1. Executive Overview1 Budget Preparation Executive Overview

2. 2 Overview 2006 Budget Manual Course Outline Screen Layout Overview Queries & Reports Appendices Objectives Support

3. Executive Overview3 Objectives  Discuss Budget Process  Explain Terms & Concepts  Describe Process Changes  View 2006 Budget Manual  Execute Queries (Reports)  Use Appendix Materials  Review Support Process  Summary

4. Executive Overview4 Overview  SYSTEM ► New system within SAP called Business Information Warehouse (BW) ► Budget Prep System in SAP is replacing BUDR & BUDF systems ► Separate logon from SAP R/3 Production  User ID is same  Initial password: tarrXXXX where XXXX is last four digits of your social security number

5. Executive Overview5 Overview  SCOPE ► Starting 2007 budget year and subsequent years, all budget requests for operating expense funds, revenue and special purpose budgets will be included ► Does not include Grants except for Cash Match and Operating Subsidy –Cash Match 592011 –Operating Subsidy 592021

6. Executive Overview6 Overview (cont’d)  What’s included in Department Entry for 2006 budget year? ► Operating expense budgets for following funds  10000 – General Fund (most departments)  26100 – Road and Bridge (Precincts and Transportation)  32100 – Debt Service (Budget Office) ► Special purpose budgets  T0400 – Public Health  51100 – Resource Connection  21100 – County Clerk  21300 – County Clerk

7. Executive Overview7 Overview (cont’d)  What’s not included in Department Entry for 2006 budget year? ► Special Purpose Budgets  Departments with other special purpose budgets may elect to enter these in the new system in the April/May timeframe  Another option is to wait until August timeframe (except those indicated on pg. 6) and provide to Budget Office via spreadsheets (current process)  Revenue and cash carry forward (CCF) will not be available during department entry timeframe ► Revenue  Follow existing manual process for 2006  Audit Department will run parallel systems to validate new system design

8. Executive Overview8 Versions Version Used By Used For Dates Used* ADepartments Entering department summary, budget requests, and decision packages 4/4 – 5/13 B Budget Office Perfecting department input and salary projections 5/13 – 7/1 C Budget Office Budget Office recommended budget 7/1 – 8/15 D Budget Office Court hearing adjustments, final modifications, and budget approval 8/15 – 9/30 * Dates are approximate and will vary each year.

9. Executive Overview9 Jan FebMarAprMayJunJulAugSepOctNovDec 4/4 – 5/13 5/13 – 7/1 7/1 – 8/15 8/15 – 9/30 9/30 Approved Budget Department MeetingsBudget Hearings 4/4 Budget Prep Kickoff Instructions Available for Departments Tarrant County Budget Prep Timeline 5/13 – 6/15 8/15 – 9/30 NOTE: Dates are approximate and will vary each year. Version B Version A Version C Version D Final budget loaded into SAP R/3 Funds Mgmt.

10. Executive Overview10 Budgeting Fund Centers

11. Executive Overview11 Budgeting Fund Center  Level to manage budget(s)  One or more per department  Department heads determine budgeting fund centers  Fund centers roll up to budgeting fund center(s)  Budgeting fund centers roll up to fund center groups  Fund center groups are control level for budgets  Alpha abbreviations for budgeting fund centers set up in R/3 to view actual expenses at same level as budgets

12. Executive Overview12 Terms & Concepts TERMSDEFINITION SAP R/3 Refers to SAP system used today. Includes: HR, Payroll, ESS, Appraisals, Purchasing, Purchase Requisitions, Financial Accounting, Grants and Funds Management. BW SAP’s Business Information Warehouse. A database used for the County’s budget planning and reporting. Layout BW’s term for a budget planning screen.

13. Executive Overview13 Terms & Concepts TERMSDEFINITION Version Edition of a layout (version A is used for department entry, version B is used for perfections by the Budget Office, etc.) Query SAP term for a BW report. Can be displayed on- line or printed. Variant Used to save your settings for a BW query or R/3 report (ex: fund center for a query). Crystal Application that merges text and numbers for report generation. Mobius (Document Direct) Repository for reports generated by other applications.

14. Executive Overview14 Terms & Concepts TERMSDEFINITION Decision Package New way of “bundling” all costs for a new program, new position(s) and capital items >$500,000. Budget Request (2006) Expense commitment items and amounts being requested. Current Budget (2005) Court approved budget for Fiscal Year plus or minus any adjustments. YTD Year To Date amounts spent or received.

15. Executive Overview15 Terms & Concepts TERMSDEFINITION Fund Center Level expenses are recorded. Equivalent to cost centers. Multiple fund centers for large departments. Budgeting Fund Center (BW/BPS) The fund center number used to enter and manage budgets. All fund centers roll up to a budgeting fund center. Budgeting Fund Center (R/3) Alphabetical abbreviation in R/3 to view FM reports of expenses and budgets by budgeting fund center. Used for large departments. Fund Center Group (R/3) One for each Department. Control level for budgets.

