FINANCIAL SYSTEM ENHANCEMENTS - Ohio University
FINANCIAL SYSTEM ENHANCEMENTSGRANTS ACCOUNTING FUNDAMENTALSPlease select the interactive polling option you would like to use:From your laptop: Navigate to PollEv.com/chartofaccou508From your cell: Send a text message to 37607 with the message CHARTOFACCOU5081
Agenda Overview of Grants Accounting Grants Accounting Structure Summarization to GL Impact of Dates and Schedule on Transactions Account Validation Tool OBI Reporting2
Course ObjectivesBy the end of this session, you will be able to: Identify the purpose and uses of the Oracle GrantsAccounting Module Define the Project-Task-Award Structure Determine which segments auto-account fromGrants to the General Ledger Determine the impact of dates and cost scheduleson transactions Account Validation Tool Review OBI Grants Dashboard3
Overview of GrantsAccounting Module4
Lesson ObjectivesBy the end of this lesson you will beable to: Differentiate between ProjectAccounting (PA) and GrantsAccounting Define Multi-Funding concept withGrants Accounting Determine what will be tracked in theGrants Module5
Project Accounting (PA)National Institutes of HealthProject - ResearchTask 01: ResearchTask 02: DesignTask 03: DevelopmentProject Accounting tracksactivity based on ProjectTask Utilizes differentTasks to differentiatesources of externaland internal fundsTask 99: Cost Share6
Project Accounting (PA) ModuleProject Accounting tracks activity based on Project-Task Sometimes multiple Projects represent funding fromdifferent external sources for the same projectSmall Business Development - StateProject A – State SBDCSmall Business Development - FederalProject B – Federal SBDCTask 17: 2017 CostsTask 17: 2017 CostsTask 18: 2018 CostsTask 99.17: 2017 Cost ShareTask 18: 2018 CostsTask 99.18: 2018 Cost Share7
Grants Accounting Module Grants Accounting tracks activity based onProject-Task-Award Project represents the body of work Task represents work breakdown structure forthe Project Award represents the source of funding (bothexternal and internal)8
Multi-funding Concept One Award can fund multiple ProjectsPROJECT FORRESEARCHTRAININGPROJECT FORRESEARCHDESIGNCOST SHAREAWARD FORRESEARCH Allows the Task structure to represent the workbreakdown structure of the project Cost Share against actual Task instead of Task 999
A One-To-Many RelationshipBetween Projects and Awards One Project can be funded by multiple AwardsPROJECT FORSMALLBUSINESSDEVELOPMENTSTATE AWARDFEDERALAWARD Better visibility of the source of funds View total Project spending on one Project10
How will the Grants Module be used? Sponsored Award: externally funded sponsored awards National Science Foundation or National Institutes of Health Sponsored Cost Share Award: internally and externally funded Internally funded – Principal Investigator’s salaries and wages, and benefits Must be funded at the time of the Award Externally funded – Third Party Cost Share Capital Projects: internally and externally funded and allow differentproject funding options Construction projects for buildings, other infrastructure and capital improvements Internal Awards: managed by the Planning Units for internally fundedawards Research Incentive, Start Up, Research Challenge, Departmentally fundedresearch supplements, Professional Development for faculty, Honors Tutorial11
Sponsored Cost Share Award Cost Share: portion of total costs related to aSponsored Award is required per terms of the Award. Must be funded upfront. Required to track the following types of cost share: Mandatory: required by sponsor Voluntary Committed: not stipulated by sponsor butidentified in proposal and/or budget Cost Share Award(s) will be set up when the Universityis required to track costs. Allows cost sharing expenses to be tracked as incurredand reported as required.12
Lesson Summary Project Accounting (PA) utilizes Project and Task Grants Accounting utilizes Project, Task and Award Adding the Award segment provides the ability to useone Project to track multiple sources of funds (multifunding) or multiple Projects funded by one Award Grants Accounting is used for sponsored award,sponsored cost share award, capital projects andinternal awards13
Project-Task-AwardStructure14
Lesson ObjectivesBy the end of this lesson you will beable to: Define the segments in the GrantsAccounting string Determine what is tracked for eachsegment15
Project-Task-Award (PTA) StructureThe new Grants Accounting Chart of Accounts (COA)structure will be comprised of four segments each witha defined segment length and set of possible values.Grants COA StructureProject(5)Defines bodyof workTask(5)WorkbreakdownstructureAward(7)Who or how it isbeing fundedExpenditureType(30)Object Codewith description16
Project Segment DefinedProject(5)Defines body ofwork Represents a person or scope of workwith a single task or multiple tasks Faculty project Research project Capital construction System-generated value, assigned insequential order Project numbers generated would be10000, 10001, 10002, etc.17
