​Introduction

The Budgetary administrator is responsible for Agency and User Maintenance.

Agency Maintenance includes being able to:

• Enable or disable approvals
• Enable or disable E-mail notification
• Enter the range of Batch Numbers

User Maintenance includes being able to:

• Add new users
• Give users access to the application (make users active or inactive)
• Assign roles and permissions to users
  

Agency Maintenance

Click the Agency tab to set up features of the application that will be specific to your agency, such as which type of transactions need to be approved by the agency, enabling e-mail notification, and defining the range of Batch Numbers.

Figure 1 - Agency tab example

 
1. Check the corresponding check box next to Appropriation, G/P Budget, or Alloc/Plan, to require an agency approval step for these sections of the Budgetary application.

• For example, to require an approval step for Allocations, check the Alloc/Plan approval check box.
• If any users are setup as Approvers, the transactions may still require their approval, even if this setting is unchecked. Also, you should setup some users to have Release authority in order to release the transactions to DFM. (See the User Maintenance section below.)

2. Check the Email Notification check box to enable e-mail notifications when budget documents are released. Returned documents generate an e-mail regardless if this is enabled.

3. Enter the Batch Range to define the range of batch numbers between 1 and 899. Batch numbers will then be automatically assigned when a document is sent to STARS.

4. Click Update.

User Maintenance

Click the User Maint tab to add new users, assign roles (security), update users, and give or deny access to the application by making users active or inactive in the application.

Add a New User

1. Click Find New User to search and find users.
2. Type the last name of the new user in the Last Name field. (Type the first few letters of a user’s name if you are not sure how it is spelled.)

• To add an employee from another agency, type the last and/or first name and enter their agency number in the Agency field.

Figure 2 - Find a new user screen example


3. Click Find. If the user cannot be found, contact your payroll administrator to make sure that the user has been added to state payroll records.

4. Click Select next to the user’s name to add and then click OK to confirm adding the user.

5. Check the Active Budgetary User check box to grant the user access to the application.

6. Check each check box needed to assign roles and grant access to specific sections of the application – Appropriations, G/P Budget, or Alloc/Plans. (I.e., if G/P Budget is not enabled for a user, that user will not have access to the G/P Budget section of Budgetary.)

7. Check each check box needed to assign roles or permissions:

a. Approve to assign the user as an Approver.

b. Release to assign permission to release documents to STARS.

c. Admin to assign the user as an administrator of the Budgetary application. It is recommended to have at least two users added for this role so that one can serve as a backup.

• If needed, you could set up users with Release permissions and not have any Approvers. Budgetary documents would then be entered and then released, with the release step being part of the agency’s approval process.
• If any users are setup as Approvers, the transactions may still require their approval, even if the Agency settings for approval have been unchecked. Some users should be setup with Release authority in order to release the transactions to DFM.
• For the Division of Financial Management and the State Controller’s Office: select DFM Release or SCO Release for each user who will review and release transactions. These users will receive automatically generated e-mails from the application when an agency releases transactions which require DFM or SCO release.

8. Click Add User. Once added, the user’s name and the roles selected will be displayed.

Figure 3 - Example of new user added

Update a User

1. Click Select next to the name of the user.

2. Uncheck Active Budgetary User if you do not want the user to have access to application.

3. Check or uncheck each check box needed to assign roles (permissions) or access to specific sections of the application – Appropriations, G/P Budget, or Alloc/Plans.

4. Check or uncheck each check box needed to assign roles (permissions): Approve -to assign the user as an Approver; Release - to assign permission to release documents to STARS; Admin - to assign the user as an administrator of the Budgetary application.

5. Click Update User.

Group Maintainenance

Click the Group Maint tab to add or delete groups. Administrators will be able to add, update existing group names and delete existing groups.

Group is simply an optional tag to help categorize the documents so they can be searched for by fiscal coders, approvers, or used for creating categorized reports. In the Budgetary application, group names apply to all three document types: Appropriations, Grant Project Budgets, and Allocations.

Figure 4 - Group Maintenance screen

1. Type a name for the group and then click Add. Do not use special characters or symbols, including &,',“,<,and \.

2. Click Edit to edit a group name or Delete to delete a group.

• If a group name is deleted, it will not be available on any new Budgetary screens. And if a group name is being used on a Budgetary document that is still in process and the group name is deleted or changed, that document will process with the ‘old’ group name.
• Once all documents have been completely processed with deleted group names, the groups will no longer be available for use from the drop down list.
• Reports can be searched by Group name even if the group name has been deleted or changed.
• On the Status screen of each document type, all group names will be available to search for, even if a group does not apply to that particular document. So, for example, you may search for an Allocation by a group name and not find any documents, because that group name applies only to Appropriation documents.

Change a User’s E-Mail Address

The Budgetary administrator cannot change the e-mail address of a user. Instead, each user is responsible for updating their e-mail address. After logging on and selecting the Statewide Accounting System menu, the user must:

1. Click Edit next to the e-mail address.
2. Enter the correct e-mail address and then click Save.

Figure 4 - Example of E-mail address change