Project is group of activities that has a start and end date or covers a period of time (e.g., grant period) designed to produce a unique product, service or result. In the SFS, a project is used to collect and track costs related to those activities. This includes individual payments and grants to State related or non-State entities (e.g. public authorities, localities, not-or-profits, etc.), whereby the entity may be identified as the project and the activities shall provide specific detail about the payment or grant (e.g. hospital program, local road and bridge program, etc.)

Project Activity is a Project Costing chartField used to define the lowest level detail of a Project. Agencies control how many activities are established and the names of the activities. Project Activity is a functional breakdown of a project for control and cost tracking purposes. An activity is used to:

• Collect Costs.
• Set budgets, if desired ((interfaced to KK ledgers (KK_PRJC)).
• Associate an activity with a contract line
• Track major project phases, tasks, or programs within a project

Project Category is a Project Costing chartfield used to identify a class or division of projects regarded as having a particular shared characteristics valuable for grouping projects by activity.

Project Status describes the status of projects within the SFS. Although the SFS contains numerous statuses, only those currently used by OSC for federal grants are described below:

• OPEN - Projects are considered active and can be selected from prompt lists. Enables you to charge cost transactions. This is the default status used when a project is established in the SFS.
• HOLD - Projects with a hold status prevent transactions from processing. This is used as a temporary way to stop transactions from processing on a grant that has an unresolved issue. Agencies can request this status or OSC can impose it.
• REACTIVATED - Projects are considered active and can be selected from prompt lists. Enables you to charge cost transactions. Agencies can request this status or OSC can impose it.
• CLOSED - The grant has been officially closed by the cognizant state agency. Projects do not appear in prompt lists. Projects are not available for transactions. Projects may be re-opened if needed, as in the case of the federal agency rejecting a final report and the state agency needing to make an accounting adjustment in the SFS.

Project type is a way to identify groups of similar projects for consistent types of information to support reporting and analysis and consistent project activities.

Guide to Financial Operations

REV. 02/01/2022