You are on page 1of 8

Importing Project Data

Chapter 16

Chapter Contents
16.1. Overview 16-3
16.2. Concepts 16-3
What Data is Imported? 16-3
Why Import Accounting History? 16-3
How and When Do I Import Project Data? 16-4
What Happens to My Model When I Import Project Data? 16-4
Time Reporting Data 16-4
Accounting History Data 16-5
Resourcing Assignment Data 16-5
16.3. Using XXX's Import Feature 16-6
Viewing Accounting History 16-6
Using the Accounting History Dialogue Box 16-7
Loading Resourcing Assignments 16-7

XXX User’s Guide
16-2 Chapter 16

Importing Project Data
16.1. Overview
This chapter explains how to use XXX's import feature to update your new project
models with resourcing assignment information, and your existing project models
with historical accounting data.

16.2. Concepts
What Data is Imported?
Project data imported into XXX includes the following:

1 Time Reporting Days coded and charged to your project as captured by the
Time Reporting System (TRS).
2 Accounting History Revenue recognized and project costs incurred to date
as recorded in ABC, including integration services, suppliers, interest charges,
amortization of B&P, indirect allocation.
3 Resourcing Assignments Resource assignments as entered into ABC,
identifying the resource, the duration of the assignment, and the percentage of
time assigned to the project. Future releases of XXX will enable interchange
with external planning tools such as Project Workbench or Microsoft project

Why Import Accounting History?
To understand why your projects must be updated with historical accounting data,
you must first understand the functional differences between XXX and ABC in
support of COMPANY projects. Fundamentally, XXX is a project forecasting and
modeling tool, whereas ABC is a project accounting system which retains historical
financial information about COMPANY projects.

On an on-going basis, ABC is updated with project actuals; that is, with revenue and
cost transactions, and resourcing days charged your Project actuals are used in many
calculations. For example, when forecasting revenue project. XXX to

XXX User's Guide
Chapter 16 16-3

recognition for a fixed price contract, a key input is the percentage completion of the
project. To calculate the percent complete, XXX needs to know the revenues and
costs booked to date as well as the estimated costs to complete the project.

How and When Do I Import Project Data?
If you are connected to your office’s local area network, then each time you open a
project model, XXX checks whether the actuals information previously imported
from ABC is current. If newer information is available, it is automatically imported
into your model. Automatic importing does not include resourcing assignment data
or changes; these are imported manually, if and when needed.

What Happens to My Model When I Import Project
Data?
When you import project data, only percentage completion and revenue recognition
history are updated (i.e. revenue and cost booked in ABC). None of the projections
previously entered (resourcing assignments, supplier items) are overwritten or
altered. The effect of importing each type of data is explained below.

Time Reporting Data
Hours coded to each project are captured by the Time Reporting System module
within ABC. This information is made available on your office local area network
for loading into your project model. Loading time reporting data has the following
effects:

1 Time Coded to Project The time coded by each resource, as captured from
project timesheets, is loaded into your XXX model. This does not overwrite
your resourcing assignment projections. XXX keeps actuals and projections
separately.
2 Time Charged to Project ABC determines how many hours to charge to
your project based on the total hours coded by each employee during a monthly
period. This never exceeds forty hours per week per employee, except where
overtime is paid to specific groups (e.g. shift differential and weekend pay for
computer operators). In instances where employee timesheets report more than
40 billable hours per week, ABC prorates the total charged by the percentage of
time spent on each project. For example, if a total of 220 hours are reported in

XXX User's Guide
16-4 Chapter 16

a 5-week period (i.e. 110% of the 200 total hours), with 176 hours spent on Project A
and 44 hours on Project B, ABC allocates the time as follows:

 Hours Charged  = 176 x 200 
 
 to Project A   220 
= 160 hours
and

 Hours Charged  =  44 x 200 
 to Project B   
 220 
= 40 hours
3 Charges to a Project ABC charges your project for each resource’s
chargeable hours at the same average cost rate and indirect allocation as
forecasted in XXX (assuming that your project has been set up properly).

