Budget Processes 201S / 202D

Budget ProcessesBudget Processes201S / 202D201S / 202D

2Budget Processes—Departments 202D / Schools 201S

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 RulesWelcome and Ground Rules


LogisticsLogistics

Before we get started ...


ConceptsConcepts

DemonstrationDemonstrationss

ExercisesExercises

BRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)


Budgeting Execution RolesBudgeting 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)


ECCRole

BudgetkeeperBudgetkeeper

Doc. Review

Budget Review

Transfer budget

SBBC Job

Initial Mapping

Process Map

END

SourceSource::

Mapping to

Individual

What are RolesWhat are Roles

Budgetkeeper Office Mgr


Budget Processing for End UsersBudget 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.


Budget Preparation ProcessBudget Preparation Process

Schools prepare Membership & FTE

Projections in IP; it gets reviewed by ABAs

Budget data from prior year(s) and current year

placed in BI

Growth Budget requests submitted by departments

Budget uploaded to ECC

1

2

3

4

5

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

submit budgets6

Budgets reviewed and approved in IP

7

8

Supplements, returns and transfers

processed as needed

(see note below)

9

Positions added/changed per Org Chart/Growth

Positions added/changed per Org Chart/Growth

B IB I

B IB I


At the end of this course participants will be able to:

Describe the various budgeting codes associated with Funds Management (FM)

Process budgetary resources in ECC using transaction “Budgeting Workbench”

Understand the process for budget supplements, returns and cross-activity,

cross-fund or cross-location budget transfers

Create and maintain Funds Reservations, understanding their use and impact

on spending controls

Access and analyze documents in Funds Management (FM)

Access and analyze Fund reports in ECC

Course ObjectivesCourse Objectives


AgendaAgenda

Unit

Unit one: BI-IP & ECC Functions and Integration

Unit two: Funds Management (FM) Master Data

Unit three: FM Concepts and Significant Budget Changes

Unit four: FM Budget Control

Unit five: FM Budget Amendments

Unit six: FM Budget Reservations

Unit seven: FM Master Data Groups and Reports

Questions


Business Intelligence Business Intelligence Integrated Planning Integrated Planning

(BI-IP)(BI-IP)and and

Funds Management (FM)Funds Management (FM)Functions and IntegrationFunctions and Integration

Unit OneUnit One


Lesson ObjectivesLesson Objectives

Upon completion of this lesson, participants will be able to: Describe the role the BI-IP client plays in the budgeting

process Understand how BI-IP and ECC-FM interact Describe the budget prep to budget execution process


SAP AcronymsSAP AcronymsSAP Acronym Name

GL General Ledger

GM Grants Management

FM Funds Management

MM Material Management

HR Human Resources

FI Financial

BI Business Intelligence

IP Integrated Planning

PS Project Systems

ECCEnterprise Central Component

WBSWork Breakdown Structure

CO Controlling


BI-IP Client / ECC Client FM Interface BI-IP Client / ECC Client FM Interface

The budget process consists of two separate systems, which integrate

together:

• IP—Used for budget preparation and approval

• ECC—FM/GM modules are used for budget execution and control

Once a budget has gone through the preparation and approval process

in BI-IP, it will be retracted (downloaded) into the ECC client into:

• GM—For grant relevant budgets. GM budget data flows down to

FM to form the consolidated budget in ECC

• FM—For all other budgets.

Periodic budget amendments as well as budget control is facilitated in

FM (and GM, if applicable). Expenditures posting in various modules

(MM, HR, FI) impact the budget in ECC.


BI-IPBI-IP

The SAP Business Intelligence – Integrated Planning (BI-IP) client is divided in two large and separate processing areas, IP & BI.BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data. The front-end User interface tools and use 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” portion is used to enter budget data.

The “Business Intelligence” portion runs reports.

Annual Budget Planning Data

is Entered

Generate Reports

ECC Updates BI Data Nightly with Transactional Data

IP Updates SAP ECC as Needed with Plan Data ECCECC


ReviewReview

1. Budget Information transfers from ECC to BI nightly?True / False

2. The acronym GM states for?a. Funds Managementb. Grants Managementc. Human Resourcesd. General Maintenance

3. Due to the fact that actual data is exchanged on a nightly basis, the Information contained

in BI is considered ____________________________?

a. Irrelevant b. Out datedc. Near real timed. None of the above

4. Once a budget has gone through the preparation and approval process in BI-IP, it will be

retracted (downloaded) into the ECC client into_______________________?a. GM – For grant relevant budgets. b. FM – For all other budgets c. Both a and b


Questions?Questions?


