Add/Close Project Records

Menu Path: From Fund Accounting, select Reference Tables, select Reference Tables, and then select Project List.

A project record ties together the components created in the Project Titles page. You must enter these components before creating the related project records.

• Project records define the segments of a project that are found at the lowest reporting level.
• The highest reporting level is the project itself, while intermediate levels provide categories and sub-categories. The lowest level is the level at which expenses or revenues are recorded.
• Each level in a project record accepts one of the components defined specifically for that level. Higher-level components are more general, while the lowest-level components are the most specific. For additional details, refer to the previous section on Creating Project Components.

Enter Project List Records

Following are the components of a project record taken from our example in the previous section on Creating Project Components:

Add Project Records

1. Click Add New.
2. In the General section, identify the phase of the project by assigning a unique code in the Key Project field and entering a title. You can also identify the funding source, if desired.
3. If you need to set up components for a project, click Project Components.
   For information, refer below to the section on Adding Components to Project Levels. Also refer to Creating Project Components.
4. Click OK.
5. In the Reporting Structure section, select a code identifying a component for each level that displays.
   Using our example:
   
   • Select Training Grant for the first level, which identifies the project.
   • Select Supplies for the second level.
   • Select Instructional Materials for the third level.
6. In the Project Information section:
   • Enter a Start Date and Stop Date if desired
   • Select the Check Budget Balance option to use.
   • If the project is open, leave the Project is Closed checkbox blank.
7. Click OK to save the record.
8. If your Fund Accounting Profile includes required user-defined pages for projects, these pages display in order after you save the record. Complete and save each page that displays, and then proceed to Step 10.
   For details, refer to Updating User-Defined Project Pages.

9. If your Fund Accounting Profile includes optional user-defined pages for projects, a display will appear asking if you want to update non-required defined windows:
   Click Yes in the Confirmation dialog to display the Project-Defined Windows selector.

   • Select the page you want to update, and then click OK.
   • After entering your data, click OK to save your entries.
   • Select another page or click Back to return to the Project List page.

   or
   Click No to return to the Key Project field in the General section, then proceed to Step 11.

10. Repeat this procedure for each project record you want to add. For Steps 3-4, however, refer to the following procedure.

Add Components to Project Levels

When you reach the Reporting Structure section for the next record in the current project, the fields default entries from the previous record. This allows you to retain components from higher levels and add new lower-level components. The following applies to Step 5 in the previous procedure.

1. For the lowest level in each subsequent record, tab through the higher level fields, then select a new component for the lowest level. Repeat this until all of your lowest-level components are added.
   Following our example, you would tab through the Project (level 1) and Function (level 2) fields, and then select a different component for the Task (level 3) field.
2. After you complete all of the components for the lowest level, select another component for the next highest level.
   Following our example, you would tab through the Project field, then select a new component for the Function field.
3. Repeat Step 1 for each component you want to add at the lowest level under the component selected for the next higher level.
4. Continue to build from the bottom up one level at a time, entering all of your lower-level components for each of the higher-level components until you complete all levels/components within a project.

Fields

General Section

These fields enable you to identify a (low) project record and if desired, the funding source for this component of the project.

Reporting Structure Section

The number of fields in this section depends on the number of project levels defined in your Fund Accounting Profile.

Project Information Section

The following fields allow you to enter settings related to the current project record.

Field	Description
Start Date	Beginning date for the current record. This date is for reporting purposes only and does not affect system processing.
Stop Date	Ending date for the current record. This date is for reporting purposes only and does not affect system processing.
Check Budget Balance	Selection indicating whether the system checks the balance when transactions are entered for this particular segment of the project. The drop-down selections include: N - No Checking - System does not monitor the budget balance. W - Warning - System issues a warning but allows posting transactions that exceed the budget balance. F - Fatal - System prevents posting transactions that exceed the budget balance.
Project Is Closed	Select this field to designate a segment of the project as closed. Select the box if the segment is closed. Project records that are open when data is extracted into the Budget Preparation module roll over into the next fiscal year. If you select the box for a record that is linked to an organization, the system displays a warning message indicating there are organization records linked to the project. Click OK to continue. The system removes the project link and default project from the related Organization Chart record. Cancel returns you to the Project record without saving the update or closing the project. If you need to reinstate a project record, clear the Project Is Closed box, then re-enter the project code in the Default Project field of the organization record. You also may need to change the record's Project Link field to the appropriate setting.