BUDGET PREPARATION INSTRUCTIONS USING
BUSINESS WAREHOUSE – BUSINESS PLANNING AND
SIMULATION SYSTEM (BW-BPS)
1) BUDGET OVERVIEW
These instructions are intended to assist users of the Business Warehouse – Business
Planning and Simulation (BW-BPS) system in understanding the overall budget process and the BW-BPS functionality and capabilities. BW-BPS is the SAP system used in the Annual Budget Preparation Process. Specific information is provided in these instructions on how to access the system, enter proposed budget data, and generate reports. In addition, course BPOV100, Budget Overview, provides key concepts to the budget preparation process. If you encounter problems with the BW-BPS, please follow the steps below and contact one of the individuals listed. This will greatly increase our ability to assist you in resolving your issue quickly and accurately.
47127 Bette Bilyeu
47135 Zandra Barker
Before you call:
; Be prepared to communicate what you are trying to accomplish and what actually
happened (what went wrong). It is most beneficial to write down the steps followed and
take screen shots of the specific actions taken at the time of the occurrence. ; Do not call OnePurdue Helpdesk directly unless you are experiencing a problem with
portal errors or connectivity. If you can establish a connection but cannot access the
system, via the selected funds center, then contact the Office of Budget and Fiscal
Planning (B&FP). If technical assistance is needed, B&FP will contact the needed
resources. This will allow B&FP to keep abreast of any problems with the system. Need Help?
; Questions concerning data entry or system performance should be referred to the Office
of Budget and Fiscal Planning at 47127 (Bette Bilyeu) or 47135 (Zandra Barker). ; Questions concerning budget policies should be directed to the Office of Budget and
Fiscal Planning at 47141 (Amy Copas) or 47133 (Cindy McAdams).
; Questions regarding monthly staff employment policies and contracts should be directed
to HR Shared Service Center (email@example.com)
; Questions regarding problems with portal errors or connectivity should be directed to
ITaP Customer Service Center at 46000 or 44000.
; Questions concerning position classification, service credits, rate ranges, etc., for clerical,
service, administrative and professional staff should be directed to Employment and
Compensation at 47410.
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2) BUDGET BASICS
Before beginning to work in the BW-BPS system, it is important to understand a few basics
about the budget process and the budget system availability.
A) BW-BPS System Availability:
Feb 4 – Feb 26 HR Master Data Validation (Data as of 1/31/10)
Mar 4 – Mar 26 HR Master Data Validation (Data as of 2/28/10)
Mar 29 – Apr 4 System Unavailable due to Final HR Data Extraction
Apr 5 – May 21 System Available for Budget Preparation (Data as of 3/31/10)
Please be aware of the following system-related availability:
; Users need to be out of the system between the hours of 1 a.m. to 2 a.m., a daily
backup of the system will be performed.
; All OnePurdue portal down times. The BW-BPS application will also be unavailable
at those scheduled times, since access to the system is originated from the portal. ; Daily BW Loads during the hours of 8 p.m. to 8 a.m. will reduce response times for
B) Accessing the Business Warehouse – Business Planning and Simulation System
Prior to accessing the BW-BPS application, a user must turn off the pop-up blocker settings associated with Internet Explorer browser.
Log into the OnePurdue Portal and select the following path – Financial
Systems/Business Processes/Annual Budget/Budget Preparation to access the application. After selecting the Budget Preparation link, a separate application window will appear.
This screen will be displayed
when the BW-BPS window
Once in the application, a user
can then enter the funds center
they would like to view.
When re-entering the
application, the funds center
from the last successful save is
loaded automatically on the
After accessing the application, a useful navigation tip is to place the cursor in the body of the layout and use the arrow keys on the keyboard to maneuver within the layouts. When a user enters the BW-BPS application in a salary planning layout and retrieves the
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data for a specific funds center that funds center’s data is locked. No other user can
access that specific funds center. No matter how many individual funds centers a
budget preparer might access while in a session of the BW-BPS application, locks are placed on those funds centers until the user exits the application.
All users will be assigned to a single role. Any user granted access to a BPS user role will have full access to University-wide data. There is no security defined by funds center. Users are expected to view and access only the data for which they have a business need.
If for some reason another user accesses the same funds center and either user saves data, there is a potential for error messages to occur and data to be inconsistent. The potential error messages are as follows:
; Errors occurred when executing function ZP F002 (Delete Function for delta
records/ZPM001 (Delete Function for delta records.))
; Data in Infoprovider ZBPS_HR01 is locked by user XXXXX
If these errors occur, one user must exit the system without saving any data entered. This will then allow the other user to save without errors.
To avoid locking other users, data enter the budgeting funds center in the salary planning layouts and FM budget layout upon opening the application.
To properly exit the application and release the locks on all funds centers accessed during the session of the BW-BPS, select the exit button at the top of the application window.