Introduction to Financial Management

1. Introduction to Financial Management

2. COURSE OBJECTIVES

3. BUDGET CYCLE

4. SESSION OBJECTIVES

5. BUDGET CYCLE NEED GRAPHIC

6. KEY Players

7. TABLE ACTIVITY TABLE TASK: As a team, match the correct responsibilities in the right hand column to the office with that responsibility

8. BUDGET STRUCTURE

9. BUDGET STRUCTURE

10. INDIVIDUAL ACTIVITY • Check off the appropriations used by your park • What appropriation is most often used?

11. SESSION OBJECTIVES

12. Budget cycle End of Session

13. IDENTiFYING THE NEED

14. SESSION OBJECTIVES

15. 2 TYPES OF FUNDING NEEDS

16. TOOLS TO HELP IDENTIFY PROGRAM NEEDS

17. GPRA GOALS

18. GPRA Categories

19. WHY IS PERFORMANCE MANAGEMENT IMPORTANT? • Ensures daily actions and expenditures of resources are guided by long AND short term goal setting • Ensures focus on accomplishing primary mission • Congress is looking at how federal agencies are spending the money appropriated to them to reach short and long term goals • Aligns Park Strategic Plans with short and long term goals

20. HOW WE MONITOR PERFORMANCE

21. REVIEW OF TOOLS

22. Which tool is available in AFS3 to project cost for up to 5 years?

23. Which tool helps determine level of maintenance/service for each built asset?

24. Which tool includes annual performance plans and annual performance reports?

25. IDENITFYING THE NEED BASE OPERATIONS

26. ESTIMATING COSTS • In order to request funds you must first estimate costs • Type of funds you are requesting determine what tools you use to estimate costs

27. ESTIMATING - BASE OPERATIONS

28. When estimating operational base increase LOOK AT: ALSO CONSIDER: Geographic locality pay COLA Non-Personnel costs Use historical data Compare to similar size park or OFS Personnel services Wage Board • Permanent • Temporary/Seasonal General Schedule • Permanent • Temporary/Seasonal

29. ESTIMATING COSTS • Already gathered information on park staff, materials & equipment • Review • Personnel Lists • Equipment & Supply Lists • Pay Period Calendar • Salary Table

30. CLASS EXAMPLE • Can also calculate hourly, daily, per pay period cost from the annual cost. GS-09/01, FERS employee • $36,590/annum x 1.45 = $53,055.50 annual cost • $53,055.50 ÷ 2087 hours = $25.42 hourly cost • $25.42 x 8 hours = $203.35 daily cost • $25.42 x 80 hours = $2,033.60 per pay period

31. Estimating cost of equipment • List moveable equipment by size & type • Estimate hours of use • Compute cost using mileage rate

32. ESTIMTATING MATERIALS, ETC. BEST PRACTICES: • Contracts should always be listed as separate items • Routine supplies, which amount to a total of less than $100, may be listed as miscellaneous • Single items or multi-units costing more than $50 should be identified.

33. Account numbers

34. PROGRAM WORK ELEMENT- PWE • A.k.a. primary work elements • Covers 3 different types of information • Function: Who - Division • Fund Source: Where the money comes from • Cost Element: What funds are spent on • Which Program Work Element to use? • The Budget Object Class code completes the accounting data tracking information for a charge

35. Budget Object Code Completes Expenditure tracking

36. IDENTIFYING THE NEED End of Session

37. REQUESTING THE FUNDING BASE OPERATIONS

38. SESSION OBJECTIVES

39. SYSTEMS FOR REQUESTING FUNDS

40. BUDGET CYCLE

41. 6 Common methods of increasing a park’s base

42. OFS • Used to request funding increase for base operations • Amounts in OFS may be different when that year’s budget is appropriated because • Congress can change the amount requested and justified in the Green Book • The President can approve the changed amount • If the figure is different, it will most likely will be less than the amount requested

44. STATING YOUR OPERATIONAL NEED • HELPFUL TIPS: • Talk in terms of the operations in the park • Search database for similar requests and get examples of saying what you need to say • Make sure to highlight the unique nature/national treasure aspects of your park

45. THE BIG 5 • State the operational need • Indicate why the operational need exists • Explain how funding will be used • Quantify outputs allowed by funding • Project resulting outcomes

46. requesting the funds PROJECT MONEY

47. FACILITY vs. NON-FACILITY FACILITY: NON-FACILITY: Everything not defined as a facility For example: Archaeological surveys Ethnographic studies Equipment replacement • Individual building, structure, or other constructed real property • Facility project: improves the facility whether historic or non-historic • For Example: • New roofs • Fishing Docks • Trail Bridges • Removing lead paint

48. PMIS • Software system NPS uses to identify projects and project dollars • Facility & Non-facility • Non-facility projects are entered directly into PMIS • Facility projects are entered into FMSS and fed into PMIS through a linking tool • FMSS: Facility Management Software System • The linking tool is referred to as the “project bridge” and is created by the Project Scoping Tool (PST)

49. PROJECT SCOPING TOOL PMIS FMSS PST “The Bridge” PST generates initial project cost estimate. PST automatically calculates Total Project Score. Park uses PST Browser to search work orders in FMSS. Search criteria help define projects. Park user imports project into PMIS for regional review. Park user selects work orders to bundle as potential projects in the PST.

50. Requesting the funds End of Session