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Agency User`s Guide Amended FY 2014 and FY 2015

1. This shows the list of all descriptors that have been entered by the agency standard and agencywide 1 A 3 Creating a Change Entr A Click the Change Selection Shield Page 7 of 37 BudgetT ool Ver 5 0 0 1 J Budget Tool k OPBPROD Log Out Page 8 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 B Change Selection Screen a Select the Budget Year from the drop down box b Select the appropriate Stage and Agency from the drop down box Click Include attached agencies checkbox if you would like to include attached agencies in the program list c Click Show Programs d The program list populates d Double click the Program or highlight the Program and click the d 1 Program Sub Program Change View button to view the various entries within their individual categories Funds Object Class and Counts Or highlight the Program and click the d 2 Program Sub Program Change Entry button at the bottom of the page to open the change entry Summary Screen fj Change Selection Budget Year Budget Year AFY 2014 7 Stage Agency Request f Agency Agency Department of Banking and Finance 406 nclude attached agencies Code Name 0910500 Consumer Protection and Assistance 0910302 k Consumer Protection amp Assistance for Customers of Mortgage Licensees 0910301 Consumer Protection and Assista
2. 306 Real Estate Rentals 7 336 307 Telecommunications 2 887 312 Contractual Services 78 Total 218 206 D Counts 1 Position Count Position Count Motor Vechicle Count Preview gt State Funds Federal Funds Recovery Funds otherFunds PS 300 Common Obj Unique Obj Documents close Page 11 of 37 Page 12 of 37 b Ltt trl Justification None GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Change Entry Summary Add Screen i Change Entry Summary Add HAIK Department of Banking and Finance 406 Base FY13 AOB 5 31 2012 Policy Responsible and Efficient Government Program 0910400 Financial Institution Supervision Sub Program 0910401 Examination and Supervision of Depository Financial Institutions Rank 1 Budget Year Amended Fiscal Year 2014 Stage Agency Request Provide for safeand sound operation of Georgia state chartered financial institutions to protect the interests ofthe depositors creditors and shareholders of those institutions Counties Descriptor Short Description Change Class CountyName Change Type Statewide Various T Appling County Atkinson County m Description Bacon County Descriptor ma i F Baker County E Baldwin County Add New Descriptor w Banks County Measures Detail Comments ShortDescriptio
3. GOVERNORS OFFICE OF PLANNING AND BUDGET BUDGET I OOL USER MANUAL Section II A Agency User s Guide Amended FY 2014 and FY 2015 270 Washington Street SW 8 Floor Atlanta Georgia 30334 404 656 3820 www opb georgia gov Page 1 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Preface The purpose of the BudgetTool User Manual is to provide detailed instructions for using the BudgetTool application All agencies will use BudgetTool to submit their Amended FY 2014 and FY 2015 budget requests to the Governor s Office of Planning and Budget OPB The manual is divided into sections Section I Getting Started This section contains general orientation and instructions on Technical Requirements Application Setup Access Navigation Overview It is anticipated that Section will be read first as these instructions are not repeated in the following sections and apply to all users of the application Section II A Agency User s Guide This section contains detailed instructions on the business processes and how to use the application to develop an agency s budget request submission by the agency and workflow through the Governor s Recommendation to the General Assembly Section II B OPB Budget Development Guide This section contains detailed instructions for the OPB Analysts to be used in developing the OPB Recommendation
4. Section III Performance Measures this section contains instructions for agencies to enter and update performance measures in BudgetTool These will appear in the Governor s Budget Report Section Il Agency User s Guide Purpose The purpose of this section of the BudgetTool User Manual is to provide instructions for the specific business processes for the current budget cycle as well as instructions of how to use BudgetTool to develop the Amended FY 2014 and FY 2015 agency budgets from Agency Request through the Governor s Recommendation to the General Assembly This part of the manual incorporates both business and technical instructions While it is anticipated that the application will not change dramatically from year to year only use those business instructions that apply to the budget year being worked on as the business processes more than likely will change from year to year ll A Agency Budget Request The Agency Request is prepared using the BudgetTool application Agencies will use descriptors to enter fund source and object class changes by program subprogram The AOB or an approved cutoff amendment is selected as the starting point for budget requests and changes are made using descriptors Any Statutory Fiscal Affairs or Executive Order amendment types in BudgetNet should be included in the cutoff amendment Data will be advanced from the FY 2014 cutoff amendment in summary except for the following record detail Federa
5. Adjustment change types in the Agency Request stage Note in the OPB recommendation stage and beyond there are additional columns for the Statewide Descriptors The Adjusted Total column is calculated as the Revised Base Budget plus or minus all of the Other Adjustments jj Program Sub Program Change View HAK Change Selection Department of Banking and Finance 406 Base FY13 AOB 5 31 2012 Policy Responsible and Efficient Government Program 0910300 Consumer Protection and Assistance Sub Program 0910301 Consumer Protection and Assistance for Financial Institution Cust Add New Change Entry Budget Year Amended Fiscal Year 2014 Stage Agency Request Get Existing Change Entry Program Sub Program Change Entry Description Base Revised Base Budget WorkLoad Adjustment Redistribution Other Adjustment Adjusted Total A Funds 1 State Funds i State General Funds 218 206 218 206 0 218 206 Sub Total 2 18 206 218 206 218 206 Total 218 206 218 206 218 206 B Object Class 1 Common Object Classes 300 Personal Services 199 296 199 296 199 296 301 Regular Operating Expenses 4891 4891 4 891 305 Computer Charges 3 718 3 718 3 718 306 Real Estate Rentals 7 336 7 336 7 336 307 Telecommunications 2 887 2 887 2 887 312 Contractual Services 78 78 78 218 206 218 206 218 Total 218 206 218 206 218 206 D Counts 1 Position Count Position Count 1 1
6. Measures 3 916 315 3 916 315 3 916 315 3 916 315 3 916 315 3 916 315 Livestock Poultry 941 688 941 688 941 688 941 688 941 688 941 688 Meat Inspection 4 350 825 4 350 825 4 350 825 4 350 825 4 350 825 4 350 825 Pesticides 1 095 858 1 095 858 1 095 858 1 095 858 1 095 858 1 095 858 Plant Industry Labs 2 223 669 2 223 669 2 223 669 2 223 669 2 223 669 2 223 669 Plant Protection 1 637 964 1 637 964 1 637 964 1 637 964 1 637 964 1 637 964 Poultry Graders 4 036 980 4 036 980 4 036 980 4 036 980 4 036 980 4 036 980 Structural Pest 1 201 299 1 201 299 1 201 299 1 201 299 1 201 299 1 201 299 Warehouse 244 328 244 328 244 328 244 328 244 328 244 328 Departmental 4 558 992 4 558 992 4 558 992 4 558 992 4 558 992 4 558 992 Marketing and Promotion Preview Program SubProgram Summary Department of Agriculture 402 C Successful Pre check a A dialog box will indicate a successful Pre Check b Click OK in the Pre Check dialog box c Items which could prevent a successful Pre Check will be highlighted in yellow Submit Unsubmit Validation Data Display Pre Check Budget Year AFY 2013 a F Summary Only Stage l Agency Request Agency Department of Audits and Accounts 404 Program Name Base Total Base Adj Revised Base Budget Adjusted Base Total Adjusted Total 3 Agency Request udit and Assurance Audits of Local 7 393 419 7 393 419 7 393 419 7 393 419
