trails to position control budgeting · board of trustees general public negotiations imports...
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TRAILS TO POSITION CONTROL BUDGETING
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Arin Simonyan
Finance Product Area Team Manager
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Kathy Carlson
Implementation Project Manager
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Trails to Position Control Budgeting
Update Accounts
Model
Positional Pay
Vacancies
Non-Positional Pay
Brainstorming
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The Budget Flow InputPosition Control
Employees Positions
Assignments
AccountsOriginal Budget
Revised Budget
Actuals
Imports
Other Models Spreadsheets
Other Mass UpdatesPercentage Adjustments
Fixed AmountsBudget Transfers
Contributions
Budget Entry
Account Detail Adjustments
MODELOriginal
RevisionsInterimsWhat-Ifs
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The Budget Flow Output
REPORTSFiscal DirectorSuperintendent
Board of TrusteesGeneral PublicNegotiations
IMPORTSAdopted Budget
Revised Budget
SACS EXTRACT
Original Budget Reporting
Interim Reporting
Unaudited Actuals Reporting
MODELOriginal
RevisionsInterimsWhat-Ifs
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I
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Accounts
Position Control
Imports
Other Mass Updates
Budget Entry
Accounts
SACS Extract
Reports
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MODEL
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Trails to Balancing Salaries
Update Accounts
Model
Load from Salaries(Perform Change 04)
Time Card Assignments
Budget Reports
Position Control and PayReports
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PERFORM CHANGE OPTIONSSalary Accounts
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Employees and Positions
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PositionsNon-Positional Pay and Addons
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Budgeting for Time Card Assignments 10
Turn on encumbering in the Organization record
Encumbrance during Payroll Processing
Paid Amount in Adjust Payroll for future payrolls
Perform Change 04 creates salary and benefit items in Budget
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Budgeting for Time Card Assignments Salary Accounts
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21Calendar Days in
September
8Hours per day from Position
Type
168Paid Hours
X FTE(0.46875)
=78.75
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Budgeting for Time Card Assignments Salary Accounts
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16.97Hourly Rate from
Position
Paid Hours
78.75 1336.96Gross Pay for September
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Budgeting for Timecard Assignments
During Payroll Processing, encumbrances are
created automaticallyPaid amounts are determined
by looking at Adjust Payroll entries for future payrolls
Turn on Timecard
Encumbering
Load Budget
Set up Timecards
InitiatePay
Adjustments
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Balancing Salaries
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Budget06 – Salary Projections by Employee
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Pos03 – Position Assignment-Date Range
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Pos03 – Position Assignment-Date Range
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Balancing FTE 20
= Budget Report FTE
As of datePosition Report FTE
As of date
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Addons in Budget
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Introducing PayDtl0222
About:This is an accounting report that allows you to see employee costs via positional pay and addon pay, plus benefits, taxes, retirement.
Purpose: The purpose of this report is to view overall costs by employee.
Who Should Use: The budget office or business services supervisors will use this report to view the payroll charges to the accounts.
Where to find: This report is available under HR/Payroll- Reports – Payroll Activity.
