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BIENNIAL BUDGET SYSTEM TRAINING
2012-13
Logging into the Budget Information System (BIS)
ficro02xxxxxx
Changing Your Password
•To change your password,
click ‘Utilities—Password’
•Password should be
between 5 & 8 alpha-
numeric characters
•Should not = user ID
General Functionality
• Menus - Previous
Menu
• List Options
• Online Help
• Exit
Getting Started
• BBS Task list−Found in the BBS Users Manual, page 6
• http://www.mmb.state.mn.us/doc/bis/bbs-user.pdf
‾ Suggests key reports to validate the data
• BBS Reporting−Standard BBS Reports
− see the users manual for instructions
Program Maintenance•Agency Program
Structure• Agencies can add new
programs and activities
by clicking on the +
• Deleting a program—
highlight and X• Use caution—you can’t
undo this operation
Organization Maintenance•Agency Organization
Structure• Agencies can add a
new organization by
highlighting the
appropriate level
and clicking the +
• Orgs can be:
• Renamed
• Copied down
• Deleted
Appropriation Maintenance
•Appropriation Maintenance Screen
• To add an appropriation:• Click on the Add button• Enter name, fund, type,
program• In the FY block: enter the org, unit, and legal cite
•Use the Copy button to copy down to the other fiscal years
Allotment Maintenance
•Allotment Maintenance Screen
• To add an allotment:• Click on the Add button• Enter the name
• In the FY block: enter the allt org, kind, and program information
•Use the Copy button to copy down to the other fiscal years
BBS Narratives• BBS documents are system
generated based on program
structure
• Agencies can add their own
documentation if desired
• Document order can be
changed by the agency
• For complete instructions, see
the BBS user manual or the
Clerical Instructions at: www.mmb.state.mn.us/bis-bbs
Budgeting at the Appropriation Level
•Appropriation Budgeting Screen
• Base Maintenance Screen• Click on the Load button
• Edits may be necessary on some dollar amounts• Distributing
Expenditures•Click on the Distribute button
•See the BBS user manual for instructions on how to enter a new object class
Transfers In/Out• To transfer funds IN,
start from the appropriation where the funds will be expended
• Click on the Transfers
In line to highlight it,
then click Details
• The Transfer OUT
transaction is
automatically completed
by the system
Dedicated Receipts
• Click on Dedicated
Receipt line to
highlight
• Click the Details
button to see the
receipt data• The FY Data button
brings you to the
fiscal year/program
data for the receipt
Base Adjustments•Base Adjustment
Screen• Adding a base
adjustment• Click the Base Adj button
•Enter a description,
category, and dollar
amounts
•Distribute to the
expense budget level
Nondedicated Revenue Budgeting
•Nondedicated receipt screen
• To add a nondedicated receipt:
• Enter the revenue source code in a blank line
• Enter dollar amounts in the appropriate fiscal years
• Be sure to enter fiscal year data
• Important dates:− July 26 BBS closed for initial load
− Aug. 9 BBS reopened
− Aug. 30 Agency budget narratives due
(profile, program/activity)
− Aug. 20 BBS closed for second load
FY 2010 actual and current FY 2011 data reloaded from MAPS
− Aug. 30 BBS reopened
− Oct. 15 Agency BASE budgets due
