BRITE Budget Fundamentals
Introduction
Prerequisites
 Participants should have completed the following
lessons prior to starting this lesson:
– SAP Navigation
– Chart of Accounts
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Budgeting 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 process:
– Budget Office
– Budgetkeepers
– Principals / Department Heads
– Area Business Analysts (ABAs)
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Role Description: Budgetkeeper
Role Goal:
• Maintain records and accounts of all budgeted funds and to
provide Principal/Director with information concerning availability
of funds.
Responsibilities/Tasks:
• Review information for schools and departments and update
during Budget Prep phase
• Create/maintain funds reservation documents in SAP for current
year plans
• Enter budget transfer information into SAP for internal transfers
where funding available; prepare & obtain approval for Budget
Transfer requests between funds center and/or functional areas &
submit to Budget Office
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Course Description
 During this course, SAP users will be introduced to the
revised SBBC Budget process.
 Participants will learn how the implementation of the
BRITE Budget process will change the way in which the
budget is currently prepared and maintained.
 Participants will be introduced to some basic SAP Budget
screens and vocabulary.
Budget
Professional
Development
Payroll
Finance
Operations
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Human
Resources
Unit Objectives
 At the end of this presentation, participants will be able to:
• Understand the basic budget structure for Schools and
Departments in SAP
• Describe the interaction between BI-IP and ECC
• Understand how legacy information, (i.e., location, activities,
function, type, fund) is used in the new ECC system
• Understand Business Intelligence Integrated Planning (BI-IP)
• Understand how budget data is transferred between BI-IP
and ECC
• Understand the type of budget transactions which are
processed in ECC
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BI-IP Key Terms
SAP Business Intelligence– Software client that provides an integrated
Integrated Planning
platform for entering plan data, analyzing and
(BI-IP)
reporting budget data using the commonly
known Excel interface.
The “Integrated Planning” portion is how budget data gets entered.
The “Business Intelligence” portion runs reports and replaces Optispool.
Enter Budget
Planning Data
Receive
Reports
IP
BI
(read/edit
data)
(read only
data)
SAP ECC
Updates BI Data
Nightly
IP Updates SAP
ECC as Needed
ECC
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BI-IP Key Terms
Enterprise Central
Component (ECC)
Enterprise Central Component or ECC is
the version of the SAP client which runs beside
the BI-IP client and is used to process the
day-to-day transactions required by the various
business processes of Finance, Purchasing and
Human Resources/Payroll.
ECC
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IP
 Integrated Planning (IP) provides a platform for entering budget data,
analyzing and reporting data using the commonly known Excel
interface and Web-based functionality.
 The IP client is designed
to allow for the easy input
and extraction of data.
Typical Excel Worksheet
users know.
 The IP client offers
default layouts that
have been purposely designed
to match BCPS Budget
business processes.
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BI-IP will look similar.
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IP
 Annual budget data for SBBC locations will be entered into Excel
based spreadsheets provided in IP.
 Examples of information which can be entered into IP and
downloaded into ECC include budget data for:
Schools
Departments
Food and Nutrition
Services (FN&S)
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IP

Annual budget data for SBBC locations will be entered into Excel based
spreadsheets in IP.

Currently budget preparation and approval is mostly accomplished in Excel.

In the future, instead of using Excel spreadsheets, Budget Preparation will be
accomplished on spreadsheets provided in the IP client.

Budget preparation training will be
provided prior to the roll-out of
the Budget Preparation process.
To ensure ease and continuity from the old
system into the new SAP system,
the Excel layouts in BI-IP have a similar look
and feel as the legacy Excel files.
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IP
 Budget creation and approval will be accomplished in the IP client.
 When approved, budget data from IP is loaded into SAP ECC.
 Budget execution, (i.e., fund transfer, fund reservation) is
accomplished in ECC.
 Note: Currently IP is not active. This system will be active prior to go
live. Budget preparation training using IP will be provided prior to the
roll out of this system.
Transfer of
budget data
when needed
IP
ECC
Budget Execution
transfer funds
reserve funds
purchase services
Budget Data input
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BI Data Extraction
 The BI client is used for reporting purposes.
 Actual data is extracted from ECC into BI nightly.
 Since actual data is exchanged on a nightly basis the
information contained in BI is considered near real time.
BI
ECC
Nightly
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Reports
Nightly
13
BI Reports



Standard Queries will be available
in BI to provide desired
information.
14
12
10
8
Report selection—can limit by
date, by account, etc.
6
4
2
Drill down—BI provides capability
to delve deeper into specific areas
of a report

You will have the ability to view
your reports in various formats—
pie charts, bar graphs (right), line
charts, etc.

