It Project Costing - DOC by wkm92452

VIEWS: 30 PAGES: 38

It Project Costing document sample

More Info
									                  Training Guide




PeopleSoft 8.9
Project Costing
                                                                                                                    Training Guide
                                                                                                                   Project Costing


                                                 Table of Contents
Establishing Funding Sources .................................................................................... 5
Creating Projects and Activities .................................................................................. 5
  Setting up a Project with (or without) Activities – (budgeted project) ....................................... 6
  Creating Activities ................................................................................................................... 8
  Linking a New Project to a Project Tree .................................................................................. 9
Defining Project Budgets ........................................................................................... 13
  Inserting a Project into a Budget Definition ........................................................................... 13
  Allocating a Fund Source ...................................................................................................... 15
  Turning off the FS Required Checkbox ................................................................................. 17
  Does your agency use Funding Source Distributions? .......................................................... 19
  Creating Project Funding ...................................................................................................... 19
  Troubleshooting Project Funding .......................................................................................... 26
  Adjusting Project Budgets ..................................................................................................... 30
  Setting up Funds Distribution (Optional) ............................................................................... 38




Last Change: 02/22/2011               21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                                           Page 3 of 38
                                                                                   Training Guide
                                                                                  Project Costing



Establishing Funding Sources
Creating Funding Sources
GMIS will create each funding source for your agency. Please submit a GMIS issue and include
a copy of your Grant Award Letter.



Creating Projects and Activities
Some projects are created just for reporting “roll-up” purposes. These types of projects will not
have activities associated with them and there will not be a budget setup for them. The reason
is that these projects will not have any actual transactions posted to them; they are strictly for
reporting roll-up needs. In PeopleSoft 8.9, these projects are called Programs.

Other projects will be setup with one or more activities and actual budgeted amounts. These
will have transactions posted against them.




Last Change: 02/22/2011     21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                   Page 5 of 38
 Training Guide
 Project Costing



Setting up a Project or a Program (project with no activities)

This is a project which will have budget and transactions posting against it.

Navigation
Project Costing > Project Definitions > General Information




1. Click the Add a New Value tab.
2. Enter the Business Unit.
3. Enter the Project.
4. Click Add.




Page 6 of 38                21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc        Last Change: 2/22/2011
                                                                                 Training Guide
                                                                                Project Costing




5. Enter a Description up to 30 characters.
6. If this is a Program (rollup project with no activities), select the Program checkbox.
7. Enter or select Integration (equals your Business Unit).
8. Project Type is optional.
9. Enter Start and End dates for this project.
10. Click Save.
11. After the Project has been saved, it reappears with more tabs, as shown in the following
    figure:




Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                  Page 7 of 38
 Training Guide
 Project Costing



Creating Activities
Navigation
From the Projects General Information page, click Project Activities.
Note: You may also add activities later directly from the Project Activities page at
      Project Costing > Activity Definitions > Project Activities.


Overview
Your budgeted project will need at least one activity associated with it. Activities may be used
to track and even control within a project if needed. Examples of activities would be Admin,
Personnel, Travel, Supplies, and so on. To create a single activity for the entire project, simply
create a single activity named ALL for instance.

Procedure
1. Click on the Project Activities link from the Project General page.




2. Enter ALL (for example) for the Activity ID.
3. Enter ALL (for example) for the Description.
4. To add additional Activities, enter the number of rows to add, and click the Add Rows
   button in the middle of the page.
5. Click Save.
6. Click Return to Project General.
7. Click Save once again at the bottom of the Project General page.




Page 8 of 38                21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc        Last Change: 2/22/2011
                                                                                 Training Guide
                                                                                Project Costing



Linking a New Project to a Project Tree
Overview
It is important to add your new project into the Project Grants tree reflecting the hierarchy of
your projects structure. The project tree may serve various purposes such as reporting roll-ups
or perhaps commitment control within your projects.

Navigation
Project Costing > Project Definitions > General Information




Procedure
1. From your saved General Information page, click the Project Costing Definition tab.




Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                  Page 9 of 38
 Training Guide
 Project Costing




2. In the Project Utilities area, click the Project Tree link.




3. Enter the Tree Name. (The standard tree name PROJECTS_GRANTS should be
   configured for your agency.)
4. Enter Effective Date of 01/01/1901.
5. Click on the Mag Glass lookup for the Parent Tree Node.




