Establishing Awards and Projects

This chapter discusses how to:

• Negotiate awards.

• Generate awards.

• Establish award profiles.

• Establish milestone notifications and processing.

• Establish award contracts.

• Establish project profiles.

• Establish project activities.

• Establish project budgets.

• Process Facilities and Administration (F&A) costs.

• Review grants information.

• Close out awards.

Negotiating Awards

Negotiations are linked to a business unit, proposal ID, version, and award ID (if known). Typically, you complete this page when an institution anticipates that the proposal will result in an award, but some aspects of the award have not yet been agreed upon.

Note. Negotiation details do not affect the original proposal. If you need to make a change in the proposal itself, you must create a new version of the proposal and make the appropriate changes.

This section discusses how to negotiate awards.

Page Used to Negotiate Awards

Negotiating Awards

Access the Negotiate Award page.

This page has no processing implications or controls associated with it. It simply enables users to enter and track data for informational purposes only.

Type and Status

Details

For each negotiation type, enter a name, title, telephone number, fax number, and email address.

Generating Awards

This section provides an overview of the award generation process and discusses how to generate an award.

Understanding the Award Generation Process

This section discusses:

• Generating awards.

• Processing pre-award spending and post-award budgeting.

• Finalizing awards.

• Setting up Commitment Control.

Generating Awards

After you submit a proposal and the sponsor approves it for funding, you usually negotiate award details with the sponsor. You also prepare the Grants system for processing funds and dealing with billings, letters of credit, F&A costs, cost-sharing rate calculations, modifications, and general award administration. Grants developed many of its post-award features to leverage existing tables, records, and pages in Project Costing and Contracts.

To set up an award, you must send information into the award profile. The award generation process brings specified information from the proposal into tables in Grants/Award. This process also maps proposal-related fields in Grants to fields in Contracts and Project Costing.

You must select at least one budget ID within a proposal for every selected project. If you don't, the system displays a warning message indicating you must select a budget ID.

Note. A budget ID cannot become a project or grant, nor can individual budget periods become projects or grants.

The diagram illustrates how data is generated between the pre-award process and the budget and award profile:

Data movement in Grants

Through the award generation process, Grants writes the required award information to Contracts. This process creates a contract, adds a contract line to the contract, associates Grants projects and activities with the contract line, and creates billing and revenue recognition plans. Due to this integration with Contracts, you can generate bills and recognize revenue for all transactions that are associated with your sponsored awards

Processing Pre-award Spending and Post-award Budgeting

Occasionally, you need to enable spending before a proposal has been formally awarded. You can initiate pre-award spending from the Grants Generate Award page.

If you do initiate pre-award spending, here is how the system processes records:

• When you run the award generation process with the Pre-award Spending check box selected, Grants creates projects and activities from proposal projects (it does not create budget rows). Also, the system does not write data to the Project Budget Plan (PC_BUD_PLAN) and Project Budget Detail (PC_BUD_DETAIL) tables. For pre award spending, the system does not the Contracts and contract lines.

• If Commitment Control is enabled for projects and the primary general ledger business unit, the system creates a row for each project in the Commitment Control table (KK_CF_VALUE) with the control option of Track without Budget.

  In this situation, a range of projects must not exist for the default ledger group that encompasses the project ID.

• After the proposal is awarded, you can change the pre-award budget as you want and run the award generation finalization process. The system makes the Pre-award Spending check box uneditable, indicating that pre-award spending has been run.

• Projects and activities created during pre-award spending are not replaced during the award generation finalization process.

  The projects and budget IDs that Grants creates for the pre-award spending run are automatically selected for the finalization run. The system populates the Grants budgets and ChartField records to reflect modified budgets.

• The ChartField control rules change to enforce overall project/grant control in Commitment Control.

  The system clears the Allow Overdraft check box. To populate the total project/grant amount, access the Project/Grants ChartField Control Rules page .

Note. You can add proposal projects through the pages in the Project component under the Grants Awards menu structure after you run the award generation finalization process.

Finalizing Awards

You can run the award generation finalization process without running pre-award spending. You cannot, however, run the award generation finalization process a second time. The only exception to this is when you do the first run with the Pre-Award Spending check box selected.

If you run the award generation process a second time (after first running it with Pre-Award Spending selected), the system clears the Pre-award Spending check box. and populates the Project Budget and Budget Detail tables.

If the pre-award spending process created a project commitment control entry, the system updates the control option to Tracking with Budgets when the award generation finalization process is run. The system creates the award level records on the finalization (non pre-award spending) run only. Additionally, if you have added new projects since the pre-award spending was done, these too are brought forward.

Setting Up Commitment Control

The Award Generation process impacts the Key ChartFields Grid on the Control ChartField page (KK_BUDG4) of the Budget Definition. This applies to both pre-award spending and the finalization process. If Project Costing and the General Ledger Business Unit have Commitment Control enabled, the award generation process automatically creates entries.

See Defining Control ChartFields.

See Also

Integration Process Flows for Grants

Page Used to Generate an Award

Generating an Award

Access the Generate Award page.

Note. You cannot run the award generation process for a proposal until that proposal has a status of Submitted on the Proposal Submission page.

See Submitting Proposals.

The parameters on this page initiate the award administration process by copying information from the proposal pages to the award pages. Employee IDs that are entered for proposal professionals in the pre-award pages are not brought forward in the award generation process.

Pre-award Spending

To initiate pre-award spending:

1. Run the process with the Pre-award Spending check box selected to bring over the project and budget level information to Project Costing.

2. When the proposal officially becomes an award, run the award generation process again to finalize the proposal as an award.

Note. The award generation process brings forward the cost-sharing amounts that exist within the proposal. No computations take place for cost sharing when you run the process. However, the system differentiates between costs that are billed directly to the sponsor and costs that are cost shared.

Establishing Award Profiles

This section provides overviews of award profiles and milestones and discusses how to:

• Set up award profiles.

• Set up award funding.

• Add resources.

• Set up award certifications.

• Set up award terms and conditions.

• Set up award milestones.

• Set up award key words.

• Set up sponsor contacts.

• Set up protocols.

• Set up award attributes.

• Set up department credits.

• Use the award notepad.

• Use the award modifications.

Understanding Award Profiles

The information that you create and maintain in the award profile establishes an award, which is a completed agreement between an institution and a sponsor within the post-award system. Note that an award is synonymous with a contract, and that you must establish the contract itself prior to creating an award profile. An award is associated with one business unit, one billing sponsor, and one award sponsor. Each award must have at least one project and at least one activity. When you run the award generation process the system provides the bulk of the award setup, so that the setup process is transparent to you. If you are not creating the award from a proposal (blue bird award) you must initiate all the necessary manual steps, including the creation of the contract, contract lines, projects, and activities.

Understanding Milestones

Here is some general information about using milestones in Grants:

• Milestones track key completion phases for sponsored projects and are ultimately used in award closeout processing.

• Milestones can include deliverables, deadlines, sponsor-special reports, final financial reporting, other reporting requirements, or award closeout.

• The Milestone page is an institution-defined control table that stores milestones that you establish as appropriate for your tracking needs.

  Milestones can be systematically added during Award Generation Process.

• Each award has one or more designated individuals (DIs) with the authority and knowledge to identify award milestones, deliverables, and deadlines.

  The DI determines the processing schedules and routing lists for milestones, notifications, and workflow. Although typically the DI is an employee of the sponsored program office, a principal investigator (PI) or other authorized professional can fill this role. You define your own DI structure.

• You can use milestones to enter information about the notification functionality.

• Notification of milestones includes deliverables that are due to and from the institution.

• Milestone tracking does not initiate other processes such as billing.

  It generates reminders to users to initiate the necessary processes. Milestones can be added to the award by individuals manually or by the award generation process if Include in Award is checked on the milestone setup page.

Pages Used to Establish Award Profiles

Setting Up Award Profiles

Access the Award - Award page.

Award information comes from the proposal header.

Setting Up Award Funding

Access the Award - Funding page.

The funded amount is the sum amount for that project and budget period in the PC_BUD_DETAIL page. This amount is view-only. If you enter a new period in the grid on the Resources page, then the project ID is automatically created for the project.

Note. An award can have multiple projects with multiple budget periods.

Adding Resources

Access the Award - Resources page.

Proposal resources and subrecipient data flow from the pre-award to the post award, through the generate process.

See Maintaining Information About Each Resource for a Proposal Project.

Setting Up Award Certifications

Access the Award - Certifications page.

Certifications appear by default from the proposal. To enter additional certifications, add a new row; then enter or select the appropriate certification code, certification date, indicator, person who certified the award, and approval date. Optionally, you can enter assurance and exemption numbers. Select the appropriate check boxes to indicate whether a full or an expedited review occurred.

Note. The generate process brings the expiration date forward from the proposal.

Setting Up Award Terms and Conditions

Access the Award - Terms page.

This page is not pre-populated and no processing is associated with it. Terms and conditions might include, for example, the requirement that purchased equipment be American-made whenever possible, or that only union workers be employed for the project that is funded by the award.

Setting Up Award Milestones

Access the Award - Milestone page.

