GFOA's Distinguished Budget Presentation Award Program Updates
This content details upcoming changes to the budget application process for the Government Finance Officers Association's Distinguished Budget Presentation Award Program. It includes information on transitioning to a new Awards Management System, benefits of the system, and instructions for accessing and using it effectively. Important dates, contacts, and resources are provided for applicants. The program aims to streamline the application process, improve accessibility for applicants, and enhance the overall award management experience.
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Presentation Transcript
GFOAs Distinguished Budget Presentation Award Program Migration to the Awards Management System Upcoming Changes to the Budget Application Process October 10, 2023 Government Finance Officers Association
Instructors John Fishbein GFOA Lauren Cachey GFOA Alex Yanochik GFOA Contact: budgetaward@gfoa.org
Format of This Training Brief Introduction of the Benefits of GFOA s Award Management System Videos to Explain How to Use the System Instructions Included in this Presentation Questions will be Taken This Presentation will be Available on GFOA s Budget Awards Home Page (https://www.gfoa.org/budget-award) by October 16, 2023 3
Introduction GFOA launched the AMS in June 2020 for the Certificate of Achievement for Excellence in Financial Reporting (COA) Program with the intent to migrate other GFOA award programs to this platform over time. The Popular Annual Financial Reporting (PAFR) program was successfully migrated in 2022. No change in criteria. New system goes live on October 16, 2023. 4
Benefits Electronic access applicants will be able to apply, pay application fees, check application status and receive award documents, all electronically. No need to call or email about application status or to request copies of award documents. Applicants will have direct access to that information through the system and can re-print award documents as needed. Quick, secure fee payment credit card payments will be processed upon application submission and will be encrypted in accordance with the latest security standards. The system will provide an immediate receipt or an invoice if you choose to pay by check. Fewer application fee and credit card payment problems submission in the AMS eliminates fee and payment problems frequently seen with the current process. Because the AMS recognizes the membership status of the government, member governments will automatically be charged the member rate regardless of the membership status of the individual submitting the application. Payments will automatically be matched to the government s account, avoiding calls and emails about outstanding payments due to misapplication of payments to an individual s account. 5 Up-to-date listing on GFOA s website of award winners.
Signing into GFOAs Awards Management System (AMS) https://youtu.be/e4GrBPAdxCI 6
Links to Remember o Two URLs: Forms page: lf.gfoa.org/Forms Submit application, request extension Repository: lf.gfoa.org/Laserfiche Retrieve result documents o Username is always number, with a -1,-2, or -3 at the end o Receive an email on October 16th containing your Username and prompting to reset a password.
Navigating the AMS Forms Page https://youtu.be/8P5uEv8ZYys 9
Content of Forms Page o Forms page divided into two main sections Inbox for tasks that have been initiated Open tasks Drafts Completed tasks Start Process to initiate tasks Budget/COA/PAFR Application Extension request Check application status User Management Form Update primary contact
Submitting Budget Applications https://youtu.be/Ux0s01cUbbU 12
Submitting Budget Applications (continued) o Login to Forms (lf.gfoa.org/Forms) o Open new application from Start Process menus o Fee: Based on gov type, size indicator, and membership status Pay online user will be directed to online portal to enter credit card information Pay by check user will be emailed invoice for amount due after submission o Upload documents (pdfs) Budget document, criteria guide (required) Budget in brief, responses to prior-year comments (optional)
Extensions https://youtu.be/wNmpHv3MwBk 15
Extensions (continued) o Extensions required if application not submitted within 90 days of budget adoption date Extensions granted in one-month increments Multiple requests may be submitted Extensions not granted beyond one year from adoption date o Login to Forms o Navigate to Extension Request form from Start Process menu o Include reason for extension and brief description
User Management Form https://youtu.be/1yR0RNcRx5g 18
User Management Form (continued) o Up to three user accounts Associated with the following programs: Budget, COA, PAFR o Primary contact Primary name associated with account; person who can reset password and will receive notification when review completed Can be updated at any time o Groups Programs assigned to user accounts Multiple programs can be assigned to the same account A program cannot be assigned to multiple user accounts Cannot re-assign a group if an active application is in review o Save changes must be hit twice to save all changes
Navigating the AMS Repository https://youtu.be/pCPp0iJT13Q 21
Navigating the Repository (continued) o Login to the repository (lf.gfoa.org/Laserfiche) o Structure: Entity State Name of Government Program Year Customer Package Includes documents that government uploaded with application and result documents You can print or download the scores and comments Invoices o When a review is completed, the primary contact will receive a link that goes directly to the Customer Package
Final Comments AMS becomes fully operational October 16th We appreciate your support of the program GFOA staff is here to help (budgetaward@gfoa.org)
