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THE NUTS AND BOLTS OF BUDGET DEVELOPMENT

THE NUTS AND BOLTS OF BUDGET DEVELOPMENT. Vision – What is your picture? (I like these quotes. Don’t ask me who said them but it wasn’t me!) “When there is no vision, the people die.”

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THE NUTS AND BOLTS OF BUDGET DEVELOPMENT

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  1. THE NUTS AND BOLTS OF BUDGET DEVELOPMENT

  2. Vision – What is your picture? (I like these quotes. Don’t ask me who said them but it wasn’t me!) • “When there is no vision, the people die.” • Vision controls our perception and perception controls the direction of our lives. Perception controls our reality. It transforms the ordinary into the extraordinary. • Where are the possibilities? “The future belongs to those who see possibilities before they become obvious.”

  3. Building Blocks • Needs assessment – Who is your audience and What do they need? • Evaluation of staff – Who are your staff, What do they do well, and do you have enough and with the skills that you need? • Essential (Required) programs – What do you have to do? For others to measure you a success? • Discretionary Programs – Designed with your installation audience and needs in mind.

  4. Track Current Spending • Develop a detailed spreadsheet by APC and EOR and track your funding throughout the year. • Track your execution rate – end state is a 100% execution rate. FAP Office of the Secretary of Defense (OSD) funds are fenced dollars that are authorized to only be used in the FAP.

  5. The APC (Accounting Processing Code) is a local code used by your budget analyst to capture costs by category. • Prevention – PREK • Direct Services – PREN • Administration – PREP • Evaluation – PRES • Training – PREU • The APC is part of the accounting classification code found on travel orders, contracts, MIPRs, and other payment documents.

  6. EOR – Element of Resource – are the numbers used to denote kinds of resources purchased • 1100 – Personnel (government) • 2100 – Travel • 2400 – Printing • 2500 – Contracts • Respite Child Care • 2600 – Supplies • 3100 – Equipment • The FAP monthly report requires you to input spending amounts by category (APC) and by EOR.

  7. Working with your Budget AnalystYour best friend – a major player in activating your vision! • Your budget analyst is the one who officially tracks the FAP dollars as they come to you. They are your bank and you write the checks. • You should request that your budget analyst send you a monthly status of funds for FAP by APC.

  8. What is a MIPR? • MIPR – Military Inter-departmental Purchase Request, DD448 Method used by DoD agencies to transfer funds to another agency • MIPR Acceptance – DD448-2 Outside agency acceptance of MIPR Budget analyst must have this document to obligate funds.

  9. Commitments and Obligations • Commitment – Request has been made and funding has been ear-marked to pay • Obligation – Request has been paid • Until there is an obligation, the money in your budget has not been released and the purchase has not been made.

  10. Working with your ACS DirectorYour other best friend – a major player in sustaining your FAP operation! • FAP is incrementally funded by quarter. • FAP funding does not come soon enough at the beginning of the year and never in time to see you through 1st, 2nd, or 3rd quarters.

  11. Working with your Chief, SWSYour partner and teammate – in developing a consolidated FAP budget. • Do you have a Memorandum of Agreement between the Garrison and the MEDDAC reference FAP support? • The funding split between treatment and prevention should be a consolidated decision between the FAPM and the Chief, SWS and based on the needs of the community. • The consolidated budget should be completed and signed by the Garrison Commander and the MEDDAC Commander prior to the beginning of the new fiscal year. • It should be reviewed at the FAC in first quarter. Status of FAP funds should be addressed at every quarterly FAC.

  12. Budget Call and Phasing Plan • Most regions require a spending plan that identifies required funding for each quarter. • Project your funding requirements based on the special needs of your community for the coming year. • Your Budget Call and Phasing Plan should not be based on what you received last year.

  13. Budget Call and Phasing Plan • Review contract or special events requirements by Quarter and request funding in more or less amounts based on those requirements. • Be able to clearly justify your funding request. Here is where you will use your detailed spreadsheet of current costs to project an estimate of need for next fiscal year. • You should be completing your consolidated budget and the budget call and phasing plan together because they should mirror each other.

  14. Develop a Budget for Fort Wilderness • In groups of 3 – Decide who is the FAPM, who is the C, SWS, and who is the ACSD • Establish the vision, review community demographics and identify community needs for the coming year. • Develop a consolidated budget with FAP treatment. (Remember this is a joint effort with the C, SWS.) • Develop a Budget Call and Phasing Plan. (Remember that it is important that the ACSD understands your funding needs by quarter since ACS will have to sustain FAP until FAP funds come down.)

  15. Brief Out • What was easy about the process? • What was hard about the process? • What is one thing you will take away today to make your budget development process easier in the next year?

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