Welcome to PC360: Managing Projects. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say!

Welcome to PC360: Managing Projects

Please set cell phones and pagers to silent

Refrain from side discussions. We all want to hear what you have to say!

Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later

Two breaks and a one hour lunch are planned

Bathrooms / Snacks

First Things First

Welcome

• Who are you?

• Where are you from?

• What are you looking for?

Ice Breaker

Welcome

Training Materials Overview

Produced in Microsoft Word

Contains key concepts, processes, and task information

required to complete a user’s role in SMART

Process flows and screenshots of the SMART system are

included

This is a great reference to use after training!


Participant Guide

Used to help the Trainer facilitate the course materials

Produced in Microsoft PowerPoint

Contains key content and graphics

Generally used at the beginning or end of each Lesson


Concept Slides

Used to present the flow of either business processes or

information within SMART


Business Process Flows

Produced in Microsoft Word

Contains a scenario for each activity completed in the training

database

Provides data that you must enter for the exercise

Organized by classrooms and users

Take note of the user ID assigned to you


Activity Guide

Demonstration – instructor only (hands off)

Walkthrough – instructor leads and participants complete

exercise with instructor (hands on)

Exercise – Participants complete on their own

Challenge – Participants complete on their own


Activity Types

An online help tool that contains user procedures for completing

tasks in SMART

Used in training to perform a simulation of a SMART task or to

be used during an activity as a help guide

UPKs are also available after training on the SMART Training

website

UPKs are simulated to have the look and feel of SMART, but do

not impact the production environment. It is a safe way to

practice tasks that you perform in SMART.


User Productivity Kits (UPKs)

A short document that contains key concepts or steps involved

in a course

Can be content or system related

Available for all participants to use during training

Used after training for quick reference from the Training Portion

of the SMART website

Referenced as often as possible during training to indicate the

“handiness” of the material


Job Aids

Questions

Are conducted using the SurveyMonkey tool

Please complete a course evaluations for each new course that

you attend

Trainers also complete a course evaluation at the end of each

class


Course Evaluations

Course Objectives

Enter and Maintain Projects

Analyze Projects

Understand and explain the integration of projects with other SMART modules

Upon completion of this course, you will be able to:

Lesson 1

Lesson 1: Understanding Projects

Lesson Objectives

After completing this lesson, you will be able to:

•Define key terms

•Explain the end-to-end process for projects and describe how managing projects fits into the end-to-end process for Projects/Grants

•List roles involved in the projects process and describe tasks performed by each role


Defining Key Terms for Projects• Project – An organized endeavor for which costs are incurred that has a defined beginning and ending purpose for which costs need to be accumulated and reported

• Activity – The SMART field that defines tasks or subcomponents associated with a project that represents a breakdown of collected costs. At least one activity must be defined for each project.

• Source Type – Optional Project Costing ChartField assigned to individual transactions to identify its purpose

• Category – Optional Project Costing ChartField used to further define Source Types for more detailed reporting and analysis

• Subcategory – Optional Project Costing ChartField used to further define Categories to increase flexibility and granularity for tracking and analyzing costs


Defining Key Terms for Projects cont.

• Analysis Type – Assigned to individual transactions by the system to identify different types of transactions, such as, budgeted amounts, actual costs, and billed costs

• Project Resource Table – This is a table within the Project Costing module that lists all transactions that have occurred against a specific project, including committed costs, actual costs, budgeted costs, billed amounts.Table includes BIL (Billable Amount) rows that have not yet been billed and BLD (Billed Amount) rows for transactions that have been billed in the past. • Project Tree – An item that defines how projects are related to one another and is used to achieve the desired level of detail when tracking and reporting costs


Understanding Projects Processes


Analyze Projects•The process of analyzing internal or external capital projects to measure actual and budgeted costs

•Projects includes a variety of project analysis procedures to help you review and update the project data

Integrating Projects with other SMART modules•Integration reduces the amount of data entry within Projects and ensures that cost information is accurate and up-to-date

•Most of the information that you need for keeping track of your projects includes time and labor costs, expenses, purchase orders, budgeted costs, actual costs, and capitalization of assets

•Integration with other SMART modules will be further discussed in Lesson 4


End-to-End Project/Grants process flow





Roles associated with Projects

•Agency Project Manager - Enters, reviews, and analyzes projects and understands the integration with other SMART modules

•Kansas Project Viewer - Views project information only

•Agency Tree Manager - Creates and updates project trees

•Agency Projects Maintainer - Maintains configurations to agency-maintained projects tables


Lesson Summary

In this lesson you have learned :

