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Create a Period-Phased Budget
Settings Form
Before you can create a period-phased budget, you need to complete the settings form for the Budgets - Period-Phased integrator. The settings values will generate a layout for the Period-Phased Budgets sheet. Follow the instructions below to complete the Settings form:
1. Click on the ‘Settings’ icon the menu bar to launch the Settings form.
2. Select ‘Budgets - Period-Phased’ from the list of Integrators and click ‘Select’.
3. Complete the fields on the form.
The following Amount Type fields have the option to select a ‘Yes’ value:
a. ‘Include Quantity Periods’
b. ‘Include Raw Cost Periods’
c. ‘Include Burdened Cost Periods’
d. ‘Include Revenue Periods’
Each Amount Type/s with a ‘Yes’ value will generate a set of period column headings based on the number of periods on the Settings form.
4. Click on the ‘Save’ button
5. Select ‘Templates’ from the More4apps ribbon and select ‘Create New Sheet’.
6. Select ‘Budgets - Period-Phased’ from the list of Integrators and click ‘Select’.
A period-phased budgets layout will be created based on the values on the Settings form.
Period-Phased Budgets has three main sections in the Integrator:
· Budget Versions
· Planning Resources
· Plan Lines with Amount Types and Periods
Budget Versions is the header section of the Budget. Planning Resources and Plan Lines with Amount Types and Periods are its child sections. The child sections cannot be created without a valid header section. To create a complete Budget, the ‘Budget Versions Upload Action’, ‘Planning Resources Upload Action’, and ‘Plan Lines Upload Action’ column values must contain ‘Create’ on each row. Please refer to the Uploading section for more information on how to upload the Create action.
This section describes the key fields available from each of the sections in the integrator.
Budget Versions
In the Budget Versions section, enter the Project Number, Plan Type and Name as a minimum to successfully create a budget.
This section has the same columns as the Non-Phased Budgets Integrator so please refer to that section for more information about the columns.
Planning Resources
Planning Resources section has the same columns as the Non-Phased Budgets Integrator, with the exception of not having the Planning Start and End dates, so please refer to that section for more information about the columns.
Plan Lines
Plan Lines for Period-Phased Budget will only have the Currency column to upload. Plan Lines are associated with Amount Types and Periods. When the Settings form is used to generate the sheet, selected Amount Types with their own set of Periods will appear. In the example below, Amount Types ‘Quantity’ and ‘Raw Cost’ are selected from the Settings form to appear on the sheet with 3 periods for each Amount Type (Quantity and Raw Cost).
Depending on the Unit of Measure against a resource, you need to enter a period amount for the correct Amount Type.
When Plan Lines are uploaded to Oracle, the ‘Plan Lines Validation Status’ will not be set to an ‘Accepted’ status. If the Plan Lines details are valid and the parent section Planning Resources is valid, then the ‘Plan Lines Validation Status’ will remain ‘Validated’ and its parent section ‘Planning Resources Status’ will have an ‘Accepted’ status returned.
Baseline
The budget can be baselined at the same time as creating a new Budget Version or updating an existing one. To do this, follow the instructions below:
1. ‘Budget Versions Upload Action’ must have the value ‘Create’ or ‘Update’.
2. Complete entering in the details for the other sections (Planning Resources and Plan Lines).
3. Enter or select the value ‘Yes’ from the Data Form in the Baseline section of the integrator.
In order for the budget version to be baselined successfully, all the sections with the upload action on the sheet must be valid and uploaded successfully to Oracle. If there are errors in any of the sections during validation or upload, the baseline operation will not proceed.
If the baseline operation is successful, a copy of the budget with a status of ‘Current Working’ will be created automatically (if there are budget lines). The example below shows when Plan Version Number 1 was created and baselined, the process changed the status of Plan Version Number 1 to ‘Current and Original Baseline’ and copied it to a new draft version number 2 with the status of ‘Current Working’.
Planning Levels
There are three Planning Levels for a budget:
· Project
· Project and Top Tasks
· Project and All Tasks
When you create a new budget using the Integrator, the default Planning Level against the Plan Type selected for the budget will be used. As mentioned earlier, you cannot change the default Planning Level using the integrator.
Project level budgets require the Project Number to be added to the Task Number column under the Planning Resources section. If you put in a Task Number, you will get an error message.
Project and Top Tasks level budget require either the Project Number or Top Task Number to be added to the Task Number column under the Planning Resources section. If you put in a bottom Task Number (e.g., child task), you will get an error message.
For Project and All Tasks level budgets, you can enter the Project Number and any of its Tasks into the Task Number column under the Planning Resources section.
You can manually change the Planning Level of a new budget version in the Oracle form before adding any lines to the budget. You can also use the integrator to create an empty budget version, which can then be changed in the Oracle Form if required.
Once there are amounts against a budget version, you can no longer change the Planning Options.
Creating multiple Planning Resources and Plan Lines
Multiple Planning Resources can be created against a Budget Version. Multiple Plan Lines can be created against a single Planning Resource if multi-currency is enabled.
The example below shows several Planning Resources created against various tasks for a single budget.
The example below shows two Plan Lines created against a single Planning Resource when multi-currency is enabled for the project.
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