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Department Administrator Budget Processes

Department Administrator Budget Processes. Welcome and Ground Rules. Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! Please turn off or silence cell phones and pagers Please do not read or send email messages during class time

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Department Administrator Budget Processes

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  1. Department Administrator Budget Processes

  2. Welcome and Ground Rules • Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! • Please turn off or silence cell phones and pagers • Please do not read or send email messages during class time • Respect those speaking and asking questions by keeping side discussions to a minimum • Please do not interrupt the person speaking • We will start, break, and end on time • All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later

  3. Logistics Before we get started ...

  4. Budgeting Execution Roles BRITE has created roles to define: • Who is responsible for the tasks within a business process • Who has access to perform those tasks in the BRITE system • Who needs what type of training • Roles involved in the End User Budget Execution process: • Budget Office • Budgetkeepers • Principals / Department Heads • Area Business Analyst (ABA)

  5. What are Roles ECCRole SBBC Job Initial Mapping Budgetkeeper Process Map Mapping to Individual Transfer budget Budget Review END Source: Doc. Review Budgetkeeper Office Mgr

  6. Course Description During this course, SAP users will be introduced to the revised SBBC Department Budget and Purchasing processes. Participants will learn how the implementation of the BRITE Budget process will change the way in which the budget is currently prepared. Participants will be introduced to some basic Budget and Purchasing screens and vocabulary. Budget Professional Development Enterprise Resource Planning Payroll Enterprise Management Information Finance Operations Human Resources

  7. Budget Processing for End Users • Budget Prep involves allocating budget resources for the purpose of financing persons, positions, purchasing services or equipment. • Budget Prep is done in Integrated Planning (IP) • Upon approval projected budgets are retracted from IP into ECC. • Budget Execution involves the transferring of budget resources from and to different budget areas, and reserving budget funds for an anticipated future need. • Day-to-day transactions such as budget transfers and funds reservations will be accomplished in ECC.

  8. Department Budgetkeepers will be responsible for completing the following tasks in SAP: Review and modify annual Department budget using web-based BI-IP layouts. Transfer funds within their respective Funds Center. Funds will be transferred in ECC using transaction Budgeting Workbench (FMBB). Researching budget transfer documents. This will be accomplished in ECC using transaction Display Budgeting Documents (FMEDD & FMEDDW). Budgetkeeper Responsibilities

  9. Reversing Budget transfers that were made in error in ECC. Budget transfers will be accomplished using transaction Reverse Budget Entry Documents (FMDOCREV). Encumbering funds as directed by the Department Head using the Create, Change and Display Funds Reservation transactions (FMX1, FMX2 & FMX3). Review and assess Department budget availability using report transaction Overview of Annual Values (FMAVCR01). Review and assess Department budget availability using reports generated from Business Intelligence (BI). Budgetkeeper Responsibilities

  10. Create Purchase Requisitions for material and services required by their Departments using transaction Create Purchase Requisition (ME51N) Release Purchase Requisitions for material and services required by their Departments using transaction Collective Release of Purchase Requisitions (ZMPU_ME55) Create Purchase Orders from Purchase Requisitions using transaction Create Purchase Order (ME21N) Budgetkeeper Responsibilities

  11. SAP Acronyms

  12. Unit One Business Intelligence Integrated Planning (BI-IP) and Department Budget Preparation

  13. Key Terms

  14. BI-IP Key Terms The “Integrated Planning” (IP) portion is used to enter budget data. The “Business Intelligence” (BI) portion runs reports. BI-IP (read/edit data) BI (read onlydata) Annual Dept. Budget Planning Data is Entered Generate Reports ECC ECC Updates BI Data Nightly with Transactional Data BI-IP Updates SAP ECC as Needed with Plan Data

  15. Key Terms Planned Version A BI-IP layout which has been created to record budget data at a given point in the budget based data set preparation process. In many cases planned versions will look identical to the one that preceded it, e.g., version D3 (First Public Hearing) looks like version D4 (Final Public Meeting). However, to accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than layout versions used by other parties in the budget prep process, e.g., version D1 (Budget Office Approval ) looks slightly different than version D4 (Adopted Budget). Department IP Layout Versions: D-1 Departments Budget Version (Budget Office Prep) D-2 Departments Budget Version (Department Up-date & Approve) D-3 Departments Budget Version (Budget Office Approval) First Public Hearing D-4 Departments Budget Version (Budget Amendment) D-5 2nd Public Hearing

