Site-Based Budgeting

1. Site-Based Budgeting Site Administrator Budget Development Training

2. Training Goals Learn the steps to develop, balance and submit budget through the Site-Based Budget (SBB) application Understand how to navigate the system Understand how to balance budgets Understand how to create reports

3. Training Outline • Log In into Site-Based Budgeting • Wizard Structure • Site information • Funding Sources • Contacts, Site and District • Allocations • Enrollment • Allocations • FTE Requirements • Review Certificated Staff • Review Classified Staff • FTE Expenditures • Review summary for Classified and Certificated

4. Training Outline • Budgeting for Salaried Staff • Review projected salary and benefits for 2011-12 • Budgeting for Non Salary Costs • Review screen for prior year budget, actual+encumbered • Review and adjust projected expenditures for 2011-12 • Reports • Setting report criteria • Generating reports • Summary • Sign and Submit budget for Approval

5. Budget Development Process

6. Log In into SBB Run Internet Explorer 8 (IE 8), Chrome or Firefox 3.5 or above Go to http://sbb.sandi.net Type your Username and Password into the appropriate fields, then press Enter or click Sign in button Please remember to adjust your computer resolution to 1280 by 1024

7. Main Page Main Page contains Guidelines and list of Pages. List of pages depends on user role. Reports

8. Main Page Main Page contains sites status change log When By who

9. Budget filters Budget filters contains Phase, Site and Fund selection To change default selection click on the link. This will open Change Site Options window To change to a different site, click on current selection, in text box type site id or name andselect site with mouse click from dropdown list. Press “Update” button

10. Wizard Navigation To open your Budget Plan click on Start WIZARD link on the main page Each Step contains Information page and Action page Information Page – Click on top navigation bar Step tab OR click on action tab on the bottom right of the page Action Page (Subpage) – Click on “Show Subpage” pop up balloon on the top navigation bar OR click on action tab on the bottom right of the page To get to home page click on “the main page” link

11. Budget planning Steps for Principals Step 1: Site information Step 2: Includes Enrollment Projection and Allocations by Resource Step 3: School Site Plan includes Executive Summary and Attachments Step 4: School Goals, Actions and Costs includes SPSA detail description as per SDUSD defined template for this year Step 5: FTE Requirements – details on current staffing Step 6: FTE Expenditures – summary of projected staffing Step 7: Indicate source of funding for projected staffing Step 8: Budget for non-salary expenditures against available funding Step 9: Summary Step 10: Sign & Submit for Approval

12. Budgeting route Option I Option II

13. Step 1. Site Information Site Information Allocated Resources Contacts Instructional Leadership Team School Site Council Membership

14. Step 2. Allocations Provides Enrollment history and trend Allocations per resource and total amount for this site

15. Step 2. Allocations To view allocation details click on allocation amount link Allocations details for FTE allocation contains allocated, budgeted data as well

16. Step 5. FTE Requirements FTE Requirements grouped in 1000 Certificated Salaries and 2000 Classified Salaries

17. Step 5. FTE Requirements To review employees by job classification Select the “FTE Detail” icon . “Edit Position FTE for…” will open To review employee details and credentials click on employee name. Edit Employee window will open To review few employees at same time check the box on the left of employee name and click “Compare”

18. Step 5. Edit FTE Requirements To edit FTE click on the “FTE Detail” icon . In the ‘Edit Position FTE’ screen click on numerical link on the FTE Selection/FTE column. Change FTE for Employee. Indicate reason for FTE change by clicking on link and click ‘Save and Continue’ Reason selection choice depends on FTE

19. Step 5. Add/review budget string To Edit/review budget string for employee, click on the ‘Edit Employee' icon on the far left of Employee Name. Edit Employee window is same as Edit Employee window on step 7.

20. Step 5. New Positions To add NewPosn click on the “FTE Detail” icon . In the ‘Edit Position FTE’ screen in Add NewPosn area Select funding string, click Validate. Input FTE and click Add. To delete New Posn in the ‘Edit Position FTE’ screen on the left side of NewPosn click icon

21. Step 5. New Job Code To add New JobCode click on the icon In the ‘Add New Position’ screen select Job Family, position, select funding string, click Validate. Input FTE and click Add.

22. Step 5. CPU Conversion To access CPU conversion tool click on the icon

23. Step 5. CPU Conversion - Sell Rule for Those that you can sell: Should be funded by the "Resource“ Are in the SELL_JOBCODES list, and Are Vacancies, and/or are Positions where Projected FTE < Last Year's FTE District Contribution > Filled/Projected To sell, type in column ‘Amount you are selling’ FTE . To accept action click ‘Y’. Click ‘X’ to Cancel

24. Step 5. CPU Conversion - Buy Rule for Those that can be bought: All positions where part or all of it is un-allocated, (Step 7 Total<Step 6 Projected)and Are in the BUY_JOBCODES list, and Are not in the SELL list To buy, type in column ‘FTE and Amount you are buying’ FTE . To accept action click ‘Y’. Click ‘X’ to Cancel To accept more than one entry at same time use ‘Save All’ button

25. Step 6. Projected FTE Expenditures Summary Screen for all Certificated and Classified Employees

26. Step 7. Expenditure Allocation to Funding Resources FTE distribution by Resources

27. Step 7. Expenditure Allocation to Funding Resources To review employee funding distribution click on the employee name Edit Employee page provides detail information for funding source and codes, position and employee ID

28. Step 7. Edit Expenditure Allocation to Funding Resources To edit employee funding distribution click on the employee name In ‘Edit employee’ window modify funding string, click ‘Validate’ and/or modify FTE. Click button ‘Save’ Note: Projected (on Step 6) and distributed (on Step 7) FTE must be equal. Look for “Checked” sign before saving. If you are distributing more than projected warning message will appear. Reduce distributed FTE in this window or increase projected FTE on step 5.

