Introduction

Summer Session budget paper forms are replaced by electronic budget recommendation forms in *DEFINE, command BDS.  This form is similar to the electronic budget recommendation form (BDL) used to prepare the long session budget.

The BDS document contains nine Sections for creating and updating budget recommendations.  You will be allowed to create or view budget recommendations for all accounts within your unit.

How to Sign-on to *DEFINE

You will need:
• a workstation that has access to the UT Austin Administrative Mainframe System
• your UT Austin logon-ID and password defined for at least one of the following system/sessions: STUDENTS OR FISCAL

For any logon-related problems or concerns, contact UT Information Services:
• Administrative Computing Services: Information Center 471-8800
• Office of Accounting: HELP LINE (*DEFINE) 471-8802

One way to login to the UT Austin Mainframe is through the TOWER screen as shown below. Determine the system (STUDENTS or FISCAL).  Type the name of the system (ST or FI) and press ENTER.

You will then be transferred to the COMPLETE System Screen.  Sign on using your assigned logon-ID and password. Press enter to proceed.

Note: When you are logging in for the first time, you must change your password.

You will get notification that you have logged on successfully.  At this point type *DEFINE, and press enter.

Congratulations! At this point you have accessed the welcome screen of *DEFINE.

Getting Started

Type BMM in the command field to see all the menus available.  This screen access may vary from person to person since only the commands a user is authorized for will be displayed.

Each Electronic Office Manager will need to authorize departmental desks with access to BMM in *DEFINE.  This is set up through the Electronic Office Management (US1) command of *DEFINE. You are now ready to create a Budget Recommendation Form document.  You may also type ALM or AHM to see Associated Commands.

How to get HELP on-line

PF6

For information about the command, press the PF6 key on any screen and the help documentation will be displayed.  Press enter to page through the documentation or go directly to a screen the list of catch words by entering the screen numbers at the top right.

Field Help

To view on-line help, put a "?" in any field.  A pop-up window with the definition for that term or a table with options will appear on your screen.

Glossary

For help with concepts and terms, access the Glossary by pressing the PF10 key.

In the request line, type the term you need, press enter and a list of choices will appear with the term that you requested at the top of the list. Select the term for its definition.

To see a complete list of terms, just press ENTER, leaving the line blank. Press enter and you will be able to choose a term from the list.

Press CLEAR to exit this screen. A copy of the glossary may be printed using the HH4 command.

Creating a Budget Recommendation Form

To create a budget recommendation form, type BDS on the command line and type the 8 digit account group.  Be sure that the year is correct for budget that you are working on.  (For example, for the Summer of 2000, you will need to change the year to 99-00.)  Press enter.  Type "NEW" in the Action field, press enter. A message will indicate "you have created a new document".  The budget recommendation form cover sheet will include a unique Document-ID and Status "Created".  You will be allowed to create or view recommendation forms for all account groups within your unit.

Cover Sheet

When you have created a new budget recommendation form, the cover sheet reflects the DOC-ID, the Status (Created), and will reflect totals as accounts and line items are entered.  Because data from previous Summer Sessions is NOT pre-loaded, you will add each sub-account (in Section 1 or 5) and each line item (in Section 2).

The "X" on the cover sheet

The "X" by the Section indicates that some information exists on that specific Section.

Totals

Original-Totals and Document-Totals on your cover page will appear on the first line Section 1, Summary of Budget Group.  The totals displayed on the cover sheet will automatically update as you make changes within the various sections of the document.

Navigation

From the cover sheet you can navigate through the sections of the document by typing an "X" in the section field or you may set navigation "profiles" by pressing PF5 and entering numbers beside the document sections in the order that you want to view them.  Standard navigation will begin with the cover sheet and take you through each section in order only if data has been entered in that section.

Actions

In the Action field put a "?" to view on-line help.  A pop-up window with a list of Actions will appear on your screen.  These Actions are similar to those that we use in other *DEFINE documents.

How does BDS differ from other *DEFINE Documents? Changes are allowed at every level throughout the approval chain.  As the document travels, each approver may make recommendations and changes. For this reason, "REC" (recall) is NOT available.

