How to Enter Commitment Details and Review Calculations in EPBCS using Smart View


Overview


This article covers how to enter additional Commitment Details via Task 7.3 Enter Commitment Details, which is the third step of entering a Commitment record in the Resource Commitment Tracking Tool (RCTT)

Critical Concepts


Steps to Take


Navigating to a Commitment Record on Task 7.3 Enter Commitment Details from Task 7.2 Enter Basic Commitment Data

  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 task 7.2 Enter Basic Commitment Data to render the form in the active Excel sheet
  6. On Task 7.2 Enter Basic Commitment Data, locate the active Commitment record for which you want to enter/view details - remember that you enter data on Base Commit/Reclass Commit records, while Transfer In records are view-only
  7. Right-click on any cells within Column A-G of the active commitment row
  8. Select Smart View located at the bottom of the pop-up window to generate the Action Menu, and select one of the Details Time Horizon views



  9. This selection will generate a new sheet for Task 7.3 Enter Commitment Details, where you can enter additional information and take action on your Commitment

Note:

Enter Commitment Details

  1. Once you have retrieved the correct record, enter the amount(s) committed in the CT Amount row under the relevant FYxx/BegBalance column(s):



  2. In the CT Pro-Rate field, select Yes or No:
    • No indicates that a Commitment will receive the entire annual amount in the current fiscal year, and
    • Yes indicates an amount to be received that is less than the annual amount but is commensurate with start/end dates
  3. Select the CT Expenditure Type within the No Year/BegBalance column



    Note: Even though technically available for selection, 774900 CBO Recurring Allocation and 774950 CBO One-Time Allocation should only be used by the Campus Budget Office

  4. Click the Submit Data button from the Smart View Excel ribbon to commit the details you just entered/selected to the database - previously light orange cells should turn pale yellow after a successful submission



  5. If you did not enter other details (i.e., CT Initiate Date, CT Lump Sum Month, CT Created/Approved By, or CT Destination ProjectTask) on Task 7.2 Enter Basic Commitment Data, enter them on Task 7.3 Enter Commitment Details and click the Submit Data button

Review Commitment Calculation

  1. Use the scroll bar at the bottom of the screen to scroll to the right, so that you can verify that your Commitment was calculated as intended - keep in mind the following:
    • If you have selected a month in the CT Lump Sum Month field, the full annual CT Amount for the current year should appear within that month column in the current FY
    • If you have not selected a month in the CT Lump Sum Month field, the RCTT will automatically calculate an even monthly spread of your full CT Amount based on your CT Start Date
    • If CT Start Date = 07/01, then full CT Amount will be spread equally over 12 months
    • If CT Start Date > 07/01, then partial CT Amount will be spread equally over remaining months in current FY, with proportion of annual CT Amount spread determined by CT Start Date
    • You should see corresponding CT Amount Debit/Credit values in the months for which resource distributions are scheduled
      • Debits are Expenses to the source, and are expected to appear as positive amounts
      • Credits appear as negative Expenses
    • Commitments must be re-calculated on an annual basis - while you should see the scheduled distribution of the Commitment across the CT Amount row, you will not see CT Amount Debit/Credit values in future years
  2. If your Commitment is not calculating as expected, check your CT Amount value(s) and other relevant fields, including: CT Start Date, CT End Date, CT Initiate Date, CT Pro-Rate, and CT Lump Sum Month
    • Update values and repeat Steps #1-2 as necessary
  3. If any monthly adjustments (+/-) are needed, enter these amounts in the CT Monthly Adjustment Row under the relevant FYxx/Month column, and click the Submit Data button
    • Repeat Steps #1-2 to review commitment calculations

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