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Staging Data to the Grants Portal

This section discusses how to:

Pages Used to Stage Data to the Grants Portal

Page Name

Definition Name

Navigation

Usage

Staging Labor Cost Data

GM_PT_RUN_CNTL_E

select Grants, then select Grants Portal, then select Staging Data, then select Staging Labor Cost Data

Load data to the staging tables.

Staging Labor Cost Errors

GM_PT_EFFORT_ERR

select Grants, then select Grants Portal, then select Staging Data, then select Staging Labor Cost Errors

Correct errors from the Staging Labor Cost Data process.

Staging Award Project Data

GM_PT_RUN_CNTL

select Grants, then select Grants Portal, then select Staging Data, then select Staging Award/Project Data

Load award and project data to the Grants portal.

Grants Portal Security Process

GM_PT_RUN_SECTY

select Grants, then select Grants Portal, then select Staging Data, then select Grants Portal Security Process

Update security tables post award.

Staging Labor Cost Data Page

Use the Staging Labor Cost Data page (GM_PT_RUN_CNTL_E) to load data to the staging tables.

Use the Staging Labor Cost Data (GM_PT_EFFORT) process to load payroll commitment and effort custom data to the Grants portal effort staging table. This process reads effort data from a CSV file, inserts the correct data into the effort table (GM_PT_EFFORT), and inserts data with errors into the effort error table (GM_PT_EFFORT_ER). The data appears on the Personnel Summary and Personnel Detail pages.

Imported File

The file must be a CSV file that uses a comma as the delimiter. The file must be in this format before being imported:

Field

Field Type

Field Length

Comments

Projects Business Unit

Character

5

 

Project ID

Character

15

 

Activity ID

Character

15

 

Transaction Date

Date

10

Must be YYYY/MM/DD

Employee ID

Character

11

 

Accounting Date

Date

10

Must be YYYY/MM/DD

Account

Character

10

 

Department ID

Character

10

 

Operating Unit

Character

8

 

Product

Character

6

 

Fund Code

Character

5

 

Class Field

Character

5

 

Program Code

Character

5

 

ChartField 1

Character

10

 

ChartField 2

Character

10

 

ChartField 3

Character

10

 

Resource Type

Character

5

 

Resource Category

Character

5

 

Resource Sub Category

Character

5

 

Job Code

Character

6

 

Paid Amount

Signed Number

28

Decimal positions = 3

Salary Amount

Signed Number

15

Decimal positions = 2

Currency Code

Character

3

 

Effort

Number

13

Decimal positions = 2

Budget Reference

Character

8

 

GL Business Unit

Character

5

 

Staging Labor Cost Errors Page

Use the Staging Labor Cost Errors page (GM_PT_EFFORT_ERR) to correct errors from the Staging Labor Cost Data process.

Use this page to correct errors from the Staging Labor Cost Data process. When the corrections are saved the system moves the corrected data from the error table to the effort table.

Note: Only the first error message is captured and written to this page. If a row has more than one error, then you receive all of the appropriate prompt errors after they appear on the page.

Note: If the process is run twice with the same file name a message appears in the Message Log indicating that a file with the same name exists. This is only a warning to prevent duplicates. The file loads regardless of the duplicate file name.

Staging Award/Project Data Run Control Page

Use the Staging Award Project Data page (GM_PT_RUN_CNTL) to load award and project data to the Grants portal.

Image: Staging Award/Project Data page

This example illustrates the fields and controls on the Staging Award/Project Data page. You can find definitions for the fields and controls later on this page.

Staging Award/Project Data page

Use the Staging Award/Project Data (GM_PT_STAGE) process to load information such as award, project, budget, expenditure, encumbrance, preencumbrance, invoice, payment, and so on into the portal pages. This data appears on portal pages such as the Award Summary, Award Detail, Project Summary, Project Detail, Expenditure, Encumbrance, Pre-Encumbrance, and Invoices and on Payments inquiry pages. When you run subsequent processes, the process deletes the existing data specified on the run control in all staging tables and then inserts new data.

Note: The GM_PT_RUN_CNTL process loads only those awards and projects with entry types equal to 'IN’ and 'CR.'

Grants Portal Security Process Run Control Page

Use the Grants Portal Security Process page (GM_PT_RUN_SECTY) to update security tables post award.

Image: Grants Portal Security Process page

This example illustrates the fields and controls on the Grants Portal Security Process page. You can find definitions for the fields and controls later on this page.

Grants Portal Security Process page

Use the PeopleSoft Grants Portal Security Application Engine process (GM_PT_SECURTY) to update portal security tales when security changes are made after the Generate Award process has run.

For example, is a security change is made in the following situations post award:

  • A project is added for an existing contract.

  • A project is deleted for an existing contract.

  • The Add to Grants Portal Security? check box was not selected, but should have been selected, during the Generate Award process.

  • When the Pre-award Spending check box is selected and the Add to Grants Portal Security? check box was not selected, but should have been selected.

If these situations occur you should run the Grants Portal Security process to update the security tables and then run the Staging Data process.

As an alternative, you can schedule the two processes to run on a regular basis, as long as the Grants Portal Security process is scheduled first and the Staging Data processes are scheduled second.

Process Options

When Business Unit is selected:

  • The system deletes all records from the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), where all of the associated projects are deleted for the business unit that is entered on the page.

  • The system adds all records to the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for all of the associated projects that were added for the business unit that is entered on the page.

When Contract Number is selected:

  • The system deletes all records from the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for the business unit and contract number entered on the page.

  • The system adds all records to the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for the business unit and contract number entered on the page.

  • If a new contract was previously added in Grants Portal Security, the system adds all records to the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for the business unit and contract number entered on the page.

    This option addresses the situation where the Add to Grants Portal Security? check box was not selected, but should have been selected during the Generate Award process.

When Pre-Spending Project ID is selected, and a new contract was previously added in Grants Portal Security, the system adds all records to the project level security table (GM_PT_ACC_LVL3), for the business unit and project entered on the page.

This option addresses the situation where the Pre-award Spending check box was selected and the Add to Grants Portal Security? check box was not selected, but should have been selected during the Generate Award process.