BUDMRS 02-2014

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BUDMRS 02-2014

  1. 1. FY 2015 Budget Training Tutorial Part Two BUDMRS Office of Budget Evaluation & Development
  2. 2. 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)
  3. 3. Overview • • • • • • Purpose of BUDMRS Starting BUDMRS Entering/Editing Department Information Entering/Editing Division Information Entering/Editing Staffing Plan Printing Reports
  4. 4. 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
  5. 5. Starting BUDMRS BUDMRS is a database program that operated in Microsoft Access. Upon completion of training, an icon will be available for copy onto you desktop that you will use to access the database. It will look like this. Click on this icon when you are ready to enter the database. 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!)
  6. 6. Starting BUDMRS After entering your password, the following screen will appear. Click on “Open”
  7. 7. Starting BUDMRS The following screen now appears: Allows you to edit department & division submissions (most used option) Next Step: Department Information Closes the program and Microsoft Access and returns to the desktop Allows you to print individual and batch project reports and summaries
  8. 8. Department Information BUDMRS captures all non-financial data included in department and division summary budget documents. Information from the most recent adopted budget has been loaded as the starting point for this year’s submissions. To select the department you need to enter, select from the drop down box.
  9. 9. Department Information Department Overview provides basic narrative for Department summary in budget, as well as access to division information entry forms. Mission: This is the field where the previous department mission statement (pending any changes) should be entered. Description: This is for a brief summary of a department’s operations. This may serve as an elaboration of the basic points made in the mission statement. Department Goals: New field listing department’s defined goals. Divisions: This is a list of all divisions within the department. Next Step: Division Information To move to a Division Summary, highlight the division you want in the table to the left and click on “Select Division”.
  10. 10. Adding/Editing Department Goals • Indicate goals of Department aligned w/Citywide Goals • Click on “Create Goal” Description of Department Goal Select aligned Citywide Goal Close and return to prior screen Assign presented order of goals (numeric) • To edit an existing overview entry, highlight the entry in the “Department Goals” table of the Department Overview form and click “Open Goal”
  11. 11. Division Summary The following screen now appears: This is where the former Prior Year Accomplishments are to be entered. They should reflect actions taken during the FY 2014 budget year This is where longterm Division Objectives, tied to Department Goals This is where the prior division description information should be entered and edited. This is a field where an summary of planned operations for the proposed budget year (FY 2015) should be entered. This is where performance measures are listed, now each aligned with Division Objectives.
  12. 12. Division Summary The following screen now appears: This is where the former Prior Year Accomplishments are to be entered. They should reflect actions taken during the FY 2013 budget year This is where longterm Division Objectives, tied to Department Goals This is where the prior division description information should be entered and edited. This is a field where an summary of planned operations for the proposed budget year (FY 2014) should be entered. This is where performance measures are listed, now each aligned with Division Objectives.
  13. 13. Adding/Editing Annual Overview • Indicate division plan for upcoming fiscal year • Click on “Create Overview” to create a new entry for FY2015 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”
  14. 14. Adding/Editing Current Highlights • Indicates key activities of current fiscal year (FY2014) • Click on “Create Highlight” to create a new entry for FY2014 Fiscal Year that highlight details (FY2012) Close and 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 how to best develop these highlights (can be found in FY 2013 Adopted Budget document, located at K:BudgetBudget 13.
  15. 15. Adding/Editing Division Objective • Indicates long-term goal of the division that helps fulfill Citywide strategic objective • Click on “Create Goal” to create a new entry Enter a brief description that describes a long-term goal of the division. Close and return to 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 of the Division Summary form and click “Open Goal”
  16. 16. Adding/Editing Performance Measures • Strategic measure of division performance and goal achievement • Click on “Create Measure” to create a new performance measure Select type of measure Provide description of measure Table of entered measurement statistics Select corresponding Division Objective measure aligns with Create or Edit statistics for this measure Close and 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”
  17. 17. Adding/Editing Measurement Statistics • Statistic entry for a performance measure • Click on “Create Measurement” in the Performance Measure Entry form to create a new performance measure Referenced measure description Fiscal Year for measure Entry of actual statistic for given year and timing level Timing level for measure (Proposed for budget, Adopted with budget, Projected at end of year, Actual for year) Close and return to prior screen • Entries required: FY2013 Actual, FY2014 Adopted, FY2014 Projected, FY2015 Proposed • To edit an existing statistic, highlight the entry in the “Measurements” table of the Performance Measure Entry form and click “Open Measurement”
  18. 18. Printing Reports • “Preview and Print Report” button on Department Overview form • “Preview and Print Summary” button on Division Summary form
  19. 19. Printing Reports • Click “Preview and Print Reports” on Main Menu Preview & Print Department Overview Select a Department (Code) Automatically print Department Overview and subsequent Division Summaries Select a Group (Code) Preview & Print Division Summary Automatically print Division Summary (redundancy) Close & return to previous screen
  20. 20. 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 “15BUDMRS”
  21. 21. 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, deadline is “Exit BUDMRS” 5:00 p.m., Monday, March 10, • If you have any 2014! questions, or need an entry deleted, please call Kenneth Hunter (Extension 1335) • To gain access to BUDMRS, fill out authorization survey w/code “14BUDMRS”

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