Budget Revision System. Table of Contents

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2 Budget Revision System Table of Contents Page 1. Introduction Accessing the Budget Revision System 2.1 Security Issues Initial Sign-on Maneuvering within the System On-Line Functions 3.1 Function 4- Display/Revise a Function 5- Display 606 at Detail Account Level Function 6- Display Status of Actions on a Function 7- Enter a Signature on a Function 8- Pass a 606 to Another User Function 9- Display next 606 in User s List Function 10-Display List of 606 s for a Budget Code Function 11-Display a User s Pending 606 s Function 12-Display List of Filed 606 s Function 13-Display List of Pending 606 s Function 14-Display List of Revisions on a Function 15-Display Special Functions Menu Function 16-Print Copy of Function 17-Send Message Function 18-Display Mail Function 19-Accounting System Interface Function 20-Display or Modify Users Function 21-Change Password Function 22-Display or Modify Budget Codes Function 23-Add Budget Code(s) Function 24-Add User(s) Function 25-Exit Function 26-Display, Change, or Add Titles Function 27-Copy 606 to Budget Preparation System Function 29-Go to Salary Control System Function 30-Go to Budget Preparation System Function 33-Go to Cash Management System Flowcharts of 606 Processes 4.1 Flowchart of 606 Approval Process Flowchart of Interface Between BRS and NCAS Table of Contents i

3 5. Integration with other Core Business Systems 5.1 Budget Preparation System Salary Control System North Carolina Accounting System Frequently Asked Questions About the Budget Revision System Reporting Facility 7.1 Table of Contents ii

4 1. Introduction The Office of State Budget, Planning and Management developed the Budget Revision System in 1985 and linked all agency budget offices together electronically. The objective was to make the budget revision process easier and faster by using electronic mail and automated procedures, and to constantly make enhancements to the system. Agencies use this system to create budget revision requests and submit them to OSBPM for processing. A budget revision is a document with numeric changes to the certified budget, changes to position information, text explaining the request, and electronic signatures. If the budget revision is created at the detail level, this system automatically summarizes line items up to the certified fund/object level, so it can be viewed at either level. The documents are retained on-line for analysis and easy reference by agencies and OSBPM. Additionally, each action taken on the document is automatically recorded with the document for viewing, creating an audit trail with electronic signatures. Security is provided by giving each user a unique user name and password. This system has an interface with the North Carolina Accounting System (NCAS) so that an agency can pass the numeric data from the budget revision directly to NCAS without having to re-key the information. An interface with the Budget Preparation System prevents budget revisions from having to be re-keyed at budget preparation time. The full budget is prepared for a biennium every two years. The term 606 is a reference to the original form BD606 which was used to request a change to the budget as it was certified by the General Assembly, and sometimes this system is referred to as the 606 System. BRS runs under the IMS control program of the ITS enterprise server. IMS is accessible by any terminal with 3270 emulation capability. System Support and Training Provided by Agness W. Gunter Margaret Wilson Agness.Gunter@ncmail.net Margaret.Wilson@ncmail.net Office of State Budget, Planning and Management 116 West Jones Street Mail Service Center Raleigh, North Carolina (919) Introduction

5 2. Accessing the Budget Revision System 2.1. Security Issues In order to access the ITS mainframe, each user must be given an identification code and password by the agency Security Administrator; this is known as the RACF id. Every person who accesses BRS must be defined to BRS with a five-character identification code. The first two characters of the OSBPM code identify the agency where the person works, and the other three characters are usually his initials, giving a unique identification for each person. A signature and security code are associated with this code, so that an audit trail is recorded for each change made to the budget documents. Each agency has at least one person authorized to add or inactivate the identification codes for that agency. This security system was in place before the RACF security was installed for all access to the ITS mainframe. Now OSBPM has integrated its security with the RACF security by associating RACF identification codes with the BRS security code. The logon to the IMS control program passes the RACF id to the BRS application programs so that a second logon to BRS is not necessary. When the initial IMS transaction is entered to gain access to BRS, BRS checks to see if it can find the RACF code in its tables; if the RACF code is found and matched with a BRS security code, BRS gives the user access into the system by displaying the initial menu. If BRS does not recognize the RACF code, it displays a sign-on screen and requests a second sign-on with a valid five-character BRS security code. If a valid code is provided, BRS gives the user access to the system by displaying the initial menu. There is a password associated with the BRS identification code; the first time the code is used the password is NEW. The system requires that the user change the password before proceeding to any function; the password can be from one to eight characters. RACF also has a password which is required for any access to the mainframe; since BRS uses RACF security, the BRS password does not have to be changed every ninety days like the RACF password does. If a person does not access the mainframe through RACF for a period of forty-five days, his security is revoked and he must request reinstatement from the agency security administrator. If a person forgets his password, he must contact the agency security administrator for a new one. If a person tries to sign-on to RACF several times and is unsuccessful, he is revoked and must be reinstated by the agency security administrator. The RACF password must be changed at least once every ninety days and cannot be repeated. It must start with an alpha character and must be at least six characters long. Since the mainframe uses a full screen editor, all fields on the screen should be completed before pressing ENTER. The TAB can be used to move from field to field. Security Issues

6 Some typical error messages from RACF are as follows: SIGN COMMAND REJECTED. PASSWORD NOT DEF. This means that the wrong password was entered. The procedure should be repeated with the correct password. SIGN COMMAND REJECTED. NOT DEF TO RACF. This means that the RACF id was invalid and not defined to RACF security. The procedure should be repeated with a correct RACF id. SIGN COMMAND REJECTED. PASSWORD EXPIRED. This means that it is time to assign a new password. The procedure should be repeated with the same RACF id and password, adding the new password in the indicated field. SIGN COMMAND REJECTED. USER REVOKED. This means that the agency security administrator must be contacted. SIGN COMMAND REJECTED. NEW PWD INVALID. This means that the new password is not acceptable. The procedure should be repeated with a new password which has not been used previously. Security Issues

7 2.2. Initial Sign-on There are several methods to provide the connection from the agency to ITS, so each user should request help from his technical staff for the initial access to the IMS control program. In the past there were several types of mini-computers as well as dumb terminals used, but now most agencies are moving to a connection through TCP/IP and Windows. In the past, access to IMS was based on terminal node name, but now access is usually by RACF identification code, ignoring physical location of the terminal device. Usually the initial sign-on involves typing the code IMS in the application field and pressing ENTER. The sign-on to IMS requires the user to enter a RACF id and password. After the IMS sign-on is complete and a successful message is displayed on the screen, the transaction code for BRS must be entered. This transaction is RK followed by a space and pressing ENTER. BRS responds to the transaction by returning the main menu screen or a BRS sign-on screen. Initial logon screen to connect to main computer and select application Initial Sign-On

8 Logon screen for IMS control program Initial transaction for BRS Initial Sign-On

9 Logon screen for BRS Initial Sign-On

10 2.3 Maneuvering within the System The only keys that cause a transmission to the server are ENTER and the function keys F1, F2, F3 etc. All of the functions within BRS are assigned a function number as indicated on the main menu. At the bottom of each screen is the function line where the next function can be requested by number. After the function number is typed, the ENTER key should be pressed to transfer control to the next process. An alternate method would be to press the function key which corresponds to the function number. There are several other fields on the function line. These fields are budget code, 606 number, user id, page number and year. These values should be typed on the line before pressing the ENTER key or the Function key. The F1 key pages forward one page at a time; the F2 key pages backward one page at a time. Several biennial budgets are on-line at one time. The system defaults to the current budget that is in progress, but if an older budget is desired, the ending year value should be typed in the year field. For example, 95 would cause the budget revision to be displayed. If an invalid key is pressed and the BRS screen is lost, simply type RK followed by a space and press ENTER again. This system converts all text to upper case except for titles. The bottom two lines on the screen contain informative or error messages and should always be read. If data is being changed, a message indicates successful processing or an error condition. The informative messages usually help move from function to function. The F3 key always returns the main menu to the screen, for a review of the function numbers. The main menu has two count fields. One is a message count field that indicates if a person has new messages to view. The second count field is a count of documents belonging to the user and waiting for some action. Primary menu Maneuvering Within the System

11 3. On-line Functions Budget Revision System Operator s Manual 3.1. Function 4: Display/Revise a Budget Revision Document Function 4 is used by OSBPM to create, display or revise a BD606 document at the fund/object level. Display a If a budget code and 606 number are provided in the function line at the bottom of the screen, that 606 number will be displayed. To view a 606 from a previous biennium type the last year of the biennium in the Year field. 2. If screen 5, 6, 7, 14, or 16 is being displayed and the function line at the bottom of the screen is blank, the 606 number on the screen will be displayed. 3. If a list of 606 s is being displayed, the first 606 in the list marked with a selection character will be the one displayed. If there is only one 606 in the list, it is not necessary to mark it for display. Select a 606 by using the TAB to move the cursor to the left of the 606 number and typing over the _ with any non-blank character. 4. The system displays the last 606 displayed by the user if none of the above situations described above yields a 606 number. Paging After displaying the first page, use Function 1 to go forward one page at a time or Function 2 to go backward one page at a time. Use the PAGE field on the function line at the bottom of the screen to request a particular page. Press the F1 key after typing the page number. PAGE 99 requests the last page of the 606. Order The different parts of a 606 are displayed in the following order: requirement lines, receipt lines, annualized salary lines, appropriation or fund balance lines, position authorization lines, remarks, and action lines. The requirement and receipt lines have a numerical sequence. Action Lines The system appends an action line to the end of the 606 for each action taken on it with the various functions. Only the significant actions of a 606 show up when printed. Authorization Any user of the system except those defined as authorized for electronic mail only can view a 606. The budget code list display (Function 22) shows which agency groups are authorized to view 606 s for a particular budget code. The first two digits of the user id must match those defined for the budget code. On-line Function

12 Function 4: Create a Budget Revision Document Type in the budget code, 606 number. The 606 number has two parts; the first two digits are the certification type and the last four digits are the identifier for the 606. The certification can be 11, 12, or 14. The identifier digits must be unique within a biennium. The numbers start with one in July of the odd year and continue through the second year. The field is free form and leading zeros are optional. Select Function Four by typing 4 in the function field and pressing the ENTER key or by pressing the F4 key. If the 606 number already exists, that 606 will be displayed and another number must be selected for the new 606. The system displays a blank format if the number does not exist. Fill in the following fields and press the ENTER key when the page is complete. The data on the first page will be updated and the next blank input screen will be displayed. To create a 606 for a previous or future biennium type the last year of the biennium in the Year field. Fields of a 606 The Budget Code Title comes from the system title file. A budget code must be defined in this system with Function 23 prior to using it for a 606. The Effective Date is a required field. The Subject is required. Make it as meaningful as possible so that it will be useful when displayed with lists of 606 s. The Submitted Date will be filled in automatically when the 606 is submitted with Function 7. The Approved Date will be filled in automatically when the 606 is submitted with Function 7. This is the date passed to NCAS by Function 19. Yes, or No in the Attachment field indicates whether or not some additional documentation is being sent through the mail; the OSBPM analyst should wait for the documentation before processing the budget revision. A 606 can have up to six one-digit Codes. These codes are useful for later selection and analysis. Valid values for the Code field are: Budget Preparation Process B-This code is maintained by OSBPM and indicates that a 606 has been included in the recommended budget for the next biennium. It will not need to be repeated in the next biennium. O-This code may be set by either OSBPM or the agency. It indicates that the 606 should be omitted from the next biennial budget. This indicates a one-time budget change. On-line Function

