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Contract Administration Manual Appendix 7 January 2010 Contract Administration Manual Appendix 7 • Program Management Application (PMA) – Budgeting and Forecasting
Contract Administration Manual Appendix 7
January 2010 Contract Administration Manual
Appendix 7
• Program Management Application (PMA) – Budgeting and Forecasting
Budget Control and Forecasting in PMA
MCI ConferenceNovember 26, 2008
Sharla Griffiths – Highway Operations EngineerRick Kowalik – MCI, Anthony Henday
Today’s Presentation
•Sharla – How the money goes from $250M total to $250K for line painting in your CMA•Rick – PMA: how to set up job numbers, allocate to activities, and forecast by activity
Budget Allocations•Programming gives the Budget Allocation Task Group (BATG) $250 Million for maintenance of provincial highways for 2008/09.•BATG – with Terry Becker heading this OPMC sub-committee, knows this value in summer 2007•BATG walks through the following process to get $250 Million allocated down to activities in your CMAs:
$250M
$250M
Remove Money for other programs:Bridges/Cities/Guardrail/Culverts/Signs/Reserves/etc.
$250M
Remove Money for other programs:Bridges/Cities/Guardrail/Culverts/Signs/Reserves/etc.
Remove money for Fixed Costs: “C” job numbers/IOC/HMW/etc.
$250M
Remove Money for other programs:Bridges/Cities/Guardrail/Culverts/Signs/Reserves/etc.
Remove money for Fixed Costs: “C” job numbers/IOC/HMW/etc.
Allocate money for winter (based on Standards and Constants)
$250M
Remove Money for other programs:Bridges/Cities/Guardrail/Culverts/Signs/Reserves/etc.
Remove money for Fixed Costs: “C” job numbers/IOC/HMW/etc.
Allocate money for winter (based on Standards and Constants)
Remainder gets allocated into Summer Work(based on Standards and Constants)
2008/09 Standards and Constants
Importance of Forecasting•Please use PMA so we can access everyone’s info from one place•We don’t have to ask every District/CMA for information; we just query PMA directly•PMA gives standard forecasting format•Gives us (“Edmonton” and BATG) idea of status final budget spending• Turn money tap up, down, or OFF
Using PMA for TRACKING BUDGETS AND FORECASTING
1. SET UP the JOB NUMBER IN PMA (summer, winter, major maintenance, special funding, etc)
2. ALLOCATE BUDGET $$ TO SPECIFIC ACTIVITIES (valid for the specific job number)
3. ENTER BUDGET FORECASTS (by activity or bid item / monthly or annually)
4. REPORTING
Budget tracking and forecasting in PMA is done at the job number level. Budget forecasting can be done by BID ITEM or by ACTIVITY.
The following slides will walk you through the steps necessary to begintracking and forecasting your budget within PMA (by activity). The basic steps to follow are…….
SET UP JOB NUMBER (this step may be restricted to OM or OE in some districts)
• select the CMA(s) which will be able to charge work to this job number
• select activities that are applicable under this work order • select segment types (i.e. pavement, shop, CMA, etc.)• save budget allocation (total funds approved/allocated to
this job number)
Setting Up the Job Number in PMA
Select CMA
Select NEW
Setting Up the Job Number in PMA
Select CMA Select Eligible Activities
Setting Up the Job Number in PMA
Select Segment Type
Enter Budget Allocations
Setting Up the Job Number in PMA
Enter Job Number Budget Amount
Allocating Budget to Work Activities
SELECT Maintain Budget
Allocation
Allocating Budget to Work Activities
Provide Explanation for your Revision.
i.e. $$ transferred from unallocated $$
ENTER BATG Distributions
By Activity
Allocating Budget to Work ActivitiesADDING A NEW ACTIVITY
ADD a new budget item by using the pull-down to select from the available activities. NOTE…only activities that were defined when setting up the job number will appear in this pull-down.
Allocating Budget to Work Activities
……….if an Accepted worksheet exists that references this activity then it gets
just a bit more complicated.
If this work order is a CLOSED, PMA takes the Pay Quantity off the Worksheet Item. HOWEVER if a Final Quantity exists on the Worksheet Item,
PMA will use that instead.OR
If this generated work order is not Closed, PMA will use the greater value of Pay Quantity (Final
Quantity if one exists) or the Quantity on the Work Order.
(The latter case assumes that more work will be recorded in the worksheets, and the ordered quantity is still the true committed amount.)
WHAT IS COMMITTED??This is the dollar amount considered
‘committed to be spent’. It primarily comes off the Work Order Line Items, i.e. the quantity of a bid item on a generated work order multiplied
by the unit price. (Only non-warranty work is considered.)
However…….
Forecasting your Budget in PMA by Activity
Select yourJob Number
Forecasting your Budget in PMA by Activity
WHAT IS COMMITTED??This is the dollar amount considered
‘committed to be spent’. It primarily comes off the Work Order Line Items, i.e. the quantity of a bid item on a generated work order multiplied
by the unit price. (Only non-warranty work is considered.)
WHAT IS SPENT??This is the amount that sums up all the
work that has been performed and is in one of various stages of payment:
• Submitted and Accepted on a Worksheet (may or may not have been paid on a Progress Estimate
yet)
• Progress Estimate Value Adjustments on Finalized Progress
Estimates
• Progress Estimate Quantity Adjustments on Finalized Progress
Estimates
Forecasting your Budget in PMA by Activity
TO FORECAST ANNUALLYEnter your annual forecast in the “Remainder of Year Forecast” column. Once a value is entered in this column the ability to forecast monthly is
disabled.
TO FORECAST MONTHLYTo move to the monthly forecasting
screen, select the link under the “Revised Budget” column.
The link to monthly forecasting is removed if an annual forecast is entered.
If a monthly forecast has beenEntered the ability to enter an AnnualForecast is removed.
Entering A Monthly Forecast in PMA
Months that have already been paid on a progress payment will appear as a
non-editable field.
Future months will appear as editable fields where the forecast values are
to be entered.
Entering A Monthly Forecast in PMA
“Spent”Represents the total of all crewsheets
that have currently been accepted. (this includes sheets that have been
accepted but not yet paid on a progress estimate)
Budget Reports Available in PMA
Select CMA
Months where a progress payment has already been made. Forecast months
Budget by Activity
Activity budget status (neg represents over-expenditure)
Page 2 …..MONTH TO MONTH Expenditures Reports….
Total Revised Budget Allocated to this job number Total Expenditure
Forecast
Total SPENT To Date
Total SURPLUS orDEFICIT
MONTH TO MONTH Expenditures Reports…….
Why are there 2 Novembers on my Month to Month Expenditures Report ????
This column will containthe forecast for the REMAINDER of the
current month.
These columns will contain the total monthly value of all previously generated progress Payments.
This column will contain the total value of all Progress payments made during the current month.
ACTIVITY SUMMARY REPORT
100% Allocated73.1% Spent to date
Year End Forecast 93.9%, $302,306 Surplus
JOB NUMBER SUMMARY REPORT
PROJECTED SURPLUS
% of BudgetForecast to be
SPENT
% of BudgetSPENT to date
Contact Information
Sharla Griffiths, Highway Operations Engineer780-415-1057, [email protected]
Rick Kowalik, MCI – Anthony Henday Drive780-417-2861, [email protected]
Klaus Rubba, Business Analyst, TIMS/[email protected]
