Budget Processes 201S / 202D

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Budget Processes201S / 202D
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Welcome and Ground Rules

• Have fun and enjoy the opportunities we have to
  contribute to SBBCs 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

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Logistics
Before we get started ...
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Classroom Materials
Exercises
(Let Me)
BRITE
Concepts
(Tell Me)
Demonstrations
(Show Me)
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Budgeting 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)

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What are Roles
Budgetkeeper
Office Mgr
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Budget 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.

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Budget Preparation Process
Data used for budget prep is placed in BI
Locations prepare and submit budgets
B I
1
6
Schools prepare Membership FTE Projections in
IP it gets reviewed by ABAs
2
Budgets reviewed and approved in IP
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Budget data from prior year(s) and current year
placed in BI
3
Budget uploaded to ECC
B I
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Growth Budget requests submitted by departments
Supplements, returns and transfers processed as
needed (see note below)
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Positions added/changed per Org Chart/Growth
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Course Objectives

• At the end of this course participants will be
  able to
• Describe the various budgeting codes associated
  with Funds Management (FM)
• Process budgetary resources in ECC using
  transaction Budgeting Workbench
• Understand the process for budget supplements,
  returns and cross-activity, cross-fund or
  cross-location budget transfers
• Create and maintain Funds Reservations,
  understanding their use and impact on spending
  controls
• Access and analyze documents in Funds Management
  (FM)
• Access and analyze Fund reports in ECC

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Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
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Unit One
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Lesson Objectives

• Upon completion of this lesson, participants will
  be able to
• Describe the role the BI-IP client plays in the
  budgeting process
• Understand how BI-IP and ECC-FM interact
• Describe the budget prep to budget execution
  process

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SAP Acronyms
SAP 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
ECC Enterprise Central Component
WBS Work Breakdown Structure
CO Controlling
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BI-IP Client / ECC Client FM Interface

• The budget process consists of two separate
  systems, which integrate together
• IPUsed for budget preparation and approval
• ECCFM/GM modules are used for budget execution
  and control
• Once a budget has gone through the preparation
  and approval process in BI-IP, it will be
  retracted (downloaded) into the ECC client into
• GMFor grant relevant budgets. GM budget data
  flows down to FM to form the consolidated budget
  in ECC
• FMFor all other budgets.
• Periodic budget amendments as well as budget
  control is facilitated in FM (and GM, if
  applicable). Expenditures posting in various
  modules (MM, HR, FI) impact the budget in ECC.

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BI-IP
The SAP Business Intelligence Integrated Planning (BI-IP) client is divided in two large and separate processing areas, IP BI. BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data. The front-end User interface tools and use Business Explorer (BEx) and Web-based layouts.
The Integrated Planning portion is used to
enter budget data. The Business Intelligence
portion runs reports.
BI-IP (read/edit data)
BI (read onlydata)
Annual Budget Planning Data is Entered
Generate Reports
ECC Updates BI Data Nightly with Transactional
Data
ECC
IP Updates SAP ECC as Needed with Plan Data
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Review

• Budget Information transfers from ECC to BI
  nightly?
• True / False
• The acronym GM states for?
• Funds Management
• Grants Management
• Human Resources
• General Maintenance
• Due to the fact that actual data is exchanged on
  a nightly basis, the Information contained in BI
  is considered
  ____________________________?
• Irrelevant
• Out dated
• Near real time
• None of the above
• Once a budget has gone through the preparation
  and approval process in BI-IP, it will be
  retracted (downloaded) into the ECC client
  into_______________________?
• GM For grant relevant budgets.  
• FM For all other budgets
• Both a and b

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Questions?
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Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
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Unit Two

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Unit Objectives

• 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 FM Master Data including
• Fund
• Funds Center
• Functional Area
• Funded Program
• Commitment Item
• Grant
• Explain the use of FM Master Data Groups

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Funds Management Data

• Funds Management Data Categories

Organizational Data
Master Data
Transactional Data

• Funds
• Functional Area
• Funds Center
• Funded Program
• Commitment Item
• Grant

• Budget Amendments
• Funds Reservations
• Actual Postings from other modules

• FM Area (SBBC)

Actual Data from other modules will flow into
FM as transactional data Purchase Requisitions,
Purchase Orders, Financial and HR Postings
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FM Master Data Overview

• Master Data records are created and stored as
  electronic records and play a key role in the
  core budgeting process
• Master Data records include items such as
• Master Data records are highly centralized
• The Budget Office is responsible for creating and
  maintaining FM Master Data records

Functional Area
Fund
Funds Center
Funded Program
Commitment Item
Grant
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FM Master Data Maintenance

• Master Data maintenance will be limited to a few
  individuals. The Budget Office will be
  responsible for maintaining all FM master data
  records (FM Area, Fund, Fund Center, Commitment
  Item, Functional Area, and Funded Program) and FM
  derivation rules.
• Capital Budget will also maintain Funded Programs
  specific to Capital Projects
• Standard Master Data request forms will be
  designed and used when requesting new master
  data. Forms will be completed and sent to the
  Budget Office for creation or maintenance.

