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Training Guide

Appendix A: Project Costing Job Aids
Flowcharts, Responsibility Matrix and Job Aids included in this Appendix will help provide a business process overview of the steps required to define a project in ENCOMPASS and get the system ready to accept transaction entry. Included in this Appendix:  Job Aids to provide overview and basic steps to setup a Project o o o o o o o o    Flowchart Project Setup Cover Sheet Business Process steps- Define Project for Transaction Entry Business Process steps- Define Project, Activities, Tree Business Process steps- Define Project Commitment Control Business Process steps- Define Budget Plan Business Process steps – Increasing Project Budgets Business Process steps – Decreasing Project Budgets

Responsibility Matrix for the various Project setup steps/based on type of Project Decision Tree to determine when you need to use the Project Costing module Project Set up Flowcharts for various types of Projects o o o o Federal Awards Subrecipient & Agency flow for State Budget Agency Capital Projects State Capital Project – State Budget Agency flow Federal Capital Project

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Contents
A. Job Aid Flowcharts ....................................................................................................................................3 B. Job Aid – Project Setup Cover Sheet .........................................................................................................6 C. Job Aid – Project Setup Overview .............................................................................................................8 D. Job Aid – Define Project, Activities, Tree ...............................................................................................10 E. Job Aid – Define Commitment Control ...................................................................................................11 F. Job Aid – Define Budget Plan ..................................................................................................................13 G. Job Aid – Increasing Project Budget .......................................................................................................16 H. Job Aid – Decreasing Project Budget ......................................................................................................19 I. Responsibility Matrix ................................................................................................................................22 J. Decision Tree ............................................................................................................................................23 K. Flowchart – Federal Awards....................................................................................................................25 L. Flowchart – Subrecipient .........................................................................................................................27 M. Flowchart – State Capital Project............................................................................................................29 N. Flowchart – Federal Capital Project ........................................................................................................31

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Training Guide

A. Job Aid Flowcharts
Use this flowchart to understand three groups of steps required to setup a Project in ENCOMPASS. Project Setup Overview Create Project ID Define a Project

Create Activity ID’s

Assign Attributes

Add Project to Project Tree

Request Funding Source Value Define Commitment Control Update Budget Definition for the KK_PROJECT Ledger Turn On FS Required flag Allocate Funding Source Define Funds Distribution

Define Budget Plan

Create Budget Plan Create Budget Detail Finalize Budget Review Commitment Control Ledgers and PROJ_RESOURCE Table

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Use this flowchart to increase a project budget.

Increasing Project Budgets Request Funding Source Updates? Update Commitment Control

Update Funding Source Allocations

Update Funds Distributions?

Update Budget Plan

Navigate to Budget Plan Update Budget Detail Finalize Budget Review Commitment Control Ledgers and PROJ_RESOURCE Table

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Training Guide

Use this flowchart to decrease a project budget.

Decreasing Project Budgets

Update Budget Plan

Navigate to Budget Plan Update Budget Detail Finalize Budget Review Commitment Control Ledgers and PROJ_RESOURCE Table

Update Funding Source Allocations Update Commitment Control

Update Funds Distributions?

Request Funding Source Updates?

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B. Job Aid – Project Setup Cover Sheet
This job aid is available to identify the various values you need when following the business process steps required to setup a Project in ENCOMPASS. It provides a place for you to identify the Project, Functional Activity Id’s, Funding Source values, amounts and Distributional Activity ID’s.

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Project Setup Cover Sheet

Project # Start/End Date: Activity ID’s Functional:

____________________________________________________

___________/_____________

____________ ____________ ____________ ____________

Distributional: Revenue:

____________ ____________ ____________ ____________

Functional Activity Id
_______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________

$ Amount/%
$_______/_______% $_______/_______% $_______/_______% $_______/_______% $_______/_______% $_______/_______% $_______/_______% $_______/_______% $_______/_______% $_______/_______%

Funding Source Distributional Value Activity ID
_______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________

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C. Job Aid – Project Setup Overview
This job aid lists the business process steps required to setup a Project in ENCOMPASS. It identifies the three groups of steps that are required: 1) Define Project, Activities, Tree; 2) Define Commitment Control; 3) Define Budget Plan.

