Home

Section III. A – Agency User`s Guide

1. Preview v Download Selected Document Upload to BudgetTool Preliminary Check Once an agency has produced the Adjusted Base For Amended FY2013 and FY2014 entered One Time Deletes and Exemptions they can run the Program Summary report report 100 which will provide the required State General Funds data to calculate the 3 reduction by Program Sub program This report will show the agency Base Cutoff Amendment and all the base adjustments One Time Deletes and Exemptions The adjusted base for State General Funds can be calculated as we as the 3 reduction 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 You can also run a Pre Check at any time to see if all entries are in balance and the reductions meet the needed requirements Click on the Update Business Event shield make selections for Budget Year Stage and Agency click on Pre check For error resolution see Submission Validation Process discussed below The pre check screen provides the base and adjusted base After entering base adjustment you can also run the pre check and get a preview report in excel to use as a worksheet to calculate the reductions Page 26 of 40 Revised July
2. SOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGET OOL USER MANUAL Section III A Agency User s Guide Amended FY 2013 and FY 2014 270 Washington Street SW 8 Floor Atlanta Georgia 30334 404 656 3820 www Opb georgia gov Page 1 of 40 Revised July 21 2012 Preface GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 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 2013 and FY 2014 budget requests to the Governor s Office of Planning and Budget OPB The manual is divided into sections Section I Getting Started This section contains general orientation and 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 II Admunistrator s 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 sour
3. Note that in the header of both the Change Entry and Change View the following information is displayed Base this show number and its approval date of the amendment that was used as the cutoff amendment Base Program shows the name and number of the program that is being displayed Budget Year shows if you are working in AFY2013 or FY2014 Stage shows the stage in which you are working For agencies this will always be Agency Request Advanced shows the date and time the stage was advanced by OPB Submitted shows the date and time the stage was submitted by the agency Policy shows the policy area under which the agency falls Rank show the ranking of the program by the agency The bottom large rectangular box above the tabs show the program purpose statement for single and parent programs Page 10 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 2 3 Agency Request This tab 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 are the only exclusions Next the Adjusted Base is calculated which is the revised base less the exemptions Note exemptions do not reduce the Agency Request when submitted to OPB If the 3 reductions have been entered they are shown in
4. B Click Standard and Agencywide Descriptor List Agency 4ssaciation Setup Program Base Setup Standard and Agencywide Descriptor List Program Performance Measure Update Program Purpose C Select Budget Year Stage and Agency and click Get List of Descriptor Refer to Section IILA 3 C 4 2 Adding a New Descriptor p 15 Standard and Agencywide Descriptor List LIA Budget Year AFY 2013 xj Stage Agency Request d Agency v ST Aw Descriptor Short Description Change Type Justification eee De ep a cw This shows the list of all descriptors that have been entered by the agency standard and agencywide Page 7 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 III A 3 Creating a Change Entr A Click the Change Selection Shield Ei BudgetTool Ver 5 0 0 1 HIB OPBPROD A BudgetTool 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 variou
5. 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 Get Existing Change Entry Program Sub Program Change View Funds Summary Object Class Summary Description Base Change Request Description I Change 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 Total 256 184 10 000 266 184 307 Telecommunications 2 679 2 679 312 Contractual Services 2 520 10 000 12 520 256 184 10 000 266 1 Other Details Page 19 of 40 Description Position Count MV Count Change 0 00 0 00 4 Other Funds PS 300 Common Obj awa Documents Close Revised July 21 2012 Page 20 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 b The View State Funds Details screen is a detailed view by descriptor of changes to all state funds for that program Program Sub Program Change Entry ARK Eg 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 Yea
6. 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Reports A Click the Reports Shield BudgetTool Ver 5 0 0 1 OPBPROD B BudgetTool D Log Out Page 27 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 A Selection of Custom Reports Currently there are 44 reports 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 1c 2 c etc after the basic report number and are a customization of that basic report All reports can be output in various formats PDF Excel HTML etc If you mouse over a report title in the list a brief description of the reports shows at the bottom of the page The following reports are available Page 28 of 40 100 Program Summary with Change Type Detail 100 1c AOB Agency Summary Amendment Analysis 110 Program Summary with Change 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 Lowest Request Use for 3 Reduction 400 2c State General Funds
7. 224 284 81 Depar Building Industrialize Age 207 804 81 Depar Coordinated Coordinated Age 81 Depar Coordinated Mapping Age 389 993 389 993 81 Depar Coordinated Planning Age 4 158 353 4 048 284 81 Depar Departmental Department Age 5 137 209 1 738 806 1 611 802 81 Depar Environmental Environmen Age 1 279 791 834 291 6 000 81 Depar Federal Americorps Age 4 735 607 350 683 4 384 324 81 Depar Federal Appalachia Age 370 129 247 329 122 800 81 Depar Federal Community Age 41 9257 1 039 442 40 577 686 81 Depar Federal Federal Age 81 Depar Homeownersh CHIP Lead Age 217 664 217 664 81 Depar Homeownersh GHF Age 4414327 575 433 81 Depar Homeownersh Homeowner Ade lili Customize Preview Close You can begin the customization process on the Report Customization screen For instance under each column heading the word any appears This means that any value in that field will appear You can further narrow your report by selecting one value If you only want one program in the report click under Parent Program in the any box and you get a dropdown of all parent programs Select one and the data for all other programs goes away In some cases such as for dollar values in the column it does not make sense to select one but for some like program fund source etc this flexibility allows you to narrow your report