13 R- This code may be set by OSBPM or the agency. It indicates that the 606 should be repeated for the next biennium. OSBPM will copy these documents into the next biennial data base, but the agency is responsible for reviewing and resubmitting the 606s. Salary Control Process L-This code indicates that the 606 involves lapsed salary and should not be posted with Salary Control transactions. N-This code incates that the 606 involves a one-time salary change and should not be posted with Salary Control transactions. This is used for bonus awards. There can be any number of Requirement Lines. Fill in the fund and object codes. If repeating a fund on several lines, it is necessary only to fill in the first fund field. The subsequent fund fields remain blank to be filled in by the system. Use the TAB key to advance from one field to another. Omit the Title field unless the fund or object code is new. A message is returned for a fund or object code that is not defined in the title file. The increase and decrease fields are free form and do not have to be lined up or punctuated with commas. The numbers will be right justified later when they are displayed, and commas will be inserted in the proper place. Decimals are allowed for capital improvement budget codes. Any fund/object combination can occur only once for a 606. If all four requirement lines are filled in, the next format screen will contain thirteen blank lines for additional requirement line items. The last line item is displayed at the bottom of the screen as a reminder of data already entered. The requirement lines are sorted into numeric order when displayed regardless of entry order. The Receipts Lines are handled the same way as the Requirement Lines. As long as the 606 is not in balance, the blank format for receipts and/or appropriations will be returned. If all lines have been entered and the 606 is not in balance, press the F4 key to display the 606 and verify the line items entered to find the keying error. The Annualized Salary Lines are required for any budget revision involving salary reserve. The requirement lines may be a portion payable amount, but the annualized amounts are always for 12 months. These values are used in the Salary Control System and the Budget Preparation System. These lines are required only for permanent salary accounts. If the budget code starts with 1 or 8, there is a line for entering Appropriation changes. If the budget code does not start with 1 or 8, there is a line for Fund Balance changes. Enter the budget code and the increase or decrease amount. If the appropriation amount is changing, the budget code must be the other budget code or codes involved in the appropriation transfer. If the fund balance is changing, the budget code is the same as on the first line of the screen. If multiple budget codes are involved in a transfer, leave the first appropriation line blank; a full screen of appropriation lines will be displayed later. On-line Function

14 The Position Lines are optional but should be used any time position counts change for a fund/object. If this 606 is authorizing new positions, unfunding positions, moving positions to other funds or objects, or changing position values, enter the fund, object classification title, position number, salary, grade, schematic code and position value for each position. If all three lines are filled in when the ENTER key is pressed, a blank format with space for thirteen more positions will be returned. A minus sign before the salary and value indicates that the position has been abolished or transferred to another subhead. Position value is also called FTE or Full Time Equivalency. The Justification Remarks are for the agency to enter justifications for the 606. When the 606 is in balance and the ENTER key is pressed, a blank format for remarks will be returned. If all four Justification lines are non-blank when the ENTER key is pressed, a blank format will be returned with space for thirteen Justification lines. Up to 199 lines can be entered for this type of remark. The Budget Office Remarks are handled the same way as the Justification remarks. This type of remark is for the OSBPM to reply to the agency. The Agency Remarks are handled the same way as the Justification remarks. These remarks do not appear when an OSBPM user displays the 606 or when the 606 is printed. The File Copy Remarks are handled the same way as the Justification remarks. These remarks do not appear when an Agency user displays the 606 or when the 606 is printed. The Department Remarks are handled the same way as the Justification remarks. These remarks are used when there is a departmental budget office as well as an agency budget office. These remarks do not appear when an Agency user or a OSBPM user displays the 606 or when the 606 is printed. Completion of a 606 When a 606 is complete, a display of the 606 will be returned with titles filled in, totals calculated, and columns aligned. The line items must be in balance before any action can be taken on the 606. A message appears at the bottom of the screen if it does not balance. The message shows in the status field if the 606 is printed while out of balance. When OSBPM puts the final approval or disapproval on a 606, the system generates a message and sends it to the primary agency person as well as a department level person, if specified. These individuals are displayed on the budget code list display screen (Function 22). Ownership of a 606 A 606 belongs to only one user at a time. A 606 goes to different users as it progresses through the system. There are certain restrictions built into the system, so that changes cannot be made to a 606 without the proper ownership. The current owner is responsible for taking the appropriate action on the 606, so that the approval cycle can be completed and the 606 filed. On-line Function

15 Status of a 606 The 606's status changes automatically as the 606 progresses through the system. It starts out as New and remains that until it has been entered and balanced; then it changes to Prepared. The other changes occur as action is taken on the 606 with Function 7. The status values are listed as follows: New Returned Prepared Disapproved Submitted Approved (internal 606) Approved Approved by Agency Approved as Revised Filed On-line Function

16 Function 4: Revise an Existing 606 Selection Display the 606 according to the previous instructions. Use the F1 key to advance to the page where a revision is required. If the specific page is known, it can be entered in the PAGE field at the bottom of the screen. Revision Move the cursor to the field requiring a change. Type over the field with the proper value. After all changes on that page are complete, press the ENTER key. Use the F1 key if more changes are needed on other pages. Repeat this process until all changes have been completed. One restriction is that a requirement object code cannot be changed to a receipt object and a receipt object cannot be changed to a requirement object. If that change is necessary, it requires a two step process: add the new line and delete the old line. The budget code and reference number cannot be changed by typing over the field. These are the fields which identify the document, so they must be changed with Function 7. Addition of Line Items If it is necessary to add more line items, a blank input screen is needed. There are two ways of getting a formatted screen: Display the first page of the 606; then use F2 to page backward. A menu list of all input format screens will be shown. Type the number of the format type needed and press the ENTER key. Display the 606 until the end of the display is reached. Press the F1 key to get a blank format. Enter the requirement, receipts, appropriation, or position lines as needed and press the ENTER key. If that page is full or the 606 is no longer in balance, another blank format page is provided. If no more line items are needed, press the ENTER key without entering any data. The line items are inserted in the proper place so that all line items are in numeric sequence. Deletion of Line Items There are two methods of deleting requirement or receipt line items. If the increase/ decrease fields are cleared out or set to zero, the line will display on the screen to indicate that it was there previously. If the fund and object fields are cleared out, the line will not appear on the display or the printed copy. It will show up if the revisions are displayed with Function 14. The ENTER key must be pressed to cause the update to be made in either case. Deletion of Appropriation or Fund Balance Lines Use the space bar or ERASE EOL key to clear out the budget code and increase/decrease fields. Then press the ENTER key. On-line Function

17 Addition of Remarks If it is necessary to add more remarks, display the 606 until the end of the display is reached. Press the F1 key again to receive the blank format for remarks. Enter the remarks under the appropriate heading and press the enter key. If there are no blank lines under that heading, another blank format will be returned. Repeat until all remarks are entered. Press the ENTER key to indicate your completion. The remarks are added to the end of any existing remarks of the same type. Deletion of Remarks Use the space bar or ERASE EOL key to clear out the remark line. Then press the ENTER key. Since a blank line tells the system to delete the line, It is not possible to have a completely blank line in the text of a 606. Fund/Object Titles The titles can be changed by typing over them and pressing the ENTER key. Budget Code Title This title can be changed with Function 22. Totals Each time the ENTER key is pressed, all totals are recalculated and balances checked. Protected Fields Some fields on the screen are not supposed to be changed. These fields are set up as protected fields and the keyboard will lock up if modification is attempted. If this happens, press the RESET or BREAK ESC key and move the cursor to another field by using the TAB or Arrow key. Authorization There are certain restrictions on which users are authorized to revise a 606. The first two characters of the user name must be the same as the owner of the 606. If the status is SUBMITTED the user must be the owner of the 606 or must be defined as a supervisor. Only 606 s that are NEW, PREPARED, SUBMITTED, RETURNED or APPROVED BY AGENCY may be revised. If a user is not authorized to revise a 606, the blank format pages will not be sent when the F1 key is pressed. Retention After a 606 has been submitted, a copy of the 606 is saved each time a revision is made. The 606, as it existed before the revision, can be viewed with Function 14. Any changes made will be highlighted when the 606 is later displayed to alert the viewer to the fact that a revision has been made. Actions All actions made on a 606 are recorded and displayed at the end of the 606. The user name and date is also displayed for each action. The first time the owner of a 606 views the 606, On-line Function

18 an action indicating that the owner has viewed the 606 is generated. The various actions are as follows: Prepared By Submitted By Revised By Approved By Returned By Disapproved By Number Changed From xxx By Revised At Agency Level By Action Canceled By 606 Updated in BPS By Recommended By Viewed By Passed By Internally Approved By Agency Approved By Formatted for NCAS By Flagged, Not Formatted for NCAS By NCAS Format Canceled By Journal Entry Number xxx Assigned By Required fields on function line: none Optional fields on function line: Budget code, 606 No., Page, Year Display of a completed budget revision at the fund/object level On-line Function

19 Page 2 of the displayed budget revision Page 3 of the displayed budget revision On-line Function

20 3.2. Function 5: Display a Budget Revision at the Detail Account Level Function 5 is used to display, create or revise a particular BD606 budget revision document at the lowest account level. It automatically generates the line items for the certified fund/object level so that they can be viewed with Function 4. Selection There are four different ways this function can arrive at the proper 606 to display. 1. If a budget code, 606 number and year are provided in the function line at the bottom for the screen, that 606 document will be displayed. If the 606 was from a previous biennium, type the last year of the biennium in the YEAR field. 2. If screen 4, 6, 7, 14, or 16 is being displayed and the function line at the bottom of the screen is blank, the 606 number on the screen will be used to select the document displayed. 3. If a list of 606 s is being displayed, the first 606 in the list marked with a selection character will be the one displayed. If there is only one 606 in the list it is not necessary to mark it for display. Select a 606 by using the TAB key to move the cursor to the left of the 606 number and typing over the _ with any non-blank character. 4. The last 606 displayed by the user will be displayed if none of the above situations provides a 606 number. Paging After displaying the first page, use Function 1 to go forward one page at a time or Function 2 to go backward one page at a time. Use the PAGE field on the function line at the bottom of the screen to request a particular page. Press the F1 key after typing the page number. PAGE 99 requests the last page of the 606. Order The different parts of a 606 are displayed in the same order as follows: requirement lines, receipt lines, annualized salary lines, appropriation or fund balance lines, position authorization lines, remarks, and action lines. The requirement and receipt lines have a numerical sequence. Action Lines The system appends an action line to the end of the 606 each time action is taken on it with the various functions. Only the significant actions of a 606 show up when printed. On-Line Function

