CCSESA Session II Budget Explorer Overview District, County Offices & Charter Schools

1. B U D G E T   E X P L O R E R   v. 5. 0 Multiyear Financial Forecasting Software for K-12 School Agencies CCSESA Session II Budget Explorer Overview District, County Offices & Charter Schools • Presented by: • Anthony Bridges, CFE, Deputy Executive Officer • Marisa Ploog, CPA, Fiscal Intervention Specialist

2. MULTI YEAR FINANCIAL PROJECTION PAST PRACTICE • Pre-SACS Requirements • Simple Spreadsheets • COE requested to demonstrate basis for SACS certifications • Post-SACS Requirement • Multiple format spreadsheets • Basic Entry SACS form

3. CASH FLOW PROJECTIONSPAST PRACTICE • Accounting exercise – no deferrals • Just another form requirement • Spread budget balances evenly over remaining months

4. MULTI YEAR AND CASH FLOW PROJECTIONSUsing Budget Explorer • MYFP/cash flow are significant technical tools • MYFP is a significant communications tool • Assumption details are critical when it comes to MYFP Most accurate in the base year, least accurate in the last year (year 3 generally) • The SSC Dartboard keeps us consistent statewide • Preparing a MYFP or cash flow may feel like an “immunity challenge”

5. MULTI YEAR AND CASH FLOW PROJECTIONSUsing Budget Explorer • Provides for detailed analysis • New focus on resource/program demands today AND tomorrow • Identify and document MYFP shortfalls early on to provide greater response time • Provides a path for COE’s & Districts to build “Alliances” to strategize and prevent being voted off the island • Teaching moments

6. BUDGET EXPLORER FRAMEWORK • Multi-year Financial Projections • Detail options • Enrollment forecasting • Salary and benefit forecasting • Cash Flow Projection • Detail options • Deferral schedules • Disclosure of Collective Bargaining • Fiscal Health Analysis

7. MAXIMIZING BE PERFORMANCE • Supports any internet browser including: • Google Chrome, Firefox, Safari, Internet Explorer • New Server Hardware, Virtual Server Environment • Optimized software

8. BE MODEL MANAGEMENT • Creating a new model • Import SACS file • Detail limited to SACS roll up • Locally defined resources must be established and redistributed • Import from financial system • Requires coordination with COE & technology services • Greater detail – all resources – detailed object codes • Copying an existing model • Retails detail & rules • Updates may be needed

9. CREATING & MANAGING PROJECTIONS

10. SHARE PROJECTIONBuilding Alliances Between Districts & COEs • Select projection (mouse over and click) • Click button • On the projection sharing screen select User and click button for Read-only group or Read-write group

11. NAVIGATION TREE • Summary– Unrestricted – Restricted • Import from SACS file roll up • -Add resources for locally defined • -Deleting resources with no activity

12. TAB 1.) HOME – Projection Adjustments • General projections settings listed on mouse over • Home page Statistics section contain links to projection adjustments • Upload Base values • Change projection title • Change number of years to forecast • Enable/disable audit logging

13. TAB 1.) HOME – Audit Log • Audit log is enabled by default • Use report page to revise audit log for the projection

14. TAB 2.) RULES • Rules drive assumptions • Rules never affect the “base year” (Budget Import) • Based on SSC Dartboard • Rules can be modified for specific resources or objects • Hovering mouse over rule icon

15. TAB 3.) ENR/ADA/STAFFING • Extra care here can make a big difference in the MYFP • Has a direct affect on projected: • ADA population • Revenue Limit sources • Prefill from CBEDS • Projection methods Cohort progression Kindergarten

16. SALARY FORECASTER • Allows for greater detail in future costs • Managed by resource • Only salaries in object 1100

17. TAB 5. REVENUE LIMIT (District) Base revenue limit per ADA imports from SACS form RL ADA data imports from Enrollment and ADA screens

18. TAB 5.) REVENUE LIMIT (COE)

19. TAB 5.) REVENUE LIMIT (COE)

20. TAB 7.) AUTO BAL • Used to balance resources with negative ending fund balances in MYFP • Make all adjustments first! (including indirects) • This step is usually done last when completing MYFP • Two approaches: • Reduce 4s, 5s, 6s (but you can change the sequence) • Contribution from unrestricted (SpEd, RRM & Transportation)

21. EDIT VALUES From resource screen this option provides you with detail across all resources for a particular object code. Good for balancing detail such as 8980, 8990, and 7310. May require further drill down to access……..

22. TAB 6.) CASH FLOW • Matches budget data in the resource summary • Multiyear cash flow projection • Established projection schedules • Cash deferrals schedules are updated • Revenue by resource detail or aggregate • Expenditures alwaysaggregate • No required entry order • FCMAT cash flow tutorial

23. CASH FLOW ACTUALS - Upload • Actuals can be uploaded from file using button • CSV file format can be found on the Upload cash flow actuals window under sample file link • Select action for objects and import mode

24. CASH FLOW CREATION If you did not enter your balance sheet information when you initially created your model start by selecting “create projection” and enter them. You can also enter them directly on the cash flow screen.

25. ADDING ADDITIONAL ASSET & LIABILITY ACCOUNTS Clicking the icons in the asset or liability GL section will provide you with additional common object code selections

26. CHECKING YOUR BALANCES Checking your balances: + Beginning cash + Budgeted revenue - Budgeted expenditures + General ledger asset balances - General ledger liability balances = Projected Ending Fund Balance

27. ACCESSING THE CASH FLOW PROJECTION

28. DETAIL REVENUE TRANSACTIONS • Revenue data is stored by individual resource and object • Access and enter revenue transaction detail by clicking on the object code series

29. PROJECTION DISTRIBUTION SCHEDULES • BE automatically includes the updated deferral schedules • Revenue receipt schedules established by funding source/resource • Expenditure disbursement schedules established for each major object code range • Established schedules can be viewed by selecting the tab on the cash flow

30. TAB 8.) TOOLS • Disclosure of Collective Bargaining Template • Fiscal Health Risk Analysis Report

31. TAB 9.) REPORTS

32. BUDGET EXPLORER FOR CHARTER SCHOOLS • 983 Charter Schools year to date • Approximately 100 charters schools approved annually • FCMAT is in the software development process • Anticipated release in August\September of 2012 • Includes calculations for the General Purpose Apportionment and Block Grants • Software using “Wizard” approach with questions to populate data

33. BUDGET EXPLORER FOR CHARTER SCHOOLS

34. FCMAT Questions & Answers Thank You