Financial System Upgrade Agency Change Management Session Budgeting and Commitment Control

Budgeting and Commitment Control 2 Copyright © 2006 Accenture All Rights Reserved. Housekeeping  Please put cell phones on vibrate or turn off  No food or drink in auditorium  Bathrooms on lower level  Please hold questions to the end of session  Website address for handouts: –  PeopleSoft Upgrade –Presentations ◘Budgeting and Commitment Control (3/23)

Budgeting and Commitment Control 3 Copyright © 2006 Accenture All Rights Reserved. Introductions Bart Haberbosch Financial Upgrade Business Project Manager David Tanner Special Assistant to the Director of OPB

Budgeting and Commitment Control 4 Copyright © 2006 Accenture All Rights Reserved.  Review of Basic Concepts for this Session  Budget Process  Tree Overviews  Originating in PeopleSoft  Originating in BudgetNet  Break – 10 Minutes  PeopleSoft 8.8 Page Examples  PeopleSoft 8.8 Data Flow Example  Upcoming Sessions Agenda

Preparations for Go Live Review of Basic Concepts for this Session

Budgeting and Commitment Control 6 Copyright © 2006 Accenture All Rights Reserved.  Creation of Program Budgeting  Governor’s directive of ‘Best Managed State’ –Findings from the Commission for a New Georgia –Enable PeopleSoft to be the system-of-record –Streamline the banking processes –Gain efficiencies in business processes  Commitment Control The role of the State Accounting Office is to facilitate this change Change Drivers

Budgeting and Commitment Control 7 Copyright © 2006 Accenture All Rights Reserved Chartfields 5 Business Unit (72 in Total) (Required) ``` 5 SubClass (Required for Expenses) 6 Account (Required) 5 Program (Required) 15 Project/Grant (Required) 4 Budget Year (Required) 10 Special Purpose (Optional) NEW 10 Special Purpose (Optional) NEW 5 Fund (Required) 10 ORG (Required 5 Business Unit (72 in Total) (Required) 5 Class 6 Account (Required) 10 Program NEW 10 Program NEW 5 Funding Source (Required) 15 Project (Optional) 8 Budget Reference (Optional) NEW 8 Budget Reference (Optional) NEW 6 Product (Optional) NEW 6 Product (Optional) NEW 5 Fund (Required) 10 Department (Required) 8.8 Chartfields Chart of Accounts Structure

Budgeting and Commitment Control 8 Copyright © 2006 Accenture All Rights Reserved. In PeopleSoft 8.8, Commitment Control is PeopleSoft’s new term for the Budget Checking Module. Commitment Control Definition of Commitment Control

Budgeting and Commitment Control 9 Copyright © 2006 Accenture All Rights Reserved. Purpose of Commitment Control  Agency –Manage operational needs  OPB –Control budget by Object Class, Program, and Fund Source  Statewide –Provides tools to manage and budget by Program –Statewide reporting by Program –Expenditures checked against approved budgets Commitment Control

Preparations for Go Live Budget Process

Budgeting and Commitment Control 11 Copyright © 2006 Accenture All Rights Reserved. Tree Chart TreeOwnerMaintainsDefinitions Changes in 8.8 AccountSAO StatewideNo FundSAO StatewideYes DepartmentAgencyAgency/SAOAgencyNo ProgramOPBSAO/OPBStatewideNew ProjectAgencyAgency/SAOAgencyNo Fund SourceAgencyAgency/SAOAgencyYes

Budgeting and Commitment Control 12 Copyright © 2006 Accenture All Rights Reserved. Fund

Budgeting and Commitment Control 13 Copyright © 2006 Accenture All Rights Reserved. Program

Budgeting and Commitment Control 14 Copyright © 2006 Accenture All Rights Reserved. Fund Source

Budgeting and Commitment Control 15 Copyright © 2006 Accenture All Rights Reserved. CLASS Ledger ORG Ledger DEPTSUM Ledger REVEST Ledger ALLOTMENT Ledger PROGRAM Ledger Agency BudgetNet Budget Process PeopleSoft

Originating in PeopleSoft Budget Process

Budgeting and Commitment Control 17 Copyright © 2006 Accenture All Rights Reserved. ORG Ledger Agency Budget Process

Budgeting and Commitment Control 18 Copyright © 2006 Accenture All Rights Reserved. ORG Ledger Purpose Tracks expenses against budget at the department (ORG) level How it Works ChartfieldHow PopulatedBudgetary Control  Account  Fund Code  Department  Program  Class  Project  Funding Source  Budget Load (BUDJRNLX Process)  Encumbrance, Expense Transactions  Track Budget Process

