Project Management Process

Transcription

1 Guide Project Management Process Internal Use Only

2 Guide Project Management Process Table of Contents Module 1: Project Management Process Overview... 1 End-to-End High Level Process... 1 Enterprise Roles & Responsibilities... 2 Key Concepts... 3 Module 2: Project Creation and Maintenance... 6 Module Introduction... 6 Data Required to Create Non-capitalized Project Structures... 6 Pre-Requisite Steps: Setting Up a Project... 7 Create a Project in Umoja PJ...15 Create a Project Definition, T-Code CJ20N...15 Create a WBSE, T-Code CJ20N...21 Schedule WBSE s...29 Define UN Assignments...30 Create a Project Cost Plan, T-code CJ Release the Project for Budgeting, T-code CJ20N...41 Budget Project...47 Procure Goods & Services...47 Module 3: Project Implementation Module Introduction...49 Run Progress Reports...50 Update Status...50 Conduct M&E Activities...50 Conduct Risk Management...51 Conduct Final Evaluation...51 Module 4: Project Systems Reporting Module Introduction...52 Project Management Reports...53 Structure Report...54 Actual Cost Report...55 Project Budget Balance Report...55 Cost Element Report...56

3 Project Management Process User Guide Master Data Report...57 Funds Management AVC Report, T-code CN43N...58 FM Budget Report...58 FM Budget Usage Report...59 BI Reports Report...59 Project Budget Balance Report...60 Project System Analysis Area...61 Appendix and Reference Information Key Transactions...62 Key Terminology...62

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5 Guide Module 1: Project Management Process Overview OverviewProject Management Process Overview Module 1: Project Management Process Overview The purpose of the Umoja Project Management course is to explain the Project Management (PJ) process at UN. The Umoja Project Management (PJ) module is used within the UN to manage voluntary-funded activities, thereby providing enhanced visibility to donors and member-states contributing resources to specific initiatives. End-to-End High Level Process The end-to-end Umoja Grant Lif Cycle process can be seen below: Utilizing the Umoja PJ module enables the UN to: Manage voluntary-funded projects and support portfolio decisions more effectively - in a uniform and concrete fashion Aids in effective stage gate/controlling of the project and the budgeting process, and early identification of bottlenecks and risks Allows pooling of information from different systems, such as FM, GM and SRM. As a result, you can monitor and coordinate all projects in your enterprise and make optimal use of valuable and finite resources SME Note: Please validate the end-to-end high-level process for the Umoja PJ. UN Athens Training User Guide: Project Management Process Page 1

6 Manual Module 1: Project Management Process Overview Enterprise Roles & Responsibilities The following Umoja Enterprise roles are involved in the PJ process: Enterprise Roles PJ User PJ Approver PJ Master Data Maintainer System Activities Creates and updates the project and the cost plan Updates or cancels project elements before approval Runs project reports Reviews the project information and associated cost information input by the PJ User Updates the system status to Release Sends the project back to PJ User for modification (if necessary) Approves the project Runs project reports Creates, maintains and updates predefined, standard project templates at the HQ level Receives and analyzes existing template change requests Maintains Thematic Assignments for each biennium Non System Activities SME Note: Please provide information about Non System Activities for each role. UN Athens Training User Guide: Project Management Process Page 2

7 Module 1: Project Management Process Overview User Manual Guide Key Concepts This course includes the following key points: In Umoja, there are two methods of managing voluntary funds. In general, we utilize the following approach to delineate appropriate options, which are highly dependent upon projecttype and duration: Use a Project (Project Management) o o o o Complex set of activities that need to tracked individually Implemented by multiple Resp. Cost Center Funded by multiple Grants Addressing multiple Functional Areas Use Internal Order o o o o Group of activities, no need to track individually Implemented by one Resp. Cost Center Funded by one Grant Addressing one Functional Area Note: Both CO objects Projects and Internal Orders can be used as cost collectors for investment activities to be capitalized as Assets under Construction (AuCs). Master Data in Umoja PJ To create a project in the Umoja PJ solution, the relevant Master Data elements need to be configured. The Master Data elements involved in the PJ process are: Project Definition/Project Profile: Determines the profile of a project as well as its basic parameters. For example: project name, project start and end dates. Values defined at the Project Definition level apply to the entire project structure WBS Elements (WBSE's): Are used to plan and organize the hierarchy of a project. It is equivalent to a level in a project structure. Hierarchy of WBSE's can be further expanded to achieve the required level of detail Project Structure in Project Systems Project structures in Umoja are hierarchical structures A project can be broken down to WBSE, which help classify costs, milestones and tasks required to complete the over-arching output of the project. The hierarchical, tree-like nature of WBSE s tree structure sub-divide components of a voluntaryfunded project into defined buckets (or pieces) for cost controlling and monitoring purposes A WBSE can also provide the framework for detailed cost estimating and suitable guidance for project-specific schedule development. Essentially, it allows you to monitor project components, costs and milestones at a more granular and defined level UN Athens Training User Guide: Project Management Process Page 3

