BAS Introduction

Created on 10/2/2017 4:37:00 PM

Training Guide

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Table of Contents BAS Introduction .......................................................................................................... 1

BAS Introduction ...................................................................................................... 1

BAS Forms ...............................................................................................................18

Training Guide

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BAS Introduction

BAS Introduction

The Budget Amendment System (BAS) is used to make amendments to budgets by each departments, before presenting to public hearing and approval.

The current BAS system will be replaced by custom application (BAS), built using Oracle technology and leveraging the EBS application framework and data.

Budgets are initially created in the Hyperion application and once the president’s approval is obtained, it is extracted as a flat file, to be loaded into the custom BAS application.

Amendments are done to the budget by various departments within the BAS application and finally submitted for approval. All the historical information on the changes to the budget are maintained in the custom BAS application.

The finally approved budget data is loaded into Hyperion for review and upload into oracle EBS.

Procedure This topic will cover: - BAS Basic Navigation Estimated time to complete this topic: 5 minutes

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Step Action

1. In order to access the Cook County Budget Amendment System (BAS), you must have a username and password in Oracle Application (eBS). Three different roles have been identified and assigned to the user, based on their business responsibilities. -BAS Administrator -BAS Super User -BAS Analyst

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Step Action

2. A BAS Administrator, user can perform the following functions: 1) Define the amendment period and Initiate the import of the yearly budget from Hyperion into BAS. 2) Define the amendment group and manage the members of the group. 3) Review the budget information and provide the necessary permissions to the amendment group members, who can make amendments to the budget. 4) Provide access to certain amendment group members outside the amendment period to create any substitute amendments.

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Step Action

3. A BAS Super User, user can perform the following functions: 1) Review the budget amendments submitted by the BAS Analyst and make it ready for submission to the Chairman of Finance for inclusion in the Amendment Hearing by the County Commissioner. 2) Lock the amendment and prevent any further changes to the amendment, to review and submit the amendment for hearing.

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Step Action

4. A BAS Analyst, user can perform the following functions: 1) Make amendments to the budget, on behalf of the group. 2) Finalize the amendments and submit it for review by clicking the submit button, to send the final amendment to the BAS Super User for review. 3) View only the changes done by his/her group members.

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Step Action

5. The user should be a valid employee attached with his/her User ID. In order to perform the Analyst role in BAS you need to attach the “CC Budget Amendment User” responsibility to your login with the help of DBA. In this example, double-click the Amendment list item.

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Step Action

6. The visible menu options will differ depending on the role that you log in as. The BAS Analyst will not have access to the Setup menu option. Double-click the Amendment list item.

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Step Action

7. The Find Amendments window is displayed. This window is used to search for amendments using a variety of criteria and the Find button or Creating a new amendment by using the New button.

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Step Action

8. Click the Amendment User Group field Search button.

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Step Action

9. The User Group Name window is displayed. This window allows for selection of the relevant user group. Each amendment is placed in a particular user group that each user will be granted access to. In this example the BAS Administrator has access to multiple user groups. Click the Cancel button.

Step Action

10. Each amendment in the BAS will have a specific name, the Alias is used mainly by the budget department to assign a traceable sequence number. Click the Amendment Name Search button to view list of available amendments.

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11. The list of amendments are displayed in the Amendment Name window. Select the relevant amendment to be viewed from the displayed list. In this example, click the Test Amend CK2 (Copy of #45) 58 Amendment Name cell.

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Step Action

12. Click the OK button.

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Step Action

13. To search for the amendment, click the Find button.

Step Action

14. The Cook County Budget Amendment window is displayed showing the queried amendment. The amendment is displayed by: - Amendment Name - Alias - Amendment User Group and - Status

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15. Use the “Submit” checkbox to mark the amendment as submitted. An amendment can be flagged (“checked”) to signify to the Budget Department (DBMS) that it is complete and ready for submission to the Chairman of Finance for inclusion in the Amendment Hearing(s) by a County Commissioner. The “Lock” checkbox is used only by the Budget Department to secure the contents of an amendment. Once checked, the amendment will be locked and becomes ‘browse-only’. You must contact your budget analyst and request them to unlock the amendment if you wish to return to editing it.

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Step Action

16. The Cook County Budget Amendment window also provides options for the following: - PDF Preview (HTML Preview of amendment) - Print Multiple Amendments (ability to print several amendments in one report) - Copy Amendment - View Activity Log

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17. Changes can also be made to the amendment such as: - Delete Amendment - Edit Amendment - Reinstatement Amendment - Add New Amendment

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Step Action

18. Click the Close button.

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Step Action

19. This topic will covered: - BAS Basic Navigation End of Procedure.

BAS Forms

The Budget Amendment System (BAS) is used to make amendments to budgets by each departments, before presenting to public hearing and approval.

