Project Set Up in PlanUW
Projects created in SFS (Shared Financial System) do not automatically get set up in PlanUW because there are several thousand of projects in SFS and only a small number of these are used for developing budget and forecast. Divisions can request a non-sponsored project to be added to PlanUW if they plan on using it for budgeting and/or forecasting purpose. Prior month transactions posted in SFS (actuals, budget transfers, and encumbrances) are loaded into PlanUW on the 10th of every month. Transactions for projects that are not set up in PlanUW are mapped to a general project called “No Projects”. To maintain data integrity at the project level, it is important that projects are set up in PlanUW before the posted transactions are loaded into PlanUW.
Non-sponsored projects can be set up in PlanUW in one of two ways:
- If you are requesting a new project to be created in SFS by filling out this Form, select “Yes” for adding to PlanUW and it will be set up in both SFS and PlanUW. Please make sure to route this form to sfssetup@bussvc.wisc.edu.
- Some Divisions have access to Project Lite in SFS and forgo the above form. In this case, once the project is created in SFS and if it needs to be added in PlanUW, please send an email to planuw-msn-mbo@vc.wisc.edu (before the 8th of the following month).
If, during the initial project creation in SFS, there was no action taken to add the newly created project in PlanUW, there is the last option: Starting August 2022, MBO will provide a list of new non-sponsored projects created in SFS during the previous month that are not set up in PlanUW. This list will be made available in Box on the first business day of every month (e.g., August 1, 2022 the list will show projects created in SFS in July of 2022). If you would like to receive an email notification when this list of projects is updated monthly, please let us know here planuw-msn-mbo@vc.wisc.edu.
Divisions can review this list monthly and if there are projects that need to be set up in PlanUW for budgeting and forecasting purposes, you can send an email request to planuw-msn-mbo@vc.wisc.edu before the 8th of the month (i.e. before the prior month data is loaded in PlanUW, which is on the 10th of the month).
Please reach out to your MBO Analyst if you have any questions or would like to discuss options and/or best practice.
FAQ
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Why are all projects not set up automatically in PlanUW?
We had several thousand of active projects in SFS when we implemented PlanUW and only a small number of these projects were used by a few Divisions for budgeting and forecasting purposes. Bringing in all projects would have affected the application’s performance, so a decision was made to add them to PlanUW as requested, to provide flexibility to Divisions that plan and forecast at project level.
If a project is not set up in PlanUW, where do the transactions get loaded?
If transactions from SFS have projects that are not set up in PlanUW, they are mapped to a general project called “No Projects” when data is loaded in PlanUW.
Can I request to add a project to PlanUW after the monthly deadline (8th of the following month) has passed?
We recommend adding only those projects to PlanUW that you think will add value to your budgeting and forecasting process and/or that will be helpful when developing annual budget and bi-annual forecasts. Best practice is to get it added to PlanUW once it is created in SFS or latest by the 8th of the following month after it was created. If you need a project set up in PlanUW after this date, please contact your MBO analyst to discuss options for the projects created in the current fiscal year.
If the project has transactions posted in prior years (actuals, budget transfers, or balances), it will not be added to PlanUW.