department administrator budget processes

Department Administrator Department Administrator Budget ProcessesBudget Processes

2Department Administrator Budget Processes

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

Welcome and Ground RulesWelcome and Ground Rules


LogisticsLogistics

Before we get started ...


Budgeting Execution RolesBudgeting 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)


ECCRole

BudgetkeeperBudgetkeeper

Doc. Review

Budget Review

Transfer budget

SBBC Job

Initial Mapping

Process Map

END

SourceSource::

Mapping to

Individual

What are RolesWhat are Roles

Budgetkeeper Office Mgr


Course DescriptionCourse Description

During this course, SAP users will be introduced to the revised SBBC Department Budget and Purchasing processes.

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

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

Professional Development

BudgetBudget

Payroll

OperationsHuman

Resources

Finance

Enterprise

Management

InformationEnterprise Resource

Planning


Budget Processing for End UsersBudget 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.


Department Budgetkeepers will be responsible for completing the following tasks in SAP:

– Review and modify annual Department budget using web-based BI-IP layouts.

– Transfer funds within their respective Funds Center. Funds will be transferred in ECC using transaction Budgeting Workbench (FMBB).

– Researching budget transfer documents. This will be accomplished in ECC using transaction Display Budgeting Documents (FMEDD & FMEDDW).

Budgetkeeper ResponsibilitiesBudgetkeeper Responsibilities


– Reversing Budget transfers that were made in error in ECC. Budget transfers will be accomplished using transaction Reverse Budget Entry Documents (FMDOCREV).

– Encumbering funds as directed by the Department Head using the Create, Change and Display Funds Reservation transactions (FMX1, FMX2 & FMX3).

– Review and assess Department budget availability using report transaction Overview of Annual Values (FMAVCR01).

– Review and assess Department budget availability using reports generated from Business Intelligence (BI).

Budgetkeeper ResponsibilitiesBudgetkeeper Responsibilities


– Create Purchase Requisitions for material and services required by their Departments using transaction Create Purchase Requisition (ME51N)

– Release Purchase Requisitions for material and services required by their Departments using transaction Collective Release of Purchase Requisitions (ZMPU_ME55)

– Create Purchase Orders from Purchase Requisitions using transaction Create Purchase Order (ME21N)

Budgetkeeper Responsibilities Budgetkeeper Responsibilities


SAP AcronymsSAP AcronymsSAP Acronym Name

GL General Ledger

GM Grants Management

FM Funds Management

MM Material Management

HR Human Resources

FI Financial

BI Business Intelligence

IP Integrated Planning

PS Project Systems

ECCEnterprise Central Component

WBSWork Breakdown Structure

CO Controlling


Business Intelligence Business Intelligence Integrated Planning Integrated Planning

(BI-IP) and (BI-IP) and Department Budget PreparationDepartment Budget Preparation

Unit OneUnit One


Key TermsKey Terms

SAP Business Intelligence – Integrated Planning (BI-IP)

Software client that provides an integrated analytical processing platform for entering plan data, analyzing and reporting budget data using the commonly known Excel interface.

Enterprise Central Component (ECC)

Enterprise Central Component or ECC is the transactional processing system of the SAP client which runs beside the BI-IP client and is used to process the day-to-day transactions required by the various business processes of Finance, Purchasing and Human Resources/Payroll. ECC is used to process day-to-day transactions such as, purchase requisition or budget transfers within a particular school location.

Portal (NetWeaver)

A point of access through an internet website to the SAP system. Users will

access both ECC and BI through the BRITE portal.


BI-IP Key TermsBI-IP Key Terms

The SAP Business Intelligence – Integrated Planning (BI-IP) client is divided in two large and separate processing areas, BI & IP.BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data. The front-end User interface uses Business Explorer (BEx) and Web-based layouts.

BI-IP (read/edit

data)

BI-IP (read/edit

data)

BI (read only

data)

BI (read only

data)

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

The “Business Intelligence” (BI) portion runs reports.

