Contracts and Grants Implementation Project Sponsor Meeting

Contracts and Grants Implementation Project Sponsor Meeting

Contracts and Grants Accounting Project Costing ChartFields Effective July 1, 2014 C&G Training Presentation June 4, 2014 Last Updated: 07-31-14 C&G ChartString Examples Account Fund DeptID Program ChartField1 ChartField2 Attribute PC BU Project Activity Attribute This session looks at how ChartField values in the existing 7-field ChartString drive the creation the new Project Costing ChartField values, as well as the creation and necessity of PC ChartField Mapping. 2 What the C&G Structure Serves Relates all transactions to a single, trackable Award number Links sponsor-provided funding, cost-share funding, links subawards to the primary award, etc.

Enables financial reporting appropriate to sponsor requirements Per sponsor terms/conditions, groups expenses into cost categories, AND/OR bodies of work as required for reporting Expense transactions from different cost categories, different DeptIDs, different Fund #s, different CF1s or CF2s can be grouped into Projects for financial reporting Defines award funding periods (separate from transaction date) Prepares for eventual integration with other campus and UCwide system implementations 3 Award Structure Defined AWARD_01 SPO 6 digit Core Award Number 056789 PROJECT_A The work of the award defined by Task/ Deliverable/Fabrication/PI combination 1000145 ACTIVITY_A 1 Period Funding 01 Award: An executed agreement between the institution and a sponsor. When a proposal becomes an award, SPOs 6-digit core award number is used as BFS Award # (Note: an Award # is not a Chart of Accounts ChartField value) Project: A defined body of work. All awards have at least one Project, but may have more if the work of the award is done by multiple PIs or departments, has different tasks or phases, etc. Activity: the funding period(s) mandated by the

sponsor. Every Project has at least one Activity, or may have more if reporting requirements define separate funding periods 4 Award Structure Enables AWARD_01 SPO 6 digit Core Award Number 056789 Award: relates all the ChartField values in the award budgets ChartStrings to a single number, thereby relating all ledger transactions subawards, allocations to other departments, cost sharing, etc. to the award. PROJECT_A PROJECT_B The work of the award defined by Task/ Deliverable/Fabrication/PI combination 1000145 Deliverable/Fabrication/PI Combination 1000152 ACTIVITY_A 1Period Funding 01 Project: group funding allocations and transactions into discrete Bodies of Work, identified with a unique ChartField value, so that costs can be grouped and reported. ACTIVITY_B

Funding Period 01 In this example, the sponsor defines only one funding period, but since there are two Projects, each Project has an Activity Activity: the funding period(s) for a Project, allows expenses to be tracked to that period (rather than an accounting date) for reporting. 5 Award Structure Enables AWARD_01 SPO 6 digit Core Award Number 056789 Award: relates all the ChartField values in the award budgets ChartStrings to a single number, thereby relating all ledger transactionssubawards, allocations to other departments, cost sharing, etc. to the award. PROJECT_A PROJECT_B The work of the award defined by Task/ Deliverable/Fabrication/PI combination 1000145 Deliverable/Fabrication/PI Combination 1000152 ACTIVITY_A1 Funding Period 01 ACTIVITY_A2

Funding Period 02 ACTIVITY_B1 Funding Period 01 Project: group funding allocations and transactions into discrete Bodies of Work, identified with a unique ChartField value, so that costs can be grouped and reported. ACTIVITY_B2 Funding period 02 When the Award has more than one funding period, then each Project must have that number of Activities to meet Project reporting requirements. Activity: the funding period(s) for a Project, allows expenses to be tracked to that period (rather than an accounting date) for reporting. 6 Chartfield Project Values Every Award has at least one Project Project ID values are auto-generated and auto-numbered (no underlying logic to these numbers) A Project ID is associated with only one Award. Different awards cannot share Projects Additional Project IDs are necessary when award $ are allocated using DeptIDs (allocates award budget across departments) CF2 attributed as PI/Faculty (allocates budget to different PIs) CF1 attributed as Fabrication or Task/Deliverable (allocates budget to distinct Bodies of Work for reporting)

Project IDs are NOT created by CF1 attributed as Program Income or Cost Share (CF1 values that begin with 2). These CF1 values track expenses, but do not generate new Project IDs 7 Chartfield Activity Values Every Project has at least one Activity If an Award has multiple funding periods, then each of the Awards Projects has multiple Activities (one for each funding period) Activity ID values are 01, 02, 03, etc. Activity ID value 01 can represent either the entire award period (where there is no requirement to delineate funding years) or Year/Period One (for multi-year funding) Activity IDs are created only by CF1s attributed as Fund Year Departments can establish standard CF1 values to represent Year 1, Year 2, etc. for use in all award ChartStrings. 8 Simple Award Future State Award 056789 056789 Business Unit 10000 10000 Account 58000 58000

Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 EESIS EESIS CF1 CF2 Activity GM100 1000145 01 CGA creates Note: The Award # is not a Chart PC Business Unit of Accounts ChartField. It is an identifier in BFS. Project RA/Dept submits in budget

Award features: One Department One F&A Rate One PI One Body of Work (No reporting/tracking requirement for task, deliverable, fabrication) One funding period Current State By default, all awards have at least one Project and one Activity. Award ChartStrings values map to the new PC Chartfield values. 9 Award with 2 PIs Future State Award 056789 056789 Business Unit 10000 10000 Account 58000 58000 Fund 85787 85787

Dept ID 13291 13291 Program Cd 44 44 CF1 CF2 EEMC1 EEJZ1 EEMC1 RA/Dept submits in budget Award features: One Department One F&A Rate TWO PIs No other Body of Work reporting/tracking required (for task, deliverable, fabrication) One funding period Current State EEJZ1 GM100 Project

1000145 1000152 Activity 01 CGA creates PC Business Unit Each PI has a CF2 value unique to them (which can be used for many BFS transactions). In this award, these CF2s (attributed as PI/Faculty) map to two unique Projects in the award structure. 10 Award with 2 Bodies of Work Award 056789 056789 Business Unit Account 10000 58000 10000 58000 Fund 85787 85787 Dept ID 13291

13291 Program Cd 44 44 CF1 EEREU1 EEREU2 EEREU1 EEREU2 CF2 EESIS EESIS PC Business Unit GM100 Project Activity 1000145 1000152 01 CGA creates 1st Body of Work is fabrication of a piece of equipment. 2nd Body of Work is using that equipment in experiments. Future State RA/Dept submits in budget

Award features: One Department One F&A Rate One PI Two Bodies of Work to meet reporting/ tracking requirement One funding period Current State The RA has set up a CF1 for each Body of Work to group and report on transactions (attributes = CF1 attributed as Fabrication, CF1 attributed as Task). These CF1s map to two unique Projects in this award structure. There is only one PI, who will see transactions for BOTH of these Projects in PI Portfolio. 11 Award with 2 Funding Periods Future State Award 056789 056789 Business Unit 10000 10000 Account 58000 58000 Fund 85787

85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEREU1 EEREU2 EEREU1 EEREU2 CF2 EESIS EESIS GM100 Project 1000145 Activity 01 02 CGA creates PC Business Unit

RA/Dept submits in budget Award features: One Department One F&A Rate One PI One Body of Work (No reporting/tracking requirement for task, deliverable, fabrication) TWO years of funding Current State The CF1 attributed as Fund Year results in the creation of an Activity (not a Project). This award has one Project with two Activities. 12 2 PIs, 2 Funding Periods Future State Award 056789 056789 Business Unit 10000 10000 Account 58000 58000 Fund

85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEREU1 EEREU2 EEREU1 EEREU2 CF2 EEMC1 EEMC1 EEJZ1 GM100 1000145 1000152 01 02 01 02 CGA creates Note: this Dept uses the CF1 PC Business Unit value EEREU1 to represent Project Fund Year 1, and CF1 value EEREU2 represents Fund Year 2

Activity EEJZ1 RA/Dept submits in budget Award features: One Department One F&A Rate Two PIs No other Body of Work reporting/tracking required (for task, deliverable, fabrication) TWO years of funding Current State Each PIs CF2 value maps to a Project. Each CF1 attributed as Fund Year maps to an Activity. Each Project must have a full set of Activities, so here each Project has two Activities. 13 2 Bodies Work, 2 Fund Periods Award 056789 056789 Business Unit 10000 10000 Account 58000

58000 Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEFA 11 EEFA 12 EEFA 21 EESIS CF2 PC Business Unit EEFA 22 EEFA 11

EEFA 12 EEFA 21 EEFA 22 EESIS GM100 1000145 1000152 Project Activity 01 02 01 02 EEFA11 = Task 1 in year 1 EEFA12 = Task 1 in year 2 Project 1000145 has Activities 01 and 02 EEFA21 = Task 2 in year 1 EEFA22 = Task 2 in year 2 Project 1000152 has Activities 01 and 02 } } CGA creates Here, each CF1 value has TWO attributes: a task attribute drives the creation of the Project, and a Fund year attribute drives the creation of the Activity. Future State RA/Dept submits in budget Award features: One Department