7. 2010l4gn 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Page 21 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 B Downloading Supporting Documents Page 22 of 37 a Highlight the document to be download to your computer b Click Download Selected Documents at the bottom of the Supporting Documents Screen a Supporting Documents Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year Amended Fiscal Year 2010 Stage Agency Request This program provides info svcs to assist the Dept and local governments in fulfilling the requirements of Coordinated Comp Planning according to the GA Planning 4ct of 1989 and the related Rules for Local Regional and Environmental pl Document Description M Y OPB Document Name a gt Po A2BAFY 2010on ooo 428 AFY 2010 Agn Req 0970700 0970702 File Name Browse Description Download Selected Document Upload to BudgetTool Remove c A dialog box will appear to confirm the download Click Yes to download the file S Supporting Documents Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Plannin
8. Branch agencies apply only to a specific list of programs in a specific list of agencies Failing to pass the pre check will display the following 1 1 The error will be written to the screen in a table with 4 columns the first showing the Program Sub Program the second the Type fund source count object class the third Name and the fourth the Amount 1 2 Will display the list of Fund Sources that do not net to zero for redistributions for the agency 1 3 If a Workload adjustment exists for an agency not specifically identified to have Workload then an agency level error message will display if a Workload adjustment exists for an agency authorized to have Workload but for a program Page 31 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 not on the specific list identified by OPB the program will be highlighted in the pre check window Level 2 AFY 2014 and FY 2015 Funding Levels This validation process verifies that for Executive Branch agencies the agency total State General Funds are equal to the level of funding appropriated in FY 2014 HB 106 less One Time Deletes This validation is on State General Funds only in total for the agency There can be redistributions on any fund source and object class but the validation only checks in total against State General Funds in the Revised Base Budget appropriated for FY 2014 HB 106 less One Time
9. TotalBase State FundsBase Federal Fi SequenceNbr 1 None any any any an any any a any any Agency 2 None StateCode 3 None gt 19 19 Depar 428 Administration Administrati Age 5 571 760 2 233 357 Parent Program 4 None p ap Sub Program 5 None 19 19 Depar 428 Building Building Age Stage 6 None 19 19 Depar 428 Building Constructio Age 346 473 314 573 Total Base 7 None State Funds Base 8 None 19 19 Depar 428 Building Industralize Age 207 804 Federal Funds Base 3 None 19 19 Depar 428 Coordinated Coordinated Age Recovery Funds Base 10 None Other Funds Base 11 None 19 19 Depar 428 Coordinated Mapping Age 462 219 462 219 Common Objects Base 12 None Unique Objects Base 13 None 19 19 Depar 428 Coordinated Planning Age 3 438 946 3 388 028 State Funds Change 14 None 19 19 Depar 428 Environmental Enyironmen Age 4 444 925 1 058 445 Federal Funds Change 15 None Recovery Funds Change 16 None 19 19 Depar 428 Federal AmeriCorps Age 5 112 114 727 190 Other Funds Change 17 None Common Objects Change 18 None 19 19 Depar 428 Federal Appalachia Age 387 132 264 332 Unique Objects Change 13 None 19 19 Depar 428 Federal Community Age 41 962 6 1 075 402 4 Exemption 20 None _ GAIT 2010 21 None 19 19 Depar 428 Federal Federal Age Befered Par none 19 19 Depar 428 Homeownersh CHIP Lead Age 217 664 J educe
10. a list of documents that have been attached for this program GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 6 Editing Unique Objects a Click the amount space in the change column to edit the amount b Click the Unique Objects button Program Sub Program Change Entry Change Selection Department of Community Affairs 428 Advanced 9 9 2008 9 29 13 PM FYOS Amendment 1 8 15 2008 Submit 9 2 2008 5 00 53 PM Program 0971500 Rental Housing Programs Sub Program 0971501 GHFA Affordable Housing Budget Year Fiscal Year 2010 Stage Agency Request Policy Growing Georgia Rank 6 The program s purpose is to allocate federal and state housing credits on a competitive and non competitive basis and HOME funds on a competitive Get Existing Change Entry basis Funds Summary Object Class Summary Description Base Change Request Description Change State G State General Funds 3 287 829 751 588 2 536 241 300 Personal Services 3 118 159 3 118 159 Stub Trobe D287 028 ZBI SBR 2 596 241 301 Regular Operating id i en Federal Funds 1 895 182 1 895 182 305 Computer Charges 106 690 106 690 Federal Recovery Funds 306 Real Estate Rentals 150 766 150 766 Other Funds 3 067 096 3 067 096 307 Telecommunications 37 443 37 443 a 8 250 107 751 588 7 498 519 312 Contractual Services 1 031 050 1 031 050 Unique Class Objects 3 287 829 75
11. for AFY 2014 and FY 2015 budget requests One Time Deletes One Time Deletes are non recurring items of expenditure that are considered one time purchases in FY 2014 and are deleted from the base These will be provided by OPB and will reduce the budget request Revised Base Budget The Revised Base is the Base Budget less any One Time Deletes Workload Additional funds will be allowed only for growth workload and enrollment driven programs Budget requests requiring new state funding out of revenue growth include e Department of Behavioral Health e Department of Community Health e Department of Human Resources e Department of Education Page 3 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 e Board of Regents University System of Georgia e Technical College System of Georgia Funding to be included as Workload increases will be communicated to agencies by OPB prior to budget submission Redistribution To address additional expenditure needs agencies must identify resources from within the current budget and redistribute funds as necessary Provide a complete description for all budget redistributions and explain the impact on service delivery and performance of the program using the BudgetTool application Redistribution among object classes and among sub programs within a program should be requested as an amendment to the current budget
12. state Funds Summary Description Basel State G State General Funds 224 284 Other Funds 31 900 256 184 Description Position Count MY Count State Funds Federal Funds Recovery Funds Other Funds PS 300 Common Obj Unique Obj SW Calc Documents Change Request 10 000 234 284 31 900 Total a 10 000 266 1 4 Change 0 00 0 00 Object Class Summary Description 300 Personal Services 301 Regular Operating 306 Real Estate Rentals 307 T elecommunications 312 Contractual Services Total Other Details 222 057 16 396 12 532 2 679 2 520 256 184 Policy Best Managed State Change 10 000 10 000 Rank 12 Request 222 057 16 396 12 532 2 679 12 520 266 184 Close b Click the Get Existing Change Entry to view edit or delete the existing entries New change entries can also be added using this screen c The Change Entry List window opens Click the entry you would like to edit d Click Change or double click the entry in the list Change Entry List Department of Community Affairs 428 FY10 40B 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes Budget Year Amended Fiscal Year 2010 Stage gency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Policy Best Managed State Rank 12 Rares Class eae Ty
13. 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards For all new structures built in the state F Fund Name Base State Change FundCode 224 284 10 000 State G 224 284 i Preview vi c Clicking the Fund Name box expands all the detail lists at once d Click the blue triangle on the left of the line to get a more detailed view of an individual fund line for instance State General Funds Ha View State Funds Details Department of Community Affairs 428 FY10 40B 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Budget Year Amended Fiscal Year 2010 Stage Agency Request Rank 12 DCA s Construction Codes program establishes the minimum building construction standards For all new structures built in the state FundName Base State Change FundCode 224 284 10 000 State G Descriptor ChangeT ype Contract Adjustment Amount Other Adjustment 10 000 Changes Total 10 000 224 284 More detail views can also be seen by clicking on the other buttons at the bottom of the Agency Program Sub program Change Entry screen Federal Funds Recovery funds Other Funds PS 300 Common Object Class Unique Object Class In addition by clicking the Documents button you can see and access