Annual Dept. Budget

Planning Data is Entered

Generate Reports

ECC Updates BI Data Nightly with Transactional Data

BI-IP Updates SAP ECC as Needed with Plan Data ECCECC


Key Terms Key Terms Planned Version

A BI-IP layout which has been created to record budget data at a given point in the budget based data set preparation process.

In many cases planned versions will look identical to the one that preceded it, e.g., version D3 (First Public Hearing) looks like version D4 (Final Public Meeting). However, to accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than layout versions used by other parties in the budget prep process, e.g., version D1 (Budget Office Approval ) looks slightly different than version D4 (Adopted Budget).

Department IP Layout Versions:

D-1 Departments Budget Version (Budget Office Prep)

D-2 Departments Budget Version (Department Up-date & Approve)

D-3 Departments Budget Version (Budget Office Approval)

First Public Hearing

D-4 Departments Budget Version (Budget Amendment)

D-5 2nd Public Hearing


Key TermsKey Terms

Plan Year

The year for which the budget is being prepared. The Plan Year is a single number four digits in length. The Plan Year will actually spanover two calendar years.

Example: Plan Year 2009 – Starts July 1, 2008 – June 30, 2009 (same as fiscal year)


Budget Preparation ProcessBudget Preparation Process

Schools prepare Membership & FTE

Projections in IP; it gets reviewed by ABAs

Budget data from prior year(s) and current year

placed in BI

Growth Budget requests submitted by departments

Budget uploaded to ECC

1

2

3

4

5

Data used for budget prep is placed in BI Locations prepare and

submit budgets6

Budgets reviewed and approved in IP

7

8

Supplements, returns and transfers

processed as needed

(see note below)

9

Positions added/changed per Org Chart/Growth

Positions added/changed per Org Chart/Growth

B IB I

B IB I


MSA-SAP CrosswalkMSA-SAP Crosswalk

MSA SAP-FM(Funds Management)

Fund General Fund 100

Fund General Fund 1000

Type &Location

0 & 9703 = Budget Office

Fund Center/Cost CenterBusiness Area+Type+Location+0

2220097030 = Budget Office

Class & Object Expense & Supplies 5 & 511

Commitment Item Expense & Supplies 55110000

Function & Activity Dept. Admin. 7200 & 00000

Functional Area Dept. Admin. 7200000000000000

Capital ProjectLocation & Activity 0211 & 78123

Funded ProgramP.00011


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 Portal).

At SBBC, BI-IP will be accessed through the portal by Department End-Users. (both MAC & PC users).

The budget process will be standardized and all Departments will use the same web layout for their budget formulation process.

BI-IP Budget PreparationBI-IP Budget Preparation


BI-IP offers layouts which have been specifically configured to match SBBC budget business processes.– Annual Department budget

Each department (Cost Center/Funds Center) will only have access

to information for their location.

Different BI-IP layouts have been created to specifically

accommodate both salary & non-salary department budgets.

Budget information for a single department, e.g., Student Activities,

will be entered in one set of BI-IP layouts.




All requirements and timelines as set by the Budget Office’s budget preparation process will remain intact but will be accomplished in BI-IP.

Once all data has been entered and no further changes are necessary, the specific budget data version will be frozen and transferred to the next step in the budget preparation process.

Once the budget has gone through the necessary modifications and

final approval is given (approved version) the entire budget will be

frozen and saved for historical analysis and loaded into

ECC as version 0.



Currently annual budget planning is performed and consolidated within

Excel spreadsheets, and a more summarized version of the budget data

is loaded into the legacy financial system, MSA.

Budgetkeepers will use the BI-IP tool to input and change Department

budgeting data.

In line with the current budget

creation process timeline issued

by the Budget Office, the

annual Budget for the next fiscal

year, (FY2009) will be entered

into BI-IP.


