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TRANSCRIPT
Grants Manager
Created on 11/4/2016 2:16:00 PM
Training Guide
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Table of Contents Grants Manager ............................................................................................................ 1
Grants Manager ......................................................................................................... 1 Create Award Template ........................................................................................................... 1 Create Award with Cost Distribution Rule .............................................................................. 11 Create Award with Event Distribution Rule ............................................................................ 25 Create Award for County Match ............................................................................................. 39 Enter Event for an Award ....................................................................................................... 45 Add Installment to an Award .................................................................................................. 54 Add an Attachment to an Award ............................................................................................ 61 Fund Project Using an Award at Project Level ...................................................................... 70 Fund Project Using an Award at Task Level .......................................................................... 76 Fund Multiple Projects Using one Award ............................................................................... 84 Create, Submit and Baseline Award Budget .......................................................................... 92 Review Award Status ........................................................................................................... 101 Run Cost Distribution Process for Labor .............................................................................. 112 Run GMS Update Actual and Encumbrance Balances ........................................................ 122 Run Government Reports .................................................................................................... 128 Run EXC: Transactions Exception Details by GL Period ..................................................... 138 Run Reconciliation Reports .................................................................................................. 147 Run Transaction Analysis Report - Projects and Grants ..................................................... 159 Run Budget vs. Actual by Project Report ............................................................................. 170 Run Grants Performance Report ......................................................................................... 178 Run Assets by Funding Source Report ................................................................................ 187 Interface Payroll Charges to Grants ..................................................................................... 202
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Grants Manager
Grants Manager
Learning Objective: In this course, you will learn how to perform the tasks required of a Grants
Manager.
Grants Manager:
Create Award Template
Create Award with Cost Distribution Rule
Create Award with Event Distrbution Rule
Create Award with County Match
Enter Event for an Award
Add Installment to an Award
Add an Attachment to an Award
Fund Project Using and Award at Project Level Fund Project Using and Award at Task Level Fund Multiple Projects Using One Award
Create, Submit and Baseline Award Budget Review Award Status
Run Cost Distribution Process for Labor Run GMS Update Actual and Encumbrance Balances
Run Government Reports
Run EXC: Transaction Exception Details by GL Period
Run EXC: Transaction Exception Details by PA Period
Run Reconcilitation Reports
Run Transaction Analysis Report - Projects and Grants
Run Budget vs. Actual by Project Report Run Grants Performance Report Run Assets by Funding Source Report Interface Payroll Charges to Grants
Create Award Template Learning Objective: In this topic, you will learn how to create award templates.
Award Templates
Award templates contain predefined award data and are used to simplify and
standardize award entry.
Note: The Award Template Management window is identical to the Award Management window except that it lacks the following features:
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Funding Summary button
Installments tab
Credit Receivers tab
Tax and Currency tab
Procedure This topic covers: - Creating an award template Estimated time to complete this topic: 7 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To create an award template, navigate to the Award Template Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Config link.
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Step Action
2. Click the Setup menu.
3. Click the Awards menu.
4. Click the Scrollbar to see more options.
5. Click the Award Template link.
Step Action
6. The Find Award window is displayed. To enter a new award template, click the New button.
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Step Action
7. The Award Template Management window is displayed. In the Award Template Management window, users define templates containing information that repeats from award to award. Templates reduce the amount of data entry required because repeated information is included in the template. The more information defined on the award template, the more data entry time saved later when users create an award.
Step Action
8. Click in the Number field.
9. Enter an appropriate award template number into the Number field. In this example, enter "TRN 991".
10. Click in the Short Name field.
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Step Action
11. Enter an appropriate name into the Short Name field. The short name can be any name that represents the award template name. In this example, enter "New Award Template 991".
12. Click in the Full Name field.
13. Enter an appropriate name into the Full Name field. The full name field can be up to 240 characters. In this example, enter "New Award Template 991".
14. Click in the Start Date field.
15. Click the Start Date LOV button.
Step Action
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Step Action
16. The Calendar window is displayed. Click the October 1, 2016 button.
17. Click the OK button.
Step Action
18. Click in the Purpose field.
19. Click the Purpose LOV button.
20. The Award Purposes window is displayed. Click the Scrollbar to view more options.
21. Click the Community Court Activities purpose.
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Step Action
22. Click the OK button.
23. Click in the Organization field.
24. Click the Organization LOV button.
25. The Organization window is displayed. Click the Scrollbar to view more organizations.
26. Click the 1205 JUDICIAL ADVISORY COUNCIL organization.
27. Click the OK button.
28. Click in the End Date field.
29. Click the End Date LOV button.
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Step Action
30. The Calendar window is displayed. Click the Next Year button.
31. Click the Previous Month button.
32. Click the September 30, 2017 button.
33. Click the OK button.
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Step Action
34. Click in the Award Type field.
35. Click the Award Type LOV button.
36. The Award Types window is displayed. Click the Scrollbar to view more options.
37. Click the State Direct - CCP award type.
38. Click the OK button.
39. Click in the Template Effective field.
40. Click the Template Effective LOV button.
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Step Action
41. The Calendar window is displayed. Click the October 1, 2016 button.
42. Click the OK button.
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Step Action
43. Click the Save button.
44. The new award template has been saved.
45. This topic covered: - Creating an award template End of Procedure.
Create Award with Cost Distribution Rule
Learning Objective: In this topic you will learn how to create an award with cost distribution rule.
Creating an Award
An award represents the grant received by an organization that is used to fund one or
more projects.
Users can enter, update, and maintain award information in the Award Management
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window. A new award can be created by copying an existing award or by copying an
existing award template and modifying or adding award data as necessary.
Once an award is created it can be deleted provided there is no baselined budget or
events. Awards with baselined budgets or manual billing and revenue events cannot be
deleted.
Procedure This topic covers: - Creating an award with cost distribution rule Estimated time to complete this topic: 7 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To create an award, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
3. The Find Awards window is displayed first. To create a new award based on an existing template or an existing award, choose one of the following from the drop-down list in the Search For field: • Templates • Awards • Templates, Awards
Step Action
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Step Action
4. In this example, accept the default, "Templates, Awards". Enter criteria in the Find Award window. Click in the Number field.
5. Click the Number LOV button to view more options.
6. The Award Numbers search window is displayed. Enter an award number into the Find field. In this example, enter "10006".
7. Click the Find button to execute the search.
8. The search result is displayed and selected by default. Click the OK button.
9. The Award Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
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Step Action
10. The Award Management Folder window is displayed. The award template fields are populated. To enter a new award, select a template or award to copy as the basis for the new award. Click the Copy To button.
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Step Action
11. The Award Quick Entry window is displayed. Enter or modify data in each field of the Award Quick Entry window. Click in the Full Name field.
12. Enter a name for the award into the Full Name field. In this example, enter "PNC Revolver 2".
13. Enter a short name for the award into the Award Short Name field. In this example, enter "PNC2".
14. In the Revenue Distribution Rule and Billing Distribution Rule fields, accept the default, "Cost". Click the OK button.
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Step Action
15. The Award Management window is displayed. Award number is created. Click in the Number field.
16. Enter installment information on the Installments tab. Enter the installment number into the Number field. In this example, enter "1001".
17. Click in the Type field.
18. Click the Type LOV button to view more options.
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Step Action
19. The Installment Types list of value is displayed. Select the appropriate option from the list. In this example, click the Award option.
