Budget Systems Newsletter: BPAS 2.0 Update, AMA Training, FNTS Resources

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February 27, 2018

Budget Systems Newsletter

For users of the AMA, BPAS, CBS, and FNTS budget systems.

Budget Planning & Analysis System (BPAS)

BPAS Version 2.0 Update - Phase 1 Successfully Tested

Phase I of the updated budget system is now complete. Some thirty volunteers representing a dozen cabinet agencies turned out earlier this month for user acceptance testing to try out the system’s Appropriation Edit/Entry module. User's feedback on BPAS version 2.0’s ease of use was universally positive. 

In version 2.0, all data—base budget, transfers and change items—will be entered in a single application. With no scheduled data aggregations or batch uploads of change and transfer data, on-screen data and reporting from the system will be real-time. The system's Edit/Entry screen, where agencies prepare base budgets, is pictured in part below:

AP Entry Alt2

Transfers are integrated with the Appropriation Entry/Edit module. Agencies can add new or edit existing Transfers Out, and the system updates both “From” and “To” appropriations when the entries are saved. The system's Transfer screen details both Transfers In (read-only) and Transfers Out at the appropriation level, as pictured below:

Transfer with Add Alt 2

Appropriation Maintenance Application (AMA)

AMA Training: March 20th, 22nd, 27th, & 29th

MMB will offer AMA workshops for more experienced AMA users in April and May; watch the Newsletter for more information.

Introductory classroom training for AMA will be offered in March. These instructor-led sessions cover how to enter and monitor appropriation requests in AMA until SWIFT and/or BPAS is updated. Users must have the KK Agency Jrnl Approver and/or KK Agency Jrnl Entry SWIFT role, and be responsible for entering or approving appropriation transactions in AMA. 

To enroll for this training, log in to the Self Service Portal https://portal.s4web.state.mn.us, open Employee Self-Service and select the Enterprise Learning Management (ELM) folder. In “Search for Learning” enter the keyword AMA and click Search. 

All classes will be held in the Centennial Office Building, Columbine Room on the ground floor. Each session is limited to 15 participants, with a waitlist. If you cannot attend the class you’ve enrolled in, make sure to drop the class in ELM so that someone can enroll in your place. Classes are free of charge.

AMA Training Schedule

Fiscal Note Tracking System (FNTS)

FNTS Resource Updates

The FNTS User Guide, Fiscal Note Worksheets, Narrative Reference Guide, and other fiscal note resources have been updated for the 2018 session. All are available on MMB’s website https://mn.gov/mmb/budget/statewide-budget-systems/fns/

Entering narratives in FNTS can sometimes be challenging. Review the newly-enhanced Narrative Reference Guide’s step-by-step instructions for copying and pasting in narrative text, including narratives with tables. FNTS is compatible with both Internet Explorer version 11 and Google Chrome. However, when pasting bulleted or numbered lists into narrative text fields, Internet Explorer (IE-11) retains formatting better than Google Chrome.

Important Reminders:  

  • If a fiscal note has no fiscal impact, the system requires text to be entered under assumptions in the narrative section.  If there is no fiscal impact, the system will not save section one (header), section two (fiscal impact) or section seven (narrative) unless the assumptions narrative textbox is populated.
  • If a fiscal note has local fiscal impact, the system requires text to be entered under local fiscal impact in the narrative sectionIf there is a local fiscal impact, the system will not save section one (header), section two (fiscal impact) or section seven (narrative) unless the local fiscal impact narrative textbox is populated.
  • It is highly recommended that fiscal notes be prepared outside the system.  Fiscal Note Worksheets are a great resource to prepare a fiscal note outside the system.

Have a question about or a suggestion for improving the budget systems? Email it to Budget Operations at budget.finance.mmb@state.mn.us, Subject: Budget Systems Newsletter.