Overview

Projects & Grants Management (PGM) has 16 unique conversion objects:

  1. Projects (Sponsored, Capital, Faculty)* - Projects are the “body of work” and are defined with a start and end date, associated personnel, and a budget. In the future, project codes will translate to projects.
  2. Budgets (Sponsored, Capital, Faculty)* - Each project has an associated budget that can be broken into spending allocations by Expenditure Categories (similar to current-state Subs) and funding source (internal or external).  
  3. Costs (Sponsored, Capital)* - Costs are the expenditure items on a project. We will convert these summarized at the object code (future state Natural Account or Expenditure Type) level. PGM maintains detailed project costing information in the subledger.  
  4. Awards (Sponsored, Capital, Faculty) - Awards act as the “umbrella” for one or many projects. They dictate funding sources and general details about the award, including terms & conditions and demographic information. Each Project, including any Capital or Faculty Funds projects, will have an associated Award. We are primarily pulling the Sponsored Projects information from Peoplesoft for EMF Awards, and we are creating new Awards for Faculty and DFSS projects. 
  5. Assets - Assets are the items being built by either a Construction or Fabrication project. They will be transferred to Fixed Assets as they are ready to be capitalized. We are gathering this information from the DFSS and the Equipment teams. 
  6. Billing Events - Billing events represent the total amount that has been previously invoiced on an Externally Sponsored Grant or Contract. The conversion object for this allows us to start in the new system with an understanding of what has already been billed to a sponsor so we can continue to bill from there. 
  7. Cash Receipts - Receipts go hand-in-hand with billing events, and represent the total amount we’ve received from an external sponsor related to an EMF Project and Award. Note that this conversion object only exists for Sponsored Projects and Awards, not for internally-funded projects. 
  8. Sponsors - Sponsors represent the listing of Sponsoring Agencies currently funding Grants and Contracts. We are using Peoplesoft and REMS data for this conversion. 
  9. Grants Personnel - Grants Personnel defines who we can assign as a Principal Investigator on an Award. We use existing Job Title Codes and a review of PIs with exceptions in ORBiT to drive this conversion. 

* Requires departmental partnership and clean-up activities

Department Engagement

The PGM team compiled a list of departments requiring participation in PGM conversion based on the following parameters:

  • Faculty FTE allocation
  • Sponsored project administration
  • DFSS / Capital Projects
  • Additional departments with activities that are likely eligible for PGM, as identified by divisional CFOs

The PGM team has divided the campus PGM population into five distinct waves for initial data clean-up activities, which enables the team to fine-tune and adjust the conversion approach based on lessons learned in each wave. All five waves have completed initial clean-up activities as of August 2023, so we have now merged waves 1-4 into a broader GUS-user group and wave 5 into a Non-GUS group for further engagement.

Timeline

Conversion dates and deadlines for additional clean-up and upcoming cycles.

GUS Users

 

Non-GUS Users

 

Upcoming events

  • Office hours: Mondays and Wednesdays from 9:05-10 a.m.

Resources

Instructions and Reference Materials:

PGM Project Criteria

Past Workshop Materials: