SFSD Budget Module

This new Add-On Module for FUNDamentals will help foodservice administrators create a combination school based and/or district based budget for the current fiscal year or for the following fiscal year. The software enables users to see the effect of changing meal prices, adding or removing NSLP programs at campuses, changing participation in existing programs, and shifting enrollments where campuses may be consolidated or split. The software also enables the editing federal and state reimbursement rates used in the budget formulas.

 

SFSD Budget Module Setup

Creating a budget for school foodservice has never been this easy! Follow the menu items from top to bottom and you will be printing reports in no time. It is important to complete the Setup before doing anything else.

Click the Setup menu to access the Setup Menus.

Budget Groups

Budget Groups allow for the grouping of Revenue and Expenditure Line Items for the purpose of mass editing and report subtotals. By default, the software will create generic Budget Groups for both revenues and expenditures. Users may edit the generic descriptions, change the display orders, add new Budget Groups, or delete an existing Budget Group. For Revenues, users may select whether line items belonging to the Budget Group are used when calculating Operating Ratios (% Expense/Total Revenue) in the Expenditures Budget screen.

 

Budget Line Items

The Budget Line Items screen allows the user to assign Non-Calculated Revenue or Expenditure Line Items to a Budget Group or exclude line items from the Budget process altogether. The Disable Accounts Not in Use button at the bottom of the screen will remove any group associations for line items that do not have active records in the FUNDamentals software.

 
Budget Line Item Options

The Budget Line Item Options Screen allows the user to define the following options used in budget calculations:

Site Demographics

The Site Demographics screen is where the forcasting and budgeting process begins. On first use, the campuses and settings will default to those found in FUNDamentals with the exception of the Inactive flag. Sites flagged as Inactive in FUNDamentals may be flagged as Active for Budgeting. An example of where this is handy would be a new school opening in the Budget year. To keep the campus from displaying in the Budgeting process, users may set the site as Inactive. The NSLP program settings and options may be set independently of the FUNDamentals software. This allows users to see the financial effects of starting a Breakfast or Snack program at a campus, or changing the number of production days for forecasting.

Meal Pricing

The Meal Pricing screen should look familiar to current FUNDamentals users, and operates the same way. On first use, the Meal Prices are defaulted to the current meal prices in FUNDamentals. These meal prices may be edited and saved for use in the Calculated Revenues screen later on.

 

Meal Pricing Group Ratios

The Meal Pricing Group Ratios screen allows users to define ratios for each meal program for those schools having multiple price points for student meals. In most cases where meal counts are imported, all meal counts are entered only under one meal price group. These ratios will be used to forecast meal sales against budgeted meal prices and participation goals. These ratios should represent the percentage of the student population belonging to the respective meal price group. The ratios for each meal category must sum to exactly 1.000.

 

 

Federal Reimbursement Rates

The Federal Reimbursement Rates screen allows users to set NSLP program rates for a budget year. While these rates are not published until July, (too late for a budget!) by following the  trend over the last several years, you should be able to make a good estimate, or at least be more accurate than using current rates.

State Reimbursement Rates

The State Reimbursement Rates screen allows users to set NSLP state rates for a budget year. While these rates are not published until July or later, (too late for a budget!) by following the  trend over the last several years, you should be able to make a good estimate, or at least be more accurate than using current rates.

Enrollment and Eligibility Forecasting

The Budget Eligibility screen allows users to modify Enrollment and/or adjust Free and Reduced percentages for campuses. On first use, these numbers are defaulted to the last known numbers from the FUNDamentals software. These elements may be modified for each campus. The Reload From Current Year button may be used to automatically overwrite any previously saved eligibility or enrollment numbers in the event that newer or more precise numbers have been imported into FUNDamentals.

Setting Participation and Meals per Labor Hour Goals

The Participation and Labor Hours Goals screen allows the user to set goals against three areas:

  • Overall Program Participation for NSLP Programs
  • Participation by Meal Status for NSLP Programs
  • Meals per Labor Hour
Goals may be set as Average, Minimum, Maximum, as a defined amount plus or minus actual, or as a defined amount. For example, to set participation goals to the same as current, (or flat) place a checkmark in the top 'Apply Goal As' checkbox and enter 0 into the textbox, then click the Apply Goals button. Once the goals are set, click the Save Goals button. In order to provide flexibility when setting goals, detail areas may be selected, so that the Apply Goals process only affects the detail area selected.

Calculated Revenues

The Calculated Revenues screen is the real start of the the Budget process. This screen relies on input and settings from the Setup screens and calculates theoretical meal counts. These theoretical meal counts are then used to generate the vast majority of revenues for a schools and school districts. Although not shown in the screen, the results are based on a meal time rate basis against the reimbusement rates, meal prices, enrollments, and participation goals established in the setup screens. A complete breakdown for proofing will soon be available from the Reports screen. Click the Update button to Save these values. If changes are made in the Setup screens, simply come back to this screen and Update to apply the changes.

Non-Calculated Revenues

The Non-Calculated Revenues screen allows the user to set budget amounts for those Revenue Line Items that are not calculated, or linked to a meal times rate calculation in FUNDamentals. Budget Items may be filtered by Budget Group, or Detail Area as required. Budget Items flagged for 'District Only' in the Budget Line Items setup screen will be displayed when the District Level option is selected. All others assigned to a Revenue Budget Group will be displayed when the School Level option is selected. When editing school based records, schools may be edited individually, or all together by using the Multiplier textbox and Apply Multiplier button. For example, to set a flat budget on all non-calculated school based line items, enter a 1 in the Multiplier textbox and click the Apply Multipler button...or, to increase these revenues by 3% enter 1.03 and click the button.

Expenditures

The Expenditures screen allows the user to set budget amounts for Expenditure Line Items. Budget Items may be filtered by Budget Group, or Detail Area as required. Budget Items flagged for 'District Only' in the Budget Line Items setup screen will be displayed when the District Level option is selected. All others assigned to a Expenditure Budget Group will be displayed when the School Level option is selected. When editing school based records, schools may be edited individually, or all together by using the Multiplier textbox and Apply Multiplier button. For example, to set a flat budget on all non-calculated school based line items, enter a 1 in the Multiplier textbox and click the Apply Multipler button...or, to increase these revenues by 3% enter 1.03 and click the button. Alternatively, users may opt to set Expenditure Budget Amounts using current or entered operating ratios. Using the Operating Ratios method is probably the most accurate method since most expenses will be tied to the number of meals being forecast for the budget year. For flexibility, the Budget Group and Detail Area drop boxes allow the user to filter to a budget group, or to an individual line item. Users may use the Multiplier method on some expense line items, and use the Operating Ratios method for others where it makes sense.