PTAEO Strings in OGA

What is PTAEO? A unique chart string that is used to: Record sponsored-project financial transactions Record sponsored-project financial transactions Specify details about transactions Specify details about transactions Report on transactions Report on transactions Allocate and track sponsored-project budgets Allocate and track sponsored-project budgets

Why not just use the GL? Accounting Oracle Application Type of String Non-Grant General Ledger (GL) GL Chart String Grant Grants Accounting (OGA) PTAEO Budgeting, transacting, and reporting require a different accounting approach for grants.

More specific rollup and drill-down analysis of data for each sponsored project Enforces a hard link between project and award Single system of record for reporting & maintaining project/award data Improved reporting and compliance capabilities Data captured on a project year basis Flexible options for monitoring and controlling expenditures Why are we doing this, again?

Impact and Usage of PTAEO All financial systems All financial systems OSP OSP Project personnel Project personnel Procurement Procurement Grant Managers Grant Managers Service & Recharge centers Service & Recharge centers Fiscal offices Fiscal offices Impacts Impacts: Purchase Requisitions Purchase Requisitions P-Card Transactions P-Card Transactions Journal Entries Journal Entries Reporting Reporting Payroll Authorizations Payroll Authorizations Used by:

PT A EO PTAEO Strings 5 segments separated by periods make a PTAEO string 5 segments separated by periods make a PTAEO string Each segment represents a different piece of information Each segment represents a different piece of information Total of 24 characters in a PTAEO string Total of 24 characters in a PTAEO string Every transaction must have a complete PTAEO string Every transaction must have a complete PTAEO string One PTAEO string represents all of the information about a particular transaction One PTAEO string represents all of the information about a particular transaction No hierarchies or range values with PTAEO No hierarchies or range values with PTAEO ●● XXXXXXXXX ● XXXXXXXXXXXXXXX ● Project Task Award Expenditure Type Org

What does a PTAEO String tell us? OGA Feeds Data to GL PT A EO Project Task Award Expenditure Type Org Indicates the work being done Provides a mechanism for organizing expenditures within a project Describes how the work is being paid and how we are being reimbursed Is equivalent to Natural Class “expense” values Denotes the same value as “Org” in GL chart string

Segment Values: Project 6 characters 6 characters All projects fall within range All projects fall within range Examples: Examples: Insulin Regulation Insulin Regulation Bioinformatics Bioinformatics Mascoma Clinic Mascoma Clinic Indicates the work being done Project P XXXXXX

Segment Values: Task 4 characters 4 characters Organizes expenses within a project Organizes expenses within a project Each project must have at least one task Each project must have at least one task Current task ranges: Current task ranges: —funded by an external sponsor —funded by an external sponsor —funded by internal cost share —funded by internal cost share Provides a mechanism for organizing expenditures within a project Task T XXXX

Segment Values: Award 6 characters 6 characters Initial alpha character identifies billing mechanism to allow efficient processing of sponsor invoices Initial alpha character identifies billing mechanism to allow efficient processing of sponsor invoices L - Letter of credit L - Letter of credit B - Billed monthly and quarterly B - Billed monthly and quarterly P - Payment/Installment Schedule P - Payment/Installment Schedule C - Cost Share C - Cost Share Describes the money paying for the work being done Award A XXXXXX

Segment Values: Expenditure Type 5 characters 5 characters Is a subset of the GL Expense Natural Class Is a subset of the GL Expense Natural Class An Alpha character at end of the four digits provides flexibility when greater detail is needed in OGA, for example, subcontractor payments An Alpha character at end of the four digits provides flexibility when greater detail is needed in OGA, for example, subcontractor payments Examples: Examples: 7471A SUPPL LAB Chemical Gases 7471A SUPPL LAB Chemical Gases 8111A TRAVEL FOREIGN Air 8111A TRAVEL FOREIGN Air Is equivalent to Natural Class “expense” values Expenditure type E XXXXX

Segment Values: Org 3 characters 3 characters Values identical to the Org values in GL Values identical to the Org values in GL Some Oracle modules, such as Accounts Payable, Labor Distribution, Procurement, accept name in place of Org value Some Oracle modules, such as Accounts Payable, Labor Distribution, Procurement, accept name in place of Org value Org O Is equivalent to G/L Org XXX

PTAEO Relationships PTAEO allows several types of relationships among Projects, Tasks, and Awards. Single Project, Single Award Project Task 5000 Award L12345 Single Project, Multiple Awards Task 6000 Award C26116 Task 5000 Award L78221 Project Externally funded Internally funded

Another PTAEO Relationship Project Task 5000 Award L12345 Multiple Projects, Single Award Project Task 5000 Project Task 5000 PI Robinson PI Radley PI Finch

Another PTAEO Relationship Project Award L12345 Cost Sharing Multiple Projects with Cost Sharing, Single Award Task 5000 Project PI Robinson PI Radley PI Finch Task 6000 Project Task 5000 Award C48001 internally funded

Sample PTAEO String P A.169 Project Smooth muscle cells Task External funding Award Smooth muscle cells Expenditure Type SUPPL LAB Chemical gases Org Surgery ●●●● P A169 Sample Project in Dartmouth Medical School

Sample PTAEO String L A.842 Project Smart Laser Beams Task External Funding Award Smart Laser Beams Expenditure Type CAP EQUIP Scientific Org Mechanical Thayer ●●●● L A842 Sample Project in Thayer

Sample PTAEO String B A.472 Project From Cells to Solids Task External Funding Award From Cells to Solids Expenditure Type FAC REG Tenure Org Physics & Astronomy ●●●● B A472 Sample Project in Arts & Sciences

Attention Grant Managers! Project dates set up within OGA will enforce existing policies of spending within project start and end dates by blocking expenditures with an expenditure item date that does not fall between the start and end dates. Project dates set up within OGA will enforce existing policies of spending within project start and end dates by blocking expenditures with an expenditure item date that does not fall between the start and end dates.

Attention Grant Managers! Submit project documents (cost transfers, budget templates, attribute changes, SPUD, journals) to OSP via a new all- inclusive account: Submit project documents (cost transfers, budget templates, attribute changes, SPUD, journals) to OSP via a new all- inclusive account:

What OGA is Checking For Mandate valid PTAEO string combinations Mandate valid PTAEO string combinations Transaction date that falls between the start and end dates of the Project, Task, or Award Transaction date that falls between the start and end dates of the Project, Task, or Award Project status that allows transactions Project status that allows transactions Award status that allows transactions Award status that allows transactions