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209.SCH: Capital Projects And Cash Position Summary
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 5/11/04

Report 209.SCH: Capital Projects Budget And Cash Position Summary is designed to provide a high level view of both the project-to-date and year-to-date expenditure, funding, financing, and capitalization activity for capital projects. The 209.SCH report lists information, by program, within the Capital Construction Fund (000010) only. Activity in a capital program that has occurred outside of the 000010 fund will Not be reflected on the 209.SCH report.

Report 209.SCH has two parts: Part 1 provides summary information relating to the project budget and Part 2 provides information about the cash position of the project. This reflects a "true" derived cash view rather than an operating cash view.

Note: Unlike other BEN Financials General Ledger reports, the 209.SCH report is "unsecured". This means that a user can report on Any capital project regardless of the ORGs or Centers associated with that project.


Report Break:


The 209.SCH report contains a page break to present the Program Budget Summary (Part 1) information followed by the Statement of Program Cash Position (Part 2).


Sort Order:


The first level of the sort order is determined by the sort parameter selected. You may choose to sort by capital Program or DFP/DPP number. If the DFP/DPP option is chosen, the second level sort consists of Program in ascending numerical sequence.

The sort option chosen applies to both Part 1 and Part 2 of the 209 report.


Report Template:


The report template for the 209 report is used to determine the group of object codes to be included in each labeled column. The 209.SCH report uses Template #10A. For more information on the various report templates, see the Template section of this document.


Parameters:


The following parameters are provided on the 209 report:
  1. Period Name (Required)

  2. Enter the accounting period to be reported (for example, JUL-97). All accounting periods (prior and current) are available for reporting. To request an accounting period, enter the period in the MON-YY format shown above, or use the "quick pick" option to display a list of available accounting periods.

  3. Program LOW/HIGH (Optional)

  4. Enter the low/high values for Program. This report allows selection of all programs within the Capital Projects range of 8000 - 9499, 3030 - 3240, 3242 - 3405, 3411 - 3999. Multiple programs can be selected by either specifying a range of programs using the low/high value OR by specifying a capital project program "parent" value. When parent values are used, the report will provide information for each of the child values of that parent; a consolidated report for the parent is Not provided.

  5. center LOW/HIGH: (Optional)

  6. Enter the low/high values for the Center. When Center values are provided, the report will select only those capital programs that have been budgeted (in the 000010 fund) to the centers within the range specified. To request a Center, enter the Center value, or use the "quick pick" option to display a list of available Centers.

  7. Sort By: (Optional)

  8. Choose a value of ‘1’ to list the selected projects in ascending sequence by Program number. ‘1’ is the default value.
    Choose a value of ‘2’ to list the selected projects in ascending sequence by DFP/DPP number.
When Program and Center ranges are left blank, the 209 report will display all "active" programs. An inactive program is one that has been disabled and has no activity in the reported fiscal year. The list of programs can be limited by specifying either a Program range, a Center range, or both.

To select an inactive program, enter its value in both Program Low and Program High.


Report Heading:


The report heading includes the following information:

For Period Of:
Indicates the accounting period for which information is being reported (for example, JUL-97). Accounting period is specified as a parameter when the report is requested.


Report Columns:


From left to right, the following report columns provide dollar amount or descriptive information. All dollar amounts are rounded to the nearest whole dollar.

Part 1: Program Budget Summary

  1. PROG: Value of the Capital Project Program number.

  2. Note: Program appears as the first column when the ‘Sort By’ option is set to Program. When ‘Sort By’ DFP/DPP is chosen, Program appears as column 2.
     

  3. Description: Alphanumeric description of the Capital Program.

  4.  

  5. DFP/DPP: The Department of Facilities Planning (DFP) or Department of Physical Plant (DPP) project number assigned to the capital project.
  6. Note: DFP/DPP appears as column 3 when the ‘Sort By’ option is set to DFP/DPP. When ‘Sort By’ Program is chosen, DFP/DPP appears as the first column.
     

  7. Year Approved: The year in which the Capital Project was approved.

  8.  
  9. CPTA Amount: The special budget balance that represents the approved (certified) level of expenditures for the Capital Project.

