How To: Identify Existing Project, Task, Award (PTA)

Who does this?  Staff

When?  Staff needs to identify Project, Task, or Award (PTA) information in order to complete financial transactions or verify that a transaction is appropriate for a particular PTA

How?  There are several ways employees can identify a PTA; this Quick Step describes three common methods for identifying an existing PTA using Oracle Applications and OBI.

 

On this page:

Identify PTA Using the Fund Title Query (6 steps)

Use the Fund Title Query to look up a fund (equivalent to Award component of the PTA) to determine if it is appropriate to use for a specific transaction. The Fund Title query provides information about the fund, including the fund purpose and the Project-Tasks linked to the fund (Award) and a variety of attributes.

step 1

Launch Stanford's Oracle Financials web application:

  1. Enter https://ofweb.stanford.edu in the browser
  2. Log in using your SUNet ID, password and two-step authentication
  3. On the Oracle Financials landing page, you will find information about:
    • System Status
    • Planned Outages
    • Other messages of interest
  4. Click Login to continue to the Oracle Financials Home Page.
step 2

Open Fund Title Query:

  1. Click SU Inquiry Tools and Forms link.
  2. Click Fund Title Query link.
step 3

Search for a fund (Award):

Note:  Fund is equivalent to the Award component of the PTA.
  1. Enter Award number or any word(s) (or partial word) included in the fund title (name).
    Note:  Search field is not case sensitive (enter upper or lower case).
  2. Click Search button.
  3. Find Award by reviewing query results.
step 4

Review Fund Purpose for chosen Award:

  1. Click Fund Purpose link under Award Details column.
    Note:  The Fund Title Query will not display fund purpose for sponsored projects. To review fund purpose for sponsored projects, refer to the Award document.
  2. Click Return to Search Results to return to query results screen.
step 5

Review Projects-Tasks (and attributes) associated with chosen Award:

  1. Click award link under Award # column.
  2. Click Return to Search Results to return to query results screen.
step 6

Exit the Fund Title Query:

  1. Click Return to Portal link in the upper-right corner of the screen to return to the Oracle Home page.
back to top

 

Identify PTA Using the PTA Listing Report

PTA Manager detailed reporting can be performed using the Oracle Business Intelligence (OBI) Reference Data and Inquiry Dashboard. Use the dashboard to report on PTA listing and inquiry, Org inquiry, Fund authorization, and Award configuration.

See OBI Financial Reporting for information about getting access, available training, report overviews and other resources.

 

back to top

 

Identify PTA While Entering Oracle Transactions (3 steps)

When required to enter a PTA in the Expense Requests system, use the search function (flashlight icon) to help identify a Project, Task, and Award. This Quick Step describes how to search in the Expense Requests. The search feature may vary slightly depending upon which application is being used.

step 1

To search for a Project Number as prompted within the Expense Requests:

  1. Click the Flashlight icon next to the Project field.
  2. Select Search By Project Number or Description.
  3. Enter part or all of the Project Number or Project Description (i.e. name).
  4. Click Go button.
  5. Select the Project Number from the list.
  6. Click Select button.
Note:  The Award number will auto-populate in the Award field if there is only one Award associated with the project selected.
step 2

To search for a Task as prompted within the Expense Requests:

  1. Click the Flashlight icon next to the Task field.
  2. The Tasks set up for that project will display. For other modules you may need to click Go button for them to display.
  3. If needed, select Search By Task name or Description.
  4. Enter part or all of the Task Name or Task Description.
  5. Click Go button.
  6. Select the Task from the list.
  7. Click Select button.
Note:  You must first identify a project before searching or entering a Task.
step 3

To search for an Award as prompted within the Expense Requests:

  1. Click the Flashlight icon next to the Award field.
  2. The Awards linked to that Project-Task will display. For other modules you may need to click Go button for them to display.
  3. If needed, select Search By Award Name or Description.
  4. Enter part or all of the Award Name or Award Description.
  5. Click Go button.
  6. Select the Award from the list.
  7. Click Select button.
back to top

 

Questions?

back to top