UBI and Adaptive Planning: How should each system be used?

There is some confusion around data found in UBI and
Adaptive Planning. Sometimes the numbers in each system don’t match up, so
people are wondering what the source of truth should be when this happens and
if there is any value in trying to reconcile the numbers.

Some design differences in the way the UFM model and the BBA
reports treat some items have always been present. For example, the
Sources/Uses format moves F&A expenses up to offset Grants & Contracts
revenue rather than showing it as an expense.  When it comes to Adaptive
Planning and UBI, the differences come down to how the systems are used and
when they are updated.

Adaptive Planning (how it is currently configured for Fiscal
Year 2022) should be used for comparing actuals to the Board of Visitors
approved budget or Working Budget. Actuals are loaded into the system after
each month-end close (usually the 2^nd or 3^rd of the
following month).

UBI, however, should be used for budgets to actuals (BBA)
reporting when comparing actuals to updated info in BudgetUVA throughout the
month. Actuals and budget information are updated nightly.  Since UBI is
the only system that includes all centrally approved budget adjustments to
institutionally owned awards (SG, LG, FI, SU, EI, DI, LC), the BBA report is
considered the correct budget to actuals report for institutionally owned
awards for FY22. The budgets in the BBA reflect the Board of Visitors
approved budget plus all centrally approved adjustments to institutional awards
(via BudgetUVA), so it is the correct base budget for all institutionally owned
awards.

Though these systems have different uses, if schools/units
are updating their Working Budget in Adaptive to coincide with BudgetUVA
updates, the budget in both systems should typically be in sync.  Since
Adaptive reports for FY22 do not automatically include adjustments, including
centrally approved budget adjustments to institutionally owned awards, it is
incumbent on units who wish to report out of the Adaptive working budget to
ensure their working budget balances to the budget totals reflected in the BBA
for all awards. 

Please note, now that the University is using Adaptive for
the budget process, some minor differences may come up because of challenges in
keeping mapping rules and code in sync between Adaptive and UBI. 
Currently, the focus is on getting Adaptive ready to integrate with Workday
Financials.