Topic: SAP PPM Close Project. Contents

Transcription

1 Tpic: SAP PPM Clse Prject Cntents Tpic: SAP PPM Clse Prject... 1 Intrductin/Cntext... 2 Clse Prject HNO Business Prcess Map... 2 Clse Prject HNO Business Prcess... 2 Prcess: Clse Prject... 5 Cnfirm Prject Frecasts equal Prject Actuals... 6 Apply fr Funding Variance... 6 Distribute Funding Increase r Decrease... 6 Clse Prject... 6 Prcess: Clse Phase... 7 Make Phase Frecast equal Phase Actuals... 7 Mve Allcatin t Open Phase (unless last Phase)... 7 Clse Phase... 8 Prcess: Clse Task (NMA & NOC)... 9 Make Task Frecast equal Task Actuals... 9 Redistribute Allcatin t Open Task r Phase... 9 Clse Task... 9 Prcess: Clse Cntract Clse Cntract (and all pen Cntract Items) Prcess: Clse Cntract Item Clse Cntract Items Prcess: Re-Open Phase/Task/Cntract/Cntract Item Re-pen Phase r Task Re-pen Cntract Re-pen Cntract Item Maintain Prject Checklist Maintain Prject Milestnes Mark Item as Substantially Cmplete Practically Cmplete a Cntract Create CPV Release Retentin Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 1

2 Intrductin/Cntext As wrk is delivered and cmpleted via cntracts and prjects, it is gd practice t clse thse items as sn as practically pssible. As well as being gd Prject Management practice, frm a system pint f view it als hides thse areas frm wrking screens within SAP which will reduce clutter and imprve the speed f the system. This dcument prvides guidance n when and hw t clse items f wrk as they are delivered thugh the hierarchy f yur cntract and prject set-up. Overall guidance is cntained within SM011 (Prject Management Manual). Clse Prject HNO Business Prcess Map Clse Prject HNO Business Prcess SAP NZTA PROJECT MANAGER SUPPLIER 1. DELIVER Maintenance Prject CONTRACT SCOPE OF WORK & PROVIDE DOCUMENTATION 2. UPDATE PROJECT 3. SUBSTANTIALLY CHECKLIST AND COMPLETE INITIATIVE MILESTONES ITEM Capital Prject 4. CREATE FINAL CPV/ 7. RELEASE INVOICE RETENTION(S) Held Retentins 5. APPROVE CPV/ 8. APPROVE 9. CLOSE CONTRACT INVOICE RETENTION RELEASE 6. PRACTICALLY COMPLETE N Retentins CONTRACT 10. CLOSE (TASK AND) PHASE 11. RECONCILE COSTS TO DATE AND ZERO FUTURE FORECASTS 12. APPLY FOR FUNDING VARIATION AND CLOSE PROJECT 13. UPDATE PROJECT STATUS TO COMPLETE 14. UPDATE PHASE, TASK, ITEM STATUS TO COMPLETE Clse Prject HNO Business Prcess The fllwing table details the steps related t the Clse Prject HNO Business Prcess Step N. Prcess Step Descriptin 1. Deliver scpe f wrk and prvide dcumentatin 2. Update Prject Checklist and Milestnes The Supplier cnfirms t NZTA that the scpe f wrk fr the cntract has been delivered and prvides all necessary dcumentatin. The NZTA Prject Manager cmpletes the relevant infrmatin n the Prject Checklist and marks all relevant Milestnes as cmplete. (Refer Maintain Prject: Maintain Prject Checklist and Maintain Prject: Maintain Milestnes) Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 2

