The Budget Narrative Pages
Contents
1. 7 Once all the necessary changes have been made click outside the graphic to close the MS Excel window and return to the MS Word document In order to keep pie slices in the correct color sequence figures must be entered in ascending order largest to smallest If one figure comprises 50 or more of the total enter it into the fourth data cell and enter the others in all other cells in ascending order cells If all entered cells do not appear on the chart follow these steps On the chart tab right click your mouse and select Source Data On the data range tab in the data range box click on the icon with the red arrow Data range will switch to the data tab highlight all the title and data cells to be shown on the chart Once cells are selected click on the icon with the red arrow in the data range window ADA Compliance Requirements Federal ADA Standards require that all documents posted online must be accessible to all readers Documents must be readable by pdf readers designed for accessibility However such pdf readers unable to read graphs charts and other graphics unless graphics are accompanied by data tables or alt text which can be input into the background data of a word document and read by a pdf reader If you have graphics you are interested in using please contact Roxanne LaPlante 651 201 8080 roxanne laplante state mn us or Ed Johnson 651 201 8081 edward johnson state mn us at MMB for assistance i2. Minnesota Legislature but not legislature 2012 13 Budget Information System Clerical Instructions 37 nm o Do not capitalize senate house of representatives or supreme court except in reference to the national bodies For example senate refers to the state senate Senate refers to the United States Senate Never capitalize federal unless governed by another rule of capitalization Do not capitalize the words department and division unless used with a complete name However when department is used with the name of more than one agency it should be lowercase The departments of Administration Revenue and MMB Acronyms Abbreviations If your agency has a standard acronym type your acronym in parentheses immediately after your agency s full name the first time you use it Minnesota Management amp Budget MMB Transportation Department of DOT Employee Relations Department of DOER Clarify all acronyms when used for the first time Occupational Safety and Health Act OSHA Americans With Disabilities Act ADA Do not use MN as a general abbreviation for Minnesota This two letter designation was created by the United States Post Office for mailing addresses only If you need to abbreviate Minnesota the proper abbreviation is still Minn Exceptions 1 When MN has been officially incorporated into a formal title e g MNSCU MNSAT MN Assi
3. 01 11 pm SS Agency Executive Summary Jun 16TH 11 19 am SS Spreadsheet for Executive Summary lt Agency Level Fiscal Page Budget Briefs by Fund SS Revenue Summary Narrative Jun 16TH 11 20 am lt Summary of Agency Revenue Fiscal SS Federal Funds Summary SS Grants Detail Agency Change Items Programs ER IV NoDataEntered M In Process bk Completed I Deleted IV Narratives M Reports 18 Inserting a Standard Graph or Chart into a Narrative Document Agency users may insert standard charts and graphs in their budget presentation if needed Available standard charts and graphs as determined by the Minnesota Management amp Budget include Pie Chart H Single Line Graph Multi Line Graph Column Chart Bar Chart Stacked Bar Chart To insert a standard chart or graph into a narrative document 1 Open the document up in MS Word 2007 via the BBS Narratives Budget Document Outline screen 2 Position your cursor where you would like to insert the chart 3 Open the Insert ribbon 4 Click Chart in the Illustrations section 5 Select the style of chart you would like to insert 6 Click OK The chart will appear in your document Additionally an Excel worksheet opens You can enter your data in the worksheet Use the handle to adjust the range of data that appears in the chart It will automatically update the chart in Word For charts created using earlier versions of MS Word consult a user s manual or r
4. However should you need to create another document you should use the Other Document feature as directed on pages 19 21 This document has the same format as the standard budget narratives with one exception Since this template may be used by all agencies anywhere in the budget narratives it was impossible to give it a header You are asked to perform that task If this new document is to be used in conjunction with an already created document you may use the following procedure Retrieve the already created document Click on View click on Header and Footer Block the entire header and copy CRTL C Close out the document on your screen lr a d Create the Other Document as directed on pages 20 21 2012 13 Budget Information System Clerical Instructions 24 6 Click on View click on Header and Footer 7 Paste the header you copied CRTL V Please note that when you are in BIS you cannot have two Word windows open at the same time On page 20 under Document Types Dialog Box the first option is Blank Page Do not use this feature for added documents This page displays the message This page intentionally left blank Numbers in Tables When entering numbers into the tables in the Budget Brief and Change Item pages follow the guidelines indicated on page 31 i e Indicate negative numbers with parentheses 234 Note that the goes outside of the paren
5. the preceding instructions Editing a BBS Narrative Biennial Budget System narratives are created and edited using Microsoft Word Consequently any document which is to be included in the agency s budget presentation other than the Budget Book Fiscal pages needs to be created and edited from the BBS Narratives Budget Document Outline screen in a Microsoft Word format This includes but is not limited to the following al standard narratives such as the Agency Executive Summary Program Summaries Budget Activity Summaries etc any non standard narrative pages to be included in the agency s budget presentation all graphics including charts graphs bitmaps scanned photos etc to be included in the agency s budget presentation Any spreadsheets or tables to be included in the agency s budget presentation 2012 13 Budget Information System Clerical Instructions 17 To give agencies a point from which to begin creating their BBS Narratives the system will automatically create blank templates for each standard narrative required based on each agency s budget structure as it currently exists within the Biennial Budget System As changes are made to the agency s program structure or as change items are created or edited etc these changes will also be reflected on the BBS Narratives Budget Document Outline screen The templates created by BBS will include the appropriate settings for each of the following and in mo
6. The graph displays the funding level from the general fund federal fund and other funds Agencies have the ability to add footnotes to provide any context that is needed to explain the graphs When you click on the chart in the template an Excel table will display that that allows you to enter data into a pre formatted table of expenditures including general fund expenditures other fund expenditures and federal fund expenditures The source data for completing this chart should be the consolidated fund statement as found as found on the budget instructions web page This file includes data for all funds used by an agency However we ask that agencies combine funds into the three major categories listed above If organizational changes or agencies internal records require that MMB s source data be modified please contact your executive budget 2012 13 Budget Information System Clerical Instructions 5 officer to discuss the appropriate data source to use to populate this chart External Factors Description In addition to the Budget Trends bar graph agencies should also provide a brief overview of approximately no more than 150 words regarding the external factors impacting your agency s operations These factors include external economic demographic or social trends The purpose of the section is to very quickly and very generally orient the reader to major external factors impacting your agency s operations For example the
