Budget Workbook for Agencies Core-CT Finance Upgrade Implementation. March 2018

Transcription

1 Budget Workbook for Agencies Core-CT Finance Upgrade Implementation March 2018

2 Introduction Budget Workbook for Agencies

3 Welcome to the Budget Workbook Training Introductions o Introduce yourself, your role, and how you use the Budget Workbook Housekeeping o Cell phones off o Limit calls and s to break times o Review location of restrooms and exits This course will provide information on how Agencies will use the budget workbook, including navigating to the workbook in Core-CT, utilizing the budget workbook, approving the budget and subsequent financial reporting. 3

4 Course Objectives At the end of this course, you will understand how to: Approve a Contract Budget Explain how a Supplier will submit the Budget Review and approve Financial Reports Explain how the Supplier will complete budget revisions Review and Approve Budget Revisions Review and Reset the Funding Period for Multi-Year Contracts 4

5 Today s Schedule Module Name Budget Workbook Overview Contract Budget Set Up & Approval Budget Workbook Financial Reporting Break Budget Workbook Revisions Reset Funding Period Review and Q&A Duration 30 minutes 60 minutes 30 minutes 15 minutes 45 minutes 15 minutes 15 minutes 5

6 Key Symbols Used in this Course This course uses the following key symbols to depict various references: Guidelines Tips & Tricks Job Aids Demonstration Exercise 6

7 Budget Workbook Overview Budget Workbook for Agencies

8 Module Objectives At the end of this module, you will understand how to: Explain the Budget Workbook functionality List the expectations of using the Budget Workbook Review the roles that will interact with the Budget Workbook Provide Chart Account Definitions 8

9 Roles and Responsibilities User Type Role Name Role Description Internal CT_F_A_BW_BUDGET_APPROVER Agency budget workbook approver. User responsible for reviewing and approving the supplier submitted budget workbook pages. This can be the same user as the CT_F_A_BW_BUDGET_PROCESSOR. Internal CT_F_A_BW_BUDGET_PROCESSOR Agency budget workbook user responsible for managing the completion of the budget workbook by both the agency and provider. The user may complete all or parts of the Budget Workbook pages, manage the supplier's submission, and review all or parts of the supplier's submission. 9

10 Roles and Responsibilities, cont. User Type Role Name Role Description Internal CT_F_A_BW_BUDGET_VIEWER Agency program and/or budget staff who require view-only access to the Budget Workbook pages. Internal CT_F_C_BW_UCOA_ADMIN Office of Policy and Management (OPM) and Core-CT team only access to UCOA configuration page. External CT_F_SUPPLIER_BW_BUDGET_USER External budget workbook user responsible for completing the budget workbook pages on behalf of the supplier's organization via the supplier portal. Internal CT_SCMT_Report Maker Can create and run reports 10

11 Contract Budget Set Up & Approval Budget Workbook for Agencies

12 Module Objectives At the end of this module, you will understand how to: Navigate to the Budget Workbook in Core-CT Create the Budget Definition Collaborate with the Supplier Approve the Budget Summary 12

13 Budget Definition Entry Create the Budget Definition Add Suppliers in order to Collaborate on the Budget Definition 13

14 Budget Workbook Process Budget Definition Budget Summary Approval Provider Entity* Budget Summary Entry/Submission Provider Program Information Agency Supplier Schedule A Salaries *Provider Entity is not specifically tied to the Budget Workbook, the Supplier completes this when they have access to the Supplier Portal.

15 Budget Definition Entry/Submission Once a procurement contract is in open status, the Budget Definition Entry can begin. Navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Definition 15

16 Budget Definition Entry/Submission Click Add a New Value tab 16

17 Budget Definition Entry/Submission Enter the Business Unit, Contract ID, and Funding Period Click Add 17

18 Budget Definition Entry/Submission Enter Funding Period begin and end dates Do not click Submit yet Select the appropriate action under Reporting Requirement and Payment Basis Each checkbox selected will be the content of the Budget Workbook, so select that checkboxes that will be used 18

19 Budget Definition Entry/Submission Enter Line, Program Name, Program Code, Funding Period Begin, Funding Period End, Level of Care, and DDAP Code Select the appropriate action under Reporting Requirement Click the Funding Distribution icon 19

20 Budget Definition Entry/Submission Enter Distribution Line, Amount, Account, SID, ChartField 2, and Project fields Account The four digit code that selects where the funding will be coming from Click + plus button to add additional distribution lines Click OK 20

21 Budget Definition Entry/Submission Click Save 21

22 Budget Definition Entry/Submission The following shows how to add Processors, Approvers, and Suppliers to collaborate on the Budget Definition Click on the Notifications Contacts tab to enter the names of the Collaborators 22

23 Budget Definition Entry/Submission Click External checkbox Enter Supplier s User ID Enter or update Address Click + plus button to add internal contacts, including yourself Enter agency Contact s User ID Enter or update Address Click Save 23

24 Budget Definition Entry/Submission Return to the Budget Definition tab Click Submit. This will open up the Submission Notification screen where the Supplier will be notified that the Budget is ready to be collaborated on. 24

25 Budget Definition Entry/Submission Enter Supplier User ID and make sure the following fields autofill The Supplier Administrator will set up the User ID, and the Agency will need to submit a CO-1092 form for the Supplier to gain access to the Budget Workbook Review and/or Update Address Enter message to be included in the if needed Click OK 25

26 Budget Definition Entry/Submission Click OK. At this time, the will be sent to the Supplier. The Supplier will now know what Budget Pages need to be completed and can click the hyperlink to start the process. 26

27 Budget Definition Entry/Submission The following will be sent back to the Sender if the does not go through 27

28 Set Up a Contract Budget Demonstration: Set Up a Contract Budget Let s watch a demonstration on how to set up a contract budget. 28

29 Set Up a Contract Budget Exercise 1: Set Up a Contract Budget Let s set up a Contract Budget! Locate Exercise 1 and follow the instructions to set up a Contract Budget. 29

30 Contract Budget Approval Prior to Budget Summary Approval, the Supplier completes the following pages: Provider Entity Page Provider Program Information Page Schedule A Salaries Budget Summary Entry/Submission Once the Budget Summary is approved, it becomes the Contract Budget Budget Definition Budget Summary Approval Provider Entity Budget Summary Entry/Submission Provider Program Information Schedule A Salaries 30

31 Provider Entity Information (Supplier) 31

32 Provider Entity Information (Supplier) 32

33 Provider Entity Information (Supplier) 33

34 Provider Program Information (Supplier) 34

35 Provider Program Information (Supplier) 35

36 Provider Program Information (Supplier) 36

37 Schedule A Salaries (Supplier) 37

38 Schedule A Salaries (Supplier) 38

39 Budget Summary Entry/Submission (Supplier) 39

40 Budget Workbook Process Budget Definition Budget Summary Approval Provider Entity Budget Summary Entry/Submission Provider Program Information Agency Supplier Schedule A Salaries

41 Budget Summary Approval The following will be sent to the State Agency user when the Provider Agency submits the Budget Summary 41

42 Budget Summary Approval After the Supplier has collaborated, navigate to the Budget Summary page to approve the Budget: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Summary 42

43 Budget Summary Approval Enter the Contract ID, Funding Period, or Supplier Name Click Search 43

44 Budget Summary Approval Review the Budget Summary information Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Budget is accepted. 44

45 Budget Summary Approval Enter Supplier User ID Enter message to be included in the if needed Click OK 45

46 Budget Summary Approval Click OK. The will now be sent to the Supplier. The Supplier can see the time date stamp of the acceptance. 46

47 Budget Summary Approval Once the Budget Summary has been approved, run the Contract Budget Report by clicking Print 47

48 Budget Summary Approval Select PDF or XLS depending on preference, and click Print 48

49 Budget Summary Approval A new window will open up, showing the Contract Budget Report 49

50 Contract Budget Approval Demonstration: Submit Contract Budget for Approval Let s watch a demonstration on how to submit a contract budget for approval. 50

51 Contract Budget Approval Exercise 2: Submit the Contract Budget for Approval Let s submit the contract budget for approval! Locate Exercise 2 and follow the instructions to submit the contract budget for approval. 51

52 Budget Workbook Financial Reporting Budget Workbook for Agencies

53 Module Objectives At the end of this module, you will understand how to: Navigate to the Reporting functionality in Core-CT Review and approve the financial reports submitted by Supplier Collaborate with the Supplier for corrections and errors 53

54 Reporting Overview Report Type Supplier Role Agency Role Multi-Year Contract Budget Report Run the Report Run the Report Budget vs Actual Reporting Entry and Submission Approval Consolidated Financial Report Run the Report Run the Report Salary Detail Actuals Reporting Entry and Submission Approval 54

55 Multi-Year Contract Budget Report To view the Multi-Year Contract Budget Report, navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Multi-Year Contract Bud Report 55

56 Multi-Year Contract Budget Report Click on the Add a New Value tab 56

57 Multi-Year Contract Budget Report Enter Run Control ID Click Add 57

58 Multi-Year Contract Budget Report Enter Contract ID Enter Funding Period Begin Enter Funding Period End Click Save Click Run 58