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Define Project for Transaction Entry
This job aid identifies the process steps required to set up a Project in PeopleSoft and ready the system for transactions.

Define Project, Activities, Tree
Step Step Step Step Step A1. A2. A3. A4. A5. Create Project Create Activities Assign Project Attributes Assign Activity Attributes (CAPITAL Projects only) Add Project to PROJECTS_GRANTS tree

Define Project Commitment Control
Step Step B1. B2. Request Funding Source Value Update Budget Definition row Ledger Group = KK_PROJECT FS Required = checkmark on Allocate Funding Sources to Project View Funding Source Allocations Define Funds Distribution (Source row) Define Target Definition

Step Step Step Step

B3. B4. B5. B6.

Note: A separate Fund Distribution will be needed for each Business Unit/Funding Source/Project/Activity ID combination. If you are using Activity ID’s other than ALL0000, make sure to set up the funds distribution rule(s) for each Activity ID within your project.

Define Budget Plan
Step Step Step C1. C2. C3. N/A Create Budget Plan for Project Create Budget Detail for each Activity

Note: Repeat Step 3 for each activity on this project.

Step Step Step

C4. C5. C6.

Finalize Budget Verify Commitment Control Budget amounts Verify PROJ_RESOURCE Budgets are Finalized End of Procedure

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D. Job Aid – Define Project, Activities, Tree
Use this Job Aid to understand the first group of steps required to setup a Project in ENCOMPASS.

Define Project, Activities & Tree
This job aid identifies the first group of steps required to set up a Project in PeopleSoft. Step A1.

Create Project Project Costing > Project Definitions > General Information > Add a New Value Create Activities Click Project Activities link Assign Project Attributes Project Costing > Project Definitions > General Information > Project Attributes tab
INTEREST EXEMPTION: Designate for all projects CAPITAL PROJECT: Designate for all projects – Yes, No, PM FUNCTIONAL CLASS: Capital and PM only
PROJECT CAPITALIZATION %: Capital=0-100% - 5% increments; PM=0%

Step

A2.

Step

A3.

Step

A4.

Assign Activity Attributes (Capital Projects only) Project Costing > Project Definitions > General Information > Project/Activity Attr tab
If same capitalization rate for all activities – enter N/A If different capitalization rate for activity enter % (increments of 5%)

Step

A5.

Add Project to PROJECTS_GRANTS tree Project Costing > Project Definitions > General Information > Project Costing Definition tab, Project Tree Link
End of Procedure

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E. Job Aid – Define Commitment Control
Use this Job Aid to understand the second group of steps required to setup a Project in ENCOMPASS.

Define Project Commitment Control
This job aid identifies the second group of steps to define funding source allocations and funds distribution. Step B1. Step B2.

Request Funding Source Value
If you are a Subrecipient or this is a Capital Project, request Funding Source Value from Granting agency, otherwise, send required information to GMIS for them to assign value.

Update Budget Definition row Commitment Control > Define Control Budgets > Budget Definitions >Find an Existing Value
Ledger Group = KK_PROJECT Correct History box = checkmark

Click Search
Control Chartfield tab From/To = Project ID Control Option = Control Begin Date = When to start accepting transactions for this Project End Date = When to stop accepting transactions for this Project

FS Required = checkmark Step B3.

Allocate Funding Sources to Project Commitment Control > Define Control Budgets > Funding Source Allocation > Add a New Value
Ledger Group = KK_PROJECT Overall amount = Total Project budget Spend Option = Budgeted Spending Cap = $ assigned from funding source(s) selected

Step B4.

View Funding Source Allocations Commitment Control > Review Budget Activities > Review Funding Source Allocation Define Funds Distribution (Source row) Project Costing > Activity Definitions > Funds Distribution > Funds Distribution tab > Find an Existing Value
Effective Date = When you want rule to take effect Analysis Type = row for ACT & row for GLE * DO NOT CLICK SAVE UNTIL COMPLETING STEP B6 BELOW.

Step B5.

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Step B6.

