sap transactions to assist in implementing/monitoring grants · idea –angela manuel, 348-5319...

SAP TRANSACTIONS TO ASSIST IN IMPLEMENTING/MONITORING

GRANTS

Presented by Rebecca Bishop and Severina Camacho

12/21/2016

TABLE OF CONTENTSSpringtime Budgets

Budget Load & Fund Number

Creating PCFs

Performing Releases

Monitoring the Budget Review for Credit Expenditures

Review for Deficits

Review for Payroll Suspense

Check for Terminal Pay

Org Review

Setting up Variants

Close Out Process

Timelines – Annual Life cycle of grant

Helpful Checklist

Resources/Departmental Contacts

Conclusion – Q&A

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SPRINGTIME BUDGETSSAP Transaction – ZSBPS (DCPS Budget Prep System)Generally in March or April (depending on the time specified) project managers review positions that

rolled into ZSBPS to ensure the correct positions are reflected under the Department/RC, and the new funding sources for the fiscal year are entered. A review is performed and positions are either surplused, split-funded or added. Previous to this timeframe a discussion occurs with Budget to ensure new fund numbers have been created for the FY. As well, the project managers ensure the correct allocation amounts are provided for the schools, so that schools can work with Budget to get the positions created for the FY, based on funding, if the positions didn’t feed in.

See example below from 3270 (Oceanway) Survey 6, FY 2017, Fund 48750 (Title I Schoolwide):

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BUDGET LOAD AND FUND NUMBERSAP Transaction – Y_SED_05000006 (Budget/Comm/Encumbr/Exp. By FiscYear)

The Budget allocations based on the Personnel set up from ZSBPS and any non-salaried amounts captured in ZSBPS are loaded in this report.

Here is an example of a request made to Budget after the amount for Personnel from ZSBPS was determined. A request was made to Budget to load the difference based on the preliminary allocations for 16-17:

In this example, a $1,000,000.00 was included under the Personnel Load for Title I; this represented contracts/transportation for cultural enrichment (field trips) for Title I elementary schools and two combo schools.

Grant 16-17 Allocation ZSBPS Personnel Load Difference (load in 3173) Placed where in 3173

Title I 41,915,388.00 32,320,928.00 9,594,460.00 48749/3173/6300/510

Title II 4,981,653.00 1,839,373.00 3,142,280.00 48751/3173/6400/510

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CREATING PCFSSAP Transactions: ZHRPCFC (Create PCF); ZHRPCFR (Create New Form by Reference); ZHRPCFU (Change Existing Form); Y_SED_95000329 (PCF Item List)

After the load of the grant occurs, additional positions based on a Needs Assessment Review, may occur. In the case of Title I, oftentimes after SAP opens, Upper Management notify that additional positions may need to be added or delimited for impacted schools, e.g. elementary Math Coaches, elementary, middle, and high Reading Interventionists, Behavior Interventionists.

Example of PCF for Behavior Interventionists (# 66102) created on 8/2/2016 (pulled from Y_SED_95000329, ALV Report):

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PERFORMING RELEASESSAP Transaction: ZME55 (PR Collective Release); to perform releases on Purchase Requisitions

01’s and 04’s should be done by separate people; for example, at the schools, 01 is done by the principal and 04 by the project manager of the fund.

Additional releases are done to turn the Purchase Requisition into a Purchase Order

To view the release status, check the release strategy tab on the Purchase Requisition.

Example of the Order of releases for standard purchases:

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MONITORING THE BUDGET SAP Transaction – Y_SED_05000006 (Budget/Comm/Encumbr/Exp. By FiscYear)

Review for Credit Expenditures (ZBUD_BETA – Budget Drilldown Report –Beta Vers)

Review for Deficits

Review for Payroll Suspense but also access Payroll Suspense Report (ZFM_PRBUD)

Check for Terminal Pay; Terminal pay can’t be charged to federal funds

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ORG REVIEWSAP Transactions: PPO4 (Display Reporting Structure) and ZBP_COMP (Compare BPS+PCF to Org. Structure)

Always have a copy of the ORG from the previous year to compare to the current year to ensure the correct staffing is appearing.

Review to ensure that staff in ZSBPS (Division and School-based positions) appear correctly in the ORG Unit; if there is an issue, contact Position Control. Sometimes, the split-funding, right funding or the position may not have been created. Example of ZBP_COMP (School 3163 under Title I Schoolwide Fund, 48750):

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SETTING UP VARIANTSDepends on the SAP Transaction needed

If the report needs to be pulled frequently, by utilizing a variant it is easier to pull the data needed.

Example of Variant for ZBP_COMP:

When the variant name is doubleclicked, it pulls up pre-

filled fields that were entered when creating the variant.

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CLOSE OUT PROCESSSAP TRANSACTIONS:

Y_SED_0500006 – will identify if there are encumbrances

Open Purchase Orders report (Y_SED_95000402) to see if GRS = IRS, must equal; otherwise encumbrances remain; if truly closed out, no data appear

NO ENCUMBRANCES CAN REMAIN

NO NEGATIVE EXPENSES & DEFICITS CAN REMAIN

Example of Encumbrances on the Budget (Y_SED_0500006) FY 17 Title II:

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TIMELINES – ANNUAL LIFE CYCLE OF THE GRANT ZSBPS Personnel are loaded into SAP during Springtime Budgets for the current grant.

Personnel reflected on ORG Reports and Budget rolled into SAP when opens in July for the current grant.

Once the Budget Narrative is created or have FLDOE confirmed information related to the preliminary allocation, request Budget load the difference between Personnel Budget and the Preliminary Allocation for the current grant.

Around August 18th, a final year FA-399 report is generated from Accounting to notify the State of the total disbursements & unexpended funds of the grant (for the prior year).

Once roll-forward information received (generally December – January,) generated as a result of the FA-399, additional budget is loaded to the current grant.

Monitor the current grant every month.

At the end of the current grant (specified on grant award letter), ensure that the grant has all POs closed, no negative expenses & deficits, no payroll suspense, and no terminal leave.

Around August 18th, a final year FA-399 report is generated from Accounting to notify the State of the total disbursements & unexpended funds of the current grant.

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HELPFUL CHECKLIST

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RESOURCES & DEPARTMENTAL CONTACTS Resources:

www.fldoe.org

Redbook & GreenBook

F Drive for Project Managers

Grants Manual previously used to assist project managers being updated

Federal Programs (Title I & Title II) – Rebecca Bishop, 390-2632 & Trish Mcclure, 390-2900; School Improvement (SIG) – Severina Camacho, 390-2117

Homeless & N&D Grants – Jamie Griffin, 390-2622

IDEA – Angela Manuel, 348-5319

Title III – Ingrid Carias, 390-2602

External Funding, Adora (“Dorie”) Davis, 390-2132

Budget, 390-2097

Accounting (Federal), 390-2963

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CONCLUSION – Q&AEach piece is a building block;

The blocks come together;

And form a house!

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