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Project Guidance

Here you will find essential information and guidance on Project, Task and Award components and methods for processing associated requests. Prior to requesting a new Project or Task, become familiar with project, task and award components and their related attributes.

For more detailed information on Project Portfolio Management, please review the PPM User Guide.

Awards

An award is a unique source of funding to the university (e.g., sponsored award). Each new award is categorized by type and purpose, assigned an award number that flows from the KR Award and further defined by other key attributes that identify the organization and the individuals responsible for the award.

Award Type

The award type reflects the nature of the sponsored research for a given award. 

  • Private Contract
  • Private Grant
  • Federal Contract
  • Federal Grant
  • Clinical Trial
  • State Contract
  • State Grant
  • Local
  • Pell

Award Purpose

The award purpose reflects the intended use of the funds held in a given award and is used to indicate the function. 

For example:

  • Research
  • Instruction
  • Training

Award Number

New awards are assigned an award number that matches the KR award number. In some cases, a 1:1 relationship cannot be maintained and so the suffix may be different.

IE. 123456-00001, 123456-00002

Other Key Award Attributes

Other key pieces of information called attributes must be determined and specified with an award, such as:

  • Award owning organization - the organization that has responsibility for administering and managing the award (e.g., approval, reconciliation and review).
  • Award principal investigator - the academic individual or position ultimately responsible for oversight of financial activity occurring on the award.
  • Award fund manager - the person or role responsible for performing the administrative functions (e.g., reconciliation and review) for financial activity occurring on the award.
  • Start date and end date - the dates the award becomes active and inactive.
  • Indirect Costs (IDC)/Burden Rate - Indirect Costs (IDC) are charged to Sponsored Projects Awards based on the Federally Negotiated Rate or agreement with the sponsor.

Projects

A project is a cost-incurring activity with a sufficiently distinct purpose as to require its costs being tracked as a unit (e.g., a specific research project, expenses related to a gift fund, department salary and non-salary operating expenses, a conference). 

Projects may:

  • Span more than one fiscal year
  • Be either one-time or on-going events

Projects are classified by project type primarily to indicate whether a project will be capitalized. 

Project Number

Each project is identified by a seven-character project number that is automatically assigned. There is no intrinsic logic to project numbers.

Conversion projects begin with a 1, new projects begin with a 2 and are incremental.

Other Key Project Attributes

Other key attributes must be determined and specified with a project, such as:

  • Project owning organization - the organization that has responsibility for administering and managing the project (e.g., approval, reconciliation and review).
  • Project manager - the person or role ultimately responsible for oversight of financial activity occurring on the project 
  • Project fund manager - the person or role responsible for performing the administrative functions (e.g., reconciliation and review) for financial activity occurring on the project 
  • Start date and end date - the dates the project becomes active and inactive.
  • Indirect Costs (IDC)/Burden Rate - Indirect Costs (IDC) are charged to Sponsored Projects Awards based on the Federally Negotiated Rate or agreement with the sponsor.

 The attributes of a project may be the same or different than those of the award.

Tasks

A task is a subdivision of a project used to isolate discrete sub-activities related to the project. A project may have one or more associated tasks, which facilitates tracking of expenditures by different owners or business purposes. Expenditures or purchases are tracked at the task level, so all projects must have at least one task. Budgets are created at the task level.

Task Number

The task number is assigned numerically and incrementally as digits.

Other Key Task Attributes

Other key attributes must be determined and specified with a task, such as:

  • Task owning organization - the organization that has responsibility for administering and managing the task (e.g., approval, reconciliation and review).
  • Task manager - the person or role ultimately responsible for oversight of financial activity occurring on the task--if separate from the project manager
  • Task fund manager - the person or role responsible for performing the administrative functions (e.g., reconciliation and review) for financial activity occurring on the task if different from the project fund manager
  • Start date and end date - the dates the task becomes active and inactive.
  • Indirect Costs (IDC)/Burden Rate - Indirect Costs (IDC) are charged to Sponsored Projects Awards based on the Federally Negotiated Rate or agreement with the sponsor.

Requesting New Project/Task/Awards (PTAs)

Review the PPM User Guide to understand authorized use, approved funding source(s), and other requirements for different types of Projects. 

Each school and department may structure their general projects differently to meet unique business needs, so understand this before requesting a new PTA. 

Depending upon the nature of the funding and planned use of the money, the Project request process will vary as indicated in the table below.

Project Type Project Processing Method
Capital Projects
  • Administered by Capital Planning, a new project is created by the Internal Controls & Accounting Plant Accounting team once campus approval for new capital project is received
General Project (Non-Sponsored)
  • Requests are initiated by departments using the S&S Oracle PPM General Project Request form and processed by the PPM Strategic Design team within BFS Financial Operations. 
  • Future requests will be initiated through PADUA, a custom tool that is currently underdevelopment.
New Recharge Facility
  • Financial Analysis Office review and approval and then request through the PPM Strategic Design team within BFS Financial Operations.
Sponsored Project
  • Initial award, project and task setup by SPF when award finalized in KR. Subsequent requests can be submitted to SPF through S&S
Default Project
  • Setup by Internal Controls & Accounting (ICA) as a part of new FinU creation
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.