The following guide is intended for Award Setup Specialists and Award Administrators who are seeking to integrate a new award from AURA to Oracle and complete additional setup in Oracle after integration. Note that the integration program has been updated to include cost share allocations and budgets.

 

Actions and topics in this guide include:

• Confirm Burden Schedule configuration in Oracle.
• Review, edit, and add award information in Oracle.
• Review, edit, and add project information in Oracle.
• Review, edit, and add contract information in Oracle.
• Submit Contract for approval in Oracle.
• Submit capitalizable project for approval in Oracle.
• Add cost share in Oracle after integration from AURA.
• Contract administrator checklist for new awards

Prerequisites:

• Confirm Burden Schedule configuration in Oracle

Important: This step is essential prior to award integration from AURA to Oracle. Failure to follow this scenario may result in integration errors that require technical intervention to resolve.

• Setup and Interface a new Award from AURA to Oracle after confirming the Burden Schedule configuration.

The Award Intake Team member/Award Setup Specialist who will integrate the award should coordinate with the Research Analytics team prior to integration to ensure that the Rate and Base combination listed on the AURA Award's Financial Accounts are configured as a Burden Schedule in Oracle.

Users with the Application Implementation Specialist role will have security to maintain configuration in Oracle. This will eventually be transitioned from the Research Analytics team to a Financial Analyst or Business Unit coordinator.

 

• Award: An award is the umbrella record that contains comprehensive demographic and financial information for a sponsored research agreement.
• Award Funding: The total anticipated funding, both direct and indirect, per Funding Source for an award.
• Award Personnel: The key members associated with an award.
• Billing Events: Fixed fee monetary amounts used for billing in lieu of invoicing costs incurred.
• Burdening: The process of calculating indirect expense.
• Contract: A record incorporating the necessary billing attributes and revenue attributes for the generation of invoices and revenue recognition to occur for an award.
• Expenditure Item: A cost transaction that includes POETAF attributes along with a transaction date and other attributes.
• Funding Allocation: The proportion of total anticipated funding dedicated to a project.
• Funding Sources: Funding Sources refer to the organizations or entities that provide the financial resources for a specific project(s) in an award.
• Invoice Method: Billing attributes associated with one or more contract lines on a contract and used to generate sponsor invoices for the contract.
• Letter of Credit (LOC): A payment method whereby the research institution is authorized to draw government funds in lieu of sending an invoice.
• 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.
• Principal Investigator: The person leading and managing the research agreement.
• 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 & and non-capitalizable.
• Project Budget: An estimate of planned expenses.
• Revenue Method: Revenue attributes associated with one or more contract lines on a contract and used to generate revenue entries for the contract.
• Revenue Recognition: The process that creates revenue entries for a contract.
• Sponsor: A sponsor is an organization that provides funding for a sponsored research agreement.
• 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.

 

1. Login using Company Single Sign-On to access your Oracle account.

  

2. Select the Settings and Actions icon in the upper right with your initials.
3. Select Setup and Maintenance under Administration.

4. Select the Taskbar.
5. Select Search.

6. Enter Manage Burden Schedules then select the Search icon.
7. Select the Manage Burden Schedules hyperlink.

8. Scroll through the upper grid using the bar at the right to validate that your Percent Rate and Base (e.g., 8.00% TDC) combination exists.
9. Alternately, export results to Excel to better view the details using the Export to Excel icon.
   • Note: If your Rate/Base combination exists, stop here, and proceed with Award integration from AURA to Oracle.

 

If your Rate/Base combination does not exist, follow these steps to configure a new Burden Schedule.

10. Select the plus "+" icon in the upper grid.
11. In the upper grid enter:
    • Name and Description: Be careful to follow the format of the other Burden Schedules.
    • Type: Provisional
    • Default Burden Structure: variable
    • Default Organization Hierarchy: UChicago Organization Tree
    • Hierarchy Version: V0 (V + zero)
    • Hierarchy Start Organization: University of Chicago
    • From Date: 01/01/1951
12. In the Burden Schedule Versions grid, if a row is not automatically added, select the plus sign to add one. Highlight the row, and then enter:
    • Version: v1
    • From Date: 01/01/1951
    • Other values should default from the upper grid: Complete them as pictured if not. (The Burden Structure is the only variable value.)
13. In the Burden Multiplier grid, select the plus "+" sign to add a row, then enter:
    • Organization: University of Chicago
    • Burden Cost Code: Indirect Expense
    • Multiplier: variable. Be sure to enter as a decimal value.

