Project Portfolio Management (PPM)

The Project Portfolio Management module is a subledger in Oracle used to track more complex projects that require additional monitoring.

Uses for the Project Portfolio Management module

In the future, the Project Portfolio Management (PPM) module will be used for projects that are too complex to be managed by the General Ledger (GL) only. PPM projects are often supported by a contract with more granular budget and, in the case of sponsored awards, third-party invoicing needs. Projects that would fall under PPM generally have a designated start and end date, are supported by multiple funding sources, and may cross fiscal years.

The full transactional usage for the PPM module is still being finalized, but examples of uses are provided below.  

 Capital Projects
  • Minor
  • Major
  • Deferred Maintenance
  • Capital Renewal
  • Fabrications
 Sponsored Research
  • Grants Management (from funding to closeout)
  • Billing
 Faculty Portfolio Funds
  • Faculty Start-Up
  • Internal Awards
  • Indirect Cost (F&A) Recovery
  • Departmental Cost-Share
  • University Discretionary Funds for Faculty
  • Gift Contributions for Faculty
 Additional Uses
  • Detailed UC Path data for payroll associated with PPM projects
  • Monitor activities associated with Academic Recharge Projects
    Uses for the PPM module do NOT include:
    • Effort Reporting
    • Resource Planning

    POET(AF) 

    Transactions entered in PPM use the POET(AF) string. "POET" stands for: Project – Organization – Expenditure Type – Task. Sponsored Research Projects, and only these projects, have awards and funding sources associated with them, so Sponsored projects require the additional (AF) elements - Award Number and Funding Source.

    Definitions and details are outlined below.

    • P:  Project
    • Value length: 10 characters

      Value schema: Alpha-numeric

      Entry requirements: Required for all transactions in the PPM module

      Definition: The Project identifies the planned work or activity to be completed over a period of time and intended to achieve a particular goal.

      Roll-up relationship to the new Chart of Accounts (CoA) in the General Ledger: 
           - 
      The POET(AF) Project value will roll up to the Project segment of the Chart of Accounts.
           - PPM Project values and CoA Project segment values will be the same

      Examples:
           - Capital Projects
           - Sponsored Projects
           - Faculty Projects
       
    • O:  Expenditure Organization
    • Value length: 7 characters

      Value schema: Numeric

      Entry requirements: Required for all transactions in the PPM module

      Definition: The Expenditure Organization identifies the organization that is incurring the expense and revenue. This may NOT be the same as the organization that owns the project.

      Roll-up relationship to the new Chart of Accounts in the General Ledger: 
           - The Expenditure Organization value will roll up to the Financial Department segment of the Chart of Accounts.

      Examples:
           -
      Computer Science
           - Plant Sciences
    • E:  Expenditure Type
    • Value length: 6 characters

      Value schema: Numeric

      Entry requirements: Required for all transactions in the PPM module

      Definition: The Expenditure Type identifies the natural classification of the expense transaction being recorded.

      Roll-up relationship to the new Chart of Accounts in the General Ledger: 
           - The Expenditure Type value will roll up to the (Natural) Account segment in the Chart of Accounts. 
           The first 6 characters of the Expenditure Type value will correspond with the (Natural) Account value it rolls up to.

      Examples:
           -
      Salary
           - Fringe Benefits
           - Consulting Services
           - Travel
    • T:  Task
    • Value length: 6 characters

      Value schema: Alpha-numeric

      Entry requirements: Required for all transactions in the PPM module

      Definition: The Task identifies the activities used to further breakdown a PPM project. Every project MUST have at least one Task.  The number of tasks will vary by type of project.

      Roll-up relationship to the new Chart of Accounts in the General Ledger: 
           Task values are exclusively used in the PPM module.
           - For Internal Faculty Projects, Task will identify the Program, Purpose, Fund and Activity segments in the CoA, using various PPM mapping rules.
         
      Examples: 
           -
      Design
           - Construction
           - Data Gathering & Analysis
    • A:  Award Number
    • Value length: 7 characters

      Value schema: Alpha-numeric

      Entry requirements: Required for all Sponsored Research transactions in the PPM module

      Definition: The Award Number identifies the number assigned to an award containing funding activities.  This value is generated within the Aggie Enterprise system; it is NOT the sponsor award number.

      Roll-up relationship to the new Chart of Accounts in the General Ledger: 
           - Award Number values are exclusively used in the PPM module.

      Examples*:
           *
      Award Number values will be generated by the Aggie Enterprise system. 
    • F:  Funding Source
    • Value length: 5 characters

      Value schema: Alpha-numeric

      Entry requirements: Required for all Sponsored Research transactions in the PPM module

      Definition: The Funding Source identifies the name of the sponsor for the external funding source.​​​​​​

      Roll-up relationship to the new Chart of Accounts in the General Ledger: 
           - Funding Source values are exclusively used in the PPM module.
           - The Funding Source will identify the correct value for the Fund segment in the CoA.
              (i.e., In the example below, USAID would identify the Federal Fund value in the Chart of Accounts)

      Examples:
           U.S. Agency for International Development - USAID (Value: 22538)
           - National Science Foundation (Value: 19267)
           - Google, Inc. (Value: 24647)

    Download the POET(AF) Quick Reference Guide

    Mapping POET(AF) to the new Chart of Accounts

    Transactions entered in PPM use the POET(AF) string, which will be configured so that POET(AF) values translate and roll up to applicable Chart of Accounts (CoA) segments in the General Ledger (GL). The Project, Expenditure Organization and Expenditure Type values translate directly to the Project, Financial Department and (Natural) Account CoA segments in the GL. The other required segments of the CoA (Entity, Fund and Purpose) will roll up to the GL using various PPM mapping rules. 

    Subledger string

    Text alternative