 What is New World ERP?  Applications/Integration Points  Accounting Basics  Budgeting  Workflow  What is New World ERP?  Applications/Integration Points  Accounting Basics  Budgeting  Workflow

ERP = Enterprise Resource Planning The purpose of our ERP is to facilitate the flow of information between business functions inside the boundaries of the organization and manage the connections to outside stakeholders. ERP = Enterprise Resource Planning The purpose of our ERP is to facilitate the flow of information between business functions inside the boundaries of the organization and manage the connections to outside stakeholders.

 ERP is an Enterprise Resource Planning (ERP) application designed exclusively for Governmental Agencies  Provides organizations processing for their:  Financial Management  Human Resources / Payroll  Community Development  Utility Billing  ERP is an Enterprise Resource Planning (ERP) application designed exclusively for Governmental Agencies  Provides organizations processing for their:  Financial Management  Human Resources / Payroll  Community Development  Utility Billing

Fund accounting is an accounting system used by non-profit organizations and governments that emphasizes accountability rather than profitability. Example of focus on Accountability  Annual Budget - provides an agency the authority to incur obligations and pay expenses. (Annual Budget Processing Module and transaction validation)  CAFR - Comprehensive Annual Financial Report (Government Reporting module)  Payroll - Compliance Reporting (Retirement, ACA(Affordable Care Act) etc.)  Audit Fund accounting is an accounting system used by non-profit organizations and governments that emphasizes accountability rather than profitability. Example of focus on Accountability  Annual Budget - provides an agency the authority to incur obligations and pay expenses. (Annual Budget Processing Module and transaction validation)  CAFR - Comprehensive Annual Financial Report (Government Reporting module)  Payroll - Compliance Reporting (Retirement, ACA(Affordable Care Act) etc.)  Audit

General Ledger Financial Mgt Bank Reconciliation Journals Human Resources / Payroll Acct Payable Payroll AP Invoices Revenue Collections

General Ledger Financial Mgt Bank Reconciliation Journals Human Resources / Payroll Acct Payable Payroll AP Invoices Revenue Collections

General Ledger Financial Mgt Bank Reconciliation Journals Human Resources / Payroll Acct Payable Payroll AP Invoices Revenue Collections

General Ledger Financial Mgt Bank Reconciliation Journals Human Resources / Payroll Acct Payable Payroll AP Invoices Revenue Collections

 General Ledger  Financial Statements - Income Statement and Balance Sheet  Account Types  Funds  Debits and Credits  The Budget  Miscellaneous Terminology  General Ledger  Financial Statements - Income Statement and Balance Sheet  Account Types  Funds  Debits and Credits  The Budget  Miscellaneous Terminology

 The general ledger is the main accounting record of a business which uses double entry bookkeeping.  The general ledger shell is composed of a “Chart of Accounts” and is fed financial transaction information through “Journal Entries”  The general ledger is the main accounting record of a business which uses double entry bookkeeping.  The general ledger shell is composed of a “Chart of Accounts” and is fed financial transaction information through “Journal Entries”

 Funds are utilized to separate different components of your organization that require distinct financial tracking. It is generally governed by laws and regulations.  The General Fund is the primary or “catch-all” fund.  Other funds may include Fleet, Expo Park, Sheriff’s Office, Clinic or be driven by Grants.  Funds are utilized to separate different components of your organization that require distinct financial tracking. It is generally governed by laws and regulations.  The General Fund is the primary or “catch-all” fund.  Other funds may include Fleet, Expo Park, Sheriff’s Office, Clinic or be driven by Grants.

 Organizations are utilized to :  Track revenue and expense activity at a more granular level than a fund  Typically align to Departments within the organization  Can have more than one level or sub- organizations  Enable departmental budgeting and constrain activity to conform to the budget  Organizations are utilized to :  Track revenue and expense activity at a more granular level than a fund  Typically align to Departments within the organization  Can have more than one level or sub- organizations  Enable departmental budgeting and constrain activity to conform to the budget

 Accounts are utilized to categorize types of transactions.  Example of Expense Accounts  Salaries  Overtime  Office Supplies  Accounts are utilized to categorize types of transactions.  Example of Expense Accounts  Salaries  Overtime  Office Supplies

 There are 5 types of Accounts.  Revenues – Increased with a Credit  Example – Property Taxes  Expenses – Increased with a Debit  Example – Salaries  Assets – Increased with a Debit  Example - Cash  Liabilities – Increased with a Credit  Example – Accounts Payable  Fund Equity – Increased with a Credit  Example – Unassigned Fund Balance  There are 5 types of Accounts.  Revenues – Increased with a Credit  Example – Property Taxes  Expenses – Increased with a Debit  Example – Salaries  Assets – Increased with a Debit  Example - Cash  Liabilities – Increased with a Credit  Example – Accounts Payable  Fund Equity – Increased with a Credit  Example – Unassigned Fund Balance

 Sample General Ledger Account = A Fund1000General Fund Department201 Commissioners’ Office Function/ Account A Professional Services

Balance Sheet - summarizes an organization's assets, equity and liabilities at a specific point in time. Income Statement - a financial statement that measures financial performance over a period of time. It feeds the fund equity component of the balance sheet.

