1 facilities management project accounting presented by: alma avila supervising accountant october...

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FACILITIES MANAGEMENT FACILITIES MANAGEMENT PROJECT ACCOUNTINGPROJECT ACCOUNTING

PRESENTED BY:PRESENTED BY:ALMA AVILAALMA AVILA

SUPERVISING ACCOUNTANTSUPERVISING ACCOUNTANTOctober 19, 2006October 19, 2006

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Agenda and ObjectivesAgenda and Objectives AgendaAgenda

• Overview of Facilities Management (FM) Overview of Facilities Management (FM) ProjectsProjects

• Project Accounting BackgroundProject Accounting Background• Project Costing ImplementationProject Costing Implementation

ObjectivesObjectives• Improve AwarenessImprove Awareness• Provide an Understanding of the Criteria Provide an Understanding of the Criteria

Used in FM Project AccountingUsed in FM Project Accounting• Establish On-Going CommunicationEstablish On-Going Communication

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Overview of FM ProjectsOverview of FM Projects

General MaintenanceGeneral Maintenance• Demand Work Orders – Funded by GFDemand Work Orders – Funded by GF

Facilities Project Group (FPG)Facilities Project Group (FPG)• Projects $0 - $24,999 – Funded by GFProjects $0 - $24,999 – Funded by GF• Projects $25,000 - $249,999 – Funded by a Projects $25,000 - $249,999 – Funded by a

Capital Project FundCapital Project Fund• However, the type of service can change the However, the type of service can change the

Fund Type used by FM.Fund Type used by FM. Design and Construction (D&C) ProjectsDesign and Construction (D&C) Projects

• Capital Projects $250,000 – Funded by a Capital Projects $250,000 – Funded by a Capital Project FundCapital Project Fund

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Project Accounting BackgroundProject Accounting Background

Initial ProcessInitial Process• Department submits a request to FM via Department submits a request to FM via

telephone or Form V.telephone or Form V.• FM Secretary will enter the information into the FM Secretary will enter the information into the

system and assign a project number.system and assign a project number.• The request is forwarded to a Senior Project The request is forwarded to a Senior Project

Manager for review and assignment.Manager for review and assignment.• The request is forwarded to the appropriate The request is forwarded to the appropriate

division and an Estimator is assigned.division and an Estimator is assigned.

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Project Accounting Background Project Accounting Background (continued…)(continued…)

Initial Process (continued…)Initial Process (continued…)• The FM Secretary will send an email to the The FM Secretary will send an email to the

department with confirmation and details, department with confirmation and details, including a contact name and phone number.including a contact name and phone number.

• An estimate is completed and submitted to the An estimate is completed and submitted to the Senior Project Manager for review and Senior Project Manager for review and approval.approval.

• The department is contacted by the FM The department is contacted by the FM Secretary with estimate information.Secretary with estimate information.

• The department approves the estimate and The department approves the estimate and provides a chargeable accounting string. provides a chargeable accounting string. Please consider the interfund/intrafund Please consider the interfund/intrafund accounting rules.accounting rules.

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Expenditures vs. RevenueExpenditures vs. Revenue• Expenditures are incurred by FM in either GF or Expenditures are incurred by FM in either GF or

a Capital Project Fund.a Capital Project Fund.• FM will bill the department, as follows:FM will bill the department, as follows:

Maintenance Projects – Monthly (Closed only)Maintenance Projects – Monthly (Closed only) FPG ProjectsFPG Projects

• $0 – 24,999 – Monthly (Closed only)$0 – 24,999 – Monthly (Closed only)• $25,000 – 249,999 – Quarterly$25,000 – 249,999 – Quarterly

D&C Projects - Quarterly D&C Projects - Quarterly

• Interfund vs. Intrafund accounting must be Interfund vs. Intrafund accounting must be determined.determined.

• Revenue is recorded by FM in GF or a Capital Revenue is recorded by FM in GF or a Capital Project Fund.Project Fund.

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Journal ProcessingJournal Processing• The project/grant field on the journal The project/grant field on the journal

line must be completed for all FM line must be completed for all FM accounting lines using the following accounting lines using the following format:format:

FM2004182700FM2004182700 Communication and CorrespondenceCommunication and Correspondence

• Please reference the project number on Please reference the project number on correspondence or when communicating correspondence or when communicating with FM about a project.with FM about a project.

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FM Cash FlowFM Cash Flow• Timely reimbursement is critical.Timely reimbursement is critical.• An expenditure may be recorded and An expenditure may be recorded and

cash transferred to FM, if budgeted in cash transferred to FM, if budgeted in the current year and FM has not yet the current year and FM has not yet completed the service. This applies to completed the service. This applies to both Governmental and Proprietary both Governmental and Proprietary funds. FM will defer the revenue until funds. FM will defer the revenue until they have earned it.they have earned it.

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Project Costing ImplementationProject Costing Implementation

FM Project Tracking SystemFM Project Tracking System• TRIRIGATRIRIGA

Implemented September 2006.Implemented September 2006. Departments will be able to create and track Departments will be able to create and track

their own service requests via any PC using their own service requests via any PC using a web browser.a web browser.

FM will be able to accurately track costs and FM will be able to accurately track costs and bill more timely.bill more timely.

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Project Costing Implementation Project Costing Implementation (continued…)(continued…)

• TRIRIGA (continued…)TRIRIGA (continued…) The pilot program will include the EO, CHA, The pilot program will include the EO, CHA,

and the Law Library.and the Law Library.

• PeopleSoft 8.8 Project CostingPeopleSoft 8.8 Project Costing Implement in July 2007.Implement in July 2007. Full Project Cost Accounting.Full Project Cost Accounting.

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Questions?Questions?

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THANK YOU!THANK YOU!

FM CONTACTS:FM CONTACTS:

Sheila Andrews, Principal Accountant – X54849Sheila Andrews, Principal Accountant – X54849

Alma Avila, Supervising Accountant – X50164Alma Avila, Supervising Accountant – X50164

Dave Menell, Supv. Accounting Tech – X54899Dave Menell, Supv. Accounting Tech – X54899

1 facilities management project accounting presented by: alma avila supervising accountant october...

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