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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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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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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