Project
The Project chartfield is a 7-character alphanumeric value which assists in uniquely identifying and
tracking charges to a discrete set of activities, initiatives or projects. The focus of a project is tracking an
activity or a specified purpose. The project is often associated with a person that is responsible or
accountable for the activity. It is a required field on revenue, expense, and transfer transactions.
Projects should not be confused with funds. The fund chartfield identifies the source, whereas a project
allows tracking for a particular activity or purpose (how a department uses funds). A project usually has
a specific beginning and ending date.
Generally, a new project may be established:
• To track a discrete activity, initiative, or project that falls within a predefined list of uses
• Generally, for activities that have a specific beginning and ending date
• To track activities for contracts, grants, gifts, and endowment income
Multiple Separate Projects versus Single Shared Project:
•
Multiple Separate Projects
In many cases, the activity that is tracked by the project is unique and assigned to an owner or
person accountable or responsible. In this case, multiple separate projects are utilized, and an
owner is assigned to each one. For example, individual separate projects are used with
contracts, grants, gifts, recharges and discretionary projects. Multiple separate projects have an
expected end date, which can be changed.
•
Single Shared Projects:
It is recognized that some activities are similar across multiple departments. The department
chartfield can identify who is performing the activity and the project itself is the same. For
example, many departments have a need to track the fundraising activity within their
department. In order to prevent a proliferation of projects which are essentially for the same
project (in this case, fundraising), a single shared “fundraising” project is set up. Where
possible, projects representing a common activity are shared among multiple departments using
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a single project. Because of the shared nature, shared projects do not have owners and are not
assigned to a person. They relate to a departmental activity which is shared across multiple
departments. The PI/manager/owner for a shared project is “Department/Division”. The end
date for single shared projects is 12/31/2099.
Materiality:
A project should be set up only for activities where there is a definite reporting need and where
revenues and/or expenses are material.
Purpose/Use:
A new project chartfield may be established for the following purposes:
Project Use: Sponsored Projects (contracts and grants)
Description:
A sponsored project is defined as any externally funded research or scholarly activity that has a defined
scope of work or set of objectives, which provides a basis for sponsor expectations. This more
specifically involves research, demonstration, professional development, instruction, training,
curriculum development, community and public service, or other scholarly activity involving funds,
materials, other forms of compensation, or exchanges of in-kind efforts under awards or agreements.
Sponsored awards are made to the University on behalf of the principal investigator (PI), who is
primarily responsible for carrying out the requirements of the award. The PI may also be referred to as
the project director. The few exceptions are certain awards that may be made to individuals, such as
some faculty fellowships.
Sponsored projects include extramural grants, contracts and clinical trials. Sponsored projects will have
multiple project IDs.
Currently, sponsored projects (RAS) use the PeopleSoft Projects module to track award/grant setup,
detail project activities, and billing activities. The PeopleSoft Projects module works in conjunction with
the financial systems, but is focused on project management and billing. A RAS project is established in
the PeopleSoft Project module first. Upon saving, its information will be synchronized with PeopleSoft
General Ledger’s project chartfield table. The user can use the project chartfield page to view the RAS
project but not change its data.
Not all projects generated in RAS fall into the sponsored projects (contracts and grants) project use
category. Some of the projects generated in RAS belong in the affiliation agreements and contracts or in
other project use categories.
Examples:
Project Use
Sponsored projects
Sponsored projects
Sponsored projects
Project
Separate projects with a
unique award ID attribute
Separate projects with a
unique award ID attribute
Separate projects with a
unique award ID attribute
2
Project Name
Grant for ABC research
Contract for DEF research
Clinical trial GHI research
rev 2/10/2015
Project Use: Capital Construction Projects
Description:
(See Section 4.1.9 on Capital Accounting)
Capital Accounting consists of Capital Projects and Capital Asset Management. Capital Accounting
performs the accounting and reporting functions for capital projects and equipment, software and
library collections that have service lives longer than one year.
The UCOP Accounting Manual specifies that new construction remains as construction-in-progress until
the project is 90% complete. Twice per year the expenses of all new construction projects that are 90%
complete and over $35,000 are capitalized as a capital asset. Thereafter, any additional construction
expenses are capitalized semi- annually until the project is complete.
