The following guide is intended for IADF Administrators who are looking to view or complete any of the following actions:

Action

• Create an IADF Award
  • Creating Award from Award Template
  • Using the General Tab
  • Using the Financials Tab
  • Using the Personnel Tab
• Associate or Create Project
  • Associating Project
  • Create and Associate Project
• Manage Project Budget for an IADF and Submit Contract

Terminology

• Award: a primary unit of work that can be broken down into one or more tasks. It is a fundamental structure used to organize, track, and manage various types of work within an organization, often relating to financial or operational goals. Each award is connected to a project.         
• Award Funding: Award Funding is the total dollar amount promised to the PI over the course of the award.
• Budget: The budget is the amount of money that the Principal Investigator (PI) can spend on a project in a given budget period.
• Budget Period: All PPM awards must be set up with Budget Periods, which are periods of time in which funds can be assigned and budgeted. The recommendation for IADFs is to set up Budget Periods throughout fiscal years.
• Chart of Accounts (COA): Oracle’s string of numbers that will house all financial activity for the University within the General Ledger (GL). The COA is comprised of ten segments and categories in three buckets: Primary (Entity, Organization, Account, Fund, Purpose); Secondary (Program, Activity, Site), System-Populated segments (Affiliate, Future).
• General Ledger (GL): The University’s central accounting structure, which houses all financial information (i.e., assets, liabilities, fund balance, income, and expenses) across the organization. Each transaction is represented in the GL through a 10-segment value string combination called the Chart of Accounts (COA).
• Internal Awards: Institutional funds awarded to an individual usually as a result of call for proposals, with defined scope and time limit.
• Journal Entry: A record of a business transaction, typically in the context of accounting. It documents the specifics of a financial event, including the date, the accounts affected (both debit and credit), and the amount of the transaction. Journal entries form the foundation of a company's financial records and are essential for maintaining accurate financial statements.
• Modules: Modules are the components or business process subsystems of our Oracle Cloud platform. They provide specific functions to enhance overall service delivery which integrates with and supports our need for highly detailed project reporting including PPM, Workday, Concur, Procurement, Accounts Receivable, Accounts Payable, Assets.
• POETAF: Most granular level of detail within a project. Combination of value segments that describe a PPM expenditure (Project – Expenditure Organization – Expenditure Type – Task – Contract/Award, Funding Source).
• Project: a primary unit of work that can be broken down into one or more tasks. It is a fundamental structure used to organize, track, and manage various types of work within an organization, often relating to financial or operational goals. Each project is connected to an award.
• Project Portfolio Management (PPM): A module that houses aggregated information on Sponsored Awards, Capital Projects, Individual Award & Discretionary Awards (IADF), and Clinical Research Studies. Integrates with other modules to collect costs and fee accounting to GL.
• Resource (Expenditure Category): In PPM, all projects must be budgeted to a specific Resource (e.g., MAS: Materials and Supplies or EQU: Equipment). Budgets can be as detailed as you want with these resources, but since IADFs are discretionary, the recommendation is to budget to one resource -- OGC: Other General Costs if no specific terms of award restrict expenditures to certain categories.
• Subledger: Also known as a subsidiary ledger, is a detailed record of transactions for a specific account or category, subordinate to the general ledger. It provides a granular view of individual transactions that contribute to the summarized balances in the general ledger. Think of it as a detailed breakdown of a specific part of the larger financial picture presented in the general ledger.
• Temporary Restricted Funds: Donor-restricted funds that an organization can use only after meeting specific conditions related to time or purpose.

Setup Award Details

Before creating the Award, check the Fund balance in GL to ensure there are funds available. If you do not have access to find this information, work with your Unit’s IADF Administrator.

Each Project must be associated with one or more IADF Awards. To do this, you must create the IADF Award.

1. Select Company Single Sign-On to log into Oracle.
2. Navigate to the Grants Management Module and select Create Award from Template under Quick Actions.     

Creating an Award from an Award Template

3. Use the dropdown to select either the University Individual Discretionary Funds or University Individual Internal Awards Source Template.
4. Complete the following fields in the Create Award from Template (some fields are pre-populated).
   1. Award Name
   2. Primary Sponsor
   3. Start Date
   4. End Date
   5. Principal Investigator details

Note: The Primary Sponsor field should be the same Fund found in the COA and should be associated with Temporary Restricted Gift funds.

