User Interface The Commitment Application has been developed in
the new Enterprise Resource Planning User Interface (ERP UI). The
ERP UI was designed to give all applications the same look and
feel. Navigation and Tools: The navigation between and within
applications is done via the top navigation bar. Top Right Search
Within the Commitment Application, this search field allows a user
to enter either a Document ID or a Commitment ID. Tools The Tools
icon in the top right button allows the user to change their
Desk/View. 3
Slide 4
Purpose Give Dean/VP offices the ability to track recurring and
non-recurring commitments made within a Dean/VP unit or across
units. Example: Tracking all items related to a new hire, such as
recurring salary, one-time: start-up, travel, moving expenses, etc.
Will give Dean/VP offices the ability to permanently move funds
across units in the BUD. For E&G funds, this cannot be done in
the account transfers section of the BUD. Establish a formal
mechanism for departments and Dean/VP Offices to request funding
from their respective Dean/VP office, Provost Office, or Budget
Office. Authorized users can create a routing Request Document that
can be sent to the appropriate offices to request funding. 4
Slide 5
Authorizations Authorizations managed via: Electronic Office
Management (EOM) To access the application, all users must sit on a
desk that is authorized for the BFC command in EOM. To create
and/or update documents, a user must sit on a desk with U (update)
or S (Super) status for the BFC command APOLLO table managed by
Budget Office Dean/VP office users who should be able to final
approve and interact with a final Commitment These users positions
must also be owned by the Dean/VP unit code in HRMS. If there are
any users that should have this capability and are not owned by the
Dean/VP unit code in HRMS, please contact the Budget Office. 5
Slide 6
Authorizations Those with access via EOM are considered
Department level users Create and route Request Documents,
including modifies of any Commitment they had a previous
relationship with Those with access via EOM and APOLLO are
considered Dean/VP users Create and route Request Documents,
including modifies of any Commitment that they had a previous
relationship with Decline Request Documents Final approve Request
Documents containing only Account as the From Account Type Add
Commitments to the BUD and create transfers for Commitments that
they own 6
Slide 7
Authorizations and Policies Each Dean/VP Office determines
which users within their unit will be given access to the
application Budget Office training on this application addresses
the technical functionality and business rules of the application;
each Dean/VP Office may establish additional business rules and/or
policies regarding the use of the application 7
Slide 8
Getting Started Production Environment:
https://utdirect.utexas.edu/apps/budget/cmt Test Environment
https://qual.its.utexas.edu/apps/budget/cmt This environment allows
users to practice with the application without affecting the real
world. Changes made via this link have no impact on production
data. 8
Slide 9
Commitments Home Default landing page of the application.
Provides listings of Request Documents and/or Commitments via tabs
that a user may want to access quickly. Displays two or five
sub-tabs depending on a users authorization Department user tabs:
Created and Pending Approval Dean/VP user tabs: Same as department
user plus Add to BUD, Create Transfer, and Needs Review Data
displayed in each tab is the same. For each column, n/a will
display if the data is not available. Commitment Type Requesting
Department Recipient Purpose Summary Budget Amount Total of all
transaction groups in the budget section Transfer Amount Total of
all transaction groups in the transfer section Document/Commit ID
The user has the ability to download what they see in each tab of
the listing by clicking the Download link in the top right corner
of each page 9
Slide 10
Commitments Home Created - Displays Request Documents or Modify
Documents created by the user or anyone on the users selected desk.
