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Job Cost Process Walkthrough

Job Cost Process Walkthrough. August 2006. Agenda . Objectives Project Overview Glossary of Terms Lifecycle of an Internal Order Release 2 Key Changes Overview A glance into SAP How to Display Internal Order Master Data How to Display Expenditures for Internal Orders How to Display Time

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Job Cost Process Walkthrough

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  1. Job Cost Process Walkthrough August 2006

  2. Agenda • Objectives • Project Overview • Glossary of Terms • Lifecycle of an Internal Order • Release 2 Key Changes Overview • A glance into SAP • How to Display Internal Order Master Data • How to Display Expenditures for Internal Orders • How to Display Time • Communication & Training Highlights • Questions

  3. Key Objectives • Provide an overview of the BTS project • Review the new Job Costing Release 2 processes in SAP and some of the benefits that will be derived from the new functionality • Provide an overview of the SAP/IFS interface • Discuss how “Postings” interface from IFS to SAP and SAP to IFS • Provide an introduction to internal orders and order groups • Learn how to display internal order master data, expenditure, commitment line items, and time in SAP

  4. Project Vision The Business Tools for Schools (BTS) project will replace many of LAUSD’s outdated and stand-alone business systems, such as IFS, BRASS, HRS, PTRS, Payroll, and FRDB using SAP software.

  5. Student Information Food Services Decision Support System Finance Human Resources Cross Application Timesheets Project Systems SACS Transportation Systems BTS-SAP System of Record FY‘07 Controlling Materials Management Supply Relationship Management BTS-BW Funds Management Grants Management Facilities Systems Budget Planning Simulation (BPS) LAUSD Big Picture Data Flow LACOE Peoplesoft

  6. Hours Absence Attendance Overhead and other costs IFS will be retired in Release 3 Release 2 System Integration

  7. SAP Terminology

  8. Job Costing Process Overview

  9. Create/Maintain Master Data Monitor & Validate System Set-up • Create/Maintain • Service Cost Center • COA Data • Functional Area - Execute Reports - Display Master Data Process Daily Job Cost Postings -Execute IFS to SAP I/O Master Data Interface (R1&R2) -Execute IFS to SAP Daily Postings (R1&R2) -Execute MCMS to CATS Time Data (R2) -Execute Maximo to CATS Time Data (R2) -Extract COA from SAP to Maximo (R2) -Execute SAP to IFS job cost payroll postings and fringe benefits (R2) Perform Weekly Processing Perform Year-End Closing - • Execute Year-End Closing Process • -Execute Year-End • Reporting -Execute Billing in IFS Job Costing Process for Release 2

  10. Release 2 Interfaces IFS SAP Since July 1, 2006 • IFS interfaces to SAP every night • No I/O creation in SAP • No manual I/O expenditure entering in SAP

  11. Interfaced Data Interface Interface Data type Data type Responsible party Responsible party Duration Duration IFS to SAP IFS to SAP • • Master data • • R1 job cost reporters R1 job cost reporters • • Temporary Temporary (July 2007) (July 2007) • • Overhead and other costs MCMS to CATS to MCMS to CATS to • • Labor (time) cost Labor (time) cost • • Fleet management, Fleet management, • • Permanent Permanent payroll to FICO payroll to FICO pupil transportation (SAP) (SAP) • • Labor (time) cost Labor (time) cost • • Permanent Permanent Maximo to CATS to Maximo to CATS to • • Facilities Facilities payroll to FICO payroll to FICO (SAP) (SAP) CATS to payroll to CATS to payroll to • • Labor (time) cost Labor (time) cost • • Computer/electronic/OMR Computer/electronic/OMR • • Permanent Permanent FICO (SAP) FICO (SAP) repair, job cost accounting, repair, job cost accounting, document production svs, document production svs, telephone billing/unit, truck telephone billing/unit, truck operations SAP to Maximo SAP to Maximo • • COA COA Facilities Facilities • • Permanent Permanent • • Internal Orders Internal Orders SAP to IFS SAP to IFS • • Job cost payroll and F/ B BTS Team / R1 job cost BTS Team / R1 job cost • • Temporary Temporary reporters reporters (July 2007) (July 2007)

