Unified Reporting System (URS)

Unified Reporting System (URS)
Ms. Ma. Cecilia M. Narido 28 July 2017 1

Login Page for Unified Reporting System
Getting Started Login instruction: Open any available internet browser (best viewed in Mozilla Firefox or Google Chrome) by double-clicking on the shortcut icon on your desktop or within the list of applications. Type on the Address bar, and hit Enter. The Unified Reporting System login page will be displayed. OR Another option is to double-click the Unified Reporting System application shortcut in the desktop, if available. (click mouse) Enter a valid username and password Note: Password is encrypted. (encrypted would mean converting the password into codes and instead of seeing the alphanumeric data, asterisk will appear while typing) Upon initial log in, the system will redirect the user to change the default password. When is a username a VALID username? It is when the DBM analyst was able to create the user’s account in the URS system. Click on the LOGIN button. The user will be redirected to the homepage of the URS. Updated: June 21, 2017 Login Page for Unified Reporting System

Homepage for Unified Reporting System
Getting Started This is what we call the HOMEPAGE for URS. Homepage for Unified Reporting System

Search and Retrieval of Records
Searching for records within the URS will be dependent on the coverage selected by the user. (click mouse) Click on the RETRIEVE button after selecting the needed coverage information. Select the coverage by clicking on the dropdown menu to display all available departments, agencies, regions, divisions, and operating units to be accessed. Please take note that there will be an instance where a user could select up to FIVE levels of organizational units. (Department > Agency > Region > Division > OU)

Search and Retrieval of Records
The available report will then be displayed on the list below. Note: If no specific status was selected in retrieving the records, all available reports will be retrieved. To select a new coverage, click on the CLEAR SELECTION button to clear all fields. Retrieving a report after coverage selection (three-level coverage)

Financial Accountability Reports (FARs)
6

Financial Accountability Report (FAR)
To access the Financial Accountability Report page, click on the FARs link on the home page or on the selection menu on top.

After clicking either of the selection, the user will be redirected to the FARs page where like other reports, coverage selection must be done first. Click the RETIEVE button to display any existing FAR reports. Note: If no specific status and FAR type was selected in retrieving the records, all available reports will be retrieved. To clear all fields, click on the CLEAR SELECTION.

For creating a new FAR report, select the coverage first and click on the Add FAR button on the user interface. A dialog window will appear displaying the types of FAR reports that can be created.

FAR 1 Statement of Appropriations, Allotments, Obligations, Disbursements, and Balances (SAAODB) 10

FAR 1 – Statement of Appropriations, Allotments, Obligations, Disbursements, and Balances
When creating a new FAR 1 report, the user must first identify the Quarter Endings, Fund Cluster and Authorization and click on the LOAD button. The LOAD button means that the PAPs, authorized appropriation and allotment will be automatically generated from DBM systems, appropriation from the BPMS and Allotment Received by the specific OU from the DBM’s ebudget system.

For Appropriation Adjustments (col. 4), we have Outside Department and Within Department. Within Dept. automatically reflects the entries made on Adjustments, Transfer To and Transfer From of the Allotments. While Outside Dept. reflects the transfer of appropriation from one department to another based on the Memo Entry transacted in the DBM ebudget system, whether an addition or deduction.

Aside from the existing PAPs available, the user can add a new one by clicking the ADD button on the PAP. This facility will enable a lower operating unit in adding PAPs reflected on sub-allotments that are non-existent to them but are existing from their higher level operating unit, i.e. Central Office. Example: CMI’s sub-allotted by Central Office to Regional Offices

Once a new PAP has been added, it will be displayed on the user interface to start adding values.

An important reminder for the FAR 1 is that some fields must follow the business rules specified on that report. Business Rule: That the Adjusted Total Allotment must not be greater than the Adjusted Total Appropriation. Obligation not higher than the Adjusted Total Allotment. Disbursement not higher than the Obligation.

Automatic Appropriation Aside from the Agency Specific tab, the Automatic Appropriation tab’s functionality is the same as the one first one except that it has no OUTSIDE DEPT adjustment for appropriation. The user can select another fund source and add/delete PAPs on it. The modification process is also the same where the user must select a row item to be edited.

Special Purpose Funds The last tab for FAR 1 is the Special Purpose Fund. This tab displays pre-loaded values (depending on the chosen fund source). If values exist, editing the contents is similar to the first two tabs where the user must select a row item to begin adding values. Allotments encoded for SPF will automatically become its Adjusted Appropriations

FAR 1A Summary of Appropriations, Allotments, Obligations, Disbursement and Balances by Object of Expenditures (SAAODBOE) 18

FAR 1A – Summary of Appropriations, Allotments, Obligations, Disbursement and Balances by Object of Expenditures FAR 1A is one of the supporting documents of FAR 1 and thus when creating a new one, the user must first identify the Quarter Endings, Fund Cluster and Authorization and click on the LOAD button.

FAR 1A – Summary of Appropriations, Allotments, Obligations, Disbursement and Balances by Object of Expenditures The difference that the FAR 1A report has over the FAR 1 is that instead of adding PAPs, FAR 1A lets you add Sub-Objects instead. By clicking on the ADD button on the Sub-Objects group, a dialog window will open for the sub-object selection.

Lists of Allotments and Sub-allotments
FAR 1B Lists of Allotments and Sub-allotments (LASA) 21

FAR 1B – Lists of Allotments and Sub-allotments
The last supporting document for FAR 1 is the FAR 1B where creating a new one requires the user must first identify the Quarter Endings, Fund Cluster and Authorization and click on the LOAD button.

Allotments received from DBM - This tab will automatically capture the GAARD, GARO and SARO released by DBM from the DBM eBudget System. However, for flexibility, an ADD button is still available if there would be problems in the ebudget system itself. To add values on the template, simply click on the ADD button where a new row will be created and enter the desired values. Some fields accept alphanumeric characters.

Sub-allotments received from Central Office/Regional Office The functionality of the Sub-allotment tab is similar to the Allotment tab where a user can insert values by clicking on the ADD button where a new row is created to accept values. Saving is done by row.

Statement of Approved Budget, Utilization, Disbursements and Balances
FAR 2 Statement of Approved Budget, Utilization, Disbursements and Balances (SABUDB) 25

FAR 2 – Statement of Approved Budget, Utilization, Disbursements and Balances
FAR 2 is very similar to FAR 1. The only difference is that FAR 2 is used for Off-Budgets Accounts. When creating a new FAR 2 report, the user must first select the Quarter Endings and Fund Cluster to be used and click the LOAD button after.

FAR 2 – Statement of Approved Budget, Utilization, Disbursements and Balances
Agency Approved Budget On the Agency Approved Budget tab, the user can directly edit values on the pre-loaded fund source or select another one. Select a row to edit its details. But stil it follows the business rule of FARs: Business Rule: That the Budget Utilization must not be greater than the Approved Budget. Disbursement not higher than the Budget Utilization.

FAR 2A Summary of Approved Budget, Utilization, Disbursements and Balances by Object of Expenditures (SABUDBOE) 28

FAR 2A – Summary of Approved Budget, Utilization, Disbursements and Balances by Object of Expenditures This report is a supporting document for the FAR 2 and is similar to FAR 1A which is by object of expenditure. Users must select the Quarter Ending and Fund Cluster when creating a new FAR 2A report. Click the LOAD button after to display available values.

FAR 2A – Summary of Approved Budget, Utilization, Disbursements and Balances by Object of Expenditures The user can directly edit values on the pre-loaded fund source or select another one. Select a row to edit its details.

Aging of Due and Demandable Obligations
FAR 3 Aging of Due and Demandable Obligations (ADDO) 31

FAR 3 – Aging of Due and Demandable Obligations
When creating a new FAR 3 report, the user must first select the Fund Cluster and click the LOAD button.

FAR 3 – Aging of Due and Demandable Obligations
To start adding values to the template, click on the ADD button where a row will be created on the grid to start adding values.

