Budget Systems Newsletter: BPAS Workshops & DE Training Schedules

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September 10, 2018

Budget Systems Newsletter

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

Departmental Earnings Training Sessions Scheduled

With the 2020-21 Biennial Budget preparation underway and the Departmental Earnings System scheduled to open on October 10, MMB will be offering three Departmental Earnings (DE) System training sessions in October. The specific date and times are shown below. An invitation to register for training will be sent to BPAS users for agencies required to prepare a 2020-21 departmental earnings report.

Departmental Earnings Training Schedule

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.

New BPAS Features

Change Item Entry Screen

In response to suggestions from agency participants in user acceptance testing sessions, a filtering feature has been added to the BPAS Change Entry Screen. To sort the change item list by any one field, click the column header label; nested sorting is not available. An icon is displayed next to the sort-by field’s header and changes direction whether the change items list is sorted in Ascending or Descending order. The image below shows four change items sorted ascending by CI Name: 

Change Item Sorting


Users can also filter the list by Change Item Name, and by the IT indicator and Fee Change indicator. Filtering can be nested. The image below shows an example of filtering a list of change items to only display those with IT? = No and Fee Change? = Yes.

Change Item Filtering by IT or Fee Change

Appropriation Directory Module

Appropriation Directory

The appropriation directory is now available in BPAS. The directory allows users to search for agency appropriations and view their attributes, i.e., appropriation name, agency, fund, program, activity, appropriation type, and if it’s active.  The search results are sortable. The appropriation directory can be found in the Directory Module of BPAS:









Appropriations can be searched by ID or by keyword by typing in the Appropriation text box.  If you do not know the appropriation ID or the name, you may use any of the drop down boxes (Agency, Fund, Program, Activity, Approp Type) to narrow your search. There is also a checkbox filter to include only active or inactive appropriations.

Appropriation Directory Search

BPAS 2.0 Frequently Asked Questions

Question:  I ran a standard report in the Excel format and I only see data for budget year 2020.  Why is that?

Answer:  Budget year is not the same as fiscal year. Budget period is the data field in BPAS that represents fiscal year. The definitions for budget period, budget year and cycle are defined below and described in further detail in the BPAS user guide. Below is an example of data from a standard report:

Budget Period Data Export from BPAS

Budget period also known as a fiscal year, represents one operating fiscal year. Beginning on July 1 and ending on June 30 of the following year, a fiscal year is designated by the year in which it ends.

Budget year defines the biennial budget that is being prepared. It designates the first year of the biennial budget to be produced; e.g., 2020 is the budget year value for the 2020-2021 biennial budget.

Cycle denotes the particular year—first or second—within the two-year biennial budget process. Cycle controls the budget periods (fiscal years) available for entering data: Biennial Cycle (B) and Supplemental Cycle (S).

Question:  On the Appropriation Entry, Edit screen, is there a way to search without having to select an Agency from the Advanced Search drop down?

Answer:  Yes, there is. Use the General Search function rather than the Advanced Search. You don’t need a drop down list in the Approp: field, you can enter directly in the field. For example, you can type the appropriation name or ID into the Approp: field and skip the Advanced Search filters.

You also can copy and paste an appropriation ID directly into the Approp: field from Excel or from a report you have run. The General Search is typically the primary search option; the Advanced Search is available in the rare case you don’t know the appropriation name or ID. In the example below, the Appropriation ID of E770012 is copied from a standard report and pasted into the Approp: field, and clicking the Search button retrieves the E770012 - Legacy FY19 appropriation data.

Appropriation General Search

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.