The Disconnect
When project budgets are approved, there's no reliable way to connect expenditures to the specific project. This creates significant manual work and a high risk of errors.
Of approved project numbers are reset, destroying the primary tracking link before spending even begins.
The Current Workflow
Project number assigned linearly
Original project number is reset
Linked to a generic budget code
Requisitions linked only to budget code, not the project
Manual effort to link expenses, leading to errors
Root Cause Analysis
Methods & Processes
The workflow itself creates the problem. The process of resetting project numbers upon approval is the single largest contributor to tracking failures.
Systems & Technology
Our tools lack the necessary features. The CUNY system's inability to record a specific project number forces a reliance on generic codes.
Information & Data
The data becomes ambiguous. Multiple projects are often bundled under one budget code, making accurate one-to-one reconciliation impossible.
The Proposed Solution: A New Workflow
Submitted as a draft, no final number
A unique, permanent project ID is assigned
Budget and the new Project ID are uploaded together
Spending is linked to both budget code AND the unique Project ID
Expenditures are automatically and accurately linked to the correct project
Projected Impact
By implementing a stable, unique project identifier, we can drastically reduce manual effort and eliminate the root cause of expenditure misassignment.