Smarter Week

How to automate it

How to automate “collect budget numbers from department heads”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

120 min
typically, once a month
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Send one locked input template with actuals pre-filled

Budget owners fill in only the cells they own, in one format, by one deadline, so you stop merging ten different spreadsheets.

Typically saves about 35% of the time2 h to set up
  1. 1Build one template per department with history and run-rate pre-filled.
  2. 2Lock everything except the input cells and add short instructions.
  3. 3Share it as one link (SharePoint or Google Sheets), not attachments.
  4. 4Set a deadline and send one automatic reminder two days before.

Tools: Excel on SharePoint or Google Sheets

Fix 2 of 2

Software feature

Move the forecast into an FP&A tool that pulls actuals itself

FP&A platforms load actuals from the ledger and collect inputs from budget owners, so you stop rebuilding the model every month.

Typically saves about 40% of the time16 h to set up
  1. 1Write down where your current model breaks or eats time (actuals load, version control, inputs).
  2. 2Trial a tool sized for you: Cube or Datarails (stay in Excel), Abacum, Pigment, Planful or Workday Adaptive Planning.
  3. 3Connect the ledger and HR system first, then move one model over.
  4. 4Run old and new side by side for one cycle.

Tools: Cube · Datarails · Abacum · Pigment · Planful · Workday Adaptive Planning

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

FP&A analyst

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Other common tasks for FP&A analysts