Project Costing User Guide

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					                  Training Guide




PeopleSoft 8.9
Project Costing
                                                                                                                            Training Guide
                                                                                                                           Project Costing


                                                     Table of Contents
Project Costing ............................................................................................................. 5
  Understanding Project Costing in PeopleSoft ......................................................................... 5
  Project Costing Glossary ........................................................................................................ 6
Establishing Funding Sources .................................................................................... 8
Creating Projects and Activities .................................................................................. 8
  Setting up a Project or a Program (project with no activities) .................................................. 9
  Creating Activities ................................................................................................................. 11
  Adding Project Attributes ...................................................................................................... 12
  Linking a New Project to a Project Tree ................................................................................ 14
Defining Project Budgets ........................................................................................... 17
  Inserting a Project into a Budget Definition ........................................................................... 17
  Allocating a Fund Source ...................................................................................................... 20
  Defining Source Category - GMIS will create these for you................................................... 22
  Setting up Funds Distribution – Please wait until ENCOMPASS ........................................... 24
  Turning Off the FS Required Checkbox ................................................................................ 29
  Creating Project Budgeting ................................................................................................... 31
     Validating Ledger Balances ................................................................................................................. 38
  Troubleshooting Project Budgeting ....................................................................................... 40
  Adjusting Project Budgets and Allocations ............................................................................ 44
     Adjusting a Funding Source Allocation ................................................................................................ 45
     Adjusting a Project Budget .................................................................................................................. 46
Project Analysis .......................................................................................................... 54
  Viewing Project Transactions List ......................................................................................... 54
  Viewing Budgets Overview ................................................................................................... 56
  Viewing Funding Source Allocations ..................................................................................... 58
  Viewing Funding Source Activities ........................................................................................ 59




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Project Costing
Understanding Project Costing in PeopleSoft
Project Costing collects information on budget and actual costs associated with a specific project
and activity. It allows you to track, analyze and report on project-related information.
At the highest level, projects are managed within a project business unit. Within each project, costs
are organized and analyzed by activity. Activities are the specific tasks that make up a project.
During the course of a project, transactions are created for such things as administrative costs and
payments to sub-recipients. Transactions are attached at the activity level. Project Costing
organizes and groups these transactions to monitor and report on the conditions of a project. This
diagram illustrates the hierarchy:




All project transactions are stored in the Project Transaction table (PROJ_RESOURCE). Project transactions
provide the basis for project reporting and analysis.




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Project Costing Glossary
Activity/Activity ID – [7 characters] Breakdowns within project budget and transactions
       representing Commitment Control at a lower level of detail than the Project level;
       classifications required for external reporting; or in Capital Projects where the same
       capitalization rate will not be applied to the entire Project but varying capitalization
       percentages will be used and identified by Activities.

Allocation/Funding Source Allocation – Commitment Control process designating some portion
       of dollars from a Funding Source to a project. Dollars allocated to a project must then be
       budgeted for that project before transactions can be performed on that project.

Analysis Type – [3 characters] – Categorizes lines generated to Proj_Resource table. Common
      values include: BUD, ACT, GLE, FND among others.

Budget (for Projects) – Dollars designated in Commitment Control controlling spending by some
     combination of Project/Activity/Source type/Date, etc. Project budgets can be created via
     project Budget Plan or through a budget journal to KK_Activty with the Generate Parent
     Budget option checked. Only budgets created in Budget Plan will send budget rows
     (designated with BUD analysis type) to the Project Costing Proj_Resource table. See also
     KK_Project, KK_Activty.

Budget Adjustment/Increase or Decrease/De-obligate – Using Budget Plan page or Budget
     Journals to increase or decrease project budget. This is required when increasing by
     receiving new funds applied to a current grant, or decreasing to free budgeted money for
     redeployment. Project budget increases must be preceded by increasing Funding Source
     Allocation, but for decreases the budget decrease must precede reduction of the Funding
     Source Allocation.

Decrease Allocation/De-allocate - Commitment Control process releasing designated dollars
      from a Funding Source to a project. Dollars may only be de-allocated from a project if
      these dollars are not budgeted to the project or have been de-obligated. See Budget
      Adjustment / Increase or Decrease/De-obligate.

Funding Source (Definition) – [6 number field] – Most commonly represents Federal
      appropriations or State funds designated as matching funds. Each Federal Funding
      Source is tied to a specific Federal Grant Award and CFDA number. Funding Source must
      be set up by GMIS via a GMIS Issue along with a copy of the grant award attached, mailed,
      or faxed to GMIS at 234-2231. Source Type may be requested at the same time – See
      Source Type.

Integration – [5 characters] – This field appears on Project Definition and Budget Plan pages and
       should always be the same as the agency Business Unit number – i.e. 00038.

KK_Project – Commitment Control ledger for projects in Project Costing and parent to KK_Activty
     ledger. Project ID is the only key defined or tracked by KK_Project. A primary function for
     the KK_Project ledger is to control a project by limiting the dollars to be budgeted not to
     exceed those designated in Funding Source Allocation. To/From dates on the KK_Project




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       budget definition, Control Chartfields page corresponding to this project control the dates
       allowable for transactions to a project.

