Managing Capital Projects

The following guide is intended for Managing Capital Projects (Reviewing Project Costs, Updating Project and Task attributes, and Updating a Project Status).

Action

• Viewing Project Cost(s) and Reviewing Project Performance Data
• Adding a Task Manager to a Capital Project
• Updating Project Attributes (Project level attributes)
• Updating Project Level Attributes (Project level attributes-Classifications)
• Updating Project Attributes (Task Level attributes)
• Adding Additional Project Resources
• Updating a Project Manager and Capital Projects Project Manager
• Changing the Project Status on a Capital Project from Closed to Active
• Adding a New Task to a Constructed Equipment Project

Note: Adding a new task will only occur on Constructed Equipment projects as required depending on whether there is a new piece of equipment built for that project. For Capital Projects, the existing task structure (CC/Capitalizable Costs & NC/Non-Capitalizable Costs) will remain the same and will never change.

• Loading CREO Costs onto a Capital Project

Note: CREO will upload costs monthly to Capital Projects via an ADFDI spreadsheet. These costs will be uploaded as unaccounted, miscellaneous costs. Once in Oracle, the costs will then be accounted for and appropriate entries will be created in the General Ledger.

• Project: A primary unit of work that can be broken down into one or more tasks containing demographic and financial information at a more detailed level than an award. Multiple projects may exist to differentiate among funding years, departments, PIs, physical locations, F&A rates, or purposes such as capitalizable & non-capitalizable.
• Project Budget: An estimate of planned expenses.
• Project number:  A number that uniquely identifies each project. 
  • Each project is assigned a 3-letter prefix depending on the type of project.
    • UFP - Facilities eBuilder project.
    • SCP - UCMC shared project.
    • UCP - All other projects.
  • For projects converted from FAS (added prior to 7/1/2024), the last 5 digits of account number is used with the 3-letter prefix (UCP, UFP, or SCP).
    • Ex: For the Uchicago Center in Paris project, the FAS 8-ledger account is 881121. The converted Oracle project number will be UFP81121.
  • For projects added in Oracle after 7/1/2024, the project number will be autogenerated starting with 1000000 with the 3-letter prefix (UCP, UFP, or SCP).
• Capital Projects: Capital Projects are designed to plan, manage, and track capital investments, and are commonly utilized by businesses that make investments in capital assets.
• Constructed Equipment Project: A project that is created to manage constructed or fabricated equipment. These projects typically are equipment for departmental research purposes that have components that are built by UChicago and will be placed into service as an asset on the University’s ledger.
• Capitalizable Task: A Capitalizable Task refers to a task that is associated with capitalizable transactions/costs for capital projects.
• Capital Asset: A Capital Asset is an asset that is constructed based on costs that can be capitalized, specifically for capital projects.
• Capitalization: Capitalization involves transforming costs or expenses associated with a project into capital assets for that project.
• POETAF: POETAF is an acronym that represents the most granular level of detail of a project. It is a combination of project segments that describe an expenditure item, including Project, Expenditure Organization, Expenditure Type, Task, Award, and Funding Source.
• Expenditure Item: A cost transaction that includes POETAF attributes along with a transaction date and other attributes.
• Task: The lowest level of a project used to organize project work into smaller, more easily manageable/reportable units of work such as subawards and participant support.
• Miscellaneous Cost: Miscellaneous costs are normal, necessary, and reasonable costs that a business must pay to run. These expenses may include legal fees, professional fees, business travel, and construction fees used for business purposes.

View Project Costs and Review Project Performance Data

Once a project is active and has a baselined budget, costs can start to be incurred against projects. Most of these costs will be flowing from Procurement (via the Oracle UI or various integrations) and Project Managers can view these costs on the project records in PPM.

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Costs     

4. Select the Taskbar
5. Select Manage Project Costs

           

6. Populate the fields with the required project information

Note:  Clicking Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

7. Select Search

8. Select the Transaction Number hyperlink to view details of project costs including Project Name, Task Name, Expenditure Type, and Amount

           

9. Select Actions

Note:  The Project Cost page will show the POET (Project, Expenditure Organization, Expenditure Type, Task), information related to the expenditure

This page will also show the source of the transaction. If there is an Invoice and Purchase Order related to this project cost, there will also a drill down capability to these details     

         

10. Select Accounting

Note:  Create Accounting will be a scheduled process

11. Select View Accounting

Note:  Create Accounting for costs originating from Payables & Procurement will be run in that source system. In PPM, users can view the debit, credit, and encumbrance entries that were derived