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FM Organization Data FM Area

• FM Area
• A closed system for funds management,
  budgeting and budgeting execution. Contains the
  settings that impact master data and transaction
  data within that area.
• There will only be one FM Area
• SBBC

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FM Master Data Fund

• Fund
• Funds are the means to account for the School
  Boards various resources. School and Department
  day-to-day expenditures are normally charged to
  General Fund 1000

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FM Master Data Fund
Fund
Legacy
ECC
SAP Fund 100 0
MSA Fund 100
General Fund
General Fund
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FM Master Data Fund Key Changes

• Funds are now four digits long
• Funds will be created and maintained by the
  Budget Office in SAP
• New Fund for Summer School (1040) replaces Fund
  100 and Use 1 or 3
• Elimination of Fund 199
• Budget will be loaded in May for next fiscal year
  and PO will consume the following years budget
• Grant Funds have been consolidated and renumbered

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FM Master Data FundMSA vs ECC Sample
MSA Fund Use Description SAP Fund
100   General Fund 1000
100 1/3 Summer School 1040
101   General-Grant Match 1010
102   BECON 1020
411   Food Service 4110
421   USDE Fed Thru State 4230
422   USDE Fed Direct 4210
423   Fed Thru Local 4240
424   Thru Local/Local Direct 4260
425   USDE Fed Thru State 4230
426   USDE Fed Thru State 4230
427   DHHS Fed Direct 4220
428   Interest Grants 4280
429   USDE Fed Dir Fin Assist 4290
492   Misc Events-Internal 4920
499   Misc Events-External 4990
711   Workers Comp 7110
792   Facilities Planning 7920
793   HSS/MCO 7930
794   Research 7940
892   Internal Funds 8920
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FM Master Data Fund Center

• Funds Centers represent areas of responsibility
  for budgetary monitoring and control at SBBC.
• is equivalent to a location or department
• captures where the costs are incurred
• equivalent to a Cost Center in SAPs Controlling
  module
• A Cost Center is a unit of responsibility for
  capturing actual cost in Controlling (the CO
  module). There is a one-to-one relationship
  there will be one Cost Center which will match to
  one Funds Center.
• During actual postings in SAP, the Fund Center
  will not be entered. It will be derived from
• Cost Center
• WBS Element (Capital Project)
• Internal Order (Department specific program)

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FM Master Data Fund Center

• All locations are assigned a Business Area for
  security control.
• The business area number is new to SBBC and is
  the first 4 digits of the Fund Center/Cost
  Center.
• Each school will have its own specific Business
  Area assigned that must be combined with the
  correct location number in order for an action to
  take place in SAP.
• Some departments will have their own Business
  Area. Others within the same division will share
  a Business Area.

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FM Master Data Fund Center
Legacy Location 1851 - Royal Palm
E Type 1 - School Type
(Elementary)
ECC
Funds Center/Cost Center Business Area (1-4)
Type (5) Location (6-9) 0
Funds Center/Cost Center 3315 1 1851 0

(10 digits)
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FM Master Data Functional Area
Functional Area Functional Areas are equivalent to the current function and activity combination. They are used to divide costs according to Functional activities or programs to meet legal/internal reporting requirements.
Note Not all MSA activities will become part of a functional area in SAP. 1. Grants (or grant programs) become GM Grants (or PS WBS elements) in SAP 2. Capital Projects become PS WBS elements in SAP 3. Location specific programs become CO Internal Orders in SAP 4. Revenues or expense types become FI GL accounts in SAP Only active, cross-functional MSA activities/programs/reserves were retained as activities and mapped to functional areas (along with the valid combination of function). Inactive or invalid activities were eliminated. Note Not all MSA activities will become part of a functional area in SAP. 1. Grants (or grant programs) become GM Grants (or PS WBS elements) in SAP 2. Capital Projects become PS WBS elements in SAP 3. Location specific programs become CO Internal Orders in SAP 4. Revenues or expense types become FI GL accounts in SAP Only active, cross-functional MSA activities/programs/reserves were retained as activities and mapped to functional areas (along with the valid combination of function). Inactive or invalid activities were eliminated.
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Accounting String Comparison
Functional Area
Legacy Function 5103 - 912 Basic
Activity 00000 -
Operating
ECC
Functional Area Function Activity followed by
7 zeros
Functional Area 5103 00000 0000000 - 9-12
Basic (16
digits)
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FM Master Data Commitment Item
Commitment Item Commitment Items are equivalent to balance sheet, revenue account or object code in MSA. Used to capture the type or classification of an asset, liability, fund balance, revenue or expense. Commitment Items will be 8 digits in length. Commitment items are equivalent to Financial (FI) General Ledger (GL) accounts and CO Cost Elements (11 relationship with few exceptions such as inventory)
Example 53990000 - OTHER PURCHASED SERVICES 55110000 - SUPPLIES Example 53990000 - OTHER PURCHASED SERVICES 55110000 - SUPPLIES
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Accounting String Comparison
Commitment Item
Legacy Class 5 Expenditure Object
511 - Supplies

Commitment item Class Object
Commitment Item 55110000
(8 digits)
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FM Master Data Funded Program
Funded Program Used to capture costs in FM and control budget resources for 1) Capital projects at the project or phase level (linked to WBS element) 2) Grants (according to SBBC internal requirements) at the grant or grant program level. 3) Internal Orders For location specific activities requiring separate tracking and budget control Note Budget will be allocated to a Funded Program called NOT RELEVANT if not budgeting for any of the above scenarios Note Most budget information will show NOT RELEVANT in the Funded Program field