Following are the budget preparation tasks that will be accomplished

in BI-IP:

– Budget Office Analyst - Prepares the annual budget for all

departments.

– Department Heads & Budget Office Analyst - Prepare and submit

their Growth Budget requests in Version D1 for consultative review

by Budget Office before distribution to Superintendent.

– Superintendent/ Senior Executive Leadership Team - Growth

Requests that impact Organizational Chart are reviewed by

Superintendent. Also included is any changes made by the

Superintendent (Version D1).

– Budget Office Analysts - Positions in ECC HR module are

added/deleted/changed based upon approved Organizational Chart

and Growth Budget Requests.



– BI/Technical Team - Updated positions are extracted from ECC to

BI-IP.

– Department Heads & Dept. Budgetkeepers - Review budget and

modify non-salary items as necessary within the overall department

budget total (Version D2).

– Superintendent/ Senior Executive Leadership Team - Review

Growth Budget requests. Department budgets are revised to

include approved requests (Version D2).

– School Board - The Superintendent’s revised Organizational

Chart is approved by the School Board (Version D2).



– Budget Office Analysts - Budget Office prepares final budget for

all departments which includes all approved Organizational Chart

changes and all approved Growth Budget Requests (Version D2).

– Budget Office Analyst - Review and approve any changes to non-

salary items made by departments, if any (Version D3).

– Budget Office Analysts/BI Team - Final department budgets are

retracted from BI-IP to ECC.

– Budget Office Analysts/BI Team - Department budgets are

available for review/printing in Business Intelligence (BI).



– Budget Office - 1st Public Hearing – School Board members

consider and approve Budget.

– Budget Office Analysts - If changes are recommended at 1st

Public Hearing, District Budget is revised (Version D3).

– Public/Board/Supt - 2nd Public Hearing – School Board members

consider and approve the proposed District Budget (Version D4).

BI-IP Budget Preparation BI-IP Budget Preparation


The following slides demonstrate how to access the SAP BRITE web site and view information concerning annual Department budget preparation information.

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 introduce you to some of the screens available in BI-IP.

Click to Access BRITE

Portal

BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation


After clicking the Access Portal button the SAP NetWeaver screen will appear. 1. Enter your User ID. 2. Enter your unique Password. 3. Click .




1. Click the tab.

Click the BI-IP Depts & Grants tab



1. Click the BI Integrated Planning node.

1. Click the BI Integrated Planning node.

Note: It is important to click the node next to the BI Integrated Planning folder.

Clicking the actual BI Integrated Planning folder will take the user to the first selection listed under the BI Integrated Planning folder.

Note: This presentation demonstrates how to access the various IP layouts designed for the annual Department budget preparation process.


BI-IP Access and Navigation BI-IP Access and Navigation

Click the Salary selection.

Click the Salary selection.

Notice there are two selections:

Annual Budget – Used to plan annual Department budget for non-salary items.

Salary - Used to plan annual Department budget for salary items.


Note: Departments will be recognized through the Cost Center/Funds Center number. Cost Centers are identified using a strict numbering convention which combines the Business Area, legacy type and location numbers.

Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10)

BI-IP Access and Navigation BI-IP Access and Navigation

1. Enter PBP Plan Version D2.2. Enter the Cost Center for the Depart. entering the budget information.3. Enter Fiscal Year for the budget being created.


Salary Planning LayoutFiscal Year - 2009PBP Plan Version - D2

Fund Functional Area

Position Pers. No

Job Class Cost Center

%FTAcnt %CalStd Hrly

To see additional fields click the scroll right bar.

BI-IP Access and NavigationBI-IP Access and Navigation


Expand node.

Additional fields:HrsAnnual Salary

BI-IP Access and NavigationBI-IP Access and Navigation

Review the information displayed in the Salary Layout then click the Expand node.


ECC - FM / Funds Management ECC - FM / Funds Management

After approval the Department

Annual budget will be

extracted into ECC and

placed in the appropriate

funding folder.