7. Types Ol DOCUMENTS arterne EE Eege 11 Toolbar Functionality within the BBS Narratives Budget Document Outline 12 BBS Narratives Budget Document Outline Right Click Menu Example ccccsssssesseeee 12 Filtering the Budget Document Outline View 13 Budget Document Outline Filters ssssusssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nenen ennnen nnne 13 Expanding Collapsing the Document Outlme eter eeeeeeneeeeeeeeeeeeeeeeaaees 14 Resizing the Viewable Wumdow tten e rnEeE EEEE EEEE E EEEE Ennan EEn E EEEE EErEE EEEa 14 Printing RE E EE 14 Searching for Re EE 16 Gelle RE TE 17 Inserting a Standard Graph or Chart into a Narrative Document 19 Editing a Chart or Graph within a Budget Narrative cc ccececeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 19 Deleting Restoring an Item in the Budget Document Outline snnnnnnnnnnnnnnttnt rnnr nrnna 20 Adding a NCW Reine 20 Add New Document Dialog BOX viii siicceccccsccasicacasestecsacasscaenenezecsasnsscaticencesacccnaeczecensatzeaenaweeeten 20 Document Types Dialog Box 2 2 i 0 0i0 tine ieee aie ees 21 Changing the Title of an Added Other Document 21 Moving a2 RT EE 22 Changing Status of DOCUMEMIS 2 eiceiscssieestsdeteetspeeesgcted EES E ege een 22 The Budget Narrative Pages What to Expect ccccccssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeneeees 24 eelere aea E e etaa aa aao stten dette beetebuerg i 24 Headers in Ot
8. agency s programs align directly with its strategies This section should help the readers understand the broad outlines of your agency s work For an example please refer to DEED s Core Functions section of its agency profile Operations This section should answer the question What mechanisms does your agency utilize to accomplish its strategies Please provide a concise description of the programs or activities that accomplish the agency s strategies Building on the information provided in Agency Purpose and Strategies this section should supply the reader summary details on the agency s programs or activities Please limit the descriptions of each program or activity to 3 4 sentences or bullets Further details can be provided in subsequent program or activity narratives If relevant please include 1 the individuals and organizations impacted by your agency s work 2 details on the physical location of your agency 3 information on how your agency delivers its services and 4 details about your agency s relationship with a board or organization if applicable For an example please refer to MDE s Operations section of its agency profile Budget Trends This is a new section for the agency profile and replaces the Budget section used in the previous biennium Total Expenditures by Fund Bar Graph This graph details the agency s funding levels from FY 2002 03 through FY 2010 11
9. e 66 500 students attending non profit institutions e Provides 140 million in loans to 28 000 annually e 110 000 students attending for profit institutions T hl Other Financial Aid Programs Other sa State Work Study serves 10 000 with 12 2 million e 28 000 students participate in tuition reciprocity sn Indian Scholarship serves 600 with 2 million Serves 6 500 students in low income elementary sx Minnesota GI Bill serves 600 with 1 million i middle and highschoolsthroughfederal GEAR UP se Postsecondary Child Care serves 3 000 with 6 2 program million iG D Est FY 2010 11 651 197 365 Est FY 2010 11 651 197 365 Expenditures pajanan by Fund y Program For further information on modifying your background narrative material please contact Roxanne LaPlante 651 201 8080 or Edward Johnson 651 201 8081 2012 13 Budget Information System Clerical Instructions 26 2012 13 Budget Graphic Instructions These instructions are for use with MS Word versions 2000 2003 or earlier See page 29 for instructions creating graphs using MS Word 2007 2010 NOTE Charts should be used to represent information in a visual manner Do not create charts just to present information that could be conveyed in a few words e g information representing a 50 50 split need not be created in a chart Creating Graphs utilizing standard BIS Microsoft Excel Templates 1 Open the appropriate S narrative docu
10. it had been deleted from the Budget Document Outline 2012 13 Budget Information System Clerical Instructions 22 To change the status of a document highlight the item to be changed in the Budget Document Outline Press the right mouse button and select Change Status then from the submenu select the status to which the item should be changed Complete or Restore Choose Complete to indicate that a BBS Narrative is completed Choose Restore to restore a BBS Narrative MS Word document to In Process status after it had been marked as Completed Also choose Restore to restore a BBS Narrative MS Word document or Budget Fiscal report after it has been deleted from the Budget Document Outline The items icon will change to reflect the new status to which it has been changed 2012 13 Budget Information System Clerical Instructions 23 The Budget Narrative Pages What to Expect Charts Graphs You will be responsible for updating editing your own charts and graphs We will not edit your graphs until after we have locked you out of BIS ADA Compliance Requirements Federal ADA Standards require that all documents posted online must be accessible to all readers Documents must be readable by pdf readers designed for accessibility However such pdf readers unable to read graphs charts and other graphics unless graphics are accompanied by data tables or alt text which can be input into the background d
11. two or more charts align center for vertical alignment or align middle for horizontal alignment Copying MS Excel Graphs into MS Word 2007 2010 Document NOTE Utilizing the ribbon in MS Word 2007 2010 may look a little different the procedures are virtually the same as using other versions of MS Word We recommend you practice these procedures before working on actual BIS documents Os f Clerical Instructions BIS 10 11 doc Microsoft Word ca Home Insert Page Layout References Mailings Review View Developer Add Ins B Arial D Ge BER M A8 Find Paste P B Z U abe x x Aar Ke a Hi THeading1 THeading2 7 Heading 5 Headings Change Ze Replace Styles bg Select Clipboard Font a FI Styles Ta Editing God A gr Faw E FF a geere pee o o ADA Compliance Requirements Federal ADA Standards require that all documents posted online must be accessible to all readers Documents must be readable by pdf readers designed for accessibility However such pdf readers unable to read graphs charts and other graphics unless graphics are accompanied by data tables or alt text which can be input into the background data of a word document and read by a pdf reader If you have graphics you are interested in using please contact Roxanne LaPlante 651 201 8080 roxanne laplante state mn us or Ed Johnson 651 201 8081 edward johnson state mn us at MMB for assistance in making your pdf
12. Agency Profile Narrative Template Agency Purpose Please use the agency s mission statement if available For an example please refer to MDH s agency profile At a Glance Box The At a Glance box should provide a snapshot of each of your agency programs Please structure the box following your agency s program structure using succinct bullets that provide some context for the reader regarding your agency s strategies operations and outcomes See DHS agency profile for a good example of an At a Glance box Pie Charts of Estimated FY 2010 11 Expenditures by Fund and Expenditures by Program A new section of the agency profile template includes a pie chart depicting the agency s estimated FY 2010 11 expenditures by fund and another depicting the agency s estimated FY 2010 11 expenditures by program Instructions are provided below to generate the source data for these charts Expenditures by Fund Pie Chart When you click on the expenditures by fund chart in the template an Excel table will display that allows you to enter data into a pre formatted table for three categories including general fund expenditures other fund expenditures and federal fund expenditures The source data for completing this chart should be the consolidated fund statement as found on the budget instructions web page If an agency elects to use another source of data to populate this chart they must consult with their executive
13. Department of Education in the past has named the following as significant trends enrollment and demographics the increased emphasis on high school to college transition facilities maintenance English as a second language and limited English proficiency school choice and local property tax levels In contrast the Department of Human Services named growth in health and human services costs and health care reform as factors impacting the agency s operations 2012 13 Budget Information System Clerical Instructions 6 GETTING STARTED IN BBS Note This instructions are included in these instructions for future reference when agencies begin to work with their narratives and change pages in BBS All initial work on Agency Profiles Program Narratives and Budget Activity Narratives will take place off line Passwords Agency data is secured through the use of assigned user ID and password The system can trace all transactions by user ID and by date YOU ARE RESPONSIBLE FOR WORK DONE UNDER YOUR USER ID Users will need to change their password the first time they log on to BBS Rules for passwords in BBS are put in place to minimize the chance of unauthorized users having access to the database Rules for new passwords Should have at least five 5 characters Your new password cannot be the same as your user ID Changing your password HN Password Maintenance E Old Password J New Password ReT ype Password To cha
