Using Grants Management Cloud Oracle Project …...Oracle Project Portfolio Management Cloud Using Grants Management Preface i Preface This preface introduces information sources that

Oracle Project Portfolio ManagementCloudUsing Grants Management

19C

Oracle Project Portfolio Management CloudUsing Grants Management

19CPart Number F19036-03Copyright © 2011, 2019, Oracle and/or its affiliates. All rights reserved.

Author: Sumitha Vatsavai

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Contents

Preface i

1 Overview of Grants Management 1Grants Management ................................................................................................................................................. 1

2 Award Management 3Award Creation ......................................................................................................................................................... 3

Create Awards Quickly ............................................................................................................................................. 4

Create Award Using an Award Template .................................................................................................................. 5

Multicurrency for Awards and Award Projects .......................................................................................................... 6

Multiple Awards and Funding Sources for a Sponsored Project ................................................................................ 7

Enable Burdening for Internal Funding Sources ........................................................................................................ 7

Assign Multiple Funding Sources to a Sponsored Project ......................................................................................... 8

Award Validations ..................................................................................................................................................... 8

Award Management Details .................................................................................................................................... 10

Award and Award Project Financial Details ............................................................................................................. 11

View Burden Schedules .......................................................................................................................................... 11

Create Override Burden Schedules ......................................................................................................................... 12

Award and Award Project Personnel Details ........................................................................................................... 12

Award and Award Projects Compliance .................................................................................................................. 13

Add Funding to an Award ...................................................................................................................................... 13

Award and Award Project Validations ..................................................................................................................... 14

Award Review Validations ....................................................................................................................................... 15

Import Awards ........................................................................................................................................................ 15

FAQs for Award Management ................................................................................................................................. 16

3 Awards and Award Projects 21Award and Award Project Details ........................................................................................................................... 21

Important Date Categories ...................................................................................................................................... 21

Federal Financial Report Process ............................................................................................................................ 22

FAQs for Awards and Award Projects .................................................................................................................... 23



Preface

i

PrefaceThis preface introduces information sources that can help you use the application.

Using Oracle Applications

Using Applications HelpUse help icons to access help in the application. If you don't see any help icons on your page, click your user imageor name in the global header and select Show Help Icons. Not all pages have help icons. You can also access OracleApplications Help.

Watch: This video tutorial shows you how to find help and use help features.

You can also read Using Applications Help.

Additional Resources

• Community: Use Oracle Cloud Customer Connect to get information from experts at Oracle, the partnercommunity, and other users.

• Guides and Videos: Go to the Oracle Help Center to find guides and videos.

• Training: Take courses on Oracle Cloud from Oracle University.

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Convention Meaning

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> Greater than symbol separates elements in a navigation path.

Documentation AccessibilityFor information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website.

Videos included in this guide are provided as a media alternative for text-based help topics also available in this guide.

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Preface

ii

Contacting Oracle

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Comments and SuggestionsPlease give us feedback about Oracle Applications Help and guides! You can send an e-mail to:[email protected].

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Chapter 1Overview of Grants Management

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1 Overview of Grants Management

Grants ManagementOracle Fusion Grants Management includes the creation of awards and projects to manage the funding received fromsponsors to conduct research work. Create award budgets to plan and manage the financial performance of award projects.Capture and process award costs, send invoices to sponsors and recognize revenue.

The application addresses the administration and management of funding received in the form of an award. Some of thefollowing areas receive funding from federal and nonfederal organizations to carry out research:

• Higher education organizations such as universities, colleges

• State and local government

• Not for profit organizations

• Healthcare organizations

You track the funds explicitly, bill, and report on the funding source. Additionally, you must comply with the terms andconditions and get fiscal mandates of the funding agreement.


Chapter 1Overview of Grants Management

2


Chapter 2Award Management

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2 Award Management

Award CreationGrants administrators and principal investigators can create awards and award projects from the Awards work area.

There are three ways to create an award:

• Click Quick Create Award option in the panel drawer to quickly create an award

• Click the Create icon on the Manage Awards page

• Click Create Award from Template on the Manage Awards page

Grants department administrators, who are granted access to one or more award organizations, can create, view, and editonly those awards that belong to their award organization. When you create an award, you define award basic details such asthe business unit, legal entity, contract type, primary sponsor, principal investigator, and award date range, which form theaward basic details. When you create an award, a contract is automatically created in Enterprise Contracts.

Note: To create a contract, you must be defined as a user in Customer Relationship Management who has theContract Administrator resource role in the business unit of the contract. If you aren't already defined as a userin Customer Relationship Management, then your implementation administrator can identify you as a user andassign the Contract Administrator role to you from the Manage Resources task in the Setup and Maintenancework area.

You can't change the basic award details in Grants Management. However, if multicurrency is enabled for the contractbusiness unit, you can edit the Currency field. You can also enable multicurrency by clicking the Enable Multicurrencyoption for award projects in which the award and project currencies are different from the ledger currencies.

After you create an award, you define and manage the different aspects of the award:

• Management: Specify general award details. Add and manage award objects such as keywords, references, CFDANumbers.

• Financial: Define the budget periods, funding sources, and organization credits to manage the financial transactionsof the award and award projects.

• Compliance: Capture and manage certifications and compliance information of an institution.

• Personnel: Define and manage the internal and external personnel for the award or award projects.

Award OverviewYou can view award projects and related graphs on the Awards Overview page. These award projects are across yourawards.

Each award project graph includes the following attributes:

• Award project name

• Budget amount, if an approved cost budget exists for the award project.

• A graph that represents the total time and amount spent up to the current budget period for the award project. Ifthe award is set to restricted authority, the graph represents the current budget period and the amount spent for theaward project.