21 Authorization Any user of the system except those defined as authorized for electronic mail only can view a 606. The budget code list display (Function 22) shows which agency groups are authorized to view 606 s for a particular budget code. The first two digits of the user id must match those defined for the budget code. Required fields on function line: none Optional fields on function line: Budget code, 606 No., Page, Year Display of page 1 of a completed budget revision at the agency detail level (NCAS format: company, account, center) On-Line Function

22 Function 5: Create a Budget Revision Document at the Detail Account Level Selection Type in the budget code, 606 number, and year. The 606 number has two parts. The first two digits are the certification type and can be 11, 12, or 14. The next four digits are the identifier for the 606 and must be unique within a biennium. The field is free form and it is unnecessary to type leading zeros. Select Function 5 by typing 5 in the function field and pressing the ENTER key or by pressing the F5 key. If the 606 number already exists, the 606 will be displayed and another number must be selected for the new 606. If the number does not exist, a blank format will be displayed. Fill in the following fields and press the ENTER key when the page is complete. The data on the first page will be updated and the next blank input screen will be displayed. Ordinarily the system can determine which format screens are needed and they are displayed in order after each screen is complete and the ENTER key pressed. However, if a keying error is made and the 606 does not balance after all data has been entered, press the F5 key to display the data so that corrections can be made. Fields of a 606 The Budget Code must be entered when requesting the format screen. The Budget Code Title comes from the system title file. A budget code must be defined in this system with Function 23 before it can be used for a 606. The 606 Number must be entered when requesting the format screen. The Fiscal Year is always the current year unless the YEAR field on the function line is used to request a different biennium. To request a format for a , enter 99 in the YEAR field. After the columns of data are entered, the system determines if the fiscal year should be for one or two years and displays the proper value. The Part Pay Date is required only if R is entered in the CODES field. This is used when the system processes repeat 606 s at a later date and calculates annual dollar amounts. If the amounts are already annual and no calculations are needed, enter July 1 of the current year. The Effective Date is a required field. The Subject is a required field. Make it as meaningful as possible so that it will be useful when displayed with lists of 606 s. The Submitted Date will be filled in automatically when the 606 is submitted with Function 7. The tab key can be used to pass over this field. On-Line Function

23 The Approved Date will be filled in automatically when the 606 is submitted with Function 7. This is the date passed to NCAS by the Function 19 interface. Yes or No in the Attachment field indicates whether or not some additional documentation is being sent through the mail; the OSBPM analyst should wait for the documentation before processing the budget revision. Up to six one-digit Codes can be entered for a 606. These can be used at a later time for selection and analysis. Valid values for the Code field are: Budget Preparation Process: B-This code is maintained by OSBPM and indicates that a 606 has been included in the recommended budget for the next biennium. It will not need to be repeated in the next biennium. O- This code may be set by either OSBPM or the agency. It indicates that the budget revision should be omitted from the next biennial budget. This indicates a one-time budget change. R- This code may be set by OSBPM or the agency. It indicates that the budget revision should be repeated for the next biennium. OSBPM will copy these documents into the next biennial data base, but the agency is responsible for reviewing and re-submitting the BD606. Salary Control Process: L- This code indicates that the BD606 involves lapsed salary and should not be posted with Salary Control transactions. N- This code indicates that the BD606 involves a one-time salary change and should not be posted with Salary Control transactions. This is used for bonus awards. There can be any number of requirement lines. Fill in the fund and object codes. The sub-account and the last eight digits of the center fields are optional. The company number is filled in by the system, but can be changed by typing over the field. The account type is always 53. The fields on the requirement line can be numeric or alpha. If a fund is repeated on several lines, it is only necessary to enter the first line; leave the subsequent fund fields blank. Use NEW LINE KEY or the TAB key to advance from one field to another. A message will be returned if a fund or object code is not defined in the title file. If the fund or object code is new, the title can be entered at the indicated location on the screen. The increase and decrease fields are free form and do not have to be lined up or punctuated with commas. The numbers will be right justified later when they are displayed, and commas will be inserted in the proper place. If commas are not used, the maximum amount which can be entered is 999,999,999. Minus signs are not allowed since there are both increase and decrease fields available. Decimals are allowed for capital improvement budget codes only. Any account/center combination can occur only once for a 606. If all four requirement lines are filled in, the next format screen will contain thirteen blank lines for additional requirement line items. The last line item is displayed at the bottom of the screen as a reminder of data already entered. The On-Line Function

24 requirement lines can be entered in any order because they will be sorted into numeric order when displayed. The Receipts Lines are handled the same way as the Requirement Lines. The account type is displayed as 43 but can be changed for contra-accounts. Object codes which start with 82, 83 or 88 must have account type 53 ; all other receipt objects must have account type 43. As long as the 606 is not in balance, the blank format for receipts and/or appropriations will be returned. If all lines have been entered and the 606 is not in balance, press the F5 key to display the 606 and verify the line items entered. If the budget code starts with 1 or 8, there is a line for entering Appropriation changes. If the budget code does not start with 1 or 8, there is a line for Fund Balance changes. Enter the budget code and the increase or decrease amount. If the appropriation amount is changing, the budget code entered must be the other budget code or codes involved in the appropriation transfer. If the fund balance is changing, the budget code entered is the same as on the first line of the screen. If multiple budget codes are involved in a transfer, leave the first appropriation line blank; a full screen of appropriation lines will be displayed later. The Annual Salary Lines are optional but should be used any time there is a permanent change to a salary line item. Any amount to be posted to the Salary Control System should be entered in this section if portion payable amounts were entered in the requirement section. If a fund/object is not maintained for salary control purposes, it does not have to be entered in this section. The FTE Lines are optional. They are used by universities to record changes in Full- Time-Equivalency values. The Position Lines are optional but should be used any time position counts change for a fund/object. If this 606 is authorizing new positions, unfunding positions, moving positions to other funds or objects, or changing position values, enter the fund, object classification title, position number, salary, grade, schematic code and position value for each position. If all three lines are filled in when the ENTER key is pressed, a blank format with space for thirteen more positions will be returned. A minus sign before the salary and value indicates that the position has been abolished or transferred to another fund/object. Position value is also called FTE or Full Time Equivalency. The Justification Remarks are for the agency to enter justifications for the 606. When the 606 is in balance and the ENTER key is pressed, a blank format for remarks will be returned. If all four Justification lines are non-blank when the ENTER key is pressed, a blank format will be returned with space for thirteen Justification lines. Up to 199 lines can be entered for this type of remark. The Budget Office Remarks are handled the same way as the Justification remarks. This type of remark is for OSBPM to reply to the agency. On-Line Function

25 The Agency Remarks are handled the same way as the Justification remarks. These remarks do not appear when an OSBPM user displays the 606 or when the 606 is printed. The File Copy Remarks are handled the same way as the Justification remarks. These remarks do not appear when an Agency user displays the 606 or when the 606 is printed. The Department Remarks are handled the same way as the Justification remarks. These remarks are used when there is a departmental budget office as well as an agency budget office. These remarks do not appear when an Agency user or an OSBPM user displays the 606 or when the 606 is printed. Completion of a 606 When a 606 is complete, a display of the 606 will be returned with titles filled in, totals calculated, and columns aligned. The line items must be balanced before any action can be taken on the 606. A message appears a the bottom of the screen and in the status field if it does not balance. When OSBPM puts the final approval or disapproval on a 606, the system generates a message and sends it to the primary agency person as well as a department level person, if specified. These individuals are displayed on the budget code list display screen (Function 22). Balancing a 606 In the case of general fund or highway fund 606 s the receipts plus the change in appropriation must equal the requirements. In the case of special funds, the receipts minus the requirements equals the change in fund balance. When detail line items are entered with Function 5, they are automatically summarized up to the fund/object level for OSBPM, but if a change is made with Function 4, the changes cannot be automatically distributed to the detail level. The 606 can be approved by OSBPM if the fund/object level balances, but the 606 cannot be passed to the accounting system until the agency makes the changes with Function 5 to balance the detail level with the fund/object level.. In this case the status will show FILED, NOT BAL. If the 606 seems to be in balance, but the system shows it out of balance, press the ENTER key from any display page. Pressing the ENTER key causes the system to recalculate all balances and totals. Ownership of a 606 A 606 belongs to only one user at a time. It is passed along to different users as it progresses through the system. There are certain restrictions built into the system, so that changes cannot be made to a 606 without the proper ownership. The owner is responsible for taking the appropriate action on the 606, so that the approval cycle can be completed and the 606 filed. Once the final approval is made, the 606 no longer belongs to anyone; it is filed. On-Line Function

26 Status of a 606 The status of the 606 changes automatically as the 606 progresses through the system. It starts out as New and remains that until it has been entered and balanced; then it changes to Prepared. The other changes occur as action is taken on the 606 with Function 7. All the status values are listed as follows: New Returned Prepared Disapproved Submitted Approved (internal 606) Approved Approved by Agency Approved as Revised Filed Filed, not balanced On-Line Function

27 Function 5: Revise an Existing 606 Selection Display the 606 according to the previous instructions. Use the F1 key to advance to the page where a revision is required. Revision Move the cursor to the field requiring a change. Type over the field with the proper value. After all changes on that page have been made, press the ENTER key. Use the F1 key if more changes are needed on other pages. Repeat the process until all changes are made. One restriction is that a requirement object code cannot be changed to a receipt object and a receipt object cannot be changed to a requirement object. If that change is necessary, it must be done in two steps: add the new line and delete the old line. The budget code and reference number cannot be changed with this method. Since they identify the document, they can only be changed with Function 7. Addition of Line Items If it is necessary to add more line items, a blank input screen is needed. There are two ways of getting a formatted screen: Display the first page of the 606; then use F2 to page backward. A menu list of all input format screens will be shown. Type the number of the format needed and press the ENTER key. Display the 606 until the end of the display is reached. Press the F1 key and a blank format will be displayed. Enter the requirement, receipts, appropriation, or position lines as needed and press the ENTER key. If that page was filled or the 606 is no longer in balance, another blank format page will be returned. If no more line items are needed, press the ENTER key without entering any data. The line items are inserted in the proper place so that all line items are in numeric sequence. Deletion of Line Items There are two methods of deleting requirement or receipt line items. If the increase/decrease fields are cleared out or set to zero, the line will display on the screen to indicate that it was there previously. If the fund and object fields are cleared out, the line will not appear on the display or the printed copy. It will show up if the revisions are displayed with Function 14. The ENTER key must be pressed for the update to occur in either case. Deletion of Appropriation/Fund Balance Line Use the space bar or ERASE EOL key to clear out the budget code and increase/decrease fields. Then press the ENTER key. On-Line Function

