user handbook - tnb.hexaware.com

T&M, FPP, RT HANDBOOK

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USER HANDBOOK

FOR

T&B, FPP REVENUE

TRACKER

For any technical related issues, please raise a ticket for any issues in Genie application to track

the issue to closure.

(Function: Internal Systems > Category: RMG & Delivery Processes >Sub Category: Time and Billing> Issue /Query/Operation Support/Requirement)


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TABLE OF CONTENTS

Introduction .......................................................................................................................................................... 4 1.

Master Service Agreement (MSA) ................................................................................................................... 7 2.

2.1 What is the pre-requisite to record MSA in the system? ..................................................................... 7 2.2 Where is MSA details captured?............................................................................................................. 7 2.3 Who can enter MSA? ............................................................................................................................... 7 2.4 What details of the MSA are captured in the system? ......................................................................... 7 2.5 What is the review and approval process for MSA? ............................................................................. 9 2.6 Can the reviewer of the MSA edit the MSA details? ............................................................................ 9 2.7 Can an approved MSA be edited?.......................................................................................................... 9 2.8 How can MSA be extended? ................................................................................................................... 9 2.9 How to create Billing profiles if they are defined as a part of MSA? ................................................. 9 2.10 What details of the MSA –Rate card that are captured in the system? .......................................... 10

Statement of Work (SoW) .................................................................................................................................. 11 3.

3.1 What is the pre-requisite to record SoW in system? ......................................................................... 11 3.2 Where is SoW details captured? .......................................................................................................... 11 3.3 Who can enter SoW? ............................................................................................................................. 11 3.4 What details of the SoW are captured in the system? ...................................................................... 11 3.5 What is the review and approval process for SoW? .......................................................................... 15 3.6 Can the reviewer of the SOW edit the details? .................................................................................. 15 3.7 Where can the rejection remarks of the SoW be viewed? ................................................................ 15 3.8 Can the approved SoW be edited? ...................................................................................................... 15 3.9 How to handle extension/amendments to SoW? ............................................................................... 15

Configuring Billing Calendar ............................................................................................................................... 16 4.

4.1 What is the pre-requisite for configuring the billing Calendar? ........................................................ 16 4.2 Where is billing calendar configured? .................................................................................................. 16 4.3 Who can configure the billing Calendar? ............................................................................................. 16 4.4 How can the billing calendar be set? ................................................................................................... 17 4.5 How can the generated Billing calendar be viewed? ......................................................................... 18 4.6 Can the generated billing calendar be edited? ................................................................................... 19 4.7 Can the recurrence settings be changed again to regenerate the billing calendar? .................... 19 Creation of Billing profiles ............................................................................................................................... 19 5.

5.1 What is the pre-requisite for creation of billing profiles? ................................................................... 19 5.2 What are the types of rate card? .......................................................................................................... 20 5.3 Who can create Billing Profiles/Milestones? ....................................................................................... 20 5.4 How to create billing profiles and what details are captured? .......................................................... 20 5.5 How to select billing profiles which are defined as a part of MSA at SOW Level? ....................... 23 5.6 How will the billing profile be reviewed? .............................................................................................. 24 5.7 How can a Project manager edit SOW profiles that are rejected by finance? ............................... 25 5.8 Can other BU’s use the same Rate card? ........................................................................................... 26

Resource Mapping to SoW ................................................................................................................................. 27 6.

6.1 Who should map the resources to SoW? .................................................................................................. 27 6.2 How is the resource mapping to SoW done? ............................................................................................ 27 6.3 Why should resource mapping to SoW be done? ..................................................................................... 27

T&B Submission .................................................................................................................................................. 27 7.

7.1 What are the checks that should be done prior to billing sheet entry? ........................................... 27 7.2 What is the period for which the billing sheet is submitted in T&B? ................................................ 27 7.3 What details are entered in the Billing sheet? .................................................................................... 27 7.4 How can Finance rejected sheets be resubmitted? ........................................................................... 28


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T&B Approval by Project Director ...................................................................................................................... 28 8.

8.1 At what level are the billing sheets available for review? .................................................................. 28 8.2 What is the time limit with in which a PD should review the billing sheet? ..................................... 28 Review of Billing Sheets by Finance ............................................................................................................. 28 9.

9.1 At what level are the billing sheets available for review? .................................................................. 28 9.2 What actions can be taken by Finance on the billing sheets? ......................................................... 28

10. Auto Closure ....................................................................................................................................................... 29

11. Adjustments & Reconfirmation for Accruals ................................................................................................... 29

11.1 When should adjustments be entered? ............................................................................................... 29 11.2 When can adjustments be submitted? ................................................................................................. 29 11.3 What are the types of Adjustments? .................................................................................................... 29 11.2 At what level should adjustments be entered? ................................................................................... 29 11.4 What is reconfirmation of Accrual? ....................................................................................................... 29

12. Process for FPP SOW ...................................................................................................................................... 30

12.1 How to create FPP SOW ....................................................................................................................... 30 12.2 How to do SOW Mapping ...................................................................................................................... 31 12.3 Timesheet submission............................................................................................................................ 32 12.4 PM and PD confirmation ........................................................................................................................ 33 12.5 How to do Revision ................................................................................................................................. 34 12.6 How to do Amendment ........................................................................................................................... 36 12.7 How to do Invoicing ................................................................................................................................ 38 12.8 What is Rebasing? .................................................................................................................................. 39 12.9 How Rebasing Calculation Works: ....................................................................................................... 40 12.10 Formula used for Billing sheet Calculation: ......................................................................................... 41

13 Introduction to One Time Entry ...................................................................................................................... 43

13.1 When Onetime Revenue Is Entered?....................................................................................................... 43 13.2 When Onetime Revenue Is Entered? .................................................................................................. 43 13.3 Who will Approve Onetime Revenue? ..................................................................................................... 43 13.4 Who will Review Onetime Revenue? ....................................................................................................... 43 13.5 What is the process flow for Onetime Revenue? ................................................................................... 44 13.6 Guideline for System usage ....................................................................................................................... 45 13.7 Frequently asked questions: ...................................................................................................................... 51


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Introduction 1.

Billing is a core business process and systems enable billing customers as per the contractual

agreements with the customers. The various contractual documents applicable and used as

reference for Billing include Master Service agreements (MSA), Statement of Work (SoW) and

Purchase Orders (PO). The applicability of these contractual documents vary from customer to

customer but at least one of them is mandatory for understanding the scope of work and the billing

terms of reference.

To facilitate and streamline the billing process, the systems associated with these processes have

been enhanced to capture these reference information and also the ongoing billing inputs from the

projects for raising invoices to the customer. The billing process has been enhanced to handle

invoicing the customer against a specific SoW. This handbook covers the features of the system that

could be used for accomplishing the various steps of the billing process.

Master Configuration- MSA/SOW/Milestone for T&M Projects


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Transaction Flow- Resource mapping, T&B Submission, Finance Approval,

Adjustment, Revision, Amendment for T&M projects


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Master Configuration- MSA/SOW/Milestone for FPP Projects

Master Configuration- MSA/SOW/Milestones

Fina

nce

Deliv

ery(

PM/

PD)

Unit

Head

Create MSA Create SOW

MSA Review ?

SOW Review ?

Reviewed

Amendments to SoW

Rejected

Rejected Review of Amendments

Rejected

Reviewed

Reviewed SoW effort

& Milestones

Re-Estimation of Effort &

Milestones

Review Revisions

Approved

Rejected

Transaction Flow- Resource mapping, T&B Submission, Finance Approval,

Adjustment, Revision, Amendment for FPP projects

SOW-Resource Mapping, T&B Submission, Finance Approval, Adjustments

PD(D

eliv

ery)

PM /

DM

O (D

eliv

ery)

Fina

nce

RMG

E

Post Auto closureMonthly SubmissionAllocations

Billing Sheet submissionConfirmation on Effort &

Milestone

1) Adjustment to Past 6 months effort

Nett effect will be managed in the

current month billing

Reject

Auto closure

Resource Mapping to

SOW

No Action taken by PD ,more

than a Day after submission

Confirmation on Effort & Milestone?

Yes

PD Approval Done?

Mark Milestones for Invoicing

Review

Review

Generating Invoices and Upload in PS-

Financials

Reviewed

Reviewed

Reject

Reject

Yes

Finance Action

ACCRUEReversal of

Aged Accruals

STOP Accruals

REJECT

Download data for upload into

PS FIN

Available only for Viewing to

Finance


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Master Service Agreement (MSA) 2.

Master Service Agreement outlines the overall terms and conditions of contract and will be applicable

throughout the period of contract with the customer.

2.1 What is the pre-requisite to record MSA in the system?

Customer should be created in PS Financials

2.2 Where is MSA details captured?

MSA details are captured as a part of the Time and Billing system. The module has a tab namely,

‘MSA Master’ in which the MSA details are recorded

2.3 Who can enter MSA?

MSA is entered by the delivery team, mainly the PM or PD will have access to the MSA Master tab

2.4 What details of the MSA are captured in the system?

Input Field Guidance

Customer* Selection of customer for whom the MSA is recorded (Enter first

two characters of the customer name and drop down list will appear

MSA Status* Will default to Active at the time of creation and is not editable. 3

months after the expiry date of the MSA will automatically be

changed to a ‘Inactive’

Open Ended MSA If the MSA does not have an End date for validity, then this field

has to be checked

MSA Effective Date* Date from which the MSA is effective

MSA Valid Up to* End date until which the MSA is valid

MSA Reference* A short reference for the MSA

Finance Location for MSA

Review*

Location in which the MSA details will be reviewed

Discount – Applicability From

date

Start date from when Discount will be applicable

Discount – Applicability To date End date until which Discount terms will be effective

Discount – Turnover Inclusions Execution models for which Discounts are applicable, namely,

Offshore, Onsite, Nearshore

Discount – Billing Type

applicable

Billing types for which Discounts are applicable, namely, Fixed

Bid or T&M


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Discount type The following types of discount is been handled –

1)Volume, : based on the volume of business (sales/revenue)

2)Resource: discount applied on Resources

3)Lump sum Discount: based on a Single amount

Volume Slab Type / Resource

Slab Type

Volume Slab Type Field is enabled if the discount type is

selected as volume

Resource Slab Type Field is enabled if the discount type is

selected as Resource

If Slab type is direct, it will always show value as 1 If Slab type is incremental, it will show value as previous

Turnover From value plus one. Above If the discount is above a certain limit, select check box 'Above’

and if this is selected only, From value is accepted.

Turnover From If Direct slab type is selected, it will always show value as 1.

If Slab type is incremental, it will show value as previous

Turnover From value plus one.

Turnover To If Direct slab type is selected , this field needs to be entered

with turnover to number

If Incremental slab type is selected , this field needs to be

entered with turnover to number

Discount % Percentage of discount applicable

Save slab Used while creating the first discount slab

Add/delete Additional slabs can be added by clicking on the add icon ,also

slabs can be deleted

Forex - Terms & Conditions As defined in the MSA document

Expenses – Terms & Conditions As defined in the MSA document

COLA clause Cost-of-living Adjustment (COLA), As defined in the MSA

document

Other Key - Terms & Conditions As defined in the MSA document

Penalty – Terms & Conditions As defined in the MSA document

Penalty Min As defined in the MSA document

Penalty Max As defined in the MSA document

MSA Document Provision to upload MSA document (Max:5 MB)Only PDF, Doc

files can be uploaded

*Mandatory


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2.5 What is the review and approval process for MSA?

The location Finance person who has the ‘Checker’ role for the particular location (chosen as an input

while recording MSA) can review and approve the MSA

2.6 Can the reviewer of the MSA edit the MSA details?

Yes. Reviewer of the MSA is allowed to edit the MSA details prior to Approval of the MSA

2.7 Can an approved MSA be edited?

An approved MSA can be edited only for extension of ‘End date’ and also if the MSA was an

open ended MSA at the time of creation, and later Valid to date can be entered against the

MSA

2.8 How can MSA be extended?

End date of the MSA can be modified

2.9 How to create Billing profiles if they are defined as a part of MSA?

Rate card can be added if defined as a part of the MSA, MSA rate card can be created by both

Delivery and Finance User.

In Time and Billing system, the delivery team will have access to MSA Master Tab where

the rate card can be added,

In Revenue Tracker system, the Finance user will have access to MSA Master Tab where

the rate card can be added,


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2.10 What details of the MSA –Rate card that are captured in the system?


MSA Defaulted with the MSA Reference no

Execution Model* Execution model for which the rate card needs to be created ,

Finance BU* BU responsible for billing for the selected execution model

UOM* Unit of Measure ( Hour / Day / Month)

Effective From* Date from which rate card is valid

Effective To* Date until which rate card is valid

Rate Card Currency* Currency used in rate card

Profile * Profile name as defined in the MSA (Eg: Developer / Tester /

Consultant )

Profile name should be as defined in the MSA / SOW.

Please do not prefix / suffix execution model or rate or any other

details in the profile name These are captured separately and

available together for easy identification at the time of

submission of billing sheets.

Rate* Rate to be applied against the profile

*Mandatory


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Statement of Work (SoW) 3.

Statement of Work is another contractual document based on which project execution/billing is

done. The key information of SOW is captured in the system for use in billing.

3.1 What is the pre-requisite to record SoW in system?

Customer should be created in PS Financials

PeopleSoft Finance ID should be created for the project

If any MSA is applicable, the MSA details should be recorded in the system

3.2 Where is SoW details captured?

SoW details are captured as a part of the Time & Billing system. The module has a tab namely,

‘SoW ’ in which the SOW details are recorded

3.3 Who can enter SoW?

Employees who are having roles as Project Directors or Project Managers in Plan Arena can enter

SoW

3.4 What details of the SoW are captured in the system?


Customer* Selection of customer for whom the SOW is recorded (Enter

first two characters of the customer name and drop down list

will appear)

Project Type* A dropdown field which defines the Type of the Project to be Selected by the user. Example: The values shown are like – Development, Maintenance, Engineering etc…

Primary Billing Ref Primary Billing Reference is the key reference to be used for

Invoicing. It can be SOW / P.O.

If SOW is selected as Primary billing ref, then SOW Reference

and SOW Desc fields needs to be entered

If PO is selected as Primary billing ref, then PO Ref and PO

Desc fields needs to be entered.

Feature is available to provide both SOW and PO reference as

well (Requirement of many Clients when both SOW and PO

issued for same scope). One of it can be made the primary

reference and the other supporting reference

SOW Reference* A short reference for the SOW


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SOW Desc* Description of SOW


PO Ref* A short reference for the PO

PO Desc* Description of PO

Start Date* Date from which the SOW/PO is effective

End Date* End date until which the SOW/PO is valid

Planned Effort in Hours* Planned effort to be specified in hours as per the SOW

Finance ID* All active Finance ID under the customer are listed out in the

dropdown.

Billing Currency* Based on the selected finance ID , the Billing currency is

defaulted and is made non editable

Rate Card Currency* Rate card currency is defaulted based on the selected finance

ID. Option to choose a different currency than the billing

currency from the drop down list is available

SOW Value* “Yes” / “No” dropdown options to mention what is the overall

Approx. Value for the Project. “No” is selected when the SOW

does not contain any value depending on the surety of the

Project

Project Value* If the SOW Value is selected as “No”, then Project Value can

be manually entered by the user as per the requirement.

Execution Model* A dropdown option to select the Location of the project to be


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executed. Shows the values – Onsite, Offshore, and

Onsite/Offshore.

Primary Project Loc* On selection of the execution model ,the Primary project

location gets populated with data relevant to the execution

model

SOW Status* Sow status based on the below criteria

1)SOW signed by customer and Hexaware

2)SOW signed by Hexaware and not customer

3)SOW signed by customer and not hexaware

Discounts applicable Click on the check box if any discount is to be provided for the

SOW / PO

Billing Rates as per MSA Click on the check box if the billing rates are as per MSA

Expenses applicable Click on the check box if any expenses claim can be invoiced.

Please not this function to be used only when we have

expense billing on tariff based. If expenses can be billed on re-

imbursement basis it will be handled through the Accounting

system.

MSA Reference All Active MSA for the customer will be listed out in the

Dropdown , MSA Reference applicable to be selected

Billable Hours per day

(Onsite/Offshore/Nearshore)

If billable hours has been entered against the Finance ID

earlier, upon selection; the Billable hours per day is defaulted

with the earlier saved value. Billable hours per day needs to

be entered if there is no value entered against the Finance ID.

Cap on Billable Days per month


Restriction if any on the number of billable days in a month.

This is more applicable for hourly or daily rate. Days for

Monthly rate card are captured along with rate card.

Cap on Billable resources per day


Restriction if any on the total number of billable resources

Cap on Monthly Invoice Value


Restriction if any on the Monthly invoice value

Available Hours


Total number of available hrs against each execution model

Committed Buffer %


% of buffer committed mentioned in this field

SOW Document Provision to upload SOW document (Max:5 MB)Only PDF,

Doc files can be uploaded

T&B, RT HANDBOOK

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Customer Cost Center Split Type # Customer cost split option is used to facilitate Customer

requests of splitting invoice under single SOW / PO. To

facilitate this 3 options are provided: No split, Percentage

split and Resource based split.

No split: If no split of invoice for the SOW / PO is required,

then this option has to be selected

Percentage Split: the invoice value can be split % wise

across multiple cost centers under this option

Resource Based Split: If the invoice needs to be split based

on resources , the cost center are created under this option

and later the resources are mapped against the cost center

at the time of weekly billing sheets submission

New Option to be selected for creation of cost center, Short

Reference for the cost center is added.

Existing If the Option is selected , all cost center that exists for the

customer is displayed in the dropdown list

Status Status of the cost center -Active/Inactive

Effective Date Date from which the customer cost center is effective

Effective Until Date End date until which the customer cost center is valid

Add/Delete If cost center is no longer required delete action to be selected

Add option for adding cost center

Add Profile (FPP SOW) System allows to create different profiles based on Execution model(onsite/offshore/nearshore)for the SOW

Add Milestone(FPP SOW) System allows to create milestone for the SOW

#upon successful submit

*Mandatory

T&B, RT HANDBOOK

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3.5 What is the review and approval process for SoW?

The location Finance person who has the ‘Checker’ role for the particular location (chosen as a field

while recording SoW) can review and approve the SoW.

In RT, Finance can access the SoW details through the ‘SoW ’ page. During review of the SoW, the

location Finance reviews the details of the SoW and also updates the following information


Invoicing Level* If the Primary billing Ref is selected as SOW, the level of invoice can be determined at Fin ID or SOW.

If the Primary billing Ref is selected as PO, the level of invoice

can be determined at Fin ID or PO.

Invoicing level of Fin ID will be adopted only when SOWs are added together and invoiced.

Billing Type* Defaults the value (mentioned in PS Finance) while tagging the

Fin Id, whether it’s a Time & Material project or a Fixed Bid one.

Billing Pattern* A dropdown option which shows up the various Billing patterns

like no cap, with cap and fixed monthly ., it mentions the pattern

at which the invoicing needs to be done to the customer.

Invoicing Template* A dropdown option showing all the available Invoicing templates

in PS Finance. Eg : Employee Wise, Location Wise etc.

*Mandatory

3.6 Can the reviewer of the SOW edit the details?

No. Reviewer of the SoW cannot edit the details and hence for any corrections should reject the

SoW and suggest the person who has created the SoW to change the details.

3.7 Where can the rejection remarks of the SoW be viewed?

It can be viewed through the ‘History’ option in the SoW Page. Any changes done to the SoW details

(as a part of review feedback or corrections prior to approval) are also recorded as ‘History’

3.8 Can the approved SoW be edited?

An approved SoW cannot be edited

3.9 How to handle extension/amendments to SoW?

Amendments to SoW are entered as a new SoW

T&B, RT HANDBOOK

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Configuring Billing Calendar 4.

Invoices are sent to the customer as per the pre-agreed Billing Calendar. Thus, Finance can

configure the Billing cycle/calendar.

4.1 What is the pre-requisite for configuring the billing Calendar?

SoW should be recorded and approved in the system because billing calendar is configured against

the SoW

4.2 Where is billing calendar configured? In RT, in ‘SoW ’ page, select the Periodicity option.

On selection the Billing cycle settings page is displayed

4.3 Who can configure the billing Calendar?

Location Finance (who reviewed the SoW) can configure the Billing calendar against the SoW

T&B, RT HANDBOOK

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4.4 How can the billing calendar be set?

The calendar setting option has a provision to select the recurrence type and the generic day/date by

which the invoice should be raised to the customer. Using this recurrence details, for the SoW

period, the Billing calendar is generated by the system

Recurrence

Type

Guideline

Cut Off days Recurs Every: Periodicity is based on a specified recurring days

Billing start date: start date of billing needs to be selected

This option will be used whenever invoice is raised on standard no of days say

every 30 days

Weekly Recurs Every: Periodicity is based on a specified recurring weeks

Day of the week: The start day of the week needs to be mentioned say Monday

/ Tuesday etc.

Billing start date: the start date of billing needs to be entered

Fortnightly Billing start date: Billing start date is specified ,Billing shall be split and shown

on 15 Day basis in RT

Monthly Recurs Every: Billing periodicity is considered as Monthly

Beginning with date – Start date from which a month will be considered

Beginning with week – the week position in the month – First, Second, Last

etc. and the day from which the periodicity would commence is captured. Billing

period is calculated as that day in the current month to the similar day in the

subsequent month

Ending with Week – the week position in the month – First, Second, Last etc.

and the day from which the periodicity would commence is captured. Billing

period is calculated as that day in the current month to the similar day in the

previous month

Billing Start Date: Start date of billing

T&B, RT HANDBOOK

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4.5 How can the generated Billing calendar be viewed?

Use the following icon option in the Billing calendar page

The billing calendar is generated

T&B, RT HANDBOOK

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4.6 Can the generated billing calendar be edited?

Yes. Editing option is available for changing the billing calendar manually. Once T&B is submitted

and approved for a Billing cycle, billing calendar cannot be edited. This facility can be used when the

customer has their own billing calendar which does not fall in any of the standard patterns defined.

For e.g. some clients have their own book closure periods and align billing accordingly. This may

result in having 27 days in one billing cycle and 32 days in another billing cycle. This can be

accommodated using the edit options of the billing calendar.

4.7 Can the recurrence settings be changed again to regenerate the billing calendar? The recurrence settings can be changed to regenerate the billing calendar. But in this case, the

billing calendar of the past will be changed and also any manual editing that has been done on the

calendar will be lost. Once T&B is submitted and approved for a Billing cycle, recurrence settings

cannot be edited.

Creation of Billing profiles 5.

Billing profiles defines roles and the rates and are used as the basis to raise invoices to the customer.

The billing profiles can be created against MSA and SOW level, also if applicable; and also the Same

MSA profiles can be copied at the SoW level. In case of Fixed Bid projects, billing milestones are

created instead of profiles

5.1 What is the pre-requisite for creation of billing profiles?

SoW should be recorded and approved in the system because billing profiles/milestones are

created against the SoW

If MSA is applicable and if billing rates are agreed in MSA (applicable for T&M projects) , then

MSA also should be created and approved in the system

T&B, RT HANDBOOK

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5.2 What are the types of rate card?

Rate cards created at MSA level , created by the Delivery team(PM/PD)

Rate cards that are created at SOW level, also MSA based Rate card can be copied at SOW

level

5.3 Who can create Billing Profiles/Milestones?

Project Manager can create Billing Profiles and Milestones

5.4 How to create billing profiles and what details are captured?

For MSA based rate card , Delivery team needs to click on the MSA master tab

On clicking on the Add Rate card/milestone button, the following screen is displayed

T&B, RT HANDBOOK

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MSA Defaulted with the MSA Reference no



UOM* Unit of Measurement ( Hour / Day / Month)




Profile * Profile name (Eg: Developer / Tester / Consultant etc.)







*Mandatory

For SOW based rate card , Delivery team needs to click on the SOW master tab

On clicking on the Add Rate card/milestone button, the following screen is displayed

T&B, RT HANDBOOK

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Finance ID Finance ID linked to the customer is displayed against the SOW

SOW Dropdown list of all SOW under the Finance ID is displayed



UOM* Unit of Measurement




Profile * Profile name (Eg: Developer)







*Mandatory

T&B, RT HANDBOOK

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5.5 How to select billing profiles which are defined as a part of MSA at SOW Level?

MSA rate cards can be copied by the delivery team at SOW level, by selecting the View Rate

card/Milestone option in SOW master tab

On clicking View the below page is displayed

Once page is displayed under MSA profiles, choose the required MSA rate card by clicking on Add,

and the MSA rate card is copied at SOW level

T&B, RT HANDBOOK

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5.6 How will the billing profile be reviewed?

Location finance, having access for the BU to which the billing profile have been created, can review

and approve the profiles.

After the profile is defined and created at SOW level, finance needs to click on the View rate

card/milestone option under the SOW Master tab

Finance needs to select the rate card and click on the Review button, after review the SOW

profile status is updated as reviewed

Also Finance can add the MSA rate cards at SOW level during the time of review

If the profile is rejected finance needs to enter the remarks for rejection in the remarks section

T&B, RT HANDBOOK

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Also option to edit profile details a va i l a b l e for finance and after editing the selected profile

can be reviewed or rejected by finance

5.7 How can a Project manager edit SOW profiles that are rejected by finance? Project manager needs to click on the View Rate Card/Milestone option under the SOW master tab,

Click on Edit and update the required data, after updating click on submit and the profile is sent again

to finance for review

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5.8 Can other BU’s use the same Rate card? Finance user will have access to copy the rate card of other BU’s by selecting the BUMAP option

under the SOW Master tab in RT

And on selection, the execution model and the Finance BU needs to be specified and then click on

the ADD button

After adding the BU, all rate cards that are under the SOW are automatically added by the system

T&B, RT HANDBOOK

_____________________________________________________________________________________________

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Resource Mapping to SoW 6.

Resources are assigned to projects and the resources work in one or many SoW that are executed as a

part of the project. Invoices to customers are raised against the SoW and hence the resources are

mapped to the SoW in which they are working during the allocated period.

