How to Update Research Administration System (RAS) Project Details

Research Services Analysts (RSAs) and department users with the appropriate access may use the UCSF PeopleSoft Financial System to update Project Details. This step-by-step guide explains the required steps to change the RSA assigned to a Project, the Project Nickname, and the Dept Preferred Posting Level.

How to Navigate to Project Details

  1. Sign into MyAccess (opens in new window). (not shown)
  2. Scroll down to locate and select PeopleSoft Financials from the application menu. If you have set MyAccess to display "Favorites", you may need to change to "All Apps" or search for PeopleSoft. (not shown)
  3. Click the Research Administration tile , followed by the RAS Menu tile .

 

 

  1. Enter the Award Profile search criteria and click Search. (not shown) 
    • If an exact match is found the Award Profile page will display .
    • If multiple values match your search criteria, click on the link for your desired award. (not shown) 
  2. Click the Project Information link in the menu at the bottom of the Award Profile page .

 

 

 

 

 

 

 

 

 

  1. A pop-up window displays all projects for the Award. Click the desired Project ID .

The Project Details page opens in a new browser tab. Make sure pop-ups are allowed, if the page does not open.

How to Update Project RSA and Nickname

  1. Once on the Project Details page, navigate to the Department Information section to update important project details, including the Project RSA and Nickname .
    • Update the Project RSA by entering a new Employee ID . The name will populate after refreshing or saving the page.
    • Add or update the Project Nickname by typing it into the field . Note, the Nickname will appear in some reports within MyReports.
  2. Click Refresh to view your changes on the page .
  3. Click Save to save your changes . 

How to Set the Dept Preferred Posting Level

The Dept Preferred Posting Level is available on the Project Details page of an Award in PeopleSoft and assigns a preferred Dept ID for posting of transactions within the Award. This field is also commonly referred to as the “Preferred Posting Dept ID”.

The Preferred Posting Dept ID information is located within the Department Information section of the Project Details page and is set as follows:

  • Department ID is populated from the Award
  • When a new Project is created within the Award:
    • If the Dept ID assigned is at the posting level, then the Dept Preferred Posting Level is set to the same value.
    • If the Project’s Dept ID is NOT set at the posting level, the field is left blank.

The Dept Preferred Posting Level is displayed on the AP Subrecipient Subcontract Voucher Report. Because this is a posting level Dept ID, Accounts Payable (AP) can process vouchers to pay invoices against the subcontract. If AP finds this field is blank on the report, the Department will be notified to update the Preferred Posting Dept ID.

To set the Dept Preferred Posting Level:

  1. Follow the steps in the How to Navigate to Project Details section of this guide.
  2. Populate the Dept Preferred Posting Level field manually or use the icon to search – only posting level Dept IDs are valid, “Parent” level Dept IDs cannot be entered .
  3. Click Refresh to view the updated name of the Dept Preferred Posting Level .
  4. Click Save to save your changes .

Give Us Your Feedback