5. Select Save and Continue.

6. Select 'OK.'       

 

Using the General Tab

7. Update the Organization, Purpose, Institution, and Type.

 

Using the Financials Tab

8. Select the Financials tab.
9. Uncheck Expanded Authority if funds should not roll over between budget periods.

Note: If Expanded Authority is enabled, funds can roll over into budget periods, and you will not need to rebudget, unless you add additional budget to that fiscal year. If it is disabled, PI will lose their funds if they do not spend them that year. Expanded authority can only be selected during the award setup.

10. In the Budget Period section, select the pencil icon.

11. Edit the Pre-Award date to 90 days prior to the Start Date.
12. Select the '+' icon to add a new row for a Budget Period. 
13. Update the Name of the Budget Period row to FY(Year) (e.g., FY2024) and update the End Date to the last date of the current year, (e.g., 6/30/2024). Add additional entries as applicable using the ‘+’ icon.

Note: If the project is ongoing, create a budget period labeled ‘Future’ with 6/30/2099 as the end date

14. Select Save.     

Using the Personnel Tab

15. Navigate to the Personnel tab.
16. Select ‘+’ icon.
17. Fill in the details in the Person, Role, and Start Date. Add all IADF Administrators and IADF Viewers.

Note: You must add yourself as an IADF Administrator to perform actions on the Award.

18. Select Save and Next 

By selecting Save and Next, the award creation process will direct you to the next section of award creation, which is section two: Projects. This section allows users to connect Oracle Project(s) with an Oracle Award. This is a step that ensures that we align the Project to the appropriate funding source. To keep the number of Projects to a minimum, it is recommended to associate the award with an existing Project. If you do not have a previously created project, follow the steps to Create and Associate Project.

Associating Project

It is recommended that you associate this award with an already existing project. To associate the existing Project with the award, follow the steps below.

1. Select the “+” icon.
2. Enter the associated Project Name or Number in the Project Name field.     
3. Review that the project has been added to the award. Select Save and Next.

Continue to the steps to Add Award Funding.

Create and Associate Project

It is recommended to only create a new project if the PI does not already have a project to associate the award with. From section 2: Projects you will take the following steps:

1. Select Create and Associate
2. Select the University Internal Award as the Template Name and enter the following details in the template:
   1. Project Name
   2. Project Start Date (this date should reflect 90 days prior to the initial start date)
   3. Project Owning Organization (should be your Organization)
   4. Project Manager
3. Select Save and Close
4. Select Next

1. Select Add funding.

2. Complete the Funding Issue Details
   1. Type should always be Base.
   2. Number
   3. Direct Funding Amount
   4. Date
   5. Description
3. Select Save and Close
4. Review total funding for the award and select Next.

Each Award and Project must have a project budget associated with it. After associating or creating a project, the Manage Project Budget will be enabled in section four: Review. You will need to complete these steps to set up the budget.

Note: To complete the steps for the Manage Project Budget, you must be listed as the IADF Administrator both on the Project and on the Award.

Establish Project Budget

1. From section 4: Review, select Manage Project Budget.

2. On the Manage Budget Versions screen, select the '+' icon.

3. Enter the information for the following:

1. 1. Name
   2. Financial Plan Type
   3. Description.

4. Select Save and Continue.

Associate Project Resources with Project Budget

5. Highlight the row with your project. Select the '+' icon to add a Resource to which you want to budget.

Note: To budget at the task level, highlight the task and select the ‘+’ icon.

6. Use the drop-down to select the appropriate resource. 

7. While the row with the resource is still highlighted in blue, select Actions and select Edit Period Amounts. 

8. A window will appear titled Edit Period Amounts, select the first row with the FY(Year) period listed and enter the Raw Cost (USD).
9. Select Save and Close.        
10. Verify that the amount under the Cost Budget says the total amount you want to budget. Select the Create Baseline button in the top right of the screen.  

A popup window will appear summarizing the new budget. Select OK. Select the refresh icon to refresh your budget (you may have to select it a few times). The status of the budget version you just created should now say 'Current and Original Baseline’ if this is the initial budget of a project, if this is not the initial budget it will read ‘Current'. Notice that the system automatically creates a new budget version and it is in ‘Current Working' status. Select Done.

11. Select Submit Contract.       

A warning comes up telling you that the contract line details will be updated. We need these details to be updated to be able to submit requisitions for this award. Select Yes. A summary of the updated contract line details appears, select OK. Another warning will appear asking if you want to submit the contract for approval, select Yes. A confirmation message telling you that the contract lines were updated (as desired), select OK and select Done.

Notice that the project is in the first grey box, and the budget amount is in the field called Budget Amount.    

You have now completed the steps to manage the project budget for IADF.