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Accounting String Comparison
Funded Program e.g. Grant
Legacy Activity 27615
ECC
Grant Funded Program Grant Type (1)
Location Managing Grant (2-5)Grant Number (6-9)
Grant Funded Program B97790001 Head Start
Example of FM
budget control at grant level
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MSA-ECC Crosswalk
MSA ECC-FM (Funds Management)
Fund General Fund 100 Fund General Fund 1000
Location Type 0011 1 Deerfield Beach Elem. Fund Center/Cost Center Business AreaTypeLocation0 3101100110 Deerfield Beach Elementary
Class Object Expense Supplies 5 511 Commitment Item Expense Supplies 55110000
Function Activity Gr K-3 Basic 5101 00000 Functional Area Gr K-3 Basic 5101000000000000
Grant Activity Head Start 27615 Grant Funded Program (Head Start B97790001)
Capital Project Location Activity 0211 78123 Funded Program P.00011
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FM Master Data List
Remember Locations are identified by the 6th
9th digit of the Funds Center Number. Deerfield
Beach Elm - 0011 Bus. Area 1320 FNS 3101
General School
Deerfield Beach Elementary - 0011

• Virtually all FM Master Data records can be
  displayed in a report
• Funds Center / Commitment Item / Functional
  Area / Funded Program

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Review

• A new budget code that is 4 digits in length?
• Functional Area
• Commitment Item
• Funds Center
• Fund
• Function Activity followed by 7 zeros ?
• Functional Area
• Commitment Item
• Funds Center
• Fund
• Business Area (1-4) Type (5) Location (6-9)
  0 (10) ?
• Functional Area
• Commitment Item
• Funds Center
• Fund
• Class Object ?

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Questions?
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Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
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Unit Three
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Lesson Objectives

• Upon completion of this lesson, participants will
  be able to
• Describe an FM Account Assignment
• Understand the different types and use of FM
  Addresses
• Understand the new process for Fund 199
  purchases
• Describe ECCs Automatic Budget Posting use at
  SBBC
• Understand the budget version concept

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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)
• There are three types of addresses in FM
• Budget Address where the budget is appropriated
• Posting Address where expenditures are recorded
• Availability Control (AVC) Address where budget
  control occurs
• An address is comprised of a unique FM account
  assignment

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FM Concepts and Changes FM Addresses

• Posting addresses (PA) and Budget Addresses (BA)
  can be mapped to different account assignments
  for budget control.
• For example (for a school)
• For Departments Budget Address and Posting
  Address levels use the 3-digit Commitment Item
  55110000

Budget item Posting Address Budget Address AVC Address
Fund 1000 1000 1000
Funds Center 3315118510 3315118510 3315118510
Functional Area 5652143040000000 5652143040000000 5000143040000000
Commitment Item 55110000 55000000 55000000
Funded Program Not Relevant Not Relevant Not Relevant
Grant Not Relevant Not Relevant Not Relevant
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FM Concepts and Changes Automatic Budget
Postings Revenue Increasing Budget (RIB)
SBBC will utilize Automatic Budget Postings
(ABPs) for Revenue Increasing Budget (RIB)

• The RIB functionality will be used in situations
  where cash receipt posted as revenues will
  automatically create supplemental expense budget
  to predefined expenditure budget addresses (once
  cash receipt entry is posted)
• Two types of RIB
• Advance appropriations Additional budget will be
  created automatically and available once cash
  receipts exceed the amount of the advanced
  appropriations
• Will be used for various fee based services such
  as Aftercare, Commercial Foods and Fee Support.
• Miscellaneous Revenues (no advances) Additional
  budget will be created automatically and
  available once cash receipts are posted. Amount
  of budget will equal the cash receipt.

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FM Concepts and Changes Automatic Budget
Postings PO Carry forward Budget

• SBBC will also utilize Automatic Budget Postings
  (ABPs) to return unused budget for carry forward
  POs
• Prior year POs, along with the associated budget,
  will be automatically carried forward to the next
  fiscal year (under a separate budget type YECB
  Residual Budget Carry forward) (Year End Carry
  forward Budget)
• If the PO is subsequently closed or reduced in
  the new year, the system will create an ABP to
  return, in part or in full, the budget that was
  originally carried forward with the PO
• Equivalent to the current Use 5 POs in MSA

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Budget Versions

• Budget Versions Permits two or more sets of
  budget data for the same object.
• There is only one active version Version 0
• Version 0 original budget supplements
  returns /- transfers lapses
• Budget versions can be used as a snap shot in
  time for a particular budget. For example
• ORG (Frozen) - Original Budget
• ADP (Frozen) - Board approved after 2nd Hearing
• OCT (Frozen) - FTE October Adjustments schools
  only
• FEB (Frozen) - FTE February Adjustment schools
  only
• Information saved in a particular budget version
  can be retrieved for future analyses, reporting
  and planning purposes
• IMPORTANT The Availability Control (AVC) will
  only control budget resources in Version 0.
  Locations will run reports with budget version 0

