Budget Planning in IPMR - ilearn.umoja.un.org

PM-IPMR-04-CG Version 1.0 Copyright © United Nations. All rights reserved.

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Course Guide

Course Guide

INTEGRATED PLANNING, MANGEMENT, AND REPORTING

Budget Planning in IPMR

PM-IPMR-04-CG Copyright © United Nations. All rights reserved.

21 June 2021 2/27

Course Guide Integrated Planning, Management, and Reporting - Budget Planning in IPMR

Table of Contents Table of Contents ............................................................................................................................. 2

About this Course Guide .................................................................................................................. 3

Accessing the Planning Form (VOL01) .............................................................................................. 3

Planning Block Selection Worksheet ................................................................................................ 6

Project Budget Plan Worksheet ....................................................................................................... 9

Planning Beyond 4 Years ............................................................................................................ 17

Changing the Prior Planned Years’ Figures ................................................................................. 18

View – By Class Report ................................................................................................................... 19

View – By Fund Report ................................................................................................................... 20

View – By Logframe Report ............................................................................................................ 20

Submitting the Project’s Budget Plan for Approval ........................................................................ 21

Managing Versions ......................................................................................................................... 24

VOL05 - Project Work Status Report .............................................................................................. 26


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About this Course Guide The purpose of this course guide is to supplement the Creation & Revision of the Staffing Table Using IPMR course and to give an overview of the staffing table (BPC form VPOS01).

Introduction The budget plan is step 3 of the IPMR lifecycle.


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Accessing the Planning Form (VOL01) 1. Navigate to https://login.umoja.un.org and click on the Umoja Production icon.

2. Select the BPC Budget Formulation icon.

3. An Excel workbook will open. From the EPM ribbon, click Log On. Select the VOLUNTARY -

UNPLAN model and click OK.

https://login.umoja.un.org/


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4. After the workbook opens, from the EPM ribbon, click on Open → Open Server Input Form

Folder…

5. Select form VOL01 – Budget Plan and click on Open.


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Planning Block Selection Worksheet The first step in planning the project's staffing needs is to select the planning parameters against which to plan the project’ budge. These fields will be pre-loaded with placeholder values. You must change them.

1. Double-click in the LOGFRAME and Version fields to select the desired values.


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2. After double-clicking in the LOGFRAME field, a dialog box will open. Here you will see a list of PS Project Definition IDs, which were created by users within your entity, using the SMA Planning app. Refer to the course Planning in IPMR Module 2, which explains how to create the PS project structure and its WBSEs. As explained in that course, each logframe element has a unique WBSE, which establishes a link between the logframe and resources. When the status of the WBSE (in the SMA Planning app) is set to Under Budget Review and marked as a Planning Element, the project will be made available in BPC for budget planning.

3. Locate your project’s PS Project Definition ID by scrolling through this list or by using the search feature. You can search by clicking on the binoculars icon and entering a key word and clicking find to locate your project’s PS Project Definition ID.

If you cannot find your project’s PS Definition ID in this list, go back to the SMA Planning app and ensure the WBSE is set to Under Budget Review and marked as a Planning Element. Note, changes made in SMA are reflected in BPC every hour, on the hour.

4. Click to select the PS Project Definition ID (ensure a blue checkmark appears next to it).

5. Click on OK to transfer the value into the planning parameters in the worksheet.

https://ilearn.umoja.un.org/thematicarea/detail?id=354


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6. Note the Version Filter field. The system will automatically default to select the current version (i.e. the active version). When inputting the plan for the first time, leave the filter set to Current Version. Versions are explained in more detail at the end of this course guide.

7. Note the Version field. If you’re opening the staffing table for the first time, the version defaults to

R0_VC1, meaning this is the initial staffing plan, before any revisions (R0) and as the planner, the version is automatically set to level 1 (VC1). Below are the various planner/approval levels in BPC for IPMR:

1) VC1—Planner 2) VC2—Approval Level 1 3) VC3—Approval Level 2 4) VC4—Approval Level 3

If revisions are made to an approved plan, the version number will change to reflect the revision number e.g. R1_VC1 (Planner, Revision 1)

8. After selecting the LOGFRAME (i.e. project) and Version ensure the parameters (coding block) display as UNLOCKED. If they show as LOCKED, you will not be able to save your entries. Once all parameters have been selected, click on REFRESH to retrieve the data from the database.


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Project Budget Plan Worksheet 1. Navigate to the second tab, Project Budget Plan. 2. Double-click in the green cells to select the Logframe Level, Fund, Year, and Commitment Item.

a. LOGFRAME Level: the logframe level represents the level at which you wish to plan your

budget. In IPMR you can decide whether you will plan in a general manner (at the project level), in a very detailed manner (at the activity level), or in between (at the outcome or output levels). Your entity may have a policy on this matter. Please check your entity’s policy. The logframe levels which appear in the list are only those, which have WBSEs marked as Planning Elements, and have the user status set to Under Budget Review (UBR) or Ready for Release (RFR), in the SMA planning application. If a desired logframe level does not show here, go back to the SMA Planning app, set the Planning Element and User Status accordingly. Remember, changes made in SMA will appear in BPC every hour, on the hour.

b. FUND: the list of funds, which are available to you as part of your entity role will appear. In addition to these funds, note the fund, VC999 is also available. This is a generic placeholder, which can be used during the planning phase, when you do not yet know the exact fund, which will be used in planning.


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c. Year: select the year against which to plan. Note, the form will display 4 consecutive

years, starting with the year selected here.


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d. Commitment Item: note the possibility to plan against the Class, Subclass, and Commitment Item levels.

In Umoja, for voluntary contributions, the default budgeting process is by Class and includes the following:

• Staff personnel

• Supplies, commodities, and materials

• Equipment, vehicle, and furniture

• Contractual services

• Travel

• Operating and other direct costs

• Grants out

• Transfer to IP

• Programme Support Costs

It is also possible to budget by Subclass where each of these classes is broken down in a more granular manner, for a more detailed budget e.g. travel class is broken down into several subclasses:

• Travel of staff

• Travel of representatives

• Travel of consultants and experts

• Travel of participants

• Travel of military police The most granular level of budgeting is the Commitment Item level where each commitment item represents a very specific expenditure type e.g. travel class is broken down by ticket, DSA, and terminal.


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3. After selecting all green cells in the parameter selection, click on REFRESH.


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4. Upon refresh, the budget plan will display. This worksheet allows you to plan four years at a time. In the example below, Y2021 is selected in the in the parameters so it’s possible to plan through 2024. In the example below, take note of the amounts already showing in 2021 and 2022. These are the amounts for staffing, which were already entered in the using the Staffing Table (form VPOS01). P staff costs will appear the International Staff line, and GS staff costs will appear in the Local Staff line. Take note of the summary in the upper right-hand corner which shows the Budget Ceiling amount. This was the amount input in SMA in the project plan. The Current Total Budget is the amount planned thus far, which in this example, shows the staffing related costs, input using the staffing table (form VPOS01). In this example, since we have planned costs at the outcome level only, we see the total planned amount appearing also in Logframe Level 2. Note the option to expand columns R, U, X, and AA. Click to expand the column to see more details.

These amounts are coming from VPOS01

Budget Ceiling amount is what was entered in the project plan in SMA .

This form allows you to plan 4 years at a time.

Note the option to expand these columns.


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5. Upon expanding the columns, you will see the Detailed column (Q). These are the amounts

coming from the detailed planning forms, which as of now, is only the staffing table (VPOS01). In future releases, more detailed planning forms will be made available and the amounts entered on those forms will appear in this column. The figures shown in the Detailed column are read-only. If you would like to edit these figures, either go back to the form (VPOS01) or use the Summary column to input lumpsum amounts as required.

6. To return to the condensed budget plan view, click on the –


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7. Scroll down the page to see all WBSEs to plan against. In the example scenario, note WBSE .01 at the top of the worksheet and WBSE .02 at the bottom. Remember, all WBSEs which are marked as Planning Elements and have the User Status of UBR or RFR will appear here for planning.

8. The yellow summary cells are editable. Enter in the amounts required for each expense subclass

then click on Save.

9. Click Yes to proceed with saving the data to the database.

10. Read the save log and make sure that there are no rejected records. If you encounter any rejected records, raise an iNeed ticket to resolve the issue. Then click OK to close this message.


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11. Upon saving, take note of the budget summary. Here you can see the updated Current Total Budget (based off the amounts input in the form).


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Planning Beyond 4 Years 1. To plan beyond the four years shown in the form, select a later year in the planning parameters

and click on REFRESH. Notice the amounts entered for the previous years (2021 and 2022) now appear in the Prior Years column. Note the option to plan for 2025 to 2028.


