Budget Entry Procedures

This chapter describes the budget entry procedures.

This chapter covers the following topics:

Definition

An award budget is a detailed estimate of the cost of that portion of a project funded by a particular award.

Overview

Award and project status and performance are tracked by comparing budgeted amounts to actual expenditures, as well as to commitments or encumbrances. A project budget summarizes all award budgets associated with that project.

If users fund a single project with multiple awards and the award budgets have different budget entry methods, then Oracle Grants Accounting uses the budget entry method specified in the profile option GMS: Project Budget Entry Method – Categorized by Resource, or GMS: Project Budget Entry Method – Uncategorized to determine the project budget summary amounts.

When users enter an award budget in the Award Budget window, a budget entry method is defaulted in from the project type. Users can change the default budget entry method from the Award Budgets window. The budget entry method selected determines the level of detail for the budget in the following areas:

This section includes the following topics:

Budget Versions

Users can create and save multiple budget versions. Each time a draft budget is baselined, a current budget is created. To help identify budget versions, users can give each version a unique name and specify a reason for the change. Summary and detail information can be viewed for all budget versions, including the current baselined budget, in the budget history.

Each budget version has one of the following classifications:

Budgetary Control Default Settings

When a budget is baselined the first time, default budgetary control settings from the Award Management window are automatically set in the Budgetary Control window. These default settings can be changed by users or set for a specific resource in the Budgetary Control window.

Rebaselining a budget does not reset default budgetary control settings.

For information on changing budgetary control settings, see Changing Budgetary Control Settings Procedures.

Viewing Funds Check Results of Award Budget

If an award budget fails funds check during the submit or baseline processes, users can view the Budget Funds Check Results window to determine why funds check failed.

Note: The first time an award budget is baselined, the funds check process is not necessary and thus is not activated.

Funds check results are dependent on budgetary control settings. If a budgetary control setting is Absolute, funds check will verify that the new budget amount is greater than or equal to the total amount of existing transactions. If the new budget amount is less than the total existing transactions, the budget will fail funds check.

Project Budgets

When baselining the award budget of a sponsored project, the project's Approved Cost Budget is automatically summarized and baselined. Users can create other project budgets with a different budget type, such as Forecast Cost, Forecast Revenue, or Approved Revenue.

For non-sponsored projects, there is no automatic summary or baselining of the project budget since there is no award. Users must enter budgets for non-sponsored projects.

Budgets and Workflow

If Workflow is enabled, after a budget is submitted, it is forwarded to the award manager for approval. Persons listed in the award notification for budget baseline will receive workflow notification once a budget is baselined. If the budget fails funds check when submitted, it is not forwarded to the award manager.

Approving also baselines the budget.

References

For information on copying budgets, see Copying Budgets from Earlier Budget Versions, Oracle Project Management User Guide and Copying Actuals to Budget Amounts, Oracle Project Management User Guide.

For information on entering budget lines, see Entering Budget Lines, Oracle Project Management User Guide.

For information on revising a budget, see Revising a Baselined Budget, Oracle Project Management User Guide and Revising an Original Budget, Oracle Project Management User Guide.

For information on budget versions and budget history, see Understanding Plan Types and Plan Versions, Oracle Project Management User Guide.

For information on viewing budget history, see Reviewing a Budget, Oracle Project Management User Guide.

For information on budgeting levels of detail, see Budgeting and Forecasting Levels of Detail, Oracle Project Management User Guide.

For information on budgetary control settings, see Budget Entry Method, Budgetary Control, and Funds Check.

For information on changing budgetary control settings, see Changing Budgetary Control Settings Procedures.

For information on Workflow, see Using Oracle Workflow in Oracle Grants Accounting Procedure.

For information on Project Budgets, see Non-Sponsored Project Budget Procedure.

Prerequisites

Entering Award Budgets Procedure

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The following tasks can be performed in or accessed from the Award Budget window:

Entering an Original Award Budget

To enter an original award budget, perform the following steps.

  1. In Grants Accounting, navigate to the Award Budgets window as follows:

    Budgets - Award Budgets

  2. In the Award field, select an award from the list of values.

    Note: To select a particular award from the list of values, the award must already be entered and associated with a project.