20. Click the OK button.
21. Click the Scrollbar to scroll right to view more fields.
22. Click the Start Date LOV button to view the calendar.
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Step Action
23. The Calendar window is displayed. Select a valid date from the calendar. In this example, select " 01-Sep-2016 ".
24. Click the OK button.
Step Action
25. Click the Scrollbar to scroll right to view more fields.
26. Click in the End Date field.
27. Click the End Date LOV button to view the calendar.
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Step Action
28. The Calendar window is displayed. Click the Next Month button.
29. Select a valid date from the calendar. In this example, select "30-Sep-2016".
30. Click the OK button.
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Step Action
31. Click the Scrollbar to scroll right to view more fields.
32. Click in the Close Date field.
33. Click the Close Date LOV button to view the calendar.
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Step Action
34. The Calendar window is displayed. Select a valid date from the calendar. In this example, select " 01-Oct-2016 ".
35. Click the OK button.
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Step Action
36. Click the Terms and Conditions tab.
37. The Terms and Conditions tab is displayed. In this example, no fields are entered on this tab. Click the Budgetary Control tab.
38. The Budgetary Control tab is displayed. In this example, no fields are updated on this tab. Click the Funding Source Details tab.
39. The Funding Source Details tab is displayed. In this example, no fields are updated on this tab. Click the Contacts tab.
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Step Action
40. The Contacts tab is displayed. In this example, no fields are updated on this tab. Click the Personnel tab.
41. The Personnel tab is displayed. In this example, no fields are updated on this tab. Click the Scroller button.
42. Additional tabs are displayed in the drop-down list. Click the Compliances list item.
43. The Compliances tab is displayed. In this example, no fields are updated on this tab. Click the Reports tab.
44. The Reports tab is displayed. In this example, no fields are updated on this tab. Click the References tab.
45. The References tab is displayed. Note: the CFDA Number is populated. In this example, no additional fields are updated on this tab. Click the Credit Receivers tab.
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Step Action
46. The Credit Receivers tab is displayed. In this example, no fields are updated on this tab. Click the Save button.
47. The award record is applied and saved. Click the Close button after the process is complete.
48. The Award Management Folder is displayed. The award is now active.
49. This topic covered: - Creating an award with cost distribution rule End of Procedure.
Create Award with Event Distribution Rule
Learning Objective: In this topic you will learn how to create award with event distribution rule.
Creating an Award
An award represents the grant received by an organization that is used to fund one or
more projects.
Users can enter, update, and maintain award information in the Award Management
window. A new award can be created by copying an existing award or by copying an
existing award template and modifying or adding award data as necessary.
Once an award is created it can be deleted provided there is no baselined budget or
events. Awards with baselined budgets or manual billing and revenue events cannot be
deleted.
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Procedure This topic covers: - Creating an award with event distribution rule Estimated time to complete this topic: 8 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To create an award, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Awards window is displayed first. To create a new award based on an existing template or an existing award, choose one of the following from the drop-down list in the Search For field: • Templates • Awards • Templates, Awards
Step Action
4. In this example, accept the default, "Templates, Awards". Enter criteria in the Find Award window. Click in the Number field.
5. Click the Number LOV button to view more options.
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Step Action
6. Enter the appropriate information into the Find field. Enter all or part of the award number in the search field using the “%” wildcard character, if needed. In this example, enter "10007".
7. Click the Find button to execute the search.
8. The search result is displayed. The Award Number is selected by default. Click the OK button.
9. The Award Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
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Step Action
10. The Award Management Folder window is displayed. The award template fields are populated. To enter a new award, select a template or award to copy as the basis for the new award. Click the Copy To button.
Step Action
11. The Award Quick Entry window is displayed. Enter or modify data in each field of the Award Quick Entry window. Click in the Award Short Name field.
12. Enter a short name for the award into the Award Short Name field. In this example, enter "MFT".
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Step Action
13. Click in the Full Name field.
14. Enter a name into the Full Name field. In this example, enter "MFT Event".
15. In the Revenue Distribution Rule and Billing Distribution Rule fields, select "Event". Click the Revenue Distribution Rule dropdown list to view more options.
16. Click the Event list item.
17. Click the Billing Distribution Rule dropdown list.
18. Click the Event list item.
19. Click the OK button.
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Step Action
20. The Award Management window is displayed. Award number is created. Enter installment data in the Installments tab. Click in the Number field.
21. Enter the installment number into the Number field. In this example, enter "1002".
22. Click in the Type field.
23. Click the Type LOV button to view more options.
24. The Installment Types list of values is displayed. Click the Award option from the available list.
25. Click the OK button.
26. Scroll right to display more fields. Click the Scrollbar.
27. Click in the Start Date field.
28. Click the Start Date LOV button to view the calendar.
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Step Action
29. The Calendar window is displayed. Select the valid date from the calendar. In this example, select " 01-Sep-2016 ".
30. Click the OK button.
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Step Action
31. Click in the End Date field.
32. Click the End Date LOV button to view the calendar.
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Step Action
33. The Calendar window is displayed. Click the Next Month button.
34. Select the valid date from the calendar. In this example, select "30-Sep-2016".
35. Click the OK button.
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Step Action
36. Click the Scrollbar to view more options.
37. Click in the Close Date field.
38. Click the Close Date LOV button to view the calendar.
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Step Action
39. The Calendar window is displayed. Click the Next Month button.
40. Select the valid date from the calendar. In this example, select "30-Sep-2016".
41. Click the OK button.
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Step Action
42. Click the Terms and Conditions tab.
43. The Terms and Conditions tab is displayed. In this example, no fields are entered on this tab. Click the Budgetary Control tab.
44. The Budgetary Control tab is displayed. In this example, no fields are updated on this tab. Click the Funding Source Details tab.
45. The Funding Source Details tab is displayed. In this example, no fields are updated on this tab. Click the Contacts tab.
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Step Action
46. The Contacts tab is displayed. In this example, no fields are updated on this tab. Click the Personnel tab.
47. The Personnel tab is displayed. In this example, no fields are updated on this tab. Click the Scroller button.
48. Additional tabs are displayed in the drop-down list. Click the Compliance menu.
49. The Compliance tab is displayed. In this example, no fields are updated on this tab. Click the Reports tab.
50. The Reports tab is displayed. In this example, no fields are updated on this tab. Click the References tab.
51. The References tab is displayed. Note: the CFDA Number is populated. In this example, no additional fields are updated on this tab. Click the Credit Receivers tab.
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Step Action
52. The Credit Receivers tab is displayed. In this example, no fields are updated on this tab. Click the Save button.
53. The award record is applied and saved. Click the Close button.
54. This topic covered: - Creating an award with event distribution rule End of Procedure.
Create Award for County Match
Learning Objective: In this topic you will learn how to create an award for county match.
Creating an Award
An award represents the grant received by an organization that is used to fund one or
more projects.
Users can enter, update, and maintain award information in the Award Management
window. A new award can be created by copying an existing award or by copying an
existing award template and modifying or adding award data as necessary.
Once an award is created it can be deleted provided there is no baselined budget or
events. Awards with baselined budgets or manual billing and revenue events cannot be
deleted.
Procedure
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This topic covers: - Creating an award for county match Estimated time to complete this topic: X minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To create an award, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Awards window is displayed first. To create a new award based on an existing template or an existing award, choose one of the following from the drop-down list in the Search For field: • Templates • Awards • Templates, Awards
Step Action
4. In this example, accept the default, "Templates, Awards". Enter criteria in the Find Award window. Click in the Number field.
5. Click the Number LOV button to view more options.
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Step Action
6. The Award Numbers search window is displayed. Enter an award number into the Find field. In this example, enter "10022".
7. Click the Find button to execute the search.
8. The search result is displayed. Click the OK button.
9. The Award Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
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Step Action
10. The Award Management Folder window is displayed. The award template fields are populated. To enter a new award, select a template or award to copy as the basis for the new award. Click the Copy To button.
Step Action
11. The Award Quick Entry window is displayed. Click in the Full Name field.
12. Enter the full name for the award into the Full Name field. In this example, enter "CCMAT-01".
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Step Action
13. Click in the Award Short Name field.
14. Enter the desired information into the Award Short Name field. In this example, enter "CCMAT".
15. Click the OK button.
16. The Award Management window is displayed. Award number is created.
Step Action
17. Click the Save button.
18. Close all the windows after the process is complete.
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Step Action
19. This topic covered: - Creating an award for county match End of Procedure.
Enter Event for an Award
Learning Objective: In this topic you will learn how to enter events for an award.
