Overview

This article covers how to enter resource commitment details via Commitment Details/10.3, which is the third step in processing a record in the Resource Commitment Allocation Module (RCAM). The following steps are for users of the UCSDPLAN Web Application.

Essential Information

How to Enter Resource Commitment Details in RCAM (Smart View) is a separate article.
10.3 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 records are view-only.
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 Commitment can be finalized.
The record will automatically recalculate each time you click the Save button in the top right corner of the form.
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 resource commitment record, as described in subsequent KBAs.

Next Steps

Navigate to the appropriate 10.3 Enter Resource Commitment Details time horizon (e.g., 1Yr, 3Yr, 5Yr, or 10Yr) for the relevant resource commitment record via 10.2A Enter Basic Resource Commitment Data – Simplified. For detailed instructions on how to navigate to locate the record on Commitment Basic Data/10.2A, refer to KB0033725: How to Locate a Resource Commitment Record in RCAM (UCSDPLAN Web App).
After opening 10.3 within the Commitment Basic Data, screen, click on Commitment Details within the top navigation bar.
From the Commitment Details screen, access the ability to toggle between all time horizons via the side navigation bar.

NOTE: While you may also navigate to Commitment Details/10.3 directly from the top navigation bar, this is not recommended as you will be forced to manually select each individual dimension in the POV (e.g., Financial Unit, Project, Fund, Function, Budget Type, Scenario, CTID) 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:

Enter the Resource Commitment Start Date in mm/dd/yy format.
Enter the Resource Commitment End Date in mm/dd/yy format.
Enter the Resource Commitment Name (if not already entered on 10.2A) – click within the field in the No Year column, enter the name within the pop-up window, and click Save to exit out of the pop-up window. Do not hit Enter on your keyboard – this will lead to undesirable line breaks in the name value.
Select a value from Resource Commitment Status (if not already selected on 10.2A).
Select a value from Resource Commitment Category.
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.
Skip Resource Commitment Lum Sum Month for now – this will be entered along with amounts later.
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.
Select a value from Resource Commitment Account Code to designate the account code to be used for the General Ledger transaction.
Skip Resource Commitment Budget Request Type – this field is only able to be used by the Campus Budget Office.
Skip all Resource Commitment Amount fields for now – these will be entered later.
Select a value from Destination Financial Unit Code and Name (if not already selected on 10.2A) to record the intended destination. Note that you are able to change this value until you Push/finalize the record.
Select a value from Destination Project Code and Name (if not already selected on 10.2A) to record the intended destination. Note that you are able to change this value until you Push/finalize the record.
The Destination Fund Code and Name is pre-populated with the same value selected in Activate Commitment ID/10.1 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.
The Destination Function Code and Name is pre-populated with the same value selected in Activate Commitment ID/10.1 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.
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.
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.
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.
Enter Resource Commitment User Notes (if not already entered on 10.2A). These notes will remain visible only on the Source/Base Commitment record; they will not be visible to the Destination. To enter, click within the field in the No Year column, enter the notes within the pop-up window, and click Save to exit out of the pop-up window. Do not hit Enter on your keyboard – this will lead to undesirable line breaks in the name value.
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. To enter, click within the field in the No Year column, enter the notes within the pop-up window, and click Save to exit out of the pop-up window. Do not hit Enter on your keyboard – this will lead to undesirable line breaks in the name value.
Click the Save button at the top right of the screen to commit the details you just entered to the database – previously light brown cells and red cells that were populated should turn white after successful submission.

Enter Commitment Details - Commitment Amounts

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

Enter the annual amount in Resource Commitment Amount for each fiscal year of the commitment. If you are committing funds to another area, this number should be entered as a negative (representing a debit to the Source unit). If you are drawing funds back from another area, this number should be entered as a positive (representing a credit to the Source unit).
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.
Select a value from Display to Destination for each fiscal year of the commitment. You can designate the same value or different values within each fiscal year. "Yes" will allow that year's amount to be copied to a Transfer In/Destination record, and "No" will prevent that year's amount from being displayed on the Transfer In/Destination record.
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.
Click the Save button at the top right of the screen to commit the details you just entered to the database, and to calculate the commitment – previously light brown cells should turn white after successful submission.

Review Commitment Calculation - Non-Prorated Record

The following instructions outline reviewing calculation for a record where the value of Resource Commitment Prorated Flag = No. Instructions for Prorated records are covered in a separate section below.

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:

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.
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.
For multi-year commitments, you can review the out-year calculations by scrolling to the right and expanding the Year Total and Qtr sections by clicking on the arrow in those headers until you see the relevant month.
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 Save button in the top right corner to recalculate as necessary.
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 negative (-) or positive (+), and they do not need to be entered in the same month as the Resource Commitment Lump Sum Month. Click the Save button in the top right corner 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.
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.
Repeat steps #4-6 as needed to review and revise calculations.

Review Commitment Calculation - Prorated Record

The following instructions outline reviewing calculation for a record where the value of Resource Commitment Prorated Flag = Yes. Instructions for non-prorated records are covered in the prior section.