This article provides a checklist of best practices for closing out General Projects. A checklist for closing out Sponsored Projects can be found on the Sponsored Research Closeout Process in OFC PPM page.
| Project Segment | Project segment is a value in the Chart of Accounts. |
| PPM Project | A PPM Project is the project record in PPM. PPM Projects are synced 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 | Determines whether costs can be charged to a task:
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Purpose: Confirm all financial, billing, and transactional activity is resolved before closing the General Project.
| ☐ | Clear commitments in PPM | Run Manage Committed Costs in OFC: Projects > Costs > Tasklist > Manage Committed Costs, or use project reports on bah.ucsd.edu such as Expanded Project Summary. |
| ☐ | Reconcile GL and PPM | Run the GL/PPM Reconciliation Report (bah.ucsd.edu) by project and clear any variances. |
| ☐ | Confirm no pending cost transfers | Run the Project Cost Transfer Panorama Workflow Details Report (bah.ucsd.edu) to ensure there are no pending cost transfers. |
| ☐ | Align the PPM budget, if applicable | If there is a PPM budget, align budget to costs in OFC PPM. This step is optional. |
| ☐ | Redirect ongoing recharge billings | Ensure any ongoing recharge billings are updated to a new project. |
| ☐ | Review PPM billing activity | If the project was used in PPM billing, use the Contract Management report (bah.ucsd.edu) to:
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| ☐ | Review AR billing activity | If the project was used for AR billing, ensure there are no open, unpaid invoices using the Receivables Aging report on bah.ucsd.edu. |
| ☐ | Check GL balance by project | Suggested reports (bah.ucsd.edu):
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| ☐ | Close the PPM project in PADUA |
Close the PPM project
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| ☐ | Monitor the Project Segment for GL activity | Currently, Project Segment values are not being inactivated, which means GL transactions may still post. An enhancement request has been submitted to ITS to inactivate the chart segment when the PPM Project status = Closed.
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| ☐ | Close the related gift fund, if applicable | If this is the last project on a gift fund, determine whether the fund needs to be closed. If so, submit a 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)). |
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. |
| ☐ | Align the PPM budget, if applicable | If there is a PPM budget for the task, align budget to costs in OFC PPM. This step is optional. |
| ☐ | Review billing activity | If the task was used in billing, use the Contract Management report (bah.ucsd.edu).
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| ☐ | Confirm no pending cost transfers | Run the Project Cost Transfer Panorama Report (bah.ucsd.edu). |
| ☐ | Redirect ongoing recharge billings | Ensure that any ongoing recharge billings are updated to a new task. |
| ☐ | Update the Task end date | In PADUA, request a Task end date that prevents additional costs with an expenditure item date after that date from posting. |
| ☐ | Set the Task to non-chargeable, if needed | Request that the Task be set to non-chargeable in PADUA if no further activity should occur on the task. Ensure there are no pending transactions before making this change in PADUA. |
Q: Does every task on a project have to be “end dated” to close the project?
A: No.
Q: If you close the project, does it waterfall and set the tasks’ “end date” to the same as the project?
A: No.
Q: What is “Closed” vs. “UCSD Closed”? Are there any other statuses?
A: The original business process was to use UCSD Closed. We are now using Closed when a project is closed. There is a slight difference in what transactions are allowed.
Q: Once a project is closed, can it be reopened?
A: Yes.
Q: Can an open project have no tasks?
A: No. All projects have at least one task. A project with a status of Active can have a single task with an end date that has passed.
Q: Can a task be open on a closed project?
A: Tasks do not have a status. Tasks can have future dates when the project status is Closed.
Q: What if I have a small balance to write off?
A: Post costs to zero out the balance. If you need to transfer a partial cost, you can process a split and transfer. See KB0033457: How to Initiate a Full or Partial Cost Transfer in Oracle PPM for steps on processing cost transfers. For non-gift-related projects, you may be able to process a resource transfer of the balance. Contact ICA or Gift Accounting for additional support.