Overview
This article covers how to locate resource commitment records via Commitment Basic 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: 10.2A Enter Basic Resource Commitment Data - Simplified and 10.2B 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 the UCSDPLAN Web Application.
Essential Information
- How to Locate Resource Commitment Records in RCAM (Smart View) is a separate article.
- 10.2A 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 10.3 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 Source (Base Commitment) 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:
- Light brown 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.
- Gold fields require input before Resource 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 Commitment Basic Data from Home Page
- Go to UCSDPLAN
- Login using Single Sign-On.
- On the UCSDPLAN Home Page, click on the RCAM-Resource Commitments cluster.
- Click on the Commitment Basic Data card.
-OR -
Navigating to Commitment Basic Data from Activate Commitment ID
- From Activate Commitment ID, click on the Commitment Basic Data tab near the top of the screen.
Locating Commitment Record
- On form 10.2A 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.
- Search for the relevant CTID by clicking the Search button at the top of the screen and entering the CTID in the Find bar.
- Click the right arrow until you navigate to the correct Base Commitment record.
- Once you have located the correct record, you can use the Action Menu to navigate to form 10.3 Enter Resource Commitment Details to record all data associated with the record – this is considered best practice.
- 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 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).
- This selection will generate 10.3 Enter Resource Commitment Details, where you can enter all details and finalize your resource commitment. The steps below to enter data on form 10.2 are optional.
Entering Commitment Data in Commitment Basic Data (form 10.2A/B)
- Alternatively, you are also able to enter basic descriptive information about the record on form 10.2 before you move on to Commitment Details/10.3, but this information will not include amounts, and you will need to proceed to Commitment Details/10.3 to complete the record.
- Under Resource Commitment Status, select the status of the record (e.g., Active, Inactive, Completed, Hold).
- 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 Commitment Details/10.3 and cannot be edited within Commitment Basic Data/10.2.
- Click within Resource Commitment Name and enter the name of your resource commitment in the data entry dialog box, then click Save. Make sure to avoid restricted special characters and line breaks, which will occur if you click Enter/Return on your keyboard instead of clicking the Save button within the dialog box.
- 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.
- Click within Resource Commitment User Notes and enter notes for your record in the data entry dialog box, then click Save. 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, which will occur if you click Enter/Return on your keyboard instead of clicking the Save button within the dialog box.
- If known, select values from the Destination Financial Unit Code and Name and Destination Project Code and Name drop-down menus.
- In the top right corner of the pane, click the Save button to commit data.
- A pop-up window will appear with a message indicating the data has been successfully saved – click OK to close this window.
- The cells that were previously light brown are now white, showing that the data has been successfully saved.
- To continue entering basic data for additional records, follow steps #4-6 outlined in the Locating a Commitment Record section of this KBA and then repeat steps #1-10 above.