Award Events
Events are used to bill based on milestones or events in a project, rather than based on
actual costs.
After entering awards, users can create manual events for revenue and billing
generation and review event revenue distribution lines.
Procedure This topic covers: - Entering an event for an award Estimated time to complete this topic: 4 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To enter an event for an award navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Award window is displayed first. Click in the Number field.
4. Enter criteria in the Find Award window. Click the Number LOV button to view more options.
5. The Award Numbers search window is displayed. Enter an award number into the Find field. In this example, enter "%".
6. Click the Find button to execute the search.
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Step Action
7. The search results are displayed. Select the appropriate award number from the list. In this example, click the 10021 award number.
8. Click the OK button.
9. The Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
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Step Action
10. The Award Management Folder window is displayed. The award template fields are populated. Click the Open button.
Step Action
11. The Award Management window is displayed. Click the Project Funding button.
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Step Action
12. Verify funding information has been entered. Click the Close button.
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Step Action
13. Go to the Compliances tab. Click the Scroller button.
14. The list available of tabs is displayed. Click the Compliances list item.
15. The Compliances tab is displayed. Click the Events button.
16. The Events window is displayed. An event is an entry assigned to a top task or project that generates revenue or billing activity, but it is not directly related to any expenditure items.
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Step Action
17. A previously entered event is displayed in the first row. Click in the next Num field.
18. The second line is created. The Date field is populated with the award start date. Click in the Date field.
19. Change the date as needed. Enter the actual start date for the event into the Date field. In this example, enter "01-sep-2016".
20. Click in the Installment Number field.
21. Click the Installment Number LOV button to view more options.
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Step Action
22. The system defaults an installment number. The user can either accept the number of change the number. In this example, we will accept the default. Click the Project Number button.
23. The project number defaults from the award. Expenditure Type and Expenditure Organization are optional fields. In this example, we will leave those fields blank.
24. Enter revenue and bill amounts on the next tab. Click the Amount tab.
25. The Amount tab is displayed. Enter an amount into the Revenue Amount field. In this example, enter "2000".
26. Click in the Bill Amount field.
27. Enter an amount into the Bill Amount field. In this example, enter "2000".
28. Save your changes. Click the Save button.
29. Click the Close button after completing the process.
30. This topic covered: - Entering an event for an award End of Procedure.
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Add Installment to an Award
Learning Objective: In this topic you will learn how to add an installment to an award.
Installments
To use pre-award spending, users follow the normal process of entering an award and
an installment and then funding the project. The installment can cover the amount of
funding users want to authorize for the pre-award period or the full installment
amount. In all cases, the start and end dates of the installment must fall between the
start and end dates of the award.
An installment must always fund a project at the same level. For example, if an
installment funds the project at the project level, the subsequent funding for that
installment must also fund at the project level, not at the task level.
Procedure This topic covers: - Adding installment to an award Estimated time to complete this topic: 3 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To add an installment to an award navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Award window is displayed. Click in the Number field.
4. In this example, accept the default, "Templates, Awards". Enter criteria in the Find Award window. Enter the award number into the Number field. In this example, enter "10037".
5. Click the Find button to execute the search.
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Step Action
6. The Award Management Folder window is displayed. This window shows the queried awards, select the relevant awards from the displayed list. In this example, the awards 10037 is selected by default, click the Open button.
7. The Award Management window is displayed. Enter date, amount, and description information relative to installments. Users can enter and track the following information in the Installments tab of the Award Management window: • installment number, issue date, and type • installment start date, end date, and close date • installment direct costs, indirect costs, and total amount
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Step Action
8. Click in the Issue Date field.
9. Click the Issue Date LOV button to view the calendar.
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Step Action
10. The Calendar window is displayed. Select the valid date from the calendar. In this example, select " 15-Aug-2016 " and click the click the OK button.
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Step Action
11. Click in the Description field.
12. Enter installment information into the Description field. In this example, enter "First Installment".
13. Click the Scrollbar to see more fields.
14. Click in the Direct Cost field.
15. Enter the installment amount into the Direct Cost field. In this example, enter "10000".
16. Click the Scrollbar.
17. Click in the Indirect Cost field.
18. Enter the indirect cost amount into the Indirect Cost field. In this example, enter "5000".
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Step Action
19. Clicking in the Total field will update the total amount of the installment. Click in the Total field.
20. The Total field is updated. To activate the installment, select the Active check box. To make the installment inactive deselect the Active check box. generated on that installment. Deselecting the Active check box means additional funding cannot be created on that installment. In this example, click the Active checkbox.
21. Active and Billable check boxes are now checked. Click the Save button.
22. The award has been updated. Click the Close button after the process is complete.
23. This topic covered: - Adding installment to an award End of Procedure.
Add an Attachment to an Award
Learning Objective: In this topic you will learn how to add an attachment to an award.
Attachments
Grants Accounting stores the start, end, close, and pre-award dates for the award.
Users can store attachments on awards to record extraneous information.
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Procedure This topic covers: - Adding an attachment to an award Estimated time to complete this topic: 3 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To add an attachment to an award, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Award window is displayed. Enter search parameters for an award. Click in the Number field.
4. Enter the award number into the Number field. In this example, enter "10037".
5. Click the Find button to execute the search.
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Step Action
6. The Award Management Folder is displayed. Click the Open button.
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Step Action
7. The Award Management window is displayed. Click the View menu.
8. Click the Attachments... menu.
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Step Action
9. The Attachments window is displayed. Click in the Category field.
10. Enter data in each field of the row in the Attachments window. Enter the category into the Category field. In this example, enter "Miscellaneous".
11. Click in the Title field.
12. Enter a title of the attachment into the Title field. In this example, enter "Award 10037 Document".
13. Click in the Description field.
14. Enter a description of the attachment into the Description field. In this example, enter "Award 10037 Attachment".
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Step Action
15. Click in the Data Type field.
16. Click the Data Type LOV button to view more options.
17. The Datatypes window is displayed. Select the appropriate datatype from the list. In this example, click the File option.
18. Click the OK button.
Step Action
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Step Action
19. The file upload function is displayed in a web browser. In this example, click the GFM Upload window on your task bar.
Step Action
20. A File Upload window is displayed. Click the Browse… button.
21. The File Upload window is displayed. Select the file to attach to the award. In this example, click in the file named GA-0050 Award 10037 Test Attachment.
22. Click the Open button.
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Step Action
23. Click the Submit button.
24. A Confirmation message is displayed. Click the Close Window button and return to the Attachments form.
Step Action
25. A Decision window is displayed. Click the Yes button.
26. Click the Save button.
27. This topic covered: - Adding an attachment to an award End of Procedure.
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Fund Project Using an Award at Project Level
Learning Objective: In this topic, you will learn how to fund a project using an award at the project level.
Funding Projects
Project funding is an allocation of funding from an award to a project or top task.
Viewing project funding is examining the allocation of funds, generated revenue
amounts, and invoiced amounts from an award to a project or top task.
The Fund Projects window allocates award funding to projects. The Fund Projects
window allows users to do the following:
• fund at the project or top task level
• fund projects or tasks up to the amount of the installment
An installment must always fund a project at the same level. For example, if an
installment funds the project at the project level, the subsequent funding for that
installment must also fund at the project level, not at the task level.
Procedure This topic covers: - Funding a project using an award at the project level Estimated time to complete this topic: 4 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To fund a project using an award at the project level, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Award window is displayed first. Click in the Number field.
4. Criteria for a search are entered using the Find Award window. Click the Number LOV button to view more options.
5. The Award Numbers search window is displayed. Click in the Find field to enter the search criteria.
6. Enter a partial value or the entire value of the award number, or a "%" into the Find field. In this example, enter "%".
7. Click the Find button to execute the search.
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Step Action
8. The search results are displayed. Click the Scrollbar to scroll down and find the correct award.
9. Select the appropriate award from the list. In this example, click the 10037 award number.
10. Click the OK button.
11. The Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
Step Action
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Step Action
12. The Award Management Folder window is displayed. The award template fields are populated. Click the Open button.
Step Action
13. The Award Management window is displayed. On the Installments tab, click in the Number field.
14. Click the Project Funding button.
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Step Action
15. The Fund Projects window is displayed. The Fund Projects window allocates award funding to projects. The Fund Projects window allows users to do the following: - fund at the project or top task level - fund projects or tasks up to the amount of the installment
Step Action
16. Click the Project Number LOV button to view more options.
17. The Projects window is displayed. Find the project associated with the award. Enter a partial number or name into the Find field. In this example, enter "%".
18. Click the Find button to execute the search.
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Step Action
19. The Projects list of values is displayed. Click the Scrollbar to scroll down and find the correct project.
20. Select the appropriate project from the list. In this example, click the 20095 project number.
21. Click the OK button.
22. The project number and the date are populated. Enter data in the required fields (highlighted in yellow). Click in the Amount field.
23. Enter the amount into the Amount field. In this example, enter "10000".
24. Click the Save button.
25. The record is applied and saved. Click the Close button after the completing the process.
26. This topic covered: - Funding a project using an award at the project level End of Procedure.
Fund Project Using an Award at Task Level
Learning Objective: In this topic, you will learn how to fund a project using an award at the task level.
Funding Projects
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Project funding is an allocation of funding from an award to a project or top task.
Viewing project funding is examining the allocation of funds, generated revenue
amounts, and invoiced amounts from an award to a project or top task.
The Fund Projects window allocates award funding to projects. The Fund Projects
window allows users to do the following:
• fund at the project or top task level
• fund projects or tasks up to the amount of the installment
An installment must always fund a project at the same level. For example, if an
installment funds the project at the project level, the subsequent funding for that
installment must also fund at the project level, not at the task level.
Procedure This topic covers: - Funding a project using an award at the task level Estimated time to complete this topic: 4 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To fund a project using an award at the task level, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
Step Action
3. The Find Award window is displayed first. Click in the Number field.
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Step Action
4. Criteria for a search are entered using the Find Award window. Click the Number LOV button to view more options.
5. Enter the appropriate information into the Find field. Enter all or part of the award number in the search field using the “%” wildcard character, if needed. In this example, enter "10037".
6. Click the Find button to execute the search.
7. The search results are displayed. Click the OK button.
8. The Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
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Step Action
9. The Award Management Folder window is displayed. The award template fields are populated. Click the Open button.
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Step Action
10. The Award Management window is displayed. On the Installments tab, click in the Number field.
11. Click the Project Funding button.
12. The Fund Projects window is displayed. The Fund Projects window allocates award funding to projects. The Fund Projects window allows users to do the following: - fund at the project or top task level - fund projects or tasks up to the amount of the installment
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Step Action
13. Click in the Project Number field.
14. Click the Project Number LOV button to view more options.
15. The Projects window is displayed. Enter the appropriate information into the Find field. Enter all or part of the projects in the search field using the “%” wildcard character, if needed. In this example, enter "%".
16. Click the Find button to execute the search.
17. The Projects list of values is displayed. Click the Scrollbar to scroll down to find the correct project.
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Step Action
18. All available projects are displayed. Select the appropriate project from the list. In this example, click the 20097 project number.
19. Click the OK button.
20. The project number and the date are populated. Enter data in the Task Number and Amount fields. Click the Task Number LOV button to view more options.
21. The Top Tasks window is displayed. Select the appropriate task from the list. In this example, click the 2.0 task number.
22. Click the OK button.
23. Click in the Amount field.
24. Enter the amount funded into the Amount field. In this example, enter "2000".
25. Click the Save button.
26. The record is applied and saved. Close all the windows after completing the process.
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Step Action
27. This topic covered: - Funding a project using an award at the task level End of Procedure.
Fund Multiple Projects Using one Award
Learning Objective: In this topic, you will learn how to fund multiple projects using one award.
Funding Projects
Project funding is an allocation of funding from an award to a project or top task.
Viewing project funding is examining the allocation of funds, generated revenue
amounts, and invoiced amounts from an award to a project or top task.
The Fund Projects window allocates award funding to projects. The Fund Projects
window allows users to do the following:
• fund at the project or top task level
• fund projects or tasks up to the amount of the installment
An installment must always fund a project at the same level. For example, if an
installment funds the project at the project level, the subsequent funding for that
installment must also fund at the project level, not at the task level.
Procedure This topic covers: - Funding multiple projects using one award Estimated time to complete this topic: 5 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To fund multiple project fields using one award, navigate to the Award Management page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Awards link.
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Step Action
3. The Find Award window is displayed first. Click in the Number field.
4. Criteria for a search are entered using the Find Award window. Click the Number LOV button to view more options.
5. The Award Numbers search window is displayed. Enter a partial value or the entire value of the award number, or " % " into the Find field. In this example, enter "%".
6. Click the Find button to execute the search.
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Step Action
7. The search results are displayed. Click the Scrollbar to scroll down to find the correct award.
8. Select the appropriate award number. In this example, click the 10039 award number.
9. Click the OK button.
10. The Number and the Short Name fields are populated. Click the Find button to execute the search for the item selected.
Step Action
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Step Action
11. The Award Management Folder window is displayed. The award template fields are populated. Click the Open button.
Step Action
12. The Award Management window is displayed. On the Installments tab, click in the Number field.
13. Click the Project Funding button.
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Step Action
14. The Fund Projects window is displayed. The Fund Projects window allocates award funding to projects. The Fund Projects window allows users to do the following: - fund at the project or top task level - fund projects or tasks up to the amount of the installment
Step Action
15. Enter multiple projects to be funded. Click the Project Number LOV button to view more options.
16. The Projects window is displayed. Find the projects associated with the award. Enter a partial number or name into the Find field. In this example, enter "%".
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Step Action
17. Click the Find button to execute the search.
18. The Projects list of values is displayed. Click the Scrollbar down to find the correct project.
19. Select the appropriate number from the list. In this example, click the 20079 project number.
20. Click the OK button.
21. The Project Number field is populated. The Task Number field is optional. Click the Task Number LOV button to view more options.
22. The Top Tasks window is displayed. Accept the default selection, "1.0 Planning". Click the OK button.
23. Enter the amount into the Amount field. In this example, enter "1000".
24. Add another project number. Click in the Project Number field.
25. Click the Project Number LOV button to view more options.
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Step Action
26. The Projects window is displayed. Find the next project associated with the award. Enter a partial number or name into the Find field. In this example, enter "%".
27. Click the Find button to execute the search.
28. Click the Scrollbar down to view more options.
29. Select the appropriate project from the list. In this example, click the 20080 project number.
30. Click the OK button.
31. The Project Number field is populated. The Task Number field is optional. Click the Task Number LOV button to view more options.
32. The Top Tasks window is displayed. Accept the default selection, "1.0 Planning". Click the OK button.
33. Enter the amount into the Amount field. In this example, enter "750".
34. Click the Save button.
35. Click the Close button after completing the process.
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Step Action
36. This topic covered: - Funding multiple projects using one award End of Procedure.
Create, Submit and Baseline Award Budget
Learning Objective: In this topic you will learn hot to create, submit and baseline an award budget.
Award Budget
An award budget is a detailed estimate of the cost of that portion of a project funded by
a particular award.
Award and project status and performance are tracked by comparing budgeted
amounts to actual expenditures, as well as to commitments or encumbrances. A project
budget summarizes all award budgets associated with that project.
