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Site-Based Budgeting. Site Administrator Budget Development Training. Training Goals. Learn the steps to develop, balance and submit budget through the Site-Based Budget (SBB) application Understand how to navigate the system Understand how to balance budgets Understand how to create reports.

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site based budgeting

Site-Based Budgeting

Site Administrator Budget Development Training

training goals
Training Goals

Learn the steps to develop, balance and submit budget through the Site-Based Budget (SBB) application

Understand how to navigate the system

Understand how to balance budgets

Understand how to create reports

training outline
Training Outline
  • Log In into Site-Based Budgeting
  • Wizard Structure
  • Site information
    • Funding Sources
    • Contacts, Site and District
  • Allocations
    • Enrollment
    • Allocations
  • FTE Requirements
    • Review Certificated Staff
    • Review Classified Staff
  • FTE Expenditures
    • Review summary for Classified and Certificated
training outline1
Training Outline
  • Budgeting for Salaried Staff
    • Review projected salary and benefits for 2011-12
  • Budgeting for Non Salary Costs
    • Review screen for prior year budget, actual+encumbered
    • Review and adjust projected expenditures for 2011-12
  • Reports
    • Setting report criteria
    • Generating reports
  • Summary
  • Sign and Submit budget for Approval
log in into sbb
Log In into SBB

Run Internet Explorer 8 (IE 8), Chrome or Firefox 3.5 or above

Go to http://sbb.sandi.net

Type your Username and Password into the appropriate fields, then press Enter or click Sign in button

Please remember to

adjust your computer

resolution to 1280 by 1024

main page
Main Page

Main Page contains Guidelines and list of Pages. List of pages depends on user role.

Reports

main page1
Main Page

Main Page contains sites status change log

When

By who

budget filters
Budget filters

Budget filters contains Phase, Site and Fund selection

To change default selection click on the link. This will open Change Site Options window

To change to a different site, click on current selection, in text box type site id or name andselect site with mouse click from dropdown list. Press “Update” button

wizard navigation
Wizard Navigation

To open your Budget Plan click on Start WIZARD link on the main page

Each Step contains Information page and Action page

Information Page – Click on top navigation bar Step tab

OR click on action tab on the bottom right of the page

Action Page (Subpage) – Click on “Show Subpage” pop up balloon on the top navigation bar

OR click on action tab on

the bottom right of the page

To get to home page

click on “the main page” link

budget planning steps for principals
Budget planning Steps for Principals

Step 1: Site information

Step 2: Includes Enrollment Projection and Allocations by Resource

Step 3: School Site Plan includes Executive Summary and Attachments

Step 4: School Goals, Actions and Costs includes SPSA detail description as per SDUSD defined template for this year

Step 5: FTE Requirements – details on current staffing

Step 6: FTE Expenditures – summary of projected staffing

Step 7: Indicate source of funding for projected staffing

Step 8: Budget for non-salary expenditures against available funding

Step 9: Summary

Step 10: Sign & Submit for Approval

budgeting route
Budgeting route

Option I

Option II

step 1 site information
Step 1. Site Information

Site Information

Allocated Resources

Contacts

Instructional Leadership Team

School Site Council Membership

step 2 allocations
Step 2. Allocations

Provides Enrollment history and trend

Allocations per resource and total amount for this site

step 2 allocations1
Step 2. Allocations

To view allocation details click on allocation amount link

Allocations details for FTE allocation contains allocated, budgeted data as well

step 5 fte requirements
Step 5. FTE Requirements

FTE Requirements grouped in

1000 Certificated Salaries and

2000 Classified Salaries

step 5 fte requirements1
Step 5. FTE Requirements

To review employees

by job classification

Select the “FTE Detail” icon .

“Edit Position FTE for…” will open

To review employee details and credentials click on employee name. Edit Employee window will open

To review few employees at same time

check the box on the left of employee name and click “Compare”

step 5 edit fte requirements
Step 5. Edit FTE Requirements

To edit FTE click on

the “FTE Detail” icon .

In the ‘Edit Position FTE’ screen

click on numerical link on the FTE

Selection/FTE column. Change FTE for Employee.

Indicate reason for FTE change by clicking on link and click ‘Save and Continue’

Reason selection choice depends on FTE

step 5 add review budget string
Step 5. Add/review budget string

To Edit/review budget string for employee, click on the ‘Edit Employee' icon on the far left of Employee Name.

Edit Employee window is same as Edit Employee window on step 7.

step 5 new positions
Step 5. New Positions

To add NewPosn click on

the “FTE Detail” icon .

In the ‘Edit Position FTE’ screen

in Add NewPosn area

Select funding string, click Validate. Input FTE and click Add.

To delete New Posn in the ‘Edit Position FTE’ screen on the left side of NewPosn click icon

step 5 new job code
Step 5. New Job Code

To add New JobCode click on the icon

In the ‘Add New Position’ screen

select Job Family, position, select funding string, click Validate. Input FTE and click Add.

step 5 cpu conversion
Step 5. CPU Conversion

To access CPU conversion tool click on the icon

step 5 cpu conversion sell
Step 5. CPU Conversion - Sell

Rule for Those that you can sell:

Should be funded by the "Resource“

Are in the SELL_JOBCODES list, and

Are Vacancies, and/or are

Positions where Projected FTE < Last Year's FTE

District Contribution > Filled/Projected

To sell, type in column ‘Amount you are selling’ FTE . To accept action click ‘Y’.

Click ‘X’ to Cancel

step 5 cpu conversion buy
Step 5. CPU Conversion - Buy

Rule for Those that can be bought:

All positions where part or all of it is un-allocated, (Step 7 Total<Step 6 Projected)and

Are in the BUY_JOBCODES list, and

Are not in the SELL list

To buy, type in column ‘FTE and Amount you are buying’ FTE . To accept action click ‘Y’. Click ‘X’ to Cancel

To accept more than one entry at same time use ‘Save All’ button

step 6 projected fte expenditures
Step 6. Projected FTE Expenditures

Summary Screen for all Certificated and Classified Employees

step 7 expenditure allocation to funding resources1
Step 7. Expenditure Allocation to Funding Resources

To review employee funding distribution click on the employee name

Edit Employee page provides detail information for funding source and codes, position and employee ID

step 7 edit expenditure allocation to funding resources
Step 7. Edit Expenditure Allocation to Funding Resources

To edit employee funding distribution click on the employee name

In ‘Edit employee’ window modify funding string, click ‘Validate’ and/or modify FTE. Click button ‘Save’

Note: Projected (on Step 6) and distributed (on Step 7) FTE must be equal. Look for “Checked” sign before saving.

If you are distributing more than projected warning message will appear. Reduce distributed FTE in this window or increase projected FTE on step 5.

step 7 add new expenditure allocation to funding resources
Step 7. Add New Expenditure Allocation to Funding Resources

To add new funding distribution string click on the employee name

In ‘Edit employee’ window in add section select funding string, click ‘Validate’, and input FTE. Click button ‘Add’.

step 8 non salary costs
Step 8. Non-Salary Costs

Expenditures distribution by Resources

step 8 non salary costs1
Step 8. Non-Salary Costs

To review the non-salary expenditure details click on the expenditure link

Edit Account by Resource page provides detail information for funding source and codes

step 8 edit non salary costs
Step 8. Edit Non-Salary Costs

To edit the non-salary expenditure details click on the expenditure link

In ‘Edit Account by Resource’ window modify funding string, click ‘Validate’ and/or modify amount. Click button ‘Save’

step 8 add new non salary costs
Step 8. Add New Non-Salary Costs

To add new funding string click on the expenditure link

In ‘Edit Account by Resource’ window in add section select funding string, click ‘Validate’, and input amount. Click button ‘Add’

step 9 summary
Step 9. Summary

Projected Budget that includes SPSA and general expenditures. This page is summary of Steps 1-8

step 10 signature page
Step 10. Signature page

This page displays a Summary of tentative budget allocations

Signatures

To place Signature click on [Click here to sign] link

Signed budget will look as follows

step 10 budget approval
Step 10. Budget Approval

Budget status link will open modify budget status window

Budget approval means changing budget status to next status in the workflow

Principal submits budget by changing status to HR In Review

Re-opened status returns budget for principal revision

step 10 budget approval1
Step 10. Budget Approval
  • System performs following checks when status is changed to ‘HR In Review’:
    • Employee balancing check. If there is employee with non matching projected and distributed FTE, a warning message will appear on status change.
    • Site controlled Resources balancing check.
slide38