14. MINNESOTA MANAGEMENT amp BUDGET Budget Information System Clerical Instructions July 2010 This user s manual will provide basic information for clerical instructions for completing budget narratives For additional assistance please contact your MMB Executive Budget Officer or the MMB Administrative Services staff TABLE OF CONTENTS Instructions for Submitting 2012 13 Budget Narratives eeccceessseeeseeeeeeeeeeeneneeeeneeees 1 Mee ege 1 Technical Assistance Contacts wii iciccacacsiccetacstivacocstecacnca eva censtececncs tavdncedade ddan caceaededacedaeacaneaae 2 The Budget Narrative Pages Working with the Documents Off Line EEN 3 Overview of Changes to the Narrative Templates AEN 3 Agency Profile Template Changes ANNE 3 Program Activity Budget Activity Template Changes A 3 Small Agency Profile Template Changes ee 3 Aydience apd OGM e e E 3 Instructions for Completing the Agency Profile Narrative Template sssneseeeeeeeeneeeneeeeeeeeenn 4 GETTING STARTED IN BBS eessen eendeitege esas 7 Eat EE E ege EE EOE LEETE 7 Rules for new DIS dee e 7 Changing your password EE 7 kog On Ee ee A 7 BUS MEI MENU EE 8 Biennial Budget System Wumdow uk 9 BBS NARRATIVES BUDGET DOCUMENT OUTUNE 9 el elei e et 9 Getting Started in the Budget Document Outline eseeseeeeesseeeeeeeseeeesseesseeeeeeeees 10 BBS Narratives Budget Document Outline Screen ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 10
15. ally Single click on the first chart Place your cursor on the second chart press the shift key and single click on the chart you will see outline boxes around both charts repeat for each additional chart to be aligned On the Draw tool bar select the Draw dropdown menu Select Align or Distribute from the menu then select the appropriate alignment tool For two or more charts align center for vertical alignment or align middle for horizontal alignment 2012 13 Budget Information System Clerical Instructions 31 Pie slices f you are not using color alternate between Black White and Gray Light Gray and Dark Gray can be used if further distinction is necessary Pies should not be divided into more than 7 pieces If pieces represent less than 1 combine those pieces and list them in a text box NOTE Do not use patterns cross hatches on pie pieces Use solid fills only Avoid showing leader lines They tend to fade during copying 1998 99 Expenditures by Fund Total 195 Million Environmental Petro 22 6 Solid Waste General 26 14 Other 2 Federal 16 Special Revenue 14 Total Budget All Funds 1990 Se 1991 1992 1993 1994 1995 1996 1997 1998 S Approximately 80 million in federal and state appropriations transferred to 1999 400 350 no 300 VENETA 250 i 20 Ak i E e PA 150 e A 100 eee a i I I i i the Department of Child
16. ata of a word document and read by a pdf reader If you have graphics you are interested in using please contact Roxanne LaPlante 651 201 8080 roxanne laplante state mn us or Ed Johnson 651 201 8081 edward johnson state mn us at MMB for assistance in making your pdf documents ADA compliant We prefer that you use the BIS Graphics feature located on the menu bar at the top of the MS Word window to create your graphs However if your agency requires more sophisticated graphs you may use the graphics feature in Word or Microsoft Excel Do not use any other graphics package to create graphs such as Freelance or Lotus If you do create graphs more sophisticated than those listed on page 18 be sure that your graphs are finalized before we lock you out of BIS If we have to update your graphs after your lock out they will be converted to one of the standard charts graphs on page 18 If you create charts and graphs outside of the BIS Graphics feature you must copy them into your budget documents according to the instructions on pages 27 28 It is very important that you break the link between your graphs and your spreadsheet Remember if your spreadsheet exists outside of BIS we cannot edit your graphs after the lock out if the link is not broken Headers in Other Document The templates or shells of all your budget narratives have already been created for you All you need to do is to type in the necessary information
17. budget officer on the data source Expenditures by Program Pie Chart When you click on the expenditures by program chart in the template an Excel table will display that allows you to enter data in a pre formatted table for up to seven programs Please use the Other Programs category as the final category if you have more than six programs Alternatively please complete the table even if your agency has only one program An agency may use the most up to date data source to populate this chart in consultation with their executive budget officer on the data source Please note the data source beneath the graph A note on timing The source data suggested to populate the pie charts is updated as of end of session Additional updates to these charts may be necessary to reflect the November forecast Please coordinate these updates with the agency s EBO Strategies This section replaces the Core Functions section of the agency profile At a summary level this section should answer the question What does your agency utilize to accomplish its mission or purpose or How does your agency put its mission into action 2012 13 Budget Information System Clerical Instructions 4 Please provide a concise description of the 3 5 strategies that help the agency accomplish its mission or purpose The information should be summarized and presented at a fairly high level and should not be a list of programs unless an
18. dicates that a BBS Narrative Microsoft Word document has been indicated as Completed by the agency Locked Item This symbol indicates that a BBS Narrative Microsoft Word document has been locked by the Minnesota Management amp Budget and can no longer be edited 2012 13 Budget Information System Clerical Instructions 11 Toolbar Functionality within the BBS Narratives Budget Document Outline The toolbar used in the BBS Narratives Budget Document Outline screen allows the user many different functionalities which are also available using the right click function of the mouse BBS Narratives Budget Document Outline Toolbar BBS Narratives Budget Document Outline Right Click Menu Example Edit Document Narratives Only Change Title Numbers Only Add New Document Change Items Only Delete Document s Program Narratives Cut Document Budget Activity Narratives Find Find Next Change Status The following shows each button on the BBS Narratives Budget Document Outline along with a short description of its functionality Exit Exits the user from the BBS Narratives Budget Document Outline screen Print Documents Allows the user to print documents from the BBS Narratives Budget Document Outline screen Edit Document Allows the user to edit a template or document in the Budget Document Outline Expand All Allows the user to fully expand the branch they currently have highlighted Add Document All
19. documents ADA compliant 1 Open your MS Excel workbook containing the chart s to be included in the MS Word document Select the tab containing the chart to be copied Click once on the chart to select it Right click on the chart and select Copy from the dropdown menu Open MS Word document chart is to be copied into 2012 13 Budget Information System Clerical Instructions 30 Placing and Sizing graphs in MS Word 8 11 12 13 14 Move the cursor to the point of insertion On the Home Ribbon click on the dropdown arrow under the Paste icon Select Paste Special from the dropdown pane Select Microsoft Excel Chart Object from the As window Select OK to insert chart Paste Special In the MS Word document place cursor within the Ge chart click the right mouse button Picture Windows Metafle Pra Enhanced Metafile Select Format Object from the drop down menu Picture GIF Picture PNG Picture JPEG Click on the Size tab and change width to 4 5 oT a inches then click on the OK button Placing your cursor within the chart click the right mouse button Select Format Object from the drop down menu Click on the Layout tab and select the Advance button on the lower right Select the Text Wrapping tab Then select the Top and Bottom wrapping option then click on the OK button To align two or more charts vertically or horizont
20. esource person in your agency Editing a Chart or Graph within a Budget Narrative To edit the data associated with the chart or graph right click on the chart graph An Excel worksheet opens The user can add rows or columns or delete them from the data view Additionally the actual data can be edited by clicking into a cell field deleting the old data and typing in the new data When the user is finished editing the data associated with the chart or graph close the Excel worksheet and your chart graph will automatically be updated Note For more detailed instructions please refer to page 26 2010 11 Biennial Budget Graphic Instructions regarding editing charts and graphs 2012 13 Budget Information System Clerical Instructions 19 Deleting Restoring an Item in the Budget Document Outline To delete a document s highlight the item or branch you wish to delete or press the CTRL key and click separately on each item to be deleted If the documents to be deleted appear in succession click on the first document then press the SHIFT key then click on the last document Once all items to be deleted have been selected click on the Delete button from the button bar at the top of the screen or right click on the highlighted item s and select the Delete option If the Deleted option from the filter list at the bottom of the screen is checked the item will remain in the Outline but will appear with a red X next to it indica
21. eted item only if that item is a complete sentence Phrases are usually punctuated with commas clauses are punctuated with semicolons In a series of three or more words or phrases within a sentence where the last item is preceded by and it is now standard to put a comma before the and This may be the exact opposite of what you learned in school This The colors of our flag are red white and blue Not this The colors of our flag are red white and blue And not this The two largest cities in Minnesota are Minneapolis and St Paul Capitalize governor when the word is used by itself only in reference to Governor Pawlenty Do not capitalize it when referring to the office or position in general Do not capitalize commissioner assistant commissioner deputy commissioner etc unless used with a proper noun name Do not capitalize personnel classification titles John Doe is our executive budget officer Do not capitalize state when referring to or used with Minnesota unless governed by another rule of capitalization Thus state of Minnesota not State of Minnesota Do not capitalize city unless governed by another rule of capitalization or unless it is part of a municipality s name city of St Paul not City of St Paul But New York City Capitalize only the full name of a governmental body Do not capitalize the categorical name when it stands alone
22. he expression Dollars in Thousands note that Thousands is capitalized Express fiscal years in 4 digits Note that FY no longer has periods Fiscal years should be underlined beginning with the E and ending with the 4 digit of the fiscal years Again do not use the bottom cell line for this feature For the number cells do not use RIGHT justification You may use either left or full justification Set each number cell in columns with a decimal tab This will assure that whole numbers will line up in the columns This Not this This Not this 123 4 123 4 123 123 1 234 1 234 123 123 Use the comma separator for thousands This 1 234 not this 1234 Express negative numbers with parentheses not the minus sign This 123 not this 123 When a column consists of dollar amounts only use the dollar sign by the first entry of the column and by the total entry Do not put a before every entry See Style Guide p 37 2012 13 Budget Information System Clerical Instructions 34 12 If more than one table appears on a page line up the tables one under the other even though paragraphs of text may appear between them The line up point should be the last column of each table This Not this Nor this 13 Express sol
23. her EIERE get int E A Ea A e i 24 N mbersin Leben See Ee 25 Instructions on Modifying Agency Profiles Program and Budget Activity Narratives 26 2012 13 Budget Graphic Instructions ccccesseeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeneeeneeseeeeeees 27 Creating Graphs utilizing standard BIS Microsoft Excel Templates sssseeeeeeee 27 Copying MS Excel Graphs into MS Word 2000 or MS Word 2003 Document 29 Copying MS Excel Graphs into MS Word 2007 2010 Document 30 Guidelines for Creating Tables in the Budget Narrative Pages ccccsssssssseeeeeeeeeeeees 33 Creating Tables utilizing standard BIS Tables Templates 0000000nnnnnnnnennneeneeenenene nnen 33 Style 110 EE 36 Format ege ergeet 36 General Grammar Usage Guidelines scccscdiisssetcete Sees ae dedi tedinacans teeta donee Mpanaaebieed 36 Punctuation Capitalization EE 37 PCLONY MS ADD ICVIATIONS 1456 ccce a cae ie ele case ieee eae ee ened ache Me eae eae eS 38 NUMBers TEE EE 38 MW ADIES GRADS E E 39 Instructions for Submitting 2012 13 Budget Narratives Overview Budget narratives will be developed outside of the Biennial Budget System BBS for the 2012 13 biennial budget as Word documents Agencies should work offline in these updated Word templates to develop their budget narratives and submit them according to the timelines found below Please consult your Executive Budget Officer EBO if you need assistance espec
24. ially with the changes to these templates see later in this document for details of these changes Budget narrative templates Available at http Awww mmb state mn us govobudget bud instructions are updated budget narrative templates in Word format While the templates have been modified slightly you will find that much of the information contained in the budget narratives for your agency for the 2010 2011 can be cut and pasted into these new templates An overview of the changes to the templates is found later in this document If your agency does not have the budget narrative documents in a Word format from the 2010 2011 biennial budget please contact Mary Crosson at mary crosson state mn us for a copy Timeline for submission of budget narratives Agencies must finalize their budget narratives and submit them as Word documents via e mail to budget docs state mn us no later than Monday August 30 2010 However agencies are encouraged submit narratives earlier if possible Review of budget narratives and import into BBS Once the narratives are received your EBO will begin the process of reviewing and approving the documents Final approved narratives will be imported into BBS centrally by Minnesota Management amp Budget and posted to the web in September Please review your materials carefully as future edits will be largely limited to post forecast updates in early December A note to managers supervisors lead operators Please be s
25. ighlight the document by clicking on it once Click on the print button from the button bar at the top of the screen or right click on the item in the tree and select Print All Pages The Biennial Budget System will then display a window indicating that the print request is being processed Print Request Window EN Print Request 1 docs Report 8959 0 secs User should wait for the request to be processed Once complete the document report will be displayed using Microsoft Internet Explorer and Adobe Acrobat The document report can now be printed by clicking on the printer icon from the Adobe Acrobat window button bar Printing Multiple Documents Reports at a Time To print multiple documents reports at a time highlight the branch for which you wish to print the documents reports from or press the CTRL key and click on each document report to be printed separately If the documents to be printed appear in succession click on the first document then press the SHIFT key then click on the last document Once all documents reports have been selected click on the print button from the button bar at the top of the screen or right click on one of the selected items in the tree and select Print All Pages The Biennial Budget System will then display a window indicating that the print request is being processed 2012 13 Budget Information System Clerical Instructions 15 User should wait for the request to be processed O
26. ilter Description Default Display No Data Narrative documents for which no data has been Displayed Entered entered Narrative is not complete In Process Narrative documents for which preliminary data has Displayed been entered Narrative is not complete Completed Narrative which has been indicated as completed by the Displayed agency 2012 13 Budget Information System Clerical Instructions 13 Deleted Narrative or Report that has been deleted from the final Not Displayed printed budget document outline Narratives Any Microsoft Word document that appears in the Displayed Budget Document Outline Reports Any fiscal report which appears and can be run from the Displayed Budget Document Outline Expanding Collapsing the Document Outline To expand a specific branch those items with a plus sign next to them on the Budget Document Outline one level at a time simply click on the plus sign To expand all the way to the bottom of a specific branch highlight the branch and press the Expand All button on the button bar at the top of the screen To collapse a branch one level at a time start at the bottom of the branch you wish to collapse and work your way up repeatedly clicking on the minus sign until you reach the desired level To collapse all the way to the top of a specific branch click on the minus sign for the branch at the level to which you wish to collapse up to Resizing the Viewable Window When expa
