Adaptive Planning Overview

Tags workday

Job Aids for Adaptive Planning:

Click Discover, then Browse Learning.

Type Adaptive in the Browse Learning Content Search Bar.

 

Logging in to Adaptive:

From the Menu, select Adaptive Planning. 

Adaptive planning will be one of the Apps available on the list. If you do not see it, please enter a Team Dynamix Ticket with OTS.

Click on Adaptive Planning, and you will be transferred to Adaptive through single sign on in a new browser tab.

The first thing you will see is the Adaptive Home Screen.

Sheets – These are where you will do budget entry.

Reports – This is where P&L’s and other reports that have been created reside. We have Budget to Actual, Budget to Budget, and numerous other reports located here.

Dashboards – This is where we have organized sheets and reports that will be used for budget call.

Can be used to navigate directly to a page, report, or dashboard.

 Takes you back to the Adaptive Home Page.

Workday itself is still open in the browser tab to the left of your current Adaptive browser tab.

 

Personnel Planning:

There are four sheets containing personnel data. If you use the dashboard to get to the personnel planning this is what you will see:

 

Personnel Pinned:

This sheet contains a position roster.

The large tiles across the top of the page show the total 01 budget including fringe and the current FTE for ALL FUNDS.  Ignore these and run the reports instead.  To hide the tiles and see more rows of your position roster, hover over the roster grid and click on this icon in the right corner

Note: We are calculating fringe budgets for all positions based on benefits selections of employees. Fringe budgets are still owned and managed centrally.

Working across the column:

  1. All positions that are active in Workday are shown here along with current salary, FTE, and Funding. This sheet is populated once per planning cycle, so if any changes to salary, FTE, or funding occur after the data is pulled the position will need to be manually updated. (e.g. For FY 2026 planning the data was pulled on 2/24, so any changes after 2/24 will need to be updated manually.)
  2. Acting pay was included in the base salary of those employees who are on acting pay.Please confirm any positions that you know are on acting pay and work with the position manager.
  3. Positions are being added to Workday as we begin recruitment. The budget office is working to include the budgets for positions that haven’t been added to Workday, yet, to the Pooled position tab in account 50199.
  4. If an employee is less than 100% FTE, their salary will show as their prorated salary.
  5. If an employee is split funded, their annual salary will be repeated for each payroll costing allocation that they have for the upcoming year.
  6. If there is a COLA and Merit that is known at the start of the planning cycle, we will universally apply that value to all filled positions.
    1. If you want to apply a different percentage than the default, then you can enter a value in one of the Merit Override columns.
    2. You have the choice of a percentage or dollar override.
      1. This replaces the default percentage, so if the default is 2% and you want to give someone 3% you will enter 3%.
      2. If you enter both a per cent and dollar override, the per cent override will be ignored and the dollar override will be used.
      3. The cell will be highlighted if you enter a value of zero or above 5%.
  7. In-Position Promotion is to be used for planned promotions or probation increases.
  8. Ad Hoc $ is used for other salary changes that you expect to make. We are not expecting wide use of this field.
  9. The lump sum and bonus fields are for expected one-time payments.
  10. FTE – If a person’s FTE is changing this is where you enter the change. Also modify the salary to the pro-rated amount.
  11. To change funding, you need to update the Distribution, Fund, Function, Gift, Grant, Project, Usource columns. It is OK to leave the Grant field empty and only enter fund for restricted personnel.
  12. Click save

Personnel Contractual:

This sheet contains a position roster of C2 employees. 

Note: We are calculating fringe benefits for the C2 contractual employees who are listed by name on the Personnel – Contractual sheet. For direct entry contractual, we’ll need to calculate fringe and manually add it to the sheets.

Items 1-11 above also apply here.

