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Update PTA Attributes

Step-by-step instructions for attributes for a single PTA or mass update attributes across multiple PTAs.

Update PTA Attributes for a Single PTA

For a complete list of attributes, refer to Project, Task and Award Attributes Job Aid.
When making changes to PTA attributes, it is important to understand the potential impact on authority and financial reporting. For more information, refer to How Changes to PTA Attributes Impact Authority & Financial Reporting.

  1. Go to ofweb.stanford.edu
  2. Enter your SUNet ID and password
  3. Select SU PTA Maintenance or SU PTA Maintenance (Limited) depending on your authority level
  4. Select Launch PTA Maintenance Application

On the PTA Update Search page:

  1. Ensure that the default PTA Update tab is selected
  2. Enter appropriate search criteria in the search fields
    Selecting the drop-down menu located to the left of Owing Org, Manager, Owner and Free Form entry fields attributes allows you to specify these attributes as Award, Project, Task or All.

    Selecting Clear removes existing search criteria.

    Lookups are provided for some attributes.
  3. Select Search to display search results
  4. Select Download to Excel to view the result list in an Excel spreadsheet, if desired
  5. Select Update Attributes for the appropriate PTA that requires updating

On the Update Attributes page:

  1. Make attribute changes directly on the Update Attributes screen
    If you have PTA Maintenance (Limited) authority, you can only update the Manager attribute and Email Statements flag.

    Selecting an information icon next to an attribute displays the attribute's text description.

    If a fund authorization exists for the award, it displays below the Fund Authorization section at the bottom of the page.

    Attributes scheduled to be changed in the future appear in red font and are not editable until the change effective date.

    Select View History to view a list of previous updates made to the selected PTA, if needed.
  2. Select Continue

  1. Review to confirm that suggested update is correct
  2. Leave the Effective Date as today's date to schedule the update to occur immediately, or select the calendar icon to the right of the Effective Date to schedule the update to occur on a future date
  3. Select within the mandatory Justification field and type one to two sentences regarding why the change is needed
  4. Select Add an FYI to designate an individual(s) to be notified when the update takes effect, if desired
  5. Select Submit Changes to submit the update to PTA Maintenance
What Happens Next?
  • If you did not enter a future Effective Date, the update will take effect immediately. A notification is sent to the initiator and any individuals selected as FYIs.
  • If you changed the Effective Date to a future date, the update will not take effect until that date. At that time, a notification is sent to the initiator and any individuals selected as FYIs. You can cancel a scheduled attribute update before the transaction is complete.

Mass Update PTA Attributes Across Multiple PTAs

For a complete list of attributes, refer to Project, Task and Award Attributes Job Aid.
When making changes to PTA attributes, it is important to understand the potential impact on authority and financial reporting. For more information, refer to How Changes to PTA Attributes Impact Authority & Financial Reporting.

  1. Go to ofweb.stanford.edu
  2. Enter your SUNet ID and password
  3. Select SU PTA Maintenance or SU PTA Maintenance (Limited) depending on your authority level
  4. Select Launch PTA Maintenance Application

On the Mass Update Search page

  1. Select Mass Update tab
  2. Select an attribute from the Owning Attribute drop-down list located under the 1. Select Attribute for Mass Update heading
  3. Enter appropriate search criteria in the search fields located under 2. Find Projects, Tasks, and Awards heading
  4. Select Search button
    The search output section displays below:

    Selecting on headers in the output allows you to sort by that column.

    A maximum of 30 rows of returned records display at a time. Select Next or select from a specific range of rows to display more results.

    Selecting Clear removes existing search criteria.

Mass Update Level of Control or Level of Restriction
  1. Update Level of Control or Level of Restriction values using the drop-down selector under the Select PTA Segments for Mass Update heading
  2. If needed, select an award's Fund Authorization link to view a read-only copy of the award's fund authorization
  3. Select Submit Changes
Mass Update Manager, Organization, Owner or Free Form

Clicking between these tabs: Mass Update – Projects, Mass Update and Tasks and Mass Update – Awards allows you to view all returned records for each project, task and award segment.

  1. For each record you wish to update, select its checkbox
    Selecting the All Records checkbox selects all of the records regardless of whether or not they're viewable on the page.
  2. Enter the new value for the selected segments in the New (Attribute) field located under 4. Enter new value for selected segments
  3. Select Submit Changes

On the Summary of Proposed Attributes Changes page:

  1. Review the list of proposed attribute changes and check for correctness
    Optional:  For any attributes that you do not wish to be updated, select Remove.
  2. Leave the Effective Date as today's date to schedule the update to occur immediately or select the calendar icon to the right of the Effective Date to schedule the update to take place on a future date
  3. Type one to two sentences in the Justification entry field explaining why the change is needed
  4. Select Add an FYI to designate an individual(s) to be notified when the update takes effect, if desired
  5. Select Submit Changes to submit the update to PTA Maintenance
What Happens Next?
  • If you did not enter a future Effective Date, the update will take effect immediately. A notification is sent to the initiator and any individuals selected as FYIs.
  • If you changed the Effective Date to a future date, the update will not take effect until that date. At that time, a notification is sent to the initiator and any individuals selected as FYIs. You can cancel a scheduled attribute update before the transaction is complete.
Last Updated: Oct 18, 2022
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