CAPTURA DE SUFICIENCIA PRESUPUESTARIA

Sufficiency for Direct Spending

Introduction to the Topic

• Greetings and introduction to the topic of sufficiency for direct spending, highlighting its importance in current activities.

Preparation Steps

• Emphasis on preparing necessary information before entering the CIC, including a formal letter from the Department of Material Resources and Services detailing total assigned funds.

• The example provided indicates that funds were allocated for three months: September, October, and November. The total amount received during these months will be included in the formal letter.

Understanding Program Allocation

• Clarification on how to identify which program received funding by downloading the availability file (Disc Red), which shows deposit details and corresponding programs.

• Specific mention of program 05 E010 related to higher education services as an example of where funds are allocated. The center number is also noted as IT 043.

Justification Writing

• Instructions on writing justifications that should reflect what will be done with the allocated resources and their benefits to students or programs. Justifications must align with the content of the formal letter prepared by Material Resources.

• A reminder that justifications need to be concise due to character limits in CICOP submissions (maximum 1000 characters). Suggestions for checking character count using Word's word count feature are provided.

Roles in Submission Process

• Explanation of roles:

• Planning team uploads sufficiency.

• Administrative sub-director validates it.

• Director authorizes it through their account.

This outlines responsibilities within the process clearly.

Total Amount Calculation

• Clarification that sufficiency should reflect total assigned amounts over specified months; if $10 was assigned each month over three months, then sufficiency would total $30. Prior approval for expenditure is required before submission.

Disbursement Control

• Discussion on disbursement control methods; preference for detailed tracking through individual tickets per month versus a single ticket covering multiple months is shared, emphasizing better management of expenditures across different categories each month.

Recommendations for Ticket Submission Process

Importance of Monthly Ticket Submissions

• The speaker recommends submitting tickets on a monthly basis to mitigate risks. If one ticket is rejected due to an error, only that month's submission is affected, while others remain valid.

• By submitting tickets for each month separately (e.g., September, October, November), the speaker ensures that if one is authorized, it does not jeopardize the others.

Technical Considerations in Using Cicop

• There has been debate regarding which version of Firefox to use with Cicop; the finance department insists on version 51.0, but the speaker prefers version 41 based on personal experience.

• The speaker believes both versions should function adequately without issues and chooses to work with version 41 for now.

User Role Management in Cicop

• Users must ensure their roles are correctly assigned before accessing Cicop. Notifications are sent only when new users are added, not when existing roles are modified.

• The speaker mentions having a specific role (APC M00 IT043) necessary for making submissions and highlights the importance of checking for any newly assigned roles.

Steps to Capture Sufficient Funds

• To initiate capturing sufficient funds in Cicop, users must select the appropriate role and navigate through various menus: Operation > Workflow > Inbox.

• Acknowledgment is given to a colleague who shared helpful resources about this process, emphasizing collaboration among team members.

Process Initiation and Documentation Upload

• Users need to start a new process by selecting "Suficiencia" from available options and noting down the generated process number.

• After initiating the process, users will upload required documents (e.g., sufficiency letters), ensuring they follow proper steps for attachment within Cicop's interface.

Internal Control Procedures

Justification and Resource Allocation

• The speaker discusses the importance of internal control, emphasizing that any justification can be used as long as it meets the character limit of 1000 characters.

• The unit TNM is identified as M00, with a focus on making movements for each resource allocation across various months.

• Clarifies that resources assigned are categorized under program E010, with additional notes on handling multiple programs if applicable.

Resource Sufficiency and Dispersal Tracking

• The sufficiency calculation is based on total resources allocated over three months rather than monthly amounts.

• An example using Excel is provided to illustrate how to track dispersals by month and category effectively.

• A comparison between September and October shows variations in resource allocation across different categories.

Detailed Monthly Breakdown

• The speaker emphasizes maintaining a record of which categories were utilized each month for better tracking.

• Total allocations per category are calculated to ensure clarity on how much was assigned over the three-month period.

Importance of Accurate Reporting

• Highlights two critical aspects: knowing which categories received funds and understanding total allocations for effective management.

Data Entry Process in CicOP

• Transitioning back to the CicOP system, the speaker begins entering data for each category based on prior records.

• Stresses the significance of ensuring that AUX 1 reflects their technological number to confirm ownership of resources accurately.

Chapter 21 Overview

Detailed Breakdown of Financial Entries

• The speaker identifies a financial entry for a total amount of 109,500 and confirms its accuracy. This is the first entry in the series being processed.

• The next entry, labeled 21601, is executed with a total of 97,500 confirmed as correct. The process involves verifying each entry before moving to the next one.

• Following this, the speaker processes entry 24601, which amounts to 195,000. Each step includes executing commands to ensure all fields are filled correctly.

• Entry 24701 is then executed for a total of 140,000, continuing the pattern of confirming amounts after execution. This systematic approach ensures accuracy throughout the process.

• The speaker proceeds with entries up to 35401, concluding with an amount of 65,000 and confirming that all nine movements have been recorded accurately over three months. Each movement is double-checked for correctness in amounts listed.

Verification Process

• A thorough review of all entries is conducted by listing them out: from 21101 through to 35401, ensuring that each number corresponds correctly with its respective amount previously noted.

• The speaker emphasizes that all amounts have been verified as correct: including totals like 65,000, 109,500, and others listed sequentially during processing steps. This reinforces accountability in financial tracking practices.

TRN Validation

• Discussion on TRN (Transaction Reference Number) indicates that most entries carry a standard TRN format (TRN-00) except for two specific austerity-related entries which use a different format (TRN-AR AR00). This distinction highlights variations based on transaction types or categories being processed.

Handling Non-Compliant Records

• The speaker explains how to manage records not associated with their technological institution by selecting those entries where AUX 1 does not match their institutional number (IT 043). This selective deletion process ensures only relevant records remain active in their system.

Final Steps and Data Saving

• After entering all necessary data and ensuring compliance with institutional standards, the final action involves saving these records successfully within the system interface—confirming successful data storage through prompts received post-action completion.

This structured approach provides clarity on managing financial transactions effectively while maintaining accurate records aligned with institutional requirements.

Process Submission and Review Workflow

Submitting the Process

• The user inputs their process number into a search window, clicks on a blue line indicating the process, and confirms to continue with the submission.

• A description window appears; the user leaves it blank and accepts, receiving confirmation that document data has been saved successfully.

• After submission, the user notes that they can no longer find the process as it has moved to the next stage of review.

Review Process Overview

• The speaker emphasizes preparing all necessary information beforehand for a smoother submission experience.

• To check the status of their sufficiency request, users navigate through operational menus to monitor workflow progress by entering their process number.

Tracking Progress

• Users can view detailed steps taken in the review process, including timestamps for actions like saving data and sending it for review.

• Once reviewed by both an administrative subdirector and a director, users can confirm completion by checking if transactions are finalized in the workflow supervision menu.

Final Steps

• The last recorded action is sending for authorization at 10:57 AM after initial submission at 9:50 AM. Final confirmation shows that all transactions have been completed successfully.