Capital projects will have separate projects for each capital project.
Examples:
Project Use
Capital construction
Capital construction
Capital construction
Project
Separate projects
Separate projects
Separate projects
Project Name
Renovation of ABC 3rd floor
New building DEF
Construction in GHI lab
Project Use: General
Description:
General contains projects that do not fall into any of the other categories. General projects are divided
into four main groups:
1. Gifts and endowments that have no specific intended use when received have separate projects,
one for each gift/endowment received.
2. A single shared General project is for money received by a department (other than from than
gifts and endowments) which has no specific project use. The General project can also be used
as a default when a project is required (see Mandatory Use). The single shared General project
will have a project ID of “1111111”.
3. Where activities are similar across multiple departments, a single shared project is set up and
the same project is used by the different departments for that activity. The department
chartfield can identify who is performing the activity and the project itself is the same. Some
examples of single shared projects are:
•
Fundraising and development investments which are departmental use specific. This is not
to be used by University Development and Alumni Relations.
•
A single shared project is used by multiple departments for continuing medical education.
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•
A single shared project is used by multiple departments for SFGH professional clinical fees at
SFGH which are not part of the SFGH affiliation agreement.
•
A single shared project is used by clinical service centers/labs (e.g. in Dentistry and Nursing)
for professional clinical fees generated at UCSF.
•
A single shared project is used for UCSF clinic resident support (same parent/award ID as
UCSF clinical.
•
A single shared project is used across multiple departments for earned income from
consulting and expert witness fees.
4. Separate projects which need to be tracked and reported separately from the General unspecific
project. These projects are subject to Control Point and central review.
Examples:
Project Use
General
Project
Separate projects with a
unique award ID attribute
General
General
General
Single shared project
Single shared project
Single shared project
General
General
Single shared project
Single shared project
General
Single shared project
General
Single shared project
Project Name
New gift ABC with no
specific intended use when
received
General
Fundraising / development
Continuing medical
education
SFGH professional fees
UCSF clinical (for
clinics/labs)
UCSF residents (same
award/parent ID as UCSF
clinical
Outside income/consulting
Project Use: Faculty/PI/Owner Activity
Description:
A project may be set up if it is decided to track the discretionary revenues and expenses of an individual
faculty member or other owner of discretionary activities.
It is important to distinguish between faculty/PI/owner activity versus department discretionary. Each
faculty/owner discretionary activity project is assigned to an individual owner.
If substantial, a need may exist to create separate projects for consulting revenues per faculty/PI name.
Faculty/PI/owner activity includes discretionary research, allocation to an individual, clinical trial
residuals, academic enrichment, royalty/inventor share or symposiums that an individual is accountable
for. It also includes gift and endowment projects that an individual is accountable for.
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Faculty/PI/owner activity projects have separate projects with a unique Faculty/PI/owner name
attribute.
Examples:
Project Use
Faculty/PI/owner activity
Faculty/PI/owner activity
Project
Separate projects for each
faculty/owner/PI
Separate projects for each
faculty/owner/PI
Project Name
Research – Dr. Smith
Research – Bill Jones
Project Use: Recruitment/Faculty Start-up
Description:
A reporting need often exists to track recruitment faculty start-ups. Typically costs are aligned with the
offer letter or other formal or informal initial employment agreement. Expenses would include salary
support that is part of the recruitment package. Endowed chairs should be captured as part of
recruitment if they are assigned for that purpose. Capital is included in the recruitment project until the
department is ready to spend on the capital, at which point these dollars are transferred to the capital
project. Housing loans are part of recruitment / start-up packages.
Faculty recruitment start-up packages have separate projects with a unique Faculty/PI name attribute.