Define Funds Distribution (Target Definition) Project Costing > Activity Definitions > Funds Distribution > Target Definition tab VIEW ALL
Rate Amount = % for Funding Source Description = Describe funding source, such as Federal dollars Target Analysis Type = FND Target Activity = FEDERAL or STATE00 Override Source = checkmark Target Category = Funding Source less first leading zero

Note: A separate Fund Distribution will be needed for each Business Unit/Funding Source/ Project/Functional Activity ID/Analysis Type combination. If you are using Activity ID’s other than ALL0000, make sure to set up the funds distribution rule(s) for each Functional Activity ID within your project.

End of Procedure

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F. Job Aid – Define Budget Plan
Use this Job Aid to understand the third and final group of steps required to setup a Project in ENCOMPASS.

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Define Budget Plan
This job aid identifies the third group of steps to define a Budget Plan which will add BUD rows to the Projects reporting database. Step Step C1. C2. N/A

Create Budget Plan for Project Project Costing > Budgeting > Budget Plan > Add a New Value
Analysis Type = BUD Description = description similar or same as project description Click Save

Step

C3.

Create Budget Detail for each Functional Activity Click Budget Plan Detail icon
Click Budget Item icon for a Functional Activity Project Budget Item = FUNDING Source Type = 00000 (Old Projects Agencies prior to full ENCMPAS) Generate Parent Budgets=check on (only allowed on 1st funding line) Budget Entry Type = Original Click OK Click Other Link for Funding line added Spread Option = Adjust by Amount Funding Source = appropriate funding source Accounting Date = Date to start Budget Budget Adjustment = Budget amount Click Distribute Budget Click OK (returns to Budget Detail page) Confirm Budget amounts are in Distributed Budget columns to right Click Save Repeat for each Functional Funding Source Return to Budget Plan then back to Budget Detail again to confirm/update all Generate Parent Budgets has checkmarks

Note: Repeat Step 3 for each Functional activity/funding source for this project.

Step

C4.

Finalize Budget Click Return to Budget Plan link
Click Save Click Finalize tab Click OK to “Budget Plan Finalization has been processed” message Click Process Monitor and confirm PC_WRAPPER runs to Success

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Return to Budget plan and click Finalize tab Confirm Finalized Amount Step C5.

Verify Commitment Control Budget amounts Commitment Control > Review Budget Activities > Budgets Overview
Inquiry Name = KKVerify Ledger Group = KK_PROJECT/KK_ACTIVTY Project ID = Project you want to review Click Search Ledger Totals = Overall budget for Project Budget Overview Results = Budget by Activity Project Costing > Transaction Definitions > Transaction List

Step

C6.

Verify PROJ_RESOURCE Budgets are Finalized - Optional Project Costing > Transaction Definitions > Transaction List
Analysis Type = BUD From/Through Date = Date range applicable for your review

End of Procedure

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Training Guide

G. Job Aid – Increasing Project Budget
Use this Job Aid to increase a project budget. 1) Update Project Commitment Control; 2) Update Project Budget Plan.

Update Project Commitment Control
This job aid identifies the steps to update funding source allocations and funds distribution for increasing a Project Budget. Step B1. Request Funding Source Update
Send required information to GMIS.

Step B2. Update Funding Sources Allocations

Commitment Control > Define Control Budgets > Funding Source Allocation > Find Existing Value
Ledger Group = KK_PROJECT Overall amount = Updated Project budget Spend Option = Budgeted Spending Cap = Update $ amount Step B3. View Funding Source Allocations - Optional

Commitment Control > Review Budget Activities > Review Funding Source Allocation Step B4. Update Funds Distribution (if any percentages were changed from Funding Source Allocations) Project Costing > Activity Definitions > Funds Distribution > Funds Distribution tab > Find an Existing Value
Add a new effective-dated row Effective Date = When you want rule to take effect * DO NOT CLICK SAVE UNTIL COMPLETING STEP B5 BELOW. Step B5. Define Funds Distribution (Target Definition)

Project Costing > Activity Definitions > Funds Distribution > Target Definition tab VIEW ALL
Update Rate Amount = % for Funding Source(s) Update Target Category = Funding Source less first leading zero End of Procedure

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Update Budget Plan
This job aid identifies the steps to update a Budget Plan for increasing Project Budget. Step Step C1. C2. N/A

Navigate to Budget Plan for Project Project Costing > Budgeting > Budget Plan > Add a New Value

Step

C3.