Reports – Quick links

Steps 2, 5 – 10 have quick link to reports connected to page content

Click on the report link and select desired report

Pop up message will appear

Select “Open”

In Excel pop up message select yes

Report will open

slide39

Reports – Main Page

Main Page has quick link to Fiscal, HR and Summary reports

Click on the report link

  • Pop up message will appear
  • Select “Open”
  • Report will open
slide40

Reports Page

Click on the Go to Reports Page link on the Main Page

  • On the Reports Page in Filters section type filtering data (as example Filtered by Sites: 0115) and click by mouse on pop up site.
  • Once site appeared in code section click on “Add to list” button
  • Click on report that needs to be created
  • Pop up message will appear. Select “Open”
  • Report will open
issues solutions
Issues / Solutions
  • If SBB page doesn’t load correctly with missing navigation bars or information cut off:
    • Please check your Internet Explorer 8.0 Compatibility View settings. Compatibility view should be off.
  • If you experience long wait time for a page to load (more than 1 min)
    • Close other programs that are open on computer OR
    • Switch from Internet Explorer to Firefox
    • Note that for large schools some data rich pages (steps 7 and 8) take time to pull all the information
  • If SBB software appears unresponsive while a page is loading (grey screen for more than 2 min) refresh your browser by:
    • Press simultaneously buttons ‘Ctrl’ and ‘F5’. This action will refresh browser and take you to Welcome page OR
    • Refresh browser by pressing button on the right of IE address bar/ on the left of Firefox address bar
step 3 school site plan executive summary
Step 3. School Site Plan /Executive Summary

Contains Executive Summary and Attachments

Revise Executive Summary

Review attachments

step 4 school goals actions and costs
Step 4. School Goals, Actions and Costs

Content of the page depends on the SPSA District’s Template

step 4 school goals actions and costs1
Step 4. School Goals, Actions and Costs
  • Adding FTE Expenditures
  • Navigate to Expenditures and select ‘Support for Students’ or ‘Support for Staff’
  • In pop up window select

‘Review the Budget for FTE’

  • In the Budget for FTE table

under ‘Add a new FTE expenditure’

    • Select position
    • Select employee
    • Enter FTE
    • Enter Funding

Source

    • Rationale
    • Press Validate

New Row

    • Save and close
step 4 school goals actions and costs2
Step 4. School Goals, Actions and Costs
  • Adding Non-Salary Expenditures
  • Navigate to Expenditures and select ‘Support for Students’ or ‘Support for Staff’
  • In pop up window select

‘Review the Budget for Non-Salary

Costs’

  • In the Budget for Non-salary costs table

under ‘Add a new non-salary

expenditure’

    • Type expenditure title
    • Enter Funding

Source

    • Enter amount
    • Rationale
    • Press Validate

New Row

    • Save and close
slide46

Account Code Segments

Account code segments include Matched FTE’s, Un-Matched FTE’s, Matched Hourly items, Un-Matched Hourly Items, and Modify Jobcode/Site

To edit Matched FTE’s, Un-Matched FTE’s, Matched Hourly items, Un-Matched Hourly Items

Select an employee

/item

Adjust codes

Click ‘Save’

slide47

Account Code Segments

To Modify Jobcode/Site enter filter and click ‘Search’ button. To select all employees use default filters.

In result list select employees you wish to move to new site/ assign to new job code

In ‘Update selected to’ section select site/job code and click ‘Update’ button.