14. 1 Motor Vechicle Count Preview State Funds Federal Funds Recovery Funds Other Funds J PS 300 Common Obj Unique Obj Documents close Page 10 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Changes are entered in BudgetTool very much like they were last year The screens have been somewhat modified and in some cases more data is requested 1 Adding a New Change Entry for the selected program a Click Add New Change Entry to create a new entry and enter amounts Program Sub Program Change View HARK Change Selection Department of Banking and Finance 406 Base FY13 AOB 5 31 2012 Policy Responsible and Efficient Government Program 0910300 Consumer Protection and Assistance Sub Program 0910301 Consumer Protection and Assistance for Financial Institution Cust Add New Change Entry Budget Year Amended Fiscal Year 2014 Stage Agency Request Get Existing Change Entry Program Sub Program Change Entry f P Base Adjustments Other Description Base Revised Base Budget WorkLoad Adjustment Redistribution Other Adjustment Adjusted Total A Funds 1 State Funds State General Funds 218 206 218 206 Total 218 206 218 206 B Object Class 1 Common Object Classes 300 Personal Services 199 296 301 Regular Operating Expenses 4891 305 Computer Charges 3 718
15. 1 568 2 536 241 Total 8 250 107 751 588 7 498 519 Other Details Description Change Position Count 0 00 MY Count 0 00 State Funds Federal Funds Recovery Funds Other Funds Common Obj Unique Obj SW Calc Documents Close c Change Entry Unique Object Class Details Screen 1 Click the Amount and type in the Change amount used on the previous page 2 This amount can be further summarized by tabbing in each line and adding an additional row View Common Object Class Details Department of Human Services 427 Base FY13 Amendment 5 3 11 2013 Program 2010300 Adoptions Services Sub Program 2010301 Adoption Services and Supplements Budget Year Amended Fiscal Year 2014 Stage Agency Request Policy Healthy Georgia Rank 1 To support and facilitate the permanent placement of children in safe and stable homes by providing financial assistance and supportive services F Object Code Object Name Base 315 Grants and Benefits 81 117 638 Descriptor ChangeType Test01_OneTime_Agy2014_Descriptor One Time Delete Close Page 19 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Supporting Documents A Attaching Supporting Documents 1 Click the Change Selection Shield and make your selections Once the program list loads either highlight a program and click on the Change View or Change Entry butto
16. 1c AOB Agency Summary Amendment Analysis 110 Program Summary with Change Summary 200 Fund Changes by Entry 200 1c Fund Change Entries by Change Type All Funds 210 Fund Summary Changes by Entry 300 State General Funds Base Adjustment 400 State General Funds Request 400 1c State General Funds Lowest Request Not active for AFY14 and FY15 400 2c State General Funds Middle Request Not active for AFY14 and FY15 400 3c State General Funds Highest Request Not active for AFY14 and FY15 500 All Funds Request 510 Summary Request by Scenario 510 1c Summary Lowest Request by Scenario Not active for AFY14 and FY15 510 2c Summary Middle Request by Scenario Not active for AFY14 and FY15 510 3c Summary Highest Request by Scenario Not active for AFY14 and FY15 510 4c Summary Request All Agencies Excel However some reports have been pre Page 26 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 550 Agency Level Program s Detail Summary View 550 1c Object Class Fund Source Detail Report Lowest Request Single Agency N A 550 2c Object Class Fund Source Detail Report Middle Request Single Agency N A 550 3c Object Class Fund Source Detail Report Highest Request Single Agency N A 600 Stage Submission Status 600 1c Budget Submission Status Agency Requ
17. 7 393 419 7 393 419 Audits of Medicaid 4 655 248 4 655 248 4 655 248 4 655 248 4 655 248 4 655 248 Information System 1 429 125 1 429 125 1 429 125 1 429 125 1 429 125 1 429 125 Performance Audits 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 Reviews of Local 868 262 868 262 868 262 868 262 868 262 868 262 Statewide 9 146 541 9 146 541 9 146 541 9 146 541 9 146 541 9 146 541 Transparency in 33 000 non DAN 000 33 000 33 000 Pre Check A 02 1 639 202 1 639 202 Immigration 20 000 00 20 000 20 000 Legislative Servi 247 561 he 51 247 561 247 561 een z l PreCheck Successfully Completed z 0850401 Statewide Equalized 2 060 650 50 2 060 650 2 060 650 Click on lines with yellow background if any to see specific precheck message Preview Program SubProgram Summary Department of Audits and Accounts 404 Page 34 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 D Successful Pre check with a negative funds warning a Select the Event using the drop down button b Click Submit if you are ready to submit the agency for approval Submit Unsubmit Validation Data Display x Pre Check Events mi Submit Budget Year APY 2013 E9 Pnt 7 Summary Only Stage Agency Request Agency Department of Audits and Accounts 404 Cod
18. Deletes NOTE This specific check does not apply to Agencies in the Legislative and Judicial branches of Government Level 3 Total Funds Total Object Class Expenditures By sub program single program validation process returns the discrepancies between Total Funds and Total Object Class Expenditures Level 4 Federal Funds Recovery Funds Other Funds to detail check 4 1 The Federal Fund Source Amount Sum of Federal Fund Details amounts 4 2 The Federal Recovery Funds Amount Sum of Recovery Funds Detail amounts 4 3 The Other Fund Source Amount Sum of Other Fund Details Amounts 4 4 Personal Services Amount Sum of PS 300 Detail Amounts Level 5 Negative Funds Warning If the result of Base change amounts for a fund source is negative at the program sub program then the validation process returns a warning but does not prevent submission Note Some agencies have programs with negative fund sources Page 32 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Pre checks and Submit A Click the Update Business Event Shield Ei BudgetTool Ver 5 0 0 1 HB P BudgetTool OPBPROD Log Out Submit Un submit Validation Data Display screen a Select Budget Year Select Stage Select Agency Select Summary Click Pre Check Summary Only Clicking here reduces the number of columns to Total Base Funds Total Base Adjustments R
19. and should NOT be included as part of the agency s Amended FY 2014 or FY 2015 budget request However requests for redistribution of funds between programs must be submitted in BudgetTool as part of the budget request Agencies are expected to manage their expenditure needs through the flexibility provided in program budgeting The total of all redistributions and increased funding needs must net to zero Positions and motor vehicles redistributed from one program to another should be reflected in the position and motor vehicle counts for the programs affected Other Adjustments Other Adjustments include those not covered by the other change types Business Process The business process sequence for budget development is as follows Base The agency fiscal officer selects the AOB or an approved cutoff amendment as their base and then notifies the OPB Analyst The base should include all Statutory Fiscal Affairs and Executive Order amendments to date in BudgetTool The base is advanced from BudgetNet to BudgetTool State Funds Prior Year are not advanced This base is fixed and cannot change through the budget development cycle Before entering any changes reports for the cutoff anendment should be run in both BudgetNet and BudgetTool for comparison to confirm by program and fund source that the proper amounts were loaded One Time Delete These are items included in the FY 2014 budget that are one time occurrences and therefore must be r
20. changes made to all subprograms To see changes by change entry type click on Program Sub Program Change View The Program Sub Program Change View screen opens with three tabs Note for OPB there is a fourth tab Recommendation The tabs are as follows 1 Base Adjustments This tab shows all Base amounts by fund source object class and counts One Time Deletes are shown Adjustments are totaled and the Revised Base Budget calculated and displayed Note Scroll down to view Counts for positions and vehicles j Program Sub Program Change View HARK Change Selection Department of Banking and Finance 406 Base FY13 AOB 5 31 2012 Policy Responsible and Efficient Government Program 0910300 Consumer Protection and Assistance Sub Program 0910301 Consumer Protection and Assistance for Financial Institution Cust Rank 6 Add New Change Entry Budget Year Amended Fiscal Year 2014 Stage Agency Request Get Existing Change Entry Program Sub Program Change Entry Description Base One Time Delete Total Base Adj Revised Base Budget A Funds 1 State Funds State General Funds 218 206 218 206 Sub Total 218 206 218 206 Total 218 206 218 206 B Object Class 1 Common Object Classes 300 Personal Services 199 296 199 296 301 Regular Operating Expenses 4 891 4891 305 Computer Charges 3 718 3 718 306 Real Estate Rentals 7 336 7 336 307 Te
21. ction to update the page then click Save Page 14 of 37 Page 15 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Change Entry Summary Change Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year 2010 Stage 4qency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state A Change Entry lt Ch Object Class Summary ode Descnprc Code Description State G State General Funds p 0 300 Personal Services E Total l 301 Regular Operating E penses gt OthFds Other Funds 0 306 Real Estate Rentals Total Funds p 4nnnr 307 Telecommunications 1312 Contractual Services Total Object Class __ oba Other Details Motor Yehicle and Position Count Code Description aba PC Position Count L MYC MY Count Federal Funds Recovery Funds Other Funds Unique Objects Other Detail Note Depending on the agency program fund sources and object classes the following buttons may be active at the bottom of the window Federal Funds Recovery Funds Other Funds PS 300 and Unique Objects These buttons are used to enter the details supporting the summary level entries on the C
22. d printed or exported f Click export and type in the file name and Select the Save location F Lj Select File for Export eS gQ E Desktop v gt Search Desktop anes l Organize v New folder g v F Favorites Earlier this 6 Ge Librari Earlier thi 26 ibraries Documents gt Unspecified 4 d Music E Pictures E Videos 1 Computer yu Network f File name Save as type Adobe PDF Document pdf a Hide Folders Review Prior to Submission Redistributions Agencies can move funds among programs to fund those initiatives they feel that are critical to their operations The net of redistributions by fund source must total zero for an agency If these do not equal zero the submit process will be blocked Workload Page 30 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Workload adjustments for state general funds are permitted for programs that are growth workload and enrollment driven These specific programs will be identified by OPB For these specific programs Federal Recovery Funds and Other Funds can also be included in the Workload Adjustments for the specific programs identified Budget Request Check Agencies can check their total budget request by running the Agency Request State General Funds report This report shows the Adjusted Base less Reductions plus Redistribut
23. dividually check the box to the left of the Agency name Page 27 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 The agency list box has four fields Division this is the OPB division to which the agency is assigned Name name of the Agency Branch the branch of government to which the agency belongs Budgetary Yes or No Yes means it is an appropriated agency that will appear in the appropriations bill No means it is an informational only agency usually attached to a parent agency and will show in the appropriations bill as a program in the parent f Click Request Report Dataset g Click Customize if you need to customize the report Report Selection HEBR Description 100 Program Summary 100 Program Summary Financial Year Stage 200 Fund Changes by Entry E 300 State General Funds Base Adjustment AFY 2010 Agency Request 400 State General Funds Request fats a Oe Pl ON F Agency List 510 Summary Request by Scenario Division Name Branch Budgetary Aviation Hall of Fame 143 fee Board of Regents 472 EXE Brain amp Spinal Injury Trust Fund 261 EXE Bright from the Start Georgia Department of Early Care EXE 550 Agency Level Program s Detail Summary View 600 Stage Submission Status 700 Recommendation 800 Budget Details 900 Performa
24. e Program Name Base Total Base Adj Revised Base Budget Adjusted Base Total Adjusted Total 3 Agency Request 0850200 Audit and Assurance 0850203 Audits of Local 7 393 419 7 393 419 7 393 419 7 393 419 7 393 419 7 393 419 0850202 Audits of Medicaid 4 655 248 4 655 248 4 655 248 4 655 246 4 655 248 4 655 246 0850208 Information System 1 429 125 1 429 125 1 429 125 1 429 125 1 429 125 1 429 125 0850209 Performance Audits 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 3 295 925 0850205 Reviews of Local 868 262 868 262 868 262 868 262 868 262 866 262 0850201 Statewide 9 146 541 9 146 541 9 146 541 9 146 541 9 146 541 9 146 541 0850210 Transparency in 33 000 33 000 33 000 33 000 33 000 33 000 0850501 Departmental 1 639 202 1 639 202 1 639 202 1 639 202 1 639 202 1 639 202 0850801 Immigration 20 000 20 000 20 000 20 000 20 000 20 000 0850301 Legislative Services 247 561 247 561 247 561 247 561 247 561 247 561 0850401 Statewide Equalized 2 060 650 2 060 650 2 060 650 2 060 650 2 060 650 2 060 650 v v jvj Click on lines with yellow background if any to see specific precheck message Preview w Program SubProgram Summary Submit For Department of Audits and Accounts 404 Page 35 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 The Agency Program Sub Program Summary Screen will now have symbols indicating t
25. emoved from this year s request These are always negative and will reduce the agency request upon submission to OPB Workload Requests for additional funds or workload increase pertain only to those agencies with growth workload and enrollment driven programs Page 4 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Redistributions Agencies will use the redistribution change type to fund any enhancements needed by moving the necessary funds from other programs The sum of all the redirect redistribution for an agency must equal zero by fund source Other Adjustments Adjustments not covered by any of the other change types NOTE BudgetTool validation for the budget plan which is to equal the amount of funding appropriated in FY 2014 HB106 is not applicable for the Legislative and Judicial Branch agencies or for any other programs that may be exempt II A 2 Creating an Agencywide or Standard Descriptor List There are three types of descriptors in BudgetTool Statewide descriptors that are setup by OPB but can be used by agencies Primarily these are for changes that will be universal throughout the state regardless of agency or program However in some instances OPB may setup statewide descriptors that are agency specific and or program specific but requires a different percentage or different wording than the descriptor used by all other age
26. entered One Time Deletes they can run the State General funds Base Adjustment report report 300 which will show the Revised Base Budget for State General Funds This report will show the agency Base Cutoff Amendment and One Time Deletes You can also run a Pre Check at any time to see if all entries are in balance Click on the Update Business Event shield make selections for Budget Year Stage and Agency click on Pre check For error resolution see Submission Validation Process discussed below The pre check screen provides the base and revised base budget Page 24 of 37 Reports GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 A Click the Reports Shield E BudgetTool Ver 5 0 0 1 ON ae IR 3 BudgetTool A Selection of Custom Reports Currently there are 44 reports in BudgetTool Many these reports can be run and customized according to the user s individual needs customized and cannot be changed by the user These have 1c 2 c etc after the basic report number and are a customization of that basic report All reports can be output in various formats PDF Excel HTML etc If you mouse over a report title in the list a brief description of the reports shows at the bottom of the page The following reports are available Page 25 of 37 100 Program Summary with Change Type Detail 100
