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Budget Preparation Executive Overview. Course Outline. Executive Overview. Objectives. Overview. 2006 Budget Manual. Screen Layout Overview. Queries & Reports. Appendices. Support. Objectives. Discuss Budget Process Explain Terms & Concepts Describe Process Changes
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Budget Preparation Executive Overview Executive Overview
Course Outline Executive Overview Objectives Overview 2006 Budget Manual Screen Layout Overview Queries & Reports Appendices Support Executive Overview
Objectives • Discuss Budget Process • Explain Terms & Concepts • Describe Process Changes • View 2006 Budget Manual • Execute Queries (Reports) • Use Appendix Materials • Review Support Process • Summary Executive Overview
Overview • SYSTEM • New system within SAP called Business Information Warehouse (BW) • Budget Prep System in SAP is replacing BUDR & BUDF systems • Separate logon from SAP R/3 Production • User ID is same • Initial password: tarrXXXX where XXXX is last four digits of your social security number Executive Overview
Overview • SCOPE • Starting 2007 budget year and subsequent years, all budget requests for operating expense funds, revenue and special purpose budgets will be included • Does not include Grants except for Cash Match and Operating Subsidy • Cash Match 592011 • Operating Subsidy 592021 Executive Overview
Overview (cont’d) • What’s included in Department Entry for 2006 budget year? • Operating expense budgets for following funds • 10000 – General Fund (most departments) • 26100 – Road and Bridge (Precincts and Transportation) • 32100 – Debt Service (Budget Office) • Special purpose budgets • T0400 – Public Health • 51100 – Resource Connection • 21100 – County Clerk • 21300 – County Clerk Executive Overview
Overview (cont’d) • What’s not included in Department Entry for 2006 budget year? • Special Purpose Budgets • Departments with other special purpose budgets may elect to enter these in the new system in the April/May timeframe • Another option is to wait until August timeframe (except those indicated on pg. 6) and provide to Budget Office via spreadsheets (current process) • Revenue and cash carry forward (CCF) will not be available during department entry timeframe • Revenue • Follow existing manual process for 2006 • Audit Department will run parallel systems to validate new system design Executive Overview
Versions * Dates are approximate and will vary each year. Executive Overview
Tarrant County Budget Prep Timeline 4/4 9/30 Budget Prep Kickoff Approved Budget Instructions Available for Departments Final budget loaded into SAP R/3 Funds Mgmt. 8/15 – 9/30 4/4 – 5/13 5/13 – 7/1 7/1 – 8/15 Version D Version A Version C Version B Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 5/13 – 6/15 8/15 – 9/30 Department Meetings Budget Hearings NOTE: Dates are approximate and will vary each year. Executive Overview
Budgeting Fund Centers Executive Overview
Budgeting Fund Center • Level to manage budget(s) • One or more per department • Department heads determine budgeting fund centers • Fund centers roll up to budgeting fund center(s) • Budgeting fund centers roll up to fund center groups • Fund center groups are control level for budgets • Alpha abbreviations for budgeting fund centers set up in R/3 to view actual expenses at same level as budgets Executive Overview
Terms & Concepts Executive Overview
Terms & Concepts Executive Overview
Terms & Concepts Executive Overview
Terms & Concepts Executive Overview
Department Process Changes Executive Overview
Department Process Changes Executive Overview
2006 Budget Manual • The budget manual contains: • Salary Structure • Fund and Funds Center List • Grants Listing • Commitment Item Account Codes • Revenue Account Codes • Purchasing Information • The budget manual is available on the training website and the budget office link from Tarrant County website Executive Overview
Screen Layouts Overview • Department Summary (enter one time for entire department) • Mission Statement • Accomplishments • Objectives • Workload Measures • Department Budget Entry (existing programs and positions) • Budget Requests • Capital Requests • Reclassification Requests • Decision Package (new programs, positions or capital >$500K) • Program Summary • New Positions • Package Requests • Capital Requests • Revenue Projections Executive Overview
Layout Screen Features Budget Planning Work Area Document Indicator Executive Overview
Budget Reporting Tools Executive Overview
Query Report Overview BW (Budget System) Mobius (Document Direct) SAP BW Reports Text-enhanced Crystal Reports Funds Mgt. & Budget Rollup Reports R/3 Nightly Updates from SAP Loaded in Document Direct Repository on pre-determined schedule Crystal Updates every 15 minutes from BW Text-enhanced Crystal Reports Executive Overview
Report Cross Reference Appendix PY = Previous Budget Year CY = Current Budget Year NY = New Budget Year Executive Overview
BW Reports (RRMX) To execute a BW report, choose the button and select “Workbooks” Executive Overview
BW ReportsSelecting A BW Report Highlight the desired report (ex: Budget Request) and click the button. Executive Overview
BW ReportsSpecifying Report Selection Criteria After entering your desired selection criteria (fund, budgeting fund center, etc.), press the button. Note: The button can be used to save your report settings as a variant and the button to retrieve previously saved variants. The button will display only if you have saved at least one (1) variant. Executive Overview
BW Report Screen Features Excel Menu/Toolbar Query Button Toolbar Query Display Area Drilldown Buttons After executing a report, you can print it or save it as an Excel spreadsheet using the Excel menu/toolbar. Executive Overview
BW Text-Enabled Crystal Reports To view the Crystal reports, select the button to view your user menu. Next, you will need to double-click on the desired report (ex: Departmental Text Summary) from the Crystal menu. Executive Overview
BW Text-Enabled Crystal Reports(2 Logons – Use BW User Name/Password) WEB APPLICATION SERVER LOGON: CRYSTAL LOGON: Executive Overview
BW Text-Enabled Crystal Reports Selection Screen Enter your selection criteria -- fund, budgeting fund center, budget year -- using the buttons. Then press the button to run the report. Executive Overview
BW Text-Enabled Crystal Reports(Final Logon – Use BW User Name/Password) DATABASE LOGON: Executive Overview
BW Text-Enabled Crystal ReportsReport Output To print the report, click on the button and specify the desired printer. Executive Overview
FM Budget Rollup Report(R/3 transaction code ZFMCA) To execute the Rollup Budget Report, double-click on it. Executive Overview
FM Budget Rollup ReportRollup Report Selection Screen To execute the report, enter fiscal year, period, fund, fund center group or budgeting fund center designation, and commitment item group. Press the button. Executive Overview
FM Budget Rollup ReportSelecting the Rollup Budget Report To execute the report, double-click on Executive Overview
Appendices • Budgeting Fund Centers (BW and R/3) • Budget Report Cross Reference List Executive Overview
Need Help? 1 Review your training materials and notes. 2 Review tutorials on training website http://www.tarrantcounty.com/titan/lib/titan/training/index.asp 3 Ask your peers for assistance Call the Department Budget Support Hotline at: 817-884-1520 4 5 Email the Training Mailbox at: titansaptraining@tarrantcounty.com Executive Overview
Summary • Discuss Budget Process • Explain Terms & Concepts • Describe Process Changes • View 2006 Budget Manual • Execute Queries (Reports) • Use Appendix Materials • Review Support Process • Summary Executive Overview
Questions? Executive Overview