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 used as it represents Federal grants, but others can be defined (for example, state fiscal years, calendar years, and so forth). This chart of account is only allowed, inferred, or manually entered for Major Programs with a Reporting Basis other than Prohibited.
Other funding information can be defined at the PPC-level such as the Federal Catalog Number, the Federal Appropriation Number, SEFA ID, External Organization Number, and so forth. These values may vary by year.
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, meaning if a value is supplied outside of the special PPC inference logic, it will be used an not overlaid. The inference logic for a Program Period is as follows:
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The Program Period Inference field on Transaction Control (DCTRL) is the first point of determining a default. Please refer to the "Transaction Control" topic in the Financial Administration User Guide for more information on how the different settings work.
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The Department and Major Program of an accounting line (and some vendor lines) are the first parts of the inference.
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The next part of the inference is the Record Date or Service From date of the transaction, depending on the Program Period Inference setting. The date used is then compared to the Program Period Infer From and To dates for the Department and Major Program.
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If there is no match, then the system issues an error. Either the date used on the transaction must be changed or a value must be manually entered.
Example ScenariosExample Scenarios
Assume the following for all scenarios:
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July to June is the Fiscal Year.
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FM = Fiscal Month (for example, July = 01)
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FY = Fiscal Year is 2019
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For this Program:
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Program Period 2017 = 10/1/16 9/30/17
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Program Period 2018 = 10/1/17 9/30/18
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Program Period 2019 = 10/1/18 9/30/19
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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.)
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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 |
|---|---|---|---|
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Encumbrance |
2018 |
2018
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2018
|
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Accrual |
2018
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2018
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2018
|
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Cash |
2018
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2019
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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.)
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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 |
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Encumbrance |
2018 |
2018
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2018
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Accrual |
2018
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2019
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2019
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Cash |
2018
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2019
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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.)
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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 |
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Encumbrance |
2017 |
2017
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2017
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Accrual |
2017
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2018
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2018
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Cash |
2017
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2018
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2019 |
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Stage Definition Setup – This related page link transitions you to the Stage Definition Setup inquiry page to review setup for the selected Program Period.
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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.
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Field Name |
Description |
|---|---|
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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. |
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Program Period Sequence |
A system-assigned number that orders program period records by date order. |
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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. They also do not use the common COA ‘effective use’ edits. To restrict use of a program period outside of the defined range, a Staging Profile should be used. Refer to the "Stage Definition" topic for more information. |
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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. |
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Total Clearance Percentage |
The inferred sum of Clearance Percentages from the CMIA (Cash Management Improvement Act) reference page records for the program period. |
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Stage Definition |
The inferred Stage Definition setting from the Major Program for informational purposes. |
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Stage Profile |
A profile is required when the Stage Definition indication is true. Refer to the "Stage Definition" topic for more information. |
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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. |
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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. |
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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. |
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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. |
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Federal Appropriation Number |
A required value from the Federal Appropriation reference page if the Major Program has indicated an appropriation number is required. |
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Federal Payment System |
An optional field to collect the name or other designation of the payment system for reimbursements. |
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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. |
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Common Accounting Number |
An optional field with an open reporting purpose. |
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External Account Number |
An optional field with an open reporting purpose. |
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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. |
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Construction Budgeting Authority Number |
An optional field with an open reporting purpose. |
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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. |