8 Manual Module 1: Project Management Process Overview WBSE Creation within a Project: Example The recommended usage of WBSE's within a project definition is as follows: UN Athens Training User Guide: Project Management Process Page 4

9 Module 1: Project Management Process Overview User Manual Guide Designing WBSE's: General Guidelines In determining how to create distinct WBSE's within a specific project, it is best to exert the appropriate effort to map out all requirements of the project. Primary drivers of WBSE design are the reporting, milestone and audit requirements established by the UN and the project s donors: Document all deliverables and components of work that you think your project entails Group these items into a few major categories with common characteristics and eliminate any deliverables or work components that are not required Divide the deliverables and work components under each Level 2 category into groups with common characteristics Identify any additional deliverables or work components that you overlooked in the categories you created Continue in this manner until you have described all project deliverables and work components completely Project Management Lifecycle within Umoja Given below are the stages in the Project Management lifecycle within Umoja: * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Athens Training User Guide: Project Management Process Page 5

10 Guide Module 2: Project Creation and Maintenance Module 2: Project Creation and Maintenance Module Introduction In Umoja, every project is linked to a Funded Program to simplify reporting and to allow budget control. The Project Builder is split into different areas, such as structure tree, worklist and template and work area. Project Creation and Maintenance process describes the creation or the re-planning of a project to address an identified need or objective. The key elements of a created project include Window for project structure and entry mask for project definition. Process of how to create a project in Umoja: Data Required to Create Non-capitalized Project Structures In order to create a non-capital, voluntary-funded project within the Umoja PJ solution, the following information is needed: Operating Structure within PJ o o o o o o o Project Profile Project Type Business Area Responsible Cost Center Person Responsible Applicant Functional Area Grants Management UN Athens Training User Guide: Project Management Process Page 6

11 Module 2: Project Creation and Maintenance User Manual Guide o o o Grant Sponsored Program Geography of Beneficiary Pre-Requisite Steps: Setting Up a Project Creating a Project The pre-requisite steps While creating a Project are as follows: Within GM, a grant and sponsored program are created for a specific project or initiative UN Staff within FM and GM will formulate the budgetary requirements of the grant PJ staff will confirm the UN and donor reporting requirements for the non-capitalized, voluntary-funded project Initial Grant Creation within GM Module are as follows: o o o o Type Sponsor Grant Description Currency UN Athens Training User Guide: Project Management Process Page 7

12 Manual Module 2: Project Creation and Maintenance Accessing the Project Builder You can access the Project Builder using the T-code CJ20N. The screen components of the Project Builder are shown below. Structure Tree Area The Structure Tree area displays the project objects (Project Definition, WBSE s, activity, activity element, milestone and document) that you have selected in its hierarchical context. In the Structure Tree area, you can: Change the dependencies and assignments of individual project objects manually by using drag and drop Create or delete project objects Specify number of hierarchy levels being displayed in the user-specific options Choose whether you want to see a preview of the last project you have processed, when entering the Project Builder Worklist and Templates The Worklist and Templates section provides access to the worklist and templates. In the Worklist, you can store user-specific, frequently used project data (Project Definitions, networks, and WBSE s) for quick access In the Worklist, you can view a list of the last five projects that you have worked on Templates are managed at the Peacekeeping Mission level, by the PM Master Data Creator Work Area The Work area provides a detailed view of the object selected in the structure tree. You can also directly access overviews of subordinate objects. In the Work area, you can: Execute all the business transactions for project coordination and execution Move between the detailed view of the selected object and the overviews of the subordinate objects UN Athens Training User Guide: Project Management Process Page 8

13 Module 2: Project Creation and Maintenance User Manual Guide You can access the Project Builder using the T-code CJ20N. The screen components of the Project Builder are shown below. Structure Tree Area Worklist and Templates Work Area UN Athens Training User Guide: Project Management Process Page 9

14 Manual Module 2: Project Creation and Maintenance Navigating Tabs in Project Creation Within the Project Builder, there will be three primary tabs you will access in order to create a project structure and its associated WBSE's. To create a project, data needs to be populated in the following tabs: Basic Data tab: General information about the Overall Project or WBSE. This tab is populated while creating the Project Definition and a single WBSE. While creating a Project Definition, the fields in the Basic Data tab to review and denote are: System Status: The current status of a WBSE Pers. Resp. No.: Individual or department responsible for the management of this WBSE Start date: Project start date (projected or actual) Finish date: Project finish date (projected or actual) Company Code Business area: Business area responsible for the WBSE Functional Area: Functional area responsible for the WBSE Proj.currency UN Athens Training User Guide: Project Management Process Page 10

15 Module 2: Project Creation and Maintenance User Manual Guide Control tab: Identify what type of non-capitalized project it is. While creating a Project Definition, the field in the Control tab to review and denote are: Project profile: The type of project being created (capitalized or non-capitalized) Note: Once selected, the Project Profile cannot be changed later on. UN Athens Training User Guide: Project Management Process Page 11

