Updates

FY 2019 VERSION

Budget
Monitoring
System
LOG IN 1. Select Users, All Modules

2. Password: bms
Press ENTER key

3. Enter New Password

Press ENTER key
Main
Office/Signatories
 Prior Year’s Annual
Unpaid Obligation
Obligations Program Activity
Disbursements Request/
Details Authority to
Conduct

Registry of
Allotments Sub-ARO
and Preparation
Obligations

Program/
Activity/
Project and
Allotment
BMS Reporting
Releases

MODULES
Inputs

DBM CL ORS ADA

GAAAO NORSA CHECK
SARO TAX
GARO DV
Sub-ARO LNYDD
Modification/
RAF Augmentation Unpaid
of Allotment
RAPSA Obligation
Outputs

Flash
FAR 1 FAR 1A FAR 1B
Report

RAOD
PS
MOOE
CO

Reporting
OTHERS RADAI
RCI
FY 2019 version:
1. PMIS Uploading
2. Actual Daily
Disbursement
BMS RAPAL
3. Daily Cash Plan
 GAAAO
From: DBM
Step 1

Step 2

Program/
Activity/ Registry of
Project and Allotments and
Allotment Obligations
Releases

BMS
BUDGET MONITORING SYSTEM MODULES
 GARO
From: DBM
Step 1

Step 2

Program/
Activity/ Registry of
Project and Allotments and
Allotment Obligations
Releases

BMS
BUDGET MONITORING SYSTEM MODULES
 SARO
From: DBM
Step 1

Step 2

Program/
Activity/ Registry of
Project and Allotments and
Allotment Obligations
Releases

BMS
BUDGET MONITORING SYSTEM MODULES
 Sub-ARO
From: Central
Office / Regional
Step 1 Office

Step 2

Program/
Activity/ Registry of
Project and Allotments and
Allotment Obligations
Releases

BMS
BUDGET MONITORING SYSTEM MODULES
 1st Quarter
DBM Circular Obligational
Letter No. Authority
2019-1-1

Program/ DBM CL No.

Activity/ 2019-1
Project and For every ORS to
Allotment be posted in the
Releases RAO

BMS
BUDGET MONITORING SYSTEM MODULES
DBM Circular
1st Quarter
Letter No.
Obligational
2019-1-1
Authority

Upon approval of the

2019 GAA and possible
additional guidelines
of the DBM
DBM Circular 1st Quarter
Letter No. Obligational
2019-1-1 Authority

Upon approval of
the 2019 GAA and
possible additional
guidelines of of the
DBM
 Joint
CONTINUING Resolution
ALLOTMENT No. 3
Step 1 MOOE & CO

Step 2

Program/
Activity/ Registry of
Project and Allotments and
Allotment Obligations
Releases

BMS
BUDGET MONITORING SYSTEM MODULES
Continuing Joint Resolution
MOOE/CO No. 3
1st quarter allotment fund source to be
selected for regular operating budget

Select the
DBM CL No. 2019-1
as source of fund?
January to March
 Request to
Download
Allotment