8. 541 9 146 541 9 146 541 9 146 541 b Transparency in 33 000 non non DOO 33 000 33 000 p l Pre Check 02 1 639 202 1 639 202 Immigration 20 000 00 20 000 20 000 Legislative S i 247 561 b1 247 561 247 561 egs mbk ES 1 PreCheck Successfully Completed Statewide Equalized 2 060 650 50 2 060 650 2 060 650 Preview Program SubProgram Summary Department of Audits and Accounts 404 Page 37 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 D 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 Stage Budget Year Submit Unsubmit Validation Data Display J x Pre Check Events Submit x AFY 2013 l x Pint E Agency Request Agency Code 0850200 0850203 0850202 0850208 0850209 0850205 0850201 0850210 0850501 0850801 0850301 0850401 Page 38 of 40 Preview w Department of Audits and Accounts 404 v Summary Only Program Name Business E vent Submit Audit and Assurance Audits of Local 7 393 419 7 393 419 7 393 419 7 393 419 7 393 419 7 393 419 Audits of Medicaid 4 655 248 4 655 248 4 655 248 4 655 248 4 655 248 4 655 248 Information System 1 429 125 1 429 125 1 429 125 1 429 125 1 42
9. 885 Sub Total 181 285 181 285 Total 181 285 181 285 C Statewide Calculation Other Details D Counts Position Count 3 3 Motor Yechicle Count 2 2 Preview v State Funds Federal Funds Recovery Funds Other Funds PS 300 Common Obj Unique Obj Documents Page 13 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 b Change Entry Summary Add Screen Change Entry Summary Add AIK Teachers Retirement System 482 Base FY11 Amendment 3 3 16 2011 Program 6440201 System Administration Policy Educated Georgia Rank 1 Budget Year Amended Fiscal Year 2012 Stage Agency Request Provide all services to active members including service purchases refunds retirement counseling and new retirement processing Counties Descriptor Short Description Change Class vj E CountyName Change Type v Statewide ER D Varieus C Appling County C Atkinson County L Bacon County Descriptor Lv Baker County C Baldwin County Add New Descriptor C Banks County Baron Coun xi E us Measures Detail Justification None Description Comments ShortDescription Description A Supporting Documents i A descriptor is required when a change entry is needed If you have prev
10. Community Federal CHIP Lead GHF Homeowner Local Payments Payments Payments Regional GHFA Continue to Preview Report Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Age Stage TotalBase State Funds Base any I 3 7 Expand Group Result Federal Fi any any 5 571 750 2 233 357 346 473 314 573 207 804 462 219 462 219 1 3 438 946 3 388 028 4 444 925 1 058 445 5 112 114 727 190 387 132 264 332 41 952 65 1 075 402 4 217 664 E 4 414 327 6 000 000 6 000 000 11 7250 11 725 014 4 957 300 4 857 300 47803 9 47 123 333 2 935 333 2 435 333 8 250 107 3 287 829 vi gt i Close 2 Drag a Column Header to the space above the headers to group by that column header Columns AgencylD SequenceNbr Agency StateCode Parent Program Sub Program Stage Total Base State Funds Base Federal Funds Base Recovery Funds Base Dther Funds Base Common Objects Base Unique Objects Base State Funds Change Federal Funds Change Recovery Funds Change Other Funds Change Common Objects Change Unique Objects Change Exemption GAIT 2010 Deferred Pay Reduce SHBP Annualizer EGA OneTimeDelete Redistribution WorkLoad Other Adjustment 6 Reduction 8 Reduction 10 Reduction Swale Base SwCalc Change Vechicle Base Vechicle Changes
11. Description MY OPB Document Name 428 FY 2010 gn 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Download Selected Document Upload to BudgetTool Page 23 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 B Downloading Supporting Documents Page 24 of 40 a b C Highlight the document to be download to your computer Click Download Selected Documents at the bottom of the Supporting Documents Screen BS Supporting Documents LIA 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 TEST 428 4FY 2010 gn 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Download Selected Document Upload to BudgetTool Remove A dialog box will appear to confirm the download Click Yes to download
12. Driver Training and Safety Education E Budget Year Amended Fiscal Year 2013 Stage Agency Request Get Existing Change Entry To license driver training schools and driver training instructors and ensure that school programs are in compliance with state law and the rules and M regulation of the Department ProgramjSub Program Change Entry Base Adjustments i 396 Agency Request Other Adjustments Description Base One Time Delete Total Base Adi Revised Base Budget A Funds zi 1 State Funds State General Funds 833 275 mu i 833275 Sub Total 833275 833 275 zi 3 Other Funds Dther Funds 515 429 515 429 Sub Total 515 429 51 9 429 CT NR PE Lite 0 B Object Class 1 Common Object Classes 300 Personal Services 1 094 472 1 094 472 301 Regular Operating Expenses 135 902 135 902 305 Computer Charges 10 500 10 500 307 Telecommunications 58 530 58 530 312 Contractual Services 49 300 49 300 Sub Total 1 348 704 1 348 704 Total 1 348 704 1 348 704 C Statewide Calculation Other Details D Counts Position Count 18 18 Motor Vechicle Count 7 Decii i Skaka Funde Federal Finde Deornvery Frinde Other Funde Dc 2nn Caraman Ohi Inia Obs Dc ipe amkc I lace A NC S ea s SAna LA eee s rir e trum aa mmm Tete r sess a sew wo A TN Cs eng Ld ASKS ee
13. Fulfilling the requirements of Coordinated Comp Planning according to the G Planning Act of 1989 and the related Rules For Local Regional and Environmental pl Document Description MY OPB Document Name Download Complete Attach document was successfully downloaded at C Documents and Settings My Documents TEST doc 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Page 25 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 C Deleting Documents from BudgetTool a Highlight the document to be deleted 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 the delete Policy Best Managed State Program 0970700 Coordinated Planning wg guia E es ee Budget Year Amended Fiscal Year 2010 Stage Agency Request Comp Planning according to the GA This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Planning Act of 1989 and the related Rules for Local Regional and Environmental pl Name Document Description MY OPB Document Name gt TEST doc 428J FY 2010 Agn Delete Document s 428 AFY 2010 Agn Req 0970700 0970702 Descripti ES J Remove
14. Funds Federal Funds Recovery Funds Other Funds TotalFunds Common Objects Uniq gt ENCAN inm Adjustment Equipment Removal Amount Total 10 000 Change View Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 e The Change Entry Summary will now indicate Change to show a change 1s being made f Click Change Funds Object Class and make the change entries necessary and m 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 Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built inthe state Funds Summary Object Class Summary __ Code Description State G State General Funds Personal Services Total 10000 Regular Operating Expenses OthFds Other Funds Real Estate Rentals Total Funds Telecommunications Contractual Services Total Object Class Other Details Motor Vehicle and Position Count 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 Best Managed State Sub Program 0970602
