SAP Upgrade Training 22 JULY

Course Goals  Upon completion of this course, you will recognize changes in:  Account Structure  Extra Service Spreadsheets and Kronos Time Entry  Budget Availability and Reports  Requisition Entry 2

Project Overview  Redesign the structure of SAP financial system Convert chart of accounts to align with DESE Eliminate redundant coding Enhance financial reporting  Implement Human Resource enhancements and new reports 3

Project Overview  Implement new Budget Control System Minimize need for budget transfers Create new budget reports  Correct the fiscal year  Obtain SAP training and documentation 4

 Lesson 1 – Chart of Account Changes  Lesson 2 – Time / Extra Service Sheet  Lesson 3 – Budget Changes  Lesson 4 – Requisition Entry  Lesson 5 – Accounts Payable Agenda 5

Chart of Accounts Supporting Documentation TabDocument Title 01.01Fund QRG (Quick Reference Guide) 01.02Internal Order QRG 01.03Fund Center QRG 01.04Commitment Items QRG 01.05Commitment Item Look Up Spreadsheet QRG 01.06Internal Order Lookup Spreadsheet The following documents are used in support of this process: 6

Changes to Fund  Former fund is 8 digits long consisting of SLPS fund and function value For example:  Current fund is 3 digit value For example: 110  Grant funds are static, no longer rollover to new fund number every year Refer to the Fund Quick Reference Guide 7

Changes to Function  No longer part of the fund  The function, a new 4 digit field, will now be derived/determined by the system  Benefits: Less data entry for users Fewer errors 8

Changes to Project Code  Former Projects Codes were used to identify grants and specific types of expenditures that needed to be tracked  Project Codes are being replaced with Internal Orders (I/O), a new field 9

Changes to Project Code  Grant Internal Orders will consist of 6 digits: The first digit consists of the source of the grant The next three represent the DESE revenue source account (last 3 digits) The final two digits will consist of an alpha-numeric assignment (i.e., current project code) Refer to the Internal Order Quick Reference Guide 10

Internal Order Examples Grant I/O  F – Grant Source Code (Federal)  F451 – DESE revenue recognition code (last three digits of revenue code)  F451AM – Project Code (Title One) Statistical I/O (tracking a specific type of expenditure)  – Next Number in Sequence Capital Internal Orders are under development and will be 9 digits 11

Internal Order Lookup Spreadsheet 12

Changes to Fund Center  Fund Center = Cost Center  The former Fund Center is 10 digits comprised of the Location Code, Project Code, and Fund number: 436-AB-789  The project and fund will no longer be part of the fund center Refer to the Fund Center Quick Reference Guide 13

Changes to Fund Center  The new Fund Center is an 8 digit number comprised of the DESE prefix, Location Code, and Extension Code: – DESE prefix for elementary schools 40 – Place holder for future expansion – Location code – Extension code Refer to the Fund Center Quick Reference Guide 14

DESE Location Prefixes 1 – High School ( ) 3 – Middle School ( ) 4 – Elementary School ( ) 8 – Central Office Location ( ) 11 – Vocational Location ( ) 15

Fund Center Extensions: What Does This Mean?  There are multiple fund centers to select from  The extension determines the “activity” related to the expense. For example: Fund center identifies expenditures as the office of the Principal of Clay Elementary identifies expenditures as Kindergarten at Clay Elementary School Extension Description -00Base/General Programs Art -02Science -03Vocal Music -04Instrumental Music -05Physical Education -06Preschool Academy -09Kindergarten -10 Media Services -11ESOL/Bilingual -12Counselors -13 Career & Technical Education -70Special Education -71Title I -90Office of the Principal -91Infant Care Center -92Parents as Teachers -93Professional Development 16

Change to Commitment Item  Former Commitment Items were 4 digits 6383 – Travel and Conference Expenses  New Commitment Items are 6 digits and aligned with DESE; Some were re-numbered (base number)  The last two digits represent the District’s detail level Refer to the Commitment Item Quick Reference Guide 17

Commitment Item With Multiple Numbering  Some former Commitment Items have multiple accounts for more detail: Former Commitment Item 6143 – Extra Service New Commitment Items – Extra Service (Base) – Extra Service – Professional Development – Extra Service – Security (Metal Detector) 18

Commitment Item Lookup Spreadsheet  A spreadsheet is available to convert from the former to new Commitment Item  Commitment Items ending in “XX” have multiple numbers Refer to the Commitment Item Lookup Spreadsheet 19

Commitment Item Lookup 20

 Lesson 1 – Chart of Account Changes  Lesson 2 – Time / Extra Service Sheet  Lesson 3 – Budget Changes  Lesson 4 – Requisition Entry  Lesson 5 – Accounts Payable Agenda 21

Process Flows, Forms, and Supporting Documentation TabDocument Title 02.01Kronos Timesheet Changes QRG 02.02Extra Service Spreadsheet Process 02.03Extra Service Activity Code QRG The following documents are used in support of this process: 22

