Budget Systems Newsletter - October 2022

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October 10, 2022

Budget Systems Newsletter

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

Base Budget and Change Items Due October 17

By the end of the day on Monday, October 17, 2022, your 2024-25 agency base or current law budget data must be established and change item requests must be entered in the Budget Planning and Analysis System (BPAS). BPAS security for entry and edit will be changed to read-only for agency users after this deadline, except for agencies that have forecast programs. Read the instructions and guidelines on the Biennial Budget Instructions webpage for a complete list of agency actions for completing base budgets and change items.

Budget Narratives Published

Agency budget background narratives have been published. Visit the MMB website to view a summary of each agency’s mission, services, performance information, and a snapshot of how it is funded (https://mn.gov/mmb/budget/research-and-data/summary-of-agencies-programs-activities.jsp). Background narratives will be incorporated into agency biennial budget books for the base submission, which will be published on November 30, and the Governor’s Biennial Budget in early 2023.

Systems Training and Support

BPAS Workshops
Budget Operations is hosting online workshops every Wednesday afternoon, from 2pm-3pm through October 26, to help agencies complete base budgets and change item requests in BPAS and departmental earnings entries in the DE system. Workshops are great for users who have specific questions about their agency budget tasks or users who would like to walk through the steps needed to complete base budget, change item or departmental earnings tasks.

Read the BPAS and DE Workshop Information email for additional details including login information.

Training Videos
As the base budget and change item deadline approaches, agencies are busy finalizing data in BPAS. The reports module in BPAS allows users to run reports agencies can use to view agency data and review progress prior to October 17th. Watch the Standard Reports and Fiscal Reports training videos to learn how the reports module can help you.

Standard Reports
The standard reports video demonstrates how to run standard reports and offers examples of common reports agencies use to analyze BPAS data.

Fiscal Reports
This video demonstrates how users run agency fiscal reports and review data that is included in Base Budget Books and Governor’s recommended budget.

The reports training videos along with other BPAS training videos can be found on the BPAS Training Video Webpage.

BPAS and DE Systems Unavailable Oct 24 Noon – 1

BPAS and DE will be unavailable Monday Oct 24, 2022, from Noon-1pm for scheduled technical maintenance. Please schedule work outside of this time.

Budget Systems Reminders

AMA Automated Emails
The Appropriation Maintenance Application (AMA) sends automated email notifications to users who have transactions pending approval, denied transactions, or transactions ready to expire. Users who receive AMA automated email notifications should not reply to the email notification directly. Instead, contact individuals directly who can help answer questions or resolve issues. In most cases, replies to the automated email will not be addressed.

Checking System Status
If you experience issues opening one of the budget systems during business hours, an easy way to check whether there’s an unplanned issue is to view the System Status page. Log into the administrative portal and select the System Status tile.

System Status Tile

On the system status page, click on the Budget Applications down arrow to view each budget system’s status.

System Status Page

MNIT performs technical maintenance on the budget systems every Sunday from 6am – 2pm and if there is systemwide maintenance required during business hours, MNIT will send an email notification to users.

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.