Budget Workbook for Agencies - core-ct.state.ct.us · workbook in Core-CT, utilizing the budget...

Budget Workbook for Agencies Core-CT Finance Upgrade Implementation

March 2018

Introduction Budget Workbook for Agencies

• Introductions

o Introduce yourself, your role, and how you use the Budget Workbook

• Housekeeping

o Cell phones off

o Limit calls and emails to break times

oReview location of restrooms and exits

• This course will provide information on how Agencies will use the budget workbook, including navigating to the workbook in Core-CT, utilizing the budget workbook, approving the budget and subsequent financial reporting.

Welcome to the Budget Workbook Training

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At the end of this course, you will understand how to:

• Approve a Contract Budget

• Explain how a Supplier will submit the Budget

• Review and approve Financial Reports

• Explain how the Supplier will complete budget revisions

• Review and Approve Budget Revisions

• Review and Reset the Funding Period for Multi-Year Contracts

Course Objectives

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Today’s Schedule

Module Name Duration

Budget Workbook Overview 30 minutes

Contract Budget Set Up & Approval 60 minutes

Budget Workbook Financial Reporting 30 minutes

Break 15 minutes

Budget Workbook Revisions 45 minutes

Reset Funding Period 15 minutes

Review and Q&A 15 minutes

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Key Symbols Used in this Course

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Demonstration Exercise

Guidelines Tips & Tricks Job Aids

This course uses the following key symbols to depict various references:

Budget Workbook Overview Budget Workbook for Agencies

At the end of this module, you will understand how to:

• Explain the Budget Workbook functionality

• List the expectations of using the Budget Workbook

• Review the roles that will interact with the Budget Workbook

• Provide Chart Account Definitions

Module Objectives

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Roles and Responsibilities

User Type Role Name Role Description

Internal CT_F_A_BW_BUDGET_APPROVER Agency budget workbook approver. User responsible for reviewing and approving the supplier submitted budget workbook pages. This can be the same user as the CT_F_A_BW_BUDGET_PROCESSOR.

Internal CT_F_A_BW_BUDGET_PROCESSOR Agency budget workbook user responsible for managing the completion of the budget workbook by both the agency and provider. The user may complete all or parts of the Budget Workbook pages, manage the supplier's submission, and review all or parts of the supplier's submission.

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Roles and Responsibilities, cont.

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User Type Role Name Role Description

Internal CT_F_A_BW_BUDGET_VIEWER Agency program and/or budget staff who require view-only access to the Budget Workbook pages.

Internal CT_F_C_BW_UCOA_ADMIN Office of Policy and Management (OPM) and Core-CT team only access to UCOA configuration page.

External CT_F_SUPPLIER_BW_BUDGET_USER External budget workbook user responsible for completing the budget workbook pages on behalf of the supplier's organization via the supplier portal.

Internal CT_SCMT_Report Maker Can create and run reports

Contract Budget Set Up & Approval Budget Workbook for Agencies


• Navigate to the Budget Workbook in Core-CT

• Create the Budget Definition

• Collaborate with the Supplier

• Approve the Budget Summary

Module Objectives

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• Create the Budget Definition

• Add Suppliers in order to Collaborate on the Budget Definition

Budget Definition Entry

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Budget Definition

Provider Entity*

Provider Program Information

Schedule A Salaries

Budget Summary Entry/Submission

Budget Summary Approval

Agency

Supplier

*Provider Entity is not specifically tied to the Budget Workbook, the Supplier

completes this when they have access to the Supplier Portal.

Budget Workbook Process

Budget Definition Entry/Submission

Once a procurement contract is in open status, the Budget Definition Entry can begin. Navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Definition

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• Click Add a New Value tab

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• Enter the Business Unit, Contract ID, and Funding Period

• Click Add

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• Enter Funding Period begin and end dates

• Do not click Submit yet

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• Select the appropriate action under Reporting Requirement and Payment Basis

• Each checkbox selected will be the content of the Budget Workbook, so select that checkboxes that will be used


• Enter Line, Program Name, Program Code, Funding Period Begin, Funding Period End, Level of Care, and DDAP Code

• Select the appropriate action under Reporting Requirement

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• Click the Funding Distribution icon


• Enter Distribution Line, Amount, Account, SID, ChartField 2, and Project fields

• Account – The four digit code that selects where the funding will be coming from

• Click ‘+’ plus button to add additional distribution lines

• Click OK

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• Click Save

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The following shows how to add Processors, Approvers, and Suppliers to collaborate on the Budget Definition

• Click on the Notifications Contacts tab to enter the names of the Collaborators

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• Click External checkbox

• Enter Supplier’s User ID

• Enter or update Email Address

• Click ‘+’ plus button to add internal contacts, including yourself

• Enter agency Contact’s User ID

• Enter or update Email Address

• Click Save

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• Return to the Budget Definition tab

• Click Submit. This will open up the Submission Notification screen where the Supplier will be notified that the Budget is ready to be collaborated on.