KRONOS Changes  Fund Center now incorporated in the transfer columns Refer to the Kronos Timesheet Changes Quick Reference Guide 23

Extra Service  Extra Service is the process where exempt employees are able to enter extra time for services performed outside their normal workday Refer to the Extra Service Process Quick Reference Guide 24

Changes to Extra Service  The process for extra service has not changed  Two new wage activity codes have been added that include: 0523 Tutoring 0524 Professional Development  Forms  Extra Service Form (Spreadsheet) 25

Changes to Extra Service Contd.  The following have changed in the Extra Service Approval Listing Fund Internal Order Fund Center Refer to the Extra Service Activity Code Quick Reference Guide 26

Extra Service Validation Process Form filled out gets approved by principal Form is approved by Associate Superintendent Form is assigned to Budget Analyst who decides if funding is GOB (General Operation Budget) or Grant GOB: Budget Analyst verifies all information and verifies funding is appropriate and budget capacity Grant: Budget Analyst verifies all information and if funding is appropriate and budget capacity and will forward to grants management for approval Form sent to HR for uploading 27

 Lesson 1 – Chart of Account Changes  Lesson 2 – Time/Extra Service Sheets  Lesson 3 – Budget Changes  Lesson 4 – Requisition Entry  Lesson 5 – Accounts Payable Agenda 28

Process Flows, Forms, and Supporting Documentation TabDocument Title 03.01Budget Transfer Form 03.02Budget vs. Actual Reports (ZFM_COFA) The following documents are used in support of this process: 29

Budget Checking & Availability  Former budget checking was at the commitment item level  New GOB budget checking occurs at the fund and internal order level (trial basis)  Grants will continue to be budget checked at line item level 30

Budget Check by Commitment Item 31 Discretionary Payroll – Travel

Less Budget Transfers  GOB Example: $  $ $ of supplies can be purchased without a budget transfer  Grant Example: $  $ A budget transfer is required for purchasing $ worth of supplies  Exceptions: Travel (634301) cannot be overspent A regular review of your budget is required to make sure it’s not exceeded in any one area

Budget Transfer Form Changes  The following have changed in the Budget Transfer Request form Funds Center Internal Order Commitment Item 33

Budget Report Changes  ZCOFA and FMEQ no longer exist To delete the old ZCOFA Report right click on the report name and select “Delete Favorite”  Budget vs Actual Reports are now displayed using the transaction code ZFM_COFA 34

ZFM_COFA Report  The ZFM_COFA report is taking the place of ZCOFA and FMEQ  There are two reports displayable within the Budget vs Actual report: By F/CI (Fund/Commitment Item) By Program 35

To create a Favorite: 1.Select Favorites from the menu bar 2.Then select insert transaction 3.Enter the transaction code and select Enter Creating a Favorite

Accessing the Budget vs Actual Report 1. Click Command Field 2. Enter Transaction: ZFM_COFA 3. Click Enter the Budget to Actual Report displays 37

Budget vs Actual – F/CI Select Budget vs Actual – Fund / CI Select variation of Fund Center The results of your selection display

Budget vs Actual – By Program / Internal Order Select Budget vs Actual – by Program Select variation of Fund Center The results of your selection display

 Lesson 1 – Chart of Account Changes  Lesson 2 – Time / Extra Service Sheet  Lesson 3 – Budget Changes  Lesson 4 – Requisition Entry  Lesson 5 – Accounts Payable Agenda 40

ME51 Create NB Changes Click the Account Assignments button to display the Account Assignment screen The following have changed: GL Account Cost Center Internal Order Fund Refer to Create Purchase Requisition NB Work Instruction 41

Changes to ME51Create FO Click the Account Assignments button to display the Account Assignment of Limit screen The following have changed: GL Account Cost Center Internal Order Fund Refer to Create Purchase Requisition FO Work Instruction 42

Changes to MIGO  The following have changed Cost Center G/L Account Refer to the MIGO Goods Receipt Work Instruction 43

 Lesson 1 – Chart of Account Changes  Lesson 2 – Time / Extra Service Sheet  Lesson 3 – Budget Changes  Lesson 4 – Requisition Entry  Lesson 5 – Accounts Payable Agenda 44

Process Flows, Forms, and Supporting Documentation TabDocument Title 05.01Blank Voucher 05.02Voucher for Advancement 05.03Voucher to Pay for Travel 05.04IN-90 Form 05.05Mileage Reimbursements 05.06Blank Voucher for Postage The following documents are used in support of this process: 45

Key Changes  The processes used for the Accounts Payable have not changed  The Blank Voucher form has changed 46

Changes to Voucher Certification  The following Fields have changed Fund Code GL Account Cost Center Internal Order 47

Non-Encumbered Payment - Reimbursements  Always check fund availability in your location’s Budgetvs Actual Report.  Always have an accurate vendor number  Always attach original receipts or check copies Dollar amount of each line item should not exceed $ (food items are an exception)  Always attach sign-in sheets, and agenda and check copy for meeting expense  Always have the principal or administrator sign and date the completed voucher Refer to Voucher Certification Form

Question and Answer 49