Sub-ARO
Preparation

BMS
BUDGET MONITORING SYSTEM MODULES
Realignment Advice Form (RAF)
 2019 version

RAF

Registry of
Allotments
and
Obligations

BMS
 2019 version

RAPSA

Registry of
Allotments
and
Obligations

BMS
Reports
RAOD

BMS
 Unpaid ORS
Previous Year

Prior Year’s
Unpaid
Obligations Export Data to Excel

BMS
BUDGET MONITORING SYSTEM MODULES
 WFP
Per Activity

Status per Activity, per Office

1. Obligation Program
2. Downloaded thru Sub-ARO
Annual 3. Obligated
4. AR/ATC
Obligation 5. Balance
Program

Export Data to Excel

BMS
BUDGET MONITORING SYSTEM MODULES
 AR / ATC

Activity
Request/
Authority to Export Data to Excel
Conduct

BMS
BUDGET MONITORING SYSTEM MODULES
 Obligation
Request

Registry of
Allotments
and
Obligations

BMS
BUDGET MONITORING SYSTEM MODULES
 WFP – AR WFP-ORS
RESP. CTR. WFP AR ORS
BALANCE BALANCE
PAP 1 400 225 175 200 200
AC-001 100 75 25 50 50
AC-002 300 150 150 150 150
PAP 2 400 350 50 300 100
AC-003 150 150 0 100 50
AC-004 250 200 50 200 50
RESP. CTR. WFP SUB-ARO ORS BALANCE
PAP 1 400 175 200 25
AC-001 100 25 50 25
AC-002 300 150 150 0
PAP 2 400 50 300 50
AC-003 150 0 100 50
AC-004 250 50 200 0
Consolidation

One (1) Access File – Consolidator

Three (3) Excel Files – Integrator
Consolidation

Using Excel Files Exported from BMS

Region Level - Consolidation
Implementing Units (IUs) Secondary Schools
Division Proper
Region Proper
Division Level - Consolidation
Implementing Units (IUs) Secondary Schools
Division Proper
 Obligation Request & Disbursements
Status (ORS) (RCI/ADA/TRA/DV/LNYDD)
(In-Charge) (In-Charge)

Multi-users /Shared Folder

Budget Monitoring System
Posting/Updating
1. GAAAO/SARO/GARO/SUB-ARO
2. ORS
3. RCI/ADA/TRA/DV/LNYDD
4. Obligation Program-WFP
5. AR/ATC AR/ATC/Contract/PO
6. SUB-ARO preparation (In-Charge)
7. Adjustment of ORS thru NORSA
8. RAF/RAPSA
9. Contract/PO

Obligation Program -
Setting of PAPs WFP
and its Releases (In-Charge)
(In-Charge)
 RECORDING OF ANNUAL
OBLIGATION PROGRAM FROM
PMIS TO BMS

PMIS-WFP
BMS
1. Fund Source
2. Responsibility Center (Office)
3. Activity Code
Annual Obligation
4. Name of Activity
Program
5. Amount
6. Allotment Class
7. Etc...
 RECORDING OF ACTIVITY
REQUEST/AUTHORITY TO CONDUCT
FROM PMIS TO BMS

PMIS-AR/ATC

1. To be created by the end-user

user
BMS
a) AR/ATC No.
b) Activity Code
c) Name of Activity Activity Request /
d) Amount Authority to Conduct
e) Allotment Class
f) Fund Source
g) Responsibility Center
 RECORDING OF OBLIGATION
REQUEST AND STATUS (ORS)
IN THE BMS

ORS
BMS

1. Serial No
2. Payee
Registry of
3. PAP
Allotment and
4. Object Code
Obligation (RAO)
5. Activity Code (Tagging)
6. Etc...
 RECORDING OF PAYMENTS
IN THE BMS

RADAI/RCI/TRA
BMS

1. Payments
a) CHECK Disbursement
Details
b) ADA
c) TAX
 UPLOADING OF FINANCIAL
TRANSACTIONS FROM BMS TO PMIS

PMIS

Upload

BMS

Disbursements Obligation
 UPLOADING OF FINANCIAL
TRANSACTIONS FROM BMS TO PMIS
 UPLOADING OF FINANCIAL
TRANSACTIONS FROM BMS TO PMIS
 *Contract Monitoring
• Contract No./Purchaser Order No.
• Name Bidder/Supplier
• Particulars (goods, services)
• Amount
• Date Received
• Date Released
• Forwarded to Other Office
• Received By
• Activity Code/BCN/AR/ATC No
*New proposed improvement for FY 2019
 *Contract Monitoring
• Funding Source - PAP
• Proponent Office (e.g. SGOD, CID)
• Status
– Earmarked (Allotment Available)
– Obligated (with ORS)
– For review
– Disapproved
– Terminated

*New proposed improvement for FY 2019

 *Contract Monitoring
• Date Approved by the HOPE
• Expected Date of Delivery
• Expected Date of Payment
• Inspection and Acceptance Report
(Yes/No)

*New proposed improvement for FY 2019

 Unpaid Obligations- ORS
(generated from disbursement details)

