The following guide is intended for UChicago Shared Construction Projects users who are creating and managing UChicago Managed Shared Construction Projects. Shared Construction Projects (SCP) are capital projects that are jointly funded by the University of Chicago (most projects are BSD managed) and the University of Chicago Medical Center (UCM).

 

There are two distinct scenarios for Shared Construction Projects:

1. UChicago Manages a Shared Construction Project partially funded by UCM.
2. UCM Manages a Shared Construction Project partially funded by UChicago.

This QRG details activities for the first scenario. In this scenario, UChicago will perform the following actions (listed below) to setup and manage their project in the FST instance of Oracle. Since UChicago will be managing the project, they will incur 100% of the costs over the lifecycle of the project. On a monthly basis, project allocation(s) (which are created at project setup) transfer UCM’s portion of costs to a Non-Capital UCM Share task (which has also been created at project setup). When the project is fully complete and is ready for capitalization, the Capital Projects Central Administrator will begin the capitalization process from PPM to Fixed Assets (reference the Capitalize and Close a Capital Project QRG and the Manage Fixed Assets – Asset Addition (CP/Constructed Equipment) QRG for these activities). Concurrently, the Capital Projects Central Administrator will communicate the value of the asset UCM must manually add in their SOAR Oracle instance.

 

While this QRG references the UChicago management of a Shared Construction Project scenario, there are also instances where UCM manages a Shared Construction Project. In this instance, UCM would create a project record in their SOAR Oracle instance and incur 100% of the cost throughout the lifecycle of the project. Central F&A at UChicago (the Capital Projects Central Administrator) would create a fund value in the FST Oracle instance to represent the project that they are partially funding. Once the project is fully complete and is ready for capitalization, UCM will begin the capitalization process from PPM to Fixed Assets in their SOAR Oracle instance. Concurrently, UCM will communicate the value of the asset the Capital Projects Central Administrator must manually add in the FST Oracle instance (reference the Manage Fixed Assets – Asset Additions QRG for this activity).

 

Note: To create a new Shared Construction Project record, a capital fund must be created in the COA hierarchy via EDM. This will be a Central F&A (Capital Projects Central Administrator) responsibility.

 

• Create a Shared Construction Project as the Managing Entity
• Create a Project Budget on a Shared Construction Project as the Managing Entity
• Change the Project Status of a Shared Construction Project from Draft to Active
• Create a Project Allocation
• Add a Project to the Shared Construction Project Contract
• Request a Funds Transfer from UCM and Generate Revenue
• Run the Project Allocation

 

• 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.
• Non-Capitalizable Task: A Non-Capitalizable Task refers to a task that is associated with non-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.
• Contract: A record incorporating the necessary billing attributes and revenue attributes for the generation of invoices for funding requests from UCM and for revenue recognition to occur for Shared Construction Projects.
• Billing Events: Fixed fee monetary amounts used for billing in lieu of invoicing costs incurred. 
• AR Invoice: Mechanism that UChicago will use to request funding from UCM. The UChicago AR Invoice created will integrate over to UCM as an AP Invoice via FFIT Interentity integrations.
• Revenue Recognition: The process that creates revenue entries for a contract.
• Project Number:

• • 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 (listed above)

• • • • Ex: For the UChicago Center in Paris project, the FAS 8-ledger account is 881121. The converted Oracle project number is UFP81121.

• • For projects added in Oracle after 7/1/204, the project number will be autogenerated starting with 1000000 with the 3-letter prefix (listed above).

 

• For the Project Manager responsibility of managing Shared Construction Projects, reference the following QRG:

• • • Managing Capital Projects QRG

• For the Capital Projects Central Administrator and Asset Accountant responsibilities to capitalize Shared Construction Projects place them into service as assets, reference the following QRG’s:

• • • UChicago Managed Shared Construction Project

• • • • Capitalize and Close a Capital Project QRG
      • Managing Fixed Assets – Asset Addition (CP/Constructed Equipment) QRG

• • • • UCM Managed Shared Construction Project

• • • • Manage Fixed Assets – Asset Additions QRG

• • • • For the UChicago Shared Construction Projects Intercompany Charge Administrator responsibility to run the Project Allocations(s) during period close at month end, please refer to the following:

• • • • FST Period Close Checklist

 

1. Login to Oracle by selecting the Company Single Sign-On button

2. Select Projects
3. Select Project Financial Management

1. 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)
2. Navigator > Expand Projects > Project Financial Management

