Purpose
The following guide is intended as a temporary document to assist in Grants post-conversion cutover tasks immediately after the implementation of Oracle. It consists of edited excerpts from existing Quick Reference Guides (QRGs) developed for University Research Administration (URA) staff. The QRG, QRG scenario, page and steps are included in case we need to reference back to the source document. (The page and step numbers are accurate as of 3/12/2024.)
This guide covers the following processes:
1. Populate two Interest-Related Award DFFs
2. Add Clinical Trial Keyword to Award
3. Add Additional AURA Award References to Oracle Award
4. Update COA Program and/or Site and/or Construction/Renovation Project DFFs
5. Update COA Activity on Task DFF
6. Add Additional Task
7. Rebudget Project Task 1 to Task 4
8. Remove Christi Keene as PI from Award Personnel and Add Correct PI
9. Remove Christi Keene as PI from Project Team and Add Correct PI
10. Remove Christi Keene as Project Manager from Project Team and Add Correct Project Manager
11. Remove Christi Keene as Contract Administrator from Contract and Add Correct Contract Administrator
12. Update Project Status from Active to Closed
13. Update Contract Status from Active to Closed
Terminology
Award: An award is the umbrella record that contains comprehensive demographic and financial information for a sponsored research agreement. Each award contains one or more Projects.
Contract: A record incorporating the necessary billing attributes and revenue attributes for the generation of invoices and revenue recognition to occur for an award.
COA: Chart of Accounts. 10 segments that define transactions in the University's financial system, e.g. Program, Activity and Site.
Contract Administrator: URA staff person responsible for the financial management (compliance, invoicing and reporting) of the award/contract.
DFF: Descriptive Flexfield.
Principal Investigator (PI): Faculty member or other individual proposing and conducting the aims of the award/contract.
Project Manager: Department staff person (or PI) responsible for approving expense transactions on a project.
Prerequisites
None
Populate tow Interest-Related Award DFFs
Drawn from QRG "Set Up Awards, Projects, and Contracts", scenario "Review, Edit, and Add Award Information in Oracle", pages 6 to 14, steps 1 to 15.
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 your Award ID.
7. Select the Award Name or Award Number hyperlink.
8. Select the Edit button.
9. Scroll to the Additional Information section and select the expand icon.
10. Update Interest Bearing Award and Interest Available for Expenses fields as applicable.
11. Select Save and Close from the Save dropdown, then click the Done icon. (The latter is not pictured.)
Add Additional AURA Award References to Oracle Award
Modified from QRG "Set Up Awards, Projects, and Contracts", scenario "Review, Edit, and Add Award Information in Oracle", pages 6 to 9, steps 1 to 12.
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 your Award ID.
7. Select the Award Name or Award Number hyperlink.
8. Select the Edit button.
9. Click the Plus + sign to add References. From the Type list, select AURA / ARTEMIS ID 2 (or 3, 4, 5, 6, or 7, as appropriate). Enter the AURA Award Value and Comment provided. Click the Plus sign again to add additional rows if needed.
· Note: Do not edit or delete the original AURA / ARTEMIS ID.
10. Click Save and Close from the Save dropdown.
Add a new Bill-to Site to a Customer
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to the Projects module.
3. Select Project Financial Management.
4. Expand the Search section and enter (part of) 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. Review the Additional Information tab.
10. Update the COA Program and/or COA Site values if specified
11. Update the Construction / Renovation flag if specified.
12. Select Save.
13. Select Done. (Not pictured: select Done again on the following screen.)
Update COA Activity on Task DFF
Drawn from QRG "Set Up Awards, Projects, and Contracts", scenario "Review, Edit, and Add Project Information in Oracle", pages 15 to 24, steps 1 to 6, 26 to 27 and 47-50.
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to the Projects module.
3. Select Project Financial Management.
4. Expand the Search section and enter (part of) 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 Plan.
9. Highlight the row for the task that requires an update. Select the Additional Information icon.
10. Update the COA Activity.
11. Select OK.
12. Select Save and Close.
Add Additional Task
Drawn from QRG "Set Up Awards, Projects, and Contracts", scenario "Review, Edit, and Add Project Information in Oracle", pages 15 to 24, steps 1 to 6, 26 to 27, 29 to 32, an 26 to 40.
* The list of additional tasks to add will be identified in Version B of the COA POETAF mapping spreadsheet. Version B will be available after Mark Bieri provides the project conversion extract to the COA team. (Adjust the source of the list closer to go-live if needed.)
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to the Projects module.
3. Select Project Financial Management.
4. Expand the Search section and enter (part of) 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 Plan.
Add additional task(s) for projects.
9. Select the plus icon.
10. Select Subtask from the dropdown.
11. Enter the Task Number (4) and Task Name provided.
12. Review/Update the Planned Start Date and Planned Finish Date. Update if required. They should match the Project Start and Finish Dates.
13. Optional: Add or update Task Manager for the new task, if required.
14. Select Actions.
15. Select Manage Tasks.
16. Select Edit Task Details.
17. Select a Task Manager in the pop-up window.
18. Select Save and Close.
19. Select the Additional Information icon.
20. If necessary, populate or update the COA Activity.
21. Select OK.
22. Select Save and Close.
Rebudget Project Task 1 to Task 4
Drawn from QRG "Modify Awards, Projects, and Contracts (Sponsored Awards)", scenario "Re-budget an Award and Project Allocation Correction", pages 43 to 51, subset of all steps.
NOTE: Scenario Add Additional Task above must be complete before rebudgeting in this scenario can occur. Task 4 will not be created by the conversion process. The list of additional tasks to add will be identified in Version B of the COA POETAF mapping spreadsheet. Version B will be available after Mark Bieri provides the project conversion extract to the COA team. (Adjust the source of the list closer to go-live if needed.)
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. Navigate to Manage Awards.
6. Enter your award id in the Search box, then click the magnifying glass. (You can use the same box to search by Project umber or Name.)
7. Select the award name/number hyperlink.
8. In the top right corner, select Edit.
9. Select the Review whistlestop.
10. Under Award Project Summary highlight the row for the project to rebudget.
11. Select Manage Project Budget.
12. Select the Current Working Version.
· Note: If a working version is missing then proceed as follows:
1. Select Version 1
2. Navigate to the right-hand side
3. Select Duplicate from the dropdown menu to the right of the Cost Budget amount.
4. Refresh until a Current Working version is created.
Before starting, make note of the Cost Budget amount in the header section. At the end of this scenario, it should be unchanged.
13. Within the Edit Budget screen, select the chevron to the left of Task 1.
14. Highlight the row for a category to decrease funding.
15. Select the dropdown next to Actions.
16. Select Edit Period Amounts.
17. Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
18. Select Save.
19. Now, still in the pop-up window, select the down arrow next to Planning Resources.
20. Select another category that needs to be decreased.
21. Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
22. Select Save.
Repeat steps 19 to 22 for all other budget categories on the task that need to be reduced.
23. Select Save and Close.
24. Within the Edit Budget screen, select the chevron to the left of Task 4 (Note that the screenshot inaccurately displays Task 2 - Subawards.)
25. Select the Action dropdown menu.
26. Select Manage Assignments for Selected Tasks.
27. On the Manage Assignment for Selected Tasks page, search for the desired planning resource.
28. Select the Funding Source(s) if applicable. Select the + icon to add one or more categories to the budget.
29. Select Save and Close.
30. Highlight the row for one of the categories you added.
31. Select the dropdown next to Actions.
32. Select Edit Period Amounts.
33. Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
34. Select Save.
35. Now, still in the pop-up window, select the down arrow next to Planning Resources.
36. Select another category that needs to be increased.
37. Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
38. Select Save.
Repeat steps 35 to 38 for all other budget categories you added to Task 4.
39. Select Save and Close.
40. Confirm that the Cost Budget amount in the header is correct. It should match the amount you recorded before starting the rebudgeting process. Make necessary corrections if it does not match before proceeding.
41. Select Create Baseline in the upper right-hand corner of the screen.
42. Select OK.
43. Select the Refresh Icon to refresh until the page displays a new Baseline and Current Working Version.
44. Select Done.
45. When complete, select Done.
Remove Christi Keene as PI from Award Personnel and Add Correct PI
Drawn from QRG "Modify Awards, Projects, and Contracts (Sponsored Awards)", scenario "Change of Principal Investigator for an Award", pages 93 to 95, all steps.
*The URA Contract Administrator responsible for the Oracle Award will provide the name of the correct Award Principal Investigator after receiving approval from the Award's Sponsor.
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 and select the Search icon.
7. Select the Award Name or Award Number hyperlink.
8. Select the Edit button.
9. On the Details whistlestop navigate to the Personnel tab.
10. Select the Principal Investigator row. Use the Person dropdown to search for and select the correct PI.
11. Select Save and Close from the Save dropdown.
Remove Christi Keene as PI from Project Team and Add Correct PI
Drawn from QRG "Modify Awards, Projects, and Contracts (Sponsored Awards)", scenario "Change the Project PI, Department Administrator or Project Manager", pages 88-92, subset of all steps.