3 Step N. Prcess Step Descriptin 3. Substantially Cmplete Initiative Item 4. Create final CPV/Invice 5. Apprve CPV/Invice 6. Practically Cmplete Cntract 7. Release Retentin(s) 8. Apprve Retentin Release When all necessary wrk has been cmpleted, the NZTA Prject Manager enters the Substantially Cmplete Date against the Initiative Item. (Refer Maintain Initiative: Mark Item as Substantially Cmplete fr definitins f when an item can be marked as Substantially Cmplete) The Prfessinal Services Cntractr creates a CPV (Cntract Payment Vucher) in SAP r raises a paper invice and sends it t NZTA fr payment. (Refer Maintain Cntract: Create CPV) NZTA apprves the invice in AIP and it is autmatically paid via SAP. The NZTA Prject Manager enters the Practical Cmpletin Date against the SAP Cntract. (Refer Maintain Cntract: Practically Cmplete a Cntract) If there are Held Retentins against the Cntract, the Prfessinal Services Cntractr creates the Retentin release when they are due and sends it fr payment. (Refer Maintain Cntract: Release Retentin) NZTA apprves the Retentin release in AIP and it is autmatically paid via SAP. 9. Clse Cntract The NZTA Prject Manager clses the Cntract in SAP by entering the cmpletin date against the Cntract. (Refer Clse Cntract) Nte: Cntracts can be re-pened (if the Prject is still pen) t allw further csts t be psted. (Refer Re-pen Cntract/Cntract Item) 10. Clse (Task and/r) Phase 11. Recncile csts t date and remve future frecasts The NZTA Prject Manager clses the Task (NMA and NOC) and/r the Phase in SAP by setting the Phase status t Technically Cmplete. (Refer Clse Phase, Clse Task) Nte: Technically Cmplete Tasks and Phases can be re-pened (if the Prject is still pen) t allw further csts t be psted. (Refer Re-pen Phase/Task) The NZTA Prject Manager recnciles all csts t date fr the technically cmplete tasks, phases and zers all future frecasts. The NZTA manager shuld wait a perid f time (TBD) t ensure all utstanding csts have been prcessed befre clsing the prject in SAP as a clsed Prject can t be re-pened. Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 3

4 Step N. Prcess Step Descriptin 12. Apply fr Funding Variatin and Clse Prject 13. Update Prject Status t Cmplete 14. Update Phases, Tasks and Item status t Cmplete In mst cases actuals will nt exactly equal allcatin (budget) s a Funding Variatin will need t be raised. Fllwing apprval f the Funding Request and distributin f the changes in allcatin, the NZTA Prject Manager updates the prject status t Technically Cmplete t frmally clse it. (Refer Clse Prject) Once the funding allcatin and frecast equals actuals fr the technically cmplete prject, SAP updates the status f the Prject frm Technically Cmplete t Cmplete. This clses the Prject permanently in SAP which means it can t be repened. Nte: HNO Natinal Office mnitrs prject allcatins and actuals at year end and ther regular intervals. They may instruct the NZTA prject manager t clse a prject in SAP SAP updates the related Prject Phases, Tasks and Item statuses frm Technically Cmplete t Cmplete. Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 4

5 Prcess: Clse Prject Overview The purpse f the Clse Prject prcess is t clse a Prject that has been cmpleted r terminated. A Prject must nt be clsed until all utstanding csts and revenue have been prcessed against the prject. The NZTA Prject Manager shuld recncile all csts and revenue t date fr the prject that is t be clsed. When the Prject is set t Technically Cmplete it is remved frm AIP and updated in TIO vernight. The TIO interface then Clses the Prject and all its elements in SAP, nce the Funding Variatin is apprved by TIO. Prject Phases Tasks Cntracts Prjects are hierarchical and this is in enfrced in the clsing f a prject requiring cntract items t be clsed befre Tasks and then Phases. (The reverse f setting up a prject.) Befre a Prject can be clsed the Allcatin and Frecast fr the verall prject has t be changed t equal the Actuals. Perfrmed By NZTA Prject Manager Dependencies All Prject Cntracts fr the Prject are clsed (Refer Clse Cntract) All Prject Tasks fr the Prject are clsed (Refer Clse Tasks) All Prject Phases fr the Prject are clsed (Refer Clse Phase) Business Rules A Clsed Prject can t be re-pened The Initiative Item must be marked as Substantially Cmplete when the scpe f wrk has been delivered (Refer Maintain Initiative: Mark Item as Substantially Cmplete ) The Prject Checklist must be cmpleted Prject Milestnes must be marked as cmplete t cnfirm that crucial steps have been cmpleted All csts must be recnciled t date and all future frecasts must be reduced t zer A Prject can t be set t Technically Cmplete if there is an utstanding funding request i.e. it is in a state f Under Funding Review Reference Materials SM011 Prject Management Manual Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 5

6 Navigatin Cnfirm Prject Frecasts equal Prject Actuals: Prject Management = > Accruals and Frecasts Apply fr Funding Variatin: Prtfli Management = > Prtfli Items Distribute Funding Variance: Prject Management = > Allcatin Distributin Clse Prject: Prject Management = > Prjects Cnfirm Prject Frecasts equal Prject Actuals 1. On the Prject Accruals and Frecast screen: Highlight and select the apprpriate Prject Cnfirm that Ttal Fcast field = Ttal Allc If nt, refer Clse Phase prcess Apply fr Funding Variance 1. On the tab: Click n and then select and check that the frecast n the item is crrect Clse the screen t return t the General Infrmatin screen Change the Status field frm Funding Apprved r Under Review Funding Variatin Select the apprpriate value frm Funding Variatin type drpdwn list Enter cmment in the Reasn fr Change field Click Distribute Funding Increase r Decrease 1. On the Prject Allcatin Distributin screen in the Allcatin sectin: Distribute new Allcatin Clse Prject 1. On the tab: Select Technically Cmplete frm the Change Status drpdwn list Click Click Yes t cnfirm yu really want t clse the Prject Result Prject status is updated t Technically Cmplete. SAP will autmatically update the Prject status t Cmplete immediately r when the Prject Funding Variatin has been apprved by TIO. This in turn updates the statuses f the Prject Phases, Tasks and Initiative Item t Cmplete Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 6

7 Prcess: Clse Phase Overview The purpse f the Clse Phase prcess is t clse a Phase element f a Prject, t recrd its cmpletin and t allw the verall Prject t be clsed. Clsing a Phase als prevents further pstings t that Phase when the Prject has ther pen Phases. Prir t clsing a Phase, the Allcatin and Frecasts fr that Phase shuld be changed t equal the Actuals and all future frecast figures shuld be remved. Timely clsure f Phases allws fr inter-phase transfers t be actined via the Allcatin Distributin screen. It als reduces the number f Phases displayed n the Prject and Accruals screen. Perfrmed By NZTA Prject Manager Dependencies All PPM Cntracts fr the Phase are clsed (Refer Clse Cntract) All Tasks fr the Phase are clsed (Refer Clse Task) All actual csts, revenue and accruals have been prcessed. If these have been psted in the current mnth yu will need t wait until after mnth end Business Rules Fr Prperty Phases, all Prperty purchases fr the Prject must be cmpleted Phase Frecast must be changed t equal Phase Actuals Unspent Phase Allcatin (budget) shuld be redistributed t the rest f Prject Phases after the Phase is clsed Phases can be clsed in any rder Reference Materials SM011 Prject Management Manual Navigatin Make Phase Frecast equal Phase Actuals: Prject Management = > Accruals and Frecasts Redistribute Phase Allcatin: Prject Management = > Allcatin Distributin Clse Phase: Prject Management = > Prjects Make Phase Frecast equal Phase Actuals 1. On the Prject Accruals and Frecast screen: Change Phase Frecast t equal Phase Actuals Mve Allcatin t Open Phase (unless last Phase) 1. On the Prject Allcatin Distributin screen in the Allcatin sectin: Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 7

8 Change Phase Allcatin t equals Phase Actuals Mve remaining Allcatin t anther pen Phase Clse Phase 1. Select the Prject Phase frm the Prject Structure 2. On the tab: Select Set Technically Cmplete frm the Change Status drpdwn bx Click If the status f the Phase is nt Released yu will need t change it Released befre yu can set t Technically Cmplete Result Prject Phase status is updated t Technically Cmplete. The Technically Cmplete status prevents accruals and actuals frm being prcessed against the Prject Task but allws future frecast adjustments t be made. Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 8

9 Prcess: Clse Task (NMA & NOC) Overview The purpse f the Clse Task prcess is t clse a Task element f the Prject t recrd its cmpletin and t allw the related Phase and verall Prject t be clsed. Clsing a Task als stps any further pstings t that Task when the Prject has ther pen Tasks and Phases. Tasks can be pen fr an extended perid f time i.e. fr as lng as the cntract is live. Hwever they shuld be clsed as sn as the cntracts have been cmpleted. This assists in managing the prject as clsing tasks reduces the list displayed n the Accruals and Frecast screens. Perfrmed By NZTA Prject Manager Dependencies All PPM Cntracts fr the Task are clsed (Refer Clse Cntract) All actual csts and accruals have been prcessed. If these have been psted in the current mnth yu will need t wait until after mnth end Business Rules Task Frecast must be changed t equal Task Actuals Unspent Task Allcatin (budget) shuld be redistributed t the rest f the Prject Tasks Tasks shuld be clsed as they are cmpleted, nt when the verall Prject needs t be clsed Tasks can be clsed in any rder Reference Materials SM011 Prject Management Manual Navigatin Make Task Frecast equal Task Actuals: Prject Management = > Accruals and Frecasts Redistribute Allcatin t Open Task r Phase: Prject Management => Allcatin Distributin Clse Task: Prject Management = > Tasks Make Task Frecast equal Task Actuals 1. On the Prject Accruals and Frecast screen: Change Task Frecast t equal Task Actuals Redistribute Allcatin t Open Task r Phase 1. On the Prject Allcatin Distributin screen in the Allcatin sectin: Change Task Allcatin t Task equals Actuals Mve Clse Task 1. Select the Prject Task frm the Prject Structure Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 9

