Adding an Activity to an Existing Capital Project

Purpose:  Use this document as a reference to add a new Activity to an existing Capital Project in Project Costing.

Audience:  Capital Projects staff

You must have at least one of these local college managed security roles:

  • ZZ PC Local Configuration
  • ZZ Project Costing Processing

You must also set these User Preference Definitiion:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

For each added new Capital Project Activity, you must first create an Activity before adding the Budget. Please follow the two sections in order:

Adding an Activity to an Existing Capital Project

Navigation: Project Costing > Project Definitions > Define Project General Info

  1. The Project General search page displays.
  2. On the Find an Existing Value tab, enter or look up the Business Unit.
  3. Enter the Project that you would like to add a new Activity to.
  4. Select Search.
  5. Select the desired search results.
  6. The Project General Information page displays.
  7. On the General Information tab page, select the Project Activities hyperlink at the bottom of the page.
Select the Project Activities link
  1. The Project Activities page displays. Follow these steps:
  2. Select a checkbox of an existing Activity.
  3. Select the Copy icon.
  4. Select the Paste icon (this will generate a new row/Activity after the one you copied).
Project Activiites page
  1. A new row is copied down. Update the *Activity Name. (By default the name of the Activity you copied will populate the name of the new Activity. Change this to something meaningful for your college).
  2. Update the *Activity short name (by default it will say 'NEXT1' and overwrite this to something meaningful to your college. This new value field becomes part of the new ChartString).
  3. If necessary, update the *Start Date and *End Date for the new Activity.
  4. Select the Save button to save changes. The new Activity will gray out.

Note:  The 5 digit/characters *Activity field becomes the new "Activity" part of the ChartString.  

Update Activity Name and add a new 5 field value Activity ID and save

Optional to navigate to verify the Active Activities. Navigation: Project Costing > Activity Definitions > Define Activity General Info. Note the new Activity has been added. Next step is to add a Budget.

Verify both Activities

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Adding an Activity to an Existing Capital Project. This link will open in a new tab/window.

Adding a Budget to the New Activity

You must have at least one of these local college managed security roles:

  • ZZ Project Cost Entry-Maint
  • ZZ Project Costing Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Project Costing > Budgeting > Budget Detail

  1. The Budget Detail search page displays. Enter the Business Unit.
  2. Enter or lookup the Project ID number.
  3. Select the Search button. Select the desired results.
  4. The Budget Detail page displays.
  5. Select the Budget Item icon of the new Activity.
Budget detail page, select the icon of new activity
  1. The Project Budget Items page displays. In the Spread Option section, use the drop down arrow to select 'Adjust by Amount'.
  2. Enter or lookup the Project Budget Item (i.e. EQUIP, CONTSV, COP_CAP_PURCH, etc.). Use the plus icon [+] to add rows.
  3. Enter the Budget Adjustment amount for each Budget Item.
  4. Select the General Ledger Detail tab.

By selecting the Budget Item first, the GL 'Roll-Up' Account is auto populated.

Add Budget Item and Amounts
  1. For each Project Budget Item, complete the ChartString applicable for your college;
    1. Enter the Operating Unit.
    2. Enter the Fund Code value.
    3. Enter the Department value.
    4. Enter the Class value.
    5. Enter the Appropriation value.
    6. Optional field values: State Purpose/Program Code.
  2. Select the Distribute Budget button.
  3. A Message regarding the new budget does not match the original budget. Select the YES button.
Enter valid chartfields
  1. The message window disappears. Notice the Undistributed Adjustment amount. Select the OK button to return the main Budget Detail page.
select OK
  1. The Budget Detail page displays with the updated adjustments to the new Activity. Notice that the Budget is still not eligible for finalization (yellow caution triangle).
  2. For each newly added Budget row, select the Even Spread button. You will now notice the Budget is eligible for Finalization (green check mark!).
  3. Select the Save button.
  4. Select the Budget Plan hyperlink to return to Budget Plan.
Select Even Spread buttons, save and then budget plan link
  1. The Budget Plan page displays.
  2. Select the Finalize tab.
  3. Select the Finalize icon. A message window displays 'Budget Plan Finalization has been processed.' Select the OK button. Select the Process Monitor link to view the status. The process is finished when the Run Status = "Success".  For more information, please refer to the Process Schedule Request steps for further instructions.
Select Finalize buttons and OK
  1. A successful budget adjustment will reflect the changes where the Total Distributed Budget = Finalized Amount.
Successfull budget post

Navigate to view Project Budget Items to verify valid Chartfields (no editable boxes) and Undistributed Adjustment is zero.

Verify posted budget
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Adding a Budget to the New Activity. This link will open in a new tab/window.