Overview

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

Essential Information

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• The PADUA application allows users to create new Projects and Tasks without submitting a ticket (projects will be available for immediate use upon required approvals*) and allows the following Project and Task elements to be updated:
  • Awards:
    • Update Award Personnel (MSO/DBO, Fund Manager, Fiscal Manager)
  •  Projects:
    • Project Status (general projects only) 
    • Project Personnel
    • Project Name
    • Project Nickname
    • Project Classification
    • Reporting Category 
    • Request new Sponsored Project - final approval by SPF
    • Request new Fabrication Sponsored Project - final approval by SPF
    • Request new Fabrication General Project
    • 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 Fabrication Sponsored Project Tasks - final approval by SPF
    • Request new Fabrication General Project Tasks
    • 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. Please refer here, KB0033964: How to Request UCSD PPM PADUA Write User JR Role.
• For new projects, tasks will be automatically created with the task name "Basic task"
• Cannot edit Fund, Function, Program, or Location once the task is created - user must submit a ticket for these changes if no transactions have been posted yet
• Projects and tasks created via PADUA cannot be deleted, even if in error. You can update the Project status to Closed if needed. 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.

Next Steps

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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. Optional: Add Project Nickname
7. Enter Project Owning Organization (this is the NAME of your Financial Unit. Use the Chart of Accounts report to look up the name if you do not know it)
8. Project Type (restricted to only accessing your own Business Unit: UCSD Campus, Health, etc.)
9. Select desired Project Template from the dropdown menu.
   1. General Project
   2. General Project with Burdening (if you have a general project that requires F&A/IDC assessed)
   3. Fabrication General Project (for fabrications)
10. Enter the following:
    
    1. Project Start Date (required)
    2. Asset Description (required for Fabrications, name of the Asset that gets created in CAMS)
    3. Estimated Units (required for Fabrications)
       1. Example: 1 Microscope = 1 Estimated Unit
       2. Example: 10 Identical Microscopes = 10 Estimated Units
    4. Fund (required)
    5. Function (required)
    6. Program (optional)
    7. Location (optional)
11. Select the desired Reporting Category
12. Select the Project Class Category from the dropdown menu (class category is always based on the project type).
13. 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.
14. 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.
15. Review data and select Save to submit.

To Create a Sponsored Project (Request)

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 + Sponsored Project button (Review SPF Guidelines for creating additional Projects/Tasks here)
5. Enter Project Name (cannot enter special characters in project name, only "-" is allowed)
6. Enter Project Owning Organization (this is the NAME of your Financial Unit. Use the Chart of Accounts report to look up the name if you do not know it)
7. Project Type will default to UCSD Sponsored Project
8. Select desired Project Template from the dropdown menu. Guidance on selecting a Project Template here.
9. Enter Award Number.
10.  Add Request Details (Please include the reason you are requesting this new Project (Cost Sharing, New Project owning org, etc. If cost sharing, include fund providing cost sharing. If Fabrication, include the budget for the fabrication) for SPF Review.
11. Enter the following if creating a Fabrication Sponsored Project
    1. Asset Description (required for Fabrications, name of the Asset that gets created in CAMS)
    2. Estimated Units (required for Fabrications)
       1. Example: 1 Microscope = 1 Estimated Unit
       2. Example: 10 Identical Microscopes = 10 Estimated Units
12. Select the desired Reporting Category
13. Select the Project Class Category from the dropdown menu (class category is always based on the project type).
14. 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.
15. 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.
16. Review data and select Save to submit.

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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 Nickname
   3. Project Status
   4. Reporting Category
   5. 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.)
   6. 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.)
   7. 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.

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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.

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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 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. Asset Description (required for Fabrications, name of the Asset that gets created in CAMS)
   10. Estimated Units (required for Fabrications)
       1. Example: 1 Microscope = 1 Estimated Unit
       2. Example: 10 Identical Microscopes = 10 Estimated Units
   11. Task Manager
   12. 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.

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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.

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Bulk Updates

1. Login to a VPN if you are located off campus.
2. Open PADUA 2.0 to access the application.
3. Select the Bulk Updates tab
4. Select which Domain you want to update, Awards, Projects or Tasks
   1.  Note: Bulk Updates will only update existing values and won't add (if missing) or delete (to remove without replacing).
5. Use the search parameters to search by Person, Role or Organization
   
   1.  You can further filter your search results using the open text box located under the search options but above your results:
   2. 
   3. If you "Select All" by using the checkbox, only the items currently on the page/filtered will be affected.
6. In your search results, use the checkbox to the left of each Project or Award to select which Project or Award will be updated.
7. After selecting which items to update, use the buttons at the bottom to update the respective data element.
   1. To update other Projects/Tasks, click "Reset" to create a new search.
8. After clicking "Submit", the items will be updated accordingly.
   1. Note that your search criteria at the top determines the visibility of items in the results. So if you searched by a person, then updated the Project/Award role to another person, after clicking "Submit" those items no longer fit the search criteria and will not show in the rows any more. Use the "Reset" button to complete a new search to review your changes.
9. Other than personnel, you are also able to bulk update:
   1. Reporting Category
   2. Project Classification
   3. Project Status
   4. Task End Dates (roll up to Project Dates)
10. SPF Roles at the Award level may only be updated by SPF staff.

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FAQ's

• 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"

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.

Supplemental Guides

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

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

To view a walkthrough of the Bulk Updates features, please click here.