Budget Development FY08 March 9, 2007
Budget Development
FY08
March 9, 2007
BDV OverviewControls and Account Structure
FY08 Rollhead 1/11/07District Control RecordsApproved Ranges9xxx Accounts in Later Spring
Field Definitions RollsReview Prior Roll to FY08Obsolete Account Deletion Field Def Reference ProcessCounty/District Maintained FieldsG/L Review/BDV Manuals
Page 2
BDV Overview Developing Budgets For FY08
District Rolls G/L to BDV
Modify DataMany Options
Download ProgramSpecial ProgramBeing Updated
Page 1
BDV OverviewBudget Submission
Must use Budget Development SystemMust Pass Edits Available in Early May
Field DefinitionsMajor RangesAllowable Combinations
Must use SACS Software for Adopted Budget (SACS2007)
Available Late AprilCriteria & Standards
Old J200 Reports Not Updated Page 3
FCS ControlsDistrict Control Record
Batching Parameters (APY, BT’s, JV’s)Determined in January by the Rollhead ProgramBy Year, By District
Approved Summary LevelsSame as Current Year/Resource-Project Yr
District Summary Level/Online LookupSame as Previous YrChanges at Tentative Roll 6/15
Major Ranges/CombinationsSeven Combination TablesOption #6 BDV to G/L Roll Not Available www.cde.ca.gov/fg/ac/ac
Access FY08 via NXTXX Pages 4/5
AP Variance EditsAccess For Any Fiscal Year Through MGRXX
Edits Evoked During Updates APY, PO Encumbrance, Cash Transfers
Review Variance EditsA = Account Detail Level/26 digitD = District Summary Level
AP Edit ErrorY = ErrorN = Warning
Percent/Amount CalculationMost Restrictive Limits
Pages 6-8
Obsolete AccountsField Definition Reference
ProgramPages 11/12 of BDV Manual Set up Prior To Initial Roll to BDVConverts/Deletes Values
Closing 1XXX-7XXX AccountsPrior to Initial G/L to BDV RollG/L Manual Instructions
Closing 9XXX AccountsPrior to 9XXX RollG/L Manual Instructions Page 9
Field Definition Process
Edits for Field DefinitionsDistrict Defined Definitions
Object, School, ManagementDelete Unwanted Def’s NowConvert Fields/Reference Program
No Longer One For One Transfer
County Maintained FieldsFU, Resource, Goal, Function
Specify FY07/08 Additions
Page 10
Field Definition RollRoll Selection From Either FY07 FIN or NXTXX
Many Times as DesiredCounty Controlled Fields Rolled Only Once Once Rolled Independent UpdatesSelection Criteria Page 12
Have I Rolled My Field Def’s Yet?
Pages 11/12
Field Definition Reference Process
No Longer One For One Can Be Done More Than OnceStill Should be First Process Still Can Overlay Data With Rolls
Add References to FY 07 Field Def’s
Looks At “Roll From” YearSee Example Page 133 to 1 School Codes
Field Definition Reference Process
Perform Field Def Roll Criteria Example Page 14
Perform G/L to DBV RollFY07 to FY08 Conversion From Reference FieldCan Run Many Times
In FY08 BDVCombines All Accounts Check Totals
FY08 Field Definition Maintenance
Maintenance Prior to FY08 StartLocated on Main BDV ScreenOption #9 Maintain Chart of Accts
District ControlledCounty Controlled
Account Maintenance Form
Page 16
Creating BDV Records
Roll Budget From G/L to BDVPrevious Years Pages 18/23
Budget Detail PreservationHistorical DataFY06 to FY06/FY07 to FY07 Criteria Examples
Matrix Establishment Pages 24/25FY07 to FY08Watch If Reference Field Used
Roll if Using SAMSTwo Rolls RequiredPages 26/27
Creating BDV Records
Roll ExpensesFY06 to FY06 Historical
Example Pages 28/29FY07 to FY07 Current
Example Page 30Match FY Yr With From/To DatesFor Encumbrances, Use FY07DP Will Not Be Performing Any Rolls
Remember to Roll FY06 Before Purges Begin
Modifying Development Budget
Menu OptionsChoice of Edits For Entry
Maintenance OptionsAlways B for BudgetCan Use X to Alter Actual Data
Budget Option ScreenChange or AddAdd or ReplaceDelete FunctionDetail Balances to Entry
Pages 31-33
Modifying BDVUpdate By Percentages
Increase/Decrease of Identified AccountsPercentage BasedIncludes Recovery Mode
BDV Revisions w/Audit (Bgt Actions)Posts ImmediatelyNo Audit Trail
Download/Upload ProgramData can be moved/modified between BDV and ExcelSpecial Instructions Program Being Updated
Pages 34/36
Budget Development
ReportsBudget Entry Report
No Specific Account RequestsMonarch/Import Wizard Options
Two Year Comparative w/DiffMultiple Period Uses
Field Definitions from Existing DatabasesNo Need to be Consecutive YearsBlank Lines Use (Right Side)
Y = Worksheet FormatAdditional Blank Lines (Below the Account)
Y = Print Write-in LinesPrint Inconsistency Message
Pages 37/38
Budget Development Reports
Four Year ComparativeField Definitions from Existing DatabasesNo Need to be Consecutive YearsBlank Lines Use (Right Side)
Y = Worksheet FormatAdditional Blank Lines (Below the Account)
Y = Print Write-in Lines Page
39
Budget Development Reports
Budget Development Account Lookup
Reports MenuOption #13
Balance Program BudgetsTotal Revenue/Total ExpenseStart-up Form Totals
Page 40
BDV/FY Startup Workshops
Budget DevelopmentMarch 9, 2007
Accruing Payables and Receivables
May 4, 2007Preparing for the Next Fiscal Year
May 10, 2007Year-End Closing
May 23, 2007