AgendaAgenda

Unit








Questions

Funds Management Master DataFunds Management Master Data

Unit TwoUnit Two


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 FM Master Data including:– Fund– Funds Center– Functional Area– Funded Program– Commitment Item– Grant *

Explain the use of FM Master Data Groups

Unit ObjectivesUnit Objectives


Funds Management DataFunds Management Data

Funds Management Data Categories:

Funds

Functional Area

Funds Center

Funded Program

Commitment Item

Grant

Organizational Data Master Data Transactional Data

Budget Amendments

Funds Reservations

Actual Postings from other modules *

FM Area (SBBC)

* Actual Data from other modules will flow into FM as transactional data: Purchase Requisitions, Purchase Orders, Financial and HR Postings


FM Master Data OverviewFM Master Data Overview

Master Data records are created and stored as electronic records and play a

key role in the core budgeting process

Master Data records include items such as:

Master Data records are highly centralized

The Budget Office is responsible for creating and maintaining FM Master Data

records

Functional Area

Fund

Funds Center

Funded Program

Commitment Item

Grant*


FM Master Data: MaintenanceFM Master Data: Maintenance

Master Data maintenance will be limited to a few individuals. The Budget Office will be responsible for maintaining all FM master data records (FM Area, Fund, Fund Center, Commitment Item, Functional Area, and Funded Program) and FM derivation rules.– Capital Budget will also maintain Funded Programs

specific to Capital Projects

Standard Master Data request forms will be designed and used when requesting new master data. Forms will be completed and sent to the Budget Office for creation or maintenance.


FM Organization Data: FM AreaFM Organization Data: FM Area

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.

There will only be one FM Area:

SBBC


FM Master Data: FundFM Master Data: Fund

Fund Funds are the means to account for the School

Boards’ various resources. School and Department day-to-day expenditures are normally charged to General Fund 1000


SAP Fund = 100 0MSA Fund = 100

General Fund

Fund

General Fund

FM Master Data: FundFM Master Data: Fund

Legacy ECC


FM Master Data: Fund Key ChangesFM Master Data: Fund Key Changes

• Funds are now four digits long• Funds will be created and maintained by the Budget

Office in SAP • New Fund for Summer School (1040) replaces Fund

100 and Use 1 or 3• Elimination of Fund 199

• Budget will be loaded in May for next fiscal year and PO will consume the following year’s budget

• Grant Funds have been consolidated and renumbered


FM Master Data: Fund—MSA vs ECC SampleFM Master Data: Fund—MSA vs ECC SampleMSA Fund Use Description SAP Fund

100 General Fund 1000

100 1/3 Summer School 1040

101 General-Grant Match 1010

102 BECON 1020

411 Food Service 4110

421 USDE Fed Thru State 4230

422 USDE Fed Direct 4210

423 Fed Thru Local 4240

424 Thru Local/Local Direct 4260



427 DHHS Fed Direct 4220

428 Interest Grants 4280

429 USDE Fed Dir Fin Assist 4290

492 Misc Events-Internal 4920

499 Misc Events-External 4990

711 Workers Comp 7110

792 Facilities Planning 7920

793 HSS/MCO 7930

794 Research 7940

892 Internal Funds 8920


FM Master Data: Fund CenterFM Master Data: Fund Center

• Funds Centers represent areas of responsibility for budgetary monitoring and control at SBBC. • is equivalent to a location or department• captures “where” the costs are incurred • equivalent to a Cost Center in SAP’s Controlling module

• A Cost Center is a unit of responsibility for capturing actual cost in Controlling (the CO module). There is a one-to-one relationship; there will be one Cost Center which will match to one Funds Center.• During actual postings in SAP, the Fund Center will not be

entered. It will be derived from:• Cost Center • WBS Element (Capital Project)• Internal Order (Department specific program)


FM Master Data: Fund CenterFM Master Data: Fund Center

• All locations are assigned a Business Area for security control.

• The business area number is new to SBBC and is the first 4 digits of the Fund Center/Cost Center.

• Each school will have its own specific Business Area assigned that must be combined with the correct location number in order for an action to take place in SAP.

• Some departments will have their own Business Area. Others within the same division will share a Business Area.


FM Master Data: Fund Center FM Master Data: Fund Center

Funds Center/Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0

Legacy: Location = 1851 - Royal Palm EType = 1 - School Type (Elementary)

Funds Center/Cost Center = 3315 1 1851 0 (10 digits)

ECC:


FM Master Data: Functional AreaFM Master Data: Functional Area

Functional Area Functional Areas are equivalent to the current function and

activity combination. They are used to divide costs

according to Functional activities or programs to meet

legal/internal reporting requirements.

Note: Not all MSA activities will become part of a functional area in SAP.

1. Grants (or grant programs) become GM Grants (or PS WBS elements) in SAP

2. Capital Projects become PS WBS elements in SAP

3. Location specific programs become CO Internal Orders in SAP

4. Revenues or expense types become FI GL accounts in SAP

** Only active, cross-functional MSA activities/programs/reserves were

retained as activities and mapped to functional areas (along with the valid

combination of function). Inactive or invalid activities were eliminated.


Accounting String ComparisonAccounting String Comparison

Functional Area = Function + Activity followed by 7 zeros

Legacy: Function = 5103 - 9–12 Basic Activity = 00000 - Operating

Functional Area = 5103 00000 0000000 - 9-12 Basic (16 digits)

Functional Area

ECC:


FM Master Data: Commitment ItemFM Master Data: Commitment Item

Commitment Item

Commitment Items are equivalent to balance sheet,revenue account or object code in MSA. Used tocapture the type or classification of an asset, liability,fund balance, revenue or expense.

