Budget Maintenance Process Walkthrough
September 15, 2006
Agenda
• Objectives and Introduction
• SAP Key Terms and Concepts
• Budget Maintenance Integration in the Employee Lifecycle
• High Level Budget Design
• SAP Account String Concepts
• Budget Planning and Maintenance Calendar
• Process Overview: SAP Budget Transfer Process
• Key Changes
• A Glance into SAP: Selected screenshots from SAP
• PBC Financial Flow
• Communications and Training Highlights
2
Objectives
• Describe the overall Budget Maintenance process from an
LAUSD perspective
• Explain integration points and how Budget Maintenance is
organized in SAP
• Provide insight into Budget Maintenance process flow
• Communicate the Budget key change impacts
• Provide a first glance into the BPS folder
• Encourage feedback and provide opportunity to ask
questions about BTS before training
• Provide practical information about training and
communication
3
SAP Key Terminology
SAP: The name of the software vendor and its core integrated
product: “System Applications and Products” (SAP R/3)
BTS (Business Tools for Schools): The name of the project and the
name of the new LAUSD system
Release 2: BTS is being implemented in 3 phases called “releases.”
Release 2 will go-live (become active) on January 1, 2007 and
includes payroll and time, human resources, benefits, budget and
position control functionality
Human Resources (HR): An SAP module for optimizing and
controlling workforce planning
4
The Employee Lifecycle
Create
Organizational
Structure
Recruit
Candidates
Hire
Employees
Administer
Benefits
Identify
Vacancy in
Organizational
Structure
Create Budget
& Position
Control
Identify
Candidates
Report Time
Run Payroll
Post to
Finance
5
SAP Budget - Related Key Terminology
Budget Planning & Simulation (BPS): SAP solution for Strategic Enterprise
Management. BW/BPS is the abbreviation for Business
Warehouse/Business Planning & Simulation. BW is a reporting tool that
retrieves and integrates summarized and detail data from SAP
Position Budget Control (PBC): An SAP module for integrated personnel
cost/budget planning
Personnel Cost Planning (PCP): An SAP module used for planning positions,
salaries and benefits. PCP calculates planned cost based on Employee
Master Data. Cost information is transferred to the BPS folders
Funds Management (FM): Where budgeted revenues and expenditures for
individual areas of responsibility are managed. In FM, future funds
movements are managed and controlled according to a distributed budget.
FM prevents the exceeding of a budget
Examples of funds set up as master data in FM:
010 General Fund, 110 Adult Education, 120 Child Development
Delimiting: Delimiting is attaching an end date to a record. When you create or
copy an infotype, the old data is not lost but is stored as history for reporting
purposes
6
High Level Budget Design
Module
Business Planning &
Simulation (BPS)
BW/BPS – Business
SAP Sub-module
Planning & Simulations
Supported
Business
Process
•Perform Financial
Forecasting
Position Budget Control
(PBC)
Personnel Cost Planning
Position Budget Control
•Perform Budget Planning
•Calculate costs for
positions, salaries and
benefits
•Perform Budget
Maintenance
•Perform budget planning for
positions
7
High Level Budget Design
Module
Financial &
Controlling (FI & CO)
Funds Management
(FM)
Human
Resources (HR)
Payroll
Personnel
Management
CO – Project Systems
SAP Submodule
CO – Cost Center
Accounting
Funds Management
CO – Internal Orders
Grants Management
CO – Cost Element
Accounting
Personnel
Development
Organization
Management
Time Reporting
E-recruit
Supported
Business
Process
•Develop Facilities
strategic plan
•Check if funding is
available
•Perform transaction
process for actual
revenue/expenditures
•Commit funding for
position and nonposition items
•All functions
associated with
optimizing and
controlling
workforce
administration
8
SACS-Compliant SAP Account String
Fund
Functional Area
