Overview

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This article covers how to enter basic Commitment data via Task 7.2 Enter Basic Commitment Data, which is the second step of entering a Commitment record in the Resource Commitment Tracking Tool (RCTT)

• This Task has been split into two forms: Task 7.2A Enter Basic Commitment Data - Simplified and Task 7.2B Enter Basic Commitment Data - Full. While the "Full" version is still available for viewing, this article will describe commitment data entry using the Simplified version
• The following steps are for users of the EPBCS Web Application
• How to Enter Basic Commitment Data in EPBCS using Smart View is a separate article

Critical Concepts

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• Task 7.2A Enter Basic Commitment Data - Simplified is a data entry form that captures minimal basic information about a Commitment, but does not include Commitment Amounts
• This form displays all Commitment records under a selected POV, but data should only be entered on Source Commitment records (primarily Base Commitment, occasionally Reclass Commitment)
• Data should not be entered on Transfer In Commitment records, as these are the view-only records produced for the Destination
• Cell colors have meaning:
  
  • Yellow fields indicate data has been entered but not saved - all data must be saved by clicking the Save button at the top of the screen before proceeding to the next task
  • White 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
• Additional data entry, including Commitment Amounts, are entered in Task 7.3 Enter Commitment Details

Steps to Take

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Navigating to Task 7.2A Enter Basic Commitment Data - Simplified from Home Page

1. Go to EPBCS
2. Login using Single Sign-On
3. On the EPBCS Home Page, click on the Tasks tile
4. Click on the caret to the left of 7 - Create and Manage Commitments to expand the Task List
5. Click on Task 7.2A Enter Basic Commitment Data - Simplified

-OR -

Navigating to Task 7.2A Enter Basic Commitment Data - Simplified from Task 7.1 Activate Commitment

1. From Task 7.1 Activate Commitment, click the Next button in the top-right corner
   
   
   
   
2. On Task 7.2A Enter Basic Commitment Data - Simplified, verify your desired Financial Unit is populated in the POV in the top-left corner
   
   

Locating Commitment Record

1. With Task 7.2A Enter Basic Commitment Data - Simplified open, search for the relevant CTID using the Find button at the top of the screen
2. Enter the CTID in the Find bar
3. Click the right arrow until you navigate to the correct Base Commitment or Re-Class Commitment record
   
   

Note:

• From the POV, you may change the Financial Unit selection to the Financial Unit you are working on in order to narrow down the results in the form
• If you are unable to find the CTID you are looking for, make sure your Financial Unit selection is broad enough
• You are able to select a single Financial Unit or a parent level member of the Financial Unit hierarchy

Enter Basic Commitment Data

1. Once you have located the correct record, select the status of the record (e.g., Active, Inactive, Completed) under CT Commitment Status
2. Ignore values in CT Pushed for now - this value is auto-populated based upon an action on another form, and cannot be edited within form 7.2A
3. Enter the name of your commitment in the CT Name field - making sure to avoid restricted special characters and line breaks - and click Save within the data entry dialog box
   
4. Under the CT Created By dropdown menu, select your name
5. Within the CT Source Notes field, enter any notes you wish to associate with the Commitment. These notes will be visible to anyone with access to the Base Commitment/Reclass Commitment record, but will not be visible to the Destination (unless they have access to the Base/Reclass record)
6. To save what you have entered, click Save at the top of the window 
   
   Note: When you make any edits to the form, the cell you are editing will turn yellow. When you click on the Save button at the top of the window, the cell will turn back to white to indicate that the data has been submitted to the database
   
   
   
   
   
7. If you need to enter data for multiple CTIDs, repeat Steps #1-6 as needed
8. When ready to enter additional Commitment details (e.g., Commitment Amount, Destination chartstring, Start/End dates), navigate to the relevant Source record (generally Base Commitment, sometimes Reclass Commitment) for the CTID, right-click on the CTID to activate the Action Menu, and select one of the Details Time Horizon views. Generally, you will want to select a View that encapsulates the duration of your Commitment (i.e., select Details 1 Year Horizon for a One-Time Commitment in the current FY, or Details 5 Year Horizon for a One-Time Multi-Year Commitment spanning between 3 and 5 years)
   
   
   
   
9. This selection will generate Task 7.3 Enter Commitment Details where you can enter additional information and take action on your Commitment