Milestone Type and Milestone Code	Select a milestone type. Milestone types are labels for grouping milestones. Each milestone type has a milestone code associated with it. For example, close-out types could include contract close-outs, financial close-outs, and technical close-outs. Define milestone types and codes in the Milestone control table (select Setup Financials/Supply Chain, Product Related, Grants, Milestone Types/Codes). After you select a milestone type, the system makes only those milestone codes available that are related to it. If a milestone type is inactive, the related codes do not appear in the list. If you change the milestone type of a type or code pair that you entered previously, the system clears the code to prevent a mismatch.
Notify	Click this button to notify roles of people that are listed in the Approval/Notification Setup page for Type Milestone Notification that the award milestone information is due soon.
Due Date	Select the required completion date for the milestone.
Priority	Select the milestone priority. Options are High, Medium, or Low.
Notification Due Date	Displays the Notification Due Date (the Milestone due date minus the days prior to notify).
Comments	Enter any details or explanations regarding overdue milestones and exceptions.
Completed, Completion Date, and Completed By	Select Completed to indicate that a milestone is completed, Completion Date and Completed By are populated by the system with the current date and time and the current user employee ID.
Contact ID	Click to access the Milestone Contacts page that stores contact information. Select the contact name (the responsible person), transmission code (a method for communicating with that person), and then enter any relevant comments. The contact ID is populated with the default contact ID from the Milestone Setup page if you identify it in the milestone setup.
Notification	Click to access the Milestone Notification history page, which includes the following page elements: Notify On, From, To, and Comment.

Setting Up Award Key Words

Access the Award - Key Words page.

This page links key words, as defined in the key word control record, to an award. Key words can track awards by subject category (for example, science: cell biology) or link multiple codes to an award. Key words appear by default from the proposal. Establish and maintain the key word control record prior to creating proposals and awards.

Setting Up Sponsor Contacts

Access the Award - Sponsor page.

The data on this page appears by default from the Award - Profile page. Enter a reference award number for the sponsor contact. You can add multiple sponsor contacts for the awarding sponsor.

Setting Up Protocols

Access the Award - Protocols page.

Select a protocol to associate with the award. Protocols that are associated with the proposal flow to the award during the generate process. You can enter more protocols on this page.

Setting Up Award Attributes

Access the Award - Attributes page.

Select an attribute type, and then enter a value (either numeric or character), as well as any comments.

Setting Up Department Credits

Access the Award - Department Credits page.

Department credits set up in the proposal flow into the award side during the generate process. You can enter more department credits on this page.

Using the Award Notepad

Access the Award - Notepad page.

Date/Time Stamp	Displays the date and time when you created the award. The system stamps each new note with the date and time.
Description	The system displays default text that indicates that you created this award through the award generation process. When you create an award independently, this field is blank.
Comments	Enter notes regarding more complex issues that concern the award subject matter.

Using the Award Modifications

Access the Award - Award Modifications page.

You cannot edit the periods and amounts at the period level within an award. The pre-award to post-award process populates these rows in the following way:

1. The number of periods for an award equals the number of periods for a project.

2. The amount at the period level is equal to the sum of amounts for each period for all the projects for an award.

3. The begin date and end date are equal to the begin and end date for each period for the project.

   These dates are the same for all projects for an award.

Establishing Milestone Notifications and Processing

This section provides an overview of milestone notifications and processing and discusses how to:

• Review milestone notifications.

• Process milestone notifications.

Understanding Milestone Notifications and Processing

Three ways are available to send out milestone notification:

• Set up a batch process that runs daily to search for milestones due for notification at the current date and then send online milestone notifications. The milestone batch process enables you to automate the milestone notification process.

• Use the Milestone Notification inquiry page to search and send notifications for milestones that satisfy your selection criteria.

• Send the notification from the Award Milestone page.

Pages Used to Establish Milestone Notifications and Processing

Reviewing Milestone Notifications

Access the Milestone Notification page.

Notification Due in Days	Enter the number of days in which the milestone notification is due.
Completed	Select Complete or Not Completed to search for completed or not completed milestones.

Milestones

Processing Milestone Notifications

Access the Process Milestone Notification page.

Set up the daily process scheduler to run milestone notifications automatically. The program searches for milestones that are due on the current date, and then sends email notifications. You are not required to enter business unit and milestone type. If they are not entered, then the batch process searches for all business unit and milestone types.

In order for the Milestone Notification Process to run you must update the values associated with the system-delivered GM_URL. Modify the value in the URL field with your current database URL address.

See Enterprise PeopleTools PeopleBook: System and Server Administration, “Using PeopleTools Utilities, URL Maintenance

Establishing Award Contracts

This section provides an overview of award contracts and discusses how to:

• Change the contract status to Active.

• Change the billing plan status to Ready.

• Change the revenue recognition status to Ready.

Note. This section of PeopleSoft Enterprise Grants 8.9 PeopleBook describes the pages that are used most often for grants-related project contracts. For complete instructions on using all the pages in Contracts refer to the instructions in your PeopleSoft Enterprise Contracts 8.9 PeopleBook.

Understanding Award Contracts

After you negotiate an award, establish the award profile, and initiate the award generation process for a proposal, you can prepare Grants for financial transactions using the appropriate pages in Contracts.

When you run the award generation process in Grants, the system automatically generates a contract. This contract represents your funded award and is required for processing any transactions against your award through to Billing and General Ledger. The Contract - General page captures the agreement information for your award as well as general information relating to the sponsor.

Revenue Recognition

Contracts manages the booking of revenue to the general ledger through the use of revenue recognition plans and the services accounting system.

The method of revenue recognition for Grants is As Incurred. Use this method manually to manage revenue on an as-needed basis. The As Incurred method is transaction-based revenue recognition and uses scheduled processing. As an activity is incurred and processed, revenue is recognized. This method is used with rate-based contract activity. Typically, you would use this method on cost-reimbursable grants.

Here is some general information about using revenue recognition plans with Contracts:

• Every contract must have at least one revenue recognition plan.

• All revenue recognition plans must be associated with a revenue recognition method.

• Contract lines must be linked to a revenue recognition plan.

• Rate-based contract lines that have corresponding project resource rows are assigned or linked to As Incurred revenue recognition plans.

Blue Bird Awards

A blue bird award is granted without an initiating proposal. If you generate an award without a previously developed proposal, you must enter all of the information related to the award in the Contract Header pages in Contracts.

After you complete the required fields on the pages in Contracts, click Save or Add to My Contracts to save the contract. The system writes the information back to the Grants system. To establish an award profile for the contract in Grants, click Create Award Profile on the Additional Information page.

See Also

Setting Up Revenue Plans

Managing Revenue Recognition

Creating Contracts

Processing Revenue Recognition

Pages Used to Establish Award Contracts

Changing the Contract Status to Active

Access the Contract - General page.

Note. Instructions on using the Contract - General page appear in the PeopleSoft Enterprise Contracts 8.9 PeopleBook.

See Also

Creating Contracts

Changing the Billing Plan Status to Ready

Access the Billing Plan General page.

Note. Instructions on using the Billing Plan General page appear in the PeopleSoft Enterprise Contracts 8.9 PeopleBook.

See Also

Setting Up Billing Plans

Changing the Revenue Recognition Status to Ready

Access the Revenue Plan page.

Note. Instructions on using the Revenue Plan page appear in the PeopleSoft Enterprise Contracts 8.9 PeopleBook.

See Also

Setting Up Revenue Plans

Establishing Project Profiles

Use the Project General pages to associate a project with an award and designate a primary department. All information that applies to the award also applies to the project, so the information is not repeated on the project pages.

This section discusses how to:

• Set up projects.

• Establish project departments.

• Establish project definitions.

• Establish project PIs or managers.

• Establish project locations.

• Establish project phases.

• Establish project approvals.

Note. This section of the PeopleSoft Enterprise Grants 8.9 PeopleBook describes the pages that are used most often for grants-related projects. For complete instructions on using all the pages in the Project Profile component, refer to the instructions in your PeopleSoft Project Costing 8.9 PeopleBook.

See Also

Creating and Maintaining Projects

Pages Used to Establish Project Profiles

Setting Up Projects

Access the Project - General Information page.

Note. Instructions on using the Project - General Information page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Creating and Maintaining Projects

Establishing Project Departments

Access the Project - Project Department page.

Select the institution ID, subdivision, department, and contact ID for the project's primary department. Use the Department Info group box at the bottom of the page to maintain F&A offset information such as the department, subdivision, and percentage pledged of the project F&A costs that should be distributed to each department. The F&A process uses the departments in this group box to retrieve offset ChartField information from the F&A Offset page.

Establishing Project Definitions

Access the Project - Project Costing Definition page.

Note. Instructions on using the Project - Project Costing Definition page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Grants

See Also

Creating and Maintaining Projects

Establishing Project Locations

Access the Project - Location page.

Note. Instructions on using the Project - Location page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Creating and Defining Projects

Establishing Project Phases

Access the Project - Phases page.

Note. Instructions on using the Project - Phases page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Creating and Defining Projects

Setting Up Project-Related Information

Establishing Project Approvals

Access the Project - Approval page.

Note. Instructions on using the Project - Approval page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Creating and Defining Projects

Establishing Project Activities

This section provides overviews of project activities and F&A rates and discusses how to:

• Set up project activities.

• Define project activities.

• Specify F&A rates for a project.

• Specify project activity locations.

• Add attachments to the project activity.

• Track activity quality.

• Track activity rates.

Understanding Project Activities

All transactions link to an activity, so each project must be associated with an activity. In Grants, an activity is assigned to the same award as the project.

You can assign many activities to a single award. When you create an activity, the award information appears by default from the project information.

Note. This section of the PeopleSoft Enterprise Grants 8.9 PeopleBook describes the pages that are used most often for grants-related activities. For complete instructions on using all the pages in the Project Activity component, refer to the instructions in your PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Creating and Maintaining Activities

Understanding F&A Rates

Here is how the system uses F&A rates at the post-award activity level:

• The Project Activity - FA Rates page houses the F&A bases and rates that the F&A process uses.

• You define during implementation the values that appear in the FA Base fields in the Institution, Sponsor, and Funded group boxes on the Facilities Admin Base page.

• The F&A base values that you enter on the Project Activity - FA Rates page must be the same as the values you enter on the FA Base Account tree during implementation.

• When you receive an award that is based on an existing proposal, the bases, rate type, effective dates, and rates appear by default from pre-award data in the system.

• The sponsor FA equals the funded FA base times the funded FA rate percentage.

  The system posts to the general ledger only FA funds that the sponsor awards.

• If you establish an award without performing the usual pre-award proposal procedures, the default effective dates and rates are based on the rate type that you enter manually.

• You must make other modifications, such as no-cost extensions and continuations, manually.

Pages Used to Establish Project Activities

Setting Up Project Activities

Access the Project Activity - General Information page.

Note. Instructions on using the Project Activity - General Information page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Defining Project Activities

Access the Project Activity - Definition page.

Note. Instructions on using the Project Activity - Definition page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Specifying F&A Rates for a Project

Access the Project Activity - FA Rates page.

To set up F&A rates for post-awards:

1. Select a facilities administration rate.

   Values include Animal Care, On Campus, Off Campus, Institutional Research, and Instruction.

2. Select an FA base rate for the institution, the sponsor, and the funded amount.

3. Enter multiple effective dates and F&A rate percentages for each base.

   The bases must have the same names as the tree nodes for which the calculation will be run.

4. Click Save.

Note. Never select the same base for two different rate types under the same activity. Likewise, if you establish a base tree with duplicate accounts, never define two bases that contain the same account under the same project activity.

Specifying Project Activity Locations

Access the Project Activity - Location page.

Note. Instructions on using the Project Activity - Location page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Add Attachments to the Project Activity

Access the Project Activity - Attachments page.

Note. Instructions on using the Project Activity - Attachments page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Tracking Activity Quality

Access the Project Activity - Quality page.

Note. Instructions on using the Project Activity - Quality page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Tracking Activity Rates

Access the Project Activity - Rates page.

Note. Instructions on using the Project Activity - Rates page appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Establishing Project Budgets

This section provides an overview of project budgets and discusses how to:

• Define budget plans.

• Verify budget journal information.

Understanding Project Budgets

The system populates the Budget Entry - Budget Detail page with summarized budget data during the award generation process. However, you can modify, add, or delete budget lines on the page.

On the Budget Entry - Budget Detail page, you can:

• Assign required ChartFields within the budget journal.

• Post budgets by budget period.

• Generate rows in the Project Resource table (PROJ_RESOURCE) after the budget journals have successfully posted to Commitment Control.

  Grants uses these lines to generate controlled budget journals and project budget lines.

Here is some general information about using ChartField lines on the Budget Entry - Budget Detail page:

• The system populates lines in the ChartField grid during the award generation process.

• You can specify budget details for each budget item in a project.

• You can post budget information by budget period.

• You can insert resource lines into the grid at any time and post lines individually.

• You can delete lines only if you have not generated a journal for the budget line.

• The data that you enter in the grid is the basis for generating budget journals for controlled budgets and for budget data that is stored in Grants.

Pages Used to Establish Project Budgets

Defining Budget Plans

Access the Budget Detail page.

Note. The award generation process creates budget plans. Grants users should not create budget plans using the Project Costing menu structure. For Blue Birds awards, the system creates budget plans programmatically when users create budget periods on the Funding page in the Award Profile component.

Project Budget Summary

General Tab

The system populates the General tab with budget details from the proposal, including amounts for the budget activities belonging to the project.

Project Detail Tab

Specify the values for the project-related fields for the Grants budget rows that are displayed.

General Ledger Detail Tab

Specify the General Ledger ChartField values for the Grants budget rows that are displayed . When the system creates budget journals, it books the budget row amounts to the specified ChartFields

Commitment Control Detail Tab

Displays the ledger and ledger group that the system uses to book the budget journals.

If you need to specify the type of budget row that you are posting, use the Budget Line Code field to indicate whether the budget row is Original, Adjustment, Roll Forward, and so on. Original is the default value. If you have funding source control enabled in your commitment control setup, the system displays the appropriate value here.

Note. If there are any errors while posting to commitment control, the system stores the error rows on the Review Commitment Control page. You can find the commitment control posting error, fix the error, and re-send the lines to commitment control.

Grants Detail Tab

Instructions on defining budgets also appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Managing Budget Exceptions

Sending Commitment Control Transactions to Project Costing

Budgeting Project Costs and Revenue

Commitment Control Setup Steps for Grants

Verifying Budget Journal Information

Access the Budget Inquiry page.

After you successfully post the budget journals, you can inquire on the budget. Select the GL Info and Posted, FA, C/S Info tabs to view the budget journal IDs and the date that you posted the rows, as well as the budget header status, the ledger, and ledger group to which you posted the journals.