For costs originating from Workday, Create Accounting will be run in PPM   

 

12. Expand the transaction line

 

13. Verify the transaction line information

14. Select Done      

15. Select Projects
16. Select Project Financial Management       

 

17. Expand the Search pane        

 

18. Populate the fields with the previously created project details and then select Search

Note:  Clicking Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

19. Highlight the Project row and right-click to see a list of options    

20. Select Update Project Performance Data

Note:  Update Project Performance Data will be a scheduled process       

           

21. Select OK         

22. Select Review Project Performance

Note:  The Update Project Performance Data process will take a few moments to run. Until that time, the Review Project Performance task will be greyed out. If this process is scheduled on a nightly basis (for example), then this will not be an issue as the process will have fully run before viewing

Project Managers and Project Administrators listed on the project will have the ability to review the Project Performance Data       

23. Verify the high-level view of the costs associated with the project, which can be viewed against the project budget and project tasks; Select Done

You have now completed the process of Viewing Project Cost(s) and Reviewing Project Performance Data

A Project Manager (or Project Administrators listed on the projects) will also be able to add a Task Manager to a project

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management

4. Expand the Search pane        

 

5. Populate the fields with the previously created project details and then select Search

Note:  Clicking Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Select the Project Name hyperlink 

7. Select the Taskbar
8. Select Manage Financial Project Plan

Note:  If you highlight the project row and right click in the row, you will see the same options as if you click the Project Name hyperlink and click the Taskbar (list icon on the right-hand side of the screen)         

9. Select a Task

           

10. Select Actions
11. Select Manage Tasks
12. Select Edit Task Details

           

13. In the Task Manager field, select the appropriate employee from the drop-down
    1. For University Capital Projects, University Capital Projects (Facilities e-Builder), University IT Projects, & University IT Projects - Cloud Based Internal Projects, the same Task Manager must be added to the NC task as well.
    2. For University Non-Capital Projects, and University Non-Capital Projects (Facilities e-Builder), there will be only 1 task to add the Task Manager.
    3. For Shared Construction Projects and University Constructed/Fabricated Equipment project, the same Task Manager must be added for all tasks [Exception: For Shared Construction Projects task 3 (Non-Capital UCM Share) will not ever be charged so there would be no need to add a Task Manager to this task]
       1. You can either click Save and Close and repeat steps 10 - 13 for the second task.

OR

14. 1. 2. You can click Save and the use the Task Number dropdown (at the top of the screen under Edit Task Details) to switch to the NC task and repeat step 13

15. Select Save and Close

16. Verify the Task Manager Name

Note:  The person that is added as a Task Manager must be added as a Project Team Member on the project (see the Adding Additional Project Resources section of this QRG)     

You have now completed the process of Adding a Task Manager to a Capital Project

Project Managers and Project Administrators listed on the project can update Project Attributes

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management

4. Expand the Search pane

           

5. Populate the fields with the previously created project details and then select Search

Note: Clicking Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Select the Project Name hyperlink

           

7. Select the Taskbar
8. Select Manage Financial Project Settings

Note:  Highlighting the row and right click, you will see the same options as if you click on the Project Name hyperlink and the Taskbar (list icon on the right-hand side of the screen)   

9. Select the Additional Information tab       

10. You may update any of these descriptive attributes listed at any time throughout the lifecycle of the project. Select Save after updating any attributes
    1. FAS Account is not applicable for Capital Projects
    2. GL Fund, Non-Capitalizable Purpose, and COA Site will likely not ever be updated throughout the lifecycle of the project. Since these fields drive accounting, they will likely stay static after the project creator populates them when first creating the project. COA Site will default to 999  

You have completed the process of Updating Project Level Attributes on a Capital Project

Project Managers and Project Administrators listed on the project can update Project Attributes

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management

4. Expand the Search pane       

5. Populate the fields with the previously created project details and then select Search

Note: Selecting Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Select the Project Name hyperlink

Note:  Highlighting the row and right click, you will see the same options as if you click on the Project Name hyperlink and the Taskbar (list icon on the right-hand side of the screen)   

7. Select the Taskbar
8. Select Manage Financial Project Settings

9. On the General Tab under the Project Classifications section, select the Edit button        

10. Select the Add (+) icon to add a new Class Category
11. In the Class Category dropdown, select Property Code
12. Choose the appropriate Class Code
13. Enter a percentage      

