Approved Project Request Form
Functional Area: Project Systems / Create Project
Purpose
Use this procedure to create a new project.
Trigger
Perform this procedure when an approved Project Request Form is received or as directed by Capital Finance or Debt Management. The WBS elements can be set up before the Program Statement, budget, and funding sources are approved; however, the Project should only be released when transactions are ready to be posted on the project. Projects and WBS elements should not be deleted after they are released.
Prerequisites
- Approved Project Request Form
- Authorization from Capital Finance or Debt Management (Project Request Form should be completed for construction projects at a later date.)
Use the following menu path to begin this transaction:
- Select AccountingProject SystemProjectProject Builder to go to theProject Builder screen.
CJ20N
Business Process Information
The project structure consists of the Project Definition and WBS Elements arranged in a hierarchical manner. The Project Definition as well as the WBS Elements has master data associated with them.
Two types of projects will be created:
- A construction project contains all the required accounting information pertaining to the planning, design, and construction or renovation of a building. Costs will accumulate for a project and enable the reporting and capitalization of the building.
- A debt project contains all the required accounting information pertaining to the issuance of debt and capital leases.
- WBS Element Level 1 will consist of the project number.
- WBS Element Level 2 will consist of the type of expense (10 = Construction, 20 = Finance Costs, 30 = Equipment, 40 = Non-Capital Expenses). Additionally, WBS Element Level 2 will contain revenue postings (70 = Revenue). These categories may be expanded in the future.
Helpful Hints
- The Project Builder is a browser view. The view is comprised of three screen areas. The right hand screen will display the detail screens for the transaction processing and is entitled Identification and view selection. The upper left screen will display the structure tree of the project or project objects being processed. The lower left carries the worklist and templates that the user has need of for the purpose of creating projects (to add or remove items from the worklist or templates, use the right mouse button).
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
- On certain screens you may have to scroll to view some data entry fields.
Work Instruction
Functional Area: Project Systems / Create Project
Procedure
1. / Start the transaction using the menu path or transaction code.
Project Builder
2. / Select Project New Project.
Project Builder (Control data tab)
3. / As required, complete/review the following fields:
Field / R/O/C / Description
Project Def. / Required / Framework of data that is binding to the entire project
Example:
00090
Enter a 5 digit numerical value. Once project is saved, the number cannot be reused for another project definition.
Unlabeled field (to the right of the Project Def. field) / Required / Description or name of the Project Definition
Example:
Central Utility Plant – Addition
Enter text description (name) for the project.
Project Profile / Required / Summary of system parameters with defined values used in project creation
Example:
UC Construction Projects
4. / Click the tab.
Project Builder (Basic data tab)
5. / As required, complete/review the following fields:
Field / R/O/C / Description
Business area / Required / Business Area is the campus to which the cost center is assigned
Example:
C Clermont Campus
/ The system displays the message, “Enter the business area.”
6. / Click .
Project Builder (Basic data tab) (2)
7. / Perform one of the following:
If You Want To / Then / Go To
Change the user status / Click . / Step 8
Continue without changing user status / --- / Step 11
/ On the Basic data tab, some fields change from display only to active fields.
Change Status
8. / Select to the left of the status that is current.
9. / Click .
10. / Return to Step 7.
11. / As required, complete/review the following fields:
Field / R/O/C / Description
Person Respons. / Required / Individual responsible for the project
Example:
10000016
Enter the primary person responsible for the project. Personnel can be selected from a drop-down list.
Applicant no. / Required / 8 character identifier that defines the number of the accountant assigned to the project
Example:
10000003
Enter the Accountant assigned to the project. Personnel can be selected from a list of employees from a drop-down list.
12. / Click the tab.
Project Builder (Long txt tab)
13. / As required, enter long text description, notes, paste emails, Word documents as support documentation for the project.
/ This tab has the space capacity of 999 lines of long text, which can be copied from a wide variety of file types.
14. / Click the tab.
Project Builder (Cust. Enhancement tab)
15. / As required, complete/review the following fields:
Field / R/O/C / Description
Unlabeled field (below the Date Description field) / Optional / Specifies the type of key project date to be tracked.
Example:
Board of Trustees Approval
Select from the dropdown list the description of the date to be tracked.
Unlabeled field (below the Date field) / Optional / The key project date to be tracked.
Example:
10/19/2004
Enter the date.