15. Middle Request Not active for AFY 13 and FY 14 400 3c State General Funds Highest o Request Not active for AFY 13 and FY 14 500 AII Funds Request 510 Summary Request by Scenario 510 1c Summary Lowest Request by Scenario Use for 3 Reduction 510 2c Summary Middle Request by Scenario Not active for AFY 13 and FY14 510 3c Summary Highest Request by Scenario Not active for AFY 13 and FY 14 510 4c Summary Request All Agencies Excel 550 Agency Level Program s Detail Summary View 550 1c Object Class Fund Source Detail Report Lowest Request Single Agency 550 2c Object Class Fund Source Detail Report Middle Request Single Agency N A 550 3c Object Class Fund Source Detail Report Highest Request Single Agency N A 600 Stage Submission Status 600 1c Budget Submission Status Agency Request 600 2c Budget Submission Status All Stages 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 957 Program Historical Summary with Expenditure Revised July 21 2012 Page 29 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL S
16. Objects 3 287 829 751 588 2 536 241 Total 8 250 107 751 588 7 498 519 Dther Details finas ll nas l perai n Position Count 44 00 0 00 44 00 MV Count 0 00 0 00 0 00 Common Obj Unique Obj SW Calc Documents 5 Federal Funds Recovery Funds Other Funds F 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 Bg View Unique Objects Class Detail Base Adjustments Department of Education 414 Base FY 13 Amendment 1 6 26 2012 Policy Educated Georgia Program 1560300 Federal Programs Sub Program 1560301 Title I D Neglected amp Delinquent Rank 1 Budget Year Amended Fiscal Year 2013 Stage Agency Request The purpose is to improve educational services For children in neglected or delinquent institutions to ensure that these children have the opportunity to meet the same state academic and content performance standards expected of all childre 7 Object Code Object Name Base One Time Delete Total Base amp d Revised Base Budget 629 Title I D Neglected and Delinquent mm 0 0 1 034 320 Descriptor ChangeType Amount Supporting Documents Page 21 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 A Attaching Su
17. a description c Click the Upload to BudgetTool button Page 22 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 EB Supporting Documents 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 inthe state MY OPB Document Name 428 AFY 2010 Agn Req 0970600 0970602 ile Name Description Upload Complete Attach Document was successfully Uploaded e The document will now appear in the supporting document window 1 Click the blue triangle here to see the list of documents S Supporting Documents 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 A4mended Fiscal Year 2010 Stage Agency Request This program provides info sycs 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
18. l tal o J CD OC CO no c w 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 Sort None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None None Drag a column header here to group by that column any 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 any any 19 Depar 19 Depar 13 Depar 19 Depar 19 Depar 13 Depar 19 Depar 19 Depar 13 Depar 19 Depar 19 Depar 13 Depar 19 Depar 19 Depar 19 Depar 19 Depar 19 Depar 19 Depar 13 Depar 19 Depar 19 Depar any 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 428 any Administration Building Building Building Coordinated Coordinated Coordinated Environmental Federal Federal Federal Federal Homeownersh Homeownersh Homeownersh Local Payments to Payments to Payments to Regional Rental AgencylID SequenceNbr Agency StateCode Parent Program Sub Program any Administrati Building Constructio Industrialize Coordinated M apping Planning Environmen AmeriCorps Appalachia
19. the 3 Reduction column and the Total column is calculated by adding the 3 Reduction to the Adjusted Base Program Sub Program Change View Change Selection Department of Driver Services 475 Base FY 13 Amendment 2 6 27 2012 Policy Best Managed State Program 1360200 Regulatory Compliance Sub Program 1360203 Driver Training and Safety Education Add New Change Entry Budget Year Amended Fiscal Year 2013 Stage Agency Request Get Existing Change Entry To license driver training schools and driver training instructors and ensure that school programs are in compliance with state law and the rules and regulation of the Department Program Sub Program Change Entry Base Adjustments 4 Agency Requesi Other Adjustments Description Base Revised Base Budget Exemption Adjusted Base 3 Reduction Total A Funds zi 1 State Funds StateGeneralFunds 833275 833275 833275 833275 Sub Total 833 275 833275 833 25 833 275 3 Other Funds Other Funds 515 429 515 429 515 429 515 429 Sub Total 515 429 515 429 515 429 515 429 1 348 704 1 348 704 1 348 704 1 348 704 B Object Class 1 Common Object Classes 300 Personal Services 1 094 472 1 094 472 1 094 472 1 094 472 301 Regular Operating Expenses 135 902 135 902 135 902 135 902 305 Computer Charges 10 500 10 500 10 500 10 500 307 Telecommunications 58 530 58 530 58 530 58 530 312 Contractual Services 49 3
20. will show in the appropriations bill as a program in the parent Click Request Report Dataset Click Customize if you need to customize the report Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Report Selection Description 100 Program Summary 100 Program Summary 200 Fund Changes by Entry 300 State General Funds Base Adjustment AFY 2010 dx Agency Request hd 400 State General Funds Request Te e BEATE AA Pl OA Agency List Summary Request by Scenario Division Name Branch Budgetary Agency Level Program s Detail Summary View 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 D ERE B Program Fund Source Summary Financial Y ear Stage Sub Program Stage TotalBase State Funds Base Federal Funds Base Recovery Funds Base Other Funds Building Building Age 81 Depar Building Constructio Age 256 184
21. 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 3 will display the list of Fund Sources that do not net to zero for redistributions for the agency Level 2 3 Reductions AFY2013 and FY2014 The percent reduction validation process verifies that the sum of reductions is at least the required percentage of the adjusted base This validation 1s on State General Funds only in total for the agency There can be redirects on any fund source and object class but the validation only checks in total against State General Funds in the Adjusted Base NOTE This specific check does not apply to Agencies in the Legislative and Judicial branches of Government 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 Page 34 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 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 Am
