This article is published for historical information only
Overview
This article contains instructions for departments interested in restructuring PPM General Projects to have fewer Tasks and more Projects (Update A), or updating PPM Personnel Assignments (Update B). Both processes are optional, and departments can choose to implement either, both, or none of the updates. To be part of the one-time automated process, requests for updates must be submitted by 4/28/21.
Prerequisites
- To prepare, users should watch the PPM Personnel Updates & Tasks to Projects Re-Conversion webinar.
- To take advantage of the automated process, all files to restructure General Projects or update PPM Personnel Assignments must be completed by 4/28/21:
- Both Update A and Update B processes are Optional, departments can choose to do either, both or neither
- Recharge Operations are not eligible for this reconversion, but are eligible for the PPM Personnel Assignment
- However, if you do not participate and later decide to create new Projects, you will be able to, but any associated Cost Transfers must be initiated manually by the department
- How this process will work:
- New Projects created systematically, carrying all data elements from the current Task(s)
- Mass Cost Transfer of all PPM Project Costs from the current Project/Task to the newly created Project/Task
- All VC Health Sciences Task to Project requests:
- Do not use this process
- Will be handled centrally
- Should be coordinated directly with the VCHS Accounting & Reporting team
- For inquiries email vchsfinman@ucsd.edu
- If you have submitted a ticket requesting a new Project for reconversion, please withdraw your ticket as soon as possible.
- Alert: Not withdrawing tickets may include duplication of Project/Task creation and department responsibility for manual Cost Transfers associated with new Projects.
- To self-close a ticket go to Support.ucsd.edu > My Stuff > find and click on your Ticket, scroll down and under Actions, click on Close Ticket.
Essential information
Critical Information for Update A
- If you are also updating your Project Personnel assignments, the roles will be updated first and then carried forward in this process
- So, if there is a Task Manager, that will become the new Project Manager
- Otherwise, the Project Manager on the current Project will be carried forward to the new Project
- If you’re not sure, please review the General Projects Structure Webinar
- Keep in mind that we suggest Projects with multiple related Service Agreements to stay as a single Project
- Revenue is generated through PPM at the Task level and multiple Contracts can be associated with one Project
- After this process is completed, all Carryforward and Revenue transactions in PPM as negative Project Costs on General Projects will be reversed from PPM (no impact to GL), this will happen regardless of the optional reconversion.
Next Steps
Steps to Take for PPM General Project Tasks to Projects: Update A
1. Register for the PPM Personnel Updates & Tasks to Projects Re-Conversion webinar on Friday, April 16th, if you cannot attend, please locate and watch recorded webinars.
2. In the General Projects folder, select the workbook that corresponds with your VC/Entity.
3. Once you’ve located your spreadsheet, click File in the upper left corner, Save As, and Download a Copy. Complete Task to Project. updates for your FinU(s) within the file by following steps 4-7 below and name your file. Lastly, upload the file into the Complete File folder for your VC area ‘Entity’ when complete.
a. Each workbook is separated by VC/Entity has separate tabs for each FinU, this includes all General Projects.
b. Do not attempt to edit directly in the files, you must download a local copy.
c. Recharge Operations are not eligible for this reconversion.
4. Enter a Y in column I to convert the current Task to a standalone Project, Task 1
5. Enter an N to leave as is
6. If you have already created a new Project and would like a mass conversion of Costs, please enter the new Project Number in column I
a. For these, we will only process Step 2 above
7. If you have submitted a ticket requesting a new project for reconversion, please withdraw your ticket as soon as possible.
a. To self-close a ticket go to Support.ucsd.edu > My Stuff > find and click on your Ticket, scroll down and under Actions, click on Close Ticket.
Steps to Take to Update PPM Project Personnel Assignments: Update B
1. In this folder, you will find all Awards/Projects/Tasks with current Award/Project/Task personnel assignments.
2. Locate the file for your organization and edit directly within the file.
3. Only edit orange color columns: H,K,N,T,W,Z,AF,AH as desired
a. Make sure to enter the email address (not name) of the person you want assigned
b. If you have multiple Tasks in a Project or Award, the Project or Award personnel must be consistent throughout the file. Otherwise, the first entry will be updated.
c. For example, if you have an Award with 2 Projects, each with 3 Tasks that have 3 unique Task Managers, the Project Manager must be the same for all three rows and the Award Fund Manager must be the same for all 6 rows.
4. If any of the columns have changed or the file name is not the same, your file may not be processed.
5. Save changes in parent folder by 4/28/21.