Creating projects and budgets

There are significant changes as to how resources are requested within the client portal. More information on the changes can be found at:
Client Portal, MyOSC, documentation
Academic Fee Structure FAQ

OSC client portal allows users to request and manage their projects.

Creating a new project

If you already have a project with OSC and want to re-use that project code, please proceed to the budget section of this documentation.

Any user with the Primary Investigator (PI) role can request a new project in the client portal. Using the navigation bar, select Project, Create a new project. Fill in the required information. See more details on these options below.

The pricing implications for requesting a new project should be understood before continuing.

Project types

Depending on the project type selected here, it will alter how budgets are approved.

The project types academic, commercial, and government/non-profit projects will use the approval process set up by the institution of the PI requesting the project. This could involve waiting on a fiscal approver to review the request, or having the request automatically approved.

The classroom project type will be routed to OSC staff for approval since all usage under a classroom project is fully credited so that no charges are incurred by the PI. Remember that a syllabus is required for classroom projects to be approved.

Service agreements

A PI can choose to create a new service agreement or select an existing service agreement when creating a new project.

An existing project's service agreement can also be updated by OSC staff if needed.

The service agreement is important because it is used for credits (such as for classroom services or the annual credit available to Ohio Academics). Many projects can use a single service agreement, which also means many projects can take advantage of any credits as well. OSC will be expanding the use of these service agreements in the future. Note that a classroom project is forced to use a unique service agreement that is not selectable by other projects.

The $1,000 annual credit for Ohio Academic PIs can only be used once a year and each PI is limited to one credit only.

Creating a budget

If an institution has not set up fiscal reviewers for budgets at OSC, then a PI of that institution will not be able to create a budget for their project. Please contact OSC Help to create a new budget in this case.

After entering the required information on the project creation page, a budget can be created.

For projects that are already created, head to the project details page and click the Create new budget button and go through the budget creation process again.

Budgets are used to constrain spending in a fiscal year, but bills are based on service type and utilization. Budgets can be replaced at any time.

Timeframe

First select the timeframe that the budget should be created for.

The timeframe can either be for this fiscal year or the next fiscal year.

A fiscal year is from July 1st to June 30th the next calendar year.

Budget type

There are two types of available budgets, limited and unlimited.

Limited budgets are used for projects that want to put a maximum on the charges that can be incurred. This is useful for a PI that creates a new project, receives the $1,000 annual credit, then sets a limited budget of $1,000.

Unlimited budgets are for projects that will not have a spending limit.

To create a limited budget, answer yes to 'Do you want to set a dollar budget?'. For an unlimited budget, select no.

If you have a restricted project you want to re-use, you would submit the budget request under that project code.

Storage request

A storage amount can be entered to request project storage space. The difference between different storage at OSC is described in available file systems.

Storage does have a cost associated with it per TB requested. Once the storage space is created it is considered permenant and it will continue to accrue charges, even if the budget has been depleted and the project is restricted.
Please contact oschelp@osc.edu to request that project storage be removed and no longer charged for.

Org Fiscal Reference text field and checkbox

There are two fields that may need to be filled in.

The Org Fiscal Reference is an internal accounting field for the project's organization.

e.g. At Ohio State University, a PI should enter the Purchase Request # here.

The Fiscal Approval checkbox is an option displayed for a PI that can automatically activate a budget without requiring review. It has the PI declare that they have already been approved for spending at OSC.

Submit budget review or activating budget

After filling in budget information, the next page will be different depending on whether the PI's institution has setup a review process at OSC.

If the institution allows PIs to activate their own budget, the PI simply clicks Activate Budget, then the project and budget are both set to active.

If the institution requires review of the budget, an email will be sent to reviewers. Once the reviewers decides on approving, partially approving (an amount different than the PI's request) or rejecting, the PI will receive a notification of the repsonse.

Managing service agreements and projects

Service agreements and projects that have been created should be managed periodically.

View all service agreements

To view all service agreements, select Individual from the navigation bar, then service agreement list. The projects associated will also be displayed by which service agreement they are attached to.

View all projects

To view all projects, even those not submitted for approval and still waiting on approval, navigate to Project, Project List.

View Budgets

Go to the project details page and select the Budgets button to view current and past budgets.

View credits

Unfortunately, credits cannot be currently be viewed from the service agreement list. Only on the project details page can a credit be viewed. This will be updated soon to allow a more intuitive view of credits through service agreements.

Questions on what is a budget? What is the credit?

Please see fee model terms for explanations.

Service: