Ceilings Audit Selection screen Countdown Programme selection Activity selection Review screens Data entry screens Across-the-board manipulations
Rebalancing the budget
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Budgeting software

Main menu

The Budgeting system

All application programmes of the Budgeting system are designed to be intranet-implemented. Data and programmes are separated. The data are stored in a dedicated database called "BudgetBase" which contains nothing else. It is implemented in the data server.

The programmes are stored in a series of dedicated databases (one per functional module) which contain only programmes (no data). They are implemented in the application server. Those application databases access the BudgetBase through "attachments", i.e. virtual tables which are just links containing the information required to access the actual tables in the BudgetBase.

In no circumstances, the databases may be installed onto the users' machines: all users access the application databases through the network only.

In no circumstances, the BudgetBase may be accessed directly: it is accessed through the application databases only.

The budget data entry utility:

The budget data entry utility is designed to enter budget data and nothing else: the classifications, the links between functions and organisational units as well as the programmes/activities library are components of the Classification utility. The printed outputs (reports) are to be designed and will be components of the "Yellow Book" utility.

Menu Database Memo
(Using the "Language" button, the user may select the Montenegrin or English language; this will only affect the language of data extracted from the bilingual budget database, not the programme interface, which is always English)
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Updating the ceilings (by the Supervisors only):

The button in the left bottom corner allows to display a printable report.
The "Check balances" button displays the unused ceilings for each Organisation.

Note: these ceilings are limits only for expenditure having a "CG General Budget" funding source (there is no ceiling for externally funded expenditure).
ceilings
checkceilings
Quick summary
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The programme starts with a selection screen, in which the user is asked to select:
  1. An Organisation
  2. A functional link between the units of the selected Organisation and the functional classification,
  3. IF ANY, a non-dummy programme related with the selected link,
  4. An activity belonging to the selected programme (again, if any only).
(The "Search a link" button helps in finding a functional link when they are numerous)
Selection

Note: the system is designed for Programme/activity based budgeting. However, the Classification utility has a particular command to create "dummy" programmes and activities where no significant programmes exist. So, the system is compliant with a transitional situation where functional and organisational classifications are linked to each other, but no real programmes and activities are in use. This is called "transitional mode", where no reference to the programmes/activities library is shown to the data entry operators.
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Ceilings Audit Selection screen Countdown Programme selection Activity selection Review screens Data entry screens Across-the-board manipulations
Rebalancing the budget
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On demand, the programme will detect double budget lines (button "Check doubles") or ceiling violations (button "Check ceilings") and propose the user to fix them:
Violation violation
If no problem is detected, an "OK" screen is displayed instead:
OK
Note: these audit windows are "modal" windows. This means that you must close them to access other windows, except the window called by the "Go" button in the audit window. Modal windows are displayed with a yellow background.
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Ceilings Audit Selection screen Countdown Programme selection Activity selection Review screens Data entry screens Across-the-board manipulations
Rebalancing the budget
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Once you have selected an Organisation, a "countdown" window is popped up, displaying the available part of the ceiling to be allocated for the selected Organisation (negative balances are displayed in red):

This countdown window will be kept updated as budget lines are created, deleted or edited.

The "Organisation summary" button allows to display and to print a summary for the selected organisation (see  below).

CountDown
Organisation summary
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image7
ButtonIf applicable only
Once you have selected a programme (like above), you may display and/or print its description:

(These data have been previously entered with the "Budget Classifications" utility).

The "Set Spatial codes", "Set Beneficiary codes" and "Set Funding codes" buttons (on top) allow the user to set in one time the spatial, beneficiary or funding codes for all existing budget lines related to selected programme.
NOTE: this will NOT affect new budget lines to be created later.

Programme detail
Programme slip

Button  
AllActiv

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When an activity is selected (like in the upper screen), a new screen is popped up.

