PBF Operating Decision Packages 2015 (PBF300) - PowerPoint PPT Presentation

Loading...

PPT – PBF Operating Decision Packages 2015 (PBF300) PowerPoint presentation | free to download - id: 81f94d-NTA1O



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

PBF Operating Decision Packages 2015 (PBF300)

Description:

Title: PowerPoint Presentation Author: DC Last modified by: Quick, Beth Created Date: 10/31/2000 6:35:37 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

Number of Views:11
Avg rating:3.0/5.0
Slides: 59
Provided by: DC280
Learn more at: http://www.admin.sc.gov
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: PBF Operating Decision Packages 2015 (PBF300)


1
PBF Operating Decision Packages 2015 (PBF300)
September 2015
2
Welcome and Introductions
  • Welcome to SCEIS Operating Decision Packages 2015
    (PBF300)
  • Introductions
  • Rest Rooms
  • Breaks

3
Classroom Logistics
  • Classroom etiquette
  • Cell phones off/silence
  • No side conversations
  • Feel free to ask questions
  • No email or internet usage during class except at
    break

4
Lesson 1 Portal Navigation
4
5
Log-on
  1. Click the Internet Explorer icon on your desktop.
  2. Enter the web address for PBF Portal
    (https//pbfportal.sc.gov/irj/portal).
  3. Login using your MySCEmployee login information.

Enter your MySCEmployee ID in the User ID field.
Enter your MySCEmployee password in the Password
field.
Enter your MySCEmployee password in the Password
field.
Click Log On.
5
6
Execute a Transaction
  • To execute a transaction, follow the desired
    portal path.

6
7
Detailed Navigation Pane
  • The Detailed Navigation Pane populates with
    available transactions based on users Top Level
    and Second Level Navigation selections, as well
    as their assigned security role.

7
8
Commonly Used buttons
  • Search Opens a dialog window to search for an
    existing budget form.
  • New Opens a dialog window of the form to allow
    users to create a new budget form.
  • Save Opens a dialog window to enter a reason
    for change.
  • Cancel Budget form is closed and user is
    returned to main budget form page.
  • Advance Stage Opens a dialog window where the
    user can select the next stage to advance the
    budget form.
  • Email Opens a series of dialog windows to
    determine the correct e-mail address processing
    through SAP Office mail.

8
9
Commonly Used buttons (contd)
  • Export Allows the user to export the budget
    form spreadsheet to Microsoft Excel.
  • Add Allows the user to add a new line to the
    budget form.
  • Delete Allows the user to delete a line, if you
    have the security authorizations.
  • Line Text Allows the user to add detail
    information associated to that specific line
    item.
  • Refresh Allows the refresh the screen to
    ensure the information has been added.

9
10
Budget Form template Tabs
  • A standard set of tabs depending on the budget
    form type.
  • Expenditures
  • Non-position related costs associated with the
    request.
  • Example supplies and materials, contractual
    services, and equipment.
  • Revenue
  • Estimated revenues such as taxes, grants, service
    fees, and other sources of revenue.
  • Comments
  • Users are provided with a comment box to enter
    unlimited amount of text.
  • Attachments
  • User can attach any file type to the budget form
    instance.

11
Budget Form template Header
  • The header contains budget request form ID,
    description and budget formulation stages.
  • The form ID is system generated and the form
    description is user defined.
  • Budget formulation stages represent the phases of
    budget request development and review.
  • Users are given access to the budget form at
    specific stages and cannot see the budget request
    for stages to which they have no access.

12
Budget Form template Comments
  • Every budget form type has a Comments tab.
  • The text entered on the budget forms is used to
    further define or justify a request.
  • The comments are incorporated into reporting on
    the budget request.
  • This tab has a single comment field where users
    can enter an unlimited amount of text.
  • Standard spell check
  • Text format capabilities including bold, italics,
    header level formatting, tab list and numeric
    lists.

13
Budget Form Structure Attachments
  • Every budget form type has an Attachments tab.
  • Allows for supporting documents for the budget
    request.
  • User can attach an unlimited number of
    attachments of various types of files including,
    but not limited to, doc, docx, xlsx, ppt, vsd,
    pdf, jpeg, gif, bmp, zip, and txt.

14
Budget Form structure
  • Several structures are used across all budget
    forms.
  1. Title Budget form instance type.
  2. Form ID System generated sequential number used
    to identify each budget form instance.
  3. Stage Status Displays the current stage of this
    budget form.

15
Budget Form buttons
  • Several buttons are used across all budget forms.
  • Search Opens dialog window to search for a
    budget form.
  • New Opens a dialog window to create a new form.
  • Save Opens a dialog window to enter a reason
    for change.
  • The purpose is to create an audit trail
    associated with every change from the time the
    form was created.
  • Cancel Budget form is closed and user is
    returned to previous header page.

16
Budget Form buttons (contd)
  • Advance Stage Opens a dialog window to select
    the next stage to advance the budget form.
  • Email Opens a series of dialog windows to
    determine the correct e-mail address processing.
  • The e-mail is processed through SAP Office mail.

17
Create Budget Form
  1. Click New button. A dialog window opens where the
    user can specify the change type and description
    information as required.
  2. Select Change Type. In this example the change
    type is Base Adjustment.
  3. Enter Description. This is a title for the
    adjustment.
  4. Click Create button. This creates a new form ID
    number for this budget form, and closes the
    dialog window and returns user to the header.

18
Create Budget Form (contd)
  • The header is refreshed with the new data.
  • Stage is set to the first stage associated with
    the budget form that the user has security access
    to create.

19
Governors Form Stages
Stage Number Title
201 Agency Initial Entry
202 Agency Change 1
203 Agency Change 2
209 Agency Final Changes no changes permitted
211 EBO Changes
212 Governors Changes
219 Governors Final No changes permitted
20
Request Types
Request Type Title
20 Base - Allocations
21 Base - Realignment
22 Base Restructuring (Must be approved by 9/10/15)
23 Base Pushdown (to push down by Fund)
30 Federal Fund Changes
31 Other Fund Changes
32 Agency New Request
35 Non-Recurring Request (Form C Only)
21
Saving a Transaction
  • Before ending a transaction, all changes must be
    saved.
  • The surest way to save changes before ending a
    transaction is to click Save .
  • If you end the transaction and have not yet
    clicked Save , you will lose data
    entered into the transaction.
  • Notice the message indicating
    whether you have successfully saved changes or if
    there are errors that need to be addressed.
  • Click Cancel to terminate a transaction.
  • The budget form is closed and user is returned to
    previous header page, without saving the data
    entries.

21
22
Status Messages
  • Three types of message may appear in the Status /
    Message bar.
  • Each message type has an associated icon.
  • Informational
  • Warning
  • Error

22
23
Logoff
  • Click Logoff in the upper right corner.
  • Click Yes to verify your request to logoff the
    PBF Portal. You will be returned to the login
    screen.

23
24
Lesson 2 PBF Master Data
25
PBF Master Data
  • Groups transactions into meaningful categories.
  • Provides various structures (i.e.,
    organizational) for summarizing data.
  • Dimensions or Master Data can contain
  • Funds
  • Fund Center (SCEIS Business Areas)
  • Budget Programs (similar to SCEIS Funded
    Programs)
  • Grants
  • Expenditures and Revenues (SCEIS Commitment Item)

26
Key Terms
Fund Fund represents general sources of funding used in the public sector to segregate and categorize those resources for budget formulation and control, financial accounting, and both internal and external (e.g., statutory) reporting purposes.
Funds Center Funds Center in PBF is equal to Business Area in SCEIS. Agencies use business area in Funds Management to manage their organizational structure and to allocate funds to agency structure within the organization.
Budget Program The 8-digit code that is used to capture statewide activities and projects, similar to Funded Program in SCEIS.
Grant Defines and contains financial conditions and legal rules agreed upon by the grantor (sponsor) and the grantee.
27
Key Terms (contd)
Commitment Item Represents the functional grouping of expenditures and revenues and other financial transactions. Commitment Items represent objects of expenditure and revenue source codes.
Effective Dates Define the start and end dates for which a master data record is valid from a system perspective.
Characteristics Objects that represent data elements. For example, agency, functional area, commitment item, etc.
Key Figures Objects that represent key facts. For example, values, quantity or amounts.
28
Lesson 3 Decision Packages
29
Decision Packages
  • The agencies prepare a budget submission to the
    Governor with requests for program modifications
    or enhancements.
  • The requests are then reviewed by the Governors
    Office for inclusion in the Executive Budget
    submission to the Legislature.
  • The approved or modified budget requests are
    combined with the base budget (Appropriations
    Act) to establish the total Executive Budget.

30
Decision Packages (contd)
  • The Decision Package shows the detail budget
    spread of any changes to the Appropriations Act
    and goes hand-in-hand with the narrative Budget
    Requests submitted to the Governors Office.
  • Agencies should complete a separate decision
    package form for each request.
  • Requests should include allocations spreads,
    agency realignments, pushdowns, approved
    restructuring, any new General Fund requests,
    Federal/Other Fund changes, and
    capital/non-recurring requests.
  • This form will then be used for loading the
    Governors Budget which will be published in
    early January.

31
Decision Package Forms
  • One budget form

Form Description
Governors Form The Governors Request form is used for requesting changes to the New Year budget and includes expenditures, revenues, existing positions, and new positions. The Decision Package shows the detail budget spread of any budget changes and goes hand-in-hand with the narrative Budget.
32
Decision Package Form (contd)
  • The decision package budget form has eight tabs

Tab Description
Header Display the agency and type of request.
Summary Display the total expenses, revenues, net and FTE by fund group.
Expenditures Enter the expenditure details.
FTEs Enter FTE change details.
Revenue Enter the revenue details.
New Positions Enter the FTE change details.
Comments Enter comments to this request
Attachments Add attachments to this request.
33
Decision Package Form Header
  • The Header tab allows the agencies to specify
    their individual agency and identify the change
    type.

34
Decision Package Form Summary
  • The Summary tab summarizes the requested changes
    entered on the expenditures, revenues and FTEs
    tabs.
  • This tab is read only.