Examples:
Project Use
Recruitment faculty start-up
Recruitment faculty start-up
Recruitment faculty start-up
Project
Separate projects for each start-up
Separate projects for each start-up
Separate projects for each start-up
Project Name
Dr. Smith recruitment
Dr. Jones start-up
Endowed chair recruitment
Project Use: Retention
Description:
All junior faculty hired in a medical school have committed substantial time and effort in education and
training and are recognized as having the potential to succeed in an academic environment on the basis
of demonstrated excellence in research, clinical practice, and/or teaching. Given the long training
periods for such faculty— often 15 years or more of higher education and training for clinical
scientists—the societal investment in these individuals is substantial. Recruiting these individuals as
junior medical school faculty represents a significant level of institutional commitment and resources.
Facilitating success for such faculty represents a positive return on that investment. Faculty who fail or
leave the institution represent a negative return and drain scarce resources when replacements need to
be recruited.
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Retention packages may be offered to a faculty/PI along with a retention letter. Expenses include salary
support which is part of the retention package and bridge funding if for the purpose of retention.
Faculty/PI retention packages have separate projects with a unique Faculty/PI name attribute.
Examples:
Project Use
Retention
Retention
Project
Separate projects for each retention package
Separate projects for each retention package
Project Name
Dr. Smith retention
Dr. Jones retention
Project Use: Medical Center Activity
Description:
There is a close relationship between the UCSF campus and the UCSF Medical Center. Campus clinical
departments provide medical direction, out-reach services and extended coverage to the Medical
Center. Because of the collaborative relationship, the Medical Center also provides strategic support to
the campus and invests in clinical program development by paying for start-up - “back-stops” - costs
including physician compensation and administrative costs. A reporting need exists to track the
revenues and expenses between the campus and Medical Center.
Medical Center projects can be divided into three main groups:
1. Medical Center clinical care has a single shared project. This includes Medical Center
Professional Service Agreement revenues and expenses, Medical Center purchased services and
Medical Center strategic support.
2. Medical Center residents have a single shared project. This includes revenues and expenses
related to training residents at the Medical Center.
3. Other special agreements/joint ventures between the Medical Center and independent clinical
facilities have separate projects for each special agreement.
Examples:
Project Use
Medical Center activity
Project
Single shared project
Medical Center activity
Medical Center activity
Single shared project
Separate projects for each
special agreement/joint
venture
Separate projects for each
non-clinical agreement
Medical Center activity
6
Project Name
MC professional clinical
care (includes MC
purchased services & MC
strategic support)
Medical Center residents
Radiology PET-CT/spint
joint venture
Audit service charge to
Medical Center
rev 2/10/2015
Project Use: Affiliation Agreement/Contract
Description:
Affiliation agreements and contracts can be for any material agreement with an entity outside of UCSF.
Affiliation agreement and contract projects can be divided into three main groups:
1. Hospital affiliation agreements will have a single shared project for each hospital (SFGH, VAMC,
etc.). Hospital and the associated resident projects will share the same award ID.
2. Agreements for residents will have a single shared project for each hospital (SFGH, VAMC, etc.).
Resident and the associated hospital projects will share the same award ID attribute.
3. Other sales and service agreements and contracts will have multiple projects for each affiliation
agreement and contract.
Examples:
Project Use
Affiliation agreement/
contract
Affiliation agreement/
contract
Affiliation agreement/
contract
Project
Single shared project which
has the same award ID as
“Residents – SFGH”
Single shared project which
has the same award ID as
“SFGH affiliation
agreement”
Separate projects for each
agreement
Project Name
SFGH affiliation agreement
SFGH residents
Hemophilia program
(shared between Medicine
and Pediatrics)
Project Use: Recharge
Description:
(See section on Recharges)
Throughout the campus, organizational units use a variety of products or services to perform their
activities. When these products or services are provided by organizational units within the University,
the units providing the products or services function as non-profit businesses, and charge for their
products or services.
The University provides an internal mechanism for charging organizational units for support services
wherein all allowable costs associated with providing these products or services are included. This
mechanism is called a “recharge,” which is the activity used to recover expenses incurred in providing
products or services based on an approved recharge rate. Recharges should not be confused with
expense transfers or External Sales and Service of Education Related Activities (fee for service).
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The project chartfield will be used to uniquely identify each distinct recharge activity. The project will be
used to match all expenses directly attributable to providing the products, services, and management of
the recharge activity with the revenue that is generated by charging internal and external customers.
Recharge projects can be set up for each recharge activity.
