- How to Understand and Update Oracle (OFC) Project Portfolio Management (PPM) Project Personnel

Overview

This article will :

Address the evolution of Project Portfolio Management (PPM) Project Personnel from legacy system to Oracle (OFC) PPM
Describe PPM Project roles, where to locate them in OFC and reports
Address how to change PPM Project Personnel

Critical Concepts

Purpose

Prior to OFC, historically, UCSD has used the Chart of Accounts Override functionality in the Cost Center Management Tool (a proprietary application that integrated to IFIS) to assign a Principal Investigator and Fund Managers to individual indexes, which functionally created reporting in various systems
This KBA is to create a similar mapping guide for campus to create accurate reporting and potentially leverage this for other approval routing dependent on OFC product development
The best practice is to assign up to one person per Role, per OFC module

Recommended Role Mapping

Assignment of personnel data is to be maintained by departments on an ongoing basis
Roles are intended to be "overrides" as the structure becomes more granular/lower level
Below are the recommended Role mapping for Sponsored Projects/Awards and Non-Sponsored Projects:
NOTE: Project Roles/Personnel are not equal to Security Roles

Sponsored Projects (Award & Project)

Name	Description	OFC Module	Use in Upstream and Downstream Systems
Principal Investigator	Controls and monitors the technical direction and academic quality of research projects such as laboratory studies or clinical trials Is ultimately responsible for the research Award Populated from Kuali Research	Award: Required	SPARCM ECERT
MSO/DBO/CAO	Chief Administrative Officer of Department Populated by SPF at time of Award setup Updates by Department	Award: Recommended Project: Optional	SPARCM
Project Manager	This is generally the PI for Sponsored Projects If there are multiple projects, the Project Manager of the Project may not equal the lead PI of the Award Initially populated from PI on Award at time of Award setup	Project: Required	OFC Budget Notifications
Fund Manager	Fund Manager supporting the administration of an Award	Award: Recommended Project: Optional	SPARCM
Fiscal Manager	Manager of a group of financial activities Same as Clinical Trials Department Supervisor This Role may be helpful for departments with more levels of administrative hierarchy than Fund Manager and MSO	Award: Optional Project: Optional	SPARCM for Sponsor CT
Task Manager	Person responsible for the Task This may be a PI or often a Co-Investigator responsible for the Task Should only be an override from the Project Manager	Task: Recommended
Task Fund Manager	Fund Manager for the Task Should only be an override from the Fund Manager	Task: Recommended

Non-Sponsored Projects

Name	Description	OFC Module
MSO/DBO/CAO	Chief Administrative Officer of Department	Project: Recommended
Project Manager	For Non-Sponsored Projects, this is the responsible administrator; faculty or staff/business administrator	Project: Required
Fund Manager	Fund Manager supporting the administration of a Project	Project: Recommended
Fiscal Manager	Manager of a group of financial activities This Role may be helpful for departments with more levels of administrative hierarchy than Fund Manager and MSO	Project: Optional
Task Manager	Person responsible for the Task, which could be a PI or a staff member assigned Should only be an override from the Project Manager	Task: Recommended
Task Fund Manager	Fund Manager for the Task Should only be an override from the Fund Manager	Task: Recommended

Note that SPARCM only uses roles assigned to the Award (not project)

Validations to ensure clear reporting:

If a Project Manager exists, no need to update the Project Fund Manager and/or Fiscal Manager to the same person
- Example:
  - Project Manager: Joe Smith
  - Project Fiscal/Fund Manager: Joe Smith << not necessary and redundant
Further validations are in place to prevent redundant personnel roles:
- Example:
  - Project Manager can't be the same as Task Manager
  - Project Fund Manager can't be the same as Task Fund Manager
  - Task Fund Manager can't be the same as Task Manager

Note that these validations are built into PADUA

2021 Rollout Plan (Displayed here for historical reference):

Centrally created spreadsheet of all Awards, Projects, and Tasks for all active Projects and Awards with Project Roles(s) and people in Role(s) was provided to departments to update as a one time mass update. This was completed May 2021
All future updates will be done online via the Projects & Awards Data Update Application (PADUA): https://finapps.ucsd.edu/padua2/
- PADUA Phase 1: Departments download template, download report of Award/Project/Task with Role and name, update template, submit to Central Office, Central Office processes. Central Office reference KB0033464
- PADUA Phase 2: App/portal for departments to pull all Award/Project Task information, update on screen and submit. As of June 2022: https://finapps.ucsd.edu/padua2/

View Personnel:

Use the Award Project Task Personnel report: https://blink.ucsd.edu/finance/bi-financial-reporting/information-lookup/project-info-lookup.html#Award-Project-Task-Personnel to view personnel for all project in a project owning org or to see all the roles a person is assigned to.

Update Personnel in OFC:

Use the Project and Award Data Update Application (PADUA):

Optional Steps to Take to view Personnel in OFC

Note that only Award and Project Personnel are visible to department users through the OFC interface and so the Award Project Task Personnel Report is the recommended way to view personnel

1. Navigate and sign in to Oracle https://ofc.ucsd.edu

2. Search for OFC Role by one of the following options:

Award Personnel

1. Navigate to Projects and Awards>Awards
2. Select Awards
3. Search for the Award
4. View Award Details
5. Click Personnel on Details button

b. Project Members

1. Navigate to Projects and Awards
2. Select Project Financial Management
3. Search for Project
4. Select Manage Financial Project Settings
5. Click on Parties
6. View Team Members

c. Task Personnel:

Due to Security Role limitations, departments may not be able to view this page and will need to use the Award Project Task Personnel report

If you still have questions or need additional assistance, please submit a ticket.