Chapter 6: How to Create, Edit, or Close a Project

6.1.1.2:  General Projects - Move Fund Balances from Tasks to Projects

Submit Services & Support request to Internal Controls and Accounting – Support.

6.1.1.3: General Projects - Move YTD payroll transactions from old Tasks to Projects

Process Direct Retros in UC Path to ensure DOPES matches financial accounting.  Or if that is not required, process manually in PPM.

6.1.1.4: General Projects - Move YTD non-payroll transactions from old Tasks to Projects

Review 3.3.2 Cost Transfer Matrix.

As of Spring 2021, the Projects team is working with ITS on a way to support departments that want to change their projects/task with a mass request. The below steps are still in pilot phase as of this publication and are subject to change.

1. Access spreadsheet of Department/FinU projects
2. Review projects and identify which tasks to move to new project.
   • Indicate project manager (PM) email and Department category (Faculty/Dept Controlled) if desired. PM will carryover from current project if left blank.
   • New Project name will be the current task name, but appended with the prefix from the project.
   • New task name will be the same as the original task.
   • Project Classification will stay the same.
3. Submit S&S back when above is completed.
4. Identify project/tasks that are on active contracts—will ask ITS if they can pull this.
5. Update contracts appropriately (oracle doesn’t allow for Contract updates that we know of)
6. ITS will create new projects.
   • **If Dept already created new projects, annotate separately in step 2 so that this step is skipped
7. ITS will move all project costs from old task to new project.
   • Costs not in PPM but in GL
     • Resources at project level
     • Expenses with 0 project or missing POET

8. Dept to do journal to move revenue appropriately.
9. Dept verify that transactions transferred as desired in PPM and GL—using GL reports and Projects Panorama or other reports.
10. Carryforward transactions and miscellaneous revenue will be reversed from PPM project costs.
11. Dept verify balances in GL remained the same.
12. Dept to communicate to upstream systems to stop using the old project/task combination (Concur, PO, ISIS, UCPath, recharges)
13. Review any inflight transactions:
    • If any open AR, those will have to be reverse on existing project task and redone on new project/task.
    • If any open POs: initiate change order
    • If any AP
    • If any open Concur
14. ITS to inactivate (end date) old task.
15. Any transactions that post to old task after this conversion are the responsibility of the dept to initiate cost transfers.

In addition, at OFC Go live, Gift Revenue, IFIS converted carryforward balances and miscellaneous revenue was posted in PPM as negative costs. As of the release of this guide, that practice will not continue, and the existing transactions will be reversed by end of FY21.