For recharges, if a decision is made to temporarily prevent a department from charging to a recharge
revenue account, the recharge project attribute can be temporarily changed from “Active” to “Inactive”.
Once the recharge project is available to recharges again, the attribute can be changed back to “Active”.
Award/parent ID is a project attribute that enables linking of multiple related recharge projects for
different service lines within one recharge operation for reporting. Award/parent ID is an alphanumeric field that will be assigned in PeopleSoft in the initial project setup process. For all project uses
except RAS-generated sponsored projects, if the user indicates this is a parent project, the award/parent
ID attribute is the same as the initial project. If the user indicates this is a sub-project, the award/parent
ID can be changed to that of the parent project. This will allow for roll-up reporting of projects which are
grouped together through the award/parent ID. Below is an example of how a recharge may use parent
and sub-projects that are linked together using the award/parent ID attribute. The user will use the
same award/parent ID as the parent project for the related sub-projects.
Project
Project Name
Project
Award/parent ID
Parent
ITS voice recharge
ITS Joint costs (records all
joint costs for projects
2120000-21200004)
Toll Calls
Voicemail
Dial tone
Moves, adds, changes
1245555
1245555
2120000
2120001
2120002
2120003
2120004
1245555
1245555
1245555
1245555
1245555
Sub-project
Sub-project
Sub-project
Sub-project
Sub-project
Examples:
Project Use
Recharge
Recharge
Project
Separate projects for each
recharge activity
Separate projects for each
recharge activity
8
Project Name
Printing services recharge
Micro CT scanner recharge
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Project Use: Sales and Service Agreements
Description:
Sales and service agreement projects are for activities which provide products and/or services
to external customers only.
Project Use: Programmatic Investment
Description:
Departments may decide to put aside money for a specific program or initiative, such as for teaching
support or program development. This project use may also include gifts or endowments that benefit a
particular program or initiative. The PI/manager/owner could be an individual or Department/Division.
Programmatic investment projects can be divided into three main groups:
1. Programs that are shared across multiple departments will have a single shared project. An
example is the Grand Rounds program. The department ID chartfield can identify the specific
department.
2. Programs that are unique to a specific department will have separate projects for each program.
3. Research funded by gifts and endowments will have separate projects for each research activity.
Examples:
Project Use
Programmatic
investments
Programmatic
investments
Programmatic
investments
Project
Single shared project
Separate projects
Separate projects with
unique award/parent ID
attribute for the
gift/endowment
Project Name
Grand Rounds program
Scholars program
Dr. Ross research program
Project Use: Costed Central Activity
Description:
Costed central activities are basic central campus functions (e.g. HR, basic police services, internal audit
services, payroll, ITS administrative computing) which are funded by allocation of costs to selfsupporting auxiliary enterprises (e.g. Campus Life Services).
Project Use
Costed central activity
Costed central activity
Project
Separate projects
Separate projects
9
Project Name
AS-mainframe applications
Controller shared expense
rev 2/10/2015
Project Use: Loan (student/faculty/staff)
Description:
There are separate projects for each loan to students, faculty and staff. Loan projects are primarily set
up centrally by Student Accounts.
Project Attributes:
Certain project attributes apply to all project uses, while other attributes are specific to a particular
project use.
The list of Sponsored projects (grants and contracts) attributes is maintained in the PeopleSoft Projects
module and cannot be changed in the General Ledger chartfield table.
The project attributes which apply to all project uses include:
Effective Status – A project is either in Active or Inactive status at any point in time. It can be changed
from Inactive back to Active.
Start and End Dates –The start date is the date of setup and the end date is the estimated end date. The
end date can be changed on a project. The end date for shared projects with no readily-determinable
end date is 12/31/2099.
Award/Parent ID – This field is used to report multi-project activities from the same original parent
project. In the initial project setup, the award/parent ID is the same as the project. When sub-projects
of an existing project are set up, the award/parent ID is the same as on the parent project. This allows
for the linking of related projects.
Parent Project – A project is either a parent project or a sub-project of an already existing one. If the
project is a sub-project of an existing project, the person setting up the project should use the same
award/parent ID as the parent project.
