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Oracle: Advanced Concepts in General Project Recharges
Processing Internal Recharges in PPM
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Training Basics
Take 3 minutes to access the course workbook and complete trainee information, then try logging in to the training environment
Use ‘Chat’ if experiencing technical difficulties or for periodic instructor led Q&A
Practice exercises provide step-by-step guidance for users and weekly office hours are available to support learning. Training Resources: https://blink.ucsd.edu/finance/fis-project/fin-training.html
Oracle Training Environment:https://ekgs-dev6.fa.us2.oraclecloud.com/
Access Course Workbook:https://ucsd.co1.qualtrics.com/jfe/form/SV_0dlcuerBPLmzUdT
All Participants Muted
Login to Oracle Required Course Workbook
Practice Exercises & Office Hours
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Target Audience
OFC roles needed: UCSD PPM Project Inquiry
Department staff who work in recharge areas and need to prepare and submit recharges
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Agenda
We will cover…
Projects and Tasks Exercise 1: Review your projects in OFC
Funding Source and Expenditure Type
How transactions get from PPM to GL
MCI files
Practice Exercises
Funding Source and Expenditure Type
Exercise 2: Create your own MCI recharge file
Funding Source and Expenditure Type
Process for submitting MCI files
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Goals for this hour
Become familiar with the new process
View and practice steps in job aid
Know where to go for additional help
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PPM General ProjectsProjects & Tasks
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How PPM fits in with General Ledger
LedgersSubledgers
ISIS
General Ledger
PPM
AccountsPayable
AccountsReceivable
UCPath
JournalFile
Misc Cost Import File
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Projects
Projects represent: Short-term efforts, e.g. Capital or Research Grants Long-term efforts that require financial tracking and don’t fit elsewhere in the COA
Project elements include: Type Class category Code
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Project Attributes
Attribute Name Description
Project Name Must be unique across all projects
Project Number Auto-generated. 7 digits, unique, never changes
Project Manager Person responsible for project
Organization Department that expenses will be charged to. Full name, not number from COA.
Project Status “Active”, “UCSD Closed”
Start Date First day that project may incur expenses
End Date Last day that project may incur expenses
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Project Types
1. Sponsored Research PI funding Generated by Kuali Research Have a Funding Source and Award Number Fund and Function determined by Funding Source and award type
and purpose Project Manager is PI
2. Capital Large construction projects Project Owning Organization is department overseeing project All expenses post to Net Investment in Capital Assets (NICA)
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Project Types (cont.)
3. Default One project for every Financial Unit Used to ensure that there is always a fallback project to expense One Task for recharge and general expenses One Task for payroll errors
Uses SOFI funds when applicable Function is set by unit type
4. General• Any project that doesn’t fit in the other types
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Project Categories and Codes
• Subdivisions with Types• Used for reporting, not accounting• Master list available here:
https://collab.ucsd.edu/display/ESRFIS/PPM+Design+Document#PPMDesignDocument-2.5NamingConventions
If you do not have access to Confluence (collab), request access here: Confluence or Jira Access Request
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Tasks
Each Project has at least one Task, but can have as many as needed Task numbers are sequential whole numbers starting from 1 Actual expenses are recorded within Tasks
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Task Attributes
Attribute Name Description
Task Name Does not have to be unique
Project Number Unique within project. 1, 2, 3, etc.
Transaction Start Date First day that task may incur expenses
Transaction End Date Last day that task may incur expenses
Fund Value to be posted to Fund segment in COA
Function Value to be posted to Function segment in COA
Location Value to be posted to Location segment in COA
Program Value to be posted to Program segment in COA
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Demonstration 1: Looking at Project and Task data in OFC
https://ekgs-dev6.fa.us2.oraclecloud.com/
Oracle Training Environment
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Exercise 1: Review your Projects in OFCFind your Projects Use the Mapped Index Lookup Tool found at:
https://blink.ucsd.edu/finance/accounting/chart/index.html#Index OR the index mapping spreadsheets found at:
https://collab.ucsd.edu/display/ESRFIS/COA+Mapping+Documents OR search by Project Name in OFC
Go to OFC to review the data loaded there1. Log into https://ekgs-dev6.fa.us2.oraclecloud.com/2. Click on the Projects tool, then Project Financial Management3. Use the search to find one of your projects
Look at Project Overview, Manage Financial Project Settings, and Manage Financial Project Plan
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2
3 8-10minutes
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Break Time!
2minutes
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PPM General ProjectsFunding Source & Expenditure Type
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Funding Source
Only needed for Sponsored Research Projects Has a name and a number Funding Source Number is sometimes the same value as OFC Fund, but
usually not Required because some sponsored research efforts have external and
internal funding sources
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Expenditure Types
Expenditure Type indicates the type of transaction in PPM 1 COA Account can be represented by many different
Expenditure Types. Master list of Expenditure Types available here:
https://collab.ucsd.edu/display/ESRFIS/Expenditure+Type+List+for+Publication
If you do not have access to Confluence (collab), request access here: Confluence or Jira Access Request
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PPM General ProjectsHow Transactions Get from PPM to GL
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How Transactions get from PPM to GL
Project• Project Name• Project Number• Project-Owning Organization
Task• Task Name• Task Number• Fund• Function• Program• Location
General Ledger• Entity• Fund• Financial Unit• Account• Function• Program• Location• Project• Activity
Transaction• Amount• Expenditure Type
Subledger Accounting Rules (SLAs)
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How Sponsored Project Transactions get from PPM to GL
Project• Project Name• Project Number• Project-Owning Organization
Task• Task Name• Task Number• Fund• Function• Program• Location
General Ledger• Entity• Fund• Financial Unit• Account• Function• Program• Location• Project• Activity
Transaction• Amount• Expenditure Type
Award• Award Purpose
Funding Source• Fund
Subledger Accounting Rules (SLAs)
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PPM General Projects MCI Files
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MCI Files
MCI = Miscellaneous Cost Import Like a journal file for PPM May contain multiple rows against different projects Can be created in Excel Must be saved in .csv format before being uploaded to OFC
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POETAF in the MCI File
POETAF is the Acronym for key fields in PPM POETAF represents a specific instance of an Expense POETAF is not a chartstring for a Project
Letter Stands For DescriptionP Project Project receiving the Expense
O Expenditure Organization Department that generated the Expense (usually not the same as the one that owns the Project)
E Expenditure Type What kind of Expense is this? Maps to COA accounts
T Task Task receiving the expense
A Award* Award from KR
F Funding Source* Funding Source (usually not the same as the COA fund)
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Demonstration 2: MCI File Example
1. Review an MCI file that was successfully posted2. Look at generated expenses3. Review how those expenses were translated to the COA
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Break Time!
2minutes
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PPM General Projects Recharge Model in OFC
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Recharge Project and Task Structure
Recharge operations are all projects Each Recharge Operation is a separate Project Each Task on a Recharge Project represents a service Unique Expenditure Type to record expenses
Recharge customers are billed through projects Can be any type of Project, just need the Project Number and Task Number If it is a sponsored research project, you also need the Funding Source
Number
If they don’t have an appropriate project, use the Default That’s what they’re for!
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Recharge Processing
Service Provider
REC RC VCHS CORE BIOSERVICES DIFF
INC
Service Receiver
SP AMERICAN CA PF 19 072 0 MONDA
Line 1: Expense to Receiver
Line 2: “Revenue” to Provider
Project Exp Org Exp Type Task Amount
SP AMERICAN CA PF 19 072 0 MONDA
VCHS Core Bioservices
770000 - SOM Tissue Culture Fac Recharge - Debit
1 $500.00
REC RC VCHS CORE BIOSERVICES DIFF INC
Biological Sciences
775000 - Recharge Income Self Supporting Activities - Credit
1 -$500.00
Expense: $500 from VCHS Core Bioservicesfor Tissue Culture
Revenue:$500 from Biological Sciences Research for Recharge Income
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Required Data to collect to Recharge
1. Project (always 7 characters)2. Task (6 character max)3. Funding Source (7 characters, only if sponsored research)
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What about other kinds of recharges?
Recharge is a word that gets used to describe a lot of different things
Self-Supporting recharge activities are moving to PPM, so all transactions for them must be conducted via MCI files
If you need to make a recharge-like transaction that does not involve projects, you may continue to generate and submit journal files using the appropriate account codes
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Exercise 2: Create your own MCI recharge fileDownload the example MCI file from the job aid (practice exercise)
Enter the line that is the expense to the customer• Their project• Their task• Their funding source (if necessary)• Your expenditure org• Your expenditure type• Positive number
Enter the line that is recharge income• Your project• Your task• Their expenditure org• Recharge Income expenditure type• Negative number
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2
3
8-10minutes
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Process for Submitting MCI Files
Budget & Finance portal > Get Help > Submit a Ticket > About Financial Accounting > Related to Oracle Project Portfolio
Management > More specifically MCI File Submissions.
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Key Takeaways
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Recharges operations are represented by Projects in OFC.
MCI files are how you create expenses directly on Projects. They are similar to journal files.
MCI files for recharge should have two lines: an expense to the service receiver, and a credit to the service provider.
MCI files are submitted via SNOW tickets.
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Quiz Time!Time to Test your Understanding
Access your Workbook Now!
4minutes
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Training and Support
Attend a Learning Lab session on Fridays 1-2pm through July 3rd
Learn more @ https://blink.ucsd.edu/finance/fis-project/fin-training.html
How do users get help?
Learning Labs Budget, Finance, & PayrollOracle Training Environment,featuring WalkMe Use the Services and Support portal -
finpay.ucsd.edu - to search the knowledge base for answers or enter a ticket directly in SNOW
Trainers are available for office hours to answer groups questions & provide hands on instruction
Training environment access through go-live; utilize WalkMe to guide you through practice exercises and homework