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• The time spent and the amount spent.

• In the case of overspending in a project, the spent amount and the consumed amount are shown in the graph. Youcan also view the remaining duration for the award project to use the entire budget amount completely.

• For On Track and Underspending projects, the graph is blank.

Hover over a graph or use the Tab key to view additional financial details. Click the award project name to view additionaldetails about the project. On the award home page for expanded authority, you can view the budget, the actual andcommitment amounts, and the available amount from inception of the award to the current budget period as default. Forrestricted spending, the financial details are displayed for the current budget period by default. You can alter the view byselecting either the Inception-To-Date or Period-To-Date values available in the Period Type choice list.

Create Awards QuicklyWhen they receive a grant, grants administrators and principal investigators can quickly create an award by clicking QuickCreate Award in the panel drawer in the Awards work area.

Define the key attributes for these award components:

• Award attributes

• Project

• Funding

• Budget

When you select the award template, the award objects are automatically copied from the award template. This includeskeywords, references, attachments, funding sources, organization credits, certifications, terms and conditions, personnel,CFDA, and award descriptive flexfields.

Create an AwardFollow these steps to quickly create an award:

1. Enter the award name, number, and duration. If the award template specifies a contract type, then the award isassociated with the contract. If not, then you must select a contract type.

2. Select the principal investigator.

Note: You can also select a person who's active in HCM after the award start date as the principalinvestigator. To search and select a principal investigator with a future effective start date, click Searchin the Principal Investigator drop-down list and select the Include people with future-datedeffective start dates check box in the Search and Select: Principal Investigator page.

3. If the award template is set for Letter of Credit (LOC) billing, then enter the document number. If the award templateand the sponsor don't use LOC billing, then the Federal Invoice Format is automatically set to SF270.

Add a ProjectBy default, the name and number of the award project is the same as those of the award. You can modify the name andnumber of the award project if required.



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You can create an award project or select an existing project and associate it with an award. Consider the following pointswhen you want to create and associate a project to an award:

• You can create and associate a project to an award irrespective of whether the project is enabled or not enabled forbudgetary control. However, you can't use the default financial plan type if it's enabled for budgetary control, but theproject template isn't enabled for budgetary control.

• If the default financial plan type isn't enabled for budgetary control, but the project template and the project businessunit are enabled for budgetary control, then ensure that the default financial plan type is an unapproved cost budgettype.

• If the default financial plan type, the project template, and the project business unit are enabled for budgetarycontrol, then ensure that the default financial plan type is an approved cost budget type.

Add FundingCreate the funding issued by the sponsor.

Enter the funding number, funding date, and the direct and indirect funding amounts in the Add Funding region. The basefunding for the award is created using the first budget period and the external funding source.

Add a BudgetCreate the award budget by distributing the funding amount to the top resources for the project.

1. Specify the budget amount for the top resources such as labor, supplies, equipment, burden expenses. Ensure thatthe total amount assigned to the top resources adds up to the total funding amount.

2. Click Save and Close to create and submit the award.

The application validates the data and creates the award and the following award objects:

• Award contract

• Award project

• Award funding

• Award budget

• Control budget

You can generate invoices and recognize revenue through the contract.

Related Topics

• How does a contract user get access to a business unit

Create Award Using an Award TemplateGrants administrators and principal investigators can create an award by clicking the Create icon on the Awards Overviewpage or the Create Award from Template button on the Manage Awards page.

Define the key attributes for these award components:

• Award attributes

• Project

http://www.oracle.com/pls/topic/lookup?ctx=fa19c&id=OACTS1502725



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• Funding

• Budget

You don't need to define other award objects when you create the award using the Create Award from Templateoption. The objects are automatically copied from the award template. Such award objects include keywords, references,attachments, funding sources, organization credits, certifications, terms and conditions, personnel, CFDA, and awarddescriptive flexfields.

Create an AwardCreate an award from an award template and define the award attributes.

1. On the Manage Awards page, click the Create Award from Template button.2. In the Create Award page, enter the award name, number, and duration. If the award template specifies a contract

type, then the award is associated with the contract. If not, then you must select a contract type.3. Select the principal investigator.

Note: You can also select a person who's active in HCM after the award start date as the principalinvestigator. To search and select a principal investigator with a future effective start date, click Searchin the Principal Investigator drop-down list and select the Include people with future-datedeffective start dates check box in the Search and Select: Principal Investigator page.

Multicurrency for Awards and Award ProjectsGrants administrators and principal investigators can enable award projects for multicurrency in which the award and awardproject currency is different from the award and award project ledger currency.

You can create an award in a different currency other than the ledger currency from the user interface of the Awardswork area or file-based data import. If you can't select a currency while using the file-based data import process, then theapplication automatically uses the currency from the award template. If an award template isn't available, then the ledgercurrency of the contract business unit is used as the award currency. When there are multiple projects associated to theaward, all of the projects must have the same currency as the award currency.

While creating an award, if the business unit that you select is enabled for multicurrency, you can select a currency for theaward, which is different from the award ledger currency. If the award is enabled for multicurrency, you must select a projecttemplate that has the same currency as the award currency. For sponsored projects, create funding and assign fundingamount to the project in award currency. For sponsored projects where the project currency is different from the projectledger currency, create control budgets using the project currency as control budget currency.

While creating an award template, you can enable currency field as a field that can be edited if the business unit is enabledfor multicurrency. If you assign a project template to the award template, both should have the same currency. You canchange the currency in the template at any time. However, new awards created using the updated template will inherit thenew currency.

