BPS Budget Planning Guide
Uploading the Budget
If desired, the budget can be uploaded from a file for Non-Position, Position Summary, or Position Detail Owned layouts. The budget cannot be uploaded for Student and Multi-year plan layouts.
Accessing the Upload Function in BPS
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On the Budget Development Map, click on Other Functions.
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On the Other Functions Map screen, click on Budget Upload Layout. Note: Any type of file may be uploaded; however, the file must have the standard elements for that particular layout. In addition, each uploaded file must be created in the Text Tab Delimited format. To make these requirements easier, there are sample templates that can be downloaded AND special reports with input columns that can be exported into Excel.
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BPS Budget Planning Guide
Uploading the Budget (cont.)
Using an Exported Report to Create an Upload File (Optional)
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Follow the steps in the Reporting section to do the following: • Choose and generate the desired report (reports for uploading are noted with “Upload” in the report titles). • Export the report to Excel.
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BPS Budget Planning Guide
Uploading the Budget (cont.)
4&5 Format per steps below and save as a text (.txt) file.
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Save as and save the file as a Use the Excel menu path File text file (with extension of .txt). Once in Excel, format the worksheet as follows: • Remove all the “heading rows” above the actual column headings of the report, so that the first line of data input begins on Row # 2). • Ensure that the numbers in the budget input columns (name of column varies by report) are formatted as numbers with NO commas (Non - Position layouts should also be rounded to 0 decimal places). • If applicable as indicated in the column heading, delete the Name column. • Save as a text file per step above (if not already done). Input the budget data in the appropriate columns of the Excel file (ensure the number format has NO commas). Save as needed (save as text file). Proceed to the Step 13 (Uploading a File) in this chapter to actually upload the Excel file into BPS.
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BPS Budget Planning Guide
Uploading the Budget (cont.)
Using a Template to Create an Uploaded File (Optional)
Note: Exit from any other BPS Layouts that you may be using BEFORE using a template. If other BPS Layouts are open when accessing a template, the system will lock.
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Once on the Upload File screen, review the instructions on the left for accessing the sample Excel Templates. Click on a link to download the appropriate template (for example, Download Excel Template for Non-Position).
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In the resulting File Download window, click on Save (DO NOT CLICK ON OPEN on this initial screen).
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Uploading the Budget (cont.)
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In the Save As window: • Choose the location (directory path) in the Save in field. • Enter a File name in that field (standard name defaults). • Leave the default of Microsoft Excel Worksheet in the Save as type field. • Click on Save at the bottom of the window.
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In the resulting Download complete window, click on the Open button to go ahead and access the template
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BPS Budget Planning Guide
Uploading the Budget (cont.)
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Before entering any data, be sure to save the file (File > Save as) to any drive and choose the format of Text Tab Delimited. Enter data in the template. Note: Leave the template tabs as they are, even if they are not lined up with the column headings. The system will only read the numbers.
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BPS Budget Planning Guide
Uploading the Budget (cont.)
Uploading a File
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Return to the Budget Upload Layout in BPS. Open trays (if needed) and enter any values in the Enter Selection Parameters section, as follows: • Enter Workflow Level, Workflow Version, and Fund Group/Range as needed. • Open the Select Org. Unit Here tray and select the appropriate level of Org. Unit (BFR Code).
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Use the Upload Text Delimited Files to BPS tray and click on the desired Upload link (Upload Non-Position, etc.) Note: These are the only layouts that can be populated from the upload of a file. The layouts for Student and Multi-Year Plan cannot be populated from an uploaded file.
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BPS Budget Planning Guide
Uploading the Budget (cont.)
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In the resulting BW-BPS File Upload window: • Find the file you wish to upload using the Browse button • Once located, click on the buttons (in this exact order) – Upload, Save, and Exit. Note: Review the messages generated when the Upload button is used. Any errors in the upload will be indicated at that time.
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Once all three buttons have been used, review the system message, which indicates when it is safe to close the window (see above) and then close the window. Check in BPS on the respective layouts to verify that the data was uploaded.
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