FY 2016Budget Formulation
3pm April 1, 2014Building 90, Room 3122
Agenda
• Introductions
• DOE requirements - Anything new?
• Informational Resources
• How does the lab fit into the big picture?
• What do we do at the lab to submit our budgets?
• Key Dates and Contacts
Information Resources
• Information available on our websiteo Website link: http://www.lbl.gov/Workplace/CFO/bgt/bgt_formulation.html
ORo Navigate: LBNL homepage A to Z CFO Budget Office Proposal
Development & Submission
• Contains Information such as:– DOE Budget Formulation call guidance – FBS eLearn Training & Reference Module– Link to FBS– Budget Office Contact Information– 4 Digit B&R Leads, Business Managers & Staff Working on Budget Formulation– Forms (NEPA/CEQA, AHU, DOE Intellectual Property, Extended Assignment)– Public Query FBS_BUDGETS_2016_– Other budget formulation supporting materials
Federal Budget Cycle Overview
June
September
December
February
The federal budget is passed into law each year by Congress and is signed by the President of the United States.
LBNL Budget Process Overview
LBNL FBS
1. Proposals & Placeholders due Fri 5/16 DOE
FWP System
4a. SC FWPs Due to BSO
6/25
2. Field Data and Variance
Analysis 5/23-6/6
4b. Summaries Due 6/27
DOE
3. Final Field Validation 6/9
Process Flow within LBNL FBS System
This indicates that the proposal has been sent to the DOE.
text
IN PROCESS
Proposals can be created and edited by anyone in
that division who has system access
COMPLETEProposals in Completed status are ready to be
authorized/rejected by the Division Director/
Designate. (Note: This is the final division status
for a Place Holder entry.)
AUTHORIZED
Proposals can be authorized only by the
Division Director or authorized designee
SUBMIT
Proposals can only be placed into submit status
for submission by the Budget Office
SENT
Proposal sent to DOE HQ
o This person is the proposal creator.
o Each person must be given access to FBS individually by the central system administrator, and must already have FMS access
o He/She will be able to view and edit all proposals for his division
o Each person must be given access to FBS individually by the central system administrator
o They must already have FMS access
o They will be able to AFFECT all proposals for their division
o A list of Division Directors or their single authorized designee will be maintained centrally
o No changes can be made by the division after a proposal is authorized
o The Budget Office can change the proposal status to allow the division to make revisions. It will need to be re-approved by the Division Director
o Minor changes (e.g. spelling errors) can be fixed at the divisions request without requiring Division Director re-approval
Division AdminsResource Analysts
PI’s
Division Director or Designee
Budget Office Analyst
REJECTED RETURNED
Budget OfficeDivision AdminsResource Analysts
PI’s
FBS System Access
There are two access types, to request access please follow the steps below:
• General Access – to enter and view proposals send email to [email protected] and cc: supervisor
• Designate Access – complete form “FBSs Divisional Approval Memo” available on Budget Office website and send to [email protected]
Note: Designate Access allows user to authorize proposals in FBS – FWP attachments still require the Division Director signature
LBNL FBS RequirementsEnter into FBS as a…
DOE:
Proposal(Submitted thru DOE
FWP System)
Place Holder*(Not submitted thru DOE
FWP System )
Required Submission
Attachments
NNSA No Yes No
Office of Science R&D Yes No FWP
Office of Science Construction No Yes PDS*
Office of Science S&S No Yes No
EERE No Yes Optional
Electric Delivery and Energy Reliability No Yes Optional
Fossil Energy No Yes Optional
Nuclear Energy No Yes Optional
Environmental Management No Yes Optional
Environment Safety and Health No Yes Optional
Intelligence No Yes Optional
Crosscuts: n/a n/a Email-Budget Office
WFO: Proposal/Award info entered into an excel template.
*Project Data Sheet (PDS) for construction should be attached.
Proposal Submission Requirements Office of Science
1. FY 2014 Budgets Please base your FY14 Budget on your best estimate. If there is a significant variance
between your FY14 Budget and FY14 Guidance, we will ask for justification.
If we get full year FY14 guidance over the next six weeks, we will inform you.
2. FY 2015 Budget “bounded by the FY 2015 Request to Congress” (i.e., the President’s Budget) FY15 Budget based on President’s Budget, with Office of Science B&R break-out “LBNL
FY15 SC Rollout” posted on our website: http://www.lbl.gov/Workplace/CFO/bgt/bgt_formulation.html
Division Lead for each 4 Digit B&R – Listed on next page and on our website.
