Budget Preparation Executive Overview

1. Budget Preparation Executive Overview Executive Overview

2. Course Outline Executive Overview Objectives Overview 2006 Budget Manual Screen Layout Overview Queries & Reports Appendices Support Executive Overview

3. Objectives • Discuss Budget Process • Explain Terms & Concepts • Describe Process Changes • View 2006 Budget Manual • Execute Queries (Reports) • Use Appendix Materials • Review Support Process • Summary Executive Overview

4. Overview • SYSTEM • New system within SAP called Business Information Warehouse (BW) • Budget Prep System in SAP is replacing BUDR & BUDF systems • Separate logon from SAP R/3 Production • User ID is same • Initial password: tarrXXXX where XXXX is last four digits of your social security number Executive Overview

5. Overview • SCOPE • Starting 2007 budget year and subsequent years, all budget requests for operating expense funds, revenue and special purpose budgets will be included • Does not include Grants except for Cash Match and Operating Subsidy • Cash Match 592011 • Operating Subsidy 592021 Executive Overview

6. Overview (cont’d) • What’s included in Department Entry for 2006 budget year? • Operating expense budgets for following funds • 10000 – General Fund (most departments) • 26100 – Road and Bridge (Precincts and Transportation) • 32100 – Debt Service (Budget Office) • Special purpose budgets • T0400 – Public Health • 51100 – Resource Connection • 21100 – County Clerk • 21300 – County Clerk Executive Overview

7. Overview (cont’d) • What’s not included in Department Entry for 2006 budget year? • Special Purpose Budgets • Departments with other special purpose budgets may elect to enter these in the new system in the April/May timeframe • Another option is to wait until August timeframe (except those indicated on pg. 6) and provide to Budget Office via spreadsheets (current process) • Revenue and cash carry forward (CCF) will not be available during department entry timeframe • Revenue • Follow existing manual process for 2006 • Audit Department will run parallel systems to validate new system design Executive Overview

8. Versions * Dates are approximate and will vary each year. Executive Overview

9. Tarrant County Budget Prep Timeline 4/4 9/30 Budget Prep Kickoff Approved Budget Instructions Available for Departments Final budget loaded into SAP R/3 Funds Mgmt. 8/15 – 9/30 4/4 – 5/13 5/13 – 7/1 7/1 – 8/15 Version D Version A Version C Version B Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 5/13 – 6/15 8/15 – 9/30 Department Meetings Budget Hearings NOTE: Dates are approximate and will vary each year. Executive Overview

10. Budgeting Fund Centers Executive Overview

11. Budgeting Fund Center • Level to manage budget(s) • One or more per department • Department heads determine budgeting fund centers • Fund centers roll up to budgeting fund center(s) • Budgeting fund centers roll up to fund center groups • Fund center groups are control level for budgets • Alpha abbreviations for budgeting fund centers set up in R/3 to view actual expenses at same level as budgets Executive Overview

12. Terms & Concepts Executive Overview

13. Terms & Concepts Executive Overview

14. Terms & Concepts Executive Overview

15. Terms & Concepts Executive Overview

16. Department Process Changes Executive Overview

17. Department Process Changes Executive Overview

18. 2006 Budget Manual • The budget manual contains: • Salary Structure • Fund and Funds Center List • Grants Listing • Commitment Item Account Codes • Revenue Account Codes • Purchasing Information • The budget manual is available on the training website and the budget office link from Tarrant County website Executive Overview

19. Screen Layouts Overview • Department Summary (enter one time for entire department) • Mission Statement • Accomplishments • Objectives • Workload Measures • Department Budget Entry (existing programs and positions) • Budget Requests • Capital Requests • Reclassification Requests • Decision Package (new programs, positions or capital >$500K) • Program Summary • New Positions • Package Requests • Capital Requests • Revenue Projections Executive Overview

20. Layout Screen Features Budget Planning Work Area Document Indicator Executive Overview

21. Budget Reporting Tools Executive Overview

22. Query Report Overview BW (Budget System) Mobius (Document Direct) SAP BW Reports Text-enhanced Crystal Reports Funds Mgt. & Budget Rollup Reports R/3 Nightly Updates from SAP Loaded in Document Direct Repository on pre-determined schedule Crystal Updates every 15 minutes from BW Text-enhanced Crystal Reports Executive Overview

23. Report Cross Reference Appendix PY = Previous Budget Year CY = Current Budget Year NY = New Budget Year Executive Overview

24. BW Reports (RRMX) To execute a BW report, choose the button and select “Workbooks” Executive Overview

25. BW ReportsSelecting A BW Report Highlight the desired report (ex: Budget Request) and click the button. Executive Overview

26. BW ReportsSpecifying Report Selection Criteria After entering your desired selection criteria (fund, budgeting fund center, etc.), press the button. Note: The button can be used to save your report settings as a variant and the button to retrieve previously saved variants. The button will display only if you have saved at least one (1) variant. Executive Overview

27. BW Report Screen Features Excel Menu/Toolbar Query Button Toolbar Query Display Area Drilldown Buttons After executing a report, you can print it or save it as an Excel spreadsheet using the Excel menu/toolbar. Executive Overview

28. BW Text-Enabled Crystal Reports To view the Crystal reports, select the button to view your user menu. Next, you will need to double-click on the desired report (ex: Departmental Text Summary) from the Crystal menu. Executive Overview

29. BW Text-Enabled Crystal Reports(2 Logons – Use BW User Name/Password) WEB APPLICATION SERVER LOGON: CRYSTAL LOGON: Executive Overview

30. BW Text-Enabled Crystal Reports Selection Screen Enter your selection criteria -- fund, budgeting fund center, budget year -- using the buttons. Then press the button to run the report. Executive Overview

31. BW Text-Enabled Crystal Reports(Final Logon – Use BW User Name/Password) DATABASE LOGON: Executive Overview

32. BW Text-Enabled Crystal ReportsReport Output To print the report, click on the button and specify the desired printer. Executive Overview

33. FM Budget Rollup Report(R/3 transaction code ZFMCA) To execute the Rollup Budget Report, double-click on it. Executive Overview

34. FM Budget Rollup ReportRollup Report Selection Screen To execute the report, enter fiscal year, period, fund, fund center group or budgeting fund center designation, and commitment item group. Press the button. Executive Overview

35. FM Budget Rollup ReportSelecting the Rollup Budget Report To execute the report, double-click on Executive Overview

36. Appendices • Budgeting Fund Centers (BW and R/3) • Budget Report Cross Reference List Executive Overview

37. Need Help? 1 Review your training materials and notes. 2 Review tutorials on training website http://www.tarrantcounty.com/titan/lib/titan/training/index.asp 3 Ask your peers for assistance Call the Department Budget Support Hotline at: 817-884-1520 4 5 Email the Training Mailbox at: titansaptraining@tarrantcounty.com Executive Overview

38. Summary • Discuss Budget Process • Explain Terms & Concepts • Describe Process Changes • View 2006 Budget Manual • Execute Queries (Reports) • Use Appendix Materials • Review Support Process • Summary Executive Overview

39. Questions? Executive Overview