Budgeting and Commitment Control 19 Copyright © 2006 Accenture All Rights Reserved. ORG Ledger DEPTSUM Ledger Agency Budget Process

Budgeting and Commitment Control 20 Copyright © 2006 Accenture All Rights Reserved. DEPTSUM Ledger Purpose Tracks or Controls expenses against budget at the department summary level by Class How it Works ChartfieldHow PopulatedBudgetary Control  Fund Code  Department  Program  Class  Budget Load (BUDJRNLX Process) –Similar to APPROP Ledger in 7.02  Encumbrance, Expense Transactions  Track or control at Agency/Business Unit discretion Budget Process

Budgeting and Commitment Control 21 Copyright © 2006 Accenture All Rights Reserved. CLASS Ledger ORG Ledger DEPTSUM Ledger Agency Budget Process

Budgeting and Commitment Control 22 Copyright © 2006 Accenture All Rights Reserved. CLASS Ledger Purpose Tracks or Controls expenses against budget at the Program level by Class How it Works ChartfieldHow PopulatedBudgetary Control  Fund  Program  Class  Budget Load (BUDJRNLX Process)  Encumbrance, Expense Transactions  Track or control at Agency/Business Unit discretion Budget Process

Budgeting and Commitment Control 23 Copyright © 2006 Accenture All Rights Reserved. CLASS Ledger ORG Ledger DEPTSUM Ledger REVEST Ledger Agency Budget Process

Budgeting and Commitment Control 24 Copyright © 2006 Accenture All Rights Reserved. REVEST Ledger Purpose Tracks revenue against budget at the department level How it Works ChartfieldHow PopulatedBudgetary Control  Account  Fund  Department  Program  Project  Funding Source  Budget Load (BUDJRNLX Process)  Budget Check Revenue Transactions  Track Budget Process

Originating in BudgetNet Budget Process

Budgeting and Commitment Control 26 Copyright © 2006 Accenture All Rights Reserved. CLASS Ledger ORG Ledger DEPTSUM Ledger REVEST Ledger PROGRAM Ledger Agency BudgetNet Budget Process

Budgeting and Commitment Control 27 Copyright © 2006 Accenture All Rights Reserved. PROGRAM Ledger Purpose Tracks expenses against Program/Funding Source as identified in the Appropriations Act  Compliance with Program budgeting  New Program Chartfield and Program ledger eliminate need for agencies to account for Program data in other Chartfields  PeopleSoft reporting now possible at Program level  OPB approved AOBs and amendments are in PeopleSoft Budget Process

Budgeting and Commitment Control 28 Copyright © 2006 Accenture All Rights Reserved. PROGRAM Ledger How it Works ChartfieldHow PopulatedBudgetary Control  Program  Funding Source  BudgetNet  Encumbrance, Expense Transactions  Track Budget Process

Budgeting and Commitment Control 29 Copyright © 2006 Accenture All Rights Reserved. ALLOTMENT Ledger PROGRAM Ledger Agency BudgetNet Budget Process CLASS Ledger ORG Ledger DEPTSUM Ledger REVEST Ledger

Budgeting and Commitment Control 30 Copyright © 2006 Accenture All Rights Reserved. ALLOTMENT Ledger Purpose Tracks expenses against Program/Funding Source as requested through the Allotment process in BudgetNet Allotment is the allocation of a portion of budget spending authority How it Works ChartfieldHow PopulatedBudgetary Control  Program  Fund Source  BudgetNet  Encumbrance, Expense Transactions  Track Federal and Other Funds  Track State Funds Day 1  Control State Funds as Agencies roll onto Streamlined Banking Allotment Process

Budgeting and Commitment Control 31 Copyright © 2006 Accenture All Rights Reserved. OPB Analyst Review And Approve Commissioner Of Insurance staff verify allotment OPB Division Director Review Rejected Approved Commissioner of Insurance approves allotment Electronically. Authorization to expend allotted State funds by agency PeopleSoft Allotment Ledger Allotment Data sent to PeopleSoft Allotment Ledger (Program and Fund Source) Allotment Request sent to OPB Division Director for Approval Agency prepares allotment request in BudgetNet Module Submits Electronically to OPB BudgetNet Budget Net Interface State funds transferred from treasury account to agency bank account contains the Date and allotment number are sent to Treasury OPB Audits SAO Agency Requesting Funds Notification to Treasury OPB Generates Interface Warrant Office Quality Control Check Rejected Non-PeopleSoft Agency Approved Allotment Process