28 Addition of Remarks If it is necessary to add more remarks, display the 606 until the end of the display is reached. Press the F1 key again to receive the blank format for remarks. Enter the remarks under the appropriate heading and press the ENTER key. If all lines under that heading were used, another blank format will be returned. Continue until all remarks are entered. Press the ENTER key to indicate your completion. The remarks are added to the end of any existing remarks of the same type. Insertion of Remarks If it is necessary to insert remark lines in the middle of the existing remark section, press the! key until the blank format for remarks is received. Type in the appropriate sequence number where the XXX appears in the field INSERT AFTER. You should take note of the sequence numbers as the existing remarks are displayed. The value should be between 1 and 199. When a value is provided in this field, the existing remarks are re-sequenced, leaving twenty available sequence numbers after the sequence number provided. If more than twenty remark lines need to be inserted, this process must be repeated. Deletion of Remarks Use the space bar or ERASE EOL key to clear out the remark line. Then press the ENTER key. Since a blank line tells the system to delete the line, it is not possible to have a completely blank line in the text of a 606. Fund/Object Titles The titles can be changed with Function 26. Budget Code Title This title can be changed with Function 22 or Function 26. Totals Each time the ENTER key is pressed, all totals are recalculated and balances checked. The total fields cannot be changed by typing over them. Protected Fields Some fields on the screen are not supposed to be changed. These fields are set up as protected fields and the keyboard will lock up if modification is attempted. If this happens, press the RESET or ESC key and move the cursor to another field by using the TAB or Arrow key. On-Line Function

29 Authorization There are certain restrictions on which users are authorized to revised a 606. The first two characters of the user name must be the same as the owner of the 606. If the status is SUBMITTED the user must be the owner of the 606 or must be defined as a supervisor. Only 606 s that are NEW, PREPARED, SUBMITTED, RETURNED, or APPROVED BY AGENCY may be revised. If a user is not authorized to revise a 606, the blank format pages will not be sent when the F1 key is pressed. Retention After a 606 has been submitted, a copy of the 606 is saved when revisions are made. The 606, as it existed before the revision, can be viewed with Function 14. Any changes made will be highlighted when the 606 is later displayed to alert the viewer to the fact that a revision has been made. Actions All actions made on a 606 are recorded and displayed at the end of the 606. The user name and date are also displayed at the end of the 606. The user name and data are also displayed. The first time the owner of a 606 views the 606, an action indicating that the owner has viewed the 606 is generated. The various actions are as follows: Prepared By Submitted By Revised By Approved By Returned By Disapproved By Number Changed From xxx By Revised at Agency Level by Action Canceled By 606 Updated in BPS By Recommended By Viewed By Passed By Internally Approved By Agency Approved By Formatted for NCAS By Flagged, not Formatted for NCAS By NCAS Format Canceled By Journal Entry Number xxx Assigned By On-Line Function

30 Required lines on function line: Budget code, 606 No. Optional lines on function line: Year Input format screen for creating a budget revision at the agency detail level NCAS format Input format screen for creating a budget revision at the agency detail level DOT format On-Line Function

31 Input format screen for creating a budget revision at the agency detail level University format Input format screen for continuation of requirement lines NCAS format On-Line Function

32 Input format screen for annualized salary lines Input format screen for text lines On-Line Function

33 Input format screen for continuation of justification text lines Input screen format for appropriation transfer lines On-Line Function

34 Menu for selecting a format screen On-Line Function

35 3.3. Function 6: Display Status of Actions On A 606 Function 6 displays any actions taken on a 606 document. These are the same as the actions displayed at the end of Function 4 or 5. Selection There are four different ways this function can arrive at the proper 606 to display. Paging 1. If a budget code, 606 number and year are provided in the function line at the bottom for the screen, that 606 number will be displayed. 2. If screen 4, 5, 7, 14 or 16 is being displayed and the function line at the bottom of the screen is blank, the system will display the 606 number on the screen. 3. If a list of 606 s is being displayed, the first 606 in the list marked with a selection character will be displayed. If there is only one 606 in the list it is unnecessary to mark the 606. A 606 is selected by using the T key to move the cursor to the left of the 606 number and typing over the _ with any non-blank character. 4. If none of the above situations provides a 606 number, the 606 last displayed by the system is displayed. After the first page is displayed, use Function 1 to go forward one page at a time or Function 2 to go backward one page at a time. The PAGE field on the function line at the bottom of the screen can be used to request a particular page. Press the! key after typing in the page number. Page 99 requests the last page of the 606. On-Line Function

36 Required fields on function line: none Optional fields on function line: Budget code, 606 No., Page, Year Display of activity for a budget revision On-Line Function

37 3.4. Function 7: Enter A Signature On A Budget Revision (Agency Users) Function 7 is used to submit, approve, renumber, copy or delete a 606. Selection There are four different ways this function can arrive at the proper 606 to display. 1. If a budget code, 606 number and year are provided in the function line at the bottom of the screen, that 606 number will be displayed. 2. If screen 4, 5, 6, 14, or 16 is being displayed and the function line at the bottom of the screen is blank, the 606 number on the screen will be displayed. 3. If a list of 606 s is being displayed, the first 606 in the list marked with a selection character will be displayed. If there is only one 606 in the list it does not have to be marked. A 606 is selected by using the TAB key to move the cursor to the left of the 606 number and typing over the _ with any non-blank character. 4. If none of the above situations provides a 606 number, the 606 last displayed by the user will be displayed. Action Code 1 Code 2 Code 3 Code 4 If the 606 is to be approved and then passed to someone else in same agency for further approval. 1 should be typed after the words ENTER ACTION CODE. That person s user name should be typed after the words PASS TO before pressing the ENTER key. If all levels of approval within the agency are complete, and the 606 is ready to be submitted. 2 should be typed after the words ENTER ACTION CODE. The user name of the analyst in OSBPM should be typed after the words PASS TO and the ENTER key pressed. If the 606 is to be approved and submitted at the same time, code 3 is the same as codes 1 and 2 combined. The user name of the analyst in OSBPM should be typed after the words PASS TO before pressing the ENTER key. If the 606 is an internal 606 and is ready to be approved, 4 should be typed after the words ENTER ACTION CODE. These 606 s do not go to OSBPM but are passed to NCAS. On-Line Function

38 Code 5 Code 6 Code 7 If the agency wants to reuse a 606 number, the 606 can be deleted by typing 5 after the words ENTER ACTION CODE. There are some restrictions on which 606 s can be deleted. A 606 can be deleted any time before it has been submitted, but after it has been submitted, the only way it can be deleted is for OSBPM to return it without action by using Function 7. A log of all deleted 606 s is maintained but a 606 cannot be retrieved once it has been deleted. If the agency wants to renumber a 606, 6 should be typed after the words ENTER ACTION CODE and the new number should be typed after the words RENUMBER 606 TO before pressing the ENTER key. The old number can then be reused. The same restrictions are on this actions as on action code 4 as far as which 606 s can be renumbered. If the agency wants to make a change to an internal budget revision or to delete it, the approval must be removed by typing 7 after the words ENTER ACTION CODE and the ENTER key pressed. Code 8 If the agency wants to copy a 606 to a different reference number, 8 should be typed after the words ENTER ACTION CODE and the ENTER key pressed. Action Date The current date is displayed in the ACTION DATE field,but it can be changed by typing over it before pressing the ENTER key. Authorization The agency users are defined in this system as either supervisory persons or nonsupervisory persons. Only those defined as supervisors are authorized to approve 606 s. However, non-supervisors can approve a 606 if they type the supervisor s user name after the words SIGNED FOR. If this is done, both user names are recorded as taking action on the 606. Of course no user can take any action on a 606 which belongs to another agency. The first two characters of the user name identify the agency and are used for authorization. Recording Each time Function 7 is used, a new action line is added to the 606, showing the type of action, the date and the name of the person taking the action, This log is displayed at the end of the 606 and can be viewed with Functions 4, 5 or 6. On-Line Function

39 Required fields on function line: none Optional fields on function line: Budget code, 606 No., Year Menu of actions which can be taken on a 606 by the agency On-Line Function

40 3.4. Function 7: Enter A Signature On A 606 (OSBPM) Function 7 is used by OSBPM to take an action on a 606. Selection When an OSBPM user presses the Function 7 key, a list of all his pending 606 s is displayed. Action can be taken on one or more 606 s at the same time by typing in the action code on the line next to the proper 606(s). When a particular reference number is typed at the bottom of the screen, the list contains only that one budget revision. Action Code 1 Code 2 Code 3 Code 4 Code 9 Code 0 This is used by an OSBPM user to approve the 606 as submitted. Once this action is taken, the 606 is considered as filed and no further actions can be taken on it. This is used by an OSBPM user to approve a 606 which has been revised after it was submitted. Once this action is taken, the 606 is considered as filed and no further actions can be taken on it. This is used by an OSBPM user to return a 606 without action. After this action is taken, the agency can renumber it, delete it, revise it, or resubmit it. This is used by an OSBPM user to disapprove a 606. Once this action is taken, the 606 is considered as filed and no further actions can be taken on it. This is used by an OSBPM user to renumber a should be typed after the words ENTER ACTION CODE and the new number should be typed after the words RENUMBER 606 TO before pressing the ENTER key. The old number can then be reused. This is used by an OSBPM user to cancel the approval or disapproval of a 606. This changes the status back to SUBMITTED and passes it to the OSBPM user indicated on the screen. Action Date The action date is displayed as the current date. However, the date can be changed by typing over it before pressing the ENTER key. This is recorded as the approval date if action codes 1 or 2 is selected. The approval data is the date passed to NCAS when the agency uses Function 19 at some later point in time. On-Line Function

