State of Connecticut

State of Connecticut

Project Costing (PC) and

Customer Contracts (CA)Reporting

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Agenda

• Introduction: Sue Maheux

• Project Costing Reports: Tom Vaughan/Bonnie Soucy

• Customer Contracts Reports: Vanessa Hoang

• EPM Reports: Barbara Jacius

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• Projects: identifiers for cost collection and for monitoring status of a product or service

• Customer Contracts: agreements between a state agency and the customer that they are billing

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• Analysis Types: identify different types of transactions, such as budget amounts, actual costs, and billed costs.

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Analysis

Types

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Commonly Used Analysis Types

Analysis Type Description Use

ACT Actuals Accounts Payable Voucher

BAJ Billing Adjustment Billing Invoice

BD1 Total Cost Budget Commitment Control Budget Journal

BIL Billable Amount CA-Billable row created via pricing

BLD Billed Amount Billable to Billed row via finalization

CCA Commitment Adjustment Purchasing-Balance on closed PO

COM Commitment Including PO & Sub Contract Purchasing-PO Encumbrance

CRV Commitment Reversal Purchasing-PO Encumbrance reversal

FRG  Fringe Allocation Allocations-Reallocate Fringe

GLE General Ledger Expense General Ledger Adjustment (5% Acct)

GLR General Ledger Revenue  General Ledger Adjustment (4% Acct)

IKE In Kind Expenses Capture Shared Expense

OLT  Over Limit CA-Billable row exceeds Contract limit

PAY Time & Labor Actual Payroll-Earnings & Fringe expenditure

REQ Requisitions E Pro-Requisitions

REV Revenue AR–Applied Payments

RRV Requisition Reversals E Pro-Requisition Reversal

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• Analysis Groups: Analysis Types are grouped to define relationships in order to analyze project costs

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Notice the Analysis Group Options – Perform Multiplication

The CTENC (Encumbrance) example shows the PO Encumbrance (COM) less the Commitment Reversal or Voucher payment (CRV) less Commitment Adjustments or PO Closed balance of Commitment (CCA).

Example: 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

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• Project Transaction Table (PROJ_RESOURCE): the main record that gets populated by feeder modules with transactional data. Transaction rows contain the quantity and amounts associated with each transaction and all of the identifying information that accompanied those costs.

• Summary Table (CT_PC_RPO): custom summary record of PROJ_RESOURCE to help with performance. This is the main record used for most of the Project Costing Core-CT Reports.

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Transaction Data on PROJ_RESOURCErefreshed daily: displayed by day

Transaction Data on CT_PC_RPOrefreshed daily: summarized by month

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Project Data by Analysis Group(s) Report: displays project financial data by one or several analysis groups

Flexible Analysis: analyzing a project’s costs at different levels

PC and GL Reconciliation Report: displays any discrepancies between Project Costing and General Ledger expenses

PC and KK Reconciliation Report: displays any discrepancies between Project Costing and Commitment Control

Project Payroll Costs Report: displays project payroll data by employee and accounting date

Recommended PC Reports

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Project Data by Analysis Group ReportProject Costing> Core-CT Reports> Project Data by Analysis Group

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Project Data by Analysis Group Report

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Project Data by Analysis Group Report

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PDF Format

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CTAVL Analysis Group – w/o REV

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CTAVL Analysis Group – with REV

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Project Data by Analysis Group Report including REV rows

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Click the project tree folder to view DOT Project Trees and Tree Levels.

Project Data by Analysis Group: by Project Tree

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Project Data by Analysis Group using CT_Account to Capture Expenditures

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Project Data by Analysis Group showing CT_Account Tree results

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Project Data by Analysis Group: Date Impact

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Project Data by Analysis Group-CRV date issue

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Project Data by Analysis Group-CRV date issue resolved by dating to end of fiscal year

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Flexible Analysis

Project Costing > Flexible Analysis Template

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Flexible Analysis Template

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Flexible Analysis

Project Costing> Interactive Reports> Flexible Analysis

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Flexible Analysis

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Flexible Analysis

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Flexible Analysis

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Flexible Analysis

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Flexible Analysis

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PC to GL Reconciliation Report

Select Summary Record

Project Costing> Core-CT Reports> PC v/s GL Reconciliation

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CSV Version of PC to GL report

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PDF Version of PC to GL report

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PC to GL Reconciliation EPM queries

CT_PC_TO_GL_LEDGER

CT_PC_TO_GL_PROJ_RES

• Use these EPM queries to produce transaction details. Compare results and isolate differences to resolve discrepancies found in the PC to GL Reconciliation Report.

