Houston Independent School District

HISD Blueprint Design Document

SAP SBP Implementation

Houston Independent School District

SAP SBP

Blueprint Design Document



Table of Contents Approval Signature Page ............................................................................................................................... 5

Blueprint Design Introduction ...................................................................................................................... 6

Module Scope Overview ............................................................................................................................... 6

Detailed Design ............................................................................................................................................. 9

Integration Requirements ......................................................................................................................... 9

Integration with Human Capital Management ....................................................................................... 10

Integration with Funds Management ..................................................................................................... 10

Integration with Grants Management – Grantee ................................................................................... 10

Integration with SAP Business Intelligence and SAP Enterprise Portal .................................................. 10

Integration with Other HISD Systems ..................................................................................................... 11

SAP SBP Budgeting Process ..................................................................................................................... 11

1 Manage Master Data ...................................................................................................................... 12

1.1 Manage Budgeting Structure ...................................................................................................... 12

1.1.1 Maintain Budgeting Structure........................................................................................................ 23

1.2 Manage Personnel Structure ...................................................................................................... 29

1.2.1 Maintain Personnel Classification Structures ................................................................................ 34

1.2.2 Manage Jobs .................................................................................................................................. 35

1.2.3 Manage Positions ........................................................................................................................... 38

1.2.4 Manage Employees ........................................................................................................................ 45

1.3 Manage Projection Parameters .................................................................................................. 58

1.3.1 Manage Payroll and Benefit Parameters ....................................................................................... 59

1.3.2 Manage Personnel Parameters ...................................................................................................... 64

1.3.3 Manage Other Parameters ............................................................................................................ 64



1.4 Manage Other Budgeting Data ................................................................................................... 67

1.4.1 Manage Dictionary Objects ............................................................................................................ 68

1.4.2 Manage Application Help ............................................................................................................... 69

1.5 Manage Budgeting Forms ........................................................................................................... 71

1.5.1 Maintain Budgeting Forms ............................................................................................................. 88

1.5.2 Manage Comment Types ............................................................................................................... 89

1.5.3 Manage Workflow and Notification Settings ................................................................................. 92

2 Process Transactions ..................................................................................................................... 133

2.1 Perform Operating Budgeting ................................................................................................... 133

2.2 Perform Capital Budgeting ........................................................................................................ 264

2.3 Process Budget Changes ........................................................................................................... 294

3 Manage Information ..................................................................................................................... 297

3.1 Perform Personnel Expenditure Planning ................................................................................. 297

3.1.1 Process Personnel Projections ..................................................................................................... 300

3.1.2 Perform Personnel Analyses ........................................................................................................ 307

3.2 Perform Budget Planning and Projections ................................................................................ 315

3.2.1 Perform Budget Planning ............................................................................................................. 315

3.3 Process Budgetary Reporting .................................................................................................... 323

3.3.1 Run Budgetary Reports ................................................................................................................ 323

3.3.2 Run Personnel Reports ................................................................................................................ 324

3.4 Publish Budget .......................................................................................................................... 338

3.4.1 Run Budget Book Reports ............................................................................................................ 344

4 Perform Period-End Closing .......................................................................................................... 355

4.1 Manage Period-End Closing Activities ...................................................................................... 355

4.1.1 – Manage Budgeting Stages ......................................................................................................... 355

4.1.2 – Manage Batch Jobs ................................................................................................................... 355

4.2 Manage Daily Closing Activities ................................................................................................ 359

4.2.1 – Perform Daily Close for SAP SBP ............................................................................................... 360

4.3 Manage Month-End Closing Activities ...................................................................................... 364



4.3.1 – Perform Month-End Close for SAP SBP ..................................................................................... 364

4.4 Manage Quarter-End Closing Activities .................................................................................... 368

4.5 Manage Calendar Year-End Closing Activities .......................................................................... 368

4.6 Manage Fiscal Year-End Closing Activities ................................................................................ 368

4.6.1 – Perform Fiscal Year-End Close for SAP SBP ............................................................................... 368

Major Business Processes ......................................................................................................................... 372

2.2.01 – Perform Operating Budget Planning – Departments .............................................................. 374

2.2.02 – Perform Operating Budget Planning – Schools ....................................................................... 385

2.2.03 – Perform Operating Budgeting – Departments ........................................................................ 395

2.2.04 – Perform Operating Budgeting – Schools ................................................................................. 416

2.2.05 – Process Changes to Base Operating Budget Services – Departments .................................... 439

2.2.06 – Process Operating Budget Transfers and Reorganizations ..................................................... 450

2.2.07 – Perform Grant Budget Planning – Departments ..................................................................... 460

2.2.08 – Perform Grant Budget Planning – Schools .............................................................................. 471

2.2.34 – Process Changes to Base Operating Budget Services – Schools ............................................. 481

2.3.1 – Perform Capital Budget Planning .............................................................................................. 492

2.3.2 – Perform Capital Budgeting – Bond Program Administration .................................................... 502

Appendices ................................................................................................................................................ 520

A. District Budgeting Terminology .................................................................................................... 520

B. Roles and Authorizations .............................................................................................................. 559

C. Customizations (RICEFW) .............................................................................................................. 573



Document Revision History

Version Date Reason for revision Changed by name 0.1 2/8/2018 Initial Draft HISD 1.0 3/29/2018 Preliminary Draft HISD 2.0 4/6/2018 Initial Final Draft HISD 3.0 4/9/2018 Final Draft HISD 3.1 4/12/2018 Updated for NetWeaver 7.5 compatability HISD 4.0 11/10/2018 Updated Blueprint for RFP HISD

Approval Signature Page

Approve Name Position Date Signature



Blueprint Design Introduction The Blueprint Phase is part of the Accelerated SAP (ASAP) methodology that will be used for the Houston Independent School District (the “District” or “HISD”) SAP Budgeting and Planning for Public Sector (“SAP SBP”) implementation project (the “project” or “SAP SBP project”). As shown in Figure 1, the ASAP Methodology consists of six separate phases: Project Preparation, Blueprint, Realization, Final Preparation, Go-Live Support and Run SAP.

Figure 1: Integrating SAP SBP with the District’s Existing Systems

The purpose of the Business Blueprint Document is to understand the business requirements for the SAP SBP project. Blueprint workshops have been held to defined business requirements and discuss business processes related to budget planning and formulation. To verify the proper understanding of the HISD requirements that have been communicated, this Business Blueprint Document has been prepared to describe configuration, integration and development activities for future state budgeting and planning business processes owned and managed by the District’s Office of Budgeting and Financial Planning. This Business Blueprint Document will be reviewed by HISD project team members, updated to finalize the detailed scope of the SAP SBP project and approved by the Office of Budgeting and Financial Planning and Information Technology Department. Upon approval, it will become the project’s official scope document.

Module Scope Overview HISD has purchased the SAP SBP software to support the District’s budget development process. SAP SBP is a standard SAP add-on to the District’s existing SAP Business Intelligence (BI) and Portal systems and is expected to be integrated with other HISD systems as shown in Figure 2.

SAP SBP is designed to provide the District with a collaborative, end-to-end budgeting solution to enable the following:

Single point-of-entry for operating and capital budgeting Integrated tools supporting comprehensive budgetary analysis, reporting and monitoring Robust personnel expenditure projection capabilities Streamlined budget request, review, prioritization and decision-making processes Integrated budget execution and control with SAP Funds Management



Figure 2: Integrating SAP SBP with the District’s Existing Systems

SAP SBP provides the following content and features which have been specifically designed to enable holistic local government budgeting, budgetary analysis and decision-making processes:

Interactive templates used to simplify configuration of forms supporting base requesting, capital budgeting, budget changes, budget transfers, decision packages and ranking of budget requests

Microsoft Analysis for Office integration to support Excel-based planning and forms Personnel Expenditure Planning (PEP) to support detailed personnel cost projections Comment and comment tree types used to capture and link textual information related to budget

requests, as well as strategic planning including missions, goals, objectives and performance targets

Data mining, analysis and reporting of budgetary information integrated with SAP BusinessObjects

SAP SBP has been designed to support the integrated, end-to-end budgeting lifecycle as depicted in Figure 3; however, HISD will only utilize a portion of the SAP SBP functionality to support the budgeting and planning requirements as defined in this Business Blueprint Document.



Figure 3: SAP SBP Lifecycle

The District will utilize certain SAP SBP features to support the annual HISD budgeting timeline as illustrated in Figure 4 to realize the following main objectives:

Integrate with the District's financial, human resources and budget data managed using SAP Enterprise Resource Planning (“SAP ERP”) software (OneSource) based on the following key considerations to reduce complexity and minimize potential SAP SBP software performance issues

o Maximize master data alignment with SAP ERP o Minimize master data hierarchy levels



o Minimize data to be displayed and updated using SAP SBP forms o Centralize PEP position / employee calculations wherever possible o Maximize use of Excel-based integration and forms

Leverage SAP SBP-delivered form templates Increase automation by replacing the District’s existing disintegrated, complex and manual-

intensive budgeting processes Expand both centralized and decentralized budgeting capabilities for approximately 1,000 end-

users across the District: o 285+ schools o 60+ departments

Figure 4: Overview of the District’s Annual Budgeting Process

Please see Appendix A for definitions of common HISD budget-related terms, some of which may be used throughout this business blueprint document.

Detailed Design Integration Requirements While SAP designed different solutions and components to handle different functionality, these solutions and components are rarely independent of each other. Below are some of the integration points between the SAP SBP components and other HISD systems.



Integration with Human Capital Management Personnel Expenditure Planning (PEP), which is a major SAP SBP component, uses the job, position and employee information described in section 1.2 – Manage Personnel Structure, which is managed in the SAP ERP Human Capital Management (HCM) component, as the foundation for projecting personnel costs.

Initially, PEP will project personnel costs only for the next year base budget estimates. Forecasting of personnel costs for years beyond the next year base budget estimates will initially be performed at the budget line item level using the multi-year projection inflationary rates described in section 1.3.3 – Manage Other Parameters below.

While SAP provides standard extractors and data cubes to transfer information from HCM to SAP SBP, enhancements will be required to address the non-standard infotype information (including translation of non-FM master data and other District-specific information used for budgeting purposes), benefits and position classifications used by HISD. In addition, custom reporting will be used to facilitate manual updating of HCM for position changes made during the budgeting processes performed in SAP SBP.

Integration with Funds Management SAP SBP uses information from the SAP ERP Funds Management (FM) component as the foundation for preparing the next year’s budget which, when adopted, is then transferred to FM for budgetary control purposes.

While SAP provides standard extractors, retractors and data cubes to transfer information between SAP SBP and FM, enhancements will be required to address the use of the Budget Period field (which is not available in FM) and to transfer non-standard budget adjustment information used to justify budget changes in FM.

Integration with Grants Management – Grantee While SAP SBP includes the Grant field managed in the SAP ERP Grants Management – Grantee (GM-GTE) component, detailed grant-related budgets using the GM-GTE Sponsored Program and Sponsored class master data structures are not able to be developed in SAP SBP.

Enhancements will be required to manage Funded Program master data structures and groupings to align the grant-related budgets developed in SAP SBP with GM-GTE and custom reporting will be used to facilitate manual updating of GM-GTE for revised grant budget amounts.

Integration with SAP Business Intelligence and SAP Enterprise Portal Previously, the SAP SBP solution was not able to be used on the latest version of SAP NetWeaver (7.5) which is the technical foundation for the HISD SAP systems. This would have required the District to create a separate SAP NetWeaver 7.4 landscape for SAP SBP, resulting in connection to, and maintenance of, multiple instances of SAP Business Intelligence and SAP Enterprise Portal.



As shown in the SAP Product Availability Matrix (PAM) included as Figure 5, however, it appears that SAP is now supporting SAP SBP on NetWeaver 7.5, which should simplify the District’s SAP landscape.

Figure 5: SAP SBP and SAP NetWeaver Compatibility

Integration with Other HISD Systems Student enrollment is a major driver for projecting and allocating revenue. As a result, a custom interface with the new HISDConnect student information system has been included in the District’s SAP SBP design to update SAP SBP with the current student enrollment information.

In addition, the District is required to submit the adopted budget to the State of Texas Public Education Information Management System (PEIMS) and a custom interface from FM to PEIMS has also been included.

Information from other relevant systems (e.g., property tax information from the Harris County Assessor District, certified student enrollment from PEIMS, meal information from Nutrition Services, etc.) will be updated manually, as required, in SAP SBP.

SAP SBP Budgeting Process The sub-processes, activities, sub-activities and transactions/tasks for the District’s SAP SBP integrated budgeting process are described in detail below.



1 Manage Master Data The Manage Master Data sub-process within District’s integrated budgeting process includes establishing and maintaining the structures and parameters necessary to prepare and manage revenue estimates, expenditure projections (including detailed personnel expenditure projections) and expenditure budgets, as well as defining and maintaining the stages, forms, electronic workflow and notifications required to support submission, review, adjustment and ranking of estimates and budgets.

SAP logically categorizes application data as either transactional data or master data. Transactional data is data unique to a specific business transaction or business process event (i.e., base budget submissions by a department or campus). Master data is data that remains static across business transactions (i.e., a code representing a department or school in the Funds Center hierarchy). SAP SBP master data structures are established and managed using the Public Sector Budgeting industry solution BI content installed in the BW system.

SAP SBP master data structures will support the following:

Structuring of the budget Budget control integration and mapping User access controls Grouping for data processing, analysis and reporting

1.1 Manage Budgeting Structure Budgeting structure includes the master data dimensions necessary to logically group transactional data, as well as to segregate revenue and expenditures for managing budgetary information. Each SAP SBP master data dimension can be configured to support different data collection and reporting requirements. This master data is used to define budget requests, projection results and other elements necessary for the budget formulation process.

SAP SBP budgeting and value types will be aligned with ECC budget and value types as shown in Table 1.1-1, which include the budget version critical for ECC reporting.



Table 1.1-1 – Alignment of ECC with SAP SBP Budgeting Master Data Structures ECC Type SAP SBP Type Funds Management Versions and Budget Types Version 0 (consumable budget)

Budget Types

REG (Regular Budget)

1Time (One-Time Budget)

REV (Revenue Non-Grant)

GRANT (Grant Budget)

MATCH (Grant Match)

CFWD (Bdgt for Comm CF)

RECF (Residual Budget CF)

RIBS (Revenues Increasing)

Version 0 (revised budget)

Budgeting Types

REG0 (Regular Budget)

1Time0 (One-Time Budget)

REV0 (Revenue Non-Grant)

GRANT0 (Grant Budget)

MATCH0 (Grant Match)

CFWD0 (Bdgt for Comm CF)

RECF0 (Residual Budget CF)

RIBS0 (Revenues Increasing)

Version 10 (adopted capital budget)

Budget Types




Version 10 (adopted capital budget)

Budgeting Types

REG10 (Regular Capital Budget)

1Time10 (One-Time Capital Budget)

REV10 (Revenue Capital Budget)

Version 90 (adopted operating budget)

Budget Types




GRANT (Grant Budget)

MATCH (Grant Match)

Version 90 (adopted operating budget)

Budgeting Types

REG90 (Regular Operating Budget)

1Time90 (One-Time Operating Budget)

REV90 (Revenue Non-Grant Operating Budget)

GRANT90 (Grant Operating Budget)

MATCH90 (Grant Operating Budget Match)

Pre-Encumbrances 50 = Purchase Requisitions (shopping carts)

60 = Parked Documents

82 = Funds Precommitment

50 = Requisitions or Shopping Carts (pre-encumbrances)

60 = Parked Documents (pre-encumbrances)

82 = Funds Precommitments (pre-encumbrances)

Budgetary Actuals (note that all value types are included in beginning fund balance) 51 = Purchase Orders

52 = Business Trip Commitments

54 = Invoices (includes payments)

65 = Funds Commitment

66 = Profit Transfer Postings

81 = Funds Reservations

95 = Secondary Cost Postings (CO)

51 = Purchase Orders

52 = Business Trip Commitments

54 = Expense or Revenue

65 = Funds Commitments (encumbrances)

66 = Journal Entries

81 = Funds Reservations (encumbrances)

95 = Cost Allocations

Budgetary Calculations



Table 1.1-1 – Alignment of ECC with SAP SBP Budgeting Master Data Structures ECC Type SAP SBP Type Funds Management Versions and Budget Types

n/a ST = Statistical (calculations)

STQ = Statistical (quantity)

Funds Management and Grants Management master data structures will also be aligned with SAP SBP master data structures as shown in Table 1.1-2.

All FM master data structures and GM-GTE Grants within the District’s FM Area (HISD) will be extracted to SAP SBP, including the relevant hierarchies or groups used to manage these structures for budgeting purposes. While the ECC Budget Period field is not available in SAP SBP, it will be included using the user-defined budgeting dimension (Generic Dimension1).

FM and GM-GTE master data hierarchies or groups will need to be updated to align with the hierarchies required in SAP SBP.

Table 1.1-2 – Alignment of ECC with SAP SBP Budgeting Master Data Structures

ECC Structure Use in Funds Management SBP Structure Use in SAP SBP

FM Area

Used for high-level legal budgetary monitoring and control. The HISD FM Area will be used to manage the District’s budget.

/SBPBI/FM_AREA

Will always default to the HISD FM Area, which will be used for basic characteristic compounding.

Fund

Used to segregate resources to allow specific activities to be performed or objectives achieved in accordance with special regulations, restrictions or limitations.

/SBPBI/FUND

Will be extracted from ECC and used to segregate resources to allow specific activities to be performed or objectives achieved in accordance with special regulations, restrictions or limitations.





Grant

Used to further control resources committed to support specific activities or achieve certain objectives for which some or all funding is provided by an external entity, with the funding amounts and expected results established and managed by a specific agreement.

/SBPBI/GRANT

Will be extracted from ECC and used to further segregate resources for specific grant funding.

Funds Center

Used to support internal organizational accountability by segregating resources to allow activities to be performed or objectives achieved for specific internal organizational units.

Funds Centers are aligned 1:1 with the Cost Center master data used for cost accounting in the Controlling Component.

/SBPBI/FUND_CT

Will be extracted from ECC and used to segregate resources to allow activities to be performed or objectives achieved for specific internal organizational units.

Funded Program

Used to segregate resources across funding sources and/or fiscal years for specific activities to support budgeting of capital projects or specific line items.

Funded Programs are aligned with WBS Element master data for capital projects, Internal Order master data for specific line items and Sponsored Program master data for grant-related activities.

/SBPBI/FUNDPGM

Will be extracted from ECC and used to segregate resources across funding sources and/or fiscal years for specific activities to support budgeting of capital projects, specific line items or grant-specific activities.





Functional Area

Functional Areas are used to support service-/function-/activity-based accountability. The District uses Functional Areas for function-based accountability.

/SBPBI/FUNCARA

Will be extracted from ECC and used to support the District’s function-based accountability.

Commitment Item

Used to segregate resources to identify specific classifications of revenue, expenditure and fund balance.

/SBPBI/CMMT_IT

Will be extracted from ECC and used to segregate resources to identify specific classifications of revenue, expenditure and fund balance.

The following SAP master data structures will not be included in SAP SBP:

Company Codes Cost Centers Internal Orders Project Definitions Work Breakdown Structure (WBS) Elements Sponsored Programs General Ledger Accounts Cost Elements Sponsored Classes

The District will use the following budgetary master data structures in SAP SBP:

The HISD Financial Management Area Funds

o Extracted from ECC Fund Hierarchy

o To be maintained in ECC and extracted to SAP SBP o Used for budgeting of valid Funds using combination edit o Alternative hierarchies will be used for budgetary reporting o Normalized to nine levels

Level 1 – All HISD funds (authorization control level)



Level 2 – Budgeted (authorization control level) Budgeted Unbudgeted (excluded from budgeting; e.g., activity funds)

Level 3 – Fund Type (reporting level) Governmental Proprietary

Level 4 – Fund Group (authorization control level) Governmental Internal Service Enterprise

Level 5 – Budget (authorization control level) Operating Capital

Level 6 – Grant Funding (authorization control level) Grant Non-Grant

Level 7 – Grant Grouping (authorization control level) Federal State Local Non-Grant

Level 8 – Funding (authorization control level) General Special Revenue Debt Service Capital Renovation Public Facilities Corporation Alternative Certification Athletics Health Insurance Share Services University Interscholastic League (UIL) Print Shop Workers’ Compensation Business Development Nutrition Services Medicaid The Marketplace



Level 9 – ECC Fund

Funds Centers o Extracted from ECC

Funds Center Hierarchy (or group) o To be maintained in ECC and extracted to SAP SBP o Used for

Budgeting of valid Funds Centers using combination edit Hierarchy-driven form-based workflow notifications

o Separate hierarchy in SAP SBP or BW for historical reporting o Normalized to five levels

Level 1 – HISD Level 2 – Organization Type (authorization control level)

Departments Schools Non-Organization

Level 3 – School Type (authorization control level) Non-School Early Childhood Centers Elementary Schools Middle Schools High Schools Multi-Level Schools External Charter Schools Private Schools

Level 4 – Department (authorization control level) Various Departments Non-Department

Level 5 – ECC Funds Center

Commitment Items o Extracted from ECC (commitment items with financial transaction 30)

Commitment Item Hierarchy o To be maintained in ECC and extracted to SAP SBP o Used for budgeting of valid Commitment Items using combination edit o Normalized to six levels

Level 1 – Postable (authorization control level) All commitment items that update Funds Management including

statistical commitment items



Level 2 – Budgeted (authorization control level) Budgetary Fund Balance Unbudgeted (excluded from budgeting)

Level 4 – Funding (authorization control level) Operating Capital

Level 3 – Type (authorization control level) Resources Expenditures

Level 4 – Object (authorization control level) Beginning Fund Balance (resources) Revenue (resources) Other Sources (resources) 6100 – Payroll (expenditures) 6200 – Contracted Services (expenditures) 6300 – Supplies and Materials (expenditures) 6400 – Other Operating Expenses (expenditures) 6500 – Debt Service (expenditures) Cost of Issuance (capital expenditures) 6600 – Capital Outlay (expenditures) 6900 – Other Uses (expenditures)

Level 8 – ECC Commitment Item

Functional Areas o Extracted from ECC

Functional Area Group (Function) o To be maintained in ECC and extracted to SAP SBP o Used for budgeting of valid Functional Areas using combination edit o Normalized to three levels

Level 1 – Function (authorization control level) 11 – Instruction 12 – Instructional resources and media services 13 – Curriculum development and instructional staff development 21 – Instructional Leadership 23 – School Leadership 31 – Guidance, counseling, and evaluation services 32 – Social work services 33 – Health services



34 – Student (pupil) transportation 35 – Food services 36 – Co-curricular/extracurricular activities 41 – General administration 51 – Facilities and maintenance operations 52 – Security and monitoring services 53 – Data processing services 61 – Community services 71 – Debt services 81 – Facilities acquisition and construction 91 – Contracted instructional services between public schools 95 – Juvenile justice alternative education program 96 – Other financing sources (uses) 97 – Payments to tax incremental fund 99 – Other intergovernmental charges 00 – Other financing sources (uses)

Level 2 – Type (reporting level) PS – Pupil Services AD – Administrative Services

Level 3 – ECC Functional Area (authorization control level) Functional Area Group (Program Intent)

o To be maintained in ECC and extracted to SAP SBP o Used for PEIMS budgetary reporting o Normalized to three levels

Level 1 – Program Intent (reporting level) 11 – Basic educational services 21 – Gifted and talented 22 – Career and technical 23 – Services to students with disabilities (special education) 24 – Accelerated education 25 – Bilingual education and special language programs 26 – Non-disciplinary alternative education programs – AEP

services 28 – Disciplinary alternative education program – DAEP basic

services 29 – DAEP State Comp Edu Supplemental Costs 30 – Title I, part A schoolwide activities related to state

compensatory education



31 – High school allotment 32 – Pre-kindergarten – regular 33 – Pre-kindergarten – special education 34 – Pre-kindergarten – compensatory education 35 – Pre-kindergarten – bilingual education 71 – Debt services 91 – Athletics and related activities 99 – Other

Level 2 – Type (reporting level) PS – Pupil Services AD – Administrative Services

Level 3 – ECC Functional Area (authorization control level)

Grants o Extracted from ECC

Grant Group o To be maintained in ECC and extracted to SAP SBP o Used for budgeting of valid Grant funding using combination edit o Normalized to four levels

Level 1 – All HISD grants Level 2 – Budgeted (authorization control level)

Budgeted Unbudgeted (excluded from budgeting; e.g., not-relevant grant)

Level 3 – Grant Type (authorization control level) Title I, Part A Title I, Part C (migrant) Title I, Part D Title II, Part A Title III, Part A (LEP) Title III (immigrant) Title IV Special Education Shared Services Carl Perkins 21st Century Magnet Student Achievement Program (MSAP) Texas Title I Priority Schools (TTIPS) Other Grants (available fund balance)



Flow Through Funding (instructional materials) Miscellaneous Federal Grants Miscellaneous State Grants Miscellaneous Local Grants Non-Grant

Level 4 – ECC Grant

Funded Programs o Extracted from ECC

Funded Program Group o To be maintained in ECC and extracted to SAP SBP o Used for budgeting of valid Funded Programs using combination edit o Normalized to five levels

Level 1 – All HISD funded programs Level 2 – Budgeted (authorization control level)

Budgeted Unbudgeted (excluded from budgeting; e.g., undefined)

Level 3 – Funding (authorization control level) Operating (non-grant) Capital Grant

Level 4 – Grant Type (authorization control level) Title I, Part A Title I, Part C (migrant) Title I, Part D Title II, Part A Title III, Part A (LEP) Title III (immigrant) Title IV Special Education Shared Services Carl Perkins 21st Century Magnet Student Achievement Program (MSAP) Texas Title I Priority Schools (TTIPS) Other Grants (available fund balance) Flow Through Funding (instructional materials) Miscellaneous Federal Grants



Miscellaneous State Grants Miscellaneous Local Grants Non-Grant

Level 5 – ECC Funded Program

1.1.1 Maintain Budgeting Structure Responsible end-users will be able to use transaction RSA1 (data warehouse workbench) to manage and, if required, process the daily extraction and updating of BW and the SAP SBP data store for required Funds Management master data changes.

While detailed budgeting structures will be maintained in ECC and be automatically updated for use in SAP SBP, responsible end-users will use the Master Data Maintenance task (or transaction RSD1 in the BW system) to maintain budgeting structures and hierarchies established for budgeting in SAP SBP or for reporting in BW using BW InfoObjects.

You can identify relevant budgeting structures by entering search criteria based on the description and/or technical name of the corresponding SBP structure (InfoObject). You can use the Master Data Maintenance task to edit existing budgetary structures, as required, by selecting the related InfoObject, clicking the “Maintain” button and selecting the specific structure using relevant search criteria.

You can create new budgetary structures for the selected InfoObject as required by clicking the “New” button, entering the new structure and clicking the “Create” button.

If a corresponding hierarchy is available for the structure, you are also able to add the structure to a related hierarchy by clicking the “Add to Hierarchy” button.

You can save the updated or new budgeting structure information by clicking the “Save” button.

BPP Variation

Transaction / Task

Additional Authorizations

Description End-User Role

Funds RSA1 Data Warehouse Workbench Accountant – Central Office – Budgetary

Funds Centers RSA1 Data Warehouse Workbench Accountant – Central Office –

Budgetary

Commitment Items RSA1 Data Warehouse Workbench Accountant – Central Office –

Budgetary

Functional Areas RSA1 Data Warehouse Workbench Accountant – Central Office –

Budgetary

Grants RSA1 Data Warehouse Workbench Accountant – Central Office – Grant



BPP Variation

Transaction / Task



Funded Programs RSA1 Data Warehouse Workbench

Accountant – Central Office – Budgetary,

Accountant – Central Office – Capital,

Accountant – Central Office – Grant

Master Data Maintenance Maintain Budgeting Master Data



Accountant – Central Office – Grant

RSD1 Edit InfoObjects


Budget System Administrator – Central Office

Pain Points The District is experiencing the pain points described in Table 1.1-1 with respect to managing budgeting structure. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 1.1-1 – Identified Pain Points for Managing Budgeting Structure Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-LRP-001, SBP-PEP-001, SBP-OPR-001, SBP-CAP-017

Unable to completely segregate capital-related funding for budgeting and reporting purposes.

Addressed.

Capital-related funding will be able to be identified and managed in SAP SBP using relevant fund groups.

SBP-CAP-008 No visibility of total bond program budget, only those projects that have been specifically budgeted.

Addressed.

Using Funded Programs at the bond program level, HISD staff will be able to record and manage bond program information in SAP SBP including allocating program amounts to specific projects. Capital program planning will not be managed using SAP SBP.

SBP-PEP-001, SBP-OPR-001

Schools have difficulty aligning budgets with the correct functional area and often align personnel budget amounts with incorrect functional areas used for payroll posting instead of correcting the function area on the position account assignment of being used in timesheet reporting.

Partially Addressed.

Combo edits will partially resolve this issue by limiting the number of functional areas available for selection.



Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing budgeting structure are described in Table 1.1-2.

Table 1.1-2 – Solution Gap Resolution for Managing Budgeting Structure Type GAP ID Description Resolution Approach

Reporting, Enhancement,

Forms GAP-003

SAP SBP does not include District-specific budgeting and trend analysis information and reporting.

District-specific budgeting and corresponding trend analysis information will require use of the District’s master data and master data hierarchies.

Enhancement GAP-005 The Budget Period field is not available as a standard field in SAP SBP.

Will require use of a user-defined budgeting dimension (Generic Dimension1) that will be mapped and transformed to the Budget Period field using enhanced extractors, substitutions and retractors.

Process Change GAP-006 The Internal Order and WBS Element fields are not available as standard fields in SAP SBP.

Budgeting of Internal Orders and WBS Elements in SAP SBP will be performed using Funded Programs, with mapping and transformation to the Funded Program field for using an enhanced PEP extractor.

Process Change GAP-007 Funds Management master data derivations are not available in SAP SBP.

Budgeting in SAP SBP is performed using Funds Management account assignments.

Manual Process GAP-008 The Sponsored Program and Sponsored Class fields are not available in SAP SBP.

Grant-related budget is budgeted in SAP SBP using Funds Management account assignments and HISD will be required to manually allocate this budget to specific grants in Grants Management – Grantee.

A report will be developed to compare grant-related amounts budgeted in SAP SBP by Funded Program and Commitment Item with Grants Management-Grantee amounts budgeted in ECC by Sponsored Program and Sponsored Class, identifying differences to facilitate updating of Grants Management-Grantee budget based on approved grant-related base budget estimates.

Process Change GAP-025 Funds Management master data structures and hierarchies will not be available in SAP SBP.

All Funds Management master data structures and hierarchies (with the exception of Budget Periods) will be extracted to SAP SBP using standard extractors. Additional hierarchies for budgeting purposes will be created in Funds Management and transferred to SAP SBP.

Manual Process GAP-026

Any planned Funds Management master data structures and hierarchies initially created in SAP SBP will not be automatically retracted to SAP ERP.

All Funds Management master data structures and hierarchies should be created in SAP ERP and extracted to SAP SBP.



Table 1.1-2 – Solution Gap Resolution for Managing Budgeting Structure Type GAP ID Description Resolution Approach

Enhancement GAP-027 SAP SBP does not support up-to-date reporting of Funds Management information.

BW will be updated for daily Funds Management reporting; however, SAP SBP will only be updated after the ERP month-end closing using custom extractors to record District-specific information.

Forms, Workflow GAP-028

SAP SBP does not include pre-defined organizational responsibilities for electronic routing of budget requests for review and approval.

Standard notifications and electronic workflow will be configured in relevant forms including, where relevant, those based on pre-defined organizational responsibility. Stages will also be configured to support critical workflow requirements.


Forms GAP-039

SBP does not support specific District grant-related planning and budgeting.

Separate forms and reporting using grant funding-specific master data hierarchies and combo edit rules will be required.


Forms GAP-040

Grant, Funded Program and Commitment Item groups are not used to determine grant funding amounts and allowable costs.

Grant, Funded Program and Commitment Item groups to identify grant funding amounts and allowable costs will be created in ECC and transferred to SAP SBP. Separate forms using grant funding-specific combo edit rules will be required.

Reporting, Forms GAP-041

Annual funding for capital program administration is not segregated using a separate fund group in Funds Management.

A fund group for capital program administration funding will be created in Funds Management and transferred to SAP SBP. Separate forms using capital funding-specific combo edit rules will be required.

Reporting, Forms

GAP-044 SAP SBP does not support specific District capital-related planning and budgeting.

Separate forms using capital funding-specific combo edit rules will be required.

Enhancement GAP-048 SAP SBP will not use substitutions to automatically default account assignments for certain funding sources.

A substitution will be developed to automatically update the Generic Dimension1 field for the Budget Period.

Customizations that have been identified to address the gaps for managing budgeting structure are described below.

Reports The following reports are required:

Flexible Revenue Estimate and Forecasting Budgetary Analysis and Review (Summary) [SBP-RPT-032] used to perform summary ad hoc analysis and reporting of the District’s budgetary revenue estimate, budget and actual amounts.



Flexible Revenue Estimate and Forecasting Budgetary Analysis and Review (Detail) [SBP-RPT-033] used to perform detailed ad hoc analysis and reporting of the District’s budgetary revenue estimate, budget and actual amounts.

Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Summary) [SBP-RPT-034] used to perform summary ad hoc analysis and reporting of the District’s budgetary operating expenditure budget, actual and forecast amounts.

Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Detail) [SBP-RPT-035] used to perform detail ad hoc analysis and reporting of the District’s budgetary operating expenditure budget, actual and forecast amounts.

Flexible Grant Budget Estimate and Forecasting Budgetary Analysis and Review (Summary) [SBP-RPT-038] used to perform summary ad hoc analysis and reporting of the District’s budgetary grant-related budget, actual and forecast amounts.

Flexible Grant Budget Estimate and Forecasting Budgetary Analysis and Review (Detail) [SBP-RPT-039] used to perform detail ad hoc analysis and reporting of the District’s budgetary grant-related budget, actual and forecast amounts.

Flexible Capital Budget Estimate and Forecasting Budgetary Analysis and Review (Summary) [SBP-RPT-042] used to perform summary ad hoc analysis and reporting of the District’s budgetary capital estimate, budget and actual amounts.

Flexible Capital Budget Estimate and Forecasting Budgetary Analysis and Review (Detail) [SBP-RPT-043] used to perform detailed ad hoc analysis and reporting of the District’s budgetary capital estimate, budget and actual amounts.

Reconciliation of Revised Budget Between FM, BI and SBP (SBP-RPT-046) used to compare revised budgeted amounts in Funds Management vs. SAP SBP daily and identify exceptions for bottom line changes by fund and type of budget.

Interfaces None identified.

Conversions None identified.

Enhancements The following enhancements are required:

Enhanced ECC (FM) to SBP Extractors (SBP-ENH-001) used to supplement SAP BW/SAP SBP based on information extracted from Funds Management including assigning the Budget Period to the Generic Dimension1 field, justification



information for budget adjustments and several types of budget including one-time budget amounts.

Enhanced SBP to ECC (FM) Retractors (SBP-ENH-002) used to supplement information retracted into Funds Management from SBP including assigning the Budget Period based on the Generic Dimension1 field and several types of budget including one-time budget amounts.

Enhanced ECC (HCM) to SBP Extractors (SBP-ENH-003) used to assign Funded Programs for Internal Orders and WBS Elements assigned to positions, utilize custom benefit deduction codes assigned to responsible employees, identify substitute teachers to be excluded from PEP projections and identify hourly positions based on assigned work schedules.

Enhanced SBP Cubes – Budgeting and Trend Analysis Information (SBP-ENH-004) used to support District-specific budgeting and corresponding trend analysis information, including District-specific budget adjustment and corresponding justification information.

Enhanced SBP Reporting Cubes and Multi-Provider – Budgeting and Trend Analysis Information (SBP-ENH-007) used to support reporting using District-specific budgeting and corresponding trend analysis information.

Substitution using Default Master Data (SBP-ENH-012) used to automatically assign master data for amounts entered in SAP SBP including updating the Generic Dimension1 field with the Budget Period.

Mapping Table to Transform Successor Funded Programs for Grants (ECC-ENH-014) used to determine the proper funded program to be used for new year grant funding.

Generate Funded Program Groups for Sponsored Programs (ERP) [ECC-ENH-015] used to automatically generate the proper funded program groups to be used for grant budgeting and reporting instead of the sponsored programs only available in ECC.

Forms Budgeting master data structures will be included in all custom forms included in section 1.5 (Manage Budgeting Forms).

Workflow None identified.



Key Process Changes The following process changes will be required to support managing budgeting structure:

Grants Management – Grantee sponsored programs and sponsored classes will not be used for budgeting of grant funding; instead, end-users will be required to budget grants using funded program, commitment item and 16-digit functional area fields.

Funded program groups will need to be created to support budgeting of grant funding.

The budgetary master data hierarchies or groups in Funds Management and Grants Management – Grantee (grant groups) will need to be updated to align with the hierarchies required in SAP SBP.

End-users will be required to budget using combinations of Funds Management account assignments, some of which are currently being automatically derived in the SAP ECC system based on non-Funds Management master data structures.

A separate fund group will be required to manage annual funding for capital program administration.

Funded programs will need to be maintained at the bond program level to record and manage overall bond program information, with amounts allocated to project-level funded programs.

1.2 Manage Personnel Structure Personnel structure includes the master data dimensions necessary to logically record and group personnel data to utilize this information as the foundation for personnel expenditure planning (PEP) and other personnel-related budgeting functions. Most personnel structures will be maintained in District’s SAP ECC system (HCM) and be automatically updated in BW for use in SAP SBP.

The District will use the following personnel classification structures in SAP SBP:

Country Grouping (1) o 10 (USA)

Pay Scale Types (2) o 1 (Hourly) o 2 (Salaried)

Pay Scale Areas (2) o 1 (Hourly) o 2 (Salaried)

Employee Sub-Group Groupings for Collective Agreement Provisions (2) o 1 (Hourly) o 3 (Salaried)



Pay Scale Groups (2) o 1 (Hourly) o 2 (Salaried)

Pay Scale Levels (9) o 1 (Regular) o 2 (Special) o 3 (9 month) o 4 (10 month) o 5 (10.5 month) o 6 (11 month) o 7 (11.5 month) o 8 (Annual) o 9 (Executive)

Employee Groups (2) o 1 (Regular) o 9 (Non-Employees)

Employee Sub-groups (3) o A1 (Annual Exempt) o A2 (Annual Non-Exempt) o H2 (Hourly) o N3 (Charter School) o N4 (Contractors)

Personnel Areas (392) o 0001 (Austin High School) o 0002 (Bellaire High School) o …other schools (366 total schools) o 8001 (Warehouse Operations & Mainten) o 8002 (Truck Repair & Distribution) o 8003 (Central Bus Repair & Dist.) o 8004 (Butler Bus Repair & Dist.) o 8005 (Barnett Bus Repair & Dist.) o 8006 (NW TRN Bus Repair & Dist.) o 8012 (Butler – Athletics) o 8013 (Barnett – Athletics) o 8014 (Delmar – Athletics) o 8015 (Food Services Administration) o 9602 (HISD Police Department) o 9603 (Professional Development Ctr) o 9605 (West District Office)



o 9606 (Central District Office) o 9607 (Alternative District Office) o 9608 (South Central District Office) o 9610 (North Central District Office) o 9613 (North/Acres Homes Coalition) o 9623 (Marcile Hollingsworth Science) o 9624 (Grounds Maintenance Facility) o 9625 (Southwest Field Office) o 9626 (Risk Management) o 9700 (Hattie Mae White) o 9701 (North Regional Office) o 9702 (East Regional Office) o 9703 (South Regional Office)

Personnel Sub-areas (81) o AE1 (10MADSPX) o AE2 (105MADSPX) o AE3 (11MADSPX) o AE4 (115MADSPX) o AE5 (12MEEX) o AS1 (10MADSP) o AS2 (105MADSP) o AS3 (11MADSP) o AS4 (115MADSP) o AS5 (12MEEN) o AS6 (11MCLASS) o AS7 (11MCLASS2) o AT1 (Non Deg AssTchr) o AT2 (Deg Associ Tchr) o AT3 (Ded Assoc. Tchr) o AT4 (Nurse Associ) o AT5 (Hourly Tchrs) o AT6 (Patron Associ) o AT7 (TX CertiAssoci) o AT8 (Rtd Cert Associ) o BU1 (10M Bus Driver) o CON (10MHOURLY 40/w) o CT3 (11M FSCAFE Mgr) o CT5 (12M Admn NX) o CT6 (12M FSCAFE Mgr)



o CTA (OUTDOOR1) o CTB (OUTDOOR2) o CTC (10M FS 7 HR) o CTD (10M FS 7 HR) o CTE (10M FS 7.5HR) o CTF (10M FS 7.5HR) o CTG (10M FS 8 HR) o CTH (10M CUSTODIAN) o CTI (11M FSDDRIV) o CTJ (1010x4FSATT) o CU3 (11MCUSTODIAN) o ES1 (10M Counselor) o ES2 (10.5M Counselor) o ES3 (11M Counselor) o ES4 (11.5M Counselor) o ES5 (12M Counselor) o EV1 (10M Eval Splt) o EV2 (10.5M Eval Splt) o EV3 (11M Eval Splt) o EV4 (11.5M Eval Splt) o EV5 (12M Eval Splt) o EV6 (11.5M Eval Splt) o H10 (10MHOURLY) o H10A (10MHOURLY 40/w) o H10B (10MHOURLY 35/w) o H10D (10MHOURLY 10/w) o PE5 (12M Elem Prin) o PH5 (12M HS Prin) o PM5 (12M MS Prin) o PS5 (12M Pri Spl Sch) o RO1 (10M JROTC) o RO5 (12M JROTC) o RT1 (10M TCHR) o RT2 (10.5M TCHR) o RT3 (11M TCHR) o RT4 (11.5M TCHR) o RT5 (12M TCHR) o SE3 (11M Asi Prin ES) o SE4 (11.5M AsiPrinES)



o SE5 (12M Asi Prin ES) o SH3 (11M Asi Prin HS) o SH4 (11.5M AsiPrinHS) o SH5 (12M Asi Prin HS) o SM3 (11M Asi Prin MS) o SM4 (11.5M AsiPrinMS) o SM5 (12M Asi Prin MS) o TDS (11M TDS) o TDS1 (11M TDS) o TRES (10M TUTES) o TRHS (10M TUTHS) o TRMS (10M TUTMS) o VT1 (10M TCHR) o VT2 (10.5M TCHR) o VT3 (11M TCHR) o VT4 (11.5MTCHR) o VT5 (12M TCHR)

The District does not currently use the SAP Benefits component from which Benefit Areas and Benefit Plans would be extracted to SBP. Instead, HISD manages benefits using wage types within the following ranges which are assigned to employees using infotype 0014 (Recurring Payments/Deductions):

4000 – 4099 Pre-Tax Employee Deduction 4100 – 4199 Post Tax Employee Deduction 4200 – 4299 Imputed Income (no posting required) 4300 – 4399 Employer Costs 4500 – 4599 Saving Plans (Employee Deduction Only)

The ECC (HCM) to SBP extractors will be enhanced to automatically update benefit areas and benefit plans for changes to these wage types in HCM, update unfilled positions for default benefits and update employees for the benefits related to their assigned wage types.

The District will also use the following SAP ECC HCM master data structures in SAP SBP:

Jobs (approximately 4,000) Positions and Employees (approximately 28,700 excluding 3rd party contractors)

Jobs Jobs are used to derive defaults that are used to forecast the cost and full-time equivalency (FTE) associated with vacant positions (e.g., when a request is made from the position tab). Job classification information will be extracted from HCM for updating in SAP SBP. Job



classification is important for budgeting because it establishes common traits between employees and vacant positions. The default job classification information is used to initially populate fields in the Employee and Position Screens when a job is manually selected, as well as for projecting costs on vacant or new positions.

The District also uses position classification groupings required by the State of Texas Education Agency (TEA), with the TEA classification groupings used for validation of position changes requested by schools. These classification groupings are different than the HCM jobs which will require enhancements to automatically assign the HCM jobs and TEA classification groupings to positions during extraction from ECC (HCM), as well as incorporate these groupings for budgeting and reporting purposes.

Positions Position information will be extracted from HCM and stored as separate master data in the SAP SBP BW namespace, which will allow this information to be modified during the budgeting process without affecting HCM.

Changes to positions in SAP SBP will be manually updated in HCM.

1.2.1 Maintain Personnel Classification Structures While most personnel classification structures will be maintained in HCM and automatically updated for use in SAP SBP, end-users assigned to the Budget Specialist – Central Office – Personnel role will be able to use the Master Data Maintenance task (or transaction RSD1 in the BW system, as required) to maintain personnel classification structures established for use only in SAP SBP using BW InfoObjects.

The following personnel classification structures will be able to be maintained in SAP SBP, as required:

Country Grouping Pay Scale Types Pay Scale Areas Employee Sub-Group Groupings for Collective Agreement Provisions Pay Scale Groups Pay Scale Levels Employee Groups Employee Sub-groups Personnel Area Personnel Sub-area Benefit Areas Benefit Plans



You can identify relevant personnel classification structures by entering search criteria based on the description and/or technical name of the corresponding SBP structure (InfoObject). You can use the Master Data Maintenance task to edit existing personnel classification structures, as required, by selecting the related InfoObject, clicking the “Maintain” button and selecting the specific structure using relevant search criteria.

You can create new personnel classification structures for the selected InfoObject, as required, by clicking the “New” button, entering the new structure and clicking the “Create” button. If a corresponding hierarchy is available for the structure, you are also able to add the structure to a related hierarchy by clicking the “Add to Hierarchy” button.

You can save the updated or new personnel classification structure information by clicking the “Save” button.

BPP Variation

Transaction / Task

Additional Authorizations Description End-User Role

Master Data Maintenance Maintain Budgeting Master Data Budget Specialist – Central

Office – Personnel

RSD1 Edit InfoObjects Budget Specialist – Central Office – Personnel

1.2.2 Manage Jobs While most jobs will be maintained in HCM and automatically updated for use in SAP SBP, end-users assigned to the Budget Specialist – Central Office – Personnel role will be able to use the Job Maintenance task to manage jobs in SAP SBP as required.

Position classification groupings required by the State of Texas Education Agency (TEA), which are different classification groupings than the HCM jobs, will also be used in SAP SBP for budgeting and reporting purposes.

You can identify relevant jobs within the Job Maintenance task using various selection criteria. You can maintain information for a selected job, as required, by selecting the time interval to be updated and editing the corresponding information.

There are two tabs in the Job Maintenance Screen: Job Maintenance Details and Benefits.

The job maintenance detail tab provides the default pay level information when budgeting for a new position, or when a position is vacant and does not have a corresponding value on its record.

The fields available in the job maintenance details tab are defined in table 1.2.2-1.



Table 1.2.2–1 – Job Maintenance Details Tab Fields Field Description Required

Job Code The job code is extracted from HCM. SBP will auto-generate a code if a job is maintained directly in SAP SBP.

Yes

Job RPT No. The job report number is user-defined and is available for reporting if the system-generated number is not meaningful to end-users.

No

Start Date The start date or starting time interval of the classification. A job may have multiple time intervals.

Yes

End Date The end date or ending time interval of a job. A job may have multiple time intervals, each having a different end date.

Yes

Description There is no label for this field, which contains the job description

No

Country ID The Country ID assigned to the job. Information may be used if data is not present on a position with the associated job code.

Yes

Pay Scale Type The Pay Scale Type assigned to the job. Information may be used if data is not present on a position with the associated job code.

Yes

Pay Scale Area The Pay Scale Area assigned to the job. Information may be used if data is not present on a position with the associated job code.

Yes

ES Grouping (Union or Category)

The ES Grouping CAP assigned to the job. Information may be used if data is not present on a position with the associated job code.

Yes

Pay Scale Group The Pay Scale Group (grade) assigned to the job. Information may be used if data is not present on a position with the associated job code.

Yes

Pay Scale Level The Pay Scale Level (step) assigned to the job. Information may be used if data is not present on a position with the associated job code.

Yes

FM Area Financial Management Area information for job. Yes

Commitment Item

The commitment item on the job code is used in the posting of salary information by projection scenarios. Salaries are posted to this commitment item for the employees and/or positions assigned to this job code.

Yes

Performance St. Period The start period a budget year in which this job is active. Yes

Performance Period The number of periods the job is active during the budget year. Yes

FTE Period

The number of periods that this job code is active to be considered in the calculation of the calculated FTE. The Projection Scenarios use this number in calculations when data is missing from the position and/or employee.

Yes

An example of the job maintenance detail tab is shown in figure 1.2.2-1.



Figure 1.2.2-1 – Example Job Maintenance Details Tab Screen

General information for a job is maintained on the “Details” tab. If necessary, new jobs may be created by clicking the “New” button or by displaying an existing job to be copied, clicking the “Copy” button and updating the information for the new job to be created. You can save the new or updated general job information by clicking the “Save” button.

The benefits and supplemental pays assigned to a job are used as a default when calculating positions on a budget form, as well as if benefits or supplemental pays are not defined for a position record. Benefits and supplemental pays are effective-dated to allow changes to be made during the year.

The fields available in the job maintenance benefits tab are defined in table 1.2.2-2.

Table 1.2.2–2 – Job Maintenance Benefits Tab Fields Field Description Required Start Period The Starting Period for the Benefit / Supplemental line. Yes End Period The Ending Period for the Benefit / Supplemental line. Yes

Wage Type Wage Type if percent-cost Benefit / Supplemental Pays are required to be calculated based on specific types of pay.

No

Benefit / Supplemental Area

The Benefit / Supplemental Area (used to determine the available Benefit / Supplemental Plans.

Yes

Benefit / Supplemental Plan

The Benefit / Supplemental Plan assigned to the Job. The Benefit / Supplemental Plan and the Benefit / Supplemental Area are used to calculate Benefit / Supplemental costs.

Yes

An example of the job maintenance benefits tab is shown in figure 1.2.2-2.



Figure 1.2.2-2 – Example Job Maintenance Benefits Tab Screen

Job-related benefit assignments are maintained on the “Benefits” tab. If necessary, new benefits may be assigned to the job by clicking the “New” button or by selecting an existing benefit assignment, clicking the “Copy” button and updating the information for the new benefit to be assigned. You can delete existing benefit assignments by selecting an existing benefit assignment and clicking the “Delete” button. You can save the updated benefit assignments by clicking the “Save” button.

BPP Variation

Transaction / Task



Job Maintenance Maintain Jobs Budget Specialist – Central Office – Personnel

1.2.3 Manage Positions While most positions will be maintained in HCM and automatically updated for use in SAP SBP, end-users assigned to the Budget Specialist – Central Office – Personnel role will be able to use the Position Maintenance task to manage positions in SAP SBP as required. You can identify and display relevant positions using various selection criteria within the Position Maintenance task as well as edit a position displayed, as required, by clicking the “Edit” button.

The position master data is accessible through PEP maintenance screens in the SAP SBP portal. Characteristics or attributes for each position are organized into the following five navigational tabs:

Details tab with basic position data Salary tab consisting of pay information Home funding tab with default funding dimensions for the position Allocation tab consisting of additional dimension allocations including percentages Benefits tab with the benefits and supplemental pays associated with the position

The position details tab captures basic information for the position such as position number and job.

The fields available in the position details tab are defined in table 1.2.3-1



Table 1.2.3–1 – Position Details Tab Fields Field Description Required

Position ID

The HCM position number for extracted positions. For new positions added through PEP position maintenance or SAP SBP budget forms, this is a system-generated internal position number unique to SAP SBP.

Yes

RPT Position An editable field to enter and track the position number. No

Job ID

The job classification associated with this position. The classification will drive default pays, benefits and supplemental pays if none are defined on the position and the position is vacant.

Yes

Authorized Count The number of positions the position record represents. The values are whole numbers.

Yes

Authorization to Fill Not currently used. No

Salary % The percentage used in the calculation of salary amounts. The percentage is also used to determine calculated FTE.

Yes

Benefit / supplemental % The percentage used in the calculation of fixed Benefit / supplemental amounts.

Yes

Status Status will have four choices: 0-Withdrawn, 1-Inactive, 2-Retiree and 3-Active. The position status must be 3 for the position to be included in the projection scenarios

Yes

FTE Period

The number of fiscal periods for which the position must be active to be considered 1 FTE. This field requires a value. Projection scenarios use this number in calculations. For example, a 10-month position that is considered full-time would have 10; most records will have 12.

Yes

No Label This field provides for relevant descriptive information to be entered for the position.

No

Performance St. Period The first fiscal period in the budget year for which the position is active.

Yes

Performance Period The number of fiscal periods during the budget year for which the position is active.

Yes

Start Date The start date or starting time interval for the position. A position may have multiple time intervals, each having a different start and end date.

Yes

End Date The end date or ending time interval for the position. A position may have multiple time intervals, each having a different start and end date.

Yes

Employee Group The employee group assigned to the position, which may represent a collective bargaining unit. No

Employee Sub Group The employee sub-group assigned to the position, which is a further subdivision of the employee group.

No

Report FTE An assigned FTE value for the position which is not influenced by other factors.

No



An example of the position maintenance screen with the details tab is shown in figure 1.2.3-1.

Figure 1.2.3-1 – Example Position Maintenance Details Tab Screen

General information for a position is maintained on the “Details” tab.

The position salary tab will include pay information from HCM such as the salary or pay level of the position. This information will be used to determine the salary for the position if it is vacant. If an employee fills a position, the employee salary information will be used to calculate the cost.

The fields available in the position salary tab are defined in table 1.2.3-2.

Table 1.2.3–2 – Position Salary Tab Fields Field Description Required Country ID The Country ID assigned to the position. Yes

Pay Scale Type The Pay Scale Type assigned to the position which represents the unique salary table ID.

Yes

Pay Scale Area The Pay Scale Area assigned to the position, which will represent the relevant salary table code.

Yes

ES Grouping CAP The ES Grouping CAP assigned to the position, which usually represents a collective bargaining unit. Yes

Pay Scale Group

The Pay Scale Group (grade) assigned to the position. This assignment is influenced by promotion calculations which may cause the position to move to a different pay scale group.

Yes

Pay Scale Level

The Pay Scale Level (step) assigned to the position which, for budgeting purposes, will provide for the creation and assignment of a relevant minimum, mid-point, and maximum salary levels to be used if the position is vacant.

Yes

Promote Date The Promote Date defines the date when the position is eligible to receive a change in salary (step progression). Promotion dates are typically not used for vacant positions.

No



Table 1.2.3–2 – Position Salary Tab Fields Field Description Required

Salary Override

Yes or no value with a “Yes” indicating that the salary is determined from the salary field assigned to the position and a “No” indicating the salary is derived using the pay level table.

Yes

Salary The annual salary assigned to the position, which is used only if the salary override is set to “Yes”.

Required if salary

override is “Yes”

An example of the position salary tab is shown in figure 1.2.3-2.

Figure 1.2.3-2 – Example Position Salary Tab Screen

If available, salary information related to the position is maintained on the “Salary” tab; otherwise, pay calculations for the position will be based on defaults from the job assigned to the position.

The position home funding tab identifies the default FM account assignment dimensions translated from account assignment objects used in HCM for the position. Home funding works in conjunction with allocations to determine the account assignments used to post the budget for salaries, benefits and supplemental pays.

The fields available in the position home funding tab are defined in table 1.2.3-3.

Table 1.2.3–3 – Position Home Funding Tab Fields Field Description Required

FM Area The Financial Management Area associated with the position.

Yes

Funds Center

The Funds Center associated with the position, which may be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

Yes

Fund The Fund associated with the position, which may be automatically assigned using custom HCM extractors from Funds assigned using cost distribution in HCM.

Yes

Funded Program The Funded Program associated with the position, which may be automatically translated using custom HCM

Yes



Table 1.2.3–3 – Position Home Funding Tab Fields Field Description Required

extractors from non-FM account assignments assigned using cost distribution in HCM.

Functional Area

The Functional Area associated with the position, which may be automatically translated using custom HCM extractors from Functional Areas assigned using cost distribution in HCM.

Yes

Grant The Grant associated with the position, which may be automatically translated using custom HCM extractors from Grant assigned using cost distribution in HCM.

Yes

An example of the position home funding tab is shown in figure 1.2.3-3.

Figure 1.2.3-3 – Example Position Home Funding Tab Screen

Default budgetary master data structures used for posting of budgetary amounts related to the position are maintained on the “Home Funding” tab.

Allocations may be used for positions and employees to distribute a percentage of calculated salary, benefits and supplemental pays from the home funding account assignments to other funds centers, funds or combinations of these dimensions for a defined date range. If allocation lines do not total 100%, the difference is charged to the account assignments in the home funding tab.

Allocations also provide the ability to define different time slices that change the account assignments used to post projected salaries and benefit / supplemental pays throughout the fiscal year. Allocations will be used in PEP calculations, with the allocations assigned to the position used for vacant positions and allocations assigned to the employee used if the position is filled.

Although the position allocations tab is not required if the home funding on the position or employee is the exclusive account assignment used, the District will require position allocations because the District extensively uses cost distribution in HCM.

The fields available in the position allocations tab are defined in table 1.2.3-4.



Table 1.2.3–4 – Position Allocations Tab Fields Field Description Required

FM Area The Financial Management Area associated with the allocation line.

Yes

Funds Center

The Funds Center associated with the allocation line, which will be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

No

Fund The Fund associated with the allocation line, which will be automatically transferred using custom HCM extractors from Funds assigned using cost distribution in HCM.

No

Funded Program

The Funded Program associated with the allocation line, which will be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

Yes

Functional Area

The Functional Area associated with the allocation line, which will be automatically transferred using custom HCM extractors from Functional Areas assigned using cost distribution in HCM.

Yes

Grant The Grant associated with the allocation line, which will be automatically transferred using custom HCM extractors from Grants assigned using cost distribution in HCM.

Yes

Start Period The beginning fiscal period and year for the allocation line. Yes End Period The ending fiscal period and year for the allocation line. Yes

% Allocation The allocation percentage for each line. If the total of the allocation lines is less than 100% for a time-period, the home funding information is used for the remainder.

Yes

An example of the position allocations tab is shown in figure 1.2.3-4.

Figure 1.2.3-4 – Example Position Allocations Tab Screen

Budgetary account assignments used to allocate budgetary amounts related to the position across budgetary master data structures for specified time-periods are maintained on the “Allocations” tab. If necessary, new budgetary account assignment allocations may be reflected against the position by clicking the “New” button or by selecting an existing account



assignment allocation, clicking the “Copy” button and updating the information for the new account assignment allocation to be used. You can delete existing budgetary account assignment allocations by selecting an existing account assignment allocation and clicking the “Delete” button. You can save the updated budgetary account assignment allocations by clicking the “Save” button.

Benefits assigned to a position using the position benefits tab will be used for forecasting vacancies. If there are no benefits or supplemental pays defined in this tab and the position is vacant, the benefits and supplemental pays used for the position during a projection run will default from the job master data. In most cases, the benefits associated with the position’s job will be defaulted; however, there may be unique circumstances that will require benefits or supplemental pays to be assigned to a position.

The fields available in the position benefits tab are defined in table 1.2.3-5.

Table 1.2.3–5 – Benefits Tab Fields Field Description Required

Start Period The beginning fiscal period and year for the benefit / supplemental line assigned to the position.

Yes

End Period The ending fiscal period and year for the benefit / supplemental line assigned to the position.

Yes

Benefit / supplemental Area

The Benefit / supplemental Area that determines the Benefit / supplemental Plans available for assignment to the position.

Yes

Benefit / supplemental Plan

The Benefit / supplemental Plan assigned to the position. The Benefit / supplemental Plan and the Benefit / supplemental Area are used to calculate the relevant benefit / supplemental costs for the position.

Yes

An example of the position benefits tab is shown in figure 1.2.3-5.

Figure 1.2.3-5 – Example Position Benefits Tab Screen

Position-related benefit assignments are maintained on the “Benefits” tab. If necessary, new benefits may be assigned to the position by clicking the “New” button or by selecting an existing benefit assignment, clicking the “Copy” button and updating the information for the new benefit to be assigned. You can delete existing benefit assignments by selecting an



existing benefit assignment and clicking the “Delete” button. You can save the updated benefit assignments by clicking the “Save” button.

If necessary, new positions may be created by clicking the “New” button or by displaying an existing position to be copied, clicking the “Copy” button and updating the information for the new position to be created. You can save the new or updated position information by clicking the “Save” button.

End-users assigned to the Budget Specialist – Central Office – Personnel role will be able to manually update position information in PEP, as required.

Employee and Position Comparison End-users assigned to the Budget Analyst – Central Office – Personnel role will also be able to use the Employee and Position Comparison task to compare the position master data structures that were used for two different personnel expenditure planning projections within the “Position Master Data Comparison” tab. You are then able to use the available options to further compare specific attributes for the positions used in each projection, filtering by employee group, employee sub-group and position.

BPP Variation

Transaction / Task



Position Maintenance Maintain Positions Budget Specialist – Central


Employee and

Position Comparison

Projection ID Compare Employees or Positions Budget Analyst – Central Office – Personnel

1.2.4 Manage Employees While employees will be maintained in HCM and automatically updated for use in SAP SBP, end-users assigned to the Budget Specialist – Central Office – Personnel role will be able to use the Employee Maintenance task to manage employees in SAP SBP as required. You can identify and display relevant employees using various selection criteria within the Employee Maintenance task as well as edit an employee displayed, as required, by clicking the “Edit” button. There are two tabs in the Job Maintenance Screen: Job Maintenance Details and Benefits.

Like positions, the characteristics or attributes for employees are organized use the following five navigational tabs:

Details tab with basic employee data Salary tab consisting of employee pay information Home funding tab with default funding dimensions for the employee



Allocations tab consisting of the additional dimension allocations including percentages

Benefits tab with the benefits and supplemental pays associated with the employee

The employee details tab captures basic information for each employee used in PEP projections. In some cases, inactive employees or those with other statuses may be omitted. The projected costs for pooled positions will be based upon the position and job master data defaults.

The employee details tab includes information such as employee number and job, which will be extracted from HCM. If required, all employee details may be edited except for the employee number.

The fields available in the employee details tab are defined in table 1.2.4-1

Table 1.2.4–1 – Employee Details Tab Fields Field Description Required

Employee Number

The HCM employee number for extracted employees. For new employees added through PEP employee maintenance, this is a system-generated internal employee number unique to SAP SBP.

Yes

Description The description field allows entry of textual information relevant to the employee.

No

Employee RPT Number An editable field to enter and track the employee number. No

Entry Date The date the employee was hired. No

Job Class The classification associated with the employee.

No

(defaults from position)

Reporting Job Class Text field to enter and track an alternate ID identifying the job class.

No

Position The position to which the employee is assigned. Yes

Performance St. Period The first fiscal period in the budget year for which the employee is active.

No


Performance Period The number of fiscal periods during the budget year for which the employee is active.

No


Start Date The start date or starting time interval for the employee. An employee may have multiple time Intervals, each having a different start and end date.

Yes



Table 1.2.4–1 – Employee Details Tab Fields Field Description Required

End Date The end date or ending time interval for the employee. An employee may have multiple time intervals, each having a different end date.

Yes

Status

Status will have four choices: 0-Withdrawn, 1-Inactive, 2-Retiree and 3-Active. The employee status must be 3 for the employee to be included in the projection scenarios

Yes

FTE Period

The number of fiscal periods for which the employee must be active to be considered 1 FTE. This field requires a value. Projection scenarios use this number in calculations. For example, a 10-month employee that is considered full-time would have a 10; most records will have a 12.

Yes

Extraction Date The extraction date tracks when the employee information is uploaded from other systems. This date is used in the calculation of salary progression.

No

(recommend this field always

be updated) MI The middle initial of the employee. No First Name The first name of the employee. No Last Name The last name of the employee. No

Employee Group The employee group assigned to the employee, which may represent a collective bargaining unit. No

Employee Sub Group The employee sub-group assigned to the employee, which is a further subdivision of the employee group.

No

Personnel Area The SAP ECC personnel area assigned to the employee. No

Personnel Sub Area The SAP ECC personnel sub-area assigned to the employee. No

Salary % The percentage used in the calculation of salary amounts. The percentage is also used to determine calculated FTE.

No


Benefit / supplemental % The percentage used in the calculation of fixed Benefit / supplemental amounts.

No


Report FTE An assigned FTE value for the employee which is not influenced by other factors.

No

An example of the employee maintenance screen with the details tab is shown in figure 1.2.4-1.



Figure 1.2.4-1 – Example Employee Maintenance Details Tab Screen

General information for an employee is maintained on the “Details” tab.

The employee salary tab will include pay information from HCM such as the salary or pay level of the employee. This information will be used to determine the salary for the employee, as well as when the employee is eligible for pay increases or decreases.

The fields available in the employee salary tab are defined in table 1.2.4-2.

Table 1.2.4–2 – Employee Salary Tab Fields Field Description Required Country ID The Country ID assigned to the employee. Yes

Pay Scale Type The Pay Scale Type assigned to the employee which represents the unique salary table ID. Pool positions will have a unique pay scale type.

Yes

Pay Scale Area The Pay Scale Area assigned to the employee, which will represent the relevant salary table code.

Yes

ES Grouping CAP The ES Grouping CAP assigned to the employee, which usually represents a collective bargaining unit.

Yes

Pay Scale Group

The Pay Scale Group (grade) assigned to the employee. This assignment is influenced by promotion calculations which may cause the employee to move to a different pay scale group.

Yes

Pay Scale Level The Pay Scale Level (step) assigned to the employee. Yes

Promote Date The Promote Date defines the date when the employee is eligible to receive a change in salary (step progression).

No

Longevity Date The Longevity Date is used to determine the employee’s length of service, which may be used in certain Benefit / supplemental calculations.

No

Salary Override Yes or no value with a “Yes” indicating that the salary is determined from the salary field assigned to the employee and a “No” indicating the salary is derived using the pay level

Yes



Table 1.2.4–2 – Employee Salary Tab Fields Field Description Required

table. This field must be filled to ensure that the proper salary is used.

Salary The annual salary assigned to the employee, which is used only used if the salary override is set to “Yes”.

Required if salary

override is “Yes”

An example of the employee salary tab is shown in figure 1.2.4-2.

Figure 1.2.4-2 – Example Employee Salary Tab Screen

Salary information related to the employee is maintained on the “Salary” tab.

The employee home funding tab identifies the default FM account assignment dimensions translated from account assignment objects used in HCM for the position. Home funding works in conjunction with allocations to determine the account assignments used to post the budget for salaries, benefits and supplemental pays.

The fields available in the employee home funding tab are defined in table 1.2.4-3.

Table 1.2.4–3 – Employee Home Funding Tab Fields Field Description Required

FM Area The Financial Management Area associated with the employee.

Yes

Funds Center

The Funds Center associated with the employee, which may be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

Yes

Fund The Fund associated with the employee, which may be automatically assigned using custom HCM extractors from Funds assigned using cost distribution in HCM.

Yes

Funded Program

The Funded Program associated with the employee, which may be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

Yes

Functional Area The Functional Area associated with the employee, which may be automatically translated using custom HCM

Yes



Table 1.2.4–3 – Employee Home Funding Tab Fields Field Description Required

extractors from Functional Areas assigned using cost distribution in HCM.

Grant The Grant associated with the employee, which may be automatically translated using custom HCM extractors from Grant assigned using cost distribution in HCM.

Yes

An example of the employee home funding tab is shown in figure 1.2.3-3.

Figure 1.2.4-3 – Example Employee Home Funding Tab Screen

Default budgetary master data structures used for posting of budgetary amounts related to the employee are maintained on the “Home Funding” tab.

Allocations may be used during to distribute a percentage of calculated employee salary, benefit and supplemental pay amounts to account assignment dimensions from the employee’s home funding account assignments to other funds centers, funds or combinations of these dimensions for a defined date range. If allocation lines do not total 100%, the difference is charged to the account assignments in the home funding tab. Employee allocations will be updated from the cost distributions maintained in HCM and/or be maintained directly in PEP, as required.

Allocations also provide the ability to define different time slices that change the account assignments used to post projected salaries and benefit / supplemental pays throughout the fiscal year. Allocations will be used in PEP calculations, with the allocations assigned to the position used for vacant positions and allocations assigned to the employee used if the position is filled.

Although the employee allocations tab is not required if the home funding on the employee is the exclusive account assignment used, the District will require employee allocations because the District extensively uses cost distribution in HCM.

The fields available in the employee allocations tab are defined in table 1.2.4-4.



Table 1.2.4–4 – Employee Allocations Tab Fields Field Description Required

FM Area The Financial Management Area associated with the allocation line.

Yes

Funds Center

The Funds Center associated with the allocation line, which will be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

No

Fund The Fund associated with the allocation line, which will be automatically transferred using custom HCM extractors from Funds assigned using cost distribution in HCM.

No

Funded Program

The Funded Program associated with the allocation line, which will be automatically translated using custom HCM extractors from non-FM account assignments assigned using cost distribution in HCM.

No

Functional Area

The Functional Area associated with the allocation line, which will be automatically transferred using custom HCM extractors from Functional Areas assigned using cost distribution in HCM.

No

Grant The Grant associated with the allocation line, which will be automatically transferred using custom HCM extractors from Grants assigned using cost distribution in HCM.

No

Start Period The beginning fiscal period and year for the allocation line. Yes End Period The ending fiscal period and year for the allocation line. Yes

% Allocation The allocation percentage for each line. If the total of the allocation lines is less than 100% for a time-period, the home funding information is used for the remainder.

Yes

An example of the employee allocations tab is shown in figure 1.2.4-4.

Figure 1.2.4-4 – Example Employee Allocations Tab Screen

Budgetary account assignments used to allocate budgetary amounts related to the employee across budgetary master data structures for specified time-periods are maintained on the “Allocations” tab. If necessary, new budgetary account assignment allocations may be reflected against the employee by clicking the “New” button or by selecting an existing account assignment allocation, clicking the “Copy” button and updating the information for the new account assignment allocation to be used. You can delete existing budgetary account



assignment allocations by selecting an existing account assignment allocation and clicking the “Delete” button. You can save the updated budgetary account assignment allocations by clicking the “Save” button.

Benefits and supplemental pays relevant to the employee will be included in the benefits tab. If there are no benefits or supplemental pays defined, the projection will calculate these based on the job or position defaults.

The fields available in the employee benefits tab are defined in table 1.2.4-5.

Table 1.2.4–5 – Benefits Tab Fields Field Description Required

Start Period The beginning fiscal period and year for the benefit / supplemental line relevant to the employee.

Yes

End Period The ending fiscal period and year for the benefit / supplemental line relevant to the employee.

Yes

Benefit / supplemental Area

The Benefit / supplemental Area (that determines the Benefit / supplemental Plans relevant to the employee.

Yes

Benefit / supplemental Plan

The Benefit / supplemental Plan relevant to the employee. The Benefit / supplemental Plan and the Benefit / supplemental Area are used to calculate costs for the employee.

Yes

An example of the employee benefits tab is shown in figure 1.2.4-5.

Figure 1.2.4-5 – Example Employee Benefits Tab Screen

Employee-related benefit assignments can be maintained on the “Benefits” tab. If necessary, new benefits may be assigned to the employee by clicking the “New” button or by selecting an existing benefit assignment, clicking the “Copy” button and updating the information for the new benefit to be assigned. You can delete existing benefit assignments by selecting an existing benefit assignment and clicking the “Delete” button. You can save the updated benefit assignments by clicking the “Save” button.

If necessary, new employees may be created by clicking the “New” button or by displaying an existing employee to be copied, clicking the “Copy” button and updating the information for the new employee to be created. You can save the new or updated employee information by clicking the “Save” button.



End-users assigned to the Budget Analyst – Central Office – Personnel role will be able to manually update employee information in PEP, as required.

Employee and Position Comparison End-users assigned to the Budget Analyst – Central Office – Personnel role will also be able to use the Employee and Position Comparison task to compare the position master data structures that were used for two different personnel expenditure planning projections within the “Position Master Data Comparison” tab. You are then able to use the available options to further compare specific attributes for the positions used in each projection, filtering by employee group, employee sub-group and position.

BPP Variation

Transaction / Task


Employee Maintenance Maintain Employees Budget Specialist – Central


Employee and

Position Comparison

Projection ID Compare Employees or Positions Budget Analyst – Central Office – Personnel

Pain Points The District is experiencing the pain points described in Table 1.2-1 with respect to managing personnel structure. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 1.2-1 – Identified Pain Points for Managing Personnel Structure Requirement

ID Pain Point Initial Impact of SAP SBP SBP-PEP-001, SBP-PEP-002, SBP-PEP-005, SBP-PEP-006, SBP-PEP-007, SBP-PEP-008, SBP-PEP-012, SBP-PEP-015, SBP-PEP-016, SBP-PEP-017, SBP-PEP-018, SBP-OPR-008, SBP-OPR-009, SBP-OPR-010, SBP-OPR-012, SBP-ORG-002, SBP-MGT-002

Required to integrate Access-based and Excel-based shadow systems for position information.

Addressed.

Position information used in SAP SBP for budget development purposes will be originally transferred from the SAP Human Capital Management component and available in the SAP SBP system for use and reporting.



Table 1.2-1 – Identified Pain Points for Managing Personnel Structure Requirement

ID Pain Point Initial Impact of SAP SBP

SBP-LRP-001, SBP-PEP-010

Unable to perform long-range fiscal planning using position and personnel information.


Detailed position and personnel information (PEP) will only be used for base budget amounts. FTE-based planning will be used for future year projections, which will better align with the District's newly-proposed FTE allocation method.

SBP-PEP-005, SBP-PEP-007

Central budget office is required to manually calculate and input changes to position information.


Position changes processed in SAP SBP will need to be updated in HCM using the existing process.

SBP-LRP-001, SBP-PEP-007, SBP-PEP-010, SBP-PEP-012, SBP-OPR-021

Unable to determine how to factor in current fallout (personnel cost savings) into the operating budget (detailed calculation) and long-range fiscal planning (summary project based on FTEs and relevant fixed costs).


Detailed position and personnel information (PEP) will only be used for base budget amounts, including identifying potential fallout. FTE-based planning will be used for future year projections.


Use average salary and benefit information for budgeting school positions which may result in fallout or budget overruns.


Detailed position and personnel information (PEP) will be used for base budget amounts, which will more accurately estimate personnel costs and potential fallout. New positions will still require the use of average salary and benefit information.


Difficulty determining impacts of salary and benefit changes proposed by the board on a timely basis (Excel-based).

Addressed.

PEP will be able to process and provide reporting for multiple iterations of proposed salary and benefit changes using detailed position and personnel information.

SBP-ORG-002, SBP-MGT-002

Unable to link overtime with position vacancies and historical costs, as well as one-time events.

Addressed.

Budgeted overtime, position vacancy and one-time event information will be recorded in SAP SBP for analysis and reporting.







Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing personnel structure are described in Table 1.2-2.

Table 1.2-2 – Solution Gap Resolution for Managing Personnel Structure Type GAP ID Description Resolution Approach


Forms GAP-003


District-specific budgeting and corresponding trend analysis information will require use of the District’s personnel expenditure planning information.



Enhancement, Forms,

Workflow GAP-010 Decentralized position changes will not use the

original position information to calculate costs.

Requires enhancements and forms for direct updating of PEP information and the automatic re-processing of salary and benefit forecast.

Enhancement, Forms,

Workflow GAP-011 Use of position detail in budgeting forms may

result in system performance issues.


Layered forms may also be required to minimize the amount of detailed personnel information used for PEP-related calculations.

Manual Process,

Enhancement GAP-013 The SAP Benefits component is not used to

support benefit calculations.

Employee-related deduction amounts are calculated for payroll purposes, with validation of deductions and amounts based on a custom SAP HCM deduction table. Employer-related costs for benefits are managed manually. Benefit codes will require manual updating in SAP SBP.


Forms GAP-015

Substitute teacher positions are budgeted centrally and allocated to schools using lump sum amounts.

Substitute teacher positions will need to be excluded from PEP projections, with the related FTEs managed against separate lump sum amounts.

Existing Process,

Reporting GAP-016

Budgeted changes to positions including cost distributions will not automatically update SAP HCM.

A report providing detailed information about budgeted position changes will need to be developed and used for manual processing of these changes in SAP HCM.



Table 1.2-2 – Solution Gap Resolution for Managing Personnel Structure Type GAP ID Description Resolution Approach

Process Change GAP-017 Future position cost distribution changes are not performed in SAP HCM.

Mass updating of position cost distributions are performed at the beginning of the fiscal year for new grants and internal orders. New grant, internal order and funded program master data should be created in SAP ERP and the mass update tool used to update future-year date-dependent cost distribution in HCM for extraction to SAP SBP.

Forms GAP-018 Positions are funded using capital funding. Fund hierarchies and corresponding combo-edits will be required to include or exclude capital funding.

Process Change GAP-019 There is no cutoff for position changes during the fiscal year.

Position changes for the current fiscal year should be managed, with no changes processed after PEP is used to establish base budget amounts.

Enhancement, Forms,

Workflow GAP-020

Special education teacher positions may need to be transferred between schools.


Forms GAP-021

Certain departments budget positions and costs to school Funds Centers (e.g., campus police, custodians, maintenance workers) which will complicate standard restrictions, notifications and approvals using organization-based hierarchies.

Funds Center hierarchies and corresponding combo-edits will be required to include or exclude school Funds Centers.

Positions should be budgeted to the Funds Center responsible for managing the employee and allocated to the schools using Funded Programs.

Reporting, Enhancement

GAP-022

Positions for hourly employees (e.g., bus drivers, custodians, food services, maintenance workers, student workers) are assigned to bi-weekly work schedules, which will determine the number of planned work hours.

Enhancement will be required to extract and use hourly work schedules for personnel cost planning purposes.


Forms GAP-039



Reporting, Forms GAP-044

SAP SBP does not support specific District capital-related planning and budgeting.


Enhancement, Forms

GAP-049 SAP SBP will not automatically determine and validate FTE position allocations or process/post PEP projections for split-funded positions.

Enhancements will be required to determine initial planned FTEs and to perform immediate PEP projections for updating of cost distribution of positions. Real-time PEP projections may also cause system performance issues.

Customizations that have been identified to address the gaps for managing personnel structure are described below.



Reports None identified.





Enhanced SBP Cubes – Personnel Planning Information (SBP-ENH-005) used to support District-specific budgeting and corresponding trend analysis information for District-specific position and personnel expenditure planning information.

Enhanced SBP Reporting Cubes and Multi-Provider – Personnel Planning Information (SBP-ENH-008) used to support reporting using District-specific position and personnel expenditure planning information.


Table of FTE Classification Groupings and Minimums Used for Position Update Validation (SBP-ENH-017) used to classify positions by TEA designation and identify the minimum number of positions per classification required to be maintained by schools.

Immediate PEP Projections for Updating of Cost Distribution of Positions (SBP-ENH-018) used to automatically update personnel expenditure amounts for direct position updates made using the custom PEP position update form.

Electronic Workflow BAdI for Non-Standard Forms (SBP-ENH-019) used to automatically notify responsible personnel when departments or campuses process PEP-related position updates or transfers.

Determine Planned FTEs (SBP-ENH-020) used to establish initial planned FTEs for further updating by departments and schools.



Forms Personnel data structures will be included in all PEP-related and decision package adjustment forms included in section 1.5 (Manage Budgeting Forms).

Workflow The following custom workflows are required:

Electronic Workflow Notifications for Non-Standard Department PEP Position Update Form (SBP-WKF-001) used to automatically notify responsible personnel when departments process PEP-related position updates.

Electronic Workflow Notifications for Non-Standard School PEP Position Update Form (SBP-WKF-002) used to automatically notify responsible personnel when schools process PEP-related position updates.

Electronic Workflow Notifications for Non-Standard Special Education PEP Position Transfer Form (SBP-WKF-003) used to automatically notify responsible personnel when schools process PEP-related Special Education position transfers between campuses.

Key Process Changes The following process changes will be required to support managing personnel structure:

Future year master data will need to be created and assigned to positions in HCM using effective dating to record and report positions, employees and personnel expenditure amounts using the correct account assignments.




1.3 Manage Projection Parameters Various parameters will be used by the District to perform budgetary projections in SAP SBP. These include the projection distributions required to more accurately allocate projected salary and benefit amounts by fiscal month; the pay levels necessary to determine annual salary amounts, step increases, promotion information and percentage increases for fixed salaries; the benefit rules and corresponding rates required to calculate benefit costs; the attrition and backfill rules required to support projections that include workforce changes



such as expected workforce reductions and allowed backfilling of positions; and the inflationary rates required to support multi-year projections.

1.3.1 Manage Payroll and Benefit Parameters

Projection Distribution Responsible end-users will be able to use the Projection Distributions task to manage the allocation of projected salary and benefit amounts to more closely align projected personnel expenditures by fiscal month with District’s payroll, which is currently paid on a bi-weekly basis. You can identify and edit relevant projection distributions using various selection criteria within the Projection Distribution task. New projection distributions may be created by clicking the “New” button. You can add percentage allocations for each period within a projection distribution by clicking the “Add” button or deleting fiscal period percentage allocations by selecting the fiscal period allocation and clicking the “Delete” button. You save the new or updated fiscal period percentage allocations for a projection distribution by clicking the “Save” button

Pay-Level Maintenance While most detailed pay-related information will be maintained in SAP ECC and automatically updated for use in SAP SBP, responsible end-users will be able to use the Pay Level Maintenance task to manage pay-related information for personnel expenditure projections as required. You can identify and display relevant pay levels (active or inactive) for each combination of County Grouping (ID), Pay Scale Type, Pay Scale Area, Employee Sub-Group Grouping for Collective Agreement Provisions (ES Grouping), Pay Scale Group and Pay Scale Level within the Pay Level Maintenance task.

The Pay Level Maintenance screen allows the editing of salary and salary progression information. This information is effective-dated to allow changes to occur on defined dates, such as bargaining unit mid-year increases. For salaries determined by a defined pay group/level data, there is group/level progression that is used to advance from one group/level to another. The employee/position promote date, extraction date and durations defined in the Pay Level screen are used to calculate the appropriate progression. For salaried positions/employees, the pay level screen is used to determine increases based on the effective dates of the level/group and the promote date of the position/employee.

The fields available in the Pay Level Maintenance screen are defined in table 1.3.1-1.

Table 1.3.1–1 – Pay Level Maintenance Fields Field Description Required Country ID The Country ID used in determining a pay level. Yes Pay Scale Type The Pay Scale Type used in determining a pay level Yes Pay Scale Area The Pay Scale Area used in determining a pay level. Yes



Table 1.3.1–1 – Pay Level Maintenance Fields Field Description Required

ES Grouping for CAP The ES Grouping for CAP used in determining a pay level, which represents a specific bargaining unit ID.

Yes

Pay Scale Group The Pay Scale Group (grade) used in determining a pay level. Yes Pay Scale Level The Pay Scale Level (step) used in determining a pay level. Yes

Date From The starting date indicating when a row on the pay level table is valid. Yes

Date To The ending date indicating when a row on the pay level table ceases to be valid.

Yes

Currency The valid currency to be used for the pay level. Yes

Amount The annual amount for the pay level information. The amount is used in the projection when a Salary Override is set to Yes.

Yes

Step months

The step months determine the length of time that an employee and/or position is on the current pay level information before being moved to the defined new pay level and group. This is also used when projecting back in time to get historic pay information.

Yes

New Pay Scale Level The new level (step) that is used when a position/employee has spent the defined duration on the current level.

Yes

New Pay Scale Group The new group (grade) that is used when a position/employee has spent the defined duration on the current level.

Yes

Fixed Salary Increase % The percentage increase given to Salary Override positions/employees that have the identified pay level information.

Yes

Description A field to store information relating to the pay level data. No An example of the Pay Level Maintenance Screen is shown in figure 1.3.1-1.

Figure 1.3.1-1 – Example Pay Level Maintenance Screen

Pay level information is maintained in the “Active Salary Details” area. You can maintain information for a selected pay level, as required, by selecting the pay level to be updated and editing the corresponding information. If necessary, new pay levels may be created by



selecting an existing pay level to be copied, clicking the “Copy” button and updating the information for the new pay level to be created. You can save the new or updated pay level information by clicking the “Save” button.

You are also able to deactivate pay levels, if required, by selecting an existing pay level and clicking the “Delete” button, as well as re-activate a pay level by selecting an inactive pay level and clicking the “Restore” button.

Benefit Rules PEP includes benefits and supplemental pays in one table with shared configuration. Accordingly, benefits refer to both benefits and supplemental pays. These are separated for reporting purposes using additional configuration.

Benefit rules provide for the order of calculation of benefits, as well as the calculation bases used. Within a specific benefit area, there are three components used to define these rules: benefit plan, benefit plan month and benefit accumulator.

A benefit plan defines the calculation basis, calculation order, start period and associated commitment item. The commitment item is used by PEP projection scenarios to post calculated benefits and supplemental pay expenditures correctly in the budget cube. Benefit plans are established for each relevant Benefit Area.

The fields available for a benefit plan are defined in table 1.3.1-2.

Table 1.3.1–2 – Benefit Plan Fields Field Description Required

Benefit Plan The Benefit / Supplemental Plan associated with the selected Benefit Area.

Yes

Wage Type Wage Type if percent-cost Benefit / Supplemental Pays are required to be calculated based on specific types of pay.

No

Calculation Basis

The Calculation defines the accumulator bucket that is used as the basis of the calculation. If no basis is defined, the base salary is used as the basis for percent-cost Benefit / Supplemental Pays.

No

Calculation The calculation order sets the sequence that the Benefit / Supplemental Pays are calculated.

Yes

Benefit / Supplemental Start

The Benefit / Supplemental Start identifies the period in which the Benefit / Supplemental is effective.

Yes

Commitment Item The Commitment Item assigned to the plan is used when the Benefit / Supplemental data is posted by the Projection Scenarios.

Yes

An example of the Benefit / Supplemental / Supplemental Plan maintenance screen is shown in figure 1.3.1-2.



Figure 1.3.1-2 – Example Benefit Plan Screen

Benefit plan months determine when the benefits or supplemental pays are calculated. The relevant benefit area and benefit plan must be configured prior to configuring benefit plan months.

The field used for benefit plan months is defined in table 1.3.1-3.

Table 1.3.1–3 – Benefit Plan Month Field Field Description Required

Benefit Plan Month A list of months that are used in the calculation of Benefit / Supplemental Pays.

Yes

An example of benefit plan month configuration is shown in figure 1.3.1-3.

Figure 1.3.1-3 – Example Benefit Plan Month Screen Capture

Responsible end-users will be able to use the Benefit Rules task to update benefit areas transferred from HCM with the associated benefit plans and related rules used to calculate



projected benefit amounts by clicking on the “Edit” button. You can add a benefit area to be used for benefit calculations by clicking on the “Add” button and selecting the relevant benefit area based on various selection criteria. You are also able to delete all benefit rules assigned to a benefit area by selecting the benefit area and clicking on the “Delete” button.

You update the benefit plans and related rules for a newly-added or existing benefit area by selecting the benefit area and clicking the “Next” button. You can add the relevant benefit plan(s) and related parameters used to calculate projected benefit amounts by clicking on the “Add” button and selecting/defining the relevant benefit plan, wage type, calculation basis, calculation order, calculation start period and commitment item used for posting of the projected benefit amounts. You are also able to delete a benefit plan and related calculation parameters by selecting the relevant benefit plan and parameters and by clicking on the “Delete” button.

You update the relevant periods used for a newly-added or existing benefit plan and related calculation parameters by selecting the relevant benefit plan and parameters and clicking the “Next” button.

Because the District has decided to use fiscal year-based (and not pay-period based) personnel expenditure planning, you update fiscal months under the “Months” tab, adding the fiscal month(s) relevant for the benefit plan and parameters by clicking the “Add” button or deleting fiscal month(s) by selecting the fiscal month and clicking the “Delete” button.

You update the accumulators related to fiscal months by clicking on the “Add” button within the “Accumulators” area.

You save the new or updated information by clicking the “Save” button.

Benefit Rates While most detailed benefit-related information will be maintained in SAP ECC (as custom benefit codes) and automatically updated for use in SAP SBP using enhanced extractors, responsible end-users will be able to use the Benefit Rates task to update benefit areas and associated benefit plans with the rates necessary to calculate projected benefit amounts using specific payroll amounts. You can identify and edit relevant benefit areas and relevant benefit plans using various selection criteria within the Benefit Rates task and selecting the details to be updated. You can add benefit rate details to be used for benefit calculations by selecting relevant benefit plan, clicking on the “New” button and defining the relevant benefit range step, effective start and end dates, number of months required to qualify for the benefit rate based on the longevity dates, the minimum and maximum annual salary amounts required to quality for the benefit rate, the annual amount associated with the benefit rate and the corresponding percentage benefit rate.



You are also able to delete a benefit rate assigned to a benefit area and benefit plan by selecting the benefit rate details and clicking on the “Delete” button.

You save the new or updated information by clicking the “Save” button.

BPP Variation

Transaction / Task



Projection Distributions Maintain Projection Distributions Budget Specialist – Central


Pay Level Maintenance Maintain Pay Levels Budget Specialist – Central


Benefit Rules Maintain Benefit Rules Budget Specialist – Central Office – Personnel

Benefit Rates Maintain Benefit Rates Budget Specialist – Central Office – Personnel

1.3.2 Manage Personnel Parameters Forecasting of personnel costs for years beyond the next year base budget estimates will initially not be performed using Personnel Expenditure Planning but, instead, at the budget line item level using the multi-year projection inflationary rates described in section 1.3.3 – Manage Other Parameters below.

In addition, personnel expenditure projections related to expected employee attrition and allowed backfilling of positions are not required by the District.

1.3.3 Manage Other Parameters Where possible, future year projections will initially be calculated within each relevant form for three additional future years using multi-year projection inflationary rates. Future year projection amounts will be able to be manually updated by end-users.

Additional SAP SBP budgeting value types may be required to facilitate multi-year projection calculations.

End-users assigned to the Planning Specialist – Central Office role will be able to use the Inflationary Rate Maintenance task to manage the District’s multi-year projection inflationary rates.

BPP Variation

Transaction / Task



Inflationary Rate

Maintenance Maintain Inflationary Rates

Planning Specialist – Central Office



Pain Points The District is experiencing the pain points described in Table 1.3-1 with respect to managing projection parameters. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 1.3-1 – Identified Pain Points for Managing Projection Parameters Requirement
















Addressed.


SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-001, SBP-OPR-018, SBP-ORG-001, SBP-MGT-001

Determination of the non-salary budget for schools is performed using a separate non-integrated shadow system.

Addressed.

Budgetary amounts managed in SAP SBP will be recorded in one system and available for use and reporting to support the budget development process.



Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing projection parameters are described in Table 1.3-2.

Table 1.3-2 – Solution Gap Resolution for Managing Projection Parameters Type GAP ID Description Resolution Approach


Forms GAP-003


District-specific budgeting and corresponding trend analysis information will require use of the District’s personnel planning and other projection parameters.

Manual Process,





Forms GAP-039 SBP does not support specific District grant-

related planning and budgeting.


Reporting, Forms



Customizations that have been identified to address the gaps for managing projection parameters are described below.










Forms Projection parameters will be used in custom forms included in section 1.5 (Manage Budgeting Forms).


Key Process Changes The following process changes will be required to support managing projection parameters:

End-users will be required to enter/validate revenue and expenditure estimates for at least three future years.

1.4 Manage Other Budgeting Data HISD’s budgeting-related terms and abbreviations may be maintained in SAP SBP using the Dictionary Management task to support spell checking within SAP SBP budget and planning forms, as required.

Links to District-specific English (language “EN”) documentation may be maintained through the Application Help task to enable end-user access to relevant documentation when using the SAP SBP screens identified in Table 1.4-1. This documentation will then be able to be accessed by end-users by clicking the “Help” button when they are using these screens.

Table 1.4-1 – SBP Application Help

Screen ID

BF_DL_CONFIG

BUDGET_FORM_TEMPLATE

CAPITAL_FORM

CMT_TYPES

CMT_TYPE_TREES

COMBO_HEADER

COMBO_MAINTENANCE



Table 1.4-1 – SBP Application Help

Screen ID

COMBO_RULE

DECISION_PACKAGE_FORM

EMPLOYEE_MAINTENANCE

FORM_ELEMENTS

HELP_MAINT

HIERARCHY_MAINT

JOB_MAINTENANCE

MASTER_DATA

PEP_PAY_LEVEL_SALARY

PEP_PAY_PROJECTION

PEP_RUN_PROJECTIONS

POSITION_MAINTENANCE

REVENUE_PROJECTION

SPELL_DICT

STAGING

HISD-specific dictionary objects and/or application help will be determined during realization and included in the appropriate form specification.

The Manage Other Budgeting Data activity includes the sub-activities, transactions / tasks and role-based authorizations described in detail below.

1.4.1 Manage Dictionary Objects Responsible end-users will be able to use the Dictionary Management task to manage the District’s glossary of budgeting-related terms and abbreviations to support spell checking within SAP SBP budget and planning forms. You can identify and edit relevant budgeting terms and abbreviations using flexible selection criteria within the Dictionary Management task.

New terms and abbreviations may be created by clicking the “Add” button. These may be created individually by selecting the “Single Word…” menu item or uploaded from a text file by selecting the “Words from File…” menu item. When uploading from a text file, you can either append the contents of file to the existing terms and abbreviations or overwrite the



entire dictionary with the contents of the file (including removing all terms and abbreviations by uploading a blank text file).

You can remove terms and abbreviations by selecting one or more words and clicking the “Remove>” button or restore them by selecting one or more removed words and clicking the “<Add” button.

You are also able to download the terms and abbreviations to a text file by clicking the Export” button and selecting the “Dictionary…” menu item or the removed terms and abbreviations by selecting the “Removed Words…” menu item.

You save the updated terms and abbreviations by clicking the “Save” button.

BPP Variation

Transaction / Task


Dictionary

Management Maintain Dictionary


1.4.2 Manage Application Help Responsible end-users will be able to use the Application Help task to enable and manage end-user access to District-specific help documentation when using the relevant SBP screens. You can identify and display links to relevant help documentation using flexible selection criteria within the Application Help task.

You can edit an existing link by selecting the link and clicking the “Edit” button.

You can simulate how the relevant help documentation will be displayed for end-users within a screen by selecting the corresponding link and clicking the “View” button.

You are also able to create new links to help documentation by clicking the “New” button.

BPP Variation

Transaction / Task



Application Help Maintain Application Help Budget System Administrator – Central Office

Pain Points The District is experiencing the pain points described in Table 1.4-1 with respect to managing other budgeting data. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.



Table 1.4-1 – Identified Pain Points for Managing Other Budgeting Data Requirement


n/a Multiple Excel-based shadow systems (spreadsheets).



Certain information will still be managed and maintained using non-SAP SBP shadow systems.

SBP-OPR-011

Inconsistent approach for budgeting and managing stipends, including justifying transfer of additional budget to be paid as stipends in ERP.

Addressed.

SAP SBP will provide the foundation to enable a consistent process for budgeting and managing stipends.

SBP-PEP-017 Details about contractual services are not provided for budget review purposes.

Addressed.

Forms will include the ability to require justification for certain line items, including contractual services.

Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing other budgeting data are described in Table 1.4-2.

Table 1.4-2 – Solution Gap Resolution for Managing Other Budgeting Data Type GAP ID Description Resolution Approach

Forms GAP-003 SAP SBP does not include District-specific budgeting and trend analysis information and reporting.

District-specific budgeting and corresponding trend analysis information will require integration of district-specific budgeting terminology and end-user application help.

Forms GAP-039 SBP does not support specific District grant-related planning and budgeting.


Forms GAP-044 SAP SBP does not support specific District capital-related planning and budgeting.


Customizations that have been identified to address the gaps for managing other budgeting data are described below.






Enhancements None identified.

Forms The District’s terminology and end-user help should be included into the custom forms included in section 1.5 (Manage Budgeting Forms).


Key Process Changes The following process changes will be required to support managing other budgeting data:

District-specific budgeting terminology and end-user help will need to be managed directly in the SAP SBP system and integrated with relevant forms.

1.5 Manage Budgeting Forms Different SBP budgeting forms are used to collect and manage information for specific components of the budget formulation process. These forms will be defined using the most appropriate tool (Excel-based integration or SAP Visual Composer application) by copying standard templates and configuring each to adjust the corresponding data queries and layouts to support District requirements with respect to each type of budgeting request. Form elements, comment types, comment type trees and resource planning elements used to manage budgetary information including text-based districtwide and board goals, specific program-based priorities, and quantity-based input and valuation of activities and commodities may also be used to capture the additional information and justification required for a specific type of budgeting request.

All budgeting forms will also be assigned to relevant stages, which will be used to determine appropriate end-user access and to define at what point in the process the corresponding data changes are recorded. Users responsible for approving forms or for which form-related notifications are required will be determined using stage-based configuration of forms. Appendix D – Configured Workflow Notifications describes the District’s SBP notifications that have been identified for configuration.

Budget forms will also include combination edit rules, which define which master data dimensions are available for selection and which master data structure combinations are valid.

The forms identified to support the District’s budgeting process are described in Table 1.5-1. Baseline forms which may be used to simplify the creation of similar types of forms are also



noted. A total of 83 forms have been identified of which 41 are considered unique baseline forms and the remaining 42 forms expected to be created using the relevant baseline form.

Custom forms are also included to address potential PEP-related issues by attempting to minimize the by classification groupings and related positions selected and modified by an end-user to reduce performance-related issues experienced during position updates and the related PEP projections.

Table 1.5-1 – Identified SBP Budgeting Forms Baseline Similar Form Description Staging

Estimate Revenue (excluding grants and capital)

X Revenue Form – Central – Tax

Used by Budgeting and Financial Planning to record estimated annual tax receipts [will be projected offline based on property tax values (certified, uncertified and frozen) and amounts (pending litigation and collections) forecast using a 12-month rolling basis for determining ERP budget adjustments to be processed for the prior year budget (posted in February and June), establish the base budget estimate for the next year and record projected annual tax receipts for the following three years]. Projection assumptions used will also be collected with the revenue estimates.

1st Estimate (R001), 2nd Estimate (R002), 3rd Estimate (R003), 4th Estimate (R004), 5th Estimate (R005), 6th Estimate (R006), 7th Estimate (R007), 8th Estimate (R008), 9th Estimate (R009),

10th Estimate (R010), 11th Estimate (R011), 12th Estimate (R012), Base Estimate (R019), Budget Review (R075),

Budget Final (R079), Cabinet Review (R085),

Cabinet Final (R089), Board Review (R095),

Board Final (R099), Board Adopt (R999)

X Revenue Form – Central – State Aid and Recapture

Used by Budgeting and Financial Planning to record estimated annual state aid amounts (revenue and recapture) [will be projected offline currently based on a quarterly forecast using student enrollment and weighted average daily attendance for determining ERP budget adjustments to be processed for the prior year budget (posted in February and June), establish the base budget amounts (revenue and recapture) for the next year and record projected annual state aid amounts (revenue and recapture) for the following three years.] Projection assumptions used will also be collected with the revenue estimates.


10th Estimate (R010), 11th Estimate (R011), 12th Estimate (R012), Base Estimate (R019), Budget Review (R075),

Budget Final (R079), Cabinet Review (R085),

Cabinet Final (R089), Board Review (R095),





X Revenue Form – Department – Nutrition Services

Used by the Nutrition Services Department to project annual revenue [will be projected offline based on year-to-date amounts using a 12-month rolling basis for determining ERP budget adjustments to be processed for the prior year revenue estimate (posted in February and June), establish the base revenue estimate for the next year and record projected annual revenue for the following three years]. Projection assumptions used will also be collected with the revenue estimates.


10th Estimate (R010), 11th Estimate (R011), 12th Estimate (R012), Base Estimate (R019),

Department Review (R065), Department Final (R069),

Budget Review (R075), Budget Final (R079),

Cabinet Review (R085), Cabinet Final (R089), Board Review (R095),


X 1 Revenue Form – Department – Internal Services

Used by the Benefits Department to record estimated annual revenue [will be projected offline based on enrolled headcount (employees), employer contributions, employee contributions and pharmaceutical rebates using a 12-month rolling basis] to establish the base budget estimate for the next year and record projected annual revenue for the following three years. Projection assumptions used will not be collected with the revenue estimates.










1 Revenue Form – Department – Enterprise Funds

Used by the Medicaid Finance and Consulting Services Division to record estimated annual fee-based revenue [will be projected offline based on medicaid reimbursements (HISD and other participants) using a 12-month rolling basis] to establish the base budget estimate for the next year and record projected annual revenue for the following three years. Projection assumptions used will not be collected with the revenue estimates.







Forecast Salaries and Benefits (excluding grants and capital)

X 2 Operating Form – Central – Initial Base – PEP – Classification Summary

Provides for summarization and display of PEP-related amounts by classification grouping. May be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Base Estimate (O019), Central Review (O031), Central Release (O032)

X 3 Operating Form – Central – Initial Base – PEP – Classification Detail

Provides for updating of PEP-related detail. May be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.


2

Operating Form – Department – Base Submission – PEP – Classification Summary


Department Update (O063), Department Review (O065),

Department Final (O069), Budget Review (O075),

Budget Final (O079), Cabinet Review (O085),

Cabinet Final (O089), Board Review (O095),

Board Final (O099), Board Adopt (O999)




3

Operating Form – Department – Base Submission – PEP – Classification Detail







X 4

Operating Form – Department – Base Submission – PEP – Position Update

Used by departments to submit specific PEP-related position changes not able to be processed using the standard position tab.

2 Operating Form – School – Base Submission – PEP – Classification Summary


School Update (O053), School Review (O055),

School Final (O059), Budget Review (O075),




3 Operating Form – School – Base Submission – PEP – Classification Detail







4 Operating Form – School – Base Submission – PEP – Position Update

Used by schools to submit specific PEP-related position changes not able to be processed using the standard position tab.

X Operating Form – Special Education – Base Submission – PEP – Position Transfer

Used by schools to submit specific PEP-related Special Education position transfers between campuses.

2 Operating Form – School – Final Settlement – PEP – Classification Summary


Central Allocation (O030), Budget Review (O075),

Budget Final (O079)




3 Operating Form – School – Final Settlement – PEP – Classification Detail



Budget Final (O079)

Operating Budget (excluding grants and capital operating impacts)

X Operating Form – Central – Initial Base – Line Item

Used by Budgeting and Financial Planning to prepare the initial base line item amounts for the non-grant operating budget.


X Operating Form – Central – Initial Base – Allocation

Used by Budgeting and Financial Planning to establish the initial base budget estimates for the operating budget through allocation of non-grant operating funding to schools and departments based on the District's complex allocation method.

Central Allocation (O030), Central Review (O031), Central Release (O032)

X 5 Operating Form – Department – Base Submission – Line Item

Used by departments to submit base budget requests for final review and approval by the Budgeting and Financial Planning Department. Provides for input of non-PEP-related line item amounts. Departments are only allowed to make zero-based changes to their total initial base budget.






X 6 Operating Decision Package Adjustment Form – Department

Used by departments to update and submit requests for changes in services and other major program changes funded by the non-grant operating budget.

Department Initial (O060), Department Review (O065),


Budget Final (O079)

X 7 Operating Decision Package Ranking Form – Department

Used by department chiefs to rank requests for changes in services and other major program changes funded by the non-grant operating budget, and by Budgeting and Financial Planning to recommend funding of approved decision packages and adjust this funding based on input from the HISD Cabinet and Board.

Department Rank (O168), Budget Fund (O179), Cabinet Fund (O189), Board Fund (O199), Board Adopt (O999)




5 Operating Form – School – Base Submission- Line Item

Used by campuses to submit base budget requests and Budgeting and Financial Planning to finalize these requests, including incorporating input from the HISD Cabinet and Board. Provides for input of non-PEP-related line item amounts. Each school is only allowed to make zero-based changes to that school's total initial base budget.






6 Operating Decision Package Adjustment Form – School

Used by schools to update and submit requests for changes in services and other major program changes funded by the non-grant operating budget.

School Initial (O050), School Review (O055),


Budget Final (O079)

7 Operating Decision Package Ranking Form – School

Used by the Office of School Support to rank requests for changes in services and other major program changes funded by the non-grant operating budget, and by Budgeting and Financial Planning to recommend funding of approved decision packages and adjust this funding based on input from the HISD Cabinet and Board.

School Rank (O158), Budget Fund (O179), Cabinet Fund (O189), Board Fund (O199), Board Adopt (O999)

X Operating Form – School – Final Settlement – Line Item

Used by Budgeting and Financial Planning to perform the final funding adjustment (settle up) for school operating budgets based on the revised budget, a final student enrollment snapshot, a final PEP projection and adjustment of all over/under funded amounts against the District's contingency budget. Provides for input of non-PEP-related line item amounts.


Budget Final (O079)

X Operating Form – Central – Reorganization Budget Transfers

Used by Budgeting and Financial Planning to process reorganizations or major transfers of operating budget amounts related to baseline operating activities.

Budget Initial (O070), Budget Review (O075),







X Operating Form – Central – Planning

Initially used by Budgeting and Financial Planning to plan Districtwide FTEs by classification grouping funded by non-grant operating funding for further review and input by departments and schools.

Central Allocation (O030), Central Review (O031), Central Release (O032)

X 8 Operating Form – Department – Planning

Initially used by departments to submit mission statements, organizational descriptions and text-based goals/objectives, as well as to plan FTEs by classification grouping funded by non-grant operating funding for final review by Budgeting and Financial Planning.



Budget Final (O079)

8 Operating Form – School – Planning

Initially used by schools to submit mission statements, organizational descriptions and text-based goals/objectives, as well as to plan FTEs by classification grouping funded by non-grant operating funding for final review by Budgeting and Financial Planning.



Budget Final (O079)

Operating Budget (specifically for grants)

X 9 Grant Form – Central – Title I, Part A

Used by the External Funding Department to establish the initial Title I, Part A base budget estimates and allocation of Title I, Part A funding to schools and departments based on the District’s Title I, Part A funding allocation method. Separate forms using grant funding-specific combo edit rules will be required.

Central Allocation (G030), Central Review (G031), Central Release (G032)

X 10 Grant Form – Department – Title I, Part A

Used by relevant departments to update and submit Title I, Part A base budget estimates.

Department Update (G063), Department Review (G065),

Department Final (G069), Central Review (G031),

Central Final (G039), Board Review (G095),

Board Final (G099), Board Adopt (G999)




10 Grant Form – School – Title I, Part A

Used by relevant schools to update and submit Title I, Part A base budget estimates.

School Update (G053), School Review (G055),

School Final (G059), Central Review (G031),

Central Final (G039), Board Review (G095),


X Grant Form – Central – Title I, Part C (migrant)

Used by the External Funding and Multilingual Departments to establish, allocate and update the overall Title I, Part C (migrant) base budget estimates.

Central Allocation (G030), Central Review (G031),

Central Final (G039), Department Update (G023), Department Review (G025),

Department Final (G029), Budget Review (G075),

Budget Final (G079), Board Review (G095),


X 15 Grant Form – Central – Title I, Part D

Used by the External Funding Department to establish, allocate and update the overall Title I, Part D base budget estimates.


Central Final (G039), Budget Review (G075),



9 Grant Form – Central – Title II, Part A

Used by the External Funding Department to establish the initial Title II, Part A base budget estimates and allocation of Title II, Part A funding to departments based on the District’s Title II, Part A funding allocation method.


10 Grant Form – Department – Title II, Part A

Used by relevant departments to update and submit Title II, Part A base budget estimates.


Department Final (G069), Cabinet Review (G085),

Cabinet Final (G089), Central Review (G031),




X 11 Grant Decision Package Adjustment Form – Department – Title II, Part A

Used by relevant departments to update and submit requests for changes in services and other major program changes funded by the Title II, Part A grant budget.

Department Initial (G060), Department Review (G065),


Budget Final (G079)




X 12 Grant Decision Package Ranking Form – Central – Title II, Part A

Used by Budgeting and Financial Planning to rank requests for changes in services and other major program changes funded by the Title II, Part A grant budget based on Cabinet input, as well as recommend funding of approved decision packages and adjust this funding based on input from the Cabinet and Board.

Cabinet Rank (G188), Cabinet Fund (G189), Board Fund (G199), Board Adopt (G999)

X Grant Form – Central – Title III, Part A (LEP)

Used by the External Funding and Multilingual Programs departments to establish the initial Title III, Part A (LEP) base budget estimates and allocation of Title III, Part A (LEP) funding to schools and departments based on the District’s Title III, Part A (LEP) funding allocation method.

Department Allocation (G020), Department Review (G025),

Department Final (G029), Central Review (G031), Central Release (G032)

10 Grant Form – Department – Title III, Part A (LEP)

Used by relevant departments to update and submit Title III, Part A (LEP) base budget estimates.






10 Grant Form – School – Title III, Part A (LEP)

Used by relevant schools to update and submit Title III, Part A (LEP) base budget estimates.






9 Grant Form – Central – Title III (immigrant)

Used by the Multilingual Programs Department to establish the initial Title III (immigrant) base budget estimates and allocation of Title III (immigrant) funding to departments based on the District’s Title III (immigrant) funding allocation method.





10 Grant Form – Department – Title III (immigrant)

Used by relevant departments to update and submit Title III (immigrant) base budget estimates.






15 Grant Form – Central – Title IV

Used by the External Funding Department and Office of School Choice to establish, allocate and/or update the overall Title IV base budget estimates.



Budget Final (G079), Cabinet Review (G085),

Cabinet Final (G089), Board Review (G095),


11 Grant Decision Package Adjustment Form – School – Title IV

Used by relevant schools to update and submit requests for changes in services and other major program changes funded by the Title IV grant budget.

School Initial (G050), School Review (G055),

School Final (G059), Budget Review (G075),

Budget Final (G079)

11 Grant Decision Package Adjustment Form – Department – Title IV

Used by relevant departments to update and submit requests for changes in services and other major program changes funded by the Title IV grant budget.

Department Initial (G060), Department Review (G065),


Budget Final (G079)

12 Grant Decision Package Ranking Form – Central – Title IV

Used by Budgeting and Financial Planning to rank requests for changes in services and other major program changes funded by the Title IV grant budget based on Cabinet input, as well as recommend funding of approved decision packages and adjust this funding based on input from the Cabinet and Board.

Cabinet Rank (G188), Cabinet Fund (G189), Board Fund (G199), Board Adopt (G999)

15 Grant Form – Central – Special Education

Used by the Office of Special Education Services to establish, allocate and/or update the overall Special Education base budget estimates.









X Grant Form – School – Special Education

Used by schools to manage and, if possible, update positions funded by Special Education grants.






15 Grant Form – Central – Shared Services

Used by the Office of Special Education Services to establish, allocate and/or update the overall Shared Services base budget estimates.





15 Grant Form – Central – Carl Perkins

Used by the Career and Technical Education Department to establish, allocate and/or update the overall Carl Perkins base budget estimates.





11 Grant Decision Package Adjustment Form – School – Carl Perkins

Used by relevant schools to update and submit requests for changes in services and other major program changes funded by the Carl Perkins grant budget.

School Initial (G050), School Review (G055),


Budget Final (G079)

12 Grant Decision Package Ranking Form – Central – Carl Perkins

Separate forms using grant funding-specific combo edit rules will be required.

Department Rank (G168), Department Fund (G169),

Budget Fund (G179), Board Fund (G199), Board Adopt (G999)

15 Grant Form – Central – 21st Century

Used by the After School Programs, with review by the Grant Development Department, to establish the initial 21st Century base budget estimates and allocation of 21st Century funding to schools and departments based on the District’s 21st Century funding allocation method.









X 16 Grant Form – School – 21st Century

Used by relevant schools to update and submit 21st Century base budget estimates.


School Final (G059), Department Review (G065),





9 Grant Form – Central – MSAP

Used by the Office of School Choice to establish the initial MSAP base budget estimates and allocation of MSAP funding to departments based on the District’s MSAP funding allocation method.


10 Grant Form – Department – MSAP

Used by relevant departments to update and submit MSAP base budget estimates.






16 Grant Form – School – MSAP Used by schools to update and submit MSAP base budget estimates.







9 Grant Form – Central – TTIPS

Used by the External Funding Department to establish the initial TTIPS base budget estimates and allocation of TTIPS funding to departments based on the District’s TTIPS funding allocation method.





16 Grant Form – School – TTIPS Used by schools to update and submit TTIPS base budget estimates.







X Grant Form – Central – Miscellaneous

Used by Budgeting and Financial Planning to establish the initial base budget estimates and allocation of funding to departments and schools for miscellaneous grants managed centrally.

Misc Grant (G040), Misc Grant Award (G041), Central Allocation (G030),

Central Review (G031), Central Release (G032)

X 13 Grant Form – Department – Miscellaneous

Used by relevant departments to establish the initial base budget estimates and allocation of funding for miscellaneous grants managed by the department, as well as to update and submit all relevant miscellaneous grant base budget estimates.

Misc Grant (G040), Misc Grant Award (G041),

Department Allocation (G020), Department Review (G025),

Department Final (G029), Department Update (G063), Department Review (G065),





13 Grant Form – School – Miscellaneous

Used by relevant schools to establish the initial base budget estimates and allocation of funding for miscellaneous grants managed by the school, as well as to update and submit all relevant miscellaneous grant base budget estimates.

Misc Grant (G040), Misc Grant Award (G041), School Allocation (G010),

School Review (G015), School Final (G019),









X Grant Form – Central – Fund Balance

Used by Budgeting and Financial Planning to establish the initial estimate and allocation amounts for other grant budget funded through available fund balances based on the District’s available fund balance funding allocation method.


X Grant Form – Department – Fund Balance

Used by relevant departments to update and submit other grant budget estimates funded through available fund balances.





X Grant Form -School – Fund Balance

Used by schools to update and submit other grant budget estimates funded through available fund balances.






9 Grant Form – Central – Flow Through

Used by the Curriculum and Development Department to establish, allocate and update the overall flow through funding base budget estimates.


16 Grant Form – School – Flow Through

Used by the Instructional Materials Department to update and submit flow through funding base budget estimates.








2 Grant Form – PEP – Classification Summary

Used to summarize and display grant base budget estimate PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

All Grant Stages




2 Grant Form – PEP – Classification Detail

Used to update grant base budget estimate PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

All Grant Stages

X Grant Form – Central – Planning

Initially used by Budgeting and Financial Planning to plan Districtwide FTEs by classification grouping funded by grant funding for further review and input by departments and schools.


X 14 Grant Form – Department – Planning

Initially used by departments to plan FTEs by classification grouping funded by grant funding for final review by Budgeting and Financial Planning.



Budget Final (G079)

14 Grant Form – School – Planning

Initially used by schools to plan FTEs by classification grouping funded by grant funding for final review by Budgeting and Financial Planning.



Budget Final (G079)

Capital Budget (operating impacts)

X Capital Form – Central – Outstanding Debt and Debt Service Requirements

Used by the Office of Controller to establish the debt service base budget estimates for the next year and record outstanding debt and debt service requirement amounts for future (up to 30) years.

Department Initial (C060), Department Review (C065),

Department Final (C069), Budget Review (C075),

Budget Final (C079), Cabinet Review (C085),

Cabinet Final (C089), Board Review (C095),

Board Final (C099), Board Adopt (C999)

X Capital Form – Department – Project Closure and Estimated Operating Impacts

Used by departments to identify projects to be closed and estimate the impact on operating expenditures.








Table 1.5-1 – Identified SBP Budgeting Forms Baseline Similar Form Description Staging Capital Budget (excluding operating impacts)

X Capital Form – Department – Project Cash Flow Forecast

Used by responsible department project managers to provide quarterly cash flow estimates for capital projects for the current fiscal year and record projected cash flow amounts for the following three years.

1st Estimate (C001), 1st Department Review (C011),

1st Department Final (C021), 1st Central Review (C031),

1st Central Final (C041), 2nd Estimate (C002),

2nd Department Review (C012), 2nd Department Final (C022),

2nd Central Review (C032), 2nd Central Final (C042),

3rd Estimate (C003), 3rd Department Review (C013),

3rd Department Final (C023), 3rd Central Review (C033),

3rd Central Final (C043), 4th Estimate (C004),

4th Department Review (C014), 4th Department Final (C024),

4th Central Review (C034), 4th Central Final (C044)

X Capital Form – Central – Mid-Year Reconciliation

Used by the Office of the Controller to perform mid-year (January and June) reconciliations of overall capital funding and determine capital adjustments required based on projected capital funding and expenditures.






X Capital Form – Central – Bond Program Administration

Used by Budgeting and Financial Planning to establish the initial budget estimates for bond program administration costs charged against capital funding.

Central Allocation (C030), Central Review (C031), Central Release (C032)

X Capital Form – Department – Bond Program Administration

Used by various departments to update and submit budget estimates for bond program administration costs charged against capital funding.

Department Update (C063), Department Review (C065),








2 Capital Form – PEP – Classification Summary

Provides for summarization and display of capital-funded PEP-related amounts by classification grouping. May be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.






3 Capital Form – PEP – Classification Detail

Provides for updating of capital-funded PEP-related detail. May be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.






X Capital Form – Central – Planning

Used by Budgeting and Financial Planning to plan, by classification grouping, initial FTEs funded by capital funding for further review and input by departments.

Central Allocation (C030), Central Review (C031), Central Release (C032)

X Capital Form – Department – Planning

Used by departments to plan, by classification grouping, FTEs funded by capital funding for final review by Budgeting and Financial Planning.



Budget Final (C079)

1.5.1 Maintain Budgeting Forms Form Elements End-users assigned to the Budget System Administrator – Central Office role will use the Form Elements task to create or edit text fields, input lists and/or list values used to further define budget forms.

Stage Maintenance End-users assigned to the Budget System Administrator – Central Office role will use the Stage Maintenance task to assign relevant stages to budgeting forms. These stages are used to determine the appropriate end-user access and define at which point in the budget process the corresponding data changes are recorded.

Combo Edit End-users assigned to the Budget System Administrator – Central Office role will use the Combo Edit task to define combination edit rules used to determine the master data



dimensions available for selection within a form, as well as which master data structure combinations are valid.

Ranking Form Maintenance End-users assigned to the Budget System Administrator – Central Office role will use the Ranking Form Maintenance task to manage forms used to rank operating program decision packages.

BPP Variation

Transaction / Task



Form Elements Maintain Form Elements Budget System Administrator – Central Office

Stage Maintenance Maintain Stages Budget System Administrator –

Central Office

Combo Edit Maintain Combination Edit Rules Budget System Administrator – Central Office

Ranking Form Maintenance Maintain Ranking Forms Budget System Administrator –

Central Office

1.5.2 Manage Comment Types Districtwide and Board goals, as well as relevant program priorities, will be managed using Comment Types. The relationships between the goals and program priorities will be managed using Comment Tree Types.

Examples of the HISD Districtwide and Board goals are shown in figure 1.5.2-1 below.



Figure 1.5.2-1 – Districtwide and Board Goals

Examples of the District’s Achieve 180 program priorities are shown in figure 1.5.2-2 below.

Department and school mission statements and goals will not be collected using Comment Types but, instead, through text-based information collected through the planning forms as described in 2.2.01 – Perform Operating Budget Planning – Departments and 2.2.02 – Perform Operating Budget Planning – Schools.

Comment Types will also be used to budget line item justifications, including existing justifications for budget adjustments that will be extracted from FM.



Figure 1.5.2-2 – Program Priorities (ACHIEVE 180)

Comment Types End-users assigned to the Budget System Administrator – Central Office role will use the Comment Types task to define the diverse types of additional text-based information required to be input within the budgeting forms to link budget line items to Districtwide and Board goals, as well as relevant program priorities; justify a request; explain impact of decisions, track decisions, etc.

Comment Tree Types End-users assigned to the Budget System Administrator – Central Office role will use the Comment Type Trees task to establish and maintain relationships between comment types, providing a structure that is used to enforce the use of related information within a budgeting request.

BPP Variation

Transaction / Task



Comment Types Maintain Comment Types Budget System Administrator – Central Office

Comment Type Trees Maintain Comment Type Trees Budget System Administrator –

Central Office



1.5.3 Manage Workflow and Notification Settings The District will manage budgeting using form-based stages with configured notifications.

End-users assigned to the Budget System Administrator – Central Office role will use the Workflow Maintenance task to establish and maintain form-based workflow notifications.

BPP Variation

Transaction / Task



Workflow Maintenance Manage Workflow and

Notifications Budget System Administrator –

Central Office

Pain Points The District is experiencing the pain points described in Table 1.5-2 with respect to managing budgeting forms. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 1.5-2 – Identified Pain Points for Managing Budgeting Forms Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-REV-012, SBP-LRP-001, SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-OPR-001, SBP-OPR-018, SBP-CAP-001, SBP-CAP-017, SBP-ORG-001, SBP-ORG-002

Multiple Excel-based shadow systems (spreadsheets).




SBP-PEP-001, SBP-PEP-005, SBP-PEP-007, SBP-PEP-008, SBP-PEP-012, SBP-PEP-017, SBP-PEP-018, SBP-OPR-012, SBP-ORG-002, SBP-MGT-002


Addressed.


SBP-REV-002, SBP-LRP-002, SBP-OPR-002

Unable to automatically integrate the state funding formula template with HISD planning spreadsheets.


Most SAP SBP planning and budgeting forms will include the ability to upload information from Excel spreadsheets. This will require information from complex spreadsheets to be summarized in the format required by each specific form.





SBP-REV-004

Unable to automatically integrate student enrollment information from SIS [currently Chancery SMS, which will be replaced by HISDConnect (Infinite Campus)].

Addressed.

An interface with the new HISDConnect system to automatically update SAP SBP with preliminary student enrollment information is included.

SBP-REV-005

Unable to automatically integrate tax assessed valuation information from the Harris County Assessor (certified, uncertified and frozen) and uncollectible amounts.

Not Addressed.

An interface with the Harris County Assessor District system to automatically update SAP SBP with property tax-related information will not be possible.

SBP-REV-007

Unable to capture and use internal service and enterprise revenue projection information (which is provided as assumptions to their current budget request without future forecasting information) for detailed multi-year forecasts.


Forms used to collect revenue estimates for internal services and enterprises will be designed for these departments to enter the revenue estimates for the base budget request, as well as forecasts for the next three years. Not all departmental projection assumptions will be collected initially.

SBP-REV-007, SBP-REV-008, SBP-LRP-005, SBP-OPR-023, SBP-CAP-018

Unable to align strategic planning information including performance measures and results to the budget.


Initially, forms will include the ability to assign line item amounts to Districtwide and Board goals, as well as program-specific priorities (currently Achieve 180). Additional forms will be used to collect text-based mission descriptions and goals/objectives. Detailed goals/objectives, performance measures and corresponding results will not be collected initially.




















ID Pain Point Initial Impact of SAP SBP SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-011, SBP-PEP-012, SBP-OPR-001, SBP-OPR-012, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-MGT-001


Addressed.


SBP-OPR-012, SBP-OPR-016, SBP-OPR-017, SBP-ORG-002, SBP-MGT-002


Addressed.


SBP-OPR-011


Addressed.


SBP-PEP-011, SBP-OPR-004, SBP-OPR-023

Unable to link budgeted stipend amounts with district, department and campus goals.



SBP-OPR-013, SBP-CAP-004

Non-integrated process (email request/approval) for justifying and documenting transfers of legal budget to capital outlay and travel (done in ERP, not automatically updated for budget review purposes).


Budget transfers and justifications processed in ERP will be automatically updated in SAP SBP to streamline line item budget reviews.


Addressed.


SBP-REV-008, SBP-LRP-005, SBP-OPR-004, SBP-OPR-005, SBP-OPR-023, SBP-CAP-018

Unable to allocate funds to board, district and department goals.







SBP-OPR-015 Unable to link program details, targeted student grades and expected timelines with results against the budget.

Not Addressed.

Forms will include the ability to assign line item amounts to Districtwide and Board goals, as well as program-specific priorities (currently Achieve 180). Performance results will not be collected initially.

SBP-OPR-015 Non-integrated process to monitor expected results / program effectiveness for one-time funding requests.

Not Addressed.


SBP-REV-007, SBP-REV-012, SBP-LRP-003, SBP-LRP-006, SBP-LRP-007, SBP-OPR-017, SBP-CAP-011, SBP-CAP-017

Unable to perform multi-year budget requests and whether they represent one-time or permanent.

Addressed.

Most SAP SBP planning and budgeting forms will include the ability to estimate base budget request plus annual forecasts for the subsequent three years, including identifying one-time requests.

SBP-OPR-004, SBP-OPR-005, SBP-OPR-023, SBP-CAP-018

Unable to link and collect mission, description and objectives of the departments in budget requests.


Forms will include the ability to assign line item amounts to Districtwide and Board goals, as well as program-specific priorities (currently Achieve 180). Additional forms will be used to collect text-based mission descriptions and goals/objectives. Detailed goals/objectives, performance measures and corresponding results will not be collected initially.

SBP-OPR-006, SBP-OPR-007, SBP-OPR-010

Unable to support internal department budget development including reorganizations (including multiple reiterations within a fiscal year).


Internal department-specific budgeting process will not be supported initially.

SBP-PEP-011, SBP-OPR-005, SBP-OPR-009, SBP-OPR-010, SBP-OPR-014, SBP-CAP-003

Lack of visibility for changes to programs (currently included as line item justifications in base budget requests).


Net new/reduced operating budget program service level changes will be managed using discreet decision packages to provide for increased visibility and management. Text for line item-level justifications will also be available. Capital program planning will not be managed using SBP.

SBP-REV-001, SBP-LRP-001, SBP-PEP-001, SBP-OPR-001, SBP-CAP-017


Addressed.


SBP-CAP-006 Historical information for non-2012 bond program funding is not available for transferring of unspent funds.


Information from the existing ERP system, including available budgetary fund balances if properly segregated, will be available in SAP SBP.

SBP-CAP-003 No visibility of management-level decisions to fund specific projects.

Not Addressed.

Capital program planning will not be managed using SBP.






Addressed.


SBP-CAP-009 Difficulty managing construction costs against sales of bonds to properly fund expenditures over available funding.


Bond proceeds will need to be allocated to each project in Funds Management which will facilitate reconciliation of construction costs against available funding to determine required mid-year budget adjustments; however, HISD will need to change the current process of issuing bonds to partially fund projects to address this issue completely.

SBP-CAP-010

No integration with the third-party system (ProLog) used to estimate capital construction costs for cash / arbitrage management purposes by non-HISD staff, which uses the legacy SAP account code structures.

Not Addressed.

SAP SBP will include cash forecast information; however, it will not include enough detailed information to completely manage bond funding, projected construction costs and related arbitrage calculations.

SBP-CAP-011 No integration of operating impact of new projects including visibility of expected operation dates.

Addressed.

SAP SBP will include the ability to capture information related to capital project assets being placed into service, including operating impact and expected operation dates.

SBP-CAP-012 Lack of visibility for five-year capital improvement plan (developed by the Facilities department) vs. final allocation of funding.

Not Addressed.


SBP-CAP-013

No identified owner and integration of capital program planning including documentation of significant changes. Planned master data is not included in SAP until projects are approved.

Not Addressed.

Capital program planning will not be managed using SAP SBP.

SBP-CAP-011 Lack of visibility of budgeting for capital projects including operating funding.

Addressed.

SAP SBP will include the ability to capture information related to capital project assets being placed into service, including operating impact.

SBP-CAP-014

Information from the Bond Communications Team for quarterly reporting is manually integrated with the budget book (Word for non-financial information, Excel for financial).

Not Addressed.

Bond program administrative costs will be budgeted in SAP SBP, with financial information available for preparing the budget book. The budget book will continue to be created using the existing Word- and Excel-based processes.

SBP-CAP-015 Administrative and interest costs to be capitalized are not budgeted to individual projects.


Only program administrative costs are expected to be budgeted to individual projects.





SBP-CAP-005 Project cash flow forecasting (performed using Excel) should be three years, but there may be projects with 5+ years of spending.

Addressed.

SAP SBP will include the ability to capture quarterly cash flow forecasts up to five future years.

SBP-REV-001, SBP-PEP-001, SBP-OPR-001

Existing grant forms are not able to address the leading zeros for the new 16-digit functional areas.

Addressed.

All grant-related forms will use the existing 16-digit functional area.





SBP-OPR-020 There is no consistent process for managing and budgeting miscellaneous grants.


SAP SBP will include capabilities for miscellaneous grants to be able to be initiated centrally, by individual departments or by schools using a standard approach; however, HISD should consider establishing and enforcing a centralized approach for overall grant management purposes.

Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing the District’s budgeting forms are described in Table 1.5-3.

Table 1.5-3 – Solution Gap Resolution for Managing Budgeting Forms Type GAP ID Description Resolution Approach

Reporting, Conversion,

Enhancement, Forms

GAP-003 SAP SBP does not include District-specific budgeting and trend analysis information and reporting.

District-specific budgeting and corresponding trend analysis information will require custom forms and budgeting cubes including District-specific information, as well as position and personnel expenditure planning information.


Forms GAP-004

SAP SBP does not include District-specific budget book demographic and performance measurement reporting.

SAP SBP will include the ability to assign line item amounts to Districtwide and Board goals, as well as program-specific priorities (currently Achieve 180). Critical high-level assumptions used for revenue projection purposes (e.g., meals) will also be collected. Additional forms will be used to collect text-based mission descriptions and goals/objectives. Detailed goals/objectives, performance measures and corresponding results will not be collected initially.




Enhancement, Forms,

Workflow GAP-010

Decentralized position changes will not use the original position information to calculate costs.


Enhancement, Forms,

Workflow GAP-011

Use of position detail in budgeting forms may result in system performance issues.




Forms GAP-012

Board and Districtwide goals, as well as program-specific priorities, must be assigned to individual budget line items.



Forms GAP-015






Enhancement, Forms,

Workflow GAP-020



Forms GAP-021







Enhancement, Forms,

Workflow GAP-023

SAP SBP forms will need to be customized to support input of information for developing the budget and supporting budgetary forecasts.

Where possible, SAP-delivered forms will be copied and customized to meet the District's specific budgeting requirements. Form-based workflow will be configured as required to support automated notification of forms awaiting review. Critical District-specific budgetary information will be captured using enhanced budgeting cubes and automatic updating of the Generic Dimension1 field for the Budget Period.

Process Change,

Reporting, Forms

GAP-024

SAP Funds Management actual fund balances are not segregated into relevant budgetary vs. non-budgetary (accrual-based) amounts to provide beginning resource information for managing available funding.

SAP Funds Management fund balance carryforward should be configured and processed to segregate budgetary vs. non-budgetary amounts.

Forms, Workflow GAP-028



External Process

GAP-029 Historical information for previous (non-2012) bond programs is not available for transferring of unspent funds and forecasting of cash flows.

Financial information available in the SAP ERP system will be transferred to SAP SBP. Most historical information used for budgeting and trend analysis will not be converted.

Interface, Enhancement,

Forms GAP-030

SAP SBP does not contain information from the District's student information system including enrollment information to project revenue and related costs.

An interface with the District's HISDConnect system will be developed to automatically update SAP SBP with student enrollment information.


Enhancement, Forms

GAP-031

SBP does not contain property tax assessed valuation information from the Harris County Appraisal District (HCAD) including certified, uncertified, frozen amounts and uncollectible amounts.

Tax information will need to be entered manually as an interface to HCAD will not be possible.


Forms

GAP-032 SBP does not include the District's internal and external demographic information used to support budgeting.

Most demographic information will continue to be maintained outside of SAP SBP. Tax and certified enrollment information will need to be entered manually as interfaces to HCAD and PEIMS will not be possible.

Enhancement, Forms,

Workflow GAP-035 SAP SBP does not support forecasting on a

monthly or quarterly basis.

Multiple annual forecasted revenue amounts will be recorded and managed in SAP SBP using stages. Detailed forecasts will continue to be managed in non-SAP SBP Excel-based spreadsheets.





SAP SBP will not be automatically updated for certified student enrollment information from the State of Texas Public Education Information Management System (PEIMS).

Certified enrollment information will need to be entered manually as an interface to PEIMS will not be possible.

Enhancement, Forms

GAP-038 SAP SBP will not automatically allocate funding using the District's allocation method.

The District has been using a per unit allocation method, but may use an FTE allocation method in the future.






Forms GAP-040



Reporting, Forms

GAP-041 Annual funding for capital program administration is not segregated using a separate fund group in Funds Management.


Forms GAP-042 SAP SBP will not automatically perform a final adjustment (settlement) of schools' budgets based on final student enrollment.

Separate forms used to support the final school budget settlement.

Process Change, Forms

GAP-043

SAP SBP will not automatically determine when constructed assets are expected to be placed into service and provide the ability to estimate the expected operating budget impacts.


Reporting, Forms




Forms GAP-045

SAP SBP does not support forecasting of cash flow for capital projects.

Cash flow forecasting will be performed on a quarterly basis for up to five years.


Forms GAP-047

SAP SBP will not automatically record outstanding debt and future debt service requirements for bonds used to fund capital projects.

Debt-related amounts will be recorded in SAP SBP for up to 30 years.

Enhancement, Forms GAP-049

SAP SBP will not automatically determine and validate FTE position allocations or process/post PEP projections for split-funded positions.


Customizations that have been identified to address the gaps for managing budgeting forms are described below.



Reports The following custom reports have been identified:

Tax Roll Values for the Past 10 Years (SBP-RPT-003) used to compare District property tax values against prior year amounts.

Total Revenues (SBP-RPT-007) used to summarize budgeted revenues for the base budget year with comparisons to budgeted revenues for the past three years.

Statement of Revenues, Expenditures and Changes in Fund Balances [budgeted] (SBP-RPT-012) used to summarize governmental fund budgeted revenues, expenditures and changes in fund balance for the base budget year with comparisons to actual amounts for the past four years.

Statement of Revenues, Expenditures and Changes in Fund Balances [projected] (SBP-RPT-013) used to project governmental fund revenues, expenditures and changes in fund balance for the base budget year and the next three years.

Statement of Revenues, Expenditures and Changes in Net Assets [budgeted and projected] (SBP-RPT-014) used to summarize internal services and enterprise fund budgeted revenues, expenditures and changes in net assets for the base budget year with comparisons to actual amounts for the past four years, as well as projects revenues, expenditures and changes in net assets for the next three years.

Total Revenues by Fund (SBP-RPT-016) used to summarize governmental fund budgeted revenues by fund.

Nutrition Services Statistics (SBP-RPT-020) used to summarize actual number of meals for the past five years.

General Fund Comparison of Revenues (SBP-RPT-021) used to compare District revenue adopted budget amounts against the prior year’s adopted budget.

Nutrition Services-Meals (SBP-RPT-023) used to provide meal pricing for the base budget year and historical meal pricing for the past three years.



Interfaces The following interfaces are required:

HISDConnect Enrollment Interface (SBP-INB-001) used to support trend analysis and reporting of student enrollment information.



Public Education Information Management System (PEIMS) Budgetary Interface (ECC-OUT-001) used to automatically submit budgetary information to the State of Texas Education Agency (TEA).

Conversions The following conversion is required:

Conversion of Property Tax Information – Last Ten Fiscal Years (SBP-CNV-001) used to support trend analysis and reporting of property tax information.


Enhanced ECC (FM) to SBP Extractors (SBP-ENH-001) used to supplement SAP BW/SAP SBP based on information extracted from Funds Management including assigning the Budget Period to the Generic Dimension1 field, justification information for budget adjustments and several types of budget including one-time budget amounts.



Enhanced SBP Cubes – Demographics and Performance Information (SBP-ENH-006) used to support District-specific high-level demographic and performance measurement information including total student enrollment, criteria used as the foundation for certain revenue projections, Districtwide and Board goals, program-specific priorities for Achieve 180 and text-based mission descriptions and goals/objectives.


Enhanced SBP Reporting Cubes and Multi-Provider – Demographics and Performance Measurement Information (SBP-ENH-009) used to support reporting using District-specific high-level demographic and performance measurement information.



Public Education Information Management System (PEIMS) Budgetary Interface Mapping Table (ECC-ENH-011) used to map data to support the interface to automatically submit budgetary information to the State of Texas Education Agency (TEA).


Forms The following forms are required:

Revenue Form – Central – Tax (SBP-FRM-001) used by Budgeting and Financial Planning to record estimated annual tax receipts and related projection assumptions based on offline, Excel-based projections using property tax values (certified, uncertified and frozen) and amounts (pending litigation and collections) forecast using a 12-month rolling basis.

Revenue Form – Central – State Aid and Recapture (SBP-FRM-002) used by Budgeting and Financial Planning to record estimated annual state aid revenue and recapture amounts and related projection assumptions based on offline, Excel-based, projections (currently quarterly) using student enrollment and weighted average daily attendance forecast.

Revenue Form – Department – Nutrition Services (SBP-FRM-003) used by the Nutrition Services Department to record Nutrition Services revenue estimates and related projection assumptions based on offline, Excel-based projections using number of serving days, monthly student enrollment with the ability to adjust for students visiting schools and one-time events (like Hurricane Harvey) and number of meals segregated by type of school (elementary vs. secondary) and program (Community Eligibility Program vs. non-CEP) using a 12-month rolling basis.

Revenue Form – Department – Internal Services (SBP-FRM-004) used by the Benefits Department to record Internal Services revenue estimates based on offline, Excel-based projections using enrolled headcount (employees), employer contributions, employee contributions and pharmaceutical rebates using a 12-month rolling basis.

Revenue Form – Department – Internal Services (SBP-FRM-004) used by the Benefits Department to record Internal Services revenue estimates based on offline, Excel-based projections based on enrolled headcount (employees), employer contributions, employee contributions and pharmaceutical rebates using a 12-month rolling basis.

Revenue Form – Department – Enterprise Funds (SBP-FRM-005) used by the Medicaid Finance and Consulting Services Division to record estimated annual fee-



based revenue based on offline, Excel-based projections using medicaid reimbursements (HISD and other participants) using a 12-month rolling basis.

Operating Form – Central – Initial Base – Line Item (SBP-FRM-006) used by the Budgeting and Financial Planning Department to establish the initial base line item amounts for the non-grant operating budget.

Operating Form – Central – Initial Base – PEP – Classification Summary (SBP-FRM-007) used to summarize and display initial non-grant operating base budget line item PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – Central – Initial Base – PEP – Classification Detail (SBP-FRM-008) used to update initial non-grant operating base budget line item PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – Central – Initial Base – Allocation (SBP-FRM-009) used by the Budgeting and Financial Planning Department to establish the initial base budget estimates for the operating budget through allocation of non-grant operating funding to schools and departments based on the District's complex allocation method.

Operating Form – Department – Base Submission – Line Item (SBP-FRM-010) used by relevant departments to update and submit non-grant operating base budget estimates.

Operating Form – Department – Base Submission – PEP – Classification Summary (SBP-FRM-011) used to summarize and display departmental non-grant operating base budget estimate PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – Department – Base Submission – PEP – Classification Detail (SBP-FRM-012) used to update departmental non-grant operating base budget estimate PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – Department – Base Submission – PEP – Position Update (SBP-FRM-013) used by departments to submit specific PEP-related position changes not able to be processed using the standard position tab.

Operating Decision Package Adjustment Form – Department (SBP-FRM-014) used by relevant departments to update and submit requests for changes in services and other major program changes funded by the non-grant operating budget.



Operating Decision Package Ranking Form – Department (SBP-FRM-015) used by department chiefs to rank requests for changes in services and other major program changes funded by the non-grant operating budget, and by Budgeting and Financial Planning to recommend funding of approved decision packages and adjust this funding based on input from the HISD Cabinet and Board.

Operating Form – School – Base Submission – Line Item (SBP-FRM-016) used by schools to update and submit non-grant operating base budget estimates.

Operating Form – School – Base Submission – PEP – Classification Summary (SBP-FRM-017) used to summarize and display school non-grant operating base budget estimate PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – School – Base Submission – PEP – Classification Detail (SBP-FRM-018) used to update school non-grant operating base budget estimate PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – School – Base Submission – PEP – Position Update (SBP-FRM-019) used by schools to submit specific PEP-related position changes not able to be processed using the standard position tab.

Operating Form – Special Education – Base Submission – PEP – Position Transfer (SBP-FRM-020) used by schools to submit specific PEP-related Special Education position transfers between campuses.

Operating Form – School – Final Settlement – Line Item (SBP-FRM-021) used by the Budgeting and Financial Planning Department to perform the final funding adjustment (settle up) for school operating budgets based on the revised budget, a final student enrollment snapshot, a final PEP projection and adjustment of all over/under funded amounts against the District's contingency budget.

Operating Form – School – Final Settlement – PEP – Classification Summary (SBP-FRM-022) used to summarize and display final non-grant school operating base budget PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – School – Final Settlement – PEP – Classification Detail (SBP-FRM-023) used to update final non-grant school operating base budget PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.



Grant Form – Central – Title I, Part A (SBP-FRM-024) used by the External Funding Department to establish the initial Title I, Part A base budget estimates and allocation of Title I, Part A funding to schools and departments based on the District’s Title I, Part A funding allocation method.

Grant Form – Department – Title I, Part A (SBP-FRM-025) used by relevant departments to update and submit Title I, Part A base budget estimates.

Grant Form – School – Title I, Part A (SBP-FRM-026) used by relevant schools to update and submit Title I, Part A base budget estimates.

Grant Form – Central – Title I, Part C (migrant) (SBP-FRM-027) used by the External Funding and Multilingual Programs Departments to establish, allocate and update the overall Title I, Part C (migrant) base budget estimates.

Grant Form – Central – Title I, Part D (SBP-FRM-028) used by the External Funding Department to establish, allocate and update the overall Title I, Part D base budget estimates.

Grant Form – Central – Title II, Part A (SBP-FRM-029) used by the External Funding Department to establish the initial Title II, Part A base budget estimates and allocation of Title II, Part A funding to departments based on the District’s Title II, Part A funding allocation method.

Grant Form – Department – Title II, Part A (SBP-FRM-030) used by relevant departments to update and submit Title II, Part A base budget estimates.

Grant Decision Package Adjustment Form – Department – Title II, Part A (SBP-FRM-031) used by relevant departments to update and submit requests for changes in services and other major program changes funded by the Title II, Part A grant budget.

Grant Decision Package Ranking Form – Central – Title II, Part A (SBP-FRM-032) used by Budgeting and Financial Planning to rank requests for changes in services and other major program changes funded by the Title II, Part A grant budget based on Cabinet input, as well as recommend funding of approved decision packages and adjust this funding based on input from the Cabinet and Board.

Grant Form – Central – Title III, Part A (LEP) (SBP-FRM-033) used by the External Funding and Multilingual Programs departments to establish the initial Title III, Part A (LEP) base budget estimates and allocation of Title III, Part A (LEP) funding to schools and departments based on the District’s Title III, Part A (LEP) funding allocation method.

Grant Form – Department – Title III, Part A (LEP) (SBP-FRM-034) used by relevant departments to update and submit Title III, Part A (LEP) base budget estimates.

Grant Form – School – Title III, Part A (LEP) (SBP-FRM-035) used by relevant schools to update and submit Title III, Part A (LEP) base budget estimates.



Grant Form – Central – Title III (immigrant) (SBP-FRM-036) used by the Multilingual Programs Department to establish the initial Title III (immigrant) base budget estimates and allocation of Title III (immigrant) funding to departments based on the District’s Title III (immigrant) funding allocation method.

Grant Form – Department – Title III (immigrant) (SBP-FRM-037) used by relevant departments to update and submit Title III (immigrant) base budget estimates.

Grant Form – Central – Title IV (SBP-FRM-038) used by the External Funding Department and Office of School Choice to establish, allocate and/or update the overall Title IV base budget estimates.

Grant Decision Package Adjustment Form – School – Title IV (SBP-FRM-039) used by relevant schools to update and submit requests for changes in services and other major program changes funded by the Title IV grant budget.

Grant Decision Package Adjustment Form – Department – Title IV (SBP-FRM-040) used by relevant departments to update and submit requests for changes in services and other major program changes funded by the Title IV grant budget.

Grant Decision Package Ranking Form – Central – Title IV (SBP-FRM-041) used by Budgeting and Financial Planning to rank requests for changes in services and other major program changes funded by the Title IV grant budget based on Cabinet input, as well as recommend funding of approved decision packages and adjust this funding based on input from the Cabinet and Board.

Grant Form – Central – Special Education (SBP-FRM-042) used by the Office of Special Education Services to establish, allocate and/or update the overall Special Education base budget estimates.

Grant Form – School – Special Education (SBP-FRM-043) used by schools to manage and, if possible, update positions funded by Special Education grants.

Grant Form – Central – Shared Services (SBP-FRM-044) used by the Office of Special Education Services to establish, allocate and/or update the overall Shared Services base budget estimates.

Grant Form – Central – Carl Perkins (SBP-FRM-045) used by the Career and Technical Education Department to establish, allocate and/or update the overall Carl Perkins base budget estimates.

Grant Decision Package Adjustment Form – School – Carl Perkins (SBP-FRM-046) used by relevant schools to update and submit requests for changes in services and other major program changes funded by the Carl Perkins grant budget.

Grant Decision Package Ranking Form – Central – Carl Perkins (SBP-FRM-047) used by the Career and Technical Education Department to rank and recommend funding of requests for changes in services and other major program changes funded by the Carl Perkins grant budget, as well as by Budgeting and Financial Planning to initially adjust this funding and determine final funding based on input from the Board.



Grant Form – Central – 21st Century (SBP-FRM-048) used by the After School Programs, with review by the Grant Development Department, to establish the initial 21st Century base budget estimates and allocation of 21st Century funding to schools and departments based on the District’s 21st Century funding allocation method.

Grant Form – School – 21st Century (SBP-FRM-049) used by relevant schools to update and submit 21st Century base budget estimates.

Grant Form – Central – MSAP (SBP-FRM-050) used by the Office of School Choice to establish the initial MSAP base budget estimates and allocation of MSAP funding to departments based on the District’s MSAP funding allocation method.

Grant Form – Department – MSAP (SBP-FRM-051) used by relevant departments to update and submit MSAP base budget estimates.

Grant Form – School – MSAP (SBP-FRM-052) used by schools to update and submit MSAP base budget estimates.

Grant Form – Central – TTIPS (SBP-FRM-053) used by the External Funding Department to establish the initial TTIPS base budget estimates and allocation of TTIPS funding to departments based on the District’s TTIPS funding allocation method.

Grant Form – School – TTIPS (SBP-FRM-054) used by schools to update and submit TTIPS base budget estimates.

Grant Form – Central – Miscellaneous (SBP-FRM-055) used by Budgeting and Financial Planning to establish the initial base budget estimates and allocation of funding to departments and schools for miscellaneous grants managed centrally.

Grant Form – Department – Miscellaneous (SBP-FRM-056) used by relevant departments to establish the initial base budget estimates and allocation of funding for miscellaneous grants managed by the department, as well as to update and submit all relevant miscellaneous grant base budget estimates.

Grant Form – School – Miscellaneous (SBP-FRM-057) used by relevant schools to establish the initial base budget estimates and allocation of funding for miscellaneous grants managed by the school, as well as to update and submit all relevant miscellaneous grant base budget estimates.

Grant Form – Central – Fund Balance (SBP-FRM-058) used by Budgeting and Financial Planning to establish the initial estimate and allocation amounts for other grant budget funded through available fund balances based on the District’s available fund balance funding allocation method.

Grant Form – Department – Fund Balance (SBP-FRM-59) used by relevant departments to update and submit other grant budget estimates funded through available fund balances.



Grant Form – School – Fund Balance (SBP-FRM-60) used by schools to update and submit other grant budget estimates funded through available fund balances.

Grant Form – Central – Flow Through (SBP-FRM-061) used by the Curriculum and Development Department to establish, allocate and update the overall flow through funding base budget estimates.

Grant Form – School – Flow Through (SBP-FRM-62) used by the Instructional Materials Department to update and submit flow through funding base budget estimates.

Grant Form – PEP – Classification Summary (SBP-FRM-063) used to summarize and display grant base budget estimate PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Grant Form – PEP – Classification Detail (SBP-FRM-064) used to update grant base budget estimate PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Capital Form – Central – Outstanding Debt and Debt Service Requirements (SBP-FRM-065) by the Office of Controller to establish the debt service base budget estimates for the next year and record outstanding debt and debt service requirement amounts for future (up to 30) years.

Capital Form – Department – Project Cash Flow Forecast (SBP-FRM-066) used by departments to provide quarterly cash flow estimates for capital projects for the current fiscal year and record projected cash flow amounts for the following five years.

Capital Form – Central – Mid-Year Reconciliation (SBP-FRM-067) used by the Office of the Controller to perform mid-year (January and June) reconciliations of overall capital funding and determine capital adjustments required based on projected capital funding and expenditures.

Capital Form – Department – Project Closure and Estimated Operating Impacts (SBP-FRM-068) used by departments to identify projects to be closed and estimate the impact on operating expenditures.

Capital Form – Central – Bond Program Administration (SBP-FRM-069) used by the Budgeting and Financial Planning Department to establish the initial budget estimates for bond program administration costs charged against capital funding.

Capital Form – Department – Bond Program Administration (SBP-FRM-070) used by relevant departments to update and submit budget estimates for bond program administration costs charged against capital funding.

Capital Form – PEP – Classification Summary (SBP-FRM-071) used to summarize and display capital-funded PEP-related amounts by classification grouping, which may



be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Capital Form – PEP – Classification Detail (SBP-FRM-072) used to update capital-funded PEP-related position information, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

Operating Form – Central – Reorganization Budget Transfers (SBP-FRM-073) used by the Budgeting and Financial Planning Department to process reorganizations or major transfers of operating budget amounts related to baseline operating activities.

Operating Form – Central – Planning (SBP-FRM-074) used by the Budgeting and Financial Planning Department to plan, by classification grouping, initial FTEs funded by non-grant operating funding for further review and input by departments and schools.

Operating Form – Department – Planning (SBP-FRM-075) used by departments to submit mission statements, organizational descriptions and text-based goals/objectives, as well as to plan FTEs by classification grouping funded by non-grant operating funding for final review by Budgeting and Financial Planning.

Operating Form – School – Planning (SBP-FRM-076) used by schools to submit mission statements, organizational descriptions and text-based goals/objectives, as well as to plan FTEs by classification grouping funded by non-grant operating funding for final review by Budgeting and Financial Planning.

Grant Form – Central – Planning (SBP-FRM-077) used by the Budgeting and Financial Planning Department to plan, by classification grouping, initial FTEs funded by grants for further review and input by departments and schools.

Grant Form – Department – Planning (SBP-FRM-078) used by departments to plan FTEs by classification grouping funded by grants for final review by Budgeting and Financial Planning.

Grant Form – School – Planning (SBP-FRM-079) used by schools to plan FTEs by classification grouping funded by grants for final review by Budgeting and Financial Planning.

Capital Form – Central – Planning (SBP-FRM-080) used by the Budgeting and Financial Planning Department to plan, by classification grouping, initial FTEs funded by capital funding for further review and input by departments.

Capital Form – Department – Planning (SBP-FRM-081) used by relevant departments to plan, by classification grouping, FTEs funded by capital funding for final review by Budgeting and Financial Planning.



Operating Decision Package Adjustment Form – School (SBP-FRM-083) used by relevant schools to update and submit requests for changes in services and other major program changes funded by the non-grant operating budget.

Operating Decision Package Ranking Form – School (SBP-FRM-084) used by the Office of School Support to rank requests for changes in services and other major program changes funded by the non-grant operating budget, and by Budgeting and Financial Planning to recommend funding of approved decision packages and adjust this funding based on input from the HISD Cabinet and Board.





The following configured workflows are required:

Upon advancement of a Revenue Form – Central – Tax form from stage R019 (Base Estimate) to stage R075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Revenue role to review the next year base budget tax revenue estimate amounts.

Upon advancement of a Revenue Form – Central – State Aid and Recapture form from stage R019 (Base Estimate) to stage R075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Revenue role to review the next year base budget state aid revenue estimate and recapture amounts.

Upon advancement of a Revenue Form – Department – Nutrition Services form from stage R019 (Base Estimate) to stage R065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Revenue role to review the next year base budget Nutrition Services revenue amounts.



Upon advancement of a Revenue Form – Department – Nutrition Services form from stage R069 (Department Final) to stage R075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Revenue role to review the next year base budget Nutrition Services revenue amounts.

Upon advancement of a Revenue Form – Department – Internal Services form from stage R019 (Base Estimate) to stage R065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Revenue role to review the next year base budget Internal Services revenue amounts.

Upon advancement of a Revenue Form – Department – Internal Services form from stage R069 (Department Final) to stage R075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Revenue role to review the next year base budget Internal Services revenue amounts.

Upon advancement of a Revenue Form – Department – Enterprise Funds form from stage R019 (Base Estimate) to stage R065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Revenue role to review the next year base budget Internal Services revenue amounts.

Upon advancement of a Revenue Form – Department – Enterprise Funds form from stage R069 (Department Final) to stage R075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Revenue role to review the next year base budget Internal Services revenue amounts.

Upon advancement of an Operating Form – Central – Planning form from stage O030 (Central Allocation) to stage O031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office role to review the initial operating budget FTE estimates.

Upon advancement of an Operating Form – Central – Planning form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Department role to begin the updating of departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Upon advancement of an Operating Form – Department – Planning form from stage O063 (Department Update) to stage O065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department role to review the departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.



Upon advancement of an Operating Form – Department – Planning form from stage O069 (Department Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Upon advancement of an Operating Form – School – Planning form from stage O053 (School Update) to stage O055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Upon advancement of an Operating Form – School – Planning form from stage O059 (School Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Upon advancement of an Operating Form – Central – Initial Base – Line Item form from stage O019 (Base Estimate) to stage O031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office role to review the initial next year base budget line item estimate amounts.

Upon advancement of an Operating Form – Central – Initial Base – Line Item form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Central Office role to begin the process of establishing the initial next year base budget allocation and estimate amounts.

Upon advancement of an Operating Form – Central – Initial Base – Allocation form from stage O030 (Central Allocation) to stage O031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office role to review the initial next year base budget allocation and estimate amounts.

Upon advancement of an Operating Form – Central – Initial Base – Allocation form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department role to begin the departmental process of updating and submitting non-grant operating base budget expenditure estimates.

Upon advancement of an Operating Form – Department – Base Submission – Line Item form from stage O063 (Department Update) to stage O065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department and Budget Manager – Department – Chief roles to review the departmental non-grant operating base budget expenditure estimates.



Upon advancement of an Operating Form – Department – Base Submission – Line Item form from stage O069 (Department Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the departmental non-grant operating base budget expenditure estimates.

Upon advancement of an Operating Form – Central – Initial Base – Allocation form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus role to begin the process of updating and submitting non-grant school operating base budget expenditure estimates.

Upon advancement of an Operating Form – School – Base Submission – Line Item form from stage O053 (School Update) to stage O055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school non-grant operating base budget expenditure estimates.

Upon advancement of an Operating Form – School – Base Submission – Line Item form from stage O059 (School Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the school non-grant operating base budget expenditure estimates.

Upon advancement of an Operating Form – School – Final Settlement – Line Item form from stage O030 (Central Allocation) to stage O075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office role to review the final school operating budget settlement amounts.

Upon advancement of an Operating Decision Package Adjustment Form – Department form from stage O060 (Department Initial) to stage O065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department and Budget Manager – Department – Chief roles to review the departmental non-grant operating decision package information.

Upon advancement of an Operating Decision Package Adjustment Form – Department form from stage O069 (Department Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the departmental non-grant operating decision package information.

Upon advancement of an Operating Decision Package Adjustment Form – Department form from stage O075 (Budget Review) to stage O079 (Budget Final), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Chief role to review and rank departmental non-grant



operating decision packages using the Operating Decision Package Ranking Form – Department form.

Upon advancement of an Operating Decision Package Ranking Form – Department form from stage O168 (Department Rank) to stage O179 (Budget Fund), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review and recommend funding for departmental non-grant operating decision packages.

Upon advancement of an Operating Form – Central – Reorganization Budget Transfers form from stage O070 (Budget Initial) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the operating budget transfer or reorganization amounts.

Upon advancement of a Grant Form – Central – Planning form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role to review the initial grant budget FTE estimates.

Upon advancement of a Grant Form – Central – Planning form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Department – Grant role to begin the updating of departmental grant budget FTE estimates.

Upon advancement of a Grant Form – Department – Planning form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant role to review the departmental grant budget FTE estimates.

Upon advancement of a Grant Form – Department – Planning form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review the departmental grant budget FTE estimates.

Upon advancement of a Grant Form – School – Planning form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant budget FTE estimates.

Upon advancement of a Grant Form – School – Planning form from stage G059 (School Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review the school grant budget FTE estimates.

Upon advancement of a Grant Form – Central – Title I, Part A form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant



(External Funding) role to review the initial next year Title I, Part A budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title I, Part A form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title I, Part A form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title I, Part A form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the departmental Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title I, Part A form from stage G039 (Central Final) to stage G095 (Board Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title I, Part A form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title I, Part A form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the school Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title I, Part A form from stage G039 (Central Final) to stage G095 (Board Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager –



Department – Grant (External Funding) role to review the initial overall Title I, Part C (migrant) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G039 (Central Final) to stage G023 (Department Update), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant (Multilingual) role to begin the process of updating and submitting the overall Title I, Part C (migrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G023 (Department Update) to stage G025 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) and Budget Manager – Department – Chief roles to review the overall Title I, Part C (migrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G029 (Department Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Title I, Part C (migrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part D form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) and Budget Manager – Department – Chief roles to review the overall Title I, Part D budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title I, Part D form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Title I, Part D base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title II, Part A form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year Title II, Part A budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title II, Part A form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title II, Part A base budget expenditure estimates.



Upon advancement of a Grant Form – Department – Title II, Part A form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G069 (Department Final) to stage G085 (Cabinet Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role for Cabinet review of the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G089 (Cabinet Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title II, Part A form from stage G060 (Department Initial) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title II, Part A form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review, rank and fund the grant decision packages.

Upon advancement of a Grant Form – Central – Title III, Part A (LEP) form from stage G020 (Department Allocation) to stage G025 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year Title III, Part A (LEP) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title III, Part A (LEP) form from stage G029 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department –



Grant (Multilingual Programs) role to review the initial next year Title III, Part A (LEP) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title III, Part A (LEP) form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III, Part A (LEP) form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III, Part A (LEP) form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the departmental Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III, Part A (LEP) form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title III, Part A (LEP) form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role for Office of School Support review of school Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title III, Part A (LEP) form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the school Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title III, Part A (LEP) form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title III (immigrant) form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent



to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the initial next year Title III (immigrant) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title III (immigrant) form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III (immigrant) form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III (immigrant) form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the departmental Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III (immigrant) form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title IV form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) and Budget Manager – Department – Grant (School Choice) roles to review the initial overall Title IV budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title IV form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Title IV base budget expenditure estimates.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title IV form from stage G060 (Department Initial) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title IV form from stage G069 (Department Final) to stage G075 (Budget Review), a



notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review, rank and fund the grant decision packages.

Upon advancement of a Grant Decision Package Adjustment Form – School – Title IV form from stage G050 (School Initial) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – School – Title IV form from stage G059 (School Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review, rank and fund the grant decision packages.

Upon advancement of a Grant Form – Central – Special Education form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Special Education) role to review the overall Special Education budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Special Education form from stage G030 (Central Allocation) to stage G039 (Central Final), a notification will be sent to the responsible employees assigned to the Budget Specialist – Campus – Grant role to review and update relevant Special Education positions and related budget estimates.

Upon advancement of a Grant Form – Central – Special Education form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Special Education base budget expenditure estimates.

Upon advancement of a Grant Form – School – Special Education form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school Special Education positions and related budget estimates.

Upon advancement of a Grant Form – School – Special Education form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Special Education) role to review the school Special Education positions and related budget estimates.

Upon advancement of a Grant Form – School – Special Education form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant



role for centralized review the school Special Education positions and related budget estimates.

Upon advancement of a Grant Form – Central – Shared Services form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Special Education) role to review the overall Shared Services budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Shared Services form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Shared Services base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Carl Perkins form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (CATE) role to review the overall Carl Perkins budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Carl Perkins form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Carl Perkins base budget expenditure estimates.

Upon advancement of a Grant Decision Package Adjustment Form – School – Carl Perkins form from stage G050 (School Initial) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – School – Carl Perkins form from stage G059 (School Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review and approve the grant decision packages.

Upon advancement of a Grant Decision Package Adjustment Form – School – Carl Perkins form from stage G075 (Budget Review) to stage G079 (Budget Final), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant (CATE) role to review and initially rank and recommend funding for the grant decision packages.

Upon advancement of a Grant Decision Package Ranking Form – Central – Carl Perkins form from stage G169 (Department Fund) to stage G179 (Budget Fund), a notification will be sent to responsible employees assigned to the Budget Manager



– Central Office – Grant role for final review and funding of the grant decision packages.

Upon advancement of a Grant Form – Central – 21st Century form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (After School) and Budget Manager – Department – Grant (Grant) roles to review the initial next year 21st Century budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – 21st Century form from stage G031 (Central Review) to stage G039 (Central Final), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – Central – 21st Century form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (After School) role to review the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G039 (Central Final) to stage G075 (Board Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – Central – MSAP form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (School Choice) role to review the initial next year MSAP budget estimate and allocation amounts.



Upon advancement of a Grant Form – Central – MSAP form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Department – MSAP form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Department – MSAP form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the departmental MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Department – MSAP form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Central – MSAP form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (School Choice) role to review the school MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school MSAP base budget expenditure estimates.



Upon advancement of a Grant Form – Central – TTIPS form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year TTIPS budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – TTIPS form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Fund Balance form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role to review the initial next year other grant budget estimates funded through available fund balances and related allocation amounts.

Upon advancement of a Grant Form – Central – Fund Balance form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Department – Fund Balance form from stage G063 (Department Update) to stage G065 (Department Review), a notification will



be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Department – Fund Balance form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Central – Fund Balance form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – School – Fund Balance form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) to review the school other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – School – Fund Balance form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role for review of the school other grant budget estimates funded through available fund balances by the Grant Development Department.

Upon advancement of a Grant Form – School – Fund Balance form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Central – Flow Through form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Curriculum) role to review the initial overall flow through funding budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Flow Through form from stage G031 (Central Final) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the process of updating and submitting the school flow through funding base budget expenditure estimates on behalf of the schools.



Upon advancement of a Grant Form – School – Flow Through form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the school flow through funding base budget expenditure estimates.

Upon advancement of a Grant Form – School – Flow Through form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to responsible employees assigned to the Budget Specialist – Manager – Grant (Curriculum) role for review of the school flow through funding base budget expenditure estimates.

Upon advancement of a Grant Form – School – Flow Through form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the school flow through funding base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Miscellaneous form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role to review the initial next year initial miscellaneous budget estimate and allocation amounts for miscellaneous grants managed centrally.

Upon advancement of a Grant Form – Central – Miscellaneous form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting miscellaneous base budget expenditure estimates for miscellaneous grants managed centrally.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G020 (Department Allocation) to stage G025 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the initial next year initial miscellaneous budget estimate and allocation amounts for miscellaneous grants managed by the department.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G029 (Department Final) to stage G063 (Department Update), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department –



Grant and Budget Manager – Department – Chief roles to review the departmental miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the departmental miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Miscellaneous form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting miscellaneous base budget expenditure estimates for miscellaneous grants managed centrally.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G010 (School Allocation) to stage G015 (School Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Campus (School Support) role to review the initial next year initial miscellaneous budget estimate and allocation amounts for miscellaneous grants managed by the school.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G019 (School Final) to stage G053 (School Update), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant



role for final review of the school miscellaneous base budget expenditure estimates.

Upon advancement of a Capital Form – Central – Planning form from stage C030 (Central Allocation) to stage C031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Capital role to review the initial bond program administration FTE estimates.

Upon advancement of a Capital Form – Central – Planning form from stage C031 (Central Review) to stage C032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Department – Capital role to begin the departmental process of updating and submitting bond program administration FTE estimates.

Upon advancement of a Capital Form – Department – Planning form from stage C063 (Department Update) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the departmental bond program administration FTE estimates.

Upon advancement of a Capital Form – Department – Planning form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the departmental bond program administration FTE estimates.

Upon advancement of a Capital Form – Central – Bond Program Administration form from stage C030 (Central Allocation) to stage C031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Capital role to review the initial overall bond program administration base budget allocations.

Upon advancement of a Capital Form – Central – Bond Program Administration form from stage C031 (Central Review) to stage C032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Capital role to begin the departmental process of updating and submitting bond program administration base expenditure estimates.

Upon advancement of a Capital Form – Department – Bond Program Administration form from stage C063 (Department Update) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital and Budget Manager – Department – Chief roles to review the departmental bond program administration base expenditure estimate amounts.

Upon advancement of a Capital Form – Department – Bond Program Administration form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager



– Central Office – Capital role to review the departmental bond program administration base expenditure estimate amounts.

Upon advancement of a Capital Form – Central – Outstanding Debt and Debt Service Requirements form from stage C060 (Department Initial) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Debt (Controller) role to review the outstanding debt and debt service estimates.

Upon advancement of a Capital Form – Central – Outstanding Debt and Debt Service Requirements form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Debt role to review the outstanding debt and debt service estimates.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C001 (1st Estimate) to stage C011 (1st Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the initial quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C021 (1st Department Final) to stage C031 (1st Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the initial quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C002 (2nd Estimate) to stage C012 (2nd Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C022 (2nd Department Final) to stage C032 (2nd Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C003 (3rd Estimate) to stage C013 (3rd Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C023 (3rd Department Final) to stage C033 (3rd Central Review), a



notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C004 (4th Estimate) to stage C014 (4th Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C024 (4th Department Final) to stage C034 (4th Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Central – Mid-Year Reconciliation form from stage C060 (Department Initial) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the capital funding reconciliation information.

Upon advancement of a Capital Form – Central – Mid-Year Reconciliation form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the capital funding reconciliation information.

Upon advancement of a Capital Form – Central – Project Closure and Estimated Operating Impacts form from stage C060 (Department Initial) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the project closure and operating impact information.

Upon advancement of a Capital Form – Central – Project Closure and Estimated Operating Impacts form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the project closure and operating impact information.

Upon advancement of an Operating Decision Package Adjustment Form – School form from stage O050 (School Initial) to stage O055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school non-grant operating decision package information.

Upon advancement of an Operating Decision Package Adjustment Form – School form from stage O059 (School Final) to stage O075 (Budget Review), a notification



will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the school non-grant operating decision package information.

Upon advancement of an Operating Decision Package Adjustment Form – School form from stage O075 (Budget Review) to stage O079 (Budget Final), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review and rank school non-grant operating decision packages using the Operating Decision Package Ranking Form – School form.

Upon advancement of an Operating Decision Package Ranking Form – School form from stage O158 (School Rank) to stage O179 (Budget Fund), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review and recommend funding for school non-grant operating decision packages.

Key Process Changes The following process changes will be required to support managing the District’s budgeting forms:











Funded program and commitment item groups will need to be created and used to manage grant-related budgetary information instead of sponsored programs and sponsored classes.

2 Process Transactions The Process Transactions sub-process within District’s integrated budgeting process includes the activities necessary to estimate revenue; manage operating and CIP budget submissions; and process budget changes.

2.1 Perform Operating Budgeting The operating budgeting sub-process includes the following:

Non-Grant Operating Funding o Budget Planning (departments and schools)

Text-Based Mission Statements, Goals and Objectives Minimum FTEs (schools) Planned FTEs

Next Year Base Estimate (FTEs) Next Year + 1 Estimate (FTEs) Next Year + 2 Estimate (FTEs) Next Year + 3 Estimate (FTEs)

o Budgeting Initial Personnel Expenditure Projection

Initial Base Estimate (expenditure) Allocation of Funding (FTE Model)

Allocations FTEs Spending Authority Contingency Budget

Initial Base Estimate (expenditure) Base Budget Request (departments and schools)

Next Year Base Estimate (expenditures +/- contingency = spending authority) Next Year + 1 Estimate (expenditure projection) Next Year + 2 Estimate (expenditure projection) Next Year + 3 Estimate (expenditure projection)

Requests to Change Base Services (departments) Next Year Base Estimate (expenditure) Next Year + 1 Estimate (expenditure projection) Next Year + 2 Estimate (expenditure projection) Next Year + 3 Estimate (expenditure projection)



Grant Funding o Budget Planning (departments and schools)

Minimum FTEs (schools) Planned FTEs

Next Year Base Estimate (FTEs) Next Year + 1 Estimate (FTEs) Next Year + 2 Estimate (FTEs) Next Year + 3 Estimate (FTEs)


Initial Base Estimate (expenditure) Allocation of Funding

Allocations FTEs Revenue

Initial Base Estimate (expenditure = revenue) Base Budget Request (departments and schools)

Next Year Base Estimate (expenditure = revenue) Next Year + 1 Estimate (expenditure projection = revenue) Next Year + 2 Estimate (expenditure projection = revenue) Next Year + 3 Estimate (expenditure projection = revenue)

Requests to Change Base Services (departments and schools) Next Year Base Estimate (expenditure = revenue) Next Year + 1 Estimate (expenditure projection = revenue) Next Year + 2 Estimate (expenditure projection = revenue) Next Year + 3 Estimate (expenditure projection = revenue)

Operating budgeting includes the major business process 2.2.01 – Perform Operating Budgeting Planning – Departments through 2.2.34 – Process Changes to Base Operating Budget Services – Schools.

Operating budgeting will also be impacted by the following capital budgeting business processes:

2.3.3 – Perform Capital Budgeting – Debt 2.2.6 – Perform Capital Budgeting – Project Closure

The Perform Operating Budgeting activity includes the sub-activities, transactions / tasks and role-based authorizations listed below.



BPP Variation [Stage] Transaction /

Task Additional

Authorizations Description End-User Role

Run Projection

Scenarios Projection ID Perform Personnel Projections

Budget Specialist – Central Office –

Personnel

custom enhancement

by fund / fund group

Determine Planned FTEs

Planning Specialist – Central Office,

Planning Specialist – Central Office – Grant,

Planning Specialist – Central Office – Capital

custom

enhancement

Districtwide Funding Allocation and Base Budget Line Item Calculations

Budget Specialist – Central Office

custom

enhancement by grant / grant

group Grant Funding Allocations and Base Line Item Calculations

Budget Specialist – Central Office – Grant,

Budget Specialist – Department – Grant (External Funding),

Budget Specialist – Department – Grant

(Multilingual),

Budget Specialist – Department – Grant (Special Education),


(CATE),


(After School),


(School Choice)

Operating Form – Central – Planning

Central Allocation (O030),

Central Review (O031) custom form

by fund hierarchy, by funds center

hierarchy, by commitment item

hierarchy

Process Initial Operating FTE Plan


Central Review (O031) [form notification

(Process Initial Operating FTE Plan)]

Universal Worklist

Universal Worklist Budget Manager – Central Office




Task Additional


Central Review (O031),

Central Release (CO32) custom form

Review and Advance Stage, by fund hierarchy, by

funds center hierarchy, by

commitment item hierarchy


Budget Manager – Central Office



Central Release (O032)

custom form

Display only, by fund hierarchy, by




Budget Analyst – Central Office

Central Release (O032) [form notification

(Process Initial Operating FTE Plan)]

Universal Worklist Universal Worklist

Planning Specialist – Department,

Planning Specialist – Campus

Operating Form – Department – Planning

Department Update (O063),

Department Review (O065)

custom form



hierarchy

Process Department MDOs and FTE Plan

Planning Specialist – Department


[form notification (Process Department MDOs and FTE Plan)]


Budget Manager – Department,

Budget Manager – Department – Chief

Department Review (O065),

Department Final (O069) custom form





Budget Manager – Department



Review only, by fund hierarchy, by





Budget Review (O075)

[form notification (Process Department MDOs and FTE Plan)]

Universal Worklist





Task Additional


Budget Review (O075),

Budget Final (O079) custom form






Budget Review (O075) custom form



hierarchy





Department Final (O069),


Budget Final (O079)

custom form





Budget Analyst – Department








Operating Form – School – Planning

School Update (O053),

School Review (O055) custom form



hierarchy

Process School MDOs and FTE Plan


School Review (O055)

[form notification (Process School MDOs

and FTE Plan)]

Universal Worklist

Universal Worklist Budget Manager – Campus (School Support)

School Review (O055),

School Final (O059) custom form





Budget Manager – Campus (School Support)


[form notification (Process School MDOs

and FTE Plan)]






Task Additional












hierarchy





School Final (O059),


Budget Final (O079)

custom form





Budget Analyst – Campus








Operating Form – Central – Initial Base – Line Item

Base Estimate (O019),




hierarchy

Process Initial Operating Base Line Item Estimate



(Process Initial Operating Base Line Item Estimate)]

Universal Worklist

Universal Worklist Budget Manager –

Central Office


Central Release (O032) custom form






Base Estimate (O019),



custom form









Task Additional



(Process Initial Operating Base Line Item Estimate)]



Operating Form – Central – Initial Base – Allocation





hierarchy

Process Initial Operating Base Budget Allocation



(Process Initial Operating Base Budget Allocation)]

Universal Worklist



Central Release (O032) custom form









custom form







(Process Initial Operating Base Budget Allocation)]


Budget Specialist – Department,

Budget Specialist – Campus

Operating Form – Department – Base Submission – Line Item



custom form



hierarchy

Process Department Operating Base Budget Request

Budget Specialist – Department


[form notification (Process Department

Operating Base Budget Request)]







Task Additional



















Universal Worklist



Budget Final (O079),

Cabinet Review (O085),

Cabinet Final (O089),

Board Review (O095),

Board Final (O099),

Board Adopt (O999)

custom form








Board Review (O095)

custom form



hierarchy











Board Final (O099),

Board Adopt (O999)

custom form









Task Additional







Board Final (O099),

Board Adopt (O999)

custom form






Operating Form – Department – Base Submission – PEP – Position Update

n/a custom form



hierarchy

Process Department Direct Position Update

Budget Specialist – Department – Personnel

n/a

[custom workflow notification (Process Department Direct Position Update)]

Universal Worklist

Universal Worklist


Budget Manager – Department – Personnel

(Human Resources),


Personnel,

Budget Manager – Central Office - Personnel

n/a custom form





Budget Analyst – Department – Personnel,

Budget Analyst – Central Office – Personnel

Operating Form – School – Base Submission – Line Item





hierarchy

Process School Operating Base Budget Request



[form notification (Process School


Universal Worklist


Campus (School Support)











Task Additional





Universal Worklist


Central Office






Board Final (O099),

Board Adopt (O999)

custom form








Board Review (O095)

custom form



hierarchy











Board Final (O099),

Board Adopt (O999)

custom form











Board Final (O099),

Board Adopt (O999)

custom form






Operating Form – School – Base Submission – PEP – Position Update

n/a custom form



hierarchy

Process School Direct Position Update

Budget Specialist – Campus – Personnel




Task Additional


n/a

[custom workflow notification (Process

School Direct Position Update)]

Universal Worklist

Universal Worklist

Budget Manager – Campus (School Support),


(Human Resources),


Personnel,


n/a custom form





Budget Analyst – Campus – Personnel,


Operating Form – School – Final Settlement – Line Item

Central Allocation (O030) custom form



hierarchy

Process School Budget Final Settlement



[form notification (Process School Budget

Final Settlement)]













hierarchy





Budget Final (O079)

custom form





Budget Analyst – Campus,





Task Additional


Operating Decision Package Adjustment Form – Department

Department Initial (O060),


custom form



hierarchy

Process Department Operating Base Budget Decision Package




Operating Base Budget Decision Package)]

Universal Worklist

Universal Worklist
































hierarchy






Task Additional


Department Initial (O060),




Budget Final (O079)

custom form













Operating Decision Package Ranking Form – Department

Department Rank (O168)

[form notification (Rank Department Operating Base Budget Decision

Packages)]

Universal Worklist


Department – Chief

Department Rank (O168) custom form

Rank and Advance Stage, by fund hierarchy, by funds center hierarchy, by


Rank Department Operating Base Budget Decision Packages


Budget Fund (O179)

[form notification (Rank Department Operating Base Budget Decision

Packages)]

Universal Worklist


Central Office

Budget Fund (O179),

Cabinet Fund (O189),

Board Fund (O199),

Board Adopt (O999)

custom form

Fund and Advance Stage, by fund hierarchy, by funds center hierarchy, by


Fund Department Operating Base Budget Decision Packages


Department Rank (O168),

Budget Fund (O179),


Board Fund (O199),

Board Adopt (O999)

custom form




Rank Department Operating Base Budget Decision Packages





Task Additional


Budget Fund (O179),


Board Fund (O199),

Board Adopt (O999)

custom form




Fund Department Operating Base Budget Decision Package


Operating Form – Central – Reorganization Budget Transfers

Budget Initial (O070),




hierarchy

Process Reorganizations and Base Budget Transfers



[form notification (Process Reorganizations

and Base Budget Transfers)]

Universal Worklist







Board Final (O099),

Board Adopt (O999)

custom form








Board Review (O095)

custom form



hierarchy








Board Final (O099),

Board Adopt (O999)

custom form






Grant Form – Central – Planning

Central Allocation (G030),

Central Review (G031) custom form

by fund hierarchy, by grant hierarchy,

by funds center hierarchy, by

funded program hierarchy, by


Process Initial Grant FTE Plan Planning Specialist – Central Office – Grant




Task Additional


Central Review (G031) [form notification

(Process Initial Grant FTE Plan)]


Budget Manager – Central Office – Grant

Central Review (G031),

Central Release (G032) custom form

Review and Advance Stage, by fund hierarchy, by grant hierarchy, by




Process Initial Grant FTE Plan Budget Manager –

Central Office – Grant



Central Release (G032)

custom form

Display only, by fund hierarchy, by grant hierarchy, by




Process Initial Grant FTE Plan Budget Analyst – Central

Office – Grant

Central Release (G032) [form notification

(Process Initial Grant FTE Plan)]


Planning Specialist – Department – Grant,


Grant Form – Department – Planning

Department Update (G063),

Department Review (G065)

custom form





Process Department Grant FTE Plan

Planning Specialist – Department – Grant



Grant FTE Plan)]

Universal Worklist

Universal Worklist

Budget Manager – Department – Grant,





Task Additional


Department Review (G065),

Department Final (G069) custom form






Budget Manager – Department – Grant



Review only, by fund hierarchy, by grant hierarchy, by






Budget Review (G075)


Grant FTE Plan)]

Universal Worklist



Budget Review (G075),

Budget Final (G079) custom form







Budget Review (G075) custom form






Planning Specialist – Central Office – Grant



Department Final (G069),


Budget Final (G079)

custom form






Budget Analyst – Department – Grant




Task Additional









Budget Analyst – Central Office – Grant

Grant Form – School – Planning

School Update (G053),

School Review (G055) custom form





Process School Grant FTE Plan Planning Specialist –

Campus

School Review (G055)

[form notification (Process School Grant

FTE Plan)]

Universal Worklist



School Review (G055),

School Final (G059) custom form





Process School Grant FTE Plan Budget Manager – Campus (School Support)


[form notification (Process School Grant

FTE Plan)]

Universal Worklist

Universal Worklist Budget Manager – Central Office – Grant







Process School Grant FTE Plan Budget Manager – Central Office – Grant




Task Additional







Process School Grant FTE Plan Planning Specialist – Central Office – Grant



School Final (G059),


Budget Final (G079)

custom form





Process School Grant FTE Plan Budget Analyst – Campus – Grant







Process School Grant FTE Plan Budget Analyst – Central

Office – Grant

Grant Form – Central – Title I, Part A







Process Initial Title I, Part A Budget Estimate

Budget Specialist – Department – Grant (External Funding)


(Process Initial Title I, Part A Budget Estimate)]

Universal Worklist


Department – Grant (External Funding)








Budget Manager – Department – Grant (External Funding)




Task Additional





custom form








(Process Initial Title I, Part A Budget Estimate)]

Universal Worklist

Universal Worklist

Budget Specialist – Department – Grant,

Budget Specialist –Campus – Grant

Grant Form – Department – Title I, Part A



custom form





Process Department Title I, Part A Budget Estimate



[form notification (Process Department Title I, Part A Budget

Estimate)]

Universal Worklist

Universal Worklist






















Task Additional


Central Review (G031)


Estimate)]

Universal Worklist




Central Final (G039) custom form














Board Review (G095)


Estimate)]

Universal Worklist


Board Review (G095),

Board Final (G099),

Board Adopt (G999)

custom form







Board Review (G095) custom form






Budget Specialist – Central Office – Grant




Task Additional






Central Final (G039),


Board Final (G099),

Board Adopt (G999)

custom form








Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (Title I, Part A)

n/a custom form



hierarchy



n/a


Universal Worklist

Universal Worklist


Budget Manager – Department – Grant (External Funding),


(Human Resources),


Personnel,


n/a custom form





Budget Analyst – Department – Grant –

Personnel,

Budget Analyst – Central Office – Grant –

Personnel




Task Additional


Grant Form – School – Title I, Part A







Process School Title I, Part A Budget Estimate



[form notification (Process School Title I,

Part A Budget Estimate)]

Universal Worklist













Universal Worklist


















Board Review (G095)








Task Additional



Board Final (G099),

Board Adopt (G999)

custom form




















Board Final (G099),

Board Adopt (G999)

custom form






Budget Analyst – Campus – Grant




Board Final (G099),

Board Adopt (G999)

custom form








Board Final (G099),

Board Adopt (G999)

custom form










Task Additional


Operating Form – School – Base Submission – PEP – Position Update (Title I, Part A)

n/a custom form



hierarchy



n/a







(Human Resources),


Personnel,


n/a custom form







Personnel

Grant Form – Central – Title I, Part C (migrant)







Process Title I, Part C (migrant) Budget Estimate



(Process Title I, Part C (migrant) Budget

Estimate)]














Task Additional


Department Update (G023) [form notification

(Process Title I, Part C (migrant) Budget

Estimate)]

Universal Worklist

Universal Worklist Budget Specialist –

Department – Grant (Multilingual)



custom form







(Multilingual)


[form notification (Process Title I, Part C

(migrant) Budget Estimate)]

Universal Worklist

Universal Worklist


(Multilingual),










(Multilingual)










[form notification (Process Title I, Part C

(migrant) Budget Estimate)]

Universal Worklist





Task Additional



Budget Final (G079),


Board Final (G099),

Board Adopt (G999)

custom form
























Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update [Title I, Part C (migrant)]

n/a custom form



hierarchy






Task Additional


n/a





(Multilingual),


(Human Resources),


Personnel,


n/a custom form






Personnel,


Personnel

Grant Form – Central – Title I, Part D







Process Title I, Part D Budget Estimate



(Process Title I, Part D Budget Estimate)]












[form notification (Process Title I, Part D

Budget Estimate)]

Universal Worklist






Task Additional





Board Final (G099),

Board Adopt (G999)

custom form























Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (Title I, Part D)

n/a custom form



hierarchy






Task Additional


n/a


Universal Worklist

Universal Worklist



(Human Resources),


Personnel,


n/a custom form






Personnel,


Personnel

Grant Form – Central – Title II, Part A







Process Initial Title II, Part A Budget Estimate



(Process Initial Title II, Part A Budget Estimate)]














custom form










Task Additional



(Process Initial Title II, Part A Budget Estimate)]



Grant Form – Department – Title II, Part A



custom form





Process Department Title II, Part A Budget Estimate



[form notification (Process Department Title II, Part A Budget

Estimate)]

Universal Worklist

Universal Worklist



















Cabinet Review (G085)


Estimate)]






Task Additional


Cabinet Review (G085),

Cabinet Final (G089) custom form







Cabinet Review (G085) custom form









Estimate)]

Universal Worklist




















Estimate)]

Universal Worklist





Task Additional





Board Final (G099),

Board Adopt (G999)

custom form























Cabinet Final (G089),


Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form










Task Additional


Operating Form – Department – Base Submission – PEP – Position Update (Title II, Part A)

n/a custom form







n/a


Universal Worklist

Universal Worklist




(Human Resources),


Personnel,


n/a custom form







Personnel,


Personnel

Grant Decision Package Adjustment Form – Department – Title II, Part A

Department Initial (G060),


custom form





Process Grant Title II, Part A Base Budget Decision Package



[form notification (Process Grant Title II,

Part A Base Budget Decision Package)]

Universal Worklist

Universal Worklist






Task Additional



















[form notification (Process Grant Title II,

Part A Base Budget Decision Package)]






















Budget Final (G079)

custom form










Task Additional










Grant Decision Package Ranking Form – Central – Title II, Part A

Cabinet Rank (G188)

[form notification (Rank Title II, Part A Base

Budget Decision Packages)]

Universal Worklist


Cabinet Rank (G188),

Cabinet Fund (G189),

Board Fund (G199),

Board Adopt (G999)

custom form

Rank, Fund and Advance Stage, by fund hierarchy, by grant hierarchy, by




Rank and Fund Title II, Part A Base Budget Decision Packages




Board Fund (G199),

Board Adopt (G999)

custom form





Rank and Fund Title II, Part A Base Budget Decision Packages

Budget Analyst – Department – Grant,


Grant Form – Central – Title III, Part A (LEP)

Department Allocation (G020),


custom form





Process Initial Title III, Part A (LEP) Budget Estimate


Department Review (G025) [form notification

(Process Initial Title III, Part A (LEP) Budget

Estimate)]

Universal Worklist






Task Additional












Estimate)]

Universal Worklist











(Multilingual)








(Multilingual)






custom form









Estimate)]

Universal Worklist

Universal Worklist


Budget Specialist – Campus – Grant




Task Additional


Grant Form – Department – Title III, Part A (LEP)



custom form





Process Department Title III, Part A (LEP) Budget Estimate



[form notification (Process Department Title III, Part A (LEP) Budget Estimate)]





















(Process Department Title III, Part A (LEP) Budget Estimate)]

Universal Worklist











(Multilingual)




Task Additional









(Multilingual)


[form notification (Process Department Title III, Part A (LEP) Budget Estimate)]

Universal Worklist





Board Final (G099),

Board Adopt (G999)

custom form























Board Final (G099),

Board Adopt (G999)

custom form










Task Additional





Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (Title III, Part A [LEP])

n/a custom form



hierarchy



n/a


Universal Worklist

Universal Worklist




(Multilingual),


(Human Resources),


Personnel,


n/a custom form






Personnel,


Personnel

Grant Form – School – Title III, Part A (LEP)







Process School Title III, Part A (LEP) Budget Estimate





Task Additional



[form notification (Process School Title III,

Part A (LEP) Budget Estimate)]

Universal Worklist












(Process School Title III, Part A (LEP) Budget

Estimate)]



(Multilingual)









(Multilingual)








(Multilingual)


[form notification (Process School Title III,

Part A (LEP) Budget Estimate)]

Universal Worklist





Task Additional





Board Final (G099),

Board Adopt (G999)

custom form























Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form










Task Additional


Operating Form – School – Base Submission – PEP – Position Update (Title III, Part A [LEP])

n/a custom form



hierarchy



n/a



Universal Worklist

Universal Worklist




(Multilingual),


(Human Resources),


Personnel,


n/a custom form







Personnel

Grant Form – Central – Title III (immigrant)







Process Initial Title III (immigrant) Budget Estimate


(Multilingual)


(Process Initial Title III (immigrant) Budget

Estimate)]

Universal Worklist






Task Additional










(Multilingual)




custom form








(Process Initial Title III (immigrant) Budget

Estimate)]

Universal Worklist


Department – Grant

Grant Form – Department – Title III (immigrant)



custom form





Process Department Title III (immigrant) Budget Estimate



[form notification (Process Department Title III (immigrant) Budget Estimate)]

Universal Worklist

Universal Worklist














Task Additional











(Process Department Title III (immigrant) Budget Estimate)]

Universal Worklist











(Multilingual)








(Multilingual)


[form notification (Process Department Title III (immigrant) Budget Estimate)]

Universal Worklist






Board Final (G099),

Board Adopt (G999)

custom form










Task Additional


















Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (Title III [immigrant])

n/a custom form



hierarchy



n/a


Universal Worklist

Universal Worklist



(Multilingual),


(Human Resources),


Personnel,





Task Additional


n/a custom form






Personnel,


Personnel

Grant Form – Central – Title IV







Process Title IV Budget Estimate



(Process Title IV Budget Estimate)]

Universal Worklist

Universal Worklist



(School Choice)

















(School Choice)








(School Choice)




Task Additional



[form notification (Process Title IV Budget

Estimate)]

Universal Worklist







Board Final (G099),

Board Adopt (G999)

custom form









Board Review (G095)

custom form















Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form







Grant Decision Package Adjustment Form – Department – Title IV



custom form



hierarchy

Process Department Title IV Base Budget Decision Package





Task Additional



[form notification (Process Department Title IV Base Budget Decision Package)]



















[form notification (Process Department Title IV Base Budget Decision Package)]













hierarchy







Budget Final (G079)

custom form
















Task Additional


Grant Decision Package Adjustment Form – School – Title IV

School Initial (G050),




hierarchy

Process School Title IV Base Budget Decision Package



[form notification (Process School Title IV Base Budget Decision

Package)]











[form notification (Process School Title IV Base Budget Decision

Package)]













hierarchy







Budget Final (G079)

custom form
















Task Additional


Grant Decision Package Ranking Form – Central – Title IV

Cabinet Rank (G188)

[form notification (Rank Title IV Base Budget Decision Packages)]

Universal Worklist





Board Fund (G199),

Board Adopt (G999)

custom form

Rank, Fund and Advance Stage, by fund hierarchy, by



Rank and Fund Title IV Base Budget Decision Packages




Board Fund (G199),

Board Adopt (G999)

custom form




Rank and Fund Title IV Base Budget Decision Packages

Budget Analyst – Department – Grant,

Budget Analyst – Campus – Grant,


Grant Form – Central – Special Education







Process Special Education Budget Estimate

Budget Specialist – Department – Grant (Special Education)


Process Special Education Budget Estimate)]

Universal Worklist


Department – Grant (Special Education)








Budget Manager – Department – Grant (Special Education)



Special Education Budget Estimate)]

Universal Worklist





Task Additional







Board Final (G099),

Board Adopt (G999)

custom form









Board Review (G095)

custom form















Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form







Central Final (G039) [form notification

Process Special Education Budget Estimate)]






Task Additional


Grant Form – School – Special Education







Process School Special Education Position Budget Estimate



[form notification (Process School Special

Education Position Budget Estimate)]

Universal Worklist












(Process School Special Education Position Budget Estimate)]

Universal Worklist





















Task Additional



[form notification (Process School Special

Education Position Budget Estimate)]

Universal Worklist






Board Final (G099),

Board Adopt (G999)

custom form























Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form










Task Additional





Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – School – Base Submission – PEP – Position Update (Special Education)

n/a custom form



hierarchy



n/a



Universal Worklist

Universal Worklist


Budget Manager – Department – Grant (Special Education),


(Human Resources),


Personnel,


n/a custom form







Personnel

Operating Form – Special Education – Base Submission – PEP – Position Transfer

n/a custom form



hierarchy

Process School Direct Position Transfer





Task Additional


n/a


School Direct Position Transfer)]

Universal Worklist

Universal Worklist


Budget Manager – Department – Grant (Special Education),


(Human Resources),


Personnel,


n/a custom form




Process School Direct Position Transfer



Personnel

Grant Form – Central – Shared Services







Process Shared Services Budget Estimate



Process Shared Services Budget Estimate)]

Universal Worklist













Shared Services Budget Estimate)]

Universal Worklist






Task Additional





Board Final (G099),

Board Adopt (G999)

custom form





















Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Grant Form – Central – Carl Perkins







Process Carl Perkins Budget Estimate


(CATE)


Process Carl Perkins Budget Estimate)]



(CATE)




Task Additional










(CATE)


[form notification (Process Department Carl Perkins Budget Estimate)]

Universal Worklist





Board Final (G099),

Board Adopt (G999)

custom form





















Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form










Task Additional


Grant Decision Package Adjustment Form – School – Carl Perkins





hierarchy

Process School Carl Perkins Base Budget Decision Package



[form notification (Process School Carl Perkins Base Budget Decision Package)]











[form notification (Process School Carl Perkins Base Budget Decision Package)]













hierarchy







Budget Final (G079)

custom form
















Task Additional


Grant Decision Package Ranking Form – Central – Carl Perkins

Department Rank (G168)

[form notification (Rank Carl Perkins Base Budget

Decision Packages)]

Universal Worklist


Department – Grant (CATE)

Department Rank (G168),

Department Fund (G169) custom form




Rank and Fund Carl Perkins Base Budget Decision Packages


(CATE)

Budget Fund (G179)

[form notification (Rank Carl Perkins Base Budget

Decision Packages)]



Budget Fund (G179),

Board Fund (G199),

Board Adopt (G999)

custom form





Department Rank (G168),

Department Fund (G169),

Budget Fund (G179),

Board Fund (G199),

Board Adopt (G999)

custom form





Budget Analyst – Campus – Grant,


Budget Fund (G179),

Board Fund (G199),

Board Adopt (G999)

custom form






Grant Form – Central – 21st Century







Process 21st Century Budget Estimate


(After School)




Task Additional



Process 21st Century Budget Estimate)]



(After School),


(Grant)









(After School)









(Grant)


[form notification (Process Department 21st Century Budget

Estimate)]

Universal Worklist








Board Final (G099),

Board Adopt (G999)

custom form









Board Review (G095)

custom form










Task Additional










Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form







Central Final (G039)

[form notification (Process Department 21st Century Budget

Estimate)]



Grant Form – School – 21st Century







Process School 21st Century Budget Estimate



[form notification (Process School 21st

Century Budget Estimate)]














Task Additional







(After School)









(After School)


custom form







(After School)


(Process School 21st Century Budget

Estimate)]

Universal Worklist


Department – Grant (Grant)









(Grant)








(Grant)




Task Additional





Universal Worklist






Board Final (G099),

Board Adopt (G999)

custom form

























Board Final (G099),

Board Adopt (G999)

custom form














Board Final (G099),

Board Adopt (G999)

custom form










Task Additional





Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – School – Base Submission – PEP – Position Update (21st Century)

n/a custom form



hierarchy



n/a



Universal Worklist

Universal Worklist



(After School),


(Grant),


(Human Resources),


Personnel,


n/a custom form







Personnel

Grant Form – Central – MSAP







Process Initial MSAP Budget Estimate


(School Choice)




Task Additional



(Process Initial MSAP Budget Estimate)]



(School Choice)









(School Choice)




custom form








(Process Initial MSAP Budget Estimate)]




Grant Form – Department – MSAP



custom form





Process Department MSAP Budget Estimate




MSAP Budget Estimate)]

Universal Worklist

Universal Worklist






Task Additional



















(Process Department MSAP Budget Estimate)]

Universal Worklist











(Grant)








(Grant)



MSAP Budget Estimate)]






Task Additional





Board Final (G099),

Board Adopt (G999)

custom form























Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (MSAP)

n/a custom form



hierarchy






Task Additional


n/a





(School Choice),


(Grant),


(Human Resources),


Personnel,


n/a custom form






Personnel,


Personnel

Grant Form – School – MSAP







Process School MSAP Budget Estimate



[form notification (Process School MSAP

Budget Estimate)]

Universal Worklist












(Process School MSAP Budget Estimate)]

Universal Worklist


Department – Grant (School Choice)




Task Additional










(School Choice)

Department Review (G065) custom form







(School Choice)


(Process School MSAP Budget Estimate)]

Universal Worklist











(Grant)








(Grant)


[form notification (Process School MSAP

Budget Estimate)]

Universal Worklist





Task Additional





Board Final (G099),

Board Adopt (G999)

custom form

























Board Final (G099),

Board Adopt (G999)

custom form














Board Final (G099),

Board Adopt (G999)

custom form










Task Additional





Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – School – Base Submission – PEP – Position Update (MSAP)

n/a custom form



hierarchy



n/a



Universal Worklist

Universal Worklist



(School Choice),


(Grant),


(Human Resources),


Personnel,


n/a custom form







Personnel

Grant Form – Central – TTIPS







Process Initial TTIPS Budget Estimate





Task Additional



(Process Initial TTIPS Budget Estimate)]














custom form








(Process Initial TTIPS Budget Estimate)]

Universal Worklist



Grant Form – School – TTIPS







Process School TTIPS Budget Estimate



[form notification (Process School TTIPS

Budget Estimate)]

Universal Worklist














Task Additional



(Process School TTIPS Budget Estimate)]



(Grant)









(Grant)


custom form







(Grant)


(Process School TTIPS Budget Estimate)]



















[form notification (Process School TTIPS

Budget Estimate)]

Universal Worklist






Task Additional





Board Final (G099),

Board Adopt (G999)

custom form

























Board Final (G099),

Board Adopt (G999)

custom form














Board Final (G099),

Board Adopt (G999)

custom form










Task Additional





Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – School – Base Submission – PEP – Position Update (TTIPS)

n/a custom form



hierarchy



n/a



Universal Worklist

Universal Worklist




(Grant),


(Human Resources),


Personnel,


n/a custom form







Personnel

Grant Form – Central – Available Fund Balance







Process Initial Available Fund Balance Budget Estimate





Task Additional



(Process Initial Available Fund Balance Budget

Estimate)]

Universal Worklist













custom form








(Process Initial Available Fund Balance Budget

Estimate)]

Universal Worklist

Universal Worklist



Grant Form – Department – Available Fund Balance



custom form





Process Department Available Fund Balance Budget Estimate




Available Fund Balance Budget Estimate)]

Universal Worklist

Universal Worklist






Task Additional




















Available Fund Balance Budget Estimate)]






Board Final (G099),

Board Adopt (G999)

custom form


















Task Additional








Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (Available Fund Balance)

n/a custom form



hierarchy



n/a





(Human Resources),


Personnel,


n/a custom form






Personnel,


Personnel




Task Additional


Grant Form – School – Available Fund Balance







Process School Available Fund Balance Budget Estimate



[form notification (Process School Available

Fund Balance Budget Estimate)]

Universal Worklist











Department Review (G065) [form notification (Process School Available


Universal Worklist











(Grant)








(Grant)




Task Additional



[form notification (Process School Available


Universal Worklist






Board Final (G099),

Board Adopt (G999)

custom form























Board Final (G099),

Board Adopt (G999)

custom form












Board Final (G099),

Board Adopt (G999)

custom form










Task Additional





Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – School – Base Submission – PEP – Position Update (Available Fund Balance)

n/a custom form



hierarchy



n/a



Universal Worklist

Universal Worklist



(Grant),


(Human Resources),


Personnel,


n/a custom form







Personnel

Grant Form – Central – Flow Through Funding







Process Flow Through Funding Budget Estimate


(Curriculum)


(Process Flow Through Funding Budget

Estimate)]

Universal Worklist


Department – Grant (Curriculum)




Task Additional










(Curriculum)




custom form








(Process Flow Through Funding Budget

Estimate)]

Universal Worklist


Department – Grant

Grant Form – School – Flow Through Funding










[form notification (Process Flow Through

Funding Budget Estimate)]















Task Additional













Universal Worklist


Department – Grant (Legal Services)









(Legal Services)








(Legal Services)




Universal Worklist


Department – Grant (Curriculum)









(Curriculum)




Task Additional









(Curriculum)




Universal Worklist







Board Final (G099),

Board Adopt (G999)

custom form









Board Review (G095)

custom form



















Board Final (G099),

Board Adopt (G999)

custom form










Task Additional







Board Final (G099),

Board Adopt (G999)

custom form







Grant Form – Central – Miscellaneous

Misc Grant (G040),

Misc Grant Award (G041),



custom form





Process Initial Miscellaneous Grant Budget Estimate



(Process Initial Miscellaneous Grant

Budget Estimate)]

Universal Worklist











Misc Grant (G040),





custom form








(Process Initial Miscellaneous Grant

Budget Estimate)]







Task Additional


Grant Form – Department – Miscellaneous

Misc Grant (G040),






custom form





Process Department Miscellaneous Grant Budget Estimate




[form notification (Process Department Miscellaneous Grant

Budget Estimate)]








custom form











custom form









Budget Estimate)]

Universal Worklist






Task Additional










(Grant)








(Grant)



Budget Estimate)]

Universal Worklist






Board Final (G099),

Board Adopt (G999)

custom form


















Task Additional


Misc Grant (G040),













Board Final (G099),

Board Adopt (G999)

custom form










Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – Department – Base Submission – PEP – Position Update (Miscellaneous Grant)

n/a custom form



hierarchy






Task Additional


n/a


Universal Worklist

Universal Worklist



(Grant),


(Human Resources),


Personnel,


n/a custom form






Personnel,


Personnel

Grant Form – School – Miscellaneous

Misc Grant (G040),


School Allocation (G010),




custom form





Process School Miscellaneous Grant Budget Estimate





Miscellaneous Grant Budget Estimate)]

Universal Worklist





School Final (G059)

custom form










Task Additional





Universal Worklist











(Grant)








(Grant)




Universal Worklist





Board Final (G099),

Board Adopt (G999)

custom form


















Task Additional


Misc Grant (G040),


School Allocation (G010),











Board Final (G099),

Board Adopt (G999)

custom form


















Board Final (G099),

Board Adopt (G999)

custom form







Operating Form – School – Base Submission – PEP – Position Update (Miscellaneous Grant)

n/a custom form



hierarchy






Task Additional


n/a



Universal Worklist

Universal Worklist



(Grant),


(Human Resources),


Personnel,


n/a custom form







Personnel

Operating Decision Package Adjustment Form – School

School Initial (O050),




hierarchy

Process School Operating Base Budget Decision Package





Universal Worklist












Universal Worklist












Task Additional





hierarchy



School Initial (O050),




Budget Final (O079)

custom form




Process School Operating Base Budget Decision Package Budget Analyst – Campus








Operating Decision Package Ranking Form – School

School Rank (O158)

[form notification (Rank School Operating Base


Universal Worklist


School Rank (O158) custom form




Rank School Operating Base Budget Decision Packages


Budget Fund (O179)

[form notification (Rank School Operating Base


Universal Worklist


Budget Fund (O179),


Board Fund (O199),

Board Adopt (O999)

custom form



Rank and Fund School Operating Base Budget Decision Packages


School Rank (O158),

Budget Fund (O179),


Board Fund (O199),

Board Adopt (O999)

custom form









Task Additional


Budget Fund (O179),


Board Fund (O199),

Board Adopt (O999)

custom form






Pain Points The District is experiencing the pain points described in Table 2.2-1 with respect to operating budgeting. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 2.2-1 – Identified Pain Points for Operating Budgeting Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-REV-012, SBP-LRP-001, SBP-LRP-006, SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-001, SBP-OPR-013, SBP-OPR-018, SBP-CAP-017, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002





SBP-PEP-001, SBP-PEP-005, SBP-PEP-006, SBP-PEP-007, SBP-PEP-008, SBP-PEP-012, SBP-PEP-016, SBP-PEP-017, SBP-PEP-018, SBP-OPR-009, SBP-OPR-010, SBP-OPR-012, SBP-ORG-002, SBP-MGT-002


Addressed.





ID Pain Point Initial Impact of SAP SBP SBP-REV-012, SBP-LRP-006, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002

Lack of reporting (no integrated database) and district staff are unable to run queries on information including comparisons of various projection versions (separate spreadsheets for projections).


Budgetary amounts managed in SAP SBP will be recorded in one system and available for reporting.


SBP-LRP-005, SBP-OPR-023








SBP-PEP-005, SBP-PEP-007, SBP-PEP-011, SBP-OPR-009, SBP-OPR-010















ID Pain Point Initial Impact of SAP SBP SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-011, SBP-PEP-012, SBP-OPR-001, SBP-OPR-012, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-MGT-001


Addressed.


SBP-OPR-012, SBP-OPR-016, SBP-OPR-017, SBP-ORG-002, SBP-MGT-002


Addressed.


SBP-OPR-011


Addressed.


SBP-OPR-023 Unable to link budgeted stipend amounts with district, department and campus goals.



SBP-OPR-013





Addressed.


SBP-LRP-005, SBP-OPR-004, SBP-OPR-005, SBP-OPR-023









Not Addressed.



Not Addressed.


SBP-REV-012, SBP-LRP-003, SBP-LRP-006, SBP-OPR-017, SBP-CAP-011, SBP-CAP-017


Addressed.







Unable to support internal department budget development including reorganizations (including multiple reiterations within a fiscal year).



SBP-PEP-011, SBP-OPR-005, SBP-OPR-009, SBP-OPR-010, SBP-OPR-014




SBP-REV-001, SBP-PEP-001, SBP-OPR-001

Existing grant forms are not able to address the leading zeros for the new 16-digit functional areas.

Addressed.

All grant-related forms will use the existing 16-digit functional area.









SBP-OPR-020 There is no consistent process for managing and budgeting miscellaneous grants.


SAP SBP will include capabilities for miscellaneous grants to be able to be initiated centrally, by individual departments or by schools using a standard approach; however, HISD should consider establishing and enforcing a centralized approach for overall grant management purposes.

Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to operating budgeting are described in Table 2.2-2.

Table 2.2-2 – Solution Gap Resolution for Operating Budgeting Type GAP ID Description Resolution Approach

Existing Process GAP-001 The District has not selected a document publishing tool to facilitate publishing of budget documents.

The District will continue to use the existing Microsoft Excel- and Word-based approach to compile and generate the final budget book.


GAP-002 SBP does not include District-specific budget book fiscal reporting.

SAP BI reporting will be used to generate reports that will provide much of information for the budget book; however, the District will continue to use the existing Microsoft Excel- and Word-based approach to compile and generate the final budget book.



District-specific budgeting and corresponding trend analysis information will require custom budgeting cubes including District-specific budget adjustment and corresponding justification information.


Forms GAP-004




Extractors will need to be enhanced to map and transform the Budget Period field with the user-defined budgeting dimension (Generic Dimension1).












SAP SBP does not support the District's existing bottom-up budgeting of grants, which will prevent retraction of grant-related amounts to Funds Management.

Grant-related budget movements are only possible when the budget is entered in Grants Management – Grantee. This should be changed so that grant-related budget is created first in Funds Management and subsequently allocated to specific grants in Grants Management – Grantee.

Enhancement, Forms,

Workflow GAP-010

Decentralized position changes will not use the original position information to calculate costs.


Enhancement, Forms,

Workflow GAP-011

Use of position detail in budgeting forms may result in system performance issues.







Forms GAP-012



Manual Process,





Forms GAP-015



Existing Process,

Reporting GAP-016







Enhancement, Forms,

Workflow GAP-020






Forms GAP-021





GAP-022



Enhancement, Forms,

Workflow GAP-023



Process Change,

Reporting, Forms

GAP-024




All Funds Management master data structures and hierarchies (with the exception of Budget Periods) will be extracted to SAP SBP using standard extractors. Additional hierarchies for reporting purposes will be created in Funds Management and transferred to SAP SBP.





BW will be updated for daily Funds Management reporting; however, SAP SBP will only be updated after the ECC month-end closing using custom extractors in order to record District-specific information.




Forms, Workflow

GAP-028



Reporting, Enhancement GAP-033

SAP SBP will not be automatically updated for the codes and documentation used to justify budget adjustments in Funds Management.

Extractors and budgeting/reporting cubes will be enhanced to automatically update SAP SBP for District-specific budget adjustment justification information. Budget adjustment codes and documentation may also be added or revised for adjustments already posted in Funds Management.


GAP-034 SAP SBP will not include District-specific budget versions and budget types used in Funds Management.

Extractors and budgeting/reporting cubes will be enhanced to use District-specific budget versions and types.

Interface, Enhancement GAP-036

SAP SBP will not automatically submit budgetary information to the State of Texas Public Education Information Management System (PEIMS).

An interface will be developed in the District’s ERP system to submit annual budgetary information to the State of Texas Education Agency (TEA). This interface will require a different mapping table than the PEIMS accounting information interface.


Forms GAP-039




Forms GAP-040



Forms GAP-042 SAP SBP will not automatically perform a final adjustment (settlement) of schools' budgets based on final student enrollment.

Separate forms used to support the final school budget settlement.



Enhancement, Forms



Customizations that have been identified to address the gaps for operating budgeting are described below.




General Fund Budget to Actuals Comparison (prior year) [SBP-RPT-001] used to compare the prior year’s General Fund adopted revenue and expenditure budget with actual revenues and expenditures.

General Fund Appropriations and Major Changes (SBP-RPT-004) used to summarize the total General Fund expenditure budget and identify major changes as compared with the prior year's budget.

General Fund Expenditure by Object (SBP-RPT-005) used to compare the current General Fund adopted expenditure budget with the adopted expenditure budgets for the past three years, summarized by major object.

General Fund Budget Distribution (SBP-RPT-006) used to summarize the General Fund expenditure budget allocation by major object and by high-level organization and district-wide classifications.


Total Appropriations (SBP-RPT-008) used to summarize budgeted expenditures by funding source for the base budget year with comparisons to budgeted expenditures for the past three years.

Types of Positions and FTEs (SBP-RPT-009) used to summarize FTEs by staff types for the base budget year with comparisons to the past four years.

Governmental and Proprietary Funds Selected Items Summary (SBP-RPT-010) used to summarize budgeted expenditures by funding source for the base budget year with comparisons to budgeted expenditures for the past three years.

Classifications of Fund Balances (SBP-RPT-011) used to summarize actual governmental fund beginning fund balance amounts by funding.



Statement of Revenues, Expenditures and Changes in Net Assets [budgeted and projected] (SBP-RPT-014) used to summarize internal services and proprietary fund budgeted revenues, expenditures and changes in net assets for the base budget year with comparisons to actual amounts for the past four years, as well as projects revenues, expenditures and changes in net assets for the next three years.




Expenditures by Function and Major Object (SBP-RPT-017) used to categorize budgeted expenditures for the base budget year by function and major expenditure object.

Expenditures by Program Intent and Major Object (SBP-RPT-018) used to categorize General Fund budgeted expenditures for the base budget year by program intent and major expenditure object.

Statement of Grant Resources (SBP-RPT-019) used to summarize grant-related budgeted revenue and corresponding expenditure amounts for the base budget year by source and grant, with comparisons to prior year budget amounts.

Department Information (SBP-RPT-025) used to identify District-wide goals supported by departments funded by the General Fund; provides departmental text-based mission statements, descriptions and objectives; summarize number of FTEs by position and funding; summarizes budgeted General Fund expenditures for the base budget year by major object and categorize these expenditures as administrative or pupil services; and list all related organizations (sub-departments).

Districtwide Services (SBP-RPT-026) used to summarize the District-wide School Services expenditure budget directly benefiting students and schools for the base budget year by category, major object and detailed object.

Reconciliation of Position Changes Between HCM and SBP (SBP-RPT-030) used to compare position information in SAP SBP with position information in HCM and identify differences to facilitate updating of HCM with position changes approved with the base budget.

Grant Information used to Facilitate Grant Budget Updates in GM-GTE (SBP-RPT-031) used to compare grant-related amounts budgeted in SAP SBP by Funded Program and Commitment Item with Grants Management-Grantee amounts budgeted in ECC by Sponsored Program and Sponsored Class, identifying differences to facilitate updating of Grants Management-Grantee budget based on approved grant-related base budget estimates.



Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Summary) [SBP-RPT-034] used to perform summary ad hoc analysis and reporting



of the District’s budgetary operating expenditure budget, actual and forecast amounts.


Flexible Operating Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary) [SBP-RPT-036] used to perform summary ad hoc analysis and reporting of the District’s budgetary operating personnel expenditure planning FTEs and expenditure estimates.

Flexible Operating Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail) [SBP-RPT-037] used to perform detailed ad hoc analysis and reporting of the District’s budgetary operating personnel expenditure planning FTEs and expenditure estimates.



Flexible Grant Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary) [SBP-RPT-040] used to perform summary ad hoc analysis and reporting of the District’s budgetary grant-related personnel expenditure planning FTEs and expenditure estimates.

Flexible Grant Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail) [SBP-RPT-041] used to perform detailed ad hoc analysis and reporting of the District’s budgetary grant-related personnel expenditure planning FTEs and expenditure estimates.








Districtwide Funding Allocation and Base Budget Line Item Calculations (SBP-ENH-010) used to determine initial base non-grant operating budget line item amounts and support allocation of non-grant operating funding to schools and departments based on the District's allocation method (existing per unit allocation method or new FTE allocation method).



Grant Funding Allocations and Base Line Item Calculations (SBP-ENH-013) used to determine initial base grant budget line item amounts and support flexible allocation of grant funding to schools and departments based on various grant funding allocation methods.



Validate FTE Allocations and Position Updates (SBP-ENH-016) used to validate the minimum number of positions per classification required to be maintained when schools update positions.






Grant Form – Central – Title I, Part A (SBP-FRM-024) used by the External Funding Department to establish the initial Title I, Part A base budget estimates and allocation of Title I, Part A funding to schools and departments based on the District’s Title I, Part A funding allocation method.

Grant Form – Department – Title I, Part A (SBP-FRM-025) used by relevant departments to update and submit Title I, Part A base budget estimates.

Grant Form – School – Title I, Part A (SBP-FRM-026) used by relevant schools to update and submit Title I, Part A base budget estimates.

Grant Form – Central – Title I, Part C (migrant) (SBP-FRM-027) used by the External Funding and Multilingual Programs Departments to establish, allocate and update the overall Title I, Part C (migrant) base budget estimates.

Grant Form – Central – Title I, Part D (SBP-FRM-028) used by the External Funding Department to establish, allocate and update the overall Title I, Part D base budget estimates.

Grant Form – Central – Title II, Part A (SBP-FRM-029) used by the External Funding Department to establish the initial Title II, Part A base budget estimates and allocation of Title II, Part A funding to departments based on the District’s Title II, Part A funding allocation method.

Grant Form – Department – Title II, Part A (SBP-FRM-030) used by relevant departments to update and submit Title II, Part A base budget estimates.


Grant Decision Package Ranking Form – Central – Title II, Part A (SBP-FRM-032) used by Budgeting and Financial Planning to rank requests for changes in services and other major program changes funded by the Title II, Part A grant budget based on Cabinet input, as well as recommend funding of approved decision packages and adjust this funding based on input from the Cabinet and Board.

Grant Form – Central – Title III, Part A (LEP) (SBP-FRM-033) used by the External Funding and Multilingual Programs departments to establish the initial Title III, Part A (LEP) base budget estimates and allocation of Title III, Part A (LEP) funding to schools and departments based on the District’s Title III, Part A (LEP) funding allocation method.



Grant Form – Department – Title III, Part A (LEP) (SBP-FRM-034) used by relevant departments to update and submit Title III, Part A (LEP) base budget estimates.

Grant Form – School – Title III, Part A (LEP) (SBP-FRM-035) used by relevant schools to update and submit Title III, Part A (LEP) base budget estimates.

Grant Form – Central – Title III (immigrant) (SBP-FRM-036) used by the Multilingual Programs Department to establish the initial Title III (immigrant) base budget estimates and allocation of Title III (immigrant) funding to departments based on the District’s Title III (immigrant) funding allocation method.

Grant Form – Department – Title III (immigrant) (SBP-FRM-037) used by relevant departments to update and submit Title III (immigrant) base budget estimates.

Grant Form – Central – Title IV (SBP-FRM-038) used by the External Funding Department and Office of School Choice to establish, allocate and/or update the overall Title IV base budget estimates.

Grant Decision Package Adjustment Form – School – Title IV (SBP-FRM-039) used by relevant schools to update and submit requests for changes in services and other major program changes funded by the Title IV grant budget.


Grant Decision Package Ranking Form – Central – Title IV (SBP-FRM-041) used by Budgeting and Financial Planning to rank requests for changes in services and other major program changes funded by the Title IV grant budget based on Cabinet input, as well as recommend funding of approved decision packages and adjust this funding based on input from the Cabinet and Board.

Grant Form – Central – Special Education (SBP-FRM-042) used by the Office of Special Education Services to establish, allocate and/or update the overall Special Education base budget estimates.

Grant Form – School – Special Education (SBP-FRM-043) used by schools to manage and, if possible, update positions funded by Special Education grants.

Grant Form – Central – Shared Services (SBP-FRM-044) used by the Office of Special Education Services to establish, allocate and/or update the overall Shared Services base budget estimates.

Grant Form – Central – Carl Perkins (SBP-FRM-045) used by the Career and Technical Education Department to establish, allocate and/or update the overall Carl Perkins base budget estimates.




Grant Decision Package Ranking Form – Central – Carl Perkins (SBP-FRM-047) used by the Career and Technical Education Department to rank and recommend funding of requests for changes in services and other major program changes funded by the Carl Perkins grant budget, as well as by Budgeting and Financial Planning to initially adjust this funding and determine final funding based on input from the Board.

Grant Form – Central – 21st Century (SBP-FRM-048) used by the After School Programs, with review by the Grant Development Department, to establish the initial 21st Century base budget estimates and allocation of 21st Century funding to schools and departments based on the District’s 21st Century funding allocation method.

Grant Form – School – 21st Century (SBP-FRM-049) used by relevant schools to update and submit 21st Century base budget estimates.

Grant Form – Central – MSAP (SBP-FRM-050) used by the Office of School Choice to establish the initial MSAP base budget estimates and allocation of MSAP funding to departments based on the District’s MSAP funding allocation method.

Grant Form – Department – MSAP (SBP-FRM-051) used by relevant departments to update and submit MSAP base budget estimates.

Grant Form – School – MSAP (SBP-FRM-052) used by schools to update and submit MSAP base budget estimates.

Grant Form – Central – TTIPS (SBP-FRM-053) used by the External Funding Department to establish the initial TTIPS base budget estimates and allocation of TTIPS funding to departments based on the District’s TTIPS funding allocation method.

Grant Form – School – TTIPS (SBP-FRM-054) used by schools to update and submit TTIPS base budget estimates.

Grant Form – Central – Miscellaneous (SBP-FRM-055) used by Budgeting and Financial Planning to establish the initial base budget estimates and allocation of funding to departments and schools for miscellaneous grants managed centrally.

Grant Form – Department – Miscellaneous (SBP-FRM-056) used by relevant departments to establish the initial base budget estimates and allocation of funding for miscellaneous grants managed by the department, as well as to update and submit all relevant miscellaneous grant base budget estimates.

Grant Form – School – Miscellaneous (SBP-FRM-057) used by relevant schools to establish the initial base budget estimates and allocation of funding for miscellaneous grants managed by the school, as well as to update and submit all relevant miscellaneous grant base budget estimates.

Grant Form – Central – Fund Balance (SBP-FRM-058) used by Budgeting and Financial Planning to establish the initial estimate and allocation amounts for other



grant budget funded through available fund balances based on the District’s available fund balance funding allocation method.

Grant Form – Department – Fund Balance (SBP-FRM-59) used by relevant departments to update and submit other grant budget estimates funded through available fund balances.

Grant Form – School – Fund Balance (SBP-FRM-60) used by schools to update and submit other grant budget estimates funded through available fund balances.

Grant Form – Central – Flow Through (SBP-FRM-061) used by the Curriculum and Development Department to establish, allocate and update the overall flow through funding base budget estimates.

Grant Form – School – Flow Through (SBP-FRM-62) used by the Instructional Materials Department to update and submit flow through funding base budget estimates.




















Upon advancement of an Operating Form – Central – Planning form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent



to responsible employees assigned to the Planning Specialist – Department role to begin the updating of departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.


Upon advancement of an Operating Form – Department – Planning form from stage O069 (Department Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.






Upon advancement of an Operating Form – Central – Initial Base – Allocation form from stage O031 (Central Review) to stage O032 (Central Release), a notification



will be sent to responsible employees assigned to the Budget Specialist – Department role to begin the departmental process of updating and submitting non-grant operating base budget expenditure estimates.











Upon advancement of an Operating Decision Package Adjustment Form – Department form from stage O075 (Budget Review) to stage O079 (Budget Final), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Chief role to review and rank departmental non-grant operating decision packages using the Operating Decision Package Ranking Form – Department form.







Upon advancement of a Grant Form – School – Planning form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to



responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant budget FTE estimates.


Upon advancement of a Grant Form – Central – Title I, Part A form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year Title I, Part A budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title I, Part A form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title I, Part A form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title I, Part A form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the departmental Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title I, Part A form from stage G039 (Central Final) to stage G095 (Board Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title I, Part A form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title I, Part A form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant



(External Funding) role to review the school Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title I, Part A form from stage G039 (Central Final) to stage G095 (Board Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school Title I, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial overall Title I, Part C (migrant) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G039 (Central Final) to stage G023 (Department Update), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant (Multilingual) role to begin the process of updating and submitting the overall Title I, Part C (migrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G023 (Department Update) to stage G025 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) and Budget Manager – Department – Chief roles to review the overall Title I, Part C (migrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part C (migrant) form from stage G029 (Department Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Title I, Part C (migrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title I, Part D form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) and Budget Manager – Department – Chief roles to review the overall Title I, Part D budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title I, Part D form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Title I, Part D base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title II, Part A form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the



responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year Title II, Part A budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title II, Part A form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G069 (Department Final) to stage G085 (Cabinet Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role for Cabinet review of the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G089 (Cabinet Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title II, Part A form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title II, Part A base budget expenditure estimates.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title II, Part A form from stage G060 (Department Initial) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title II, Part A form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review, rank and fund the grant decision packages.



Upon advancement of a Grant Form – Central – Title III, Part A (LEP) form from stage G020 (Department Allocation) to stage G025 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year Title III, Part A (LEP) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title III, Part A (LEP) form from stage G029 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual Programs) role to review the initial next year Title III, Part A (LEP) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title III, Part A (LEP) form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III, Part A (LEP) form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III, Part A (LEP) form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the departmental Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III, Part A (LEP) form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title III, Part A (LEP) form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role for Office of School Support review of school Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title III, Part A (LEP) form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant



(Multilingual) role to review the school Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – School – Title III, Part A (LEP) form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school Title III, Part A (LEP) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title III (immigrant) form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the initial next year Title III (immigrant) budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title III (immigrant) form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III (immigrant) form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III (immigrant) form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Multilingual) role to review the departmental Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Title III (immigrant) form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental Title III (immigrant) base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Title IV form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) and Budget Manager – Department – Grant (School Choice) roles to review the initial overall Title IV budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Title IV form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to



responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Title IV base budget expenditure estimates.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title IV form from stage G060 (Department Initial) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – Department – Title IV form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review, rank and fund the grant decision packages.

Upon advancement of a Grant Decision Package Adjustment Form – School – Title IV form from stage G050 (School Initial) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – School – Title IV form from stage G059 (School Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review, rank and fund the grant decision packages.

Upon advancement of a Grant Form – Central – Special Education form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Special Education) role to review the overall Special Education budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Special Education form from stage G030 (Central Allocation) to stage G039 (Central Final), a notification will be sent to the responsible employees assigned to the Budget Specialist – Campus – Grant role to review and update relevant Special Education positions and related budget estimates.

Upon advancement of a Grant Form – Central – Special Education form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Special Education base budget expenditure estimates.

Upon advancement of a Grant Form – School – Special Education form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Campus (School



Support) role to review the school Special Education positions and related budget estimates.

Upon advancement of a Grant Form – School – Special Education form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Special Education) role to review the school Special Education positions and related budget estimates.

Upon advancement of a Grant Form – School – Special Education form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review the school Special Education positions and related budget estimates.

Upon advancement of a Grant Form – Central – Shared Services form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Special Education) role to review the overall Shared Services budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Shared Services form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Shared Services base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Carl Perkins form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (CATE) role to review the overall Carl Perkins budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Carl Perkins form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall Carl Perkins base budget expenditure estimates.

Upon advancement of a Grant Decision Package Adjustment Form – School – Carl Perkins form from stage G050 (School Initial) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant decision package information.

Upon advancement of a Grant Decision Package Adjustment Form – School – Carl Perkins form from stage G059 (School Final) to stage G075 (Budget Review), a



notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role to review and approve the grant decision packages.

Upon advancement of a Grant Decision Package Adjustment Form – School – Carl Perkins form from stage G075 (Budget Review) to stage G079 (Budget Final), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant (CATE) role to review and initially rank and recommend funding for the grant decision packages.

Upon advancement of a Grant Decision Package Ranking Form – Central – Carl Perkins form from stage G169 (Department Fund) to stage G179 (Budget Fund), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review and funding of the grant decision packages.

Upon advancement of a Grant Form – Central – 21st Century form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (After School) and Budget Manager – Department – Grant (Grant) roles to review the initial next year 21st Century budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – 21st Century form from stage G031 (Central Review) to stage G039 (Central Final), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – Central – 21st Century form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the overall 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (After School) role to review the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the



responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – School – 21st Century form from stage G039 (Central Final) to stage G075 (Board Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school 21st Century base budget expenditure estimates.

Upon advancement of a Grant Form – Central – MSAP form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (School Choice) role to review the initial next year MSAP budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – MSAP form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Department – MSAP form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Department – MSAP form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the departmental MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Department – MSAP form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Central – MSAP form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school MSAP base budget expenditure estimates.



Upon advancement of a Grant Form – School – MSAP form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (School Choice) role to review the school MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – School – MSAP form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school MSAP base budget expenditure estimates.

Upon advancement of a Grant Form – Central – TTIPS form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the initial next year TTIPS budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – TTIPS form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (External Funding) role to review the school TTIPS base budget expenditure estimates.

Upon advancement of a Grant Form – School – TTIPS form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school TTIPS base budget expenditure estimates.



Upon advancement of a Grant Form – Central – Fund Balance form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role to review the initial next year other grant budget estimates funded through available fund balances and related allocation amounts.

Upon advancement of a Grant Form – Central – Fund Balance form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Department – Fund Balance form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Department – Fund Balance form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Central – Fund Balance form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – School – Fund Balance form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) to review the school other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – School – Fund Balance form from stage G059 (School Final) to stage G065 (Department Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role for review of the school other grant budget estimates funded through available fund balances by the Grant Development Department.

Upon advancement of a Grant Form – School – Fund Balance form from stage G069 (Department Final) to stage G075 (Budget Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant



role for final review of the school other grant budget estimates funded through available fund balances.

Upon advancement of a Grant Form – Central – Flow Through form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Curriculum) role to review the initial overall flow through funding budget estimate and allocation amounts.

Upon advancement of a Grant Form – Central – Flow Through form from stage G031 (Central Final) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the process of updating and submitting the school flow through funding base budget expenditure estimates on behalf of the schools.

Upon advancement of a Grant Form – School – Flow Through form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the school flow through funding base budget expenditure estimates.

Upon advancement of a Grant Form – School – Flow Through form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to responsible employees assigned to the Budget Specialist – Manager – Grant (Curriculum) role for review of the school flow through funding base budget expenditure estimates.

Upon advancement of a Grant Form – School – Flow Through form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for centralized review of the school flow through funding base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Miscellaneous form from stage G030 (Central Allocation) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Central Office – Grant role to review the initial next year initial miscellaneous budget estimate and allocation amounts for miscellaneous grants managed centrally.

Upon advancement of a Grant Form – Central – Miscellaneous form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting miscellaneous base budget expenditure estimates for miscellaneous grants managed centrally.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G020 (Department Allocation) to stage G025 (Department Review), a notification



will be sent to the responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the initial next year initial miscellaneous budget estimate and allocation amounts for miscellaneous grants managed by the department.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G029 (Department Final) to stage G063 (Department Update), a notification will be sent to responsible employees assigned to the Budget Specialist – Department – Grant role to begin the departmental process of updating and submitting miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G063 (Department Update) to stage G065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles to review the departmental miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G069 (Department Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the departmental miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Department – Miscellaneous form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the departmental miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – Central – Miscellaneous form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting miscellaneous base budget expenditure estimates for miscellaneous grants managed centrally.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G010 (School Allocation) to stage G015 (School Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Campus (School Support) role to review the initial next year initial miscellaneous budget estimate and allocation amounts for miscellaneous grants managed by the school.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G019 (School Final) to stage G053 (School Update), a notification will be sent to responsible employees assigned to the Budget Specialist – Campus – Grant role to begin the school process of updating and submitting miscellaneous base budget expenditure estimates.



Upon advancement of a Grant Form – School – Miscellaneous form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G059 (School Final) to stage G031 (Central Review), a notification will be sent to the responsible employees assigned to the Budget Manager – Department – Grant (Grant) role to review the school miscellaneous base budget expenditure estimates.

Upon advancement of a Grant Form – School – Miscellaneous form from stage G039 (Central Final) to stage G075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Grant role for final review of the school miscellaneous base budget expenditure estimates.


Upon advancement of an Operating Decision Package Adjustment Form – School form from stage O059 (School Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the school non-grant operating decision package information.



Key Process Changes The following process changes will be required to support operating budgeting:








End-users will be required to enter/validate revenue, FTE and expenditure estimates for at least three future years.

Responsible employees will be required to estimate future operating expenditure impacts for constructed assets being placed into service.

The District should consider not allowing changes to budget adjustment justification information after the budget adjustments are extracted to SAP SBP.

All relevant budgeting period-end closing activities required to support budgeting and reporting using the SAP SBP solution will need to be closely managed and performed on a timely basis.

HISD should consider establishing and enforcing a centralized approach for overall grant management purposes.

Grants Management – Grantee integration with Funds Management should be changed so that grant-related budget is created first in Funds Management and subsequently allocated to specific grants in Grants Management – Grantee. This would allow higher-level grant-related budget to be retracted into Funds Management.



To establish the beginning available budgetary resources required for budget development purposes, SAP Funds Management fund balance carryforward will need to be configured and processed in the SAP ERP system to segregate budgetary vs. non-budgetary amounts.

2.2 Perform Capital Budgeting The capital budgeting sub-process includes the following:



Capital Funding for Bond Program Administration o Budget Planning (departments and schools)

Planned FTEs Next Year Base Estimate (FTEs) Next Year + 1 Estimate (FTEs) Next Year + 2 Estimate (FTEs) Next Year + 3 Estimate (FTEs)


Initial Base Estimate (capital expenditure) Allocation of Funding (FTE Model)

Allocations FTEs Spending Authority

Initial Base Estimate (capital expenditure) Base Budget Request (departments)

Next Year Base Estimate (capital expenditures = spending authority) Next Year + 1 Estimate (capital expenditure projection) Next Year + 2 Estimate (capital expenditure projection) Next Year + 3 Estimate (capital expenditure projection)

Debt Information (central department) o Outstanding Debt (up to next 30 years) o Budgeting

Debt Service Requirements Initial Base Estimate (operating expenditure) Next Year + X Estimate (operating expenditure projection up to 30

years) Cash Flow Information (departments)

o Current Year Estimates 1st Quarter Cash Expenditure Estimates 2nd Quarter Cash Expenditure Estimates 3rd Quarter Cash Expenditure Estimates 4th Quarter Cash Expenditure Estimates

o Next Year Estimates Next Year + 1 Cash Expenditure Estimates Next Year + 2 Cash Expenditure Estimates Next Year + 3 Cash Expenditure Estimates Next Year + 4 Cash Expenditure Estimates Next Year + 5 Cash Expenditure Estimates



Mid-Year Reconciliation (central department) o Budget Adjustments (performed directly in ECC)

Current Year Revised Estimates Revised Estimates (capital revenue and expenditure) Mid-Year Adjustments

Future Year Projections Next Year + 1 Estimate (capital revenue and expenditure

projection) Next Year + 2 Estimate (capital revenue and expenditure

projection) Next Year + 3 Estimate (capital revenue and expenditure

projection) Capital Project Completion (departments)

o Budgeting Operating Requirements

Initial Base Estimate (operating expenditure) Next Year + 1 Estimate (operating expenditure projection) Next Year + 2 Estimate (operating expenditure projection) Next Year + 3 Estimate (operating expenditure projection)

Capital budgeting includes the major business process 2.3.1 – Perform Capital Budgeting Planning through 2.3.6 – Perform Capital Budgeting – Project Closure.

The Perform Capital Budgeting activity includes the sub-activities, transactions / tasks and role-based authorizations listed below.

