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Capital Project Management / Capital Budgeting

Creating a Basic Program Capital Budget

After adding capital programs, you can create a basic capital budget, which is based just on programs. You may want to do this if you only have general capital program information and no project data on which to base your capital budget. You may also want to create a basic program budget as a preliminary step, to get a snapshot view of your budget before you integrate your project data.

If you prefer, you have the option to immediately integrate project funding data in your capital budget. For information on the workflow options that are available to you, see the Capital Budgeting Application (Overview) topic. For information on updating a capital budget based on project data, see the Generating a Capital Budget from Project Data topic.

To create a basic program capital budget, you work through the following three procedures:

1. Create a capital budget code. See the Creating Capital Budget Codes topic for more information.
2. Generate a capital budget that specifies the budget code you created. When you are generating the capital budget, you select the Sites and Program Types that you want displayed in the budget.
3. Enter your budget data in the Capital Budget form.

Generating a Basic Program Capital Budget

After creating a budget code, you can create a basic program capital budget that uses the code you created. Because you are generating a basic program capital budget (instead of one based on project data) when you first generate the budget, the budget appears with data values of zero. You can enter data for each value. See the Editing Budget Data Manually section below for more details.

To generate a basic program capital budget:

1. In the Process Navigator, select the Budget/Generate Capital Budget task.
   
   The Generate Capital Budget page appears.
2. In the Select Budget Details panel at the top of the screen, select the budget from the Budget Code field.
3. Select No for the Update Budget Items from Projects? field.
4. Select one or more Program Sites or Program Types that you want to include in the budget from the select values list for these fields.
5. Specify the range of years for the budget by selecting values for the From Year field and the To Year field.
6. Click Generate Capital Budget.
   Your capital budget appears. All values in the budget are currently 0.

Note 1: If you regenerate a budget later, the sites, program types, and years criteria that you selected the last time you generated the budget will appear when you choose the budget code. However, the Update Budget Items from Projects? field is set to the default of Yes, regardless of your previous selection.

Note 2: If you regenerate a budget and you change the sites, program types, and years criteria, all of the data from the previous budget that does not match the new criteria will be deleted in the new budget. Only the data that matches the new criteria will be displayed.

Editing Budget Data Manually

After generating a basic program capital budget, all of the budget values are initially set to zero. You add budget data by entering data manually. Once you have edited a data field in a capital budget, the data field is marked as Manual, which signifies that from now on it must be edited manually.

Therefore, if you are planning on eventually generating a capital budget that is based on project data, it is recommended that you choose one of the following options:

• One option is to generate one capital budget and not edit the budget manually before generating a budget based on project data.
• Alternatively, you can create two capital budgets. First generate an initial budget that is based solely on program data and edit this manually. Then create a second budget. In the second budget, choose the Update Budget Items from Projects option when you generate the budget. When you first generate this budget, all the values will be automatically entered based on project data.

For information on updating a capital budget based on project data, see the Generating a Capital Budget from Project Data topic.

Note: If you later regenerate a budget and choose the Update Budget Items from Projects option, any fields that have been edited manually will not be updated because they can only be edited manually. Any fields that have not been edited manually will be automatically updated based on project data.

To edit budget data manually:

1. Select the Budget/Edit Budget Details task.
   
   The Edit Budget Details page appears.
2. Select the Budget Code for the budget you want to edit in the Select Budget console, and click Show.
3. Click the field you want to edit.
4. Change the Cost-Budgeted (Capital) or Cost-Budgeted (Expense) values for any fiscal year.
5. Click Save.
   
   The new values you entered appear in the capital budget.