Overview

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This article will:

• Address the evolution of Project Portfolio Management (PPM) Project Personnel from legacy system to Oracle (OFC) PPM
• Describe PPM Project roles, where to locate them in OFC, as well as
• Address how to change PPM Project Personnel

Critical Concepts

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Purpose

• Prior to OFC, historically, UCSD has used the Chart of Accounts Override functionality in the Cost Center Management Tool (a proprietary application that integrated to IFIS) to assign a Principal Investigator and Fund Managers to individual indexes, which functionally created reporting in various systems
• Our goal is to create a similar mapping guide for campus to initially create accurate reporting and potentially leverage this for other approval routing dependent on OFC product development
• The recommendation is to assign up to one person per Role, per OFC module

Recommended Role Mapping

• Data is to be maintained by departments on an ongoing basis
• Roles are intended to be "overrides" as the structure becomes more granular
• Below are the recommended Role mapping for Sponsored Projects and Non-Sponsored Projects:
• NOTE: Project Roles/Personnel are not equal to Security Roles

​Sponsored Projects (Award & Project)

Name	Description	OFC Module	Use in Upstream and  Downstream Systems
Principal Investigator	Controls and monitors the technical direction and academic quality of research Projects such as laboratory studies or clinical trials Is ultimately responsible for the research Award Populated from KR	Award: Required	SPARCM ECERT
MSO/DBO/CAO	Chief Administrative Officer of Department Populated by SPF at time of Award setup Updates by Dept	Award: Recommended Project: Optional	SPARCM
Project Manager	This is generally the PI for Sponsored Projects If there are multiple projects, the Project Manager of the Project may not equal the lead PI of the Award Initially populated from PI on Award at time of Award setup	Project: Required
Fund Manager	Fund Manager supporting the administration of an Award	Award: Recommended Project: Optional	SPARCM
Fiscal Manager	Manager of a group of financial activities Same as Clinical Trials Department Supervisor This Role may be helpful for departments with more levels of administrative hierarchy than Fund Manager and MSO	Award: Optional Project: Optional	SPARCM for Sponsor CT
Task Manager	Person responsible for the Task This may be a PI or often a Co-Investigator responsible for the Task Should only be an override from the Project Manager	Task: Recommended
Task Fund Manager	Fund Manager for the Task  Should only be an override from the Fund Manager	Task: Recommended

Non-Sponsored Projects

Name	Description	OFC Module
MSO/DBO/CAO	Chief Administrative Officer of Department	Project: Recommended
Project Manager	For Non-Sponsored Projects, this is the responsible administrator; faculty or staff/business administrator	Project: Required
Fund Manager	Fund Manager supporting the administration of a Project	Project: Recommended
Fiscal Manager	Manager of a group of financial activities This Role may be helpful for departments with more levels of administrative hierarchy than Fund Manager and MSO	Project: Optional
Task Manager	Person responsible for the Task, which could be a PI or a staff member assigned Should only be an override from the Project Manager	Task: Recommended
Task Fund Manager	Fund Manager for the Task Should only be an override from the Fund Manager	Task: Recommended

Validations in place to ensure clear reporting:

• If a Project Manager exists, no need to update the Project Fund Manager and/or Fiscal Manager to the same person
  
  • Example:
    
    • Project Manager: Joe Smith
    • Project Fiscal/Fund Manager: Joe Smith << not necessary and redundant
• Further validations are in place to prevent redundant personnel roles:
  
  • Example:
    
    • Project Manager can't be the same as Task Manager
    • Project Fund Manager can't be the same as Task Fund Manager
    • Task Fund Manager can't be the same as Task Manager

2021 Rollout Plan:

• Centrally created spreadsheet of all Awards, Projects, and Tasks for all active Projects and Awards with Project Roles(s) and people in Role(s) was  provided to departments to update as a one time mass update. This was completed May 2021
• All future updates will be done via an online portal Projects & Awards Data Update Application (PADUA)
  
  • PADUA Phase 1: Departments download template, download report of Award/Project/Task with Role and name, update template, submit to Central Office, Central Office processes. Central Office reference KB0033464
  • PADUA Phase 2: App/portal for departments to pull all Award/Project Task information, update on screen and submit. As of June 2022: https://finapps.ucsd.edu/padua2/

Steps to Take to view and Update Personnel in OFC

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1. Navigate to Oracle https://ofc.ucsd.edu

2. Click Company Single Sign-On

3. Sign in with your Active Directory information

4. Search for OFC Role by one of the following options:

1. 1. Award Personnel
      
      1. Navigate to Projects and Awards
      2. Select Awards
      3. On the right side of the screen, click on Action Button or Drawer Button-->
      4. Select Manage Award 
      5. Search for the Award
      6. View Award Details
      7. Personnel on Details button

b. Project Members:

1. 1. 1. Navigate to Projects and Awards
      2. Select Project Financial Management
      3. Search for Project 
      4. Select Manage Financial Project Settings 
      5. Click on Parties
      6. View Team Members

c. Task Personnel:

Due to Security Role limitations, departments may not be able to view this page and may need to use reports to validate

d. Task Manager:

1. 1. 1. Navigate to Projects and Awards
      2. Select Project Financial Management
      3. Search for Project
      4. Manage Financial Project Plan
      5. Highlight Task, click on Actions
      6. Manage Tasks
      7. Edit Task Details in General
      8. Update Task Manager

e. Task Fund Manager

1. 1. 1. Navigate to Projects and Awards
      2. Select Project Financial Management
      3. Search for Project
      4. Manage Financial Project Plan
      5. Select Task, click on Additional Information
      6. Task Fund Manager

5. How to Update Project Personnel:

1. 1. Use the Project Panorama Overview to download all Projects
   2. Use the Project Information Lookup report on bah.ucsd.edu  to identify and download all current personnel
   3. Identify the appropriate contacts
   4. Use that data to Update individual project personnel in PADUA (Note: as of Aug 2022, Award Personnel updates are not available in PADUA, submit a ticket or email your SPF Accountant to update) OR
   5. If you have a large amount to update: complete a Service Now ticket to complete the template to Mass update Award/Project/Task personnel: Mass Award/Project/Task Personnel Change Request Form