Budget report on Standard Salary
is an example of a pre-configured
report which may be generated
from BI.
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1
14
2
3
4
Business Intelligence (BI)
Reporting Features
Report selection
criteria
Limits the amount of
information a report retrieves
Drill-Down
Enables drill-down to the
next level of detail in a report
Graphical
reports
Allows display of a report
in a graphical format
Time out
reports
Interrupts a report that may
be taking too long to run
Report Buttons
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Buttons will help you
customize report results
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Budget Funds Management
Structure
Unit Objectives
At the end of this presentation, you will be able to:
• Identify new terms and concepts associated with the
Budget process
• Understand how the various budgets (schools,
departments) are implemented in the BI-IP tool
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FM / Funds Management
 This is where most of
your budget data will
be after it has been
loaded from BI-IP into
SAP ECC.
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FM Master Data Overview

Master Data is created and stored as electronic records that play a key role in
the core budgeting process

Master Data records include items such as:
Functional Area
Fund
Funds Center
Funded Program
Commitment Item

Master Data records are highly centralized

The Budget Office is responsible for creating and maintaining FM Master Data
records
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SBBC / ECC / IP
In many ways, the current SBBC business processes will
remain the same.
 All budgeting guidelines will remain the same
 Some terms currently used in SBBC legacy systems
(e.g. “budget transfer”, “FTE” will be used in ECC)
 Some terms in ECC resemble SBBC legacy objects (e.g.
Fund)
 Many terms and objects used in ECC system combine
SBBC legacy objects to form one object in the ECC (e.g.
Function + Activity = Functional Area)
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FM 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
Fund
MSA Fund = 100
General Fund
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SAP Fund =
100 0
General Fund
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FM Master Data: Business Area
Business Area
 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 ECC.
 Some departments will have their own Business Area.
Others within the same division will share a Business
Area.
Example: 3315 Royal Palm Elementary
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FM Master Data: Fund Center
Funds Centers
 Represent areas of responsibility for budgetary monitoring
and control at SBBC
 Are equivalent to a location or department
 Capture “where” the costs are incurred
Example: 3315118510 ROYAL PALM E
Legacy:
Location = 1851 - Royal Palm E
Type
= 1
- School Type (Elementary)
ECC:
Funds Center = Business Area +
Cost Center
(new coding - 4 digits)
Funds Center
Type + Location + 0
(1 digit)
(4 digits)
(1 digit)
Funds Center/Cost Center = 3315 1 1851 0
(10 digits)
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FM Master Data: Cost Center
Cost Center
 A unit of responsibility for capturing actual cost.
There is a one-to-one relationship; there will be one Cost
Center which will match to one Funds Center.
Example: 3315118510 ROYAL PALM E
Legacy:
Location = 1851 - Royal Palm E
Type
= 1
- School Type (Elementary)
ECC:
Funds Center = Business Area +
Cost Center
(new coding - 4 digits)
Cost Center
Type + Location + 0
(1 digit)
(4 digits)
(1 digit)
Funds Center/Cost Center = 3315 1 1851 0
(10 digits)
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FM 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 ECC.
Functional Area
Legacy:
ECC:
Function = 5103 - 9–12 Basic
Activity = 00000 - Operating
Functional Area = Function + Activity followed by 7 zeros
4 digits
5 digits
7 digits
Functional Area = 5103 00000 0000000 - 9-12 Basic
(16 digits)
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FM Master Data: Commitment Item
Commitment Item
 Commitment Items are equivalent to balance sheet,
revenue account or object code in MSA. Used to
capture the type or classification of an asset, liability,
fund balance, revenue or expense.
Example: 53990000 - OTHER PURCHASED SERVICES
55110000 - SUPPLIES
Commitment Item
Legacy:
Class
Object
= 5 Expenditure
= 511 Supplies
ECC: Commitment Item = Class + Object + 4 zeros
(1 digit)
(3 digits)
Commitment Item = 5 511 0000
(8 digits)
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(4 digits)
FM Master Data: Funded Program
Funded Program

For schools or departments with grants, capital projects, or the need
to track specific costs, you will use a new field called “Funded
Program.”