22. 00 49 300 49 300 49 300 Sub Total 1 348 704 1 348 704 1 348 704 1 348 704 Total 1 348 704 1 348 704 1 348 704 1 348 704 C Statewide Calculation Dther Details D Counts Position Count Motor Vechicle Count 3 Other Adjustments this tab shows the Base and Revised Base amounts by funds source object classes and counts Next any change types classified as Other Adjustments are shown in separate columns These are currently Redistribution Workload Adjustment and Other Adjustment change types in the Agency Request stage Note in the OPB recommendation stage and beyond there are additional columns for the Statewide Descriptors The Adjusted Total column is calculated as the Revised Base Budget plus or minus the all the Other Adjustments Next the 3 reductions are subtracted from the Adjusted Total column to derive the 3 Agency Request Note the exemptions do not reduce the Agency Request They are merely used in calculating the 396 reduction base and are not reflected as reductions in the 3 Agency Request Page 11 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Program Sub Program Change View IAN Change Selection Department of Education 414 Base FY 13 Amendment 1 6 26 2012 Policy Educated Georgia Program 1560100 Agricultural Education Sub Program 1560104 Ag Industry Certification Rank 1 Budg
23. 9 125 1 429 125 Performance Audits 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 Reviews of Local 868 262 868 262 868 262 868 262 868 262 868 262 Statewide 9 146 541 9 146 541 9 146 541 9 146 541 9 146 541 9 146 541 Transparency in 33 000 33 000 33 000 33 000 33 000 33 000 Departmental 1 639 202 1 639 202 1 639 202 1 639 202 1 639 202 1 639 202 Immigration 20 000 20 000 20 000 20 000 20 000 20 000 Legislative Services 247 561 247 561 247 561 247 561 247 561 247 561 Statewide Equalized 2 060 650 2 060 650 2 060 650 2 060 650 2 060 650 2 060 650 Click on lines with yellow background if any to see specific precheck message Submit For Department of Audits and Accounts 404 Program SubProgram Summary Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 The Agency Program Sub Program Summary Screen will now have symbols indicating the Agency has been Submitted or Advanced and the dates Program Sub Program Change Entry Change Selection Council for the Arts 238 Advanced 9 9 2008 5 46 45 PM FY O09 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 0600101 Access Rank 0 Budget Year Amended Fiscal Year 2009 Stage Agency Request Get Existing Change Entry Program Sub Program Change View Funds
24. Construction Sub Program 0970602 Construction Codes Budget Year Amended 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 s xl Change Funds Object Class p ee Descriptor Short Description Contract Adjustment Change Class Agencywide v m Change Type Other Adjustment ry um Justification None 4 hoping County Contract Adjustment Descriptor Contract Adjustment 4 ae C Baldwin County C Banks County Comments Measures Detail ShortDescription Description Supporting Documents 3 Change Entries click on the Change Funds Object Class Tab 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 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 balance 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 July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BU
25. DGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Change Entry Summary Change Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Sub Proaram 0970602 Change Eriry_ lt Change Funds Object Class Funds Summary wwe __ bouve Ut z Change 0 _ State G State General Funds 10 000 100 Total 10 000 gt OthFds Other Funds 0 0 otal Funds 10 000 m fi 100 0 Motor Vehicle and Position Count Code Description Change PC Position Count 0 00 MVC MV Count 0 00 r Detail Federal Funds Recovery Funds Other Funds Policy Best Managed State Rank 1 Constriictinn Codes p a n e eee ere e ummary Code Descript bs Char 300 Personal Services 301 Regular D perating Expenses 306 Real EstBte Rentals 307 Telecompmunications 312 Contractual Services Tofal Object Class _ 000 Other D tails 10 1 LIEELI UN 10 P5300 Unique Objects Othe Supporting Documents Save cl Note Depending on the agency program fund sources and object classes 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 the summary level entries on the Change Entry Summary Change scr
26. ECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 958 Agency Counts Summary 960 Program Fund Source Summary 960 1c Program Fund Source Summary 965 Agency Statewide Changes Summary 970 Agency Fund Source Summary 970 1c Agency Fund Source Summary 980 Agency Expenditure Summary 980 1c Agency Expenditure Summary Note since there is only one percentage reduction this year the reports for the Middle and Highest 46 are not available this year 400 2c 400 3c 500 2c 500 3c 550 2c and 550 3c 1 Running a Custom Report Example report below some reports have different selections a b E d f g Double click 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 This 1s only for agency reports Some reports run for all agencies and do not have an agency selection 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 No means it is an informational only agency usually attached to a parent agency and
27. Summary Object Class Summary Description Base Change Request Description Base 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 SubTotal 440095 1 082 241 3318 64 301 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 3 000 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 Request Pasition Count MV Count 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 1s send it back to the agency for additional detail changes etc in which case the agency receives an 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 stage Section III B OPB Budget Development Overview OPB Analysts will follow the same procedures and processes as detailed above for the agency ana
28. budget submission These items are exempted from the reduction but are included in the agency request as submitted to OPB e One Time Deletes Non recurring items of expenditure that are considered one time purchases in FY 2013 and are deleted from the base These will be provided by OPB These items reduce the budget request submitted to OPB The Base Budget and sum of the Base Adjustments 1s the Adjusted Base upon which agencies will calculate the 3 reduction of State General Funds for Amended FY 2013 and FY 2014 Note in the application the One Time Deletes are applied to the Base first to calculate a Revised Base Budget Next the Exemptions are applied to the Revised Base Budget to calculate an Adjusted base to which the percentage reductions are applied One Time Deletes are permanent reductions to the budget Exemptions are only used to calculate the new base for reductions and do not reduce the agency budget request when submitted to OPB State General Funds Reduction Agencies must reduce 3 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 3 of the agency s adjusted base for State General Funds 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 prog
29. ces and object classes to programs Section II A Agency 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 II B OPB Budget Development Guide This section contains detailed instructions for the OPB Analysts to be used in developing the OPB Recommendation Section IV Performance Measures this section contains instructions for agencies to enter and update performance measures in BudgetTool These will appear in the Governor s Budget Report Section V OPB IT Administrator s Guide This section contains the documentation for the 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 at OPB Assuming the functionality of the application does not change the only section that may need to change significantly from year to year is Section III due to business process changes that may occur in budget development Section III Agency 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 de
30. ctions or Redistributions Exemptions or Other Adjustments or Workloads Agency Request Page 33 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 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 negative 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 percentage is met or exceeded The pre check works as follows Submit Validation Process The submit validation process for the Agency Requests dataset 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 1s on the following 1 1 All one time delete entries must be negative 1 2 All Exemptions entries must be negative 1 3 The sum of Redistributions must equal 0 at the agency level by individual Fund Source For items 1 1 and 1 2 the errors will be written to the screen in a table
31. d to OPB Adjusted Base the base reduced by One Time Deletes and Exemptions The adjusted base for State General Funds is what the required 3 reduction is calculated on 3 Reductions Agencies except for Legislative and Judicial branch agencies must provide a net 3 reduction to State General Funds calculated on the Adjusted Base for Amended FY 2013 and FY 2014 Some programs may have no reduction and some may have more than 3 so long as the total for the agency in the percentage scenario shows a 3 or more reduction in State General 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 BudgetTool runs when an agency submits their budget request 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 Page 5 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Workload Workload consists of enrollment changes only Budget requests for additional funds or workload increas
32. e 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 Governor s 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 1s in the Governor s Final stage no changes can be made Page 40 of 40 Revised July 21 2012
33. e pertain only to those agencies with enrollment driven programs Other Adjustments Adjustments not covered by any of the other change types NOTE BudgetTool validation for the 3 reduction plan is not applicable for the Legislative and Judicial Branch agencies or for any other programs that may be exempt III A 2 Creating an Agencywide or Standard Descriptor List There are three types of descriptors in BudgetTool 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 1s 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
34. e request if needed 500 characters max g 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 but they are not specified 3 Choose the affected counties individually h Comments Use this section to add any additional comments about the Descriptor or the setup 4 000 characters max i Click Save to return to the Change Entry Summary Change Screen Descriptor Setup Add Change Class Agencywide Y Counties i REEL County Mame Change Type 0 Xj Z 7 Justification None Various l C Appling County Descriptor O Atkinson County Bacon County hort Desc Description IN Comments You have now entered the descriptor but it 1s not yet linked to the program The next steps accomplish this j You are returned to the window that only shows the Change Entry Tab k Click Save you have now linked the descriptor to the program and the Change Funds Object Class tab is visible Page 15 of 40 Revised July 21 2012 Page 16 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Change Entry Summary Change Department of Community Affairs 428 FY 10 AOB 6 14 2009 Program 0970600 Building
35. een The Documents button will always be active and allows the user to attach documents or view the documents that have been attached 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 Workers Compensation Overtime Temporary Casual Labor The detail must add to the summary entry for Object Class 300 Personal Services 4 Editing Existing Changes Page 17 of 40 change amounts Personal Liability Pay for Performance a The Agency Program Sub Program Change Entry screen now shows the updated Revised July 21 2012 Page 18 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET Program Sub Program Change Entry 4 Change Selection BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes Funds Summary Description State G State General Funds Dther Funds Budget Year Amended Fiscal Year 2010 Stage Agency Request Policy Best Managed State Rank 12 DCA s C
36. equest This Agency Request is not processed Agency Department of Agriculture 402 LY Lisa ed E Program Name Base Total Base Adj Revised Base Budget Adjusted Base Total Adjusted Total 3 Agency Request Athens and Tifton 2 810 149 2 810 149 2 810 149 2 810 149 2 810 149 2 810 149 Consumer Protection Agricultural Inputs 1 488 682 1 488 682 1 488 682 1 488 682 1 488 682 1 488 682 Agriculture and 210 293 210 293 210 293 210 293 210 293 210 293 Animal Health 1 065 205 1 065 205 1 065 205 1 065 205 1 065 205 1 065 205 Animal Protection 829 838 829 838 829 838 829 838 829 838 829 838 Consumer 3 287 672 3 287 672 3 287 672 3 287 672 3 287 672 3 287 672 Equine 721 380 721 380 721 380 721 380 721 380 721 380 Food Safety 5 703 124 5 703 124 5 703 124 5 703 124 5 703 124 5 703 124 Fuel amp Measures 3 916 315 3 916 315 3 916 315 3 916 315 3 916 315 3 916 315 Livestock Poultry 941 688 941 688 941 588 941 688 941 688 941 688 Meat Inspection 4 350 825 4 350 825 4 350 825 4 350 825 4 350 825 4 350 825 Pesticides 1 095 858 1 095 858 1 095 858 1 095 858 1 095 858 1 095 858 Plant Industry Labs 2 223 669 2 223 669 2 223 669 2 223 669 2 223 669 2 223 669 Plant Protection 1 637 964 1 637 964 1 637 964 1 637 964 1 637 964 1 637 964 Poultry Graders 4 036 980 4 036 980 4 036 980 4 036 980 4 036 980 4 036 980 Structural Pest 1 201 299 1 201 299 1 201 299 1 201 299 1 201 299 1 201 299 Warehouse 244 328 244 328 244 328 244 328 244 328 244 328 Depa
37. et Year Amended Fiscal Year 2013 Stage Agency Request Industry Certification Programs promote high quality instruction by raising standards through industry review and validation Programi Sub Program Change Entry Base Adjustments 3 Agency Request Description Base Revised Base Budget WorkLoad amp djustment Redistribution Other amp djustment Adjusted Total 3 Agency Request amp D Count amp 1 Position Count Position Count 3 2 Motor Vechicle Count Motor Yechicle Count Preview State Funds Federal Funds Recovery Funds Other Funds P5 300 Common Obj Unique Obj Page 12 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 4 Rec Request this is a tab available only for the OPB Recommendation stage and beyond This screen has the same information as the Other Adjustments tab with an extra column Rec Reduction for the selected recommendation 396 or none and a new total column Rec Request For a single program this is the 396 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 In addition there are separate columns for the Statewide Descriptors that may have been applied to the program Some of the SW descriptors included last year were ERS GETS SHBP Workers Comp etc have not been finalized Changes are ente
