Budget Processes
201S / 202D
Welcome and Ground Rules
 Have fun and enjoy the opportunities we
have to contribute to SBBC’s future success!
 Please turn off or silence cell phones and
pagers
 Please do not read or send email messages
during class time
 Respect those speaking and asking
questions by keeping side discussions to a
minimum
 Please do not interrupt the person speaking
 We will start, break, and end on time
 All unanswered questions will be placed in
the “Parking Lot” and answers will be
distributed later
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Logistics
Before we get started ...
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Classroom Materials
Exercises
(Let Me)
BRITE
Concepts
(Tell Me)
Demonstrations
(Show Me)
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Budgeting Execution 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 Execution process:
– Budget Office
– Budgetkeepers
– Principals / Department Heads
– Area Business Analyst (ABA)
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What are Roles
Budgetkeeper
Office Mgr
ECC
Role
Initial Mapping
Budgetkeeper
Process Map
Mapping
to
Individual
Transfer budget
END
Source
:
SBBC
Job
Budget Review
Doc. Review
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Budget Processing for End Users
 Budget Prep involves allocating budget resources for the
purpose of financing persons, positions, purchasing services or
equipment.
– Budget Prep is done in Integrated Planning (IP)
– Upon approval projected budgets are retracted from IP into
ECC.
 Budget Execution involves the transferring of budget resources
from and to different budget areas, and reserving budget funds
for an anticipated future need.
– Day-to-day transactions such as budget transfers and funds
reservations will be accomplished in ECC.
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Budget Preparation Process
1
BI
Data used for budget prep is
placed in BI
2
Schools prepare Membership &
FTE Projections in IP; it gets
reviewed by ABAs
3
Budget data from prior year(s)
and current year placed in BI
BI
4
5
6
Locations prepare and
submit budgets
7
Budgets reviewed and
approved in IP
8
Budget uploaded to ECC
9
Supplements, returns
and transfers processed
as needed
Growth Budget requests
submitted by departments
(see note below)
Positions added/changed per
Org Chart/Growth
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Course Objectives
At the end of this course participants will be able to:
 Describe the various budgeting codes associated with Funds
Management (FM)
 Process budgetary resources in ECC using transaction
“Budgeting Workbench”
 Understand the process for budget supplements, returns and
cross-activity, cross-fund or cross-location budget transfers
 Create and maintain Funds Reservations, understanding their
use and impact on spending controls
 Access and analyze documents in Funds Management (FM)
 Access and analyze Fund reports in ECC
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Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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Unit One
Business Intelligence
Integrated Planning
(BI-IP)
and
Funds Management (FM)
Functions and Integration
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Lesson Objectives
Upon completion of this lesson, participants will be able to:
 Describe the role the BI-IP client plays in the budgeting
process
 Understand how BI-IP and ECC-FM interact
 Describe the budget prep to budget execution process
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SAP Acronyms
SAP Acronym
Name
GL
General Ledger
GM
Grants Management
FM
Funds Management
MM
Material Management
HR
Human Resources
FI
Financial
BI
Business Intelligence
IP
Integrated Planning
PS
Project Systems
ECC
Enterprise Central
Component
WBS
Work Breakdown
Structure
CO
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Controlling
13
BI-IP Client / ECC Client FM Interface
 The budget process consists of two separate systems, which
integrate together:
• IP—Used for budget preparation and approval
• ECC—FM/GM modules are used for budget execution and control
 Once a budget has gone through the preparation and approval
process in BI-IP, it will be retracted (downloaded) into the ECC client
into:
• GM—For grant relevant budgets. GM budget data flows down to
FM to form the consolidated budget in ECC
• FM—For all other budgets.
 Periodic budget amendments as well as budget control is facilitated
in FM (and GM, if applicable). Expenditures posting in various
modules (MM, HR, FI) impact the budget in ECC.
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BI-IP
The SAP Business Intelligence – Integrated Planning (BI-IP) client is
divided in two large and separate processing areas, IP & BI.
BI-IP provides an integrated platform for entering plan data, analyzing and
reporting planned budget data. The front-end User interface tools and use
Business Explorer (BEx) and Web-based layouts.
The “Integrated Planning” portion is used to enter budget data.
The “Business Intelligence” portion runs reports.
Annual Budget
Planning Data
is Entered
BI-IP
BI
(read/edit
data)
(read only
data)
IP Updates SAP ECC as
Needed with Plan Data
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ECC
15
Generate
Reports
ECC Updates BI Data
Nightly with
Transactional Data
Review
1.
Budget Information transfers from ECC to BI nightly?
True / False
2.
The acronym GM states for?
a.
Funds Management
b.
Grants Management
c.
Human Resources
d.
General Maintenance
3.
Due to the fact that actual data is exchanged on a nightly basis, the Information contained
in BI is considered
____________________________?
a.
b.
c.
d.
4.
Irrelevant
Out dated
Near real time
None of the above
Once a budget has gone through the preparation and approval process in BI-IP, it will be
retracted (downloaded) into the ECC client into_______________________?
a.
GM – For grant relevant budgets.
b.
FM – For all other budgets
c.
Both a and b
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Questions?
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Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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Unit Two
Funds Management Master Data
Unit Objectives
At the end of this unit participants will be able to:

Identify new terms and concepts associated with Funds Management
and their relation to MSA objects, where possible

Display FM Master Data including:
– Fund
– Funds Center
– Functional Area
– Funded Program
– Commitment Item
– Grant *

