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Business Users Guide Amended FY 2011 and FY 2012

1. e 5 i PreCheck Successfully Completed 64 217 664 217 664 27 4 414 327 4 414 327 4 0971201 gt GHFA Mortgage Programs 0971301 Local Assistance Grants 6 000 000 6 000 000 0971401 Regional Services 2 935 333 184 008 2 751 325 2 751 325 159 796 2 591 529 354 808 2 0971500 Rental Housing Programs 0971501 p GHFA Affordable Housing 8 250 107 8 250 107 8 250 107 169 568 8 080 539 259 568 7 mn ee Grand Total 282 708 332 7 294 696 275 413 636 269 413 636 2 407 914 267 005 722 3 210 548 2664 Click on lines with yellow background if any to see specific precheck message Preview v Program SubProgram Summary Department of Community Affairs 428 Page 38 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 E Successful Pre check with a negative funds warning a Select the Event using the drop down button b Click Submit if you are ready to submit the agency for approval Submit Unsubmit Validation Data Display err onc Pre Check Events Submit Ea Budget Year Tiin F Summary Only Stage Agency Request Business Event Submit Agency Department of Community Health 419 F Program Name Base Total Base Adj Adjusted Base Reduction Base 4 Reduction A Adolescent a h Promotio b Adolescent Health and Youth Development 6 744 954 6 744 9
2. C Statewide Calculation Other Details D Counts lt 6 Rec Request this is a tab available from the OPB Recommendation stage and beyond This screen has the same information as the Other Adjustments tab with an extra column for the selected recommendation 4 6 8 or none For a single program this is the 4 6 8 reduction or none but for a parent program with multiple sub programs it can be a combination of any all or none of the reductions Page 15 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY Program Sub Program Change View Change Selection Add New Change Entry Get Existing Change Entry Program Sub Program Change Entry Base Adjustments 4 Agency Request Description State General Funds 6 571565 6 571565 ES ETI SBS 300 Personal Services 301 Regular Operating Expenses 205 Computer Charges 307 Telecommunications 312 Contractual Services Other Details Georgia Bureau of Investigation 471 FY11 SOB 6 15 2010 Program 4470300 Criminal Justice Information Services Sub Program 4470301 Criminal History Identification Services Budget Year Fiscal Year 2012 To provide Fingerprint identification amp processing of criminal history source documents to create and update criminal history records used for background checks offender identification and latent p
3. SOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGET OOL USER MANUAL Section III A Business Users Guide Amended FY 2011 and FY 2012 270 Washington Street SW 8 Floor Atlanta Georgia 30334 404 656 3820 www opb state ga us Page 1 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Preface The purpose of the BudgetTool User Manual is to provide detailed instructions for using the BudgetTool application All agencies will use BudgetTool to submit their Amended FY 2011 and FY 2012 budget requests to the Governor s Office of Planning and Budget OPB The manual is divided into three sections Section Orientation This section contains instructions on Technical Requirements Application Setup Access Navigation Overview It is anticipated that Section I will be read first as these instructions are not repeated in the following sections and apply to all users of the application Section IT Administrators Guide This section contains instructions for administrators outside of the OPB IT Department OPB Division Administrators Maintain Agency Administrators and Agency Submitters as well as their respective OPB Division Users associate fund sources and object classes to agencies Agency Administrators Maintain Attached Agency Administrators and Agency Users associate fund sources and object c
4. 1 Click the Change Selection Shield and make your selections Once the program list loads either highlight a program and click on the Change View or Change 2 3 Page 25 of 40 Entry button or double click the program Click Documents at the bottom of the Agency Program Sub Program Screen Program Sub Program Change Entry Change Selection Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Add New Change Entry Budget Year Amended Fiscal Year2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Get Existing Change Entry Program Sub Program Change View Funds Summary Object Class Summary Description Change Description State G State General Funds 10 000 300 Personal Services 301 Regular Operating Other Funds 306 Real Estate Rentals 307 Telecommunications 312 Contractual Services Total Other Details a Description Position Count MV Count Supporting Documents Screen a Click the Browse button to locate the file you would like to upload b Tab to description and type in a description of the file being uploaded Note you will not be able to upload the document until you h
5. Program Summary 4 Output Settings Printer Sb Program Siye Toki Gase Sisk funds Bese federal Funds Bese Reccery Funds Base Page Setup sam Administakn Agenc 5 571 760 2233357 Reset Printer C 0370101 y Reque si Report Title Buldi Agenc 100 Program Summary For Year FY 2010 jue Care cto Stage Agency Request si Agency Department of Community Affairs 428 PEPEE Codes y Do Reque Report Style i mius hai d Agenc ne Building Default 9500 0870601 Contemporary Ps a i eme Corporate Aerated ra w y no Reque Corporate Compact sI Corporate Confidential Corporate Draft y Reque si Agenc y Reque si Agence Column Settings 444 925 AgencylD 0 59 inches 3 SequenceNbr 0 80 inches Agency 0 47 inches StateCode 0 64 inches Parent Program 0 91 inches z Layout Span across pages m 5 112 114 Save Print Preview Export The document can then be printed or exported f Type in the file name and Select the Save location Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Select File for Se Documents gt 4 My Computer My Recent omy Network Places Documents 2 0 B My Documents 39 hy Computer SB Ky Network Save as type ji fl HTML Daenen im ey
6. 81 Depar 428 Coordinated Planning Age 4 158 353 4 048 284 81 Depar 428 Departmental Department Age 5 137 209 1 798 806 1 611 802 81 Depar 428 Environmental Environmen Age 1 279 791 834 291 6 000 81 Depar 428 Federal Americorps Age 4 735 607 350 683 4 384 924 81 Depar 428 Federal Appalachia Age 370 129 247 329 122 800 81 Depar 428 Federal Community Age 41 9267 1 039 442 40 577 696 81 Depar 428 Federal Federal Age 81 Depar 428 Homeownersh CHIP Lead Age 217 664 217 664 81 Depar 428 Homeownersh GHFA Age 4 414 327 576 499 81 Depar 428 Homeownersh Homeowner Age Customize Preview Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 2 Customizing the Reports a Changing the grouping 1 Click Continue to Preview Report 4 Report Customization EJE ettings Drag a column header here to group by that column F Expand Group Result B olumns Sor meai 0 None AgencylD SequenceNbr Agency StateCode Parent Program Sub Program Stage TotalBase State Funds Base Federal Fi SequenceNbr 1 None any any any any any any Sa any any Agency 2 None StateCode 3 None gt 19 19 Depar 428 Administration Administrati Age 5 571 760 2 233 357 Parent Program 4 None a T Sub Program 5 None 1
7. Revised August 1 2010 m GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Required Type in the Descriptor name 50 characters max Required Type in a Short Description explaining the request 250 characters max In the larger Description box give a more detailed explanation of the request and the reason for the request 1f needed 500 characters max Required Choose the Counties which will be affected by the request 1 Statewide The request will affect every county in the state 2 Various Only some counties will be affected by the request 3 Choose the affected counties individually Comments Use this section to add any additional comments about the Descriptor or the setup 4 000 characters max Click Save to return to the Change Entry Summary Change Screen Descriptor Setup Add Change Class Agencywide Counties i i Countyh Change Type OoOo 2 _ Countyhame aan LI Statewide Justification Nowe C Various OO C Appling County C Atkinson County i Bacon County Descriptor gt hort Desc Description Yq Comments You have now entered the descriptor but it is not yet linked to the program The next steps accomplish this Page 18 of 40 j k Click Save Click the Change Funds Object Class Tab Revised August 1 2010 Page 19 of 40 GOVERNOR S OFFICE
8. agencies Building Construction Construction Codes Industrialized Building Coordinated Planning Mapping and Decision Support Planning and Quality Growth Departmental Administration Environmental Education and Assistance Federal Community and Economic Development Programs Americarps 4opalachian Regional Commission Grants Community Development Block Grants Homeownership Programs CHIP Lead Based Paint GHFA Mortgage Programs Program Sub Program Change Entry C Agency Program Sub Program Change Entry Screen The Change Entry screen gives the user a current view of all program changes entered in total to the Fund Sources and Object Classes side by side as well as changes to Position and Motor Vehicle counts This screen can be opened for stand alone programs sub programs and parent programs When opened for a parent program you not be able to make change entries In addition the user can click on any of the detail buttons at the bottom of the screen to see the details for State Funds Federal Funds Federal Recovery Funds Other Funds Personal Services Object Class 300 Common Objects Unique Objects and a list of all attached documents This is a great place to see all changes made to a program To see changes by change entry type click on Program Sub Program Change View The Program Sub Program Change View screen opens with five tabs Note for OPB there is a sixth tab which is Reco