38. iU l S co 7 CD C WN c 3 Sort None None None None None None None None None None 10 None 11 None 12 None 13 None 14 None 15 None 16 None 17 None 18 None 13 None 20 None 21 None 22 None 23 None 24 None 25 None 26 None 27 None 28 None 29 None 30 None 31 None 32 None 33 None 34 None 35 None tll Parent Program Sub program a a any any any any Parent Program Administration 0970101 1 item s Administration 0970101 1 item s i i Sub Program 13 Parent Program i i Sub Program 13 i i Sub Program 19 Sub Program 19 Parent Program Sub Program 19 Sub Program 19 Sub Program 19 Parent Program Sub Program 19 Parent Program Sub Program 19 Sub Program 19 Sub Program 19 19 Depar 428 Building Construction 0970600 3 item s Building Construction 0970600 1 item s 19 Depar 428 Construction Codes 0970602 1 item s 19 Depar 428 Industrialized Building 0970601 1 item s 19 Depar 428 Coordinated Planning 0970700 3 item s Coordinated Planning 0970700 1 item s 19 Depar 428 Mapping and Decision Support 0970702 1 item s 19 Depar 428 Planning and Quality Growth 0970701 1 item s 19 Depar 428 Environmental Education and Assistance 0970901 1 item s Environmental Educati
39. iously 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 Agencywide 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 Agencywide This descriptor is created by the agency and will be effective for the entire agency These are used to make change entries for multiple programs 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 3 Reduction Exemption One Time Delete Other Adjustment Redistribution Workload Adjustment c Justification is not used in the agency request stage defaults to none It 1s reserved for use in the OPB Recommendation stage and beyond for further grouping descriptors d Required Type in the Descriptor name 50 characters max it must be unique e Required Type in a Short Description explaining the request 250 characters max QN CA RR O2 P2 Page 14 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 f In the larger Description box give a more detailed explanation of the request and the reason for th
40. lysts to enter descriptors and make changes to the Agency Request to develop an OPB Recommendation See above Section Agency Request In addition the 3 Reduction for Amended FY 2013 or the 3 Reduction for FY 2014 are part of the Agency Request and must be selected for each program by the OPB Analyst as applicable 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 in the OPB Recommendation stage No descriptors originating in the agency request stage can be deleted They can be zeroed out however but the Agency Request stage will always have the original agency request data 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 Page 39 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 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 submit an OPB Recommendation at which time th
41. of information about the change that is being requested It 1s the key to communicating throughout the entire budget process what is being requested why and what effect it will have on customers and deliverables Descriptors are also what appear 1n the Governor s Budget Report 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 1t 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 1s the only place the descriptor 1s used it 1s 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 To set up Agencywide or Standard descriptors in advance click the Agency Setup Shield Page 6 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 BudgetTool Ver 5 0 0 1 A R9 BudgetToo Wa OPBPROD Log Out
42. on and Assistance 0970901 1 item s 19 Depar 428 Federal Community amp Economic Development Programs 0971000 AmeriCorps 0971003 1 item s 19 Depar 428 Appalachian Regional Commission Grants 0971002 1 item s 19 Depar 428 Community Development Block Grants 0971001 1 item s 19 Depar 428 Mi I 7 Expand Group Result AgencylD SequenceNbr Agency StateCode Parent Program Sub Program Stage TotalBase State Funds Base Fe any any ad any any Administration Administrati Age 5 571 760 2 233 357 Building Building Age Building Constructio Age 346 473 314 573 Building Industrialize Age 207 804 Coordinated Coordinated Age Coordinated Mapping Age 462 219 462 219 Coordinated Planning Age 3 438 946 3 388 028 Environmental Environmen Age 4444325 1 058 445 4 item s Federal AmeriCorps Age 5112114 727 190 Federal Appalachia Age 387 132 254 332 Federal Community Age 419626 1075402 Reset Continue to Preview Report Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 3 Report Preview and Customization Click on Continue to Preview Report Note Many screens in BudgetTool allow the user to Preview Print and or Export a report to a file The user would click Preview to
43. onstruction Codes program establishes the minimum building construction standards for all new structures built in the state Basel 224 284 31 900 255 184 Change Request 10 000 234 284 31 300 10 000 266 184 eee Description Position Count MV Count Change 0 00 0 00 Object Class Summary Description 300 Personal Services 301 Regular Operating 305 Real Estate Rentals 307 Telecommunications 312 Contractual Services Total Dther Details 222 057 16 396 12 532 2 679 2 520 256 184 Change Request 222 057 16 396 12 532 2 679 12 520 266 184 State Funds Other Funds PS 300 Common Obj 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 The Change Entry List window opens Click the entry you would like to edit d Click Change or double click the entry in the list Change Entry List Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes 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 Policy Best Managed State Rank 12 Lense Class enge Type Stage Rec Justification Descriptor _ InRec State
44. ounts Level 5 Negative Funds Warning If the result of Base change amounts for a fund source is negative 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 Ei BudgetTool Ver 5 0 0 1 Ia 3 B BudgetTool OPBPROD Page 35 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Submit Un submit Validation Data Display screen Select Budget Year select Stage Select Agency select Summary Click Pre Check Summary Only Clicking here reduces the number of columns to Total Base Funds Total Base Adjustments Revised Base Budget Adjusted Base Total Adjusted Total 3 Agency Request and Parent Sub Program Name Note Attached agencies programs appear in the parent agency and are included in the pre check oce O ec Submit Unsubmit Validation Data Display Pre Check FY 2011 Summary Only Agency Request Department of Community Affairs 428 Preview Program SubProgram Summary Business Process B Pre Check Summary Only Submit Unsubmit Validation Data Display 1x E Pre Check Events x Budget Year AFY 2013 Y Pnt A m vi Summary Only Stage Agency R