  12. Process Improvement Expected Benefits • Easier access to costing data • Actual labor and fringe benefit will post to internal order • More time available for analysis of data • Allows payroll reconciliation to actual time Challenge Solution Instructor led and virtual training to end users indicating: • How the two systems work and interface • How to report and access information • How to reconcile the two systems • Reconciliation required between two systems (job numbers and internal order numbers ) • Transportation: Contract bus drivers will use job numbers in IFS and district bus drivers will use SAP Key Changes

  13. IFS • Creation of data • Job cost line items from the “General Reporting Category” in the “Daily GENLED” table is interfaced SAP • Job cost accounts: • IFS Account Type 20 posts to SAP pre-commitments • IFS AccountType 21 posts to SAP commitments • IFS AccountType 22 post to SAP actual expenditures • Creation of time entry data Release 2: Systems in sync Phased out in Release 3 Posting Interface from IFS to SAP

  14. Creation of SAP Internal Orders Through the IFS interface IFS / SAP Interface Audit date and time Processed date and time Error date and time Error log date and time

  15. Internal orders created in SAP Order groups are automatically created in SAP Interface assigns the internal orders to the correct groups Jobs created in IFS For example, an order group can be a section. The user can develop a report for every section by entering section group name (e.g. “SECT/TRAN”). Creation of Order Groups in SAP through the IFS Interface The grouping can be used for reporting purposes. Process initiated July 1, 2006

  16. Display Internal Order Master Data • Purpose: Use this procedure to display a selected Internal Order • Trigger: Perform this procedure when users need to retrieve a selected Internal Order • Prerequisite: The selected Internal Order must have been created

  17. Display Internal Order Master Datacont’d • Tabs include: • Assignments • Control data • Period-end closing • General data • Investments

  18. Click to execute the report Display Expenditures for Internal Orders • Purpose: Use this procedure to display expenditures for Internal Orders • Trigger: Perform this procedure when the users need to retrieve expenditures for I/O • Prerequisites: The Internal Orders must have incurred expenditures Review the following fields: • Fiscal Year • From Period • To Period • Order Group • Value(s) (Order number(s) or number range to be entered)

  19. Display Expenditures for Internal Orders cont’d Double-click on the amount under the “Actual” column to view the details of the transaction Click “Orders: Actual Line Items” to view the actual expenditure line item

  20. Display Expenditures for Internal Orders cont’d Double-click the amount under the “Val. in rep. cur.” column to view details of the line item.

  21. Display Expenditures for Internal Orders cont’d Select “Environment” for a List of Documents in Accounting Double click “Funds Management”

  22. Display Expenditures for Internal Orders cont’d

  23. Display Commitment Line Items for Internal Orders • Purpose: Use this procedure to display encumbrances (commitments) for I/O • Trigger: Perform this procedure when users need to retrieve encumbrances for Internal Orders • Prerequisite: The Internal Orders must have incurred encumbrances Click to display Commitment Line Items for Internal Orders

  24. Display Commitment Line Items for Internal Orders, cont’d

  25. How to Display Time Enter “Personnel Number” and execute

  26. How to Display Time, cont.

  27. Key Elements Related to the Process that have Changed

  28. Communications and Training Highlights 2007 2006 Dec Jan Aug Sept Oct. Nov Process Walkthroughs On- going specific messages End User Training* Go Live Campaign My change and training guide

  29. Job Cost Training The following courses will be offered before Jan. 1, 2007 Go-Live: • R3110: BTS Basic Navigation of SAP R3 • Web-based learning • 2 hours • WI110: BTS Account String Wizard Basic Navigation • Web-based learning • 1 hour • BTS Internal Order Overview and Reporting • Instructor Led training • 4 hours

  30. More Project Information • To learn about the BTS project: • Check out the BTS Website (www.lausd.net/bts) • E-mail bts@lausd.net

  31. Questions • Before leaving the room, please make sure that you have • Signed in • Completed the process walkthrough assessment survey

  32. Thank You

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