16 Manual Module 2: Project Creation and Maintenance Assignments tab (WBSE Creation): In creating a WBSE, the fields in the Assignments tab to review and denote are: Proj.type: The type of project being managed by this WBSE Pers.Resp.No: This field is typically inherited from the Project Definition (within the Basic Data tab). It can be updated if the person (or organization) responsible for this WBSE is different Resp. cost cntr: The Cost Center to which all costs associated to the WBSE will reconcile to Acct asst elem.: This indicator denotes that this WBSE permits financial postings or this is being used for Budget Control Purposes for other, subordinate WBSE's. Deselecting this indicator implies that this WBSE is only being used for UN or donor reporting purposes and not for any other purpose UN Athens Training User Guide: Project Management Process Page 12

17 Module 2: Project Creation and Maintenance User Manual Guide Dates tab: In creating a WBSE, the fields in the Dates tab to review and denote are: BscStart: Date financial postings may begin to reference this WBSE Bsc Fin: Date financial postings my no longer reference this WBSE Note: Dates entered in this tab should fall within (or equate to) the project start and end dates identified for the overall project. UN Athens Training User Guide: Project Management Process Page 13

18 Manual Module 2: Project Creation and Maintenance UN Assignments tab: In creating a WBSE, the fields in the UN Assignments tab to review and denote are: Grant: Grant associated to the WBSE. Only one grant may be associated to each WBSE Sponsored Program: Sponsored program associated to the WBSE. Once you select a grant, only those sponsored programs assigned to the grant will be valid options in this field Geography of the Beneficiary: This section is identified for reporting purposes Thematic Assignment: This section is identified for reporting on thematic project expenditures Budget Control WBSE: This field triggers the creation of the Funded Program for the project. It defaults the top level WBSE ID upon creation, but can be overwritten by the user UN Athens Training User Guide: Project Management Process Page 14

19 Module 2: Project Creation and Maintenance User Manual Guide Create a Project in Umoja PJ The Project Creation and Maintenance process describes the creation or the re-planning of a project to address an identified need or initiative. Business Process Context The high-level steps in the Project Creation and Maintenance process are as follows: Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignment s Create a Project Cost Plan Release the Project for Budgeting Note: Budgeting activities for projects are performed in the Grants Management module of Umoja. There are three steps in managing a project using Umoja PJ. Step 1: Create a Project in Umoja PJ The first step in managing a project using Umoja PJ is creating a Project Definition, and defining associated key elements. Key elements of a project include project profile, project duration, project type, applicant and person responsible for the project (overall). Create a Project Definition, T-Code CJ20N Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Step-by-Step Instructions The steps to create a Project Definition are as follows: 1. Enter CJ20N in the Command field 2. Click the Enter icon. The Project Builder: User-specific options screen is displayed UN Athens Training User Guide: Project Management Process Page 15

20 Manual Module 2: Project Creation and Maintenance Note: The Project Builder: User Specific Options screen opens, only the first time you access this transaction code. Simply close the screen to proceed. The Project Builder screen is displayed. 3. Click the Create icon. The Create drop-down list opens 4. Select Project from the drop-down list UN Athens Training User Guide: Project Management Process Page 16

21 Module 2: Project Creation and Maintenance User Manual Guide The structure of the project you created is displayed. The key elements of a created project include: A window for project structure An entry mask for project definition 5. Enter an appropriate description in the Project Def. field 6. System automatically defaults to the Control tab UN Athens Training User Guide: Project Management Process Page 17

22 Manual Module 2: Project Creation and Maintenance 7. Select an appropriate option from the Project Profile drop-down list Note: You cannot switch between tabs until you fill in the required fields. Project profiles are settings in configuration that have been predefined for specific business processes in the company/organization. These settings define how projects behave in the system. Selecting the wrong project profile may result to incorrect recording of the transaction in the books. For example, the settlement of a project using the capital project profile (ZAA) will ensure that the costs will be recorded as an asset in the general ledger whereas the costs of a non-capital project profile (ZSB) will be recorded as expense. UN Athens Training User Guide: Project Management Process Page 18

23 Module 2: Project Creation and Maintenance User Manual Guide 8. Click the Basic data tab 9. Enter appropriate data in the following fields: Pers.Resp.No.: Role of the Person in charge of the project administration Applicant no.: Determine applicant for thematic assignments Start date: Actual/expected start date for the project Finish date: Actual/expected end date Business area Functional Area 10. Click the Enter icon. The Project Definition ID is automatically created. The project definition and description are displayed in the Project Structure section 11. Click the Save icon Note: Once you select the Save icon, the project builder will close out the Project Definition Details from the right-hand part of your screen (the work area). You must reselect the Project Definition to continue work within this newly created Project Structure. UN Athens Training User Guide: Project Management Process Page 19

24 Manual Module 2: Project Creation and Maintenance 12. Once a project definition is successfully saved and created, a confirmation displays in the lower left hand portion of the status bar 13. The project definition will also display in the Last Project Processed list within the Worklist and Templates component of the Project Builder Note: Since the Project Builder automatically closes out Project Definition details from the work area after you select the Save icon, you may re-access the project you were working in by selecting the appropriate Project Definition within the Last Projects Processed list. UN Athens Training User Guide: Project Management Process Page 20