Monthly Report of Disbursements
FAR 4 Monthly Report of Disbursements (MRD) 34

FAR 4 – Monthly Report of Disbursements
For creating a new FAR 4 report, the user must first identify the Fund Cluster and the Month then click the LOAD button. This report can only be created or modified by the Accountant unlike the other FAR reports where the Budget Officer will be the one held responsible.

To edit values on the template, select a row item to modify and click on the EDIT button on top to enable the fields to be modified.

To edit the Summary section, highlight the row you want to edit then click on Edit. Please take note that for Less Disbursements and Less Actual Disbursements, the “This Month” column is not editable. Its amount is automatically computed from the total amount of Grand Total column #27. New slide. Added on 6/21/2017

Quarterly Report of Revenues and Other Receipts
FAR 5 Quarterly Report of Revenues and Other Receipts (QRROR) 38

FAR 5 – Quarterly Report of Revenues and Other Receipts
If a user wants to create a new FAR 5 report, only the Quarter Ending must be specified before clicking the LOAD button. Like the FAR 4 report, only the Accountant shall be held responsible in creating and modifying the report.

To edit values on existing row items, select a row and click on the EDIT button on top to enable the fields to be edited.

Adding items on revenue sources is also possible by clicking on a row item and click on the ADD button. A dialog window will appear for the setting of the allotment to be added.

Budget Accountability Report (BAR)
42

To access the Budget Accountability Report page, click on the BARs link on the home page or on the selection menu on top. The Planning Officer is responsible for this report. To access the Budget Accountability Report page, click on the BARs link on the home page or on the selection menu on top

Reports can also be filtered by Budget Year and Status. Click the RETRIEVE button to show existing BAR reports for the selected coverage.

If no reports were retrieved, the user can simply add a new BAR report by clicking the ADD BAR button as displayed above were a dialog window will appear for the available BAR report type. The only available type of BAR report as of the moment is BAR 1 (Quarterly Physical Report of Operation).

Quarterly Physical Report of Operation (QPRO)
BAR 1 Quarterly Physical Report of Operation (QPRO) 46

An existing BAR report will simply load its values on a new page to begin modification. When adding a new report however, the user must first select the quarter ending and appropriation type then click the LOAD button to show the details.

Part A – Operations Once the items have been loaded, the user can now begin modifying/creating the report starting with the Operations tab. Click an item row and click the EDIT button to start adding values. If the agency was able to submit online their BEDs 2(physical Plan), the data they entered as quarterly targets shall be automatically made available here in BAR 1 as Physical Targets. So that, the agency will only have to update the physical accomplishment as of the quarter it is being reported.

Budget Execution Documents
(BEDs) 49

Budget Execution Documents (BEDs)
There are two (2) ways how to access the Budget Execution Document page,either by clicking on the BEDs link on the home page or on the selection menu on top. To access the Budget Execution Document page, click on the BEDs link on the home page or on the selection menu on top

Budget Execution Documents
This is the sample of a BED page. Budget Execution Documents page

BED 1 Financial Plan 52

BED 1 – The Financial Plan
This is a sample content of BED 1 or the Financial Plan. Sample content of BED 1

The Budget Year tab is one of the parts of the BED 1 report where the user can input figures for report generation.

To begin with the report modification, select a Fund Source to be used and click Retrieve to display all available activities and values.

To add OR EDIT values on the selected row, click the edit button Note: (1) Shaded fields are un-editable fields. They are calculated values and cannot be manually inserted or modified. Totals are automatically generated. (2) Only numeric values can be inserted within the fields. (3) Only one row/activity can be modified at a time. Saving per row is required.

Special Purpose Funds can also be added on the BED 1 report. A separate tab is available for adding the SPF. Click on the tab to display the SPF entry page. To add an SPF, click on the Add/Remove SPF button on the selection above. Budget Year – Special Purpose Funds

A window will be displayed that will allow you to select special purpose funds. Multiple selection is allowed in the URS.

Multiple SPFs can be added at once by checking on an item’s corresponding checkbox. After selecting, click on the Save button to reflect the SPFs on the data entry screen. After saving, the SPFs selected including their P/A/Ps shall be made available on the screen and the process of adding/editing values are the same as with the Budget Year Part A tab.

