department administrator budget processes
DESCRIPTION
Department Administrator Budget Processes. Welcome and Ground Rules. Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! Please turn off or silence cell phones and pagers Please do not read or send email messages during class time - PowerPoint PPT PresentationTRANSCRIPT
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Department Administrator Department Administrator Budget ProcessesBudget Processes
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2Department Administrator Budget Processes
Have fun and enjoy the opportunities we have to contribute to SBBC’s 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
Welcome and Ground RulesWelcome and Ground Rules
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3Department Administrator Budget Processes
LogisticsLogistics
Before we get started ...
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4Department Administrator Budget Processes
Budgeting Execution RolesBudgeting 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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5Department Administrator Budget Processes
ECCRole
BudgetkeeperBudgetkeeper
Doc. Review
Budget Review
Transfer budget
SBBC Job
Initial Mapping
Process Map
END
SourceSource::
Mapping to
Individual
What are RolesWhat are Roles
Budgetkeeper Office Mgr
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6Department Administrator Budget Processes
Course DescriptionCourse 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.
Professional Development
BudgetBudget
Payroll
OperationsHuman
Resources
Finance
Enterprise
Management
InformationEnterprise Resource
Planning
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7Department Administrator Budget Processes
Budget Processing for End UsersBudget 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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8Department Administrator Budget Processes
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).
Budgetkeeper ResponsibilitiesBudgetkeeper Responsibilities
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9Department Administrator Budget Processes
– 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).
Budgetkeeper ResponsibilitiesBudgetkeeper Responsibilities
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10Department Administrator Budget Processes
– 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)
Budgetkeeper Responsibilities Budgetkeeper Responsibilities
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11Department Administrator Budget Processes
SAP AcronymsSAP AcronymsSAP 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
ECCEnterprise Central Component
WBSWork Breakdown Structure
CO Controlling
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12Department Administrator Budget Processes
Business Intelligence Business Intelligence Integrated Planning Integrated Planning
(BI-IP) and (BI-IP) and Department Budget PreparationDepartment Budget Preparation
Unit OneUnit One
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13Department Administrator Budget Processes
Key TermsKey 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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14Department Administrator Budget Processes
BI-IP Key TermsBI-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.
BI-IP (read/edit
data)
BI-IP (read/edit
data)
BI (read only
data)
BI (read only
data)
The “Integrated Planning” (IP) portion is used to enter budget data.
The “Business Intelligence” (BI) portion runs reports.
Annual Dept. Budget
Planning Data is Entered
Generate Reports
ECC Updates BI Data Nightly with Transactional Data
BI-IP Updates SAP ECC as Needed with Plan Data ECCECC
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15Department Administrator Budget Processes
Key Terms 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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16Department Administrator Budget Processes
Key TermsKey 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 spanover two calendar years.
Example: Plan Year 2009 – Starts July 1, 2008 – June 30, 2009 (same as fiscal year)
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17Department Administrator Budget Processes
Budget Preparation ProcessBudget Preparation Process
Schools prepare Membership & FTE
Projections in IP; it gets reviewed by ABAs
Budget data from prior year(s) and current year
placed in BI
Growth Budget requests submitted by departments
Budget uploaded to ECC
1
2
3
4
5
Data used for budget prep is placed in BI Locations prepare and
submit budgets6
Budgets reviewed and approved in IP
7
8
Supplements, returns and transfers
processed as needed
(see note below)
9
Positions added/changed per Org Chart/Growth
Positions added/changed per Org Chart/Growth
B IB I
B IB I
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18Department Administrator Budget Processes
MSA-SAP CrosswalkMSA-SAP Crosswalk
MSA SAP-FM(Funds Management)
Fund General Fund 100
Fund General Fund 1000
Type &Location
0 & 9703 = Budget Office
Fund Center/Cost CenterBusiness Area+Type+Location+0
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 ProjectLocation & Activity 0211 & 78123
Funded ProgramP.00011
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19Department Administrator Budget Processes
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.
BI-IP Budget PreparationBI-IP Budget Preparation
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20Department Administrator Budget Processes
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.
BI-IP Budget PreparationBI-IP Budget Preparation
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21Department Administrator Budget Processes
BI-IP Budget PreparationBI-IP Budget Preparation
All requirements and timelines as set by the Budget Office’s 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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22Department Administrator Budget Processes
BI-IP Budget PreparationBI-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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23Department Administrator Budget Processes
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.
BI-IP Budget PreparationBI-IP Budget Preparation
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24Department Administrator Budget Processes
– 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 Superintendent’s revised Organizational
Chart is approved by the School Board (Version D2).
BI-IP Budget PreparationBI-IP Budget Preparation
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25Department Administrator Budget Processes
– 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).
BI-IP Budget PreparationBI-IP Budget Preparation
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26Department Administrator Budget Processes
– 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).
BI-IP Budget Preparation BI-IP Budget Preparation
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27Department Administrator Budget Processes
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
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
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28Department Administrator Budget Processes
After clicking the Access Portal button the SAP NetWeaver screen will appear. 1. Enter your User ID. 2. Enter your unique Password. 3. Click .
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
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29Department Administrator Budget Processes
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
1. Click the tab.
Click the BI-IP Depts & Grants tab
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30Department Administrator Budget Processes
BI-IP Access and Portal NavigationBI-IP Access and Portal Navigation
1. Click the BI Integrated Planning node.
1. Click the BI Integrated Planning node.
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.
Note: This presentation demonstrates how to access the various IP layouts designed for the annual Department budget preparation process.
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31Department Administrator Budget Processes
BI-IP Access and Navigation BI-IP Access and Navigation
Click the Salary selection.
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.
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32Department Administrator Budget Processes
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)
BI-IP Access and Navigation 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.
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33Department Administrator Budget Processes
Salary Planning LayoutFiscal Year - 2009PBP Plan Version - D2
Fund Functional Area
Position Pers. No
Job Class Cost Center
%FTAcnt %CalStd Hrly
To see additional fields click the scroll right bar.
BI-IP Access and NavigationBI-IP Access and Navigation
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34Department Administrator Budget Processes
Expand node.
Additional fields:HrsAnnual Salary
BI-IP Access and NavigationBI-IP Access and Navigation
Review the information displayed in the Salary Layout then click the Expand node.
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41Department Administrator Budget Processes
ECC - FM / Funds Management 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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42Department Administrator Budget Processes
SummarySummary
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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Budget Processing and Budget Processing and Verifying Availability of FundsVerifying Availability of Funds
Unit TwoUnit Two
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44Department Administrator Budget Processes
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
Unit ObjectivesUnit Objectives
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45Department Administrator Budget Processes
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 CenterCommitment
Item Functional Area Grant
NOT RELEVANT 1000 2220097030 55110000 720000000000000000 NOT RELEVANT
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46Department Administrator Budget Processes
FM Budget Amendments: SummaryFM Budget Amendments: Summary
Process: Transfer Budget Category: Payment (default) Document Type: OPSD Budget Type: AMND Version: 0 Date/Fiscal Year/Period: (Current)
For Department budget transfers, only the following Budgeting Workbench data will be used:
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47Department Administrator Budget Processes
Budgeting Workbench: Budget TransferBudgeting Workbench: Budget Transfer
Sender: Funds transferred from: Fund - 1000 Funds Center - 2220097030Functional Area - 7200000000000000Commitment item - 55110000
Receiver: Funds transferred to:Fund - 1000 Funds Center - 2220097030Functional Area - 720000000000000Commitment item - 53990000
Doc. Type OPSD
Fiscal Year Process
Transfer
Sender(From)
Receiver (To)
Doc.
Number
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48Department Administrator Budget Processes
Demonstration and ExerciseDemonstration and Exercise
Scenario: View budget document
T-code: FMEDDW
- See Work Instruction and
Exercise Data Sheet
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49Department Administrator Budget Processes
View Budget DocumentView Budget Document
1
1. Enter FMEDDW in the Quick Enter field.2. Click the Enter key on your keyboard.
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50Department Administrator Budget Processes
View Budget DocumentView Budget Document
3
6
5
7
4
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51Department Administrator Budget Processes
View Budget DocumentView Budget Document
8
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52Department Administrator Budget Processes
View Budget DocumentView Budget Document
9
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FM Budget ReservationsFM Budget Reservations
Unit SixUnit Six
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54Department Administrator Budget Processes
FM Funds ReservationFM 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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55Department Administrator Budget Processes
FM Funds ReservationFM 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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56Department Administrator Budget Processes
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display Funds Reservation
T-code: FMX3
See Work Instruction and
Exercise Data Sheet
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57Department Administrator Budget Processes
Display Funds ReservationDisplay Funds Reservation
1
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58Department Administrator Budget Processes
Display Funds ReservationDisplay Funds Reservation
3
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59Department Administrator Budget Processes
Demonstration and ExerciseDemonstration 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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60Department Administrator Budget Processes
Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
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Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
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Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
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Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
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Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
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Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report
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FM Budget ReportingFM Budget Reporting
Unit SixUnit Six
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Budget ReportingBudget 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 ReportingBudget 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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70Department Administrator Budget Processes
DemonstrationDemonstration
Scenario: Available Budget Report (AVC Report)
T-code: FMAVCR01
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View Budget DocumentView 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)Available Budget Report (AVC Report)
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Available Budget Report (AVC Report)Available Budget Report (AVC Report)
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Available Budget Report (AVC Report)Available Budget Report (AVC Report)
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Available Budget Report (AVC Report)Available Budget Report (AVC Report)
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Consumable BdgConsumed Amt
Available Amt
• 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)Available Budget Report (AVC Report)
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Purchase Orders & Purchas Requ.
Funds Reservation
Payment amount
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Available Budget Report (AVC Report)Available Budget Report (AVC Report)
• 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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