Budget Request System

This Web-based application allows State of Oklahoma agencies to enter and submit both operating budget requests and capital project requests directly to the Office of State Finance and the Long Range Planning Commission. The application requires Oracle's JInitiator plug-in. Procedures to obtain the plug-in follow.

• System Requirements
• First-Time User Instructions
• Accessing the Budget Request System
• Capital Budget Request Instructions & Contact Information
• Operating Budget Request Instructions & Contact Information
• Data Processing/Telecommunications Budget Request Instructions & Contact
• Training Sessions
• Workforce Plan

System Requirements

To run this application, the following basic system requirements are recommended:

• Pentium 166 mHz or better processor
• 70 MB free hard disk space
• 48 MB system RAM
• SVGA Monitor capable of 800x600 resolution
• Internet connection: works best over direct LAN (Ethernet) connection, but will also function properly over dial-up modem (28.8k or better). The application may run slower on a dial-up connection.
• Windows NT, 2000 or XP
• Internet Explorer 6.0 or above or Netscape 4.7 or above (NOTE: Internet Explorer 3.02 will only work with Windows NT)
• Adobe Acrobat Reader 6 or above
• New OSF userid. The OSF Form 90 (PDF version (.pdf, 3 pp, 132 KB) | Word version (.doc, 3 pp, 110 KB)) is available on the OSF Web by going to OSF Forms in the left navigation, then to DCAR Forms and scrolling to OSF Form 90..

Note: It will take approximately 2-3 days to process this form. Please include your e-mail address on the OSF Form 90 and you will receive notification of the new userid by e-mail. Otherwise, our staff will phone you with your new userid.

First-Time User Instructions

The Budget Request System requires Oracle's JInitiator plug-in. This enables your browser to use the budget request application. If you have already configured your browser to use Oracle JInitiator, you may continue to follow the Budget Request links and begin using the application.

If you do not already have the Oracle JInitiator installed, you will need to configure your browser with the plug-in. There are 2 ways to receive and install this plug-in:

1. Click on the budget request link and download the plug-in when prompted. This method may take 30 minutes to 1 hour depending on your Internet connection.
2. The second method is available for State of Oklahoma agencies only. Contact the OSF Service Desk at helpdesk@osf.ok.gov, and request an Oracle JInitiator CD with the plug-in and installation instructions. There will be a minimal charge to cover the cost of the CD and any mailing cost. The cost will be billed via your monthly centrex phone statement if you receive one; otherwise, an invoice will be generated. Your e-mail request for a CD should include the following items:
   • Your name
   • Your phone number
   • Your agency number
   • Your agency name
   • Address for the location to receive the CD

NOTE: You may want to consult with your agency system administrator regarding these system requirements and the download of Oracle JInitiator.

The following instructions provide an overview of the screens to download this application and access the Budget Request System. You may print this page to refer to when installing the Plug-in.

• Click on the link that says "The Budget Request System" (in the "Accessing the Budget Request System" section of this site):
• A green screen should appear next. The first time you go to this web site, the system checks your browser configuration to determine if the proper plug-in is installed. If it determines you need the plug-in, a prompt to download the "Oracle JInitiator" is displayed. Depending upon the speed of your modem (or other connection to the web), this process may take 30 minutes to 1 hour.

For Internet Explorer Users:

• A License panel appears. Answer "Yes." In some instances, a PC may show that it cannot find the license. Press "Yes" also.
• A panel appears asking if you want to install the initiator. Answer "Yes."
• A welcome panel appears. Click on "Next."
• A destination panel appears. Click next to choose the default location shown.
• The successful load panel appears. Read instructions, then click "OK."

For Netscape Users:

• A panel appears which notes the Plug-in is Not Loaded. Click on "Get the Plug-in"
• A panel window appears and allows you to save the file jinit113122.exe to the location of your choice (Remember this location as you will need this later)
• After the download is complete, close your browser session.
• Open Windows Explorer and go to the directory where you saved the jinit113122.exe file
• Double Click on the file jinit13122.exe
• A prompt appears to install the plug-in. Answer "Yes"
• A welcome panel appears. Click on "Next"
• A destination panel appears. Click on "Next" to choose the default location shown
• The successful load panel appears. Read instructions, then click "OK"

NOTE: This application does not work with CHAMELEON browser.

