Process Confirmation

BU Develop and
Manage Budgets
Project XYZ Initiative
April 25th, 2008
2
Team Presentation Contents
Key Count Summary
Process Summary and Objectives
Leading Practices and Key Features
Process Optimization Opportunities
As-Is and To-Be Significant Process Changes
Identified Gaps
Policy and Board Rule Impacts
Change Impacts
Controls Framework
As-Is and To-Be Major System Changes
To-Be Application Architecture Overview
Key Development Objects
Support Required from SCOM
Implementation Challenges
3
Key Count Summary
Item Count
Processes: 6
Tasks: 37
Worksteps: 216
Roles: 16
Potential Development Objects
(excluding reports):
27
SMAs: 8
Review Sessions: 13
Validation Sessions: 1
4
Process Summary and Objectives
Summary
Maintain Budgeting Master Data
The Maintain Budgeting Master Data process includes creating and changing the
accounts in Funds Management (FM), the budgeting and availability control module in
SAP

Budget will be responsible for approving the Funds Management related master data,
groupings and derivation assignments. Accounting will be responsible for updating the
master data elements in the SAP system and will have the sole authority to create and
change FM master data

Fund, Functional Area, Fund Center, Commitment Item fields are established to allow
for future district growth

Functional Area field will be a combination of State Function and district Program

Funded Program is a new dimension that represents Capital Outlay projects

The Program dimension of the Functional Area will have a one to one relationship with
the Grant number in Grants Management

5
Process Summary and Objectives (Cont.)
Create Initial Budget

Process deals with setting the specific budget control values for the annual budget

COGNOS will be the source system for schools and departmental budget
development, SAP will be utilized for budget execution and will interface to COGNOS

WCBU will be the source system for capital outlay budgets, will represent the current
year budget authority in SAP and will be interfaced

Budget versions will be enabled within SAP. The 7/1 Tentative Budget will be entered
as the first version followed by an Adopted Budget version after the student survey
count

Grants budgets will be loaded both in the Grants module and Funds Management

Food Service and other non-COGNOS budgets will be loaded separately at the district
by district staff

6
Process Summary and Objectives (Cont.)
Availability Control

All source transactions that consume the authorized budget will have a budget
availability (AVC) check performed. This will include journal voucher entries, finance
postings from legacy systems, requisitions, purchase orders, funds reservations, fund
blocks and controlling postings

Master data combinations such as Fund, Functional Area, Fund Center, Funded
Program and Commitment Item will receive budget authority from the budget
execution

Availability Control (AVC) will check these budget values and issue warning or error
messages accordingly

All payroll and payroll benefits expenditure postings will be permitted to exceed budget
and post

Changes to the Availability Control (AVC) rules will be subject to the approval of the
Chief Budget Officer


7
Process Summary and Objectives (Cont)
Availability Control Description Existing
Requisition
Control
Comments
Is control at Fund/Functional
Area/Commitment Item group?
01

If a payroll & benefits related
combination of master data, allow
the transaction to post
Is control at Fund/Functional
Area/Commitment Item?


For example, Textbooks can be
charged at the program level for a
single Commitment Item (object)
Is control at Fund/Functional Area
group/Fund Center/Commitment Item
group?
02



Existing availability control for a group of
programs (Functional Areas) and a range
of Commitment Items, such as non-salary
Is control at Fund/Functional
Area/Fund Center/Commitment Item
group?
03


Existing availability control for a single
program (Functional Area) and a range of
Commitment Items, such as non-salary
Is control at Fund/Functional
Area/Fund Center/Commitment Item?
04

Existing availability control at the line item
level for a specific program (Functional
Area)
8
Process Summary and Objectives (Cont.)
Availability Control Description Existing
Requisition
Control
Comments
Is control at Fund/Grant/Fund
Center/Commitment Item Group?
03

Grant Requisition control for a range
of Commitment Items
Is control at the Fund/Grant/Fund
Center/Commitment Item level?
04

Grant Requisition control for
individual line items
Is control at the Fund/Funded
Program/Fund Center/Commitment
Item group?

