smart fiscal planning

Smart Fiscal PlanningPerformance Based Budgeting

Transformation and Automation

Reform

Edara Application

Edara

2

Definition:

It’s a Budget Execution system, with a scope of re-designing the budgeting and planning policies and processes.

Budget Execution implementation will follow the guidelines that are being outlined in the new policies and

processes.

The list of models and that have been implemented in Hyperion Planning are listed below:

1- General Assumptions and system

2- Internal transfers

3- External transfers

4- Project transfers

5- LA transfers (Non Projects)

6- LP transfers (Projects)

Target:• Create transfer code.

• Input transfer details.

• Submit the transfer for approval.

• Review transfer from high level.

LA

Approval

Level 1Transfers Between LA

LA Transfers

A

R

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Encumbrance

Journal Posting

In GRP

Reversal

Journal Posting

In GRP

Budget

Journal Posting

In GRP

Submit

A

A

A R

R

R

For Approval

Line Agencies Transfer - Flow

DoF PBD

Oracle-GRP

Target LA

Source LA

Transfers Between LA

LA Transfers

Target LA

LA

Approval

Level 1

LA

Approval

Level 2

Source LA

A

A

RR

4

We are at http://sfp.dof.gov.ae/workspace/index.jsp

Open the link: http://sfp.dof.gov.ae/workspace/index.jsp

Login to Hyperion

http://sfp.dof.gov.ae/workspace/index.jsp

5

Select Application

• Select “EDARA” Application from

• Navigate Application Planning EDARA

Login to Hyperion

• Folow the steps below for system

sitting:

From File –> Preferences

6

We are in : Application Sitting

• From left we select Planning

• Select language Arabic or English

• Default Language is English

اللغةتغيير -الاعدادات

Task List

8

We are in: Task ListTask List

DoF Administrator Tasks-مهام مسئول دائرة المالية

1.1 Transfer Global Chapters Limits - نسبة النقل لكل باب

1.2 Transfer Entities Chapters Limits - نسبة النقل للابواب بالنسبة للجهات

1.3 Transfer Global Accounts Limits - نسبة النقل للبنود

1.4 Transfer Entities Accounts Limits - نسبة النقل للبنود بالنسبة للجهات

1.5 Transfer Global Accounts Restrictions - البنود الغير مسموحة للنقل

1.6 Transfer Entities Accounts Restrictions-تقييد النقل للبنود على مستوى الجهة

1.7 Transfer Fund Checking Levels - التحقق من مستويات النقل

1.8 Setting Transfer Periods - تحديد فترات النقل

1.9 Additional Funds Limit - تحديد الدعم الاضافي

LA Project Transfers - مناقلة المشاريع للجهات

Project Transfer Request - طلب مناقلة مشروع

LA External Transfers - المناقلات الخارجية للجهات

External Transfer Request - طلب مناقلة خارجية

LA Transfers (Non Project) - المناقلات بين الجهات لغير المشاريع

Transfer Request between LAs (Non Project) - طلب مناقلة بين الجهات

LA Internal Transfers - المناقلات الداخلية للجهات

Internal Transfer Request - طلب مناقلة داخلية

LA Transfers (Project) - مناقلة المشاريع بين الجهات

Transfer Request between LAs Project - طلب مناقلة مشروع بين الجهات

LA Additinal Funds - الدعم الاضافي للجهات

Additional Fund Request - طلب دعم اضافي

DoF Administrator Training Manual - كتب ارشادية لمسئول دائرة المالية

DoF Administrator Training Manual - كتب ارشادية لمسئول دائرة المالية

LA Users Training Manual - كتب ارشادية للجهات

Internal Transfers - المناقلات الداخية

External Transfers - المناقلات الخارجية

Project Transfers - مناقلة المشاريع

Additional Funds Request - طلب دعم اضافي

Line Agency Transfers (Non Projects) - المناقلات بين الجهات لغير المشاريع

Line Agency Transfers (Projects) - مناقلة المشاريع بين الجهات

Dof Administrator

10

We are at File My Task List DoF Administrators Tasks

• Go To My Task List

• Expand DoF Administrator Tasks

• Click on the task to show forms related with

that.

DoF Administrators Task - Task Lists

DoF Administrators Task

1

1

1.1 Setting Transfer Global Chapters

Limits

* Global Transfer % Limit is used for all the transfer requests

(except Additional Fund) to check whether the transfer source

(total source) is exceeded the defined % limit or not, Entity users

will be notified with warning messages if they exceed the % limit.

* This limit is valid for all individual accounts under the

chapter ( not at the total chapter level) .Ex: 5% limit for Chapter 1

Accounts is applicable across all the accounts under Chapter 1

which is calculated total budget of the selected account at Entity

Level total, Locations total, Sub Accounts total, Projects total and

Programs total.

* The limit % is invalid and not considered if the transfer

defined between cost centers, locations, sub accounts and

projects within same account.

* The Global limit % is overridden by Entity level chapter limits

if % limit is set at Entity level in task "1.2 Setting Transfer Entities

Chapters Limits".

12

We are at File My Task List DoF Administrators Tasks Setting Transfer Global Chapter Limits


• Expand DoF Administrator Tasks.

• Select Setting Transfer Global Chapter Limits to Set Chapter level global limits.

• Enter the values and Save the form.

Setting Transfer Global Chapter Limits


1

3

1.2 Setting Transfer Entities Chapters

Limits

Entity level Transfer % Limit is applicable only for the specific

entity to check whether the transfer source (total source) is

exceeded the defined % limit or not, Entity users will be notified

with warning messages if they exceed the % limit.

* This limit is valid for all individual accounts under the chapter

(not at the total chapter level) at selected entities. Ex: 5% limit for

Chapter 1 Accounts and DoF(D02) is applicable across all the

accounts under Chapter 1 and DoF(D02) which is calculated total

budget of the selected account at D02(total), Locations total, Sub

Accounts total, Projects total and Programs total.




* The Global limit % is overridden by Global Account level

limits if % limit is set at account level in task “1.3 Setting Transfer

Global Accounts Limits”.

14



• Select Setting Transfer Global Chapter Limits to Set Chapter level global limits at Entity Level by

selecting the Entity drop down list.


Setting Transfer Entities Chapter LimitsWe are at File My Task List DoF Administrators Tasks Setting Transfer Entities Chapter Limits


1

5

1.3 Setting Transfer Global Accounts

Limits

* Transfer Global Account % Limit is used to check whether the

transfer source (total source) is exceeded the defined % limit or

not at selected account, Entity users will be notified with warning

messages if they exceed the % limit.

* This limit is valid only for specific and selected accounts. Ex:

50% limit for account “73101” is applicable only for the account

“73101” which is calculated total budget of the selected account at

Entity total, Locations total, Sub Accounts total, Projects total and

Programs total.




* The Global limit % is overridden by Global Account level

limits if % limit is set at specific account and entity level in task

“1.4 Setting Transfer Entities Accounts Limits”.

16



• Select Setting Transfer Global Accounts Limits to Set account level global limits


Setting Transfer Global Accounts Limits

We are at File My Task List DoF Administrators Tasks Setting Transfer Global Accounts Limits


1

7

1.4 Setting Transfer Entities Accounts

Limits

* Transfer Entity Account % Limit is used to check whether the transfer

source (total source) is exceeded the defined % limit or not at selected

account and selected Entity, Entity users will be notified with warning

messages if they exceed the % limit.

* This limit is valid only for specific account and specific entity. Ex: 80%

limit for account “733101” and DoF(D02) is applicable only to the account

“733101” and DoF(D02) which is calculated total budget of the selected

account at D02(total), Locations total, Sub Accounts total, Projects total and

Programs total.

* The limit % is invalid and not considered if the transfer defined

between cost centers, locations, sub accounts and projects within same

account.

18



• Select Setting Transfer Entities Accounts Limits to Set Entity and Account level global limits by selection of Entity drop

down list.


Setting Transfer Entities Account LimitsWe are at File My Task List DoF Administrators Tasks Setting Transfer Entities Account Limits


1

9

1.5 Setting Transfer Global Accounts Restrictions * Transfer Global Accounts Restrictions is used to restrict

selected account at global level that means these restricted

accounts can’t be used as source and can be used as target.

* Transfer will be allowed If the account is set to “Yes” and

account will be restricted if the account is set to “No”.

* User will be notified by error message if transfer source is

define on any restricted account to other restricted account or

other non-restricted account.

* System will allow use these restricted accounts as source if

the transfer will be defined as target to the same restricted

account.

* Transfer Global Accounts Restrictions is overridden by the

task “1.6 Setting Transfer Entities Accounts Restrictions”, if

system finds exception at entity level.

20



• Select Setting Transfer Global Accounts Restrictions to set Global level account restriction.

• Default is “Yes”, Allowed for the transfer, If it is ”No”, the account is not allowed in transfer source definition.


Setting Transfer Global Account RestrictionsWe are at File My Task List DoF Administrators Tasks Setting Transfer Global Account Restrictions


2

1

1.6 Setting Transfer Entities Accounts

Restrictions

Entities level Accounts Restrictions is used to restrict selected

account for the specific entity level that means these restricted

accounts can’t be used as source for the specific entity and can

be used as target.

* “Global” is the default option for all the account and all the

entities which will override the settings from Global account

restriction task “1.5 Setting Transfer Global Accounts

Restrictions”.

