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Welcome

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    1. Welcome

    2. Ground Rules This slide sets the ground rule expectation for the classroom. This slide sets the ground rule expectation for the classroom.

    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. The slide introduces the learning objectives of the course, as defined in the course outlines. The slide introduces the learning objectives of the course, as defined in the course outlines.

    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. The slide introduces the class to the highly interactive training methodology used in each of the SFS courses. Briefly describe the content of the available training materials. The location of these materials will be provided at the end of the lesson.The slide introduces the class to the highly interactive training methodology used in each of the SFS courses. Briefly describe the content of the available training materials. The location of these materials will be provided at the end of the lesson.

    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 This agenda slide introduces the class to the lessons included in the course.This agenda slide introduces the class to the lessons included in the course.

    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. This slide lists the topics to be explored in this lesson. This slide lists the topics to be explored in this lesson.

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

    8. SFS KK Terms & Concepts This slide describes some key terms essential for an understanding of KK. *Some ChartFields are for use by all agencies, such as Account and Fund; while others are reserved for agency specific usage, including Operating Unit, ChartField1, ChartField2 and ChartField3. This slide describes some key terms essential for an understanding of KK. *Some ChartFields are for use by all agencies, such as Account and Fund; while others are reserved for agency specific usage, including Operating Unit, ChartField1, ChartField2 and ChartField3.

    9. SFS KK Terms & Concepts This slide describes some key terms essential for an understanding of KK. This slide describes some key terms essential for an understanding of KK.

    10. SFS KK Terms & Concepts This slide describes some key terms essential for an understanding of KK. *Budget Control: It enables you to track transactions against corresponding budgets and terminate a document's cycle if the defined budget conditions are not met. For example, you can prevent a purchase order from being dispatched to a vendor if there are insufficient funds in the related budget to support it. If a budget ledger is set to control, the budget ledger will enforce a hard control in the system of transactions (POs, Vouchers, Journals, etc.) that fail budget checking. *Budget Track: If a budget ledger is set to track or track with budget, the budget ledger will be a soft control, issuing warnings when the available balance is exceeded, but not preventing the transaction for posting. Query off the warnings. This slide describes some key terms essential for an understanding of KK. *Budget Control: It enables you to track transactions against corresponding budgets and terminate a document's cycle if the defined budget conditions are not met. For example, you can prevent a purchase order from being dispatched to a vendor if there are insufficient funds in the related budget to support it. If a budget ledger is set to control, the budget ledger will enforce a hard control in the system of transactions (POs, Vouchers, Journals, etc.) that fail budget checking. *Budget Track: If a budget ledger is set to track or track with budget, the budget ledger will be a soft control, issuing warnings when the available balance is exceeded, but not preventing the transaction for posting. Query off the warnings.

    11. Process Changes (1 of 3) SFS KK Terms & Concepts This slide describes some key process changes essential for an understanding of KK. This slide describes some key process changes essential for an understanding of KK.

    12. Process Changes (2 of 3) SFS KK Terms & Concepts This slide describes some key process changes essential for an understanding of KK. This slide describes some key process changes essential for an understanding of KK.

    13. Process Changes (3 of 3) SFS KK Terms & Concepts This slide describes some key process changes essential for an understanding of KK. This slide describes some key process changes essential for an understanding of KK.

    14. 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.sfs.ny.gov/programElements/coaMaterials.htm This slide describes the SFS Chart of Accounts (COA). This slide describes the SFS Chart of Accounts (COA).

    15. Key Processes of SFS KK SFS KK Terms & Concepts This is a high-level overview of the Key Processes of SFS KK, and is not intended to represent every possible transaction. This is a high-level overview of the Key Processes of SFS KK, and is not intended to represent every possible transaction.

    16. SFS KK Terms & Concepts 16 Note: There are definition differences between Statewide, DOB and Agencies.Note: There are definition differences between Statewide, DOB and Agencies.

    17. SFS KK Terms & Concepts 17 Note: There are role differences between Agency, DOB and OSC.Note: There are role differences between Agency, DOB and OSC.

    18. Learning Exercise Navigation Refresher Exercise Follow the step by step instructions to navigate throughout sections of SFS KK pages. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system.

    19. Processing Budget Journals This slide lists the topics to be explored in this lesson. This slide lists the topics to be explored in this lesson.