When users enter an award budget in the Award Budget window, a budget entry
method is defaulted in from the project type. Users can change the default budget entry
method from the Award Budgets window. The budget entry method selected
determines the level of detail for the budget in the following areas:
• level at which the budget is entered, such as project, task, resource group, or resource
• whether the budget is delineated by one of the following time periods:
• General Ledger period, such as a monthly basis
• Projects period, such as a weekly basis
• user-defined date range with any start and end dates
• None, which is no time phase
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Procedure This topic covers: - Creating, submitting and baselining an award budget in Grants Estimated time to complete this topic: 4 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To create an award budget, navigate to the Award Budgets page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Budgets menu.
3. Click the Award Budgets link.
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Step Action
4. The Award Budgets window is displayed. The awards budget window is used to find a awards budget by award number and project number. Note: Required fields are displayed in yellow. Click the Award Number LOV (List of Values) button.
5. The Award Number window is displayed. The award number window is used to search for an award. You may enter full value, partial value or the wildcard "%" to represent a single or multiple characters. Note: To select a particular award from the list of values, the award must already be entered and associated with a project. Enter the appropriate information into the Find field. Enter "%".
6. Click the Find button.
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Step Action
7. The Award Number list of values is displayed. The award number list of values is used to select the relevant award. Click the Vertical Scrollbar to view additional values.
8. Click the Award Number 10042 cell.
9. Note: After selecting the award number, the system populates the Award Name field. Click the OK button.
10. The Projects window is displayed. The Projects list of values is displayed since there are two projects associated with this award. Accept the first project listed by clicking the OK button.
11. Note: After selecting the project number, the system populates the Project Number, Project Name and Budget Type fields. Click the Find Draft button.
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Step Action
12. The Entry Method and Resource List fields are populated. Note: Users can accept or change the default budget entry method. The budget entry method selected by users affect funds check. To verify the compatibility of budget entry method and budgetary control settings and the compatibility of budget entry method time phase with budgetary control time intervals. Note: When multiple awards fund a single project, the budget entry method from the first baselined award budget becomes the mandatory default for all other award budgets funding that project. The defaulted budget entry method cannot be changed. Note: Users can accept or change the default resource list when entering an original draft budget for the award. Select the correct resource list before entering budget lines. If the resource list is changed after entering budget lines for the draft budget, Grants Accounting deletes the draft lines, and users must reenter the budget lines. Resource lists cannot be changed after the budget version is baselined.
13. Optionally, a version name can be entered into the Version Name field. In this example, enter "1.0".
14. Click in the Description field.
15. Optionally, a description can be entered into the Description field. In this example, enter "New Initial Budget".
16. Click the Details button.
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Step Action
17. The Task Budgets window is displayed. The task budgets window displays tasks associated for the award. Select the task you would like to view budget line information. The first task, "1.0 Salaries and Fringe", is selected by default. Click the Budget Lines button to view budget line information for the selected task.
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Step Action
18. The Budget Lines window is displayed. The budget lines window is used to enter budget line information by task. Enter budget lines. Save changes when done. Click the Resource LOV (List of Values) button.
19. The Resources list of values is displayed. The resources list of values is used to select resource. Click the 1606 SA SMART PROSECUTION Resource cell.
20. Click the OK button.
21. Enter a quantity of hours into the Quantity field. In this example, enter "1".
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Step Action
22. Click in the Burdened Cost field.
23. Enter the cost into the Burdened Cost field. In this example, enter "10000".
24. Save your work. Click the Save button.
25. Note: Your changes have been saved. Click the Close button.
Step Action
26. Click the Close button.
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Step Action
27. Note: The Draft Totals are populated. Click the Submit button.
28. A Note message is displayed indicating that the submit process has been started. Click the OK button.
29. Note: The status has changed to "Submitted". Click the Baseline button.
30. A Note message is displayed indicating that the baseline process has been started. Click the OK button.
31. Note: The status has changed to "Working".
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Step Action
32. This topic covered: - Creating, submitting and baselining an award budget in Grants End of Procedure.
Review Award Status
Learning Objective: In this topic you will learn how to review award status.
Review Award Status
Award status inquiry enables users to view financial data at the award and project levels.
Users can view actual and commitment data for all projects funded by an award,
in addition to viewing award budget and expenditure data at the resource level for all projects funded by an award.
Grants Accounting provides online status of awards using the award status inquiry.
For each award, users can view all actual and encumbrance expenditures in total. Grants Accounting provides a complete view of budget and expenditures by resource group across the entire award.
Procedure This topic covers: - Reviewing award status Estimated time to complete this topic: 4 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To review an award status, navigate to the Award Status page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Award Status link.
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Step Action
3. The Find Award Status window is displayed. The Award Status window and its subsidiary windows allow users to view the following: • award information • summary amounts by award • summary amounts by project • detailed resource information at the award level and by project • actual cost and detailed commitment information at the award level and by project • detailed task information by project • invoice summary information by award The Find windows for both actual and commitment options allow users to view actual and commitment data based on query parameters.
Step Action
4. Click in the Number field.
5. Enter the award number into the Number field. In this example, enter "10006".
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Step Action
6. Click the Find button.
Step Action
7. The Award Status window is displayed. Click the Scrollbar to scroll right to see more data.
8. For more details, click on any of the buttons displayed at the bottom of the award status window. Click the Actuals button.
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Step Action
9. The Find Expenditure Items window is displayed. You can search by a specific parameter or search for all expenditure items. Click the Find button to search for all expenditure items.
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Step Action
10. The Expenditure Item Details window is displayed. Click the Scrollbar to the right to see more details.
11. Click the Totals button.
12. Click the Scrollbar to view the total.
13. Totals for Raw Cost and for Burdened Cost are displayed. Click the Close button.
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Step Action
14. Click the Commitments button.
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Step Action
15. The Find Commitments window is displayed. You can search by a specific parameter or search for all commitments. In this example, click the Find button to find all commitments.
Step Action
16. The Commitments window is displayed. Click the Totals button.
17. Click the Scrollbar to view the total.
18. Totals for Raw Cost and Burdened Cost are displayed. Click the Close button.
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Step Action
19. Click the Resource Status button.
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Step Action
20. The Resource Status window is displayed. Click the Scrollbar to view more information.
21. Click the Project Status button.
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Step Action
22. The Project Status window is displayed. Click the Scrollbar to view details.
23. Click the Close button.
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Step Action
24. The Commitment Amount, Total Cost, Available Balance and % Complete are displayed. Click the Close button after completing the process.
25. This topic covered: - Reviewing award status End of Procedure.
Run Cost Distribution Process for Labor
Learning Objective: In this topic, you will learn how to run the Cost Distribution Process for Labor process.
Costing and Funds Check on Straight Time Labor
The GMS: Costing and Funds Check on Straight Time Labor process computes the raw
labor costs for timecard hours. The process also determines the default accounts for the
raw costs. In addition, it initiates a funds check to determine whether funds are
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available for transactions. You must submit and release expenditure batches before you
run this process. You must run this process before you accrue revenue and generate
invoices for labor expenditure items.
Note: If you define your own detailed accounting rules in Oracle
Subledger Accounting, then Oracle Subledger Accounting overwrites
default accounts, or individual segments of accounts, that Grants
Accounting derives using AutoAccounting.
The GMS: Costing and Funds Checking on Straight Time Labor process generates the
following reports:
• Labor Cost Exception Report (Straight-time)
• Labor Cost Report (Straight-time)
• Overtime Labor Calculations Report
• Labor Cost Exception Report (Overtime)
• Labor Cost Report (Overtime)
Procedure This topic covers: - Running "Cost Distribution Process for Labor" request in Grants Estimated time to complete this topic: 3 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the cost distribution report process for labor, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Reports submenu.
3. Click the Run link.
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Step Action
4. The Submit a New Request window is displayed. The submit a new request window is used to submit a single request or request set. The single request option is selected by default. Click the OK button.
