Steps to Take

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: 

Step 1. Run report to identify multiple errors for a larger population (proactively) of entries or review individual transactions as requested by end user (submitted through a ticket)

1. 1. Navigate to https://bah.ucsd.edu/financial/index.html
   2. Click on the Central Office Panorama Tab
   3. Locate the Project Cost Adjustments on Costed and Accounted Report
   4. Run the report
      
      1. Reversal Accounting Date From and Reversal Accounting Date To is the accounting period the adjustment/reversal was done in
      2. Transaction Date From and Transaction Date To is the Expenditure Item date
      3. Transaction Source is the source systems outside of OFC where the cost was imported from
   5. Review the Reversal Raw Cost COA and Reversal Raw Cost Clearing COA

Step 2. Review the Reversal Raw Cost COA and Reversal Raw Cost Clearing COA

1. •  If they are incorrect, continue to step 3

Step 3. Identify incorrect accounting strings 

• • Example below of reversal error from an AR Receipt

Step 4. Determine correct accounting strings

• • Original Transactions posted are not leveraging PPM SLAs as they are posted as costed and accounted
  • New transactions do leverage PPM SLAs, and the SLAs use the original PPM cost chart strings
  • Central office initiated the original transaction and should know the correct accounting based on proper accounting rules

Once you have identified the errors and have determined the correct accounting strings proceed to the following

Step 5. Route to Project Portfolio Management Strategic Design (PPM SD) Team with transactions and correct accounting strings (Raw Cost and/or Raw Cost Clearing strings) that need to be corrected

Note: In the case that the reversal entry is preventing close, PPM SD will fix the data element(s) causing a close issue, but the above steps still required for full resolution of accounting

How to Route Between Central Offices

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

The 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
• Submitting tickets to update the PPM cost entries, and provides the correct accounting to the PPM team (central office to central office) or initiates the update in PPM directly

Business Owners at UC San Diego:

Example Transactions

Example 1: