Overview
This article provides an overview of the structural changes in the Fabrication process at UCSD, effective September 2023. These changes are aimed at improving the management of fabrications and supporting the implementation of the Oracle Fixed Assets (FA) module, especially in handling the complexities of both external and internal costs associated with fabrications and their capitalization.
Critical Concepts
- In September 2023, UCSD's Fabrication process is transitioning to a new project structure with specific Fabrication Project Types, replacing the traditional method of creating individual fabrication tasks. The new project types are as follows:
- UCSD Fabrication General Project: Used for fabrications for non-sponsored projects
- UCSD Fabrication Sponsored Project: Fabrications for sponsored projects
- UCSD Sponsored Project: Non fabrication sponsored projects
- DNU UCSD Sponsor Project: Refers to sponsored projects created before 09/22/2023, formerly known as UCSD Sponsor Projects
- Transaction Details
- Under the new structure, a single Fabrication Project can encompass multiple tasks, each representing a specific fabrication. An individual project does not need to be created per fabrication, and existing fabrication tasks that are still in progress can continue to use the current POETAF combinations. The new structure will only apply to new awards or fabrications initiated on or after 09/25/2023
- For reporting purposes, Fabrication Sponsored Projects will still be grouped with their respective Awards, ensuring clear visibility and accountability
Fabrication Structure Outline
Sponsored Awards and Projects
| Structure | Example |
- Award
- Sponsored Project
- Fabrication Sponsored Project
|
- 300001-00001 Theoretical Study of Organisms
- 2020001 - SP Study of Organisms
- 1 - Basic Task
- 2 - Participant Support Costs
- 2020002 - FABSP Fabrications for 300001-00001
- 1 - FAB#503 1 Microscope
- 2 - FAB#504 2 Semiconductors
- 3 - FAB#505 7 Servers
|
General Projects
| Structure | Example |
- General Project
- Fabrication General Project
|
- 2030001 - OTHR Nanoengineering
- 1 - Office Supplies
- 2 - Lab Supplies
- 3 - Payroll
- 2030002 - FABGP Nanoengineering Fabrications
- 1 - FAB 1 Server
- 2 - FAB 3 Semiconductors
|
Fabrication Requests Through PADUA
Beginning on 09/22/2023, you can request new Fabrication Projects and associated Tasks through PADUA
- For PADUA instructions visit How to Update Project & Award Data Using PADUA
- New templates have been introduced for creating Fabrication Projects, which include:
- Fabrication General Project Template
- Fabrication Sponsored Project Template
- LOC Fabrication Sponsored Project Template (for certain federal sponsors)
- Two new fields added to capture basic asset information:
- Asset Description: A description of the asset that will be transferred to CAMS upon project completion/closeout
- Estimated Units: The number of units being fabricated on the task (e.g., 1, 5, 8, etc.)
- Requests for Sponsored Fabrication Projects will still route to SPF to ensure allowability on award
- New Fabrication projects on General Projects will be created immediately upon completion in PADUA
- Asset information will be reviewed/confirmed by EQM upon fabrication close out
Fabrication Close Out
- Continue to request a Fabrication Close Out for the completion of the asset through Service Now to the Equipment Management team
- Once capitalized through PPM to FA, the equipment will be assigned an Asset/UCID Number and added to CAMS