The following guide is intended to overview the process of creating a sponsored constructed equipment project that is funded by a grant. This process will start when URA creates a sponsored award and associated capitalizable project record (this will be part of the AURA integration). Upon completion, the sponsored capitalizable project record will be routed to the Capital Projects Central Administrator for approval to ensure the project has been setup correctly from a Capital Projects perspective. Upon approval, URA will complete the remaining award creation and submittal steps. At this point, the sponsored award and capitalizable project will be ready to be transacted against. During the lifecycle of the project, transactions can be incurred until the project is materially complete and is ready for capitalization to be placed into service as an asset.

 

There could be instances where the grant period of performance ends, but the project is still ongoing. Due to regulatory and compliance issues with the sponsor, the grant record and funding cannot be used to continue the project. In this case, a journal entry will be created to transfer remaining funding from the donating fund to the constructed equipment fund. Once this occurs, the Capital Projects Central Administrator will create a project record within Capital Projects to represent this remaining project work. Once the project is materially complete and ready for capitalization, both project records (the sponsored and ongoing project records) will be capitalized, merged, and placed into service as one asset.

 

• URA/Sponsored Award Responsibilities (Note: While these steps are listed in the QRG to reference the end-to-end process, refer to Sponsored Awards QRG’s for any specific details regarding these steps – see prerequisites section)
  • Create a Sponsored Award
  • Create and Associate a Constructed Equipment Project to a Sponsored Award
  • Add and Allocate Sponsored Funding to a Constructed Equipment Project
  • Create Initial Budget on a Constructed Equipment Project
  • Submit an Award/Contract for Approval

 

• Capital Projects Central Administrator Responsibilities
  • A Capital Projects Administrator Approves a Constructed Equipment Project to Change the Status from Draft to Active
  • The Grant Period of Performance Ends – Process a GL Transfer to Fund the Constructed Equipment Fund
  • The Grant Period of Performance Ends – Create a Constructed Equipment Project in Draft Status
  • The Grant Period of Performance Ends – Update Details on a Constructed Equipment Project
  • The Grant Period of Performance Ends – Create an Initial Budget on a Constructed Equipment Project
  • The Grant Period of Performance Ends – Change Status on a Constructed Equipment Project from Draft to Active

 

• Award: An award is the umbrella record that contains comprehensive demographic and financial information for a sponsored 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 & non-capitalizable.
• 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.
• Sponsor: A sponsor is an organization that provides funding for a sponsored research agreement.
• Project Budget: An estimate of planned expenses.
• Award Personnel: The key members associated with an award.
• Principal Investigator: The person leading and managing the research agreement.
• Contract: A record incorporating the necessary billing attributes and revenue attributes for the generation of invoices and revenue recognition to occur for an award.
• 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.
• Capital Projects: The Capital Projects feature is designed to plan, manage, and track capital investments, and is 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 the costs or expenses associated with a project into capital assets for that project.
• 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 capital project.
• SCP- UCMC shared construction project.
• UCP - All other capital projects.
• USP – All sponsored capitalizable projects.

• For capital 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 will be UFP81121).

• For capital 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).
• For sponsored capitalizable projects converted from FAS (added prior to 7/1/2024), the project number will be autogenerated starting with 1000000 with the 3-letter prefix (USP)

• The converted FAS account will be imbedded in the sponsored capitalizable project name.

• For sponsored capitalizable projects added in Oracle after 7/1/2024, the project number will be autogenerated starting with 2000000 with a 3-letter prefix (USP)

 

• For any URA/Sponsored Awards responsibilities (as listed above), reference the following QRG’s:
  • Set Up Awards, Projects, and Contracts (Sponsored Awards) QRG
  • Modify Awards, Projects, and Contracts QRG

 

• For the Capital Projects Central Administrator responsibility to create a journal to transfer remaining funding from a donating fund to the constructed equipment fund after the grant period of performance ends (as listed above), reference the following QRG:
  • Transfer Capital Project Funds QRG

 

• For the Capital Projects Central Administrator responsibility to Manage Constructed Equipment Projects, reference the following QRG:
  • Managing Capital Projects QRG

 

• For the Capital Projects Central Administrator and Asset Accountant responsibilities to capitalize sponsored equipment projects and place them into service as assets, reference the following QRG’s:
  • Capitalize and Close a Capital Project QRG
  • Managing Fixed Assets – Asset Addition (CP/Constructed Equipment) QRG

 

Once URA creates the award & associated capitalizable project record, and completes the appropriate project setup, they will update the project status from Draft to Submitted. This will kick off a workflow notification to the Capital Projects Central Administrator, who will review the project record to ensure it has been step up correctly for capital activities.