Explain the use of FM Master Data Groups
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Funds Management Data
Funds Management Data Categories:
Organizational Data
 FM Area (SBBC)
Master Data
Transactional Data
 Funds
 Budget Amendments
 Functional Area
 Funds Reservations
 Funds Center
 Actual Postings from
other modules *
 Funded Program
 Commitment Item
 Grant
* Actual Data from other modules will flow into FM as transactional data:
Purchase Requisitions, Purchase Orders, Financial and HR Postings
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FM Master Data Overview

Master Data records are created and stored as electronic records and 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
Grant*

Master Data records are highly centralized

The Budget Office is responsible for creating and maintaining FM Master Data
records
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FM Master Data: Maintenance
 Master Data maintenance will be limited to a few individuals.
The Budget Office will be responsible for maintaining all FM
master data records (FM Area, Fund, Fund Center,
Commitment Item, Functional Area, and Funded Program)
and FM derivation rules.
– Capital Budget will also maintain Funded Programs
specific to Capital Projects
 Standard Master Data request forms will be designed and
used when requesting new master data. Forms will be
completed and sent to the Budget Office for creation or
maintenance.
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FM Organization Data: FM Area
FM Area
A closed system for funds management, budgeting
and budgeting execution. Contains the settings that
impact master data and transaction data within that
area.
There will only be one FM Area:
SBBC
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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
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FM Master Data: Fund
Fund
Legacy
MSA Fund = 100
General Fund
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ECC
SAP Fund =
100 0
General Fund
26
FM Master Data: Fund Key Changes
• Funds are now four digits long
• Funds will be created and maintained by the Budget
Office in SAP
• New Fund for Summer School (1040) replaces Fund
100 and Use 1 or 3
• Elimination of Fund 199
• Budget will be loaded in May for next fiscal year and PO will
consume the following year’s budget
• Grant Funds have been consolidated and
renumbered
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FM Master Data: Fund—MSA vs ECC Sample
MSA Fund
Use
100
Description
SAP Fund
General Fund
1000
Summer School
1040
101
General-Grant Match
1010
102
BECON
1020
411
Food Service
4110
421
USDE Fed Thru State
4230
422
USDE Fed Direct
4210
423
Fed Thru Local
4240
424
Thru Local/Local Direct
4260
425
USDE Fed Thru State
4230
426
USDE Fed Thru State
4230
427
DHHS Fed Direct
4220
428
Interest Grants
4280
429
USDE Fed Dir Fin Assist
4290
492
Misc Events-Internal
4920
499
Misc Events-External
4990
711
Workers Comp
7110
792
Facilities Planning
7920
793
HSS/MCO
7930
794
Research
7940
892
Internal Funds
8920
100
1/3
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FM Master Data: Fund Center
• Funds Centers represent areas of responsibility for budgetary
monitoring and control at SBBC.
• is equivalent to a location or department
• captures “where” the costs are incurred
• equivalent to a Cost Center in SAP’s Controlling module
• A Cost Center is a unit of responsibility for capturing actual
cost in Controlling (the CO module). There is a one-to-one
relationship; there will be one Cost Center which will match to
one Funds Center.
• During actual postings in SAP, the Fund Center will not be
entered. It will be derived from:
• Cost Center
• WBS Element (Capital Project)
• Internal Order (Department specific program)
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FM Master Data: Fund Center
• All locations are assigned a Business Area for security
control.
• 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.
• Some departments will have their own Business Area. Others
within the same division will share a Business Area.
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FM Master Data: Fund Center
Legacy:
Location = 1851 - Royal Palm E
Type
= 1
- School Type (Elementary)
ECC:
Funds Center/Cost Center =
Business Area (1-4) + Type (5) + Location (6-9) + 0
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.
1. Grants (or grant programs) become GM Grants (or PS WBS elements) in
SAP
2. Capital Projects become PS WBS elements in SAP
3. Location specific programs become CO Internal Orders in SAP
4. Revenues or expense types become FI GL accounts in SAP
** Only active, cross-functional MSA activities/programs/reserves were
retained as activities and mapped to functional areas (along with the valid
combination of function). Inactive or invalid activities were eliminated.
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Accounting String Comparison
Functional Area
Legacy:
Function = 5103 - 9–12 Basic
Activity = 00000 - Operating
ECC:
Functional Area = Function + Activity followed by 7 zeros
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.
Commitment Items will be 8 digits in length.
Commitment items are equivalent to Financial (FI)
General Ledger (GL) accounts and CO Cost Elements
(1:1 relationship with few exceptions such as inventory)
Example:
53990000 - OTHER PURCHASED SERVICES
55110000 - SUPPLIES
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Accounting String Comparison
Commitment Item
Legacy:
Class
Object
= 5 Expenditure
= 511 - Supplies
Commitment item = Class + Object
Commitment Item = 55110000
(8 digits)
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FM Master Data: Funded Program
Funded Program
Used to capture costs in FM and control budget
resources for:
1) Capital projects at the project or phase level (linked to
WBS element)
2) Grants (according to SBBC internal requirements) at the
grant or grant program level.
3) Internal Orders: For location specific activities requiring
separate tracking and budget control
Note: Budget will be allocated to a Funded Program
called NOT RELEVANT if not budgeting for any of
the above scenarios
Note: Most budget information will show NOT RELEVANT
in the Funded Program field
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Accounting String Comparison
Funded Program – e.g. Grant
Legacy:
Activity
= 27615
ECC:
Grant Funded Program =
Grant Type (1) + Location Managing Grant (2-5)+Grant Number (6-9)
Grant Funded Program = B97790001* Head Start
* Example of FM budget control at grant level
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MSA-ECC Crosswalk
MSA
ECC-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
0211& 78123
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FM Master Data List
Remember:
Locations are identified
by the 6th – 9th digit of the
Funds Center Number.
Deerfield Beach Elm - 0011
Bus. Area:
1320 = FNS
3101 = General School
Deerfield Beach Elementary - 0011

