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

Action

• Create a Facilities Project
• Create an Initial Lump Sum Project Budget to Integrate to eBuilder
• Update an Initial Detailed Project Budget Integrated from eBuilder
• Change the Status of a Facilities Capital Project from Draft to Active
• Create a Facilities Pre-Bidding Capital Project

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 the 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 (expenditure item 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 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).

Prior to Facilities Project Creation

When the budget office approves a capital project at the University, Central F&A (Capital Projects Central Administrator) will create a new fund to represent this project.

For capital projects, this new fund will be a direct 1-to-1 mapping with the approved project (non-capital projects will always have 1 single fund). This fund will be created in EDM and will be integrated into the Oracle COA hierarchy on a nightly basis. Once this occurs, Central F&A (Capital Projects Central Administrator) will create journal entries to transfer funding from any donating fund into this new capital projects fund. Facilities can only create a new capital project record in PPM when this activity is completed. Please see below for expected fund ranges or values: 

• Capital Project Funds: Capital Project funds will always be in the 358XXX range. While new funds after 7/1/2024 will be created via EDM, funds for converted capital projects will have already been created before 7/1/2024.
• Non-Capital Fund: The Non-Capital Fund will always be 271542 and this will be created before 7/1/2024.

Since the EDM to Oracle integration refreshes the COA hierarchy on a nightly basis, there will be at least 1 day between creating the fund, transferring funding, and creating the project record in PPM

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 “+” to create a new project record    

5. Populate the fields with all the required details
   1. Project Finish Date is OPTIONAL
   2. Project numbers will be autogenerated starting with a prefix depending on project type (UCP, UFP, SCP), plus a 7-digit number starting with 1000000
   3. All Facilities (eBuilder managed) projects will start with UFP
      1. Facilities project records will be housed in eBuilder and as part of the integration, information will flow from Oracle to eBuilder. In most cases, a new PPM project record will integrate over and create a new record in eBuilder. For a subset of projects, a Bidding in Progress project record will update an existing record in eBuilder (the eBuilder project number DFF must be populated in these cases).

6. Populate the fields with all the required details
   4. Source Template, Project Name, Project Start Date, and Organization are all REQUIRED fields.
      1. The source template for Facilities will ALWAYS either be University Capital Projects (Facilities e-Builder) or University Non-Capital Projects (Facilities e-Builder)
   5. Project Finish Date is OPTIONAL (can be populated if known)
   6. Property Code is OPTIONAL on this screen but is REQUIRED as a project classification (see note)
      2. 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. COA Site is a REQUIRED field

7. Populate the fields with the Project Manager        
   8.  The Project Manager and the Capital Projects Project Manager will ALWAYS be the same person

8. Populate the fields with all the required details
   9. GL Fund and Non-Capitalizable Purpose are ALWAYS REQUIRED.
      2. GL Fund: This is the corresponding Capital Project fund in the COA Fund hierarchy. It will be 1 to 1 with the project
      3. For University Capital Projects (Facilities e-Builder), all GL funds will be in the 358XXX range
      4. For University Non-Capital Projects (Facilities e-Builder), the GL fund will ALWAYS be 271542
   10. Non-Capitalizable Purpose: This is the purpose code for all non-capitalizable costs incurred to the project.
   11. e-Builder Project Number: This is an OPTIONAL field for most Facilities projects and only is populated for pre-bidding projects where there is an existing eBuilder project record
   12. Managing Entity: This OPTIONAL field only is populated when Facilities or ITS is managing the project on behalf of an individual unit or department
9. Select Save and Continue    

 

10. Verify the task structure details and select Cancel to return to the Project Overview screen       

11. Verify the project details and select Done   

You have now completed the process of Creating a Facilities 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. Expand the Search pane        

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

Note: If you highlight and right click on the row, you will see the same options as if you click into the Project Name hyperlink and use the Taskbar

8. Select Manage Project Budget

Note: Since Facilities will be creating their own project records, Project Budgets will only be able to be created by the Project Manager

9. Select “+” to create a project budget

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

10. Populate the fields with the required information
    1. The Financial Plan Type will ALWAYS be Capital Projects Financial Plan Type

Note: Version 1 is an auto-generated name. The budget version name will ALWAYS be replaced with Initial Lump Sum Budget

11. Expand the Budget Creation Details section

12. Select Additional Information
13. Select the Fiscal Year Authorization from the drop-down (This tracks the year that the budget was approved)
    1. We have designed a specific nomenclature for the budget version name:
       1. 1st budget version: Initial Lump Sum Budget
       2. 1st Detailed budget version: Initial Detailed Budget
       3. Subsequent budget versions: Supplemental Detailed Budget #XX

Note: 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

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 “+” to add a new budget resource
    2. The eBuilder integration will pull the lump sum budget into eBuilder. Once Facilities creates the detailed budget in eBuilder, it will get integrated back over to PPM

Note: The Lump Sum Budget will always be created with the budget resource e-Builder Lump Sum Budget

17. Populate the fields with the required information    

18. Select Save and then select Submit
    2. The first budget version created will always auto approve. The detailed budget that comes from eBuilder to Oracle will also auto approve. Any subsequent detailed budget versions created in eBuilder and integrated to PPM will then route for approval to the Capital Projects Central Administrator in PPM

Note: Your budget will be submitted for approval and will undergo workflow routing. Workflow routing has been created so that the lump sum 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'  

 

19. Verify the project information and select OK

20. Verify the total budget
21. Select the Refresh icon        
    3. Users may have to click the refresh button a couple of times for the Initial Lump Sum Budget to auto-approve. Sometimes users might have to refresh the screen or exit the screen and come back to it

 

22. Verify the budget details
23. Select Done      

Note: When the project record and Lump Sum Budget is created and approved in PPM (the budget status is ‘Current and Original Baseline’), the integration can run to bring the project record/budget into eBuilder. The Oracle Project Name, Oracle Project Number and Lump Sum budget will have integrated over onto the eBuilder project record.

Once in eBuilder, the Facilities team will then start to create the detailed budget following the processes and workflows in place in eBuilder.

Once created the detailed budget version will integrate back over to the Oracle PPM project in a ‘Current Working’ status. A Facilities user will then have to manually submit the budget in Oracle after adding the Budget DFF information (Fiscal Year Authorization & Budget Office Approval ID).

You have now completed the process of Creating an Initial Lump Sum Budget to Integrate to eBuilder

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. Expand the Search pane        

 

5. Populate the fields with the previously created project details and 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: If you highlight and right click on the row, you will see the same options as if you click into the Project Name hyperlink and use the Taskbar

9. Verify the Initial Detailed Budget has a status of ‘Current Working’ and select the budget name hyperlink

Note: When the lump sum budget is created, Oracle will automatically create a Version 2 budget. When the Initial Detailed Budget integrates from eBuilder, it will be a separate budget version.        

10. Select Planning Options      

 

11. Expand the budget creation details   

12. Populate the Fiscal Year Authorization and Budget Office Approval ID DFF’s

Note: Fiscal Year Authorization and Budget Office Approval ID will be the same as what was populated on the Initial Lump Sum Budget. Refer to that budget version for those values or communicate with Central F&A (Capital Projects Central Administrator) for appropriate values

13. Select Save and Close

14. Select Save and then select Submit

Note: The initial detailed budget will be submitted for approval and will undergo workflow routing. Workflow routing has been created so that the integrated initial detailed budget created will also 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 Baseline'        

15. Select OK         

16. Select the Refresh icon        

Note: Users may have to click the refresh button a couple of times for the integrated Initial Detailed Budget to auto-approve. Sometimes users might have to refresh the screen or exit the screen and come back to it

17. Verify that the status of the Initial Detailed Budget is ‘Current Baseline’
18. Select Done

           

You have now completed the process for Updating an Initial Detailed Project Budget Integrated from eBuilder.