6.1 Who should map the resources to SoW? The Project Manager should map the resources to SoW

6.2 How is the resource mapping to SoW done? In RM allocation module, there is a page namely ‘SoW Mapping’. In this page, the details of the SoW

and the resources are selected and the mapping is saved

6.3 Why should resource mapping to SoW be done? The resource mapping should be done to enable the submission of T&B. If SoW mapping is not done,

the profile/milestone will not appear in T&B for Billing submission.

T&B Submission 7.

T&B Submission is a weekly process carried out by the project manager.

7.1 What are the checks that should be done prior to billing sheet entry?

Resources should be mapped to SoW.

Rate cards/Milestones should be approved by Finance and Billing cycle should have been

configured by Finance

Working days for the month should be configured through the ‘Billing Settings’ option in Billing

sheet page

7.2 What is the period for which the billing sheet is submitted in T&B?

The billing sheets should be submitted for every week in the calendar month

7.3 What details are entered in the Billing sheet?

Competency, billing profile selection, cost center selection (if resource has to be billied to a specific

customer cost center) and unbilled reason if the resource is not billed have to be selected


Competency Select the competency of the resource

Billing Profile or Milestone Rate card for T&M projects and Milestone for FPP projects

Cost Center If invoice has to be raised to specific customer cost center then one of

the cost centers that is defined in the SoW should be selected. No

selection required if customer specific cost center is not defined

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Unbilled reason If resource is not billed for the mandated hours then the Unbilled

reason has to be selected

7.4 How can Finance rejected sheets be resubmitted?

When finance rejects the timesheet, the sheets will be moved to ‘Draft’ stage. Prior to auto closure, the

sheets can be corrected and resubmitted. If it is not resubmitted before auto closure, the corrections

have to be handled only through Adjustments in subsequent month.

T&B Approval by Project Director 8.

The Project director has to review and approve the Billing sheets submitted by the Project Manager

8.1 At what level are the billing sheets available for review?

Billing sheets are grouped based on Finance ID, BU, PA project ID, Billing cycle

8.2 What is the time limit with in which a PD should review the billing sheet?

The project director has to review and approve the sheet within the next day of the billing cycle closure.

If PD has still not taken any action beyond 1 day, the sheets will be available for Finance action.

Review of Billing Sheets by Finance 9.

Finance team can review the billing sheets approved by PD. Even if PD has not approved, they can

view the sheets if it is one day past the billing cycle end date

9.1 At what level are the billing sheets available for review?

Billing sheets are grouped based on Finance ID, BU, PA project ID, Billing cycle

9.2 What actions can be taken by Finance on the billing sheets?

For T&M projects, Finance can Reject, Accrue or Approve the billing sheet.

For FPP projects, Finance can Reject, Accrue, Stop Accrue and Accrual Cap to Invoicing

Rejected sheets are moved to draft stage and prior to auto closure, PM can resubmit the sheets. If not

resubmitted till auto closure, corrections have to be submitted by PM only through Adjustments in the

subsequent month

Accrued sheets have to be reconfirmed by PM in the month when invoices are to raised Even if there is

no change to accrual, PM have to submit “0” adjustments. Based on this confirmation, invoice can be

raised to the customer.

Reviewed sheets will be used by Finance for raising invoice to the customer

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10. Auto Closure Auto closure is the month closure process. If any sheets are not submitted by PM or not approved by

PD, the sheets will be considered as Auto submitted/Approved to the extent the data is entered for the

month. Beyond Auto closure, corrections to the billing sheet can be handled only through Adjustments

11. Adjustments & Reconfirmation for Accruals

Adjustments are corrections to the billing sheets of the past period

11.1 When should adjustments be entered?

Adjustments should be used when the billing data of the past period needs correction.

11.2 When can adjustments be submitted?

Adjustments can be submitted any time after auto closure for the past six months

11.3 What are the types of Adjustments?

Adjustments can be used to correct the ‘Billed Hours’ and the ‘Billing profile’

11.2 At what level should adjustments be entered?

Adjustments should be entered against the billing group used by Finance to raise the invoice to the

customer. Hence this is captured at Finance ID, BU, PA project ID, Billing cycle level

11.4 What is reconfirmation of Accrual?

When Finance accrues the sheet in a month and does not raise the invoice to the customer, prior to

raising the invoice to the customer, a reconfirmation is expected from Delivery. Hence the accrued

billing sheet has to be resubmitted. During the resubmission even if there are any corrections needed, it

can be done as Adjustments and then resubmitted. Hence there is an option to resubmit with or without

(zero adjustments) adjustments

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12. Process for FPP SOW

12.1 How to create FPP SOW

SOW creation Process:

Step: 1 - Navigate to SOW Master tab and select the Add FPP SOW.

Step: 2 - Enter all the mandatory fields and save the data. Make sure billable hours are entered

for all execution models.

Step: 3 – After saving the SOW data, Add efforts and milestone.

Note: Hours and Value entered at effort level should match with milestones.

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Step: 4 – SOW has to be reviewed by Finance.

12.2 How to do SOW Mapping

After the SOW is reviewed by the Finance, do SOW mapping in Allocations (Resource

Manager).

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12.3 Timesheet submission

Step: 1 - Open Time & Billing and select the Billing Sheet Home

Step: 2 – Open the weekly timesheet, and enter the below details.

Enter hours for each day

Select the Profile against the resource

Select the milestone from the dropdown

Select the unbilled reason if the billed hour is less than available hour

Save and Submit the billing sheet

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Step: 3 – Submit Timesheet for complete month.

Note: Refresh the timesheet to carry forward the saved and submitted data from previous week

timesheet.