You can view the financial details of an award in both award and award ledger currency using the Currency list on theFinancial Performance tab of the Award home page. The following financial metric is displayed in award or project currency:

• Funding amount of the award

• Unbudgeted amount of the award. The unbudgeted amount isn't displayed if you select ledger currency on thehome page.



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• Control budget balances

• Financial amounts in the Federal Financial Report

The following financial metric is displayed in award or project ledger currency:

• Budget amount of the award

• Actual amount

• Commitment amount

• Available balances in the Award and Budget Lines: Planning Level view

• Budget lines

Multiple Awards and Funding Sources for a SponsoredProjectGrants administrators and principal investigators can associate multiple awards or funding sources to a sponsored project.

You can associate a sponsored project to multiple awards or to multiple funding sources within an award. When you usemultiple funding sources to fund an award, you can use an external funding source, which is the primary sponsor, and asingle internal funding source or multiple internal funding sources. For a sponsored project that's associated to multipleawards and funding sources, you can:

• Create a budget and a control budget for an award and a funding source.

• Create and control costs for the sponsored project.

• Generate bills for external funding sources.

• Report cost and budget based on the funding sources.

• Apply burden costs to the raw costs for the internal funding sources.

You can associate a new project to multiple awards and funding sources, including associating the new project to an existingaward. However, you can't associate an existing project that's already associated with an existing award to a new or existingaward.

Enable Burdening for Internal Funding SourcesIf an award project is enabled for burdening, you can specify whether you want to apply burden costs to raw costs for internalfunding sources.

1. On the Manage Award Projects page, expand the award project.2. Click the Financial tab.3. Select the Enable Burdening check box in the Indicate Burden for Internal Funding Sources region.

Here are a few points to keep in mind.

• You can't update the Enable Burdening check box if either budget lines or transactions exist for the award, awardproject, or funding source.

• If you don't enable burdening for internal funding sources, then the burdening is derived based on the burdeningoption that's set in the project type of the award project.



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• For projects that are already assigned to an award before you enabled burdening for internal funding sources, theDerived from Project Type field is displayed.

Assign Multiple Funding Sources to a Sponsored ProjectProject application administrators can assign and fund a sponsored project from multiple funding sources.

You can add the internal funding sources on the Manage Funding Sources page. Funding sources can be either externalcustomers, internal organizations, or user-defined.

1. Navigate to the My Awards page and click Create Award.2. Select an existing project to associate with the award or create a new project, and then click Save and Close.3. Click the award that you just created to open the Edit Award Details page.4. Click the Financial tab.5. In the Internal Funding Sources region, select the internal funding source from the available list of values in the

Internal Funding Sources table. Alternatively, click New to create an internal funding source.6. In the Projects work area, select the sponsored project to which you want to assign the internal funding sources that

you created and then click Funding.7. On the Manage Award Funding page, add funding amount to the funding sources as required and click Save and

Close.8. After you assign multiple funding sources as required, submit the contract from the Awards page to complete the

process.

Award ValidationsWhen you create an award, the application validates the award, award project, award funding, and award budget data.Review and resolve any issues so you can create and submit the award.

To validate an award, you must click the Submit Contract button on the Review Award page. If validation is successful, youcan submit the contract for approval.

ValidationsThe following table describes the critical validation points and possible solutions for each error.

Award and Award Objects Validations Error Resolution

Award

The award duration can't break into theyearly periods that are specified in the awardtemplate.

Change either the award duration or thenumber of budget periods in the awardtemplate and then create the award.

For example, if the award has 5 yearlyperiods, but you want to create an awardwith a duration of 4 years (01/01/2016 until



9


12/31/2019), then you must make either oneof the following changes:

• Change the length of your award to 5years.

• Modify the award template to haveonly 4 budget periods.

Award billing attributes The award uses the business unit specified in

the award template. Ensure that the followingbilling attributes are defined in the businessunit implementation options:

• Invoice method• Revenue method• Billing cycle• Labor format• Nonlabor format• Event format

The Grants Application Administrator mustupdate the business unit implementationoptions in the Setup and Maintenance workarea.

Award sponsor attributes Ensure that the following sponsor attributes

are defined:

• Default payment term• Primary bill-to site for the sponsor and

account• Primary bill-to site for the related

sponsor and account• Primary bill-to contact• Primary ship-to site for the customer,

account, and business unit

The Grants Application Administrator updatesthe sponsor details in the Manage Customerspage in Oracle Fusion Trade CommunityArchitecture.

Award project

If a project template is associated with theaward template, then the award is createdwith a project that has the same projectname and number as the award name andnumber.

Award project

If the award template doesn't specify aproject template, then you must select aproject template and enter a unique projectname and number when you create theaward.

Enter a unique project name and number onthe Create Award page. A project number isn't required if the projecttemplate uses the autonumbering method.

Award budget

The project template used by the awardor award template has a primary planningresource breakdown structure.

Enter a primary planning resource breakdownstructure on the project template that'sassociated with the award template.

Award budget

The financial plan type doesn't have thenecessary settings to create an awardbudget.

Ensure that a default financial plan typeexists for the award and meets the followingconditions:

• Is for an approved cost budget.• Isn't enabled for workflow approval.



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• Uses the award calendar type.• Is set as the default award financial

plan type.

Award budget

The total budgeted amount for the resourcesmust add up to the total funding amount.

Change the resource amounts or the fundingamount.

Award Management DetailsAfter you create an award, specify general award management details on the Manage Awards page. Provide information suchas the purpose and type of the award, CFDA numbers, keywords, references, notes and attachments, Award flexfield, andother award information.

General InformationAward management details include general details such as the purpose and type of the award. The default organization isfrom the principal investigator's primary organization defined in HCM.

