Create and Maintain Budget Journals

1
State of ConnecticutCore-CT Project Create and
Maintain Budget Journals 4 hrs
Updated 03/25/2003
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Getting Started
Welcome

• Welcome to the Create and Maintain Budget
  Journals course!
• Instructor introduction
• Participant introduction
• Training facility orientation
• Ground rules
• Parking lot
• To participate in this course, you should have
  already completed the following training
• PeopleSoft Navigation Tutorial
• GL Business Process Overview course

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Objectives
Welcome

• In this training, you will learn to
• Apply the new GL processes that you learned about
  in the Overview courses. We will specifically
  focus on the following processes
• Understanding the Budget Structure
• Reviewing Budget Information Online
• Creating, Modifying, and Uploading Spreadsheet
  Budget Journals
• Creating Online Budget Journals and Budget
  Transfers
• Deleting Online Budget Journals
• Posting Online Budget Journals
• Reviewing and Correcting Online Budget Journals
• Use Core-CT as a tool in supporting the processes
• Utilize Core-CT functionality to maximize your
  efficiency

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Agenda
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Agenda
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Training Tools
Welcome

• In this training session, we will use tools
  created specifically for this course.
• Presentation
• We will use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT to support those
  processes
• Exercises
• We have developed exercises that will enable you
  to practice the skills you will learn in each
  module
• Training Database
• The functionality in our database mirrors the
  Core-CT production environment closely, though
  changes may be made prior to go-live
• Data has been loaded into the system to help you
  learn how to use the system, not to reflect a
  specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We will also use a web-based help system during
  the class. This tool will be available to you
  after go-live.
• Web Learning Assistant
• Web-based tool that provides help for specific
  processes (e.g. Create an Online Budget Journal)
• Contains procedures, job aids, glossary
• Will be your primary reference tool once Core-CT
  goes live
• Job Aids are available to reinforce the
  information introduced in this course. Job Aids
  summarize key information and outline critical
  processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids

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Agenda
9
Overview
Understanding the Budget Structure

• The following is a list of the budget structures
  used by the State
• Appropriation
• Allotment
• Bond Authorization
• Bond Allocation
• Bond Allotment
• Revenue Estimate
• Associated Revenue Estimate
• Agency Level Budgets

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Key Points
Understanding the Budget Structure

• Appropriation (Central)
• Required for legislative appropriations
• i.e. the General Fund and most other non-bond
  funds
• Highest level of budget in Core-CT
• Created and maintained centrally by OSC
• Always established as a control budget
• Allotment (Central)
• Required for all General Fund and most other
  appropriated and non-appropriated Funds
• Created quarterly and maintained centrally by
  OSC
• Always established as a control budget

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Key Points
Understanding the Budget Structure

• Bond Authorization (Central)
• Required for all legislative bond authorizations
• Budget Reference to capture year of bond
  authorization rather than creating new Fund
  values annually
• Created and maintained centrally by OSC
• Always established as a control budget
• Bond Allocation (Central)
• Required for all Bond Commission Allocations
• Created and maintained centrally by OSC
• Always established as a control budget
• Bond Allotment (Central)
• Required to allot Bond Funds
• Always established as a control budget

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Key Points
Understanding the Budget Structure

• Revenue Budgets (Central)
• Used by OPM and OSC to track Revenues by Revenue
  Account
• Created and maintained centrally by OSC
• Associated Revenue Estimate (Central)
• Used for the Grant Transfer Process
• Created and maintained centrally by OSC
• May be established as track

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Key Points
Understanding the Budget Structure

• Agency Level Budgets
• Used for creating agency-defined lower level
  Department ChartField budgets
• Used for agency Non-Project Project ChartField
  value
• May be for a different amount than appropriated
  (e.g. create central reserve), but budget control
  will ultimately always reside at
  Appropriation/Allotment
• Non project budgets Agency 1 and Agency 2

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Key Points
Understanding the Budget Structure

• Project Budget Structure (Agency)
• Used for creating agency Project budgets based
  on detailed Project ChartField values and agency
  defined Department Chartfield values.
• Capture multiple funding sources in amounts
  which could differ from the Appropriation,
• Project Budget Structures include
• Project 1
• Project 2
• Project 3

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Agenda
16
Overview
Reviewing Budget Information

• Reviewing Budget Information using the Budget
  Inquiry pages allows you to
• Inquire on specific budget information such as
  initial budget, available budget, expenses,
  encumbrances and pre-encumbrances
• Drilldown to view the details behind the summary
  information such as budget journal, budget
  ledger, and budget line details

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Process Flow
Reviewing Budget Information
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Key Points
Reviewing Budget Information

• Remember the following when performing an
  Inquiry
• Only data that has been posted can be viewed
  through these pages
• You cannot update information through these pages
• If you want to use the parameters in a future
  search save when you exit these pages