  16. Key Terms

  17. Budget Preparation Process Data used for budget prep is placed in BI B I Locations prepare and submit budgets 1 6 Schools prepare Membership & FTE Projections in IP; it gets reviewed by ABAs 2 Budgets reviewed and approved in IP 7 Budget data from prior year(s) and current year placed in BI 3 B I Budget uploaded to ECC 8 Growth Budget requests submitted by departments Supplements, returns and transfers processed as needed (see note below) 4 9 Positions added/changed per Org Chart/Growth 5

  18. MSA-SAP Crosswalk

  19. Integrated Planning (IP) provides a platform for entering budget data, analyzing and reporting data using the commonly known Excel interface and Web-based functionality (the Portal). At SBBC, BI-IP will be accessed through the portal by Department End-Users. (both MAC & PC users). The budget process will be standardized and all Departments will use the same web layout for their budget formulation process. BI-IP Budget Preparation

  20. BI-IP offers layouts which have been specifically configured to match SBBC budget business processes. Annual Department budget Each department (Cost Center/Funds Center) will only have access to information for their location. Different BI-IP layouts have been created to specifically accommodate both salary & non-salary department budgets. Budget information for a single department, e.g., Student Activities, will be entered in one set of BI-IP layouts. BI-IP Budget Preparation

  21. BI-IP Budget Preparation All requirements and timelines as set by the Budget Office’s budget preparation process will remain intact but will be accomplished in BI-IP. Once all data has been entered and no further changes are necessary, the specific budget data version will be frozen and transferred to the next step in the budget preparation process. Once the budget has gone through the necessary modifications and final approval is given (approved version) the entire budget will be frozen and saved for historical analysis and loaded into ECC as version 0.

  22. BI-IP Budget Preparation Currently annual budget planning is performed and consolidated within Excel spreadsheets, and a more summarized version of the budget data is loaded into the legacy financial system, MSA. Budgetkeepers will use the BI-IP tool to input and change Department budgeting data. In line with the current budget creation process timeline issued by the Budget Office, the annual Budget for the next fiscal year, (FY2009) will be entered into BI-IP.

  23. Following are the budget preparation tasks that will be accomplished in BI-IP: Budget Office Analyst - Prepares the annual budget for all departments. Department Heads & Budget Office Analyst- Prepare and submit their Growth Budget requests in Version D1 for consultative review by Budget Office before distribution to Superintendent. Superintendent/ Senior Executive Leadership Team - Growth Requests that impact Organizational Chart are reviewed by Superintendent. Also included is any changes made by the Superintendent (Version D1). Budget Office Analysts - Positions in ECC HR module are added/deleted/changed based upon approved Organizational Chart and Growth Budget Requests. BI-IP Budget Preparation

  24. BI/Technical Team - Updated positions are extracted from ECC to BI-IP. Department Heads & Dept. Budgetkeepers- Review budget and modify non-salary items as necessary within the overall department budget total (Version D2). Superintendent/ Senior Executive Leadership Team - Review Growth Budget requests. Department budgets are revised to include approved requests (Version D2). School Board - The Superintendent’s revised Organizational Chart is approved by the School Board (Version D2). BI-IP Budget Preparation

  25. Budget Office Analysts- Budget Office prepares final budget for all departments which includes all approved Organizational Chart changes and all approved Growth Budget Requests (Version D2). Budget Office Analyst - Review and approve any changes to non-salary items made by departments, if any (Version D3). Budget Office Analysts/BI Team - Final department budgets are retracted from BI-IP to ECC. Budget Office Analysts/BI Team - Department budgets are available for review/printing in Business Intelligence (BI). BI-IP Budget Preparation

  26. Budget Office - 1st Public Hearing – School Board members consider and approve Budget. Budget Office Analysts - If changes are recommended at 1st Public Hearing, District Budget is revised (Version D3). Public/Board/Supt - 2nd Public Hearing – School Board members consider and approve the proposed District Budget (Version D4). BI-IP Budget Preparation

  27. BI-IP Access and Portal Navigation • The following slides demonstrate how to access the SAP BRITE web site and view information concerning annual Department budget preparation information. • 1. Go to URL: www.broward.K12.fl.us/erp. • 2. Click the “Click to Access Portal” button. • Note: Currently this button does not exist, however, it will be installed on the SAP BRITE web site prior to go-live. • This presentation will introduce you to some of the screens available in BI-IP. Click to Access BRITE Portal

  28. After clicking the Access Portal button the SAP NetWeaver screen will appear. 1. Enter your User ID. 2. Enter your unique Password. 3. Click . BI-IP Access and Portal Navigation

  29. BI-IP Access and Portal Navigation 1. Click the tab. Click the BI-IP Depts & Grants tab

  30. BI-IP Access and Portal Navigation 1. Click the BI Integrated Planning node. Note: This presentation demonstrates how to access the various IP layouts designed for the annual Department budget preparation process. Note: It is important to click the node next to the BI Integrated Planning folder. Clicking the actual BI Integrated Planning folder will take the user to the first selection listed under the BI Integrated Planningfolder. 1. Click the BI Integrated Planning node.