16. Executive Overview16 Department Process Changes OLDNEW Vehicle schedule submitted with budget request Vehicle schedule no longer submitted with budget Forward to Transportation Dept. Subtotals are not available by commitment item group Subtotals available by commitment item group View on-line in queries and reports Spell check not available Spell check entire document in Word, then Copy/Paste into text document Text has to be retyped to correct errors or make changes Text can be edited on-line

17. Executive Overview17 Department Process Changes OLDNEW Appropriations and capital requests included items for new programs and new positions along with regular budget items New programs, positions or capital >$500K entered as a Decision Package Decision packages and budget requests are consolidated for a total department request Text entered line-by-line on screen without word wrap Word wrap capability Special Purpose Budgets entered in August/September Special Purpose Budgets may be entered in May with regular budget process Option to request in August/September when revenue and cash carry forward are available.

18. Executive Overview18 2006 Budget Manual  The budget manual contains: ► Salary Structure ► Fund and Funds Center List ► Grants Listing ► Commitment Item Account Codes ► Revenue Account Codes ► Purchasing Information  The budget manual is available on the training website and the budget office link from Tarrant County website

19. Executive Overview19 Screen Layouts Overview ► Department Summary (enter one time for entire department) –Mission Statement –Accomplishments –Objectives –Workload Measures ► Department Budget Entry (existing programs and positions) –Budget Requests –Capital Requests –Reclassification Requests ► Decision Package (new programs, positions or capital >$500K) –Program Summary –New Positions –Package Requests –Capital Requests –Revenue Projections

20. Executive Overview20 Budget Planning Work Area Layout Screen Features Document Indicator

21. Executive Overview21 Budget Reporting Tools Type of Report When Used How Do I Get There? BW Reports To view and print budget entries/data BW transaction code RRMX BW Text- Enable Crystal Reports To view and print budget entries/data including text justification BW user menu under “Crystal Reports – Department” folder Document Direct (Mobius) Repository To view and print historical budget data (with text justification) Use the “Document Direct” icon on your desktop. Select “VDRNet” area. FM Rollup Budget Reports (R/3) To view and print detailed actual expense and budget information R/3 transaction code ZFMCA

22. Executive Overview22 Query Report Overview Funds Mgt. & Budget Rollup ReportsR/3 BWReports Text-enhancedCrystalReports Text-enhancedCrystalReports SAP BW (Budget System) Crystal Mobius (Document Direct) Nightly Updates from SAP Updates every 15 minutes from BW Loaded in Document Direct Repository on pre-determined schedule

23. Executive Overview23 Report Cross Reference Appendix PY = Previous Budget Year CY = Current Budget Year NY = New Budget Year

24. Executive Overview24 BW Reports (RRMX) To execute a BW report, choose the button and select “Workbooks”

25. Executive Overview25 BW Reports Selecting A BW Report Highlight the desired report (ex: Budget Request) and click the button.

26. Executive Overview26 BW Reports Specifying Report Selection Criteria After entering your desired selection criteria (fund, budgeting fund center, etc.), press the button. Note: The button can be used to save your report settings as a variant and the button to retrieve previously saved variants. The button will display only if you have saved at least one (1) variant.

27. Executive Overview27 BW Report Screen Features Query Button Toolbar Excel Menu/Toolbar Query Display Area After executing a report, you can print it or save it as an Excel spreadsheet using the Excel menu/toolbar. Drilldown Buttons

28. Executive Overview28 BW Text-Enabled Crystal Reports To view the Crystal reports, select the button to view your user menu. Next, you will need to double-click on the desired report (ex: Departmental Text Summary) from the Crystal menu.

29. Executive Overview29 BW Text-Enabled Crystal Reports (2 Logons – Use BW User Name/Password) WEB APPLICATION SERVER LOGON: CRYSTAL LOGON:

30. Executive Overview30 BW Text-Enabled Crystal Reports Selection Screen Enter your selection criteria -- fund, budgeting fund center, budget year -- using the buttons. Then press the button to run the report. buttons. Then press the button to run the report.

31. Executive Overview31 BW Text-Enabled Crystal Reports (Final Logon – Use BW User Name/Password) DATABASE LOGON:

32. Executive Overview32 BW Text-Enabled Crystal Reports Report Output To print the report, click on the button and specify the desired printer.

33. Executive Overview33 FM Budget Rollup Report (R/3 transaction code ZFMCA) To execute the Rollup Budget Report, double-click on it.

34. Executive Overview34 FM Budget Rollup Report Rollup Report Selection Screen To execute the report, enter fiscal year, period, fund, fund center group or budgeting fund center designation, and commitment item group. Press the button.

35. Executive Overview35 FM Budget Rollup Report Selecting the Rollup Budget Report To execute the report, double-click on

36. Executive Overview36 Appendices  Budgeting Fund Centers (BW and R/3)  Budget Report Cross Reference List

37. Executive Overview37 1 3 4 Ask your peers for assistance Review your training materials and notes. Need Help? Email the Training Mailbox at:titansaptraining@tarrantcounty.com 5 2 Call the Department Budget Support Hotline at: 817-884-1520 Review tutorials on training website http://www.tarrantcounty.com/titan/lib/titan/training/index.asp

38. Executive Overview38 Summary  Discuss Budget Process  Explain Terms & Concepts  Describe Process Changes  View 2006 Budget Manual  Execute Queries (Reports)  Use Appendix Materials  Review Support Process  Summary

39. Executive Overview39 Questions?