14. Select Save.
15. With the row you added still highlighted, select Build Burden Schedule.
16. The Build Status should update to Active.
17. Select OK on the Confirmation pop-up window.
18. Select Save and Close, then Done.

You have now completed the process to confirm the Burden Schedule configuration in Oracle.

 

 

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Grants Management.
3. Select Awards.

4. Select the Taskbar.
5. Select Manage Awards.

 

6. Search for the award integrated from AURA.
7. Select the Award Name or Award Number hyperlink.

8. Select Edit button.

9. Select award Purpose and award Type. These fields drive the Fund and Purpose values used for the award in the General Ledger.
10. Review the Assistance Listing Numbers.
11. Add Keywords (if applicable) by selecting the Plus icon. For example, add Clinical Trial if the award is (in part) a Federally Funded non-flow-through Clinical Trial.
12. Review and add References (if applicable). For example, add the IRB number and Protocol Number with their corresponding values if the award is a Federally Funded Clinical Trial.
    • Note: Do not edit or delete the AURA/ARTEMIS ID.

13. Scroll to the Additional Information section and select the expand icon.
14. Select the pencil icon next to Flow-Through Funds to review the Flow-Through Sponsor if applicable.
15. Review the Agreement Type, Bill Type, and Sponsor PO Number information.
    • Note: Do NOT edit these details, if changes are required request that the user submit an AURA Award Modification to ensure consistency between the systems.) Update Interest Bearing Award and Interest Available for Expenses fields as applicable.

16. Navigate to the Financial tab.
17. Review the Expanded Authority checkbox to ensure it is correctly populated.
18. Review the Funding Sources section. If the Award has Cost Share, then the Cost shared by internal sources checkbox should be checked.
19. Select the pencil icon below the Budget Period to edit the Budget Period.

20. Review and Update the Budget Period (if applicable).
    • Note: The award Close Date will default to the Award End Date + 90 days (per Grants Business Unit options) but should be adjusted to match the Sponsor's final reporting/invoicing requirements.
21. Select Submit.

22. Review the Personnel subtab to ensure the PI is populated correctly.
    • Note: Personnel other than the PI may integrate from AURA to the Oracle Project(s). Most also require access to view the Award. To grant this access, you must add them on the Personnel subtab. Use the Department Administrator role.

23. Navigate to the Projects whistlestop.  Highlight the first project row if there is more than one. Select the Expand icon in the lower section.
24. Navigate to the Financials tab.
25. Select the Create Burden Override Schedule icon.

If there is a new rate/base combination in AURA, it should be configured in Oracle before the award integration.

26. If the base is correct but the Multiplier (percent) is not, update it before building the burden schedule.
27. If the Build Status is New rather than Active, select Build Burden Schedule to activate it.
    • Note: If there is more than one project on the award, repeat steps 23 through 27.

28. Navigate to the Funding Whistlestop and review the Funding Summary. For awards with multiple projects, review the Project Allocations using the Base-001 hyperlink. For awards with Cost Share, there will also be a Internal Funding Allocation that should be reviewed.

29. Navigate to the Review whistlestop.
30. Select Manage Project Budget.

Each Project Budget should have two versions.

31. Select the Version 2 hyperlink.

32. Each non-capital sponsored project budget should have three tasks:
    • General – all budget amounts and categories except for Subawards and Participant support.
    • Subawards – subawards and related indirect costs
    • Participant Support – participant support costs on awards where this funding is segregated.

 

Note: Capital projects will generally have at least one Capitalizable task (CA, CB, etc.) and one non-Capitalizable task (NC).

There are steps further below to delete Tasks that are not required for a specific project.

33. Select the Expand icon next to the first task to review the Funding Source and Budget Amount for each budget category on the task. Repeat for the other tasks on the project.
34. Select Save.

Note: Repeat steps 29 through 34 if there are multiple projects on the award.

 

You have now completed the process to create, add, and edit award information in Oracle

 

 

1. Login using Company Single Sign-On to access your Oracle account.

2. Select Projects module.
3. Select Project Financial Management.

4. Expand the Search section and enter the Project Name or Project Number.
5. Select Search.
6. Highlight Project in the Search Results.

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

9. On the General tab, select the Edit button if the Start or Finish Dates need to be changed.
   • Note: For projects on awards with expanded authority, the finish date is set to the award end date+30. If the award restricts carryover, the project finish date will be the budget year-end date + 30.
   • Note: If you need to extend project or task end dates, you must change the project first, then the task. If shortening, start with tasks first. See below for Task Dates.

