The Preliminary Budget object facilitates you to provide an initial budget estimate for the project. You can include budget lines configured by the administrator displaying funding partner links. You can also identify ongoing costs for a project.

The preliminary budget can be used to determine which projects could be approved based on the department or organisation's overall budget.

Scenario analysis can be undertaken in the Executive Explorer area to analyse the effects of projects combination. This can be performed for a given budget figure.

Open

Figure 1.1

1.1 Record External Funding

• STEP 1: To add a new source of external funding, select the relevant 'Budget Line' and then click on the adjacent Add button.

Open

Figure 1.1.1

• STEP 2:  The 'Select Budget Line' dropdown will be displayed based on funding partners associated with the project via the Project Linkage object. Project Linkage Funding Partners should be added through the Project Linkage object in order for the items to be displayed within the 'Select Budget Line' list.

• STEP 3: Click on the Add button and the selected funding partner will be visible in the list.

• STEP 4: To add an amount, click in the cell for the corresponding year and type the amount. All external funding is treated as income, so remember to put a minus sign in front of the amount.

• STEP 5: Click on the Save button.

1.2 Record Income and Expenditure

• STEP 1: To add a new income/ expenditure type, click the adjacent Add button.

• STEP 2: Click Add new Budget link; a drop down will be displayed listing all income/expenditure budget lines defined by your IPM administrator via Settings> Preliminary Budget line section.

The dropdown options for the income type have been configured via the Settings Configuration > Budget Types section.

You can record income/expenditure similar to External Funding. Make sure that you enter a minus sign when recording income.

• STEP 1: Click the Ongoing Expenses tab to record any ongoing expenses your project may incur.

• STEP 2: To add a new Ongoing expense type, select the correct budget line and then click on the adjacent Add button.

• STEP 3: Click Add new Budget link; a drop down will be displayed listing all ongoing expenses defined by your IPM administrator via Settings> Preliminary Budget line section.

• STEP 4: Click on the relevant budget type and the selected Ongoing expense will be visible in the list.

You can record ongoing expenses similar to recording Expenditure.

Source of Funds section allows you to record other types of funding for the project which will be separated from the main income generating budget type.

You can add source of funds and record amounts similar to recording Income.

Outputs section will enable you to record a number of items for different budget lines. You can add/edit numbers as applicable to each budget line depending on the reporting year (e.g., 2011/2012).