Project Systems Process Walkthrough. April 2006

Transcription

1 Project Systems Process Walkthrough April 2006

2 Project Vision The Business Tools for Schools (BTS) project will replace many of LAUSD s outdated and stand-alone business systems, such as IFS, BRASS, HRS, PTRS, Payroll, and FRDB using SAP software. BTS Vision Statement Dramatically improve service delivery to schools/employees. Radically improve the efficiency of District operations and our ability to manage them. Reduce/eliminate paperwork and redundant manual processes. Increase accountability and transparency to the public in the use of public funds. Provide better data for decision-makers and stakeholders at all levels. 1

3 Project Release Scope Release 1 Release 2 Release 3 Go-Live: July 2006 Finance General Ledger Accounts Receivable Grants Management Project Systems Financial Reports: BTS management reports (Finance) Go-Live: Dec HR/Payroll/Budget Applicant Tracking Organization Mgmt. Personnel Administration Benefits Time Management Payroll Position Budget Control Budget Development Budget Maintenance HR/ Payroll Reports Financial Reports: BTS management reports (HR) Go-Live: July 2007 Supply Chain, MSS and ESS Manager Self-Service Employee Self-Service Procurement Product Master Data Project Budget Authority Accounts Payable Inventory Supplier Relations Mgmt. Asset Management Controlling 2

4 Agenda Objective Glossary of Terms Key Changes Overview Create a project and develop a Work Breakdown Structure (WBS) A glance into SAP Develop a Budget Plan A glance into SAP Develop a Funding Strategy Interface and data conversion overview Communications & Training Highlights Questions 3

5 Key Objectives For This Session Provide to all the end-users impacted by Release 1 an overview of: the project processing in SAP and on some of the benefits that will be derived from the new functions and features creating a project and developing a WBS structure developing a budget plan developing a Funding Strategy in SAP interfaces to the existing systems 4

6 BTS-SAP Terminology You ll Be Hearing Today BTS: Business Tool for Schools. The project name BTS also refers to the portal which hosts SAP software and the business warehouse (BW) SAP: Systems Applications and Products. The name of the software vendor and its core integrated product SAP R/3. Direct project : is a project that incurs direct project costs as a result of execution of a defined scope of work, performed at a specific location, with defined budgets, funding sources etc. Indirect project - distributable : is a temporary holding account that aggregates expenditures which at a later stage are distributed to Direct Projects via the Journal Voucher process. The balance in this type of account should be zeroed out once the work is performed. Indirect project non distributable : is a holding account that aggregates expenditures which cannot be distributed to Direct Projects. Typically this type of account represents indirect costs at a program management level, overhead or other generic charges that cannot be identified with Direct Projects. Work Breakdown Structure (WBS) : Organizes and defines the total work scope of a project into a hierarchy. It is the functional basis for budgeting a project. WBS Elements : are the individual components of the work breakdown structure that will incur costs and may produce a specific deliverable: Level 2 WBS elements = current IFS Phases or Expedition buckets Level 3 WBS elements = current IFS Subprojects or Expedition cost codes GI: Generalized Interface Functional Area : represents a Fund Source. Original Budget Plan : is the original budget for a project. Budget Versions : are the different budget versions (Funding Strategy, Budget Plans, budget Revisions etc.) 5

7 LAUSD Big Picture of the Application Systems Food Services Student Information Decision Support System Finance Human Resources Cross Application Timesheets Project Systems Transportation Systems Controlling Materials Management SAP System of Record Supply Relationship Management LACOE Peoplesoft FY 07 Funds Management Grants Management SACS 200x Budget Planning Simulation (BPS) Facilities Systems BW 6

8 Project Life Cycle Plan Project (External) Complete and Close Project Report on on Projects Create Project and WBS elements in in SAP Execute Project and Monitor Expenses Define Budgets in in SAP Release Project or or Individual WBS Elements 7