27. itary zeroes with hyphen zero hyphen This 0 not this 0 Do not leave a cell blank that otherwise might have a number in it Supply zeroes instead see line above 2012 13 Budget Information System Clerical Instructions 35 Style Guide Format The biennial budget narrative pages use one type of bullets Budget Bullet 1 This is an example of the Budget Bullet 1 style It should be used for all bulleted lists in the budget narratives The bullet size should be the same as the font size being used Do not use underlining in the narratives Use italics or bold to emphasize words and phrases e When numbering a vertical list use a period with a number 1 2 3 e When numbering within a sentence structure use the right parenthesis with a number 1 2 3 etc General Grammar Usage Guidelines e In a series of bulleted or numbered items follow the rules of parallel construction that is use a series of words OR phrases OR clauses OR sentences but do not mix these constructions Use parallel similar parts of speech along with the same voice and tense of verbs in your constructions This Here is a list of suggestions to help you protect yourself e Think through how you usually react to crisis situations e Talk to others about ways to handle confrontations e Always evaluate your resources and options Not this Here is a list of suggestions to help you protect yourself e Think through how you usuall
28. ive 2012 13 Budget Information System Clerical Instructions 10 Budget Activity Level Change Items narrative Governor s Recommendations report Appendix Types of Documents Each item in the BBS Narratives Budget Document Outline has an icon associated with it indicating what the item is Below is a listing of each icon symbol and its meaning within the Budget Document Outline Collapsed Branch This symbol indicates that the Branch item has other Leafs underneath it Clicking on the plus sign will display these Leaf items Expanded Branch This symbol indicates that the Branch item has been expanded at least one level down Clicking on the minus sign will fully collapse this item hiding all its Leaf items Microsoft Word Document This symbol indicates that the item is a Microsoft Word document which can be created edited from the Budget Document Outline Budget Book Fiscal Page Report This symbol indicates that the item is a Budget Book Fiscal Page Report These are the same reports that can be printed from the Reports Menu under Budget Book Reports from the Biennial Budget System x Deleted Item This symbol indicates that an item has been deleted from the Budget Document Outline Deleted items can still be displayed in the Budget Document Outline however these items will not be included as part of the final printed document Completed Item This symbol in
29. may not be a good idea to conduct your search higher than a specific agency level as it make take a while for the search to complete Click on the Search button from the button bar at the top of the screen A Find dialog box appears to which the user should enter the search string to look for This search engine is case sensitive so the search string should be entered exactly as it would appear within the Budget Document Outline Once the search string has been entered click on the Find button Click on the Cancel button to cancel the search 2012 13 Budget Information System Clerical Instructions 16 Find Dialog Box Enter the item you are searching for exactly as it would appear in the tree structure This search function is case sensitive COMMUNITY SERVICES The search will locate and highlight the item being searched for if it exists within the search area If the search string does not exist a dialog box appears indicating so To find the next occurrence of the same search string within the same search range click on the Find Next button from the button bar at the top of the screen or right click on select Find Next The user can continue this until the last occurrence of the search string When no more occurrences of the search string exists a dialog box will appear indicating so Search Returned No Data Dialog Box At any time a search can be conducted in a different location and for a new search string using
30. ment Fi 2 Select BIS Graphic from the menu bar 3 From the dropdown menu select the appropriate graphic you want to create Column Chart Pie Chart Bar Chart Stacked Column Chart Single Line Chart Multi Line Chart 2290p to access a MS Excel window On the worksheet tab at the bottom of the screen locate the Sheet 1 worksheet this contains the source data for the chart Replace existing information with your data If additional lines are needed highlight the last row by clicking on the row number on the far left of the row press the right mouse button and select insert row IMPORTANT NOTE Figures must be entered in ascending order largest to smallest in order to keep pie slices in the correct color sequence Because all documents are reproduced in black amp white DO NOT CHANGE THE COLOR SEQUENCE OF PIE SLICES OR BARS COLUMNS 5 Next select the chart tab that corresponds with the data tab View the chart to assure the data has been included in the chart 6 To make changes to the title a Click on the title an outline box will appear b The cursor should change to an l Beam Single click and highlight the text to be changed 2012 13 Budget Information System Clerical Instructions 27 c Type the correct text over the highlighted text d Do not change the text font style color size or other attributes of the text e Click outside of the title box to accept changes
31. n making your pdf documents ADA compliant 2012 13 Budget Information System Clerical Instructions 28 Copying MS Excel Graphs into MS Word 2000 or MS Word 2003 Document NOTE Although the menus look a little different the procedures for using MS Word 2000 or MS Word 2003 are identical We recommend you practice these procedures before working on actual BIS documents ADA Compliance Requirements Federal ADA Standards require that all documents posted online must be accessible to all readers Documents must be readable by pdf readers designed for accessibility However such pdf readers unable to read graphs charts and other graphics unless graphics are accompanied by data tables or alt text which can be input into the background data of a word document and read by a pdf reader If you have graphics you are interested in using please contact Roxanne LaPlante 651 201 8080 roxanne laplante state mn us or Ed Johnson 651 201 8081 edward johnson state mn us at MMB for assistance in making your pdf documents ADA compliant 1 Open your MS Excel workbook containing the chart s to be included in the MS Word document 2 Select the tab containing the chart to be copied Click once on the chart yl s sss to select it SE Eie Edit A Ek k D 3 Click the copy icon on the toolbar P 4 Open MS Word document chart is to be copied into 5 Move the cursor to the point of insertion click Edit f
32. nce complete the documents reports will be displayed using Microsoft Internet Explorer and Adobe Acrobat The documents reports can now be printed by clicking on the printer icon from the Adobe Acrobat window button bar Printing Multiple Documents Reports by Type To print multiple documents by type at a time highlight the branch for which you wish to print the documents reports from or press the CTRL key and click on each document report to be printed separately If the documents to be printed appear in succession click on the first document then press the SHIFT key then click on the last document Once all documents reports have been selected Right click one of the selected items in the tree and select Print Then from the print sub menu select the type of document you wish to print The Biennial Budget System will then display a window indicating that the print request is being processed User should wait for the request to be processed Once complete the documents reports will be displayed using Microsoft Internet Explorer and Adobe Acrobat The documents reports can now be printed by clicking on the printer icon from the Adobe Acrobat window button bar Searching for Documents To search for an item within the Budget Document Outline highlight the item or branch from which you wish to begin the search Warning The Search function will fully expand any branch at or under the top search level as indicated by the user It
