1. School Administrator Budget Processes

2. 2  Have fun and enjoy the opportunities we have to contribute to SBBC’s future success!  Please turn off or silence cell phones and pagers  Please do not read or send email messages during class time  Respect those speaking and asking questions by keeping side discussions to a minimum  Please do not interrupt the person speaking  We will start, break, and end on time  All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later Welcome and Ground Rules

3. 3 School Administrator Budget ProcessesLogistics Before we get started...

4. 4 School Administrator Budget Processes Budgeting Execution Roles BRITE has created roles to define: –Who is responsible for the tasks within a business process –Who has access to perform those tasks in the BRITE system –Who needs what type of training  Roles involved in the End User Budget Execution process: –Budget Office –Budgetkeepers –Principals / Department Heads –Area Business Analyst (ABA)

5. 5 School Administrator Budget Processes ECC Role Budgetkeeper Doc. Review Budget Review Transfer budget SBBC Job Initial Mapping Process Map END Source : Mapping to Individual What are Roles Budgetkeeper Office Mgr

6. 6 School Administrator Budget Processes Course Description  During this course, SAP users will be introduced to the revised SBBC School Budget and Purchasing processes.  Participants will learn how the implementation of the BRITE Budget process will change the way in which the budget is currently prepared.  Participants will be introduced to some basic Budget and Purchasing screens and vocabulary. Professional Development Budget Payroll Operations Human Resources Finance Enterprise Management Information Enterprise Resource Planning

7. 7 School Administrator Budget Processes Budget Processing for End Users  Budget Prep involves allocating budget resources for the purpose of financing persons, positions, purchasing services or equipment. –Budget Prep is done in Integrated Planning (IP) –Upon approval projected budgets are retracted from IP into ECC.  Budget Execution involves the transferring of budget resources from and to different budget areas, and reserving budget funds for an anticipated future need. –Day-to-day transactions such as budget transfers and funds reservations will be accomplished in ECC.

8. 8 School Administrator Budget Processes  School Budgetkeepers will be responsible for completing the following tasks in SAP: –Review and modify annual School budget using web-based BI-IP layouts. –Transfer funds within their respective Funds Center. Funds will be transferred in ECC using transaction Budgeting Workbench (FMBB). –Researching budget transfer documents. This will be accomplished in ECC using transaction Display Budgeting Documents (FMEDD & FMEDDW). Budgetkeeper Responsibilities

9. 9 School Administrator Budget Processes –Reversing Budget transfers that were made in error in ECC. Budget transfers will be accomplished using transaction Reverse Budget Entry Documents (FMDOCREV). –Encumbering funds as directed by the School Principal using the Create, Change and Display Funds Reservation transactions (FMX1, FMX2 & FMX3). –Review and assess School budget availability using report transaction Overview of Annual Values (FMAVCR01). –Review and assess School budget availability using reports generated from Business Intelligence (BI). Budgetkeeper Responsibilities

10. 10 School Administrator Budget Processes SAP Acronyms SAP AcronymName GLGeneral Ledger GMGrants Management FMFunds Management MMMaterial Management HRHuman Resources FIFinancial BIBusiness Intelligence IPIntegrated Planning PSProject Systems ECC Enterprise Central Component WBS Work Breakdown Structure COControlling

11. 11 School Administrator Budget Processes Business Intelligence Integrated Planning Integrated Planning (BI-IP) and School Budget Preparation Unit One

12. 12 School Administrator Budget Processes Key Terms SAP Business Intelligence – Integrated Planning (BI-IP) Software client that provides an integrated analytical processing platform for entering plan data, analyzing and reporting budget data using the commonly known Excel interface. Enterprise Central Component (ECC) Enterprise Central Component or ECC is the transactional processing system of the SAP client which runs beside the BI-IP client and is used to process the day-to-day transactions required by the various business processes of Finance, Purchasing and Human Resources/Payroll. ECC is used to process day-to-day transactions such as, purchase requisition or budget transfers within a particular school location. Portal (NetWeaver) A point of access through an internet website to the SAP system. Users will access both ECC and BI through the BRITE portal.

