Welcome

1. Welcome KK 215 Processing and Maintaining Budgets

2. Ground Rules Silence cell phones, PDAs, refrain from checking email Ask Questions Refrain from side conversations Take breaks as needed Obey building safety rules and regulations

3. Learning Objectives After completing this course you should be able to: • Describe budgeting in Commitment Control (KK). • Enter budget journals. • Use budget journal entry tools to increase speed and accuracy. • Enter budget transfer journals, including interchanges, quick certificates, and suballocations. • Inquire and report upon budget activity. • Explain the scope of SFS KK training. • Locate additional training materials, job aids, and other useful information.

4. Training Methodology • Training Steps: • Tell Me – Facts, Concepts, Terms, Definitions. • Show Me – Relevant Demonstrations of Process Steps. • Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment. • Help Me – Facilitator Support. • Training Materials: • Course Presentation. • UPK Simulations. • Training Exercises and Data Sheets. • User Guide and Job Aids.

5. Agenda • Lesson One: Key KK Terms & Concepts • Lesson Two: Processing Budget Journals • Lesson Three: Using Budget Entry Tools • Lesson Four: Processing Budget Transfer Journals • Lesson Five: Inquiring and Reporting Upon Budgets • Lesson Six: Additional Reporting Job Aids • SFS KK Learning Path

6. SFS KK Terms & Concepts In this lesson, you should learn: • Key SFS KK terms and concepts. • Key SFS KK process changes. • Key SFS KK ChartField values. • Key KK processes. • State budget definitions. • Roles by budget ledger.

7. Business Benefits - Budgeting and Commitment Control (KK)

8. SFS KK Terms & Concepts Key Terms and Concepts (1 of 2)

9. SFS KK Terms & Concepts Key Terms and Concepts (2 of 2)

10. SFS KK Terms & Concepts Process Changes (1 of 3)

11. SFS KK Terms & Concepts Process Changes (2 of 3)

12. SFS KK Terms & Concepts Process Changes (3 of 3)

13. SFS KK Terms & Concepts • At the transactional level, the SFS Chart of Accounts is comprised of two elements: • General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data. • Chartfields – Codes used to categorize financial and budget transactions. • Statewide chartfield segments include Department, Program, Fund, Account (CAS Object code). • Agency-specific chartfields include Operating Unit and Product. • The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course. • More details about the SFS Chart of Accounts may be obtained at: • http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

14. SFS KK Terms & Concepts Key Processes of SFS KK

15. SFS KK Terms & Concepts Differing KK Definitions by Audience

16. SFS KK Terms & Concepts Roles by Budget Ledger * Agencies, DOB, and OSC have the Inquiry / Reporting role for Appropriation / Segregation Ledger

17. Learning Exercise • Navigation Refresher Exercise • Follow the step by step instructions to navigate throughout sections of SFS KK pages. 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity.

18. Processing Budget Journals In this lesson, you should learn: • How to enter budget journals • How to submit budget journals for approval

19. Processing Budget Journals • A Budget Journal is an entry made in SFS to record budget-related financial transactions. • Budget Journals are used to establish or change the budgeted amount for controlled or tracked budgets. • Budget Journals post to budget ledgers – whether as an expenditure budget definition or as a revenue budget definition.

20. Processing Budget Journals • Entering budget journals • Submitting budget journals for workflow • Approving budget journals Transactions

21. Learning Exercise • Entering Budget Journals • You have been asked to enter a budget journal to segregate appropriation authority. • You will create a new budget journal in SFS, save the budget journal, and write down the Journal ID # for a later exercise. 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

22. Today – Where in Approval is My Transaction? I signed off on that last week. I think it crossed my desk yesterday. Supervisor Budget Office I’m not sure I received it yet. I asked someone else to look at it. Fiscal Office Department

23. Understanding the Budget Approval page Comments can be added to approval page at time of review Agency Originator Agency Approvals (3) DOB Approvals (3) OSC Approvals (2) Upload an attachment at the time of review and approval • When required approvals are complete, the budget journal automatically appears on the worklist of the next approval level, if applicable.

24. Approvals Required at the Highest Level • When users have more than one role in the approval process, the transaction skips lower level approval roles and is approved at highest level.

25. Learning Exercise • Submitting Budget Journals for Workflow • Locate the budget journal you just created in SFS using your Journal ID#. • After reviewing your journal to make sure the information is complete and accurate, submit your budget journal for workflow. 10 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

26. Using Budget Entry Tools In this lesson you should learn: • How to copy budget journals • How to approve budget and transfer journals

27. Using Budget Entry Tools • Copying budget journals • Approving budget and transfer journals Transactions

28. Learning Exercise • Create a Budget Journal • You have been asked to create a budget journal segregating appropriation authority. 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

29. Processing Budget Transfer Journals In this lesson, you should learn: • How to enter Intra-Agency budget transfers • How to enter Inter-Agency budget transfers

30. Processing Budget Transfer Journals • A Budget Transfer Journal is a special type of budget entry which can occur within agencies or between agencies. There are different types of budget transfers within SFS: • Intra-Agency Budget Transfers • An intra-agency budget transfer is within an agency and will be entered through the Budget Transfer process in SFS. • Inter-Agency Budget Transfers • An inter-agency budget transfer is between agencies and will be entered through the Interunit Budget Transfer process in SFS.

31. Processing Budget Transfer Journals • Entering Intra-Agency budget transfers • Entering Inter-Agency budget transfers Transactions

32. Learning Exercise • Entering an Intra-Agency Budget Transfer Journal • You have been asked to create an intra-agency budget transfer journal. 30 min

33. Inquiring and Reporting Upon Budgets In this lesson you should learn: • How to inquire upon budget journal errors • How to review budget overview • How to review budget details

34. Inquiring and Reporting Upon Budgets • In SFS many transaction types (such as vouchers, purchase orders, and journals) cannot be posted until they pass budget checking. • The budget check verifies that accounting transactions pass budgetary control before they are sent for approval. • When a transaction passes the budget check, it is marked ‘Valid’ and processing can continue. However, if the budget check finds an exception or an error, the transaction fails the budget check and further processing is suspended until the error is corrected.

35. Inquiring Upon Budgets • Inquiring upon budget journal errors • Reviewing budget overview • Reviewing budget details Transactions

36. Additional Reporting Job Aids In this lesson you should learn: • How to run the budget status report • How to review the activity log

37. Additional Reporting Job Aids • The budget status report displays all of the Commitment Control ledger amounts (budgeted, pre-encumbrance, expense, collected, and recognized) and the available balance for the budgets that are selected. This report subtotals all accounts that are specified within the specified budget reference subtotal. • The activity log is used to create a one-time, or reusable, inquiry to view transaction lines and affected budgets for budget-checking transactions of a single source transaction type

38. Additional Reporting Job Aids • Running the budget status report • Reviewing the activity log Transactions

39. SFS KK Learning Path and Resources In this lesson, you should learn: • The SFS KK training structure. • Where to find training materials and resources.

40. SFS KK Learning Path and Resources SFS KK Training Structure

41. SFS KK Learning Path and Resources • Training Materials Location and Class Preparation

42. Summary Having completed this course, you should now be able to: • Describe budgeting in Commitment Control (KK). • Process budget journals. • Use budget journal entry tools. • Process budget transfer journals, including suballocations, interchanges, and quick certificates. • Inquire and report upon budget activity. • Explain the scope of SFS KK training. • Locate additional training materials, job aids, and other useful information.

43. Conclusion Thank you for your participation!