OBMS Updates – Project Plan

OBMS Updates – Project PlanOBMS Updates – Project Plan

Leslie Lujan & David VigilLeslie Lujan & David VigilNM Public Education DepartmentNM Public Education Department

September 20, 2007

OverviewOverview OBMS ActualsOBMS Actuals

Target date for uploads to “Live” Target date for uploads to “Live” systemsystem

Data review process & reportsData review process & reports Submit data to PED-budget analystSubmit data to PED-budget analyst Common IssuesCommon Issues

OBMS BAROBMS BAR Maintenance BAR processMaintenance BAR process BAR UtilitiesBAR Utilities OBMS BAR User FormOBMS BAR User Form

OBMS Actuals-OBMS Actuals-Target date for uploads to “Live” Target date for uploads to “Live” systemsystem

A handful of districts, charters,A handful of districts, charters,

& REC’s have not successfully & REC’s have not successfully tested their data.tested their data.

Target date to go “live”- End of Target date to go “live”- End of Sept. ’07Sept. ’07

Review the steps after initial Review the steps after initial upload of files into “Live” systemupload of files into “Live” system

OBMS Actuals-OBMS Actuals-Data Review ProcessData Review Process

Click on “Actuals”

Click here to

review data

1.Select District/Charter School

2.Select Reporting Period

3.Select Account Type

4.Click “View Report”

Once the report is visible, select an export format and click “export” to view or save the report.

OBMS Actuals-OBMS Actuals-Submit data to PEDSubmit data to PED

After reviewing data, you will After reviewing data, you will submit the files to your PED-submit the files to your PED-budget analyst.budget analyst.

For the period, delete unwanted For the period, delete unwanted or incorrect files- a “Submit” or incorrect files- a “Submit” button will then appear.button will then appear.

The “Submit” button will only The “Submit” button will only appear for the Business appear for the Business Manager (BM) role.Manager (BM) role.

1. Delete unwanted files

2. Click “Submit”. You are now restricted from uploading any more files for that period.

OBMS Actuals- OBMS Actuals- ContinuedContinued

Once submitted, your files will be Once submitted, your files will be approved or disapproved by your approved or disapproved by your analyst.analyst.

If approved, your reporting If approved, your reporting requirements for that period are requirements for that period are complete. complete.

If disapproved, the reporting period If disapproved, the reporting period is “opened-up”, and you may is “opened-up”, and you may resubmit corrected files.resubmit corrected files.

Submit other required final report Submit other required final report documents as instructed by PED-documents as instructed by PED-School Budget Bureau.School Budget Bureau.

OBMS Actuals- OBMS Actuals- Common QuestionsCommon Questions

Upload Error “Not Authorized to Upload Error “Not Authorized to upload a file for this entity.”upload a file for this entity.”

Validation Error- “Invalid COA Validation Error- “Invalid COA Line”Line”

Report Issue- submitted a 0 Report Issue- submitted a 0 error file, amounts and FTE’s error file, amounts and FTE’s are 3 times what they should are 3 times what they should be.be.

Actuals Uploader- “Save or Actuals Uploader- “Save or Cancel” dialog box. What’s next Cancel” dialog box. What’s next after it is saved?after it is saved?

OBMS BAR System-OBMS BAR System- Maintenance BAR Maintenance BAR

ProcessProcess

Maintenance

In BAR Actions, there will be a “Maintenance” option when creating a BAR

Maintenance

Create

Select Fund/Subfund

Click “Create”

Maintenance

2500

Source Expenditure

Destination Expenditure

Maintenance BARs- Cont’dMaintenance BARs- Cont’d

Allows transfers Allows transfers withinwithin highest highest level functions (i.e. 1000, 2000, level functions (i.e. 1000, 2000, 3000, 4000).3000, 4000).

Maintenance BARs do not Maintenance BARs do not come to PED staff for approval.come to PED staff for approval.

Only Business Mgr. (BM), Only Business Mgr. (BM), Superintendent (SP) approvals Superintendent (SP) approvals and local board date needed.and local board date needed.

Target date- December, 2007.Target date- December, 2007.

OBMS BAROBMS BARBAR UtilitiesBAR Utilities

Used to manage BAR contactsUsed to manage BAR contacts Used only at local levelUsed only at local level Only Business Manager (BM) Only Business Manager (BM)

role can manage contacts.role can manage contacts. OBMS BAR User Form is not OBMS BAR User Form is not

used to edit/add/delete BAR used to edit/add/delete BAR contacts.contacts.

OBMS BAR-OBMS BAR-BAR UtilitiesBAR Utilities

1. Click “BAR Utilities

2. Expand “Entity Contacts”

3. Search for, then Edit users or…

4. Add new user


Enter new user info and click “Save Contact”

1. Click the icon next to “BAR” under Contact Type

1. 2. Select entities to be added or removed from the windows on the right and click “Save”


Used to add new users or delete Used to add new users or delete users no longer employed.users no longer employed.

Does not add user as BAR contact Does not add user as BAR contact (use BAR Utilities instead).(use BAR Utilities instead).

Available on PED School Budget Web Available on PED School Budget Web Page- Page- www.ped.state.nm.us/div/fin/school.budget/index.htmlwww.ped.state.nm.us/div/fin/school.budget/index.html

Remember to update users Remember to update users frequently-Especially users that leave frequently-Especially users that leave your district/charter school.your district/charter school.

OBMS BAR-OBMS BAR-BAR User FormBAR User Form

OBMS BAR User FormOBMS BAR User Form

OBMS-ContactsOBMS-Contacts

OBMS HelpdeskOBMS Helpdesk Larry McCartney- 505-243-2287Larry McCartney- 505-243-2287

[email protected]@podassoc.com

PED ContactsPED Contacts Leslie Lujan- 505-476-0391Leslie Lujan- 505-476-0391

[email protected]@state.nm.us

David Vigil- 505-827-6626David Vigil- 505-827-6626 [email protected]@state.nm.us

Documents

OBMS Updates – Project Plan