25 Module 2: Project Creation and Maintenance User Manual Guide Create a WBSE, T-Code CJ20N Business Process Context Before you create a WBS for a project, you are required to open the relevant project from the Worklist and Templates component of the Project Builder. Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Step-by-Step Instructions The steps to open a created project are as follows: 1. Enter CJ20N in the Command field 2. Click the Enter icon. The Project Builder screen is displayed 3. Click the Open icon 4. Enter the Project Definition ID of the project you wish to open Note: You can also open a project by selecting the project definition from the Worklist section. UN Athens Training User Guide: Project Management Process Page 21

26 Manual Module 2: Project Creation and Maintenance Step-by-Step Instructions The steps to create a WBS for the selected projected are as follows: 1. Click the Templates button available above the Worklist section of the screen 2. Click the Expand icon for the individual projects UN Athens Training User Guide: Project Management Process Page 22

27 Module 2: Project Creation and Maintenance User Manual Guide Step 2: Create a Project in Umoja PJ The second step in managing a project using Umoja PJ is creating a high-level Level 1 WBSE. Step-by-Step Instructions The steps to create a first-level WBSE are as follows: 1. Click the WBS element icon and hold the mouse click button down 2. Without releasing the mouse click button, drag the selected item to the Project Definition section of the Project Structure area 3. When a plus sign is visible in the Project Structure area of the screen, release the mouse click button to drop the WBS element icon UN Athens Training User Guide: Project Management Process Page 23

28 Manual Module 2: Project Creation and Maintenance The WBSE entry mask is displayed with a default WBSE ID. 4. In the Basic data tab, validate that the WBSE ID matches the Project Definition ID 5. Enter appropriate description in the WBSE Description field 6. Select appropriate option from the Proj. type drop-down list 7. Populate the following fields: Resp. cost cntr Req. cost center UN Athens Training User Guide: Project Management Process Page 24

29 Module 2: Project Creation and Maintenance User Manual Guide 8. In the Operative indicators section, select the appropriate Operative Indicator Note: Typically, a WBSE is created to include the Acct asst elem. check box. In very rare cases, if you are billing the donor for project-related costs, you may clear the Acct asst elem. check box and select the Billing element check box. UN Athens Training User Guide: Project Management Process Page 25

30 Manual Module 2: Project Creation and Maintenance 9. Click the Enter icon. The WBSE ID is automatically created and matches the Project Definition ID. The WBSE and its relevant description are displayed in the Project Structure section Note: The first WBSE created is always the top-level, Level 1 WBSE. UN Athens Training User Guide: Project Management Process Page 26

31 Module 2: Project Creation and Maintenance User Manual Guide Step 3: Create a Project in Umoja PJ The third step in managing a project using Umoja PJ is creating a lower-level WBSE's. Once the Level 1 WBSE is created, you may add additional WBSE's to the Project based on UN and donor reporting requirements. Note: The steps for creating a second-level WBSE are the same as the steps for creating the first-level WBSE, barring one exception. It must be moved to the proper hierarchy location within the Project Structure. The steps to create a second-level WBSE for the project are as follows: 1. Select the appropriate check box in the Operative indicators section UN Athens Training User Guide: Project Management Process Page 27

32 Manual Module 2: Project Creation and Maintenance The steps to set User Status to Set and Pass On are as follows: 1. Click the Open icon in the Project Builder 2. Select the Project Definition ID of the project to be updated and confirm by selecting the green check 3. Click the Expand All icon 4. Select the WBS element to be updated Note: Each project requires at least one budget control WBSE to receive budget allotments. Defining a budget control WBSE triggers the creation of a funded program in FM. UN Athens Training User Guide: Project Management Process Page 28

33 Module 2: Project Creation and Maintenance User Manual Guide Schedule WBSE s Business Process Context Once all WBSE's are created, they must be scheduled with respective start and end dates. Every WBSE must have a validity period for financial postings. These dates should fall within the project state and end date range identified within the Basic data tab of the Project Definition. Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Step-by-Step Instructions The steps to schedule WBSe s are as follows: 1. Select a WBSE 2. Click the Dates tab 3. Enter the Basic start date in the BscStart field 4. Enter the Basic finish date in the BSC Fin field 5. Repeat the exercise for all WBSE's UN Athens Training User Guide: Project Management Process Page 29

34 Manual Module 2: Project Creation and Maintenance Define UN Assignments Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Step-by-Step Instructions The steps to define UN Assignments for each WBSE are as follows: 1. Select a WBSE 2. Click the Tab icon UN Athens Training User Guide: Project Management Process Page 30

35 Module 2: Project Creation and Maintenance User Manual Guide 3. Select the UN Assignments option 4. Populate the following fields: Grant Sponsored Program Country Budget Control WBSE 5. Click the Save icon Note: When you copy a project, there is an issue with default Budget Control WBSE's. It is best to use a template or create it from scratch. UN Athens Training User Guide: Project Management Process Page 31

36 Manual Module 2: Project Creation and Maintenance A common mistake made on the UN Assignments tab is not pressing the Enter key on your keyboard after locating the appropriate Grant. The subsequent Sponsored Program field will not display applicable options until Enter is clicked. Note: Within the UN Assignments tab, ensure the Grant, Sponsored Program and Budget Control WBSE are properly identified for each level of the Project Structure. UN Athens Training User Guide: Project Management Process Page 32

37 Module 2: Project Creation and Maintenance User Manual Guide The steps to validate entries for each of the WBSe s are as follows: 1. Select a WBSE 2. Validate if the default values are displayed for the Proj. type and Resp. cost cntr fields 3. Repeat the exercise for all WBSE s UN Athens Training User Guide: Project Management Process Page 33

38 Manual Module 2: Project Creation and Maintenance You may visually review the overall Project Structure of a project by selecting the hierarchy graphic: 4. Select the Hierarchy Graphic icon Note: Other methods of viewing a Project WBSE hierarchy are available in the Hierarchy Graphic's navigational structure (above). This set of buttons provides additional features, which you may explore when reviewing your overall Project Definition and WBSE hierarchy. UN Athens Training User Guide: Project Management Process Page 34

39 Module 2: Project Creation and Maintenance User Manual Guide Create a Project Cost Plan, T-code CJ240 Business Process Context Umoja Foundation uses Structure Cost Planning via WBS for project cost planning. Structure Cost Planning via WBS requires manual entry of costs (lump sum amount) against a WBS structure without regard to cost elements, for example, materials, contractual services and staff costs. Note: Project cost planning is used for tracking and reporting purposes only; it is not budget formulation for projects. Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Step-by-Step Instructions The steps to access the Change Cost Planning: Initial Screen are as follows: 1. Enter CJ240 in the Command field 2. Click the Enter icon. The Change Cost Planning: Initial Screen is displayed UN Athens Training User Guide: Project Management Process Page 35

40 Manual Module 2: Project Creation and Maintenance Next, select the project that requires cost planning. The steps to select a project that requires cost planning are as follows: 1. Enter the Project Definition ID in the Project Def. field 2. Click the Cost Planning button. The Change Cost Planning: WBS Element Overview screen is displayed The steps to define lump sum amounts per WBSe for a period and calculate the annual value are as follows: 1. Select the appropriate option from the Period drop-down list 2. Enter appropriate Cost plan values for each line item in the Annual Values section UN Athens Training User Guide: Project Management Process Page 36

41 Module 2: Project Creation and Maintenance User Manual Guide 3. Click the Edit menu. Select the Select > Select All menu item All line items in the Annual Values section are selected 4. Select the Edit menu 5. Select the Total Up menu item UN Athens Training User Guide: Project Management Process Page 37

42 Manual Module 2: Project Creation and Maintenance The Total Up window is displayed 6. Click the Check icon to confirm whether the entered data is correct. The Structure planning: Display messages window is displayed UN Athens Training User Guide: Project Management Process Page 38

43 Module 2: Project Creation and Maintenance User Manual Guide Next, you need to update the cumulative view of the plan. The steps to update the cumulative view are as follows: 1. Select the Edit menu 2. Select the Copy View menu item. The list of View options is displayed 3. Select the Cumulative option 4. The Copy view window is displayed 5. Confirm the data entered in the Copy view window 6. Click the Continue icon UN Athens Training User Guide: Project Management Process Page 39

44 Manual Module 2: Project Creation and Maintenance 7. Click the Check icon to confirm whether the entered data is correct 8. Click the Save icon. The successful status of the check is indicated in the status bar UN Athens Training User Guide: Project Management Process Page 40

45 Module 2: Project Creation and Maintenance User Manual Guide Release the Project for Budgeting, T-code CJ20N Business Process Context Before releasing the project for budgeting, change the user status to Ready for Release. Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Step-by-Step Instructions The steps to Release the Project for Budgeting are as follows: 1. To change the User Status, click the Edit menu. Select the Status > User Status > Set > Ready for Release (RFR) menu item 2. From the User Status screen, select the user status and confirm by clicking the Continue icon Note: Only the Project Management Approver can assign this user status in order to release the project thereafter. Note: If the user status update applies to one WBS element only, click the Edit menu. Select the Status > User Status > Set menu item If the user status update applies to all WBS elements subordinate to the selected WBS element, click the Edit menu. Select the Status > User Status > Set & Pass On menu item UN Athens Training User Guide: Project Management Process Page 41

46 Manual Module 2: Project Creation and Maintenance 3. From the User Status screen, select the user status and confirm by clicking the Continue icon 4. Select the appropriate User Status UN Athens Training User Guide: Project Management Process Page 42

47 Module 2: Project Creation and Maintenance User Manual Guide 5. Once you select Edit > Status > User Status > Set & Pass On, the following set of options will display: A newly created project will be in the status of IPP - Initial Planning Phase A project ready to be released for budgeting by GM will be set to the status of UBR Under Budget Review Once a project is approved and released with budgeting, it will be set to the status of RAB- Released and Budget 6. Click the Continue icon 7. The User Status: Display messages screen displays: This confirmation screen confirms which WBSE elements have been set for budgeting by GM Note how this confirmation indicates the WBSE identifiers and person responsible for each WBSE UN Athens Training User Guide: Project Management Process Page 43

48 Manual Module 2: Project Creation and Maintenance Note: A whole project can be released by selecting and releasing the Project Definition. This Level 1 Release will change the status of all subordinate WBS Elements. If you do not wish to release an entire project, subordinate levels can be released individually, by completing the subsequent steps If WBS Elements are released individually, the Project Definition will show PREL Partially Released You must highlight a WBSE with your cursor in order to properly carry out subsequent steps to Set and Pass on a project for budgeting. UN Athens Training User Guide: Project Management Process Page 44

49 Module 2: Project Creation and Maintenance User Manual Guide Releasing a Project for Use Approval Methods There are two ways to release a project. You can release a project partially by selecting the WBSE s you wish to release. Note: This is a manual task. When you select a higher WBSE for release, all WBSE s under it also get selected for release. When you select a lower WBSE for release, it does not impact the higher WBSE in any way. The higher WBSE is still unapproved and cannot be used to charge items to. UN Athens Training User Guide: Project Management Process Page 45

50 Manual Module 2: Project Creation and Maintenance Step-by-Step Instructions The steps to release the project for budgeting are as follows: 1. Enter CJ20N in the Command field 2. Click the Enter icon. The Project Builder screen is displayed 3. Select the project to be released from the Project Structure area of the screen 4. Click the Edit menu 5. Select the Status > Release menu item Note: This releases the entire project. You can also manually release individual WBS elements. 1. Expand the entire project structure by clicking the Expand All icon 2. Select the WBS element to be release and navigate to the following menu item: Edit > Status > Release Note: The release within a project structure works top-down. When you release a WBS, all the subordinate ones are also released. UN Athens Training User Guide: Project Management Process Page 46

51 Module 2: Project Creation and Maintenance User Manual Guide Budget Project Steps during budgeting a project: Procure Goods & Services Steps during procurement of goods and services: UN Athens Training User Guide: Project Management Process Page 47

52 Manual Module 2: Project Creation and Maintenance Requisitioning and WBSE's Within SRM (Procurement), a Purchase Requisition or Purchase Order will reference a WBSE when something is procured directly to a project. When the Requisitioner selects the WBSE option in the Account Assignment Category field, the screen refreshes with a required field entitled WBS Element (instead of Cost Center). Budgets allocated to individual WBSE's are impacted by financial postings such as funds commitments, travel commitments, payroll expenses and purchase orders/requisitions. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Athens Training User Guide: Project Management Process Page 48

53 Guide Module 3: Project Implementation Module 3: Project Implementation Module Introduction After a project is released or partially released, it is ready for implementation. During this process: Project implementation activities commence and progress until completion Real-time financial and operational reports are generated to monitor progress of the project Throughout the process, the actual data generated is compared with the planned dates and costs. If appropriate, unplanned variances are documented. This module includes the following key points: The comparison of planned versus actual dates and costs is crucial for the purpose of progress analysis Within Umoja Foundation, projects/wbse's and networks are available for utilization as account assignment objects within the integrated solution The comparison of planned versus actual dates and costs is crucial for the purpose of progress analysis Within Umoja Foundation, projects/wbse's and networks are available for utilization as account assignment objects within the integrated solution Run Progress Reports Update Status Conduct M&E Activities Conduct Risk Management Conduct Final Evaluation UN Athens Training User Guide: Project Management Process Page 49

54 Manual Module 3: Project Implementation Run Progress Reports During Project Implementation, the Project Analyst runs progress reports from the system. Based on the reports generated, analysis is done to determine any schedule or cost variances and to plan necessary measures. For example, stop the project, allocate more budget or update the scheduling. Any activities that are related to the re-planning of the project will be carried out in Project Creation and Maintenance. Update Status The Project Analyst may monitor the project by setting the status of each WBSE or activity according to the degree of progress. The status of each WBSE can be set to any of the following: Technically Completed (TECO): The TECO status indicates that a task/activity is completed, but allows actual postings/settlements to occur. No new commitments can be created for a TECO project. If the TECO status is cancelled on a WBSE, the status will be automatically set back to Released for that particular WBSE only Closed (CLSD): The CLSD status is used for a WBSE or WBSE's that have been completed from a logistics and accounting point of view. The CLSD status can be cancelled for a particular WBSE Deletion Flag (DLFL): The DLFL status designates WBSE or WBSE's that have been flagged for deletion. This means that the object is marked for deletion, but has not yet been deleted Conduct M&E Activities In Umoja Foundation, the Project Analyst performs the M&E activities outside Umoja PS. Since M&E activities are not automated, it is recommended that: All M&E related tasks are defined as activities in the project plan, with defined start and end dates The M&E method should be defined, for example, questionnaires or surveys, and measurement techniques should be finalized Note: The results of M&E activities can be qualitative or quantitative. The results are updated in the system as metrics or KPI s. In the Umoja Foundation, a limited number of KPI s will be calculated in the system. UN Athens Training User Guide: Project Management Process Page 50

