Budget Systems Newsletter: BPAS Opens Wed. August 22

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August 20, 2018

Budget Systems Newsletter

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

Budget Planning & Analysis System (BPAS) Opens 8/22

BPAS 2.0 is scheduled to open on Wednesday, August 22. Users access BPAS by logging in through the State Administrative Portal using their state ID (employee number) and password. The link to the Budget Planning and Analysis System is displayed in the portal menu for certified BPAS users. Select the Budget Planning & Analysis Sys link to enter the system.

Statewide Administrative Portal

To add a new BPAS user to the system, the agency budget coordinator or CFO must complete the Budget Systems User Authorization Form and email it to budget.finance.mmb@state.mn.us.

Links to the BPAS v 2.0 User Guide and Budget Glossary are found within the system's Help Module; these resources are also available on the MMB BPAS Website. The BPAS v 2.0 User Guide contains step-by-step instructions with screen prints for navigating all the system modules and screens. The Budget Glossary is a new resource containing definitions and examples of the terminology associated with the biennial budget process. If you have questions about the system, please email budget.finance.mmb@state.mn.us.

Thank You to the BPAS User Group and agency volunteers for their work on BPAS v. 2. User Group members helped review and develop design concepts for the system’s screens and reports. More than 70 volunteers from a dozen agencies, as well as from the House and Senate fiscal staff, participated in user acceptance testing sessions and provided valuable feedback on the system’s functionality and performance. Members of the BPAS User Group include chair Emily Engel (DNR), Bruce Lemke (Admin), Amy Trumper (Commerce), Randy Smunk (DHS), Kristy Swanson (DoLI), Helen Roberts (House fiscal staff), Marianne Conboy (MMB), Uma Venkat (MN.IT), Josh Knatterud-Hubinger (MnDoT), Susan Jaeger (MPCA), Dan Mueller (Senate fiscal staff), and Jackie Miller (MDE).

A special thanks to the BPAS 2.0 Development Team pictured below:

BPAS Development Team Picture

L-R, Front: Nathan Easler, Robyn Rupp, Lisa DeRemee, Nimco Hussein; Back: Tracy King, M. Sahed, Matt Peterson, Pratik Patel, Omar Ali, D’Jay Patel. Not pictured: Srinivasan Ganesan and Jeff Wasienski.

Compensation Cost Projections Update

On August 16, MMB Payroll Services sent a payroll bulletin to agency payroll, HR and accounting staff, which included information about compensation cost projections updates, including the addition of budget fiscal year 2021 and updates to insurance increases. The payroll bulletin is available on the MMB website: https://mn.gov/mmb/assets/20180816_tcm1059-348802.pdf

Wednesday Afternoon BPAS Workshops

Five workshops will be held in September and October for agency users seeking one-on-one help with preparing their biennial budget submissions. BPAS workshops do not include a formal training presentation; however, Budget Operations staff will be available during these sessions to assist agencies and to respond to system related questions.

Agency staff can drop in at any time during the following workshop sessions:

  • 1:00-3:00 PM - Wednesday, September 12
  • 1:00-3:00 PM - Wednesday, September 19
  • 1:00-3:00 PM - Wednesday, September 26
  • 1:00-3:00 PM - Wednesday, October 3
  • 1:00-3:00 PM - Wednesday, October 10

All workshops will be held in the Columbine Room, ground floor of the Centennial Office Building, 658 Cedar St., St. Paul.

BPAS Training

MMB Budget Operations conducted BPAS Training from July 31 through August 14. More than 125 budget system users from 51 state agencies attended the 3.5 hour training. For any agency staff that may have missed these training sessions, one additional training session will be offered on Wednesday, August 22 from 1:00 pm to 4:30 pm.

Interested BPAS users must register for the class in ELM through the following steps:  log into Self Service, select the ELM link, select link Find Learning, type BPAS in the Title box, and select the Search button. If you are not able to find the BPAS training course in ELM or do not have access to ELM, email budget.finance.mmb@state.mn.us for assistance.


Question:  Why don’t I see a link to the BPAS system when I log into the State Administrative Portal?

Answer:  If you are a certified BPAS user, you should see a link to BPAS when you log in to the Administrative Portal. Please note that Human Resource transactions, such as a job class change, can impact your security rights and the links seen on the Administrative Portal. If there are budget system links missing from your menu, email budget.finance.mmb@state.mn.us and MMB Budget Operations staff will work with SEMA4 security to restore the appropriate system links.

Question:  I’m trying to add an account to the Appropriation Entry/Edit screen from the Account – Add tab. Why am I getting an error message stating “No Record Found”?

BPAS Account Search Screen

Answer:  The account may already be added to the specific appropriation. Navigate back to the Appropriation Entry/Edit screen, expand the account hierarchy, and search for the account of interest. The Find shortcut, Ctrl + F, can be a useful tool for locating accounts on a screen.

Appropriation Budgeting Edit Entry Screen Account Add

Question:  I am attempting to run a report.  Why can’t I find a particular account or appropriation on my report?  RELATED:  Why am I getting a system message stating No Results Found?

 Answer:  Some reports will only display data relevant to that report topic and scenario.  For example, the Account Net report only displays appropriations that have a non-zero account net, and the Revenue by Appropriation report only displays appropriations that have revenue.  Be sure to double check the report subject and report filters you selected to confirm there is data for the given appropriation and scenario.

Question:  I see appropriations that have no data.  Why?

Answer:  The system displays all active appropriations for the selected agency. This includes historical appropriations loaded from BPAS 1.0 as well as new appropriations added through the Appropriation Maintenance Application (AMA). Appropriations not used in FY 2016 -18 or appropriations which had no FY 2019 budget data established in SWIFT prior to FY 2018 hard close (August 10) will have no data. All active appropriations are available for agencies to use as they develop their biennial operating budgets.

AMA Updated – Budget Period 2019

The default Budget Period on SWIFT Appropriation Entry screens has been updated to 2019. Users may still select appropriations from earlier budget periods to Modify or Copy. AMA also allows users to create new appropriation IDs in past budget periods. 

AMA Fiscal Year is Now 2019

BPAS Only Transactions in AMA

As a reminder, you may need to create or modify an appropriation in BPAS during the Biennial Budget process.  A BPAS Only appropriation is created or modified in AMA to support a Governor’s Initiative in the biennial budget proposal submitted to the legislature.  An appropriation that has not passed legislature cannot be created in SWIFT.  You may also want to change an existing appropriation’s Budget Program, Budget Activity, or Appropriation Type in BPAS but not in SWIFT.  Detailed instructions on how to create or modify an appropriation only in BPAS can be found on page 18 of the AMA User Guide.

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.