03

Construction projects for
Commitment Item groupings such as
569000, 569100, and 569200
Is control at Fund/Funded
Program/Fund Center/Commitment
Item?
04

Construction projects for individual
line item budget check
9

Process Summary and Objectives (Cont.)
Revise Budgets

The SAP budget will be revised as more up-to-date information is obtained from State
revenue sources after actual student counts are known

This Adopted budget version will originate in COGNOS and updates SAP via interface
with updated school information

The Adopted budget will have a unique version number assigned and will be used for
availability control instead of Tentative budget

Schools and work locations will request budget transfers directly in the SAP system
using the budget workbench in a pre-posted status, requiring workflow approval and
posted in Budget

Posted budget entries are updated real-time in the SAP system

After the Adopted budget, future budget transfers, budget supplements and returns
will take place directly in SAP via workflow

10
Process Summary and Objectives (Cont.)
Monitor Budget

Reporting of the budget and commitments against it will enable the district to
summarize the budget by dynamic combinations

Reporting will be real-time and up to date as transactions are entered in SAP

Users will have access to current information affecting the consumption of budget

All budget related financial master data dimensions will be available as unique
selection criteria for balance inquiry

Paper distribution of budget related reports will not be necessary


11
Process Summary and Objectives (Cont.)
Perform Year End Closing

Budget data is finalized for end of the year financial analysis and reporting.
Commitments, purchase requisitions and purchase orders are evaluated and
determined for carry forward to the next fiscal year, and available balances are
determined

The respective data is accumulated by Fund, Functional Area, Fund Center, Funded
Program, Commitment Item and Grant

Centralized management of processing pre-commitments, commitments, commitment
documents, associated budget and available budget within the budget department

Available budgets can be lapsed or carried forward based on budget related master
data determinations, E.g. school budget residual balances are carried forward, yet
departmental budgets are not

Commitments for carry forward (Fund Reservations, Requisitions, Fund Blocks,
Purchase Orders) can be carried forward based on budget related master data
determinations. E.g. departmental encumbrances can be carried forward, but the
associated budget does not have to carry forward


12
Process Summary and Objectives (Cont.)
Objectives
Maintain one single, global budget related master data in accordance with Red Book
policies

Support centralized, efficient and standardized processes for budget related financial
master data maintenance practices

Provide a comprehensive, flexible SAP information system which generates the
budget reports on-line with a complete audit trail of all the budget related transactions
and also provide a significant reduction in paper printing

Ensure additional transparency in the flow of information, thereby increasing process
and security controls

Group will be created for the Budget master data objects to enhance the reporting
views

Reduced timelines in the budgeting process, transparency of all changes to the
budget



13
Leading Practices and Key Features
Leading Practices

Standardized and centralized budget related financial master data maintenance
across the organization

Flexible organizationally defined budget control levels

Key Features

A centralized maintenance of budget master data, established security control
procedures around the same reducing data redundancy and ensuring data
consistency

An audit trail report to capture budget master data changes providing information such
as: Date changed, Changed by, Old value-new value

Efficient and controlled approval process for master data maintenance activities

Reconciliations are streamlined between financial master data and other SAP
modules

14
Leading Practices and Key Features (Cont.)
Key Features (Cont.)

Additional characters provided for possible future growth or subdivision of master data
objects

Real-time updates of Budget related data in the SAP system

15
Current and Future Service Delivery Model
Current Service Delivery Model
Future Service Delivery Model
Maintain Budget Master Data
Centralized master data maintenance with solid
coordination between Budget and Accounting on the
creation of new master data elements


Recycling of master data not required with the
expanded field lengths


Financial master data field length is increased to
facilitate growth

Funded Program is a dimension available to track
construction projects and provides for major future
major district initiatives

Entire account strings no longer have to be deleted
off the system, only individual data elements are date
delimited

Maintain Budget Master Data
Decentralized master data maintenance coordinated
between Budget and Accounting on the creation of
new master data elements, some definitions later
discovered as incorrect

Recycling of master data elements is required as
field size is limited

Existing accounting coding block length is
insufficient for growth

Project is not a dimension available for budget in
MSAF to track construction projects

Inactivation or deletion of master data account
strings is performed only as time permits










16
Current and Future Service Delivery Model (Cont.)
Current Service Delivery Model
Future Service Delivery Model
Create Initial Budget
Budget will be loaded to SAP from COGNOS,
the budget development system via interface

SAP budget entries available for reconciliation to
source system

SAP budget history will be available for multi-
year comparisons

Availability Control

Availability Control established for Funds,
Functional Areas, Fund Centers, Funded
Program, Commitment Items and groupings

Funded Program dimension for construction
project is available for control check

Grant dimension is now available for budget
control

Grant dimension check for validity periods

Create Initial Budget
Budget is loaded to MSAF from the budget
development systems