• Key terms and concepts related to Project Costing

• Key processes in Project Costing

• The roles involved in processing projects


Lesson 2

Lesson 2: Entering and Updating Projects

Lesson ObjectivesAfter completing this lesson, you will be able to:

• Explain the differences between grant projects and non-grant projects, including differences between reimbursable and non-reimbursable grants and projects

• Create a new project, including the work breakdown structure for project activities, adding a team manager, team members, location, and user defined data

• Change the status of a project

• Explain project transactions that flow from other SMART modules, including the ChartFields used to differentiate between grant and non-grant spending as well as reimbursable and non-reimbursable grants and projects

• Close a project


Project Status Types


Status Type Processing Status Type

Proposed (P) Pending (P)

Open (O) Active(A)

Closed(C) Inactive(I)

Frozen(F) Inactive(I)

Pending Close(z) Active(A)

UPK - Creating Projects

Activity 1 - Creating Projects


Activity 2 – Creating Project Activities


Activity 3 – Closing Projects

Activity 4 – Entering & Maintaining Projects


Lesson Summary

In this lesson you have learned:

• The difference between grant and non-grant projects, as well as reimbursable and non-reimbursable projects

• The different types of project statuses

• How to create a project and a project activity • How to close a project


Lesson 3

Lesson 3: Analyzing Projects

Lesson Objectives

After completing this lesson, you will be able to:

• Define project analysis and explain how it can be used to measure actual versus budgeted project costs

• View a summary of project costs using the Project Transaction Summary page

• Understand common analysis types used in SMART


Understanding Project Analysis

SMART Project Costing allows you to analyze projects including these ways:

• The Project Transaction Summary allows you the summarize the project by the analysis type or category type

• The Project Summary Report will be available through the data warehouse to review budgeted costs vs. actual cost by project and activity.


Understanding Project Trees

In the tree shown in the following diagram, you can track costs for the entire program or for each project:

Each project tree is keyed by business unit and effective date and has its own individual structure and security. Changes that you make to project trees are implemented throughout the Project Costing database


Activity 5 – Viewing the Project Transaction Summary & Project

Costs


Lesson Summary

In this lesson you have learned to:

• Define project analysis and explain how it can be used to measure actual versus budgeted project costs

• How project trees are used in the SMART system

• View a summary of project costs using the Project Transaction Summary page


Lesson 4

Lesson 4: Integrating Projects with other SMART Modules

Lesson ObjectivesAfter completing this lesson, you will be able to:

• Explain the steps to capitalize an asset that began as a project (AM)

• Send data from Project Costing to Asset Management to capitalize the asset (AM)

• Explain project to project and General Ledger to project allocations (GL)

• Describe the collection of actual costs for a project from journal entries (GL)

• Describe the collection and reconciliation of committed costs from Purchasing (PO)

• Explain the collection of actual costs from a voucher (AP)

• Explain the collection actual costs from an expense (EX)

• Describe the collection of labor costs from Time and Labor (TL) and General Ledger (GL)


Capitalizing Project Assets

Add activities to the project

Project achieves asset integration trigger

Define asset integration rules for the project, including asset

integration trigger

Add costs to the project

Run Express Capitalization process

Review the summarized costs for

the asset

Approve and save the asset

Run interface to Asset Management

Create a project

Add profile ID to Express Asset

Definition

Asset CreatedReview and approve asset in AM Interface

Table

Run Load Transactions into AM process

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UPK – Capitalizing Project Assets


Integrating with other modules• GL

•Amounts from accounts in GL allocated to one or more projects•Amounts or quantities from a project allocated to one or more projects•Project transactions created from GL journal entries

•PO•Purchase orders send transactions to PC

•AP•Vouchers that have passed budget check with a valid project ID

•EX•Expense Reports that have passed budget check with a valid project ID

•Time & Labor•Labor costs tied to a project ID will process and charge to the project


Lesson SummaryIn this lesson you have learned to:

• How to capitalize a project asset through the Express Capitalization process

• The understanding of cost collections from the SMART modules General Ledger, Purchasing, Accounts Payable, Expenses, and Time and Labor


Closing the Day

Use the following resources

SMART Training Website http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!

Resources Available

http://da.ks.gov/smart/training.html

mailto:[email protected]

Questions

Evaluation

Please fill out the evaluation for today’s instructor led training session!

http://www.surveymonkey.com/s/SMARTtrainingPC360

http://www.surveymonkey.com/s/SMARTtrainingPC360

Thanks for coming and participating

today!

Documents

Welcome to PC360: Managing Projects. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say!