BPP Variation [Stage] Transaction / Task



Capital Form – Central – Planning

Central Allocation (C030),

Central Review (C031) custom form



hierarchy

Process Initial Capital FTE Plan Planning Specialist – Central Office – Capital

Central Review (C031) [form notification

(Process Initial Capital FTE Plan)]


Budget Manager – Central Office – Capital




Task Additional


Central Review (C031),

Central Release (C032) custom form




Process Initial Capital FTE Plan Budget Manager –

Central Office – Capital



Central Release (C032)

custom form




Process Initial Capital FTE Plan Budget Analyst – Central

Office – Capital

Capital Form – Department – Planning

Department Update (C063),

Department Review (C065)

custom form



hierarchy

Process Capital FTE Plan Planning Specialist – Department – Capital


[form notification (Process Capital FTE

Plan)]

Universal Worklist

Universal Worklist

Budget Manager – Department – Capital,


Department Review (C065),

Department Final (C069) custom form




Process Capital FTE Plan Budget Manager – Department – Capital






Process Capital FTE Plan Budget Manager – Department – Chief

Budget Review (C075)

[form notification (Process Capital FTE

Plan)]



Budget Review (C075),

Budget Final (C079) custom form




Process Capital FTE Plan Budget Manager – Central Office – Capital




Task Additional


Budget Review (C075) custom form



hierarchy

Process Capital FTE Plan Planning Specialist – Central Office – Capital



Department Final (C069),


Budget Final (C079)

custom form




Process Capital FTE Plan Budget Analyst –

Department – Capital


Budget Final (C079) custom form




Process Capital FTE Plan Budget Analyst – Central

Office – Capital

Capital Form – Central – Bond Program Administration


Central Review (C031) custom form



hierarchy

Process Initial Capital Bond Program Administration Estimate

Budget Specialist – Central Office – Capital

Central Review (C031) [form notification

(Process Initial Capital FTE Plan)]

Universal Worklist




Central Release (C032) custom form








Central Release (C032)

custom form





Budget Analyst – Central Office – Capital

Capital Form – Department – Bond Program Administration



custom form



hierarchy

Process Capital Bond Program Administration Estimate

Budget Specialist – Department – Capital




Task Additional



[form notification (Process Capital Bond

Program Administration Estimate)]


Budget Manager – Department – Capital,








Budget Manager – Department – Capital









[form notification (Process Capital Bond

Program Administration Estimate)]




Budget Final (C079),

Cabinet Review (C085),

Cabinet Final (C089),

Board Review (C095),

Board Final (C099),

Board Adopt (C999)

custom form








Board Review (C095)

custom form



hierarchy






Task Additional










Board Final (C099),

Board Adopt (C999)

custom form





Budget Analyst – Department – Capital






Board Final (C099),

Board Adopt (C999)

custom form






Capital Form – Central – Outstanding Debt and Debt Service Requirements

Department Initial (C060),


custom form by fund hierarchy, by commitment item hierarchy

Process Debt Estimate Budget Specialist – Department – Debt

(Controller)


[form notification (Process Debt Estimate)]

Universal Worklist

Universal Worklist Budget Manager – Department – Debt

(Controller)



Review and Advance Stage, by fund hierarchy, by commitment item

hierarchy

Process Debt Estimate Budget Manager – Department – Debt

(Controller)


[form notification (Process Debt Estimate)]

Universal Worklist

Universal Worklist Budget Manager – Central Office – Debt






Board Final (C099),

Board Adopt (C999)

custom form


hierarchy

Process Debt Estimate Budget Manager – Central Office – Debt




Task Additional




Board Review (C095)


Process Debt Estimate Budget Specialist – Central Office – Debt









Board Final (C099),

Board Adopt (C999)

custom form

Display only, by fund hierarchy, by commitment item

hierarchy

Process Debt Estimate Budget Analyst – Central

Office – Debt

Capital Form – Department – Project Cash Flow Forecast

1st Estimate (C001),

1st Department Review (C011),

2nd Estimate (C002),

2nd Department Review (C012),

3rd Estimate (C003),

3rd Department Review (C013),

4th Estimate (C004),

4th Department Review (C014)

custom form

by fund hierarchy, by funded program


hierarchy

Process Cash Flow Forecast Budget Specialist –





4th Department Review (C014)

[form notification (Process Cash Flow

Forecast)]

Universal Worklist






Task Additional



1st Department Final (C021),


2nd Department Final (C022),


3rd Department Final (C023),

4th Department Review (C014),

4th Department Final (C024)

custom form

Review and Advance Stage, by fund hierarchy, by funded program


hierarchy

Process Cash Flow Forecast Budget Manager – Department – Capital

1st Central Review (C031),

2nd Central Review (C032),

3rd Central Review (C033),

4th Central Review (C034),

[form notification (Process Cash Flow

Forecast)]

Universal Worklist


Department – Capital (Controller)


1st Central Final (C041),


2nd Central Final (C042),


3rd Central Final (C043),


4th Central Final (C044)

custom form



hierarchy

Process Cash Flow Forecast Budget Manager –

Department – Capital (Controller)




Task Additional


1st Estimate (C001),


1st Department Final (C021),



2nd Estimate (C002),


2nd Department Final (C022),



3rd Estimate (C003),


3rd Department Final (C023),



4th Estimate (C004),

4th Department Review (C014),

4th Department Final (C024),



custom form

Display only, by fund hierarchy, by funded program


hierarchy

Process Cash Flow Forecast Budget Analyst –










custom form



hierarchy

Process Cash Flow Forecast Budget Analyst – Central

Office – Capital




Task Additional


Capital Form – Central – Mid-Year Reconciliation




Process Mid-Year Capital Reconciliation Estimate


(Controller)


[form notification (Process Mid-Year Capital Reconciliation Estimate)]

Universal Worklist



(Controller)




hierarchy



(Controller)


[form notification (Process Mid-Year Capital Reconciliation Estimate)]

Universal Worklist








Board Final (C099),

Board Adopt (C999)

custom form


hierarchy





Board Review (C095)












Board Final (C099),

Board Adopt (C999)

custom form


hierarchy






Task Additional







Board Final (C099),

Board Adopt (C999)

custom form


hierarchy



Capital Form – Department – Project Closure and Estimated Operating Impacts



custom form



hierarchy

Process Capital Project Closure Estimate



[form notification (Process Capital Project

Closure Estimate)]

Universal Worklist







hierarchy




[form notification (Process Capital Project

Closure Estimate)]

Universal Worklist

Universal Worklist Budget Manager – Central Office – Capital






Board Final (C099),

Board Adopt (C999)

custom form

Review and Advance Stage by fund hierarchy, by funded program


hierarchy





Board Review (C095)

custom form



hierarchy






Task Additional










Board Final (C099),

Board Adopt (C999)

custom form



hierarchy








Board Final (C099),

Board Adopt (C999)

custom form



hierarchy



Pain Points The District is experiencing the pain points described in Table 2.3-1 with respect to capital budgeting. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 2.3-1 – Identified Pain Points for Capital Budgeting Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-REV-012, SBP-LRP-001, SBP-LRP-006, SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-001, SBP-OPR-018, SBP-CAP-001, SBP-CAP-004, SBP-CAP-017, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002








ID Pain Point Initial Impact of SAP SBP SBP-PEP-001, SBP-PEP-002, SBP-PEP-005, SBP-PEP-006, SBP-PEP-007, SBP-PEP-008, SBP-PEP-012, SBP-PEP-017, SBP-PEP-018, SBP-OPR-012, SBP-ORG-002, SBP-MGT-002


Addressed.


SBP-LRP-006, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002





SBP-LRP-005, SBP-OPR-023, SBP-CAP-018












SBP-CAP-004








SBP-LRP-005, SBP-OPR-023, SBP-CAP-018




SBP-REV-012, SBP-LRP-003, SBP-LRP-006, SBP-LRP-007, SBP-OPR-017, SBP-CAP-011, SBP-CAP-017


Addressed.






SBP-CAP-003 Lack of visibility for changes to programs (currently included as line item justifications in base budget requests).





Addressed.






Not Addressed.







Addressed.





SBP-CAP-010


Not Addressed.


SBP-CAP-010 The third-party system (ProLog) is manually reconciled to SAP information.

Not Addressed.

ProLog will continue to be used and require manual reconciliation to SAP.


Addressed.



Not Addressed.


SBP-CAP-013


Not Addressed.



Addressed.


SBP-CAP-014


Not Addressed.










Addressed.


SBP-CAP-007 Historical information for prior bond programs is used for cash flow forecasting.

Not Addressed.

Information from the existing ERP system, including available budgetary fund balances if properly segregated, will be available in SAP SBP; however, budgetary balances and related forecasts will not be available for past projects.

SBP-CAP-016 Manually managing beginning fund balance reserved for each project.


Information from the existing ERP system, including available budgetary fund balances if properly segregated, will be available in SAP SBP; however, budgetary balances and related forecasts will not be available for past projects. Will need to properly integrate carryforward item categories to segregate accrual vs. budgetary fund balance.

SBP-CAP-009 Capital projects are partially funded using multiple bond issuances (tranches).


Bond proceeds will need to be allocated to each project in Funds Management; however, HISD will need to change the current process of issuing bonds to partially fund projects to address this issue completely.

Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to capital budgeting are described in Table 2.3-2.

Table 2.3-2 – Solution Gap Resolution for Capital Budgeting Type GAP ID Description Resolution Approach













Forms GAP-004









Enhancement, Forms,




Enhancement, Forms,









Forms GAP-012



Manual Process,




Existing Process,

Reporting GAP-016









GAP-022






Enhancement, Forms,

Workflow GAP-023



Process Change,

Reporting, Forms

GAP-024










Forms, Workflow

GAP-028



External Process

GAP-029 Historical information for previous (non-2012) bond programs is not available for transferring of unspent funds and forecasting of cash flows.






GAP-033 SAP SBP will not be automatically updated for the codes and documentation used to justify budget adjustments in Funds Management.



SAP SBP will not include District-specific budget versions and budget types used in Funds Management.


Enhancement, Forms,

Workflow GAP-035 SAP SBP does not support forecasting on a

monthly or quarterly basis.


Interface, Enhancement GAP-036


An interface will be developed in the District’s ERP system to submit annual budgetary information to the State of Texas Education Agency (TEA). This interface will require a different mapping table than the PEIMS accounting information interface.

Reporting, Forms




GAP-043



Reporting, Forms




Forms GAP-045



Process Change,

Reporting, Forms

GAP-046 SAP SBP will not automatically record and allocate bond proceeds against capital projects.

Bonds are issued in tranches based on cash flow requirements. The District will need to allocate bond proceeds to each project in the SAP ERP system.


Forms GAP-047











Customizations that have been identified to address the gaps for capital budgeting are described below.


















Total Debt Outstanding (SBP-RPT-022) used to summarize outstanding bond and other obligation amounts and debt service requirements by maturity year.


Available Program Funds (SBP-RPT-027) used to summarize actual bond program beginning fund balance amounts by program.

Revenue Sources – Capital Renovation Fund (SBP-RPT-028) used to categorize actual Capital Renovation Fund revenues by type for the past five years.

Expenditures – Capital Renovation Fund (SBP-RPT-029) used to categorize actual Capital Renovation Fund expenditures by major expenditure object for the past five years.


Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Summary) [SBP-RPT-034] used to perform summary ad hoc analysis and



reporting of the District’s budgetary operating expenditure budget, actual and forecast amounts.




Flexible Capital Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary) [SBP-RPT-044] used to perform summary ad hoc analysis and reporting of the District’s budgetary capital personnel expenditure planning FTEs and expenditure estimates.

Flexible Capital Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail) [SBP-RPT-045] used to perform detailed ad hoc analysis and reporting of the District’s budgetary capital personnel expenditure planning FTEs and expenditure estimates.


Interfaces The following interface is required:




Enhanced ECC (FM) to SBP Extractors (SBP-ENH-001) used to supplement SAP BW/SAP SBP based on information extracted from Funds Management including assigning the Budget Period to the Generic Dimension1 field, justification



information for budget adjustments and several types of budget including one-time budget amounts.




















Capital Form – Central – Outstanding Debt and Debt Service Requirements (SBP-FRM-065) by the Office of Controller to establish the debt service base budget estimates for the next year and record outstanding debt and debt service requirement amounts for future (up to 30) years.

Capital Form – Department – Project Cash Flow Forecast (SBP-FRM-066) used by departments to provide quarterly cash flow estimates for capital projects for the current fiscal year and record projected cash flow amounts for the following five years.

Capital Form – Central – Mid-Year Reconciliation (SBP-FRM-067) used by the Office of the Controller to perform mid-year (January and June) reconciliations of overall capital funding and determine capital adjustments required based on projected capital funding and expenditures.



Capital Form – Department – Project Closure and Estimated Operating Impacts (SBP-FRM-068) used by departments to identify projects to be closed and estimate the impact on operating expenditures.



Capital Form – PEP – Classification Summary (SBP-FRM-071) used to summarize and display capital-funded PEP-related amounts by classification grouping, which may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.








Upon advancement of a Capital Form – Central – Planning form from stage C031 (Central Review) to stage C032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Department – Capital



role to begin the departmental process of updating and submitting bond program administration FTE estimates.





Upon advancement of a Capital Form – Department – Bond Program Administration form from stage C063 (Department Update) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital and Budget Manager – Department – Chief roles to review the departmental bond program administration base expenditure estimate amounts.

Upon advancement of a Capital Form – Department – Bond Program Administration form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the departmental bond program administration base expenditure estimate amounts.

Upon advancement of a Capital Form – Central – Outstanding Debt and Debt Service Requirements form from stage C060 (Department Initial) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Debt (Controller) role to review the outstanding debt and debt service estimates.



Upon advancement of a Capital Form – Central – Outstanding Debt and Debt Service Requirements form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Debt role to review the outstanding debt and debt service estimates.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C001 (1st Estimate) to stage C011 (1st Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the initial quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C021 (1st Department Final) to stage C031 (1st Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the initial quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C002 (2nd Estimate) to stage C012 (2nd Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C022 (2nd Department Final) to stage C032 (2nd Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C003 (3rd Estimate) to stage C013 (3rd Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C023 (3rd Department Final) to stage C033 (3rd Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C004 (4th Estimate) to stage C014 (4th Department Review), a notification will be sent to responsible employees assigned to the Budget



Manager – Department – Capital role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Department – Project Cash Flow Forecast form from stage C024 (4th Department Final) to stage C034 (4th Central Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the updated quarterly capital project cash flow forecasts.

Upon advancement of a Capital Form – Central – Mid-Year Reconciliation form from stage C060 (Department Initial) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital (Controller) role to review the capital funding reconciliation information.

Upon advancement of a Capital Form – Central – Mid-Year Reconciliation form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the capital funding reconciliation information.

Upon advancement of a Capital Form – Central – Project Closure and Estimated Operating Impacts form from stage C060 (Department Initial) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital role to review the project closure and operating impact information.

Upon advancement of a Capital Form – Central – Project Closure and Estimated Operating Impacts form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the project closure and operating impact information.

Key Process Changes The following process changes will be required to support capital budgeting:







The budgetary master data hierarchies or groups in Funds Management will need to be updated to align with the hierarchies required in SAP SBP.







2.3 Process Budget Changes As described in 4.3 – Manage Month-End Closing Activities, all legal budget adjustments will be initially processed in the SAP ERP system and extracted monthly to SAP SBP, including relevant justification information.

Pain Points The District is experiencing the pain points described in Table 2.4-1 with respect to processing of budget changes. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 2.4-1 – Identified Pain Points for Processing Budget Changes Requirement








Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to processing of budget changes are described in Table 2.4-2.

Table 2.4-2 – Solution Gap Resolution for Processing Budget Changes Type GAP ID Description Resolution Approach







Interface, Enhancement

GAP-036


An automated interface will be developed, which will require a different mapping table than the PEIMS accounting information interface.

Customizations that have been identified to address the gaps for processing of budget changes are described below.





Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Detail) [SBP-RPT-035] used to perform detail ad hoc analysis and



reporting of the District’s budgetary operating expenditure budget, actual and forecast amounts.
















Forms None identified.


Key Process Changes The following process change should be considered to support processing of budget changes:


3 Manage Information The Manage Information sub-process within District’s integrated Plan to Report budgeting process includes performing budgetary planning and projections, including personnel expenditure planning and analyses; and reporting on budgetary estimates, plans, projections, budgets and actual results.

3.1 Perform Personnel Expenditure Planning Salary and benefit forecasting is performed in SAP SBP using the Personnel Expenditure Planning (PEP) component.

PEP uses the personnel structures described in section 1.2 – Manage Personnel Structure to project salaries and benefits for budget planning and forecasting purposes. PEP supports multiple iterations of salaries and benefits forecasting, allowing each iteration to be saved and used for budgeting, analysis and reporting purposes.

PEP screens, logic and algorithms are all standard-delivered functionality that are also flexible and can be configured by functional budget staff to accommodate the nuances of the District’s personnel expenditure forecasting and reporting processes. Specific PEP features include the following:

Employee-specific promotion/increment/step dates.



Employee-specific, based on Benefit / Supplemental elections, or percentage-based Benefit / Supplemental calculations.

Default elections based on job class, position, or bargaining unit for vacant positions. Unlimited allocations of personnel cost to all Funding master data dimensions by

percent and date-effective delineation. Simultaneous support of multiple salary table types (hourly, grade/step, banded

ranges, negotiated, etc.). Vacancy fill lag factors. Budget year, mid-year, multiple year projections based on user-defined start and end

dates. What-if modeling of scenarios for percent or flat amount adjustments to salaries and

Benefit / Supplemental costs.

PEP projections are master data-driven, point-in-time snapshots using many different pieces of information grouped together using key SAP BW InfoObjects. The following items play a key role in projections: position, employee, job, pay scale level, Benefit / Supplemental pays and Funds Management account assignment dimensions. Understanding these multi-faceted master data relationships, which are depicted in the PEP master data diagram shown in figure 3.1-1, is important to properly implementing and using PEP.

PEP background tables and personnel data determine salary, benefit and supplemental pay amounts for positions and employees. Background tables are effective-dated to support calculation of future salary, benefit and supplemental pay amounts. Projections may also be run to create multiple scenarios based on user-defined parameters within specific date ranges. PEP projection scenarios may include different assumptions and use multiple rates over multiple years.

PEP will be used to forecast salaries, benefits and supplemental pays. Multiple scenarios can be run using different variables for analysis (e.g., benefit matching rules, rate changes or salary increases). It is important to note, however, PEP does not allocate fixed dollars at the budget line level to individual position, employee or bargaining unit level. It is a bottom up vs. top down projection.



Figure 3.1-1 – PEP Master Data Diagram

It is recommended that personnel lump-sum amounts, which are derived at a budget line level (e.g., overtime, vacation buy-back, etc.) instead of at the position or employee level, be budgeted at the budget line item level. If the District would like to project certain lump-sum amounts by bargaining unit to support labor negotiations, PEP-only “blanket” positions will need to be created for each bargaining unit and end-users would be required to budget relevant lump-sum amounts for each bargaining unit on the position tab using these “blanket” positions against the relevant fund(s) and funds center(s), which will increase the data entry required for these amounts.

It is also recommended that the District carefully define the projection types that will be used in PEP to ensure these are meaningful and reusable for budget reporting. For initial PEP setup, we are recommending that projection types be configured for the following forecast scenarios:

Initial Next Year Base Budget Next Year Base Budget Iterations

o Central Review o Budget Review o Cabinet Review



o Board Review Board Projection Requests

o Iteration 1 o Iteration 2 o …

Additional projection types can be added to support future needs.

Initially, the District will only use PEP to project personnel costs for the next year base budget estimates. Forecasting of personnel costs for years beyond the next year base budget estimates will initially be performed at the budget line item level using the multi-year projection inflationary rates described in section 1.3.3 – Manage Other Parameters below.

Responsible staff will project salaries and benefits to support the base budget estimates for personnel budgets described in the operating and grant budgeting business processes included in section 2.2 – Perform Operating Budgeting, as well as the base budget estimates for 2.3.2 – Perform Capital Budgeting – Bond Program Administration business process.

PEP will also be used to forecast salaries and benefits to support various what-if scenarios requested by the District’s board when determining how different proposed salary and benefit changes would impact the budget.

3.1.1 Process Personnel Projections PEP projections are point-in-time calculations for future periods. The projection calculation process collects data, applies user parameters, and posts the results into BW cubes that can be used to perform analysis with reports. These projections can also be used to append the results for use in the budgeting process.

A projection is defined to set the different options or assumptions that are to be applied to the selected data and variables for amount calculations. These option and assumptions are managed with the projection selection screen (including selection dimensions), the pay table parameters tab and the benefit parameters tab. After the options and assumptions have been defined, the scenario is run.

Projection Selection The purpose of the projection selection screen is to designate the projection to be processed. The fields and functions available in the initial projection selection screen are defined in table 3.1.1-1.

Table 3.1.1–1 – Projection Selection Fields Field Description Required

Projection ID System-generated number assigned to a projection.

Yes



Table 3.1.1–1 – Projection Selection Fields Field Description Required

Description Information entered by the end-user describing the projection.

No (recommend using

descriptive text) An example of the projection selection screen is shown in figure 3.1.1-1.

Figure 3.1.1-1 – Example Projection Selection Screen

The main purpose of projection selection dimensions is to define which employees and positions (based on location, funding, groupings, etc.) are to be included in the projection and the dates for which personnel expenditures are to be projected.

The dimension fields available for projection selection are defined in table 3.1.1-2.

Table 3.1.1–2 – Projection Selection Dimension Fields Field Description Required

FM Area The Financial Management Area of the employees or positions to be included in the projection.

Yes

Funds Center The funds center(s) of the employees or positions to be included in the projection.

No

Fund The funding relevant for the employees or positions to be included in the projection.

No

Funded Program The funded program(s) relevant for the employees or positions to be included in the projection.

No

Functional Area The functional area(s) relevant for the employees or positions to be included in the projection. No

Grant The grant funding relevant for the employees or positions to be included in the projection.

No

Employee Group The employee group(s) of the employees or positions to be included in the projection, which may represent the collective bargaining unit(s).

No

Employee Sub Group

The employee sub-group(s) of the employees or positions to be included in the projection, which provide(s) further subdivision(s)n of the employee group(s).

No

Personnel Area The SAP ECC personnel area(s) of the employees or positions to be included in the projection.

No

Personnel Sub Area The SAP ECC personnel sub-area(s) of employees / positions to be included in the projection.

No



Table 3.1.1–2 – Projection Selection Dimension Fields Field Description Required

Job Job(s) of the employees or positions to be included in the projection.

No

ES Grouping for CAP The ES grouping(s) for CAP of the employees or positions to be included in the projection, which represent(s) specific bargaining unit ID(s).

No

Pay Scale Group The pay scale group(s) (grade) of the employees or positions to be included in the projection.

No

Projection Start Date The beginning date for the projection, which will be used as the starting date for calculating position / employee costs.

Yes

Start Period The system automatically converts the projection start date to the relevant fiscal period and year.

Yes

Projection End Date The last date for which position/employee costs will be projected.

Yes

End Period The system automatically converts the projection end date to the relevant fiscal period and year.

Yes

User ID The system automatically captures the user ID of the end-user who created the projection scenario.

Yes

Vacant Flag

Choices are: 1-Vacant, 2-Filled and 3-Vacant and Filled, which allows the end-user to define whether vacant, filled or all positions are included in the projection.

Yes

Vacant Lag Months

The number of months from the beginning of the projection period that vacant positions, if included in the projection, will not have costs calculated. 00 is the default

Yes

Stage

The stage to be used when recording the projection scenario results within the projection BW cube, which may be changed when the projection is subsequently processed.

Yes

Projection Type

The type of projection used when recording the projection scenario results within the projection BW cube, which may be changed when the projection is subsequently processed.

Yes

Last Run Details, Date The system automatically captures the last date that the projection scenario was processed.

Yes

Last Run Details, Time The system automatically captures the time that the last projection scenario was processed.

Yes

Last Run Details, User The system automatically captures the user ID of the last end-user to run the projection scenario.

Yes

An example of the screen used to define projection dimensions is shown in figure 3.1.1-2.



Figure 3.1.1-2 – Example Projection Dimensions Screen

The pay table parameters tab (pay table adjustments) is designed to forecast salary increases or decreases for groups of positions or employees. The following information can be entered:

Start period End period Information identifying how the change will be applied Fixed amount and/or percentage increase or decrease

Multiple rows of data can be entered with different rates and amounts.

The fields available in the pay table parameters tab are defined in table 3.1.1-3.

Table 3.1.1–3 – Pay Table Parameters Tab Fields Field Description Required Country ID The Country ID used in determining pay levels. Yes

PS Type The pay scale (PS) type (salary schedule or band pay) relevant for the employees or positions.

Yes

PS Area The pay scale (PS) area (salary table) relevant for the employees or positions.

No

ES Group The employee sub-group (ES group) relevant for the employees or positions.

No

PS Group The pay scale (PS) group (grade) relevant for the employees or positions. No

PS Level The pay scale (PS) level (step) relevant for the employees or positions.

No



Table 3.1.1–3 – Pay Table Parameters Tab Fields Field Description Required

Start Period The beginning fiscal period and year from which the adjustment will be applied.

Yes

End Period The ending fiscal period and year after which the adjustment will no longer be applied.

Yes

Salary Override Filter There are three available selections: unassigned, 1-Yes (fixed salary override is used) and 2-No (salary is based on pay table).

Yes

Rate The percentage used to increase or decrease the determined salary amounts.

No

Amount The fixed amount (by period) to increase or decrease the determined salary amounts.

No

An example of the pay table parameters tab is shown in figure 3.1.1-3.

Figure 3.1.1-3 – Example Pay Table Parameters Screen

Benefits and supplemental pays (benefit / supplemental cost adjustments) are calculated and adjusted using functionality like pay table increases or decreases. When a projection is processed, parameters for changes to benefit or supplemental pay rates and amounts are applied to change the amounts calculated.

These types of changes will not affect the baseline tables used for calculations. The baseline tables should be updated if the identified changes should always be included in every projection scenario.

The fields available in the benefit table parameters tab are defined in table 3.1.1-4.

Table 3.1.1–4 – Benefit Table Parameters Tab Fields Field Description Required Benefit / Supplemental Area

The Benefit / Supplemental Area to be modified during the projection.

Yes

Benefit / Supplemental Plan

The Benefit / Supplemental Plan to be modified during the projection.

Yes

Start Period The beginning fiscal period and year from which the adjustment will be applied.

Yes

End Period The ending fiscal period and year after which the adjustment will no longer be applied. Yes



Table 3.1.1–4 – Benefit Table Parameters Tab Fields Field Description Required Benefit / Supplemental Rate

The percentage used to increase or decrease the determined benefit / supplemental pay amounts.

No

Benefit / Supplemental Amount

The fixed amount (by period) to increase or decrease the determined benefit / supplemental amounts.

No

An example of the benefit table parameters tab is shown in figure 3.1.1-4.

Figure 3.1.1-4 – Example Benefit Table Parameters Tab Screen

The PEP calculation engine uses the defined rules when calculating employee and position costs. The following are key high-level concepts with respect to PEP projections:

Projections store results on a monthly fiscal period basis, which will not impact budgeted amounts but will impact current year forecasting.

Projections store information at the employee and position level in the PEP projections BW cubes, which provides detailed salary and benefit / supplemental reporting.

Projections include required SBP and Funds Management dimensions for reporting of allocated projection amounts based on budget line items or incorporating projection scenarios with budget iterations developed using SBP forms, which may be extracted to Funds Management for legal appropriation monitoring and control.

The PEP calculation process uses information from the employee, position, job class, benefits and pay level records to determine the salary and benefits for required fiscal periods. If the required information is not assigned to the employee or position, it is defaulted from the job class. The following is a representative PEP calculation process which will need to be modified based on the scenarios or nuances required:

The process begins with the system examining an employee record o Employee data is checked for validity dates and status. o Employee information is selected for valid employees.

If the Employee salary override flag is “yes”, the actual salary on the employee record is used. The pay level table is accessed and the salary increases are determined using the pay level information.



If the override flag is “no”, the salary is derived from the pay level information on the employee and salary increases defined in the pay level are applied.

The pay level data affects all salary calculations. Pay level information may change salaries based on contracted or forecasted pay raises. Pay level information is updated with new amounts, including start and end dates for each amount. The projection engine will automatically move to the correct pay level information throughout the projection. Pay level data is also used to calculate employee driven increases. Employee-driven increases are based on an employee’s promotion date, which is used to determine the pay level table duration. The pay level contains the "from" level (grade and step) and "to" level (grade and step), and the number of months required to advance to the next level. Employees are moved to their new level based on the pay level information. Different employees may have different advancement paths and durations and not every employee will receive level increases. Options exist to budget for all, some or no pay level increases.

The salary percentage defined on the employee record is applied to the salary amount for each period.

o Vacant position amounts are calculated after employee calculations are complete. Positions are loaded into SBP with default information available for personnel expenditure calculations, which is established during position extraction from HCM. In some cases, this information may be changed if the defaults are not accurate, as required. The system checks the count for a position and subtracts the number of

employees assigned to the position to determine a vacancy count, which is updated for each fiscal period. The salary calculated for the vacant position will be the cost of the remaining count or the vacancy count.

The system performs the salary calculations in the same manner as it does for employees except that the pay level information of the position is used.

If the pay level information is missing on the position record, it is defaulted from the job class.

Benefit and supplemental pay calculations may be a flat amount, a rate applied to salary or a combination of both. These are effective-dated to accommodate the change in amounts over time. For benefits or supplemental pays determined with a rate, accumulators define the salary to be used for the calculation which allows salary and other costs to be included in the basis for the calculation.

Benefit / supplemental codes are generally defined for an employee and job class. For vacant positions, however, benefit / supplemental pays may be defaulted from the job class or assigned directly to positions as required. Employee benefit / supplemental pays will be



extracted from HCM and assigned to the employee records in the SAP SBP BW namespace. Employee benefit / supplemental pays are used in the benefit / supplemental calculations for employees. When calculating costs, the benefit / supplemental percentage defined on the employee and/or position record is applied to the calculated amount. Each benefit / supplemental may be posted against a different commitment item.

PEP will be used to calculate the personnel costs using source data extracted from HCM, with employee-related costs determined based on the actual employee salary and benefit attributes defined at the time the employees are extracted and updated. Vacant positions will be identified in PEP based on positions for which employees are not assigned, with the salary and benefits for these vacancies calculated using relevant defaults. The pay scale level table may be used to default salaries using the “mid-point” salary amount or the position master data salary override feature may be used to default the salary from the position.

The Run Projection Scenarios task will be used by end-users assigned to the Budget Specialist – Central Office – Personnel role to process personnel expenditure projections in PEP using various parameters.

The Projection Monitor task will be used by end-users assigned to the Budget Analyst – Central Office – Personnel role to monitor the status of personnel expenditure projections.

The Projection Error Log task will be used by end-users assigned to the Budget Analyst – Central Office – Personnel role to analyze and troubleshoot personnel expenditure projection errors.

The Delete Projection Results task will be used by end-users assigned to the Budget Specialist – Central Office – Personnel role to delete personnel expenditure projection results.

BPP Variation

Transaction / Task



Run Projection Scenarios Projection ID Perform Personnel Projections Budget Specialist – Central Office

– Personnel

Projection Monitor Projection ID Monitor Projections Budget Analyst – Central Office –

Personnel

Projection Error Log Projection ID Troubleshoot Projection Errors Budget Analyst – Central Office –

Personnel

Delete Projection Results Projection ID Delete Projection Results Budget Specialist – Central Office

– Personnel

3.1.2 Perform Personnel Analyses The Run What-If Scenarios task will be used by end-users assigned to the Budget Analyst – Central Office – Personnel to perform ad hoc personnel expenditure projection what-if scenarios and analyses using information available in PEP.



BPP Variation

Transaction / Task



Run What-If Scenarios Perform What-If Analyses Budget Analyst – Central Office –

Personnel

Pain Points The District is experiencing the pain points described in Table 3.1-1 with respect to personnel expenditure planning. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 3.1-1 – Identified Pain Points for Personnel Expenditure Planning Requirement

ID Pain Point Initial Impact of SAP SBP SBP-PEP-001, SBP-PEP-002, SBP-PEP-005, SBP-PEP-006, SBP-PEP-007, SBP-PEP-008, SBP-PEP-012, SBP-PEP-017, SBP-PEP-018, SBP-OPR-012, SBP-ORG-002, SBP-MGT-002


Addressed.










SBP-LRP-001, SBP-PEP-007, SBP-PEP-010, SBP-PEP-012










Table 3.1-1 – Identified Pain Points for Personnel Expenditure Planning Requirement




Addressed.


SBP-OPR-012, SBP-OPR-017, SBP-ORG-002, SBP-MGT-002


Addressed.


Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to personnel expenditure planning are described in Table 3.1-2.

Table 3.1-2 – Solution Gap Resolution for Personnel Expenditure Planning

Type GAP ID Description Resolution Approach

Enhancement, Forms,




Enhancement, Forms,





Manual Process,





Forms GAP-015





Table 3.1-2 – Solution Gap Resolution for Personnel Expenditure Planning Type GAP ID Description Resolution Approach






Enhancement, Forms,

Workflow GAP-020



Forms GAP-021





GAP-022



Enhancement, Forms



Customizations that have been identified to address the gaps for personnel expenditure planning are described below.















Operating Form – Central – Initial Base – PEP – Classification Detail (SBP-FRM-008) used to update initial non-grant operating base budget line item PEP-related position information, which may be required if the standard SBP position tab



results in performance issues when position information is updated through the budgeting form.














Key Process Changes The following process changes will be required to support personnel expenditure planning:



3.2 Perform Budget Planning and Projections Where possible, future year projections will initially be calculated within each relevant form for three additional future years using multi-year projection inflationary rates as described in section 1.3.3 – Manage Other Parameters. The calculated projection amounts will be able to be manually updated by end-users, as required. The major business processes within this business blueprint document provides detailed information about the multi-year projection information to be recorded using relevant forms.

In addition, because HISD is expected to move to an FTE model for allocation of funding, the following business processes have been included to support planning of FTEs:

2.2.01 – Perform Operating Budget Planning – Departments 2.2.02 – Perform Operating Budget Planning – Schools 2.2.07 – Perform Grant Budget Planning – Departments 2.2.08 – Perform Grant Budgeting Planning – Schools 2.3.1 – Perform Capital Budget Planning

FTE planning performed in SAP SBP will provide the foundation for the District to develop and refine budget planning and projection models to be incorporated into SBP in the future.

3.2.1 Perform Budget Planning The custom Determine Planned FTEs enhancement will be used by end-users assigned to the Planning Specialist – Central Office, Planning Specialist – Central Office – Grant and Planning



Specialist – Central Office – Capital roles to establish initial planned FTEs for further updating by departments and schools.

The custom Districtwide Funding Allocation and Base Budget Line Item Calculations enhancement will be used by end-users assigned to the Budget Specialist – Central Office role to determine initial base non-grant operating budget line item amounts and allocate non-grant operating funding to schools and departments based on the District's allocation method.

The custom Grant Funding Allocations and Base Line Item Calculations enhancement will be used by end-users assigned to the Budget Specialist – Central Office – Grant, Budget Specialist – Department – Grant (External Funding), Budget Specialist – Department – Grant (Multilingual), Budget Specialist – Department – Grant (Special Education), Budget Specialist – Department – Grant (CATE), Budget Specialist – Department – Grant (After School) and Budget Specialist – Department – Grant (School Choice) roles to determine initial base budget line item amounts and funding allocations for certain types of grant funding using various grant funding allocation methods.

BPP Variation

Transaction / Task


custom

enhancement by fund / fund

group Determine Planned FTEs

Planning Specialist – Central Office,

Planning Specialist – Central Office – Grant,


custom

enhancement

Districtwide Funding Allocation and Base Budget Line Item Calculations


custom

enhancement by grant / grant

group Grant Funding Allocations and Base Line Item Calculations

Budget Specialist – Central Office – Grant,

Budget Specialist – Department – Grant (External Funding),

Budget Specialist – Department – Grant (Multilingual),

Budget Specialist – Department – Grant (Special Education),

Budget Specialist – Department – Grant (CATE),

Budget Specialist – Department – Grant (After School),

Budget Specialist – Department – Grant (School Choice)



Pain Points The District is experiencing the pain points described in Table 3.2-1 with respect to budget planning and projections. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 3.2-1 – Identified Pain Points for Budget Planning and Projections Requirement


SBP-REV-007




SBP-REV-006, SBP-LRP-001, SBP-LRP-008, SBP-CAP-007

Unable to use internal and external demographic information and projections to impact future planning.


Budgetary amounts and relevant critical demographic values that are recorded and managed in SAP SBP will be available for future projection purposes.









SBP-REV-007, SBP-REV-012, SBP-LRP-003, SBP-LRP-006, SBP-LRP-007, SBP-OPR-017, SBP-CAP-011, SBP-CAP-017


Addressed.


SBP-CAP-010


Not Addressed.



Addressed.




Table 3.2-1 – Identified Pain Points for Budget Planning and Projections Requirement



Not Addressed.





Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to budget planning and projections are described in Table 3.2-2.

Table 3.2-2 – Solution Gap Resolution for Budget Planning and Projections Type GAP ID Description Resolution Approach


Enhancement, Forms


District-specific budgeting and corresponding trend analysis information will require conversion of previous property tax information, transferring budgetary information for prior years from Funds Management, custom budgeting cubes including District-specific budget adjustment and corresponding justification information, as well as position and personnel expenditure planning information.

Enhancement, Forms,

Workflow GAP-023



External Process GAP-029

Historical information for previous (non-2012) bond programs is not available for transferring of unspent funds and forecasting of cash flows.




Table 3.2-2 – Solution Gap Resolution for Budget Planning and Projections Type GAP ID Description Resolution Approach


GAP-030




Enhancement, Forms

GAP-031



Reporting, Interface,

Enhancement, Forms


Most demographic information will continue to be maintained outside of SAP SBP. An interface with the District’s new student information system (HISDConnect) will be developed. Tax and certified enrollment information will need to be entered manually as interfaces to HCAD and PEIMS will not be possible.

Enhancement, Forms,

Workflow GAP-035

SAP SBP does not support forecasting on a monthly or quarterly basis.


Enhancement, Forms

GAP-038 SAP SBP will not automatically allocate funding using the District's allocation method.

The District has been using a per unit allocation method, but may use an FTE allocation method in the future.


Forms GAP-039




GAP-043



Reporting, Forms




Forms GAP-045




Forms GAP-047








Customizations that have been identified to address the gaps for budget planning and projections are described below.











Flexible Operating Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail) [SBP-RPT-037] used to perform detailed ad hoc analysis and



reporting of the District’s budgetary operating personnel expenditure planning FTEs and expenditure estimates.























Grant Funding Allocations and Base Line Item Calculations (SBP-ENH-013) used to determine initial base grant budget line item amounts and support flexible



allocation of grant funding to schools and departments based on various grant funding allocation methods.


Forms All custom forms included in section 1.5 (Manage Budgeting Forms) are necessary to support budgetary planning and projections.


Key Process Changes The following process changes will be required to support budget planning and projections:


Revised annual revenue estimates and relevant projection assumptions will need to be periodically entered/uploaded into SAP SBP (monthly or quarterly).


3.3 Process Budgetary Reporting Budgetary reporting includes processing of various reports related to District’s budgetary estimates, budgets, budgetary comparison and detailed personnel expenditure planning information.

Budgetary reporting will be developed by responsible staff using SAP ECC, the SAP Business Warehouse and/or the SAP BusinessObjects reporting tools. The District will continue to use SAP Funds Management and Grants Management-Grantee for budgetary reporting in ECC. To align budgetary reporting in ECC with budgetary reporting in SAP SBP, the District will need to restructure the ECC master data hierarchies or groups as described in section 1.1 – Manage Budgeting Structure.

The Process Budgetary Reporting activity includes the sub-activities, transactions / tasks and role-based authorizations described in detail below.

3.3.1 Run Budgetary Reports SAP SBP does not include any standard budgetary reporting. Authorized end-users will be able to run various custom flexible budgetary reports to meet the District’s budgetary reporting requirements.



BPP Variation

Transaction / Task



custom report Grant Information used to Facilitate Grant Budget Updates in GM-GTE


custom report Flexible Revenue Estimate and Forecasting Budgetary Analysis and Review (Summary)

Budget Analyst – Central Office – Revenue

custom report Flexible Revenue Estimate and Forecasting Budgetary Analysis and Review (Detail)


custom report

Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Summary)


custom report

Flexible Operating Budget Estimate and Forecasting Budgetary Analysis and Review (Detail)


custom report Flexible Grant Budget Estimate and Forecasting Budgetary Analysis and Review (Summary)

Budget Analyst – Central Office –Grant

custom report Flexible Grant Budget Estimate and Forecasting Budgetary Analysis and Review (Detail)

Budget Analyst – Central Office –Grant

custom report Flexible Capital Budget Estimate and Forecasting Budgetary Analysis and Review (Summary)


custom report Flexible Capital Budget Estimate and Forecasting Budgetary Analysis and Review (Detail)


custom report Reconciliation of Revised Budget Between FM, BI and SBP


3.3.2 Run Personnel Reports SAP SBP does not include any standard personnel planning reports. Authorized end-users will be able to run various custom flexible personnel planning reports to meet the District’s budgetary reporting requirements.

BPP Variation

Transaction / Task



custom report Reconciliation of Position Changes Between HCM and SBP


custom report

Flexible Operating Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary)




BPP Variation

Transaction / Task



custom report

Flexible Operating Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail)


custom report Flexible Grant Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary)

Budget Analyst – Central Office – Grant – Personnel

custom report Flexible Grant Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail)

Budget Analyst – Central Office – Grant – Personnel

custom report Flexible Capital Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary)

Budget Analyst – Central Office – Capital – Personnel

custom report Flexible Capital Budget Personnel Expenditure Planning Estimate Analysis and Review (Detail)

Budget Analyst – Central Office – Capital – Personnel

Pain Points The District is experiencing the pain points described in Table 3.3-1 with respect to processing budgetary reporting. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 3.3-1 – Identified Pain Points for Budgetary Reporting Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-REV-012, SBP-LRP-001, SBP-LRP-006, SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-001, SBP-OPR-013, SBP-OPR-018, SBP-CAP-001, SBP-CAP-004, SBP-CAP-017, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002








ID Pain Point Initial Impact of SAP SBP SBP-PEP-001, SBP-PEP-008, SBP-PEP-011, SBP-PEP-012, SBP-PEP-015, SBP-PEP-016, SBP-PEP-017, SBP-PEP-018, SBP-OPR-008, SBP-ORG-002, SBP-MGT-002


Addressed.


SBP-REV-012, SBP-LRP-006, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002





SBP-REV-004


Addressed.


SBP-REV-005

Unable to automatically integrate tax assessed valuation information from the Harris County Assessor (certified, uncertified and frozen) and uncollectible amounts.

Not Addressed.

An interface with the Harris County Assessor District system to automatically update SAP SBP with property tax-related information will not be possible.

SBP-REV-007




SBP-REV-004, SBP-REV-010, SBP-OPR-003, SBP-OPR-018, SBP-CAP-017, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002

Unable to perform trend analysis including completely documenting results and significant variations, including key demographic information (e.g., student enrollment changes).


Budgetary amounts and relevant critical demographic values that are recorded and managed in SAP SBP will be available for future trend analysis purposes.





SBP-LRP-001, SBP-LRP-008, SBP-CAP-007

Unable to use internal and external demographic information and projections to impact future planning.



SBP-REV-007, SBP-REV-008, SBP-LRP-005, SBP-OPR-023, SBP-CAP-018








SBP-LRP-001, SBP-PEP-010, SBP-PEP-012




SBP-PEP-014 Difficulty determining impacts of salary and benefit changes proposed by the board on a timely basis (Excel-based).

Addressed.


SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-001, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-MGT-001


Addressed.




Addressed.






SBP-OPR-023 Unable to link budgeted stipend amounts with district, department and campus goals.








Addressed.


SBP-REV-008, SBP-LRP-005, SBP-OPR-023, SBP-CAP-018





Not Addressed.



Not Addressed.






SBP-OPR-008 Unable to support internal department budget development including reorganizations (including multiple reiterations within a fiscal year).







SBP-OPR-009, SBP-OPR-014, SBP-CAP-003



Net new/reduced program service level changes will be managed using discreet decision packages to provide for increased visibility and management. Text for line item-level justifications will also be available. Capital program planning will not be managed using SBP.



Addressed.






Not Addressed.



Addressed.





SBP-CAP-010


Not Addressed.


SBP-CAP-010 The third-party system (ProLog) is manually reconciled to SAP information.

Not Addressed.

ProLog will continue to be used and require manual reconciliation to SAP.






Addressed.



Not Addressed.


SBP-CAP-013


Not Addressed.



Addressed.


SBP-CAP-014


Not Addressed.






Addressed.



Not Addressed.









SBP-CAP-009 Capital projects are partially funded using multiple bond issuances (tranches).


Bond proceeds will need to be allocated to each project in Funds Management; however, HISD will need to change the current process of issuing bonds to partially fund projects to address this issue completely.

Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to processing budgetary reporting activities are described in Table 3.3-2.

Table 3.3-1 – Solution Gap Resolution for Budgetary Reporting Type GAP ID Description Resolution Approach


Enhancement, Forms


District-specific budgeting and corresponding trend analysis information will require transferring budgetary information from Funds Management using custom extractors and reporting cubes including District-specific budget adjustment and corresponding justification information.











Forms GAP-012



Existing Process,

Reporting GAP-016



Process Change,

Reporting, Forms

GAP-024






Enhancement, Forms

GAP-031




Enhancement, Forms




SAP SBP will not be automatically updated for the codes and documentation used to justify budget adjustments in Funds Management.


Enhancement GAP-034 SAP SBP will not include District-specific budget versions and budget types used in Funds Management.





Reporting, Forms

GAP-039 SBP does not support specific District grant-related planning and budgeting.



Forms GAP-040



Reporting, Forms



Reporting, Forms




Forms GAP-045



Process Change,

Reporting, Forms

GAP-046 SAP SBP will not automatically record and allocate bond proceeds against capital projects.

Bonds are issued in tranches based on cash flow requirements. The District will need to allocate bond proceeds to each project in the SAP ERP system.


Forms GAP-047



Customizations that have been identified to address the gaps for processing budgetary reporting are described below.

















Enhanced ECC (HCM) to SBP Extractors (SBP-ENH-003) used to assign Funded Programs for Internal Orders and WBS Elements assigned to positions, utilize custom benefit deduction codes assigned to responsible employees, identify



substitute teachers to be excluded from PEP projections and identify hourly positions based on assigned work schedules.










Generate Funded Program Groups for Sponsored Programs (ERP) [ECC-ENH-015] used to automatically generate the proper funded program groups to be used for



grant budgeting and reporting instead of the sponsored programs only available in ECC.


Forms All custom forms included in section 1.5 (Manage Budgeting Forms) are necessary to support budgetary reporting.


Key Process Changes The following process changes will be required to support processing budgetary reporting:







To establish the beginning available budgetary resources required for budgetary reporting purposes, SAP Funds Management fund balance carryforward will need to be configured and processed in the SAP ERP system to segregate budgetary vs. non-budgetary amounts.



3.4 Publish Budget Publishing the budget includes the reporting and formatting required to create the District’s formal budget book.

The District will use SAP BI reporting to generate reports that will provide much of information that will be used in the budget book, but will continue to use the existing Microsoft Excel- and Word-based approach to compile and generate the final budget book. There are no standard-delivered reports available to support the District’s budget book, which will require custom development of these types of reports.

Table 3.4-1 includes the budget book reporting expected to be developed during the SAP SBP project and available for use by authorized Office of Budgeting and Financial Planning staff to develop the District’s formal budget book.

Table 3.4-1: Budget Book Reporting to be Developed with SAP SBP RICEFW ID Description Example

SBP-RPT-001 General Fund Budget to Actuals Comparison (prior year) Budget Book 001 - General Fund Budget to Actuals Comparison (prior year).pdf

SBP-RPT-002 Total Revenue Sources and Percentages for the General Fund Budget Book 002 - Total Revenue Sources and Percentages for the General Fund.pdf

SBP-RPT-003 Tax Roll Values for the Past 10 Years Budget Book 003 - Tax Roll Values for the Past 10 Years.pdf

SBP-RPT-004 General Fund Appropriations and Major Changes Budget Book 005 - General Fund Appropriations and Major Changes.pdf

SBP-RPT-005 General Fund Expenditure by Object Budget Book 006 - General Fund Expenditure by Object.pdf

SBP-RPT-006 General Fund Budget Distribution Budget Book 007 - General Fund Budget Distribution.pdf




SBP-RPT-007 Total Revenues Budget Book 008 - Total Revenues.pdf

SBP-RPT-008 Total Appropriations Budget Book 009 - Total Appropriations.pdf

SBP-RPT-009 Types of Positions and FTEs Budget Book 011 - Types of Positions and FTEs.pdf

SBP-RPT-010 Governmental and Proprietary Funds Selected Items Summary Budget Book 013 - Governmental and Proprietary Funds Selected Items Summary.pdf

SBP-RPT-011 Classifications of Fund Balances Budget Book 014 - Classifications of Fund Balances.pdf

SBP-RPT-012 Statement of Revenues, Expenditures and Changes in Fund Balances (budgeted) Budget Book 015 -

Statement of Revenues, Expenditures and Changes in Fund Balances (budgeted).pdf

SBP-RPT-013 Statement of Revenues, Expenditures and Changes in Fund Balances (projected) Budget Book 016 -

Statement of Revenues, Expenditures and Changes in Fund Balances (projected).pdf

SBP-RPT-014 Statement of Revenues, Expenses and Changes in Fund Net Assets (budgeted and projected) Budget Book 017 -

Statement of Revenues, Expenses and Changes in Fund Net Assets (budgeted and projected).pdf

SBP-RPT-015 Governmental Funds – Revenues by Source Budget Book 018 - Governmental Funds - Revenues by Source.pdf




SBP-RPT-016 Total Revenues by Fund Budget Book 019 - Total Revenues by Fund.pdf

SBP-RPT-017 Expenditures by Function and Major Object Budget Book 020 - Expenditures by Function and Major Object.pdf

SBP-RPT-018 Expenditures by Program Intent and Major Object Budget Book 021 - Expenditures by Program Intent and Major Object.pdf

SBP-RPT-019 Statement of Grant Resources Budget Book 022 - Statement of Grant Resources.pdf

SBP-RPT-020 Nutrition Services Statistics Budget Book 024 - Nutrition Services Statistics.pdf

SBP-RPT-021 General Fund Comparison of Revenues Budget Book 025 - General Fund Comparison of Revenues.pdf

SBP-RPT-022 Total Debt Outstanding Budget Book 029 - Total Debt Outstanding.pdf

SBP-RPT-023 Nutrition Services-Meals Budget Book 034 - Nutrition Services-Meals.pdf

SBP-RPT-024 Contracted School or Program Funding Budget Book 041 - Contracted School or Program Funding.pdf




SBP-RPT-025 Department Information Budget Book 042 - Department Information (sample).pdf

SBP-RPT-026 Districtwide Services Budget Book 043 - Districtwide Services.pdf

SBP-RPT-027 Available Program Funds Budget Book 046 - Available Program Funds.pdf

SBP-RPT-028 Revenue Sources – Capital Renovation Fund Budget Book 047 - Revenue Sources - Capital Renovation Fund.pdf

SBP-RPT-029 Expenditures – Capital Renovation Fund Budget Book 048 - Expenditures - Capital Renovation Fund.pdf

Table 3.4-2 includes the budget book information that will not be developed during the SAP SBP project. This information will continue to be managed outside of SAP SBP using the District’s Excel- and Word-based shadow systems.

Table 3.4-2: Budget Book Information Not Available with SAP SBP Description Example

Estimated Taxes on a Typical Home Budget Book 004 - Estimated Taxes on a Typical Home.pdf

Student Enrollment Budget Book 010 - Student Enrollment.pdf




School Information Budget Book 012 - School Information (sample).pdf

Valuation, Exemptions and Tax-Supported Debt Budget Book 023 - Valuation, Exemptions and Tax-Supported Debt.pdf

Proposed Tax Revenue Calculation Budget Book 026 - Proposed Tax Revenue Calculation.pdf

Distribution of Property Tax Rate-Last Ten Fiscal Years Budget Book 027 - Distribution of Property Tax Rate-Last Ten Fiscal Years.pdf

Property Tax Levies and Collections-Last Ten Fiscal Years Budget Book 028 - Property Tax Levies and Collections-Last Ten Fiscal Years.pdf

Principal Property Taxpayers-Current Year and Nine Years Ago Budget Book 030 - Principal Property Taxpayers-Current Year and Nine Years Ago.pdf

Selected Texas School Districts Over 50,000 Enrollment-Property Values, Wealth per Pupil Budget Book 031 -

Selected Texas School Districts Over 50,000 Enrollment-Property Values, Wealth per Pupil.pdf

Public School Formula Revenue and Recapture Budget Book 032 - Public School Formula Revenue and Recapture.pdf

Per Pupil Expenditures Budget Book 033 - Per Pupil Expenditures.pdf




Tax Rate and Teacher Salaries Budget Book 035 - Tax Rate and Teacher Salaries.pdf

Administrative Cost Ratios Budget Book 036 - Administrative Cost Ratios.pdf

Teacher and Staff Ratios Budget Book 037 - Teacher and Staff Ratios.pdf

Student Performance Budget Book 038 - Student Performance.pdf

Economic and Demographic Conditions Budget Book 039 - Economic and Demographic Conditions.pdf

Per Unit Allocation Budget Book 040 - Per Unit Allocation.pdf

Pay-As-You-Go Program Information Budget Book 044 - Pay-As-You-Go Program Information.pdf

Tax Increment Reinvestment Zone Information Budget Book 045 - Tax Increment Reinvestment Zone Information.pdf

Capital Renovation Fund – Impact on General Operating Budget Budget Book 049 - Capital Renovation Fund - Impact on General Operating Budget.pdf




Bond Program Information Budget Book 050 - Bond Program Information.pdf

Information Technology Capital Plan Budget Book 051 - Information Technology Capital Plan.pdf

Bond Program – Project Budget vs Commitment and Available Funds Budget Book 052 - Bond Program - Project Budget vs Commitment and Available Funds.pdf

Project Information Budget Book 053 - Project Information (sample).pdf

3.4.1 Run Budget Book Reports Authorized end-users will be able to run various custom reports to facilitate development of the District’s formal published budget.

BPP Variation

Transaction / Task


custom report General Fund Budget to Actuals Comparison (prior year)

Budget Analyst – Central Office,


custom report Total Revenue Sources and Percentages for the General Fund



custom report Tax Roll Values for the Past 10 Years



custom report General Fund Appropriations and Major Changes


custom report General Fund Expenditure by Object


custom report General Fund Budget Distribution Budget Analyst – Central Office



BPP Variation

Transaction / Task


custom report Total Revenues Budget Analyst – Central Office,


custom report Total Appropriations Budget Analyst – Central Office

custom report Types of Positions and FTEs Budget Analyst – Central Office,


custom report Governmental and Proprietary Funds Selected Items Summary


Budget Analyst – Central Office – Grant,

Budget Analyst – Central Office – Debt,


custom report Classifications of Fund Balances





custom report Statement of Revenues, Expenditures and Changes in Fund Balances (budgeted)




Budget Analyst – Central Office – Capital,


custom report Statement of Revenues, Expenditures and Changes in Fund Balances (projected)






custom report Statement of Revenues, Expenses and Changes in Fund Net Assets (budgeted and projected)





BPP Variation

Transaction / Task


custom report Governmental Funds – Revenues by Source




custom report Total Revenues by Fund






custom report Expenditures by Function and Major Object





custom report Expenditures by Program Intent and Major Object


custom report Statement of Grant Resources




custom report Nutrition Services Statistics Budget Analyst – Central Office,


custom report General Fund Comparison of Revenues



custom report Total Debt Outstanding



Budget Analyst – Central Office – Debt

custom report Nutrition Services-Meals Budget Analyst – Central Office,


custom report Contracted School or Program Funding




BPP Variation

Transaction / Task


custom report Department Information Budget Analyst – Central Office,


custom report Districtwide Services Budget Analyst – Central Office

custom report Available Program Funds Budget Analyst – Central Office,


custom report Revenue Sources – Capital Renovation Fund




custom report Expenditures – Capital Renovation Fund



Pain Points The District is experiencing the pain points described in Table 3.4-3 with respect to publishing the budget book. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 3.4-3 – Identified Pain Points for Publishing the Budget Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-REV-012, SBP-LRP-001, SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-OPR-001, SBP-OPR-018, SBP-CAP-001, SBP-CAP-017





SBP-PEP-001, SBP-PEP-008, SBP-PEP-009, SBP-PEP-018


Addressed.


SBP-PEP-009, SBP-OPR-018, SBP-ORG-001







Table 3.4-3 – Identified Pain Points for Publishing the Budget Requirement


SBP-PEP-001, SBP-PEP-009, SBP-PEP-010, SBP-OPR-001, SBP-OPR-018


Addressed.




Addressed.


SBP-CAP-014


Not Addressed.


Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to developing the District’s budget book are described in Table 3.4-4.

Table 3.4-4 – Solution Gap Resolution for Publishing the Budget Type GAP ID Description Resolution Approach







Enhancement, Forms


District-specific budgeting and corresponding trend analysis information will require conversion of previous property tax information, transferring budgetary information for prior years from Funds Management, custom budgeting cubes including District-specific budget adjustment and corresponding justification information, as well as position and personnel expenditure planning information.





Forms GAP-004




Forms GAP-012




Forms GAP-015


Substitute teacher positions need to be excluded from PEP projections, with the related FTEs managed against separate lump sum amounts.


GAP-022



Process Change,

Reporting, Forms

GAP-024




Enhancement, Forms

GAP-031




Enhancement, Forms











Forms GAP-040



Customizations that have been identified to address the gaps for publishing the budget are described below.

Reports The following custom reports (listed in Table 3.4-1 above including examples of each) are required:


Total Revenue Sources and Percentages for the General (SBP-RPT-002) used to compare the current General Fund adopted revenue budget with the adopted revenue budgets for the past three years.















Governmental Funds – Revenues by Source (SBP-RPT-015) used to summarize governmental fund budgeted revenues by major revenue source.




Statement of Grant Resources (SBP-RPT-019) used to summarize grant-related budgeted revenue and corresponding expenditure amounts for the base budget year by source and grant, with comparisons to prior year budget amounts.

Nutrition Services Statistics (SBP-RPT-020) used to summarize actual number of meals for the past five years.



General Fund Comparison of Revenues (SBP-RPT-021) used to summarize General Fund budgeted revenue for the base budget year by source and type, with comparisons to prior year budget amounts.


Nutrition Services-Meals (SBP-RPT-023) used to provide meal pricing for the base budget year and historical meal pricing for the past three years.

Contracted School or Program Funding (SBP-RPT-024) used to summarize budgeted expenditures for HISD schools or programs contracted with, and managed by, third-party external service providers.



Available Program Funds (SBP-RPT-027) used to summarize actual bond program beginning fund balance amounts by program.

Revenue Sources – Capital Renovation Fund (SBP-RPT-028) used to categorize actual Capital Renovation Fund revenues by type for the past five years.


Interfaces

None identified.














Enhanced SBP Reporting Cubes and Multi-Provider – Demographics and Performance Measurement Information (SBP-ENH-009) used to support



reporting using District-specific high-level demographic and performance measurement information.






Forms All custom forms included in section 1.5 (Manage Budgeting Forms) are necessary to support the custom reporting required for publishing the budget.


Key Process Changes The following process change will be required to support publishing the budget:




4 Perform Period-End Closing The Perform Period-End Closing sub-process within District’s integrated budgeting process includes managing the periodically-scheduled automated processes required to properly operate and integrate the District’s SAP systems to support budgeting activities. This includes managing on-going, daily, monthly, quarterly, calendar year-end and fiscal year-end budget-related activities.

4.1 Manage Period-End Closing Activities Budget-related period-end closing activities will be processed by responsible end-users, either manually or through standard SAP scheduled batch processing. This includes all transactions and processing required on an on-going or multiple times per day basis to validate that budget-related transactions have been processed correctly and on a timely basis.

Manage Period-End Closing Activities includes the sub-activities, transactions / tasks and role-based authorizations described in detail below.