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Review

• An FM Account assignment represents the
  combination of all of the following
• Fund / Fund Center / Functional Area /
  Funded Program (if relevant).
• True/False
• What are the two types of Revenue Increasing
  Budget (RIB)
• Advance appropriations Miscellaneous Revenues
  (no advances)
• Commitment Item Funds Center
• Fund Miscellaneous Revenues (no advances)
• Which one of the below answers is not a type of
  addresses in FM?
• Posting Address where expenditures are recorded
• Budget Address where the budget is appropriated
• Availability Control (AVC) Address where budget
  control occurs
• Functional Area / Commitment Item / Funds
  Center
• SBBC will utilize Automatic Budget Postings
  (ABPs) to return unused budget for
  ______________.
• All Purchase Orders

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Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
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Unit Four
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Lesson Objectives

• Upon completion of this lesson, participants will
  be able to
• Explain the key change for Budget Control (no
  overrides)
• Understand the various levels of budget control,
  including changes and exceptions
• Explain the dual ledger concept
• Interpret ECC Budget error messages

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FM Budget Control AVC Addresses

• Unlike MSA, there are NO budget overrides in ECC.
  
• With a few exceptions (that will be covered in
  Unit 5), ECC will issue an error message (hard
  stop) when there are insufficient funds to cover
  the expenditure.
• Error message will detail the AVC control address
  which lacks the required budget (e.g., FC, FA or
  CI)
• Sufficient funds must be available in the
  specific budget prior to expenditures.
• Availability Control (AVC) Address is where
  budget control occurs in FM. The budget
  available for use is controlled by the
  Availability Control (AVC) restraints configured
  in ECC.
• Different levels of controls have been configured
  for the following
• Departments/School Expenditures
• Grant Expenditures
• Capital Expenditures

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FM Budget Control Schools Departments

• Budget control for schools and departments (all
  funds except capital, grant and Internal
  Accounts) will take place at the following
  combination of FM master data elements
• Fund budget will be controlled at the
  individual fund level
• Funds Center budget will be controlled at the
  individual fund center
• Exception Food Services at Location 9725 (Food
  Nutrition Services)
• Commitment Item budget will be controlled at
  high level commitment item categories (current
  1-digit MSA object codes), with the exception of
  salaries and benefits, cost allocations
• Functional Area budget will be controlled by
  function and activity
• 1-digit for 5000 functions (see notes page for
  further description)
• 2-digit for all other (i.e., 6100, 6200, 6300,
  etc.)
• Individual activities
• Funded Program At the individual funded program
  (for Internal Order), if applicable
• Grants Not Relevant

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FM Budget Control Other Decisions

• Subject to Budget Control in ECC
• District Level Activities will check budget at
  the district level fund centers at the overall
  activity
• Items with No Budget Control in ECC
• HR postings for salaries and benefits
• Internal Accounts Fund
• Internal Billing (e.g. BECON/Printing Services)
• These will not be budget checked for the first
  year however will revisit in year two.
• COMPASS Interface Postings
• CO Allocations / Settlements
• The system does not perform budget checks on the
  results of these transactions.
• All Others will impact budget and AVC will be
  enforced

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FM Budget Control Messages

• Standard FM Budget Messages (non-Capital)
• Warning message at 90 of budget usage for the
  particular account assignment being posted to
• Error (hard stop) at 100 of budget usage
• No messages will appear when exceeding budget
  limits for
• HR Salary and Benefit Postings
• CO Secondary overhead cost allocations
• Compass Interface Postings
• PBC Commitment Postings
• You may receive more than one message on your
  screen.

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FM Budget Control Ledgers

• ECC utilizes two budget ledgers for budget
  control
• ECC Standard ledger 9H This is the primary
  ledger for budget control
• Custom Ledger B1 This ledger includes the
  following additional budget checks
• ImportantFor fund 1000 (General), any negative
  budget balance for overtime, supplements and
  other salary expenses (equivalent to use 0) in
  total reduces the amount available for non-salary
  spending. This is known as the overall budget
  check.
• Fixing the budget deficit via a budget transfer
  will eliminate error messages.

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FM Budget Control 9H Budget Error Message
Expenditure Posting GL Account 55110000 Fund
1040 Fund Center 2600097580 Functional Area
5101000000000000 Grant Not Relevant Amount
15,000
Real time budget Control
9H FM PB Availability Control
9H
Budget Control at this Level
Ledger/Budget Year/Grant/Fund/Fund
Center/Commitment Item (roll-up)/Functional Area
(roll-up)/Funded Program Note A dash in any
value indicates the FM object is not used for
budget checking
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FM Budget Control B1 Budget Error Message
Expenditure Posting GL Account 55110000 Fund
1000 Fund Center 3100105610 Functional Area
5101000000000000 Grant Not Relevant Amount
1,000
Real time budget Control
B1 BCPS Second AVC Ledger
B1
Budget Control at this Level
Ledger/Budget Year/Grant/Fund/Fund
Center/Commitment Item (roll-up)/Functional Area
(roll-up)/Funded Program Note A dash in any
value indicates the FM object is not used for
budget checking
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Review

• Standard FM Budget Messages (non-Capital) budget
  are?\
• Warning message at 90 of budget usage for the
  particular account assignment being posted to
• Error (hard stop) at 100 of budget usage FM
  Account assignment represents the combination of
  all of the following?
• Both a b
• No messages will appear when exceeding budget
  limits for
• Advance appropriations Miscellaneous Revenues
  (no advances)
• Commitment Item Funds Center
• PBC Commitment Postings
• Funds Center budget will be controlled at the
  individual fund center?
• True/False
• Fund budget will be controlled at the
  individual fund level?

