PTA Manager is a system within Oracle Financials used by Stanford University schools and departments to request, approve, and track non-sponsored and miscellaneous accounts (PTAs) and PTA segments (projects, tasks, or awards). Stanford Financial Management Services (FMS) partnered with University IT (UIT) on the PTA Manager Enhancement Project to add functionality for PTA Manager users to initiate requests to close non-sponsored PTA segments. This will benefit department users, who will experience a more streamlined and convenient process when they need to close a non-sponsored PTA, and will benefit the university through improved system controls and data quality. The enhancement launched Jan. 23, 2023.
Sponsored PTAs will continue to be managed through coordination with school and department contacts for sponsored funding.
Project Enhancements
- Adds the capability to initiate and track requests to close PTAs and PTA segments in the PTA Manager system via user interface changes.
Users are able to select individual or multiple PTA segments to close.
- Automates data checks that are currently done manually by Fund Accounting prior to closing a PTA segment, and automate the routing of specific award types. The automated checks ensure:
- Fund balance/available balance is zero
- No associated invoices or procurement transactions
- No outstanding salary commitments past the close date
- Any requests to close gifts and endowments (GIF and END types) would be automatically routed to Fund Accounting to review donor documentation prior to approving the closure of the award.
- Automates PTA segment closures and provide email notifications.
Once a user submits the PTA segment close request, the PTA Manager system will process the change in the background, and the user can exit the screen and continue working on other tasks. PTA Manager will generate an in-system message and an email notifying the user of the success or failure of the close request.- FYI recipient: The requestor can add up to three FYI recipients to also receive the email notification.
- Request succeeded email: Sent to the requestor (and optional FYI recipients) to confirm the PTA segment(s) successfully closed.
- Request failed/returned email: Sent to the requestor (and optional FYI recipients) to alert them the request was returned due to error(s).
- Includes a partial list of the PTA segment(s) that have error(s).
- Links to a PTA Manager page showing the complete list of PTA segments requiring action and a table of error details (“Transaction Error Message Index”) with instructions on how to resolve them.
- Request canceled/terminated email: Sent when the requestor decides to cancel/terminate the close request.
Resources and Support
To support PTA Manager users in adjusting to this new system enhancement, the following resources are available:
- Jan. 31 post-launch information session
- Presentation slide deck (PDF) | Webinar recording
- Clarification following information session:
- The fund balance or available balance for an award must be zero to be closed.
- Miscellaneous accounts receivables PTAs (Misc A/R) will not be routed automatically in PTA Manager as previously stated; users will need to submit these to Fund Accounting by support request.
- Fingate resources
- Learn About: PTA Manager - updated
- Topic Overview: Close PTAs - updated
- How To: Close a Non-Sponsored PTA or PTA Segment - new!
- How To: Review and Act on Non-Sponsored PTA Close Requests - new, coming soon
- Administrative Guide 3.1.3: Expenditure Accounts (PTAs) - mentions of how to close non-sponsored PTAs will be updated
- PTA Manager support request
Do you have a PTA Manager question not covered here? Please submit a support request.
Learn More and Stay Informed
Stay tuned to this page for project updates and new resources to support the change. In addition, you can stay informed in the following ways:
- Follow our Slack channel, #Stanford-FMS-news for the latest on this project and more.
- Contact the project lead, Jason Taloma, Manager, Financial Systems & Reporting.
