Overview

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This article will describe how to use the Project & Award Data Update Application (PADUA) 2.0 for Oracle Project maintenance.

Critical Concepts

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• The PADUA application allows users to create new General Projects and Tasks without submitting a ticket (projects will be available for immediate use*) and allows the following Project and Task elements to be updated:
  • Awards:
    • Search Awards
    • Update Award Personnel (MSO/DBO, Fund Manager, Fiscal Manager)
  •  Projects:
    • Project Status (general projects only) 
    • Project Personnel
    • Project Name
    • Project Classification
    • Reporting Category 
    • Request new Sponsored Project - final approval by SPF
    • Request new Recharge Projects - final approval by CP&A
    • Select start date on new requests
  • Tasks:
    • Task Personnel
    • Task Name
    • Task Start and End Dates (drives Project dates)
    • Request new Sponsored Project Tasks - final approval by SPF
    • Request new Recharge Tasks - final approval by CP&A (if recharge fund not already on project)
    • Change to non chargeable/chargeable
  • Dashboard/workflow:
    • Departments see pending requests
    • Central offices see requests to approve
    • Emails sent when requests approved and rejected
• To be granted user access, please request the following Oracle role in the Oracle and Concur Role Request Form: UCSD PPM PADUA Write User JR
• For new projects, tasks will be automatically created with the task name "Basic task"
• Cannot edit Fund, Function, Program, or Location - user must submit a ticket for these changes
• *Projects and tasks created via PADUA cannot be deleted, even if in error. Please see FAQ for more details.

*Note: if you need to use the project in a journal or for payroll, it can take 1-3 days to be available

Steps to Take

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To Create a General Project

1. Login to a VPN if you are located off campus
2. Open PADUA 2.0 to access the application
3. Select the Projects tab
4. Select the + General Project button
5. Enter Project Name (cannot enter special characters in project name, only "-" is allowed)
6. Enter Project Owning Organization
7. Project Type (restricted to only accessing your own Business Unit: UCSD Campus, Health, etc.)
8. Select desired Project Template from the dropdown menu
9. Enter the following:
   
   1. Project Start Date (required)
   2. Fund (required)
   3. Function (required)
   4. Program (optional)
   5. Location (optional
10. (Optional) select the desired Reporting Category
11. Select the Project Class Category from the dropdown menu (class category is always based on the project type)
12. Select the Project Class Code from the dropdown menu
    
    • *If a project is created without a Class Category or Code, the project will not be searchable in PADUA.
13. To enter Project Personnel, click on the blue notepad icon to change the Action to a green checkmark
    
    1. Select the Project Role and enter the Name of the project team member
       
       1. Projects may only contain ONE Project Manager
       2. A Project Manager is required for every project
    2. Uncheck the green checkmark under the Action column after editing the Personnel row
    3. To add additional Project Personnel, select the Add button, then repeat step 12 as necessary
14. Review data and select Save to submit

To Edit Projects

1. Login to a VPN if you are located off campus
2. Open PADUA 2.0 to access the application
3. Select the Projects tab
4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search for General Projects
   
   1. Project Personnel (Last Name, Name First Name) OR Project Number - required
   2. And/Or Project Role
   3. And/Or Organization (type 3 letters to search)
5. Click on the notebook icon of the desired Project#
6. Fields available for editing are:
   
   1. Project Name
   2. Project Status
   3. Reporting Category
   4. Project Class Category (when updating Class Category or Code, remove the existing prefix on the Project Name so it automatically adds the prefix to the Project Name i.e. FD, FSU, NSA, OTHR, TEAM, etc.)
   5. Project Class Code (when updating Class Category or Code, remove the existing prefix on the Project Name so it automatically adds the prefix to the Project Name i.e. FD, FSU, NSA, OTHR, TEAM, etc.)
   6. Project Personnel (this only updates project level personnel, to edit award personnel see To Edit Award Personnel steps below)
7. Review data and select Save to submit changes

Note:

• If project dates need to be adjusted, you'll have to edit the task dates and those changes are auto-applied to the project. 
• If closing a project, change the end date of the task FIRST before changing the project status to Closed.

To Edit Tasks

1. Login to a VPN if you are located off campus
2. Open PADUA 2.0 to access the application
3. Select the Tasks tab
4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search for Tasks
   
   1. Project Personnel (Last Name, First Name) OR Project Number - required
   2. And Task Role
5. Click Search
6. Results populate task data
7. Select the task to update by clicking the notebook icon of the desired Task#
8. Fields available for editing are:
   
   1. Task Name
   2. Task Owning Organization
   3. Task Start Date
   4. Task End Date
   5. Chargeable status
   6. Task Manager
   7. Task Fund Manager
9. Review data and select Save to submit changes and Close

To Add Tasks

1. Login to a VPN if you are located off campus
2. Open PADUA 2.0 to access the application
3. Select the Tasks tab
4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search for Tasks
   
   1. Project Personnel (Last Name, First Name) OR Project Number - required
   2. And Task Role
5. Click Search
6. Results populate task data
7. Select a row related to the project where you want the task added
8. Click button +Add task to General Project #######
9. Enter the following:
   
   1. Task Name (required)
   2. Task Owning Organization (required)
   3. Task Start Date
   4. Task End Date
   5. Fund (required)
   6. Function (required)
   7. Program
   8. Location
   9. Task Manager
   10. Task Fund Manager
10. Review data and select Save to submit updates and Close
11. To view new task, screen returns to OFC Task Maintenance page, select Search to refresh data

To Edit Award Personnel

1. Login to a VPN if you are located off campus
2. Open PADUA 2.0 to access the application
3. Select the Awards tab
4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search 
   
   1. Award Personnel (Last Name, Name First Name) OR Award Number - required
   2. And/Or Role
   3. And/Or Organization (type 3 letters to search)
5. Click on the notebook icon of the desired Award#
6. Fields available for editing are:
   
   1. Award Personnel
      
      1. Fund Manager
      2. Fiscal Manager
      3. MSO/DBO/CAO
7. Uncheck the green checkmark under the Action column after editing the Personnel row
8. Review data and select Save to submit changes and Close

Possible Error:

• "Error - failed to create project. UCSD Fund ##### is not in the list of values."
• Meaning - the fund is not yet created and available for use. Wait one day and try again or contact the fund creator.

FAQ:

• What if I search for a project I know exists but it does not show in PADUA?
  
  • Either there is no personnel assigned and/or the project class category/code are null. To have fixed, submit a ticket
• What if I create a Project in error?
  • Change status to "Closed"
• What if I create a Task in error?
  • Change the chargeable flag to "No".
  • (Optional) Change task name to include prefix "DNU"

To view a walkthrough of the Project demo, please click here.

To view a walkthrough of the Task demo, please click here.