FIN: Local Configuration Guide - Commitment Control

This document contains the configuration decisions made and values to be used in deployment of the Commitment Control Module of the Oracle’s PeopleSoft FSCM 9.2 application.  As such, all additional documentation must be in agreement with the related items described herein.  Should conflict arise with information contained in another document, the data in this document shall be considered valid and that of the other shall be deemed incorrect.

The Commitment Control Local Configuration Decision Guide explains necessary local configuration needed to set up commitment control (Budget) processing in the PeopleSoft system.  

Budget Definition Setup [Recommended: Centrally Maintain Local Values]

In ctcLink, the budget definition is configured for each commitment control ledger group.  When colleges initially are configured in the system the ctcLink Project Team configures these values for the college.  It is STRONGLY recommended that colleges in their first years of use in ctcLink that they work with SBCTC Customer Support to manage changes to their Budget Definition Setup, as changes here could adversely impact a colleges budgeting process.  As a college matures in their use of the system they MAY decide to take this maintenance on locally, and therefore switch to granting the add/update role in the future.

The budget definition is setup by local SetID (local Business Unit value). Each College business unit will have its own Budget Definitions. Following Commitment Ledger groups are configured.

Expense Commitment Control ledger Group

Operational/Organizational budget ledger group

  • CC_SUM:  Expense type Ledger group where budgets are summarized based on Tree level like Salary (5000003), Good & Services (5030003), Travel (5080004) etc. This is PARENT ledger group.
  • CC_ORG:  Expense type Ledger group where budgets are created at detail level meaning at Exempt Executive (5000010), Faculty Permanent FT (5000060), Supplies (5030010), Other Good (5030020), Instate Airfare (5080020) etc. This is CHILD ledger group of PARENT CC_SUM ledger group.

Grant/Project budget ledger group

  • PROJECT_KK: Expense type Ledger Group where Grant/Project budget is summarized overall project/grant level (GRANDPARENT)
  • ACT_KK: Expense type Ledger Group where Grant/Project budget is summarized by Activity level (PARENT)
  • DETAIL_KK: Expense type Ledger Group where Grant/Project budget is detail Account (budget item) level (CHILD) like Salary (5000003), Good & Services (5030003), Travel (5080004) etc.

Revenue Commitment Control ledger Group

  • CC_REV:  Revenue type Ledger group to track recognized and collected revenue

Detail Commitment Control ledger Group

  • CC_ENC: This is a special Commitment Control "detail" ledger group, which uses the Track without Budget option and records transactions at an untranslated level. This allows to inquire and report on non-actuals transactions at the detail level, without having to use the more cumbersome transaction activity logs.
Control Budget Options

This page defines budget control options for Commitment Control budget checking. This page is used to configure the budget's general parameters, including control ChartField, parents and children, associated budget definition, Ruleset ChartField, and status. The settings used by the college are at the local level.

Control Budget Options Tab of Budget Definitions Page Example
  • Control Chartfield
    • Used by Budget Processor to determine if budget-checking needs to be enforced
    • Ruleset CF & Control CF must be same when using Expenditure with Funding Source Control

Every Budget Definition must select a Control Option:

  • Control or Track with Budget or Track without Budget

Control:

  • Transactions that exceed the available budget will error out during the budget checking process.
  • No further processing can be performed until the transaction error is corrected by an authorized user or the budget is overridden by an authorized user.

Track with Budget:

Verifies transactions by checking for a corresponding match of the ‘Actuals’ Chartfields to budget Chartfields and NOT on monetary amount.

  • If there is no corresponding budget, fail budget checking.
  • If a corresponding budget exists, even for a zero amount, pass budget checking, but issue warnings.

Track without Budget:

Track transactions even if there is no budget set up. All transactions pass without error.

  • If there is no budget, transaction passes budget checking.
  • If a corresponding budget exists and there are exceptions, pass budget checking and issue warnings.

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Control Budget Options (tab)

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG1
Action: A/UD

Ruleset Chartfield

This page is used to define the Ruleset ChartField values for each ruleset. The settings used by the college are at the local level. It contains keys, calendar, and translations. It default used for non-defined values.

Ruleset Chartfield Tab of Budget Definitions Page Example
  • Ruleset
    • Contains keys, calendar, and translations
    • Default used for non-defined values

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Ruleset ChartField (tab)

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG7
Action: A/UD

Keys and Translations

This page is used to define the ChartFields and calendar to use to identify budgets for each ruleset. The settings used by the college are at the local level. The Budget Processor validates the combination of Chartfield values on the transaction against the combinations defined here in this page.