 

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

           

2. Select the Bell (notifications) icon

           

3. Verify that the workflow notification has been sent
   1. Note: The Capital Projects Central Administrator should review the project record to ensure it is set up correctly from a capital projects perspective. If set up correctly, the workflow notification can be approved. If not, the workflow notification can be rejected. If rejected, the Award Setup Specialist can make the appropriate changes and re-submit the project for approval

4. Select Projects
5. 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

6. Expand the Search pane

           

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

           

8. Select the Project Name hyperlink

           

9. Select the Taskbar
10. Select Manage Financial Project Settings

 

11. Select the Additional Information tab
12. Verify the Construction/ Renovation DFF
    1. Note: The Construction/ Renovation DFF is a very important field that drives accounting. For Sponsored Constructed Equipment Projects, this DFF value will be No. While it will always be defaulted to No on the project templates that URA uses when creating the project record, it is good practice to verify this information
13. Select Done

           

14. Select the Taskbar
15. Select Manage Financial Project Plan

           

16. Verify the project task structure
    2. Note: For Sponsored Constructed Equipment projects, each piece of constructed equipment will be created as a separate task. While the appropriate tasks will be created when URA creates the project record, it is good practice to verify this information (especially the chargeable and capitalizable flags on the tasks)
17. Select Save and Close

 

18. Select the Bell (notifications) icon

           

19. Select the notification hyperlink      

 

20. Select Claim
    3. Note: Central F&A will have multiple users designated as the Capital Projects Central Administrator. Since all these persons are included in the underlying approval group, the approval can happen on a “first come, first serve” basis – the user in the approval group that views the approval notification first can approve it

 

21. Select Approve

           

22. Enter any comments (if desired) and select Submit

           

23. Verify the project status is Active once approved
    4. Note: As the Capital Projects Central Administrator, you can verify the status change after approval. You may have to refresh the screen to see the project status change. This workflow approval will also route to URA (and they will be able to see it on the Award record), so they can complete the remaining Award setup steps
    5. The Capital Projects Central Administrator should notify the URA Award Setup Specialist of this project approval

You have now completed the process for the Capital Projects Administrator Approving a Constructed Equipment Project to Change the Project Status from Draft to Active

 

Once the Capital Projects Central Administrator has verified and approved the capitalized project record, URA can complete the remaining Award setup steps. Once this occurs, and the Award/Contract is submitted & is active, expenditures can be incurred against the award and project. Over the lifecycle of the project, expenditures can continue to be incurred. If the project is solely funded by a Sponsored Award, upon the project being materially complete, the Capital Projects Central Administrator can begin the capitalization process to transfer the asset from PPM to Fixed Assets and place it into service (reference the Capitalize and Close a Capital Project QRG and the Manage Fixed Assets – Asset Addition (CP/Constructed Equipment) QRG for these activities).

 

There may be instances where the Constructed Equipment Project is ongoing but the grant period of performance ends. Due to regulatory and compliance issues, the sponsored award record and funding cannot be used to continue the project. Instead, a separate project record will be created within the Capital Projects business unit to track and manage the ongoing project. Before this can occur, the Capital Projects Central Administrator must create a journal to transfer remaining funding from the donating fund to the constructed equipment fund (reference the Transfer Capital Project Funds QRG for this activity). Once this occurs, the project record can be created.

