Considerations for Creating Control Budgets
Control budgets are created when the budget for the sponsored or nonsponsored project is set to baseline.
The creation of a control budget is based on a combination of attributes, such as control segment, control level, and calendar settings. For sponsored projects, whether an award is enabled for Expanded Authority or Restricted Authority determines the duration for the control budgets. Multiple control budgets are created for each scenario or combination of attributes. The combination also determines the name of each of these control budgets.
Factors that Determine the Creation of Control Budgets
The following rules apply to both sponsored and nonsponsored projects:
- Task control or lowest resource control can't be enabled on project budgets that are
already set to baseline.
- Also, modifications to the task and resource controls are restricted for a budget that's set to baseline.
- Once the budget is set to baseline, you can modify only certain control levels. You can change from a lower level of control to a higher level of control, for example from Track to Advisory or Absolute, but not from a higher level of control to a lower level of control. The default rate type can be modified in the control budget details.
- When lowest resource control is enabled:
- Ensure that the resource breakdown structure contains the expected granular resources, including the burden components. If Absolute control level is enabled for the lowest resource, then the lowest resource, including the burden component, should have sufficient budget amount for the transactions to pass budgetary control validation successfully.
- If the lowest resource isn't part of the resource breakdown structure, the transaction will fail budgetary control validation with the No lowest resource for transaction funds status.
- After setting the budget to baseline, you can't plan for a new lowest level resource that changes a prior lowest level resource to a mid or top-level resource.
- Using task transaction dates ensures that a transaction doesn't get charged beyond the duration of the task. To ensure the controls are applied within the task duration, the task transaction dates must be provided for the task. This is because the duration for the task control budgets are the dates of the project, that is, the project start date and end date. For sponsored projects, the control budget duration is the award duration, that is, the award budget period start date and budget period end date (or preaward date and close date).
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You can't set a higher control level at the lowest combination of control segments when there is a lesser control level at a higher combination of segments. For example, if the Award-Project control segment is set to the Advisory control level, then you can't set the Award-Project-Top Resource and Award-Project-Funding Source control segments as Absolute.
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For non-sponsored projects or sponsored project control budgets with no award and funding source segment, you can change the control level settings from a lower to a higher level. For example, for existing projects, you can change the control level from Advisory to Absolute.
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For existing sponsored projects associated with an award, for which no budget version or current working version exists, you can update the control budget settings for new control segments; for example, Award and Funding Source. You can't update control budget settings for new control segments for existing sponsored projects that are associated with an award and for which baseline budget versions exist.
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When the control level is changed, the existing control budgets are also updated on baseline.
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You can change the control level from Advisory to Absolute, but you can't change Track and Do Not Create Control Budget to a higher value.
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You can set a Track control level at the lowest combination of control segments for reporting purposes, even if the control level is set as Do Not Create Control Budget for any of the segments.
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Track doesn't display for most combinations, because you can set Track only at the lowest combination of the segments. As an exception, for existing control segments, such Project and Project-Top Resource, or Award-Project and Award-Project-Top Resource, Track displays at applicable levels. For new financial plan types, although Track is displayed for these exceptions, the actual Track control budget is created only for the lowest combination of segments, such as Project-Top Resource and Award-Project-Top Resource-Funding Source.
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For new financial plan types, if you select Track at the Project or Award-Project level, all the lower levels change to Track and the records are disabled.
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You can update the budgetary control tolerance percentage and default rate type on project budgets using the Budgetary Control Settings tab. These modifications will take effect on the respective control budgets once the budget is set to baseline.
Factors that Determine the Creation of Control Budgets for Sponsored Projects
- Award-Project
- Award-Project-Top Task
- Award-Project-Lowest Task
- Award-Project-Top Resource
- Award-Project-Lowest Resource
- Award-Project-Top Task-Top Resource
- Award-Project-Top Task-Lowest Resource
- Award-Project-Lowest Task-Top Resource
- Award-Project-Lowest Task-Lowest Resource
- Award-Project-Funding Source
- Award Project-Top Task-Funding Source
- Award Project-Lowest Task-Funding Source
- Award Project-Top Resource-Funding Source
- Award Project-Lowest Resource-Funding Source
- Award Project-Top Task-Top Resource-Funding Source
- Award Project-Top Task-Lowest Resource-Funding Source
- Award Project-Lowest Task-Top Resource-Funding Source
- Award Project-Lowest Task-Lowest Resource-Funding Source
For sponsored projects, the Summary calendar is the range from the pre-award date to award close date. If the pre-award date or award close date isn't available then the range is from the award start date to award end date. The periodic calendar is the same as the award budget period.
- Award-Project
- Award-Project-Top Resource
- Award-Project-Funding Source
- Award-Project-Top Resource-Funding Source
Additionally, a fifth control budget is created for the Award-Project-Top Resource-Funding Source control segment. The control level is set to Track and the calendar is set to Periodic for this control budget.
Now consider the following scenario in which the award is enabled for Expanded Authority.
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Award-Project: Absolute
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Award-Project-Top Resource: Absolute
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Award-Project-Funding Source: Advisory
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Award-Project-Top Resource-Funding Source: Track
Four control budgets are created in this scenario, one for each of the control segments. The calendar is set to Summary for the first three control segments, while for the fourth segment, Award-Project-Top Resource-Funding Source, the calendar is set to Periodic. In the same scenario, if the award is enabled for Restricted Authority and the calendar is set to Periodic for all the four control segments, four control budgets are created, one for each of the control segments.
Depending on the control type and calendar settings, multiple control budgets can be created for sponsored projects. The following table displays a few examples of control budgets that are created in these scenarios, depending on the control segments, control levels, calendar settings, and whether the award is enabled for Expanded or Restricted Authority. The name of each of the control budgets includes these details in its naming format: Project Number_35 characters of Award Number_Control_Segment_Control_Level. The examples of control budgets are listed in the following table:
|
Type of Spending |
Control Segment |
Control Level |
Calendar |
Control Budget Example |
|---|---|---|---|---|
|
Expanded Authority |
Award-Project Award-Project-Top Resource Award-Project-Funding Source Award-Project-Top Resource-Funding Source Award-Project-Top Resource-Funding Source |
Absolute Absolute Absolute Absolute Track |
Summary Summary Summary Summary Periodic |
12345_AwardProjectSample12345SponsoredPrj 12345_AwardProjectSample12345SponsoredPrj_Top_Resource 12345_AwardProjectSample12345SponsoredPrj_Funding_Source 12345_AwardProjectSample12345SponsoredPrj_Top_Resource_Funding_Source 12345_AwardProjectSample12345SponsoredPrj_Top_Resource_Funding_Source_Track |
|
Restricted Authority |
Award-Project Award-Project-Top Resource Award-Project-Funding Source Award-Project-Top Resource-Funding Source Award-Project-Top Resource-Funding Source |
Absolute Absolute Absolute Absolute Track |
Periodic Periodic Periodic Periodic Periodic |
12345_AwardProjectSample12345SponsoredPrj 12345_AwardProjectSample12345SponsoredPrj_Top_Resource 12345_AwardProjectSample12345SponsoredPrj_Funding_Source 12345_AwardProjectSample12345SponsoredPrj_Top_Resource_Funding_Source 12345_AwardProjectSample12345SponsoredPrj_Top_Resource_Funding_Source_Track |
|
Expanded Authority |
Award-Project Award-Project-Top Resource Award-Project-Funding Source Award-Project-Top Resource-Funding Source |
Absolute Absolute Advisory Track |
Summary Summary Summary Periodic |
12345_AwardProjectSample12345SponsoredPrj 12345_AwardProjectSample12345SponsoredPrj_Top_Resource 12345_AwardProjectSample12345SponsoredPrj_Funding_Source 12345_AwardProjectSample12345SponsoredPrj_Top_Resource_Funding_Source_Track |
|
Restricted Authority |
Award-Project Award-Project-Top Resource Award-Project-Funding Source Award-Project-Top Resource-Funding Source |
Absolute Absolute Advisory Track |
Periodic Periodic Periodic Periodic |
12345_AwardProjectSample12345SponsoredPrj 12345_AwardProjectSample12345SponsoredPrj_Top_Resource 12345_AwardProjectSample12345SponsoredPrj_Funding_Source 12345_AwardProjectSample12345SponsoredPrj_Top_Resource_Funding_Source_Track |
Factors that Determine the Creation of Control Budgets for Nonsponsored Projects
- Project
- Project-Top Task
- Project-Lowest Task
- Project-Top Resource
- Project-Lowest Resource
- Project-Top Task-Top Resource
- Project-Top Task-Lowest Resource
- Project-Lowest Task-Top Resource
- Project-Lowest Task-Lowest Resource
The lowest control segment can't have higher control than the higher segment. For example, if Project is set to Advisory, you can't set Project-Top Resource to Absolute. If Project is set to Track, you can't set Project-Top Resource to Absolute or Advisory. The application doesn't support Do Not Create Control Budget for Project.
For nonsponsored projects, the Summary calendar ranges from the minimum planning element start date or project start date to maximum planning element finish date or project finish date. The Periodic calendar is the calendar assigned to the planning options of the budget whether Accounting or Project Accounting period.
Consider the scenario in which the control level is Absolute for both the Project and Project-Top Resource control segments. The calendar is set to Summary for both control segments. In this scenario, the application creates two control budgets. A third control budget is created for the Project-Top Resource control segment with the calendar type set to Periodic and the control level changed to Track.
In another scenario, the control level for Project is set to Absolute and the calendar is set to Summary. The control level for Project-Top Resource is Track and the calendar is Periodic. In this scenario, two control budgets are created in the application. Similarly, depending on the control type and calendar settings, multiple control budgets can be created for nonsponsored projects.
The control budgets created for nonsponsored projects in these scenarios are listed in the following table:
|
Control Segment |
Control Level |
Calendar |
Control Budget Example |
|---|---|---|---|
|
Project Project-Top Resource Project-Top Resource |
Absolute Absolute Track |
Summary Summary Periodic |
P12345 P12345_Top_Resource P12345_Top_Resource_Track |
|
Project Project-Top Resource |
Absolute Track |
Summary Periodic |
P12345 P12345_Top_Resource_Track |