27. entries for all programs funds sources object classes and counts are also deleted If you want to delete a change entry for a single program and that is the only place the descriptor is used Page 5 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 then it is correct to delete the descriptor However if the descriptor is used on multiple programs and you delete it trying to delete a specific entry all entries will be deleted Delete with caution A To set up Agencywide or Standard descriptors in advance click the Agency Setup Shield Ei BudgetTool Ver 5 0 0 1 HIBRI OPBPROD l BudgetTool Log Out B Click Standard and Agencywide Descriptor List Agency Set up Agency 4assoaciation Setup Program Base Setup Standard and Agencywide Descriptor List Program Performance Measure Update Program Purpose C Select Budget Year Stage and Agency and click Get List of Descriptor Refer to Section II A 3 C 4 2 Adding a New Descriptor p 13 Page 6 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Standard and Agencywide Descriptor List Budget Year AFY 2013 PIES Stage Agency Agency Request 7 ST AW Descriptor Short Description Change Type Justification
28. er s 19 Depar 428 Building Building Age Construction Codes 0970602 1 item s 19 Depar 428 Building Constructio Age 346 473 314 573 Industrialized Building 0970601 1 itemf s 19 Depar 428 Building Industralize Age 207 804 Coordinated Planning 0970700 3 itemf s Coordinated Planning 0970700 1 items 19 Depar 428 Coordinated Coordinated Age Mapping and Decision Support 0970702 1 items 19 Depar 428 Coordinated Mapping Age 462 219 462 219 Planning and Quality Growth 0970701 1 item s 19 Depar 428 Coordinated Planning Age 3 438 946 3 388 028 Environmental Education and Assistance 0970901 1 itemf s Environmental Education and Assistance 0970901 1 item s 19 Depar 428 Environmental Environmen Age 4 444 925 1 058 445 Federal Community amp Economic Development Programs 0971000 4 item s AmeriCorps 0971003 1 items 19 Depar 428 Federal AmeriCorps Age 5 112 114 727 190 Appalachian Regional Commission Grants 0971002 1 item s 19 Depar 428 Federal Appalachia Age 387 132 264 332 Community Development Block Grants 0971001 1 item s 19 Depar 428 Federal Community Age 41 962 6 1 075 402 Continue to Preview Report 3 Report Preview and Customization Click on Continue to Preview Report Note Many screens in BudgetTool allow the user to Preview Print and or Export a report t
29. est 600 2c Budget Submission Status All Stages 700 Recommendation 700 1c OPB Recommendation legal paper 700 2c OPB Recommendation w group descriptions 800 Budget Details 900 Performance Measures 910 Performance Measures Multi Agency 940 Program Purpose 940 1c Program Purpose 950 Program Recommendations 950 1c Governor s Book Pages 955 Program Historical Summary 957 Program Historical Summary with Expenditure 958 Agency Counts Summary 960 Program Fund Source Summary 960 1c Program Fund Source Summary 965 Agency Statewide Changes Summary 970 Agency Fund Source Summary 970 1c Agency Fund Source Summary 980 Agency Expenditure Summary 980 1c Agency Expenditure Summary Note since there is no percentage reduction this year the reports for the Lowest Middle and Highest are not available this year 400 1c 400 2c 400 3c 510 1c 510 2c 510 3c 550 1c 550 2c and 550 3c 1 Running a Custom Report Example report below some reports have different selections a Double click the report you want to run b Select the Financial Year from the Drop Down Box c Select the Stage d Agency List Check here to select all the agencies at once if you have more than one agency in the list This is only for agency reports Some reports run for all agencies and do not have an agency selection e To select one or more agencies in
30. evised Base Budget Total Adjusted Total Agency Request and Parent Sub Program Name Note Attached agencies programs appear in the parent agency and are included in the pre check Dapo Agency Request Department of Communty Affairs 428 Page 33 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 B Pre Check Summary Only Submit Unsubmit Validation Data Display JX a pu Pre Check Events Ly Budget Year AFY 2013 Pnt E A 7 Summary Only Stage Agency Request This Agency Request is not Agency Department of Agriculture 402 w Tiehometonetamtmmmnt rogram Name ase otal base 1 evise ase budge JUSTE ase otal JUSTE otal o AGENCY Reques P N B Total B Adj Revised B Budget Adjusted B Total Adjusted Total 3 Ai R t 2 810 149 2 810 149 2 810 149 2 810 149 2 810 14 2 810 149 Consumer Protection Agricultural Inputs 1 488 682 1 488 682 1 488 682 1 488 682 1 488 682 1 488 682 Agriculture and 210 293 210 293 210 293 210 293 210 293 210 293 Animal Health 1 065 205 1 065 205 1 065 205 1 065 205 1 065 205 1 065 205 Animal Protection 829 838 829 838 829 838 829 838 829 838 829 838 Consumer 3 287 672 3 287 672 3 287 672 3 287 672 3 287 672 3 287 672 Equine 721 380 721 380 721 380 721 380 721 380 721 380 Food Safety 5 703 124 5 703 124 5 703 124 5 703 124 5 703 124 5 703 124 Fuel amp
31. g Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year 4mended Fiscal Year 2010 Stage 4gency Request This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules For Local Regional and Environmental pl Document Description MY OPB Document Name 4286FY 2010Agn OOO File Download A TEST doc Do you want to download this file Yes No 428 AFY 2010 Agn Reqg 0970700 0970702 File Name Browse Description j Download Selected Document Upload to BudgetTool Remove GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 d The Download Complete dialog confirms a successful download and indicates the location of the download a Supporting Documents Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year 4mended Fiscal Year 2010 Stage Agency Request This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules For Local Regional and Environmental
32. hange Entry Summary Change screen The Documents button will always be active and allows the user to attach documents or view the documents that have been attached The PS 300 detail requirement The base detail is loaded from the cutoff amendment Any changes entered to Object Class 300 Personal Services also need to have supporting detail entered The detail items that are loaded are specific to an agency and program The following is an example of the detail items that could appear Regular Salaries FICA ERS or TRS Health Insurance Unemployment Merit System Assessments Lapse Factor Personal Liability Pay for Performance Workers Compensation Overtime Temporary Casual Labor The detail must add to the summary entry for Object Class 300 Personal Services 4 Editing Existing Changes a The Agency Program Sub Program Change Entry screen now shows the updated change amounts Page 16 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Program Sub Program Change Entry Change Selection Department of Community Affairs 428 FY10 40B 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes Budget Year Amended Fiscal Year 2010 Stage Agency Request Add New Change Entry DBCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the
33. he Agency has been Submitted or Advanced and the dates Program Sub Program Change Entry Change Selection Council for the Arts 238 Advanced 9 9 2008 5 46 45 PM FYOS Amendment 2 8 25 2008 Submit 9 2 2008 1 59 59 PM Program 0600100 Council For the Arts Policy Best Managed State Sub Program 0600101 Access Rank 0 Budget Year Amended Fiscal Year 2009 Stage 4gency Request Get Existing Change Entry Program Sub Program Change View Funds Summary f Object Class Summary Description Base Change Request Description Base Change Request State G State General Funds 4 400 905 1 082 241 3 318 664 300 Personal Services 684 948 267 928 417 020 301 Regular Operating 100 956 80 811 20 145 Federal Funds 635 400 635 400 205 Computer Charges 32 500 4 500 28 000 Federal Recovery Funds 307 Telecommunications 9 000 3 000 12 000 Other Funds 10 000 10 000 312 Contractual Services 10 300 14 100 24 400 Total 5 046 305 1 082 241 3 964 064 Unique Class Objects 4 208 601 746 102 3 462 499 Total 5 046 305 1 082 241 3 964 064 Other Details Description Change Request Position Count 0 00 12 00 MY Count 0 00 0 00 State Funds Federal Funds Recovery Funds Other Funds PS 300 Common Obj Unique Obj SW Calc Documents Close Agency Submit When an agency submits their budget request to OPB See above instructions an email