  3. In the Project Number field, enter a project number or in the Project Name field, enter a project name, or select the project number or project name from the list of values.

  4. Click Find Draft.

    The fields in the Entry Options region are populated, the Status field displays a status of Working, and the Draft fields in the Totals region displays only the current date in the Revised Date field.

    Note: Users can accept or change the default budget entry method. The budget entry method selected by users affect funds check. To verify the compatibility of budget entry method and budgetary control settings and the compatibility of budget entry method time phase with budgetary control time intervals, see Budget Entry Method, Budgetary Control, and Funds Check.

    Note: Users can accept or change the default resource list when entering an original draft budget for the award. Select the correct resource list before entering budget lines. If the resource list is changed after entering budget lines for the draft budget, Grants Accounting deletes the draft lines, and users must reenter the budget lines. Resource lists cannot be changed after the budget version is baselined.

  5. Optionally, enter the version name in the Version Name field.

  6. Optionally, enter a description for the budget version in the Description field.

Finding a Draft Award Budget

To find a draft award budget, perform the following steps.

  1. In Grants Accounting, navigate to the Award Budgets window as follows:

    Budgets - Award Budgets

  2. In the Award field, select an award from the list of values.

  3. In the Project Number field, select a project number and a project name from the list of values.

  4. To find an existing draft award budget, click Find Draft.

    Note: Draft budgets are present under the following conditions:

    • budget data is entered and saved without submitting or baselining

    • budget data is entered and submitted

    • budget data is entered, submitted, and baselined

    When a draft budget is baselined, an exact duplicate of the draft budget becomes the current budget. The data in the current baselined budget is the basis for the new draft budget.

    Note: Users can accept or change the default budget entry method. The budget entry method selected by users affects funds check. To verify the compatibility of budget entry method and budgetary control settings and the compatibility of budget entry method time phase with budgetary control time intervals, see Budget Entry Method, Budgetary Control, and Funds Check. Changing the default budget entry method may also change the resource list.

    Note: Users can accept or change the default resource list if modifying a draft budget for the award. Select the correct resource list before entering budget lines. If the resource list is changed after entering budget lines for the draft budget, Grants Accounting deletes the draft lines and users must reenter the budget lines. Resource lists cannot be changed after the budget version is baselined.

Entering Award Budget Lines

A budget line contains information regarding required project resources.

To enter budget lines, perform the following steps.

  1. From the Award Budgets window, click Details.

    Note: If entering an award budget at the project level, the Budget Lines window appears.

    Note: If entering an award budget at the task level, the Task Budgets window appears.

  2. From the Task Budgets window, click Budget Lines to open the Budget Lines window.

    Note: Date Range is a user-defined budgeting period. When users define a budget entry method, they specify the level at which they want to budget, whether to budget by resource, and the budgeting time period. The time periods that users select from when defining the budget entry method include Date Range, General Ledger Period, Projects Period, and None. Grants Accounting recommends users adopt the following guidelines when entering budgets in the Budget Lines window that are time phased by Date Range:

    • Do not overlap beginning and ending budgeting time periods.

    • Plan budgeting time periods and test to confirm that the system accepts the specified date ranges.

    The following is an example of acceptable date ranges:

    • Resource 1 is budgeted for date range 01/01/99 - 06/30/99

    • Resource 2 is budgeted for date range 01/01/99 - 06/30/99

    • Resource 1 is budgeted for date range 07/01/99 - 12/31/99

    The following is an example of unacceptable date ranges:

    • Resource 1 is budgeted for date range 01/01/99 - 12/31/99

    • Resource 2 is budgeted for date range 01/01/99 - 06/30/99

  3. Enter budget lines.

    For information on entering budget lines, see Entering Budget Lines, Oracle Project Management User Guide.

    For information on budget entry, see Budget Entry Method, Budgetary Control, and Funds Check.

Project and Task Date Change Restrictions

Oracle Grants Accounting validates changes to start and finish dates when a project is associated with an award budget that has PA Period, GL Period, or Date Range budgeting time periods. This validation ensures that project and task date changes do not cause Oracle Grants Accounting to exclude existing budget amounts from future funds checks. The restrictions are as follows:

Copying Actuals to Award Budget Amounts

Users can create a draft award budget for a period-based budget based upon actual past expenditures. The following rules apply to copying actuals:

To copy actuals to budget amounts, perform the following steps.