59 Multi-Year Contract Budget Report Select PDF or XLS under Format Click OK 59

60 Multi-Year Contract Budget Report Click the Process Monitor link 60

61 Multi-Year Contract Budget Report Click Refresh until Run Status and Distribution Status contain values The process usually completes in less than 60 seconds Click the Details link 61

62 Multi-Year Contract Budget Report Click View Log/Trace 62

63 Multi-Year Contract Budget Report Select the file ending in.xls or.pdf, whichever was chosen previously 63

64 Multi-Year Contract Budget Report The Multi-Year Contract Budget Report is shown below 64

65 Budget vs Actual Report Process Budget vs Actual Reporting Entry Agency Supplier Budget vs Actual Reporting Approval Budget vs Actual Reporting Submission

66 Budget vs Actual Report Approval The following will be received by the Agency once the Supplier submits the Budget vs Actual Report. The Agency can click the hyperlink or follow the navigation on the following slide. 66

67 Budget vs Actual Report Approval Once the Supplier has submitted the report, the Approver will accept the Budget vs Actual Report by navigating to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget vs Actual Reporting 67

68 Budget vs Actual Report Approval Click Search and click on the Contract ID for the Budget Report that is to be accepted 68

69 Budget vs Actual Report Approval Review the Budget vs Actuals information Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Budget vs Actual Report has been accepted. 69

70 Budget vs Actual Report Approval Enter the Supplier User ID and make sure the rest of the fields populate Enter message to be included in the if needed Click OK 70

71 Budget vs Actual Report Approval Click OK. At this time, the will be sent to the Supplier. The Supplier will now know that the Budget vs Actual Report has been accepted. 71

72 Budget vs Actual Report Approval Demonstration: Budget vs Actual Report Approval Let s watch a demonstration on how to approve a report. 72

73 Consolidated Financial Report To view the Consolidated Financial Report, navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Consolidated Financial Report 73

74 Consolidated Financial Report Click the Add a New Value tab 74

75 Consolidated Financial Report Enter Run Control ID Click Add 75

76 Consolidated Financial Report Enter Contract ID and Funding Period Select Report Detail and Report Type Enter Program Code Click Save Click Run 76

77 Consolidated Financial Report Select PDF or XLS under Format Click OK 77

78 Consolidated Financial Report Click the Process Monitor link 78

79 Consolidated Financial Report Click Refresh until Run Status and Distribution Status contain values The process usually completes in less than 60 seconds Click the Details link 79

80 Consolidated Financial Report Click the View Log/Trace link 80

81 Consolidated Financial Report Select the file ending in.xls or.pdf, whichever was chosen previously 81

82 Consolidated Financial Report The Consolidated Financial Report is shown below 82

83 Salary Detail Actuals Approval Review the process for approving Salary Detail Actuals 83

84 Salary Detail Actuals Process Salary Detail Actuals Entry Agency Supplier Salary Detail Actuals Approval Salary Detail Actuals Submission

85 Salary Detail Actuals Approval The following will be received by the Agency once the Supplier submits the Salary Detail Actuals Report 85

86 Salary Detail Actuals Approval The Approver will accept the Salary Detail Actuals by navigating to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Salary Detail Actuals 86

87 Salary Detail Actuals Approval Enter Contract ID Click Search 87

88 Salary Detail Actuals Approval Review the Submitted Salary Details. Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Salary Detail Actuals has been accepted. 88

89 Salary Detail Actuals Approval Enter the Supplier User ID and make sure the rest of the fields populate Enter message to be included in the if needed Click OK 89

90 Salary Detail Actuals Approval Click OK. At this time, the will be sent to the Supplier. The Supplier will now know that the Salary Detail Actuals Report has been accepted. 90

91 Budget Workbook Revisions Budget Workbook for Agencies

92 Module Objectives At the end of this module, you will understand how to: Review revisions in the Budget Workbook in Core-CT Approve budget revisions in Core-CT 92

93 Complete a Revision Approval Once the Supplier submits a revision, an notification will be sent to the Agency contact for Approval Review revisions submitted by the Supplier Approve the Budget Revisions 93

94 Budget Revision Process Budget Revision Entry Agency Supplier Budget Revision Approval Budget Revision Submission

95 Complete a Revision Approval The following will be received by the Agency once the Supplier submits the Budget Revision. The Agency can click the hyperlink or follow the navigation on the following slide. 95

96 Complete a Revision Approval The Approver will approve the Revised Budget by navigating to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Revision 96