4.1.1 – Manage Budgeting Stages The Stage Advancer task will be used by responsible end-users assigned to the Budget System Administrator – Central Office role adjust the stages relevant for budgeting forms to determine appropriate end-user access and/or record information entered in relevant forms.

BPP Variation

Transaction / Task


Stage Advancer Change Budgetary Stages Budget System Administrator

– Central Office

4.1.2 – Manage Batch Jobs Budget-related period-end closing activities will be processed by responsible end-users, either manually or through standard SAP scheduled batch processing.

Transactions SM36 (schedule batch jobs), SM37 (display all batch jobs) and SP01 [display spool requests (all jobs)] will be used by responsible end-users to manage period-end closing background processes.

Transactions SMX (display own batch job) and SP02 [display spool requests (own jobs)] will be used by responsible end-users to manage period-end closing background processes for which they are responsible.



BPP Variation

Transaction / Task



SM36 Schedule Batch Jobs



Accountant – Central Office – Debt,

Accountant – Central Office – Grant,

Budget System Administrator – Central Office,

Budget System Administrator – Central Office – Capital,

Budget System Administrator – Central Office – Grant,

Budget System Administrator – Central Office – Personnel,

Budget System Administrator – Central Office – Revenue

SM37 Display All Batch Jobs












BPP Variation

Transaction / Task



SMX Display Own Batch Jobs










SP01 Display Spool Requests (all jobs)












BPP Variation

Transaction / Task



SP02 Display Spool Requests (own jobs)










Pain Points The District is experiencing the pain point described in Table 4.1-1 with respect to managing period-end closing activities. This pain point is linked to the relevant District requirements and a determination has been made as to how it is expected to be impacted with the initial implementation of SAP SBP.

Table 4.1-1 – Identified Pain Points for Period-End Closing Requirement


SBP-REV-001, SBP-LRP-001, SBP-OPR-001, SBP-PEP-001, SBP-CAP-001





Resolution of Gaps None identified.

Customizations that have been identified to address the gaps for managing period-end closing activities are described below.






Enhancements None identified.



Key Process Changes The following process change will be required to support managing period-end closing activities:

All relevant budgeting period-end closing activities required to support budgeting and reporting using the SAP SBP solution will need to be closely managed and performed on a timely basis.

4.2 Manage Daily Closing Activities Manage Daily Closing Activities include all transactions and processes required daily to ensure that budget-related transactions have been processed and validated on a timely basis.

Periodic (batch) processing will be scheduled to automatically run BW extractors that will extract updated Funds Management master data and load this information into BW for budgetary reporting and into the SAP SBP data store for budgeting purposes.

Periodic (batch) processing will be scheduled to automatically run BW extractors that will extract updated legal appropriation adjustment, pre-encumbrance, encumbrance and actual information from Funds Management and load this information into BW for budgetary reporting.

Responsible end-users will be able to use transaction RSA1 (data warehouse workbench) to manage and, if required, process the daily extraction and updating of BW and the SAP SBP data store for required changes to the ECC budgetary master data and hierarchies / groups as described in section 1.1 – Manage Budgetary Structure.



Responsible end-users will be able to use transaction RSA1 (data warehouse workbench) to manage and, if required, process the daily extraction and updating of BW for required Funds Management legal appropriation adjustment, pre-encumbrance, encumbrance and actual information.

Pain Points There were no pain points identified for managing daily closing activities.

Resolution of Gaps There were no gaps identified for managing daily closing activities.

Manage Daily Closing Activities includes the sub-activities, transactions/tasks and role-based authorizations described in detail below.

4.2.1 – Perform Daily Close for SAP SBP Transaction RSA1 (data warehouse workbench) will be used by end-users assigned to the Accountant – Central Office – Budgetary, Accountant – Central Office – Capital, Accountant – Central Office – Grant and/or Budget System Administrator – Central Office roles to manage BW during the SAP daily closing process.

SAP BW and SAP SBP will be updated for changes made to the ECC budgetary master data and relevant master data hierarchies/groups.

SAP BW will be updated for pre-encumbrances and encumbrances (commitments) and actual amounts extracted from Funds Management.

SAP BW will be updated for legal appropriation adjustments extracted from Funds Management.

BPP Variation Transaction / Task



Funds RSA1 Data Warehouse Workbench



Budget Periods RSA1 Data Warehouse Workbench



Funds Centers RSA1 Data Warehouse Workbench





BPP Variation Transaction

/ Task Additional


Commitment Items

RSA1 Data Warehouse Workbench



Functional Areas RSA1 Data Warehouse Workbench



Grants RSA1 Data Warehouse Workbench



Funded Programs






Commitments / Actuals

(reporting) RSA1 Data Warehouse Workbench



Legal Appropriation Adjustments (reporting)




Pain Points The District is experiencing the pain points described in Table 4.2-1 with respect to managing daily closing activities. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 4.2-1 – Identified Pain Points for Daily Closing Requirement

ID Pain Point Initial Impact of SAP SBP SBP-REV-001, SBP-LRP-001, SBP-OPR-001, SBP-OPR-018, SBP-PEP-001, SBP-CAP-001, SBP-CAP-017, SBP-ORG-001







Table 4.2-1 – Identified Pain Points for Daily Closing Requirement











Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing daily closing activities are described in Table 4.2-2.

Table 4.2-2 – Solution Gap Resolution for Daily Closing Type GAP ID Description Resolution Approach

Enhancement GAP-003 SAP SBP does not include District-specific budgeting and trend analysis information and reporting.

District-specific budgeting and corresponding trend analysis information will require transferring budgetary information from Funds Management using custom extractors and reporting cubes including District-specific budget adjustment and corresponding justification information.












Table 4.2-2 – Solution Gap Resolution for Daily Closing Type GAP ID Description Resolution Approach






Customizations that have been identified to address the gaps for managing daily closing activities are described below.











Key Process Changes The following process change will be required to support managing daily closing activities:


4.3 Manage Month-End Closing Activities Manage Month-End Closing Activities provides for synchronizing and reconciling budgetary information during month-end closing.

Manage Month-End Closing Activities includes the sub-activities, transactions/tasks and role-based authorizations described in detail below.

4.3.1 – Perform Month-End Close for SAP SBP Transaction RSA1 (data warehouse workbench) will be used by end-users assigned to the Accountant – Central Office – Budgetary and/or Budget System Administrator – Central Office roles to manage BW during the SAP month-end closing process, with enhanced extractors to supplement SAP SBP based on information extracted from Funds Management including assigning the Budget Period to the Generic Dimension1 field, justification information for budget adjustments and several types of budget including one-time budget amounts.

SAP SBP will be updated for final monthly pre-encumbrances and encumbrances (commitments) and actual amounts extracted from Funds Management.

SAP SBP will be updated for final monthly legal appropriation adjustments including justification information extracted from Funds Management.

The custom HISDConnect Enrollment Interface will be used by end-users assigned to the Budget Specialist – Central Office and/or Budget System Administrator – Central Office roles to automatically update SAP SBP for student enrollment information from the District’s student information system to support trend analysis and reporting of student enrollment information.


/ Task Additional


Commitments / Actuals RSA1 Data Warehouse Workbench



Legal Appropriation Adjustments







/ Task Additional


custom

interface HISDConnect Enrollment Interface

Budget Specialist – Central Office,


Pain Points The District is experiencing the pain points described in Table 4.3-1 with respect to managing month-end closing activities. These pain points are linked to the relevant District requirements and a determination has been made as to how each of these pain points is expected to be impacted with the initial implementation of SAP SBP.

Table 4.3-1 – Identified Pain Points for Month-End Closing Requirement


SBP-REV-001, SBP-LRP-001, SBP-OPR-001, SBP-OPR-018, SBP-CAP-001, SBP-CAP-017, SBP-ORG-001





SBP-REV-012, SBP-LRP-006, SBP-PEP-009, SBP-PEP-010, SBP-PEP-012, SBP-OPR-013, SBP-OPR-018, SBP-ORG-001, SBP-ORG-002, SBP-MGT-001, SBP-MGT-002





SBP-REV-004


Addressed.


SBP-REV-004

Unable to perform trend analysis including completely documenting results and significant variations, including key demographic information (e.g., student enrollment changes).


Budgetary amounts and relevant critical demographic values that are recorded and managed in SAP SBP will be available for future trend analysis purposes.

SBP-REV-004 Unable to use internal and external demographic information and projections to impact future planning.





Table 4.3-1 – Identified Pain Points for Month-End Closing Requirement






Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing month-end closing activities are described in Table 4.3-2.

Table 4.3-2 – Solution Gap Resolution for Month-End Closing Type GAP ID Description Resolution Approach

Enhancement GAP-003 SAP SBP does not include District-specific budgeting and trend analysis information and reporting.

District-specific budgeting and corresponding trend analysis information will require transferring budgetary information from Funds Management using custom extractors and budgeting cubes including District-specific budget adjustment and corresponding justification information.






GAP-030








Table 4.3-2 – Solution Gap Resolution for Month-End Closing Type GAP ID Description Resolution Approach






Customizations that have been identified to address the gaps for managing month-end closing activities are described below.












Key Process Changes The following process change should be considered to support managing month-end closing activities:


4.4 Manage Quarter-End Closing Activities The Houston Independent School District does not manage any budgetary quarter-end closing activities.

4.5 Manage Calendar Year-End Closing Activities The Houston Independent School District does not manage any budgetary calendar year-end closing activities.

4.6 Manage Fiscal Year-End Closing Activities Manage Fiscal Year-End Closing Activities provides for synchronizing and reconciling budgetary information during fiscal year-end closing.

Manage Fiscal Year-End Closing Activities activity includes the sub-activities, transactions / tasks and role-based authorizations described in detail below.

4.6.1 – Perform Fiscal Year-End Close for SAP SBP Transaction RSA1 (data warehouse workbench) will be used by end-users assigned to the Accountant – Central Office – Capital, Accountant – Central Office – Debt, Accountant – Central Office – Budgetary and/or Budget System Administrator – Central Office roles to manage BW including retracting the legally-adopted budget from SAP BW/SAP SBP (using enhancement extractors), updating budget version 10 (capital budget) and version 90 (operating budget) in Funds Management. These budget versions will then be copied to version 0 (consumable budget) in Funds Management.

The custom Reconciliation of Position Changes Between HCM and SBP report will be used by end-users assigned to the Budget Analyst – Central Office – Personnel role to compare position information in SAP SBP with position information in HCM and identify differences to facilitate updating of HCM with position changes approved with the base budget.

The custom Grant Information used to Facilitate Grant Budget Updates in GM-GTE report will be used by end-users assigned to the Budget Analyst – Central Office – Grant role to compare



position information in SAP SBP with position information in HCM and identify differences to facilitate updating of HCM with position changes approved with the base budget.

The custom Public Education Information Management System (PEIMS) Budgetary Interface Mapping Table will be used by end-users assigned to the Budget Specialist – Central Office and/or Budget System Administrator – Central Office roles to map data to support the interface to automatically submit budgetary information to the State of Texas Education Agency (TEA).

The custom Public Education Information Management System (PEIMS) Budgetary Interface will be used by end-users assigned to the Budget Specialist – Central Office and/or Budget System Administrator – Central Office roles to automatically submit budgetary information to the State of Texas Education Agency (TEA).


/ Task Additional


Adopted Capital Budget – Funds Management




Adopted Debt Service Budget –

Funds Management




Adopted Non-Grant, Non-Debt Operating Budget

– Funds Management




custom report Reconciliation of Position Changes Between HCM and SBP


custom report Grant Information used to Facilitate Grant Budget Updates in GM-GTE


custom

enhancement

Public Education Information Management System (PEIMS) Budgetary Interface Mapping Table



custom interface

Public Education Information Management System (PEIMS) Budgetary Interface



Pain Points The District is experiencing the pain point described in Table 4.6-1 with respect to managing fiscal year-end closing activities. This pain point is linked to the relevant District requirements



and a determination has been made as to how it is expected to be impacted with the initial implementation of SAP SBP.

Table 4.6-1 – Identified Pain Points for Fiscal Year-End Closing

Requirement ID Pain Point Initial Impact of SAP SBP

SBP-OPR-008 Central budget office is required to manually calculate and input changes to position information.



Resolution of Gaps SAP SBP solution gaps and approaches for resolution with respect to managing fiscal year-end closing activities are described in Table 4.6-2.

Table 4.6-2 – Solution Gap Resolution for Fiscal Year-End Closing Type GAP ID Description Resolution Approach


Retractors will need to be enhanced to map and transform the Budget Period field with the user-defined budgeting dimension (Generic Dimension1).







Existing Process,

Reporting GAP-016





Table 4.6-2 – Solution Gap Resolution for Fiscal Year-End Closing Type GAP ID Description Resolution Approach


GAP-036


An automated interface will be developed, which will require a different mapping table than the PEIMS accounting information interface.

Customizations that have been identified to address the gaps for managing fiscal year-end closing activities are described below.









Public Education Information Management System (PEIMS) Budgetary Interface Mapping Table (ECC-ENH-011) used to map data to support the interface to



automatically submit budgetary information to the State of Texas Education Agency (TEA).



Key Process Changes The following process change should be considered to support managing fiscal year-end closing activities:

Grants Management – Grantee integration with Funds Management should be changed so that grant-related budget is created first in Funds Management and subsequently allocated to specific grants in Grants Management – Grantee. This would allow higher-level grant-related budget to be retracted into Funds Management.

Major Business Processes This section provides detailed information about each of the following major SAP SBP Business processes:

SAP SBP Business Process Perform Operating Budgeting 2.2.01 Perform Operating Budget Planning – Departments 2.2.02 Perform Operating Budget Planning – Schools 2.2.03 Perform Operating Budgeting – Departments 2.2.04 Perform Operating Budgeting – Schools 2.2.05 Process Changes to Base Operating Budget Services – Departments 2.2.06 Process Operating Budget Transfers and Reorganizations 2.2.07 Perform Grant Budget Planning – Departments 2.2.08 Perform Grant Budget Planning – Schools 2.2.09 Perform Grant Budgeting – Title I, Part A – Departments 2.2.10 Perform Grant Budgeting – Title I, Part A – Schools 2.2.11 Perform Grant Budgeting – Title I, Part C (migrant) 2.2.12 Perform Grant Budgeting – Title I, Part D 2.2.13 Perform Grant Budgeting – Title II, Part A 2.2.14 Process Changes to Base Grant Funding – Title II, Part A 2.2.15 Perform Grant Budgeting – Title III, Part A (LEP) – Departments



SAP SBP Business Process 2.2.16 Perform Grant Budgeting – Title III, Part A (LEP) – Schools 2.2.17 Perform Grant Budgeting – Title III (immigrant) 2.2.18 Perform Grant Budgeting – Title IV 2.2.19 Process Changes to Base Grant Funding – Title IV – Departments 2.2.20 Process Changes to Base Grant Funding – Title IV – Schools 2.2.21 Perform Grant Budgeting – Special Education 2.2.22 Perform Grant Budgeting – Shared Services 2.2.23 Perform Grant Budgeting – Carl Perkins 2.2.24 Process Changes to Base Grant Funding – Carl Perkins 2.2.25 Perform Grant Budgeting – 21st Century 2.2.26 Perform Grant Budgeting – Magnet Student Achievement Program (MSAP) – Departments 2.2.27 Perform Grant Budgeting – Magnet Student Achievement Program (MSAP) – Schools 2.2.28 Perform Grant Budgeting – Texas Title I Priority Schools (TTIPS) 2.2.29 Perform Grant Budgeting – Available Fund Balance – Departments 2.2.30 Perform Grant Budgeting – Available Fund Balance – Schools 2.2.31 Perform Grant Budgeting – Flow Through Funding 2.2.32 Perform Grant Budgeting – Miscellaneous Grants – Departments 2.2.33 Perform Grant Budgeting – Miscellaneous Grants – Schools 2.2.34 Process Changes to Base Operating Budget Services – Schools Perform Capital Budgeting (including related operating budget impacts) 2.3.1 Perform Capital Budget Planning 2.3.2 Perform Capital Budgeting – Bond Program Administration 2.3.3 Perform Capital Budgeting – Debt 2.3.4 Perform Capital Budgeting – Cash Flow 2.3.5 Perform Capital Budgeting – Mid-Year Reconciliation 2.3.6 Perform Capital Budgeting – Project Closure



2.2.01 – Perform Operating Budget Planning – Departments

Business Process Overview This describes how departments will document and submit mission statements, department descriptions and text-based goals/objectives in SAP SBP, as well plan FTEs by classification groupings for positions funded by non-grant operating funding.

Assumptions Planned FTEs will be determined centrally by the Budgeting and Financial Planning Department for further updating by departments to support planned vs. actual FTE comparison and analysis.

Multi-year forecasting will be supported through the ability to determine and record planned FTEs for three additional future years.



Flowchart

2.2.01 – Perform Operating Budget Planning -Departments




Budget Manager –Department

Planning Specialist –Department


Automated System Processes


SBP Operating Planning Form[O030 – Central Allocation]

Establish Initial FTEsCentral FTE Planning

Start

SBP Operating Planning Form[O031 – Central Review]

Review/ApproveCentral FTE Planning


Advance StageCentral FTE Planning


Upload/Enter FTEsCentral FTE Planning

Determine

Initial FTEs

SBP Operating Planning Form[O032 – Central Release]


SBP Operating Planning Form[O063 – Department Update]

Upload/Enter PlanningDepartment Mission, Text-Based

Goals and Planned FTEs

Revise Planned FTEs?

No

Yes

SBP Operating Planning Form[O065 – Department Review]

Advance StageDepartment Mission, Text-Based

Goals and Planned FTEs SBP Operating Planning Form[O065 – Department Review]

Review / ApproveDepartment Mission, Text-

Based Goals and Planned FTEs


Upload/Enter PlanningDepartment Mission, Text-Based


Revise Planning?

SBP Operating Planning Form[O069 – Department Final]

Advance StageDepartment Mission, Text-


No

SBP Operating Planning Form[O075 – Budget Review]

Advance StageDepartment Mission, Text-


Yes

SBP Operating Planning Form[All Stages]

DisplayCentral FTE Planning

SBP Operating Planning Form[All Central Stages]

DisplayDepartment Mission, Text-Based Goals and Planned

FTEs


DisplayDepartment Mission, Text-



ReviewDepartment Mission, Text-


A



of 573

Flowchart (continued)

2.2.01 – Perform Operating Budget Planning -Departments

Budget Analyst –Central Office





Review/ApproveDepartment Mission, Text-Based Goals and Planned

FTEs

Revise Planning?

SBP Operating Planning Form[O075 – Budget Review]Upload/Enter Planning

Department Mission, Text-Based Goals and Planned

FTEs

Yes

No

SBP Operating Planning Form[O079 – Budget Final]

Advance StageDepartment Mission, Text-Based Goals and Planned

FTEs

End


DisplayDepartment Mission, Text-Based Goals and Planned

FTEs


DisplayDepartment Mission, Text-


A



Step-by-Step Process

Initial FTE Estimates 1. The initial FTE estimates for the operating budget (not funded by grants) will be determined by

the custom planned FTEs enhancement and included in the Operating Form – Central – Planning form using stage O030 (Central Allocation) by the responsible employees assigned to the Planning Specialist – Central Office role.

2. When the initial operating budget FTE estimates are finalized and ready for review, the responsible employees assigned to the Planning Specialist – Central Office role will advance the form stage to O031 (Central Review).

3. The initial operating budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the initial operating budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office role.

b. When the initial FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O032 (Central Release).

Department FTE Estimates 4. Departmental mission statements, descriptions, text-based goals/objectives and operating

budget FTE estimates will be updated using the Operating Form – Department – Planning form using stage O063 (Department Update) by responsible employees assigned to the Planning Specialist – Department role.

5. When the department mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are finalized and ready for department review, the responsible employees assigned to the Planning Specialist – Department role will advance the form stage to O065 (Department Review).

6. The mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates will be reviewed by responsible employees assigned to the Budget Manager – Department and Budget Manager – Department – Chief roles:

a. If revisions to the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Department role.

b. When the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are finalized and approved, the responsible employees assigned to the Budget Manager – Department role will advance the form stage to O069 (Department Final).

c. When the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are ready for central review, the responsible employees assigned to



the Budget Manager – Department role will advance the form stage to O075 (Budget Review).

7. The mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office role.

b. When the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).

Display, Analysis and Reporting 8. Initial operating budget FTE estimates centrally determined and managed will be available for

display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

9. Mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates updated and submitted by departments will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department role.

10. Departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

Roles The following roles will be used to enforce segregation of duties by restricting access to, and updating of, information:

Planning Specialist – Central Office role can establish and update initial operating budget FTE estimates, as well as enter (or upload) and make changes to departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates during central review stages.

Budget Manager – Central Office role can review, approve and release initial operating budget FTE estimates, as well as review and approve departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates and advance forms to establish the final mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Budget Analyst – Central Office role can display all initial operating budget FTE form information, as well as departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates submitted and managed during the central review stages.



Planning Specialist – Department role can enter (or upload) and make changes to departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates prior to central review, as well as advance the departmental form for department review and approval.

Budget Manager – Department role can review and approve the departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates, as well as advance the departmental form for the final departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates and for initial central review and approval.

Budget Manager – Department – Chief role can review the departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Budget Analyst – Department role can display departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates during all stages.

SBP Solution 1. Design

The Operating Form – Central – Planning form design will be used to establish the initial operating budget FTE estimates and includes the following:

Master Data Combo Edit The following master data will be used to restrict information available in the form:

Fund Hierarchy Funds Center Hierarchy Commitment Item Hierarchy

Display Only The following information will be displayed:

FTE Planning Prior Year Planned FTEs

Position Information (by classification groupings) Current Year Actual FTEs

Allocated The following information will be automatically determined by the custom planned FTEs enhancement

Allocated FTEs Next Year Allocated FTEs



FTE Planning Next Year Planned FTEs Next Year + 1 Planned FTEs (automatically projected) Next Year + 2 Planned FTEs (automatically projected) Next Year + 3 Planned FTEs (automatically projected)

Updated / Uploaded The following information will be updated or uploaded from Excel spreadsheet:


FTE Planning Next Year Planned FTEs Next Year + 1 Planned FTEs Next Year + 2 Planned FTEs Next Year + 3 Planned FTEs

Stages The following form stages will be used to record, manage and report information:

O030 (Central Allocation) – Initial future year operating budget FTE estimates determined by the custom planned FTEs enhancement with manual adjustments, if required.

O031 (Central Review) – Central review and final adjustment of the initial future year operating budget FTE estimates.

O032 (Central Release) – Final initial future year operating budget FTE estimates available for updating by departments.

The Operating Form – Department – Planning form design will include the following:











Performance Measurement Mission Statement Department Description Text-Based Departmental Goals Relevant Districtwide Goals Relevant Board Goals Relevant Program Priorities


O063 (Department Update) – Initial update of department mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.

O065 (Department Review) – Department review and final adjustment of department mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.

O069 (Department Final) – Final department mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates pending central review.

O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the department mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.

O079 (Budget Final) – Final department mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.



2. Customizations (RICEFW)




















Workflows The following configured workflows are required:


Upon advancement of an Operating Form – Central – Planning form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Department role to begin the updating of departmental mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.


Upon advancement of an Operating Form – Department – Planning form from stage O069 (Department Final) to stage O075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office role to review the departmental



mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

3. Open Issues

Issue Description Status

None identified.



2.2.02 – Perform Operating Budget Planning – Schools

Business Process Overview This describes how schools will document and submit mission statements, school descriptions and text-based goals/objectives in SAP SBP, as well plan FTEs by classification grouping for positions funded by non-grant operating funding.

Assumptions Planned FTEs will be determined centrally by the Budgeting and Financial Planning Department for further updating by schools for planned vs. actual FTE comparison and analysis.




Flowchart

2.2.02 – Perform Operating Budget Planning -Schools



Budget Manager –Campus (School Support)

Planning Specialist –Campus




SBP Operating Planning Form[O030 – Central Allocation]


Start







Determine

Initial FTEs

SBP Operating Planning Form[O032 – Central Release]


SBP Operating Planning Form[O053 – School Update]Upload/Enter Planning

School Mission, Text-Based Goals and Planned FTEs


No

Yes

SBP Operating Planning Form[O055 – School Review]

Advance StageSchool Mission, Text-Based


SBP Operating Planning Form[O055 – School Review]

Review / ApproveSchool Mission, Text-Based


SBP Operating Planning Form[O055 – School Review]Upload/Enter Planning

School Mission, Text-Based Goals and Planned FTEs

Revise Planning?

SBP Operating Planning Form[O059 – School Final]



No




Yes




DisplaySchool Mission, Text-Based





A



of 573


2.2.02 – Perform Operating Budget Planning -Schools






Review/ApproveSchool Mission, Text-Based


Revise Planning?


Upload/Enter FTEsSchool Mission, Text-Based


Yes

No

SBP Operating Planning Form[O079 – Budget Final]



End







A



of 573


Initial FTE Estimates 1. The initial FTE estimates for the operating budget (not funded by grants) will be determined by

the custom planned FTEs enhancement and included in the Operating Form – Central – Planning form using stage O030 (Central Allocation) by the responsible employees assigned to the Planning Specialist – Central Office role.

2. When the initial operating budget FTE estimates are finalized and ready for review, the responsible employees assigned to the Planning Specialist – Central Office role will advance the form stage to O031 (Central Review).

3. The initial operating budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the initial operating budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office role.

b. When the initial FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O032 (Central Release).

School FTE Estimates 4. School mission statements, descriptions, text-based goals/objectives and operating budget FTE

estimates will be updated using the Operating Form – School – Planning form using stage O053 (School Update) by responsible employees assigned to the Planning Specialist – Campus role.

5. When the school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are finalized and ready for school review, the responsible employees assigned to the Planning Specialist – Campus role will advance the form stage to O055 (School Review).

6. The mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates will be reviewed by responsible employees assigned to the Budget Manager – Campus (School Support) role:

a. If revisions to the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Campus role.

b. When the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are finalized and approved, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to O059 (Department Final).

c. When the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are ready for central review, the responsible employees assigned to



of 573

the Budget Manager – Campus (School Support) role will advance the form stage to O075 (Budget Review).

7. The mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office role.

b. When the mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).

Display, Analysis and Reporting 8. Initial operating budget FTE estimates centrally determined and managed will be available for

display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

9. Mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates updated and submitted by schools will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Campus role.

10. School mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.


Planning Specialist – Central Office role can establish and update initial operating budget FTE estimates, as well as enter (or upload) and make changes to school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates during central review stages.

Budget Manager – Central Office role can review, approve and release initial operating budget FTE estimates, as well as review and approve school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates and advance forms to establish the final mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.

Budget Analyst – Central Office role can display all initial operating budget FTE form information, as well as school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates submitted and managed during the central review stages.



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Planning Specialist – Campus role can enter (or upload) and make changes to school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates prior to central review, as well as advance the school form for school review and approval.

Budget Manager – Campus (School Support) role can review and approve the school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates, as well as advance the school form for the final school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates and for initial central review and approval.

Budget Analyst – Campus role can display school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates during all stages.


The Operating Form – Central – Planning form design will be used to establish the initial operating budget FTE estimates and includes the following:








FTE Planning Next Year Planned FTEs Next Year + 1 Planned FTEs (automatically projected) Next Year + 2 Planned FTEs (automatically projected)



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Next Year + 3 Planned FTEs (automatically projected)





O030 (Central Allocation) – Initial future year operating budget FTE estimates determined by the custom planned FTEs enhancement with manual adjustments, if required.

O031 (Central Review) – Central review and final adjustment of the initial future year operating budget FTE estimates.

O032 (Central Release) – Final initial future year operating budget FTE estimates available for updating by schools.

The Operating Form – School – Planning form design will include the following:









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Performance Measurement Mission Statement School Description Text-Based School Goals Relevant Districtwide Goals Relevant Board Goals Relevant Program Priorities


O053 (School Update) – Initial update of school mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.

O055 (School Review) – Office of School Support review and final adjustment of school mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.

O059 (School Final) – Final school mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates pending central review.

O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the school mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.

O079 (Budget Final) – Final school mission statements, descriptions and text-based goals/objectives, as well as future year operating budget FTE estimates.



Flexible Operating Budget Personnel Expenditure Planning Estimate Analysis and Review (Summary) [SBP-RPT-036] used to perform summary ad hoc analysis and reporting of the



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District’s budgetary operating personnel expenditure planning FTEs and expenditure estimates.














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Upon advancement of an Operating Form – Central – Planning form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Campus role to begin the updating of school mission statements, descriptions, text-based goals/objectives and operating budget FTE estimates.



3. Open Issues


None identified.



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2.2.03 – Perform Operating Budgeting – Departments

Business Process Overview This describes how baseline budget requests for department expenditures charged to non-grant operating funding will be managed in SAP SBP.

Assumptions Initial baseline non-grant operating budget amounts will be determined centrally by the Budgeting and Financial Planning Department for further updating by departments.

Department non-grant operating budget forms will not include the requirement to balance budgeted amounts with the budget allocation.

All Cabinet and Board budget review processes will be managed centrally by the Budgeting and Financial Planning Department.

Separate forms used to display and update position information have been included in the overall District SBP design and may be required if the standard SBP position tab results in performance issues when position information is updated through the budgeting form.

An additional form for direct position updating has been included in the overall District SBP design and may be required if key information (e.g., cost distribution) is not available for updating using the standard SBP position tab results.

Where possible, multi-year forecasting will be supported using high-level multi-year projection inflationary rates as described in section 1.3.3 – Manage Other Parameters, as well as the ability for end-users to record the amounts projected for three additional future years.



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Flowchart

2.2.03 – Perform Operating Budgeting -Departments




Personnel


SBP Operating Budget Form[O030 – Central Allocation]

Establish Initial BudgetOverall Operating Budget

Start

SBP Operating Budget Form[O031 – Central Review]

Review/ApproveOverall Operating Budget


Advance StageOverall Operating Budget


Upload/EnterOverall Operating Budget

SBP Operating Budget Form[O032 – Central Release]


Revise Allocation?

No

Yes

A

SBP Operating Budget Form[All Stages]

DisplayOverall Operating Budget

Run Projection ScenariosPerform Personnel

Projections

EnhancementDistrictwide Funding Allocation and Base

Budget Line Item Calculations

SBP Operating Budget Form[O019 – Base Estimate]

Establish Initial BaseInitial Operating Base Budget




Advance StageInitial Operating Base Budget


Review/ApproveInitial Operating Base Budget

Revise Positions?


Upload/EnterInitial Operating Base Budget




Projections

Revise Estimate?

Position MaintenanceMaintain Positions

No

Yes

Yes

No


DisplayInitial Operating Base Budget



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Budget Analyst – Department – Personnel



Budget Specialist – DepartmentAutomated

System Processes

Recalculate Personnel

Expenditures

SBP Operating Budget Form[O063 – Department Update]

Upload/EnterDepartment Operating Budget

Revise Positions?

SBP Operating Budget Form[O065 – Department Review]

Advance StageDepartment Operating Budget

NoSBP Operating Budget Form[O065 – Department Review]

Review / ApproveDepartment Operating Budget

Revise Positions?



Yes

SBP Operating Budget Forms[O063 – Department Update]

UpdateDepartment Operating Budget

PEP Information

Direct PEP Update?

No

Yes

No

Revise Estimate?

SBP Operating Budget Form[O069 – Department Final]


No

Yes

Direct PEP Update?

Yes

Yes

SBP Operating Budget Forms[O065 – Department Review]

UpdateDepartment Operating Budget

PEP Information

No

SBP Operating Budget Form[O075 – Budget Review]


B

A

SBP Operating Budget Form[All Central Stages]

DisplayDepartment Operating Budget



SBP Operating Budget Forms[All Stages]


PEP Information

C

D


ReviewDepartment Operating Budget






Budget Manager –Department – Personnel

(Human Resources)

Budget Analyst – Central Office –

Personnel

Budget Analyst – Department –

Personnel


Personnel

Budget Manager – Central Office –

Personnel


Budget Specialist – Department –

Personnel

SBP Operating PEP FormEnter

Department Direct Operating Position Update

Revise Position?Yes

No

C

SBP Operating PEP FormDisplay




D


SBP Operating PEP FormWorkflow Notification









Projections

Enhancement Immediate PEP

Projections



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Budget Analyst –Department



PersonnelBudget Manager – Central Office


Review/ApproveDepartment Operating Budget

Revise Estimate?

No

Revise Positions?




Yes

Yes No

SBP Operating Budget Form[O079 – Budget Final]


SBP Operating Budget Form[O085 – Cabinet Review]



Revise Estimate?

SBP Operating Budget Form[O089 – Cabinet Final]


Revise Positions?



SBP Operating Budget Form[O095 – Board Review]


NoYes

Yes

No

SBP Operating Budget Form[O099 – Board Final]


Revise Positions?




Revise Estimate?

SBP Operating Budget Form[O999 – Board Adopt]


No

Yes

Yes

No





End

BSBP Operating Budget Form

[All Stages]Display

Department Operating Budget




Projections


Projections


Projections




Initial Estimate 1. Operating budget personnel expenditure amounts (not funded by grants) will be updated by a

personnel expenditure projection processed by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

2. Initial amounts will be determined using the districtwide funding allocation and base budget line item calculations enhancement by the responsible employees assigned to the Budget Specialist – Central Office role.

3. The initial overall operating budget line item amounts will be included in the Operating Form – Central – Initial Base – Line Item form using stage O019 (Base Estimate) by the responsible employees assigned to the Budget Specialist – Central Office role.

a. Changes to positions, if required, will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

i. Personnel expenditure amounts will be updated for direct position updates by a personnel expenditure projection processed by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

4. When the initial overall operating budget line item amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office role will advance the form stage to O031 (Central Review).

5. The initial overall operating budget line item amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the initial overall operating budget line item amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.

b. When the initial overall operating budget line item amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O032 (Central Release).

Initial Allocation 6. Allocated operating budget amounts will be determined using the districtwide funding allocation

and base budget line item calculations enhancement by the responsible employees assigned to the Budget Specialist – Central Office role.

7. The overall allocated operating budget amounts will be included in the Operating Form – Central – Initial Base – Allocation form using stage O030 (Central Allocation) by the responsible employees assigned to the Budget Specialist – Central Office role.

8. When the overall allocated operating budget amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office role will advance the form stage to O031 (Central Review).



9. The overall allocated operating budget amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the overall allocated operating budget amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.

b. When the overall allocated operating budget amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O032 (Central Release).

Base Estimate 10. Departmental operating budget estimates will be updated using the Operating Form –

Department – Base Submission – Line Item form using stage O063 (Department Update) by responsible employees assigned to the Budget Specialist – Department role.

11. Changes to departmental position information for operating budget estimates will also be updated by responsible employees:

a. If position information can be changed using the budget form, position changes will be made by the responsible employees assigned to the Budget Specialist – Department role, with automatic updating of personnel expenditure amounts performed approximately every 10 minutes.

b. If position information cannot be changed using the budget form, direct position updates will be made using the Operating Form – Department – Base Submission – PEP – Position Update form by the responsible employees assigned to the Budget Specialist – Department – Personnel role.

i. Electronic notification of the position changes made will be sent to the responsible employees assigned to the Budget Manager – Department, Budget Manager – Department – Personnel (Human Resources), Budget Specialist – Central Office – Personnel and Budget Manager – Central Office – Personnel roles.

1) Personnel expenditure amounts will be automatically updated for direct position changes using a custom enhancement.

ii. Revisions, if any, to direct position updates performed by departments will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

1) Personnel expenditure amounts will be updated for position revisions by a personnel expenditure projection processed by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

12. When the base budget estimate is finalized and ready for department review, the responsible employees assigned to the Budget Specialist – Department role will advance the form stage to O065 (Department Review).



13. The base budget estimate will be reviewed by responsible employees assigned to the Budget Manager – Department and Budget Manager – Department – Chief roles:

a. If revisions to the base budget estimate are required, changes will be made by the responsible employees assigned to the Budget Specialist – Department role.

i. If position information can be changed using the budget form, position changes will be made by the responsible employees assigned to the Budget Specialist – Department role, with automatic updating of personnel expenditure amounts performed approximately every 10 minutes.

ii. If position information cannot be changed using the budget form, direct position updates will be made using the Operating Form – Department – Base Submission – PEP – Position Update form by the responsible employees assigned to the Budget Specialist – Department – Personnel role.

1) Electronic notification of the position changes made will be sent to the responsible employees assigned to the Budget Manager – Department, Budget Manager – Department – Personnel (Human Resources), Budget Specialist – Central Office – Personnel and Budget Manager – Central Office – Personnel roles.

a) Personnel expenditure amounts will be automatically updated for direct position changes using a custom enhancement.

2) Revisions, if any, to direct position updates performed by departments will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

a) Personnel expenditure amounts will be updated for position revisions by a personnel expenditure projection processed by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

b. When the base budget estimate is finalized and approved, the responsible employees assigned to the Budget Manager – Department role will advance the form stage to O069 (Department Final).

c. When the base budget estimate is ready for central review, the responsible employees assigned to the Budget Manager – Department role will advance the form stage to O075 (Budget Review).

14. The base budget estimate will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the base budget estimate are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.

i. Changes to positions, if required, will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.



1) Personnel expenditure amounts will be updated for direct position updates by a personnel expenditure projection processed by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.

b. When the base budget estimate has been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).

c. When the base budget estimate is ready for Cabinet review, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O085 (Cabinet Review).

d. If revisions to the base budget estimate are required during the Cabinet review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.



e. When the base budget estimate has been finalized with the Cabinet, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O089 (Cabinet Final).

f. When the base budget estimate is ready for Board review, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O095 (Board Review).

g. If revisions to the base budget estimate are required during the Board review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.



h. When the base budget estimate has been finalized with the Board, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O099 (Board Final).



i. When the base budget estimate has been adopted by the Board, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O999 (Board Adopt), which will be the stage used to transfer final base budget amounts to the SAP ERP system for budget execution and interfacing with PEIMS.

Display, Analysis and Reporting 15. Overall operating budget information centrally determined, allocated and managed will be

available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

16. Operating budget information updated and submitted by departments will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department role.

17. Departmental operating budget information submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

18. Department direct position updates for the operating budget will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department – Personnel role.

19. All departmental direct position updates for the operating budget will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Personnel role.


Budget Specialist – Central Office – Personnel role can make changes to detailed position information, process personnel expenditure projections and receive notifications about direct updates to all position information if this information is unable to be updated using the departmental budget form.

Budget Specialist – Central Office role can process the Districtwide funding allocations and base budget line item calculations used to establish the initial baseline budget estimates, update overall operating base budget estimates, and enter (or upload) and make changes to departmental operating base budget estimates during central review stages.

Budget Manager – Central Office – Personnel role receives notifications about direct updates to all departmental position information if this information is unable to be updated using the departmental budget form.

Budget Manager – Central Office role can review, approve and release overall operating base budget estimates, as well as review and approve departmental operating base budget estimates and advance forms to subsequent stages for final centralized reviews and approvals.



Budget Analyst – Central Office role can display all overall operating base budget form information, as well as departmental operating base budget information submitted and managed during the central review stages.

Budget Analyst – Central Office – Personnel role can display all operating budget PEP information.

Budget Specialist – Department role can enter (or upload) and make changes to departmental operating base budget estimates and related PEP information prior to central review, as well as advance the departmental form for department review and approval.

Budget Specialist – Department – Personnel role can make direct updates to departmental position information if this information is unable to be updated using the departmental budget form.

Budget Manager – Department role receives notifications about direct updates to departmental position information if this information is unable to be updated using the departmental budget form, reviews and approves the departmental operating base budget estimates, as well as advances the departmental form for the final departmental estimate and for the initial central estimate review and approval.

Budget Manager – Department – Personnel (Human Resources) role receives notifications about direct updates to all departmental position information if this information is unable to be updated using the departmental budget form.

Budget Manager – Department – Chief role can review the departmental operating base budget estimates.

Budget Analyst – Department role can display departmental operating base budget form information during all stages.

Budget Analyst – Department – Personnel role can display departmental operating base budget PEP information.


The Operating Form – Central – Initial Base – Line Item form design will be used to establish the initial operating base budget line item amounts and includes the following:






Expenditure Amounts Prior Original Expenditure Budget Amounts Prior Expenditure Budget Adjustment Amounts Prior Revised Expenditure Budget Amounts Prior Expenditure Budget Adjustment Amounts (One-Time) Prior Revised Expenditure Budget Amounts (Net of One-Time Adjustments) Current Year Actual Expenditure Amounts

Base Budget Line Item Calculation The following information will be automatically determined and used through Districtwide allocation and base budget line item calculations:

Expenditure Estimates Next Year Base Expenditure Budget Line Item Amounts




O019 (Base Estimate) – Initial next year base budget line item estimate amounts determined by the custom Districtwide allocation and base budget line item calculations with manual adjustments, if required.

O031 (Central Review) – Central review and final adjustment of the initial next year base budget line item estimate amounts.

O032 (Central Release) – Final initial next year base budget line item estimate amounts available for final allocation adjustments.

The Operating Form – Central – Initial Base – Allocation form design will be used to establish the overall operating budget allocation amounts and includes the following:






Expenditure Amounts Prior Revised Expenditure Budget Amounts (Net of One-Time Adjustments) Next Year Base Expenditure Budget Line Item Amounts

Allocated The following information will be automatically determined and used through Districtwide allocation and base budget line item calculations:

Allocation Amounts Next Year Base Budget Allocation Amounts

Expenditure Estimates Next Year Base Expenditure Budget Estimate Amounts





O030 (Central Allocation) – Initial next year base budget allocation and estimate amounts determined by the custom Districtwide allocation and base budget line item calculations with manual adjustments, if required.

O031 (Central Review) – Central review and final adjustment of the initial next year base budget allocation and estimate amounts.

O032 (Central Release) – Final initial next year base budget allocation and estimate amounts available for updating by departments and schools.

The Operating Form – Department – Base Submission – Line Item form design will include the following:


Fund Hierarchy Funds Center Hierarchy



Commitment Item Hierarchy




FTE Planning Next Year Allocated FTEs Next Year Planned FTEs Next Year + 1 Planned FTEs Next Year + 2 Planned FTEs Next Year + 3 Planned FTEs

Entered / Uploaded The following information will be able to be entered or uploaded from Excel spreadsheet:

Expenditure Estimates Next Year Base Expenditure Budget Estimate Amounts Next Year Base + 1 Year Expenditure Forecast Amounts (automatically projected) Next Year Base + 2 Years Expenditure Forecast Amounts (automatically projected) Next Year Base + 3 Years Expenditure Forecast Amounts (automatically projected)

Performance Measurement Relevant Districtwide Goals Relevant Board Goals Relevant Program Priorities


O063 (Department Update) – Initial update of department base expenditure estimate amounts.



O065 (Department Review) – Department review and final adjustment of base expenditure estimate amounts.

O069 (Department Final) – Final base expenditure estimate amounts pending central review. O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

base expenditure estimate amounts. O079 (Budget Final) – Final base expenditure estimate amounts pending review by the

Cabinet and Board. O085 (Cabinet Review) – Cabinet review and final adjustment of the base expenditure

estimate amounts. O089 (Cabinet Final) – Final base expenditure estimate amounts pending review by the Board. O095 (Board Review) – Board review and final adjustment of the base expenditure estimate

amounts. O099 (Board Final) – Final base expenditure estimate amounts pending final budget adoption

by the Board. O999 (Board Adopt) – Final adopted next year base budget estimate to be retracted into

Funds Management for budget execution.





















Upon advancement of an Operating Form – Central – Initial Base – Line Item form from stage O019 (Base Estimate) to stage O031 (Central Review), a notification will be sent to the



responsible employees assigned to the Budget Manager – Central Office role to review the initial next year base budget line item estimate amounts.



Upon advancement of an Operating Form – Central – Initial Base – Allocation form from stage O031 (Central Review) to stage O032 (Central Release), a notification will be sent to responsible employees assigned to the Budget Specialist – Department role to begin the departmental process of updating and submitting non-grant operating base budget expenditure estimates.



The following custom workflow is required:


3. Open Issues


PEP performance Potential PEP projection performance issues when updating position information using the

Pending validation with SAP SBP experts.




standard budgeting form position tab.

PEP cost distribution updating

May not be able to update cost distribution for positions using the standard budgeting form position tab.




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2.2.04 – Perform Operating Budgeting – Schools

Business Process Overview This describes how baseline budget requests for school expenditures charged to non-grant operating funding will be managed in SAP SBP.

Assumptions Initial baseline non-grant operating budget amounts will be determined centrally by the Budgeting and Financial Planning Department for further updating by schools.

School non-grant operating budget forms will include the requirement to balance budgeted amounts with the budget allocation.


Final school budget settlement differences will be offset against the District’s contingency budget, with budget adjustments for these differences processed manually in ECC.






of 573

Flowchart

2.2.04 – Perform Operating Budgeting -Schools




Personnel


SBP Operating Budget Form[O030 – Central Allocation]

Establish Initial BudgetOverall Operating Budget

Start


Review/ApproveOverall Operating Budget




Upload/EnterOverall Operating Budget



Revise Allocation?

No

Yes

A


DisplayOverall Operating Budget


Projections



SBP Operating Budget Form[O019 – Base Estimate]

Establish Initial BaseInitial Operating Base Budget






Review/ApproveInitial Operating Base Budget

Revise Positions?


Upload/EnterInitial Operating Base Budget




Projections

Revise Estimate?


No

Yes

Yes

No


DisplayInitial Operating Base Budget



of 573




Budget Analyst – Campus – Personnel


Budget Manager – Campus (School

Support)Budget Specialist – Campus

Automated System

Processes


Expenditures

SBP Operating Budget Form[O053 – School Update]

Upload/EnterSchool Operating Budget

Revise Positions?

SBP Operating Budget Form[O055 – School Review]

Advance StageSchool Operating Budget

No


Review / ApproveSchool Operating Budget

Revise Positions?



Yes

SBP Operating Budget Forms[O053 – School Update]

UpdateSchool Operating Budget PEP

Information

Direct PEP Update?

No

Yes

No

Revise Estimate?

SBP Operating Budget Form[O059 – School Final]


No

Yes

Direct PEP Update?

Yes

Yes

SBP Operating Budget Forms[O055 – School Review]

UpdateSchool Operating Budget PEP

Information

No



B

A


DisplaySchool Operating Budget



SBP Operating Budget Forms[All Stages]

DisplaySchool Operating Budget PEP

Information

C

D

Validate Approved Position

Changes



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(Human Resources)


Personnel

Budget Analyst –Campus – Personnel


Personnel


Personnel

Budget Manager – Campus (School

Support)

Budget Specialist – Campus –Personnel


School Direct Operating Position Update

Revise Position?Yes

No

C





D











Projections


Projections



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Budget Specialist –Central Office




PersonnelBudget Manager – Central Office


Review/ApproveSchool Operating Budget

Revise Estimate?

No

Revise Positions?




Yes

Yes No






Revise Estimate?

SBP Operating Budget Form[O089 – Cabinet Final]


Revise Positions?





NoYes

Yes

No

SBP Operating Budget Form[O099 – Board Final]


Revise Positions?




Revise Estimate?

SBP Operating Budget Form[O999 – Board Adopt]


NoYes

Yes

No





End

BSBP Operating Budget Form

[All Stages]Display

School Operating Budget




Projections


Projections


Projections


Review/ApproveFinal School Operating Budget


Advance StageFinal School Operating Budget

Revise Estimate?




Upload/EnterFinal School Operating Budget

SBP Operating Budget Form[O030 – Central Allocation]Perform Final Settlement

Final School Operating Budget

Run Projection ScenariosPerform Final School Personnel Projection

Yes No


Advance StageFinal School Operating Budget


DisplayFinal School Operating Budget


DisplayFinal School Operating Budget




Initial Estimate 1. Operating budget personnel expenditure amounts (not funded by grants) will be updated by a



3. The initial overall operating budget line item amounts will be included in the Operating Form – Central – Initial Base – Line Item form using stage O019 (Base Estimate) by the responsible employees assigned to the Budget Specialist – Central Office role.



4. When the initial overall operating budget line item amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office role will advance the form stage to O031 (Central Review).

5. The initial overall operating budget line item amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the initial overall operating budget line item amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.

b. When the initial overall operating budget line item amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O032 (Central Release).

Initial Allocation 6. Allocated operating budget amounts will be determined using the districtwide funding allocation

and base budget line item calculations enhancement by the responsible employees assigned to the Budget Specialist – Central Office role.

7. The overall allocated operating budget amounts will be included in the Operating Form – Central – Initial Base – Allocation form using stage O030 (Central Allocation) by the responsible employees assigned to the Budget Specialist – Central Office role.

8. When the overall allocated operating budget amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office role will advance the form stage to O031 (Central Review).



9. The overall allocated operating budget amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the overall allocated operating budget amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.

b. When the overall allocated operating budget amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O032 (Central Release).

Base Estimate 10. School operating budget estimates will be updated using the Operating Form – School – Base

Submission – Line Item form using stage O053 (School Update) by responsible employees assigned to the Budget Specialist – Campus role.

11. Changes to school position information for operating budget estimates will also be updated by responsible employees (subject to validations to ensure that required minimum positions by classification group are maintained and to prevent unapproved position transfers):

a. If position information can be changed using the budget form, position changes will be made by the responsible employees assigned to the Budget Specialist – Campus role, with automatic updating of personnel expenditure amounts performed approximately every 10 minutes.

b. If position information cannot be changed using the budget form, direct position updates will be made using the Operating Form – School – Base Submission – PEP – Position Update form by the responsible employees assigned to the Budget Specialist – Campus – Personnel role.

i. Electronic notification of the position changes made will be sent to the responsible employees assigned to the Budget Manager – Campus (School Support), Budget Manager – Department – Personnel (Human Resources), Budget Specialist – Central Office – Personnel and Budget Manager – Central Office – Personnel roles.


ii. Revisions, if any, to direct position updates performed by schools will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.


12. When the base budget estimate is finalized and ready for school review, the responsible employees assigned to the Budget Specialist – Campus role will advance the form stage to O055 (School Review).



13. The base budget estimate will be reviewed by responsible employees assigned to the Budget Manager – Campus (School Support) role:

a. If revisions to the base budget estimate are required, changes will be made by the responsible employees assigned to the Budget Specialist – Campus role.

i. If position information can be changed using the budget form, position changes will be made by the responsible employees assigned to the Budget Specialist – Campus role, with automatic updating of personnel expenditure amounts performed approximately every 10 minutes.

ii. If position information cannot be changed using the budget form, direct position updates will be made using the Operating Form – School – Base Submission – PEP – Position Update form by the responsible employees assigned to the Budget Specialist – Campus – Personnel role.

1) Electronic notification of the position changes made will be sent to the responsible employees assigned to the Budget Manager – Campus (School Support), Budget Manager – Department – Personnel (Human Resources), Budget Specialist – Central Office – Personnel and Budget Manager – Central Office – Personnel roles.


2) Revisions, if any, to direct position updates performed by schools will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.


b. When the base budget estimate is finalized and approved, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to O059 (School Final).

c. When the base budget estimate is ready for central review, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to O075 (Budget Review).

14. The base budget estimate will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the base budget estimate are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.





b. When the base budget estimate has been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).

c. When the base budget estimate is ready for Cabinet review, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O085 (Cabinet Review).

d. If revisions to the base budget estimate are required during the Cabinet review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.



e. When the base budget estimate has been finalized with the Cabinet, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O089 (Cabinet Final).

f. When the base budget estimate is ready for Board review, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O095 (Board Review).

g. If revisions to the base budget estimate are required during the Board review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.





h. When the base budget estimate has been finalized with the Board, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O099 (Board Final).

i. When the base budget estimate has been adopted by the Board, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O999 (Board Adopt), which will be the stage used to transfer final base budget amounts to the SAP ERP system for budget execution and interfacing with PEIMS.

Final Settlement 15. Operating budget personnel expenditure amounts (not funded by grants) will be updated by a


16. Final settlement amounts (with differences to be offset against the District’s contingency budget) will be determined using the districtwide funding allocation and base budget line item calculations enhancement by the responsible employees assigned to the Budget Specialist – Central Office role.

17. The final school operating budget line item amounts will be included in the Operating Form – School – Final Settlement – Line Item form using stage O030 (Central Allocation) by the responsible employees assigned to the Budget Specialist – Central Office role.



18. When the final school operating budget settlement amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office role will advance the form stage to O075 (Budget Review).

19. The final school operating budget line item amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the final school operating settlement item amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.

b. When the final school operating budget settlement amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).



Display, Analysis and Reporting 20. Overall operating budget information centrally determined, allocated and managed will be

available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

21. Operating budget information updated and submitted by schools, as well as final school settlement amounts, will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Campus role.

22. School operating budget information submitted and managed during central budget review, as well as final school settlement amounts, will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.

23. School direct position updates for the operating budget will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Campus – Personnel role.

24. All school direct position updates for the operating budget will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Personnel role.


Budget Specialist – Central Office – Personnel role can make changes to detailed position information, process personnel expenditure projections and receive notifications about direct updates to all position information if this information is unable to be updated using the school budget form

Budget Specialist – Central Office role can process the Districtwide funding allocations and base budget line item calculations used to establish the initial baseline budget estimates, update overall operating base budget estimates, enter (or upload) and make changes to school operating base budget estimates during central review stages and update the school operating budget for final settlement amounts.

Budget Manager – Central Office – Personnel role receives notifications about direct updates to all school position information if this information is unable to be updated using the school budget form.

Budget Manager – Central Office role can review, approve and release overall operating base budget estimates, review and approve school operating base budget estimates and final settlement amounts, and advance forms to subsequent stages for final centralized reviews and approvals.

Budget Analyst – Central Office role can display all overall operating base budget form information, school operating base budget information submitted and managed during the central review stages and final school operating budget settlement amounts.

Budget Analyst – Central Office – Personnel role can display all operating budget PEP information.



Budget Specialist – Campus role can enter (or upload) and make changes to school operating base budget estimates and related PEP information prior to central review, as well as advance the school form for school review and approval.

Budget Specialist – Campus – Personnel role can make direct updates to school position information if this information is unable to be updated using the school budget form.

Budget Manager – Campus (School Support) role receives notifications about direct updates to school position information if this information is unable to be updated using the school budget form, reviews and approves the school operating base budget estimates, as well as advances the school form for the final school estimate and for the initial central estimate review and approval.

Budget Manager – Department – Personnel (Human Resources) role receives notifications about direct updates to all school position information if this information is unable to be updated using the departmental budget form.

Budget Analyst – Campus role can display school operating base budget and final budget settlement form information during all stages.

Budget Analyst – Campus – Personnel role can display school operating base budget PEP information.


The Operating Form – Central – Initial Base – Line Item form design will be used to establish the initial operating base budget line item amounts and includes the following:







Base Budget Line Item Calculation The following information will be automatically determined and used through Districtwide allocation and base budget line item calculations:





O019 (Base Estimate) – Initial next year base budget line item estimate amounts determined by the custom Districtwide allocation and base budget line item calculations with manual adjustments, if required.

O031 (Central Review) – Central review and final adjustment of the initial next year base budget line item estimate amounts.

O032 (Central Release) – Final initial next year base budget line item estimate amounts available for final allocation adjustments.

The Operating Form – Central – Initial Base – Allocation form design will be used to establish the overall operating budget allocation amounts and includes the following:




Expenditure Amounts Prior Revised Expenditure Budget Amounts (Net of One-Time Adjustments) Next Year Base Expenditure Budget Line Item Amounts










O030 (Central Allocation) – Initial next year base budget allocation and estimate amounts determined by the custom Districtwide allocation and base budget line item calculations with manual adjustments, if required.

O031 (Central Review) – Central review and final adjustment of the initial next year base budget allocation and estimate amounts.

O032 (Central Release) – Final initial next year base budget allocation and estimate amounts available for updating by departments and schools.

The Operating Form – School – Base Submission – Line Item form design will include the following:





Expenditure Amounts Prior Original Expenditure Budget Amounts Prior Expenditure Budget Adjustment Amounts Prior Revised Expenditure Budget Amounts



Prior Expenditure Budget Adjustment Amounts (One-Time) Prior Revised Expenditure Budget Amounts (Net of One-Time Adjustments) Current Year Actual Expenditure Amounts






O053 (School Update) – Initial update of school base expenditure estimate amounts. O055 (School Review) – School review and final adjustment of base expenditure estimate

amounts. O059 (School Final) – Final base expenditure estimate amounts pending central review. O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

base expenditure estimate amounts. O079 (Budget Final) – Final base expenditure estimate amounts pending review by the

Cabinet and Board. O085 (Cabinet Review) – Cabinet review and final adjustment of the base expenditure

estimate amounts. O089 (Cabinet Final) – Final base expenditure estimate amounts pending review by the Board. O095 (Board Review) – Board review and final adjustment of the base expenditure estimate

amounts.



O099 (Board Final) – Final base expenditure estimate amounts pending final budget adoption by the Board.

O999 (Board Adopt) – Final adopted next year base budget estimate to be retracted into Funds Management for budget execution.

The Operating Form – School – Final Settlement – Line Item form design will be used to adjust school budgets based on final school enrollment and includes the following:




Expenditure Amounts Prior Revised Expenditure Budget Amounts

Projection Assumption Values Final Student Enrollment


Allocation Amounts Prior Revised Expenditure Budget Allocation Amounts – Final Prior Revised Expenditure Budget Settlement Adjustment Amounts

Projection Assumption Values Final Student Enrollment


Allocation Amounts Prior Revised Expenditure Budget Allocation Amounts – Final Prior Revised Expenditure Budget Settlement Adjustment Amounts




O030 (Central Allocation) – Final school base budget allocation and settlement amounts determined by the custom Districtwide allocation and base budget line item calculations with manual adjustments, if required.

O075 (Budget Review) – Central review and final adjustment of the final school base budget allocation and settlement amounts.

O079 (Budget Final) – Final school base budget allocation and settlement amounts.




















3. Open Issues


PEP performance Potential PEP projection performance issues when updating position information using the standard budgeting form position tab.



May not be able to update cost distribution for positions using the





standard budgeting form position tab.



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2.2.05 – Process Changes to Base Operating Budget Services – Departments

Business Process Overview This describes how significant changes to baseline departmental operating activities and expenditures funded by non-grant operating funding will be managed in SAP SBP.

The process for changing baseline school operating activities and expenditures funded by non-grant operating funding is described in 2.2.34 – Process Changes to Base Operating Budget Services – Schools.

Assumptions All Cabinet and Board review, ranking and funding processes will be managed centrally by the Budgeting and Financial Planning Department.