10 2. On the tab: Select Set Technically Cmplete * frm the Change Status drpdwn bx Click If the status f the Task is nt Released yu will need t change it t Released befre yu can set t Technically Cmplete Result Prject Task status is updated t Technically Cmplete. The Technically Cmplete status prevents accruals and actuals frm being prcessed against the Prject Task but allws future frecast adjustments t be made. Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 10

11 Prcess: Clse Cntract Overview The purpse f the Clse Cntract prcess is t clse a Cntract fr physical wrks and prfessinal services cntracts which have been cmpleted. The Cntract shuld be clsed nce all financial transactins, including Retentins, have been cmpleted. A cntract may als need t be clsed because it was never awarded r tendered (e.g. created in errr) r because it was terminated. T clse a Cntract with pen Cntract Items yu must cnfirm that the pen Cntract Items can be clsed. SAP will then ppulate the Cntract cmpletin date against the Cntract items (if future dates have been previusly entered these will be verwritten with the verall Cntract Cmpleted date). Perfrmed By NZTA Prject Manager Dependencies Cntract in a Created, Tendered r Awarded r Active r Practically Cmplete state Business Rules All expected deliverables have been received All final payments, including retentins have been made and accepted All bnds have been released and required warranties, as-builts and asset wner s manuals have been prvided (SAP will prevent a cntract being clsed with Held Retentins) All cntingent liabilities have been reslved All perfrmance reviews have been cmpleted and recrded apprpriately Reference Materials SM011 Prject Management Manual SM021 Cntracts Prcedures Manual Navigatin Cntract Management = > Cntract Maintenance Clse Cntract (and all pen Cntract Items) 1. On the tab: a. Enter the Cmpleted Date b. Click n Yes t clse all Cntract Items attached t the Cntract c. Click Yu can t clse a Cntract with Held Retentins. Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 11

12 Result Cntract status is updated t Cmpleted Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 12

13 Prcess: Clse Cntract Item Overview The purpse f the Clse Cntract Item prcess is t prevent actual pstings t a cmpleted cntract item. Clsing a Cntract Item remves it frm CPV creatin and AIP. Nte: Cntract Items will be clsed in AIP the business day after the entered Cmpleted date. Perfrmed By NZTA Prject Manager Dependencies Cntract in a Created, Tendered r Awarded r Active r Practically Cmplete state Business Rules All expected deliverables have been received Reference Materials SM011 Prject Management Manual SM021 Cntracts Prcedures Manual Navigatin Cntract Management = > Cntract Maintenance Clse Cntract Items 1. On the tab: a. Enter the Cmpletin Date b. Click If yu enter tday s date as the Cmpletin Date, CPVs and Retentins can be entered tday. Result Cntract Item status is updated t Cmpleted Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 13

14 Prcess: Re- Open Phase/Task/Cntract/Cntract Item Overview The purpse f the Repen Phase/Task/Cntract/Cntract Item prcess is t re-pen an element f a Prject t allw further csts t be psted against it. Actuals can t be psted against Technically cmplete Tasks and Phases (unless yu re-pen them) but future frecasts can be updated. Actuals can t be psted against Cmplete Cntract/Cntract Items (unless yu re-pen them) but future frecasts can be updated. Perfrmed By NZTA Prject Manager Dependencies Technically Cmplete Phase r Task r Cntract r Cntract Item Business Rules A previusly clsed Cntract r Cntract Item can nly be re-pened if linked Phases r Tasks are pen A previusly clsed Phase r Task can nly be re-pened if the Prject is pen Reference Materials SM011 Prject Management Manual Navigatin Re- pen Phase: Prject Management => Phase Re- pen Task: Prject Management = > Tasks Re- pen Cntract/Cntract Item Cntract Management = > Cntract Maintenance Re- pen Phase r Task 1. On the tab a. Select Set Released frm Change Status drpdwn list b. Click Re- pen Cntract 1. On the Cntract Data: tab a. Remve Cmpleted Date b. Click Manually re-pen relevant cntract item (see belw) Re- pen Cntract Item 1. On the Cntract Data sectin: a. Click tab b. Highlight and select the apprpriate Cntract Item c. Remve the Cmpletin Date Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 14

