The following guide is intended to show IADF Administrators how to modify awards in Oracle in the following scenarios:

1. Edit Project Financials
   1. Edit Funding
   2. Edit Budget
2. Edit Award, Project, and Task Date
   1. Edit Award Date
   2. Edit Project and Task Dates
3. Add or Change Project Resources
4. Change of Principal Investigator for an Award
5. Add a Task Manager to a Project/Award
6. Change the Project Organization for a Project/Task with Processed Costs
7. Early Termination of an Award
8. Close a Project

Keep in Mind

It takes a few moments for your changes to populate in the system. After modifying any project or award attributes, you should refresh your screen until the changes appear on the project.

Award: An award is the umbrella record that contains comprehensive demographic and financial information for an IADF.

Award Funding: The total anticipated funding for an award that may span fiscal years.

Award Personnel: The key members associated with an award.

Funding Sources: IADFs are funded by 9 different funding sources: 270500-IDF Discretionary Unrestricted, 270501-IDF Startup Unrestricted, etc.

POETAF: An acronym that represents the most granular level of detail for 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.

Principal Investigator: The person leading and managing the research agreement.

Project: A primary unit of work that can be broken down into one or more tasks containing demographic and financial information.

Task: The lowest level of a project used to organize project work into smaller, more easily manageable/reportable, units of work that can represent specific program, activity or site COA values.

Edit Funding

This scenario applies when a user needs to edit the fund for a given award. This action can be taken when a user needs to increase or decrease award funding.

1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Grants Management and select Awards.

3. Select the Taskbar and select Manage Awards.

4. Enter the Award Number in the search box.  To help refine your search you may select Show Filters
5. Select the award name/number hyperlink.

6. In the top right corner, select Edit.

7. Select the Funding whistlestop.
8. To Add Funding, select Add Funding to add supplemental funding.  

9. In the Add Funding popup screen, enter the following information:
   1. Budget Period: Select the appropriate budget period for the additional funding.
   2. Name: Enter the name of the new funding source.
   3. Direct Funding Amount: Enter the amount that is being added.
   4. Date: Enter the date to which the funding starts.
10. Select Save and Close.

11. Select Validate.

12. A confirmation message will pop up, select OK.

              

Edit Budget

1. Select the Review whistlestop.
2. Under Award Project Summary highlight the project.
3. Select Manage Project Budget.

 

4. Select the Current Working Version.

Note: If a working version exists proceed to step 5.  If a work version is missing then proceed to step 4a:

5. 1. Select Version 1 
   2. Navigate to the right-hand side 
   3. Select Duplicate from the dropdown menu.
   4. Refresh until a Current Working version is created.       

6. Select the dropdown next to Action and select Edit Period Amounts.         

7. Enter the monetary amount that should be budgeted in the Raw Cost field.
   1. If you are increasing funding you will increase the Raw Cost Amount.
   2. If you are decreasing you will reduce the Raw Cost Amount.
8. Select Save.

9. Select Save and Close.

10. Confirm that the Cost Budget amount in the header is correct.
11. Select Create Baseline from the right-hand corner of the screen.

12. Select OK.

 

13. Select the Refresh Icon to refresh until the page displays new Current Working and Baseline versions.
14. Select Done.

15. Select Done.     

You have now completed the step to Edit Project Financials

1. Select Company Single Sign-On to log into Oracle.

Edit Award Date

2. Navigate to the Grants Management Module and select Awards. 

3. Select the Taskbar and navigate to Manage Awards

 

4. Enter the Award Number in the search box.  To help refine your search you may select Show Filters
5. Select the award name/number hyperlink.

6. In the top right corner, select Edit.

7. Select the Financials tab.
8. In the Budget Period section, select the pencil icon.

      

9. Update or remove the Pre-Award Date or change the Start Date.

If you modify the Start Date you will need to re-baseline the budget.

10. Select Submit.  
11. A warning message will appear.  Select Yes to continue.

12. Select OK to accept the confirmation message.

13. Select the Save dropdown and select Save and Close.

Edit Project and Task Dates

When you change the dates on the Award, it is recommended to change the dates for the Project and Project Tasks.

14. Return to the Home page and select Projects and select Projects Financial Management.

15. Search for the Project.
16. Select the Project Line from the search results.

17. Select the Task List and select Project Financial Settings.

18. Select Edit.

19. Adjust the Project End Date.
20. Select Cascade option: Cascade project finish date to affected tasks.

Note: If you do not select this option, the task finish dates will not be in sync with the project finish date. Task finish dates can affect the ability to complete financial transactions.

21. Select Save and Close.

These steps are meant for users when they need to add or change the Project Resources.  Project Resources include the IADF Administrator, IADF View, and Project Manager.  If you need to adjust the Principal Investigator (PI), follow the steps in the Change of Principal Investigator for an Award section.  If you need to add or adjust a Task Manager, follow the steps in the Add a Task Manager to a Project/Award section.

1. Login using Company Single Sign-On to access your Oracle account.

 

 

2. Navigate to Projects and select Project Financial Management.   

3. Select the dropdown next to Search.
4. Enter the Project Number in the search.

Note: Keep the Team Member blank.

5. Select Search.  

6. Select the Project in the search results.
7. Select the Taskbar and select Manage Project Resources.      
   • If you need to edit project resources skip to step 11.

 

 

8. Select Add Resources.

9. Enter the following information:

• Resource: Name of the person being assigned
• Project Role: Select appropriate project role
• From Date: Defaults to today’s date
• To Date: (leave blank)
• Effort: (Enter the individual's effort or leave blank)
• Allocation: (Adjust the allocation or leave it as default)

10. Select Save and Close.        

 

11. If there is an existing resource that is no longer applicable/active, select the arrow next to that individual's name and select Update (Do not select Delete or Replace).       