These documents have not yet been approved/routed forward by a user
on this desk. This list is the same as what will display on the
Created tab of the users electronic inbox. Pending Approval -
Displays Request Documents or Modify Documents that have routed to
the users desk by either an approval or a FYA. Once the user
approves the document it will no longer list in this tab. This list
is the same as what will display in the For Your Approval tab of
the users electronic inbox. 10
Slide 11
Commitments Home Dean/VP users only: Add to BUD - Displays
Commitments that have a budget transaction for the fiscal year
entered that has not yet been added to the BUD. Note: Users may
view listing for various fiscal years, but commitments can only be
added to the BUD for the upcoming budget year. Create Transfer -
Displays Commitments that have a transfer transaction for the
fiscal year entered that has not yet had a transfer document
entered. Note: Users may view listing for various fiscal years, but
transfers can only be created for the current FY and two years in
the future. Needs Review - Displays Commitments containing a review
date. The Commitments listed have not yet been reviewed and are
sorted in chronological order by review date. 11
Slide 12
Create Request and Commitments Create Request Page where
Requests Documents are created. This page contains all fields
required to create a commitment. When users are working on a
request, this tab will be highlighted. NOTE: Request Documents can
be modified up the chain a the document routes forward. Exception:
The document cannot be modified it is routes outside of the owning
unit. Commitments - When users are viewing a Commitment, this tab
will highlighted. Users can use this tab to access a commitment if
the commit ID is known. 12
Slide 13
Search Gives users the ability to search for Request Documents
or Commitments meeting criteria entered Source -- At go-live, users
may select to either search Request Documents or Commitments. The
functionality to search both will be added at a later date. Search
fields: Required: At least one of the following must be entered:
Recipient Unit, Recipient UT EID, or Recipient Position Users may
also search by Commitment Type If Requests is selected, users may
filter on the status of the document Additional search fields will
be added to this page as users work within the application and
notify Budget Office what additional criteria would be useful.
13
Slide 14
Creating a Request Owner Dean/VP unit code Each request must
have an owning Dean/VP unit established. This field will be used to
determine routing and which Dean/VP unit can final approve, add
items to the BUD, and create transfers. The default for this field
will be the Dean/VP unit that owns the position of the person
creating the request. Commitment Type Method for categorizing
requests/commitments. There are 11 types; a field level help is
available with definitions for each type. Purpose Summary A brief
description of the request. This is the field that will pull into
most listing screens. EX: Counter-offer for J.Doe Purpose Detail
Additional information that the user may want to capture regarding
the request. EX: Effective 9/1/2013, the Deans Office agreed to 1/3
funding of a counter-offer to J.Doe Requestor Unit Code This will
default to the department unit that owns the position of the person
creating the Request Document. NOTE: An All-in-One feature will be
added soon. This will contain all sections of the request document
on a single page 14
Slide 15
General Information After clicking Create Request Document in
the Create section, the user is directed to the General Information
section. Purpose Date entered on the Create page.
Additional/Optional Information. These fields are available to help
provide additional information about the request and may be used as
Search items later. Recipient Information information that users
can enter about who (person and/or department) will be receiving
the funds. These fields are available to help provide additional
information about the request and may be used as Search items
later. Requestor Information - information about who is requesting
the funding Attachments (soon to be available) Can be added by
anyone in the routing chain. Attachments added to the request will
also be available on the Commitment. Review Information Place to
enter a date and reason for which the Dean/VP user may want to come
back and review this Commitment. EX: If funding should revert after
X number of years or if someone wants to confirm if a position is
still filled, the review date section can be used to remind the
Dean/VP office to come back and check on this Commitment. Once it
is reviewed, the Review field can be updated to yes and the
Commitment will no longer list on the Review tab of the Home page.
