grants accounting

1. Projects

2. Objectives
– Define project-related setup options
– Define project types
– Define project templates
– Define project and task-related setup
– Describe the use of project-related extensions,
workflow, and profiles

3. Agenda
– Fundamental Project Setup
– Project Types
– Project Templates
– Projects and Tasks
– Project Extensions, Workflow, and Profiles
– Project Lifecycles

4. Overview of Projects and Tasks
• A project is a primary unit of work that can be broken
down into a structure of one or more tasks.
Project
Task 1 Task 2
Task 1.2Task 1.1 Task 2.1 Task 2.2
Task 1.1.1 Task 2.2.2Task 2.2.1

5. Project Statuses
• The project status captures the state of a project. A project can have only one
status at a time.
Project A
Status = Approved
Project B
Status = Closed

6. Defining Project Status Workflow
Project Status =
Submitted
For example, enable the status Submitted for workflow.
Workflow initiated;
approver receives
workflow notification.
Approver approves
or rejects the
project.

7. Defining Status Controls
Default Allow
Capitalize assets X
View Only –
original setting
Changes
default
Update the status controls for each project
status to allow or disallow actions.

8. Defining the Next Allowable Statuses
• For each existing user status, you must define the next
• allowable statuses.
Submitted
Approved
Rejected
Next Allowable
Statuses

9. Project Classifications
Associate classifications with projects at the project-level.
Project A
Classification: Street Renovation
Code: 5th Avenue
Project B
Classification: Research
Code: Vaccine
Classification: Equipment
Code: Computers

10. Defining Service Types
Project C
Task 1.0
R & D
Task 2.0
Field Work
Task 1.2
Lab
Work
Task 1.1
Lab
Reports
Task 2.1
Field
Work
Task 2.2
Field
Work
Service types are associated with
projects at the task-level.
Each task is shown
with an example
service type.

11. Cross-Project Profile Options
Cross Project
Profile Options
PA: Cross Project
User - Update
PA: Cross Project
User - View
Access
Setting these profile options determines
cross project view and update access

12. Project Role Types
Associate a role
with each project
team member.
Use roles for
role-based
security.
Example Project Roles
Project Manager
Accountant
Consultant
Project Assistant
Engineer
Project Director

13. Agenda
– Fundamental Project Setup
– Project Types
– Project Templates
– Projects and Tasks
– Project Extensions, Workflow, and Profiles

14. Project Classes and Project Types
• Project classes are predefined and project types are
implementation-defined.
Indirect
Capital
Project Classes Project Types
Progress
Matching Funds
Overhead
Construction

15. Project Type Header
Name
Class
Capital
Indirect
Description
Effective Dates
General Project Type Information

16. Details Tab
Service Type
Role List
Details
Sponsored

17. Costing Information Tab
Burdened?
Schedule
Allow schedule
override?
Burden cost
display
Burden cost on
separate
expenditure Item?
Enable accounting
for total burdened
costs?
Account for burden
cost components?

18. Budget Option Tab
Allow cost budget entry?
Status reporting resource list
Entry Method
Resource List
Budget Options

19. Classifications Tab
Project Type
For example: All projects with this project type must be associated
with a class code for the class category Equipment.
Category: Equipment
Mandatory: Yes
Classifications

20. Budgetary Control Tab
Allow Override at
Project Level
Budget Type
Control Flag
Balance Type
Non-Project Budget
Encumbrance Type
Levels
– Project
– Task
– Resource Group
– Resource
Time Phase
– Amount Type
– Boundary Code
Budget Integration

21. Project Status, Workflow Tab
Starting Status?
Use workflow for project
status changes?
Use workflow for budget
status changes?
Project Status, Workflow

22. Capitalization Information Tab
Project Types for
Capital Projects
Project Class = Capital
CIP
Interface Supplier Invoices
Capitalized Interest
Capitalization Information
Define capitalization information on the Capitalization
Information tab for capital class project types.

