annual budget requests - ramapo college · 2016-02-18 · spif request ... make sure you are in the...
TRANSCRIPT
Annual Budget Requests
Office of Budget & Fiscal Planning www.ramapo.edu/budget
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Table of Contents
Logging In to Adaptive Insights ................................................................................................. 2
Inflationary Request ................................................................................................................. 3 Supporting Documentation ...................................................................................................... 5
Requirements ...................................................................................................................... 5 Attaching Documentation ................................................................................................... 5
Exporting To Excel .................................................................................................................... 8
Capital Request ...................................................................................................................... 10
SPIF Request .......................................................................................................................... 12
APPENDIX ............................................................................................................................... 14 Memorandum ................................................................................................................... 14
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Logging In to Adaptive Insights
NOTE: Adaptive Insights works best with Internet Explorer or Firefox. If you have any issues with a browser, please contact the IT Help Desk at ext 7777. Go to www.adaptiveinsights.com Login with your username (same as your Ramapo email address) and password and continue on page 2 If you forgot your password, click on “Forgot your password?”.
Enter your email address and click Submit. Check your email and click on the link to reset your password.
Type in your new password and then type in the same password to verify. Click Submit. NOTE: You may re-use an old password.
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Inflationary Request
Go to the Navigation Icon. Highlight Sheets, then choose Inflationary Request.
Make sure you are in the version “Revised Budget 2016” by checking here. If not, click the drop down arrow and select Revised Budget 2016.
Choose the appropriate Level/Organization, click the drop down arrow here Type the org code, hit enter, and select the Org code from the list
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On the toolbar, click the Add Row icon.
Under Amt Requested, enter the amount being requested. Under Unit’s Description of Request, enter the description. Under Recurring YES/NO, select either Yes or No.
Under Strategic Objective, select the appropriate Objective. Under Goal Description, enter a description of the goal and how it relates to the Objective Under Division, Fund & Program, select the appropriate Division, Fund & Program from the drop down.
HINT: You can also type in the fund code Hit enter Select the code from the list
Click Save when finished.
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Supporting Documentation
Requirements Any written documentation that supports your request is helpful for Division VPs and the President’s Cabinet to understand how the project will support the Objectives of the College’s Strategic Plan. Although documentation is not required to be input into Adaptive for Inflationary or SPIF Requests, it may be helpful for your VP to review. To attach documentation, follow instructions below. Capital Requests Please provide a description of this project with details, justification, expected outcomes and connection to Strategic Planning Initiatives/Priorities and/or Facilities Master Plan. Include if there is an effect or impact on the following items along with an explanation: 1) Environmental, Health & Safety 2) Compliance with Federal, State or local mandates 3) Asset protection or critical maintenance 4) Relation to other capital projects 5) Implications of deferring the project 6) Alternatives explored 7) Cost savings or avoidance 8) Cost Estimate (may consult with Office of Facilities or Capital Planning). Attach additional sheets, supporting documentation such as quotes or any other relevant information
Attaching Documentation Go to the Navigation Icon. Highlight Processes, and then choose Tasks.
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In the Process box Click the drop down arrow Select either 2017 Inflationary, 2017 Capital, or 2017 SPIF
Under “Due Later”, Find your Org Code and click on “More”.
HINT: Hold down CTRL+F to search the page. Type in the org code The org code will be highlighted
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Click on Attachments. Click on Add attachment…. Choose the document you want to add
A paperclip will appear when the document has been attached.
NOTE: Only three (3) documents can be attached for each Org Code. It is suggested that all documents be scanned and combined into one PDF which is then attached in Adaptive.
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Exporting To Excel
Go to the Navigation Icon. Click Reports.
Click the Expand All button to open all folders.
Select the FY17 Budget Requests Folder under UNITS.
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Click on one of the reports (Capital, Inflationary, SPIF)
On the toolbar, Click the Printable View button to export the request to Excel.
Either click OK to open the document with Excel or Choose the Save button to save the report.
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Capital Request
Go to the Navigation Icon. Highlight Sheets, and then choose Capital Request.
Make sure you are in the Version “Revised Budget 2016” by checking here. If not, click the drop down arrow and select Revised Budget 2016.
