Viewing and Updating Budget

This section provide details on how to view and update budget of a lifecycle entity or program in the financial summary.

 

Where to view and update budget

Click the View Approved Budget Details link in the financial summary page to open the Budget Details page. You can view budget totals and budget details, update budget, and allocate budget in this page.

If cost capitalization is enabled, budget is split into capital and operating when you view and update budget. For details bout cost capitalization, see Cost Capitalization.

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Budget types

PMO in your organization can decide, in the program type level, which budgeting strategy (top-down budgeting or bottom-up budgeting) is adopted by the programs and program contents. For details, see Choosing budgeting strategy.

Budget types are different under different budgeting strategy.

Budgeting strategy Budget types in program financial summary Budget types in lifecycle entity financial summary
Top-down budgeting
  • Self-funded budget

    Budget added in the program level

  • Allocations

    Budget allocated to the program contents

  • Self-funded budget

    Budget added in the lifecycle entity level

  • Allocated budget

    Budget allocated from the program where the lifecycle entity belongs

Bottom-up budgeting
  • Self-funded budget

    Budget added in the program level

  • Roll-up budget

    Budget rolled up from the program contents

  • Self-funded budget

    Budget added in the lifecycle entity level

Note: If a lifecycle entity is standalone, not included in any program, it only has self-funded budget.

View budget

For each budget type, you can view the budget totals of all fiscal years and the budget details of a selected fiscal year.

Use the Fiscal Year option to see budget details of a specific year. The option list only the years where there are budget update records.

View budget of a program

Budgeting strategy Action How to
Top-down budgeting View budget totals

Go to the top of the Budget Details page.

Total Self-Funded Budget: total budget added in the program level

Total Allocations: total budget allocated to the program contents

Total Available: total remaining budget, = Total Self-Funded Budget - Total Allocations

View self-funded budget details Go to the Self-Funded Budget section.
View allocations details Go to the Allocations section to see which lifecycle entities obtained budget from the program and the budget amount.
Bottom-up budgeting View budget totals

Go to the top of the Budget Details page.

Total Self-Funded Budget: total budget added in the program level

Total Rolled Up Budget: total budget rolled up from the program contents

Total Budget: = Total Self-Funded Budget + Total Rolled Up Budget

View self-funded budget details Go to the Self-Funded Budget section.
View roll-up budget details Go to the Rolled Up Budget section to see the budget amount of each program content.

View budget of a lifecycle entity

Budgeting strategy Action How to
Top-down budgeting View budget totals

Go to the top of the Budget Details page.

Total Self-Funded Budget: total budget added in the lifecycle entity level.

Total Allocated Budget: total budget allocated by the program.

Total Budget: = Total Self-Funded Budget + Total Allocated Budget

View self-funded budget details

Go to the Self-Funded Budget section.

View allocated budget details Go to the Allocated Budget section to see the budget amount obtained from the program.
Bottom-up budgeting View budget totals

Go to the top of the Budget Details page.

Total Self-Funded Budget: total budget added in the program level

Total Budget: = Total Self-Funded Budget

View self-funded budget details Go to the Self-Funded Budget section.

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Updating budget

Only self-funded budget allows updating.

If a lifecycle entity is added in a program that adopts top-budgeting and does not allow adding budget in the lifecycle entity level, you cannot update budget for the lifecycle entity. It can only obtain budget from its program.

You can use either the Update Total Budget or the Add Budget Correction button to update the budget of a fiscal year.

Button Description
Update Total Budget
  • Name

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

  • Expense Type

    Appears only if cost capitalization is enabled. For details, see Cost Capitalization.

  • Fiscal Year

    Fiscal year to which you want to add a budget line.

    Which fiscal years are available for selection is configured by your administrator. For details, see Configuring Range of Fiscal Years.

  • New Total Budget

    Enter the new value of the budget for the given fiscal year, and let PPM compute the difference with the existing budget.

    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.

    For details, see Configuring Numeric Display.

  • Correction Amount

    PPM computes the difference with the current total budget.

Add Budget Correction
  • Name

    Same as in the Update Total Budget window.

  • Expense Type

    Same as in the Update Total Budget window.

  • Fiscal Year

    Same as in the Update Total Budget window.

  • Correction Amount

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

    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.

    For details, see Configuring Numeric Display.

  • Total Amount

    PPM computes the new total budget of the fiscal year based on the Correction Amount value.

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Allocate budget

If a program adopts top-down budgeting, the program manager can allocate the program's budget to the program contents.

To allocate program budget to the program contents:

  1. In the Allocations section, select a program content to which you want to allocate budget.
  2. Click Allocate Budget.
  3. Complete all required fields in the Allocate Budget window.

    Be aware of the available program budget per fiscal year. You cannot allocate more than the budget limit.

    If you allocate a negative amount to the content, and if the absolute value of the negative amount is greater than the content's total available budget, a message will pop up to tell you what would happen and whether you are allowed to do the allocation.

  4. Click Done.

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