budget processes 201s 202d n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Budget Processes 201S / 202D PowerPoint Presentation
Download Presentation
Budget Processes 201S / 202D

Loading in 2 Seconds...

play fullscreen
1 / 182

Budget Processes 201S / 202D - PowerPoint PPT Presentation


  • 79 Views
  • Uploaded on

Budget Processes 201S / 202D. 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

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Budget Processes 201S / 202D' - morley


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
welcome and ground rules
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
logistics
Logistics

Before we get started ...

classroom materials
Classroom Materials

Exercises

(Let Me)

BRITE

Concepts

(Tell Me)

Demonstrations

(Show Me)

budgeting execution roles
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)
what are roles
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

budget processing for end users
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.
budget preparation process
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

course objectives
Course Objectives

At the end of this course participants will be able to:

  • Describe the various budgeting codes associated with Funds Management (FM)
  • Process budgetary resources in ECC using transaction “Budgeting Workbench”
  • Understand the process for budget supplements, returns and cross-activity, cross-fund or cross-location budget transfers
  • Create and maintain Funds Reservations, understanding their use and impact on spending controls
  • Access and analyze documents in Funds Management (FM)
  • Access and analyze Fund reports in ECC
unit one
Unit One

Business Intelligence

Integrated Planning

(BI-IP)

and

Funds Management (FM)

Functions and Integration

lesson objectives
Lesson Objectives

Upon completion of this lesson, participants will be able to:

  • Describe the role the BI-IP client plays in the budgeting process
  • Understand how BI-IP and ECC-FM interact
  • Describe the budget prep to budget execution process
bi ip client ecc client fm interface
BI-IP Client / ECC Client FM Interface
  • The budget process consists of two separate systems, which integrate together:
    • IP—Used for budget preparation and approval
    • ECC—FM/GM modules are used for budget execution and control
  • Once a budget has gone through the preparation and approval process in BI-IP, it will be retracted (downloaded) into the ECC client into:
    • GM—For grant relevant budgets. GM budget data flows down to FM to form the consolidated budget in ECC
    • FM—For all other budgets.
  • Periodic budget amendments as well as budget control is facilitated in FM (and GM, if applicable). Expenditures posting in various modules (MM, HR, FI) impact the budget in ECC.
bi ip
BI-IP

The “Integrated Planning” portion is used to enter budget data.

The “Business Intelligence” portion runs reports.

BI-IP

(read/edit data)

BI

(read onlydata)

Annual Budget Planning Data is Entered

Generate Reports

ECC

ECC Updates BI Data Nightly with Transactional Data

IP Updates SAP ECC as Needed with Plan Data

review
Review
  • Budget Information transfers from ECC to BI nightly?

True / False

  • The acronym GM states for?
    • Funds Management
    • Grants Management
    • Human Resources
    • General Maintenance
  • Due to the fact that actual data is exchanged on a nightly basis, the Information contained in BI is considered ____________________________?
    • Irrelevant
    • Out dated
    • Near real time
    • None of the above
  • Once a budget has gone through the preparation and approval process in BI-IP, it will be retracted (downloaded) into the ECC client into_______________________?
    • GM – For grant relevant budgets.  
    • FM – For all other budgets
    • Both a and b
slide19

Unit Two

Funds Management Master Data

unit objectives
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 FM Master Data including:
    • Fund
    • Funds Center
    • Functional Area
    • Funded Program
    • Commitment Item
    • Grant *
  • Explain the use of FM Master Data Groups
funds management data
Funds Management Data

Funds Management Data Categories:

Organizational Data

Master Data

Transactional Data

  • Funds
  • Functional Area
  • Funds Center
  • Funded Program
  • Commitment Item
  • Grant
  • Budget Amendments
  • Funds Reservations
  • Actual Postings from other modules *
  • FM Area (SBBC)

* Actual Data from other modules will flow into FM as transactional data: Purchase Requisitions, Purchase Orders, Financial and HR Postings

fm master data overview
FM Master Data Overview
  • Master Data records are created and stored as electronic records and 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
fm master data maintenance
FM Master Data: Maintenance
  • Master Data maintenance will be limited to a few individuals. The Budget Office will be responsible for maintaining all FM master data records (FM Area, Fund, Fund Center, Commitment Item, Functional Area, and Funded Program) and FM derivation rules.
    • Capital Budget will also maintain Funded Programs specific to Capital Projects
  • Standard Master Data request forms will be designed and used when requesting new master data. Forms will be completed and sent to the Budget Office for creation or maintenance.
fm organization data fm area
FM Organization Data: FM Area

FM Area

A closed system for funds management, budgeting and budgeting execution. Contains the settings that impact master data and transaction data within that area.

