1. Budget Development FY08 March 9, 2007

4. BDV Overview Controls and Account Structure FY08 Rollhead 1/11/07 District Control Records Approved Ranges 9xxx Accounts in Later Spring Field Definitions Rolls Review Prior Roll to FY08 Obsolete Account Deletion Field Def Reference Process County/District Maintained Fields G/L Review/BDV Manuals Page 2

5. BDV Overview Developing Budgets For FY08 District Rolls G/L to BDV Modify Data Many Options Download Program Special Program Being Updated Page 1

6. BDV Overview Budget Submission Must use Budget Development System Must Pass Edits Available in Early May Field Definitions Major Ranges Allowable Combinations Must use SACS Software for Adopted Budget (SACS2007) Available Late April Criteria & Standards Old J200 Reports Not Updated Page 3

7. FCS Controls District Control Record Batching Parameters (APY, BT’s, JV’s) Determined in January by the Rollhead Program By Year, By District Approved Summary Levels Same as Current Year/Resource-Project Yr District Summary Level/Online Lookup Same as Previous Yr Changes at Tentative Roll 6/15 Major Ranges/Combinations Seven Combination Tables Option #6 BDV to G/L Roll Not Available www.cde.ca.gov/fg/ac/ac www.cde.ca.gov/fg/ac/ac Access FY08 via NXTXX Pages 4/5

8. AP Variance Edits Access For Any Fiscal Year Through MGRXX Edits Evoked During Updates APY, PO Encumbrance, Cash Transfers Review Variance Edits A = Account Detail Level/26 digit D = District Summary Level AP Edit Error Y = Error N = Warning Percent/Amount Calculation Most Restrictive Limits Pages 6-8

9. Obsolete Accounts Field Definition Reference Program Pages 11/12 of BDV Manual Set up Prior To Initial Roll to BDV Converts/Deletes Values Closing 1XXX-7XXX Accounts Prior to Initial G/L to BDV Roll G/L Manual Instructions Closing 9XXX Accounts Prior to 9XXX Roll G/L Manual Instructions Page 9

10. Field Definition Process Edits for Field Definitions District Defined Definitions Object, School, Management Delete Unwanted Def’s Now Convert Fields/Reference Program No Longer One For One Transfer County Maintained Fields FU, Resource, Goal, Function Specify FY07/08 Additions Page 10

11. Field Definition Roll Roll Selection From Either FY07 FIN or NXTXX Many Times as Desired County Controlled Fields Rolled Only Once Once Rolled Independent Updates Selection Criteria Page 12 Have I Rolled My Field Def’s Yet? Pages 11/12

12. Field Definition Reference Process No Longer One For One Can Be Done More Than Once Still Should be First Process Still Can Overlay Data With Rolls Add References to FY 07 Field Def’s Looks At “Roll From” Year See Example Page 13 3 to 1 School Codes

13. Field Definition Reference Process Perform Field Def Roll Criteria Example Page 14 Perform G/L to DBV Roll FY07 to FY08 Conversion From Reference Field Can Run Many Times In FY08 BDV Combines All Accounts Check Totals

14. FY08 Field Definition Maintenance Maintenance Prior to FY08 Start Located on Main BDV Screen Option #9 Maintain Chart of Accts District Controlled County Controlled Account Maintenance Form Page 16

15. Creating BDV Records Roll Budget From G/L to BDV Previous Years Pages 18/23 Budget Detail Preservation Historical Data FY06 to FY06/FY07 to FY07 Criteria Examples Matrix Establishment Pages 24/25 FY07 to FY08 Watch If Reference Field Used Roll if Using SAMS Two Rolls Required Pages 26/27

16. Creating BDV Records Roll Expenses FY06 to FY06 Historical Example Pages 28/29 FY07 to FY07 Current Example Page 30 Match FY Yr With From/To Dates For Encumbrances, Use FY07 DP Will Not Be Performing Any Rolls Remember to Roll FY06 Before Purges Begin

17. Modifying Development Budget Menu Options Choice of Edits For Entry Maintenance Options Always B for Budget Can Use X to Alter Actual Data Budget Option Screen Change or Add Add or Replace Delete Function Detail Balances to Entry Pages 31-33

18. Modifying BDV Update By Percentages Increase/Decrease of Identified Accounts Percentage Based Includes Recovery Mode BDV Revisions w/Audit (Bgt Actions) Posts Immediately No Audit Trail Download/Upload Program Data can be moved/modified between BDV and Excel Special Instructions Program Being Updated Pages 34/36

19. Budget Development Reports Budget Entry Report No Specific Account Requests Monarch/Import Wizard Options Two Year Comparative w/Diff Multiple Period Uses Field Definitions from Existing Databases No Need to be Consecutive Years Blank Lines Use (Right Side) Y = Worksheet Format Additional Blank Lines (Below the Account) Y = Print Write-in Lines Print Inconsistency Message Pages 37/38

20. Budget Development Reports Four Year Comparative Field Definitions from Existing Databases No Need to be Consecutive Years Blank Lines Use (Right Side) Y = Worksheet Format Additional Blank Lines (Below the Account) Y = Print Write-in Lines Page 39

21. Budget Development Reports Budget Development Account Lookup Reports Menu Option #13 Balance Program Budgets Total Revenue/Total Expense Start-up Form Totals Page 40

22. BDV/FY Startup Workshops Budget Development March 9, 2007 Accruing Payables and Receivables May 4, 2007 Preparing for the Next Fiscal Year May 10, 2007 Year-End Closing May 23, 2007