Budgeting and Commitment Control 32 Copyright © 2006 Accenture All Rights Reserved. Allotment Process OPB Allotment Approval Process OPB Analyst Reviews Commissioner Of Insurance verify allotment OPB Division Director Rejected Approved BudgetNet sends notifications Creates file for PS load. Agency allotment request in BudgetNet Module Submits Electronically to OPB BudgetNet BudgetNet Allotments Process Warrant Office QC Check Rejected Approved - The entire allotment process is electronic - notifications of work flow - Data loaded automatically into PeopleSoft

Budgeting and Commitment Control 33 Copyright © 2006 Accenture All Rights Reserved. Commissioner of Insurance approves allotment Electronically. Authorization to expend allotted State funds by agency PeopleSoft Allotment Ledger Allotment Data sent to PeopleSoft Allotment Ledger (Program and Fund Source) BudgetNet Budget Net Interface State funds transferred from treasury account to agency bank account contains the Date, warrant number and allotment number are sent to Treasury OPB Audits SAO Agency Requesting Funds Notification to Treasury Non-PeopleSoft Agencies AGENCIES NOT ON STREAMLINED BANKING Allotment Process

Budgeting and Commitment Control 34 Copyright © 2006 Accenture All Rights Reserved. Allotment Processes in BudgetNet  Agencies will request allotments by Program and Fund Source  Agencies will see historical data  Able to track status of allotment requests  Request against current/latest AOB  Training forthcoming by OPB Allotment Process

Budgeting and Commitment Control 35 Copyright © 2006 Accenture All Rights Reserved. DRAFT MOCK UP DRAFT MOCK UP Allotment Agency Entry Screen 34

Budgeting and Commitment Control 36 Copyright © 2006 Accenture All Rights Reserved. DRAFT MOCK UP DRAFT MOCK UP Allotment Agency Entry Screen 35

Budgeting and Commitment Control 37 Copyright © 2006 Accenture All Rights Reserved. Budget Process Agency ORG Ledger ORG Ledger DEPTSUM Ledger DEPTSUM Ledger CLASS Ledger CLASS Ledger REVEST Ledger REVEST Ledger ALLOTMENT Ledger ALLOTMENT Ledger PROGRAM Ledger PROGRAM Ledger BudgetNet

Preparations for Go Live PeopleSoft 8.8 Page Examples

Budgeting and Commitment Control 39 Copyright © 2006 Accenture All Rights Reserved. Pages in PeopleSoft 8.8  Amendment ID  Budget Spreadsheet  Budget Import  Budget Review  BUDJRNLX  Amendment Impact Report  Post Budget Transaction Example

Budgeting and Commitment Control 40 Copyright © 2006 Accenture All Rights Reserved. 40

Budgeting and Commitment Control 41 Copyright © 2006 Accenture All Rights Reserved. 41

Budgeting and Commitment Control 42 Copyright © 2006 Accenture All Rights Reserved. 42

Budgeting and Commitment Control 43 Copyright © 2006 Accenture All Rights Reserved. 43

Budgeting and Commitment Control 44 Copyright © 2006 Accenture All Rights Reserved. 44

Budgeting and Commitment Control 45 Copyright © 2006 Accenture All Rights Reserved. 45

Budgeting and Commitment Control 46 Copyright © 2006 Accenture All Rights Reserved. 46

Budgeting and Commitment Control 47 Copyright © 2006 Accenture All Rights Reserved. 47

Budgeting and Commitment Control 48 Copyright © 2006 Accenture All Rights Reserved. 48

Budgeting and Commitment Control 49 Copyright © 2006 Accenture All Rights Reserved. 49

Budgeting and Commitment Control 50 Copyright © 2006 Accenture All Rights Reserved. 50

Preparations for Go Live PeopleSoft 8.8 Data Flow Example

Budgeting and Commitment Control 52 Copyright © 2006 Accenture All Rights Reserved. BCM_ORG Tree Transaction Example

Budgeting and Commitment Control 53 Copyright © 2006 Accenture All Rights Reserved. BCM_PROGRAM Tree Transaction Example

Budgeting and Commitment Control 54 Copyright © 2006 Accenture All Rights Reserved. BCM_FUND_SOURCE Tree Transaction Example