Update Budget Detail for each Functional Activity Click Budget Plan Detail icon
Click Budget Item icon for a Functional Activity Add a new Funding row Project Budget Item = FUNDING Source Type = 00000 (Old Projects Agencies prior to full ENCMPAS) Click OK Click Other Link for Funding line added Spread Option = Adjust by Amount Funding Source = appropriate funding source Accounting Date = Date to start Budget Budget Adjustment = Budget increase amount Click Distribute Budget Click OK (returns to Budget Detail page) Confirm Budget amounts are in Distributed Budget columns to right Click Save Repeat for updates to each Functional Funding Source Return to Budget Plan then back to Budget Detail again to update /confirm all Generate Parent Budgets has checkmarks

Note: Repeat Step 3 for each Functional activity/funding source for this project.

Step

C4.

Finalize Budget Click Return to Budget Plan link
Click Save Click Finalize tab Click OK to “Budget Plan Finalization has been processed” message Click Process Monitor and confirm PC_WRAPPER runs to Success Return to Budget plan and click Finalize tab Confirm Finalized Amount

Step

C5.

Verify Commitment Control Budget amounts
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Training Guide

Commitment Control > Review Budget Activities > Budgets Overview
Inquiry Name = KKVerify Ledger Group = KK_PROJECT/KK_ACTIVTY Project ID = Project you want to review Click Search Ledger Totals = Overall budget for Project Budget Overview Results = Budget by Activity Project Costing > Transaction Definitions > Transaction List Step C6.

Verify PROJ_RESOURCE Budgets are Finalized - Optional Project Costing > Transaction Definitions > Transaction List
Analysis Type = BUD From/Through Date = Date range applicable for your review

End of Procedure

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H. Job Aid – Decreasing Project Budget
Use this Job Aid to decrease a project budget. 1) Update Project Budget Plan; 2) Update Project Commitment Control.

Update Budget Plan
This job aid identifies the steps to update a Budget Plan to decrease budget. Step Step C1. C2. N/A

Navigate to Budget Plan for Project Project Costing > Budgeting > Budget Plan > Add a New Value

Step

C3.

Update Budget Detail for each Functional Activity Click Budget Plan Detail icon
Click Budget Item icon for a Functional Activity Add a new Funding row Project Budget Item = FUNDING Source Type = 00000 (Old Projects Agencies prior to full ENCMPAS) Click OK Click Other Link for Funding line added Spread Option = Adjust by Amount Funding Source = appropriate funding source Accounting Date = Date to start Budget Budget Adjustment = Budget decrease amount (negative number) Click Distribute Budget Click OK (returns to Budget Detail page) Confirm Budget amounts are in Distributed Budget columns to right Click Save Repeat for updates to each Functional Funding Source Return to Budget Plan then back to Budget Detail again to update /confirm all Generate Parent Budgets has checkmarks

Note: Repeat Step 3 for each activity/funding source for this project.

Step

C4.

Finalize Budget Click Return to Budget Plan link
Click Save Click Finalize tab

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Click OK to “Budget Plan Finalization has been processed” message Click Process Monitor and confirm PC_WRAPPER runs to Success Return to Budget plan and click Finalize tab Confirm Finalized Amount Step C5.

Verify Commitment Control Budget amounts Commitment Control > Review Budget Activities > Budgets Overview
Inquiry Name = KKVerify Ledger Group = KK_PROJECT/KK_ACTIVTY Project ID = Project you want to review Click Search Ledger Totals = Overall budget for Project Budget Overview Results = Budget by Activity Project Costing > Transaction Definitions > Transaction List

Step

C6.

Verify PROJ_RESOURCE Budgets are Finalized - Optional Project Costing > Transaction Definitions > Transaction List
Analysis Type = BUD From/Through Date = Date range applicable for your review

End of Procedure

Update Project Commitment Control
This job aid identifies the steps to update funding source allocations and funds distribution to decrease a project budget. Step B1. Update Funding Sources Allocations

Commitment Control > Define Control Budgets > Funding Source Allocation > Find Existing Value
Ledger Group = KK_PROJECT Overall amount = Updated Project budget Spend Option = Budgeted Spending Cap = Update $ amount Step B2. View Funding Source Allocations - Optional