33. nch or to another parent branch For example a budget activity fiscal page may not be moved up to the agency level or a program summary may not be moved from one program to another Click on the Cut button from the button bar at the top of the screen or right click and select the Cut option from the list The item highlighted will disappear from the screen Click on the location to which you wish to move the item The Paste button will become enabled The item will be added after the selected item Click on the Paste button to move the item to its new location Note The selected item will not be permanently moved until it has been pasted to the new location Even if the item is Cut from its old location no change will take place until the item has been pasted to its new location For example a user cuts an item then closes the BBS Narrative Budget Document Outline screen Upon re entering the screen the user will notice that the item is back in it s original location Changing Status of Documents The status of both narratives and budget fiscal reports may be altered however three basic scenarios exist where a user may want to change the status of an item in the Budget Document Outline Mark a BBS Narrative MS Word document as Completed Restore a BBS Narrative MS Word document to In Process status after it had been marked as Completed Restore a BBS Narrative MS Word document or Budget Fiscal report after
34. nd organizing their budget document more effortless and less arduous a task than as in past Features of the BBS Narrative Budget Document Outline include A graphical hierarchical budget structure from which to view add or delete narrative documents or fiscal page reports or alter the order in which they will appear in the final budget document Automatic creation of a base budget structure fiscal pages and narrative within BBS given the budget structure PROG BACT Change Items etc which exists in the system Automatic creation of blank MS Word narrative templates based on the agency budget structure Ability to create or edit narratives directly from within the system via Microsoft Word Ability to run a fiscal page report from the Budget Document Outline 2012 13 Budget Information System Clerical Instructions 9 Ability to add additional documents using Microsoft Word to the hierarchical tree structure for displaying spreadsheets graphics or other non narrative data Ability to view the status of a selected agency narrative Ability for agencies to sign off on a narrative indicating that it is complete Ability to produce the final detailed budget document by volume Getting Started in the Budget Document Outline From the main menu of the Budget Information Systems double click on the BBS Narrative Bdgt Doc Outline option or click on it once and press Enter The BBS Narrative Budget Document Ou
35. nding the Budget Document Outline it may be desirable to enlarge the size of the viewable area of the screen enabling you to view more information at a time To resize the viewable window to allow for a larger viewing area move your cursor to the outer edge right or bottom or bottom right corner of the viewable portion of the Budget Document Outline screen until a double ended arrow appears When the double ended arrow appears click the left mouse button and proceed dragging the mouse to the right or bottom to enlarge the viewable area Printing Documents The BBS Narratives Budget Document Outline allows the printing of both the Budget Narratives and the Budget Fiscal Pages Budget Book Reports Additionally users may print one document at a time or many at one time The following print options are available right click only to users to print a selected group of documents All Pages Reports Only All Fiscal Page Budget Book Reports Narratives Only All MS Word Documents Program Summaries Only Budget Activity Summaries Only Change Items Only 2012 13 Budget Information System Clerical Instructions 14 Budget Document Outline Print Options Right Click only AI Pages Add New Document Narratives Only Delete Document s Numbers Only Undo Cut Change Items Only Paste Document Program Narratives Find Budget Activity Narratives Printing a Specific Document Report To print one document report at a time h
36. nge your password ch Select Utilities from the menu bar N Select Password command A Password Maintenance dialog appears Gei Type in your old password or present password in the text entry box field Old Password Hit the Tab key Type in your new password in the text entry box field New Password and Tab to next box ae Re type the new password in the text entry box field Retype New Password Click on OK button Your new password is in effect Log on to BIS The icon shown below should be present on your PC If it is not ask your Technical Support Person to install it Once installed the icon should be double clicked to start up the Budget Information System You may find that the icon is not on your desk top but it is available under 2012 13 Budget Information System Clerical Instructions 7 the start menu Go to start gt Programs gt Budget Information Systems and select Budget Information Systems A login dialog box appears to verify user s access 1 Type in your user ID into the Username field 2 Tab to the Password field and type in your password The first time a user accesses BBS user ID and password will be the same You will be prompted to change your password after a message screen is read and the OK button is Username fiswiot clicked Password jw o Database E 3 The Database field should be left blank which will access the production database Click on the Connect button
37. nneapolis 48 Fee 100 No of Clients 3 000 Duluth 103 Renewal 8 Cost per Hour 10 50 Winona 103 Corporation 25 Cases per Year 375 255 2012 13 Budget Information System Clerical Instructions 39
38. on or purpose Budget Trends This section takes the place of the Budget section from the previous biennium Budget Trends will include a bar graph detailing the agency s funding levels from FY 2002 03 through FY 2010 11 Program Activity Budget Activity Template Changes The Key Goals and Measures sections from the previous biennium which were separated in the last biennial budget document have been combined into one section Agencies are instructed to include at least one measure that contain historical information showing performance trends over the past five years or as far back as possible Small Agency Profile Template Changes The Small Agency Profile has been changed to incorporate the changes described above in the Agency Profile and Program Activity Budget Activity Activity templates Audience and Orientation As you will recall these materials are intended to provide an objective factual presentation of your agency s mission goals and activities They are not intended to justify budget requests or decisions The audience includes legislators legislative staff state agencies and the public at large In order to maximize the useful life of the materials through multiple budget publications agencies should use round numbers and avoid specific references to data such as dollar amounts FTEs or to specific personnel in your agency 2012 13 Budget Information System Clerical Instructions 3 Instructions for Completing the
39. or press Enter on your keyboard The BIS Main Menu will appear BIS Main Menu This window contains a list of options in the RS GALES Budget Information System Some options will ae be EE on CR BIS Main Menu user s access and or security User double clicks on the desired option Biennial Budget System SS Choose the Biennial Budget System to enter SC GE Se this module double click or highlight this e option and press Enter Security Maintenance Menu Report Sub System Menu ees 2012 13 Budget Information System Clerical Instructions 8 i CD Budget Information Systems Menu Pie Xx Biennial Budget System Window This window contains Biennial Budget Biennial Budget System System modules User access security determines which options are visible to each Progam Maintenance 2 user User accesses each module l by OrganizationMaintenance double clicking on the name of the desired Appr 7Allotment Maintenance mode B85 Nanative Bdgt Doc Ouline Budgeting at APPR Level BdgtDec Trckng Chngltm Enty CrgltemBaseMaint Nondedicated Revenue Budgeting Bargain Unit Adjust by Agency Employse Roster Maintenance Departmental Eamings Prof amp TechContract BBS NARRATIVES BUDGET DOCUMENT OUTLINE Highlights The BBS Narrative Budget Document Outline functionality in the Biennial Budget System provides users many features that make the job of creating agency narratives a
