Budget Management for Schools Front End SFE Budget
Budget Management for Schools Front End (SFE) Budget Services & Financial Planning Division School Fiscal Services Branch 1
AGENDA q q q Key Terms and Concepts Schools Front End (SFE) Budget Adjustment Workflow Accessing Schools Front End (SFE) in BTS Enter Budget Adjustment in Schools Front End (SFE) Print School Budget Signature Form – WIP (Work in Progress) 2
KEY TERMS AND CONCEPTS 3
Key Terms and Concepts 4
Key Terms and Concepts Budget Versions - FN 0 – Final Version – Used during Budget Development - CM 0 - Current Maintenance 5
Key Terms and Concepts Budget Line Types • “ 1 POSITN” Position budget line items • “ 2 OTHS-L” Other Salary budget line items-Limited – Community Rep, Teacher X, Clerical Overtime • “ 3 OTH-L” Other Budget Limited line items – IMA, General Supplies 6
Key Terms and Concepts Position Status Active - Activates a position and calculates the position cost based on the entered start and end date. Closed - Closes a position and releases the funds associated with the position based on the end date. Suspend - Used to capture salary savings within an active position start and end date. - - For example, if a Teacher Assistant position was vacant from 10/1/2014 to 12/1/2014, the position can be suspended for those dates, which generates salary savings that can be repurposed. For Categorical Programs, positions can only be suspended if they are vacant for 20 or more consecutive work days. 7
Key Terms and Concepts Budget Status Before WIP (Work in progress) - Status of the program budget prior to any changes. WIP (Work in progress) - Indicates unapproved budget changes that have been saved in SFE awaiting approvals. An “unofficial” saved change to the budget. Submitted - Indicates that the budget adjustment has been reviewed at the school level, and submitted for Local District approval. Approved - Indicates that the budget has been reviewed at the Local District level and accepted in SFE by the Fiscal Specialist. 8
Key Terms and Concepts Schools Front End (SFE) User Roles SFE School Budget Adjuster - Allows user to display and maintain budget, and generate selected reports. - Who: School Administrative Assistant (SAA), Categorical Program Advisor SFE School Budget Submitter - Allows user to display, maintain, and submit budget adjustments, and generate selected reports. - Who: School Site Principal 9
Key Terms and Concepts SFE Matchbox feature - Clicking in some fields in SFE will give you access to a matchbox. Clicking on the matchbox will provide a dropdown menu with options for filling in that field. 10
BUDGET ADJUSTMENT WORKFLOW 11
Schools Front End Budget Adjustment Workflow 12
ACCESSING SCHOOLS FRONT END 13
Accessing Schools Front End (SFE) in BTS 1 In the address bar, type http: //apps. lausd. net to access the Citrix sign on page 2 Enter single sign on User ID and Password & click Log on 14
Accessing Schools Front End (SFE) in BTS 3 Click SAP Portal - Prod 15
Accessing Schools Front End (SFE) in BTS 4 Enter single sign on User ID and Password & click Log on 16
Accessing Schools Front End (SFE) in BTS 5 Click on the “Financials/Budget” Tab, then click on “SAP Budget. Schools Front End” 17
BUDGET ADJUSTMENTS 18
Entering Budget Adjustments in SFE 1 Input the following fields: Fund Center – 7 digits SACS Fund – always 010 LAUSD Program - 5 digits 2 Click “Save Selection Criteria” (saves entered data), then click “Budget Maintenance” 19
Enter Budget Adjustments in SFE Menu Navigation menu similar to the button in the School Budget Maintenance Screen (save changes, back, delete WIP) Saves changes and return the user to the SFE home screen Back Navigates back to the previous screen Cancels last action and navigates back to the previous screen System Expandable tools menu – not applicable to SFE Submit for Approval Available to Administrators Warnings Displays incumbent warnings Cost Limits Displays cost limits (Indirect, PD, IMA, etc. ) when applicable Delete WIP Allows user to delete a Work in Progress and return to the last approved budget 20
Enter Budget Adjustments in SFE Exercise 1 1. 2. 3. Create a Budget Adjustment to Move Dollars Between Existing Budget Line Items. Locate the budget line items to be adjusted Reduce “OTH NON INSTRL CONT” line item a. Click on the “Total Cost” field and reduce the amount in this line to $0 b. Click “Validate” Add dollars to “CURRICULAR TRIPS” a. Click on the “Total Cost” field and reduce the amount in this line to $0 b. Click “Validate” Note: The Total Difference field will reflect the total of the two lines (Oth Non Instrl Cont + IMA). c. Add $20, 000 to CURRICULAR TRIPS (amount in Total Difference field) d. Click “Validate” to complete the transaction and check for errors. The message “All budget entries are valid” should display at the bottom of the screen. Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval 21
Enter Budget Adjustments in SFE 22
Enter Budget Adjustments in SFE 23
Enter Budget Adjustments in SFE 24
Enter Budget Adjustments in SFE 25
Enter Budget Adjustments in SFE 26
Enter Budget Adjustments in SFE 27
PRINT SIGNATURE FORMS (WIP) 28
Print School Budget Signature Form (WIP) 1 From the School Budget Planning and Maintenance screen, click on the “Reports” tab 2 Click on “Signature Form’ 29
Print School Budget Signature Form (WIP) 6 3 Click “Execute” Input the following: • Version – CM 0 • Fiscal Year – 2016 • Fund Center – 1 XXXX 01 • SACS Fund – 010 • LAUSD Program – five digit program code 4 Select “WIP Version” 5 Select “Print the Form” 30
Print School Budget Signature Form (WIP) If BTS printing has not been set up type in: “LPDF” Click “Print Preview” 31
Print School Budget Signature Form (WIP) 32
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