9 Release 1 landscape For Project Systems Existing & New Constructions Facilities Direct Projects Indirect Projects Project Creation Project Creation Existing Systems Budget Development Existing Systems GI Budget Development Funding Strategy Existing Systems Funding Strategy Existing Systems Report on Projects Report on Projects Existing Systems Colin/Expedition for New Construction & AWMS for Existing Facilities 8

10 Release 1 Landscape For Project Systems Cont d Direct Projects ITD & Facilities Support Services Indirect Projects Project Creation using a template Project Creation Budget Definition Budget Definition Funding Strategy Funding Strategy Report on Projects Report on Projects FSS and ITD create projects in SAP only 9

11 Key Changes For Project Systems In Release 1 Budgets and expenditures on a project will be available, enabling Plan vs. Actual reporting in SAP. Multi-year project Budget Plans available in SAP. Current fiscal year budget authority will be in IFS. Posting of pre-encumbrance, encumbrances and any expenditures will, however, continue to be done in IFS until Release 3 An interface will run from IFS to SAP to transfer all transactions to SAP An interface will run from SAP to IFS to transfer project master data (AGPR/PRBL) All District project data will be available in a single repository for viewing (Release 1) and processing (Release 3) IFS Transfer of financial and projects data SAP Current Fiscal Year Budget Authority Posting Pre-Encumbrances Encumbrances Expenditures Multi-Year Project Budget Plans Plan vs. Actual Reporting 10

12 The Key Changes for projects in Release 1 The foundation for improved fiscal control will be set up in Release 1 Through the alignment of Project Budgets with Funding Strategies and consolidated project financial information Availability control (AVC) will be implemented in SAP in Release 3 The method for determining the Funding Sources for the project will be different in SAP. Budget Plans and Funding Strategies will be developed and maintained in Facilities Budgeting Systems and then transferred to SAP 11

13 A glance At Key Changes For Project Systems In Releases 2 & 3 Upcoming changes in Release 2 AWMS will be integrated with SAP for time reporting to Internal Orders and Project WBS for Facilities Job Cost requirements Payroll costs will be directly collected in SAP Upcoming changes in Release 3 Procurement will be performed in SAP AVC (availability control) for expenditures will be implemented in Release 3 using the FM (Fund Management) module. 12

14 Project / Standard WBS Numbering Dept Funding Source N Owning Department Level 1 Level 2 Level 3 Level 4 Project Identifies a project Primary Translation of IFS Phase / Expedition buckets Secondary Identifies the type of cost Translation of IFS Subproject / Expedition cost codes Identifies the funding source for the Level 3 Cost Element 13

15 Project Structure (WBS) E Project Definition E Beaudry 22nd 22nd Floor Floor Level 1 E E Plans Plans E E Construction Construction E E Project Project Mgmt Mgmt E E Contingencies Contingencies Level 2 E Plans E Con. Contract E Project Mgmt E Contingencies E Z1 Printing E Z2 Advertising E Con. Others E Change Order E Z0 Other Costs Level 3 E Z0-01 Measure K Level 4 14

16 Creating the project: the project builder The project builder is a user friendly method of accessing the Project Systems. It integrates all the application specific functions necessary for processing projects. Structure Tree Work area Work list and templates 15

17 Creating the project definition Project definition number: Sequentially assigned by SAP based on previously defined ranges and project owning branch/division 16

18 Creating the project definition Cont d 3- Click the WBS icon to access the screen to develop the WBS structure 1- Enter the project Manager Code and the owner authorized representative 2- Enter start and finish dates of the activity or business. The finish date is the date when notification is finished, malfunction is corrected or maintenance work is completed 17

19 Developing the WBS structure Input each WBS element level (Default level = 1) and the attached WBS element codes (Level 2 = 2 digit number Level 3 = 3 digit number Level 4 = 2 digit number) 18

20 eveloping the WBS structure : Zoom on Level 4 Level 4 WBS element identifies the Funding Source for the Level 3 cost element. Once you have entered the Level 4 WBS element, click the organization tab 19

