Overview of Project Portfolio Management (PPM) with Attached PPM User Guide


Overview


This article provides a brief overview of the purpose and scope of the Project Portfolio Management (PPM) User Guide

Critical Concepts


Purpose and Scope of the PPM User Guide

Access the guide here: PPM User Guide

Information Available in the User Guide:

Table of Contents in the Guide:

1         Overview.. 4

1.1       Understanding Subledgers and General Ledger 4

1.2       Reasons to Use PPM... 5

1.3       Nuances between Budgeting in PPM and Budgeting in EPBCS. 6

1.4       Nuances between PPM and GL Data. 6

1.5       Coding Transactions to the PPM Subledger (POET/POETAF) 7

1.6       How Costs are entered and accounted in PPM... 7

1.6.1    PPM Subledger Accounting Rules (SLAs) overview.. 8

1.6.2    Defined Flex Fields (DFFs) 9

2          Project Types. 9

2.1        Capital Projects. 12

2.1.1     Inventorial Equipment 12

2.1.2     Fabrications. 12

2.1.3     Budget 13

2.1.3.1  Steps to create a budget 13

2.2       Sponsored Project 14

2.2.1     Awards. 14

2.2.1.2   Award Funding. 15

2.2.2      Billing. 15

2.2.2.1   Cost Reimbursable. 16

2.2.2.2   Fixed Price. 16

2.2.3      Sponsored Project Revenue Recognition. 16

2.2.4      Overhead Assessment – Indirect Costs - Burden. 16

2.2.4.1    PI-Initiated vs Industry-Initiated Clinical Trials. 16

2.2.4.2    Understand Burden Cost vs. Raw Costs. 17

2.2.5       Budget 17

2.2.6       How to Check Award Budget, Costs, and Balances. 18

2.2.7       Unique Sponsored Projects Processes. 18

2.2.7.1     Subawards/Subcontracts. 18

2.2.7.2     Fabrications. 19

2.2.7.3      Cost Sharing. 19

2.2.7.3.1   Cost Sharing Projects. 19

2.2.7.3.2   Funding Allocation and Budget on Cost Sharing. 20

2.2.7.3.3   Cost Sharing Costs. 20

2.2.7.3.4   Non UCSD or 3rd Party Cost Sharing. 20

2.2.7.3.5   How to Review Cost Share Costs and Accounting. 21

2.2.7.3.6   Cost Sharing FAQs. 22

2.2.7.4      Program Income. 23

2.2.7.4.1   Definition. 23

2.2.7.4.2   Process. 23

2.2.8        Sponsored Research Dates. 23

2.2.8.1     Expenditure Item vs. Creation Date vs Accounted Date. 23

2.2.8.2     Pre-Award - Spending on Federal and other sponsored Awards. 24

2.2.8.3     Project and Award End Dates. 24

2.3           General Projects. 25

2.3.1        General Projects Structures. 25

2.3.1.1     Definitions of Concepts to Consider when Structuring Projects. 28

2.3.1.2     Factors to consider. 28

2.3.1.3     Business Case Examples. 29

2.3.1.3.1  Example 1: Faculty Discretionary Accounts. 29

2.3.1.3.2  Example 2: Department resources. 30

2.3.1.3.3  Example 3: External Revenue: Service Agreement 30

2.3.1.3.4  Example 4: PI Smith has 3 gifts. 31

2.3.2       Non-Revenue Activities. 31

2.3.3       Revenue Generating Activities. 32

2.3.3.1    PPM Contract Management Module. 32

2.3.3.1.1  Contracts Frequently Asked Questions (FAQ) 34

2.3.3.1.2  How to Create a Contract 34

2.3.3.2     Project Billing using Contracts. 36

2.3.3.2.1  Generate a Billing Event 37

2.3.3.2.2  Create Invoice. 37

2.3.3.3     Differential Income. 38

2.3.4        Recharges. 38

2.3.4.1     Recharge Operations. 38

2.3.4.1.1  Internal Billing/Internal “revenue”. 39

2.3.4.1.2  External Billing outside UC. 39

2.3.4.1.3  Recharge Operations with Capital Equipment 40

2.3.4.2     Recharge mechanism for non-recharge operations. 40

2.3.5        Budget 41

2.4           Project Grouping. 42

2.5           Membership Agreements. 43

2.6           Projects Created in Error 44

3              Cost Transfers. 44

3.1           Applicable Policies and Regulations. 44

3.2          UCSD Local Implementation Requirements. 45

3.3          Cost Transfer Process in Oracle. 46

3.3.1       Process. 46

3.3.2       Types of Cost Transfers. 47

3.3.3       Cost Transfer Reporting. 47

3.3.4       Cost Transfer vs Cost Recovery vs Resource Transfer. 47

4            Cash Receipts. 47

4.1.1      Miscellaneous Revenue. 47

4.1.2      Expense Reimbursements. 47

4.1.3      Program Income. 48

5           Revenue Recognition. 48

5.1.1     Unearned Revenue. 48

6           How to Create, Edit, or Close a Project. 49

6.1.1     Step by Step – Manual 50

6.1.1.2  General Projects: Move Fund Balances from Tasks to Projects. 50

6.1.1.3  General Projects: Move YTD payroll transactions from old Tasks to Projects. 50

6.1.1.4  General Projects: Move YTD non-payroll transactions from old Tasks to Projects. 50

6.1.2     Step by Step – Automated Mass conversion of tasks to projects for General Projects. 51

7           Project Personnel Roles. 51

8           Resolving Unprocessed Costs in PPM.. 52

9           Reporting. 53

10         Reconciliation. 53

11         References. 53

12         Appendix. 54

12.1      Glossary: 54

12.2      Accounts in GL only vs GL&PPM for project based transactions: KB0033364. 55

12.3      Version Updates:

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