FY 2014 BudgetTraining Tutorial
Part TwoBUDMRS
Office 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 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!)
Starting BUDMRS
After entering your password, the following screen will appear.
Click on “Open”
Starting BUDMRS
The following screen now appears:
Next Step: Department Information
Allows you to edit department &
division submissions (most used
option)
Closes the program and
Microsoft Access and returns to the
desktop
Allows you to print
individual and batch project reports and summaries
Department InformationBUDMRS 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.
Department InformationDepartment 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 missionstatement (pending any changes) should be entered.
Description: This is for a brief summary of a department’soperations. This may serve as an elaboration of the basic points madein the mission statement.
Divisions: This is a list of all divisions within the department.
To move to a Division Summary, highlight the division you want in the table to the left and click on “Select Division”.Next Step: Division Information
Department Goals: New field listing department’s defined goals.
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
•To edit an existing overview entry, highlight the entry in the “Department Goals” table of the Department Overview form and click “Open Goal”
Assign presented order of goals
(numeric)
Division SummaryThe following screen now appears:
This is where long-term Division Objectives, tied toDepartment Goals
This is a field where an summary of plannedoperations for the proposed budget year (FY 2014) should be entered.
This is where the former Prior YearAccomplishments are to be entered. They should reflect actions taken during the FY 2013 budget year
This is where the prior division description information should be entered and edited.
This is where performance measures are listed, now each aligned with Division Objectives.
Division SummaryThe following screen now appears:
This is where long-term Division Objectives, tied toDepartment Goals
This is a field where an summary of plannedoperations for the proposed budget year (FY 2014) should be entered.
This is where the former Prior YearAccomplishments are to be entered. They should reflect actions taken during the FY 2013 budget year
This is where the prior division description information should be entered and edited.
This is where performance measures are listed, now 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)
Type in overview description (review last year’s overview for tips)
Close and return to
prior screen
•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
•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:\Budget\Budget 13.
Fiscal Year that
highlight details
(FY2012)
Type in highlight description (review last
year’s highlights for tips)
Close and return to
prior screen
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
•To edit an existing goal, highlight the entry in the “Division Goals” table of the Division Summary form and click “Open Goal”
Select Department Goal that you would like to align this goal with.
Enter a brief description that
describes a long-term goal of the division.
Close and return to
prior screen
Adding/Editing Performance Measures•Strategic measure of division performance and goal achievement
•Click on “Create Measure” to create a new performance measure
•To edit an existing performance measure, highlight the entry in the “Performance Measures” table of the Division Summary form and click “Open Measure”
Close and return to prior
screen
Create or Edit
statistics for this measure
Select type of measure
Provide description of
measure
Table of entered
measurement statistics
Select corresponding Division Objective
measure aligns with
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
•Entries required: FY2011 Actual, FY2012 Adopted, FY2012 Projected, FY2013 Proposed
•To edit an existing statistic, highlight the entry in the “Measurements” table of the Performance Measure Entry form and click “Open Measurement”
Close and return to
prior screen
Referenced measure
description
Fiscal Year for measure
Timing level for measure (Proposed for budget, Adopted
with budget, Projected at end of
year, Actual for year)
Entry of actual statistic for given year and
timing level
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
Select a Department
(Code)
Preview & Print Department Overview
Automatically print Department
Overview and subsequent Division
SummariesSelect a Group (Code)
Preview & Print Division
Summary
Automatically print Division
Summary (redundancy)
Close & return to previous
screen
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• 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”
Good luck!
Happy reporting!
Remember that the submission deadline is 9:00 a.m., Monday, March 11, 2013!