12. On the Update Project Resource page, enter an end date in the To Date field.
13. Select Save and Close.

   

14. Select Save and Close.        

 

You have now completed the process to add or change project resources

This scenario is specific to award-level changes in the individual assigned as award personnel. This change generally requires prior approval.

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 Person who holds the role to which you’d like to change. Enter an End Date and change the Credit Percentage to 0.
11.  Select Save.

12. Select the + icon.
13. Enter the name of the individual. In the Role field select the appropriate role. Enter the Start Date as the day after the End Date of the former individual. Leave the End Date blank. Set Credit Percentage to 100.
14. 14. Select Validate.
15. 15. Select Save.

You have now completed the process to change the Principal Investigator for an award.

Use this scenario to add a Manager to a Project Task. The Task Manager will be included in the approval workflow along with the Project Manager for transactions such as Requisitions. This role is generally used when a PI would like to review purchases for technical specification prior to financial approval.

1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Projects and select Project Financial Management.   

3. Select the dropdown next to Search.
4. Enter the Project Number in the search.

Note: Keep the Team Member blank.

5. Select Search.  

6. Select the Project in the search results.
7. Select the Taskbar and select Manage Financial Project Plan.      

 

8. If the Task Manager column is not visible in the data grid, select View, then select Columns and Show All.  

9. Select the row for the Task to which you wish to add a Task Manager.

10. Select Actions dropdown, select Manage Tasks, and select Edit Task Details.

 

11. Select the Task Manager from the dropdown.
12. Select Save and Close.

Repeat steps 9 through 12 for other Project Tasks (if applicable).  

13. Select Save and Close.        

 

You have now completed the process of adding a Task Manager to a Project/Award.

 

Use this scenario if ownership/management of a project is moving from one department to another, or if the original department was incorrectly assigned. If the ownership/management on the project requires a new IADF Administrators, be sure to complete the Add or Change Project Resources.

Note: “Mark expenditure items for recalculation” should only be checked if costs that are already posted need to be reassigned to the new department. The process will create credits to expense for the former department/organization and debit the new one.

1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Projects and select Project Financial Management.   

3. Select the dropdown next to Search.
4. Enter the Project Number in the search.

Note: Keep the Team Member blank.

5. Select Search.  

6. Select the Project Name or Project Number hyperlink.
7. Select the Taskbar and select Manage Project and Task Organizations. 

8. Select the + icon

9. Enter the following information in the fields listed below:
   1. Business Unit: University Individual Awards and Discretionary Funds
   2. Name: This is the project name and should follow the same name convention (Last Name, First initial, Organization, Project type
10. Ensure the Project radio button is selected and select the Project from the dropdown list.
11. Ensure the All project tasks radio button is selected.
12. Select the new Organization from the dropdown list.

• Check Mark expenditure items for recalculation only if prior cost transactions should be moved from the former department to the new department.

13. Select Generate Batch Lines.
14. Select Save and Close.
15. Select Submit.    

16. Select Done.     

17. Enter the Project Name or Project Number.

 

 

18. Select Search.

19. Select the project Name hyperlink from the search results.
20. Select the Taskbar and select Manage Financial Project Settings.

 

21. Review Basic Information and verify that the Organization has been changed.

You have now completed the process to change the Project Organization for a Project/Task with Processed Costs.

Use this scenario when the award ends earlier than originally anticipated, for example, when a PI transfers from the University of Chicago to another institution.

Note: When you change any Grant-related dates you must re-baseline the project budget.

1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Project and select Project Financial Management.   

3. Select the chevron next to Search to un-collapse the menu.
4. Enter the Project Name or Number to terminate early.

Note: Depending on search preferences you may need to clear the Team Member field and update the Project Status field to search for All projects.

5. Select Search.  

6. Select the Project Name or Number hyperlink from the search results.  
7. Select the Taskbar.
8. Select Manage Financial Project Plan.  

9. Highlight the first task and select Planned Finish Date. Update to the new finish date.

Repeat this step for additional tasks.

10. Select Save and Close.

11. Select the Taskbar and select Manage Financial Project Settings.

 

12. In the Basic Information section select Edit.

 

13. Update the Finish Date that appears in the popup window to reflect an early termination.
14. Select Save and Close.      

 

15. If all project transactions have been posted, select Change Status.   

 

16. In the pop-up window, change the status of To to Closed from the dropdown.

Add comments, if needed.

17. Select Save and Close.        

 

18. Review the page to ensure the Finish Date is updated successfully.

Repeat these steps if there is more than one project.

Note: Depending on budgetary control settings, you may have to re-baseline the budget for it to accept the date changes.   

You have now completed the early termination of an Award process.

Use this scenario when we need to close the project or the project is complete.

Note: Expenditure transactions cannot post to Closed Projects, regardless of whether the transaction is within the Project Start and End Dates.

1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Projects and select Project Financial Management.

3. Select the chevron next to Search to un-collapse the menu.
4. 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 projects.

5. Select Search.  

6. Select the Project Name or Number hyperlink from the Search Results.
7. Select the Taskbar and select Manage Financial Project Settings.

 

8. Select Change Status.

9. In the pop-up window, change the status of To to Closed from the dropdown.

• Add comments, if needed.

10. Select Save and Close.        

 

11. Review the page to ensure the date is updated successfully.

Note: Depending on budgetary control settings, you may have to re-baseline the budget for it to accept the date changes.   

             You have now completed the process to close a Project.