Oracle Grants Accounting (OGA)
Oracle Grants Accounting (OGA) is a financial auditing system specifically designed to address the unique reporting and management needs of sponsored projects. It is a single system of record used to maintain data and conduct reporting, and is able to link sponsored project awards to transactions for a given project year. It also offers far greater flexibility to track and report on multiple projects funded by a single award as well as single or multiple projects funded by multiple funding sources.
Benefits
OGA provides a number of benefits to end users including:
- Improvement of current reporting and compliance capabilities
- Centralization of data for grant financial reporting
- Capturing data on a project year basis
- Flexibility to track and report on different project funding options
- Tighter controls around grant expenses
Training
OSP is the only office that has direct access to the OGA module. OSP is responsible for setting up awards, projects, budgets, and other relevant information in OGA. End-users enter transactions against grants through other systems (e.g., purchase orders through eProcurement, labor distribution charges, etc.) which are fed directly into OGA. End-users access reports about their sponsored projects through the data warehouse.
To maximize the effectiveness of the training, sessions were conducted for end-users just prior to the scheduled implementation dates for OGA as well as the other financial applications and reporting tools. This approach was undertaken to ensure that participants retain the information learned and are able to apply it to their daily work activities.
Supplemental “refresher” materials in the form of online help, job aids, and one-on-one tutoring are now available. Contact Sponsored Projects for more details.
A series of Training Aids from OSP may be accessed on:
OGA & Procurement Services
The eProcurement system is fully integrated with OGA and follows the spending rules established for particular grants. Thus, any grant purchases you make using the eProcurement system are allowed only if they are in compliance with the rules established for that specific grant.
PTAEO
PTAEO stands for “Project, Task, Award, Expenditure type, Org.” It is a 5-segment account identifier which can be used to track and report on sponsored projects, and for purchase transactions. More information may be found in the PTAEO Job Aid.
Helpful Tips about Grants and PTAEOs
- The Planon system will not accept PTAEO strings. Therefore, if you need to submit a sponsored project related charge for FO&M work, you must first charge it to your department general ledger (GL) string and then complete a cost transfer form.
- All expenditure items dates must fall between the start date and earliest end date or the transaction will be rejected. Expenditure item date is the date that OGA uses to validate transactions against project, task and award start and end dates.
- A list of expenditure types for use in PTAEO strings is available from the Award Management page of the Office of Sponsored Projects site.
Sponsored Projects Upload Device (SPUD)
SPUD stands for Sponsored Projects Upload Device. Journal entries for sponsored projects are handled with SPUD, which is essentially an Excel spreadsheet template, similar in look and feel to the “Web/ADI” upload tool.
The SPUD template is patterned after the Web ADI tool and is used to upload all journal entries and cost transfers in OGA.
Viewing Data in OGA
New web-based financial reporting tools will generate a standard set of financial reports. These new tools are web-based for greater ease of use, offer greater interactivity and choice of user output (PDF files, graphical representations, Excel spreadsheets, etc.).