Once you have approved the document, you will have access to view only the cover sheet and Sections 7 and 9.  Any approver in the routing chain may "RET" (return) the document to the creator or "RPA" (return) to a prior approver.

"DEL" - Delete action will remove the document from your in-box and inactive the document. However, the changes that have been made to the document will not be erased. You may create the document again (after a delete) by entering the same budget group with the "NEW" action.  A different document i.d. will be assigned and the document will be created containing the pre-loaded information PLUS changes.

To verify that your document entries are correct use action "VER".  You should receive "WARNING" messages about possible problems you may want to resolve, such as multiple rates on an individual's appointments, and sub-accounts out of reconciliation. You may approve the document, even with warnings.

Certain messages will appear without the word "WARNING".  These indicate problems that must be resolved before you can "APP" (approve) the document.

When you approve the document, you will receive a prompt asking you if you want to "PRT" (print) the document.  Be sure to print before you approve the document if you need to keep a hard copy.

The document can be printed at any local printer or on the administrative mainframe.  The print does NOT require overnight processing.

Budget Group Summary, Section 1

Section 1 shows information by sub-account similar to the printed Form S Summary. On salary sub-accounts and non-salary accounts with itemizations, these sub-account totals will update automatically as the detail screens are changed.  Account group totals appear at the bottom of each screen and also update automatically.  In addition, there are two fields to the right of the Recommended column.  The first shows the Accounting Office object-of-expenditure code associated with that sub-account.  The second shows the percent change in total by sub-account from Original Budget to Recommended amount.

How to add New Sub-Accounts

Press PF2 to add a new Sub-Account.  Type the appropriation code and the sub-account number. Press enter.  For salary items, total recommended amounts will carry forward from the line item detail screens.

For non-salary accounts, type the recommended amount on this screen or itemize non-salary expenditures.  In order to tie to the IF3 report, you are allowed to have multiple entries of various sub-accounts in Section 1.  You may use different appropriation codes with the same sub-account and personalize the appropriation descriptions by typing the second or third line of the appropriation description.

Options

There are several actions that can be performed to the Sub-account by entering an OPTION in the field to the left of the appropriation code.  In Section 1 you can see the OPTION list by typing a "?" on the Action field.  Enter the OPTION you wish to perform on this Sub-account Entry.

Option "O" gives you a pop-up window of information about the object of expense code number for that Sub-account.  Prior year total and current year-to-date expenditure amounts will be shown.

Option "R" allows you to access the reconciliation screen for a specific Sub-account.  Descriptions and amounts carry forward to the summary reconciliation screen in Section 8.

Option "S" allows each Sub-account in Resident Instruction to be grouped by category: Faculty, Instructional Administration or Departmental Operating Expenses.

SECTION 2

Line Item information needs to be entered in Section 2 - Faculty when the document is created.  Access these line items by section:

The Section total appears at the bottom of each screen and updates automatically as changes are entered. This section total carries forward to Section 1.

Setting the View

You can set the view option from your cover sheet, by pressing (PF5) to display line items in one of four different ways:

• View 1 - Displays line items by Item number order
• View 2 - Displays line items by SSN number order.
• View 3 - Displays line items by Job Code order and SSN order.
• View 4 - Displays Collapsed Entries by Job Class Code.

Navigation

Press enter to go to the next page of items.  Start the list at a particular line by typing the item number in the field at the top right and press enter. The line number that you entered will appear at the top of the list on the screen.

Press clear to return to the cover sheet.

TO SEE THE OPTIONS AVAILABLE FOR SECTION 2, TYPE "?" IN THE OPTION FIELD

How to Update a Line-Item

To update information or make recommendations, put an "X" in the field to the left of the line item number.  This will pop up a "Detail Entry for a Line-Item" window into which you may make changes and updates to appointment information for a line item entry in the recommended column on the right.

The previous recommended column displays preloaded information if you are the creator or recommendations made by the prior approver.

At the bottom on the left are protected fields, displaying current and recommended rate information.  The fields at the bottom right contain various preloaded information about the individual.  Changes may be made as needed.

Creating an Unfilled Line

To create a new Blank Line go to the Line Itemization screen press the PF2 key. A pop-up window will appear.  Enter the job class code.

To change a filled position to a blank line use option "B".

Stipend Calculator

Go to the Detail Entry for a Line-Item window, space out the (+) moreable to the right of the Stipend, and the Stipend calculator pop-up window will be displayed.  On the Stipend calculator window you can set a stipend and the % time will be automatically calculated.  This works like the AH3 command in *DEFINE.

Adjusting the Stipend

If the calculated stipend is different from the stipend you entered, you may override the calculated stipend.  Press enter to go to the detail screen. In the OVERRIDE field, enter the correct stipend. Press enter.

OVERRIDE will allow you to force a stipend within $12 more or less of the calculated stipend.

Special features in Section 2, Faculty

Make changes as necessary in the Tenure, Professor Emeritus and Phased Retirement Status fields.

Special Title

To go to the Special Title window, space out the (+) moreable to the right of the job class code and the Special Title pop-up window will be displayed.  The Special Title window is linked to the Development Office.

Space out the (>) greater than sign on the pop-up window, and it provides the current approved Development Office title for the individual.

Updating the Special Title

To select the listed Development board title, type an "X" on the blank line and press enter to automatically enter the correct Special Title for an individual.

SECTION 7

General Budget Group Information

When the document is created for the 8-digit account group, the budget group title and department head are loaded from the current year.  To change the name of the department head, just enter the SSN# of the new person and the name will appear.

Remarks

In Section 7 you can enter REMARKS in the blank lines.  You may enter remarks for only ONE department at a time.  For additional remarks go to a next window by spacing out the (+) moreable to the right of the remarks line and press enter. A pop-up window allows you to append remarks to the document which will NOT print in the final printed budget.

Notes

In the cover sheet there is a document action used to type or display document NOTES.  Type a "?" in the action field or type NOT. NOT allows you to type or read notes about document concerning its routing or to give informal instructions or special comments.  These notes are considered an official part of the document.  The date and name of the person who enters the notes are automatically saved with the remarks.  Once notes are entered, they cannot be erased.

SECTION 8

Reconciliation

In Section 8 is a field to access the reconciliation amounts for the document.  As you are making updates to each section, you may enter reconciliation amounts by sub-account.  To view the reconciliation totals for the account group, you may access the reconciliation screen from Section 8 by blanking the (>) greater than sign to the right of the amount and pressing enter.

Updates may be made to this screen also.

Press enter after entries are complete.  A message will appear at the top indicating the amount the reconciliation is out of balance or if reconciliation is in balance.

Reconciliation MUST be in balance before the document can be approved.

SECTION 9

Departmental Codes

Section 9 is an optional section for entering *DEFINE departmental codes on your budget transactions.  A joint application development group is finalizing the coding options. You will be notified later during the budget process when section 9 has transactions loaded so that you can enter your codes.  By typing an "X" in Section 9 of your cover page, you can access a Department code profiles screen.

Coding Screen

An optional system is available to be used by departments to catagorize and organize transactions.  A CODE (more specifially known as a CODE VALUE) is an identifier (alpha or numeric) that represents detailed information and is associated with transactions at the time of posting.  Code values are located within 1 of 6 CODE FIELDS.  You can use any or all of these code fields and you can give the code fields descriptive titles for your convenience.  Within the code field(s) of your choice, any number of code values may be created.  Use the UC1 command to specify what code field(s) you will be using and to create and title your code values.

*DEFINE

UC1 Screen

The UC1 screen allows you to create your own "code profiles" that are unique to your OFFICE.  These can be used to automatically have the transactions in an electronic document coded for you.  The first document to allow this capability and flexibility is the new Budget "BDS" document.  Since each "BDS" document may contain hundreds of transactions, it is advantageous to departments to have your transactions coded for you.

Department Codes Profiles

From the cover sheet press PF5 to access the window to which you may enter the name of all your Departmental Code Profiles.

The joint application development group is finalizing the *DEFINE coding options, and you will be notified later during the budget process when you can begin coding your transactions.