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Mastering the Budgeting Process: Key Roles of Government Finance Officers in 2024 and Beyond

Budgeting is at the very foundation of effective governance. It is critical to ensure that essential public services, such as education, infrastructure, healthcare, and security, are adequately funded and maintained amidst competing priorities and limited funds. Strategic budgeting is responsible for proactively forecasting future revenue and expenses, ensuring that fiscal policies remain sustainable in the long run, and keeping governing boards appraised of the organization’s financial state so they can direct funds toward areas of greatest need. Government finance officers help elected and appointed officials translate political promises into actions and make decisions that reflect the organization’s mission and values.

Government finance directors don’t merely supply the financial data to help officials make sound decisions. They also serve as decision architects, guiding governing boards in interpreting the data and considering all relevant variables. However, with outdated budgeting practices, such as traditional line-item budgeting, they find it difficult to remain agile and adapt to emerging challenges and opportunities in a rapidly evolving political, economic, and demographic landscape.

To better meet the evolving needs of their communities, local government organizations need to rethink their budgeting practices, adopt new ways of thinking, and serve as the strategic decision architects local communities need them to be.

Focusing on What Truly Matters

One of a government budget officer’s greatest responsibilities is creating a budgeting process that helps the governing body focus on the topics that matter most. However, according to Parkinson’s Law of Triviality, also known as “bike-shedding,” the time spent on any item on the agenda is often inversely proportional to its importance. In local government organizations, governing boards may get caught up in less distracting topics at the cost of high-impact subjects that most affect constituents and the organization’s fiscal health.

Local government finance officers can adopt many practices to ensure that significant topics receive enough attention, including placing them near the front of a budget meeting agenda, allocating specific time for discussing different items, or even providing the governing board with a menu of high-value topics. But technology can also offer significant solutions.

How Technology Can Help

Sharing key financial information with the governing board before important budget meetings can ensure they feel well-equipped to discuss even the most challenging agenda items. Modern technology tools, such as Springbrook’s Advanced Budgeting, deliver deep financial insights and relevant, contextual analytics that are easy to consume and understand, ensuring that all decision-makers within the organization have access to the data they need to make informed choices.

Advanced reporting and analytics tools also give finance departments control over each report, allowing them to share only the most relevant information with key stakeholders and filter data based on dollar value or other criteria. Visual reports can illustrate abstract concepts, such as large numbers, translating them to a scale that decision-makers can appreciate.

Leading software solutions, such as Springbrook’s Advanced Budgeting, also give budget officers control of the organization’s main dashboard and the agency’s financial priorities. When they log in, decision-makers see a curated set of reports reflecting only the organization’s most significant expenses. This keeps everyone focused on the most consequential issues and reduces the possibility of trivial conversations.

Challenging Assumptions

Government finance officers have great mental models of government spending. They can see the big picture but also immerse themselves in the details. As a result, they often notice budgetary needs that are being ignored and can help decision-makers see blind spots. They can also intervene when governing boards narrow too quickly on specific ideas instead of considering all options or let the urgent be the enemy of the important.

For example, finance officers often help establish a decision need, such as encouraging decision-makers to develop a rainy-day fund. They help the governing board visualize the wide range of circumstances when such funds may become necessary, from a recession that leads to decreased tax revenues to emergency spending needs.  They can also widen simple yes-or-no decisions by encouraging decision-makers to consider additional options they still need to recognize. While in many organizations, the previous year’s budget serves as a default starting point for yearly budgeting, this can backfire during significant change, when budget cuts need to be made, or when government services need to be revised.

Finance officers also recognize decisions based on incorrect assumptions and help stakeholders clarify, reflect on, and test their often subconscious assumptions, including assumptions about future inflation, program compliance, and many other factors. Even asking governing board members to explain how they expect plans to work has been shown to make people more realistic.  While predicting the future is impossible, this process helps organizations clarify assumptions, quantify uncertainties, and make more informed decisions.

How Technology Can Help

Modern technology solutions provide precise, contextual analytics across an organization’s systems and help finance officers lead the decision-making process in budget deliberations.

With advanced budgeting solutions such as Springbrook’s, finance officers can generate what-if scenarios and funding streams in minutes to show the impact of key decisions on income statements, balance sheets, and management reporting in real time. With advanced forecasting tools and user-friendly reports, finance officers can make the case for a new decision need and illustrate the consequences of not making such a decision to the governing board. For example, they can illustrate the impact of a recession or tax revenue decline to highlight the urgency of creating a rainy-day fund or show how prioritizing an emergency fund can be possible without a significant impact on current programs and initiatives.

