Viewing and Updating Lifecycle Entity Budget

If you have the required access grant and access right (see Access Rights to View and Edit a Lifecycle Entity Financial Summary ), you can view and update budget for a proposal, project, or asset in the Budget Details page.

To open the Budget Details page, click the View Approved Budget Details link on the Financial Summary page.

The information displayed in the Budget Details page for you to view and update varies:

Viewing and updating standalone project/proposal/asset budget

The budget of a standalone project/proposal/asset is controlled totally by the lifecycle entity itself.

Viewing budget

  • To view budget totals of all fiscal years, check the data in the top rectangle.

    Total Self-Funded Budget equals to Total Budget for standalone lifecycle entities.

  • To view details of budget added in the project/proposal/asset level for a specific fiscal year, select the year in the Fiscal Year filter. The Self-Funded Budget section refreshes to display the budget added for the project/proposal/asset in that year.
  • To view details of budget added in the project/proposal/asset level for all fiscal years, select View All in the Fiscal Year filter.

Updating budget

  1. Click Update Budget in the Self-Funded Budget section.

    The Update Budget window opens.

  2. Complete the fields as described in the following table:

  3. Field (*Required)

    Description

    *Name

    Name of the approved budget line. The name can be the same as or different from existing lines. In either case, the line will become a new entry (row) in the approved budget.

    Expense Type

    Appears only if cost capitalization is enabled in the financial summary and the COST_CAPITALIZATION_ENABLED server.conf parameter is set to true. The options are Operating (the default) and Capital.

    *Fiscal Year

    Fiscal year to which you want to add a budget line (the current year, the previous year, or the next year).

    *Amount

    Amount to add to or subtract from the approved budget for the selected fiscal year. Enter a negative value to subtract the amount.

    Note: If the parameters BUDGET_IN_WHOLE_DOLLARS and BUDGET_IN_THOUSAND_SHOW_DECIMAL are both set to false, you cannot enter decimals in the Amount field. That is, you can only add or subtract funding by integral multiple of 1000.

    Description

    Optional description of the new approved budget line.

  4. Click Done.

    A confirmation dialog appears. If you confirm the update, it cannot be removed.

(Top-down budgeting) Viewing and updating project/proposal/asset budget

When PPM adopts top-down budgeting, program can allocate budget to its content (project/proposal/asset).

If program managers allow you to add budget for project/proposal/asset, project/proposal/asset budget is composed of two parts: budget added in the project/proposal/asset level (self-funded budget) and the budget allocated from the program (allocated budget).

If program managers do not allow you to add budget for project/proposal/asset, project/proposal/asset budget comes from program allocations only.

Viewing budget

  • To view budget totals of all fiscal years, check the data in the top rectangle.

    Total Self-Funded Budget is the total budget added in the project/proposal/asset level.

    Total Allocated Budget is the total budget allocated to the project/proposal/asset by the program.

    Total Budget is the sum of total self-funded budget and total allocated budget.

  • To view details of budget added in the project/proposal/asset level for a specific fiscal year, select the year in the Fiscal Year filter. The Self-Funded Budget section refreshes to display the budget added for the project/proposal/asset in that year.
  • To view budget allocated from the program for a specific year, select the year in the Fiscal Year filter. Check the Allocated Budget section.
  • To view details of self-funded budget or allocated budget for all fiscal years, select View All in the Fiscal Year filter.

Updating budget

You can update budget in the project/proposal/asset level only when program managers allow (when the option Allow adding budget in the proposal, project, and asset level is selected in Program Management).

See Updating budget for detailed instructions.

(Bottom-up budgeting) Viewing and updating project/proposal/asset budget

When PPM adopts bottom-up budgeting, you can add budget for project/proposal/asset, all of which will be rolled up to the program, considered as a part of the program budget.

Viewing budget

  • To view budget totals of all fiscal years, check the data in the top rectangle.

    Total Self-Funded Budget is the total budget added in the project/proposal/asset level.

    Total Allocated Budget is the total budget allocated by the program. This data is only available if the project/proposal/asset is also added in another program that adopts top-budgeting and has allocated budget to the project/proposal/asset.

    Total Budget is the sum of total self-funded budget and total allocated budget.

  • To view details of budget added in the project/proposal/asset level for a specific fiscal year, select the year in the Fiscal Year filter. The Self-Funded Budget section refreshes to display the budget added for the project/proposal/asset in that year.

  • If the project/proposal/asset is also added in another program that adopts top-budgeting and has allocated budget to the project/proposal/asset, the Allocated Budget section is present. Select a year in the Fiscal Year filter to view budget allocated from the program for the year in the Allocated Budget section.
  • To view details of self-funded budget or allocated budget for all fiscal years, select View All in the Fiscal Year filter.

Updating budget

See Updating budget for detailed instructions.

If the project/proposal/asset is also added in another program that adopts top-budgeting and does not allow adding budget in the project/proposal/asset level, you cannot update budget for the project/proposal/asset.