12.4 PM and PD confirmation

Step: 1 – Once weekly billing sheet is submitted for complete month. Navigate to Billing sheet Approval

page

Step: 2 – Select the month and press Go

Step: 3 – Select the Details link, which will open the Billing sheet approval page.

Step: 5 – Validate the Summary details which show the details of billing sheet.

Note: On selecting the Actual Efforts value, system will display resourcewise breakup.

Step: 6 – Select all the confirmation and press Submit

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12.5 How to do Revision

While submitting timesheet, when the efforts at the profile and milestone level are insufficient,

system will pop-up a message showing the billed efforts exceeds the estimated effort.

PM has an option to increase or decrease the estimated efforts by doing Revision process.

The revision process goes for PD and Unit Head approval. Steps to increase or decrease the

revised efforts:

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Step: 1 – Navigate to SOW master page and Edit the Revised Estimate.

Step: 2 – Select the SOW in the dropdown and press GO.

Step: 3 – Press Edit and enter the additional efforts required at Profile level and milestone level

and submit.

Step: 4 – PD has to navigate to the SOW master page and approve the revised efforts.

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Step: 4 – After PD approval, Unit Head has to approve the revised efforts. Once approved, the

additional effort gets added to Estimate efforts.

12.6 How to do Amendment

When the project is extended or reduced, PM can do Amendment and increase or decrease the

Planned Efforts. Amendment will go for finance approval and once approved, planned efforts

will get updated.

Amendment cannot be done for the Milestones which are in invoiced and initiated for invoicing.

Steps to do amendment

Step: 1 – Navigate to SOW Master and Edit the SOW which needs to be amended.

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Step: 2 – Select the Amendment Link in the SOW details page.

Step: 3 – To add the efforts and value, just enter the value in the text box and submit.

To reduce the efforts and value enter “– “before the efforts and value and submit.

The data entered in the effort level should match with data in the milestone; else system

will not allow submitting the amendment.

Step: 4 – Once the amendment is approved by Finance, the added or reduced planned efforts

will get updated in SOW master page.

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12.7 How to do Invoicing

PM can invoice the milestones during tenure of the SOW. Expenses can also be added along

with Invoice value and submitted along with Invoice submission.

Step: 1 – Navigate to SOW master tab and select the Invoice against the SOW.

Step: 2 – Select the milestone which needs to be invoiced, attach the Customer Signoff

confirmation document and send it for finance approval.

Note: If milestone is sent for invoicing without Signoff Confirmation, PD has to approval is

mandatory.

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Step: 3 – PM can also add expense during the invoicing. The Expense amount will get added to

Invoice total and go for approval

12.8 What is Rebasing?

Rebasing is a process where the unused efforts in the milestone get adjusted with the

estimated efforts.

Rebasing is done while PM reviews the sheet for confirmation

If the effort estimates of the milestones that are marked for invoicing is greater than the

Actual effort (including the current month entry), Set Estimate effort = Actual effort till last

month + Current month Actual

While PM confirms the sheet for the month Finance invoiced milestones which are still

not rebased are considered for rebasing

For each of such milestones, the following process is carried out for each of the

execution model in the milestone:

Step: 1 – When a milestone is invoiced by Finance for the current month, in the PM Confirmation page system will prompt to confirm, whether efforts can rebased.

Before Rebasing

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Step: 2 – On confirming, the system will automatically rebase the revised estimate efforts

according to the milestone efforts and recalculate the entire calculation.

After Rebasing

12.9 How Rebasing Calculation Works:

For the above rebasing calculation,

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Consider the Milestone level efforts which are, Offshore Milestone effort is 350 and

Onsite Milestone effort is 250.

Now calculate the Milestone Balance effort which is Milestone efforts minus Actual Effort

(i.e) 350 – 312.75=37.25, similarly for Onsite 250-144 = 106

Now calculate the Rebased estimate, which will be Revised Estimate minus Milestone

Balance Effort, (i.e) 450-37.25 = 412.75, similarly for onsite 300-106=194

Execution Model

Revised Estimate

Actual Effort

Balance Effort

Milestone Efforts

Milestone Balance Efforts

= Actual Efforts-

Milestone Efforts

Rebased Estimates=Milestone

Balance Effort-Revised Estimate

Offshore 450 312.75 137.25 350 37.25 412.75

Onsite 300 144 156 250 106 194

12.10 Formula used for Billing sheet Calculation:

javascript:__doPostBack('gvCurrentMonth$ctl02$lnkbtnActualEffort','')

javascript:__doPostBack('gvCurrentMonth$ctl03$lnkbtnActualEffort','')

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13 Introduction to One Time Entry

One time revenue entry feature enables the user to enter revenue received against a closed or

expired SOW. Hence One time revenue entry herein after referred to as OTE is not possible for

Active SOWs.

13.1 When Onetime Revenue Is Entered?

OTE is entered in the system after receiving a revenue confirmation from the client for a closed

project and for which Time sheet cannot be submitted.

13.2 When Onetime Revenue Is Entered?

As OTE can only be done for Closed SOWs, only a delivery member with Global shared services

(hence forth referred as GSS in the document) access can initiate it. RMG can provide GSS

access to any delivery member on request.

13.3 Who will Approve Onetime Revenue?

OTE initiated by delivery member flows to Unit head’s “Approve Billing sheet” page for approval. OTE can also be initiated by Unit head which flows directly to Revenue tracker for Finance’s review.

13.4 Who will Review Onetime Revenue?

Finance executive who has access for the respective Finance Business Unit selected by delivery

while initiating the OTE will be able to review.

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13.5 What is the process flow for Onetime Revenue?

Reviewed

Delivery - GSS

submits the OTE

Delivery - UH

submits the OTE

OTE flows to RT for

Finance’s review based on

the BU selected by delivery

UH approval

decision

Delivery – UH to

take action

Finance

Review

Revenue accrued upon

review action taken by all

the BU’s

OTE option will be enabled

for delivery to resubmit

upon Rejection.

Yes

Rejected

Rejected

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13.6 Guideline for System usage

a. One time entry for closed SOWs will be initiated by the GSS member or the Unit head of the project. Hence for active SOWs the Onetime revenue icon will be disabled. Navigation: Time and Billing->SOW Master tab

Screenshot1: Showing OTE icon tool tip for Active SOWs b. One time entry in SOW master page of the Initiator’s login under SOW Master tab

Screenshot2: Showing OTE icon for closed SOWs

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c. When the Onetime revenue entry icon is clicked, the page in the below screen shot is opened. The hyper link option as “ADD ONETIME REVENUE ENTRY” in the page is clicked to enter Onetime entry. Navigation: Time and Billing->SOW Master tab->Onetime Entry

Screenshot3: Showing hyper link for Onetime entry

d. Pages were one time revenue will be entered and its required fields.

Screenshot 4: Showing One time entry fields in this sheet

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Please note:

1. All fields are mandatory.

2. Data in fields like Customer, Finance ID, SOW, Project type, billing currency are

populated automatically according to the SOW selected for OTE.

3. OTE can be done either for the current month or the month for which auto closure is

done.

4. Billed hour is auto calculated when amount and rate fields are entered.

5. Initiator can do OTE for various Business units as per the execution model. However,

same business unit for the same execution model cannot be repeated.

6. Description lets the initiator to type any relevant information about the one time

revenue entry.

7. Add button enables the user to add more than one entry pertaining to the business

units for various execution models.

8. History button lets the user to view any past data about the Onetime entry.

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e. Multiple BU’s can be added for same or various execution models available in the dropdown by clicking on the add button.

Screenshot 5: Showing the various execution models for the project in dropdown

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Screenshot 5: Showing the various Business units for the project in dropdown, Add button,

Delete option in the already added line item, submit button.

f. The entry submitted by GSS flows to Unit head’s “Billing sheet approval” page under Onetime entry summary for approval. Please note: OTE initiated by Unit head directly flows to RT. Navigation: Time and Billing->Billing sheet approval tab->OTE summary

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Screenshot 7: Showing the Unit heads page->Billing sheet tab, were GSS submitted one time

entry flows. Details link which take the Unit head to the approval page.

Screenshot 8: Showing the action buttons in Unit heads approval page.

g. Upon Unit head’s approval, the Onetime entry flows to respective Finance member’s Revenue Tracker based on their access to Business unit. It will be displayed under Onetime Revenue summary in billing sheet tab. Navigation: Revenue Tracker->Billing sheet tab->One time Revenue entry summary

Screenshot 9: Showing Revenue tracker page of the respective Finance member. Click in

details will take the Finance member to the approval page

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Screenshot 10: Showing the action buttons in the respective finance member’s approval

page.

Please note: In case of multiple Finance BU, OTE rejected by any of the Finance BU will be rejected at all other BU irrespective of the status (UH Approved/Finance reviewed) and the entry will be completely deleted from the system. This enables the initiator to resubmit the OTE if required.

13.7 Frequently asked questions:

1. Can the initiator skip any field while adding the onetime revenue entry?

Ans: No, all fields are mandatory.

2. What are the months can a Onetime revenue entry be done for?

Ans: Only auto closure done month and the current month will be enabled for the user

to bring in onetime revenue.

3. Can delivery do Onetime entry for various Business units?

Ans: Yes, delivery can keep on adding Onetime entry for more than one execution

model and business unit combination by clicking on the add button. However, same

business unit and same execution model cannot be added more than once.

4. What happens when initiator adds a onetime entry by mistake?

Ans: He can delete the entry by clicking on the delete option available against the entry.

5. Can the initiator delete or edit a submitted Onetime entry?

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Ans: No. Changes cannot be done to a submitted entry. He can only request the Unit

head or the Finance to reject the entry.

6. What happens when the Onetime entry gets rejected at any stage (UH approval and

Finance approval stage)?

Ans: The entire Onetime entry data will be deleted from T&B and RT. The Onetime entry

button again is enabled for the GSS/Unit head to resubmit the correct entry.

7. What happens when an entry involving multiple Business units gets rejected by Finance?

Ans: When a Finance member from any BU rejects, all entries for all business units will

also be deleted from the system, both Time and Billing and Revenue Tracker irrespective

of its status (Submitted or approved). The GSS will have to resubmit the Onetime

revenue if required.

8. How can we see the historical data?

Ans: History button enables the user to view all the past information about the entry.

This history button is enabled in both RT and T&B.

9. How would a unit head or a Finance member be aware of a revenue entry?

Ans: They will be receiving mail as and when there is an action concerning them taken.

10. Who would be concerned team in case of queries or issues to be addressed?

Ans: Raise a Genie ticket under New service request-> Revenue assurance-> Time and

Billing or Call 51555 for your queries

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