1 Budgetkeeper Foundation Level Role-Based Training

2 Budget Foundation Level Training Roadmap To Success 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 Procurement Place Procurement Place HR Highway Budget Boulevard Budget Boulevard ESS Expressway MSS Mall MSS Mall Payroll Parkway Payroll Parkway e-Learning Academy e-Learning Academy Rest Stop

3 Budget Foundation Level Training 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 Foundation Level Training Budget in SAP

5 Budget Foundation Level Training 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 Budget Foundation Level Training MSA-SAP Crosswalk MSASAP-FM Funds Management Fund General Fund 100 Fund General Fund 1000 Location & Type 0211 & 3 Fund Center/Cost Center Business Area+Type+Location Class & Object Supplies 5 & 511 Commitment Item Supplies Function & Activity Gr 9-12 Basic 5103 & Functional Area Gr 9-12 Basic Capital Project (Location & Activity) Funded Program P

7 Budget Foundation Level Training 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 Budget Foundation Level Training 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 transactions based on a sponsor’s external programs, which may be different from an organization’s own programs.

9 Budget Foundation Level Training Budget Prep

10 Budget Foundation Level Training Access to SAP BRITE WEB SITE Click to Access SAP

11 Budget Foundation Level Training PORTAL SIGN-ON Select “Get Support” to Request a new password

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

13 Budget Foundation Level Training New Process  Budgets will be prepared in the Business Intelligence module using Integrated Planning (BI-IP).  Salary Lapse is funded upfront for schools. This process was effective with the start of the school year.  Schools will not prepare duplicate enrollment projections – information in system available to Boundaries, Budget Office, etc. Key Improvements: Budget Preparation

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

15 Budget Foundation Level Training Budget Management

16 Budget Foundation Level Training Current StateFuture State Locations can request override in MSA if funds are not available  No overrides  Hard stops will be utilized which will prevent overspending on non-salary items Fund 199 is opened in May to purchase for the next fiscal year; however, no budget check is performed  Elimination of Fund 199  Budgets will be loaded in May so purchasing activity can take place with budget checking MSA does not provide an opportunity for locations to reserve budget funds  In SAP, FM (Funds Management) earmarked funds can be used to “block” budget or “reserve” budget for specific purposes Budget preparation is done in multiple spreadsheets  One system of entry  Multiple planning versions of the budget for each budget area  Departments will receive comprehensive budgets that will include their general fund and grant funded positions Key Improvements: Budget Management

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

18 Budget Foundation Level Training NEW!  Full integration of Personnel and Fund Balances  Control of funds with automatic creation of encumbrances for salaries  All budget-relevant changes made in HR will be tracked and will trigger an automatic update process  Improved decision making through timely and consistent information Other Key Improvements: Position Budget Control

19 Budget Foundation Level Training  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 SBBC Master Data in FM (Funds Management)

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

23 Budget Foundation Level Training 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 Foundation Level Training Budget Go-Live December 2007 Payroll Go-Live February 2008 In the Interim  The reports you are getting now will still be available for use until February  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 Budget Foundation Level Training What Next?

26 Budget Foundation Level Training 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 Budget Foundation Level Training Future Trips Drive Your Own Role-Based Training Instructor Lead Training Blackboard LearningCommunitiesLearningCommunities Atomic Learning Elluminate

28 Budget Foundation Level Training 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 /15/07 *All Budgetkeepers must 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 Important Reminders

29 Budget Foundation Level Training  Information updates on the BRITE project will be available online at web/erp. A special screen is available for Budgetkeepers at  BRITE LITES training for Budgetkeepers will begin: 8/20/07Department BRITE LITES 9/10/07School BRITE LITES Budgetkeeper Info

30 Budget Foundation Level Training USER SUPPORT

31 Budget Foundation Level Training 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 Budget Foundation Level Training HELP DESK BRITE Website: web/erp- or - e-Learning Context Sensitive Help CAB Conference BRITE LITES (By Role) User Support Options

33 Budget Foundation Level Training Questions?

34 Budget Foundation Level Training As part of your Foundation Level Training follow-up activities, you are required to complete: Business Event Appraisal in Course Evaluation in 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. COURSE EVALUATION