PROJECT COST REDISTRIBUTION Project Manager and PCR Coordinators training material.

1. PROJECT COST REDISTRIBUTION Project Manager and PCR Coordinators training material.

2. INTRODUCTION The project cost initiative involves the improvement of project cost reporting by capturing detailed project information for the purpose of providing better data for decisions, managing resources, and forecasting at the project and program levels. There are actually two distinct components to job costing. The first component is programming to the project specific number for the purpose of encumbering to tasks. The second part is project costing thru the Project Cost Redistribution (PCR) computer application, which redistributes expenditures from the general project number to the project specific number.

3. Effective July 1, 2008, the Department will implement a Project Costing Initiative, for the purpose of Identifying and tracking costs associated with District-wide and General Consultant contracts. For these types of contracts, special cost accounting measures will be utilized. The cost redistribution application will allow contract funds to be committed to a general financial project number up front, and reallocated after the work is done to the component projects where the expenditures actually incurred. WHY PROJECT COST REDISTRIBUTION

4. CO FDOT PO PARTICIPANTS Central Office Procurement office DST CON OOC OWP OIS All Districts Consultants Office of Comptroller Work Program Office of Information systems

5. DST Participants:District Project Manager. District Project Cost Redistribution Coordinator. DISTRICT RESPONSIBILITIES

6. DST Project Manager • Contract method of compensation (Exhibit B) will explicitly state if the contract will require a cost redistribution file to be submitted with invoice. • Note: Project cost redistribution will be restricted only to designated District-wide and General consultant contracts executed after July 1, 2008. For exceptions, contact Work Program Office. • The Project Manager will provide valid “From” and “To” Project numbers to the consultants in order for them to submit Project Cost Redistribution files. DISTRICT RESPONSIBILITIES

7. DST • Project Manager – Cont. • Providing valid “To Project” numbers to the consultants will save time and will help to eliminate validation errors. • Must ensure that project #’s to be used for redistribution are in current, prior or next fiscal year. • Project Manager must ensure that a PCR file has been submitted, where applicable, before approving invoices. Invoices with charges against only project specific numbers are exempted from the requirement for submittal of a PCR file. DISTRICT RESPONSIBILITIES

8. DST Portion of report for Invoices missing Project Cost Redistribution files Project Manager – Cont. DISTRICT RESPONSIBILITIES Portion of report for Invoices with Failed Project Cost Redistribution files

9. DST PCR Coordinator. • Project Cost Redistribution point of contact between Consultant and District office. • If Project Cost Redistribution file is not received for paid invoices within 30 days, you will receive an error report via email. • Review “Report For Invoices Without Project Cost Redistribution Records” in consultation with Project Manager . Using Contract number and Invoice number from the report inform the consultants about Project Cost Redistribution file. DISTRICT RESPONSIBILITIES

10. DST PCR Coordinator. - Cont. • The project cost redistribution file is submitted by the Consultants via email (PCRLOAD@dot.state.fl.us). • In case of errors or Informational messages, the PCR Coordinator will receive an error report & informational messages via email. • Each error messages can be referenced back to the FAQ available on the Procurement website (http://www.dot.state.fl.us/procurement/project%20costing% 20initiative.htm). • In case of Informational messages , all efforts should be made to resolve these messages in future PCR files. • The PCR Coordinator should contact the District Work Program Manager only after checking the FAQ on the Procurement website. All efforts should be made first to resolve the issues before contacting Work program Manager in Central office. DISTRICT RESPONSIBILITIES

11. DST PCR Coordinator. - Cont. Sample Informational Report - 05 DISTRICT RESPONSIBILITIES The project cost redistribution file submitted to the Florida Department of Transportation by your firm for Contract CCCCC, Invoice XXX has replaced the previous submission.Note: All efforts should be made by the consultants to resolve the Informational messages if any are sent to them.

12. CO OOC PO CENTRAL OFFICE OWP Office of Comptroller OIS Procurement office Work Program Office of Information systems

13. OOC Comptroller. • Ownership of Project Cost Redistribution process 1 of 3. • This office is responsible for the file processing to FLAIR. OFFICE OF COMPTROLLER

14. OWP Office of Work Program. • Responsible for all the functional issues for Project Cost Redistribution (2 of 3). • For any questions related to Financial work program numbers or ‘From project ‘ or ‘To project’ numbers contact this office. • This office will be responsible for Project Cost Redistribution PCRLOAD client box. OFFICE OF WORK PROGRAM

15. PO Procurement Office. • Responsible for all the functional issues for Project Cost Redistribution (3 of 3). OFFICE OF WORK PROGRAM

16. OIS Office of Information Systems. • Outlook Email interface. • Mainframe PCR validation process. • Account correlation process. • Interface with FLAIR accounting system. OFFICE OF INFORMATION SYSTEMS

17. CON Consultants • Consultants can download the PCR spread sheet and view the PCR spread sheet CBT ( Instructions ) on Procurement website (http://www.dot.state.fl.us/procurement/project%20costing% 20initiative.htm). CONSULTANTS RESPONSIBILITIES

18. CON Consultants – cont. • Refer to the Project Cost Redistribution FAQ on Procurement Office website (http://www.dot.state.fl.us/procurement/project%20costing% 20initiative.htm) before contacting District Project Cost Redistribution Coordinator. • Consultants are not required to use the Project Cost Redistribution spread sheet to create PCR data. They can have their own internal process to create the PCR data file. Refer to the Spread sheet CBT for correct data formatting. • Send PCR data file via email to PCRLOAD@dot.state.fl.us CONSULTANTS RESPONSIBILITIES

19. CON Consultants – cont. • When a PCR process validation errors occurs, an error report for a particular PCR data file is sent to consultant via email. • The consultant must fix the errors and resend the file back to PCRLOAD@dot.state.fl.us. • When errors occur the consultants should refer to the FAQ available on Procurement Office web site. For any other related help, contact your district PCR Coordinator. CONSULTANTS RESPONSIBILITIES

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