oga open forum oregon health & science university sponsored projects administration welcome

OGA OPEN FORUMOGA OPEN FORUM

Oregon Health & Science UniversitySponsored Projects Administration

WELCOMEWELCOME

SMS GLAccrual Based

ESI/HBOCINV - Med/Surg

OUS GLCash Based w/Encumbrances

Vendors

POs

Invoices

OHSU Departments

PatientBillings

Delivery

OUS PO/AP

Hospital University

Non-Patient

SCT/BannerPayroll

SCT/BannerStudent AR

UniversityDepartmental

Financial Rprts

HospitalDepartmental

Financial Rprts

OUS FinancialStatements

Hospital FinancialStatements

RequisitionsC

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SMS PatientAR

Dataease FAESI/HBOCINV - Rx

UniversityFinancial

Statements

PrologicINV - RSS

Great PlainsINV - DBK

Receipts

Administrative Systems Evolution: ’92

Administrative Systems Evolution: ’92 ’93 ’96 ’99 ’00 ’01 ’02

Local Optimization

System Optimization

Systems Integration

’93 v9.3

’96 v10.5

’99 v10.7

’00 v11.03

‘01 v11i

’02 v11i

Vendors

Fax POs

PatientBillings

Delivery

Hospital University

SCT/BannerStudent AR

OHSUDepartmental

Financial Rprts

OHSU FinancialStatements

On-Line RequisitionsC

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SMS PatientAR

On-Line ReceiptsOHSUDepartments

Oracle GL PA AP

Oracle INV -DBK, RSS

Point of Sale

Oracle CM

Oracle FA

Oracle INV -Med/Surg Rx

HRMSDatawarehouse

Oracle HRPAY, LD, AB

Oracle OGA ARPSB

FinancialsDatawarehouse

Oracle IP5

eCommerce


Major Milestones/Timeline Summary

Jan 00 Jul 02

11/6/01Upgrade 11.03 to 11i

GL, FA, (IBS), CEAP, PO, INV, (CMS), PA

3rd Higher Ed Inst on 11i??

7/1/01Convert COA:

FOOS to FOMOPPLOAUG Advised Reinstall

6/6/00Upgrade 10.7 to 11.03

9/15/00FA Goes Live

in 11.03

7/23/01HR/PAY DW Goes Live1/15/01

INV Goes Live forMed/Surg in 11.03

2nd Hospital in Nation

4/1/02Grants Goes Live

11/13/01HR Goes Live

1/4/02PAY, LD, AB, AR Goes Live

3/1/0211i DW Goes Live

11/20/01IP5 Pilot

Administrative Systems Integration Project


TOP 10 Changes

1. New Integrated Oracle Application2. Grants/Contract Account Structure

Changes3. Uses for New Grants Aliases4. Encumbrance Accounting5. On-line Award and Project Status

Inquiry


Top 10 Changes continued…

6. Budgetary Control7. Updated Forms8. New Reports9. New Terminology10.OGA Training

P O E T A

Segments

Description Example

PP Project Primary unit of work

G + 4 digit alpha dept code + 4 numeric digits + suffix

GSURG0001A

OOOrganization

Department who is responsible for the award

Alpha description

SM.Surgery

EE Expenditure Type

Item being charged

GR- + Alpha description

GR-Lab Supplies

TT TaskTask 1 will be used for all current expenditures

1 numeric digit

1

AA 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

AWARDASURG0001

PProject Number OOrganization EExpenditure Type TTask AAward

Number GSURG0001A - SM.General Surgery - GR-Unclassified - 1 - ASURG0001

Salaries

PROJECTGSURG0001A

PROJECTGSURG0001B

TASK 1TASK 1 TASK 88 TASK 88

Expenditures ExpendituresPayroll Accrual

Payroll Accrual


OGA Goes Live April OGA Goes Live April 1st1stOn 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

OGA Open Forum 9:00 – 10-

30amSON Auditorium

Room 144

OGA Open Forum 2:00 – 3:30pm

OHSU Auditorium(Formerly Old

Library Auditorium)

March 1 – 22 March 7 March 8 March 12 March 13 March 16 March 22 March 25 March 26-29 April 1

Use New Grant

Aliases with

Corporate Express

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.

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.

April 1st – OGA is live

Campus begins using the new POETANew ReportsThe 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.

No Requisitions

for Grant Accounts

OGA Training Begins

Use New Grant Aliases for

TACS

Last Day to Submit Journal Entries (JE)

and Feeds containing Grant

FOMOPPL accounts to CFS & Fiscal

Services

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

OGA: Go-Live and OGA: Go-Live and BeyondBeyond

4/1/02 5/1/02 6/1/02 7/1/02 9/1/02

•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

Payroll encumbrances available in OGA (Salaried and Hourly) employees

New grants set-up with Allowed Cost Schedules

The OGA Inquiry Responsibility


REPORTS

Project Status by Expenditure Category

Project Status by Expenditure Type

Award Status by Expenditure Category

Award Status by Expenditure Type


Access Form

New OGA Access Form

http://www.ohsu.edu/ra/spa/spaoga.htm


OGA Training Calendar

DATE TIME ROOM

March 13 1:00 - 4:00 BICC 121

March 14 1:00 - 4:00 BICC 122

March 19 1:00 - 4:00 BICC 122

March 20 1:00 - 4:00 BICC 122

March 21 1:00 - 4:00 BICC 122

March 26 1:00 - 4:00 BICC 121

March 27 1:00 - 4:00 BICC 120

March 28 1:00 - 4:00 BICC 122

April 29:00 - 12:00

BICC 122

April 2 1:00 - 4:00 BICC 122

DATE TIME ROOM

April 39:00 - 12:00

BICC 122

April 3 1:00 - 4:00 BICC 122

April 49:00 - 12:00

BICC 121

April 4 1:00 - 4:00 BICC 121

April 99:00 - 12:00

BICC 122

April 9 1:00 - 4:00 BICC 122

April 109:00 - 12:00

BICC 122

April 10 1:00 - 4:00 BICC 122

April 11 1:00 - 4:00 BICC 122

April 169:00 - 12:00

BICC 122

DATE TIME ROOM

April 16 1:00 - 4:00 BICC 122

April 179:00 - 12:00

BICC 122

April 17 1:00 - 4:00 BICC 122

April 189:00 - 12:00

BICC 121

April 18 1:00 - 4:00 BICC 121

April 23 1:00 - 4:00 BICC 122

April 24 1:00 - 4:00 BICC 122

April 25 1:00 - 4:00 BICC 122

April 30 1:00 - 4:00 BICC 122


OGA Resources

Oracle Help Desk: 503.494.4524

www.ohsu.edu/admin-asip

www.ohsu.edu/ra/spa/spaoga.htm



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oga open forum oregon health & science university sponsored projects administration welcome

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