Overview

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• This article provides a checklist of best practices for closing out General Projects 
• A checklist for closing out Sponsored Projects can be found here

Definitions

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Project Segment	Project segment is a value in the Chart of Accounts
PPM Project	PPM Project is the Project in PPM  PPM Projects are synched daily with the chart of accounts so all PPM projects are GL segment values regardless of PPM project status
Project Status	Drives the ability for PPM transactions (costing, billing, etc.) to transact
Project Dates	Drives the ability for costs/transactions to post within the project dates based on expenditure item date. These are driven by the task dates
Task Dates	Costs can post within the task dates based on expenditure item date, regardless of transaction date
Task Chargeable flag	Allows costs to be charged to task or not  Example: a non chargeable task with end date of 9/30/22, will not allow a cost with EI date of 8/30/22 to post

Checklist for Project Closure

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☐ Clear Commitments in PPM; run Manage Committed Costs in OFC: Projects>Costs>Tasklist>Manage Committed Costs 

☐ Run GL/PPM recon report by project and clear any variances 

☐ Run the Project Cost Transfer Panorama Workflow Details Report (bah.ucsd.edu) to ensure there are no pending cost transfers  

☐ (Optional) If there is a PPM budget, align budget to costs in OFC PPM

☐ If project was used in billing, use the Contract Management report (bah.ucsd.edu) to:

• • Ensure no open, unpaid invoices 
    
    • To write off the invoice, refer to KBA
  • Ensure all revenue = billed=cash received
  • Close Contract(s) in OFC - Contracts **Note that contract lines cannot be reopened once Closed, so be sure no further activity is needed 

☐ Check GL Balance by Project 

• • Suggested Reports (bah.ucsd.edu):
    
    • GL Project Balances report: Available Balance should be zero 
    • General Ledger Panorama - General Ledger Balances: Accounts 300000 and up should net to zero; Accounts 1XXXXX (Assets) and 2XXXXX (Liabilities) should have $0 balances 
      
      • Fund/FinU/Project should be zero 
      • If balances exist Process transactions through appropriate subledger(s) or process journal to clear
  • Projects can cross over funds—keep in mind while reviewing project balances
    
    • Fund/FinU/Project combinations should all be zero to ensure no year over year equity transactions 
  • Costs will always be in PPM costs—this is a cost collector, the balances (resources to costs) are seen in GL 

☐ Request project closure in PPM by submitted a Services & Support ticket. The PPM SD team will set Project Status to Closed (future enhancement will be in PADUA) 

• • This will prevent further PPM transactions 

☐ Currently, Project Segment values are not being inactivated which means that it is possible for GL transactions to still post. An enhancement request has been submitted to ITS to inactivate the chart segment when the PPM Project status = Closed

☐ If this is the last project on a gift fund, determine if fund needs to be closed and if so, submit Services & Support ticket to Gift and Foundation Accounting to request the fund segment value to be closed (Gift Funds > Gift Fund Setup & Transfer > Inactivate Gift Fund (Oracle or ESP)) 

Checklist to Close Task Only

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These steps are not necessary if you are closing a project.  They should only be followed when you just want to close a Task.

Tasks do not have a status, so you will need to consider Task Dates and Task chargeability when you no longer want to use a task and the activity is completed

☐ Clear Commitments in PPM; run Manage Committed Costs in OFC: Projects>Costs>Tasklist>Manage Committed Costs 

☐ (Optional) If there is a PPM budget for the task, align budget to costs in OFC PPM

☐ If Task was used in billing, use the Contract Management report (bah.ucsd.edu)

• • Ensure no open, unpaid invoices 
  • Ensure all revenue = billed= cash received 

☐ Ensure no pending cost transfers: Run the Project Cost Transfer Panorama Report (bah.ucsd.edu)

☐ Request Task end date to be the date that no additional costs with expenditure item date will post via PADUA

☐ Request Task to be set to non chargeable if you do not want ANY further activity to happen on the task. Please make sure there are no pending transactions before submitting this request via Services and Support