Presentation on theme: "Project Costing and Customer Contracts"— Presentation transcript:
1 Project Costing and Customer Contracts State of ConnecticutProject Costing andCustomer ContractsThe purpose of this document is to demonstrate the way Core-CT utilizes the Project Costing and Customer Contracts modules.The audience for this document can be current module users, developers, and other governmental entities utilizing these modules.This presentation has been designed to accommodate anyone needing information about the Project Costing and Customer Contracts modules.It can be used to deliver an overview of the modules or to explain the more intricate relationships these modules have with other Core-CT modules.
2 Table of Contents 1. PC/CA Overview Page 3 2. Creating a Project Page 63. Integration Page 224. Commitment Control Page 355. Custom Project Upload Page 396. eProcurement Page 437. Purchasing Page 478. Accounts Payable Page 519. Asset Management Page 54General Ledger Page 55HRMS Page 59Allocations Page 62Customer Contracts Page 68Billing Page 80Accounts Receivable Page 86Additional Information Page 90This document will cover the basic set up of a Project and Customer Contract and the integration points used by Core-CT.
3 Project Costing - PCIn Project Costing, a project is an identifier for cost collection and for monitoring the progress and status for a product or service.Detail Projects include Activities.Activities are specific tasks associated to a Project where transactional data gets recorded and monitored (i.e. contractual expenses, incidental costs).Summary Projects do not include Activities and are used for grouping Detail Projects to identify project relationships for reporting and tracking purposes.Template Projects, which are created during an agency implementation, are reusable to populate new Detail Projects with preset standard information such as Project Type, Project Status and Activities. Templates reduce redundant keyboard entry for common project attributes.Some PC agencies only use the Detail Projects without Summary Projects.Agencies using the Summary Projects maintain their own PCBU trees and attach the Detail Projects under the appropriate Summary Project node. The Summary Project node when selected on custom reports will only bring back data related to the projects associated to that node.
4 Customer Contracts - CA Customer Contracts represent an agreement between a state agency and the customer that they are billing, which could be another State agency, a Federal agency, or a third party.Customer Contracts come in two classifications: Standard and Government. The classification type determines the degree of functionality available. The main difference between a Government and a Standard classification is the Government classification allows for the entry of awarded and funded amounts, and Standard does not.Currently Core-CT only uses Rate Based Contracts.Federal Highway Administration (FHWA) contracts go down to transaction limits. All other customers utilize line limits.
5 SecurityBased on permission lists attached to roles and the requirements of agencies, Core-CT created multiple roles to access specific pages and functionality.For a list of PC and CA roles and access, see the Role Handbook for Financials: > Agency Security Liaison> Role Handbook for FinancialsCore-CT utilizes Integration Broker - Application Messaging. CT_WEB_SERVICES, a custom Permission List, was created to include delivered and custom Service Operations entered on the Web Services page. This Permission List is necessary to allow transactions created by a user to get messaged to other applications (i.e. FN to HR).Core-CT’s Security unit maintains the security for EPM, Financials, and HR production environments as well as for all test environments.The particular access and rights an employee has in these modules relates directly to the security assigned by the role.Integration Broker messages data entered in Financials over to HR and vice versa.
6 Project Costing: Creating a Project With Project Costing, Core-CT allows users to set up new Project IDs. These are available upon creation, unlike other new Chartfield values which must be submitted centrally for entry.Core-CT has users create new Project IDs from templates to eliminate the entry of redundant data and for ease of use.Many of the project pages are optional.To Add/Find an Existing Project navigate to: Project Costing> Project Definitions> General InformationAgency users create their own projects upon demand.Many optional pages are provided for project management and are used differently depending on the agency and their needs.
7 Create Detail ProjectCore-CT customized the creating a project process to require Project IDs to start with Agency acronyms and to have Project from Template default in the Create field.Customization: Project has to start with first three characters of Business Unit.Customization: Change the Create field to default ‘Project from Template’.
8 Create Detail ProjectAgencies select predefined Project Templates to create Detail Projects.The Start Date is used to trigger multiple effective dates within the new project.Project templates are agency configured to address agency needs.Since the project is defaulting from a template it is recommended to leave all checkboxes active so that all necessary information flows through to the new project.
9 General Information Page The Description, Integration, Project Type, and Project Status fields default from the Project Template.The Description field default will need to be overwritten with the title for the Project ID.The Start Date defaults from the New Start Date field from the Create Project From Template page.The End Date is calculated based on the time-span on the template.The Project Template is similar to Project Copy, it copies all of the data elements captured from the Template so the user will only need to modify certain fields to make the new project unique.
10 General Information Page Edits to the page are made by user to data defaulted from template.This screenshot displays the General Information page after changes by the user to the Description (specific to the Project Id), Project Status (changed to ‘Open’), and Long Description. Template values that defaulted were different.Core-CT grayed out the Save as Template and Copy Project buttons to prevent users from inadvertently using them.Select the Project Activities hyperlink to continue creating the project.Customization: Save as Template and Copy Project are inactivated so the user cannot accidentally hit the wrong save.
