1. B UDGET P LANNING AND A NALYSIS S YSTEM FY 2016-17 Budget System Training

2. P HASE I I MPROVEMENTS Performance Tuning completed Software upgrade for IE9 completed Change : 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

3. BBIS A PPLICATION 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.

4. S YSTEM STRUCTURE (D IMENSIONS ) 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. Dimensions Fund Entity Account Year Period Version Scenario

5. A CCOUNT D IMENSION C HANGES Account Net Available Resources Balance Forward In Revenue Revenue Account Codes from SWIFT Appropriation Net Transfers Balance Forward Out Cancellations Uses Expenditure account codes from SWIFT

6. V ERSION & S CENARIO D IMENSIONS Scenario Actual Governor’s Rec Nov Base Change Governor’s Revised Rec Feb Base Change Revised Enacted May Base Enacted Change Version Working Biennial Final Supplemental Final Agency What-If MMB What-If

7. W HERE TO F IND D ATA (1 ST Y EAR OF B IENNIUM ) Scenario Version Nov Base Fall 2014Working until we publish Nov Forecast. Then copied to Biennial Final Change Jan/Feb 2015Working until we publish Gov Rec, then copied to Biennial Final Feb Base Feb 2015Working 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 2015Working until we publish an Enacted Budget, then copied to Biennial Final Enacted Changes May/June 2015Working until we publish an Enacted Budget, then copied to Biennial Final

8. R EPORTING O VERVIEW

9. T IMING 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.

10. 2016-17 B IENNIAL B UDGET T ASKS Update programmatic structure in SWIFT and budget for FY15 by accounting close (Friday August 15 th ) Reconcile FY2013 and FY2014 Adjust FY2015 budget to represent agency budget Develop FY2016-17 base budgets and FY2018-19 planning estimates

11. W HERE D OES D ATA C OME F ROM 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.

12. HistoricalCurrentBase Budget Planning Years FY12FY13FY14FY15FY16-17FY18-19 Source of Data 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 W HERE TO FIND D ATA

13. B UDGET D EVELOPMENT E XERCISES 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

14. B ASE B UDGET D EVELOPMENT T IMELINE DateWhat Happens August 8BPAS Open with FY12 & FY13 August 18Agency Chart of Accounts, FY14 and FY15 data loaded from SWIFT to BPAS August 26BPAS Open with FY12 – FY19 data SeptemberDepartmental Earnings Expenditures entered October 15Base Budgets Due NovemberForecast Agencies update for forecast release December 1Base Budget reports posted online, released to legislature