KK_Activty – Commitment Control ledger for projects in Project Costing and child of KK_Project
     ledger. Key fields on KK_Activity are PC Business Unit and Project ID, but may also
     include Activity ID, Source Type, and additional chartfields. Transactions may be budgeted
     and controlled by these keys or simply tracked.

Program – [15 characters beginning with XXX (representing the agency number)] A roll-up Project
      strictly used for reporting. No activities, budget, or transactions will occur at the program
      level.

Project/Project ID – [15 characters beginning with XXX (representing the agency number)]
       Accumulation of costs for a definite period of time used to track expenses, revenues, asset
       capitalization, and other financial activity. Used for Federal grant appropriations received
       or passed through as well as items such as Contracts, State capital construction projects,
       and so on.

Project Type – [5 characters] - Agency-defined field representing additional classification
       designated at the project definition level.

Proj_Resource – Database table in PeopleSoft which serves as a repository for all transactions
      from Project Costing. Transactions are fed to Proj_Resource through nightly cost collection
      processes such as PC_AP_TO_PC & PC_GL_TO_PC and the Funds Distribution process.
      Finalized Budget Plans also are transferred to Proj_Resource in addition some pages
      under Project Costing > Transaction Definition allow viewing and updates to
      Proj_Resource. Each line in Proj_Resource is categorized by an Analysis Type (See
      Analysis Type).

Source Type (formerly Resource Type) – [5 characters] – Agency-defined field representing
      additional classification for projects reporting and/or control. Source type may optionally be
      used in Project budgets and transactions. For many agencies, Source Type mirrors
      Funding Source number so agencies may request this to be created by GMIS when a
      Funding Source is requested. See also Funding Source.




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Establishing Funding Sources
Creating Funding Sources
GMIS will create each Funding Source definition for your agency. The Funding Source definition is
created with a specific dollar amount which must be verified by GMIS at the time of entry. Please
submit a GMIS issue and include a copy of your Grant Award Letter. If the award letter is still
forthcoming, you can request an estimated amount if you provide appropriate justification in your
issue.



Creating Projects and Activities
Some projects are created just for reporting “roll-up” purposes. These types of projects will not
have activities associated with them and there will not be a budget setup for them. The reason is
that these projects will not have any actual transactions posted to them; they are strictly for
reporting roll-up needs. In PeopleSoft 8.9, these projects are called Programs.

Other projects will be setup with one or more activities and have dollars budgeted to them. These
will then have transactions posted against them.




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Setting up a Project or a Program (project with no activities)

This example is a project which will have budget and transactions posting against it.

Navigation
Project Costing > Project Definitions > General Information




1. Click the Add a New Value tab.
2. Enter the Business Unit.
3. Enter the Project.
4. Click Add.




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5. Enter a Description up to 30 characters.
6. If this is a Program (rollup project with no activities), select the Program checkbox.
7. Enter or select Integration (equals your Business Unit).
8. Project Type is optional.
9. Enter Start and End dates for this project.
10. Click Save.
11. Note: Optionally, the 11th tab to the right, Attachment, allows you to attach your scanned
    federal award letter, if applicable. Some agencies consider this a best practice.
12. After the Project has been saved, it reappears with more tabs, as shown below:




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Creating Activities
Navigation
From the Projects General Information page, click Project Activities.
Note: You may also add activities later directly from the Project Activities page at
      Project Costing > Activity Definitions > Project Activities.


Overview
Your budgeted project will need at least one activity associated with it. Activities may be used to
track and even control within a project, if needed. Examples of activities would be Admin,
Personnel, Travel, Supplies, and so on depending on the federal reporting requirements dictated
by your grant.

If no delineation of activities is required, many agencies use a single Activity of ALL. Below we will
create a single activity for the entire project using ALL as the Activity ID and Description.

Procedure
1. Click on the Project Activities link from the Project General page.




2. Enter ALL (for example) for the Activity ID.
3. Enter ALL (for example) for the Description.
4. To add additional Activities, check the box under WBS ID, enter the number of rows to add
   above, and click the Add Rows icon in the middle of the page.
5. Click Save.
6. Click Return to General Information.
7. Click Save once again at the bottom of the General Information page.




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Adding Project Attributes
Overview
Various Project Attributes are required when defining a Project under ENCOMPASS regulations.
These Attributes will vary depending on whether or not you are creating a Capital Project.

Navigation
Project Costing > Project Definitions > General Information > Project Attributes tab




Project Costing > Activity Definitions > General Information > Project/Activity Attr tab




Procedure
1. Use the Plus icon to add rows for each Attribute you wish to create, then use the Mag glass
   icon to select appropriate values for Attribute and Value.

Project Attributes Requirments: The following attributes should be assigned to each
Project ID or Activity ID (where applicable).

Interest Exemption: If by State or Federal law or regulations, the project is exempted from the
calculation of late payment interest, “Yes” should be selected for the Interest Exemption Attribute.
In all other cases, this attribute should be set to “No”.

