1. Go to Projects to Invoices, then click on Components and Commitments in the drop down menu. search area. Components list sorting bar

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1 How to create a new Component Preconditions: i. You have been granted Project Manager rights and you are part of the respective Managing Authority datagroup. ii. Your funds and financial components have been set up at a Programme level by the respective programme s Senior Manager. iii. Your Project has been created in the projects list. 1. Go to Projects to Invoices, then click on Components and Commitments in the drop down menu Note: For Grant Schemes do not follow this. 2. The Components list appears search area Components list sorting bar Component information related to the Component highlighted in the Component List right hand side menu In the Component screen you will see the list of components for which your datagroup has access to. 3. Click on Insert component on the right hand side. An empty Component appears. The top section of the screen is shaded in grey to show you that you are now creating a new component. For assistance, queries and suggestions contact the SFD unit sfd.opm@gov.mt Page 1 of 6

2 For assistance, queries and suggestions contact the SFD unit Page 2 of 6

3 Part A Entering the Component Details 4. From the Project drop down menu, choose the Project that the Component is part of. 5. A popup message will show on screen Changing Project will create, amend or delete the financial plan. Do you want to continue? Click on Yes. 6. Enter the Component s Short Code in the field. This should follow the naming convention on the components (numbers starting from 1 ). Components should be entered following each other as per application form. Do not create component codes which do not follow this convention otherwise the SA will change them without notice. 7. Enter the Component s Description in the text box. This should be copied from the Application form. 8. Choose the component s status in the Status drop down menu. On-Going Component is currently underway Closed Component is closed Pending Component is on hold 9. Enter the date related to the status change in the Status Date field, using the format dd/mm/yyyy. 10. (optional) Enter any remarks in the Remarks text box. For assistance, queries and suggestions contact the SFD unit sfd.opm@gov.mt Page 3 of 6

4 Part B Entering the Financial Details 11. Click on Financial Plan tab. 12. You will now see an empty financial plan of the Component and you will have to insert figures in the white columns: Initial Allocation, Allocation and Disposal. The shaded columns are calculated automatically from higher and lower levels. The funds available from a Project level are shown. If there is a financial component which is missing, contact your Senior Manager to add the financial component. Do not proceed with creating the component! 13. The system allows the user to enter figures both in Euro and Lm. Click on Euro to enter the figures in euro. 14. For each and every Financial Component, enter the following Euro figures: Initial allocation this is the allocation when the component was approved; Allocation this is component s allocation which could have changed since the component s approval; Disposal this is the amount of the allocation that is available for lower levels. NB: The Initial allocation column was designed with the intent to capture the original figures before any financial changes occurred to the Component. Subsequent changes taking place to the financial plan are to be reflected in the Allocation and Disposal columns only. For assistance, queries and suggestions contact the SFD unit sfd.opm@gov.mt Page 4 of 6

5 You do not need to remove the extra funds at the end of the component relating to the Initial Allocation since these will not be deducted from the Programme s budget. Any extra funds remaining at the Allocation and Disposal fields will have to be removed at the end of the commitment. Remember to press the TAB key or click outside the box after each financial entry, otherwise the figure will show as You may change these figures at a later stage. The system is fully audited and any changes are recorded indicating the user making the changes and the time stamp. 15. Check that the figures are correct of each financial component and that the total amounts are correct. For assistance, queries and suggestions contact the SFD unit sfd.opm@gov.mt Page 5 of 6

6 Part C Saving the component 16. Click on save changes in the right hand side menu to save your component. 17. You will now see the new component in the list of Components, together with a new list of tabs at component level. Check that all information is correct End of Tutorial --- Modification History Version Date Changes 0.1 September 2008 Initial Draft March 2011 Updating of screenshot; Inclusion of notes under step 14. For assistance, queries and suggestions contact the SFD unit sfd.opm@gov.mt Page 6 of 6