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Trails to Balancing Salaries
Update Accounts
Model
Before you post a model
Load from Salaries (Perform Change 04)
Time Card Assignments
Budget Reports
Position Control and PayReports
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Trail to Balancing your Vacancies
Update Accounts
Model
Before you post a model
Verify Setup underBudget Assumptions
Load from Vacancies
Run Budget Reports
Run Position Reports
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Vacancy Setup
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Vacancy Setup
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Vacancy Setup
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Vacancy Setup
Editable
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Vacancy Setup
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Vacancy Setup
Not in Payroll
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Loading Vacancies
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Loading Vacancies
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Loading Vacancies
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Budget05- Salary Projections by Account
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Pos02- Position Staffing by Account
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Verify Vacancy Record
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Create a Vacancy Assumption
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Load Vacancies
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Verify History Record in Budget Management
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Run Budget05 and Pos02 with the Same Parameters
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Trail to Balancing your Vacancies
Update Accounts
Model
Before you post a model
Verify Setup under Budget Assumptions and in the Model
Load from Vacancies
Run Budget Reports
Run Position Reports
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Addons in Budget 49
Get the list of all addons and review the “Include in Budget” flag
If Include in Budget =“Yes”, these addons are loaded during Perform Change 04 – Load from Salaries
If Include in Budget =“No”, these addons are NOT loaded during Perform Change 04 – Load from Salaries
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Budgeting for Non-Positional Pay50
Identify Groups
Create a Spreadsheet
with Accounts
Create a Model
Copy the Model
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Step1: Create Accounts List
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Step2: Export the Account List
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Step3: Get the Import Template and Save
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Step4: Copy Exported Accounts into the Template
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Step5: Copy Accounts into the Template
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Step5: Import into the Model
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LOADED FROM HR/PAYROLL
MANUALLY ADDED SALARY/VACANCY
VACANCY LOADED FROM HR
MANUALY ADDED BENEFIT
VACANCY
SALARY
MANUAL BENEFIT
M
S
V
B
BUDGET ITEM TYPES
OTHER NON SALARY
Y O
MANUALSALARY
NON SALARY
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Trails to Budgeting Non-Positional Pay
Update Accounts
Model
Identify the Group
Create Spreadsheet with Accounts
Create and Import into the Model
Copy the model from year to year
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TRAILS TO WHAT’S NEXT IN ESCAPE BUDGETING
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SITE BUDGET DEVELOPMENT IN ESCAPE
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1. Add New type of Model “Site Budget Development” – this model type cannot be posted and will contain some new tabs and fields
2. In Model, General Tab, add a field for “Employee Name in Detail?” This new field has a lookup to select if user can see the Employee Name associated with salaries and benefits OR if they only see EmpId, PosId, Job Cat/Class info And a field for FTE as of that will be displayed/used in this model
3. In Model, 2 new tabs –1. Funding Groups – identify your funding groups for
development2. Allocations – identify site / manager allocations by funding
group
Model Changes for Settings/Configurations
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Model Changes for Settings/Configurations
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Model Changes for Settings/Configurations
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Model Changes for Settings/Configurations
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Model Changes for Settings/Configurations
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1. New Activity for “Budget Entry” for these “Site Budget” type models
2. When user accesses this activity, Escape will return a list of Objects for this user (based on access/funding groups) in ROWS – this is a summary by major object
3. The Columns will include a Summary Total as well as a column for the model amount of each funding group and info columns like Current Budget, Current Actuals, etc – this will be totals for the major object
Site Budget Entry
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Site Budget Entry
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1. From each Major Object, user can select to drill down to see more detail for each specific object
Site Budget Entry
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1. From each specific object, user can drill down to see more detail and make changes
2. Will allow changing of FTE ONLY – not amount. If Employee’s FTE is increased or decreased then recalculate the amount based on this new FTE.
3. Allow adding a new position – select job cat/class and FTE, system calculates the amount based on the budget assumptions
4. Still MUST stay within budget allocations
Site Budget Entry
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Site Budget Entry
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1. Budget must stay in Balance.2. Allocation can not be exceeded.3. Only objects identified as ‘allows edit’ can be edited from
within the site budget entry form within each funding group.4. Benefit amounts (3xxx objects) are calculated by Escape from
the contributions within the model – these amounts can not be edited from the site budget entry form.
5. If district uses HRAs for Positions and Employees (Assignments) then an HRA package/items will be initiate from the submission of a change on the Site Budget Entry form. This will route as usual and will not create the change to the position or assignment in Escape until Approved.
General Rules
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Site Budget Entry – non salary accounts
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Site Budget Entry – non salary accounts
1. Budget must stay in Balance.2. Allocation can not be exceeded.3. From each specific object, user can drill down to see more
detail and make changes4. Still can enter as much detail as desired by entering multiple
items.
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1. When Site/Department has completed their work, they will SUBMIT their accounts to the appropriate district office staff
2. This will include Workflow to notify the appropriate staff3. This will create and submit HRA items for approval4. Appropriate staff will review and if approved the line items will be
updated in the budget model
Finishing it up
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Answers
Questions??
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