Overview

This article explains the process for Costed and Accounted Project Costs, identifying and correcting errors, and how to route requests between central offices (Responsibilities & Routing Matrix). Please note, this article is intended for central offices (also referred to as business owners).

Essential Information

• Project Portfolio Management (PPM) creates accounting for costs imported from outside Oracle Fusion Payables through Subledger Accounting rules (SLAs).  Examples of expenses processed this way include UCPath and recharge facilities' internal billing.
• An expense (cost) is an item requiring an outflow of money, or any form of fortune in general, to another person or group as payment for an item, service, or other category of costs.
• Cost transactions created from source systems outside of OFC and PPM include, but are not limited to; Student Information System (ISIS), EPIC, and Financial Control.
  
  • Entries will import into the general ledger (GL) via journal entry.
    
    • Transactions are subsequently posted to PPM-Project Costs through an import file with a Transaction Source Document that makes the transactions "costed and accounted" to avoid a duplicate journal entry in the GL.
      
      • Costed and accounted transactions only post to the PPM sub-ledger; they do not impact the GL.
  • The import file data contains the POETAF + chart strings. The chart strings generally represent the original GL journal entry.
• PPM adjustments such as a transfer, split, etc., impact the GL. Note: As of August 2021, the SLAs use the chart strings from the original transaction instead of the project setup information to derive the accounting entries.
  
  • PPM adjustments generally have three transactions: original, reversal, and new. The accounting of the reversed transaction now originates from the initial transaction and uses the accounting string from the initial cost transaction.
  • The new transaction uses the data elements in the project setup to derive the accounting chart strings.
  • Other types of PPM adjustments do not create new transactions and the accounting strings are all related to a single transaction. These adjustment types include Recalculations, changing of billable status and more.
• Initiators of costed and accounted entries may have provided incorrect ("dummy") accounting chart strings instead of the chart strings loaded in the GL journal, especially at go-live.
  
  • If any of those transactions are adjusted, the accounting on the reversal transaction will be incorrect. An exception report is available to help identify erroneous transactions.
• NOTE: Subledger Account Rules (SLAs) were designed as a team and approved by ICA at golive and continue to be reviewed and approved if any changes are requested/needed.

Next Steps

Currently issues are identified by end users on the GL to PPM reconciliation report, when reviewing transactions, etc. and are reported through multiple channels including the chancellor advisory committee, Services & Support, office hours, CoP, etc. 

Business owners are responsible for researching, validating errors and taking the appropriate action to correct PPM cost entry transactions by following these steps: 

How to Route Between Central Offices

Use the table below as your guide for filling out the form:

The Financial Operations Strategic Design Project Portfolio Management (PPM) Team is responsible for:

• Requesting the release of cross-validation rules (CVRs) if reversal entry is preventing close.
• Fixing the fund on both Dr./Cr.
• Re-enabling the CVRs
• This team is part of Financial Operations (FO), please see how to contact below.

Business Owners are responsible for:

• Identifying any entries that need to be corrected.
• Researching & validating the error and correct PPM cost entry transactions.
• Correcting the PPM cost entries or submitting tickets for correction, and provides the correct accounting to the CSS team (central office to central office) 

Business Owners at UC San Diego: