School Administrator Budget Processes

1. School Administrator Budget Processes

2. 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 • 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

3. Logistics Before we get started ...

4. Budgeting 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)

5. What are Roles ECCRole SBBC Job Initial Mapping Budgetkeeper Process Map Mapping to Individual Transfer budget Budget Review END Source: Doc. Review Budgetkeeper Office Mgr

6. Course 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. Budget Professional Development Enterprise Resource Planning Payroll Enterprise Management Information Finance Operations Human Resources

7. Budget 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.

8. 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 Responsibilities

9. 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 Responsibilities

10. SAP Acronyms

11. Unit One Business Intelligence Integrated Planning (BI-IP) and School Budget Preparation

12. Key Terms

13. BI-IP Key Terms The “Integrated Planning” (IP) portion is used to enter budget data. The “Business Intelligence” (BI) portion runs reports. BI-IP (read/edit data) BI (read onlydata) Annual School Budget Planning Data is Entered Generate Reports ECC ECC Updates BI Data Nightly with Transactional Data BI-IP Updates SAP ECC as Needed with Plan Data

14. Key Terms

15. Key Terms

16. Key Terms Legacy: Location = 1851 - Royal Palm E Type = 1 - School Type (Elementary) SAP: Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10) Cost Center = 3315 1 1851 0

17. MSA-SAP Crosswalk

18. BI-IP Budget Preparation • 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.

19. BI-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.

20. BI-IP Budget Preparation • 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.

21. BI-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 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.

22. BI-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. • 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.

23. BI-IP Budget Preparation • 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.

24. BI-IP Budget Preparation • 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.

25. BI-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. Approved School budget BI-IP ECC Budget Preparation School Principals & Budgetkeepers will enter/modify Membership Projection and Projection of Revenuein BI-IP. Budget Execution transfer funds reserve funds purchase services

26. BI-IP Access and Portal Navigation • 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

27. BI-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 .

28. BI-IP Access and Portal Navigation • 1. Click the tab. Click the BI-IP Schools & Grants tab

29. BI-IP Access and Portal Navigation • 1. Click the MP Processing node. 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. 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. Click the MP Process node

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

31. 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)

32. 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

33. 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.

34. 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.

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

36. 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.

37. 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.

38. 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. BEx Web – Web Page Dialog box OK button Calc. UFTE button

39. BI-IP Access and Navigation • Notice the Membership Projection has been calculated. The UFTE values for the Membership Projection have been calculated.

40. Unit Two Budget Processing and Verifying Availability of Funds

41. Unit Objectives 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

42. 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:

43. FM 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:

44. Budgeting Workbench: Budget Transfer Doc. Number Process Transfer Doc. Type OPSD Sender(From) Receiver (To) Sender: Funds transferred from: Fund - 1000 Funds Center - 3101100110 Functional Area - 7301000000000000 Commitment item – 55000000 Receiver: Funds transferred to: Fund - 1000 Funds Center - 3101100110 Functional Area - 7301000000000000 Commitment item - 53000000

45. Demonstration and Exercise Scenario: View budget document T-code: FMEDDW - See Work Instruction and Exercise Data Sheet

46. View Budget Document 5 1 2 3 4

47. View Budget Document 6

48. View Budget Document 7

49. View Budget Document 8

50. Unit Six FM Budget Reservations