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. Expand the Search pane       

5. Populate the fields with the previously created project details and 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 Draft (in the Project Status column)

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 Submitted from the dropdown         

8. Select Save and Close

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

9. Verify that the project status has changed to submitted    

10. Upon approval by Central F&A (Capital Projects Central Administrator), verify that the project status is Active

Note: Central F&A (Capital Projects Central Administrator) will communicate the project approval to the Facilities finance groups. Users may want to refresh their screen a couple of times or exit this page and come back to it to see the status change        

You have now completed the process to the Project Status of a Facilities Capital Project from Draft to Active.

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 “+” to create a project 

5. Populate the fields with all the required details      
   1. Project Finish Date is OPTIONAL
   2. Project numbers will be autogenerated starting with a prefix depending on project type (UCP, UFP, SCP), plus a 7-digit number starting with 1000000
   3. All Facilities (eBuilder managed) projects will start with UFP

Note: Facilities project records will be housed in eBuilder and as part of the integration, information will flow from Oracle to eBuilder. In most cases, a new PPM project record will integrate over and create a new record in eBuilder. For a subset of projects, a Bidding in Progress project record will update an existing record in eBuilder (the eBuilder project number DFF must be populated in these cases).

6. Populate the fields with all the required details
   4. Source Template, Project Name, Project Start Date, and Organization are all REQUIRED fields.
      1. The source template for Facilities will ALWAYS either be University Capital Projects (Facilities e-Builder) or University Non-Capital Projects (Facilities e-Builder)
   5. Project Finish Date is OPTIONAL (can be populated if known)
   6. Property Code is OPTIONAL on this screen but is REQUIRED as a project classification (see note)

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. 1. COA Site is a REQUIRED field

8. Populate the fields with their respective Project Managers    
   7. The Project Manager and the Capital Projects Project Manager will always be the same person

9. Populate the fields with all the required details
   8. GL Fund and Non-Capitalizable Purpose are ALWAYS REQUIRED
   9. GL Fund: This is the corresponding Capital Project fund in the COA Fund hierarchy. It will be 1 to 1 with the project
      1. For University Capital Projects (Facilities e-Builder), all GL funds will be in the 358XXX range
      2. For University Non-Capital Projects (Facilities e-Builder), the GL fund will ALWAYS be 271542

Note: Non-Capitalizable Purpose: This is the purpose code for all non-capitalizable costs incurred to the project

10. 1. e-Builder Project Number: This is optional for moist Facilities project but is REQUIRED to be populated for pre-bidding projects where there is an existing eBuilder project record
    2. Managing Entity: This OPTIONAL field only is populated when Facilities or ITS is managing the project on behalf of an individual unit or department
11. Select Save and Continue    

12. Verify the Task Structure and select Cancel to return to the Project Overview screen     

13. Select the Taskbar
14. Select Manage Financial Project Settings

 

15. Select Change Status 

16. Select Bidding in Progress from the dropdown    

17. Select Save and Close

18. Verify the status as Bidding in Progress and select Done to return to the Project Overview screen         

19. Select Done      

 

You have now completed the process for Creating a Facilities Pre-Bidding 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. Expand the Search pane        

5. Populate the fields with the previously created project details and 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 Bidding in Progress (in the Project Status column)

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 Bidding in Progress Submitted from the dropdown

8. Select Save and Close

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

9. Verify that the project status has changed to submitted    

10. Upon approval by Central F&A (Capital Projects Central Administrator), verify that the project status is active

Note: Central F&A (Capital Projects Central Administrator) will communicate the project approval to the Facilities finance group. Users may want to refresh their screen a couple of times or exit this page and come to it to see the status change    

You have now completed the process of Changing the Project Status of a Facilities Pre-Bidding Capital Project from Bidding in Progress to Active.