Budget Systems Newsletter - July 2022

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July 21, 2022

Budget Systems Newsletter

For users of the Appropriation Maintenance Application (AMA) and Budget Planning and Analysis System (BPAS).

BPAS Training Videos

Video tutorials are available for each budget system to give users easy access to training content and allow users to learn at their own pace. The Budget Planning and Analysis System (BPAS) video tutorials are especially helpful as we prepare to open BPAS for the 2024-25 budget cycle. Check out the three BPAS video tutorials listed below that offer broad overviews of BPAS and its data.

Accessing BPAS
This three-minute video provides quick instructions for getting users authorized and logged into BPAS.

Overview of BPAS and System Navigation
BPAS offers simple navigation and built-in features like icons to improve usability. This 10-minute video digs into the functions of menu items and tools available to help users work in BPAS more efficiently.

Understanding BPAS Data and the Budget Cycle
Learn more about BPAS data and how it is used throughout the budget cycle. This video provides insights and visuals pertaining to data types, budget scenarios, where data comes from, how it is copied in BPAS, and more.

BPAS Training Webinar Dates

MMB will offer two webinars in late August and early September in lieu of classroom training: 2024-25 Biennial Budget Process and Overview of BPAS. Both webinars have many time slots available. Users will receive an email with class details and registration instructions soon and will be able to sign up for classes through Enterprise Learning Management (ELM) next week.

2024-25 Biennial Budget Process (60 minutes)

  • Thursday, August 11 at 11:00 am to 12:00 pm
  • Tuesday, August 17 at 2:00 pm to 3:00 pm

Overview of BPAS (90 minutes)

  • Wednesday, August 31 at 9:00 am – 10:30 am
  • Wednesday, September 7 at 2:00pm – 3:30pm

BPAS Workshops

MMB will host virtual workshops for BPAS users starting in September. Every Wednesday afternoon, a member from the team will be available to answer questions about BPAS or demonstrate requests as needed. Stay tuned to the newsletter for more information about BPAS workshops, including workshop dates, times, and access information.

BPAS Budget Book Access

The upcoming BPAS update includes a change to the Book module. Agency, Agency Bypass, and EBO Roles will be granted  “Read” page security access to the Book Configuration and Agency Budget Books screens and  able to run, view, and download completed agency budget books. This system change will allow agencies to review their base budget book and make edits prior to the final base books being submitted to MMB on October 17. MMB will continue to run the agency budget books that are published and submitted to the Legislature.

BPAS Closure Notice

Starting August 1st, we will close BPAS to install updates and prepare the system for the 2024-25 Biennial Budget process. BPAS will open for agency and MMB budget division users on August 23rd. For questions regarding BPAS close or changes contact budget.finance.mmb@state.mn.us.

Important Upcoming Dates

August is a busy month as agencies prepare their budget narratives and MMB prepares to open the Budget systems. Here are some important dates from the 2024-25 biennial budget process timeline that agencies should keep on their radar this month.

  • Early August: Base budget instructions to agencies
  • Mid-August: Governor’s budget request instructions
  • August 19th Weekend: SWIFT FY 22 hard close and BPAS load
  • August 23: BPAS and DE System open for agencies
  • August 26: Budget Narratives Due

For the complete 2024-25 Biennial Budget Process timeline, refer to the June 2022 newsletter. Previous newsletters can be found on the MMB Website.

AMA and BPAS Resources

MMB Budget Operations has a number of resources available to assist agencies with using AMA and BPAS.

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.