Professional Documents
Culture Documents
BUDGET CONTROL
SYSTEM (BCS)
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Commonwealth of Pennsylvania
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Table of Contents
Introduction.............................................................................................3
Creating Budget Documents
Layouts for Process Transactions.......................................................................4
Preposting a Budget Document in BCS with Budgeting Workbench (FMBB).......7
Printing a Backup Document...10
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Appendices
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Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
Tables
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On-Line
Reporting
FM Budgetary Review
Detail Report
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FM Budgetary Review
Y_DC1_32000238
Y_DC1_32000602
Budget Document
Report
Y_DC1_32000338
Budget Documents V2
(Posted) Report
Y_DC1_32000824
Budget Documents V2
(Parked) Report
Y_DC1_32000826
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On-Line
Reporting
Park using
Transaction: FR69
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On-Line
Reporting
After 7/1/2010
Budget
Transaction
Transfer
On-Line
Reporting
Prior to
7/1/2010
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Function
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Similarly, the on-line budget reports will also be changing. Please note that you will
be able to continue to use FM Budgetary Review Report (Y_DC1_32000238) or FM
Budgetary Review Detail Report (Y_DC1_32000602) to view your budgets and
available balance status. However, beginning fiscal year 2010 and after a new BCS
report will be available, FM Available Balances report (Y_DC6_14000089). This
manual is being provided to assist you in monitoring your budget using BCS. Below
is a crosswalk of some of the changes:
NOTATION/
COMMENT
Transaction CHANGE
& REPLACEMENT
NEW AVC Report
NEW Detail Report
Document Report
CHANGE &
REPLACEMENT
Document Status
Report
CHANGE &
REPLACEMENT
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BCS for COPA will have two Screen Layouts available: The differences while
generally minimal can save the Single-Fund Business Area user considerable
time and effort by opting for Layout COPA10 as the default, thus minimizing the
number of points on the Budgeting Workbench FMBB screen the user is
prompted to input the Fund.
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COPA20 Multiple Fund per Document (Recommended for CrossBusiness Area Users, i.e. Comptrollers Office, GBO, etc.)
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5. To set your Layout default: Click Extras from the control line and from the
dropdown menu select Change Budgeting Workbench Layout:
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7. Click on the match key icon; so the following list of layout setting options
appear:
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:
10. Click on the Default Layout Box and click the
again to continue.
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icon in this information box and your default Layout will be set.
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NOTE: Layout COPA10 is the recommended layout for Single-Fund Business Area
users and therefore it is used for the examples in this manual see Appendix D for a
detailed comparison between Layout COPA10 and Layout COPA20.
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3. Choose FMBB Process Transaction Transfer from the menu (see example
and notations below)
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6. Input budget data (example showing both merge and split options)
NOTE: This is the bottom section of the previous FMBB screen shot
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NOTE: The advantage to using the split screen option - The requirement of input
data in the +/- column at the beginning of each line is not needed.
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9. BCS assigns a document number and generates the following message at the
bottom of the screen indicating the document has successfully Preposted in your
Business Area workflow. Example:
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Note there are three different ways to access the print function
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NOTE: All former budgeting print functions should continue to operate as before. If
these functions are no longer operating consider doing the following:
1. Check and/or review your workstation print settings.
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3. Check and/or review your local locations system print set-up with your local
IT Administrator.
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3. If not prompted, and COPA is not the default entry, enter FM Area COPA and
Document Year
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4. Input the document number if known (if you do not know it, skip to step 6)
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6. If you do not know the document number; click the match key icon to access
the Search criteria menu:
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f.
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g. Document displays:
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NOTE:
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In addition to standard document header data, this also displays the Document
Status (circled in the example above).
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This section automatically picks up for display the document history (creator,
creation date and time). The other document data fields are optional for completion.