Processing F&A Costs

This section provides an overview of F&A processing and discusses how to:

• Process F&A costs.

• Use the F&A interactive error report.

Understanding F&A Processing

This section discusses:

• F&A cost calculations.

• Analysis types and cost sharing.

• F&A processing.

• Waived and cost-shared F&A lines.

• How Grants uses F&A rates at the post-award activity level.

F&A Cost Calculations

Grants is delivered with a process that automatically calculates and stores F&A costs on all sponsor-funded amounts. You can calculate waived and cost shared F&A amounts as well.

The system processes Grants lines based upon three criteria:

• Grants check box.

  When you establish a project, select the GM Object in the Grants Project field on the Project Definition page to indicate that the project is related to Grants rather than to Project Costing. The F&A process computes only Grants-related lines.

• F&A status (FA_STATUS).

  When the system processes Grants lines, it updates the FA_STATUS to prevent lines from being reprocessed. The process selects only those lines with an F&A status of N or with a blank status line. If you enter a line directly into the Grants system, its default F&A status is N; however, the feeder systems don't assign a value to FA_STATUS, so all lines that come from feeder systems have a blank value.

• FNA analysis group.

  The F&A process selects its data based on analysis types that you include in the FNA analysis group. For example, if you want to calculate F&A on all lines initiating from the Time & Labor and Accounts Payable applications, include PAY and ACT analysis types in the FNA analysis group. If you use an analysis group other than FNA, you must modify the process for it to run properly.

Analysis Types and Cost Sharing

Grants enables you to select the analysis type with which a line is stamped when it comes into Grants from a feeder system.

Here's some general information about using analysis types and cost sharing in Grants:

• Define analysis types on the Analysis Types page (Setup Financials/Supply Chain, Product Related, Project Costing, Transaction Options, Analysis Types).

• To facilitate cost-sharing analysis and reporting, you stamp incoming cost-sharing lines with unique analysis types.

  Define cost-sharing analysis types on the Installation - Grants page (Setup Financials/Supply Chain, Install, Installation Options, Grants).

• To determine which lines the system processes for F&A, you group analysis types into analysis groups.

• Grants has hard-coded the FNA analysis group in the F&A process, so you should use this analysis group to group all F&A analysis types.

F&A Processing

Here is some general information about how the system processes F&A transactions:

• The F&A process calculates F&A amounts at the transaction line level based on actual expense transaction amounts, F&A bases, and F&A rates.

• You establish default bases and rates in the Maintain Institution (Grants, Institutions, Facilities Admin Rates) and Maintain Sponsor (Grants, Sponsors, Facilities Admin Rates) components.

  The system, however, ultimately uses the information on the Project Activity F&A Rates page (Grants, Awards, Project Activity, FA Rates) for the actual computation.

• The system uses the accounting date on the original transaction line to find the appropriate effective date and rate for the F&A calculation.

• When the system processes a transaction for F&A, it updates the FA_STATUS to D to prevent it from re-extracting the same lines.

• The process calculates F&A amounts for all sponsor-funded actual costs (this amount is stored in Grants and General Ledger).

• For additional reporting and analysis, you can calculate F&A costs on waived and cost-shared dollars (these amounts are stored only in Grants).

  The process creates the various F&A lines in the following way:

  Funded F&A Base x Funded F&A Rate = Sponsor F&A (Analysis Type SFA)

• The system creates the Sponsor F&A line with all of the ChartFields from the original line and replaces the account with the F&A account that you define on the F&A Options page (Set Up Financials/Supply Chain, Business Unit Related, Grants, Facilities Admin Options).

• The system creates offset lines for the sponsor F&A line based on the department distribution percentages that you establish on the Project Department page (Grants, Awards, Project, Project Department) and on the offset ChartFields that you define on the F&A Offset page (Set Up Financials/Supply Chain, Business Unit Related, Grants, Facilities Admin Options).

• The business unit and project appear by default from the original transaction.

  The system populates the account from the offset account value in the F&A Options page and populates all other ChartFields based on the values that you enter on the F&A Offset page.

• The F&A process calls the Inter/IntraUnit processor and, based on the established balancing rules, gets any required due to and due from lines.

• The system stores all F&A lines in Grants and General Ledger.

  If you select the Edit Combinations check box on the Projects Options page (Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Projects Options), the F&A process validates combination edits. The combination edit process is optional.

• Based on the selections that you make within the Installed Products page (Set Up Financials/Supply Chain, Install, Installation Options, Products), the F&A process can be subject to Commitment Control.

  If you elect to use Commitment Control, the F&A expense lines are always budget-checked. In addition, you may also budget-check the revenue offset lines.

Waived and Cost-Shared F&A Lines

Here is some general information about how the system processes waived and cost-shared F&A lines:

• In addition to computing sponsor-funded F&A, you can calculate waived and cost-shared F&A lines.

