Budget Workbook for Agencies Core-CT Finance Upgrade Implementation March 2018
Introduction Budget Workbook for Agencies
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 emails 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
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
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
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
Budget Workbook Overview Budget Workbook for Agencies
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
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
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
Contract Budget Set Up & Approval Budget Workbook for Agencies
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
Budget Definition Entry Create the Budget Definition Add Suppliers in order to Collaborate on the Budget Definition 13
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.
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
Budget Definition Entry/Submission Click Add a New Value tab 16
Budget Definition Entry/Submission Enter the Business Unit, Contract ID, and Funding Period Click Add 17
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
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
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
Budget Definition Entry/Submission Click Save 21
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
Budget Definition Entry/Submission Click External checkbox Enter Supplier s User ID Enter or update Email Address Click + plus button to add internal contacts, including yourself Enter agency Contact s User ID Enter or update Email Address Click Save 23
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
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 Email Address Enter message to be included in the email if needed Click OK 25
Budget Definition Entry/Submission Click OK. At this time, the email 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
Budget Definition Entry/Submission The following email will be sent back to the Sender if the email does not go through 27
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
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
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
Provider Entity Information (Supplier) 31
Provider Entity Information (Supplier) 32
Provider Entity Information (Supplier) 33
Provider Program Information (Supplier) 34
Provider Program Information (Supplier) 35
Provider Program Information (Supplier) 36
Schedule A Salaries (Supplier) 37
Schedule A Salaries (Supplier) 38
Budget Summary Entry/Submission (Supplier) 39
Budget Workbook Process Budget Definition Budget Summary Approval Provider Entity Budget Summary Entry/Submission Provider Program Information Agency Supplier Schedule A Salaries
Budget Summary Approval The following email will be sent to the State Agency user when the Provider Agency submits the Budget Summary 41
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
Budget Summary Approval Enter the Contract ID, Funding Period, or Supplier Name Click Search 43
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
Budget Summary Approval Enter Supplier User ID Enter message to be included in the email if needed Click OK 45
Budget Summary Approval Click OK. The email will now be sent to the Supplier. The Supplier can see the time date stamp of the acceptance. 46
Budget Summary Approval Once the Budget Summary has been approved, run the Contract Budget Report by clicking Print 47
Budget Summary Approval Select PDF or XLS depending on preference, and click Print 48
Budget Summary Approval A new window will open up, showing the Contract Budget Report 49
Contract Budget Approval Demonstration: Submit Contract Budget for Approval Let s watch a demonstration on how to submit a contract budget for approval. 50
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
Budget Workbook Financial Reporting Budget Workbook for Agencies
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
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
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
Multi-Year Contract Budget Report Click on the Add a New Value tab 56
Multi-Year Contract Budget Report Enter Run Control ID Click Add 57
Multi-Year Contract Budget Report Enter Contract ID Enter Funding Period Begin Enter Funding Period End Click Save Click Run 58
Multi-Year Contract Budget Report Select PDF or XLS under Format Click OK 59
Multi-Year Contract Budget Report Click the Process Monitor link 60
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
Multi-Year Contract Budget Report Click View Log/Trace 62
Multi-Year Contract Budget Report Select the file ending in.xls or.pdf, whichever was chosen previously 63
Multi-Year Contract Budget Report The Multi-Year Contract Budget Report is shown below 64
Budget vs Actual Report Process Budget vs Actual Reporting Entry Agency Supplier Budget vs Actual Reporting Approval Budget vs Actual Reporting Submission
Budget vs Actual Report Approval The following email 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
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
Budget vs Actual Report Approval Click Search and click on the Contract ID for the Budget Report that is to be accepted 68
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
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 email if needed Click OK 70
Budget vs Actual Report Approval Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know that the Budget vs Actual Report has been accepted. 71
