I (');pti I IHNF-~~~I IAL OCATIONS 11% FOR HANDI 2000 SYSTEMS FLUOR DANIEL HANFORD DISTRIBUTION. N/A 7. Purchase Order No.:

Transcription

1 .- i 2. To: (Receiving Organization) 3. From: (OriginatingOrganization) 5. Proj./Prog./Dept./Div.: 6. Design AuthoritylDesignAgenVCog. Engr.: HAND 2000 DAWN E. ADAMS DSTRBUTON 4. Related EDT NO.: SYSTEMS FLUOR DANEL HANFORD 7. Purchase Order No.: 9. Equip.1Component No.: 10. System/Bldg./Facility: 12. Major Assrn. Dwg. No.: 11. Receiver Remarks: 11A. Design Baseline Document? Yes 13. PermiVPerrnitApplicabon No.: 14. Required Response Date: % No. 1 ( 6 ) DocumenVDrawingNo. HNF HNF o 0 (F) (G) (H) (1) (E) Title or Descriptionof Data Transmitted ("h!? HNF-~~~ 2 (');pt DATATRANSMlnED ACCRUALS FOR HAND 2000 AL OCATONS FOR HAND 2000 BUSNESS MANAGEMENT SYSTEY BUDGET FOR HAND 2000 BUSNESS MANAGEMENT SYSTEY 16. (SEE SHEET 2) Approval Designator (F) E, S. Q, D OR (See WHC-CM-3-5, Sec. 12.7) KEY Reason for Transmittal (G) 1. Ap roval 2. Rekase 3. nformation 4. Review 5. Post-Review 6. Dist. (Receipt Acknow. Required) Disposition (H) & () 1. Approved' 2. Approved wlwmment 3. Disapprovedwlwmment 4. Reviewed nolwmment 5. Reviewed wlwmment 6. Receipt acknowledged 21. DOE APPROVAL (if required) Ctrl No. 0Approved 0 Approved wlwmments 0 Disapproved wlwmrnenls ED (10197) BD

2

3 (CONTNUED ON PG 4) MANAGEMENT SYSTEM

4 ENGNEERNG DATA TRANSMTTAL CONTNUATON PAGE

5 ... ~ ~ ~ ~ 2 Rev , ACCRUALS FOR HAND BUSNESS MANAGEMENT SYSTEM J J wiison ~,~ Fluor ~ Daniel ~ Hanford MNSN G 1-2 2, Stevens Richland, WA U.S. Department of Energy Contract DE-AC06-96RL13200 EDT/ECN: OwCode: FK B&R Code: E W 7 ~ 7 0 / 0 0 UC: Charge Code: Total Pages: \/s p m d 4 E Keywords: Peoplesoft FDS, PDS, DLE Upload, Manual DLE, Buyers, Vendors,CAMS Analyst, As s, To Be HAND Abstract: Accruals are made at the project level. At the inception of each project, Project Management and the Accounts Payable Group make a mutual decision on whether periodic accrual entries should be made for it. Peoplesoft i s a trademark o f ndus Corp. TRADEMARK DSCLAMER. Reference herein to any s p e c k m m m e r l a l product. process. or Serv'ce by trade name, trademark. manufaclurer, or otherwise, does not necessar.ly mnstitde or imply ils endorsement. recommendation. or favoring by the United States Government or any agency lnereof or its wnlractors or submntractors. Pr.ntea n the United States of America. To 001n mp.es of this dowment, contact: Dowment Control Sew ces. P.O. Box 950, Mailstop h6-08. R cnland WA Phone (509) ; Fax (509) Release Approval Dale Release Stamp Approved For Public Release A (10197)

6 Memorandum HNF-2640, Rev. 0 TO: D.E.Adams G1-21 M.J. Byrd H2-08, A.A. Carter H2-19, C.R. Hopkins G1-57, K.B. Adamsons H2-19 R.C. Corless H2-19, J.A. Caldwell G1-22, R.J. McFadzean H2-19 From: P. C. Felts Date: April 17, 1998 Re: Peoplesoft General Ledger / Project Costing -- Business System mplementation Sessions Final Documentation HAND Finance Attached for your information is the complete set of documentation of the work flow analysis from the Business System mplementation (BS) Sessions. One of the goals of finalizing documentation from the BS Sessions is to use the documents as a communication tool. Other goals of the BS sessions were to validate the As-s process, and describe the vision of the To-Be process that fit the baseline software processes. n the future, this documentation will be accessible electronically via a read-only shared area. thank you and your staff for your support during this information gathering and envisioning stage of the new system implementation project f you have any questions, can be reached on or via . Attachment BmsAPO 1 O\Documentation\DocControl\DocMemorandum