Budgeting and Commitment Control 55 Copyright © 2006 Accenture All Rights Reserved. Sample Budget Load  In this example, this agency has chosen to set their DEPTSUM Ledger to control, and their CLASS Ledger to track. Transaction Example

Budgeting and Commitment Control 56 Copyright © 2006 Accenture All Rights Reserved. LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount STAGE Ledger614000A462011ALL A462043ALL A462043ALL A462048ALL A A A A A Sample Budget Load

Budgeting and Commitment Control 57 Copyright © 2006 Accenture All Rights Reserved. BUDJRNLX Process LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount REVEST Ledger000001A A (Track)000001A A A Sample Budget Load

Budgeting and Commitment Control 58 Copyright © 2006 Accenture All Rights Reserved. BUDJRNLX Process LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount ORG Ledger614000A462011ALL A462043ALL (Track)663000A462043ALL A462048ALL DEPTSUM Ledger A A (Control) A CLASS Ledger A A (Track) Sample Budget Load

Budgeting and Commitment Control 59 Copyright © 2006 Accenture All Rights Reserved. BudgetNet Upload for Appropriation LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount PROGRAM Ledger STATE OTHER (Track) st Qtr Allotment Upload from BudgetNet LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount ALLOT Ledger STATE OTHER

Budgeting and Commitment Control 60 Copyright © 2006 Accenture All Rights Reserved. AccountFundDept Fund Src ProgramClassProjectAmount A In this example, the Agency  Is NOT utilizing Streamlined Banking  This transaction passes all ledgers Transaction Example 1

Budgeting and Commitment Control 61 Copyright © 2006 Accenture All Rights Reserved. LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount REVEST Ledger000001A (Track) A A A A Transaction Example 1 AccountFundDept Fund Src ProgramClassProjectAmount A

Budgeting and Commitment Control 62 Copyright © 2006 Accenture All Rights Reserved. Transaction Example 1 AccountFundDeptFund SrcProgramClassProjectAmount A LedgerAccountFundDeptFund SrcProgramClassProject Budget Amount ORG Ledger614000A462011ALL A462043ALL (Track)663000A462043ALL A462048ALL DEPTSUM Ledger A A (Control) A CLASS Ledger A A (Track) Pass with Budget Warning Pass

Budgeting and Commitment Control 63 Copyright © 2006 Accenture All Rights Reserved. Transaction Example 1 AccountFundDept Fund Src ProgramClassProjectAmount A LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount PROGRAM Ledger STATE OTHER (Track) LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount ALLOT Ledger STATE OTHER (Track) Pass

Budgeting and Commitment Control 64 Copyright © 2006 Accenture All Rights Reserved. AccountFundDept Fund Src ProgramClassProjectAmount A In this example, the Agency  Is NOT utilizing Streamlined Banking  This transaction will create a budget exception Transaction Example 2

Budgeting and Commitment Control 65 Copyright © 2006 Accenture All Rights Reserved. LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount REVEST Ledger000001A (Track) A A A A Transaction Example 2 AccountFundDept Fund Src Progra m ClassProjectAmount A

Budgeting and Commitment Control 66 Copyright © 2006 Accenture All Rights Reserved. Transaction Example 2 AccountFundDeptFund SrcProgramClassProjectAmount A LedgerAccountFundDeptFund SrcProgramClassProject Budget Amount ORG Ledger614000A462011ALL A462043ALL (Track)663000A462043ALL A462048ALL DEPTSUM Ledger A A (Control) A CLASS Ledger A A (Track) Pass with Budget Warning Budget Exception Pass

Budgeting and Commitment Control 67 Copyright © 2006 Accenture All Rights Reserved. Transaction Example 2 AccountFundDept Fund Src ProgramClassProjectAmount A LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount PROGRAM Ledger STATE OTHER (Track) LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount ALLOT Ledger STATE OTHER (Track) Pass Budget Warning

Budgeting and Commitment Control 68 Copyright © 2006 Accenture All Rights Reserved. AccountFundDept Fund Src ProgramClassProjectAmount A In this example, the Agency  IS utilizing Streamlined Banking  This transaction will create two budget exceptions Transaction Example 3

Budgeting and Commitment Control 69 Copyright © 2006 Accenture All Rights Reserved. LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount REVEST Ledger000001A (Track)000001A A A A Transaction Example 3 AccountFundDept Fund Src ProgramClassProjectAmount A