Commitment Items will be 8 digits in length. Commitment items are equivalent to Financial (FI) General Ledger (GL) accounts and CO Cost Elements (1:1 relationship with few exceptions such as inventory)

Example:

53990000 - OTHER PURCHASED SERVICES55110000 - SUPPLIES



Commitment item = Class + Object

Legacy: Class = 5 ExpenditureObject = 511 - Supplies

Commitment Item

Commitment Item = 55110000 (8 digits)


FM Master Data: Funded ProgramFM Master Data: Funded Program

Funded Program Used to capture costs in FM and control budget

resources for:

1) Capital projects at the project or phase level (linked to WBS element)

2) Grants (according to SBBC internal requirements) at the grant or grant program level.

3) Internal Orders: For location specific activities requiring

separate tracking and budget control

Note: Budget will be allocated to a Funded Program

called NOT RELEVANT if not budgeting for any of

the above scenarios

Note: Most budget information will show NOT RELEVANT

in the Funded Program field



Grant Funded Program = Grant Type (1) + Location Managing Grant (2-5)+Grant Number (6-9)

Legacy: Activity = 27615

Funded Program – e.g. Grant

Grant Funded Program = B97790001* Head Start * Example of FM budget control at grant level

ECC:


MSA-ECC CrosswalkMSA-ECC Crosswalk

MSA ECC-FM(Funds Management)

Fund General Fund 100

Fund General Fund 1000

Location & Type 0011 & 1 = Deerfield Beach Elem.

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

3101100110 = Deerfield Beach Elementary

Class & Object Expense & Supplies 5 & 511

Commitment Item Expense & Supplies 55110000

Function & Activity Gr K-3 Basic 5101 & 00000

Functional Area Gr K-3 Basic 5101000000000000

Grant ActivityHead Start 27615

Grant Funded Program (Head Start B97790001)

Capital ProjectLocation & Activity 0211& 78123

Funded ProgramP.00011


FM Master Data ListFM Master Data List

Virtually all FM Master Data records can be displayed in a report:– Funds Center / Commitment Item / Functional Area / Funded Program

Remember: Locations are identified by the 6th – 9th digit of the Funds Center Number.

Deerfield Beach Elm - 0011

Bus. Area: 1320 = FNS3101 = General School

Deerfield Beach Elementary - 0011Deerfield Beach Elementary - 0011


ReviewReview1. A new budget code that is 4 digits in length?

a. Functional Areab. Commitment Itemc. Funds Centerd. Fund

2. Function + Activity followed by 7 zeros = ?a. Functional Areab. Commitment Itemc. Funds Centerd. Fund

3. Business Area (1-4) + Type (5) + Location (6-9) + 0 (10) = ?a. Functional Areab. Commitment Itemc. Funds Centerd. Fund

4. Class + Object = ?

a. Functional Areab. Commitment Itemc. Funds Centerd. Fund




AgendaAgenda

Unit








Questions


FM Concepts and ChangesFM Concepts and Changes

Unit ThreeUnit Three


Lesson Objectives

Upon completion of this lesson, participants will be able to:– Describe an FM Account Assignment– Understand the different types and use of FM Addresses– Understand the new process for “Fund 199” purchases– Describe ECC’s Automatic Budget Posting use at SBBC– Understand the budget version concept


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)

There are three types of “addresses” in FM:– Budget Address: where the budget is appropriated– Posting Address: where expenditures are recorded– Availability Control (AVC) Address: where budget control occurs

An address is comprised of a unique FM account assignment


FM Concepts and Changes FM Concepts and Changes FM AddressesFM Addresses

Posting addresses (PA) and Budget Addresses (BA) can be mapped to different account assignments for budget control.

For example (for a school):

* For Departments: Budget Address and Posting Address levels use the 3-digit Commitment Item 5 5110000

Budget item Posting Address Budget Address AVC Address

Fund 1000 1000 1000

Funds Center 3315118510 3315118510 3315118510

Functional Area 5652143040000000 5652143040000000 5000143040000000

Commitment Item 55110000 55000000 * 55000000

Funded Program Not Relevant Not Relevant Not Relevant

Grant Not Relevant Not Relevant Not Relevant


FM Concepts and ChangesFM Concepts and Changes – Automatic Budget – Automatic Budget Postings: Revenue Increasing Budget (RIB)Postings: Revenue Increasing Budget (RIB)

The RIB functionality will be used in situations where cash receipt posted as revenues will automatically create supplemental expense budget to predefined expenditure budget addresses (once cash receipt entry is posted)

Two types of RIB:

1. Advance appropriations: Additional budget will be created automatically and available once cash receipts exceed the amount of the advanced appropriations

– Will be used for various fee based services such as Aftercare, Commercial Foods and Fee Support.

2. Miscellaneous Revenues (no advances): Additional budget will be created automatically and available once cash receipts are posted. Amount of budget will equal the cash receipt.

SBBC will utilize Automatic Budget Postings (ABPs) for Revenue Increasing Budget (RIB)


FM Concepts and ChangesFM Concepts and Changes – Automatic – Automatic Budget Postings: PO Carry forward Budget Budget Postings: PO Carry forward Budget

SBBC will also utilize Automatic Budget Postings (ABPs) to return unused budget for carry forward POs

Prior year POs, along with the associated budget, will be automatically carried forward to the next fiscal year (under a separate budget type – YECB Residual Budget Carry forward) (Year End Carry forward Budget)

If the PO is subsequently closed or reduced in the new year, the system will create an ABP to “return”, in part or in full, the budget that was originally carried forward with the PO

Equivalent to the current Use 5 POs in MSA


Budget Versions Budget Versions

Budget Versions – Permits two or more sets of budget data for the same object.