Page 10 of 38               21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc   Last Change: 2/22/2011
                                                                               Training Guide
                                                                              Project Costing


6. To place your project under the highest node of the tree, select the XXXX_ALL_PROJ
   node. This will be top the node at Tree Level Number - 1. Or, if you have created roll-up
   projects (with no activities), you may select one of these nodes at level 2 (or more).




7. Once you have selected the Parent Tree Node, click OK. You will receive the following
   confirmation:




8. Click OK again
9. To make sure that the Project was properly loaded or make future adjustments, you may
   visit the Tree Manager at the following navigation: Tree Manager > Tree Manager.




Last Change: 02/22/2011   21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                Page 11 of 38
 Training Guide
 Project Costing




Page 12 of 38      21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc   Last Change: 2/22/2011
                                                                                   Training Guide
                                                                                  Project Costing



Defining Project Budgets
Inserting a Project into a Budget Definition
Overview
The next step to setting up a project budget is to insert the newly created project into the budget
definition for the KK_PROJECT ledger. In this step, will be necessary to check the FS Required
Checkbox for this project on the Control Chartfields tab. This will allow the new project to
receive budget monies from a particular fund source (grant) during the Funding Source
Allocating step. Following the allocation, proceed with the Turning off the FS Required
Checkbox section prior creating the project Budget Plan.

Navigation
Commitment Control > Define Control Budgets > Budget Definitions




Procedure
1. Click the Find an Existing Value tab.
2. Enter the Business Unit in the SetID field.
3. Enter KK_PROJECT in the Ledger Group field.
4. Click the Correct History checkbox.
5. Click Search.




Last Change: 02/22/2011     21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                  Page 13 of 38
 Training Guide
 Project Costing




6. Click the      and then the Control Chartfield tab




7. Make sure All Control Values is unchecked.
8. Under the Chartfield Values blue header line, click on one of the Add a New Row
   icons.
9. In the Range From field, enter the Project ID.
10. In the Range To field, enter the Project ID.
11. Enter the project start date in the Begin Date field.
12. Enter the project completion date in the End Date field.
13. Click to turn on the FS Required checkbox.
14. Click Save.




15. If a warning message appears a few times, click OKs and the page will be saved.



Page 14 of 38               21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc    Last Change: 2/22/2011
                                                                                 Training Guide
                                                                                Project Costing




Allocating a Fund Source
Overview
The Fund Source allocation step involves using amounts available from a fund source (grant) to
fund a project. This step is required prior to budgeting your project. Before you can perform the
allocation, you will need to request GMIS to create a Funding Source definition and tell you the
Funding Source Number.

Navigation
Commitment Control > Define Control Budgets > Funding Source Allocation




Procedure
1. Click the Add a New Value tab.
2. Enter the Business Unit.
3. In the Ledger Group field, enter KK_PROJECT.
4. In the Chartfield Value field, enter or select the appropriate Project ID.
5. Click Add.




Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                 Page 15 of 38
 Training Guide
 Project Costing




6. In the Overall Amount field, enter the dollar amount for the total project budget.
7. In the Funding Source field, enter or select the fund source (grant) that you will use to fund
   the project.
   Note: It is critical that you select the proper Funding Source when completing this page.

8. Select Budgeted from the Spend Option drop-down list.
9. In the Spending Cap field, enter the dollar amount that will be used from the associated
   fund source that you selected.
Note: If the project is being sourced from only one fund source, this amount will equal the
Overall Amount.

10. If there are multiple Funding Sources, click the Add a New Row icon   and enter the
    additional data funding sources and applicable percentage breakdowns.
11. Click Save.




Page 16 of 38              21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc        Last Change: 2/22/2011
                                                                                 Training Guide
                                                                                Project Costing




Turning off the FS Required Checkbox
In a previous step, the FS Required checkbox was turned ON to allow the project to be funded
via the funding source allocation process. The FS Required checkbox will now need to be
turned back OFF before the project budget plan will finalize.
The following steps will illustrate how to turn OFF the FS Required Checkbox.

Navigation
Commitment Control > Define Control Budgets > Budget Definitions




Procedure
1. Click the Find an Existing Value tab.
2. Enter the Business Unit in the SetID field.
3. Enter KK_PROJECT in the Ledger Group field.
4. Click the Correct History checkbox.
5. Click Search.




6. Click the   and then the Control Chartfield tab



Last Change: 02/22/2011   21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                 Page 17 of 38
 Training Guide
 Project Costing




7. Make sure All Control Values is unchecked.
8. Click the FS Required checkbox for the newly created project to remove the check.
9. Click Save.