9. Best Managed State Sub Program 0970602 Construction Codes Rank 12 Add New Change Entry Budget Year Amended Fiscal Year 2010 Stage Agency Request ET DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Get Existing Change Entry Program Sub Program Change View Funds Summary Object Class Summary Description Description Change Request State G State General Funds i 300 Personal Services 222 057 301 Regular Operating 16 396 Other Funds 7 j 306 Real Estate Rentals 12 532 307 Telecommunications 2 679 312 Contractual Services 2 520 10 000 Ti f 256 184 10 000 Other Details Description Request Position Count M Count b The View State Funds Details screen is a detailed view by descriptor of changes to all state funds for that program Page 22 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Program Sub Program Change Entry IAI Ha View State Funds Details Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards For all new structur
10. Change Type ar t ge TYP IT FF Various Description Justification None C Appling County C Atkinson County C Bacon County C Baker County C Baldwin County y C Banks County v Of 161 A Descriptor Add New Descriptor Measures Detail ShortDescription Description LLL irl Supporting Documents A descriptor is required when a change entry is needed If you have previously created a descriptor for this agency it will appear in the descriptor drop down box A new descriptor can be created by clicking the Add New Descriptor button 2 Adding a New Descriptor a Required Choose the Change Class Agency Wide or Standard Note Statewide descriptors are created by OPB Do not create agencywide or standard descriptors for change types assigned to the Statewide change class Agency Wide This descriptor is created by the agency and will be effective for the entire agency Standard is created by a specific analyst for use on one or several programs or sub programs b Required Choose the Change Type from the drop down menu 1 4 Reduction 6 Reduction 8 Reduction Exemptions GTA GETS Charges One Time Delete Other Adjustment Redistribution Workload Adjustment CONIDMAARWN c Justification is not used in the agency request defaults to none It is reserved for use in the OPB Recommendation stage and beyond for further grouping descriptors
11. Economic Development Programs 0971000 4 item s 6 Reduction 23 None Sub Program AmeriCorps 0971003 1 item s 8 Reduction 30 None 19 19 Depar 428 Federal AmeriCorps Age 5112 114 727 190 10 Reduction 31 None Swale Base 32 None Sub Program Appalachian Regional Commission Grants 0971002 1 item s SWCale Change 33 None 19 19 Depar 428 Federal Appalachia Age 387 132 264 332 Vechicle Base 34 None VYechicle Changes 35 None Position Base 36 None ili Sub Program Community Development Block Grants 0971001 1 item s 19 19 Depar 428 Federal Community Age 41 962 6 1 075 402 SMES IES IES IES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ES ESS ESTES ES ES ES ES ES ES ES Continue to Preview Report Page 32 of 40 Revised August 1 2010 Page 33 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 3 Report Preview and Customization Many screens in BudgetTool allow the user to Preview Print and or Export a report to a file The user would click Preview to see this screen Select a Printer and use Page Setup to change margins Report Title Select a Report Style Uncheck any columns you will not need Select Fit to Page or Scan across Pages Report Preview eo ROS miej Preview Options A Report Template Name 100
12. JPEG Image ped jpg TIFF Image tiff tif Excel xls Document xls Review Prior to Submission Redistributions Agencies can move funds among programs to fund those initiatives they feel are critical to their operations The net of redistributions by fund source must total zero for an agency If these do not equal zero the submit process will be blocked Workload Workload adjustments for state general funds are permitted for programs that are enrollment based These pertain only to Department of Education Federal Recovery Funds and Other Funds can be added or deleted using workload adjustment change types Budget Request Check Agencies can check their total budget request by running the Agency Request State General Funds report This report shows the Adjusted Base less Reductions plus Redistributions plus Workload Adjustments plus Exemptions plus GTA Outsourcing which equals the Agency Request for State General Funds See the above section Reports for instruction on how to run the report Agency Request Adjusted Base Reductions or Redistributions Exemptions GTA Outsourcing or Workloads Agency Request Page 34 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Pre check An agency can run a pre check at any time A pre check makes certain that entries have the right sign positive or negati
13. Recovery Funds Base 10 None Other Funds Base 11 None Common Objects Base 12 None S Unique Objects Base 13 None E Sub Program Industrialized Building 0970601 1 item s State Funds Change 14 None 19 19 Depar 428 Building Industralize Age 207 804 Federal Funds Change 15 None m a n A Recover Funds Change 16 None Parent Program Coordinated Planning 0970700 3 item s Other Funds Change 17 None Sub Program Coordinated Planning 0970700 1 item s 18 None 19 19 Depar 428 Coordinated Coordinated Age on nook WN H Oo Sub Program Construction Codes 0970602 1 item s 19 19 Depar 428 Building Constructio Age 346 473 314 573 Common Objects Change Unique Objects Change 13 None Sub Program Mapping and Decision Support 0970702 1 item s Exemption 20 None 19 19 Depar 428 Coordinated Mapping Age 462 219 462 219 GAIT 2010 21 None Deferred Pay 22 None Sub Program Planning and Quality Growth 0970701 1 item s Reduce SHBP 23 None 19 19 Depar 428 Coordinated Planning Age 3 438 946 3 388 028 A lizer EGA 24 N EEA 5 ae Parent Program Environmental Education and Assistance 0970901 1 itemf s Redistribution 26 None Sub Program Environmental Education and Assistance 0970901 1 item s 19 19 Depar 428 Environmental Environmen Age 4 444 925 1 058 445 WorkLoad 27 None Other Adjustment 28 None Parent Program Federal Community amp
14. amendment to the current budget and should NOT be included as part of the agency s budget request As part of the budget request agencies have the opportunity to shift funds among programs to fund cost increases in other programs or to re prioritize services Agencies are encouraged to manage these cost increases in the redistribution plan The adjusted base budget plus the 6 8 and 10 reduction must be the starting point for the redistribution of funds Agencies are expected to manage their expenditure needs through the flexibility provided in program budgeting The total of all redistributions and increased funding needs must net to zero Positions and motor vehicles redistributed from one program to another should be reflected in the position and motor vehicle counts for the programs affected Workload Workload consists of enrollment changes only Budget requests for additional funds or workload increase pertain only to those agencies with enrollment driven programs Business Process Page 6 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 The business process sequence for budget development is as follows Base the agency in conjunction with their OPB analyst selects the AOB or an approved cutoff amendment as their base The base is advanced from BudgetNet to BudgetTool No State Funds Prior Year are advanced This base is
15. b Click the Unique Objects button Page 23 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Program Sub Program Change Entry Change Selection Department of Community Affairs 428 Advanced 9 9 2008 9 29 13 PM FYOS Amendment 1 8 15 2008 Submit 9 2 2008 5 00 53 PM Program 0971500 Rental Housing Programs Policy Growing Georgia Sub Program 0971501 GHFA Affordable Housing Rank 6 Budget Year Fiscal Year 2010 Stage Agency Request ae The program s purpose is to allocate federal and state housing credits on a competitive and non competitive basis and HOME funds on a competitive Get Existing Change Entry basis Funds Summary Object Class Summary Description Base Change Request Description Change Request State G State General Funds 3 287 829 751 588 2 536 241 300 Personal Services 3 118 159 3 118 159 301 Regular Operating 518 170 518 170 Federal Funds 1 895 182 1 995 192 305 Computer Charges 106 630 106 630 Federal Recovery Funds 306 Real Estate Rentals 150 766 150 766 Other Funds 3 067 096 3 067 096 307 Telecommunications 37 443 37 443 Total 8 250 107 751 588 7 498 519 312 Contractual Services 1 031 050 1 031 050 Unique Class Objects 3 287 829 751 588 2 536 241 Total 8 250 107 751 588 7 498 519 Other Details Description Change Position Count 0 00 MY Count 0 00 Stat
16. fixed and cannot change through the budget development cycle Before entering any changes reports for the cutoff amendment should be run in both BudgetNet and BudgetTool and compared to confirm by program and fund source that the proper amounts were loaded into BudgetTool Base Adjustments OPB analysts will identify and provide a list of adjustments that are to be made to the base There are two types One Time Delete items included in the FY 2011 budget that are one time occurrences and therefore must be removed from this year s request The list will be provided by the OPB analyst These are always negative Exemptions items that are not subject to the reduction guidelines for budget development such as formula driven funding The list by program will be provided by the OPB analyst to identify those items funded by state general funds that are not subject to the required percentage reduction These are always negative Note For the Legislative and Judicial branch agencies all state general funds are exempt from the reduction percentage calculation GTA GETS charges where applicable NOTE BudgetTool validation for the 6 8 and 10 reduction plan is not applicable for the Legislative and Judicial Branch agencies Adjusted Base the base minus One time Deletes GTA Outsourcing and Exemptions 6 8 and 10 Reductions the agencies except for Legislative and Judicial branch agencies must provide scenarios of a net 6 8 and 10 redu
17. governments in fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules For Local Regional and Environmental pl Document Description MY OPB Document Name gt TEST doc 428 4FY 2010 Agn Download Complete i Attach document was successfully downloaded at C Documents and Settings My Documents TEST doc 428 AFY 2010 Agn Req 0970700 0970702 File Name Description Preview Download Selected Document Upload to BudgetTool C Deleting Documents from BudgetTool a Highlight the document to be deleted Browse Remove Close b Click Remove at the bottom of the Supporting Documents Screen c A dialog box confirms the document will be deleted Click Yes to confirm the delete or No to stop Department of Community Affairs 428 FY10 40B 6 14 2009 Program 0970700 Coordinated Planning Sub Program 0970702 Mapping and Decision Support Budget Year Amended Fiscal Year 2010 Stage Agency Request the delete Policy Best Managed State Rank 14 This program provides info svcs to assist the Dept and local governments in fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules for Local Regional and Environmental pl Document Description MY OPB Document Name gt TEST doc 428AFY 2010 Agn Delete Document s A 4re you sure you
18. information about the change that is being requested It is the key to communicating throughout the entire budget process what is being requested why and what effect it will have on customers and deliverables Therefore care should be taken to provide as much detail as necessary to enable other users of the information to have a clear understanding of what is being requested If needed agencies can attach documents to support a program object class or fund source change A descriptor can only be deleted in the stage it was created In other words an agency request descriptor cannot be deleted in the OPB Recommendation stage or beyond When a descriptor is deleted all entries for all programs funds sources object classes and counts are also deleted If you want to delete a change entry for a single program and that is the only place the descriptor is used it is correct to delete the descriptor However if the descriptor is used on multiple programs and you delete it trying to delete a specific entry all entries are deleted Delete with caution A Click the Agency Setup Shield Page 8 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Program Base Setup Standard and Agencywide Descriptor List Program Performance Measure C Select Budget Year Stage and Agency and click Get List of Descriptor Refer to Section II
19. percent reduction validation process verifies that the sum of reductions is at least the required percentage of the adjusted base This validation is on State General Funds only in total for the agency There can be redirects on any fund source and object class but the validation checks against State General Funds only NOTE This specific check does not apply to Agencies in the Legislative and Judicial branches of Government In addition the Department of Education will be submitting reduction plans for QBE Equalization and State Schools therefore this validation will not be performed For Amended FY 2011 the reduction is 2 and for FY 2012 the reduction is 4 Level 3 Total Funds Total Object Class Expenditures By sub program single program validation process returns the discrepancies between Total Funds and Total Object Class Expenditures Level 4 Federal Funds Recovery Funds Other Funds to detail check 4 1 The Federal Fund Source Amount Sum of Federal Fund Details amounts 4 2 The Federal Recovery Funds Amount Sum of Recovery Funds Detail amounts 4 3 The Other Fund Source Amount Sum of Other Fund Details Amounts 4 4 Personal Services Amount Sum of PS 300 Detail Amounts Page 35 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Level 5 Negative Funds Warning If the result of Base change amounts for a fund source is n
20. the summary level entries on the Change Entry Summary Change screen The PS 300 detail requirement The base detail is loaded from the cutoff amendment Any changes entered to Object Class 300 Personal Services also need to have supporting detail entered The detail items that are loaded are specific to an agency and program The following is an example of the detail items that could appear Regular Salaries FICA ERS or TRS Health Insurance Unemployment Merit System Assessments Lapse Factor Personal Liability Pay for Performance Workers Compensation Overtime Temporary Casual Labor The detail must add to the summary entry for Object Class 300 Personal Services 4 Editing Existing Changes a The Agency Program Sub Program Change Entry screen now shows the updated change amounts Page 20 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Program Sub Program Change Entry Change Selection Department of Community Affairs 428 FY10 40B 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Add New Change Entry Budget Year A4mended Fiscal Year 2010 Stage gency Request DBCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Funds Summary Objec
21. 0 600 000 600 000 70 500 70 500 70 500 10 000 10 000 10 000 20 000 20 000 20 000 15 000 15 000 15 000 192 746 192 746 192 746 908 246 908 246 908 246 Preview iv _ state Funds 5300 commen obj EEE documento Page 13 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 3 6 this tab displays the same information as the 4 tab only for the 6 reduction Program Sub Program Change View Change Selection Office of Student Achievement 413 FY11 AOB 6 14 2010 Program 5890100 Office of Student Achievement Policy Best Managed State Sub Program 5890101 Accountability Rank 1 Add New Change Entry Budget Year Fiscal Year 2012 Stage Agency Request Get Existing Change Entry To improve student achievement and school completion Program Sub Program Change Entry Base Adjustments 4 Agency Request 8 Agency Request Other Adjustments Description Base Revised Base Budget Exemption GTA GAIT Charges Adjusted Base 6 Reduction 6 Request Federal Funds lt lt lt lt lt 300 Personal Services 600 000 600 000 600 000 600 000 301 Regular Operating Expenses 70 500 70 500 70 500 70 500 305 Computer Charges 10 000 10 000 10 000 10 000 306 Real Estate Rentals 20 000 20 000 20 000 20 000 307 Telecommunications 15 000 15 000 15 000 15 000 312 Contr
22. 01 Access Rank 0 Budget Year Amended Fiscal Year 2009 Stage 4gency Request Get Existing Change Entry Program Sub Program Change View Funds Summary Object Class Summary Description Base Change Request Description I Change Request State G State General Funds 4 400 905 1 082 241 3 318 664 300 Personal Services 684 948 267 928 417 020 301 Regular Operating 100 956 80 811 20 145 Federal Funds 635 400 635 400 305 Computer Charges 32 500 4 500 28 000 Federal Recovery Funds 307 Telecommunications 9 000 3 000 12 000 Other Funds 10 000 10 000 312 Contractual Services 10 300 14 100 24 400 Total 5 046 305 1 082 241 3 964 064 Unique Class Objects 4 208 601 746 102 3 462 499 Total 5 046 305 1 082 241 3 964 064 Other Details Description Fosition Count MY Count State Funds Federal Funds Recovery Funds Other Funds PS 300 Common Obj Unique Obj SW Calc Documents Close Page 39 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Agency Submit When an agency submits their budget request to OPB See above instructions an email notifies both the agency and OPB and the data can no longer be changed OPB can do two things with the agency s submission 1 Un submit it that is send it back to the agency for additional detail changes etc in which case the agency receives a
23. 54 6 744 954 gt Cancer Screening and Prevention 9 979 524 9 979 524 9 979 524 gt Family Planning 19 402 600 19 402 600 19 402 600 b Health Promotion 5 552 698 5 552 698 5 552 698 gt Tobacco Use Prevention 2 277 137 2 277 137 2 277 137 Adult Essential Health Treatment Services Cancer State Aid 6 613 249 6 613 249 6 613 249 Hypertension Management 3 639 899 3 639 899 3 639 899 Refugee Health Services 1 009 705 1 009 705 1 009 705 Aged Blind and Disabled Medicaid 4 125 341 336 4 125 341 336 4 125 341 336 Departmental Administration and Program Support Community Health Administration 398 207 632 398 207 632 398 207 632 Public Health Administration 24 031 577 24 031 577 24 031 577 Public Health Enterprise Emergency Preparedness Trauma System Improvement Emergency Medical Services 3 047 729 3 047 729 3 047 729 Preparedness Coordination for Emergencies 42 337 441 42 337 441 42 337 441 Trauma System 23 579 679 23 579 679 23 579 679 Grand Total 12 300 623 170 12 300 623 170 12 300 623 170 Click on lines with yellow background if any to see specific precheck message Preview v Program SubProgram Summary The Agency Program Sub Program Summary Screen will now have symbols indicating the Agency has been Submitted or Advanced and the dates Council for the Arts 238 Advanced 9 9 2008 5 46 45 PM FY09 Amendment 2 8 25 2008 Submit 9 2 2008 1 59 59 PM Program 0600100 Council for the Arts Policy Best Managed State Sub Program 06001