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1. Select transaction FMEDDW (Display Budget Entry Documents) from the main
menu (or your folder or enter it directly on control line):
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4. Enter Fiscal Year (NOTE this display cannot be used for former budgeting in
prior fiscal years).
5. Enter search criteria of interest Note the extensive array of options and
combinations of options to narrow your search (Fund, Fund Center,
Commitment Item, Document Date, Created by, etc.)
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The versatility of FMEDDW can best be illustrated by its use as a replacement for the
reports: Budget Documents V2 Posted Report (Y_DC1_32000824) and Budget
Documents V2 Parked Report (Y_DC1_32000826). [These former budget reports will
continue to be available for pre-FY2010 data]. Remember that before a BCS Budget
document is posted it is Preposted (not Parked) to enter workflow. Therefore,
selecting BCS Document Status as one report criterion (in combination with any
other business area budget variable or variables), will yield the same results as the
former budget parked and posted document reports. The BCS Display Budget Entry
Documents as a report opens many data variables that can be used as report criteria
that were not previously available in the former budget reports (examples include
date range, document creator, etc). This display is an excellent resource for both
business area users as well as approvers, as it provides information in real time.
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1. Select transaction FMEDDW from the main menu (see previous example
on page 17 for screen shot). If prompted enter COPA in FM area
2. If prompted (or if it is blank) enter 9F in Budget Category
3. Enter your report criteria.
a. Document Status selection options are:
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b. Enter other report criteria (ex: Fiscal Year, Fund, Funds Center,
etc.)
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NOTE: The FM Budgetary Review report and FM Budgetary Review Detail report allow
the user to specify the summary level of the report generated. These two budget
reports will continue to remain available in BCS.
BCS Rule: Budget Availability Control (AVC) checking will occur ONLY at the Fund,
Funds Center (level 1), and Commitment Item (level 1).
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Example:
Budget Amount column - the total for the AVC check at level 1: Fund, Funds Center,
and Commitment Item.
Actuals/Commitments column the total at AVC level 1 of: all commitments
(Earmarked Funds Transactions), PLUS actuals (Budget Adjustment
Transactions and Expenditures).
Available Balance column the difference between Budget Amount and Actuals/
Commitment columns
% Consumption column the percentage of the Budget Amount consumed as of the
time of the report.
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3. If the user enters a Fund ONLY, all Fund Centers with budget for that Fund
will be included in the report output. If one Fund Center (or a range of Funds
Centers) is specified, all Commitment Items under that one Funds Center only
(or the specified range only) will display. If a Fund and only one Commitment
Item (or range of commitment items) is specified, the report that will be
generated will be only for those selected Commitment Items separated and
subtotaled for all Funds Centers under the specified Fund.
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Following is a sample report output for one Fund and one Commitment Item:
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4.
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5. Sample for a single Fund with single Commitment Item range. Note the
breakdown by all Fund Centers of that Fund :
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6. The Consumable Budget Column (first column) will display the entire current
budget available* at level 1: depending on your drill-down query, this could
include Commitment Item and/or Funds Center, and Fund. * NOTE: The
Consumable Budget is the amount available to spend and is less all lapse and
non-expendable but appropriated fund amounts.
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8. The Available Amount Column (third column) is the difference between the
first column and the second column; which is not unlike the Available
Balance column on the Budgetary Review Report or Budgetary Review Detail
Report.
9. The last column, Current Budget, is the same as the first column of the
Budgetary Review Report or Budgetary Review Detail Report.
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10. To save report as an Excel spreadsheet, use the following menu path:
Select> System>List>Save As>Local file>Spreadsheet
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c. Click the
icon to continue depending on your Windows version you
may receive additional warning pop-up box prompts example:
1. Click Trusted Sources if a pop-up box prompts you
regarding expert mode
2. Click accept if a pop-up box prompts you about integrating
Microsoft Excel.
3. Be sure worksheet protection box is checked
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NOTE: Be sure and ONLY use Excel-In-Place control line to execute report functions
such as print and save.
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Example using Excel-In-Place control line to execute report functions such as:
a) save; b) print; and/or c) send to another user:
1. Highlight area of report you wish to save, or print, or send
2. Select File from report control line:
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b. Print Area>Set; then Print - THEN: Confirm Printer ID, and printing
parameters/page layout
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4.
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The above example the Fund and Commitment Item for the selected Funds
Center are at the lowest level of budget detail.
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Below is the same example but with the level set to Fund, Funds Center level 1
and Commitment Item level 1:
Note level 1 settings for the Fund, Funds Center and the Commitment Item would
yield the same results as (FM (Budget) Available Balances Report,
Y_DC6_14000089 as illustrated and discussed beginning on page 19).
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The column headed Documents of FM Area COPA (on the right side of screen)
displays when activated:
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Each folder contains approximately the last 20 documents you have processed,
although wide fluctuations have been observed in actual displays of individual users.
This function does NOT display documents created by other users. Clicking on any of
the documents listed under these folders will cause the document to display. If you
are interested in displaying a document that is not listed or a document created by
another user, you must use the FMEDD transaction and enter the document number
(see page 11).
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NOTE: The contents of Documents of FM Area COPA folders will refresh to reflect
changes in document status (example Preposted to Posted), but NOT usually as an
auto-update. Typically documents will remain in the screen display folder
consistent with their status in the current BCS session until one of two conditions is
met: 1) The session is ended and then restarted; or 2) the user clicks on the
document at which time BCS checks and the document status is refreshed.
Example a document created as Preposted will be listed in the Preposted Folder
and will not move to the Posted Folder (after the document actually has been
posted) until the user clicks on the document to display it, (or if the user ends the
current session and logs back in).
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The Hold document functionality is new and available via the Held Folder.
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It is because of these tenets that users who generate the same type of document
frequently are encouraged to create document templates using the Held function.
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2.
Ignore all items that BCS derives (items identified with Blue Derived)
3.
Leave Blank all areas that will need to be updated/completed for each
subsequent document (items circled in bright purple)
4.
Click on the Hold button on the BCS control line and a pop-up box appears
containing your user name and a blank space for the document name
5.
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1.
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7. You will receive a system message that the document was held, and the
template is now saved and ready for use in your Held folder:
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8. Not only is this convenient for creating templates, but it is equally helpful for
saving documents you have started that you cannot complete or encounter
errors that need to be investigated and resolved you do not lose your work.
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9. Double Click on name of the Held Document and it will come up ready for
completion.
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10. When input is complete, check the document and Prepost as usual to for the
document to enter Budget workflow.
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4. Selecting the Radio Button for Effective Document allows the user to select any
pre-existing document in the system as a point of reference.
5. Enter the Effective Document Year and Effective Document Number (a search
option exists if you are uncertain of the document number); OR
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6. Selecting the Radio Button for Held Document allows the user to access any
Held documents (or templates) the user has created. NOTE: Changing the User
(Identification number) that other users held documents and templates may be
accessed.
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7. Enter the Held Document User identification number and Held Document
Number (a search option exists if you are uncertain of the document number);
8. Click the green check to continue and the document selected is brought up (to
your screen) with all data input item selections active (modifiable).
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9. Review and update the period and make whatever other changes are necessary
to the active document screen(s).
and once the document checks,
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Note that the COPA10 Layout requires the input of the fund only once (per sender
and per receiver in the case of a transfer).
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The difference from the COPA10 Layout screen is the location of the Fund and
Functional Area fields. Layout COPA20 requires the input of Fund with every line of
data input (Functional Area derives).
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1. Select and move column names between column set options and
displayed columns. Then order displayed columns.
2. Click Save icon and complete input on the following pop-up:
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EXAMPLE:
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Click on the Green Check icon to receive the following error explanation:
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Click on the Exit X icon (circled in red) to close message. You will note your
document as displayed on the screen now has a new line (line 3 red circle) with a
+ symbol (designating receiver status).
