School Administrator Budget Processes. 2 Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! Please turn off or silence

School Administrator School Administrator Budget ProcessesBudget Processes

2School 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


LogisticsLogistics

Before we get started ...


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)


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


Course DescriptionCourse Description

During this course, SAP users will be introduced to the revised SBBC School 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


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.


School Budgetkeepers will be responsible for completing the following tasks in SAP:

– Review and modify annual School 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


– 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 School Principal using the Create, Change and Display Funds Reservation transactions (FMX1, FMX2 & FMX3).

– Review and assess School budget availability using report transaction Overview of Annual Values (FMAVCR01).

– Review and assess School budget availability using reports generated from Business Intelligence (BI).

Budgetkeeper ResponsibilitiesBudgetkeeper Responsibilities


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


Business Intelligence Business Intelligence Integrated Planning Integrated Planning

(BI-IP) and (BI-IP) and School Budget PreparationSchool Budget Preparation

Unit OneUnit One


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.


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 School 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


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 S3 looks like version S4. However, to accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than the one that preceded, e.g., version S4 (school) looks slightly different than version S5 (ABAs).

Note: School Principals and Budgetkeepers will use Planned Version S-4 (Schools Projection version) to enter/modify student Membership Projections for their Cost Center (location).


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)


Key TermsKey TermsCost Center

A unit of responsibility for capturing actual cost. Cost Centers are themeans in which locations (schools) are identified in SAP.Each school will be assigned a unique Cost Center number. Cost Centers are 10 digits in length and combine the current SBBC location and type.

Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10)

Legacy: Location = 1851 - Royal Palm EType = 1 - School Type (Elementary)

Cost Center = 3315 1 1851 0

SAP:


MSA-SAP CrosswalkMSA-SAP Crosswalk

MSA SAP-FM(Funds Management)

Fund General Fund 100

Fund General Fund 1000

Type &Location

1 & 1851 = Royal Palm E

Fund Center/Cost CenterBusiness Area+Type+Location+0

3315118510 = Royal Palm E

Class & Object Expense & Supplies 5 & 511

Commitment Item Expense & Supplies 55110000

Function & Activity School Admin. 7301 & 00000

Functional Area School Admin. 7301000000000000

Capital ProjectLocation & Activity 0211& 78123

Funded ProgramP.00011


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 End-Users in Schools & Departments (both MAC & PC users).

The budget process will

be standardized and

all Schools will use the

same web layout for

their budget formulation

process.

BI-IP Budget PreparationBI-IP Budget Preparation


BI-IP offers layouts which have been specifically configured to match SBBC budget business processes.– Membership Projection, Projection of Revenue

Each school (Cost Center/Funds Center) will only have access to

information for their location.

Different BI-IP layouts have been created to specifically

accommodate the various responsibilities of different groups creating

School Budgets, e.g., Elem School, Middle, High, Tech. etc…

Budget information for a single school, e.g., Deerfield Middle School,

will be entered in one set of BI-IP layouts depending on the

responsibility for budget creation.




Different BI-IP versions will be used to enter or modify budget data at different times in the budget creation process.

– Example: S4 - Membership Projection

S6 – Projection of Revenue

School Principals and Budgetkeepers will enter the appropriate BI-IP layout for their school and make modifications as necessary in the Membership & FTE Projection (version S4).

Data entered at different times in the budget preparation process will be saved using the various BI-IP layouts in different versions.

Budget data can be retrieved using BI reporting and viewed for historical analyses as well.



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 all 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.


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.

School-based Budgetkeepers, Area Business Analysts & Budget

Office users would use the BI-IP tool to input and change school

budgeting data.

In line with the current budget

creation process timeline issued

by the Budget Office, the

Membership Projection for the

next fiscal year, (FY2009) will

be entered into BI-IP.



Following are the budget preparation tasks that will be accomplished in BI-IP:

– Principals & School Budgetkeepers will review and, if needed, modify the

designated Plan Year’s Membership & FTE Projections saving it in BI-IP

layout, version S4.

– ABAs/Area ESE Coordinators review the Schools’ modifications and

completed Plan Year’s Membership & FTE Projection in version S5.

– Principals/School Budgetkeeper will access BI-IP and make necessary

additions/changes to up coming year’s staff during the Projected budget

process.



– Principals/School Budgetkeeper will assess allocations for other salaries

(overtime, subs, temps) and non-salary items and update the appropriate

BI-IP layout in version S6.

– Area Business Analysts - Schools submit completed projected budgets to

Area Business Analysts for review in version S7.



BI-IP SummaryBI-IP Summary

Annual School budget creation will be accomplished in BI-IP. When approved, budget data from BI-IP is loaded into ECC. Daily budget execution, (i.e., fund transfer, fund reservation) is

accomplished in ECC.

Budget PreparationSchool Principals & Budgetkeepers

will enter/modify Membership Projectionand Projection of Revenue in BI-IP.

Budget Executiontransfer fundsreserve funds

purchase services

Approved School budget

ECCBI-IP


The following slides demonstrate how to access the SAP BRITE web site and view information concerning School Membership Projections.

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


After clicking the Access Portal button the SAP NetWeaver screen will appear. 1. Enter your User ID. 2. Enter your unique password. 3. Click .



1. Click the tab.

Click the BI-IP Schools & Grants tab



1. Click the MP Processing node.


Click the MP Process node

Note: It is important to click the node next to the MP Process selection.

Clicking the actual MP Process selection will take the user to the first selection listed under the MP Process folder.

Note: This presentation demonstrates how to access a Membership Projection data sheet designed for a middle school. Other locations/schools such as elementary and high

schools may be accessed in a similar manner.


BI-IP Access and Portal Navigation BI-IP Access and Portal Navigation 1. Click the Planned Layout selection.

Click the Planning Layout selection


BI-IP Access and Navigation BI-IP Access and Navigation 1. Enter PLAN YEAR for the budget being created, e.g., 2008. 2. Enter the Plan Version to be accessed, e.g., Schools - S4. 3. Enter the Cost Center which corresponds to the location entering the

Membership Projection information. 4. Click the OK button.

Remember: 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 Note: The screen below will appear after clicking the OK button.

Note: The MEMBERSHIP AND FTE PROJECTION-DATA layout contains data fields which may be modified. However, other fields in this layout can only be viewed.

Fields that are shaded white may be modified where as fields shaded blue can be view but not changed.

MIDDLE MEMBERSHIP AND FTE PROJECTION-DATA

White shaded fields

Blue shaded fields


BI-IP Access and Navigation BI-IP Access and Navigation Note: A broader view of the layout may be displayed by clicking the

Collapse node located in the upper right corner of the left hand column.

Click the Collapse node.


BI-IP Access and Navigation BI-IP Access and Navigation Note: The MEMBERSHIP AND FTE PROJECTION-DATA layout for the selected

school appears and is divided into functional areas. Header section - List the screen name, organization, type of data contained in the

layout and Plan Year. Student projection layouts (lower portion of the screen) display information concerning

the school Membership Projection.

Additional layouts are available and can be viewed by clicking the vertical scroll down bar.


BI-IP Access and Navigation BI-IP Access and Navigation Note: By clicking the vertical scroll down bar, additional layouts such as STUDENTS

IN CLUSTER AND GIFTED PROGRAMS layout can be viewed and processed. School Principals and Budgetkeepers should enter the student projections as

necessary.

Notice the STUDENTS IN CLUSTER AND GIFTED PROGRAMS layout is located approximately in the middle of the Membership Projection layout.

STUDENTS IN CLUSTER AND GIFTED ROGRAMS.


BI-IP Access and Navigation BI-IP Access and Navigation

School Principals and Budgkeepers will enter the expected student Membership Projection for their school.

Student Membership Projection has been entered for the school programs, 102 4-8 BASIC and 130 ESOL.


BI-IP Access and Navigation BI-IP Access and Navigation Note: After all student projections have been entered in the layout the new student

projections can be summed up by clicking the Transfer button. 1. Click the Transfer button. 2. Verify the sum of the student projections in the Overall Results row.

Transfer button

The student projection will be added and displayed in the Overall Results column after clicking the Transfer button.


BI-IP Access and Navigation BI-IP Access and Navigation The following steps will be performed after the Transfer button has been clicked and are

used to calculate the UFTE factor for the location. 1. Clicking the Calc. UFTE button.

Note: Upon clicking the Calc. UFTE button the BEx Web – Web Page Dialog box will appear. 2. Enter the same Cost Center & Plan Year previously used to access the Membership

Projection layout. 3. Click the OK button.

Calc. UFTE button

BEx Web – Web Page Dialog box

OK button


BI-IP Access and Navigation BI-IP Access and Navigation

Notice the Membership Projection has been calculated.

The UFTE values for the Membership Projection have been calculated.

Budget Processing and Budget Processing and Verifying Availability of FundsVerifying Availability of Funds

Unit TwoUnit Two


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 school

Unit ObjectivesUnit Objectives


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 3101100110 55000000 730100000000000000

NOT RELEVANT


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 School budget transfers, only the following Budgeting Workbench data will be used:


Budgeting Workbench: Budget TransferBudgeting Workbench: Budget Transfer

Sender: Funds transferred from: Fund - 1000 Funds Center - 3101100110Functional Area - 7301000000000000Commitment item – 55000000

Receiver: Funds transferred to:Fund - 1000 Funds Center - 3101100110Functional Area - 7301000000000000Commitment item - 53000000

Doc. Type OPSD

Process Transfer

Sender(From)

Receiver (To)

Doc.

Number


Demonstration and ExerciseDemonstration and Exercise

Scenario: View budget document

T-code: FMEDDW

- See Work Instruction and

Exercise Data Sheet


View Budget DocumentView Budget Document

1

43

5

2



6



7



8

FM Budget ReservationsFM Budget Reservations

Unit SixUnit Six


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


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.



Scenario: Display Funds Reservation

T-code: FMX3

See Work Instruction and

Exercise Data Sheet


Display Funds ReservationDisplay Funds Reservation

12


Display Funds ReservationDisplay Funds Reservation

4



Scenario: Display Funds Reservation; Run the

Earmarked Funds Document Report

T-code: S_P99_41000147


Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report

4

123

5



6



7



8



9



10


Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report11

FM Budget ReportingFM Budget Reporting

Unit SixUnit Six


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


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.


DemonstrationDemonstration

Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01


Available Budget Report (AVC Report)Available Budget Report (AVC Report)

45

6

3

12



7



8

9



10

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.



11

Purchase Orders & Purchas Requ.

Funds Reservation

Payment amount



• 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.

12


Course SummaryCourse Summary Principals and Budgetkeepers will modify Membership & FTE

Projection as well as the Projection of Revenue using web-based BI-IP layouts.

School locations are identified by a Cost Center.

Cost Center numbers combine the new Business Area with the current SBBC location and type.

Principals and Budgetkeepers will only have access to layouts pertaining to their school.

In many cases planned versions will look identical to the one that preceded it.


Course SummaryCourse Summary

To accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than the one that preceded.

Different BI-IP layouts have been created for different groups creating School Budgets, e.g., Elem School, Middle, High, Tech. etc…

Different BI-IP versions will be used to enter or modify budget data at different times in the budget creation process.

Example: S4 - Membership Projection

S6 – Projection of Revenue

School Principals and Budgetkeepers will enter Membership & FTE Projections using version S4.