Budget Systems User Verification Process

This bulletin was sent at 06/12/2024 01:00 PM CDT
Minnesota Management and Budget logo

Budget Coordinator or Director:

As we prepare for the FY2026-27 Biennial Budget process, we are requesting that agencies verify their authorized Budget Systems users by Tuesday, June 25.

If you received this email and you are not the agency budget coordinator or director, please forward this email to the appropriate person.

User Verification Process

  1. In your agency’s main SharePoint folder on the MMB Budget Division Document Management SharePoint site is a user verification form (PDF) with your agency’s current users for the Budget Planning & Analysis System (BPAS), Capital Budget System (CBS), and MMB Budget Division Document Management SharePoint site.
  2. Review each user listed in the pre-filled form.
  3. If no change is needed for your agency, email budget.finance.mmb@state.mn.us indicating no change is needed. Make sure to include the name of your agency in the email.
  4. Remove users who no longer need access to the systems.
    • If the user should be removed from ALL systems (BPAS, CBS, MMB Budget Division SharePoint Site), check the "Remove All System Access" checkbox.
    • If a user should be removed from a single system, select the "No Access" option from the Role dropdown and delete the agency code.
  5. Add new users who will need access to one or more systems.
    • Check the "New User" checkbox.
    • Enter the new user’s Name, Employee ID, and Email Address.
    • Choose the Role in the dropdown and type in the 3-digit agency code for each system the user should have access to.
    • If you need more room to add new users, download a blank Budget Systems User Authorization Form.
  6. Save changes to the PDF form on the SharePoint site and email us (budget.finance.mmb@state.mn.us) that the form is complete no later than Tuesday, June 25.

Timely certification of your agency users will ensure that your agency has appropriate SharePoint and BPAS access for the FY2026-27 Biennial Budget process.

Questions

Instructions are attached to this email to guide Coordinators and Directors through this process. If new users need to be added after June 25, send a separate Budget Systems Authorization Form to budget.finance.mmb@state.mn.us.

Contact us at budget.finance.mmb@state.mn.us if you have questions about the user verification process or system roles.

Note: The Fiscal Note Tracking System (FNTS) access and authorization is administered by the Legislative Budget Office. Appropriation Maintenance Application (AMA) security access and roles are tied to the security for the State of Minnesota accounting system, SWIFT.

 

Thank you,

MMB Budget Planning and Operations Team