Principal Investigator / Owner – This is the employee ID of the person who is has the principal
responsibility and accountability for the project. During the project setup, validation of the employee ID
with the use of a lookup table is recommended.
Some of the project attributes which apply to sponsored projects and are optional for other types of
project use are:
Type of Lab – This is a whether a lab is a Wet, Dry or Other lab. It is used on sponsored projects in order
to link a PI to the type of lab for ICR benchmarking.
Lab Location – Building – This is the building or CAAN number of the lab and is used on sponsored
projects in order to link a PI to the type of lab for ICR benchmarking.
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Lab Location – Room – Depending on the selection for the lab location – building attribute, there will be
a drop-down box to select the room within the building.
The project attributes are listed in the table below. Relevant project attributes for each type of project
are indicated. The project category abbreviations are:
SP – Sponsored projects; CP – Capital Projects; RC – Recharges; G – Gift; E – Endowment; OT – All others
(O = Optional)
Field Name
Set ID
Type
AN
Project
AN
7
Description
Project Nickname
AN
AN
30
50
Effective Status
AN
1
Start Date
End Date
Project Use
Length
5
Date
Date
AN
2
Description
See Set ID description in Account
chartfield attribute.
An alphanumeric value assigned to
a project.
30-character project description
Secondary description, or
nickname for a project
Project status:
• A = Active
• I = Inactive
The date when project starts
The date when project ends.
Shared projects which are set up
centrally have an end date of
12/31/2099.
Name indicating the use of the
project
• 1 = Affiliation
agreement/contract
• 2 = Capital/plant
• 3 = Costed central activity
• 4 = Faculty/PI/owner activity
• 5 = General
• 6 = Loan
(student/faculty/staff)
• 7 = Medical Center activity
• 8 = Programmatic investment
• 9 = Recharge
• 10 = Sales and Service
Agreements
• 11 = Recruitment/faculty
start-up
• 12 = Retention
• 13 = Sponsored project
11
SP
CP
RC
G
E
OT
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
O
O
O
O
O
O
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
rev 2/10/2015
PI/manager/owner
Gift/Endowment Type
Parent Project
Award /Parent ID
UCOP Fund
Endowment Restriction
Code
Capital Class
AN
AN
AN
AN
AN
AN
AN
9
1
1
7
6
5
1
Employee ID of the person
responsible and accountable for
the project. For projects for which
there is no individual owner,
department/division is an option
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
-
-
-
O
O
-
-
-
-
X
-
-
X
-
-
-
-
•
Indication if the source of
the project is a gift,
Regents endowment
income, Foundation
endowment income,
endowment principal or
none of these Gift
• Endowment income –
Regents
• Endowment income –
Foundation
• Endowment principal
• None of these
Y/N value, indicating if this is a
parent project or a sub-project of
a parent project
• Y = Parent Project
• N = Sub-Project of a parent
project
The award/parent ID is used to
group like projects together for
reporting.
The UCOP fund number that
provides the funding to the
project.
Code indicating the restrictions as
to general use, specific purpose
and campus locations placed upon
endowment income by the donor
or the Regents.
Required for capital construction
project to distinguish different
classifications:
• 1 = Major
• 2 = Minor
• 3 = Study
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rev 2/10/2015
Capital Category
Capital Sub-category
Federal Funds Allowed
Indirect Cost Rate
Indirect Cost Base
AN
AN
AN
N
AN
1
2
1
4
1
STIP ID
On/Off Campus
AN
AN
7
1
Type of Lab
AN
1
Lab Location - Building
AN
4
Lab Location - Room
AN
4
Lab Owner
Sponsor Category
AN
AN
9
2
Required for capital construction
project to provide detail
categorization. See section 4.1.7
Capital for more details.
Depending on the capital category
to provide granular level of subcategory. See section 4.1.7 Capital
for more details.
Y/N value, indicating if the project
is being set up for recharge activity
where federal funds are allowed
• Y = federal funds are
allowed
• N = federal funds are not
allowed
Rate used to calculate indirect
cost. See section 4.1.16 Indirect
Cost for details.