23. Sponsored Project Types
Sponsored Project
Sponsored projects allow you to accrue revenue or bill the funding
source by award

24. Agenda
– Fundamental Project Setup
– Project Types
– Project Templates
– Projects and Tasks
– Project Extensions, Workflow, and Profiles

25. Overview of Project Templates
• You use project templates to create new projects. All projects ultimately
originate from a template.
T,Matching Funds
T,Broadway
Extension
T,Administrative
Project
Project Templates Projects

26. Project Classes and Project
Templates
• You must create at least one project template for every project class that
your institution uses.
Projects
Project Class: Capital
Project Template
T,ConstructionConstruction
Project Type

27. Defining Project Templates
Project Template
Define a New project
template
Copy an existing
project or project
template
Project Template
There are two methods for creating
project templates:

28. Project Template Numbering and
Naming
Project Number:
Progress Admin Template
Project Name:
Progress Admin
Project Number:
T,New Construction
Project Name:
New Construction Template
Example project template numbering and naming convention.

29. Specifying Project and Task Options
for a Template
Choose to hide or display options on
each template during template setup.
Project Number:
Progress Admin Template
Project Name:
Progress Admin
Setup Options (Examples)
– Project
– Structures
– Classifications

30. Quick Entry
Quick Entry
– Project Name
– Project Number
– Project Start Date
– Organization
– Project Manager
Define quick entry on a project template to determine the
values that users must enter when creating a new project.
Copy to… …New Project

31. Start and Completion Dates
Example 1a – Same Project and Task Duration
Oracle Grants Accounting maintains the duration of the project and tasks in
the template.
Quick Entry: Start Date = 01-JUN-2007
Field Project Template New Project
Project Start 01-MAY-2007 01-JUN-2007
Project Finish 31-MAY-2007 01-JUL-2007
Task Start 02-MAY-2007 02-JUN-2007
Task Finish 31-MAY-2007 01-JUL-2007
Team Member Effective 01-MAY-2007 01-JUN-2007

32. Start and Completion Dates
Example 1b – Shorter Project Duration
The new project is shorter (30 days) than the template duration (31 days).
The task duration is shortened to 29 days to fall within the project dates.
Quick Entry: Start Date = 01-JUN-2007
Finish Date = 30-JUN-2007
Field Project Template New Project
Project Start 01-MAY-2007 01-JUN-2007
Project Finish 31-MAY-2007 30-JUN-2007
Task Start 02-MAY-2007 02-JUN-2007
Task Finish 31-MAY-2007 30-JUN-2007
Team Member Effective 01-MAY-2007 01-JUN-2007

33. Start and Completion Dates
Example 1c – Shorter Project and Task Duration
The new project is shorter (15 days) than the template duration (31 days). As
a result, the task duration (30 days) is cut short (14 days) to fall within the
project dates.
Quick Entry: Start Date = 01-JUN-2007
Finish Date = 15-JUN-2007
Field Project Template New Project
Project Start 01-MAY-2007 01-JUN-2007
Project Finish 31-MAY-2007 15-JUN-2007
Task Start 02-MAY-2007 02-JUN-2007
Task Finish 31-MAY-2007 15-JUN-2007

34. Task Organization Considerations
• Example 2a: Task 2.0 organization changes.
Quick Entry: Name: XYZ Organization: Data systems
T,Template Info
Services
2.0 Info Services
1.0 Risk
1.2 Risk
1.1 Risk
Project Template Work breakdown structure (with task organizations)
XYZ
Data Systems
2.0 Data Systems
1.0 Risk
1.2 Risk
1.1 RiskNew Project

35. Task Organization Considerations
• Example 2b: Task 2.0 organization does not change.
Quick Entry: Name: XYZ Organization: Data systems
T,Template
Progress
Finance
2.0 Info Services
1.0 Risk
1.2 Risk
1.1 Risk
Project Template Work breakdown structure (with task organizations)
XYZ
Data Systems
2.0 Info Services
1.0 Risk
1.2 Risk
1.1 RiskNew Project

36. Team Members in Project
Templates
Project Template Quick Entry Fields New Project
Name: ABC Name: XYZ Name: XYZ
Team Members
Coordinator: Smith
Team Members
Project Mgr: Gray
Team Members
Project Mgr: Gray
Coordinator: Smith
Example 3a – Use template definition and Quick Entry field
You define the Coordinator role in the template and the Project
Manager role in the Quick Entry field.