14. Expand the grey chevron of the row
15. Select the Context Prompt as Capital Project Details
16. You may enter a specific Floor or Room (if appropriate)
    1. The Room field is a free-text and can hold multiple room values. A use case for this may be if a renovation capital project spans multiple rooms on a single floor

Note:  The Floor list mirrors the floor list in the legacy PMS system

17. Select Save and Close

You have completed the process of Updating Project Level Attributes (Classifications) on a Capital Project

Project Managers and Project Administrators listed on the project can update Project Attributes

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management

4. Expand the Search pane       

 

5. Populate the fields with the previously created project details and then select Search

Note:  Selecting Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Select the Project Name hyperlink 

7. Select the Taskbar
8. Select Manage Financial Project Plan

Note:  highlight the row and right click, you will see the same options as if you click on the Project Name hyperlink and the Taskbar (list icon on the right-hand side of the screen)   

9. Select one of the rows in the task structure

Note:  DO NOT click into the header row with the project name and number. Click to one of the child rows of the task structure

10. Select the icon in the Additional Information column    

 

11. You may update any of these descriptive attributes listed at any time throughout the lifecycle of the project. Select OK after updating any attributes
    1. For University Capital Projects, University Capital Projects (Facilities e-Builder), University IT Projects, University IT Projects – Cloud Based Internal Projects, Shared Construction Projects, and University Constructed/Equipment Projects, make sure to update the same values for all the task rows.
    2. For University Non-Capital Projects and University Non-Capital Projects (Facilities e-Builder), this will not be applicable since these projects will only have one task
    3. Exception: For Shared Construction Projects task 3 (Non-Capital UCM Share) will not ever be charged so there would be no need to update any of these attributes for this task

Note:  COA Program and COA Activity will likely not ever be updated throughout the lifecycle of the project. Since these fields drive accounting, they will likely stay static after the project creator populates them when first creating the project. COA Program and COA Activity will default to 9999 and 99999 respectively

Asset Description/Tag Number will be applicable for Constructed Equipment Projects      

You have now completed the process of Updating Task Level Attributes on a Capital Project

Project Managers and Project Administrators listed on the project can update Project Resources

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management

4. Expand the Search pane       

 

5. Populate the fields with the previously created project details and then select Search

Note:  Selecting Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Select the Project Name hyperlink 

7. Select the Taskbar
8. Select Manage Project Resources

Note:  highlight the row and right click, you will see the same options as if you click on the Project Name hyperlink and the Taskbar (list icon on the right-hand side of the screen)   

 

9. Select Add Resource to add an additional resource to the project

Note:  If you add a Task Manager (see Adding a Task Manager section of this QRG), make sure that person is added to the project as an additional team member

(All capital projects will have two defaulted project administrators from Central F&A. Other additional resources may be added as project team members)   

10. In the Resource Field, use the dropdown to select the employee to be added to the project

Note:  Most additional resources added to a project will have a role as a Project Team Member

11. In the Role field, use the dropdown to select the appropriate project role
12. Select Save and Close

13. Select Save and Close

You have now completed the process of Adding Additional Project Resources

Project Managers and Project Administrators listed on the project can update Project Resources

1. Select the Single-Sign-On button and then complete the sign-in steps.       

2. Select Projects
3. Select Project Financial Management

4. Expand the Search pane        

 

5. Populate the fields with the previously created project details and then select Search

Note:  Selecting Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Select the Project Name hyperlink 

7. Select the Taskbar
8. Select Manage Project Resources

Note: Highlighting the row and right click, you will see the same options as if you click on the Project Name hyperlink and the Taskbar (list icon on the right-hand side of the screen)   

9. Select the dropdown of the Project Manager resource that you want to replace 

Note: When updating or replacing a Project Manger/Capital Project manager both should have same name

10. Select Replace Resource

           

11. In the Resource field, use the dropdown to select the updated employee
12. Select Save and Close

13. Select Add Resource to add a new Project Manager      

 

14. In the Resource field, use the dropdown to select the employee
15. In the Project Role field, use the dropdown to select the project role (this will be Project Manager)
16. Select Save and Close

17. Select the dropdown of the new Project Manager resource added
18. Select Set Primary Project Manager         

19. Select the dropdown of the old project manager resource
20. Select Delete

Alternatively, you may click Update and end date the old resource. (Navigation: Update > Provide a To Date > Save and Close). This would ensure that the old resource does not receive any requisition approval requests but is still documented on the project for reporting and record keeping.