24. 9 19 Depar 428 Building Building Age Stage 6 None 19 19 Depar 428 Building Constructio Age 346 473 314 573 Total Base 7 None _ State Funds Base 9 None 19 19 Depar 428 Building Industralize Age 207 804 Federal Funds Base 3 None 19 19 Depar 428 Coordinated Coordinated Age Recovery Funds Base 10 None Other Funds Base 11 None 19 19 Depar 428 Coordinated Mapping Age 462 219 462 219 Common Objects Base 12 None Unique Objects Base 13 None 19 19 Depar 428 Coordinated Planning Age 3 438 946 3 388 028 State Funds Change 14 None 19 19 Depar 428 Environmental Environmen Age 4 444 925 1 058 445 Federal Funds Change 15 None Recovery Funds Change 16 None 19 19 Depar 428 Federal AmeriCorps Age 5 112 114 727 190 Other Funds Change 17 None Common Objects Change 18 None 19 19 Depar 428 Federal ppalachia Age 387 132 264 332 Unique Objects Change 19 None 19 19 Depar 428 Federal Community Age 41 962 6 1 075 402 4 Exemption 20 None GAIT 2010 21 None 19 19 Depar 428 Federal Federal Age poem none 19 19 Depar 428 Homeownersh CHIP Lead Age 217 664 J educe one Annualizer EGA 24 None 19 19 Depar 428 Homeownersh GHFA Age 4 414 327 OneTimeDelete 25 None Redistribution 26 None 19 19 Depar 428 Homeownersh Homeowner Age WorkLoad 27 None 19 19 Depar 428 Local Local Age 6 000 000 6 000 000 O
25. AFY 2011 AND FY 2012 4 6 and 8 Reductions Agencies must provide scenarios of a net 4 6 and 8 reductions to State General Funds and Tobacco Settlement Funds calculated on the Adjusted Base Some programs may have no reduction and some may have more than 4 6 or 8 so long as the total for the agency in the percentage scenario shows a 4 6 and 8 or more reduction in State General Funds and Tobacco Settlement Funds The percentage amounts entered can be validated by running reports or by going into Update Business Event and running the PreCheck The PreCheck is the same process the application runs when an agency submits their budget request The Department of Education is instructed to submit reduction plans of 2 for the QBE Equalization and State Schools programs The validation for these will be manually performed Redistributions Agencies will use the redistribution change type to fund any enhancements needed by moving the necessary funds from other programs The sum of all the redirect redistribution for an agency must equal zero by fund source Note With the ability to selectively apply reductions and enhancements to individual programs the result is a reprioritized budget request for State General Funds Workload Workload consists of enrollment changes only Budget requests for additional funds or workload increase pertain only to those agencies with enrollment driven programs Other Adjustments Adjustments not
26. BUDGET DEVELOPMENT AFY 2011 AND FY 2012 2 4 this tab again shows the Base and Revised Base Budget amounts by funds source object classes and counts Next any exemptions to which the reduction percentage does not apply are shown As of this writing for this year Exemptions is the only exclusion Next the Adjusted Base is calculated which is the revised base less the exemptions If 4 reductions have been entered they are shown in the 4 Reduction column and the 4 Request is calculated by subtracting the 4 Reductions from the Adjusted Base Program Sub Program Change View Change Selection Add New Change Entry Get Existing Change Entry Office of Student Achievement 413 FY 11 AOB 6 14 2010 Program 5890100 Office of Student Achievement Policy Best Managed State Sub Program 5890101 Accountability Rank 1 Budget Year Fiscal Year 2012 Stage gency Request Get Existing Change Entry To improve student achievement and school completion e et Program Sub Program Change Entry Pasa Adena Base Adjustments i 6 Agency Request Description 8 Agency Request Other Adjustments Base Revised Base Budget Exemption GTA GAIT Charges Adjusted Base 4 Reduction 4 Request Federal Funds 300 Personal Services 301 Regular Operating Expenses 205 Computer Charges 306 Real Estate Rentals 307 Telecommunications 312 Contractual Services Other Details Position Count 600 00
27. J A 3 C 2 Adding a New Descriptor Standard and Agencywide Descriptor List Advanced Budget Year Fy 2010 BEA Stage Agency Request Y i Agency Department of Community Health 419 h d tor r Nz tre eguct FY10 8 Grad Undergr house amp Undergraduate Med FY10 Reduce ROE computer telecomm amp contracts 6 Reduce hearing exp database admin contrac telecom amp case peer review FY10 Reduce ROE Computer telecom amp contr 8 Reduce AQ database contract telecomm amp case peer review ABD Add MFP ICWP slots Add 100 ICWP slots for MFP grant Admin PARIS FTE Add 2 FTEs to use the PARIS database for interstate Medicaid eligibility determination PC Add federal funds for FMAP change Add federal funds for FMAP change PC CMO Add federal fund for FMAP change Add federal funds for FMAP change LIM CMO Add federal funds for FMAP changes Add federal funds for FMAP changes ABD Add federal funds for FMAP Add federal funds for FMAP rate changes ICTF Add state Match for Disproportionate Share Add state match for private DSH hospitals with deemed status LIM CMO fee Projections Adjust CMO QA fee collections to reflect revised projection LIM CMO CMO Fee Projections Adjust CMO QA fee collections to reflect revised projections NHPF Nursing Home Provider Fee Projections Adjust Nursing Home Provider Fee collections to reflect revised projections PC CMO Adj CMO QA fee collection projections Ad
28. OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Change Entry Summary Change Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes Budget Year A4mended Fiscal Year 2010 Stage Agency Request Policy Best Managed State Rank 12 DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state SS y Change Funds Object Class ee ee Change Class Agencywide Y Descriptor Short Description Contract Adjustment Change Type Other Adjustment Justification None Descriptor Contract Adjustment Measures Detail ShortDescription Description 3 Change Entries a Input the change amount into Fund Summary and Object Class Summary change sections Also input any changes to Position and Motor vehicle counts this change requires CountyName Statewide Various Description C Appling County Contract Adjustment C Atkinson County C Bacon County C Baker County C Baldwin County Comments The Funds Summary must equal the Object Class Summary In the example shown below 10 000 was input as the change amount for State General Funds and 10 000 was input as Regular Operating Expenses b This box alerts the user if they are still out of bal
29. actual Services 192 746 192 746 192 746 192 746 ong ong ong ong a Db 240 OL 240 P 0 240 JUG_240 5 C Statewide Calculation Other Details C Position Count 11 11 11 11 Program Sub Program Change View Change Selection Office of Student Achievement 413 FY 11 AOB 6 14 2010 Program 5890100 Office of Student Achievement Policy Best Managed State Sub Program 5890101 Accountability Rank 1 Add New Change Entry Budget Year Fiscal Year 2012 Stage Agency Request Get Existing Change Entry To improve student achievement and school completion Program Sub Program Change Entry j A o Base Adjustments 4 Agency Request 6 Agency Request 8 Agency Request Other Adjustments Description _ SU GAS S A Common Object Classes ooo 300 Personal Services 600 000 600 000 600 000 600 000 301 Regular Operating Expenses 70 500 70 500 70 500 70 500 305 Computer Charges 10 000 10 000 10 000 10 000 306 Real Estate Rentals 20 000 20 000 20 000 20 000 307 Telecommunications 15 000 15 000 15 000 715 000 312 Contractual Services 192 746 192 746 192 746 192 746 Other Details Position Count Page 14 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 5 Other Adjustments this tab shows the Base and Revised Base amounts by funds source object classes and counts Next a
30. additional funds or workload increase pertain only to those agencies with enrollment driven programs Other Adjustments will be used to make needed adjustments not covered by any of the other change types Note The screen shots below illustrate the Amended Fiscal Year 2011 input for the 4 6 and 8 percent reductions HI A 2 Creating an Agency or Standard Descriptor List There are three types of descriptors Statewide setup by OPB but can be used by agencies Primarily these are for changes that will be universal throughout the state regardless of agency or program However in some instances OPB may setup statewide descriptors that are agency specific and or program specific but requires a different percentage or different wording than the descriptor used by all other agencies Agencywide set up by the agency special security role is needed can be used by entire agency These are for changes within an agency that may apply to numerous programs Standard can be setup by agency administrator or agency analyst These are intended to be used for specific program changes Agencywide and Standard descriptors can be set up at one time by the agency administrator before the change entries are done or agency analysts can set up standard descriptors as they make change entries All descriptors Statewide Agencywide and Standard can be accessed from a dropdown list when change entries are made A descriptor is the collection of
