Create Program Budget at Level 3
This Job Aid shows how to: Create a BGPR document Enter required Program Budget Structure information for Budget Level 3 Submit Program Budget Structure into MMARS
Background: The Program Budget structure will allow Departments to track activity across appropriations at a programmatic level. Departments will establish a Major Program and assign Program codes for all the components/projects they need to track for that Major Program. Typical users of this functionality might include those managing large capital projects and those managing large initiatives where spending occurs in multiple appropriations. Once a Program Budget is established in MMARS, Departments will be able to track expenses by using the Program code on Encumbrance and Payment Request documents. In this way, completed activity will be aggregated within the Program Budget Structure. The Program Budget Structure is entered into MMARS using the BGPR Document. The BGPR has four levels: Level 1: Level 2: Level 3: Level 4: Program Class Program Class, Department, Program Program Class, Department, Program, Phase Program Class, Department, Program, Phase, Activity
Note there is no Budget Fiscal Year field. This allows the structure to span multiple fiscal years, lasting for the duration of the Project. The Program Budget Structure must be entered on at least Level 2, with Levels 3 and 4 optional for most departments. Departments who choose to establish the Program Budget Structure at Level 3 must create a Phase and link the Phase to the Program. A Program Budget Structure will be entered for each Phase created.
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Create Program Budget at Level 3
Step 1 - From the Home Page Click Search in the Secondary Navigation Panel Click Document Catalog
Step 2 - From the Document Catalog Click the Create link
Step 3 - From the Document Catalog Type BGPR in the Code Field Type [3 Letter Department Code] in the Dept Field Type [4 digit Unit code] in Unit field if desired Click the Auto Numbering checkbox Click the Create link Note: Alternative to Auto Numbering - A unique 20 alpha-numeric character Document Identification Number can be typed into Document ID Field
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Create Program Budget at Level 3
Step 4 - From the BGPR Header Section Click the Budget Level 3 link in the Secondary Navigation Panel
Step 5 - From the BGPR Budget Level 3 Section Click the Insert New Line link
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Create Program Budget at Level 3
Step 6 - From the BGPR Budget Level 3 Section Accept the Action Field default as New Type [BG22] in the Event Type Field Type [Project Name] in the Name Field Accept the Start Date default as the system date on which the BGPR Document is first saved. The true date on which you can begin using your Program was established on the Program table Type [Full cost of the Project] in the Dollar Amount Field Accept the Increase / Decrease Field default as Increase Leave the Fiscal Year and Period Fields blank. MMARS uses these fields to identify when this BGPR Document was created. These do not determine the Fiscal Year(s) for which this Program Budget is active. Type [Program Class] (associated with the Program Code) in the Program Class Field, if known. If unknown, click the Pick List Arrow to search, and select. Type [3 Letter Department Code] in the Department Field Type [Program Code] in the Program Field 11 Type [Phase Code] in the Phase Field
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Create Program Budget at Level 3
Step 7 - From the BGPR Budget Level 3 Section Click the Smart Budget Rollup link Writes this information to Levels 1&2 Click the Budget Level 1 link to view rolled up information
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Step 8 - From the BGPR Budget Level 1 Section Review Level 1 information Click Header link
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Create Program Budget at Level 3
Step 9 - From the BGPR Header Section Click Load Constraints link BGPR does not have constraints at Level 3. This means that any documents processed using the Phase will not be rejected should you expend beyond the amount budgeted. For example, if you enter a budget amount of $5000.00, and spend $6000.00, your document will not error. You can manually set up this budget to check for errors.
Click the Budget Level 3
Controls link
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Create Program Budget at Level 3
Step 10 - From the BGPR Budget Level 3 Controls Section Listed here are the optional edits for Budget Level 3, the default value, and a brief description. The four Violation Action values are: No Action – MMARS will not edit documents against this action Reject – MMARS will reject any document that does not meet the criteria of this action Require Override – MMARS will generate an error for any document that does not meet the criteria of this action, but this error can be overridden by a control agency or based on security Warn – MMARS will generate a warning for any document that does not meet the criteria, however the document can be submitted to a Final phase To change the Violation Action of an item, do the following:
Click on line in Grid of action
to be modified (be careful to NOT click the delete icon) Click Drop Down Arrow next to the Violation Action field to select the new value Click the Save Action Button Repeat the above steps for each item you wish to change the value of.
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Create Program Budget at Level 3
Step 11 - From the BGPR Budget Level 3 Controls Section When you are finished:
Click Validate Action Button
– check for errors Click Submit Action Button Click Close Action Button to close the Document
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