March 17, 2023

Budget Systems Newsletter

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

• Governor’s Revised Budget Recommendations Published
• Budget System User Survey
• BPAS Open to View Gov Rec Revised Data
• Budget Systems Tip of the Month: Saving BPAS Data (Part Two)
• AMA and BPAS Resources

Governor’s Revised Budget Recommendations Published

The Governor’s Revised 2024-25 Budget Recommendations are published to the MMB website. Visit the Governor’s Budget Recommendations webpage to view the Governor’s Revised Budget Recommendations and Supporting Documents.

Budget System User Survey

We want to hear your 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).

Please complete this short, five-minute survey, by clicking the link below. Survey results provide guidance for process improvements and communication efforts.

Budget System User Survey Link

BPAS Open to View Gov Rec Revised Data

The Budget Planning and Analysis System (BPAS) is open for all system users to view Gov Rec Revised data. Standard reports, including the Change Item Detail report, can be run for the Gov Rec Revised Change scenario (change only) or the Governor’s Rec Revised scenario (February Base plus Gov Rec Revised Change).

Budget Systems Tip of the Month: Saving BPAS Data (Part Two)

Best practice is to export and save your agency’s base budget and Governor’s Budget Recommendations data so your agency will have historical information for your agency base and change requests. The reports that are important to save include the Entity Detail Report, Combined Transfers, and Change Item Detail. Biennial Budget data will no longer be viewable in BPAS after the Supplemental budget cycle begins in August.

Entity Detail Report
The entity detail report includes account level data for appropriations and is grouped by Agency, Program, and Budget Activity. This is the most comprehensive and flexible report. User roles with statewide security can run this report for all agencies.

Combined Transfers
The Combined Transfers report includes intra- and inter-agency outgoing transfer and incoming transfer data at the appropriation level for the agency selected.

Users should run the Entity Detail Report and the Combined Transfers report for the Governor’s Rec Revised (February Base plus Gov Rec Revised Change) scenario.

Change Item Detail
The Change Item Detail report includes funding detail data that were distributed to an appropriation(s) and expenditure/revenue accounts. Users should run the Change Item Detail report for the Gov Rec Revised Change scenario.

AMA and BPAS Resources

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

• A library of training videos is available on MMB's website that provide instruction on system functions and feature in-system demonstrations. 
  • AMA training videos 
  • BPAS training videos
  • DE training videos
• The Systems’ User Guides, glossaries, and quick reference guides are excellent resources for new and experienced users. Linked in each system's help menu, the guides are also available on MMB's website.
  
  • AMA User Guide and AMA Glossary 
  • BPAS User Guide, Budget Glossary, and Quick Reference Guides
• Previous newsletters are available on the Budget Systems Newsletters webpage. 
• One-on-one assistance with AMA or BPAS is available by appointment. Email budget.finance.mmb@state.mn.us to request a time.

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.