31. ages 700 Recommendation 700 1c OPB Recommendation legal paper 700 2c OPB Recommendation w group descriptions 800 Budget Details 900 Performance Measures 910 Performance Measures Multi Agency 940 Program Purpose 940 1c Program Purpose 950 Program Recommendations 950 1c Governor s Book Pages 955 Program Historical Summary 958 Agency Counts Summary 960 Program Fund Source Summary 960 1c Program Fund Source Summary 965 Agency Statewide Changes Summary Page 30 of 40 Revised August 1 2010 Page 31 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 970 Agency Fund Source Summary 970 1c Agency Fund Source Summary 1 Running a Custom Report a b C d f Z Highlight the report you want to run Select the Financial Year from the Drop Down Box Select the Stage Agency List Check here to select all the agencies at once if you have more than one agency in the list To select one or more agencies individually check the box to the left of the Agency name The agency list box has four fields Division this is the OPB division to which the agency is assigned Name name of the Agency Branch the branch of government to which the agency belongs Budgetary Yes or No Yes means it is an appropriated agency that will appear in the appropriations bill Cl
32. ance NOTE Tab out of field for the screen to refresh and check the data c Click in the Fund Summary section to update the page then click Save Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Change Entry Summary Change Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes Policy Best Managed State Rank 12 Budget Year Amended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards For all new structures built in the state A A Change Entry Ch Description li Personal Services Total ja 10 001 Regular Operating Expenses gt OthFds Other Funds a 7 J i Real Estate Rentals Total Funds F l i Telecommunications Contractual Services Total Object Class Other Details __ State G State General Funds Motor Yehicle and Position Count Description Pasition Count MY Count Federal Funds Recovery Funds Other Funds Unique Objects Other Detail Supporting Documents Save Note Depending on the agency and program the following buttons may be active at the bottom of the window Federal Funds Recovery Funds Other Funds PS 300 and Unique Objects These buttons are used to enter the details supporting
33. ave typed a description c Click the Upload to BudgetTool button F Supporting Documents HER Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state _ Name Document Description MY OPB Document Name 428 AFY 2010 Agn Req 0970600 0970602 Description Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 d A dialog box confirms the upload click OK Upload Complete e The document will now appear in the supporting document window 1 Click the blue triangle here to see the list of documents a Supporting Documents poa of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Sub Program 0970702 Mapping and Decision Support Budget Year Amended Fiscal Year 2010 Stage Agency Request Policy Best Managed State Rank 14 This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Plan
34. covered by any of the other change types NOTE BudgetTool validation for the 4 6 and 8 reduction plan is not applicable for the Legislative and Judicial Branch agencies III A 1 General Instructions FY 2012 The FY 2012 Budget requires each agency to identify 6 8 and 10 of their FY 2011 appropriation of State General Funds and Tobacco Settlement Funds for reduction Agencies must set aside GTA GETS charges for Georgia Technology Authority GTA or exclude these funds from the program budgets prior to calculating the budget reductions Budget requests for additional funds or workload increase pertain only to those agencies with enrollment driven programs The budget submission process consists of the following components ee Sa ae Adjusted Base Budget pre approved by OPB 6 8 and 10 Reduction Plans Redistribution optional Workload specific agencies Capital Outlay optional Adjusted Base Budget Use the following guide to derive the Adjusted Base Budget a Base Budget AOB or approved cut off amendment Page 5 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 b Base Adjustments consisting of the following e Exemptions items exempted by OPB from budget reductions and communicated to agencies prior to budget submission e GTA GETS charges where applicable e One time delete Non recurring items of e
35. ctions to State General funds and Tobacco Settlement Funds calculated on the Adjusted Base for FY 2012 This is by program although some programs may have no reduction and some may have more than 6 8 and 10 but in total for the agency the percentage scenario must show a 6 8 and 10 or more reduction in state general funds and tobacco settlement funds on the adjusted base The percentage amounts entered can be validated by running reports or by going into Update Business Event and running the PreCheck The PreCheck is the same process the application runs when an agency submits their budget request However the Department of Education is instructed to submit reductions of 2 and 4 for the QBE Equalization and State Schools programs The validation for these will be manually performed Redistributions Agencies will use the redistribution change type to fund any enhancements needed by moving the necessary funds from other programs The sum of all the redirect redistribution for an agency must equal zero by fund source for the agency Note With the ability to selectively apply reductions and enhancements to individual programs the result is a reprioritized budget request for state general funds Page 7 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Workload consists of enrollment changes only Budget requests for
36. e c A dialog box will appear to confirm the download Click Yes to download the file Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year Amended Fiscal Year 2010 Stage Agency Request This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules for Local Regional and Environmental pl Document Description MY OPB Document Name File Download dd TEST doc Do you want to download this file No 428 AFY 2010 Agn Req 0970700 0970702 File Name Description Preview Download Selected Document Upload to BudgetTool Remove d The Download Complete dialog confirms a successful download and indicates the location of the download Page 27 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Sub Program 0970702 Mapping and Decision Support Budget Year 4mended Fiscal Year 2010 Stage Agency Request Policy Best Managed State Rank 14 This program provides info sycs to assist the Dept and local
37. e Funds Federal Funds Recovery Funds Other Funds Common Obj Unique Obj SW Calc Documents Close c Change Entry Unique Object Class Details Screen 1 Click the Amount and type in the Change amount used on the previous page 2 This amount can be further summarized by tabbing in each line and adding an additional row fa View Common Object Class Details Department of Community Affairs 428 Advanced 3 9 2008 9 29 13 PM FYO9 Amendment 1 8 15 2008 Submit 9 2 2008 5 00 53 PM Program 0971500 Rental Housing Programs Policy Growing Georgia Sub Program 0971501 GHFA Affordable Housing Rank 6 Budget Year Fiscal Year 2010 Stage 4gency Request The program s purpose is to allocate federal and state housing credits on a competitive and non competitive basis and HOME funds on a competitive basis F Object Code Object Name Base Change 480 HOME Program 3 287 829 751 588 Descriptor ChangeT ype Amount Affordable Hsq Reduce HOME State Match 6 Reduction 169 568 Affordable Hsg Reduce HOME State Match 8 Reduction 259 568 Affordable Housing Reduce HOME State Match 10 Reduction 322 452 Changes Total 751 588 3 287 829 751 568 fireeeeeeeeeccecccccececeeceeeeeeeeeeeogagesesea Close Page 24 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Supporting Documents A Attaching Supporting Documents
38. e been and enter amounts Submit 7 1 2010 10 23 55 4M Policy Safe Georgia Rank 5 To provide Fingerprint identification amp processing of criminal history source documents to create and update criminal history records used for background checks offender identification and latent prints 6 Agency Request 8 Agency Request Rec Request Base Adjust Workers Comp One Time Delete Total Base Adj Revised Base Budget 503 325 3 374 946 188 740 1 356 133 1 715 486 439 585 3 374 946 188 740 1 356 133 1 715 486 439 585 State Funds Federal Funds Recovery Funds Other Funds Common Obj Unique Obj SW Calc Page 16 of 40 Revised August 1 2010 Page 17 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 b Change Entry Summary Add Screen Change Entry Summary Add Ak Department of Community Affairs 428 FY10 AOB 6 14 2009 l Program 0970600 Building Construction Sub Program 0970602 Construction Cades m i Rank 12 Budget Year Fiscal Year 2011 Stage Agency Request T Policy Best Managed State DCA s Construction Codes program establishes the minimum building construction standards For all mew structures built in the state lt Change Entry _ Descriptor Short Description Counties Ch cl Y fol CO es v ca Statewide
39. eck a A dialog box will indicate a successful Pre Check b Click OK in the Pre Check dialog box c Items which could prevent a successful Pre Check will be highlighted in yellow Submit Unsubmit Validation Data Display Pre Check Events Budget Year Fy 2010 7 Summary Only Stage Agency Request Agency Department of Community Affairs 428 Program Name Administration 0970600 Building Construction Base Total Base Adj Adjusted Base Reduction Base 6 Reduction 6 Request 8 Reduction 8 5 571 760 74 455 5 497 305 5 497 305 95 500 5 401 805 95 500 5 0970602 gt Construction Codes 346 473 13 181 333 292 333 292 15 000 318 292 30 000 0970601 gt Industrialized Building 207 804 207 804 207 804 207 804 0970700 Coordinated Planning 0970702 gt Mapping and Decision Support 462 219 16 058 446 161 446 161 30 119 416 042 67 882 gt Planning and Quality Growth 3 438 946 363 072 3 075 874 3 075 874 83 175 2 992 699 174 521 2 Environmental Education and Assistance 4 444 9 38 6 4 406 310 4 406 310 62 258 4 344 052 62 255 4 ederal Community amp Economic Development P Pre Check x 0971003 gt AmeriCorps 0971002 p Appalachian Regional Commission Grants b Community Development Block Grants Homeownership programs 53 5 090 353 167 971 4 922 382 167 971 4 15 382 015 382 015 23 41 934 723 41 934 723 41
