Commitment Control
(KK)
What is Commitment Control?
Commitment Control (KK) is a tool
provided in PeopleSoft to Assist
with the management and
monitoring of budgets.
How is Commitment Control
Used?
There are 3 levels when KK is
turned on:
1. Control
2. Tracking with Budget
3. Tracking without Budget
CONTROL
• Requires a budget value
• Will stop a transaction
once it exceeds the
budget. This will require
an action (budget revision
or find a different funding
source).
Tracking with Budget
• Requires a budget value
• Will notify Budget
Manager if a transaction
exceeds the budget, but
will not stop the
transaction.
Tracking without Budget
• Does not require a budget
value
• Will track expenses only
KK Decisions
Globally: KK has been turned on
Locally: Set KK Levels
Fund
Class
Department
Project
Activity
Budget Monitoring
RFP ID# BD24 requires that we
can carry forward budget that
excludes “One-Time” funds.
BD24 Solution
FY1415
Current Year
FY1516
Next Fiscal Year
Permanent Base Budget
Permanent Base Budget
+ Permanent Changes
+ Temporary Changes
+ Permanent Changes
FY 1415 Fiscal Year Budget
New Base Budget
This seeds next
years budget
development
Budget Status Report Solution
Permanent
Budget
Temporary
Budget
Fiscal Year
Budget
Encumbrance
Actuals
Balance
FY 1516
FY 1415
-FY 1516
Temporary
FY 1415
$XX.XX
$XX.XX
FY 1415
-Encumbrance
-Actuals
Balance
Project Costing
• Grants
• Contracts
• Projects
Terms & Definitions
Grant
PeopleSoft views a Grant as: a sum of money offered for performing the necessary
functions on behalf of a Grantor to achieve a predefined result. A grant will typically
specify the manner in which the functions will be performed, a time period to perform
the functions, and require the reporting of measurables to ensure the grantor is achieving
the desired result. Entities wishing to receive the offered amount typically submit a
proposal to the grantor which contains their desire to perform the functions at the
offered amount and outlines a plan to execute the necessary functions. If the grantor
accepts the proposal the Grant is considered awarded.
Let the post award activities commence.
Collectively the PeopleSoft modules Grant Management, Project Costing, and Contract
Administration support the financial and statistical functions related to competing for a
Grant as well as the budgeting and reporting necessary to carry out the operations of a
Grant.
Proposal ID The user derived name given to the submitted proposal.
Award ID The user derived name given to the Award. Typically this carries over from the
Proposal, but can be changed. Also unless over written by the user, this ID will become the
Contract ID.
Business Unit A legal entity.
Project The primary expected result or objective of a Grant. It is always noted in the grant. This
can be almost anything from creating an event or an object, to conveyance of an idea or
knowledge.
Activity Operational items needed to complete the Project. In a university setting a grant aimed
at eliminating adult illiteracy (project or goal of the grant) may need activities such as
establishing a classroom, creating course materials, and providing an Instructor.
Activity ID The user driven name given to an activity.
Budget ID In the proposal stage of a grant Activity IDs are called Budget IDs.
Program This is a major project that typically covers more than one Business Unit. Each BU
could be doing a separate piece of the project or performing tasks relating to the same project
in multiple areas for coverage reasons. Statewide initiatives typically fall into this category.
Contract In the Grants world and other billable items world, this is a contract that is
established to SELL services or objects. The associated module is called Contracts
Administration. This module does not sell anything. It exists to initiate the billing process.
Contract ID Unless changed the contract ID will be equal to the Grant name.
Department Just as it sounds. It is typically the various operational and administrational
centers needed by an entity to carry out the objectives of an organization.
PeopleSoft Grant Life Cycle
1.Set up Sponsor (Configured)
2.Prepare Proposal (Manual)
3.Submit Proposal (Manual)
4.Generate Award (Job Scheduling)
5.Generate Contract (Automated)
6.Create Project (Automated)
7.Initiate Budget (Automated)
8.Manage Project (Manual)
9.Close Project/Grant (Manual)
Set up
Sponsor
(Configured)
Prepare Proposal (Manual)
Submit Proposal (Manual)
Currently we have only converted
select grants into Projects. No
Awards or Contracts have been
generated.
Generate Award (Job Scheduling)
Generate Contract (Automated)
Create Project
(Automated)
* Grants will be set up in the GRBU
* Non-Grant Projects will be set up in the PCBU
Activities and Sub-Activities
Cost Collection
In Project Costing, you tell the System what is
Billable.
Example:
Project # AM9J
Activities:
Salaries/Benefits
Goods & Services
Equipment
Cost Share
Total Project
Total Billable
$1500.00
$ 500.00
$1000.00
$2000.00
$5000.00
$3000.00
Things to Ponder……
1.All Grants turn into Projects and are set up at
the GRBU (GR170, GR220)
2.All Grants are Projects, but not all Projects are
Grants.
3.The Contracts Module does not create a
printable legal Contract. It sets up the Terms
and conditions for billing purposes only.
4.Projects are set up in the Project Costing
Module at the PCBU (PC170, PC220)
Legacy Grant Setup
needed for Conversion
1.Create Grant/Project Numbers
2.Create Org Numbers for the Grant
Activity or Activities
3.Linkthe Grant/Project number to
the Activity
Example:
My Team
Sandeep
Greg
Hyperion Public Sector
Planning
Commitment Control
Questions?
Burning questions regarding PeopleSoft
Commitment Control, Grants and Project
Costing can be either emailed to:
askctclink@sbctc.edu
Or contact Lisa Wolcott at:
lwolcott@sbctc.edu