LEGISLATIVE BUDGET BOARD. Document Submissions LEGISLATIVE BUDGET BOARD STAFF

Transcription

1 LEGISLATIVE BUDGET BOARD Document Submissions LEGISLATIVE BUDGET BOARD STAFF DECEMBER 2017

2 CONTENTS Document Conventions... ii Getting Started... 1 Getting Access... 1 Logging In... 2 Attaching Documents... 3 Saving, Printing and Searching Documents... 4 Sending Documents... 5 Troubleshooting... 6 DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID: 5158 i

3 DOCUMENT CONVENTIONS THIS DOCUMENT USES THE FOLLOWING SYMBOLIC CONVENTIONS: Caution: This symbol warns you of the possible loss of data. Important: This symbol indicates information you need to know. Tip: This symbol indicates information that may be useful. DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID: 5158 ii

4 GETTING STARTED The Legislative Budget Board (LBB) Document Submissions application is an electronic process for uploading documents to the LBB. Submitting older document versions are welcome (2008 through the current fiscal year) as well. Review the important items below before you begin: You can submit single or multiple document(s) for each agency, year and document type (e.g., Annual Financial Report, Operating Budget, Strategic Plan). Submit documents in PDF format to ensure that the document is searchable. Scanned documents are not searchable. Once your document is sent to the LBB, approval is needed to modify the document. Call the LBB Help Desk at for further assistance. A Consolidated Annual Financial Report (AFR) and a Consolidated Annual Report of NonFinancial Data should be submitted for any Institution of Higher Education that has a System Administration Office. See the Document Submissions News tab/screen for additional information. GETTING ACCESS To use Document Submissions, you must have a user ID and password issued by the LBB. If you have an ABEST (Automated Budget and Evaluation System of Texas) user ID and password, then you should already have access to Document Submissions. Follow the steps below to request a user ID. If you have forgotten your user ID or password see the Logging In section below. 1. Click Agencies Portal from the LBB website ( Under Logon Information, click Agency Logon Request Form as shown below. 2. Fill out the Agency Logon Request Form. When complete, scroll down and click Submit. You should receive an asking you to confirm the logon request. You must respond to this ; otherwise, your request will not be processed. If you do not receive DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID:

5 a confirmation , call the ABEST Help Desk at The LBB will you a user ID and password for ABEST within one business day. IMPORTANT To run Document Submissions in your browser, you must use Internet Explorer, version 11. LOGGING IN 1. From the LBB website ( click Agencies Portal. Under the main heading of Data Entry Applications click on the subheading of Data Entry Applications, then click Document Submissions as shown in the following graphic. DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID:

6 2. Enter your username and password and click Login. The News screen displays, as shown below. IMPORTANT If you already have a user ID and have forgotten the user ID or password, or if your user ID or password does not work, do one of the following: Under Logon Information on the LBB s website ( click Agency Logon Help. Enter your user ID or address and click Remember Me. Call the LBB Help Desk at ATTACHING DOCUMENTS 1. Click on the Main Screen tab, as shown below. DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID:

7 2. Verify that the document you are uploading corresponds to the correct fiscal year and document type. Click Browse to choose the file to upload. Select your file and click Open. 3. The application will return you to the Main Screen. Click Add to list to upload your file. You should see your file name displayed in the box below the Browse button. Click the Attach Document(s) button and you should see your file(s) displayed on the screen. The Initial Upload is the date the file(s) were initially uploaded; that is, the very first time the document was attached and submitted via Document Submissions. The Last Uploaded is the last date a document was attached or re-attached and re-submitted via Document Submissions. Attached files are listed in the Current Files box as shown below. 4. To add additional files, repeat steps 2 and 3.Verify that the appropriate file(s) is attached and that the correct drop-down boxes have been selected. If you selected the wrong document, you can click the Delete button and start over. SAVING, PRINTING AND SEARCHING DOCUMENTS The following steps show how to save, print or search the file(s): DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID:

8 1. First, hover your cursor over the document which will bring up a series of icons. Click on the far right icon as shown below which will activate the Acrobat toolbar and Navigation Pane Buttons. 2. To save a copy of the document, click on the Floppy Disk icon (shown below). To print the document, select the Printer icon. To search the file, click on the Binocular icon (shown below) and enter your search criteria. Submit documents in PDF format to ensure that the document is searchable. Scanned documents are not searchable. SENDING DOCUMENTS Send electronic versions of your document(s) to the LBB by clicking the Send to LBB button at the bottom of the screen as shown in the following. DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID:

9 1. Click OK to confirm your request. 2. Confirmation that your document was successfully submitted will appear. Your file is now submitted to the LBB. Once your document is sent to the LBB, approval is needed to modify the document. Call the LBB Help Desk at for further assistance. You can review any of your documents by selecting the appropriate Document Type and Fiscal Year from the Main Screen tab. The Initial Upload and Last Uploaded appear on the top right of the screen. The files attached are displayed in the Current Files window and the actual documents that have been attached appear in the bottom portion of the screen. Note that the Send to LBB button is grayed out once the document has been submitted to the LBB. TROUBLESHOOTING WHAT TYPE OF DOCUMENTS CAN I ATTACH AND SUBMIT? AFR- Annual Financial Report Annual Report of NonFinancial Data Energy Conservation Report DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID:

10 Junior College Operating Budget Legislative Appropriations Request Operating Budget Report of Customer Service Strategic Plan I SUBMITTED MY DOCUMENT TO THE LBB. HOW DO I MAKE A MODIFICATION? After your document is sent to the LBB, approval is needed to modify the document. Call the LBB Help Desk at for further assistance. I AM GETTING NO RESULTS WHEN I SEARCH A DOCUMENT. Scanned documents are not searchable. Submit documents in PDF format to ensure that the document is searchable. DECEMBER 2017 LEGISLATIVE BUDGET BOARD ID: