The following guide is intended for a Capital Project Creator, Capital Project Administrator, and Capital Project Manager who will complete any of the following actions:

Action

• Create a Project
• Create a Project Budget
• Update a Project Status from Draft to Active

Terminology

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.

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.

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.

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 e-builder 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).

Create a Project

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

2. Select Projects
3. Select Project Financial Management

Note:  You can also use the navigator to get to the same place (3 parallel lines in the top left-hand corner next to the UChicago logo).

Navigator > Expand Projects > Project Financial Management

4. Select the “+” icon to create a project

           

5. Select the appropriate Source Template from the dropdown menu

Note: Source Templates can include University Capital Projects, University IT Projects, University IT Projects - Cloud Based Internal Projects, & University Non-Capital Projects

6. Populate the fields with all the required details
   1. Source Template, Project Name, Project Start Date, and Organization are all REQUIRED fields.
   2. Project Finish Date is OPTIONAL (can be populated if known)
   3. Property Code is OPTIONAL on this screen but is REQUIRED as a project classification (see note)
   4. COA Site is a REQUIRED field

Note: Property Code is OPTIONAL on this quick create screen but is REQUIRED as a project attribute on the classification screen (reference the Managing Capital Projects QRG for this activity)

7. Populate the fields with their respective Project Manager  and Capital Project Manager.  This should be the same person listed in both fields.

8. Populate the fields with all the required details
   5. GL Fund and Non-Capitalizable Purpose are ALWAYS REQUIRED. 

GL Fund: The corresponding Capital Project fund in the COA Fund hierarchy. It will be 1 to 1 with the project.

9. 6. 1. For University Capital Projects, University IT Projects, and University IT Projects - Cloud Based Internal Projects, all GL funds will be in the 358XXX range.
      2. For University Non-Capital Projects, the GL fund will ALWAYS be 271542
   7. Non-Capitalizable Purpose: The purpose code for all non-capitalizable costs incurred to the project.
   8. Managing Entity: An OPTIONAL field and is only populated when Facilities or ITS is managing the project on behalf of an individual unit or department
10. Select Save and Continue

11. Verify the Task Structure and select Cancel

 

12. Verify the details and select Done

Note: Project numbers will be autogenerated starting with a prefix depending on project type (UCP, UFP, SCP), plus a 7-digit number starting with 1000000.

You have now completed the process of Creating a Project.

Requirement

A capital projects fund must be created in the COA hierarchy via EDM, and this fund must be funded before a project record can be created.

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

2. Select Projects
3. Select Project Financial Management

Note:  You can also use the navigator to get to the same place (3 parallel lines in the top left-hand corner next to the UChicago logo).

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 Project Budget

Note: Highlighting and right-click on the row, you will see the same options as if you click into the project hyperlink and use the taskbar.

9. Select the “+” Icon to create a project budget

 

Note: If you click the dropdown next to the + button, make sure you select Create Budget Lines Manually

10. Enter the Budget Name and select Financial Plan Type from the dropdown
    1. The Financial Plan Type will ALWAYS be Capital Projects Financial Plan Type.
       1. We have designed a specific nomenclature for the budget version name:
       2. 1st budget version: Initial Budget
       3. Subsequent budget versions: Supplemental Budget #XX
11. Expand the Budget Creation Details section

12. Select Additional Information
13. Select the Fiscal Year Authorization from the drop-down (This tracks the fiscal year the budget was approved)
    1. The Context Segment will ALWAYS be Capital Projects Details.
    2. The Budget Office Approval ID will be an approval ID number given by the Budget Office. We are tracking that information on the Budget in PPM.
    3. For any supplemental budget versions, the Budget Increase Date(s) field will need to be populated. This tracks the date that the budget increased.
14. Select Save and Continue

           

15. Select the Capitalizable Cost row
16. Select the “+” icon for adding a new budget resource
17. Populate the fields with the required information    
    1. Non-eBuilder projects will be budgeting to summary resource levels (expenditure category level).
    2. Required fields here are the Resource and the Raw Cost (USD) fields.

18. If desired, add another budget resource to the Capitalizable Costs line by selecting the “+” or add a new budget resource to the Non-Capitalizable Costs line by selecting Non-Capitalizable Costs row and selecting the “+”.

19. Populate the fields with the required information
20. Select Save and then Select Submit
    4. When you click "Save," the Cost Budget field refreshes to show the total budget amount

Note: Your budget will be submitted for approval and will undergo workflow routing. - We have created the workflow routing in such a way that the first budget version created will be auto-approved by the system & you may want to refresh the screen a couple of times. - Once approved, the budget status should say 'Current and Original Baseline'.

21. Verify the project information and Select OK

 

22. Verify the budget amount
23. Select the Refresh icon        
24. Verify the budget details

25. Select Done

 

You have now completed the process of Creating a Budget.

Requirement

Project Managers and Project Administrators listed on a project will be able to create the project budget. Central F&A will be creating non-ebuilder project records, Central F&A will be creating the project budgets.

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

2. Select Projects
3. Select Project Financial Management      

Note:  You can also use the navigator to get to the same place (3 parallel lines in the top left-hand corner next to the UChicago logo).

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

Note: To cost against a project, the budget must be in a Current and Original Baseline status and the project must be Active

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

Note: Highlighting the row and then click the taskbar on this page, you can navigate to the same pages.

9. Select Change Status

10. Select Submitted from the drop-down

11. Select Save and Close

Note: We have workflow routing for the project record. The project status notification approval will route to the Capital Projects Central Administrator (Central F&A) for overall approval.

12. Once approved, verify that the status of your project is now Active (you may have to refresh your screen to see the status change)

You have now completed the process of updating a project status to Active to begin incurring costs.