37. Team Members in Project
Templates
Project Template Quick Entry Fields New Project
Name: ABC Name: XYZ Name: XYZ
Team Members
None
Team Members
Project Mgr: Gray
Consultant: Marlin
Consultant: Jones
Team Members
Project Mgr: Gray
Consultant: Marlin
Consultant: Jones
Example 3b – Use a role more than once in Quick Entry
You can allow entry of more than one team member per role in
Quick Entry fields for all roles except Project Manager. You can
enter only one project manager for a project.

38. Project Classifications in Project
Templates
Project Template Quick Entry Fields New Project
Name: ABC Name: XYZ Name: XYZ
Classification
Industry Sector:
Automotive
Classification
Funding Source: Private
Classification
Funding Source: Private
Industry Sector:
Automotive
Example 4a – Use template definition and Quick Entry field
You define the class category Industry Sector in the template
and Funding Source in Quick Entry fields.

39. Project Classifications in Project
Templates
Project Template Quick Entry Fields New Project
Name: ABC Name: XYZ Name: XYZ
Classification
Industry Sector:
Automotive
Classification
Funding Source: Private
Industry Sector: Energy
Classification
Funding Source: Private
Industry Sector: Energy
Example 4b – Override classification in template with Quick Entry field
You define a classification for the Industry Sector class category in the
template and a Quick Entry field. The classification you enter in the
Quick Entry overrides the classification you define in the template for
that class category.

40. Updating a Project Template
Update project option
controls and quick entry
fields
Template
Existing projects
created from template
Changes
affect
existing
projects
All other updates to
template (for example,
adding tasks)
Changes affect
new projects
only

41. Disabling a Project Template
You cannot delete a template once it has been copied to
create a project; you may end date the template.
Template Project created
from template
Template effective dates:
01-JAN-2007 to 31-MAR-2008

42. Agenda
– Fundamental Project Setup
– Project Types
– Project Templates
– Projects and Tasks
– Project Extensions, Workflow, and Profiles

43. Defining Projects
Copy
Copy a project template or an existing
project to create a new project.

44. Work Breakdown Structure
Project
Task 1 Task 2
Task 1.2Task 1.1 Task 2.1 Task 2.2
Task 1.1.1 Task 2.2.2Task 2.2.1
Example Work Breakdown Structure

45. Organizing a Project Structure
Task 1.1
Middle Task
Project
Task 1 Top
Task
Task 2
Top Task and
Lowest Task
Task 1.2
Lowest Task
Task 1.1.1
Lowest Task

46. Transaction Controls
Timecard
Employee: Donald Gray
Expenditure Type:
Clerical
Transaction Controls
– Clerical -- Chargeable
– Airfare -- Not Chargeable
Expense Report
Employee: Donald Gray
Expenditure Type:
Airfare

47. Sponsored vs. Non-Sponsored Project
Types
Functionality Sponsored
Project
Non-sponsored
project
Burdening Award Indirect
Cost Rate
Schedule
Burden schedule
for project type
Accruing revenue Yes No
Invoicing Yes No
Budgeting Yes Yes
Example of the functionality differences between sponsored and
non-sponsored project types

48. Agenda
– Fundamental Project Setup
– Project Types
– Project Templates
– Fundamental Task Setup
– Project Extensions, Workflow, and Profiles

49. Client Extensions and Workflow for
Project Processing
Project-Related Extensions and Workflow
Project Status Change Workflow
Project Workflow Extension
Project Verification Extension
Verify Organization Change Extension

50. Profile Options
Project Definition Profile Options
PA: Default Public Sector
PA: Display Find Tasks
PA: Tasks to Display for Expenditure Entry

51. Summary
– Define project-related setup options
– Define project types
– Define project templates
– Define task-related setup
– Describe the use of project-related extensions,
workflow, and profiles