11 Project ActivitiesThis Activity defaulted from the template. Additional Activities may be added to the Project.The Start Date defaulted from New Start Date field from the Create Project From Template page. The End Date defaults from the calculated time span on the template.The Start and End Dates can be edited.To add Activities to this Project: select the checkbox of the defaulted Activity, enter the number of Activities to be added in the Number Rows field, click the Add icon. Select the Activity and edit the dates as necessary.Select the Return to General Information hyperlink to continue creating the project.
12 Project Costing Definition Page access given for Project Utilities and Enforce Team functionality.From the General Information page, select the Project Costing Definition page to utilize the Project Team functionality. Select the appropriate Enforce Team group box values. See the next slide for more information.Select the Project Team hyperlink to continue creating the project.Customization: Inactivated fields so users could not accidentally change fields that could affect processing.Customization: Checked and inactivated Standard Activities.Customization: Enforce Team Effdt and View Enforce History.
13 Customization: Enforce Team Functionality If Enforce Team is set to Do Not Enforce – Team Members associated to the project are for reporting purposes only.If Enforce Team is set to Project Team Only – Only the Team Members associated to the project will be allowed to enter a combo code to this project on their timesheet.Effective dates are very important in Enforce Team functionality. For specific information see the Team Member Functionality job aid: Financials User> Project Costing> Project Costing Job Aids> Team Member FunctionalityCombo codes are customized to allow Chartfield 1 to be an Activity for Project Costing using agencies, as the Activity Chartfield is missing from the combo build process.Application Messaging was modified to allow for the Enforce Team Effective Date and Team Scheduling dates to be captured in Human Resources.Enforce team is optional. During requirements finalization, agencies requested a way to limit who could charge time to a project. Some customization was required to get it to work the way the State of CT needed it to work.Fiscal Year and pay period dates factor into selecting accurate Effective Dates for the Enforce Team functionality.
14 Project Team - Team Detail Enter and select Notify for Status Change to have employee receive notification.An employee can be assigned a variety of roles throughout the life of the project. For example from 1/1/2011 to 3/30/2011 the employee may be a Project Manager, however from 4/1/2011 to the end of the project the employee may assume another role. To facilitate these changes in the Availability dates box activate the ‘+’ sign to add additional rows.Additional Team members can be added by selecting the Add Member to Activity Team button or the '+' sign in the Team Member group box.Click the Return to Project Team Summary hyperlink, the Return to General Information hyperlink, and the Manager tab to navigate to the next screenshot.Customization: Removed the minus (-) sign so users cannot remove an employee from team detail due to prior period adjustments to an employees time and the code used to look at team members.
15 Project TeamCore-CT does not recommend attaching Employees to a Template. The ability to delete team members on the detail project has been removed so that prior period payroll adjustments are not compromised. Team members can be inactivated through the use of the End Date.Once a detail project is created from a Template an employee can be added by entering their Employee ID.notification for Status Changes (requires set up in the Project Type Status Path configuration), ID, and Notify for Status Change checked.A Project Role is required. If Project Manager is selected as the role, that employee will display on the Manager page.Project team members can be used as a reporting mechanism or as a way to notify specific employees of a Project Status change.
16 ManagerThe Team Member with the Project Manager checked displays on the Manager page.There can be only one Project Manager on a project at any given time. Based on the data below a new Manager can be assigned as of 07/01/2099.It is important to not overlap the Start Date and End Date for the project manager role.Select the Location tab to navigate to the next slide.
17 LocationLocation page is optional. Location Codes are configured as required by agencies. Users can enter or select a Location Code and upon Save, the Address information will default. Location is for reporting purposes only.The Location page allows an agency to add locations related to the project. Locations are used to track the physical locations of a Project. Additional locations can be added to the project by clicking the "+' sign. A location can be effective dated to correspond with the life of a project.The Location Code table is used by all Core-CT modules, it is not specific to Project Costing.Select the User Fields tab to navigate to the next slide.
18 User FieldsThe User Fields page is optional. User Fields are free form fields. Each agency can come up with their own mapping for what each field represents. User Fields are for reporting purposes only.Select the Rates tab to navigate to the next slide.
19 RatesIn Core-CT, a Project ID gets attached to a Customer Contract along with a Rate Set or Rate Plan. The Rates page is a view of that association. In this example, the project has not been attached to a Customer Contract.The following page will show an example with Contract attached.
20 RatesAn example of the Rates page where a Project has an associated Customer Contract.Click the right arrow on the tab bar to view the remaining available tabs.
