peoplesoft project costing 9 - spearmc.com · if you want to group projects in one tree for summary...

PeopleSoft Project Costing 9.1 Training Manual

Contact Information:

SpearMC Consulting, Inc. 1-866-SPEARMC

[email protected] www.spearmc.com

Page ii SpearMC –PS Project Costing v9.1 Training Manual

SpearMC –PS Project Costing v9.1 Training Manual Page iii

TABLE OF CONTENTS

1. INTRODUCTION ............................................................................................................................ 1

1.1. PROJECT COSTING OVERVIEW ...................................................................................................... 1

1.2. INTEGRATION WITH PEOPLESOFT APPLICATIONS ............................................................................ 2

1.3. MANAGING PROJECTS ................................................................................................................... 2

1.4. PROJECT COSTING CHARTFIELD STRUCTURE ................................................................................. 3

2. PROJECT COSTING BUSINESS UNIT SET UP AND CONFIGURATION .................................... 5

2.1. INSTALLATION OPTIONS ................................................................................................................. 5

2.2. INSTALLATION INTEGRATION OPTIONS ............................................................................................ 6

2.3. PROJECT COSTING DEFINITION ...................................................................................................... 7

2.4. PROJECT COSTING OPTIONS ....................................................................................................... 10

2.5. INTEGRATION TEMPLATES ........................................................................................................... 22

2.6. CHARTFIELD CONFIGURATION...................................................................................................... 23

2.7. USER PREFERENCES .................................................................................................................. 24

2.8. LOCATION .................................................................................................................................. 26

3. PC – CONTROL TABLES ........................................................................................................... 27

3.1. PROJECT CONTROL TABLES ........................................................................................................ 27

3.2. ACTIVITY CODE CONTROL TABLES ............................................................................................... 34

3.3. TRANSACTION LEVEL CONTROL TABLES ....................................................................................... 37

4. PC - ADDING PROJECTS ........................................................................................................... 45

4.1. OBJECTIVE(S) ............................................................................................................................. 45

4.2. PROJECT GENERAL INFORMATION ............................................................................................... 45

4.3. PROJECT COSTING DEFINITION TAB ............................................................................................. 48

4.4. ASSIGNING A PROJECT MANAGER ................................................................................................ 51

4.5. ASSIGNING A PROJECT A LOCATION ............................................................................................. 52

4.6. SETTING PROJECT PHASES ......................................................................................................... 53

4.7. ESTABLISHING PROJECT APPROVAL ............................................................................................. 54

4.8. JUSTIFICATION ............................................................................................................................ 55

4.9. USER FIELDS .............................................................................................................................. 56

4.10. RATES .................................................................................................................................... 57

4.11. ATTACHMENTS ........................................................................................................................ 58

4.12. ASSET INTEGRATION RULES ..................................................................................................... 58

4.13. BUDGET ALERTS ..................................................................................................................... 61

4.14. PROJECT COPY ....................................................................................................................... 62

4.15. CLOSING/COMMENTS ............................................................................................................... 63

5. PC - ADDING PROJECT ACTIVITIES ......................................................................................... 65

5.1. OBJECTIVE(S) ............................................................................................................................. 65

5.2. ACTIVITY GENERAL INFORMATION ................................................................................................ 65

5.3. ACTIVITY DEFINITION................................................................................................................... 69

5.4. SETTING UP QUALITY VALUES ...................................................................................................... 70

6. PC - PROJECT STATUS ............................................................................................................. 72

Page iv SpearMC –PS Project Costing v9.1 Training Manual

6.1. CHANGING A PROJECT STATUS.................................................................................................... 72

6.2. ACTIVITY STATUS........................................................................................................................ 75

7. PC - PROJECT ROLES ............................................................................................................... 77

7.1. PROJECT ROLES ......................................................................................................................... 77

7.2. DEFINING A PROJECT TEAM ......................................................................................................... 79

7.3. ACTIVITY TEAM OR RESOURCES .................................................................................................. 81

7.4. ENFORCE TEAM OPTION ............................................................................................................. 82

8. PC – PROJECT TREES ............................................................................................................... 83

8.1. PROJECT COSTING TREE STRUCTURE: ........................................................................................ 83

9. PC - CREATING PROJECT BUDGET ......................................................................................... 87

9.1. OBJECTIVE(S) ............................................................................................................................. 87

9.2. UNDERSTANDING PROJECT BUDGETING ....................................................................................... 87

9.3. DEFINING BUDGET ITEMS ............................................................................................................ 88

9.4. CREATING BUDGET PLANS .......................................................................................................... 90

9.5. BUDGET DETAILS ........................................................................................................................ 94

10. PC - PRICING PROCESS ............................................................................................................ 97

10.1. PRICING ENGINE PROCESS ...................................................................................................... 97

10.2. RATES BY EMPLOYEE .............................................................................................................. 98

10.3. RATES BY JOB CODE ............................................................................................................... 99

10.4. RATES BY ROLE .................................................................................................................... 100

10.5. RATE SET CALCULATIONS ...................................................................................................... 101

10.6. RATE SETS ........................................................................................................................... 103

10.7. RATE PLAN ........................................................................................................................... 105

11. PC - ASSET MANAGEMENT INTEGRATION ........................................................................... 107

11.1. OBJECTIVE(S)........................................................................................................................ 107

11.2. DEFINING PROJECT ASSETS ................................................................................................... 107

11.3. RELATING PROJECTS WITH ASSETS ....................................................................................... 111

11.4. CAPITALIZING PROJECT TRANSACTIONS .................................................................................. 114

11.5. EXPRESS ASSET DEFINITION .................................................................................................. 116

11.6. CLOSING/COMMENTS ............................................................................................................. 117

12. PC - MAINTAINING TRANSACTIONS ...................................................................................... 119

12.1. OBJECTIVE(S)........................................................................................................................ 119

12.2. ADDING TRANSACTIONS ......................................................................................................... 119

12.3. PROJECT DETAIL ................................................................................................................... 122

12.4. TRANSACTION ACTIVITY DETAIL .............................................................................................. 125

13. PC – ESTABLISHING ACCOUNTING RULES .......................................................................... 127

13.1. OBJECTIVES()........................................................................................................................ 127

13.2. ACCOUNTING FOR PROJECTS USES ........................................................................................ 127

13.3. ORGANIZATIONAL HIERARCHY ................................................................................................ 128

SpearMC –PS Project Costing v9.1 Training Manual Page v

13.4. ORGANIZATIONAL SET UP ...................................................................................................... 128

13.5. ORGANIZATIONAL HIERARCHY DEFINITION .............................................................................. 130

13.6. PROJECT OWNING ORGANIZATION .......................................................................................... 131

13.7. ACTIVITY ORGANIZATION ........................................................................................................ 132

13.8. ORGANIZATIONAL SHARING .................................................................................................... 132

13.9. DEFINING ACCOUNTING RULES ............................................................................................... 134

14. PC - PROCESS INTEGRATION ................................................................................................ 137

14.1. OBJECTIVE(S)........................................................................................................................ 137

14.2. PROCESS TRANSACTIONS USING ACCOUNTING RULES ............................................................ 137

14.3. PROCESSING PURCHASING INTEGRATION................................................................................ 139

14.4. PROCESSING PAYABLES INTEGRATION .................................................................................... 141

14.5. PROCESSING PURCHASING ADJUSTMENTS .............................................................................. 143

14.6. PROCESSING GENERAL LEDGER INTEGRATION ........................................................................ 145

14.7. CLOSING/COMMENTS ............................................................................................................. 147

15. REPORTING AND ANALYTICS ................................................................................................ 149

15.1. PROJECT VALUATION ............................................................................................................. 149

15.2. BUDGET VERSUS ACTUAL ....................................................................................................... 151

15.3. FLEXIBLE ANALYSIS DRILLDOWN ............................................................................................. 152

15.4. REPORTING OPTIONS TABLE .................................................................................................. 153

16. ALLOCATIONS ......................................................................................................................... 157

16.1. DEFINING ALLOCATION STEP .................................................................................................. 157

16.2. DEFINING ALLOCATION GROUP ............................................................................................... 167

16.3. REQUESTING ALLOCATIONS ................................................................................................... 168

17. INTEGRATION WITH MICROSOFT PROJECT ......................................................................... 169

17.1. CREATE PROJECT ................................................................................................................. 169

17.2. UPDATE MICROSOFT PROJECT ............................................................................................... 171

18. PROJECT SECURITY ............................................................................................................... 173

18.1. SECURITY PROFILE ................................................................................................................ 173

18.2. TEAM BASED SECURITY ......................................................................................................... 174

18.3. USER, TREE BASED SECURITY ............................................................................................... 175

18.4. LIST BASED SECURITY ........................................................................................................... 176

18.5. LIST, TREE-BASED SECURITY ................................................................................................. 177

SpearMC –PS Project Costing v9.1 Training Manual Page 1

1. INTRODUCTION

Developed for implementation team members and functional end users, PeopleSoft Project Costing v8.9 training

quickly introduces students to the set-up considerations, configuration, and transactional processing components of

the Project Costing module. Through scenarios, real-world experiences from implementers, and hands-on

activities, students gain an understanding of how to establish process and report on procurement transactions.

1.1. Project Costing Overview

The diagram below provides an overview of the Project Costing business processes:

SpearMC –PS Project Costing v9.1 Training Manual

1.2. Integration with PeopleSoft Applications

1.3. Managing Projects

Defining Project Governance

Establishing Project Roles / Approval Flow

Establishing Project Budgets


1.4. Project Costing Chartfield Structure

Activity

Project ID

PC

Business Unit

Analysis Type

Project Costing

Chartfield Structure

Source Type

The Chartfield Structure is in relation to the PROJ_RESOURCE table.


2. PROJECT COSTING BUSINESS UNIT SET UP AND CONFIGURATION

2.1. Installation Options

The Installation Options setting define the control settings for Project Costing throughout the PeopleSoft application.

NAVIGATION: Set up Financials / Supply Chain > Install > Installation Options > Project Costing


2.2. Installation Integration Options

The Installation Options, Project Costing define values for integrating with PeopleSoft and 3rd party applications.

NAVIGATION: Set up Financials / Supply Chain > Install > Installation Options > Project Costing Integration


2.3. Project Costing Definition

2.3.1. Project Costing Business Unit Configuration

Overview:

A business unit in Project Costing is defined as an operational subset of the organization. Defining business units in this way enables you to plan projects and gather business data around the way that you work, without the constraints of the enterprise's standard accounting procedures for financial posting and reporting. Thus, you can organize information to best facilitate project management, analysis, reporting, and accounting.

After mapping the business structure and determining which tablesets to use, you can create business units. Consider these factors when you determine how many business units to create:

Each project tree is associated with a single project business unit.

If you want to group projects in one tree for summary reporting, all of the projects should be in the same project business unit. You can do consolidated reporting with many business units, but it is easier to use a tree.

Because trees are used for allocations, reporting, analysis, and security, it is important to consider the potential impact of maintaining multiple trees.

A single project business unit can post to as many general ledger business units as necessary, because you specify an integration template for each project.


2.3.2. Access the Business Unit page by using the following navigation path

NAVIGATION: Set up Financials / Supply Chain > Business Unit Related > Project Costing > Project Costing Definition

2.3.3. Business Unit Fields

Field

/Button

Name

R/O/C Description Values Comments

Business

Unit

R Choose Business Unit to

which the project applies.

()


Field

/Button

Name

R/O/C Description Values Comments

Currency

Code

R Enter the project id that

needs to be updated/added.

Project ID is a fifteen-

character field that utilizes

the NEXT functionality for

those that are using the

auto numbering of Project

ID’s or enter a 15-

character free text format

for Project ID’s.

Rate Type R Enter the rate type defined

for the GL business Unit

Unit of

Measure

R Enter UOM

Dynamic

Edit tables

R Enter dynamic edit table

information

Accounting

Periods

R Enter the Calendar ID and

General ledger business

Unit

Category / SubCategory Edit Option

Specify whether category / subcategory prompt lists display all values that are in the system, or a subset based on dependencies that are established among source types, categories, and subcategories. Available options are:

Independnt (independent): All categories / subcategories that are in the system are available for selection.

Override: Categories / subcategories that are available for selection are restricted by established criteria. Project Costing uses the selected category / subcategory edit table to populate prompt lists.

Related: Categories / subcategories that are available for selection are restricted by predefined relationships with source types.

You can select the Related option only if the Source Type / Category ChartField is selected on the Standard ChartField Configuration page. If you select Related and Source Type / Category ChartField is inactive, an error message appears when you save the page, indicating that you cannot specify a Category / Subcategory Edit Option of Related because the Source Type / Category ChartField is inactive.


