The Project Cost Accounting System allows University of Washington departments to track financial data for functions using their own defined coding structure. Users may categorize transactions both within an individual budget number and crossing budget numbers. Once created, the coding structure is entered and maintained within the Online Financial Accounting System (FIN).

Due to the disconnect of decentralized financial systems at the University, acquiring information regarding PCA has been a challenge to both new and existing users.  Additional barriers to information are posed by a system that is coded on the mainframe, invisible to end users.  The typical user of PCA was not well-versed in COBOL based programming, and needed detailed information on how to apply codes to their transactions.

Working with existing literature (that dated back to 1973!), current PCA users, and mainframe program developers, I gathered and organized information to help create a one-stop source for information.  With the help of my group as well as volunteers, the information was streamlined to help provide quick information based on their needs.

To help ensure visitors were able to navigate through with ease and clarity, I coded several site maps to help display information based on the results of card sorts.  For presenting drafts of the visual navigation of new help content, a quick mapping tool called FreeMind was used.  Final documentation was done using Microsoft Visio with more detailed processes listed.

Using Drupal for departmental content management, the site provided streamlined content, a workbook for new users to help guide their coding structure creation, detailed department examples, and links to available resources and other PCA mentors.

As a result, users have reported positive experiences when learning about implementing Project Cost Accounting, feeling confident about the information when using the system.