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BRITE Budget Fundamentals Introduction. Prerequisites . Participants should have completed the following lessons prior to starting this lesson: SAP Navigation Chart of Accounts. Budgeting Roles. BRITE has created roles to define: Who is responsible for the tasks within a business process

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BRITE Budget Fundamentals Introduction

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Brite budget fundamentals introduction l.jpg

BRITE Budget FundamentalsIntroduction


Prerequisites l.jpg

Prerequisites

  • Participants should have completed the following lessons prior to starting this lesson:

    • SAP Navigation

    • Chart of Accounts


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Budgeting 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 process:

    • Budget Office

    • Budgetkeepers

    • Principals / Department Heads

    • Area Business Analysts (ABAs)


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Role Description: Budgetkeeper

  • Role Goal:

    • Maintain records and accounts of all budgeted funds and to provide Principal/Director with information concerning availability of funds.

  • Responsibilities/Tasks:

    • Review information for schools and departments and update during Budget Prep phase

    • Create/maintain funds reservation documents in SAP for current year plans

    • Enter budget transfer information into SAP for internal transfers where funding available; prepare & obtain approval for Budget Transfer requests between funds center and/or functional areas & submit to Budget Office


  • Course description l.jpg

    Course Description

    Budget

    Professional Development

    Enterprise Resource Planning

    Payroll

    Enterprise Management Information

    Finance

    Operations

    Human Resources

    • During this course, SAP users will be introduced to the revised SBBC Budget process.

    • Participants will learn how the implementation of the BRITE Budget process will change the way in which the budget is currently prepared and maintained.

    • Participants will be introduced to some basic SAP Budget screens and vocabulary.


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    Unit Objectives

    • At the end of this presentation, participants will be able to:

      • Understand the basic budget structure for Schools and Departments in SAP

      • Describe the interaction between BI-IP and ECC

      • Understand how legacy information, (i.e., location, activities, function, type, fund) is used in the new ECC system

      • Understand Business Intelligence Integrated Planning (BI-IP)

      • Understand how budget data is transferred between BI-IP and ECC

      • Understand the type of budget transactions which are processed in ECC


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    BI-IP Key Terms

    The “Integrated Planning” portion is how budget data gets entered.

    The “Business Intelligence” portion runs reports and replaces Optispool.

    IP

    (read/edit data)

    BI

    (read onlydata)

    Enter Budget Planning Data

    Receive Reports

    SAP ECC Updates BI Data Nightly

    IP Updates SAP ECC as Needed

    ECC


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    BI-IP Key Terms

    ECC


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    IP

    Typical Excel Worksheet users know.

    BI-IP will look similar.

    • 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 IP client is designed to allow for the easy inputand extraction of data.

    • The IP client offers default layouts thathave been purposely designed to match BCPS Budget business processes.


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    IP

    • Annual budget data for SBBC locations will be entered into Excel based spreadsheets provided in IP.

    • Examples of information which can be entered into IP and downloaded into ECC include budget data for:

    Schools

    Departments

    Food and Nutrition Services (FN&S)


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    IP

    • Annual budget data for SBBC locations will be entered into Excel based spreadsheets in IP.

    • Currently budget preparation and approval is mostly accomplished in Excel.

    • In the future, instead of using Excel spreadsheets, Budget Preparation will be accomplished on spreadsheets provided in the IP client.

    • Budget preparation training will be provided prior to the roll-out of the Budget Preparation process.

    To ensure ease and continuity from the old system into the new SAP system, the Excel layouts in BI-IP have a similar look and feel as the legacy Excel files.


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    IP

    • Budget creation and approval will be accomplished in the IP client.

    • When approved, budget data from IP is loaded into SAP ECC.

    • Budget execution, (i.e., fund transfer, fund reservation) is accomplished in ECC.

    • Note: Currently IP is not active. This system will be active prior to go live. Budget preparation training using IP will be provided prior to the roll out of this system.

    Transfer of budget data

    when needed

    IP

    ECC

    Budget Execution

    transfer funds

    reserve funds

    purchase services

    Budget Data input


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    BI Data Extraction

    • The BI client is used for reporting purposes.

    • Actual data is extracted from ECC into BInightly.

    • Since actual data is exchanged on a nightly basis the information contained in BI is considered near real time.

    BI

    ECC

    Reports

    Nightly

    Nightly


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    BI Reports

    • Standard Queries will be available in BI to provide desired information.

    • Report selection—can limit by date, by account, etc.