40. egative at the program sub program then the validation process returns a warning but does not prevent submission Note Some agencies have programs with negative fund sources Pre checks and Submit A Click the Update Business Event Shield BudgelTom Var 0 10 15 Page 36 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 B Submit Un submit Validation Data Display Screen a Select Budget Year b Select Stage c Select Agency d Select Summary e Click Pre Check Summary Only Clicking here reduces the number of columns to Total Funds Total Objects Adjusted Base Agency Request and Parent Program Name Pre Check Events gt Budget Year FY 2011 Stage Agency Request Agency Department of Community Affairs 428 C Pre Check Summary Only Page 37 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Submit Unsubmit Validation Data Display Pre Check Events w Summary Only Budget Year Stage Agency Request This agency request is not processed Agency Department of Community Affairs 428 tert Akan Code Program Name Base Total Base Adj Adjusted Base Reduction Base 4 Reduction 4 Request 6 Reduction 6 FA 0970600 Buildi tr
41. es built in the state Fund Name Base Change FundCode State 224 284 10 000 State G 224 284 i Preview vi c Clicking the Fund Name box expands all the detail lists at once d Click the blue triangle to get a more detailed view of an individual fund line for instance State General Funds a View State Funds Details Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year mended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards For all new structures built in the state Change FundCode 10 000 State G Base 224 284 Fund Name _ State Descriptor ChangeT ype Amount Contract Adjustment Other Adjustment 10 000 Changes Total 10 000 224 284 More detail views can also be seen by clicking on the other buttons at the bottom of the Agency Program Sub program Change Entry screen Federal Funds Recovery funds Other Funds PS 300 Common Object Class Unique Object Class In addition by clicking the Documents button you can see and access a list of documents that have been attached for this program 6 Editing Unique Objects a Click the amount space in the change column to edit the amount
42. fy 4 6 and 8 of their FY 2011 appropriation of State General Funds and Tobacco Settlement Funds for reduction Agencies must set aside GTA GETS Georgia Enterprise Technology Services charges for Georgia Technology Authority GTA or exclude these funds from the program budgets prior to calculating the budget reductions Budget requests for additional funds or workload increase pertain only to those agencies with enrollment driven programs The budget submission process in BudgetTool consists of the following components 1 Adjusted Base Budget pre approved by OPB 2 4 6 and 8 Reductions 3 Redistributions optional 4 Workload designated agencies only Adjusted Base Budget Use the following guide to derive the Adjusted Base Budget a Base Budget AOB or cut off amendment b Base Adjustments consist of the following e Exemptions items exempted from budget reductions and communicated to agencies by OPB prior to budget submission e GTA GETS charges e One Time Non recurring items of expenditure that are considered one time purchases in FY 2011 The Base Budget and sum of the Base Adjustments is the Adjusted Base which agencies will use to calculate the 4 6 and 8 reduction of State General Funds for Amended FY 2011 State General Funds Reduction Page 3 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Agenc
43. ick Request Report Dataset Click Customize if you need to customize the report Report Selection Description 100 Program Summary Financial Year Stage Fund Changes by Entry State General Funds Base Adjustment State General Funds Request 200 4 LIL tTITITtTtttitt tt Il Summary Request by Scenario Division Name Agency Level Program s Detail Summary View ED Aviation Hall of Fame 143 Stage Submission Status Board of Regents 472 Recommendation Brain amp Spinal Injury Trust Fund 261 Budget Details Bright from the Start Georgia Department of Early Care Performance Measures Civil War Commission 280 Performance Measures Multi Agency Commission on Equal Opportunity 237 Program Recommendations Georgia Composite Medical Board 221 Program Historical Summary Council for the Arts 238 Agency Counts Summary Program Fund Source Summary 100 Program Summary AFY 2010 ore Agency Request F Agency List AgencylID SequenceNbr Agency StateCode Parent Program Sub Program Stage TotalBase State FundsBase Federal Funds Base Recovery Funds Base Other Funds 1 81 Depar 428 Building Building Age 81 Depar 428 Building Constructio Age 256 184 224 284 31 81 Depar 428 Building Industrialize Age 207 804 207 81 Depar 428 Coordinated Coordinated Age 81 Depar 428 Coordinated Mapping Age 389 993 389 993
44. ies must reduce 4 6 and 8 of the adjusted base budget for State General Funds This reduction requirement need not apply to every program Some programs sub programs may be unaffected as long as the total amount of the reduction equals 4 6 and 8 of the agency s adjusted base for State General Funds The Department of Education is instructed to submit reduction plans of 2 for the QBE Equalization and State Schools programs Explain the impact of each reduction by program sub program Provide a complete description for all budget reductions and explain the impact on service delivery and performance of the program using the BudgetTool application To address additional expenditure needs agencies must identify resources from within the current budget and redistribute funds as needed Tobacco Settlement Funds Reduction In addition to the State General Funds reductions state agencies with Tobacco Settlement Funds must identify 4 6 and 8 of their Amended FY 2011 appropriation for reduction Redistribution Redistribution among object classes and among sub programs within a program should be requested as an amendment to the current budget and should NOT be included as part of the agency s Amended FY 2011 budget request However requests for redistribution of funds between programs must be submitted in BudgetTool as part of the Amended FY 2011 budget request Agencies are expected to manage their expenditure needs through the flexibility pro
45. in BudgetTool Many these reports can be run and customized according to the user s individual needs However some reports have been pre customized and cannot be changed by the user These have Ic 2 c etc after the basic report number and are a modification of that basic report All reports can be output in various formats PDF Excel HTML etc The following reports are available 100 Program Summary 100 1c AOB Agency Summary Amendment Analysis 110 Program Summary 200 Fund Changes by Entry 200 1c Fund Change Entries by Change Type All Funds 210 Fund Summary Changes by Entry 300 State General Funds Base Adjustment 400 State General Funds Request 400 1c State General Funds 4 Request 400 2c State General Funds 6 Request 400 3c State General Funds 8 Request 500 All Funds Request 510 Summary Request by Scenario 510 1c Summary 4 Request by Scenario 510 2c Summary 6 Request by Scenario 510 3c Summary 8 Request by Scenario 510 4c Summary Request All Agencies Excel 550 Agency Level Program s Detail Summary View 550 1c Object Class Fund Source Detail Report 4 Request Single Agency 550 2c Object Class Fund Source Detail Report 6 Request Single Agency 550 3c Object Class Fund Source Detail Report 8 Request Single Agency 600 Stage Submission Status 600 1c Budget Submission Status Agency Request 600 2c Budget Submission Status All St
46. lasses to programs Section III Business User s Guide This section contains detailed instructions on the business processes and how to use the application to develop an agency s budget request submission by the agency and workflow through the Governor s Recommendation to the General Assembly Section IIT OPB Budget Development Guide This sections contains detailed instructions for the OPB Analysts to be used in developing the OPB Recommendation Section IV OPB IT Admunistrator s Guide This section contains the documentation of technical setup of the application loading data maintenance of stages and other various procedures for the OPB IT Division These tasks are performed by the OPB IT Division thus this section of the manual will be used internally Assuming the functionality of the application does not change the only section that will need to change from year to year is Section II due to business process changes in budget development Section III Business User s Guide Purpose The purpose of this section of the BudgetTool User Manual is to provide instructions for the specific business processes for the current budget cycle as well as instructions of how to use BudgetTool to develop the Amended FY 2011 and FY 2012 agency budgets from Agency Request through the Governor s Recommendation to the General Assembly This part of the manual incorporates both business and technical instructions While it is antici
