Project Set-up

Activity 1: Set-up of Grant File

The Research & Sponsored Programs Pre-Award Office officially notifies TUC Research & Sponsored Programs Post-Award office (TUC-SP) of the award of a sponsored project (ex. grant) by sending an electronic email with the award's Cayuse number.

Step 1: Determine if all information is complete and available

TUC-SP reviews the documentation for completeness of all documents and if all necessary data for the set up is available.

The required document include:

• Award Memo
• Award Notice
• Copy of Proposal - Continuation Application
• Budget
• Close - out 

Step 2: Set up 'Project Control File' in Onbase.

'Project Control File' is set up as follows:

• Proposal
• Award/Contract - award agreements/contract (including exhibits/attachments), award email notification from Pre-Award office, CSUN Attributes page, notice of grant/contract award from sponsor, and Facesheet
• Budget - budget and budget justification, budget revisions, correspondence with sponsor, and cost transfers
• Correspondence/Other - signature authorization form and correspondence with PI
• Billing - invoices, credits, correspondence related to billing, quarterly/semi-annual/annual reports
• Subawards - subaward agreements, correspondence
• Cost Sharing
• Risk Management
• Close-out - final reports to the sponsor, final budget reports, other reports (ex. final technical/progress report.

Activity 2: Assignment of Project ID & Set Up in Smartsheet Project Tracker

Step 1: Review Project Tracker to ensure that a project number has not been previously assigned.

Access the Smartsheet Project Tracker through Workspaces -> RSP Sheets -> Project Tracker

Step 2: Assign a Project ID Number

A Project ID is a number consisting of 8 digits.

Assigning the first 4 digits of the Project ID

The first 4 digits of the Project ID identify the source of the grants, the granting agency or grantor.

1st digit: 4

2nd digit: Identifies the general type of grantor.

3rd & 4th digits: Individually assigned to the specific granting agency.

4 X X X

Type of Grantors (2nd digit)

• 4 0 Federal Government
• 4 1 State Government
• 4 2 Local Government
• 4 3 Private Non-Profit
• 4 4 Private For Profit
• 4 5 (Not Assigned)
• 4 8 (Not Assigned)
• 4 9 Other (Outside the United States)

Federal Government (4 0 X X)

• 4 0 0 1 National Science Foundation (NSF)
• 4 0 0 2 Health and Human Services (HHS)
• 4 0 0 3 Department of Education (DoEd)
• 4 0 0 4 National Aerospace Agency (NASA)
• 4 0 0 5 US Armed Forces (ONR, Navy, Army, etc.)
• 4 0 0 6 National Security Agency
• 4 0 0 7 Department of Energy (DOE)
• 4 0 0 8 National Endowment for the Humanities (NEH)
• 4 0 0 9 Dept of Housing & Urban Development (HUD)
• 4 0 1 0 Internal Revenue Service (IRS)
• 4 0 1 1 Unassigned
• 4 0 9 8 Unassigned
• 4 0 9 9 Federal Other

State Government (4 1 X X)

• 4 1 0 1 CSU's
• 4 1 0 2 All Other State Agencies
• 4 1 0 3 Unassigned
• 4 1 9 9 Unassigned

Local Government (4 2 X X)

• 4 2 0 1 All Local Government
• 4 2 0 2 Unassigned
• 4 2 9 9 Unassigned

Private Non-Profit

• 4 3 0 1 All Non-Profit
• 4 3 0 2 Unassigned
• 4 3 9 9 Unassigned

Private For-Profit

• 4 4 0 1 All For-Profit
• 4 4 0 2 Unassigned
• 4 4 9 9 Unassigned

Unassigned

• 4 5 0 1 Unassigned
• 4 8 9 9 Unassigned

Other (Outside the United States)

• 4 9 0 1 All Other (Outside the US)
• 4 9 0 2 Unassigned
• 4 9 9 9 Unassigned

Assigning the last 4 digits of the Project ID

The last 4 digits of the Project ID are continuous numbers individually assigned to a project.

Review the Project Tracker for the Project ID already assigned. Assign the next continuous number as the last four digits of your project ID.

Step 4: Submit a Chartfield Maintenance Request in TopDesk to activate project number in LAD/CFS.

Log in to https://csun.topdesk.net.

In the home screen, click on the SOLAR Financials -> Financials -> Chartfield maintenance Request. See screenshots below.

 

 

 

Complete project information in the screen (see below). 

An email notification from IT will be sent with the ticket number (IT Activation Number).

Step 3: Set up the award in Project Tracker Smartsheet.

Complete all the fields for the award in Smartsheet Project Tracker. Use information from the award documents and then if unable to find the information, check Cayuse. 

Activity 3: Generation of a "NOTICE OF GRANT/CONTRACT AWARD"

Open Facesheet in Box\Contracts Group\Sponsored Projects\Set Ups\TEMPLATES. Save Facesheet file as using project number as file name (ex. 4003 4853) in the Box folder: Box\Contracts Group\Sponsored Projects\Set Ups

Copy the line information of the new project from Smartsheet Project Tracker to line 2 of the Project Tracker tab of the Facesheet file. Information will populate to all pages.

