TRAILS TO POSITION CONTROL BUDGETING · Board of Trustees General Public Negotiations IMPORTS...

TRAILS TO POSITION CONTROL BUDGETING

Arin Simonyan

Finance Product Area Team Manager

Kathy Carlson

Implementation Project Manager

Beyond Escape 2017 www.escape.technology

Trails to Position Control Budgeting

Update Accounts

Positional Pay

Vacancies

Non-Positional Pay

Brainstorming

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

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

Accounts

Position Control

Imports

Other Mass Updates

Budget Entry

Accounts

SACS Extract

Reports

Trails to Balancing Salaries

Update Accounts

Load from Salaries(Perform Change 04)

Time Card Assignments

Budget Reports

Position Control and PayReports

PERFORM CHANGE OPTIONSSalary Accounts

Employees and Positions

10 04,05,0604

PositionsNon-Positional Pay and Addons

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

Budgeting for Time Card Assignments Salary Accounts

21Calendar Days in

September

8Hours per day from Position

168Paid Hours

X FTE(0.46875)

=78.75

Budgeting for Time Card Assignments Salary Accounts

16.97Hourly Rate from

Position

Paid Hours

78.75 1336.96Gross Pay for September

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

Balancing Salaries

Budget06 – Salary Projections by Employee

Pos03 – Position Assignment-Date Range

Balancing FTE 20

= Budget Report FTE

As of datePosition Report FTE

As of date

Addons in Budget

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.

Trails to Balancing Salaries

Update Accounts

Before you post a model

Load from Salaries (Perform Change 04)

Time Card Assignments

Budget Reports

Position Control and PayReports

Trail to Balancing your Vacancies

Update Accounts

Verify Setup underBudget Assumptions

Load from Vacancies

Run Budget Reports

Run Position Reports

Vacancy Setup

Editable

Vacancy Setup

Not in Payroll

Loading Vacancies

Budget05- Salary Projections by Account

Pos02- Position Staffing by Account

Verify Vacancy Record

Create a Vacancy Assumption

Load Vacancies

Verify History Record in Budget Management

Run Budget05 and Pos02 with the Same Parameters

Trail to Balancing your Vacancies

Update Accounts

Verify Setup under Budget Assumptions and in the Model

Load from Vacancies

Run Budget Reports

Run Position Reports

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

Budgeting for Non-Positional Pay50

Identify Groups

Create a Spreadsheet

with Accounts

Create a Model

Copy the Model

Step1: Create Accounts List

Step2: Export the Account List

Step3: Get the Import Template and Save

Step4: Copy Exported Accounts into the Template

Step5: Copy Accounts into the Template

Step5: Import into the Model

LOADED FROM HR/PAYROLL

MANUALLY ADDED SALARY/VACANCY

VACANCY LOADED FROM HR

MANUALY ADDED BENEFIT

VACANCY

SALARY

MANUAL BENEFIT

BUDGET ITEM TYPES

OTHER NON SALARY

MANUALSALARY

NON SALARY

Trails to Budgeting Non-Positional Pay

Update Accounts

Identify the Group

Create Spreadsheet with Accounts

Create and Import into the Model

Copy the model from year to year

TRAILS TO WHAT’S NEXT IN ESCAPE BUDGETING

SITE BUDGET DEVELOPMENT IN ESCAPE

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

Model Changes for Settings/Configurations

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

1. From each Major Object, user can select to drill down to see more detail for each specific object

Site Budget Entry

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

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

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.

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

Answers

Questions??

TRAILS TO POSITION CONTROL BUDGETING · Board of Trustees General Public Negotiations IMPORTS...

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