States

The application uses states to identify the condition of a location. The state determines whether a plan can be viewed or edited by budget managers with appropriate permissions for that location.

This list describes the available states:

Initial

Either:

  • The state of a reference budget after it is imported, if it is imported in Initial state.
  • The state of all non-root locations after generating a forecast or BUP, unless the Release to Location option is selected.

Only the root budget manager can view a plan in this state.

A location remains in Initial state until either:

  • A budget/forecast is released to it, which changes the state from Initial to Pending (Budget Management module only).
  • The root budget manager locks the plan to finalize the plan. The lock changes the state from Initial to Locked.
Released

This state is used only in the solicitation process, and is relevant to the Budget Management module only. A location in the Released state has released the budget/forecast up the hierarchy for review by the locations below it.

The budget manager of a location in the Released state can view the budget/forecast but cannot edit it.

Submitted

This state is used only in the solicitation process, so it is relevant to the Budget Management module only. A location in the Submitted state has submitted the budget/forecast up the hierarchy for review by the locations above it. The Submit action commits the budget/forecast for the submitted location and its entire hierarchy below. When a location has submitted the budget/forecast for review, the locations below keep their original states.

The budget manager of a location in the Submitted state can view the budget/forecast but cannot edit it.

Pending

This state indicates that an action is required of the current budget manager. A location can be in Pending state in any of the following scenarios:

  • The state of the root location after generating a forecast or BUP, unless the Release to Location option is selected.
  • As part of the solicitation process in the Budget Management module in the following scenarios:
    • The budget/forecast is released to it from the parent location.
    • The budget/forecast is released by this location to some but not all the locations below it in the hierarchy.

The budget manager of a location in the Pending state can view and edit the plan.

To Review

This state is used only in the solicitation process, so it is relevant to the Budget Management module only. This state indicates that all child locations are in Submitted state, which means that the budget manager should review and submit the budget/forecast up the hierarchy.

The budget manager of a location in the Pending state can view and edit the plan.

Locked

When a plan is in this state, all budget managers can view it, but none can edit it. The root budget manager locks a plan to finalize it so that it can be viewed by others.

To display the States page on which you define the budget/forecast states:

Maintenance > Optional Modules > Labor Budgeting > Labor Budgeting Settings > States

Although the Create New Entry link is enabled, the application supports only the following states: Initial, Released, Submitted, Pending, To Review, and Locked.

For detailed state-change rules, see State-Change Rules.