Department Administrator Budget Processes

1
Department Administrator Budget Processes
2
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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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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Course Description

• During this course, SAP users will be introduced
  to the revised SBBC Department Budget and
  Purchasing processes.
• Participants will learn how the implementation of
  the BRITE Budget process will change the way in
  which the budget is currently prepared.
• Participants will be introduced to some basic
  Budget and Purchasing screens and vocabulary.

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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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Budgetkeeper Responsibilities

• Department Budgetkeepers will be responsible for
  completing the following tasks in SAP
• Review and modify annual Department budget using
  web-based BI-IP layouts.
• Transfer funds within their respective Funds
  Center. Funds will be transferred in ECC using
  transaction Budgeting Workbench (FMBB).
• Researching budget transfer documents. This will
  be accomplished in ECC using transaction Display
  Budgeting Documents (FMEDD FMEDDW).

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Budgetkeeper Responsibilities

• Reversing Budget transfers that were made in
  error in ECC. Budget transfers will be
  accomplished using transaction Reverse Budget
  Entry Documents (FMDOCREV).
• Encumbering funds as directed by the Department
  Head using the Create, Change and Display Funds
  Reservation transactions (FMX1, FMX2 FMX3).
• Review and assess Department budget availability
  using report transaction Overview of Annual
  Values (FMAVCR01).
• Review and assess Department budget availability
  using reports generated from Business
  Intelligence (BI).

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Budgetkeeper Responsibilities

• Create Purchase Requisitions for material and
  services required by their Departments using
  transaction Create Purchase Requisition (ME51N)
• Release Purchase Requisitions for material and
  services required by their Departments using
  transaction Collective Release of Purchase
  Requisitions (ZMPU_ME55)
• Create Purchase Orders from Purchase Requisitions
  using transaction Create Purchase Order (ME21N)

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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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Unit One
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Key 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.
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BI-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.
The Integrated Planning (IP) portion is used to
enter budget data. The Business Intelligence
(BI) portion runs reports.
BI-IP (read/edit data)
BI (read onlydata)
Annual Dept. Budget Planning Data is Entered
Generate Reports
ECC Updates BI Data Nightly with Transactional
Data
ECC
BI-IP Updates SAP ECC as Needed with Plan Data
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Key Terms
Planned Version A BI-IP layout which has been
created to record budget data at a given point
in the budget based data set preparation process.
In many cases planned versions will look
identical to the one that preceded it, e.g.,
version D3 (First Public Hearing) looks like
version D4 (Final Public Meeting). However, to
accommodate the responsibilities of the various
organizations reviewing the budget, one version
may look slightly different than layout versions
used by other parties in the budget prep process,
e.g., version D1 (Budget Office Approval )
looks slightly different than version D4
(Adopted Budget). Department IP Layout
Versions D-1 Departments Budget Version (Budget
Office Prep) D-2 Departments Budget Version
(Department Up-date Approve) D-3 Departments
Budget Version (Budget Office Approval)
First Public Hearing D-4 Departments Budget
Version (Budget Amendment) D-5 2nd Public
Hearing
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Key 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 span over two calendar years. Example Plan Year 2009 Starts July 1, 2008 June 30, 2009 (same as fiscal year)
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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
7
Budget data from prior year(s) and current year
placed in BI
3
Budget uploaded to ECC
B I
8
Growth Budget requests submitted by departments
Supplements, returns and transfers processed as
needed (see note below)
4
9
Positions added/changed per Org Chart/Growth
5
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MSA-SAP Crosswalk
MSA SAP-FM (Funds Management)
Fund General Fund 100 Fund General Fund 1000
Type Location 0 9703 Budget Office Fund Center/Cost Center Business AreaTypeLocation0 2220097030 Budget Office
Class Object Expense Supplies 5 511 Commitment Item Expense Supplies 55110000
Function Activity Dept. Admin. 7200 00000 Functional Area Dept. Admin. 7200000000000000
Capital Project Location Activity 0211 78123 Funded Program P.00011
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BI-IP Budget Preparation

• Integrated Planning (IP) provides a platform for
  entering budget data, analyzing and reporting
  data using the commonly known Excel interface and
  Web-based functionality (the Portal).
• At SBBC, BI-IP will be accessed through the
  portal by Department
• End-Users. (both MAC PC users).
• The budget process will be
• standardized and all
• Departments will use the
• same web layout for their
• budget formulation process.

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BI-IP Budget Preparation

• BI-IP offers layouts which have been specifically
  configured to match SBBC budget business
  processes.
• Annual Department budget
• Each department (Cost Center/Funds Center) will
  only have access to information for their
  location.
• Different BI-IP layouts have been created to
  specifically accommodate both salary non-salary
  department budgets.
• Budget information for a single department, e.g.,
  Student Activities, will be entered in one set of
  BI-IP layouts.