There is only one active version – Version “0”

Version “0” = original budget + supplements – returns +/- transfers – lapses

Budget versions can be used as a snap shot in time for a particular budget. For example:– ORG (Frozen) - Original Budget– ADP (Frozen) - Board approved after 2nd Hearing– OCT (Frozen) - FTE October Adjustments; schools only– FEB (Frozen) - FTE February Adjustment; schools only

Information saved in a particular budget version can be retrieved for future analyses, reporting and planning purposes

IMPORTANT – The Availability Control (AVC) will only control budget resources in Version “0”. Locations will run reports with budget version “0”


ReviewReview1. An FM Account assignment represents the combination of all of the following:

Fund / Fund Center / Functional Area / Funded Program (if relevant).

True/False

2. What are the two types of Revenue Increasing Budget (RIB)a. Advance appropriations & Miscellaneous Revenues (no advances): b. Commitment Item & Funds Centerc. Fund & Miscellaneous Revenues (no advances)

3. Which one of the below answers is not a type of “addresses” in FM?

a. Posting Address: where expenditures are recordedb. Budget Address: where the budget is appropriatedc. Availability Control (AVC) Address: where budget control occurs

d. Functional Area / Commitment Item / Funds Center

4. SBBC will utilize Automatic Budget Postings (ABPs) to return unused budget for ______________.

a. All Purchase Orders

b. For Unavailable Funds

c. To retract budget information]

d. Carry forward POs


AgendaAgenda

Unit








Questions


FM Budget Control FM Budget Control

Unit FourUnit Four



Upon completion of this lesson, participants will be able to:– Explain the key change for Budget Control (no overrides)– Understand the various levels of budget control, including

changes and exceptions– Explain the dual ledger concept– Interpret ECC Budget error messages


Unlike MSA, there are NO budget overrides in ECC.

With a few exceptions (that will be covered in Unit 5), ECC will issue an error message (hard stop) when there are insufficient funds to cover the expenditure.– Error message will detail the AVC control address which lacks the required

budget (e.g., FC, FA or CI)

Sufficient funds must be available in the specific budget prior to expenditures.

Availability Control (AVC) Address is where budget control occurs in FM. The budget available for use is controlled by the Availability Control (AVC) restraints configured in ECC.

Different levels of controls have been configured for the following:– Departments/School Expenditures– Grant Expenditures– Capital Expenditures

FM Budget Control: AVC AddressesFM Budget Control: AVC Addresses


FM Budget Control: Schools & DepartmentsFM Budget Control: Schools & Departments Budget control for schools and departments (all funds except capital, grant and

Internal Accounts) will take place at the following combination of FM master data elements:

Fund – budget will be controlled at the individual fund level

Funds Center – budget will be controlled at the individual fund center– Exception: Food Services at Location 9725 (Food Nutrition Services)

Commitment Item – budget will be controlled at high level commitment item categories (current 1-digit MSA object codes), with the exception of salaries and benefits, cost allocations

Functional Area – budget will be controlled by function and activity• 1-digit for 5000 functions (see notes page for further description) • 2-digit for all other (i.e., 6100, 6200, 6300, etc.)• Individual activities

Funded Program – At the individual funded program (for Internal Order), if applicable

Grants – Not Relevant


FM Budget Control: Other DecisionsFM Budget Control: Other Decisions

Subject to Budget Control in ECC:

District Level Activities will check budget at the district level fund centers at the overall activity

Items with No Budget Control in ECC: HR postings for salaries and benefits Internal Accounts Fund Internal Billing (e.g. BECON/Printing Services)These will not be budget checked for the first year; however will revisit in year two. COMPASS Interface Postings CO Allocations / Settlements The system does not perform budget checks on the results of these transactions.

All Others will impact budget and AVC will be enforced


FM Budget Control: MessagesFM Budget Control: Messages

Standard FM Budget Messages (non-Capital): Warning message at 90% of budget usage for the

particular account assignment being posted to Error (hard stop) at 100% of budget usage No messages will appear when exceeding budget

limits for: HR Salary and Benefit Postings CO Secondary overhead cost allocations Compass Interface Postings PBC Commitment Postings

You may receive more than one message on your screen.


FM Budget Control: LedgersFM Budget Control: Ledgers

ECC utilizes two budget ledgers for budget control:– ECC Standard ledger “9H” – This is the primary ledger for

budget control– Custom Ledger “B1” – This ledger includes the following

additional budget checks:

Important—For fund 1000 (General), any negative budget balance for overtime, supplements and other salary expenses (equivalent to use 0) in total reduces the amount available for non-salary spending. This is known as the “overall” budget check.

Fixing the budget deficit via a budget transfer will eliminate error messages.


