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March 2007 PowerPoint Presentation

March 2007

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March 2007

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  1. The Office of Planning and Budget and The State Accounting OfficePresentsBalancing BudgetNet to PeopleSoft (Reconciliation) March2007

  2. Facilitators Bart Haberbosch Manager - Financials (SAO) Susan Banks Business Strategy (SAO)

  3. Agenda • Opening/Introductions • Session Facilitators • Why Are You Here? • Tools Needed For Reconciliation • Key Concepts for Basic Understanding • Taking the Plunge for the 3-Point Reconciliations • New Policy/Procedure • Flow Diagram • Tools Needed For Reconciliation • Hands-On Session – Interactive • Summary and Wrap Up • Questions

  4. Why Are You Here? • Financial Management Process and Procedures Project recognized need to develop training at the appropriate levels • 2006 Audit Report Findings • New policy/procedure on Reconciliation of BudgetNet to PeopleSoft • To understand what is required of the agencies in order to be in compliance with procedures relative to program budgeting

  5. Dive Deep into PeopleSoft Budgets

  6. Tools Needed To Begin User must: • Understand how the Appropriations Bill translates in PeopleSoft • Understand the underlining concepts of trees and their structures • Understand the various PeopleSoft Ledgers (ORG, DeptSum, Class, Revest, Allot, Program) • Understand how Trees and Ledgers work together

  7. Key Concepts for Basic Understanding • Appropriations Bill • Understand Trees and their Structures • Ledgers • Knowing the Health of Your System within the Program Budget Structures • Understand Your Agency’s Business Processes

  8. HighLevel Project Focus Reconciliations Revenue Recognition Appropriation Bill Expenditure Control Reporting

  9. Appropriations Bill Translated in PeopleSoft HB 1027 Program – Maps to KK_Program Tree Fund Sources – Maps to BCM_FUND_SRC tree Even though Agency and Other Funds are shown separately in the Bill, they are mapped to Other at the FS_TYPE level

  10. Budgetary Compliance - Fund Sources in PeopleSoft • For Federal Funds (FS_CAT = FED1) • There are 16 detail items in the bill (FS_TYPE) • For Other Funds (FS_CAT = OTH1) • There are 10 detail items in the bill (FS_TYPE)

  11. BudgetNet and SAO Peoplesoft Financial Integration - Trees • Trees are key! • Know your trees and tree levels

  12. BudgetNet and SAO Peoplesoft Financial Integration - Trees Tree Chart

  13. BudgetNet and SAO Peoplesoft Financial Integration - Trees • Two trees are critical for BudgetNet to PeopleSoft reconciliations: • Program Tree • Fund Source Trees

  14. Appropriations Bill Translated in PeopleSoft HB 1027 Program – Maps to KK_Program Tree Fund Sources – Maps to BCM_FUND_SRC tree Even though Agency and Other Funds are shown separately in the Bill, they are mapped to Other at the FS_TYPE level

  15. Understanding PeopleSoft Ledgers

  16. Application Ledgers Agency BudgetNet PeopleSoft ORG Ledger REVEST Ledger AOB/ Amendments DEPTSUM Ledger PROGRAM Ledger ALLOTMENT ALLOTMENT Ledger CLASS Ledger

  17. PeopleSoft Ledgers

  18. PeopleSoft Ledgers

  19. PeopleSoft Ledgers

  20. PeopleSoft Ledgers

  21. Application Ledgers Approval of AOB/Amendment triggers update to Program Ledger Agency PeopleSoft BudgetNet ORG Ledger REVEST Ledger AOB/ Amendments DEPTSUM Ledger PROGRAM Ledger ALLOTMENT ALLOTMENT Ledger CLASS Ledger

  22. PeopleSoft Ledgers

  23. Application Ledgers Agency BudgetNet PeopleSoft ORG Ledger REVEST Ledger AOB/ Amendments DEPTSUM Ledger PROGRAM Ledger ALLOTMENT ALLOTMENT Ledger CLASS Ledger Warrant approval triggers update to Allotment Ledger

  24. PeopleSoft Ledgers

  25. Trees and Ledgers Working Together • See Link on SAO Website: Tree_Ledgers_Process_ 030607.xls

  26. Maintaining the Health of the Commitment Control Module

  27. Partial Posting of Amendments

  28. After Posting Budget Journals, always ensure every Budget Journal posted • Whenever a partial post situations occurs, ALWAYS email finacctg@sao.ga.gov • SAO will post the remainder for you. DO NOT attempt to make any changes on any of the Journals. After we post it for you, corrections can be made by creating a new amendment with reversing entries. Post situations cause managerial to be Out of Balance

  29. Control Budget Balances Report

  30. Use Control Budget Balances report to identify any ledgers that are out of balance Navigate: Main Menu > Commitment Control > Control Budget Balances

  31. Input: Business Unit= 46200 Budget Year = 2007 Click Run Use Control Budget Balances report to identify any ledgers that are out of balance

  32. Click Ok in the Process Scheduler Request Page Use Control Budget Balances report to identify any ledgers that are out of balance

  33. Click on the Process Monitor link Use Control Budget Balances report to identify any ledgers that are out of balance

  34. If Run Status = Success Click Details link Use Control Budget Balances report to identify any ledgers that are out of balance

  35. Click on the View Log/Trace link Use Control Budget Balances report to identify any ledgers that are out of balance

  36. Click on the Trace File link to access the report Use Control Budget Balances report to identify any ledgers that are out of balance

  37. The Deptsum Ledger is not in balance with Org, Revest and Class Ledgers. Program Ledger, derived from BudgetNet, is not in balance either. (The Appropriation Ledger is no longer used, and the Allotment Ledger is always a portion of the budget, and never will be in balance with the others until year end). Contact SAO. Deptsum Ledger not in balance with Org, Revest and Class Ledgers Program Ledger not in balance

  38. NAMING CONVENTIONS ARE CRITICALFOR AOB, AMENDMENTS, AND INTERNAL REVISIONS

  39. Purposes Of the Naming Convention • If you do not follow the naming conventions, many of your budget reports will be incorrect • The Program Budget Comparison Summary and the Budget Comparison Report group by this naming convention, and populate the AOB column versus the Adjusted AOB column. • The Amendment Impact report also uses this naming convention to populate each of its columns. If this report is utilized it can help agency reconcile their managerial / operational ledgers to BudgetNet.

  40. Naming Convention for the Amend ID Field Each Annual Operating Budget (AOB), Amendment, and Internal Revision will be tracked in the PeopleSoft System using the Amend ID field. Agencies must create a unique Amend ID code for each type and occurrence.

  41. Plunge Right In – The Waters are N-I-C-E

  42. Three- Point Reconciliations Policy and Procedures and Flow Diagram

  43. Policy/Procedures for Balancing BudgetNet to PeopleSoft 3 Point Reconciliation must be performed at least quarterly Suggested the reconciliations be performed after every budget event

  44. Reconciliation Procedures • Understanding the Overall Business Process Flow of Transactions from both BudgetNet and PeopleSoft is important • The touch points on the business process flows are important to ensure where reconciliations need to be performed

  45. 3 Point Reconciliation BudgetNet and PeopleSoft Process Flow Diagram

  46. Tools Needed For Reconciliations User must: • be familiar with Excel • have access to BudgetNet and PeopleSoft applications to run queries and reports, etc.

  47. PeopleSoft Reconciliations • BudgetNetAOB/Amendments to PeopleSoftProgram Ledger • BudgetNetAllotments to PeopleSoft Allotment Ledger • PeopleSoft Financial Revest Ledger to PeopleSoft Program Ledger

  48. 1st PointReconciliations –BudgetNetAOB/Amendments toPeopleSoftProgram Ledger

  49. 2nd Point Reconciliation –BudgetNetAllotments toPeopleSoftAllotment Ledger

  50. 3rd Point Reconciliation –PeopleSoftFinancial Org Budgets toPeopleSoftProgram Ledger Budgets