Enter Detail Planning

Enter Detail Planning

Work Instruction
Functional Area: Project Systems / Enter Detail Planning
Purpose
Use this procedure to create new or change existing detail plan values.
Trigger
Perform this procedure when a Program Statement is approved.
Prerequisites
  • The Planning Element indicator must be checked on the WBS Element in order to plan.
  • The Integrated Planning indicator must be checked on the WBS Element report in order to display individual planning lines.
  • The WBS element must be in released status.
  • The funded program must have been created with transaction FMMEASURE for WBS element.
Menu Path
Use the following menu path to begin this transaction:
  • Select AccountingProject SystemFinancialsPlanningCosts in WBSCost and Activity InputsChange to go to thePlanning Cost Elements/Activity Inputs Change: Initial screen.
Transaction Code
CJR2
Helpful Hints
There are two methods to enter planned costs with transaction CJR2:
  • From the Planning Cost Elements/Activity Inputs Change: Overview screen, the amount entered will be spread across all periods following the period entered from the initial screen. For example, if period 9 is entered on the initial screen and the cost amount is 1,000,000, then system will spread 250,000 for periods 9 through 12 for a total of 1,000,000. The first part of this document outlines the steps to enter costs via the Planning Cost Elements/Activity Inputs Change: Overview screen. One important item to note is that changes can be made on the Planning Cost Elements/Activity Inputs Change: Period screen if edits are necessary after the costs are spread across all periods.
  • From the Planning Cost Elements/Activity Inputs Change: Period screen, amounts are entered for specific periods. For example, if period 9 is entered on the initial screen and the cost amount is 1,000,000, then the user can choose how to distribute the cost for the periods 9 through 12. The second part of this document outlines the steps to enter costs via the Planning Cost Elements/Activity Inputs Change: Period screen.
  • This functionality allows the user to create plans for a single WBS element for a desired time period (i.e. fiscal year) by fund, grant, and cost element. Once the plan is posted, planned vs. actual cost reports can be generated. As needed, detail plans can be created, modified, and utilized to meet project planning needs.
  • 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 / Enter Detail Planning
Procedure
1. / Start the transaction using the menu path or transaction code.
2. / Perform one of the following:
If the Set Controlling Area window / Go To
Appears / Step 3
Does not display / Step 5
Set Controlling Area

3. / As required, complete/review the following fields:
Field / R/O/C / Description
Controlling Area / Required / Self-contained organizational unit for cost accounting
Example:
UC
4. / Click .
Planning Cost Elements/Activity Inputs Change: Initial screen

5. / As required, complete/review the following fields:
Field / R/O/C / Description
Version / Required / In planning, versions are maintained to represent multiple scenarios based on different assumptions and conditions.
Example:
0
Version “0” is the single specific version for actual and planned costs in each controlling area.
Period / Required / Unit that subdivides a fiscal year
Example:
1
Enter the period (month) for which the costs are planned to occur.
Fiscal Year / Required / The fiscal year for which this transaction is relevant
Example:
2005
Enter the fiscal year for which the costs are planned to occur.
WBS Element / Required / Work Breakdown Structure Element
Example:
01031Z10
Enter the WBS element for which the costs are planned. If the WBS element is unknown, click to utilize the match code search.
Grant / Required / An award to the university as additional resources to support instruction, research, or public service; A type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal
Example:
NOT RELEVANT
Enter the Grant for which costs are planned. If grant is unknown, click to utilize the match code search.
Fund / Required / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
P220041
Enter the applicable Fund for which costs are planned. If a fund is unknown, click to utilize the match code search.
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
Cost Element / Required / Items in a chart of accounts that are relevant to cost and are used to enter all costs within the entire cost accounting system; Primary cost elements have a one-to-one relationship with general ledger expense accounts; Whenever costs are posted, they must be assigned to a specific cost element
Example:
533706
Enter the applicable Cost Element. Click to choose cost element from chart of accounts.
Transaction Currency / Required / Currency used to post an accounting document
Example:
USD
6. / Click .
Planning Cost Elements/Activity Inputs Change: Initial screen (2)

7. / Perform one of the following:
If You Want To / Then / Go To
Enter or change planned cost from the Planning Cost Elements/Activity Inputs Change: Overview screen / Click . / Step 8
Enter or change planned cost from the Planning Cost Elements/Activity Inputs Change: Period screen / Click . / Step 13
Planning Cost Elements/Activity Inputs Change: Overview screen

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Ttl Plan Costs COArC / Required / Total value for a period in controlling area currency
Example:
1000000
Enter the planned amount.
9. / Click .
Planning Cost Elements/Activity Inputs Change: Period screen

10. / Review the displayed information.
/ Planned costs have been spread across all periods beginning with the period entered on the initial screen. In this case, the period from the initial screen was Period 1. Therefore, planned costs are distributed across all 12 periods (months).
11. / Click .
Planning Cost Elements/Activity Inputs Change: Initial screen (3)

12. / Go to Step 18.
/ The system displays the message, “Changed data has been posted.”
Planning Cost Elements/Activity Inputs Change: Period screen (2)

13. / As required, complete/review the following fields:
Field / R/O/C / Description
Ttl Plan Costs COArC / Required / Total value for a period in controlling area currency
Example:
300000
Enter planned costs for all applicable periods. Some fields can remain blank.
14. / Click .
Planning Cost Elements/Activity Inputs Change: Period screen (3)

15. / Review the displayed information.
/ Note that planned costs have been entered only with selected periods.
16. / Click .
Exit data entry

17. / Click .
Planning Cost Elements/Activity Inputs Change: Initial screen

18. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, “Changed data has been posted.”
19. / You have completed this transaction.
8/28/2017
Ver: / 15_PS_CJR2_EnterDetailPlanning_0_ProjectSystems_04.udc
© University of Cincinnati / 1/13
Work Instruction
Functional Area: Project Systems / Enter Detail Planning
Result
You have created new or changed existing detail plan values.
Comments
None
8/28/2017
Ver: / 15_PS_CJR2_EnterDetailPlanning_0_ProjectSystems_04.udc
© University of Cincinnati / 1/13