# Presentation: 536922

## FY11 Budget Formulation Kick-off

**December 11, 2008**

## Agenda

**Systems Review – FBS & New DOE FWP System**
**LBNL Process Flow in FBS**
**General Budget Request Info**
**Work for Others **
**Submission Quality**
**Resources**
**FBS Security Access**
**Key Dates & Contacts**

## Systems Review

**Field Budget Submission System (FBS)**** is the LBNL proposal system.  It was developed using PeopleSoft tools to load LBNL’s proposal information into the DOE proposals system.  FBS allows us to:**
**Meet DOE Proposal Submission Requirements **
**Manage our own data security**
**Customize our reporting**
**Searchable FWP System**** is the new DOE system for submitting proposals (including off cycle proposals) and is effective 10/01/08.  (So far, only Office of Science)**

## Proposal Process Flow in FBS

## Budget Request Estimates

**Include Budget Projections for:**
- FY09 through FY11 for OPE, EQU & WFO
- FY09 through FY15 for Construction
- FY09 through FY13 for EERE
**Exclude work from DOE Integrated Contractors**
**Use fully burdened $K**
**Escalate based on approved LBNL forward pricing rates**
**Definitions:**
- Budget Authority (BA) = Funding request by year
- Budget Outlay (BO) = Anticipated Costs per year
******Budget Estimates should have supportable documented methodologies & should go through appropriate management reviews***

## DOE: FY10 & FY11 Process Comparison

| FBS
 | FBS is currently available for input with a few updates: (Note: Always use Internet Explorer)  
DOE HQ Program Manager name is required (last, first)
SFA Code is required for BER proposals |
| --- | --- |
| No hard copy FWPs
(NOTE: The proposal in FBS should have a single pdf attachment containing the entire FWP package) | *No change*
 |
| NEPA/CEQA and AHU forms – Include as the final pages of the FWP attachment.                                                 -Divisions responsible for submitting forms directly to appropriate offices.  | NEPA/CEQA, AHU, and Disclosure of Intellectual Property in Proposed DOE Research (New) forms - Include as the final pages of the FWP attachment.                                                 -Divisions responsible for submitting forms directly to appropriate offices.  |
| The FWP attachment should be in the native pdf format. | *No change*
 |
| Divisions retain FWP Attachment Checklists with back up. | *No change* |
| Berkeley Site Office (BSO) reviewed and signed proposals prior to submission to DOE HQ. | *No Change* |

**FY10 (Previous) Formulation**

**FY11 (Current) Formulation**

## Requirements

| DOE: | Proposal(Submitted thru DOE FWP System) |  | Place Holder(Not submitted thru DOE FWP System) |  | Attach FWP to proposal in FBS |
| --- | --- | --- | --- | --- | --- |
|    NNSA | No |  | Yes |  | No |
|    Office of Science R&D | Yes |  | No |  | Yes |
|    Office of Science Construction | No |  | Yes |  | Yes* |
|    Office of Science S&S | Yes |  | No |  | Yes |
|    EERE | No |  | Yes |  | Yes |
|    Electric Transmission and Distribution | No |  | Yes |  | Yes |
|    Fossil Energy | No |  | Yes |  | Yes |
|    Civilian Radioactive Waste Mgmt | No |  | Yes |  | Yes |
|    Environmental Management | No |  | Yes |  | Yes |
|    Environment Safety and Health | No |  | Yes |  | Yes |
|    Intelligence | No |  | Yes |  | Yes |
| Crosscuts: | n/a |  | n/a |  | Email-Budget Office |
| WFO: | Place Holder info entered into an excel template. |  |  |  |  |
|  |  |  |  |  |  |

- Enter into FBS as a...

** **Attach the Project Data Sheet (PDS) for Construction Projects*

## Work for Others (WFO): FY10 & FY11 Process Comparison

| Utilization of RAPID proposal & award data thru data extract. Significantly reduces double keying of data. | *No Change* |
| --- | --- |
| Placeholder information entered into Excel template. | *No Change* |

**FY10 (Previous) Formulation**

**FY11 (Current) Formulation**

_**WFO B&Rs: 40, 60, 65, & WN**_

## WFO: RAPID Data Extract

**RAPID Proposal and Award data download to Excel template**** **
**Query Fields**
**Query Criteria**
*** Note: Includes WN, excludes DOE Integrated Contractor, Gift, and ILA award types**

## WFO: Formulation Templates

**RAPID Proposal and Award Templates**
- Review proposal and award data to determine inclusion/exclusion in FY11 Budget Formulation.
- Add Budget Outlay (cost) estimates for Federal proposals and awards marked for inclusion.
- Enter confidence level (1% to 100%) for all items marked for inclusion.
- Review aggregate submission by year and fund type. Consider placeholder projects where appropriate.
- Add placeholder data to template where appropriate.

## Submission Quality

**FBS report (titled, Proposal Review-BA) is available to help with your data review as needed. **
- Located in Report menu in FBS.
- Available in pdf or downloadable excel.
*FBS eLearn* training and reference module available on the Budget Formulation website.
**FBS Excel data dump will be sent to each division during the February division data review.**
**What to check for during the data reviews...**
- Missing proposals?
- Duplicates?
- Check totals by Division, by Program, by Dept, by PI...
- Budget Request vs. FTE – does it make sense? (~$200K-400K)
**FBS FWP Attachment - reviewed by the division**
- FWP Attachment checklists are required - retain with divisional back up.
- Budget Office will not be reviewing all attachments.

## Resources

**Proposal and Development web page is available at the Budget Office Website ****(http:/www.lbl.gov/Workplace/cfo/bgt/bgt_formulation.html)**
- *New* FBS eLearn Training & Reference Module
- Link to FBS
- FWP Attachment Checklist
- Forms
- Instructions to convert pdf to native using Acrobat 8.0 Professional
- Budget Formulation supporting materials

## FBS Security Access

**FBS Access – **
**1) Send an email ****	****TO: **_**[FBSsnotify@lbl.gov](mailto:FBSsnotify@lbl.gov)**_ **	****	**
**2) Request a specific access type:**
- General Access – to enter proposals (cc: supervisor)
- Designate Access – to authorize proposals
-     (cc: Division Director)
***    ****(Note: Designate Access is to authorize proposals in FBS -  proposals still require the Division Director signature.)*

## FY11 Key Dates & Contacts

_**Key Processes and Dates**_**:**
**FBS Hands-on Training **(Sign up via Employee Self Service)	**Jan 16 (1-5p)**
**FBS Division Proposal Entries Due****	****	****	****Feb 13**
**Final Division Data Review****	****	****	****	****Feb 17-20**
**Budget Ofc Var Analysis **(Follow-up w/ div if needed)**	****Feb 20-25**
**Supp & Crosscut Submissions Due to DOE****	****	****Mar 13 **
***FY11 Submission Due to DOE*****	****	****	****Mar 13**
**Budget Validation ****(Divisions TBD by BSO)****	****	****TBD (April/May)**
_**WFO Key Processes and Dates**_**:**
**RAPID Proposal/Award Data extract****	****	****Feb 5**
**Template sent to Field****	****	****	****	****Feb 9**
**Template due to Budget Office****	****	****	****Feb 20**
_**Contact Information:**_
**DOE Direct and FBS questions: **Email _[FBSsnotify@lbl.gov](mailto:FBSsnotify@lbl.gov)_ or call
- 	Sonya Neely (x6214) or Michelle Bennett (x6207)
**Work for Others: **Anastasia Schiller (x4273)

_***NOTE: Dates are subject to change upon receipt of the FY2011 Field Budget Call Guidance.***_