Home

Biennial Budget System

1. Mame ID Appropriation Allotment Legal Citation FO Divisions Kind 0 Budget Authority Transter Type Appropation Tope Po Prograr BACT Po MACT 1 Click on the Search button in the Appropriation Maintenance window 2 Enter the information needed to narrow their search List is available for some fields Using the wild card in place of numbers or letters also works 3 Click OK All Appropriations matching the criteria will be displayed If there are no appropriations matching the information entered a note will display that information and the search screen will remain in place with the information removed G No Data Found With Search Criteria iO Cancel July 2010 20 ALLOTMENT MAINTENANCE This module is used to add or modify Allotments The Allotment Maintenance screen contains two blocks When adding an Allotment the system generates the Allotment ID Number Appr Org field is 4 characters Appr Unit is 3 characters Allot Org is 4 characters and Appr Kind is a single character field Navigation Press Enter or Tab key to navigate from field to field Whatever you enter is converted to uppercase regardless of keyboard setting Undo button can be used before leaving the record in any one block Allotment Maintenance screen This screen has several fields in the lower right corner These fields are strictly display only and will give information about the current record They dis
2. If fund field is left blank report will generate for all fund classes Bill code may also be entered to narrow the scope of the report Base Budget Page s summarizes budgeted vs base adjustments by fund all funds general funds other state funds and federal funds Detail level and report level allotment or appropriation may be selected Budget Decision Tracking Reports A Budget Information Systems Menu iof ES Budget Decision Tracking Repts m July 2010 92 Employee Roster Employee Roster detail report of employee roster data Grouped by sec seq program bact fund org appr and allt User can specify report year 2001 through 2003 budget level budget activity fund code and appropriation ID Estimated Salaries summary of estimated salaries for fiscal year Grouped by sec seg program bact fund org appr and allt Estimated Salaries Comparison compares roster and budgeted FTEs and compensation by fund appropriation and allotment cA Budget Information Systems Menu Al ES i Employee Roster Employee Roster Estimated Salaries Estimated alanes Comparison July 2010 93 Legislative Request Reports Fund Code Listing a list of codes names with their corresponding fund class name Object Class Listing a list of object categories with the object classes names within that category Kind Listing kind code kind description type and type description Fund Kind Sec Seq
3. 86 ENVIRONMENT 2 9 The next dialog box gives you an opportunity to edit the field selections Click on the various columns and modify IMOrmati n in Field Options You may also choose to skip a column by E Import Text Wizard You can specify information about each of the Fields you are importing Select Fields in the area below You can then modify field information in the Field Options area Field Options Field Name gency Code Data Type Text ves Duplicates OK T Do not import field Skip Indexed HISTORICAL ISTORIC AL ISTORIC AL ISTORIC AL ISTORIC AL ISTORIC AL SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY 10 You may select the primary key or let Access select it No primary key is also an option but not recommended E Import Text Wizard Microsoft Access recommends that you define a primary key For sour new table A primary key is used to uniquely identify each record in your table It allows you to retrieve data more quickly oz ISTORIC AL ISTORIC AL ISTORIC AL ISTORIC AL ISTORIC AL ISTORIC AL SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY 87 11 Name your table by entering the name in the Import to Table field and click Finish Import Text Wizard ES multi query 3 12 When your data has been successfully imported you will see the following message import Text Wizard O You may also choose to open the text fi
4. option is available Note The allotment organization must be at the same or a lower level than the appropriation organization The allotment organization should also be unique between allotments attached to an appropriation or you will receive the following error Duplicate MAPS coding structure found Check Allotment 7 Enter the Appr Kind Prog BACT and MACT either by typing the value and pressing Enter or by accessing a list for each making the desired selection and pressing OK Note Select a Program BACT and MACT from the list double click or click on List button Once the Program Structure tree is opened user may add a new program BACT and MACT and select it for this allotment Information input in one year may be copied via the Copy button User selects the year to copy from the drop down list Two options are available copy to All Years copies to all years replacing whatever exists or Blank Years copies only to years with no data leaving existing information intact Note An allotment cannot be made available for years in which the appropriation is unavailable A Copy Fr Data El From Year To E All Years 2010 C Blank Years Modify an Existing Allotment Select the Appr Allotment Maintenance module by double clicking on it The Appropriation Maintenance Window displays Select the appropriation you want to work with then select the Allotments tab The Allotment Maintenance Window displays
5. 1 374 1 529 Fund Total 1 330 1 703 1 875 1 339 1 923 1 374 1 323 Searching for Revenue Source Receipts For those Revenue Budgets that have many Revenue Sources finding a specific code listed can be difficult however a search function is available from the Nondedicated Receipts screen To search the user clicks on the Search button The screen display clears all data and the Search button changes to a Find button User inputs the Revenue Source code to Search for in the Rev Src field 1 2 3 User clicks on the Find button The Nondedicated Receipt if it exists will display If it does not exist the message line bottom of the screen will display the message Query caused no records to be retrieved User should re enter a valid query ie To return the list of Nondedicated Receipts originally displayed user must have no conditions or values in the columns and click on the Find button once more or click on the Cancel button to cancel the query Changing the Agency Fund or Revenue Budget Org From the Nondedicated Receipts screen user can change the Agency Fund or Revenue Budget Org 1 July 2010 65 To change any of these fields user clicks on the list Box down arrow and chooses from the valid list of Agency Fund Revenue Budget Orgs Adding a Revenue Source Code 1 From the Nondedicated Receipts screen user can change the Revenue Source code or add a new one To add a Revenue Source cod
6. 213000 FEDERAL PRO 455030 213000 FEDERAL PRO 435030 213000 FEDERAL PRG 435030 213000 FEDERAL PRO F i i E al D E F E i E E D E F E A A A A A E E D E i E E D To access this window click on the List icon green dollar sign or right click and select List Allotments When the list window is too large for the screen scroll bars may be used to scroll through the listings of possible values An example of the List Window is shown When a List is accessed before you navigate or click with the mouse the items displayed in the list may be narrowed by typing the first character or number of the value of the first column Further elimination can be made by typing the second character or number of the value and so on until the item desired is displayed This works well providing the user knows the value of the first column in the List window If you know the value of a different column click in the Find box type the wild card character followed by the portion of value or text to search for followed by another Click on the Find button All items with the defined value in them will be displayed for you to select from July 2010 ae Renaming an Item If a Program Name Budget Activity Name or Management Activity name is entered incorrectly you may rename the item To do this highlight the item to be renamed and click the Rename icon prism or right click and select Rename The Rename window wil
7. 6365 46 AFTER SCHOOL COMM LEARNING Exp Budget Org 2110 CONSOLIDATED FEDERAL PROGRAMS Object Class To insert a new Object Class click on the Add button at the bottom of the screen and types in the Object Class code to be added 3 If you do not know the code for the desired Object Class clicking on the List button displays a list of valid codes to choose from 4 After choosing the appropriate code click on the list button to return to the Expense Budget Distribution screen 5 You can then enter the amount of distribution by fiscal year Once an Object Class has been added to an Expense Budget it cannot be deleted Rather the distributed dollar amounts should be set to zero This will have the same effect as deleting When all changes have been completed click on Close button to return to the Base Maintenance screen July 2010 46 DEDICATED RECEIPTS The Dedicated Receipts module allows users to budget dedicated receipts collected by the agency within a specific appropriation and revenue budget org at the Revenue Source code level Additionally this module allows the user to link those receipts to agency program structure Program Budget Activity and Management Activity Accessing the Dedicated Receipts Screen 1 Inthe Budgeting at APPR Level module also known as the Appropriation Budgeting module user clicks on the Base Load button The Base Maintenance window appears with the record for Dedica
8. Arial 9 font 1 Changing Status of Documents The status of both narratives and budget fiscal reports may be altered Three basic scenarios exist where a user may want to change the status of an item in the Budget Document Outline Mark a BBS Budget Document MS Word document as Completed Restore a BBS Budget Document MS Word document to In Process status after it had been marked as Completed Restore a BBS Narrative MS Word document or Budget Fiscal report after it had been deleted from the Budget Document Outline To change the status of a document highlight the item to be changed in the Budget Document Outline Press the right mouse button and select Change Status then from the submenu select the status to which the item should be changed Complete or Restore Choose Complete to indicate that a BBS Narrative is completed Choose Restore to restore a BBS Narrative MS Word document to In Process status after it had been marked as Completed Also choose Restore to restore a BBS Narrative MS Word document or Budget Fiscal report after it has been deleted from the Budget Document Outline 3 The item s icon will change to reflect the new status to which it has been changed Revised Status Supplemental Budget only Budget documents or fiscal budget book pages that are being edited as a result of narrative or numbers changes should be designated as Revised in the Budget Document outlin
9. Click on the print button from the button bar at the top of the screen or right click on the item in the tree and select Print All Pages 3 The Biennial Budget System will then display a window indicating that the print request is being processed Print Request Window 8 Print Request 1 docs 5 Report 163599 0 secs User should wait for the request to be processed Once complete the document report will be displayed using Microsoft Internet Explorer and Adobe Acrobat The document report can now be printed by clicking on the printer icon from the Adobe Acrobat window button bar Start Page Numbering Print Option The Start Page Numbering option can be used to reprint a portion of a print job you ve already run and match the page numbering of the original report To use this option 1 Select the document s to print and right click 2 Highlight the Print option and choose Start Page Numbering at from the Print option list Al Pages Edit Document Narratives Only Mew Document Numbers Only Mark 4s Revised Change thems Only Add New Document Program HW arratives Cut Document Budget Activity Narratives Change Status PR Start Page Numbering at 3 The Start Page Numbering dialogue box will display A Start Page Number Start Page Number 4 Input the appropriate page number in the field and click OK July 2010 30 5 The printing job proceeds as usual Printing Multiple Documen
10. Current Allt fli Pp 0 Exp Org AE Otherall fof oO Prog 1E Bact 17 Mac Bie Remaining 10 10 Expense Budget Distribution Object 2012 2013 Clase Description Amount Amount I _______ _ 180 PARTTIME SEASONAL LABOR SER O a PS A A E So Ee UE Ee O A A Sd Base Adjustment Distribution Screen You can change the current Allotment or Expense Budget in the Allotment Selection block by clicking on the list box down arrow to the right of each field and choosing the desired allotment or expense budget org 4 Object class codes for which expenditures have already been distributed via the Base Maintenance Distribution screen will appear by default To add more object class codes click on the Add button and choose from the list of valid object class codes 5 Type in the appropriate amount of the distribution for each object class code for both of the years of the biennium Dollar amounts are to be entered in thousands 6 When you have completed adding a base adjustment click on Close button to return to the Appropriation Budgeting screen Deleting Object Class Distribution of Base Adjustment To delete the distribution of a base adjustment to an expense budget object class code highlight the appropriate object class code on the Base Adjustment Distribution screen and click on the Delete button at the bottom of the screen The delete function on this screen only removes the distribution
11. Dx 1 Click on the Search button in the Allotment Maintenance window 2 Enter the information needed to narrow their search Using the wild card also works 3 Click on the OK button All Allotments matching the criteria will be displayed Note If the criteria do not have allotments in the current appropriations the screen will revert back to the appropriations screen and all appropriations matching the criteria will be displayed July 2010 23 BBS BUDGET DOCUMENTS Highlights The BBS Budget Documents Outline functionality in the Biennial Budget System provides users many features that make the job of creating agency narratives and organizing their budget document more effortless and less arduous a task than as in past Features of the BBS Budget Documents tree include A graphical hierarchical budget structure from which to view add or delete narrative documents or fiscal page reports or alter the order in which they will appear in the final budget document Automatic creation of a base budget structure fiscal pages and narrative within BBS given the budget structure PROG BACT Change ltems etc which exists in the system Automatic creation of blank MS Word narrative templates based on the agency budget structure Ability to create or edit narratives directly from within the system via Microsoft Word Ability to run a fiscal page report from the Budget Document Outline Ability to add additional do
12. Expense Budget Distribution for the Base Load Amounts is done in the Expense Budget Distribution module and must be done before any distributions of Change Items can be done here To open the Expense Budget Distribution screen and distribute the base budget amounts you must go through the Budgeting at APPR Level module Adding a New Allotment to the Expense Budget Distribution Screen If the allotment that you wish to distribute to is not displayed in the drop down box it must be added To accomplish this do the following 1 Click on the Add button on the distribution screen and the Add Category dialog box displays O a a Pa A A A gy a 8 Add Category ol zi Allotment o FSGEE Expense Budget Org 1111 IM Description 2 Double click in the Allotment field to display the Allotment List highlight the allotment and click on the OK button If the Allotment doesn t display in the list check the Allotment in the Appropriation Allotment Maintenance module to ensure that it is available for the appropriate fiscal years and is tied to an organization and budget activity 3 Repeat this process for the Expense Budget Organization and Object Class 4 Click on the Add button July 2010 61 Distributing to the Revenue Source level If the Change Item is coded as a revenue item when the Distribute button is clicked system will generate a screen similar to this one A Agency Request Non Dedicated Receipts Distribu
13. SERWICES 1700 AGRICULTURAL CERTIFICATION 1500 AGRICULTURAL CERTIFICATION 2000 AGRICULUTAAL MARKETING amp DEVEL 4000 ETHANOL PRODUCER PAYMENT 5000 ADMIN amp FINANCIAL ASSIS TANCE Close When the appropriate code is found click on it to highlight it then click OK Modify an Existing Appropriation The Appropriation Maintenance Window displays The window contains two blocks Click on the field to be modified and enter the changes Information input in one year may be copied via the Copy button Select the year to copy from the drop down list Two options are available copy to All Years copies to all years replacing whatever exists or Blank Years copies only to years with no data leaving existing information intact Delete an Existing Appropriation Select the Appr Allotment Maintenance module by double clicking The Appropriation Maintenance Window displays The window contains two blocks Click on any field in the record to delete Click the Delete button The record is deleted from the database Note If the appropriation to be deleted has amounts attached to it the system will generate a warning This will delete all Expenditures associated with this Appropriation Answer prompt accordingly 1 Realign an Appropriation The Appropriation Code Block is made up of four parts Agency Section Sequence Fund Appr Unit and Org The internal BBS system generates an Appropriation ID based on this code bloc
14. from the list of valid document types and click on the OK button at the bottom of the Document Types dialog box Indicate whether to add the new document as a Sibling or as a Child by clicking on the appropriate radio button If the user is adding a document to a Branch item the dialog box will allow the user to add the new document as either a Sibling same level or as a Child below the item When adding a new document to a Leaf item the user may only add the new document as a Sibling same level To add the new document click on the OK button at the bottom of the Add New Document dialog box or click on Cancel to cancel the add function Changing the Title of an Added Other Document To change the title of an Other document which has been added highlight the item in the Budget Document Outline Note Only the title for those documents which the user has added as an Other Document type may be changed Right click and select the Change Title option from the menu The Change Title dialog box will appear Type the new title in the field provided The new title should be no longer than fifty characters long Upper and or lower case can be used 1 Change Title Dialog Box A Change Title x CHANGE TITLE Budget Activity Fiscal Report Rev 4 Cancel 4 Once the new title has been entered click on the OK button to change the name of the document Click on the Cancel
15. list at the bottom of the screen is checked the item will remain in the Outline but will appear with a red X next to it indicating that the item has been deleted If the Deleted option is unchecked the item will disappear from the screen 4 To undelete or Restore a deleted item highlight the item s and right click on them choose the Change Status option and then choose Restore Adding a New Document To add a document to the Budget Document Outline highlight the item or branch above which you wish to add an item Click on the Add Document button from the button bar at the top of the screen or right click and select the Add New Document option The Add New Document dialog box will appear Add New Document Dialog Box A Add New Document Select the Type of Document to be added Add as Sibling Child Other Document for 4gency Usel Make sure that your cursor is located in the white field in the center of the box Select the type of document to be added By default an Other Document type will be added To select from a list of valid document types either double click on the field or click on the List button at the bottom of the box The documents displayed in the list of valid document types will vary depending on the user s access July 2010 38 Document Types Dialog Box Document Types x Find Pro Grants Detail egislative Report Other Document For Agency Use Find Cancel Select
