TITAN SAP Training

1
Budget Preparation Executive Overview
2
Course Outline
Executive Overview
Objectives
Overview
2006 Budget Manual
Screen Layout Overview
Queries Reports
Appendices
Support
3
Objectives

• Discuss Budget Process
• Explain Terms Concepts
• Describe Process Changes
• View 2006 Budget Manual
• Execute Queries (Reports)
• Use Appendix Materials
• Review Support Process
• Summary

4
Overview

• SYSTEM
• New system within SAP called Business
  Information Warehouse (BW)
• Budget Prep System in SAP is replacing BUDR
  BUDF systems
• Separate logon from SAP R/3 Production
• User ID is same
• Initial password tarrXXXX where XXXX is last
  four digits of your social security number

5
Overview

• SCOPE
• Starting 2007 budget year and subsequent years,
  all budget requests for operating expense funds,
  revenue and special purpose budgets will be
  included
• Does not include Grants except for Cash Match and
  Operating Subsidy
• Cash Match 592011
• Operating Subsidy 592021

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Overview (contd)

• Whats included in Department Entry for 2006
  budget year?
• Operating expense budgets for following funds
• 10000 General Fund (most departments)
• 26100 Road and Bridge (Precincts and
  Transportation)
• 32100 Debt Service (Budget Office)
• Special purpose budgets
• T0400 Public Health
• 51100 Resource Connection
• 21100 County Clerk
• 21300 County Clerk

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Overview (contd)

• Whats not included in Department Entry for
  2006 budget year?
• Special Purpose Budgets
• Departments with other special purpose budgets
  may elect to enter these in the new system in the
  April/May timeframe
• Another option is to wait until August timeframe
  (except those indicated on pg. 6) and provide to
  Budget Office via spreadsheets (current process)
• Revenue and cash carry forward (CCF) will not be
  available during department entry timeframe
• Revenue
• Follow existing manual process for 2006
• Audit Department will run parallel systems to
  validate new system design

8
Versions
Version Used By Used For Dates Used
A Departments Entering department summary, budget requests, and decision packages 4/4 5/13
B Budget Office Perfecting department input and salary projections 5/13 7/1
C Budget Office Budget Office recommended budget 7/1 8/15
D Budget Office Court hearing adjustments, final modifications, and budget approval 8/15 9/30
Dates are approximate and will vary each year.
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Tarrant County Budget Prep Timeline
4/4
9/30
Budget Prep Kickoff
Approved Budget
Instructions Available for Departments
Final budget loaded into SAP R/3 Funds Mgmt.
8/15 9/30
4/4 5/13
5/13 7/1
7/1 8/15
Version D
Version A
Version C
Version B
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
5/13 6/15
8/15 9/30
Department Meetings
Budget Hearings
NOTE Dates are approximate and will vary each
year.
10
Budgeting Fund Centers
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Budgeting Fund Center

• Level to manage budget(s)
• One or more per department
• Department heads determine budgeting fund centers
• Fund centers roll up to budgeting fund center(s)
• Budgeting fund centers roll up to fund center
  groups
• Fund center groups are control level for budgets
• Alpha abbreviations for budgeting fund centers
  set up in R/3 to view actual expenses at same
  level as budgets

12
Terms Concepts
TERMS DEFINITION
SAP R/3 Refers to SAP system used today. Includes HR, Payroll, ESS, Appraisals, Purchasing, Purchase Requisitions, Financial Accounting, Grants and Funds Management.
BW SAPs Business Information Warehouse. A database used for the Countys budget planning and reporting.
Layout BWs term for a budget planning screen.
13
Terms Concepts
TERMS DEFINITION
Version Edition of a layout (version A is used for department entry, version B is used for perfections by the Budget Office, etc.)
Query SAP term for a BW report. Can be displayed on-line or printed.
Variant Used to save your settings for a BW query or R/3 report (ex fund center for a query).
Crystal Application that merges text and numbers for report generation.
Mobius (Document Direct) Repository for reports generated by other applications.
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Terms Concepts
TERMS DEFINITION
Decision Package New way of bundling all costs for a new program, new position(s) and capital items gt500,000.
Budget Request (2006) Expense commitment items and amounts being requested.
Current Budget (2005) Court approved budget for Fiscal Year plus or minus any adjustments.
YTD Year To Date amounts spent or received.
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Terms Concepts
TERMS DEFINITION
Fund Center Level expenses are recorded. Equivalent to cost centers. Multiple fund centers for large departments.
Budgeting Fund Center (BW/BPS) The fund center number used to enter and manage budgets. All fund centers roll up to a budgeting fund center.
Budgeting Fund Center (R/3) Alphabetical abbreviation in R/3 to view FM reports of expenses and budgets by budgeting fund center. Used for large departments.
Fund Center Group (R/3) One for each Department. Control level for budgets.
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Department Process Changes
OLD NEW
Vehicle schedule submitted with budget request Vehicle schedule no longer submitted with budget Forward to Transportation Dept.
Subtotals are not available by commitment item group Subtotals available by commitment item group View on-line in queries and reports
Spell check not available Spell check entire document in Word, then Copy/Paste into text document
Text has to be retyped to correct errors or make changes Text can be edited on-line
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Department Process Changes
OLD NEW
Appropriations and capital requests included items for new programs and new positions along with regular budget items New programs, positions or capital gt500K entered as a Decision Package Decision packages and budget requests are consolidated for a total department request
Text entered line-by-line on screen without word wrap Word wrap capability
Special Purpose Budgets entered in August/September Special Purpose Budgets may be entered in May with regular budget process Option to request in August/September when revenue and cash carry forward are available.
18
2006 Budget Manual