You can view the institution specified at the business unit implementation options on the Manage Awards page. You canchange the organization and institution, if required. Provide the sponsor award number, which is tracked by the sponsor.

You can show or hide columns for awards, such as elapsed days and remaining days, in the Awards section. Similarly foraward projects, you can show or hide columns, such as budget amount and commitment amount, in the Award Projectssection.

CFDA Numbers, Keywords, and ReferencesAdd the CFDA numbers assigned to the award to identify the nature of federal funding received from sponsors.

Enter keywords track an award by the subject category. Associate keywords with an award, award project, and principalinvestigator.

Capture and assign additional references to the award or award project for identification purposes, for example, proposalnumber.

Other Award InformationTrack other award details such as:

• Conflict of Interest

• Flow-Through Funds

• Intellectual Property

• Previous Award Details

When you specify the information for these attributes, the application indicates that data exists in the Data Present column.



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Tip: Use the Award flexfield in the Additional Information region to capture and track award attributes that arespecific to your organization.

Award and Award Project Financial DetailsSpecify the key financial attributes of the award such as general details, budget periods, funding sources, and organizationcredits in the Financial tab of the Manage Award Details page.

The following table describes the financial attributes of the award.

Award Financial Attributes Description

Award and Award Project Currency The default currency of an award is the contract business unit currency. While creating an award, if

the business unit is enabled for multicurrency, then the Currency field is enabled.

Burden Schedule and Burden ScheduleOverrides

The source of the default burden schedule for the award comes from the award template, thesponsor, or the business unit implementation options. If needed, you can change the burdenschedule that's assigned to the award. You can assign a different burden schedule to the award project and the top task of the awardproject, if needed. Optionally, at the award project level, you can create a burden schedule specific to the awardproject.

Pre-Award Spending

Specify the pre-award date to track expenditures incurred before the award is formally received. Thepre-award date is available if pre-award spending is allowed on the award.

Expanded Authority Spending andRestricted Authority Spending

Select the Expanded authority check box, if the award is authorized to spend across budgetperiods. You can't deselect this check box if budget lines exist for the award project.

Budget Periods

Budget period represents the interval of time, usually twelve months, into which the duration of anaward project is divided into, for budgetary and funding purposes. For example, certain awards have a five-year duration divided into five budget periods. Specifybudget periods for the entire award duration. Budget periods must be within the award date rangeand contiguous.

Funding Sources

Funding sources are parties that fund research for the award. The primary sponsor of the awardbecomes the external sponsor. Internal sponsors also fund the activity within the institution, if theaward is enabled for cost sharing.

Organization Credits

Organizations receive credits for the award and award project. The organization associated with theaward is the default organization specified here. You can change or add organizations to the award and provide the credit percentage for each ofthem. Ensure that the total organization credit percentage is 100.



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View Burden SchedulesBurden schedules are associated with awards and award projects.

To view the details of the burden schedule that's assigned to an award:

1. On the Edit Award Details page, click the Financial tab.2. Click the View Burden Schedule icon.

You can assign a different burden schedule to the award project and the top task of the award project, if needed.

To view the details of the burden schedule that's assigned to an award project:

1. On the Manage Award Projects page, expand the award project.2. Click the Financial tab.3. Click the View Burden Schedule icon.

Create Override Burden SchedulesOptionally, at the award project level, you can create a burden schedule specific to the award project. If no burden scheduleis assigned to the award project, then the award's burden schedule is applied to the award project.

To create an override burden schedule:

1. On the Manage Award Projects page, expand the award project.2. Click the Financial tab.3. Click the Create Override Burden Schedule icon.4. On the Manage Override Burden Schedule page, complete the fields as appropriate. For example, you can add a

multiplier or change the burden structure for the desired burden schedule version.

Note: Most of the burden schedule information is copied from the burden schedule that's currentlyassigned to the award project. If no burden schedule is assigned to the award project, then theinformation is copied from the burden schedule that's assigned to the award.

5. Click Build Burden Schedule to use the burden rate that you defined for the award project.6. Click Save and Close.

Award and Award Project Personnel DetailsCertain HCM personnel are identified as key members working on awards and award projects. From the grants personnel,identify the principal investigator as the primary responsible person for the research work.

Select and define the internal personnel for the award or award projects by specifying the following attributes:

• Person name

• Role. Ensure that an active principal investigator exists for the entire award duration. You can add a person with afuture effective start date as the principal investigator when you create the award.

• Date range



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• Credit percentage. Only internal, research-oriented persons can have the credit percentage. Ensure that the totalcredit percentage of all persons is 100.

The external person is a contact of the customer sponsoring the award. The primary sponsor specified during the creation ofthe award becomes the external sponsor for the award.

Award and Award Projects ComplianceAn award or award project must comply with the institution policy and conflict of interest must not exist. Institutions must bein compliance with regulatory requirements to receive federal funding.

Capture and manage certifications and compliance information of an institution in the Compliance tab of the Manage AwardDetails and Manage Award Projects pages.

Terms and ConditionsTerms and conditions are written stipulations, specified by the grantor, that are indicated in an agreement or contract.The grantee is obligated to conform to the terms and conditions specified by the grantor. Some of the examples include:confidentiality, intellectual property, publications, salaries, and travel.

When you specify terms for the award, define the term category and then set the condition value.

CertificationsCertifications are regulatory requirements that institutions are responsible for being in compliance with if receiving federalfunding. Define certifications at the award or award project level and enter the validity period. Specify if the certificationrequires an expedited review or full review or none. You can assign the same certification name multiple times to an award oraward project.

Specify the assurance number to indicate compliance with regulations for protecting research subjects. If you're exempt fromprotocol approvals, provide the exemption number.

