Finance Forecast Procedures

The procedures to produce a Monthly Forecast encompass using the BPS, Finance and Payroll modules. Following the steps below will help.

Purge Past Forecast batches

• Purge Old batches (BPS 7,3,3)

• You can do a transaction batch report to see what is in the system. (BPS 2,5,2)

Transaction Batches needed for Forecast "B"=Base

Reduction for Christmas Break of 10 Month Employees (less stat holidays) Specific Pay Cycle (Pay Cycle 'B' only = Assign batch number e.g. 004) Change Payroll Calendar to include only Cycle B employees in Support Pay

1. Run a Projection (OPS 3,2,9,1 and OPS 3,2,9,2) for a 2 week normal pay period for Cycle B Only.

2. Run projection for 2 week period Adjust coding by dividing the projection by 10 days and multiplying by days not worked. (example $ ### / 10 days x 7 days to represent 3 stats paid in Christmas break for 10 month employees)

3. Create Batches for Items # 1, 2

4. Rerun steps (a – e) using Cycle B & C Only for Item # 3

5. Change Payroll Calendars back to include other cycles.

6. Reduction for Spring Break of 10 Month Employees (less stat holidays) Pay Cycle B Only *005 Same as above

7. Reduction or Increase from last pay period adjustment (bi-weekly's that span over the 2 fiscal years). Pay Cycle B & C Only *006

8. Teacher Increments from Form 2003 + e.g. 25% for Benefits *007

9. Any Bank Accrual Adjustments if needed done on a Quarterly basis for GRE primarily

10. Teacher Lieu Bank Accrual at Current Date (Bank 30) done on a Quarterly basis for GRE primarily

11. If you have any knowledge or retired employees, or vacant positions, adjust for these incidents.

Creating Forecast Transaction Batches

Creating a new Transaction batch in the budget module

Field 01 is the Budget year you are entering into. Field 02 will always be 0. Field 04 is the Batch number of your adjustment (004-008).

• Continue entering in the screen with the first transaction from your sheet.
  Field 01 is the GL account, Field 02 is a B entry, Field 05 is the adjustment amount, Field 06 is Budget Phase 0, and Field 07 is a reference of what the adjustment batch is for.

• You can check your entries with a Batch print (BPS 2,5,2)

Running the Payroll Projections

1. Payroll related expenses are forecasted in OPS using the Payroll Projection Menu. For Forecasting purposes, only ADMN, TEACH and Support payrolls (function line payrolls, not time sheet generated) are estimated.

2. It is assumed that the TOC and Casual costs to date are picked up on the periods already posted, and an estimate of future costs is manually done after looking at trends and unusual or expected situations.

3. Check what pay periods have been posted in each payroll, load the next un-posted pay period to the final pay period at the end of the fiscal year.
   

   1. 
      

      1. e.g. TEAC – last update 200702, load 200703 – 200712, Batch #12HFFO

      2. ADMN – last update 200702, load 200703 – 200712, Batch #12HFGO

      3. SUPP – last update 200703, load 200704 – 200714, Batch #12HFHO

4. When running a payroll projection that spans over 2 calendar years, make sure that you enter the period to clear the YTD deductions, usually the first pay period of the second year.

5. Payroll projections will always be calculated after the last payroll for the month has been run and posted. Always check with payroll prior to starting process.

6. Payroll projections have to be run separately for each payroll type.

7. OPS 3,2,9,1 for each payroll. Mark down the job number from the top right corner.
   

   1. Run for Projection Only "P"

   2. Enter the start period as the first payroll that has not been paid

   3. Enter the end period as the last full payroll of the fiscal year

   4. Enter the period to Clear YTD deductions which is usually the first payroll of the next calendar year.

8. OPS 3,2,9,2 for the GL Preload Commitment Report.
    OUTPUT = EMAIL
   

   1. Follow all prompts, take all defaults

   2. Make sure the output is to "email"

   3. Print out the GL summary on the bottom of the report, check your clearing account e.g. zzzzzzzzzzzzz to indicate an invalid account number

   4. Save the pdf file that is emailed to you under a Forecast subfolder and rename to TeacherGL.pdf, AdmnGL.pdf, SupportGL.pdf

9. OPS 3,2,9,6 for the BPS Projection Interface. This loads the projected payrolls into the forecasting model.

   1. Run this process to create interface files, the file will be saved on the SRB Server under e.g. DKD2: [LIVE.INTERFACE]

   2. The name of the file will be XXXXXXPRINOC.PPP where the PPP is the pay period that the projection begins.

   3. Make sure the output is to email.

   4. Take all defaults other than SIN, this would be a No.

10. BPS 5,3,2 is your Salary and Benefit Projection upload of the payrolls.

    1. This process will upload future payroll costs into BPS. Run this separately for each payroll. "F" = Final

    2. TEATEACPRINOC.(first projection period) Batch 001

    3. ADMADMNPRINOC.(first projection period) Batch 002

    4. SUPSUPPPRINOC.(first projection period) Batch 003

    5. Enter Interface File Name, just hit enter here, it will bring up the saved files in the directory, find your file, hit S for select, the X for exit.

    6. Send to your email, and save the file in the forecast subfolder.

Making sure the Financial information is Accurate

1. Reopen and Close the BAS Calendar Periods
   

   1. Finance 8,7,9,2.2

   2. Field #10 should be changed to N for all past periods

   3. Reopen Finance periods from present period back, 804 then 803 then 802 etc.

   4. Finance 4,1,3

   5. Repost from the first period forward 801 then 802 then 803, etc.

   6. Check the bottom of the report to see that the GL is in balance.

2. Rebuild Budget from the Transaction Batches
   

   1. BPS 2,6,5

   2. Year 2013

   3. Final (no need for Preliminary)

   4. Criteria: All Fund 1

3. Interface the Finance expenses to date, into the BPS environment
   

   1. BPS 5,1

   2. Insure month end has been run in Finance for the last month.

   3. Verify the last payroll information has been posted to Finance

   4. Enter the Finance year to transfer

   5. Enter the BPS year to receive

   6. Update Alias in BPS

   7. Update Finance actual amounts in BPS

   8. Include Commitments

   9. Include Current Balances

      1. (this insures that the month end will run through a mock month end process if it hasn't been posted already)

   10. Criteria may include FREDS OBJ of Fund Operating

4. Print User Defined Reports for use in preparing the Forecast documents.

   1. BPS 6,2 User Defined Reports

   2. BPS 001 – Object Summary – Forecast

   3. BPS 002 – Object Detail - Forecast

   4. When you run 002 report, you want to send to disk for excel.

Location of DATA: LIVE.SUPPORT.WORK LIVE.SUPPORT.DATA LIVE.BAS.WORK