Work Instruction CJ20N - Project Builder (Document) CJ20N: Purpose

Title: CJ20N - Project Builder (Document) Functional Area : Financial Sub Area : Grants and Contracts
Work Instruction CJ20N - Project Builder (Document) CJ20N
Purpose Use this procedure to view additional information about a WBS element that is not available on master data reports. Trigger Perform this procedure when you want to view additional information about a WBS element that is not available on the ZPS_WBS_ATTRIBUTES WBS Element Master Data query. Possible uses might be to: Verify information when a new sponsored project is activated. You should compare the information on the statement of award to the information entered into the IRIS system in CJ20N and the budget on the IRIS ledger to be sure that no error was made in the entry. Familiarize yourself with the conditions of the award and note any restrictions on the award spending.
Menu Path Use one of the following menu paths to begin this transaction: Select Sponsored Project Reporting to the Project Builder screen. Financial Select IRIS Reporting go to the Project Builder screen. Master Data Project Systems CJ20N - Project Builder to go CJ20N - Project Builder to
Transaction Code CJ20N Overview CJ20N introduces the concept of a project as opposed to a WBS element. A project is a way of collecting several related WBS elements together so that the relationship is formally recognized. For example, a multi-year research grant may be assigned a new WBS element number every year. By assigning each of the WBS elements to the same project, it is now obvious that they are all related. Similarly, a research grant may be divided among several researchers or several separate tasks and each researcher or task is assigned a separate WBS element number. By assigning them all to the same project, the relationship is obvious and basic reporting can be done at the project level and at the individual WBS element level. Every WBS element has a project definition number even if there is only one WBS element in the project. If there is only one WBS element involved, the project definition number and the WBS element number are the same. If there are multiple WBS elements involved, the project definition number will be the same as the first WBS element that was created.
File name: Version: Approved - Ready for Web ~CJ20N_PROJECT_BUILDER.DOC Last Modified: 11/1/2010 1:24 PM Reference Number:
Work Instruction Page 1 / 18
Helpful Hints You may use transactions CNS41 Structure Overview or ZPS_WBS_ATTRIBUTES WBS Element Master Data to review attributes for multiple WBS elements in one report. Both of these reports can be used for any type of WBS element. FIRST TIME USERS: The first time you use this transaction, you will see two introductory screens.
1.
The first screen introduces you to the project builder.
Project Builder: Options
1.1
Click on the box to the left of this screen every time you access the transaction. Click (Continue) to go to the next screen.
to avoid seeing
1.2 2.
The second screen Project Builder: User-specific options will appear.
Project Builder: User-specific options
2.1
Check or uncheck each box as needed so that your options match the options shown above in the screen. Otherwise your displays may not be the same as those shown as examples in this document. Once these options have been set, you should not need to change them again. Click (Continue) to save the settings and go to the Project Builder screen as shown in the Procedure section below.
2.2
If you fail to make these settings the first time you see the screen, you can click Settings >> Options on the menu bar to access the Project Builder: User-specific options screen.
Procedure
1.
Start the transaction using the menu path or transaction code.
SAP Easy Access
2.
Double-click below.
. The Project Builder screen will appear as shown
If this is the first time accessing this transaction, you will see two additional screens. Please refer to the Helpful Hints section for further information regarding these screens.
Project Builder
The initial Project Builder screen has three main sections: The blank section on the right side will display the detail screens of information on the project and WBS elements. This section remains blank until a particular project or WBS element is selected. The Preview: Description section on the upper left side displays the structure of the project, showing if the project has multiple WBS elements. The Worklist Description section on the lower left side shows the work list of recently displayed projects or WBS elements. The university does not use the Templates option in this section.
3.
Open the project or WBS element you wish to review.
3.1
Click
(Open). The Open Project popup window will appear as shown below.
Open Project
3.2
Complete one of the two following fields: Field Name R/O/C C Description A number associated with all WBS elements created for a particular project. The project definition serves as a framework for the entire sponsored project. If you know the project number, enter it and the Preview: Description section will display all of the WBS elements associated with the project. Example: R041519001
Project Definition
WBS Element
A WBS element (Work Breakdown Structure Element) is a cost and revenue collector for a specialized, often short-term, activity of the university including sponsored projects, gift/endowment funds, and agency funds. WBS element numbers typically start with "R" or "N". Each WBS element has a corresponding fund with the same number. If you dont know the project definition, enter the WBS element and the display will give you the project definition. Only the single WBS element requested will be displayed as part of the project, even though the project may contain more than one WBS element. If you do not know the WBS element number, click Example: (Matchcode) to search for it. R041519004
In this example, a WBS element number was entered.
Open Project
3.3
Click
(Open) to open the WBS element or project.
If you have used this transaction before, the last projects and WBS elements you viewed will be displayed in the Worklist: description section. If you wish to look at one of those items again, you can double click on the project or WBS element to display it. The WBS element number is referred to as a subproject and is referenced in the screen title as shown in the Project Builder: Display subproject R041519004 screen below. The WBS element is shown in the WBS Element field and is highlighted in the Project Structure: Description section of the screen.
Project Builder: Display subproject R041519004
4.
The WBS element belongs to a project. To view the project information, click on the element marked by . For this example, click in the Project Structure: Description section. The project is now highlighted in the Project Structure: Description section and shown in the Project Def. field, as shown below.
Because only the single WBS element was requested, only that one WBS element is displayed as part of the project, even though the project has been selected and other WBS elements belong to this project. If you wish to see all WBS elements belonging to this project, click (Open) and enter the project number.
The project details on the right side of the screen can be accessed by using the series of tabs.
4.1
The default project tab is . The start (beginning) and finish (ending) date for the obligated portion of the project is shown in the Dates section of this screen.
4.2
Click the tab. The Project profile field defines what type of project is shown. The designation Sponsored Projects is given to all projects that have an end result that will be sent to the sponsor. The end result, called a deliverable, can be a report, a piece of software, a publication, etc.
4.3
Click the tab. This is a free-form text area that, at a minimum, will contain the name of the project definition.
5.
To look at the information for the WBS element, click the element marked by
. For this
example, click in the Project Structure: Description section. The information for WBS element R041519004 is shown below.
There are too many tabs for all of them to be displayed simultaneously. Click to display all of the choices. The WBS element screen also has a series of tabs with detailed information for the WBS elements, as shown on the screen above. Only the tabs that are most frequently used by departmental users will be discussed in this document.
(List)
5.1
The default tab is
. The project type is shown in the Proj. type field.
Click (System/user status) to the right of the System Status field if you want to obtain information on the status (i.e. - created, released, closed) of the WBS element.
5.2
Click the tab. The Overhead key and Costing Sheet fields show information about the audited F&A rate for the WBS element. If you click in the Overhead key field and then click (Matchcode), you will see the list of all F&A rate codes and the percentage rate associated with that code. The audited and allowed F&A rates are also shown on the Cust Enhancement tab.
Note that there can be different rates for different budget entities, even if they are in the same geographic location. Different rates can also exist for different functions, different work locations or because projects started in different years.
5.3
Click (List) and select Cust. Enhancement to quickly navigate to the Cust. Enhancement tab.
This tab is so large that you may need to scroll down and/or across to see all of the information on the screen. The screens that follow show each section in its entirety. The General section displays the funds center to which the WBS element is assigned. The Fee waivers (Y/N) flag indicates whether the grant/contract sponsor allows fee waivers to be charged to the WBS element (Y) or not (N) for the in-state portion.
The Sponsor section displays the agency awarding the grant or contract as well as who will be billed for the activity in the Customer # field. The agencys award or contract number (Award #) is also shown in this section.
The F&A section shows information related to the calculation of F&A charges for the WBS element. The Audit base and Allow base on which the F&A is calculated are shown as well as the Audit rate % and the Allow rate %.
The Allow rate % (allowable rate) shows the net rate at which F&A will be charged. This is the rate that is allowed by the sponsoring agency. The code for the Audit rate % (audited rate) displays the rate approved by the Federal Government in the F&A cost study. The university always prefers to charge the full audited rate so that it can be reimbursed for all of the administrative costs of maintaining the project. However, if the sponsor will not allow the audited rate, the university does not simply charge the allowable rate to the project. In order to show the F&A amount that it is willing to forego, the university always charges the project for the full audited rate and then cost shares the F&A to reduce the rate to the allowable rate. That is, the university pays the difference between the audited rate and the allowable rate so that the sponsoring agency does not pay more than the rate specified in the grant or contract. This section also shows the codes for the Audit base (audited base) and Allow base (allowable base) on which the F&A is calculated. You may click in one of the base fields and then click numeric codes. (Matchcode) to see the definition of the
The F&A amount is calculated by multiplying the F&A base amount by the allowable F&A rate. The MTDC (Modified Total Direct Cost) base is the most commonly-used base at most UT entities. The Salaries & Wages base is used at the Chattanooga and Martin campuses. The TDC (Total Direct Cost) base is used by several sponsors, including the State of Tennessee. The MTDC base amount is the sum of all of the expenditures in the GL account range 400000 499999 with the exception of the following codes: 441300 Real estate rentals 444000 Grants & subsidies
461100 Educational & scientific equipment 482100 Subcontracts over $25,000 Patient care expenses (Memphis) The Salaries & Wages base amount is the sum of all the expenditures in the salary GL account range 410000 - 419999. The TDC base amount is the sum of all of the expenditures in the GL account range 400000 499999 with the exception of 444400, UT cost sharing. In the Invoicing section, you can determine if invoicing is necessary (the Type field) and, if it is, the frequency of invoicing appears in the Freq field.
In the Approved section you can find the beginning and ending dates for the WBS element in the Begin date and End date fields as well as the total award amount and the amount to be paid by the sponsor.
The Amount (total award amount) is the maximum amount that the sponsor agrees to pay over the entire term of the contract, which may cover several years. The Oblig amt (obligated amount) is the amount the sponsor commits to be spent through the current year of the project. Each year, the sponsor specifies how much it will commit to be spent on the project. For example, the university receives an award of 5 million dollars over a 3-year period. $5 million would be the award amount shown in the Amount field. If only $2.3 million of the award is committed by the sponsor to be spent in the first year of the project, $2.3 million would be the amount given in the Oblig amt field. The remainder of the $5 million would not be available until the sponsor obligates it.
For sponsored projects, the total expenditures portion of the budget should match the obligated amount. Be sure to check that it does. The obligated amount field should not be zero. (There are some specific exceptions to this rule, but they do not include research-type sponsored projects.)
The Financial Reporting section displays the required forms and reporting frequencies assigned to this WBS element.
To the right side of the upper portion of the tab you can view information on the principal investigator and the responsible person for the WBS element in the PI and Contacts sections.
At the bottom of the Contacts section you can see the name of the central office accountant assigned to deal with the project. If you have any questions on or problems with the project, you should contact this accountant for information and/or help. Also, please contact the accountant if any project information in IRIS is incorrect. The Basic Data section displays the Func Area (functional area) assigned to this WBS element.
The Special section shows information on whether advanced spending is allowed by the sponsor, whether and what type of cost sharing was included in the award, and if staff benefits are to be charged to the project. In this example, the 1 indicates that staff benefits are self-funded, meaning they are charged to the project. A 2 in this field would indicate that the benefits are centrally funded.
6.
When you have completed reviewing the information for the WBS element, click return to the SAP Easy Access screen as shown below.
(Exit) to
SAP Easy Access
7.
You have completed this transaction.
Result You have reviewed the information for a specific WBS element. Comments
For assistance using the transaction, please contact the IRIS Helpdesk at irishelpdesk@tennessee.edu.
For questions on or problems with the project, you should contact the central office accountant assigned to deal with the project for information and/or help. Also, please contact the accountant if any project information in IRIS is incorrect. The accountant information is located on the Cust Enhancement tab in the Contacts section.

Work Instruction CJ20N - Project Builder (Document) CJ20N: Purpose

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Title: CJ20N - Project Builder (Document) Functional Area : Financial Sub Area : Grants and Contracts

Work Instruction CJ20N - Project Builder (Document) CJ20N

Work Instruction Page 1 / 18

The first screen introduces you to the project builder.

Project Builder: Options

The second screen Project Builder: User-specific options will appear.

Work Instruction Page 2 / 18

Project Builder: User-specific options

Work Instruction Page 3 / 18

Start the transaction using the menu path or transaction code.

SAP Easy Access

. The Project Builder screen will appear as shown

Work Instruction Page 4 / 18

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Open the project or WBS element you wish to review.

In this example, a WBS element number was entered.

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(Open) to open the WBS element or project.

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Project Builder: Display subproject R041519004

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Project Builder: Display subproject R041519004

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Project Builder: Display subproject R041519004

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The default tab is

. The project type is shown in the Proj. type field.

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SAP Easy Access

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You have completed this transaction.

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