Add Funding to an AwardGrants administrators and principal investigators can add funding to an award, specify the funding issue details, and thenallocate the funding amount to award projects.

Before you add funding, ensure that the award has a sponsor and budget period defined. Complete the following steps toadd funding:

1. From the Manage Award Funding page, click Add Funding .2. Select the budget period and funding source. You can view both the internal and external funding sources when the

award is set to cost sharing.3. Select the issue type and enter the issue number and date. The issue type can be Base or Supplement when

you initially add a funding for a budget period. After you create the base funding, any subsequent funding issupplemental. You can have only one base funding for a budget period.

4. Specify the direct and indirect funding amounts for the award.



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Note: If the award has only one project, the funding is automatically allocated to the project andyou can view the project in the Project Funding Allocation region. If the award has more than oneproject, then add the project and allocate the amount. You can't decrease the funding amount at theissue level beyond the amount allocated to a project. You can't allocate amounts to projects that aremore than total funding amount.

5. Click Save and Close to review the funding allocation details.

Verify the total funding amount that isn't allocated. The following graphs help you review the funding for an award and awardprojects:

• Funding Summary

• Funding Amount by Funding Source

• Allocated Funding Amount by Funding Source

• Unallocated Funding Amount

• Project Funding Details graph for all projects or a single project

Grants administrators and principal investigators can add a negative funding amount for the Supplement funding type on theManage Awards Funding page. When you add a negative amount to an award, ensure that there is enough funding allocatedto the award, projects, budget, and other award related entities. The application runs a check to ensure that the reducedamount isn't lesser than the existing allocated amount, based on existing spending rules such as expanded authority.

For example, if there is a base funding amount of $50,000 allocated to an award for a budget period, one can't decreaseby more than $50,000, and likewise if $20,000 of the $50,000 is allocated to a project or budgeted, one can't decrease thefunding amount by more than $30,000. You must also consider these factors when you add a negative amount to an award:

• Ensure that if the award is in expanded authority, the total funding across budget periods is positive. The fundingamounts within each budget period must be positive.

• Check the decrease against your budgeted amount, amount allocated to the project.

Award and Award Project ValidationsWhen you create an award and define the award attributes, the application validates certain award details. After the awarddetails are validated, you can create and associate projects to the award and define award project attributes. The awardproject details are validated before you can add funding for the award.

The award, award project, and award funding validations are as follows:

• Budget periods for the award are within the award date range.

• Budget period names are unique and contiguous. They must not overlap or have a gap. If you change the awardend date, you must also update the end date of the last budget period.

• The total credit percentage for all organizations adds up to 100 percent for the award.

• The total credit percentage for the internal personnel adds up to 100 percent for the award.

• One or more principal investigators can exist for the entire award duration. But at any point of time only one principalinvestigator must be assigned to the award.

• Certificates are valid and haven't passed the expiration date.

• The funding amount allocated to project must not exceed the total award funding amount.



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• The funding issue can't be deleted if funding is allocated to a project.

Note: You can't delete award internal or external projects, if a contract line, budget line, or funding exists for theaward.

These validations are applicable when you create and define awards and award projects from an award template or anotheraward.

Award Review ValidationsAfter you create and define an award, award projects, and award funding, you can validate certain aspects of the award tocomplete award definition so that costs can be captured and processed. You must ensure that the award is complete andwithout any errors before you update the award. You can update the award contract and create contract lines only after theaward is validated.

The applications triggers the validation process when you click the Validate button in the Review Award page and checksthe award for the following aspects:

• A funding exists for the budget period and funding source.

• A project is associated to the award.

Note: Ensure that the project is active when you submit the award.

• Funding is allocated to an award or award project.

Note: Partial allocation of funding results is allowed, however you have to allocate funding amountcompletely later.

• Ensure that projects assigned to the external funding source are in the Approved status

Review the errors and warnings for the award in the Validation Results region and fix the issues. Then, update the awardcontract to create contract line and contract project linkages. After a contract line is created, you must update the contractonly in Enterprise Contracts and not in Grants Management. Once you create a Grants contract class award in EnterpriseContracts, you can't delete it. Additionally, once you create the primary sponsor, currency, and start date of the awardcontract in Enterprise Contracts, you can't update them.

When you validate an award, a validation time stamp is created, which you can use to track when the award was lastvalidated. If you update the award and award objects after that period, you can validate the award again by refreshing andverifying the validation results.

Import AwardsYou can import awards, award projects, award funding, and other award details from third-party applications into the Awardswork area by using the Import Awards macro-enabled Excel workbook template and running a few scheduled processes. TheExcel template is part of the External Data Integration Services for Oracle Cloud feature.



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For more information on the Import Awards Excel workbook template, see the File-Based Data Import for Oracle ProjectPortfolio Management guide.

To import the awards:

1. Prepare your data in the ImportAwards macro-enabled Excel workbook template.2. Click Generate CSV File in the template to create a comma-separated values file of awards.3. Navigate to the Scheduled Processes page.4. Submit the Load Interface File for Import process to load the awards data from your CSV file into the applications

related open interface tables.5. Submit the Import Awards process to bring the data into the Awards work area from the open interface tables.

Note: You can import awards with or without the award-related objects, but you can't import the award-relatedobjects separately.

Parameters for Load Interface File for Import ProcessFrom Award Number

The first award number in the range of awards provided for importing and processing awards and award-related objects.

To Award Number

The last award number in the range of awards provided for importing and processing awards and award-related objects.

Report Success Details

Indicates whether to include the successfully imported awards and award-related objects in the Import Award Report outputreport.