97 Complete a Revision Approval Enter Contract ID 97

98 Complete a Revision Approval Select the Contract ID that is to be accepted 98

99 Complete a Revision Approval Review the Revisions that have been made by the Supplier The Supplier can continue to make changes as long as the revision is in Submitted Status Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Budget has been Submitted for revision. 99

100 Complete a Revision Approval Enter Supplier User ID and confirm the remaining fields populate Enter message to be included in the if needed Click OK 100

101 Complete a Revision Approval Click OK. At this time, the will be sent to the Supplier. The Supplier will now know that the Budget Revision has been accepted. 101

102 Complete a Revision Approval Click the Schedule A Salaries link 102

103 Complete a Revision Approval Confirm that the Status is Accepted Confirm that the line items are un-editable. The + plus and - minus buttons that are normally present will not be there. 103

104 Complete a Revision Approval Demonstration: Complete a Revision Approval Let s watch a demonstration on how to complete a revision approval. 104

105 Reset Funding Period Budget Workbook for Agencies

106 Module Objectives At the end of this module, you will understand how to: Use the same contract ID to reset the funding period 106

107 Reset the Funding Period To reset the funding period on a Multi-Year Contract navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Reset Funding Period 107

108 Reset the Funding Period Click Add a New Value 108

109 Reset the Funding Period Enter Run Control ID Click Add 109

110 Reset the Funding Period Enter Business Unit Enter Contract ID 110

111 Reset the Funding Period Confirm the Contract Begin Date and Contract End Date populate Confirm the Funding Period dates populate Confirm Source Version defaults to max version of Accepted Budget Summary; however, the field is editable based on the versions available for the specified funding period. 111

112 Reset the Funding Period Confirm Target Funding Period populates with the next available funding period Enter the new Target Funding Period dates Click Save Click Run 112

113 Reset the Funding Period Make sure the Format selected is TXT Click OK 113

114 Reset the Funding Period Click on the Process Monitor link 114

115 Reset the Funding Period Click Refresh until Run Status and Distribution Status contain values The process usually completes in less than 60 seconds 115

116 Submit Budget with New Funding Period Navigate back to the Budget Definition page to submit the new Budget Summary Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Definition 116

117 Submit Budget with New Funding Period Enter the Business Unit, or Contract ID Select the created contract that contains the next number in the Funding Period sequence and Draft status in the Budget Definition Status column 117

118 Submit Budget with New Funding Period Click Submit. This will open up the Submission Notification screen where the Supplier will be notified that the Budget s funding period has been changed. 118

119 Submit Budget with New Funding Period Enter Supplier User ID and make sure the rest of the fields populate Enter message to be included in the if needed Click OK 119

120 Submit Budget with New Funding Period Click OK. From here, data in the Provider Program Information, Schedule A Salaries, and Budget Summary pages can be confirmed/updated. 120

121 Reset the Funding Period Demonstration: Reset the Funding Period Let s watch a demonstration on how to Reset the Funding Period. 121

122 Review and Q&A Budget Workbook for Agencies

123 Summary Let s review our Learning Objectives. You should now be able to: Approve a Contract Budget Explain how a Supplier will submit the Budget Summary Review and approve Financial Reports Review and approve Budget Revisions Review and Reset the Funding Period for Multi-Year Contracts 123

124 Questions? Q & A = 124

125 Congratulations! Go Live is March 26 th. For additional help, utilize the following resources: Subscribe to Daily Mail for updates and notifications. Job Aids will be posted on the Core-CT website under SCMT. Utilize Footprints to log support tickets. For more information on logging a Footprint ticket: 125

126 Appendix Budget Workbook for Agencies

127 Notify Agency Contacts The following shows how to notify Agency Contacts about the Budget Definition Navigate to the Budget Definition page: Main Menu > Core- CT Financials > Supplier Contracts > Budgeting > Budget Definition 127

128 Notify Agency Contacts Enter Contract ID Click Search 128

129 Notify Agency Contacts Click on the Notification Contracts tab 129

130 Notify Agency Contacts Click Notify 130

131 Notify Agency Contacts Click Lookup Recipient 131

132 Notify Agency Contacts Click Search 132

133 Notify Agency Contacts Click the To checkboxes for the recipients of the notification The cc and bcc are also options for recipients Click Add to Recipient List Click OK 133

134 Notify Agency Contacts Select Priority Enter Subject Enter message to be included in the if needed Click OK 134

135 Frequently Asked Questions Q: Can you have multiple funding periods for the same contract? A: Yes Q: Can suppliers see past budgets? A: Yes 135