Capital Project Designation: Allowable Attribute values are “Yes” and “No”. Any project
utilizing State Capital Appropriations, any projects that result in the construction of State-owned



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Capital Assets or any projects that result in the construction of State-owned Infrastructure should
be designated as “Yes” for the Capital Project Designation Attribute.

Functional Class (Project Attribute): For each Capital Project please enter the corresponding
six character Capital Asset Profile ID in the Functional Class Attribute, which will define the type of
Capital Asset when the Project is populated to Asset Management.

Project Capitalization Percentage (Project Attribute): For each Capital Project please enter
the Capitalization Percentage that should be applied to the entire project for Capital Asset
Reporting.
            1. If the entire project should be capitalized, enter 100%. When constructing a brand
                new capital asset, generally the entire project cost will be capitalized.
            2. If the none of the project should be capitalized, enter 0%. Generally, preliminary
                design work or preventative maintenance costs will not be capitalized.
            3. If only a portion of the project should be capitalized, determine the percentage of
                the project that should be capitalized and round to the nearest 5% increment. If a
                single project includes both portions of the project that should be capitalized and
                portions that should not be capitalized, then the agency could utilize a percentage
                between 0% and 100% in the Project Capitalization Percentage Attribute. The
                attribute values are loaded in 5% increments.

Activity Capitalization Percentage (Activity Attribute): For each Capital Project please enter the
Activity Capitalization Percentage Attribute.
           4. If a single capitalization percentage can be applied to the entire project, enter
               “N/A” in the Activity Capitalization Percentage. In this instance the Project
               Capitalization Percentage Attribute will be utilized to calculate the capitalization
               percentage for all agency transactions. We will default the Activity Capitalization
               Percentage to “NA”.
           5. If a single capitalization percentage cannot be applied to the entire project, enter the
               specific capitalization percentage that should be applied to all Project transactions
               for this specific Activity. Similar to the Project Capitalization Percentage, the
               Activity Capitalization Percentage is in increments of 5%.




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Linking a New Project to a Project Tree
Overview
It is important to add your new project into the Project Grants tree reflecting the hierarchy of your
projects structure. The project tree may serve various purposes such as reporting roll-ups or
perhaps commitment control within your projects.

Navigation
Project Costing > Project Definitions > General Information




Procedure
2. From your saved General Information page, click the Project Costing Definition tab.




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3. In the Project Utilities area, click the Project Tree link.




4. Enter the Tree Name. (The standard tree name PROJECTS_GRANTS should be configured
   for your agency.)
5. Enter Effective Date of 01/01/1901.
6. Click on the Select Node from Tree View link.
7. To place your project under the highest node of the tree, select the XXXX_ALL_PROJ- All
   Projects node. This will be top the node at level 1 of your tree. Or, if you have created roll-up


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   projects (with no activities), you may select one of these nodes at level 2 (or more).




8. Highlight the node you want and click Select at the bottom. Then back on the Assign to
   Project Tree page, click OK. You will receive the following confirmation:




9. Click OK again
10. To make sure that the Project was properly loaded or make future adjustments, you may
    optionally visit the Tree Manager at the following navigation: Tree Manager > Tree Manager.




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Defining Project Budgets
Inserting a Project into a Budget Definition
Overview
The next step in setting up a project budget is to insert the newly created project into the budget
definition for the KK_PROJECT commitment control ledger. In this step, it will be necessary to
check the FS Required Checkbox for this project on the Control Chartfields tab. This will allow the
new project to allocate dollars to a particular Fund Source (Federal grant) during the Funding
Source Allocating step. Following this funding source allocation step, you will proceed with the
Turning off the FS Required Checkbox section prior creating the project Budget Plan.

Navigation
Commitment Control > Define Control Budgets > Budget Definitions




Procedure
1. Click the Find an Existing Value tab.
2. Enter the Business Unit in the SetID field.
3. Enter KK_PROJECT in the Ledger Group field.
4. Important: Click the Correct History checkbox.
5. Click Search.




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6. Click the    and then the Control Chartfield tab




7. Make sure All Control Values is unchecked.
8. Under the Chartfield Values blue header line, click on one of the Add a New Row     icons.




9. In the Range From field, enter the Project ID.
10. In the Range To field, enter the Project ID. Note, you may copy/paste from the Range From
    field.




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10.5 Always set Control Option to Control on the KK_Project ledger.
11. Enter the project start date in the Begin Date field.
12. Enter the project completion date in the End Date field.
Note: The dates you put here are actually the ones that will control when you can enter
   transactions against this project. For some grants, you may need to consider including your
   grace period for transactions following the official grant close date.


13. Click to turn on the FS Required checkbox.
Note: Selecting this checkbox ensures that the project id can be selected when the Fund Source
Allocation is initially created.