* By Selection of “Restricted”, the account will be restricted for

this selected even if the account is allowed at the global level task

“1.5 Setting Transfer Global Accounts Restrictions”.

* By Selection of “Unrestricted”, the account will be allowed

for the selected entity even if the account is restricted at the

global level task “1.5 Setting Transfer Global Accounts

Restrictions”.

* User will be notified by error message if transfer source is

define on any restricted account to other restricted account or

other non-restricted account.

* System will allow use these restricted accounts as source if

the transfer will be defined as target to the same restricted

account.

22



• Select Setting Transfer Entities Accounts Restrictions to set Entity level account restriction by selection of Entity.

• Default is “Yes”, Allowed for the transfer, If it is ”No”, the account is not allowed in transfer source definition.


Setting Transfer Entities Accounts RestrictionsWe are at File My Task List DoF Administrators Tasks Setting Transfer Entities Accounts Restrictions


2

3

1.7 Setting Transfer Fund

Checking Levels

Fund Checking level is classified only for 3 segments in Hyperion.

* Entity Level:

Leaf Level ( Default) - By selection of this option, available budget is calculated and

showed on the form at leaf level ( level 0 or Input level) cost centers.

* Division Level- By selection of this option, available budget is calculated and

showed on the form at Division level (Sum of all the budget, actual and encumbrance

values for all the cost center under the division will be displayed at generic member of

the division)

* Sector Level- By selection of this option, available budget is calculated and

showed on the form at Sector level (Sum of all the budget, actual and encumbrance values

for all the cost center under the sector will be displayed at generic member of sector)

* Agency Level- By selection of this option, available budget is calculated and

showed on the form at Entity level (Sum of all the budget, actual and encumbrance values

for all the cost center under the entity will be displayed at generic member of entity)

Users able to select cost center members with the attribute “FT Cost centers” which

should be set based on above selection.

* Sub Account Level:

Leaf Level ( Default) - By selection of this option, available budget is calculated and

showed on the form at leaf level ( level 0 or Input level) sub accounts members.

* Summary Level - By selection of this option, available budget is calculated and

showed on the form at default sub account (S00) (Sum of all the budget, actual and

encumbrance values for all the sub account combinations)

24


• Expand DoF Administrator Tasks Select Setting Transfer Fund Checking level to set fund checking for individual

entities.

• Entity Level – Default is Leaf level and It can be changed by Agency Level, Sector Level and Division Level.

• Sub Account Level – Default is Leaf level, It can be changed to Summary Level.

• Sub Account Level – Default is Leaf level, It can be changed to Summary Level.

• Location Level – Default is Leaf level, It can be changed to Summary Level and select the values and Save the form.

Setting Transfer Global Fund Checking LevelsWe are at File My Task List DoF Administrators Tasks Setting Transfer Global Fund Checking Levels


2

5

1.8 Setting Transfer Periods * Transfer periods can be set at global level (02.08.01 Transfer Global

Periods) or at entity level (02.08.02 Transfer Entities Periods).

* Global level period setting is valid for all the entities and entity level

period setting for the selected entity ( For exceptional case).

* Transfer periods at global level will be overridden by entity period

settings.

* Transfer period “From Period” and “To Period” should be set for every

transfer types on every year.

* Transfer request can’t be created and submitted if the system date or

current date is not falling between the “From Period” and “To Period”

* Exceptions for “External Transfers” which should be set for every

month for 9 month period ( April - December)

26



Select Setting Transfer Period.

• From Data and To Date has to be

selected and Saved.

• Entities can be created new transfer

request and submitted with in this

period.

Setting Transfer PeriodsWe are at File My Task List DoF Administrators Tasks Setting Transfer Periods


2

7

1.9 Setting Additional Funds Limit * Additional Fund limits is used to validate the requested additional

fund if the additional fund type is “Additional Funds - Approved By

LA” on Additional fund task.

* This additional fund limit is applicable only for the self-funded

entities which is defined as sub entities under the parent entity. (Ex

: 41,42 and 43 is defined as sub entity under the parent 10-DED).

* If the additional fund request is more than the limit defined by

DoF, the request will be forwarded to DoF Approval.

* These entities are populated on the form based on attribute set

“Additional Fund Limit”

28



Select Setting Additional Funds Limit.

• Additional Fund limits applicable only for

the Additional fund Type “Approved by

LA” and applicable only for Sub Entities.

• Entered the values and Save the form.

Setting Additional Funds Limit

We are at File My Task List DoF Administrators Tasks Setting Additional Funds Limit

Additional

Funds

Additional Funds

Definition :

• Additional Funds are used to define additional fund request from Line agencies. Addition Fund

requests will be used only by the LA Budget officers and Additional fund request will be forwarded to

DOF Approval based on the additional fund type which is selected by user during the additional fund

creation.