21 Asset Integration Rules Asset Integration Rules are required if an Agency is integrating the costs of a Project to an Asset. This is used for infrastructure-type assets, e.g., a Project is the construction of a new building that when completed will need to be captured in the Asset Management module.Agencies interested in using this functionality should work with Core-CT staff for set up and training.
22 IntegrationThe following slide shows Project Costing (PC) and Customer Contracts (CA) integration with other Core-CT modules.Since PC and CA are integrated with other modules, errors in coding or amounts need to be corrected in the source modules (where possible) to correct the data for consistency/reconciliation throughout Core-CT.The PROJ_RESOURCE table pulls in approximately 150 fields of detail from other modules. The transaction specifies which fields get populated.
23 This slide displays a flowchart of all of the modules being utilized and how they integrate with Project Costing and Customer Contracts.Within each box the black lettering is the module, the purple lettering is a sample of the Application Messaging and the green lettering is the batch process that integrates the data from one module to another module.The dashed box with the blue lettering contain the Analysis Types associated to that module for Project Costing.The next several slides will explain Application Messaging, Analysis Types, and Analysis Groups.Blue: Analysis TypeGreen: Batch processPurple: Application messages
24 Integration Broker Application Messaging Integration Broker is a middleware technology that performs asynchronous and synchronous messaging among internal systems. These processes include defining services and service operations, messages, queues, nodes, routings, and transformations.Services are used to logically group a set of service operations.Service operations contain the processing logic for an integration and determine how the integration is to be processed (synchronously or asynchronously).Messages provide the description of the data being sent, including fields and field lengths. Messages need to be set up exactly the same in HR as they are in FN.The State of CT utilized multiple delivered set up options.
25 Integration Broker Application Messaging Queues are used to queue service operations for processing.Node definitions define the locations to or from which messages can be routed.Routings specify the direction of the integration (inbound or outbound).Core-CT uses both single sync and full sync functionality. For instance, PROJECT_SYNC messages Project Record data to HR upon create/save of a project by the user. PROJECT_FULLSYNC is run centrally and truncates the HR PROJECT record and messages the entire FN PROJECT record data.Some security set up is required to allow users to Message data.Some application messages were customized for the State of CT.
26 Application Messages used by Core-CT Project Costing ACTUAL_TIME_BATCH_ADDHR to FNBUS_UNIT_PC_SYNCFN to HRCT_PROJ_ENFORCE_FULLSYNCFN to HR CustomCT_PROJ_ENFORCE_SYNCPERSON_BASIC_SYNCPROJECT_ACTIVITY_FULLSYNCPROJECT_ACTIVITY_SYNCPROJECT_FULLSYNCPROJECT_STATUS_DEFN_SYNCPROJECT_STATUS_FULLSYNCPROJECT_STATUS_SYNCPROJECT_SYNCPROJECT_TEAM_FULLSYNCPROJECT_TEAM_SYNCRESOURCE_CAT_SYNCRESOURCE_SUB_CAT_SYNCRESOURCE_TYPE_SYNCCore-CT messages data from Financials to Human Resources and vice versa.
27 Setup for PROJECT_SYNC MessageSetup for PROJECT_SYNCIncludes Version and Message TypeThe expanded record on the message displays the fields set up to sync over to HR. The checks represent the fields that will be sent.This slide shows the PROJECT_SYNC message set up.
28 Setup for PROJECT_SYNC Service OperationSetup for PROJECT_SYNCGeneral tab includes: Operation Type, Version, Status and Queue NameRoutings tab includes: Sender Node, Receiver Node, Direction and StatusThis slide shows the PROJECT_SYNC Service Operation setup.
29 Setup for PROJECTS_SETUP QueueSetup for PROJECTS_SETUPThis queue holds all of the Project related application messages.If any transaction within this Queue fails, all of the Operations data will be held until the failed data is corrected.The most common reason for failure is when a user somehow saves data after hours of operation. Resubmitting the message during regular hours will correct this issue.
30 Commonly Used Analysis Types Analysis Types identify different types of transactions, such as budget amounts, actual costs, and billed costs.Navigation: Set Up Financials/Supply Chain> Product Related> Project Costing> Transaction Options> Analysis TypesAnalysis TypeDescriptionUseACTActualsAccounts Payable VoucherBAJBilling AdjustmentBilling InvoiceBD1Total Cost BudgetCommitment Control Budget JournalBILBillable AmountCA-Billable row created via pricingBLDBilled AmountBillable to Billed row via finalizationCCACommitment AdjustmentPurchasing-Balance on closed POCOMCommitment Including PO & Sub ContractPurchasing-PO EncumbranceCRVCommitment ReversalPurchasing-PO Encumbrance reversalFRGFringe AllocationAllocations-Reallocate FringeGLEGeneral Ledger ExpenseGeneral Ledger Adjustment (5% Acct)GLRGeneral Ledger Revenue General Ledger Adjustment (4% Acct)IKEIn Kind ExpensesCapture Shared ExpenseOLTOver LimitCA-Billable row exceeds Contract limitPAYTime & Labor ActualPayroll-Earnings & Fringe expenditureREQRequisitionsE Pro-RequisitionsREVRevenueAR–Applied PaymentsRRVRequisition ReversalsE Pro-Requisition ReversalThis list contains a sample of the delivered as well as custom analysis types.