16. option you will not be prompted to choose a cell in which to place your data as in step 9 July 2010 81 6 When the Text Import Wizard comes up select Delimited and click Next Text Import Wizard Step 1 of 3 The Text Wizard has determined that your data is Delimited IF this is correct choose Mext or choose the data type that best describes your data Original data type Choose the File type that best describes your data le Delimited Characters such as commas or tabs separate each Field C Fixed width Fields are aligned in columns with spaces between each field Start import at row 1 File origin windows CAMSI wi Preview of File CoWINNT Profiles Default LUseriPersonalR 13088 Agency Code Agency Code Name Fund Code Fund Code Name E40 HISTORICAL SOCIETY 030 ENVIRONMENT NATURAL RESOUPC E40 HISTORICAL SOCIETY 100 CENERAL O01 EDUCATION OU Ed40 HISTORICAL SOCIETY 100 CGCENERAL 01 EDUCATION OU Edo HISTORICAL SOCIETY 100 GENERAL O02 PRESERVATION S D gt Cancel Finish 7 Select Comma as your delimiter and click Next Text Import Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below dalla Treat consecutive delimiters as one Tab Semicolon M Comma Space Other Text qualifier as Data preview Fu
17. screen select the report desired and click on the View button Only reports that have completely processed may be viewed If reports have not processed the July 2010 T View button will be disabled Use the Find and Search Feature to Find a Saved Report Click on the Search button Specify criteria in one of the fields of the Report requests screen and click on the Find button The wild card can be used when specifying criteria if full entry is not known The Find feature will find the closest selection s for the criteria specified Re running and Cleaning Reports Whenever Save Output is checked a report is generated and this file is saved with a report ID In the Utilities under Report Output the reports should be cleaned up on a regular basis User selects the report type clicks on the Details button All report requests will show in the screen To delete one of them select it and click on the Delete button To view the report as it existed when previously created select the report and click on the View button Job Maintenance Utility The Job Maintenance utility contains the listing of named saved jobs A list of jobs exists only when user has selected the Save Parameters for Future Runs given the job a name set frequency and last run date before submitting a report to the printer User selects Utilities then Job Maintenance option from the BIS toolbar The jobs that are saved are put into categories To view a different c
18. the Description field This field is a simple text field There are no font options here such as bolding tabs etc The Enter key is used to place a carriage return Arrow keys are used to navigate in this text 4 Press the Tab key to move to the Priority field Indicate what report order this Change Item will be given by entering a numerical value This must be a unique number if a specific order is assigned 6 The Occurrence radio group will default to On Going for Change items that contain a significant amount that will be ongoing If however the Change Item is a one time only request select the One Time radio button 7 The Budget Display radio group will default to Agency level This is where the narrative will be displayed in the narrative tree and where it will print in the final documents July 2010 56 Note The display level may be changed However if you change from Agency to Program level be sure that program codes are input into the detail screen line items The Bill field is system generated based on the selected agency i Note For EBO users the Bill field is editable List option is available Tab to the Theme field In the Theme field enter the code as defined in the Budget Instructions or use the List option to select from the valid codes list 9 The Note check box is used to add notes to the item Click on the check box and a text entry window appears The check box displays checked if a note exists 1
19. to be sure it is available for the appropriate fiscal years and is tied to an organization and budget activity See following section Add an Expense Budget Record for instructions on tying an expense budget record to an allotment This block also displays any Program Budget Activity or Management Activity associated with the 1 July 2010 44 Appropriation Allotment and Expense Budget selected The Distribution Totals block displays information for fiscal years A E The first line indicates the Total Load amount for the current Appropriation This is the amount which needs to be distributed The Current Allt amount indicates the amount that has been distributed for the Allotment currently selected in the Allotment Selection block The Other Allt amount displays the amount distributed within the Appropriation by all other Allotments those not currently selected The Remaining amount displays the amount that still needs to be distributed within the current Appropriation None of the these fields are editable The Expense Budget Distribution block displays dollars distributed by Object Class within the selected Expense Budget Add an Expense Budget Record An expense budget record must be tied to an allotment before it will display in the Distribution screen Allotment drop down To do this 1 Click on the Add button The create New Expense Record dialog box displays 2 Double click on the Allotment field to display the Allotment list
20. view a budget document 1 Inthe Budget Document Outline select the document by clicking on it 2 Right click choose View Document and the document displays with Read Only privileges Edit Document lew Document Mark As Revised Restore Old Version Add New Document Delete Document s Cut Document Change Status d 3 Click on the Microsoft Word close button X to close the document and return to the Budget Document Outline Printing Documents The BBS Budget Documents Outline allows the printing of both the Budget Documents Narratives and the Budget Fiscal Pages Budget Book Reports Additionally users may print one document at a time or many at one time The following print options are available right click only for users to print a selected group of documents All Pages Narratives Only All MS Word Documents Numbers Only All Fiscal Page Reports Change Items Only Program Summaries Only Budget Activity Summaries Only Budget Document Outline Print Options Right Click only EN rss Edit Document Narratives Only Mew Document Numbers Only Mark As Revized Change ltemnmz Only Restore Old Version Program MH arratives Add New Document Budget Actrvity Narratives Delete Documents Start Page Numbering at Cut Document Change Status d July 2010 29 Printing a Specific Document Report 1 To print one document report at a time highlight the document by clicking on it once o
21. 0 The Attach check box is used to attach files to the item Click on the check box and a dialog box appears to enable attaching a file to the item The check box displays checked if a file is attached to an item Options for downloading an attached file are available 11 The system generates the Contact name person creating the item in the Contact field This can be edited 12 The narrative status field is a simple display to show the status of the narrative for this Change ltem To change this you must go to the narrative tree 13 The preliminary information for the item is entered You must enter program dollars and FTE changes by clicking on the Detail button or accessing the Change Item Funding Maintenance module Note The other fields are all view only All fields need to be entered but the only fields initially required are Title Description Priority Occurrence and Budget Display Note Red values indicate that the amounts are not distributed to the Expense Budget level Red blocks of text signify that the item was copied to other versions and that the original version of the item was deleted BBS automatically creates narrative document templates for change items in the Budget Document module It looks for new narratives to add every 17 and 47 minutes after the hour If you are unable to see the narrative after a reasonable time first check to be sure the Budget Display radio button is selected at the proper level Then check th
22. 5 A copy of the User Authorization form can be retrieved from our MMB web site at http www mmb state mn us bis bbs Environment The Budget Information System BIS was built using a client server architecture The client workstation software is compiled for the 32 bit environment The minimum configuration for a client PC is MS Windows 95 or above or NT The minimum hardware requirements are at least a Pentium CPU or equivalent 32 MB RAM 60 MB of free disk space mouse support and SVGA monitor The PC must have a TCP IP stack loaded as a Terminate and Stay Resident program over which the Oracle SQL NET will run and have access through a router or gateway to the network Other software essential to operate BIS is MS Word 97 or above MS Internet Explorer preferred 5 0 or higher or Netscape Navigator 6 2 or greater and Adobe Acrobat Reader 5 0 or greater A workstation installation program has been distributed with the support code Please see your system support staff for the details and setup file name Passwords Agency data is secured through the use of assigned user ID and password The system can trace all transactions by user ID and by date YOU ARE RESPONSIBLE FOR WORK DONE UNDER YOUR USER ID Users will need to change their password the first time they log onto BBS Rules for passwords in BBS are put in place to minimize the chance of unauthorized users having access to the database Rules for new passwords Should have at least f
23. A TRANSFERS IN FOR FISCAL YEAR 2010 Appr 263206 INTERDISTA DESEG TRANS Agen jo DEPT OF EDUCATION Transfer Information From Appr Apor Name Unit Org Trans Amit July 2010 50 BASE ADJUSTMENTS Adding a Base Adjustment From the Appropriation Budgeting screen select the appropriation desired by scrolling up or down and clicking on it or by using the search function Once the desired appropriation has been selected click on the Base Adj button in the bottom half of the screen to view the Base Adjustment Maintenance screen Base Adjustment Maintenance Screen A Base Adjustment Maintenance e ES Appropriation Foo AFTER SCHOOL COMMUNITY LEARANIN ltem H Base Adjustment ltem Category 2012 2013 2014 2015 A hh Csi E _ W _ PB PB E PB o PB A A OT ALL AULT AULT WU 4 The selected APPR ID number and title are displayed at the top of the screen The Item is system generated Type the Description for the Base Adjustment in the Description field or double click on the field to choose from a list of existing titles 4 A small box to the right of the Description field is for comments When clicked on a text entry window opens for the you to enter comments related to the base adjustment When finished entering comments you should click on the OK button An X appears in the check box when a comment exists User may view or modify the comment anytime by clicking on the check box J
24. ACHER RESOURCE CTR 1050 STEM MIDDLE SCHOOL 1101 DECLINING PUPIL BROWNS VALLEY 1102 DECLINING PUPIL MCGREGOR 1103 DECLINING PUPIL RED LAKE 1106 TRANSPORT ENROLLMNT OPTION 1107 COMP REY 279 OSSEO 1108 GENL amp SUPPLEMENT ED PY 1109 GENL amp SUPPLEMENT EDUC 1110 ENDOWMNT SCH APPORTIONMNT 1111 NONPUBLIC PUPIL AID PY 1112 NONPUBLIC PUPIL AID 1113 COMP REY 281 ROBBINSDALE 1114 COMP REY 286 BROOKLYN CENTER 1118 ABATEMENT AID 1119 ABATEMENT AID PY 1120 COMP REY 535 ROCHESTER 1121 DEBT SERVICE AID 1122 COMP REY 833 SO WASHINGTON 1123 DISASTER CREDIT AID This window is in the format of a hierarchical tree The first level is the agency name and code The second level is the Fiscal Year The succeeding levels are the organization structure for that agency and year To view other levels of the organization structure Click on the plus sign next to the item you want more information on or double click on the same item OR n Highlight the level you are interested in and click the expand all icon at the top of the form OR Highlight the level you are interested in right click on the level and select Expand All from the menu The icons are from left to right Exit Add Copy Find Find Next Expand All Rename and Delete July 2010 13 Add a Level HN Add Organization Org Org Name MEN INN Note A new year cannot be added The add func
25. ATION Agency Request ltemID Description Content Fund Kind ProgBact Add 20117 2012 2013 2014 2015 pa ee a E 145565 CHILDREN S AFTERSCHOOLPROG iJ Wl ff T Tooo MAC A ee eee eee eee MAC A ee eee eee eee MSC A ee eee eee El Ee ee eee eee eee ME A A ee eee eee eee ME A A ee ee eee eee eee C MSC A ee eee Ef MAC A A A A E E MAC E LEE E eee MS 8 A A o A O O F Not Distributed to Exp Budget T Base Budget Included Not Revenues View Dollars FTE E e e a FIELD OPTION DESCRIPTION DEFINITION Agency The section sequence number and agency name displays in this field If user has access to more than one agency the drop down arrow will display the other agencies Left click on the desired agency name Blank Row above This row will display any search criteria defined by user for what July 2010 58 Items is being displayed Item ID System generated non editable unique number for each Change Item Change ltem title previously defined by user displays here Content Code for Expenditure Dedicated Receipt and Nondedicated Receipt is entered here List option is available Note This code drives the system to generate the Expense Budget Distribution or Revenue Source Code distribution screens when the Change Item is selected and the Distribute button clicked Fund code is entered here List option is available Kind code is entered here Drop down
26. BBS Budget Documents Outline users can choose what information they would like to see By default all documents except those that have been deleted will be viewed The user can filter or alter the view by clicking on any of the check boxes at the bottom of gt NoDataEntered In Process M EBO Signofi V Completed Deleted M Locked M Narratives M Reports Budget Document Outline Filters Filter No Data Entered In Process Completed Deleted Narratives Reports EBO Signoff Locked Description Budget documents for which no data has been entered Document is not complete Budget documents for which preliminary data has been entered Document is not complete Budget document which has been indicated as completed by the agency Document or Report that has been deleted from the final printed budget document outline Any Microsoft Word document that appears in the Budget Document Outline Any fiscal report which appears and can be run from the Budget Document Outline Budget document which has been approved by the agency s executive budget officer Budget documents with this designation can be viewed but not edited or restored by the agency Budget document which has been locked by MMB after EBO signoff Budget documents with this designation can not be edited or restored by the agency Expanding Collapsing the Document Outline ll Default Display Displayed Displayed Displayed Not Displayed Displayed Displayed Disp
27. Contents Background Agency Profile large or small Agency Fiscal Page History or Gov Rec Programs Program Name Program Budget Intro Program Summary Program Fiscal Page History or Gov Rec Budget Activities BACT Name BACT Summary BACT Fiscal Page History or Gov Rec Bold Headings Italic Narratives EH 12 Education EHMigencies EHEPARTMENT GF EDUCATION 1017 ackground E Agency Profile Now 17 TH 08 50 am rograms ENERAL EDUCATION 517 E Program Budget Intro Oct 187TH 01 52 pr i WF Program Summary Rev Mar 26TH 07 53 am udget Activities EMNERAL EDUCATION 01 E Budget Activity Summary Jan 157 11 55 am E Budget Activity Fiscal Report Rev Mar 28TH 07 WF Property Tax Shift Dec O8TH 10 25 am EFERENWDUM TA BASE REPLACEMEN 03 e Budget Activity Summary Jan 2157 09 39 am et Activity Fiscal Report Rey THER GENERAL EDUCATION PRGS 524 WF Program Budget Intro Sep 15TH 12 17 pm WF Program Summary Rev Mar 26TH 06 12 am udget Activities IRST GRADE PREPAREDNESS 01 e Budget Activity Summary Rev Mar 28TH 12 13 ies Budget Activity Fiscal Report MROLLMENT OPTIONS TRANSPORTAT 02 af F e Display Filters Fiscal Report Option No Data Entered I In Process Completed Deleted Wo Agency Narratives e Reports FT Base Cloze m EEG Signoff Locked lt xl lt 1 4 July 2010 25 Types of Documents Each item in the BBS Budget Document Outline has an icon associated with it
28. ESS O ro fee e Fiscal Year Appr Fund Manne fies Org qe Legal Citation GENERAL o IF 7000 aor 051 00503 018 008 100 ro Appropriation Type Description BEIN o EIN 0 14603024008100 N COMTINUING 2012 0000 Ata jor 14603024008100 NM Budget Activity Name ams 0000 403 fo 14603024008 100 ra EPED DUTSTATE TUITION SOS 2014 0000 NET for 146 03024 008100 ra Appropriation Organization Name as oon ane or 19603024008 TO AN DEPARTMENT OF EDUCATION Add an Appropriation Select the Appr Allotment module from the BBS menu by double clicking on it The Appropriation Maintenance Window displays The window contains two blocks If necessary click on the Add button to create a blank row July 2010 16 A system generated appropriation number appears in the appropriate field The cursor is positioned in the Name field Type in the Name of the Appropriation The system will convert text to uppercase characters Tab to the Fund field Upon entering the Fund field the status bar shows lt list gt and the List button is enabled The list option is available in this field If you know the fund it may be typed in If you do not know the fund a list is accessed by double clicking in the field or by clicking on the List button while in the appropriate field Enter the Appropriation Type by typing or using the list function and pressing the Enter key For direct appropriations a program code must be entered indicatin
29. L LABOR SER 0 0 05 05 05 05 Eee eee eee JUL ae a E o Modify Existing Base Data at the APPR level The Budgeting at APPR level screen contains two blocks The user is unable to modify any part of bl the two blocks in the first screen of this window A view option is available to limit display to appropriations with variances User checks the View Variance option to limit display Variances are displayed in red Unchecking the View Variance option displays all appropriations o To modify base data select the APPR ID desired by clicking on it 3 Click on the Load Base button to view the Base Maintenance screen July 2010 43 Base Maintenance Load Screen A Base Maintenance E a Appropriation 272871 AFTER SCHOOL COMMUNITY LEARNIN 2003 2010 2011 2012 2013 2014 2015 BALANCE FORWARD IM OPEN APPROPRIATIONS DIRECT OMNIBUS DIRECT SPECIAL JEFICIENC YY SUPPLEMENT M BAL FORWARD OUT CANCELLATIONS L REDUCTIONS LAG SALARY SUPPLEMENT TRANSFERS IH L TRANSFERS OUT DEDICATED RECEIPTS Total Load a 2633 2600 2 600 2600 2 600 Total Expenditures O 0 O 0 O Variance O 2 633 2 600 2 600 2 600 Distribute 2 600 2 600 A TIA AUT FTE Close The selected APPR ID number and title are displayed at the top of the window Categories followed by ellipsis such as LAC Salary Supplement Transfers In Transfers Out and Dedicated Receipts
30. Level Dollars at the Allotment Level Dollars at the Appropriation Level a Report Topics Page Break on PF Primary Group Change Report Description Reports resource amounts at the appropriation level Note change amounts are those reflected by distribution of change items to the expense budget level Available Columns Selected Columns Pe 010 Actual ez 2011 Budgeted 011 Agency Request 2011 Agency lternz Having 2012 Base Budget 2012 Agency Request Formula Column Description po Actual Amounts Group By Columns Selected Group By Columns Bill Code P Section Sequence Fund Category Fund Class Fund Code Appropriation ID Preparing a Multi Query Report 4 From the Report Topics drop list click on the desired report Available columns and group by columns selections will appear according to the report type selected and user s security access System requires that at least one column and one grouping be selected in order for a report to be generated o The CSV Format option button is used to have the data separated for ASCII American Standard Code for Information Interchange conversion CSV stands for comma separated value format User checks this option if an ASCII or text file format is desired for importing into Access or Excel Each field will be separated by commas which sets up columns for your chosen spreadsheet or database 4 The Page Break on Primary Group Change chec
31. Minnesota Management amp Budget Biennial Budget System FY 2012 13 User Manual 2012 13 Biennial Budget System Agency User Manual Table of Contents GENERAL BBS RULESAND OPTIONS salia bad exten a 1 GETHNG STARTED NS eee is ae oa a il did 4 AP a ee eee ee ee ree 6 PROGRAM IVAN SEIN IN Ge eg sees uri tt a 8 ORGANIZATION MAINTENANCE cuasi iii 13 APPROPRIATION MAINTENANCE cisiaiainida adi 16 ALLOTMENT MAINTENANCE senseo r a A a 21 BBS BUDGET DOCUMENTS ci iii a a aa 24 BUDGETING at APPROPRIATION LEVEL os iieo a a o a a a a a S 42 DEDICATED RECEIPT S e eee a 47 TRANSFERS IN FROM OTHER APPROPRIATIONS 000 cnn nn nnnnnn nn nnnnnnnnnnnnnnos 50 BASE ADIOS TMENES rs eto oe deen nde dba 51 CHANGE IMENIMANTENANC Es tereotajicia iii oc elote dile ooo cional iio dieta ipocanES 55 NONDEDICATED REVENUE BUDGETING asin dd 65 LEGAL CITATION MAINTENANCE atorado GS 67 REPORTS 2 siii id 69 MUEFEQUER Y REPORTS idas 75 BBO O TANDARO RIE OMT Scat eect ricci ane cerita idas 89 GENERAL BBS RULES AND OPTIONS Security The Budget Information Systems run on an IBM RS6000 computer located at Minnesota Management amp Budget in the Centennial Office Building 658 Cedar Street St Paul MN 55155 In order to be granted access to any BIS application send a User Authorization form with the required information filled in to Mary Crosson Minnesota Management Budget 400 Centennial Bldg 658 Cedar St St Paul MN 55155 or fax it to 615 296 868
32. NANCE MODULE View Agency Program Structure 1 Log on to the BIS system the BIS Main Menu displays 2 The first option is Biennial Budget System Select this option by double clicking on it or by highlighting the option and pressing ENTER 3 The Biennial Budget System menu displays The first option Program Maintenance should be selected The Program Maintenance window displays This window is in the format of a hierarchical tree The first level is the agency name and code When the tree is expanded the second level is the list of programs for the agency The level below is the Budget Activities attached to each program Finally below each Budget Activity is a list of its Management Activities This is the deepest level of the tree Nothing can be added below a Management Activity To view other program structures Click on the plus sign next to the item you want more information on or double click on the same item OR Highlight the level you are interested in and click the expand all icon double at the top of the form OR Highlight the level you are interested in and right click This will bring up a menu and you can select expand all July 2010 8 Program Maintenance window JN Program Maintenance Fe ee ed EY ES MN DEPARTMENT OF EDUCATION em 51 GENERAL EDUCATION 52 OTHER GENERAL EDUCATION PAGS 53 CHOICE PROGRAMS 94 INDIAN PROGRAMS 55 INNOVATION amp ACCOUNTABILITY 56 SPEC STUDENT amp
33. Now W Save Output Email Output Parameters a Range AA Parameter Name Req Value From To o A Af Program P E DT a S Detalle W fe Od ee eee E nter a Walid Agency Code Save Parameters for Future Auris BIS Report Parameter Screen Options Change Day Report Will Run Under When to Run default system setting is Now A drop list is provided for the user to select a day of the week that report should run Change Time to Run Report Under When to Run default system setting is the next nearest hour A drop list is provided for user to select a time of day in hours July 2010 70 Save Output The Save Output check box is checked by default Reports are saved for seven days and may be viewed through the Report Output Utility This option should remain checked if user wants to view the report E Mail Output To send yourself a file through your e mail system check the Email Output check box This option is available to users that have provided their e mail addresses to the BBS Support Staff through the Input Authorization Form The button will be disabled if user does not have this option available Currently you cannot e mail reports to someone other than yourself but you can forward them via your agency s e mail system to others Fill in Parameters of a Report Input of parameter values or ranges is required when a checkmark is viewed in the Req field The Value and Range fields are entered by user for each p
34. TEACHER PRES of SPECIAL EDUCATION FACILITIES amp TECHNOLOGY NOTRITION PROGRAMS 02 SCHOOL BREAKFAST AGN MILE 03 SUMMER SCHOOL FOOD SERVICE 06 COMMUNITY NUTRITION PROGRAMS LIBRARY PROGRAMS EARLY CHILDHOOD FAMILY SUPPORT COMMUNITY ED amp PREVENTION SELF SUFFICIENCY LIFELONG LANG DISCONTINUEDYTRANSFER PROGRAMS DEPARTMENT OF EDUCATION AGENCY E Exit Add Expand All List Allotments Rename and Delete Note The red icons in front of an item indicate that there are no allotments dedicated or nondedicated receipts attached to that item If it is at a higher level such as the program level this indicates that NONE of the lower levels have allotments dedicated or nondedicated receipts attached This is a quick way to check and make sure all of your programs have funding Adding Items This screen is used to add items to the tree program structure The titles of the fields change depending on the level you are at Program BACT or MACT EN Add New Level Program Code Program Hame July 2010 9 Add a Program ls Highlight the Agency level 2 Click on the Add icon OR right click and select add The system brings up an entry window with 2 fields One for the Program Code and one for the Program Name 3 Type in the 2 digit Code and press Enter 4 Type in the Program Name in the proper field and press OK The new program is now saved in the database Add a Budget Activity 1 Highligh
35. The window contains two blocks Select the field that needs to be modified and edit it 1 Delete an Existing Allotment Select the Appr Allotment Maintenance module by double clicking on it The Appropriation Maintenance Window displays Select the appropriation you want to work with then select the Allotments tab The Allotment Maintenance Window displays Select the allotment to be deleted User clicks on the Delete button The record is deleted from the database Note If the allotment to be deleted has amounts attached to it the system will generate a warning This will delete all Expenditures associated with this Allotment 1 July 2010 22 Searching for Allotments When you press the Search button the screen below will display This allows users to narrow down the allotments appropriations that are displayed by entering information about the appropriations and or the allotments that they want to see If there are no appropriations matching the information entered a note will display that information and the search screen will remain in place with the information removed Wildcards are allowed and some of the fields have lists associated with them EA Search Fund Appropriation Unit 2 Appropriation Org Allotment Org Hame ID Appropriation Allotment Legal Citation P Division isd Kind Budget Authority isd Transter Type oe Type fo Prograrn fo BACT SS MACT S
36. a confirmation dialog box will appear with a warning that related structure will be deleted and that allotments will be disconnected 3 Confirm the deletion The level is deleted from the database along with all related structure The allotments need to be deleted or connected to the desired structure Note Allotments must not remain disconnected It is important to either delete these allotments or reconnect them to a new structure List of Allotments and Appropriations When the List icon green dollar sign is enabled clicking on it displays a window with a list of Allotments and Appropriations connected to the level currently selected List Window List of alues for program NUTRITION PROGRAMS Alt Mame 425109 212902 OO FOOD amp MOT F S 425110 212902 FOOD amp NUTR 425110 212902 FOOD amp NUTR 425110 212902 FOOD amp NUTR 425110 212902 FOOD amp NUTR 425110 212902 FOOD amp NUTR 425110 212902 FOOD amp NUTR 425110 212902 FOOD amp NUTR 425111 212902 FOOD amp NUTR 425111 212902 FOOD amp NUTR 425111 712902 FOOD amp NUTR 425111 212902 FOOD amp NUTR 425111 212902 FOOD amp NUTR 425111 212902 FOOD amp NUTR 425111 712902 FOCO amp NUTR 425112 212902 FOOD amp NUTR 4269 76 213000 FOOD GISTRIE 420435 215962 FOOD amp NUTR 429459 1590 FOOD amp NUTR 429440 215961 FOOD amp NUTR 429440 215961 FOOD amp NUTR 429440 215961 FOOD amp NUTR 429440 215961 FOOD amp NUTR 429440 215961 FOOD amp NUTR 435030
37. ample column1 A96 OR column 2 10 Note If the column is a character field you must use single quotes around the value The quotes are automatically inserted when using the List button Click on the Add button to add the criteria to the Where Clause Specification box After user is finished entering criteria click on the Close button To delete the criteria highlight the criteria in the Where Clause Specification box and press the Delete button Although the criteria is removed from the Where Clause Specification box the Column and Operator options defined by the user remain User may edit the clause by choosing new options and entering a new value Where Clause Specification Dialog Box i A Where Clause Specification Agency Code Equals B13 Column CHARACTERS Operator agency Code Equals Value H Having Clause Specification 17 The Having button is used when user defines criteria specific to printed columns A dialog box appears called Having Clause Specification Since user is looking for a specific value in the column no List option is available If multiple entries are added by default the results are evaluated as an OR condition example column1 gt 1 000 OR column 2 gt 1 000 Click on the AND radio button to evaluate as an AND condition example column1 gt 1 000 AND column 2 gt 1 000 July 2010 78 Having Clause Specification Dialog Box 9 Having Clause Specification Con
38. ams SSENERAL EDUCATION 66 Te Program Fiscal Report Rev 1 udget Activities ENERAL EDUCATION 014 re Budget Activity Summary Mov 30TH 10 51 am RF Budget Activity Fiscal Report Rey Mar OTH 10 3 me PROPERTY TAX SHIFT Nov D6TH 01 51 pro EFERENDUM TAs REPLACEMENT 03 RE Budget Activity Summary Sep 257TH 02 49 pm RE Budget Activity Fiscal Report Rey Mar 02ND 09 5 OTHER GENERAL PROGRAMS 67 BE EDUCATION EXCELLENCE Jan 15TH 02 10 pm D EXC CHOICE PROGRAMS 65 Display Filters Fiscal Report Option W NoData Entered W In Process Y Completed Deleted W Agency M Narratives W Reports Base a Cloze M EBC Signoff M Locked This indicates the last date and time the document was edited A narrative document with a date and time stamp is considered to be in the In Process status A narrative document without the date and time appended to its title indicates that the document contains only a blank template and is considered in the No Data Entered status To edit a BBS Budget Document highlight the appropriate MS Word document item in the Budget Document Outline Click on the Edit Document button from the button bar at the top of the screen or right click and select Edit Document from the menu 3 Microsoft Word will open and the appropriate document will appear ready for editing All the functionality generally available in MS Word outside the Biennial Budget System is available to users when wo
39. arameter The Value field is used to set limits on the data output of the report If left blank there are no limits and all the data that the user has access to will be printed in the report The Range field is only available for input for some parameters and is also used to limit the report to specified ranges The List button may be selected to get a list of values possible for the selected field Save Parameters For Future Runs This button is used to save job for future use Clicking this button displays the Save Jobs For window In this window user types the name of job under New Job Name The Job Frequency field defines the number of days between now and next time report should run A numeric value must be entered If user wants report every seven days enter 7 Last Run Date field is used to designate last date this report will need to run The bottom half of this screen is view only Under the Existing Job topic all existing jobs the user has previously saved are displayed The existing jobs may be deleted by selecting it and clicking on the Delete button Existing job name may be selected to view the parameters selected for that job The next block displays Parameters of the selected or current job Existing jobs may be deleted or submitted from this screen Save Parameters For Future Runs Screen A Jobs for Organization Listing Report Job Frequency Last New Job Mame Days Run Date Existing Job Job Hame Freq Next Aun Dat
40. arrative by highlighting the Technology Funding Detail and Office of Technology Analysis sections and deleting them from the narrative Edit the header as needed July 2010 64 NONDEDICATED REVENUE BUDGETING This module is designed for input of Agency nondedicated receipts The Nondedicated Receipts module allows users to budget nondedicated receipts collected by the agency within a specific fund and revenue budget org at the Revenue Source code level Additionally this module allows the user to link those receipts to agency program structure Program Budget Activity Management Activity Accessing the Nondedicated Receipts Screen From the main Biennial Budget System menu select the Nondedicated Revenue Budgeting option The Nondedicated Receipts screen displays Nondedicated Receipts Screen HA Nondedicated Receipts OP x Agency 101 DEPT OF EDUCATION e Agen Ea Prog in Bact TP Mact Fund 100 GENERAL E Fy o Div Sw r owl o Org 0000 DEPARTMENT OF EDUCATION E H Rev 5rc Rev Source Description 2004 010 011 012 013 014 2015 ERE TEACHER LICENSE 1 74 157 1700 1734 ores f 17898 1 769 4546 SCHOOL ADMINISTRATOR LICENSE 20 20 205 4547 ON LINE LANG PROVIDER CERT FE 8345 CREDITCARD CLEARING 2360 REFUNDS OF PRIOR YR EXPEND DEPOSITS FOR OTHER ENTITIES l m a Na 108 DA E E a WU TA TA TAU THU 4 TA Total 1 830 1 783 1 875 1 339 1 923
41. as ace Click on the Exists check box to indicate that a receipt existed exists for a given fiscal year but was is not attached to any program structure exists at an agency level By default the Exists check box will be checked when a program structure PROG BACT MACT is entered This does not however indicate that the receipts were are collected at an agency level To enter the structure you may simply type in the program budget activity and management activity codes or double click in each field for a valid list July 2010 66 To copy the structure you may use the F3 function key to copy one field at a time or user may click on the Copy button and select to copy to All Years overrides any existing structure or to Blank Years copies to only years with no structure Click on the Copy button to execute the copy Copy FY Data Screen A Copy Fr Data El From Year To All Years 009 Wea C Blank Years When you have completed entering the program structure click on the Close button Check your work by clicking in the value fields by fiscal year to view the program budget activity and management activity values at the top of the screen Deleting an entire Nondedicated Receipt record From the Nondedicated Receipts screen select the row with the Nondedicated Receipt to be deleted Click on the Delete button This deletes the full record To delete a value for the receipt simply highlight the value a
42. ategory or report type user clicks on the Next or Prev button The Report Name field will change and the jobs will display under Job Name In this window the job frequency may be changed and parameters for each job viewed User may re submit a job for printing at any time by changing the frequency to zero 0 This will activate the Submit button The job will produce a report from the saved parameters consisting of the most recent data entered into the system 9 Budget Information Systems FICROO2 bis_trai Action Edit Block Field Record Quer AMES Window Help Malil Password A Budget Information Systems Menu Report Output General Repor Job Maintenance A Job Maintenance Ol ES Report Hame Program Structure Report Job Mame Nest Start Date Freq Last Run Date FINAN CE PROGRAM THU Apr 04 05 AM Job Parameters Saved As 7 Save Email Parameter Name Value From MULTI QUERY REPORTS Multi query reports allow the user to build a custom report using data from a variety of sources throughout the Biennial Budget System Reports can be generated for many topics and the user can set certain parameters or criteria to narrow down the information produced by the report For the Multi Query Report there are many report topics to select from Appropriation Variance Base Adjustment Allt Reports base adjustments identified at the allotment level May not include some not yet distributed to this l
43. ations are not based on special funding They begin with the fiscal year and end no later than the end of the fiscal year 02 CONTINUING Appropriations that span multiple fiscal years 03 SUPPLEMENTAL July 2010 Appropriations that start during a fiscal year and are used for grants special revenue or other appropriations for which the life of the appropriation is not limited to the fiscal year A7 04 SPECIAL 05 BIENNIAL 06 OPEN 07 DIRECT Appropriation accounts whose unobligated balances always carry forwal Direct appropriations whose unobligated balances carry forward the first year and cancel at the end of the second year of the biennium Open appropriations allow whatever spending necessary to fund a program At year end the amount of the appropriation automatically is reduced to the amount actually committed The appropriation is not cancelled nor is the balance brought forward Direct appropriated special revenues Org Lists and How They Work When you click in an Org code field and click the List button or double click in an Org code field the following window will display AGRICULTURE DEPT B04 1 mp Cloze GRICULTURE DEPT 604 e005 0000 COMMISSIONER July 2010 FH 000 PROTECTION SERYICES FH 100 AGRONOMY amp PLANT PROTECT SWES Pa ERO SERVICES 1150 PLANT PROTECTION 1160 AGRONOMY SERVICES 1400 DAIR amp FOOD INSPECTION 1600 LABORATORY
44. button to cancel the function July 2010 39 Moving a Document To move a document within the Budget Document Outline highlight the item to be moved Note Items may not be moved higher than their parent branch or to another parent branch For example a budget activity fiscal page may not be moved up to the agency level or a program summary may not be moved from one program to another Click on the Cut button from the button bar at the top of the screen or right click and select the Cut option from the list The item highlighted will disappear from the screen Click on the location to which you wish to move the item The Paste button will become enabled The item will be added after the selected item Click on the Paste button to move the item to its new location Note The selected item will not be permanently moved until it has been pasted to the new location Even if the item is Cut from its old location no change will take place until the item has been pasted to its new location For example a user cuts an item then closes the BBS Narrative Budget Document Outline screen Upon re entering the screen the user will notice that the item is back in its original location Edit the Budget document headers if necessary When existing documents are moved or copied to new locations the headers on the first and second page of the document must be manually updated to reflect the change Be sure to use all caps and maintain the same