21. Select Save and Close

You have now completed the process of Updating a Project Manager and Capital Projects Project Manager

A project in a Closed status would only be changed back to an Active status in the event of a cost correction. If a correction needs to happen against an already closed project, the project must be switched to an Active status. Once, the correction has been completed, the project can then be closed again

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management      

4. Expand the Search pane        

5. Populate the fields with the previously created project details and select Search

Note: Selecting Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

6. Highlight the project row
7. Right-click on the row to see a list of options and select Manage Financial Project Settings    

8. Select Change Status 

9. Select Closed Submitted from the dropdown and enter the comments (if desired)

Note: This status change will route for approval to Central F&A (Capital Projects Central Administrator)

10. Select Save and Close

Note: Once approved, you might have to refresh your screen a couple of times

            

11. The Capital Project status has changed from Closed to Active

Note: Once the cost correction occurs, you must change the status of the Project back to Closed. This occurs by selecting the Change Status button and then selecting Closed    

You have now completed the process of Changing the Project Status from Closed to Active

 

 

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Project Financial Management      

 

4. Expand the Search pane        

 

5. Populate the fields with the previously created project details and then select Search

Note:  Selecting Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

 

6. Highlight the project row
7. Right-click on the row to see a list of options and select Manage Financial Project Plan      
   1. For constructed equipment projects, add a new task per piece of equipment built. The task structure will default to the standard Capitalizable Costs & Non-Capitalizable Costs task structure used for most capital projects. Adding the first piece of equipment will involve updating the Capitalizable Costs task to the first piece of equipment being built        

8. Highlight the Capitalizable Costs row. Rename the Task Name to the description of the piece of equipment and rename the Task Number

Note:  The renamed task number will be in a sequential order starting with 1       

9. Ensure that both the Capitalizable and Chargeable Flags are checked

Note: Since this was the Capitalizable Costs task that was defaulted on the project template (and it is just being renamed), the Chargeable and Capitalizable tasks will be checked. However, it is good practice to ensure these flags are checked

10. Choose Additional Information
11. Enter the Asset Description/Tag Number (if applicable)

Note:  The Context Segment will ALWAYS be Capital Projects Details

12. Select OK         
13. If there is a second piece of equipment, click the dropdown of the “+” and select Peer Task to add a new task          

14. Enter the description of the piece of equipment as the Task Name and enter the Task Number

Note:  The renamed task number will be a sequential order starting with 1

15. Ensure that the Planned Start Date and the Planned Finish Dates follow the dates of other tasks

Note: The Planned Start Date and Planned Finish Date will default to the start date of the project. Update the Planned Finish Date to follow the Planned Finish Dates of the other tasks      

16. Ensure that the Capitalizable and Chargeable Flags are checked

17. All constructed equipment tasks added will be eligible to be charged against and will be eligible for capitalization

Note: When adding a new task, the Chargeable and Capitalizable Flags are defaulted to checked. However, it is good practice to ensure these flags are checked

18. Choose Additional Information      
19. Choose the Context Segment and enter the Asset Description/Tag Number (if applicable); Select OK

Note:  The Context Segment will ALWAYS be Capital Projects Details   

20. There will always be a Non-Capitalizable Costs task for all Constructed Equipment Projects. This is to capture all non-capitalizable costs that may be incurred against these projects

Note: This task is to remain as is on every Constructed Equipment Project. This task, by default, will be eligible to be charged against but not eligible for capitalization

21. Select Save and Close

You have now completed the process of Adding a Task to a Constructed Equipment Project

1. Select the Single-Sign-On button and then complete the sign-in steps.     

2. Select Projects
3. Select Costs     

 

4. Select the Taskbar
5. Select Capture Costs 

 

6. Select Create Costed or Accounted Transaction for Third-Party Applications         

7. Open the downloaded ADFDI spreadsheet and select Enable Editing 

 

8. A Connect with Oracle prompt will appear; select Yes

           

9. An Oracle Login prompt will appear; Login in using the same credentials that you used in Step 1

Note:  Once logged in, the ADFDI spreadsheet will become visible.    

