Appia® funding

In this article:

• things to know
• add or edit fund packages
• add or edit fund sources
• assign packages to items
• delete fund package or source
• allocate funds among sources
• funding caps

Funding is an optional function in the Appia service. If your project has several sources of funding that need to be tracked and reported, such as federal government funding, state or local funds, or private contributions, you can specify fund packages and fund sources. Select the project and click Funding on the Sidebar menu to view all item funding.

If you are not analyzing and awarding bids, you can add fund packages and sources to each item when the project is in the New phase.

If you are analyzing and awarding bids, you can add fund packaging and sources to your project at any time when the project is in the New phase. You can’t assign items to a fund package until the bid has been awarded.

You cannot change the funding sources or packages for the current items in an under construction project. However, new items and additional item quantities can be assigned to any fund package when those items are included in a change order.

1. Select the project from the My Project page if you are not already there.

2. Click Funding in the Sidebar menu. The Appia service displays the Funding page.

Things to know

Each new project in the Appia service contains a default fund source and a default fund package. One hundred percent of the funds are assigned to the default fund source and package. If you would like to track more than one fund source or fund package, typically you would:

1. Complete the project item list.

2. Add the fund packages.

3. Add the fund sources.

4. Allocate funds to the packages and sources.

5. Assign items to a funding package or split the item between the packages. In an under construction project, this is done when a change order is created for new or unattached items or additional item quantities.

Once that is done, the Funding page displays each of the packages and sources, plus their funding percentages and dollars.  Each item displays its fund package and either the percentage or the dollar amount for which that package is responsible.

Add or edit fund packages

A fund package represents the specific work for which an entity has agreed to take responsibility, such as work only within city limits or work being performed in a subdivision. When a project is created in the Appia service, it contains a default fund package. Once items have been added to the fund package, you can view the package values as a percentage of the package funds or in a dollar amount.

For a new project, you should have items in your project item list before adding fund packages.

For an under construction project, add the fund package first, and then assign the funding to the new item or item quantity with a change order. 

1. Click Edit in the Funding header.

2. If you are adding a fund package for a new project, change the name of the default fund package. If you are editing the packages, change the name of any packages that are incorrect.

3. If you are adding funding to an under construction project or to add another fund package to a new project, click the Add Package button next to the Funding header. A New Fund Package field is added to the funding.

4. Change the name of the new fund package.

5. Add or change as many fund packages as needed. When you are finished, add or edit the fund sources or click Save.  

The Appia service returns to the Funding page and displays the new and updated packages.

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Add or edit fund sources

A fund source determines the division of financial responsibility under each fund package. When a project is created in the Appia service, it contains a default fund source.  

For a new project, you should have items in your project item list before adding fund sources. When a project is under construction, you can allocate the percentage or total dollars of the funds for the new source for any new fund packages. 

1. Click Edit in the Funding header if you're not already there.

2. If you are adding a fund source to a new project, change the name of the default fund source. If you are editing the sources, change the name of any sources that are incorrect.

3. To add a fund source to an under construction project or to add another fund source to a new project, click the Add Source button next to the Funding header. A New Fund Source field is added to the funding.

4. Change the name of the new fund source.

5. Add or change as many fund sources as needed. When you are finished, allocate the funds among the sources, or click Save.  

The Appia service returns to the Funding page and displays the new and updated sources.

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Assign packages to items

Now that your funding sources and packages have been established for a new project, you need to assign a fund package to each item so the Appia service knows which package is paying for which items.

If the project is under construction, funding is assigned with a change order for the new items and item quantities.

Each item in a new project is initially assigned to the package that was entered in the original default field. Use the split item functionality to assign more than one fund package to an item.

You must already have items in your project item list in order to assign fund packages. 

1. Click Edit in the Item header, below the display of the fund packages and sources.

2. Use the In dollars? toggle option to view the funding in dollars or as a percent.

3. If all the items in a section are being funded by the same package, click the Assign Fund Package menu for the section and select the package name.

4. Use the drop down menu under the Fund Package column for each item to assign or change the item’s fund package.

5. If an item is funded by multiple fund packages, click the Split button for the item. Enter the quantity that will be covered into the fields for each package. Revert a split item back to its last-assigned fund package by clicking the Reset button.

6. When you are finished assigning the packages to the items, click Save.

The Appia service returns to the Funding page and displays the new and updated fund package assignments.

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Delete fund package or source

You can delete a fund package or source only when the project is in the New phase. The original fund package and source cannot be deleted. You can change their names if they are incorrect. Other fund packages and sources can be deleted provided there are no items assigned to them.

1. Click Edit in the Funding header.

2. Click the X for any fund package or source you want to delete.

3. Click Save.

The Appia service deletes the package or source and remains on the Funding page.

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Allocate funds among sources

Allocate the appropriate fund amount of a package to each source for both new and under construction projects. The value of the default fund package and default fund source fields cannot be edited. Instead, enter totals in the other fields, and the Appia service changes the amount in the default fields to either 100 percent.

You can enter a dollar amount only for the default fund package until items have been assigned to the other packages. Use the In dollars? toggle option to view the funding in dollars.

1. Click Edit in the Funding header.

2. Add the percent of funding in the appropriate fields for the packages. The total for the default package adjusts automatically to equal 100 percent.

3. When you are finished, click Save.

The Appia service returns to the Funding page and displays the new and updated allocations.

Funding caps

The funding cap feature allows a funding package with sources to have a cap dollar value on a source. Once the cap is met, another source is designated to pull the dollars from.

With funding caps, you can designate:

• Priority funding packages - funding will be drawn from packages and sources in the order that you designate
• Caps on the dollar amount drawn from a source - when this cap is met, Appia will pull funding from the next designated priority source

Funding caps are a way to ensure that any funding specifications are met and to automate accurate funding reports.

Add a funding cap

When a project is in the new phase, go to the Funding tab to set up your funding packages and sources as usual. Funding caps follow the same workflow given in the preceding sections.

Once your funding is set up, we recommend associating project items to funding packages so you can see the dollar amounts update in real time.

Finally, to add a funding cap, follow these steps:

1. From the Funding tab, find the Funding panel and click Edit.
2. Next to each fund package's name, you'll see an expandable action menu. Click to expand this menu.
3. Select Edit. You will see the funding package's edit page with an automatic Funding Priority 1 making up 100% of the funding package.
4. From the funding priority panel, click Edit. Now you can add sources to the priority and add funding caps.
5. Find the source you want to add a cap to and click to expand its action menu.
6. Select Add funding cap. 
7. Click into the dollar amount entry field and enter a number to cap the source.
8. From the drop-down menu, select a source for the next priority to pull from.
9. Click Add cap.

You will now see the designated dollar amount in the Allocation column. You will also see a new panel called Funding Priority 2 appear with its designated source making up the remainder of funding for its relevant package.