Position Control Budgeting “Bolt-On” Ventura County CCD

1. 2005 CONFERENCE April 5th & 6th Position Control Budgeting“Bolt-On”Ventura County CCD

2. Introduction VCCCD has created a “bolt-on” to the Banner Position Control budgeting process to improve the accuracy of position budgeting and streamline the process. This session will discuss the reasons we created this “bolt-on”, as well as the concepts of Banner Position Control budgeting. 3CBG Conference - April 5th & 6th 2005

3. Topics of Discussion • What the heck is a “bolt-on”? • Why did we develop this? • How does budget work at VCCCD? • How does the process work? • Reports and Views • Technical Notes • Summary • Questions 3CBG Conference - April 5th & 6th 2005

4. What the Heck is a “Bolt-On” • Enhancement to Banner that has no impact on baseline (well, minimal impact…) • Can be “bolted on” to future releases easily. • Rule-driven (GTVSDAX) • Mods required only if baseline table changes. 3CBG Conference - April 5th & 6th 2005

5. Why did we develop this? • Salaries and benefits are 85 to 90 percent of CCC budgets – accuracy is critical! • Baseline position control doesn’t include longevity, shift, mid-year steps, additional earnings, etc. • Constant changes to fringes and salary groups – baseline isn’t easily updated. • Need to accommodate budget development beyond beginning of fiscal year. • Improved reporting for budget development. 3CBG Conference - April 5th & 6th 2005

6. How does budget work at VCCCD? • Two “development” phases – POSCTL and NONPOS (includes hourly salaries/benefits) • Three “combined” phases – TENTAT, RVTENT, and FINAL. • Three “load” phases – TENTAT, TENADJ, FINADJ. • Many positions are less than 12 months. • Lots of earnings outside the salary table. • Vacancies must budget accurately – including partials. • “Actual” Fringe method. 3CBG Conference - April 5th & 6th 2005

7. NBAJOBS TENTAT Phase Loaded to OL around 7/1 – NSF checking. PDADEDN NTRFRNG NTRSALA NBAPOSN (Vacancies) RVTENT Phase TENADJ Phs (RVTENT - TENTAT) Loaded to OL around 8/15 – Revised budget Local Process (NYSPBUP) POSCTL Phase Finance Forms (FBABDRA/ FWABDRA) NONPOS Phase FINAL Phase FINADJ Phase (FINAL - RVTENT) Loaded to OL when Ah-nold says so NTRFRNG GTVSDAX/ PTRBDCA Budget Phase Processing

8. How does the process work? • Single positions only (not Pooled) • Initial chart design was critical – account types, hierarchies, etc. Setup: • FTMFSYR, NBAFISC, NTRFINI, NTRFRNG, PTRBDCA overrides • Local Salary Table Roll – special calcs by table (also rolls longevity tables) • FTMOBUD phases • GTVSDAX rules 3CBG Conference - April 5th & 6th 2005

9. How does the process work (continued)? NYSBROL (instead of NBPBROL) – copies NBAJOBS labor distributions. NYSPBJS – Position Budget Job Setup • Creates NBAJOBS job assignments in next fiscal year • Creates NBAJOBS for mid-year step advances • FYLOA leave in NBAJOBS must be added manually (too many variable schedules) • Report created for audit purposes 3CBG Conference - April 5th & 6th 2005

10. How does the process work (continued)? NYSPBUP – projected budget update • Calculates salary budget from NBAJOBS for filled jobs and NBAPOSN for vacancies • Calculates fringe budget from PDADEDN for filled jobs and NTRFRNG for vacancies • Includes longevity, shift, additional earnings • Uses multiple job effective dates, position end date, frozen/cancelled positions, etc. • LT 12 month positions identified by position group in NBAPOSN 3CBG Conference - April 5th & 6th 2005

11. How does the process work (continued)? NYSPBUP (continued) • Updates Salary and Fringe budgets in NBAPBUD (Premium not used) • NBAPBUD labor distributions maintained manually (may be different for new year) • Refreshes POSCTL phase in Finance budget ledger (FBABDRA/FBIBUDG) – no feed required • Produces audit report for invalid account types and totals 3CBG Conference - April 5th & 6th 2005

12. How does the process work (continued)? 3CBG Conference - April 5th & 6th 2005

13. How does the process work (continued)? Hourly Fringe Calculation (form/process) • “Blended” percentage rate set up in NTRFRNG • GTVSDAX crosswalks account code to e-class • Benefit calculated using PTRBDCA override Combined phases created via sql scripts • Can be created multiple times for reporting – errors out if phase has been loaded to OPAL • Separate runs for current, “selected” funds • Audit report if account intersection and audit totals 3CBG Conference - April 5th & 6th 2005

14. How does the process work (continued)? • Create TENTAT for All funds (for reporting purposes only – may be run as often as desired.) • Create TENTAT phase for Selected funds. • Create TENTAT phase for Current fund. • Feed TENTAT phase to Operating Ledger. FYSBTEN should not be run again! • Create RVTENT phase for All funds (for reporting purposes only – may be run as often as desired.) • Create RVTENT phase for Selected funds. • Create RVTENT phase for Current fund. • Create TENADJ phase. • Feed TENADJ phase to Operating Ledger. FYSBRVT and FYSBTAD should not be run again! • Create FINAL phase for All funds (for reporting purposes only – may be run as often as desired.) • Create FINAL phase for Selected funds. • Create FINAL phase for Current fund. • Create FINADJ phase. • Feed FINADJ phase to Operating Ledger. FYSBFNL and FYSBFAD should not be run again! 3CBG Conference - April 5th & 6th 2005

15. How does the process work (continued)? NYSPBAC – Position Budget Activation • Creates job assignments for faculty timesheet and students with new salary group • Updates all job assignments with new salary table calcs (can be different from budget) • Copies NBAPBUD labor distributions to NBAJOBS • Updates PTRECLS with new longevity rules • Updates NBAPOSN and NTRPCLS with new salary group • Activates new budget in NBAPBUD and closes all old budgets • Activates salary group and fiscal year • Budgeting continues! 3CBG Conference - April 5th & 6th 2005

16. How does the process work (continued)? After Budget Activation on July 1: • NYSCOLA – local process to insert job assignments based on new salary group for selected tables. • Projected budget proceeds even though fiscal year is active and payroll is run. Uses variable salary groups. • Budget adjustments – baseline, except for “offset” script between NHPFIN1 and NHPFIN2 (adjustments offset to “salary savings” accounts based on fund) 3CBG Conference - April 5th & 6th 2005

17. Reports and Views 3CBG Conference - April 5th & 6th 2005

18. Reports and Views (continued) 3CBG Conference - April 5th & 6th 2005

19. Reports and Views (continued) 3CBG Conference - April 5th & 6th 2005

20. Reports and Views (continued) 3CBG Conference - April 5th & 6th 2005

21. Reports and Views (continued) 3CBG Conference - April 5th & 6th 2005

22. Reports and Views (continued) Views: • HV_FRINGE_BENEFITS – combines NTRFRNG and PTRBDCA • HV_SALARY_TABLES – combines salary group, tables, grades, and steps • HV_FISCAL_POSN_BUDGET – budget by position, type (salary, fringe), and labor distr. • FV_FISCAL_BUDGET_LEDGER – budget by FOAPAL, “slotted” phases 3CBG Conference - April 5th & 6th 2005

23. Technical Notes Most calculations and processes are driven by functions and views All processes and reports written in sql*plus Baseline mods were minimal: • Increased PTRLGTY_AMOUNT table/form to (11,6) to match NBAJOBS • Added NBREARN_SHIFT to the primary key of NBREARN to avoid duplicate shifts • Created additional indexes on NBRPLBD, NBRFTOT, and NBRPTOT to improve efficiency of the programs and processes. • Changed the sort on the form NTRSGRP so that the active salary group would sort first. 3CBG Conference - April 5th & 6th 2005

24. Summary • Accurate position control budget is mission-critical for VCCCD • Position Control budget is driven by actual jobs/deductions • Changes in job/deduction assignments, fringe rules, salary tables, etc. automatically update budget • Budget development continues beyond fiscal year beginning • User understanding of Banner is crucial! 3CBG Conference - April 5th & 6th 2005

25. Questions?(Time to Wake Up!) 3CBG Conference - April 5th & 6th 2005