55 Module 3: Project Implementation User Manual Guide Conduct Risk Management The Project Analyst completes this activity outside Umoja PS. The activities may include the following: Identify any new risk(s) Assess the impact of the risk(s) Identify ways to reduce the risks Prioritize the risks Monitor and control the probability of the risk occurring Update the project WBSE s and tasks, based on the changes Conduct Final Evaluation After the status of the project has been set to CLSD, the following processes, outside PS, get triggered depending on the project profile: Assign equipment Write-off Assets under construction Close main implementation grant * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Athens Training User Guide: Project Management Process Page 51

56 Guide Module 4: Project Systems Reporting Module 4: Project Systems Reporting Module Introduction This module includes the following key points: UN and Donor reports vary based on the nature of the audience: o o Substantive Reports (Narratives): These are management reports, analogous to activities or performance report (usually created by an individual in the field who is tasked with closing out a grant) Financial Report (PJ): These reports are cost-driven (usually created by an UNHQ budget officer). They focus on the financial perspectives of a project The key of reports used in PJ are: o o Umoja ECC: Transaction Code: CJI3 Line Item Report Transaction Code: ZPJPRJBUDBAL Budget Balance Report Transaction Code: ZPJCOSTELEMENT- Expenditure Report Transaction Code: CN43N WBS Element Report (master data) Transaction Code: FMAVCR02 Control Object Values: Overall Data Report Transaction Code: FMRP_RW_Budget Budget Report Transaction Code: FMRP_RW_BudCon Budget Consumption Report Umoja BI Portal: ZZFM_M01_R0021 Project Budget Balance Report ZZPS_M01_R0001 Project System Analysis Area The high-level steps in the Running Project Reports process are: UN Athens Training User Guide: Project Management Process Page 52

57 Module 4: Project Systems Reporting User Manual Guide Project Management Reports The reports used across PJ are: Structure Reports: These reports summarize data based on project master data and structure information. Any attribute on the project will be summarized so that reports can be used to evaluate data objects as well as logistical and accounting key figures Hierarchy Reports: These are similar to structure reports. They summarize at the WBS level, but do not include any Master Data information. Hierarchy reports are drill-down reports for evaluating the costs, revenues and payments of one or more projects interactively Cost Element Reports: These reports display cost by cost element, which are mapped to G/L accounts. The cost element to be evaluated can be chosen and structured in the navigation panel Line Item Reports: These reports show every debit/credit transaction that hits the project. All line items are evaluated allowing the user to select columns, calculate subtotals and drill down to the original entry documents Progress Analysis, Progress Tracking Reports: These reports are suitable both for the internal control of a project and for external reporting. They can either help to estimate the Percentage of Completion (POC) of the WBSe's, activities and activity elements or the values can be calculated automatically on the basis of existing data Milestone Trend Analysis Reports: These reports track progress using milestones and confirmations to record completion or partial completion of an activity UN Athens Training User Guide: Project Management Process Page 53

58 Manual Module 4: Project Systems Reporting Structure Report A Structure report appears as follows: UN Athens Training User Guide: Project Management Process Page 54

59 Module 4: Project Systems Reporting User Manual Guide Actual Cost Report The T-code CJ13 is used to view an Actual Cost report: Project Budget Balance Report This report can be viewed after budget is posted on funded program. To be certain of the available budget on a project, it is recommended that report FMEDD be run to see if there is any budget committed in the pre-posting stage. The T-code ZPJPRJBUDBAL is used to view an Actual Cost report. UN Athens Training User Guide: Project Management Process Page 55

60 Manual Module 4: Project Systems Reporting Cost Element Report This report displays expenses by cost element and how they were settled and settlement receiver. The T-code ZPJCostElement is used to view an Actual Cost report. UN Athens Training User Guide: Project Management Process Page 56

61 Module 4: Project Systems Reporting User Manual Guide Master Data Report The T-code CN43N runs a report that shows a summary of the WBSEs. For example, one can pull a list of all AA projects or SB projects. The default report layout can be enriched by changing the report layout and add more data elements. The new layout can be saved as individual default layout which will be used the next time UN Athens Training User Guide: Project Management Process Page 57

62 Manual Module 4: Project Systems Reporting Funds Management AVC Report, T-code CN43N The T-code FMAVCR02 is used to view the hierarchy of availability control objects, such as budget and posting addresses, as well as overall AVC values for specific account assignments. For each selected control object, the report displays the overall values of the Consumable Budget, Consumed Amount and the difference between these two values - the Available Amount - for a selected availability control ledger. FM Budget Report The T-code FMRP_RW_Budget is used to view the Budget for a project. UN Athens Training User Guide: Project Management Process Page 58

63 Module 4: Project Systems Reporting User Manual Guide FM Budget Usage Report The T-code FMRP_RW_BudCon is used to view the Budget consumption of a project. BI Reports Report BI Reports can be found by navigating the BI Portal. Details about the BI portal can be found in the BI Navigation course. An example of reports in the portal can be seen below. UN Athens Training User Guide: Project Management Process Page 59

64 Manual Module 4: Project Systems Reporting Project Budget Balance Report This Umoja BI Report, ZZFM_M01_R0021: Project Budget Balance Report will provide a complete perspective of all WBSE structures within all Umoja projects. Projects may be filtered by WBSE's, commitment items, consumed budget and grant. Only Budget Control WBSE's will be shown, expenses are shown only at control WBSE level (actual expenses logged against all WBSE's). Reports can be filtered by Projects, Commitment Items and WBSEs. UN Athens Training User Guide: Project Management Process Page 60

65 Module 4: Project Systems Reporting User Manual Guide Project System Analysis Area This Umoja BI Report, ZZPS_M01_R0001: Project System Analysis Area is similar to CJI3 in ECC. The rebuilding of the CJI3 report in Business Intelligence allows Project System users to analyze these datasets in the SAP Business Objects reporting tools, which offer more flexibility and options for navigating, layout and formatting than the standard delivered CJI3 report. Additionally, Business Intelligence reports are known for having very strong integration with master data of the main reporting elements, making it very straightforward to include any attribute of WBSE or Project to the report, and display in a hierarchical structure. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Athens Training User Guide: Project Management Process Page 61

66 Guide Appendix and Reference Information Appendix and Reference Information Key Transactions Transactions T-Code Create a Project Definition Create a WBSE Schedule WBSE s Define UN Assignments Create a Project Cost Plan Release the Project for Budgeting Run the Project Management reports CJ20N CJ20N TBD TBD CJ240 CJ20N ZPJPRJBUDBAL Budget Balance Report ZPJCOSTELEMENT Expenditure Report FMAVCR02 Control Object Values: Overall Data Report FMRP_RW_Budget Budget Report FMRP_RW_BudCon Budget Consumption Report ZZFM_M01_R0021 Project Budget Balance Report ZZPS_M01_R0001 Project System Analysis Area SME Note: Please suggest if we need to add more transactions to the list of Key Transactions above. Key Terminology Key Terms Account Assignment Cost plan Description It is a cost object that s collects costs as a direct object or temporary object. These objects may be further settled to the final financial object. An example of direct object is a project WBSE. It is a layout in Umoja that is used to monitor and control costs. It helps determine the plan cost by cost element. Cost planning for a project can be completed using multiple methods, and it can be at either the WBS or network activity level. In Umoja Foundation, the cost planning layout includes the following account assignment elements: Budget Period Grant Fund UN Athens Training User Guide: Project Management Process Page 62

67 Appendix and Reference Information User Manual Guide Funded Program Funds Management (FM) Grant Key Performance Indicator (KPI) Milestones Monitoring and Evaluation (M&E) Month-end Closing Project Project Builder Project Definition Project Profile Project Structure Project Systems (PJ) Functional Area A combination of the fund, fund center and functional area. It is defined by these three financial elements, thereby not making it equivalent to a Sponsored Program Provides ability to budget, monitor, and control commitment, obligations, and expenditures; reduce available budget as Purchase Requisitions and/or Purchase Orders are created; and prevent budget overruns by causing hard stops when funds are depleted Contains financial conditions and legal rules agreed upon by the sponsor and UN which may require financial reporting. It can cover project costs partially or in total. It has a limited life cycle, split into phases It is a measure used in the evaluation of performance. They signify the completion of an event which is usually associated with a transition from one phase to another, a handoff between departments or for billing. Milestones may be associated with either WBSe's or network activities. These activities are concerned with monitoring, collecting and analyzing evidence of change. It is the set of activities performed at the end of each month. It covers the final financial transactions and relevant financial postings for the month. It is an organized effort to produce a defined outcome within a set of constraints concerning scope, time, budget and quality. The temporary nature of projects stands in contrast with business-as-usual (or operations) which are repetitive, permanent or semi-permanent functional activities. The centralized work area in Umoja utilized to build and manage projects. Project Definitions and WBSE s are defined and managed within the Project Builder. The project definition contains general data of the project and key information that is applicable for the entire project. Each WBSE is assigned to a specific placement within the over-arching Project Definition. This assignment cannot be transferred to another Project Definition, as WBSE's are linked to a specific Project Definition. It contains values and profiles that can be used as default values for project definitions or WBSE s during the project creation phase. The project entity created within the Umoja Project Builder comprised of the Project Definition and subsequent WBSE s. It is a tool that provides the organization with a method of planning, controlling and monitoring projects which are large, small, simple or complex. PJ supports the creation of projects for internal purposes as well as for external clients. UN Athens Training User Guide: Project Management Process Page 63