62
Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
63
Unit Five
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Lesson Objectives

• Upon completion of this lesson, participants will
  be able to
• Describe the budget transfer and return process
• Understand the key requirements for creating
  budget transfers
• Perform transactions related to budget transfers
  for their location
• Perform budget document reversals
• View a list of budget documents

65
FM Budget Amendments Budget level

• Budget funds will be entered at the lowest level
  of FM account assignments (as applicable), i.e.,
  the individual fund/fund center/funded
  program/grant/ functional area level and at the
  current MSA 3-digit object level for commitment
  items.
• Exception School budgets will reside at the
  current 1 digit MSA object level
• Budget amendments will occur at the same levels.
  Budget control and posting address may differ.

66
FM Budget Amendments Concepts

• Budget transfers are executed in ECC using the
  Budgeting Workbench (BWB)
• Performing periodic budget transfers in ECC will
  enable real-time update of budget changes
• To create a budget document using the BWB, you
  will need to specify all of the following
• Budget Process (e.g., transfer)
• Document Type
• Budget Type(s)
• Budget Version
• Fiscal Year/Period
• FM Account Assignments (Fund/Fund
  Center/Functional Area/Funded Program/Commitment
  Item/Grant)

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FM Budget Amendments Budget Process

• The process is used to distinguish between
  different ways of affecting the budget
• ECC budget processes include
• EnterOriginal budget created as part of normal
  budget cycle
• ReturnReturned budget not used / required
• TransferBetween Sender FM Budget Address and
  Receiver SupplementNew source of mid-year budget
  
• Note Individual budgetkeepers from Schools and
  Departments will only TRANSFER budgets to lower
  level budget positions

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FM Budget Amendments Budget Process

• Schools and Departments will only be authorized
  to use BWB for the Budget Transfer process.
• Budget Transfers can be carried out across
  commitment item categories (current 1 or 3 digit
  MSA object code) and functions (part of
  Functional Area).
• Budget transfers cannot be carried out across
  Funds, Fund Centers and Activities (part of
  Functional Area).
• Also, as per SBBC department guidelines, no
  transfers are permitted from/to salary commitment
  items.
• Per current practice, budget transfers crossing
  funds, fund centers, and/or activities (part of
  Functional Area) must be submitted to the Budget
  Office for approval and processing.
• A standard Budget Transfer form will be
  developed.

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FM Budget Amendments Document Types

• Document types are used to classify FM budget
  entry documents according to SBBC criteria
• Each document type is assigned a separate number
  range
• Useful for analysis and looking up specific
  budget postings
• The following document types have been defined
• OPSD Operating - Schools and Departments
  (2XXXXXXXX)
• OPBO - Operating Budget Office (1XXXXXXXX)
• GRNT - Grant Budget (3XXXXXXXX)
• CAPL Capital Budget (4XXXXXXXX)
• PBCS PBC Salary Savings (5XXXXXXXX)
• YECB Year End PO CFWD Budget (6XXXXXXXX)
• Schools and Departments will be limited to
  document type OPSD Operating Schools and
  Departments for budget transfers
• All OPSD budget transfers will begin with the
  number 2

For End users
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FM Budget Amendments Budget Types

• Budget Types were designed as a sub-division of
  the Budget Processes
• Assigned to Budget Processes
• Only valid combinations of process and budget
  types will be accepted by the system
• For school and department budget transfers,
  budget type AMND (amendment) together with
  process Transfer will be valid for use
• For transfers, a Sender and Receiver budget type
  must be entered (both AMND)

71
FM Budget Amendments Budget Versions and
Fiscal/Year Period

• For all budget transactions carried out in the FM
  Budgeting Workbench, the budget version will
  always be version 0 (active or current
  version).
• Fiscal Year/Period You will need to enter the
  current SBBC fiscal year and period for all
  budget amendments such as budget transfers.
• July period 001, August 002,June 012.
• The system has been configured to not accept
  ALL as a period value (ALL distributes the
  budget amounts evenly in all periods). Only the
  current period will be open for budget postings.

72
FM Budget Amendments Summary
For School and Department budget transfers, only
the following Budgeting Workbench data will be
used

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

73
Budgeting Workbench Budget Transfer
Process Transfer
Grayed out fields auto-populate
Doc. Type OPSD
Version 0
Budget Type AMND
Sender(From)
Period
Receiver (To)
Sender Funds transferred from Fund - 1000
Funds Center - 3315118510 Functional Area -
5652000000000000 Commitment item - 55000000
Receiver Funds transferred to Fund - 1000
Funds Center - 3315118510 Functional Area -
525000000000000 Commitment item - 55000000
74
Budgeting Workbench Entry Document
Message indicating that the posting was
successful and a entry document created.
Note After resources are successfully posted, a
document will be created and a message displayed
at the bottom of the screen indicating that the
posting was successful and a entry document
created.
75
Demonstration and Exercise

• Scenario Create a Budget Transfer to different
• Account assignment
• T-code FMBB
• - See Work Instruction and
• Exercise Data Sheet