Code identifies the direct cost
base on which the indirect cost
rate will be calculated. See
section 4.1.16 Indirect Cost for
details.
TBD – depending on STIP re-design
• 1 = On Campus (default)
• 2 = Off Campus
Code indicating whether a lab is a
Wet or Dry lab.
• W = Wet
• D = Dry
• O = Other
Building or CAAN number of the
lab. Used for ICR benchmarking.
Room in the building where the
lab is located. Used for ICR
benchmarking.
Employee ID of the lab owner
Required for sponsored projects
and gifts, to provide a general
classification of the sponsor
providing the funding.
13
-
X
-
-
-
-
-
X
-
-
-
-
-
-
X
-
-
-
X
-
X
-
-
O
X
-
X
-
-
O
X
O
O
O
O
O
X
O
O
O
O
O
X
O
O
O
O
O
X
O
O
O
O
O
X
O
O
O
O
O
X
O
O
O
O
O
X
-
-
X
-
-
rev 2/10/2015
Sponsor Code
Federal Flow Through
Code
Agency Code
CFDA
Payment Method
Electronic Verify Flag
Salary Cap
Current Cap Rate
Current Cap Effective
Date
UCSF Fund
AN
AN
AN
AN
AN
AN
4
1
4
6
2
1
Required for sponsored projects
and gifts, identifies the specific
Federal, State, or private agency
providing the funding. UCOP
maintains a complete list of all
sponsor codes and names.
Code indicating the nature of
sponsored projects (gift, contract,
or grant) actually paid for by
Federal funds but with the monies
received from a non-Federal
(State, local, or private) source.
For Federal funding only.
Identifies the Federal agency
source of the funding.
Code indicating the program in the
Catalog of Federal Domestic
Assistance assigned by the Federal
agencies
Code indicating the manner in
which sponsored funds are paid to
the University
Y/N value, indicating if E-Verify
(internet-based employment
eligibility verification) is required
for the project (in RAS)
• Y = E-Verify is required
• N = E-Verify is not
required
Applies only to RAS projects –
indicates if a salary cap applies or
not
Applies only to RAS projects – the
cap rate
Applies only to RAS projects – the
effective date of the salary cap
rate
Certain projects have an
associated UCSF Fund value for
UCOP reporting
14
X
-
-
X
-
-
O
-
-
X
-
-
-
-
-
-
O
-
O
-
-
-
-
-
O
-
-
-
-
-
X
-
-
-
-
-
X
X
X
X
X
X
rev 2/10/2015
Loan Program
This attribute applies only to Loan
projects and identifies the source
of funding for the loan (see White
Paper on Student Accounts)
Numbering Convention:
Careful consideration will be given to not duplicate any of the existing numbers used in RAS for
sponsored projects.
Not all projects generated in RAS fall into the sponsored projects (contracts and grants) project use
category. Some of the projects generated in RAS belong in the affiliation agreements and contracts, or in
other project use categories.
Before the new COA, Project is a chartfield used solely by RAS. A RAS project id is generated by the
system based on the Award ID. To allow multiple projects for an award, the system uses the following
numbering convention to generate the project ID for an award:
1. First 6-character of a project ID is the 6-digit of its Award ID. Award ID is a 7-character
alphanumeric value. It always starts with A and follows by a 6-digit numbers, e.g., A117088.
The first 6-character of the project id is its Award’s 6-digit number, e.g., 117088.
2. The last character of a project ID is always an alpha, starting from A to Z, but skips I and O
(to reduce confusion with 1 or 0) for multiple projects associated to the same award. For
example, 117088A, 117088B, 117088C … etc.
3. If an award has more than 24 projects, the 1st character of the project id will be changed to
B. If more than 48 projects, the 1st character of the project id will be changed to C … etc.
For example, B17088A, B17088B … B17088Z, C17088A, C17088B, … etc. So far, the award
has the most projects is A106017 with 246 projects (106017A … L06017K).
In the new COA, a RAS project id will still follow the above numbering convention for sponsored projects
only.