31 Analysis GroupsAnalysis Groups are used to group analysis types and define the relationships among them in order to analyze project costs. For example, they can be used to calculate the total budgeted cost of a project in relation to the total actual costs.Analysis Groups are key configuration items used for reporting and batch processing.It is important to understand the sign (+ or -) of the amounts that are populated on PROJ_RESOURCE to know and understand how to set up multipliers on an Analysis Group.Navigation: Set Up Financials/Supply Chain> Product Related> Project Costing>Transaction Options> Analysis GroupsSignage, positive or negative, is important because it computes values associated with the analysis types contained in a particular group.
32 Analysis GroupsThis example demonstrates how the Analysis Group CTENC (Encumbrance) is determined.The Analysis Type COM (PO Encumbrance) minus the Analysis Type CRV (Commitment Reversal or Voucher payment) minus the Analysis Type CCA (Commitment Adjustments or PO Closed balance of Commitment) equals the Encumbrance (Analysis Group CTENC).A PO is created for $100; a voucher is created from the PO Receipt for $75; later the PO is closed. COM= $100, ACT= $75, CRV= $75, CCA= $25. Based on the CTENC Analysis Group Multipliers the encumbrance balance is: minus $25 (CCA) plus $100 (COM) minus $75 (CRV) = $0 *** Note the Analysis Group Options: Perform MultiplicationThis slide shows how the custom CTENC analysis group is derived from the multiplication of different analysis types.
33 Using Analysis Groups in Reporting The Core-CT created report Project Data by Analysis Group allows the user to report on up to six analysis groups, any chartfield, and different date ranges for projects.Navigation: Project Costing> Core-CT Reports> Project Data by Analysis GroupThis is one example of how Analysis Groups can be used
34 Project Costing Global Requirements for Integration All transactional data from feeder systems (Budgets, Requisitions, Purchase Orders, Vouchers, Journals, Timesheets and Payroll) must have the proper Project Costing chartfield coding for the data to flow into the Project Costing module.PC Business UnitProject IDActivity IDThe Project Costing chartfields identify that the transaction is Project Costing related.The next several slides explain the PC/CA integration with other Core-CT modules.
35 Commitment Control - KK Project Costing has three budget structures:PC1 – Project level budgetPC2 – Project, Fund, and Special Identification Code (SID) level budgetPC3 – Project, Activity, Fund, and SID level budgetBudget journals for Project Costing are posted using the KK_PC3 ledger group. Commitment Control creates entries for the Parent budgets, PC1 and PC2, from the PC3 entry. Each level can have its own Budget Control Option.Users post their own agency level budgets. The Office of the State Comptroller (OSC) posts the legal level budgets. There are no system ties between the legal and agency level budgets.The financial transaction will be passed to the Project Costing module with the Analysis Type of BD1 (Total Cost Budget).To Add/Find an Existing Budget Journal navigate to: Commitment Control> Budget Journals> Enter Budget JournalsThe State of CT adds all budget journals through Commitment Control.
36 Budget Journal HeaderBudget journals for Project Costing are posted using the KK_PC3 ledger group.Customization: Check and inactivate the Generate Parent Budget(s) box when user selects KK_PC3 Ledger Group.
37 Budget Journal Lines**** Note: This budget journal has been coded to include PC Business Unit, Project ID and Activity; prerequisites for inclusion in the Project Costing Module.Customization: When users copy a budget journal they are able to change the Project ID and/or PC Business Unit to an invalid value. The page now re-validates the entire PCBU, Project ID, and Activity combination.
38 Budget Journal LinesOnce the Project Budget is posted in Commitment Control, a nightly batch process will run the interface from Commitment Control to Project Costing PC_KK_TO_PC). This process will create the budget transactions (BD1) on the PROJ_RESOURCE table.This is what the data looks like on PROJ_RESOURCE.Only the fields populated by the PC_KK_TO_PC process are shown.
39 Custom Project UploadThe Custom Project Upload tool is an Excel template designed to add data that does not get posted to the General Ledger but is available in PROJ_RESOURCE for reporting (i.e., the analysis type EST - estimated budgets).Core-CT created a custom analysis group of UPALL under each agency’s SETID. Only the analysis types within that group are allowed to be used with this tool.Agency users load the Excel files to staging tables.During requirements finalization, many agencies wanted to report on items that are not captured in the delivered modules.The analysis group UPALL include analysis types such as: EST (Budget Estimate), HSB (Historical Budget), and HSE (Historical Expense).