14. Click Save.




15. If a warning message appears a few times, ignore this and click OKs and the page will be
    saved.




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Allocating a Fund Source
Overview
The Fund Source Allocation step designates dollars to be used from a Funding Source or a
combination of Funding Sources representing a Federal grant or Federal grant and required State
match fund dollars. Allocation allows you to control budgeting and spending based on funds
available to your projects. Along with Funding Source Allocation, you will need to create Funds
Distribution rules that will apply all dollars spent on your projects to the same funding source(s)
you’ve allocated here.

Before you can perform the allocation, you will need to request GMIS Issue to create a Funding
Source definition and tell you your Funding Source Number.

Not needed before ENCOMPASS - IMPORTANT: Immediately after creating or updating your
      Funding Source Allocation, you must also create or update your Funds Distribution
      rules (see the next two sections). Any changes in existing Funding Source Allocations
      and Funds Distribution rules must be done at the beginning or end of the day because
      Allocations will affect all transactions done immediately following the change, and Funds
      Distribution will not run until the evening and therefore affect all transactions for the day.
      This means that changing Allocations/Fund Distribution rules in the middle of the day might
      cause any transactions done that day prior to Allocation changes to post according to the
      updated Funds Distribution rules.

Navigation
Commitment Control > Define Control Budgets > Funding Source Allocation




Procedure
1. Click the Add a New Value tab.
2. Enter the Business Unit.
3. In the Ledger Group field, enter KK_PROJECT.



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  NOTE: You MUST type in the ledger group; you cannot select it using the         icon. This is a
    known bug in PeopleSoft.


4. In the Chartfield Value field, click the   icon and select your Project ID.
  NOTE: If you are on the Add a New Value page and don’t see your project on the mag glass
    lookup list, go back to Inserting a Project into a Budget Definition step 13 and make sure
    your Funding Source Required checkbox is checked on.
5. Click Add.




6. In the Overall Amount field, enter the dollar amount for the total project budget.
7. In the Funding Source field, enter or select the Funding Source Number (grant) that you will
   use for this project.
  NOTE: You may also click the    button next to the Funding Source field to search for the
    funding source code using the CFDA number and/or Customer SetID = your Business Unit.

     Note: It is critical that you select the proper Funding Source when completing this page.


8. Select Budgeted from the Spend Option drop-down list.
9. In the Spending Cap field, enter the dollar amount that will be used from the fund source that
   you selected on this line.
Note: If the project is being sourced from only one fund source, this amount will equal the Overall
Amount.

10. If there are multiple Funding Sources, click the Add a New Row icon   and enter the
    additional data funding sources and applicable percentage breakdowns.
11. Click Save.


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Defining Source Category - GMIS will create these for you
In order to mirror your Funding Source Allocations when you define Funds Distribution rules in
the next section, you will need to define a Source Category to represent your Funding Source
number.

Navigation
Set Up Financials/Supply > Product Related > Project Costing > Transaction Options > Categories.




Procedure
1. Click the Add a New Value tab.
2. Type your Business Unit in SetID.
3. Type your Funding Source number (minus one leading zero) in Category.
4. Click Add.




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5. Enter 01/01/1901 for the Effective Date.
6. Enter a Description.
7. Click Save.




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Setting up Funds Distribution – Please wait until ENCOMPASS
Overview
Nightly procedures collect all “actuals” project data transactions originating in the PeopleSoft
Accounts Payable and General Ledger modules. These procedures result in new accounting lines
recorded in the primary Project Costing data table - Proj_Resource. AP lines are distinguished
by an Analysis type of ACT on Proj_Resource and GL lines are generally GLE.
Also during these procedures, a job called Funds Distribution will run. Funds Distribution will
read the created ACT/GLE lines and alter them or create additional lines on Proj_Resource
according to a defined set of funds distribution rules.
Every Project/Activity combination incurring federal or capital expense transactions at the State is
required to have funds distribution rule(s) setup in the format below. The requirement is that the
funds distribution rules, which post these project/grant expenditures, identically mirror that project’s
Funding Source Allocation(s) at every point in time when the spending occurs and posts.
Navigation
Project Costing > Activity Definitions > Funds Distribution




Procedure
1. Enter the Business Unit and Project.
2. Click Search
The Funds Distribution pages consist of a Funds Distribution (filter page) and a Target
Definition (target page) for each Project/Activity combination. The Funds Distribution tab page



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defines which lines are selected from Proj_Resource and the Target Definition defines the
changes to be processed.
Your filter may choose rows on the first page by Analysis Type as well as Source Type,
Category, and/or Subcategory. The % is a wildcard. Most agencies will simply need rows
representing ACT (AP) and GLE (GL) Analysis Types. Additional rows may be used when other
Analysis Types capture federal or capitol expense entries for your agency.

Example 1: Project/Activity with a single Funding Source
Most projects will have a simple Funding Source Allocation with one federal Funding Source.
Simple Allocation Example:




The Funds Distribution rule for this Project will look like the following:




3. Set the Effective Date based on when you want the Funds Distribution process to recognize
   this rule.
Note: The Effective Date controls transactions based on when Funds Distribution is actually run
       and not based on the accounting or other dates on your transactions.



