OGA OPEN FORUM Oregon Health & Science University Sponsored Projects Administration WELCOME

Administrative Systems Evolution: ’92

Administrative Systems Evolution: ’92 ’93 ’96 ’99 ’00 ’01 ’02 Local OptimizationSystem Optimization Systems Integration ’93 v9.3 ’96 v10.5 ’99 v10.7 ’00 v11.03 ‘01 v11i ’02 v11i

Oregon Health & Science University Sponsored Projects Administration Major Milestones/Timeline Summary Administrative Systems Integration Project

Oregon Health & Science University Sponsored Projects Administration TOP 10 Changes 1.New Integrated Oracle Application 2.Grants/Contract Account Structure Changes 3.Uses for New Grants Aliases 4.Encumbrance Accounting 5.On-line Award and Project Status Inquiry

Oregon Health & Science University Sponsored Projects Administration Top 10 Changes continued… 6.Budgetary Control 7.Updated Forms 8.New Reports 9.New Terminology 10.OGA Training

P O E T A Segments DescriptionExample P ProjectPrimary unit of work G + 4 digit alpha dept code + 4 numeric digits + suffix GSURG0001A O Organization Department who is responsible for the award Alpha description SM.Surgery E Expenditure Type Item being charged GR- + Alpha description GR-Lab Supplies T Task Task 1 will be used for all current expenditures 1 numeric digit1 A Award Grant, cooperative agreement, or contract which is used to fund one or more projects A + 4 digit alpha dept code + 4 numeric digits ASURG0001

P O E T A AWARD ASURG0001 POETA P roject Number O rganization E xpenditure Type T ask A ward Number GSURG0001A - SM.General Surgery - GR-Unclassified ASURG0001 Salaries PROJECT GSURG0001A PROJECT GSURG0001B TASK 1 TASK 88 Expenditures Payroll Accrual

Oregon Health & Science University Sponsored Projects Administration OGA Goes Live April 1st On April 1 st, a new Oracle Application called Oracle Grants Accounting (OGA) will replace OHSU’s current method of sponsored projects management. Users currently manage their grant and contract dollars in the General Ledger. This will change beginning April 1 st when users will manage their accounts within the new OGA system OGA Open Forum 9:00 – 10-30am SON Auditorium Room 144 OGA Open Forum 2:00 – 3:30pm OHSU Auditorium (Formerly Old Library Auditorium) March 1 – 22 March 7 March 8 March 12 March 13 March 16 March 22 March 25 March April 1 Use New Grant Aliases with Corporate Express All HOLDS must be resolved by departments prior to March 22 nd. To assist you, the “Invoices on Hold by Fund/Org Report” should be run at least weekly and more frequently in March before the OGA conversion. You will need to run the report to include all hold types on each of your accounts. To help you take the steps to resolve all holds for your accounts, please see below the Holds Reference Guide and the instructions on how to run the “Invoices on Hold by Fund/Org Report.” All transactions arriving in Accounts Payable (AP) before March 22, 2002, will be processed and paid in March with the existing FOMOPPL grant account. Invoices that are on HOLD will not be paid. Only those invoices not on hold can be released for payment by Oracle. Transactions arriving in AP after March 22 nd must contain both the old grant FOMOPPL and the new POETA. New grant aliases cannot be used. New Account Structure will be mailed to department administrators. The crosswalk will contain old GL fund and old Grant alias mapped to the new Project number, Organization, Task, and Award number and new grant alias. The new 8-digit grant alias will be used for Internal Billing System (IBS) transactions, facilities work orders, and the TACS system. April 1 st – OGA is live  Campus begins using the new POETA  New Reports The OGA system will contain new Project status and Award status reports to provide the user with detailed expenditure information. The General Ledger will only contain a summary level of grant/contract expenditure information. No Requisitions for Grant Accounts OGA Training Begins Use New Grant Aliases for TACS Last Day to Submit Journal Entries (JE) and Feeds containing Grant FOMOPPL accounts to CFS & Fiscal Services

Allowed Cost Schedules: Sets specific expenditure types as closed to transactions Budgetary Control: Automatic calculation of whether funds are available for a new expense, calculated by subtracting expenses (both actual & encumbrances) from the budget Encumbrances: An entry made to record anticipated expenditures of any type OGA: Go-Live and Beyond 4/1/02 5/1/02 6/1/02 7/1/02 9/1/02 OGA GO LIVE Conversion of all active sponsored projects from GL into OGA. Detail sponsored project information after 4/1/02 not available in GL Detailed historical information still available from GL Purchasing Encumbrances available in OGA All new grants entered into OGA after 4/1/02 will have Budgetary Control set at Award Level OGI & ORPRC grants converted to OGA OGI & ORPRC begin using OGA Payroll encumbrances available in OGA (Salaried and Hourly) employees New grants set-up with Allowed Cost Schedules

The OGA Inquiry Responsibility

Oregon Health & Science University Sponsored Projects Administration REPORTS Project Status by Expenditure Category Project Status by Expenditure Type Award Status by Expenditure Category Award Status by Expenditure Type

Oregon Health & Science University Sponsored Projects Administration Access Form New OGA Access Form

Oregon Health & Science University Sponsored Projects Administration OGA Training Calendar DATETIMEROOM March 131:00 - 4:00BICC 121 March 141:00 - 4:00BICC 122 March 191:00 - 4:00BICC 122 March 201:00 - 4:00BICC 122 March 211:00 - 4:00BICC 122 March 261:00 - 4:00BICC 121 March 271:00 - 4:00BICC 120 March 281:00 - 4:00BICC 122 April 2 9: :00 BICC 122 April 21:00 - 4:00BICC 122 DATETIMEROOM April 3 9: :00 BICC 122 April 31:00 - 4:00BICC 122 April 4 9: :00 BICC 121 April 41:00 - 4:00BICC 121 April 9 9: :00 BICC 122 April 91:00 - 4:00BICC 122 April 10 9: :00 BICC 122 April 101:00 - 4:00BICC 122 April 111:00 - 4:00BICC 122 April 16 9: :00 BICC 122 DATETIMEROOM April 161:00 - 4:00BICC 122 April 17 9: :00 BICC 122 April 171:00 - 4:00BICC 122 April 18 9: :00 BICC 121 April 181:00 - 4:00BICC 121 April 231:00 - 4:00BICC 122 April 241:00 - 4:00BICC 122 April 251:00 - 4:00BICC 122 April 301:00 - 4:00BICC 122

Oregon Health & Science University Sponsored Projects Administration OGA Resources Oracle Help Desk:

OGA OPEN FORUM Oregon Health & Science University Sponsored Projects Administration Questions & Answers

OGA OPEN FORUM Oregon Health & Science University Sponsored Projects Administration Thanks for joining us!