budget planning and analysis system
DESCRIPTION
Budget Planning and Analysis System. FY 2016-17 Budget System Training. Phase I Improvements. Performance Tuning completed Software upgrade for IE9 completed Change : rebuilt the application to enhance usability and reporting capabilities. Completed - PowerPoint PPT PresentationTRANSCRIPT
BUDGET PLANNING AND ANALYSIS SYSTEM
FY 2016-17 Budget System Training
PHASE I IMPROVEMENTS
Performance Tuning completedSoftware upgrade for IE9 completedChange : rebuilt the application to
enhance usability and reporting capabilities. Completed
Reporting: Reorganized reports and simplified report options to limit user selection and increase confidence in data selected. Completed
Transfers: rebuilt the application to eliminate double counting of transfers in fiscal pages and simplify reporting. Completed
BBIS APPLICATION
Combined Forms into composite forms for easier navigation
Made the Balance Forward In account a calculated field from the previous year’s Balance Forward Out
Segmented general fund and other funds due to fiscal years open for reconciliation.
SYSTEM STRUCTURE (DIMENSIONS)
BPAS is organized by dimensions, which represent the categories of financial data for the State:
. Each dimension contains groups of
related members. Every time a user interacts with data a selection is made from each dimension.
DimensionsFundEntity AccountYearPeriodVersionScenario
ACCOUNT DIMENSION CHANGES
Account NetAvailable Resources
Balance Forward In Revenue
Revenue Account Codes from SWIFT Appropriation Net Transfers Balance Forward Out Cancellations
Uses Expenditure account codes from SWIFT
VERSION & SCENARIO DIMENSIONS
ScenarioActualGovernor’s Rec
Nov Base Change
Governor’s Revised Rec
Feb Base Change Revised
Enacted May Base Enacted Change
VersionWorkingBiennial FinalSupplemental FinalAgency What-IfMMB What-If
WHERE TO FIND DATA (1ST YEAR OF BIENNIUM)
Scenario Version
Nov Base
Fall 2014 Working until we publish Nov Forecast. Then copied to Biennial Final
Change
Jan/Feb 2015 Working until we publish Gov Rec, then copied to Biennial Final
Feb Base Feb 2015 Working until we publish Feb Forecast, then copied to Biennial Final
Change Revised
March 2015 (If applicable)
Working until we publish a revised Governor’s Rec, then copied to Biennial Final
May Base May/June 2015 Working until we publish an Enacted Budget, then copied to Biennial Final
Enacted Changes May/June 2015 Working until we publish an Enacted Budget, then copied to Biennial Final
REPORTING OVERVIEW
TIMING IS EVERYTHING
Data is entered at the lowest level of a dimension. Running reports at this level, the data is correct immediately.
Running reports at a higher level (BACT, Program, Agency) the data needs to be aggregated so the totals are correct.
Transfer Data and Aggregations occur at the top of every hour. The first ten minutes of an hour data is being updated. From 10 after thru the top of the hour reports will reflect data entered prior to the top of the hour.
2016-17 BIENNIAL BUDGET TASKS Update programmatic structure in SWIFT and
budget for FY15 by accounting close (Friday August 15th)
Reconcile FY2013 and FY2014
Adjust FY2015 budget to represent agency budget
Develop FY2016-17 base budgets and FY2018-19 planning estimates
WHERE DOES DATA COME FROM Program Structure Loaded From SWIFT
Appropriations, BACT, Program, Type, and LLBC codes
MMB will need to make changes to dimension members once the system is loaded. Plan ahead. Contact your EBO regarding possible changes.
FY12 and FY13 data will be loaded from BPAS
FY14 close and FY15 budget is loaded from SWIFT as of close (Aug 15). FY15 appropriations , revenue and expenditure budgets are pushed into FY16-FY19. Agencies should ensure accurate data prior to the loading of the budget system.
Historical Current Base Budget
Planning Years
FY12 FY13 FY14 FY15 FY16-17 FY18-19
Source of Data
BPAS BPAS SWIFT Hard Close
SWIFT Budget as of Hard Close
2015 SWIFT budget pushed out to these years
Financial Data Entry
Cannot Be Changed
Open for Other Funds LLBC must tie to close reports
Form Open for Edits
FTE Data Entry
Same as FY14-15 Budget Doc
Actual FY13 FTE
Actual FY14 FTE
FY14 pushed forward and open for edits
WHERE TO FIND DATA
BUDGET DEVELOPMENT EXERCISES
Verify SWIFT Load Data
Reconcile FY13 – FY15
Base Adjust FY16 – FY19
Budget Known Transfers
Compensation & FTE Budgeting
Update Revenue Estimates
IT Spending
Run Fiscal Pages
BASE BUDGET DEVELOPMENT TIMELINE
Date What Happens
August 8 BPAS Open with FY12 & FY13
August 18 Agency Chart of Accounts, FY14 and FY15 data loaded from SWIFT to BPAS
August 26 BPAS Open with FY12 – FY19 data
September Departmental Earnings Expenditures entered
October 15 Base Budgets Due
November Forecast Agencies update for forecast release
December 1 Base Budget reports posted online, released to legislature