Capital Budgeting - Build a Scenario

When it comes to building a Capital Budgeting Scenario, there are three main steps to complete. Select the step below to navigate directly to the information. 

1. Add Available Amounts for Funding Sources
2. Review and Take Action on Requests
3. Save a Version of your Scenario

Add Available Amounts for Funding Sources

Across the top of the Scenario Detail Page is a bullet graph of your Funding Sources. The graph’s barrels represent the total amount of each funding source requested.

Along the left, input the amount of Available funding for each funding source. This information can serve as a guide when deciding which requests to include in your capital budget.

Add Available amounts for each year you are budgeting for in the scenario. You can also add in amounts for Future years outside of your Scenario as needed. Historical budgeted data is pulled from your requests for reference.

You can also edit the Estimated Actuals Available amounts from the current fiscal year (based on the year of your Capital Budget) and review the Historical Actuals as inputted in your requests. 

Note: When you select All, this combines and totals all data into a single view instead of splitting by fiscal year. "Available" rows on the All tab are automatically calculated based on the fiscal years and are not editable. 

If the amount of funding requested is greater than the amount available, it will display as a red section on the barrel. If the funding requested is less than the amount available, it will display as a grey section on the barrel.

Review and Take Action on Requests

Below the bullet graph is the Request Manager table.

1. Use the toggle in the first column to determine which requests to include in the scenario.
2. Expand a request using the arrow next to the request title to drill into the details. 
3. Edit Funding Source, Capital Cost, and Operational Cost totals for all years for individual requests. For every request, it is important that total capital costs equal total funding sources.
   Note: To help identify discrepancies between Capital Costs and Funding Sources, there is a warning icon next to the Capital Request title. Hovering displays the total capital costs and the total funding sources as well as the difference between them. 
4. Adjust the individual Capital Costs, Funding Sources, or Operational costs for each request by changing the dollar amount or the percentage adjustment versus the original request in the In Progress column.

All changes are saved automatically, and the bullet graph will automatically update when you include/exclude a request by adding a new “bullet” to the corresponding funding source(s).

• Hovering over the bullet will display the request name, total capital cost, and total funding sources. If multiple sources fund the request, you will see the percentage applied to this source.
• If a request crosses the limit of available funding, the entire bullet will display in red. 

Save a Version of your Scenario

After identifying which group of requests is most likely to be adopted, you can save versions to make minor changes to Capital Costs, Operating Costs, or Funding Sources. These adjustments enable you to see how shifting funding or project start dates could impact the overall plan.

Note: Before you save, it is important to call out that in order to restore a scenario to a given version, you would need to manually update the scenario and save that version. We are unable to automatically restore a scenario to a given version

• After editing the allocated amounts of your individual requests, select the Save Version button in the upper right-hand corner of the Request Manager table.
• Name your version and select a version type (Proposed, Adopted, Amended).
  Note: You can save multiple versions of a given type; however, if you haven't saved a Proposed or Adopted budget, you cannot select Amended or if you have saved a Proposed, then you can only select Adopted or Amended moving forward. 

Once you have saved a version, it will display in the Request Manager table as a column. 

• To hide that version, use the Customize Columns button. A new In Progress column will appear with the same statistics as the saved version. Use the menu selector to the right of a version name to hide it from view or rename it.

Continue to edit the scenario and save more versions as necessary.

Want to Create a Similar Scenario to Compare?

Learn more with this article: Capital Budgeting - Clone a Scenario

Ready to Finalize a Scenario? 

Learn more with this article: Capital Budgeting - Finalize a Scenario