Projects

Overview

Projects represent the primary financial unit within GUS. They are specific to a single account fund and are comprised of one or more subs. The accounting structure of GUS adds two fields to the structure from central accounting. The two fields are Project and cost types (shown in the following table):

University: Location → Account → Fund → ________ → sub → ___________ → Object
GUS: Location → Account → Fund → Project → subcost types → Object

Projects allow for the management distinct pools of money within a single Account/Fund, while Cost Types allow for an aggregated reporting on similar object codes. Additionally, projects may be grouped into Cost Centers to address the need to group projects across multiple LAFs.

A Project is a means of organizing and tracking awards including their budgets, expenses, personnel, applicable award conditions everything necessary to manage an award, its progress, any changes or updates, and ultimately its close. The Project Module is the basic financial unit in GUS.

Often a single project will correspond to an account-fund combination, but a single account and fund might be broken into many projects (e.g. departmental 19900 funds).

Project Tasks

  1. Create a project

  2. Fund a project

  3. Manage a project

    • manage a fiscal year project
    • manage an intramural project

Creating a Project

Depending on the departmental activities, the Project may actually begin it’s life as an awarded proposal. In which case, you will be prompted to create a new project from the proposal screen. When a project is created in this way, much the setup has been done

Note

There are many different strategies behind the project setup. Different GUS users have developed methods to meet their unique needs.

Here we present a typical use-case.

If you are starting a project from scratch, a new project can be set up in only a few steps:

  • From the Projects menu, select Projects
  • Click on the ‘New Project’ button at the bottom of the window.

Note

Alternately, if the project is similar to ones already established, you can select one and copy it to a new project, editing for changed information.

new-project

New projects require the following information:

setup-project

  1. Account-fund
  2. Project name
  3. Award & Funding Start/End dates

Funding a project

Projects are funded through project increments, which can be allocated to specific subs or cost types.

FAQs

Which Projects should use fiscal years?

Fiscal year designations should generally not be used on extramural funds because they are not limited by fiscal years. A grant may last 5 years, for example, and while funding increments may be received in each fiscal year the project as a whole is not associated with a particular fiscal year.

Departmental funds, however, are rolled up into sub 3 every year by accounting and must be re-allocated for the new FY. Also, some departmental funds (recharge funds) are collapsed into sub 8, and gift funds are not consolidated, but only the balance forward is reallocated in the sub in which the balance exists in the next fiscal year. therefore you should use fiscal years on these types of funds.

Use of fiscal years only in Projects which will be affected by the accounting roll-up process makes the carry-forward process in GUS much easier.

How do I delete a project?

Warning

DELETING PROJECTS IS PERMANENT! If you’re really sure that you need to delete a project, follow these steps:

  1. Log in as administrator

    • Go to the Utilities > Admin Projects menu to bring up the Admin Projects screen
    • Select the project(s) to be deleted (you can use the Select tools to drill-down to the appropriate records, or select a set containing the records to be deleted and choose them one at a time)

    Note

    All actions shown in the Actions column will be performed on the corresponding records when you click Perform Actions, so to prevent unintended actions from being executed on unrelated records, you should clear the actions on all visible records before proceeding.

  2. To clear the Actions column for all visible records:
    • Click the Actions button
    • Choose None
    • On the popup window click Set Action
  3. To delete all shown projects (otherwise skip to #5):
    • Click the Actions button
    • Choose Delete Project
    • On the popup window click Set Action
  4. To delete individual projects one at a time:
    • Double-click a project to be deleted
    • In the Project Setup screen click the Action button
    • Choose Delete Project
    • On the popup window click Set Action
    • Click OK
    • Repeat for each project you wish to delete
    • When the Actions field for all appropriate projects have been set to Delete Project, click the Perform Actions button
    • On the popup window, click Set Action
  5. Log out as administrator and log back in as yourself

Overhead (indirect cost) rates

Projects are setup with funds and overhead rates that will sometimes change.

Updating

Updating an overhead rate on an existing project is a 2 step process:

  1. Change the overhead on the related subs on the Budget tab of the project screen

    oh-sub

  2. Run the check overhead utility:

    oh-check

    Enter the project code to look up the data then:

    1. Check the OH rates, and review the discrepancies

    2. When you are ready, click on Update OH rates

      oh-steps