Budgeting and Commitment Control 70 Copyright © 2006 Accenture All Rights Reserved. Transaction Example 3 AccountFundDeptFund SrcProgramClassProjectAmount A LedgerAccountFundDeptFund SrcProgramClassProject Budget Amount ORG Ledger614000A462011ALL A462043ALL (Track)663000A462043ALL A462048ALL DEPTSUM Ledger A A (Control) A CLASS Ledger A A (Track) Pass with Budget Warning Budget Exception Pass

Budgeting and Commitment Control 71 Copyright © 2006 Accenture All Rights Reserved. Transaction Example 3 AccountFundDept Fund Src ProgramClassProjectAmount A LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount PROGRAM Ledger STATE OTHER (Track) LedgerAccountFundDept Fund Src ProgramClassProject Budget Amount ALLOT Ledger STATE OTHER (Control State) Pass Budget Exception

Budgeting and Commitment Control 72 Copyright © 2006 Accenture All Rights Reserved. FY07 Budget Timeline – Department Budgets ActivityResponsibleDate 1 Submit FY07BCM Trees in 7.02 and 8.8 structures to SAO Agency4/3–4/21 2 Submit FY07 Budgets in 7.02 and 8.8 structures to SAO Agency4/17–5/26 3 BCM Trees and Budgets loaded into 7.02 VOLTST and 8.8 CFG environments SAO/Agency4/15–6/9 4 Agencies verify Budgets and BCM Trees in 7.02 and 8.8 environments Agency6/12–6/ Trees and Budgets migrated/loaded to 8.8 production environment SAO During Upgrade Trees and Budgets migrated/loaded to 7.02 production environment (for contingency plan) Agency During Upgrade

Budgeting and Commitment Control 73 Copyright © 2006 Accenture All Rights Reserved. FY07 Budget Timeline – Program and Allotment Budgets ActivityResponsibleDate 1 Enter AOB (Program budgets) in BudgetNet Agency5/1-5/31 2 Submit FY07 Q1 Allotment Request to OPB Agency5/1-5/31 3 Approve Program Budgets and Allotment Requests OPB5/1-6/10 4 Authorize FY07 Q1 Allotment Requests Comptroller6/1-6/15 5 Generate Program files and submit to SAO OPB5/15-6/15 6 Submit Allotment data to SAO OPB6/16

Budgeting and Commitment Control 74 Copyright © 2006 Accenture All Rights Reserved. FY07 Budget Timeline – Program and Allotment Budgets ActivityResponsibleDate 7 Load BudgetNet files and Allotment data into 8.8 configuration environment SAO5/15-6/19 8 Generate report for OPB & Agencies to verify Allotment Requests SAO6/20 9 Financial Reporting Group & Agencies verify Program Budgets SAO/Agencies6/20-6/23 10 Verify FY07 Program Budgets and Q1 Allotment Requests OPB/Agencies6/20-6/23 11 Program Budgets and Allotment Requests migrated to 8.8 production environment SAO During Upgrade

Preparations for Go Live Upcoming Sessions

Budgeting and Commitment Control 76 Copyright © 2006 Accenture All Rights Reserved. Next Agency Change Management Meeting TopicDateObjective Commitment Control Lab TBD (was 3/27) Hands-on lab to go over how to load a budget into PeopleSoft 8.8. Interunit and Open Item Accounting for Travel and Per Diem 4/27/06 SAO will talk to the new functionality in PeopleSoft 8.8 for Interunit Accounting and Open Item Accounting for Travel and Per Diem.

Budgeting and Commitment Control 77 Copyright © 2006 Accenture All Rights Reserved. Agency Change Champion Deployment Meetings DateTopics 4/12  Upgrade Activities List Review  Cleaning up Transactions in 7.02  Freeze Dates  FY06 Close Dates  Preparing subsystems for go-live  Go-Live Contingency Plan 5/15  Upgrade Activities List Review  Readiness Assessment Checkpoint  Conducting Business During the Downtime  Startup Activities 6/8  Upgrade Activities List Review  Readiness Assessment Checkpoint  Go-Live Help Desk  End User Training Checkpoint  Stabilization Check-in Sessions Upcoming Sessions

Budgeting and Commitment Control 78 Copyright © 2006 Accenture All Rights Reserved. Follow up items  Evaluations – –“SAO Program Budgets and Allotments”  Financial Systems Website –  PeopleSoft Upgrade –Presentations ◘Budgeting and Commitment Control (3/23)