45. cel the query July 2010 47 Changing Creating a Revenue Budget Org 1 From the Dedicated Receipts screen you can change the Revenue Budget Org or enter a new Revenue Budget Org Note A dedicated receipts record must be a unique combination of appropriation organization and revenue source To change the Revenue Budget Org click on the Org list Box down arrow and chooses from the valid list of Revenue Budget Orgs If the desired Revenue Budget Org does not appear in the list simply type the four digit Org number into the field and presses Enter Revenue Source Codes will now be accessible Note If the desired Revenue Budget Org does not appear in the list check Organization Maintenance to make sure it is there Then check the Appr Allotment Maintenance module to verify that the org is tied to the appropriation allotment for all years Adding a Revenue Source Code From the Dedicated Receipts screen you can change the Revenue Source code or add a new one 2 To add a Revenue Source code create a new record by clicking on the Add button at the bottom of the screen or clicking into a blank row Enter in a valid Revenue Source code and press the Enter or Tab key To view a list of valid Revenue Source codes double click on the Rev Src field or click on it once and click on the List button Choose from the valid list of Revenue Source codes and click on the O K button Once the Revenue Source code has been added the Revenue Sou
46. cuments using Microsoft Word to the hierarchical tree structure for displaying spreadsheets graphics or other non narrative data Ability to view the status of a selected agency narrative Ability for agencies to sign off on a narrative indicating that it is complete Ability to produce the final detailed budget document by volume Getting Started in the Budget Document Outline T July 2010 From the main menu of the Budget Information Systems double click on the BBS Budget Documents option or click on it once and press Enter The Budget Documents outline screen will open The structure of this screen is such that it is modeled in a hierarchical format The first level only will be visible upon entry of the screen This level displays BBS Documents Departmental Earnings To view the BBS Budget Documents structure click on the plus sign to the left of the title This will expand the budget document tree displaying all budget books for which the user has access 24 Budget Documents Outline The following is an example of the default budget structure for each agency as defined within the Budget Document Outline Each item represents a page or pages within the agency s budget presentation Pages are shown in the order they appear in the final budget document Not all pages are necessarily used by all agencies Bill Name Bill Summary Bill Summary Index Agencies Agency Name Program Structure Index Table of
47. d 000 Actual Greater Than 100 00 Budgeted Greater Than 100 Oper tf Of o And Column Operator e 2001 Budgeted Greater Than o Walue Note Multi Query will not return a row with a value of zero 0 To show rows with 0 amounts put in a Having clause where the chosen column will have a value Greater or equal to zero 0 HA Having Clause Specification Cond Oper f Or C And o Column Operator 2001 Budgeted Greater or Equal to Value Submitting the Report When the user has completed building the report and setting the Where and Having conditions in addition to any settings click on the Submit button on the Multi Query Report screen to run the report The Report Parameter Entry screen will appear as with Account Structure Reports Click on the Submit button to run the report Accessing Previously Designed Multi Query Reports When several multi query reports have been designed by user the Last Run gt gt and lt lt buttons on the bottom of the screen are enabled These may be used to access modify and or submit previously designed reports of the same type You may keep the same options or change some of the options Note The parameters for Multi Query reports are automatically saved for 7 days in the database and can be accessed using the Last Run arrows If the user has used the Save Parameters For Future Runs option on the Report Parameters screen the Multi Query Report
48. ding A Change Item is a decision package for a specific initiative proposed in the budget along with its supporting justification and statement of impact Agencies may develop Budget Change Items as part of their specific budget request or as part of an entire agency group Approved change items will be displayed as Governor s recommendations Those that are not approved will not appear in the final budget EN Budget Decision Tracking Change Item Identifier Agency io DEPT OF EDUCATION Wersiory agency Request a F Not Distributed to Exp Budget Item ID Change Item Title Apt Ord 2011 2012 2013 2014 2015 A A A A A eee eee ESSE Bil EDU Theme Category Note Attach EBO BRITTA REITAN 201 8028 Esp Rev Contact TESTAGEN 555 5555 Bo Occurence One Time On Going ae Agency Program Narrative Status IT Change ltem IN Item ID Change ltem Title Apt Ord 2011 2012 2013 2014 2015 A oe es eee eee eee eee Description Bill Theme MM Category F Mote P Attach EBO L Esp in Few Contact El Trans Occurence One Time E On Going Budget gt Agency Program Narrative Status IT Change ltem Display FIELD OPTION DESCRIPTION DEFINITION The section sequence number and agency name displays in this field If user has access to more than one agency the drop down arrow will display the other agencies Left click on the desired agency name Version Agency users have only one option he
49. e To designate a document as Revised 1 Select the document and right click your mouse NOTE if the document selected is a branch on the tree all the documents below that branch will be marked as revised Multiple selections can be made by using your shift or control keys 2 Choose the Mark As Revised to set the revised status The title of the document on the tree July 2010 40 is appended with a Rev so revised documents can be identified When the document is printed a Revised notation is included in the document footer A user can remove revised status by selecting the document s right clicking and choosing Remove Revised EBO Signoff by clicking on the red checkmark icon Management amp Budget General Support staff using the yellow padlock icon E Agencies will not be able to edit delete print or restore documents with EBO Signoff or Locked status Only users with EBO security access will have the ability to use the EBO Signoff icon To sign off on a Budget Document 1 Select the document by clicking on it the document must have Green Checkmark completed status 2 Click on the EBO Signoff Icon Red Checkmark on White Clipboard at far right of toolbar or right click choose the Change Status option and choose EBO Signoff To Remove EBO Signoff 1 Select the document by clicking on it 2 Right Click choose Change Status option and choose Remove EBO Signoff The document returns to completed s
50. e user creates a new record by clicking on the Add button at the bottom of the screen or clicks into a blank row User then types in a valid Revenue Source code and presses the Enter or Tab key To view a list of valid Revenue Source codes double click on the Rev Src field or click on it once and click on the List button Choose from the valid list of Revenue Source codes and click on the OK button Once the Revenue Source code has been added the Revenue Source Description is automatically supplied by the system in the next field User can enter dollar amounts by fiscal year by clicking into the field and typing the correct dollar amount To change existing amounts use the backspace and delete keys to remove existing data and then type the correct data Connect Nondedicated Receipts to Program Budget Structure 1 To view or connect the Nondedicated Receipt to a Program structure the value for the particular field by fiscal year must be selected by clicking into the appropriate field The top of the window displays the Program Budget Activity and Management Activity to which the receipt is connected for that year If a value does not exist for a specific receipt a program budget activity and management activity can be assigned to it To do so user clicks on the FY Data button The Fiscal Year Nondedicated Receipts screen displays Fiscal Year Nondedicated Receipts Screen Exists Year Prog Bact Mact Div Sw
51. e Details to verify that the data for the change item has been entered including the program code if the narrative is to be created at this level Editing Notes The Notes screen is accessed by clicking on the Note checkbox If a note already exists a checkmark will display Clicking on the checkbox user can view the note These notes may be printed in some reports Change ltem Note Maintenance This is a text box for exchanging information regarding this change item eral Search Cancel July 2010 57 Attaching Supporting Files This screen is displayed when the Attach check box is clicked This option enables user to attach a file to the item and other users may download the file using the Download button The screen identifies the item number name a description of the attachment the file type and the file name HA Change Item Attachments Item 73973 TEST 2 Attachment Description File Type File Name Adding Detail or Change Item Funding Maintenance There are two methods of accessing the Change Items Detail screen Details are accessible through the Change Item Maintenance module by clicking on the Detail button or by selecting the module Change Item Funding Details Whichever method is selected the Budget Decision Tracking Change Item Detail screen displays Note The List button is disabled except when user adds a new line N Budget Decision Tracking Change Item Detail Agency fio DEPT OF EDUC
52. e Last Run Date ORG LIST 2 THU Apr 04 02 Ph 04 04 2002 A o re eh Parameter PE Range Parameter Name Value From To AA E July 2010 71 Submit Report for Print Preview Click on the Submit button to preview the report before printing The Wait for Output dialog box appears with yes or no options Select yes to wait to see a View Report Output print preview Select no to view the report through the Report Output Utility at a later time see Report Output Utility in this section If user elects to preview the report and later decides not to the option to cancel remains on the screen until the system generates the preview 1 Do pou wish to wait to view the output of the report to be processed Report Output Utility The Report Output utility contains a listing of all reports that have been run whether the parameters were saved for a future run or not However if the Save Output check box was unchecked by user the report is non existent The Save Output check box should be unchecked only when a one time report is needed Managing the Already Processed and Stored Reports Advanced job processing is accessible through the Utilities command in the menu bar User selects Utilities and then Report Output command A Report Output screen displays This window displays all report types that have been requested by user and processed Double clicking on the report type brings up the details for the completed a
53. ent first HA Restore Old Version Mal ES Document Mame Text Id Program Budget Intro read Updated By Modified ROANNE LAPLANTE 11 24 08 11 30 36 MS STEVE ERMEST 10709 0809 25 424M STEVE ERMEST 09 19 0801 50 18PM STEVE ERMEST 09 19 08 09 30 11 AM STEVE ERMEST 09 19 08 09 29 394M STEVE ERMEST 09 19 0809 29 134M STEVE ERMEST 09 19 0809 24 314M STEVE ERNEST SAS DB 032255 AM Restore Cancel Select the version that you wish to revert to by clicking on it Press the Restore Button The narrative document will now contain the contents of the selected version but will be given a new date stamp The Cancel Button on the Restore Old Version dialog box may be used to cancel the restoration July 2010 37 Note Two weeks of versions but no less than four versions will be saved by the system and available for restoration Deleting Restoring an Item in the Budget Document Outline To delete a document s highlight the item or branch you wish to delete or press the CTRL key and click separately on each item to be deleted If the documents to be deleted appear in succession click on the first document then press the SHIFT key then click on the last document Once all items to be deleted have been selected click on the Delete button from the button bar at e the top of the screen or right click on the highlighted item s and select the Delete option 3 If the Deleted option from the filter
54. eplacement of the entire field entry Modifications are made using the backspace and delete keys to remove existing data and typing the correct values in each field Right and Left arrow keys are used to navigate text within fields Enter and Tab keys are used to navigate to the next field Shift Tab keys are used to navigate back a field Accessing Lists Whenever list option is available in BBS a button labeled List is enabled at the bottom of the window and the status bar displays the word lt list gt If a list is not available in the field where cursor is positioned the List button is disabled To access a list when available 1 Click on the field for the value entry 2 Click on the List button or double click in the field 3 Select the desired value by double clicking on the list item The item copies into the field E Mail System in BIS All BIS users with access to Internet E mail and having turned in their e mail address through the User Authorization form to MMB are accessible through BIS e mail An e mail message may be sent to one user all BBS users or all BIS users A list of existing users is provided in the e mail option of BIS To access e mail 1 Select Utilities from the menu bar 2 Select Mail command The Electronic Mail to BIS Users dialog appears 3 In the To field double click to access a list of available users Double click on the desired user or group 4 Tab to the Subject field and type
55. evel Not yet distributed to allotments Not Employee Roster Change ltems Reports BBS Change ltems Employee Roster Reports Employee Roster FTE positions salary total compensation total compensation with adjustments etc Dedicated Receipts Reports Dedicated Receipts Dollars at Expense Budget Level Report showing expenditure dollars distributed at the Expense Budget Level Dollars at Allotment Level Reports expenditures rolled up to the allotment level Use this report instead of the expense budget for performance improvements if you do not have to report to the object class or Dollars at Appropriation Level Reports resource amounts not expenditures at the appropriation level Note change amounts are those reflected by distribution of change items to the expense budget level Revenue Budgets Reports Revenue Budgets both dedicated and non dedicated Use Dedicated Non Dedicated reports if you do not need to include both on the same report for performance improvements The Multi Query reports are designed to meet many of the BBS user ad hoc reporting needs Criteria or conditions may be set on columns and groupings for these reports The report can also be output to the screen and printed in a hard copy format or prepared for conversion to a text file or ASCII file July 2010 75 9 Multi Query Report al x CS Format Change ltem Expense Budget Detail Change ltem Dedicated Receipts Dollars at Expense Bud
56. function ls case sensitive COMMUNITY SERVICES The search will locate and highlight the item being searched for if it exists within the search area If the search string does not exist a dialog box appears indicating so To find the next occurrence of the same search string within the same search range click on the Find Next button from the button bar at the top of the screen or right click on select Find Next You can continue this until the last occurrence of the search string When no more occurrences of the search string exists a dialog box will appear indicating so Search Returned No Data Dialog Box Editing a BBS Budget Document Biennial Budget System narratives are created and edited using Microsoft Word Consequently any document which is to be included in the agency s budget presentation other than the Budget Book Fiscal pages needs to be created and edited from the BBS Budget Documents Outline screen in a Microsoft Word format This includes but is not limited to the following All standard narratives such as the Agency Profile Program Narrative Budget Activity Narratives etc Any non standard narrative pages to be included in the agency s budget presentation All graphics including charts graphs bitmaps scanned photos etc to be included in the agency s budget presentation Any spreadsheets or tables to be included in the agency s budget presentation To give agencies a point from which to be
57. g the level at which the appropriation is actually made If your agency has a program with more than one activity and each of these activities has a separate appropriation both the program and budget activity codes must be added to each appropriation Click in the second block in the Org field that corresponds to the proper Fiscal Year Enter the proper Org code and press the Enter key The Org code list is available Type in the Appropriation Unit and press the Enter key Type in the Legal Citation or select from the list If the appropriation has more than one legal citation click in the space to the right Select another legal citation double click on selection and close the form User may add a new legal citation to the Legal Citation Maintenance list at this point and select it for reference See section on Legal Citation maintenance in this manual Information input in one year may be copied via the Copy button Select the year to copy from the drop down list Two options are available copy to All Years copies to all years replacing whatever exists or Blank Years copies only to years with no data leaving existing information intact A Copy Fr Data 5 From Year To E All Years 2010 Blank Years Appropriation Types In MAPS appropriation types determine how an account is processed at year end There are seven valid appropriation types 01 REGULAR Direct appropriations without any carry forward These appropri
58. gin creating their BBS Budget Documents the system will automatically create blank templates for each standard narrative required based on each agency s budget structure as it currently exists within the Biennial Budget System As changes are made to the agency s program structure or as change items are created or edited etc these changes will also be reflected on the BBS Budget Documents Outline screen The templates created by BBS will include the appropriate settings for each of the following and in most cases should not be modified by the user July 2010 32 Page size orientation and margin settings Page headers and footers Font Size and style Titles Agency Program Budget Activity and Change Item names Page numbers Standard graphics format and styles Agency Executive Summary For any questions regarding Budget Document format and style refer to the Instructions for Submitting the FY 2012 13 Budget Narratives separate document or contact Roxanne LaPlante at the Minnesota Management amp Budget at 651 201 8080 July 2010 33 When viewing an agency s budget structure from the Budget Document Outline you may notice that some narrative documents have a date and time appended to their title as in the example below 3 BBS Narratives Budget Document Outline BS Documents S apital Budget EH 12 Education EHMgencies EPT OF EDUCATION 101 overnor s Recommendation EHackground EProgr
59. have separate screens associated with them for modifying data When any of these items are clicked on the currently selected line turns red and the Detail button is enabled Clicking on this button accesses an edit window for the item selected Example Dedicated Receipts detail will display the Dedicated Receipts Window To modify categories without ellipses user clicks into the appropriate field Modifications are made on the Base Maintenance screen using the backspace and delete keys to remove existing data and typing the correct values in each field Distributing Load Amounts to Expense Budget Level To modify the distribution of Expense Budget data click on the Distribute button which opens the Expense Budget Distribution of Load Amounts screen This screen is used for updating distributed amounts at the Allotment and Expense Budget levels Allotments connected to the Appropriation and their associated Expense Budgets will be shown This screen consists of three separate blocks of information Allotment Selection Distribution Totals and Expense Budget Distribution Only the Expense Budget Distribution block is used for altering data within the system The Allotment Selection block allows the user to select different Allotments or Expense Budgets by clicking on the list box down arrow to view a list and highlighting the desired selection If the Allotment doesn t display in the list check the Allotment in the Appr Allotment Maintenance Module
60. he right click function of the mouse BBS Budget Documents Outline Toolbar The following shows each button on the BBS Budget Documents Outline along with a short description of its functionality July 2010 26 Exit Exits the user from the BBS Budget Documents Outline screen Print Documents Allows the user to print documents from the BBS Budget Documents Outline screen Edit Document Allows the user to edit a template or document in the Budget Document Outline Expand All Allows the user to fully expand the branch is currently highlighted E Add Document Allows the user to add a new document to the Budget Document Outline a Cut Item Allows the user to cut a narrative document or fiscal report form the Budget Document Outline screen O Undo Cut Allows the user to undo a cut narrative document or fiscal report form the Budget Document Outline screen Complete Allows the user to indicate that a BBS budget document is complete Find Allows the user to find a certain item text string in the structure of the Budget Document Outline tree Find Next Allows the user to find a certain item text string in the structure of the Budget Document Outline tree Delete Item Allows the user to delete a narrative document or fiscal report form the Budget Document Outline screen July 2010 27 Filtering the Budget Document Outline View When viewing information on the
61. he screen display clears all data and the Search button changes to a Find button 3 User inputs the search string to Search for in either the Legal Citation or Maintenance fields To search for a portion of a word or legal citation the may be used as a wildcard For example to search for anything with the word BOND in it type BOND and click the find button 4 When the user clicks on the Find button the system displays the record s matching the criteria of the search string if it exists If it does not exist the message line bottom of the screen will display the message Query caused no records to be retrieved User should re enter a valid query 5 To return the full list of legal citations user must have no conditions or values in the columns and click on the Find button once more or click on the Cancel button to cancel the query Deleting Legal Citations From Legal Citation Maintenance screen locate the desired legal authority by clicking on it or use the search function if needed To delete the legal authority click on the delete button at the bottom of the screen Use caution when deleting legal citations as no warning message appears when deleting Additionally the Undo button can not be used to undo a deleted item 1 July 2010 68 REPORTS BBS reporting enables user to print information from the database in various formats Reports are separated into categories and the report menu will di
62. highlight the allotment desired and click OK 3 Repeat this process for the Expense Budget Org and Object Class fields 4 Click on the Add button Expense Budget Distribution of Load Amounts Screen HN Expense Budget Distribution of Load Amounts Allotment Selection MH Distribution Totals Appr ID 272071 AFTER SCHOOL COMMUNITY LESANIA 2009 2010 2011 2012 2013 Total Load 2 633 2 600 2 B00 2 600 Allot IC 536526 SFTER SCHOOL COMM LEARNING Current Alt O 0 o A E Exp Org 2110 CONSOLIDATED FEDERAL PROGRAMS Otheralt of op a apo Prog SB Bact a3 Mact 593 Remaining 25633 2600 2 600 2 600 Expense Budget Distribution Object 2009 2010 2011 2012 2013 Class Description F Amount Amount Amount Amount Amount 0 FULLTIME sd E a a 0 JE 180 PART TIME SEASONAL LABOR SER 0 0 0 0 0 2MO OTHER OPERATING COSTS 0 0 0 0 A AAA E E E E A AAA E E E E A AA ee E eee A O O ee ae Modifying Expense Budget Distribution Amounts To modify the distribution of Expense Budget amounts click on the dollar amount portion of the line to be edited Any edits are done by clicking in the appropriate field using the backspace and delete keys to remove existing data and then typing the correct values in each field July 2010 45 Adding an Object Class to an Expense Budget A New Expense Budget Record Allotment
63. in the subject 5 Tab to the Message box and type in the message you want to send 6 Click on the Send button July 2010 29 After a message is sent the window remains displayed with all information Double click in the To field to access the list of users and send the same message to other BBS users one at a time without re typing the message If no further messages are to be sent user clicks on the Quit button to close the dialog Note BIS e mail does not support attachments Documents can be cut and pasted into a BIS e mail Replies can also be sent GETTING STARTED IN BBS Log onto BIS The icon shown below should be present on your PC If it is not ask your Technical Support Person to install it Once installed the icon should be double clicked to start up the Budget Information System You may find that the icon is not on your desk top but it is available under the start menu Got to Start gt Programs gt Budget Information Systems and select Budget Information Systems A login dialog box appears to verify users access 1 Type your user ID into the Username field 2 Tab to the Password field and type in your password The first time a user accesses BBS user ID and password will be the same You will be prompted to change your password after a message screen is read and the OK button is clicked 3 The Database field should be left blank which will access the production database Click on the Connect button o
64. indicating what the item is Below is a listing of each icon symbol and its meaning within the Budget Document Outline Collapsed Branch This symbol indicates that the Branch item has other Leafs underneath it Clicking on the plus sign will display these Leaf items Expanded Branch This symbol indicates that the Branch item has been expanded at least one level down Clicking on the minus sign will fully collapse this item hiding all its Leaf items Microsoft Word Document This symbol indicates that the item is a Microsoft Word document which can be created edited from the Budget Document Outline Deleted Item This symbol indicates that an item has been deleted from the Budget Document Outline Deleted items can still be displayed in the Budget Document Outline however these items will not be included as part of the final printed document Completed Item This symbol indicates that a BBS Narrative Microsoft Word document has been indicated as Completed by the agency EBO Signoff This symbol indicates that the designated Executive Budget Officer has signed off on the Budget Document locked by the Minnesota Management amp Budget and can no longer be edited Toolbar Functionality within the BBS Budget Documents Outline The toolbar used in the BBS Narratives Budget Document Outline screen allows the user many different functionalities which are also available using t
65. ists allotment ID and name appropriation ID fund code seq code FY kind prog bact mact allt Org appr unit appr org User can enter a range of agency codes depending on access privileges Agency Listing lists all agencies with sec seg number and name agency code and name and EBO name Account Structure Reports Menu A Budget Information Systems Menu IOR Es Account Structure Reports Program Structure Report Allotment Listing by Appr Allotment Listing by Program July 2010 89 Exception Reports Potential Appropriations to Realign lists appropriations that may need to be realigned this will assign both appropriations to a single ID Columns are sequence code and name appropriation ID fiscal year code appropriation unit and code Orphan Allotment Listing orphan allotments allotments that have not been tied to structure organization or kind listed by fund code appr ID allotment ID allotment name year expb org object class and dollars Receipts w o Program Structure lists by agency nondedicated and dedicated receipts not tied to the program structure Grouped by fund revenue budget org revenue source code amount and fiscal year Bal Forward Out In Problems lists appropriations with discrepancies in the Bal Forward Out In amounts Sorted by fund then seg Lists appropriation ID appropriation name unit org Exception Reports Menu Exception Reports July 2010 90 Financia
66. ive 5 characters Your new password cannot be the same as your user ID Changing your password Old Password New Password ReType Password To change your password 1 Once you have logged in to BIS select Utilities from the menu bar 2 Select Password command A Password Maintenance dialog appears July 2010 T 3 Type in your old password or present password in the text entry box field Old Password and hit the Tab key 4 Type in your new password in the text entry box field New Password and Tab to next box F Re type the new password in the text entry box field Retype New Password Click on OK button Your new password is in effect Support Functional questions having to do with the Budget Information Systems should be directed to Mary Crosson 651 201 8042 Issues having to do with BIS installation should be directed to MnASSIST Helpdesk 651 201 8103 Option 5 Note Other callers may be receiving assistance at the same time you need assistance this may cause voice mail to pick up your call Please help us deliver a quicker response to all users by leaving your name phone number type of problem and agency name You may also send e mail to BIS SUPPORT from within BIS Refer to the section titled E mail System in BIS Selecting Modules Selecting a module means highlighting the module name in the menu and pressing the Enter key or double clicking on the module name Functions of S
67. k This unique ID allows a code block to be tied across fiscal years If a specific Appropriation has a different code block structure which varies across fiscal years the system will generate separate IDs To assign both appropriations to a single ID indicating that they are no longer two separate appropriations you must manually realign them BBS Open the Appr Allotment Maintenance Module and select the appropriation that needs realigning by clicking in any field of the record see instructions for Searching for Appropriations in this section Click on the Realign button to open the Merge Appropriation Accounts dialog 1 a box Click on the List button to get a list of appropriations with which the selected 3 appropriation may be aligned The appropriations listed are associated with the same Fund and Section Sequence but are set up in different fiscal years than the Appropriation selected Select the desired appropriation from the list and press OK The Appropriation 4 ID and Name are inserted into the With field 5 Click on the Realign button to complete the realignment process or press on Cancel button to cancel HA Merge Appropriation Accounts July 2010 19 Searching for Appropriations The Search function allows users to narrow down the appropriations that are displayed When users press the Search button the screen below will display A Search J Fund Appropriation Urt 2 Appropriation Org Allotment Org
68. k box can be checked for producing BBS reports When this option is checked each time the system encounters a new instance of the first selected group by columns entry a new page will start Example If grouped by Fund is selected when the system encounters a new fund it will cause the page break at the end of reporting for that fund value and start a new page with each change in fund value Select the desired report columns from the Available Columns and the Group By Columns section 3 Each column will print on the report in the order selected by user Columns can be added or deleted from the multi query report by clicking on the lt lt or gt gt buttons between the Available and Selected columns in the center of the screen 6 Additional Change Item Report Checkbox The change Items report topic also includes a check box to include the base amount in the report By clicking on the Include Base check box the report will include a separate line for the base amount and include it in subtotal amounts July 2010 76 Creating a Formula Column e 10 11 12 In addition to the default Available Columns to choose from users may also create a Formula column based on the Available columns to calculate averages percentages totals etc To create a Formula column click on the Formula button at the bottom of the screen The Create Formula Column dialog box appears From the Create Formula dialog box type a
69. l Reconciliation Reports Reconciliation Fund reconciliation report at the fund level Line item amounts for all fiscal years are entered 0 amounts can be selected for printing or not User can enter a range of fund codes in the fund code parameters Reconciliation Seq Fund similar to Reconciliation Fund report but sorts by Section Sequence then fund User can enter a range of fund codes in the fund code parameters Reconciliation Seq Fun Appr reconciliation report at the appropriation level Breakdown by line item fiscal year for each agency appropriation User can enter a range of fund codes in the fund code parameters Reconciliation Seq Fun Appr Prog reconciliation report at the appropriation level Breakdown by line item fiscal year for each agency appropriation and program User can enter a range of fund codes in the fund code parameters Transfers between Apprs details of dollars transferred in and out with seq agency fund appropriation ID org unit and name Totals for each appropriation fund class and the grand totals for transfers in and out Transfers by Fund list of dollars transferred in and out with seq agency code fund appropriation ID org unit and name Totals are for agency code section sequence and fund class Base Adjustments Seq Fund Adj summary report of appropriation or allotment user selects level data by section sequence fund and adjustment code Base Adjustment Seq summary repor
70. l then be shown and the name of the level can be changed 9 Rename Window Program Code Program Mame q MA ST COLL amp UN OPERATIONS Cautions in Program Maintenance Module In BBS the Program Structure is very important A MACT must be connected to a BACT a BACT must be connected to a Program All allotments must be connected to a MACT Deleting Programs will also delete the related items attached to them i e BACT MACT and Allotments USER MUST EXERCISE EXTREME CAUTION WHEN DELETING IN PROGRAM RESTRUCTURING MODULE All Allotments must be reconnected if BAC Ts MACTs and or Programs are deleted July 2010 43 ORGANIZATION MAINTENANCE MODULE View Agency Organization Structure 1 Log on to the BIS system the BIS Main Menu displays 2 The first option is Biennial Budget System Select this option by double clicking on it or by highlighting the option and pressing ENTER 3 The Biennial Budget System menu displays The Organization Maintenance option should be selected The Organization Maintenance window displays Organization Maintenance window 48 Organization Maintenance n e ww qww EDUCATION DEPARTMENT E37 2009 2010 2011 EHIO00 DEPARTMENT OF EDUCATION 1000 ACADEMIC EXCELLENCE 1034 MN HUMANITIES COMMISSION 1035 MN HISTORICAL SOCIETY 1038 PRINC LEADERSHIP ACADEMY 1041 ADY PLEMNT INC STUDNT PARTICIP 1043 SCHOLARS OF DISTINCTION 1048 MATH SCIENCE TEACHER CENTER 1049 STEM TE
71. layed Displayed To expand a specific branch those items with a plus sign next to them on the Budget Document Outline one level at a time simply click on the plus sign To expand all the way to the bottom of a specific branch highlight the branch and press the Expand All button on the button bar at the top of the screen To collapse a branch one level at a time start at the bottom of the branch you wish to collapse and work your way up repeatedly clicking on the minus sign until you reach the desired level the branch at the level to which you wish to collapse up to Resizing the Viewable Window To collapse all the way to the top of a specific branch click on the minus sign for When expanding the Budget Document Outline it may be desirable to enlarge the size of the July 2010 28 viewable area of the screen enabling you to view more information at a time To resize the viewable window to allow for a larger viewing area move your cursor 1 to the outer edge right or bottom or bottom right corner of the viewable portion of the Budget Document Outline screen until a double ended arrow appears o When the double ended arrow appears click the left mouse button and proceed dragging the mouse to the right or bottom to enlarge the viewable area Viewing Budget Documents Agencies may view budget documents without causing a change in the date stamp or creating a new version of the document To
72. le in Access rather than importing it which creates a link with the data You will be unable to edit z data in a linked table Follow the procedures outlined above except you will click on Open instead of Get External Data to access the Multi Query report July 2010 88 BBS STANDARD REPORTS Account Structure Reports Program Structure list of the programmatic structure of an agency User can enter a range for program budget activity and management activity List is enabled for these fields Agency code and detail level are required fields User can choose level of detail Agency and Programs Agency Programs and BACTs Agency Programs BACTs and MACTs Organization Listing lists the organization numbers and names for a designated agency and report year required fields User can enter a range of agency codes depending on access privileges Appropriation Listing by Seq reports agency appropriations Lists agency fund code appropriation ID and name year appropriation unit appropriation organization and legal citation User can enter a range of agency codes depending on access privileges Allotment Listing by Appr reports agency allotments sorted by appropriation Lists allotment ID and name appr ID fund code FY kind prog bact mact allt org appr unit appr org User can enter a range of agency codes depending on access privileges Allotment Listing by Program documenis agency allotments sorted by program L
73. list is available Prog Program code is entered here List option is available Note If more than one program is entered here and program display level is selected BBS will create a narrative for each program Extra documents can be omitted by using the delete narrative feature Budget Activity code is entered here List option is available Add A check mark placed in the check box requires the system to add this line in the totals If there is no checkmark system will not add the line Values are entered for each of the 5 years in thousands for the version selected This is at the appropriation level Not Distributed to This option allows user to limit display of the items that are not Exp Budget distributed to the expense budget level Base Budget This option allows user to limit display of the items that have the Included Not Revenues User may select to view dollar amount associated with the item or the FTE full time equivalent positions Line totals for each fund for each year for the selected version of the item Expenditures in the fund for each year for the selected version of the item This shows if the Base Budget Included is checked It shows the base budget numbers for each fund Revenue Revenue generated for the fund for each year for the selected version of the item Net Total This is the sum of all of the funds Note Each line item entered on the Details screen must be unique base budget inc
74. list of funds with corresponding kind codes and sequences Legal Citation Listing list legal citation sequence appropriation description and appropriation APPR Listing similar report to the Legal Citation Listing sequence description appr Description appr and legal citation Legislative Request Reports Menu HN Budget Information Systems Menu Legislative Request Reports o July 2010 94
75. luded and not revenues July 2010 59 Distributing to the Expense Budget level If the Change Item is coded as an expense item when the Distribute button is clicked the system will generate a screen similar to this one 28 Agency Request Expense Budget Distribution Distribution Totals F 2011 2012 013 Decision Amount O 150 150 Other Allt 0 0 Allt Total 0 0 Change ltem Item iD Description Fund Kind Prog Bact 145565 CHILDREN S AFTER SCHOOLPROG 100 DIRECT 18 18 Allotment 636527 AFTER SCHOOL COMM LEARNING z 2240 PROGRAM ACCOUNTABILITY Expense Org Appropriation 272877 AFTER SCHOOL COMMUNITY LEARNIN Remaining a 150 150 Obj Cle Object Class Name 2011 M2 2013 140 FULL TIME z 160 PART TIME SEASONAL LABOR SER CO PRINTING AND ADVERTISING 200 PROF TECH SERVICES OUTSIDE YEN 2E0 COMPUTERS SYSTEMS SERVICES 260 TRAVEL amp SUBSISTANCE INSTATE 20 EMPLOYEE DEVELOPMENT eMO0 OTHER OPERATING COSTS Distribute Type f Dollars E FTE E t D Distributed only 0 O as nee oe FIELD OPTION DESCRIPTION DEFINITION 70d Change ltem in a previous screen Change ltem in a previous screen eee Change Item in a previous screen Change Item in a previous screen 4 HLL HLL TUUU 0 Total eane Change Item in a previous screen Change Item in a previous screen This lists the available allotments f
76. m the Budgeting at the APPR Level module the user can View Modify existing Base Data at the APPR level View Modify existing Base Adjustment Data or add new Base Adjustments at the Appropriation level View Agency Change Item Data View Modify agency budgeted positions FTE by Appropriation Searching for Appropriation on Fund Unit Orgn i From the Appropriation Budgeting screen user clicks on the Search button The Appropriation block displays blank o Enter the Fund code and or Unit code and or Orgn code to search for 3 Click on the Find button Appropriations with the entered codes will display Display will be limited to Appropriations meeting the specified codes July 2010 42 View or Modify Agency Budgeted Positions FTEs To view budgeted positions within an appropriation user clicks on the Positions button The i Budget Positions dialog box appears If more than one allotment is distributed to a salary code a drop down is available to select an allotment Allotments not distributed to a salary code will not be displayed r To modify FTE data click in the appropriate field and make the desired change A Budget Positions Allotment Selection SSS o y _ Appr ID 272871 AFTER SCHOOL COMMUNITY LEARMIN Allot ID 636527 AFTER SCHOOL COMM LEARNING p gt Expense Budget Distribution ee eae 2009 2010 2011 2012 2013 a0 FULL TIME po 15 15 1 0 10 160 PART TIME SEASONA
77. me L gt Import Web Fo lders a Files of type Text Files kxk t csv tab asc Cancel 6 Locate the file highlight it and click Import The following dialog box will appear E Import Text Wizard Your data seems to be in a Delimited Format IF it isn t choose the Format that more correctly describes your data agency Code Mame Fund Code Fund Cg SOCIETY OSO ENVIRONMENT MATUH SOCIETY 100 GENERAL OL SOCIETY 100 GENERAL OL SOCIETY 100 GENERAL OL SOCIETY 100 GENERAL Oe nil rr Advanced Cancel e Back Finish The default selection is Delimited CSV format Click Next 7 The following dialog box appears The delimiter is set at Comma but you will also need to put a check in the First Row Contains Field Names box This will automatically set up your Multi Query criteria as the field names in your Access table July 2010 85 TEA LEO ACA ARO PEE Click Next 8 Decide to allow Access to create a new table or append the data into an existing table and make the appropriate selection Click Next ISTORIC AL ISTORICAL ISTORIC AL ISTORICAL ISTORIC AL ISTORICAL ee SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY ENVIRONMENT M ose eee ees cece re ca re July 2010 IsTORICAL ISTORICAL ISTORICAL ISTORICAL ISsTORICAL ISTORICAL SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY SOCIETY
78. name for the formula column in the Name field at the top of the dialog box Type the order 1 n the column should appear in the Order field Indicate how many decimal places the result of the formula should be formatted to Under the Report Heading field enter the title heading that should appear on the report Finally type an explanation of what the formula column is in the Description field Build the actual formula by selecting a value from the drop down list of the Column field located in the bottom left of the screen Then choose the operator see the Operators for BBS Multi Query Reports heading in this section for an explanation of operator functions Finally choose a value for the Column 2 or Value field from the drop down list A value can be typed into this field in place of one of the available columns For example instead of choosing a field from the list the user can type in a value such as a whole number or decimal value When the first part of the formula is complete click on the Add button to add this piece to the equation This piece of the formula will appear in the text box at the bottom of the screen More may be added to the formula by choosing another operator and Column 2 or Value and again clicking on the Add button Note Mathematical precedence will be applied by the system e multiplication division addition subtraction execute from left to right To avoid precedence issues a new formula may be based upon an e
79. nd Code Fund Code Name SOCLETY SOCLETY SOCIETY SOCIETY Cancel lt Back next gt Finish July 2010 82 8 You may change the column formatting from this screen lf you are satisfied with the formatting click Finish Text Import Wizard Step 3 of 3 Ei ES This screen lets you select each column and set olurmn data Format the Data Format General General converts numeric values to numbers date Text values to dates and all remaining values to text C Date MOY Adwanced C Do not import column skip ISTORICAL SOCIETY ISTORICAL SOCIETY ISTORICAL SOCIETY ISTORICAL SOCIETY 9 You will then be asked where to put the data The default is the A 1 cell click OK to import to that cell or select New worksheet Save your report in Excel i ap aie S e El Existing worksheet New worksheet Properties i PivotTable report Parameters Where do you wal July 2010 83 Importing Multi Query Report Data into Access2000 Multi Query reports can be imported into Access to facilitate analysis 1 Run desired Multi Query Report using CSV format Note Submit report as usual but on the Report Parameters Entry screen select N for the Print Parameters field to avoid pulling the parameter information into the spreadsheet 2 A Multi Query Report Eh Report Topics Base Adjustment Allotment e CS Format Base Adjustment Appr E mitted an B
80. nd pending reports If reports were saved as jobs the detail screen will show the job name This screen is not editable but each report when selected enables the buttons and may be deleted or viewed July 2010 72 View a List of Previously Run Reports o HN Report Output fx Report Hame Complete Pending Last Date Ran Nest Date to Aun Program StuctueRepot e 0 fas allotment Listing by ppr O SYS TC Reconciliation Fund JO o JO A Organization Listing Rept 2 o p ooe Estimated Salares AUX 2 fo oxelito Fiscal Note Requeste by Agency 1 O mna ExpendtueDetal 2 O emn Upon entering BIS from the command line select Utilities command and Report Output A Report Output screen displays a summary of report types that user saved as jobs Double click on desired report type and all saved jobs of that report type will be viewed Report Request selected report type Detail Screen 2 Report requests for Multi Query Report Aa E Start Date Complete Date Job Name i 4 10054 05 07 15 25 OBO 15 25 10053 05 07 14 53 05 07 14 53 PUR HT A 1 mi iy E m a Regat Date OF 14 10 28 Byte Size 41 758 M Save Output Proc ID 1318376 Nor Lines 47a In this screen a report may be selected and deleted or viewed The report contains historical data data produced at the time the report was originally run View a Saved Report on Screen From the Report requests
81. nd use the Delete key or use the backspace key LEGAL CITATION MAINTENANCE The Legal Citation Maintenance screen allows users to maintain add delete or modify valid legal citations within the Biennial Budget System to be used in conjunction with the Appropriation and Allotment maintenance screens Entering New Legal Citations 1 From the main Biennial Budget System menu select Legal Citation Maintenance menu 2 To add a new legal citation user clicks on the Add button at the bottom of the screen 3 User should enter both the full legal citation and a short description of the legal authority in the fields provided by clicking into the field and typing the appropriate data July 2010 67 Legal Citation Maintenance Screen EA Legal Citation Maintenance Legal Citation Information Legal Citation Description fersezopol4 ss GRANTSLOCALCWP O M5 480 09005 STATELAWLIBRARY O mosa o PAROUS PURPDEET SERVICE Ens OAE pn JRENERALOBLIG BOND SALE moser BOND SALE CS paza BOND SALE sS IE ET Haswa BOND SALE S pas O BOND SALE Eus BOND SALE Easo aE Es BOND SALE fp 17 9860 BOND SALE S pers BOND SALE e Searching for Legal Citations Open the Legal Citation Maintenance screen 1 o A search function is available from the Legal Citation Maintenance screen allowing users to easily find a specific legal authority To search the user clicks on the Search button at the bottom of the screen T
82. o the agency s Base should be made using the Base Maintenance screen press the Load button Any amounts may be changed from this screen except Salary Supplements LAC Transfers In and Dedicated Receipts which are modified or entered from their appropriate detail screen Detail screens are accessed from the Base Maintenance screen by selecting the corresponding line and fiscal year and clicking on the Details button All Dedicated Receipts entered should be connected to the proper program structure by fiscal year Distribution of dollars to the allotment expense budget level should be made using the Expense Budget Distribution module If transfers between agencies are required contact your Executive Budget Officer at the Minnesota Management amp Budget Key Report s Reconciliation Reports Exception Reports Receipts w o Program Structure Exception Reports T Base Adjustments should be entered via the Budgeting at Appr module Base Adjustments July 2010 6 should be entered using the Base Adjustment screen Dollars should be distributed to the allotment expense budget levels for D E years only Key Report s Reconciliation Report Exception Reports 8 The Nondedicated Rev Budgeting module should be accessed and all non dedicated revenue entered All receipts should be connected to the proper program structure by fiscal year Key Report s Receipts w o Program Structure Exception Reports July 2010 F PROGRAM MAINTE
83. odes or double click in each field for a list To copy the structure use the F3 function key to copy one field at a time or click on the Copy button and select to copy to all years overrides any existing structure or to all blank years copies to only years with no structure Click on the Copy button to execute Copy FY Data Screen From Year To E All Years 2010 Blank ears Click on the Close button when finished entering all program structure Check your work by clicking in the value fields by fiscal year to view the program budget activity and management activity values at the top of the screen Deleting an entire Dedicated Receipt record 4 From the Dedicated Receipts screen select the row with the Dedicated Receipt to be deleted Click on the Delete button This deletes the full record To delete a value for the receipt simply highlight the value and use the Delete key or use the backspace key July 2010 49 TRANSFERS IN FROM OTHER APPROPRIATIONS Transfers In and Out are completed in one transaction within the system Users enter only the Transfers In side of the transaction and the Biennial Budget System completes the Transfer Out side The Transfer Out line of the Appropriation Budgeting module will reflect amounts transferred out of the selected appropriation but is viewable only The only restriction to this function is that the user entering the transfer must have access to both sides of the transfer transac
84. of dollars to the object class code It does not delete the object class code from the expense budget 1 Modifying Deleting Existing Base Adjustment Data at the APPR Level From the Appropriation Budgeting screen select the appropriation desired by scrolling up or down and clicking on it or by using the search function Once the desired appropriation has been selected click on the Base Adj button in the bottom half 1 2 of the screen to view the Base Adjustment Maintenance screen The selected APPR ID number and title are displayed at the top of the Base Adjustment screen 3 This screen provides editing capabilities for all fields except the Item field You can type the description desired or the actual category description The check box when checked signifies that a comment exists You may view the comment by clicking on this check box Shift Tab keys July 2010 53 are used to navigate from field to field moving to the right To delete a Base Adjustment highlight the appropriate record on the Base Adjustment screen and 4 click on the Delete button at the bottom of the screen Use caution when deleting as no caution messages appear when the Delete button is clicked 5 When you are finished editing deleting the base adjustment click on Close button to return to the Appropriation Budgeting screen July 2010 54 CHANGE ITEM MAINTENANCE MODULE This screen is used to enter requests for new funding or decrease in fun
85. of the selected items in the tree and select Print Then from the print sub menu select the type of document you wish to print The Biennial Budget System will then display a window indicating that the print request is being processed User should wait for the request to be processed Once complete the documents reports will be displayed using Microsoft Internet Explorer and Adobe Acrobat The documents reports can now be printed by clicking on the printer icon from the Adobe Acrobat window button bar Searching for Documents 1 To search for an item within the Budget Document Outline highlight the item or branch from which you wish to begin the search Warning The Search function will fully expand any branch at or under the top search level as indicated by the user It may be unwise to conduct your search higher than a specific agency level as it make take a while for the search to complete Click on the Search button from the button bar at the top of the screen A Find dialog box appears to which the user should enter the search string to look for This search engine is case sensitive so the search string should be entered exactly as it would appear within the Budget Document Outline Once the search string has been entered click on the Find button Click on the Cancel button to cancel the search July 2010 31 Find Dialog Box Enter the item you are searching for exactly as it would appear In the tree structure This search
86. ollars at Expense Bud Level al Page Break on Fri Jul 03 04 00pm Dollars at the Allotment Level Dollars at the 4oporopriatian Level Primary Group Change Report Description Reports resource amounts at the appropriation level Note change amounts are those reflected by distribution of change items to the expense budget level 4 vailable Columns Selected Columns 011 Agency Request Pe 009 Actual 011 Agency tens gg 2010 Actual 2011 Budgeted 012 Agency Request 2013 Agency Request l 2012 Base Budget 2014 Base Budget Having 2013 Base Budget M5 Baze Budget 2012 Load Formula a Column Description P 3 Agency Request Base budget Change Items Group By Columns Selected Group By Columns Agency Code Fund Code Bill Code Ze Section Sequence Fund Category Appropriation Link Note Submit report as usual but on the Report Parameters Entry screen select N for the Print Parameters field to avoid pulling the parameter information into the spreadsheet 2 When report is complete click on the Save file button click OK when the information box appears This will store 635 bytes 46 lines in the file specified Continue rr 3 Choose where your report will be saved Open Excel Go to Data Get External Data Import text file 5 Locate your report and click Import OR Proceed with the Text Import Wizard instructions if you choose this
87. on Technology Information is entered and distributed as with a regular change item with one exception to identify a change item as an IT item user selects Y in the IT Item indicator field 8 Budget Decision Tracking Change Item Identifier 0 Agence 101 DEPT OF EDUCATION wersion Agency Request E TF Distributed to Exp Budget Item ID Change ltem Title Apt Ord e007 208 NU 011 115932 TEST Change ltem 0 100 100 D D Description MT Attach This is a test Bil EDU Theme Categow Nite lv Exp Rew a Contact TEST GEN 555 5555 Bo Occurence One Time On Going ae Agency Program Narrative Status IT Change ltem IN splay BBS will automatically create a narrative document template in the Budget Document module The IT Change Item template is the same as a regular Change Item with the addition of a technology funding table and Office of Technology analysis at the end of the document To do this the user needs to click after the Alternatives Considered section and then click on IT Chg tem on the toolbar This will add the Technology Funding Detail and the Office of Technology sectioXs in the proper place Eile Edit View Insert Format Tools Table Window Help BIS Table BIS Graphics IT Chg ltem July 2010 63 Agency users should complete the information in the Technology Funding Detail table The Office of Technology will complete the analysis section Technology Funding Detail Dollar
88. or the program and budget activity identified If more than one Allotment is involved the drop down arrow will provide access to these If values are attached to the allotment the allotment id number is followed by an asterisk Expense Org Available Expense Budget Org s that were distributed to is are displayed If more than one Allotment is involved the drop down arrow will provide access to these If values are attached to the allotment the July 2010 60 allotment id number is followed by an asterisk Decision Amount Total amount for this change item for all allotments all expense orgs for program identified Amounts distributed to other than the viewed allotment Allt Total Amounts distributed to the selected allotment Remaining Amount not yet distributed Obj Cls Object Class Code listed individually from the Expense Budget Distribution Module that was used in distributing the Allotment displayed Object Class Name Distribute Type Option to view the dollar amounts distributed or the Full Time position distribution only Distributed only Option to view only the distributed amounts and object class codes Object class codes without distributed dollars will not be displayed Note Once a change item has been distributed line items on the Details screen may not be modified except dollar amounts The change item distribution must be deleted or create a new line item and distribute and delete the original line item