There will only be one FM Area:

SBBC

fm master data fund
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
slide26

FM Master Data: Fund

Fund

Legacy

ECC

SAP Fund = 100 0

MSA Fund = 100

General Fund

General Fund

fm master data fund key changes
FM Master Data: Fund Key Changes
  • Funds are now four digits long
  • Funds will be created and maintained by the Budget Office in SAP
  • New Fund for Summer School (1040) replaces Fund 100 and Use 1 or 3
  • Elimination of Fund 199
    • Budget will be loaded in May for next fiscal year and PO will consume the following year’s budget
  • Grant Funds have been consolidated and renumbered
fm master data fund center
FM Master Data: Fund Center
  • Funds Centers represent areas of responsibility for budgetary monitoring and control at SBBC.
    • is equivalent to a location or department
    • captures “where” the costs are incurred
    • equivalent to a Cost Center in SAP’s Controlling module
  • A Cost Center is a unit of responsibility for capturing actual cost in Controlling (the CO module). There is a one-to-one relationship; there will be one Cost Center which will match to one Funds Center.
    • During actual postings in SAP, the Fund Center will not be entered. It will be derived from:
      • Cost Center
      • WBS Element (Capital Project)
      • Internal Order (Department specific program)
fm master data fund center1
FM Master Data: Fund Center
  • All locations are assigned a Business Area for security control.
  • 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.
  • Some departments will have their own Business Area. Others within the same division will share a Business Area.
fm master data fund center2
FM Master Data: Fund Center

Legacy:

Location = 1851 - Royal Palm E

Type = 1 - School Type (Elementary)

ECC:

Funds Center/Cost Center =

Business Area (1-4) + Type (5) + Location (6-9) + 0

Funds Center/Cost Center =3315 1 1851 0

(10 digits)

accounting string comparison
Accounting String Comparison

Functional Area

Legacy: Function = 5103 - 9–12 Basic

Activity = 00000 - Operating

ECC:

Functional Area = Function + Activity followed by 7 zeros

Functional Area = 5103 00000 0000000 - 9-12 Basic

(16 digits)

accounting string comparison1
Accounting String Comparison

Commitment Item

Legacy:Class = 5 Expenditure

Object = 511 - Supplies

Commitment item =Class+Object

Commitment Item =55110000

(8 digits)

accounting string comparison2
Accounting String Comparison

Funded Program – e.g. Grant

Legacy:Activity = 27615

ECC:

Grant Funded Program =

Grant Type (1) +Location Managing Grant (2-5)+Grant Number (6-9)

Grant Funded Program =B97790001* Head Start

* Example of FM budget control at grant level

fm master data list
FM Master Data List
  • Virtually all FM Master Data records can be displayed in a report:
    • Funds Center / Commitment Item / Functional Area / Funded Program

Remember:

Locations are identified

by the 6th – 9th digit of the

Funds Center Number.

Deerfield Beach Elm - 0011

Bus. Area:

1320 = FNS

3101 = General School

Deerfield Beach Elementary - 0011

review1
Review
  • A new budget code that is 4 digits in length?
    • Functional Area
    • Commitment Item
    • Funds Center
    • Fund
  • Function + Activity followed by 7 zeros = ?
    • Functional Area
    • Commitment Item
    • Funds Center
    • Fund
  • Business Area (1-4) + Type (5) + Location (6-9) + 0 (10) = ?
    • Functional Area
    • Commitment Item
    • Funds Center
    • Fund
  • Class + Object = ?
    • Functional Area
    • Commitment Item
    • Funds Center
    • Fund
unit three
Unit Three

FM Concepts and Changes

lesson objectives1
Lesson Objectives
  • Upon completion of this lesson, participants will be able to:
    • Describe an FM Account Assignment
    • Understand the different types and use of FM Addresses
    • Understand the new process for “Fund 199” purchases
    • Describe ECC’s Automatic Budget Posting use at SBBC
    • Understand the budget version concept
fm concepts and changes account assignment and addresses
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)
  • There are three types of “addresses” in FM:
    • Budget Address: where the budget is appropriated
    • Posting Address: where expenditures are recorded
    • Availability Control (AVC) Address: where budget control occurs
  • An address is comprised of a unique FM account assignment
fm concepts and changes fm addresses
FM Concepts and Changes FM Addresses

Posting addresses (PA) and Budget Addresses (BA) can be mapped to different account assignments for budget control.

