Budget Systems Newsletter - February 2023

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February 9, 2023

Budget Systems Newsletter

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

2024-25 Biennial Budget Process Updates

The Governor’s Budget Recommendations were published to the MMB website in January, and this month MMB is preparing the February Forecast using updated data in BPAS.

In March, MMB will publish the Governor’s Revised Budget Recommendations which will include:

  • Agency budget books with Governor’s Revised Budget Recommendations
  • General Fund Balance Analysis Detail and Summary
  • Consolidated Fund Statement

Upcoming Budget Systems User Survey

In March, Budget Operations will be sending a survey via the Budget Systems Newsletter. The survey aims to gather agency feedback about the 2024-25 Biennial Budget process, budget system training, and your experience using the Budget Planning and Analysis System (BPAS) and Departmental Earnings (DE). We encourage users to fill out the survey when it is available as survey results provide guidance during process improvements and communication efforts. The survey supplements MMB’s biennial statewide systems survey.

Budget Systems Tip of the Month: AMA Recall Screen

As agencies prepare to set up their appropriations for the next biennium, one tool to keep in mind is the Recall screen in the Appropriation Maintenance Application (AMA).

Introduced in 2022, the Recall screen allows preparers to quickly fix errors or add missing information after the entry has been submitted for approval. To date, over 150 appropriations have been recalled, indicating it is a useful tool to AMA users.

Recall Screen FAQs:
When should I use the AMA Recall Screen?
Transactions can be recalled if they are pending approval. Recalling the transaction will move submitted transactions back to the Edit screen where the user can fix errors or add missing information. This can be done up until SWIFT Support has completed approval for upload to SWIFT.

Agencies can also use the Recall screen to track where a transaction stands in the AMA workflow. The Recall screen lists all transactions submitted but not yet approved by SWIFT Module support, so users can view which approver is next in line to review and approve the transaction.

How do I recall a transaction?
The AMA User Guide and the instructional video Recalling a Transaction include step-by-step instructions on how to use the Recall screen.

Who has access to the AMA Recall screen?
SWIFT roles Agency, Agency Approver, and EBO have access to the AMA Recall screen.

AMA and BPAS Resources

MMB Budget Operations has many resources available to assist agencies with using AMA and BPAS.

Budget Systems are unavailable during the statewide system maintenance window, every Sunday from 6:00 AM - 2:00 PM.

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.