  1. Update balances associated with the award by running the GMS: Update Actual and Encumbrance Balance process.

    To run the GMS: Update Actual and Encumbrance Balance process, see GMS: Update Actual and Encumbrance Balance Procedure.

  2. From the Award Budgets window, click Copy Actual...

    The Copy Actual Budget window appears.

  3. Enter the start and end dates or select the defaulted dates to override the draft budget with actuals incurred.

  4. Click OK.

  5. Revise the budget amounts as needed.

  6. Save or save and continue as follows:

    File - Save or Save and Proceed

For information on copying actuals to award budget amounts, see Copying Actuals to Budget Amounts, Oracle Project Management User Guide.

Submitting a Draft Award Budget

When budget entry is completed, users can submit the draft award budget for review and baselining, or if Workflow is enabled, submit the budget for approval.

To submit a draft award budget for review, perform the following steps.

  1. If necessary, perform Steps 1 - 4 as described in the Entering an Original Award Budget, to find the draft award budget to submit.

  2. From the Award Budgets window, click Submit.

    Note: When the budget is submitted, a notification window appears assigning a concurrent program identification number. If the window is requeried without Workflow enabled, the Submit button is replaced by the Baseline button, the budget status changes from Working to Submitted, and the budget is ready for baselining. If the window is requeried with Workflow enabled, the Submit button is grayed out and the award budget is ready for approval in Workflow.

    Note: If the budget fails funds check, the Submit button remains. If Workflow is enabled when the budget fails funds check, the budget is not forwarded to Workflow for approval. If the budget does not fail funds check and Workflow is enabled, the Submit button is grayed out.

    Note: If Workflow is not enabled and the GMS: Enable Funds Check for Budget Submission profile option is set to No, then budget submission will skip funds checking.

    For information on approving a budget with Workflow enabled, see Using Oracle Workflow in Oracle Grants Accounting Procedure.

    For information on submitting a draft award budget, see Submitting a Draft, Oracle Project Management User Guide.

Changing Draft Award Budget Status from Submitted to Working

To update or add data, users must reverse the status of a draft award budget from a status of Submitted to a status of Working.

To change a draft award budget status from Submitted to Working, perform the following steps.

Note: This procedure is not available if Workflow is enabled.

  1. From the Award Budgets window, click Rework.

    The Status field changes from Submitted to Working.

    Note: If the status is not changed to Working, no modifications can be made to the draft award budget.

  2. Update the draft award budget.

    To update the draft award budget, see Entering Award Budget Lines.

  3. Save the current budget for future revision or resubmit for review and baselining.

    For information on changing a draft award budget status from Submitted to Working, see Submitting a Draft, Oracle Project Management User Guide.

Baselining a Draft Award Budget

Baselining is the process of approving a budget for use in reporting and accounting. When the baselining function is used, Grants Accounting copies the draft award budget amounts into a new current baselined budget.

Baselining as described here is not possible when Workflow is enabled. With Workflow enabled, baselining occurs when an award budget is approved.

To baseline a draft award budget, perform the following steps.

  1. If necessary, perform Steps 1 - 4 as described in the Entering an Original Award Budget, to find the draft award budget that users want to baseline.

  2. If necessary, from the Award Budgets window, click Submit.

  3. From the Award Budgets window, click Baseline.

    Note: When the budget is baselined, a notification window appears assigning a concurrent program identification number. If the window is requeried without Workflow enabled, the Baseline button is replaced by the Submit button and the budget status changes from Submitted to Working.

    Note: If the budget fails funds check, the button remains Baseline.

    For information on baselining a draft award budget, see Baselining a Draft, Oracle Project Management User Guide.

    To approve a budget in Workflow, see Approving Notifications Procedure.

Revising a Baselined Award Budget

Users cannot directly change the amounts or structure of a baselined budget. If changes to a baselined budget must be made, users must update the draft award budget and baseline that version as the new current budget.

To revise a baselined award budget, perform the following steps.

  1. From the Award Budgets window, change the award budget version name in the Version Name field.

  2. In the Change Reason field, enter a reason for changing the award budget version from a previous version.

  3. In the Description field, enter a description for the new award budget version.

  4. Update the draft.

    To update the draft award budget, see Entering Award Budget Lines in this chapter.