Most budget information will show NOT RELEVANT in the Funded
Program field. Funded Program – e.g. Grant
Legacy:
Activity = 27615
Head Start
ECC:
Grant Funded Program =
Grant Type + Location Managing Grant + Grant Number
1 (Letter)
4 digits
4 digits
Grant Funded Program = B 9779 0001*
Head Start
*Example of FM budget control at grant level
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MSA-SAP Crosswalk
MSA
SAP-FM
(Funds Management)
Fund
General Fund
Fund
100
General Fund
1000
Location & Type
Fund Center/Cost Center
0011 & 1 = Deerfield Beach Elem.
Business Area+Type+Location+0
3101100110 = Deerfield Beach Elementary
Class & Object
Commitment Item
Expense & Supplies
Expense & Supplies
5 & 511
55110000
Function & Activity
Functional Area
Gr K-3 Basic
Gr K-3 Basic
5101 & 00000
5101000000000000
Grant Activity
Grant Funded Program
Head Start 27615
(Head Start B97790001)
Capital Project
Funded Program
Location & Activity
P.00011
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SBBC / ECC
 By and large, the current AS-IS SBBC annual budget process is
performed and consolidated within Excel spreadsheets and loaded
into the legacy financial system, MSA.
 When converted into the SAP ECC client, budgeting information will
be prepared and consolidated in IP layouts then retracted to the
Funds Management (FM) area of ECC client for budget control.
 Budget objects and monetary resources can be displayed using
standard SAP ECC budget reports.
 Budget data processed in ECC instantly posts or encumbers funds
from a budget. Information in ECC client is considered real time.
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Displaying Budget Information in
SAP ECC
Displaying Budget Transfers and Reports
in ECC





The following slides demonstrate how to access the SAP BRITE web site and
view information concerning budget resources in ECC.
1. Go to URL: www.broward.K12.fl.us/erp.
2. Click the “Click to Access Portal” button.
Note: Currently this button does not exist, however, it will be installed on the
SAP BRITE web site prior to go-live.
This presentation will give you a look at some of the screens available in
ECC. You will be given more in-depth training on how to access and process
budget information in future training sessions.
Click to
Access BRITE
Portal
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Displaying Budget Transfers and Reports
in ECC




After clicking the Access Portal button the SAP NetWeaver screen will appear.
1. Enter your User Name
2. Enter your unique password.
3. Click
.
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Try It!
The next few screens will show you
how to display Budget Transfers and
Reports in the web version of ECC.
Click here to begin.
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Click on the SAP
Access tab.
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Click on the Web
Gui link.
 ECC - Web Gui
 BI - Web Gui
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 ECC - Web Gui
 BI - Web Gui
Click on the ECC Web Gui link.
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FMAVCR01
1.
We will type transaction code
FMAVCR01 in the Fast Path field to
access the Overview of Annual
Values Budget in ECC.
2.
You would then press the Enter key
on the keyboard. Click here to see the
next screen.
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The Display Annual Values of
Control Objects search screen
appears.
We have entered search
information for the budget to be
reviewed.
Example:
Grant – Not Relevant
Fund – 1000
Funds Center – 2220097030
Click here to see the next step.
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Click Execute.
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Note how the search
information displays.
Grant – Not Relevant
Fund – 1000
Funds Center – 2220097030
Great Job!
This is one way to display a report.
You will learn more in class.
Click anywhere or press “Page
Down” to advance.
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Budget Transfer
 Budget resources are transferred from one area to
another through transaction Budgeting Workbench.
 As a Budgetkeeper, you will process budget
information using the Budgeting Workbench transaction.
 The following slides demonstrate how to access and
review information in the Budgeting Workbench
transaction.
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ECC Budget Report
1. Enter transaction code FMBB in the Fast
Path field.
2. Click the Enter key on the keyboard.
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To access the Budgeting
Workbench transaction,
users can enter transaction
code FMBB in the Fast Path
field then click the Enter key
on the keyboard.
This report displays
information concerning
budget allocations and
balances available to
different budget accounts.
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ECC Budgeting Workbench
Functional Area
Commitment Item

Once loaded into ECC, data can be transferred to other budget areas using
the Budgeting Workbench transaction.

Examples of the type of budget transfers which will be processed in the
Budgeting Workbench are a transfer of funds between Commitment Items.
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