Inability to accurately reconcile budget balances
between budget development system and MSAF

Budget history unavailable for multi-year
comparisons

Availability Control

Requisition release control established by the
encumbering document account string

No construction project dimension for availability
control check


No separate Grant dimension for availability
control checks and date validity periods

Grant period cannot prevent postings after the
close of the validity date








17
Current and Future Service Delivery Model (Cont.)

Current Service Delivery Model
Future Service Delivery Model
Revise Budgets
Budget versions are separately maintained in the
system, multiple versions are available for use.
All budget transactions are tracked for audit
purposes

Process for budget transfers is on-line for budget
users, streamlining the transfer process

Changes to budget values are immediately
available once posted

Capital budget changes will originate in WCBU
and interface to SAP

Control process for budget transfers will require
approval within the budget department

Monitor Budget
Reports are generated electronically as needed
out of SAP

Report monitors will have up to date information
on-line on their responsibility areas

Revise Budgets
Adopted Budget version is not separately
maintained in the system, the Tentative Budget is
replaced with the new Adopted Budget

Process for budget transfers is paper based for
budget users, causing bottlenecks in the approval
process

Changes to budget values require printing of large
reports or on-line view of specific budget addresses

Capital budgets are not integrated with MSAF

Departments other than Budget create budget
transfers to enable processing of JVs without the
prior knowledge of Budget

Monitor Budget
Paper based reports are generated in entirety and
distributed to work locations on a monthly basis

Report monitoring is paper based




18
Current and Future Service Delivery Model (Cont.)

Current Service Delivery Model
Future Service Delivery Model
Monitor Budgets (Cont.)
BI reports can be created to have dynamic
selection criteria



Improved and consistent responses to
stakeholders on financial public information
requests as the information is more accessible
and standardized

Drill down reporting supports line item detail on
budget balances, encumbrances and journal
voucher postings

Perform Year-End Closing
Year end financial reporting will reflect the current
State as soon as the closing transactions are posted

Budget will determine and execute the rules for
carry forward of budget and encumbrances into the
new fiscal year and to close out the old year
Year end processing is performed in multiple fiscal
periods and years open for posting


Monitor Budgets (Cont.)
Ad-hoc reports are generated by combining
elements from other paper and system generated
reports into spreadsheets and databases

Difficulty in responding to stakeholders on financial
public information requests


Separate reports are required for line item detail
supporting budget balances, encumbrances and
financial postings

Perform Year-End Closing
Year end financial reporting is fragmented using
databases & paper reports

IT processes the jobs that carry the budget and
encumbrances into the new fiscal year and to close
out the old year

Cannot operate in multiple fiscal months and years
at the same time







19
Current and Future Service Delivery Model (Cont.)

Current Service Delivery Model
Future Service Delivery Model
Perform Year-End Closing (Cont.)

Integrated closing schedule across SAP functional
modules.

All the pre-commitments and commitments are
evaluated for validity to carry forward or classify as
required e.g. purchase requisitions, purchase
orders, Funds Commitments, Funds Reservations,
Funds Pre-commitments and funds blocking. This
task will be performed by the responsible and
authorized Budget and Procurement personnel and
End Users

Drill down reporting available on documents
supporting the carry forward



Perform Year-End Closing (Cont.)

Closing process is not integrated


Inflexible process for carrying forward pre-
commitments and commitments







Difficulty in evaluating the individual documents
that support balances that needs to be carried
forward





20
Process Optimization Opportunities

Process Optimization
Increased efficiency and control resulting from:
Real-time near-time on-line Budget data updates

Centralized maintenance of budget data entry and uploads ensures
consistency and accuracy of the data

Ability to track and record budget data changes providing a complete audit trail

Secured and controlled workflow process for approving budget transfers and
uploads in SAP

Ability to use different Budget versions between Tentative and Adopted budget
as well as additional revisions as required

Flexible, real-time on-line reporting available on demand - significant reduction
in paper use

Centralized control and streamlining of budget closing activities

Ability to roll back closing activities


21
Process Optimization Opportunities (Cont.)

Other Efficiencies

Increased data integrity through defaults and systematic field validation

Retain all budget version information in SAP and provide timely accurate transaction
detail composition on the budget balance

Integrated functionality of SAP provides accurate budget data information across the
various modules in SAP


22
As-Is and To-Be Significant Process Changes

Master Data Administration
Decentralized practice for budget
related financial master data creation

Entire account string has to be
identified and created each time for a
new location or program

Decentralized process for the creation
and maintenance of budget related
financial master data across the
legacy systems

Audit history difficult to identify
Master Data Administration
Centralized practice for budget related financial
master data creation and maintenance

Individual components of the financial master
data are maintained


Efficient and controlled process for
maintenance of budget related financial master
data between the legacy systems and SAP


Complete audit trail of budget entries


As-Is
To-Be
23
As-Is and To-Be Significant Process Changes (Cont.)


