TeamBudget FAQ - Education

FAQ - Education

• Will TeamBudget eliminate the need to use spreadsheets in preparing our budgets?

  Yes. TeamBudget allows users to enter budget data without the need for spreadsheets of any kind. All data is entered into a web-based browser interface and stored in a centralized database.

• Will TeamBudget work for an organization of my size?

  Yes.  Although TeamBudget would normally be used for School Boards or Universities to co-ordinate the budget activities many schools/campuses, TeamBudget can scale upwards or downwards as required. 

• How will TeamBudget reduce common errors throughout the budgeting process?

  Since TeamBudget utilizes a centralized SQL database and is web-based, not paper or spreadsheet-based, duplicate entries are automatically eliminated.

• Will TeamBudget reduce the hours normally worked during budget preparation?

  Yes.  With TeamBudget, we can guarantee a drastic reduction in hours worked during the budgeting cycle.  TeamBudget reduces both duplicate entries and clerical errors and, with automatic reporting, makes writing your budget report for council that much easier - and faster.

• How are budgets submitted using TeamBudget?

  Budgets can be submitted a number of different ways. Because TeamBudget is web-based, many schools encourage the departments to do the initial budget entry, then submit it to finance and administration for approval. Alternatively, finance can enter the budget data. In either case, budgets can automatically be subject to workflow so that the appropriate individuals are approving the budget at the appropriate time. After staff have entered their budget into TeamBudget, they are responsible for promoting (escalating) it to the next workflow or budget stage. The system tracks and records the budget at each submission stage as the budget develops. Any changes and/or modifications to the budget are clearly visible and transparent if reviewed at a later date.

• Will TeamBudget integrate with my financial system?

  TeamBudget integrates with almost all commercial financial systems used in the educational system.  It includes a middleware component that allows unique configuration options including the ability to accommodate any unique financial system customizations you may have.

• Does TeamBudget allow you to track the budget versus actual costs?

  Yes. Actual costs can be manually added or, more commonly, imported on an automated basis directly from your financial system. TeamBudget allows you to track, analyze and report budget versus actual monthly, quarterly and annual costs.

• How difficult is it to generate reports with TeamBudget?

  It is not difficult at all. In fact, reporting with TeamBudget is less time-consuming as all required information is now centralized. There are over 90 standard reports that are available for use out of the box and customized reports are also available. Allowing staff to review variance reports within TeamBudget may also reduce the license and training requirements for those staff on your Financial system. 

• Is it difficult to create a new report in TeamBudget?

  TeamBudget allows staff access to over 90 standard out of the box reports, selectable from a menu.  In addition to the standard reports, users can create new reports using the Ad-Hoc reports tool.   Simply drag and drop the information you want to see in a report - it's that easy.

• Can the reports be posted online?

  Yes. All reports can be saved in PDF (and other formats) and posted to your internal or external website(s).

• What kind of security measures are in place?

  TeamBudget allows administrative staff complete control of who and when staff can view, modify or approve budgets. All data can be individually controlled and restricted.

• How many people can use TeamBudget at the same time?

  Because TeamBudget is a web-based application, there is no limit to users. The only restrictions are based on the number of licenses that are purchased and the number of users your hardware or server can service.

• How long is the implementation process from beginning to end?

  The implementation timeframe varies, but generally takes as little as one month to as many as six months, depending on your requirements. All projects have a written scope document, agreed to by all parties in advance, that details deliverables and timelines. 

• Does TeamBudget support the creation of multiple versions of a project?

  TeamBudget offers users the ability to develop numerous “What If ” scenarios, with the ability to switch between the proposed versions. While multiple versions can be created, only one version can be pushed to the next level for approval.

• How much will the IT department have to be involved if we purchase TeamBudget?

  Because TeamBudget is a web-based application and easy to administer, your IT department will generally have minimal involvement after the initial installation. 

• Does TeamBudget require special hardware to be purchased?

  Many municipalities have chosen to work with their current infrastructure based on TeamBudget’s efficient design as an application. However, if additional hardware is required, or desired, it would be minimal.

• Are prior year budgets visible in TeamBudget?

  Yes. TeamBudget will store all the previous budgets and versions that you require, along with accompanying historical data and notes. 

• Does TeamBudget allow you to forecast out projects and budgets?

  Yes. TeamBudget allows you to forecast out an unlimited number of years.

• Does TeamBudget allow you to see when budgets have been modified and how?

  Yes. Everything is logged in TeamBudget, for future reference. TeamBudget also allows users to create alerts that notify them when the budget has been modified. The budget will also indicate what has been changed.

• Can you attach supporting documents with the current budget?

  Yes. Supporting documents can be attached at various places within TeamBudget, including at the individual line item level. 

• Does TeamBudget allow customization of fields?

  Yes. TeamBudget Operating allows full customization of all fields.

• Will TeamBudget eliminate duplicate entries?

  Yes. Because TeamBudget utilizes a centralized SQL database and is a web-based system, and not paper- or spreadsheet-based, duplicate entries are automatically eliminated.