    • Drill down—BI provides capability to delve deeper into specific areas of a report

    • You will have the ability to view your reports in various formats—pie charts, bar graphs (right), line charts, etc.

    • Budget report on Standard Salary is an example of a pre-configured report which may be generated from BI.


    Business intelligence bi reporting features l.jpg

    Business Intelligence (BI)Reporting Features

    Limits the amount of

    information a report retrieves

    Report selection

    criteria

    Drill-Down

    Enables drill-down to the

    next level of detail in a report

    Allows display of a report

    in a graphical format

    Graphical

    reports

    Interrupts a report that may

    be taking too long to run

    Time out

    reports

    Report Buttons

    Buttons will help you

    customize report results


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    Budget Funds ManagementStructure


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    Unit Objectives

    At the end of this presentation, you will be able to:

    • Identify new terms and concepts associated with the Budget process

    • Understand how the various budgets (schools, departments) are implemented in the BI-IP tool


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    FM / Funds Management

    • This is where most of your budget data will be after it has been loaded from BI-IP into SAP ECC.


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    FM Master Data Overview

    • Master Data is created and stored as electronic records that play a key role in the core budgeting process

    • Master Data records include items such as:

    • Master Data records are highly centralized

    • The Budget Office is responsible for creating and maintaining FM Master Data records


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    SBBC / ECC / IP

    In many ways, the current SBBC business processes will

    remain the same.

    • All budgeting guidelines will remain the same

    • Some terms currently used in SBBC legacy systems (e.g. “budget transfer”, “FTE” will be used in ECC)

    • Some terms in ECC resemble SBBC legacy objects (e.g. Fund)

    • Many terms and objects used in ECC system combine SBBC legacy objects to form one object in the ECC (e.g. Function + Activity = Functional Area)


    Fm master data fund l.jpg

    FM Master Data: Fund

    Fund

    • Funds are the means to account for the School Boards’ various resources. School and Department day-to-day expenditures are normally charged to General Fund 1000

    Fund

    SAP Fund = 100 0

    MSA Fund = 100

    General Fund

    General Fund


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    FM Master Data: Business Area

    Business Area

    • The business area number is new to SBBC and is the first 4 digits of the Fund Center/Cost Center.

    • Each school will have its own specific Business Area

      assigned that must be combined with the correct

      location number in order for an action to take place

      in SAP ECC.

    • Some departments will have their own Business Area.

      Others within the same division will share a Business

      Area.

      Example: 3315 Royal Palm Elementary


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    FM Master Data: Fund Center

    Funds Centers

    • Represent areas of responsibility for budgetary monitoring and control at SBBC

    • Are equivalent to a location or department

    • Capture “where” the costs are incurred

      Example: 3315118510 ROYAL PALM E

    Legacy:

    Location = 1851 - Royal Palm E

    Type = 1 - School Type (Elementary)

    Funds Center

    ECC:

    Funds Center = Business Area + Type + Location + 0

    Cost Center(new coding - 4 digits)(1 digit)(4 digits) (1 digit)

    Funds Center/Cost Center = 3315 1 1851 0

    (10 digits)


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    FM Master Data: Cost Center

    Cost Center

    • A unit of responsibility for capturing actual cost.

      There is a one-to-one relationship; there will be one Cost

      Center which will match to one Funds Center.

      Example: 3315118510 ROYAL PALM E

    Cost Center

    Legacy:

    Location = 1851 - Royal Palm E

    Type = 1 - School Type (Elementary)

    ECC:

    Funds Center = Business Area + Type + Location + 0

    Cost Center(new coding - 4 digits)(1 digit)(4 digits) (1 digit)

    Funds Center/Cost Center = 3315 1 1851 0

    (10 digits)


    Fm master data functional area l.jpg

    FM Master Data: Functional Area

    Functional Area

    • Functional Areas areequivalent to the current function and activity combination. They are used to divide costs according to Functional activities or programs to meet legal/internal reporting requirements.

      Note: Not all MSA activities will become part of a

      functional area in SAP ECC.

    Functional Area

    Legacy: Function = 5103 - 9–12 Basic

    Activity = 00000 - Operating

    ECC:Functional Area = Function + Activityfollowed by 7 zeros

    4 digits 5 digits 7 digits

    Functional Area = 5103 00000 0000000 - 9-12 Basic

    (16 digits)


    Fm master data commitment item l.jpg

    FM Master Data: Commitment Item

    Commitment Item

    • Commitment Items are equivalent to balance sheet,

      revenue account or object code in MSA. Used to

      capture the type or classification of an asset, liability,

      fund balance, revenue or expense.

