WESPaC Fiscal Budget Reporting Tools

Transcription

1 WESPaC Fiscal Budget Reporting Tools WASBO 2013 Sean Schaeffer & Cinda Wilkey

2 Agenda Operating Budget Management 5/8/2013 WASBO

3 Reports for Budgeting for Personnel Costs Review Employee Data Data Mining Reports in the Web Generate Plan Detail must be done before running system reports Run System Reports 5/8/2013 WASBO

4 Data Mining Reports in the Web - Assignment Breakdown 5/8/2013 WASBO

5 Generate Plan Detail must be done before running system reports 5/8/2013 WASBO

6 Reports for Budgeting for Personnel Costs Run System Reports Assignment Breakdown Report Detail Report Employee Cost by Account Report Pay/Benefit Distribution Report Summary Report Mix Factor Report SPI Salary Exhibit Report 5/8/2013 WASBO

7 Run System Reports Plan Detail 5/8/2013 WASBO

8 Run System Reports SPI Salary Exhibit Report 5/8/2013 WASBO

9 Budget Data Mining Report Templates Create to report the current state of your district s upcoming budget Other administrators can run them too 5/8/2013 WASBO

10 Budget Progress Report Configure your parameters, sequences and breaks, and account ranges as desired Select the desired fields Select the Budget Types that you want to show Select the Original Budget or Revised Budget field for comparison Select the fields multiple times and set their Year parameters to compare fiscal years 5/8/2013 WASBO

11 Budget Progress Report Example Report to the cabinet the working GF expenditure budget for each Program with an Object 5/8/2013 WASBO

12 Budget Progress Report - Example 5/8/2013 WASBO

13 Budget Progress Report - Example Set Report Type to a Revenue/Expense Summary or Combined B/S and O/S Summary Wish to summarize to specific dimensions; Summary Report Types allow for this aggregate reporting Summary Report Types exclude transactions Set Print Detail option to No Account Codes don t show on the report Summarizes to Breaks 5/8/2013 WASBO

14 Budget Progress Report - Example Select Sequence that is coincides with the order I m seeking Fund, Object, Program Might need to create one, but check to see if an existing one will serve the purpose 5/8/2013 WASBO

15 Budget Progress Report - Example Select Sequence that is coincides with the order I m seeking 5/8/2013 WASBO

16 Budget Progress Report - Example Set Breaks accordingly Establishes subtotaling points Essential for templates with Print Detail set to No 5/8/2013 WASBO

17 Budget Progress Report - Example Set Breaks accordingly Establishes subtotaling points Essential for templates with Print Detail set to No 5/8/2013 WASBO

18 Budget Progress Report - Example Breaks impact Program (PP) Object (O) 5/8/2013 WASBO

19 Budget Progress Report - Example Configure Display Attributes for the Object to achieve the following objectives: Introduce each Object with a heading 5/8/2013 WASBO

20 Budget Progress Report - Example Configure Display Attributes for the Object to achieve the following objectives: Introduce each Object with a heading 5/8/2013 WASBO

21 Budget Progress Report - Example Configure Display Attributes for the Object to achieve the following objectives: Conclude each Object with a extra space 5/8/2013 WASBO

22 Budget Progress Report - Example Configure Display Attributes for the Object to achieve the following objectives: Conclude each Object with extra space Double 5/8/2013 WASBO

23 Budget Progress Report - Example Configure Display Attributes for the Object to achieve the following objectives: Accentuate each object s totals with lines Separator Above the total Dbl Underline Below the total 5/8/2013 WASBO

24 Budget Progress Report - Example Configure Display Attributes for the Object to achieve the following objectives: Accentuate each object s totals with lines Separator Dbl Underline 5/8/2013 WASBO

25 Budget Progress Report - Example Select and configure Fields Selected Expense PPSS/Prj/Club Changed Heading to a user-friendlier heading Display just the Description 5/8/2013 WASBO

26 Budget Progress Report - Example Select and configure Fields Selected Expense PPSS/Prj/Club 5/8/2013 WASBO

27 Budget Progress Report - Example Select and configure Fields Didn t select Object because the Heading does the job of identifying the Object 5/8/2013 WASBO

28 Budget Progress Report - Example Select and configure Fields Selected my target Budget Type 5/8/2013 WASBO

29 Budget Progress Report - Example Select and configure Fields Selected Original Budget and cloned it to have cross-reference to the current year and last year 5/8/2013 WASBO

30 Budget Progress Report Example 5/8/2013 WASBO

31 Scheduling Tasks Have WESPaC run your reports routinely 5/8/2013 WASBO

32 Scheduling Tasks Customize your schedule 5/8/2013 WASBO

33 Scheduling Tasks the results to other stakeholders The Scheduled Task uses the account clearance of the user who created the task. 5/8/2013 WASBO

34 Budget Status Report Fund Balance Report progress using the familiar Budget Status report format Can select Budget Type 5/8/2013 WASBO

35 Budget Status Report Fund Balance 5/8/2013 WASBO

36 Budget Status Report Fund Balance Estimated Ending Balance is only available when: Equity Summary rules are built Revised Budget is selected 5/8/2013 WASBO

37 Budget Status Report Fund Balance 5/8/2013 WASBO

38 Budget Entry Audit (FM\AM\AU\AM\BA) Provides logs of changes made through the Budget Entry application All Budget Types and Original Budget 5/8/2013 WASBO

