Planning Matrix Step-by-Step Guide

Office of Data Analytics Institutional Research

Agenda:

1. What is the Planning Matrix and its Relationship to SAP

2. The Difference Between the Five Planning and Budgeting Versions

3. How to Access Your Unit

4. How to Add New Capital, Operating, Personnel or Funding Activity

5. How to Edit/Delete Activities

6. How to Approve/Reject Activities

7. How to Submit Your Planning Matrix

8. How to View Different Versions of Your Planning Matrix

1 - What is the Planning Matrix and its Relationship to SAP ?

The planning matrix is a web-based interface that contains information related to the planning and budgeting process.

Any unit that needs to increase their budget, transfer between cost centers or generate extra revenue must submit a planning matrix.

Only authorized users could access the planning matrix through: planning.aucegypt.edu

The planning matrix represents only requests, as for SAP; it represents the university’s actual budget.

At the end of the process, the approved planning matrix is automatically added to the unit’s base budget on SAP.

2 - The Difference Between the Five Planning and Budgeting Versions

Version 5: Directors, Department Chairs (Submission Level)

Version 4: AVPs, Deans, Executive Directors

Version 3: Area Heads

Version 2: University Cabinet

Version 1: Board of Trustees (Approved Budget)

The five planning and budgeting versions represent different levels of approval:

3 - How to Access Your Unit

1. Access the planning matrix through: planning.aucegypt.edu2. Authorization by AUC mail credentials3. Choose the planning and budgeting cycle you need to access. You

will be able to view only reports for previous years, as for the current year, you will be able to submit, approve, reject…etc.

4. Unit/s that you have authorization for will appear5. Click on the unit’s name to enter your matrix

4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

4.1 Capital Activity

1. Enter the activity description2. Choose the type3. Specify for how many years do you need this activity4. Enter the unit cost5. Choose the currency6. Enter the quantity7. Choose the WBS code from the list8. If your request is for the 3 fiscal years, enter if it is a permanent

or temporary request9. If your request is temporary, enter the “End Year”10. Click save

4.2 Operating Activity

1. Enter the activity description2. Choose the type3. Specify for how many years do you need this activity4. Enter the cost5. Choose the currency6. No quantity to be specified7. Choose the GL code from the list8. If your request is for the 3 fiscal years, enter if it is a permanent

or temporary request9. If your request is temporary, enter the “End Year”10. Click save

4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

4.3.1 Personnel Activity

1. Under the Small Personnel Activity Proposals table, click Add

2. Another page will appear

3. Enter the Fiscal Year/s, SAP ID and the required data under scholarship data

4. Click Save & Close

4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

4.3.2 Scholarship Request Bulk Upload

1. Click on “Download Scholarship Template File”2. Add your scholarship details to the excel file3. Save it to your PC4. Click Browse5. Choose your saved file6. Click Upload

Tips• All fields are required except for the fiscal years, at least 1 fiscal year should be

added• Do not change the sheet name• Do not change column order• 1 file should be used per cost center• You should not add more than 75 records at a time• Each time you upload a file it adds to the existing list, it does not delete existing

records

4.4 Funding activity

1. Enter the activity description2. Choose the funding type3. Specify for how many years will you have this fund4. Enter the amount5. Choose the currency6. Choose you GL code from the list (in case of income activity

only)7. Enter the cost center (in case of transfer activity only)8. If your request is for the 3 fiscal years, enter if it is a permanent

or temporary request9. If your request is temporary, enter the “End Year”10. Click save

4 - How to Add New Capital, Operating, Personnel or Funding Activity – Small Activities

5 – How to Edit/Delete Activities

1. Update all fields2. Click Save

Edit

Delete

1. Click Delete

6 - How to Approve/Reject Activities

Only versions 4,3

and 2

For each single activity, click Approve or Reject buttons

7 - How to Submit Your Planning Matrix

After finalizing your planning matrix, it should be submitted in order to move to the next step for approval

8 - How to View Different Versions of Your Planning Matrix

In “My Units” page, click on View Report

8 - How to View Different Versions of Your Planning Matrix

Questions?

Thank you

For more questions, please contact:

planning@aucegypt.edu Alia Mitkees at amitkees@aucegypt.edu, ext. 2215