Funding Commitment Features and Functionality
Table of contents
Table of contents
Line Item Actions
iJournal Bulk Upload
PTA Search Widget
Cost Spread tool
Using the Cost Spread Tool from the Add Line Item section
Using the Cost Respread Tool on an individual Line Item
Comments and Conversation Threads
Post a Comment (Start a Conversation)
Edit a Comment
Replying to a Comment in a Thread
Adding a New Comment in a New Comment Thread
Line Item Actions
When viewing the Transfer Line Items section in a funding commitment, you will see the list of line items for the commitment. For each line item, you can perform the actions listed below:
View/add comments for line item
Respread line item funding
Show History of line item
Edit line item
Delete line item
Expand line item to see additional details
iJournal Bulk Upload
The Bulk iJournal upload function will not be used for the time being. An export file generated from the iJournal Bulk page in the Administration module should be used and shared with the Fund Accounting office.
PTA Search Widget
When entering a Source or Destination PTA, you can use the drop-down to make your selection from a list of all PTAs, or simply begin typing the PTA in the field to begin filtering the list of available PTAs.
Department and Program staff will be limited to a selection of Source PTAs that correspond to their organizational authority within the system.
You can also perform a PTA search by selecting the magnifying glass icon on either the Source PTA or Destination PTA field.
On the PTA Search page, you will find two sections. PTA-Favorites and PTA-Search.
Click the plus or minus signs next to the headlines to collapse or expand either section.
Once you have customized your PTA search settings, and input your search criteria, select Search, and the results will appear below in the Search Results section.
You can sort and filter on the PTA search page by using the following options:
- Project
- Award
- Project Description
- Project Status
- Award Owning Org
- Award Status
- PTA Manager
- DFO
To choose a PTA to use as your Source or Destination PTA, click on Select.
To add a result to your PTA Favorites section, select the star on the right of the line item.
The PTA will then appear under the PTA-Favorites header. You can now quickly select your commonly used PTAs when creating and editing Funding Commitments.
Cost Spread tool
Using the Cost Spread Tool from the Add Line Item section
Pro tip! When creating a new funding commitment and adding line items, you can use the Spread Tool to add multiple line items across multiple fiscal years for a given sub-category. This can save you the time of adding each fiscal year line for the sub-category manually.
First, input an amount in the Amount field.
Click the Spread field.
The highlighted sections are where you can customize the spread.Use of the tool includes selecting a Spread Type, a Spread Rule (depending on the spread type you select), the Years to Respread, and Spread Unit.
The spread types include:
- Manual Spread:
- Manually spread funding across up to 12 years by $ or %
- Spread Pattern
- Front Load
- Front-load a funding spread from 2-12 years. Funding has a greater % in earlier fiscal years, and progressively diminishes in future years. The % allocation in each year changes depending on the number of years you choose to spread costs.
- Back Load
- Back-load a funding spread from 2-12 years. Funding has a smaller % in earlier fiscal years, and progressively increases in future years. The % allocation in each year changes depending on the number of years you choose to spread costs.
- Equal Distribution
- Choose as many years as needed to equally distribute funding across those years.
- Rollover [can only be used once a line item has been added to a funding commitment - see Using the Cost Respread Tool on an individual Line Item below]
Spread Units
- Percentages
- Dollars
Manual Spread: Select the Spread Unit (Percentage or Dollars), and input the appropriate values in the fiscal years you would like to spread funding.
Spread Pattern - Front Load/Back Load: Select Spread Pattern from the Spread Type field. Choose either Front Load or Back Load from the Spread Rule field, then choose the appropriate number of years from the Years to Respread drop-down list
Equal Distribution: Simply input the number of years that you would like to equally spread funding across. Equal Distribution allows you to view spread funding in dollars only.
Using the Cost Respread Tool on an individual Line Item
Navigate to the Transfer Line Item you'd like to respread.
Select the Respread icon
The Respread Calculator appears in a slide out view.
The Spread Type dropdown allows you to select Manual Spread, Spread Pattern, Equal Distribution, or Rollover.
Rollover: Select Rollover from the Spread Type field. You'll see the fiscal year and amount that will be rolled over to the next fiscal. A note will be automatically placed in the Respread Note field indicating the line is a "Rollover from previous Fiscal Year". You can add to this note if you wish.
Click Apply. Once you've applied your Rollover spread, the original fiscal year line item will be updated with an amount of $0 and a Transfer Status of Done.
Please see the Using the Cost Spread Tool from the Add Line Item section for a description of other spread types
Comments and Conversation Threads
Conversation threads are associated with funding commitment line items. To add a comment and/or create a conversation thread:
Navigate to Transfer Line Item and select the comment icon.
Post a Comment (Start a Conversation)
When adding a comment, you have the option to notify another user in the system. If you wish to notify another user, choose the person, or begin typing their name to filter the list in the Notify User(s) field. Type the text of your message in the Conversation Text section and then select Start Conversation.
Edit a Comment
To edit a comment you previously posted, click on the Pencil icon.
This will present the Edit Comment window. You can edit the text of your comment, and optionally notify additional users. Click Save when finished.
Replying to a Comment in a Thread
You can reply directly to the comment by clicking on Reply.
If you wish to view the comment thread first, click View Replies.
The Conversation with Replies section will appear. Contributors can reply specifically to the thread by Clicking in the Reply Text field and typing a comment. If you'd like to notify another user, use the Notify User(s) field to insert their name. This will generate a notification in their Inbox. Click Post Reply to complete the process.
To close out the comment thread, click the X, or the Close Conversation link at the bottom of the section.
Adding a New Comment in a New Comment Thread
If you'd like to leave a new comment as part of a new comment thread, use the Notify User(s) (optional) and the Start Conversation fields as described in the Post a Comment section above.