 A vendor is paid $20 for consulting services  Debit (Increase) Expenses for $20  Credit (Decrease) Assets (Cash) for $20

The Annual Budget:  Policy Guide, Operations Guide and Communications Tool  Legally provides an agency the authority to incur obligations and pay expenses.  Is presented to the stakeholders (public)  It is composed of Revenues and Expenses and is similar to an Income Statement The Annual Budget:  Policy Guide, Operations Guide and Communications Tool  Legally provides an agency the authority to incur obligations and pay expenses.  Is presented to the stakeholders (public)  It is composed of Revenues and Expenses and is similar to an Income Statement

 Balanced budget: Revenues = Expenses  Encumbrances  An encumbrance is a reservation of budget funds that are set aside to make sure that actual expenditures do not exceed the available budget. They are created through purchase orders.  Appropriation –  A legislative act authorizing the expenditure of a designated amount of public funds for a specific purpose.  Balanced budget: Revenues = Expenses  Encumbrances  An encumbrance is a reservation of budget funds that are set aside to make sure that actual expenditures do not exceed the available budget. They are created through purchase orders.  Appropriation –  A legislative act authorizing the expenditure of a designated amount of public funds for a specific purpose.

A Word on Encumbrances  In the upcoming fiscal year we will be implementing a full Purchase Order system.  This will assist in your reporting and tracking of your budgets.  A spending policy will also go into effect, which will dictate the setup and flow of our work.  Will increase transparency and accountability for everyone.  In the upcoming fiscal year we will be implementing a full Purchase Order system.  This will assist in your reporting and tracking of your budgets.  A spending policy will also go into effect, which will dictate the setup and flow of our work.  Will increase transparency and accountability for everyone.

 Primarily done through the Budget Performance Report and Organization Inquiry (Financial Management -> Inquiries -> General Ledger -> G/L Organizations)

List Entry Validate Edit Listing Approval Post

Definition - the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion. Logos workflow is governed by security set-up and drives transaction authorization and posting. Definition - the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion. Logos workflow is governed by security set-up and drives transaction authorization and posting.

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Validate

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 Approval are recorded as a permanent part of the record. Approval history of a record is available in inquiries.  Electronic approvals are an avenue for reducing paper-flow.  Approval are recorded as a permanent part of the record. Approval history of a record is available in inquiries.  Electronic approvals are an avenue for reducing paper-flow.

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* Position Budgeting is still centralized with HR. * The process will require at least a month’s lead time if not two months. You should already have scheduled with HR. * Annual Budget will be started asynchronously to Position Budgeting the weekend of April 1 st to be ready April 4th. Dates of reporting due to state. – June 1 st notice is posted that a preliminary budget is needed by June 10 th. Property Values – Receive certified values 1 st Monday in August. Submit final budget to DOA by October 1 st or 60 days after receiving the taxable values. * Position Budgeting is still centralized with HR. * The process will require at least a month’s lead time if not two months. You should already have scheduled with HR. * Annual Budget will be started asynchronously to Position Budgeting the weekend of April 1 st to be ready April 4th. Dates of reporting due to state. – June 1 st notice is posted that a preliminary budget is needed by June 10 th. Property Values – Receive certified values 1 st Monday in August. Submit final budget to DOA by October 1 st or 60 days after receiving the taxable values. What are our dates?

If a position is filled the calculations are done on the individual. If the position is not filled then calculation are determined from the position in position control. All changes to G/L Distribution and known items such as raises and benefits or deductions must have an event created on the individual prior to initializing the 2017 Position Budget. This will be the most intensive portion of the Position Budgeting. Require Department Heads/Elected Officials to sit with Chris in HR to assure all future changes are accounted for. If a position is filled the calculations are done on the individual. If the position is not filled then calculation are determined from the position in position control. All changes to G/L Distribution and known items such as raises and benefits or deductions must have an event created on the individual prior to initializing the 2017 Position Budget. This will be the most intensive portion of the Position Budgeting. Require Department Heads/Elected Officials to sit with Chris in HR to assure all future changes are accounted for. Required steps in getting an accurate Position Budget