Overview

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This article will describe how to create or edit Working Budgets in Oracle for Sponsored Projects 

Critical Concepts

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• The Budget is equal to the Award total
• A Working Budget is used to manage and track Expenses for an Award
• The Working Budget is not the same same as the Campus Budget (EPBCS)
• PIs/Project Managers will receive email notifications related to Financial Plans on their projects. PIs/PMs may create email rules so that these notifications are sent to a designated email folder

Steps to Take

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1. In the Oracle home screen, select the Projects and Awards tab, then the Awards module, and click the Actions task bar on the right, select Manage Awards

2. In the Search field, enter the Award (contract) number

3. Click on the Award, click Edit 

4. At the top of the page, click on the 4 labeled Review 

5. Click Manage Project Budget, you will be directed to the Manage Budget Versions Page  

6. Click the drop down next to the + symbol and select Create Budget Lines Manually  

7. Under Financial Plan Type, select UCSD Sponsored Cost Only Budget, click Save and Continue

8. Click on Task row 1, then on the + symbol   

9. Under Resource, click down arrow 

10. From the drop-down box, select the appropriate Resource Category

Note: There are default Resources (Financial Resources, Equipment, Labor) that are not recommended to use as they do not align with UCSD Expenditure Types  

11. Click Actions, then select Edit Period Amounts

12. Click Yes when prompted with the All pending changes will be saved message

13. In the Burdened Cost field, enter the Budgeted amount

14. Click Save and Close

15. Repeat above steps as needed for additional Tasks and/or Resources

16. There are 2 options at this point: 

1. If you're not finished, click Save in the upper right-hand corner to save your work, this will allow you to complete the Budget assignments at a later date
2. If you are finished, click the drop-down arrow next to the Submit in the upper right-hand corner of the page and click Create Baseline, Okay and Submit

17. The Budget will now be in the Budget Approval Workflow process

1. It is considered a working version until it has been approved
2. Once it has been approved, the system will display Current Baseline

The Baseline version is what the system uses for calculations in the reports, you can also create additional versions to mockup differnt scenarios of Budgeting.

You can find more information on the STaRT tool in this write up: https://ucsdcloud.sharepoint.com/sites/STaRT/ofcppm/SitePages/OFC-PPM-Managing-Award-Project-Budgets.aspx