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OGA OPEN FORUM

OGA OPEN FORUM. WELCOME. Oregon Health & Science University. Sponsored Projects Administration. Administrative Systems Evolution: ’92. Local Optimization. Systems Integration. System Optimization. Administrative Systems Evolution: ’92 ’93 ’96 ’99 ’00 ’01 ’02. ’93 v9.3 ’96 v10.5

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OGA OPEN FORUM

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

  2. Administrative Systems Evolution:’92

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

  4. Major Milestones/Timeline Summary Administrative Systems Integration Project

  5. TOP 10 Changes • New Integrated Oracle Application • Grants/Contract Account Structure Changes • Uses for New Grants Aliases • Encumbrance Accounting • On-line Award and Project Status Inquiry

  6. Top 10 Changes continued… • Budgetary Control • Updated Forms • New Reports • New Terminology • OGA Training

  7. Segments Description Example P Project Primary 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 digit 1 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

  8. P O E T A Project Number Organization Expenditure Type Task Award Number GSURG0001A - SM.General Surgery - GR-Unclassified - 1 - ASURG0001 Salaries AWARD ASURG0001 PROJECT GSURG0001A PROJECT GSURG0001B TASK 1 TASK 88 TASK 1 TASK 88 Expenditures Payroll Accrual Expenditures Payroll Accrual

  9. OGA Goes Live April 1st All HOLDS must be resolved by departments prior to March 22nd. 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 22nd must contain both the old grant FOMOPPL and the new POETA. New grant aliases cannot be used. On April 1st, 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 1st when users will manage their accounts within the new OGA system • April 1st – 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. 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. Last Day to Submit Journal Entries (JE) and Feeds containing Grant FOMOPPL accounts to CFS & Fiscal Services OGA Training Begins March 1 – 22 March 7 March 8 March 12 March 13 March 16 March 22 March 25 March 26-29 April 1 OGA Open Forum 9:00 – 10-30am SON Auditorium Room 144 OGA Open Forum 2:00 – 3:30pm OHSU Auditorium (Formerly Old Library Auditorium) Use New Grant Aliases with Corporate Express No Requisitions for Grant Accounts Use New Grant Aliases for TACS

  10. OGA: Go-Live and Beyond • 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 4/1/02 5/1/02 6/1/02 7/1/02 9/1/02 New grants set-up with Allowed Cost Schedules Payroll encumbrances available in OGA (Salaried and Hourly) employees 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

  11. The OGA Inquiry Responsibility

  12. REPORTS Project Status by Expenditure Category Project Status by Expenditure Type Award Status by Expenditure Category Award Status by Expenditure Type

  13. Access Form New OGA Access Form

  14. DATE DATE DATE TIME TIME TIME ROOM ROOM ROOM April 3 April 16 March 13 9:00 - 12:00 1:00 - 4:00 1:00 - 4:00 BICC 122 BICC 122 BICC 121 March 14 April 17 1:00 - 4:00 9:00 - 12:00 BICC 122 BICC 122 April 3 1:00 - 4:00 BICC 122 March 19 1:00 - 4:00 BICC 122 April 17 April 4 1:00 - 4:00 9:00 - 12:00 BICC 121 BICC 122 March 20 1:00 - 4:00 BICC 122 April 18 9:00 - 12:00 BICC 121 April 4 1:00 - 4:00 BICC 121 March 21 1:00 - 4:00 BICC 122 April 9 April 18 1:00 - 4:00 9:00 - 12:00 BICC 122 BICC 121 March 26 1:00 - 4:00 BICC 121 April 23 1:00 - 4:00 BICC 122 April 9 1:00 - 4:00 BICC 122 March 27 1:00 - 4:00 BICC 120 April 24 1:00 - 4:00 BICC 122 April 10 9:00 - 12:00 BICC 122 March 28 1:00 - 4:00 BICC 122 April 25 1:00 - 4:00 BICC 122 April 2 9:00 - 12:00 BICC 122 April 10 1:00 - 4:00 BICC 122 April 30 1:00 - 4:00 BICC 122 April 11 1:00 - 4:00 BICC 122 April 2 1:00 - 4:00 BICC 122 April 16 9:00 - 12:00 BICC 122 OGA Training Calendar

  15. OGA Resources Oracle Help Desk: 503.494.4524 www.ohsu.edu/ra/spa/spaoga.htm www.ohsu.edu/admin-asip

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

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

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