FM Budget Control: 9H Budget Error MessageFM Budget Control: 9H Budget Error Message

Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item (roll-up)/Functional Area (roll-up)/Funded Program

Note: A dash in any value indicates the FM object is not used for budget checking

Expenditure Posting: Expenditure Posting:

GL Account: 55110000GL Account: 55110000 Fund: 1040Fund: 1040 Fund Center: 2600097580Fund Center: 2600097580

Functional Area: 5101000000000000Functional Area: 5101000000000000 Grant: Not Relevant Grant: Not Relevant Amount: $15,000Amount: $15,000Real time

budget Control

Budget Control at this LevelBudget Control at this Level

9H9H

9H = FM PB Availability Control


FM Budget Control: B1 Budget Error MessageFM Budget Control: B1 Budget Error Message

Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item (roll-up)/Functional Area (roll-up)/Funded Program

Note: A dash in any value indicates the FM object is not used for budget checking

Expenditure Posting: Expenditure Posting:

GL Account: 55110000GL Account: 55110000 Fund: 1000Fund: 1000 Fund Center: 3100105610Fund Center: 3100105610

Functional Area: 5101000000000000Functional Area: 5101000000000000 Grant: Not Relevant Grant: Not Relevant Amount: $1,000Amount: $1,000Real time

budget Control

B1 = BCPS Second AVC Ledger

Budget Control at this Level

B1B1


ReviewReview1. Standard FM Budget Messages (non-Capital) budget are?\

a. Warning message at 90% of budget usage for the particular account assignment being posted to

b. Error (hard stop) at 100% of budget usage FM Account assignment represents the combination of all of the following?

c. Both a & b

1. No messages will appear when exceeding budget limits for:a. Advance appropriations & Miscellaneous Revenues (no advances): b. Commitment Item & Funds Centerc. PBC Commitment Postings

3. Funds Center – budget will be controlled at the individual fund center?

True/False

4. Fund – budget will be controlled at the individual fund level?

True/False


AgendaAgenda

Unit








Questions


FM Budget AmendmentsFM Budget Amendments

Unit FiveUnit Five



Upon completion of this lesson, participants will be able to: Describe the budget transfer and return process Understand the key requirements for creating budget

transfers Perform transactions related to budget transfers for their

location Perform budget document reversals View a list of budget documents


FM Budget Amendments: Budget levelFM Budget Amendments: Budget level

Budget funds will be entered at the lowest level of FM account assignments (as applicable), i.e., the individual fund/fund center/funded program/grant/ functional area level and at the current MSA 3-digit object level for commitment items. – Exception: School budgets will reside at the current

1 digit MSA object level

Budget amendments will occur at the same levels. Budget control and posting address may differ.


FM Budget Amendments: ConceptsFM Budget Amendments: Concepts

Budget transfers are executed in ECC using the Budgeting Workbench (BWB)– Performing periodic budget transfers in ECC will enable

real-time update of budget changes

To create a budget document using the BWB, you will need to specify all of the following:– Budget Process (e.g., transfer)– Document Type– Budget Type(s)– Budget Version– Fiscal Year/Period– FM Account Assignments (Fund/Fund

Center/Functional Area/Funded Program/Commitment Item/Grant)


FM Budget Amendments: Budget Process FM Budget Amendments: Budget Process

The “process” is used to distinguish between different ways of affecting the budget

ECC budget processes include:• Enter—Original budget created as part of normal

budget cycle• Return—Returned budget not used / required• Transfer—Between Sender FM Budget Address

and Receiver Supplement—New source of mid-year budget

Note: Individual budgetkeepers from Schools and Departments will only TRANSFER budgets to lower level budget positions


FM Budget Amendments: Budget Process FM Budget Amendments: Budget Process

Schools and Departments will only be authorized to use BWB for the Budget Transfer process.

Budget Transfers can be carried out across commitment item categories (current 1 or 3 digit MSA object code) and functions (part of Functional Area).

Budget transfers cannot be carried out across Funds, Fund Centers and Activities (part of Functional Area). – Also, as per SBBC department guidelines, no transfers

are permitted from/to salary commitment items.

Per current practice, budget transfers crossing funds, fund centers, and/or activities (part of Functional Area) must be submitted to the Budget Office for approval and processing.– A standard Budget Transfer form will be developed.


FM Budget Amendments: Document Types FM Budget Amendments: Document Types

Document types are used to classify FM budget entry documents according to SBBC criteria

– Each document type is assigned a separate number range– Useful for analysis and looking up specific budget postings

The following document types have been defined:• OPSD – Operating - Schools and Departments (2XXXXXXXX)

• OPBO - Operating – Budget Office (1XXXXXXXX)

• GRNT - Grant Budget (3XXXXXXXX)

• CAPL – Capital Budget (4XXXXXXXX)

• PBCS – PBC Salary Savings (5XXXXXXXX)

• YECB – Year End PO CFWD Budget (6XXXXXXXX)

Schools and Departments will be limited to document type “OPSD” – Operating: Schools and Departments for budget transfers

– All OPSD budget transfers will begin with the number “2”

For End users


FM Budget Amendments: Budget TypesFM Budget Amendments: Budget Types

Budget Types were designed as a sub-division of the Budget Processes– Assigned to Budget Processes– Only valid combinations of process and budget

types will be accepted by the system

For school and department budget transfers, budget type “AMND” (amendment) together with process “Transfer” will be valid for use

For transfers, a Sender and Receiver budget type must be entered (both “AMND”)


FM Budget Amendments: Budget Versions FM Budget Amendments: Budget Versions and Fiscal/Year Periodand Fiscal/Year Period

For all budget transactions carried out in the FM Budgeting Workbench, the budget version will always be version “0” (active or current version).

