Funding is divided into three sections: Sources, Splits, and Item Funding. Funding can be updated at any time but you must have source added in order to add splits, and you must have splits added in order to specify item funding.
Instructions
Adding/Modifying Funding Sources:
Click on ‘Details’ next to the contract for which you want to setup funding
On the contract menu (use the 9 dots for access), click on Funding>> Sources
Click on ‘Add’ to add a new source, then enter the required fields with an *
The ‘Maximum Funding’ field will be used to cap the funding source and will not allow more than the defined value to be used across all funding splits.
Click on ‘Save’ to save and navigate back to the funding source list page, or click on ‘Save and add another’ if you have more sources to enter.
To edit a previously entered source, simply click on ‘Edit’ to next to the source, make modifications, then click on ‘Save’ or ‘Delete’ if you would like to remove the source. Please note, if the source is used on a funding split, you will need to first remove that source from all splits before you can delete the funding source.
Adding/Modifying Funding Splits:
On the contract menu (use the 9 dots for access), click on Funding>>Splits
Click on ‘Add Category’
A ‘Leading Category' is a category or header that does not have any splits tied to it. A leading category can only be tied to a final category. Example: Participating Items (leading category)>> Project 123 (final category)>>Funding sources/splits
Enter the name and the category type you are adding, then click on ‘Add’. If you are adding a leading category, you must add a final category before funding sources can be identified and funding splits can be created.
Enter the Group Number. The Group Number will be shown on reports and will also determine the order in which the funding splits are shown in Item Funding Setup.
To add additional categories, click on ‘Split’ next to the category just created, then add more leading categories or identify the final category.
Once a final category is added, clicking on ‘split’ when bring up a different modal with the ability to add either leading or final splits. A leading split does not allow you to identify a funding source and is a way to categorize funding availability. Example: A leading split of 50% local and a leading split of 50% federal is added. Under the local leading split, three final splits are added to identify three different local funding sources, while under the federal leading split, two different federal final splits are added to identify federal funding sources.
Once you add a final split, you may also select the funding source.
Please note, the splits need to equal 100%. If you add a funding split with a maximum funding cap, you must also add another source in case the maximum allowed funding is surpassed. Example: funding source 1 funds at 100% but has a cap of $150,000. Another ‘rolloever’ source at 0% must be identified for anything that exceeds the cap of %150,000.
Adding/Modifying Item Funding Setup:
On the contract menu (use the 9 dots for access), click on Funding>>Item Funding Setup.
The categories added when adding project items are shown, and you can click on the headers to expand or collapse each item category.
After expanding an item category, you can individually specify the funding splits that should apply to each item, or you can identify a single funding split category to use for the group of items (only the items under the same item category). To match a funding split to all items in the category, click on the dropdown under ‘Give max item quantity of all to split category’, then click on ‘Go’. You can then make individual adjustments if necessary.
If the full quantity of the item has not been setup under splits, it will be high-lighted. If the full item quantity has been setup under available funding splits, it will show in green.
Click on ‘Save Item Funding’ to save any changes.
Please note that by default, the application only shows the first 5 items in the category. You can increase the number of items shown by changing the number of records per page. You can use the arrows and page numbers to navigate to additional items under the category.
If Items are added through contract changes, you must go back to Item Funding Setup to identify the funding available for those newly added items.
(OPTIONAL) Validate Funding: Once funding is setup, you can review and/or edit the funding validation which shows where pennies were rounded. This is optional, if you would like to change where the pennies were rounded to.
This is found under the Funding Menu, either ‘Estimated Validation' (if using estimated prices), or 'Awarded Validation (if you using awarded prices).
From the Funding Menu, select either ‘Estimated Validation' (if using estimated prices), or 'Awarded Validation (if you using awarded prices).
Update any high-lighted errors by moving pennies that cannot be split and ensuring that all items are correctly funded.
Click on ‘Save’.
If you have already validated funding and are making changes, click on ‘Restart Validation’ before making adjustments and saving again.