What is Tracked for a Project?12345 Project Short Name & Long NameProject:Start Date and End DateProject Members(who can access theproject)Project Type(Sponsored,Internal, or Capital)ProjectOrganizationProject Status(Pending,Approved, Closed)18
Task Segment DefinedTask(up to 5digits)Workbreakdownstructure. Represents the work breakdown structure for aProject Provides a way of organizing expenditures Every Project must have at least one Task with up tofive digits including the decimal point (.) and a TaskName. For example, 10.01 Task Organization is used to summarize accountinginformation to the Organization segment inGeneral Ledger Task Service Type is used for summarizingaccounting information to the Activity segment inthe General Ledger19
Task structure sample forSponsored ProjectTask #102030Task NameResearchDesignDevelopment Structure can vary from project to project and can have varyingdates Multiple work activities or time frames can have the followingtask structure: Task 10 Phase I Research, Task 20 Phase II Design Task 18 FY18 Project Costs, Task 19 FY19 Project Costs20
Standard Tasks on Faculty Projectfor Internal AwardTask #101213152022Task NameInternal AwardResearch ChallengeResearch IncentiveHonors TutorialPU StartupVPR Startup21
Standard Tasks on Capital ProjectTask #01020304050607Task NameProfessional/Consulting ServConstructionContingencyIn-HouseOwner PurchaseOtherProject Management (PM) Fees22
Review QuestionI can create my own numberingscheme for Projects.A. TrueB. False24
Review QuestionWhich of the following is not a validTask number?A. 1B. 10.01C. 17.01A26
Review QuestionTask organization needs to agree withthe Project organizationA. TrueB. False28
Summary for Project-Task The Project segment is a system-generated numberthat defines the body of work A Project must have at least one Task The Project Organization is assigned for reportingpurposes Task represents the work breakdown structure for aproject Task Organization is summarized to Organization in theGeneral Ledger Task Service Type is summarized to Activity in theGeneral Ledger29
Award Segment DefinedAward(7)Who or how it isbeing funded Source of funding that supports one or moreprojects Can be funded from internal departments orexternal agencies Award Type is the source of funding for that awardis summarized to the General Ledger Sourcesegment For pass through funds, the Award Type will reflect theoriginal source of funds Example: OHIO receives an Award to subcontract withanother University on an award from the NationalScience Foundation (NSF). The Award Type will be NSF.30
Award TypeFederal Sponsored Projects441100Department of Defense441150Department of Education441170Federal Gear Up441200Department of Energy441250Department of Transportation441300Federal Aviation Administration441350Health Resource & Services Administration441400National Institutes of Health441450National Science Foundation441500National Aeronautics & Space Administration441550Federal Highway Administration441900Other Federal AgenciesState Sponsored Projects442100442150442250442300442350442900Ohio Department of Higher EducationOhio Department of EducationOhio Department of Mental HealthOhio Department of Natural ResourcesOhio Development Services AgencyOther Ohio State AgenciesOther Government Sponsored Projects443000443100443200443300Other Government EntitiesState Higher Education InstitutionsK-12 Educational InstitutionsForeign GovernmentsLocal Sponsored Projects444000Other LocalPrivate Sources - Sponsored Private Foundation - OtherOsteopathic Heritage FoundationPrivate Foundation Foreign - NonprofitPrivate Business/Industry - For ProfitPrivate Business/Industry Foreign - For ProfitPrivate Other - OtherPrivate Higher Education31
Award PurposeAward PurposeFunctionSponsored Instruction 1515Sponsored Research 2525Sponsored Public Service 3535Instruction 1010University Research 2020Public Service 3030Operations and Maintenance 5050Sponsored InstructionCost Share 1616Sponsored ResearchCost Share 2626Sponsored Public ServiceCost Share 3636Award Purpose is thefunction for that awardand summarizes to theGeneral LedgerFunction segment.32
Award RolesAward roles exist to designate individual responsibilities for an award.An Award Manager is required for every award.Award RolesAward ManagerDepartment Administrator or Principal Investigatorresponsible for managing the award. Either theDirector of Capital Projects Finance or the BudgetAnalyst. These two staff members will be managingall Capital Awards.Co-Award ManagerCo-manager on the awardPrincipal InvestigatorLead on an awardCo-Principal InvestigatorCo-lead on an awardAccountantResponsible for financial reportingAdministrative SupportAdministrative support for the award33
Award Segment Continued Allowed cost schedules identify the specific ExpenditureTypes or Object Codes allowed to spend against the Award Sponsored burden schedules can be assigned to an Award 51% indirect cost rate is the current rate for Sponsored Research Awards track revenue and invoicing to external sponsors Awards will have the functionality to track terms andconditions34
Award Segment: Smart Number Award is seven digits and smart numbered with theSponsoredfirst number identified as follows:1 or 2Sponsored Cost Share3Internal Award4Capital9 Example of Project-Task-Award (PTA) Sponsored: 11308-17-1110358Sponsored Cost Share: 11308-17-3203601Internal Award: 22444-20-4100001Capital: 13974-01-901700335
Sponsored AwardSponsored: 11308-17-1110358Sponsored Cost Share: 11308-17-320360136
Sponsored Cost Share AwardSponsored: 11308-17-1110358Sponsored Cost Share: 11308-17-320360137
Internal Award38
Capital Project Award – State Funds39
Capital Project Award40
What is Tracked for an Award?Award Short NameAward Long NameAward Pre-Award StartAward Start & End DateAward OrganizationAward Close DateAward MembersAward TypeAward PurposeAward Status(Active, At Risk,On Hold, Closed)41
Review QuestionSponsored Award numbers useFunction as part of their smartnumbering.A. TrueB. False43
Review QuestionEvery award must have a PrincipalInvestigator.A. TrueB. False45
Review QuestionThe Award organization needs tomatch the Task organization.A. TrueB. False47
Summary for Award Source of funding that supports one or moreprojects Can be funded by an internal source of funding oran external agency Is a seven digit smart number Identifies the Award Type (Source) and AwardPurpose (Function) Assigned an Allowed Cost Schedule with specificExpenditure Types48
Expenditure Type DefinedExpenditureType(30)Object Code Type of goods or services being purchased Expenditure Type is equivalent to GeneralLedger Object Code Combination of Object Code Number and Name Expenditure Type 712410 LABORATORY SUPPLIES GL Object Code 712410 Expenditure Type maps to ExpenditureCategory Expenditure Category SUPPLIES49
TRAVEL EXPENDITURE EXAMPLESOBJECTCODEOBJECT DESCRIPTIONEXPENDITURE TYPE718110 AIRFARE DOMESTICEXPENDITURECATEGORY718110Airfare - DomesticTRAVEL718115Charter - Air Transportation - 718115 CHARTER AIR TRANSDomesticDOMTRAVEL718120Ground Transportation Domestic718120 GROUND TRANSDOMESTICTRAVEL718130Rental Car –Domestic718130 RENTAL CARDOMESTICTRAVEL718150Lodging - Domestic718150 LODGING DOMESTICTRAVEL718160Meals & Incidentals Domestic718160 MEALS & INCID - DOMTRAVEL50
Lesson Summary Project segment represents a person or scope of workwith a single task or multiple tasks. Examples: Faculty, Research or Capital Project Task segment represents the work breakdown structurefor a Project. Provides a way of organizing expenditures Award segment represents the source of funding thatsupports one or more Projects Funded from internal departments and external agencies Expenditure Type represents the type of goods orservices being purchased Summarizes to the Object Code in the GL51
How Grants Data isSummarized to theGL52
Lesson ObjectivesBy the end of this lesson you will beable to: Define Auto-Accounting Determine which segments autoaccount from Grants Accounting tothe General Ledger53
Grants Module: SubLedger to GL Subledger: stores all the detail and posts insummary to the General Ledger. PEDS containing detailed pay info, but posting insummary to General Ledger Concur containing detailed Expense Report info andposting in summary to Accounts Payable The Grants Module is a subledger of the General LedgerModule and maintains the details for reporting Grants Activity is posted in summary to the General Ledger54
Auto-AccountingProfessor Jonesin Psychology hasa researchProject.Task 17 on theproject is theResearch gy44140011146-17-1131036Grants Module1131036Task Service TypeProject10NIH (NationalInstitutes ofHealth) providesfunding.Service ture TypePurposeResearch25726500 Subcontracts726500General Ledger55
Review QuestionWhich of the organization values areused for summarizing transactions tothe GL?A. Project OrganizationB. Task OrganizationC. Award Organization57
Review QuestionI need to enter the GL segments toprocess transactions for a PTA.A. TrueB. False59
Lesson Summary The detail for Grants is tracked in Grants Accounting Auto-accounting is the engine that ensures that wealways accurately summarize the Grants data to theGL Task auto-accounts to Entity, Org and Activity Award auto-accounts to Source and Function Project does not auto-account. Project defines thepurpose of the project60
Impact onTransactions61
Lesson ObjectivesBy the end of this lesson you will beable to: Recognize impact of Dates, Statusesand Schedules Define Allowed Cost Schedule62
GRANTS TRANSACTIONS Expenditure item date: captures when atransaction is incurred (as opposed to when it isposted) Invoices – invoice datePCard – date of processing by bankExpense Report – date of latest expense on the reportPayroll – check date Expenditure type Comments – used to capture description PA Date – identifies the month when thetransaction was processed in Grants63
