LaGov LaGov Validation Session Agenda Validation Session Agenda - PowerPoint PPT Presentation

Validation Session Validation Session Validation Session Finance Team Finance Team Finance Team Project Systems Project Systems Project Systems December 10 & 11, 2008 December 10 & 11, 2008 December 10 & 11, 2008 LaGov LaGov

Validation Session Agenda Validation Session Agenda  Purpose  Work Session Recap  Supporting Master Data Design  Key Design Elements and Decisions  Changes and Challenges  Open Issues  Benefits/Improvements  FRICE-W objects  To-Be Processes by Topic  Key Design Elements and Decisions  Changes and Challenges  Open Issues  Benefits/Improvements  FRICE-W objects  Organizational Impacts  Next Steps  Questions 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 2

Purpose of Validation Sessions Purpose of Validation Sessions  Validation Sessions are intended to provide feedback to the workshop participants regarding the TO-BE process design:  Review and discuss Master Data design • Address key integration points • Support organizational requirements • Consistent and appropriate use of data fields  Review and discuss TO-BE business process design • Confirm adherence to Leading Practices inherent in SAP or reasons for differing • Ensure the State’s business requirements have been addressed • Highlight decisions that define the process, approval steps, and integration points  Identify areas of changing process, roles, and responsibilities  Resolve open issues or identify strategy for resolution  Analyze and document the benefits, improvements, and challenges inherent in the TO-BE process design Note: Validation sessions are an affirmation of work session decisions, and Note: Validation sessions are an affirmation of work session decisions, and assume the SAP functionality knowledge covered in TO-BE session. assume the SAP functionality knowledge covered in TO-BE session. 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 3

Purpose of Today’ ’s Validation Session s Validation Session Purpose of Today  Review the preliminary design of project structures and project creation.  Review the process surrounding the budgeting and control of projects.  Provide a high level overview of how various postings occur in the Project Systems module  Review of FHWA authorizations and accounting of FHWA projects  Determine the need for Project Systems Planning  Review reporting requirements and the need for network and activities for Project Management  Determine how costs are settled from projects to assets 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 4

Workshop Session Recap Workshop Session Recap Work Workshop AM/P Business Process Goals Session Codes M Date  Determine project definitions and levels of WBS elements  Identify process for maintenance of master data Aug. 6 & 7, AM/ Project Structures-DOTD FI-PS-001  Determination of naming conventions 2008 PM  Data cleansing and conversion strategy for existing, active projects  Determine project definitions and levels of WBS elements  Identify process for maintenance of master data Project Structures- FPC Aug. 12 & AM/ FI-PS-002  Determination of naming conventions 13, 2008 PM  Data cleansing and conversion strategy for existing, active projects  Determine project definitions and levels of WBS elements  Identify process for maintenance of master data Aug. 26, AM/ Project Structures- Others FI-PS-003  Determination of naming conventions 2008 PM  Data cleansing and conversion strategy for existing, active projects  Integration with Funds Management for budgetary requirements  Determine at what level to control expenditures Project Budgeting and Sept. 24, AM/ FI-PS-004  Discuss Availability Control requirements Control 2008 PM  Identify the process for budget transfers  Discuss the process for capital project planning Oct. 29, AM/  Identify level of planning (Annual, Overall, Cost Element, etc) Project Planning FI-PS-005 2008 PM  Identify plan versions required to track history of original and revised 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 5

Session Recap Continued… … Session Recap Continued Work Business Workshop AM/P Goals Session Process Codes M Date  Process for posting costs from Purchase Requisition, Purchase Order, Goods Receipt, to Invoice Oct. 7 & 8, AM/ Project Accounting FI-PS-006  Integration with Human Resources for time entry 2008 PM  Integration with Plant Maintenance for project related work orders  Discuss process for Federal Highway projects Oct. 14 & AM/  Define FHWA requirements FHWA Billing FI-PS-007 15, 2008 PM  Options for Federal Aid Billing in SAP  Reporting requirements to effectively manage projects Nov. 19, AM/  Standard reports versus BI reports Project Management FI-PS-008 2008 PM  Detail the use of Networks and Activities for scheduling  Automated settlements to Assets under Construction and final assets  Process for project closeout Capital Projects Nov. 12, AM/ FI-PS-009 Periodic Processing 2008 PM  Define roles and processes for defining settlement rules and executing periodic processing 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 6

Topic Topic Project Structures DOTD, FPC and OCPR FI-PS-001, 2, & 3 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 7

Project Structures – – Design Considerations Design Considerations Project Structures  Naming Conventions – Smart Numbering for Reporting?  WBS Elements (Phases and Sub-Phases) – To what level of detail should we drive down postings and budget?  Timing of the Creation of Projects in PS – When to create Projects and the Master Data without cluttering the database  Roles and responsibilities for Project Creation – Who will create the Project in SAP? – Who will populate the Master Data?  Milestones – What important dates need to be Captured?  Networks and Activities – Do Project Managers require CPM functionality? 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 8

Project Structures – – Key Decisions Key Decisions Project Structures Naming Convention for DOTD Projects  Department of Transportation and Development – T.000001.01.1 • Six Phases: Feasibility, Environmental, Right of Way, Utilities, Design, Construction phase by Control Section • Sub-phase: Posting of Participating & Non-participating costs • Additional phases will be created to capture costs for each control section. Note that this requires that postings for budget and expenditures are identified by control section. • The Phase indicator of .1 needs to expand to .01 for multiple Control Sections. 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 9

Project Structures – – Key Decisions Key Decisions Project Structures Naming Convention for FPC State Projects  Facility Planning & Control (Initial Design) – FS.000001.01 for State Projects (Project.Phase) • Five Phases: Land, Planning, Construction, Miscellaneous, Equipment FS.000001 LSU New Box Stadium FS.000001.01 FS.000001.02 FS.000001.03 FS.000001.04 FS.000001.05 Land Planning Construction Misc Equipment 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 10

Project Structures – – Key Decisions Key Decisions Project Structures Naming Convention for FPC State Projects  Facility Planning & Control (Revised Design) – FS.000001.001.01 for State Projects (Project.Sub-project.Phase) • Projects could have multiple sub-projects. These will not be created using the SAP template. • Five Phases: Land, Planning, Construction, Miscellaneous, Equipment • Addition of Sub-project for State Projects. Insert .001 as Level 2 between Project Number and Phase. 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 11

Project Structures – – Key Decisions Key Decisions Project Structures Naming Convention for FPC Non-State Projects  Facility Planning & Control – FN.000001.01 for Non-State Projects (Project.Phase) • Five Phases: Land, Planning, Construction, Miscellaneous, Equipment • Third level WBS elements will represent contracts between entity and vendor 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 12

Project Structures – – Key Decisions Key Decisions Project Structures Naming Convention for Projects  Office of Coastal Protection and Restoration (Initial Design) – CP.000001.1 for Coastal Protection Projects – CR.000001.1 for Coastal Restoration Projects – CC.000001.1 for Combined Projects • Five Phases: Planning/Feasibility, Design, Right of Way, Construction, Monitoring 12/23/2008 Project Systems Validation Session Slide Deck - FINAL 13