PBF Operating Decision Packages 2015 (PBF300)

September 2015

2

Welcome and Introductions

Welcome to SCEIS Operating Decision Packages 2015 (PBF300)– Introductions– Rest Rooms– Breaks

3

Classroom Logistics

Classroom etiquette– Cell phones off/silence– No side conversations

Feel free to ask questions

No email or internet usage during class except at break

Lesson 1: Lesson 1: Portal NavigationPortal Navigation

4

Log-on

1. Click the Internet Explorer icon on your desktop.

2. Enter the web address for PBF Portal (https://pbfportal.sc.gov/irj/portal).

3. Login using your MySCEmployee login information.

5

Enter your MySCEmployee password in the Password field.

Enter your MySCEmployee password in the Password field.

Enter your MySCEmployee ID in the User ID field.

Click Log On.

Execute a Transaction

To execute a transaction, follow the desired portal path.

Step 1 – Click the desired Top Level options.

Step 2 – Click the desired Second Level Navigation options.

Step 3 – The Detailed Navigation Pane populates navigation selections and based on user authorization. Click the appropriate transaction.

6

Detailed Navigation Pane

The Detailed Navigation Pane populates with available transactions based on user’s Top Level and Second Level Navigation selections, as well as their assigned security role.

7

Commonly Used buttons

Search – Opens a dialog window to search for an existing budget form.

New – Opens a dialog window of the form to allow users to create a new budget form.

Save – Opens a dialog window to enter a reason for change.

Cancel – Budget form is closed and user is returned to main budget form page.

Advance Stage – Opens a dialog window where the user can select the next stage to advance the budget form.

Email – Opens a series of dialog windows to determine the correct e-mail address processing through SAP Office mail.

8

Commonly Used buttons (cont’d)

Export – Allows the user to export the budget form spreadsheet to Microsoft Excel. Add – Allows the user to add a new line to the budget form.Delete – Allows the user to delete a line, if you have the security authorizations. Line Text – Allows the user to add detail information associated to that specific line item. Refresh – Allows the refresh the screen to ensure the information has been added.

9

10

A standard set of tabs depending on the budget form type.– Expenditures

Non-position related costs associated with the request. Example: supplies and materials, contractual services, and equipment.

– Revenue Estimated revenues such as taxes, grants, service fees, and other sources

of revenue.

– Comments Users are provided with a comment box to enter unlimited amount of text.

– Attachments User can attach any file type to the budget form instance.

Budget Form template – Tabs

11

Budget Form template – Header

The header contains budget request form ID, description and budget formulation stages. – The form ID is system generated and the form description is

user defined.

Budget formulation stages represent the phases of budget request development and review. Users are given access to the budget form at specific stages and cannot see the budget request for stages to which they have no access.

12

Budget Form template – Comments

Every budget form type has a Comments tab. The text entered on the budget forms is used to further define or justify a request.– The comments are incorporated into reporting on the budget request.

This tab has a single comment field where users can enter an unlimited amount of text.– Standard spell check – Text format capabilities including bold, italics, header level formatting,

tab list and numeric lists.

13

Budget Form Structure – Attachments

Every budget form type has an Attachments tab. Allows for supporting documents for the budget request.

User can attach an unlimited number of attachments of various types of files including, but not limited to, doc, docx, xlsx, ppt, vsd, pdf, jpeg, gif, bmp, zip, and txt.

14

Budget Form structure

Several structures are used across all budget forms.

1. Title – Budget form instance type.

2. Form ID – System generated sequential number used to identify each budget form instance.

3. Stage Status – Displays the current stage of this budget form.

15

Budget Form buttons

Several buttons are used across all budget forms.

1. Search – Opens dialog window to search for a budget form.

2. New – Opens a dialog window to create a new form.

3. Save – Opens a dialog window to enter a reason for change. • The purpose is to create an audit trail associated with every

change from the time the form was created.

4. Cancel – Budget form is closed and user is returned to previous header page.

16

Budget Form buttons (cont’d)

5. Advance Stage – Opens a dialog window to select the next stage to advance the budget form.

6. Email – Opens a series of dialog windows to determine the correct e-mail address processing.

• The e-mail is processed through SAP Office mail.

17

Create Budget Form

1. Click New button. A dialog window opens where the user can specify the change type and description information as required.

2. Select Change Type. In this example the change type is Base Adjustment.

3. Enter Description. This is a title for the adjustment.

4. Click Create button. This creates a new form ID number for this budget form, and closes the dialog window and returns user to the header.

18

Create Budget Form (cont’d)

5. The header is refreshed with the new data.

Stage is set to the first stage associated with the budget form that the user has security access to create.

