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 FBSsnotify@lbl.gov and cc: supervisor

• Designate Access – complete form “FBSs Divisional Approval Memo” available on Budget Office website and send to FBSsnotify@lbl.gov

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 FBSsnotify@lbl.gov

Or Call

David Stewart x4112

Sophia Marneris x4145