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This procedure covers creating a project in the Grants Accounting module (GA) using a template.
This procedure does not cover creating a project template.
Attaching the Project Create Form
A project is an activity or event with a single purpose executed over a specified period of time (such as a conference, a research project, a course, etc.) with specific funding sources (designated by the award(s) in Grants Accounting) and a predetermined budget. A project may cross fiscal years. A project is not an organization or an employee.
Every project must have at least one task.
A preliminary project for grants may be created by the GA Setup Specialist when requested by a department if the department has received assurance from the sponsor that funding will be approved and the department needs to move forward with the project work before the official notice of award is received.
The GM Project Manager is responsible for setting up and modifying General Budget projects for their own department using attributes appropriate to their project and agreed upon by the project's key members.
The GM GL Projects is responsible for setting up and modifying General Budget projects for their own department using attributes appropriate to their project and agreed upon by the project's key members.
The GM Award Manager is responsible for setting up and modifying General Budget projects for their own department using attributes appropriate to their project and agreed upon by the project's key members.
The GM OSP Setup Specialist is responsible for creating and revising all projects that come under the purview of UVa's Office of Sponsored Programs. Upon receipt of a notice of award from a sponsor, or when a preliminary PTA is requested by a University department.
The GM Setup Specialist is responsible for creating and revising all non-sponsored projects.
The GM Viewer is responsible for initiating requests for creation or modification of projects, tasks, and/or awards.
The GM Accounting Services Workflow Approver is responsible for viewing and approval of workflow notifications for specific award types in GA.
The GM OSP Workflow Approver is responsible for viewing and approval of workflow notifications for sponsored award types in GA.
The GM Financial Analysis Workflow Approver is responsible for viewing and approval of workflow notifications for specific award types in GA.
The GM ITS Workflow Approver is responsible for viewing and approval of workflow notifications for specific award types in GA. This responsibility will belong to a person in the central office of Investment and Tax Services.
Comptroller
GM Accounting Services Workflow Approver*
GM Award Manager*
GM Financial Analysis Workflow Approver*
GM GL Projects*
GM ITS Workflow Approver*
GM Project Manager*
GM Setup Specialist*
GM OSP Setup Specialist*
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed when you know that you have funding for a new project. A project is created to accumulate and monitor costs for a given business or research activity in GA.
Create a new project in Grants Accounting (GA) from a project template.
Every project must have at least one task. When you create a project from a project template, Projects copies the task structure from the template. You may alter the task structure.
Refer to Creating Additional Tasks and Modifying Existing Tasks
The job title GA Project Creators refers to the following responsibilities:
The job title Workflow Approvers refers to the following responsibilities:
Related procedures:
Creating & Revising an Award & Funding a Project
Creating an Award Budget & Summarizing a Project Budget
Creating and Maintaining Project Templates
This activity is followed by
1. Receive information that funding for the project has been approved.
Depending upon the type of project and the nature of the award funding it, funding approval can come in various forms including but not limited to the following:
Grants Accounting
N ® Projects
Find Projects
Refer to Finding Projects
3. Select the template whose attributes best match the attributes of the project that you need to create.
Note: Non-Grants use the T-General Operating template.
5. The Project Quick Entry window appears.
Grants Accounting
N ®
Projects ®
Find Projects ® Projects, Templates Summary
Project Quick Entry
Refer to Project Quick Entry
6. Enter a unique name for your project using the proper project prefix.
The Name field is 30 characters long.
Refer to Project Prefixes
7. Enter a description for your project beginning with the proper project prefix.
The Project Description field is 240 characters long.
8. Complete other fields on the Project Quick Entry window.
Fields may be selected from lists of values (LOV) by clicking Control, L.
9. When all required fields are completed, select [OK].
10. Open the project that you just created.
Grants Accounting
N ®
Projects ®
Find Projects ® Projects, Templates Summary
Projects, Templates
Refer to Finding Projects
11. Review and/or update the Project, Template window, including options.
12. Make a note of the automatically generated project number.
You will be able to find your project, by name, within the list of values, but having the project number will expedite your search.
If your
project has an old FAS code or
13. Complete the Descriptive Flex Field for your project as needed.
Project Status inquiry (PSI) and Award Status inquiry (ASI) will not report on data in descriptive flex fields.
The
Descriptive Flex Field stores additional information about your project such as
the old FAS code and
The Descriptive Flex Field is searchable.
14. Review and/or update the detail on the project options: task, classifications, key members and controls.
Review and modification of project details is an ongoing project management function.
15. Attach Project Create Form.
Grants Accounting
N ® Projects
Find Projects
Refer to Attaching Project Create Form.
16. Save your work and exit the window.
The system will prompt you to save if you attempt to close the window without saving your work.
GM Project Manager, GM Award Manager, GM GL Projects
17. Review your projects regularly and make modifications as necessary.
GM Viewers will also review projects. Their responsibility does not allow them to make modifications, so they will request that either Project Managers or Award Managers make the changes that are required.
Typical modifications to projects include:
*To request a change to one of these classifications, please contact Randy Ellis at rbe6n@virginia.edu or Laura Lingo at lnl2x@virginia.edu. Project and Award Managers will continue to initially set up these classifications on the Project Quick Entry form, but any changes must be handled centrally.
Changes
to the Expenditure Function/F&A Cost Code are retroactive.
19. Workflow is activated automatically after project funding has been completed by the Award Manager or Setup Specialists.
You can check the status of the approval process going on in Workflow.
20. Navigate to the GA Workflow Notifications Summary window.
Grants Accounting
N ® Workflow ® Notifications
Notifications Summary
Refer to Workflow
21. Review the new or modified projects and either approve or reject.
If you reject the project explain the rejection in the comments section.
GM Project Manager, GM Award Manager
22. Navigate to the Projects, Templates window and check the status of your project.
If the project is approved, End of activity. Otherwise, goto task #10.
Goto task #18
Goto Creating Additional Tasks and Modifying Existing Tasks.
Goto Creating & Revising an Award
Goto Funding a Project.
Effective: 05/15/09
Revision: 5 dhw
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