From this new screen, you may choose between:

  • View or review the already entered budget lines for the selected activity (blue button),


  • Enter new budget lines or edit the existing ones (red button).
Image14

Activity detail

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(The screens with a grey background are read-only screens: they only allow reviewing previously entered data)
View 1
The screen shown above displays a summary of the budget lines related with the selected activity; the screen shown below displays the detailed data of one budget line.
View 2
The screen "Budget lines in short" has an "Enter/Edit" button and a "Print" button.
Printable report:
(The header will make no reference to programmes and activities if not applicable)
Report

(This is the basic report to be used as a monitoring tool during the data entry phase; the data are shown on an activity basis).
Data entry screens:
(the data entry screens have a white background)
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Data entry screen 1: amounts (in thousands of Euro with 3 decimals, resulting in a one Euro resolution) and economic code. There is provision for three amounts:  first submission,  revised budget and  the final budgeted amount (for the yellow book).
Entry 1

Buttons This group of buttons is the "navigation bar": it allows the user to navigate between the records (from left to right: first, previous, next, last, new).
In particular, the "New" button allows to create a new budget line. A new budget line is added to the budget table when data are entered into the new record. Default values are automatically added for the "Beneficiary", "Spatial" and "Funding" codes. Of course, they may be edited (use the "Other details" button). To delete a budget line, select it and press the "DEL" key, or simply set all amounts to zero.

The "Operate on this selection" button opens a screen allowing some powerful manipulations on the whole set of budget lines related with  the selected organisational/functional intersection. This functionality is to be used carefully, as updates cannot be cancelled:

OperateOnSet
Data entry screen 2: other classifications (Funding, Beneficiary, Spatial):
Entry 2
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Across-the-board manipulations: Across-the-board
Pre-defined filters This "Across-the-Board" form is an extremely powerful tool and should be used by advanced/authorised users only. It allows:

1. copying all selected "Initial" submissions to the "Revised" budget (with a coefficient);
2. copying all "Revised" submissions to the "Final" budget (with a coefficient);
3. applying a coefficient (between 0 and 2, i.e. between 0% and 200%) to all selected "Revised" or "Final" budget lines.
(The "Apply a coefficient to Initial" button is greyed, as initial submissions are not supposed to be modified)

The "Button" button (within the form) allows selecting a pre-defined filter (see left) or creating new  ones.
The similar "Button" button (in the main MSAccess toolbar) allows enabling or disabling the filter.
The detail of active filter is reminded at the bottom of the form.
Caution: these manipulations cannot be cancelled.
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Re-balancing the budget:

A. Using global manipulation:

The "Rebalance current budget" button shown here opens a form allowing to perform  "bundle rebalancing" (see below).
For each budget line, four budget columns appear: Previous Year, Approved Budget, Simulation and Rebalanced Budget. The first two ones are shown for information only (you can't manipulate them). The last two ones are those you will manipulate. The "Simulation" zone is a working area where several updates may be performed and evaluated before they are transferred to the "Rebalanced" zone, when the rebalancing exercise is completed and its result accepted.

The method comprises four steps:Steps

  1. Copy Approved amounts to the "Simulation" zone
  2. Select or define a filter to display only the budget lines to be manipulated
  3. Apply a coefficient to the "Simulation" displayed amounts
  4. Transfer (copy) "Simulation" amounts to the "Rebalanced" zone.
Steps 2 and 3 are to be performed several times, using different filters. The MSAccess toolbar, on top of the screen, comprises a "Filter" button (shown below with a red circle): use it to apply or remove the currently selected filter. Note: when a filter is active, only displayed lines are transferred.


Missing

ToolBar

Image

The Button button displays a printable progress report showing the result of the rebalancing process (the current filter will be applied):

Report

In the main menu, the "Summary of rebalanced budget" button displays a printable global summary of the rebalancing process:

QuickReport

B. Using "precise" manipulation:

In the "Enter now budget data" form shown in the activity selection section of this document, the "Rebalance" button displays a special form allowing line-by-line budget rebalancing for the selected intersection between Organisations and Functions:

Image

From here, you can update the "Simulation" or the "Rebalanced" amounts individually. You can also perform bundle manipulations on the selected budget lines, using the "Opetate on this selection" button:

Form

The method is similar to the "Global manipulation" form shown before, but here the filter is previously determined in the common Organisation/Programme/Activity selection forms.