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MUNIS Entry Instructions for FY2021 Operating Budget

The FY2021 Operating Budget requests will be entered into MUNIS. Please review the following instructions before you enter data. If you need assistance or have questions please call the CFO’s office (508) 532-5427 (IP extension 4427) or (508) 532-5425 (IP extension 4425).

The following documents are required in the form of attachments in MUNIS. Documents required as follows:

A budget narrative in the form of a Word Document on your department’s letterhead. This will be published in the background materials for the Mayor, City Council and other committees. This document should provide an explanation your department’s goals and duties for the City of Framingham.

A budget request explanation/justification for each submitted departmental budget in the form of a Word Document on your department’s letterhead. This document should be a clear and thorough explanation of your budget request from a global perspective. Details for each budget line item will be included in MUNIS so there is no need to include detailed specifics for each line item.

All current and historical financial information for each org/object code can be found within the MUNIS budget software. Specific instructions for viewing this information are on pages 14, 22, and 23.

Please attach the requested documents in the MUNIS budget module as instructed on page 12. Do not include or attach any documentation that is not requested as part of the budget memo or instructions. Budget requests are to be complete and backup documentation submitted in MUNIS by Friday, February 7, 2020 at 5:00pm. There will be no extensions.

Please note that these instructions are written using a MUNIS login with permissions that may differ from yours. Depending on your MUNIS authorization for entering FY2021 Operating Budgets, the first few screens may vary slightly from what is shown in the instructions. If you are familiar with using MUNIS for other applications you should be able to navigate through the menus and screens. All regular MUNIS functions apply to the process for entering and printing FY2021 Operating Budget information. Please use these instructions to check your MUNIS access to the budget modules BEFORE you begin entering data; this will allow us to fix any issues in advance.

There should be two options on your Department Menu under Financials, then Budget Processing: Next Year Budget Entry and Next Year Budget Reports. If you do not see these choices please contact the CFO’s office.

Currently the Next Year Budget Entry screen only reflects the org/object numbers with the description of the object code only. Example: Salary & Wages Regular. In most cases we have enhanced this description field to enable this field to be more easily identifiable. Example for the Fire Department/Station 1: St#1 Salary & Wages-Regular. Please contact the CFO’s office if you notice description fields that have not been updated. Please note that the screen prints used in the instructions are examples using the CFO’s budget with the most recent version of MUNIS. Use the Projection FY20211 – Budget Level 1.

Please do not hesitate to call the CFO’s office (508) 532-5427 or (508) 532-5425 for assistance.

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MUNIS MAIN MENUFinancials

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MUNIS MAIN MENU

FinancialsBudget Processing

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MUNIS MAIN MENUFinancials

Budget ProcessingNext Year Budget Entry

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Define ProjectionClick and enter the Projection number 20211 FY2021 Budget Projection (or use drop down menu)

Click Accept – Upper Left Hand Corner of Screen

Account Find Criteria]Segment Name Search Value

Dept/RC Use Dropdown Menu to Choose Department (133 CFO used for example)

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Click on appropriate department then


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Account Find Criteria]Segment Name Search Value

Account Type Use Dropdown Menu to Choose Account Type (Expense)

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Click and


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This will provide you with your department org/object codes and will default to the first organization/object code (shown as Account) for your Division/Department in consecutive numerical order. If you need a new code added please contact the CFO’s office. You can change the order of the org (numerical), object (numerical) or description (alphabetical) fields by clicking on the tab at the top of the column.

This first screen is where you will attach your backup documents (requested on page 1) by clicking on the paperclip icon. Attach

A narrative in the form of a Word Document on your department’s letterhead. This will be published in the background materials for the Mayor, City Council and other committees. This document should provide an explanation your department’s goals and duties for the City of Framingham.

A budget request explanation/justification for each submitted budget (department) in the form of a Word Document on your department’s letterhead. This document should be a clear and thorough explanation of your budget from a global perspective. Details for each line item will be included in MUNIS so there is no need to include detailed specifics for each line item.

Do not send these documents to the CFO’s office. Please only attach them in MUNIS as instructed. If you do not attach them to this first page of your budget input file then we cannot locate the documents.

