Budgetkeeper Foundation Level Role-Based Training

1. BudgetkeeperFoundation Level Role-Based Training

2. Roadmap To Success HR Highway Drive Your Own Learning Travelers on today’s journey will discover New Business Processes, how SAP roles are changing and arrive at the rest stop where they can make decisions about continuing their journey on their Road To Success Budget Boulevard ESS Expressway Procurement Place MSS Mall Payroll Parkway e-Learning Academy Rest Stop

3. Role Description: Budgetkeeper • Role Goal: • To maintain records and accounts of all budgeted funds and to provide cost center administration with information concerning availability of funds. • Responsibilities/Tasks: • -- Review information for schools & departments and update during Budget Prep phase • -- Create/maintain funds reservation documents in SAP for current year plans • -- Enter budget transfer information into SAP for internal transfers where funding available; prepare & obtain approval for Budget Transfer requests between funds center and/or functional areas & submit to Budget Office

4. Budget in SAP

5. Chart of Accounts • Consists of the SBBC Enterprise Chart of Accounts, including balance sheet, revenue and expense accounts SAP now has dropdown access to the Chart of Accounts!

6. MSA-SAP Crosswalk

7. SAP Glossary FM AREA - A closed system for funds management, budgeting and budgeting execution. Contains the settings that impact master data and transaction data within that area. FUND (FUND)- A fiscal and accounting entity with a self-balancing set of accounts which are segregated for specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. Represent the lowest level of funding used for tracking, controlling and reporting on available financial resources. FUND CENTER (LOCATION)- lowest level areas of responsibility for budgetary monitoring and control. • COMMITMENT ITEMS (Balance Sheet/Revenue/Object) – type of revenues, expenses, fund balance and encumbrances(accounts). • FUNDED PROGRAM (Capital Project)– lower level internal programs or initiatives, such as capital projects, expense projects or maintenance orders, used for budgetary control and reporting in FM. • FUNCTIONAL AREA (Function and Activity)– Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.

8. SAP Glossary SPONSORED CLASSES (OFFLINE) – GM structures used to control and monitor transactions based on a sponsor’s account structure, which may be different than an SBBC’s own accounts. • GRANT (ACTIVITY) - Represent lower-level funding instruments used to document, control and report on the results of an agreement between a sponsor and an organization. • SPONSOR (GRANTOR) – An agency or institution providing financial assistance in the form of a grant. • SPONSORED PROGRAMS (ACTIVITY) – GM structure used to control and monitor transactionsbased on a sponsor’s external programs, which may be different from an organization’s own programs.

9. Budget Prep

10. Click to Access SAP Access to SAPBRITE WEB SITEwww.browardschools.com/erp

11. Select “Get Support” to Request a new password PORTAL SIGN-ON

12. End-User Log-in to SAP Tabs Dependent Upon Your Role(s) HR Action Processor Will add screen shot later

13. Key Improvements: Budget Preparation

14. Budget Preparation Process Data used for budget prep is placed in BI B I Locations prepare and submit budgets 1 6 Schools prepare Membership & FTE Projections and send to ABAs 2 Budgets reviewed and approved 7 Budget data from prior year(s) and current year placed in BI 3 B I Budget uploaded to SAP 8 Growth Budget requests submitted by departments Supplements, returns and transfers processed as needed 4 9 Positions added/changed per Org Chart/Growth 5

15. Budget Management

16. Key Improvements: Budget Management

17. FINALLY! EFFECTIVE DECEMBER 3, 2007 BUDGET BALANCES WILL BE AVAILABLE IN “REAL TIME” (in SAP; BI is updated overnight)

18. Other Key Improvements: Position Budget Control

19. SBBC Master Data in FM (Funds Management) • Budget Office will be responsible for maintaining all FM master data (FM Area, Fund, Fund Center, Commitment Item, Functional Area, and Funded Program) and FM derivation rules • Standard Master Data request forms will be designed and used when requesting new master data

20. Budget Management Process The Budget Management process will provide full integration of areas: HR (Human Resources) FM (Funds Management) FI (Finance) MM (Materials Management) With Position Budget Control, all budget relevant changes made in HR will trigger an automatic update to your budget balance.

21. Budget Management Process • Periodic budget amendments will take place, enabling overnight “real-time” reporting of budget changes • Multi-dimensional, real-time budget reporting, with drill down capability • Better decision making through timely and consistent information • Consistent and up-to-date information on available personnel budget • Budget reports based upon standard salaries in BI • Reduced staff time in reconciling data between HR and Accounting

22. Business Intelligence (BI)Reporting Features DONE OVERNIGHT! Report selection criteria Use to limit the amount of information a report retrieves Drill-Down Enables drill-down to the next level of detail in a report Graphical reports Allows display of a report in a graphical format Interrupts a report that may be taking too long to run Time out reports Buttons will help you customize report results Report Buttons

23. Budget Workbench • Used to create, change, and display budget entry documents • Combines the following to identify status of documents: • Display Entry Document transaction • Create Document transaction • Document Overview

24. Budget Go-Live December 2007Payroll Go-Live February 2008In the Interim • The reports you are getting now will still be available for use until February 2008. • Payroll results will be reported using the following: • the existing LBR231-1 and LBR231-2 reports • the existing Supplement report • The Onetime Pay report. • Payroll and non-payroll results will need to be manually combined to provide a complete picture of a school or department’s budget position. • This will only need to be done for two months, once Payroll goes live in February, 2008 then all reporting will be done from the new SAP system.

25. What Next?

26. Next Steps • Description of Roles • Decide who will be performing (and backing up) the following: • School or District-based Administrator • HR Action Processor –HRAP )former PAF) • Payroll Contact • Substitute Teacher Time Coordinator • Budgetkeeper (Schools & Departments) • Inservice Facilitator (role changing by HRD) • Resource Coordinator • Requisitioner • Future Training Needs • Staff needs to register for training according to roles assigned

27. Future Trips Blackboard Instructor Lead Training Drive Your Own Role-Based Training Learning Communities Atomic Learning Elluminate

28. Important Reminders Key Dates • Administrators assign roles and - 8/15/07 enter in the database • Official “Go-live” for: • BI-IP - 11/01/07 • Finance/Budget - 12/03/07 • End user training begins - 10/01/07* • Close out PO’s from 2006-07 - 11/15/07 *All Budgetkeepersmust complete role-based eLearning modules prior to next classroom training session (October – December). These sessions will be available online by 09/01/07. Prepare your hardware now. System requirements are available online at web/erp

29. Budgetkeeper Info • Information updates on the BRITE project will be available online at web/erp. A special screen is available for Budgetkeepers at http://web/erp/brite/budget/index.html • BRITE LITES training for Budgetkeepers will begin: • 8/20/07 Department BRITE LITES • 9/10/07 School BRITE LITES

30. USER SUPPORT

31. Online Support - Field Help • Put your cursor in a field and select F1 or the field help icon (the yellow question mark on the standard toolbar) • A pop up box will appear that tells you what the field means Field Help Icon Example of Field Help

32. User Support Options HELP DESK 754-321-8120 BRITE Website: web/erp - or - http://www.broward.k12.fl.us/erp/ e-Learning Context Sensitive Help CAB Conference BRITE LITES (By Role)

33. Questions?

34. COURSE EVALUATION • As part of your Foundation Level Training follow-up activities, you are required to complete: • Business Event Appraisal in ESS • @ http://web/hrms/ess.htm • Course Evaluation in QUIA • @ http://www.quia.com/sv/120637.html • Your input will provide valuable feedback, ensure that your attendance in today’s course is on your inservice record and that your points are awarded. • Thank you.