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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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