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4. Type ACT (Accounts Payable type) in the Analysis Type.
5. Click on the Plus Sign icon on the ACT row to add a second line (for the GLE).
6. Type GLE (General Ledger type) in the Analysis Type.
7. Now click on the Target Definition tab.




8. Enter a Description for this distribution line.
9. Enter the required Target Analysis Type - FND.
10. The Target Activity should generally represent FEDERAL or STATE00.
11. Select a checkmark in Override Source in order to override the Source Type, Category, or
    Subcategory from the source transaction line when the new FND line is created. Override
    Source will always be checked because Target Category is a required field on the distribution.
12. For the required Target Category, enter the last 5 characters represented the Funding
    Source(s) allocated on your Funding Source Allocation page for this project.
13. Click Save.


The next page shows what happens when you have allocated more than one Funding Source to
your Project.



IMPORTANT: Immediately after creating or updating your Funding Source Allocation, you must
     also create or update your Funds Distribution rules (see the next two sections). Any
     changes in existing Funding Source Allocations and Funds Distribution rules must be
     done at the beginning or end of the day because Allocations will affect all transactions done
     immediately following the change, and Funds Distribution will not run until the evening and
     therefore affect all transactions for the day. This means that changing Allocations/Fund
     Distribution rules in the middle of the day might cause any transactions done that day prior
     to Allocation changes to post according to the updated Funds Distribution rules.




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Example 2: Project/Activity Splits Across Two Different Funding Sources
In this example, the allocation is split due to a matching percentage for a “State” Funding Source.
Example Allocation with Funding Sources split by a percentage:




The Funds Distribution rule for this Project will look like the following:




3. Set the Effective Date based on when you want the Funds Distribution process to recognize
   this rule.
Note: The Effective Date controls transactions based on when Funds Distribution is actually run
       and not based on the accounting or other dates on your transactions.
4. Type ACT (Accounts Payable type) in the Analysis Type.
5. Click on the Plus Sign icon on the ACT row to add a second line (for the GLE).
6. Type GLE (General Ledger type) in the Analysis Type.



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7. Now click on the Target Definition tab.




You will enter the correct distribution percentage identical to this project’s Funding Source
Allocations:
8. Enter the percentage allocated to your Federal Funding Source Allocation in the Rate
   Amount field.
9. Enter a Description for your first distribution rule.
10. Enter FND for the required Target Analysis Type.
11. Enter FEDERAL in the Target Activity.
12. Select a checkmark in Override Source. This will allow you to override the Target Category,
    as well as the Source Type and/or Subcategory if they were also needed.
13. In the Target Category, enter the last 5 characters representing the Federal Funding Source
    from your Funding Source Allocation on this project.
14. Click on the Plus Sign icon at the right of the first row to add a second line.
15. Enter the percentage allocated to your State Funding Source Allocation in the Rate Amount
    field.
16. Enter a Description for your second distribution rule.
17. Enter FND for the required Target Analysis Type.
18. Enter STATE00 in the Target Activity.
19. Select a checkmark in Override Source. This will allow you to override the Target Category,
    as well as the Source Type and/or Subcategory if they were also needed.
20. In the Target Category, enter the last 5 characters representing the State Funding Source
    from your Funding Source Allocation on this project.
21. Click Save.
Note: A separate Funding Distribution will be needed for each Business Unit/Funding
       Source/Project/ Activity ID combination. If you are using Activity IDs other than ALL,
       make sure to set up the funding source distribution rule(s) for each Activity ID within your
       project.



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Turning Off the FS Required Checkbox
In a previous step, the FS Required checkbox was turned ON to allow the project to be funded via
the funding source allocation process. Now that you’ve just completed the funding source
allocation process, you must deselect the FS Required Checkbox to allow the project to be used
in a Budget Plan and finalized.


The following steps will illustrate how to turn OFF the FS Required Checkbox.

Navigation
Commitment Control > Define Control Budgets > Budget Definitions




Procedure
22. Click the Find an Existing Value tab.
23. Enter the Business Unit in the SetID field.
24. Enter KK_PROJECT in the Ledger Group field.
25. Important: Click the Correct History checkbox.
26. Click Search.




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27. Click the     and then the Control Chartfield tab




28. Make sure All Control Values is unchecked.
29. You will need to locate your project in the list below. Click Find from the blue bar labeled
    Chartfield Values.
30. Type your project name and click OK to bring up the correct line.




31. Click the FS Required checkbox for the newly created project to remove the check.
32. Click Save.




33. If a warning message(s) appears a few times, ignore this and click OKs and the page will be
    saved.



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Creating Project Budgeting
Overview
The Project Budgeting pages are used to create budgets for the project. Once these budgets are
distributed and finalized, transactions may be processed against the project.
Note: It is very important to perform each step in this process in the proper sequence and fill in
       each field such as amount and Funding Source correctly. Failure to do so will require
       significant clean-up activities later on.

Navigation
Project Costing > Budgeting > Budget Plan > Add a New Value




Procedure
1. Enter the Business Unit.
2. Enter the Project.
3. Click Add.