• Following Additional Fund type are used while creating new additional fund request,

• Additional Funds - From LA - Additional Funds created by LA and sending approvals to DoF after

LAs 1st and 2nd approval. Additional fund requests will be processed into GRP after final approval of

DoF.

• Additional Funds - From DOF- Additional Funds created by DoF behalf of respective entity for

exceptional cases and sending approvals to DoF after LAs 1st and 2nd approval. . Additional fund

requests will be processed into GRP after final approval of DoF.

• Additional Funds - Approved By LA - This additional fund types can be accessed only by entities

with the sub entities, Additional Funds created by LA and after LAs 1st and 2nd approval,. Additional

fund requests will be processed into GRP. If additional fund requests are exceeded the additional

fund limit, the requests will be forwarded to DoF approvals and requests will be processed into GRP

after final DoF Approvals.

3

0

LA

Approval

Level 1

Additional Budget

Additional Funds

A

R

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Budget

Journal Posting

In GRP

Submit for the

Approval

A

A

A R

R

R

Additional Funds- Flow

DoF PBD Oracle-GRP

LA

LA or DoF Users

Defined By

DoF

DoF

Approval

Required

Y

N

Y

N

32

We are at File My Task List Additional Funds Task


• Expand LA Additional Fund Task

• Select “Additional Fund Request” Task

Transfer Selection

33


• Select the required Entity.

• Right click on the form and select “Add New Transfer”

from context menu.

• Select Additional Fund Type.

• On the run time prompts window, Select “Accrual and

Cash” to process transfers into both Accrual and Cash

ledger or Select “Accrual Only” to process the transfers

into only Accrual” ledger.

• Press “Add”

Adding New Transfer Code

34


• Additional Fund Type has to be selected from the list.

• Security will be imposed Additional Fund Types, Additional type will be appeared based on the entities functionalities

• Additional Funds – From LA – Additional fund requests created by Entities and submitted for DoF Approval

• Additional Funds – From DoF – Additional fund requests created by DoF behalf of LA and submitted for DoF Approval

• Additional Funds – Approved by LA – Additional fund requests created by Entity and it can be approved by LA with out DoF Approval if they

are not exceeded Additional fund limit.


35


• System will create new transfer code “AF-0001” after adding new transfer code.. Follow previous slide

For adding another transfer code. System will generate transfer codes in sequence (“AF-0001”,”AF-

0002”,”AF-0003”..)

• Right click on the transfer code and select “Go to Transfer Details” from context menu to navigate

Transfer details form.

• Transfer codes along with data can be deleted from the “Delete Transfer” code option from Context

menu. ( Make sure before selection of this option, the system will delete all the details related with

transfer code and Transfer code can be deleted only on the transfer is in “In Progress” status.


36


• Right click on the second section. Select “Add Transfer Details” option to select “Cost centers”, “Locations”, “Accounts” and “Sub

Accounts”.

• System will have option to clear added details for the selected transfer code only in transfer status “In Progress”.

• In run time prompts, select “Cost centers”, “Locations”, “Accounts” and “Sub Accounts” or you can directly input on the text field. The

selection should be included both Source and Target details. Click “Add” details.

Adding details to Transfer

37


• Second section forms will be populated data based on the selection. Data will be fetched from Oracle GRP and loaded

( Actual , Budget and Encumbrance Data) into Hyperion system for calculating Available Budget.

• Only Target details have to be filled on the form and Save the form by clicking Save icon.

• Transfer save messages ( Success, Warning and Errors) will be shown on the first section.


38


• Transfer descriptions can be entered on the Description cell on the first section and should be Saved by Save icon.

Transfer Description

39


• Right click on the details cell on the second section and select option “Submit for Approval” to Submit transfer.

• Submission can be done only with “Success” and “Warning” messages. Transfers with errors can not be submitted.

Transfer Submission

40


• After the submission, Transfer details form will be read-only and system will not allow for any input.

• After the submission, Mail notification will be sent to LA first level approver for the transfer approval.

Transfer Submission

41


• Approvers have to be login to the system with their user credentials and

need select Transfer code from “Additional Fund” task in “EDARA”

Application.

• Right click on the transfer code and select “Approve Or Reject Transfer

LA Level 1” which will open run time prompt to select “Approve” or

“Reject” option.

• After first LA Approver 1, request will be forwarded to in order of LA

Approver 2 DoF Approver 1 DoF Approver 2

• Additional funds type “Approved By LA” can be approved and processed

into GL if Additional funds are with in the limit or request will be

forwarded to DoF Approval.