To choose the appropriate Level/Organization, click the drop down arrow here Type the org code, hit enter, and select the Org code from the list
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On the toolbar, click the Add Row icon.
Select the Division Under Project Title, enter the title of the project. Under Project Location, enter the location of the project. Under Description of Capital Request enter a description Under Amount Requested enter amount being requested.
Under Recurring YES/NO, select either Yes or No. Under Fund & Program, select the appropriate fund & program from the drop down list. Under Strategic Objective, select the appropriate objective. Under Achievement Targets, select the appropriate achievement target.
Click Save when finished
Follow directions on page 5 to attach documentation and export to Excel
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SPIF Request
Go to the Navigation Icon. Highlight Sheets, and then choose SPIF Request.
Make sure you are in the Version “Revised Budget 2016” by checking here. If not, click the drop down arrow and select Revised Budget 2016.
To choose the appropriate Level/Organization, click the drop down arrow here Type the org code, hit enter, and select the Org code from the list
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On the toolbar, click the Add Row icon.
Select the Division Under Planning Unit, enter the Organization Unit.
o NOTE: The Organization/Level can be the same as the Planning Unit. Under Unit’s Description of Request, enter the description of the capital request. Under Recurring YES/NO, select either Yes or No. Under, Budget Amt Requested, enter the Amount you are requesting.
Under Strategic Objective, select the appropriate objective. Under Achievement Targets, select the appropriate achievement target.
Click Save when finished.
Follow directions on page 5 to attach documentation and export to Excel
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APPENDIX
Memorandum TO: All Unit Directors FROM: Beth Walkley
RE: FY2017 Budget Request DATE: February 8, 2016 ___________________________________________________________________________ Operating Budgets A general assumption of carry-forward base budget funding of the current fiscal year will continue for each unit’s general operating budget. The base budget should support the routine needs of the unit in order to conduct the same programs and deliver the same level of service as in the current year. All requests for Inflationary, Capital or SPIF funding will now be submitted through Adaptive Insights and it is required that each request be tied to a specific strategic objective. All funding requests should be completed in Adaptive Insights by March 21st. Once complete, the division Vice Presidents & the President’s Cabinet will review & prioritize the requests based on the highest strategic priorities. Approved funding requests will be available to view in Adaptive Insights on June 30th. Inflationary Requests An inflationary request is used for any items which you have no other funding source and cannot support within your current operating budget allocation. The description request should be very specific, general statements such as “2% increase in supplies” will not be accepted. Examples of past inflationary requests are new software programs, service contract increases, additional student orientation sessions, or minimum wage increases for student aide positions. Requests for staffing must go through the regular approval process with PRC and Cabinet. Capital Requests Requests for capital expenditures are generally used to improve a long-term asset such as equipment or buildings. Examples of minor capital improvements include, but are not limited to, extensive floor or carpet replacement, large scale painting projects, installation of new equipment, replacement of specialized equipment, change of use of a facility, or renovation of areas and typically cost over $500. Examples of major capital improvements are upgrading and adding to the College’s physical assets, roof replacements, major building renovations and additions, acquisition of major equipment or systems and typically cost over $30,000. SPIF Requests The Strategic Priority Incentive Fund (SPIF) supports initiatives that further the College’s mission, goals & objectives. All requests for SPIF funding should be specifically tied to an objective within the College’s Strategic Plan, and all requests should include how the receipt of the resources will specifically aid in the achievement of that objective. The request should be specific and include an outcome tied to the objective, and show how the baseline data has moved towards the goal within the Strategic Plan. If the funds are awarded, the requestor should be prepared to provide a report detailing the impact on the objective and provide analytics as to how the objective was met.
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Budget Office Contact Information
Beth Walkley Director of Budget & Fiscal Planning
Office: M207 Phone: (201) 684-7266
E-mail: [email protected]
Kathy Stathis Sr. Budget & Systems Analyst
Office: M209 Phone: (201) 684 -7763
E-mail: [email protected]
Matthew Palmer Financial Analyst / Notary Public
Office: D120 Phone: (201) 684 -7617
E-mail: [email protected]
Tom Shannon Budget & Systems Analyst Intern
Office: M205 Phone: (201) 684 -7703
E-mail: [email protected]