333-4444
4444-4444-1AAAA
Commitment
Item
(GL Account)
Fund Center
(Cost
Center)
444422
SACS
Fund (+)
SACS
Object
SACS
Resource
SACS
Goal
SACS
Function
IFS
Program (+)
Internal Order
WBS Element
123456789012
A-666666-22-333-22
5555522
GL
Account
Extension
IFS Org (+)
IFS Job
Number
Cost
Center
Extension
Project
Phase
SubProject
Funding
Source
9
SAP Master Data Integration
IFS
FI
Financial
Accounting
(external accounting)
CO
Controlling
(managerial/cost
accounting)
FM
Funds Management
(budgetary accounting)
GM
Grantee
Management
(sponsor’s view/reporting
requirements)
Object
GL Account
Cost Element
Primary &
Secondary
Commitment
Item
Sponsor Class
Fund
Fund
Fund
Fund
Fund
Area & Org
Business Area
Cost Center
Funds Center
Internal Order
WBS Element
Funded Program
Project & Job
Number
Sponsored
Program
Program
Functional Area
Functional Area
Functional Area
Grant
Grant
Grant
Grant
Grant
Fiscal Year
Fiscal Year
Fiscal Year
Budget Validity
Period
10
Budget Planning and Maintenance Calendar
11
Central Office Planning and Maintenance
Calendar
Month
Planning 07/08
Maintenance
January 07
February 07
March 07
Budget Maintenance
06/07
April 07
May 07
Budget Planning 07/08
June 07
July 07
August 07
September 07
Budget Plan Revisions
07/08
Adopt Budget 07/08
October 07
November 07
Budget Maintenance
07/08
December 07
12
Budget Planning and Maintenance Calendar
Month
Planning
Jan
FY08 Forecasting
Feb
FY08 Preliminary
Budget
Mar
Apr
May
Maintenance
FY07 Budget
Maintenance
Provisional Budget
Aug
Sept
Final Budget
Dec
Upload / Post
Daily Teacher Norm
Calculations
Adopt Budget
Oct
Nov
FY08 Enrollment
Roadshow
Position Assignment
June
July
Norming
Norm Day
FY08 Budget
Maintenance
Norm Adjustments
13
Budget Maintenance Part of the Wider System Integration
Finance
Human Resources
Budget
Budget
Maintenance
Budget
Planning &
Simulation
(BPS)
Organization Management
Personnel Cost
Planning (PCP)
Plan District
Calculate
Budget, Forecast
Position Salary &
Budget, Maintain
Benefit Costs
Budget
Planned
Comp
(vacancies)
Position
Position
·Fund Job ·Fund
·Grant
·Planned
Comp
Job
Establish
Budget
Commitment
Reduction
Planned
Compensation
Fund Management
(FM), Grants
Management (GM)
Position Budget
Control (PBC):
PreCommitments,
Commitments &
Salary Savings
Controlling (CO)
Job Cost
General Ledger
(GL)
Actual Comp
(filled)
Org Unit = Cost Center
·Grant
·Planned
Comp
Job
Job
V
a
c
a
n
c
i
e
s
eRecruit
Personnel
Administration
(PA)
Positions
to Fill
Establish employee
and assign to
Position
Vacancies
Vacancies
Position Budget Control
(PBC)
Employee
Master
Data
Filled Position
Dollars
Creates Pre Commitment,
Commitment & Salary
Savings
Hours to Internal
Orders (Jobs)
Time
Eligibility
Check
of Hours
Payroll
Benefits
Legend
Finance
Modules
Payroll Actuals
HR Modules
14
Budget Maintenance Information Flow and
Activities
Auto Create
New Positions
HR is updated with
new position information
Extract
Position Salary
& Fringe Benefits
HR
BPS Budget Maintenance Folder
PBC
Commitment
Processor
SAP
Workflow
Process
FM
Budget Adjustment Form
Types of Adjustments:
Position to Position
Position to Non-position
Non-position to Position
Non-position to Non-position
Current
Modified
Budget
HR & Budget enter
additional data as needed
Proposed
Reviews Budget
Adjustment Form
Appropriate
Fiscal Staff
Close a
Position
(RIF)
Approval
HR & Budget enter
additional data as needed
Approval triggers
Approval triggers
HR notification
HR notification
Administrator
Human Resources
15
What Has Changed?
Current Process
New Process
• Create paper budget
transfers
• Create online budget
transfers which will be
consistent for everyone
• IFS
• SAP
• Open and/or close a
position when there is a
change to the funding
source
• Once a position is created,
you can defund the position.
Budget will not need to open
or close a position
• When a funding source
changes for a position, the
position number stays the
same
16
What Has Changed? (cont.)
Current Process
New Process
• Not able to make budget
revisions during black-out
periods
• Ability to make budget
revisions with minimal blackout periods
• During black-out periods,
make TB in IFS and update
BRASS later
• Use one system (2 modules),
no need to update in two
different systems
• Not always able to access
position information when
making personnel and
budget decisions and
changes
• Access integrated data for
budget and employee
positions when making
personnel and budget
decisions
• BRASS
• Budget Planning &
Simulations (BPS)
17
Key Changes (Budget Maintenance)
 Budget users will have to understand the
account string structure for the funds they are
dealing with
 Budget users will access integrated data for
budget and employee positions when making
personnel budget decisions
 Reports: Individuals who are identified as budget
planners or budget maintainers will have access
to standard BW reports
18
Key Changes (Position Budget Control)
 With SAP, several funding attributes can be attached to
one position, therefore no need for multiple positions
because of multiple funding sources
 HR and Budget attributes will be populated automatically
when a new position is created
 When a position is closed, budget will defund the position,
HR will delimit the position
 Positions will be committed using actual employees‘ step
and salary schedule
 Immediate display of employee’s costs, and impact to
Commitment Items and Budgets
19
A Glance at SAP: Budget Planning Folders
• Budget layouts are
divided into five
folders:
• Budget Planning &
Maintenance
• Revenue Planning
Maintenance
• Growth Planning
• Reduction Planning &
Maintenance
• Augmentation Planning
A folder contains budget layouts
that are used to input and store the
budget information that interacts
with other information in the SAP
system such as HR and Payroll
20
Budget Maintenance Folder
(Variables/Header-Section 1)
Header/Variable information for the budget transfer
(section 1)
21
Budget Maintenance Folder Layout (Section 2)
ed version
• The Budget Transfer Form resides in an MS Excel
layout and will accept all standard Excel functions
• The header/variable information in section 1
populates in the first six rows of the Excel form
(section 2)
22
Budget Maintenance Folder Layout (Section 3)
• In this example, we:
• Perform a position to position
transfer
• Close a manager/director position
• Create two new computer
specialist/information developer
positions
23
Budget Maintenance Folder Layout (Section 3)
Note the Positive and
Negative values in the
From/To Amount field
required to close one position
and use the funds to open
two new positions
10
24
Position Budget Control Process Overview
PBC
PCP
HR OM&PA
Position
Cost $
Position Data
PBC
Commitment
Processor
Data
collection
PBC
Employee
Data
BP S
Ad o p t Bu d g e t
P BC
Va ca n t P o sit io n
P BC
Fille d P o sit io n
P a y ro ll
Em p lo y e e P a id
FM/GM
Employee
Cost $
P re Orig in a l
Co m m it m Co m m it m e n t
Bu d g e t
e nt
10000
Act u a l
Ex p e n se s
< 10000 >
6000
0
Av a ila b le
Ba la n ce s
< 4000 >
6500
100
< 3500 >
6400
< 3600>
25
Communications and Training Highlights
2007
2006
Aug
Sept
Process
Walkthroughs
Oct.
Dec
Nov
Jan
On- going specific messages
End User
Training
Go Live
Campaign
My change and training guide
26
Budget Training Curriculum
Basic Navigation
Budget & Position Control
R3100
Basic Navigation
1 hr
WBL
BU100
Budget Overview
Central Office
4 hrs
ILT
BU262
Budget Maint.
Budget Services
1 hr
ILT
BPS100
Budget Planning
& Simulations
1 hr
WBL
BU105
Budget Overview
Schools
6 hrs
ILT
BU265
Budget Maint.
Schools
4 hrs
ILT
WI100
Account String
Wizard
1 hr
WBL
BU200
Revenue &
Expenditure
Projections
8 hrs
ELT
BU300
Budget System
Admin (Part 1)
4 hrs
ELT
BU260
Budget
Maintenance
6 hrs
ILT
PC200
Position Change
Processing
8 hrs
ELT
MR200
BTS Mgmt
Reports
2 hr
WBL
5 Hours
WBL – 5
July 2007
January - February 2007
October - December 2006
41 Hours
ELT – 20
ILT – 21
Budget
Budget
BU200
Revenue &
Expenditure Proj.
8 hrs
ELT
BU270
Specialized
Planning
2 hrs
ILT
BU220
Prelim. Provisional
& Final Budgets
8 hrs
ILT
BU280
Budget
Planning
5 hrs
ILT
BU230
Resource
Allocation
8 hrs
ELT
BU301
Budget System
Admin (Part 2)
4 hrs
ELT
BU210
Financial
Forecasting
8 hr
ELT
3 Hours
WBL – 3
Hours Grand Total 87
Target Audience Size
368
BU250
Budget Norming
8 hrs
ELT
43 Hours
ILT – 15
ELT – 28
ILT = Instructor Led Training
WBL = Web Based Learning
VC = Virtual Classroom
RVC = Recorded Virtual Classroom
ELT = Expert Led Training
27
More Project Information
• To learn about the BTS project:
– Check out the BTS Website (www.lausd.net/bts)
– E-mail bts@lausd.net
28
Questions
•
Before leaving the room, please make sure that you have
– Signed in
– Completed the process walkthrough assessment survey
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