Overview

This article describes how to change chartstrings on a resource commitment record in the Resource Commitment Allocation Module (RCAM). The following steps are for users of Excel Smart View.  

Essential Information

• KB0035853: How to Change Chartstrings on a Resource Commitment Record in RCAM (EPBCS Web App) is a separate article. 
• Chartstring elements that may need to be changed include Budget Type, Source Financial Unit, Source Project, Source Function, Destination Financial Unit, Destination Project, Destination Fund, and Destination Function. 
• Chartstring elements may need to be changed on a resource commitment record at various points in processing a record. 
• Changes to chartstrings can only be made on the Base Commitment record, and only prior to running the Approve and Push Commitment action. 
• Guidance for how to change chartstrings is dependent on at what point in the process the change needs to occur. 
• Prior to running the Approve and Push Commitment action, Destination chartstring elements can be changed by simply selecting new values in the relevant drop-down menus – this process is described below in the section Changing Destination Chartstring elements before a record has been Pushed. 
• Prior to running the Approve and Push Commitment action, Source chartstring elements and Budget Type can be changed through the Update Commitment action – this process is described below under the section Using the Update Commitment Action to change Source Chartstring elements and Budget Type before a record has been Pushed. 
• The Update Commitment action cannot be used after the Approve and Push Commit action has been run on a resource commitment record. 
• If chartstring changes are needed after a record has been Pushed, the original record must be closed out, and a new record must be created – this process is described below under the section Changing Budget Type, Source or Destination Chartstring Elements after a record has been Pushed. 

Next Steps

Changing Destination Chartstring Elements before a record has been Pushed

1. Locate the relevant Base Commitment record on Task 7.2A Enter Basic Resource Commitment Data – Simplified – for detailed instructions, refer to KB0033716: How to Locate a Resource Commitment Record in RCAM (Smart View).  
2. Verify that the record has not been Pushed by looking for a blank value in the Resource Commitment Pushed Flag column.
   
    
   
3. Scroll to the right until you reach the Destination fields. 
4. Select the chartstring element(s) that need(s) to change (i.e., Destination Function Code and Name) and select a new value from the drop-down menu.
   
    
   
   
5. The field that was pale yellow will turn dark yellow, indicating there is a new value in the field that has not yet been saved.
   
    
   
   
6. Within the Smart View ribbon, click Submit Data to commit the selected values to the database.
   
   
   
   
7.  The cell with the new value will turn pale yellow, indicating that the new value has been successfully saved. 
   NOTE: You can also change the Destination elements for an un-pushed commitment on Task 7.3 Enter Resource Commitment Details by following steps #4-7 on that form.
   
   
   

Using the Update Commitment Action to change Source Chartstring Elements and Budget Type before a record has been Pushed

1. Locate the relevant Base Commitment record on Task 7.2A Enter Basic Resource Commitment Data – Simplified – for detailed instructions, refer to KB0033716: How to Locate a Resource Commitment Record in RCAM (Smart View).  
2. Verify that the record has not been Pushed by looking for a blank value in the Resource Commitment Pushed Flag column.
   
    
   
   
3. Right-click on the relevant Resource Commitment ID (CTID) to generate the Action Menu and select Smart View then Update Commitment.
   
    
   
   
4. The Update Commitment prompt window will appear – verify that the values at the top of the Runtime Prompts accurately reflect the current values of the CTID you intend to update.
   
    
   
   
5. Within the NEW fields on the bottom, edit the values so that they reflect the intended updates to the Source chartstring. New values can be typed directly in the relevant prompt – though they must be entered in the correct format and within the quotation marks – or selected using the Member Selector on the right.
   
    
   
   
6. Click the OK button at the bottom of the prompt window to finalize the updates. 
   
    
   
   
7. A pop-up window will appear indicating that the Update rule was successfully run – click OK to close the window.
   
    
   
   
8. If changes were made to the Source Fund or Source Function through the Update Commitment action, these changes will not be automatically applied to the Destination Fund or Destination Function. To change the Destination values, follow the steps outlined above in the section Changing Destination Chartstring Elements before a record has been Pushed. 

Changing Budget Type, Source or Destination Chartstring Elements after a record has been Pushed

1. Locate the relevant Base Commitment record on Task 7.2A Enter Basic Resource Commitment Data – Simplified – for detailed instructions, refer to KB0033716: How to Locate a Resource Commitment Record in RCAM (Smart View).  
2. Verify that the record has been Pushed by looking for a Yes value with green background in the Resource Commitment Pushed Flag column.
   
    
3. You will need to activate a new Resource Commitment ID (CTID) on Task 7.1 Activate Resource Commitment ID – SELECT SOURCE POV using the correct new Source Chartstring elements and Budget Type – for detailed instructions, refer to KB0033715: How to Claim a Resource Commitment ID in RCAM (Smart View). 
4. Enter all relevant details on the new record – for detailed instructions, refer to KB0033717: How to Enter Resource Commitment Details in RCAM (Smart View). 
5. If ready to be finalized, Push the new record via the Approve and Push Commitment action on Task 7.3 - for detailed instructions, refer to KB0033719: How to Finalize a Resource Commitment Record in RCAM (Smart View). 
6. Navigate back to original record via Task 7.2A Enter Basic Resource Commitment Data – Simplified – for detailed instructions, refer to KB0033716: How to Locate a Resource Commitment Record in RCAM (Smart View). 
7. Right-click on the CTID and select the appropriate time horizon to navigate to 7.3 Enter Resource Commitment Details – if unsure of the term of the commitment, select Details 10 Year Horizon to make sure you have access to all details. 
8. Change value in Resource Commitment Status to Inactive.
9. Change value in Resource Commitment End Date so that record ends within the current fiscal year.
   
    
   
   
10. Remove any out-year data from Resource Commitment Lump Sum Month and Resource Commitment Amount. 
    
    
    
    
11.  If current year reversals are needed, enter them in the relevant period within the Resource Commitment Monthly Adjustment Amount row. 
    
     
    
    
12. Enter notes in the Resource Commitment User Notes and Resource Commitment Destination Notes fields to indicate the record was closed out and reopened under a new CTID. 
13. Within the Smart View ribbon, click Submit Data to commit the selected values to the database and recalculate the record.
    
    
14.  Finalize the changes to the original record via the Approve and Push Commitment action so that all changes are reflected on the associated Transfer In Commitment (Destination) record – for detailed instructions, refer to KB0033719: How to Finalize a Resource Commitment record in RCAM (Smart View).  

Questions?

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