  Define these options at the business unit level.

  (Institution Base x Institution Rate) - (Funded Base x Funded Rate) or 
  (Sponsor Base x Sponsor Rate) - (Funded Base x Funded Rate) = Waived F&A 
  (Analysis Type WFA) 

• The selection that you make in the Waived FA Calc Method group box on the Project Activity - Definition page determines whether the system calculates this amount using institution or sponsor information.

• The WFA amount has no offset line and is stored only in the Grants tables.

  This computation captures the difference between the amount of F&A that could have optimally been recovered and the amount that was actually awarded by the sponsor.

  (Cost Shared Amount x Institution Rate) or (Cost Shared Amount x 
  Sponsor Rate) = Cost Shared F&A (Analysis Type CFA)

• The cost-shared F&A calculation is based upon whether you select the institution or sponsor option on the Project Activity - Definition page.

  The CFA (cost share facilities and administration) line has no offset and is stored only in the Grants tables. This computation allows for the full costing of grants expenditures.

• Grants stamps all F&A lines with the resource ID from the original transaction.

  This provides a link between direct and F&A costs. The Resource ID From field contains this resource ID

• The system stores all lines created by the F&A process in an audit table that you can use for reconciliation and audit purposes.

• The system stores all lines that fail the F&A process in an error table that you can use to make corrections.

  You can view the error log online through the FA Error Interactive Report page (Grants, Awards, FA Error Interactive Report).

How Grants Uses F&A Rates at the Post-award Activity Level

The F&A Rates page stores the F&A bases and rates that the F&A process uses. Here's how the system uses F&A rates in post-award processing:

• When you receive an award based on an existing proposal, the bases, rate type, effective dates, and rates appear by default from pre-award data in the system.

• If you establish an award without performing the usual pre-award proposal procedures, the effective dates and rates appear by default based on the rate type that you enter manually.

  You must make any other modifications, such as no-cost extensions and continuations, manually.

Note. Never select the same base for two different rate types under the same activity. Likewise, if you establish a base tree with duplicate accounts, never define two bases that contain the same account under the same project activity.

See Also

Establishing F&A and Direct-Cost Cost-Sharing Options

Establishing Project Activities

Viewing and Handling Budget Transaction Exceptions

Pages Used to Process F&A Costs

Processing F&A Costs

Access the Process Facilities Admin page.

Here is how the system processes F&A information from this page:

• This run control page triggers a PeopleSoft Process Scheduler request. You can process the F&A using the All value in the Date Option field.

• You can automate this request to run at certain times, such as on the 15th of every month; however, you must coordinate running this process with running other processes in your financials systems.

• No upper limit is made to F&A dollar amounts in Grants; the budget checking process ascertains whether you have the funds, and that is the only validation.

• After you run the F&A process in Grants, run the Journal Generator to send sponsor F&A, its offsets, and any due to and due from lines to General Ledger.

• When the lines are in General Ledger, you need to edit them and post them to a ledger.

Using the F&A Interactive Error Report

Access the FA Error Interactive Report page.

Use the fields appearing in the Search Criteria for FA Error group box to search for errors in the F&A process. Click Search.

If the system encountered errors when it ran the F&A process for a particular business unit, project, or activity, it displays the information in the Facilities and Administration Inquiry group box.

Click the Chartfields tab to view the GL business unit, department, account, operating unit, fund, program, class, budget reference, product, affiliate, fund affiliate, and operating unit affiliate where the error occurred.

Click the Date and Amount tab to view the transaction date, accounting date, and amount. To view the budget status and error status, click the Errors tab.

See Also

Managing Budget Exceptions

Reviewing Grants Information

After you implement Grants and begin generating proposals, awards, and budgets, you can review the inventory of awards and proposals as well as view projected budget and revenue information and variances in budgeted and actual amounts.

This section discusses how to:

• Review award inventories.

• Review projected budget and revenue information for selected projects.

• Review project variances.

• Review proposal inventories.

Pages Used to Review Grants Information

Reviewing Award Inventories

Access the Award Inventory page.

Use the fields in the Search Criteria for Award Inventory group box to select or enter the information for which you want to view an inventory of proposals that have received funding. Click Retrieve.

Reviewing Projected Budget and Revenue Information for Selected Projects

Access the Project Forecast Report page.

Select the project information that you want to retrieve—either cost-sharing or non cost-sharing. Select the from and to dates for which you want to retrieve information. Click Retrieve.

Reviewing Project Variances

Access the Project Variance Report page.

Select the project information that you want to retrieve—either cost-sharing or non cost-sharing. Select the from and to dates for which you want to retrieve information. Click Retrieve.

Reviewing Proposal Inventories

Access the Proposal Inventory page.

Use the fields in the Search Criteria group box to select or enter the information for which you want to view an inventory of proposals. Click Search.

