1. Welcome to GL331: Processing Budget Journal

2. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks  First Things First Welcome

3. Get to know your fellow Trainers and Drivers!  Icebreaker Welcome

4. Training Materials Overview

5. Produced in Microsoft Word Contains key concepts, processes, and task information required to complete a user’s role in SMART Process flows and screenshots of the SMART system are included This is a great reference to use after training! Training Materials Overview  Participant Guide

6. Used to help the Trainer facilitate the course materials Produced in Microsoft PowerPoint Contains key content and graphics Generally used at the beginning or end of each Lesson Training Materials Overview  Concept Slides

7. Used to present the flow of either business processes or information within SMART Training Materials Overview  Business Process Flows

8. Produced in Microsoft Word Contains a scenario for each activity completed in the training database Provides data that you must enter for the exercise Organized by classrooms and users Take note of the user ID assigned to you Training Materials Overview  Activity Guide

9. Demonstration – instructor only (hands off) Walkthrough – instructor leads and participants complete exercise with instructor (hands on) Exercise – Participants complete on their own Challenge – Participants complete on their own Training Materials Overview  Activity Types

10. An online help tool that contains user procedures for completing tasks in SMART Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide UPKs are also available after training on the SMART Training website UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART. Training Materials Overview  User Productivity Kits (UPKs)

11. A short document that contains key concepts or steps involved in a course  Can be content or system related Available for all participants to use during training Used after training for quick reference from the Training Portion of the SMART website Referenced as often as possible during training to indicate the “handiness” of the material Training Materials Overview  Job Aids

12. Are conducted using the SurveyMonkey tool Please complete a course evaluations for each new course that you attend Trainers also complete a course evaluation at the end of each class Training Materials Overview  Course Evaluations

13. Training Materials Overview  Questions

14.  Course Objectives Upon completion of this course, you will be able to: Define basic budget journal terms Choose a budget journal type Enter a Budget Journal Online Demonstrate the steps to successfully import a spreadsheet budget journal Create and review Budget Overview inquiries Describe the types of errors that might occur during the budget journal post process, including security errors, ChartField errors, and translation errors

15. Lesson 1

16.  Lesson Objectives After completing this lesson, you will be able to: Define basic budget journal terms Explain the end-to-end budget journal process Describe roles involved in the budget journal process and the activities performed by each role Explain the State of Kansas Budget Ledgers Explain the difference between a budget ledger and an ACTUALS ledger Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

17.  Budget Journal Key Terms Commitment Control – SMART term for budgetary accounting. Enables the tracking or controlling of expenses against budgets and revenues against estimates Budget Ledger – Defines the type of budget (e.g. expenditure or revenue) and the type of transaction (e.g. budget, encumbrance, expense, collected revenue, etc.) that will be recorded on the ledger Budget Journal – The transaction used to establish and update budget amounts in the system. Budget journals can be marked as original budget or adjustment budget Budget Header – The Budget Header page is used to enter budget header information, such as the business unit, journal ID, journal date, Commitment Control ledger group, budget entry type, and currency Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

18.  Budget Journal Key Terms Budget Lines – Budget lines are used to enter the transaction lines making up the journal, which include the monetary amounts and the ChartField values for each transaction. Once you enter the header and lines, you can request journal processing on this page Budget Transfer – A type of budget journal used to transfer budget from one line item to another. A budget transfer is required to balance and has different budget entry type options, namely, Transfer Original and Transfer Adjustment Expense budget – a structure of budget (such as Appropriation) that records Budget, Expense, and Encumbrance Revenue budget – a structure of budget that records estimated, recognized and collected revenue Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

19.  Budget Journal Key Concepts Commitment Control in SMART is used to strictly control transactions against budgeted amounts Error exceptions are logged when transactions exceed the budgeted amount In SMART, transaction amounts are tracked against a budget, but do not issue error exceptions unless there is no corresponding budget row. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

20.  Budget Journal Roles RoleDescription Agency Budget Processor This role is responsible for maintaining agency budgets after they interface from the IBARS system and entering new agency budget journals that did not interface from IBARS into the system Agency Budget Approver This role is responsible for approving, posting, and deleting agency-level budget journals Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

21.  End-to-End Budget Journal Process Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

22.  End-to-End Budget Journal Process (cont’d.) Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

23.  End-to-End Budget Journal Process (cont’d.) Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

24.  State of Kansas Ledgers Kansas has a centrally maintained Appropriation Budget Ledger (CC_APPROP). Operating Budget Ledgers (CC_OPERATE) can be set up so agencies can control their budget information. Budget Journal security determines who can enter a budget and who can post a budget. The Detail Budget Ledger Group (CC_DETAIL) does not have a budget ledger, so agencies cannot enter/post a budget journal impacting the Detail Budget Ledger group. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

25.  State of Kansas Ledgers No formal systematic workflow process exists for approving and posting budget journals. The budget approver posts journals as his/her approval. The process of building the budget, and the legislative process does not take place in SMART Reports on budget vs. ACTUALS out of SMART are available for the appropriation ledger as well as operating budgets Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

26.  Types of Budget Ledgers The following are the different types of State of Kansas budget ledgers and how/why they are used: Appropriation Budget Operating Budget Project Budget  Project budget structures include three options: o Dept. ID, PC Business Unit & Project/Activity o Dept. ID, PC Business Unit, Project/Activity, and Service Location o Dept. ID, PC Business Unit, Project/Activity, and Fund Cash Control Budget Revenue Estimate Budget Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

27.  State of Kansas Ledgers If an Agency submits their FY2010 budget in IBARS, the Division of Budget approves and maintains it in SMART. Impact on Appropriation Budget Impact on Operating Budget Impact on Cash Control Budget Impact on ACTUALS Ledger Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles IBARS Agency XX

28.  ACTUALS Ledger vs. Budget Ledgers The ACTUALS Ledger is a separate ledger from Cash Budget and Appropriation Budget The ACTUALS Ledger stores consolidated financial transactions for actual expenses, revenues and cash balances (non-budgetary transactions) Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

29.  Lesson Review In this lesson you learned: Define basic budget journal terms including, budget header, budget lines, and budget transfer Explain the end-to-end budget journal process Describe roles involved in the budget journal process and the activities performed by each role, including Central versus Agency responsibilities Explain the State of Kansas Budget Ledgers Explain the difference between a budget ledger and an ACTUALS ledger Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

30.  Questions

31. Lesson 2

32.  Lesson Objectives After completing this lesson, you will be able to: Understand a budget journal type Describe a situation in which the use of a budget transfer is appropriate Describe a situation in which the use of budget adjustment is appropriate Enter a budget transfer Enter a budget adjustment Copy a budget journal Modify a budget journal that has not been posted Lesson 2: Creating a Budget Journal Entry in SMART

33.  Understanding Budget Journal Types You can manually enter budget journals to establish or change the budgeted amount for a control budget—whether it is an expenditure budget definition or a revenue budget definition. To report on budget journal entry activity, each budget journal header row and each budget ledger row carries one of the following budget entry types: Original Adjustment Transfer Original Transfer Adjustment Closing Roll Forward Lesson 2: Creating a Budget Journal Entry in SMART

34.  Budget Entry Types Entry TypesDescription OriginalThis indicates an original budget journal entry. This type is used to record adopted or approved budgets. AdjustmentThis indicates an adjustment to an original budget Transfer Original This indicates a transfer of original budget amounts Transfer Adjustment This indicates a transfer of adjusted budget amounts ClosingThis identifies budget journal entries that contain a closing amount for a budget being closed. This budget entry type is created by the Budget Close process. Roll ForwardThis identifies budget journal entries that contain a balance forward amount for a budget that is being closed. This budget entry type is created by the Budget Close process. Lesson 2: Creating a Budget Journal Entry in SMART

35.  Creating a New Budget Journal Entry The budget journal entry pages are used to enter new budgets, make adjustments to a budget, perform budget transfers, or adjust budget transfers. When creating budget journals, complete the following steps:  Enter budget journal header data  Enter Budget journal line data  Edit and post the budget journals to the budget ledger  Correct budget errors Lesson 2: Creating a Budget Journal Entry in SMART

36.  Budget Adjustments Budget adjustments refer to increases or reductions in one budget. Note: Use Transfer original when you are transferring original budget (from the beginning of a fiscal year), and transfer adjustment when transferring adjustments to that budget (after the beginning of fiscal year). However, they will all be reported as transfers. Budget adjustments are budget journals that use the “Adjustment” entry type. Lesson 2: Creating a Budget Journal Entry in SMART

37. Begin Activities We will now complete a walkthrough using a UPK: Entering and Adjusting Budget Journals

38. Begin Activities We will now complete Activity 1 – 2: Entering Budget Journals and Adjusting Budget Journals in your Activity Guide

39.  Copying a Budget Journal There are two ways to copy a budget journal: The Budget Journal Copy page and directly from the Budget Lines page. The best practice for the State of Kansas is to copy a budget from the Budget Lines page Lesson 2: Creating a Budget Journal Entry in SMART

40. Begin Activities We will now complete a walkthrough using a UPK: Copying a Budget Journal

41. Begin Activities We will now complete Activity 3: Copying Budget Journals in your Activity Guide

42. Begin Activities We will now complete a walkthrough using a UPK: Entering Budget Transfer Journals

43. Begin Activities We will now complete Activity 4: Entering Budget Transfer Journals in your Activity Guide

44.  Lesson Review In this lesson you learned: Describe a budget journal type Create a new budget journal online Modify a budget journal that has not been posted Copy a budget journal Describe a situation in which the use of a budget transfer is appropriate Enter a budget transfer Describe a situation in which the use of budget adjustment is appropriate Enter a budget adjustment Lesson 2: Creating a Budget Journal Entry in SMART

45.  Questions

46. Lesson 3

47.  Lesson Objectives After completing this lesson, you will be able to: Explain the importance of budget journal spreadsheet uploads in SMART Demonstrate the steps to successfully import a spreadsheet budget journal Lesson 3: Import Spreadsheet Budget Journals in SMART

48.  Spreadsheet Budget Journals The Budget Spreadsheet Journal workbook enables you to enter budget journals offline using Microsoft Excel and then import the budget journals directly into Commitment Control. The benefits for using budget spreadsheet journals are:  Spreadsheets enable rapid data entry, which is useful for keying large journals  Recurring or repetitive budget journals can be saved and easily updated for changing dates and amounts  The accounting data necessary to create a budget journal is oftentimes already in an Excel spreadsheet and can easily be copied into the spreadsheet template Lesson 3: Import Spreadsheet Budget Journals in SMART

49.  Spreadsheet Budget Journals Lesson 3: Import Spreadsheet Budget Journals in SMART

50. Begin Activities We will now complete a walkthrough using a UPK: Uploading Budget Journal Spreadsheets

51. Begin Activities We will now complete Activity 5: Uploading a Spreadsheet Budget Journal in your Activity Guide

52.  Lesson Review In this lesson you learned: Explain the importance of budget journal spreadsheet uploads in SMART Demonstrate the steps to successfully import a spreadsheet budget journal Lesson 3: Import Spreadsheet Budget Journals in SMART

53.  Questions

54. Lesson 4

55.  Lesson Objectives After completing this lesson, you will be able to: Describe the types of errors that might occur during the budget journal post process Review and correct budget journal entry errors Lesson 4: Processing Budget Journals

56.  Budget Journal Posting You run the Commitment Control Posting process to post completed budget journals to the control budget ledgers There are two ways to run the process:  Initiate it on the Budget Lines page for a single budget journal if the budget needs to be reconciled immediately  Request a batch process on the Budget Posting Request page The batch process is considered best practice if you have budget journals with over 200 lines or multiple budget journals to post Lesson 4: Processing Budget Journals

57. Begin Activities We will now complete Activity 6: Posting a Budget Journal (Batch Process) in your Activity Guide

58.  View and Correct Budget Journal Errors Potential errors in processing budget journals:  Budget is closed  Key ChartField values are not at or above a budgetary-level node of the translation tree, if translation is established in the budget definition  Budget Period is not valid for the budget ledger  Ledger not is valid for the business unit and is a budget ledger  Account is an account type that is excluded for the budget  Key ChartFields are blank  Note: The Budget Errors page on the Budget Journal component will show some errors. However, best practice is to use the Budget Journal Exceptions page because it shows all the errors. Lesson 4: Processing Budget Journals

59. Begin Activities We will now complete a walkthrough using a UPK: Viewing and Correcting Budget Journal Entry Errors

60. Begin Activities We will now complete Activity 7: Viewing and Correcting Budget Journal Entry Errors in your Activity Guide

61.  Key Concepts in Budget Journal Processing It is important to understand that there is no workflow associated with the budget journal posting process in SMART If you hold a Budget Approver role in SMART, you are able to post a budget journal If you hold a Budget Processor role in SMART, you are unable to post a budget journal. If a Budget Processor attempts to post a budget journal, a security error message will be received. Note: Role assignments and role segregation decisions are made at an individual Agency level. Lesson 4: Processing Budget Journals

62.  Lesson Review In this lesson you have learned: Lesson 4: Processing Budget Journals Describe the types of errors that might occur during the budget journal post process, Review and correct budget journal entry errors

63.  Questions

64. Lesson 5

65.  Lesson Objectives After completing this lesson, you will be able to: Create and review Budget Overview inquiries View budget details and transaction activity Lesson 5: Reviewing Budget Journals in SMART

66.  Budget Overview The Budgets Overview inquiry component provides summarized and detailed information about activity across several control budgets. Use the Budgets Overview inquiry to:  You can view the budget’s details, such as the available amount remaining, the attributes, and the amounts used by each ledger (encumbrance, expense, and others) in the budget.  View associated budgets and budget attributes Lesson 5: Reviewing Budget Journals in SMART

67. Begin Activities We will now complete Activity 8: Navigating the Budgets Overview Page in your Activity Guide

68. Begin Activities We will now complete Activity 9 - 10: Inquiring on Budget Journals in your Activity Guide

69.  Ledger Inquiry Set Use the Ledger Inquiry Set page to add ledgers to a ledger inquiry set to enable inquiries across multiple ledger groups Ledger Inquiry Sets are especially useful for inquiring on associated expenditure and revenue budgets Lesson 5: Reviewing Budget Journals in SMART

70.  The Detail Budget Maintenance Page The Budgets Detail inquiry is similar to the Budget Overview inquiry page, except that it enables you to view data for a specific budget. In order to use this page:  Select key ChartField criteria to view a specific control budget  Use the drill down features to view the details of the budget ledger, budget journals, and budget activity Lesson 5: Reviewing Budget Journals in SMART

71. Begin Activities We will now complete Activity 11 – 12 : Inquiring on Budget Ledgers in your Activity Guide

72. Begin Activities We will now complete a walkthrough using a UPK: Navigating the Budget Detail Page

73. Begin Activities We will now complete Activity 13: Navigating the Detail Budget Page in your Activity Guide

74.  Lesson Review In this lesson you have learned how to: Lesson 5: Reviewing Budget Journals in SMART Create and review Budget Overview inquiries View budget details and transaction activity

75.  Questions

76. Closing the Day

77.  Use the following resources SMART Training Website  http://da.ks.gov/smart/training.html http://da.ks.gov/smart/training.html SMART Training Team  Contact us at smarttraining@da.ks.govsmarttraining@da.ks.gov SMART materials  Review, Review, Review your SMART materials after training!! Resources Available

78.  Questions

79.  Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingGL331

80. Thanks for coming and participating today!