• Completely close the browser after the successful load
• Reopen the browser, and return to the "Accessing the Budget Request System" section of this site
• Click on the link that says "The Budget Request Application"
• A blue screen appears. This screen will inform you that an "applet" is downloading. This will take a few minutes.
• If the "applet" loads correctly, the Username/Password/Database prompt appears
• Supply the requested information. If you do not have a username and password for this system, submit OSF Form 90 (PDF version (.pdf, 3 pp, 132 KB) | Word version (.doc, 3 pp, 110 KB)) to the Office of State Finance.

Once you have entered this information, click on "Connect." You are now at the initial screen of the Budget Request System and can begin your request.

Budget Request Screen

This screen is used to select your agency and the budget request forms you wish to enter - Operating, Capital Outlay, or Budget Request.

NOTE: For detailed instructions on the system and the specific request forms, please see the Capital or Operating Budget Request sections of this site.

Accessing the Budget Request System

The initial budget request screen is used to select your agency and the budget request forms you wish to enter - Operating or Capital Outlay Budget Request. This system functions similar to most Web based applications and allows the user to point and click, choose menu commands, and make selections in dialog boxes.

• Click on the link below. A green screen appears. This screen informs you that an "applet" is downloading. This will take a few minutes. (If the JInitiator has not been downloaded, this screen prompts you to do so. The initial download may take 30 minutes to one hour.)
• If the "applet" loads correctly, the Username/Password/Database prompt appears. Supply the requested information and click on "Connect." You are now at the initial screen of the Budget Request System and can begin your request.

NOTE: For detailed instructions on the specific request forms, please see the Capital or Operating Budget Request sections of this site.

• The Budget Request Application

Capital Budget Request Instructions and Contact Information

Title 62 Oklahoma Statutes, Section 900 et seq established the Long-Range Capital Planning Commission. All Oklahoma state-level agencies, boards, trusts and commissions are included in this statute. Capital Budget items are submitted even if no State appropriated funds are used to acquire them. The Commission defines capital projects as those with a cost of at least $25,000 and a useful life of five years or more. If your organization does not anticipate capital expenditures in any of the next 5 years, please send notification to the Commission via e-mail to James Joseph. 

For questions on the Capital Budget Request, please e-mail to James Joseph or phone at (405) 602-3100.

Operating Budget Request Instructions & Contact Information

Under the provisions of Title 62, section 41.47, the operating budget request forms were prepared jointly by the staffs of the Office of State Finance and the Joint Legislative Committee on Budget and Program Oversight (legislative fiscal staff). Information contained in your responses will be used by both the legislative and executive branches in developing budget proposals, so please follow the directives of the OSF and fiscal staffs to ensure that these forms are filled out completely. It is very important that you provide complete justification for each of your funding changes.

Historical and BWP data from ICS will be loaded into the new system to eliminate the need for you to enter this data. Some data from last year's budget request will also be copied into the new system and will be available for you to edit. In addition, some forms you completed in the past will be generated by the system from data provided on other forms. Specifics on each form are included in the section by section instructions. These instructions were mailed to each agency and are also linked below.

Please see the training section for the dates and contact information on scheduling your agency for operating budget request training on the new system.

Please direct any questions on the operating budget request to the budget or fiscal analysts for your agency. Phone numbers and e-mail addresses of the analysts are available on the OSF, House, and Senate home pages.

Data Processing/Telecommunications Budget Request Instructions & Contact Information

Data Processing

Each state agency presently using or contemplating the use of data processing applications is required to submit a long-range (three year) Data Processing Plan. The total Data Processing plan amount for the budget request fiscal year must balance to the agency's Budget Request for data processing. All purchases for data processing equipment, software or services must be identified in the agency's data processing plan.

Effective Sept. 1, 1992, no agency shall use state funds for the acquisition of computer hardware or software exceeding $2,500 in value, without the written authorization of the Director of State Finance in accordance with Title 62, Section 41.5a, item B of the Oklahoma State Statutes. This section does not apply to higher education, public schools, or vocational-technical districts. Even though the Legislative and Judicial Branches are exempt, their participation is encouraged as it would enhance the statewide planning for data processing.

Telecommunications

All state agencies are required by State Statutes to submit a long-range (3-year) telecommunications plan. The plan is to include voice (telephone), radio, video, facsimile or any other forms of communications and telecommunications which the agency is using or is planning to use in the future. Even though the Legislative and Judicial Branches are exempt, their participation is encouraged as it would enhance the statewide planning for telecommunications.