40 PC Upload Tool Main page For current Core-CT users, the upload tool for projects is very similar in design as to that of the Spreadsheet upload tool used for General Ledger and Budget Journals.
41 PC Upload Tool DetailsChartfield validations are built into the load process so that erroneous data cannot get loadedThis data gets loaded to the INTFC_PROJ_RES staging table.Custom Analysis Type of EST is entered in this tool for Estimated Budgets.To load this file after completion, navigate to Project Costing> Transaction Definitions> Project Transaction Upload
42 PC Upload ToolOnce the data is in the staging table; a 10am, 12pm, 2pm and overnight batch process will run the interface to load data to Project Costing (PC_INTFEDIT). This process will create the transactions on the PROJ_RESOURCE table.This is what the data looks like on PROJ_RESOURCE.
43 eProcurement - Requisitions Requisitions are used by most agencies when ordering commodities through the Catalog, or as an internal business practice for that agency.The requisition, once budget checked, reduces the available budget in the form of a pre-encumbrance.The financial transaction will be passed to the Project Costing module with the Analysis Type of REQ.To Add a Requisition navigate to: eProcurement> Create RequisitionsTo Find an existing requisition navigate to: eProcurement> Manage RequisitionsThere are 6 levels of workflow approval that a requisition may go through.Four Approval levelsUp to $ ,500 (REQUISITION AMOUNT APPROVER 1)Up to $ ,000 (REQUISITION AMOUNT APPROVER 2)Up to $1,000,000 (REQUISITION AMOUNT APPROVER 3)Over $1,000,000 (REQUISITION AMOUNT APPROVER 4)Chartfield Approver (REQUISITION BUDGET APPROVER)Purchasing Approver (REQUISITION PURCHASING APPROVER)
44 Requisition Line Details All requisitions source to Purchase Orders. This screen shot displays the Manage Requisitions page after the requisition has sourced to a Purchase Order.Once a requisition has a purchase order associated with it all further processing is completed in the Purchasing module. To review the schedule and distribution click the hyperlink.
45 Requisition Schedule & Distribution **** Note: This requisition has been coded to include PC Business Unit, Project ID and Activity; prerequisites for inclusion in the Project Costing Module.Sample data.
46 PC_PO_TO_PCOnce the Requisition is approved and budget checked valid, a nightly batch process will run the interface from Purchasing to Project Costing (PC_PO_TO_PC). This process will create the pre-encumbrance transaction (REQ) on the PROJ_RESOURCE table in the Project Costing module.This is what the data looks like on PROJ_RESOURCE.
47 Purchasing - Purchase Orders POs are created to procure items and services.POs can be sourced from a requisition or created manually online.The PO, once budget checked, reduces the available budget in the form of an encumbrance.The financial transaction will be passed to the Project Costing module with the Analysis Type of COM - Commitment.Reversals: When a purchase order is sourced from a requisition, the pre-encumbrance is reversed. The financial transaction will be passed to the Project Costing module with the Analysis Type of RRV – Requisition Reversal.To Add/Find an Existing Purchase Order navigate to: Purchasing> Purchase Orders> Add/Update PosThere are 3 levels of workflow approval that a PO may go through.Two Amount Approval levelsUp to $ ,000 (PURCHASE ORDER AMOUNT APPROVER 1)Over $ ,000 (PURCHASE ORDER AMOUNT APPROVER 2)Chartfield Approver (PURCHASE ORDER BUDGET APPROVER)
48 Purchase Order (PO) Header & Line To review the distribution line coding, click the schedule icon on the PO Form page for the line.
49 PO Distribution Line**** Note: This purchase order has been coded to include the PC Business Unit, Project ID and Activity; prerequisites for inclusion in the Project Costing Module.
50 PC_PO_TO_PC & PC_POADJUST Once the PO is approved, budget checked valid, and dispatched, a nightly batch process will run the interface from Purchasing to Project Costing (PC_PO_TO_PC). This process will create the encumbrance transaction (COM) on the PROJ_RESOURCE table in the Project Costing module.Subsequent to the PC_PO_TO_PC process, the PC_POADJUST process runs. This process will create the pre-encumbrance reversal transaction (RRV) on the PROJ_RESOURCE table.This is what the data looks like on PROJ_RESOURCE.
51 Accounts Payable - Vouchers Vouchers are used to pay for items and services.The Voucher, once budget checked, reduces the available budget in the form of an expenditure.The financial transaction will be passed to the Project Costing module with the Analysis Type of ACT - Actuals.Reversals: When a voucher is created from a PO, the encumbrance will be reversed. The financial transaction will be passed to the Project Costing module with the Analysis Type of CRV – Commitment Reversal.To Add/Find an Existing Voucher navigate to: Accounts Payable> Vouchers> Add/Update> Regular EntryThere is one level of workflow approval that a Voucher goes through: Voucher Approver (VOUCHER APPROVER)
52 Voucher Summary****Note: This voucher has been coded to include the PC Business Unit, Project ID, and Activity; prerequisites for inclusion in the Project Costing Module.Sample data.
