1. Western Winter Workshop Implementing Project Management Tools February 9, 2002

2. Managing Cost Data Using Expedition and P3 Mark Greenhalgh

3. 3 Simple Goal zPut accounting data, actual $, into two software packages: yExpedition yPrimavera Project Planner

4. 4 Phases of Operation z1 Researching the Available Systems z2 Collecting Accounting Data z3 Preparing the Data z4 Setting up the Trends in Expedition z5 Moving a block of data into Expedition z6 Importing data into Primavera Schedule z7 Reporting and Analysis

5. 5 Software zAccounting Program, IFAS zMS Access, ver. 97, SR-2 zLaunchboard for Windows, ver. 2.0 zExpedition, ver. 6.3 zPrimavera P3, ver 3.0

6. 6 The Challenge zExpedition is Contract Control Software z...and does not contain an accounting interface if you havent bought it, z …nor does it allow import to all contracts at the same time z …the task of entering actual costs to Trends is tediously slow

7. 7 Phase 1 - Researching the Available Systems zAccounting program can export to a text file zExpedition and Primavera specifications yData Import yODBC Links zLaunchBoard can automate keystrokes between different Windows programs

8. 8 Begin by Opening a Project in Expedition

9. 9 Hundreds of Projects to Choose

10. 10 Opening Project 00000 Trends Module

11. 11 No Cost Data in the Actuals Expended Column zImporting Data into an Expedition Project zNo Accounting Interface

12. 12 Project 00000 Cost Worksheet - No Actuals

13. 13 Importing Data into an Expedition Project zYour goal is to import data from accounting into your Expedition Projects database zNo Accounting Interface is available

14. 14 Importing Data - Help zFrom Expedition, choose Tools, Import (if you created a command for the Import application in the User Preferences dialog box). Otherwise, click Start, Programs, Primavera, Expedition Utilities, Import. zExpedition On-Line Help, Primavera Systems, Inc.

15. 15 Importing to All Projects

16. 16 Importing into Trends is not on the List

17. 17 Importing to All Projects will not work for Costs

18. 18 Expedition Tools Accounting Interface

19. 19 Expedition Accounting Interface Not Available

20. 20 Trends can contain Actual Expenditures

21. 21 Expedition - Adding a new Trend #, A10400

22. 22 Distribute

23. 23 Cost Distribution

24. 24 Select Cost Code

25. 25 Updates Cost Worksheet zCost is now linked from the Trends Module to the Cost Worksheet zThe Cost Worksheet is recalculated and available for review or printed reports zThis process needs to be repeated possibly thousands of times depending upon categories charged

26. 26 Phase 2 - Collecting Accounting Data zObtaining a month end closing data file from the accounting program

27. 27 IFAS Actuals Incoming

28. 28 Determine File Layout and Account Identifiers

29. 29 Phase 3 - Preparing the Data zImporting the text file into an MS Access table - dealing with abnormalities zRe-computing correct Contract Numbers z Some are missing or blank z All are different from Contract Numbers (or Projects) in Expedition zAdding other costs, credits not in text file zSetting Up the ODBC Links to Expedition

30. 30 ODBC links to Expedition Tables

31. 31 Phase 4 - Setting up the Trends in Expedition zCreate Query in MS Access as the source of the Trends to be created zEvery Trend must be unique zA new Trend is created for every occurrence of the three account identifiers: Contract, Project, or General Ledger Object Code

32. 32 MS Access Query - Design View

33. 33 MS Access Query

34. 34 LaunchBoard zAutomating the process to add exactly 1,445 trends to Expedition zCreate a Macro for the F3 key to perform the repetitive tasks zPut Trends in MS Access Query into Cost Code 80003-C0064 and others

35. 35 LaunchBoard discovered at http://www.aacesf.com

36. 36 LaunchBoard Opening Screen

37. 37 LaunchBoard Edit Screen

38. 38 Phase 5 - Moving a block of data into Expedition zRun two MS Access Queries y1 Display source of costs sorted by Trend y2 Display Expedition target: exp_ADJT table, value field, sorted by Trend yRequires Matching the Trend # to the three account identifiers: Contract, Project, or General Ledger Object Code

39. 39 Copy and Paste 1445 fields

40. 40 Phase 6 - Importing data into Primavera Schedule zTwo alternatives yODBC Link using Pervasive Drivers can modify the P3 file directly without opening Primavera yMS Access Query to prepare DBF file for import into P3

41. 41 Phase 7 - Reporting and Analysis zExpedition Reports yOnline Cost Worksheet yPrinted Reports zPrimavera Reports yETC Costs spread over future life of each activity

42. 42 Project 00000 Cost Worksheet - With Actuals

43. 43 P3 Cost Loading report

44. Managing Cost Data Using Expedition and P3 Mark_Greenhalgh@RocketMail.com