The current BAS system will be replaced by custom application (BAS), built using Oracle technology and leveraging the EBS application framework and data.

Budgets are initially created in the Hyperion application and once the president’s approval is obtained, it is extracted as a flat file, to be loaded into the custom BAS application.

Amendments are done to the budget by various departments within the BAS application and finally submitted for approval. All the historical information on the changes to the budget are maintained in the custom BAS application.

The finally approved budget data is loaded into Hyperion for review and upload into oracle EBS.

Procedure This topic will cover: - BAS Forms Navigation Estimated time to complete this topic: 8 minutes

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Step Action

1. In order to access the Cook County Budget Amendment System (BAS), you must have a username and password in Oracle Application (eBS). Double-click the Amendment list item to launch the amendment find form.

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Step Action

2. The Find Amendments window is displayed. This window is used to search for amendments using a variety of criteria and the Find button or Creating a new amendment by using the New button. Click the New button to create a new amendment.

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Step Action

3. The Select Budget Amendment User Group window is displayed. Each amendment must be assigned to a particular user group. Each user will be assigned certain user groups, when creating an amendment, select from the user groups in the list. Click the Select User Group Search button.

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Step Action

4. The User Group Name window is displayed, showing the list of available user groups. Select the appropriate user group from the displayed list. In this example, click the 2nd Dist - Commissioner Deer User Group Name cell.

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Step Action

5. Click the OK button.

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Step Action

6. Click the Select button.

Step Action

7. The Cook County Budget Amendment Information window is displayed. Use this form to select and complete the following: - Amendment Sponsors - Amendment Header information - Personal information - Impersonal information - Non-Budgetary information

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Step Action

8. When creating an amendment, the first-step is to manage the list of sponsors that will appear on the amendment in presentation order. The “Sponsor” tab manages the sponsors in the Amendment. In this example, click the Commissioner Boykin checkbox.

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Step Action

9. Click the Add >> button.

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Step Action

10. The “Add >>” button, which will move the sponsor’s name into the “Selected Sponsors” column. To remove a sponsor, select the name you wish to remove in the “Selected Sponsors” column, and click the “<< Remove” button. Note that this process may be repeated for multiple sponsors. Once the sponsors have been selected use the "Up" and "Down" button to arrange the order that the sponsors will appear on the amendment.

Step Action

11. Click the Next Step button.

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Step Action

12. The Header tab is displayed. This is the second step of the Header section wizard. There are limits on the amount of text you can enter for the following fields: The “Amendment Name” has a limit of 150 characters The “Source of Funding” has a limit of 500 characters The “Explanation of Amendment” has a limit of 1,500 characters The “Budgetary Unit” has a limit of 255 characters The Amendment Alias is used mainly by the Budget Department. The purpose is to assign a traceable sequence number to the Amendment which can be cross-referenced later. Amendment Name and Amendment Status is a Mandatory field and Sponsor is Not Editable Field.

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Step Action

13. Enter the desired amendment name into the Amendment Name: field. In this example, enter "test".

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Step Action

14. Click the Next Step button.

Step Action

15. The Non-Budgetary tab is displayed. The Non-Budgetary step consist of Regular text ( text editing like in Microsoft Word but not as extensive), as well as rich text editor (assign bold, italic or underline and other available attributes on the text). These Regular and Rich text attributes will be shown on the amendment printout. Regular and Rich Text entry is Optional Entry. If you want to Enter the Rich text, then you need to click on “Go To Rich Text Editor” button.

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Step Action

16. Click the Save And Complete Header button.

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Step Action

17. The Personal tab is displayed. The “Personal” section is where personal amendment line items (positions) are entered. Personal line items are position adjustments. Positions can be from various departments

Step Action

18. Once department is selected, “Summary of Positions by Find, Program and Job Name” for that department will display. - “Reset Personal Section” button will remove all personal line items and clear all “<IN USE>” marks. - “Reset Line Item” to revert the “Comm Salaries” Changes for that Particular Line. - “Save” button to save the Amendment Changes into Database table. Click the Next button.

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Step Action

19. The “Impersonal” tab is where we enter Impersonal amendment line items. Impersonal line items are budgetary account adjustments. Like the positions in personal section, accounts can be from various departments. Click the Next button.

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Step Action

20. The “Preview” tab shows the amendment sections in the layout of the printed document. Click the Exit button.

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Step Action

21. This topic will covered: - BAS Forms Navigation End of Procedure.