Create Initial Budget Process
Budget is created in Budget
development systems and interfaced
to MSAF

Budget development systems is a
presentation tool only, cannot drill
down to work locations

Only 1 budget version can reside in
MSAF


Reconciliation between balances in
MSAF and Budget development
system is very difficult to achieve


Create Initial Budget Process
Budget will be created in COGNOS and
interfaced to SAP


SAP will provide budget detail at the Fund
Center level


Multiple versions can reside in SAP for
comparison, however only one version can be
used for availability checking

All documents posted from COGNOS will be
auditable in SAP






As-Is
To-Be
24
As-Is and To-Be Significant Process Changes (Cont.)

Availability Control Process
Budget check performed on the entire
coding block, based on requisition
release code 01, 02, 03 or 04 assigned
on the account string




Payroll and benefits accounts can be
posted in suspense category

ITS is permitted to create budget
availability in order to post payroll


Availability Control Process
AVC check will be performed based on
predefined control objects for purchase
requisitions, purchase orders, GL documents,
transactions from legacy systems, other pre-
commitments and commitments of documents,
based on pre-determined rules


Payroll and benefits accounts will have valid
account assignment before posting

Only Accounting will create new valid account
assignments with budget office approval prior
to posting


As-Is
To-Be
25
As-Is and To-Be Significant Process Changes (Cont.)

Revise Budget Process
Physical document flow for approvals
of budget transfers

Limited ability to see transaction
documents that support budget
balances
Monitor Budget Process

Monthly reports of budget status


Heavy paper driven reporting in order
to obtain financial results. Physical
distribution of paper reports monthly to
work locations, very time consuming




Revise Budget Process
Electronic document approval for budget
transfer requests

Ability to view budget updates once they are
entered in the system

Monitor Budget Process

Immediate, up-to-date information for all entries
consuming the budget

Budget status available for any single or
consolidated location view without paper
printing


As-Is
To-Be
26
As-Is and To-Be Significant Process Changes (Cont.)

Monitor Budget Process (Cont.)

Limited ability to see transaction
documents that support commitment
or expenditure balances

End Users and administrators wait for
the monthly budget status report to
see financial results

Closing Process
Decentralized closing process
between Accounting, Budget and IT

Significant paperwork and manual
activities included in closing process

ITS performs the closing process and
provides reports based on requests for
analysis




Monitor Budget Process (Cont.)

Transaction detail available on demand through
drill-down capability

Budget view possible at any time for a single
line item or district-wide view. End Users and
administrators can proactively see their current
budget status

Closing Process
Controlled closing process, coordinated
between Budget and Accounting

on-line transactional view eliminates paper
printing requirements

Centralized operation of closing activities within
Budget department. Budget analysis reports
available on demand


As-Is To-Be
27
As-Is and To-Be Significant Process Changes (Cont.)

Closing Process (Cont.)

Non-integrated closing process

Difficulty in analyzing open
commitments effectively due to paper
based reports

Inability to operate in multiple budget
fiscal years






Closing Process (Cont.)

Integrated closing process

All open commitments need to be analyzed to
determine validity as well as the future year
account assignment

Ability to operate in multiple budget fiscal years



As-Is
To-Be
28
Identified GAPS
Initial requirement Gap description Suggested Solution Decision
Account Code Validation
All the other FRICE items are workflows, conversions and interfaces
29
Policy Impacts
Establish policies and procedures for the following :

Guidelines and criteria for the creation, block and validity dates of budget related
financial master data

Centralized master data/master data groups, request approval process, defining the
roles of originators and approvers, and establish the procedure for additional data
update and validation

Maintenance tasks required to support legacy systems related to management of
master data equivalents for Fund, Functional Area, Fund Center, Commitment Item
and Funded Program

Appropriate authorization roles and management of budget data

Ensure an efficient communication channel between SAP and other legacy systems to
keep the master data mapping for cross walk (interfaces) up to date in a timely manner