15
Slide 16
Transaction SectionsBudget and Transfer Requests for funding
can be for recurring budgeted funds, recurring non-budgeted funds,
or non-recurring/one-time funds. To distinguish between these types
of requests, users would enter information in either the Budget
Items or Transfer Items section of the document. Budget section
Requests for recurring funds on budgeted accounts. Items entered in
this section can be used to update the related Budget Update
Documents (BUDs). Transfers section Requests for recurring or
one-time funds on any accounts For both sections, the following
information is entered for a transaction group: Fiscal Year This is
the FY for which the funds are requested. o For Budget Items, this
is the FY of the BUD that will be updated. o For Transfer Items,
this is the year in which the transfer should be processed. Group
Type An optional pull-down for users to select a sub category of
their funding request. o Note: there is currently a group type
description field this will be removed. 16
Slide 17
Transaction SectionsBudget and Transfer Budget and Transfer add
group fields continued From Account Types Required field. Available
Types: o Account This should be used when a user knows the account
number that will be funding the request or when the funding will
not be coming from the Dean/VP office, Provost, or Budget Office
but the account number is not yet known. Account type may be
selected by all users. Audits: Must be a 10 digit account that
exists in CA3 or TBD. TBD is used for To Be Determined. NOTE: When
a group is first added, the From Account Type will default to
Account and TBD will be entered in the From Account field. o
Dean/VP may be used by department level users. The intention of
this selection is that the user knows that the funding for their
request will come from their Dean/VP office, but they are unsure of
the account number. Selecting this in the pull-down will ensure
that the document routes to the respective owning Dean/VP unit. o
Institution may be used by department level, Dean/VP and Provost
level users. The intention of this selection is that the user knows
the funding for their request will come from an institutional
account, but they are unsure of the account number. Selecting this
in the pull- down will ensure that the document routes to the
Provost and/or Budget Office as applicable. 17
Slide 18
Transaction SectionsBudget and Transfer Budget and Transfer add
group fields continued To Account Defaults to TBD when group is
first added. A To Account may be left as TBD at all stages of the
process. Amount this field may be left blank at all stages of the
process add from and add to Ability to enter many From Accounts to
one To Account or one From Account to many To Accounts Items
specific to Budget section: From APPN Code/To APPN Code APPN =
appropriation; this column is intended to tie to the two digit
appropriation code that is utilized in the BUD. Year 1, this column
will only update if two non-E&G budget groups are utilized with
income subaccounts. This will allow users to create transfers in
the BUD. Year 2 and beyond, this field will be updateable by users
to identify which record in the BUD should have the itemization
updated when the item is Added to the BUD. Audit: Budget group must
be budgeted 18
Slide 19
Transaction SectionsBudget and Transfer Actions available on
transactions For transaction groups with more than one record
(multiple from accounts or multiple to accounts), each transaction
record starting with the second will a have delete option (after
the group is saved) When delete is first clicked, the record will
be logically deleted (lined through) and a restore action will
become available. If the line isnt restored, the record will be
physically deleted (removed from the document) at the save. History
A view history link will become available in the actions column
after the transaction group page is refreshed The history for a
transaction will update at each approva l 19
Slide 20
Review & Approve The link to Review & Approve is in the
second black navigation bar near the top of the page. This section
provides an all-in-one view for the user to review any/all
information entered within the sections of the Request Document.
The user may edit transactions in the Budget Items and Transfer
Items sections. Only existing groups may be edited on this page. To
add a new group, the user must navigate back to document section.
The General Info section cannot be edited from this page. 20
Slide 21
Review & Approve Once reviewed, the user has the option to:
Verify will check document for warnings/errors Approve route
document to next user in the routing path; at final approval, all
users in the routing path will receive a notification email. A
commitment will be created. Other: FYI (Information copy), FYA
(manually send for approval to logon, desk, or EID), DEL (delete),
HLD (hold) Note: DCL (decline), RPA (return to prior approver),PRT
(print) and CPY (copy) are coming soon DCL - Action available to
Dean/VP users. This declines the request submitted. It stamps the
request with a declined status and can no longer be updated; it
will not create a commitment. When this action is taken, all users
in the routing path will receive a notification email. RPA Return
to Prior Approver : Since the request document can be modified up
the chain, the REC (recall) and RET (return actions will not be
available. 21
Slide 22
Routing The routing of a Request Document or Modify Document is
based on: From Account information entered: If real From Accounts
are entered prior to first approval, the document will route using
routing that was established in Electronic Office Management for
the BFC command for the master view of that account. Dean/VP
selected or Institutional selected as the Account Type Document
will route directly from department to the Owning Dean/VP unit
routing established for the BFC command. If other departmental
staff should see the document, it should be manually FYAd. 22
Slide 23
Routing CreatorAccounts UsedRouting Department user (not
Dean/VP user) All accounts are within the same Dean/VP unit or TBD.
The Document will follow departmental routing and final approve at
the Dean/VP office. Department user (not Dean/VP user) Dean/VP
selected as From Account Type. Will route to the owning Dean/VP.
Since there are no From Accounts in the document, it will NOT route
via departmental routing. If the Dean/VP user changes the From
Account from the Dean/VP selection to an account, the document will
final approve at the Dean/VP. Department or Dean/VP user From
Account entered before first approval outside of Dean/VP office The
Document will first follow departmental routing, then a
non-updateable version of the document will route to the second
Dean/VP office for final approval. Department (within a college) or
Dean user Institution selected as From Account Will route to the
owning Dean/VP. Since there are no from accounts in the document,
it will NOT route via departmental routing. If the Dean user
changes the From Account from the Institution selection to an
account, the document will final approve at the Dean. Else, the
document will route to EVPP for final approval. 23
Slide 24
Routing CreatorAccounts UsedRouting Department (within a VP
office) or VP user Institution selected as From Account Will route
to the owning Dean/VP. Since there are no From Accounts in the
document, it will NOT route via departmental routing. If the VP
user changes the From Account from the Institution selection to an
account, the document will final approve at the VP. Else, the
document will route to the Budget Office for final approval.
Provost UserFrom Accounts entered before approval are within any
Dean/VP unit or Provost The Document will final approve at the
Provost Office. Provost UserInstitution selected as the From
Account The document will route to the Budget Office for final
approval Budget Office UserAny Account existing in CA3The document
will final approve at the Budget Office 24
Slide 25
Commitment Commitments are the result of a final approved
Request Document. Display looks identical to the Review and Approve
page of a request document, except: Includes a Related Documents
section List all documents that have updated the Commitment Gives
user the ability to directly edit some sections of General
Information Purpose: Notify requestor of approved funding request.
Create a page for Dean/VP users to take an action on the committed
funds: Ability to add an item to the budget and/or create a
transfer via the VTA in FRMS Commitments can be modified to add
additional items, to delete items, or modify existing lines.
25
Slide 26
Commitment Add to BUD This action is available for transaction
groups in the Budget Items section who have a fiscal year selected
for the budget currently available for updating. Clicking Add to
BUD updates the Reconciliation section of E&G BUDs for both the
From and To Accounts. For non-E&G accounts, the Commitment
information will display in reconciliation. Note: In future years,
this action will also update itemization in the BUD Once a
transaction group is in the BUD, it can no longer be modified
without first removing the transaction from the BUD. For all
transaction groups added to the BUD in the currently updateable
budget, the user may remove the group by clicking Remove from BUD.
This will remove the Commitment from the Reconciliation in the BUD
for both the From and To Accounts. 26
Slide 27
Commitment Create Transfer Available for transaction groups in
the Transfer Items section who have a fiscal year selected that is
equal to the current fiscal year or the next fiscal year. In
addition, the accounts used must pass the fund group audits
utilized by the VTA Clicking Create Transfer generates/pushes all
information to a VTA in FRMS. The VTA docID is returned as a
hyperlink. Note: In order to approve the VTA, the user must click
the hyperlink and approve the document in FRMS. Once a transaction
group has created a transfer, the transfer docID may be edited by
clicking Edit at the top of that group on the Commitment. 27
Slide 28
Commitment Modify To make additions, deletions, or changes to
accounts and/or amounts on a Commitment,a user must create a Modify
Document by clicking the Modify link in the top right corner of the
Commitment. A Commitment may be modified by any department user who
had a previous relationship with the document, a Dean/VP user of
the owner unit, a Provost user or a Budget Office user. The Modify
document will pre-populate with all information on the Commitment
and all fields are updateable, with the exception of Commitment
Type and any budget transactions that have already been added to
the BUD. After following the applicable routing path, the changes
on the Modify Document will update the final Commitment. The docID
of the Modify Document will display in the Related Documents
section. 28
Slide 29
Commitment Copy Any user authorized for the application may
copy any Commitment by clicking the Copy button in the top right
corner of the Commitment. After clicking Copy, a Request Document
is generated that copies all of the information from the
Commitment, with the exception of all past years being updated to
the current fiscal year. 29