 

Optional: Transaction Controls: Project Level

10. To add one or more Transaction Controls, select the Financial tab.
11. Select the Edit button to the right of the transaction controls.
    • Note: Awards interfaced from AURA will have two default controls, on Expenditure Items 74005 and 74015.

12. Verify that the Transaction Control is set to exclusive.
13. Select the Plus sign to add a row.
14. Enter a To Date if the control is temporary.
15. Select an Expenditure Category and Expenditure Type.
    • Note: If you wish to exclude an entire category and all related expenditure types, leave the latter field blank.

Repeat steps 13 through 15 to add additional Controls.

16. Select Save and Close.

 

To delete a transaction control:

17. Highlight the desired row.
18. Select the X button. A warning will appear.
19. Select OK to continue.

20. Select Save and Close.

21. Review the Additional Information tab.
22. The COA Program and COA Site values may need to be updated.

This information would be provided by a party external to the University Research Administration.

23. The Award Campus Type should populate correctly from AURA.
24. The Construction / Renovation may need to be updated for certain capital projects.
25. Select Done.

 

26. Select the Taskbar.
27. Select Manage Financial Project Plan.

28. Highlight the Task row. Review the Planned Start Date and Planned Finish Date.  Update if required.
    • Note: If you need to extend project or task end dates, you must change the project first, then the task. If shortening the end dates, start with tasks first.

Optional: Add additional tasks for projects.

29. Select the Plus icon.
30. Select Subtask from the dropdown.

31. Enter the Task Number and Task Name.
32. Review/Update the Planned Start Date and Planned Finish Date.  Update if required.

Optional:  Delete project tasks that are not required for a given project.  Subcontracts or Participant Support Costs might not have budget, in which case they are not needed.

33. Select Actions.
34. Select Manage Tasks.
35. Select Delete.

Optional: Add or update Task Managers if required for any Project Tasks.

36. Select Actions.
37. Select Manage Tasks.
38. Select Edit Task Details.

39. Select a Task Manager in the pop-up window.
40. Select Save and Close.

Optional: Transaction Controls: Project Task Level

41. Select the Transaction Controls icon for the task where you want to add one or more Transaction Controls.

42. Verify that the Transaction Control is set to exclusive.
43. Select the Plus sign to add a row.
44. Enter a To Date if the control is temporary.
45. Select an Expenditure Category and Expenditure Type.
    • Note: If you wish to exclude an entire category and all related expenditure types, leave the latter field blank.

Repeat steps 43 through 45 to add additional Controls.

46. Select Save and Close.

47. Select the Additional Information icon.

48. Review the Additional Information. If necessary, update the COA Activity.
49. Select OK.

50. Select Save and Close.

Review and adjust the Project Team.

51. Select Taskbar.
52. Select Manage Project Resources.

53. Select Add Resource to add a new Project Team member.
    • Note: Individuals with the role of Project Administrator should be updated to Department Administrator or Project Manager. The only exception is Capitalizable Sponsored Projects.
    • They should have two Project Administrators by default, currently Kathy Conrad and Justin Alperto.
    • Finally, personnel other than the PI listed on the Award who need access to view the Project in Oracle need to be added to the Project Personnel in Oracle.
    • Recommended role: Department Administrator or Project Team Member

54. Enter the following information:
    • Resource: variable
    • Project Role: variable
    • From Date:
    • To Date: (leave blank)
    • Effort: (Enter the individual's effort or leave blank)
    • Allocation: (Adjust the allocation or leave it as default)
55. Select Save and Close.
    • Note: If there is more than one Project Manager (PM) and the Primary needs to be re-assigned, select the dropdown on the tile for the correct primary PM and select "Set Primary Project Manager."

56. Select Save and Close.
    • Note: If any of the projects on your award are Capitalizable, you will need to submit them for approval before submitting the contract for approval. See scenario Submit capitalizable project for approval in Oracle elsewhere in this QRG.

 

You have now completed the process to Review, Edit, and Add Project Information in Oracle.

 

 

1. Login using Company Single Sign-On to access your Oracle account.

2. Select Contract Management module.
3. Select Contracts.

4. Enter the contract Number.
5. Select Search.
6. Select the contract Number hyperlink from the Search Results.

Optional: Withdraw the contract from approval to complete amendments if the Award/Contract is restricted carryforward.

7. Select Actions.
8. From the drop down select Stop Approval.

9. Navigate to the Parties tab.
10. Highlight the row with the Supplier role.
11. Search and update the Contract Administrator Name.

The award integration process Approves and Activates the Contract for awards with Expanded Authority. Any edits other than the Contract Administrator in the previous step will require an amendment to update the contract, which will then require approval by an award administrator. In any event, Billing and Revenue Plans must be reviewed and updated if the defaults are not correct. This must occur before spending and invoicing commence. (Contracts are created with defaults for cost-reimbursable billing and as-incurred revenue).

12. Select Actions.
13. Select Amend from the dropdown.

Optional:

14. Navigate to the Lines tab.
15. Review Contract Line Details including Amounts in the Overview subtab.

16. Review the Bill Plan and Revenue Plan information in the Billing subtab.

17. Review the Projects in the Associated Projects subtab.

18. Navigate to Billing.

18a. For Contracts billed by Letter of Credit (e.g. awards from the National Science Foundation, NASA, etc.), set the Generated Invoice Status to "Released." (The Letter of Credit Details section on the Award Bill Plan page indicates whether a contract is billed by Letter of Credit.)

19. Select Award Bill Plan.

20. Select the Method Name from the dropdown (if applicable).
21. Update Bill-to Account Number (if applicable)
22. Update Federal Invoice Format (if applicable).
23. Update Letter of Credit Details (if applicable).

Note: Cases for updates to LOC Details include NIH contracts, which are not billed via an LOC.

Optional: Place the Award Bill Plan on Hold if applicable. (Awards in prespending status may need to be put on hold to prevent billing until the official start date.)

24. From the Actions dropdown select Apply Hold.

25. From the Save dropdown select Save and Close.
    • Note: If the Contract has multiple Bill Plans, you may or may not need to put them on hold as well.

Optional: Place the Award Revenue Plan on Hold if applicable.

26. Select Award Revenue Plan.

27. Update Revenue Plan Method Name (if necessary).
28. Select Save.

Optional: Place the Award Revenue Plan on Hold if applicable. (Awards in prespending status may need to be put on hold to prevent revenue recognition until the official start date.)

29. From the Actions dropdown select Apply Hold.

30. From the Save dropdown select Save and Close. (If the Contract has multiple Revenue Plans, you may or may not need to put them on hold as well.)

31. Navigate to the Notes subtab.
32. Select the Plus icon to create a new note.

33. Select a Note Type.
34. Enter a Note.
35. Select OK.

36. Select Save and Close.

You have now completed the process to Review, Edit, and Add Contract Information in Oracle

 

 

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Contract Management.
3. Select Contracts.

4. Enter the contract Number.
5. Select Search.
6. Select the contract Number hyperlink from the Search Results.

7. Select Submit to send the contract for approval.

8. It is optional to enter a Note to Approver.
9. Select Submit.

 

You have now completed the process to Submit Contract for approval in Oracle.

 

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to the Projects module.
3. Select Project Financial Management.

4. Enter Project Name.
5. Select Search.
6. Highlight Project in the Search Results.

7. Select Draft hyperlink from Project Status column.

8. Select To as Submitted.
9. Select Save and Close.

 

You have now completed the process to Submit Capitalizable Project for Approval in Oracle.

 

Note that the integration program has been updated to include cost share allocations and budgets. The steps below are only necessary only if cost share was not identified in AURA prior to award integration.

 

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Grants Management.
3. Select Awards.

4. Select the Taskbar.
5. Select Manage Awards.

6. Enter the Award Number then select the Search icon.
7. Select the Award Name/Number hyperlink.

8. Select Edit.

9. On the Details Whistlestop, Financial tab, use the chevron to expand the Funding Sources section.
10. Select the Cost shared by internal sources checkbox.
11. Select the Plus icon under Internal Funding Sources.
12. Select Internal from the Name dropdown. Required By Sponsor, Approved By, and Approval Date are optional.

13. Select Save and Next to move to the Project train stop.

14. Highlight the row for the Project with Cost Share.  In the Funding Source dropdown, check the box next to Internal. The Funding Source will change to All.

 

Repeat for any other projects on the award that have cost share.

15. Select Save and Next to proceed to the Funding train stop.

16. Select Add Funding.

17. Enter or Select:
    • Funding Source: Internal
    • Type: Base
    • Number: 1 (generally)
    • Date: Current Date or Date of Award
    • Description: Optional
    • Direct Funding Amount: variable. Enter the full cost share amount for the award.
    • Indirect Funding Amount: Generally (or always) 0.00
18. After entering the Direct Funding Amount field, the Project Funding Allocation section will populate automatically for awards with a single project.
    • Note: For awards with multiple projects, split the cost share amount among those projects that will have cost share budgets. (Use the Plus icon to add rows if needed.) Note that you cannot create a Project Budget over the amount allocated to the Project on the Award Funding page.
19. Select Save and Close when complete.

20. Select Next to proceed to the Review Whistlestop.

21. Highlight the row to which you need to add the cost share budget.
22. Select Manage Project Budget.

Follow these steps if there is no Current Working Version of the Budget. Otherwise, skip to the next step.

23. Select the dropdown arrow at the right end of the Version 1 row.
24. Select Duplicate.
25. Select the Refresh icon until a new Version appears.

26. Select the hyperlink for the Current Working Version of the Budget.

27. Expand the Task for which Cost Share will be budgeted (generally Task 1)
28. Select the Plus icon.
29. Select the Budget Category (Resource) to add.
30. Select the Funding Source as Internal.
    • Note: Select the plus sign to add additional rows as needed.

31. To edit Period Amounts for added rows, highlight one of the new rows, then select Actions.
32. Select Edit Period Amounts.

33. Select Yes on the Warning message.

34. Enter the Budget Amount in the Raw Cost column.
    • Note:  Burdened Cost is not enabled for Internal budgets.

 

Repeat for all other Cost Share Budget Categories added.

35. Select Save and Close.

36. Select Create Baseline after confirming the categories, funding source, and amounts are correct.

37. Review Baseline details and select OK.

38. Select the Refresh icon until a new Current Working Version is listed on the screen.
39. Select Done in the upper right corner.

 

Repeat the steps from Manage Project Budget (step 22) if other projects require the addition of Cost Share budget lines.

 

You have now completed the process to add Cost Share in Oracle after Integration from AURA.

 

 

		AWARD
		Grants Management > Awards >  Details page > General tab
		Organization
		Sponsor Award Number
		Purpose
		Type
		Assistance Listing Number (for Federal & Federal flow-through)
		Keywords (optional)
		References (optional)
		Additional Information
		Flow-Through Funds
		5 Descriptive Flex Fields (Agreement Type, Bill Type, Sponsor PO Number,  etc.)
		Grants Management > Awards >  Details page > Financial tab
		Burden Schedule (always "See Project F&A")
		Expanded Authority flag
		Budget Period
		Start, End, Pre-Award and Close dates
		Funding Sources
		Internal Funding Sources (for cost share)
		Grants Management > Awards >  Details page > Personnel tab
		Grants Management > Awards >  Projects page > Financial tab
		List of Projects (hint: use the Export to Excel icon if you are reviewing a muti-project award)
		Burden Schedule Override
		F&A Base (Burden Structure)
		Multiplier (Rate)
		Build Status (should be Active)
		Grants Management > Awards >  Funding page > Base-001 link
		Direct, Indirect, and Total Funding Amount
		Project Funding Allocation
		Grants Management > Awards >  Review page > Manage Project Budget
		Current Working Version
		Tasks
		Budget Categories
		Amounts
		PROJECT
		Projects > Project Financial Management > Manage Financial Project Settings, General tab
		Dates
		Status
		Organization
		Projects > Project Financial Management > Manage Financial Project Settings, Financial tab
		Transaction Controls
		Projects > Project Financial Management > Manage Financial Project Settings, Additional Information tab
		4 Descriptive Flex Fields (COA Program, COA Site, etc.)
		Projects > Project Financial Management > Manage Financial Project Plan
		Project and Task Dates
		Tasks
		Task Manager (if any)
		Task Transaction Control (if any)
		Task Additional Information - COA Activity
		Projects > Project Financial Management > Project Resources
		Principal Investigator
		Primary Project Manager
		Other Personnel (if any)
		CONTRACT
		Contract Management > Contracts  > Lines page, Overview tab
		Dates
		Amounts
		Contract Management > Contracts  > Lines page, Billing tab
		Bill Plan and Revenue Plan
		Limit
		Contract Management > Contracts  > Lines page, Associated Projects tab
		Projects
		Contract Management > Contracts  > Parties page, Supplier Line
		Contract administrator
		Contract Management > Contracts  > Billing page
		Award Billing Plan(s)
		Invoice method
		On Hold
		Customer Information
		Invoice Information
		Letter of Credit details
		Associated Contract Lines
		Award Revenue Plan(s)
		Revenue method
		On Hold
		Associated Contract Lines
		Contract Management > Contracts  > Notes page
		Notes (if any)