admin project reporting in the finance centre

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User Guide

Admin Projects Reportingin the Finance Centre

End State



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Contents Page

1 Process Overview 3

1.1.

Overview........................................................................................................................................................................................................3

1.2. Responsibility................................................................................................................................................................................................3

1.3. Triggers............................................................................................................................................................................................................3

1.4. Prerequisites.................................................................................................................................................................................................4

1.5. Output.............................................................................................................................................................................................................4

2 Admin Projects Reporting in the Finance Centre 5

2.1. Running reports in SAP R/3 .................................................................................................................................................................5

2.2.

Running reports in BW........................................................................................................................................................................... 5

3 Useful SAP Reports 8

3.1. Planning Reports ZRPAP05 .................................................................................................................................................................8

3.2. Budget Reports ZRPAP14................................................................................................................................................................. 10

4 Appendices 12

4.1. Glossary of Terms ..................................................................................................................................................................................12



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1. Process Overview

1 1 Overview

This document covers the process that should be followed when there is a need for Admin Project

information. It is expected that the need for information could originate from the Finance Centre, the Business

or Embedded Finance and Reporting is the tool for supplying the information.

The projects can be monitored by running reports in SAP R/3 or in BW, however the Reports that are

available to users are dictated by the user ID.

The Project Reports may show some or all of the following:

Project budget

Plan versions

Actuals

Commitments

Reporting is the most important tool in monitoring capital projects.

1 2 Responsibility

Finance Centre is responsible for running Reports when information is required by the following communities:

Project Managers in the Business.

Finance Partners in the Business.

Finance Centre Planning and Reporting.

1 3 Triggers

The Business will request ad hoc reports. These requests will be mainly driven from the Business need for

Admin Projects information.

Month end – as part of the monthly process, the Finance Centre will include a selection of Admin Project

reports.

Year End – this is currently 31st March – The External Auditors will require a list of reports – this will be

agreed before the Audit commences.



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1 4 Prerequisites

In order to complete the tasks outlined in this document it is imperative the user has a good working

knowledge of:

BW

SAP R/3

Excel

The following helpcards provide guidance on how to run reports:

Introduction to Using Reports in SAP

Printing SAP reports and running reports in Background

Reporting Functionality Exporting Reports

Reporting Buttons

Navigating around BW Web Reports.

1 5 Output

Accurate and complete user-friendly reports.



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2. Admin Projects Reporting in the Finance Centre

2 1 Running reports in SAP R/3

Reporting in SAP R/3 has the ability to select data from either individual admin projects or ranges

of admin projects.

Admin projects can be selected using a range of criteria, such as status, profile, responsible

person, etc.

All standard reports have the option to drill down from WBS element to cost element to

financial period to source document.

Reports may also be downloaded to standard office applications, e.g. Excel.

For further information please find the attached helpcard for an introduction to using reports in SAP R/3.

Helpcards available:

Introduction to Using Reports in SAP

Printing SAP reports and running reports in Background

Reporting Functionality Exporting Reports

Reporting Buttons

2 2 Running reports in BW

When a report is built in BW the face or view of the report will be set at a simplistic representation of

the data included in the report in order to make the report user friendly to a larger, sometimes non

finance community. However behind the report there is usually a lot of further data which can be

unhidden and shown on the face of the report and the report then saved as a bookmark, or new view.

The user needs to identify the best fit report that includes the data that satisfies the request within the

criteria section at the top of the report.

The user will run the report in BW and adjust/drill down to the information being requested. The user

will then save the view as a bookmark with the new criteria and send the report to the request originator

via email.

Helpcard: Navigating around BW Web Reports.

The following BW Reports will be available to the Finance Centre Capital Accounting Team and can be

found on mybusiness portal under the Reporting > Management Reports>Project Reports

BBC Management Reports - WEB

:

:

BBC Project

Reports

Deleted: capital

Deleted:capital



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:

:

Admin & Capital Project Reports

TECO / CLSD Projects With ETC

BPS Plan Comparison Report

Project Forecast Report

Divisional Capital Expenditure Report

Project Milestone Report

Project Milestones Progress Report

Cost & Revenue Plan / Actual Comparison

Admin Projects BW reports will be available in mybusiness portal once developed, and the link to the reports

is attached below:



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Admin R/3 reports available in mybusiness portal:



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3. Useful SAP Reports

Use SAP R/3 SRET transaction to produce report. You navigate to the report via the report tree. Available

standard reports can be found on the report tree and are grouped into subject areas which can be expanded

and collapsed.

The search criteria and screen options available in a report vary with the report function. You should select the

appropriate information for your report function.

mybusiness portal>Reporting>All Reports>SAP R/3 Reporting Tree>BBC Reports>Admin Projects

3 1 Planning Reports ZRPAP05

This report allows comparisons of project forecast, actual and commitments.

The database profile can be changed to enhance the search criteria. The most common DB profiles are

000000000001 Standard selection (structure) (This can be used for individual project numbers or ranges)

Select your project range.

Click on the execute button to run the report .

The data is then re-selected and appears as the report below.



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Select range of projects AAA*

You have a drill down facility on the report by clicking on the ‘+’

Note, only historic plan will be available in SAP R/3. BW reports will have to be run for current plan.



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3 2 Budget Reports ZRPAP14

The database profile can be changed to enhance the search criteria. The most common DB profiles are

000000000001 Standard selection (structure) (This can be used for individual project numbers or ranges)

Select your project range.

Click on the execute button to run the report .

The data is then re-selected and appears as the report below.



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Select range of projects AAA*



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4. Appendices

4 1 Glossary of Terms

Please refer to the glossary below for an explanation of the key terms used in this document.

Term Description

BPS The new planning system where all forecasting will occur after November 2006

DB Database

GRN Goods Received Notification

SAP R/3 Systems, Applications and Products - supplies integrated, business application

software. It offers a full range of functions, many of which can be directly applied

within the BBC, most notably, Trading, Project Accounting, Financial Management,

Reporting, Sales & Distribution and Human Resources.

TBA To be agreed projects

WBS Work Breakdown Structure



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Document Version Control

Document File Name and Path

Name and path

S:\Shared\Workstreams\Process Model\00 Process Team General\08 User Guides - Wave 4\05 2 Formatted Word Documents\Admin

Projects\Admin_Project_Reporting_in_the_Finance_Centre.doc

Document Revisions

Date

of change

Document

version

Details

of change

Author’s initials

22nd Sept 2006 V1.0 Final document HG

24 th Nov 2006 V1.1 Updated for user feedback LNP