1. I/3 Budget FY 2008 Department Request Training Nickie Whitaker Department of Management August 14, 2006

2. Topics Reviewing the starting point for your FY 08 budget through standard reports and ad hoc reports Entering Offers Updating your FY 08 budget request and linking to offers

3. New Web Address https://i3access.iowa.gov/performancebudgeting2/login.jsp Please update your favorites. You will no longer be redirected from old site.

4. Availability Available now through Monday, Oct 2 at 10 AM Open Labs at Hoover Labs, B Level –Monday, September 25 from 1 to 3 pm –Thursday, September 28 from 1 to 3 pm Week-end support is not planned by DOM

5. Budget Guidelines Letter Distributed on June 2 to department directors Please contact your DOM analyst for a copy

6. Reviewing with Reports Data warehouse reports and columns to select –B1 Budget Request and B5 Decision Package –B6 Financial Info reports –B7 Personnel reports –B8 Federal Fund reports Y1DEPTTOTREQ – FY 08 Department Request CYBUDEST – FY 07 Adopted Budget

7. Sample B1

8. Ad Hoc Report - Balancing For detailed guidance, consult the data warehouse section of any I/3 Budget manual.

9. Balancing Ad Hoc Report Reminder! Ensure that funds and capitals are also in balance.

10. FY 08 Department Request Two Parts –Offers –Dollars/FTEs

11. Starting Point - Offers Offer text from FY 07 was maintained; departments can update existing offer text Restoration orgs, which were linked to a single offer in the FY 07 process, are still linked to that offer. Therefore, new orgs after Jan 2007 and orgs linked to multiple offers are not linked to an offer for FY 08. Reminder: Only link orgs within an appropriation to offers.

12. Editing Offer Text Dimensions, Offer Maintenance, Search by Department, Highlight and Edit Contact your DOM analyst for new offer codes or to delete an offer code

13. Editing Offer Text Please notify your DOM analyst if additional documents are attached. 5,000 char. 500 char. 100 char.

14. Starting Point - $’s The Restoration form contains 100% of your FY 07 adopted budget by org. Requests, budget lines and dollars/FTEs are created. All Capital requests narrative as of FY 07 legislative action were maintained. Budget lines and dollars/FTEs were deleted. All New requests from FY 07 were deleted. All Ranks of Capital and New packages from FY 07 were deleted. Therefore, your total budget as currently loaded for FY 08 is equal to your FY 07 adopted budget.

15. Getting Started

16. Formulate Budget Request Search and Select Budget Layout “Restoration” Other forms used: New, Capital, St_Match_Fed

17. Select Budget Request Enter your department number or an appropriation code and click Search

18. Select Budget Request Orgs with dollars as of FY 07 adopted budget are listed To add an existing org which is not listed on Select Budget Request, click New and follow guidance in FY 07 Department Request manual, Frequently Asked Questions section To add a new org, contact your DOM analyst

19. Click Edit Highlight the “request” and click Edit Enter/Update the Offer Code as needed No other action is required on Edit Budget Request screen for Restoration orgs

20. Click Budget Lines

21. Budget Lines Enter the correct whole number in the Year 1 column (do NOT enter difference) Delete a line Save Save often Reminder: Keep budget lines display to 20 or fewer lines to improve performance

22. Balance Forwards Ensure the correct beginning and ending balance codes are in use for fund or approp 01B – Balance Brought Forward – Funds 94B – Balance Carry Forward – Funds 04B – Balance Brought Forward – Approps 91B – Balance Carry Forward - Approps

23. State Match Enter state match amounts for FY 08 on the Restoration, Capital or New forms Use object class 201M and enter a federal catalog number

24. New Packages Requests exceeding 100% of current year funding levels

25. New Request After clicking “New” from Select Budget Request; you will see the following screen

26. New Budget Request Enter 3 digit dept code if using more than 1 org! Follow request code structure!

27. New Packages Follow request code structure… Fund_Dept_Approp_4 digit request # Enter offer code for appropriated dollars; 0 for no offer code Description field = 1000 characters Justification Text field = 4000 characters Justification text box will appear after clicking Save Enter 3 digit dept code on Budget Request screen; Enter full 7 digit org on budget lines screen Save often

28. Capitals With 5 year capital projects, it is necessary to enhance capital project tracking, beginning with the FY 08 requests Special review on capital budgeting will be provided by DOM. Users with capital infrastructure requests will be contacted by DOM analysts for this review Reminder: If you have a multiple year appropriation from prior years (i.e. already appropriated), you must set up a capital budget request to ensure DOM funds will be used

29. Capitals Caution: Many capital projects were moved to new funding sources during leg. session. Contact your DOM analyst if you have questions about correct funding source. Please Delete requests that are not needed!

30. FY 06 & 07 State Match Enter State Match actuals for FY 06 and estimate for FY 07

31. Modifying Org and Approp Names and Descriptions * Many orgs and appropriations have historical data. Please do not change the intent of an org or approp with historical data.

32. Formatted System Queries DEPREQ_ OBJCLS_1 FY07 Adopted Budget, FY08 Restoration, FY08 Total Dept Request CYBUDEST, Y1RPDEPTREQ, Y1NPDEPTREQ, Y1DEPTTOTREQ DEP_OBJCLS _2 FY06 Actual, FY07 Adopted Budget, FY08 Restoration, FY08 Total Dept Request PY1ACT, CYBUDEST, Y1RPDEPTREQ, Y1DEPTTOTREQ DEP_OBJCLS _REVBUD FY07 Revised Budget, FY08 Restoration, FY08 Total Dept Request CYDEPTREVBUD, Y1RPDEPTREQ, Y1DEPTTOTREQ

33. Formatted System Queries

34. Formatted System Query Results Ability to print with org displayed on printed report

35. Final Checklist Final checklist will be sent out in August Checklist will include… –Balance your budget by approp or by org –Restoration budget is equal to 100% of current year funding –Capital and New packages are ranked by appropriation –Funds, for which the department is responsible, are in balance, including balance forward adjustment –Enter State match information for prior and current year –Ensure appropriated orgs are linked to offers

36. Submission to DOM Special departments submit 2 paper copies of the following –Cover letter from department director –From the data warehouse, B – Approp Report – General Fund with column Y1DEPTTOTREQ displayed –From the data warehouse, B – Approp Report – Other Fund with column Y1DEPTTOTREQ displayed Due to your DOM analyst on October 2 by 10 am

37. Questions ??? You have several options….

38. Consult FY 07 Manual Consult your FY 07 Department Request Manual, the process is largely unchanged I/3 Budget FY07 Department Request Training Found at: http://www.dom.state.ia.us/budget_redesign/training.html

39. Attend an Open Lab Monday, September 25 from 1 to 3 pm Thursday, September 28 from 1 to 3 pm All Open Labs in Hoover Labs, B Level DOM analysts will be available to answer questions

40. New User?? Attend Training Training for new users to I/3 Budget or those who have not updated spending plans Wednesday, August 16 from 8:30 – 12:30 pm, Hoover Labs, B Level To register, contact Marcia Murrow –Marcia.Murrow@iowa.govMarcia.Murrow@iowa.gov –515-281-8525

41. Contact a DOM Analyst We’re here to help.