35
Decision Package Form Expenditures
  • The Expenditures tab allows agencies to add
    expense related commitment item rows to the
    request.

36
Decision Package Form FTEs
  • The FTEs tab allows agencies to add FTE related
    commitment item rows to the request.
  • The costs for FTE changes are included on the
    Expenditures tab. 
  • This tab is for FTE changes only, not for new
    positions.
  • Salary for a new position should be loaded on the
    New Positions tab not the Expenditures tab.
  • It will double count the Salary if entered on the
    Expenditures tab.

37
Decision Package Form Revenues
  • The Revenue tab allows agencies to add revenue
    related commitment item rows to the request.

38
Decision Package Form New Positions
  • The New Positions tab allows agencies to add new
    positions related commitment item rows to the
    request.
  • The minimum and maximum salary fields are
    informational based on the job selected.

39
Governors Form Stages
Stage Number Title
201 Agency Initial Entry
202 Agency Change 1
203 Agency Change 2
209 Agency Final Changes no changes permitted
211 SBD Changes
212 Governors Changes
219 Governors Final No changes permitted
40
Stages
  • Stages control access to data within budget
    forms.
  • Unique stages are assigned to individual budget
    forms.
  • Users are assigned to groups which have access to
    stages.
  • Stages determine a users access to a budget
    request and also at what point in the process
    entered changes are recorded.
  • Stages are numeric values only
  • 3 digit codes
  • e.g.,101 to 105 for Base, 201 to 360 for
    Decision Packages

41
Stages
  • Tracks Budget
  • All forms have stages to control user access and
    version control
  • Tracks Budget
  • All forms have stages to control user access and
    version control

Current Stage Indicator
42
Stage Process
  • Budget formulation stages represent the phases of
    budget request development and review.
  • Users are given access to the budget form at
    specific stages.
  • Cannot see the budget request for stages to which
    they have no access.
  • Stages vary by budget type.
  • The Advance Stage button allows users to move a
    single budget form instance.

43
Advance Stage button
  1. Click Advance Stage button, which opens the
    Advance Stage dialog window.
  2. Select the down-arrow to make your new stage
    selection.
  3. Select the Set Stage button to set the next
    stage.

44
Advance Stage button (contd)
  1. Verify Stage value has changed, then click the
    Save button.
  2. Enter reason for change, then click Save button
    to record the entry.
  3. Complete the setting of the next stage.

45
Request Types
Request Type Title
20 Base - Allocations
21 Base - Realignment
22 Base Restructuring (Must be approved by 9/5/14)
23 Base Pushdown (to push down by Fund)
30 Federal Fund Changes
31 Other Fund Changes
32 Agency New Request
33 Non-Recurring Request (Form C only)
46
Lesson 4 PBF Reports Overview
46
47
PBF Reports
  • SCEIS PBF Reports are pre-built and
    pre-configured.
  • Reports allow users to view, analyze, and manage
    the budget information.
  • PBF entries are executed in real time upon and
    PBF data is available in the report immediately
    upon refresh.
  • The report queries the data warehouse in real
    time and provides an output based on the data
    available at that time.
  • However, you must go back to the Document List
    and open the report again to refresh the data.
    The Refresh Data button will not work.

47
48
Lesson 5 PBF Reports InfoView Basics
48
49
Navigate to InfoView Launch Pad
  1. Click the Internet Explorer icon on your desktop.
  2. Enter the web address for PBF Portal
    (https//sceisreporting.sc.gov).
  3. Login using your MySCEmployee login information.

Enter your MySCEmployee ID in the User Name
field.
Enter your MySCEmployee password in the Password
field.
Make sure Windows AD is selected.
Click Log On.
49
50
Navigate to InfoView Launch Pad (contd)
  • In your folders you should see SCSG Enterprise.
  • The PBF reports are under Budget/Operating/PBF.

50
51
Lesson 6 PBF Reports - Working with Documents
51
52
Report Document toolbar
  • The Web Intelligence toolbar allows you to
    navigate within the report document.

Button Function
Lets you export the data for viewing, saving, or printing. Export Document As exports all tabs of the document. Export Current Report As exports only the current tab. Once selected, you can choose to export to PDF or Excel for viewing, saving, or printing.
Refreshes the document. However, to refresh live PBF data you must exit the report and open again to bring in new data.
Allows you to search for text in the document.
52
53
Select Report Parameters (contd)
  • To add / change, click on a parameter category in
    the Prompts Summary pane.
  • The Available Values field in right pane
    populates with values corresponding to the
    selected category. Click Refresh Values to
    update list.
  • Select parameter, then click right-arrow to add
    to Active Values field.

3
1
2
53
54
Logoff
  • It is important to log out of BOBJ before exiting
    the report tool.
  • Click Log off in the top right corner of the
    page. It will return you to the main PBF portal
    screen.

54
55
Lesson 7 PBF Reports - Examples
55
56
RDP01 Agency DP Report
57
RBase03 Base Budget Report
58
RDP03 Agency Base DP Report
About PowerShow.com