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