Overview

This article describes how to use the Projects & Awards Data Update Application (PADUA)

Critical Concepts

• Use PADUA to apply multiple revisions to Projects & Awards
• Reference KBA KB0033293 on How to Understand and Update Oracle (OFC) Project Portfolio Management (PPM) Project Personnel
• KBA KB0033293 contains links to Update Project Roles for Sponsored Projects and General Projects
  
  • The above KBA contains a downloadable file for customers to submit their change requests
• If the blue columns in either the Oracle PPM Sponsored Project Request Template* or Oracle PPM General Project Request Template* are filled out, the PADUA Processor can be used; otherwise updates to Projects and Awards will be processed manually
• Items to revise on Projects, Awards, and Tasks have different objectives
  
  1. Project Names: Select this option to update Project Names
  2. Project Team Members: Select this option to update Role for Project Team Members
  3. Duplicate Project Team Members: Select this option to update duplicate roles for Project Team Members (this Template is used to add multiple Team Members to the Project For Non-Sponsored Projects
     It should NOT be used to update existing Project Team Members
  4. Project Owning Organization: Select this option to update Project Owning Organization (this will NOT update the existing transactions' FinU)
  5. Task Names: Select this option to update Task Names
  6. Task Owning Organization: Select this option to update Task Owning Organization (this will NOT update the existing transactions' FinU)
  7. Task Personnel: Select this option to update Task Personnel
  8. Project Names and Owning Organization: Select this option to update Project Names and Owning Organization (this option is a combination of 1. and 4. - not different, just both at once)
  9. Task Names and Owning Organization: Select this option to update Task Names and Owning Organization (this option is a combination of 5. and 6. - not different, just both at once)
  10. Award Personnel: Select this option to update Award Personnel
• For both Project and Task Names, special characters are limited to (4 in total): ( ) / - 
• Customer requests can be all at once and across Project types, such as General Project and Sponsored Project together
• Award or Project status cannot be "Closed", otherwise the application will not function
• If a Project Manager exists, no need to update the Project Fund Manager and/or Fiscal Manager to the same person. The Project Manager cannot be assigned to any other team member role
  
  • 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
• Process personnel applications in order of roles:
  
  1. Award personnel roles
  2. Project personnel roles
  3. Task personnel roles
• To REMOVE a contact: input "delete" under the New Email column for any Team Member/Personnel job

*Template links will open a new window for the user to download and save the file

Steps to Take

1. Access the PADUA website: https://finapps.ucsd.edu/padua/
2. Before starting your session, begin by clicking on the "Personnel" tab/hyperlink at the top
3. Click "Load Employee Data" and wait for the success message. If there is an error, the application is not currently working. Contact ITS.
4. Determine which of the 10 jobs fit the process required
5. Each of the 10 items have a template next to them to download - download the appropriate one
6. The template looks like a blank Excel file - all columns with an asterisk must be filled out
7. Upload file and select Done
8. Locate the corresponding template
9. Open and populate with data that is in the form submitted per the customer
10. Then upload by choosing the corresponding job item
11. Choose file and Submit
12. Results will populate with the total number of Success rows and Errors after a successful upload
13. Communicate results back to customer to resolve any errors