47. mmendation The tabs are as follows 1 Base Adjustments this tab shows the Base amounts by funds source object classes and counts Next all base adjustments are shown As of this writing for this year the only base adjustment is One Time Deletes Then the adjustments are totaled and the Revised Base Budget calculated and displayed Page 11 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Program Sub Program Change View Change Selection 4 Agency Request 300 Personal Services 301 Regular Operating Expenses 305 Computer Charges 306 Real Estate Rentals 307 Telecommunications 312 Contractual Services Other Details Position Count Office of Student Achievement 413 FY11 SOB 6 14 2010 Program 5890100 Office of Student Achievement Sub Program 5890101 Accountability Budget Year Fiscal Year 2012 Stage Agency Request To improve student achievement and school completion 6 Agency Request 600 000 70 500 10 000 20 000 15 000 192 746 8 Agency Request Other Adjustments 600 000 70 500 10 000 20 000 15 000 192 746 Policy Best Managed State Rank 1 Preview Y Federal Funds Recovery Funds Other Funds Common Obj Unique Obj SW Calc Page 12 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL B OPB
48. n email and can work in that stage again or 2 Advance the data to the OPB Recommendation stage in which case an email is also sent to the agency but no further changes can be made to the agency request Section II B OPB Budget Development OPB Analysts will follow the same procedures and processes as detailed above for the agency analysts to enter descriptors and make changes to the Agency Request to develop an OPB Recommendation See above Section Agency Request In addition the OPB analyst may select from the 4 6 and 8 reductions for Amended FY 2011 or the 6 8 and 10 reductions for FY 2012 as part of their recommendation Since the Governor s Budget Report is at the Parent Program level the OPB analysts will spend a great deal of effort grouping many of the sub program descriptors Once the Agency Request is advanced to the OPB Recommendation no changes can be made to the original agency request The OPB analyst can change amounts and enter new standard or agencywide descriptors No descriptors originating in the agency request can be deleted They can be zeroed out however The OPB analyst will use BudgetTool in the same manner as the Agency Analyst to develop the OPB Recommendation However most of the OPB Analysts work will be editing changing or clarifying the agency request The OPB Recommendation stage is where the budget request is developed into a recommendation to the Governor The OPB analyst with the submit role can
49. ning Act of 1989 and the related Rules For Local Regional and Environmental pl Document Description M Y OPB Document Name E Document Category SubProgam Documents 2 _ TEST doc 428IKFY 2010 Aagn 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Preview v Download Selected Document Upload to BudgetTool Remove B Downloading Supporting Documents a Highlight the document to be download to your computer b Click Download Selected Documents at the bottom of the Supporting Documents Screen Page 26 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 a Supporting Documents HARK Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year Amended Fiscal Year 2010 Stage 4qency Request This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules for Local Regional and Environmental pl Document Description MY OPB Document Name 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Download Selected Document Upload to BudgetTool Remov
50. ny change types classified as Other Adjustments are shown These are currently Redistribution Workload and Other change types The Total Adjustments column is calculated as the Revised Base plus or minus the all the Other Adjustments Next the 4 6 and 8 reductions are subtracted from the Total Adjustments column to derive the Agency Request for 4 6 and 8 reductions Program Sub Program Change View Change Selection Office of Student Achievement 413 FY 11 AOB 6 14 2010 Program 5890100 Office of Student Achievement Policy Best Managed State Sub Program 5890101 Accountability Rank 1 Add New Change Entry Budget Year Fiscal Year 2012 Stage Agency Request Get Existing Change Entry To improve student achievement and school completion Program Sub Program Change Entry A Base Adjustments 4 Agency Request 6 Agency Request 5 Agency Request Other Adjustments Description Base Revised Base Budget Other Adjustment Redistribution WorkLoad Adijustment Total Adjustments 4 Agency Request 6 Agency A Funds State General Funds 908 246 Federal Funds 908 246 B Object Class 200 Personal Services 600 000 600 000 600 000 301 Regular Operating Expenses 70 500 70 500 70 500 205 Computer Charges 10 000 10 000 10 000 306 Real Estate Rentals 20 000 20 000 20 000 307 Telecommunications 15 000 15 000 15 000 312 Contractual Services 192 746 192 746 192 746 Total 908 246 908 246 908 246
51. pated that the application will not change dramatically from year to year only use those business instructions that apply to the budget year being worked on as the business processes more than likely will change from year to year Page 2 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 HI A Agency Budget Request The Agency Request is prepared using the BudgetTool application Agencies will use descriptors to enter fund source and object class changes by program subprogram The AOB or an approved cutoff amendment is selected as the starting point for budget request and changes are made using descriptors Data will be advanced from the FY2011 cutoff amendment in summary except for the following record detail Federal Funds Federal Recovery Funds Other Funds Personal Services and Unique Objects The same base will be used for both the Amended FY 2011 and FY2012 budgets The base is advanced from BudgetNet to BudgetTool but State Funds Prior Year are not advanced OPB analysts will ensure BudgetTool reflects the appropriate base budget for these requests NOTE General Policy Guidelines and Preparation Procedures for Amended FY 2011 and FY2012 budget preparation are posted on the OPB website at http www opb state ga us III A 1 General Instructions Amended FY 2011 The Amended FY 2011 Budget requires each agency to identi
52. rints 6 Agency Request Base Revised Base Budget Other Adjustment Redistribution WorkLoad Adjustment Total Adjustments 4 Agency Request 6 Agent a 503 325 3 374 946 188 740 1 356 133 1 715 486 439 585 503 325 3 374 946 188 740 1 356 133 1 715 486 439 585 Stage OPB Recommendation 8 Agency Request Other Adjustments 503 325 3 374 946 188 740 1 356 133 1 715 486 439 585 Changes are entered in BudgetTool very much like they were last year somewhat modified and in some cases more data is requested 1 Adding a New Change Entry for the selected program a Click Add New Change Entry to create a new ent Program Sub Program Change View amp Change Selection pa Get Existing Change Entry Program Sub Program Change Entry lt Base Adjustments 4 Agency Request Description Federal Funds 300 Personal Services 301 Regular Operating Expenses 305 Computer Charges 307 Telecommunications 312 Contractual Services Other Details Position Count Motor Vechicle Count Georgia Bureau of Investigation 471 FY11 AOB 6 15 2010 Program 4470300 Criminal Justice Information Services Sub Program 4470301 Criminal History Identification Services Budget Year Fiscal Year 2012 Stage OPB Recommendation 2012 MAE Submit 7 1 2010 10 23 55 AM Policy Safe Georgia Rank 5 503 325 3 374 946 188 740 1 356 133 1 715 486 439 585 The screens hav
53. submit an OPB Recommendation at which time the data can no longer be changed The OPB Division Director can either unsubmit the request or advance it to the Governor s Initial stage No email notifications are generated in the stages after the Agency Request The Governor s Initial stage is the Working stage for the Governor Here further changes are made at the direction of the Governor and or his staff The OPB Division Director can submit the Governors Initial The OPB Executive User can either unsubmit it or advance it to the Governors Final stage Section III C Executive Budget Recommendation The executive user is the only user that can advance the Governors Initial to the Governors Final stage Once the data is in the Governor s Final stage no changes can be made Page 40 of 40 Revised August 1 2010
54. t Class Summary Description Base Change Request Description l Request State G State General Funds 224 284 10 000 234 284 300 Personal Services 222 057 222 057 301 Regular Operating 16 396 16 396 Other Funds 31 900 31 900 306 Real Estate Rentals 12 532 12 532 256 184 266 184 307 T elecommunications 2 679 2 679 l 312 Contractual Services 2 520 10 000 12 520 Total 256 184 10 000 266 184 Other Details Description Change Position Count 0 00 MY Count 0 00 State Funds Federal Funds Recovery Funds Other Funds PS 300 Common Obj Unique Obj SW Calc Documents Close b Click the Get Existing Change Entry to view edit or delete the existing entries New change entries can also be added using this screen c Click the entry you would like to edit d Click Change Change Enty List Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Change Class Change Type Stage Rec Justification Descriptor InRec State Funds FederalFunds Recovery Funds Other Funds Total Funds Common Objects Unig Agence OtherAdiustment None Contract Adj
55. ther Adjustment 28 None 6 Reduction 29 None 19 19 Depar 428 Payments to Payments Age 11 725 0 11 725 014 v 8 i seo None 19 19 Depar 428 Payments to Payments Age 4 857 300 4 857 300 SWCale Base 32 None 19 19 Depar 428 Payments to Payments Age 47 803 9 47 123 333 SWCale Change 33 None _ Vechicle Base 34 None 19 19 Depar 428 Regional Regional Age 2 935 333 2 435 333 Vechicle Changes 35 None 19 19 Depar 428 Rental GHFA Age 8 250 107 3 287 829 Position Base 36 None v lt i K3 i La Continue to Preview Report 2 Drag a Column Header to the space above the headers to group by that column header 4 Report Customization H 5 5 J Sub Program _ F Expand Group Result None a AgencylD SequenceNbr Agency StateCode Parent Program Sub Program Stage TotalBase State Funds Base Fe None s any any any any any any any None None E Parent Program Administration 0970101 1 item s None Sub Program Administration 0970101 1 itermf s e 19 19 Depar 428 Administration Administrati Age one b D T 3 p oO SequenceNbr Agency StateCode Parent Program Sub Program Stage Total Base None S Parent Program Building Construction 0970600 3 item s State Funds Base None Sub Program Building Construction 0970600 1 item s Federal Funds Base 9 None 19 19 Depar 428 Building Building Age
