Program Period

The Program Period (PPC) reference page establishes the funding years of the external funding source of a Major Program so that different years of funding can be tracked and spending from the oldest funding occurs first. The representation of the Federal Fiscal Year from October through September is the most commonly used to represent federal grants, but others can be defined (e.g. State Fiscal Years, calendar years, etc.).

Other funding information can be defined such as the Federal Catalog Number, the Federal Appropriation Number, SEFA ID, External Organization Number, etc. The Funding identification data such as the Federal Appropriation data can change from one year to another. See Define Federal Agency Codes for more information on defining Funding Identification information.

Specific inference logic exists in CGI Advantage Financial to automatically populate the Program Period on accounting transactions based on the entry of other dates and fields in the transaction. The special inference logic is a weak inference: if a value is entered or if inferred from an accounting template, the specialized inference will not replace that value. The inference logic for a Program Period is as follows when a value has not been supplied manually or with an inference:

The system reads the Transaction Control (DCTRL) reference page for the Program Period Inference rule for how to proceed. Please refer to the "Transaction Control" topic in the Financial Administration User Guide for more information on how the different settings will work.
The system selects records on the Program Period reference page for the Department and Major Program on the accounting line.
The system then compares the Record Date or Service From date of the transaction and determines which Program Period applies by using the Program Period Infer From and To dates.
If there is no match, then the system issues an error. Either the date used on the transaction has to be changed or a value has to be manually entered.

Note: If the Reporting Basis field of the Major Program is set to Prohibited for the selected Major Program, then Program Period Inference is not performed since a value is not allowed in the Program Period field.

Example ScenariosExample Scenarios

Assume the following for all scenarios:

Site is on a July June Fiscal Year.

FM = Fiscal Month of site (for example, July = 01)
FY = Fiscal Year of site (for example, 2019 = 7/1/18 6/30/19)

For this Program:

Program Period 2017 = 10/1/16 9/30/17
Program Period 2018 = 10/1/17 9/30/18
Program Period 2019 = 10/1/18 9/30/19
Program Period Inference setting on Transaction Control is set to Reporting Basis for these spending transactions.

Scenario 1: (Cash result is different from Encumbrance or Accrual Methods because record dates of payment request and disbursement occur in the 2019 Program Period.)

Reporting Basis

Encumbrance

Record Date: 07/02/18

Accrued Expenditure

Record Date: 10/31/18

Service Dates: 09/01/18 09/15/18

Cash Expenditure

Record Date: 11/01/18

Service Dates: 09/01/18 09/15/18

Encumbrance

2018

Accrual

2018

Cash

2018

2019

Scenario 2: (Encumbrance result is different from Cash or Accrual Methods because Encumbrance was written in 2018 Program Period, even though services and disbursement occur in Program Period 2019.)

Reporting Basis

Encumbrance

Record Date: 07/02/18

Accrued Expenditure

Record Date: 10/31/18

Service Dates: 10/01/18 10/15/18

Cash Expenditure

Record Date: 11/01/18

Service Dates: 10/01/18 10/15/18

Encumbrance

2018

Accrual

2018

2019

Cash

2018

2019

Scenario 3: (All 3 Reporting Bases return different results because the Encumbrance record date was in Program Period 2017, Services occurred in Program Period 2018, and Disbursement occurred in 2019. This scenario assumes that the Encumbrance was open and rolled forward from its original Budget Fiscal Year to the new one.)

Reporting Basis

Encumbrance

Record Date: 08/03/17

Accrued Expenditure

Record Date: 09/30/18

Service Dates: 09/01/18 09/15/18

Cash Expenditure

Record Date: 10/01/18

Service Dates: 09/01/18 09/15/18

Encumbrance

2017

Accrual

2017

2018

Cash

2017

2018

2019

ActionsActions

Stage Definition Setup – This related page link transitions you to the Stage Definition Setup inquiry page to review setup for the selected Program Period.
CMIA Setup - This related page link transitions you to the Cash Management Improvement Act (CMIA) reference page to add, update or review information for the Program Period.

Field InformationField Information

Beyond the common chart-of-account fields present (see the Chart of Accounts User Guide) and those fields already discussed under Major Program, there are a number of fields unique to the Program Period.

Field Name	Description
Major Program Major Program Name	Each program period record must be associated with a Major Program much like a rollup, but also to provide reimbursement, overhead, and other setup that is done at that high chart of account level of Major Program.
Program Period Sequence	A system-assigned number that orders program period records by date order.
Program Period Infer From Program Period Infer To	A required pair of dates to drive the special inference when a program period has not already been specified. Unlike other COA reference pages, these dates are not optional and do not use in the common ‘effective use’ edits. To restrict use of a program period outside of the defined range, a Staging Profile should be used. Please refer to the Stage Definition topic for more information.
Major Program Effective From Major Program Effective To	The two dates are inferred from the Major Program to provide guidance in setting the Effective From and To data for a program period record.
Total Clearance Percentage	The inferred sum of Clearance Percentages from the CMIA (Cash Management Improvement Act) reference page records for the program period.
Stage Definition	The inferred Stage Definition setting from the Major Program for informational purposes.
Stage Profile	A profile is required when the Stage Definition indication is true. Please refer to the Stage Definition topic for more information.
Grant ID Grant ID Name	When a Program Period began in Grant Lifecycle Management as a Grant Opportunity, this field records the Grant ID that was created with the awarding of that grant. This Grant ID field is discussed further in the Grant Lifecycle Management User Guide.
Federal Catalog Agency Federal Agency Name	The Federal Agency associated with the Major Program. The pick should be used since more than one record can exist for a Federal Agency because of the Federal Catalog Prefix available on the Federal Agency reference page.
Federal Catalog Prefix	When the Assistance Listing Validation Required indication is true for the Major Program, Federal Catalog Prefix is a required field. If defined for the selected Federal Catalog Agency then that value will default, else it must be entered. Together with the Federal Catalog Suffix a match must be a defined Assistance Listing Number.
Federal Catalog Suffix	When the Assistance Listing Validation Required indication is true for the Major Program, Federal Catalog Suffix is a required field. Together with the Federal Catalog Suffix a match must be a defined Assistance Listing Number.
Federal Appropriation Number	A required value from the Federal Appropriation reference page if the Major Program has indicated an appropriation number is required.
Federal Payment System	An optional field to collect the name or other designation of the payment system for reimbursements.
SEFA ID SEFA Description	An optional field to collect the ID for the Schedule of Expenditures of Federal Award or agreement number of the Federal program for reimbursement. A description is also available for more information.
Common Accounting Number	An optional field with an open reporting purpose.
External Account Number	An optional field with an open reporting purpose.
Letter of Credit Number	An optional field with an open reporting purpose intended to capture identification of the letter that defines how the grant money can be spent.
Construction Budgeting Authority Number	An optional field with an open reporting purpose.
FHWA Grant Number	When the FHWA Grant Number Required is true for a Federal Appropriation Number and the Major Program has the Federal Appropriation Setup value of Program Period, a FHWA Grant Number specified here is populated on the FHWA electronic file for reimbursement.