19

Governor’s Form – Stages

Stage Number Title

201 Agency Initial Entry

202 Agency Change 1

203 Agency Change 2

209 Agency Final Changes – no changes permitted

211 EBO Changes

212 Governor’s Changes

219 Governor’s Final – No changes permitted

20

Request Types

Request Type Title

20 Base - Allocations

21 Base - Realignment

22 Base – Restructuring (Must be approved by 9/10/15)

23 Base – Pushdown (to push down by Fund)

30 Federal Fund Changes

31 Other Fund Changes

32 Agency New Request

35 Non-Recurring Request (Form C Only)

Saving a Transaction

Before ending a transaction, all changes must be saved. – The surest way to save changes before ending a transaction is to

click Save .– If you end the transaction and have not yet clicked Save

, you will lose data entered into the transaction.

Notice the message indicating whether you have successfully saved changes or if there are errors that need to be addressed.

Click Cancel to terminate a transaction. – The budget form is closed and user is returned to previous header

page, without saving the data entries.

21

Status Messages

Three types of message may appear in the Status / Message bar.

Each message type has an associated icon. – Informational

– Warning

– Error

22

Logoff

1. Click Logoff in the upper right corner.

23

2. Click Yes to verify your request to logoff the PBF Portal. You will be returned to the login screen.

24

Lesson 2: PBF Master DataLesson 2: PBF Master Data

25

Groups transactions into meaningful categories.

Provides various structures (i.e., organizational) for summarizing data.

Dimensions or Master Data can contain:– Funds – Fund Center (SCEIS Business Areas)– Budget Programs (similar to SCEIS Funded Programs)– Grants– Expenditures and Revenues (SCEIS Commitment Item)

PBF Master Data

26

Key Terms

Fund Fund represents general sources of funding used in the public sector to segregate and categorize those resources for budget formulation and control, financial accounting, and both internal and external (e.g., statutory) reporting purposes.

Funds Center Funds Center in PBF is equal to Business Area in SCEIS. Agencies use business area in Funds Management to manage their organizational structure and to allocate funds to agency structure within the organization.

Budget Program The 8-digit code that is used to capture statewide activities and projects, similar to Funded Program in SCEIS.

Grant Defines and contains financial conditions and legal rules agreed upon by the grantor (sponsor) and the grantee.

27

Key Terms (cont’d)

Commitment Item Represents the functional grouping of expenditures and revenues and other financial transactions. Commitment Items represent objects of expenditure and revenue source codes.

Effective Dates Define the start and end dates for which a master data record is valid from a system perspective.

Characteristics Objects that represent data elements. For example, agency, functional area, commitment item, etc.

Key Figures Objects that represent key facts. For example, values, quantity or amounts.

28

Lesson 3: Decision PackagesLesson 3: Decision Packages

29

Decision Packages

– The agencies prepare a budget submission to the Governor with requests for program modifications or enhancements.

– The requests are then reviewed by the Governor’s Office for inclusion in the Executive Budget submission to the Legislature.

– The approved or modified budget requests are combined with the base budget (Appropriations Act) to establish the total Executive Budget.

30

Decision Packages (cont’d)

The Decision Package shows the detail budget spread of any changes to the Appropriations Act and goes hand-in-hand with the narrative Budget Requests submitted to the Governor’s Office.

Agencies should complete a separate decision package form for each request. – Requests should include allocations spreads, agency

realignments, pushdowns, approved restructuring, any new General Fund requests, Federal/Other Fund changes, and capital/non-recurring requests.

This form will then be used for loading the Governor’s Budget which will be published in early January.

31

Decision Package Forms

One budget form:

Form Description

Governor’s Form The Governor’s Request form is used for requesting changes to the New Year budget and includes expenditures, revenues, existing positions, and new positions. The Decision Package shows the detail budget spread of any budget changes and goes hand-in-hand with the narrative Budget.

32

Decision Package Form (cont’d)

The decision package budget form has eight tabs:Tab Description

Header Display the agency and type of request.

Summary Display the total expenses, revenues, net and FTE by fund group.

Expenditures Enter the expenditure details.

FTEs Enter FTE change details.

Revenue Enter the revenue details.

New Positions Enter the FTE change details.

Comments Enter comments to this request

Attachments Add attachments to this request.

33

Decision Package Form – Header

The Header tab allows the agencies to specify their individual agency and identify the change type.

34

Decision Package Form – Summary

The Summary tab summarizes the requested changes entered on the expenditures, revenues and FTEs tabs.

This tab is read only.

35

Decision Package Form –Expenditures

The Expenditures tab allows agencies to add expense related commitment item rows to the request.

