Overview

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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

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• 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

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Project

1. Each approved Recharge Operation (each approved proposal) should have only one Recharge Project set up in PPM
2. The Project prefix should begin with REC
3. In IFIS, each Recharge Operation (approved proposal) had a unique Fund and transactions for the Recharge Operation were tracked by IFIS Fund
4. 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
5. There should only be one REC Project for each IFIS Recharge Fund that was converted
6. PPM should not have unique Projects for Differential Income and Equipment Reserves

Tasks

Create Task(s) under the Recharge Project for the following reasons:

1. 1. To track various Financial Units and Services by the Recharge Operation
   2. For any associated Equipment Renewal & Replacement Reserves, if applicable
   3. For any associated Differential Income Reserves, if applicable
   4. 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 

1. Each IFIS Recharge Fund should have at least one unique Expenditure Type for the Debit, which is the Expense to the service receiver
2. Debit Expenditure Type Accounts will start with 770 or 772
3. Credit Expenditure Type Accounts will start with 775 or 777 and pairs with the Debit Accounts listed above respectively
4. 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

1. A Document Entry is a field that must be assigned in order to process cost recovery for Recharge Operations in PPM
2. One Document Entry is assigned per Recharge Operation when doing MCI Manual Imports
3. 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 
4. 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