45. pporting Documents 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 Entry button or double click the program 2 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 Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built inthe state Get Existing Change Entry Program Sub Program Change View Funds Summary b Object Class Summary Description I Description State G State General Funds 300 Personal Services 301 Regular Operating Other Funds 306 Real Estate Rentals 307 Telecommunications 312 Contractual Services Total Other Details i Description Position Count MV Count 3 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 have typed
46. printed or exported f Click export and type in the file name and Select the Save location Page 32 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 select File for Export If Emy Documents H My Computer JMy Network Places 2 0 My Recent Documents My Documents 4 8 hy Computer Excel xls Document xls Review Prior to Submission Redistributions Agencies can move funds among programs to fund those initiatives they feel that 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 specific programs identified by OPB 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 Other Adjustment plus Exemptions 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 Redu
47. r 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 Fund Name Base Change FundCode State 224 284 10 000 State G 224 284 i Preview wi c Clicking the Fund Name box expands all the detail lists at once d Click the blue triangle on the left of the line to get a more detailed view of an individual fund line for instance State General Funds amp View State Funds Details HARK 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 Fund Name Base Change FundCode State 224 284 10 000 State G Descriptor ChangeT ype Amount Contract Adjustment Other djustment 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 thi
48. ram using the BudgetTool application To address additional expenditure needs agencies must identify resources from within the current budget and redistribute funds as needed 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 2013 or FY 2014 budget request However requests for redistribution of funds between programs must be submitted in BudgetTool as part of the budget request 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 requiring new state funding out of revenue growth include e Increases in student enrollment e Increases for Medicaid growth e New facility openings Page 4 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 e Other priorities of the Governor Funding to be included as Workload increases will be communicated to agencies by OPB prior to budget submission Business Process The business proce
49. red in BudgetTool very much like they were last year The screens have been 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 entry and enter amounts Program Sub Program Change View HAIK 4 Change Selection Department of Agriculture 402 Base FY 13 Amendment 5 6 27 2012 Policy Educated Georgia Program 0740400 Marketing and Promotion Sub Program 0740406 Bonding Rank 20 i Budget Year Amended Fiscal Year 2013 Stage Agency Request INRRRRIRNINIENTTINIT ITIN IT RTNSTET ENSE SENSN PTS SN PY PTS ENEN SS NEN EY STRE FN SS NS ETPT ESSEN SESS FESTER ENSE SS ER ENS sss sss Get Existing Change Entry oe ia amp matters relating to agricultural surety bonds providing limited Financial protection For the Georgia producer or individual storing e product Program Sub Program Change Entry nts 396 Agency Request Other Adjustments Description Base One Time Delete Total Base amp d Revised Base Budget A Funds zi 1 State Funds State General Funds E 181 285 181 285 Sub Total 181 285 181 285 Iotal 181 285 181 285 B Object Class 1 Common Object Classes 300 Personal Services 154 646 154 646 301 Regular Operating Expenses 12 444 12 444 305 Computer Charges 4 740 4 740 305 Real Estate Rentals 7 569 7 569 307 Telecommunications 1 885 1
50. rtmental 4 558 992 4 558 992 4 558 992 4 558 992 4 558 992 4 558 992 Marketing and Promotion Click on lines with yellow background if any to see specific precheck message Preview ov Program SubProgram Summary Department of Agriculture 402 Page 36 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 C Successful Pre check 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 Y Budget Year AFY 2013 Lv Pin It Stage Agency Request Agency Department of Audits and Accounts 404 Base Total Base Adj Revised Base Budget Adjusted Base Total Adjusted Total 3 Agency Request B Audits of Local 7 393 419 7 393 419 7 393 419 7 393 419 7 393 419 7 393 419 0850202 B Audits of Medicaid 4 655 248 4 655 248 4 655 248 4 655 248 4 655 248 4 655 248 0850208 H Information System 1 429 125 1 429 125 1 429 125 1 429 125 1 429 125 1 429 125 0850209 gt Performance Audits 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 0850205 gt Reviews of Local 868 262 868 262 868 262 868 262 868 262 868 262 0850201 b Statewide 9 146 541 9 146 541 9 146
51. s 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 8 of 40 Revised July 21 2012 C The Change Entry screen gives the user a current view of all program changes entered in total to the 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 will not be able to make change entries In addition the user Fund GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 Change Selection ATE Budget Year APY 2012 Ed Fin It Stage l Agency Request D epartment af Community Health 413 Adolescent and Adult Health Promotion Adolescent Health and Youth Development Cancer Screening and Prevention Family Planning Health Promotion Tobacco Use Prevention Adult Essential Health Treatment Services Cancer State Aid Hypertension Management Refugee Health Screening and Testing 4ged Blind and Disabled Medicaid Departmental Administration and Program Support Community Health Administration b Healthcare Facility Regulation Administration b Public Health Administration Program S
52. s program Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 6 Editing Unique Objects a Click the amount space in the change column to edit the amount b Click the Unique Objects button Program Sub Program Change Entry JAI Change Selection Department of Community Affairs 428 Advanced 9 9 2008 9 29 13 PM FY09 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 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 Get Existing Change Entry Funds Summary Object Class Summary Description l Basel Change Request Description I Basel Change Request State G State General Funds 3 287 829 751 588 2 536 241 300 Personal Services 3118153 3 118 153 301 Regular Operating 518 170 518170 Federal Funds 1 895 192 1 895 182 305 Computer Charges 106 690 106 690 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 osa 8 250 107 751 588 7 498 519 312 Contractual Services 1 031 050 1 031 050 SubTotal 343682278 amp 3 11184382278 EX Unique Class
