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