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BI-IP Budget Preparation

• All requirements and timelines as set by the
  Budget Offices budget preparation process will
  remain intact but will be accomplished in BI-IP.
• Once all data has been entered and no further
  changes are necessary, the specific budget data
  version will be frozen and transferred to the
  next step in the budget preparation process.
• Once the budget has gone through the necessary
  modifications and final approval is given
  (approved version) the entire budget will be
  frozen and saved for historical analysis and
  loaded into
• ECC as version 0.

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BI-IP Budget Preparation

• Currently annual budget planning is performed and
  consolidated within Excel spreadsheets, and a
  more summarized version of the budget data is
  loaded into the legacy financial system, MSA.
• Budgetkeepers will use the BI-IP tool to input
  and change Department budgeting data.
• In line with the current budget
• creation process timeline issued
• by the Budget Office, the
• annual Budget for the next fiscal
• year, (FY2009) will be entered
• into BI-IP.

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BI-IP Budget Preparation

• Following are the budget preparation tasks that
  will be accomplished
• in BI-IP
• Budget Office Analyst - Prepares the annual
  budget for all departments.
• Department Heads Budget Office Analyst -
  Prepare and submit their Growth Budget requests
  in Version D1 for consultative review by Budget
  Office before distribution to Superintendent.
• Superintendent/ Senior Executive Leadership Team
  - Growth Requests that impact Organizational
  Chart are reviewed by Superintendent. Also
  included is any changes made by the
  Superintendent (Version D1).
• Budget Office Analysts - Positions in ECC HR
  module are added/deleted/changed based upon
  approved Organizational Chart and Growth Budget
  Requests.

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BI-IP Budget Preparation

• BI/Technical Team - Updated positions are
  extracted from ECC to BI-IP.
• Department Heads Dept. Budgetkeepers - Review
  budget and modify non-salary items as necessary
  within the overall department budget total
  (Version D2).
• Superintendent/ Senior Executive Leadership Team
  - Review Growth Budget requests. Department
  budgets are revised to include approved requests
  (Version D2).
• School Board - The Superintendents revised
  Organizational Chart is approved by the School
  Board (Version D2).

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BI-IP Budget Preparation

• Budget Office Analysts - Budget Office prepares
  final budget for all departments which includes
  all approved Organizational Chart changes and all
  approved Growth Budget Requests (Version D2).
• Budget Office Analyst - Review and approve any
  changes to non-salary items made by departments,
  if any (Version D3).
• Budget Office Analysts/BI Team - Final
  department budgets are retracted from BI-IP to
  ECC.
• Budget Office Analysts/BI Team - Department
  budgets are available for review/printing in
  Business Intelligence (BI).

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BI-IP Budget Preparation

• Budget Office - 1st Public Hearing School
  Board members consider and approve Budget.
• Budget Office Analysts - If changes are
  recommended at 1st Public Hearing, District
  Budget is revised (Version D3).
• Public/Board/Supt - 2nd Public Hearing School
  Board members consider and approve the proposed
  District Budget (Version D4).

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BI-IP Access and Portal Navigation

• The following slides demonstrate how to access
  the SAP BRITE web site and view information
  concerning annual Department budget preparation
  information.
• 1. Go to URL www.broward.K12.fl.us/erp.
• 2. Click the Click to Access Portal button.
• Note Currently this button does not exist,
  however, it will be installed on the SAP BRITE
  web site prior to go-live.
• This presentation will introduce you to some of
  the screens available in BI-IP.

Click to Access BRITE Portal
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BI-IP Access and Portal Navigation

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

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BI-IP Access and Portal Navigation

• 1. Click the tab.

Click the BI-IP Depts Grants tab
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BI-IP Access and Portal Navigation

• 1. Click the BI Integrated Planning node.

Note This presentation demonstrates how to
access the various IP layouts designed for the
annual Department budget preparation process.
Note It is important to click the node
next to the BI Integrated Planning folder.
Clicking the actual BI Integrated Planning
folder will take the user to the first selection
listed under the BI Integrated Planning folder.

1. Click the BI Integrated Planning node.
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BI-IP Access and Navigation

• Click the Salary selection.

Notice there are two selections Annual Budget
Used to plan annual Department budget for
non-salary items. Salary - Used to plan annual
Department budget for salary items.
Click the Salary selection.
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BI-IP Access and Navigation
1. Enter PBP Plan Version D2. 2. Enter the Cost
Center for the Depart. entering the budget
information. 3. Enter Fiscal Year for the budget
being created.