Unlabeled field (below the Amount field) / Optional / The amount to be tracked with the key project date.
Example:
10,000,000.00
If necessary, enter the amount specific to the date to be track.
16. / Click for WBS element overview.
Project Builder (Basic data tab) (3)
17. / As required, complete/review the following fields:
/ The system displays the message, “List has no entries.”
/ Use the scroll bars to view all fields.
18. / Perform one of the following:
If / Then
Costs are planned on the WBS Element / Select in the PE column.
Actual costs are charged to the WBS Element / Select in the Acct column.
Revenue is planned on the WBS Element / Select in the Bill column.
19. / Perform one of the following:
If You Want To / Go To
Add a Level 1 or Level 2 WBS Element / Step 17
Continue without additions / Step 20
20. / Click the tab.
Project Builder (Organization tab)
21. / As required, complete/review the following fields:
Field / R/O/C / Description
Co… (Company code) / Required / Organizational unit within Financial Accounting
Example:
No entry required; system defaults UC from the project profile.
Bu… (Business area) / Required / Business Area is the campus to which the cost center is assigned
Example:
C Clermont Campus
Functional Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO.
Example:
6
Value will always be 6.
Curr… (Currency) / Required / Monetary unit; The currency of the entity processing transactions
Example:
USD
22. / Click the tab.
Project Builder (Responsibilities tab)
23. / As required, complete/review the following fields:
Field / R/O/C / Description
Person… (Person Responsible) / Required / Individual responsible for the project
Example:
10000016
This field defaults from the project definition level. However, this information can be changed at each WBS element level.
Applican… (Applicant no.) / Required / 8 character identifier that defines the number of the accountant assigned to the project
Example:
10000003
This field defaults from the project definition level. However, this information can be changed at each WBS element level.
Resp. cost…(Resp. cost center) / Required / Cost center which is responsible for the order or project; The order or project is therefore organizationally assigned to the cost center
Example:
1999999999
Cost centers can be selected from a drop down list.
Req.cost… (Req. cost center) / Required / Costs center which requested the WBS element
Example:
1999999999
Cost centers can be selected from a drop down list.
Rq… (RqCC) / Required / Key of the company code that requests the investment measure (order or WBS element); The requesting company code is the company code in which the asset under construction for an investment measure is managed.
Example:
UC
24. / Click the tab.
Project Builder (Control tab)
25. / As required, complete/review the following fields:
Field / R/O/C / Description
Costi… (Costing sheet) / Required / Controls the calculation of overhead
Example:
A00000
System defaults based upon project profile.
Invest… (Invest. Profile) / Conditional / The investment profile is assigned to an internal order or work breakdown structure element, and then these objects are designated as capital investment measures.
Example:
Z00004
Enter only for WBS Element level 2.
26. / Click the tab.
Project Builder (Over. tab)
27. / Perform one of the following:
If You Want To / Then / Go To
Complete the customized fields at the WBS element level / Click on the desired element in the Project Structure: Description area. / Step 28
Continue without customizing fields at the WBS element level / --- / Step 31
Project Builder
28. / Click to move between tabs or click for a drop down list of available tabs to go to desired tab (Cust. enhancem…).
Project Builder (Cust. enhancem…)
29. / As required, complete/review the following fields:
/ You must use the scroll bars to see all fields.
30. / Click .
Project Builder (Basic data)
31. / Click to the left of the WBS elements for which you want to release.
/ The next step will change the system status for the WBS elements to released status. The WBS elements should only be released when transactions are ready to be posted to the project. Typically, transactions are posted only after the Program Statement, budget, and funding sources are approved.
32. / Select Edit Status Release.
/ Release the project only when transactions are ready to be posted to the project. Do not delete after the project is released.
Project Builder (Over. tab) (2)
33. / Click .
/ The system displays the message, Status was set.”
Project Builder (3)
34. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, “Project XXXX is being created.”
35. / You have completed this transaction.
9/29/2017
Ver: / 01_PS_CJ20N_CreateProject_0_ProjectSystems_02.udc
© University of Cincinnati / 1/22
Work Instruction
Functional Area: Project Systems / Create Project
Result
You have created and released a new project with Level 1 and Level 2 WBS Elements.
Comments
None
9/29/2017
Ver: / 01_PS_CJ20N_CreateProject_0_ProjectSystems_02.udc
© University of Cincinnati / 1/22