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Budget Prep Overview March 17, 2011

Budget Prep Overview March 17, 2011. Georgia FIRST Wimba Training Series. Agenda. Wimba Ground Rules Review Today’s Objectives Budget Prep Overview Review enhancements and changes in PSFIN in Budget Prep Module Q & A. Wimba Ground Rules. To ask a question, please use the Chat box

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Budget Prep Overview March 17, 2011

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  1. Budget Prep OverviewMarch 17, 2011 GeorgiaFIRST Wimba Training Series

  2. Agenda • Wimba Ground Rules • Review Today’s Objectives • Budget Prep Overview • Review enhancements and changes in PSFIN in Budget Prep Module • Q & A

  3. Wimba Ground Rules • To ask a question, please use the Chat box • Submit your question to “Main Room” • We may hold questions to the end of the session • If you lose sound, try leaving the classroom and then re-entering • Phone-in for Audio: 201-549-7592 • Pin: 17502142

  4. Objectives • Review the Budget Prep process from start to finish • Describe how Budget Prep files are created in EV5 • Create the Budget in the Budget Prep Module • Identify how data is loaded in EV5 at the conclusion of the Budget Prep process • Review changes and enhancements within the Budget Prep Module

  5. Overview of Budget Prep Process Flow

  6. Basic Budget Prep Process Flow FY2011 Budget Information FY2012 Budget Information Budget Prep Module PSFIN EV5 ADP EV5 ADP HR Salary Worktable ADP PSFIN Budget Prep Module Update Parameter Definitions GL PSFIN PSFIN Export Budget Journals to KK KK PSFIN

  7. Budget Prep Module Setup PSFIN Update Parameter Definitions • Update Parameter Definitions • Budget Prep Year/Hour Parameters • Pay Group Raise Effective Date Parameters • Reason Codes and Descriptions • Fringe Accounts PSFIN

  8. FY2011 Budget Information • Personal Services Data • EPOH009 – Budget Prep Outbound • EPOH015B – Department Data • EPOH015C – Jobcode Data • EPOH015D – Position Data ADP Verify Output EV5 ADP

  9. FY2011 Budget Information • Personal Services records in the Budget Prep module are loaded from ADP via epoh009.txt data file. This file is produced using data as of 7/1 of new budget year • The extract captures three types of records: • Active, filled single incumbent positions • Active, Vacant single incumbent positions • Lump Sum positions ADP Personal Services Data EV5 ADP

  10. FY2011 Budget Information • For Fulltime, benefited employees in a single incumbent position, Budget prep loads: • Demographic Information – D Row • Job Earnings Distribution Information – J Row • Retirement Information – R Row • Health Benefit Information – H Row ADP Personal Services Data EV5 ADP

  11. FY2011 Budget Information • For Part Time, Vacant, or Lump Sum positions, Budget Prep loads the demographic information and job data information • Demographic Information – D Row • Job Earnings Distribution Information – J Row ADP Personal Services Data EV5 ADP

  12. FY2011 Budget Information PSFIN Non-Personal Services Data GL • Starting Point for Non-Personal Services budgets is GL Budget Tables • Budget Prep extracts: • Revenue Estimates • Non-Personal Services APPROP and ORG budgets • Non-Personal Services Grant Budgets • Amount is calculated as Original Budget +/- any permanent changes. PSFIN

  13. Budget Prep Module PSFIN Manipulate/Create Budget • Budget Prep Module • Create PLANNING version of budget from REFERENCE version • Perform mass updates/what-if analyses • Create CURRENT version of budget • Perform online updates • Generate and Update Fringe Benefit Estimates • Run Build Financials Process PSFIN Run inquiries and reports to analyze data

  14. Budget Prep Module PSFIN Manipulate/Create Budget • Budget Prep Module • After updating budget data, the data files that are created during the export processes are exported back to ADP and PS Financials. PSFIN