Review award document to ensure that all questions in facesheet tab of the Facesheet Excel file are complete. All yellow fields must be completed manually. 

Assign the budgeted expenses to the related account lines. Enter amounts to BudgetYears tab of the Facesheet file. Chart of Accounts are available in https://www.csun.edu/sponsoredprograms/chart-accounts.

Go to NGCA tab of the Facesheet file. Hide unused account lines. Review information to ensure it is complete. Print NGCA tab as PDF. 

Activity 4: Set up of Grant in Common Financial System (CFS)

Step 1: Accessing Common Financial System (CFS)

Go to Northridge portal. Enter Your CSUN User ID and Password and do DUO authentication.

Go to SOLAR Financials -> Finance Data Warehouse - LAD.

 

Step 2: Set up of ADP Codes

Go to Main Menu -> Auxiliary -> Conversion Code Table -> Conversion Code

Enter last 4 digits of project number and then the appropriate ADP code for the payroll account. 

Current/CFS Account	OLD Account	Description	ADP Code	Notes
601300	601100	Salaries	01
601305	601110	Hourly Supervisor	02
601120	601120	Hourly Supervisor	03	FICA EX student
601303	601130	Student	04	FICA EX student
602001	601140	Workstudy	05
601205	601510	Director	06
601206	601515	Asst Assoc Dir	07
601207	601520	Admin Asst	08
601208	601525	Admin Support	09
601126	601530	Other Faculty	10
601201	601535	Manager	11
601103	601540	GRA	12
no change	601550	Grant Maintenance	13
601560	601560	Grant Food Service	14
601570	601570	Lab Tech	15
601580	601580	RA	16
601590	601590	Coordinator	17
601805	601600	Counselor	18
601610	601610	P.I.	19
601620	601620	Faculty Release Time	20
601630	601630	Grant Spec	21	SU Prev Ed Spec
601640	601640	Grant Spec	22
601650	601650	Grant Spec	23
601660	601660	Grant Spec	24
601670	601670	Grant Spec	25
601680	601680	Grant Spec	26
601690	601690	Grant Spec	27
601700	601700	Grant Spec	28
601710	601710	Grant Spec	29
613803	601900	Outsourced Temp Srvc	30
601104	601545	RA - undergrad	31

Click Add

Use as Effective date the 1st of the pay period month.

Enter Description, Payroll Account associated with the ADP code, Fund (S4000), Dept (24200) and Project (8-digit number).

Save. 

Step 3: Set up of Award Attributes

Go to Main Menu -> Auxiliary -> CSUN Awards Attributes -> Award Attributes

Enter the Project ID .

Click Search. 

Fill out Tabs.

Activity 5: Enter the Project Budget into PeopleSoft via Journal Entry

Step 1: Create journal text file.

Go to Facesheet Excel file in Box\Contracts Group\Sponsored Projects\Set Ups.

Go to the correct JE tab to load to CFS.

Enter correct Journal Source (user 3-letter CFS identifier).

At the top menu, click Add-in.

Click Create Text File -> Build Journal File.

Enter user initials (ex. ABC.txt), then OK.

Step 2: Upload the Excel Journal Entry in CFS

Go to Northridge portal. Enter Your CSUN User ID and Password and do DUO authentication.

Go to SOLAR Financials -> CSU Portal -> CFS 

Go to General Ledger -> Journals -> Import Journals -> External Flat Files

Find the run control ID for uploading journals. If user does not have a run control ID set up, click Add a New Value and enter JE_FLAT_FILE as Run Control ID.

Click Add and find the .txt file journal with user's initials in Z:\INPUT. Click Upload.

Click Save. 

Click Run, then OK.

Click "OK"

Step 3: Create the Journal Entry in People Soft

Go to General Ledger -> Journals -> Journal Entry -> Create/Update Journal Entries.

Click on Tab "Find an Existing Value" tab.

On Source field, put user's CFS initials. Click Search.

Objective: Checking for Errors

1. Click on: Edit Journal Process
2. Ensure that the Journal Status (bottom) is shows a "V" meaning the entry is verified and no errors have been found by the system.

Objective: Posting the Journal Entry

1. Click on: Post Journal Process
2. [Are you sure?]
3. Click "OK"
4. Ensure that the Journal Status (bottom) is shows a "P". This means the entry has been posted to the system.

Objective: Preparing the Journal Entry for printing

1. Click on: Print Journal Process

This will not yet print the Journal Entry but send it to the Process Schedule, ready for printing. Ensure that you conduct the next step to actually send the Journal Entry to the printer!

Step 4: Print the Journal Entry

Go to PeopleTools -> Process Scheduler -> Process Monitor.

Find CSUGLX. Once Distribution Status is Posted, click on Details.

Click on View Log/Trace.

Click on the PDF.

Download and save it in Box\Telecommuting Forms\Journal Folder\STANBUD.