Virtually all FM Master Data records can be displayed in a report:
–
Funds Center / Commitment Item / Functional Area / Funded Program
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Review
1.
A new budget code that is 4 digits in length?
a.
Functional Area
b.
Commitment Item
c.
Funds Center
d.
Fund
2.
Function + Activity followed by 7 zeros = ?
a.
Functional Area
b.
Commitment Item
c.
Funds Center
d.
Fund
3.
Business Area (1-4) + Type (5) + Location (6-9) + 0 (10) = ?
a.
Functional Area
b.
Commitment Item
c.
Funds Center
d.
Fund
4.
Class + Object = ?
a.
b.
c.
d.
Functional Area
Commitment Item
Funds Center
Fund
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Questions?
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Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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Unit Three
FM Concepts and Changes
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Lesson Objectives
 Upon completion of this lesson, participants will be able to:
– Describe an FM Account Assignment
– Understand the different types and use of FM Addresses
– Understand the new process for “Fund 199” purchases
– Describe ECC’s Automatic Budget Posting use at SBBC
– Understand the budget version concept
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FM Concepts and Changes
Account Assignment and Addresses
 An FM Account assignment represents the combination of all of the
following:
– Fund
– Fund Center
– Functional Area
– Funded Program (if relevant)
– Commitment Item
– Grant (if relevant)
 There are three types of “addresses” in FM:
– Budget Address: where the budget is appropriated
– Posting Address: where expenditures are recorded
– Availability Control (AVC) Address: where budget control occurs
 An address is comprised of a unique FM account assignment
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FM Concepts and Changes
FM Addresses
Posting addresses (PA) and Budget Addresses (BA) can be mapped to
different account assignments for budget control.
For example (for a school):
Budget item
Posting Address
Budget Address
AVC Address
Fund
1000
1000
1000
Funds Center
3315118510
3315118510
3315118510
Functional Area
5652143040000000 5652143040000000 5000143040000000
Commitment Item
55110000
55000000 *
55000000
Funded Program
Not Relevant
Not Relevant
Not Relevant
Grant
Not Relevant
Not Relevant
Not Relevant
* For Departments: Budget Address and Posting Address levels use the 3-digit
Commitment Item 55110000
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FM Concepts and Changes – Automatic Budget
Postings: Revenue Increasing Budget (RIB)
SBBC will utilize Automatic Budget Postings (ABPs) for Revenue
Increasing Budget (RIB)


The RIB functionality will be used in situations where cash receipt posted
as revenues will automatically create supplemental expense budget to
predefined expenditure budget addresses (once cash receipt entry is
posted)
Two types of RIB:
1. Advance appropriations: Additional budget will be created
automatically and available once cash receipts exceed the amount of
the advanced appropriations
– Will be used for various fee based services such as Aftercare,
Commercial Foods and Fee Support.
2. Miscellaneous Revenues (no advances): Additional budget will be
created automatically and available once cash receipts are posted.
Amount of budget will equal the cash receipt.
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FM Concepts and Changes – Automatic
Budget Postings: PO Carry forward Budget
 SBBC will also utilize Automatic Budget Postings (ABPs) to
return unused budget for carry forward POs
 Prior year POs, along with the associated budget, will be
automatically carried forward to the next fiscal year (under a
separate budget type – YECB Residual Budget Carry forward)
(Year End Carry forward Budget)
 If the PO is subsequently closed or reduced in the new year,
the system will create an ABP to “return”, in part or in full, the
budget that was originally carried forward with the PO
 Equivalent to the current Use 5 POs in MSA
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Budget Versions

Budget Versions – Permits two or more sets of budget data for the same
object.

There is only one active version – Version “0”

Version “0” = original budget + supplements – returns +/- transfers – lapses

Budget versions can be used as a snap shot in time for a particular budget.
For example:
– ORG (Frozen) - Original Budget
– ADP (Frozen) - Board approved after 2nd Hearing
– OCT (Frozen) - FTE October Adjustments; schools only
– FEB (Frozen) - FTE February Adjustment; schools only

Information saved in a particular budget version can be retrieved for future
analyses, reporting and planning purposes

IMPORTANT – The Availability Control (AVC) will only control budget
resources in Version “0”. Locations will run reports with budget version “0”
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Review
1.
An FM Account assignment represents the combination of all of the following:
Fund / Fund Center / Functional Area / Funded Program (if relevant).
True/False
2.
What are the two types of Revenue Increasing Budget (RIB)
a.
Advance appropriations & Miscellaneous Revenues (no advances):
b.
Commitment Item & Funds Center
c.
Fund & Miscellaneous Revenues (no advances)
3.
Which one of the below answers is not a type of “addresses” in FM?
4.
a.
b.
c.
Posting Address: where expenditures are recorded
Budget Address: where the budget is appropriated
Availability Control (AVC) Address: where budget control occurs
d.
Functional Area / Commitment Item / Funds Center
SBBC will utilize Automatic Budget Postings (ABPs) to return unused budget for ______________.
a.
All Purchase Orders
b.
For Unavailable Funds
c.
To retract budget information]
d.
Carry forward POs
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Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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Unit Four
FM Budget Control
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Lesson Objectives
 Upon completion of this lesson, participants will be able to:
– Explain the key change for Budget Control (no overrides)
– Understand the various levels of budget control, including
changes and exceptions
– Explain the dual ledger concept
– Interpret ECC Budget error messages
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FM Budget Control: AVC Addresses
 Unlike MSA, there are NO budget overrides in ECC.

With a few exceptions (that will be covered in Unit 5), ECC will issue an error
message (hard stop) when there are insufficient funds to cover the
expenditure.
– Error message will detail the AVC control address which lacks the required
budget (e.g., FC, FA or CI)

Sufficient funds must be available in the specific budget prior to expenditures.

Availability Control (AVC) Address is where budget control occurs in FM. The
budget available for use is controlled by the Availability Control (AVC)
restraints configured in ECC.

Different levels of controls have been configured for the following:
– Departments/School Expenditures
– Grant Expenditures
– Capital Expenditures
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FM Budget Control: Schools & Departments
 Budget control for schools and departments (all funds except capital,
grant and Internal Accounts) will take place at the following combination
of FM master data elements:
 Fund – budget will be controlled at the individual fund level
 Funds Center – budget will be controlled at the individual fund center
– Exception: Food Services at Location 9725 (Food Nutrition Services)
 Commitment Item – budget will be controlled at high level commitment
item categories (current 1-digit MSA object codes), with the exception of
salaries and benefits, cost allocations
 Functional Area – budget will be controlled by function and activity
• 1-digit for 5000 functions (see notes page for further description)
• 2-digit for all other (i.e., 6100, 6200, 6300, etc.)
• Individual activities
 Funded Program – At the individual funded program (for Internal Order),
if applicable
 Grants – Not Relevant
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FM Budget Control: Other Decisions
Subject to Budget Control in ECC:
 District Level Activities will check budget at the district level fund
centers at the overall activity
Items with No Budget Control in ECC:
 HR postings for salaries and benefits
 Internal Accounts Fund
 Internal Billing (e.g. BECON/Printing Services)
These will not be budget checked for the first year; however will revisit in year two.
 COMPASS Interface Postings
 CO Allocations / Settlements
The system does not perform budget checks on the results of these transactions.
 All Others will impact budget and AVC will be enforced
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FM Budget Control: Messages
 Standard FM Budget Messages (non-Capital):
 Warning message at 90% of budget usage for the
particular account assignment being posted to
 Error (hard stop) at 100% of budget usage
 No messages will appear when exceeding budget
limits for:
 HR Salary and Benefit Postings
 CO Secondary overhead cost allocations
 Compass Interface Postings
 PBC Commitment Postings
 You may receive more than one message on your
screen.
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FM Budget Control: Ledgers
 ECC utilizes two budget ledgers for budget control:
– ECC Standard ledger “9H” – This is the primary ledger for
budget control
– Custom Ledger “B1” – This ledger includes the following
additional budget checks:
 Important—For fund 1000 (General), any negative budget balance
for overtime, supplements and other salary expenses (equivalent to
use 0) in total reduces the amount available for non-salary
spending. This is known as the “overall” budget check.
 Fixing the budget deficit via a budget transfer will eliminate error
messages.
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FM Budget Control: 9H Budget Error Message
Expenditure Posting:
GL Account: 55110000
Fund: 1040
Functional Area: 5101000000000000
Fund Center: 2600097580
Grant: Not Relevant
Amount: $15,000
Real time
budget
Control
9H = FM PB Availability Control
9H
Budget Control at this Level
Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item (roll-up)/Functional
Area (roll-up)/Funded Program
Note: A dash in any value indicates the FM object is not used for budget checking
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FM Budget Control: B1 Budget Error Message
Expenditure Posting:
GL Account: 55110000
Fund: 1000
Functional Area: 5101000000000000
Fund Center: 3100105610
Grant: Not Relevant
Amount: $1,000
Real time
budget
Control
B1 = BCPS Second AVC Ledger
B1
Budget Control at this Level
Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item (roll-up)/Functional
Area (roll-up)/Funded Program
Note: A dash in any value indicates the FM object is not used for budget checking
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Review
1.
Standard FM Budget Messages (non-Capital) budget are?\
a.
Warning message at 90% of budget usage for the particular account assignment
being posted to
b.
Error (hard stop) at 100% of budget usage FM Account assignment represents the
combination of all of the following?
c.
Both a & b
1.
No messages will appear when exceeding budget limits for:
a.
Advance appropriations & Miscellaneous Revenues (no advances):
b.
Commitment Item & Funds Center
c.
PBC Commitment Postings
3.
Funds Center – budget will be controlled at the individual fund center?
True/False
4.
Fund – budget will be controlled at the individual fund level?
True/False
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Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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Unit Five
FM Budget Amendments
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63
Lesson Objectives
Upon completion of this lesson, participants will be able to:
 Describe the budget transfer and return process
 Understand the key requirements for creating budget
transfers
 Perform transactions related to budget transfers for their
location
 Perform budget document reversals
 View a list of budget documents
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64
FM Budget Amendments: Budget level
 Budget funds will be entered at the lowest level of FM
account assignments (as applicable), i.e., the
individual fund/fund center/funded program/grant/
functional area level and at the current MSA 3-digit
object level for commitment items.
– Exception: School budgets will reside at the current
1 digit MSA object level
 Budget amendments will occur at the same levels.
Budget control and posting address may differ.
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FM Budget Amendments: Concepts
 Budget transfers are executed in ECC using the Budgeting
Workbench (BWB)
– Performing periodic budget transfers in ECC will enable
real-time update of budget changes
 To create a budget document using the BWB, you will need to
specify all of the following:
– Budget Process (e.g., transfer)
– Document Type
– Budget Type(s)
– Budget Version
– Fiscal Year/Period
– FM Account Assignments (Fund/Fund
Center/Functional Area/Funded Program/Commitment
Item/Grant)
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FM Budget Amendments: Budget Process

The “process” is used to distinguish between different
ways of affecting the budget

ECC budget processes include:
• Enter—Original budget created as part of normal
budget cycle
• Return—Returned budget not used / required
• Transfer—Between Sender FM Budget Address and
Receiver Supplement—New source of mid-year
budget

Note: Individual budgetkeepers from Schools and
Departments will only TRANSFER budgets to lower
level budget positions
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FM Budget Amendments: Budget Process
Schools and Departments will only be authorized to use BWB
for the Budget Transfer process.

Budget Transfers can be carried out across commitment
item categories (current 1 or 3 digit MSA object code) and
functions (part of Functional Area).

Budget transfers cannot be carried out across Funds, Fund
Centers and Activities (part of Functional Area).
– Also, as per SBBC department guidelines, no transfers
are permitted from/to salary commitment items.

Per current practice, budget transfers crossing funds, fund
centers, and/or activities (part of Functional Area) must be
submitted to the Budget Office for approval and processing.
– A standard Budget Transfer form will be developed.
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FM Budget Amendments: Document Types


Document types are used to classify FM budget entry documents
according to SBBC criteria
– Each document type is assigned a separate number range
– Useful for analysis and looking up specific budget postings
The following document types have been defined:
For End
users

•
•
•
•
•
•
OPSD – Operating - Schools and Departments (2XXXXXXXX)
OPBO - Operating – Budget Office (1XXXXXXXX)
GRNT - Grant Budget (3XXXXXXXX)
CAPL – Capital Budget (4XXXXXXXX)
PBCS – PBC Salary Savings (5XXXXXXXX)
YECB – Year End PO CFWD Budget (6XXXXXXXX)
Schools and Departments will be limited to document type
“OPSD” – Operating: Schools and Departments for budget
transfers
– All OPSD budget transfers will begin with the number “2”
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FM Budget Amendments: Budget Types

Budget Types were designed as a sub-division of the
Budget Processes
– Assigned to Budget Processes
– Only valid combinations of process and budget
types will be accepted by the system

For school and department budget transfers,
budget type “AMND” (amendment) together with
process “Transfer” will be valid for use

For transfers, a Sender and Receiver budget type
must be entered (both “AMND”)
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FM Budget Amendments: Budget Versions
and Fiscal/Year Period

For all budget transactions carried out in the FM
Budgeting Workbench, the budget version will
always be version “0” (active or current version).

Fiscal Year/Period: You will need to enter the current
SBBC fiscal year and period for all budget
amendments such as budget transfers.
• July = period 001, August = 002,…June = 012.
• The system has been configured to not accept
“ALL” as a period value (ALL distributes the
budget amounts evenly in all periods). Only
the current period will be open for budget
postings.
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FM Budget Amendments: Summary
For School and Department budget transfers, only the
following Budgeting Workbench data will be used:






Process:
Transfer
Budget Category:
Payment (default)
Document Type:
OPSD
Budget Type:
AMND
Version:
0
Date/Fiscal Year/Period: (Current)
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Budgeting Workbench: Budget Transfer
Process
Transfer
Grayed out
fields autopopulate
Doc.
Type
OPSD
Version 0
Budget Type
AMND
Sender
(From)
Period
Receiver
(To)
Sender: Funds transferred from:
Fund - 1000
Funds Center - 3315118510
Functional Area - 5652000000000000
Commitment item - 55000000
Budget Processes—Departments 202D / Schools 201S
Receiver: Funds transferred to:
Fund - 1000
Funds Center - 3315118510
Functional Area - 525000000000000
Commitment item - 55000000
73
Budgeting Workbench Entry Document
Message indicating
that the posting was
successful and a entry
document created.
Note: After resources are successfully posted, a document will be created and a
message displayed at the bottom of the screen indicating that the posting was
successful and a entry document created.
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Demonstration and Exercise
Scenario: Create a Budget Transfer to different
Account assignment
T-code: FMBB
- See Work Instruction and
Exercise Data Sheet
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75
Create Budget Transfer Document
If the Enter FM Area pop-up box Appears.
1
2
1. Enter “SBBC” in the FM Area box.
Click .
If the Enter Layout pop-up box Appears.
2. Enter “ZB0001” in the Layout Variant field.
Select Default Layout
Click
.
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Create Budget Transfer Document
If this is the first time entering the
Budgeting Workbench transaction it is
recommended to switch the transactions
layout format to view the “Residual
Budget” and “Total Budget” columns.
To change the layout format click
and follow menu path Menu > Extras >
Key Figures.
3. Select - ZZ_RESIDU_CONS
Select - ZZ_TOTAL_BDGT
4. Click
3
4
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77
.
Create Budget Transfer Document
If this is the first time entering the
Budgeting Workbench transaction
From the Budgeting Workbench main
screen click
.
5
Follow menu path Menu > Extras > Key
Figures on/off.
The Key Figures on/off pop-up box
appears.
6
5. Select ON for selections:
Create Document
Display Document
Change Document
7
6. Select the Simulation check box
7. Click
Budget Processes—Departments 202D / Schools 201S
78
.
Create Budget Transfer Document
19
8
9
11
10
15
12
14
13
18
16
17
If the Lines table (lower portion of the screen) is not visible point the mouse arrow at
the lower portion of the screen and while holding the left mouse button down drag the
Lines table into view. Individuals using a MAC computer can display the Lines table by
pointing to the lower portion of the screen and dragging the table into view.
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Create Budget Transfer Document (Dept.)
23
21
a
b
c
d
e
22
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80
f
g
Create Budget Transfer Document (Schools)
23
21
a
b
c
d
e
22
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81
f
g
Create Budget Transfer Document
25
24
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82
Create Budget Transfer Document
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83
Demonstration and Exercise
Scenario: Hold Budget Transfer Document
T-code: FMBB
- See Work Instruction and
Exercise Data Sheet
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84
Create Budget Transfer Document
If the Enter FM Area pop-up box Appears.
1
2
1. Enter “SBBC” in the FM Area box.
Click .
If the Enter Layout pop-up box Appears.
2. Enter “ZB0001” in the Layout Variant field.
Select Default Layout
Click
.
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85
Create Budget Transfer Document
If this is the first time entering the
Budgeting Workbench transaction it is
recommended to switch the transactions
layout format to view the “Residual
Budget” and “Total Budget” columns.
To change the layout format click
and follow menu path Menu > Extras >
Key Figures.
3. Select - ZZ_RESIDU_CONS
Select - ZZ_TOTAL_BDGT
4. Click
3
4
Budget Processes—Departments 202D / Schools 201S
86
.
Create Budget Transfer Document (Hold)
If this is the first time entering the
Budgeting Workbench transaction
From the Budgeting Workbench main
screen click
.
5
Follow menu path Menu > Extras > Key
Figures on/off.
The Key Figures on/off pop-up box
appears.
6
5. Select ON for selections:
Create Document
Display Document
Change Document
7
6. Select the Simulation check box
7. Click
Budget Processes—Departments 202D / Schools 201S
87
.
Hold Budget Transfer Document
19
8
9
11
10
15
12
14
13
18
16
17
If the Lines table (lower portion of the screen) is not visible point the mouse arrow at
the lower portion of the screen and while holding the left mouse button down drag the
Lines table into view. Individuals using a MAC computer can display the Lines table by
pointing to the lower portion of the screen and dragging the table into view.
Budget Processes—Departments 202D / Schools 201S
88
Create Budget Transfer Document (Hold) (Dept.)
23
21
a
b
c
d
e
22
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89
f
g
Create Budget Transfer Document (Hold) (Schools)
23
21
a
b
c
d
e
22
Budget Processes—Departments 202D / Schools 201S
90
f
g
Hold Budget Transfer Document
24
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91
Hold Budget Transfer Document
25
26
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92
Create Budget Transfer Document (Hold)
27
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93
Hold Budget Transfer Document
28
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94
Hold Budget Transfer Document
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95
Demonstration and Exercise
Scenario: View budget document
T-code: FMEDD
- See Work Instruction and
Exercise Data Sheet
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96
View Budget Document
If the Enter FM Area pop-up box Appears:
1
1. Enter “SBBC” in the FM Area box.
2. Click .
2
4
3
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5
97
View Budget Document
9
8
7
6
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98
View Budget Document
11
10
Budget Processes—Departments 202D / Schools 201S
99
View Budget Document
13
Budget Processes—Departments 202D / Schools 201S
100
View Budget Document
14
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101
View Budget Document
15
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102
View Budget Document
16
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103
Demonstration and Exercise
Scenario: View budget document
T-code: FMEDDW
- See Work Instruction and
Exercise Data Sheet
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104
View Budget Document
1
1. Enter FMEDDW in the Quick Enter field.
2. Click the Enter key on your keyboard.
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View Budget Document
7
3
4
5
6
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106
View Budget Document
8
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107
View Budget Document
9
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108
FM Budget Amendments:
Budget Reversal Documents
 On occasion, a budget transfer may contain coding
errors and have to be reversed.
 Reversing budget documents creates the opposite
posting entry.
 When budget postings are reversed, the following
occurs:
– The original document status changes from
“Posted” to “Posted - Reversed” and references the
reversal document
– The reversal document status is set to “Posted Reversal” and the original document is referenced
 Schools and Departments will only be authorized to
reverse their own budget documents.
Budget Processes—Departments 202D / Schools 201S
109
Reverse Entry Document
Entry document – 200000096
has been reversed and new
reversal document 2000000172
has been created.

FM budget entry documents can be reversed. Reversing a FM budget entry
document will simply undo the action undertaken while posting the original
document.

Example: Reversing the entry document will reverse (undo) the original transfer
and place the funds back into the budget address from which they came.
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110
Demonstration and Exercise
Scenario: Reverse budget document
T-code: FMDOCREV
- See Work Instruction and
Exercise Data Sheet
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111
Reverse Transfer Document
1
2
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112
Reverse Transfer Document
4
3
Budget Processes—Departments 202D / Schools 201S
113
Reverse Transfer Document
5
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114
Reverse Transfer Document
9
6
7
8
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115
Reverse Transfer Document
11
10
Budget Processes—Departments 202D / Schools 201S
116
Reverse Transfer Document
13
12
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117
Reverse Transfer Document
14
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118
FM Budget Amendments: Budget Reversal
Documents
Original Reversed Document
The status of the
original document
has changed from
Posted to
Posted (Reversal)
Reversal
document
number
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119
FM Budget Amendments: Budget Reversal
Documents
Reversed Document
Status = Posted (Reversal)
Original Budget document number
Budget Processes—Departments 202D / Schools 201S
120
FM Budget Amendments: Entry Document List


FM budget entry documents can be displayed in a list.
An FM document will be created for all FM budget entry
types, e.g., transfer, return, supplement, enter, and can be
displayed.
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121
Review
1.
For all budget transactions carried out in the FM Budgeting Workbench, the budget
version will always be version “_____ ” ?
a.
0
b.
ORG
c.
2
d.
None of the above answers are correct
1.
After successfully transferring funds, ECC will display a __________________ indicating
that the transfer took place and was successful.
a.
Warning signal
b.
Caution light
c.
Message
3.
What is the following document type, OPSD?
a.
Operating – Budget Office
b.
Operating – Cafeteria
c.
Operating - Schools and Departments
3.
What transaction is used to transfer budget resources?
a.
Budgeting Work Bench
b.
Budget Document List
c.
Neither a or b are correct
d.
Both a and b are correct
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122
Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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123
Unit Six
FM Budget Reservations
Unit Objectives
At the end of this unit, participants will be able to:
 Describe system integration for encumbrances
 Understand the purpose of Funds Reservations
 Create and Modify Funds Reservations
 Run a report on existing Funds Reservations
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125
Encumbrance Recording & Tracking
Budget Encumbrances – Integration with Materials Management (MM):
 FM integration with Purchasing – Budget control (FM AVC) will be
enforced and checked for all stages:
– Purchase requisitions (PR)
– Purchase orders (PO)
– Goods receipts (GR)
– Invoice receipts (IR)
 Budget consumption will be tracked and reported on by stage of the
purchasing process.
 AVC checking will be triggered when amount requested is greater
than the available balances; if amount requested is less, funds are
released for the difference.
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126
To Be: Budget Encumbrances
Integration with Materials Management
PURCHASE REQ.

Budget PR Pre-Encumbrance Increase

Budget PR Pre-Encumbrance Decrease;
PO Budget Encumbrance Increase

Budget PO Encumbrance Decrease;
Actual Increase
(Expenditure) Approved
PURCHASE ORDER
GOODS RECEIPT