The division lead’s role is to lead the effort and coordinate with other divisions to balance to the President’s Budget
3. FY 2016 Budgets
Your request to DOE
Placeholder Submission Requirements
1. FY 2014, 2015, 2016 Budgets
Your best estimates based on guidance and spend plans
2. Placeholders should also include costs for legacy projects for which there will not be new proposals submitted
3. Divisions may attach a non Office of Science FWP on a placeholder in FBS, but divisions are responsible for sending to the program where appropriate
President’s Budget Field LeadsAssistant Secretary 4 Digit LeadAdvanced Scientific Computing Research (ASCR) Sonia Ortiz
KJ04 CH CS ES LD MS NSKJ05 CS
Basic Energy Sciences (BES)KC02 Laura Luo AL CH EE EG FA LD MS PBKC03 Angie Wu CH CS EE ES GN MS NS PBKC04 Linda Griffi n AF MS
Biological & Environmental Research (BER) Grace MillerKP11 ES GN LS
KP12 & KP13 CH ESKP15 CH ES GN LS PBKP16 ES GN LD LS PBKP17 CH CS EE ES LD LS
Fusion Energy Sciences (FES) Glenna RogersAT50 AF CS
High Energy Physics (HEP) Victor ChanKA11 AF EG EH FA IC LD LS PHKA13 CS PHKA14 AF CS PHKA21 AF PHKA22 EG PB PHKA23 PHKA24 AF PHKA25 AF PH
KA 15 & KA26 AFNuclear Physics (NP) Zuting Liu
KB01 AF NSKB02 NSKB03 AF CS NSKB04 EG NS
Safeguard & Security (S&S) Chris GeorgiouFS10 EH IC PS
Workforce Development for Teachers & Scientists (WDTS) Lisa McDonald
KL02, KL10, KL11 OP
DivisionsFY'13 Actuals By Division
Division Leads (Example)
Laura will be the person to coordinate and provide explanation for the differences between FY15 LBNL Budget and FY15 President’s Budget for KC02 for all the divisions.
Assistant Secretary 4 Digit LeadBasic Energy Sciences (BES)
KC02 Laura Luo AL CH EE EG FA LD MS PBKC03 Angie Wu CH CS EE ES GN MS NS PBKC04 Linda Griffi n AF MS
Divisions
Submission Quality
•FWP Attachment Checklist available on Proposal & Development website
•Appropriate attached forms must be checked on FWP front page
•PDF Attachments include proposal, NEPA/CEQA, AHU, DOE Intellectual Property, Extended Assignment forms. BSO requests the forms for PDF in this order
•Use fully burdened $K and approved LBNL forward pricing rates
•Remember to exclude work from DOE Integrated Contractors
Proposal & Placeholder Validation(5/16-6/9)
• 5/16 FWP’s Due in FBS
• 5/23 Budget Office sends divisions excel workbooks for validation:• Missing attachments• Proposal not in correct state (Proposals = Authorized, Placeholders = Completed)• Overcosting• FY’14 Planned Obs = Your Best Estimate, FY’15 Planned Obs = President’s Budget• Ask for commentary for large changes in FTE & Obs• Check for data input errors (for example: very high FTE ratio)
• 6/6 Due date for divisions to have completed their workbook validation
• 6/9 Final Review, Budget Office sends out final workbooks for final check
FY16 Budget Formulation Key Dates
DOE Key Processes and Dates:
Field Proposals & Placeholders due in FBS May 16
Budget Office sends out data validation workbooks May 23
Data validation workbook due date June 6
Data validation final review June 9
Submission to DOE BSO for Review June 25
Deadline to DOE HQ June 27
DOE Budget Validation July/Aug
Crosscuts & Supplemental Submissions Due to BSO:
Field Project Data Sheets (new projects) April 22
Non-IT Capital Asset Plans & Business Case (Ex 300) June 3
IT Capital Asset Plans & Business Case (Ex 300A) Qrtrly in eCPIC (6/6)
Agency IT Investment Portfolio – Ex.53 Annually in eCPIC (6/6)
Integrated Facilities Infrastructure July 24
Motor Vehicles Due July 30
FY16 Budget Formulation Contacts
Questions or Concerns?
Please email [email protected]
Or Call
David Stewart x4112
Sophia Marneris x4145