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Project Quick Entry

Distribution

Comptroller

GM Administrator^*

GM Award Manager^*

GM GL Projects^*

GM Project Manager^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

Related Procedures

Creating & Revising a Project

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Create a new project in GA by copying a project template and using the short form, Project Quick Entry, to enter all the required and frequently used information about your project. 

Steps in Setting up Projects in GA

After receiving official notification that funding for your project is approved you will create your project in GA.

Grants Accounting
N ® Projects ® Find Projects
Find Projects

1.   Search for Templates

2.   Select [Find]

3.   Find the project template that you want to copy for your project and select [Copy To]. 

Note:  if you select [open] the template information will open.  You cannot create a new project from there.  You must select [Copy To].

• The Project Quick Entry window appears.

Scroll down in the Project Quick Entry window to see all the fields that are included for Quick Entry.  Note the check marks in the column on the right of the screen indicating required fields.  For Grants and Contracts, Principal Investigator (PI) and Fiscal Contact are required fields.

4.   Enter a unique name for your project starting with the two-letter Organizational Unit Prefix followed by a dash. The prefix should be UPPER CASE.

The system requires a unique name.  The project name may be up to thirty characters long.  Two (UPPER CASE) letter Organizational Unit Prefixes are two alpha characters representing top or parent level organizational units of the University.  The prefix will support uniformity of naming conventions and simplify finding your projects later.  Some schools have established further naming conventions.  Check with your school or Dean's office to ensure uniformity.

PROJECT, AWARD AND ORGANIZATION NAME PREFIXES

The preceding list is accurate as of August 13, 2009.  The most current version of this list, as well as for other reference material on the system at the following web location:

Integrated System web site  

5.   Describe your project in 240 characters or less.

6.   Enter the start and completion dates for the project.

Unless the project has a definite duration, like a research project, enter a completion date 25 years from start date.  End dates for projects can be changed.

7.   Select an Organization. You can query the List of Values (Ctrl L) to limit your search. 

There are around 500 Organizations defined at the University of Virginia.  When you access the LOV in the Organization field (limit your selection choices by entering % partial name of Org).  Make sure you select the correct Org.  It will be vital for reporting purposes.

Some departments appear to be listed twice like 12225 W - Police and 20005 Police Dept.  The W indicates that the department is located at the Wise, VA campus.

8.   Select the Project Manager (and Principal Investigator and Fiscal Contact if the project is a sponsored program) using the LOV (Ctrl L).

Using the LOV in a personnel field accesses the complete list of University employees.  Limit the selection choices by entering the last name of the person that you want to select followed by a comma and the wildcard, %. 

9.   Enter the expenditure function value from the LOV.

Project classifications group projects according to categories defined by UVA.  A project classification includes a class category and a class code.   The class category is text and the class code is numeric.  The Expenditure Function and the F&A Cost Code are required fields in the project classifications region in the Project Quick Entry form:

Note:  Classifications can only be entered in the Project Quick Entry form.  Only the GA Administrator and GA Setup Specialist can change/add a classification once a project is created. 

Expenditure Function - These classifications derive from the Financial Accounting and Reporting Manual for Higher Education, published and maintained by the National Association of College and University Business Officers (NACUBO). Examples of standardized names for functions: "Research, Projects & Individual" and "Conferences, Workshops, etc".  There are many defined functions from which to choose from using the List of Values (Ctrl L) or using the LOV utility in the field.

F & A Cost Code - Defined & assigned centrally for grouping project transactions for UVA’s indirect cost study. F&A stands for Facilities and Administrative (costs) formerly known as "indirect costs" or "overhead." 

Note:  The University of Virginia Financial Reporting and Analysis Expenditure Function Code Directory is available on the IS website:

Integrated System web site 

Select the Financial Links then Financial Codes & Mapping then Expenditure Code to view the list.

10. Select an F&A cost code from the LOV (Ctrl L). 

The F&A cost code is related to the expenditure function.  It is used to categorize a project's expenditures into specific "cost pools," as defined in federal government Circular A-21, which provides universities the guidance they need to calculate F&A rates.

Expenditure Function (EXPF) to F&A Code Matrix

11. The Project Owner Reporting code (Department level) (optional) using the LOV (Ctrl L).

12. Responsible Entity (Dean's level) Reporting Code (optional) using the LOV (Ctrl L).

Each has twenty-five reporting codes that they may define for department/school-specific reports.

13. Enter the Organization or use the LOV to choose the org number.

Project number will populate automatically.

Note:  Write down the project number for future reference.

14. Select [OK] to save your work and proceed.

Select the newly created project that is appearing with the list of templates. 

15. Select [Open].

Project status is "New" until approved through workflow after funding and budgeting (Chap. 4).

You can navigate into the various fields/regions to review, change and update information in your project such as the Descriptive Flex Field.  The Descriptive Flex Field (DFF) is a form with in a form to store additional information.

Review and modification of project details is an ongoing project management function.

Key members - Project Manager (required), Project Reviewer (required), Fiscal Contact, Principal Investigator (required for sponsored projects)

Your project will not be "Approved" until it is funded in GA (linked to an Award) and goes through the workflow approval process.  Key items that will be reviewed by central approvers are the Expenditure Function and the F&A cost code.

Optional fields include the following:

Tasks

Classifications (View Only)

Capital Classification - To classify projects as buildings, equipment, infrastructure, land or other assets.

GASB (Government Accounting Standards Board) Reporting Code - Defined & assigned centrally for future compliance with financial statement directive. 

Project Owner Report Code - Defined & assigned by the project owner (dept level) for grouping projects.

Responsible Entity Report Code - Defined & assigned by responsible entity (dean, dept head) for grouping projects.

Resource List Assignments

UVA Standard - Approved Cost Budget

UVA Standard - Status Reporting

Effective: 05/14/09

Revision: 11 dhw

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