This chapter describes the steps necessary for implementation of the BPS System. These procedures affect a number of profiles in both BAS and BPS. Therefore, it is important that the steps be completed in the proper order.
BAS SYSTEM
BAS MASTER PROFILE
The BAS Master Profile Record must be changed in order to provide access to BPS.
Using your BAS manual as reference, make the BAS Master Profile change as illustrated below.
04 = BPS/POM/FEX/ATS/WIS [BPF#AW] B
This field allows the user to define to BAS the fact that the Budget Planning System is in place. Enter the existing list, adding a 'B' in the first position; this will cause the BPS to appear as Menu option # 6 in the Budget Control Module of BAS. It is from here that the BPS system will be entered.
BAS BATCH CODE MAINTENANCE
A batch code of BPS must be created in BAS to support the BPS to BAS transfer (7.7.2.7) and CLEAR BAS Budget (7.7.2.9). The entry type must be 'B', the GL clearing account must be the budget clearing account and the GL bank must be the system clearing account.
SECURITY MANAGEMENT SYSTEM
If the Security Management System (SMS) is in operation, there are several profile records which must be changed to accommodate BPS as well. Refer to the SMS manual for instructions.
BPS MASTER PROFILE
Refer to men option 7,1,1 for full details.
OPERATIONAL CYCLE
The Modular Overview and Operating Procedures described in Chapters II and V of this manual cover the operational aspects of BPS and contain descriptions of all menu options of the System, as well as a reference to those activities that may be considered external to the normal menu- driven environment. It is important that the steps of operation be completed in the proper order; otherwise the information contained therein may not be accurate.
THE PROPER SEQUENCE OF OPERATION IS:
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Create BPS and modify BAS and SMS profiles as described in this manual.
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Create the BPS Budget Maintenance file by running a BAS to BPS Transfer (menu option 5,1).
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Create a '0' Budget ID for the current Budget Year (see BPS Profile).
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Create a '0' and '1' Budget Phase ID's for the current Budget Year (see BPS Profile) and '0' Budget ID.
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Create Budget Specification Parameters (menu option 7,2,2). If Budget Detail Entry is to be required, a parameter with the code of 99 must be created.
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Create the Budget Specifications (menu option 7,2,1).
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Enter Budget Details, if required.
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Interface budget information from external systems, if required.
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Run Create Transactions from Specifications (menu option 2,6,1)
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Prepare Budget Reports, if required.
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A BPS batch code must be created in BAS in order for the BAS system to accept the input from BPS. When the Budget Projections report is accurate, run the BPS to BAS Transfer to copy the new budget information to BAS. This will become the effective budget for the year specified.