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Flowchart

2.2.05 – Process Changes to Base Operating Budget Services -Departments






SBP Operating Decision Package[O060 – Department Initial]

Upload/EnterDepartment Operating Base

Budget Change

SBP Operating Decision Package[O065 – Department Review]

Advance StageDepartment Operating Base

Budget ChangeSBP Operating Decision Package

[O065 – Department Review]Review / Approve

Department Operating Base Budget ChangeSBP Operating Decision Package

[O065 – Department Review]Upload/Enter

Department Operating Base Budget Change

Revise Budget

Change?

SBP Operating Decision Package[O069 – Department Final]


Budget Change

No

Yes

SBP Operating Decision Package[O075 – Budget Review]


Budget Change

SBP Operating Decision Package[All Central Stages]

DisplayDepartment Operating Base

Budget Change

SBP Operating Decision Package[All Stages]


Budget Change

Start

SBP Operating Decision Package[O065 – Department Review]

ReviewDepartment Operating Base

Budget Change

A



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2.2.05 – Process Changes to Base Operating Budget Services -Departments


Budget Manager – Central OfficeBudget Specialist – Central

OfficeBudget Analyst – Central

OfficeBudget Analyst –

Department



Budget Change




[O075 – Budget Review]Review/Approve


Revise Budget

Change?


Upload/EnterDepartment Operating Base

Budget Change

Yes

SBP Operating Decision Package Ranking Form

[O168 – Department Rank]Rank


No


[All Central Stages]Display



[All Stages]Display


SBP Operating Decision Package Ranking Form[O179 – Budget Fund]

Initial FundingDepartment Operating Base

Budget Change

SBP Operating Decision Package Ranking Form[O189 – Cabinet Fund]

Cabinet FundingDepartment Operating Base

Budget Change


[O199 – Board Fund]Final Funding


SBP Operating Decision Package Ranking Form[O999 – Board Adopt]


Budget Change

End



Budget Change



Budget Change


[O199 – Board Fund]Advance Stage


SBP Operating Decision Package[O079 – Budget Final]


Budget Change

A




Initial Submission 1. Departments will request increases or decreases to baseline services funded through the non-

grant operating budget using the Operating Decision Package Adjustment Form – Department form using stage O060 (Department Initial) by responsible employees assigned to the Budget Specialist – Department role.

a. Relevant position information will be managed within the decision package form, with automatic updating of related personnel expenditure amounts performed approximately every 10 minutes.

2. When the decision package is finalized and ready for department review, the responsible employees assigned to the Budget Specialist – Department role will advance the form stage to O065 (Department Review).

3. The decision package will be reviewed by responsible employees assigned to the Budget Manager – Department and Budget Manager – Department – Chief roles:

a. If revisions to the decision package are required, changes will be made by the responsible employees assigned to the Budget Specialist – Department role.

i. Relevant position information will be managed within the decision package form, with automatic updating of related personnel expenditure amounts performed approximately every 10 minutes.

b. When the decision package is finalized and approved, the responsible employees assigned to the Budget Manager – Department role will advance the form stage to O069 (Department Final).

c. When the decision package is ready for central review, the responsible employees assigned to the Budget Manager – Department role will advance the form stage to O075 (Budget Review).

4. The decision package will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the decision package are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.


b. When the decision package has been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).



5. All department decision packages will be ranked using the Operating Decision Package Ranking Form – Department form using stage O168 (Department Rank) by the responsible employees assigned to the Budget Manager – Chief role:

a. When the department decision package rankings have been completed, the responsible employees assigned to the Budget Manager – Department – Chief role will advance the form stage to O179 (Budget Fund).

6. Recommended funding of department decision packages will be established using the Operating Decision Package Ranking Form – Department form using stage O179 (Budget Fund) by the responsible employees assigned to the Budget Manager – Central Office role:

a. When the recommended funding of department decision packages has been completed, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O189 (Cabinet Fund).

7. Funding of department decision packages will be updated based on Cabinet input and review using the Operating Decision Package Ranking Form – Department form using stage O189 (Cabinet Fund) by the responsible employees assigned to the Budget Manager – Central Office role:

a. When the revised funding of department decision packages has been completed, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O199 (Board Fund).

8. Final funding of department decision packages will be determined based on Board input and review using the Operating Decision Package Ranking Form – Department form using stage O199 (Board Fund) by the responsible employees assigned to the Budget Manager – Central Office role:

a. When the final funding of department decision packages has been completed, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O999 (Board Adopt), which will be the stage used to transfer final budget amounts to the SAP ERP system for budget execution and interfacing with PEIMS.

Display, Analysis and Reporting 9. All departmental operating decision package information will be available for display, analysis and

reporting by the responsible employees assigned to the Budget Analyst – Department role.

10. Departmental operating decision package information submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.




Budget Specialist – Department role can enter (or upload) and make changes to departmental operating decision packages prior to central review, as well as advance the departmental decision package form for department review and approval.

Budget Manager – Department role can review and approve the departmental operating decision packages, as well as advance the departmental decision package form for final departmental submission and initial central review and approval.

Budget Manager – Department – Chief role can review and rank the departmental operating decision packages, as well as advance the departmental ranking form for central review and funding.

Budget Analyst – Department role can display departmental operating decision package form information during all stages including submission, review, ranking and funding of the decision packages.

Budget Specialist – Central Office role can make changes to departmental operating decision packages during central review.

Budget Manager – Central Office role can review and approve departmental operating decision packages and advance forms to subsequent stages for final centralized reviews and funding.

Budget Analyst – Central Office role can display departmental operating decision package information submitted and managed during the central review stages.


The Operating Decision Package Adjustment Form – Department form design will be used to request increases or decreases to departmental baseline services funded through the non-grant operating budget and includes the following:




Expenditure Estimates Next Year Base Expenditure Budget Estimate Amounts Next Year Base + 1 Year Expenditure Forecast Amounts (automatically projected)



Next Year Base + 2 Years Expenditure Forecast Amounts (automatically projected) Next Year Base + 3 Years Expenditure Forecast Amounts (automatically projected)



O060 (Department Initial) – Initial operating decision package information. O065 (Department Review) – Department review and final adjustment of operating decision

package information. O069 (Department Final) – Final operating decision package information pending central

review. O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

operating decision package information. O079 (Budget Final) – Final operating decision package information pending department

ranking and centralized funding.

The Operating Decision Package Ranking Form – Department form design will be used to rank and determine funding for departmental requests to increase or decrease baseline services funded through the non-grant operating budget and includes the following:



Entered Standard decision package adjustment form ranking and funding features will be used.


O168 (Department Rank) – Department review and ranking of operating decision packages. O179 (Budget Fund) – Recommended funding of operating decision packages by Budgeting

and Financial Planning. O189 (Cabinet Fund) – Revised funding of operating decision packages. O199 (Board Fund) – Final funding of operating decision packages.



O999 (Board Adopt) – Final adopted decision package next year base budget estimate to be retracted into Funds Management for budget execution.





















Upon advancement of an Operating Decision Package Adjustment Form – Department form from stage O075 (Budget Review) to stage O079 (Budget Final), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Chief role to review and rank departmental non-grant operating decision packages using the Operating Decision Package Ranking Form – Department form.


3. Open Issues


None identified.



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2.2.06 – Process Operating Budget Transfers and Reorganizations

Business Process Overview This describes how reorganizations or major transfers of operating budget amounts related to baseline operating activities will be managed in SAP SBP.

Assumptions All major reorganizations and significant transfers of operating budget will be managed centrally by the Budgeting and Financial Planning Department.

Multi-year forecasting will be supported through the ability to record related amounts projected for three additional future years.



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Flowchart

2.2.06 – Process Operating Budget Transfers and Reorganizations

Budget Specialist – Central Office Budget Analyst – Central OfficeBudget Specialist –

Central Office –Personnel


Start

SBP Operating Budget Transfer Form[O075 – Budget Review]

Review/ApproveOperating Base Budget

Transfer or Reorganization

Revise Transfer?

No

Revise Positions?



Upload/EnterOperating Base Budget


Yes

Yes No

SBP Operating Budget Transfer Form[O079 – Budget Final]

Advance StageOperating Base Budget


SBP Operating Budget Transfer Form[O085 – Cabinet Review]




Revise Transfer?

SBP Operating Budget Transfer Form[O089 – Cabinet Final]



Revise Positions?




SBP Operating Budget Transfer Form[O095 – Board Review]



NoYes

Yes

No

SBP Operating Budget Transfer Form[O099 – Board Final]



Revise Positions?





Revise Transfer?

SBP Operating Budget Transfer Form[O999 – Board Adopt]



No

Yes

Yes

No







End


Projections


Projections


Projections

SBP Operating Budget Transfer Form[O070 – Budget Initial]

Process TransferOperating Base Budget





SBP Operating Budget Transfer Form[All Stages]

DisplayOperating Base Budget



Projections


Revise Positions?Yes

No




Initial Estimate 1. Transfers or reorganizations of operating budget amounts will be included in the Operating Form

– Central – Reorganization Budget Transfers form using stage O070 (Budget Initial) by the responsible employees assigned to the Budget Specialist – Central Office role.



2. When the initial operating budget transfer or reorganization amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office role will advance the form stage to O075 (Budget Review).

3. The operating budget transfer or reorganization amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the operating budget transfer or reorganization amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.



b. When the operating budget transfer or reorganization amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).

c. When the operating budget transfer or reorganization amounts are ready for Cabinet review, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O085 (Cabinet Review).

d. If revisions to the operating budget transfer or reorganization amounts are required during the Cabinet review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.





e. When the operating budget transfer or reorganization amounts have been finalized with the Cabinet, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O089 (Cabinet Final).

f. When the operating budget transfer or reorganization amounts are ready for Board review, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O095 (Board Review).

g. If revisions to the operating budget transfer or reorganization amounts are required during the Board review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.



h. When the operating budget transfer or reorganization amounts have been finalized with the Board, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O099 (Board Final).

i. When the operating budget transfer or reorganization amounts have been adopted by the Board, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O999 (Board Adopt), which will be the stage used to transfer final base budget amounts to the SAP ERP system for budget execution and interfacing with PEIMS.

Display, Analysis and Reporting 4. Operating budget transfer or reorganization amounts will be available for display, analysis and

reporting by the responsible employees assigned to the Budget Analyst – Central Office role.


Budget Specialist – Central Office – Personnel role can make changes to detailed position information and process personnel expenditure projections.

Budget Specialist – Central Office role can enter (or upload) and make changes to operating budget transfer or reorganization amounts.



Budget Manager – Central Office role can review and approve operating budget transfer or reorganization amounts and advance forms to subsequent stages for final centralized reviews and approvals.

Budget Analyst – Central Office role can display all operating budget transfer or reorganization amounts.


The Operating Form – Central – Reorganization Budget Transfers form design will be used to establish and managed operating budget transfers or reorganizations and includes the following:







Performance Measurement Relevant Districtwide Goals Relevant Board Goals



Relevant Program Priorities


O070 (Budget Initial) – Initial operating budget transfer or reorganization amounts. O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

operating budget transfer or reorganization amounts. O079 (Budget Final) – Final operating budget transfer or reorganization amounts pending

review by the Cabinet and Board. O085 (Cabinet Review) – Cabinet review and final adjustment of the operating budget transfer

or reorganization amounts. O089 (Cabinet Final) – Final operating budget transfer or reorganization amounts pending

review by the Board. O095 (Board Review) – Board review and final adjustment of the operating budget transfer

or reorganization amounts. O099 (Board Final) – Final operating budget transfer or reorganization amounts pending final

budget adoption by the Board. O999 (Board Adopt) – Final adopted next year base budget transfer or reorganization

estimates to be retracted into Funds Management for budget execution.





















Enhanced SBP Cubes – Demographics and Performance Information (SBP-ENH-006) used to support District-specific high-level demographic and performance measurement information including total student enrollment, criteria used as the foundation for certain revenue



projections, Districtwide and Board goals, program-specific priorities for Achieve 180 and text-based mission descriptions and goals/objectives.













3. Open Issues


None identified.



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2.2.07 – Perform Grant Budget Planning – Departments

Business Process Overview This describes how departments will plan FTEs by classification grouping in SAP SBP for positions funded by grants.





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Flowchart



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2.2.08 – Perform Grant Budget Planning -Schools








SBP Grant Planning Form[G030 – Central Allocation]

Establish Initial FTEsCentral Grant-Funded FTE

Planning

Start

SBP Grant Planning Form[G031 – Central Review]

Review/ApproveCentral Grant-Funded FTE

Planning


Advance StageCentral Grant-Funded FTE

Planning


Upload/Enter FTEsCentral Grant-Funded FTE

Planning

Determine

Initial FTEs

SBP Grant Planning Form[G032 – Central Release]


Planning

SBP Grant Planning Form[G053 – School Update]

Upload/Enter FTEsSchool Grant-Funded

FTE Planning


No

Yes

SBP Grant Planning Form[G055 – School Review]

Advance StageSchool Grant-Funded

FTE Planning


Review / ApproveSchool Grant-Funded

FTE Planning



FTE Planning


SBP Grant Planning Form[G059 – School Final]


FTE Planning

No

SBP Grant Planning Form[G075 – Budget Review]


FTE Planning

Yes

SBP Grant Planning Form[All Stages]

DisplayCentral Grant-Funded FTE

Planning

SBP Grant Planning Form[All Central Stages]

DisplaySchool Grant-Funded

FTE Planning



FTE Planning

A



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Review/ApproveSchool Grant-Funded

FTE Planning




FTE Planning

Yes

No

SBP Grant Planning Form[G079 – Budget Final]


FTE Planning

End



FTE Planning



FTE Planning

A



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Initial FTE Estimates 1. The initial FTE estimates for grant funding will be determined by the custom planned FTEs

enhancement and included in the Grant Form – Central – Planning form using stage G030 (Central Allocation) by the responsible employees assigned to the Planning Specialist – Central Office – Grant role.

2. When the initial grant budget FTE estimates are finalized and ready for review, the responsible employees assigned to the Planning Specialist – Central Office – Grant role will advance the form stage to G031 (Central Review).

3. The initial grant budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Grant role:

a. If revisions to the initial grant budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office – Grant role.

b. When the initial FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Grant role will advance the form stage to G032 (Central Release).

Department FTE Estimates 4. Departmental grant budget FTE estimates will be updated using the Grant Form – Department –

Planning form using stage G063 (Department Update) by responsible employees assigned to the Planning Specialist – Department – Grant role.

5. When the department grant budget FTE estimates are finalized and ready for department review, the responsible employees assigned to the Planning Specialist – Department – Grant role will advance the form stage to G065 (Department Review).

6. The grant budget FTE estimates will be reviewed by responsible employees assigned to the Budget Manager – Department – Grant and Budget Manager – Department – Chief roles:

a. If revisions to the grant budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Department – Grant role.

b. When the grant budget FTE estimates are finalized and approved, the responsible employees assigned to the Budget Manager – Department – Grant role will advance the form stage to G069 (Department Final).

c. When the grant budget FTE estimates are ready for central review, the responsible employees assigned to the Budget Manager – Department – Grant role will advance the form stage to G075 (Budget Review).

7. The grant budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Grant role:



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a. If revisions to the grant budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office – Grant role.

b. When the grant budget FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Grant role will advance the form stage to G079 (Budget Final).

Display, Analysis and Reporting 8. Initial grant budget FTE estimates centrally determined and managed will be available for display,

analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Grant role.

9. Grant budget FTE estimates updated and submitted by departments will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department – Grant role.

10. Departmental grant budget FTE estimates submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Grant role.


Planning Specialist – Central Office – Grant role can establish and update initial grant budget FTE estimates, as well as enter (or upload) and make changes to departmental grant budget FTE estimates during central review stages.

Budget Manager – Central Office – Grant role can review, approve and release initial grant budget FTE estimates, as well as review and approve departmental grant budget FTE estimates and advance forms to establish the final grant budget FTE estimates.

Budget Analyst – Central Office – Grant role can display all initial grant budget FTE form information, as well as departmental grant budget FTE estimates submitted and managed during the central review stages.

Planning Specialist – Department – Grant role can enter (or upload) and make changes to departmental grant budget FTE estimates prior to central review, as well as advance the departmental form for department review and approval.

Budget Manager – Department – Grant role can review and approve the grant budget FTE estimates, as well as advance the departmental form for the final departmental grant budget FTE estimates and for initial central review and approval.

Budget Manager – Department – Chief role can review the departmental grant budget FTE estimates.



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Budget Analyst – Department – Grant role can display departmental grant budget FTE estimates during all stages.


The Grant Form – Central – Planning form design will be used to establish the initial grant budget FTE estimates and includes the following:













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G030 (Central Allocation) – Initial future year grant budget FTE estimates determined by the custom planned FTEs enhancement with manual adjustments, if required.

G031 (Central Review) – Central review and final adjustment of the initial future year grant budget FTE estimates.

G032 (Central Release) – Final initial future year grant budget FTE estimates available for updating by departments.

The Grant Form – Department – Planning form design will include the following:











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G063 (Department Update) – Initial update of department grant budget FTE estimates. G065 (Department Review) – Department review and final adjustment of department grant

budget FTE estimates. G069 (Department Final) – Final department grant budget FTE estimates pending central

review. G075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

department grant budget FTE estimates. G079 (Budget Final) – Final department grant budget FTE estimates.







Grant Workflow Determination Enhancement [SBP-ENH-021] is used to send the approval by stage for a specific Grant. This eliminates the need of custom forms by approval



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3. Open Issues


None identified.



of 573

2.2.08 – Perform Grant Budget Planning – Schools

Business Process Overview This describes how schools will plan FTEs by classification grouping in SAP SBP for positions funded by grants.

Assumptions Planned FTEs will be determined centrally by the Budgeting and Financial Planning Department for further updating by schools for planned vs. actual FTE comparison and analysis.




of 573

Flowchart









SBP Grant Planning Form[G030 – Central Allocation]

Establish Initial FTEsCentral Grant-Funded FTE

Planning

Start


Review/ApproveCentral Grant-Funded FTE

Planning



Planning


Upload/Enter FTEsCentral Grant-Funded FTE

Planning

Determine

Initial FTEs

SBP Grant Planning Form[G032 – Central Release]


Planning

SBP Grant Planning Form[G053 – School Update]


FTE Planning


No

Yes



FTE Planning


Review / ApproveSchool Grant-Funded

FTE Planning



FTE Planning


SBP Grant Planning Form[G059 – School Final]


FTE Planning

No



FTE Planning

Yes


DisplayCentral Grant-Funded FTE

Planning



FTE Planning



FTE Planning

A



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Review/ApproveSchool Grant-Funded

FTE Planning




FTE Planning

Yes

No

SBP Grant Planning Form[G079 – Budget Final]


FTE Planning

End



FTE Planning



FTE Planning

A



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Initial FTE Estimates 1. The initial FTE estimates for grant funding will be determined by the custom planned FTEs

enhancement and included in the Grant Form – Central – Planning form using stage G030 (Central Allocation) by the responsible employees assigned to the Planning Specialist – Central Office – Grant role.

2. When the initial grant budget FTE estimates are finalized and ready for review, the responsible employees assigned to the Planning Specialist – Central Office – Grant role will advance the form stage to G031 (Central Review).

3. The initial grant budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Grant role:

a. If revisions to the initial grant budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office – Grant role.

b. When the initial FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Grant role will advance the form stage to G032 (Central Release).

School FTE Estimates 4. School grant budget FTE estimates will be updated using the Grant Form – School – Planning form

using stage G053 (School Update) by responsible employees assigned to the Planning Specialist – Campus – Grant role.

5. When the school grant budget FTE estimates are finalized and ready for Office of School Support review, the responsible employees assigned to the Planning Specialist – Campus – Grant role will advance the form stage to G055 (School Review).

6. The grant budget FTE estimates will be reviewed by responsible employees assigned to the Budget Manager – Campus (School Support) role:

a. If revisions to the grant budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Campus – Grant role.

b. When the grant budget FTE estimates are finalized and approved, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to G059 (School Final).

c. When the grant budget FTE estimates are ready for central review, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to G075 (Budget Review).

7. The grant budget FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Grant role:



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a. If revisions to the grant budget FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office – Grant role.

b. When the grant budget FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Grant role will advance the form stage to G079 (Budget Final).

Display, Analysis and Reporting 8. Initial grant budget FTE estimates centrally determined and managed will be available for display,

analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Grant role.

9. Grant budget FTE estimates updated and submitted by schools will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Campus – Grant role.

10. School grant budget FTE estimates submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Grant role.


Planning Specialist – Central Office – Grant role can establish and update initial grant budget FTE estimates, as well as enter (or upload) and make changes to school grant budget FTE estimates during central review stages.

Budget Manager – Central Office – Grant role can review, approve and release initial grant budget FTE estimates, as well as review and approve school grant budget FTE estimates and advance forms to establish the final grant budget FTE estimates.

Budget Analyst – Central Office – Grant role can display all initial grant budget FTE form information, as well as school grant budget FTE estimates submitted and managed during the central review stages.

Planning Specialist – Campus – Grant role can enter (or upload) and make changes to school grant budget FTE estimates prior to central review, as well as advance the school form for review and approval by the Office of School Support.

Budget Manager – Campus (School Support) role can review and approve the grant budget FTE estimates, as well as advance the school form for the final school grant budget FTE estimates and for initial central review and approval.

Budget Analyst – Campus – Grant role can display school grant budget FTE estimates during all stages.



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The Grant Form – Central – Planning form design will be used to establish the initial grant budget FTE estimates and includes the following:


Fund Hierarchy Grant Hierarchy Funds Center Hierarchy Funded Program Hierarchy Commitment Item Hierarchy






Minimum FTEs Next Year Minimum FTEs






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G030 (Central Allocation) – Initial future year grant budget FTE estimates determined by the custom planned FTEs enhancement with manual adjustments, if required.

G031 (Central Review) – Central review and final adjustment of the initial future year grant budget FTE estimates.

G032 (Central Release) – Final initial future year grant budget FTE estimates available for updating by schools.

The Grant Form – School – Planning form design will include the following:


Fund Hierarchy Grant Hierarchy Funds Center Hierarchy Funded Program Hierarchy Commitment Item Hierarchy





Minimum FTEs Next Year Minimum FTEs




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G053 (School Update) – Initial update of school grant budget FTE estimates. G055 (School Review) – Office of School Support review and final adjustment of school grant

budget FTE estimates. G059 (School Final) – Final school grant budget FTE estimates pending central review. G075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

school grant budget FTE estimates. G079 (Budget Final) – Final school grant budget FTE estimates.









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Grant Workflow Determination Enhancement [SBP-ENH-021] is used to send the approval by stage for a specific Grant. This eliminates the need of custom forms by approval














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Upon advancement of a Grant Form – Central – Planning form from stage G031 (Central Review) to stage G032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Campus – Grant role to begin the updating of school grant budget FTE estimates.

Upon advancement of a Grant Form – School – Planning form from stage G053 (School Update) to stage G055 (School Review), a notification will be sent to responsible employees assigned to the Budget Manager – Campus (School Support) role to review the school grant budget FTE estimates.


3. Open Issues


None identified.



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2.2.34 – Process Changes to Base Operating Budget Services – Schools

Business Process Overview This describes how significant changes to baseline departmental operating activities and expenditures funded by non-grant operating funding will be managed in SAP SBP.

Assumptions All Cabinet and Board review, ranking and funding processes will be managed centrally by the Budgeting and Financial Planning Department.




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Flowchart

2.2.34 – Process Changes to Base Operating Budget Services -Schools

Budget Analyst – Campus Budget Analyst – CampusBudget Manager – Campus

(School Support)Budget Specialist – Campus

SBP Operating Decision Package[O050 – School Initial]

Upload/EnterSchool Operating Base Budget

Change

SBP Operating Decision Package[O055 – School Review]

Advance StageSchool Operating Base


[O055 – School Review]Review / Approve

School Operating Base Budget ChangeSBP Operating Decision Package

[O055 – School Review]Upload/Enter

School Operating Base Budget Change

Revise Budget

Change?

SBP Operating Decision Package[O059 – School Final]

Advance StageSchool Operating Base Budget

Change

No

Yes



Change


DisplaySchool Operating Base Budget

Change



Change

Start

A



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2.2.34 – Process Changes to Base Operating Budget Services -Schools

Budget Manager – Campus (School Support )

Budget Manager – Central OfficeBudget Specialist – Central

OfficeBudget Analyst – Central

OfficeBudget Analyst – Campus



Change



ChangeSBP Operating Decision Package

[O075 – Budget Review]Review/Approve


Revise Budget

Change?


Upload/EnterSchool Operating Base Budget

Change

Yes

SBP Operating Decision Package Ranking Form[O158 – School Rank]

RankSchool Operating Base Budget

Change

No


[All Central Stages]Display



[All Stages]Display



Initial FundingSchool Operating Base Budget

Change


Cabinet FundingSchool Operating Base Budget

Change


[O199 – Board Fund]Final Funding


SBP Operating Decision Package Ranking Form[O999 – Board Adopt]


Change

End



Change



Change


[O199 – Board Fund]Advance Stage


SBP Operating Decision Package[O079 – Budget Final]


Change

A



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Initial Submission 1. Schools will request increases or decreases to baseline services funded through the non-grant

operating budget using the Operating Decision Package Adjustment Form – School form using stage O050 (School Initial) by responsible employees assigned to the Budget Specialist – Campus role.

a. Relevant position information will be managed within the decision package form, with automatic updating of related personnel expenditure amounts performed approximately every 10 minutes.

2. When the decision package is finalized and ready for review by the Office of School Support, the responsible employees assigned to the Budget Specialist – Campus role will advance the form stage to O055 (School Review).

3. The decision package will be reviewed by responsible employees assigned to the Budget Manager – Campus (School Support) role:

a. If revisions to the decision package are required, changes will be made by the responsible employees assigned to the Budget Specialist – Campus role.


b. When the decision package is finalized and approved, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to O059 (School Final).

c. When the decision package is ready for central review, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to O075 (Budget Review).

4. The decision package will be reviewed by the responsible employees assigned to the Budget Manager – Central Office role:

a. If revisions to the decision package are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office role.


b. When the decision package has been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O079 (Budget Final).



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5. All school decision packages will be ranked using the Operating Decision Package Ranking Form – School form using stage O158 (School Rank) by the responsible employees assigned to the Budget Manager – Chief role:

a. When the school decision package rankings have been completed, the responsible employees assigned to the Budget Manager – Campus (School Support) role will advance the form stage to O179 (Budget Fund).

6. Recommended funding of school decision packages will be established using the Operating Decision Package Ranking Form – School form using stage O179 (Budget Fund) by the responsible employees assigned to the Budget Manager – Central Office role:

a. When the recommended funding of school decision packages has been completed, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O189 (Cabinet Fund).

7. Funding of school decision packages will be updated based on Cabinet input and review using the Operating Decision Package Ranking Form – School form using stage O189 (Cabinet Fund) by the responsible employees assigned to the Budget Manager – Central Office role:

a. When the revised funding of school decision packages has been completed, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O199 (Board Fund).

8. Final funding of school decision packages will be determined based on Board input and review using the Operating Decision Package Ranking Form – School form using stage O199 (Board Fund) by the responsible employees assigned to the Budget Manager – Central Office role:

a. When the final funding of school decision packages has been completed, the responsible employees assigned to the Budget Manager – Central Office role will advance the form stage to O999 (Board Adopt), which will be the stage used to transfer final budget amounts to the SAP ERP system for budget execution and interfacing with PEIMS.

Display, Analysis and Reporting 9. All school operating decision package information will be available for display, analysis and

reporting by the responsible employees assigned to the Budget Analyst – Campus role.

10. School operating decision package information submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office role.




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Budget Specialist – Campus role can enter (or upload) and make changes to school operating decision packages prior to central review, as well as advance the school decision package form for review and approval by the Office of School Support.

Budget Manager – Campus (School Support) role can review and approve the school operating decision packages, as well as advance the school decision package form for final school submission and initial central review and approval, as well as review and rank the school operating decision packages and advance the school ranking form for central review and funding.

Budget Analyst – Campus role can display school operating decision package form information during all stages including submission, review, ranking and funding of the decision packages.

Budget Specialist – Central Office role can make changes to school operating decision packages during central review.

Budget Manager – Central Office role can review and approve school operating decision packages and advance forms to subsequent stages for final centralized reviews and funding.

Budget Analyst – Central Office role can display school operating decision package information submitted and managed during the central review stages.


The Operating Decision Package Adjustment Form – School form design will be used to request increases or decreases to school baseline services funded through the non-grant operating budget and includes the following:







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O050 (School Initial) – Initial operating decision package information. O055 (School Review) – Office of School Support review and final adjustment of operating

decision package information. O059 (School Final) – Final operating decision package information pending central review. O075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

operating decision package information. O079 (Budget Final) – Final operating decision package information pending Office of School

Support ranking and centralized funding.

The Operating Decision Package Ranking Form – School form design will be used to rank and determine funding for school requests to increase or decrease baseline services funded through the non-grant operating budget and includes the following:



Entered Standard decision package adjustment form ranking and funding features will be used.


O158 (School Rank) – Office of School Support review and ranking of operating decision packages.

O179 (Budget Fund) – Recommended funding of operating decision packages by Budgeting and Financial Planning.

O189 (Cabinet Fund) – Revised funding of operating decision packages. O199 (Board Fund) – Final funding of operating decision packages. O999 (Board Adopt) – Final adopted decision package next year base budget estimate to be

retracted into Funds Management for budget execution.



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Upon advancement of an Operating Decision Package Adjustment Form – School form from stage O059 (School Final) to stage O075 (Budget Review), a notification will be sent to



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responsible employees assigned to the Budget Manager – Central Office role to review the school non-grant operating decision package information.



3. Open Issues


None identified.



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2.3.1 – Perform Capital Budget Planning

Business Process Overview This describes how departments will plan FTEs by classification grouping in SAP SBP for bond program administration positions funded by capital funding.





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Flowchart



Budget Analyst –Central Office –

Capital


Budget Manager –Department – Capital

Planning Specialist – Department – Capital




SBP Capital Planning Form[C030 – Central Allocation]


Start

SBP Capital Planning Form[C031 – Central Review]






Determine

Initial FTEs

SBP Capital Planning Form[C032 – Central Release]


SBP Capital Planning Form[C063 – Department Update]

Upload/Enter FTEsDepartment FTE Planning


No

Yes

SBP Capital Planning Form[C065 – Department Review]

Advance StageDepartment FTE Planning


Review / ApproveDepartment FTE Planning




SBP Capital Planning Form[C069 – Department Final]


No

SBP Capital Planning Form[C075 – Budget Review]


Yes

SBP Capital Planning Form[All Stages]



DisplayDepartment FTE Planning

A

SBP Capital Planning Form[All Central Stages]






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Capital





Review/ApproveDepartment FTE Planning




Yes

No

SBP Capital Planning Form[C079 – Budget Final]


End

SBP Capital Planning Form[All Central Stages]




A




Initial FTE Estimates 1. The initial FTE estimates for bond program administration will be determined by the custom

planned FTEs enhancement and included in the Capital Form – Central – Planning form using stage C030 (Central Allocation) by the responsible employees assigned to the Planning Specialist – Central Office – Capital role.

2. When the initial bond program administration FTE estimates are finalized and ready for review, the responsible employees assigned to the Planning Specialist – Central Office – Capital role will advance the form stage to C031 (Central Review).

3. The initial bond program administration FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Capital role:

a. If revisions to the initial bond program administration FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office – Capital role.

b. When the initial bond program administration FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C032 (Central Release).

Department FTE Estimates 4. Departmental FTE estimates for bond program administration will be updated using the Capital

Form – Department – Planning form using stage C063 (Department Update) by responsible employees assigned to the Planning Specialist – Department – Capital role.

5. When the FTE estimates are finalized and ready for department review, the responsible employees assigned to the Planning Specialist – Department – Capital role will advance the form stage to C065 (Department Review).

6. The FTE estimates will be reviewed by responsible employees assigned to the Budget Manager – Department – Capital and Budget Manager – Department – Chief roles:

a. If revisions to the FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Department – Capital role.

b. When the FTE estimates are finalized and approved, the responsible employees assigned to the Budget Manager – Department – Capital role will advance the form stage to C069 (Department Final).

c. When the FTE estimates are ready for central review, the responsible employees assigned to the Budget Manager – Department – Capital role will advance the form stage to C075 (Budget Review).

7. The FTE estimates will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Capital role:



a. If revisions to the FTE estimates are required, changes will be made by the responsible employees assigned to the Planning Specialist – Central Office – Capital role.

b. When the FTE estimates have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C079 (Budget Final).

Display, Analysis and Reporting 8. Initial bond program administration FTE estimates centrally determined and managed will be

available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Capital role.

9. Bond program administration FTE estimates updated and submitted by departments will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department – Capital role.

10. Departmental bond program administration FTE estimates submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Capital role.


Planning Specialist – Central Office – Capital role can establish and update initial bond program administration FTE estimates, as well as enter (or upload) and make changes to departmental bond program administration FTE estimates during central review stages.

Budget Manager – Central Office – Capital role can review, approve and release initial bond program administration FTE estimates, as well as review and approve departmental bond program administration FTE estimates and advance forms to establish the final FTE estimates.

Budget Analyst – Central Office – Capital role can display all initial bond program administration FTE form information, as well as departmental bond program administration information submitted and managed during the central review stages.

Planning Specialist – Department – Capital role can enter (or upload) and make changes to departmental bond program administration FTEs estimates prior to central review, as well as advance the departmental form for department review and approval.

Budget Manager – Department – Capital role can review and approve the departmental bond program administration FTE estimates, as well as advance the departmental form for the final departmental FTE estimates and for the initial central estimate review and approval.

Budget Manager – Department – Chief role can review the departmental bond program administration FTE estimates.



Budget Analyst – Department – Capital role can display departmental bond program administration form information during all stages.


The Capital Form – Central – Planning form design will be used to establish the initial bond program administration FTE estimates and includes the following:















C030 (Central Allocation) – Initial future year bond program administration FTE estimates determined by the custom planned FTEs enhancement with manual adjustments, if required.

C031 (Central Review) – Central review and final adjustment of the initial future year bond program administration FTE estimates.

C032 (Central Release) – Final initial future year bond program administration FTE estimates available for updating by departments.

The Capital Form – Department – Planning form design will include the following:














C063 (Department Update) – Initial update of future year departmental bond program administration FTE estimates.

C065 (Department Review) – Department review and final adjustment of future year departmental bond program administration FTE estimates.

C069 (Department Final) – Final future year departmental bond program administration FTE estimates pending central review.

C075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the future year departmental bond program administration FTE estimates.

C079 (Budget Final) – Final future year departmental bond program administration FTE estimates.











Upon advancement of a Capital Form – Central – Planning form from stage C031 (Central Review) to stage C032 (Central Release), a notification will be sent to responsible employees assigned to the Planning Specialist – Department – Capital role to begin the departmental process of updating and submitting bond program administration FTE estimates.



3. Open Issues


None identified.



2.3.2 – Perform Capital Budgeting – Bond Program Administration

Business Process Overview This describes how estimates for bond program administration expenditures charged to capital funding will be managed in SAP SBP.

Assumptions SAP Funds Management actual fund balances will be segregated into relevant budgetary vs. non-budgetary (accrual-based) amounts to provide beginning resource information for managing available funding.

Annual funding for capital program administration will be managed using a separate fund group.

Initial baseline bond program administration budget amounts will be determined centrally by the Budgeting and Financial Planning Department for further updating by departments.

Department bond program administration budget forms will not include the requirement to balance budgeted amounts with the budget allocation.







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Flowchart

2.3.2 – Perform Capital Budgeting -Bond Program Administration



Capital


Personnel



SBP Capital Budget Form[C030 – Central Allocation]

Establish Initial BudgetOverall Bond Program

Administration

Start

SBP Capital Budget Form[C031 – Central Review]

Review/ApproveOverall Bond Program

Administration


Advance StageOverall Bond Program

Administration


Upload/EnterOverall Bond Program

Administration

SBP Capital Budget Form[C032 – Central Release]

Advance StageOverall Bond Program

Administration

Revise Allocation?

No

Yes

A

SBP Capital Budget Form[All Stages]

DisplayOverall Bond Program

AdministrationRun Projection Scenarios

Perform Personnel Projections



Revise Positions?



Projections

No

Yes



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Capital


– Personnel



Budget Specialist – Department – CapitalAutomated

System Processes


Expenditures

SBP Capital Budget Form[C063 – Department Update]

Upload/EnterDepartment Bond Program

Administration

Revise Positions?

SBP Capital Budget Form[C065 – Department Review]

Advance StageDepartment Bond Program

Administration

No


Review / ApproveDepartment Bond Program

Administration

Revise Positions?



Administration

Yes

SBP Capital Budget Forms[C063 – Department Update]

UpdateDepartment Bond Program

PEP Information

Direct PEP Update?

No

Yes

No

Revise Estimate?

SBP Capital Budget Form[C069 – Department Final]


Administration

No

Yes

Direct PEP Update?

Yes

Yes

SBP Capital Budget Forms[C065 – Department Review]

UpdateDepartment Bond Program

PEP Information

No

SBP Capital Budget Form[C075 – Budget Review]


Administration

B

A

SBP Capital Budget Form[All Central Stages]

DisplayDepartment Bond Program

Administration



Administration

SBP Capital Budget Forms[All Stages]


PEP Information

C

D


ReviewDepartment Bond Program

Administration







(Human Resources)


– Personnel


– Personnel


Personnel


Personnel


Budget Specialist – Department –

Personnel


Department Direct Position Update

Revise Position?

Yes

No

C





D











Projections


Projections



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Capital

Budget Analyst –Department –

Capital


PersonnelBudget Manager – Central Office – Capital

Budget Specialist –Central Office – Capital


Review/ApproveDepartment Bond Program

Administration

Revise Estimate?

No

Revise Positions?




Administration

Yes

Yes No

SBP Capital Budget Form[C079 – Budget Final]


Administration

SBP Capital Budget Form[C085 – Cabinet Review]


Administration


Revise Estimate?

SBP Capital Budget Form[C089 – Cabinet Final]


Administration

Revise Positions?



Administration

SBP Capital Budget Form[C095 – Board Review]


Administration

NoYes

Yes

No

SBP Capital Budget Form[C099 – Board Final]


Administration

Revise Positions?



Administration


Revise Estimate?

SBP Capital Budget Form[C999 – Board Adopt]


Administration

No

Yes

Yes

No



Administration



Administration

End

B

SBP Capital Budget Form[All Central Stages]

DisplayDepartment Bond

Program Administration


DisplayDepartment Bond

Program Administration


Projections


Projections


Projections



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Initial Allocation 1. Bond program administration personnel expenditure amounts will be updated by a personnel

expenditure projection processed by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.


3. The initial amounts allocated to overall bond program administration will be included in the Capital Form – Central – Bond Program Administration form using stage C030 (Central Allocation) by the responsible employees assigned to the Budget Specialist – Central Office – Capital role.

4. When the overall bond program administration allocated amounts are finalized and ready for review, the responsible employees assigned to the Budget Specialist – Central Office – Capital role will advance the form stage to C031 (Central Review).

5. The overall bond program administration amounts will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Capital role:

a. If revisions to the overall bond program administration allocated amounts are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office – Capital role.

b. When the overall bond program administration allocated amounts have been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C032 (Central Release).

Base Estimate 6. Departmental budget estimates for bond program administration will be updated using the

Capital Form – Department – Bond Program Administration form using stage C063 (Department Update) by responsible employees assigned to the Budget Specialist – Department – Capital role.

7. Changes to departmental position information for bond program administration will also be updated by responsible employees:

a. If position information can be changed using the budget form, position changes will be made by the responsible employees assigned to the Budget Specialist – Department – Capital role, with automatic updating of personnel expenditure amounts performed approximately every 10 minutes.

b. If position information cannot be changed using the budget form, direct position updates will be made using the Operating Form – Department – Base Submission – PEP – Position Update form by the responsible employees assigned to the Budget Specialist – Department – Personnel role.



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i. Electronic notification of the position changes made will be sent to the responsible employees assigned to the Budget Manager – Department, Budget Manager – Department – Personnel (Human Resources), Budget Specialist – Central Office – Personnel and Budget Manager – Central Office – Personnel roles.


ii. Revisions, if any, to direct position updates performed by departments will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.


8. When the base budget estimate is finalized and ready for department review, the responsible employees assigned to the Budget Specialist – Department – Capital role will advance the form stage to C065 (Department Review).

9. The base budget estimate will be reviewed by responsible employees assigned to the Budget Manager – Department – Capital and Budget Manager – Department – Chief roles:

a. If revisions to the base budget estimate are required, changes will be made by the responsible employees assigned to the Budget Specialist – Department – Capital role.

i. If position information can be changed using the budget form, position changes will be made by the responsible employees assigned to the Budget Specialist – Department – Capital role, with automatic updating of personnel expenditure amounts performed approximately every 10 minutes.

ii. If position information cannot be changed using the budget form, direct position updates will be made using the Operating Form – Department – Base Submission – PEP – Position Update form by the responsible employees assigned to the Budget Specialist – Department – Personnel role.

1) Electronic notification of the position changes made will be sent to the responsible employees assigned to the Budget Manager – Department, Budget Manager – Department – Personnel (Human Resources), Budget Specialist – Central Office – Personnel and Budget Manager – Central Office – Personnel roles.


2) Revisions, if any, to direct position updates performed by departments will be made using Position Maintenance by the responsible employees assigned to the Budget Specialist – Central Office – Personnel role.



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b. When the base budget estimate is finalized and approved, the responsible employees assigned to the Budget Manager – Department – Capital role will advance the form stage to C069 (Department Final).

c. When the base budget estimate is ready for central review, the responsible employees assigned to the Budget Manager – Department – Capital role will advance the form stage to C075 (Budget Review).

10. The base budget estimate will be reviewed by the responsible employees assigned to the Budget Manager – Central Office – Capital role:

a. If revisions to the base budget estimate are required, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office – Capital role.



b. When the base budget estimate has been finalized and approved, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C079 (Budget Final).

c. When the base budget estimate is ready for Cabinet review, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C085 (Cabinet Review).

d. If revisions to the base budget estimate are required during the Cabinet review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office – Capital role.





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e. When the base budget estimate has been finalized with the Cabinet, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C089 (Cabinet Final).

f. When the base budget estimate is ready for Board review, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C095 (Board Review).

g. If revisions to the base budget estimate are required during the Board review, changes will be made by the responsible employees assigned to the Budget Specialist – Central Office – Capital role.



h. When the base budget estimate has been finalized with the Board, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C099 (Board Final).

i. When the base budget estimate has been adopted by the Board, the responsible employees assigned to the Budget Manager – Central Office – Capital role will advance the form stage to C999 (Board Adopt), which will be the stage used to transfer final base budget amounts to the SAP ERP system for budget execution and interfacing with PEIMS.

Display, Analysis and Reporting 11. Overall bond program administration information centrally allocated and managed will be

available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Capital role.

12. Bond program administration information updated and submitted by departments will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department – Capital role.

13. Departmental bond program administration information submitted and managed during central budget review will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Capital role.

14. Department direct position updates for bond program administration will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Department – Capital – Personnel role.



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15. All departmental direct position updates for bond program administration will be available for display, analysis and reporting by the responsible employees assigned to the Budget Analyst – Central Office – Capital – Personnel role.


Budget Specialist – Central Office – Personnel role can make changes to detailed position information, process personnel expenditure projections and receive notifications about direct updates to all position information if this information is unable to be updated using the departmental budget form.

Budget Specialist – Central Office role can process the Districtwide funding allocations and base budget line item calculations used to establish the initial baseline budget estimates.

Budget Specialist – Central Office – Capital role can establish and update overall bond program administration estimates, as well as enter (or upload) and make changes to departmental bond program administration estimates during central review stages.

Budget Manager – Central Office – Personnel role receives notifications about direct updates to all departmental position information if this information is unable to be updated using the departmental budget form.

Budget Manager – Central Office – Capital role can review, approve and release overall bond program administration estimates, as well as review and approve departmental bond program administration estimates and advance forms to subsequent stages for final centralized reviews and approvals.

Budget Analyst – Central Office – Capital role can display all overall bond program administration form information, as well as departmental bond program administration information submitted and managed during the central review stages.

Budget Analyst – Central Office – Capital – Personnel role can display all bond program administration PEP information.

Budget Specialist – Department – Capital role can enter (or upload) and make changes to departmental bond program administration estimates and related PEP information prior to central review, as well as advance the departmental form for department review and approval.

Budget Specialist – Department – Personnel role can make direct updates to departmental position information if this information is unable to be updated using the departmental budget form.

Budget Manager – Department role receives notifications about direct updates to departmental position information if this information is unable to be updated using the departmental budget form.



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Budget Manager – Department – Personnel (Human Resources) role receives notifications about direct updates to all departmental position information if this information is unable to be updated using the departmental budget form.

Budget Manager – Department – Capital role can review and approve the departmental bond program administration estimates, as well as advance the departmental form for the final departmental estimate and for the initial central estimate review and approval.

Budget Manager – Department – Chief role can review the departmental bond program administration estimates.

Budget Analyst – Department – Capital role can display departmental bond program administration form information during all stages.

Budget Analyst – Department – Capital – Personnel role can display departmental bond program administration PEP information.


The Capital Form – Central – Bond Program Administration form design will be used to establish the overall bond program administration amounts and includes the following:




Revenue Amounts Beginning Budgetary Fund Balance Current Year Actual Revenue Amounts

Expenditure Amounts Prior Original Expenditure Budget Amounts Prior Expenditure Budget Adjustment Amounts Prior Revised Expenditure Budget Amounts Current Year Actual Expenditure Amounts



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Allocation Amounts Next Year Base Expenditure Budget Allocation Amounts



Allocation Amounts Next Year Base Expenditure Budget Allocation Amounts



C030 (Central Allocation) – Initial next year base budget estimate amounts determined by the custom Districtwide allocation and base budget line item calculations with manual adjustments, if required.

C031 (Central Review) – Central review and final adjustment of the initial next year base budget estimate amounts.

C032 (Central Release) – Final initial next year base budget estimate amounts available for updating by departments.

The Capital Form – Department – Bond Program Administration form design will include the following:






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Expenditure Amounts Prior Original Expenditure Budget Amounts Prior Expenditure Budget Adjustment Amounts Prior Revised Expenditure Budget Amounts Current Year Actual Expenditure Amounts






C063 (Department Update) – Initial update of department base expenditure estimate amounts.

C065 (Department Review) – Department review and final adjustment of base expenditure estimate amounts.

C069 (Department Final) – Final base expenditure estimate amounts pending central review. C075 (Budget Review) – Budgeting and Financial Planning review and final adjustment of the

base expenditure estimate amounts.



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C079 (Budget Final) – Final base expenditure estimate amounts pending review by the Cabinet and Board.

C085 (Cabinet Review) – Cabinet review and final adjustment of the base expenditure estimate amounts.

C089 (Cabinet Final) – Final base expenditure estimate amounts pending review by the Board. C095 (Board Review) – Board review and final adjustment of the base expenditure estimate

amounts. C099 (Board Final) – Final base expenditure estimate amounts pending final budget adoption

by the Board. C999 (Board Adopt) – Final adopted next year base budget estimate to be retracted into Funds

Management for budget execution.













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Upon advancement of a Capital Form – Department – Bond Program Administration form from stage C063 (Department Update) to stage C065 (Department Review), a notification will be sent to responsible employees assigned to the Budget Manager – Department – Capital



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and Budget Manager – Department – Chief roles to review the departmental bond program administration base expenditure estimate amounts.

Upon advancement of a Capital Form – Department – Bond Program Administration form from stage C069 (Department Final) to stage C075 (Budget Review), a notification will be sent to responsible employees assigned to the Budget Manager – Central Office – Capital role to review the departmental bond program administration base expenditure estimate amounts.



3. Open Issues


PEP performance Potential PEP projection performance issues when updating position information using the standard budgeting form position tab.



May not be able to update cost distribution for positions using the standard budgeting form position tab.


Budgetary fund balances

Available budgetary fund balances will need to be established in Funds Management, which requires segregation of budgetary vs. full accrual-based amounts).

Open.



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Appendices A. District Budgeting Terminology Table A-1 provides relevant acronyms and definitions for common District budgeting terms.



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Table A-1 – District Budgeting Terminology Term Definition Academic Excellence Indicator System (AEIS)

The Academic Excellence Indicator System (AEIS) pulls together a wide range of information on the performance of students in each school and district in Texas every year. Also included are prior year financial data. This information is put into the annual AEIS reports, which are available each year in the fall.



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Table A-1 – District Budgeting Terminology Term Definition Academically Acceptable School

Academically acceptable schools are determined through student performance metrics which vary by subject as follows:

Reading/ELA – at least 70% pass

Writing – at least 70% pass

Social Studies – at least 70% pass

Mathematics – at least 65% pass

Science – at least 60% pass

See Texas Education Agency (TEA) website (http://www.tea.state.tx.us/)



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Table A-1 – District Budgeting Terminology Term Definition Accelerating Student Progress, Increasing Results & Expectations (ASPIRE)

ASPIRE (Accelerating Student Progress Increasing Results & Expectation) is the District’s educational improvement and performance management model that engages all employees in creating a culture of excellence. ASPIRE payouts occur in January following the previous fiscal year’s performance results.

Accreted Value

The value of a multi-year investment that accrues interest but doesn’t pay that interest until maturity.

Activity Funds Activity funds are defined as funds consisting of resources received and held by the school, as trustee, to be expanded or invested in accordance with conditions of the trust. Specifically, they are funds accumulated from various school-approved, fund-raising activities such as receipt of student dues or fees, commissions, investment interest and donations. All funds collected by District personnel from students are defined as Activity Funds and must be handled through the activity funds accounts.



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Table A-1 – District Budgeting Terminology Term Definition Ad Valorem Local Maintenance Tax The amount or rate of taxes levied for the maintenance

and operations of the school district.

Adequate Yearly Progress (AYP) Under the accountability provisions in the No Child Left Behind (NCLB) Act, all public school campuses, school districts, and the state are evaluated for Adequate Yearly Progress (AYP). Districts, campuses and the state are required to meet AYP criteria based on the following three measures:

Reading/Language Arts

Mathematics

High schools and districts

o Graduation Rate

Elementary and middle/junior high schools

o Attendance Rate

Administrative Cost Ratio The ratio of function 21 and 41 expenditures to function 11, 12, 13, and 31 expenditures. It only includes major object codes 6100 to 6400.

Admission, Review, and Dismissal/Individual Education Program (ARD/IED)

The Admission, Review, and Dismissal is a meeting conducted that establishes eligibility for special education services, and develops and reviews the Individual Education Plan to make decisions concerning the educational program for students who are eligible to receive special education services.



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Table A-1 – District Budgeting Terminology Term Definition Advanced Placement Courses and Exams AP curriculum consists of university level courses that

have been developed by the College Board. There are over thirty individual course curricula that are equivalent to college freshman and sophomore introductory courses and are available to students as early as the sophomore year in high school. This program encourages students to sit for College Board exams after course completion. Successful completion of AP exams gives students the possibility of receiving advanced placement and/or credit hours in universities and colleges. AP program course offerings vary at every campus. To receive authorization from the College Board to label a course “AP” each AP teacher must submit the following two documents to the College Board related to the course:

a syllabus

the subject-specific AP Course Audit form

Courses not approved through this process may not be labeled as “AP”.

Alternative Certification Alternative certification programs (ACP’s) offer a nontraditional route to certification that may allow you to teach while completing the requirements. These programs are located in universities, school districts, education service centers, community colleges, and private entities. A list of approved programs is available. Only programs found on this list may recommend an individual for a Texas educator certificate.

American Association of School Administrators

(AASA)

AASA, the School Superintendents Association, founded in 1865, is the professional organization for more than 13,000 educational leaders in the United States and throughout the world. AASA members range from chief executive officers, superintendents and senior level school administrators to cabinet members, professors and aspiring school system leaders.



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Table A-1 – District Budgeting Terminology Term Definition American College Test (ACT) The ACT is a national college-admission exam. It assesses

both the general educational level of high school students and their readiness for college-level work. The ACT consists of the following four tests:

English

Mathematics

Reading

Science Reasoning

The tests are curriculum-based and universally accepted by U.S. colleges and universities.

Analytics for Education (A4E) Technological tool or Achievement Dashboard used by the District to monitor performance indicators.

Annual Financial and Compliance Report See definition for Comprehensive Annual Financial Report (CAFR)

Appropriation Budget dollars that have been set aside for a particular expenditure (salaries, instructional supplies, capital outlay, etc.).

Association of School Business Officials International (ASBO)

The Association of School Business Officials International (ASBO) is a professional association that provides programs and services to promote the highest standards of school business management practices, professional growth, and the effective use of educational resources.



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Table A-1 – District Budgeting Terminology Term Definition At Risk Students The at-risk is based on enrollment from pre-

kindergarten through twelfth grade. This rate includes at-risk categories identified by the state. Elementary students in pre-kindergarten through third grade are designated as at-risk of dropping out of school if they did not perform satisfactorily on the District pre-kindergarten language arts and mathematics assessments, the mCLASS CIRCLE assessment or the Texas Primary Reading Inventory (TPRI)/Tejas Lee.

Secondary students are at-risk if they failed two or more foundation courses during a semester in the preceding or current school year or are not maintaining such an average in the current semester.

Elementary and secondary school students are designated as at-risk of dropping out of school if they are Limited English Proficient (LEP), failed any section of STAAR on the most recent attempt, were not advanced from one grade level to the next for one or more school years.

Additional criteria include students who are pregnant and/or a parent, are homeless, have been previously reported as a dropout, reside in a residential placement facility, are in the custody or care of the Department of Protective and Regulatory Services, attend a disciplinary alternative education program, are on conditional release through the judicial courts, or have been expelled during the preceding or current school year.

Athletics Fund Used to account for the educational, social, moral and athletic skills of the student athlete. It provides a comprehensive High School and Middle School program for male and female athletes in areas such as football, basketball, track/field and soccer. The Athletics Fund is also used to schedule athletic activities, transportation trips and games officials and to efficiently operate Sports Complex Venus for District athletics competitions and events.



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Table A-1 – District Budgeting Terminology Term Definition Average Daily Attendance (ADA) The average number of students that are in attendance

daily in the school district determined by the number of days a student attends school compared to the number of days the student was enrolled.

Average Market Value This is determined by the county appraisal district and reflects the average price that a property sells at within the District’s boundaries. This is different from the average taxable value.

Average Scale Scores Test results can be used to evaluate the performance of a group over time. Average scale scores and the percentage of students meeting0 the standard/meeting minimum expectations can be analyzed across administrations within the same grade and subject area to give insight into whether student performance is improving across years.

Average Taxable Value (ATV) This is determined by the county appraisal district based on appraised value of a home and deducting any state mandated exemptions and any local option exemptions. This is the amount on which the homeowner will actually pay taxes.

AVID (Advancement Via Individual Determination) A secondary program to prepare students for the rigors of a four-year college or university.

Award for Excellence in Financial Management Awarded by the Council of the Great City Schools, the award is based on a thorough outside review of the District’s management practices conducted by senior financial executives from some of the country’s largest school systems. Areas they review include finance and budget, business services, human resources, and information technology.

Batteries A selection of tests and assessment procedures typically composed of tests designed to measure different variables but having a common objective. A group of subtests – each assessing a different subject area but having a common objective designed to be administered to the same group of test takers.



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Table A-1 – District Budgeting Terminology Term Definition Benchmarking Analyzing and comparing performance or other

indicators to the industry or peers to help in process improvement.

Best (or Leading) Practices A best practice is a method or technique that has consistently shown results superior to those achieved with other means, and that is used as a benchmark. In addition, a “best” or “leading” practice can evolve to become better as improvements are discovered. Best practice is considered by some as a business buzzword, used to describe the process of developing and following a standard way of doing things that multiple organizations can use.

Biennium A period of two years. For example, the District adopts a new budget each year (annually) while the State of Texas adopts a two-year (biennial) budget.

Bilingual A student that speaks two or more languages.

Biofuels A biofuel is a fuel that is derived from biological materials, such as plants and animals and can also be seen as fuel derived from organic matter.

Board Policy CA (Local) Collection of board policies that help to govern the District’s business, personnel, instructional, student, and community interaction.

Bond Referendum A proposal to the taxpayers requesting the approval to issue bonded debt for capital expenditure for district facilities, vehicles, or other capital items.



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Table A-1 – District Budgeting Terminology Term Definition Budget A plan of financial operations embodying an estimate of

proposed expenditures for a given period or purpose and the proposed means of financing them. The budget usually consists of three parts. The first part contains a message from the budget-making authority together with a summary of the proposed expenditures and the means of financing them. The second part consists of schedules supporting the summary. These schedules show in detail the proposed expenditures and means of financing them together with information as to past years’ actual revenues and expenditures and other data used in making the estimates. The third part is composed of drafts of the appropriation, revenue, and borrowing measures necessary to put the budget into effect.

Budget Units Refers to departments or campuses that have budgets and have the authority to spend those funds.

Budgetary Accounts Those accounts necessary to reflect budget operations and conditions, such as estimated revenues, appropriations, and encumbrances, the net balance, and other related information.

Buy Back Services Services that are provided internally to other campuses and departments at a fee for service.

Campus Resource Allocation The resource allocation process by which campuses generate the funding that they ultimately build budgets from each school year. Refer to the Schools Section for detailed description of the resource allocation.

Capital Budget A plan of proposed capital outlays and the means of financing them for the current fiscal period. It is usually a part of the current budget. If a capital program is in operation, it will be the first year thereof. A capital program is sometimes referred to as a capital budget.



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Table A-1 – District Budgeting Terminology Term Definition Capital Outlay Expenditures that result in the acquisition of, or addition

to, fixed assets. In this district, a fixed asset is defined as a tangible item whose expected life is two or more years and whose value is greater than $5,000. Items that have a cost of more than $500 per item are also purchased from capital outlay funds, but are not classified as fixed assets. Exceptions to value limitations are software ($1,500 or more per item) and catalogued library materials. The capital items below $500 per item are changed to supplies before submission to the State as required by PEIMS guidelines.

Capital Renovation Fund Accounts for all capital program projects on an individual project basis. The primary source of funding is voter approved bonds.

Career Pathways The District’s Career Pathways program gives more than 200 teachers the chance to serve in leadership roles on their campus while paying them additional money and affording them leadership opportunities.

Carryover Budget Funds that are moved from one fiscal year to another fiscal year usually due to purchase order obligations. This can also be funds that were not used on a specific project by the end of a fiscal year but are still needed to complete that project in the next fiscal year.

Chancery Student Management System (SMS) The student information system used by HISD. Schools use the software to perform various functions including student registration and enrollment, attendance tracking, grade reporting, and creation of student transcripts. Data that is collected in Chancery is often provided to other HISD data systems. Reports that go to the Texas Education Agency based on student data are generated from Chancery or from data collected in Chancery.

Compensatory Education Program and instructional services which are designed for at-risk students. These programs and services are funded with State Compensatory Education funds.



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Table A-1 – District Budgeting Terminology Term Definition Child and Adult Care Food Program (CACFP) The United States Department of Agriculture’s (USDA)

Child and Adult care food program provides aid to child and adult care institutions and family or group day care homes for the provision of nutritious foods that contribute to the wellness, healthy growth, and development of young children, and the health and wellness of older adults and chronically impaired disabled persons.

College Board Founded in 1900, the College Board was created to expand access to higher education. Today, the membership association is made up of over 6,000 of the world’s leading educational institutions and is dedicated to promoting excellence and equity in education.

Compensatory Education Program and instructional services which are designed for at-risk students. These programs and services are funded with State Compensatory Education funds.

Comprehensive Annual Financial Report (CAFR) Document prepared by Accounting to report the detailed results of district operations.

Community Eligibility Provision (CEP) The Community Eligibility Provision allows high-poverty schools to provide breakfast and lunch free to all students, ensuring that they are well nourished and able to learn throughout the school day. Families do not need to provide a school lunch application to qualify. The schools participating in the Community Eligibility Provision are determined by HISD according to a formula that takes into account free and reduced lunch rates and other factors.

Construction Manager-Program Administrator (CM-PA)

The Construction Manager-Program Administrator (CM-PA) means the organization, selected to represent HISD in managing the Construction Project.



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Table A-1 – District Budgeting Terminology Term Definition Core Values HISD has adopted the following six core values:

Safety Above All Else

Student Learning Is the Main Thing

Focus on Results and Excellence

Parents Are Partners

Common Decency

Human Capital

Cost of Education Index (CEI) The Cost of Education Index (CEI) attempts to adjust for varying economic conditions across the state, based mainly on the size of the District, the teacher salaries of neighboring districts, and the percentage of low-income students in the District in 1989–1990. The index has not been updated since that time.

Council of the Great City Schools (CGCS) The goals of the Council of the Great City Schools are as follow:

To educate all urban school students to the highest academic standards.

To lead, govern and manage our urban public schools in ways that advance the education of our children and inspire the public’s confidence.

To engage parents and build a confident, committed and supportive urban community for raising the achievement of urban public school children.

For more information visit www.cgcs.org.

Credit Recovery Credit recovery allows a student to make up or retake a course that they previously did not receive credit for taking.

Crisis Prevention Institute (CPI) The Crisis Prevention Institute is a program used in HISD to train staff to implement safe behavior management methods that focus on prevention.



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Table A-1 – District Budgeting Terminology Term Definition Debt Instruments The type of debt issued, such as bonds, certificates,

mortgages, or other agreements between a lender and a borrower.

Debt Service Fund Resources that are budgeted for payment of the District’s debt including principal, interest and other debt service fees.

Debt Service Obligations The total amount of debt principal that the District owes.

Debt Service Rate The tax rate applied to the taxable value that is dedicated to the payment of the District’s debt. These funds cannot be used for any other purpose.

Designated Fund Balance Represents tentative plans for future use of financial resources.

Direct Certification Direct certification is a federally mandated process used by School Nutrition Program sponsors to certify school-age recipients whose families receive services through the Texas Department of Human Services, such as SNAP, for participation in the school lunch program without completing an application. If at least 51 percent of a school’s population qualifies via direct certification, a school may qualify for the community eligibility provision.

District Advisory Committee (DAC) Committee made up of parents, students, and other community members who wish to be a part of the decision-making process at HISD and offer ideas and feedback at the District level.



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Table A-1 – District Budgeting Terminology Term Definition District Award for Teacher Excellence (DATE) DATE is a non-competitive grant that provides funding

to support the establishment of District-wide goals and the implementation of a financial awards system designed to achieve the following:

Award teachers for positively impacting student achievement

Target the District’s most in-need campuses to improve teacher quality

Create capacity and sustainability for improved instruction within the District.

DATE allows districts the opportunity to create a District-wide incentive plan, create a local incentive award plan targeting specific campuses, or implement the Teacher Advancement Program (TAP), a strategy developed by the Milken Family Foundation.

Dual-Credit Partnership An agreement between the District and a college or university to provide college credit for classes attended during high school at a local college or university.

Economy of Scale The cost advantage that arises with increased output of a product.

Effective Teacher Initiative The Effective Teachers Initiative was instituted to ensure success for all students through an effective teacher in every classroom. The District’s priorities are as follow:

Hire early

Identify and hire from the teaching preparation programs that have a record of producing effective teachers

Use a rigorous selection process

Empower principals to make strategic hiring and retention decisions

Offer incentives to attract top talent



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Table A-1 – District Budgeting Terminology Term Definition EMERGE-HISD EMERGE-HISD is a program that prepares talented

District students from under-served communities to successfully attend and graduate from the nation’s top colleges and universities. Students in the EMERGE-HISD program benefit from extensive programming, individualized support and tailored resources throughout grades 9-12. EMERGE-HISD Program Managers, graduates of top-tier colleges and universities, work closely with students and their families to ensure students’ success at the nation’s top colleges.

Encumbrance Accounting The system under which purchase orders, contracts, and other commitments for the expenditure of funds are recognized in the accounting system to reserve the portion of the applicable appropriation.

End of Course (EOC) Assessments STAAR end of course (EOC) assessments are for high school students in specific subject areas. Current EOC tests are administered in Algebra I, biology, English I, English II, English III and U.S. History.

English Language Learners (ELL) Person who is learning English secondary to his native language. The terms English language learner and limited English proficient student are used interchangeably.

English as a Second Language (ESL) See English Language Learners (ELL).

Enrollment Snapshot A snapshot of the number of students enrolled in total and in each instructional program on one day of the year. This is used for projections for the District and the state, as well as for the final budget settle up for schools in the District.

Enterprise Funds Enterprise funds are traditionally funds that provide a service in a for-profit capacity.

Equalized Wealth Level The level at which a district becomes Chapter 41 (“Robin Hood”) and has to send a portion of local property taxes to the State.



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Table A-1 – District Budgeting Terminology Term Definition E-rate E-Rate is the commonly-used name for the Schools and

Libraries Program of the Universal Service Fund, which is administered by the Universal Service Administrative Company (USAC) under the direction of the Federal Communications Commission (FCC). The program provides discounts to assist most schools and libraries in the United States (and U.S. territories) to obtain affordable telecommunications and Internet access. It is one of four support programs funded through a Universal Service fee charged to companies that provide interstate and/or international telecommunications services.

ESEA (Elementary and Secondary Education Act) The Elementary and Secondary Education Act of 1965 (ESEA) was first passed by Congress as part of President Lyndon B. Johnson’s War on Poverty. The most recent reauthorization amending ESEA is the No Child Left Behind Act of 2001 (NCLB). The primary function is to close the achievement gap between groups of students by requiring greater accountability and offering increased flexibility and choice. NCLB affects almost every school district and charter school in the State.

Estimated Frozen Frozen values refer to exemptions granted for homeowners for things like over 65, veteran, and surviving spouse.

Ethnicity Percentages of ethnic/racial composition of the student population enrolled at the school as of the PEIMS Snapshot Date every October, but refined and reported in the final PEIMS submission of every January. The categories required by the Texas Education Agency and used by the District are as follow:

African American (not of Hispanic origin)

Asian (Asian or Pacific Islander)

Hispanic

Native American (includes Alaskan)

White (not of Hispanic origin)

2 or more ethnicities



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Table A-1 – District Budgeting Terminology Term Definition Exemplary School For every subject, at least 90% of the tested students

pass the test.

Fair Market Value The amount at which the investment can be exchanged in a current transaction between willing parties.

Fallout These are funds that remain unspent at the end of a fiscal year. Some of these funds end up in the District’s fund balance. The District anticipates a certain amount of fallout each year that helps to balance the District budget.

Food Service Fund The fund used to account for the District’s food service activities at all HISD schools.

Foundation School Program (FSP) The Foundation School Program (FSP) is the primary source of state funding for Texas school districts. The program is administered by the Texas Education Agency (TEA). The FSP, in its current form, is meant to ensure that all school districts, regardless of property wealth, receive “substantially equal access to similar revenue per student at similar tax effort.”

Free/Reduced Lunch Percentages of students approved for free or reduced lunch at the school. The state takes the highest six months’ average for funding purposes.

Full Time Equivalent (FTE) This is the full-time status of an employee. For example, a full-time employee is a 1.0 FTE and a half time employee is 0.5 FTE.

Fund Balance See Fund Equity.



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Table A-1 – District Budgeting Terminology Term Definition Fund Equity (resources) Fund Equity is one indicator of the financial health and

stability of a school district. A common misconception is that fund equity is surplus cash and therefore should correspond to the District’s bank balance. Very simply stated, Fund Equity represents the excess of a district’s assets over its liabilities (what the District owns minus what it owes). Cash is an asset, but is only one of many District assets. Some others would include the following:

Accounts receivable

Prepaid expenses

Supplies

Equipment

Buildings

Futures Academy The HISD Futures Academy Program gives students the opportunity to earn an Associate’s degree and valuable industry certifications in high-demand career fields while in high school at no cost.

Generally Accepted Accounting Principles (GAAP) for Governmental Entities

Generally Accepted Accounting Principles (GAAP) refer to the standard framework of guidelines for financial accounting used in any given jurisdiction. GAAP includes the standards, conventions, and rules accountants follow in recording and summarizing, and in the preparation of financial statements.

The various rules and pronouncements for state and local governmental entities such as the District come from the Governmental Accounting Standards Board (GASB) [http://www.gasb.org/home] which is a non-profit organization responsible for promulgating rules for governmental GAAP reporting and to amend these rules as required.

Non-governmental entities are required to follow the rules and pronouncements established by the Financial Accounting Standards Board (FASB) [http://www.fasb.org/home] which are applicable to state and local governmental entities if not addressed by GASB.



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Table A-1 – District Budgeting Terminology Term Definition Governmental Accounting Standards Board (GASB) The Governmental Accounting Standards Board (GASB)

is the independent organization that establishes and improves standards of accounting and financial reporting for U.S. state and local governments. Established in 1984 by agreement of the Financial Accounting Foundation (FAF) and 10 national associations of state and local government officials, the GASB is recognized by governments, the accounting industry, and the capital markets as the official source of Generally Accepted Accounting Principles (GAAP) for state and local governments.

Gifted and Talented (G/T) A child or youth who performs at or shows the potential for performing at a remarkably high level of accomplishment when compared to others of the same age, experience, or environment and who:

exhibits high performance capability in an intellectual, creative, or artistic area;

possesses an unusual capacity for leadership; or

excels in a specific academic field.

Green Pioneer Award The Texas Gulf Coast Chapter of the U.S. Green Building Council presented HISD with its Green Pioneer Award in recognition of the District’s “unwavering dedication to building sustainable schools for generations.”

Harris County Appraisal District (HCAD) Assess and collects the District’s taxes. The District sets the tax rate and HCAD uses the tax rate to determine the taxes due to the District. HCAD is responsible for sending out the tax notices and collecting the taxes for the District.

Healthy, Hunger Free Kids Act of 2010 Federal legislation that authorizes funds and sets policy for the U.S. Department of Agriculture’s core child nutrition programs, including the National School Lunch Program, the School Breakfast Program, among others.

HISD Connect The new student information system being implemented by Infinite Campus to replace the District’s current Chancery Student Management System.



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Table A-1 – District Budgeting Terminology Term Definition HISD Foundation An independent 501 (c)(3) not-for-profit organization

governed by a volunteer board of directors that partners with the HISD Superintendent and Board of Education to raise private funds to support HISD Districtwide and school-based programs and initiatives.

Homestead Exemption Reduction to the taxable value of a home as a primary residence to the taxpayer. The state has a state mandated amount of $15,000 and the District currently provides an optional exemption of an additional 20%.

Houston Galveston Area Council (H-GAC) Houston Galveston Area Council is a region wide voluntary association of local governments. The 13-county H-GAC service region is growing, becoming more diverse, and constantly changing. To address the needs of citizens and businesses, local governments are providing leadership to guide regional development wisely and manage change constructively.

IDEA – Special Education The Individuals with Disabilities Education Act (IDEA) is a United States federal law that governs how states and public agencies provide early intervention, special education, and related services to children with disabilities. It addresses the educational needs of children with disabilities from birth to age 18 or 21 in cases that involve 14 specified categories of disability.

Individualized Education Programs (IEP) The Individualized Education Program (IEP) is developed by the ARD Committee. The IEP must include the special education and related services to be provided to the child to meet his or her unique needs.

Instructional Practice (IP) Rubric The Instructional Practice (IP) rubric is a tool developed and used by HISD when appraising teachers and determining professional expectations (PE).

Insurance Recovery Proceeds Proceeds received from the insurance company for losses above the deductible the District is required to pay.

Integrated Technology Technology that is connected and directly or indirectly passing information between systems.



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Table A-1 – District Budgeting Terminology Term Definition Intergovernmental Charges “Intergovernmental” is a classification that is

appropriate where one governmental unit transfers resources to another. In particular, Chapter 41 purchase of WADA and the transfer of students where one school district pays another school district for educating students are examples of intergovernmental charges.

Internal Control Reviews Reviews of whether or not the District’s internal controls are providing the intended business process and preventing damage or loss to district assets.

Internal Controls Designed to provide management with reasonable, but not absolute, assurance that assets are safeguarded.

Internal Service Funds Provide services to campuses or departments through a fee for service program.

International Baccalaureate Program (IB) The International Baccalaureate (IB) offers four high quality international education programs to more than one million students in 146 countries.

Intranet The District’s internal network. This is accessible on the local network or through a user account access from outside the local server.

Istation Reading A comprehensive computer-based reading program used in HISD that maximizes students’ reading fluency, comprehension and retention, and academic success.

Levy Value on which the District will collect taxes.

Limited English Proficiency (LEP) Persons unable to communicate effectively in English.

Linked Learning Program A district initiative to connect academics to real-world experiences by combining technical curricula with exposure to real-world professionals. The program engages students in industry-themed programs, such as engineering, arts and media, and biomedicine and health.

Literacy x 3 Program A district-wide literacy initiative intended to increase student reading scores.

Maintenance and Operating (M&O) Rate Tax rate for funding the District’s maintenance and operations, not including the debt service.



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Table A-1 – District Budgeting Terminology Term Definition Maintenance of Effort (MOE) Refers to the Federal requirement that the District

maintain the same funding level per special education student that it spent in the previous year.

Maintenance Response Team (MRT) Routine and aesthetic issues classified as those which will be addressed by the Maintenance Response Team (MRT) or Preventative Maintenance (PM) activities.

Mandatory Expenditure Levels The state requires districts to spend a statutory minimum amount of the funds the District receives for special education, bilingual, gifted and talented, career and technology, and at-risk students.

Medicaid Fund Used to account for the financial operation of special reimbursement programs offered by the District. For several years, the District has been a consultant to other school districts in a Medicaid reimbursement program which is a federal program that provides partial reimbursement for health care services to eligible children. In addition to processing its own internal Medicaid claims, the District currently provides Medicaid consulting services to other Texas school districts.

Meritorious Budget Award (MBA) A prestigious award for excellence in budget presentation awarded by the Association of School Business Officials International. This award is conferred only to school entities that have met or exceeded the Meritorious Budget Award criteria.

Mexican American Legal Defense and Educational Fund (MALDEF)

Founded in 1968, MALDEF is the nation’s leading Latino legal civil rights organization. Often described as the “law firm of the Latino community”, MALDEF promotes social change through advocacy, communications, community education, and litigation in the areas of education, employment, immigrant rights, and political access.



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Table A-1 – District Budgeting Terminology Term Definition Montessori Methods Montessori is a revolutionary method of observing and

supporting the natural development of children. Montessori educational practice helps children develop creativity, problem solving, critical thinking and time-management skills, to contribute to society and the environment, and to become fulfilled persons in their particular time and place on Earth. The basis of Montessori practice in the classroom is mixed age group (3 – 6 ages in one class), individual choice of research and work, and uninterrupted concentration. Group lessons are seldom found in a Montessori classroom, but learning abounds.

Moody’s Moody’s Corporation is a credit rating, research, and risk analysis firm. The Company provides credit ratings and related research, data and analytical tools, quantitative credit risk measures, risk scoring software, and credit portfolio management solutions and securities pricing software and valuation models.

Multi-Tiered Systems of Support (MTSS) An evidence-based model that integrates interventions for academic and behavior instruction.

National Assessment of Educational Progress (NAEP) The National Assessment of Educational Progress (NAEP) is the largest nationally representative and continuing assessment of what America’s students know and can do in various subject areas. The National Assessment Governing Board, appointed by the U.S. Secretary of Education but independent of the Department, sets policy for NAEP and is responsible for developing the framework and test specifications.

National Blue Ribbon Award The National Blue Ribbon Schools Program recognizes public and non-public elementary, middle, and high schools where students achieve at very high levels and/or where the achievement gap is narrowing. The Program sets a standard of excellence for all schools striving for the highest level of achievement. The U. S. Department of Education bestows this award. Additional information is available at http://www2.ed.gov/nationalblueribbonschools.



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Table A-1 – District Budgeting Terminology Term Definition National Center for Education Statistics (NCES) National Center for Education Statistics (NCES) is the

primary federal entity for collecting and analyzing data related to education in the U.S. and other nations. NCES is located within the U.S. Department of Education and the Institute of Education Sciences.

National Center for Educational Achievement (NCEA) The National Center for Educational Achievement (NCEA) is a non-profit, non-partisan ACT organization whose mission is to help K-12 students reach College and Career Readiness (CCR). Reaching CCR requires rigorous academic preparation that should begin early during students’ K-12 education. NCEA carries out data analysis, research, advocacy, and program development that promotes high academic standards and student achievement throughout K-12 to help more students reach college and career readiness.

National Percentile Ranking (NPR) Percentile ranking is a valuable statistical tool with many applications. Percentiles are employed in evaluating standardized tests, measuring group performance and evaluating distribution of wealth across a population. On tests, a percentile is the percentage of scores less than a given score. Percentiles are useful for evaluating things such as test scores because they convert raw data into a simpler form that is easier to understand.

School Breakfast Program The School Breakfast Program provides cash assistance to States to operate nonprofit breakfast programs in schools and residential childcare institutions. The program is administered at the Federal level by FNS (Food and Nutrition Service). State education agencies administer the SAP SBP at the State level, and local school food authorities operate it in schools.

National School Lunch Program (NSLP) The National School Lunch Program (NSLP) is a federally assisted meal program operating in public and nonprofit private schools and residential child care institutions. It provides nutritionally balanced, low-cost or free lunches to children each school day. The program was established under the National School Lunch Act, signed by President Harry Truman in 1946.



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Table A-1 – District Budgeting Terminology Term Definition National School Public Relations Association (NSPRA) The NSPRA awards a Gold Medallion Award annually to

recognize outstanding school public relations programs.

Newsweek’s Top High School Rankings For more than a decade, Newsweek has published an annual list of America’s Top High Schools, ranked primarily according to a ratio of AP/IB exams to the number of students graduating.

Normal Curve Equivalent (NCE) The NCE distribution is an equal-interval, continuous scoring scale, which is normalized and universal.

No Child Left Behind of 2001 (NCLB) A United States Act of Congress that is a reauthorization of the Elementary and Secondary Education Act (ESEA), which included Title I, the government’s flagship aid program for disadvantaged students. The Act requires states to develop assessments in basic skills. To receive federal school funding, States must give these assessments to all students at select grade levels.

Notice of Grant Award (NOGA) After submitting a grant application and negotiating an application to approval, TEA then awards the grant funds by issuing the Notice of Grant Award (NOGA). At that point the grant application becomes a contract describing a program that the school district is legally obligated to deliver.

Nutrition Services The fund used to account for the district’s food service activities at all HISD schools.

On-Behalf Payments Funds collected by the District on behalf of the employee and then sent to the Texas Retirement System (TRS).

Other Financing Sources Includes such revenues as transfers from other funds, sale of bonds, and sales of assets. These items are outside of the regular local, state, and federal operating revenue the District receives.

Pay-As-You-Go Capital Program Funds that are transferred from the general operating fund to the capital renovation fund and are for ongoing maintenance of the District’s facilities. See the Capital Renovation Section for more information



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Table A-1 – District Budgeting Terminology Term Definition Pedagogy Skills Study of teaching methods, including the aims of

education and the ways in which such goals may be achieved. The field relies heavily on educational psychology, or theories about the way in which learning takes place.

Permanent School Fund (PSF) An endowed fund established by the Texas Legislature for the benefit of Texas Public Schools. Revenues from the sale of certain state lands and mineral rights revenues are deposited into the PSF.

PowerUp A district-wide initiative to transform teaching and learning through digital-age instruction, technology, and personalization.

Practicum In a college or university- the part of a course consisting of practical work in a particular field.

Premium on Bond Sale A bond premium is a bond that is trading above its par value. This bond premium will reduce the yield to maturity of the bond, while a bond discount will enhance its yield. The size of the premium will decline as the bond approaches maturity. The premium will dwindle to zero at maturity, since bond issues are generally redeemed at par.

Preliminary SAT/ National Merit Scholarship Qualifying Test (PSAT/NMSQT)

A standardized test administered by the College Board and co-sponsored by the National Merit Scholarship Corporation. Scores from the PSAT/NMSQT are used to determine eligibility and qualification for the National Merit Scholarship Program.

Public Education Information Management System (PEIMS)

PEIMS is a statewide data collection and reporting system operated by the Texas Education Agency. It includes extensive information on students, staffing, and school budgets/ finances, and serves as the fundamental database for many statewide reports on public education. The fall PEIMS data submission date is in October of each year. Except where otherwise noted, student and position information is taken from this PEIMS database.



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Table A-1 – District Budgeting Terminology Term Definition Public Facilities Corporation/ Public Facility Corporation (HISDPFC)

The Public Facility Corporation fund was established by the Houston Independent School District Public Facility Corporation (HISDPFC) in 1998. Currently it funds the following:

High schools

o Westside

o Chavez

Elementary schools

o DeAnda

o Roosevelt

o Peck

o Cunningham

Food Services

Pupil-Staff Ratio Number of staff to the number of students in the District.

Pupil-Teacher Ratio Number of teachers to the total number of students (class-size ratio).

RDA Group A global market research and consulting firm that conducted the “Your Voice” district survey. Originally founded in 1969 as Research Data Analysis, Inc. they changed their name in 1996 to the RDA Group.

Recognized School/District For every subject, at least 80% of the tested students pass the test.

Regular Program Adjustment Factor (RPAF) With the passage of SB 1 (82-1), the Texas Legislature made several changes to school finance formulas. One of these changes codified the calculation of the regular program allotment, which is equal to a district’s number of students in average daily attendance multiplied by the adjusted basic allotment and then by what is known as the regular program adjustment factor (RPAF). The RPAF has the effect of reducing the amount of funding school districts receive.



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Table A-1 – District Budgeting Terminology Term Definition Reserve for Operations Reservation of 5% of the District’s General Fund Budget

that can only be used with a 2/3 vote of the Board of Education.

Reserved Fund Balance The term reserve should be used in governmental fund financial reporting only to identify the portion of the fund balance that is not available for appropriation or expenditure, and/or legally earmarked for a specific future use – i.e., legal restriction on the use of assets.

ROTC Reimbursement The Federal Government reimburses the District for a portion of the salary of ROTC (Reserve Officers Training Corps) qualified staff. The reimbursement is based on a Federal calculation of the amount the employee would have received if on active duty.

Response to Intervention (RTI) Response to Intervention (RTI) is the practice of meeting the academic and behavioral needs of all students through a variety of services containing the following key elements:

High-quality instruction and scientific research-based tiered interventions aligned with individual student need

Frequent monitoring of student progress to make results-based academic and/or behavioral decisions

Application of student response data to important educational decisions (such as those regarding placement, intervention, curriculum, and instructional goals and methodologies)

Responsive equilibrium Responsive equilibrium represents the balance between the educational needs of students and the ability of the community and the state to provide the necessary financial support to serve them.



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Table A-1 – District Budgeting Terminology Term Definition Scale Score The basic score on any test is the raw score, which is

simply the number of questions correct. A raw score can be interpreted only in terms of a particular set of test questions.

Unlike raw scores, scale scores can be interpreted across different sets of test questions. Scale scores allow direct comparisons of student performance between specific sets of test questions from different test administrations. A scale score is a conversion of the raw score onto a scale that is common to all test forms for that assessment. The scale score takes into account the difficulty level of the specific set of questions on which it is based. It quantifies a student’s performance relative to the passing standards or proficiency levels. (TEA Student Assessment Division)

Scholastic Assessment Test (SAT) The SAT Reasoning Test (SAT) is a college entrance exam developed by the SAT College Board. The SAT provides a standard by which the skills of students applying for colleges and universities can be compared nationally. Standardized tests are designed to allow college admissions officers to judge all students by a common measuring stick. Standardized test scores compensate for the uncertainty surrounding high school grades, school-to-school differences, grade inflation, and teaching quality, for example. The SAT was redesigned for 2005, and a writing section was included.

Systems Applications and Products (SAP) Budgeting and Planning for Public Sector (SBP) Solution

The SAP SBP solution is designed to support the District’s budget formulation and development activities.

SAP Business Intelligence (BI) Solution The SAP BI solution is designed to support flexible collecting and reporting of information managed in the District’s SAP systems. SAP BI is used as the foundation for the SAP SBP solution.



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Table A-1 – District Budgeting Terminology Term Definition SAP Enterprise Resource Planning (ERP) Funds Management (FM) Component

Information provided by the SAP ERP system (FM component) is designed to assist administrators with monitoring the financial condition of the District and evaluating the fiscal performance of the various budget units.

SAP ERP Grants Management – Grantee (GM-GTE) Component

Information provided by the SAP ERP system (GM-GTE component) is designed to assist grant managers with monitoring the financial condition of specific District grant funding.

School Allocation Handbook Provides details on how the District’s per unit allocation for campuses is calculated and how a campus generates funds. This document is available on the District’s Budgeting and Financial Planning website.

School Foundation Funding The Foundation School Program (FSP) is the primary source of state funding for Texas school districts. The program is administered by the Texas Education Agency (TEA). The FSP, in its current form, is meant to ensure that all school districts, regardless of property wealth, receive “substantially equal access to similar revenue per student at similar tax effort.”

Schools FIRST Financial Integrity Rating System (FIRST). The purpose of the financial accountability rating system (Texas Administrative Code (TAC), Title 19, § 109.1001) is to ensure that school districts and open-enrollment charter schools are held accountable for the quality of their financial management practices and achieve improved performance in the management of their financial resources. The system is designed to encourage Texas public schools to manage their financial resources better to provide the maximum allocation possible for direct instructional purposes. The system will also disclose the quality of local management and decision-making processes that impact the allocation of financial resources in Texas public schools.



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Table A-1 – District Budgeting Terminology Term Definition Schoolwires Schoolwires is a content management system that will

allow a department to create a robust public site that not only represents the office professionally, but also provides numerous tools to help maximize web presence.

School-Within-A-School (SWAS) An educational model that provides establishes a smaller educational unit with separate educational program within a school. The smaller unit typically maintains its own staff, students, and budget.

Science Technology Engineering Mathematics (STEM) The Science, Technology, Engineering, and Mathematics Education Coalition works to support STEM programs for teachers and students at the U.S. Department of Education, the National Science Foundation, and other agencies that offer STEM-related programs.

Shared Decision-Making Committee (SDMC) State established the SDMC in 1992. Site-based decision making is a process for decentralizing decisions to improve the educational outcomes at every school campus through a collaborative effort by which principals, teachers, campus staff, district staff, parents, and community representatives assess educational outcomes of all students, determine goals and strategies, and ensure that strategies are implemented and adjusted to improve student achievement.

Small School Subsidy Additional funds received above the base per unit allocation for those campuses that fall below 500 students for elementary schools, 750 students for middle schools, and 1,000 students for High Schools. These funds are meant to assist these small schools in providing the same ancillary opportunities to students that larger campuses can provide.

Special Populations Special populations refer to students that are in state specific categories. These include special education, career and technology, bilingual/ESL, at-risk, and gifted and talented.

Special Revenue Fund The fund that the District uses to account for all grants received by the District including all local, state, federal, and private grants received.



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Table A-1 – District Budgeting Terminology Term Definition SRA’s Corrective Reading Program Science Research Associates is a Chicago-based

publisher of educational materials and schoolroom reading comprehension products.

Standard Error of Measurement (SEM) Standard error is a measure of uncertainty around an estimate.

Stakeholders A person, group, or organization that has a vested interest in an organization’s actions.

Standard & Poor’s With offices in 23 countries and a history that dates back more than 150 years, Standard & Poor’s is known to investors worldwide as a leader of financial- market intelligence. Today Standard & Poor’s strives to provide investors who want to make better informed investment decisions with market intelligence in the form of credit ratings, indices, investment research and risk evaluations and solutions.

Stanford and Aprenda Exams Stanford 10 provides reliable data to help measure student progress toward content standards and high expectations. This multiple-choice assessment helps to identify student strengths and needs, leading to effective placement and instructional planning. Aprenda 3 mirrors the Stanford Achievement Test Series, Tenth Edition (Stanford 10), to provide the highest quality assessment of content standards. Hispanic educators assisted in the development of Aprenda 3 to ensure the test language used is culturally neutral.

State Charter Schools To further promote local initiative, the 1995 revision of the Texas Education Code established a new type of public school, known as a charter school. Charter schools are subject to fewer state laws than other public schools with the idea of ensuring fiscal and academic accountability without undue regulation of instructional methods or pedagogical innovation. Like school districts, charter schools are monitored and accredited under the statewide testing and accountability system.



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Table A-1 – District Budgeting Terminology Term Definition State Fiscal Stabilization Funds (SFSF) The State Fiscal Stabilization Fund program is a new one-

time appropriation of $53.6 billion under the American Recovery and Reinvestment Act of 2009 (ARRA). Of the amount appropriated, the U.S. Department of Education will award governors approximately $48.6 billion by formula under the SFSF program in exchange for a commitment to advance essential education reforms to benefit students from early learning through post-secondary education, including: college- and career-ready standards and high-quality, valid and reliable assessments for all students; development and use of Pre-K through post-secondary and career data systems; increasing teacher effectiveness and ensuring an equitable distribution of qualified teachers; and turning around the lowest-performing schools.

State of Texas Assessments of Academic Readiness (STAAR)

Annual assessments implemented by the Texas Educational Agency in the following subject areas and grades:

Reading and mathematics, grades 3–8

Writing at grades 4 and 7

Science at grades 5 and 8

Social studies at grade 8

End-of-course (EOC) assessments for English I, English II, Algebra I, biology and U.S history

STAAR Standards STAAR performance standards relate to levels of test performance based on the expectations defined in the state-mandated curriculum standards known as the Texas Essential Knowledge and Skills (TEKS). Cut scores established by the agency distinguish between performance levels, or categories. The process of establishing cut scores that define performance levels for an assessment is standard setting. Standard setting is also used to classify students into an appropriate performance category.



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Table A-1 – District Budgeting Terminology Term Definition Summer Food Service Program (SFSP) The Summer Food Service Program provides free,

nutritious meals to help children in low-income areas get the nutrition they need to learn, play, and grow, throughout the summer months when they are out of school.

Targeted Assistance Program A targeted assistance program directs services only to students identified as failing, or most at risk of failing, to meet the state’s performance standards.

Target Revenue Reduction Factor (TRF) A factor used by the Texas Education Agency in calculating state aid for a school district.

Tax Increment Funds Taxes that are collected by the District and then remitted to another governmental entity (City of Houston for HISD) to redevelop a specific zone within the city or county. A portion of the funds are returned to HISD for instructional facilities within each zone. Tax increment financing is a tool that local governments can use to publicly finance needed structural improvements and enhanced infrastructure within a defined area, or tax increment reinvestment zone. The statutes governing tax increment financing are located in Chapter 311 of the Texas Tax Code.

Tax Increment Reinvestment Zones (TIRZ) See Tax Increment Funds.

Taxable Assessed Valuation (T.A.V.) Total amount of taxable property on which the District is able to receive taxes.

Tejas Lee-TPRI Pre-K & Kindergarten Assessment The TPRI is a highly reliable early reading assessment designed to identify the reading development of students in kindergarten through third grade. This diagnostic instrument is an easy to use one-on-one assessment which helps teachers provide targeted instruction so that students improve as readers.

Texas Academic Performance Report (TAPR) An annual report issued by the Texas Education Agency that compiles range of information on the performance of students in each school and district in Texas.



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Table A-1 – District Budgeting Terminology Term Definition Texas Association of School Administrators (TASA) TASA is a membership corporation and an affiliate of the

American Association of School Administrators. The purpose of TASA is to promote the progress of education in the State of Texas.

Texas Connections Academy @ Houston (TCAH) The Texas Connections Academy @ Houston is a tuition-free virtual school. TCAH gives students the flexibility to learn at home with a curriculum that meets rigorous state education standards

Texas Department of State Health Services Coordinated School Health (CSH)

A quality CSH program is an integrated set of planned, sequential, school-affiliated strategies, activities and services designed to promote the optimal physical, emotional, social and educational development of students.

Teacher Development Specialists (TDS) Teacher Development Specialists provide teachers with professional development and training that aligns with the new teacher appraisal system. They spend time in teachers’ classrooms observing and identifying development areas, and helping teachers with everything from planning lessons to asking questions that improve student performance.

Texas Education Agency (TEA) The mission of the Texas Education Agency is to provide leadership, guidance and resources to help schools meet the educational needs of all students.

Texas Education Agency’s Financial Accountability System Resource Guide

Guidelines for financial, procurement, student, budgeting, and other rules and procedures for district operations. These guidelines are available on the TEA website at https://tea.texas.gov/Finance_and_Grants/Financial_Accountability/Financial__Accountability_System_Resource_Guide/.

Texas Essential Knowledge and Skills (TEKS) The grade-level content standards adopted by the Texas Legislature.



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Table A-1 – District Budgeting Terminology Term Definition Texas Higher Education Coordinating Board (THECB) The Texas Higher Education Coordinating Board’s

mission is to promote access, affordability, quality, success, and cost efficiency in the state’s institutions of higher education, through Closing the Gaps and its successor plan, resulting in a globally competent workforce that positions Texas as an international leader in an increasingly complex world economy.

Texas Permanent School Fund (PSF) The Texas Permanent School Fund was created with a $2,000,000 appropriation by the Texas Legislature in 1854 expressly for the benefit of the public schools of Texas. The Constitution of 1876 stipulated that certain lands and all proceeds from the sale of these lands should also constitute the PSF. Additional acts later gave more public domain land and rights to the PSF.

Texas Title I Priority Schools (TTIPS) The Texas Title I Priority Schools Grant Program is funded by the federal NCLB Section 1003(g) and the American Recovery and Reinvestment Act Section 1003(g) School Improvement Grant appropriations. Campus eligibility for the program is defined in the U.S. Department of Education Final Regulations released Dec. 3, 2009, and amended by the 2010 Appropriations Act.

Texas Virtual School Network (TxVSN) The Texas Virtual School Network is a clearinghouse of rigorous online courses offered by approved providers. Because the Texas Education Agency approves all courses, students can be assured that courses meet the state’s high standards for teaching and learning.

Twilight High Schools Twilight or Flex High Schools offer courses to complete a high school diploma featuring nontraditional hours, online, self-paced coursework guided by and supported by knowledgeable, caring teachers at various locations around the city.

Understanding the Budget Coding Process Handbook Manual used by schools and departments to understand the HISD budget coding and position management processes in HISD.

Undesignated Fund Balance Represents the portion of fund balance that is available for budgeting in future periods.



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Table A-1 – District Budgeting Terminology Term Definition Unique PUA (Per Unit Allocation) Schools Additional per unit allocation received by some district

campuses due to additional costs for running those programs. For example the Houston School for the Visual and Performing Arts (HSPVA) and the DeBakey High School for Health Professionals both receive an additional PUA for operating their programs.

Vanguard Magnet Program These district wide Vanguard Magnet programs are designed to meet the needs of G/T students in grades K-12 by providing a learning continuum that is differentiated in depth, complexity, and pacing.

Vanguard Neighborhood Programs These programs are designed to meet the needs of the G/T students at their neighborhood, zoned school or Magnet school.

Washington Post High School Challenge The Washington Post ranks the most challenging high schools in America through an index formula that’s a simple ratio: the number of Advanced Placement, International Baccalaureate and Advanced International Certificate of Education tests given at a school each year, divided by the number of seniors who graduated that year. A ratio of 1.000 means the school had as many tests as graduates.

WOW Videos “Within Our Walls” posted to the District’s website throughout the year to recognize outstanding contributions from schools and Team HISD to this District and this community.



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B. Roles and Authorizations Appendix B provides detailed information about the security roles and authorizations planned for the District’s SAP SBP project which were determined during the business blueprint sessions.

All relevant security functions are controlled using the SAP authorization concept. The main principle for this authorization concept is the control of the individual transactions / tasks and any relevant forms, including information displayed and available for input/updating. Transactions / tasks performed in an SAP system is controlled by authorization objects, unique key identifiers and values that allow or restrict access to perform the corresponding functions. Inserted below is the Roles and Authorizations spreadsheet that should be used to manage these roles and authorizations during realization.

SBP-Roles and Authorizations.xlsx

An authorization object is the central control element in SAP consisting of related fields and values. The assignment of an authorization object to an action procedure (transaction / task, posting, report) is predefined by SAP, with default authorization objects delivered with the system. These objects are stored according to object class and can be identified through an underscore as the second character of the technical name (for instance: F_BKPF_BED = accounting document authorization for customers).

The actual authorization objects used by organizations like Houston Independent School District implementing SAP will be based on the default objects delivered by SAP; however, they will not have an underline as the second character which will prevent them from being overwritten with changes that may be made to the default SAP objects during future software upgrades.

Security roles will be defined according to the business needs identified within this Business Blueprint to fulfill the SAP SBP project requirements. This includes access and authorizations to allowable forms, reports and transactions/tasks through assignment to the relevant business-oriented roles. Using these business-oriented roles, technical end-user roles will be created to further limit access to the relevant data and system activities for which the assigned end-user will be authorized to access and perform. These technical end-user roles will then be mapped to positions (role-to-position mapping) for use by the District’s SAP SBP system users.

SAP SBP security will be developed based on the following principles:

Reliability – Authorizations must correspond with the operational responsibility of the user. Security – Authorizations must guarantee that no unauthorized users have access to sensitive data

or features. Testability – Authorizations must be comprehensive, transparent and verifiable.



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Flexibility – Authorizations must be adaptable to allow for organizational changes and incorporation of additional features in the future.

Sustainability – Authorizations must not be overly complex to make sure that they are understandable and easily supportable in the future.

Security roles have been defined to support segregation of duties, as well as to amplify understanding of roles, accelerate role-to-position mapping, and simplify on-going system maintenance and support.

Table B-1 provides an authorization overview for each SAP SBP security role.

Table B-1 – Authorization Overview

Role Display

Only Responsibility

Area Districtwide System-

Wide Accountant – Central Office – Budgetary X Accountant – Central Office – Capital X X Accountant – Central Office – Debt X X Accountant – Central Office – Grant X X Budget Analyst – Campus X X Budget Analyst – Campus – Capital X X Budget Analyst – Campus – Grant X X Budget Analyst – Campus – Personnel X X Budget Analyst – Central Office X X X Budget Analyst – Central Office – Capital X X X Budget Analyst – Central Office – Capital – Personnel X X X Budget Analyst – Central Office – Debt X X X Budget Analyst – Central Office – Grant X X X Budget Analyst – Central Office – Grant – Personnel X X X Budget Analyst – Central Office – Personnel X X X Budget Analyst – Central Office – Revenue X X X Budget Analyst – Department X X Budget Analyst – Department – Capital X X Budget Analyst – Department – Capital – Personnel X X Budget Analyst – Department – Chief X X Budget Analyst – Department – Grant X X Budget Analyst – Department – Grant – Personnel X X Budget Analyst – Department – Personnel X X Budget Analyst – Department – Revenue X X Budget Manager – Campus (School Support) X Budget Manager – Central Office X X Budget Manager – Central Office – Capital X X Budget Manager – Central Office – Debt X X Budget Manager – Central Office – Grant X X Budget Manager – Central Office – Personnel X X Budget Manager – Central Office – Revenue X X



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Role Display

Only Responsibility


Wide Budget Manager – Department X Budget Manager – Department – Capital X Budget Manager – Department – Capital (Controller) X X Budget Manager – Department – Chief X Budget Manager – Department – Debt (Controller) X X Budget Manager – Department – Grant X Budget Manager – Department – Grant (After School) X X Budget Manager – Department – Grant (CATE) X X Budget Manager – Department – Grant (Curriculum) X X Budget Manager – Department – Grant (External Funding) X X Budget Manager – Department – Grant (Grant) X X Budget Manager – Department – Grant (Legal Services) X X Budget Manager – Department – Grant (Multilingual) X X Budget Manager – Department – Grant (School Choice) X X Budget Manager – Department – Grant (Special Education) X X Budget Manager – Department – Personnel (Human Resources) X X Budget Manager – Department – Revenue X Budget Specialist – Campus X Budget Specialist – Campus – Grant X Budget Specialist – Campus – Personnel X Budget Specialist – Central Office X X Budget Specialist – Central Office – Capital X X Budget Specialist – Central Office – Debt X X Budget Specialist – Central Office – Grant X X Budget Specialist – Central Office – Personnel X X Budget Specialist – Central Office – Revenue X X Budget Specialist – Department X Budget Specialist – Department – Capital X Budget Specialist – Department – Debt (Controller) X Budget Specialist – Department – Grant X Budget Specialist – Department – Grant (After School) X X Budget Specialist – Department – Grant (CATE) X X Budget Specialist – Department – Grant (Curriculum) X X Budget Specialist – Department – Grant (External Funding) X X Budget Specialist – Department – Grant (Grant) X X Budget Specialist – Department – Grant (Legal Services) X X Budget Specialist – Department – Grant (Multilingual) X X Budget Specialist – Department – Grant (School Choice) X X Budget Specialist – Department – Grant (Special Education) X X Budget Specialist – Department – Personnel X Budget Specialist – Department – Revenue X



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Role Display

Only Responsibility


Wide Budget System Administrator – Central Office X X X Budget System Administrator – Central Office – Capital X X X Budget System Administrator – Central Office – Grant X X X Budget System Administrator – Central Office – Personnel X X X Budget System Administrator – Central Office – Revenue X X X Planning Specialist – Campus X Planning Specialist – Central Office X X Planning Specialist – Central Office – Capital X X Planning Specialist – Central Office – Grant X X Planning Specialist – Central Office – Personnel X X Planning Specialist – Central Office – Revenue X X Planning Specialist – Department X Planning Specialist – Department – Capital X Planning Specialist – Department – Grant X

Table B-2 describes each security role identified to support the SAP SBP project.

Table B-2 – Security Roles Security Role Description

Accountant – Central Office – Budgetary

Responsible for managing and reconciling the District’s legally-adopted operating budget information in SAP SBP with the operating budget, actual, commitment and fund balance amounts in the SAP ECC system (Funds Management).

Accountant – Central Office – Grant Responsible for managing and reconciling the District’s grant-funded budget information in SAP SBP with the grant-funded budget amounts in the SAP ECC system (Grants Management – Grantee).

Accountant – Central Office – Debt Responsible for managing and reconciling the District’s debt-related information in SAP SBP with the debt-related amounts in the SAP ECC system.

Accountant – Central Office – Capital

Responsible for managing and reconciling the District’s capital-funded budget information in SAP SBP with the capital budget, actual, commitment and fund balance amounts in the SAP ECC system (Funds Management).

Budget Analyst – Campus Responsible for displaying, analyzing and reporting of operating budgetary information related to their specific organizational unit(s) [school(s)].



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Budget Analyst – Campus – Capital Responsible for displaying, analyzing and reporting of capital-funded budgetary information related to their specific organizational unit(s) [school(s)].

Budget Analyst – Campus – Grant Responsible for displaying, analyzing and reporting of grant-funded budgetary information related to their specific organizational unit(s) [school(s)].

Budget Analyst – Campus – Personnel Responsible for displaying, analyzing and reporting of detailed personnel-related budgetary information related to their specific organizational unit(s) [school(s)].

Budget Analyst – Central Office Responsible for displaying, analyzing and reporting of Districtwide operating budgetary information. Generates operating budget reports to be incorporated into the budget book.

Budget Analyst – Central Office – Capital Responsible for displaying, analyzing and reporting of Districtwide capital-funded budgetary information. Generates capital-related reports to be incorporated into the budget book.

Budget Analyst – Central Office – Capital – Personnel Responsible for displaying, analyzing and reporting of Districtwide detailed capital-funded personnel budgetary information.

Budget Analyst – Central Office – Debt Responsible for displaying, analyzing and reporting of Districtwide debt-related budgetary information. Generates debt-related reports to be incorporated into the budget book.

Budget Analyst – Central Office – Grant Responsible for displaying, analyzing and reporting of Districtwide grant-funded budgetary information. Generates grant-related reports to be incorporated into the budget book.

Budget Analyst – Central Office – Grant – Personnel Responsible for displaying, analyzing and reporting of Districtwide detailed grant-funded personnel budgetary information.

Budget Analyst – Central Office – Personnel Responsible for displaying, analyzing and reporting of all Districtwide personnel-related budgetary information. Generates personnel-related reports to be incorporated into the budget book.

Budget Analyst – Central Office – Revenue Responsible for displaying, analyzing and reporting of Districtwide revenue-related budgetary information. Generates revenue-related reports to be incorporated into the budget book.

Budget Analyst – Department Responsible for displaying, analyzing and reporting of operating budgetary information related to their specific organizational unit (specific department).



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Budget Analyst – Department – Capital Responsible for displaying, analyzing and reporting of capital-funded budgetary information related to their specific organizational unit (specific department).

Budget Analyst – Department – Capital – Personnel Responsible for displaying, analyzing and reporting of detailed capital-funded personnel budgetary information related to their specific organizational unit (specific department).

Budget Analyst – Department – Chief Responsible for displaying, analyzing and reporting of all budgetary information related to their specific organizational unit(s) [assigned department(s)].

Budget Analyst – Department – Grant Responsible for displaying, analyzing and reporting of grant-funded budgetary information for their specific organizational unit (specific department).

Budget Analyst – Department – Grant – Personnel Responsible for displaying, analyzing and reporting of detailed grant-funded personnel budgetary information related to their specific organizational unit (specific department).

Budget Analyst – Department – Personnel Responsible for displaying, analyzing and reporting of all detailed personnel-related budgetary information for their specific organizational unit (specific department).

Budget Analyst – Department – Revenue Responsible for displaying, analyzing and reporting of revenue-related budgetary information for their specific organizational unit (specific department).

Budget Manager – Campus (School Support) Responsible for review and approval of all school-related budget and planning requests, including relevant decision packages (performed by School Support).

Budget Manager – Central Office Responsible for Districtwide review and approval of operating budget requests including ranking and funding of relevant decision packages.

Budget Manager – Central Office – Capital Responsible for Districtwide review and approval of capital-funded budget information.

Budget Manager – Central Office – Debt Responsible for Districtwide review and approval of debt-related budget information.

Budget Manager – Central Office – Grant Responsible for Districtwide review and approval of grant-funded budget requests including ranking and funding of relevant decision packages.

Budget Manager – Central Office – Personnel Responsible for Districtwide review and approval of detailed personnel budgetary information included in budget requests.

Budget Manager – Central Office – Revenue Responsible for Districtwide review and approval of revenue-related estimates.



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Budget Manager – Department Responsible for review and approval of operating budget requests, including relevant decision packages, for their specific organizational unit (specific department).

Budget Manager – Department – Capital Responsible for review and approval of capital-related information for their specific organizational unit (specific department).

Budget Manager – Department – Capital (Controller) Responsible for review and approval of Districtwide capital-funded budget information (performed by the Controller’s Office).

Budget Manager – Department – Chief Responsible for review and approval of all budget requests and information, including ranking of relevant decision packages, related to their specific organizational unit(s) [assigned department(s)].

Budget Manager – Department – Debt (Controller) Responsible for review and approval of Districtwide debt-related budgetary information (performed by the Controller’s Office).

Budget Manager – Department – Grant Responsible for review and approval of grant-funded budget requests, including relevant decision packages, for their specific organizational unit (specific department).

Budget Manager – Department – Grant (After School) Responsible for Districtwide review and approval of budget allocations and requests for 21st Century grant funding (performed by the After School Programs Department).

Budget Manager – Department – Grant (CATE)

Responsible for Districtwide review and approval of budget allocations and requests for Carl Perkins grant funding, including ranking and funding of relevant decision packages (performed by the Career and Technical Education Department).

Budget Manager – Department – Grant (Curriculum) Responsible for Districtwide review and approval of budget allocations and requests for grant funding received for curriculum development (performed by the Curriculum and Development Department).



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Responsible for Districtwide review and approval of budget allocations and requests for the following grant funding (performed by the External Funding Department):

Title I, Part A Title I, Part C (migrant) Title I, Part D Title II, Part A Title III, Part A (LEP) Title IV Texas Title I Priority Schools (TTIPS)

Budget Manager – Department – Grant (Grant) Responsible for Districtwide review and approval of budget requests for 21st Century grant funding (performed by the Grant Development Department).

Budget Manager – Department – Grant (Legal Services) Responsible for Districtwide review and approval of budget allocations and requests for grant funding received for curriculum development (performed by Legal Services).

Budget Manager – Department – Grant (Multilingual)

Responsible for Districtwide review and approval of budget allocations and requests for the following grant funding (performed by the Multilingual Programs Department):

Title I, Part C (migrant) Title III, Part A (LEP) Title III (immigrant)

Budget Manager – Department – Grant (School Choice)

Responsible for Districtwide review and approval of budget allocations and campus requests for grant funding related to the Magnet Schools Assistance Program (MSAP) [performed by the Office of School Choice].


Responsible for Districtwide review and approval of budget allocations and campus requests for grant funding and position transfers related to special education grant funding (performed by the Office of Special Education Services).

Budget Manager – Department – Personnel (Human Resources)

Responsible for Districtwide review and approval of proposed position changes requested during the budget development process.



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Budget Manager – Department – Revenue Responsible for review and approval of revenue estimates for their specific organizational unit (specific department).

Budget Specialist – Campus Responsible for creating, updating and submitting operating budget requests for their specific organizational unit(s) [school(s)].

Budget Specialist – Campus – Grant Responsible for creating, updating and submitting grant-funded budget requests, including relevant decision packages, for their specific organizational unit(s) [school(s)].

Budget Specialist – Campus – Personnel Responsible for creating and submitting proposed position changes for their specific organizational unit(s) [school(s)].

Budget Specialist – Central Office Responsible for Districtwide line item review and updating of operating budget requests including relevant decision packages. Updates operating budget information for Districtwide changes.

Budget Specialist – Central Office – Capital Responsible for Districtwide line item review and updating of capital-funded budget information. Updates capital budget information for Districtwide changes.

Budget Specialist – Central Office – Debt Responsible for Districtwide line item review and updating of debt-related budget information. Updates debt information for Districtwide changes.

Budget Specialist – Central Office – Grant Responsible for Districtwide line item review and updating of grant-funded budget requests including relevant decision packages. Updates grant information for Districtwide changes.

Budget Specialist – Central Office – Personnel

Processes personnel expenditure planning for budget development purposes. Responsible for Districtwide review and updating of detailed personnel budgetary information. Updates personnel information for Districtwide changes.

Budget Specialist – Central Office – Revenue Processes centralized revenue estimates. Consolidates, reviews and finalizes Districtwide resource estimates. Updates revenue information for Districtwide changes.

Budget Specialist – Department Responsible for creating, updating and submitting operating budget requests, including decision packages, for their specific organizational unit (specific department).



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Budget Specialist – Department – Capital Responsible for updating and submitting capital-funded budget information for their specific organizational unit (specific department).

Budget Specialist – Department – Capital (Controller) Responsible for updating and submitting Districtwide capital-funded budget information (performed by the Controller’s Office).

Budget Specialist – Department – Debt (Controller) Responsible for updating and submitting Districtwide debt-related budgetary information (performed by the Controller’s Office).

Budget Specialist – Department – Grant Responsible for creating, updating and submitting of grant-funded budget requests for their specific organizational unit (specific department).

Budget Specialist – Department – Grant (After School) Responsible for Districtwide allocation, line item review and updating of budget information for 21st Century grant funding (performed by the After School Programs Department).

Budget Specialist – Department – Grant (CATE) Responsible for Districtwide allocation and updating of budget information for Carl Perkins grant funding (performed by the Career and Technical Education Department).

Budget Specialist – Department – Grant (Curriculum)

Responsible for Districtwide allocation, line item review and updating of budget information for grant funding received for curriculum development (performed by the Curriculum and Development Department).


Responsible for Districtwide allocation, line item review and updating of budget information for the following grant funding (performed by the External Funding Department):

Title I, Part A Title I, Part C (migrant) Title I, Part D Title II, Part A Title III, Part A (LEP) Title IV Texas Title I Priority Schools (TTIPS)

Budget Specialist – Department – Grant (Grant) Responsible for Districtwide line item review and updating of budget information for 21st Century grant funding (performed by the Grant Development Department).



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Budget Specialist – Department – Grant (Legal Services) Responsible for Districtwide line item review and updating of budget information for grant funding received for curriculum development (performed by Legal Services).

Budget Specialist – Department – Grant (Multilingual)

Responsible for Districtwide allocation, line item review and updating of budget information for Title III (immigrant) grant funding (performed by the Multilingual Programs Department).

Responsible for Districtwide line item review and updating of budget information for the following grant funding (performed by the Multilingual Programs Department):

Title I, Part C (migrant) Title III, Part A (LEP)

Budget Specialist – Department – Grant (School Choice)

Responsible for Districtwide allocation, line item review and updating of budget information for grant funding related to the Magnet Schools Assistance Program (MSAP) [performed by the Office of School Choice].


Responsible for Districtwide allocation, line item review and/or updating of budget information and position transfers related to grant funding related to special education grant funding (performed by the Office of Special Education Services).

Budget Specialist – Department – Personnel Responsible for creating and submitting proposed position changes for their specific organizational unit (specific department).

Budget Specialist – Department – Revenue Responsible for creating, updating and submitting revenue-related estimates for their specific organizational unit (specific department).



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Responsible for managing the budgeting system integration activities related to operating expenditure estimates including operating form-based processes regulated using form-dependent stages, operating expenditure projection parameters, and relevant master data and hierarchy updates for changes to operating expenditure-related Funds Management master data. Loads and reconciles Funds Management actuals, encumbrances, legal appropriations and legal appropriation adjustments used for operating budget development and reporting. Manages operating budget information used for developing operating budgetary schedules and reports.

Budget System Administrator – Central Office – Capital

Responsible for managing the budgeting system integration activities related to the capital budget including capital form-based processes regulated using form-dependent stages, budgeting master data, and hierarchy updates for changes to Funds Management master data related to capital funding. Loads and reconciles Funds Management actuals, encumbrances and legal appropriation adjustments used for capital budget development and reporting. Manages capital funding, program and project information used for developing capital budgetary schedules and reports.

Budget System Administrator – Central Office – Grant

Responsible for managing the budgeting system integration activities related grant funding including grant form-based processes regulated using form-dependent stages, budgeting master data, and hierarchy updates for changes to Funds Management master data related to grant funding. Reconciles grant-related amounts, legal revenue appropriations and appropriation adjustments used for grant-related budget development and reporting. Manages grant funding information used for developing grant budgetary schedules and reports.



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Budget System Administrator – Central Office – Personnel

Responsible for managing the budgeting system integration activities related to personnel expenditure planning including personnel master data updates for position, employee and other changes made to information in the Human Capital Management component of the SAP ERP system. Manages projection, position and other personal service information used to perform personnel planning projections and develop related operating budgetary schedules and reports.


Responsible for managing the budgeting system integration activities related to revenue estimates including revenue estimate form-based processes regulated using form-dependent stages, revenue projection parameters and relevant master data and hierarchy updates for changes to revenue-related Funds Management master data. Reconciles revenue amounts, legal revenue appropriations and revenue appropriation adjustments used for revenue estimating and reporting. Manages revenue estimate information used for performing revenue projections and developing related budgetary schedules and reports.

Planning Specialist – Campus Updates and submits text-based mission descriptions and goals/objectives, as well as reviews and updates planned FTE estimates for their specific organizational unit (specific schools).

Planning Specialist – Central Office Responsible for Districtwide estimating, review and updating of planned FTE estimates, as well as review and updating of text-based mission descriptions and goals/objectives.

Planning Specialist – Central Office – Capital Responsible for Districtwide review and updating of planned capital-funded FTE estimates and project cash flow forecasts.

Planning Specialist – Central Office – Grant Responsible for Districtwide review and updating of planned grant-funded FTE estimates.

Planning Specialist – Central Office – Personnel Processes personnel expenditure planning for projection purposes. Responsible for review and updating of detailed personnel forecast information.

Planning Specialist – Central Office – Revenue Processes centralized revenue projections. Responsible for review and updating of detailed revenue forecast information.



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Planning Specialist – Department

Updates and submits text-based mission descriptions and goals/objectives, as well as reviews and updates planned operating budget (non-grant funding) FTE estimates for their specific organizational unit (specific department).

Planning Specialist – Department – Capital Reviews and updates planned capital-funded FTE estimates and project cash flow forecasts for their specific organizational unit (specific department).

Planning Specialist – Department – Grant Reviews and updates planned grant-funded FTE estimates for their specific organizational unit (specific department).



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C. Customizations (RICEFW) Appendix C provides detailed information about the custom development objects planned for the District’s SAP SBP project which were determined during the business blueprint sessions. Detailed functional and technical specifications for these customizations are not included in this business blueprint document. All detailed specifications will be created during realization.

Table C-1 lists each customization identified to support critical HISD SBP Project requirements due to gaps identified in the standard SAP solution features. Each customization has been assigned a unique RICEFW identification number and mapped to the relevant SAP SBP sub-process(es), activities and sub-activities, where appropriate, using the relevant traceability identification number(s). Inserted below is the RICEFW spreadsheet that should be used to manage these customizations during realization.

SBP-RICEFW List.xlsx

Houston Independent School District

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