DRAFT

BUDGET MONITORING SYSTEM

By: Gilbert C. Morong, DepED Budget Division

This system was developed using Microsoft Access. It runs on computers with Microsoft Office installed. This
small application will help the implementing units, especially, those financial staffs assigned in the preparation of various
reports as being required by the oversight agencies. It’s easy to monitor balances of allotments by program/project/activity.
The output data that can be generated by the system conformed with the requirements of all implementing units, region and
central offices. Segregation by source of allotment and by object of expense are easier this time rather than creating many
files linking to each other. Other data can be exported to Excel format in order to analyze, review and manipulate to fit for
your needs.

Open the BMS MS ACCESS file, follow the steps below.

MICROSOFT OFFICE 2003 VERSION

1. Select NO.

2. Select YES

3. Select OPEN.
MICROSOFT OFFICE 2007 VERSION

1. Click Options…

2. Select Enable this content and Click Step 2

3. Select Macro Settings, then select Enable all macros then click OK at the bottom.

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 Click CLOSE button.

This is the main interface of the system.

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Program/Project/Activity (PPA) and Allotment Releases Module

This is a module where users enter data for each PPA. Each PPA must have corresponding releases such as
Agency Budget Matrix (ABM) and Special Allotment Release Order (SARO). This also includes Sub-AROs issued by the
Central, Region and Division offices.

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Filling up of data fields:

Place the cursor to the textbox or field to be filled up then Click Edit button (right topmost).

1. PPA Internal Code - unique code for each PPA (no duplication)
Example: PPA001, PPAOO2, PPA003
2. PPA Number - refers to PPA numbering or line item budget under GAA
Example: A.I.a.1.a.1 – General administrative service

Combine Current [Continuing] - refers to two (2) different PPA Number but with the same description or with the
same purpose line item budget in the GAA. Mostly, affected PPAs are those items under Nationwide Lump-sums. Changes
in numbering were affected when new PPA insertion were approved or deleted PPA.

Example illustration of two (2) PPAs

PPA Number Description

A.III.e.17.d [A.IIIe.17.e] Lump-sum for procurement of textbooks/instructional materials

A.III.e.17.d - illustrated as Current GAA PPA number (RA No. 10147 FY 2011)
[A.III.e.17.e] - illustrated as Continuing Appropriations or previous year’s GAA
(RA No. 9170 FY 2010)
- brackets were used to distinguish Continuing Appropriations

3. Single PPA - Optional

4. Allot Period - CURR means Current Allotment while CONT means Continuing Allotment
5. Allotment Period - the same with Allot Period
6. RA No. - Republic Act No. of the GAA
7. Short Description - an acronym or a very short name just for identification
8. Description - appropriation language used in the GAA
(please refer to GAA, SARO, ABM and Sub-ARO)

Fields 1 to 8 should be filled up completely.

What’s Next?

Next data to be encoded are Allotment Releases information (i.e. ABM, SARO, Sub-ARO).

Filling up of data fields:

Place the cursor to the box or field to be filled up then Click Edit button (below).

1. Allotment Internal Code - unique code for each allotment (no duplication)
Examples:
ABM Release : ABM-REG-001, ABM-RLIP-001 (Current Only)
SARO Release : SARO-00001, SARO-00002 (Current or Cont)
Balance Forwarded: CONT-00001, CONT-00002 (Continuing only)

2. SARO/ABM/Sub-ARO No. - unique number indicated in a document itself

Example: B-11-12345, ROVIII-11-1234567, G-11-12345
OSEC-4A-11-001, NETRC-4B-11-001
ABM-REG, ABM-RLIP, ABM-CONT (ABM only)

What would be the basis of allotment if GAA has not yet been approved?

Pending the approval of the new GAA, DBM will issue a circular authorizing the agencies to incur overdraft
obligations. To address this scenario, enter temporary basis in this manner: DBM-OBLIGATIONAL AUTHORITY. Upon
approval of the GAA, DBM will issue Guidelines on the Release of Funds (allotments i.e. ABM or SARO). If allotment has
been released thru SARO or ABM, change from the word “DBM-OBLIGATIONAL AUTHORITY” to specific SARO No. or
ABM-REG / ABM-RLIP.

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3. Date - date of ABM, SARO and Sub-ARO
4. Allotment Class
PS - Personal Services
MOOE - Maintenance and Other Operating Expenses
CO - Capital Outlays
5. Purpose - description on the specific purpose/intention of allotment
6. Date Received - date when allotment document was received
7. Legal Basis - Republic Act No. and GAA Year
8. ABM/SARO w/date - Optional

Button: Export to Excel

If you want to have a list of allotment releases i.e. ABM, SARO, Sub-ARO in Excel-based format, just Click the
Export to Excel button.

