BAAS Update
New Budget and Amendment System
• What is BAAS?
– BAAS is a new Budget and Amendment
Approval System (BAAS) at DPI
– BAAS will replace the budget/amendment
sub-system of BUD
– The GL and Salary adjustment (202) subsystem of BUD is NOT going away.
• BAAS is funded using the EDUJobs
federal grant.
– In order to have a better mechanism for
collecting and reporting FTEs for all of the
1512 Federal Reporting (ARRA reporting).
• Two components to the project:
– The LEA Financial Vendors are developing
Budget Applications for their users.
• Vendors are SunPac (SARTOX), EMS (ISIS),
Wake County Schools, and CharlotteMecklenburg Schools
– DPI is developing BAAS for DPI Federal
Program Consultants to approve federal
budgets/amendments.
Here is an update from EMS/ISIS:
“ISIS expects to provide for the BAAS integration
through its Budget Manager, available summer
2012. Budget Manager will be a platform for a
full budget development process, as well as
amendments to approved budgets. Integration
with the payroll and the general ledger modules
will simplify mundane tasks.”
Here is an update from SunPac/SARTOX:
“We have assembled a ‘BAAS Focus
Group’ that’s currently made up of
users from eight different LEAs. Our
first meeting will be on February
8th. We’ll be talking about the
overall data flow and presenting
screen mock-ups for their review.
We hope to get started on the actual
programming before the end of
February.”
• Vendors will be able to provide a more
robust budgeting tool
– Improved budgeting for salaries and
benefits
– Budget for all funds
– Improved interfaces with your financial
packages (GL, payroll)
– Improved on-going support
• Benefits of BAAS
– A web-based user interface
• Easier access for DPI Program Consultants
when they are traveling
• LEAs can access BAAS at any time to see the
status and DPI Comments
– Is it waiting on State Board Approval, or it is Under
Review, or DPI is waiting on a response from
someone at your LEA
– Anyone at the LEA can subscribe and see the status
which allows for better information flow
• Benefits of BAAS (cont)
• Sort and filter data for personal viewing
preferences
• Download data to your PC
• Save views of data as “reports”
• View the Allotment Reports and some Financial
Reports
• Changes are coming with BAAS
– COA will be maintained in BAAS
• changes will be available immediately in BAAS
• able to see which accounts are used for
calculating indirect cost recoveries and
administration limits
– DPI Program Consultants will be able to
Deny Budget/Amendments
• Changes - continued
– LEAs cannot send Amendments to DPI
until they have an approved Budget
– LEAs cannot send Amendments if the prior
amendment is not approved
– Benefits may be reported based on payroll
calculations
• Changes - continued
– Budget detail is required for all positions –
certified and non-certified
– Budgeted positions will require position
justifications that are in line with the Grant
Application Narrative
• Changes - continued
– Equipment Detail is now required for
Object #s 461 and 462 in addition to 541
and 542
•
•
•
•
461 = Furniture and Equipment – Inventoried
462 = Computer Equipment – Inventoried
541 = Furniture and Equipment – Capitalized
542 = Computer Hardware - Capitalized
• Changes - continued
– DPI will edit the budget/amendment prior to
loading to BAAS
• If it fails any edit, BAAS will Deny the
budget/amendment
• BAAS will send a Communication Log back to
the LEA showing the errors
• Changes - continued
– Amendments will contain all of the
budgeted lines
• Formerly only showed the lines that changed
• Last Amendment is always the Current
Approved Budget
• Changes – continued
– LEAs will be able to see each others
information
• Because of the Federal Transparency Act, DPI
is not limiting LEAs to seeing just their own
data
• Includes Budgets, Amendments, Allotment, and
Indirect Cost Rates
• A Look at BAAS
– Currently being developed so some of the
screens may change
– If you want to use the system, you must
subscribe using your NCID and password
• http://www.ncpublicschools.org/ncid/
• LEAs will have inquiry access only
• Helpful Features
– Select number of lines you want to view
from a drop down or select “all”
• Helpful Features
– Sort/Filter Features
• In this example, the filter is set to show the
budget for School # 330, and we summed
the budget for the school.
• It is very easy to change the filter to
another school simply by clicking on the
site field and selecting the school #
• You can also show graphical views of the
data
• It is very easy to change to a different
graphical view or to go back to the line
item budget with just a few clicks
• To select a different graphic, click on Edit
Chart and select a different graphic
• Then to go back to the line item budget,
just click on the icon
• You can also perform searches, such as
searching for all budgeted equipment
• LEAs will also have inquiry access to see
– Salary Detail
– Equipment Detail
– COA including:
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•
•
•
•
Fund Codes
Purpose Codes
PRC Codes
Object Codes
Object Type
• Inquiry continued
– Allotment information
• Planning
• Actual
– Carryover information
• Actual
• Allowed for Admin
• Allowed for Transferability
– Indirect Cost Rates
• Inquiry continued
– DPI reports
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•
•
•
•
Planning Allotment
Allotment Revision
Budget Balance Report (JHA305EG)
Cash Balance (JHA314EG)
Compliance Report (JHA350EG)
• You will continue to use BUD until your
Vendor software is available
• There will be a transition plan to move you
over to the new software
• You will not be able to see your
budgets/amendments in BAAS until you
are using the new software
• Implementation Schedule
– Start Testing BAAS in April 2012
– Schedule Benchmarks upon Vendor
Request starting in April 2012
• Due to a delay in the contracts, Sartox and ISIS
are just starting work on the project.
• Please contact your vendors for more
information.
• A couple of Reminders:
– LEAs will not receive their current year
Allotment until they have an Approved
Budget.
– The Budget and Amendment information is
shared with other DPI systems:
• External GL – also referred to as MSA
– Current Approved Budget information is now on the
Budget Balance Report (JHA305EG)
• CCIP - Comprehensive Continuous
Improvement Plan
• Questions About BAAS?
– E-Mail either
• BAAS Business Analyst
– Kathy Horky at Kathy.Horky@dpi.nc.gov
OR
• BAAS Project Manager
– John Rutigliano at John.Rutigliano@dpi.nc.gov