CCSESA CBO Conference

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CCSESA CBO Conference BEv2 Presentation January
21, 2007 Anthony Bridges, Deputy CEO Andrew
Prestage, Management Analyst Fiscal Crisis and
Management Assistance Team
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• BEv2 Recap
• Web-based Financial Forecasting Tool developed by
  FCMAT
• Designed for simplicity, ease-of-use
• Improves day-to-day decision making and budget
  planning
• Online at www.budgetexplorer.org

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• Prior to BEv2
• SACS Forecasting Module
• Spreadsheets
• MYP by SSC
• New FCMAT Employee
• Michelle Huntoon, Chief Mgmt. Analyst
• Many years of experience creating MYP Projections

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• 12 COEs have hosted training
• San Luis Obispo El Dorado
• Alameda Kern
• Sonoma Los Angeles
• Orange Santa Barbara
• Contra Costa Ventura
• Santa Cruz San Diego

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• Why Bother with Fiscal Projections?
• School District Bankruptcies
• State Takeovers
• Declining Enrollment
• Salary Compensation
• Health Welfare Benefits
• Leadership changes
• State Economy

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• Fully Integrated System

ENR
ADA
Staff
Salary Forecaster
Projection Variables
RL
Other Revs, Exps.
Salaries Benefits
Ending Fund Balance
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• BEv2 System Requirements
• Browser Internet Explorer
• Platform PC-Based
• Screen Resolution 1,280 x 1,024¹
• ¹ This is a minimum resolution setting. Use of
  higher resolution settings is acceptable.

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A Brief Description of the Projection Management
Buttons The button Is used to Add
Projection create a new projection. Copy
Projection make a copy of an existing
projection. Edit Projection edit an existing
projection. Rename Projection rename an existing
projection. Share Projection make a projection
accessible to other BE users. Access privileges
can be either Read-Only or Read-Write, and can be
revoked/revised at any time. Change
Owner associate a projection with another user.
Used when the projection owner (typically the
CBO) separates from an LEA and needs to make the
projection files accessible by another user
(typically the incoming CBO). Remove
Projection delete unwanted projections.
Projection List Screen
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• Creating a New Projection
• Projections are created by uploading SACS data
  obtained
• from your financial system, or
• from the states Financial Reporting (SACS)
  software. RL supplemental form data is uploaded
  as well (if it has been entered), thereby
  reducing data input.

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• Step 1

To import a new data file, use this radio button.
To use a previously imported data file, use this
radio button. Your list of available data files
will grow over time, and older files will need to
be removed.
Use the button to
remove data files that are no longer of value.
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• Step 2

Step 2a Use these options to specify the data to
use as your Base Year. The checkbox can be used
to also upload Historical data. Historical data
adds perspective by allowing visual comparison of
Base Year data with prior year Estimated Actuals.
Step 2b Use this dropdown field to specify the
Base Year.
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• Step 3

Select which fund to project forward using this
dropdown field.
Select how many years to project forward (2, 3, 4
or 5)
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• Step 4

• Just to be safe, always check and verify the
  following import data
• Enrollment
• ADA, and
• RL Calculation

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Home Screen
The Button Bar provides access to frequently used
screens.
Auto Balancing allows the user to bring resources
with a negative ending fund balance back into
balance.
The Navigation Tree provides access to requently
used screens.
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• A Five Minute Process
• Steps

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Home Screen
Change the forecasting period (2 to 5 yrs).
This toolbar offers the following resources
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Values for these rules are obtained from the SSC
Projection Dartboard. Updates are made each time
a new Dartboard is released.
Projection Rules
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• How Rules Work
• Consumer Price Index (CPI) rule settings
• Base Year Rule ProjYr1 ProjYr2
• Object Description 2006-07 Name 2007-08 2008-09
• 4100 Texts/Materials 100,000 CPI 103,000 105,575

BE looks up the value of the Rule for ProjYr1.
BE applies the 3 increase to the Base Year and
places the result in the 1st projected year.
BE applies the 2.5 increase to ProjYr1 and
places the result in the 2nd projected year.
BE looks up the value of the Rule for ProjYr2.
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The Enr/ADA/Staffing area is divided into 2
screens
Enrollment ADA
5 years of state-reported CBEDS data is loaded
automatically. Enrollment is projected based on
the Weighted Moving Cohort Progression model.
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Salary Forecaster
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Only the District Office Revenue Limit
Calculation is currently available. The County
Office Revenue Limit Calculation is in
development and should be ready for use in 3
weeks.
Revenue Limit Calculation
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Reports
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Audit Logging allows the user to know exactly
what changes are made, by who, and when. The
Auto Balancing Report shows exactly which
resources were auto-balanced together with the
amounts and object codes that were affected.
Audit Logging
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Combined Summary
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• The ability to share projections

• Separates BEv2 as an information sharing,
  planning, and collaboration resource
• Can be R/O or
• Can be R/W.

Sharing a Projection
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• Monitoring and Oversight Options
• COE creates projection(s) for each district using
  district SACS data and shares the projection with
  district for review and comment, or
• District creates projection(s) and when ready,
  shares the projection with COE for review and
  comment.

Sharing a Projection
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• End Thank You