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Capital Project Accounting Database “c-PAD”

Capital Project Accounting Database “c-PAD”. Seattle University Facilities Services. Presented by: Tim Gould Date: August 11, 2014. Capital Project Accounting Database (c-PAD). Who, What, When, Where, Why, and how of c-PAD Test Drive/Examples Question & Answer.

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Capital Project Accounting Database “c-PAD”

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  1. Capital Project Accounting Database “c-PAD” Seattle University Facilities Services Presented by: Tim Gould Date: August 11, 2014

  2. Capital Project Accounting Database (c-PAD) • Who, What, When, Where, Why, and how of c-PAD • Test Drive/Examples • Question & Answer

  3. Capital Project Accounting Database (c-PAD) • Who – Facilities Services, Administration Project Development and Operations • What – MS Office 2010 Access Database using new accounting structure that ties to the university G/L, but is not electronically linked • Where – shared network drive split into two pieces front-end (user-interface), and back-end (data storage)

  4. Capital Project Accounting Database (c-PAD) • When – started the design in Jan 2013 (18 months to date/under 180 billable hours) • Why – • SU does not have a project accounting module incorporated into Colleague. • Project Approval Form (PAF) process needed a centralized tracking/reporting tool. • All Project Managers (PM) were using their own Excel files on their desktop with no visibility for AVP to review status. • How – using existing databases that were built to track operating and planned maintenance expenses; hired consultant to get us to more sophisticated reporting.

  5. PAF PROCESS This is the main reason for the database as there can be various funding sources for one project that can’t always be tracked in one cost center in the G/L.

  6. Capital Project Accounting Database (c-PAD) • Database Structure – set up based on previous MS Access databases for Opex and PM • Unique Accounting – designed accounting fields to help track smaller projects at a lower level of detail if needed • Parent/Child project relationships (unique parent project numbers assigned to each PAF) • Project number tied to cost center in G/L • Funding Sources (SGC, Gift, Department, etc.) • Ability to track all commitments (contract and purchase orders • Use same chart of accounts as the G/L

  7. Capital Project Accounting Database (c-PAD) • Database Structure – example • PAF/Parent Project Number, Funding Source, Child Project, Account Number (G/L Account) • 14.123.01.01.62001- database string for invoice coding • Parent Project 14.123 = Pigott Building Door replacement • 01 = Space and governance funding for MAC projects • 01 = Child project number • 62001 = account for furniture & fixtures in G/L

  8. Capital Project Accounting Database (c-PAD) • Database Structure – example • PAF/Parent Project Number, Funding Source, Child Project, Account Number (G/L Account) • 14.123.01.01.62001- database string for invoice coding • Every project in c-PAD also has a specific cost center that it rolls into in the G/L • c-PAD:G/L cost center/accounting: • 14.123.01.01.62001 73-796114-62001 where: • 73 = Plant Construction (Capital) • 796114 = SGC cost center • 62001 = account for FF&E

  9. Capital Project Accounting Database (c-PAD) Database Demo

  10. Capital Project Accounting Database (c-PAD) Data Input • Parent/Child Project Entry Form • Project number, funding source and detail budget by account code. • Contract and Purchase Order Entry Form • Auto-fills possible project-funding-account combos • Invoice Entry Form • Auto-fills Invoice Form for ease of data entry with possible combos from project, contract/PO forms to reduce data entry errors

  11. Capital Project Accounting Database (c-PAD) Data Output • Child Project Summary Report • Choose Parent Project and child auto-fills • Capital Budget Review • Listing of all projects with budget and actual • Invoice detail by vendor • All contracts open for each project by vendor • Contract detail by vendor • All invoices paid by vendor for by project

  12. Capital Project Accounting Database (c-PAD) Q & A

  13. Capital Project Accounting Database (c-PAD) Timothy (Tim) Gould, MBA gouldt@seattleu.edu 206-296-6993 Facilities Finance Manager, Facilities Services Administration

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