40. ows the user to add a new document to the Budget Document Outline Delete Item Allows the user to delete a narrative document or fiscal report form the Budget Document Outline screen 2012 13 Budget Information System Clerical Instructions 12 Cut Item Allows the user to cut a narrative document or fiscal report from the Budget Document Outline screen Undo Allows the user to undo a cut narrative document or fiscal report from the Budget Document Outline screen Paste Item Paste a cut item to a new location within the Budget Document Outline Complete Allows the user to indicate that a BBS narrative document is complete Find Allows the user to find a certain item text string in the structure of the Budget Document Outline tree Find Next Allows the user to find a certain item text string in the structure of the Budget Document Outline tree Filtering the Budget Document Outline View When viewing information on the BBS Narratives Budget Document Outline users can choose what information they would like to see By default all documents except those that have been deleted will be viewed The user can filter or alter the view by clicking on any of the check boxes at the bottom of the screen When a check box is checked the corresponding information will display or disappear M NoDataEntered M In Process Completed IT Deleted V Narratives MV Reports Budget Document Outline Filters F
41. ren Families amp Learning in 1998 i L Display axis label Line points Whenever possible alternate point as shown i v color from line color example shows gray points VE EE op black line Also use different points for multiple in Thousands in Millions in i 1 I lines diamonds circles squares triangles etc If additional lines are used alternate point colors Thousands etc Black Gray White w black borders History data should be limited to 10 years worth of data 2012 13 Budget Information System Clerical Instructions showing background lines They tend to fade during copying 32 Guidelines for Creating Tables in the Budget Narrative Pages These instructions are for use with MS Word versions 2000 2003 or earlier See page 29 for instructions using MS Word 2007 2010 Creating Tables utilizing standard BIS Tables Templates 1 Open the appropriate narrative document 2 Select BIS Table from the menu bar 3 On the Add BBS Table box select the appropriate size table and starting year you want to create a Number of Years chose from 3 to 6 years b Starting Year 1997 through 2002 c Include Decimals Check box to include or exclude one decimal place For demonstration purposes a 3 year table with decimals starting year 2002 will be illustrated 4 AMS Word table will appear Enter the appropriate data into each cell U
42. rom the menu 23 o select Paste Special from the dropdown menu 6 On the Past Special window select the Paste radio button 7 Select Microsoft Excel Chart Object from the As window 8 Select OK to insert chart Placing and Sizing graphs in MS Word Paste Special 1 Inthe MS Word document place cursor within the chart click the right mouse button f Microsoft Excel Chart Object 2 Select Format Object from the drop down menu VC Paste yz E itmap Picture Enhanced Metafile 3 Click on the Size tab and change width to 4 5 inches then click on the OK button 4 Placing your cursor within the chart click the right mouse button 5 Select Format Object from the drop down menu 6 Click on the Layout tab and select the Advance button on the lower right 7 Select the Text Wrapping tab Then select the Top and Bottom wrapping option then click on the OK button 2012 13 Budget Information System Clerical Instructions 29 To align two or more charts vertically or horizontally Single click on the first chart Place your cursor on the second chart press the shift key and single click on the chart you will see outline boxes around both charts repeat for each additional chart to be aligned On the Draw tool bar select the Draw dropdown menu Select Align or Distribute from the menu then select the appropriate alignment tool For
43. ropriate radio button If the user is adding a document to a Branch item the dialog box will allow the user to add the new document as either a Sibling same level or as a Child below the item When adding a new document to a Leaf item the user may only add the new document as a Sibling same level To add the new document click on the OK button at the bottom of the Add New Document dialog box or click on Cancel to cancel the add function Changing the Title of an Added Other Document To change the title of an Other document which has been added highlight the item in the Budget Document Outline Note Only the title for those documents which the user has added as an Other Document type may be changed Right click and select the Change Title option from the menu The Change Title dialog box will appear Type the new title in the field provided The new title should be no longer than fifty characters long Upper and or lower case can be used 2012 13 Budget Information System Clerical Instructions 21 Change Title Dialog Box CHANGE TITLE New Document Name Once the new title has been entered click on the OK button to change the name of the document Click on the Cancel button to cancel the function Moving a Document To move a document within the Budget Document Outline highlight the item to be moved Note Items may not be moved higher than their parent bra
44. se the following steps to add additional rows cay CHARTSBBS DOT Microsoft Word a Place cursor in last cell of the last row of the table b Select Table from the menu bar c On the Dropdown menu select Insert d Select Rows Below to insert a new row e Repeat as necessary NOTE Rows can also be added by placing cursor in last cell of last row press the End key then pressing the Tab key to insert new row 2012 13 Budget Information System Clerical Instructions 33 Please do not use TABS to create number columns Use the following table as a guide Dollars in Thousands FY 2000 FY 2001 FY 2002 FY 2003 Aaaaaa 234 123 4 42 345 0 Bbbbbbbb 234 123 4 234 0 Ccc 1 234 456 11 234 9 Ddddddddddd 1 234 456 23 999 234 9 Eeeee 1 11 000 432 1 234 1 Total 1 11 000 18 555 1 234 1 Please note 1 11 Use Arial 10 point the same font and point size as in the narratives Number columns should be equal width For financial tables all number columns should be blanketed by the statement Dollars in Thousands centered with an underline that spans from the first character in the first number column to the last character in the last number column In the above illustration the underline begins with the F in FY 2000 and ends with the 3 in FY 2003 Do not use the bottom cell line for this feature In t
45. st 2 In mailing addresses Minnesota Management amp Budget 400 Centennial Building 658 Cedar St Saint Paul MN 55155 Numbers Numerals Spell out numbers less than 10 use Arabic numerals for 10 or more At the beginning of a sentence spell out a number that would normally be written as a numeral unless the word combinations for large numbers are excessively long However it is better to rewrite a sentence to avoid beginning with a number For example 3 7 ten and Three years have passed since these funds were first appropriated Numbers within the text must not be split hyphenated at the end of lines Dates should be expressed numerically in narratives 8 15 00 2012 13 Budget Information System Clerical Instructions 38 e When expressed with numbers use the percent sign instead of the word percent Thus 75 not 75 percent denies ApS All tables in the budget narratives should be created with the TABLE feature in Microsoft Word not with TABS See Guidelines for Creating Tables in the Budget Narrative Pages p 31 e When a column consists of dollar amounts only use the dollar sign in front of the first entry of the column and in front of the total entry If the total is not expressed use the dollar sign in front of the first entry only If the column is a mixture of dollars and other numbers use the dollar sign before each dollar amount Costs Mi
46. st cases should not be modified by the user Page size orientation and margin settings Page headers and footers Font Size and style Titles H Agency Program Budget Activity and Change Item names Page numbers Standard graphics format and styles When viewing an agency s budget structure from the Budget Document Outline you may notice that some narrative documents have a date and time appended to their title as in the example below This indicates the last date and time the document was edited A narrative document without the date and time appended to its title indicates that the document contains only a blank template HN BBS Narratives Budget Document Outline To edit a BBS Narrative highlight the appropriate MS Word document item in the Budget Document Outline timinal Justice fe Bill Summary Index Jun 15TH 12 28 pm Click on the Edit Document button from the button bar at the top of the screen Bill Summary gencies AUTOMOBILE THEFT PREY BOARD or right click and select Edit Document from the menu Microsoft Word will open and the appropriate document will appear ready for editing All the functionality generally available in MS Word outside the Biennial Budget System is available to users when working on narratives within the system 2012 13 Budget Information System Clerical Instructions LIENT SECURITY BOARD ONTINUING LEGAL EDUC BD ORRECTIONS DEPT SS Agency Contents Page Jun 08TH