34. ilding Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year 2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Get Existing Change Entry Program Sub Program Change View Funds Summary Object Class Summary Description Basel Change Request Description Change State G State General Funds 224 284 10 000 234 284 300 Personal Services 222 057 222 057 301 Regular Operating 16 396 16 396 Other Funds 31 900 31 900 206 Real Estate Rentals 12 532 12 532 256 184 66 1 307 Telecommunications 2 679 2 679 312 Contractual Services 2 520 12 520 25 266 1 Other Details Description Change Position Count 0 00 MY Count 0 00 be StateFundseesi Federal Funds Recovery Funds Other Funds PS 300 Common Obj Unique Obj SW Calc Documents Close Page 17 of 37 Page 18 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 b The View State Funds Details screen is a detailed view by descriptor of changes to all state funds for that program Program Sub Program Change Entry HERK a View State Funds Details Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program
35. ions plus Workload Adjustments plus Other Adjustment plus Exemptions which equals the Agency Request for State General Funds See the above section Reports for instruction on how to run the report Agency Request Base One Time Deletes or Redistributions tor Other Adjustments or Workloads Agency Request Pre check An agency can run a pre check at any time A pre check makes certain that entries have the right sign positive or negative for the entry type that fund source and object class changes are in balance that detail amounts equal the summary amounts and for Executive Branch agencies that the state general funds are equal to the level of funding appropriated for FY 2014 HB106 The pre check works as follows Submit Validation Process The submit validation process for the Agency Requests dataset is comprised of 5 levels The validation process runs one level at a time meaning if at a given level an error s is are found the validation process stops returns the error list to the user and does not go onto the next level You must then correct those issues and run the validation process again to proceed to find if there are any errors beyond what was previously identified Level 1 The first level of validation checks is on the following 1 1 All one time delete entries must be negative 1 2 The sum of Redistributions must equal 0 at the agency level by individual Fund Source 1 3 Workload adjustments for Executive
36. l Funds Federal Recovery Funds Other Funds Personal Services and Unique Objects The same base will be used for both the Amended FY 2014 Page 2 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 and FY 2015 budgets The base is advanced from BudgetNet to BudgetTool but State Funds Prior Year are not advanced OPB analysts will ensure BudgetTool reflects the appropriate base budget for these requests NOTE General Policy Guidelines and Preparation Procedures for Amended FY 2014 and FY2015 budget preparation are posted on the OPB website at http www opb georgia gov 11 4 1 General Instructions Amended FY 2014 and FY 2015 The Amended FY 2014 and FY 2015 Budgets require each agency to submit the same level of funding that is appropriated for FY 2014 HB 106 Budget requests for additional funds will be allowed only for growth workload and enrollment driven programs The budget submission process in BudgetTool consists of the following components Base Budget pre approved by OPB One Time Deletes Revised Base Budget Workload only agencies designated by OPB Redistributions optional et a i a Other Adjustments as required Base Budget The Base Budget should be either the AOB or an approved cut off amendment which will include Statutory Fiscal Affairs or Executive Order amendments to date in BudgetNet The same base is used
37. lecommunications 2 887 2 887 312 Contractual Services 78 78 Sub Total 218 206 218 206 Total 218 206 D Counts 1 Position Count Position Count 1 1 Motor Vechicle Count Preview y State Funds Federal Funds I Recovery Funds Other Funds PS 300 Common Obj I Unique Obj Documents Close Note that in the header of both the Change Entry and Change View the following information is displayed Base this show number and its approval date of the amendment that was used as the cutoff amendment Base Page 9 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Program shows the name and number of the program that is being displayed Budget Year shows if you are working in AFY2014 or FY2015 Stage shows the stage in which you are working For agencies this will always be Agency Request Advanced shows the date and time the stage was advanced by OPB Submitted shows the date and time the stage was submitted by the agency Policy shows the policy area under which the agency falls Rank show the ranking of the program by the agency The program purpose statement for single and parent programs is shown under the budget year 3 Other Adjustments This tab shows the Base and Revised Base amounts by funds source object classes and counts Separate columns exist for Redistribution Workload and Other
38. n Description Supporting Documents a C A descriptor is required when a change entry is needed If you have previously created a descriptor for this agency it will appear in the descriptor drop down box A new descriptor can be created by clicking the Add New Descriptor button 2 Adding a New Descriptor d Required Choose the Change Class Agencywide or Standard Note Statewide descriptors are created by OPB Do not create agencywide or standard descriptors for change types assigned to the Statewide change class Agencywide This descriptor is created by the agency and will be effective for the entire agency These are used to make change entries for multiple programs Standard is created by a specific analyst for use on one or several programs or sub programs Required Choose the Change Type from the drop down menu 1 One Time Delete 2 Other Adjustment 3 Redistribution 4 Workload Adjustment Justification is not used in the agency request stage defaults to none It is reserved for use in the OPB Recommendation stage and beyond for further grouping descriptors Required Type in the Descriptor name 50 characters max it must be unique Page 13 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 e Required Type in a Short Description explaining the request 250 characters max f In the large
39. n or double click the program 2 Click Documents at the bottom of the Agency Program Sub Program Screen Program Sub Program Change Entry amp Change Selection Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Sub Program 0970602 Construction Codes Policy Best Managed State Rank 12 Add New Change Entry Budget Year Amended Fiscal Year2010 Stage Agency Request er DCA s Construction Codes program establishes the minimum building construction standards for all new structures built inthe state Get Existing Change Entry Program Sub Program Change View FundsSummary f bject Class Summary Description Description State G State General Funds 300 Personal Services 301 Regular Operating Other Funds i I 306 Real Estate Rentals 307 Telecommunications 312 Contractual Services Total Other Details Description Position Count MV Count 3 Supporting Documents Screen a Click the Browse button to locate the file you would like to upload b Tab to description and type in a description of the file being uploaded Note you will not be able to upload the document until you have typed a description c Click the Upload to BudgetTool button Ej Supporting Documents Department of Human Services 427 Base FY13 Amendment 5 3 11 2013 Program 2010300 Adop
40. nce Measures Civil War Commission 280 EXE Commission on Equal Opportunity 237 EXE Georgia Composite Medical Board 221 EXE Council for the Arts 238 EXE 910 Performance Measures Multi Agency 950 Program Recommendations 955 Program Historical Summary 958 Agency Counts Summary 960 Program Fund Source Summary 365 Agency Statewide Changes Summar Request Report Dataset Sub Program Stage TotalBase State Funds Base Federal Funds Base Recovery Funds Base Other Funds 81 Depar Building Building Age 81 Depar Building Constructio Age 256 184 224 284 81 Depar Building Industralize Age 207 804 81 Depar Coordinated Coordinated Age 81 Depar Coordinated Mapping Age 389 993 389 993 81 Depar Coordinated Planning Age 4 158 353 4 048 284 81 Depar Departmental Department Age 5 137 209 1 798 806 1 611 802 81 Depar Environmental Environmen Age 1 279 791 834 291 6 000 81 Depar Federal Americorps Age 4 735 607 350 683 4 384 924 81 Depar Federal Appalachia Age 370 129 247 329 122 800 81 Depar Federal Community Age 41 926 7 1 039 442 40 577 686 81 Depar Federal Federal Age 81 Depar Homeownersh CHIP Lead Age 217 664 217 664 81 Depar Homeownersh GHFA Age 4 414 327 576 499 81 Depar Homeownersh Homeowner Ade Customize Preview Close Yo
