When planning on PBCS, we are planning for registrations as at February of each planning year. The most recent information available for each planning cycle is as at February and this is used as the source for the Base Five Year Plan seeded on PBCS.

For Intake purposes, we are interested in students entering UCD, and so the registrations reported as at the November census are the relevant ones to be planned.

For example, if we expect to have 100 registrations to a particular Major in Planning Year 1, we might typically expect that a slightly higher number of students would enter the Major in the preceding September and be registered in the November Census. The Intake Factor expresses this relationship and allows us to calculate the Intake from the planned Major Registrations.

The appropriate Intake Factor to represent this relationship is 105/100 i.e. 105%.

Planning 100 registrations will result in PBCS calculating an Intake of 105.

There are 3 censuses that are used to calculate Factors - February of the prior Academic and Financial Year, November of the current Academic and Financial Year and February of the current Academic and Financial Year. These are identified in the table and timeline below as Census A, Census B and Census C.

A) Use the form Census Data Review

There are 3 sub-forms to allow a review of

• Major List, with ability to change Campus, Level and School in the Point Of View
• Search By Major
• Fee Related Expenditure Review by Major, EU or NonEU and Level.

The Current Census is shown by default. Changing the Compare Census variable will allow you to also review any other loaded Census.

(opens in a new window)B) Use the Detailed Input forms

Alternatively, review data at a higher level using the Detailed Input – Total form, or classified into My Majors, Shared Majors, Other Majors on those sub-forms of the Detailed Input form.

(opens in a new window)C) Use Reports

Reports – available as Excel, PDF or HTML formats – are available from Reports / 02 Student and Fee Planning / Census Pack. These are described in the StFee - Reports document.

The Census may be validated against InfoHub Census reports for Fee Income or FTEs, and against the (opens in a new window)Registrations to Majors - School Summary report in Official Registration Statistics.

The Current Census should be reviewed and validated before validating the Base 5 Year Plan, as it is seeded from the Current Census.

(opens in a new window)A) Validating using the Detailed Input Forms

The Detailed Input – Total form allows an overall view of the seeded plan against the Census.

Certain categories are directly copied from the Current Census and so should automatically match in the seeded plan, for other information the drivers are copied and then calculated and in some cases differences may arise.

Information Copied

• Registrations
• FTEs- Other Majors
• FTEs – Other FTEs (Adjustments and input)
• Gross Fee Income – Other Majors
• Resit Fee Income
• NRG Fee Income
• Fee Related Expenditure

Information re-calculated

• FTEs – My Majors and Shared Majors
• Gross Fee Income – My Majors and Shared Majors

Information should be validated for each entity and for the different levels. If there are material differences, they may be reviewed using the appropriate sub-form and/or the Plan V Census form.

(opens in a new window)B) Reviewing Variances by Major using the Plan V Census form

The form calculates variances on Gross Fee Income (Registrations) for each of the 5 years against the Current Census by Major and Stage. Sorting the first variance column in Descending order will allow speedy review of the larger variances to determine whether any are material. Remember that variances can be positive or negative, so be sure to review large positive variances and also large negative variances.

The Entity, Level and Campus may be set using the Point Of View to enable the FM focus in as required on particular data.

(opens in a new window)C) Reviewing Variances using Reports

The information may also be reviewed using the Budget reports, available from the Student and Fee Reports tile in the Student and Fee cluster.

A) Enter adjustments

The Adjustments form may be used to enter adjustments that will not be applied to a particular Major. This is appropriate to apply net adjustments that represent a number of small adjustments that are not sufficiently material to apply individually.

Adjustments may be applied to Student FTEs, Other FTEs, Major Registrations, Repeat Registrations or Gross Fee Income (Registrations).

Note that if variances arise for a particular Major for which significant changes will be planned, then the Assumptions should be adjusted rather than applying a general adjustment.

(opens in a new window)B) Change Driver and Assumptions

In the Plan, Fee Income for Shared Majors and My Majors is calculated by multiplying the Driver (Major Registrations) by various Assumptions. Data for EU and NonEU calculations are used and maintained separately.

The Driver – Major Registrations – may be viewed and amended for My Majors on the Detailed Input – My Majors form.

Major Registrations must be maintained by the owner of the Major and so cannot be adjusted by another school for Shared Majors. (In many cases the FM will have access rights to the School that owns the Major, for example the College Office).

Changing the Assumptions is carried out using various sub-forms of the Assumptions tile. These are discussed fully in the document StFee – Assumptions and Factors. It is necessary to be at the bottom level of data in order to view or modify assumptions. E.g. a specific Campus must be chosen.