Importing resourcing costs separately from chargeable hours allows cost adjustments
to be made to your project on an on-going basis to keep your project's actual costs
synchronized with ABC. For example, ABC actuals for the current period would
include the effect of missing timesheets from the previous periods.

Accounting History Data
XXX imports all invoices and cash received as well as all revenue and cost booked
to your project in ABC. Prior fiscal years information, fiscal year-to-date actuals,
and fiscal month-to-date actuals are automatically loaded when you open your XXX
model while connected to your office LAN.

Resourcing Assignment Data
You would not normally import resourcing assignments into XXX unless you are
setting up an initial model for a project, or creating a XXX for an existing, partially-
completed project. In this case, importing resourcing assignments gives you a quick
way to capture the current assignment forecast or status.

The effects of importing resourcing assignments from ABC into your project model
are as follows:

1 New Project If this is a new project, the load adds all existing assignments
from the external data file into your XXX model.

XXX User's Guide
Chapter 16 16-5

2 Existing Project The load adds new resources only, that is, resources that are
not already in your current XXX model.

16.3. Using XXX's Import Feature
This section includes the instructions for using the import features in XXX. The
commands that you use to view accounting history or to import resourcing
assignments are found on the import data cascade menu shown below.

The commands are used as follows:

1 Accounting History Use this command to view the accounting history
imported into your project to date.
2 Resourcing Assignments You use this command to import resourcing
assignments which have been set up in an external data base.

Viewing Accounting History
To view project actuals for revenue and cost, select the Accounting History
command on the Import Project Data cascade menu. When you select this
command, XXX displays the Accounting History dialogue box shown in the
following figure.

XXX User's Guide
16-6 Chapter 16

Using the Accounting History Dialogue Box
You use this box to view project accounting history imported into your project the
prior year, current period or year, or project-to-date.

To view your project's actuals
1 From the option bar at the top of the dialogue box, select the period of interest.
In the list box below the option bar, XXX displays imported actuals for the
period selected.
2 Press ESC (or select OK) when done viewing.

Loading Resourcing Assignments
To load resourcing assignments
 Select the Resourcing Assignments command on the Project Data cascade menu.
XXX imports resourcing assignments it finds in the latest download files that are
tagged with the same project code that is in your project’s tombstone
information, and displays a progress box while doing so.

XXX User's Guide
Chapter 16 16-7

Deleting a Worksheet Row
There are two ways to remove a row from a worksheet. The first method uses the
DEL key, and the second method uses the clipboard Cut Row command.

To remove a worksheet row with the DEL key
1 Select the row you want to delete. Selecting any cell in the row will select the
entire row.
2 Press the DEL key.
XXX prompts for confirmation.

3 Select OK.

To remove a worksheet row using the clipboard
1 Select the row you want to delete.
2 From the upper menu bar, select Edit, then Cut Row.
XXX removes the row, placing it into the clipboard.

Note When you delete a row using the clipboard, you can undo the delete by
pasting the row back into the worksheet. However, when you remove a row with the
DEL key, the operation is permanent and can never be reversed.

XXX User's Guide
16-8 Chapter 16

To edit inter-office employees
1 Select the inter-office employee you want to edit. Use the scroll bars to see
more inter-office employees, if necessary.
2 The following editing is permitted for inter-office employees:
a. change the inter-office employee;
b. record suitable I-O employees for a resourcing requirement;
c. specify a skill set for the I-O resource;
d. change the requirement for the resource;
e. change the lending office;
f. change the contract rate;
g. add or change resourcing assignments;

IF THERE WERE A PARAGRAPH UNDER HERE, IT WOULD BE IN
“Normal triple indent” style.

h. to associate/disassociate the resource with a change request.
For full instructions on editing each field, please refer to section “Editing Inter-
Office Employee Fields,” 81Error! Bookmark not defined..
3 When done editing, press the ESC key (or select the close box) to save your
changes.

XXX User's Guide