• Payee
• Particulars
• ORS number
• Amount (obligated)
• Amount (disbursed)
• Amount (unpaid)
– Due and Demandable
– Not Yet Due and Demandable
RECORDING/MONITORING OF
CONTRACT/PURCHASE ORDER
USING BMS

End-User
BMS

1. Contract Activity Request /

Authority to Conduct
2. Purchase Order (Contract Monitoring)
RECORDING/MONITORING OF
CONTRACT/PURCHASE ORDER
USING BMS

End-User BMS

1. Registry of Allotment and

1. ORS Obligation (RAO)
2. Activity Request /
Authority to Conduct
(Contract Monitoring)
RECORDING/MONITORING OF
CONTRACT/PURCHASE ORDER
USING BMS
Step 1
RECORDING/MONITORING OF
CONTRACT/PURCHASE ORDER
USING BMS
Step 2
RECORDING/MONITORING OF
CONTRACT/PURCHASE ORDER
USING BMS
Step 3
 RECORDING/MONITORING OF
*CONTRACT/PURCHASE ORDER
USING BMS

*New proposed improvement for FY 2019

 RECORDING/MONITORING OF
*CONTRACT/PURCHASE ORDER
USING BMS

*New proposed improvement for FY 2019

 RECORDING/MONITORING OF
*CONTRACT/PURCHASE ORDER
USING BMS

*New proposed improvement for FY 2019

RECORDING/MONITORING
STATUS PER ACTIVITY
Status Per GAA/SARO/GARO/SUB-ARO
Actual Daily Cash Disbursements
 PROPER ENTRIES
DISBURSEMENTS MODULE
ORS#00001 : PAYMENT OF SALARY
ORS OBJECT CODE GROSS AMOUNT NET PHILHEALTH

5010101001 – Basic Salary 18,549.00

GSIS LENDING1
5010201001 - PERA 2,000.00
Total Obligation: 20,549.00
PAG-IBIG LENDING2
BREAKDOWN OF DISBURSEMENTS
TAX
ADA /
ORS DISB. PAP
CHK / TRA DATE DISB OBJECT CODE AMOUNT
SERIES TYPE CODE
NOs.
00001 CHECK PPA350 CHK#001 1/5/2018 5010101001 – Basic Salary 9,616.59
00001 CHECK PPA350 CHK#001 1/5/2018 5010201001 - PERA 2,000.00
00001 CHECK PPA350 CHK#002 1/31/2018 5010101001 – Basic Salary 1,669.41
00001 ADA PPA350 ADA#001 1/31/2018 5010101001 – Basic Salary 100.00
00001 CHECK PPA350 CHK#003 1/31/2018 5010101001 – Basic Salary 225.00
00001 CHECK PPA350 CHK#004 1/31/2018 5010101001 – Basic Salary 2,000.00
00001 CHECK PPA350 CHK#005 1/31/2018 5010101001 – Basic Salary 3,500.00
00001 TAX PPA350 TAX 1/31/2018 5010101001 – Basic Salary 1,438.00
Total Disbursement: 20,549.00
How to reflect due and demandable
unpaid obligations in the report?

Disb Type : DV
PAP Code: PPA106 Select “DV” in DISB TYPE
Date: 3/29/2017 Note: Fill-out all data field.
Object Code: 5020101000
Amount: 1,200.00
How to retain previous month due and
demandable unpaid obligations in the
report?

In the first row entries, the amount will be reflected in the due and
demandable unpaid obligations (1st Quarter)

In the second row entries, the amount will be removed from the due and demandable
unpaid obligations column of the reports (2nd Quarter.)

And in the third row entries, the amount will be reflected in the 2nd Quarter of the
disbursement column. Budget Monitoring System 57
Progress billing entries

1
2
3
Budget Monitoring System
DISBURSEMENT MODULE

NO ENTRIES???
How to check the accuracy of reports?

Compare the balances of

the following reports:
Flash Report,
FAR 1 and,
FAR 1A
Balances of
Flash Report, FAR 1
and FAR 1A
 THANK YOU
FOR LISTENING!