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BIENNIAL BUDGET SYSTEM TRAINING

BIENNIAL BUDGET SYSTEM TRAINING. 2012-13. Logging into the Budget Information System (BIS). ficro02. xxxxxx. Changing Your Password. To change your password, click ‘Utilities—Password’ Password should be between 5 & 8 alpha-numeric characters Should not = user ID. General Functionality.

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BIENNIAL BUDGET SYSTEM TRAINING

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  1. BIENNIAL BUDGET SYSTEM TRAINING 2012-13

  2. Logging into the Budget Information System (BIS) ficro02 xxxxxx

  3. Changing Your Password • To change your password, click ‘Utilities—Password’ • Password should be between 5 & 8 alpha-numeric characters • Should not = user ID

  4. General Functionality • Menus - Previous Menu • List Options • Online Help • Exit

  5. Getting Started • BBS Task list • Found in the BBS Users Manual, page 6 • http://www.mmb.state.mn.us/doc/bis/bbs-user.pdf • Suggests key reports to validate the data • BBS Reporting • Standard BBS Reports • see the users manual for instructions

  6. Program Maintenance • Agency Program Structure • Agencies can add new programs and activities by clicking on the + • Deleting a program—highlight and X • Use caution—you can’t undo this operation

  7. Organization Maintenance • Agency Organization Structure • Agencies can add a new organization by highlighting the appropriate level and clicking the + • Orgs can be: • Renamed • Copied down • Deleted

  8. Appropriation Maintenance • Appropriation Maintenance Screen • To add an appropriation: • Click on the Add button • Enter name, fund, type, program • In the FY block: enter the org, unit, and legal cite • Use the Copy button to copy down to the other fiscal years

  9. Allotment Maintenance • Allotment Maintenance Screen • To add an allotment: • Click on the Add button • Enter the name • In the FY block: enter the allt org, kind, and program information • Use the Copy button to copy down to the other fiscal years

  10. BBS Narratives • BBS documents are system generated based on program structure • Agencies can add their own documentation if desired • Document order can be changed by the agency • For complete instructions, see the BBS user manual or the Clerical Instructions at: www.mmb.state.mn.us/bis-bbs

  11. Budgeting at the Appropriation Level • Appropriation Budgeting Screen • Base Maintenance Screen • Click on the Load button • Edits may be necessary on some dollar amounts • Distributing Expenditures • Click on the Distribute button • See the BBS user manual for instructions on how to enter a new object class

  12. Transfers In/Out • To transfer funds IN, start from the appropriation where the funds will be expended • Click on the TransfersIn line to highlight it, then click Details • The Transfer OUT transaction is automatically completed by the system

  13. Dedicated Receipts • Click on Dedicated Receipt line to highlight • Click the Details button to see the receipt data • The FY Data button brings you to the fiscal year/program data for the receipt

  14. Base Adjustments • Base Adjustment Screen • Adding a base adjustment • Click the Base Adj button • Enter a description, category, and dollar amounts • Distribute to the expense budget level

  15. Nondedicated Revenue Budgeting • Nondedicated receipt screen • To add a nondedicated receipt: • Enter the revenue source code in a blank line • Enter dollar amounts in the appropriate fiscal years • Be sure to enter fiscal year data

  16. Important dates: • July 26BBS closed for initial load • Aug. 9BBS reopened • Aug. 30Agency budget narratives due (profile, program/activity) • Aug. 20BBS closed for second load FY 2010 actual and current FY 2011 data reloaded from MAPS • Aug. 30BBS reopened • Oct. 15Agency BASE budgets due

  17. QUESTIONS??Contact:Mary Crosson (651)201-8042mary.crosson@state.mn.usTara Barenok (651)201-8035tara.barenok@state.mn.us

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