Budget Systems Newsletter: BPAS 2.0 Ready for Biennial Budget

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June 15, 2018

Budget Systems Newsletter

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

BPAS 2.0 to be used for 2020-2021 Biennial Budget

MMB has received a green light to use BPAS 2.0 for the 2020-21 biennial budget. The custom-built web application replaces the current BPAS system and will be ready for agency user training at the end of July. The system opens August 22 for agencies to begin entering base budgets and change item requests. Approval to proceed came on May 24 from members of the statewide systems Enterprise Resource and Planning (ERP) Steering Committee.

The system received favorable reviews during a third and final round of user acceptance testing sessions held earlier this month. Fourteen state agencies, as well as legislative fiscal analysts from the House and Senate participated, providing useful feedback that MMB will use in preparing the system for production. Legislative analysts, who will have read-only access to the budget system, previewed the Report screens while state agency users tested out the system’s Change module (see preview below). 

BPAS 2.0 Agency User Training: Registration Opens June 18 in ELM

MMB Budget Operations will be offering instructor-led BPAS user training sessions starting Tuesday, July 31 through Tuesday, August 14 in the Columbine Room of the Centennial Office Building.  Registration for the sessions will be available soon in Enterprise Learning Management (ELM in Self Service).  Certified BPAS users will receive an email with registration information on Monday, June 18; watch your email for an invitation and more details.  If you are a certified BPAS user and do not receive a training invitation, please email budget.finance.mmb@state.mn.us.

2020-21 Biennial Budget Process and Timeline

The 2020-21 biennial budget process will be the same as it has been in the past several biennia with MMB issuing instructions and agencies preparing budget information in three stages:

  1. background/budget narrative materials
  2. base/enacted budget data, including forecast adjustments
  3. requests for changes to be included in the Governor’s budget

Timeline of 2020-2021 Biennial Budget Process

BPAS 2.0 Preview: Change Module

The Change Module consists of four screens used by agencies to enter budget change items, as well as two screens that are used by MMB in developing and preparing the governor’s budget recommendations. The five agency screens are: 

  • Change Item Entry
  • Description
  • Funding Summary
  • Relevant Base

The Change Item Entry screen is where agencies will begin. This screen is opened from the left navigation menu:

Change Item Entry Screen

After entering a change item name into the textbox and selecting “Add”, a record is created, assigned a unique ID, and listed in a table on the Entry screen:

Change Item Screen Displaying Add and Unique ID

Each change item ID consists of the agency’s code and a unique number, assigned in sequence from one to 150.  Users can edit change item names directly in the table. Other fields that can be selected and modified on the Entry Screen include the change item’s rank, and whether it impacts IT systems or an agency fee. 

Change Item CI ID Field displaying hyperlink

Each change item’s CI ID field is a hyperlink to the Description screen, which will be previewed in the next Budget Systems Newsletter.

AMA - When Should I Use AMA?

AMA is the system that agencies use to create new appropriations, establish appropriations in a particular budget period, or modify an existing appropriation. The table below lists the transactions agencies can perform using AMA along with other common accounting transactions that must be performed in SWIFT or require submission of a paper form.

Table Image of When to use AMA, SWIFT, BPAS, or submit a form

Transfer of Fiscal Note Process to Legislative Budget Office (LBO) Postponed

September 1, 2019 is when the Legislative Budget Office (LBO) will take over responsibility for the fiscal note process. Established under legislation enacted during the 2017 legislative session, the LBO was originally required to take over the fiscal note process from MMB starting on January 8, 2019, but is now postponed until the 2020 legislative session. See Laws of 2018, Ch. 214, Art. 5 for more information about the LBO changes made during the 2018 legislative session.

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.