15 d. Click Result Open Phase r Task r Cntract r Cntract Item Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 15

16 Maintain Prject Checklist 1. Prject Management = > Prjects 2. On the Prject Element sectin f the Prject < Item Name> screen: Click the dwn arrw t the left < Item Type> Checklist (t expand and shw the existing checklists) Click relevant checklist (t highlight it) Click 3. On the NZTA Cmpletin Analysis tab: Check Cmpleted indicatr checkbx (t ppulate with a tick) Click Maintain Prject Milestnes 1. Prject Management = > Prjects 2. On the Prject Element sectin f the Prject < Item Name> screen: Click the dwn arrw t the left <Item Type> Milestnes (t expand and shw the existing milestnes) Click relevant milestne (t highlight it) Click 3. On the NZTA Cmpletin Analysis tab: Amend the planned date in the Planned cmpletin field and/r Enter the actual cmpletin date in the Actual cmpletin date field Click Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 16

17 Mark Item as Substantially Cmplete Prjects shuld be marked as Substantially Cmplete in the relevant prtfli item as shwn belw: Item Type Indicative Business Case Detailed Business Case Prperty Pre-implementatin Cnstructin/ Implementatin Pst Implementatin Emergency Wrks Minr Imprvements Preventive Maintenance Renewals Studies Descriptin f Substantially Cmplete Indicative Business Case has been supprted. Detailed Business Case dcument r Scheme Assessment reprt has been apprved. All Prperty Acquisitins r Land Entry Agreements have been cmpleted r btained. Design cnstructin drawings, estimate & cntract dcumentatin are cmplete, designatins & cnsents are in place. Practical cmpletin has been achieved (as NZ 3910). Pst Implementatin Review and Cntract cmpletin achieved. As per Cnstructin. All tasks have reached Practical Cmpletin (as per Cnstructin). As per Cnstructin. N/A Prgramme Business Case r Study has been apprved. 1. Prtfli Management => Prtfli Items 2. On the General Infrmatin tab: Enter the date in the Substantially Cmplete Date field Select Save The Substantially Cmplete Date must nt be in the future Practically Cmplete a Cntract 1. Cntract Management => Cntract Maintenance 2. On the tab: Enter the Practical Cmpletin Date Click n Yes t clse all Cntract Items attached t the Cntract, r Click n N t leave pen Cntract Items pen Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 17

18 Create CPV 1. Cntract Management => Cntract Payments (CPV) 2. On the Cntract Selectin sectin f the Cntract Payments screen: Select and highlight the apprpriate Cntract Click Create CPV buttn (in the Detailed Infrmatin sectin) 3. Cmplete the fllwing fields n the Cntract Summary sectin: Due Date Date f Wrk Cmpleted t Date f Service 4. If required, cmplete the fllwing clumns in the Liquidated Damages sectin: Days This Claim Liq. Damages/Day GST NZ: Rate 1 5. Click the Check buttn n the menu buttn t review the Payments Certificate 6. Edit the CPV (as per abve steps) r Click the Save buttn 7. Click the Back buttn 8. Select and highlight the CPV t view as a PDF 9. Click Print Draft/Cpy buttn 10. Click Open buttn in the File Dwnlad pp-up windw t view the PDF file and make sure the details entered are crrect 11. Click the Create PDF CPV buttn n the menu bar 12. Save the CPV PDF created and send t Accunts Payable fr payment Refer (SAP PPM CPV and Retentin Release) Yu Tube Training Vides: Draft Cntract Payment Vuchers (CPV) Opens in a new windw Final Cntract Payment Vuchers (CPV) Release Retentin 1. Cntract Management => Cntract Payments (CPV) 2. On the Cntract Selectin sectin f the Cntract Payments screen: Select and highlight the apprpriate Cntract Click Release Retentin buttn in the Detailed Infrmatin sectin 3. Cmplete the fllwing fields n the Release Retentin sectin: Payment Amunt Due Date Date f Wrk Cmpleted t Date f Service Ntes 4. Click the Save buttn 5. Click the Back buttn 6. Select and highlight the Retentin (RET) t view as a PDF 7. Click Print Draft/Cpy buttn 8. Tick the Certificatin check bx in the Release Retentin Created Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 18

19 by sectin 9. Click the Save buttn 10. Click the Create PFD Retentin buttn n the menu bar. 11. Save the Retentin PDF created and send t Accunts Payable fr payment Publicatin Date: Apr 2015 SAP PPM Clse Prject Dcumentatin 19