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Welcome to PC360: Managing Projects

Learn how to enter and maintain projects, analyze project data, and integrate projects with other modules in the SMART system.

williamcontreras
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Welcome to PC360: Managing Projects

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  1. Welcome to PC360: Managing Projects

  2. Welcome • First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks

  3. Welcome • Ice Breaker • Who are you? • Where are you from? • What are you looking for?

  4. Training Materials Overview

  5. Training Materials Overview • Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!

  6. Training Materials Overview • Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson

  7. Training Materials Overview • Business Process Flows • Used to present the flow of either business processes or information within SMART

  8. Training Materials Overview • Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you

  9. Training Materials Overview • Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own

  10. Training Materials Overview • User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

  11. Training Materials Overview • Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material

  12. Questions

  13. Training Materials Overview • Course Evaluations • Are conducted using the SurveyMonkey tool • Please complete a course evaluations for each new course that you attend • Trainers also complete a course evaluation at the end of each class

  14. Course Objectives Upon completion of this course, you will be able to: • Enter and Maintain Projects • Analyze Projects • Understand and explain the integration of projects with other SMART modules

  15. Lesson 1: Understanding Projects Lesson 1

  16. Lesson 1: Understanding Projects • Lesson Objectives • After completing this lesson, you will be able to: • Define key terms • Explain the end-to-end process for projects and describe how managing projects fits into the end-to-end process for Projects/Grants • List roles involved in the projects process and describe tasks performed by each role

  17. Lesson 1: Understanding Projects • Defining Key Terms for Projects • Project – An organized endeavor for which costs are incurred that has a defined beginning and ending purpose for which costs need to be accumulated and reported • Activity – The SMART field that defines tasks or subcomponents associated with a project that represents a breakdown of collected costs. At least one activity must be defined for each project. • Source Type – Optional Project Costing ChartField assigned to individual transactions to identify its purpose • Category – Optional Project Costing ChartField used to further define Source Types for more detailed reporting and analysis • Subcategory – Optional Project Costing ChartField used to further define Categories to increase flexibility and granularity for tracking and analyzing costs

  18. Lesson 1: Understanding Projects • Defining Key Terms for Projects cont. • Analysis Type – Assigned to individual transactions by the system to identify different types of transactions, such as, budgeted amounts, actual costs, and billed costs • Project Resource Table – This is a table within the Project Costing module that lists all transactions that have occurred against a specific project, including committed costs, actual costs, budgeted costs, billed amounts. • Table includes BIL (Billable Amount) rows that have not yet been billed and BLD (Billed Amount) rows for transactions that have been billed in the past. • Project Tree – An item that defines how projects are related to one another and is used to achieve the desired level of detail when tracking and reporting costs

  19. Lesson 1: Understanding Projects • Understanding Projects Processes • Analyze Projects • The process of analyzing internal or external capital projects to measure actual and budgeted costs • Projects includes a variety of project analysis procedures to help you review and update the project data • Integrating Projects with other SMART modules • Integration reduces the amount of data entry within Projects and ensures that cost information is accurate and up-to-date • Most of the information that you need for keeping track of your projects includes time and labor costs, expenses, purchase orders, budgeted costs, actual costs, and capitalization of assets • Integration with other SMART modules will be further discussed in Lesson 4

  20. Lesson 1: Understanding Projects • Understanding Projects Processes End-to-End Project/Grants process flow

  21. Lesson 1: Understanding Projects • Understanding Projects Processes Project Costing Flow

  22. Lesson 1: Understanding Projects • Understanding Projects Processes • Roles associated with Projects • Agency Project Manager - Enters, reviews, and analyzes projects and understands the integration with other SMART modules • Kansas Project Viewer - Views project information only • Agency Tree Manager - Creates and updates project trees • Agency Projects Maintainer - Maintains configurations to agency-maintained projects tables

  23. Lesson 1: Understanding Projects • Lesson Summary • In this lesson you have learned : • Key terms and concepts related to Project Costing • Key processes in Project Costing • The roles involved in processing projects

  24. Lesson 2: Entering and Updating Projects Lesson 2

  25. Lesson 2: Entering and Updating Projects • Lesson Objectives • After completing this lesson, you will be able to: • Explain the differences between grant projects and non-grant projects, including differences between reimbursable and non-reimbursable grants and projects • Create a new project, including the work breakdown structure for project activities, adding a team manager, team members, location, and user defined data • Change the status of a project • Explain project transactions that flow from other SMART modules, including the ChartFields used to differentiate between grant and non-grant spending as well as reimbursable and non-reimbursable grants and projects • Close a project

  26. Lesson 2: Entering and Updating Projects • Project Status Types

  27. Lesson 2: Entering and Updating Projects UPK - Creating Projects Activity 1 - Creating Projects

  28. Lesson 2: Entering and Updating Projects Activity 2 – Creating Project Activities

  29. Lesson 2: Entering and Updating Projects Activity 3 – Closing Projects Activity 4 – Entering & Maintaining Projects

  30. Lesson 2: Entering and Updating Projects • Lesson Summary • In this lesson you have learned: • The difference between grant and non-grant projects, as well as reimbursable and non-reimbursable projects • The different types of project statuses • How to create a project and a project activity • How to close a project

  31. Lesson 3: Analyzing Projects Lesson 3

  32. Lesson 3: Analyzing Projects • Lesson Objectives • After completing this lesson, you will be able to: • Define project analysis and explain how it can be used to measure actual versus budgeted project costs • View a summary of project costs using the Project Transaction Summary page • Understand common analysis types used in SMART

  33. Lesson 3: Analyzing Projects • Understanding Project Analysis • SMART Project Costing allows you to analyze projects including these ways: • The Project Transaction Summary allows you the summarize the project by the analysis type or category type • The Project Summary Report will be available through the data warehouse to review budgeted costs vs. actual cost by project and activity.

  34. Lesson 3: Analyzing Projects • Understanding Project Trees In the tree shown in the following diagram, you can track costs for the entire program or for each project: Each project tree is keyed by business unit and effective date and has its own individual structure and security. Changes that you make to project trees are implemented throughout the Project Costing database

  35. Lesson 3: Analyzing Projects Activity 5 – Viewing the Project Transaction Summary & Project Costs

  36. Lesson 3: Analyzing Projects • Lesson Summary • In this lesson you have learned to: • Define project analysis and explain how it can be used to measure actual versus budgeted project costs • How project trees are used in the SMART system • View a summary of project costs using the Project Transaction Summary page

  37. Lesson 4: Integrating Projects with other SMART Modules Lesson 4

  38. Lesson 4: Integrating Projects with other SMART Modules • Lesson Objectives • After completing this lesson, you will be able to: • Explain the steps to capitalize an asset that began as a project (AM) • Send data from Project Costing to Asset Management to capitalize the asset (AM) • Explain project to project and General Ledger to project allocations (GL) • Describe the collection of actual costs for a project from journal entries (GL) • Describe the collection and reconciliation of committed costs from Purchasing (PO) • Explain the collection of actual costs from a voucher (AP) • Explain the collection actual costs from an expense (EX) • Describe the collection of labor costs from Time and Labor (TL) and General Ledger (GL)

  39. Lesson 4: Integrating Projects with other SMART Modules • Capitalizing Project Assets

  40. Lesson 4: Integrating Projects with other SMART Modules UPK – Capitalizing Project Assets

  41. Lesson 4: Integrating Projects with other SMART Modules • Integrating with other modules • GL • Amounts from accounts in GL allocated to one or more projects • Amounts or quantities from a project allocated to one or more projects • Project transactions created from GL journal entries • PO • Purchase orders send transactions to PC • AP • Vouchers that have passed budget check with a valid project ID • EX • Expense Reports that have passed budget check with a valid project ID • Time & Labor • Labor costs tied to a project ID will process and charge to the project

  42. Lesson 4: Integrating Projects with other SMART Modules • Lesson Summary • In this lesson you have learned to: • How to capitalize a project asset through the Express Capitalization process • The understanding of cost collections from the SMART modules General Ledger, Purchasing, Accounts Payable, Expenses, and Time and Labor

  43. Closing the Day

  44. Resources Available Use the following resources • SMART Training Website • http://da.ks.gov/smart/training.html • SMART Training Team • Contact us at smarttraining@da.ks.gov • SMART materials • Review, Review, Review your SMART materials after training!!

  45. Questions

  46. Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingPC360

  47. Thanks for coming and participating today!

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