7 n ~ t - ~ b wk,e V. u Fluor Daniel Hanford - Peoplesoft Financials General Ledger / Project Costing Documentation Signoff Form Date: 4117/98 Documentation: Finance Business System mplementation (BS) Sessions Processes ncluded: Accrual Allocations Budget Fit-Gap Analysis Closing Procedure Fixed Assets Accounting Funds Control General Ledger Account Maintenance Hanford Business Structure nventory Processes nvoicedscas Labor Costing Passport-Peoplesoft ntegration Unit Billed Service Travel & Treasury: - OTS Cash Disbursement Process Travel Expense Reimbursement Cash Receipt Process. Savings, Pensions, & nsurance: nsurance Payment Process - Pension Payment Process Savings Plan Payment Process Other Hanford Contractors: - Worked Performed by Enco s for PHMC - Worked Performed by Enco s for OHC - Worked Performed by PHMC for OHC - Work Order - Worked Performed by OHC for PHMC -Work Order Process - Worked Performed by PHMC for OHC - Walk n Worked Performed by PHMC for DOE-Richlandusing the Request for Service Process FDH Project Lead: Name Paul C. Fetls, Signature..

8 - HAND Fluor Daniel Peoplesoft Financials ACCRUALS April 17, 1998 Hh F-2640 REV 0 PAGE 1 of 6 Accruals Overview Accruals are made at the project level. At the inception of each project, Project Management and the Accounts Payable Group (NP) make a mutual decision on whether periodic accrual entries should be made for it. ssues identified with the as-is accrual process: 0 Accruals are officially the responsibility of the Cost Account Managers (CAMs). Nevertheless, the Finance Group is often held responsible for the accuracy of the accrual due to their significant involvement in the compilation of the accrual entries. 0 There are three (3) ways in which accrual entries are entered into FDS (PDS, DLE Upload, Manual DLE). This increases the complexity and risk of errors in the accrual. The vision of the to-be environment is as follows: 0 Accrual entries will be manually input into PeopleSoft. 0 The CAMs will be fully responsible for the compilation of the accrual amounts. 0 Accounting will process the entries into Peoplesoft Projects. 0 Due to scheduling, timing, and resource constraints,accounts Payable will make the entries into Peoplesoft at 10/01/98. These entries will be based on information provided by the CAMs. The future vision will be phased in during the first quarter of FY1999. Assumptions 0 The CAMS will use necessary tools and information sources (e.g. vendors) to compile the accrual entries on the projects each is responsible for. Policies c1 CAMs are responsible for compiling monthly accrual entries 0 A site-wide standard tool will be introducedfor the CAMs use to compile accrual information into entries for input into Peoplesoft. 0 All monthly accruals are automatically reversed at the end of the following month.

9 HAND Fluor Daniel - PeopleSoft Financials ACCRUALS HNF-2640 REV 0 April 17,1998 PAGE 2 of 6 As-s Procedures See Fluor Daniel Hanford As-s Accrual Process for flow diagram. 1 Buyers, CAMS, Vendors and Analyst collect accrual information ndividuals who are responsible for accruals collect necessary information from a variety of sources to compile the accrual using different spreadsheet and database tools. 2 Accrual information forwarded to AP Staff Compiled accruals are forwarded to NP Staff for entry into PlDS and FDS. f accrual information is not available or is inadequate, PJP Staff has to research and collect the necessary information. 3 Accruals entered into Financial System Accruals are entered into the Financial Systems by the PJP Staff in one of three ways. See flow diagram for the detail steps in each way. A. Entering into PlDS (Purchasing System), PlDS then feeds the entries to FDS in a batch process. B. Large, complex non-pds entries compiled with a spreadsheet or database tool are entered using a Manual DLE Upload Process. C. Simpler non-pds entries are entered into FDS directly as a manual Detail Ledger Entry (DLE). To-Be Procedures The lndus Passport Purchasing Module does not have the capability to accept accrual entries as PlDS did. Thus, monthly accrual journal entries will be entered directly into PeopleSoft. See Fluor Daniel Hanford To-Be Accrual Process for flow diagram. 1 CAMs collect accrual information The CAMS will be responsible for accumulating all information necessary for the compilation of the accrual entries at month end. f all necessary information is not available by the entry deadline at month-end, the CAMS are responsible to use their best judgment to provide an estimate for the accrual. 2 CAMs compile accrual entries and input into site wide standard input form A site wide input standard format will be used by all CAMS to compile accrual entries. This format will be similar to a journal entry for ease of inputting. 3 Accruals entered into PeopleSoft The staff responsible for entering accruals will have adequate access and training for the purpose of entering the compiled accrual entries directly into PeopleSoft. Accrual entries will be entered into Projects and then replicated into GL using Journal Generator as reversing entries. The Reversal is then sent back to Projects via Allocation. 4 10/01/98 nterim Solution Due to scheduling, timing, and resource constraints, Accounts Payable will make the entries into PeopleSoft at 10/01/98. These entries will be based on information provided by the CAMs. The future vision will be phased in during the first quarter of FY1999.

10 HAND Fluor Daniel - PeopleSoft Financials ACCRUALS April 17,1998 HNF-2640 REV 0 PAGE 3 of 6 mpacts 0 The CAMS, instead of Accounts Payable, will be fully responsible for the compilation of the monthly accrual entries. This will lessen the load on Accounts Payable at month-end. ssues &Action tems lssves 0 Decision needed on whether a monitoring role is to be established to ensure all necessary accruals are made. 9 Need to determine the information necessary for compiling the monthly accrual entry and the best source for such information Action tems 0 Discussion with lndus regarding the reports and information available from Passport Procurement and Contracts Management for the compilation of necessary accruals. 0 Define specific training needs and integrate into training plan

11 - HAND Fluor Daniel PeopleSoft Financials ACCRUALS April 17,1998 HNF-2640 REV 0 PAGE 3 of 6 impacts The CAMS, instead of Accounts Payable, will be fully responsible for the compilation of the monthly accrual entries. This will lessen the load on Accounts Payable at month-end. 0 ssues &Action tems 0 lssues Decision needed on whether a monitoring role is to be established to ensure all necessary accruals are made. 0 Need to determine the information necessary for compiling the monthly accrual entry and the best source for such information Action tems C Discussion with lndus regarding the reports and information available from Passport Procurement and Contracts Management for the compilation of necessary accruals. 0 Define specific training needs and integrate into training plan.

12 HAND Fluor Daniel - People Soft Financials ACCRUALS April 17, 1998 HNF-2640 REV 0 Page 4 of 6 Fluor Daniel Hanford As-s Accrual Process (V2) W-HTY; Buyers. CAMS, ACCNal acciual Analyst Vendors informatio Collect and forwarded information tonp PlDS z f u a l On L No Generate DatabaseAccrual Manual DLE Upload Process (for large. wmplex entries) ( n e Accrual Listing AP staff input summarized data AP Staff input data into MicroSoRAccess Database Access nto PlDS Total cost incurred by line item Authorized PO value, No accrual - PlDS Processing = total estimate of w s t incurred less aduals. wsted - PlDS sends accrual data to FDS code. AccNa amt PO#, Line item #, Cost Element - FDS Processing - FDS creates GL ACCNal Journal Entries and compile Journal Entries. Monthly accrual entries are reversed in the

13 HAND Fluor Daniel - People Soft Financials ACCRUALS April 17,1998 HNF-2640 REV 0 Page 5 of 6 Fluor Daniel Hanford As-s Accrual Process (2/2) [ 1 Manual Calc: Accrual =Tot Cost ncurred- Actuals Costed PO#. Line item #. Org code, Charge code. Type of entry. Summ class code. MPR, Cost element,accrual No edit Manual Calc: AP Staff inputs entry on-line into FDS - FDS Processing (Creates GL Entries)

14 HAND1 ZOO0 Fluor Daniel - People Soft Financials ACCRUALS HNF-2640 REV 0 April 17, 1998 Page 6 of 6 Fluor Daniel Hanford To-Be Accrual Process CAMs collect CAMs compile accrual information * accrual entries Manualaccrual entries made into PeopleSon (10/1/98 -AP will make entry Future - CAMs will