budget preparation executive overview
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Executive OverviewExecutive Overview 11
Budget PreparationBudget Preparation
Executive OverviewExecutive Overview
Executive OverviewExecutive Overview 22
Executive OverviewExecutive Overview
OverviewOverview
2006 Budget Manual2006 Budget Manual
Course OutlineCourse Outline
Screen Layout OverviewScreen Layout Overview
Queries & ReportsQueries & Reports
AppendicesAppendices
ObjectivesObjectives
SupportSupport
Executive OverviewExecutive Overview 33
ObjectivesObjectives Discuss Budget ProcessDiscuss Budget Process Explain Terms & ConceptsExplain Terms & Concepts Describe Process ChangesDescribe Process Changes View 2006 Budget ManualView 2006 Budget Manual Execute Queries (Reports)Execute Queries (Reports) Use Appendix MaterialsUse Appendix Materials Review Support ProcessReview Support Process SummarySummary
Executive OverviewExecutive Overview 44
OverviewOverview SYSTEMSYSTEM ► New system within SAP called Business Information New system within SAP called Business Information
Warehouse (BW)Warehouse (BW)► Budget Prep System in SAP is replacing BUDR & BUDF Budget Prep System in SAP is replacing BUDR & BUDF
systemssystems► Separate logon from SAP R/3 ProductionSeparate logon from SAP R/3 Production
User ID is sameUser ID is same Initial password: Initial password: tarrXXXXtarrXXXX where XXXX is last four digits where XXXX is last four digits
of your social security numberof your social security number
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OverviewOverviewSCOPESCOPE
►Starting 2007 budget year and subsequent Starting 2007 budget year and subsequent years, all budget requests for operating years, all budget requests for operating expense funds, revenue and special expense funds, revenue and special purpose budgets will be includedpurpose budgets will be included
►Does not include Grants except for Cash Does not include Grants except for Cash Match and Operating SubsidyMatch and Operating Subsidy
– Cash Match Cash Match 592011592011– Operating Subsidy Operating Subsidy 592021592021
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Overview Overview (cont’d)(cont’d) What’s included in Department Entry What’s included in Department Entry
for 2006 budget year?for 2006 budget year?
► Operating expense budgets for following Operating expense budgets for following fundsfunds 10000 – General Fund (most departments)10000 – General Fund (most departments) 26100 – Road and Bridge (Precincts and Transportation)26100 – Road and Bridge (Precincts and Transportation) 32100 – Debt Service (Budget Office)32100 – Debt Service (Budget Office)
► Special purpose budgetsSpecial purpose budgets T0400 – Public HealthT0400 – Public Health 51100 – Resource Connection51100 – Resource Connection 21100 – County Clerk21100 – County Clerk 21300 – County Clerk21300 – County Clerk
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Overview Overview (cont’d)(cont’d) What’s What’s notnot included in Department Entry for included in Department Entry for
2006 budget year?2006 budget year?
► Special Purpose BudgetsSpecial Purpose Budgets Departments with other special purpose budgets may Departments with other special purpose budgets may
elect to enter these in the new system in the April/May elect to enter these in the new system in the April/May timeframetimeframe
Another option is to wait until August timeframe (Another option is to wait until August timeframe (except except
those indicated on pg. 6those indicated on pg. 6) and provide to Budget Office via ) and provide to Budget Office via spreadsheets (current process)spreadsheets (current process)
Revenue and cash carry forward (CCF) will not be Revenue and cash carry forward (CCF) will not be available during department entry timeframeavailable during department entry timeframe
► RevenueRevenue Follow existing manual process for 2006Follow existing manual process for 2006
Audit Department will run parallel systems to Audit Department will run parallel systems to validate new system designvalidate new system design
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VersionsVersionsVersioVersio
nnUsed ByUsed By Used ForUsed For Dates Dates
Used*Used*
AA DepartmentDepartmentss
Entering department Entering department summary, budget summary, budget
requests, and requests, and decision packagesdecision packages
4/4 – 5/134/4 – 5/13
BB Budget OfficeBudget Office Perfecting department Perfecting department input and salary input and salary
projectionsprojections
5/13 – 7/15/13 – 7/1
CC Budget OfficeBudget Office Budget Office Budget Office recommended budgetrecommended budget
7/1 – 8/157/1 – 8/15
DD Budget Budget OfficeOffice
Court hearing Court hearing adjustments, final adjustments, final modifications, and modifications, and budget approvalbudget approval
8/15 – 9/308/15 – 9/30
* Dates are approximate and will vary each year.* Dates are approximate and will vary each year.
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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
4/4 – 5/13
5/13 – 7/1
7/1 –
8/15
8/15 –
9/30
9/309/30Approved BudgetApproved Budget
Department MeetingsBudget Hearings
4/44/4Budget Prep KickoffBudget Prep Kickoff
Instructions Available for DepartmentsInstructions Available for Departments
Tarrant County Budget Prep TimelineTarrant County Budget Prep Timeline
5/13 – 6/15 8/15 – 9/30
NOTE:NOTE: Dates are approximate and will vary each year. Dates are approximate and will vary each year.
Version B
Version A
Version C
Versi
on
D
Final budget
loaded into
SAP R/3
Funds Mgmt.
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Budgeting Fund CentersBudgeting Fund Centers
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Budgeting Fund CenterBudgeting Fund Center Level to manage budget(s)Level to manage budget(s)
One or more per departmentOne or more per department
Department heads determine budgeting fund Department heads determine budgeting fund centerscenters
Fund centers roll up to budgeting fund center(s)Fund centers roll up to budgeting fund center(s)
Budgeting fund centers roll up to fund center groupsBudgeting fund centers roll up to fund center groups
Fund center groups are control level for budgetsFund center groups are control level for budgets
Alpha abbreviations for budgeting fund centers set Alpha abbreviations for budgeting fund centers set up in R/3 to view actual expenses at same level as up in R/3 to view actual expenses at same level as budgetsbudgets
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Terms & ConceptsTerms & ConceptsTERMSTERMS DEFINITIONDEFINITION
SAP R/3SAP R/3 Refers to SAP system used today.Refers to SAP system used today.
Includes: HR, Payroll, ESS, Appraisals, Includes: HR, Payroll, ESS, Appraisals, Purchasing, Purchase Requisitions, Financial Purchasing, Purchase Requisitions, Financial Accounting, Grants and Funds Management.Accounting, Grants and Funds Management.
BWBW SAP’s Business Information Warehouse. SAP’s Business Information Warehouse.
A database used for the County’s budget A database used for the County’s budget planning and reporting.planning and reporting.
LayoutLayout BW’s term for a budget planning screen.BW’s term for a budget planning screen.
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Terms & ConceptsTerms & ConceptsTERMSTERMS DEFINITIONDEFINITIONVersionVersion Edition of a layout (version A is used for Edition of a layout (version A is used for
department entry, version B is used for department entry, version B is used for perfections by the Budget Office, etc.)perfections by the Budget Office, etc.)
QueryQuery SAP term for a BW report. Can be displayed on-SAP term for a BW report. Can be displayed on-line or printed.line or printed.
VariantVariant Used to save your settings for a BW query or Used to save your settings for a BW query or R/3 report (ex: fund center for a query).R/3 report (ex: fund center for a query).
CrystalCrystal Application that merges text and numbers for Application that merges text and numbers for report generation.report generation.
Mobius Mobius (Document (Document Direct)Direct)
Repository for reports generated by other Repository for reports generated by other applications.applications.
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Terms & ConceptsTerms & ConceptsTERMSTERMS DEFINITIONDEFINITION
Decision Package New way of “bundling” all costs for a New way of “bundling” all costs for a new program, new position(s) and new program, new position(s) and capital items >$500,000.capital items >$500,000.
Budget Request
(2006)
Expense commitment items and Expense commitment items and amounts being requested.amounts being requested.
Current Budget
(2005)
Court approved budget for Fiscal Year Court approved budget for Fiscal Year plus or minus any adjustments.plus or minus any adjustments.
YTD Year To Date amounts spent or Year To Date amounts spent or received.received.
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Terms & ConceptsTerms & ConceptsTERMSTERMS DEFINITIONDEFINITIONFund Center Level expenses are recorded. Equivalent Level expenses are recorded. Equivalent
to cost centers. Multiple fund centers for to cost centers. Multiple fund centers for large departments.large departments.
Budgeting Fund Center
(BW/BPS)
The fund center number used to enter and The fund center number used to enter and manage budgets. manage budgets.
All fund centers roll up to a budgeting All fund centers roll up to a budgeting fund center.fund center.
Budgeting Fund Center
(R/3)
Alphabetical abbreviation in R/3 to view Alphabetical abbreviation in R/3 to view FM reports of expenses and budgets by FM reports of expenses and budgets by budgeting fund center. budgeting fund center.
Used for large departments.Used for large departments.
Fund Center Group (R/3)
One for each Department. One for each Department.
Control level for budgets.Control level for budgets.
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Department Process Department Process ChangesChanges
OLDOLD NEWNEWVehicle schedule submitted Vehicle schedule submitted with budget requestwith budget request
Vehicle schedule no longer Vehicle schedule no longer submitted with budgetsubmitted with budget
Forward to Transportation Dept.Forward to Transportation Dept.
Subtotals are not available Subtotals are not available by commitment item groupby commitment item group
Subtotals available by commitment Subtotals available by commitment item group item group
View on-line in queries and reportsView on-line in queries and reports
Spell check not availableSpell check not available Spell check entire document in Spell check entire document in Word, then Copy/Paste into text Word, then Copy/Paste into text documentdocument
Text has to be retyped to Text has to be retyped to correct errors or make correct errors or make changeschanges
Text can be edited on-lineText can be edited on-line
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Department Process Department Process ChangesChangesOLDOLD NEWNEW
Appropriations and capital Appropriations and capital requests included items requests included items for new programs and new for new programs and new positions along with positions along with regular budget itemsregular budget items
New programs, positions or capital New programs, positions or capital >$500K entered as a Decision >$500K entered as a Decision PackagePackage
Decision packages and budget Decision packages and budget requests are consolidated for a total requests are consolidated for a total department requestdepartment request
Text entered line-by-line Text entered line-by-line on screen without word on screen without word wrapwrap
Word wrap capabilityWord wrap capability
Special Purpose Budgets Special Purpose Budgets entered in entered in August/SeptemberAugust/September
Special Purpose Budgets may be Special Purpose Budgets may be entered in May with regular budget entered in May with regular budget processprocess
Option to request in Option to request in August/September when revenue and August/September when revenue and cash carry forward are available. cash carry forward are available.
Executive OverviewExecutive Overview 1818
2006 Budget Manual2006 Budget Manual The budget manual contains:The budget manual contains:
► Salary StructureSalary Structure► Fund and Funds Center ListFund and Funds Center List► Grants ListingGrants Listing► Commitment Item Account CodesCommitment Item Account Codes► Revenue Account CodesRevenue Account Codes► Purchasing InformationPurchasing Information
The budget manual is available on The budget manual is available on the training website and the budget the training website and the budget office link from Tarrant County office link from Tarrant County websitewebsite
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Screen Layouts OverviewScreen Layouts Overview► Department SummaryDepartment Summary (enter one time for entire department) (enter one time for entire department)
– Mission StatementMission Statement– AccomplishmentsAccomplishments– ObjectivesObjectives– Workload MeasuresWorkload Measures
► Department Budget EntryDepartment Budget Entry (existing programs and positions) (existing programs and positions)
– Budget Requests Budget Requests – Capital RequestsCapital Requests– Reclassification RequestsReclassification Requests
► Decision PackageDecision Package (new programs, positions or capital >$500K) (new programs, positions or capital >$500K)
– Program SummaryProgram Summary– New PositionsNew Positions– Package Requests Package Requests – Capital RequestsCapital Requests– Revenue ProjectionsRevenue Projections
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Budget Planning
Work Area
Layout Screen FeaturesLayout Screen Features
Document
Indicator
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Budget Reporting ToolsBudget Reporting ToolsType ofType of ReportReport
When UsedWhen Used How Do I Get There?How Do I Get There?
BW ReportsBW Reports To view and print To view and print budget entries/databudget entries/data
BW transaction code BW transaction code RRMXRRMX
BW Text-BW Text-Enable Enable Crystal Crystal ReportsReports
To view and print To view and print budget entries/data budget entries/data
including text including text justificationjustification
BW user menu under BW user menu under “Crystal Reports – “Crystal Reports –
Department” folderDepartment” folder
Document Document Direct Direct
(Mobius) (Mobius) RepositoryRepository
To view and print To view and print historical budget data historical budget data
(with text (with text justification) justification)
Use the “Document Use the “Document Direct” icon on your Direct” icon on your
desktop. Select “VDRNet” desktop. Select “VDRNet” area.area.
FM Rollup FM Rollup Budget Budget Reports Reports
(R/3)(R/3)
To view and print To view and print detailed actual detailed actual
expense and budget expense and budget informationinformation
R/3 transaction code R/3 transaction code ZFMCAZFMCA
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Query Report Overview Query Report Overview
Funds Mgt. &Funds Mgt. &
Budget RollupBudget Rollup
ReportsReports
R/3R/3
BWBW
ReportsReports
Text-enhancedText-enhanced
Crystal Crystal
ReportsReports
Text-enhancedText-enhanced
Crystal Crystal
ReportsReports
SAPSAPBW (Budget BW (Budget
System)System)
CrystalCrystal
Mobius Mobius (Document Direct)(Document Direct)
Nightly Nightly Updates Updates
from SAPfrom SAP
Updates every 15 Updates every 15 minutes from BWminutes from BW
Loaded in Document Loaded in Document Direct Repository on Direct Repository on
pre-determined pre-determined scheduleschedule
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Report Cross Reference Report Cross Reference AppendixAppendix
PY = Previous Budget Year CY = Current Budget Year NY = New Budget Year
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BW Reports (RRMX)BW Reports (RRMX)
To execute a BW report, choose the button and select “Workbooks”To execute a BW report, choose the button and select “Workbooks”
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BW ReportsBW ReportsSelecting A BW ReportSelecting A BW Report
Highlight the desired report (ex: Budget Request) and click the button.Highlight the desired report (ex: Budget Request) and click the button.
