school front end (sfe)
TRANSCRIPT
Budget Management for SchoolsSchools Front End (SFE)
Budget Services & Financial Planning DivisionSchool Fiscal Services Branch
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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)
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KEY TERMS AND CONCEPTS
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Key Terms and Concepts
Key Terms and Concepts
Budget Versions- FN0 – Final Version – Used during Budget Development- CM0 - Current Maintenance
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Key Terms and Concepts
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
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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.
Key Terms and Concepts
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Key Terms and Concepts
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.
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Key Terms and Concepts
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
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Key Terms and Concepts
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.
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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
Key Terms and Concepts
SFE Navigation Menu- Navigation menu that allows users to save actions, cancel actions, etc.
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BUDGET ADJUSTMENT WORKFLOW
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Schools Front End Budget Adjustment Workflow
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ACCESSING SCHOOLS FRONT END
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Accessing Schools Front End (SFE) in BTS
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In the address bar, type http://apps.lausd.net to access the
Citrix sign on page
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Enter single sign on User name and Password & click Log on
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Accessing Schools Front End (SFE) in BTS
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Click SAP Portal - Prod3
Accessing Schools Front End (SFE) in BTS
Enter single sign on User ID and Password & click
Log on
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Accessing Schools Front End (SFE) in BTS
Click on the “Financials/Budget” Tab, then click on “SAP Budget-
Schools Front End”
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BUDGET ADJUSTMENTS
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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”.
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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.
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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.
Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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.
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Exercise 2 Create a Budget Adjustment to Add a New Position.
Entering Budget Adjustments in SFE
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”
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Exercise 2 Create a Budget Adjustment to Add a New Position.
Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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.
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Exercise 3 Create a Budget Adjustment to Add a New Non-Position Line.
Entering Budget Adjustments in SFE
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”
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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
Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
Note: After clicking “Validate”, the “Total Difference” field now reflects the total amount to return to from line.
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Entering Budget Adjustments in SFE
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Entering Budget Adjustments in SFE
PRINT SCHOOL BUDGET SIGNATURE FORM (WIP)
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Print School Budget Signature Form (WIP)
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From the School Budget Planning and Maintenance screen, click on the “Reports” tab
Click on “Signature Form’
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Print School Budget Signature Form (WIP)
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Input the following:• Version – CM0• Fiscal Year – 2018• Fund Center – 1XXXX01• SACS Fund – 010• LAUSD Program – five digit
program code
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Select “WIP Version”
Select “Print the Form”
Click “Execute”
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Print School Budget Signature Form (WIP)
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If BTS printing has not been set up type in: “LPDF”
Click “Print Preview”
Print School Budget Signature Form (WIP)
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SCHOOL SITE APPROVAL PROCESS
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School Site Approval Process
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School Site Approval Process
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School Site Approval Process
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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
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School Site Approval Process
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School Site Approval Process
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The next dialog box gives you the option of attaching documents to the notification email.
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School Site Approval Process
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DELETE THE WIP
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Delete the WIP
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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
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ABC School1234501
2018
Delete the WIP
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SFE will generate a warning message, to continue click ‘YES”
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Delete the WIP
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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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