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4. Leave Analysis Type as BUD.
5. Enter Description. (May be same or similar to Project Description.)
6. Click Save.

7. Click on the Budget Detail icon        to reach the Budget Detail page.




Notice the activities for the selected project are automatically displayed here.


Note: You will be performing the following steps for each activity being budgeted for your project.


8. Click on the icon under Budget Item        next to the activity you wish to budget.




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9. Always enter “FUNDING” in the Project Budget Item field.
10. Enter your Source Type (formerly Resource Type in version 8.4).
11. Make sure that Generate Parent Budgets is checked.
12. Leave Original in the Budget Entry Type option.


13. Click OK to return to the Budget Detail page.




14. From the Budget Detail page, click on the Other link corresponding to this activity.




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15. On the Adjust Budget Periods page, change the Spread Option to Adjust by Amount.
16. Enter your Funding Source number. This should correspond to you Source Type code.
  NOTE: You may also click the    button next to the Funding Source field to search for the
    funding source code using the CFDA number and/or Customer SetID = your Business Unit.

17. Enter the starting budget date for your project under Accounting Date.
18. Enter your budget amount in Budget Adjustment.
19. Click Distribute Budget.




20. Click OK to return to the Budget Detail page.
21. Back on the Budget Detail page, scroll to the right to see that your budgeted amounts are now
    distributed.


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22. Scroll back to the left.




23. Click Save.
24. For each Activity you wish to budget, go back and repeat steps in this section from
    Step 8. Once you’ve completed budgeting all of your Activities, continue to Step 25 below.
25. After completing budgets for each of your activities and clicking Save, click the link to Return
   to Budget Plan.




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26. Back on the Budget Plan page, click Save.
27. Now click on the Finalize tab.




28. Click Finalize.




29. Click OK.
30. Click on the Process Monitor link.
31. Make sure the PC_WRAPPER process runs to Success.


32. Return to the Budget Plan for this project and click on the Finalize tab to verify the Finalized
   Amount.




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33. You should also validate that this amount has posted to your Commitment Control ledgers
    (such as KK_ACTIVTY) as well as to the Proj_Resource table with Analysis Type of BUD.
Note: The following section, Validating Ledger Balances, will demonstrate validating
Commitment Control budgets and then the later section Project Analysis – Project Transaction
List will demonstrate validation of Proj_Resource.


Important: You must also complete Funds Distribution setup (page 24 above) before using your
project in any transactions.




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Validating Ledger Balances
Purpose:
During the Budget Plan Finalization process, a budget journal is created and posted to the
KK_PROJECT and KK_ACTIVTY ledgers. You can validate this by viewing the posted budget
amount for one of the ledgers such as the KK_ACTIVTY ledger. Once the Budget Plan has been
posted to these ledgers, you may begin creating transactions, such as GL journal entries and/or
claim vouchers against the project.

Below we will demonstrate viewing your budget overview balances on the KK_Activty ledger.




Navigation:
Commitment Control > Review Budget Activities > Budgets Overview




   1. Click the Add a New Value tab.
   2. Enter an Inquiry Name.


NOTE: The purpose of an Inquiry Name is to save your search criteria to reduce your data entry.
The next time you wish to review the ledger balances for KK_ACTIVTY, search for this Inquiry
Name using the Find an Existing Value tab.


   3. Click the Add button.




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   4. Enter a Description, e.g. Project Budget Plan Balances.
   5. Confirm (or Enter) your Business Unit in the Business Unit field.
   6. Enter (or Select) “KK_ACTIVTY” in the Ledger Group field.
   7. Enter your Project ID in the Chartfield From and To Value fields.
   8. Click the Search button.




   9. The Ledger Totals region displays the rolled-up ledger balances for Budget, Expense and
      Available Budget.
   10. The Budget Overview Results region displays the balances for each project by activity.
Important: You must also complete Funds Distribution setup (pg.24) before using your project.



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Troubleshooting Project Budgeting
If the amount you budgeted on the Project Budget Plan does not appear under Finalized
Amount after Finalizing, you should investigate possible problems on the Review Commitment
Control page.

Navigation
Project Costing > Budgeting > Review Commitment Control




Procedure
1. Enter your Business Unit.
2. Click Search. If nothing returns, then you have no project budgets in error. If you have a
   single project budget problem, you will enter directly into that page. Or with multiple project
   budgets in error, you will see them listed to select.
3. Assuming you have one or more project budget in error, select one of the projects to review on
   the Review Commitment Control page.




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4. Review the budget details for accuracy. Are the Source Type and Funding Source correct?
   Was the Accounting Date updated correctly to occur within the Project’s open period dates
   defined on the KK_Project budget definition Control Chartfields page?
5. Make sure Generate Parent Budget(s) is checked.
6. Scroll to the right and check for a budget error message.




7. If there is an error message, click on the Line Details icon.




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8. When the new window opens up, click on the plus mag glass icon.