Commitment Control > Review Budget Activities > Review Funding Source Allocation

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Step B3. Update Funds Distribution (if any percentages were changed from

Funding Source Allocations) Project Costing > Activity Definitions > Funds Distribution > Funds Distribution tab > Find an Existing Value
Add a new effective-dated row Effective Date = When you want rule to take effect * DO NOT CLICK SAVE UNTIL COMPLETING STEP B4 BELOW. Step B4. Define Funds Distribution (Target Definition)

Project Costing > Activity Definitions > Funds Distribution > Target Definition tab VIEW ALL
Update Rate Amount = % for Funding Source(s) Update Target Category = Funding Source less first leading zero Step B5. Request Funding Source Updates as needed.
Send required information to GMIS.

End of Procedure

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I. Responsibility Matrix
The Responsibility Matrix identifies who has responsibility for various steps needed to setup a project.
POST GO-LIVE Subject Request Funding Source Creation/Update – Transfer List Request Funding Source Creation/Update – Non Transfer List Request Funding Source Creation/Update – Federal Request Funding Source Creation/Update/Access – Subrecipient* Funding Source Definition Funding Source Notification Funding Source Notification Funding Source – Subrecipient* Project Definition Project Definition Project Definition Project Definition Project Definition Project Definition - Sub-recipient* Project Definition - Sub-recipient* Project Definition - Sub-recipient* Project Definition - Sub-recipient* Project Definition - Sub-recipient* Project Commitment Control Project Commitment Control Project Commitment Control Maintain Budgets Maintain Budgets Maintain Budgets Review Transaction Entry Reporting

Task Submit request to GMIS for new State Capital Appropriations and State Matching Funds included in the Budget Bill Transfer List Submit request to GMIS for Capital or State Match Projects not on Budget Bill Transfer List Submit request to GMIS for Federal Projects Submit request to GMIS to give access to the Subrecipient agency Set up Funding Sources (Capital, Federal, and State Match) Communicate Federal Funding Sources to Agency Communicate State Funding Sources to Agency Notify Subrecipient of Funding Source Create Project ID Update Project Tree Create Project Activities Assign Project Attributes Assign Project Activity Attributes Create Project/Program ID Update Project Tree Create Project Activities Assign Project Attributes Assign Project Activity Attributes Allocate Funding Source(s) Define Funds Distribution Define Budget Plan De-Obligate Budgets De-Allocate Budgets Adjust Budgets Review Commitment Control Errors Report Project Transaction Entry Reporting

Ownership

Capital Budget Analyst

Budget Analyst Agency

Granting Agency* GMIS GMIS Budget Agency Granting Agency* Agency Agency Agency Agency Agency Granting Agency* & Subrecipient Agency Granting Agency* & Subrecipient Agency Subrecipient Agency Subrecipient Agency Subrecipient Agency Agency/ Subrecipient Agency/ Subrecipient Agency/ Subrecipient Agency/ Subrecipient Agency/ Subrecipient Agency/ Subrecipient Budget Agency/Agency Agency/ Subrecipient Agency

* Subrecipient includes Federal or Capital projects; Granting Agency represents initial agency passing on to another agency or State Budget Agency (Capital Budget Analyst) for SBA master Capital Projects.

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J. Decision Tree
Use this flowchart to determine when you need to use the Project Costing module.

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Determine if the Project Costing Module is required

Does your State Agency Receive any Federal Awards (Grants, Appropriates, Co-op Agreements)?

Yes

Is Federal Award received as a Pass Through?

Yes

A Subrecipient Project is Required.

No No A Federal Award Project is Required.

Will State owned Capital Asset or Infrastructure be constructed or maintained (preventative maintenance)?

Yes

Is Capital Project funded from State Appropriations?

Yes

A State Capital Project is Required.

No No A Federal Capital Project is Required.

Does your State Agency Require all transactions to be assigned to a project?

Yes

No

Does your State Agency have a business need to accumulate cost in a project? No You do not need to use the Project Costing Module.

Yes

A State Project is Required

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K. Flowchart – Federal Awards
Use this flowchart to follow steps to Setup a Federal Project.