Closing Out Awards

This section provides an overview of contract close outs and project and activity close outs and discusses how to:

• Close out contracts.

• Create status types to limit transactions coming into Project Costing.

• Close out projects.

• Close out activities.

• Close out budgets.

• Initiate the Budget Close Process

Understanding Contract Close Outs

Contracts with Closed status have these attributes:

• Data fields are not available for entry.

• Downstream processing is not allowed for the contract.

• The contract passed system data validation to verify that all processing that is related to the contract is complete.

• The contract is not included in prompt pages for other applications.

When you are closing out contracts, be aware that:

• No system checks prohibit you from changing the status of a contract from Pending to Closed.

  For you to change the process status for a contract from Active to Closed, billing plans must not be linked to a contract with a status of In Progress.

  Here are some reminders:

• Unless you are closing a contract due to termination, verify that the status for all billing plans is Complete.

  You can close a contract that is linked to a billing plan with a status of Pending or Ready.

• The revenue recognition plan status for any revenue recognition plans that are linked to the contract must not be In Progress.

• Unless you are closing a contract due to termination, verify that the status for all revenue recognition plans is Completed or Canceled.

  You can close a contract that is linked to a revenue recognition plan with a status of New, Ready, or Reversed.

• Verify that no amendments are Pending or Ready; they must be either Complete or Canceled.

• Verify that no prepayments are Pending or Active; they must be either Complete or Inactive.

• Verify that no renewal packages are Pending or Ready; they must be either Complete or Canceled.

The processing statuses can flow forwards only; that is, you cannot:

• Change the status from Active back to Pending.

• Change the status from Closed back to Active.

• Change the status from Closed back to Pending.

When you initiate a change in the processing status for a contract, the system performs a series of checks to ensure that the contract meets all of the necessary criteria to move to the next processing status level. Unless the contract meets all of the necessary criteria, the processing status cannot advance.

Understanding Project and Activity Close Outs

You can control resource transactions that come from PeopleSoft feeder systems based on the analysis type of the incoming transaction.

To do this, you must first set status control options on the Status Types page, then assign a status type to the project or activity. The options that you set for that status type determine whether Project Costing allows incoming transactions based on their analysis type.

Because status types are effective-dated, you can define multiple statuses and apply them sequentially to a project or activity over time.

You can control incoming transactions at either the project or activity level

See Also

Controlling Incoming Transactions

Defining Status Types

Creating and Defining Projects

Pages Used to Close Out Awards

Closing Out Contracts

Access the Contract - General page.

Change the contract status to Closed to indicate that either the contract has been terminated midstream (the status went directly from Pending to Closed or was canceled after processing) or archived (all contractual obligations have been fulfilled and all entitlements received). Contracts that are set to Closed are removed from processing and views, but the historical contract data is still available by query.

Note. For As-incurred billing plans, you must manually change the status on the Billing Plan General page because the system doesn't know when the last transactions have been accumulated in Project Costing and processed through to Billing.

For as-incurred revenue recognition (award revenue), you must manually change the revenue recognition plan status to Done because the system does not know when the last transactions were accumulated in Project Costing and processed through to revenue recognition. If your as-incurred revenue recognition plan has events associated with it, you must wait until all events are complete before you can change the revenue recognition plan status to Done.

See Also

Defining Contract Types

Creating Status Types to Limit Transactions Coming into Project Costing

Access the Status Types page.

You can identify the project statuses which you want to use.

Closing Out Projects

Access the Project - Status page.

This page drives the processing status on the Project General page. To activate a project, you add a new row with that status that is listed on the Project Setup page as Active. That is how you activate the project during the award generate and pre-spending process.

To restrict incoming transactions, set the Status field to Closed. A closed project does not appear in prompt lists in PeopleSoft feeder systems.

Closing Out Activities

Access the Activity - Status page.

To restrict incoming transactions, set the Status field to Closed. A closed activity does not appear in prompt lists in PeopleSoft feeder systems.

Closing Out Budgets

Access the Closing Rule Options page.

Use this page to define the closing rules for the Commitment Control budget, specifically whether to roll forward remaining budget amounts and how that roll-forward amount is calculated.

After you identify the closing rules for a Commitment Control budget, you can process the close when you need to by using the Budget Close Request page. The Budget Close process (FSPYCLOS) applies the closing rules to the selected Commitment Control budget ledgers. You can review the results on the Calculation Log on the Budget Closing Inquiry page.

If you make a mistake, use the Budget Close Request page to undo a close.

See Also

Closing and Withdrawing Commitment Control Budgets

Initiating the Budget Close Process

Access the Budget Close Request page.

Instructions on using the Budget Close Request page appear in the PeopleSoft Enterprise Commitment Control 8.9 PeopleBook.

See Also

Running and Validating the Budget Close Process to Close and Reopen Budgets