Overview

This article covers how to locate resource commitment records via Task 7.2 Enter Basic Resource Commitment Data, which is the second step of processing a record in the Resource Commitment Allocation Module (RCAM). This task has been split into two forms: Task 7.2A Enter Basic Resource Commitment Data - Simplified and Task 7.2B Enter Basic Resource Commitment Data - Full. Both of these forms can be used to locate records and for limited data entry. While the "Full" version is still available for viewing and editing, this article will describe locating resource commitment records using the Simplified version. The following steps are for users of Excel Smart View. 

Essential Information

• How to Locate Resource Commitment Records in RCAM (EPBCS Web App) is a separate article. 
• Task 7.2A Enter Basic Resource Commitment Data - Simplified is a data entry form that captures minimal basic information about a resource commitment but does not include resource commitment amounts. 
• This form can be used to locate a specific resource commitment record and navigate to Task 7.3 Enter Resource Commitment Details to enter all data associated with the record. 
• This form displays all resource commitment records under a selected POV, but limited data can only be entered on Base Commitment (Source) records. 
• Data cannot be entered on Transfer In Commitment records, as these are the view-only records produced for the Destination. 
• Cell colors have meaning:
  
  • Dark yellow fields indicate data has been entered but not saved. All data must be saved by clicking the Submit Data button in the Smart View Excel ribbon before proceeding to the next task.
  • Pale yellow fields with data indicate data in the field has been saved and submitted to the database.
  • Grey fields are view-only.
  • Red fields require input before Commitment can be finalized.
• Special characters can cause issues in databases, and should not be used in values or descriptions, for more information on special characters, see Oracle's article on Naming Restrictions for Dimensions, Members, and Aliases.
  

Next Steps

Navigating to Task 7.2A Enter Basic Resource Commitment Data - Simplified in Smart View

1. Open Excel workbook and connect to EPBCS Planning environment – for detailed instructions, refer to KBXXXXXXX: How to Connect to the Resource Commitment Allocation Module (RCAM) in EPBCS. 
2. Login using Single Sign-On.
3. Use the + signs to expand the UCSDPLAN and Task List menus, and double-click on 7 – Create and Manage Resource Commitments to open the relevant Task List. 
4. Double-click task 7.2A Enter Basic Resource Commitment Data – Simplified to render the form in the active Excel sheet.
   
    
   
   

Locating Commitment Record

1. On task 7.2A Enter Basic Resource Commitment Data – Simplified, verify that your desired Financial Unit is populated in the POV in the top-left corner. If a change is needed, click the Financial Unit field and search for the appropriate unit. Note that you are not restricted to selecting a posting-level Financial Unit within this POV.
   
    
   
   
2. Search for the relevant CTID by clicking using the Ctrl + F key combination.
3. Click the Find All or Find Next buttons until you navigate to the correct Base Commitment record.
   
    
   
   
4. Once you have located the correct record, you can use the Action Menu to navigate directly to Task 7.3 Enter Resource Commitment Details to record all data associated with the record – this is considered best practice. 
5. Right-click on the CTID to activate the Action Menu, select Smart View at the bottom of the menu, and then select one of the Details Time Horizon views. Generally, you will want to select a view that encapsulates the duration of your Resource Commitment (i.e., select Details 1 Year Horizon for a One-Time resource commitment in the current fiscal year, or Details 5 Year Horizon for a One-Time Multi-Year resource commitment spanning between 3 and 5 years). 
   
    
   
   
6. This selection will generate Task 7.3 Enter Resource Commitment Details on a new sheet, where you can enter all details and finalize your resource commitment. 

OPTIONAL - Entering Commitment Data on Task 7.2

1. Alternatively, you are also able to enter basic descriptive information about the record on Task 7.2 before you move on to Task 7.3, but this information will not include amounts, and you will need to proceed to Task 7.3 to complete the record. 
2. Under Resource Commitment Status, select the status of the record (e.g., Active, Inactive, Completed, Hold). 
3. Ignore the values in Resource Commitment Pushed Flag and Resource Commitment Pushed By for now – these values are auto-populated based upon action taken on Task 7.3 and cannot be edited within Task 7.2. 
4. Click within Resource Commitment Name and enter the name of your resource commitment in the cell. Make sure to avoid restricted special characters and line breaks.
5. The value in Resource Commitment Created By is auto populated with the name of the user who claimed the CTID on Task 7.1 and cannot be edited.
6. Click within Resource Commitment User Notes and enter notes for your record in the cell. The contents of this field will always be available on the Source/Base Commitment record only and will not be copied over to the Destination/Transfer In record. Make sure to avoid restricted special characters and line breaks. 
7. If known, select values from the Destination Financial Unit Code and Name and Destination Project Code and Name drop-down menus.
8. If known, select the relevant Resource Commitment Lump Sum Month value for the current fiscal year only. 
   
    
   
9. Within the Smart View ribbon, click Submit Data to commit the selected values to the database.
   
     
   
   
10. The cells that were previously dark yellow or red are now pale yellow, indicating the data has been successfully saved.
    
     
    
    
11. To continue entering additional details for the record, follow steps #4-6 outlined in the Locating a Commitment Record section of this KBA.