FY08 Budget Formulation Kickoff

1

• FY08 Budget Formulation Kick-off
• Finance Network
• January 12, 2006

2
FY08 Budget Formulation Process

• Agenda
• Overview of System Changes ePMA and FBSs
• General Information Budget Requests
• Changes to LBNL Process
• Work for Others
• Submission Quality
• FBSs System Training
• Security Issues
• Key Dates

3
FY08 Budget Formulation Process
System Changes DOE has mandated the use of ePMA
for RD proposal submission beginning 10/01/05
including off-cycle and Unicall submission The
Field Budget Submission System (FBSs) was
developed using PeopleSoft tools as a front end
system to load LBNLs proposal information into
ePMA FBSs allows us to Manage our own data
security Customize our reporting Integrate with
other LBNL systems Meet DOE Proposal Submission
Requirements

4
Field Budget Submission System - FBSs/ePMA
5
FY08 Budget Formulation Process

• Budget Request Estimates
• Include Budget Projections for
• FY06 through FY08 for OPE, EQU, WFO
• FY06 through FY12 for Construction
• Exclude work from DOE Integrated Contractors
• Use fully burdened K
• Escalate based on approved LBNL forward pricing
  rates
• Reflect drawdown on GSO where appropriate
• Budget Authority (BA) Funding request by year
• Budget Outlay (BO) Anticipated Costs per year
• Budget Estimates should have supportable and
  documented methodologies and should go through
  appropriate management reviews

6
FY08 Budget Formulation Process


7
FY08 Budget Formulation Process

• Requirements
• Science RD enter into FBSs
• Fossil RD enter into FBSs
• EERE RD enter as placeholder in FBSs and
  provide hard copy
• All Construction enter as placeholder in FBSs
  and hard copy
• NNSA enter as placeholder, no hard copy
  required
• WFO enter detail proposals in RAPID or as
  placeholder in FBSs (not both)
• All work should be entered into FBSs as either a
  regular proposal or a placeholder for the purpose
  of Institutional Reporting and Summary Reporting
  requirements.

8
FY08 Budget Formulation Process
Work For Others BRs 40, 60, 65, WN

9
FY08 Budget Formulation Process

• Work for Others RAPID Data Extract
• RAPID Proposal and Award data download to Excel
  template
• Query Fields
• Query Criteria
• Note Includes WN, award type WFO, and excludes
  award types DOEIN GIFTS

10
FY08 Budget Formulation Process

• Work for Others Formulation Templates
• RAPID Proposal and Award Templates
• Review proposal and award data to determine
  inclusion/exclusion in FY08 Budget Formulation.
• Add Budget Outlay (cost) estimates for Federal
  proposals and awards marked for inclusion.
• Enter confidence level (1 to 100) for all items
  marked for inclusion.
• Review aggregate submission by year and fund
  type. Consider placeholder projects where
  appropriate.
• FBSs Template
• Final review of placeholder data.
• Review Project Titles and Descriptions.
• Opportunity to update FBSs with new information.
  

11
FY08 Budget Formulation Process

• Submission Quality
• A data dump (excel) will be sent to each division
  for review
• Things to check for
• Missing proposals?
• Duplicates?
• Check your totals by Division, by Program, by
  Department, by PI
• Budget Request vs. FTE does it make sense?
• FBSs Attachments should be reviewed by the
  division
• Checklists will be required 2 signatures
• Budget Office does not plan to review all
  attachments
• Proposals will be uploaded into ePMA only after
  it has been changed to Authorized status in
  FBSs and a signed checklist has been received.

12
FY08 Budget Formulation Process

• FBSs Training
• Hands on training scheduled for 1/23, 1/24, and
  1/31 in the Building 90 Computer Training Room
• Please sign up via Employee Self Service
• Please bring a copy of a proposal
• Training is mandatory this is the only
  training that will be offered
• A Proposal and Development web page is available
  at the Budget Office Website (http//cfo/bgt/bgt_f
  ormulation.html)
• Links to FBSs
• FBSs Training Manual
• Electronic copy of checklist
• Budget Formulation support materials

13
FY08 Budget Formulation Process

• Security
• Access issues - provide names and employee IDs
  to Michelle Blaha of employees who need access by
  1/18 (Note Youll need access before the
  hands-on training)
• Employee must have FMS access first, then they
  can be added to FBSs. Contact Aurora Pecoraro
  for FMS access.
• If your Division Director would like to assign a
  designate to handle the FBSs authorization
  process, they should e-mail Michelle by 1/18
• Note This is a system designee only. Proposals
  would still need to be signed by the Division
  Director, the approvals would just be handled
  outside the system.
• As of 1/11/05, the following divisions have
  provided a designate
• CH, ESD, GN, MSD, NSD

14
FY08 Budget Formulation Process
Key Processes and Dates FBSs Hands-on
Training Jan 23, 24, 31 Proposal Preparation
and FBSs Entry Mar 13 Checklists due to the
Budget Office Mar 13 Data Review Mar
13-15 Supplementary Submissions Crosscuts TBD
(May) Validation May/June WFO Key Processes
and Dates Placeholder FBSs Entry Mar 13 RAPID
Proposal/Award Entry Mar 13 Template sent to
Field Mar 20 Template due to Budget
Office Apr 7 Final Placeholder FBSs Entry Apr
7 Contacts Sonya Neely (x6214 -
stneely_at_lbl.gov) Data entry questions Anastasia
Schiller (x4273 - aeschiller_at_lbl.gov) Work for
Others Michelle Blaha (x6207- mlblaha_at_lbl.gov)
Security Issues, all other issues

15
FY08 Budget Formulation Process

• Questions???