  5. From the Award Budgets window, click Submit.

    Note: If you delete all budget lines from the current working version, then you cannot submit the budget version for approval and baseline processing. You must enter at least one budget line for a burdened cost of zero before you can submit the version.

    Note: When the budget is submitted, a notification window appears assigning a concurrent program identification number. If you requery the window without Workflow enabled, then the Submit button is replaced by Baseline, the budget status changes from Working to Submitted, and the budget is ready for you to create a baseline version. If you requery with Workflow enabled, then the Submit button is grayed out and the award budget is ready for approval in Workflow.

    Note: If the budget fails funds check, the button remains Submit. If Workflow is enabled when the budget fails funds check, the budget is not forwarded to Workflow for approval. If the budget does not fail funds check and Workflow is enabled, the Submit button is grayed out.

    Note: If Workflow is not enabled and the GMS: Enable Funds Check for Budget Submission profile option is set to No, then budget submission will skip funds checking.

  6. From the Award Budgets window, click Baseline.

    Note: When you create a baseline budget version, a notification window appears assigning a concurrent program identification number. If you requery the window without Workflow enabled, then the Baseline button is replaced by the Submit button and the budget status changes from Submitted to Working.

    Note: If the budget fails funds check, the button remains Baseline.

    For information on baselining a draft award budget, see Baselining a Draft, Oracle Project Management User Guide.

    To approve a budget in Workflow, see Approving Notifications Procedure.

Reviewing Historical Baselined Award Budget Versions

Users can review budget lines from historical baselined award budgets.

To review historical baselined award budget versions, perform the following steps.

Note: Users cannot make changes to task entries or to the budget lines.

  1. From the Award Budgets window, click History.

    The Budget Version History window appears.

  2. Select the project number and budget version to view, and click Details.

    The Budget Lines window appears.

    If users are viewing a task level budget, the Task Budgets window opens.

  3. Select a task number and click Budget Lines.

    The Budget Lines window appears.

  4. Close the window.

Award Budgets Window Description

Award Budgets Window Description
Field Name Type Features Description
Award Number required list of values award number
Award Name required list of values award name
Project Number required list of values project number will default in if project name is entered
Project Name required list of values project name will default in if project number is entered
Budget Type read only   budget type description; defaults in Approved Cost Budget
Find Draft   button pulls in information from project and award budget combination
Version Name optional   budget version
Status read only   When users enter or update a draft award budget, the field displays Working. When a draft award budget is submitted, the field displays Submitted.
Change Reason optional   reason for change
Description optional   budget description
New Original optional check box if selected, this draft award budget, when baselined, becomes revised original budget
Descriptive Flexfield optional   field for user customization
Entry Method required list of values determines budgeting level of work breakdown structure and whether budget is time-phased or non-time phased
Resource List required list of values determines whether budget is by summary amounts or by detail budget lines categorized by resource
Draft UOM display only   displays unit of measurement for labor for working budget version that was not baselined
Draft Quantity display only   displays sum of labor hours for working budget version that was not baselined
Draft Raw Cost display only   displays sum of raw costs for working budget version that was not baselined
Draft Burdened Cost display only   displays sum of burdened costs for working budget version that was not baselined
Draft Revised Date display only   displays revision date for working budget version that was not baselined
Current UOM display only   displays unit of measurement for labor for most recent baselined budget version
Current Quantity display only   displays sum of labor hours for most recent baselined budget version
Current Raw Cost display only   displays sum of raw costs for most recent baselined budget version
Current Burdened Cost display only   displays sum of burdened costs for most recent baselined budget version
Current Revised Date display only   displays revision date for most recent baselined budget version
History   button displays prior award budget
Copy Actual   button copies actual amounts to budget amounts
Rework   button changes budget status from submitted to working
Submit   button sends request to concurrent manager to run GMS: Submit/Baseline Award Budgets
Details   button displays award budget details