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BW ReportsBW ReportsSpecifying Report Selection CriteriaSpecifying Report Selection Criteria
After entering your desired selection criteria (fund, budgeting fund center, etc.), press the After entering your desired selection criteria (fund, budgeting fund center, etc.), press the button. button.
Note:Note: The button can be used to save your report settings as a variant and The button can be used to save your report settings as a variant and the button to retrieve previously saved variants. the button to retrieve previously saved variants.
The button will display only if you have saved at least one (1) variant.The button will display only if you have saved at least one (1) variant.
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BW Report BW Report Screen FeaturesScreen Features
Query Button ToolbarQuery Button Toolbar
Excel Menu/ToolbarExcel Menu/Toolbar
Query Display Query Display AreaArea
After executing a report, you can print it or save it as an Excel spreadsheet using the Excel menu/toolbar. After executing a report, you can print it or save it as an Excel spreadsheet using the Excel menu/toolbar.
Drilldown ButtonsDrilldown Buttons
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BW Text-Enabled Crystal BW Text-Enabled Crystal ReportsReports
To view the Crystal reports, select the button to view your user menu. Next, you will need to double-To view the Crystal reports, select the button to view your user menu. Next, you will need to double-click on the desired report (ex: Departmental Text Summary) from the Crystal menu.click on the desired report (ex: Departmental Text Summary) from the Crystal menu.
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BW Text-Enabled Crystal ReportsBW Text-Enabled Crystal Reports(2 Logons – Use BW User Name/Password)(2 Logons – Use BW User Name/Password)
WEB APPLICATION SERVER LOGON:WEB APPLICATION SERVER LOGON:
CRYSTAL LOGON:CRYSTAL LOGON:
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BW Text-Enabled Crystal BW Text-Enabled Crystal Reports Reports
Selection ScreenSelection Screen
Enter your selection criteria -- fund, budgeting fund center, budget year -- using the Enter your selection criteria -- fund, budgeting fund center, budget year -- using the
buttons. Then press the button to run the report.buttons. Then press the button to run the report.
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BW Text-Enabled Crystal ReportsBW Text-Enabled Crystal Reports(Final Logon – Use BW User Name/Password)(Final Logon – Use BW User Name/Password)
DATABASE LOGON:DATABASE LOGON:
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BW Text-Enabled Crystal ReportsBW Text-Enabled Crystal ReportsReport OutputReport Output
To print the report, click on the button and specify the desired printer.To print the report, click on the button and specify the desired printer.
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FM Budget Rollup ReportFM Budget Rollup Report (R/3 transaction code (R/3 transaction code ZFMCAZFMCA))
To execute the Rollup Budget Report, double-click on it.To execute the Rollup Budget Report, double-click on it.
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FM Budget Rollup ReportFM Budget Rollup Report Rollup Report Selection ScreenRollup Report Selection Screen
To execute the report, enter fiscal year, period, fund, fund center group or budgeting fund To execute the report, enter fiscal year, period, fund, fund center group or budgeting fund center designation, and commitment item group. Press the button.center designation, and commitment item group. Press the button.
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FM Budget Rollup ReportFM Budget Rollup Report Selecting the Rollup Budget ReportSelecting the Rollup Budget Report
To execute the report, double-click on To execute the report, double-click on
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AppendicesAppendices
Budgeting Fund Centers (BW Budgeting Fund Centers (BW and R/3)and R/3)
Budget Report Cross Reference Budget Report Cross Reference ListList
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1
3
4
Ask your peers for assistance
Review your training materials and notes.
Need Help?Need Help?
Email the Training Mailbox at:
titansaptraining@tarrantcounty.ctitansaptraining@tarrantcounty.comom
5
2
Call the Department Budget Support Hotline at: 817-884-1520817-884-1520
Review tutorials on training websitehttp://www.tarrantcounty.com/titan/lib/titan/training/index.asphttp://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Executive OverviewExecutive Overview 3838
SummarySummary Discuss Budget ProcessDiscuss Budget Process
Explain Terms & ConceptsExplain Terms & Concepts
Describe Process ChangesDescribe Process Changes
View 2006 Budget ManualView 2006 Budget Manual
Execute Queries (Reports)Execute Queries (Reports)
Use Appendix MaterialsUse Appendix Materials
Review Support ProcessReview Support Process
SummarySummary
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Questions?Questions?
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