13. 13 School Administrator Budget Processes BI-IP Key Terms The SAP Business Intelligence – Integrated Planning (BI-IP) client is divided in two large and separate processing areas, BI & IP. BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data. The front-end User interface uses Business Explorer (BEx) and Web-based layouts. BI-IP (read/edit data) BI-IP (read/edit data) BI (read only data) BI (read only data) The “Integrated Planning” (IP) portion is used to enter budget data. The “Business Intelligence” (BI) portion runs reports. Annual School Budget Planning Data is Entered Generate Reports ECC Updates BI Data Nightly with Transactional Data BI-IP Updates SAP ECC as Needed with Plan Data ECC

14. 14 School Administrator Budget Processes Key Terms Planned Version A BI-IP layout which has been created to record budget data at a given point in the budget based data set preparation process. In many cases planned versions will look identical to the one that preceded it, e.g., version S3 looks like version S4. However, to accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than the one that preceded, e.g., version S4 (school) looks slightly different than version S5 (ABAs). Note: School Principals and Budgetkeepers will use Planned Version S-4 (Schools Projection version) to enter/modify student Membership Projections for their Cost Center (location).

15. 15 School Administrator Budget Processes Key Terms Plan Year The year for which the budget is being prepared. The Plan Year is a single number four digits in length. The Plan Year will actually span over two calendar years. Example: Plan Year 2009 – Starts July 1, 2008 – June 30, 2009 (same as fiscal year)

16. 16 School Administrator Budget Processes Key Terms Cost Center A unit of responsibility for capturing actual cost. Cost Centers are the means in which locations (schools) are identified in SAP. Each school will be assigned a unique Cost Center number. Cost Centers are 10 digits in length and combine the current SBBC location and type. Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10) Legacy: Location = 1851 - Royal Palm E Type = 1 - School Type (Elementary) Cost Center = 3315 1 1851 0 SAP:

17. 17 School Administrator Budget Processes MSA-SAP Crosswalk MSASAP-FM (Funds Management) Fund General Fund 100 Fund General Fund 1000 Type &Location 1 & 1851 = Royal Palm E Fund Center/Cost Center Business Area+Type+Location+0 3315118510 = Royal Palm E Class & Object Expense & Supplies 5 & 511 Commitment Item Expense & Supplies 55110000 Function & Activity School Admin. 7301 & 00000 Functional Area School Admin. 7301000000000000 Capital Project Location & Activity 0211& 78123 Funded Program P.00011

18. 18 School Administrator Budget Processes  Integrated Planning (IP) provides a platform for entering budget data, analyzing and reporting data using the commonly known Excel interface and Web-based functionality (the Portal).  At SBBC, BI-IP will be accessed through the portal by End-Users in Schools & Departments (both MAC & PC users).  The budget process will be standardized and all Schools will use the same web layout for their budget formulation process. BI-IP Budget Preparation

19. 19 School Administrator Budget Processes  BI-IP offers layouts which have been specifically configured to match SBBC budget business processes. –Membership Projection, Projection of Revenue  Each school (Cost Center/Funds Center) will only have access to information for their location.  Different BI-IP layouts have been created to specifically accommodate the various responsibilities of different groups creating School Budgets, e.g., Elem School, Middle, High, Tech. etc…  Budget information for a single school, e.g., Deerfield Middle School, will be entered in one set of BI-IP layouts depending on the responsibility for budget creation. BI-IP Budget Preparation

20. 20 School Administrator Budget Processes BI-IP Budget Preparation  Different BI-IP versions will be used to enter or modify budget data at different times in the budget creation process. –Example: S4 - Membership Projection S6 – Projection of Revenue  School Principals and Budgetkeepers will enter the appropriate BI-IP layout for their school and make modifications as necessary in the Membership & FTE Projection (version S4).  Data entered at different times in the budget preparation process will be saved using the various BI-IP layouts in different versions.  Budget data can be retrieved using BI reporting and viewed for historical analyses as well.

21. 21 School Administrator Budget Processes BI-IP Budget Preparation  All requirements and timelines as set by the Budget Office’s budget preparation process will remain intact but will be accomplished in BI- IP.  Once all data has been entered and no further changes are necessary, the specific budget data version will be frozen and transferred to the next step in the budget preparation process.  Once the budget has gone through the all necessary modifications and final approval is given (approved version) the entire budget will be frozen and saved for historical analysis and loaded into ECC as version 0.

22. 22 School Administrator Budget Processes  Currently annual budget planning is performed and consolidated within Excel spreadsheets, and a more summarized version of the budget data is loaded into the legacy financial system, MSA.  School-based Budgetkeepers, Area Business Analysts & Budget Office users would use the BI-IP tool to input and change school budgeting data.  In line with the current budget creation process timeline issued by the Budget Office, the Membership Projection for the next fiscal year, (FY2009) will be entered into BI-IP. BI-IP Budget Preparation

23. 23 School Administrator Budget Processes  Following are the budget preparation tasks that will be accomplished in BI-IP: –Principals & School Budgetkeepers will review and, if needed, modify the designated Plan Year’s Membership & FTE Projections saving it in BI-IP layout, version S4. –ABAs/Area ESE Coordinators review the Schools’ modifications and completed Plan Year’s Membership & FTE Projection in version S5. –Principals/School Budgetkeeper will access BI-IP and make necessary additions/changes to up coming year’s staff during the Projected budget process. BI-IP Budget Preparation

24. 24 School Administrator Budget Processes –Principals/School Budgetkeeper will assess allocations for other salaries (overtime, subs, temps) and non-salary items and update the appropriate BI-IP layout in version S6. –Area Business Analysts - Schools submit completed projected budgets to Area Business Analysts for review in version S7. BI-IP Budget Preparation

25. 25 School Administrator Budget Processes BI-IP Summary  Annual School budget creation will be accomplished in BI-IP.  When approved, budget data from BI-IP is loaded into ECC.  Daily budget execution, (i.e., fund transfer, fund reservation) is accomplished in ECC. Budget Preparation School Principals & Budgetkeepers will enter/modify Membership Projection and Projection of Revenue in BI-IP. Budget Execution transfer funds reserve funds purchase services Approved School budget ECC BI-IP

26. 26 School Administrator Budget Processes  The following slides demonstrate how to access the SAP BRITE web site and view information concerning School Membership Projections.  1. Go to URL: www.broward.K12.fl.us/erp.  2. Click the “Click to Access Portal” button.  Note: Currently this button does not exist, however, it will be installed on the SAP BRITE web site prior to go-live.  This presentation will introduce you to some of the screens available in BI-IP. Click to Access BRITE Portal BI-IP Access and Portal Navigation

27. 27 School Administrator Budget Processes  After clicking the Access Portal button the SAP NetWeaver screen will appear.  1. Enter your User ID.  2. Enter your unique password.  3. Click. BI-IP Access and Portal Navigation

28. 28 School Administrator Budget Processes  1. Click the tab. Click the BI-IP Schools & Grants tab BI-IP Access and Portal Navigation

29. 29 School Administrator Budget Processes  1. Click the MP Processing node. BI-IP Access and Portal Navigation Click the MP Process node Note: It is important to click the node next to the MP Process selection. Clicking the actual MP Process selection will take the user to the first selection listed under the MP Process folder. Note: This presentation demonstrates how to access a Membership Projection data sheet designed for a middle school. Other locations/schools such as elementary and high schools may be accessed in a similar manner.

30. 30 School Administrator Budget Processes BI-IP Access and Portal Navigation  1. Click the Planned Layout selection. Click the Planning Layout selection

31. 31 School Administrator Budget Processes BI-IP Access and Navigation  1. Enter PLAN YEAR for the budget being created, e.g., 2008.  2. Enter the Plan Version to be accessed, e.g., Schools - S4.  3. Enter the Cost Center which corresponds to the location entering the Membership Projection information.  4. Click the OK button. Remember: Cost Centers are identified using a strict numbering convention which combines the Business Area, legacy type and location numbers. Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0 (10)

32. 32 School Administrator Budget Processes BI-IP Access and Navigation  Note: The screen below will appear after clicking the OK button.  Note: The MEMBERSHIP AND FTE PROJECTION-DATA layout contains data fields which may be modified. However, other fields in this layout can only be viewed.  Fields that are shaded white may be modified where as fields shaded blue can be view but not changed. MIDDLE MEMBERSHIP AND FTE PROJECTION-DATA White shaded fields Blue shaded fields

33. 33 School Administrator Budget Processes BI-IP Access and Navigation  Note: A broader view of the layout may be displayed by clicking the Collapse node located in the upper right corner of the left hand column. Click the Collapse node.

34. 34 School Administrator Budget Processes BI-IP Access and Navigation  Note: The MEMBERSHIP AND FTE PROJECTION-DATA layout for the selected school appears and is divided into functional areas.  Header section - List the screen name, organization, type of data contained in the layout and Plan Year.  Student projection layouts (lower portion of the screen) display information concerning the school Membership Projection. Additional layouts are available and can be viewed by clicking the vertical scroll down bar.

35. 35 School Administrator Budget Processes BI-IP Access and Navigation  Note: By clicking the vertical scroll down bar, additional layouts such as STUDENTS IN CLUSTER AND GIFTED PROGRAMS layout can be viewed and processed.  School Principals and Budgetkeepers should enter the student projections as necessary. Notice the STUDENTS IN CLUSTER AND GIFTED PROGRAMS layout is located approximately in the middle of the Membership Projection layout. STUDENTS IN CLUSTER AND GIFTED ROGRAMS.

36. 36 School Administrator Budget Processes BI-IP Access and Navigation  School Principals and Budgkeepers will enter the expected student Membership Projection for their school. Student Membership Projection has been entered for the school programs, 102 4-8 BASIC and 130 ESOL.

37. 37 School Administrator Budget Processes BI-IP Access and Navigation  Note: After all student projections have been entered in the layout the new student projections can be summed up by clicking the Transfer button.  1. Click the Transfer button.  2. Verify the sum of the student projections in the Overall Results row. Transfer button The student projection will be added and displayed in the Overall Results column after clicking the Transfer button.

38. 38 School Administrator Budget Processes BI-IP Access and Navigation  The following steps will be performed after the Transfer button has been clicked and are used to calculate the UFTE factor for the location.  1. Clicking the Calc. UFTE button. Note: Upon clicking the Calc. UFTE button the BEx Web – Web Page Dialog box will appear.  2. Enter the same Cost Center & Plan Year previously used to access the Membership Projection layout.  3. Click the OK button. Calc. UFTE button BEx Web – Web Page Dialog box OK button

39. 39 School Administrator Budget Processes BI-IP Access and Navigation  Notice the Membership Projection has been calculated. The UFTE values for the Membership Projection have been calculated.

40. Budget Processing and Budget Processing and Verifying Availability of Funds Unit Two

41. 41 School Administrator Budget Processes At the end of this unit participants will be able to:  Identify new terms and concepts associated with Funds Management and their relation to MSA objects, where possible  Display Budget Enter (transfer) documents  Describe the accounting string for their school Unit Objectives

42. 42 School Administrator Budget Processes FM Concepts and Changes Account Assignment and Addresses  An FM Account assignment represents the combination of all of the following: –Fund –Fund Center –Functional Area –Funded Program (if relevant) –Commitment Item –Grant (if relevant)  Example:  Actual address from ECC: Funded ProgramFundFunds Center Commitment ItemFunctional AreaGrant NOT RELEVANT1000310110011055000000730100000000000000NOT RELEVANT

43. 43 School Administrator Budget Processes FM Budget Amendments: Summary  Process: Transfer  Budget Category: Payment (default)  Document Type: OPSD  Budget Type: AMND  Version: 0  Date/Fiscal Year/Period: (Current) For School budget transfers, only the following Budgeting Workbench data will be used:

44. 44 School Administrator Budget Processes Budgeting Workbench: Budget Transfer Sender: Funds transferred from: Fund - 1000 Funds Center - 3101100110 Functional Area - 7301000000000000 Commitment item – 55000000 Receiver: Funds transferred to: Fund - 1000 Funds Center - 3101100110 Functional Area - 7301000000000000 Commitment item - 53000000 Doc. Type OPSD Process Transfer Sender (From) Receiver (To) Doc. Number

45. 45 School Administrator Budget Processes Demonstration and Exercise Scenario: View budget document T-code: FMEDDW - See Work Instruction and Exercise Data Sheet

46. 46 School Administrator Budget Processes View Budget Document 1 4 3 5 2

47. 47 School Administrator Budget Processes View Budget Document 6

48. 48 School Administrator Budget Processes View Budget Document 7

49. 49 School Administrator Budget Processes View Budget Document 8

50. FM Budget Reservations Unit Six

51. 51 School Administrator Budget Processes FM Funds Reservation  Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures as needed. Example: –To ensure that funds are available for future event –Prevent overspending through out the year  FM commitment documents reduce the amount that is available for spending; these documents create encumbrances without involving purchasing documents

52. 52 School Administrator Budget Processes FM Funds Reservation  Funds Reservations can be referenced (by reservation document number and line item) in: –Purchase requisitions or purchases orders –AP Invoices –FI Postings –Reduced or closed manually  Referencing reservations reduces the fund set-asides in whole or in part. The consumption history of the funds reservations is updated.