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Your screen options may be modified by right clicking on the gray ribbon with the headings

Text Org Object Proj Description 2021 Dept Rqst Amount

Click on the sections you want to see on the screen – text, org, object, project, description, 2021 department request amounts, etc…; you may also wish to view historical data for each line items which is accessed by clicking on the 2020, 2019, 2018, 2017 sections as needed.

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Enter FY2021 line item budget request amounts by clicking the Update Icon at the top of the screen

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Enter all line item budget amounts using the down arrow key to move to the next item. When all budget amounts are entered


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Line items need to include information that provide detail and justification for budget amounts requested. This information may be entered by clicking on Text/Notes found in the upper portion of the screen in the Menu field

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Each budget line item allows for text and notes – Enter Text (required) for any information that will used for evaluating budgets; this information will be distributed to stakeholders for decision making purposes. Use Notes (optional) for anything internal to your process and information internal for your team and not published.

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Line items will be rolled up (for budget reporting and evaluation) and Text will only need to be entered in the first budget line item (org) for an object.

For example – Fire Department Operating Budget for Equipment Maintenance (52420) is broken out under 8 org codes or individually by “program”

02201121 Fire Station 102202121 Fire Station 202203021 Fire Administration 02203121 Fire Station 302203321 Fire Alarm 02203421 Fire Maintenance02205121 Fire Station 502207121 Fire Station 7

Below is the text that was entered for FY2019 budget in each individual line item.

02201121 - St#1 is Station 1 - Framingham Center on Route 9/Worcester Road. This station is staffed 24/7 and houses Engine #1 and Tower #1, as well as Fire Dispatch Center.

02202121 - St#2 is Station 2 – Saxonville at Watson Place. This station is staffed 24/7 and houses Engine #2.

02203021 - FAdm is the Fire Administration Division. The Fire Administration Division is responsible for the leadership, training and administration of the Fire Department. Fire Administration operates out of the same building as Station 3 and the Fire Maintenance Division, and utilizes 4 SUV’s and a Safety Officer response pick-up truck.

02203121 - St#3 is Station 3 – Headquarters located on Loring Drive. This station is staffed 24/7 and houses Engine #3, Ladder #3, the Dive/Water Rescue Truck, the Off-Road Brush Fire Truck, spare fire apparatus, as well as Ambulance #3.

02203421 - FMnt is the Fire Maintenance Division. The Fire Maintenance Division is responsible for maintenance and repairs of the Fire Department apparatus, boats, equipment/tools, station generators, vehicle fuel tanks/pumps, and snow plowing of fire station lots. This Division operates an apparatus maintenance and repair garage located within Station 3 at Loring Drive that is regularly staffed during the work week. The Maintenance Division has a mobile repair pick-up truck, a pick-up truck with lift gate for transport of large/heavy parts, and a pick-up with snow plow.

02205121 - St#5 is Station 5 on Concord Street between downtown and Route 9/Worcester Road. This station is staffed 24/7 and houses Engine #5 and Rescue #1, as well as the on-duty Deputy Chief’s quarters. Station 5 houses Ambulance #1.

02207121 - St#7 is Station 7 – Nobscot on Water Street. This station is staffed 24/7 and houses Engine #7. It is also part-time host to Ambulance #4.

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For the FY2021 budget detail Text entry please choose the first org code in the category (02201121) and enter the Text information in that line item only; including and detailing any pertinent information for the object code by program within that org code. This applies to salary, operating and small capital line items.

For example all of the individual line item information by program will be entered into on the first org code 02201121-52420 and NOT in the subsequent line items; again using Fire as the example. Please contact the CFO’s office if you need further explanation.

St#1 is Station 1 - Framingham Center on Route 9/Worcester Road. This station is staffed 24/7 and houses Engine #1 and Tower #1, as well as Fire Dispatch Center.

St#2 is Station 2 – Saxonville at Watson Place. This station is staffed 24/7 and houses Engine #2.

FAdm is the Fire Administration Division. The Fire Administration Division is responsible for the leadership, training and administration of the Fire Department. Fire Administration operates out of the same building as Station 3 and the Fire Maintenance Division, and utilizes 4 SUV’s and a Safety Officer response pick-up truck.