• After final approval ( DoF Approver 2), Transfers will be processed into

GRP and creating budget journals. Transfer status will be changed

“Approved”

• Transfer can be rejected any approver, if transfer is rejected, transfer will

be available for further modification and resubmission.

LA and DoF Approvals

42

• Create an additional funds.

• Go to details.

• Add accounts to the additional fund.

• Input the target.

• Submit your fund for approval.

• Approve additional fund (level one)

• Reject additional fund (level two)

• Repeat approval.

Exercise – Additional Funds

Internal Transfer

Internal Transfer

Definition :

• Internal transfers are used to define transfers only with in same chapters with in Line agencies for

the selected Cost centers, accounts, sub account and location combination by LA Budget officers.

Internal transfers will be used only by the LA Budget officers, they can approve and process into

Oracle ERP after the internal approval process if the transfer request is within the limit set by DoF

PBD. The transfer approval will be redirected to DoF PBD If the transfers will be above the limit.

• Transfers can be created and submitted for the approval within the specific time period defined by

DOF PBD.

• Only the Chapter 1, Chapter 2 and Chapter 3 (Non-IT Project) accounts will be allowed.

• Transfers source and target should be within the same chapters. Transfers will not be allowed

between the chapters.

• Transfers between the cost centers within LA will be allowed.

• Two level of LA Internal approval will be required after the submission for approval.

• Transfers can be approved by LAs, if the defined transfers will be within the limit % which will be

defined by DoF PBD.

• Limits will be validated in following order. The validation check will be at global level

• Transfers can be approved by DoF Approvers if the defined transfers will be more than the limit %.

( will be showed by warning message)

4

4

LA

Approval

Level 1Transfers with in Chapters

Internal Transfers

A

R

With in

Limit

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Encumbrance

Journal Posting

In GRP

Reversal

Journal Posting

In GRP

Budget

Journal Posting

In GRP

Submit

A

Y

A

A R

N

R

R

For Approval

Internal Transfer - Flow

DoF PBD

LA

Oracle-GRP

LA Users

46

We are at File My Task List LA Internal Transfers Task


• Expand LA Internal Transfer Task

• Select “Internal Transfer Request” Task

Transfer Selection

47




from context menu.





• Press “Add”


48


• System will create new transfer code “IT-0001” after adding new transfer code.. Follow previous slide For

adding another transfer code. System will generate transfer codes in sequence (“IT-0001”,”IT-0002”,”IT-

0003”..)







49


• Right click on the second section. Select “Add Transfer Details” option to select “Cost centers”, “Locations”, “Accounts”

and “Sub Accounts”. The selection should be included both Source and Target details.



50


• In run time prompts, select “Cost centers”, “Locations”, “Accounts” and “Sub Accounts” or you can directly input on the

text field. The selection should be included both Source and Target details.

• Click “Add” details.


51




• Transferable values will be calculated based on the Transfer Limit % set by admin.

• Source and Target details have to be filled on the form and Save the form by clicking Save icon.



52


• Successful transfers will be shown Success Message with green color.


53




54




Transfer Submission

55



• After the submission, Transfer details will be loaded into GRP and creating encumbrance journals for the source

combinations.


Transfer Submission

56


• Transfer status for the submitted transfers will be changed from “In progress” to “Submitted”.

• GRP posting status will be shown on the form “GRP Status - AL” ( For Accrual Ledger) and “GRP Status - CL” for Cash

ledger.

• After successful posting, the status will be updated “Posting”

• Approvers can’t be approved the transfers until GRP status to be changed “Posted”

Transfer Submission

57


• Approvers have to be login to the system with their user

credentials and need select Transfer code from “LA Transfers”

task in “EDARA” Application.

• Right click on the transfer code and select “Approve Or Reject

Transfer LA Level 1” which will open run time prompt to select

“Approve” or “Reject” option.

• Approvers can’t approve the transfers if “GRP Status - AL” and

“GRP Status - CL” are “Not Posted”.

• Select “Approve” or “Reject” on the selection. Press “OK”.

• After “Approval” transfer request will be forwarded to “LA

Second Level Approval”. After Rejection transfer will be

available for further modification and resubmission.

Transfer LA Approval Level 01

58


• Approvers has to be login to the system with their user




Transfer LA Level 2” which will open run time prompt to select



• After “Approval” transfer request will be forwarded to “DoF

Approval” if transfer limit is exceed the Transfer Limit %. After

Rejection transfer will be available for further modification and

resubmission.

• After Successful LA Approver level 2 for the successful

transfers, Transfers will be processed into GRP and creating

budget journals. Transfer status will be changed “Approved”

Transfer LA Approval Level 02

59


• DoF Approvers has to be login to the system with their user




Transfer DoF Level 1” which will open run time prompt to select



• DoF Approval will be required for internal transfers if transfers

exceeded the limit %

• After “Approval” transfer request will be forwarded to “DoF

Approval Level 2” After Rejection transfer will be available for

further modification and resubmission.

Transfer DoF Approval Level 01

60


• DoF Approvers has to be login to the system with their user




Transfer DoF Level 2” which will open run time prompt to select



• DoF Approval will be required for internal transfers if transfers

exceeded the limit %

• After Successful LA Approver level 2 for the successful

transfers, Transfers will be processed into GRP and creating

budget journals. Transfer status will be changed “Approved”

• If transfer is rejected, transfer will be available for further

modification and resubmission.

Transfer DoF Approval Level 02

61

• Create an Internal Transfer.

• Go to details.

• Add accounts to the transfer (source and target).

• Input the amounts in source and target.


• Approve the transfer (level one)

• Reject the transfer (level two)


Exercise – Internal Transfer

External Transfer

External Transfer

Definition :

• External transfers are used to define transfers between the chapters with in Line agencies for the

selected Cost centers, accounts ( should be different chapters), sub account and location

combination by LA Budget officers. External transfers will be used only by the LA Budget officers,

they can’t approve at final level. After 2 level of LA Approval, the request will be forwarded to DoF

Approval to finalize the transfer. Internal Transfer request can’t be created in External transfers.


DOF PBD.

• Only the Chapter 1, Chapter 2 and Chapter 3 (Non-IT Project) accounts will be allowed.

• Transfers source and target should be within the same chapters. Transfers will not be allowed

between the chapters.

• Transfers between the cost centers within LA will be allowed.

• Two level of LA Internal approval will be required after the submission for approval.

• Transfers can be approved by LAs, if the defined transfers will be within the limit % which will be

defined by DoF PBD.

• Limits will be validated in following order. The validation check will be at global level



6

3

LA

Approval

Level 1Transfers Between

Chapters

External Transfers

A

R

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Encumbrance

Journal Posting

In GRP

Reversal

Journal Posting

In GRP

Budget

Journal Posting

In GRP

Submit

A

A

A R

R

R

For Approval

External Transfer - Flow

DoF PBD

Oracle-GRP

LALA Users

65

We are at File My Task List LA External Transfers Task


• Expand LA External Transfer Task

• Select “External Transfer Request” Task

Transfer Selection

66




from context menu.





• Press “Add”


67


• System will create new transfer code “ET-0001” after adding new transfer code.. Follow previous slide

For adding another transfer code. System will generate transfer codes in sequence (“ET-0001”,”ET-

0002”,”ET-0003”..)







68






69



text field. The selection should be included both Source and Target details.



70








71


• Successful transfers will be shown Success Message with green color.


72




73




Transfer Submission

74




combinations.


Transfer Submission

75




ledger.



Transfer Submission

76



need select Transfer code from “LA External Transfers” task in “EDARA”

Application.




• Approvers can’t approve the transfers if “GRP Status - AL” and “GRP

Status - CL” are “Not Posted”.





“Approved”



Transfer LA and DoF Approvals

77

• Create an External Transfer.

• Go to details.

• Add accounts to the transfer (source and target).






Exercise – External Transfer

Project Transfers

Project Transfer

Definition :

• Project transfers are used to define transfers between the Projects with in Line agencies for the

selected Cost centers, chapter 3 (IT-Projects), chapter 4 accounts, sub account and location

combination by LA Budget officers. Project transfers will be used only by the LA Budget officers,

Project transfers will be required two level of LA Approval and two level of DoF Approvals.


DOF PBD.

• Only the Chapter 3 (IT Projects) and Chapter 4 (Project) accounts will be allowed.

• Transfers cannot be defined for the restricted accounts as source

• Two level of LA approval and two level of DoF Approvals will be required after the submission for

approval.

• The validation check will be at global level if entity level limit will not be set by DOF PBD.


• Limit % is not applicable if transfer will be defined with in the same account but different cost

centers, locations, sub accounts and projects.

• Transfer shouldn’t increase the total project cost of the target project.

• Transfer is not allowed for a project as source if the project cost is more than 300M

7

9

LA

Approval

Level 1Transfers Between Projects

Project Transfers

A

R

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Encumbrance

Journal Posting

In GRP

Reversal

Journal Posting

In GRP

Budget

Journal Posting

In GRP

Submit

A

A

A R

R

R

For Approval

Project Transfer - Flow

DoF PBD

Oracle-GRP

LALA Users

81

We are at File My Task List LA Project Transfers Task


• Expand LA Project Transfer Task

• Select “Project Transfer Request” Task

Transfer Selection

82




from context menu.





• Press “Add”


83


• System will create new transfer code “PT-0001” after adding new transfer code.. Follow previous slide

For adding another transfer code. System will generate transfer codes in sequence (“PT-0001”,”PT-

0002”,”PT-0003”..)







84






85


• In run time prompts, select “Cost centers”, “Locations”, “Projects”,””Program,“Accounts” and “Sub Accounts” or you

can directly input on the text field. The selection should be included both Source and Target details.



86








87




88




Transfer Submission

89




combinations.


Transfer Submission

90




ledger.



Transfer Submission

91



need select Transfer code from “Project Transfers” task in “EDARA”

Application.










“Approved”

• available for further modification and resubmission.

• If transfer can be rejected any approver, if transfer is rejected, transfer

will be available for further modification and resubmission.


92

• Create Project Transfer.

• Go to details.

• Add projects to the transfer (source and target).






Exercise – Project Transfer

LA Transfers

(Projects)

LA Transfer (Projects)

Definition :

• LP transfers (Projects) are used to define transfers between the Line Agencies or Entities and

between the projects for the selected Cost centers, Chapter 3 (T-Projects), Chapter 4 Accounts, sub

account and location combination by LP Budget officers. LP transfers will be used only by the LA

Budget officers, LP transfers will be required two level of LA Approvals in Source LA, two level of

Approvals in Target LA and two level of DoF Approvals.

• Transfers can be created and submitted for the approval within time period defined by DOF PBD.


• Limits will be validated in following order. The validation check will be at global level if entity level

limit will not be set by DOF PBD.





• Transfers source must be less than or equal to Available budget of fund checking level which will be

defined by DOF.

• Total source should be equal to total target.

• Negative entries should not be allowed.

• Transfers can’t be defined between the same source and target combinations.

94

LA

Approval


LA Transfers

A

R

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Encumbrance

Journal Posting

In GRP

Reversal

Journal Posting

In GRP

Budget

Journal Posting

In GRP

Submit

A

A

A R

R

R

For Approval

LA Transfer (Projects)

- Flow

DoF PBD

Oracle-GRP

Target LA

Source LA


LA Transfers

Target LA

LA

Approval

Level 1

LA

Approval

Level 2

Source LA

A

A

RR

96


Open the url http://sfp.dof.gov.ae/workspace/index.jsp - Login to the Hyperion System

Login to Hyperion – Source Entity


97

We are at File My Task List LA Transfers ( Projects) Task


• Expand LA Line Agencies Transfers (Project) Task

• Select “ Transfer Request Between Las (Project)” Task

Transfer Selection

98




from context menu.





• Select Target Entity from the drop down selection.

• Press “Add”


99


• On the run time prompts window, Select “Accrual and Cash” to process transfers into both Accrual and Cash ledger

or Select “Accrual Only” to process the transfers into only Accrual” ledger.


• Press “Add”


100


• System will create new transfer code “LP-0001” after adding new transfer code.. Follow previous slide

For adding another transfer code. System will generate transfer codes in sequence (“LP-0001”,”LP-

0002”,”LP-0003”..)







101






102


• In run time prompts, select “Cost centers”, “projects”,“Locations”, “Accounts” and “Sub Accounts” or you can directly

input on the text field. The selection should be included only Source details.



103





• Only Source details have to be filled on the form and Save the form by clicking Save icon.



104




105




Transfer Submission

106




combinations.


Transfer Submission

107


• Approvers have to be login to the system with their user credentials and need select Transfer code from “LA Transfers ( Projects)” task in

“EDARA” Application.

• Right click on the transfer code and select “Approve Or Reject Transfer LA Level 1” which will open run time prompt to select “Approve” or


• Approvers can’t approve the transfers if “GRP Status - AL” and “GRP Status - CL” are “Not Posted”.

• After first LA Approver 1, request will be forwarded to in order of LA Approver 2

• After of LA Approver 2 , Transfers will be forwarded to initiator of Target LA to distribute the Source budget.

• Transfer can be rejected any approver, if transfer is rejected, transfer will be available for further modification and resubmission.

• Transfer code will be shared both Source and Target Entities to fill Source budget by Source LA and Target budget by Target LA.


108



Login to Hyperion – Target Entity


109



• Expand LA Line Agencies Transfers (Project) Task

• Select “ Transfer Request Between Las (Project)” Task

Transfer Selection

110


• Transfer code LP-0001 will be available to Target Entity after second level approval of Source LA



• Transfer code can’t be deleted by Target LA.


111






112


• Second section forms will be populated data based on the selection. Data will be fetched from Oracle GRP and loaded ( Actual , Budget

and Encumbrance Data) into Hyperion system for calculating Available Budget.


• Source LA budget needs to be distributed to Target LA cost centers, locations, accounts and sub accounts selected by “Add details”.

• Only Target details have to be filled on the form and Save the form by clicking Save icon, Source values will be cleared for any input.



