Presented by:

Anthony Bridges, CFE, Deputy Executive OfficerMarisa Ploog, CPA, Fiscal Intervention Specialist

CCSESA Session II Budget Explorer Overview

District, County Offices & Charter Schools

B U D G E T   E X P L O R E R   v. 5. 0Multiyear Financial Forecasting Software for K-12 School Agencies

MULTI YEAR FINANCIAL PROJECTION PAST PRACTICE

Pre-SACS Requirements− Simple Spreadsheets− COE requested to demonstrate basis for SACS

certifications

Post-SACS Requirement− Multiple format spreadsheets− Basic Entry SACS form

CASH FLOW PROJECTIONSPAST PRACTICE

Accounting exercise – no deferrals Just another form requirement Spread budget balances evenly over remaining

months

MULTI YEAR AND CASH FLOW PROJECTIONSUsing Budget Explorer

MYFP/cash flow are significant technical tools MYFP is a significant communications tool Assumption details are critical when it comes to

MYFP Most accurate in the base year, least accurate in the last year (year 3 generally)

The SSC Dartboard keeps us consistent statewide Preparing a MYFP or cash flow may feel like an

“immunity challenge”

Provides for detailed analysis New focus on resource/program demands today AND

tomorrow Identify and document MYFP shortfalls early on to provide

greater response time Provides a path for COE’s & Districts to build “Alliances” to

strategize and prevent being voted off the island Teaching moments

MULTI YEAR AND CASH FLOW PROJECTIONSUsing Budget Explorer

BUDGET EXPLORER FRAMEWORK

Multi-year Financial Projections− Detail options− Enrollment forecasting− Salary and benefit forecasting

Cash Flow Projection− Detail options− Deferral schedules

Disclosure of Collective Bargaining Fiscal Health Analysis

MAXIMIZING BE PERFORMANCE

Supports any internet browser including:− Google Chrome, Firefox, Safari, Internet Explorer

New Server Hardware, Virtual Server Environment

Optimized software

BE MODEL MANAGEMENT

Creating a new model− Import SACS file

• Detail limited to SACS roll up• Locally defined resources must be established and redistributed

− Import from financial system• Requires coordination with COE & technology services• Greater detail – all resources – detailed object codes

Copying an existing model− Retails detail & rules− Updates may be needed

CREATING & MANAGING PROJECTIONS

Select projection (mouse over and click)

Click button On the projection sharingscreen select User and click buttonfor Read-only group or Read-write group

SHARE PROJECTIONBuilding Alliances Between Districts & COEs

NAVIGATION TREE

• Summary– Unrestricted – Restricted• Import from SACS file roll up

-Add resources for locally defined-Deleting resources with no activity

TAB 1.) HOME – Projection Adjustments General projections settings listed on mouse over

Home page Statistics section contain links to projection adjustments−Upload Base values−Change projection title−Change number of years to forecast−Enable/disable audit logging

TAB 1.) HOME – Audit Log

Audit log is enabled by default Use report page to revise audit log for the

projection

TAB 2.) RULES

• Rules drive assumptions• Rules never affect the “base

year” (Budget Import)• Based on SSC Dartboard• Rules can be modified for

specific resources or objects• Hovering mouse over rule

icon

TAB 3.) ENR/ADA/STAFFING

• Extra care here can make a big difference in the MYFP

• Has a direct affect on projected:ADA populationRevenue Limit sources

• Prefill from CBEDS

• Projection methodsCohort progressionKindergarten

SALARY FORECASTER

• Allows for greater detail in future costs

• Managed by resource

• Only salaries in object 1100

ADA data imports from Enrollment and ADA screens

Base revenue limit per ADA imports from SACS form RL

TAB 7.) AUTO BAL Used to balance resources with negative ending fund

balances in MYFP

Make all adjustments first! (including indirects)

This step is usually done last when completing MYFP

Two approaches:

− Reduce 4s, 5s, 6s (but you can change the sequence)

− Contribution from unrestricted (SpEd, RRM & Transportation)

EDIT VALUES

From resource screen this option provides you with detail across all resources for a particular object code. Good for balancing detail such as 8980, 8990, and 7310.

May require further drill down to access……..

TAB 6.) CASH FLOW Matches budget data in the resource summary

Multiyear cash flow projection

Established projection schedules

Cash deferrals schedules are updated

Revenue by resource detail or aggregate

Expenditures always aggregate

No required entry order

FCMAT cash flow tutorial

CASH FLOW ACTUALS - Upload

Actuals can be uploaded from file using button

CSV file format can be found on the Upload cash flow actuals window under sample file link

Select action for objects and import mode

CASH FLOW CREATION

If you did not enter your balance sheet information when you initially created your model start by selecting “create projection” and enter them.

You can also enter them directly on the cash flow screen.

ADDING ADDITIONAL ASSET & LIABILITY ACCOUNTS

Clicking the icons in the asset or liability GL section will provide you with additional common object code selections

CHECKING YOUR BALANCES

Checking your balances:

+ Beginning cash+ Budgeted revenue- Budgeted expenditures+ General ledger asset balances- General ledger liability balances

= Projected Ending Fund Balance

ACCESSING THE CASH FLOW PROJECTION

DETAIL REVENUE TRANSACTIONS

Revenue data is stored by individual resource and object

Access and enter revenue transaction detail by clicking on the object code series

BE automatically includes the updated deferral schedules Revenue receipt schedules established by funding

source/resource Expenditure disbursement schedules established for each

major object code range Established schedules can be viewed by selecting the

tab on the cash flow

PROJECTION DISTRIBUTION SCHEDULES

TAB 8.) TOOLS

Disclosure of Collective Bargaining Template

Fiscal Health Risk Analysis Report

TAB 9.) REPORTS

BUDGET EXPLORER FOR CHARTER SCHOOLS

983 Charter Schools year to date Approximately 100 charters schools approved annually FCMAT is in the software development process Anticipated release in August\September of 2012 Includes calculations for the General Purpose

Apportionment and Block Grants Software using “Wizard” approach with questions to

populate data

BUDGET EXPLORER FOR CHARTER SCHOOLS