Overview

This article covers how to enter resource commitment details via Task 7.3 Enter Resource Commitment Details, which is the third step in processing a record in the Resource Commitment Allocation Module (RCAM). The following steps are for users of Excel Smart View. 

Essential Information

• How to Enter Resource Commitment Details in RCAM (EPBCS Web App) is a separate article. 
• Task 7.3 Enter Resource Commitment Details is a data entry form that captures all details for a resource commitment record. 
• This form displays details for a single record under a selected POV.
• Data should only be entered on Source/Base Commitment records – Destination/Transfer In Commitment records are view-only. 
• 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.
  • 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.
• The record will automatically recalculate each time you click the Submit Data button in the Smart View ribbon. 
• Reviewing calculations allows a user to see the scheduled distribution of committed resources across a relevant time period and is a necessary step in ensuring proper data flows. 
• 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.
• Additional actions will be needed to process and finalize your Commitment record.

Next Steps

1. Navigate to the appropriate Task 7.3 Enter Resource Commitment Details time horizon (e.g., 1Yr, 3Yr, 5Yr, or 10Yr) for the relevant resource commitment record via Task 7.2A Enter Basic Resource Commitment Data – Simplified. For detailed instructions on how to navigate to locate the record on Task 7.2A, refer to KBXXXXXXX.
   NOTE: While you may also navigate to Task 7.3 directly from the Task List, this is not recommended for the following reasons:
   - You will be limited to only the 3Yr time horizon.
   - You may be forced to manually select each individual dimension in the POV (e.g., Financial Unit, Project, Fund, Function, Budget Type, Scenario) to generate details for the specific record you need – this is an onerous process, and incorrect selections could lead to unwanted data.   
   

Enter Commitment Details - Descriptive Values

Within the No Year/Assumptions (or No Year/BegBalance) column:

1. Select a value from Resource Commitment Status (if not already selected on Task 7.2A). 
2. Enter the Resource Commitment Start Date in mm/dd/yy format.
3. Enter the Resource Commitment End Date in mm/dd/yy format. 
4. Enter the Resource Commitment Name (if not already entered on Task 7.2A). 
5. Select a value from Resource Commitment Category.
6. Select a value from Resource Commitment Prorated Flag – selecting Yes will cause the record to be calculated with proration based upon the month of the Resource Commitment Start Date, selecting No will cause the record to be calculated without proration. 
7. Skip Resource Commitment Lum Sum Month for now – this will be entered along with amounts later. 
8. Skip Resource Commitment Budget Request Type – this field is only able to be used by the Campus Budget Office. 
9. Skip all Resource Commitment Amount fields for now – these will be entered later. 
10. Select a value from Resource Commitment Approved By to record the relevant approver for the record – this will not initiate any approval workflow or notifications to that individual, but the value will remain stored on the record. 
11. Select a value from Resource Commitment Account Code to designate the account code to be used for the General Ledger transaction. 
12. Select a value from Destination Financial Unit Code and Name (if not already selected on Task 7.2A) to record the intended destination. Note that you are able to change this value until you Push/finalize the record. 
13. Select a value from Destination Project Code and Name (if not already selected on Task 7.2A) to record the intended destination. Note that you are able to change this value until you Push/finalize the record. 
14. The Destination Fund Code and Name is pre-populated with the same value selected in Task 7.1 to create the Base Commitment record, matching the Source Fund - you are able to edit this value if there is a valid reason to cross funds in the General Ledger transaction.
15. The Destination Function Code and Name is pre-populated with the same value selected in Task 7.1 to create the Base Commitment record, matching the Source Function – you are able to edit this value if there is a valid reason to cross functions in the General Ledger transaction.    
16. OPTIONAL – Select a value from the Destination Task field. This field is optional and for reporting purposes only, as General Ledger transactions do not include Task. 
17. Skip the Source Financial Unit Code and Name, Source Project Code and Name, Source Fund Code and Name, and Source Function Code and Name fields for now – those will auto-populate when the record is calculated.  
18. OPTIONAL – Select a value from the Source Task field. This field is optional and for reporting purposes only, as General Ledger transactions do not include Task.  
19. Enter Resource Commitment User Notes (if not already entered on Task 7.2A). These notes will remain visible only on the Source/Base Commitment record; they will not be visible to the Destination.  
20. Enter Resource Commitment Destination Notes. These notes will also be visible on the Destination/Transfer In Commitment record after the Base Commitment record is Pushed/finalized.   
21. Within the Smart View ribbon, click Submit Data to commit the selected values to the database. 
    
