school front end (sfe)

Budget Management for SchoolsSchools Front End (SFE)

Budget Services & Financial Planning DivisionSchool Fiscal Services Branch

AGENDA

Key Terms and Concepts Schools Front End (SFE) Budget Adjustment Workflow Accessing Schools Front End (SFE) Entering Budget Adjustments in Schools Front End (SFE) Printing the School Budget Signature Form School Site Approval Process Delete a WIP (Work in Progress)

KEY TERMS AND CONCEPTS

Key Terms and Concepts

Budget Versions- FN0 – Final Version – Used during Budget Development- CM0 - Current Maintenance

Budget Line Types• “1POSITN” Position budget line items

• “2OTHS-L” Other Salary budget line items-Limited

– Community Rep, Teacher X, Clerical Overtime

• “3OTH-L” Other Budget Limited line items

– IMA, General Supplies

Position StatusActive - Activates a position and calculates the position cost based on the entered start and end

date.Closed- Closes a position and releases the funds associated with the position based on the

end date.Suspend- Used to capture salary savings within an active position start and end date.

- For example, if a Teacher Assistant position was vacant from 10/1/2014 to 12/1/2014, the position can be suspended for those dates, which generates salary savings that can be repurposed.

- For Categorical Programs, positions can only be suspended if they are vacant for 20 or more consecutive work days.

Budget StatusBefore WIP (Work in progress)

- Status of the program budget prior to any changes.

WIP (Work in progress)- Indicates unapproved budget changes that have been saved in SFE

awaiting approvals. An “unofficial” saved change to the budget.

Submitted- Indicates that the budget adjustment has been reviewed at the school

level, and submitted for Local District approval.

Approved- Indicates that the budget has been reviewed at the Local District level and

accepted in SFE by the Fiscal Specialist.

Schools Front End (SFE) User RolesSFE School Budget Adjuster- Allows user to display and maintain budget, and generate selected

reports.

- Who: School Administrative Assistant (SAA), Categorical Program Advisor

SFE School Budget Submitter- Allows user to display, maintain, and submit budget adjustments, and

generate selected reports.

- Who: School Site Principal

SFE Matchbox feature- Clicking in some fields in SFE will give you access to a matchbox. Clicking on the

matchbox will provide a dropdown menu with options for filling in that field.

Save - Saves changes and return the user to the SFE home screen

Back - Navigates back to the previous screen

Cancel - Cancels last action and navigates back to the previous screen

System - Expandable tools menu – not applicable to SFE

Submit for Approval - Available to Administrators

Warnings - Displays incumbent warnings

Cost Limits - Displays cost limits (Indirect, PD, IMA, etc.) when applicable

Delete WIP - Allows user to delete a Work in Progress and return to the last approved budget

SFE Navigation Menu- Navigation menu that allows users to save actions, cancel actions, etc.

BUDGET ADJUSTMENT WORKFLOW

Schools Front End Budget Adjustment Workflow

ACCESSING SCHOOLS FRONT END

Accessing Schools Front End (SFE) in BTS

In the address bar, type http://apps.lausd.net to access the

Citrix sign on page

Enter single sign on User name and Password & click Log on

Click SAP Portal - Prod3

Enter single sign on User ID and Password & click

Log on

Click on the “Financials/Budget” Tab, then click on “SAP Budget-

Schools Front End”

BUDGET ADJUSTMENTS

Entering Budget Adjustments in SFE

Input data in the following fields:i. Fund Center – 7 digitsii. SACS Fund – always 010iii. LAUSD Program - 5 digits

Click “Save Selection Criteria” to save entered data, then click “Budget Maintenance”.

1. Locate the budget line items to be adjusted. Line item #1 is the item to be reduced. Line item #2 will be increased.

2. Reduce line item # 1a) Click on the “Total Cost” field and reduce the amount in this line to $0b) Click “Validate”

3. Increase line item # 2a) Click on the “Total Cost” field and reduce the amount in this line to $0b) Click “Validate”

Note: The Total Difference field will reflect the total of the two lines (Line item #1 + #2).

c) Add the amount in the Total Difference fieldd) Click “Validate” to complete the transaction and check for errors. The message “All

budget entries are valid” should display at the bottom of the screen.

Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval.