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Walk-through and Exercise
Reviewing Budget Information

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Viewing Budget Information
• Scenario The Department of Consumer Protection
  wants to view their budget information in summary
  and detail.
• WLA Path
• Core-CT General LedgergtGL nVision and
  ReportinggtView ProceduresgtViewing Budget
  Information
• On your own, complete exercise 2 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Agenda
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Overview
Creating Budget Journals

• There are three ways to enter and load budgets
  into Core-CTs budget ledgers
• Spreadsheet Budget Journals
• On-line Budget Journals
• On-line Budget Transfers

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Process Flow
Creating Budget Journals
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Overview
Creating Spreadsheet Budget Journals

• Creating Spreadsheet Budget Journals involves the
  following
• Understanding the Components of the Journal
  Workbook
• Understanding Budget Journal Defaults
• Agencies may need to set defaults after
  downloading the budget spreadsheet
• Entering Budget Journal Headers and Lines
• Each journal must be created with a unique Budget
  Journal ID

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Process Flow
Creating Spreadsheet Budget Journals
Enter Journal Headers and Lines
Validate Journal defaults
Journals posted to the GL
Create the Flat File
Upload Journals
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Key Points
Creating Spreadsheet Budget Journals

• Remember the following when Creating Spreadsheet
  Budget Journals
• Each user creating a spreadsheet journal entry
  must have a valid Core-CT Operator ID to use when
  creating the entry
• Follow the Journal ID naming standard to avoid
  creating duplicates
• Standard agency acronym sequential number
• Example DAS0000001

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Walk-through and Exercise
Creating Spreadsheet Budget Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Creating Journal Entries using the
  Spreadsheet Budget Journal template.
• WLA Path
• Core-CT General Ledger gt Using Spreadsheet
  Journals gt Data Entry Procedures gt Entering
  Journal Defaults
• Core-CT General Ledger gt Creating and Maintaining
  Budgets gt Data Entry Procedures gt Creating
  Spreadsheet Budgets
• On your own, complete exercise 5 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Modifying Spreadsheet Budget Journals

• Spreadsheet Budget Journals can be modified in
  the following ways
• Editing Existing Budget Journals
• To complete incomplete budget journals
• Copying Budget Journals
• To avoid redundant data entry
• Deleting Budget Journals
• To delete journals that have not yet been
  uploaded to Core-CT

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Walk-through and Exercise
Modifying Spreadsheet Budget Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario We will walk through three scenarios
  for copying, deleting, and editing spreadsheet
  budget journals.
• WLA Path
• Core-CT General Ledger gt Using Spreadsheet
  Journals gt Data Entry Procedures gt Copying
  Journals
• Core-CT General Ledger gt Using Spreadsheet
  Journals gt Data Entry Procedures gt Deleting
  Journals
• Core-CT General Ledger gt Using Spreadsheet
  Journals gt Data Entry Procedures gt Changing the
  Import Status of Journals
• On your own, complete exercise 9 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Uploading Spreadsheet Budget Journals

• Uploading Spreadsheet Journals involves the
  following
• Creating the Flat File
• Save to a location determined by your agency
• Running the Spreadsheet Budget Journal Import
  Process
• Process run as needed by agency

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Process Flow
Uploading Spreadsheet Budget Journals
Enter Journal Headers and Lines
Validate Journal defaults
Journals posted to the GL
Create the Flat File
Upload Journals
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Key Points
Uploading Spreadsheet Budget Journals

• Remember the following regarding Uploading
  Spreadsheet Budget Journals
• Agency responsibilities
• Run the Spreadsheet Journal Import Process as
  needed
• Determine where the Flat File will be saved
• Each Flat File must be saved with a unique name
• Standard acronym date (MMDD) operators
  initials sequential number
• Example DMV0401JS1
• Central responsibilities
• OSC will review the spreadsheet budget journals
  online in Core-CT and then kick-off the Edit,and
  Post processes

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Walk-through and Exercise
Uploading Spreadsheet Budget Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario You have finished making your budget
  journal entries for the day and are now ready to
  save the journals to a flat file for import into
  Core-CT
• The flat file has been created and is now ready
  for import into Core-CT.
• WLA Path
• General Ledger gt Using Spreadsheet Journal Entry
  gt Data Entry Procedures gt Creating the Flat File
• General Ledger gt Using Spreadsheet Journal Entry
  gt Process Procedures gt Running the Spreadsheet
  Journal Import Process
• On your own, complete exercises 12 and 13 in
  your Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
37
Agenda
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Overview
Creating Online Budget Journals

• Creating On-line Budget Journals consist of the
  following
• Enter Budget Header and Line Information
• Chartfield combinations and budgetary control
  parameters are entered on these pages to record
  the official State and Agency budgets
• Budget Journal IDs are automatically generated
  once the journal is saved
• Example 0000000001, 0000000002

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Process Flow
Create Online Budget Journals
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Walk-through and Exercise
Creating Online Budget Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario
• Central Legislation has passed a law for the
  Department of Consumer Protection (DCP) to
  increase their appropriation by 1,000,000.
  Create a budget journal for this amount
• Agency DCP appropriated 500,000 and only alloted
  250,000. OSC has now allotted you the remainder.
  Create a budget journal to update your agency
  budget by 250,000.
• WLA Path Core-CT General Ledger gt Creating and
  Maintaining Budget Journals gtData Entry
  Procedures gt Creating Online Budget Journals
• On your own, complete exercise 16 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
42
Overview
Creating Online Budget Transfers

• Creating On-line Budget Transfers consist of the
  following
• Enter Budget Header and Line Information
• Chartfield combinations and budgetary control
  parameters are entered on these pages to record
  the official State and Agency budgets
• Different Budget Entry type options exist on the
  Budget Header page
• Transfer Budget Lines must be in balance
• Budget Journal IDs are automatically generated
  once it is saved
• Must be posted for transfer to occur and view
  online

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Process Flow
Create Online Budget Transfers
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Walk-through and Exercise
Creating Online Budget Transfers

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario The Department of Consumer Protection
  wants to transfer funds between departments.
• WLA Path Core-CT General Ledger gt Creating and
  Maintaining Budget Journals gtData Entry
  Procedures gt Creating Online Budget Transfers
• On your own, complete exercise 18 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
46
Overview
Deleting a Budget Journal

• Keep in mind the following when deleting a budget
  journal
• You can only delete a budget journal that has not
  been posted
• The Budget Header Status must either be None,
  Error, or Valid
• There will be no audit trail of the deleted
  budget journal

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Process Flow
Deleting a Budget Journal
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Walk-through and Exercise
Deleting a Budget Journal

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Department of Consumer Protection
  (DCP) wants to delete a journal that has not yet
  been posted.
• WLA Path Core-CT General Ledger gt Creating and
  Maintaining Budget Journals gtData Entry
  Procedures gt Deleting Budget Journals

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Agenda
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Agenda
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Overview
Posting a Budget Journal

• After a budget journal is created and saved
  online you can set it to post. You can initiate
  the posting process on the budget line page for a
  single budget journal.
• Budget Header Status must be None
• This is the status of the budget journal when
  created and saved without errors
• Budget Header status changes to P once it is
  posted

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Process Flow
Posting a Budget Journal
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Walk-through and Exercise
Posting a Budget Journal

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Now that your agency has entered a
  budget journal let's set it to post.
• WLA Path Core-CT General Ledger gt Creating and
  Maintaining Budget Journals gtData Entry
  Procedures gt Posting a Single Budget Journal
• On your own, complete exercise 20 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Reviewing and Correcting Budget Journals

• Reviewing and Correcting Budget Journals involve
  the following
• Limit your search to only those budget journals
  in error
• View error messages
• Make corrections
• Post the budget journal

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Process Flow
Reviewing and Correcting Budget Journals
Reviewing and Correcting Posting Errors
Delete Unposted Budget Journals
Create Budget Journals
Post Budget Journals
Review Budget Information
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Key Points
Reviewing and Correcting Budget Journals

• The following is a list of potential errors you
  may encounter
• Budget is closed
• Budget Period is invalid
• Account type selected is invalid
• Account value selected is invalid
• Chartfield value selected is not correct

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Walk-through and Exercise
Reviewing and Correcting Budget Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario The Department of Consumer
  Protection's budget journals are marked in error.
  Review and correct these errors.
• WLA Path General Ledger gt Creating and
  Maintaining Budget Journals gtData Entry
  Procedures gt Reviewing and Correcting Budget
  Journals

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Agenda
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Conclusion

• Wrapping Up Create and Maintain Budget Journals
• Summary of Completed Course Objectives
• Understanding the Budget Structure
• Reviewing Budget Information Online
• Creating, Modifying, and Uploading Spreadsheet
  Budget Journals
• Creating Online Budget Journals and Budget
  Transfers
• Deleting Online Budget Journals
• Posting Online Budget Journals
• Reviewing and Correcting Online Budget Journals
• Final Questions

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Sandbox Goals/ Action Plan/ Adjourn

• After this class, Central/Agency users can
• Use the Sandbox environment as a database that
  has been set up to utilize for practice on
  Core-CT to keep reinforcing what you have learned
  today.
• Use all of the exercises completed here in class
  as job aids in the Sandbox environment when you
  return to your agencies.
• Fill out the Action Plan sheet so the
  participants can plan when they will be utilizing
  the Sandbox and can make the commitment to do so.
• Complete the course evaluation forms.
• Wrap up and Adjourn the class.