21 eveloping the WBS structure : Functional Area Input the Functional Area (Fund Source) number for Level 4 WBS element 20

22 eveloping the WBS structure : Cost Centers In the responsibilities tab, enter the responsible cost center (where the budget will be consumed) Enter the requesting cost center (where the expenses will be posted) Once the project is created, save it Note : Cost centers can be entered at any level. If entered at level 1, they will automatically default to the lower levels. 21

23 Key points to remember about the project creation In the WBS structure, Planning is at level 3 Commitment and spending are at level 4 For release 1 : FSS and ITD will create their projects in SAP only New Construction will create their direct projects in Colin/Expedition and their indirect projects in SAP Existing Facilities will create their direct projects in AWMS, and their indirect projects in SAP The Business Roles involved in the project creation are as follows : Project Master Data Processor Project Structure/Template Processor Project Financial Approver 22

24 Project Life Cycle Plan Project (External) Complete and Close Project Report on on Projects Create Project and WBS elements in in SAP Execute Project and Monitor Expenses Define Budgets in in SAP Release Project or or Individual WBS Elements 23

25 Budget versions in SAP 501 Funding Strategy 502 Original Budget Plan 503 Budget Plan Revisions 504 Forecast Adjustments Reports: Current Approved Budget Current Approved Budget Forecast Budget 24

26 eveloping a budget 2-Select a budget version and click Cost Planning 1- Select a project 25

27 eveloping a budget Cont d Input amounts at level 3 26

28 Funding Strategy 501 Funding Strategy 502 Original Budget Plan 503 Budget Plan Revisions to date Funding Strategy is version 501 in SAP 504 Pending Budget Revisions Equals current approved budget Contains all Fund sources (Functional Areas) to be used on a project Any increase or decrease to the overall budget plan requires a corresponding Funding Strategy Change In Release 1, Funding Strategy will reside in SAP Project Systems. In Release 3, Funding Strategy will reside in SAP Funds Management to support the implementation of Project Budget Authority (AVC) Finance Human Resources Cross Application Timesheets Project Systems Controlling Materials Management SAP System of Record Supply Relationship Management FY 07 Funds Management Grants Management 27

29 Interfaces and data conversion ITD MS Project MS Project Excel Excel BTS BW BPS New Construction Expedition Expedition COLIN COLIN Existing Facilities AWMS AWMS API for initial upload and updates Project Budget Plans Project Funding Strategy Project Budget Revisions Project Forecast Adjustments Project Master Data Crosswalk tables Funds Management Controlling Project Systems BTS-SAP 28

30 What to remember for Release 1 Existing Facilities New Construction ITD FSS Will use SAP to create indirect projects Will use SAP to create indirect projects Will use SAP Will use SAP Will use current systems for the rest Will use current systems for the rest 29

31 Training and Communications Timeline Dec Jan Feb March Apr. May June July Process Walkthroughs End User Training* Go Live & Support *Training Delivery Methods: Web-based Learning, Live Virtual Training, Instructor-led Training, Expert-led Training and Open House 30

32 Project Related Training Courses Individuals will receive communications about the specific courses they will need to take Course sign-up will be available on Learning Zone Course Title Course ID Delivery Method Functional Area Duration Basic Navigation of SAP R/3 Account String Wizard Basic Navigation Project Systems Overview R3100 Web-Based Learning Navigation 1 hour WI100 Web-Based Learning Navigation 1 hour PS100 Web-Based Learning PS 2 hours Creating Projects & WBS elements PS200 Instructor-Led Training PS 8 hours Project Budget and Modifications for non Facilities PS400 Expert Led Training PS 2 Settle and Close projects PS600 Expert Led Training PS 4 Project Template Maintenance PS800 Expert Led Training PS 2 Project Analysis PS900 Virtual Classroom PS 2 31

33 More Project Information? To learn more about the BTS Project: Check out the BTS Project Website ( Contact your local Change Champion For questions, 32

34 Questions 33