Transcript TITAN SAP Training - Tarrant County, Texas

Budget Preparation
Executive Overview
Executive Overview
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Course Outline
Executive
Overview
Objectives
Overview
2006 Budget Manual
Screen Layout Overview
Queries & Reports
Appendices
Support
Executive Overview
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Objectives
 Discuss Budget Process
 Explain Terms & Concepts
 Describe Process Changes
 View 2006 Budget Manual
 Execute Queries (Reports)
 Use Appendix Materials
 Review Support Process
 Summary
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
SYSTEM
Overview
► 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
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 SCOPE
Overview
►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
– Operating Subsidy
592011
592021
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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
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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
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Versions
Version
Used By
Used For
Dates Used*
A
Departments
Entering department
summary, budget
requests, and decision
packages
4/4 – 5/13
B
Budget Office
Perfecting department
input and salary
projections
5/13 – 7/1
C
Budget Office
Budget Office
recommended budget
7/1 – 8/15
D
Budget Office
Court hearing
adjustments, final
modifications, and
budget approval
8/15 – 9/30
* Dates are approximate and will vary each year.
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Tarrant County Budget Prep Timeline
4/4
Budget Prep Kickoff
9/30
Approved Budget
Instructions Available for Departments
Final budget
loaded into
SAP R/3
Funds Mgmt.
Jan
Feb
Mar
Apr
May
Jun
5/13 – 6/15
Jul
Aug
Sep
Oct
Nov
Dec
8/15 – 9/30
Department Meetings Budget Hearings
NOTE: Dates are approximate and will vary each year.
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Budgeting Fund Centers
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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
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Terms & Concepts
TERMS
DEFINITION
SAP R/3
Refers to SAP system used today.
Includes: HR, Payroll, ESS, Appraisals,
Purchasing, Purchase Requisitions, Financial
Accounting, Grants and Funds Management.
BW
SAP’s Business Information Warehouse.
A database used for the County’s budget
planning and reporting.
Layout
BW’s term for a budget planning screen.
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Terms & Concepts
TERMS
DEFINITION
Version
Edition of a layout (version A is used for
department entry, version B is used for perfections
by the Budget Office, etc.)
Query
SAP term for a BW report. Can be displayed online or printed.
Variant
Used to save your settings for a BW query or R/3
report (ex: fund center for a query).
Crystal
Application that merges text and numbers for
report generation.
Mobius
(Document
Direct)
Repository for reports generated by other
applications.
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Terms & Concepts
TERMS
DEFINITION
Decision Package
New way of “bundling” all costs for a new
program, new position(s) and capital items
>$500,000.
Budget Request
Expense commitment items and amounts
being requested.
(2006)
Current Budget
(2005)
Court approved budget for Fiscal Year
plus or minus any adjustments.
YTD
Year To Date amounts spent or received.
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Terms & Concepts
TERMS
DEFINITION
Fund Center
Level expenses are recorded. Equivalent to
cost centers. Multiple fund centers for large
departments.
Budgeting Fund
Center
The fund center number used to enter and
manage budgets.
(BW/BPS)
All fund centers roll up to a budgeting fund
center.
Budgeting Fund
Center
Alphabetical abbreviation in R/3 to view FM
reports of expenses and budgets by
budgeting fund center.
(R/3)
Fund Center Group
(R/3)
Used for large departments.
One for each Department.
Control level for budgets.
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Department Process Changes
OLD
NEW
Vehicle schedule submitted
with budget request
Vehicle schedule no longer submitted
with budget
Forward to Transportation Dept.
Subtotals are not available by Subtotals available by commitment
commitment item group
item group
View on-line in queries and reports
Spell check not available
Spell check entire document in Word,
then Copy/Paste into text document
Text has to be retyped to
correct errors or make
changes
Text can be edited on-line
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Department Process Changes
OLD
NEW
Appropriations and capital
requests included items for
new programs and new
positions along with regular
budget items
New programs, positions or capital
>$500K entered as a Decision Package
Text entered line-by-line on
screen without word wrap
Word wrap capability
Special Purpose Budgets
entered in
August/September
Special Purpose Budgets may be entered
in May with regular budget process
Decision packages and budget requests
are consolidated for a total department
request
Option to request in August/September
when revenue and cash carry forward
are available.
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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
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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
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Layout Screen Features
Budget Planning
Work Area
Document
Indicator
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Budget Reporting Tools
Type of
Report
When Used
How Do I Get There?
BW Reports
To view and print
budget entries/data
BW transaction code RRMX
BW TextEnable
Crystal
Reports
To view and print
budget entries/data
including text
justification
BW user menu under
“Crystal Reports –
Department” folder
Document
Direct
(Mobius)
Repository
To view and print
historical budget data
(with text
justification)
Use the “Document Direct”
icon on your desktop. Select
“VDRNet” area.
FM Rollup
To view and print
Budget
detailed actual expense
Reports (R/3) and budget information
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R/3 transaction code
ZFMCA
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Query Report Overview
BW (Budget
System)
SAP
Funds Mgt. &
Budget Rollup
Nightly
Reports
Updates
R/3
from SAP
BW
Reports
Mobius
(Document Direct)
Text-enhanced
Crystal
Reports
Crystal
Updates every 15
minutes from BW
Loaded in Document
Direct Repository on
pre-determined
schedule
Text-enhanced
Crystal
Reports
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Report Cross Reference Appendix
PY = Previous Budget Year
CY = Current Budget Year
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NY = New Budget Year
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BW Reports (RRMX)
To execute a BW report, choose the
button and select “Workbooks”
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BW Reports
Selecting A BW Report
Highlight the desired report (ex: Budget Request) and click the
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button.
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BW Reports
Specifying 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.
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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.
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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.
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BW Text-Enabled Crystal Reports
(2 Logons – Use BW User Name/Password)
WEB APPLICATION SERVER LOGON:
CRYSTAL LOGON:
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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.
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BW Text-Enabled Crystal Reports
(Final Logon – Use BW User Name/Password)
DATABASE LOGON:
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BW Text-Enabled Crystal Reports
Report Output
To print the report, click on the
button and specify the desired printer.
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FM Budget Rollup Report
(R/3 transaction code ZFMCA)
To execute the Rollup Budget Report, double-click on it.
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FM Budget Rollup Report
Rollup 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.
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FM Budget Rollup Report
Selecting the Rollup Budget Report
To execute the report, double-click on
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Appendices
 Budgeting Fund Centers (BW and
R/3)
 Budget Report Cross Reference
List
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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
4
Call the Department Budget Support
Hotline at:
817-884-1520
5
Email the Training Mailbox at:
[email protected]
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Summary
 Discuss Budget Process
 Explain Terms & Concepts
 Describe Process Changes
 View 2006 Budget Manual
 Execute Queries (Reports)
 Use Appendix Materials
 Review Support Process
 Summary
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Questions?
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