warnings more clear.
Lessons Learned Lessons Learned Budget Prep Load Budget Prep Load Budget Prep load process required manual intervention. Deadlock errors caused load process to run to No Success. Error messages not adequate. State of data due to timing of OneUSG Connect go-live caused challenges. Future dated termination and retirement rows. Planned Enhancements: OneUSG Connect: Making technical configuration changes to allow load process to run once table freed up. Add more information to Budget Prep User s Guide. Improve error messages in Budget Prep Load std.out log file.
Lessons Learned Lessons Learned Lump Sum Positions Lump Sum Positions Positions with a Headcount > 2 marked as LUMPSUM in BP and did not add JOB rows. Caused to only load rows to POSN and DBE. Planned Enhancements: OneUSG Connect Adding to Audit Report. Users will need to manually add job data rows for employees in multi- incumbent positions.
Lessons Learned Lessons Learned Reports To Incorrect Reports To Incorrect Reports To changes from Staging to OneUSG Connect incorrect. Loaded correctly into staging tables but incorrect in OneUSG Connect. Result of changes made after staging tables populated. Planned Enhancements: OneUSG Connect Adding to Audit Report . Will need to update position management manually.
Lessons Learned Lessons Learned Short Work Break Issues Short Work Break Issues Short Work Break (SWB) rows not updated correctly. Only need to match on Action, not Action-reason. Planned Enhancements: OneUSG Connect Modifying process to look at action only.
Lessons Learned Lessons Learned Delayed Merits Delayed Merits We did not have the ability to have different effective dates to handle the delayed FY19 merit increases VS promotions. Planned Enhancements: PSFIN Adding logic to allow different effective dates for any needed salary changes.
Lessons Learned Lessons Learned Budget Prep Queries Budget Prep Queries Replacement ADP queries confusion on parameters to use, etc. BOR_JOB_RATE_COMPARE BOR_JOB_INQUIRY Planned Enhancements: PSFIN Review and update for FY2020 budget cycle and provide instructions on how to use.
Lessons Learned Lessons Learned Any others?
Future Enhancements Future Enhancements Spreadsheet upload functionality. Institutions can use to upload Merit, Promotion, and Equity data. New Earnings Codes for Presidents. PAL and PAN. Budget Prep pre-audit report. Budget Amendment functionality.