47. thesis Use the comma separator in thousands 12 345 1 234 567 Saves Because your budget pages are being typed online you no longer need to name your documents with special filename codes and type them at the end of your documents You no longer need to type in the date and time of creation revision you need not supply your initials 2012 13 Budget Information System Clerical Instructions 25 Instructions on Modifying Agency Profiles Program and Budget Activity Narratives The following is a list of styles and parameters used for agency background narrative material Please adhere to the styles used Programmed to update automatically DO NOT MODIFY Narain 0 5 margins top and bottom 0 75 margins left and right DO NOT aoe MODIFY Paragraph Header 12 point Ariel bold justified Budget Heading style Office of Higher Education Agency Profileng 3 mg At a Glance Budget Heading Minnesota Siate Grant Program 7 7 TTT Minnesota 529 College Savings Plan Need based grantfor students e 60 000 accountholdersq e Serves 80 000 students annually4 e 600 million in assets as of May 20109 sa 124 million in 2010 20119 e Xxx accountbeneficiaries received matching grantf sx Higher than projected enrollment caused higher V than expected demand in 2009 20109 Private Institutions Regulation Budget Bullet 1 d e More than 456 nstitutions licensed or red Student Loan Program
48. ting that the item has been deleted If the Deleted option is unchecked the item will disappear from the screen To undelete or Restore a deleted item highlight the item s and right click on them choose the Change Status option and then choose Restore Adding a New Document To add a document to the Budget Document Outline highlight the item or branch above which you wish to add an item Click on the Add Document button from the button bar at the top of the screen or right click and select the Add New Document option The Add New Document dialog box will appear Add New Document Dialog Box EN Add New Document EN Select the Type of Document to be added Add ze Sibling Child Make sure that your cursor is located in the white field in the center of the box Select the type of document to be added By default an Other Document type will be added To select from a list of valid document types either double click on the field or click on the List button at the bottom of the box 2012 13 Budget Information System Clerical Instructions 20 Document Types Dialog Box Document Types EN Blank Page Grants Detail GANT Legislative Report LEGA Other Document OTHR Cancel Select from the list of valid document types and click on the OK button at the bottom of the Document Types dialog box Indicate whether to add the new document as a Sibling or as a Child by clicking on the app
49. tline screen will open The structure of this screen is such that it is modeled in a hierarchical format The first level only will be visible upon entry of the screen This level displays BBS Documents Departmental Earnings To view the BBS Document Budget structure click on the plus sign to the left of the title This will expand the budget document tree displaying all budget books for which the user has access BBS Narratives Budget Document Outline Screen The following is an example of the default budget structure for each agency as defined within the Budget Document Outline Each item represents a page or pages within the agencies budget presentation Pages are shown in the order they CO BBS Narratives Budget Document Outline appear in the final budget document Not all SE pages are necessarily used by all agencies conomic Development ducation Agency Name nvironment amp Natural Resources Agency Contents Page narrative ealth and Human Services f igher Education AENG Prone narrativa GE Legislation H Agency Level Fiscal Page report Program Summary Narrative narrative Transportation Program Fiscal Page report Departmental Earnings Budget in Brief report Program Activity Narrative zim narrative M NoDataEntered V In Process Activity Fiscal Page report V Completed Deleted m Agency Level Change Items Iv Narratives M Reports narrative Program Level Change Items narrat
50. trOg EE 201 8038 Bryan OAM cok enaa e eara e a EE 201 8031 K rstin Larsona EE 201 8045 Mary RODISOM s erosia deck a E duet deck E See E Dee Ce 201 8022 Health Human Services Transportation and Criminal Justice Abigail Read Ee 201 8025 Keith ROGUE EE EE 201 8034 EMM let 201 8029 ad la ENEE 201 8033 aleet Re 201 8036 2012 13 Budget Information System Clerical Instructions 2 The Budget Narrative Pages Working with the Documents Off Line Overview of Changes to the Narrative Templates This year there are changes in the narrative templates and instructional materials found within the templates to better articulate the impact of programs and activities as well as provide consistent information across agencies Each of these changes is described in more detail in the sections of these instructions noted Agency Profile Template Changes At a Glance Box The At a Glance box includes instructions to present the information in this area following the agency s budget structure Please be sure to reflect in the box any changes to the budget structure see section IV of these instructions Pie Charts The addition of pie charts depicting the agency s expenditures by fund and by program will allow the audience to obtain a snapshot of where expenditures occur Strategies The Core Functions section from the last biennium has been replaced with a Strategies section intended to describe what the agency does to accomplish its missi
51. ure that everyone in your agency who will be typing your budget documents has a copy of these instructions and applies for user authorization A list of Minnesota Management amp Budget contacts is on the following page 2012 13 Budget Information System Clerical Instructions 1 Technical Assistance Contacts Budget Assistance Mary Crosson 651 201 8042 Tara Barenok 651 201 8037 BIS Assistance Mn ASSIST Help Line 651 201 8100 Note If other callers are being assisted Option 6 when you call the Help Line voice mail may be activated If you reach voice mail please leave your name phone number include area code type of problem and your agency s name Help Line personnel will contact you as soon as possible MMB Administrative Services Roxanne LaPlante 651 201 8080 Note If you need assistance with Edward Johnson 651 201 8081 functions in Microsoft Word please consult a user s manual or resource person in your agency Our staff is not intended for Microsoft Word instruction Team Leads and Executive Budget Officers For help on data sources for graphs E 12 Education State Government Britta Ratan Dire Clore Ree eebe Eege ee 201 8028 Katharine Barond ausinittsyectetsiie a a tite of tse a ae octet ates elie fh a eee 201 8026 Kristy SWANSON s iievtcte nie e ete Dee ee 201 8082 Environment Economic Development Higher Ed amp Taxes Mike Roelofs Director arrine See eege REES AE dee 201 8023 Ryan Baum
52. y react to crisis situations e By talking to others about ways to handle confrontations e Your resources and options should be evaluated References in the narratives to fiscal years should be expressed in the following manner Single fiscal years FY 2000 FY 2001 Multiple fiscal years FY 2000 01 FY 2000 05 Please note We no longer use periods in the abbreviation for fiscal year Remember the proper abbreviation for fiscal year is FY without periods e Express specific statutes as M S 123 45 Do not type out Minnesota Statutes 123 45 However Minnesota statutes should be spelled out if no specific statute number is provided e Do not use the ampersand amp for and 2012 13 Budget Information System Clerical Instructions 36 Punctuation Capitalization Punctuate the introductory expression to a bulleted list with a colon only if the introductory statement is a complete sentence otherwise use no punctuation A period after the final item in the series usually concludes the complete grammatical construction Thus do not use a colon after a verb or preposition In the preceding General Grammar Usage Guidelines example a colon could be used after yourself Not any of these You can help protect yourself by Suggestions to help you protect yourself are To help protect yourself Capitalize the first word of a bulleted item only if that item is a complete sentence Use periods after a bull
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