2.4. Project Costing options

NAVIGATION: Set up Financials / Supply Chain > Business Unit Related > Project Costing > Project Costing Options

2.4.1. Project Costing Options


Enforce Team

Determine who can charge time, expenses, or both, to a project or activity based on the team membership. Define at what level (business unit level or project level) the decision is made to enforce team restrictions, and to what extent.

If you select any option other than the Decide at Project Level option on the Project Costing Options page, the selection applies to all future projects that you create for the business unit and cannot be modified at the project level. If you select the Decide at Project Level option at the business unit level, users can specify a team security option on the Project Costing Definition page for each project.

Percent Complete

Calculation Method - Select a method to calculate the percent complete value.

Summary Method - Select a method that the system uses to roll up activity completion percentages to the project.

Retain History - Select the frequency in which the system retains the percent complete data.

Commitment Control Reversals

To set up reversal amounts for project commitments, select a Commitment Control ledger group, requisition source type, and purchase order source type. The process copies the corresponding rows to the Project Transaction table.

Integration Default Role Values

Default Project Role - Specify the default project role for the system to use when copying project and activity team members from third-party applications to Project Costing.

Project Manager Role - Enter the default project manager role that is assigned to project managers that are added from PeopleSoft Grants or PeopleSoft Proposal Management, or through a project request. The default project manager role that you define on this page becomes the role that the system assigns to the project manager on the project team.

ChartField Editing

Select the Edit Combinations check box to enable ChartField combination editing when integrating with PeopleSoft General Ledger.

Pricing Options

Select options in this group box that the Pricing Application Engine process (PC_PRICING) uses when it is triggered.

Cost - Select to use this option as a default pricing option for the business unit on the Pricing run control page. You can override this pricing option when you run the process.

Billing - Select to use the billing option as a default pricing option for the business unit on the Pricing run control page. You can override this option on the run control page.


Revenue - Select to use the revenue option as a default pricing option for the business unit on the Pricing run control page, and as a default processing option on the Limits run control page in PeopleSoft Contracts if you run the Limits process manually. You can override this option on the run control pages.

Waived Facilities and Administrative Calculation

Select either Institution Minus Funded or Sponsor Minus Funded to tell the system how you want to calculate waived and cost-shared facilities and administration amounts. The system uses this option only if you choose to calculate waived or cost shared amounts in the Facilities Admin Options page in PeopleSoft Grants.

This group box appears only if you install PeopleSoft Enterprise Grants.

Budget Item Defaults

Select the revenue budget item that the Distribute Costs to Budgets Application Engine process (PGM_SPREAD) uses as the default budget item when it creates revenue budget rows. The default value is REVEST.

The revenue budget item that you enter on this page appears in the Bill tab in the Resources by Activity page.

Input Control

Specify the fields that are required when you enter transactions for this business unit in PeopleSoft cost feeder applications and directly in Project Costing through the Add Transactions page.

Work Breakdown Structure

The work breakdown structure (WBS) is a visual representation of a project, typically in a hierarchical view or Gantt chart view, that shows project activities. The WBS level is stored in the PROJ_ACTIVITY table.

Number of Levels - Select the number of WBS levels for the business unit. The maximum number of levels is 26.

Funds Distribution Options

If the Enable Funds Distribution check box is selected on the Project Costing Integration page, then this group box is shown.


2.4.2. Microsoft Project

The settings that you enter on the Microsoft Project page for the business unit appear by default on the Microsoft Project Integration page for all projects that belong to the business unit.

Project/Activity Detail Select the check box that corresponds to each data element that you want to send to Microsoft Project or to receive in PeopleSoft Project Costing when the integration process runs.

Transactional Detail

Actual Work/Cost - Select Export to summarize transaction rows that belong to the actuals analysis group that are in the Project Transaction table, and copy the data to the Microsoft Project Task, Actual Work, and Actual Cost columns.


Budget Detail - Select Import to import nonsummary BaselineCost values from tasks and send them to either the Project Budget Detail table (PC_BUD_DETAIL), if the Projects Budgeting feature is enabled, or the Project Transaction table by using the analysis type that you enter in the Budget Analysis Type field.

During the import process, budget items in Microsoft Project override the default budget item on this page.

