school administrator budget processes. 2 have fun and enjoy the opportunities we have to contribute...
TRANSCRIPT
School Administrator School Administrator Budget ProcessesBudget Processes
2School 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
3School Administrator Budget Processes
LogisticsLogistics
Before we get started ...
4School Administrator Budget Processes
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)
5School Administrator Budget Processes
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
6School Administrator Budget Processes
Course DescriptionCourse Description
During this course, SAP users will be introduced to the revised SBBC School 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
7School Administrator Budget Processes
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.
8School Administrator Budget Processes
School Budgetkeepers will be responsible for completing the following tasks in SAP:
– Review and modify annual School 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
9School Administrator Budget Processes
– 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 School Principal using the Create, Change and Display Funds Reservation transactions (FMX1, FMX2 & FMX3).
– Review and assess School budget availability using report transaction Overview of Annual Values (FMAVCR01).
– Review and assess School budget availability using reports generated from Business Intelligence (BI).
Budgetkeeper ResponsibilitiesBudgetkeeper Responsibilities
10School Administrator Budget Processes
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
11School Administrator Budget Processes
Business Intelligence Business Intelligence Integrated Planning Integrated Planning
(BI-IP) and (BI-IP) and School Budget PreparationSchool Budget Preparation
Unit OneUnit One
12School Administrator Budget Processes
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.
13School Administrator Budget Processes
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 School 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
14School Administrator Budget Processes
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 S3 looks like version S4. However, to accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than the one that preceded, e.g., version S4 (school) looks slightly different than version S5 (ABAs).
Note: School Principals and Budgetkeepers will use Planned Version S-4 (Schools Projection version) to enter/modify student Membership Projections for their Cost Center (location).
15School Administrator Budget Processes
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)
16School Administrator Budget Processes
Key TermsKey TermsCost Center
A unit of responsibility for capturing actual cost. Cost Centers are themeans in which locations (schools) are identified in SAP.Each school will be assigned a unique Cost Center number. Cost Centers are 10 digits in length and combine the current SBBC location and type.
Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10)
Legacy: Location = 1851 - Royal Palm EType = 1 - School Type (Elementary)
Cost Center = 3315 1 1851 0
SAP:
17School Administrator Budget Processes
MSA-SAP CrosswalkMSA-SAP Crosswalk
MSA SAP-FM(Funds Management)
Fund General Fund 100
Fund General Fund 1000
Type &Location
1 & 1851 = Royal Palm E
Fund Center/Cost CenterBusiness Area+Type+Location+0
3315118510 = Royal Palm E
Class & Object Expense & Supplies 5 & 511
Commitment Item Expense & Supplies 55110000
Function & Activity School Admin. 7301 & 00000
Functional Area School Admin. 7301000000000000
Capital ProjectLocation & Activity 0211& 78123
Funded ProgramP.00011
18School Administrator Budget Processes
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 End-Users in Schools & Departments (both MAC & PC users).
The budget process will
be standardized and
all Schools will use the
same web layout for
their budget formulation
process.
BI-IP Budget PreparationBI-IP Budget Preparation
19School Administrator Budget Processes
BI-IP offers layouts which have been specifically configured to match SBBC budget business processes.– Membership Projection, Projection of Revenue
Each school (Cost Center/Funds Center) will only have access to
information for their location.
Different BI-IP layouts have been created to specifically
accommodate the various responsibilities of different groups creating
School Budgets, e.g., Elem School, Middle, High, Tech. etc…
Budget information for a single school, e.g., Deerfield Middle School,
will be entered in one set of BI-IP layouts depending on the
responsibility for budget creation.
BI-IP Budget PreparationBI-IP Budget Preparation
20School Administrator Budget Processes
BI-IP Budget PreparationBI-IP Budget Preparation
Different BI-IP versions will be used to enter or modify budget data at different times in the budget creation process.
– Example: S4 - Membership Projection
S6 – Projection of Revenue
School Principals and Budgetkeepers will enter the appropriate BI-IP layout for their school and make modifications as necessary in the Membership & FTE Projection (version S4).
Data entered at different times in the budget preparation process will be saved using the various BI-IP layouts in different versions.
Budget data can be retrieved using BI reporting and viewed for historical analyses as well.
21School Administrator Budget Processes
BI-IP Budget PreparationBI-IP Budget Preparation
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 all 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.
22School Administrator Budget Processes
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.
School-based Budgetkeepers, Area Business Analysts & Budget
Office users would use the BI-IP tool to input and change school
budgeting data.