Modern budgeting solutions also help introduce new options into the budgeting process, allowing the governing board to see a wider range of possibilities and visualize how each of them will impact the organization’s results, budget, and fiscal health in the long term. Software, such as Springbrook’s Advanced Budgeting, simplifies the creation of unlimited budget variations by allowing users to populate new budget versions with existing ones and running modeling to make necessary changes.

With such advanced forecasting capabilities, visualizing and testing assumptions, such as expected inflation trends, becomes significantly easier as well. By running complex what-if scenarios, organizations can clarify assumptions, address uncertainty more effectively, and plan for various possibilities.

Aligning Decisions with Values

Another key role of government finance officers is to help ensure that government spending is aligned with the organization’s mission, vision, and values and that the initiatives with the biggest impact on communities receive the most funding.

As scale and quantity are not always easily understood, it is up to government finance teams to provide additional comprehension and support by offering illustrative comparisons. Government finance officers can help decision-makers focus on long-term considerations and commit to responsible long-term policies, such as limiting government debt or avoiding back-loaded repayment schedules. They are also responsible for championing the long-term view and overcoming the human tendency to focus on short-term gains, particularly given the pressure created by short-term election cycles.

How Technology Can Help

A robust budgeting solution gives decision-makers insights into how funds are allocated and helps finance directors proactively drive organizational performance to achieve strategic goals. With detailed reporting and analytics, government finance officers can track key KPIs to measure the organization’s spending adherence to its primary values.

Leading software solutions also support long-term budgeting, with flexible planning periods of five, 10, 20, 30, or 100 years. By creating a long-term financial plan, government finance officers can ensure that elected and appointed government officials always keep sight of the long-term impact of their policy decisions.

Fostering Trust in the Process

To effectively lead the budgeting process, government finance officers need to nurture a sense of trust in both their role and the overall decision-making process. As trust is a function of warmth and competence, the role of the government finance officer is a people-facing one. Regularly meeting with different stakeholders and departments can build trust through warmth, decreasing the likelihood of conflicts during high-stakes moments.

Building trust also requires finance officers to be perceived as competent and create capable processes for creating and approving an organization’s budget. Due to their specialized financial skill set, finance officers are perceived as qualified but also need to cultivate a sense of trust in the overall budgeting process.

How Technology Can Help

Government budgeting software that offers unified reporting across the organization and protects data integrity can greatly enhance the governing board’s trust in the budgeting process. It provides all decision-makers with confidence in the numbers by integrating budgeting with financial and business systems to offer a single and accurate view of the organization’s information. This eliminates the risks associated with version control and protects the validity and accuracy of the data organizations rely on for key decisions.

Leading solutions, such as Springbrook’s Advanced Budgeting, automatically update data and documents across reports and dashboards, reducing the risks of human error. Changes need only be made once and are accurately reflected throughout the entire budgeting and planning environment.  This not only saves time but also protects data integrity, as automated refreshing provides instant updates from transactions through to the final plan document.

In addition, reports with powerful drill-down functionality, all the way to individual transactions, help decision-makers trust the data by seeing exactly where the numbers come from. By providing transparency at every level, decision-makers can make informed choices with confidence, knowing they have access to precise and reliable information.

Encouraging Collaboration

The typical government budgeting process takes several months and involves participation from individuals across all departments and levels of the organization. To ensure broad support for the final budget and effective execution, the process must foster sufficient collaboration and be perceived as fair by all stakeholders. A strong budget process helps resolve the inherent conflicts in budgeting processes and allows government officials and staff to work together more effectively.

Creating a robust budget process also involves actively engaging with constituents, ensuring that residents and members of the business community are heard, and their values are included. A transparent budget process builds trust and cooperation between constituents, elected officials, and government staff.

How Technology Can Help

Leading software solutions helps finance directors engage with budget owners, drive meaningful discussions, and improve collaboration, buy-in, and accountability within the organization. Managers can fully understand the impact of their decisions. With an intuitive interface that encourages user adoption, managers across the agency are empowered to review and input their budgetary data with a comprehensive commentary.

Springbrook’s Advanced Budgeting empowers organizations to better serve citizens, who increasingly demand more access to financial data from their local governments. The new transparency module within Advanced Budgeting offers easy access to financial data and straightforward navigation to explore budget expenditures, fostering citizen engagement.

Modern budgeting requires more than simply allocating limited funds to competing priorities. Government finance officers need to serve as decision architects at all stages of the budgeting process, provide decision-makers with understandable financial information, challenge assumptions, and home in on the topics and initiatives that have the most significant impact on constituents.

Learn how Springbrook’s Advanced Budgeting module can help you forecast future revenue and expenditures, support you in long-term economic planning, and help you prepare for potential challenges.

Register now for a complete review of Advanced Budgeting in an exclusive Springbrook webinar: July 17fh, 10:00 AM PT: Transforming Advanced Budgeting for the Challenges of 2024 and Beyond.

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