Overview

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This article describes how to add notes to a project from three different areas in OFC and how to view notes from all areas in one place. 

Essential Information

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• Notes can be added to projects from three areas in OFC: Project Overview, Project Budget and Award Budget.
• Only project notes will be included on reports (not budget notes), reports take a day to refresh so you will not see the note on the report until the next day.
• Notes at the task level are not currently available due to UCSD security role settings.
• In Project Overview area, can view notes added from other areas by choosing ALL in the Area drop down box.
• Use Source Code Editing Mode in order for notes to show correctly on reports.
• Best practice is to use Internal visibility (default selection).

Next Steps

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Project Notes

1. From the OFC dashboard, under Projects and Awards, select Project Financial Management.

         

2. Search for the desired project, click on the Project Name or Number, choose Project Overview from the pop-up menu.

         

3. In the Notes section, click the various icons to act and/or change the "Area" drop down to include/exclude notes (defaults to Project, check the All box to show notes added from other areas (currently only using Project and Budget areas, not Assets, Forecasts, etc)).

1. 1.  Plus sign = Add Note
   2.  Pencil icon = Edit Note
   3.  X icon = Delete Note

         

4. In the Create Note pop out, enter or edit your note, then click OK. 

• • Note: Choose Source Code Editing Mode in order for the notes to show correctly on reports. If Rich Text Editing Mode is used, there will be extra characters/coding shown with the note in reports, making it difficult to read.

                       

Visibility definitions:

• Internal - visible to organization (default selection, best practice to use)
• External - visible to contractors, consultants (not recommended)
• Private - visible to note creator ONLY (will not show on reports, not recommended)

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Project Budget Notes

1. From the OFC dashboard, under Projects and Awards, select Project Financial Management.

                       

2. Search for the desired project, click on the Project Name or Number, choose Manage Project Budget from the pop-up menu.

           

3. Click on the hyperlinked Version number.

• • Note: To add notes, Version must be Current Working and unlocked.

Notes can NOT be added or edited on baselined/locked versions.

           

            4. Click on Planning Options.

                       

              5. Click on the Notes icon.

                         

              6. Click the plus sign to add a new note.

                         

               7. In the Create Note pop out, enter or edit your note, then click OK. 

• • Note: Choose Source Code Editing Mode in order for the notes to show correctly on reports. If Rich Text Editing Mode is used, there will be extra characters/coding shown with the note in reports, making it difficult to read.

                         

• Private - visible to note creator ONLY (will not show on reports, not recommended)

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Award Budget Notes

1. From the OFC dashboard, under Projects and Awards, select Awards.

                       

2. Search for the desired award or project, click on the hyperlinked award number.

3. From the Award Overview page, click the Award Projects dropdown, then Add Budget.

           

4. Click on the hyperlinked Version number.

• • Note: To add notes, Version must be Current Working and unlocked.

Notes can NOT be added or edited on baselined/locked versions.

           

            5. Click on Planning Options.

                       

              6. Click on the Notes icon.

                         

             7. Click the plus sign to add a new note.

                         

 

  8. In the Create Note pop out, enter or edit your note, then click OK. 

• • Note: Choose Source Code Editing Mode in order for the notes to show correctly on reports. If Rich Text Editing Mode is used, there will be extra characters/coding shown with the note in reports, making it difficult to read.

               

• Private - visible to note creator ONLY (will not show on reports, not recommended)

FAQs

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• Can I see notes added by others?

• • Yes, Internal and External notes will show in the Notes areas regardless of author. You can click "detach" to expand the Notes area for easier viewing. Private notes are only visible to the author in the Notes area and will not appear on reports.
• Can I edit someone else's note?
  • Technically, the system will allow you to edit any notes regardless of author. Best practice is to create a new note rather than editing since there is no auditing/history available on the individual notes.
• Can I see note history?
  • There is no note history available on the individual notes if you edit. It is recommended to create a new note each time which will act as the note history as previous notes are visible in the Notes area.

This content is supported by the Financial Operations Strategic Design team.