41 Authorization OSBPM supervisors are authorized to use all action codes. A state budget analyst must enter the initials of a supervisor in order to user options 1-4. If this is done, both names are recorded in the action line for the 606. Recording Each time Function 7 is used, a new action line is added to the 606, showing the type of actions, the date and the name of the person taking the action. This log is displayed at the end of the 606 and can be viewed with Functions 4, 5 or 6. Notification When State Budget takes action on a 606, a message is generated and sent to the primary agency user. The agency user can view this message with Function 18. Acting on Another User s 606 If an OSBPM user needs to take action on a 606 that currently belongs to another person in OSBPM, that user s name should be typed after the word USER on the function line before pressing the Function 7 key. If this is done, a list of all 606 s belonging to that person will be displayed. Required fields on function line: none Optional fields on function line: Budget code, 606 No., User List of budget revisions belonging to an OSBPM analyst This screen is used to take an action on a 606 On-Line Function

42 3.5. Function 8: Pass A Budget Revision To Another User Function 8 is used to pass a 606 from one user to another without taking action on it. This function does not have a screen format since the fields on the function line (line 22) are all that are necessary. In order to pass the 606, type the budget code, 606 number, and user s name on the function line before pressing the function 8 key. If an OSBPM user passes a 606 to an agency user, the agency can revise the 606 but cannot delete or renumber it Function 9: Display Next Budget Revision in User s List Function 9 is a shortcut that allows 606 s to be viewed one after another without entering a 606 number. The 606 s are displayed in order according to the list which appears when Function 11 is selected. On-Line Functions 8,

43 3.7. Function 10: Display List of Budget Revisions For a Budget Code Function 10 is used to list all 606 s. If a budget code is typed on the function line before pressing the ) key only the 606 s for that budget code will be displayed. The 606 s are listed in order by reference type and reference number. This list will become lengthy as the year progresses but can be useful in locating 606 s in certain cases. If a 606 number is typed on the function line, the list will start with that 606. The effective date, subject and status of each 606 is displayed. Required fields on function line: none Optional fields on function line: Budget code, 606 No., Page, Year Display of a list of budget revisions for a budget code On-Line Function

44 3.8. Function 11: Display a User s Pending 606 s Function 11 is used to list all 606 s belonging to a user. If a user name is typed on the function line all 606 s belonging to that user are listed; otherwise, all 606 s belonging to the user logged on are displayed. The effective date, subject, and status is included in the display. The 606 s are listed in order by certification type and reference number. Required fields on function line: none Optional fields on function line: User Display list of budget revisions belonging to one person On-Line Function

45 3.9. Function 12: Display a List of Filed 606 s Function 12 is used to list all 606 s which have been approved. If a budget code is typed on the function line, only the 606 s for that code are displayed. The approval date, subject and status are included in the display and they are listed in order by reference number. There are several types of information in the status display field. If the status of the 606 is FLD, the 606 is filed and the process is complete. If the status has NCAS, the 606 has been formatted with Function 19 and passed to the NC Accounting System interface. This status flag can be set in Function 19 without actually sending the document through the interface. If the status has 1 YR, the 606 is for the first year of the biennium only and is not a two-year budget revision. If the status has BPS, the 606 has been passed to the Budget Preparation System and is included in the Continuation Budget for the next biennium. If the status has OMT, the 606 has been deliberately omitted from the continuation Budget for the next biennium. Every 606 should have either 1 YR, BPS, or OMT in its status field to show that it has been analyzed for the next biennium. Required fields on function line: none Optional fields on function line: Budget code, 606 No., Year Display list of completed budget revisions On-Line Function

46 3.10. Function 13: Display a List of Pending 606 s Function 13 is used to list all 606 s that are pending some action. The 606 s are displayed in status order. They show reference number, effective date, subject, status, and owner. Required fields on function line: Budget code Optional fields on function line: Page, Year Display list of pending budget revisions BRS On-Line Function

47 3.11. Function 14: Display a List of Revisions On a 606 Function 14 is used to display various versions of a 606 which has been changed. Once a 606 has been submitted, each time it is revised, a copy of it is saved to show how it looked before the change was made. The display list shows the person who made the change and the date. Selection There are three different ways to select the If a budget code, and 606 number are provided in the input line at the bottom of the screen, that 606 number will be selected. 2. If screen 4, 5, 6, 7, or 16 is being displayed and the input line at the bottom of the screen is blank, the displayed 606 will be selected. 3. If a list of 606 s is being displayed, a 606 can be selected by using the T key to move the cursor to the left of the 606 number and typing over the _ with any non-blank character. Selection of Revision Function 14 first displays a list of all revisions for the 606 along with the date revised and the user who revised it. The revision is then selected by typing over the _ with any non-blank character and pressing the E key. When the old version is displayed with Function 4 or 5, the revision sequence number appears in the heading to the right of the 606 number. This version is for viewing only; no type of action can be taken on it. The old version can be printed by requesting Function 16 from the display screen. On-Line Function

48 Required fields on function line: none Optional fields on function line: Budget code, 606 No., Year Display list of revisions made to a 606 On-Line Function

49 3.12. Function 15: Special Functions Menu This function is used to list budget revisions with particular characteristics. The menu has several fields and options for specifying which budget revisions should be listed. This function is also used for assigning journal entry numbers and listing appropriation balances for budget codes. There are three different display formats, and the lists are sorted five different ways based on special indexes in the data base. The response time can vary depending on the documents and sort order requested, and in some cases the display request cannot be satisfied because the response time would be too great. When several selection fields are specified, the display list is limited to the budget revisions satisfying those criteria, but the system has to access many documents that are not displayed. Since there are many possible combinations of request fields, this inquiry may require some experimentation. Required fields on function line: none Optional fields on function line: Budget code, Year Menu of options for selecting budget revisions On-Line Function

50 The following list format is the default and lists budget revisions in order by approval date. The total requirements, receipts, appropriations, and positions for both years of the biennium are shown, followed by the subject field of the document. A range of approval dates can be specified. The reference number fields can be used to limit the display to either type 11, 12 or 14 budget revisions. Fields entered on menu screen: Budget code Display of budget revisions Showing total requirements, receipts, appropriations, positions for both years On-Line Function

51 The following format shows budget revisions in order by journal entry number. Notice that there are three budget revisions that have not been assigned journal entries at the time of this display. An OSBPM analyst is responsible for deciding which budget revisions should go together in a journal entry so that it balances. These budget revisions all involve a change in the appropriation for a budget code. No budget code was specified when this particular display was requested. The screen shows both budget codes involved in the transfer as well as the reference number, subject and amounts for both years. Field entered on menu screen: Option 4 changed to 2 Display of budget revisions Showing journal entries and appropriation changes for both years On-Line Function

52 The following screen shows the appropriation balances when a budget code is specified and option 2 is specified in the lower right-hand box. The budget revisions that change the appropriation amount for the requested budget code are displayed in journal entry number order. The beginning certification is at the top of the screen and the balance is displayed on alternate lines. There are two lines for each budget revision; the first shows the reference number, journal entry number, approval date, transfer code and increase/decrease amounts for both years of the biennium. The second line shows the subject and appropriation balance. This inquiry has slow response time since the index is in journal entry number and not budget code order. Field entered on menu screen: Budget code, Option 4 changed to 2 Display of budget revisions Showing journal entries and appropriation balances for specific budget code On-Line Function

53 The following format shows a list of all detail line items for budget revisions that use fund If an object code is specified on the menu, the index for objects is used; if a fund code is specified, the index for funds is used. If both fund and object codes are specified, the index for object is used; the response is slowed because all detail accounts are read to search for the specified fund. There is a limit on the total amount of response time for a single request, so an error message is returned if the number of records accessed is excessive. If both fund and object fields are left blank, the detail account records are not accessed at all, so the response time is usually faster. Field entered on menu screen: Budget code, Object code Display of budget revisions Showing all references to fund 1310 On-Line Function

54 Sorted by Journal Entry Number- Biennium Journal Entry Number Sorted by Approval Date Biennium Budget Code Approval Date Reference Number of Budget Revision Sorted by Actual Date Sort Orders Actual date of any action taken on the budget revision document Budget code Reference number of budget revision Sorted by Fund Biennium Budget code Fund (first four digits of center field) Type of budget revision Reference number of budget revision Sorted by Object Biennium Budget code Account type (43 or 53) Object code (third through sixth digits of the account field) Sub account (seventh through tenth digits of the account field) Type of budget revision Reference number of budget revision On-Line Function

55 The following format shows a list of all positions which are coded in the position section of budget revisions, sometimes called BD606 A. They are listed in order by fund and object. This format is displayed when option 2 is chosen from the Function 15 menu. Display of budget revisions which have positions On-Line Function

56 3.13. Function 16: Print a Copy of a 606 Function 16 is used to print a 606 either on an on-line printer immediately or at the ITS building overnight. Selection There are three different ways to select the 606 to print. 1. If a budget code and 606 number are provided in the function line at the bottom of the screen, that 606 number will be selected. 2. If screen 4, 5, 7, or 14 is being displayed and the function line at the bottom of the screen is blank, the displayed 606 will be selected. 3. From a list of 606 s, select a 606 by using the TAB key to position the cursor to the left of the 606 number. Type over the _ with any non-blank character. Option After verifying that the proper 606 number is displayed at the top of the screen, type either 1, 2 or 3 after the words ENTER EITHER OPTION 1,2 or 3 and press the ENTER key. Option 1 will cause the 606 to be printed overnight at the ITS building. The 606 s are printed overnight at the ITS building, retrieved by OSBPM and distributed to the proper OSBPM budget analyst. If an agency uses option 1, it would have to make arrangements with its budget analyst to receive the printed 606. Option 2 will cause the 606 to be printed immediately on the specified on-line printer. Any on-line printer defined to the IMS control program can be used to print a 606. Printer Each on-line printer has a unique name defined to the IMS control program and Function 16 uses this name to direct the print. This system defines a default printer name for each user (see Function 20). The Function 16 screen displays this printer name after the words Local Printer. However, this printer name can be changed to any valid printer name before the ENTER key is pressed. On-Line Function

57 Level Option 2 allows the 606 to be printed with four different formats. Type one of the following words after the words Level of Line Items Is. Certified This shows the four-digit fund, four-digit object, and object title; it corresponds to the level displayed with Function 4. Non-certified This shows the full 34-digit NCAS account number with no titles; it corresponds to the level displayed with Function 5. DBS This shows the account title with seven digits of the account number and twelve digits of the center field. DOT This shows the fund, a three-digit object and a five-digit internal accounting number. Printing old revised versions of a 606 An old version of a revised 606 can be printed if it is first selected with Function 14. The version sequence number is printed just to the right of the 606 number. Automatic Printing Each night a job runs automatically to print all 606 s that were submitted or re-submitted during that day. These are at the certified level and are distributed each morning to the budget analysts in OSBPM. Required field on function line: none Optional fields on function line: Budget code, 606 No., Year Print Request Menu On-Line Function

58 Example of a 606 printed on-line On-Line Function

59 Requesting Reports If a batch report is needed, type 3 after the words ENTER EITHER OPTION 1,2, or 3 and press the E key. A second screen will be displayed showing the available reports and options. Press the E key after typing the report number, date and print location. The reports will be available the following morning. Report. 1. RK325 is a listing of the certified and authorized budget as of a specified date. This includes the BD307 from BPS and BD606 s from BRS approved by the specified date. The report has detail by account number and can be used to compare the BD701 generated by NCAS. It can optionally be requested by agency detail center codes. 2. RK329 is a group of five reports that show salary accounts and positions from BPS and BRS. This information is used for Salary Control purposes. 3. RK618 is a listing of all transactions from the Salary Control System sorted by entry date and by position number. The specified date determines which fiscal year is printed, but the report always includes the entire fiscal year. Print Options 1. The report is printed at ITS and delivered to OSBPM for distribution. 2. A few agencies have printers defined for these reports, but prior arrangements must be made with OSBPM. 3. The reports can be sent to the new report management software called X/PTR. The reports can be viewed the next morning by using either the Windows software X/TND or the Internet software called X/NET. Documentation and software needed for this access can be found at A RACF id and password is needed for accessing this documentation and for using the software. Report Request Menu On-Line Function

60 On-Line Function

61 3.14. Function 17: Send Message Budget Revision System Operator s manual Function 17 is used to send a message to another user or to a group of users. User Messages can be sent to anyone defined in the Budget Revision System and who has access to an IMS terminal. It is not restricted to users who process 606 s. User Group The first two characters of the user name are the same for an agency; therefore, by specifying those two characters, a message can be sent to each user defined for that agency. Certified If Y is typed after the word Certified, the user sending the message will receive notification when the message is viewed by the recipient. This is useful if the message is critical and needs to be viewed within a certain time period. Text The text of the message can consist of from 1 to 18 lines of freeform information. Notification When a user receives a message, notification appears on the primary menu screen (Function 3). It consists of a count of new messages. Once a message is viewed, one is subtracted from the displayed count. Input format screen for creating and sending text messages On-Line Function

62 3.15. Function 18: Display Mail Function 18 is used to handle electronic mail. This function allows you the options of viewing, deleting, forwarding, or printing messages. Selection When the Function 18 key is pressed, a list of messages is displayed. This list includes date, time, new flag, user name, and first 25 characters of message text. In order to display the complete text, type over the _ with any non-blank character except D, and press the ENTER key. Deletion One or more messages can be deleted by typing D to the left of the proper messages when the list of messages is displayed. Press the ENTER key. When the entire message is being displayed, it can be deleted by typing YES over No after the word Delete and pressing the ENTER key. Forwarding After a message is displayed, it can be forwarded to another user by typing YES after the word Forward, typing the id of the user, and pressing the ENTER key. Printing After a message is displayed, it can be printed on the default on-line printer by typing YES over No after the word Print and pressing the ENTER key. System Messages The system generates some messages automatically. Each time OSBPM makes a final action on a 606, a message is sent to the user who submitted the 606, indicating the action taken. Each time a 606 is deleted a message is sent to a special log which is available to OSBPM for audit purposes. On-Line Function

63 Display of a short message On-Line Function

64 3.16. Function 19: Accounting System Interface This function is used by the agency to pass a budget revision to the accounting system without having to re-key the information. The agency has complete control over when the 606 is passed to the accounting system. Two separate files are maintained by OSBPM, one for NCAS and one for DOT. The actual updating of the accounting system is done overnight, but the validation process is done on-line. In the case of NCAS, a Budget Create Document is created in the Budgetary Control Module. The data elements passed to the accounting system are company, account, center, increase/decrease amount, reference type and number, and approval date. Position information and text are not passed through the interface. The increase/decrease amounts for only one year are passed; this is determined by the approval date. If the approval date is in the first year of the biennium, and there are increases or decreases for the second year, this function is used for the first year only. OSBPM builds a file of all second year budget revisions and passes them all to the accounting system at the same time the certified budget is passed. This batch process takes place after the Short Session of the North Carolina General Assembly approves the State Budget. There are several options on the menu. Required fields on function line: none Optional fields on function line: Budget code, 606 No., Year Menu of options for Interface Function On-Line Function

65 Function 19: Generate Data for Update to Accounting System (Either NCAS or DOT) Option 1 is used by the agency to format a budget revision so that it can be updated to the NC Accounting System overnight. Before this option can be used, the budget revision must be approved and in balance. There can be only one outstanding request for the Accounting System interface per day; however, the format can be requested on different days. If a validation problem is encountered during the overnight interface update, the agency should validate the appropriate accounts and reformat the budget revision. When the format is requested a second time, the system sends a warning message, but the data is added to the interface file as requested. This option can be performed only by the agency which created the 606 initially. This screen is displayed after data is added to the Interface File On-Line Function

66 Function 19: Delete Data from Interface File (Either NCAS or DOT) Option 2 is used to delete a format before it has been passed to the NC Accounting System or the DOT accounting system. This can be used only during the same day that the format was requested with option 1. If the formatted budget revision has already been passed to the interface, an error message is returned and option 6 must be used. Option 3 is used to display the detail lines which are waiting to be passed to the NC Accounting System. Option 4 is used to display a list of budget revisions which are waiting to be passed to the NC Accounting System or to the DOT accounting system. List of 606 s formatted and waiting to be updated into accounting system On-Line Function

67 Function 19: Flag 606 to show Update to Accounting System Option 5 is used to flag a budget revision as formatted. Sometimes the formatting is requested and canceled several times, causing the status to be incorrect. This option does not pass any data to the Accounting System. It only affects the status which is displayed with Function 12 Function 19: Cancel 606 out of Accounting System (Either NCAS or DOT) Option 6 is used to format a budget revision with the opposite signs on the increase/decrease amounts. This causes the budget revision to be canceled out of the NC Accounting System. If changes need to be made to the detail line items, this option should be used while the budget revision is approved and before any changes are made to the document. On-Line Function

68 Function 19: Check NCAS Validation File Option 7 is used to check the NC Accounting System validation file for the center numbers and account numbers used on a particular budget revision. The entire family of account numbers is checked and a message is returned showing any unvalidated accounts. The accounts should be validated in the NC Accounting System sometime during the day, so that the overnight update will be successful. This option can be used by either OSBPM or the agency regardless of the status of the budget revision. The family of account types includes 63, 68, 73, 78. If any validation errors are found during the overnight update, the entire 606 is treated as an error and printed in the RMDS report called BC305-1 BRS to BC. The agency should check the error report the day after requesting an update. Listing of 606 account numbers not found in NCAS Function 20: Display Users Function 20 is used to display the users in the Budget Revision System. Name The full name is used when the 606 actions are displayed and when messages are sent. Printer The printer name must be the name defined to the IMS control program. This indicates where 606 s and messages should be printed and is used for Functions 16 and 18. User Type and Description On-Line Function

69 Budget Revision System Inquiry Manual Each user must have a one-digit code to indicate to the system which functions he is authorized to perform. The valid codes are listed below. 1. A State Budget Supervisor 2. A State Budget analyst or other person 3. Any agency person authorized to approve 606 s 4. Any agency person not authorized to approve 606 s 5. Any person who can view 606 s but cannot revise or take action on them. 6. Any person who can use the electronic mail functions but not 606 functions. 7. Any departmental person authorized to approve 606 s. 8. Any departmental person not authorized to approve 606 s 9. An inactive person not authorized to use BRS at all. On-Line Function

70 Budget Revision System Inquiry Manual Agency Group Codes AB AD AG AH AL AO AR AS AT AU BA BE BM BR BS BU CA CB CC CD CH CM CN CO CR CU DA DB DD DJ DS DT EC EL ES FS FU GA GO GR DHR-ADATC-Black Mountain Department of Administration Department of Agriculture Office of Administrative Hearings Auctioneer Licensing Board Administrative Office of Courts NC School of the Arts Appalachian State University NC A&T State University Office of the State Auditor Battleship Board of Elections DHR-Black Mountain Center DHR-Broughton Hospital DHR-Services for the Blind DHR-ADATC-Butner DHR-Caswell Center Board of Cosmetic Arts Dept of Crime Control & Pub Safety DHR-Child Development DHR-Cherry Hospital Department of Commerce Office of the State Controller Dept. of Community Colleges Department of Corrections Department of Cultural Resources DHR-Division of Aging DHR-Deaf and Hard of Hearing DHR-Dorothea Dix Hospital Department of Justice DHR-Disability Determination Department of Transportation East Carolina University Electrolysis Board Elizabeth City State University DHR-Facility Services Fayetteville State University UNC-General Administration Office of the Governor DHR-ADATC-Greenville HF HR IN LA LE LG MA MC ME MH MM NC NR OB OP PE PU RR RV SA SB SC SM SO SS SU TR UA UC UG UI UM UN UW VR WC WR WS WU YS Housing Finance Agency DHR-Budget and Analysis Department of Insurance Department of Labor General Assembly General Assembly-Fiscal Research DHR-Medical Assistance DHR-Murdoch Center UNC-Hospitals DHR-Mental Health (Admin) Major Medical Plan NC Central University Dept. of Envnmnt, Hlth, Natl Res DHR-O Berry Center Board of Optitions Dept. of Public Instruction UNC-Pembroke Rules Review Board Department of Revenue Office of the Secretary of State Office of State Budget and Mgmt DHR-Special Care Center NC School of Science & Math DHR-Secretary s Office DHR-Division of Social Services NC State University Office of the State Treasurer UNC-Asheville UNC-Charlotte UNC-Greensboro Employment Security DHR-John Umstead Hospital UNC-Chapel Hill UNC-Wilmington DHR-Vocational Rehabilitation DHR-Western Carolina Center Wildlife Commission Winston-Salem State University Western Carolina University DHR-Youth Services On-Line Function

71 Budget Revision System Inquiry Manual Required lines on function line: none Optional fields on function line: Budget code, User Display of users defined in BRS On-Line Function

72 Budget Revision System Inquiry Manual Function 20: Display or Modify an Individual User Function 20 is used to display several different types of information about people who are authorized to use the Budget Revision System. When the five-character user id is entered on the function line, the following fields are displayed for one individual person. OSBPM User Name This is a five character id which identifies the individual. The first two characters are assigned by OSBPM and identify the agency or budget code associated with the individual s access authority. The last three characters are usually the initials of the individual, but spaces and numeric values can be used if two persons have the same initials. RACF Id This is a seven character id assigned by the Security Administrator for the agency. If this field matches the id used to sign on to IMS, the OSBPM sign-on screen is bypassed. PMIS User Name This is a cross reference to the security tables maintained for the Personnel Management Information System and is optional. Signature This is the full name printed on documents when the individual approves or acts on a document such as a BD606. Date Activated This is the date an individual was added to the security table. Date Inactivated This is the date an individual was made inactive. Address This is the Internet address used for electronic mail. OSBPM systems generate messages and send the messages to this address if it is available. FTP Address This is the IP address of the agency file server which is able to receive files from the mainframe as a remote host using File Transfer Protocol. This can be obtained from the agency LAN administrator. This file transfer is used for spreadsheets and for reports which are too long to be sent on-line the way BD606 s are printed. The id and password for the agency file server can also be entered in the field. On-Line Printer This is the node name of the printer defined to IMS and used to print the BD606 document. This printer name is displayed when Function 16 is used. On-Line Function

73 Budget Revision System Inquiry Manual Batch Printer This is the name of a printer which can be used for reports. You should contact Agness Gunter at OSBPM if you want to print documents over night. Street/Building/City This is the office address for the individual and is optional. Courier Number This is the address used by OSBPM to mail reports through the state courier mail service and is optional. Telephone This is the number used by OSBPM for contacting the individual. The area code should be included for numbers outside Raleigh. FAX number This number is used by OSBPM for sending information by FAX. This screen is displayed when an individual user id is entered on the function line On-Line Function

74 Budget Revision System Inquiry Manual System Access Codes. These codes define the access allowed to the individual for various functions and can be changed only by a person with supervisor status. The possible security codes are as follows: Budget Revisions or Budget Preparation functions: 1-OSBPM supervisor has the authority to make final approval or disapproval of a BD OSBPM budget analyst has the authority to make changes to or take action on documents belonging to OSBPM. 3-Agency supervisor has the authority to approve and submit budget revisions to OSBPM and to add user id s for the agency 4-Other agency personnel can create or change budget information which belongs to the agency. 5-Agency personnel can view budget information but cannot change it. 6-A person can use mail functions only. 7-Department supervisor has authority to approve and submit budget revisions to OSBPM. This level of security is used for large departments which oversee several agencies. 8-Other departmental personnel can change budget information. 9-Person is inactive and cannot use any features of the budget systems. The signature may be used for historical purposes. Salary Control functions: B-Agency personnel is defined to the Personnel Management Information System (PMIS) and is authorized to give budget approval to Personnel transactions so that they can be posted for salary control. U-Agency personnel is defined to PMIS and can view Salary Control transactions. I-Agency personnel is not defined to PMIS but can view Salary Control transactions. On-Line Function

75 3.18.Function 21: Change Password Function 21 is used to change a password. Password When a user is first defined to this system, his password is NEW. After he logs on the first time with NEW, he can use Function 21 to change it to any character string from one to eight characters long. It can be changed at any time, but care should be taken to remember it. This password is different from the initial password used to connect to the IMS control program. Contact OSBPM if the password cannot be remembered. Required fields on function line: none Option fields on function line: none Screen used to change BRS password On-Line Function

76 3.19 Function 22: Display or Modify Budget Codes Function 22 is used to display the budget codes defined in this system and to modify information about them. It also shows the various persons responsible for a budget code. Agency users can change only the budget codes belonging to them. Budget Title This title is displayed on the 606 document and all OSBPM reports. It can be changed by typing over it and pressing the ENTER key. Primary Agency User This user name indicates the person at the agency who receives the notification messages and returned 606 s from the OSBPM analyst. The first two characters of this user id identify the agency authorized to access the budget code. This field can be changed by typing over it and pressing the ENTER key. Central Agency User This user name is used to identify a second person who receives notification messages. Sometimes this person is in another agency group which acts as a central administrative group. This field can be changed by typing over it and pressing the ENTER key. Primary Departmental User This user name is used as the department level person who receives the notification messages. Some large departments such as the Department of Human Resources has a central office which must approve all 606 s submitted by the DHHS agencies. The field can be changed by typing over it and pressing the ENTER key. State Budget Analyst This user name is the OSBPM analyst responsible for the budget code. The field can be changed by typing over it and pressing the ENTER key. State Budget Supervisor This user name is the OSBPM supervisor responsible for the budget code. The field can be changed by typing over it and pressing the ENTER key. Department/Division Code This department code is the one used by the North Carolina Account System. It usually is the last four digits of the budget code. The field can be changed by typing over it and pressing the ENTER key. On-Line Function

77 Required fields on the function line: none Optional fields on the function line: budget code, page Display of budget codes and associated information On-Line Function

78 3.20. Function 23: Add Budget Codes Function 23 is used to add budget codes to the Budget Revision System. A budget code must be defined in BRS before it can be used for a 606. Type in the information for one or more budget codes and press the ENTER key. Refer to function 22 for a discussion of the fields. After adding a budget code, Function 26 must be used to add some additional fields associated with a budget code (type of accounting system and company number). Required fields on function line: none Optional fields on function line: none Input format screen for budget codes On-Line Function

79 3.21. Function 24: Add Users Function 24 is used to add new users to the Budget Revision System. A user must be defined before he can log onto the system. Type in the information for one or more users and press the ENTER key. Refer to Function 20 for a discussion of the fields. An agency supervisor can add new users for his agency or he can contact OSBPM for help. Signatures are not deleted because they may be needed for printing old budget documents, but a user id can be made inactive by changing the user type to 9. An inactive user is not displayed with Function 20 and cannot be used for a logon. Required fields on function line: none Optional fields on function line: none Input format screen for new users BRS On-Line Function

80 3.22 Function 25: Exit From the System Function 25 is used to exit from the Budget Revision System. It causes a user to be logged off and for the logon screen to be displayed. However, it is not necessary to use this function, because a user is Logged off whenever his screen no longer displays a format from this system. This happens when the Clear key is pressed. Some agencies use this screen to change signatures for their budget documents. Required fields on function line: none Optional fields on function line: none Logon screen for the Budget Revision System On-Line Function

81 3.23.Function 26 - View/Add/Change Titles or Mapping Tables This function is used for all title maintenance, validation tables, and mapping tables. A menu is displayed with six options showing the different types of records which can be selected. Each option has a field which can be used to start the display list at a particular account number. Required fields on function line: none Optional fields on function line: Budget code Menu of options for validation tables On-Line Function

82 Option 1 shows budget codes starting with the beginning of the data base or at a specified budget code. The budget code display shows some system control fields. If the BUDGET CONTROL column is marked YES, it means that the budget code is included in the Governor s Recommended Budget Document. If the SALARY CONTROL column is marked YES, it means that the budget code is maintained in the Salary Control System. The next column indicates the type of accounting system. The accounting systems used at this time are the North Carolina Accounting System (shown as DBS), the university accounting system (shown as FRS), and Department of Transportation accounting system (shown as DOT). If the system is NCAS, the company number and region are also displayed. Budget codes cannot be added from this screen. They should be added with Function 23 in BRS. Required field on function line: none Optional field on function line: Budget Code Display list of budget codes and associated information On-Line Function

83 Option 2 shows fund codes for a department. The budget code is a required parameter for this inquiry. If a fund code is also provided, the list starts with that fund. A title is shown, along with the Performance/Program number, the NCAS Company number, and the last person who made a change to the data. The fields can be changed by typing over them and pressing ENTER. Each change is recorded with a date stamp. There is an add line at the bottom of the screen for adding new fund numbers. There is not a delete option, because titles may be needed for old documents. Required field on function line: Budget Code Optional field on menu screen: Fund Display list of fund codes and associated information On-Line Function

84 Option 3 shows the a list of complete NCAS Center fields for a department. Titles can be entered for the detail center fields. There is an add line at the bottom of the screen for adding new centers. This is optional and used if agencies want to maintain titles for the entire center field rather than for the fund only. Required field on function line: Budget Code Optional field on menu screen: Fund Display list of center fields and associated information On-Line Function

85 Option 4 shows the Performance/Program codes with their titles. There is only one set of titles for all of state government. The title is maintained in upper and lower case and is thirty characters long rather than twenty-four. There is an add line at the bottom of the screen for adding new codes. Required field on function line: none Optional field on function line: Fund Display list for program codes and associated information On-Line Function

86 Option 5 shows a list of the DAS object codes. The budget code is a required input parameter. The expenditures should be preceded by 70; and the receipts should be preceded by 50. If no object is specified, the display starts with the first receipt. These titles are 24 characters long. The date and person who made the last change to the title is displayed. If the account is for a receipt, its source of funding is shown. All object codes in use at the time of conversion to NCAS show the mapping to the new NCAS Chart of Accounts. This is used by BPS and BRS for conversion of accounts. Required field on function line: Budget Code Optional field on function line: Account (object) Display screen for DAS chart of accounts On-Line Function

87 Option 6 shows a list of the NCAS chart of accounts. There is a separate list of accounts for each company. The budget code is a required input parameter. If a budget code has more than one company, the company may have to be entered on the menu screen. The expenditure accounts should be preceded with a 53; the receipt accounts should be preceded with 43. If no account is specified, the display starts with the first receipt account. These titles have a maximum length of 24 characters. The date and person who made the last change to the title is displayed. A backward mapping to the old DAS object is shown for informative purposes, but since there are many cases where several DAS objects converted to one NCAS account, the use of this mapping table is limited. There must be a validation account consisting of account type (53 or 43) and a four-digit object code followed by spaces in the account field. If an agency wants to enter titles for sub-accounts, they can do that, but the record without a sub-account is used for validation of data entry. The last line on the display list is available for adding new accounts. If the display goes to the end, the next page has a screen full of add lines for massive data entry. Required fields on function line: Budget Code Optional fields on menu screen: Company, Account (object) Display of NCAS account codes On-Line Function

88 3.24. Function 27: Copy 606 to Budget Preparation System This function is used to copy a 606 from the Budget Revision System over to the Budget Preparation System. This function is used when the biennial budget is being prepared. This eliminates the need to re-key the information into the Budget Preparation System and reduces the risk of keying errors. There are two options for the copy. Option 1 places a B in the Codes field. This function is used when the biennium budget is being prepared and copies the 606 with the same positive or negative dollar amounts. Option 2 places an O in the Codes field and copies the 606 with the opposite sign on the dollar amounts, which in effect cancels out the 606 previously put into BPS. This on-line function is used as a compliment to the batch process which initially passes most of the 606 s from BRS to BPS, and gives the OSBPM analyst complete control over his recommended budget. This function cannot be performed by agency users. Required fields on function line: none Optional fields on function line: Budget code, 606 No., Year Menu screen for interface between BRS and BPS On-Line Function

89 3.25. Function 29 Go to the Salary Control System This function is a shortcut to the main menu for the Salary Control System. Type 29 after the words NEXT: FUNCTION and press ENTER Function 30 Go to the Budget Preparation System This function is a shortcut to the main menu for the Budget Preparation System. Type 30 after the words NEXT: FUNCTION and press ENTER Function 33 Go to the Cash Management System This function is a shortcut to the main menu for the Cash Management System. Type 33 after the words NEXT: FUNCTION and press ENTER. On-Line Functions 29, 30 and

90 4. Flowcharts of 606 Processes Budget Revision System Operator s Manual 4.1. Flowchart of 606 Approval Process < Agency > Department < State Budget > Accounting Staff Budget Staff Budget Officer Budget Officer Budget Analyst Budget Supervisor Prepare 606 at Detail Level Pass to Budget Officer Review 606. Revise if Necessary No Human Resources? Yes Approve and Pass to Department Review 606. Revise if Necessary Approve and Submit to State Budget Review 606 at Certified Level. Revise if Necessary Recommend Action. Give Hard Copy to Supervisor A 606 Approval Process Flowchart 4.1.1

91 < Agency > Department < State Budget > Accounting Staff Budget Staff Budget Officer Budget Officer Budget Analyst Budget Supervisor A Review 606. Revise hard copy If Necessary. Review action on 606 Review action on 606 Record Revisions & Signature Return Hard Copy to Analyst with Signature Yes Approved? No Adjust Detail Level if Revisions Were Made Revisions Needed? Format 606 for NCAS with Function 19 Yes Repeat Process Print 606 Next Day Check NCAS Error Listing. Errors? Yes Validate Account Numbers in NCAS 606 Approval Process Flowchart 4.1.2

92 4.2 Flowchart of Interface Between BRS and NCAS BRS not changed All Revisions On-Line Data Base Function 19 By Agency BRS moved On-Line format Data Base (processed and deleted daily) OSBM Runs Batch Job at 5:15 PM BRS NCAS moved Batch Format Data (processed and deleted daily) OSC Runs Batch Job After 5:30 PM NCAS Agency General Ledger OK NCAS Validation Not OK Error Report BC305-1 Validate Accounts and Centers NCAS Agency General Ledger NCAS Interface Flowchart 4.2.1

93 5. Integration with other Core Business Systems The Office of State Budget, Planning and Management strives to avoid duplication of data and procedures within state government. Integration with other business systems is implemented whenever possible Integration with the Budget Preparation System Budget revisions from BRS are copied into BPS in the fall of the even years. Not all budget revisions are copied; only those determined by OSBPM and the agencies as those which should be continued into the next certified budget. Some budget revisions are for one-time-only situations. These are marked in BRS with an O to indicate that they are to be omitted. A batch job is run by OSBPM to copy the budget revisions and to flag them with a B to show that they were put into the continuation budget. This job is usually run at several times during the fall as agencies indicate that they have finished flagging the non-continuing revisions. The revisions can also be copied with the on-line function 27 in BRS by the OSBPM budget analyst; the analyst can also use this on-line function to take a budget revision out of BPS Integration with the Salary Control System When budget revisions are selected and copied into the continuation budget, they are also copied into the Salary Control System to initialize the second year of the biennium. As soon as a budget revisions is entered into BRS, the salary accounts show as encumbrances in SCS on-line Function Integration with the North Carolina Accounting System The validation file maintained by NCAS is accessed by BRS on-line to verify account numbers before passing the transactions to the accounting system interface. Refer to section 3.16 in this manual for a discussion of the on-line interface (Function 19). A file is built by OSBPM for NCAS every night. It contains accounting information from approved budget revisions which agencies have selected during the day to be updated into their accounting system. After the accounting system is updated, the budget revisions are deleted from the interface file. Refer to section 4 in this manual for a flow chart of this process. At the beginning of the second year of the biennium, OSBPM builds a file of all budget revisions for the second year which were approved during the first year; these are updated into the accounting system overnight. Integration With Other Core Business Systems 5.1

94 Budget Revision System Inquiry manual 6.1. Frequently Asked Questions About the Budget Revision System What is the time schedule for the on-line system? The IMS control program is scheduled to be up from 7:00 a.m. until 5:30 p.m. and from 6:00 p.m. until 9:00 p.m. Monday through Friday, and from 7:00 a.m. until 5:00 p.m. on Saturday. Sunday is reserved for system maintenance by ITS. Saturday is occasionally used for system maintenance by OSBPM; users are notified in advance by a BRS message. The cutoff time for formatting 606 s to be processed by the accounting system interface is 5:15 p.m. Who do I call for help? Technical support is provided at OSBPM by Agness Gunter and Margaret Wilson at Monday through Friday. The ITS Help Desk at is available 24 hours a day, 7 days a week. Sometimes hardware problems must be resolved by the ITS Help Desk or by agency technical staff. Security problems may be referred to the agency Security Administrator since OSBPM is not authorized to reset security for agency access to the mainframe. How does someone gain access to the Budget Revision System? Each agency has at least one person authorized to add new user codes for that agency. That person is defined as a Supervisor and can add the five-character identification code with Function 24. How is access to BRS deleted? An agency supervisor can use Function 20 to inactivate a user by changing the user type to 9. The names are never deleted because they may be needed to display signatures on old documents. How is the BRS password changed? Function 21 is used to change the BRS password. If the password is not known, the user should contact the OSBM technical staff for help. How is the user code for an individual found? Every person authorized to use BRS is listed with Function 20. Frequently Asked Questions 6.1.1

95 Budget Revision System Inquiry manual How is a budget revision found when the reference number is not known? There are several functions which list budget revisions. Function 10 gives a complete list for a budget code, sorted by revision type and reference number. Function 12 gives a list of completed budget revisions for a budget code, sorted by reference number. Function 13 gives a list of pending budget revisions for a budget code, sorted by status. Function 11 gives a list of all revisions belonging to a particular person. Function 15 has several criteria for selecting budget revisions with certain characteristics. How can the owner of a budget revision be found? Use Function 13 to display the pending budget revisions. The owner is displayed for each budget revision in the list. How is a budget revision deleted? Use Function 7 to delete a budget revision. The status cannot be FILED and it must be owned by the agency. How can the budget code or reference number of a budget revision be changed? Use Function 7 to change the reference number or to copy the document to another budget code. How can the account numbers or dollar amounts within a budget revision be changed? The owner of a 606 document can change the following fields: fund, center, object, account, dollars or position numbers. Display the document with Function 4 or 5; type over the fields that need changing and press ENTER on each page to be changed. If the document has already been approved, only a few fields can be changed with Function 5. If the fund, object, positions, or totals need to be changed, OSBPM will have to remove the approval with Function 7 and return the document to the persson who will be making the change. If the 606 is an internal budget revision (type 14), the agency can remove the approval with Function 7 before making the change with Function 5. If the 606 has already been passed to the accounting system interface, it should be cancelled out with Function 19 before any changes are made to the 606. Changes which affect journal entries passed to the Cash Management System cannot be made after accounts for the month have been closed by OSC. Frequently Asked Questions 6.1.2

96 Budget Revision System Inquiry manual How can the title of a fund or account be changed? Display the fund or account title with Function 26; type over the title and press ENTER. How can new fund codes or account codes be added? Fund or account codes can be added with Function 5 as a 606 is being created. The system will ask for the title of any fund or account that is not in the BRS validation file. Function 26 can also be used to add new fund codes or account codes. How can documents be printed? Use Function 16 to request a particular budget revision for printing. OSBPM automatically prints every document the night after it is submitted to OSBPM and distributes them to the appropriate budget analyst. How can a printer name be changed? The printer name can be changed on the Function 16 screen before pressing ENTER. The default printer name for a person can be changed with Function 20. The agency technical staff is responsible for requesting that ITS define their printers to the IMS control program before they can be used in BRS. Frequently Asked Questions 6.1.3

97 7. Reporting Facility Budget Revision System Operator s Manual The Office of State Budget, Planning and Management strives to make budget reports available to all agency personnel who need the information. Reports can be printed, but in the interest of saving paper, we encourage the use of X/PTR, the report management software which was purchased for state government in This is available for all agencies to view their reports in a Windows environment or from an Internet browser regardless of their location throughout the state. The software for X/TND, the Windows version, can be downloaded and installed from the following Web page: The Internet version, X/NET, can be accessed from the same Web page. The security id (RACF id) and password are the same ones used for access to the Budget Revision System Available Reports All reports generated by OSBPM are located in the directory /GOV/RKA in the X/PTR system. The following reports are available. RK317A- This report shows the Journal Entries by budget code in approval date order. Journal Entries represent the transfer of appropriated funds from one budget code to another. Journal Entries are recorded in the Cash Management Control System and are the result of budget revisions. Each BD606 is listed with its transfer amount and the resulting balance; the certified amount is shown below the authorized balance amount. This report is run statewide periodically during each month. RK317B- This report looks similar to RK317A, except it shows fund balances for special fund budget codes. RK323A-This report looks similar to RK317A, except it shows changes in budgeted receipts by budget code. RK323B-This report looks similar to RK317A except it shows changes in budgeted receipts for special fund budget codes. RK325- This report shows the authorized and certified budget amounts for both years of the biennium, using the BD307 from BPS and the approved BD606 s from BRS. It shows detail objects of expenditure and revenue with summaries by fund and object. A specified date determines which BD606 s are included in the report. This report can be requested from the BRS Print Function (16), and can be used to compare to the BD701 from NCAS. RK329A- This report lists all Budget Revisions which change position count. All of the RK329 reports can be requested from the BRS Print Function (16). RK329B- This report lists position counts by fund and object. It shows the BD307 and BD606 counts separately and added together. These authorized position counts can be used to compare to PMIS and SCS. RK329C- This report lists all salaries by fund and object. It shows the BD307 and BD606 amounts separately and added together. The annualized salaries from the BD606 s are used. Those BD606 s coded as lapsed or one-time (L or N) are shown in a separate column from the annual salaries. These salaries can be used to compare to the budget column in SCS. Reporting Facility 7.1

98 RK329D- This report lists each detail change to salary accounts sorted by fund and object. The BD606 reference number and codes are shown with the amount of change for both years. RK329E- This report lists all individual positions from BD606 documents. They are sorted by fund and object. The PMIS position number and BD606 reference number are shown for cross referencing other available on-line information. RK618A- This report lists all Salary Control transactions sorted by entry date. This information is also available on-line with SCS Display Function (4) and can be printed on-line with SCS Print Function (11). RK618B- This report lists all Salary Control transactions sorted by 5-digit position number. The RK 618 reports can be requested from the BRS Print Function (16). This screen shows the OSBPM reports as listed by the X/TND software. Reporting Facility 7.2