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CT_PC_TO_GL_LEDGER

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CT_PC_TO_GL_PROJ_RES

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PC to KK (Commitment Control) Reconciliation Report

There is no Project Table Selection for this report. It runs off the Summary (CT_PC_RPO) record.

Project Costing> Core-CT Reports> PC v/s KK Reconciliation

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PDF Version of PC to KK report

Type: ENC PC Amount: 0.00 KK Amount: 1750.00 Difference: -1750.00

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PC to KK ReconciliationCSV Format

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PC to KK Reconciliation-Research Tips

Commitment Control> Review Budget Activities> Budgets Overview: select ledger, appropriate chartfield combinations, drill down into each account.

Purchase Orders> Reports> PO Balance Report: compare the Purchase Order to the Commitment Control Ledger

EPM Query: CT_CORE_FIN_PO_DSTRB_KK_AUDIT

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Project Payroll Costs Report

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Project Payroll CostsProject Costing> Core CT Reports> Project Payroll Costs

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Project Payroll Costs

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Recommended Customer Contracts Reports

• Project Billable Summary

• Active Contracts Limit Management Report

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Project Billable SummaryProject Costing> Core-CT Reports> Project Billable Summary

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Project Billable Summary

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Project Billable Summary: Non-DOT Specific

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Project Billable Summary: Non-DOT Specific

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Active Contracts Limit Management Report

Customer Contracts> Reports> Limit Amount

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Active Contracts Limit Management Report: Remaining

Active Contracts Limit Management Report: Excess

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Active Contracts Limit Management Report: Excess

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EPM Overview

PROJECT_ID ACTIVITY_IDRESOURCE_TYPERESOURCE_CATEGORYRESOURCE_SUB_CATBUSINESS_UNIT_PCANALYSIS_TYPE

Projects Fields Available on all major Financial Reporting tables:

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EPM: Project Costing Queries

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EPM Customer Contracts

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EPM Query Modification

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• Project Financial Management Report -This report is used by Project Costing agencies to provide a summary of historical & current expenditures together with cumulative budget and available balance.

• Project Incremental Cost -This report is for DOT use only. The report is used by DOT to meet its legislative mandate to report Special Tax Obligation Bonds set forth in P.A. 05-4, Section 18. It provides information on any Project Incremental Cost (cost overrun) for transportation projects financed with Special Tax Obligation Bonds in the five years preceding the date of the report.

• Project Approval Statistics (DOT USE ONLY)- This report is for DOT use only. DOT is the only project costing agency to configure workflow approval events.- This report also provides detail data by project including project ID, project description, date event created, date event approved and number of days between creation and approval. The report can be run for a single event or a range of events.

• Project Forecast- The Project Forecast report is intended to serve as a high level estimate and analytical report providing the user an opportunity to see the current funding levels based on the previous 12 month spending pattern. The report provides an average of payroll and/or non payroll related expenses that were incurred during a rolling 12 month period, retroactive 365 days from the date the report is run. The report displays project forecast data and can be used to determine whether or not a project budget is funded at sufficient levels for the next 30, 60, 90, 120, 150 or 180 days. This information is meant to function as an “early warning” for funding requests between the agency and the funding source for the project, usually the federal government.

• Project Estimate Mod Approval Request- This report is used by the Department of Transportation to review and to obtain required signed approval(s) of project estimate revisions. This report provides project attributes, including project manager, project location, estimates by activity, fund and SID for the current estimates, regardless of the pending event and for the most recent prior approval of specific events, based on parameter selections made by the user.

Other Project Costing Core-CT Reports

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User Productivity Kit (UPK)

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User Productivity Kit