Aside from the SPFs, BED 1 reports can also add Other or Continuing fund sources on the report. Clicking on the Others/Continuing tab will display the data entry page. Click on the Add/Remove Fund Source button to display the dialog window. Budget Year – Others/Continuing

A window will be displayed that will allow you to select the appropriate fund source/s for the others/continuing appropriation. Multiple fund sources can also be selected and added at a time.

The selected fund source/s will then be displayed on the list.

If it is a Continuing Appropriation or Supplemental Appropriation, click on the Continuing Appropriation button after selecting a fund source and a dialog window will appear to allow user identify the type of Continuing Appropriation or Supplemental Approp. The selected change will then be reflected on the Type column.

The next step is to add activities for the fund sources. Select an item and click on the Add Activity button where a dialog window will appear. Once the dialog window is displayed, enter the description for the activity and its corresponding UACS code and press OK button. Then save.

BED 2 Physical Plan 65

BED 2 – The physical Plan Once the needed pre-requisites have been identified and the available BED 2 report has been clicked, the user will be redirected to the details page of the Physical Plan.

BED 2 – The physical Plan The Performance Indicators reflected in BED 2 was based on the approved indicators under the National Expenditure Program (NEP) of the dept/agency. Total column cannot be automatically computed by the URS since some of the targets were expressed as text for quality and timeliness, and not values.

Monthly Disbursement Program
BED 3 Monthly Disbursement Program 68

BED 3 – Monthly Disbursement Program
Unlike the previous version of the BED 3, we now have different levels of BED 3. The old URS system has only one level wherein, when there is a need for re-submission of BEDs based on upward/download adjustments from NEP to GAA level, it was done manually or some users requested for reopening of the original BED 3 (NEP level). And when agencies need to revise their MDPs for second sem, there is no online system available to be use in submitting agencies’ revised MDP as of May 31 of each year. Only hardcopies were received by the DBM analysts.

BED Levels Agency Submission (NEP) As Evaluated by DBM
But now, we have several BED LEVELS under the current URS version. And this is true not only for BED 3 but also true to BEDS 1 and 2. URS now have Agency Submission (NEP) level, As Evaluated by DBM, DBM evaluated (GAA level), DBCC approved level, and Emerging MDP. Agency Submission (NEP) As Evaluated by DBM DBM Evaluated (GAA) DBCC Approved Emerging MDP

Aside from that, data encoding for BED 3 is now per fund source. Users must first fill-in the three filters: the Year, Release, and Fund source.

Year and Release filters The YEAR and RELEASE dropdown selection should be identified. By default, the selected option for the dropdown is Fiscal Year’s Budget for the YEAR selection and Comprehensive Release for the RELEASE selection. Other options are displayed on the screen: (read the slide)

Then the fund source dropdown displays all available items dependent on what is available for the selected coverage. Click the RETRIEVE button after fund source selection to load the available data. If any record is available on the fund source, it will be displayed on the data grid.

After adding or modifying the values on the selected data row, click the SAVE button to store the inserted items on the grid. Grand total of monthly requirements may be equal or less than the Net Program. If the full year total is not equal to the Net Program, it is highlighted in red. However, if it is greater than the Net Program, the saving will not be allowed. A warning window will pop-up telling the user that the total program is more than the Net Program. Only less than or equal to the Net Program will be allowed to be saved.

Unlike the PART A tab, the OTHERS tab only has the fund source dropdown as its selection. In order to add a new Particular on the grid, hover over the ACTION menu and click the ADD ITEM. A dialog window will be displayed to define the name of the Particular to be added.

Once the Particular name has been defined, click on the OK button on the dialog window to insert the new item on the data grid.

Adding/editing/saving value is similar to the PART A tab where a user simply clicks a row to modify and click the EDIT button. Once done, clicking the SAVE button stores the changes made.

Summary Performance Monitoring Report (SPMR)
78

To access the Summary Performance Monitoring Report page, click on the SPMRs menu on the list of selections on the menu bar. The link is also available on the homepage. To access the SPMR page, click on the SPMR link on the home page or on the selection menu on top

Once clicked, the user will be redirected to the SPMR homepage. Like other reports, selecting the coverage must be done first before adding or retrieving a SPMR report.

