1. Budget Management for Schools Schools Front End (SFE)
Budget Services & Financial Planning Division
School Fiscal Services Branch

2. agenda Key Terms and Concepts
Schools Front End (SFE) Budget Adjustment Workflow
Accessing Schools Front End (SFE) in BTS
Enter Budget Adjustment in Schools Front End (SFE)
Print School Budget Signature Form – WIP (Work in Progress)
agenda

3. Key Terms and concepts

4. Key Terms and Concepts

5. Key Terms and Concepts Budget Versions
- FN0 – Final Version – Used during Budget Development
- CM0 - Current Maintenance

6. Budget Line Types Key Terms and Concepts
“1POSITN” Position budget line items
“2OTHS-L” Other Salary budget line items-Limited
Community Rep, Teacher X, Clerical Overtime
“3OTH-L” Other Budget Limited line items
IMA, General Supplies

7. Key Terms and Concepts Position Status
Active
Activates a position and calculates the position cost based on the entered start and end date.
Closed
Closes a position and releases the funds associated with the position based on the end date.
Suspend
Used to capture salary savings within an active position start and end date.
For example, if a Teacher Assistant position was vacant from 10/1/2014 to 12/1/2014, the position can be suspended for those dates, which generates salary savings that can be repurposed.
For Categorical Programs, positions can only be suspended if they are vacant for 20 or more consecutive work days.

8. Key Terms and Concepts Budget Status Before WIP (Work in progress)
Status of the program budget prior to any changes.
WIP (Work in progress)
Indicates unapproved budget changes that have been saved in SFE awaiting approvals. An “unofficial” saved change to the budget.
Submitted
Indicates that the budget adjustment has been reviewed at the school level, and submitted for Local District approval.
Approved
Indicates that the budget has been reviewed at the Local District level and accepted in SFE by the Fiscal Specialist.

9. Schools Front End (SFE) User Roles
Key Terms and Concepts
Schools Front End (SFE) User Roles
SFE School Budget Adjuster
Allows user to display and maintain budget, and generate selected reports.
Who: School Administrative Assistant (SAA), Categorical Program Advisor
SFE School Budget Submitter
Allows user to display, maintain, and submit budget adjustments, and generate selected reports.
Who: School Site Principal

10. Key Terms and Concepts SFE Matchbox feature
Clicking in some fields in SFE will give you access to a matchbox. Clicking on the matchbox will provide a dropdown menu with options for filling in that field.

11. Budget Adjustment Workflow

12. Schools Front End Budget Adjustment Workflow

13. Accessing Schools Front End

14. Accessing Schools Front End (SFE) in BTS1
In the address bar, type to access the Citrix sign on page 2
Enter single sign on User ID and Password & click Log on

15. Accessing Schools Front End (SFE) in BTS3
Click SAP Portal - Prod

16. Accessing Schools Front End (SFE) in BTS
Enter single sign on User ID and Password & click Log on 4

17. Accessing Schools Front End (SFE) in BTS5
Click on the “Financials/Budget” Tab, then click on “SAP Budget-Schools Front End”

18. Budget Adjustments

19. Entering Budget Adjustments in SFE1
Input the following fields:
Fund Center – 7 digits
SACS Fund – always 010
LAUSD Program - 5 digits 2
Click “Save Selection Criteria”
(saves entered data), then
click “Budget Maintenance”

20. Enter Budget Adjustments in SFE
Menu
Navigation menu similar to the button in the School Budget Maintenance Screen (save changes, back, delete WIP)
Save
Saves changes and return the user to the SFE home screen
Back
Navigates back to the previous screen
Cancel
Cancels last action and navigates back to the previous screen
System
Expandable tools menu – not applicable to SFE
Submit for Approval
Available to Administrators
Warnings
Displays incumbent warnings
Cost Limits
Displays cost limits (Indirect, PD, IMA, etc.) when applicable
Delete WIP
Allows user to delete a Work in Progress and return to the last approved budget

21. Enter Budget Adjustments in SFE
Exercise 1
Create a Budget Adjustment to Move Dollars Between Existing Budget Line Items.
Locate the budget line items to be adjusted
Reduce “OTH NON INSTRL CONT” line item
Click on the “Total Cost” field and reduce the amount in this line to $0
Click “Validate”
Add dollars to “CURRICULAR TRIPS”
Note: The Total Difference field will reflect the total of the two lines (Oth Non Instrl Cont + IMA).
Add $20,000 to CURRICULAR TRIPS (amount in Total Difference field)
Click “Validate” to complete the transaction and check for errors. The message “All budget entries are valid” should display at the bottom of the screen.
Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval

22. Enter Budget Adjustments in SFE

23. Enter Budget Adjustments in SFE

24. Enter Budget Adjustments in SFE

25. Enter Budget Adjustments in SFE

26. Enter Budget Adjustments in SFE

27. Enter Budget Adjustments in SFE

28. Print Signature FormS (WIP)

29. Print School Budget Signature Form (WIP)1
From the School Budget Planning and Maintenance screen, click on the “Reports” tab 2
Click on “Signature Form’

30. Print School Budget Signature Form (WIP)3
Click “Execute” 6
Input the following:
Version – CM0
Fiscal Year – 2016
Fund Center – 1XXXX01
SACS Fund – 010
LAUSD Program – five digit program code 4
Select “WIP Version” 5
Select “Print the Form”

31. Print School Budget Signature Form (WIP)
If BTS printing has not been set up type in: “LPDF”
Click “Print Preview”

32. Print School Budget Signature Form (WIP)