Note lines 1 and 2 (circled in blue) both have - symbol designating sender
status.
To correct this error correct sign of existing line; delete system added line; recheck document and prepost. NOTE if you use the split screen option you would
not need to input either the + or the - sign (See p 8 in Manual).
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Q: How do I enter text after I have preposted a transfer document and receive a
message that text is missing?
A: If you receive an error message before the document preposts (is assigned a
number in BCS), add the text, recheck the document, and prepost it. If the message
is from one of the document approvers, the document must be rejected (by the
approver making the request), re-created, and then preposted.
Q: When will I be able to spend the money that was transferred?
A: The funds will not be availalbe until the document is fully posted (completes
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workflow). You can determine whether posting has occurred either by checking the
BI balance for your fund, or checking when the document number appears in your
posted folder in Document Overview. When the document is fully posted the funds
that were to be transferred through the document are available.
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level approvers and subsequently posted. Once posted, the document moves to the
appropriate display folder.
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overview?
A: If you are in Budgeting Workbench transaction FMBB, go to Edit and choose the
match key icon. This takes you to the Search Effective search screen. You can
search by entering your user id in Created by and a date range in Document Date
then click execute.
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Q: Our appropriation uses SubFunds; will they roll-up for new BCS FM (Budget)
Available Balances Report (level1/1)?
A: SubFunds do not rollup each SubFund will act as Fund, Fund Center Level 1 and
Commitment Item Level 1 for the FMAVC report. However, PennDOT is an exception
and PennDOT users should reference Appendix H.
Q: I have just discovered that our business area has Double-entered a document;
how can we correct this?
A: The simplest remedy is for you is to reverse the document. To do this open the
document in Budgeting Workbench (FMBB); click on the word Document on your
control line; select Reverse from the drop down menu and click. The document is
now reversed and should appear in the appropriate folder in the Overview area of
your Budgeting Workbench FMBB screen with the notation the document is reversed.
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Q: Ive input a wrong Funds Center (or Commitment Item, or Fund) and preposted
the document how do I correct this?
A: Since BCS does NOT allow any corrections to a document once it has entered
budget workflow, your most expedient option would be to reverse the document (or
have the next approver reject the document) and then create a new document by
reference, making the correction to the Funds Center (or Commitment Item, or
Fund) checking the new corrected replacement document and then preposting it into
your Business Area budget workflow.
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Q: I have been contacted by the next approver that I need to correct a code entry
on my preposted document before the next approver (AGCY 2 or Comptroller or GBO
or BFM) will approve (or post) the document how do I make the requested
correction?
A: The answer is very much the same as the previous question, as if you discovered
a mistake on your document that you needed to correct. Since BCS does NOT allow
any corrections or changes to a document once is has entered workflow; have the
approver requesting the change reject the document. Once rejected, you can then
create a new document by reference, making the requested correction; then check
the new document and prepost it into workflow.
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Example:
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PennDOT Funds with this level of Budget Control signifies Budget appropriation (and
similarly roll-up of Funds) will be to Funds Center Level 3. Since Funds Center is a
ten digit number, Level 3 corresponds to the fifth digit of the Funds Center number:
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PennDOT Funds with this level of Budget Control signifies Budget appropriation (and
similarly roll-up of Funds) will be to Funds Center Level 4. Since Funds Center is a
ten digit number, Level 4 corresponds to the seventh digit of the Funds Center
number (NOTE: Commitment level remains at Level1).
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Example above is a partial screen shot from BCS report FM Available Balances.
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The Inbox Screen for persons with Document Approver Roles is identical in BCS
from what it was in former Budgeting. The items circled in blue highlight the
document review options available to the Document Approver role in BCS.