113




114




Transfer Submission

115




combinations.


Transfer Submission

116



need select Transfer code from “Line Agency Transfers ( Non Projects)”











“Approved”




117

• Login to system as source.

• Create LA Project Transfer.

• Select the target entity.

• Select source project.

• Input the amount.

• Submit transfer for approval

• Login to system as Target.

• Select the source transfer .

• Select the target details.



Exercise – Project Transfer

LA Transfers

(Non Projects)

LA Transfer (Non Projects)

Definition :

• LA transfers (Non Projects) are used to define transfers between the Line Agencies or Entities for

the selected Cost centers, chapter 1, Chapter 2, Chapter 3 (Non IT-Projects) Accounts, sub account

and location combination by LA Budget officers. LA transfers will be used only by the LA Budget

officers, LA transfers will be required two level of LA Approvals in Source LA, two level of Approvals

in Target LA and two level of DoF Approvals.

• Transfers can be created and submitted for the approval within time period defined by DOF PBD.


• Limits will be validated in following order. The validation check will be at global level if entity level

limit will not be set by DOF PBD.





• Transfers source must be less than or equal to Available budget of fund checking level which will be

defined by DOF.

• Total source should be equal to total target.

• Negative entries should not be allowed.

• Transfers can’t be defined between the same source and target combinations.

119

LA

Approval


LA Transfers

A

R

DoF

Approval

Level 1

DoF

Approval

Level 2

LA

Approval

Level 2

Encumbrance

Journal Posting

In GRP

Reversal

Journal Posting

In GRP

Budget

Journal Posting

In GRP

Submit

A

A

A R

R

R

For Approval

LA Transfer (Non Projects)

- Flow

DoF PBD

Oracle-GRP

Target LA

Source LA


LA Transfers

Target LA

LA

Approval

Level 1

LA

Approval

Level 2

Source LA

A

A

RR

121



Login to Hyperion – Source Entity


122

We are at File My Task List LA Transfers ( Non Projects) Task


• Expand LA Line Agencies Transfers ( Non Project) Task

• Select “ Transfer Request Between Las (Non Project)” Task

Transfer Selection

123




from context menu.






• Press “Add”


124


• On the run time prompts window, Select “Accrual and Cash” to process transfers into both Accrual and Cash ledger

or Select “Accrual Only” to process the transfers into only Accrual” ledger.


• Press “Add”


125


• System will create new transfer code “LA-0001” after adding new transfer code.. Follow previous slide

For adding another transfer code. System will generate transfer codes in sequence (“LT-0001”,”LA-

0002”,”LA-0003”..)







126






127



text field. The selection should be included only Source details.



128





• Only Source details have to be filled on the form and Save the form by clicking Save icon.



129




130




Transfer Submission

131




combinations.


Transfer Submission

132


• Approvers have to be login to the system with their user credentials and need select Transfer code from “LA Transfers ( Non Projects)” task in

“EDARA” Application.

• Right click on the transfer code and select “Approve Or Reject Transfer LA Level 1” which will open run time prompt to select “Approve” or


• Approvers can’t approve the transfers if “GRP Status - AL” and “GRP Status - CL” are “Not Posted”.

• After first LA Approver 1, request will be forwarded to in order of LA Approver 2

• After of LA Approver 2 , Transfers will be forwarded to initiator of Target LA to distribute the Source budget.

• Transfer can be rejected any approver, if transfer is rejected, transfer will be available for further modification and resubmission.

• Transfer code will be shared both Source and Target Entities to fill Source budget by Source LA and Target budget by Target LA.


133



Login to Hyperion – Target Entity


134



• Expand LA Line Agencies Transfers ( Non Project) Task

• Select “ Transfer Request Between Las (Non Project)” Task

Transfer Selection

135


• Transfer code LA-0001 will be available to Target Entity after second level approval of Source LA



• Transfer code can’t be deleted by Target LA.


136






137


• Second section forms will be populated data based on the selection. Data will be fetched from Oracle GRP and loaded ( Actual , Budget

and Encumbrance Data) into Hyperion system for calculating Available Budget.


• Source LA budget needs to be distributed to Target LA cost centers, locations, accounts and sub accounts selected by “Add details”.

• Only Target details have to be filled on the form and Save the form by clicking Save icon, Source values will be cleared for any input.



138




139




Transfer Submission

140




combinations.


Transfer Submission

141



need select Transfer code from “Line Agency Transfers ( Non Projects)”











“Approved”




142

• Login to system as source.

• Create LA Non Project Transfer.

• Select the target entity.

• Select accounts.



• Login to system as Target.

• Select the source transfer .

• Select the target details.



Exercise – Non Project Transfer

Thank You

smart fiscal planning

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