oracle erp cloud budgetary control: a case study 2019-04-23آ  2 white paper / oracle erp cloud...

Oracle ERP Cloud Budgetary Control: A Case Study WHITE PAPER / MARCH 4, 2019

2 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

PURPOSE STATEMENT

This white paper has been written to provide guidance on implementation decisions and setup for Budgetary Control in Oracle ERP Cloud through an example case study.

DISCLAIMER

This document in any form, software or printed matter, contains proprietary information that is the exclusive property of Oracle. Your access to and use of this confidential material is subject to the terms and conditions of your Oracle software license and service agreement, which has been executed and with which you agree to comply. This document and information contained herein may not be disclosed, copied, reproduced or distributed to anyone outside Oracle without prior written consent of Oracle. This document is not part of your license agreement nor can it be incorporated into any contractual agreement with Oracle or its subsidiaries or affiliates.

This document is for informational purposes only and is intended solely to assist you in planning for the implementation and upgrade of the product features described. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described in this document remains at the sole discretion of Oracle.

Due to the nature of the product architecture, it may not be possible to safely include all features described in this document without risking significant destabilization of the code.

3 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

TABLE OF CONTENTS

Welcome to Vision City ....................................................................................................... 4

Key Funds and Funding Sources ...................................................................................................................... 4

Vision City Organization .................................................................................................................................... 5

Financial Management Cycle ............................................................................................................................ 6

Key Implementation Considerations: Enterprise Structures ................................................ 9

Key Implementation Considerations: Budgeting .................................................................. 9

Budget Entry and Approval................................................................................................................................ 9

Using Budgets for Budgetary Control .............................................................................................................. 10

Budget Adjustments ........................................................................................................................................ 11

Key Implementation Considerations: Transaction Control................................................. 12

Key Implementation Considerations: Reporting and Analysis ........................................... 14

Budgetary Control Infolets ............................................................................................................................... 14

Budget Manager Inquiry/Reporting ................................................................................................................. 15

Department Head Inquiry/Reporting ................................................................................................................ 17

Periodic Public and Management Reporting ................................................................................................... 21

Year-End Public and Management Reporting ................................................................................................. 23

Conclusion ........................................................................................................................ 27

4 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

WELCOME TO VISION CITY

This paper describes the key implementation decisions a small city makes in configuring Oracle ERP Cloud Budgetary Control to manage its finances.

Vision City is a small fictional city in northern California. The city purchases Oracle ERP Cloud to address the following requirements:

• Better analytics during budget preparation/planning to budget execution cycle • Improved analysis and monitoring of budget consumption • Increased visibility of budget issues for transaction users • Streamlined legal and management reporting

Key Funds and Funding Sources

The main revenue sources are sales tax and property tax. The main citywide expenditures that must be budgetary controlled are in the General Fund.

Figure 1. Expenditures by Fund

General Fund 63%Wastewater Fund

18%

Capital Funds 14%

City Debt Fund 1%

Internal Service Funds

4%

Citywide Expenditures FY2013-14

5 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

The following five areas of expenditures are funded by the General Fund:

• General Government • Public Safety (Police and Fire) • Parks and Recreation • Community Development • Public Works

Figure 2. General Fund Expenditures

General Government 18%

Public Safety (Police and Fire)

51%

Parks and Recreation 16%

Community Development 9%

Public Works 6%

General Fund Expenditures FY 2013-2014

6 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

Vision City Organization

The Vision City government is organized into departments, with lower-level departments rolling up to higher- level or parent departments:

Figure 3. Vision City Department Hierarchy

The city has department managers controlling purchase approvals and budget spending at level 3 in the department hierarchy. Public reporting on the General Fund spending on administration is separated from operations. The finance department on behalf of the city council requires reporting on the type of expenditures at the object (or natural account) level.

Financial Management Cycle

The financial management cycle of the city mainly revolves around the budget planning for the next year and staying on track in the current year. The budget is a financial plan on how the city will receive and spend money during the fiscal year.

The financial management cycle has four phases:

• Planning and Budgeting: Prioritize objectives and determine the allocation of funds to meet these objectives.

• Budget Implementation: Map objectives to specific programs and departments in the city's organization structure for recording, expense monitoring and control.

• Expenditure Monitoring: Ensure that the budget amounts allocated are correctly reflected in Oracle ERP Cloud and the proper controls are set up for expenditures.

• Inquiry and Reporting: Produce periodic reports for the public and the department heads to reflect prior period budget vs. expenditure. Perform budget transfers and approve any budgetary control override requests.

Each department head is responsible for approving expenditures and controlling their budget to ensure they are meeting the associated objectives.

Vision City Departments

General Government

City Council

City Manager

City Clerk, Treasury, Attorney

Administrative Services

Finance

Human Resources

Information Technology

Public Safety

Police Department

Fire Department

Parks and Recreation

Adult Community

Center Parks

Playgrounds

Tennis Courts

Fields

Level 1

Level 2

Level 3

7 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

Figure 4. Financial Management Cycle

PLANNING AND BUDGETING

The planning and budgeting phase starts in August and continues until March. The proposed budget is prepared in April and is available for public review and hearings in May/June. The final (adopted budget) is released on July 1st.

The planning and budgeting phase has four steps:

1. Plan for Next Year 2. Strategic Goals, Objectives 3. Budget Preparation 4. Budget Review

Figure 5. Planning and Budgeting Phase

Vision City Financial

Management Cycle

Planning and Budgeting

Budget Implementation

Expenditure Monitoring

Inquiry and Reporting

Plan for Next Year

City Manager/Council Planning (August/September)

Department Review (October/November)

Strategic Goals, Objectives

Council Planning (January)

Refine Goals (February)

Budget Preparation

Allocate Funding (March)

Budget Submission/Proposal (April)

Budget Review

Public Review/Hearings (May/June)

Adopt Budget (July 1st)

8 WHITE PAPER / Oracle ERP Cloud Budgetary Control: A Case Study

1. Plan for Next Year