  31. BI-IP Access and Navigation Click the Salary selection. Notice there are two selections: Annual Budget – Used to plan annual Department budget for non-salary items. Salary - Used to plan annual Department budget for salary items. Click the Salary selection.

  32. BI-IP Access and Navigation 1. Enter PBP Plan Version D2. 2. Enter the Cost Center for the Depart. entering the budget information. 3. Enter Fiscal Year for the budget being created. Note: Departments will be recognized through the Cost Center/Funds Center number. Cost Centers are identified using a strict numbering convention which combines the Business Area, legacy type and location numbers. Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10)

  33. BI-IP Access and Navigation Salary Planning Layout Fiscal Year - 2009 PBP Plan Version - D2 %FT Acnt % Cal Std Hrly Job Class Cost Center Fund Functional Area Position Pers. No To see additional fields click the scroll right bar.

  34. BI-IP Access and Navigation • Review the information displayed in the Salary Layout then click the Expand node. Additional fields: Hrs Annual Salary Expand node.

  35. ECC - FM / Funds Management • After approval the Department Annual budget will be extracted into ECC and placed in the appropriate funding folder. • Normal Department Budget resources will be placed in the Funds Management folder. • Normal day-to-day transaction, purchase material, transfer funds etc… will be processed in ECC.

  36. Summary Department Heads and Budgetkeepers will modify the Annual Department budget using web-based BI-IP layouts. Department locations are identified by Cost Center & Funds Center. Cost Center & Funds Center numbers combine the new Business Area number with the current SBBC location and type. Department Heads and Budgetkeepers will only have access to layouts pertaining to their departments. In many cases planned versions will look identical to the one that preceded it.

  37. Unit Two Budget Processing and Verifying Availability of Funds

  38. Unit Objectives At the end of this unit participants will be able to: • Identify new terms and concepts associated with Funds Management and their relation to MSA objects, where possible • Display Budget Enter (transfer) documents • Describe the accounting string for their department

  39. FM Concepts and Changes Account Assignment and Addresses • An FM Account assignment represents the combination of all of the following: • Fund • Fund Center • Functional Area • Funded Program (if relevant) • Commitment Item • Grant (if relevant) • Example: • Actual address from ECC:

  40. FM Budget Amendments: Summary • Process: Transfer • Budget Category: Payment (default) • Document Type: OPSD • Budget Type: AMND • Version: 0 • Date/Fiscal Year/Period: (Current) For Department budget transfers, only the following Budgeting Workbench data will be used:

  41. Budgeting Workbench: Budget Transfer Doc. Number Fiscal Year Process Transfer Doc. Type OPSD Sender(From) Receiver (To) Sender: Funds transferred from: Fund - 1000 Funds Center - 2220097030 Functional Area - 7200000000000000 Commitment item - 55110000 Receiver: Funds transferred to: Fund - 1000 Funds Center - 2220097030 Functional Area - 720000000000000 Commitment item - 53990000

  42. Demonstration and Exercise Scenario: View budget document T-code: FMEDDW - See Work Instruction and Exercise Data Sheet

  43. View Budget Document 1 1. Enter FMEDDW in the Quick Enter field. 2. Click the Enter key on your keyboard.

  44. View Budget Document 7 3 4 5 6

  45. View Budget Document 8

  46. View Budget Document 9

  47. Unit Six FM Budget Reservations

  48. FM Funds Reservation • Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures as needed. Example: • To ensure that funds are available for future event • Prevent overspending through out the year • FM commitment documents reduce the amount that is available for spending; these documents create encumbrances without involving purchasing documents

  49. FM Funds Reservation • Funds Reservations can be referenced (by reservation document number and line item) in: • Purchase requisitions or purchases orders • AP Invoices • FI Postings • Reduced or closed manually • Referencing reservations reduces the fund set-asides in whole or in part. The consumption history of the funds reservations is updated.

  50. Demonstration and Exercise Scenario: Display Funds Reservation T-code: FMX3 See Work Instruction and Exercise Data Sheet

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