Task Budgets Window Description

Task Budgets Window Description
Field Name Type Features Description
Version Number display only   budget version number
Version Name display only   budget version name
Task Number display only   unique identification number of task within project
Task Name display only   descriptive task name
UOM display only   labor unit of measure for task number and task name
Quantity display only   quantity of labor unit of measure for task number and task name
Raw Cost display only   total raw cost for task number and task name
Burdened Cost display only   total burdened cost for task number and task name
[Quantity] Project Total display only   total quantity of labor unit of measure for all project tasks
[Raw Cost] Project Total display only   total raw costs for all project tasks
[Burdened Cost] Project Total display only   total burdened costs for all project tasks
Budget Lines   button opens Budget Lines window

Budget Lines Window Description

Budget Lines Window Description
Field Name Type Features Description
Version Number display only   budget version number
Version Name display only   budget version name
Task Number display only up and down arrows unique identification number of task within project
Task Name display only   descriptive name of task within project
View Lines For read only   displays burdened cost
Period For Totals   list of values: pop-up calendar beginning and ending dates for budget periods
Budget Periods Earliest read only   earliest budget period date
Budget Periods First required list of values: pop-up calendar first budget period
Budget Periods Latest read only   latest budget period
Resource required list of values allows users to select resource that users want to budget. Resources are user-defined categories of labor, services, materials, and equipment needed to track, complete, and account for project work.
Amount Type required list of values allows user to select an amount type allowed by budget entry method. In Grants Accounting, amount type must be Burdened Cost.
[Month--Year] required left and right arrow buttons Budget amount for resource, amount type, and budget period displayed. Use left and right arrow buttons to change budget periods displayed.
Period Totals read only   total of all displayed budget periods for a resource and amount type
Sort Budget Lines By optional option button Enables user to select an option to order budget lines by resource or by period start date. This option is only available if the time phase is Date Range.
Change Reason optional list of values enabled by pressing Tab key on keyboard; user-defined reasons for revising budget lines for resource and budget period
Comments optional   descriptive comments for revising budget lines for the resource and budget period

Viewing Funds Check Results of Award Budget Procedure

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To view the funds check results of an award budget that failed the budget baseline process, perform the following steps.

  1. In Grants Accounting, navigate to the Find Funds Check Details (Budget) window as follows:

    Budgets - Funds Check Results (Budget)

  2. Enter data in the Find Funds Check Details (Budget) window as described in the Find Budget Funds Check Details Window Description table.

  3. Click Find to open the Budget Funds Check Results window.

  4. Review each field of the Budget Funds Check Results window as described in the Budget Funds Check Results Window Description, Awards Tab table.

  5. Close the window.

Find Budget Funds Check Details Window Description

Find Budget Funds Check Details Window Description
Field Name Type Features Description
Project Number required list of values project number
Project Name default, display only   project name
Award Number required list of values award number
Award Name default, display only   award name
Budget Version default, display only   budget version. Field populated after project number and award number entered.
Budget Status default, display only   status of budget
Clear   button erases data from fields
Find   button opens Budget Funds Check Results window

Budget Funds Check Results Window Description, Award Tab

Budget Funds Check Results Window Description, Award Tab
Field Name Type Features Description
Project display only   project name
Award display only   award name
Budget Version display only   budget version
Status display only   status of funds check; Pending, Approved, Rejected, or Fatal
Result display only   result of funds check at task level; transaction passed or failed funds check at task level
Award display only   award name
Budgetary Control Setting display only   budgetary control setting; Absolute, Advisory, or None
Start Date display only   award budget start date
End Date display only   award budget end date
Budget display only   new budget amount
Actuals display only   actuals amount
Encumbrance display only   encumbrance amount
Funds Available display only   amount of award budget funds available

Budget Funds Check Results Window Description, Top Task Tab

Budget Funds Check Results Window Description, Top Task Tab
Field Name Type Features Description
Task display only   name of task that is budgeted
Budgetary Control Setting display only   budgetary control setting; Absolute, Advisory, or None
Start Date display only   task budget start date
End Date display only   task budget end date
Budget display only   new budget amount
Actuals display only   actuals amount
Encumbrance display only   encumbrance amount
Funds Available display only   amount of task budget funds available