Links to the Data Processing/Telecommunications instructions and forms are included in the Operating Request Section.

Please direct any questions to the OSF Systems Planning Group at (405) 521-2804 re: data processing, and (405) 521-2373 re: telecommunication, (405) 521-2373.

Training Sessions

Training sessions are available to help you learn the system.

Capital Request training is available from the Long Range Planning Commission. Please e-mail to James Joseph or contact him by phone (405) 602-3100, or fax (405) 848-3314, if you need assistance.

The Office of State Finance will provide Operating Budget Request training. Please contact your budget analyst if you need to schedule training.

Workforce Plan (BRF0310) NOT REQUIRED FOR 2009

The information in this section is used by an Agency to develop a Workforce Plan that reviews the agency's workforce demographics and identifies current and future problem areas due to resignations and retirement.

Upon entering the Budget Request System, click on the 'Strategic Plan' button. Then click on the 'Workforce Plan' button, this will take you to the Workforce Plan. The Workforce Plan will already have pre-populated workforce demographics for each agency that contains the following information:

• 05-06 Retirement Rate
• 05-06 Resignation Rate
• 05-06 Voluntary Turnover Rate
• Average Age
• Average State Service
• Average Years to Retirement
• % Eligible to Retire in 3 Years
• % Eligible to Retire in 5 Years

The report contains only Job Families and Sub-Activities with the following problem areas:

• Jobs with turnover rates higher than 10% - (Identified in 05-06 Voluntary Turnover Rate)
• Sub-activities with turnover higher than 10% - (Identified in 05-06 Voluntary Turnover Rate)
• Jobs with projected retirements higher than 11% - (Identified in % Eligible to Retire in 3 Years and/or % Eligible to Retire in 5 Years)
• Sub-activities with projected retirements higher than 11% - (Identified in % Eligible to Retire in 3 Years and/or % Eligible to Retire in 5 Years)

Note: If the row contains a JFD and Job description it is Identifying a problem with a specific Job in that sub-activity. If it only contains the sub-activity but no job code or job description it is reporting a problem with the Sub-activity as a whole.

Step 1: Enter the contact information for the agency's primary workforce planning contact at the top of the page.

Step 2: For each JFD or Sub-Activity that meets any of the problem criteria, click on any field in the row for that JFD or Sub-Activity and a blank screens will appear at the bottom to Identify potential problems, enter information for an action plan, and a method to evaluate progress. 

Note: There is a blank row at the bottom of the pre-populated list for additional JFD or Sub-Activity problems an agency wishes to report. Agencies may enter any additional Job Families or Sub-activities not identified in the pre-populated list, such as areas with vacant positions. By inserting that information on the blank row, an action Plan can be created for these areas.

The first section entitled "Potential Problem," contains a drop-down menu that identifies the following problems:

• Jobs with turnover rates higher than 10%
• Business units with turnover higher than 10%;
• Jobs with projected retirements higher than 11%;
• Business units with projected retirements higher than 11%;
• Vacant positions; and
• Other.

Step 3: Select a potential problem in the drop-down menu for the Job Family or Sub-Activity. There may be more than one problem area for each Job Family or Sub-Activity, each problem should be addressed on separate rows, starting with the highest priority and working down from there.

Step 4: Following the identification of a problem area, click on the Action Plan box. an individual action plan to address each problem area will pop up. Enter your action plan to address the problem area into the text box. These plans will be different for each Job Family or Sub-Activity depending on how your agency plans to address these problems. Once completed, close the box.

Step 5: In the last text box on the row, agencies will specify a method to evaluate progress in addressing the problem area. Just as with the action plan click on the empty box and a text box will appear. Once you have completed the method to evaluate progress close the box.

Repeat these steps till all problem Job Families and Sub-agencies have been addressed.

Note: If the pre-populated information identifies a Job Family or Sub-Agency as having a problem, but the agency feels that it is not a significant one, Choose other in the Potential Problem box and give a brief explanation of why the agency feels this is not a significant problem in the Action Plan box.

Once the plan has been completed, you may print a copy from the Strategic Plan main screen by clicking on the 'Forms' button.

For assistance or questions in completing the Workforce Plan, please contact the Workforce Planning Manager at the Office of Personnel Management:

Ross Tripp
(405) 521-6376
ross.tripp@osf.ok.gov