53 PC_AP_TO_PCOnce the Voucher is posted and budget checked valid, a nightly batch process will run the interface from Accounts Payable to Project Costing (PC_AP_TO_PC). This process will create the expenditure transaction (ACT) on the PROJ_RESOURCE table in the Project Costing module.Subsequent to the PC_AP_TO_PC process, the PC_POADJUST process runs. This process will create the encumbrance reversal transaction (CRV) on the PROJ_RESOURCE table.This is what the data looks like on PROJ_RESOURCE.
54 Asset Management - AMProjects are used to capture infrastructure costs which need to be fed (once the project is completed) to the Asset Management (AM) module.The AM fields on PROJ_RESOURCE are updated with the Asset ID and the Profile ID for all qualified transactions.Detailed information on the asset process can be found at the Core-CT web site:Navigation: Financials User> Project Costing> Creating Assets From Project CostingLike Project Costing chartfields, Asset Management chartfields (AM Business Unit, Profile ID) are used to identify assets during the procurement/integration process with the eProcurement, Purchasing, Receiving, and Accounts Payable modules.
55 General Ledger - GLCore-CT captures expenditures and expenditure/revenue corrections through General Ledger (GL) Journals. Journals are used to record transactional data in the General Ledger.GLE (General Ledger Expenditure) and GLR (General Ledger Revenue) are delivered analysis types associated to the GL analysis group. Custom values can be added. Only analysis types in the analysis group GL are allowed when creating GL journals.In order for PROJ_RESOURCE to receive this data any new Analysis Types must be added to the GL Analysis Group along with the correct multiplier. The multiplier will determine how the transaction will appear on PROJ_RESOURCE.To Add/Find an Existing GL Journal navigate to: General Ledger> Journals> Journal Entry> Create/Update Journal EntriesIf the entry is related to a Project Costing Business Unit, an expenditure transaction is posted to PROJ_RESOURCE with an analysis type of ‘GLE’, or if it is revenue related, an analysis type of ‘GLR’ is created. If required, unique Analysis Types can be created for an Agency.
56 GL Journal HeaderGeneral Ledger Header information contains important items such as ledger group and source type.
57 GL Journal Line****Note: This journal has been coded to include the PC Business Unit, Project ID, Activity, and Analysis Type (MSA – Miscellaneous Allocation is a custom value); prerequisites for inclusion in the Project Costing Module.Sample data
58 PC_GL_TO_PCOnce the Journal is posted and valid, a nightly batch process will run the interface from General Ledger to Project Costing (PC_GL_TO_PC). This process will create the expenditure transaction (GLE), revenue transaction (GLR), or, in the example below, MSA for miscellaneous allocation (custom analysis type) on the PROJ_RESOURCE table in the Project Costing module.This is what the data looks like on PROJ_RESOURCE.
59 HRMS - Payroll / Time and Labor The State of Connecticut uses ‘Actuals’ to bill the Federal Government. There is no delivered process that brings the fringe data to PROJ_RESOURCE from HRMS.A custom process is in place to build data into tables that are then fed through the delivered app message to include regular pay and fringe data by employee. This is reconciled to what is also sent to the General Ledger.Core-CT customized the time and labor entry sheets to allow only project costing agencies the ability to add additional fields such as Source type, Category and Sub Category.Core-CT has custom code that allows projects in certain statuses to be available to employees. For example, a project in the status of ‘Open’, allows an employee to select a combo code. If the status is ‘Closed’, the combo code is not visible to the employee.Data is entered in Time and Labor and Additional Pay then benefits and deductions are calculated on a bi- weekly basis against the entered data.
60 PC_TL_TO_PCCore-CT runs the PC_TL_TO_PC batch processes biweekly to interface any Payroll Data App Messaged to the INTFC_PROJ_ACT temp table.Sample Data below shows how PROJ_RESOURCE receives the data for one employee for one pay period. Note the multiple accounts (REG pay 50110, Med Insurance 50420). Fringe is the amount that the State pays.A bi-weekly batch process will run the interface from Payroll to Project Costing (PC_TL_TO_PC). This process will create the expenditure transactions (PAY) on the PROJ_RESOURCE table in the Project Costing module.This is what the data looks like on PROJ_RESOURCE.
61 PROJ_RESOURCEPayroll data continued. Shows the Employee ID for the salaries being charged to this project.This is what the data looks like on PROJ_RESOURCE.