10. If a warning message(s) appears a few times, click OKs and the page will be saved.




Page 18 of 38             21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc      Last Change: 2/22/2011
                                                                                 Training Guide
                                                                                Project Costing




Does your agency use Funding Source Distributions?
Overview
Most agencies will not use this process to allocate costs across multiple funding sources. This
would typically happen when a project’s spending is represented by a split of funding sources.
A typical example would be some type of Federal/State split for a project.
If you are setting up funding source distributions for this project, please complete the
instructions later in this document under Setting up Funds Distribution (Optional) prior to
Creating Project Budgeting.



Creating Project Budgeting
Overview
The Project Budgeting pages are used to create budgets for the project. Once these budgets
are distributed and finalized, transactions may be processed against the project.
Note: It is very important to perform each step in this process in the proper sequence and fill
       in each field such as amount and Funding Source correctly. Failure to do so will
       require significant clean-up activities later on.

Navigation
Project Costing > Budgeting > Budget Plan > Add a New Value




Procedure
1. Enter the Business Unit.



Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                Page 19 of 38
 Training Guide
 Project Costing


2. Enter the Project.
3. Click Add.




4. Leave Analysis Type as BUD.
5. Enter Description.
6. Click on the Calendar tab.




7. Enter AL in the Calendar ID field.
8. Update the Start Date, if necessary.
9. Click on the General tab again.
10. Click Save.




Page 20 of 38             21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc   Last Change: 2/22/2011
                                                                            Training Guide
                                                                           Project Costing


Note: For each Activity to be budgeted, follow the steps below.



11. Click on the Budget Detail icon    to reach the Budget Detail page.




12. Click on the icon under Budget Item    to reach the Adjust Budget Items page.




Last Change: 02/22/2011   21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc             Page 21 of 38
 Training Guide
 Project Costing




13. Enter the word Funding in the Project Budget Item field.
14. Enter your Source Type (Resource Type).
15. Make sure that Generate Parent Budgets is checked.
16. Leave Original in the Budget Entry Type option.


17. Click OK to return to the Budget Detail page.




18. From the Budget Detail page, click on the Other link.



Page 22 of 38              21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc   Last Change: 2/22/2011
                                                                              Training Guide
                                                                             Project Costing




19. On the Adjust Budget Periods page, change the Spread Option to Adjust by Amount.
20. Enter your Funding Source number. This should correspond to you Source Type code.
21. Enter the starting budget date for your project under Accounting Date.
22. Enter your budget amount in Budget Adjustment.
23. Click Distribute Budget.
24. Click OK to return to the Budget Detail page.




Last Change: 02/22/2011   21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc              Page 23 of 38
 Training Guide
 Project Costing




25. Back on the Budget Detail page, click Save.
26. For each Activity you wish to budget, go back and repeat steps in this section from
    Step 11. Once you’ve completed budgeting all of your Activities, continue to Step 27
    below.
27. After completing budgets for each of your activities and clicking Save, click the link to
   Return to Budget Plan.




28. Click Save.
29. Click on the Finalize tab.


Page 24 of 38               21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc         Last Change: 2/22/2011
                                                                               Training Guide
                                                                              Project Costing




30. Click Finalize.




31. Click OK.
32. Click on the Process Monitor link.
33. Make sure the PC_WRAPPER process runs to Success.


34. Return to the Budget Plan Finalize tab and verify the Finalized Amount.




35. You should also validate this amount has posted to your KK_PROJECT and KK_ACTIVTY
    ledgers as well as your Proj_Resource table with Analysis Type of BUD.




Last Change: 02/22/2011   21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc               Page 25 of 38
 Training Guide
 Project Costing




Troubleshooting Project Budgetting
If the amount you budgeted on the Project Budget Plan does not appear under Finalized
Amount after Finalizing, you should investigate possible problems on the Review Commitment
Control page.

Navigation
Project Costing > Budgeting > Review Commitment Control




Procedure
1. Enter the Business Unit.
2. Click Search.
3. The projects you see have failed to finalize. Click to select a Project.




Page 26 of 38              21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc           Last Change: 2/22/2011
                                                                       Training Guide
                                                                      Project Costing




4. Review the budget details for accuracy.
5. Make sure Generate Parent Budget(s) is checked.
6. Scroll to the right and check for a budget error message.