76
Create Budget Transfer Document
If the Enter FM Area pop-up box Appears. 1.
Enter SBBC in the FM Area box. Click .
1
If the Enter Layout pop-up box Appears. 2.
Enter ZB0001 in the Layout Variant
field. Select Default Layout Click .
2
77
Create Budget Transfer Document
If this is the first time entering the Budgeting
Workbench transaction it is recommended to switch
the transactions layout format to view the
Residual Budget and Total Budget columns. To
change the layout format click and
follow menu path Menu gt Extras gt Key Figures. 3.
Select - ZZ_RESIDU_CONS Select -
ZZ_TOTAL_BDGT 4. Click .
3
4
78
Create Budget Transfer Document
If this is the first time entering the Budgeting
Workbench transaction From the Budgeting
Workbench main screen click .
Follow menu path Menu gt Extras gt Key Figures
on/off. The Key Figures on/off pop-up box
appears. 5. Select ON for selections
Create Document Display Document
Change Document 6. Select the Simulation check
box 7. Click .
5
6
7
79
Create Budget Transfer Document
19
8
9
11
10
15
12
14
13
18
16
17
If the Lines table (lower portion of the screen)
is not visible point the mouse arrow at the
lower portion of the screen and while holding the
left mouse button down drag the Lines table into
view. Individuals using a MAC computer can
display the Lines table by pointing to the lower
portion of the screen and dragging the table into
view.
80
Create Budget Transfer Document (Dept.)
23
21
a
g
b
c
d
e
f
22
81
Create Budget Transfer Document (Schools)
23
21
a
g
b
c
d
e
f
22
82
Create Budget Transfer Document
25
24
83
Create Budget Transfer Document
84
Demonstration and Exercise

• Scenario Hold Budget Transfer Document
• T-code FMBB
• - See Work Instruction and
• Exercise Data Sheet

85
Create Budget Transfer Document
If the Enter FM Area pop-up box Appears. 1.
Enter SBBC in the FM Area box. Click .
1
If the Enter Layout pop-up box Appears. 2.
Enter ZB0001 in the Layout Variant
field. Select Default Layout Click .
2
86
Create Budget Transfer Document
If this is the first time entering the Budgeting
Workbench transaction it is recommended to switch
the transactions layout format to view the
Residual Budget and Total Budget columns. To
change the layout format click and
follow menu path Menu gt Extras gt Key Figures. 3.
Select - ZZ_RESIDU_CONS Select -
ZZ_TOTAL_BDGT 4. Click .
3
4
87
Create Budget Transfer Document (Hold)
If this is the first time entering the Budgeting
Workbench transaction From the Budgeting
Workbench main screen click . Follow
menu path Menu gt Extras gt Key Figures
on/off. The Key Figures on/off pop-up box
appears. 5. Select ON for selections
Create Document Display Document
Change Document 6. Select the Simulation check
box 7. Click .
5
6
7
88
Hold Budget Transfer Document
19
8
9
11
10
15
12
14
13
18
16
17
If the Lines table (lower portion of the screen)
is not visible point the mouse arrow at the
lower portion of the screen and while holding the
left mouse button down drag the Lines table into
view. Individuals using a MAC computer can
display the Lines table by pointing to the lower
portion of the screen and dragging the table into
view.
89
Create Budget Transfer Document (Hold) (Dept.)
23
21
a
g
b
c
d
e
f
22
90
Create Budget Transfer Document (Hold) (Schools)
23
21
a
g
b
c
d
e
f
22
91
Hold Budget Transfer Document
24
92
Hold Budget Transfer Document
25
26
93
Create Budget Transfer Document (Hold)
27
94
Hold Budget Transfer Document
28
95
Hold Budget Transfer Document
96
Demonstration and Exercise

• Scenario View budget document
• T-code FMEDD
• - See Work Instruction and
• Exercise Data Sheet

97
View Budget Document
If the Enter FM Area pop-up box Appears 1.
Enter SBBC in the FM Area box. 2. Click .

1
2
3
4
5
98
View Budget Document
9
8
7
6
99
View Budget Document
11
10
100
View Budget Document
13
101
View Budget Document
14
102
View Budget Document
15
103
View Budget Document
16
104
Demonstration and Exercise

• Scenario View budget document
• T-code FMEDDW
• - See Work Instruction and
• Exercise Data Sheet

105
View Budget Document
1
1. Enter FMEDDW in the Quick Enter field. 2.
Click the Enter key on your keyboard.
106
View Budget Document
7
3
4
5
6
107
View Budget Document
8
108
View Budget Document
9
109
FM Budget Amendments Budget Reversal Documents

• On occasion, a budget transfer may contain coding
  errors and have to be reversed.
• Reversing budget documents creates the opposite
  posting entry.
• When budget postings are reversed, the following
  occurs
• The original document status changes from
  Posted to Posted - Reversed and references
  the reversal document
• The reversal document status is set to Posted -
  Reversal and the original document is referenced
• Schools and Departments will only be authorized
  to reverse their own budget documents.

110
Reverse Entry Document
Entry document 200000096 has been reversed and
new reversal document 2000000172 has been created.

• FM budget entry documents can be reversed.
  Reversing a FM budget entry document will simply
  undo the action undertaken while posting the
  original document.
• Example Reversing the entry document will
  reverse (undo) the original transfer and place
  the funds back into the budget address from which
  they came.

