*Project Type Enter the Project Type. Select the option that describes the source of funding and how the revenue is classified. Options that display will vary by agency. Common options include: FED – 511001 Federal Revenue FEDSG – 511002 Federal Sub-Grants INTR1 – 511101 Intergovtl Grants -- State INTR2 – 511202 Intergovtl Grants – Other INTR3 – 512605 Interagency Agreements OTHER – 511302 Other Revenue PRIVT – 511301 Private Grants *Title Enter the Project Title. This can be the same or different from the Proposal Title. Long Description Optionally, enter a Long Description. This may be the same or different than the Long Description for the Proposal. Enter the Department, Subdivision and Institution as described below. WARNING! When you attempt to enter the Department, you will receive two messages asking if you would also like to edit the Subdivision and Institution fields. Click on the Yes button for both messages so that you can edit these required fields. Note: You may receive an error after entering the Department indicating that the Department is not valid. In this case, leave the Department number in the field and, after you enter the Subdivision, the error should be resolved. Field Name Field Description *Department Click on the Lookup icon and select the Department. Check your agency’s convention to determine which Financial Department ID to enter for the Department. Click on the “Yes” button to the message asking if you would also like to update the Institution and Subdivision fields. The Department can be used as a search parameter later to find your award. *Subdivision Click on the Lookup icon and select the Subdivision. Check your agency’s convention to determine which Financial Department ID (Fin DeptID) to enter for the Subdivision.
Click on the View Proposal link to view the proposal. The Proposal page displays. In this example, the proposal has already been submitted and the award generated. Once the proposal is submitted and awarded, it cannot be changed. When you enter the Proposal, the Start Date defaults to the current date and the End Date is initially blank. You should enter the correct Start and End Dates of the project. If you are entering a proposal on March 15 for a project that started on March 1, enter the actual Start Date. When you generate the award, SWIFT creates a project with the March 1 Start Date. WARNING! Be careful to enter the correct proposal dates. The Proposal Start and End Dates become the project dates, award dates and contract dates. This includes the initial Project Status Effective Date which controls payroll posting to your project. Once the Project Status Effective Date is created, it cannot be changed. Note: If pre-award costs have been approved, contact the SWIFT Helpdesk to discuss the options available to include these costs in your project. Options may differ depending on whether SEMA4 transactions are involved. Click on the Return to the Award Profile link to return to that page. Step 2: Review the Project Start and End Dates Project Start and End Dates are set when a project is created during proposal setup. To view the project, click on the Project link in the Associated Project section of the Award page. (Navigation: Grants, Awards, Projects.) View the Project Start and End Dates. When you generate the award, SWIFT creates a project with the Start and End Dates from the Proposal. You can then change the project End Date, if necessary. WARNING! SWIFT will let you change the Project Start Date to be earlier than the Effective Date; however, you will not be able to process any payroll transactions earlier than the Effective Date, regardless of the Project Start Date or the Project Control Start Date. You can create a project with a Start Date prior to the current date. Step 3: Review the Project Effective Date From the project General Information page, click on the Project Status link. (Navigation: Grants, Awards, Projects, Project Status link.) View the Effective Date on the Status page. The example below shows three status records because the Include History button was selected.
*Project ID WARNING! You must overwrite the default system value (NEXT_1) with a valid Project ID. The Project ID must begin with the first three digits of your Business Unit (your Agency Mask). For example, if your Business Unit is “G1001”, your agency mask is “G10”. Check with your agency for additional format requirements for the Project ID. Project ID is a 15-character alphanumerical identifier. *Create Accept the default “Blank Project”. Click on the Add button. The projects General Information page displays. Complete the Project General Information page as described below: Field Name Field Description *Description Enter the project Description. SWIFT places a default in this field of “Grants Reimbursable.” If you forget to change it, you can later navigate to Grants, Awards, Project, and edit the field there. *Integration Click on the Lookup icon and select “STANDARD”. *Project Type Enter the Project Type. Select the option that describes the source of funding and how the revenue is recognized. Options that display will vary by agency. Common options include: FED – 511001 Federal Revenue FEDSG – 511002 Federal Sub-Grants INTR1 – 511101 Intergovtl Grants-State INTR2 – 511202 Intergovtl Grants – Other INTR3 – 512605 Interagency Agreements OTHER – 511302 Other Revenue PRIVT – 511301 Private Grants Start Date and End Date Enter the project Start and End Dates. These do not necessarily have to match the start and end dates of the current project(s) on the award/contract. However, if the start or end date for this new project is outside the date range of the award and contract, you will need to change the dates of the award and contract to match. SWIFT will not do this for you automatically. For example, if the award and contract end on June 30, and the new project ends on July 31, you will need to change the award and contract end dates to July 31. WARNING! The Start Date impacts the initial Project Status Effective Date which affects payroll processing and cannot be changed. Refer to the “” topic for instructions. In this example, the new project dates are within the current contract dates, so no additional changes are required.
Long Description Optionally, enter a Long Description. This may be the same or different than the Long Description for the Proposal. Click on the OK button. Step 3: Add Project Activities Select the new project that you need to add an activity to by clicking on the Select this Row button. If you want to add an existing Activity to the Project, click on the Activity Lookup icon and select the Activity. Then proceed to Step 4 and process the amendment. Click on the Create Activity button. The Project Activities page displays. Enter the new Activity information as described below. Field Name Field Description *Description Enter the activity Description. Check with your agency for requirements. *Activity Enter the Activity ID. Check with your agency for requirements. Start Date and End Date If your project has only one activity, as in this example, the activity dates must match the project dates. If you are adding multiple activities, you must have at least one activity that starts on the project start date, and at least one that ends on the project end date and there must be no gaps between activities. Click on the OK button to return to the Related Projects page. Click on the Save button.