     
    
22. Previously dark yellow and red cells that were populated should turn pale yellow, indicating the data has been successfully saved.
    
    
     
    
    
    

Enter Commitment Details - Commitment Amounts

Within the FYxx/Assumptions (or FYxx/BegBalance) column:

1. Select a value from Resource Commitment Lump Sum Month for each fiscal year of the commitment. You can designate the same value or different values within each fiscal year. 
2. Enter the annual amount in Resource Commitment Amount for each fiscal year of the commitment. 
3. OPTIONAL – Enter a value in Resource Commitment Approved Budget Amount for each fiscal year of the commitment. If you do not enter a value here, the value entered in Resource Commitment Amount will automatically be copied here when the record is Pushed/finalized. If you do enter a value here, it will not be overwritten when the record is Pushed/finalized.
   
    
   
   
4. Within the Smart View ribbon, click Submit Data to commit the selected values to the database.
   
    
   
   
5. Previously dark yellow and red cells that were populated should turn pale yellow, indicating the data has been successfully saved. 

Review Commitment Calculation - Non-Prorated Record

The following instructions outline checking calculation for a record where the value of Resource Commitment Prorated Flag = No. Instructions for Prorated records will be covered in a later section. Use the scroll bar at the bottom of the screen to scroll to the right, so that you can verify that your resource commitment was calculated as intended. Keep in mind the following:

1. The full annual Resource Commitment Amount entered in the Assumptions/BegBalance column for a given year should appear within the corresponding month selected in Resource Commitment Lump Sum Month (selected in Assumptions/BegBalance column) in the relevant Fiscal Year section, and in the Year Total column for that fiscal year. This value should also be copied to the Resource Commitment Total Amount field in those columns. 
   
    
   
   
2. The Resource Commitment Amount Debit and Resource Commitment Amount Credit values should be populated within the relevant FY/Month column for the current fiscal year only. The value of Resource Commitment Amount Debit will equal the Resource Commitment Amount, and the value of Resource Commitment Amount Credit will be the inverse. These values will not be populated in future fiscal years; resource commitment records must be actively recalculated each year to generate these Debit/Credit values.
   
    
   
   
3. For multi-year commitments, you can review the out-year calculations by scrolling to the right and expanding the Year Total and Q sections by clicking on the + in those headers until you see the relevant month.
   
    
   
   
4. If your record is not calculating as expected, check the Resource Commitment Amount and other relevant fields, including Resource Commitment Start Date, Resource Commitment End Date, Resource Commitment Prorated Flag and Resource Commitment Lump Sum Month – update values and click the Submit Data button in the Smart View ribbon to recalculate as necessary. 
5. If any additional adjustments are needed, enter these amounts in the Resource Commitment Monthly Adjustment Amount row in the relevant Fiscal Year/Month column. Adjustments can be positive (+) or negative (-), and they do not need to be entered in the same month as the Resource Commitment Lump Sum Month. Click the Submit Data button in the Smart View ribbon to recalculate as necessary. Adjustments will not impact values in the Resource Commitment Amount row but will impact values in the Resource Commitment Total Amount row.
6. The Resource Commitment Monthly Adjustment Amount Debit and Resource Commitment Monthly Adjustment Amount Credit values should be populated within the relevant FY/Month column for the current fiscal year only. The value of Resource Commitment Monthly Adjustment Amount Debit will equal the Resource Commitment Monthly Adjustment Amount, and the value of Resource Commitment Monthly Adjustment Amount Credit will be the inverse. These values will not be populated in future fiscal years; resource commitment records must be actively recalculated each year to generate these Debit/Credit values.
   