111
Demonstration and Exercise

• Scenario Reverse budget document
• T-code FMDOCREV
• - See Work Instruction and
• Exercise Data Sheet

112
Reverse Transfer Document
1
2
113
Reverse Transfer Document
4
3
114
Reverse Transfer Document
5
115
Reverse Transfer Document
9
6
7
8
116
Reverse Transfer Document
11
10
117
Reverse Transfer Document
13
12
118
Reverse Transfer Document
14
119
FM Budget Amendments Budget Reversal Documents
Original Reversed Document
The status of the original document has changed
from Posted to Posted (Reversal)
Reversal document number
120
FM Budget Amendments Budget Reversal Documents
Reversed Document
Status Posted (Reversal)
Original Budget document number
121
FM Budget Amendments Entry Document List

• FM budget entry documents can be displayed in a
  list.
• An FM document will be created for all FM budget
  entry types, e.g., transfer, return, supplement,
  enter, and can be displayed.

122
Review

• For all budget transactions carried out in the FM
  Budgeting Workbench, the budget
• version will always be version _____ ?
• 0
• ORG
• 2
• None of the above answers are correct
• After successfully transferring funds, ECC will
  display a __________________ indicating that the
  transfer took place and was successful.
• Warning signal
• Caution light
• Message
• What is the following document type, OPSD?
• Operating Budget Office
• Operating Cafeteria
• Operating - Schools and Departments
• What transaction is used to transfer budget
  resources?
• Budgeting Work Bench

123
Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
124
Unit Six
125
Unit Objectives

• At the end of this unit, participants will be
  able to
• Describe system integration for encumbrances
• Understand the purpose of Funds Reservations
• Create and Modify Funds Reservations
• Run a report on existing Funds Reservations

126
Encumbrance Recording Tracking

• Budget Encumbrances Integration with Materials
  Management (MM)
• FM integration with Purchasing Budget control
  (FM AVC) will be enforced and checked for all
  stages
• Purchase requisitions (PR)
• Purchase orders (PO)
• Goods receipts (GR)
• Invoice receipts (IR)
• Budget consumption will be tracked and reported
  on by stage of the purchasing process.
• AVC checking will be triggered when amount
  requested is greater than the available balances
  if amount requested is less, funds are released
  for the difference.

127
To Be Budget Encumbrances Integration with
Materials Management
PURCHASE REQ.

• Budget PR Pre-Encumbrance Increase

• Budget PR Pre-Encumbrance Decrease PO Budget
  Encumbrance Increase

PURCHASE ORDER

• Budget PO Encumbrance Decrease Actual Increase
• (Expenditure) Approved

GOODS RECEIPT

• Budget PO Encumbrance Decrease Actual Increase
• (Expenditure) Sent/Spent

INVOICE RECEIPT
128
Manual Funds Reservation

• The funds reservation (earmarked funds) process
  is used to encumber funds outside the standard
  purchasing process.
• Provides for funds to be encumbered based on
  anticipated expenses before a requisition,
  purchase order, non-PO invoice or financial
  expense posting
• Schools and Departments will be limited to
  creating Funds Reservations ( not required -
  optional)

129
FM Funds Reservation

• Schools and Departments can reserve funds in
  advance of actual encumbrances or expenditures as
  needed. Example
• Ensure have enough budget for a future upcoming
  commitment
• Prevent overspending in early part of year for
  seasonal spending patterns
• Prevent overspending on non-salary expenditures
  due to salary overruns
• FM commitments documents reduce the amount that
  is available for spending these documents create
  encumbrances without involving purchasing
  documents

130
FM 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 funds
  set-aside in whole or in part. The consumption
  history of the funds reservations is updated.

131
Demonstration and Exercise

• Scenario Create Funds Reservation
• T-code FMX1

132
Create Funds Reservation
1
2
3
133
Create Funds Reservation
5
b
c
a
6
134
Create Funds Reservation
8
7
a
b
135
Create Funds Reservation
136
Change Funds Reservation

• Funds Reservations are flexible
• A Funds Reservation can
• Be manually increased, reduced, or marked as
  completed (closed)
• Be updated to change the account assignment
• Increases to the fund reservations amount reduces
  balance available for spending
• Reductions or closing a funds reservation at the
  line item or document level returns funds and
  increases funds available for spending
• Changing the account assignment returns budget to
  the original account assignment and encumbers the
  funds against the new assignment

137
Demonstration and Exercise

• Scenario Change Funds Reservation
• T-code FMX2

138
Change Funds Reservation
1
139
Change Funds Reservation
4
3
140
Change Funds Reservation
141
Demonstration and Exercise

• Scenario Display Funds Reservation
• T-code FMX3
• See Work Instruction and
• Exercise Data Sheet

142
Display Funds Reservation
1
143
Display Funds Reservation
3
144
Demonstration and Exercise

• Scenario Display Funds Reservation Run the
• Earmarked Funds Document Report
• T-code S_P99_41000147
• - See Work Instruction and
• Exercise Data Sheet

145
Run the Earmarked Funds Document Report
5
1
2
3
4
146
Run the Earmarked Funds Document Report
6
147
Run the Earmarked Funds Document Report
7
148
Run the Earmarked Funds Document Report
8
149
Run the Earmarked Funds Document Report
9
150
Run the Earmarked Funds Document Report
10
151
Run the Earmarked Funds Document Report
11
152
Review