9. From the Budget Exception Details page, click on the Budget Override tab to view your
   budget error.




10. Determine the problem. For instance, if you see Funding Source Required, it means you
    have forgotten to turn off the Funding Source Required field on the KK_Project Budget
    Definition.
11. Close this window to return to the Review Commitment Control page.




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12. Once you have corrected any problems discovered, click the Send to Commitment Control
    button which will actually attempt to Finalize your budget again.
13. Click on the Process Monitor link and make sure the PC_WRAPPER process runs to
    Success.
14. Click Return to Search.
15. Enter your Business Unit and try to bring up this project again. If your project is still visible,
    begin again from Step 3 under Troubleshooting Project Budgeting. If your project is no
    longer visible from the Review Commitment Control page, continue below to validating on
    Step 16.
16. You should also validate that this amount has posted to your Commitment Control ledgers
    (such as KK_ACTIVTY) as well as to the Proj_Resource table with Analysis Type of BUD.
Note: The previous section, Validating Ledger Balances, will demonstrate validating
Commitment Control budgets and then the later section Project Analysis – Project Transaction
List will demonstrate validation of Proj_Resource.




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Adjusting Project Budgets and Allocations
In the next example, we will increase a project budget. A budget may be increased or decreased
by making the budget adjustment below positive or negative. If you are increasing a project
budget, you must first increase your Funding Source Allocation for this project by following
instructions for Allocating a Funding Source below.

If you are decreasing the budget for the purpose of de-allocating and re-allocating dollars to
another project/funding source combination, for instance, you must perform the decreasing budget
adjustment below prior to decreasing that corresponding amount from your Funding Source
Allocation and then de-allocating/re-allocating and budgeting these dollars in the revised
combination desired. We’ll also give an example of de-allocating/re-allocating here.

The following example demonstrates preparing for an increase in your budget. We begin by
increasing the Funding Source Allocation. Note that you would first need to submit a GMIS
issue and provide grant award information in order to increase the Funding Source definition
amount for your Federal appropriation funding source.

Remember that any update to your Funding Source Allocations will require you to also update
your Funds Distribution rules. (See Setting Up Funds Distribution.)

IMPORTANT: Immediately after creating or updating your Funding Source Allocation, you must
     also create or update your Funds Distribution rules (see the next two sections). Any
     changes in existing Funding Source Allocations and Funds Distribution rules must be
     done at the beginning or end of the day because Allocations will affect all transactions done
     immediately following the change, and Funds Distribution will not run until the evening and
     therefore affect all transactions for the day. This means that changing Allocations/Fund
     Distribution rules in the middle of the day might cause any transactions done that day prior
     to Allocation changes to post according to the updated Funds Distribution rules.




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Adjusting a Funding Source Allocation
Navigation:
Commitment Control > Define Control Budgets > Funding Source Allocation > Find Existing Value
Procedure:
   1. Confirm (or enter) your business unit appears in the Business Unit field.
   2. Enter KK_PROJECT in the Ledger Group field.
   3. In the Chartfield Value field, enter your Project ID or click the  icon and select it.
   4. Add the new funding to the existing value in the Overall Amount field. For this scenario,
      the original budget was $12,000 and you will be increasing the budget by $3,000.
      Therefore, the total displayed in the Overall Amount field is $15,000.
   5. Now add the $3,000 to the existing value in the Spending Cap field.
   6. Click the Save button.




Note: If you are instead increasing the Budget Plan using a new Funding Source, click the “+”
sign to add a new funding source row.
    A. Enter the new Funding Source code.
    B. Enter the amount for this line in the Spending Cap.
    C. The Overall Amount above should match the total of the Spending Cap amounts.




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Adjusting a Project Budget
A budget may be increased or decreased by making the budget adjustment below positive or
negative. In the following example, we will increase a project budget. If you want to reduce a
project’s budget, the amount applied on step 16 below will be negative.

Navigation
Project Costing > Budgeting > Budget Plan > Find an Existing Value




Procedure
1. Under Find Existing Value, enter the your Business Unit.
2. Enter the Project.
3. Click Search.




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4. If the Status is Inactive, change to Active and click Save.

5. Click on the Budget Detail icon      to reach the Budget Detail page.




6. From the Budget Detail page, click on the Budget Items icon    for the appropriate Activity to
   reach the Adjust Budget Items page.




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7. Click on the Plus icon to add a new row.
8. Always enter “FUNDING” in the Project Budget Item field.
9. Enter your Source Type (formerly Resource Type).
10. You may ignore Generate Parent Budgets and Budget Entry Type for now.
11. Click OK to return to the Budget Detail page.




12. From the Budget Detail page, click on the Other link for the new to reach the Adjust Budget
    Periods page.




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13. From the Adjust Budget Periods page, change the Spread Option to Adjust by Amount.
14. Enter your Funding Source number. This should correspond to you Source Type code.
15. Enter the budget date for this adjustment under Accounting Date.
16. Enter your change (positive or negative) to the budget amount in Budget Adjustment. In this
    example the budget adjustment amount will be $100,000.
17. Click Distribute Budget.
18. Click OK to return to the Budget Detail page.
19. Scroll to the right of the Budget Detail page to see the adjustment amount that will be added to
    this Activity once finalized. Then scroll back to the left.




