august 20021 how to read swcap reports. august 20022 reports one swcap report: detail by function

August 2002 1

How to Read SWCAP Reports

August 2002 2

Reports

• One SWCAP report:– Detail by Function

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Detail by Function

• Report provides by State departments:– Central service functions.– Workload used.– Amount apportioned.– Amount to be included in an Indirect

Cost Rate Proposal (ICRP) or Cost Allocation Plan (CAP).

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Reports

Available on the Internet:

http://www.dof.ca.gov/fisa/proswcap/Proswcap.htm

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Detail by Function STATE OF CALIFORNIA - - DEPARTMENT OF FINANCE 7:50 AM 2002-03 SWCAP DETAIL REPORT BY AGENCY 2000-01 2000-01 2002-03 FUNCCODE FUNCTION UNITS WORKLOAD PAST PAST ROLL-FORWARD BUDGET TOTAL YEAR YEAR YEAR ALLOCATED ACTUAL ESTIMATE ESTIMATE ( + ) ( - ) ( = ) ( + ) ( = )

13 Agency: 2920 Technology, Trade, and Commerce Agency

288 004 Finance Audits Hours 40 6,722 5,850 872 6,204 7,076 289 005 Finance Budgets Hours 1181 133,170 127,509 5,661 141,780 147,440 290 010 Finance CALSTARS Dollars 58513 3,683 3,965 -282 3,406 3,124 291 100 Department of Information Technology Dollars 184 18,017 17,089 928 18,786 19,714 292 150 CA Home Page Dollars 58513 0 0 0 3,896 3,896 293 151 State E-mail Dollars 58513 0 0 0 1,456 1,456 294 152 Network Infrastructure Dollars 58513 0 0 0 958 958 295 201 Controller Accounting Records 12201 55,661 42,996 12,665 56,184 68,849 296 202 Controller Claims Audits Warrants 3751 534 5,143 -4,609 539 -4,070 297 203 Controller Payroll Warrants 3634 3,355 1,903 1,452 3,387 4,839 298 204 Controller General Disbursements Warrants 3751 2,095 4,332 -2,237 1,484 -753 299 205 Controller Field Audits Hours 27 1,628 968 660 1,642 2,301 300 211 Controller PPSD(Payroll)/SDD(Systems) Positions 321 18,524 24,220 -5,696 18,697 13,001 301 302 Treasurer Item Processing Warrants 7385 52 168 -116 107 -9 302 303 Treasurer Cash Mgmt. and Public Finance Dollars 58513 4,582 3,479 1,103 6,829 7,933 303 400 State Personnel Board Positions 321 10,718 6,461 4,257 11,168 15,425 304 410 Personnel Administration Positions 321 16,283 8,295 7,988 28,326 36,314 305 500 Victim Comp and Gov Claim Bd, CA Records 6 840 0 840 595 1,434 306 510 Office of Administrative Law Hours 166 34,652 11,162 23,490 37,338 60,828 307 520 State Library Dollars 58513 2,608 2,431 177 2,578 2,755 308 600 Health Benefits for Annuitants(Retired) Dollars 1167743 435,419 381,197 54,222 587,946 642,169 309 605 Justice Legal Hours 194 10,402 7,979 2,423 11,371 13,794 310 799 Bureau of State Audits Hours 817 64,012 536 63,476 67,365 130,841 TOTALS: Technology, Trade, and Commerce Agency 822,957 655,683 167,273 1,012,042 1,179,314

Percent 0.15% 0.13% 0.32% 0.14% 0.15% Summary for 'agency' = 2920 (23 detail records)

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Detail by Function - continued

STATE OF CALIFORNIA - - DEPARTMENT OF FINANCE 7:50 AM 2002-03 SWCAP DETAIL REPORT BY AGENCY 2000-01 2000-01 2002-03 FUNCCODE FUNCTION UNITS WORKLOAD PAST PAST ROLL-FORWARD BUDGET TOTAL YEAR YEAR YEAR ALLOCATED ACTUAL ESTIMATE ESTIMATE ( + ) ( - ) ( = ) ( + ) ( = )



Percent 0.15% 0.13% 0.32% 0.14% 0.15% Summary for 'agency' = 2920 (23 detail records) Function number

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Function name

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Type of workload

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Detail by Function Report Heading

Now let’s look at each part on this report. In the following slides, each part is individually explained.


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Detail by Function Report Heading - continued

Plan year

Plan year is the year of the plan. Plan is developed and included in the Governor’s Budget and State departments budgets.

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Time report run

Time the report was printed.


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Type of workload

Unit is the type of workload; identifies the service or work preformed by the central service agency for the State department.


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Workload for a State department

Actual amount of central service agency workload used by the State department.


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Past year actual

Unit cost for each function is multiplied by the workload for each function for a State department.


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Calculated amount from plan

two years earlier

Past year estimate was the budget year estimate in the plan two years earlier.


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Difference between past year actual and estimate

Roll-forward is difference between past year actual and past year estimate, known as the roll-forward amount.


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Budget year estimate

Budget year estimate is calculated the same way as the past year actual. Amount used is an estimated amount for the central service agency.


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Sum of equation

Sum of equation often calledtotal allocated. Sum of past year actual minus past year estimate equals roll-forward plus the budget year estimate equals total allocated.


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Plan year

Time report run

Workload for aState department Past year actual

Calculated amount from plan two years earlier

Past year actual and estimate difference


Sum of equation

Type of workload

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• Each function has a total, as does each column. Adding up the amount in each column would equal the amount in the total allocated column.

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Let’s look at a Detail by Function report totals to see what they mean.

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Reports

23 799 Bureau of State Audits Hours 5 406 191,148 -190,742 428 -190,314

24 800 Legislature Dollars 518701 132,945 168,136 -35,191 122,448 87,257

Summary for 'agency' = 8100 (27 detail records)TOTALS: Office of Criminal Justice Planning 1,210,808 853,442 357,366 1,362,723 1,720,089

Percent 2.92% 2.56% 4.40% 2.67% 2.91%

Let’s look at report totals.

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Reports - continued

State department total

Agency total is the organization code number and name of the State department.




Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Reports - continued

Budget percentage

per groupingPercent is for the State department. It is developed from all State departments within the Governor's Budget group.




Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Reports - continued

Past year actual

Total of all functions in this column.




Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Reports - continued

Past year estimate





Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Reports - continued

Roll-forward





Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Reports - continued






Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Reports - continued

Total allocated





Percent 2.92% 2.56% 4.40% 2.67% 2.91%

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Percent 2.92% 2.56% 4.40% 2.67% 2.91%

Reports - continued

State department

total

Past year actual

Past year estimate

Roll-forwardBudget year

estimate

Total allocated

Budget percentage per grouping

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We hoped this helped. Please view our other presentations.

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august 20021 how to read swcap reports. august 20022 reports one swcap report: detail by function

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