Exercise 1 Create a Budget Adjustment to Move Dollars From One Existing Budget Line Item to Another Existing Budget Line Item.

1. Add a new positiona) Locate “Line Type” under “Add New Item Based Detail Line”. Use matchbox to select

“1POSITN”.b) Enter the item number for the position you would like to add.c) Use the matchbox next to “Goal” to select the goal. d) Use the matchbox next to “Function” to select the function. e) Click “NEXT” (under “Temp Position”) to generate a temporary position control number.f) Click “Add Entry”.

Notes:― When entering positions in Program 13027, you must click on the Item matchbox and enter the

job code, then select the appropriate budget item number, and press enter. The system will populate the job description, goal, and function.

― Clicking on the Item matchbox will give the option to search for a position by job code. The job code is available on the Estimated Rates Sheet.

― The Fund/Functional Area Translator can be used to identify the correct goal and function.

Exercise 2 Create a Budget Adjustment to Add a New Position.

Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval.

2. Enter additional required information on newly added item based detail linea) Input the following:

– Start date – 7/1/2017 (if the item is to be funded for the entire fiscal year)– End date – 6/30/2018– Hours per day – Days per week – Fund % - 100%

b) Click “Validate” and the system will generate the total cost for the position

3. Move funds from an existing budget line item to cover the cost of the positiona) Locate the budget line item you intend to transfer dollars fromb) Click on the “Total Cost” of that budget line item and reduce it $0c) Click on “Validate”d) Input the amount in the “Total Difference” field in the “Total Cost” column of line iteme) Click “Validate”

Exercise 2 Create a Budget Adjustment to Add a New Position.

This process can be used to add either a 2OTHS-L or 3OTH-L Line Type1. Add a new non-position line

a. Locate Line Type under Add New Item Based Detail Line. Use matchbox to select “3OTH-L”b. Use the “Item” matchbox to select the budget itemc. Use the “Goal” matchbox to select the goald. Use the “Function” matchbox to select the function e Click “Add Entry”

Notes:― When entering 2OTHS-L or 3OTH-L lines types in program 13027, select the “Item” using the

matchbox feature or manually enter “Item” and press enter. The system will automatically populate the goal and function.

― Budget Item numbers are available on the Estimated Rates Sheet.― The Fund/Functional Area Translator can be used to identify the correct goal and function.

Exercise 3 Create a Budget Adjustment to Add a New Non-Position Line.

2. Enter additional required information on newly added linea. Input the following:

• Start date – 7/1/2017 • End date – 6/30/2018• Total Cost

b. Click “Validate”

3. Move funds from an existing linea. Locate the budget line b. Click on the “Total Cost” of the budget line item and reduce to $0c. Click on “Validate”d. Input the amount in the “Total Difference” field in the “Total Cost” column of the line iteme. Click “Validate”

Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval

Exercise 3 Create a Budget Adjustment to Add a New Item Based Detail Line – Non-Position

Note: After clicking “Validate”, the “Total Difference” field now reflects the total amount to return to from line.

PRINT SCHOOL BUDGET SIGNATURE FORM (WIP)

Print School Budget Signature Form (WIP)

From the School Budget Planning and Maintenance screen, click on the “Reports” tab

Click on “Signature Form’

Input the following:• Version – CM0• Fiscal Year – 2018• Fund Center – 1XXXX01• SACS Fund – 010• LAUSD Program – five digit

program code

Select “WIP Version”

Select “Print the Form”

Click “Execute”

If BTS printing has not been set up type in: “LPDF”

Click “Print Preview”

SCHOOL SITE APPROVAL PROCESS

School Site Approval Process

SFE will generate an email to notify your Fiscal Specialist, Compliance Coordinator and other school site contacts that the budget was submitted for approval. A copy of the Budget Signature form will be attached to the email.

Click on the checkmark to acknowledge

The next dialog box gives you the option of attaching documents to the notification email.

DELETE THE WIP

Delete the WIP

A Work in Progress can be deleted at anytime prior to the Approval process:• Click on the “Delete WIP” button in

the School Budget Maintenance screen

ABC School1234501

Delete the WIP

SFE will generate a warning message, to continue click ‘YES”

Delete the WIP

The system will take you back to the SFE home screen an a message will notify you that the WIP was deleted

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