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HOW TO USE OPENBOOKS
Introduction
The OpenBooks Web site contains information or links to information that will be useful in providing citizens insight into how state government works as well as the money received and spent. Although there are many components to this Web site, this How-to guide will mainly focus on the Search Financial Data by Agency or Function of Government functionality.
The financial information may be searched by agency or by Function of Government. The Function of Government is a classification that has been established to indicate the primary duties, responsibilities and services performed by each agency of state government. Each agency is assigned to one of the following ten governmental functions.
1. General Government
2. Legal and Judiciary
3. Education
4. Museums
5. Health
6. Social Services
7. Public Safety and Defense
8. Transportation
9. Regulatory Services
10. Natural Resources
Financial information for state entities may be viewed by clicking the Search Financial Data by Agency or Function of Government hyperlink which can be found on left-hand side of the Home page.
Selecting the Agency or Function of Government
To view financial data, a specific agency or Function of Government must be specified. From the appropriate drop-down list, select the desired agency or Function of Government and click the Go button.
NOTE: The agencies are listed in alphabetic order. In some cases, the names are listed by agency function – for example: instead of ‘Office of State Finance’, it will be listed as ‘Finance, Office of State (090)’ or ‘Department of Central Services’ will be listed as ‘Central Services, Department (580)’. The agency number is listed in parenthesis after the agency name.
NOTE: There is a State of Oklahoma (000) agency listed in the Agency drop-down list. This is not an actual state agency but is sometimes used to provide special functionality. This functionality will be noted when available.
Once the appropriate agency or Function of Government has been selected, the corresponding information will be displayed in the tabs at the bottom of the screen.
General Information
When available, use the ‘Prev’ and ‘Next’ buttons to navigate to other pages for additional information.
When appropriate, grand totals are provided at the bottom of the page.
If a ‘+’ sign is displayed, click on it to view more detailed information.
Information Tab
This tab provides basic information based on the agency or Function of Government selected.
Agency: provides the agency name, a brief description of their duties, their main address and phone number. To go to the agency’s Web site, click on the agency name hyperlink inside of the Information tab.
Function of Government: Provides a brief description of the selected Function of Government and then lists each agency assigned to that Function of Government. To go to the Information tab for an agency, click on the Agency name hyperlink. To return from the Agency back to the Function of Government page, use the Back button/arrow on the browser page.
Expenditure Tab
The Expenditure tab provides expenditure information for the current fiscal year (to-date) and the two prior fiscal years. The expenditure information is first presented by high-level expenditure categories including:
- Personal Services
- Travel Expenses
- Administrative Expense
- Property, Furniture, Equipment and Related Debt
- General Assistance, Awards, Grants, & Other
- Program-Directed Payments
- Transfers and Other Disbursements
To view more detailed information for each category, click on the ‘+’ next to the appropriate expenditure description. For example, to view more detailed information on Personal Services, click on the ‘+’ and the following expenditure categories will be displayed:
Personal Services
Salary Expense
Insurance Premiums – Health, Life, etc
FICA and Retirement Contributions
Benefit Payments
Professional Services
Reportable Compensation
Inter/Intra-Agency Payments for Personal Services
Function of Government: When the expenditure page is selected for a Function of Government, there is an additional level of detail provided. The user may drill-down and view expenditure information for each agency within the specified Function of Government.
Updates: The expenditure information for the current fiscal year will be updated monthly after the prior month has closed. For example, expenditure information for July will be added in August.
Funding Tab
The Funding tab provides information for the current fiscal year (to-date) and the two prior fiscal years. The funding information is first presented by high-level categories including:
State Taxes, Income and Interest
Fees/Fines Collected by State Agencies
Federal Grants and Entitlement Programs
Assets Held for Others (Fiduciary Functions)
To view more detailed information for each category, click on the ‘+’ next to the appropriate funding description. For example, to view more detailed information on State Taxes, Income and Interest, click on the ‘+’ and the following funding categories will be displayed:
State Taxes, Income and Interest
Beverage Taxes
Business Taxes
Insurance Taxes
Personal Taxes
Investment Income
Income from Bonds
Income from Rent
Etc.
Function of Government: When the funding page is selected for a Function of Government, there is an additional level of detail provided. The user may drill-down and view funding information for each agency within the specified Function of Government.
NOTE: In some cases, money is deposited to the ‘State of Oklahoma’. This is then appropriated (transferred) to agencies based on legislation. These transactions are displayed on both the State of Oklahoma and agency funding screens by the Appropriated Transfers In and Appropriated Transfers Out accounts.
Updates: The funding information for the current fiscal year will be updated monthly after the prior month has closed. For example, funding information for July will be added in August.
Payroll Tab
A note is displayed above the Payroll tab providing general information regarding the available data.
Agency: Upon entering the Payroll tab, any employee paid during the current fiscal year by the agency is listed in alphabetical order. To search for a specific employee, enter the employee name – or partial name – and click the Search button. Employees meeting the selection criteria will be displayed. The ‘%’ may be used as a wildcard when entering search criteria. For example, if ‘%man%’ then names containing ‘man’ will be displayed such as ‘Boatman’, ‘Manning’, etc.
Function of Government: Whether selecting by Function of Government, each agency is listed. Click on the ‘+’ to see the employees working for that agency. Search criteria as described above will be available.
When viewing employees, click on the ‘+’ to view detailed payment information by payment type (regular, overtime, etc.) and payment date.
Statewide search: To perform a statewide search, select the State of Oklahoma (000) agency in the Search Finances by State Agency drop-down list and then click the Go button. Select the Payroll tab, enter the employee’s last name in the Search by Last Name box and then press the Search button. The requested information will be displayed.
Updates: Only current fiscal year payroll information will be available. The payroll information will be updated monthly after the end of the month. For example, July information will be added in August.
Vendors Tab
The Vendors tab lists vendors who were paid more than $25,000 during the prior fiscal year by the selected state agency. The vendors are listed in alphabetical order but there is a button on the top of the page that will allow the user to change the display to sort by amount.
Updates: The information on the Vendors tab is updated each July.
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