1 Budgetkeeper Foundation Level Role-Based Training

1

BudgetkeeperBudgetkeeperFoundation Level Foundation Level

Role-Based TrainingRole-Based Training

2Budget Foundation Level Training

Roadmap To SuccessRoadmap 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

ProcurementPlace

ProcurementPlace

HR Highway

HR Highway

BudgetBoulevard

BudgetBoulevard

ESS Expressway

ESS Expressway

MSSMallMSSMallPayroll

ParkwayPayroll

Parkway

e-LearningAcademy

e-LearningAcademy

Rest StopRest Stop


Role Description: BudgetkeeperRole Description: Budgetkeeper

Role GoalRole Goal::To maintain records and accounts of all budgeted funds and to provide To maintain records and accounts of all budgeted funds and to provide cost center administration with information concerning availability of cost center administration with information concerning availability of funds.funds.

Responsibilities/TasksResponsibilities/Tasks::---- Review information for schools & departments and update Review information for schools & departments and update

during Budget Prep phaseduring Budget Prep phase---- Create/maintain funds reservation documents in SAP for current Create/maintain funds reservation documents in SAP for current

year plansyear plans---- Enter budget transfer information into SAP for internal transfers Enter budget transfer information into SAP for internal transfers

where funding available; prepare & obtain approval for Budget where funding available; prepare & obtain approval for Budget Transfer requests between funds center and/or functional areas Transfer requests between funds center and/or functional areas & submit to Budget Office& submit to Budget Office


Budget in SAPBudget in SAP


Chart of AccountsChart of Accounts

Consists of the SBBC Enterprise Chart of Accounts, including balance sheet, revenue and expense accounts

SAP now has dropdown SAP now has dropdown access to the access to the

Chart of AccountsChart of Accounts!!


MSA-SAP CrosswalkMSA-SAP Crosswalk

MSA SAP-FMFunds Management

Fund General Fund 100

Fund General Fund 1000

Location & Type 0211 & 3

Fund Center/Cost CenterBusiness Area+Type+Location+0

3400302110

Class & Object Supplies 5 & 511

Commitment Item Supplies 55110000

Function & Activity Gr 9-12 Basic 5103 & 00000

Functional Area Gr 9-12 Basic 51030000000000000

Capital Project 021178123(Location & Activity)

Funded ProgramP.000011


SAP GlossarySAP 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.


SAP GlossarySAP 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.


Budget PrepBudget Prep


Access to SAPAccess to SAPBRITE WEB SITEBRITE WEB SITE

www.browardschools.com/erpwww.browardschools.com/erp

Click to Access SAP


PORTAL SIGN-ONPORTAL SIGN-ON

Select “Get Support” to

Request a new password


End-User Log-in to SAPEnd-User Log-in to SAP

Will add screen shot later

HR Action ProcessorHR Action ProcessorHR Action ProcessorHR Action Processor

Tabs Dependent Upon Your Role(s)


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 2007-2008 school year.

Schools will not prepare duplicate enrollment projections – information in system available to Boundaries, Budget Office, etc.

Key Improvements: Key Improvements: Budget PreparationBudget Preparation


Budget Preparation ProcessBudget 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

1

2

3

4

5

Data used for budget prep is placed in BI Locations prepare and

submit budgets6

Budgets reviewed and approved

7

8

Supplements, returns and transfers

processed as needed9

Positions added/changed per Org Chart/Growth

Positions added/changed per Org Chart/Growth

B IB I

B IB I


Budget ManagementBudget Management


Current State Future 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: Key Improvements: Budget ManagementBudget Management


FINALLY!

EFFECTIVE DECEMBER 3, 2007

BUDGET BALANCES WILL BE AVAILABLE IN

“REAL TIME”(in SAP; BI is updated overnight)


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: Other Key Improvements: Position Budget ControlPosition Budget Control


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 SBBC Master Data in FM (Funds Management)in FM (Funds Management)


Budget Management ProcessBudget 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.


Budget Management ProcessBudget 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


Use to limit the amount of information a report retrieves

Enables drill-down to thenext 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)Business Intelligence (BI)Reporting FeaturesReporting Features

DONE OVERNIGHT!

Time out reports

Report Buttons

Graphical reports

Drill-Down

Report selection criteria


Budget WorkbenchBudget 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


Budget Go-Live December 2007Budget Go-Live December 2007Payroll Go-Live February 2008Payroll Go-Live February 2008

In the InterimIn 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.


What Next?What Next?


Next StepsNext 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 NeedsStaff needs to register for training according to roles assigned


Future TripsFuture Trips

Drive Your Own Role-Based TrainingDrive Your Own Role-Based Training

Instructor Lead Training

Blackboard

LearningLearning

CommunitiesCommunities

LearningLearning

CommunitiesCommunities Atomic LearningElluminate


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 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 RemindersImportant Reminders


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

Budgetkeeper InfoBudgetkeeper Info


USER SUPPORTUSER SUPPORT


Online Support - Field HelpOnline 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


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)

User Support OptionsUser Support Options


Questions?Questions?


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.

COURSE EVALUATIONCOURSE EVALUATION

Documents

1 Budgetkeeper Foundation Level Role-Based Training