Dates in Grants Dates on the Project-Task-Award (PTA) control theexpenditure item dates of transactions that canpost to the PTA Project Project start date is required End date is not required Task Task start date is required End date is not required. End dates are used on Tasks forspecific time periods. Award Award start and end dates are required64
Dates in GrantsHow dates on PTA work together:7/1/20176/30/201812/31/2018Project(start date: 7/1/17 - no end date)ProjectTaskAwards12/31/2017Task 1 - ResearchStart date: 7/1/17Pre-Award:7/1/17Award AStart date: 10/1/17 End date: 9/30/18Close Date:12/31/18Valid expenditure rangesValid expenditure dates (10/1/17 - 9/30/18)(without Pre-Award approval)Valid expenditure dates (7/1/17 - 9/30/18)WITH Pre-Award approvalProcessing(10/1/18 - 12/31/18)65
Review QuestionWhat date would be an allowable expenditureitem date per the graph below for NIH ProjectTask 1-Award A?A. 5/10/2017B. 8/15/2018C. 10/22/201866
When is a PTA chargeable?ProjectProject status of Pending orClosed is not-chargeableProject ApprovedTask ChargeableAward Active or At RiskAwardAward status of On Hold orClosed is not-chargeableValid expenditureitem dateValid date range is between:latest Start date and theearliest End date.TaskTask Chargeable boxunchecked is not-chargeable67
Allowed Cost Schedule The Allowed Cost Schedule defines allExpenditure Types that can be charged toan Award Only one schedule per Award The Allowed Cost Schedule cannot be changedafter a transaction has processed against theAward68
Lesson Summary The various start and end dates established on theProject-Task-Award controls what Expenditure Itemdates can be posted to the PTA. Award start and end dates are required. Project and Task end dates are not required, butcan be used to identify specific times periods forspending within an Award time frame (period ofperformance). The Allowed Cost Schedule assigned to an Awarddetermines the Expenditure Types that can becharged against that Award.69
Account Validation Tool70
Account Validation Tool71
Account Validation Tool72
OBI Dashboards &Reporting73
OBI Grants Dashboard Tabs Grants Funds Available Shows totals by Project, Task and Award (PTA) combination withdrilldowns to Project & Award summaries with additionaldrilldowns to transaction detail. Expenditure Balance Shows totals by Period PTD, Fiscal Year FYTD and Inception ITD Drilldown to formatted Project and Award reports Expenditure Inquiry (transaction export) Shows Expenditure Details based on query options74
Grants Funds Available View (FAV)Prompts Period is required Multiple combination options Drilldown by Project, Task or Award for more details75
Grants Funds Available View (FAV)Results Provides “snapshot” of funds available by PTA for the individual/department.PTA Start and PTA End – identify the valid expenditure item dates for that PTAPTA Chargeable – identifies if the PTA is currently able to be chargedDrilldown available to Project, Task or Award detail by expenditure category76
Grants Funds Available example Drilldown on Project to Expenditure Category77
Grants Funds Available example Drilldown to Expense Transaction78
Expenditure Balance Prompts Period is required Can use multiple prompts79
Expenditure Balance ResultsCan drilldown by Project or Award to report formatted results.80
Expenditure Balance Viewexample81
Expenditure Inquiry View Multiple prompts for Transaction detail82
Expenditure Inquiry example Export Transaction details83
Reminder about Tools from COAFundamentals Conversion Crosswalk (OBI Dashboard page) Can enter old Project-Task and will provide new PTA Account Validation Tool Can enter a PTA , expenditure item date, expendituretype and system will validate System will return any error messages with transaction84
Lesson Summary OBI Grants Dashboard Grants Funds Available View Shows totals by Project, Task, Award with drilldowns to details Expenditure Balance View Shows totals by Period PTD, Fiscal Year FYTD and Inception ITD Expenditure Inquiry View Detail list of expenditures based on query options85
Questions? Regarding Oracle Business Intelligence (OBI), GrantsDashboard, and prompts, contact FinanceCustomer Care Center, 740-597-6446 orfinancecustomercare@ohio.edu Regarding Grants data, contact Grants Accountingat finance.grants@ohio.edu Training materials will be available on the COAwebsite: www.ohio.edu/finance/coa86
Sponsored Project Task # Task Name 10 Research 20 Design 30 Development Structure can vary from project to project and can have varying dates Multiple work activities or time frames can have the following task structure: Task 10 Phase I Research, Task 20 Phase II Design Task 18 FY18 Project
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