FY10 Budget Formulation Kickoff

1
FY10 Budget Formulation Kick-off

• Finance Network
• November 15, 2007

2
Agenda

• Systems Review ePMA and FBSs
• LBNL Process - FBSs
• General Budget Request Info
• Work for Others
• Submission Quality
• FBSs System Review/Training
• FBSs Security Access
• Key Dates Contacts

3
Systems Review

• Electronic Proposal Management Application (ePMA)
  is the DOE mandated system for submitting RD
  proposals beginning 10/01/05 (including off-cycle
  and Unicall submissions).
• 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
Process Flow Chart in FBSs
5
Budget Request Estimates

• Include Budget Projections for
• FY08 through FY10 for OPE, EQU WFO
• FY08 through FY14 for Construction
• FY08 through FY12 for EERE
• Exclude work from DOE Integrated Contractors
• Use fully burdened K
• Escalate based on approved LBNL forward pricing
  rates
• Definitions
• Budget Authority (BA) Funding request by year
• Budget Outlay (BO) Anticipated Costs per year
• Budget Estimates should have supportable
  documented methodologies should go through
  appropriate management reviews

6
DOE FY09 FY10 Process Comparison
FY09 (Previous) Formulation
FY10 (Current) Formulation
7
Requirements
Enter into FBSs as a
8
Work for Others (WFO) FY09 FY10 Process
Comparison
WFO BRs 40, 60, 65, WN
FY10 (Current) Formulation
FY09 (Previous) Formulation
9
WFO RAPID Data Extract

• RAPID Proposal and Award data download to Excel
  template
• Query Fields
• Query Criteria
• Note Includes WN, excludes DOE Integrated
  Contractor and Gift award types

10
WFO Formulation Templates

• RAPID Proposal and Award Templates
• Review proposal and award data to determine
  inclusion/exclusion in FY10 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.
• Add placeholder data to template where
  appropriate.

11
Submission Quality

• FBSs report (titled, Proposal Review) is
  available to help with your data review as
  needed.
• Located in Report menu in FBSs.
• Available in pdf or downloadable excel.
• Instructions are available on the Budget
  Formulation website.
• FBSs Excel data dump will be sent to each
  division during the February data review.
• What to check for during the data reviews
• Missing proposals?
• Duplicates?
• Check totals by Division, by Program, by Dept, by
  PI
• Budget Request vs. FTE does it make sense?
  (200K-400K)
• FBSs Attachments - reviewed by the division
• Checklists are required - retain with divisional
  back up.
• Budget Office will not be reviewing all
  attachments.

12
FBSs Review/Training

• Proposal and Development web page is available at
  the Budget Office Website (http/www.lbl.gov/Workp
  lace/cfo/bgt/bgt_formulation.html)
• Link to FBSs
• FBSs Training Manual
• Electronic copy of checklist
• Budget Formulation support materials
• FBSs UPK Training Module (In Review)
• FBSs Hands-on Training Poll
• If youd like to have one, email STNeely_at_lbl.gov

13
FBSs Security Access

• FBSs Access
• 1) Send an email TO FBSsnotify_at_lbl.gov
• CC Your Supervisor
• 2) Request a specific access type
• General Access to enter proposals
• Designate Access to authorize proposals
• (Note Designate Access is only to authorize
  proposals in FBSs - proposals still require the
  Division Director signature.)

14
FY10 Key Dates Contacts

• Key Processes and Dates
• FBSs Hands-on Training TBD
• FBSs Proposal Entries Due Feb 15
• Final Data Review Feb 19-22
• Variance Analysis Follow-up Feb 22-27
• Supplementary Submissions Crosscuts Mid March
• FY10 Submission Due Mid March
• Budget Validation (CH, EH, LS, MS PH) TBD
  (April/May)
• WFO Key Processes and Dates
• RAPID Proposal/Award Data extract Feb 7
• Template sent to Field Feb 11
• Template due to Budget Office Feb 22
• Contact Information
• DOE Direct and FBSs questions Email
  FBSsnotify_at_lbl.gov or call
• Sonya Neely (x6214) or Anastasia Schiller
  (x4273)
• Work for Others David Hathaway (x7713)