7 Add new SPMR report

If either of the two options is done, the user will be redirected to the SPMR detail page where the user can add figures/values to be used on the report.

After the fields have been loaded, click an activity row to start adding or modifying values. Multiple entries can be made before saving all changes. Click the SAVE button to insert all changes made. Click CANCEL to terminate the transaction.

Updating of Data Using Excel
85

Updating of data using Excel sheets
To enable the updating of Data using an Excel sheet, users must first download the specific report to be updated by clicking the “Download Excel” button.

Once the user clicks on the DOWNLOAD EXCEL button, the file will be saved on the destination folder on the user’s computer for all downloaded items (dependent on browser default settings). All saved encoded data will be included in the downloaded excel file. The filename can be changed as long as there is no addition/deletion of rows and columns.

Open the excel file and begin adding values. Save the excel sheet once modifications are done. Do take note that some fields on FARs follow some business constraints and that these rules are taken into consideration when uploading the file back to the URS.

After modifying and saving the report, click the upload button on the interface as shown below. A file explorer window will open to let the user locate where the modified report was saved. Select the excel file to begin the upload.

Once the upload is finished, a dialog window will be displayed indicating that the upload process was successful.

The values added on the excel file will then appear on the template.

What users can DO in FARS Excel Template
Edit/update existing values to be uploaded in URS Encode all needed information in the template Save Excel Template and upload to URS using the Upload Excel functionality

RESTRICTIONS IN FARs EXCEL TEMPLATE
Users are to strictly follow the template - Adding/Deletion of columns and rows are strictly prohibited and would not be accepted by URS upon upload Only values are accepted by URS upon upload - Using formulas or link are strictly prohibited and would not be accepted by URS upon upload Excel Template inputs are not allowed to overwrite the Totals and Values that are either computed or derived by URS URS would automatically compute and display these values

Report Generation 94

Report Generation ‘Web’ would show the HTML format of the report, users can print in this format ‘PDF’ would show the PDF format users can either save the PDF file or print

Report Generation FAR 1 Report

Report Generation FAR 1a Report

Report Generation FAR 1b Report

Report Generation FAR 2a Report

Report Generation FAR 4

Report Consolidation 104

Report Consolidation The main functionality of the Unified Reporting System is the consolidation of the various government reports (BED, SPMR, FAR) into one high-level report.

Report Consolidation For retrieving the consolidation report for BED, select the coverage first and then select a BED type and Budget Year. Once determined, click the RETRIEVE button. The selected report shall then be loaded on the grid.

Report Consolidation The user can then view the report depending on the preview buttons (PRINT, PDF, and EXCEL) the user will click.

Report Consolidation FARs Consolidated Reports
Select the desired FAR report to be consolidated and click on the VIEW REPORT button. The user will be redirected to another selection option where the consolidated report will be displayed by Particulars, Region, Particulars and Operating Units or Particulars Total.

FAR 1 – by region Fund Source Department Agency Region Operating Unit
Allotment Class FAR 1 – by region

Fund Source PAP Allotment Class FAR 1 – by particulars

FAR 1 – by particulars and ou’s
Fund Source PAP Department Agency Region Operating Unit Allotment Class FAR 1 – by particulars and ou’s

FAR 1 – Particulars Total
Fundsource Programs FAR 1 – Particulars Total

Matrix of Available Options
PARTICULARS BED 1 BED 2 BED 3 FAR 1 FAR 1a FAR 1b FAR 2 FAR 2a FAR 3 FAR 4 FAR 5 BAR 1 By Status ü û By Department By Agency By Region By Division (DepEd only) By Operating Unit Central Office Staff Bureaus Regional Office Provincial Offices Schools Division Secondary School By Fund Cluster Regular Agency Fund Foreign Assisted Projects Fund Special Account - Locally Funded Special Account - Foreign Assisted/Grant Internally Generated Income Business Type Income Trust Fund By Authorization Current Year's Appropriation Continuing Appropriation Supplemental Appropriation Unprogrammed Appropriations By Program/Activity/Project Program GAS STO Operations MFO Project Locally Funded Foreign Assisted By Allotment Class PS MOOE FINEX CO

Report Consolidation Consolidation for Summary Performance Monitoring Reports Lastly, a consolidated view is also available for the Summary Performance Monitoring Report (SPMR).

