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Obligation Detail

PMG Support
  • Updated

The Obligation Detail section is located below the STIP Funding section on the FMIS Project Detail tab. This section allows users to view, add, and edit obligation detail records for an FMIS project version. Users can also associate project locations to each obligation detail record and, when needed, convert GIS locations to Non-GIS locations so the record meets FMIS location business rules.

NOTE: Users without edit access, or users viewing a locked FMIS project version, will only be able to open the record in read-only mode.

 

Half Pane View

In half-pane view, Obligation Detail records are summarized below the ribbon header in grouped subsections. Records are grouped by Work Phase and display the effective authorization date and summarized funding amounts.

 

Full Pane View

In full-pane view, the Obligation Detail table displays the records for the FMIS project. Users can expand grouped rows to review detail lines and, when the project version is editable, open an obligation detail record for editing.

 

Obligation Detail Table

The Obligation Detail table shows the obligation detail records that belong to the FMIS project. Depending on the project state and user permissions, users may see the following actions:

  1. View a record in read-only mode ().
  2. Edit an existing record (image.png).
  3. Add a new obligation detail record ().
  4. Save or delete () staged changes from the table.

The table includes the detail line values for Improvement Type, Fund Source, Program Code, Detail #, and funding amounts. Withdrawn obligations can also be displayed when that option is available (checkbox).

 

Add a New Obligation Detail Record

To add a new obligation detail record, follow these steps:

  1. Open FMIS Projects.
  2. Select a project in the table to open its Detail tab.
  3. Expand the Obligation Detail section.
  4. Click the "Add New Obligation Detail Item" icon in the section header ().
  5. Select the Parent Work Phase, Improvement Type, and Fund Source.
  6. Update the Detail # if needed.
  7. Select any applicable Other Statistics.
  8. In the Funding table, enter at least one funded line where Federal Funds plus Advance Construction is greater than $0.
  9. In the Location section, click Add Location From Existing Locations and select one or more project locations.
  10. Confirm whether the detail should use GIS or Non-GIS locations.
  11. Complete any required location fields and validations.
  12. Click Save.

The Save button is enabled only when all required funding and location validations pass.

 

Edit an Existing Obligation Detail Record

To edit an existing obligation detail record, follow these steps:

  1. Open FMIS Projects.
  2. Select a project in the table to open its Detail tab.
  3. Expand the Obligation Detail section.
  4. Click the pencil icon for the record you want to edit (image.png).
  5. Review the read-only header values at the top of the pop-up, including Parent Work Phase, Improvement Type, Fund Source, and Detail #.
  6. Update funding values as needed.
  7. Update location selections or location attributes as needed.
  8. Resolve any validation warnings or errors shown in the pop-up.
  9. Click Save.

If a record is read-only, users can still open it with the view icon to review the data.

 

Funding Section

The Funding table lists the program-code lines available for the selected federal fund source. Available balances are calculated from FMIS balances minus pending obligations. Users enter or update the amounts they want to obligate on the applicable line items. Useful notes for users:

  1. At least one funded line is required before the record can be saved.
  2. Demo program codes require a Demo ID before save.
  3. Budget validations prevent users from exceeding available program code, limitation, or demo balances.
  4. Funding and location totals must remain aligned before save is allowed.

 

Location Section

The Location section is where users associate project locations to the obligation detail record and, when applicable, edit Non-GIS attributes. These tools appear above the location grid:

  1. Add Location From Existing Locations () - Opens a list of project locations that can be associated to the obligation detail record.
  2. GIS / Non-GIS - Sets whether the obligation detail uses GIS locations or Non-GIS locations. A single obligation detail record cannot mix GIS and Non-GIS locations.
  3. Auto Distribute Funds - Evenly distributes funding across the selected locations.
  4. Auto Calculate % of Funds - When the detail is using GIS locations, calculates Percent Funds based on the GIS location distribution. This option is not available for Non-GIS mode.
  5. Non-GIS Justification - Required for Non-GIS details unless the funded program code qualifies for the automatic exception described below.

 

Editing Non-GIS Locations

When the location type is set to Non-GIS, users can edit the Non-GIS location attributes directly in the grid. Users can update these Non-GIS fields in the Obligation Detail location grid:

  1. County
  2. Functional Class
  3. Urbanized Area
  4. Congressional District
  5. General Ownership
  6. Rural or Urban
  7. System Code
  8. Structure Number
image (24).png

Users cannot directly edit GIS route geometry in this modal as only the Route ID, BMP, and EMP are submitted to FMIS for processing. GIS rows retain the project location's route, BMP, and EMP values. If the record must use Non-GIS values instead, the user must switch the obligation detail to Non-GIS or use the Convert to Non-GIS action when it is presented.

