Umoja Realisation Workshop Cluster 3

Transcription

1 Umoja Realisation Workshop Cluster 3 Nairobi, February PROJECT MANAGEMENT SOLUTION DESIGN OVERVIEW

2 Project Definition in Umoja Foundation A project is an organized effort to produce a defined outcome within a set of constraints concerning scope, time, budget and quality. The temporary nature of projects stands in contrast with business as usual (or operations) which are repetitive, permanent or semi-permanent functional activities. In this context, Umoja Foundation will cover; voluntary-funded substantive projects where the funding is provided by donors / sponsors and for which the UN Secretariat must account, track and report on activities performed. capital projects where the outcome will be a fixed asset(s) as defined by IPSAS 17 or IPSAS 31. IPSAS 17: Property, Plant and Equipment IPSAS 31: Intangible Assets 2

3 Master Data Project Structures 3

4 Master Data created in Project Systems SAP Project Systems (PS) provides two joined data objects for mapping the structure of a project: Project Definition; and Work Breakdown Structure elements (WBS elements, or WBSE) The Project Definition determines the profile of a project as well as its basic parameters, e.g. project name, project start and end date. Profile: either Capital or Non-Capital Through WBS elements, a project can be planned and organized in a hierarchy of work packages, each represented by a WBS element (WBSE). The hierarchy of WBS elements can be further expanded to achieve the level of detail required. Sudan Mediation WS Project

5 Project Structures in Umoja Foundation Project Structures in Umoja Foundation are hierarchical structures Values defined at the Project Definition level will apply to the entire project structure consisting of WBS elements Parameters defined for the project structure are as follows: A project structure will consist of a single Project Definition A project structure will consist of one top level WBS element Activities breakdown in a project structure can consist of up to four levels in the hierarchy Sudan Mediation WS Project

6 Data Entries in a Project Structure Project Definition Project Profile Business Area* Functional Area* Start Date Finish Date Sudan Mediation WS Project 1 WBS element Project Type* Controlling Area* Resp. Cost Center* Basic Start Date Basic Finish Date Grant Sponsored Program Country Budget Control WBSE Investment Profile * values will default to all subordinate levels 6

7 Codification of Project Structures SB Sudan Mediation WS Project Rule 1: There is only 1 Project Definition for a project and it is a unique nine character ID. SB Level 1 WBSE Rule 2: There is only 1 Level 1 WBSE; it must match the Project Definition (the 9 character ID code is exactly the same). SB Level 2 WBSE Rule 3: Each level 2 WBSE has 12 characters with the first 9 characters matching the parent WBSE. SB Level 3 WBSE Rule 4: Each level 3 WBS element has 15 characters with the first 12 characters matching the parent WBS element. SB Level 4 WBSE Rule 5: Each level 4 WBS element has 18 characters with the first 15 characters matching the parent WBS element. 7

8 Overview: Umoja Solution for Grant-Funded Projects Project System Funds Management Grants Management A project is created to track trust fund expenditure Allotment of Grant budget Release of Grant budget Projects Funded Programs Grants/ Sponsored Programs SAP ECC Procurement of Goods and Services for a project SRM ECC SRM Enterprise Core Component Supplier Relationship Management 8

9 Sudan Mediation WS Project Sudan Mediation WS Project Sudan Mediation WS Project Relationship: Project Funded Program Grant Master Project A Release Funded Program A Release Budget Grant 1 Sponsored Program Project B Funded Program B1 Funded Program B2 Grant 2 Grant 3 Sponsored Program 2 Sponsored Program Grant 1 Sponsored Program 1 Project C Funded Program C Grant 2 Sponsored Program Grant 3 Sponsored Program 3 9

10 Example A: Operating Project Structure Geographic Structure Sudan Mediation WS Project Mediation WS-Series Region_1 Region_2 Region_3 Grant A Grant A Grant B Grant B Grant C Grant A Work Shop 1 Work Shop 2 Work Shop 3 Work Shop 4 Work Shop 5 Work Shop 6 10

11 Example B: Operating Project Structure Thematic Structure Sudan Mediation WS Project Mediation WS-Series Thematic Area_1 Thematic Area_2 Grant A Grant B Grant A Grant A Grant B Grant C Work Shop 2 Work Shop 3 Work Shop 6 Work Shop 1 Work Shop 4 Work Shop 5 11

12 Project Creation and Maintenance PP_002_001_002 Project Lifecycle 12

13 Create Project: 1. Create Project Definition with Profile Project Structure: Define Project Profile - Capital Project Profile - Non-Capital Project Profile 13

14 Create Project: 1. Create Project Definition with Profile Project Definition: Set Business Area and Functional Area for entire project structure 14

15 Create Project: 2. Create Work Breakdown Structure Level 1 WBS element: Define Proj. Type and Cost Center 15

16 Create Project: 2. Create Work Breakdown Structure Project Structure: Level 2 WBS element 16

17 Create Project: 3. Maintain Required UN Assignments Budget Control WBSE = Funded Program Defining a Budget Control WBSE will trigger the creation of a Funded Program in FM. Each project requires at least one Budget Control WBSE to receive budget allotments. 17

18 Create Project: 4. Maintain Investment Profile for AUCs! Please note that Investment Profiles for WBS elements can only be maintained for Projects created with a Capital Project Profile 18

19 Project Implementation PP_002_003_001 Project Lifecycle 19

20 Project Implementation Monitoring and Reporting Project reporting Comprehensive and up-to-date view of all projects Integration with financial data to show actual costs for a project Easy drilldown to project management details such as individual financial postings Supports financial planning, monitoring, reporting and managing project activities 20

21 Project Monitoring & Reporting: Structure Report Dynamic Selections enable to search projects/ WBS elements by Grant and/ or Sponsored Program Transaction: CN43N 21

22 Project Reporting & Monitoring: Actual Cost Report Transaction: CJI3 Project Posting Details: Amount Posted By WBS and Referencing Material Documents 22

23 Project Reporting: Drill-In Actual Cost to Goods Receipt 1 Transaction: CJI3 Project Posting Details: Material Document created after Goods Receipt posting 2 23

24 Project Reporting: Budget Availability Report Transaction: FMAVCR02 24

25 Thank You! 25