53. see this screen a Select a Printer and use Page Setup to change margins paper size and orientation b Report Title c Select a Report Style d Uncheck any columns you will not need also set the column width so you can see all data in the field It may take several tries to get the column widths correct e Select Fit to Page or Scan across Pages Report Preview El Preview Options Report Template Name 100 Program Summary 4 Output Settings Printer HP LaserJ et 1022n Sub Program Siye Toll Base Sisk Funds Base federal Funds Base Recowery funds Base Reset Printer Page Setup Tain Administakn Agenc 5571460 2233351 DID y Reque sl Building Agenc Comtrucim y 097 0500 una s Report Title SSS nna Ir 00 Program Summary For Year FY 2010 uc Stage Agency Request Agency Department of Community Affairs 428 Consrucim Agenc Codes 0970602 rm Report Style i Indus halzd e we Building Default 3500 0870601 Contemporary 4 Cooniinaled Corporate Aerated 3 ra Darrire Corporate Compact Corporate Confidential Corporate Draft E Column Settings 4 444 525 AgencylD 0 59 inches SequenceNbr 0 80 inches Agency 0 47 inches StateCode 0 64 inches Parent Program 0 91 inches z 5 112 114 Layout Span across pages Y Save Print Preview Export S The document can then be previewed
54. ss 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 should include all Statutory Fiscal Affairs and Executive Order amendments to date in BudgetTool 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 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 Base Adjustments OPB analysts will identify adjustments for the base and provide them to agencies There are two types One Time Delete Items included in the FY 2013 budget that are one time occurrences and therefore must be removed from this year s request These are always negative and will reduce the agency request upon submission to OPB These do not count as part of the required 3 reduction of State General Funds Exemptions Items exempted from budget reductions guidelines for budget development such as formula driven funding The list by program will be communicated to agencies by OPB to identify those items funded by state general funds that are not subject to the required percentage reduction These are always negative entries in BudgetTool These items will not reduce the Agency Request when submitte
55. substantially You can also delete specific data from the report by un checking the check box in the left hand column of the screen For instance if you ran a report that has all change types and you just wanted one in the report you could un check the other change types Note if you want to use a data field later on in the customization process you cannot delete it in this preliminary stage Page 30 of 40 Revised July 21 2012 Page 31 of 40 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 2 Customizing the Reports a Changing the grouping 1 Click Customize A Report Customization Column Settings Columns lt j Report Customization TESI STIESTIST FS STIS FO STIS IST IST IST IST IST ISTIS STET IST SO IST IS S IST IST IST IST IST IST IST ET IST IST ES AgencylD SequenceNbr Agency StateCode Parent Program Sub Program Stage Total Base State Funds Base Federal Funds Base Recovery Funds Base Dther Funds Base Common Objects Base Unique Objects Base State Funds Change Federal Funds Change Recovery Funds Change Other Funds Change Common Objects Change Unique Objects Change Exemption GAIT 2010 Deferred Pay Reduce SHBP Annualizer EGA OneTimeDelete Redistribution WorkLoad Other Adjustment 6 Reduction 8 Reduction 10 Reduction SwCalc Base SwCalc Change Vechicle Base Vechicle Changes Position Base Jill
56. the file S Supporting Documents 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 428JAFY 2010 Agn File Download A TEST doc Do you want to download this file Mo 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Download Selected Document Upload to BudgetTool Remove Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 d The Download Complete dialog confirms a successful download and indicates the location of the download S Supporting Documents 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
57. ub Program Change View Programj Sub Program Change Entry Agency Program Sub Program Change Entry Screen 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 Common Objects Unique Objects and a list of all attached documents This is a great place to see all changes made to a program and to see the summary at the parent program level changes made 300 to all subprograms To see changes by change entry type click on Program Sub Program Change View The Program Sub Program Change View screen opens with three tabs Note for OPB there is a fourth tab which is Recommendation The tabs are as follows Page 9 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 1 Base Adjustments this tab shows in the first column all the Base amounts by fund source object class and counts Note you may have to scroll down to see the counts Next all base adjustments are shown Then the adjustments are totaled and the Revised Base Budget calculated and displayed Program Sub Program Change View 1A x Change Selection Department of Driver Services 475 Base FY 13 Amendment 2 6 27 2012 Policy Best Managed State Program 1360200 Regulatory Compliance Sub Program 1360203
58. ure BudgetTool reflects the appropriate base budget for these requests NOTE General Policy Guidelines and Preparation Procedures for Amended FY 2013 and FY2014 budget preparation are posted on the OPB website at http www opb georgia gov III A 1 General Instructions Amended FY 2013 and FY 2014 The Amended FY 2013 and FY 2014 Budgets require each agency to identify 3 of their FY 2012 appropriation of State General Funds for reduction 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 3 Reductions 3 Redistributions optional 4 Workload only agencies designated by OPB 5 Other Adjustments as required Adjusted Base Budget Use the following guide to derive the Adjusted Base Budget a Base Budget AOB or approved cut off amendment which should include any Statutory Fiscal Affairs or Executive Order amendments to date in BudgetNet The same base is used for Amended FY 2013 and FY 2014 budget requests b Base Adjustments provided by OPB and consists of the following Page 3 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2013 AND FY 2014 e Exemptions items exempted from budget reductions and communicated to agencies by OPB prior to
59. velop Page 2 of 40 Revised July 21 2012 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION III A AGENCY USER S GUIDE AFY 2013 AND FY 2014 the Amended FY 2013 and FY 2014 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 1s anticipated 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 III 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 requests and changes are made using descriptors Any Fiscal Affairs Statutory or Executive Order amendment types in BudgetNet should be included in the cutoff amendment Data will be advanced from the FY 2013 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 2013 and FY 2014 budgets The base is advanced from BudgetNet to BudgetTool but State Funds Prior Year are not advanced OPB analysts will ens

Section III. A – Agency User`s Guide

Contents

Download Pdf Manuals

Related Search

Related Contents

Section III. A &ndash; Agency User`s Guide

Contents

Download Pdf Manuals

Related Search

Related Contents

Section III. A – Agency User`s Guide