However, it is usually easiest to work directly on the Assumptions for a particular Major and Stage by right-clicking on the Major and Stage in the Detailed Input – My Majors form and choosing either % FTE Attributed or Rates For All Years screen.

Review the Control Report for the Schools and/or College and then enter the missing information.

The Control Report is available from the Student and Fee Reports tile.

Fee Related Expenditure is not planned at the detailed Major and Stage level. The existing levels of FRE are copied into the seeded plan and may be adjusted on the FRE Input form. This form allows entry of data against 3 accounts, by level, for EU & NonEU.

Saving data from the Detailed Input - My Majors form for a School or College re-calculates the FTEs and Fee Income, whether they are My Majors or Shared Majors. Therefore doing this ensures that your data is fully up-to-date.

If another school has modified Major Registrations for Majors in your Shared Majors Plan, the detailed line item will reflect the adjustment, but the overall totals are not updated automatically. Orange shading in the summary row of the Shared Majors form signifies this. Saving the School or College from the My Majors form will re-calculate fee income and will reflect the changes made by the Major Owner.

During the planning cycle, a Rule will be scheduled to run automatically at 11:00, 15:00 and overnight to re-calculate all fee income.

If a Major is not included in my Shared Majors Plan then my plan will still include data for the Major - FTEs and Fee Income - for each year of the plan, as per the most recent Census. This information will be classified under the 'Other Majors' category.

Majors that should be included in my Shared Majors Plan are Majors owned by other schools where planned changes are likely to be material to my school.

The Shared Majors Plan designates certain Majors owned by other schools as being material to my school. Often the Majors to be designated as Shared are identical for most or all of the schools in a college. In such a case it is easier administratively to create a single Shared Majors Plan, and for it to be used by each school in the college.

If the Majors to be designated as Shared are different for the different schools in a college, then different Shared Majors Plans should be used.

The Push To FinPlan rule pushes Fee Income and Fee Related Expenditure from the Student and Fee Income Plan to the Financial Plan. This is available from the Actions menu on the Detailed Input – Total form.

Please note that the Financial Plan will need to be re-calculated to reflect the information that has been pushed - either by saving the UBud Input form, or when the scheduled job runs.

Census

• The processing of Erasmus students is complex and is quite unlike our regular students. Fee Income is earned on the Outgoing Students, but attributed via pools based on the incoming students' module registrations in each Census.
• Incoming Major Registrations are normally associated with the College Office, whereas the FTEs are attributed to Schools.
• Because of the use of pools and the reattribution income earned for outgoing students to incoming students, the normal driver based planning relationship  (Major Registrations -> FTEs -> Fee Income) does not apply in 'real life'.

Student and Fee Plan

• The normal setup is that the Base Five Year Plan is populated with data as per the Census, and the Fee Income is reported under Other Majors. As such, the Fee Income does not vary in the plan.
  • If a change to Fee Income is desired for a particular reason, it should be treated as an Adjustment rather than planned based on Major Registrations. FTEs for the incoming Exchange Students are recorded against the 'Other FTEs' account and likewise are not affected by changes in registrations. If a change is required, it should be entered as an Adjustment to the Other FTEs account.
• Outgoing students will be registered against various Majors which may combine 'regular' and outgoing exchange students. The initial plan on PBCS will reflect the data in the census and the Majors will operate as per other Majors but because of the outgoing students the average fee rate may be lower than otherwise expected.
  • If there are material changes to the number of 'regular' registrations for such Majors it may be appropriate to enter an Adjustment to fee income to compensate for the lower average fee rate, or to adjust the average fee rate.

Summary

The Campus Codes used on PBCS are as per Banner. Census Major Registrations, FTEs and Fee Income are reported against the campus indicated on Banner.

• A - Dublin
• D - Distance Learning
• E - Unclassified Learning
• H - Hong Kong
• J - Beijing
• K - Guangzhou
• L - Sri Lanka
• S - Singapore
• W - China
• B - Institute of Bankers

Classification as Irish or Foreign

For certain purposes a separation between Irish and Foreign campuses is desired. This grouping is reflected on PBCS as below:

IrishCampuses

• A - Dublin
• D - Distance Learning
• E - Unclassified Learning

ForeignCampuses

• H - Hong Kong
• J - Beijing
• K - Guangzhou
• L - Sri Lanka
• S - Singapore
• W - China
• B - Institute of Bankers