St#3 is Station 3 – Headquarters located on Loring Drive. This station is staffed 24/7 and houses Engine #3, Ladder #3, the Dive/Water Rescue Truck, the Off-Road Brush Fire Truck, spare fire apparatus, as well as Ambulance #3.

FMnt is the Fire Maintenance Division. The Fire Maintenance Division is responsible for maintenance and repairs of the Fire Department apparatus, boats, equipment/tools, station generators, vehicle fuel tanks/pumps, and snow plowing of fire station lots. This Division operates an apparatus maintenance and repair garage located within Station 3 at Loring Drive that is regularly staffed during the work week. The Maintenance Division has a mobile repair pick-up truck, a pick-up truck with lift gate for transport of large/heavy parts, and a pick-up with snow plow.

St#5 is Station 5 on Concord Street between downtown and Route 9/Worcester Road. This station is staffed 24/7 and houses Engine #5 and Rescue #1, as well as the on-duty Deputy Chief’s quarters. Station 5 houses Ambulance #1.

St#7 is Station 7 – Nobscot on Water Street. This station is staffed 24/7 and houses Engine #7. It is also part-time host to Ambulance #4.

Line items that are generic in nature need only the basic information in order to adequately describe and justify the budget request. Line items that require more detailed information due to programmatic requirements should include enough information to adequately identify budget amounts $ requested for those purposes.

For example the Sanitation Department has 2 line items for trash under 52900

04330021-52900 Sanitation Trash04330021-52900-43001 is Sanitation Condominium Trash

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FY2019 Budget Text Entry

04330021-52900 The Solid Waste Removal line item funds the costs associated with the disposal of solid waste collected curbside, as well as solid waste collected at the Recycle Center. This line item also covers the cost of disposal of solid waste collected at all public schools and municipal buildings, and from other various collection points within City. The contracted per ton disposal cost for FY19 is $72.50, an increase over the $70 per ton in FY18.

04330021-52900-43001 This line item funds trash removal services for various condominium complexes in Framingham. The contract to provide condominium trash removal services is currently being negotiated.

FY2021 Budget Text Entry would only be entered in 04330021-52900 with information identifying each budget amount requested by (program).

04330021-52900 $1,137,500 The Solid Waste Removal line item funds the costs associated with the disposal of solid waste collected curbside, as well as solid waste collected at the Recycle Center. This line item also covers the cost of disposal of solid waste collected at all public schools and municipal buildings, and from other various collection points within City. The contracted per ton disposal cost for FY19 is $72.50, an increase over the $70 per ton in FY18.

04330021-52900-43001 $225,000 This line item funds trash removal services for various condominium complexes in Framingham. The contract to provide condominium trash removal services is currently being negotiated.

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Historical data for each org/object code can be accessed by double clicking a line item within the Next Year Budget Entry screen.

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Historic Account Information provides current fiscal year budget data and historical budget amounts back to FY2017.

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Display the next set of data records using the scroll feature at the bottom of the screen.

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When you have finished entering your budget requests under each org/object code run your Next Year Budget Reports. Exit out of all the Next Year Budget Entry screens and choose Next Year Budget Reports under Budget Processing. Follow the choices under Budget Processing and you will find Next Year Budget Reports. Click to enter the report program.

Click Define located on the Menu in the middle of the screen.

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Under Projections Choose 20211 – FY2021 Budget Projection (from the drop down menu)

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Tab down and

Enter your department Org code (Example CFO 0133*) – use the asterisk after the first four digits in your Org Code to make sure you are capturing all line items within your department.

Enter Account Type – Expense (from drop down menu)

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You will (should) only have access to the org/object codes that have been authorized, if you do not enter the org/object code and hit the green check mark the program will default to the org/object codes that you have access to. You may also manually define the criteria as described above. Please notify the CFO’s office if you have access line items outside of your departments.

Click on Report Options located in at top middle portion of your screen

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Complete information according to the screen print here OR use budget reports useful for your department.

Type 5 – NEXT YEAR BUDGET COMPARISON REPORTBudget Level 1 – Dept RqstComplete remaining fields as above (screen print)


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Click on options provided in the Output Menu Options include Print file, Preview file, PDF file, Excel export

Please contact the CFO’s office with any issues with budget entry or budget reports. The instructions were written using the most up to date version of MUNIS.

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