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Training Guide for Biennial Budget System: Logging In and Password Management

This training guide provides essential instructions for accessing the Budget Information System (BIS), including steps for changing your password, navigating the system menus, and managing agency structures and appropriations. Learn how to add programs and organizations, maintain allotments, and handle transfers. Important dates for submitting budgets and narratives are highlighted, along with relevant user manual references. For further inquiries, contact designated personnel for support.

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Training Guide for Biennial Budget System: Logging In and Password Management

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Presentation Transcript

  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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