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K-12 Budget Planning Tool

Celeste O’DeaDirector, Cloud Strategy & Business DevelopmentPublic Sector Strategic ProgramsJune 14, 2018

Budgeting for Success


K-12 Trends

#CostReduction

Budgets are under pressure, but it

is difficult to control operational

costs

#Consolidation

Fragmented processes and

systems consume budgets and

block innovation

#Transparency

Taxpayers expect full accountability

and openness on how tax money is

spent

?


Typical challenges include:

• Fragmented data

• Individually maintained plans

• Difficult to collaborate

• Lackluster trackability and auditing

• Overall process inefficiencies

• Inability to effectively forecast

Planning and Forecast Business Processes

Re-OrgRe-structure


Budgeting Best Practices

Budgeting BestPractices

Get buy in and enable full participation from departments and executives

1 version of the truth. Avoid errors and issues resulting from multiple Spreadsheets

Use compelling visuals and user manipulated reports and graphics

Make process easier for citizens to participate –“Popular Budget Report”

Use same system for budget preparation and forecasting and analysis

Budget for performance, outcomes, results. Not just line items

Cloud is a key enabler of broader EPM adoption


• Develop efficient processes easily configured for the way K12 works

• Connect and Align expense and revenue budgets with financial planning targets

• Use drivers, formulas, and metrics to bring efficiency and rationality to the budgeting process

• Create a culture of data driven planning and forecasting across the entire district

New Planning ImperativeData Driven Planning, Aligned Across the Organization


Best Practices – Budget to Approval

Set Budget Strategy

Seed the organizational budget with high level targets such as revenue, actual position cost, and expense drivers

Allocate Targets

Assign targets across department, organization, or cost center using data patterns or other allocation rules

Determine Baseline Assumptions

Create bottom-up plans, set drivers & object/ account-based assumptions, & analyze variance to allocated targets. Manage tasks via centralized dashboard

Validate Assumptions

Utilize built-in time series regression techniques to analyze trends in historical data for validation of budget accuracy. Adjust assumptions if needed

Budget to Approval

• Daily Close to Financial Forecast

• Report to Forecast

• Period Close to Financial Reports

Drive Consensus

Securely collaborate across departments on unit budgets & key plan assumptions at each level –using what-if analysis as needed – to ensure alignment with strategic plans

Monitor & Consolidate

Automatically route approval requests based on pre-set rules & get notifications on the unit budget status. Review & roll up submitted budgets to executive and legislative levels

Approve and Publish Budget

Approve the final government budget & communicate to all stakeholders. Produce a “Popular Budget” for citizens

-------------------------------


• Combine data from multiple systems with rich narrative text to capture the full story

• Produce public facing reports such as popular CAFR or Adopted Budget Reports

• Tap into the knowledge across the entire organization through secure collaboration

• Manage and control the report development process with task lists and workflow

New Reporting ImperativeNarrative Reporting for Informed Decisions in Every Function


• Based on the proven Hyperion Planning platform, optimized for the Cloud

• Enterprise Grade: Security, High Availability, Scalability

• Fully Managed: Patched, Backed Up, Upgraded by Oracle

• Access from anywhere with new tablet-enabled interface

• Ease of Use through application wizards, diagnostics & system governors

• Rapid implementation: application creation wizards, starter kits and templates for implementation in weeks

• Tools for application migration from on-premise deployments

Overview:

Enterprise Planning & Budgeting Cloud Service (EPBCS)


Approved Budgets to Control Systems

Human Resources

Oracle’s EnterprisePlanning

AndBudgeting

Cloud Service

•Line Item Expense Budgeting•Employee / Position Expenses•Project /Fund/Performance Budgets

Data Entry

Web Forms Microsoft

Reporting

Position Data

Financial Data / Metadata

• Prior & CY Actuals / Budgets• Projects / Grants Details• Drivers & Statistical Values• Chart of Accounts, Departments

• Positions/Employees• Pay Rates• Benefit Details• Dept/Project Allocations

Position Data

Budget/Forecast CreationGeneral Ledger

G/L Trial Balance Projects / Grants

People, and Processes, & Technology Working Together

• Statistical Information• Rates – Tax, Fees, etc

Other Data Sources

10


Oracle Planning & Budgeting Artifacts

DATA FORMS REPORTS DASHBOARDS

Copyright © 2018, Oracle and/or its affiliates. All rights reserved. | 12

Multiple Reports, Multiple StakeholdersThe average worker collaborates with 10 or more people to accomplish daily tasks

AUTHOR

AUTHOR AUTHORREVIEWER

REVIEWER

REVIEWER

AUTHOR

SIGNER

SIGNER

Budget Books

Quarterly Forecasts

5 Year Plans

CAFR

Operations Reviews

Board Packages

Audit Reports

Public Disclosures

Regulatory Reporting

Group Budget Review

OWNER


Enterprise Performance Reporting Cloud Service (EPRCS)Overview:

• Address Internal and Statutory Financial Reporting Needs

• Manage narrative-based management reporting and external disclosures such as Popular CAFR in one solution

• Multi Dimensional engine to (optionally) store data in the cloud for Report Packages and powerful analytics via Smart View

• Report Package Functionality:• Full lifecycle support from definition thru publishing with phase management • Report Center: Authoring, Review, Commenting Framework, Monitoring • Dynamic security, integrated workflow, doclet management, auditing

