ALVSCE Quarterly All Available Funds

Entering Begins 2022-10-11
Entries Due 2022-10-21
Snapshots Posted 2022-10-28

Entry delayed to not overburden at the same time as Axiom (institutional) entries.

Entering Begins 2023-02-20
Entries Due 2023-02-28
Reviews/Revisions Begin 2023-03-01
Snapshots Posted 2023-03-06

Entering Begins 2023-04-11
Entries Due 2023-04-21
Reviews/Revisions Begin 2023-04-24
Snapshots Posted 2023-05-01

Entering Begins 2023-08-14
Entries Due 2023-08-25
Reviews/Revisions Begin 2023-08-28
Snapshots Posted 2023-09-01

• Actuals refreshed for Q3 - columns and formulas were updated for the Q3 round

• Included Obligations was incorrectly displaying from the Historical Included Obligations field (hidden) for subtotals. It is now correctly displaying Included Obligations from the current column.  The error and fix are purely display issues and do not affect bottom lines or calculations.

• Actuals updated to include 0939/7939 after discovering wider impact

• Formulas fixed for Effective Balance

Obligations Worksheets
Formula Fix

Data Load

• Actuals contained internal transfers, 0939/7939, but they were removed
• Personnel/Obligations split fixed
• Formulas fixed for Budget Balance

Balances Worksheet

Obligations Worksheets

Data Load

• Actuals refreshed for Q2 - columns and formulas were updated for the Q2 round

• Fixed FY22 - Personnel actuals column formula to pull FY22 numbers, not FY23

• Updated FY23 remaining Obligations signage to negative for appropriate sums on FY23 unit totals - this only affects FY23

• Added columns to allow indicating funding and expenses on Obligations that have already occurred to-date

• FY22 and FY23 actuals no longer have internal transfers, 0939/7939
• FY23 Adjustments, Estimation, and to-date columns added for current FY
• FY23 projection columns excluded from view/editing
• FY22 shifted to historical and not editable
• FY26 columns added for projections

• Updated "Included Obligations" columns for FY23 thru FY25 so that subtotals worked and propagated into FY totals.

• FY22 actuals loaded to worksheets

• Snapshots for dashboards were taken for FY22-Q3 on 6/13 for minor revisions for all units

• Snapshots for dashboards were taken for FY22-Q3 on 6/7 for Counties and 6/9 for Academic units after review.

• FY25 Carryforward for all Academic units except ACBS had to be changed to accommodate that Remaining Obligation Balances should not be included in the calculation, to be aligned with all prior FY calculations.
• FY25 Included Obligations on Inflows calculation also had to be changed so that it actually pulled FY25 Funding from the Obligations sheet instead of the FY25 Expenses

• Columns added for "FYxx Included Obligations" to work in conjunction with the "Add Funding..." and "Add Expenses..." columns from the Obligations worksheet to display how Obligations directly affect the Inflows and Outflows, not just their remaining balance (Effective Balance) offsetting the bottom line (Available Balance).
• Subtotals have been added to all levels on the new columns

• Columns added, "Add Funding to Inflows" and "Add Expenses to Outflows," were added to allow checking a box on Obligations for new money that should be added to Inflows and expenses that should be subtracted from Outflows. This serves for increased transparency in the Balances worksheet and to reduce time spent on doing manual changes on Adjustments and Projection columns in the Balances worksheet.
• Subtotals across all levels have been added to aid in viewing Obligations, especially at the unit level and for those with grouped lines / split funding.

• Unit Head Obligations renamed to Unit Head Priorities in the Balances worksheet, aligning with the Obligations worksheet. Before this change was made, the Obligation Effective Balance amounts were not properly linking to the Balances Worksheet. Once this change was made, the amounts were properly linking as of 4:30pm.

• Budget Balance formulas updated to not display balances until the FY of the Start Date

• Carryforward formulas updated to limit to Inflows and Outflows so that amounts for Obligations are not doubled in Carryforward amounts.

• Formulas updated (Obligation Type Parent column added and Obligation Type column updated) to better allow for nesting of Obligations that still will link to the Balances Worksheets.

• Unit Head Obligations renamed to Unit Head Priorities, to align with new language across all units. Before this change was made, the Obligation Effective Balance amounts were not properly linking to the Balances Worksheet. Once this change was made, the amounts were properly linking.

• Previously-Entered year-based columns greyed-out to prevent confusion with entry.

• Obligations Worksheet created
• Previously-entered Obligations data migrated from the Balances Worksheet to the new Obligations Worksheet
• Balances Worksheet updated so that Obligations are listed by Fund/Subfund rather than itemized by each Obligation

• Process revamped for FY22, migrating from Adaptive Planning to Smartsheet as a platform