Fiscal Note Tracking System (FNTS) Training

1. Fiscal Note Tracking System (FNTS) Training 2011 Session

2. Sample Fiscal Note E-Mail • You’ve got mail! • Email once an hour for new note request • From: fifnts@finance.state.mn.us • Listing • Bill Number/Title • Author • Committee • Companion Bill • Any message from Analyst or MMB

3. Log on to BIS • Enter user id in username field • Password=user id first time you log in • Leave database field blank fimat10 *******

4. Passwords • Utilities – Password • Should create new password after initial log on • 5 to 8 alphanumeric characters • Should not = login id • Contact us to reset

5. Online Help • Help – FNTS Help • Internet site – www.mmb.state.mn.us- Statewide Systems – Budget Information System (BIS) – Fiscal Notes • Bubble help in FNTS

6. Search for Fiscal Note • Check agency action required to retrieve notes to work on • Click on OK

7. Fiscal Note Numbering Scheme • Bill Version • 0 (zero) for original or • introduced version • A for Amendment • E for Engrossment (version • that includes amendments) • UE for unofficial engrossment • (includes amendments not • made by house of origin) • CE for committee engrossment • H-House • S-Senate

8. Search Results • Right click on Bill Nbr for text or status • Companion bill listed in blue if there is a request, right click on companion bill for status • Red text indicates “urgent” View Bill Text View Bill Status Sort Fiscal Notes

9. Search Results • Message box—red if unread • Lead Agency designation—coordinates with other agencies • Attachment—copy of the amended bill language

10. Search Results • Click Status to view other agencies • Click consolidated to view fiscal implications for other agencies

11. Print Worksheet • Print from system • View on screen • File sent to email or, • Download .rtf file on Internet

12. Prepare screen • Contact person • Name (phone #) • Prints above coordinator info on note • List is created as names are added • Fiscal Impact Indicators Must be completed before agency sign-off

13. Entering Expenditures • Type fund code or choose from list • Dollars in 1,000s • Can’t absorb $ for a fund with no expenditures • Can have more than one fund 100 General

14. Entering Revenues • Type fund code or choose from list • Dollars in 1,000s • Net Cost Savings and Total Cost <Savings> to the State are automatically calculated based on the information provided in Expenditures and Revenues • Again, can have more than one fund

15. Entering FTE • Type fund code or choose from list • FTE in hundredths (.25) • Can’t attribute FTE for a fund with no expenditures • Total FTE and Total Cost <Savings> to the State are automatically calculated based on the information provided in Expenditures and Revenues

16. Entering Narrative • Create Narrative tab - MS Word • Default formatting – don’t change • Arial 10 • Headings – bold/underlined • Margins • Portrait • Avoid • Section breaks • Headers/footers (inserted in Print process)

17. Entering Narrative • Inserting files • Do not link!!!! • Same rules apply to inserted files: i.e., no section breaks, keep orientation, font, margins • Saving files to .rtf or text before inserting can prevent errors • Saving file back to FNTS • Close document or close Word • Narrative tab changes from “Create” to “Edit”

18. Printing a Fiscal Note • Print and review before signing off • Agency/Consolidated • E-Mail or wait for output • Preliminary heading on note until ALL agencies/EBOs have signed off

19. Sign Off on Fiscal Note • Button is not available if any fiscal impact indicator is unchecked • Sign-off authority required • Clicking “Signoff” does several things: • Agency Signoff field gets populated • System generates email to EBO • “Prepare” button turns to “View” • Blocks further edits unless sign-off is removed by MMB staff

20. Quick Preparation for No Impact • No Impact Button • Checks “no” Fiscal Impact Indicators • Expenditures, Revenues and FTE contain zero dollars • Signoff—click “Cancel” to enter narrative, “OK” to sign off • Default narrative – “This bill version has no fiscal effect on our agency”

21. Copying Data Between Notes • Available from Prepare screen • Double click for lists • Choose All, Narrative, or just the Fiscal Impact Indicators Always be in the fiscal note you want to copy TO

22. Fiscal Note Status Legislative Request In process Waiting for EBO Signoff Waiting for Lead EBO Signoff Complete Inactive Agency Status No Data Preliminary Data Agency Signoff EBO Signoff Fiscal Note vs Agency Status

23. Search Criteria • Choose from Session drop down to view earlier notes • Enter partial title, committee name, etc. (use % as wildcard) • Clear button restores defaults

24. E-Mail Notifications • New fiscal note (once an hour) • Change in due date (immediate) • Inactivate/Re-activate (immediate) • Sign off removed (immediate) • Past due (daily) • Can add additional e-mail addresses

25. Reports Legislative FN Requests FN Requests by Agency FN Requests by EBO Information Fiscal Note Coordinators Legislative Membership Legislative Committees Reports/Information

26. Tips and Tricks • Anyone who has access to FNTS can see preliminary information--printing a worksheet will allow you to “draft” a note before entering it • Long interruptions while entering a narrative can cause connection problems • Narrative: click the to close the document • Right click on any name in FNTS to send email

27. Questions? • Your assigned Executive Budget Officer • Mary – 651-201-8042 • Web site: www.mmb.state.mn.us –Statewide Systems–Budget Information System (BIS)–Fiscal Notes • BIS install questions – 651-201-8100, opt. 5