How to Reclass a Resource Commitment in EPBCS using Smart View


Overview


This article covers how to reclass a Commitment within the Resource Commitment Tracking Tool (RCTT) in EPBCS

Critical Concepts


Steps to Take


Navigating to Commitment

  1. Open Excel workbook and connect to EPBCS Planning environment
  2. Login using Single Sign-On
  3. In the Private Connections Smart View panel, expand each node in the connection panel by clicking the ‘+’ symbols until you see the Task Lists folder, then click on the ‘+’ symbol next to Task Lists to populate the list of commitment tracking forms



  4. Double-click 7 - Create and Manage Commitments to expand the Task List - this will result in a new view in the panel



  5. Double-click 7.2 Enter Basic Commitment Data to render the form in the active Excel sheet
  6. Within the POV, select the appropriate Financial Unit level to display the Base Commit record for the CTID you wish to reclass - you must select the Base Commit record, even if you are reclassing the Destination
  7. Right-click on the desired CTID and select Smart View at the bottom to launch the Action Menu - then select ReClass Commitment



  8. Depending on which element you wish to reclass; Source, Destination, or Budget Type, follow steps in relevant section below

Reclass Source

  1. After selecting ReClass Commitment and landing at the ‘Launch Business Rule’ prompt window, scroll down and enter the new Source element(s) within the CT New field(s) - you can either directly input the value or use the member selector to the right of the field



  2. Click the OK button within the prompt window - you should receive a message that the rule ran successfully - if you receive an error message, make sure your new Source element(s) include a valid CT New FinU/CT New Project intersection



  3. Locate the new Reclass Commit record under the CTID you just reclassed - you may need to adjust the Financial Unit selection in the POV to include your new Reclass record



  4. Right-click on the reclassed CTID and select Smart View from the drop-down to generate the Action Menu - then select Details 1 Year Horizon to generate Task 7.3 - 1YR Horizon on a new sheet



  5. From the Smart View ribbon on the Details 1 Year Horizon sheet, click the Submit Data button to calculate the Reclass record



    Note: After calculation, the Reclass record should display:
    • CT Approved Budget Amount in the month in which the original transfer(s) occurred, but no values in CT Amount/CT Total Amount/CT Amount Debit/CT Amount Credit
    • CT Amount/CT Total Amount/CT Amount Debit/CT Amount Credit in the month in which the record was reclassed

  6. Navigate back to Task 7.2 Enter Basic Commitment Data
  7. Locate the Base Commit record under the CTID you reclassed - you may need to adjust the Financial Unit selection in the POV to include the Base Commit record
  8. Right-click on the Base CTID and select Smart View from the drop-down to generate the Action Menu - then select Details 1 Year Horizon to generate Task 7.3 - 1YR Horizon on a new sheet
  9. From the Smart View ribbon on the Details 1 Year Horizon sheet, click the Submit Data button to calculate the Reclass record
  10. Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract
  11. Verify that your Credits and Debits are appearing appropriately on the Journal Extract

    Note: Only credits and debits for the current ledger period will display on 7.4

Reclass Destination

  1. From the Reclass Commit business rule prompt window, do not change any values - simply click the OK button to run the business rule and create the new Reclass Commit record
  2. Locate the new Reclass Commit record under the CTID you just reclassed - you may need to adjust the Financial Unit selection in the POV to include your new Reclass record
  3. Right-click on the reclassed CTID and select Smart View from the drop-down to generate the Action Menu - then select Details 1 Year Horizon to generate Task 7.3 - 1YR Horizon on a new sheet
  4. Within the CT Destination drop-downs, select the new Destination values (e.g., CT Destination FinU, CT Destination Project Level, CT Destination Fund, CT Destination Function, CT Destination Task)



  5. Click the Submit Data button in the Smart View Excel ribbon to save the new Destination and calculate the record
  6. Right-click on any blue cells within Column A (i.e., CT Start Date)
  7. Select Smart View located at the bottom of the pop-up window, and select Approve and Push Commitment - this creates a 2nd Transfer In Commitment record tied to the new Destination, and ensures the new Destination is credited what has been transferred to date



  8. Return to Task 7.2 Enter Basic Commitment Data and locate the original Base Commit record for the reclassed CTID, and navigate to the Details 1 Year Horizon view for that record
  9. Click the Submit Data button in the Smart View Excel ribbon to recalculate the record
  10. Run the Approve and Push Commitment action - this ensures the old destination is debited what has been transferred to date
  11. Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract
  12. Verify that your Credits and Debits are appearing appropriately on the Journal Extract

Reclass Budget Type

  1. After selecting ReClass Commitment from the drop-down Action Menu and landing at the ‘Launch Business Rule’ prompt window, enter the new Budget Type within the CT New Budget Type field - you can either directly input the value or use the member selector to the right of the field



  2. Click the OK button within the prompt window - you should receive a message that the rule ran successfully
  3. Locate the new Reclass Commit record under the CTID you just reclassed - you may need to adjust the Financial Unit selection in the POV to include your new Reclass record
  4. Right-click on the reclassed CTID and select Smart View from the drop-down to generate the Action Menu - then select a Details Time Horizon view that spans the term of your commitment to generate that view on a new sheet
  5. Within the Details Time Horizon view, make necessary updates, for example:
    • CT Expenditure Type may need to be changed from a Recurring Account Code to a One-Time Account Code
    • CT End Date may need to be extended, i.e., changed from Recurring to One-Time MultiYr
    • Additional fiscal year data may need to be entered, i.e., changed from Recurring to One-Time MultiYr



  6. Click the Submit Data button in the Smart View Excel ribbon to save changes and calculate the record
  7. Select Smart View located at the bottom of the pop-up window, and select Approve and Push Commitment to generate a new Transfer In record



  8. Return to Task 7.2 Enter Basic Commitment Data and locate the original Base Commit record for the reclassed CTID, and navigate to the Details 1 Year Horizon view for that record
  9. Within the Details 1 Year Horizon view, run the Approve and Push Commitment action - this ensures the old destination is debited what has been transferred to date
  10. Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract
  11. Verify that your Credits and Debits are appearing appropriately on the Journal Extract

If you still have questions or need additional assistance, please submit a ticket