In line with the current budget
creation process timeline issued
by the Budget Office, the
Membership Projection for the
next fiscal year, (FY2009) will
be entered into BI-IP.
BI-IP Budget PreparationBI-IP Budget Preparation
23School Administrator Budget Processes
Following are the budget preparation tasks that will be accomplished in BI-IP:
– Principals & School Budgetkeepers will review and, if needed, modify the
designated Plan Year’s Membership & FTE Projections saving it in BI-IP
layout, version S4.
– ABAs/Area ESE Coordinators review the Schools’ modifications and
completed Plan Year’s Membership & FTE Projection in version S5.
– Principals/School Budgetkeeper will access BI-IP and make necessary
additions/changes to up coming year’s staff during the Projected budget
process.
BI-IP Budget PreparationBI-IP Budget Preparation
24School Administrator Budget Processes
– Principals/School Budgetkeeper will assess allocations for other salaries
(overtime, subs, temps) and non-salary items and update the appropriate
BI-IP layout in version S6.
– Area Business Analysts - Schools submit completed projected budgets to
Area Business Analysts for review in version S7.
BI-IP Budget PreparationBI-IP Budget Preparation
25School Administrator Budget Processes
BI-IP SummaryBI-IP Summary
Annual School budget creation will be accomplished in BI-IP. When approved, budget data from BI-IP is loaded into ECC. Daily budget execution, (i.e., fund transfer, fund reservation) is
accomplished in ECC.
Budget PreparationSchool Principals & Budgetkeepers
will enter/modify Membership Projectionand Projection of Revenue in BI-IP.
Budget Executiontransfer fundsreserve funds
purchase services
Approved School budget
ECCBI-IP
26School Administrator Budget Processes
The following slides demonstrate how to access the SAP BRITE web site and view information concerning School Membership Projections.
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
27School Administrator Budget Processes
After clicking the Access Portal button the SAP NetWeaver screen will appear. 1. Enter your User ID. 2. Enter your unique password. 3. Click .
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
28School Administrator Budget Processes
1. Click the tab.
Click the BI-IP Schools & Grants tab
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
29School Administrator Budget Processes
1. Click the MP Processing node.
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
Click the MP Process node
Note: It is important to click the node next to the MP Process selection.
Clicking the actual MP Process selection will take the user to the first selection listed under the MP Process folder.
Note: This presentation demonstrates how to access a Membership Projection data sheet designed for a middle school. Other locations/schools such as elementary and high
schools may be accessed in a similar manner.
30School Administrator Budget Processes
BI-IP Access and Portal Navigation BI-IP Access and Portal Navigation 1. Click the Planned Layout selection.
Click the Planning Layout selection
31School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation 1. Enter PLAN YEAR for the budget being created, e.g., 2008. 2. Enter the Plan Version to be accessed, e.g., Schools - S4. 3. Enter the Cost Center which corresponds to the location entering the
Membership Projection information. 4. Click the OK button.
Remember: 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)
32School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation Note: The screen below will appear after clicking the OK button.
Note: The MEMBERSHIP AND FTE PROJECTION-DATA layout contains data fields which may be modified. However, other fields in this layout can only be viewed.
Fields that are shaded white may be modified where as fields shaded blue can be view but not changed.
MIDDLE MEMBERSHIP AND FTE PROJECTION-DATA
White shaded fields
Blue shaded fields
33School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation Note: A broader view of the layout may be displayed by clicking the
Collapse node located in the upper right corner of the left hand column.
Click the Collapse node.
34School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation Note: The MEMBERSHIP AND FTE PROJECTION-DATA layout for the selected
school appears and is divided into functional areas. Header section - List the screen name, organization, type of data contained in the
layout and Plan Year. Student projection layouts (lower portion of the screen) display information concerning
the school Membership Projection.
Additional layouts are available and can be viewed by clicking the vertical scroll down bar.
35School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation Note: By clicking the vertical scroll down bar, additional layouts such as STUDENTS
IN CLUSTER AND GIFTED PROGRAMS layout can be viewed and processed. School Principals and Budgetkeepers should enter the student projections as
necessary.
Notice the STUDENTS IN CLUSTER AND GIFTED PROGRAMS layout is located approximately in the middle of the Membership Projection layout.
STUDENTS IN CLUSTER AND GIFTED ROGRAMS.
36School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation
School Principals and Budgkeepers will enter the expected student Membership Projection for their school.
Student Membership Projection has been entered for the school programs, 102 4-8 BASIC and 130 ESOL.
