OBMS Updates – Project Plan

1. OBMS Updates – Project Plan Leslie Lujan & David Vigil NM Public Education Department September 20, 2007

2. Overview • OBMS Actuals • Target date for uploads to “Live” system • Data review process & reports • Submit data to PED-budget analyst • Common Issues • OBMS BAR • Maintenance BAR process • BAR Utilities • OBMS BAR User Form

3. OBMS Actuals-Target date for uploads to “Live” system • A handful of districts, charters, & REC’s have not successfully tested their data. • Target date to go “live”- End of Sept. ’07 • Review the steps after initial upload of files into “Live” system

4. OBMS Actuals- Data Review Process Click on “Actuals”

5. Click here to review data

6. Select District/Charter School • Select Reporting Period • Select Account Type • Click “View Report” • Once the report is visible, select an export format and click “export” to view or save the report.

7. OBMS Actuals- Submit data to PED • After reviewing data, you will submit the files to your PED-budget analyst. • For the period, delete unwanted or incorrect files- a “Submit” button will then appear. • The “Submit” button will only appear for the Business Manager (BM) role.

8. Delete unwanted files • Click “Submit”. You are now restricted from uploading any more files for that period.

9. OBMS Actuals- Continued • Once submitted, your files will be approved or disapproved by your analyst. • If approved, your reporting requirements for that period are complete. • If disapproved, the reporting period is “opened-up”, and you may resubmit corrected files. • Submit other required final report documents as instructed by PED-School Budget Bureau.

10. OBMS Actuals- Common Questions • Upload Error “Not Authorized to upload a file for this entity.” • Validation Error- “Invalid COA Line” • Report Issue- submitted a 0 error file, amounts and FTE’s are 3 times what they should be. • Actuals Uploader- “Save or Cancel” dialog box. What’s next after it is saved?

11. OBMS BAR System- Maintenance BAR Process

12. In BAR Actions, there will be a “Maintenance” option when creating a BAR Maintenance

13. Select Fund/Subfund Click “Create” Maintenance Create

14. Source Expenditure Destination Expenditure 2500

15. Maintenance BARs- Cont’d • Allows transfers within highest level functions (i.e. 1000, 2000, 3000, 4000). • Maintenance BARs do not come to PED staff for approval. • Only Business Mgr. (BM), Superintendent (SP) approvals and local board date needed. • Target date- December, 2007.

16. OBMS BAR BAR Utilities • Used to manage BAR contacts • Used only at local level • Only Business Manager (BM) role can manage contacts. • OBMS BAR User Form is not used to edit/add/delete BAR contacts.

17. OBMS BAR- BAR Utilities • Click “BAR Utilities • Expand “Entity Contacts” • Search for, then Edit users or… • Add new user

18. OBMS BAR- BAR Utilities Enter new user info and click “Save Contact”

19. OBMS BAR- BAR Utilities • Click the icon next to “BAR” under Contact Type • 2. Select entities to be added or removed from the windows on the right and click “Save”

20. OBMS BAR- BAR User Form • Used to add new users or delete users no longer employed. • Does not add user as BAR contact (use BAR Utilities instead). • Available on PED School Budget Web Page- www.ped.state.nm.us/div/fin/school.budget/index.html • Remember to update users frequently-Especially users that leave your district/charter school.

21. OBMS BAR User Form

22. OBMS-Contacts • OBMS Helpdesk • Larry McCartney- 505-243-2287 • Larry.mccartney@podassoc.com • PED Contacts • Leslie Lujan- 505-476-0391 • Leslie.lujan@state.nm.us • David Vigil- 505-827-6626 • David.vigil12@state.nm.us