7. If there is an error message, click on the Line Details icon.




Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc      Page 27 of 38
 Training Guide
 Project Costing


8. When the new window opens up, click on the plus mag glass icon.




9. From the Budget Exception Details page, click on the Budget Override tab to view your
   budget error.




10. Determine the problem. For instance, if you see Funding Source Required, it means you
    have forgotten to turn off the Funding Source Required field on the KK_Project Budget
    Definition.
11. Close this window to return to the Review Commitment Control page.




Page 28 of 38            21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc     Last Change: 2/22/2011
                                                                                      Training Guide
                                                                                     Project Costing


12. Once you have corrected any problems discovered, click the Send to Commitment Control
    button.
13. Click on the Process Monitor link and make sure the PC_WRAPPER process runs to
    Success.
14. Click Return to Search.
15. Enter your Business Unit and try to bring up this project again. If your project is still visible,
    begin again from Step 3 under Troubleshooting Project Budgeting. If your project is no
    longer visible from the Review Commitment Control page, continue below to validating on
    Step 16.
16. You should validate this amount has posted to your KK_PROJECT and KK_ACTIVTY
    ledgers as well as your Proj_Resource table with Analysis Type of BUD.




Last Change: 02/22/2011      21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc                   Page 29 of 38
 Training Guide
 Project Costing




Adjusting Project Budgets
In the next example, we will increase a project budget. A budget may be increased or
decreased. If you are increasing a project budget, you must first increase the allocation
following instructions for Allocating a Funding Source above.

Navigation
Project Costing > Budgeting > Budget Plan




Procedure
1. Find Existing Value, enter the Business Unit.
2. Enter the Project.
3. Click Search.




Page 30 of 38              21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc        Last Change: 2/22/2011
                                                                              Training Guide
                                                                             Project Costing




4. If the Status is Inactive, change to Active and click Save.

5. Click on the Budget Detail icon      to reach the Budget Detail page.




6. From the Budget Detail page, click on the Budget Items icon    to reach the Adjust
   Budget Items page.




Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc             Page 31 of 38
 Training Guide
 Project Costing




7. Click on the Plus icon to add a new row.
8. Enter the word Funding in the Project Budget Item field.
9. Enter your Source Type (Resource Type).
10. You may ignore Generate Parent Budgets and Budget Entry Type for now.
11. Click OK to return to the Budget Detail page.




12. From the Budget Detail page, click on the Other link for the new line at the bottom to reach
    the Adjust Budget Periods page.



Page 32 of 38              21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc       Last Change: 2/22/2011
                                                                           Training Guide
                                                                          Project Costing




13. From the Adjust Budget Periods page, change the Spread Option to Adjust by Amount.
14. Enter your Funding Source number. This should correspond to you Source Type code.
15. Enter the budget date for this adjustment under Accounting Date.
16. Enter your change to the budget amount in Budget Adjustment.
17. Click Distribute Budget.
18. Click OK to return to the Budget Detail page.




19. Back on the Budget Detail page, click Save.
20. At the bottom of the page, click the link to Return to Budget Plan.



Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc          Page 33 of 38
 Training Guide
 Project Costing




Important: Before continuing, you must return to the Adjust Budget Items page and select
the flag to Generate Parent Budgets.

21. Click on the Budget Detail icon   to return to the Budget Detail page.




22. From the Budget Detail page, click on the Budget Items icon      .




Page 34 of 38             21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc       Last Change: 2/22/2011
                                                                                Training Guide
                                                                               Project Costing




23. Select Generate Parent Budgets.
24. Change Budget Entry Type to Adjustment.
25. Click OK to return to the Budget Detail page.




26. From the Budget Detail page, click Save.
27. At the bottom of the page, click the link to Return to Budget Plan page.




Last Change: 02/22/2011    21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc               Page 35 of 38
 Training Guide
 Project Costing




28. Click Save.
29. Click on the Finalize tab.




30. Click Finalize.




31. Click OK.
32. Click on the Process Monitor link.
33. Make sure the PC_WRAPPER process runs to Success.


34. Return to the Budget Plan Finalize tab and verify the Finalized Amount.




Page 36 of 38               21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc   Last Change: 2/22/2011
                                                                        Training Guide
                                                                       Project Costing




35. You should also validate this amount has posted to your KK_PROJECT and KK_ACTIVTY
    ledgers as well as your Proj_Resource table with Analysis Type of BUD.




Last Change: 02/22/2011   21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc        Page 37 of 38
 Training Guide
 Project Costing



Setting up Funds Distribution (Optional)
Overview
(Documentation coming soon)




Page 38 of 38           21f82536-e17e-4c01-ad6f-c06e44bc2e92.doc   Last Change: 2/22/2011

								
To top