• The budget manual contains
• Salary Structure
• Fund and Funds Center List
• Grants Listing
• Commitment Item Account Codes
• Revenue Account Codes
• Purchasing Information
• The budget manual is available on the training
  website and the budget office link from Tarrant
  County website

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Screen Layouts Overview

• Department Summary (enter one time for entire
  department)
• Mission Statement
• Accomplishments
• Objectives
• Workload Measures
• Department Budget Entry (existing programs and
  positions)
• Budget Requests
• Capital Requests
• Reclassification Requests
• Decision Package (new programs, positions or
  capital gt500K)
• Program Summary
• New Positions
• Package Requests

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Layout Screen Features
Budget Planning Work Area
Document Indicator
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Budget Reporting Tools
Type of Report When Used How Do I Get There?
BW Reports To view and print budget entries/data BW transaction code RRMX
BW Text-Enable Crystal Reports To view and print budget entries/data including text justification BW user menu under Crystal Reports Department folder
Document Direct (Mobius) Repository To view and print historical budget data (with text justification) Use the Document Direct icon on your desktop. Select VDRNet area.
FM Rollup Budget Reports (R/3) To view and print detailed actual expense and budget information R/3 transaction code ZFMCA
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Query Report Overview
BW (Budget System)
Mobius (Document Direct)
SAP
Funds Mgt. Budget Rollup Reports R/3
BW Reports
Text-enhanced Crystal Reports
Nightly Updates from SAP
Loaded in Document Direct Repository on
pre-determined schedule
Crystal
Updates every 15 minutes from BW
Text-enhanced Crystal Reports
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Report Cross Reference Appendix
PY Previous Budget Year CY Current
Budget Year NY New Budget Year
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BW Reports (RRMX)
To execute a BW report, choose the button
and select Workbooks
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BW ReportsSelecting A BW Report
Highlight the desired report (ex Budget
Request) and click the
button.
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BW ReportsSpecifying Report Selection Criteria
After entering your desired selection criteria
(fund, budgeting fund center, etc.), press the
button. Note The button can be
used to save your report settings as a variant
and the button to retrieve previously
saved variants. The button will display
only if you have saved at least one (1) variant.
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BW Report Screen Features
Excel Menu/Toolbar
Query Button Toolbar
Query Display Area
Drilldown Buttons
After executing a report, you can print it or
save it as an Excel spreadsheet using the Excel
menu/toolbar.
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BW Text-Enabled Crystal Reports
To view the Crystal reports, select the
button to view your user menu. Next, you will
need to double-click on the desired report (ex
Departmental Text Summary) from the Crystal menu.
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BW Text-Enabled Crystal Reports(2 Logons Use
BW User Name/Password)
WEB APPLICATION SERVER LOGON
CRYSTAL LOGON
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BW Text-Enabled Crystal Reports Selection Screen
Enter your selection criteria -- fund, budgeting
fund center, budget year -- using the
buttons. Then press the
button to run the report.
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BW Text-Enabled Crystal Reports(Final Logon
Use BW User Name/Password)
DATABASE LOGON
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BW Text-Enabled Crystal ReportsReport Output
To print the report, click on the
button and specify the desired printer.
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FM Budget Rollup Report (R/3 transaction code
ZFMCA)
To execute the Rollup Budget Report, double-click
on it.
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FM Budget Rollup Report Rollup Report Selection
Screen
To execute the report, enter fiscal year, period,
fund, fund center group or budgeting fund center
designation, and commitment item group. Press
the button.
35
FM Budget Rollup Report Selecting the Rollup
Budget Report
To execute the report, double-click on
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Appendices

• Budgeting Fund Centers (BW and R/3)
• Budget Report Cross Reference List

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Need Help?
1
Review your training materials and notes.
2
Review tutorials on training website
http//www.tarrantcounty.com/titan/lib/titan/train
ing/index.asp
3
Ask your peers for assistance
Call the Department Budget Support Hotline at
817-884-1520
4
5
Email the Training Mailbox at titansaptraining_at_t
arrantcounty.com
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Summary

• Discuss Budget Process
• Explain Terms Concepts
• Describe Process Changes
• View 2006 Budget Manual
• Execute Queries (Reports)
• Use Appendix Materials
• Review Support Process
• Summary

39
Questions?