For example (for a school):

* For Departments: Budget Address and Posting Address levels use the 3-digit Commitment Item 55110000

fm concepts and changes automatic budget postings revenue increasing budget rib
FM Concepts and Changes – Automatic Budget Postings: Revenue Increasing Budget (RIB)
  • The RIB functionality will be used in situations where cash receipt posted as revenues will automatically create supplemental expense budget to predefined expenditure budget addresses (once cash receipt entry is posted)
  • Two types of RIB:
    • Advance appropriations: Additional budget will be created automatically and available once cash receipts exceed the amount of the advanced appropriations
        • Will be used for various fee based services such as Aftercare, Commercial Foods and Fee Support.
    • Miscellaneous Revenues (no advances): Additional budget will be created automatically and available once cash receipts are posted. Amount of budget will equal the cash receipt.

SBBC will utilize Automatic Budget Postings (ABPs) for Revenue Increasing Budget (RIB)

fm concepts and changes automatic budget postings po carry forward budget
FM Concepts and Changes – Automatic Budget Postings: PO Carry forward Budget
  • SBBC will also utilize Automatic Budget Postings (ABPs) to return unused budget for carry forward POs
  • Prior year POs, along with the associated budget, will be automatically carried forward to the next fiscal year (under a separate budget type – YECB Residual Budget Carry forward) (Year End Carry forward Budget)
  • If the PO is subsequently closed or reduced in the new year, the system will create an ABP to “return”, in part or in full, the budget that was originally carried forward with the PO
  • Equivalent to the current Use 5 POs in MSA
budget versions
Budget Versions
  • Budget Versions – Permits two or more sets of budget data for the same object.
  • There is only one active version – Version “0”
  • Version “0” = original budget + supplements – returns +/- transfers – lapses
  • Budget versions can be used as a snap shot in time for a particular budget. For example:
    • ORG (Frozen) - Original Budget
    • ADP (Frozen) - Board approved after 2nd Hearing
    • OCT (Frozen) - FTE October Adjustments; schools only
    • FEB (Frozen) - FTE February Adjustment; schools only
  • Information saved in a particular budget version can be retrieved for future analyses, reporting and planning purposes
  • IMPORTANT – The Availability Control (AVC) will only control budget resources in Version “0”. Locations will run reports with budget version “0”
review2
Review
  • An FM Account assignment represents the combination of all of the following:

Fund / Fund Center / Functional Area / Funded Program (if relevant).

True/False

  • What are the two types of Revenue Increasing Budget (RIB)
    • Advance appropriations & Miscellaneous Revenues (no advances):
    • Commitment Item & Funds Center
    • Fund & Miscellaneous Revenues (no advances)
  • Which one of the below answers is not a type of “addresses” in FM?
    • Posting Address: where expenditures are recorded
    • Budget Address: where the budget is appropriated
    • Availability Control (AVC) Address: where budget control occurs
    • Functional Area / Commitment Item / Funds Center
  • SBBC will utilize Automatic Budget Postings (ABPs) to return unused budget for ______________.
    • All Purchase Orders
    • For Unavailable Funds
    • To retract budget information]
    • Carry forward POs
unit four
Unit Four

FM Budget Control

lesson objectives2
Lesson Objectives
  • Upon completion of this lesson, participants will be able to:
    • Explain the key change for Budget Control (no overrides)
    • Understand the various levels of budget control, including changes and exceptions
    • Explain the dual ledger concept
    • Interpret ECC Budget error messages
fm budget control avc addresses
FM Budget Control: AVC Addresses
  • Unlike MSA, there are NO budget overrides in ECC.
  • With a few exceptions (that will be covered in Unit 5), ECC will issue an error message (hard stop) when there are insufficient funds to cover the expenditure.
    • Error message will detail the AVC control address which lacks the required budget (e.g., FC, FA or CI)
  • Sufficient funds must be available in the specific budget prior to expenditures.
  • Availability Control (AVC) Address is where budget control occurs in FM. The budget available for use is controlled by the Availability Control (AVC) restraints configured in ECC.
  • Different levels of controls have been configured for the following:
    • Departments/School Expenditures
    • Grant Expenditures
    • Capital Expenditures
fm budget control schools departments
FM Budget Control: Schools & Departments
  • Budget control for schools and departments (all funds except capital, grant and Internal Accounts) will take place at the following combination of FM master data elements:
  • Fund – budget will be controlled at the individual fund level
  • Funds Center – budget will be controlled at the individual fund center
    • Exception: Food Services at Location 9725 (Food Nutrition Services)
  • Commitment Item – budget will be controlled at high level commitment item categories (current 1-digit MSA object codes), with the exception of salaries and benefits, cost allocations
  • Functional Area – budget will be controlled by function and activity
      • 1-digit for 5000 functions (see notes page for further description)
      • 2-digit for all other (i.e., 6100, 6200, 6300, etc.)
      • Individual activities
  • Funded Program – At the individual funded program (for Internal Order), if applicable
  • Grants – Not Relevant
fm budget control other decisions
FM Budget Control: Other Decisions

Subject to Budget Control in ECC:

  • District Level Activities will check budget at the district level fund centers at the overall activity

Items with No Budget Control in ECC:

  • HR postings for salaries and benefits
  • Internal Accounts Fund
  • Internal Billing (e.g. BECON/Printing Services)

These will not be budget checked for the first year; however will revisit in year two.

