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Financial
Operations Contents MIT departments can use SAP's planning
component for their financial planning.
Some knowledge of fiscal years and the
accounting terminology used in SAP will be
necessary. See the Glossary
for definitions of terms.
Planning vs.
Budgeting Planning and budgeting are essentially
similar processes. They both involve
allocating a fixed amount of money to meet
operational expenses over a given period
of time. At MIT, the main difference
between a plan and a budget is that a plan
is strictly a tool for departmental use,
whereas a budget is the official spending
plan. The official MIT budget is stored in
SAP in a special plan version: plan
version 0 approved by the Office of
Budgets and Financial Planning (OBFP) or
the Office of Sponsored Programs
(OSP). Planning in SAP SAP's planning component offers a
planning tool for MIT departments and
areas. Departmental plan amounts are
manually entered by the department. Since
SAP places no built-in restrictions on the
amounts entered, departmental planners are
responsible for the accuracy of the
numbers in their plans. Planners are also
responsible for calculating Employee
Benefits and Facilities and Administrative
(F&A) Cost Rates and entering
these amounts in their plans. The SAP
planning module does not automatically
calculate these costs. Why Do Planning in
SAP? One advantage to planning in SAP is the
ability to run SAP reports on your
planning data in addition to the Institute
budget. You can update your plan at any
time and run new reports on it. For projects, the Office of Sponsored
Programs (OSP) feeds authorized totals
into one cost element of each WBS element.
The OSP feed populates cost element 400000
Summary Posting for Systems with
the total amount for the WBS element. If
you want to do planning for this WBS
element at a finer level of detail, you
can divide the total over different cost
elements. There are 38 different plan versions.
Each plan version, except plan version 0,
serves a distinct departmental planning
area. For example, plan version H00 is
used by all departments in the School of
Humanities and Social Science. Authorized
users for a plan version can create,
change, or view planning data within their
plan version only. This data is not
accessible to users authorized in
different plan versions. Plan version 0 contains the MIT
official budget. This plan version is only
updated by computer feeds from OSP and
OBFP, i.e. no one can manually change data
in plan version 0. For departments, a plan version name
contains 3 characters: one letter and two
numbers. For example, the plan version for
the School of Science is S00. The
exceptions to this rule are plan version
0, 1, 2, the Sloan School (99), the School
of Engineering Administrative Services
Organization (100), and System Data
Maintenance (900). Plan
Version School/Area 0 Total Budget 1 Recurring (Base)
Budget 2 Non-recurring
(Non-base) Budget 99 Sloan School of
Management 100 ASO 900 System Data
Maintenance A00 School of
Architecture C00 Office of President
& Chairman D00 VP Resource
Development E00 School of
Engineering F00 VP Finance H00 School of HASS I00 VP Information
Systems L00 Libraries M00 School of
Management N00 Plant ver 1 N01 Plant Revision 1 N02 Plant Revision 2 N03 Plant Revision 3 N04 Plant Revision 3 N05 Plant Revision 5 N06 Plant Revision 6 N07 Plant Revision 7 N08 Plant Revision 8 N09 Plant Revision 9 P00 Provost P11 Merrill Lynch
Plan Q00 VP for Human
Resources R00 VP & Dean for
Research S00 School of Science T00 Treasurer U00 Dean of Students
& UG Ed. V00 Senior Vice
President X01 Training-Instructor X02 Training-Students Y00 Alumni Z75 test plan Z76 IO test plan Plan version 0
contains the Institute
Budget for cost
centers Set
User Parameters for the MIT Planning
Layout When you begin creating a plan, check
the Layout field on the Initial
Screen. If the field does not read Z-DEPT
PLANS, you need to set your user
parameters to the MIT departmental
planning layout. You only have to do this
the first time you do planning. SAP
defaults to the new layout for all
subsequent logons. 1. From
the SAP User Menu screen, follow the navigation path or use
the transaction code below to access the "Planning Cost Elements/Activity
Inputs Change: Initial Screen." This screen is referred to
as the Initial Screen.
Navigation
Path: - User Menu Transaction
Code: /ncjr2 2. From the Initial Screen, follow the menu path: Settings>>Set
planner profile. Result: The "Set Planner Profile" dialog box appears.
3. Click the matchcode Result: The "Planner
profile" window appears. 4. Select the ZDPTPLAN option and click the Enter button
Result: The "Set Planner
Profile" dialog box reappears. The Planner
profile field now reads ZDPTPLAN. 5. Click the Save to User master record button. Result: A dialog box appears, informing you that the
new user parameters were saved. 6. Click the Enter button 6. Click the Enter button SAP will default to the MIT
departmental planning layout for all
subsequent logons with your user profile
regardless of which terminal you use. You can create a departmental plan either by using the SAP
Dept. Financial Planning screens or by typing your data into
a spreadsheet file. The spreadsheet method is an easier and
faster way of planning for multiple fiscal years. You can
enter planning data for more than one year in a spreadsheet
file but only for one cost object at a time. Once you upload
your file to SAP, the plan amounts are automatically distributed
evenly across fiscal periods. If you need more flexibility
in distributing your plan amounts or want to plan on more
than one cost object at a time, use the SAP Planning screens
instead. >>Go
to Create a Plan: Part I if you are using the
SAP Planning screens, or
Create a Plan Using a Spreadsheet. |
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(PC: 
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in the Planner profile field.
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