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• Enter Supplier User ID and make sure the following fields autofill – The Supplier Administrator will set up the User ID, and the Agency will need to submit a

CO-1092 form for the Supplier to gain access to the Budget Workbook

• Review and/or Update Email Address

• Enter message to be included in the email if needed

• Click OK

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• Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know what Budget Pages need to be completed and can click the hyperlink to start the process.

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• The following email will be sent back to the Sender if the email does not go through

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Let’s watch a demonstration on how to set up a contract budget.

Demonstration: Set Up a Contract Budget

Set Up a Contract Budget

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Let’s set up a Contract Budget!

Locate Exercise 1 and follow the instructions to set up a Contract Budget.

Exercise 1: Set Up a Contract Budget

Set Up a Contract Budget

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• Prior to Budget Summary Approval, the Supplier completes the following pages:

– Provider Entity Page

– Provider Program Information Page

– Schedule A Salaries

– Budget Summary Entry/Submission

• Once the Budget Summary is approved, it becomes the Contract Budget

Contract Budget Approval

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Budget Definition

Provider Entity


Schedule A Salaries



Provider Entity Information (Supplier)

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Provider Program Information (Supplier)

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Schedule A Salaries (Supplier)

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Schedule A Salaries (Supplier)

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Budget Summary Entry/Submission (Supplier)

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Agency

Supplier

Budget Workbook Process

Budget Definition

Provider Entity


Schedule A Salaries




• The following email will be sent to the State Agency user when the Provider Agency submits the Budget Summary

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After the Supplier has collaborated, navigate to the Budget Summary page to approve the Budget: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Summary

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• Enter the Contract ID, Funding Period, or Supplier Name

• Click Search

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• Review the Budget Summary information

• Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Budget is accepted.

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• Enter Supplier User ID


• Click OK

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• Click OK. The email will now be sent to the Supplier. The Supplier can see the time date stamp of the acceptance.

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Once the Budget Summary has been approved, run the Contract Budget Report by clicking Print

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• Select PDF or XLS depending on preference, and click Print

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• A new window will open up, showing the Contract Budget Report

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Let’s watch a demonstration on how to submit a contract budget for approval.

Demonstration: Submit Contract Budget for Approval


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Let’s submit the contract budget for approval!

Locate Exercise 2 and follow the instructions to submit the contract budget for approval.

Exercise 2: Submit the Contract Budget for Approval


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Budget Workbook Financial Reporting Budget Workbook for Agencies


• Navigate to the Reporting functionality in Core-CT

• Review and approve the financial reports submitted by Supplier

• Collaborate with the Supplier for corrections and errors

Module Objectives

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Reporting Overview

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Report Type Supplier Role Agency Role

Multi-Year Contract Budget Report

Run the Report Run the Report

Budget vs Actual Reporting

Entry and Submission

Approval

Consolidated Financial Report

Run the Report Run the Report

Salary Detail Actuals Reporting

Entry and Submission

Approval


• To view the Multi-Year Contract Budget Report, navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Multi-Year Contract Bud Report

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• Click on the Add a New Value tab

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• Enter Run Control ID

• Click Add

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• Enter Contract ID

• Enter Funding Period Begin

• Enter Funding Period End

• Click Save

• Click Run

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• Select PDF or XLS under Format

• Click OK

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• Click the Process Monitor link

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• Click Refresh until Run Status and Distribution Status contain values

• The process usually completes in less than 60 seconds

• Click the Details link

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• Click View Log/Trace

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• Select the file ending in “.xls” or “.pdf” , whichever was chosen previously

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• The Multi-Year Contract Budget Report is shown below

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Budget vs Actual Reporting Entry

Budget vs Actual Reporting

Submission

Budget vs Actual Reporting Approval

Agency

Supplier

Budget vs Actual Report Process

Budget vs Actual Report Approval

• The following email will be received by the Agency once the Supplier submits the Budget vs Actual Report. The Agency can click the hyperlink or follow the navigation on the following slide.

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Once the Supplier has submitted the report, the Approver will accept the Budget vs Actual Report by navigating to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget vs Actual Reporting

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• Click Search and click on the Contract ID for the Budget Report that is to be accepted

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• Review the Budget vs Actuals information

• Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Budget vs Actual Report has been accepted.

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• Enter the Supplier User ID and make sure the rest of the fields populate


• Click OK

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• Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know that the Budget vs Actual Report has been accepted.

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Let’s watch a demonstration on how to approve a report.

Demonstration: Budget vs Actual Report Approval


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• To view the Consolidated Financial Report, navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Consolidated Financial Report

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• Click the Add a New Value tab

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• Click Add

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• Enter Contract ID and Funding Period

• Select Report Detail and Report Type

• Enter Program Code

• Click Save

• Click Run

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• Select PDF or XLS under Format

• Click OK

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• Click the Process Monitor link

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• Click the Details link

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• Click the View Log/Trace link

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• Select the file ending in “.xls” or “.pdf” , whichever was chosen previously

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• The Consolidated Financial Report is shown below

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• Review the process for approving Salary Detail Actuals

Salary Detail Actuals Approval

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Salary Detail Actuals Entry

Salary Detail Actuals

Submission


Agency

Supplier

Salary Detail Actuals Process


• The following email will be received by the Agency once the Supplier submits the Salary Detail Actuals Report

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The Approver will accept the Salary Detail Actuals by navigating to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Salary Detail Actuals

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• Click Search

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• Review the Submitted Salary Details.

• Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Salary Detail Actuals has been accepted.

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• Enter the Supplier User ID and make sure the rest of the fields populate


• Click OK

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• Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know that the Salary Detail Actuals Report has been accepted.

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Budget Workbook Revisions Budget Workbook for Agencies


• Review revisions in the Budget Workbook in Core-CT

• Approve budget revisions in Core-CT

Module Objectives

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• Once the Supplier submits a revision, an email notification will be sent to the Agency contact for Approval

– Review revisions submitted by the Supplier

– Approve the Budget Revisions

Complete a Revision Approval

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Budget Revision Entry

Budget Revision Submission

Budget Revision Approval

Agency

Supplier

Budget Revision Process


• The following email will be received by the Agency once the Supplier submits the Budget Revision. The Agency can click the hyperlink or follow the navigation on the following slide.

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The Approver will approve the Revised Budget by navigating to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Revision

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• Select the Contract ID that is to be accepted

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• Review the Revisions that have been made by the Supplier

– The Supplier can continue to make changes as long as the revision is in Submitted Status

• Click Accept. This will open up the Acceptance Notification screen where the Supplier will be notified that the Budget has been Submitted for revision.

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• Enter Supplier User ID and confirm the remaining fields populate


• Click OK

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• Click OK. At this time, the email will be sent to the Supplier. The Supplier will now know that the Budget Revision has been accepted.

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• Click the Schedule A Salaries link

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• Confirm that the Status is Accepted

• Confirm that the line items are un-editable. The ‘+’ plus and ‘-’ minus buttons that are normally present will not be there.

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Let’s watch a demonstration on how to complete a revision approval.

Demonstration: Complete a Revision Approval


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Reset Funding Period Budget Workbook for Agencies


• Use the same contract ID to reset the funding period

Module Objectives

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Reset the Funding Period

To reset the funding period on a Multi-Year Contract navigate to: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Reset Funding Period

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• Click Add a New Value

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• Click Add

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• Enter Business Unit


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• Confirm the Contract Begin Date and Contract End Date populate

• Confirm the Funding Period dates populate

• Confirm Source Version defaults to max version of Accepted Budget Summary; however, the field is editable based on the versions available for the specified funding period.

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• Confirm Target Funding Period populates with the next available funding period

• Enter the new Target Funding Period dates

• Click Save

• Click Run

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• Make sure the Format selected is TXT

• Click OK

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• Click on the Process Monitor link

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Submit Budget with New Funding Period

Navigate back to the Budget Definition page to submit the new Budget Summary

• Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Definition

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• Enter the Business Unit, or Contract ID

• Select the created contract that contains the next number in the Funding Period sequence and “Draft” status in the Budget Definition Status column

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• Click Submit. This will open up the Submission Notification screen where the Supplier will be notified that the Budget’s funding period has been changed.

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• Enter Supplier User ID and make sure the rest of the fields populate


• Click OK

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• Click OK. From here, data in the Provider Program Information, Schedule A Salaries, and Budget Summary pages can be confirmed/updated.

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Let’s watch a demonstration on how to Reset the Funding Period.

Demonstration: Reset the Funding Period


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Review and Q&A Budget Workbook for Agencies

Let’s review our Learning Objectives.

You should now be able to:

• Approve a Contract Budget

• Explain how a Supplier will submit the Budget Summary

• Review and approve Financial Reports

• Review and approve Budget Revisions

• Review and Reset the Funding Period for Multi-Year Contracts

Summary

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= Q & A

Questions?

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• Go Live is March 26th.

• For additional help, utilize the following resources:

– Subscribe to Daily Mail for updates and notifications.

• http://www.core-ct.state.ct.us/listserv/dailymail.html

– Job Aids will be posted on the Core-CT website under SCMT.

• http://www.core-ct.state.ct.us/financials/

– Utilize Footprints to log support tickets.

• For more information on logging a Footprint ticket: http://www.core-ct.state.ct.us/help.html

Congratulations!

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http://www.core-ct.state.ct.us/listserv/dailymail.html



http://www.core-ct.state.ct.us/financials/



http://www.core-ct.state.ct.us/help.html



Appendix Budget Workbook for Agencies

Notify Agency Contacts

The following shows how to notify Agency Contacts about the Budget Definition

• Navigate to the Budget Definition page: Main Menu > Core-CT Financials > Supplier Contracts > Budgeting > Budget Definition

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• Click Search

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• Click on the Notification Contracts tab

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• Click Notify

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• Click Lookup Recipient

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• Click Search

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• Click the “To” checkboxes for the recipients of the notification

• The “cc” and “bcc” are also options for recipients

• Click Add to Recipient List

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• Click OK


• Select Priority

• Enter Subject


• Click OK

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Frequently Asked Questions

• Q: Can you have multiple funding periods for the same contract?

• A: Yes

• Q: Can suppliers see past budgets?

• A: Yes

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Budget Workbook for Agencies - core-ct.state.ct.us · workbook in Core-CT, utilizing the budget...

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