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Funds
Management
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.
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)
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Sample Entry
(print for better legibility)
Mapping PTAEO to the General Ledger
(print for better legibility)
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