41. nce for Financial Institution Customers 0910101 Departmental Administration 0910400 Financial Institution Supervision 0910401 Examination and Supervision of Depository Financial Institutions 0910402 Examination and Supervision of Non depository Financial Institutions 0910600 Non Depository Financial Institution Supervision 0910602 Licensing and Supervision of Money Service Businesses 0910601 Licensing and Supervision of Mortgage Brokers and Lenders Program Sub Program Change View Program Sub Program Change Entry GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 C Agency Program Sub Program Change Entry Screen The Change Entry screen gives the user a current view of all program changes entered in total to the Fund Sources and Object Classes side by side as well as changes to Position and Motor Vehicle counts This screen can be opened for stand alone programs sub programs and parent programs When opened for a parent program you will not be able to make change entries In addition the user can click on any of the detail buttons at the bottom of the screen to see the details for State Funds Federal Funds Federal Recovery Funds Other Funds Personal Services Object Class 300 Common Objects Unique Objects and a list of all attached documents This is a great place to see all changes made to a program and to see the summary at the parent program level
42. ncies Agencywide descriptors that are set up by the agency special security role is needed can be used by the entire agency These are for changes within an agency that may apply to numerous programs Standard descriptors that can be setup by the agency administrator or agency analyst These are intended to be used for specific program changes Agencywide and Standard descriptors can be set up at one time by the agency administrator before the change entries are done or agency analysts can set up standard descriptors as they make change entries All descriptors Statewide Agencywide and Standard can be accessed from a dropdown list when change entries are made A descriptor is the collection of information about the change that is being requested It is the key to communicating throughout the entire budget process what is being requested why and what effect it will have on customers and deliverables Descriptors are also what appear in the Governor s Budget Report Therefore care should be taken to provide as much detail as necessary to enable other users of the information to have a clear understanding of what is being requested If needed agencies may attach documents to support a program object class or fund source change A descriptor can only be deleted in the stage it was created In other words an agency request descriptor cannot be deleted in the OPB Recommendation stage or beyond When a descriptor is deleted all
43. notifies both the agency and OPB and the data can no longer be changed OPB can do two things with the agency s submission 1 Un submit it that is send it back to the agency for additional detail changes etc in which case the agency receives an email and can work in that stage again or 2 Advance the data to the OPB Recommendation stage in which case an email is also sent to the agency but no further changes can be made to the agency request stage Section Il B OPB Budget Development Overview OPB Analysts will follow the same procedures and processes as detailed above for the agency analysts to enter descriptors and will make changes to the Agency Request to develop an OPB Recommendation See above Section Agency Request Since this is a flat budget request no selection needs made for a reduction option as was done in the past Once the Agency Request is advanced to the OPB Recommendation no changes can be made to the original agency request The OPB analyst can change amounts and enter new standard or agencywide descriptors in the OPB Recommendation stage No descriptors originating in the agency request stage can be deleted They can be zeroed out however the Agency Request stage will always have the original agency request data The OPB analyst will use BudgetTool in the same manner as the Agency Analyst to develop the OPB Recommendation However most of the OPB Analysts work will be editing changing or clarifying the agency
44. o a file The user would click Preview to see this screen Select a Printer and use Page Setup to change margins paper size and orientation oo Q O Report Title Select a Report Style Uncheck any columns you will not need also set the column width so you can see all data in the field It may take several tries to get the column widths correct Select Fit to Page or Scan across Pages GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Report Preview mE Preview Options A A Report Template Name 100 Program Summary 4 Output Settings Printer AENEA Eee oo Sup Program Siye Tols Base Sink Funds Base Federal Funds Base Recovery Funds Base Reset Printer Page Setup Adminsrakn Agenc 5 571 760 2233357 00970101 y Re Report Title Buldirg Agere 100 Program Summary For Year FY 2010 jar iy ma Stage Agency Request si Agency Department of Community Affairs 428 Cansncten Agere es 3600 fos706o02 heave rdus hal d Agenc Buildirg y 0970501 Reque si Corporate Aerated i ra hee Corporate Compact si Corporate Confidential Corporate Draft Column Settings AgencylD 0 59 inches SequenceNbr 0 80 inches Agency 0 47 inches StateCode 0 64 inches Parent Program 0 91 inches a Layout Span across pages 7 5 112 114 Save Print Preview Export The document can then be previewe
45. one Annualizer EGA 24 None 19 19 Depar 428 Homeownersh GHFA Age 4 414 327 OneTimeDelete 25 None Redistribution 26 None 19 19 Depar 428 Homeownersh Homeowner Age WorkLoad 27 None 19 19 Depar 428 Local Local Age 6 000 000 6 000 000 Other Adjustment 28 None 6 Reduction 29 None 19 19 Depar 428 Payments to Payments Age 11 725 0 11 725 014 8 Reduction 30 None 10 Reduction 31 None 19 19 Depar 428 Payments to Payments Age 4 857 300 4 857 300 SWCale Base 32 None 19 19 Depar 428 Payments to Payments Age 47 803 9 47 123 333 SWCale Change 33 None _ Vechicle Base 34 None 19 19 Depar 428 Regional Regional Age 2 935 333 2 435 333 Vachicle Changes 35 None 19 19 Depar 428 Rental GHFA Age 8 250 107 3 287 829 Position Base 36 None v lt m lt E Continue to Preview Report 2 Drag a Column Header to the space above the headers to group by that column header Page 29 of 37 A Report Customization x ma in i Columns T 0O a a S SequenceNbr Agency StateCode Parent Program Sub Program Stage Total Base State Funds Base Federal Funds Base Recovery Funds Base Other Funds Base Common Objects Base Unique Objects Base State Funds Change Federal Funds Change Recovery Funds Change Other Funds Change Common Objects Change Unique Objects Change Exemption GAIT 2010 Deferred Pay Reduce SHBP Annualizer EGA OneTimeDelete Redis
46. pe a Rec Justification Descriptor In Rec State Funds Federal Funds Recovery Funds Other Funds Total Funds Common Objects Unig A ee a T ee o gt SOANA Other ETETA None Equipment Removal Amount Total 10 000 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 e The Change Entry Summary will now indicate Change to show a change is being made f Click Change Funds Object Class and make the change entries necessary and Click e jH Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Construction Policy Best Managed State Sub Program 0970602 Construction Codes Rank 12 Budget Year Amended Fiscal Year2010 Stage Agency Request DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state Funds Summary Object Class Summary __ Code Description State G State General Funds Personal Services Total 10 000 Regular Operating Expenses _ OthFds Other Funds Real Estate Rentals Tol fase Telecommunications Contractual Services Total Object Class Other Details Motor Vehicle and Position Count Position Count MV Count iol Sa 5 Detail Views a Click State Funds Program Sub Program Change Entry Change Selection Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Bu