  • COMPASS Interface Postings
  • CO Allocations / Settlements

The system does not perform budget checks on the results of these transactions.

  • All Others will impact budget and AVC will be enforced
fm budget control messages
FM Budget Control: Messages
  • Standard FM Budget Messages (non-Capital):
    • Warning message at 90% of budget usage for the particular account assignment being posted to
    • Error (hard stop) at 100% of budget usage
    • No messages will appear when exceeding budget limits for:
      • HR Salary and Benefit Postings
      • CO Secondary overhead cost allocations
      • Compass Interface Postings
      • PBC Commitment Postings
  • You may receive more than one message on your screen.
fm budget control ledgers
FM Budget Control: Ledgers
  • ECC utilizes two budget ledgers for budget control:
    • ECC Standard ledger “9H” – This is the primary ledger for budget control
    • Custom Ledger “B1” – This ledger includes the following additional budget checks:
  • Important—For fund 1000 (General), any negative budget balance for overtime, supplements and other salary expenses (equivalent to use 0) in total reduces the amount available for non-salary spending. This is known as the “overall” budget check.
  • Fixing the budget deficit via a budget transfer will eliminate error messages.
fm budget control 9h budget error message
FM Budget Control: 9H Budget Error Message

Expenditure Posting:

GL Account: 55110000 Fund: 1040 Fund Center: 2600097580

Functional Area: 5101000000000000 Grant: Not Relevant Amount: $15,000

Real time budget Control

9H = FM PB Availability Control

9H

Budget Control at this Level

Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item (roll-up)/Functional Area (roll-up)/Funded Program

Note: A dash in any value indicates the FM object is not used for budget checking

fm budget control b1 budget error message
FM Budget Control: B1 Budget Error Message

Expenditure Posting:

GL Account: 55110000 Fund: 1000 Fund Center: 3100105610

Functional Area: 5101000000000000 Grant: Not Relevant Amount: $1,000

Real time budget Control

B1 = BCPS Second AVC Ledger

B1

Budget Control at this Level

Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item (roll-up)/Functional Area (roll-up)/Funded Program

Note: A dash in any value indicates the FM object is not used for budget checking

review3
Review
  • Standard FM Budget Messages (non-Capital) budget are?\
    • Warning message at 90% of budget usage for the particular account assignment being posted to
    • Error (hard stop) at 100% of budget usage FM Account assignment represents the combination of all of the following?
    • Both a & b
  • No messages will appear when exceeding budget limits for:
    • Advance appropriations & Miscellaneous Revenues (no advances):
    • Commitment Item & Funds Center
    • PBC Commitment Postings
  • Funds Center – budget will be controlled at the individual fund center?

True/False

  • Fund – budget will be controlled at the individual fund level?

True/False

unit five
Unit Five

FM Budget Amendments

lesson objectives3
Lesson Objectives

Upon completion of this lesson, participants will be able to:

  • Describe the budget transfer and return process
  • Understand the key requirements for creating budget transfers
  • Perform transactions related to budget transfers for their location
  • Perform budget document reversals
  • View a list of budget documents
fm budget amendments budget level
FM Budget Amendments: Budget level
  • Budget funds will be entered at the lowest level of FM account assignments (as applicable), i.e., the individual fund/fund center/funded program/grant/ functional area level and at the current MSA 3-digit object level for commitment items.
    • Exception: School budgets will reside at the current 1 digit MSA object level
  • Budget amendments will occur at the same levels. Budget control and posting address may differ.
fm budget amendments concepts
FM Budget Amendments: Concepts
  • Budget transfers are executed in ECC using the Budgeting Workbench (BWB)
    • Performing periodic budget transfers in ECC will enable real-time update of budget changes
  • To create a budget document using the BWB, you will need to specify all of the following:
    • Budget Process (e.g., transfer)
    • Document Type
    • Budget Type(s)
    • Budget Version
    • Fiscal Year/Period
    • FM Account Assignments (Fund/Fund Center/Functional Area/Funded Program/Commitment Item/Grant)
fm budget amendments budget process
FM Budget Amendments: Budget Process
  • The “process” is used to distinguish between different ways of affecting the budget
  • ECC budget processes include:
    • Enter—Original budget created as part of normal budget cycle
    • Return—Returned budget not used / required
    • Transfer—Between Sender FM Budget Address and Receiver Supplement—New source of mid-year budget
  • Note: Individual budgetkeepers from Schools and Departments will only TRANSFER budgets to lower level budget positions
fm budget amendments budget process1
FM Budget Amendments: Budget Process

Schools and Departments will only be authorized to use BWB for the Budget Transfer process.

  • Budget Transfers can be carried out across commitment item categories (current 1 or 3 digit MSA object code) and functions (part of Functional Area).
  • Budget transfers cannot be carried out across Funds, Fund Centers and Activities (part of Functional Area).
    • Also, as per SBBC department guidelines, no transfers are permitted from/to salary commitment items.
  • Per current practice, budget transfers crossing funds, fund centers, and/or activities (part of Functional Area) must be submitted to the Budget Office for approval and processing.
    • A standard Budget Transfer form will be developed.
fm budget amendments document types
FM Budget Amendments: Document Types
  • Document types are used to classify FM budget entry documents according to SBBC criteria
    • Each document type is assigned a separate number range
    • Useful for analysis and looking up specific budget postings
  • The following document types have been defined:
      • OPSD – Operating - Schools and Departments (2XXXXXXXX)
      • OPBO - Operating – Budget Office (1XXXXXXXX)
      • GRNT - Grant Budget (3XXXXXXXX)
      • CAPL – Capital Budget (4XXXXXXXX)
      • PBCS – PBC Salary Savings (5XXXXXXXX)
      • YECB – Year End PO CFWD Budget (6XXXXXXXX)
  • Schools and Departments will be limited to document type “OPSD” – Operating: Schools and Departments for budget transfers
    • All OPSD budget transfers will begin with the number “2”

For End users

fm budget amendments budget types
FM Budget Amendments: Budget Types
  • Budget Types were designed as a sub-division of the Budget Processes
    • Assigned to Budget Processes
    • Only valid combinations of process and budget types will be accepted by the system
  • For school and department budget transfers, budget type “AMND” (amendment) together with process “Transfer” will be valid for use
  • For transfers, a Sender and Receiver budget type must be entered (both “AMND”)
fm budget amendments budget versions and fiscal year period
FM Budget Amendments: Budget Versions and Fiscal/Year Period
  • For all budget transactions carried out in the FM Budgeting Workbench, the budget version will always be version “0” (active or current version).
  • Fiscal Year/Period: You will need to enter the current SBBC fiscal year and period for all budget amendments such as budget transfers.
      • July = period 001, August = 002,…June = 012.
      • The system has been configured to not accept “ALL” as a period value (ALL distributes the budget amounts evenly in all periods). Only the current period will be open for budget postings.
fm budget amendments summary
FM Budget Amendments: Summary
  • Process: Transfer
  • Budget Category: Payment (default)
  • Document Type: OPSD
  • Budget Type: AMND
  • Version: 0
  • Date/Fiscal Year/Period: (Current)

For School and Department budget transfers, only the following Budgeting Workbench data will be used:

budgeting workbench budget transfer
Budgeting Workbench: Budget Transfer

Process Transfer

Grayed out fields auto-populate

Doc. Type OPSD

Version 0

Budget Type AMND

Sender(From)

Period

Receiver (To)

Sender: Funds transferred from:

Fund - 1000

Funds Center - 3315118510

Functional Area - 5652000000000000

Commitment item - 55000000

Receiver: Funds transferred to:

Fund - 1000

Funds Center - 3315118510

Functional Area - 525000000000000

Commitment item - 55000000

budgeting workbench entry document
Budgeting Workbench Entry Document

Message indicating

that the posting was

successful and a entry document created.

Note: After resources are successfully posted, a document will be created and a

message displayed at the bottom of the screen indicating that the posting was

successful and a entry document created.

demonstration and exercise
Demonstration and Exercise

Scenario: Create a Budget Transfer to different

Account assignment

T-code: FMBB

- See Work Instruction and

Exercise Data Sheet

create budget transfer document
Create Budget Transfer Document

If the Enter FM Area pop-up box Appears.

1. Enter “SBBC” in the FM Area box.

Click .

1

If the Enter Layout pop-up box Appears.

2. Enter “ZB0001” in the Layout Variant field.

Select Default Layout

Click .

2

create budget transfer document1
Create Budget Transfer Document

If this is the first time entering the Budgeting Workbench transaction it is recommended to switch the transactions layout format to view the “Residual Budget” and “Total Budget” columns.

To change the layout format click and follow menu path Menu > Extras > Key Figures.