*The URA Contract Administrator responsible for the Oracle Award will provide the name of the correct Project Principal Investigator after receiving approval from the Award's Sponsor.
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Projects.
3. Select Project Financial Management.
4. Select the dropdown next to Search.
5. Enter the Project Number in the search.
6. Keep the Team Member blank.
7. Select Search.
8. Highlight the Project in the search results.
9. Select the Taskbar.
10. Select Manage Project Resources.
11. Select the dropdown on the tile for the current, incorrect Principal Investigator (Christi Keene).
12. Select Replace Resource from the dropdown (not shown).
13. Type the first and last name of the correct PI in the Resource field.
· 13A: If the desired PI is not shown, use the Search hyperlink in the Replace Project Resource popup window to find the PI (13a).
· 13B: Change from Basic to Advanced search (not shown), change the Name dropdown to Contains, enter all or part of the first or last name, click Search, highlight the correct row, then click OK (13b).
14. Select Save and Close.
Remove Christi Keene as Project Manager from Project Team and Add Correct Project Manager
Drawn from QRG "Modify Awards, Projects, and Contracts (Sponsored Awards)", scenario "Change the Project PI, Department Administrator or Project Manager", pages 88-92, subset of all steps.
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Projects.
3. Select Project Financial Management.
4. Select the dropdown next to Search.
5. Enter the Project Number in the search.
6. Keep the Team Member blank.
7. Select Search.
8. Highlight the Project in the search results.
9. Select the Taskbar.
10. Select Manage Project Resources.
11. Select Add Resource.
12. Enter the following information:
· Resource (name of correct Project Manager)
· Project Role –Project Manager
· From Date (the start date of the project. Most other people will have the same From Date.)
· To Date (leave blank)
· Effort (leave blank)
· Allocation (Leave as default)
13. Select Save and Close.
14. Select the dropdown on the tile for the Project Manager you just added.
15. Select Set Primary Project Manager.
16. Select Delete from the dropdown on the tile where Christi Keene is listed as the Project Manager.
17. Select Save and Close.
Remove Christi Keene as Contract Administrator from Contract and Add Correct Contract Administrator
Drawn from QRG "Set Up Awards, Projects, and Contracts", scenario "Review, Edit, and Add Contract Information in Oracle", pages 25 to 33, steps 1 to 6, 9 to 11 and 36.
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. Navigate to the Parties tab.
8. Highlight the row with the Supplier role.
9. Search for the correct Contract Administrator Name to replace Christi Keene.
· Note: This image does not display Christi as the Contract Administrator.
10. Select Save and Close from the Save dropdown.
Update Project Status from Active to Closed
Drawn from QRG "Close out a Sponsored Award", scenario "Update Project Status to Closed", pages 10 to 12, steps 1 to 12.
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Projects.
3. Select Project Financial Management.
4. Select the chevron next to Search to expand the menu.
5. Enter the Project Name or Number you wish to close.
· Note: depending on your search preferences you may need to clear your name out of the Team Member field and update the Project Status field to search for All statuses.
6. Select Search.
7. Select the Project Name or Number hyperlink from the Search Results.
8. Select the Taskbar.
9. Select Manage Financial Project Settings.
10. Select Change Status.
11. In the pop-up window, change the status of To to Closed from the dropdown.
· Note: Add Comments if needed. (E.g. updated during conversion cutover.)
12. Select Save and Close.
Update Contract Status from Active to Closed
Drawn from QRG "Close out a Sponsored Award", scenario "Update Contract Status to Closed", pages 13 to 14, all steps.
1. Navigate to Contract Management.
2. Select Contracts.
3. Enter the Contract Number.
4. Select Search.
5. Select the Contract Number hyperlink from the search results.
6. Select the Actions dropdown.
7. Select Close.
8. Select Award End Date from the Reason dropdown.
9. Select Save and Close.
10. Select Save and Close from the Save dropdown.
Add Award Number to Receipt DFF
Slightly modified from QRG "Manage Sponsor Receipts", scenario "Create a Standard Receipt", pages 1 to 4, steps 1 to 13.
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate and select the Receivables module.
3. Select Accounts Receivable.
4. Select the Taskbar.
5. Select Manage Receipt under Receipts.
6. Enter Business Unit and all or part of Receipt Number, then click Search.
7. Click the hyperlink for your Receipt in the Search results.
8. Select the chevron next to Additional Information.
9. Select the Award Number.
10. Select Save and Close.