    
   
   
7. OPTIONAL - If any additional year-end adjustments are needed that should be recorded separately from the Resource Commitment Amount and Resource Commitment Monthly Adjustment Amount in June, those adjustments can be entered in the Resource Commitment June Final Adjustment Amount field. This field is rarely used but is available for this specific purpose. Any values entered in this field will impact the Resource Commitment Total Amount values for June and Year Total in the relevant fiscal year. Debits and Credits will populate similarly to other amount fields. 
8. Repeat steps #4-7 as needed to review and revise calculations. 

Review Commitment Calculation - Prorated Record

The following instructions outline checking calculation for a record where the value of Resource Commitment Prorated Flag = Yes. Instructions for non-prorated records are covered in the prior section. Use the scroll bar at the bottom of the screen to scroll to the right, so that you can verify that your resource commitment was calculated as intended. Keep in mind the following:  

1. The prorated annual Resource Commitment Amount entered in the Assumptions/BegBalance column for a given year should appear within the corresponding month selected in Resource Commitment Lump Sum Month (selected in Assumptions/BegBalance column) in the relevant Fiscal Year section, and in the Year Total column for that fiscal year. This value should also be copied to the Resource Commitment Total Amount field in those columns. Proration is calculated using the month of the Resource Commitment Start Date – if proration is needed to the day, this can be accomplished with a manual adjustment in the Resource Commitment Monthly Adjustment Amount field. 
2. The Resource Commitment Amount Debit and Resource Commitment Amount Credit values should be populated within the relevant FY/Month column for the current fiscal year only. The value of Resource Commitment Amount Debit will equal the Resource Commitment Amount, and the value of Resource Commitment Amount Credit will be the inverse. These values will not be populated in future fiscal years; resource commitment records must be actively recalculated each year to generate these Debit/Credit values.
   
    
   
3. For multi-year commitments, you can review the out-year calculations by scrolling to the right and expanding the Year Total and Q sections by clicking on the + in those headers until you see the relevant month.
   
    
   
   
4. If your record is not calculating as expected, check the Resource Commitment Amount and other relevant fields, including Resource Commitment Start Date, Resource Commitment End Date, Resource Commitment Prorated Flag and Resource Commitment Lump Sum Month – update values and click the Submit Data button in the Smart View ribbon to recalculate as necessary. 
5. If any additional adjustments are needed, enter these amounts in the Resource Commitment Monthly Adjustment Amount row in the relevant Fiscal Year/Month column. Adjustments can be positive (+) or negative (-), and they do not need to be entered in the same month as the Resource Commitment Lump Sum Month. Click the Submit Data button in the Smart View ribbon to recalculate as necessary. Adjustments will not impact values in the Resource Commitment Amount row but will impact values in the Resource Commitment Total Amount row. 
6. The Resource Commitment Monthly Adjustment Amount Debit and Resource Commitment Monthly Adjustment Amount Credit values should be populated within the relevant FY/Month column for the current fiscal year only. The value of Resource Commitment Monthly Adjustment Amount Debit will equal the Resource Commitment Monthly Adjustment Amount, and the value of Resource Commitment Monthly Adjustment Amount Credit will be the inverse. These values will not be populated in future fiscal years; resource commitment records must be actively recalculated each year to generate these Debit/Credit values. 
7. OPTIONAL - If any additional year-end adjustments are needed that should be recorded separately from the Resource Commitment Amount and Resource Commitment Monthly Adjustment Amount in June, those adjustments can be entered in the Resource Commitment June Final Adjustment Amount field. This field is rarely used but is available for this specific purpose. Any values entered in this field will impact the Resource Commitment Total Amount values for June and Year Total in the relevant fiscal year. Debits and Credits will populate similarly to other amount fields. 
8. Repeat steps #4-7 as needed to review and revise calculations.