State of Connecticut
Project Costing (PC) and
Customer Contracts (CA)Reporting
2
Agenda
• Introduction: Sue Maheux
• Project Costing Reports: Tom Vaughan/Bonnie Soucy
• Customer Contracts Reports: Vanessa Hoang
• EPM Reports: Barbara Jacius
3
• 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
4
• Analysis Types: identify different types of transactions, such as budget amounts, actual costs, and billed costs.
5
Analysis
Types
6
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
7
• Analysis Groups: Analysis Types are grouped to define relationships in order to analyze project costs
8
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
9
• 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.
10
Transaction Data on PROJ_RESOURCErefreshed daily: displayed by day
Transaction Data on CT_PC_RPOrefreshed daily: summarized by month
11
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
12
Project Data by Analysis Group ReportProject Costing> Core-CT Reports> Project Data by Analysis Group
13
Project Data by Analysis Group Report
14
Project Data by Analysis Group Report
15
PDF Format
16
CTAVL Analysis Group – w/o REV
17
CTAVL Analysis Group – with REV
18
Project Data by Analysis Group Report including REV rows
19
Click the project tree folder to view DOT Project Trees and Tree Levels.
Project Data by Analysis Group: by Project Tree
20
Project Data by Analysis Group using CT_Account to Capture Expenditures
21
Project Data by Analysis Group showing CT_Account Tree results
22
Project Data by Analysis Group: Date Impact
23
Project Data by Analysis Group-CRV date issue
24
Project Data by Analysis Group-CRV date issue resolved by dating to end of fiscal year
25
Flexible Analysis
Project Costing > Flexible Analysis Template
26
Flexible Analysis Template
27
Flexible Analysis
Project Costing> Interactive Reports> Flexible Analysis
28
Flexible Analysis
29
Flexible Analysis
30
Flexible Analysis
31
Flexible Analysis
32
Flexible Analysis
33
PC to GL Reconciliation Report
Select Summary Record
Project Costing> Core-CT Reports> PC v/s GL Reconciliation
34
CSV Version of PC to GL report
35
PDF Version of PC to GL report
36
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.
37
CT_PC_TO_GL_LEDGER
38
CT_PC_TO_GL_PROJ_RES
39
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
40
PDF Version of PC to KK report
Type: ENC PC Amount: 0.00 KK Amount: 1750.00 Difference: -1750.00
41
PC to KK ReconciliationCSV Format
42
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
43
Project Payroll Costs Report
44
Project Payroll CostsProject Costing> Core CT Reports> Project Payroll Costs
45
Project Payroll Costs
46
Recommended Customer Contracts Reports
• Project Billable Summary
• Active Contracts Limit Management Report
47
Project Billable SummaryProject Costing> Core-CT Reports> Project Billable Summary
48
Project Billable Summary
49
Project Billable Summary: Non-DOT Specific
50
Project Billable Summary: Non-DOT Specific
51
Active Contracts Limit Management Report
Customer Contracts> Reports> Limit Amount
52
Active Contracts Limit Management Report: Remaining
Active Contracts Limit Management Report: Excess
54
Active Contracts Limit Management Report: Excess
55
EPM Overview
PROJECT_ID ACTIVITY_IDRESOURCE_TYPERESOURCE_CATEGORYRESOURCE_SUB_CATBUSINESS_UNIT_PCANALYSIS_TYPE
Projects Fields Available on all major Financial Reporting tables:
56
EPM: Project Costing Queries
57
EPM Customer Contracts
58
EPM Query Modification
59
• 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
60
User Productivity Kit (UPK)
61
User Productivity Kit