 

GIS and Non-GIS Validation Rules

STIP Manager validates obligation detail locations against the FMIS5 State Guidance rules listed below.

Location Type Rules

  1. GIS and Non-GIS locations cannot be mixed on the same obligation detail record.
  2. If a funded program code is marked Urban Required or Urban Attributable, the obligation detail must use Non-GIS locations.
  3. When a funded Urban Attributable program code is present and the user still has staged GIS locations, the system shows a warning and offers a Convert to Non-GIS Locations action.

Non-GIS Justification Rules

  1. A Non-GIS Justification is required when the detail uses Non-GIS locations.
  2. The justification is not required when at least one funded line uses a program code marked Urban Required or Urban Attributable.

County and Statewide Rules

  1. County is required for Non-GIS locations.
  2. Statewide County (999) cannot be used with funded Urban Required or Urban Attributable program codes.
  3. Statewide County (999) cannot be used when the improvement type requires a structure number.
  4. When County is Statewide, Congressional District, Urbanized Area, and Structure Number are treated as not applicable.

Urbanized Area Rules

  1. Urbanized Area is required when the funded program code is Urban Required or Urban Attributable.
  2. For Urban Attributable program codes, the Urbanized Area must be an area with population greater than or equal to 200,000.
  3. When County is Statewide, Urbanized Area must be blank.

Rural or Urban Rules

  1. If County is Statewide, Rural or Urban must be Statewide.
  2. If Urbanized Area is the Rural value, Rural or Urban must be Rural.
  3. If an Urbanized Area is selected, Rural or Urban must be Urban unless the selected area is the statewide or rural special value.

Congressional District Rules

  1. Congressional District is required for Non-GIS locations in New Mexico unless the County is Statewide.
  2. When County is Statewide, Congressional District must be blank.

Functional Class and System Code Rules

  1. If System Code is Interstate, Functional Class must be one of the interstate classes.
  2. If System Code is Not on any Federal-Aid System, Functional Class cannot be one of the interstate classes.

Ownership Rules

General Ownership is required when any of the following conditions apply:

  1. A funded program code uses recode 963 or 964.
  2. The Improvement Type is 21 or 57.
  3. The obligation detail is marked as a Safety project.

Structure Number Rules

  1. Structure Number is required for improvement types that require a structure number.
  2. Structure Number must be blank when County is Statewide.
  3. Structure Number must also be blank when the selected improvement type does not allow a structure number.

 

Convert GIS Locations to Non-GIS Locations

When obligating Program Codes that are either Urban Attributable or Urban Required, the associated location must be Non-GIS. In these instances, the system allows users to convert GIS locations to Non-GIS locations automatically when the obligation detail cannot remain GIS.

When the Convert to Non-GIS Action Appears

The Convert to Non-GIS Locations button appears when all of the following are true:

  1. The obligation detail is currently using GIS locations.
  2. At least one active GIS location is staged on the detail.
  3. At least one funded line uses a program code marked Urban Attributable or Urban Required.
image (25).png

What the Conversion Does

When the user clicks Convert to Non-GIS Locations, STIP Manager:

  1. Takes each active GIS location on the detail.
  2. Reads the GIS location breakdown data.
  3. Builds one or more Non-GIS locations using distinct combinations of these seven attributes:
    County, Congressional District, Functional Class, General Ownership, Rural or Urban, System Code, and Urbanized Area.
  4. Removes the staged GIS locations from the detail.
  5. Switches the obligation detail to Non-GIS mode.
  6. Adds the generated Non-GIS locations to the location grid.
  7. Splits the location funding evenly across the generated Non-GIS locations.
  8. Carries the Structure Number forward to the first converted Non-GIS location when a structure number exists on the GIS location.

After the conversion is complete, the user can adjust the generated Non-GIS rows before saving.

Why Multiple Non-GIS Rows May Be Created

One GIS location can produce more than one Non-GIS row if the GIS breakdown contains multiple distinct combinations of the seven required Non-GIS attributes. This is expected behavior and allows the user to assign the obligation to valid Non-GIS records that comply with FMIS rules.

 

Save Behavior

Users can save an Obligation Detail record only when these conditions are met:

  1. The record includes at least one funded line or a valid delete action.
  2. At least one active location remains on the detail.
  3. Funding validations pass.
  4. Location validations pass.
  5. Non-GIS Justification is valid when required.

If validation fails, the pop-up shows a warning icon and the record cannot be saved until the issue is resolved.

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