53. 53 School Administrator Budget Processes Demonstration and Exercise Scenario: Display Funds Reservation T-code: FMX3 See Work Instruction and Exercise Data Sheet

54. 54 School Administrator Budget Processes Display Funds Reservation 1 2

55. 55 School Administrator Budget Processes Display Funds Reservation 4

56. 56 School Administrator Budget Processes Demonstration and Exercise Scenario: Display Funds Reservation; Run the Earmarked Funds Document Report T-code: S_P99_41000147

57. 57 School Administrator Budget Processes Run the Earmarked Funds Document Report 4 1 2 3 5

58. 58 School Administrator Budget Processes Run the Earmarked Funds Document Report 6

59. 59 School Administrator Budget Processes Run the Earmarked Funds Document Report 7

60. 60 School Administrator Budget Processes Run the Earmarked Funds Document Report 8

61. 61 School Administrator Budget Processes Run the Earmarked Funds Document Report 9

62. 62 School Administrator Budget Processes Run the Earmarked Funds Document Report 10

63. 63 School Administrator Budget Processes Run the Earmarked Funds Document Report 11

64. FM Budget Reporting Unit Six

65. 65 School Administrator Budget Processes Budget Reporting  ECC budget reports allow for the analyses of budget resources such as –Actual vs. Planned budget variance –Available Budget (AVC reports) –FM Line Item Report –Budget Entries –Revenue Increase Budget Overview –Master Data Listings

66. 66 School Administrator Budget Processes Budget Reporting  The vast number of budget reports will be generated from Business Intelligence (BI). This will reduce the strain on the ECC operating system. –BI reports will be updated on a nightly basis from ECC (near real-time)  Reports should only be run in ECC when real-time reporting is critical (i.e. Budget AVC reports).  Budgetkeepers will be trained in the creation and use of BI reports in future classes.

67. 67 School Administrator Budget ProcessesDemonstration Scenario: Available Budget Report (AVC Report) T-code: FMAVCR01

68. 68 School Administrator Budget Processes Available Budget Report (AVC Report) 4 5 6 3 1 2

69. 69 School Administrator Budget Processes Available Budget Report (AVC Report) 7

70. 70 School Administrator Budget Processes Available Budget Report (AVC Report) 8 9

71. 71 School Administrator Budget Processes Available Budget Report (AVC Report) 10 Consumable Bdg Consumed Amt Available Amt To review items which were purchased or encumbered and lead to the consumed budget sum, double click the icon next to the posting address for the value in the Consumed Amt field.

72. 72 School Administrator Budget Processes Available Budget Report (AVC Report) 11 Purchase Orders & Purchas Requ. Funds ReservationPayment amount

73. 73 School Administrator Budget Processes Available Budget Report (AVC Report) To review items which were purchased or encumbered and lead to the consumed budget sum, double click the icon next to the posting address for the value in the Consumed Amt field. 12

74. 74 School Administrator Budget Processes Course Summary  Principals and Budgetkeepers will modify Membership & FTE Projection as well as the Projection of Revenue using web-based BI-IP layouts.  School locations are identified by a Cost Center.  Cost Center numbers combine the new Business Area with the current SBBC location and type.  Principals and Budgetkeepers will only have access to layouts pertaining to their school.  In many cases planned versions will look identical to the one that preceded it.

75. 75 School Administrator Budget Processes Course Summary  To accommodate the responsibilities of the various organizations reviewing the budget, one version may look slightly different than the one that preceded.  Different BI-IP layouts have been created for different groups creating School Budgets, e.g., Elem School, Middle, High, Tech. etc…  Different BI-IP versions will be used to enter or modify budget data at different times in the budget creation process. Example: S4 - Membership Projection S6 – Projection of Revenue  School Principals and Budgetkeepers will enter Membership & FTE Projections using version S4.

76. 76 School Administrator Budget Processes Change History DateNameChange Description 10/10/07Timothy J. LonghurstInitial Draft 10/10/07Kris MaccubbinUpdate and align with Department version 10/17/07Timothy J LonghurstUp-dated to correct typographical errors on slides 44, 46 and 54