Keys and Translations Tab of Budget Definitions Page Example
  • Budget Keys
    • Chartfield required or not allowed on KK budget journal
    • Value Required flag  fails or passes transaction with no value in Chartfield
    • Select Value Require ONLY to CF that are common to all Commitment Control ledger groups.
  • Translations
    • Translates transaction-level CF to higher-level budget CF values.
    • Source transactions roll-up to specified level for budget checking

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Keys and Translations (tab)

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG3
Action: A/UD

Expiration Chartfield

This is to use with an Expiration ChartField that is defined on the Control Budget Options page to establish beginning, ending, and expiration dates for a budget.

Not Applicable. Expiration chartfields is not used here.

Control Budget Options and Prior Year Adj CharField Tabs of Budget Definitions Page Examples

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Expiration ChartField

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG8
Action: A/UD

Budget Period Status

This page is used to use to set budget status by budget periods. The settings used by the college are at the local level. This is the place where we set budget period to open or close or hold by default.

The Grant/Project ledger group uses only one period i.e 1, which is defined as 2001 to 2099. All other ledger group used annual yearly calendar ‘AN’. Each annual calendar is valid from July 1st to June 30th. As an example year 2020 has start date 07-01-2019 to 06-30-2020.

Budget Period Status Page Example

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Budget Period Status

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG9
Action: A/UD

Control ChartField

This page is used to override and define budget options and attributes for particular control ChartField values. The settings used by the college are at the local level. Here enter the ChartField values both to specify values for budget checking (if All Control Values check box is deselected), and to override the default tolerance, status, or other attributes for a specific ChartField value, whether or not selected All Control Values.

The options that selected here override the defaults that is defined on the Control Budget Options page.

Control ChartField tab on Budget Definitions Page Example

Individual options and attributes. May list a range of valid values for the Control Chartfield.

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Control Chartfield

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG4
Action: A/UD

Offsets

This page is used to set up offset accounts for balancing source transaction and budget entries.

Not Applicable . This setting is not used at this time.

Offests Tab on Budget Definitions Page Example

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Offsets

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG5
Action: A/UD

Excluded Account Types

This page is used to specify the account types and account value ranges to exclude from budget processing. The settings used by the college are at the local level. The Excluded Account Types will automatically bypass budget checking. The Expense budget excludes all Account Types except for ‘Expense’. The Revenue budget excludes all Account Types except for ‘Revenue.’

Excluded Account Types Tab on Budget Definitions Page Example

Navigation: NavBar > Navigator > Commitment Control > Define Control Budgets > Budget Definitions > Excluded Account Types

Security: ZD CC Local Config Inq (view only - STRONGLY recommended) or ZZ CC Local Config (ONLY for Mature ctcLink Colleges on the system for 3+ years)
Menu: MANAGE_COMMITMENT_CONTROL
Component: KK_BUDGET
Page: KK_BUDG6
Action: A/UD

Ledger For A Unit [Centrally Managed General Ledger Values]

This information is actually a reference to configuration managed within the General Ledger module, however it directly impacts Commitment Control, therefore is being referenced within this guide as well.

The Journal Edit Options tab (page) is used to define combo edit rules for the Commitment Control ledger group.  Each option that is set to 'Default to Higher Level Value' essentially refers to the system defaulting from the Business Unit setup in the General Ledger module.

The Approval Options tab (page) is used for defining the Commitment Control Budget Journal Approval option. Each option that is set to 'Default to Higher Level Value' essentially refers to the system defaulting from the Business Unit setup in the General Ledger module.

The Commitment Control Options tab (page) is where all the Commitment Control Ledger Groups attach to the 'ACTUALS' GL Ledger Group.  On this page you will also note the checkbox is checked to 'Enable' Commitment Control for the institution. A checkbox indicates whether a Commitment Control Ledger Group is a Detail Ledger Group for Commitment Control. In ctcLink the CC_ENC Ledger Group is the defined as the detailed Commitment Control Ledger Group.  

The settings used by the college are at the local level, but are centrally maintained for the colleges by the SBCTC Customer Support team.

Journal Edit Options tab
Approval Options tab
Commitment Control Options tab

Navigation:

  • NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for A Unit > Journal Edit Options (tab)
  • NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for A Unit > Approval Options (tab)
  • NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for A Unit > Commitment Control Options (tab)

Security: ZD General Ledger Inquiry
Menu: MAINTAIN_LEDGERS
Component: DETAIL_LEDGER
Page: LEDGER_DETAIL1
Action: A/UD

Budget Journal Approval

The Budget Journal Approval is optional configuration. Some colleges have opted out from budget journal approval configuration.