Budget Funds Check Results Window Description, Task Tab

Budget Funds Check Results Window Description, Task Tab
Field Name Type Features Description
Task display only   name of task that is budgeted
Budgetary Control Setting display only   budgetary control setting; Absolute, Advisory, or None
Start Date display only   task budget start date
End Date display only   task budget end date
Budget display only   new budget amount
Actuals display only   actuals amount
Encumbrance display only   encumbrance amount
Funds Available display only   amount of task budget funds available

Budget Funds Check Results Window Description, Resource Group Tab

Budget Funds Check Results Window Description, Resource Group Tab
Field Name Type Features Description
Resource Group display only   resource group name
Task display only   task name
Budgetary Control Setting display only   budgetary control setting; Absolute, Advisory, or None
Start Date display only   resource group budget start date
End Date display only   resource group budget end date
Budget display only   new budget amount
Actuals display only   actuals amount
Encumbrance display only   encumbrance amount
Funds Available display only   amount of resource group budget funds available

Budget Funds Check Results Window Description, Resource Tab

Budget Funds Check Results Window Description, Resource Tab
Field Name Type Features Description
Resource display only   resource name
Task display only   task name
Budgetary Control Setting display only   budgetary control setting; Absolute, Advisory, or None
Start Date display only   resource budget start date
Note: If General Ledger periods are used, start and end dates match General Ledger period dates
Note: If there is no budget for the task, start date is date of transaction.
End Date display only   resource budget end date
      Note: If General Ledger periods are used, start and end dates match General Ledger period dates.
      Note: If there is no budget for the task, end date is date of transaction.
Budget display only   new budget amount
Actuals display only   actuals amount
Encumbrance display only   encumbrance amount
Funds Available display only   amount of resource budget funds available

Viewing a Project Budget Procedure

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The project budget is a consolidation or summary of all the award budgets funding a project. When an award budget is baselined, the project budget is automatically summarized.

Oracle Grants Accounting determines summary amounts for the Project Approved Cost Budget when you submit the process to create a baseline. If multiple award budgets fund a single project, then this process automatically determines the budget entry method to use for the project budget. The following business rules determine the budget entry method that Oracle Grants Accounting uses during the baseline process:

In Grants Accounting, a project budget is available for viewing only. To view a project budget, perform the following steps.

  1. In Grants Accounting, navigate to the Project Budgets window as follows:

    Budgets - Project Budgets

    The Project Budgets window appears.

  2. In the Project Number field, enter the project number and press the Tab key on the keyboard to populate the Project Name field.

  3. In the Budget Type field, select Approved Cost Budget from the list of values.

    Note: For sponsored projects only, the Project Budgets window can be used to enter other budget types, such as Forecast Cost Budgets.

  4. Click Find Draft to view consolidated budget information.

    For information on defining the budget entry method, see Oracle Grants Accounting Setup Overview.

  5. Close the window.

Project Budgets Window Description

Project Budgets Window Description
Field Name Type Features Description
Project Number required   project number
Project Name required   project name
Budget Type required list of values users must choose Approved Cost Budget from the list of values to view a consolidation of award budgets
Find Draft   button searches for data based on parameters entered
Version Name display only list of values budget version
Note: display only for Approved Cost Budget; optional for all other budget types
Status display only   active or inactive
Change Reason display only   reason for change
Note: display only for Approved Cost Budget; optional for all other budget types
Description display only   budget description
Note: display only for Approved Cost Budget; optional for all other budget types
New Original display only check box select to create a new original
Note: display only for Approved Cost Budget; optional for all other budget types
Descriptive Flexfield optional   field for user customization
Entry Method display only   summary information
Resource List display only   summary information
Draft Labor UOM display only   summary information for current draft budget
Draft Labor Quantity display only   summary information for current draft budget
Draft Raw Cost display only   summary information for current draft budget
Draft Burdened Cost display only   summary information for current draft budget
Draft Revised Date display only   summary information for current draft budget
Current Labor UOM display only   summary information for current baselined budget
Current Labor Quantity display only   summary information for current baselined budget
Current Raw Cost display only   summary information for current baselined budget
Current Burdened Cost display only   summary information for current baselined budget
Current Revised Date display only   summary information for current baselined budget
History   button displays prior project budget
Copy Actual...   button copies actual amounts to budget amounts
Rework   button changes budget status from submitted to working
Submit   button submits budget for approval
Details   button displays project budget details