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TR: Planning Items Guide

Sean DaCosta
Updated

Planning Items Guide

 

The Planning Items page is where you will be able to first, review the items that have slated for replacement during the selected budget year, and have not yet been placed on a Project. After reviewing the list, and evaluation of the related assets, items that have been well maintained may be deferred to a different Budget Year. The remaining should then be placed On Project.

 

Note: Planning items are generated based on the "Date in Service", and the "Life Cycle" provided, and enter into Transcendent. 

Navigation menu: Expenditures > Management > Planning Items

Table of Contents

 

Planning Item Summary

Planning Items - Not on Project

Planning Items - Deferral

Planning Items - View Details

Planning Items - Summary by Year

Planning Items - All

Planning Items - Create Project

 

Planning Item Summary 

From the Dashboard, your Planning Item Summary will be visible within the Planning Items page. Here you can review the totals for items Not on Project, On Project, and their totals. Furthermore, it shows the items costs and counts associated Escrow, Owner and Corporate. 

 

Example: 

 

Planning Items - Not on Project

 

 This grid list all of the Planning Items generated for the selected budget year that have not yet been placed on a Project.

Here you may review, and export, the items listed to determine if they may be deferred for additional years, or if the should be place On Project for replacement. 

 

Example: 

 

Planning Items - Not on Project - Deferral

 

After you have determined what items have been maintained well enough to be deferred (moved) to future years:

  • Select the check boxes of the item(s) in the grid.
  • Click the "Defer" icon.
  • Enter the reason for deferral and deferred Budget Year.
  • Save. 

Note: The maximum years an item may be deferred is 5 years.

 

 

Planning Items - Not on Project - View Details

 

Planning Items are allocated into Expenditure Groups. Based on these groups, a Planning Item may have more than one item (Asset) associated. If after review, not all items grouped are slated for deferral, accessing the the "Details" window will allow partial deferral of items within the group.

  • Click the "eye" icon
  • In the Details window, click the check box of the item for deferral.
  • Click the "Defer" icon
  • Enter the reason for deferral and deferred Budget Year.
  • Save.

 

 

Within Details, you have features that allow for the editing a Planning Item. Update information like, Funding Source, Installed Date, Local Costs, Interval (Years), etc. 

 

To access the Planning Item Details:

  • Click the "Edit" (Pencil) icon.
  • Update the needed field.
  • Save.

 

Planning Items - Summary by Year

 

This tab will show you all included planning items for the selected budget year. Here you will be able to review the Planning Item Group & Type, the Funding Source, Planning Item totals, and Total Costs.

From this page you can also access the Planning Item Details.  

 

 

 

Planning Item - All

 

This tab provides a wealth of options and an unrestricted view of your Active and Forecasted Planning Items. This tab will also highlight your Planning Items that are "On Project". It also gives you a wider range of Planning Items to Defer or Edit. However, here you have some unique features:

 

Active or Forecasted: Define the grid to view your Active or Forecasted Planning Items in the dropdown selection.

 

 

 

Create Planning Items: Create a needed Planning Item, as your asset list grows, or for a one time item to be included in the current budget year. 

 

  • Expenditure Type: will help determine the item's planned intervals, and Costs associated with planned Capital Expenditures. An Expenditure Type may be associated with multiple Asset Point Types. However, They don't have to be associated with an Asset Point Type, for none asset related expenses.
  • Funding Source: The source where the Project's funding is withdrawn from. (Selections: Corporate / Escrow / Owner).
  • Description: Title or Name of the Planning Item.
  • Asset ID: The unique numerical or alphanumeric identifier assigned an asset (Rooms & Equipment).
  • Budget Year: Year entry that best suits your organization's alignment of their financial planning with operational cycles.
  • Install Date: The Year the Asset was purchased / put into production on property.
  • Quantity: The number of items included with the Planning Item.
  • Interval (Years): The expected life cycle in years. 

 

 

 

 

Delete: Remove obsolete Planning Items. (System generated Planning Items cannot be deleted)

 

 

Project ID: Within the grid, under the Project ID column, Planning Item that have been placed On Project will show a unique Project ID.

 

 

 Planning Item - Create Project

 

After reviewing the Planning Item - Not on Project list, and evaluation of the related assets, items that have been well maintained may be deferred to a different Budget Year. The remaining should then be placed On Project.

 

To begin, click the plus () icon within the row of the Planning Item being place On Project. An acknowledgement pop-up will require your confirmation before proceeding further.

 

 

After confirmation is received, you will be brought to the Project's detail template.  

 

Please review the Knowledge Base article on Project for more information.

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