If you are requesting a C2 conversion for an employee on this tab, follow these steps:

  1. Enter a position end date for the C2 conversion.
  2. Request a new position in the Personnel – New tab with a start date equal to the day after the conversion date.
  3. Click save

Personnel – New:

  1. Talk to position management before filling out this page.
  2. Click add row.
  3. Position status “New” (note: I’ve requested contractual conversion as a field in the future)
  4. Company: UM28
  5. Position approval status=Submitted for approval
  6. Job Profile – enter title code of position.  You can search within the title codes. You will get better results with entering the title description or a the first few characters of the title code.  For the title below, if I entered “N” I’d get 8 pages of results and it would include anything with a code or description that included the letter “N”.

  1. Job category = Exempt/Non-Exempt
  2. Compensation Grade – position management or HR can help you with this field.
  3. Exempt/Non Exempt
  4. Facutly/Non Faculty
  5. Union/Non-Union
  6. Benefits Plan = expected retirement plan (note that union employees should be put in SRPS – MRSA State Employees Pension).
  7. Original Hire Date
  8. Position Start Date – for a new position should be the same as original hire date, for a contractual conversion it should be the conversion date.
  9. Salary
  10. FTE
  11. Distribution % (usually 100 unless split funded)
  12. The following fields are for funding.
    1. Fund
    2. Function (NACUBO)
    3. Gift
    4. Grant
    5. Usource
  13. Comment – please give a brief description of why a new position is requested. For contractual conversions, please enter “Contractual conversion” here.
  14. Click save

Personnel Pooled:

This is where we are budgeting adjuncts, students, C1’s and contractual fringe.

In order to enter budgets here you will need to choose a cost center from the drop-down menu under level.

The data entry section will be blue when you are able to input budgets. If you have selected a cost center hierarchy instead of a cost center, the data entry area will be greyed out and you will be unable to enter data.

Notes about the data on this sheet:

  • Data in this sheet for prior year, budget and CY YTD actual is informational. If you delete a row, it will not affect your reports.
  • CY YTD is as of the date that Adaptive was loaded for the planning cycle. It will not be updated until next year. You need to run reports in Adaptive to get an up-to-date value. Adaptive pulls ACTUALS data over from Workday every night.
  • The new year’s budget is pre-filled with the FY 2025 budget.
  • There is a list at the bottom of the page of usource/fund/function categories that the system recognizes. The invalid check column looks for invalid values. Check with your budget partner if the value in this column is a “1”.

Use the icons below to filter, modify your display (hide columns, additional filters, etc.), Add a row, Delete a row, Save, and Refresh the Sheet.

Once you’ve completed your data entry, click Save. 

Once personnel, revenue and G&A expense data are entered, run Income Statements to check that self supports balance and to check that the FD4010 budget for your cost center has not changed compared to the prior year’s budget.

Dashboard Reports:

Any time you click on one of these reports, Workday will open a new browser tab. The tab you were on previously will be on the browser tab to the left of your current tab.

  1. Open Position Aging (Pinned): lists open positions and how long they’ve been open.
  2. Over / Under allocated positions: shows positions whose costing allocations are not 100% allocated
  3. Merit override (%/$): when merit is budgeted, this shows positions where a merit override was entered.
  4. Merit Override – Above Threshold or 0
    1. Merit should be zero for recently hired positions or recently promoted positions who are ineligible.
    2. If Merit is over 5%, justification is needed.
  5. Income Statement (by Year) – No GAAP: P&L which allows for filters on Fund, Cost Center, Usource, etc.
  6. Income Statement (Monthly) – No GAAP:Don’t use.
  7. Expense by Cost Center & Usource vs PY: This is similar to the People Soft budget worksheets. It shows actual from the prior year, current year budget, Current year actual to date, Budget for upcoming year, $ change and %change. Fringe is included in the change of budget.

 

See Useful Reports: section to review reports excluding fringe change.

 

Revenue & Non-Personnel Expense Planning :

This will open on the overview tab which shows summary data.

Revenues:

This is where we will do data entry for any revenue generating units. In order to enter budgets here you will need to choose a cost center from the drop down menu under level.

The data entry section will be blue when you are able to input budgets. If you have selected a cost center hierarchy instead of a cost center, the data entry area will be greyed out and you will be unable to enter data.