Output ReportsAfter the Import Awards process is complete, the Import Awards: Generate Reports process automatically runs and createsthe following output reports:

• Import Award Report: Lists the successfully imported awards and award-related objects and the awards that failedthe validations.

• Import Awards Rejections: Provides details about the awards that failed the validations. The application generatesthis report only if the process results in errors.

Review the output reports and repeat the following steps until you import all the required award data successfully:

• Correct the errors in the Import Awards Rejections report.

• Generate CSV files for the corrected awards and award-related objects.

• Upload the CSV files into the open interface tables.

• Submit the Import Awards process.



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FAQs for Award Management

How can I get access to a business unit to create an award andcontract?When you create an award, you automatically create a contract. To create contracts, you must be defined as a resource withthe Contract Administrator role in the same business unit as the contract.

Your implementation administrator adds you as a resource for contracts in the Setup and Maintenance work area. Openthe Manage Resources task and create a resource. Search for the person, then add the person as a resource. Select theContract Administrator role and add an organization that's mapped to the contracts business unit.

How can I set up a home page of my preference in the Awards workarea?You can define your preferred home page using the Grants Management Preferences option. From the navigator, select theSet Preferences option and click Grants Management Preferences. You can select Award Overview or Manage Awardsdepending on your preference. The next time you navigate to the Awards work area, the selected home page will appear.You can change the home page preference whenever you want.

What happens when I create an award?When you create an award, a contract is automatically created for the award in Enterprise Contracts. You can't edit the basicaward details in Grants Management, but can edit them in Enterprise Contracts except for the following attributes:

• Primary sponsor

• Start date

• Currency

Where does the default burden schedule for the award come from?The default burden schedule comes from either the sponsor, grants business unit implementation options, or the awardtemplate. If needed, you can change the burden schedule on an award.



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What's the precedence in which the Create Burden process checksthe burden schedule to calculate burdening?To calculate burdening, the Create Burden process checks:

1. The burden schedule that's assigned to the award project top task.2. If no burden schedule is assigned to the award project top task, then it checks for the award project's override

burden schedule.3. If no override burden schedule is assigned to the award project, then it checks for the award project's burden

schedule.4. If no burden schedule is assigned to the award project, then it checks for the award's burden schedule.

Who is the default external contact in award personnel?The primary contact of the sponsor becomes the default external person in the award personnel.

What's the difference between the award end date and award closedate?Award end date is when the award comes to an end.

Award close date is after the end date of the award. You can enter award transactions until the award close date. Based onthe Days to Close business implementation option, the award close date is tracked. For example, if the Days to Close valueis 90 days and the award end date is 31 December 2015, then the award close date is 31 March 2016.

What happens if the award contract numbering is automatic?When the contract numbering is automatic, you can't enter the award number because contract number is taken as theaward number. If the contract numbering is manual, then you can enter the award number and the same number is taken asthe contract number.

Define the contract numbering method in the Manage Contract Types page in Oracle Fusion Enterprise Contracts.

What's cost share?Costs that are provided additionally by internal departments or third-party contributions to assist a federally funded researchproject.

You can associate multiple projects to the internal funding source to indicate the different internal funding sources.

Sponsors can mandate cost sharing because of statutory or program regulations. Usually, internal costs aren't eligible forbilling or overhead recovery. The internal costs are subject to the same policies governing allowable charges as other costs inthe approved budget.



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Can I assign a project only to the internal funding source?Yes, for awards that are enabled for cost sharing, you can assign a project only to the internal funding source.

If you select a project or project template that's associated to a billable project type, but the project is assigned only to aninternal funding source, then the cost transactions for the internal funding source are set to nonbillable. Additionally, theprojects associated to the internal funding source aren't assigned to the contract.

What's the difference between base and supplemental issues?When you create funding for a budget period and funding source, you specify the issue type based on funding reasons.The funding source initially allocates some funding for the original issue in a budget period and is called the base issue. Theadditional funding for the same budget period are supplemental issues.

A funding can have only one base and many supplemental issues for a budget period.

Can the award funding amount be less than the award project budgetamount?No, the funding amount can't be less than the budget amount. Conversely, budget amount can't be more than the fundingamount.

How can I update the contract line and contract project linkage?If you already updated the award contract, then you can't modify the contract details in Oracle Fusion Grants Management.However, you can update the contract in Oracle Fusion Enterprise Contracts.

Why can't I delete tasks or update project dates for a sponsoredproject?You can't delete tasks if transactions exist for the sponsored project. Additionally, you can't update the project dates for asponsored project if transactions exist outside the project dates.

Where do bill plan attributes come from in the Update Contractwindow?The default bill plan attributes of an award in the Update Contract window are defined in the grants business unitimplementation options. You can change the attribute values if required.



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The bill plan attributes include the invoice and revenue methods, billing cycle, payment terms, labor method, nonlabormethod, and event method formats, and the LOC document number.

Why can't I delete a project from an award or delete a funding sourcefrom an award project?You can't delete a project from an award or a funding source from an award project, if expenditure items or commitmentsexist for the award, project, and funding source.

What happens if you submit an award?The application validates and submits the award and updates the contract by creating a contract line and contract projectlinkage. You can review and change the bill plan attributes, if required.

What's the contract status of an active award?Under amendment or active.

How are CFDA programs associated with an award?Import CFDA programs using the Microsoft Excel import feature, or define the relevant programs and associate them to theaward in the Manage Award Details page.


Chapter 3Awards and Award Projects

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3 Awards and Award Projects

Award and Award Project DetailsGrants administrators and principal investigators can review information about awards and award projects on the ManageAwards page.

Managing Awards and Award ProjectsReview the awards on the Manage Awards page to determine the number of active awards and their projects. Determine howmany projects are overspending or underspending.