    20. 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. This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    21. Processing Budget Journals Entering budget journals Submitting budget journals for workflow Approving budget journals The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions. The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

    22. 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. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system.

    23. Today Where in Approval is My Transaction? Today, workflow is a manual process. If you run across an issue, you often hear this.Today, workflow is a manual process. If you run across an issue, you often hear this.

    24. Understanding the Budget Approval page When required approvals are complete, the budget journal automatically appears on the worklist of the next approval level, if applicable.

    25. 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.

    26. 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. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system.

    27. Using Budget Entry Tools In this lesson you should learn: How to create budget Speed Types How to enter budget journals using Speed Types How to copy budget journals How to approve budget and transfer journals This slide lists the topics to be explored in this lesson. This slide lists the topics to be explored in this lesson.

    28. Using Budget Entry Tools Speed Types are shortcut codes that are used to speed up journal entry by automatically populating pre-defined ChartField combinations. This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    29. Using Budget Entry Tools Creating a budget Speed Type Entering budget journals using Speed Types Copying budget journals Approving budget and transfer journals The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions. The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

    30. Learning Exercise Create a Budget Journal using Speed Types You have been asked to create a budget journal segregating appropriation authority. Use a speed type to enter the chartfields in the budget line, as directed in the data sheet. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system.

    31. Processing Budget Transfer Journals This slide lists the topics to be explored in this lesson.This slide lists the topics to be explored in this lesson.

    32. 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 A budget transfer, or interchange, is within an agency and will be entered through the Budget Transfer process in SFS. Inter-Agency Budget Transfers A budget transfer, or suballocation, is between agencies and will be entered through the Interunit Budget Transfer process in SFS. This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    33. Processing Budget Transfer Journals SFS budget transfer types can be further broken down into: This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    34. Processing Budget Transfer Journals A Suballocation is a special type of budget entry that transfers budget between agencies where the program, fund and appropriation category are the same across all lines in the budget entry. An Interchange is a special type of budget entry that transfers budget within an agency where the program, fund and appropriation category are the same across all lines in the budget entry. A Quick Certificate is a special type of Interchange where the budget is only being transferred between the account ChartFields, and this transfer is solely occurring within personal service accounts, or solely occurring within non-personal service accounts. This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    35. Processing Budget Transfer Journals Entering Intra-Agency budget transfers - interchanges Entering Inter-Agency budget transfers - suballocations The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions. The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

    36. Learning Exercise Entering an Intra-Agency Budget Transfer Journal (Interchange) You have been asked to create an intra-agency budget transfer journal (interchange). Remember an interchange is a special type of budget entry that transfers budget within an agency where the program, fund, and appropriation categories are the same across all lines in the budget entry. Interchanges are entered through the Budget Transfer process in SFS. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system. Use the job aid handout for step-by-step instructions for completing the activity. Use the data sheet handout for specific values to enter into the system.

    37. 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 This slide lists the topics to be explored in this lesson. This slide lists the topics to be explored in this lesson.

    38. 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. This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    39. Inquiring Upon Budgets Inquiring upon budget journal errors Reviewing budget overview Reviewing budget details The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions. The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

    40. Additional Reporting Job Aids In this lesson you should learn: How to run the budget status report How to review the activity log This slide lists the topics to be explored in this lesson. This slide lists the topics to be explored in this lesson.

    41. 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 This slide lists relevant information supporting the topic. This slide lists relevant information supporting the topic.

    42. Additional Reporting Job Aids Running the budget status report Reviewing the activity log The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions. The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

    43. SFS KK Learning Path and Resources In this lesson, you should learn: The SFS KK training structure. Where to find training materials and resources. This slide lists the topics to be explored in this lesson. This slide lists the topics to be explored in this lesson.

    44. SFS KK Learning Path and Resources SFS KK Training Structure This slide shows the course training sequence. You have just completed the highlighted course. This slide shows the course training sequence. You have just completed the highlighted course.

    45. Training Materials Location and Class Preparation SFS KK Learning Path and Resources This slide contains a link to additional resources.This slide contains a link to additional resources.

    46. 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. This slide lists the summary learning objectives of the course. This slide lists the summary learning objectives of the course.

    47. Thank you for your participation! Conclusion Thank you!Thank you!

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