Normal Department Budget

resources will be placed in the

Funds Management folder.

Normal day-to-day

transaction, purchase

material, transfer funds etc…

will be processed in ECC.


SummarySummary

Department Heads and Budgetkeepers will modify the Annual Department budget using web-based BI-IP layouts.

Department locations are identified by Cost Center & Funds Center.

Cost Center & Funds Center numbers combine the new Business Area number with the current SBBC location and type.

Department Heads and Budgetkeepers will only have access to layouts pertaining to their departments.

In many cases planned versions will look identical to the one that preceded it.

Budget Processing and Budget Processing and Verifying Availability of FundsVerifying Availability of Funds

Unit TwoUnit Two


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 Budget Enter (transfer) documents

Describe the accounting string for their department

Unit ObjectivesUnit Objectives


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)

Example:

Actual address from ECC:

Funded Program Fund Funds CenterCommitment

Item Functional Area Grant

NOT RELEVANT 1000 2220097030 55110000 720000000000000000 NOT RELEVANT


FM Budget Amendments: SummaryFM Budget Amendments: Summary

Process: Transfer Budget Category: Payment (default) Document Type: OPSD Budget Type: AMND Version: 0 Date/Fiscal Year/Period: (Current)

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


Budgeting Workbench: Budget TransferBudgeting Workbench: Budget Transfer

Sender: Funds transferred from: Fund - 1000 Funds Center - 2220097030Functional Area - 7200000000000000Commitment item - 55110000

Receiver: Funds transferred to:Fund - 1000 Funds Center - 2220097030Functional Area - 720000000000000Commitment item - 53990000

Doc. Type OPSD

Fiscal Year Process

Transfer

Sender(From)

Receiver (To)

Doc.

Number


Demonstration and ExerciseDemonstration and Exercise

Scenario: View budget document

T-code: FMEDDW

- See Work Instruction and

Exercise Data Sheet


View Budget DocumentView Budget Document

1

1. Enter FMEDDW in the Quick Enter field.2. Click the Enter key on your keyboard.



3

6

5

7

4



8



9

FM Budget ReservationsFM Budget Reservations

Unit SixUnit Six


FM Funds ReservationFM Funds Reservation

Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures as needed.

Example:– To ensure that funds are available for future event– Prevent overspending through out the year

FM commitment documents reduce the amount that is available for spending; these documents create encumbrances without involving purchasing documents


FM Funds ReservationFM 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 fund set-asides in whole or in part. The consumption history of the funds reservations is updated.



Scenario: Display Funds Reservation

T-code: FMX3

See Work Instruction and

Exercise Data Sheet


Display Funds ReservationDisplay Funds Reservation

1


Display Funds ReservationDisplay Funds Reservation

3



Scenario: Display Funds Reservation; Run the

Earmarked Funds Document Report

T-code: S_P99_41000147

- See Work Instruction and

Exercise Data Sheet


Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report

4

123

5



6



7



8



9



10


Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report11

FM Budget ReportingFM Budget Reporting

Unit SixUnit Six


Budget ReportingBudget 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 ReportingBudget 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.


DemonstrationDemonstration

Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01



Enter FMAVCR01 in the Quick Enter field and press the Enter key on your keyboard.


Available Budget Report (AVC Report)Available Budget Report (AVC Report)

45

7

3

12



8



109



11

Consumable BdgConsumed Amt

Available Amt

• To review items which were purchased or encumbered and lead to the consumed budget sum, double click the icon next to the posting address for the value in the Consumed Amt field.



12

Purchase Orders & Purchas Requ.

Funds Reservation

Payment amount



• To review items which were purchased or encumbered and lead to the consumed budget sum, double click the icon next to the posting address for the value in the Consumed Amt field.

13

department administrator budget processes

Documents

annual department budget

department budget availability

basic budget

reserving budget funds

revised sbbc department

budget transfer documents

brite budget process

different budget areas