62 AllocationsFringe benefit expenditures are initially charged directly to state agency budgets following the same chartfield combinations used to record each employee’s salary. However, the state pays its share of fringe benefits out of central miscellaneous appropriations (e.g., health insurance, group life, etc.). Therefore, in most cases, the fringe benefit charges and the associated cash entries must be moved from the employee’s funding source to the central fringe benefit appropriations. To accomplish this, a series of fringe benefit allocations have been developed to run when payroll is posted to the General Ledger.Because fringe benefits are handled differently for certain funding sources, there are several variations to this basic approach. As such, separate sets of fringe benefit allocations have been developed.Allocations are also used for Payroll Additives (Federal - allowable general administrative expenses and fringe benefit costs not included in payroll actual costs).Allocations are set up to create GL journals and follow the same process as GL journals for loading to PROJ_RESOURCE.To Add/View Allocations, navigate to: Allocations> Define and Perform Allocations> Define Allocation Step
63 The method of calculation. Allocation - TypeThe method of calculation.Sample data
64 Allocation - PoolDefines the allocation pool: pool record, selection criteria, and selection method. You can define the pool from ledger balances, any table, or a fixed amount.Sample data
65 Allocation - TargetDefines the destination for the allocation or the target record (journal or any table) and target field values.Sample data
66 Allocation - OffsetIdentifies where the offset will be stored and what Chartfields will be associated so that a balanced entry is captured.Sample data
67 Allocation - Output Options Defines the table output option if the target or offset record is table. Defines journal options if the target or offset record is journals.Sample data
68 Customer Contracts - CA Project Costing / Billing / Customer Contract FlowThis slide shows the relationships among the Project Costing, Customer Contracts, Billing and Accounts Receivable modules.
69 Customer Contracts - CA Customer Contracts is an integration point between Project Costing and Billing which allows costs or labor incurred on a project to be billed through an automated process.Customer information, the rate set for marking up project costs, and the billing plan are defined on the Contract. For rate-based billing, Customer Contracts retrieves information from the Project Resource table, prices the transaction, and populates the Billing interface tables with the billing information.To Add/Find an Existing Contract navigate to: Customer Contracts> Create and Amend> General InformationCustomer Contracts represent an agreement between a state agency and the customer that they are billing, which could be another State agency, a Federal agency, or a third party.
70 Enter a Rate Based Contract The Contract Classification determines the functionality that is available for that particular contract type. Once a classification is specified and the contract saved, it cannot be changed.Internal Contract Classification is not used by Core-CT.The main difference between the Standard and Government classification is there are additional pages for Government where Awarded and Funded amounts and Start and End dates for the contract can be specified.
71 General PageFields of note: Description, Contract Type, Contract SignedSelecting the Lines tab would be the online navigation to the next slide.
72 Add Contract Lines Add Contract Lines> Select Product Products, for Core-CT, are templates that have predefined billing plans and revenue plans attached. Core-CT configured Products to minimize data entry.In this example three Products have been configured for this agency.User would select the Add Contract Lines button to add the selected product to the line of the contract, shown on next slide.
73 Contract Lines View of Contract line after Product selection. Selecting the Billing Plans hyperlink and then the Plan hyperlink would be the online navigation to the next slide.
74 Contract Billing PlanPredefined billing and revenue plans are attached to each product. The configuration attached to these plans determines how the data gets interfaced to Billing and how the Revenue is recognized (As Incurred).Selecting the Return to Assigned Billing Plan hyperlink, Return to General Information hyperlink, the Detail tab of the Contract Lines, the Contracts Terms hyperlink and then select the Transaction Limits hyperlink would be the online navigation to the next slide.
75 Transaction LimitsThe ‘Transaction Identifier Limits’ assist in identifying multiple appropriations. When one component of appropriated funds has been depleted, as defined by federal requirements, expenditures are charged against the next appropriation, transaction limit.Most agencies use only line limits, DOT uses Transaction Limits to be able to separate the funds they receive from the federal government. This allows DOT to comply with Federal reporting requirements.Selecting the Return to Contract Terms hyperlink is the online navigation to the next slide.
76 Contract AmountsFields of note: Start Date, End Date, Control Limits and Billing checkboxContracts & Billing Interface processes only select billable transactions from the Project Resource table that have a transaction date that falls within the start and end dates when the ‘Control Limits and Billing’ is checked .The Start Date represents the earliest date that transactions may be eligible for processing. After the contract is active, the start date is no longer editable if the Control Limits and Billing checkbox is selected.The End Date of the Contract is the latest date that transactions can be processed. Once the contract is active, you can edit this date throughout the life of the contract using amendment processing. You cannot enter an End Date earlier than the current system date.Selecting the Related Projects tab is the online navigation to the next slide.