Labor Budget Item

Enter the value to use as the default budget item that appears in PeopleSoft Project Costing for rows with a Resource Class value of Labor that you import from Microsoft Project if a budget item value does not exist in Microsoft Project. The system also assigns the default value to imported rows that contain budget items that do not exist in the Budget Category Control table.


This field is required if you select the Include Labor option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments on the Microsoft Integration Options page.

If you use PeopleSoft Program Management, this value appears as the budget item for labor resources on the Resources page and Resources by Activity page.

Material Budget Item

Enter the value to use as the default budget item that appears in PeopleSoft Project Costing for rows with a Resource Class value of Material that you import from Microsoft Project if a budget item value does not exist in Microsoft Project. The system also assigns the default value to imported rows that contain budget items that do not exist in the Budget Category Control table.


This field is required if you select the Include Material option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments on the Microsoft Integration Options page.

Options

Project Role - Enter the value to use as the default project role that appears in PeopleSoft Project Costing for labor rows that you import from Microsoft Project if a project role value does not exist for the rows in Microsoft Project. The system also assigns the default value to imported rows that contain project roles that do not exist in the Project Role table.

During the import process, project roles in Microsoft Project override the default project role on this page.

Named Resources

This group box appears only if you use PeopleSoft Program Management.

Cost Rate Type - Select an option to appear as the cost rate type for named labor resources on the Resources page or the Resources by Activity page in PeopleSoft Program Management when you import new resources from Microsoft Project. This field is required if you select the Include Labor option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments.


Bill Rate Type - Select an option to appear as the bill rate type for named labor resources on the Resources page or the Resources by Activity page in PeopleSoft Program Management when you import new resources from Microsoft Project. This field is required if you select the Include Labor option for the Project Resource List / Resource Sheet or Activity Resource List / Task Assignments.

Generic Resources

This group box appears only if you use PeopleSoft Program Management. These options act in a similar manner as the Cost Rate Type and Bill Rate Type options for named resources.

2.4.3. Budget Alerts

Calculation Type

Select the method for calculating how the budget alert threshold is determined. Available options are:

Percentage (Actual vs. Budget): Triggers the budget alert when the actual cost of the project reaches the defined percentage (entered in the Percentage field) of the budgeted amount. The calculation for this type of budget alert threshold is: (Actual Costs) ÷ (Budget Amount) x 100 ≥ (Percentage field value)

Remaining Amount: Triggers the budget alert when the actual cost of the project reaches the defined remaining amount (entered in the Amount field) of the budgeted amount. The calculation for this type of budget alert threshold is: (Budget Amount) – (Actual Costs) ≤ (Amount field value)


2.4.4. Budget Row Versioning

Enable Budget Row Versioning

Select to activate budget row versioning for the business unit. When this option is active, historical versions of finalized cost and revenue budget plans are stored in the Project Transaction table for analysis or reporting.

You cannot enable budget row versioning if Commitment Control is enabled for Project Costing on the Installation Options - Products page.

Cost Budget Analysis Type Sequence and Revenue Budget Analysis Type Sequence

Enter a series of analysis types to represent historical cost and revenue budget versions. You can use the analysis types that are delivered with the system for this purpose, or create your own sequences. Enter as many analysis types as needed for each sequence.

You must enter analysis types in the order that you want them to be assigned by the system to historical budget versions. When budget row versioning is enabled, the first time that you finalize a project budget for the business unit, the system assigns the first analysis type in the cost or revenue budget sequence on this page to a copy of the budget plan rows. Each subsequent time that you finalize the budget for this project, the system updates a copy of the new finalized budget rows with the next available analysis type from the sequence. The budget version is assigned on a project-by-project basis.

You cannot enter an analysis type that is associated with an analysis group that you specify for Cost Budget, Revenue Budget, Actual Cost, or Actual Revenue in the Analysis Group Defaults group box on the Installation Options - Project Costing page.

After you enter analysis types and save the page, you can append analysis types to the sequence, but you cannot change an existing analysis type or change the sequence order.


2.4.5. Asset Integration Rules

Enable Integration

Select this option to enable PeopleSoft Asset Management integration processes (manual or express) to create assets from the business unit's project activities.

peoplesoft project costing 9 - spearmc.com · if you want to group projects in one tree for summary...

Documents