Overview
What is PGM?
Project and Grants Management (PGM) is a module within Oracle Financials Cloud (OFC) that allows users to identify projects and associated awards. Simply put, PGM is a way to group together and report on detailed costs, streamlining processes for maintaining information.
Our scope currently includes Sponsored Projects (encompassing external Grants and Contracts), Faculty Funds (including Startup, Retention, and Discretionary funding allocated to faculty), and DFSS or Capital projects.
Project Criteria
If a project meets any of this criteria, it should be tracked in PGM:
Externally funded by an award notification or other agreement made through the Office of Research (i.e. Sponsored Project, a policy-defined activity)
Funding allocated to a Senate faculty member that requires dashboard level reporting and recurring transactional approval from PMs and PIs
One of the following:
A) Capitalizable
B) Construction project
C) Feasibility study managed by FM or D&CS
Body of work defined for a period of time during which there will be a significant number of transactions, plus one of the following:
A) Multi-fiscal year Inception-to-Date reporting required
B) Internal reporting needs are not met by referencing another CCOA segment value
Important Cutover Deadlines for Future PGM Projects
Sponsored Projects
May 31: Cutoff for Sponsored Project Budget updates via GUS and/or TOSF
- Note: Any updates after this date will not convert from legacy systems and must be handled post-go-live in OFC using new processes
June 1: Deadline to ensure all data is current in GUS for PGM conversion AND ensure any remaining issues identified during pre-validation cycles have been resolved
June 15: Deadline to complete GUS reconciliations (allocations and expenses) through 5/31/25 for all projects associated with active sponsored awards
- Failure to complete reconciliation may result in the following issues:
- Sponsored Project Budgets
- Budgets may not load into OFC, blocking spending at go-live
- Open POs may not carry over properly due to failed encumbrance creation
- Budgets may exclude funding received to-date, requiring post go-live correction
- Sponsored Project Costs
- Cost comparison sheets will lack accurate data from GUS to aid accurate allocation of PeopleSoft costs to projects
- Cost allocations can still proceed via cost comparison sheets, but reconciliation between PeopleSoft data and GUS records may be incomplete
- Sponsored Project Budgets
June 25: Deadline to submit final cost comparison sheets for May 2025
Faculty Funds Projects
June 1: Deadline to enter approved end date extensions for internal awards in GUS (or in Wave 5 PGM data conversion sheet for non-GUS departments)
June 15: Deadline to complete reconciliations or balances through 5/31
- Applies to all projects flagged for PGM conversion
- Reconciliations must be completed in GUS or in Wave 5 PGM data conversion sheet (for non-GUS departments)
- If the reconciled balance as of this cutoff date is $0 or less, the project will not be converted to PGM
Faculty Start-up & Retention Funds
May 20: Deadline to report expenditures for April 2025
Benefits of PGM
- Access to the most up-to-date information, allowing you to better serve your departmental constituents
- Reduced redundancy of data entry
- Simplified reconciliation process
- Integration with other campus systems
- Expanded functionalities for indirect cost generation, budgetary control, lien/commitments, and reporting (e.g. dashboards)
Future Design Examples
As a reminder, our design focuses on the Award - Project – Task relationship.
Sponsored Awards
Non-Sponsored Faculty Awards
Current Progress
The PGM team is working to ensure future processes are consistent, streamlined, and meet the needs of campus. Currently, we are completing the design for future-state tracking of Faculty Discretionary funding and working with our Business Process Design team to identify areas of improvement. We look forward to additional interaction with department users to gather feedback as these designs are finalized.
In addition, 77 departments on campus are participating in shadow system data clean-up activities, working closely with the PGM team to identify, clean up, and collect appropriate departmental data for conversion into OFC. Visit the PGM Data Conversion page to learn more about ongoing conversion efforts.
Frequently Asked Questions
Visit the FMM FAQ page for answers to common questions regarding the transition to Oracle Financials Cloud, sunsetting GUS, the new CCOA structure, and more.