77 Related ProjectsFields of note: PC Business Unit, Project, Activity, Effective Date of the rate set, Rate Selection, Rate SetAn agency can only attach one Project/Activity combination to one Contract at any given time.Rate Sets are configured and attached to Customer Contracts. Rate Sets determine how transactions will be priced (PC_PRICING) before being interfaced to Billing (CA_BI_INTFC).The Effective Date of the rate set is the date that transactions can begin to be priced against the contract. It is extremely important that the correct Rate Set is selected as it represents the standard pricing of the transactions associated with the contract line.The Rate Sets in the lookup are specific to an agency.If you select a related project you must select an activity; you may opt to select all activities by selecting the ‘All Activities Button’.
78 PC_PRICINGCore-CT runs the PC_Pricing engine nightly to process any cost rows that are eligible and creates a BIL - Billable Amount analysis type.The CA_BI_INTFC process picks up these BIL rows and generates an invoice.This is how the data displays on PROJ_RESOURCE.
79 CA_ACCTG_LN_PC record This record is used to create the GL Journal accounting entries utilizing the PSA_ACCTGGL process.This entry creates a DR to UAR (Unbilled AR, 11225) and a CR to Revenue or Refund of Expenditure.This is how the data displays on CA_ACCTG_LN record.
80 Billing - BIThe Core-CT Billing module provides State Agencies with a common process for creating and recording customer bills.By Entering Bills Online, Agency users are able to bill other State Agency Customers (Transfer Invoice process), Federal Customers, and any external customers.External customers need to be entered by the Billing Processor prior to creating a bill for that customer.When using Project Costing and Customer Contracts, bills are auto generated through integration, based on setup.Many of the bills created through Project Costing and Customer Contracts have over 10,000 lines of data which make viewing these bills online near impossible. Queries have been created for users to obtain the detailed information in lieu of viewing online.To View a bill navigate to: Billing> Review Billing Information> DetailsBills discussed in this presentation are created through the Project Costing and Customer Contracts interface.
81 Bill HeaderThis invoice was generated through Project Costing and Customer Contracts integration.A bill is staged from Project Costing and Customer Contracts Integration.Select the Line-Info 1 tab to navigate to the next slide.
82 Bill Line – Info 1The CA_BI_INTFC process selects BIL rows from the PROJ_RESOURCE table with a BI_DISTRIB_STATUS of ‘P’ (Priced) and inserts into the Billing Interface staging table. The BIIF0001 process selects the Billing data from the Billing Interface staging table and inserts the data into billing.Select the Line-Project Info from the drop down to navigate to the next slide.
83 Bill Line - Project Info The data shown is line #15,275 of Invoice FED23385.Select the Acctg - Unbilled AR from the drop down to navigate to the next slide.
84 Acctg - Unbilled ARThe accounting entry created by a PC/CA bill is a Dr to AR (Accounts Receivable) and a Cr to UAR (Unbilled Accounts Receivable). The Project chartfields do not populate the accounting pages on a bill, they are captured on the Project Info page (see previous slide).Sample data
85 PC_BI_TO_PCCore-CT runs the PC_BI_TO_PC process nightly to change all BILs – Billable Amount to BLDs – Billed Amount once an invoice has been finalized. BAJs – Billing Adjustments will also be brought into PROJ_RESOURCE for all adjustments and manual invoices that have a project/activity attached.A snapshot of the Project Resource table after the PC_BI_TO_PC process ran.
86 Accounts Receivable - AR Accounts Receivables are liquid assets that are created as a result of a sale of product or service to a customer on account. They are usually short-term assets that are turned into cash within 30 to 120 days from the date of the sales transaction. Accounts Receivable items are produced from bills that have been created for these goods or services. Once bills go through the AR Update process, they turn into AR items and will appear on an agency's open item list where they can be viewed on an aging report. These items are from other state agencies, federal agencies or external customers. Agencies may also receive miscellaneous cash that they deposit into the bank. These deposits are processed in the daily bank files and become Core-CT deposits the next day. The majority of these deposits are directly journaled into Core-CT, rather than becoming AR items. There is a custom process to bring back REV – Revenue analysis type rows for Project Costing related bill payments for reporting purposes.The REV analysis type that is brought back to PROJ_RESOURCE allows agencies to report on the complete picture of their Project including the revenue received from a customer.
87 All DepositsPayments are received into Core-CT Receivables through GIRO lockbox, bank statement, or manual regular deposit entry.Applying payments is done by matching payments received from customers with open items in Core-CT.Payments can be manually applied using payment worksheets or systematically with a tool called Payment Predictor.
88 Item ActivityEntry Type of IN is the invoice and Entry Type of PY is the payment
89 PC_AR_TO_PCCore-CT runs the PC_AR_TO_PC process nightly to bring back the analysis type of REV into Proj_Resource once a payment has been applied to invoice.A snapshot of the Project Resource table after the PC_AR_TO_PC process ran.
90 Additional Information Core-CT WebsiteCustomer ContractsProject CostingPC/CA ReportsUser Productivity Kit simulationsAvailable for Core-CT users onlyOnce logged in on the main Core-CT page located under Core-CT links