Introduction to Job Costing in SAP: Release 1 Only. April 20, 2006

Transcription

1 Introduction to Job Costing in SAP: Release 1 Only April 20, 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2 Project Vision The Business Tools for Schools (BTS) project will replace many of LAUSD s outdated and stand-alone business systems, such as IFS, BRASS, HRS, PTRS, Payroll, and FRDB using SAP software.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 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 BTS Management Reports (HR) Go-Live: July 2007 Supply Chain, MSS and ESS Manager Self-Service Employee Self-Service Procurement Product Master Data Accounts Payable Inventory Supplier Relations Mgmt. Asset Management Controlling (Costing Sheet) 2

4 Agenda Objective Glossary of Terms Lifecycle of an Internal Order Release 1 Key Changes Overview How to Display Internal Order Master Data A glance into SAP How to Display Expenditures for Internal Orders A glance into SAP How to Display Pre-Commitment and Commitment Line Items A glance into SAP Communications & Training Highlights Questions 3

5 Key Objectives To review the new Job Costing Release 1 processes in SAP and some of the benefits that will be derived from the new functionality To provide an overview of the SAP/IFS interface To discuss how Postings interface from IFS to SAP To provide an introduction to internal orders and order groups To learn how to display internal order master data, expenditure, pre-commitment and commitment line items in SAP 4

6 SAP Terminology SAP BTS (Business Tools for Schools) SAP (System Applications and Products) Internal Order Create and Release Job (Internal Order) Responsible Cost Center Requesting Cost Center Close Job Job Pre-Commitment Distribution Line Distribution/Assessment SD or AR billing Job commitment Buyer's Commitment Section Branch Job Category Nature of Job Year End Roll-Over IFS Job Cost Name of the project. BTS also refers to the portal which hosts SAP software and its Business Warehouse (BW) Name of the software vendor and its core integrated product SAP R/3 Job Initiate Job Seller Organization Code Job location Close Job Purchase Requisition (Seller Pre-Encumbrance) Distribution Line Billing (Internal) Billing (External) Purchase Order Encumbrance Job Encumbrance Section Branch Job Category First Four Digits of IFS Job Year-End Process 5

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

8 Job Costing Process Overview 7

9 Job Costing Process Overview Create/Maintain Master Data Create/Maintain -Service Cost Center -COA Data Monitor & Validate System Set-up - Execute Reports - Display Master Data Process Daily Job Cost Postings Perform Year-End Closing Perform Weekly Processing -Execute IFS to SAP I/O Master Data Interface - -Execute IFS to SAP Daily Postings -Execute IFS to SAP Daily Transactions Interface -Execute Year-End Reporting -Execute Billing in IFS -Execute IFS to SAP Interface 8

10 Release 1 Process July 1, 2006 IFS interfaces to SAP every night No internal order creation in SAP No manual expenditure entering in SAP IFS SAP 9

11 Key Changes Process Improvement Easier access to costing data Expected Benefits More time available for analysis of data Challenge Removal of intelligent numbering schemes for Job Cost Reconciliation required between two systems Solution Expert-led training to end users indicating: How the two systems work and interface How to report and access information How to reconcile the two systems 10

12 Postings Interface from IFS to SAP IFS Creation of data Job cost line items from the General Reporting Category in the Daily GENLED table is interfaced Release 1: Systems in sync SAP Job costs accounts: IFS Account Type 20 posts to SAP precommitments IFS Account Type 21 posts to SAP commitments IFS Account Type 22 post to SAP actual expenditures Phased out in Release 3 11

13 Creation of SAP Internal Orders through the IFS Interface 1. IFS nightly cycle is completed 2. Interface batch job is initiated 1. Audit date and time 2. Processed date and time 3. Error date and time 4. Error log date and time 4. SAP generates four files IFS / SAP Interface 3. SAP reads the interfaced file and executes 12

14 Creation of Order Groups in SAP through the IFS Interface Jobs created in IFS Internal orders created in SAP Order groups are automatically created Interface assigns the internal orders to the correct groups The grouping can be used for reporting purposes. For example, an order group can be a section. The user can develop a report for every section by entering section group name (e.g. SECT/TRAN ). 13

15 Display Internal Order Master Data Purpose: Use this procedure to display a selected Internal Order. Trigger: Perform this procedure when users need to retrieve a selected Internal Order. Prerequisite: The selected Internal Order must have been created. 14

16 Display Internal Order Master Data cont d Assignments allows you to view Object Class, Responsible Cost Center, Requesting Cost Center, etc. 15

17 Display Internal Order Master Data cont d Control data allows you to view Status, Currency, Revenue Posting and Commitment settings 16

18 Display Internal Order Master Data cont d Period-end closing allows you to view the costing sheet attached to this Order (Release 3). A costing sheet is used to apply indirect and nonproductive rates to direct internal orders. 17

19 Display Internal Order Master Data cont d General data allows you to view the order s: Section Code Branch Job Requested by Job category Estimated costs Requested date Job start date Job end date Externally billed 18

20 Display Expenditures for Internal Orders Purpose: Use this procedure to display expenditures for Internal Orders. Trigger: Perform this procedure when the users need to retrieve expenditures for Internal Orders. Prerequisites: The Internal Orders must have incurred expenditures. Click to execute the report Review the following fields: Fiscal Year From Period To Period Order Group Or Value (s) (Order numbers to be entered) 19

21 Display Expenditures for Internal Orders cont d Click Orders: Actual Line Items to view the actual expenditure line item Double-click on the amount under the Actual column to view the details of the transaction. 20

22 Display Expenditures for Internal Orders cont d Double-click the amount under the Val. in rep. cur. column to view details of the line item. 21

23 Display Expenditures for Internal Orders cont d Select Environment for a List of Documents in Accounting Double click Funds Management 22

24 Display Expenditures for Internal Orders cont d 23

25 Display Pre-Commitment Line Items for Internal Orders Purpose: Use this procedure to display pre-commitment line items for Internal Orders. Trigger: Perform this procedure when the users need to view pre-commitments. Prerequisites: Pre-encumbrances must have been created in IFS. Allows you to view the preencumbrances entered in IFS 24

26 Display Commitment Line Items for Internal Orders Purpose: Use this procedure to display encumbrances (commitments) for Internal Orders. Trigger: Perform this procedure when users need to retrieve encumbrances for Internal Orders. Prerequisite: The Internal Orders must have incurred encumbrances. Click to display Commitment Line Items for Internal Orders. 25

27 Display Commitment Line Items for Internal Orders cont d 26

28 Release 1 Major Changes Before SAP After SAP Fund 009 (Not used in external financial reporting) Live Fund (Used in external/internal financial reporting) Seller Organization Code Service Cost Center Job Number (8 characters) Internal Order Number (12 characters) 27

29 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 28

30 Sample of Relevant Training Courses for Job Costing Course Title Course ID Delivery Method Functional Area Duration BTS Basic Navigation of SAP R3 R3100 Web-Based Learning Navigation 1 hour BTS- Internal Orders in SAP from IFS Interface CO210 Expert-Led Training CO 3 hours 29

31 More Project Information? To learn more about the BTS Project: Check out the BTS Project Website ( Contact your local Change Champion For questions, 30

32 Questions 31