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Changing the Prior Planned Years’ Figures 1. To update the amounts entered in a prior planned year, select the desired year (e.g. 2019) in the

parameters selection and click on Refresh.

Upon refresh notice prior years appear. You can adjust these figures (as indicated by the yellow shading). Also, if there are any values in future years, they would appear in the Future Fiscal Year (FFY) column.


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Planning the Budget Against Multiple Funds 1. The VOL01 form allows you to plan against one fund at a time. To change the fund against which

to plan the project’s budget, select the desired fund in the planning parameters and click on REFRESH.

2. Upon refresh, enter the desired amounts and save the form.

View – By Class Report 1. Navigate to the View – By Class worksheet. 2. Click on Refresh. 3. Upon refresh, this sheet shows the total of your project’s budget, broken down by budget classes.

This report provides a high-level overview the planned project expense. Take a minute to verify that the figures are correct and as intended.


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View – By Fund Report 1. Navigate to the View – By Fund worksheet. 2. Click on Refresh 3. This worksheet provides an overview of the budget, broken down by fund. Take a minute to check

that the totals are as you intended them to be.

View – By Logframe Report 1. Navigate to the View – Logframe worksheet. 2. Click on Refresh. 3. This sheet allows you to see the amounts budgeted, per each logframe element. The row shading

shows the aggregated totals of the logframe levels. Check that the amounts displayed here are as you had intended.


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Submitting the Project’s Budget Plan for Approval The planner must approve his/her own budget plan, to move the plan further along the approval workflow. There’s a system validation in place, which prevents any approver (including the planner) from approving a budget, that exceeds the budget ceiling. Remember, the budget ceiling is entered in the project plan in SMA. If the planned budget is higher than this, you must either reduce the budget plan or seek approval for a higher budget ceiling and increase the value in the project plan in SMA. Please be reminded that anytime you make a change in SMA, it is reflected in BPC every hour, on the hour. Take note of the approval levels:

1) VC1—Planner 2) VC2—Approval Level 1 3) VC3—Approval Level 2 4) VC4—Approval Level 3

After the planner approves his/her own plan, it will get passed on to the approver in level 1, then on to the approver in level 2 and finally to the approver in level 3. When ready to submit the project budget plan for approval, navigate to the Planning Block Selection tab.

1. Click on Approve

2. Click Yes


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3. Leave the values in the LOGFRAME AND VERSION fields set to the default. Click Next.

4. Click on Finish


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5. Click OK to close the run package dialogue box.

6. In the Package Status log, you can see the status of the request. Make sure to look at the User column to ensure you’re viewing your own request (in case other users submit requests at the same time). Click Refresh every couple of seconds until the status shows as Succeeded. You can also select Refresh Status every XX seconds. If you get an error, raise an iNeed ticket to resolve the issue. Click Close to close the dialogue box.

7. Now back in the Planning Block worksheet, click on REFRESH to update the version.


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8. Here you can see the version R0_VC1 is now locked and the next version, R0_VC2 is now unlocked and available for modification. This means that the next approver in line, i.e. the approver in level 1 can amend and approve or reject the plan. The subsequent approvers in line, will follow the exact same steps outlined above to approve or reject the plan. To reject, click on Reject. If a plan is rejected, it will get returned to the previous approver in the workflow.

Managing Versions The Verion Filter allows you to easily switch the view to see the original budget, last approved version, current version, and all versions.

1. Click in the Version Filter field and select the drop-down arrow. 2. Select the desired version filter (e.g. Current Version).


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3. Double-click in the Version field.

4. After double-clicking in the Version field, the system will automatically retrieve the current

version. In the example below, the system is showing us that the current version is R0_VC2 meaning the plan is now pending approval with the first approver in the workflow (since the planner has already approved).


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VOL05 - Project Work Status Report Another way to see with whom the budget plan is pending is by running the Project Work Status Report (VOL05).

1. From the EPM tab, click on Open Server Report Folder.

2. Select VOL05-Project Work Status Report.


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3. Select the LOGFRAME (project). 4. Click Refresh. 5. In the example below, you can see from the report that the budget plan is currently pending

approval with the second approver in line (Approval Level 1). Version R0_VC2 is now the unlocked plan and can be modified and approved.

Budget Planning in IPMR - ilearn.umoja.un.org

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