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System Overview

System Overview. Budget Prep System December 2007. Budget Preparation System. Overview – Phase I & II Components What comes pre-loaded? Targets Terminology Expenditure Justification Process Quick Tour Steps for preparing your budget How do I get access to the system?. Overview .

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System Overview

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  1. System Overview Budget Prep System December 2007

  2. Budget Preparation System • Overview – Phase I & II Components • What comes pre-loaded? • Targets • Terminology • Expenditure Justification Process • Quick Tour • Steps for preparing your budget • How do I get access to the system?

  3. Overview • Phase I components (due Jan 3): • Mission Statement • Key Business Activities • Strategic Goals • Link to Council’s Vision & Comprehensive Plan • Performance Indicators • Phase II components (due Jan 28): • Personnel (regular salary, temporary, overtime, part-time, supplemental pay) • Operating Expenditures • Anticipated Revenue • Supplemental Requests

  4. What comes pre-loaded? • Phase I information from FY 07/08 Budget • Personnel 2A information will be loaded prior to Phase II • Expenditure data from financial system • Anticipated Revenue (same as last year) Only Base Operating Budget data has been loaded

  5. Targets • Targets will be loaded in by Dec 28, 2007 • Can use system without targets loaded

  6. Terminology: Service Levels • Represents a budgetary level (SL) • SL #1 is always the Base Operating Budget for a cost center • SL #2 - #99 represent one of the following: • Supplemental request • Budget reduction proposal • Each SL has its own personnel requests, expenditures, and anticipated revenue • Only SL #1(Base Operating Budget) has a Target budget amount

  7. Terminology: Budget Unit Budget Unit = Unit

  8. Expenditure Justification Process • Every expenditure request must have supporting detail justification. • Some data restricted: • Regular Salaries • Calculated Fringes • Internal Services

  9. System Walk-through

  10. Each person has their own unique ID • Access can be restricted to “read only”

  11. Each ID has access to specific budget units (cost centers) THIS IS CALLED YOUR “BUDGET UNIT SCOPE”

  12. Set scope (cost centers) Mission, Council Vision, Key Businesses, Performance Indicators, Strategic Goals Regular staff, temporary, overtime, part-time wages, supplemental wages, Supplemental staffing, Staff reductions Expenditure requests & Justification detail Anticipated Revenue Supplemental Requests narrative, Budget Reduction proposals Submit budget package

  13. Personnel 2A Data System will calculate all benefits automatically

  14. Expenditures • FY05/06, FY06/07 Actuals • FY07/08 adopted • FY07/08 YTD thru November 2007 • FY08/09 requested (will be zeroes)

  15. Anticipated Revenue • FY05/06, FY06/07 Actual Revenue • YTD thru November 2007 • FY07/08 adopted

  16. Reports

  17. Can preview all reports online!!!

  18. Navigation Buttons 1st record In scope Edit Add New Record History Of Changes Number of records In current scope Previous record In scope Reports Menu Delete Exit Export data To Excel Lookup (list of all records) Next record In scope Last record In scope

  19. Navigation Buttons (edit mode) Notes & Comments Save Record Spell Check Undo (backout any Changes)

  20. Steps to preparing your budget( Base Operating Budget SL #1) • Verify/update Phase I information • Add or update personnel overtime, temporary wages, part-time, or salary supplements. • Add or update expenditure justification details & update amount requested for each object code • Balance requests (personnel & expenditures) to target budget established by DMB

  21. Steps to preparing your budget(Supplemental Requests: SL #2 - 99) • Set up service levels for each supplemental request with justification details • Each supplemental budget request is like a “mini budget” with corresponding personnel needs, expenditures with detail justification, and anticipated revenue • Rank supplemental requests

  22. How do I get access to the system? • DMB will set up IDs (your network ID) and passwords. • DoT automatically loads the system on your desktop (automated process). An icon will appear on your desktop when the installation is complete.

  23. Contact Information • Operations Cluster • Mike Shockley – x6403 • Community Development • Paul Workman – x6803 • All other functions (appointed officials) • RB Lawhorn – x1643 • Budget Administrator • Amelia Merchant – x6805 • Director • Sherman Stovall - x6802

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