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20. At the bottom of the Budget Detail page, click Save.
21. Click the link to Return to Budget Plan.




22. Back on the Budget Plan, click Save.
Important: Before finalizing, follow steps 23 through 29 below to turn on the check option for
Generate Parent Budgets for each of the new budget lines you have created.

23. Click on the Budget Detail icon     to return to the Budget Detail page.




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Note: If you are adding multiple budget adjustment lines, the Adjust Budget Items page below will
       show all of these at once. It is important that you only perform steps 25-26 below on one
       line at a time corresponding to the activity line you select in step 24. If you don’t follow this
       rule, the Generate Parent Budget flags may not be saved correctly leading to
       incorrect/incomplete postings to commitment control.
24. From the Budget Detail page, click on the Budget Items icon          .




25. Select Generate Parent Budgets.
26. Change Budget Entry Type to Adjustment.
27. Click OK to return to the Budget Detail page.



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28. From the Budget Detail page, click Save.
29. At the bottom of the page, click the link to Return to Budget Plan page.




30. Click Save.
31. Click on the Finalize tab.




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32. Click Finalize.




33. Click OK.
34. Click on the Process Monitor link.
35. Make sure the PC_WRAPPER process runs to Success.


36. Return to the Budget Plan Finalize tab and verify the Finalized Amount.




37. You should also validate that this amount has posted to your Commitment Control ledgers
    (such as KK_ACTIVTY) as well as to the Proj_Resource table with Analysis Type of BUD.
Note: The previous section, Validating Ledger Balances, will demonstrate validating
Commitment Control budgets and then the later section Project Analysis – Project Transaction
List will demonstrate validation of Proj_Resource.




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Project Analysis
Viewing Project Transactions List
Procedure
Use this inquiry page to view all the transactions for a specific Project/Activity combination. This
will allow you to see budget and expense transactions collected in the Proj_Resource table of
Project Costing.

Navigation:
Project Costing > Transaction Definitions > Transaction List > Find an Existing Value




Procedure:
1.    Enter your business unit number into the Business Unit field.
2.    Enter the project ID into the Project field.
3.    Click on the appropriate Activity ID that appears in the list.
4.    Click the Search button.
5.    The Transaction List page will appear.




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6.      Enter an Analysis Type. This could be BUD (Budget amounts), ACT (Actual amounts from
      posted Vouchers), GLE (Actual amounts from posted Journals) and so on. If you enter the
      Analysis Type of ALL, you will see all analysis types displayed including budget.
7.      Enter From/Through dates for the time period of the project or a specific time period in which
      you would like to inquire.
8.      Click the Search button.
9. All transactions related to the Project \ Activity combination will appear. This will include BUD
   (Budget amounts), ACT (Actual amounts from posted Vouchers), GLE (Actual amounts from
   posted Journals) and so on.


     Note: By viewing the BUD lines here from Proj_Resource, you can validate that your project
        budgets were created and finalized correctly to the Proj_Resource table.




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Viewing Budgets Overview
Procedure
Use this inquiry page to view Budget and Actual summary information for a Project.

Navigation:
Commitment Control > Review Budget Activities > Budgets Overview




Procedure:
   1. Enter appropriate Ledger Group. Enter "KK_ACTIVTY".
   2. Enter desired criteria Search information, if any.
   3. Click the Search button.
   4. Review information on the page.
   5. Scroll down to view the information broken down by Project.




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   6. Click on Budget Amount hyperlink to view the following Activity Log.




   7. Review information on Activity Log.




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Viewing Funding Source Allocations
Procedure
Use this inquiry page to view Allocations to a Funding Source.

Navigation:
Commitment Control > Review Budget Activities > Review Funding Source Allocation




Procedure:
   1. Find Existing Value or Add a New Value for Viewing Funding Source Allocations
      query definition(s). Click Search or Add respectively.
   2. Enter Funding Source.
   3. (Optional Steps 3-5 – Specify BU/Project) Enter your Business Unit in Unit for
      Chartfield and Value.
   4. Click on the Lookup (mag glass) icon and select Project for Control Chartfield.
   5. Enter a Project ID into the Chartfield Value field.
   6. Click Search to view all Funding Source allocations.


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Viewing Funding Source Activities
Procedure
Use this inquiry page to view Allocations and spending against a Funding Source.

Navigation:
Commitment Control > Review Budget Activities > Review Funding Source Activities




Procedure:
   7. Find Existing Value or Add a New Value for Review Funding Source Activities query
      definition(s). Click Search or Add respectively.
   8. Enter Funding Source.
   9. (Optional Steps 3-5 – Specify BU/Project) Enter your Business Unit in Unit for
      Chartfield and Value.
   10. Click on the Lookup (mag glass) icon and select Project for Control Chartfield.
   11. Enter a Project ID into the Chartfield Value field.
   12. Click Search to view all Funding Source activities.




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