change project - uc.edu · web viewauthorization from capital finance or debt management (project...

Work InstructionFunctional Area: Project Systems Change Project

Purpose

Use this procedure to change an existing project.

Trigger

Perform this procedure when an approved Project Change Request Form is received or as changes are required.

Prerequisites

Approved Project Change Request Form Authorization from Capital Finance or Debt Management (Project Change Request Form

should be completed for construction projects at a later date.)

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Project System Project Project Builder to go to theProject Builder screen.

Transaction Code

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 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.

There are two levels of WBS elements under the Project Definition:

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.

Construction projects will post transactions only at the Level 2 WBS Elements. Debt projects will post transactions on both Level 1 and Level 2 WBS Elements.

Helpful Hints

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.


Procedure

1. Start the transaction using the menu path or transaction code.

Project Builder

2. Select Project Open.

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Open Project

3. As required, complete/review the following fields:

Field R/O/C Description

Project Definition Conditional Framework of data that is binding to the entire project

Example:01122

This is the Project Definition of the WBS Element for which you want to change. You need to enter a project definition or a WBS Element (not both).

WBS Element Conditional Work Breakdown Structure Element

Example:01122Z

This is the WBS element for which you want to change. You need to enter a project definition or a WBS element (not both).

4.Click .

If you are adding a WBS Element Level 1 or Level 2, refer to the Create Project (CJ20N) work instruction and begin with Step 3.

5. Perform one of the following:If You Searched By Go ToProjection Definition Step 6

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WBS Element Step 13

Project Builder: Project XXXX

6. Perform one of the following:If You Want To Then Go To

Change basic dataClick the tab.

Step 7

Add or change textClick the tab.

Step 9

Complete the customized fields at the WBS element level Click the tab.

Step 11

Change WBS Element Overview information

Click to the right of the Overview(s): field.

Step 13

Release the project Click to the right of the Overview(s): field.

Step 13

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Save changes and exit this transaction Click . Step 29



Unlabeled field (to the right of the Project Def. field)

Optional Description or name of the Project Definition

Example:Central Utility Plant – Addition

Enter text description (name) for the project.

Person Respons. Optional Individual responsible for the project

Example:10000016

This is the primary person responsible for the project. Personnel can be selected from a drop down list.

Applicant no. Optional 8 character identifier that defines the number of the accountant assigned to the project

Example:10000003

This is the Accountant assigned to the project. Personnel can be selected from a list of employees from a drop-down list.

Business area Optional Business Area is the campus to which the cost center is assigned

Example:C Clermont Campus

8. Return to Step 6.

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Project Builder: Project XXXX (Long txt tab)

9. As required, enter/change long text description, notes, paste emails, Word documents as support documentation for the project.


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Project Builder: Project XXXX (Cust. enhancement tab)



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.

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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.


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Project Builder: Project XXXX (Basic data tab)

13. Perform one of the following:If You Want To Then Go To

Change basic dataClick the tab.

Step 14

Change organization dataClick the tab.

Step 16

Change responsibility informationClick the tab.

Step 18

Change overview dataClick the tab

Step 20

Change the customized fields at the WBS element level

Click on the desired element in the Project Structure: Description area. Step 22

Release the project --- Step 1Save changes and exit this transaction Click . Step 29

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Project Builder: Project XXXX (Basic data tab)

14. As required, change/review the following fields:

Use the scroll bars to view all fields.


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Project Builder: Project XXXX (Organization tab)



Bu… (Business area) Optional Business Area is the campus to which the cost center is assigned

Example:C Clermont Campus


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Project Builder: Project XXXX (Responsibilities tab)



Person… (Person Respons.)

Optional 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.

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Applican… (Applicant no.)

Optional 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 cntr)

Optional 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 the drop-down menu.

Req.cost c… (Req. cost center)

Optional Costs center which requested the WBS element

Example:1999999999

Cost centers can be selected from the drop-down menu.


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Project Builder: Project XXXX (Over. tab)

20. As required, change/review the necessary data.

The only fields available for change are the fields that appear white. All other fields are grayed out and do not allow entry.


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Project Builder: Project XXXX

22. Click to move between tabs or click for a drop down list of available tabs to go to desired tab (Cust. enhancem…).

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Project Builder: Project XXXX (Cust. enhancem…)

23. As required, change/review the following fields:

You must use the scroll bars to see all fields.

24.Click .


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Project Builder: Project XXXX (Basic Data)

26.Click to the left of the WBS element(s) for which you want to release.

The next step will change the system status for the WBS elements to released status. Release the project only when transactions are ready to be posted to the project. Do not delete after the project is released. Typically, transactions are posted only after the Program Statement, budget, and funding sources are approved.

27. Select Edit Status Release.

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Project Builder: Project XXXX (Over. tab) (2)


The system displays the message, Status was set.”

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Project Builder (3)

29.Click until you return to the SAP Easy Access screen.

The system displays the message, “Project XXXX is being changed.”

30. You have completed this transaction.

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Result

You have changed and released an existing project with Level 1 and Level 2 WBS Elements.

Comments

None

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change project - uc.edu · web viewauthorization from capital finance or debt management (project...

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