29. Step 7. Add New Expenditure Allocation to Funding Resources To add new funding distribution string click on the employee name In ‘Edit employee’ window in add section select funding string, click ‘Validate’, and input FTE. Click button ‘Add’.

30. Step 8. Non-Salary Costs Expenditures distribution by Resources

31. Step 8. Non-Salary Costs To review the non-salary expenditure details click on the expenditure link Edit Account by Resource page provides detail information for funding source and codes

32. Step 8. Edit Non-Salary Costs To edit the non-salary expenditure details click on the expenditure link In ‘Edit Account by Resource’ window modify funding string, click ‘Validate’ and/or modify amount. Click button ‘Save’

33. Step 8. Add New Non-Salary Costs To add new funding string click on the expenditure link In ‘Edit Account by Resource’ window in add section select funding string, click ‘Validate’, and input amount. Click button ‘Add’

34. Step 9. Summary Projected Budget that includes SPSA and general expenditures. This page is summary of Steps 1-8

35. Step 10. Signature page This page displays a Summary of tentative budget allocations Signatures To place Signature click on [Click here to sign] link Signed budget will look as follows

36. Step 10. Budget Approval Budget status link will open modify budget status window Budget approval means changing budget status to next status in the workflow Principal submits budget by changing status to HR In Review Re-opened status returns budget for principal revision

37. Step 10. Budget Approval • System performs following checks when status is changed to ‘HR In Review’: • Employee balancing check. If there is employee with non matching projected and distributed FTE, a warning message will appear on status change. • Site controlled Resources balancing check.

38. Reports – Quick links Steps 2, 5 – 10 have quick link to reports connected to page content Click on the report link and select desired report Pop up message will appear Select “Open” In Excel pop up message select yes Report will open

39. Reports – Main Page Main Page has quick link to Fiscal, HR and Summary reports Click on the report link • Pop up message will appear • Select “Open” • Report will open

40. Reports Page Click on the Go to Reports Page link on the Main Page • On the Reports Page in Filters section type filtering data (as example Filtered by Sites: 0115) and click by mouse on pop up site. • Once site appeared in code section click on “Add to list” button • Click on report that needs to be created • Pop up message will appear. Select “Open” • Report will open

41. Issues / Solutions • If SBB page doesn’t load correctly with missing navigation bars or information cut off: • Please check your Internet Explorer 8.0 Compatibility View settings. Compatibility view should be off. • If you experience long wait time for a page to load (more than 1 min) • Close other programs that are open on computer OR • Switch from Internet Explorer to Firefox • Note that for large schools some data rich pages (steps 7 and 8) take time to pull all the information • If SBB software appears unresponsive while a page is loading (grey screen for more than 2 min) refresh your browser by: • Press simultaneously buttons ‘Ctrl’ and ‘F5’. This action will refresh browser and take you to Welcome page OR • Refresh browser by pressing button on the right of IE address bar/ on the left of Firefox address bar

42. Step 3. School Site Plan /Executive Summary Contains Executive Summary and Attachments Revise Executive Summary Review attachments

43. Step 4. School Goals, Actions and Costs Content of the page depends on the SPSA District’s Template

44. Step 4. School Goals, Actions and Costs • Adding FTE Expenditures • Navigate to Expenditures and select ‘Support for Students’ or ‘Support for Staff’ • In pop up window select ‘Review the Budget for FTE’ • In the Budget for FTE table under ‘Add a new FTE expenditure’ • Select position • Select employee • Enter FTE • Enter Funding Source • Rationale • Press Validate New Row • Save and close

45. Step 4. School Goals, Actions and Costs • Adding Non-Salary Expenditures • Navigate to Expenditures and select ‘Support for Students’ or ‘Support for Staff’ • In pop up window select ‘Review the Budget for Non-Salary Costs’ • In the Budget for Non-salary costs table under ‘Add a new non-salary expenditure’ • Type expenditure title • Enter Funding Source • Enter amount • Rationale • Press Validate New Row • Save and close

46. Account Code Segments Account code segments include Matched FTE’s, Un-Matched FTE’s, Matched Hourly items, Un-Matched Hourly Items, and Modify Jobcode/Site To edit Matched FTE’s, Un-Matched FTE’s, Matched Hourly items, Un-Matched Hourly Items Select an employee /item Adjust codes Click ‘Save’

47. Account Code Segments To Modify Jobcode/Site enter filter and click ‘Search’ button. To select all employees use default filters. In result list select employees you wish to move to new site/ assign to new job code In ‘Update selected to’ section select site/job code and click ‘Update’ button.

48. Questions