W2 Operating Budget Process Overview & Hyperion Change Impact ...

W2 Operating Budget Process Overview & Hyperion Change Impact ...

W2 Operating Budget Process Overview & Hyperion Change Impact Analysis April - May, 2017 Preliminary Forecast Goals Provide a mid-year assessment of Revenues and Expenses for fiscal-year 2017 and a preliminary forecast of FY 2018 Identify surpluses and shortfalls in County funding as well as the effectiveness of current budget controls Identify the Gap, if any, in Revenues and Expenses, allowing the County to adjust its financial strategies and collaborate with its stakeholders to establish effective budget solutions Establish the framework for the FY 2018 Budget Request using an efficient streamlined process providing greater accuracy in projecting anticipated costs 02/25/2020 Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 2 Preliminary Budget Estimates and Projections FY2017/18 Projections Year-End Salary Projection Based On Currently Active Rate Plans Salary Projections Will Not Include Requests For Additional Staffing June 1, 2017 COLAs FY17 Benefit Costs FY18 Will Include Projections Based on Trending Increases FY2017 Estimates Estimates Will Be Entered By Departments And Based on the Last 6-Months of Anticipated Costs All Significant Budget Variances Must Be Explained in the Notes of the Respective Account 02/25/2020 Strategic Tactical Enterprise Processes STEP UP TO SUCCESS

Page 3 Operating Budget Goals The County is committed to balancing the budget while maintaining essential services and protecting taxpayers in the face of mounting pressure on the budget. Budget requests must contain information that demonstrates the level of resources required to fulfill core governmental functions and further the agencys performance management goals. 02/25/2020 Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 4 Submitting Operating Budget Requests Information must include sufficient details to allow the Dept. of Budget & Management Services to effectively analyze and evaluate the request. Justifications for vacancies and non-personnel line items must be detailed, complete, and include calculations, where appropriate. Requests must include justifications supported by tangible performance management objectives. Be sure that non-capital components of capital projects/requests are included in the operating budget (extended warranty, optional technical support, travel/lodging etc.) Consider procurement timelines, invoicing and delivery timelines 02/25/2020 Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 5 Training Curriculum Hyperion Terminology Navigating Hyperion Applications Tasks Forms Reports Preliminary Budget Forms

Line-Item Budgeting Introduction to Position Budgeting Workflow 02/25/2020 Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 6 Operating Budget Process Flow 1. Preliminary Budget Forecast May 8th May 26th Budget Cycle 2. Department Request Phase June 15th July 14th Start 1. Memo sent out on 5/1/2017; Preliminary Forecast instructions 4. Memo sent out on 6/2/2017; Department Request instructions 3. Analyst Review 8. Analysts review Phase from requests for July - October completion and analysis 4. Board of Commissioners Review from October

November 12. Departments testify to their Budget Request before the Board from mid Oct. early November 5. Board Approved Appropriation Bill and Adoption of Budget in November 02/25/2020 2. Departments have from 5/8/2017 5/26/2017 to input Preliminary Forecast in Hyperion 5. Kickoff Budget Meetings held for Departments with overview of Preliminary Forecast on 6/22/2017 9. Departments submit Narratives and Performance Measures for DBMS review by 7/28/2017 6. Departments receive Budget Targets based on Preliminary Forecast deficit 10. DBMS meets with Departments to finalize their budget requests from 7/31/2017 9/1/2017 13. Public Hearings are coordinated at three of the Suburban Courthouse as well as the Board Room 16. Board Members vote to adopt Amended Budget

Recommendation mid November 3. Issuance of Preliminary Forecast on 6/22/2017 7. Open Hyperion from 6/15/2017 7/14/2017 for Department Requests 11. DBMS finalizes all three volumes of the Executive Budget Recommendation for publication. Presentation on 10/2017 14. Board Members are able to submit Amendments to the Budget Recommendation until mid November 17. DBMS implements the Amendments into Hyperion to finalize Adopted Appropriation. Strategic Tactical Enterprise Processes STEP UP TO SUCCESS 15. Board Members vote to adopt Amendments mid November 18. Send Final Budget Data to EBS EBS Page 7 Operating Budget Process Change Impact What will be different? What does this mean to my organization? 1. Ability to allocate cost for positions to other entities 2. Preliminary Budget worksheets will be replaced by Hyperion online forms 3. Automated department workflow to support

submission to DBMS 4. New chart of accounts 5. Supporting budget process information displayed on task list 6. Detailed position management and control 7. Increased access to summary or executive reporting at the request level 8. New system roles 02/25/2020 1. Improved Communication 2. Streamlined Workflows 3. Improved Data Management 4. Improved Efficiencies Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 8 Preliminary Phase Operating Budget Process DBMS Run FDMEE Load HCP cubes with position data from HR Process loaded HR data Push data to line item salary totals by department NEW: Administrators load into Hyperion instead of BRS Copy salary project to projection scenario

