1. Budget Maintenance Process Walkthrough September 15, 2006

2. 2 Agenda Objectives and Introduction SAP Key Terms and Concepts Budget Maintenance Integration in the Employee Lifecycle High Level Budget Design SAP Account String Concepts Budget Planning and Maintenance Calendar Process Overview: SAP Budget Transfer Process Key Changes A Glance into SAP: Selected screenshots from SAP PBC Financial Flow Communications and Training Highlights

3. 3 Objectives Describe the overall Budget Maintenance process from an LAUSD perspective Explain integration points and how Budget Maintenance is organized in SAP Provide insight into Budget Maintenance process flow Communicate the Budget key change impacts Provide a first glance into the BPS folder Encourage feedback and provide opportunity to ask questions about BTS before training Provide practical information about training and communication

4. 4 SAP Key Terminology SAP: The name of the software vendor and its core integrated product: “System Applications and Products” (SAP R/3) BTS (Business Tools for Schools): The name of the project and the name of the new LAUSD system Release 2: BTS is being implemented in 3 phases called “releases.” Release 2 will go-live (become active) on January 1, 2007 and includes payroll and time, human resources, benefits, budget and position control functionality Human Resources (HR): An SAP module for optimizing and controlling workforce planning

5. 5 The Employee Lifecycle Create Organizational Structure Create Budget & Position Control Identify Vacancy in Organizational Structure Hire Employees Recruit Candidates Identify Candidates Administer Benefits Report Time Run Payroll Post to Finance

6. 6 SAP Budget - Related Key Terminology Budget Planning & Simulation (BPS): SAP solution for Strategic Enterprise Management. BW/BPS is the abbreviation for Business Warehouse/Business Planning & Simulation. BW is a reporting tool that retrieves and integrates summarized and detail data from SAP Position Budget Control (PBC): An SAP module for integrated personnel cost/budget planning Personnel Cost Planning (PCP): An SAP module used for planning positions, salaries and benefits. PCP calculates planned cost based on Employee Master Data. Cost information is transferred to the BPS folders Funds Management (FM): Where budgeted revenues and expenditures for individual areas of responsibility are managed. In FM, future funds movements are managed and controlled according to a distributed budget. FM prevents the exceeding of a budget Examples of funds set up as master data in FM: 010 General Fund, 110 Adult Education, 120 Child Development Delimiting: Delimiting is attaching an end date to a record. When you create or copy an infotype, the old data is not lost but is stored as history for reporting purposes

7. 7 Module Business Planning & Simulation (BPS) Position Budget Control (PBC) SAP Sub-module BW/BPS – Business Planning & Simulations Personnel Cost Planning Position Budget Control Supported Business Process Perform Financial Forecasting Perform Budget Planning Perform Budget Maintenance Calculate costs for positions, salaries and benefits Perform budget planning for positions High Level Budget Design

8. 8 Module Financial & Controlling (FI & CO) Funds Management (FM) Human Resources (HR) SAP Sub- module CO – Project Systems CO – Cost Center Accounting CO – Internal Orders CO – Cost Element Accounting Funds Management Grants Management Payroll Personnel Management Personnel Development Organization Management Time Reporting E-recruit Supported Business Process Develop Facilities strategic plan Perform transaction process for actual revenue/expenditures Check if funding is available Commit funding for position and non- position items All functions associated with optimizing and controlling workforce administration High Level Budget Design

9. 9 SACS-Compliant SAP Account String

10. 10 SAP Master Data Integration

11. 11 Budget Planning and Maintenance Calendar

12. 12 Central Office Planning and Maintenance Calendar MonthPlanning 07/08Maintenance January 07 Budget Maintenance 06/07 February 07 March 07 April 07 Budget Planning 07/08 May 07 June 07 July 07 Budget Plan Revisions 07/08 August 07 September 07Adopt Budget 07/08 October 07 Budget Maintenance 07/08 November 07 December 07

13. 13 Budget Planning and Maintenance Calendar MonthPlanningMaintenanceNorming JanFY08 Forecasting FY07 Budget Maintenance Feb FY08 Preliminary Budget FY08 Enrollment Roadshow Mar Apr Provisional Budget Upload / Post May Position Assignment June July Final Budget Daily Teacher Norm Calculations Aug SeptAdopt Budget Oct FY08 Budget Maintenance Norm Day Nov Norm Adjustments Dec

14. 14 Legend Budget Maintenance - Part of the Wider System Integration Budget Maintenance

