Funds Management &
Labor Distribution
The Oracle Grants Management (OGM) system provides an integrated post-award grant accounting and project management solution for the University. Sponsored research administration can be broken down into two stages, pre-award and post-award. With the implementation of Oracle Grants Management, most of the post-award functions of sponsored research administration will be automated in the Financial phase of the project. The pre-award functions will be addressed in a pre-award module of Oracle Grants Management to be released and implemented in Phase 2.

OGM is built using another powerful Oracle application - Projects. Using this application to administer fund sources other than grants has the capacity to resolve many of the accounting issues faced by schools, departments and other operating units. As a result, the University of Virginia will be using OGM for all fund sources, an approach called Project Centric.

The Oracle Labor Distribution (LD) application is used with OGM to provide an efficient mechanism to allocate labor costs (salaries, wages, etc., for all faculty, staff, and student workers) to different fund sources. In addition to allocating labor costs, LD also provides a means for processing funding adjustments and to account for labor charges to federally sponsored programs and other awards. The LD application uses the powerful and flexible Oracle reporting tools to support effort reporting for federal compliance purposes. LD will enable the University to collect better information on cost sharing funds provided to supplement federal and other awards.

LD provides the following functionality:

•  Labor scheduling
•  Distribution adjustments
•  Encumbrances
•  Effort reporting
•  Management reporting

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PTAEO - New University Charging Instructions

Segment Descriptions
The following descriptions represent our current expectations of the University's new charging instructions. These segment descriptions could change following testing of the applications. Exact placement of codes such as those for the state and for financial reporting has not yet been determined.

Project
•  Activity or event with a single purpose that may be    executed over a specified period of time (e.g., a    conference, a research project, a course, departmental    operations, etc.)
•  Specific funding sources (designated by the Award/s in    the PTAEO)
•  Predetermined budget
•  May cross fiscal years
•  Not an organization or an employee
Task
•  All Projects have a least one Task
•  Used to differentiate various components of a Project
•  Represents the Work Breakdown Structure (WBS)
Award
•  Awards may fund one or many Projects
•  All grants and contracts will be "billable Awards"; bills    will be generated in Oracle Grants Management and sent    to Accounts Receivable for collection
•  Other sources (state funds, gift funds, conference fees,    etc.) will be "non-billable Awards"; revenue will be    generated outside Oracle Grants Management as    allocations, receivables, deposits
Expenditure Type
•  Used to categorize the type of expenditure or other    transaction (salaries, wages, supplies, equipment, etc.)
•  Expenditure types in Oracle Grants Management    (entered as text) map directly to object codes in the    General Ledger account structure
•  More expenditure types than object codes
Organization
•  Unit to which transactions are recorded
•  Maintains an identified group of employees
•  Ongoing business function engaged in one or more of    the University's activities and missions
•  May have assigned space
•  An established budget
•  Fiscal oversight by a designated individual
•  Part of UVa reporting structure (i.e. hierarchy of    parent/child relationships)

Sample Entry
(print for better legibility)



Mapping PTAEO to the General Ledger
(print for better legibility)




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Status

The Funds Management team is completing the set up steps for the application and determining how best to use Oracle functionality to meet the requirements of the University. Team members are also drafting the procedures for use as training materials and working with the Technical team to prepare for data conversion from the legacy systems.

A sampling of FM set up steps includes:

• Define expenditure types
• Define expenditure categories
• Define revenue categories
• Define billing cycles
• Define invoice formats
• Define project statuses
• Define project types
• Define award purpose codes
• Define award types
• Define allowed cost schedules
• Define burdening (fringe benefit and overhead charges)

In addition, the team has:

1. Developed specifications for an Oracle form that departments will be able to use to request the creation or modification of Projects, Tasks, or Awards.

2. Met with process owners in the Office of Sponsored Programs and Financial Administration for input on key set up values for Projects and Awards.

3. Completed, with the Technical team, an analysis of current FAS attributes and where they will live in Oracle.

4. Clarified the relationship between expenditure types in GM and object codes in GL. In the Oracle Grants Management module, expenditure types are the equivalent of detailed object codes in FAS. Oracle requires every expenditure type be assigned an expenditure category and a revenue category. The expenditure category will be used for budgeting and reporting. The revenue category will be used for sponsored program billing.

The Labor Distribution team is also completing the set up steps for the application and determining how best to use Oracle functionality to meet the requirements of the University, as well as drafting the procedures for use as training materials and working with the Technical team to prepare for data conversion from the legacy systems.

A sampling of LD set up steps includes:

• Set up labor scheduling
• Set up effort reporting
• Set up auto population

Several solutions have been decided upon for the application:

1. The effort report approval process will be customized so it is a one step, rather than two stop, process.

2. Temp Services will enter the departmental PTAEO in LD, while fringe benefits and administrative fees will be administered in OGM (Funds Management).

3. PTAEOs will be printed on the automated time sheets.

The Technical team is beginning work on the Human Resources table conversion that is required for the Oracle applications to function (this provides Oracle with information to distribute employees' labor to projects). Positions are being mapped to what they will be in Oracle, and employee data is being converted.

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