  10.  
  11. PJTD Expense Budget: The Project-To-Date expenditure budget. The amount reported is the sum of all project-to-date budget activity up to and including the specified accounting period.

  12.  
  13. Current Month Expenses: The period-to-date CIP expenditures balance for the specified accounting period.

  14.  
  15. Fiscal YTD Expenses: The balance in this column will contain fiscal year-to-date CIP expenditures (that is, the total activity from the beginning of the fiscal year up to and including the specified accounting period).

  16.  
  17. PROJ To Date Expenses: The balance in this column will contain project-to-date CIP expenditures (that is, the total activity from the beginning of the project up to and including the specified accounting period).

  18.  
  19. PROJ To Date Encumbrances: The balances in this column represent all outstanding encumbrances, up to and including the specified accounting period.

  20.  
  21. Budget Balance Available: A calculated column that represents the amount of operating budget dollars not spent nor encumbered. The column is calculated as follows:
    1. PJTD Expense Budget - (PROJ To Date Expenses + PROJ To Date Encumbrances)

Part 2: Statement Of Program Cash Position

  1. PROG: Value of the Capital Project Program number.

    Note: Program appears as the first column when the ‘Sort By’ option is set to Program. When ‘Sort By’ DFP/DPP is chosen, Program appears as column 2.


  2.  
  3. DFP/DPP: The Department of Facilities Planning (DFP) or Department of Physical Plant (DPP) project number assigned to the capital project.
  4. Note: DFP/DPP appears as column 1 when the ‘Sort By’ option is set to DFP/DPP. When ‘Sort By’ Program is chosen, DFP/DPP is not displayed on Part 2 of the report.
     

  5. Description: Alphanumeric description of the Capital Program.

  6.  
  7. Program Expenditures, PJTD Budget: The Project-To-Date expenditure budget. The amount reported is the sum of all project-to-date budget activity up to and including the specified accounting period.

  8.  
  9. Program Expenditures, PJTD Actuals: The balance in this column will contain project-to-date CIP expenditures (that is, the total activity from the beginning of the project up to and including the specified accounting period).

  10.  
  11. Program Resources, YTD Funding: The balance in this column will contain fiscal year-to-date program funding (that is, the total activity from the beginning of the fiscal year up to and including the specified accounting period).

  12.  
  13. Program Resources, YTD Financing: The balance in this column will contain fiscal year-to-date program financing (that is, the total activity from the beginning of the fiscal year up to and including the specified accounting period).

  14.  
  15. Program Resources, PJTD Funding: The balance in this column will contain the total project-to-date funding that was made available for the project.

  16.  
  17. Program Resources, PJTD Financing: The balance in this column will contain the total project-to-date financing utilized for the project.

  18.  
  19. PJTD AMT Closed Out: This represents the total amount of project expenditures that have been capitalized or expensed.
  20. Note: For projects begun before July 1, 1996, capitalization occurred on an annual basis, at the end of the fiscal year, for all expenditures incurred during that year. In BEN Financials, capitalization occurs when the project is completed. An initial capitalization occurs when the project deliverables are certified for occupancy and a final capitalization occurs when the project is closed.

    Beginning July 1, 2007, project costs that do not qualify for capitalization are expensed at the end of the month in which they are incurred, rather than at the time of capitalization.

  21. Amount To Be Closed Out: This column indicates the amount of project expenditures remaining to be capitalized or expensed. This is basically expenditures that have occurred since the last capitalization. These amounts will be capitalized when the project is completed. See also note above under PJTD Amount Closed Out.

  22. Net (SURP)/DEF Position: A calculated column that represents the overall position of the capital project. The column is calculated as follows:
  23. PJTD Actuals (Program Expenditures) + PJTD Funding (Program Resources) + PJTD Financing (Program Resources) + PJTD AMT Capitalized


Last Page Of The Report:

On the last page of every report, two pieces of important information are provided: Report Parameters and Report Break - Resolved Parameters.

1. Report Parameters

The parameters used to request the report are printed on the last page to confirm what was requested. If the programs returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided when you submitted the report request. 2. Report Break -- Resolved Parameters The list provided here represents the list of values within the range you provided as Report Parameters.  

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