Entering, Deleting, Viewing Line Item Notes

Overview

Notes can be added to OAKS BPM line items (ChartField strings) for clarification or to explain why certain budgeting choices were made. Agencies should consider using the Notes functionality to provide detailed information that justifies the dollar amounts entered for each OAKS BPM line item (ChartField string). This allows your agency to make a permanent, easily accessible record.

OAKS BPM allows notes to be created for a budget line item (ChartField string). Notes can be assigned to have a public or private status. Only the person creating the note can view private notes that have been entered. Reviewers, other Preparers, and OBM Budget Analysts can view public notes in planning centers to which they have access. OBM will not access an agency’s budget request or public notes until after the budget due date.

Click the Notes icon (on the Line Item Details page) to view, edit, or add a note. The push pin in the note indicates that a note exists.

Click the Trash Can icon (on the Line Item Details page) to delete a note.

See the Line Item Notes page to:

• View all public notes for a line item (ChartField string).
• View your own private notes for this line item (ChartField string).
• Enter public and private notes about a line item (ChartField string).
• Delete your own notes about a line item (ChartField string).

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 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 a line item (ChartField string) note should be added.

   

    

• 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 to the right of the Total Amount column.

   

    

• The Line Item Notes page displays.

10. Enter notes in the Enter Notes text box.

    

     

11. Select the radio button for the appropriate privacy setting for the note: Public or Private.

    

     

12. Click Append Note to Log.

    

     

• The text entered is moved to the Notes Log text box.

13. Click OK.

    

     

14. The Line Item Details page displays. BPM highlights the row just changed.

• The Notes icon for that line item now has a pushpin in it.

15. To view a Note, click the Pushpin Note icon.

    

     

15. To delete a Note, begin by clicking the Pushpin Note icon.

    

     

• The Line Item Notes page displays.

1. Click the trash can icon to delete the note displayed.

   

    

16. Click the Unlock link when done.

    

     

• The My Planning Workspace page displays.