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Start

Federal Awards
Is there a need to differentiate different components as independent budgets? Yes No Define a Project

Create Project ID (First 3 digits = BU, Last 12 digits = Unique Id)

Create Functional Activity (7 digits)

Create a Separate Child Project

Assign Attribute Interest Exempt = Yes Capital Project Designation = No

If Project includes Appropriation for Multiple State Budget Years, does Funding Source(s) exist for the correct year (or year needed?) Yes The creation of a new Federal Funding Source is Not Required No Coordinate the establishment of a new Federal Funding Source with GMIS

Update Budget Definition Row and Allocate Funding Source to Project

Define Commitment Control

Define Funds Distribution

Will Automated Sequencing Functionality be required when a funding stream is fully expended? Yes The INDOT Modification will be used to conduct Funds Distribution

No

The Delivered Process will be used to conduct Funds Distribution Define Budget Plan Page 26 of 32

Define Budget Plan

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Training Guide

L. Flowchart – Subrecipient
As the Subrecipient agency, use this flowchart to follow steps to Setup a Subrecipient Project.

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Start

Create Project ID (First 3 digits = YOUR agency’s BU, Last 12 digits = the last 12 digits of State Granting Agency’s Project ID

Subrecipient & Agency side of State Budget Agency Capital Projects

Yes

Is there a need to differentiate different components as independent budgets?

No Define a Project

Create a Separate Child Project

Create Functional Activity (7 digits)

Assign Attribute

Retrieve Funding Source ID from State Granting Agency

Update Budget Definition Row and Allocate Funding Source to Project

Define Funds Distribution

Define Commitment Control

Will Automated Sequencing Functionality be required when a funding stream is fully expended? Yes The INDOT Modification will be used to conduct Funds Distribution No The Delivered Process will be used to conduct Funds Distribution Define Budget Plan

Define Budget Plan

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M. Flowchart – State Capital Project
Use this flowchart to understand the steps required to setup a State Capital Project.

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Start

Is Capital Project an Appropriation in the State Capital Budget?

No

See Federal Capital Project flowchart

State Capital Project SBA

Yes SBA will create Project ID within BU 057 Define a Project

SBA will create Functional Activity (7 digits) SBA will Assign Attributes (1) Interest Exempt = Yes or No (2) Capital Project Designation = Yes or PM (3) Functional Class = Asset Profile ID (4) Project Capitalization Percentage (if Preventative Maintenance = 0%) (5) Activity Attribute SBA will request GMIS to create Funding Source and provide Funding Source number to agency

SBA will update Budget Definition Row and Allocate Funding Source to 057 Project

SBA Agency will Define Funds Distribution

Define Commitment control

Will Automated Sequencing Functionality be required when a funding stream is fully expended? Yes The INDOT Modification will be used to conduct Funds Distribution No The Delivered Process will be used to conduct Funds Distribution Define Budget Plan

SBA Agency will Define Budget Plan

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bd3c85d6-75d0-49b1-843b-bfdef83feaa8.docProject Costing Job Aids

Training Guide

N. Flowchart – Federal Capital Project
Use this flowchart to understand the steps required to setup a Federal Capital Project.

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bd3c85d6-75d0-49b1-843b-bfdef83feaa8.docProject Costing Job Aids

Training Guide

Federal Capital Project

Create Project ID (First 3 digits = BU, Last 12 digits = Unique Id) Create Functional Activity (7 digits)

Define a Project

Assign Attributes (1) Interest Exempt = No (2) Capital Project Designation = Yes (3) Functional Class = Asset Profile ID (4) Project Capitalization Percentage (if Preventative Maintenance = 0%) (5) Activity Attribute

Yes

If Project includes Appropriation for Multiple State Budget Years, does Funding Source(s) exist for No the correct year? Coordinate the establishment of a new Federal Funding Source with GMIS

The creation of a new Federal Funding Source is Not Required

Update Budget Definition Row and Allocate Funding Source to Project

Define Commitment Control

Define Funds Distribution

Will Automated Sequencing Functionality be required when a funding stream is fully expended? Yes The INDOT Modification will be used to conduct Funds Distribution No The Delivered Process will be used to conduct Funds Distribution Define Budget Plan

Define Budget Plan

Last Change: 11/8/2009 6:28:00 AMbd3c85d6-75d0-49b1-843b-bfdef83feaa8.doc

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