Notes about the data on this sheet:

  • Data in this sheet for prior year, budget and CY YTD actual is informational. If you delete a row, it will not affect your reports.
  • CY YTD is as of the date that Adaptive was loaded for the planning cycle. It will not be updated until next year. You need to run reports in Adaptive to get an up-to-date value. Adaptive pulls ACTUALS data over from Workday every night.
  • The new year’s budget is pre-filled with the FY 2025 budget.
  • There is a list at the bottom of the page of usource/fund/function categories that the system recognizes. The invalid check column looks for invalid values. Check with your budget partner if the value in this column is a “1”.

Use the icons below to filter, modify your display (hide columns, additional filters, etc.), Add a row, Delete a row, Save, and Refresh the Sheet.

Once you’ve completed your data entry, click Save.

Once personnel, revenue and G&A expense data are entered, run Income Statements to check that self supports balance and to check that the FD4010 budget for your cost center has not changed compared to the prior year’s budget.

Non-Personnel Expenses:

The same rules and caveats apply here that apply to Revenues.

 

Capital Planning:

This tab is for Plant Fund requests. Work with your budget partner for any plant fund requests.

 

Useful Reports:

Right click on any report and it will give you the choice to add it to your favorites.

Dashboard Reports:

Several reports are available from the dashboard. These are described in the Personnel section above. The income statement reports on the dashboard include modeled fringe benefits expenses.

Shared Reports:

Personnel Reports:

Right click on any report and it will give you the choice to add it to your favorites.

  1. Annual Salary and Benefits – Validation: This report shows the salary and calculated fringe benefits of regular (pinned) employees. It will include any COLA and Merit changes as well as any promotions or salary changes that you budgeted. The data is organized by cost center.
  2. Annual Salary and Benefits (Open Positions) – Validation: This report shows the Budgeted salary for open/vacant positions that have been created in Workday along with the fringe budget that is calculated for those positions.
  3. Annual Salary and Benefits – Validation (Consolidated):This removes the names and position detail and gives a cost center summary of all regular positions (filled and open) in each cost center.
  4. Annual Salary and Benefits – Validation (Contractual): This gives a summary of contractual salary and fringe by individual.
Financial Reports:

The two folders contain the financial reports that are the most useful.

Reports not including GAAP Adjustments.

  1. Income Statement (Monthly) – this report gives a P&L with monthly detail.The version field lets you choose Actuals, Working version (budget currently under construction), prior year budget, Published version (plan messaged to Workday). Along with each of these, you can modify your date parameters and add filters such as Cost Center, Fund, Grant, Project, or Usource.
  2. Income Statement (By Year) - No GAAP – this report gives two years of actuals and the current budget. The current year is actual to date.Filters are available for Workday’s driver and related worktags.
  3. Income Statement Unrestricted Funds (By Year) - No GAAP – same as #2, but the fund filter is already applied for unrestricted.
  4. Income Statement PY, CY & NY - No GAAP – this report includes prior year actuals, current year actual and budget, and proposed budget. Year over year change is also shown.

University of Baltimore Reports are located within the Financial folder:

  1. 01 Salaries by Worker – Lists budgeted salary by employee for regular positions.
    1. Worker (Uncategorized) denotes vacant positions.
    2. Usource (Uncategorized) denotes grant or gift funding of the position.
  2. Budget Change CC/Usource UR – For unrestricted Usources, Shows the total change in budget year over year.
  3. Budget Change CC Usource w Acct Summary – Change in budget by cost center, usource, and Object.
  4. P&L Change in Budget – Shows the change in budget in a P&L format. You can filter to cost center, fund, or Usource. The default is unrestricted. This report summarizes the modeled fringe to enable you to see how much fringe base has been calculated for your positions.
    1. There is also a gift version of this report.
  5. Cost Center/USource 4010 expense w fringe adjustment. Shows 4010 usources grouped by cost center change with modeled fringe broken out.
  6. Budget vs Actuals – Fiscal year budget vs actuals with object summary.
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