Commitment Control (KK) What is Commitment Control? Commitment Control (KK) is a tool provided in PeopleSoft to Assist with the management and monitoring.

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Commitment Control

(KK)

What is Commitment Control?

Commitment Control (KK) is a tool provided in PeopleSoft to Assist with the management and monitoring of budgets.

How is Commitment Control Used?There are 3 levels when KK is turned on:1. Control2. Tracking with Budget3. Tracking without Budget

CONTROL• Requires a budget value• Will stop a transaction

once it exceeds the budget. This will require an action (budget revision or find a different funding source).

Tracking with Budget• Requires a budget value• Will notify Budget

Manager if a transaction exceeds the budget, but will not stop the transaction.

Tracking without Budget

• Does not require a budget value

• Will track expenses only

KK DecisionsGlobally: KK has been turned onLocally: Set KK Levels

FundClassDepartmentProjectActivity

Budget Monitoring

RFP ID# BD24 requires that we can carry forward budget that excludes “One-Time” funds.

BD24 SolutionFY1415

Current YearFY1516

Next Fiscal Year

Permanent Base Budget Permanent Base Budget

+ Permanent Changes

+ Temporary Changes + Permanent Changes

FY 1415 Fiscal Year Budget New Base Budget

This seeds next years budget development

Budget Status Report Solution

PermanentBudget

TemporaryBudget

Fiscal YearBudget

Encumbrance Actuals Balance

FY 1516 FY 1415-FY 1516

Temporary

FY 1415 $XX.XX $XX.XX FY 1415-Encumbrance

-ActualsBalance

Project Costing

• Grants• Contracts• Projects

Terms & Definitions Grant PeopleSoft views a Grant as: a sum of money offered for performing the necessary functions on behalf of a Grantor to achieve a predefined result. A grant will typically specify the manner in which the functions will be performed, a time period to perform the functions, and require the reporting of measurables to ensure the grantor is achieving the desired result. Entities wishing to receive the offered amount typically submit a proposal to the grantor which contains their desire to perform the functions at the offered amount and outlines a plan to execute the necessary functions. If the grantor accepts the proposal the Grant is considered awarded. Let the post award activities commence. Collectively the PeopleSoft modules Grant Management, Project Costing, and Contract Administration support the financial and statistical functions related to competing for a Grant as well as the budgeting and reporting necessary to carry out the operations of a Grant.

Proposal ID The user derived name given to the submitted proposal. Award ID The user derived name given to the Award. Typically this carries over from the Proposal, but can be changed. Also unless over written by the user, this ID will become the Contract ID. Business Unit A legal entity. Project The primary expected result or objective of a Grant. It is always noted in the grant. This can be almost anything from creating an event or an object, to conveyance of an idea or knowledge. Activity Operational items needed to complete the Project. In a university setting a grant aimed at eliminating adult illiteracy (project or goal of the grant) may need activities such as establishing a classroom, creating course materials, and providing an Instructor.

Activity ID The user driven name given to an activity.Budget ID In the proposal stage of a grant Activity IDs are called Budget IDs. Program This is a major project that typically covers more than one Business Unit. Each BU could be doing a separate piece of the project or performing tasks relating to the same project in multiple areas for coverage reasons. Statewide initiatives typically fall into this category. Contract In the Grants world and other billable items world, this is a contract that is established to SELL services or objects. The associated module is called Contracts Administration. This module does not sell anything. It exists to initiate the billing process. Contract ID Unless changed the contract ID will be equal to the Grant name. Department Just as it sounds. It is typically the various operational and administrational centers needed by an entity to carry out the objectives of an organization.

PeopleSoft Grant Life Cycle

1.Set up Sponsor (Configured)

2.Prepare Proposal (Manual)

3.Submit Proposal (Manual)

4.Generate Award (Job Scheduling)

5.Generate Contract (Automated)

6.Create Project (Automated)

7.Initiate Budget (Automated)

8.Manage Project (Manual)

9.Close Project/Grant (Manual)

Set up Sponsor (Configured)

Prepare Proposal (Manual)

Submit Proposal (Manual)

Generate Award (Job Scheduling)

Generate Contract (Automated)

Currently we have only converted select grants into Projects. No Awards or Contracts have been

generated.

Create Project (Automated)

* Grants will be set up in the GRBU* Non-Grant Projects will be set up in the PCBU

Activities and Sub-Activities

Cost Collection

In Project Costing, you tell the System what is Billable.

Example:

Project # AM9JActivities:

Salaries/Benefits $1500.00Goods & Services $ 500.00Equipment $1000.00Cost Share $2000.00

Total Project $5000.00Total Billable $3000.00

Things to Ponder……

1.All Grants turn into Projects and are set up at the GRBU (GR170, GR220)

2.All Grants are Projects, but not all Projects are Grants.

3.The Contracts Module does not create a printable legal Contract. It sets up the Terms and conditions for billing purposes only.

4.Projects are set up in the Project Costing Module at the PCBU (PC170, PC220)

Legacy Grant Setup needed for Conversion

1.Create Grant/Project Numbers

2.Create Org Numbers for the Grant Activity or Activities

3.Linkthe Grant/Project number to the Activity

Example:

My Team

Manooj

Hyperion Public Sector

Planning

LorenGrants & Project Costing

SandeepHyperion Public Sector

Planning

GregCommitment Control

Questions?

Burning questions regarding PeopleSoft Commitment Control, Grants and Project Costing can be either emailed to:

[email protected]

Or contact Lisa Wolcott at:

[email protected]