37School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation Note: After all student projections have been entered in the layout the new student
projections can be summed up by clicking the Transfer button. 1. Click the Transfer button. 2. Verify the sum of the student projections in the Overall Results row.
Transfer button
The student projection will be added and displayed in the Overall Results column after clicking the Transfer button.
38School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation The following steps will be performed after the Transfer button has been clicked and are
used to calculate the UFTE factor for the location. 1. Clicking the Calc. UFTE button.
Note: Upon clicking the Calc. UFTE button the BEx Web – Web Page Dialog box will appear. 2. Enter the same Cost Center & Plan Year previously used to access the Membership
Projection layout. 3. Click the OK button.
Calc. UFTE button
BEx Web – Web Page Dialog box
OK button
39School Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation
Notice the Membership Projection has been calculated.
The UFTE values for the Membership Projection have been calculated.
Budget Processing and Budget Processing and Verifying Availability of FundsVerifying Availability of Funds
Unit TwoUnit Two
41School Administrator Budget Processes
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 school
Unit ObjectivesUnit Objectives
42School Administrator Budget Processes
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 3101100110 55000000 730100000000000000
NOT RELEVANT
43School Administrator Budget Processes
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 School budget transfers, only the following Budgeting Workbench data will be used:
44School Administrator Budget Processes
Budgeting Workbench: Budget TransferBudgeting Workbench: Budget Transfer
Sender: Funds transferred from: Fund - 1000 Funds Center - 3101100110Functional Area - 7301000000000000Commitment item – 55000000
Receiver: Funds transferred to:Fund - 1000 Funds Center - 3101100110Functional Area - 7301000000000000Commitment item - 53000000
Doc. Type OPSD
Process Transfer
Sender(From)
Receiver (To)
Doc.
Number
45School Administrator Budget Processes
Demonstration and ExerciseDemonstration and Exercise
Scenario: View budget document
T-code: FMEDDW
- See Work Instruction and
Exercise Data Sheet
46School Administrator Budget Processes
View Budget DocumentView Budget Document
1
43
5
2
47School Administrator Budget Processes
View Budget DocumentView Budget Document
6
48School Administrator Budget Processes
View Budget DocumentView Budget Document
7
49School Administrator Budget Processes
View Budget DocumentView Budget Document
8
FM Budget ReservationsFM Budget Reservations
Unit SixUnit Six
51School Administrator Budget Processes
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
52School Administrator Budget Processes
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.
53School Administrator Budget Processes
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display Funds Reservation
T-code: FMX3
See Work Instruction and
Exercise Data Sheet
54School Administrator Budget Processes
Display Funds ReservationDisplay Funds Reservation
12
55School Administrator Budget Processes
Display Funds ReservationDisplay Funds Reservation
4
56School Administrator Budget Processes
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display Funds Reservation; Run the
Earmarked Funds Document Report
T-code: S_P99_41000147
57School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
4
123
5
58School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
6
59School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
7
60School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
8
61School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
9
62School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
10
63School Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report11
FM Budget ReportingFM Budget Reporting
Unit SixUnit Six
65School Administrator Budget Processes
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
66School Administrator Budget Processes
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.
67School Administrator Budget Processes
DemonstrationDemonstration
Scenario: Available Budget Report (AVC Report)
T-code: FMAVCR01
68School Administrator Budget Processes
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
45
6
3
12
69School Administrator Budget Processes
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
7
70School Administrator Budget Processes
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
8
9
71School Administrator Budget Processes
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
10
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.
72School Administrator Budget Processes
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
11
Purchase Orders & Purchas Requ.
Funds Reservation
Payment amount
73School Administrator Budget Processes
Available Budget Report (AVC Report)Available Budget Report (AVC Report)
• 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
74School Administrator Budget Processes
Course SummaryCourse Summary Principals and Budgetkeepers will modify Membership & FTE
Projection as well as the Projection of Revenue using web-based BI-IP layouts.
School locations are identified by a Cost Center.
Cost Center numbers combine the new Business Area with the current SBBC location and type.
Principals and Budgetkeepers will only have access to layouts pertaining to their school.
In many cases planned versions will look identical to the one that preceded it.
75School Administrator Budget Processes
Course SummaryCourse Summary
To accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than the one that preceded.
Different BI-IP layouts have been created for different groups creating School Budgets, e.g., Elem School, Middle, High, Tech. etc…
Different BI-IP versions will be used to enter or modify budget data at different times in the budget creation process.
Example: S4 - Membership Projection
S6 – Projection of Revenue
School Principals and Budgetkeepers will enter Membership & FTE Projections using version S4.