Document Repository

Document Repository

This repository holds selected, regularly updated, documents that contain valuable information for working in the Integrated System environment. Documents are updated each Monday.

General Information | Award and Project | Financial Codes and Mapping | Responsibilities

General Information

HR Field Definitions and Lists of Values
This spreadsheet contains the following information about the People database:

names of forms and fields which are used by schools or departments
definitions of the fields
values in any field with a list of values
definitions of the values where not obvious
what type of person or assignment the field is used for
whether the field is required

Integrated System Business Rules
This is a comprehensive set of rules for operating within the Oracle financial environment. All financial transactions and Project-Task-Award combinations must be consistent with these established business rules.

Organization Document
This document presents the Organization codes and descriptions for U.Va. as well as ISDS advisor and data security contacts, LD suspense award and LD suspense project for each Organization.

Project, Award, and Organization Prefixes
These prefixes are to always be used by each ISDS advisor area when creating "pick list" names for awards, projects, and organizations.

Discoverer Predefined Reports Inventory
This document includes the following information on all Discoverer reports created by ISDS: name, intended user, purpose, description, frequency, parameters, page items, and columns.

Processing Funds (Best viewed with Microsoft Internet Explorer)
Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control.

Award and Project Information

Mapping Award Prefixes to Award Types
This spreadsheet provides information on the relationship between the two-character award prefix and the award types that may be assigned to each award prefix.

Project Types
This spreadsheet provides information on the different types of projects that can be created in the Integrated System and the appropriate expenditure function codes that can be assigned to each type of project. It also contains information on project numbering.

Active PTA Combinations
All valid PTA combinations, including project FAS account mapping may be found in the Discoverer report IS.FM_Active & Inactive Award-Project-Task Combinations.

Award Common Attributes
Attributes for all awards, including number, name, owning organization, award type, start and end dates, award manager and award oversight names, purpose code, etc., may be found in the Discoverer report IS.FM_Award Common Attributes.

Project Common Attributes
Attributes for all projects, including number, name, owning organization, project type, start and end dates, project manager name, expenditure function code, etc. See the Discoverer report IS.FM_Project Common Attributes.

Financial Codes and Mapping

Object Codes (GL)
Object Codes and their descriptions may be found in the Discoverer report IS.GL_Object Code. This document lists all balance sheet, revenue, and expense object codes in the U.Va. General Ledger.

Expenditure Types (GM)
Expenditure Types and their descriptions may be found in the Discoverer report IS.FM_GM Expenditure Types. Expenditure Types are the equivalent of expenditure object codes in FAS and are housed in the Funds (Grants) Management application. They represent the E values in the PTAEO. These values should be used whenever making purchases, scheduling labor or doing cost transfers.

Fund Source (GL/GM)
The Fund Source code identifies revenue by fund such as unrestricted, restricted, plant funds, etc., and by source such as state appropriation, tuition and fees, federal grants and contracts, sales and services, etc. This document lists all U.Va. Fund Source values.

Expenditure Function Codes (GM)
The Expenditure Function code identifies the use of funds, for example, undergraduate education, sponsored research training, auxiliary enterprises, student support activities, etc. Each project in Funds Management must have one expenditure function code. This document shows the U.Va. expenditure function code values.

F&A Cost Codes (GM)
F&A stands for Facilities and Administrative (costs), and was formerly known as "indirect cost."

Expenditure Functions to F&A Cost Code Mapping (GM)
This document provides the crosswalk from expenditure function to F&A code. It indicates which F&A code to assign, when setting up a new project, based on the expenditure function.

Responsibilities Information

Integrated System Application Responsibilities
A responsibility is a predefined set of data, menus, and screens that defines a user's particular level of authority while using the system. This link will take you to the web site the defines each Oracle responsibility for U.Va.

PTA Set-Up & Maintenance Activities
(This link now goes to the Processing Funds document.)
Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control.

PTA Set-Up & Maintenance Responsibilities
This documents the tasks involved in setting up and maintaining projects and awards in the Integrated System and specifies the University offices and Integrated System responsibilities associated with setting up and maintaining Project and Award relationships for different types of funds.