You can also create an award by clicking the Create icon. Alternatively, click Create Award from Template to create an awardusing an existing award template. To review or update the financial details of an award and its associated projects, use theaward number link in the Award table to navigate to the Award Overview page.

Tip: If the award that you want to review doesn't appear in the Awards table, click the Show Filters option tosearch for the award. The saved search displays the 20 most recent awards by default. Click the Show Filtersoption to view personalized options.

Related Topics

• Award Creation

• Award and Award Project Validations

• Award Review Validations

Important Date CategoriesSome of the key dates in managing an award are tracked in the Awards work area and award Overview pages. For example,if an award or award project is ending in week, it's indicated with an icon followed by the details. You can update the enddate or take other actions before it ends.

Date CategoriesSpecify the categories for important dates in the Awards work area and track the important dates for your awards. Thefollowing table describes the date categories for an award.

Date Category Description

Awards or award projects

Ending in seven days

Draft Awards

Validated but the related contract isn't active



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Date Category Description

Certifications

Expiring in seven days

Personnel

HCM assignment of award personnel ending in seven days

The award Overview page includes the ending and end-dated awards, projects, certifications, and personnel.

Federal Financial Report ProcessThe Federal Financial Report process tracks the financial information of awards and generates a report in a standard layoutas specified by the federal agency. You can run this process for a single award or multiple awards within or across businessunits.

Note: The principal investigator can’t generate the federal financial report.

Ensure that you provide the following parameters to process the award financial data and generate the report:

ParameterBusiness Unit

Name of the business unit.

Award Name

Name of the award. Not required when you process multiple awards.

Sponsor

Name of the sponsor. Required when you process multiple awards. When the award uses a letter of credit, the LOC Numberappears. The sponsor award number and document number are listed in the Federal Grant Number field when you processsingle and multiple awards, respectively.

Institution

Name of the institution. Required when you process multiple awards.

Certifying Official

Authorized person who signs on the federal financial report when submitting it to the federal agency

Report Date

Date when the report is generated and submitted to the federal agency.

Period End Date



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End date of the reporting period. For example, 31 March is the end date for quarterly report.

Report Type

Type of report such as Annual, Semi-Annual, Quarterly, or Final.

You can provide the Total Recipient Share Required, Total Federal Program Income, Program Income expended inaccordance with the deduction alternative, and Program Income expended in accordance with the addition alternativeparameters, if available.

FAQs for Awards and Award Projects

What awards appear in the Awards work area?Depending on the user role, the awards and related award projects are displayed in the Awards work area. For example, ifyou're both a grants administrator and a principal investigator, you can view the awards in the Awards work area for all thebusiness units that you're assigned to and also the awards for which you're the principal investigator.

The following table describes the roles and the corresponding awards and award projects that are displayed in the Awardswork area.

Role Awards and Award Projects Displayed in Awards Work Area

Grants Administrator

Awards within a business unit that are assigned to the user

Principal Investigator

Awards assigned to the user as of current date

Grants Department Administrator

Awards belonging to organizations that are assigned to the user

Award Participant

Awards assigned to the user

Where does the award project data in the graphs that appear on theAward Overview page come from?Based on the actual burn rate percentage, the graphs on the Overview page in the Awards work area display award projectdata in the following order:

• Overspending projects

• Underspending projects

• On track projects

You set the burn rate thresholds when you define the grants business unit implementation options. The award project dataisn't sorted by the overspent amount value.



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What's projected spend percentage?The projected spend burn rate is the amount currently spent, and what it will be when projected out for the remainingduration of the award.

The following images describe the formula used to calculate projected spend percentage and the legend that containsdescriptions of the values used in the formula.

Remaining Cost Remaining DaysExpenses

Days Spent( )=

Budget= (Expenses + Remaining Cost)( ) 100Projected Spend

Percentage

*

*

Expenses Commitments Actual Costs= +

Days Spent Current Date Start Date= -

Remaining Days

Current Budget Period End Date

Current Date= -

The start date is the award start date in awards that are enabled for expanded authority. In awards that aren't enabled forexpanded authority, the start date is the current budget period start date.

What are the project spending statuses?The following table describes the spending status of an award project. The status indicates whether an award project isunderspending, overspending, or on track:

Project Spending Status Description

Underspending

Award projects that are at spending risk with the assigned budget amount considering the budgetspent till the current budget period.



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Project Spending Status Description

Overspending

Award projects that are overspending the assigned budget amount considering the budget spent tillthe current budget period.

On track

Award projects that are spending within the threshold limit the assigned budget amount consideringthe budget spent till the current budget period.

How do I determine the overspending and underspending limits?Overspending and underspending are burn rate indicators. The burn rate indicator threshold limits are specified at thebusiness unit implementation options level, which is applicable to all the awards within the business unit.

What's the breakdown of funds consumed?Funds consumed amount is the allocated cost comprising commitments and actual costs for the award project.

When viewing funds consumed amount for the award project, commitments from Oracle Fusion applications are trackedseparately by document type, while the document types of commitments from third-party applications are grouped andshown as external commitments.

Why can't I view the financial details of an award?You can't view the financial details of an award in the following scenarios:

• If a project isn't associated to the award

• If budget periods aren't defined for the award

• If the Update Award Performance Data process isn't run and award data isn't yet summarized by budget period

Budget amount is available only if the current baseline budget version exists for the approved cost budget.

How can I ensure that a user can access and manage only theawards and projects of a particular organization, not those of theentire business unit?You can assign the Grants Department Administrator role so that the user can mange only those awards and projects thatbelong to a particular organization in a business unit, instead of all the organizations of the business unit.

