Resource Management Team Members: Madie McAdoo, Business Manager Pamela Morris, Financial Analyst

Welcome and Introductions HQ Resource Management team provides technical support and guidance for the planning, programming, budgeting, execution, and performance analysis of CYPs to include: APF and NAF budgeting Management of APF direct and via UFM, and NAF Metrics data collection and analysis Financial policies and procedures On-going assistance and training is provided for budgeting, financial reporting, and performance metrics tools.

Session Expectations What you need to know to make your job easier! Understand the funding cycle Define program requirements Develop and defend budgets Utilize staffing authorizations Provide program oversight Review financial reports Report and analyze performance data

Funding Cycle Generate Requirements: Fall EMS (POM/APF Control) Prepare NAF Budget: Spring EMS: Calculate projections SAP: EMS generates budget reports entered in SAP Track Execution: throughout FY SAP: Track budget expenses to authorizations CYMS: Provides detailed transactions and balances CFMS: Tracks APF expenses by CAC (CDC, CDH, SAC, Youth, or Outreach) Monitor Performance: throughout FY EMS: VV&A Metrics Tool Requirements Budget Execution Performance

Program Requirements What are program requirements? Resources needed to run your program (labor/non-labor) Based on Navy Standards Program requirements generated using EMS CYP Enterprise Modeling System (EMS): approved Resource Model to support DOD Planning, Programming, Budgeting, and Execution (PPBES) Tailored for each installation: programs, locality rates, benefit rates FYXX Requirements v1 created by installation and approved at Region FYXX Requirements v2 approved by CNIC (FY16 Requirements v2)FY16 Requirements v2 Enter data and EMS will calculate program requirements: Labor: staffing authorizations by program, position type/grade based on staff/child ratios Non-labor: based on Navy Standard (NAF Budget Variance – Navy Standard)NAF Budget Variance – Navy Standard POM Requirements - easily defendable Requirements Budget Execution Performance

Budgeting Create Budget Scenario based off Requirements Scenario FYXX Budget v1 scenario Actual grades/steps/pay, pay plan, contract labor Non-labor by General Ledger (GL) Code Cost Center (coming soon!) EMS Results NAF Budget Report for input to SAP (NAF Budget Variance - Projected)NAF Budget Variance - Projected APF Control/NAF Operating Grant: UFM, APF labor plus NAF Grant (Region Controls)Region Controls Visibility of “Unfunded” items (Unfunded Report)Unfunded Report Defend your Budget with RAB member, Business Manager /MWR Director Based on approved Management Standards and modeled requirement Ensure programs receive adequate funding to achieve break even goal Requirements Budget Execution Performance

Grants NAF UFM Grants Operating - initial or additional request for funding to support the CY programs and includes all subsequent approvals for increased operating hours, personnel, etc. Reimbursement - requests for CYP special programming initiatives, projects, improvements, vehicles, and any unfunded items Requirements Budget Execution Performance

Staffing Staffing Authorizations Required to maintain safe and efficient operations Authorized FTE Listing (Detail) Authorized Manning Document Flex Full-time Equivalent (FTE) = 2,080 hours EMS reports calculates two end strength for each Flex FTE Over-hire calculated to ensure sufficient staffing based on percentage Reports : TWMS and SAP queries to generate listings of employees, program cost center/code, pay rates, etc. KRONOS and SLCADA queries report total hours worked/leave taken Requirements Budget Execution Performance

CYMS Oversight Proper CYMS database management is critical to ensure effective revenue management Reports: Installment Billing Schedule Proof Report(demo) prior to each billing cycle-review for accuracy previous billing cycles to identify unbilled items and any manual billing adjustments Pay Code Summary Cash Report- use to select specific pay code(s) for any timeframe-CYP discounts Activity Trial Balance Pass/Visits Trial Balance POS Trial Balance Requirements Budget Execution Performance

APF Central Financial Management System (CFMS) reports may be requested to provide execution of APF labor and non-labor amounts by: UIC Unit Identification Code (region) BUIC Benefiting UIC (installation) CAC Cost Accounting Codes 99QB-SAC 99QC-CDC 99QE-Contract Spaces 99QF-CDH 99QT-Youth Review quarterly for accuracy and ask questions! Requirements Budget Execution Performance

NAF System Application Products (SAP) reports NAF revenue, expenses and UFM offsets Executive Summary by Category and Activity NAF revenue and expenses for month and FY compared both to plan and prior FY SAP activities: 20-Youth 21-SAC 22-CDC 23-CDH Review monthly for accuracy and ask questions! Requirements Budget Execution Performance

Metrics Tool EMS Metrics Scenario used to keep Metrics Tool current Allows program changes throughout the FY (FY16 Metrics) Metrics Tool is designed to track data used for analysis Monthly input – entered in EMS by 10 th of the month Information approved and used at all levels Prevents short fused data calls and panic Track wait list and placement times if on militarychildcare.com Reports to review: CDC, CDH, Most Current Data, Last Updated or VerifiedCDCCDHMost Current DataLast Updated or Verified Ensure data is accurate! Requirements Budget Execution Performance

Metrics Tool Reporting and Analysis How can you use the data from Metrics Tool? Track and monitor:  inspection dates  waivers  accreditations  DoD Certificate to Operate dates Monitor utilization/space management Maintain global POC list in one place Prepare Leadership Briefs Determine next year’s requirements program usage and trending analysis averages parent fees by program for future budgeting Ensure data is up to date! ` Requirements Budget Execution Performance

Goal is to break even at the end of FY and be within 5% of plan How to track and speak to variances (Verification, Validation, and Accreditation VV&A Report) Examples of why there may be variances: Staffing vacancies/gaps Civil Service to NAF UFM Conversions Incorrect activity (cost center) or CAC charged Large purchases without UFM offset or grant Revenue management Space management

Questions & POC Questions and recommendations for improvements to business tools are always welcomed! Points of Contact CNIC CYP: Madie McAdoo, Business Manager (901) Pamela Morris, Financial Analyst (901) Silvia Sawyer, CYMS Program Analyst (901) EMS or Metrics Tool Help Desk for technical issues: (757) Ask questions!