      Example: 53990000 - OTHER PURCHASED SERVICES

      55110000 - SUPPLIES

    Commitment Item

    Legacy: Class= 5Expenditure

    Object = 511 Supplies

    ECC:

    Commitment Item =Class+Object + 4 zeros

    (1 digit) (3 digits) (4 digits)

    Commitment Item =5 511 0000

    (8 digits)


    Fm master data funded program l.jpg

    FM Master Data: Funded Program

    Funded Program

    • For schools or departments with grants, capital projects, or the need to track specific costs, you will use a new field called “Funded Program.”

    • Most budget information will show NOT RELEVANT in the Funded Program field.

    Funded Program – e.g. Grant

    Legacy:Activity = 27615Head Start

    ECC:

    Grant Funded Program =

    Grant Type +Location Managing Grant + Grant Number

    1 (Letter) 4 digits4 digits

    Grant Funded Program =B 9779 0001* Head Start

    *Example of FM budget control at grant level


    Msa sap crosswalk l.jpg

    MSA-SAP Crosswalk


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    SBBC / ECC

    • By and large, the current AS-IS SBBC annual budget process is performed and consolidated within Excel spreadsheets and loaded into the legacy financial system, MSA.

    • When converted into the SAP ECC client, budgeting information will be prepared and consolidated in IP layouts then retracted to the Funds Management (FM) area of ECC client for budget control.

    • Budget objects and monetary resources can be displayed using standard SAP ECC budget reports.

    • Budget data processed in ECC instantly posts or encumbers funds from a budget. Information in ECC client is considered real time.


    Displaying budget information in sap ecc l.jpg

    Displaying Budget Information in SAP ECC


    Displaying budget transfers and reports in ecc l.jpg

    Displaying Budget Transfers and Reports in ECC

    • The following slides demonstrate how to access the SAP BRITE web site and view information concerning budget resources in ECC.

    • 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 give you a look at some of the screens available in ECC. You will be given more in-depth training on how to access and process budget information in future training sessions.

    Click to Access BRITE Portal


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    Displaying Budget Transfers and Reports in ECC

    • After clicking the Access Portal button the SAP NetWeaver screen will appear.

    • 1. Enter your User Name

    • 2. Enter your unique password.

    • 3. Click .


    Slide33 l.jpg

    Try It!

    The next few screens will show you how to display Budget Transfers and Reports in the web version of ECC.

    Click here to begin.


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    Click on the SAP Access tab.


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    Click on the Web Gui link.

    • ECC - Web Gui

    • BI - Web Gui


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    • ECC - Web Gui

    • BI - Web Gui

    Click on the ECC - Web Gui link.


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    FMAVCR01

    • 1.We will type transaction code FMAVCR01 in the Fast Path field to access theOverview of Annual Values Budgetin ECC.

    • You would then press the Enter key on the keyboard. Click hereto see the next screen.


    Slide38 l.jpg

    The Display Annual Values of Control Objects search screen appears.

    We have entered search information for the budget to be reviewed.

    Example:

    Grant – Not Relevant

    Fund – 1000

    Funds Center – 2220097030

    Click here to see the next step.


    Slide39 l.jpg

    Click Execute.


    Slide40 l.jpg

    Note how the search information displays.

    Grant – Not Relevant

    Fund – 1000

    Funds Center – 2220097030

    Great Job!

    This is one way to display a report. You will learn more in class.

    Click anywhere or press “Page Down” to advance.


    Budget transfer l.jpg

    Budget Transfer

    • Budget resources are transferred from one area to

      another through transaction Budgeting Workbench.

    • As a Budgetkeeper, you will process budget

      information using the Budgeting Workbench transaction.

    • The following slides demonstrate how to access and review information in the Budgeting Workbench transaction.


    Ecc budget report l.jpg

    ECC Budget Report

    To access the Budgeting Workbench transaction, users can enter transaction code FMBB in the Fast Path field then click the Enter key on the keyboard.

    This report displays information concerning budget allocations and balances available to different budget accounts.

    1.Enter transaction code FMBB in the Fast Path field.

    2. Click the Enter key on the keyboard.


    Ecc budgeting workbench l.jpg

    ECC Budgeting Workbench

    Functional Area

    Commitment Item

    • Once loaded into ECC, data can be transferred to other budget areas using the Budgeting Workbench transaction.

    • Examples of the type of budget transfers which will be processed in the Budgeting Workbench are a transfer of funds between Commitment Items.


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