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!