3. Select - ZZ_RESIDU_CONS

Select - ZZ_TOTAL_BDGT

4. Click .

3

4

create budget transfer document2
Create Budget Transfer Document

If this is the first time entering the Budgeting Workbench transaction

From the Budgeting Workbench main screen click .

Follow menu path Menu > Extras > Key Figures on/off.

The Key Figures on/off pop-up box appears.

5. Select ON for selections:

Create Document

Display Document

Change Document

6. Select the Simulation check box

7. Click .

5

6

7

create budget transfer document3
Create Budget Transfer Document

19

8

9

11

10

15

12

14

13

18

16

17

If the Lines table (lower portion of the screen) is not visible point the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view. Individuals using a MAC computer can display the Lines table by pointing to the lower portion of the screen and dragging the table into view.

demonstration and exercise1
Demonstration and Exercise

Scenario: Hold Budget Transfer Document

T-code: FMBB

- See Work Instruction and

Exercise Data Sheet

create budget transfer document6
Create Budget Transfer Document

If the Enter FM Area pop-up box Appears.

1. Enter “SBBC” in the FM Area box.

Click .

1

If the Enter Layout pop-up box Appears.

2. Enter “ZB0001” in the Layout Variant field.

Select Default Layout

Click .

2

create budget transfer document7
Create Budget Transfer Document

If this is the first time entering the Budgeting Workbench transaction it is recommended to switch the transactions layout format to view the “Residual Budget” and “Total Budget” columns.

To change the layout format click and follow menu path Menu > Extras > Key Figures.

3. Select - ZZ_RESIDU_CONS

Select - ZZ_TOTAL_BDGT

4. Click .

3

4

create budget transfer document hold
Create Budget Transfer Document (Hold)

If this is the first time entering the Budgeting Workbench transaction

From the Budgeting Workbench main screen click .

Follow menu path Menu > Extras > Key Figures on/off.

The Key Figures on/off pop-up box appears.

5. Select ON for selections:

Create Document

Display Document

Change Document

6. Select the Simulation check box

7. Click .

5

6

7

hold budget transfer document
Hold Budget Transfer Document

19

8

9

11

10

15

12

14

13

18

16

17

If the Lines table (lower portion of the screen) is not visible point the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view. Individuals using a MAC computer can display the Lines table by pointing to the lower portion of the screen and dragging the table into view.

demonstration and exercise2
Demonstration and Exercise

Scenario: View budget document

T-code: FMEDD

- See Work Instruction and

Exercise Data Sheet

view budget document
View Budget Document

If the Enter FM Area pop-up box Appears:

1. Enter “SBBC” in the FM Area box.

2. Click .

1

2

3

4

5

demonstration and exercise3
Demonstration and Exercise

Scenario: View budget document

T-code: FMEDDW

- See Work Instruction and

Exercise Data Sheet

view budget document7
View Budget Document

1

1. Enter FMEDDW in the Quick Enter field.

2. Click the Enter key on your keyboard.

fm budget amendments budget reversal documents
FM Budget Amendments: Budget Reversal Documents
  • On occasion, a budget transfer may contain coding errors and have to be reversed.
  • Reversing budget documents creates the opposite posting entry.
  • When budget postings are reversed, the following occurs:
    • The original document status changes from “Posted” to “Posted - Reversed” and references the reversal document
    • The reversal document status is set to “Posted - Reversal” and the original document is referenced
  • Schools and Departments will only be authorized to reverse their own budget documents.
reverse entry document
Reverse Entry Document

Entry document – 200000096

has been reversed and new reversal document 2000000172 has been created.

  • FM budget entry documents can be reversed. Reversing a FM budget entry document will simply undo the action undertaken while posting the original document.
  • Example: Reversing the entry document will reverse (undo) the original transfer and place the funds back into the budget address from which they came.
demonstration and exercise4
Demonstration and Exercise

Scenario: Reverse budget document

T-code: FMDOCREV

- See Work Instruction and

Exercise Data Sheet

fm budget amendments budget reversal documents1
FM Budget Amendments: Budget Reversal Documents

Original Reversed Document

The status of the original document has changed from Posted to

Posted (Reversal)

Reversal document number

fm budget amendments budget reversal documents2
FM Budget Amendments: Budget Reversal Documents

Reversed Document

Status = Posted (Reversal)

Original Budget document number

fm budget amendments entry document list
FM Budget Amendments: Entry Document List
  • FM budget entry documents can be displayed in a list.
  • An FM document will be created for all FM budget entry types, e.g., transfer, return, supplement, enter, and can be displayed.
review4
Review
  • For all budget transactions carried out in the FM Budgeting Workbench, the budget

version will always be version “_____ ” ?

