Attaching, Deleting, and Viewing Supporting Documents

Overview

Supporting documents can be attached to working versions to provide reasons for allocations and budget decisions. For example, attach SOPPS Biennial Payroll Projection worksheets to show the OBM Budget Analyst how the agency came up with the payroll request for each planning center.

In OAKS, files can be attached to a version of a planning center scenario/activity. Other Preparers and Reviewers who have access to this planning center can see all 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 uploaded.
• 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 policies apply to all files uploaded to BPM.

Size Limitations

OAKS BPM 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 displayed on the Line Item Details page, it can be used to open attachments for that budget version.

Remember to click the Save button on the Line Item Detail page to finalize a file attachment.

You must have Budget Line Item Details.

General Recommendation

Only attach files that the Agency Reviewer or OBM Budget Analyst may use when reviewing and trying to understand how the budget amount was calculated. If a file is larger than 10MB, be sure to compress it.

Suggested Budget Attachments

• Spreadsheets
• Payroll projections
• 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• Out-of-Date Files

Steps

• Planning and Budgeting > Activity Preparation > My Planning Workspace

1. Enter or select Preparer in the Role Name field.

   

    

2. Click Search.

   

    

• A list of all models available to someone with the specified role displays.

3. Click the Scenario that has a version to which line items (ChartField Strings) need to be added.

   

    

• The My Planning Workspace page displays the planning center budgets for that model.

4. Click the appropriate budget option in the Activity dropdown list.

   

    

5. Select the appropriate option in the Scenario dropdown list.

   

    

6. Click Refresh.

   

    

• The Workspace table updates to display versions for the selected Scenario.

1. •  This page can be accessed by another link once inside the application; one of the possibilities is by clicking the My Workspace link.

7. Click the Edit link for the version to which an attachment should be added to a line item (ChartField string).

   

    

• The Line Item Details page displays.

8. Click the Zoom icon next to the Find link to the far right of the screen.

   

    

• The Line Item, Main Page window will display.

9. Click the Note icon for the version to which a document should be attached.

   

    

• The Line Item Notes page displays.

10. Scroll to the bottom of the Line Item Notes page to the Attach Documents section

    

     

• If files have already been attached, a line item will display for each attached file. If an attachment already exists, the link will read, “Attachments Exist.”
11. Enter a descriptive name for the document to be attached in the Description field.

    

     

12. Click Attach.

    

     

• The File Attachment page displays.

  

   

13. Click Choose File.

    

     

• The Choose File window displays.

  

   

14. Navigate to and select the desired file, then click Open.

    

     

• The full path for the selected file displays in the text field.
15. Click Upload.

    

     

• The Attach Documents page displays. There is now a link with the file name to the left of the Description field, and the User ID and Date/Time Stamp fields are populated.

10. Click the Add a new row icon to add another attachment.

    

     

1. Perform the steps above to attach another document.
11. Click the Delete button to delete an attachment.

    

     

12. Click OK when you have added, deleted or viewed an attachment on the Attach Budget Documents page.

     

• The Line Item Details page displays.