The Setup Process Definition page defines how the approval is set up, such as Approval Level, Approval Criteria and Approval Administrator Role. The user assigned the role defined on this page (for example, ZZ_AWE_ADMIN_000) would be enabled to monitor the budget journal approvals, reassignment and approvals on behalf of other users. The Approval Level and Approval Criteria is depicted in the images below for each institution that has opted to configure Budget Journal Approvals.

SECURITY REQUIREMENTS:

In order for users to approve budget journals, the Local Security Administrator must assign the ZZ CC Budget Approval role on the User Profile - Roles tab and input the appropriate Route Control Profile for their respective Business Unit.

In order establish the Budget Approval Administrator for the institution, the Local Security Administrator must assign the role defined in the Setup Process Definitions on the User Profile - Roles tab and input the appropriate Route Control Profile for their respective Business Unit for the individual user assigned the administrator responsibilities.

Identify Currently Assigned Approvers: To determine which users at the institution are assigned approval authority the Local Security Administrator can provide a list of users for your institution that currently have the ZZ CC Budget Approval role with your institution's Route Control Profile.

WA000
Setup Process Definitions page
User List Definition page

Identify Currently Assigned Approvers: To determine which users at the institution are assigned approval authority the Local Security Administrator can provide a list of users for your institution that currently have the ZZ CC Budget Approval role with your institution's Route Control Profile.

Approval Setup WA000

Navigation:

  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup
  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > User List Setup

Security: Approval Admin Role: ZZ_AWE_ADMIN_000 and Approver Role: ZZ CC BUDGET APPROVAL (Route Control Profile CTC_BUSINESS_UNIT_WA000)
Menu:
EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: EOAW_PRCS_MAIN
Action: A/UD

WA010
Setup Process Definitions page
User List Definition page
Approval Setup WA010

Navigation:

  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup
  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > User List Setup

Security: Approval Admin Role: ZZ_AWE_ADMIN_010 and Approver Role: ZZ CC BUDGET APPROVAL (Route Control Profile CTC_BUSINESS_UNIT_WA010)
Menu: EOAW_APPROVAL_WORKFLOW
Component:
EOAW_PRCS
Page: EOAW_PRCS_MAIN
Action: A/UD

WA030
Setup Process Definitions
User List Definition page
Approval Setup WA030

Navigation:

  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup
  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > User List Setup

Security: Approval Admin Role: ZZ_AWE_ADMIN_030 and Approver Role: ZZ CC BUDGET APPROVAL (Route Control Profile CTC_BUSINESS_UNIT_WA030)
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: EOAW_PRCS_MAIN
Action: A/UD

WA110
Setup Process Definitions page
User List Definition page
Approval Setup WA110

Navigation:

  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup
  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > User List Setup

Security: Approval Admin Role: ZZ_AWE_ADMIN_110 and Approver Role: ZZ CC BUDGET APPROVAL (Route Control Profile CTC_BUSINESS_UNIT_WA110)
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: EOAW_PRCS_MAIN
Action: A/UD

WA140
Setup Process Definitions page
User List Definition page
Approval Setup WA140

Navigation:

  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup
  • NavBar > Navigator > Enterprise Components > Approvals > Approvals > User List Setup

Security: Approval Admin Role: ZZ_AWE_ADMIN_140 and Approver Role: ZZ CC BUDGET APPROVAL (Route Control Profile CTC_BUSINESS_UNIT_WA140)
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: EOAW_PRCS_MAIN
Action: A/UD

Budget Security
Security User Assignment

This page is used to assign Commitment Control security events to individual user IDs. Following commitment control security events are configured in ctcLink

  • Budget Override:
    • Override budget checking exceptions for a new transaction or to pass a transactions that has failed budget checking.
  • Bypass Budget:
    • Limit the users who can create a GL journal that bypasses budget checking entirely
  • Budget Date Override:
    • Limit the users who can override the system-defined budget date on a source transaction
  • Workflow Notification:
    • Enables users to be notified by workflow when budget exceptions occur or when a specified percentage of the budget has been used (Early Warning notification)
Assign Commitment Control Security Rule to User ID page

Navigation:  NavBar > Navigator > Commitment Control > Define Budget Security > Assign Rule to User ID

Security: ZD CC Local Config Inq and ZZ CC Local Config
Menu: MANAGE_COMMITMENT_CONTROL
Component: KSEC_OPR_RULES
Page: KSEC_OPR_RULES
Action: A/UD

Notification Preferences

This page is used to identify early budget warnings and exceptions for which Users want to be notified either by email or worklist or both.

Commitment Control Notification Preference page

Navigation:  NavBar > Navigator > Commitment Control > Define Budget Security > Notification Preference

Security: ZC CC Support
Menu:  MANAGE_COMMITMENT_CONTROL
Component:  KK_NOTIFY_GRP
Page:  KK_NOTIFY_PREFS
Action:  A/UD