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K-12 Budget Planning Tool
Celeste O’DeaDirector, Cloud Strategy & Business DevelopmentPublic Sector Strategic ProgramsJune 14, 2018
Budgeting for Success
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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
?
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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
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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
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• 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
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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
-------------------------------
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• 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
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• 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)
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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
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Oracle Planning & Budgeting Artifacts
DATA FORMS REPORTS DASHBOARDS
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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
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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
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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
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Oracle Enterprise Performance Reporting Cloud Service
Reinvent Your Narrative Reporting Process
Collaborate Securely
Confidently Report
Combine Data and Narrative
15
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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.
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• 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?
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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
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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
Oracle Confidential – Restricted
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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 Confidential – Restricted
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Oracle EPM Cloud Services
YouTube Channel cloud.oracle.com Website
Documentation
User Resources
Customer Connect
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