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Inquiry and Search

  1. Overview - A basic overview of the new BPM Budget Modification System.
  2. Submitting a Request - A walkthrough on how to create and submit new requests for budget modifications.
  3. The BudMod Form - An explanation of the various fields on the Bud Mod form and how to fill them out.
  4. Upload, Download, Copy, Print - An explantion on some of the more complex functionality available.
  5. Inquire and Search - How to navigate and utilize the robust search functionality within BudMod.
  6. Managing Your Workspace - A guide on approving requests and managing workflow items within Workspace.

In this Section:


Introduction
Click the Inquiry/Search tab to launch the system's Inquiry/Search function. Use the Inquiry/Search function to search for and view information on any budget modification requests that you are authorized to access. You can create a report listing information on all or selected requests; export the listing as an Excel or print-ready PDF file; drill down to more detailed information on individual requests; copy an existing request to use it as a draft for a new one; and/or export the information in an individual request as an Excel file.

  • You can narrow your search, as desired, by fiscal year, keywords, submission date, division, chartfield, approval status and more.

Performing an Inquiry/Search
1. Click the Inquiry/Search tab within the Budget Modification Request System to launch the Inquiry/Search function and open the Budget Inquiry/Search Parameter screen.

Screenshot of The Budget Inquiry/Search Parameter Screen

*Screenshot of The Budget Inquiry/Search Parameter Screen


2. In the Budget Inquiry/Search parameter screen, as desired, specify particular parameter values (criteria) and/or keywords to narrow your search, or leave them at their defaults (blank, ALL) for the very broadest search results.

  • You may narrow your search by Budget Adjustment Number(partial numbers accepted), Fiscal Year, Keyword (up to three), Submit Date range, Division, Account, Project ID, Approval Status, One-time Adjustment flag, Balanced/Non-Balanced, Approval Date range, Org, Fund, Project ID Keywords and/or Org ID Keywords (up to three of each).
  • For each parameter list (e.g., Division, Account), scroll down the list and highlight the value(s) you wish to select. Hold down the Ctrl key while clicking to highlight more than one choice in a list, or highlight All to include all of the choices in the category.
  • For free-form fields (e.g., Keyword), simply enter the information into the field.

3. Use the Order by fields to specify the order in which the requests which your search brings up should be listed.

4. Click Search. The system generates a listing of all budget modification requests that meet your criteria.

Screenshot of Budget Inquiry/Search Parameters

Screenshot of Budget Inquiry/Search Parameters


Using Inquiry/Search Results
Clicking Search on the Budget Inquiry/Search parameter screen generates a listing of all requests that meet your search criteria:

Fig. 2. The Search Results screen. In this example, our search returned five requests.

Fig. 2. The Search Results screen. In this example, our search returned five requests.


  • The Budget Number column displays each request's Budget Adjustment #.
  • Additional column entries list the Description, Approval Status, Requestor, Reviewer, and the Request and Reviewed Dates of the individual requests.
  • The Pending On column indicates the individual for whose action the corresponding request is waiting, before it can go on to the next step in the approval process. A dash in the column indicates that the request has completed the process.
  • Net Effect entries show the net increase or decrease resulting from the transaction.

Results can be sorted by clicking on any of the headings on the Search Results tab. If your query has returned multiple pages of results, clicking on the headers will sort all of your returned results regardless of page number.
 

Exporting an Excel or Print-Friendly PDF File
Using the Export buttons at the top right of the Search Results window (see A in Fig. 2), you can now export your search results as an Excel file and/or a print-friendly Adobe Reader (Acrobat) PDF file, and save the file on your computer.

  • While the example that follows illustrates exporting search results as a PDF file, you can use a similar procedure to export your search results as an Excel file.

Example: Exporting Results to a PDF File

1. Locate the Export buttons at the top right of the Search Results window (see A in Fig. 2), and click the PDF export button, as desired.

2. In the File Download dialog box that opens, click Save.
 

File Download

3. In the Save As dialog box:

a. Open the Save in menu at the top, and click to select the folder in which you wish to store the file.

b. In the File Name field, enter a new name for the file, if desired.

c. Click Save to save the file on your computer.
 

Save As

4. Locate the file on your computer, and double-click its icon to open it in Adobe Reader (Acrobat). Click the Adobe Reader printer icon to print the report on your local printer:

Search

Drilling Down to Detailed Information on an Individual Request
1. Back in the Search Results window, locate the Budget Number column, and click the BAN # of the request of interest (see B in Fig. 2).
2. The request will open:

Fig. 3. Clicking a request's BAN # in the Search Results window opens this view of the request.

Fig. 3. Clicking a request's BAN # in the Search Results window opens this view of the request.


3. From here, you can:

  • Click the Export-to-PDF button (see A in Fig. 3) to export the request as a Adobe Reader (Acrobat) PDF file.
  • Click the Export-to-Excel button (see B in Fig. 3) to export request information as an Excel file.
  • Click Copy (see C in above illustration) to create a copy of this request and use the copy as the starting point for a new request.
  • Click Cancel (see D in Fig. 3) to return to the Search Results window.
     

Using a Copy of an Existing Request to Start a New One
Using your search results, you can create a copy of an existing request and use the copy as the starting point for a new request.

  • You can do this after drilling down to the request (see Drilling Down to Detailed Information on an Individual Request) or directly from the Search Results window (described below).

1. In the Search Results window, locate the row containing the request of interest and click the Copy icon at the far right of the row (see C in Fig. 2).

Search/Inquiry BudMod

2. The information contained in that request will be copied to a new Budget Modification Request form that will now open, ready for you to edit and submit as a new request.

BudMod Inquiry Search

Exporting an Individual Request as an Excel or Print-Friendly PDF File
Using your search results, you can export the information in an individual request as an Excel file or a print-friendly PDF file, and save the file on your computer.

  • You can do this after drilling down to the request (see Drilling Down to Detailed Information on an Individual Request) or directly from the Search Results window (described below).
  • While the example that follows illustrates exporting this information as an Excel file, you can use a similar procedure to export it as a PDF file.

1. In the Search Results window, locate the row containing the request of interest and click the Export as Excel icon at the far right of the row (see D in Fig. 2).

Inquiry/Search BudMod
  • Or, for a PDF file, click the Export as a PDF File icon to the right of the Export as Excel icon (see D in Fig. 2).

2. In the File Download dialog box that opens, click Save.

3. In the Save As dialog box:

a. Open the Save in menu at the top, and click to select the folder in which you wish to store the file.
b. In the File Name field, enter a new name for the file, if desired.
c. Click Save to save the file on your computer.

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