 

10. Enter the header information as required (the * represents required fields that must always be populated)
    1. Business Unit, Transaction Source, Document, and Expenditure Batch are all REQUIRED fields
    2. Business Unit will ALWAYS be University Capital Project
    3. Transaction Source will ALWAYS be CREO
    4. Document will ALWAYS auto-populate to Unaccounted CREO Expenses
    5. Expenditure Batch will ALWAYS be populated with a specific nomenclature
    6. Batch Description is an OPTIONAL field

11. Populate the required fields (the * represents required fields that must always be populated)
    7. Document Entry and Expenditure Item Date are all REQUIRED fields
    8. Document Entry will ALWAYS be Unaccounted CREO Expenses
    9. Expenditure Item Date will ALWAYS be the date that you are loading the costs. Enter the date in the mm/dd/yyyy format

Note: Double-click into the cell in the Document Entry column. This will allow the ADFDI spreadsheet to connect to the Oracle environment and bring up the in-system search functionality. Search for the required value and click OK. The value will then appear in the cell in the Excel spreadsheet      

 

12. Populate the required fields (the * represents required fields that must always be populated)
    10. Project Name, Project Number, Task Name, and Task Number are all REQUIRED fields
        1. If you double-click into the cell and enter the Project Name, the project number will auto-populate
        2. If you double-click into the cell and enter the Task Name, the Task Number will auto-populate

Note: Double-click into the cell in the Project Name and Task Name columns. This will allow the ADFDI spreadsheet to connect to the Oracle environment and bring up the in-system search functionality. Search for the required value and click OK. The value will then appear in the cell in the Excel spreadsheet       

13. Populate the required fields (the * represents required fields that must always be populated)
    11. Expenditure Type, Expenditure Organization, and Quantity are all REQUIRED fields
    12. Expenditure Organization will ALWAYS follow the project organization
    13. Quantity will ALWAYS be 1

Note: Double-click into the cell in the Expenditure Type, and Expenditure Organization, columns. This will allow the ADFDI spreadsheet to connect to the Oracle environment and bring up the in-system search functionality. Search for the required value and click OK. The value will then appear in the cell in the Excel spreadsheet   

 

14. Populate the required fields (the * represents required fields that must always be populated)
    14. Original Transaction Reference, Accounting Date, Transaction Currency, and Transaction Raw Cost are REQUIRED fields
    15. Original Transaction Reference will ALWAYS follow a specific nomenclature. If loading multiple costs in a given month, this will always be the same for every cost
    16. Accounting Date will ALWAYS be the last date of the month
    17. Transaction Currency will ALWAYS be USD
    18. Transaction Raw Cost is the actual amount of the cost

Note: If you add a negative cost, make sure the Unmatched Negative Transaction column is Yes 

15. If you like to create another cost, add another row like on any Excel sheet. Once added you can add the required information following the above steps
    19. Fields such as Document Entry, Expenditure Item Date, Expenditure Organization, Quantity, Original Transaction Reference, Accounting Date, and Transaction Currency will remain static in a given month.
    20. Fields such as Project Name, Project Number, Task Name, Task Number, and Transaction Raw Cost may differ depending on how may costs are being loaded in a given month

Note: You may copy down fields that may stay static       

 

16. Once all fields are entered correctly and verified, click Export in the ADF Desktop Integration tab        

17. Select the Process Transactions checkbox
18. Select OK         

19. If successful, the Error Message column will show ‘Row inserted successfully’

Note: If there are any errors, the Error Message column will show Insert Failed. A Status Viewer popup will show any detailed error message on the right side of the screen     

20. Navigate back to the Oracle screen and Close the Capture Costs popup

           

21. Select the Taskbar
22. Select Manage Project Costs         

 

23. Populate the fields with the required project information and then select Search

Note:  Clicking Advanced will show more robust search capabilities. You can search by keywords in each field by changing the search parameters from 'Starts with' to 'Contains'

24. Select the Transaction Number hyperlink to view details of project cost including Project Name, Task Name, Expenditure Type, and Amount

Note: The Manage Project Costs page will show the POET (Project, Expenditure Organization, Expenditure Type, Task), information related to the expenditure

This page will also show the source of the transaction. If there is an Invoice and Purchase Order related to this project cost, there will also a drill down capability to these details     

25. Select Actions  

26. Select Accounting
27. Select View Accounting

Note:  Create Accounting for costs originating from Payables & Procurement will be run in that source system. In PPM, users can view the debit, credit, and encumbrance entries that were derived

For costs originating from Workday or AIS, Create Accounting will be run in PPM. This will be the same for costs from CREO

Create Accounting will be a scheduled process. It can always be run ad hoc off schedule. To do this click Actions > Post to Ledger. Once Accounting has run, click View Accounting        

28. Expand the transaction line    

29. Verify the transaction line information

You have now completed the process of Loading CREO Costs on a Capital Project