Copy YTD actuals to current YR projected scenario Run business rule to project to the end of year Modify prelim budget Adjust preliminary projection DBMS analysts review dept prelim budget Verify data load Departments NEW: Automated steps required because there are now two cubes that must be totaled 02/25/2020 Generate prelim budget reports Departments update preliminary budgets Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Departments promote prelim budgets for internal approval Review

meeting with departments If approved Set-up prelim budget Budget Director & CFO Approvals If not approved Other NEW: Workflow requires an FDMEE administrator Estimate Budget Gap NEW: Now generated stored in Hyperion NEW: Automated workflow for budget approval. Replaces the manual BRS process Page 9 Other Department Request Phase Operating Budget Process Set targets from Prelim Budgets

DBMS NEW: Now entered in Oracle GL. FDMEE will pull from Oracle GL and put into Hyperion NEW: Now run FDMEE instead of using a flat file Prepare budget instructions and other budget preparations L Release position data and update with latest actuals using FDMEE Dept budget review with Executives Update ASO cube & run dept. report package DBMS validates & verifies any Changes to dept review Book dept. meetings Release app to departments and notify departments Departments perform Position

Budgeting Departments Update Security & Configuration settings Load current budget adjustments NEW: Now automated Kickoff Meeting NEW: Automated process enables department report generation Planner submits to Department Approver Departments complete Line Item Budget NEW: New Hyperion automated workflow replaces manual spreadsheet approval process Internal approval DBMS reviews dept. request Yes Submit to DBMS for Review

No 02/25/2020 Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 10 Finance Committee Presidents Office DBMS Other Presidents Recommendation Phase Operating Budget Process Executive Review (CFO, Deputy of Revenue, Risk Mgmt. Review) Department reviews complete Generate executive review reports and presentation Department request adjustments made for individual departments (Ensure targets are met) Copy Dept. Request version to Presidents Recommendation Version Ensure security is established for Presidents budget Adjust Presidents version as necessary Electronic distribution of budget book to departments Adjust budget

from executive review Public Hearings Build budget book through InDesign Generate reports for Presidents review Amendment Phase Changes: Replacement of Budget Book Application for Production Process with Adobe InDesign Submit book to Board Presidents review NEW: Automated process enables Summary/Executive report generation 02/25/2020 Deliver Book to Finance Committee Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Finance Committee reviews Budget Book Page 11 Budget Analyst Start/Stop/Continue Guide Impacted Role /

Position Approver How The Role Will Change Start Analyst Will Perform Maintenance Tasks For Departments Assist With Position Budgeting Requirements Allocation Tools Stop Manual Database Update Requests Hours Spent Verifying Data Continue 02/25/2020 Serve As Frontline Communication To Departments To Resolve Budget Entry Issues Budget Request Reporting Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 12 Budget Planner Start/Stop/Continue Guide Impacted Role / Position How The Role Will Change Start Stop Manual Review of Budgets Using Worksheets Submitting Preliminary Budget Information Via Worksheet Shared Position/Multiple FTE Budgeting Planner

Approver Continue 02/25/2020 Automated Internal Review Process New Department Roles Viewer, Planner, Approver Automated Submission Workflow Responsible for reviewing requirements and steps in task list Collaboration With HR Managers Allocation of Position Budgets Across Multiple Sources Budget Submission Online Budget Request Reporting Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 13 Budget Approver Start/Stop/Continue Guide Impacted Role / Position Approver How The Role Will Change Start Automated Internal Review Process Workflow Budget Submission of Request to DBMS Stop Submitting Hardcopy or Separate Transmittal Noting Their Budget Submission Continue 02/25/2020 Budget Request Reporting Strategic Tactical Enterprise Processes STEP UP TO SUCCESS Page 14

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