4. Select ‘+’ to create a project   

5. Populate the fields with all the required details then select Save and Continue

6. Populate the fields with all the required details and select Save and Continue

7. Populate the fields with the respective Project Managers

8. Populate the fields with all the required details and select Save and Continue

9. Verify the Task Structure: For the Non-Capital UCM Share task, the ‘Chargeable’ column is checked and the ‘Capitalizable’ column is unchecked. Since the project allocation will transfer the UCM portion of costs to this task monthly, the task must be chargeable, but these costs will never be capitalized and will only be on this task for reporting purposes
10. Select Save and Close

 

11. Verify the details and select Done

You have now completed the process for Create a Shared Construction Project as the Managing Entity

 

1. 1. 1. Login to Oracle by selecting the Company Single Sign-On button4

 

1. 2. 2. Select Projects
      3. Select Project Financial Management

1. 1. 1. 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)
      2. Navigator > Expand Projects > Project Financial Management

 

2. 3. 4. Expand the Search pane

3. 4. 5. Populate the fields with the previously created project details and select Search

4. 5. 6. Select the Project Name hyperlink

           

5. 6. 7. Select the Taskbar
      8. Select Manage Project Budget       

 

6. 7. 9. Select ‘+’ to create a project budget 

7. 8. 10. Enter the Budget Name and select the Financial Plan from the dropdown
      11. Expand the Budget Creation Details section
      12. Select Additional Information
      13. Select the Fiscal Year Authorization from the dropdown (this tracks the year the budget was approved)

1. Note: The Budget Office Approval ID Number will be an approval ID number given by the Budget Office. We are tracking that information on the budget in PPM. 
2. For any supplemental budget versions, the Budget Increase Date(s) field will need to be populated. This tracks the date the budget increased. 

 

8. 9. 14. Select Save and Continue

9. 10. 15. Highlight the Capital UChicago Share row
       16. Select the ‘+’ icon to add a new budget resource

10. 11. 17. Select e-Builder Lump Sum Budget as the budget resource

1. Note: Since the initial budget created in Oracle will be the lump sum budget, the resource will always be ‘e-Builder Lump Sum Budget’

11. 12. 18. Enter the associated Raw Cost

           

12. 13. 19. If the project also has a budget for non-capitalizable costs or if the project is non-capitalizable in nature add the same summary resource to the UChicago Non-Capitalizable Costs row by highlighting that row and selecting the ‘+’

13. 14. 20. Highlight the Non-Capital UCM Share row
        21. Select the ‘+’ to add a new budget resource

14. 15. 22. Since the amount on this task will always correspond to the amount of funds UCM is providing for the project, the budget resource will ALWAYS be Shared Cost Allocation
        23. Enter the appropriate Raw Cost
        24. Select Save

1. Note:  When you select ‘Save,’ the Cost Budget field refreshes to show the total budget amount

15. 16. 25. Select Submit

           

16. 17. 26. Verify the project information and select OK

1. Note: 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.'     

 

17. 18. 27. Verify the budget amount
        28. Select the Refresh icon

           

18. 19. 29. Verify the budget details

1. Note: Oracle will automatically create a Version 2 of the initial lump sum budget in a Current Working status. The initial detailed budget from eBuilder will appear as a separate budget version

19. 20. 30. Select Done      

You have now completed the process of Creating a Project Budget on a Shared Construction Project as the Managing Entity

 

When the project record and initial lump sum budget are created in Oracle, the Oracle to eBuilder integration will run to bring the project record/budget into eBuilder - the Oracle project name, project number, and initial lump sum budget will all appear on the eBuilder project record.

 

Once in eBuilder, the Facilities team will start to create the detailed budget following already established eBuilder processes and workflows. Once created, the detailed budget version will integrate back over to the Oracle PPM Project record in a Current Working status. A Facilities user will then have to manually submit the budget in Oracle after adding the appropriate Budget DFF information (reference the Create and Update a Capital Project and Budget (Facilities) QRG for details related to this activity). This initial detailed budget version will auto approve in Oracle and upon approval, it will have a status of Current and Original Baseline and be ready to be costed against.

 

1. Login to Oracle by selecting the Company Single Sign-On button        

 

2. Select Projects
3. Select Project Financial Management      
   1.  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)
   2. Navigator > Expand Projects > Project Financial Management

4. Expand the Search pane

           

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

           

6. Select the Project Name hyperlink
   1. 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

9. Select Change Status 

10. Select Submitted from the dropdown
11. Select Save and Close
    3. 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       

 

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 the project status of a Shared Construction Project from Draft to Active

 

2. 2. 1. 1. Login to Oracle by selecting the Company Single Sign-On button

3. 3. 1. 2. Select Projects
         3. Select Costs     
            1. 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)
            2. Navigator > Expand Projects > Costs

4. 4. 1. 1. Select the Taskbar
         2. Select Manage Allocation Rules

5. 5. 1. 1. Select ‘+’ to create a new allocation rule     

6. 6. 2. 2. Fill out all the mandatory fields (these fields are denoted with an asterisk next to them)
            1. Note: Allocation Group Name: If you are created multiple allocations at once for different projects, you can enter a standard nomenclature in this field. When it comes time to run the allocation, this allocation group name can be entered to run all allocation rules within this group at once         

7. 7. 3. 1. Fill out all the mandatory fields (these fields are denoted with an asterisk next to them)
         2. Select Save
            1. Note: Allocation Expenditure Type will depend on the type of project. If the project has both capitalizable and non-capitalizable expenses, two separate project allocations will have to be created. For the capitalizable allocation, this will AWAYS be 76906-COS: Capitalizable Shared Cost Allocation. For the non-capitalizable allocation, this will ALWAYS be 76906-COS: Non-Capitalizable Shared Cost Allocation      

8. 8. 1. 1. Enter the Allocation Pool Percentage
            1. Note: Depending on the split percentage that the University and UCM defines for the project, enter the percentage of funds UCM is providing
         2. Enter the Source Amount Class
         3. Enter the Source Amount Type        

9. 9. 1. 1. Select ‘+’ to add a source line
         2. Search for your Project Name using the dropdown to add it as a source
         3. Choose the source task using the Task Name dropdown
         4. Select Save

           

10. 10. 1. 1. Select the Targets tab
           2. Search for your Project Name using the dropdown
           3. Choose the target task using the Task Name dropdown
           4. Enter the Percentage
              1. Note: For either a capitalizable or non-capitalizable allocation, the percentage will ALWAYS be 100
           5. Select Save       

11. 11. 1. 1. Select the Offsets tab
           2. Choose the Offset Method

12. 12. 1. 1. Choose the Offset Expenditure Organization using the dropdown
           2. Choose the Offset Expenditure Type Class using the dropdown
           3. Choose the Offset Expenditure Type using the dropdown
           4. Select Save And Close

           

13. 13. 1. 1. Select ‘+’ to create a second allocation rule (if required)
              1. Note: If the Shared Construction Project has both capitalizable and non-capitalizable costs, you must create a second non-capitalizable allocation to allocate UCM percentage of funding from the UChicago Non-Capitalizable Costs task to the Non-Capital UCM Share Task
           2. Select Done

You have now completed the process of Creating a Project Allocation 

 

2. 1. Login to Oracle by selecting the Company Single Sign-On button

       

3. 2. Select Contract Management
   3. Select Contracts         

1. 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)
2. Navigator > Expand Contract Management > Contracts

1. 4. Using the search parameters, search for the University Shared Construction Projects Contract and select Search
   5. Select the Contract Number hyperlink

           

2. 4. In the Actions dropdown, select Amend    

 

3. 4. A contract amendment warning will appear; select OK

 

4. 4. Enter the Amendment Effective Date

1. Note: This will ALWAYS be the date you are adding the Shared Construction Project to the contract     

 

5. 4. Select the Lines tab
   5. Select Associated Projects in the Line 1 Details section

6. 4. Select ‘+’ to associate your Shared Construction Project to the Contract
   5. Search for your project using the Project Name dropdown
   6. In the Funded Amount column, enter the amount of funding UCM is providing for this Shared Construction Project
   7. Select Submit   

7. 4. You can view the contract validation results upon submitting the contract; select Next

1. Note: There will be at least 1 warning on the validation results page. These warnings are expected and can be ignored

           

8. 4. Select Submit

1. Note: Workflow has been configured so that any amendment to the contract will be auto approved 

 

9. 4. Use the dropdown of Save and select Save and Close   

 

10. 4. Verify that the status of the contract is Active (you might need to refresh the page a couple of times)

1. Note: Upon refreshing a couple of times, the status of the contract will change from Pending approval to Active

           

You have now completed the process of adding a project to a Shared Construction Projects Contract

 

2. 1. Login to Oracle by selecting the Company Single Sign-On button

3. 2. Select Contract Management
   3. Select Invoices 

1. 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)
2. Navigator > Expand Contract Management > Invoices