We will have a special numbering convention for project for the following project uses:
• Loan (student/faculty/staff)
6000000-6199999
•
Gifts
7000000-7499999
•
Endowment income, Regents
7500000-7699999
•
Endowment income, Foundation
7700000-7899999
•
Endowment principal
7900000-7949999
•
Recharge
8000000-8499999
•
Sales and Service Agreements
8500000-8799999
•
Costed central activity
8800000-8999999
•
Capital/plant
9xxxxxx
For all other projects, the project id will be a sequential 7-character alphanumeric value.
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rev 2/10/2015
Changes in Project Use
The projects in the project use categories of capital/plant, costed central activity, loan, or recharge will
not be able to change to a different project use category. Attempts by the user to make prohibited
changes in project use would be met with an error message: “This change in project use is not allowed.”
If a user needs to initiate a change in these project use categories, he has to inactivate the project and
re-journal any transactions which have already been made.
Project use can be changed for any other project (but not to capital/plant, costed central activity, loan,
or recharge).
For example, new gifts and endowments which have no specific intended use when received are put
into the “General” project use category, and then may be moved into another project use category once
they are designated for a specific purpose.
A gift or endowment project is received from the UCSF Foundation with the project use General. The
award/parent ID attribute is the same as the gift or endowment project.
Project
Project Name
Award/Parent ID
Project Use
PI/Owner
3753980
Dean’s Office
3753980
General
0267xxxx(Dr.
Jones)
Dentistry Gift
The department may then reclassify the project use as appropriate.
Project
Project Name
Award/Parent ID
Project Use
3753980
Dean’s Office
3753980
Discretionary
Dentistry Gift
activities
(faculty/staff/PI)
PI/Owner
0267xxxx(Dr.
Jones)
In order to track the project use for a gift or endowment, there is a project attribute to indicate whether
the project source of funds is a gift, endowment income (Regent or Foundation), endowment principal,
or none of these. This attribute will not change during the life of the project. Also the initial
award/parent ID attribute on the gift or endowment project will not change during the life of the
project. This will allow for the tracking of how gifts and endowments are used.
The department may decide to keep some of the gift or endowment income in the general project use
category and create new sub-projects with various project uses. The award/parent ID links the projects
together and allows the grouping of the related projects for reporting purposes.
Project
Project Name
Award/parent ID
Project Use
PI/Owner
3753980
Dean’s Office Dentistry
3753980
General
0267xxxx(Dr.
Jones)
Gift
3806464
Gingivitis Research
3753980
Discretionary
0201xxxxx(Dr.
Nesmith)
Activities
3850005
Undergraduate &
Professional Scholarship
3753980
16
(faculty/staff/PI)
Programmatic
Investments
0294xxxx(Dr.
Tork)
rev 2/10/2015
Project Initial Setup Workflow:
Project initial setup rules are in the following table:
Project Use
Sponsored Projects
Sponsored Projects
(not in RAS)
Capital Projects
Recharge Projects
General Projects – Gifts
and Endowments
Loan Projects
(student/faculty/staff)
All other Projects
Review and
Approval
N/A
Final Validation
and Setup
Controller’s Office
Control Point or
delegate
N/A
Controller’s Office
CPFM Accounting
Budget Office Recharge Unit
Campus Life Services for CLS
Recharges
Foundation Accounting
Departments can change
project use and set up gift
subprojects
Student Accounts
N/A
N/A
Controller’s Office
Controller’s Office
N/A
Control Point or
delegate
Controller’s Office
Controller’s Office
N/A
Controller’s Office
Department
Control Point or
delegate
Controller’s Office
Initial Setup
Not set up in GL chartfield
table; attribute values are
populated from RAS
Department can change
project use
Extramural Funds
Controller’s Office
* Currently, sponsored projects (RAS) uses the PeopleSoft Projects module to track award/grant setup,
detail project activities, and billing activities. The PeopleSoft Projects module works in conjunction with
the financial systems, but is focused on project management and billing. A RAS project is established in
the PeopleSoft Project module first. Upon saving, its information will be synchronized with PeopleSoft
General Ledger’s project chartfield table. The user can use the Project chartfield page to view but not
change its data.
** Capital construction projects are set up centrally and department users can use the project chartfield
page to view but not change its data.
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rev 2/10/2015