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.