Revised: 09/10/2021
Steps below explain:
Supporting documents can be attached to working versions to provide reasons for allocations and budget decisions. In BPM, users can attach files to a version of a planning center scenario/activity. Others who have access to this planning center can see the attachments and open them from the Attachments link on the Line Item Details page.
These file types can be attached:
MS Word (.doc and .docx files)
MS Excel (.xls and .xlsx files)
Text (.txt files)
Adobe (.PDF files)
Supporting documents can be attached to any version of a scenario/activity for a planning center.
BPM allows any file type to be attached.
OBM recommends that executable files (those files ending in .exe) and databases not be uploaded due to the potential for malicious software in these file types.
Please note that the state's IT and public records policies apply to all files uploaded to BPM.
OAKS FIN recommends that file uploads be limited to a maximum of:
Single File: 10MB (zip larger files before attaching)
Total Agency: 500MB
When an Attachments Exist link is visible on the Line Item Details page, use it to open attachments for that budget version.
Remember to click the Save button on the Line Item Details page to finalize a file attachment.
Attach files that the OBM Budget Analyst may use when reviewing and trying to understand how the budget amount was calculated although attachments will not take the place of submitting a formal, hard copy request to OBM. Notes can also be used for other BPM users at your agency for reference. If a file is larger than 10MB, be sure to compress it.
Suggested Budget Attachments:
Spreadsheets
Assumptions
Historical figures
Usage documentation
Grant Information
Attachments to Avoid:
Strategic Plans: Instead provide a link if the attachment is online.
Personnel Files: These files are likely subject to Ohio's Open Records laws. Use discretion if attaching these files.
Extremely Large Files
Undocumented Files: Must include author, date uploaded and location on the agency network.
Out-of-Date Files
Enter or select "Preparer" in the Role Name field.
Click Search.
Search Results displays a list of all models available to someone with the specified role.
Click the appropriate Scenario.
The My Planning Workspace page displays the planning center budgets for that model.
This page can be accessed by another link once in the application; one of the possibilities is by clicking the My Workspace link.
Select the appropriate budget option in the Activity dropdown list.
Select the appropriate option in the Scenario dropdown list.
Click Refresh.
Click the Edit link for the version where the supporting document should be attached.
The Line Item Details page displays
Click the Notes icon
for the appropriate line item.
The Line Item Notes page displays.
Scroll down to the bottom of the screen.
If files have already been attached, a line item will display for each attached file. If an attachment exists that needs to be removed, click the Delete button for that line item.
The File Attachment window opens.
Click Browse.
Navigate to and select the desired file.
Click Open.
The full path for the selected file displays in the text field of the File Attachment window.
Click Upload.
The Attach Documents page with File Details box displays.
The name of the file is displayed as a link under File Name, the User ID (of the person who added the document) is displayed in that column and a Date/Time Stamp (of when the file was uploaded) has been added.
.Click the Unlock link when done.
Search Results displays a list of all models available to someone with the specified role.
Click the appropriate Scenario
.
The My Planning Workspace page displays the planning center budgets for that model.
This page can be accessed by another link once in the application; one of the possibilities is by clicking the My Workspace link.
Select the appropriate budget option in the Activity dropdown list.
Select the appropriate option in the Scenario dropdown list.
Click Refresh.
Click the Edit link for the version where the supporting document should be attached.
The Line Item Details page displays
Click the Notes icon
for the appropriate line item.
The Line Item Notes page displays.
Scroll down to the bottom of the screen.
If files have already been attached, a line item will display for each attached file.
Enter or select "Preparer" in the Role Name field.
Click Search.
Search Results displays a list of all models available to someone with the specified role.
Click the appropriate Scenario.
The My Planning Workspace page displays the planning center budgets for that model.
This page can be accessed by another link once in the application; one of the possibilities is by clicking the My Workspace link.
Select the appropriate budget option in the Activity dropdown list.
Select the appropriate option in the Scenario dropdown list.
Click Refresh.
Click the Edit link for the revision to display the versions where the supporting document should be attached.
The Line Item Details page displays.
Click the Notes icon
of the budget where you want to
view attached supporting documents.
The Line Item Notes page displays.
Scroll down to the bottom of the screen.