Fiscal Year/Period: You will need to enter the current SBBC fiscal year and period for all budget amendments such as budget transfers.

• July = period 001, August = 002,…June = 012.• The system has been configured to not accept

“ALL” as a period value (ALL distributes the budget amounts evenly in all periods). Only the current period will be open for budget postings.


FM Budget Amendments: SummaryFM Budget Amendments: Summary

Process: Transfer Budget Category: Payment (default) Document Type: OPSD Budget Type: AMND Version: 0 Date/Fiscal Year/Period: (Current)

For School and Department budget transfers, only the following Budgeting Workbench data will be used:


Budgeting Workbench: Budget TransferBudgeting Workbench: Budget Transfer

Sender: Funds transferred from: Fund - 1000 Funds Center - 3315118510Functional Area - 5652000000000000Commitment item - 55000000

Receiver: Funds transferred to:Fund - 1000 Funds Center - 3315118510Functional Area - 525000000000000Commitment item - 55000000

Version 0

Budget Type AMND

Doc. Type OPSD

Period

Process Transfer

Sender(From)

Receiver (To)

Grayed out fields auto-

populate


Budgeting Workbench Entry DocumentBudgeting Workbench Entry Document

Note: After resources are successfully posted, a document will be created and a message displayed at the bottom of the screen indicating that the posting was successful and a entry document created.

Message indicating that the posting was successful and a entry document created.


Scenario: Create a Budget Transfer to different

Account assignment

T-code: FMBB

- See Work Instruction and

Exercise Data Sheet

Demonstration and ExerciseDemonstration and Exercise


Create Budget Transfer DocumentCreate Budget Transfer Document

If the Enter FM Area pop-up box Appears.

1. Enter “SBBC” in the FM Area box.Click .

If the Enter Layout pop-up box Appears.

2. Enter “ZB0001” in the Layout Variant field.Select Default Layout Click .

1

2


If this is the first time entering the Budgeting Workbench transaction it is recommended to switch the transactions layout format to view the “Residual Budget” and “Total Budget” columns.

To change the layout format click and follow menu path Menu > Extras > Key Figures.

3. Select - ZZ_RESIDU_CONS Select - ZZ_TOTAL_BDGT

4. Click .


3

4


If this is the first time entering the Budgeting Workbench transaction

From the Budgeting Workbench main screen click .

Follow menu path Menu > Extras > Key Figures on/off.

The Key Figures on/off pop-up box appears.

5. Select ON for selections: Create Document Display Document Change Document

6. Select the Simulation check box

7. Click .


5

6

7


If the Lines table (lower portion of the screen) is not visible point the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view. Individuals using a MAC computer can display the Lines table by pointing to the lower portion of the screen and dragging the table into view.


9

8

1011

13

1214

15

17

16

18

19


Create Budget Transfer Document (Create Budget Transfer Document (Dept.Dept.)

21 a gb c d e f

23

22


Create Budget Transfer Document (Create Budget Transfer Document (SchoolsSchools))

21 a gb c d e f

23

22



24

25




Scenario: Hold Budget Transfer Document

T-code: FMBB


Exercise Data Sheet




If the Enter FM Area pop-up box Appears.

1. Enter “SBBC” in the FM Area box.Click .

If the Enter Layout pop-up box Appears.

2. Enter “ZB0001” in the Layout Variant field.Select Default Layout Click .

1

2


If this is the first time entering the Budgeting Workbench transaction it is recommended to switch the transactions layout format to view the “Residual Budget” and “Total Budget” columns.

To change the layout format click and follow menu path Menu > Extras > Key Figures.

3. Select - ZZ_RESIDU_CONS Select - ZZ_TOTAL_BDGT

4. Click .


3

4


If this is the first time entering the Budgeting Workbench transaction

From the Budgeting Workbench main screen click .

Follow menu path Menu > Extras > Key Figures on/off.

The Key Figures on/off pop-up box appears.

5. Select ON for selections: Create Document Display Document Change Document

6. Select the Simulation check box

7. Click .

Create Budget Transfer Document (Hold)Create Budget Transfer Document (Hold)

5

6

7


If the Lines table (lower portion of the screen) is not visible point the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view. Individuals using a MAC computer can display the Lines table by pointing to the lower portion of the screen and dragging the table into view.

9

8

1011

13

1214

15

17

16

18

Hold Budget Transfer DocumentHold Budget Transfer Document

19


Create Budget Transfer Document (Hold) (Create Budget Transfer Document (Hold) (Dept.Dept.)

21a gb c d e f

23

22


Create Budget Transfer Document (Hold) (Create Budget Transfer Document (Hold) (SchoolsSchools))

21 a gb c d e f

22

23


24



25

26



Create Budget Transfer Document (Hold)Create Budget Transfer Document (Hold)

27


28






Scenario: View budget document

T-code: FMEDD


Exercise Data Sheet


View Budget DocumentView Budget Document

1

2

If the Enter FM Area pop-up box Appears:

1. Enter “SBBC” in the FM Area box.2. Click .

34

5



6

78

9



10

11



13



14



15



16



Scenario: View budget document

T-code: FMEDDW


Exercise Data Sheet



1

1. Enter FMEDDW in the Quick Enter field.2. Click the Enter key on your keyboard.



3

6

5

7

4



8



9


FM Budget Amendments: FM Budget Amendments: Budget Reversal DocumentsBudget Reversal Documents

On occasion, a budget transfer may contain coding errors and have to be reversed.

Reversing budget documents creates the opposite posting entry.

When budget postings are reversed, the following occurs:– The original document status changes from “Posted”

to “Posted - Reversed” and references the reversal document

– The reversal document status is set to “Posted - Reversal” and the original document is referenced

Schools and Departments will only be authorized to reverse their own budget documents.


Reverse Entry DocumentReverse Entry Document

FM budget entry documents can be reversed. Reversing a FM budget entry document will simply undo the action undertaken while posting the original document.

Example: Reversing the entry document will reverse (undo) the original transfer and place the funds back into the budget address from which they came.

Entry document – 200000096has been reversed and new reversal document 2000000172 has been created.



Scenario: Reverse budget document

T-code: FMDOCREV


Exercise Data Sheet


Reverse Transfer DocumentReverse Transfer Document

12



3

4



5



7

8

6

9



10

11



12

13



14


FM Budget Amendments: Budget Reversal FM Budget Amendments: Budget Reversal DocumentsDocuments

The status of the original document has changed from

Posted to Posted (Reversal)

The status of the original document has changed from

Posted to Posted (Reversal)

Reversal document number

Reversal document number

Original Reversed DocumentOriginal Reversed Document


FM Budget Amendments: Budget Reversal FM Budget Amendments: Budget Reversal DocumentsDocuments

Reversed DocumentReversed DocumentStatus = Posted (Reversal)Status = Posted (Reversal)

Original Budget document numberOriginal Budget document number


FM Budget Amendments: Entry Document ListFM Budget Amendments: Entry Document List

FM budget entry documents can be displayed in a list. An FM document will be created for all FM budget entry

types, e.g., transfer, return, supplement, enter, and can be displayed.


ReviewReview1. For all budget transactions carried out in the FM Budgeting Workbench, the budget

version will always be version “_____ ” ?a. 0b. ORG c. 2d. None of the above answers are correct

1. After successfully transferring funds, ECC will display a __________________ indicating that the transfer took place and was successful.a. Warning signalb. Caution lightc. Message

3. What is the following document type, OPSD?a. Operating – Budget Office b. Operating – Cafeteriac. Operating - Schools and Departments

3. What transaction is used to transfer budget resources?a. Budgeting Work Benchb. Budget Document Listc. Neither a or b are correctd. Both a and b are correct


AgendaAgenda

Unit








Questions

FM Budget ReservationsFM Budget Reservations

Unit SixUnit Six


At the end of this unit, participants will be able to:

Describe system integration for encumbrances

Understand the purpose of Funds Reservations

Create and Modify Funds Reservations

Run a report on existing Funds Reservations

Unit ObjectivesUnit Objectives


Encumbrance Recording & TrackingEncumbrance Recording & Tracking

Budget Encumbrances – Integration with Materials Management (MM):

FM integration with Purchasing – Budget control (FM AVC) will be enforced and checked for all stages:

– Purchase requisitions (PR)– Purchase orders (PO)– Goods receipts (GR)– Invoice receipts (IR)

Budget consumption will be tracked and reported on by stage of the purchasing process.

AVC checking will be triggered when amount requested is greater than the available balances; if amount requested is less, funds are released for the difference.


To Be: Budget Encumbrances To Be: Budget Encumbrances Integration with Materials ManagementIntegration with Materials Management

Budget PR Pre-Encumbrance IncreasePURCHASE REQ.

PURCHASE ORDER

GOODS RECEIPT

INVOICE RECEIPT

Budget PR Pre-Encumbrance Decrease; PO Budget Encumbrance Increase

Budget PO Encumbrance Decrease; Actual Increase

(Expenditure) Approved

Budget PO Encumbrance Decrease; Actual Increase

(Expenditure) Sent/Spent


Manual Funds ReservationManual Funds Reservation

The funds reservation (earmarked funds) process is used to encumber funds outside the standard purchasing process.

Provides for funds to be encumbered based on anticipated expenses before a requisition, purchase order, non-PO invoice or financial expense posting

Schools and Departments will be limited to creating Funds Reservations ( not required - optional)


FM Funds ReservationFM Funds Reservation

Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures as needed. Example:

– Ensure have enough budget for a future upcoming commitment

– Prevent overspending in early part of year for seasonal spending patterns

– Prevent overspending on non-salary expenditures due to salary overruns

FM commitments documents reduce the amount that is available for spending; these documents create encumbrances without involving purchasing documents


FM Funds ReservationFM 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 funds set-aside in whole or in part. The consumption history of the funds reservations is updated.