You had just completed the steps in filling up the various fields on Program/Project/Activity and Allotment
Releases module. The next tasks are more detailed because you have to prepare a breakdown of PS, MOOE and CO
amount by object of expenditures (NGAS Chart of Accounts) as you receive allotment i.e. ABM, SARO. This breakdown is
necessary for the next module, the posting in the registry allotments and obligations (RAOs).

Registry of Allotments and Obligations (RAOs) Module

RAO module refers to the registry of data pertaining to allotments received and balances forwarded for continuing
allotments broken down by object of expenditures and all obligation requests. Data entry of all transactions.

Filling up of data fields:

Place the cursor to the box or field to be filled up then Click Edit Data button (right).

1. ObR Series - the last 3 or 4 digits only of Obligation Request (ObR)

- for ObR transaction only

Note:
DO NOT fill-up ObR Series No. if the transaction is allotment related (i.e. allotment received, realignment, transfer
From/to)
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2. Date - date of ObR
3. Payee - name of claimants or office
4. Particulars - description/purpose of claims/payments
5. Amount - total amount
6. Category - transaction type
7. Remarks - notes, comments
8. ObR Returned - just for monitoring

Under Details:

Place the cursor to the box or field to be filled up then Click Edit Data button (right).

9. P/P/A - specific source line item budget in the GAA

10. SARO/ABM - specific allotment (SARO, ABM, Sub-ARO)
- DBM-OBLIGATIONAL AUTHORITY (if still no approved GAA)
11. Account Code - expense account (COA NGAS Chart of Accounts)
12. Allotment Received - if posting allotment releases (amount)
13. Realignment - realignment within PPA, to augment other expense object (amount)
14. Transfer From/To - Sub-ARO received - positive entry ex. 100,000.00
Sub-ARO issued to - negative entry ex. (100,000.00)
15. Obligations Incurred - ObR claims/payments per object of expenditures (amount)
16. Responsibility Center - specific office responsible for funds utilization
17. MFO - Major Final Output of each program/activity
18. Ledger - for capturing expenses not available in the Chart of Accounts and others

BUTTONS FUNCTIONALITY:

First Record - go to first record

Next Record - go to next record
Previous Record - back
Latest Record - last record
Add Record - add new record
Refresh Data -
Filter Specific PPA - get specific PPA and data will be exported to Excel-Based format exported data is
important for analysis of transactions
Allotment Releases - go to program/project/activity and allotment releases module
Find Record - place the cursor to box or field where you intent to find specific record
Earmarking - go to earmarking module
Export RAO to Excel File - export all transactions into Excel-Based format
- exported data is important (you can do manipulation filtering/sorting of records)
Export SARO Utilization - export all SARO/ABM/Sub-ARO utilization into Excel-Based format
- exported data is helpful (analysis will be easier)

Almost done!

Reporting

There are various reports which can be generated from this system. With this, the requirements needed by the
oversight agencies i.e. DBM and COA are being considered.

Choices of reports are given in this system to address various formats in the different levels of operating units.
You can play around with the output data. It’s up to you if you want to re-encode reports to your Excel format. The essence
of this Budget Monitoring System is being able to submit and report usable data details ON TIME from secondary schools
with financial staff up to the division, region and central levels for consolidation.

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 The following reports available in the system:

1. Statement of Allotments, Obligations and Balances (SAOB) – Current and Continuing

a. Cumulative Format (As of ____________)

b. DBM Format – Customized by DepED Budget Division

Additional columns added:
a. Adjustments
- Transfer To/Transfer From (for Sub-AROs received from and issued to)
- Realignment (to effect augmentation from one expense code to another)
b. Allotment Received As Adjusted

BAR No. 4 – Current and Continuing

a. Statement of Allotments, Obligations and Balances
- by Allotment Class (PS, MOOE, CO, FE)
- by Object of Expenditures

BAR No. 2 – Current and Continuing

a. Quarterly Financial Report of Operation
- by Allotment Class (PS, MOOE, CO, FE)

2. Quarterly Financial Reports of Operations (QRFOs) – Current and Continuing (Cumulative)

a. First Quarter
b. Second Quarter
c. Third Quarter
d. Fourth Quarter
3. Detailed Breakdown of Expenditures – Current and Continuing (Cumulative)
3. Registries of Allotments and Obligations (RAOs) – Current and Continuing
a. RAOPS
b. RAOMO
c. RAOCO
d. RAOFE
4. List of SAROs - Current and Continuing

SAMPLE REPORTS IMAGES:

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Earmarking Module

The primary purpose of this module is to record various requests from different offices and monitor status of
utilizations and balances.

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