Budget vs Actual Report Approval Demonstration: Budget vs Actual Report Approval Let s watch a demonstration on how to approve a report. 72
Consolidated Financial Report To view the Consolidated Financial Report, navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Consolidated Financial Report 73
Consolidated Financial Report Click the Add a New Value tab 74
Consolidated Financial Report Enter Run Control ID Click Add 75
Consolidated Financial Report Enter Contract ID and Funding Period Select Report Detail and Report Type Enter Program Code Click Save Click Run 76
Consolidated Financial Report Select PDF or XLS under Format Click OK 77
Consolidated Financial Report Click the Process Monitor link 78
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
Consolidated Financial Report Click the View Log/Trace link 80
Consolidated Financial Report Select the file ending in.xls or.pdf, whichever was chosen previously 81
Consolidated Financial Report The Consolidated Financial Report is shown below 82
Salary Detail Actuals Approval Review the process for approving Salary Detail Actuals 83
Salary Detail Actuals Process Salary Detail Actuals Entry Agency Supplier Salary Detail Actuals Approval Salary Detail Actuals Submission
Salary Detail Actuals Approval The following email will be received by the Agency once the Supplier submits the Salary Detail Actuals Report 85
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
Salary Detail Actuals Approval Enter Contract ID Click Search 87
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
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 email if needed Click OK 89
Salary Detail Actuals Approval Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know that the Salary Detail Actuals Report has been accepted. 90
Budget Workbook Revisions Budget Workbook for Agencies
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
Complete a Revision Approval Once the Supplier submits a revision, an email notification will be sent to the Agency contact for Approval Review revisions submitted by the Supplier Approve the Budget Revisions 93
Budget Revision Process Budget Revision Entry Agency Supplier Budget Revision Approval Budget Revision Submission
Complete a Revision Approval The following email 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
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
Complete a Revision Approval Enter Contract ID 97
Complete a Revision Approval Select the Contract ID that is to be accepted 98
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
Complete a Revision Approval Enter Supplier User ID and confirm the remaining fields populate Enter message to be included in the email if needed Click OK 100
Complete a Revision Approval Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know that the Budget Revision has been accepted. 101
Complete a Revision Approval Click the Schedule A Salaries link 102
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
Complete a Revision Approval Demonstration: Complete a Revision Approval Let s watch a demonstration on how to complete a revision approval. 104
Reset Funding Period Budget Workbook for Agencies
Module Objectives At the end of this module, you will understand how to: Use the same contract ID to reset the funding period 106
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
Reset the Funding Period Click Add a New Value 108
Reset the Funding Period Enter Run Control ID Click Add 109
Reset the Funding Period Enter Business Unit Enter Contract ID 110
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
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
Reset the Funding Period Make sure the Format selected is TXT Click OK 113
Reset the Funding Period Click on the Process Monitor link 114
Reset the Funding Period Click Refresh until Run Status and Distribution Status contain values The process usually completes in less than 60 seconds 115
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
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
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
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 email if needed Click OK 119
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
Reset the Funding Period Demonstration: Reset the Funding Period Let s watch a demonstration on how to Reset the Funding Period. 121
Review and Q&A Budget Workbook for Agencies
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
Questions? Q & A = 124
Congratulations! Go Live is March 26 th. For additional help, utilize the following resources: Subscribe to Daily Mail for updates and notifications. http://www.core-ct.state.ct.us/listserv/dailymail.html Job Aids will be posted on the Core-CT website under SCMT. http://www.core-ct.state.ct.us/financials/ Utilize Footprints to log support tickets. For more information on logging a Footprint ticket: http://www.corect.state.ct.us/help.html 125
Appendix Budget Workbook for Agencies
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
Notify Agency Contacts Enter Contract ID Click Search 128
Notify Agency Contacts Click on the Notification Contracts tab 129
Notify Agency Contacts Click Notify 130
Notify Agency Contacts Click Lookup Recipient 131
Notify Agency Contacts Click Search 132
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
Notify Agency Contacts Select Priority Enter Subject Enter message to be included in the email if needed Click OK 134
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