 

1. 1. 1. Login to Oracle by selecting the Company Single Sign-On button
      2. Select Projects
      3. Select Project Financial Management      
      4. Select the “+” icon to create a new project record 
      5. Populate the fields with the required details
      6. Enter the Sponsored / IADF Constructed Equipment Project Number & Sponsored/IADF Constructed Equipment Award Number and select Save and Continue

1. Note: The associated Sponsored Award and Project numbers should be entered in these DFF’s for tracking purposes

1. 2. 7. Verify the task structure details and select Cancel to get back to the Project Overview page

1. Note: This is the defaulted task structure for all capital projects. However, this structure can be altered by adding new tasks (clicking the ‘+’)

2. 3. 8. Verify the details and select Done    

You have now completed the process of Creating a Constructed Equipment Project in Draft Status

 

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

 

3. 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

1. 4. Populate the fields and then select Search

1. Clicking Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

2. 5. Select the Project Name hyperlink   

3. 5. Select the Taskbar
   6. Select Manage Project Resources 

 

4. 5. Select Add Resource 

 

5. 5. Add the Sponsored Awards Principal Investigator to the ongoing Constructed Equipment project and once added select Save and Close

1. Note: Personnel listed on the Sponsored Award should be listed on the ongoing constructed equipment project as project team members for tracking purposes. Additional project resources can be added by clicking Add Resource     

1. 1. 10. Select Save and Close

You have now completed the process - The Grant Period of Performance Ends with An Ongoing Project: Update Details on a Constructed Equipment Project

 

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

           

3. 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. Populate the fields and then select Search
3. Clicking Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities.

1. 5. Select the Project Name hyperlink 

 

6. Select the Taskbar
7. Select Manage Project Budget

           

6. Select the ‘+’ icon

           

6. Populate the field with the required information

1. Note: Oracle will autogenerate the Name as Version 1. We have designed nomenclature so that the Name of the first budget version is Initial Budget. Any subsequent budget version will be named Supplemental Budget #XX
   10. Expand the Budget Creation Details section

           

2. 10. Select Additional Information
   11. Select Fiscal Year Authorization from the dropdown (This tracks the year the budget was approved)

1. 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 (see comment)
2. For any supplemental budget versions, the Budget Increase Date(s) field will need to be populated. This tracks the date that the budget increased
   13. Select Save and Continue

           

1. 13. Highlight the Capitalizable Costs row and select the ‘+’ icon to add a new budget resource   

2. 13. Populate the field with the required information
   14. Select Save and the select Submit

1. Note: Your budget will be submitted for approval and will undergo workflow routing. Workflow routing has been created so that the initial budget will be auto approved by the system. You may want to refresh the screen a couple of times after submitting. Once approved, the budget status should say Current and Original Baseline

2. 17. Select OK

        

3. 17. Verify the budget amount
   18. Select the Refresh icon

           

4. 17. Once approved, the initial budget status should say Current and Original Baseline (Oracle automatically creates a Version 2 budget in a status of Current Working)
   18. Select Done      

You have now completed the process - The Grant Period of Performance Ends with An Ongoing Project: Create an Initial Budget on a Constructed Equipment Project

 

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

           

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

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

 

4. 1. Populate the fields and then select Search

           

5. 2. 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

2. 6. Select the Taskbar
   7. Select Manage Financial Project Settings

3. 6. Select Change Status

 

4. 6. Select Submitted from the dropdown and enter the comments (if desired)
   7. Select Save and Close.

1. 1. 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      

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

  

You have now completed the process - The Grant Period of Performance Ends with An Ongoing Project: Change the Status of a Constructed Equipment Project from Draft to Active

 

At this point, the ongoing constructed equipment project record is Active and is ready to be costed against. Throughout the lifecycle, costs will accumulate on the project. When the ongoing project is materially complete and ready to be capitalized, the Capital Projects Central Administrator will begin the capitalization process. Both project records (the sponsored and the ongoing project records) will be capitalized in PPM and transferred to Fixed Assets. Once in Fixed Assets, both assets will be merged into one asset to be placed into service as a UChicago owned asset (reference the Capitalize and Close a Capital Project QRG and Manage Fixed Assets – Asset Addition (CP/Constructed Equipment) QRG for these activities).