Welcome to GL331: Processing Budget Journal

1. Welcome to GL331:Processing Budget Journal

2. Welcome • First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks

3. Welcome • Icebreaker Get to know your fellow Trainers and Drivers!

4. Training Materials Overview

5. Training Materials Overview • Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!

6. Training Materials Overview • Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson

7. Training Materials Overview • Business Process Flows • Used to present the flow of either business processes or information within SMART

8. Training Materials Overview • Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you

9. Training Materials Overview • Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own

10. Training Materials Overview • User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

11. Training Materials Overview • Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material

12. Training Materials Overview • Course Evaluations • Are conducted using the SurveyMonkey tool • Please complete a course evaluations for each new course that you attend • Trainers also complete a course evaluation at the end of each class

13. Training Materials Overview • Questions

14. Course Objectives Upon completion of this course, you will be able to: • Define basic budget journal terms • Choose a budget journal type • Enter a Budget Journal Online • Demonstrate the steps to successfully import a spreadsheet budget journal • Create and review Budget Overview inquiries • Describe the types of errors that might occur during the budget journal post process, including security errors, ChartField errors, and translation errors

15. Lesson 1

16. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Lesson Objectives After completing this lesson, you will be able to: • Define basic budget journal terms • Explain the end-to-end budget journal process • Describe roles involved in the budget journal process and the activities performed by each role • Explain the State of Kansas Budget Ledgers • Explain the difference between a budget ledger and an ACTUALS ledger

17. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Budget Journal Key Terms • Commitment Control – SMART term for budgetary accounting. Enables the tracking or controlling of expenses against budgets and revenues against estimates • Budget Ledger – Defines the type of budget (e.g. expenditure or revenue) and the type of transaction (e.g. budget, encumbrance, expense, collected revenue, etc.) that will be recorded on the ledger • Budget Journal – The transaction used to establish and update budget amounts in the system. Budget journals can be marked as original budget or adjustment budget • Budget Header – The Budget Header page is used to enter budget header information, such as the business unit, journal ID, journal date, Commitment Control ledger group, budget entry type , and currency

18. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Budget Journal Key Terms • Budget Lines – Budget lines are used to enter the transaction lines making up the journal, which include the monetary amounts and the ChartField values for each transaction. Once you enter the header and lines, you can request journal processing on this page • Budget Transfer – A type of budget journal used to transfer budget from one line item to another. A budget transfer is required to balance and has different budget entry type options, namely, Transfer Original and Transfer Adjustment • Expense budget – a structure of budget (such as Appropriation) that records Budget, Expense, and Encumbrance • Revenue budget – a structure of budget that records estimated, recognized and collected revenue

19. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Budget Journal Key Concepts • Commitment Control in SMART is used to strictly control transactions against budgeted amounts • Error exceptions are logged when transactions exceed the budgeted amount • In SMART, transaction amounts are tracked against a budget, but do not issue error exceptions unless there is no corresponding budget row.

20. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Budget Journal Roles

21. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • End-to-End Budget Journal Process

22. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • End-to-End Budget Journal Process (cont’d.)

23. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • End-to-End Budget Journal Process (cont’d.)

24. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • State of Kansas Ledgers • Kansas has a centrally maintained Appropriation Budget Ledger (CC_APPROP). • Operating Budget Ledgers (CC_OPERATE) can be set up so agencies can control their budget information. • Budget Journal security determines who can enter a budget and who can post a budget. • The Detail Budget Ledger Group (CC_DETAIL) does not have a budget ledger, so agencies cannot enter/post a budget journal impacting the Detail Budget Ledger group. 

25. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • State of Kansas Ledgers • No formal systematic workflow process exists for approving and posting budget journals. The budget approver posts journals as his/her approval. • The process of building the budget, and the legislative process does not take place in SMART • Reports on budget vs. ACTUALS out of SMART are available for the appropriation ledger as well as operating budgets

26. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Types of Budget Ledgers • The following are the different types of State of Kansas budget ledgers and how/why they are used: • Appropriation Budget • Operating Budget • Project Budget • Project budget structures include three options: • Dept. ID, PC Business Unit & Project/Activity • Dept. ID, PC Business Unit, Project/Activity, and Service Location • Dept. ID, PC Business Unit, Project/Activity, and Fund • Cash Control Budget • Revenue Estimate Budget

27. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • State of Kansas Ledgers • If an Agency submits their FY2010 budget in IBARS, the Division of Budget approves and maintains it in SMART. • Impact on Appropriation Budget • Impact on Operating Budget • Impact on Cash Control Budget • Impact on ACTUALS Ledger Agency XX IBARS

28. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • ACTUALS Ledger vs. Budget Ledgers • The ACTUALS Ledger is a separate ledger from Cash Budget and Appropriation Budget • The ACTUALS Ledger stores consolidated financial transactions for actual expenses, revenues and cash balances (non-budgetary transactions)

29. Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles • Lesson Review • In this lesson you learned: • Define basic budget journal terms including, budget header, budget lines, and budget transfer • Explain the end-to-end budget journal process • Describe roles involved in the budget journal process and the activities performed by each role, including Central versus Agency responsibilities • Explain the State of Kansas Budget Ledgers • Explain the difference between a budget ledger and an ACTUALS ledger

30. Questions

31. Lesson 2

32. Lesson 2: Creating a Budget Journal Entry in SMART • Lesson Objectives After completing this lesson, you will be able to: • Understand a budget journal type • Describe a situation in which the use of a budget transfer is appropriate • Describe a situation in which the use of budget adjustment is appropriate • Enter a budget transfer • Enter a budget adjustment • Copy a budget journal • Modify a budget journal that has not been posted

33. Lesson 2: Creating a Budget Journal Entry in SMART • Understanding Budget Journal Types • You can manually enter budget journals to establish or change the budgeted amount for a control budget—whether it is an expenditure budget definition or a revenue budget definition. • To report on budget journal entry activity, each budget journal header row and each budget ledger row carries one of the following budget entry types: • Original • Adjustment • Transfer Original • Transfer Adjustment • Closing • Roll Forward

34. Lesson 2: Creating a Budget Journal Entry in SMART • Budget Entry Types

35. Lesson 2: Creating a Budget Journal Entry in SMART • Creating a New Budget Journal Entry • The budget journal entry pages are used to enter new budgets, make adjustments to a budget, perform budget transfers, or adjust budget transfers. • When creating budget journals, complete the following steps: • Enter budget journal header data • Enter Budget journal line data • Edit and post the budget journals to the budget ledger • Correct budget errors

36. Lesson 2: Creating a Budget Journal Entry in SMART • Budget Adjustments • Budget adjustments refer to increases or reductions in one budget. • Note: Use Transfer original when you are transferring original budget (from the beginning of a fiscal year), and transfer adjustment when transferring adjustments to that budget (after the beginning of fiscal year). However, they will all be reported as transfers. • Budget adjustments are budget journals that use the “Adjustment” entry type.

37. Begin Activities We will now complete a walkthrough using a UPK: Entering and Adjusting Budget Journals

38. Begin Activities We will now complete Activity 1 – 2: Entering Budget Journals and Adjusting Budget Journals in your Activity Guide

39. Lesson 2: Creating a Budget Journal Entry in SMART • Copying a Budget Journal • There are two ways to copy a budget journal: The Budget Journal Copy page and directly from the Budget Lines page. • The best practice for the State of Kansas is to copy a budget from the Budget Lines page

40. Begin Activities We will now complete a walkthrough using a UPK: Copying a Budget Journal

41. Begin Activities We will now complete Activity 3: Copying Budget Journals in your Activity Guide

42. Begin Activities We will now complete a walkthrough using a UPK: Entering Budget Transfer Journals

43. Begin Activities We will now complete Activity 4: Entering Budget Transfer Journals in your Activity Guide

44. Lesson 2: Creating a Budget Journal Entry in SMART • Lesson Review • In this lesson you learned: • Describe a budget journal type • Create a new budget journal online • Modify a budget journal that has not been posted • Copy a budget journal • Describe a situation in which the use of a budget transfer is appropriate • Enter a budget transfer • Describe a situation in which the use of budget adjustment is appropriate • Enter a budget adjustment

45. Questions

46. Lesson 3

47. Lesson 3: Import Spreadsheet Budget Journals in SMART • Lesson Objectives After completing this lesson, you will be able to: • Explain the importance of budget journal spreadsheet uploads in SMART • Demonstrate the steps to successfully import a spreadsheet budget journal

48. Lesson 3: Import Spreadsheet Budget Journals in SMART • Spreadsheet Budget Journals • The Budget Spreadsheet Journal workbook enables you to enter budget journals offline using Microsoft Excel and then import the budget journals directly into Commitment Control. • The benefits for using budget spreadsheet journals are: • Spreadsheets enable rapid data entry, which is useful for keying large journals • Recurring or repetitive budget journals can be saved and easily updated for changing dates and amounts • The accounting data necessary to create a budget journal is oftentimes already in an Excel spreadsheet and can easily be copied into the spreadsheet template

49. Lesson 3: Import Spreadsheet Budget Journals in SMART • Spreadsheet Budget Journals

50. Begin Activities We will now complete a walkthrough using a UPK: Uploading Budget Journal Spreadsheets