Report Consolidation Similar to other consolidation reports, selecting the coverage, budget year, and month are needed to retrieve available SPMR reports. Once the fields have been determined, click the RETRIEVE button. The loaded report shall then appear on the grid.

Report Consolidation SPMR/Flash Reports Consolidated Report
Click either of the WEB or PDF buttons to generate the consolidated report.

Approval Workflow 117

General Report/Submission Workflow
Report and Submission Workflow

Approval Action and Status
Logged in as Maker (Budget Officer and the like) When the user is logged in as the maker of the report, the button name and status that the user will see on the user interface to trigger the approval is FOR REVIEW and PENDING.

Once the Maker has clicked the FOR REVIEW button, the report will be sent to the reviewer. A dialog window indicating that the report was submitted successfully will be displayed.

The Maker can no longer modify or do any changes once the report is submitted for approval. The FOR REVIEW button will be removed from the interface and is displayed as the status.

Logged in as Reviewer (Planning Officer and the like) The approval action when logged in as a Reviewer is divided into two parts, one is passing the review by sending it to approval and the other is sending it back to the Maker. The main status will be FOR REVIEW and two buttons are also present on the user interface (FOR APPROVAL and SEND BACK). If the Reviewer has clicked the FOR APPROVAL button, the report will be sent to the approver. Otherwise, clicking the SEND BACK button returns the report to the Maker. A dialog window indicating that the report was submitted or sent back successfully will be displayed.

Logged in a Approver (Agency Head and the like) Similar to the Reviewer approval workflow, the Approver’s process is also divided into two parts plus an additional final action, one is approving the report and the other is sending it back to the Maker directly. The main status will be FOR APPROVAL and two buttons are also present on the user interface (APPROVED and SEND BACK). When the Approver clicks the APPROVED button, the report will be approved and a final decision to submit the report to DBM must be done. Otherwise, clicking the SEND BACK button returns the report directly to the Maker instead of one rank lower. A dialog window indicating that the report was submitted or sent back successfully will be displayed. The status will also be updated once any of the two actions were made. For the submission of the report to DBM, the Approver still has an option to send the report back to the Maker if ever. The two button’s name present on the interface will now be SUBMITTED and SEND BACK.

Note: This sample approval process is similar across all URS reports with only the placement of the buttons on the interface being the only difference.

Sendback Remarks Your disbursements is overstated by 10,000. Please review Everytime the reviewer and approver SENT BACK the report, a send back window will pop-up to enable them give remarks or reasons for sending back the report.

Mass Approval The URS is also capable of mass approval for the Reviewer and Approver user access rights only. After selecting the coverage, set a status aside from PENDING or SUBMITTED. If the user wants to submit all the operating units under a specific agency / region / division, select ‘ALL’.

Mass Approval Once identified and the RETRIEVE button has been clicked, the items loaded will have a corresponding checkbox on the leftmost column.

Mass Approval To select all reports on the list, simply click on the check box on the column header or select the desired items one by one.

Mass Approval Once the desired items have been selected, click on the APPROVED button to update the status of the selected reports. A notification message will appear on screen if the process was successful.

Mass Approval To verify that the selected items have been updated, select the next status higher than the previous one and click RETRIEVE. The items should appear on the list.

New Enhancements 131

To quickly view your privileges
When any user opens up a form, a new panel at the top of the page will appear, indicating the privileges available for the user. It displays the user’s position, the current status of the report, and what the user can currently do in the report (based on the status and the user’s position).

To quickly view your privileges
A “View Workflow” button is also available so that the users can know what are the positions involved in each status. Example: If you are a “Budget Officer” and the current status of the form is “Pending”, the “For Review” button will be available to you.

Enhancements to the Status page
The Status page now has a summary of the total reports for each status.

On-going Enhancements
135

Future Enhancements 136

Unified Reporting System (URS)

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