• Secure: Role-based, auditable access on desktop and mobile devices

• Enterprise Grade: Security, High Availability, Scalability


Report DocletsMicrosoft Office

ERP/EPM/SIS Sources

Financial Reports/

ManagementReports

Embed Refreshable Data in Report Packages

Other Sources

OracleSmart View

Published Report

(camera-ready)

* as well as other systems

Reference Files

EPRCSData

Model


Oracle Enterprise Performance Reporting Cloud Service

Reinvent Your Narrative Reporting Process

Collaborate Securely

Confidently Report

Combine Data and Narrative

15


Oracle EPM Cloud ServicesAutomated System Administration

PatchingYou define your maintenance window. Patches are automatically applied to development and

production environments on a regularly scheduled cadence

TuningNumerous metrics and detailed information related to overall

system performance, activities and system reported errors.

BackupA system independent backup of artifacts in the database as well as on the file system is created every night as part

of Automated maintenance window

DiagnosticsPerformance, security, availability diagnostics

for tuning, problem resolution.

MonitoringUptime, Utilization, Top Activity, Health, Security profile, comparison to

typical. Monitor using service manager and Enterprise Manager.


• Provide detailed control over the entire process– Workflow

– Approval Rules

– Configurable forms

– Role Based Security

• Analytic capabilities– Multi year forecasts using

complex formulas

– Real-time budget and scenario analysis

– Complex compensation modeling

• Support Performance Based budgeting models

– Goal setting

– Tie budget to expenditures to targets

– Manage action

• Streamline traditional processes

– Easier/faster to implement

– Lower support effort

– Predictable cost model

What Can a Modern System Do For Your District?


Public Sector EPM Cloud Service Customers – May 2018

Education

Allegheny County Intermediate Unit (PA)

Clark County School District (NV)

Fort Bend Independent School District (TX)

Garland Independent School (TX)

Henrico County Public Schools (VA)

Manatee County Public Schools (FL)

Philadelphia Public Schools (PA)

Prince George’s County Public Schools (MD)

Shelby County Public Schools (TN)

St Paul Public Schools (MN)

Volusia County Schools (FL)

Wake County Public Schools (NC)

Transportation

Bay Area Rapid Transit (CA)

California High Speed Rail Authority

Greater Orlando Aviation Authority (FL)

Hillsborough County Aviation Authority (FL)

Los Angeles World Airports (CA)

Massachusetts Port Authority

Port of Los Angeles (CA)

Utility

Austin Energy (TX)

City Utilities, Springfield, (MO)

Fox River Water Reclamation District (IL)

Nashville Electric Services (TN)

Northeast Ohio Regional Sewer District¹

San Antonio Water System (TX)

Oracle Confidential – Restricted


Public Sector EPM Cloud Service Customers - May 2018

City/County/State

City of Atlanta, GA

City of Aspen, CO

City of Boston, MA

City of Broomfield, CO

City of Chicago, IL

City of Colorado Springs, CO

City of Dallas, TX

City of Detroit, MI

City of Eugene, OR

City of Fort Worth, TX

City of Hollywood FL

City of Jacksonville, FL

City of Lake Havasu, AZ

City of Las Vegas, NV

City of Lexington, KY

City of Oakland, CA

City/County/State

City of Raleigh, NC

City of Roseville, CA

City Of San Luis Obispo, CA

City of West Palm Beach, FL

County of Arlington, VA

County of Bell, TX

County of Boulder, CO

County of Chester, PA

County of Douglas, NE

County of DuPage, IL

County of King, WA

County of Lucas, OH

County of Polk, FL

County of Washington, MD

County of St. Croix, WI

County of Yuma, AZ

City/County/State

State of Georgia

State of Michigan

State of South Dakota

Other Municipalities

Boston Public Health Commission (MA)

Broward County Sheriff's Office (FL)

California State Bar

Citizens Property Insurance (FL)

Florida Department of Child and Family Services

NYC School Construction Authority

New York Convention Center Operating Corporation

State of Indiana Budget Agency

State of Minnesota DHS



Public Sector EPM Cloud Service Customers – May 2018

Federal Agency

Choctaw Nation

Department of Energy – Fermilabs

Department of Energy – Office of Science

Federal Deposit Insurance Corp

Ginnie Mae

Inter American Development Bank

Nrc Us Nuclear

United States Air Force

U.S. Government Publishing Office (GPO)

U.S. Senate

Canada

British Columbia Transit, Vancouver

Calgary Roman Catholic Separate School District #1

City of Calgary (AB)

City of Fredericton

City of Montreal, Quebec

City of Regina (SK)

Edmonton Public Schools

Government of Northwest Territories

Niagara College

Peel Region

Reginal Municipality of Peel

Saskatchewan Health

University of Alberta

University of Windsor

Workers’ Compensation Board of BC



Oracle EPM Cloud Services

YouTube Channel cloud.oracle.com Website

Documentation

User Resources

Customer Connect

https://www.youtube.com/watch?v=1vMBqxsMrt8&list=PLqBknew37gAn_rYqG-TRweFtOCZXK6cyY

https://cloud.oracle.com/enterprise-planning-cloud

https://docs.oracle.com/cloud/latest/pbcs_common/index.html

https://cloud.oracle.com/enterprise-planning-cloud

k-12 budget planning tool - fsfoa.starchapter.com · public sector epm cloud service customers -...

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