Preparing for the Next Fiscal Year FY07 May 11, 2006

FY06/07 Startup Process Review/Develop Budget in BDV Field Definition Roll Maintain FY07 Definitions Audit Budget Development Accounts Audit BDV Accounts to Field Definitions Audit BDV Accounts to Major Ranges and Combinations Page 1

FY06/07 Startup Process Install SACS2006 Budget Software Download/Import BDV Data Run TRC for Coding Issues Correct Any TRC/Audit Errors Page 1

FY06/07 Startup Process Roll FY07 Budget to G/L Correct Any Audit Errors Re-roll as Necessary Page 1

FY06/07 Startup Process Complete Startup Form District summary levels BDX reports BDV to G/L same DP Rolls District to Tentative Tentative Means Encumbering Page 1

FY06/07 Startup Process BDV Changes Require Re-rolling to G/L and Tentative Lock Budget Final Import of HP3000 Information Completion of SACS2006 Budget Process Page 1

FY06/07 Startup Process Board Adoption of SACS Generated Forms Submit Adopted Budget to SCOE Accountants Complete All Processes by June 30 System down July 1-3 Page 1

FY06/07 Startup Process External Fiscal Services Completes: Reconciles Cash With Auditor Checks For Obsolete Resource Use Initiates “Preliminary” Cash Roll Cash Roll Posts to 9110 by Fund/Resource Rolled to Allow FY07 APY Batches to Process Page 2

FY06/07 Startup Process External Fiscal Services Completes: Validation of Documents Performs System Roll to “Adopted” Districts May Complete Budget Transfers

FY 2006/2007 Startup Process External Fiscal Services Completes: Completes All Closing Entries Checks for Obsolete Account Use Streams Asset/Liability Roll Final Cash Rolls Streams Roll to Approved

Field Definition Audit Verify Field Definitions For New Year Option 4-Audit BDV Accounts to Field Def’s Screens shown on page 3 of manual Review Error Listing in Printer Queue Correct Any Errors Keypunch problems require entry to be changed or deleted Zero amount doesn’t work Code table omission-Notify accountants or DP Update district tables if field “undefined” Page 3/4

Major Range Audit Verify SACS Major Ranges & Combo’s Run Option 5-Audit BDV Accts to Ranges & Combos Correct All Errors Delete any invalid accounts from BDV Check with accountants or DP for valid accounts Screen option examples on Page 4/5 of Next Fiscal Year handout Errors in BDV, Errors in SACS2006 Pages 3/4

BDV to G/L Roll Re-roll Audit Reports Until Clean Select Option 6-Roll Bgt from Development to GL Working Screen examples manual page 7 Remember to roll only year FY07 data Include zero dollars accounts Always use “create” mode

BDV to G/L Roll Run Budget Summary Report in NXT Screen examples pages 8/9 Verify Fund/Account Information Verify Account Detail Rolled Budget Development Acct Lookup Option 13 on main BDV menu Example on page 10

Start-Up Form Be Certain of District Summary Levels On-Line Lookup Can use one or two levels District Control Record Page 11 example On-line Lookup Page 12 example Choice Permanent After First Tentative Roll

Start-Up Form Submit by June 16 th if Possible Tentative Rolls Processed in Order Received BDX report must match current BDV totals Data discrepancies will cause delays Encumbering in FY07 Can Begin Watch for changed accounts/dollars Manual changes

System Info Lock Budget MGR screen in FY06 Change year to FY07 Use Y to actually lock budget Reasons to lock budget Do after initial SACS2006 extract Example pages 13/14 of Next Fiscal Year handout

“Adopted” and “Approved” Budget Completed by External Fiscal Services Upon Receipt of Adoption Doc’s G/L Working is Re-rolled to FCS “Tentative” Preliminary Cash Roll Validation and G/L Balancing Page 15

“Adopted” and “Approved” Budget External Fiscal Services completes: Rolls Budget to “Adopted” District May Now do Budget Transfers Rolls Budget to “Approved” After Audits are Reviewed Page 15