56. uction 0970602 p Construction Codes 256 184 256 184 256 184 256 184 t 0970601 gt Industrialized Building 207 804 207 804 207 804 207 804 t 0970700 Coordinated Planning 0970702 Mapping and Decision Support 389 993 389 993 389 993 389 993 0970701 Planning and Quality Growth 4 158 353 4 158 353 4 158 353 4 158 353 0970101 Departmental Administration 5 137 209 5 137 209 5 137 209 5 137 209 0970901 Environmental Education and Assistance 1 279 791 1 279 791 1 279 791 1 279 791 0971000 Federal Community and Economic Development Programs 0971003 Americorps 4 735 607 4 735 607 4 735 607 4 735 607 0971002 Appalachian Regional Commission Grants 370 129 370 129 370 129 370 129 0971001 Community Development Block Grants 41 926 715 41 926 715 41 926 715 41 926 715 0971200 Homeownership Programs 0971202 CHIP Lead Based Paint 217 664 217 664 217 664 217 664 0971201 GHF4 Mortgage Programs 4 414 327 4 414 327 4 414 327 4 414 327 0971301 Local Assistance Grants 0970301 Payments to Georgia Environmental Facilities Authority 836 793 836 793 836 793 836 793 0970501 Payments to Georgia Regional Transportation Authority 4 363 180 4 363 180 4 363 180 4 363 180 0971901 Payments to OneGeorgia Authority Grand Total 205 725 453 205 725 453 205 725 453 205 725 453 Click on lines with yellow background if any to see specific precheck message Preview v Program SubProgram Summary Department of Community Affairs 428 D Successful Pre ch
57. ustment Amount 10000 0 QO oO 10000 10000 Agencywide Other Adjustment Fl None Equipment Removal Amount 0 0 0 o n 0 Total 10 000 Page 21 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 e The Change Entry Summary will now indicate Change to show a change is being made f Click Change Funds Object Class and make the change entries necessary and fe Click Save Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state _ Code Description State G State General Funds Personal Services Total 40 000 Regular Operating Expenses _ OthFds Other Funds Real Estate Rentals Total Funds Telecommunications Contractual Services Total Object Class Other Details Motor Vehicle and Position Count Description Position Count MV Count Federal Funds Recovery Funds Other Funds Other Detail 5 Detail Views a Click State Funds Program Sub Program Change Entry Change Selection Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy
58. ustment to CMO QA fee collections to reflect revised projections lil Preview w II A 3 Creating a Change Entry Page 9 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 A Click the Change Selection Shield Update plectio Current T ises BudgetTool Governors Office of Planning amp Budget B Change Selection Screen a Select the Budget Year from the drop down box b Select the appropriate Stage and Agency from the drop down box Click Include attached agencies checkbox if you would like to include attached agencies in the program list c Click Show Programs d The program list populates d Double click the Program or highlight the Program and click the d 1 Program Sub Program Change View button to view the various entries within their individual categories Funds Object Class and Counts Or highlight the Program and click the d 2 Program Sub Program Change Entry button at the bottom of the page to open the change entry Summary Screen Page 10 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Change Selection AFY 2010 Agency Request D epartment of Community Affairs 428
59. ve for the entry type that fund source and object class changes are in balance that detail amounts equal the summary amounts and for Executive Branch agencies that the state general funds reduction percentages are met or exceeded The pre check works as follows Submit Validation Process The submit validation process for the Agency Requests datasets is comprised of 5 levels The validation process runs one level at a time meaning if at a given level an error s is are found the validation process stops returns the error list to the user and does not go onto the next level You must then correct those issues and run the validation process again to proceed to find if there are any errors beyond what was previously identified Level 1 The first level of validation checks is on the following 1 1 All one time delete entries must be negative 1 2 All Exemptions entries must be negative 1 3 All GTA Outsourcing entries must be negative 1 4 The sum of Redistributions must equal 0 at the agency level by individual Fund Source For items 1 1 1 2 and 1 3 the errors will be written to the screen in a table with 4 columns the first showing the Program Sub Program the second the Type fund source count object class the third Name and the fourth the Amount Item 1 4 will display the list of Fund Sources that do not net to zero for redistributions for the agency Level 2 4 6 and 8 Reductions AFY2011 and 6 8 and 10 Reductions FY2012 The
60. vided in program budgeting The total of all redistributions and increased funding needs must net to zero Positions and motor vehicles redistributed from one program to another should be reflected in the position and motor vehicle counts for the programs affected Workload Workload consists of enrollment changes only Budget requests for additional funds or workload increase pertain only to those agencies with enrollment driven programs Business Process The business process sequence for budget development is as follows Base The agency fiscal officer selects the AOB or an approved cutoff amendment as their base then notifies the OPB Analyst The base is advanced from BudgetNet to BudgetTool No State Funds Prior Year are advanced This base is fixed and cannot change through the budget development cycle Base Adjustments OPB analysts will identify adjustments for the base There are two types One Time Delete Items included in the FY 2011 budget that are one time occurrences and therefore must be removed from this year s request These are always negative Exemptions Items exempted from budget reductions and communicated to agencies by OPB prior to budget submission GTA GETS charges where applicable Adjusted Base the base minus One Time Deletes GTA GETS charges and Exemptions Page 4 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT
61. want to delete the selected document s 428 AFY 2010 Agn Reg 0970700 0970702 File Name Description Download Selected Document Upload to BudgetTool Preliminary Check Page 28 of 40 Remove Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 Once an agency has produced the Adjusted Base For FY2012 entered One Time Deletes GAIT Outsourcing and Exemptions they can run the Agency Program Worksheet Summary report report 100 which will calculate the required State General Funds reduction by Program Sub program This report will show the agency Base Cutoff Amendment and all the base adjustments One Time Deletes GAIT Outsourcing and Exemptions and the adjusted base for State General Funds It can be requested as an excel worksheet Just make note of the total and then move the reductions to the desired programs change the amounts etc so long as the total equals the required percentage amount of State General Funds Once the amounts are determined by program sub program the agency can next enter their Reduction change types Reports A Click the Reports Shield Page 29 of 40 Revised August 1 2010 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER S MANUAL SEC Ill B OPB BUDGET DEVELOPMENT AFY 2011 AND FY 2012 A Selection of Custom Reports Currently there are 41 custom reports
62. xpenditure that are considered one time purchases in FY 2011 These will be provided by OPB The Base Budget and sum of the Base Adjustments is the Adjusted Base which agencies will use to calculate the 6 8 and 10 reductions in State General Funds and Tobacco Settlement Funds for FY 2012 State General Funds Reduction Agencies must reduce 6 8 and 10 of the total adjusted base budget for state general funds This reduction requirement need not apply to every program Some programs sub programs may be unaffected as long as the total amount of the reduction equals 6 8 and 10 of the agency s adjusted base for State General Funds The Department of Education is instructed to submit reduction plans of 2 and 4 for QBE Equalization and State Schools programs Explain the impact of each reduction by program sub program Provide a complete description for all budget reductions and explain the impact on service delivery and performance of the program using the BudgetTool application To address additional expenditure needs agencies must identify resources from within the current budget and redistribute funds as needed Tobacco Funds Reduction In addition to the State General Funds reductions state agencies with Tobacco Settlement Fund appropriations must identify 6 8 and 10 of their FY 2011 appropriation for reduction Redistribution Redistribution among object classes and among sub programs within a program should be requested as an

Business Users Guide Amended FY 2011 and FY 2012

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