If the project organization isn't the same as the award organization, you can assign the user to the project organization usingthe Project Administrator role and Project Organization Classification context on the Manage Data Access page in the Setupand Maintenance work area.

To grant data access to the Grants Department Administrator role, assign the user to the Award Organization Hierarchycontext available to the role and provide the organization hierarchy, version, and starting organization. The starting



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organization can be any node in the organization hierarchy. If you select a higher level organization, then the user can accessawards that belong to the starting organization and any of the organizations beneath the starting organizations.

Only organization hierarchies, which are assigned to the project business unit on the Define Project Business UnitImplementations page, are available as organization hierarchies on the Manage Data Access page for Grants departmentadministrators and the Award Organization Hierarchy context. Only the award templates and project templates belonging tothe organizations in the award organization hierarchy are available to a user with the Grants Department Administrator role tocreate awards or projects.

How can I collaborate with my research team on award-relatedissues?Use the Social link in the awards work area to have conversations with award stake holders on award-related issues. TheSocial link is available if you enabled integration with Oracle Social Network Cloud Service.

Consider the following examples:

You're a principal investigator on an award conducting a research project. You have concerns on the availability of funds toprocure some laboratory supplies. The issue resolution requires collaboration between the award members. You can create aconversation and invite the grants administrator and grants accountant and other members to the award discussion.

After preparing the federal financial report, the grants administrator initiates a conversation with the principal investigator ofthe award to review the report and provide feedback. After incorporating the suggestions, if any, the grants administratorsubmits the federal financial report to the sponsor.

Conversations are online discussions that include messages, comments, and documents. The conversation participants givetheir views, provide information, and upload documents. Information is shared as if everyone were working together in thesame room.

Related Topics

• What does social networking have to do with my job

Why don't the actual and commitment amounts of the award projectmap to what I budgeted?The planning resource breakdown structure selected for creating the budget isn't the same as the primary reporting resourcebreakdown structure.

The planning resource breakdown structure is used for budgeting, and the reporting resource breakdown structure is usedfor summarizing reporting data. To compare actual and commitment amounts of the award project, you must use the sameplanning and reporting resource breakdown structure.

http://www.oracle.com/pls/topic/lookup?ctx=fa19c&id=OACPR1129569



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Which budget version is used for reporting financial information?The current baseline version of the approved cost budget for the award project.

Tip: To view control lines on the Overview page for the award, enable budgetary controls on the financial plantype.

What's the overspent amount for an award?The application calculates the award project overspent amount by considering the amount spent and elapsed time inconjunction with the settings specified in the burn rate thresholds of the Manage Grants Management Business UnitImplementation Options page.

The following image describes the formula used to calculate overspent amount.

Consumed Amount

Budget Amount

Time Spent Percentage

Threshold Value- ( Overspent

Amount = )* *

The time spent percentage is the ratio of days spent to the total number of days.

How do I define the financial plan type to create an award projectbudget?Define the financial plan type to create approved cost budgets for award projects by selecting the following options:

• Set the financial plan type as the default award financial plan type

• Enable the financial plan type for budgetary controls

Don't enable workflow approval for the financial plan type.

Why are the burden costs in the Federal Financial Report differentfrom burden expenditure item costs?The costs that result by using a burden cost code, which is set to report as direct cost in the Federal Financial Report, aredifferent from the expenditure item cost.

For example, you can track fringe benefits for salary as direct costs. Hence, burden costs which have the burden cost codespecified to report as direct cost are tracked as the direct cost in the Federal Financial Report.



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How can I track the burden cost as direct cost in the FederalFinancial Report?Specify the burden cost code to report the cost as direct cost in the Manage Burden Cost Codes page. This burden costis reported as direct cost in the Federal Financial Report in Oracle Fusion Grants Management. However, this is stored asburden cost in all other pages of the application.


Glossary

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Glossary

CFDA Number

Abbreviation for Catalog of Federal Domestic Assistance Program Number. A database of all federal programs available tostate and local governments, including the District of Columbia, federally recognized Indian tribal governments, territories, andpossessions of the United States as well as domestic, public, and private profit and nonprofit organizations and institutions,specialized groups, and individuals.

conflict of interest

Conflict complies with the policy of the institution. Grants personnel are indicated if the person completed the conflict ofinterest review.

exemption number

An exception given to the award and award project certifications to be exempt from protocol approvals. Exemption numberindicates that the research involves minimal risk and meets criteria specified by federal regulations.

expanded authority spending

Award funding authorized to spend budget across budget periods. Funds are carried over from one period to another.

flow-through funds

Awards given to subrecipients from federal or nonfederal agencies. Amount funded to the primary award that's associatedwith the subaward.

funding sources

External or internal entity providing the financial support to conduct research projects.

institution

A higher-level internal entity receiving grants and awards to conduct research projects.

LOC

Acronym for Letter of Credit. A mechanism to request cash from various federal agencies based upon disbursements.Grantees are provided a single letter of credit with each of the sponsoring agencies.

organization credit

Credit percentage an organization receives either at the award or award project level.

pre-award spending

Award funding authorized to spend the budget for expenditures incurred even before the award is formally received. Awardgrantees may establish a fund and incur costs up to 90 days in advance of the anticipated start date of the award.


Glossary

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principal investigator

A qualified person designated by an applicant institution to direct a research project or program and who usually writes thegrant application. Attends to scientific and technical aspects of a project. The primary responsible person for research work.

restricted authority spending

Award funding authorized to spend budget within the budget period. Funds aren't carried over from one period to another.

Documents

Using Grants Management Cloud Oracle Project …...Oracle Project Portfolio Management Cloud Using Grants Management Preface i Preface This preface introduces information sources that