One F&A Rate One PI Two Bodies of Work to meet reporting/ tracking requirements TWO years of funding Current State 14 Award with Cost Sharing Future State Award 056789 056789 Business Unit 10000 10000 Account 58000 58000 Fund 85787 19900 85787 19900

Dept ID 13291 19231 13291 19231 Program Cd 44 CF1 CF2 44 200001 EESIS RA/Dept submits in budget EESIS PC Business Unit GM100 Project 1000145 Activity 01 This award has two funding sources: the award FundID, and the Cost Sharing FundID (in this case, cost share funding is provided by a different department, too). CGA creates a CF1 to track Cost Share transactions. Note that the 2nd fund does not drive the creation of

ProjectID and ActivityID in the award structure. CGA creates Award features: One PI One Department One F&A Rate One Body of Work (No reporting/tracking for task, deliverable, fabrication) One funding period Cost Sharing commitment (funded by source other than the award fund) Current State 15 Chartfield: PC Business Unit This field is required by C&G modules Value assigned by CGA at award set up Relates the Project Costing Business Unit to the GL Business Unit GL Business Unit 10000 = PC Business Unit GM100 GL Business Unit J0000 = PC Business Unit is GMJ00 System interface will populate the default value from feeder systems RA will need to know the PC BU value only when entering online transactions 16 How Do Transactions get PC ChartFields? 17 Challenges and Solutions Current Challenges

Interim Solution System Limitations Feeder systems must be updated to use and pass along these additional ChartFields to BFS Change Overload With the number of concurrent projects on campus, educating and training everyone on how and when to use these new ChartFields within our launch timeline would be challenging Slowly roll out PC ChartFields as feeder systems are upgraded, integrated Mapping Table appends correct PC Chartfields to ChartStrings interfaced from feeder systems We are here Mapping Table defaults PC ChartFields for Interfaced Transactions Train online users how to key transactions PC ChartFields are not visible in BAIRS reports

PC ChartFields are visible in CalAnswers PC ChartFields are passed from subsidiary systems (BearBuy, Travel) to BFS 18 19 The PC Mapping Table At Award set-up, CGA has two days to: Complete the Award Structure in BFS Create and append the PC Chartfield values to each ChartString Update system interface Mapping Table so that transactions entered in feeder systems will process correctly The Interface Mapping Table Matches the shorter ChartStrings entered in feeder systems with the complete chartstrings in BFS Validates that ChartStrings using award funds have all the PC Chartfields in Current State ChartString Future State ChartString Award

Award GL Bus. Unit GL Bus. Unit Account Account Fund Fund Dept ID Dept ID Program Code Program Code CF1 CF1 CF2 CF2 $ amount PC Bus. Unit Project Activity $ amount 20 Creating the PC Mapping 21

Interfacing Transactions Process 22 New Error Messages Error Type Cause Action Invalid Project ChartFields Mapping C&G Fund used with no mapping on the Project Costing Mapping Table Cost Share CF1 value used with no mapping on the Project Costing Mapping Table Verify that the ChartFields keyed in are accurate Lookup Fund on PC Mapping Table to see what ChartStrings are valid (RAs Only) Talk to the RA in charge of the award to determine if budget should be allocated Rejected activity status: B(Budget Only) CGA is still setting up the award. The only transactions that are allowed at this point are budget entries. The award setup must be complete. If a budget has not yet been submitted, the RA should submit the budget. Warning activity status: E(Ended) The award or funding period end date has past.

Contact the RA to determine if costs coded to this ChartString should have ended and/or should be coded to a different ChartString Rejected activity status: F(Final) The final financial report has been sent for this competitive segment transactions can no longer be coded to this ChartString Transactions must be coded to a different ChartString Failure: Rejected activity status: C(Closed) Deficit Clearing has run for this award. No further transactions are allowed for this award. Transactions must be coded to a different ChartString Failure: Rejected activity status: A(Archived) The award ended 7 years ago. No transactions have occurred on this award for over 7 years. This award is eligible for archiving. Transactions must be coded to a different ChartString 23 Where to Find PC Chartfields Complete Chartstrings for an award can be found using the BFS Grants WorkCenter Select Project Chartfields Crosswalk to view the

complete ChartStrings for each award. 24 When to Use PC Chartfields RA /BFS User will be required to enter the complete C&G ChartString for transaction within BFS: Processing journal expense transfers Updating a blucard transaction To go from a blucard default ChartString to a C&G ChartString Creating an accrual for award closeout 25 Journal Entry PC CF Lookup Sample CSV File 26 Contracts & Grants Implementation Project http://controller.berkeley.edu/departments/ contracts-grants-accounting [email protected] 27

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