    • 0
    • ORG
    • 2
    • None of the above answers are correct
  • After successfully transferring funds, ECC will display a __________________ indicating that the transfer took place and was successful.
    • Warning signal
    • Caution light
    • Message
  • What is the following document type, OPSD?
    • Operating – Budget Office
    • Operating – Cafeteria
    • Operating - Schools and Departments
  • What transaction is used to transfer budget resources?
    • Budgeting Work Bench
    • Budget Document List
    • Neither a or b are correct
    • Both a and b are correct
slide124

Unit Six

FM Budget Reservations

unit objectives1
Unit Objectives

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

  • Describe system integration for encumbrances
  • Understand the purpose of Funds Reservations
  • Create and Modify Funds Reservations
  • Run a report on existing Funds Reservations
encumbrance recording tracking
Encumbrance Recording & Tracking

Budget Encumbrances – Integration with Materials Management (MM):

  • FM integration with Purchasing – Budget control (FM AVC) will be enforced and checked for all stages:
        • Purchase requisitions (PR)
        • Purchase orders (PO)
        • Goods receipts (GR)
        • Invoice receipts (IR)
  • Budget consumption will be tracked and reported on by stage of the purchasing process.
  • AVC checking will be triggered when amount requested is greater than the available balances; if amount requested is less, funds are released for the difference.
to be budget encumbrances integration with materials management
To Be: Budget Encumbrances Integration with Materials Management

Budget PR Pre-Encumbrance Increase

PURCHASE REQ.

  • Budget PR Pre-Encumbrance Decrease; PO Budget Encumbrance Increase

PURCHASE ORDER

  • Budget PO Encumbrance Decrease; Actual Increase
  • (Expenditure) Approved

GOODS RECEIPT

  • Budget PO Encumbrance Decrease; Actual Increase
  • (Expenditure) Sent/Spent

INVOICE RECEIPT

manual funds reservation
Manual Funds Reservation
  • The funds reservation (earmarked funds) process is used to encumber funds outside the standard purchasing process.
  • Provides for funds to be encumbered based on anticipated expenses before a requisition, purchase order, non-PO invoice or financial expense posting
  • Schools and Departments will be limited to creating Funds Reservations ( not required - optional)
fm funds reservation
FM Funds Reservation
  • Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures as needed. Example:
      • Ensure have enough budget for a future upcoming commitment
      • Prevent overspending in early part of year for seasonal spending patterns
      • Prevent overspending on non-salary expenditures due to salary overruns
    • FM commitments documents reduce the amount that is available for spending; these documents create encumbrances without involving purchasing documents
fm funds reservation1
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 funds set-aside in whole or in part. The consumption history of the funds reservations is updated.
demonstration and exercise5
Demonstration and Exercise

Scenario: Create Funds Reservation

T-code: FMX1

change funds reservation
Change Funds Reservation
  • Funds Reservations are flexible
  • A Funds Reservation can:
    • Be manually increased, reduced, or marked as completed (closed)
    • Be updated to change the account assignment
  • Increases to the fund reservations amount reduces balance available for spending
  • Reductions or closing a funds reservation at the line item or document level returns funds and increases funds available for spending
  • Changing the account assignment returns budget to the original account assignment and encumbers the funds against the new assignment
demonstration and exercise6
Demonstration and Exercise

Scenario: Change Funds Reservation

T-code: FMX2

demonstration and exercise7
Demonstration and Exercise

Scenario: Display Funds Reservation

T-code: FMX3

See Work Instruction and

Exercise Data Sheet

demonstration and exercise8
Demonstration and Exercise

Scenario: Display Funds Reservation; Run the

Earmarked Funds Document Report

T-code: S_P99_41000147

- See Work Instruction and

Exercise Data Sheet

review5
Review
  • The funds reservation (earmarked funds) process is used to _______________________.
    • Encumber funds outside the standard purchasing process
    • ORG
    • 2
    • None of the above answers are correct
  • Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures to?
    • Ensure have enough budget for a future upcoming commitment
    • Prevent overspending in early part of year for seasonal spending patterns
    • Prevent overspending on non-salary expenditures due to salary overruns
    • All the above are correct
  • What does AVC mean?
    • Advance Vacation
    • Availability Control
    • Neither a or b are correct
    • Both a and b are correct
slide154

Unit Seven

FM Master Data Groups

and Reports

objectives
Objectives

At the end of this lesson participants will be able to:

  • Create FM Master Data groups
  • Understand the different roles that BI and ECC play in reporting
  • Display and Analyze FM reports
ecc bi
ECC / BI

BI

GM

FM

CO

HR

FI

Data from the various areas in the ECC client up-load nightly into the

BI client. This information is organized into prearranged tables and reports.

SAP ECC

PS

fm master data groups
FM Master Data Groups
  • FM master data can be organized into groups with one or more levels.
  • Groups are useful in reporting. By selecting the group name instead of listing each master data record individually, you can pull up budget data for specific areas.
  • Groups can be created for:
    • Funds
    • Fund Centers
    • Commitment Items
    • Funded Programs
    • Functional Areas
fm master data groups1
FM Master Data Groups
  • Only those master records assigned to the group or node will be displayed
  • All users will have authorization to create and maintain master data groups to meet their specific needs
    • Groups can be user-specific, so those groupings are available only to the user who created them
fm master data groups2
FM Master Data Groups

Enter group names here instead of individual values

fm master data group example
FM Master Data Group Example

group name

Nodes

Functional Areas

included

in group

Master data records are organized into groups for reporting and analysis.

demonstration
Demonstration

Scenario: Create Functional Area Group

T-code: FM_SETS_FUNCTION1

- See Work Instruction and

Exercise Data Sheet

demonstration1
Demonstration

Scenario: Change the Functional Area Group

T-code: FM_SETS_FUNCTION2

- See Work Instruction and

Exercise Data Sheet

demonstration2
Demonstration

Scenario: Display Functional Area Group

T-code: FM_SETS_FUNCTION3

- See Work Instruction and

Exercise Data Sheet

budget reporting
Budget Reporting
  • ECC budget reports allow for the analyses of budget resources such as
      • Actual vs. Planned budget variance
      • Available Budget (AVC reports)
      • FM Line Item Report
      • Budget Entries
      • Revenue Increase Budget Overview
      • Master Data Listings
budget reporting1
Budget Reporting
  • The vast number of budget reports will be generated from Business Intelligence (BI). This will reduce the strain on the ECC operating system.
    • BI reports will be updated on a nightly basis from ECC (near real-time)
  • Reports should only be run in ECC when real-time reporting is critical (i.e. Budget AVC reports).
  • Budgetkeepers will be trained in the creation and use of BI reports in future classes.
budget reporting2
Budget Reporting
  • Some reports that can be run in ECC are:
    • FM Document Journal Report – Displays documents that have been posted in the Funds Management (FM) area
    • Available Budget Report – Displays funds which are available or, restricted.
demonstration3
Demonstration

Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01

review6
Review
  • Reports should only be run in ECC when ___________ reporting is critical (i.e. Budget AVC reports).
    • Near real time
    • Real time
    • A report on the original budget is needed
    • None of the above answers are correct
  • Organizing master data records into groups enhance what?
    • Reporting
    • Record retrieval
    • Record control
    • Both a and b are correct
  • The vast number of budget reports will be generated from Business Intelligence (BI).

True/False

  • BI reports will be updated on a nightly basis from ECC (almost real-time).

True/False

course summary
Course Summary
  • After the budget is prepared in Integrated Planning it will be downloaded in ECC (Commitment Item level)
  • Department – 4th digit of the Commitment Item
  • Schools 2nd digit of the Commitment Item
  • AVC to Commitment Item level control
  • Budgetkeepers can:
    • Transfer funds to allow for spending.
    • Encumber funds for anticipated future use.
course summary1
Course Summary
  • All transfers will have a sender (+) and receiver (-) budget.
  • Funds can be transferred from one budget area to another (e.g., between Commitment Items).
  • Funds can be transferred from one budget type to another.
  • No matter what type of budget transfer is processed the sender fund must have the necessary funds to cover the debt.
  • Site budgets may have adjustments:
    • Supplements
    • Returns
    • Transfers
    • Etc.
course summary2
Course Summary
  • To prevent system performance slow down reports should be run from BI and not ECC.
  • Some ECC reports are:
    • Available Budget Report (AVC Report)
    • FM Document Journal Report
  • Master Data groups can be set up for reporting
budget go live december 2007 payroll go live february 2008 in the interim
Budget Go-Live December 2007Payroll Go-Live February 2008In the Interim
  • The reports you are getting now will still be available for use until February 2008.
  • Payroll results will be reported using the following:
    • the existing LBR231-1 and LBR231-2 reports
    • the existing Supplement report
    • The Onetime Pay report.
  • Payroll and non-payroll results will need to be manually combined to provide a complete picture of a school or department’s budget position.
  • This will only need to be done for two months, once Payroll goes live in February, 2008 then all reporting will be done from the new ECC system.
user support options
User Support Options

Follow-Up

  • ESS Appraisal
  • Blackboard
  • HELP DESK 754-321-8120
  • BRITE Website:

web/erp-or-

http://www.broward.k12.fl.us/erp/

  • e-Learning
  • Context Sensitive Help
  • CAB Conference
  • BRITE LITES (By Role)