30
Policy Impacts (Cont.)

Establish the budget by July 1
st
in SAP to enable spending


Efficient and controlled AVC rule request approval process


Centralized and controlled process for steps to be taken in case of an availability check
failure


Provide detailed guidelines on Closing process which includes processing open
commitments, carry forwards, determine estimated re-budgets, and present the final
budget to the board


Only authorized personnel can perform the closing tasks







31
Change Impacts (Cont.)
Maintain Budget Master Data
Category
Process/Accountability: Modified process that makes the Budget Department
responsible for approving the Funds Management related financial master data and
all the associated groupings. Updating the financial master data will be the
responsibility of the Accounting Department instead of ITS
People: New process will combine Function and Program as a new 14 character
Functional Area combination. End Users would enter a combination of Function (six
digits) and Program (eight digits) as a single number

Benefits of Change
Centralized maintenance of financial master data across all SAP modules
Enhanced ability and greater flexibility for reporting purposes

Risks Associated with Change
Potential of slowing the process because of multiple stakeholders updating
information simultaneously. Requires that individuals in the Budget department be
familiar with the new dimensions of the Master data designs
32
Change Impacts (Cont.)
Maintain Budget Master Data (Cont.)

Implementation Requirements
End User training to specific personnel in the accounting department to administer
financial master data, ensuring that it is consistent, accurate and optimal
End User training in the financial master data maintenance process in SAP in all
modules

Impacted Audience
Budget Department personnel, Funds Management users that include School
Treasures and Department Heads

Level of Impact
High







33
Change Impacts (Cont.)
Create Initial Budget Data
Category
Process/Accountability: Budget development process will remain the same as
the existing process. The new financial master data will need to be able to
crosswalk/transition to SAP

Benefits of Change
Reconciliation between the development of the budget and supporting transactions
submitted to the SAP system that represent the budget.

Risks Associated with Change
The budget development system will have some design requirements to be
consistent with SAP
Implementation Requirements
None Need to add
Impacted Audience
Budget Department personnel and COGNOS users
Level of Impact
Medium
34
Change Impacts (Cont.)
Availability Control
Category
Process: Change in the process involves personnel involved in creating and
changing requisitions, purchase orders, funds reservations, GL (General Ledger),
and creating budget transfer request entries who will have their requests subject to
availability control
People: New process needed for timely troubleshooting of AVC (Availability control)

Benefits of Change
The End User will have access to real-time budget data that will check for available
funds

Risks Associated with Change
End Users may encounter budget exceeded errors and might not be equipped to
resolve problems in order to continue processing. All parties involved in the AVC
(Availability control) process need to know their respective responsibilities and the
steps that they need to perform
35
Change Impacts (Cont.)
Availability Control (Cont.)

Implementation Requirements
End User training to specific personnel in the Budget department to maintain
availability check rules as needed
End User training in Availability check functionality in SAP Funds Management

Impacted Audience
All individuals that are entering financial transactions in SAP

Level of Impact
High







36
Change Impacts (Cont.)
Revise Budget
Category
Process: The process of DOE (Department of Education) survey remains very
similar to the existing process. The existing paper based budget transfer requests
will be initiated and approved in the SAP system
People: New process of entering Budget transfer requests directly into the SAP
system

Benefits of Change
End Users will have real-time knowledge of increase or decrease in available
budget

Risks Associated with Change
The overall workflow in the system will require stakeholders to be proactive and
approve or reject requests in a timely manner. Transfer requests that are not acted
on will cause significant bottlenecks and frustrate End Users
37
Change Impacts (Cont.)
Revise Budget (Cont.)

Implementation Requirements
End User training in SAP funds management budget transfer functionality

Impacted Audience
All individuals that are entering budget revisions in SAP

Level of Impact
High







38
Change Impacts (Cont.)
Monitor Budget
Category
People: Individuals will generate their own budget reports

Benefits of Change
Provides greater flexibility and enhanced control

Risks Associated with Change
The risk in this area involves End Users not being proactive in monitoring their
budgets
Implementation Requirements
End User training in SAP funds management reporting functionality

Impacted Audience
Executive level management who are responsible for the oversight of the budget.
End Users and school personnel involved in the day-to-day business transactions of
the district and Budget Department personnel
Level of Impact
High
39
Change Impacts (Cont.)
Perform Closing
Category
People: New processes for the following activities:
Year End closing will require the Budget Department to perform the function
previously performed by ITS
Analysis of open commitments and the need to determine validity as well as
the future year account assignment
New technology and increased capabilities will require a different way of
performing this task and requires greater technological competence
Closing schedule to be developed in Accounting will have Funds
Management activities included
Closing activities to be communicated to all involved personnel in the
process

Benefits of Change
The ability to perform budget activities in multiple fiscal years. Enhanced visibility of
open commitments. Integrated closing schedule across SAP modules
40
Change Impacts (Cont.)
Perform Closing (Cont.)

Risks Associated with Change
Many of the functions formerly performed by ITS will now be the responsibility of the
Budget Department. Carry forward of funds, closing of purchase orders and
requisitions will be driven be the Budget Department and Grants Administration.
This will require a change in the way that they work and proficient system
knowledge. Budget personnel will have to be cognizant of the fiscal year in which
they are performing the task
Implementation Requirements
End User training in closing process within SAP funds management

Impacted Audience
All End Users who are responsible for evaluating the validity of open pre-
encumbrances, encumbrances and expenditures
Personnel working in the Budget, Grant, and Accounting departments

Level of Impact
High







41
Controls Framework
End Users within the various departments will complete the master data request
forms and submit to the Controllers office Master data administrator for analysis
and approval

Application security restrictions on maintaining the various financial master data
records in SAP Funds Management module

Application security restrictions on maintaining the funds management master data
derivations to other master data elements

SAP reporting capabilities provide details of all new various master data additions
or changes made based on user defined period of time and other selection criteria
used by the user

Audit trails for tracing financial master data changes and budget data postings
including the date, time and user who performed the activity

42
Controls Framework (Cont.)

Validation rules (Current GAP) will be used to preserve data integrity (Accounting
string valid combinations)

YearEnd closing process centrally administered in SAP by the budget department
and authorized roles would be permitted to perform carry forward activities
providing an accurate financial and budget reporting results

Role/position based security will be utilized to prevent unauthorized updates
Segregation of duties
Audit controls
Mitigating controls


43
As-Is and To-Be Significant System Changes
Informal policy for budget related
financial master data creation,
maintenance and data across the
legacy systems

Search for transaction that generated
financial figures is manual and time
consuming

Reporting downloads provided by ITS
to departments from MSAF

Mainframe oriented processing (using
PF keys, and non-graphical
menus/commands) that requires
memorization of transaction codes and
other functions


Standardized financial master data definitions



Drill down capability from summarized reports
to the transaction that originated financial
figures

Self Serve on-line reporting available to all
Client X users

Graphical user interface enabled point and click
navigation. Selectable drop down menus for
data accuracy and usability





As-Is
To-Be
44
To-Be Application Architecture
45
Potential Key Development Objects
Name Description Implementation
Requirements
LD_CNV_0010 Load the current budget from the MSAF system at the
cutover date for all Funds
Accounting
requirement s
LD_WKF_0001 Budget transfer request workflow Process
Improvement
LD_INB_0020 Interfaces for loading of budgets from feeder systems
such as COGNOS, WCBU, Textbook
legacy -systems
data feed
LD_INB_0017 Budget Availability checks for legacy systems that will
consume the SAP budget
AFF
requirements
LD_ENH_0003 Account code validation Valid
combinations
46
Support Required from Steering Committee
Assist in gaining District-wide acceptance for a standardized reporting process

Allocate and encourage Client X resources for active participation in project
activities

Support the team on the proposed business process of a centralized accounting
group responsible for managing budget related financial master data and budget
data processing

Support mandatory training for all the End Users within the district who require
system access based on their job responsibilities

Support of the policy for budget master data, budget entry and revision and
availability check rule maintenance approval process

Establish stringent policies on the maintenance, integrity, accuracy of data across
the legacy systems for a successful interface of data to SAP to reduce
reconciliation issues during period-end closing process

Support the team on the proposed centralized closing process for a faster closing
and accurate financial information provided at period-end







47
Implementation Challenges
Attendance by End-Users for the following training:

District budget policy and practices prior to receiving SAP Funds
Management training
SAP functionality and integration points
Handling the new challenges of analyzing and reacting to report information
on their budget status
Data processing, audit, and correction capabilities

Participation of key Client X resources in the different project activities

Accountability for timely approvals of workflow for budget transfers

Legacy system data must be cleaned-up and reconciled prior to migration