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This procedure covers creating additional tasks and modifying tasks in Grants Accounting (GA).
Finding Projects & Project Templates
Tasks-Creating & Modifying Tasks
Every project must have at least one task. When you create a project from a project template, GA Projects creates the one task from the template by default. This task is named Task 1 and the task number is 101. GA Project Managers (and higher level GA responsibilities) can add additional tasks to a project. All task names should conform to the UVA naming convention of mixed case. Task numbers can range from three to eight characters; for example, 102,102.33, 10222, or 12345.67. Basic task information includes task number, task name, start date, and task description.
Work Breakdown Structure (WBS) refers to the method of structuring a given project into discrete tasks for the purpose of cost accumulation and monitoring. A project must have at least one task in the WBS; but may have more tasks if desired. These tasks can be further broken down into related tasks and subtasks.
The GM Award Manager is responsible for determining, entering, and modifying when necessary the task(s), WBS, for Non-G & C projects in Grants Accounting.
The GM Project Manager is responsible for determining, entering, and modifying when necessary the task(s), WBS, for Non-G & C projects in Grants Accounting.
The GM GL Projects is responsible for determining, entering, and modifying when necessary the task(s), WBS, for Non-G &C projects in Grants Accounting.
The GM Setup Specialist is responsible for determining and entering the task(s), WBS, for a project in Grants Accounting.
The GM OSP Setup Specialist is responsible for determining and entering the task(s), WBS, for Grants & Contract projects in Grants Accounting.
GM Administrator*
GM Award Manager*
GM GL Projects*
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 whenever additional tasks are needed to break down work within a project.
The job title GA Project Creators refers to the following responsibilities:
1. Choose the appropriate responsibility to access the GA database.
2. Locate and open the project.
This is the project for which additional task(s) will be entered.
Grants Accounting
N ®
Projects
Find Projects
Refer to Finding Projects & Project Templates
If you want to modify an existing task, goto task #3. Otherwise, goto task #4.
3. Select the task that requires modification.
Grants Accounting
N ®
Projects ®
Find Projects ® Projects, Templates Summary ® Open ® Detail
Tasks
Refer to Tasks-Creating & Modifying Tasks
4. Select a task and choose [Create Peer Task] or go to the next open line and enter your task number, name and description.
Do not use [Create Subtask], UVA is not using this function.
Refer to PTAEO Code
5. Enter task options as needed.
You may enter options for your tasks, such as task manager, duration, etc. However, these options are not required. Be careful that the duration of any tasks you create are the same as the duration of the project. Otherwise, you will have difficulty charging to your created tasks.
6. Enter the basic task information.
Basic task information includes task number, task name, start date, and task description.
Update any of the task details that default in for the task if necessary.
7. Create additional tasks if necessary.
8. Create any task options as required for your project
To review or change task details:
Refer to Expenditure Batches in GA
Effective: 07/22/09
Revision: 1 dhw
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