OBMS Budget SystemOBMS Budget SystemLeslie Lujan and David Vigil

School Budget & Finance Analysis Bureau

February 21, 2008

PurposePurpose• To familiarize new business

managers on the OBMS• To demonstrate how to enter a

budget using the system

• To print budget reports

• Maintenance BARs

Budget DemonstrationBudget Demonstration

• OBMS system emails

• Budget Entry Page– Enter revenues and

expenditures

• Budget Actions Page– Fund Summary– Flowthrough Approvals– Submit budget in its entirety– Resubmit individual Funds

• Print budget reports

OBMS System EmailsOBMS System Emails

•http://164.64.166.238/PED_OBMS/Login.aspx•To obtain Login & Password: Contact Your Budget Analyst

Budget Entry PageBudget Entry Page

Budget Entry Budget Entry Page-Cont’dPage-Cont’d

Program: 1010

•Click Retrieve to see the Budget Lines for Data Entry

•Click on worker icon to enter compensation data

•Click Save often to ensure data is not lost

Budget Entry Budget Entry Page- cont’d.Page- cont’d.

•Worker Icon opens Job Class screen

•Back button returns you to the Object level

•Arrow buttons navigate between objects 51100-51300

Program 1010

Budget Budget Actions Actions PagePage

•Unbalanced Budget

•Won’t allow you to submit to PED

Budget Actions Budget Actions Page-Cont’dPage-Cont’d

Expand Fund

Fund Details

Click the magnifying glass to expand the Budget Lines

Budget Actions Budget Actions Page-Cont’dPage-Cont’d

Submit Budget Button

•Only Appears when the budget is balanced

•Once submitted, no more entry can take place without PED approval.

Budget Budget Actions Page- Actions Page-

cont’dcont’d

•Flowthrough Funds are approved separately

•Green checkmark indicates PM & FM approval

Budget Actions- Budget Actions- Fund Re-SubmitFund Re-Submit

•PED can return a fund to a district/charter/ REC to edit

•Once the fund is edited and in balance, it can be resubmitted

Printing ReportsPrinting Reports

• PED uses three budget reports that comprise the Final Approved Budget:– Budget Summary– Budget Revenue– Budget Expenditure Detail

• Click “Reports” Tab

• Select “Budget Report” in the 1st dropdown menu

• Select one of the three reports mentioned above

Printing Reports –cont’dPrinting Reports –cont’d

• Select district/charter/REC• Click “view report”• From here you can click the printer

icon or export to your favorite format (excel, .pdf, etc.)

Maintenance BARMaintenance BAR

• This is known as the Intra-Function Transfer BAR

• Used to do budget transfers within highest level functions (i.e. 1000, 2000, 3000, 4000)

• Example: Able to transfer from function 1000 to 1000, or 2100 to 2500

• Does not need PED Approval

Create Maintenance BARCreate Maintenance BAR

• From the OBMS Home Page, click on the “BAR” tab

• Click “BAR Actions”, Select District/Charter

• Select “Maintenance” for Adjustment Type

• Select Fund/Subfund number• Click “Create”• Click on the “BAR Entry” tab

Enter Data & Process Enter Data & Process Maintenance BARMaintenance BAR

• On the “BAR Entry” tab, complete the BAR Header and BAR Lines Sections

• Ensure that your BAR balances to “$0.00”

• BM & SP roles approve BAR on the “Budget Actions” page

• BM must enter Local Board Approval Date on the “Budget Actions” Page

• BM clicks “Finalize Maint. BAR” button• Maintenance BAR is complete.

Print Maintenance BARPrint Maintenance BAR

• Prior to BAR being finalized, go to the “BAR Entry” page

• Expand the blue “BAR Header” and click the printer icon on the right side of the blue header

• After the BAR has been finalized, go to the “BAR Actions” page

• Click the printer icon on the right side of the blue “BAR Summary”

RecapRecap

• Refer to the Uniform Chart Of Accounts (UCOA) for OBMS valid account lines – Current Version: revised 8/27/07

• PSAB Supplement 3 and PED UCOA

• UCOA and Supplement 3 will be updated for 08-09 school year budgets/BARs/actuals

• OBMS supports budget management for districts, charter schools and REC’s

• Questions/Comments

Contact InformationContact Information

• POD helpdesk- 505 243-2287

larry.mccartney@podassoc.com

• Leslie Lujan- 505 476-0391

leslie.lujan@state.nm.us

• David Vigil- 505 827-6626david.vigil12@state.nm.us

http://www.ped.state.nm.us/div/fin/school.budget/index.html