1. 4. Select the Taskbar
   5. Select Manage Events

2. 4. Select ‘+’ to create a new billing event        

 

3. 4. Complete all required fields for the billing event using the dropdowns (when available)

1. Note: Certain field will ALWAYS remain static including:

1. 1. Business Unit: ALWAYS will be Funds Flow and Intercompany Transactions
   2. Contract Number: This will be the SCP contract number and ALWAYS will be 300000179
   3. Contract Line: This is the contract line associated with the SCP contract and will ALWAYS be 1
   4. Event Type: This will ALWAYS be Shared Construction Projects Funding
   5. Organization: This will follow the Project Organization

4. 4. In the Additional Information tab, choose the Context Prompt

1. 1. Note: This will ALWAYS be FFIT UCM COA Values

5. 4. The UCM Chart of Account segment structure will appear. These represent the UCM COA string that will be charged. Fill out all mandatory fields (denoted by an asterisk)

1. 1. Note: The Validation Status will ALWAYS populate as New and is an important field used in the FFIT inter-entity integrations when transferring the eventual AR invoice to UCM as an AP invoice for month-end netting

10. Select Save and Close

10. Select the Taskbar
11. Select Generate Invoices

           

10. Fill out all the necessary parameters to run the process
11. Select Submit   

10. Select the Released Invoices tab
    1. Note: The status of your invoice is automatically Released when generated. The SCP contract was setup to automatically release all invoices upon successful generation
11. Select the Taskbar
12. Select Transfer Invoice Details to Receivables  

 

10. Fill out all the necessary parameters to run the process
11. Select Submit

           

10. Select the Released Invoices tab and verify the row with your invoice
    2. Note: The status of your invoice has changed from Released to Transferred

10. Navigate to the home page by selecting the home button (house icon) in the top right corner of the screen or the University of Chicago logo in the top left corner of the screen and Select Receivables
11. Select Billing    

10. Select the Import Exceptions tile on the billing screen

           

10. Select Import Transactions  

 

10. Fill out all the necessary parameters to run the process
    3. 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. Navigator > Expand Receivables > Billing
11. Select Submit   
    1. Submit AutoInvoice will be a schedule process with the following parameters:
       1. Business Unit: Funds Flow and Intercompany Transactions
       2. Transaction Source: CONTRACT INVOICES
    2. This process can always be run on an ad hoc basis outside of the schedule.

10. Navigate to the home page by selecting the home button (house icon) in the top right corner of the screen or the University of Chicago logo in the top left corner or the screen and select Contract Management
11. Select Invoices  
    3. 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. Navigator > Expand Contract Management > Invoices

10. Select the Taskbar
11. Select Confirm Invoice Acceptance Status in Receivables

           

10. Fill out all the necessary parameters to run the process
11. Select Submit   

 

10. Select the Released Invoices tab
    5. Note: The status of your invoice has changed from Transferred to Accepted. This means that the invoice has successfully been transferred to Accounts Receivable       
    6. Now that your SCP Invoice is in Accounts Receivable, UChicago users may go to view the invoice record

10. Navigate to the home page by selecting the home button (house icon) in the top right corner of the screen or the University of Chicago logo in the top left corner of the screen and select Receivables
11. Select Billing      
    5. 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)
    6. Navigator > Expand Receivables > Billing

10. Select the Taskbar
11. Select Manage Transactions

 

10. Search for your Accounts Receivable invoice using the given search parameters
11. Select Search
12. Select the Transaction Number hyperlink to view the Accounts Receivable Invoice

            

10. View details of the invoice on this screen
11. Select View Image to view invoice details in a pre-configured invoice format

10. Select OK         

 

10. Select Actions
11. Select View Accounting
    7. Note: Create Accounting in Accounts Receivable will be a scheduled process. This process can be run on an ad hoc basis outside of the schedule as well
    8. If you would like to run Create Accounting, click Actions and Post to Ledger; in the popup that appears, click View Accounting

10. View the Accounts Receivables accounting entries that were generated and select Done      

 

10. Use the dropdown of Save to Save and Close     

 

10. Navigate to the home page by selecting the home button (house icon) in the top right corner of the screen or the University of Chicago logo in the top left corner of the screen and select Contract Management
11. Select Revenue            
    9. You can also use the navigator to get into the same place (3 parallel lines in the top left-hand corner next to the UChicago logo)
    10. Navigator > Expand Contract Management > Revenue

10. Select the Taskbar
11. Select Generate Revenue

           