15. 15 Budget Maintenance Information Flow and Activities SAP Workflow Process

16. 16 What Has Changed? Current ProcessNew Process Create paper budget transfers Create online budget transfers which will be consistent for everyone IFSSAP Open and/or close a position when there is a change to the funding source Once a position is created, you can defund the position. Budget will not need to open or close a position When a funding source changes for a position, the position number stays the same

17. 17 What Has Changed? (cont.) Current ProcessNew Process Not able to make budget revisions during black-out periods Ability to make budget revisions with minimal black- out periods During black-out periods, make TB in IFS and update BRASS later Use one system (2 modules), no need to update in two different systems Not always able to access position information when making personnel and budget decisions and changes Access integrated data for budget and employee positions when making personnel and budget decisions BRASSBudget Planning & Simulations (BPS)

18. 18 Key Changes (Budget Maintenance)  Budget users will have to understand the account string structure for the funds they are dealing with  Budget users will access integrated data for budget and employee positions when making personnel budget decisions  Reports: Individuals who are identified as budget planners or budget maintainers will have access to standard BW reports

19. 19 Key Changes (Position Budget Control)  With SAP, several funding attributes can be attached to one position, therefore no need for multiple positions because of multiple funding sources  HR and Budget attributes will be populated automatically when a new position is created  When a position is closed, budget will defund the position, HR will delimit the position  Positions will be committed using actual employees‘ step and salary schedule  Immediate display of employee’s costs, and impact to Commitment Items and Budgets

20. 20 A Glance at SAP: Budget Planning Folders Budget layouts are divided into five folders: Budget Planning & Maintenance Revenue Planning Maintenance Growth Planning Reduction Planning & Maintenance Augmentation Planning A folder contains budget layouts that are used to input and store the budget information that interacts with other information in the SAP system such as HR and Payroll

21. 21 Budget Maintenance Folder (Variables/Header-Section 1) Header/Variable information for the budget transfer (section 1)

22. 22 Budget Maintenance Folder Layout (Section 2) The Budget Transfer Form resides in an MS Excel layout and will accept all standard Excel functions The header/variable information in section 1 populates in the first six rows of the Excel form (section 2) ed version

23. 23 Budget Maintenance Folder Layout (Section 3) In this example, we: Perform a position to position transfer Close a manager/director position Create two new computer specialist/information developer positions

24. 24 Budget Maintenance Folder Layout (Section 3) Note the Positive and Negative values in the From/To Amount field required to close one position and use the funds to open two new positions 10

25. 25 Position Budget Control Process Overview

26. 26 Communications and Training Highlights AugSeptOct.Nov 2006 Dec End User Training Jan Go Live Campaign Process Walkthroughs On- going specific messages 2007 My change and training guide

27. 27 Budget Training Curriculum Basic Navigation 5 Hours WBL – 5 R3100 Basic Navigation 1 hr WBL October - December 2006 BU200 Revenue & Expenditure Proj. 8 hrs ELT 43 Hours January - February 2007 BU250 Budget Norming 8 hrs ELT BU270 Specialized Planning 2 hrs ILT BU280 Budget Planning 5 hrs ILT ILT – 15 ELT – 28 BPS100 Budget Planning & Simulations 1 hr WBL BU220 Prelim. Provisional & Final Budgets 8 hrs ILT Budget WI100 Account String Wizard 1 hr WBL BU230 Resource Allocation 8 hrs ELT BU301 Budget System Admin (Part 2) 4 hrs ELT Hours Grand Total 87 Target Audience Size 368 WBL = Web Based Learning ILT = Instructor Led Training RVC = Recorded Virtual Classroom VC = Virtual Classroom ELT = Expert Led Training Budget 3 Hours WBL – 3 BU210 Financial Forecasting 8 hr ELT July 2007 MR200 BTS Mgmt Reports 2 hr WBL Budget & Position Control ELT – 20 ILT – 21 BU262 Budget Maint. Budget Services 1 hr ILT BU260 Budget Maintenance 6 hrs ILT 41 Hours BU300 Budget System Admin (Part 1) 4 hrs ELT PC200 Position Change Processing 8 hrs ELT BU100 Budget Overview Central Office 4 hrs ILT BU200 Revenue & Expenditure Projections 8 hrs ELT BU105 Budget Overview Schools 6 hrs ILT BU265 Budget Maint. Schools 4 hrs ILT

28. 28 More Project Information To learn about the BTS project: –Check out the BTS Website (www.lausd.net/bts) –E-mail bts@lausd.netbts@lausd.net

29. 29 Questions Before leaving the room, please make sure that you have –Signed in –Completed the process walkthrough assessment survey

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