Overview
This article will layout how established Recharge Operations should be set up in Project Portfolio Management (PPM) for transactions operating with the following Funds:
- OFC Fund 12100 - Recharge Operating Fund
- OFC Fund 17001 - Equipment Renewal and Replacement
- OFC Fund 12200 - Recharge Ext Sales Diff Income
Critical Concepts
- A Recharge Activity is a Sales and Service Activity (SSA) that provides specific, ongoing, repetitive goods or services to campus units on a fee basis
- An established SSA has a proposal, review, and approval process through BFS-FAO and BFS-GA
- Recharge Activity will use OFC Fund 12100 Recharge Operating Fund and Recharges will be distinguished with a Project in PPM
- Equipment Renewal and Replacement (R&R) Reserves and Differential Income Reserves for Recharge Operations should be set up in PPM as unique Tasks under the Recharge Operation Project
- MCI files are utilized to process Billings for Recharge Operations
- There will be a shared credit Expenditure Type for the cost recovery of the Billing and a unique debit Expenditure Type for each authorized SSA
PPM Setup
Project
- Each approved Recharge Operation (each approved proposal) should have only one Recharge Project set up in PPM
- The Project prefix should begin with REC
- In IFIS, each Recharge Operation (approved proposal) had a unique Fund and transactions for the Recharge Operation were tracked by IFIS Fund
- In Oracle, each Recharge Operation (approved proposal) will have a unique Project and transactions for the Recharge Operation will be tracked in Tasks within the Project
- There should only be one REC Project for each IFIS Recharge Fund that was converted
- PPM should not have unique Projects for Differential Income and Equipment Reserves
Tasks
Create Task(s) under the Recharge Project for the following reasons:
-
- To track various Financial Units and Services by the Recharge Operation
- For any associated Equipment Renewal & Replacement Reserves, if applicable
- For any associated Differential Income Reserves, if applicable
- For any associated Subsidy, if applicable
An MCI file would need to be uploaded to move Funds from Tasks for Recharge Operating Funds to Tasks for Reserves
A Cost Transfer can not be processed between those types of Tasks because the costs have not already occurred
Expenditure Type
- Each IFIS Recharge Fund should have at least one unique Expenditure Type for the Debit, which is the Expense to the service receiver
- Debit Expenditure Type Accounts will start with 770 or 772
- Credit Expenditure Type Accounts will start with 775 or 777 and pairs with the Debit Accounts listed above respectively
- Each Project should have one Expenditure Type for each Recharge billing and some Projects may have more than one Expenditure Type
Example: 1:1 Project: Bio fly kitchen (operation)
Expenditure Type: Bio fly kitchen
Example 1:Many Projects: Animal Care Program (operation)
Expenditure Type 1: Husbandry
Expenditure Type 2: Animal acquisition
Expenditure Type 3: Technical services
Document Entry
- A Document Entry is a field that must be assigned in order to process cost recovery for Recharge Operations in PPM
- One Document Entry is assigned per Recharge Operation when doing MCI Manual Imports
- Directions on how to submit a ticket for a new Document Entry are in KBA How to Process Recharges with an MCI file in PPM
- Departments using the RMP Application for recharge transaction processing will follow the above guidance for a new Document Entry request
PPM Setup
Project: REC (Recharge Operation Name)
Task 1: Recharge Operation Name (+ Fund)
Task 2: Recharge Operation Name (+ Equipment Renewal Repl Fund)
Task 3: Recharge Operation Name (+ Differential Income Fund)
Task 4: Service Line 1 Name
Expenditure Type Name: Recharge Operation Name
The setup above allows for tracking and linking associated segments to the approved operation