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Step Action
5. The Submit Request window is displayed. The submit request window is used to submit a report or request. Select the appropriate report and enter the relevant report parameters. Click the Name LOV (List of values) button.
6. The Reports list of values is displayed. The reports window is used to search for the appropriate report. Enter the search criteria in the Find field. You may enter the full or partial name of the report or use the wildcard "%" to represent one or multiple characters. Click the GMC: Costing and Funds Check on Straight Time Labor cell.
7. Click the OK button.
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Step Action
8. The Parameters window is displayed. The parameters window is used to enter relevant report parameters. Note: You must submit and release expenditure batches before you run this process. You must run this process before you accrue revenue and generate invoices for labor expenditure items.
Step Action
9. Click in the Expenditure Batch field.
10. Do a search using one or more parameters. Enter all or a portion of the batch number into the Expenditure Batch field. Enter "%" to search for all expenditure batches.
11. Click the OK button.
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Step Action
12. The Expenditure Batch search results are displayed. Select the appropriate expenditure batch. Click the SIT1 070916-1 cell.
13. Click the OK button.
Step Action
14. The report name, operating unit, and parameters are populated. Click the Submit button to submit the report. Click the Submit button.
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Step Action
15. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. If no additional requests will be submitted, click the No button.
Step Action
16. To view the report output, click the View menu.
17. Click the Requests menu.
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Step Action
18. The Find Requests window is displayed. The find request window is used submit a new request or search and display submitted requests. In this example, we will accept the default search values and click the Find button to perform the search.
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Step Action
19. The request is now pending. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
20. Upon completion of the request, select the completed Request ID to view the output. Click in the Request ID field.
21. Request ID fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
22. The Labor Cost Exception Report is displayed. View the report using Oracle navigation. Close the window when done.
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Step Action
23. This topic covered: - Running "Cost Distribution Process for Labor" request in Grants End of Procedure.
Run GMS Update Actual and Encumbrance Balances
Learning Objective: In this topic you will learn how to run the Update Actual and Encumbrance
Balance process.
Update Actual and Encumbrance Balance
The GMS: Update Actual and Encumbrance Balance process improves the performance
of funds check by updating actuals and encumbrance balances every two hours. This
process is automatically started when Grants Accounting is installed.
Only one GMS: Update Actual and Encumbrance Balance process should be
running at a time. Running more than one consumes resources unnecessarily.
Procedure This topic covers: - Running update actual and encumbrance balances request in Grants Estimated time to complete this topic: 2 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the update actual and encumbrance balances request, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Reports menu.
3. Click the Run link.
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Step Action
4. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
5. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
6. The Reports list of values is displayed. Scroll down to find your report. Click the Vertical Scrollbar.
7. Click the GMS: Update Actual and Encumbrance Balance report.
8. Click the OK button.
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Step Action
9. Click the Submit button.
10. A Caution message is displayed. It is possible to run some requests without changing parameters. If you accept the default values, proceed with the request. In this example, let's accept the default values and run the request. Click the OK button.
11. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
12. Find your request. Click the View menu.
13. Click the Requests menu item.
Step Action
14. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
15. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
16. Request ID 1347103 fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
17. This topic covered: - Running update actual and encumbrance balances request in Grants End of Procedure.
Run Government Reports Learning Objective: In this topic you will learn how to run government reports.
Government Reports
Grants Accounting provides the standard forms to satisfy government reporting
requirements and financial management of awards.
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Oracle Grants Accounting includes the following standard forms for government reporting:
SF269
SF270
SF272
SF425
Procedure This topic covers: - Running Government Reports in Grants Estimated time to complete this topic: 4 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run government reports, navigate to the Government Report page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCH GA Manager link.
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Step Action
2. Click the Vertical Scrollbar to see more options.
3. Click the Government Reports menu item.
4. The four standard government reports are displayed in the . - SF 269 - Financial Status Report - SF 270 - Request for Advance of Reimbursement - SF 272 - Federal Cash Transaction Report - SF 425 - Federal Financial Report
5. Click the SF 269 link.
Step Action
6. The Government Report SF269 window is displayed. Click the Award Number LOV (List of Values) button.
7. The Awards window is displayed. Click in the Find field.
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Step Action
8. Enter all or a partial value of an award number or enter the percent sign (%) into the Find field. In this example, enter "%".
9. Click the Find button.
10. Click the 10008 award.
11. Click the OK button.
12. The award number, short name and status fields are all populated. Click the Report Start Date LOV button.
Step Action
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Step Action
13. The Calendar window is displayed. Click the Previous Month button.
14. Click the August 1, 2016 button.
15. Click the OK button.
Step Action
16. Click the Report End Date LOV button.
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Step Action
17. Click the Previous Month button.
18. Click the August 31, 2016 button.
19. Click the OK button.
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Step Action
20. The report start and end dates are populated. Click the Create New Draft button.
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Step Action
21. The REPORT_DETAILS - SF269 window is displayed. Run either the Long Form or the Short Form as appropriate. In this example, click the Run (Long Form) button.
22. Your job has been submitted for processing. Click the Close button.
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Step Action
23. Find your report. Click the View menu.
24. Click the Requests menu.
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Step Action
25. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
26. In some cases, you may need to click the Refresh Data button to update the "Phase" and "Status" fields. In this example, the request is completed. Click the View Output button to view the report.
27. The Financial Status Report is displayed.
28. This topic covered: - Running Government Reports in Grants Note: The process for running the other government reports is exactly the same as for SF269. End of Procedure.
Run EXC: Transactions Exception Details by GL Period
Learning Objective: In this topic, you will learn how to run the EXC: Transactions Exception Details by GL Period report.
EXC: Transactions Exception Details by GL Period
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The EXC: Transaction Exception Details report lists all transactions that have not been fully processed. You can use this report to identify
corrections that you need to make before attempting to close a GL period.
Procedure This topic covers: - Running "EXC: Transaction Exception Details by GL Period" request in Grants Estimated time to complete this topic: 4 minutes
Step Action
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "EXC: Transaction Exception Details by GL Period" report, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Reports menu item.
3. Click the Run link.
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Step Action
4. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
Step Action
5. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
6. The Reports list of values is displayed. The reports list of values is used to select the appropriate report. Click in the Find field.
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Step Action
7. Enter all or a portion of the report name into the Find field before the percent sign (%). In this example, enter "EXC".
8. Click the Find button.
9. The Reports list of values containing report names beginning with "EXC" is displayed. The report we want is the first one listed and is selected by default. Click the OK button.
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Step Action
10. The Parameters window is displayed. All fields in yellow are required fields. Click the From GL Period LOV button.
11. The From GL Period list of values is displayed. Select the JUL-16 period. Click the OK button.
12. Click the To GL Period LOV button.
13. The To GL Period list of values is displayed. Select the JUL-16 period. Click the OK button.
14. Click in the Show Transaction Exceptions Across Operating Units field.
15. Click the Show Transaction Exceptions Across Operating Units LOV button.
16. The Show Transaction Exceptions Across Operating Units list of values is displayed. Select No. Click the OK button.
17. Once all of the required parameters are entered, click the OK button.
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Step Action
18. Click the Submit button.
19. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
20. Find your report. Click the View menu.
21. Click the Requests menu item.
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Step Action
22. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
23. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
24. Request ID 1389103 fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
25. The Transaction Exception Details report is displayed.
26. This topic covered: - Running "EXC: Transaction Exception Details by GL period" request in Grants End of Procedure.
Run Reconciliation Reports
Learning Objective: In this topic, you will learn how to run the Grants reconciliation reports.
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Reconciliation Reports
The following reports are included in the process of reconciliation: • AUD: Cost Audit Report • AUD: Missing Timecards • AUD: Project Expenditure Adjustment Activity • AUD: Project Subledger Summary • AUD: Project Subledger: Detail by Expenditure Type • AUD: Project Subledger: Detail by Project • GMS: Unbilled Receivables Aging
Procedure This topic covers: - Running reconciliation reports in Grants Estimated time to complete this topic: 7 minutes
Training Guide
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the reconciliation reports, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Scrollbar to see more options.