36

Decision Package Form – FTEs

The FTEs tab allows agencies to add FTE related commitment item rows to the request. The costs for FTE changes are included on the Expenditures tab.  – This tab is for FTE changes only, not for new positions.– Salary for a new position should be loaded on the New

Positions tab not the Expenditures tab. It will double count the Salary if entered on the Expenditures tab.

37

Decision Package Form – Revenues

The Revenue tab allows agencies to add revenue related commitment item rows to the request.

38

Decision Package Form – New Positions

The New Positions tab allows agencies to add new positions related commitment item rows to the request.

The minimum and maximum salary fields are informational based on the job selected.

39

Governor’s Form – Stages

Stage Number Title

201 Agency Initial Entry

202 Agency Change 1

203 Agency Change 2

209 Agency Final Changes – no changes permitted

211 SBD Changes

212 Governor’s Changes

219 Governor’s Final – No changes permitted

40

Stages control access to data within budget forms.– Unique stages are assigned to individual budget forms.– Users are assigned to groups which have access to stages.

Stages determine a user’s access to a budget request and also at what point in the process entered changes are recorded.

Stages are numeric values only– 3 digit codes

e.g.,101 to 105 for Base, 201 to 360 for Decision Packages

Stages

41

Stages

Tracks Budget– All forms have stages to control user access and version control

Current Stage Indicator

Tracks Budget– All forms have stages to control user access and version control

42

Stage Process

Budget formulation stages represent the phases of budget request development and review. Users are given access to the budget form at specific stages. – Cannot see the budget request for stages to which they have

no access. – Stages vary by budget type.

The Advance Stage button allows users to move a single budget form instance.

43

Advance Stage button

1. Click Advance Stage button, which opens the Advance Stage dialog window.

2. Select the down-arrow to make your new stage selection.

3. Select the Set Stage button to set the next stage.

44

Advance Stage button (cont’d)

4. Verify Stage value has changed, then click the Save button.

5. Enter reason for change, then click Save button to record the entry.

6. Complete the setting of the next stage.

45

Request Types

Request Type Title

20 Base - Allocations

21 Base - Realignment

22 Base – Restructuring (Must be approved by 9/5/14)

23 Base – Pushdown (to push down by Fund)

30 Federal Fund Changes

31 Other Fund Changes

32 Agency New Request

33 Non-Recurring Request (Form C only)

Lesson 4: PBF Reports OverviewLesson 4: PBF Reports Overview

46

PBF Reports

SCEIS PBF Reports are pre-built and pre-configured.

Reports allow users to view, analyze, and manage the budget information.

PBF entries are executed in real time upon and PBF data is available in the report immediately upon refresh.– The report queries the data warehouse in real time and

provides an output based on the data available at that time.– However, you must go back to the Document List and open the

report again to refresh the data. The ‘Refresh Data’ button will not work.

47

Lesson 5: PBF Reports InfoView BasicsLesson 5: PBF Reports InfoView Basics

48

Navigate to InfoView Launch Pad

49

Enter your MySCEmployee password in the Password field.

Enter your MySCEmployee ID in the User Name field.

Click Log On.

Make sure Windows AD is selected.

1. Click the Internet Explorer icon on your desktop.

2. Enter the web address for PBF Portal (https://sceisreporting.sc.gov).

3. Login using your MySCEmployee login information.

Navigate to InfoView Launch Pad(cont’d)

50

In your folders you should see SCSG Enterprise.

The PBF reports are under Budget/Operating/PBF.

Lesson 6: PBF Reports - Working with Lesson 6: PBF Reports - Working with DocumentsDocuments

51

Report Document toolbar

The Web Intelligence toolbar allows you to navigate within the report document.

Button Function

Lets you export the data for viewing, saving, or printing. Export Document As exports all tabs of the document. Export Current Report As exports only the current tab. Once selected, you can choose to export to PDF or Excel for

viewing, saving, or printing.

Refreshes the document. However, to refresh live PBF data you must exit the report and open again to bring in new data.

Allows you to search for text in the document.

52

Select Report Parameters (cont’d)

1. To add / change, click on a parameter category in the Prompts Summary pane.

2. The Available Values field in right pane populates with values corresponding to the selected category. Click Refresh Values to update list.

3. Select parameter, then click right-arrow to add to Active Values field.

53

12

3

Logoff

It is important to log out of BOBJ before exiting the report tool.

Click Log off in the top right corner of the page. It will return you to the main PBF portal screen.

54

Lesson 7: PBF Reports - ExamplesLesson 7: PBF Reports - Examples

55

RDP01 – Agency DP Report

56

RBase03 – Base Budget Report

57

RDP03 – Agency Base DP Report

58