Budget Systems Newsletter - August 2022

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August 11, 2022

Budget Systems Newsletter

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

FY 2024-25 Biennial Budget Base Instructions

Ahna Minge, State Budget Director, released the FY 2024-25 Biennial Budget Base Instructions. These are technical instructions to guide the work of agencies in preparing and reconciling base financial data in the Budget Planning and Analysis System (BPAS). Instructions for submitting changes for consideration in the Governor’s budget will be forthcoming. BPAS and the DE system are scheduled to open on August 23.

The base instructions and other templates and information are published on the MMB website at https://mn.gov/mmb/budget/budget-instructions/bibudprep/.

Registration Information for BPAS Webinars

Enrollment is open for BPAS Webinars. Webinars are available to new BPAS users and returning users who would like a refresher. The first webinar focuses on the 2024-25 Biennial Budget Process. The second introduces the Budget Planning and Analysis System (BPAS).

Upcoming classes include:

  • 2024-25 Biennial Budget Process on Wednesday August 17, 2022, at 2:00 pm.
  • Introduction to BPAS on Wednesday August 31, 2022, at 9:00 am.
  • Introduction to BPAS on Wednesday September 7, 2022, at 2:00 pm.

Complete webinar details and instructions for how to sign up can be found in the online copy of the registration email.

BPAS and DE System Training Materials

The 2022 BPAS User Guide is now available and includes a Book Modules chapter that details the new feature available to BPAS users. In addition, MMB published seven Quick Reference Guides to highlight specific parts of BPAS or the Biennial Budget Process. BPAS Training materials can be found on the Budget Planning and Analysis System webpage and include the Budget Glossary and several training videos in addition to the updated User Guide and Quick Reference Guides. BPAS opens August 23,2022 for BPAS users.

The Departmental Earnings (DE) system opens on August 23, 2022, for BPAS users of agencies required to prepare an analysis of their fee revenue and supported expenditures for the biennial Departmental Earnings Report. To help agencies prepare their data and narrative entries in the DE system, we’ve updated the DE User Guide and three training videos that detail how to use the DE System on the DE Training Videos webpage.

Departmental Earnings Login and Navigation
This short video instructs users how to access the system and outlines its main functionality.

Enter and Review Agency Data in Departmental Earnings
This tutorial outlines the organizational structure of the DE system and instructs users how to enter and review data for their agency.

Departmental Earnings Reports
Learn more about the two reports available in the DE system and how to run them.

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.

SWIFT FY 2022 Hard Close Problem Reports

FY2022 hard close in SWIFT, on August 19, is approaching quickly. Agencies should use the final days to resolve issues from the Problem Report sent from SWIFT Module Support and other issues the agency has been notified about. An updated problem report is sent from SWIFT Module Support weekly and then daily the final week before hard close to agencies requiring action.

Budget Narratives in BPAS

The agency 2024-25 biennial budget narratives due to MMB on August 26 will not be uploaded into BPAS until they are finalized and ready for publication on October 3. After BPAS opens, agencies can review their base budget books without narratives by downloading a book from the Book Module Agency Budget Books screen or running a book from the Configuration screen. Look for instructions in the updated BPAS User Guide, linked in the system’s Help menu or the Budget Planning and Analysis System webpage.

2024-25 Biennial Budget Cycle Reminders

Read the 2024-25 Biennial Base Budget Instructions that are now posted to the MMB Biennial Budget Instructions webpage to be prepared for base entry and reconciliation when BPAS opens on August 23.

Below are important dates agencies should keep on their radar for the upcoming weeks:

  • Mid-August: Governor’s budget request instructions
  • August 19th Weekend: SWIFT FY 22hard 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 Budget Systems Newsletter webpage.

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.