How to Update Project & Award Data Using PADUA


Overview


This article describes how to use the Project & Award Data Update Application (PADUA) 2.0 for Oracle Project maintenance.

Essential Information


NOTE: If you need to use the project in a journal or for payroll, it can take 1-3 days to be available.

Next Steps


To Create a General Project

  1. Login to a VPN if you are located off campus.
  2. Open PADUA 2.0 to access the application.
  3. Select the Projects tab
  4. Select the + General Project button
  5. Enter Project Name (cannot enter special characters in project name, only "-" is allowed)
  6. Optional: Add Project Nickname
  7. Enter Project Owning Organization (this is the NAME of your Financial Unit. Use the Chart of Accounts report to look up the name if you do not know it)
  8. Project Type (restricted to only accessing your own Business Unit: UCSD Campus, Health, etc.)
  9. Select desired Project Template from the dropdown menu.
    1. General Project
    2. General Project with Burdening (if you have a general project that requires F&A/IDC assessed)
    3. Fabrication General Project (for fabrications)
  10. Enter the following:
    1. Project Start Date (required)
    2. Asset Description (required for Fabrications, name of the Asset that gets created in CAMS)
    3. Estimated Units (required for Fabrications)
      1. Example: 1 Microscope = 1 Estimated Unit
      2. Example: 10 Identical Microscopes = 10 Estimated Units
    4. Fund (required)
    5. Function (required)
    6. Program (optional)
    7. Location (optional)
  11. Select the desired Reporting Category
  12. Select the Project Class Category from the dropdown menu (class category is always based on the project type).
  13. Select the Project Class Code from the dropdown menu.
    • *If a project is created without a Class Category or Code, the project will not be searchable in PADUA.
  14. To enter Project Personnel, click on the blue notepad icon to change the Action to a green checkmark:
    1. Select the Project Role and enter the Name of the project team member
      1. Projects may only contain ONE Project Manager.
      2. A Project Manager is required for every project.
    2. Uncheck the green checkmark under the Action column after editing the Personnel row.
    3. To add additional Project Personnel, select the Add button, then repeat step 12 as necessary.
  15. Review data and select Save to submit.

To Create a Sponsored Project (Request)

  1. Login to a VPN if you are located off campus.
  2. Open PADUA 2.0 to access the application.
  3. Select the Projects tab
  4. Select the + Sponsored Project button (Review SPF Guidelines for creating additional Projects/Tasks here)
  5. Enter Project Name (cannot enter special characters in project name, only "-" is allowed)
  6. Enter Project Owning Organization (this is the NAME of your Financial Unit. Use the Chart of Accounts report to look up the name if you do not know it)
  7. Project Type will default to UCSD Sponsored Project
  8. Select desired Project Template from the dropdown menu. Guidance on selecting a Project Template here.
  9. Enter Award Number.
  10.  Add Request Details (Please include the reason you are requesting this new Project (Cost Sharing, New Project owning org, etc. If cost sharing, include fund providing cost sharing. If Fabrication, include the budget for the fabrication) for SPF Review.
  11. Enter the following if creating a Fabrication Sponsored Project
    1. Asset Description (required for Fabrications, name of the Asset that gets created in CAMS)
    2. Estimated Units (required for Fabrications)
      1. Example: 1 Microscope = 1 Estimated Unit
      2. Example: 10 Identical Microscopes = 10 Estimated Units
  12. Select the desired Reporting Category
  13. Select the Project Class Category from the dropdown menu (class category is always based on the project type).
  14. Select the Project Class Code from the dropdown menu.
    • *If a project is created without a Class Category or Code, the project will not be searchable in PADUA.
  15. To enter Project Personnel, click on the blue notepad icon to change the Action to a green checkmark:
    1. Select the Project Role and enter the Name of the project team member
      1. Projects may only contain ONE Project Manager.
      2. A Project Manager is required for every project.
    2. Uncheck the green checkmark under the Action column after editing the Personnel row.
    3. To add additional Project Personnel, select the Add button, then repeat step 12 as necessary.
  16. Review data and select Save to submit.

To Edit Projects

  1. Login to a VPN if you are located off campus.
  2. Open PADUA 2.0 to access the application.
  3. Select the Projects tab
  4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search for General Projects:
    1. Project Personnel (Last Name, Name First Name) OR Project Number - required
    2. And/Or Project Role
    3. And/Or Organization (type 3 letters to search)
  5. Click on the notebook icon of the desired Project#
  6. Fields available for editing are:
    1. Project Name
    2. Project Nickname
    3. Project Status
    4. Reporting Category
    5. Project Class Category (when updating Class Category or Code, remove the existing prefix on the Project Name so it automatically adds the prefix to the Project Name i.e. FD, FSU, NSA, OTHR, TEAM, etc.)
    6. Project Class Code (when updating Class Category or Code, remove the existing prefix on the Project Name so it automatically adds the prefix to the Project Name i.e. FD, FSU, NSA, OTHR, TEAM, etc.)
    7. Project Personnel (this only updates project level personnel, to edit award personnel see To Edit Award Personnel steps below)
  7. Review data and select Save to submit changes.

NOTE:


To Edit Tasks

  1. Login to a VPN if you are located off campus.
  2. Open PADUA 2.0 to access the application.
  3. Select the Tasks tab
  4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search for Tasks:
    1. Project Personnel (Last Name, First Name) OR Project Number - required.
    2. And Task Role
  5. Click Search
  6. Results populate task data
  7. Select the task to update by clicking the notebook icon of the desired Task#
  8. Fields available for editing are:
    1. Task Name
    2. Task Owning Organization
    3. Task Start Date
    4. Task End Date
    5. Chargeable status
    6. Task Manager
    7. Task Fund Manager
  9. Review data and select Save to submit changes and Close.

To Add Tasks

  1. Login to a VPN if you are located off campus.
  2. Open PADUA 2.0 to access the application.
  3. Select the Tasks tab
  4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search for Tasks:
    1. Project Personnel (Last Name, First Name) OR Project Number - required
    2. And Task Role
  5. Click Search
  6. Results populate task data
  7. Select a row related to the project where you want the task added.
  8. Click button +Add task to Project #######
  9. Enter the following:
    1. Task Name (required)
    2. Task Owning Organization (required)
    3. Task Start Date
    4. Task End Date
    5. Fund (required)
    6. Function (required)
    7. Program
    8. Location
    9. Asset Description (required for Fabrications, name of the Asset that gets created in CAMS)
    10. Estimated Units (required for Fabrications)
      1. Example: 1 Microscope = 1 Estimated Unit
      2. Example: 10 Identical Microscopes = 10 Estimated Units
    11. Task Manager
    12. Task Fund Manager
  10. Review data and select Save to submit updates and Close.
  11. To view new task, screen returns to OFC Task Maintenance page, select Search to refresh data.

To Edit Award Personnel

  1. Login to a VPN if you are located off campus.
  2. Open PADUA 2.0 to access the application.
  3. Select the Awards tab
  4. Enter the proper information in the following dialogue boxes/dropdown to initiate a search :
    1. Award Personnel (Last Name, Name First Name) OR Award Number - required
    2. And/Or Role
    3. And/Or Organization (type 3 letters to search)
  5. Click on the notebook icon of the desired Award#
  6. Fields available for editing are:
    1. Award Personnel
      1. Fund Manager
      2. Fiscal Manager
      3. MSO/DBO/CAO
  7. Uncheck the green checkmark under the Action column after editing the Personnel row.
  8. Review data and select Save to submit changes and Close.

Possible Error:

FAQ's


Supplemental Guides


To view a walkthrough of the Project demo, please click here.

To view a walkthrough of the Task demo, please click here.

Questions?


If you need any additional assistance, please submit a ticket here.