OBMS Budget System

1. OBMS Budget System Leslie Lujan and David Vigil School Budget & Finance Analysis Bureau February 21, 2008

2. Purpose • To familiarize new business managers on the OBMS • To demonstrate how to enter a budget using the system • To print budget reports • Maintenance BARs

3. Budget Demonstration • OBMS system emails • Budget Entry Page • Enter revenues and expenditures • Budget Actions Page • Fund Summary • Flowthrough Approvals • Submit budget in its entirety • Resubmit individual Funds • Print budget reports

4. OBMS System Emails

5. http://164.64.166.238/PED_OBMS/Login.aspx • To obtain Login & Password: Contact Your Budget Analyst

6. Budget Entry Page

7. Budget Entry Page-Cont’d • Click Retrieve to see the Budget Lines for Data Entry • Click on worker icon to enter compensation data • Click Save often to ensure data is not lost Program: 1010

8. Budget Entry Page- cont’d. Program 1010 • Worker Icon opens Job Class screen • Back button returns you to the Object level • Arrow buttons navigate between objects 51100-51300

9. Budget Actions Page • Unbalanced Budget • Won’t allow you to submit to PED

10. Expand Fund Budget Actions Page-Cont’d Click the magnifying glass to expand the Budget Lines Fund Details

11. Budget Actions Page-Cont’d Submit Budget Button • Only Appears when the budget is balanced • Once submitted, no more entry can take place without PED approval.

12. Budget Actions Page- cont’d • Flowthrough Funds are approved separately • Green checkmark indicates PM & FM approval

13. Budget Actions- Fund Re-Submit • PED can return a fund to a district/charter/ REC to edit • Once the fund is edited and in balance, it can be resubmitted

14. Printing Reports • PED uses three budget reports that comprise the Final Approved Budget: • Budget Summary • Budget Revenue • Budget Expenditure Detail • Click “Reports” Tab • Select “Budget Report” in the 1st dropdown menu • Select one of the three reports mentioned above

15. Printing Reports –cont’d • Select district/charter/REC • Click “view report” • From here you can click the printer icon or export to your favorite format (excel, .pdf, etc.)

16. Maintenance BAR • This is known as the Intra-Function Transfer BAR • Used to do budget transfers within highest level functions (i.e. 1000, 2000, 3000, 4000) • Example: Able to transfer from function 1000 to 1000, or 2100 to 2500 • Does not need PED Approval

17. Create Maintenance BAR • From the OBMS Home Page, click on the “BAR” tab • Click “BAR Actions”, Select District/Charter • Select “Maintenance” for Adjustment Type • Select Fund/Subfund number • Click “Create” • Click on the “BAR Entry” tab

18. Enter Data & Process Maintenance BAR • On the “BAR Entry” tab, complete the BAR Header and BAR Lines Sections • Ensure that your BAR balances to “$0.00” • BM & SP roles approve BAR on the “Budget Actions” page • BM must enter Local Board Approval Date on the “Budget Actions” Page • BM clicks “Finalize Maint. BAR” button • Maintenance BAR is complete.

19. Print Maintenance BAR • Prior to BAR being finalized, go to the “BAR Entry” page • Expand the blue “BAR Header” and click the printer icon on the right side of the blue header • After the BAR has been finalized, go to the “BAR Actions” page • Click the printer icon on the right side of the blue “BAR Summary”

20. Recap • Refer to the Uniform Chart Of Accounts (UCOA) for OBMS valid account lines – Current Version: revised 8/27/07 • PSAB Supplement 3 and PED UCOA • UCOA and Supplement 3 will be updated for 08-09 school year budgets/BARs/actuals • OBMS supports budget management for districts, charter schools and REC’s • Questions/Comments

21. Contact Information http://www.ped.state.nm.us/div/fin/school.budget/index.html • POD helpdesk- 505 243-2287 larry.mccartney@podassoc.com • Leslie Lujan- 505 476-0391 leslie.lujan@state.nm.us • David Vigil- 505 827-6626 david.vigil12@state.nm.us