Unit and Budget Planning using Strategic Planning Online

Transcription

1 Unit and Budget Planning using Strategic Planning Online Planning in SPOL Log in to SPOL at You must enter your user name and password to log in. If you do not have a username and password, or have forgotten this information, contact Becky van Hoek at ext 4491, or Rebecca.vanhoek@fgc.edu When you log in to SPOL the planning year default is This is the correct year to create objectives and input your proposed budget. Page 1 of 5

2 Creating Budget Requests: To access your budget accounts, select the following categories from MY SPOL page: Figure 1 Figure 2 Figure 3 Double click on the Planning Unit you want to enter a budget request for. Page 2 of 5

3 The budget grid contains historic budget data Expenditures -- for the last fiscal year ended Budget -- the final budget given to the planning unit at the beginning of the fiscal year, after any budget modifications were made Expenditures Expenditures year to date YTD Obligations-- the total funds encumbered and otherwise obligated (e.g., in the requisition process) for each GL code Proposed-- Base budget: Each planning unit requires a base budget to operate at normal levels of performance. This budget is typically incrementally derived from the previous year s budget. Enter your proposed budget request here. You may add GL codes if necessary. 6. Add notes: Use the notes to justify your budget request for each GL code. 7. Enhanced budget: Additional funding for significant changes, new programs and improvements. You must create a planning objective and tasks, and then request enhanced funding for objective tasks. Requests can be edited or added directly from this column. 8. Approval Once you have completed your budget request, approve your budget. Once you approve your budget request, an will be sent to the next person in the approval process. 6 Add Notes 8 5 Approve your budget request. Add GL Codes Page 3 of 5

4 Create Objectives: To create your planning objectives, select the following categories from MY SPOL page: Click on <Planning> on the navigation bar at the top of the MySPOL page. Click <Create a New Objective> on the Planning Homepage. This will open the Create/Edit a New Objective page. Fill in the following data: Objective Title - The nutshell version of the objective short and descriptive Planning Unit the department that will carry out this objective Planning Year the year the objective will begin multi-year objectives can be extended into future planning years Objective Purpose Objective Status Enter Objective Description The Objective Description is a clear statement about what you intend to accomplish. Make it SMART Specific, Measurable, Aggressive/Attainable, Results-driven, Timelimited Tie your objective to: Institutional Goals Objective Types Planning Priorities To do this, click on the <Select> button to the right of that data store. When the window opens, select as many items as appropriate (using the check boxes). Select one of these to be the primary by clicking the round radio button to the left of the check box. Click <save> to close the window and record your selections. Page 4 of 5

5 Click the <save> icon (blue diskette) at the upper right of the page. You will then navigate to the Objective Details page. If you want to add more planning years, click <Select> at the right of Planning Years; when the new window opens, select additional years, and then save. Enter individual records in each of the following areas (use the <Add> button to add a new record; to edit an existing record, either double-click on it or single-click to select and then click <Edit>): Tasks the steps you ll follow or strategies you ll employ to achieve the objective (click the dropdowns to add a due date, priority, and status use sort order to put the tasks in a specific order). Enhanced budget: You may request additional funding for significant changes, new programs and improvements needed to complete tasks. Not entering a budget amount means you can complete the objective within your current operating budget. Identifying a budget amount for Tasks provides an opportunity to request additional funding to achieve the objective. Assessment Measures the tools, methods, and/or data sources you will use determine whether or not you achieved your intended results Intended Results what you want to see happen as a result of a) the objective overall and b) specific tasks (strategies) Units Impacted select from the list any other departments who will need to assist you in carrying out this objective The remaining information will be completed during mid-year and end of year reports. Approve the objective by clicking <Approve> at the top of the page. This takes the objective out of draft and sends an to the next person in the approval process. Page 5 of 5