FY 2014 BUDMRS Tutorial - City of Rocky Mount
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FY 2014 BUDMRS Tutorial - City of Rocky Mount

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FY 2014 BUDMRS Tutorial - City of Rocky Mount, NC

FY 2014 BUDMRS Tutorial - City of Rocky Mount, NC

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FY 2014 BUDMRS Tutorial - City of Rocky Mount FY 2014 BUDMRS Tutorial - City of Rocky Mount Presentation Transcript

  • FY 2014 Budget Training Tutorial Part Two BUDMRSOffice of Budget Evaluation & Development
  • Tutorial Instructions• Click your mouse to proceed from slide to slide.• Slide feature animation to help progress from step to step• If you need to go back a step, use the “Up Arrow” or “Left Arrow” keys• If you need to go forward a step, use the “Down Arrow” or “Right Arrow” keys• Recommended: Print a copy of the Budget Manual prior to continuing this tutorial (Link available above)
  • Overview• Purpose of BUDMRS• Starting BUDMRS• Entering/Editing Department Information• Entering/Editing Division Information• Entering/Editing Staffing Plan• Printing Reports
  • Purpose of BUDMRS• Facilitate development of the non-financial component of department and division annual budget requests.• Collects narrative information related to department mission, activities, and goals• Entry of updates to performance measurement and staffing plans• Enhance information for effective decision making
  • Starting BUDMRSBUDMRS is a database program thatoperated in Microsoft Access. Click on this iconUpon completion of training, an icon when you are readywill be available for copy onto you to enter thedesktop that you will use to access the database.database. It will look like this. When BUDMRS starts, it will ask you for a user password. Login with the password you will receive by email after completing this training. (Do no share the password with ANYONE!)
  • Starting BUDMRSAfter entering your password, the following screen will appear. Click on “Open”
  • Starting BUDMRS The following screen now appears: Allows you to edit department & division submissions (most used option) Allows you to print individual and batch project reports and summaries Closes theNext Step: Department Information program and Microsoft Access and returns to the desktop
  • Department InformationBUDMRS captures all non-financial data included indepartment and division summary budget documents.Information from the most recent adopted budget hasbeen loaded as the starting point for this year’ssubmissions. To select the department you need to enter, select from the drop down box.
  • Department InformationDepartment Overview provides basic narrative for Department summary inbudget, as well as access to division information entry forms. Mission: This is the field Description: This is for a where the previous brief summary of a department mission department’s statement (pending any operations. This may changes) should be entered. serve as an elaboration of the basic points made in the mission statement. Department Goals: New field listing department’s defined goals. To move to a Division Summary, Divisions: This is a list highlight the of all divisions within division you want the department. in the table to the left and click on “Select Division”. Next Step: Division Information
  • Adding/Editing Department Goals•Indicate goals of Department aligned w/Citywide Goals•Click on “Create Goal” Description of Department Goal Close and return to prior Select aligned screen Citywide Goal Assign presented order of goals (numeric)•To edit an existing overview entry, highlight the entry in the“Department Goals” table of the Department Overview formand click “Open Goal”
  • Division Summary The following screen now appears: This is where the This is a field where prior division an summary ofThis is where the description plannedformer Prior Year information should be operations for theAccomplishments are entered and edited. proposed budgetto be entered. They year (FY 2014)should reflect actions should be entered.taken during the FY2013 budget yearThis is where long-term Division This is where performanceObjectives, tied to measures are listed, nowDepartment Goals each aligned with Division Objectives.
  • Division Summary The following screen now appears: This is where the This is a field where prior division an summary ofThis is where the description plannedformer Prior Year information should be operations for theAccomplishments are entered and edited. proposed budgetto be entered. They year (FY 2014)should reflect actions should be entered.taken during the FY2013 budget yearThis is where long-term Division This is where performanceObjectives, tied to measures are listed, nowDepartment Goals each aligned with Division Objectives.
  • Adding/Editing Annual Overview•Indicate division plan for upcoming fiscal year•Click on “Create Overview” to create a new entry for FY2014 Fiscal Year that update details (FY2013) Close and return to prior screen Type in overview description (review last year’s overview for tips)•To edit an existing overview entry, highlight the entry in the“Overview” table of the Division Summary form and click“Open Overview”
  • Adding/Editing Current Highlights•Indicates key activities of current fiscal year (FY2013)•Click on “Create Highlight” to create a new entry for FY2013 Fiscal Year that highlight details Close and (FY2012) return to prior screen Type in highlight description (review last year’s highlights for tips)•Take a look at your Division Goals and highlights from FY 2013 to see howto best develop these highlights (can be found in FY 2013 Adopted Budgetdocument, located at K:BudgetBudget 13.
  • Adding/Editing Division Objective•Indicates long-term goal of the division that helps fulfillCitywide strategic objective•Click on “Create Goal” to create a new entry Enter a brief description that describes a Close and long-term goal return to of the division. prior screen Select Department Goal that you would like to align this goal with.•To edit an existing goal, highlight the entry in the “Division Goals” table ofthe Division Summary form and click “Open Goal”
  • Adding/Editing Performance Measures•Strategic measure of division performance and goal achievement•Click on “Create Measure” to create a new performance measure Select corresponding Select type of Division Objective measure measure aligns with Provide Create or description of Edit measure statistics for this measure Table of entered measurement Close and statistics return to prior screen•To edit an existing performance measure, highlight the entry in the“Performance Measures” table of the Division Summary form and click“Open Measure”
  • Adding/Editing Measurement Statistics•Statistic entry for a performance measure•Click on “Create Measurement” in the Performance Measure Entry form to createa new performance measure Referenced Timing level for measure measure (Proposed description for budget, Adopted with budget, Projected at end of year, Actual for year) Fiscal Year for measure Entry of actual statistic Close and for given year and return to timing level prior screen•Entries required: FY2011 Actual, FY2012 Adopted, FY2012 Projected, FY2013Proposed•To edit an existing statistic, highlight the entry in the “Measurements” table of thePerformance Measure Entry form and click “Open Measurement”
  • Printing Reports• “Preview and Print Report” button on Department Overview form• “Preview and Print Summary” button on Division Summary form
  • Printing Reports• Click “Preview and Print Reports” on Main Menu Preview & Print Select a DepartmentDepartment Overview (Code) Automatically print Department Overview and subsequent Division Summaries Select a Group (Code) Preview & Print Division Close & return Summary to previous screen Automatically print Division Summary (redundancy)
  • Conclusion• To spell check a field, hit the “F2” button on your keyboard• When finished working in the database, use the “Close” buttons provided for each form to return to the Main Menu, then click “Exit BUDMRS”• If you have any questions, or need an entry deleted, please call Kenneth Hunter (Extension 1335)• To gain access to BUDMRS, fill out authorization survey w/code “14BUDMRS”
  • Conclusion• To spell check a field, hit the “F2” button on your keyboard Good luck!• When finished working in the database, use the Happy reporting! “Close” buttons provided for each form to return to that the submission then click Remember the Main Menu, “Exit BUDMRS” 9:00 a.m., Monday, deadline is• If you have any 2013! March 11, questions, or need an entry deleted, please call Kenneth Hunter (Extension 1335)• To gain access to BUDMRS, fill out authorization survey w/code “14BUDMRS”