• The funds reservation (earmarked funds) process
  is used to _______________________.
• Encumber funds outside the standard purchasing
  process
• ORG
• 2
• None of the above answers are correct
• Schools and Departments can reserve funds in
  advance of actual encumbrances or expenditures
  to?
• Ensure have enough budget for a future upcoming
  commitment
• Prevent overspending in early part of year for
  seasonal spending patterns
• Prevent overspending on non-salary expenditures
  due to salary overruns
• All the above are correct
• What does AVC mean?
• Advance Vacation
• Availability Control
• Neither a or b are correct
• Both a and b are correct

153
Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
154
Unit Seven

155
Objectives

• At the end of this lesson participants will be
  able to
• Create FM Master Data groups
• Understand the different roles that BI and ECC
  play in reporting
• Display and Analyze FM reports

156
ECC / BI
Data from the various areas in the ECC client
up-load nightly into the BI client. This
information is organized into prearranged tables
and reports.
SAP ECC
PS
157
FM Master Data Groups

• FM master data can be organized into groups with
  one or more levels.
• Groups are useful in reporting. By selecting the
  group name instead of listing each master data
  record individually, you can pull up budget data
  for specific areas.
• Groups can be created for
• Funds
• Fund Centers
• Commitment Items
• Funded Programs
• Functional Areas

158
FM Master Data Groups

• Only those master records assigned to the group
  or node will be displayed
• All users will have authorization to create and
  maintain master data groups to meet their
  specific needs
• Groups can be user-specific, so those groupings
  are available only to the user who created them

159
FM Master Data Groups
Enter group names here instead of individual
values
160
FM Master Data Group Example
group name
Nodes
Functional Areas included in group
Master data records are organized into groups for
reporting and analysis.
161
Demonstration

• Scenario Create Functional Area Group
• T-code FM_SETS_FUNCTION1
• - See Work Instruction and
• Exercise Data Sheet

162
Demonstration

• Scenario Change the Functional Area Group
• T-code FM_SETS_FUNCTION2
• - See Work Instruction and
• Exercise Data Sheet

163
Demonstration

• Scenario Display Functional Area Group
• T-code FM_SETS_FUNCTION3
• - See Work Instruction and
• Exercise Data Sheet

164
Budget 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

165
Budget 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.

166
Budget Reporting

• Some reports that can be run in ECC are
• FM Document Journal Report Displays documents
  that have been posted in the Funds Management
  (FM) area
• Available Budget Report Displays funds which
  are available or, restricted.

167
Demonstration

• Scenario Available Budget Report (AVC Report)
• T-code FMAVCR01

168
Available Budget Report (AVC Report)
6
1
2
3
4
5
169
Available Budget Report (AVC Report)
7
170
Available Budget Report (AVC Report)
9
8
171
Available Budget Report (AVC Report)
10
172
Available Budget Report (AVC Report)
11
173
Available Budget Report (AVC Report)
12
174
Review

• Reports should only be run in ECC when
  ___________ reporting is critical (i.e. Budget
  AVC reports).
• Near real time
• Real time
• A report on the original budget is needed
• None of the above answers are correct
• Organizing master data records into groups
  enhance what?
• Reporting
• Record retrieval
• Record control
• Both a and b are correct
• The vast number of budget reports will be
  generated from Business Intelligence (BI).
• True/False
• BI reports will be updated on a nightly basis
  from ECC (almost real-time).
• True/False

175
Course Summary

• After the budget is prepared in Integrated
  Planning it will be downloaded in ECC (Commitment
  Item level)
• Department 4th digit of the Commitment Item
• Schools 2nd digit of the Commitment Item
• AVC to Commitment Item level control
• Budgetkeepers can
• Transfer funds to allow for spending.
• Encumber funds for anticipated future use.

176
Course Summary

• All transfers will have a sender () and receiver
  (-) budget.
• Funds can be transferred from one budget area to
  another (e.g., between Commitment Items).
• Funds can be transferred from one budget type to
  another.
• No matter what type of budget transfer is
  processed the sender fund must have the necessary
  funds to cover the debt.
• Site budgets may have adjustments
• Supplements
• Returns
• Transfers
• Etc.

177
Course Summary

• To prevent system performance slow down reports
  should be run from BI and not ECC.
• Some ECC reports are
• Available Budget Report (AVC Report)
• FM Document Journal Report
• Master Data groups can be set up for reporting

178
Budget Go-Live December 2007Payroll Go-Live
February 2008In the Interim

• The reports you are getting now will still be
  available for use until February 2008.
• Payroll results will be reported using the
  following
• the existing LBR231-1 and LBR231-2 reports
• the existing Supplement report
• The Onetime Pay report.
• Payroll and non-payroll results will need to be
  manually combined to provide a complete picture
  of a school or departments budget position.
• This will only need to be done for two months,
  once Payroll goes live in February, 2008 then all
  reporting will be done from the new ECC system.

179
Agenda
Unit
Unit one BI-IP ECC Functions and Integration
Unit two Funds Management (FM) Master Data
Unit three FM Concepts and Significant Budget Changes
Unit four FM Budget Control
Unit five FM Budget Amendments
Unit six FM Budget Reservations
Unit seven FM Master Data Groups and Reports
Questions
180
Questions?
181
(No Transcript)
182
User Support Options
Follow-Up

• ESS Appraisal
• Blackboard

• HELP DESK 754-321-8120
• BRITE Website