47. pl Document Description MY OPB Document Name 428AFY 2010 Agn Download Complete Attach document was successfully downloaded at C Documents and Settings My Documents TEST doc 428 AFY 2010 Agn Req 0970700 0970702 File Name Description Page 23 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 C Deleting Documents from BudgetTool a Highlight the document to be deleted b Click Remove at the bottom of the Supporting Documents Screen c Adialog box confirms the document will be deleted Click Yes to confirm the delete or No to stop the delete Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year Amended Fiscal Year 2010 Stage Agency Request This program provides info sycs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules for Local Regional and Environmental pl Document Description MY OPB Document Name 42s 4FY 2010 Agn Delete Document s 428 AFY 2010 Agn Reqg 0970700 0970702 File Name Browse Description Preliminary Check Once an agency has produced the Base For Amended FY2014 and FY2015
48. r Description box give a more detailed explanation of the request and the reason for the request if needed 500 characters max g Required Choose the Counties which will be affected by the request 1 Statewide The request will affect every county in the state 2 Various Only some counties will be affected by the request but they are not specified 3 Choose the affected counties individually h Comments Use this section to add any additional comments about the Descriptor or the setup 4 000 characters max i Click Save to return to the Change Entry Summary Change Screen fj Descriptor Setup Add Chi ange Class Change Class Agencywide l Counties fchangetype No I LI Gtatewide r Justification Justification None E Various E E Appling County Descriptor E Atkinson County E Bacon County Iase Oo a ce Description ii Comments GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 You have now entered the descriptor but it is not yet linked to the program The next steps accomplish this j You are returned to the window that only shows the Change Entry Tab k Click Save you have now linked the descriptor to the program and the Change Funds Object Class tab is visible Change Entry Summary Change Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970600 Building Cons
49. request The OPB Recommendation stage is where the budget request is developed into a recommendation to the Governor Page 36 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 The OPB analyst with the submit role can submit an OPB Recommendation at which time the data can no longer be changed The OPB Division Director can either unsubmit the request or advance it to the Governor s Initial stage No email notifications are generated in the stages after the Agency Request The Governor s Initial stage is the Working stage for the Governor Here further changes are made at the direction of the Governor and or his staff The OPB Division Director can submit the Governor s Initial The OPB Executive User can either unsubmit it or advance it to the Governors Final stage Section Il C Executive Budget Recommendation The executive user is the only user that can advance the Governors Initial to the Governors Final stage Once the data is in the Governors Final stage no changes can be made Page 37 of 37
50. tions Services Sub Program 2010301 Adoption Services and Supplements Budget Year Amended Fiscal Year 2014 Stage Agency Request Policy Healthy Georgia To support and facilitate the permanent placement of children in safe and stable homes by providing financial assistance and supportive services __ Name Document Description MY OPB Document Name 427 AFY 2014 Agn Req 2010300 2010301 Description Upload to BudgetTool Remove l Page 20 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 d Adialog box confirms the upload click OK Upload Complete e D Attach Document was successfully Uploaded e The document will now appear in the supporting document window 1 Click the blue triangle here to see the list of documents a Supporting Documents Department of Community Affairs 428 FY10 AOB 6 14 2009 Program 0970700 Coordinated Planning Policy Best Managed State Sub Program 0970702 Mapping and Decision Support Rank 14 Budget Year Amended Fiscal Year 2010 Stage Agency Request This program provides info svcs to assist the Dept and local governments in Fulfilling the requirements of Coordinated Comp Planning according to the GA Planning Act of 1989 and the related Rules For Local Regional and Environmental pl Document Description M Y OPB Document Name 4284F
51. tribution WorkLoad Other Adjustment 6 Reduction 8 Reduction 10 Reduction SWwCalc Base Swale Change Vechicle Base Vechicle Changes Position Base iil lt GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 0 None 1 None 2 None 3 None 4 None 5 None 6 None 7 None 8 None 3 None 10 None 11 None 12 None 13 None 14 None 15 None 16 None 17 None 18 None 19 None 20 None 21 None 22 None 23 None 24 None 25 None 26 None 27 None 28 None 29 None 30 None 31 None 32 None 33 None 34 None 35 None 36 None Ele z 4 arent Program SUB Pora F Expand Group Result 5 AgencylD SequenceNbr Agency StateCode Parent Program Sub Program Stage TotalBase State FundsBase Fe any any any any any any a any any Parent Program Administration 0970101 1 itemf s Parent Program Sub Program 19 Parent Program Sub Program 19 Sub Program 19 Sub Program 19 Parent Program Sub Program 19 Sub Program 19 Sub Program 19 Parent Program Sub Program 19 Sub Program 19 Sub Program 19 Sub Program 19 Administration 0970101 1 item s 19 Depar 428 Administration Administrati Age 5 571 760 Building Construction 0970600 3 item s Building Construction 0970600 1 it
52. truction Sub Program 0970602 Construction Codes Budget Year 4mended Fiscal Year 2010 Stage Agency Request Policy Best Managed State Rank 12 DCA s Construction Codes program establishes the minimum building construction standards for all new structures built in the state ee ir Change Funds Object Class area Change Class Agencywide Change Type Other Adjustment Justification None Descriptor Contract Adjustment Descriptor Short Description Contract Adjustment Counties CountyName L Statewide Various C Appling County C Atkinson County C Bacon County Description Contract Adjustment C Baker County C Baldwin County C Banks County e 7 1 161 Comments Measures Detail ShortDescription Description Supporting Documents 3 Change Entries click on the Change Funds Object Class Tab a Input the change amount into Fund Summary and Object Class Summary change sections Also input any changes to Position and Motor vehicle counts this change requires The Funds Summary must equal the Object Class Summary In the example shown below 10 000 was input as the change amount for State General Funds and 10 000 was input as Regular Operating Expenses b This box alerts the user if they are still out of balance NOTE Tab out of field for the screen to refresh and check the data c Click in the Fund Summary se
53. u can begin the customization process on the Report Customization screen For instance under each column heading the word any appears This means that any value in that field will appear You can further narrow your report by selecting one value If you only want one program in the report click under Parent Program in the any box and you get a dropdown of all parent programs Select one and the data for all other programs goes away In some cases such as for dollar values in the column it does not make sense to select one but for some like program fund source etc this flexibility allows you to narrow your report substantially You can also delete specific data from the report by un checking the check box in the left hand column of the screen For instance if you ran a report that has all change types and you just wanted one in the report you could un check the other change types Page 28 of 37 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION II A AGENCY USER S GUIDE AFY 2014 AND FY 2015 Note if you want to use a data field later on in the customization process you cannot delete it in this preliminary stage 2 Customizing the Reports a Changing the grouping 1 Click Customize 4 Report Customization ee R Drag a column header here to group by that column Expand Group Result E olumns i AgencyiD Ol Nene AgencylID SequenceNbr Agency StateCode Parent Program Sub Program Stage

Agency User`s Guide Amended FY 2014 and FY 2015

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