Budget Maintenance Process Walkthrough

1. Budget Maintenance Process Walkthrough September 15, 2006

2. Agenda • Objectives and Introduction • SAP Key Terms and Concepts • Budget Maintenance Integration in the Employee Lifecycle • High Level Budget Design • SAP Account String Concepts • Budget Planning and Maintenance Calendar • Process Overview: SAP Budget Transfer Process • Key Changes • A Glance into SAP: Selected screenshots from SAP • PBC Financial Flow • Communications and Training Highlights

3. Objectives • Describe the overall Budget Maintenance process from an LAUSD perspective • Explain integration points and how Budget Maintenance is organized in SAP • Provide insight into Budget Maintenance process flow • Communicate the Budget key change impacts • Provide a first glance into the BPS folder • Encourage feedback and provide opportunity to ask questions about BTS before training • Provide practical information about training and communication

4. SAP Key Terminology SAP: The name of the software vendor and its core integrated product: “System Applications and Products” (SAP R/3) BTS (Business Tools for Schools): The name of the project and the name of the new LAUSD system Release 2: BTS is being implemented in 3 phases called “releases.” Release 2 will go-live (become active) on January 1, 2007 and includes payroll and time, human resources, benefits, budget and position control functionality Human Resources (HR): An SAP module for optimizing and controlling workforce planning

5. Create Budget & Position Control Identify Candidates Recruit Candidates Hire Employees Run Payroll Post to Finance Report Time Administer Benefits The Employee Lifecycle Create Organizational Structure Identify Vacancy in Organizational Structure

6. SAP Budget - Related Key Terminology Budget Planning & Simulation (BPS): SAP solution for Strategic Enterprise Management. BW/BPS is the abbreviation for Business Warehouse/Business Planning & Simulation. BW is a reporting tool that retrieves and integrates summarized and detail data from SAP Position Budget Control (PBC): An SAP module for integrated personnel cost/budget planning Personnel Cost Planning (PCP): An SAP module used for planning positions, salaries and benefits. PCP calculates planned cost based on Employee Master Data. Cost information is transferred to the BPS folders Funds Management (FM): Where budgeted revenues and expenditures for individual areas of responsibility are managed. In FM, future funds movements are managed and controlled according to a distributed budget. FM prevents the exceeding of a budget Examples of funds set up as master data in FM: 010 General Fund, 110 Adult Education, 120 Child Development Delimiting:Delimiting is attaching an end date to a record. When you create or copy an infotype, the old data is not lost but is stored as history for reporting purposes

7. High Level Budget Design

8. High Level Budget Design

9. SACS-Compliant SAP Account String

10. SAP Master Data Integration

11. Budget Planning and Maintenance Calendar

12. Central Office Planning and Maintenance Calendar

13. Budget Planning and Maintenance Calendar

14. Legend Budget Maintenance - Part of the Wider System Integration Budget Maintenance

15. Budget Maintenance Information Flow and Activities SAP Workflow Process

16. What Has Changed?

17. What Has Changed? (cont.)

18. Key Changes (Budget Maintenance) • Budget users will have to understand the account string structure for the funds they are dealing with • Budget users will access integrated data for budget and employee positions when making personnel budget decisions • Reports: Individuals who are identified as budget planners or budget maintainers will have access to standard BW reports

19. Key Changes (Position Budget Control) • With SAP, several funding attributes can be attached to one position, therefore no need for multiple positions because of multiple funding sources • HR and Budget attributes will be populated automatically when a new position is created • When a position is closed, budget will defund the position, HR will delimit the position • Positions will be committed using actual employees‘ step and salary schedule • Immediate display of employee’s costs, and impact to Commitment Items and Budgets

20. A Glance at SAP: Budget Planning Folders • Budget layouts are divided into five folders: • Budget Planning & Maintenance • Revenue Planning Maintenance • Growth Planning • Reduction Planning & Maintenance • Augmentation Planning A folder contains budget layouts that are used to input and store the budget information that interacts with other information in the SAP system such as HR and Payroll

21. Budget Maintenance Folder(Variables/Header-Section 1) Header/Variable information for the budget transfer (section 1)

22. Budget Maintenance Folder Layout (Section 2) ed version • The Budget Transfer Form resides in an MS Excel layout and will accept all standard Excel functions • The header/variable information in section 1 populates in the first six rows of the Excel form (section 2)

23. Budget Maintenance Folder Layout (Section 3) • In this example, we: • Perform a position to position transfer • Close a manager/director position • Create two new computer specialist/information developer positions

24. Budget Maintenance Folder Layout (Section 3) Note the Positive and Negative values in the From/To Amount field required to close one position and use the funds to open two new positions 10

25. Position Budget Control Process Overview

26. Communications and Training Highlights 2007 2006 Dec Jan Aug Sept Oct. Nov Process Walkthroughs On- going specific messages End User Training Go Live Campaign My change and training guide

27. Budget Training Curriculum July 2007 January - February 2007 October - December 2006 Budget Budget Basic Navigation Budget & Position Control BU200 Revenue & Expenditure Proj. 8 hrs ELT BU270 Specialized Planning 2 hrs ILT BU210FinancialForecasting 8 hr ELT R3100 Basic Navigation 1 hr WBL BU100 Budget Overview Central Office 4 hrs ILT BU262 Budget Maint. Budget Services 1 hr ILT BU280 Budget Planning 5 hrs ILT BU220 Prelim. Provisional & Final Budgets 8 hrs ILT BPS100 Budget Planning & Simulations 1 hr WBL 3 Hours BU105 Budget Overview Schools 6 hrs ILT BU265 Budget Maint. Schools 4 hrs ILT WBL – 3 BU230 ResourceAllocation 8 hrs ELT BU301 Budget SystemAdmin (Part 2) 4 hrs ELT BU200 Revenue & ExpenditureProjections 8 hrs ELT BU300 Budget System Admin (Part 1) 4 hrs ELT WI100 Account String Wizard 1 hr WBL Hours Grand Total 87 Target Audience Size 368 BU250 Budget Norming 8 hrs ELT MR200 BTS Mgmt Reports 2 hr WBL BU260 Budget Maintenance 6 hrs ILT PC200 Position Change Processing 8 hrs ELT 43 Hours 5 Hours 41 Hours WBL – 5 ILT – 15 ELT – 28 ILT = Instructor Led Training WBL = Web Based Learning ELT – 20 ILT – 21 VC = Virtual Classroom RVC = Recorded Virtual Classroom ELT = Expert Led Training

28. More Project Information • To learn about the BTS project: • Check out the BTS Website (www.lausd.net/bts) • E-mail bts@lausd.net

29. Questions • Before leaving the room, please make sure that you have • Signed in • Completed the process walkthrough assessment survey

30. Thank You