Fund Appropriation Business Process
Use the Fund Appropriation business process to capture the allocation of funds to the project. These funds are defined and made available through the Company Funding Sheet.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
Workflow
The default workflow for the Fund Appropriation business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can take the action of approving or rejecting the record or send it on to others.
Creating a Fund Appropriation Record
Create a Fund Appropriation record by navigating to Budget Management / Fund Appropriation on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Fund Appropriation task that has been assigned to you from the Tasks log.
Complete the Fund Appropriation form and attach related documents, if needed. After completing the form, select Send and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Budget Management, and then select Fund Appropriation.
- On the Fund Appropriation page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content and select OK.
The record moves to the next step in the workflow.
Completing the Fund Appropriation Form
Key Information
Key information about this Fund Appropriation is provided below.
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Amount | Read-Only | Total amount (sum of amounts for all line items) |
| Fund Appropriations Version | Editable | This field is optional. In case a previous fund appropriation has been rejected or canceled, you can increment the version in this field. |
| Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
Financial Summary
The information below gives a snapshot of the current budget and impact of this and other Fund Appropriations.
| Field Name | Access | Description |
|---|---|---|
| A. Initial Budget | Read-Only | The total amount of all approved initial budget records |
| B. Previously Approved Budget Changes | Read-Only | The total amount of all previously approved budget changes |
| C. Current Revised Budget (A+B) | Read-Only | The amount of the revised budget prior to the budget change |
| D. Funds Previously Appropriated | Read-Only | The total amount of all previously approved fund appropriations in this project |
| Difference (D - C) | Read-Only | This field shows the difference between the revised project budget amount and the approved funding, to date. |
| E. Current Request | Read-Only | The funding amount being requested |
| F. Total Funding upon Approval (D + E) | Read-Only | The total funds appropriated after the approval of this fund appropriation |
| Difference upon Approval (F - C) | Read-Only | This field shows the difference between the revised project budget amount and the total approved funding of the record. |
Funding Period
Specify the dates for this funding allocation. The information here may be used for reporting purposes. Note that any line items added will inherit these dates, but you can override them at the line item level.
| Field Name | Access | Description |
|---|---|---|
| Funding Use Start Date | Editable | The date when the funding becomes available for this project |
| Funding Use End Date | Editable | The date when the funding is no longer available for the project |
Description
Enter a scope description, assumptions, justification, and anything else needed for this Fund Appropriation.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 250 characters or fewer. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |
Consolidating Line Items
Fund Appropriation line items can be consolidated from the following business process: Fund Appropriation
Completing the Fund List tab
General
Specify a funding code for this Fund Appropriation line item.
| Field Name | Access | Description |
|---|---|---|
| Funding Source | Required | Enter a funding source. |
| Fund Name | Read-Only | The name of the fund appropriations |
| Fund Description | Read-Only | The description of the fund appropriation |
| Fund Year | Read-Only | The year of the fund |
Funding Amount
Enter the amount to appropriate for this line item.
| Field Name | Access | Description |
|---|---|---|
| Amount | Editable | Amount of this line item |
Description
Enter additional information specific to this Fund Appropriation line item.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Required | Enter a description of 50 characters or fewer. |
| Detailed Line Item Description | Editable | Enter additional detailed information about the line item description field. |
Funding Period
Information about the availability of funds being allocated in this line item. The Funding dates are automatically filled with dates from the selected fund. The Funding Use dates specify when those funds are expected to be used within this project. This information might be used for reporting purposes.
| Field Name | Access | Description |
|---|---|---|
| Funding Start Date | Read-Only | The date when the funding becomes available |
| Funding End Date | Read-Only | The date when the funding is no longer available |
| Funding Use Start Date | Editable | The date when the funding becomes available for this project |
| Funding Use End Date | Editable | The date when the funding is no longer available for the project |
Funding Restrictions
Information regarding any restrictions on how these funds can be spent.
| Field Name | Access | Description |
|---|---|---|
| Fund Restrictions - Description | Read-Only | Additional restrictions on how this fund can be used |
| Justification | Editable | The justification concerning why this fund can be used on this project, based on the restrictions |