39 Budget Entry Audit (FM\AM\AU\AM\BA) 5/8/2013 WASBO

40 Budget Entry Audit (FM\AM\AU\AM\BA) Can be used to restore overwritten budget amounts Export to Excel Import through Budget Entry to applicable Budget Type or Original Budget Amount field corresponds to previous amount 5/8/2013 WASBO

41 Account Profile Budget Tab shows see expenditure and revenue account code s Original Budget and Budget Type amounts 5/8/2013 WASBO

42 Budget Itemization Add details to account codes to justify their budget amounts 5/8/2013 WASBO

43 Budget Itemization Display on Budgetary Data Mining Summary Report Types Select Print Budget Detail for applicable field 5/8/2013 WASBO

44 Budget Itemization 5/8/2013 WASBO

45 5/8/2013 WASBO

46 Operating Budget Management Budget Balances Unexpended Balance Revised Budget Activity Budget Dollars Not Spent Unencumbered Balance Unexpended Balance Outstanding Encumbrance Available for Fund Balance summarization (e.g., ASB) Available Fund Unencumbered Balance Batch Activity Real-time balance Available for Fund Balance summarization (e.g., ASB) 5/8/2013 WASBO

47 Operating Budget Management Budget Balances 5/8/2013 WASBO

48 Operating Budget Management Budget Balances Batch Activity for Available Funds calculation consists of the following transactions in Batch Status: POs AP Invoice AR Invoice General Inputs transactions, such as Journal Entries and Cash Receipts Budget Transfers Budget Revisions 5/8/2013 WASBO

49 Operating Budget Management Budget Balances Batch Activity for Available Funds calculation also consists of the following transactions: Submitted Purchasing Requisitions (R Status) Imported Credit Card transactions (even before their submissions in the optional approval process) AP Check Requests 5/8/2013 WASBO

50 Operating Budget Management Budget Balances Batch Activity for Available Funds calculation excludes the following transactions: WIP Status transactions Unapproved (Submitted Status) Budget Transfer requests and General Inputs requests such as Journal Entries Expense reimbursements 5/8/2013 WASBO

51 Operating Budget Management Budget Balances Current Batch Activity shows in on the Batch Activity tab in Account Profile 5/8/2013 WASBO

52 Operating Budget Management Budget Balances To ensure your database only consists of current Batch Activity records, run the Batch Activity audit (FM\AM\AU\DI\DT\BA) routinely Removes residual Batch Activity records Audit produces a report of exception, which are records it couldn t resolve Especially beneficial if using Fund Verification option in Purchasing 5/8/2013 WASBO

53 Operating Budget Management Budget Balances Balances are available on Budgetary Data Mining Reports 5/8/2013 WASBO

54 Operating Budget Management Payroll Encumbrance 5/8/2013 WASBO

55 Operating Budget Management Budget Balances ASB Fund Balance Report with Available Funds 5/8/2013 WASBO

56 Operating Budget Management ASB Fund Balance Report with Available Funds Combined the field FYTD Summ Acct Direct Activity with FYTD Transfers Retain all financial data on the screen; save report real estate Direct Activity field shows activity directly posted to Equity Account Codes AP Invoices, Journal Entries, etc. Ensures fields on report support the Ending Balance amount Included FYTD Summary Acct Enc Accum field Shows the sum of outstanding encumbrance balances for related Revenue and Expense Account Codes Included FY Summ Acct Accum Batch Atv field Shows the sum of Batch Activity, including submitted Requisitions, for related operating account codes 5/8/2013 WASBO

57 Operating Budget Management ASB Fund Balance Report with Available Funds Included FYTD Avail Funds - Batch Atv field Shows Ending Balance net the related outstanding encumbrances and batch activity 5/8/2013 WASBO

58 Operating Budget Management ASB Fund Balance Report with Available Funds 5/8/2013 WASBO

59 Operating Budget Management Available Funds Widget (SkyPort) Uses Account (Clearance) Groups 59

60 Operating Budget Management Mobile counterpart to Available Funds Widget 60

61 Operating Budget Management Widget s and Mobile s figures are updated via a Scheduled Task (PS\SA\PQ\ST) By default, set to run 2:00 AM each day Can customize schedule; run more frequently 61

62 Operating Budget Management Purchasing Fund Verification Verify sufficient funds are available before users are allowed to submit requisitions 62

63 Operating Budget Management Purchasing Fund Verification Verification Settings Available Funds Group uses special Account Groups Option to verify Balance Sheet account codes 63

64 Operating Budget Management 64

65 Operating Budget Management Purchasing Fund Verification 65

66 Operating Budget Management Budget Status option Only show account codes with negative Unencumbered Balances or Unexpended Balances Useful for districts that budget to each account code Option assesses each account code; not by group or at Break points 66

67 Operating Budget Management Other Budget Control Features Budget Transfer Requests and Approvals Expense Reimbursements with Requisition option implemented AP Check Requests Impact Available Funds total Credit Card Submission and Approval Import Frequently Impact Available Funds total 67

68 Online References Available from SkyDoc; linked to WESPaC Scroll to the bottom of the left pane 5/8/2013 WASBO

69 Online References Documents applicable to this presentation WSIPC Guide to Human Resources Budgeting WSIPC Guide to Budgetary Data Mining WSIPC Guide SMS 2.0 WSIPC Guide to Financial Management Budgeting WSIPC guides to Account Profile (series) WSIPC guides to SkyPort (series) WSIPC Guide to Budget Transfers (update scheduled for Summer 2013) 5/8/2013 WASBO

70 Questions 5/8/2013 WASBO

71 Thank you Washington School Information Processing Cooperative