Scenario: Create Funds Reservation

T-code: FMX1


Create Funds ReservationCreate Funds Reservation

1

23



5 a b c

6



7 a b

8




Change Funds ReservationChange Funds Reservation

Funds Reservations are flexible A Funds Reservation can:

– Be manually increased, reduced, or marked as completed (closed)

– Be updated to change the account assignment

Increases to the fund reservations amount reduces balance available for spending

Reductions or closing a funds reservation at the line item or document level returns funds and increases funds available for spending

Changing the account assignment returns budget to the original account assignment and encumbers the funds against the new assignment



Scenario: Change Funds Reservation

T-code: FMX2



1



4

3





Scenario: Display Funds Reservation

T-code: FMX3

See Work Instruction and

Exercise Data Sheet


Display Funds ReservationDisplay Funds Reservation

1


Display Funds ReservationDisplay Funds Reservation

3



Scenario: Display Funds Reservation; Run the

Earmarked Funds Document Report

T-code: S_P99_41000147


Exercise Data Sheet


Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report

4

123

5



6



7



8



9



10


Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report11


ReviewReview

1. The funds reservation (earmarked funds) process is used to _______________________.a. Encumber funds outside the standard purchasing process b. ORG c. 2d. None of the above answers are correct

1. Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures to?a. Ensure have enough budget for a future upcoming commitmentb. Prevent overspending in early part of year for seasonal spending patternsc. Prevent overspending on non-salary expenditures due to salary overrunsd. All the above are correct

2. What does AVC mean?a. Advance Vacation b. Availability Controlc. Neither a or b are correctd. Both a and b are correct


AgendaAgenda

Unit








Questions

FM Master Data Groups FM Master Data Groups and Reports and Reports

Unit SevenUnit Seven


At the end of this lesson participants will be able to:

Create FM Master Data groups

Understand the different roles that BI and ECC play

in reporting

Display and Analyze FM reports

ObjectivesObjectives


PSPSFIFI

FMCO

GM

BIBI

ECC / BIECC / BI

SAP SAP ECCECC

HR

Data from the various areas in the ECC client up-load nightly into the BI client. This information is organized into prearranged tables and reports.


FM Master Data Groups FM Master Data Groups

• FM master data can be organized into groups with one or more levels.

• Groups are useful in reporting. By selecting the group name instead of listing each master data record individually, you can pull up budget data for specific areas.

• Groups can be created for:• Funds• Fund Centers• Commitment Items• Funded Programs• Functional Areas


FM Master Data Groups FM Master Data Groups

• Only those master records assigned to the group or node will be displayed

• All users will have authorization to create and maintain master data groups to meet their specific needs– Groups can be user-specific, so those groupings

are available only to the user who created them


FM Master Data GroupsFM Master Data Groups

Enter group names here instead of

individual values

Enter group names here instead of

individual values


FM Master Data Group Example FM Master Data Group Example

Master data records are organized into groups for reporting and analysis.

NodesNodes

group namegroup name

Functional Areas

included in group

Functional Areas

included in group


DemonstrationDemonstration

Scenario: Create Functional Area Group

T-code: FM_SETS_FUNCTION1


Exercise Data Sheet



Scenario: Change the Functional Area Group



Exercise Data Sheet



Scenario: Display Functional Area Group



Exercise Data Sheet


Budget ReportingBudget 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



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.



Some reports that can be run in ECC are:

–FM Document Journal Report – Displays documents that have been posted in the Funds Management (FM) area

–Available Budget Report – Displays funds which are available or, restricted.



Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01


Available Budget Report (AVC Report)Available Budget Report (AVC Report)

45

6

3

12



7



9

8



10



11



12


ReviewReview1. Reports should only be run in ECC when ___________ reporting is critical (i.e.

Budget AVC reports).a. Near real timeb. Real time c. A report on the original budget is neededd. None of the above answers are correct

1. Organizing master data records into groups enhance what?a. Reportingb. Record retrievalc. Record controld. Both a and b are correct

2. The vast number of budget reports will be generated from Business Intelligence (BI).

True/False

3. BI reports will be updated on a nightly basis from ECC (almost real-time).

True/False


Course SummaryCourse Summary

After the budget is prepared in Integrated Planning it will be downloaded in ECC (Commitment Item level)

Department – 4th digit of the Commitment Item Schools 2nd digit of the Commitment Item

AVC to Commitment Item level control

Budgetkeepers can:

– Transfer funds to allow for spending.

– Encumber funds for anticipated future use.



All transfers will have a sender (+) and receiver (-) budget.

Funds can be transferred from one budget area to another (e.g., between Commitment Items).

Funds can be transferred from one budget type to another.

No matter what type of budget transfer is processed the sender fund must have the necessary funds to cover the debt.

Site budgets may have adjustments:– Supplements– Returns– Transfers– Etc.



To prevent system performance slow down reports should be run from BI and not ECC.

Some ECC reports are:

– Available Budget Report (AVC Report)– FM Document Journal Report

Master Data groups can be set up for reporting


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 ECC system.


AgendaAgenda

Unit








Questions



Follow-Up & Support OptionsFollow-Up & 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)

User Support OptionsUser Support Options

ESS Appraisal

BlackboardFollow-UpFollow-Up