  15. FY2012 Budget Information ADP HR Salary Worktable • Export Back to ADP • All salary changes for specific employees result in new job data rows in ADP • Changes to vacant positions, lump-sum positions, etc., result in updated Position Data budget values • Any funding changes result in new Position Distribution/Job Earnings Distribution

  16. FY2012 Budget Information ADP HR Salary Worktable • ADP • BORBU8F2 Process in Budget Prep creates the EPXP001 files to be loaded into ADP • Loads D and J rows into the HR Salary Worktable • EP_SAL_WRK_CORE • EP_SAL_WRK_JED

  17. FY2012 Budget Information EV5 ADP • EV5 • EPBH011 Budget Prep Load to EV5 from HR Salary Worktable • Run Report Mode* • Run Report and Update Mode* • *EPBH011 should be run in Report Mode and errors corrected before the “final” checkbox in Budget Prep is checked ADP

  18. FY2012 Budget Information PSFIN Export Budget Journals to KK • PSFIN • Budget Prep exports budget journals to Commitment Control to create the budget for the new year • All budgets, including Personal Services and fringe benefit estimates will be loaded into GL • Actuals Ledger transaction data is maintained separately from KK budget data

  19. FY2012 Budget Information PSFIN Export Budget Journals to KK • PSFIN • BORBUEXP – Financials Export • Export budget journals to Commitment Control • Can only be exported once per Budget Development Cycle

  20. FY2012 Budget Information • Commitment Control • Post budget journals in Commitment Control • The following budgets created in BP become KK Budgets/Ledgers: • Appropriation • Organization • Project/Grant • Revenue Estimate PSFIN KK PSFIN

  21. Basic Budget Prep Process Flow FY2010 Budget Information FY2011 Budget Information Budget Prep Module PSFIN EV5 ADP EV5 ADP HR Salary Worktable ADP PSFIN Budget Prep Module Update Parameter Definitions GL PSFIN PSFIN Export Budget Journals to KK KK PSFIN

  22. Budget Prep Task List

  23. How to Validate Load into Budget Prep Validate that the row counts for D agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

  24. How to Validate Load into Budget Prep Validate that the row counts for H agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

  25. How to Validate Load into Budget Prep Validate that the row counts for J agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

  26. How to Validate Load into Budget Prep Validate that the row counts for R agree with the Budgets HR/Payroll Load BORBU8HX.pdf file contents.

  27. How to Validate Load into Budget Prep Validate that the epoh009_nnn.csv Summed columns for Annual Rate and Position Budget equal the Budgets HR/Payroll Load BORBU8HX .pdf file for ADP D RECORDS INSERT INTO BUD_PSB_BOR report for columns TOTAL ANNUAL SALARY ($) and TOTAL POSITION BUDGET ($).

  28. Changes and Enhancements made since July 1, 2010 Budget Prep Updates

  29. Modification on New Distrib page • BOR Menus, BOR Budget Prep, Budget Prep Data Update, Personal Services • A new PeopleCodeBUD_PSC_BOR.ACCT_CD.FieldChange has been created to update the Department ID on the BUD_PSC_BOR table when the Account Code field is changed on this page.

  30. Budget Data page • BOR Menus, BOR Budget Prep, Budget Prep Data Update, Personal Services • The Budget Data page has been modified to display the Position Description beside the Position Number. • There have been occurrences where the Job Code and Position Description are not the same. This modification will assist the user in identifying the Position when navigating between multiple pages.

  31. Budget Prep Inquire • BOR Menus > BOR Budget Prep > Budget Prep Inquire > Personal Services • This page has been modified to correctly state distributions by department when a position has been split funded. • Prior to modification, all distribution amounts were shown on one department.

  32. Grant Budgets page • BOR Menus, BOR Budget Prep, Budget Prep Data Update, Grant Budgets • The Project/Grant page has been modified to include a new PS_PROJ_VW_BOR view that will allow users to update the Project Manager on the Project page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, ChartField Values, Project) regardless of the Permission Lists, Primary selection, so that they can select a project or grant on this page. • Previously, the PS_PROJ_BOR_VW view was used, which restricted User IDs with a Permission Lists, Primary of BOR_BU_XXXXB from updating the Project Manager on the Project page and prevented them from selecting a project or grant.

