OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

Budget and Planning System Update

The Budget System Assessment (BSA) Team has completed it’s initial review of the Laboratory’s requirements for a budgeting system and published a final report February 2005 available on the new CFO website.

http://www.lbl.gov/Workplace/CFO/bgt/index.html

The BSA team recommended a detailed review of Brookhaven National Laboratory’s PeopleTools-based Budget and Forecasting System for potential implementation at LBNL.

OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

Brookhaven has provided web access

to a copy of the system

The team has been expanded to include additional divisional

representation

The expanded team has prioritized the originally defined requirements to

identify mandatory requirements

Brookhaven will provide additional system

explanation through web conferences

Mandatory requirements will be compared to

system ability in a fit/gap analysis

Based on the fit/gap analysis the expanded BSA Team will

make a go/no go recommendation

Budget and Planning System Update

OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

Core Team

IT Technical SpecialistsIT Technical Specialists

Margretta CampbellTBD

Project SteeringProject SteeringCommittee Committee

TBDTBD

User CommunityUser Community

Core DivisionCore Division Representatives: Representatives:

Gita MeckelGita MeckelNancy PadgettNancy PadgettEmmy RandolEmmy Randol

Joy LofdahlJoy LofdahlBill JohansenBill Johansen

Melissa BaksicMelissa Baksic

Office of the CFOOffice of the CFO

Anne Moore, Anne Moore, Bridget Haverty,Bridget Haverty, Jim Dahlgard, Jim Dahlgard, Paul ShepherdPaul ShepherdChuck AxthelmChuck Axthelm

Phyllis GalePhyllis Gale

Internal AuditInternal AuditTBD

Project SponsorProject SponsorJeffrey FernandezJeffrey Fernandez

Project DirectorMinh Agon Huebner

Project ManagerRich Nosek

Budget and Planning System

OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

Prioritization of Budget and Planning Functionalities

• Started with 320+ items gathered in the Budget System evaluation phase (documented in report)

• Prioritized using following categories:– 4: Mandatory (Absolutely required for system to work or for

compliance)– 3: Highly Desirable (Would create significant efficiencies.

Alternatives are onerous)– 2: Nice to Have (Would create efficiencies but reasonable

alternatives exist)– 1: Not needed (Would not provide sufficient value to justify

the cost)

• Results: 88 items categorized as mandatory (54 in area of funding) for the fit-gap analysis

OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

BNL System Review

• Self-education: Begun to navigate through system, reading provided documentation, trying functions, asked a few questions

• Strategy for efficient interactions with BNL: – Developed long list of questions– Outlined perceived “gaps” between functionalities of BNL system

and LBNL’s “mandatory” functionality list– Scheduled 3 videoconferences in mid/late May

• Videoconference topics:– BNL charts of accounts, corporate WBS and project tree

structure to drive budget system– Detailed discussion of the funding component– Detailed discussion of project planning (spend plans)

OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

Initial Observations

• BNL’s system appears to provide a good foundation for Funds Control and Institutional Planning functions, which are LBNL’s greatest needs

• BNL’s system, as is, will not be the ultimate answer for all of LBNL’s needs for Project Planning. It is roughly on par with Janus (better in some areas, not as good in others)– Strong in labor planning– Does not support grant year view for WFO or monthly non-

labor forecasting

• BNL’s system is tailored to BNL’s chart of accounts and tree structures, including their project WBS. These structures are different from ours and will require accomodation