INVOICE RECEIPT
Budget Processes—Departments 202D / Schools 201S

127
Budget PO Encumbrance Decrease;
Actual Increase
(Expenditure) Sent/Spent
Manual Funds Reservation
 The funds reservation (earmarked funds) process is used
to encumber funds outside the standard purchasing
process.
 Provides for funds to be encumbered based on
anticipated expenses before a requisition, purchase
order, non-PO invoice or financial expense posting
 Schools and Departments will be limited to creating
Funds Reservations ( not required - optional)
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128
FM Funds Reservation
 Schools and Departments can “reserve” funds in advance
of actual encumbrances or expenditures as needed.
Example:
– Ensure have enough budget for a future upcoming
commitment
– Prevent overspending in early part of year for
seasonal spending patterns
– Prevent overspending on non-salary expenditures
due to salary overruns
 FM commitments documents reduce the amount that
is available for spending; these documents create
encumbrances without involving purchasing
documents
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129
FM Funds Reservation
 Funds Reservations can be referenced (by reservation
document number and line item) in:
– Purchase requisitions or purchases orders
– AP Invoices
– FI Postings
– Reduced or closed manually
 Referencing reservations reduces the funds set-aside in
whole or in part. The consumption history of the funds
reservations is updated.
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130
Demonstration and Exercise
Scenario: Create Funds Reservation
T-code: FMX1
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131
Create Funds Reservation
1
2
3
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132
Create Funds Reservation
5
b
a
6
Budget Processes—Departments 202D / Schools 201S
133
c
Create Funds Reservation
8
7
Budget Processes—Departments 202D / Schools 201S
a
b
134
Create Funds Reservation
Budget Processes—Departments 202D / Schools 201S
135
Change Funds Reservation
 Funds Reservations are flexible
 A Funds Reservation can:
– Be manually increased, reduced, or marked as completed
(closed)
– Be updated to change the account assignment
 Increases to the fund reservations amount reduces balance available
for spending
 Reductions or closing a funds reservation at the line item or
document level returns funds and increases funds available for
spending
 Changing the account assignment returns budget to the original
account assignment and encumbers the funds against the new
assignment
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136
Demonstration and Exercise
Scenario: Change Funds Reservation
T-code: FMX2
Budget Processes—Departments 202D / Schools 201S
137
Change Funds Reservation
1
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138
Change Funds Reservation
4
3
Budget Processes—Departments 202D / Schools 201S
139
Change Funds Reservation
Budget Processes—Departments 202D / Schools 201S
140
Demonstration and Exercise
Scenario: Display Funds Reservation
T-code: FMX3
See Work Instruction and
Exercise Data Sheet
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141
Display Funds Reservation
1
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142
Display Funds Reservation
3
Budget Processes—Departments 202D / Schools 201S
143
Demonstration and Exercise
Scenario: Display Funds Reservation; Run the
Earmarked Funds Document Report
T-code: S_P99_41000147
- See Work Instruction and
Exercise Data Sheet
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144
Run the Earmarked Funds Document Report
5
1
2
3
4
Budget Processes—Departments 202D / Schools 201S
145
Run the Earmarked Funds Document Report
6
Budget Processes—Departments 202D / Schools 201S
146
Run the Earmarked Funds Document Report
7
Budget Processes—Departments 202D / Schools 201S
147
Run the Earmarked Funds Document Report
8
Budget Processes—Departments 202D / Schools 201S
148
Run the Earmarked Funds Document Report
9
Budget Processes—Departments 202D / Schools 201S
149
Run the Earmarked Funds Document Report
10
Budget Processes—Departments 202D / Schools 201S
150
Run the Earmarked Funds Document Report
11
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151
Review
1.
The funds reservation (earmarked funds) process is used to _______________________.
a.
Encumber funds outside the standard purchasing process
b.
ORG
c.
2
d.
None of the above answers are correct
1.
Schools and Departments can “reserve” funds in advance of actual encumbrances or
expenditures to?
a.
Ensure have enough budget for a future upcoming commitment
b.
Prevent overspending in early part of year for seasonal spending patterns
c.
Prevent overspending on non-salary expenditures due to salary overruns
d.
All the above are correct
2.
What does AVC mean?
a.
Advance Vacation
b.
Availability Control
c.
Neither a or b are correct
d.
Both a and b are correct
Budget Processes—Departments 202D / Schools 201S
152
Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
Budget Processes—Departments 202D / Schools 201S
153
Unit Seven
FM Master Data Groups
and Reports
Objectives
At the end of this lesson participants will be able to:
 Create FM Master Data groups
 Understand the different roles that BI and ECC play
in reporting
 Display and Analyze FM reports
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155
ECC / BI
Data from the various areas in the ECC client up-load nightly into the
BI client. This information is organized into prearranged tables and reports.
BI
SAP
ECC
FI
GM
PS
FM
CO
Budget Processes—Departments 202D / Schools 201S
156
HR
FM Master Data Groups
• FM master data can be organized into groups with one
or more levels.
• Groups are useful in reporting. By selecting the group
name instead of listing each master data record
individually, you can pull up budget data for specific
areas.
• Groups can be created for:
• Funds
• Fund Centers
• Commitment Items
• Funded Programs
• Functional Areas
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157
FM Master Data Groups
• Only those master records assigned to the group or
node will be displayed
• All users will have authorization to create and maintain
master data groups to meet their specific needs
– Groups can be user-specific, so those groupings
are available only to the user who created them
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158
FM Master Data Groups
Enter group
names here
instead of
individual values
Budget Processes—Departments 202D / Schools 201S
159
FM Master Data Group Example
group name
Nodes
Functional
Areas
included
in group
Master data records are organized into groups for reporting and analysis.
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Demonstration
Scenario: Create Functional Area Group
T-code: FM_SETS_FUNCTION1
- See Work Instruction and
Exercise Data Sheet
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Demonstration
Scenario: Change the Functional Area Group
T-code: FM_SETS_FUNCTION2
- See Work Instruction and
Exercise Data Sheet
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Demonstration
Scenario: Display Functional Area Group
T-code: FM_SETS_FUNCTION3
- See Work Instruction and
Exercise Data Sheet
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Budget Reporting
ECC budget reports allow for the analyses of budget
resources such as
–Actual vs. Planned budget variance
–Available Budget (AVC reports)
–FM Line Item Report
–Budget Entries
–Revenue Increase Budget Overview
–Master Data Listings
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Budget Reporting
The vast number of budget reports will be generated from
Business Intelligence (BI). This will reduce the strain on
the ECC operating system.
–BI reports will be updated on a nightly basis from ECC
(near real-time)
Reports should only be run in ECC when real-time
reporting is critical (i.e. Budget AVC reports).
Budgetkeepers will be trained in the creation and use of BI
reports in future classes.
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Budget Reporting
Some reports that can be run in ECC are:
–FM Document Journal Report – Displays documents
that have been posted in the Funds Management (FM)
area
–Available Budget Report – Displays funds which are
available or, restricted.
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Demonstration
Scenario: Available Budget Report (AVC Report)
T-code: FMAVCR01
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Available Budget Report (AVC Report)
1
2
6
3
4
5
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Available Budget Report (AVC Report)
7
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Available Budget Report (AVC Report)
9
8
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Available Budget Report (AVC Report)
10
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Available Budget Report (AVC Report)
11
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Available Budget Report (AVC Report)
12
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Review
1.
Reports should only be run in ECC when ___________ reporting is critical (i.e.
Budget AVC reports).
a. Near real time
b. Real time
c. A report on the original budget is needed
d. None of the above answers are correct
1.
Organizing master data records into groups enhance what?
a. Reporting
b. Record retrieval
c. Record control
d. Both a and b are correct
2.
The vast number of budget reports will be generated from Business Intelligence
(BI).
True/False
3.
BI reports will be updated on a nightly basis from ECC (almost real-time).
True/False
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Course Summary
 After the budget is prepared in Integrated Planning it will
be downloaded in ECC (Commitment Item level)
 Department – 4th digit of the Commitment Item
 Schools 2nd digit of the Commitment Item
 AVC to Commitment Item level control
 Budgetkeepers can:
– Transfer funds to allow for spending.
– Encumber funds for anticipated future use.
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Course Summary
 All transfers will have a sender (+) and receiver (-) budget.
 Funds can be transferred from one budget area to another (e.g.,
between Commitment Items).
 Funds can be transferred from one budget type to another.
 No matter what type of budget transfer is processed the sender fund
must have the necessary funds to cover the debt.
 Site budgets may have adjustments:
– Supplements
– Returns
– Transfers
– Etc.
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Course Summary
 To prevent system performance slow down reports should be run
from BI and not ECC.
 Some ECC reports are:
– Available Budget Report (AVC Report)
– FM Document Journal Report
 Master Data groups can be set up for reporting
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Budget Go-Live December 2007
Payroll Go-Live February 2008
In the Interim
 The reports you are getting now will still be available for use until
February 2008.
 Payroll results will be reported using the following:
– the existing LBR231-1 and LBR231-2 reports
– the existing Supplement report
– The Onetime Pay report.
 Payroll and non-payroll results will need to be manually combined to
provide a complete picture of a school or department’s budget
position.
 This will only need to be done for two months, once Payroll goes live
in February, 2008 then all reporting will be done from the new ECC
system.
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Agenda
Unit
Unit one: BI-IP & ECC Functions and Integration
Unit two: Funds Management (FM) Master Data
Unit three: FM Concepts and Significant Budget Changes
Unit four: FM Budget Control
Unit five: FM Budget Amendments
Unit six: FM Budget Reservations
Unit seven: FM Master Data Groups and Reports
Questions
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Questions?
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Follow-Up & Support Options
 ESS Appraisal
Follow-Up
 Blackboard
User Support Options

HELP DESK 754-321-8120

BRITE Website:
web/erp -orhttp://www.broward.k12.fl.us/erp/
Budget Processes—Departments 202D / Schools 201S

e-Learning

Context Sensitive Help

CAB Conference

BRITE LITES (By Role)
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