10. Fill out all the necessary parameters to run the process
11. Select Submit   

10. Select the Taskbar
11. Select Manage Summary Revenue   

 

10. Seach for the revenue generated using the search parameters
11. Select Search

            

10. Select Edit Revenue Distributions
    7. Note: You may have to expand the Summary section

10. Highlight the row
11. Select Actions and View Accounting
    11. Note: Create Accounting in Contracts Management will be a scheduled process. This process can be run on an ad hoc basis outside of the schedule as well
    12. If you would like to run Create Accounting, select Actions and Post to Ledger. In the popup that appears, select View Accounting        

 

10. Verify revenue accounting entries and select Done

           

You have now completed the process of Requesting a Funds Transfer from UCM and Generating Revenue

 

On a monthly basis, the project allocation(s) that were created during project setup, will be run. The purpose of this is to transfer the UCM portion of costs from either the Capital UChicago Share task or UChicago Non-Capitalizable Costs task to the Non-Capital UCM Share task. This transfer is purely a tracking and reporting mechanism for UChicago on UChicago Managed Shared Construction Projects.

 

The project allocation(s) will be run on an ad hoc basis and will not be run via a scheduled process. This is due to the allocation setup being dependent on a Shared Construction Project record creation in PPM.

 

These project allocations will be run by the UChicago Shared Constructions Projects Intercompany Charge Administrator during period close at month end. This timing was designed to ensure all monthly costs have been incurred against the project, including any potential cost corrections (reference the FST Period Close checklist to review details around the exact timing during the period close process). 

 

6. 4. 1. 1. Login to Oracle by selecting the Company Single Sign-On button

       

7. 4. 2. 2. Select Projects
         3. Select Costs     
            1. 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)
            2. Navigator > Expand Projects > Costs

1. 4. 3. 4. Select the Taskbar
         5. Select Manage Allocations

1. 4. 4. 6. Select Generate Allocations

10. 1. Note: Since this process will depend on the allocation rules that have been setup per Shared Construction Project created, this process will have to be run on an ad hoc basis

2. 4. 5. 7. Enter all necessary parameters to run the process
         8. Select Submit

1. Note: The UChicago Shared Construction Projects Intercompany Charge Administrator will run this process during the month end close process as part of the checklist to close the PPM period

           

1. 9. On the Costs Overview screen, make sure that the process has run successfully in the Process Monitor

1. Note: A successful process will have a completion text saying “Successful Rules without Warnings: ##”

3. 4. Select the Taskbar
   5. Select Manage Allocations

           

4. 4. Enter applicable parameters and select Search

1. Note: Selecting Search will pull up all allocation rules in the queue. However, you can also run a targeted search by Allocation Rule Name, Period, or Status. It might be  easiest to do a blanketed search to see all the allocation rules in the queue

           

5. 4. Highlight the Allocation Rule that has been generated
   5. Select Release

1. Note: If you have multiple rules generated at one time, you will have to release all rules separately
2. Allocations successfully generate in a Draft success status
3. Any allocations that error out in the Generate Group Allocations process will appear in the queue in a Draft failure status. In addition to resolving the error and rerunning the Generate Group Allocations process, make sure to delete the rules in Draft Failure by highlighting the row and clicking the grey X. The Delete Allocation Transactions will run (this will take a few minutes). Upon refreshing the queue, the allocation in Draft failure is removed. This should be done on an ad-hoc basis depending on the number of errors encountered (if any).
4. System functionality prevents the Generate Group Allocations process to run if there are rules in a Draft failure status

6. 4. Refresh the queue by selecting Search a few times and verify the status of your allocation rule(s) is Release success

1. Note: Selecting Release casues a process called Release Allocation Transactions to run in the background. This process must be ran on an ad hoc basis depending on the number or allocations rules generated for a given month
2. Once an allocation runs successfully and is a Release success status, the allocation amount appears in the Currently Allocated Amount column and an Allocation Expenditure Batch is autogenerated       

7. 4. Select the Taskbar
   5. Select Manage Project Costs

           

8. 4. Enter the appropriate search criteria for your Shared Construction Project
   5. Select Search

           

9. 4. Verify that the allocated costs have appeared correctly on your project

1. Note: You can view the cost details by selecting the transaction number hyperlink

10. 4. Highlight one of the allocation costs and select Actions > Accounting > View Accounting to view the accounting entries that have generated

1. Note: If you have selected into the cost to view the costing details, you can select Actions dropdown in the top right corner of the page

11. 4. Review accounting entries generated and select Done

           

You have now completed the process of Running a Project Allocation