89. ow dE E Editing a Chart or Graph within a Budget Document 1 To edit the data associated with the chart or graph double click on it Click into the data view at the bottom of the chart or graph 2 The user can add rows or columns or delete them from the data view Additionally the July 2010 35 actual data can be edited by clicking into a cell field deleting the old data and typing in the new data 3 When the user is finished editing the data associated with the chart or graph click somewhere outside the frame of the chart or graph Note Please refer to the Instructions for Submitting the FY 2006 07 Budget Narratives Biennial Budget Graphic Instructions section separate document with any questions regarding editing charts and graphs Inserting a Table into a BBS Budget Document Agencies may also wish to add a table to their Budget Document Use the following procedure to add and edit a table in a Budget Document 1 Open the Budget Document by highlighting it in the outline and either clicking on the toolbar Edit Document button or double click 2 Set your cursor where the table should appear in your narrative document 3 Click on the BBS Table button on the MS Toolbar to the left of the BBS Graphics button The Add BBS Table Window appears Add BBS Table x Number of Years 3 starting Year S002 Include Decimals D 4 Choose the number of fiscal year columns from the Number of Years drop do
90. play the name description of the various codes A Appropriation Maintenance Appropriations Allotments Appr 1D 2051157 a O Fund ff e O Allotments _ _ _ __ __ Allotment ID Mame Division 728573 IDTOCOUNTIES lt I La Division Name Appropriation Organization Mame Fiscal Year Allotment Allotment Organization Name Fiscal Apo Appr Allot Year Org Unit Org Kind Prog BACT MACT Kind Name Program Name a m gt BACT EE AW TT JUL VA TOO TOE Add an Allotment Select the Appr Allotment Maintenance module by double clicking on it The Appropriation Maintenance Window displays Select the appropriation you want to work with then select the Allotments tab The Allotment Maintenance Window displays The window contains two blocks Click 1 2 on the Add button if necessary the system creates a blank row 3 A system generated Allotment Number appears in the appropriate field The cursor is positioned in the Name field Type in the Name of the Allotment The system will convert text to uppercase characters 4 Enter the Division Code if your agency uses it which is a 4 character field July 2010 21 Click in the Fiscal Year Allotment block System bypasses the Appr Org and Appr Unit 4 fields and stops at the Allot Org field 6 Type in the Allotment Organization Code which is a 4 character field Press Enter List
91. r press Enter on your keyboard Old Password New Password Rel wpe Password The BIS Main Menu will appear July 2010 4 BIS Main Menu This window contains a list of options in the Budget Information System Some options will not be available depending on each user s access and or security Double click on the desired option A Budget Information Systems Menu Po Tra BIS Main Menu Biennial Budget System ee gt A A gt m m m m m E m m Choose the Biennial Budget System to enter this module double click or highlight this option and press Enter Biennial Budget System Window This window contains Biennial Budget System modules User access security determines which options are visible to each user User accesses each module by double clicking on the name of the desired module A Budget Information Systems Menu Pal f Biennial Budget System PragramMaintenance Organization Maintenance Budget Documents Appr Allotment Maintenance BudgetingatAPPR Level Nondedicated Revenue Budgeting Departmental Eamings O BBS Reports Menus Menu Help ltem Help Prev Menu Exit July 2010 5 BBS TASK LIST The following is a logically ordered progression of how agencies should proceed while entering their budget using the Biennial Budget System 1 The Program Maintenance module should be accessed to ensure that all agency Programs Budget Activities and Management Acti
92. rce Description is automatically supplied by the system in the next field Enter dollar amounts by fiscal year by clicking into the field and typing the correct dollar amount To change existing amounts use the backspace and delete keys to remove existing data and then type the correct data Dollars are in thousands Connecting Dedicated Receipts to Program Budget Structure T To view or connect the Dedicated Receipt to Program structure the value for the particular field by fiscal year must be selected The top of the window displays the Program Budget Activity and Management Activity to which the receipt is connected for that year To connect a value that is not showing a program budget activity and management activity click on the FY Data button The Fiscal Year Dedicated Receipts window displays July 2010 48 Fiscal Year Dedicated Receipts Screen H Fiscal Year Dedicated Receipts a Oo on I on Mi Exists Year Ph a uo 2010 2011 TO LLL TUUT Tm mn T AIIIN Liz Close Click on the Exists check box to indicate that a receipt exists for a given fiscal year but is not attached to any program structure exists at an agency level By default the Exists check box will be checked when a program structure is entered This does not however indicate that the receipts are collected at an agency level To enter the structure type in the program budget activity and management activity c
93. re a Note Some users have access to more than one version Access other versions by clicking on the drop down arrow and selecting it Budget that are not distributed to the Expense Budget level Descriptive comments for the item are entered in this text block Arrow keys are used to navigate within the text block The Enter key is used for carriage returns The system generates the Bill Code for this item Itis view only for the Agency user Identifies the change item category Theme From the category codes list in the Budget Instructions or from the List option user inputs the theme for this change item if required Report Order In this field the order in which an agency wants the change item to July 2010 55 supporting documentation This information is not reported Identifies the Executive Budget Officer s name and phone number responsible for this agency system generated Identifies the person to contact in the agency This initially identifies the user creating the item but may be changed Expenditures System generates a check in the appropriate check box after the detail Revenues is entered for the item defining whether the item has any or all of these Transfers attached to it Occurrence This is a flag to specify whether the over all change item is ongoing or one time Budget Display This will specify where to place the narrative in the document tree and where it will print in the final documents The defa
94. reen This ttem is view only in this screen and was defined for the current Change Item in a previous screen The Revenue Org s that the amount was distributed to is are displayed If more than one is available the drop down will allow the user to access the others Total amount for this change item for all revenue ors Amounts distributed to other than the viewed org Amounts distributed to the selected org Amount not yet distributed Revenue Source Code listed individually from the Expense Budget 62 Distribution Module that was used in distributing the Allotment displayed Revenue Source Name of the Revenue Source Name Distributed only Option to view only the distributed amounts and their object class codes Object class codes without distributed dollars will not be displayed To Add a Revenue Budget Org to the Distribution Screen If the correct Revenue Budget Org does not display in the drop down do the following 1 Click on the Add button on the distribution screen and the Add Category dialog box displays 2 Double click in the Revenue Budget Org field to bring up the list of agency Revenue Budget A Add Category Revenue Budget Org 1000 Description JOTHER GRANTS Orgs highlight the org and click OK 3 Repeat this process for the Object Class ID 4 Click on the Add button IT Change Item Maintenance This designation is used to indicate that a change item is an item dealing with Informati
95. rking on narratives within the system Close the document and or MS Word and the document is automatically saved Note The Save icon in MS Word ll is disabled Closing the document will prompt the system to save July 2010 34 Inserting a Standard Graph or Chart into a Budget Document Aside from the required charts included in the Agency Executive Summary template agency users may also insert standard charts and graphs in other areas of their budget presentation if needed Available standard charts and graphs as determined by the Minnesota Management amp Budget include Pie Chart Single Line Graph Multi Line Graph Column Chart Bar Chart Stacked Bar Chart To insert a standard chart or graph into a narrative document open the document up in MS Word 1 via the BBS Budget Documents Outline screen o Click on the location in the document where the standard chart or graph should be inserted 3 Click on the BIS Graphics menu item from the menu bar at the top of the MS Word window 4 Choose the appropriate chart or graph from the menu list by clicking on it MS Word will then insert the chart graph in the selected location Chart Graph View Edit Mode i A A OO aL Total Budget All Funds Dollars in Millions PAT 9959505050555 959559157 E A ow A A A A ow of A A A A ow A A A A ow of A A dE ME E E A ow A A A A ow A A A A
96. rts Finance ly Reports IT Change ltem Exception Narrative Tracking Reporte OOOO Maigue Repot pee a July 2010 69 Types of Reports in BBS Account Structure Reports list reports for programs organizations appropriations and allotments Exception Reports reports to determine problems with budget data such as orphan allotments receipts without a program structure etc Financial Reconciliation reconciliation reports transfers and base adjustments Budget Decision Tracking Reports base budget spending reports agency briefs Employee Roster employee roster and salaries reports Legislative Request Reports list reports such as fund codes kind listing object class listing Multi Query Report see section on Multi Query Report Parameter Entry Instructions The BBS Reports Menu contains a listing of all available report tyoes User makes a selection by double clicking on the desired report type then selecting the specific report desired The Report Parameter Entry Screen displays title bar with the Report Name selected in the previous screen The Line Len field is system generated Save Output check box is checked by default to offer advanced options later in a session This box remains checked if user wants to save the Report for seven days View from Report Utilities 1 Report Parameter Entry Screen m Report Parameter Entry al x Report Hame Line Len When To Aun p Structure Report g7
97. ructure CAUTION In this module DO NOT DELETE UNLESS ABSOLUTELY CERTAIN THIS IS WHAT YOU INTEND TO DO Deleting ANY level deletes all the structure related to it and CANNOT be restored User must re enter manually any deletions made 1 Highlight the item you want to delete 2 Click on the Delete icon OR right click and select delete 3 The level is deleted from the database along with all related structure Renaming an Item If an Organization Name is entered incorrectly you can rename the item To do this highlight the item to be renamed and click the Rename icon prism or right click and select rename The Rename window will then be shown and the name of the level can then be changed A Rename Organization Org Org Mame 000g CHANCELLOR S OFFICE Find a Specific Organization HA Find Organization Org Org Name The Find icon will allow the user to search for an organization unit Highlight the item you want to start searching from must start BELOW the year level 1 2 Click on the Find icon Enter the Organization Code or the Name you are searching for 3 Note The Organization Code must be exact but the Name will accept wildcard characters 4 Press the Find button to go to the first item to match the criteria 5 If multiple ltems were found you can now press the Find Next icon to go to each additional item found July 2010 15 APPROPRIATION MAINTENANCE Log on to the BIS system
98. s inThousands 1 Funding 2004 2005 Biennium 2006 2007 Biennium 2008 2009 Biennium j Distribution FY 2004 FY 2005 FY 2006 FY 2007x FY 2008 FY 2009x ja A AE E 2 E Ox Suppliess CO Hardware Ox Ox Softwares Of Ox Facilities Ox Oy Servicess CO Trainings Of Oy Grants TOTAL 0 0 ue information is specifically required by M S 164 11 and should be taken directly from the business case in the SIRMP online database under the Project Funding tab 1 Office of Technology Analysis The Office of Technology OT will complete this section with an analysis of each proposal both preliminary and final inthe Governor s recommended budget T Note The system looks for new narratives to add every 17 and 47 minutes after the hour If you are unable to see the narrative after a reasonable time first check to be sure the Budget Display radio button is selected at the proper level Then check the Details to verify that the data for the change item has been entered including the program code if the narrative is to be created at this level Removing the IT Change Item Designation If a change item has been incorrectly identified as an IT change item you can remove the designation by doing the following 1 Access the Bdgt Dec Trcking Chng Itm Entry module and highlight the change item 2 Change the IT Change Item indicator from Y to N 3 Edit the corresponding n
99. splay reports options according to user rights Terms Used in Reporting Used to set values that limit the output of data Example If you have access to all section sequences and do not want all section sequences to print you set the parameters to one section sequence or a range of section sequences if it is enabled Default parameters are restricted by user access If user has access only to section sequence 501 only information pertaining to section sequence 501 will print If user has access to all section sequences all section sequences will print unless a parameter is set Almost all reports have parameter options but some do not require entry by user If a value is required a REQ field will be checked by system next to the parameter Some parameters offer range options where user may set a range of funds a range of class codes etc to print A job is a set of parameters or values set for a specific report type along with criteria that is saved for future access of the same report with the most recent data A file is a report that is saved with data that will remain the same as it existed in the database at the time it was originally run for comparison purposes Parameter Job File BBS Reports Menu A Budget Information Systems Menu BBS Reports Menu ss Account Structure Reports o Exception Reports o Financial Reconcilati n Budget Decision Tracking Repts Employee Roster CS Departmental Eamings Repo
100. t of appropriation or allotment user selects level data by section sequence fund and adjustment code Change Item Agency lists change item requests for agency by bill code fund class Change Item Report Order lists change items by report order indicated on the change item entry screen Includes change item ID title description item type fund and dollar amount of request Financial Reconciliation Reports Menu P Budget Information Systems Menu Of ES Financial Reconciliation ReconiBegFundApprProg A o July 2010 91 Budget Decision Tracking Reports Detailed Base Budget report detailing budgeted amounts by agency with adjustments for the biennium Columns are FY 01 Budgeted All Funds General Fund Other State Funds and Federal Funds broken down for FY 02 and 03 Base Spending Analysis Report report by fund including direct open and statutory expenditures sorted by bill Lists base budget spending by agency base budget expenditures by type and base adjustments by type Agency Brief Allt Level summary of agency allotments for the biennium User may select a fund form he list to narrow the report If fund field is left blank report will generate for all fund classes Bill code may also be entered to narrow the scope of the report Agency Brief Appr Level summary of agency appropriations for the biennium As with the Agency Brief Allot Level report user may select a fund form he list to narrow the report
101. t the Program you wish to attach a Budget Activity to 2 Click on the Add button OR right click and select add The system brings up an entry window with 2 fields One for the Budget Activity Code and one for the Budget Activity Name 3 Type in the 2 digit Code and press Enter 4 Type in the Budget Activity Name in the proper field and press OK The new Budget Activity is now saved in the database Add a Management Activity 1 Highlight the Budget Activity you wish to attach a Management Activity to 2 Click on the Add button OR right click and select add The system brings up an entry window with 2 fields One for the Management Activity Code and one for the Management Activity Name 3 Type in the 3 digit Code and press Enter 4 Type in the Management Activity Name in the proper field and press OK The new Management Activity is now saved in the database Delete part of the Program Structure CAUTION In this module the YOU SHOULD NOT DELETE UNLESS ABSOLUTELY CERTAIN THIS IS WHAT YOU INTEND TO DO Deleting ANY level deletes all the structure related to it and CANNOT be restored In addition if there are any allotments attached to the structure they will be disconnected and need to be reattached to another structure User must re enter manually any deletions made 1 Highlight the item you want to delete 2 Click on the Delete icon OR right click and select delete If there are any July 2010 10 allotments attached
102. tandard Buttons in BBS Search This is a two part operation First user clicks on Search and enters Find condition or criteria The Search button changes to the Find button Click on the Find button to locate the specific entry Wild character can substitute for any number of characters in a search operation List When this option is available the button is enabled and the status bar shows the word lt List gt Click on List button or double clicks in the field to access a list of possible values for the field where cursor is positioned Delete in any field deletes the entire record Delete Caution Depending on the process this command may take longer than anticipated Please wait for this process to complete If you are impatient and click on the Delete button again you may find two records deleted instead of one F3 Duplicates the entry of the field just above it Works like a ditto key F8 Refreshes the screen after changes have been made July 2010 30 Add Used to create a new record Undo This button works only when user has not left the record User clicks on Undo when entry is incorrect the previous entry remains intact Close Saves what has been entered and exits out of the screen Prev Menu Backs user up one menu Exit Exits user out of BIS Navigation within fields CAUTION If the entire field is highlighted you should press the left or right arrow key to deselect the text before making modifications to prevent r