3. Click the Reports menu item.
4. Click the Run link.
Step Action
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Step Action
5. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
Step Action
6. The Submit Request window is displayed. Click the Name LOV button.
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Step Action
7. The Reports list of values is displayed. As part of the reconciliation process, the following reports should be selected and run one at a time: • AUD: Cost Audit Report • AUD: Missing Timecards • AUD: Project Expenditure Adjustment Activity • AUD: Project Subledger Summary • AUD: Project Subledger: Detail by Expenditure Type • AUD: Project Subledger: Detail by Project • GMS: Unbilled Receivables Aging For this example, we will run the first report only. The process of submitting a request, entering parameters and submitting the request is the same for each of the reports.
8. Click in the Find field.
9. Enter all or a portion of the report name into the Find field. In this example, enter "AUD%".
10. Click the Find button.
11. The list of reports beginning with "AUD" is displayed. Click the AUD: Cost Audit Report report.
12. Click the OK button.
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Step Action
13. The Parameters window and the COOK_CNTY_COA window are displayed. Enter and appropriate account code. Click the Fund Low LOV (List of Values) button.
14. The Fund list of values is displayed. Click the CCG CAPITAL PROJECT FUNDS fund.
15. Click the OK button.
16. The Fund High field defaults to the value selected for the Funds Low field. Accept the default. Click in the Office Low field.
17. Click the Office LOV button.
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Step Action
18. The Office list of values is displayed. Click the TECHNOLOGY POLICY AND PLANNING office.
19. Click the OK button.
20. Accept the default for the Office High value. Click in the Program field.
21. Click the Program Low LOV button.
22. The Program list of values is displayed. Scroll down to see more options. Click the Vertical Scrollbar.
23. Click the Accounting Services program.
24. Click the OK button.
25. The Program High value defaults. Click in the Object Account Low field.
26. Click the Object Account Low LOV button.
27. The Object Account list of values is displayed. Accept the DEFAULT value, "000000". Click the OK button.
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Step Action
28. The Object Account High value defaults. Click in the Interfund field.
29. Click the Interfund Low LOV button.
30. Click the CCG CAPITAL PROJECT FUNDS Interfund.
31. Click the OK button.
32. The Interfund High value defaults. Click in the Future Low field.
33. Click the Future Low LOV button.
34. The Future High value defaults. Click the OK button.
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Step Action
35. Click the From GL Period LOV button.
36. The Longlist window is displayed. Click in the Partial Value field.
37. Enter a GL Period into the Partial Value field. In this example, enter "AUG-16".
38. Click the OK button.
39. Enter a GL Date into the To GL Period field. In this example, enter "AUG-16".
40. Click the OK button.
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Step Action
41. Click the Submit button.
42. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
43. Find your request. Click the View menu.
44. Click the Requests menu item.
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Step Action
45. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
46. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
47. Request ID 1758105 fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
48. The Cost Audit Report is displayed.
49. This topic covered: - Running reconciliation reports in Grants End of Procedure.
Run Transaction Analysis Report - Projects and Grants
Learning Objective: In this topic you will learn how to run the Transaction Analysis Report - Projects
and Grants.
Training Guide
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Transaction Analysis Report - Projects and Grants
The Transaction Report (TR) is used to identify all expenses and revenue posted to a grant business unit (grant award) by object account.
This report is used to reconcile accounts and for reporting and tracking purposes.
Departments use this report to aid in the identification of expenses and revenue collected on a grant for the purposes
of reporting to granting agencies and auditors.
This report also currently helps identify all vendor payments to aid in the identification of sub recipients and/or vendor designated payments,
which is a requirement of the Federal government.
Procedure This topic covers: - Running "CCG Transaction Analysis - Projects and Grants" report in Grants Estimated time to complete this topic: 5 minutes
Training Guide
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "CCG Transaction Analysis - Projects and Grants" report, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Scrollbar to see more options.
3. Click the Reports menu.
4. Click the Run link.
Step Action
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Step Action
5. The Submit a New Request window is displayed. Click the OK button.
Step Action
6. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
7. The Reports list of values is displayed. Scroll down to find the "CCG Transaction Analysis - Projects and Grants" report. Click the Vertical scrollbar.
8. Click the CCG Transaction Analysis - Projects and Grants report.
9. Click the OK button.
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Step Action
10. The Parameters window is displayed. Click the From Award Number LOV button.
11. The From Award Number list of values is displayed. Click the 10005 award number.
12. Click the OK button.
13. The To Award Number field is autopopulated with the From Award Number selection. Click the To Award Number LOV button.
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Step Action
14. The To Award Number list of values is displayed. Click the 10014 award number.
15. Click the OK button.
16. Click the Scrollbar to view more parameters.
17. Notice that the Sort By field is a required field. The default value is "AWARD". In this example, we will not select any additional parameters. Click the OK button.
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Step Action
18. The report name and parameters are populated. Click the Submit button.
19. A Decision window is displayed. Make note of the Request ID. Click the No button.
Step Action
20. Find your request. Click the View menu.
21. Click the Requests menu item.
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Step Action
22. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
23. The Requests window is displayed. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
24. Request ID 2221111 fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
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Step Action
25. The Opening CCG_Transaction_Analysis_-_P_031016 window for Microsoft Excel is displayed. Click the OK button to open the Excel file..
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Step Action
26. The "Transaction Analysis - Projects and Grants" report is displayed. Click the Page right button to view more of the report.
27. Click the Page right button.
28. Click the Page left button to return to the left.
29. Click the Page down button to view the rest of the report.
30. Click the Page down button to get to the bottom of the report.
31. This topic covered: - Running "CCG Transaction Analysis - Projects and Grants" report in Grants End of Procedure.
Training Guide
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Run Budget vs. Actual by Project Report
Learning Objective: In this topic you will learn how to run the Grants Budgets vs Actuals by Project
report.
Grants Budget vs. Actuals by Project Report
The purpose of the Grants Budget vs. Actuals by Project Report is to provide details into the
line item budget/object account budget in relation to the expenses associated with the budgeted account.
This report provides comparative analysis of budgets against actuals by business unit/project.
Procedure This topic covers: - Running "Budget vs. Actual By Project" report in Grants Estimated time to complete this topic: 5 minutes
Training Guide
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "Budget vs. Actual By Project" report, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Scrollbar to see more options.
3. Click the Reports menu.
4. Click the Run link.
Step Action
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Step Action
5. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
Step Action
6. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
7. The Reports list of values is displayed. Click the Vertical Scrollbar to find the "Budget vs. Actual by Project" report.
8. Click the CCG Grants Budget Vs Actuals by Project Report name.
9. Click the OK button.
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Step Action
10. The Parameters window is displayed. Fields in yellow are required. Click the Award Number LOV button.
11. The Award Number list of values is displayed. Click the 10006 award number.
12. Click the OK button.
13. Click in the Expenditure End Date field.
14. Enter the end date into the Expenditure End Date field. In this example, enter "31-AUG-2016".
15. Click the Object Account LOV button.
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Step Action
16. The Object Account list of values is displayed. Click the 501020 object account.
17. Click the OK button.
18. Click the OK button.
19. Click in the Output Format field.
20. Click the Output Format LOV button.
21. The Output Format list of values is displayed. Select the appropriate output format. Click the PDF output format.
22. Click the OK button.
23. Click the OK button.
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Step Action
24. The report name and parameters are populated. Click the Submit button.
25. A Decision window is displayed. Make note of the Request ID. Click the No button.
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Step Action
26. Find your report. Click the View menu.
27. Click the Requests menu item.
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Step Action
28. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
29. The Requests window is displayed. Click the Refresh Data button.
30. The report phase is now "Completed" and the status is "Normal". Click the View Output button to view the report.
31. The "Grants Budget Vs. Actuals by Project" report is displayed.
32. This topic covered: - Running "Budget vs. Actual By Project" report in Grants End of Procedure.
Run Grants Performance Report
Learning Objective: In this topic, you will learn how to run the Grants Performance Report
Grants Performance Report
Training Guide
Page 179
The Grants Performance Report is used to identify the funding source details of a project including the amounts and awards.
The Grants Performance Report is also used as a management tool to identify grants that are under performing or are
receiving less revenue than expected.
Procedure This topic covers: - Running "Grants Performance" report in Grants Estimated time to complete this topic: 4 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "Grants Performance" report, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
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Step Action
2. Click the Vertical Scrollbar to see more options.
3. Click the Reports menu.
4. Click the Run link.
Step Action
5. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
6. The Submit Request window is displayed. Click the Name LOV button.
7. The Reports list of values is displayed. Click the Vertical Scrollbar to find the "Grants Performance" report.
8. Click the CCG Grants Performance Report report.
9. Click the OK button.
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Step Action
10. The Parameters window is displayed. Click in the Award Number field.
11. Click the Award Number LOV button.
12. The Award Number list of values is displayed. Click the 10006 award number.
13. Click the OK button.
14. Click the Project Number LOV button.
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Step Action
15. Click the 20023 Project Number cell.
16. Click the OK button.
17. Click the OK button.
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Step Action
18. Click the Submit button.
19. Click the No button.
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Step Action
20. Click the Refresh Data button.
21. Click the View Output button.
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Step Action
22. Click the OK button.
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Step Action
23. The "CCG Grants Performance Report" is displayed. Click the Page right scrollbar.
24. The subtotals and totals for the report are displayed.
25. This topic covered: - Running "Grants Performance" report in Grants End of Procedure.
Run Assets by Funding Source Report
Learning Objective: In this topic you will learn how to run the Assets by Funding Source Report.
Assets by Funding Source Report
The Assets by Funding Source Report will be used to identify the funding source details including the amounts,
and projects used to place assets in Service. It also includes the Project and Task details with amounts showing
both Capitalized dollar amount and expensed dollar amount.
Procedure This topic covers: - Running the "Assets by Funding Source Report" in Grants Estimated time to complete this topic: 9 minutes
Training Guide
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "Assets by Funding Source Report", navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Vertical Scrollbar to see more options.
3. Click the Reports menu item.
4. Click the Run link.
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Step Action
5. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
6. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
7. The Reports list of values is displayed. Click the Vertical Scrollbar to see more reports.
8. Click the Arrow down button.
9. Click the CCG Assets by Funding Source Report name.
10. Click the OK button.
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Step Action
11. The Parameters window is displayed. Click the Asset Description LOV button.
12. The Asset Description list of values is displayed. Click the A2R07-Asset1 asset description.
13. Click the OK button.
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Step Action
14. The Category Flexfield window is displayed. Click the Major Category LOV button.
15. The Major Category list of values is displayed. Click the 411 Fixed Plant Equipment category.
16. Click the OK button.
17. Click the Minor Category LOV button.
18. The Minor Category list of values is displayed. Click the 41I Fixed Plant Equip. - Generator minor category.
19. Click the OK button.
20. Click the OK button.
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Step Action
21. Click the Project Name LOV button.
22. The Project Name list of values is displayed. Click the Vertical Scrollbar to see more project names.
23. Click the 10024 Project Name.
24. Click the OK button.
25. Click the Award Name LOV button.
26. The Award Name list of values is displayed. Click the 1013-2015 Emergency Sh... award name.
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Step Action
27. Click the OK button.
28. Click the Project Organization LOV button.
29. The Project Organization list of values is displayed. Click the 1161 DEPT OF ENVIRONMENTAL CTRL project organization.
30. Click the OK button.
Step Action
31. The Location Flexfield window is displayed. Click the State LOV button.
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Step Action
32. Click the Building ID button.
33. Click the CF.003.003 BUILDING.
34. Click the OK button.
35. Click the Department LOV button.
36. Click the Vertical Scrollbar to see more departments.
37. Click the 1160 BUILDING & ZONING Department.
38. Click the OK button.
39. Click the Zone LOV button.
40. The Zone list of values is displayed. Click the North West zone
41. Click the OK button.
42. Click the District LOV button.
43. The District list of values is displayed. Click the DISTRICT17 District.
44. Click the OK button.
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Step Action
45. Click the RFU LOV button.
46. The default value autopopulates the RFU field. Click the OK button.
Step Action
47. Click the OK button.
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Step Action
48. Click the Submit button.
49. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
50. Find your report. Click the View menu.
51. Click the Requests menu item.
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Step Action
52. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
53. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
54. Click the View Output button.
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Step Action
55. The Opening CCG_Asses_by_Funding_Source_R_210916.xls window is displayed. Click the OK button.
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Step Action
56. A Microsoft Excel warning message is displayed. Click the Yes button to open the report.
57. The Assets by Funding Source Report is displayed. Click the Page right button to view more of the report.
58. Click the Page left button to return to the report.
59. This topic covered: - Running the "Assets by Funding Source Report" in Grants End of Procedure.
Interface Payroll Charges to Grants
Learning Objective: In this topic, you will learn how to run the payroll interface program.
Interface Payroll Charges to Grants Accounting
Training Guide
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The purpose of this interface is to interface Grants related payroll charges from the JD Edwards
E1 system to Grants Accounting in Oracle E-Business Suite application. Payroll charges for
employees filling positions funded by Grants need to be charged to the Project and Award
combination to identify and properly report in Grant-related expenses, as required by the Federal
government’s OMB A-133 (former) and the new Uniform Guidance for financial system requirements,
allow-ability of cost, time and effort, and record keeping under 2 CFR.
The Uniform Guidance requires all employee records must be maintained for each grant and
allocations and distributions must be properly reported. Grants charges must be identified and
incurred specifically for the grant award.
This interface will take the payroll feed details from E1 system and charge the Award and Project
combination in the Grants Accounting sub ledger. Rules and requirements will be used by the interface
to identify the Award and Grant combination that must be charged.
Objective of this interface is to take the payroll feed from E1 system and charge the Award and Project
combination in Oracle E-Business Suite. Only employees filling Grants funded positions will have their
payroll charged to Projects in Grants Accounting module. All eligible burdened cost elements will be
calculated and charged to the Grants Accounting module based on the rules defined.
This interface will work for all operating units including County, Hospitals and FPD.
Procedure This topic covers: - Running the interface for payroll charges in Grants Estimated time to complete this topic: 3 minutes
Training Guide
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "CCG Payroll to Grants Inbound Interface Program" report, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Scrollbar to see more options.
3. Click the Reports menu.
4. Click the Run link.
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Step Action
5. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
6. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
7. The Reports list of values is displayed. Click the Vertical Scrollbar to see more reports.
8. Click the CCG Payroll to Grants Inbound Interface Program report.
9. Click the OK button.
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Step Action
10. The Parameters window is displayed. All fields in yellow are required fields. Some fields have default data pre-populated. Click the Transaction Source LOV button.
11. The Transaction Source field is autopopulated with the JD Edwards payroll source. Click the OK button.
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Step Action
12. Click the Submit button.
13. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
14. Find your request. Click the View menu.
15. Click the Requests menu item.
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Step Action
16. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
17. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
18. Request ID 1618114 fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
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Step Action
19. The Opening CCG_Payroll_to_Grants_Inbound_250915.xls browser window is displayed. Click the OK button to open the Microsoft Excel file.
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Step Action
20. A Microsoft Excel warning message may be displayed. Click the Yes button to open the file.
21. The CCG_Payroll_to_Grants_Inbound_250916-1.xls is displayed.
22. This topic covered: - Running the interface for payroll charges in Grants End of Procedure.