  33. Grant Budgets page (continued) • Non Personal Services page -- A new page has been created to allow updates to only the CURRENT Version and current Budget Period. This page contains only the Non-Personal Services Grant data. To view all Non-Personal Services data, users should navigate to the inquiry pages.

  34. Grant Budget Inquire • BOR Menus > BOR Budget Prep > BOR Budget Prep Inquire • The Project/Grant, Personal Services, Fringes and Non-Personal Services (all Versions and Budget Periods) may be viewed on the Budget Prep Inquire pages.

  35. Budget Prep Reports • BOR Menus > BOR Budget Prep > Budget Prep Reports • The following reports are no longer applicable and have been removed from the reports menu: • All Institutions Schedule • Position Pool Update Report

  36. Budget Prep Reports (continued) • BOR Menus, BOR Budget Prep, Budget Prep Reports, Schedule G1 • The Budget Prep Schedule G1 report has been modified to contain totals for the Proposed Salary column for all sort options. • Previously, the Proposed Salary column only contained totals when sorted by Account Code. • This report has been modified to identify split-funded positions with a single asterisk (*) and positions with alternate begin/end dates with a double asterisk (**). The report was also modified to display identifier reasons at the bottom of the page, when applicable.

  37. Budget Prep Reports (continued) • BOR Menus, BOR Budget Prep, Budget Prep Reports, Schedule G • The Schedule G page has been modified to prevent a leading blank page from being created when selecting to run the report by specified Fund Code(s). • Previously, a blank first page was being printed when this report was run by specified Fund Code(s).

  38. Budget Prep Reports (continued) • Schedule C, C1, D and D1 reports are modified to show a Class Code range of 16000-16999 for Fund Code 50000. • Schedule D and D1 reports are modified to list MRR funds separately. Prior to modification, the following was shown:  • Schedule C Report only had Class 16000 • Schedule C1 did not have Class 16500 • Schedule D MMR funds were under the “Classes Not Categorized” line for Programs Not Categorized • Schedule D-1 MMR funds for Fund Code 50000 listed under  Programs Not Categorized and “Other$”

  39. Budget Processing Change • The BORBU8F1 process previously performed two functions, the Build Financials and Export Financials processes. In some instances data became out of sync between the PS_BUD_AGGDET_BOR and the PS_BUD_JRNLBLD_BOR tables when the BORBU8F1 process performed the delete routine preparing the tables for population during the build process. • To correct this issue and introduce new functionality enabling users the ability to identify and exclude inactive Department and Fund Codes, two new processes and a new PDF report have been created.

  40. Budget Processing Change (continued) • BOR Menus > BOR Budget Prep > BOR Budget Prep Processing > Build Financials • The Build Financials BORBUILD run control page has been modified to remove the “Create Table?” Checkbox from the page. The check box did not result in any change in the output of the process. • A modification was made to change how the process deletes data from the PS_BUD_JRNLBLD_BOR table so it performs the same delete as the PS_BUD_AGGDET_BOR. This will keep the table changes in sync with each other as additions/ changes/deletions are made to the budget tables.

  41. Budget Processing Change (continued) • BOR Menus > BOR Budget Prep > BOR Budget Prep Processing > Export Financials • The Export Financials BORBUEXP run control page was modified to include check boxes enabling users to identify and exclude inactive Department and Fund Codes from the PS_BUD_JRNLBLD_BOR table when exporting the journals back into PS Financials.

  42. If both boxes are unchecked – nothing will be processed. If both boxes are checked – the Export will process and exclude Inactive Department/Fund Codes. If the Export Budget Journal to Financials box is checked off and the Create Report check box is checked on – only a report will be generated for the Inactive Department/Fund Codes. If the Exclude Inactive Department/Fund Code and the Create Report check box is checked off – the Export will process and include Inactive Department/Fund Codes.

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