103. tatus July 2010 41 BUDGETING AT APPROPRIATION LEVEL This module is also known as the Appropriation Budgeting module This module was developed so the budgeting process could be completed at the Appropriation level without distributing amounts to the Allotment or Expense Budget level until later The module does permit distribution at the Allotment and Expense Budget level but does not force the agency user to do so On the Appropriation Budgeting screen numbers displayed in red indicate that amounts have not been distributed fully In this module whenever an Appropriation ID number is selected the Total line reflects the total of all Load amounts Base Adjustment amounts and Change Item amounts for the selected Appropriation within a given fiscal year or biennium Budgeting at the APPR Level Appropriation Budgeting Module HN Appropriation Budgeting Agency o DEFT OFEDUCATION View Variance ppropriation ID Appropriation Name Furd Unit Orgnr 272894 ADULTS W DISABILITIES PRIOR YE ioo 628 om 2 2639165 ADULTS W DISABIUTIES PROG io s o 269178 ADVANCE PLACEMENT tog fes o 272871 AFTER SCHOOL COMMUNITY LEARNIN mo cre 0000 272848 ALT FACILITIES BONDING PRIORY io 385 0000 7 Appropriation Summary Total Total 2012 2013 DE 2014 2015 FG toad f eof zeo 5200 asof 2800 5200 BaseAd ff Pf Base Budget 2600 260 5200 2600 26007 5200 Changeltem O E E E E Fro
104. ted Receipts 2 The Dedicated Receipts screen may be accessed either by double clicking in the record or by selecting the Dedicated Receipts line and clicking on the Details button The Dedicated Receipts window displays Dedicated Receipts Screen HA Dedicated Receipts Appr 273004 TN CONSORTIUM CAST INC Prog E Mact Org 2210 SPECIAL EDUCATION ADMIN 7 gt Div Sw TWA 003 010 011 2012 2013 2014 2015 7 Rev Srce Rev Source Description 2200 INTERGOVTL GRANTS STATE ITT rota 0 0 A 87 a 7 er Appr Ti 0 0 167 CP YP EF 167 Searching for Revenue Source Receipts For those Revenue Budgets that have many Revenue Sources finding a specific code listed can be difficult however a search function is available from the Dedicated Receipts screen To search click on the Search button or double click in the Rev Src field The screen display clears all data and the Search button changes to a Find button o Enter the Revenue Source code to Search for in the Rev Src field 1 Click on the Find button The Dedicated Receipt if it exists will display If it does not exist the 3 message line bottom of the screen will display the message Query caused no records to be retrieved Re enter a valid query 4 To return the list of Dedicated Receipts originally displayed clear any conditions or values in the columns and click on the Find button once more or click on the Cancel button to can
105. the BIS Main Menu displays 1 o The first option is Biennial Budget System Select this option by double clicking on it or by highlighting the option and pressing ENTER 3 The Biennial Budget System menu displays The Appr Allotment Maintenance Module should be selected This module is used to add or modify Appropriations The Appropriation Maintenance screen contains two blocks When adding an Appropriation the system generates the Appropriation ID Number The Fund Type Program and BACT fields have list options to help user identify possible values The Org field contains 4 characters the Appr Unit contains 3 characters Navigation Press the Enter or Tab key to navigate from field to field What the user types is converted to uppercase regardless of keyboard setting The Undo button can be used before leaving the record in any one block Appropriation Maintenance screen This screen has several fields in the lower right corner These fields are strictly display only and will give information about the current record They display the name description of the various codes A Appropriation Maintenance Appropriations Allotments Agency in DEPT OF EDUCATION Appropriations Appr und Type PROG BACT Id Mame F Ra aaa fi pa fa fa 2 Pases SrecALEDUCAD o or a 30 Paisa CHILDREN VITA DEAL VADO aena EE A a far fa E eA A fa far Mans TRANSITIONPROGCHLD WiDSELIY o fa fa fa ans FIRST GRADE PREPAREDN
106. tion Change Item Distribution Totals ltem ID Description Fund Kind Prog Bact bee 2011 2012 2013 137205 vital Records Technology Improvement 170 DIRECT 02 22 amount oy 1200 1 200 Other Org D 0 D Org Total 0 1 200 1 200 Remaining a 0 0 Rev Budget Org 9703 SG5R 5TATE REGISTRAR gt Code Revenue Source Hame EE VITAL RECORDS REDESIGN SURCHAG 1 200 1 200 T E E gt C TLL THU WUT W Distributed only Values or amounts may be changed here Revenue Budget Distribution of Base Load amounts is done in the Dedicate Receipts module in the Budgeting at the APPR module and the Non dedicated Receipts module and must be done before any distributions can be done here FIELD OPTION Item ID Description Fund Kind Prog Bact Rev Budget Org Decision Amount Other Org Org Total Remaining Code July 2010 DESCRIPTION DEFINITION This ttem is view only in this screen and was defined for the current Change Item in a previous screen This ttem is view only in this screen and was defined for the current Change Item in a previous screen This item is view only in this screen and was defined for the current Change Item in a previous screen This ttem is view only in this screen and was defined for the current Change Item in a previous screen This item is view only in this screen and was defined for the current Change Item in a previous sc
107. tion For example for a user to enter a transfer between two different agencies that user must have BBS system access to both agencies As an alternative Minnesota Management amp Budget personnel can enter the transfer into the system for an agency Entering a Transfer 1 In the Budgeting at APPR Level module also known as the Appropriation Budgeting module select the desired Appropriation and click on the Load button The Base Maintenance window appears showing a line item for Transfers In and Transfers Out The Transfers Out displays the transfers out amounts for that Appropriation You cannot modify this line It is intended for viewing purposes The Transfers In Detail Screen is accessed by clicking into the appropriate fiscal year on the Transfers In line and clicking on the Detail button Select the appropriate agency from which the transfer is originating by clicking on the list box down arrow of the Agen field and making a selection If the desired agency does not appear in the list the Minnesota Management amp Budget must enter the transfer Type in the Appropriation Id or double click in the Appropriation field and selects from the list of valid appropriations Enter the Transaction Amount in the corresponding field Another transfer may be entered when the first is completed When all transfers are complete click on the Close button to return to the Base Maintenance screen Transfers In Detail Screen
108. tion always adds a new level below the currently highlighted item in the tree In the Organization Maintenance window highlight the level you wish to add a new level to Click on the Add icon OR right click and select add The system brings up an 1 2 entry window with 2 fields One for the Organization Code and one for the Organization Name 3 Type in the 4 digit Org Code and press Enter 4 Type in the Organization Name in the proper field and press OK The new Organization is now saved in the database Note You must use the Copy function in order to have the new organization available for other fiscal years BBS will not automatically cascade the org down See below Copy an Organization Structure This is used to copy changes or additions to other years It is not necessary to retype all of your changes A Copy Organization Org Org Name HN HUMANITIES COMMISSION Copy to Years 4 Cascade Children Update Name Only 1 Highlight the level you wish to copy from 2 Click on the Copy icon The system brings up the copy window 3 Select the years you want the information copied to Cascade Children is the default selection This will copy the current level and 4 all the items under that level to the selected years If you just want to change the names select Update Name Only 5 Press the Copy button and the changes are copied to the selected years July 2010 14 Delete part of the Organization St
109. tribution FY 2004 FY 2005 F 2006 FY 2007 x FY 2008 FY 2009 o pp Ojo E Ox Trainings Oo ooo This information is specifically required by M S 164 11 and should be taken directly from the business case in the SIRMP online database under the Project Funding tab Y T Office of Technology AnalysisT The Office of Technology OT will complete this section with an analysis of each proposal both preliminary and final inthe Governor s recommended budget T Note The system looks for new narratives to add every 17 and 47 minutes after the hour If you are unable to see the narrative after a reasonable time first check to be sure the Budget Display radio button is selected at the proper level Then check the Details to verify that the data for the change item has been entered including the program code if the narrative is to be created at this level Restoring an Old Version of a Budget Document Right Click Only Budget documents are automatically saved after the user has closed the document from MS Word Users can revert to previous versions of their documents using the Restore Old Version option Highlight the appropriate MS Word document item in the Budget Document Outline by clicking on it Right click on your mouse and choose the Restore Old Version option The Restore Old Version dialog box appears Old versions of the document are listed in chronological order with most rec
110. ts Reports at a Time 1 To print multiple documents reports at a time highlight the branch that you wish to print the documents reports from or hold the CTRL key and click on each document report to be printed separately If the documents to be printed appear in succession click on the first document then press the SHIFT key then click on the last document Once all documents reports have been selected click on the print button from the button bar at the top of the screen or right click on one of the selected items in the tree and select Print All Pages The Biennial Budget System will then display a window indicating that the print request is being processed You can wait for the request to be processed or click Background you will receive an email when it s finished Once complete the documents reports will be displayed using Microsoft Internet Explorer and Adobe Acrobat The documents reports can now be printed by clicking on the printer icon from the Adobe Acrobat window button bar Printing Multiple Documents Reports by Type de To print multiple documents by type at a time highlight the branch that you wish to print the documents reports from or press the CTRL key and click on each document report to be printed separately If the documents to be printed appear in succession click on the first document then press the SHIFT key then click on the last document Once all documents reports have been selected Right click one
111. udget Positions aoe Change ltems Page Break on Tue Aug 13 10 16am Dedicated Receipts FT Primary Group Report Description Dollars at Appropriation Level Change Reports resource amounts not expenditures at the appropriation level Note change amounts are those reflected by distribution of change items to the expense budget level Available Columns Selected Columns P 2001 Agency Items ex 2002 Actual 001 Gov Items 003 Budgeted 001 Governor Rec 004 Base Budget 004 Agency Request Having 2005 Base Budget 004 Governor Rec 2005 Agency Request Formula a Column Description pe Actual Amounts Group By Columns Selected Group By Columns 2001 Agency Request Agency Code Section Sequence A Fund Category Fund Class Fund Code Appropriation ID where Appropriation Ll rut ha 2 When report is complete click on the Save file button click OK when the information box appears This will store 635 bytes 46 lines in the file specified Continue 3 Choose where your report will be saved and save it as a text file you may need to add the txt extension 4 Open Access and create a database if necessary July 2010 84 5 Goto File Get External Data Import The Import dialog box appears Personal BES Help bbs problems cbs Frits J My Pictures Jn Line System Help 2000 backup a Old Excel Documents 161117 text ql A File na
112. ult is Agency level Note If this is changed from a lower level to a higher level i e Program to Agency only one narrative will be moved if more than one program narrative exists The other narrative s will be deleted Narrative Status This shows the status of the narrative as it is in the document tree This is a display field only and cannot be changed IT Change Item This indicator is used to identify technology related change items The default is set to N for no User designates an item as an IT change item by changing the letter to Y for yes Adding a new Change ltem Access the Budget Dec Trckng Chng Itm Entry module The Budget Decision Tracking Change ltem Identifier screen displays The screen is divided into two visible blocks Each block may be accessed using the Page Up and Page Down keys If blocks that are visible have items click on the Add button to create a blank block Cursor position defaults to the Decision Item Title field and user enters a description for this item Note If a blank item block already exists additions may be made by clicking in the Change Item Title field More item blocks if they exist may be viewed using the vertical scroll bar Use the Tab key to get from field to field The Year fields are system generated and may not be 1 2 changed by Agency users The values for each of the years are not entered on this screen the detail screens will generate the totals here a Tab to
113. uly 2010 51 Base Adjustment Comments Window Base Adjustments Comments This is a one time base adjustment related to the 1854 Treaty agreement Search Cancel 5 Enter the base adjustment category code in the field to the right of the Comments check box A list of valid base adjustment category codes is available by double clicking on the field or clicking once and pressing the List button at the bottom of the screen User enters amount of Base Adjustment for each year in the corresponding year field Distributing Base Adjustments to the Expense Budget Level To distribute each base adjustment to the Expense Budget level highlight the appropriate base adjustment on the Base Adjustment screen and click on the Distribute button at the bottom of the screen to open the Base Adjustment Distribution screen Only allotments connected to the selected appropriation will be shown on this screen The screen consists of three separate blocks of information Allotment Selection Distribution Totals and Expense Budget Distribution Only the Expense Budget Distribution block may be modified by the user The system will automatically update the Distribution Totals 4 July 2010 52 Allotment Selection ___ ______ Distribution Totals Appr 272871 AFTER SCHOOL COMMUNITY LEARNIN 2012 2013 Base Ad 4 72342 GRANTS Base Adjust 1000 1000 Allotment 4 EG GAO ATER SCHOOL COMM LEARNING __
114. vities exist and are accurate Key Report s Program Structure Report Account Structure Reports 2 The Organization Maintenance module should be accessed to ensure that the agency s organization structure exists for all fiscal years and is accurate Key Report s Organization Listing Report Account Structure Reports 3 If needed the Legal Citation Maintenance module should be accessed to update or add any legal citations required for any agency appropriations 4 The Appropriation Allotment Maintenance module should be accessed and all appropriations should be checked to make certain that they exist for all years some may need to be re aligned and are associated with the correct fund Key Report s Appropriation Listing Report Account Structure Reports All allotments should be verified to ensure that they tie to an appropriation It is necessary to ensure that allotments exist for all years the proper kind code is designated for each year the appropriation and fund code the program budget activity and management activity are accurate Key Report s Allotment Listing Account Structure Reports Orphan Allotment Listing Reports Exception Reports 5 The Budget Documents module should be accessed to construct and modify the agency s budget presentation and to create or edit all of the agency s Biennial Budget Narratives to be included in the budget presentation 6 The Budgeting at Appr module should be accessed Changes t
115. will NOT be deleted from the database and can be accessed through the Last Run arrows July 2010 79 Operators for BBS Multi Query Reports Below are examples of the syntax used in the Value field for the various Operators in the BBS Multi Query Report Writer The examples are based on potential fund code queries so wr Reenter Lemoa 09 pensi n roo Between 100 and 200 Returns only fund codes between 100 and 200 Note Numbers must be in single quotes Like Returns only fund codes that start with 1 symbol is a wild card Not Between 100 and 200 Returns only fund codes not between 100 and 200 Note Numbers must be in single quotes Not Like 1 Returns only fund codes that don t start with 1 symbol is a wild card In 100 200 300 Returns only fund codes 100 or 200 or 300 Note Numbers must be in single quotes and value must be in parentheses Not In 100 200 300 Returns fund codes not equal to 100 or 200 or 300 Note Numbers must be in single quotes and value must be in parentheses July 2010 80 Importing Multi Query Report Data into Excel 2000 Multi Query reports can be imported into Excel to facilitate analysis 1 Run desired Multi Query Report using CSV format N Hulti Query Report Ox Report Topic Change ltem Expense Budget Detail al f CS Format hana llene oe eee Dedicated Receipts a D
116. wn list Choose the first column year from the Starting Year drop down list 6 Choose whether to include or exclude decimal tabs settings in the table cells by clicking in the Include Decimals checkbox a checkmark in the box indicates that decimal tabs will be used 7 Click on the OK button and the table appears You can click on the Cancel button to leave the BBS Table Window without generating a table if desired 8 Edit and perform calculations on the table columns and rows as you would any MS Word Table See MS Word Help topic About Working with Tables for more information Note Please do not alter the font setting of Arial 9 or the Table Width of 4 5 inches g Inserting Technology Funding Detail Table in an IT Change Item Narrative The IT Change Item template is the same as a regular Change ltem with the addition of a technology funding table and Office of Technology analysis at the end of the document To do this the user needs to click after the Alternatives Considered section and then click on IT Chg Item on the toolbar This will add the Technology Funding Detail and the Office of Technoldgy sections in the proper place July 2010 36 Agency users should complete the information in the Technology Funding Detail table The Office of Technology will complete the analysis section ES Funding Detail Dollars in Thousands 1 Funding 200 4 2005 Biennium 2006 2007 Biennium 2008 2009 Bienniums e Dis
117. xisting formula Once the equation is complete click on the save button at the bottom of the screen Then click on the Close button to return to the Multi Query screen The formula column will now appear as a choice in the list of Available Columns To add the formula column to the multi query report choose it from the list of Available Columns All Formula Columns are preceded by an Create Formula Column Dialog Box 23 Create Formula Column Pa fel JE Name Order Dec Pl Report Headin 004 Base Budget divided t7 E 004 Base Budget plus 2005 Base Budget divided by 2 i j 2004 2005 Biennium Average 0 2004 05 Avg m Budgeted i Description Average of dollars for fecal years 2004 and 005 Column Operator Column or Value i Where Clause Specification 13 14 The Where button is used when user defines criteria specific to group by columns When user clicks on the Where button a dialog box appears called Where Clause Specification User is provided a list of possible values for each of the column selections in this dialog box When criteria or a condition is set the Add button must be clicked so condition is entered in the text box above If multiple entries are added by default the results are evaluated as an AND condition July 2010 27 7 19 16 example column1 A96 AND column 2 10 Click on the OR radio button at the right of the screen to evaluate the conditions as an OR condition ex

Biennial Budget System

Contents

Download Pdf Manuals

Related Search

Related Contents