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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Reporting Requirements for Annual Financial Reports of State Agencies and Universities

Notes & Samples

NOTE 7 – Derivatives
Instructions for the DRNSS Web Application

The Derivative Note Submission System (DRNSS) web application provides a user-friendly and intuitive method to electronically submit derivative note disclosures. DRNSS ensures uniformity of these disclosures for CAFR Note 7.

Agencies can save work-in-progress in DRNSS at any time and later recall their disclosure to edit or delete. Reports are available in HTML format and an option to download the attachment that was previously uploaded. DRNSS produces a statewide database used for CAFR reports and disclosures. All agencies with derivative activity are required to use DRNSS to input and certify disclosures.

In addition to submitting Note 7 from the agency’s AFR, the following agencies must also submit disclosures in DRNSS:

  • State agencies
  • Higher education systems
  • Independent higher education agencies

Note: Components of university systems must not use DRNSS.

Or click on the headings below to open a topic individually.

Deadlines for Entry [+]

The DRNSS certification is due annually by:

  • Oct. 1, 20CY (for simplified reporting agencies)
  • Nov. 20, 20CY (for full reporting agencies)

Submit a copy of the agency’s Note 7 from its published AFR. Since Note 7 includes both text and tables, the required format is a Microsoft Excel document with the header information (agency name/number and note number/name) attached to the disclosure in DRNSS.

Note: Screen prints from DRNSS will not be accepted in lieu of the required copy of the agency’s Note 7 from its published AFR.

Disclosures Entered and Certified in DRNSS [+]

After transaction activity and disclosure information is entered in DRNSS, users can generate a report (in HTML format) that documents all comments and file attachments submitted in DRNSS.

Establish Security Access [+]

Ensure proper security access exists as early in the process as possible. Contact your agency’s security coordinator to request DRNSS access for each agency number you are reporting.

Verify proper security access was established by viewing the USAS Titles Profile (D53) screen as shown below. On the D53 screen:

  1. Enter R in the ACTION field.
  2. Enter DRNSS in the TABLE ID field.
  3. Enter your User ID and agency number in the KEY field.
    If you enter your User ID without the agency number, USAS automatically appends it to the end of your User ID.
  4. Press Enter.
    Your name appears in the TITLE field if your security access was properly established.

Once security access is granted, USAS requires one overnight cycle to run before you can access DRNSS.

LINK TO:                        TITLES PROFILE                              PROD
 ACTION: R    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                     
               TABLE ID: DRNS                                                   
                    KEY: JSMI413111                                             
                  TITLE: SMITH,JOE                                              
                                                         STATUS CODE: A         
  EFF START DATE: 07202000   EFF END DATE:      LAST PROC DATE: 07202000        
 Z06 RECORD SUCCESSFULLY RECALLED                                               
 PLEASE ENTER FUNCTION                                                          

Note: In the sample screen above, the KEY field shows an enabled User ID of ‘JSMI413’ with access to agency ‘111’.

General Information About DRNSS [+]

System Records

Individual records are saved in DRNSS based on the agency.

Agency Number

You may access a different agency number if you have established security for that agency. Select your agency from the drop-down menu and click Go.

Screen Formats

Agency input boxes are the only fields available for entry.

Screen Navigation

Click Save to save the disclosure with the data entered up to that point.

Save Feature

Click Save and the status box displays the message Saving data. Once a disclosure is saved, click the Edit/Delete action tab to make any changes to the existing disclosure.

Disclosure Screens

The disclosure screen includes a note disclosure section for entry of derivative descriptions.

Log Into DRNSS [+]

Once proper security authorization is established, you can access DRNSS.

  1. Enter your USER ID.
    Your User ID is the same as your ACID used to access the Comptroller’s mainframe and USAS.
  2. Enter your PASSWORD.
    This is your USAS password.
  3. Click Submit to enter DRNSS.

If your DRNSS security access is denied and an error message displays, contact your agency’s security coordinator.

DRNSS loads derivative data and a status bar appears below the login information indicating that the system is processing. After processing is complete, DRNSS returns to the Home screen.

Selecting an Agency and Choosing Note Disclosures [+]

The agency name(s) and number(s) are automatically retrieved from the security access permissible by your User ID. If you have access to multiple agencies, a drop-down menu displays a list of agencies for which you have access.

  1. Select the agency from the drop-down menu.
    Agency Selection Screen
  2. Click Go.
    The screen refreshes and displays the selected agency.
  3. Click Derivative Disclosure in the left navigation menu to begin entering disclosure information.

Adding, Editing or Deleting Derivative Note Disclosures [+]

  1. Choose Derivative Disclosure in the left navigation menu.

    The disclosure screen has two actions: Add and Edit/Delete. This screen automatically defaults to the Add action tab. The Add tab inside DRNSS

Adding a Disclosure

  1. Select the disclosure in the left navigation menu to add.
  2. Press Tab to navigate to the data entry field.
  3. Enter the applicable data.
  4. Click Upload File to upload the necessary file.
  5. Click Browse to open a finder window that allows you to select the Microsoft Excel document you want to upload.
    Attach file screen
  6. Click Continue.

    Note: Only ONE Excel file can be uploaded. Ensure that all pertinent information is included in your single Excel file. You may create multiple tabs, if necessary.

    After uploading the file, DRNSS returns to the main disclosure screen.

  7. Click Save at the bottom of the disclosure screen.
    The screen automatically refreshes and moves the saved data to the Edit/Delete action tab.

Editing a Disclosure

If the agency is listed, a disclosure was previously saved to the system — only an edit/delete to this disclosure is allowed.

  1. Select Derivative Disclosure in the left navigation menu to edit.
  2. Click the Edit/Delete action tab.
    DRNSS displays the data as currently saved.
  3. Press Tab to navigate to the data entry field.
  4. Edit the data.
  5. Click Save.
    DRNSS returns to the edit screen.
  6. Click Log Out to exit DRNSS.

Deleting a Disclosure

  1. Select Derivative Disclosure in the left navigation menu to edit.
  2. Click the Edit/Delete action tab to access the disclosure.
    DRNSS displays the data as currently saved.
  3. Click Delete.
    DRNSS returns to the edit/delete screen.
  4. Click Log Out to exit DRNSS.

Reports [+]

DRNSS reports are the agency’s official submission of derivative summary information for the CAFR process. Viewing reports (HTML format) is an option available on disclosure screens and may be selected at any time. You may only view reports for any agency for which you have established security.

To view a report:

  1. Click Reports in the left-hand navigation menu.
  2. Select the agency from the drop-down menu.
    DRNSS Reports screen
  3. Click All comments and File Attachments to generate a report.

Certification [+]

From the Home screen:

  1. Select the Agency from the drop-down menu.
  2. Click Go.
  3. Click either:
    • View Certification Status
      Displays the agency’s certification status.
    • Certify
      Click Certify to confirm all disclosures are complete. Once certified, all disclosures are locked — however, you may still run reports.

If an adjustment is necessary after certification, please contact your financial reporting analyst.

DRNSS for Consolidated University Systems [+]

Each consolidated university system (Agency numbers 793, 794, 795, 797, 798 and 799) must enter the information for all of its component universities in summary as described above.

IMPORTANT: Components of university systems must not use DRNSS.

Glenn Hegar
Texas Comptroller of Public Accounts
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