The reviewer can view the document by either scrolling the screen shown above, or
eyeglass icon which will call up the actual document for review.
by clicking the
The FM Budgetary Review buttons each take the reviewer to the Budget Report to
ensure there are sufficient funds for the document to be successfully (Approved or)
Posted. The (Approve or) Post/Reject/Process later/Replace buttons all work as they
did in former budgeting.
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1. With Report displayed, on Control Line click on List, and follow sequence of
consecutive drop down menus:
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4. On the next screen (below) indicate the location to save the spreadsheet and
enter a name for the spreadsheet:
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6. You are forced to save the report file; select the location, and specify a file
name (hint: if you use export as the extension, these files are easy to
identify later).
7. Now click the Save button
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8. The report is BOTH saved as an Excel file AND the report is displayed in
Excel:
9. Complete any final report formatting you desire; re-save the file; click on the
, or using the control line button sequence:
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printer icon
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File -> Print Area (to Set) -> Print Preview -> Print
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Prepost
Prepost
Prepost
Prepost
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Process
Process
Process
Process
Enter
Supplement
Return
Transfer
FMBB
FMBB
FMBB
FMBB
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NOTE: Former Budgeting Transaction Codes (FR61, FR63, FR64, FR69, FR70,
FR71, FR73 and FR90) are no longer available in BCS. The functionality of these
transactions is converted to the BCS Budgeting Workbench Process Transactions:
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Document Types:
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NOTE: Budgeting Workbench FMBB Process Types (Enter, Supplement, Return, &
Transfer) only have listed in their dropdown menus the appropriate Budget Type
selection choices for the transaction. Above is the complete listing.
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Access your SAP-Inbox using SAP Easy-Access Business Workplace Inbox icon:
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NOTE: DO NOT access workflow items using your ESS Universal Worklist (SAP
Portal) as this functionality is not guaranteed to be fully operational.
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From the left side of your screen, select the budget document you wish to
process or review.
Double click on the item to activate or call-up the budget document of interest.
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Example:
This will display all errors associated with this document. When finished viewing,
you can choose to go back and click Display document and View Workflow icon
to view workflow; or simply click on the Workflow tab.
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With the document called up you will see the tab labeled Workflow
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Selecting the Workflow tab will reveal the complete workflow for this document
Example:
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A pop screen of 31 items will appear. It is recommended that the user select by
clicking on the following entries:
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A Business Area user may select any of the options available in any combination. Those
with ZZ before the key figure name denote a customized key figure derived especially by
the IES team for use by COPA.
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(Example follows)
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Example:
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A pop screen of the following items will appear. It is recommended that the user
select by clicking on all radio buttons (see example below) so the selected key
figures appear in all document environments:
Finally, click on the green check to continue and your selection is activated.
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The Receiver Budget Type for Current Year as well as Prior Year lapse is 5000.
The Receiver line is completed as follows:
This is all the Business Area needs to complete; after checking and preposting the
document, the rest of the process completes through Budget Lapse Workflow.
*For Waivers: Complete as for Lapse; Receiver Line Budget Type is 7000.
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Display
Display
Funds
Funds
Reservation
Reservation
FMX1
FMX1
FMX2
FMX2
FMX3
FMX3
Funds
Funds PrePreCommitment
Commitment
FMY1
FMY1
FMY2
FMY2
Funds
Funds
Commitment
Commitment
FMZ1
FMZ1
FMZ2
FMZ2
Reduce
Reduce
Manually
Manually
Create
Create
Value
Value
Adjustment
Adjustment
io
ud
FMY3
FMY3
FMZ3
FMZ3
FMX6
FMX6
FMXPM1
FMXPM1
FMY6
FMY6
FMYPM1
FMYPM1
FMZ6
FMZ6
FMZPM1
FMZPM1
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sk
PD
St
Tr
ia
Create
Create
Draft_V6
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June 3, 2010
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Draft_V6
Page 63 of 63
June 3, 2010