Rejecting a Planning Center Budget

Overview

An Agency Reviewer should reject lower-level planning center budgets when an Agency Preparer needs to make one or more changes in those budgets. Only planning center budgets with a status of Submitted can be rejected.

• Good business practice recommends that the Agency Reviewer contact the proper Agency Preparer by phone or email. The Agency Reviewer should explain the reason for rejecting the planning center budget and the changes needed to correct it.

When deciding whether to reject, the following list includes some common errors or reasons an Agency Reviewer might reject a planning center budget for a scenario/activity:

• An Agency Preparer did not follow the OBM Budget Guidance.
• The Agency Preparer did not follow the agency’s internal budget development instructions about planning targets and other budget allocations.
• The Agency Preparer did not use notes or attach documents to explain their request and/or budget adjustments.
• An Agency Preparer submitted an incomplete planning center budget or the wrong budget version for review.
• The Agency Preparer made unrealistic or incorrect budget estimates for the planning center budget activity.
• OBM has provided new guidance and is asking the Agency Preparer to revise their budgets.

In Summary

When a planning center budget is rejected, the Agency Reviewer should talk with or email the Agency Preparer the reasons for the rejection and the changes needed to correct it.

Agency Reviewers can review, reject, edit, and approve planning center budgets in BPM.

Use standard reports during the budget process to help create, review, and submit agency budget requests to OBM.

Until all agency planning centers for a scenario/activity are submitted, Agency Reviewers can review and reject, but cannot edit or approve planning center budgets (i.e., all OPA planning centers for an agency have to be submitted before the OPA budget can be approved). Agency Reviewers can check budget statuses and view planning center versions of any planning center budget in their assigned scenarios/activities at any time. They can view the Line Item Details page for a planning center version by clicking the View link for the planning center and version on the My Planning Workspace: My Review Workspace page.

Budget statuses describe the budget development progress for planning center activities. The statuses are:

• Submitted – Sent to next level of review
• Open – Can edit or submit
• In Review – Reviewer has opened to view or edit
• Rejected – Returned to Preparer for changes
• Approved – Accepted by Reviewer and submitted to OBM
• Not Ready – Reviewer can’t work with this agency-level budget
• Only Reviewers can see the Not Ready status.

A planning center budget has been submitted for the Reviewer's review and approval or rejection.

Steps

• Planning and Budgeting > Activity Preparation > My Planning Workspace

1. Enter or select "Reviewer" in the Role Name field.

   

    

2. Click Search.

   

    

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

3. Click the appropriate Scenario.

   

    

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

• If the Status displays "Not Ready," this budget can be viewed, but no changes can be made until the Status displays "Submitted."
• This page can be accessed by another link once inside the application; one of the possibilities is by clicking the My Workspace link.

  

   

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.

7. Click the View link of the master version line item for the planning center budget to review.

   

    

• Check the agency's planning targets using the OAKS BI-Cognos BPM-0006 Agency to Target Compare Report.
8. Click the My Workspace link to review the budget breakdown.

   

    

• The My Planning Workspace page displays an overview of the Status.

9. Click the My Review Workspace link to review the details of the budget.

   

    

• The My Planning Workspace page displays, the My Review Workspace text is no longer a link, and the My Preparation Workspace text, to the left, is now a link.

10. Select the budget version to review in the Version dropdown list for the desired planning center.

    

     

11. Click the View link for that line item.

    

     

• The Line Item Details page displays.

12. Adjust the page dimensions (i.e., what columns are displayed in the table.)
1. Click the Dimensions and Members header bar arrow.

   

    

• The section expands.

2. Select (or deselect) the Show Code checkbox for the desired dimensions.

   

    

• Any options selected will display on the page.
3. Click Refresh Dimensions.

   

    

• The table display refreshes to match the dimensions selected.

13. Click the My Workspace link.

    

     

• The My Planning Workspace page displays.

14. If the budget line item needs more work, reject the planning center budget. This is done from the My Review Workspace page.
1. Click the My Review Workspace link.

   

    

• A list of planning centers displays.

2. Click Reject.

   

    

• The Reject Confirmation page displays.

3. Click OK to confirm the reject.