• Note Departments will be recognized through the
  Cost Center/Funds Center number. Cost Centers
  are identified using a strict numbering
  convention which combines the Business Area,
  legacy type and location numbers.
• Cost Center Business Area (1-4) Type (5)
  Location (6-9) 0 (10)

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BI-IP Access and Navigation
Salary Planning Layout Fiscal Year - 2009 PBP
Plan Version - D2
FT Acnt Cal Std Hrly
Job Class Cost Center
Fund Functional Area
Position Pers. No
To see additional fields click the scroll right
bar.
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BI-IP Access and Navigation

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

Additional fields Hrs Annual Salary
Expand node.
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BI-IP Access and Navigation
Click the Annual Budget selection.
Salary is highlighted indicating that the Salary
Planning Layout is part of the layouts available
in the Salary section.
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BI-IP Access and Navigation

• Enter search values
• (1) Plan Version - D2 (5) Fund
  - 1000
• (2) Budget Type - ORGN (6) PLAN YEAR
  - 2009
• (3) Fiscal Year - 2009 (7)
  Funds Center - 2220097030.
• (4) Grant - NOT RELEVANT
• After all search values have been entered click
  the OK button.

Annual Budget
Variable Entry screen appears.
The selection Annual Budget is highlighted.
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BI-IP Access and Navigation
Funds Center Commitment Item
/2007 Actual /2008 Actual /2008 D2 /2009 D2
Functional Area
Click the vertical scroll down bar to add new
items.
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BI-IP Access and Navigation

• The Funds Center, Commitment Item and Functional
  Area make up part of an
• accounting string and must be entered
  together.
• You will never enter a Commitment Item by itself
  without an associated Functional Area. One
  Functional Area may have multiple Commitment
  Items assigned.

After new items have been added to the list click
the scroll up bar.
New item added to list.
If needed funds may be added to the item in the
field (shaded white) for the PLAN YEAR.
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BI-IP Access and Navigation

• Note After all changes have been made the
  Transfer Data button must be clicked.
• Click the button.

Transfer Data button
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BI-IP Access and Navigation

• Important After new items have been entered the
  information must be saved. Upon exiting the
  layout the system will delete all information
  that has not been saved
• Click the button.

Save button
Note Clicking the Reset Change Data button will
reset the data fields to the values set at the
last time the layout was saved.
Reset Change Data
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ECC - FM / Funds Management

• After approval the Department Annual budget will
  be extracted into ECC and placed in the
  appropriate funding folder.
• Normal Department Budget resources will be placed
  in the Funds Management folder.
• Normal day-to-day transaction, purchase material,
  transfer funds etc will be processed in ECC.

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Summary

• Department Heads and Budgetkeepers will modify
  the Annual Department budget using web-based
  BI-IP layouts.
• Department locations are identified by Cost
  Center Funds Center.
• Cost Center Funds Center numbers combine the
  new Business Area number with the current SBBC
  location and type.
• Department Heads and Budgetkeepers will only have
  access to layouts pertaining to their
  departments.
• In many cases planned versions will look
  identical to the one that preceded it.

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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 Budget Enter (transfer) documents
• Describe the accounting string for their
  department

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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)
• Example
• Actual address from ECC

Funded Program Fund Funds Center Commitment Item Functional Area Grant
NOT RELEVANT 1000 2220097030 55110000 720000000000000000 NOT RELEVANT
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FM Budget Amendments Summary
For 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)

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Budgeting Workbench Budget Transfer
Doc. Number
Fiscal Year
Process Transfer
Doc. Type OPSD
Sender(From)
Receiver (To)
Sender Funds transferred from Fund - 1000
Funds Center - 2220097030 Functional Area -
7200000000000000 Commitment item - 55110000
Receiver Funds transferred to Fund - 1000
Funds Center - 2220097030 Functional Area -
720000000000000 Commitment item - 53990000
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Demonstration and Exercise

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

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View Budget Document
1
1. Enter FMEDDW in the Quick Enter field. 2.
Click the Enter key on your keyboard.
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View Budget Document
7
3
4
5
6
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View Budget Document
8
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View Budget Document
9
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Unit Six
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FM 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

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

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Demonstration and Exercise

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

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Display Funds Reservation
1
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Display Funds Reservation
3
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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

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Run the Earmarked Funds Document Report
5
1
2
3
4
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Run the Earmarked Funds Document Report
6
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Run the Earmarked Funds Document Report
7
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Run the Earmarked Funds Document Report
8
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Run the Earmarked Funds Document Report
9
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Run the Earmarked Funds Document Report
10
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Run the Earmarked Funds Document Report
11
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Unit Six
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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

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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.

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Demonstration

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

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View Budget Document
Enter FMAVCR01 in the Quick Enter field and press
the Enter key on your keyboard.
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Available Budget Report (AVC Report)
7
1
2
3
4
5
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Available Budget Report (AVC Report)
8
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Available Budget Report (AVC Report)
10
9
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Available Budget Report (AVC Report)
Consumable Bdg
Consumed Amt
Available Amt
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• 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.

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Available Budget Report (AVC Report)
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Funds Reservation
Payment amount
Purchase Orders Purchas Requ.
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Available Budget Report (AVC Report)
13

• 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.

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Change History
Date Name Change Description
10/10/07 Timothy J. Longhurst Initial Draft
10/12/2007 Timothy J. Longhurst Corrected typo discrepancies