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Introduction to Job Costing in SAP:Release 1 Only
April 20, 2006
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Project Vision
BTS Vision Statement
Dramatically improve service delivery to schools/employees.
Radically improve the efficiency of District operations and our ability to managethem.
Reduce/eliminate paperwork and redundant manual processes.
Increase accountability and transparency to the public in the use of public funds.
Provide better data for decision-makers and stakeholders at all levels.
The Business Tools for Schools (BTS) project will replace many of
LAUSD’s outdated and stand-alone business systems, such as IFS,BRASS, HRS, PTRS, Payroll, and FRDB using SAP software.
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Project Release Scope
Go-Live: July 2006
Finance
•General Ledger
• Accounts Receivable
•Grants Management
•Project Systems
•BTS Management
Reports (Finance)
Go-Live: Dec. 2006
HR/Payroll/Budget
• Applicant Tracking
•Organization Mgmt.
•Personnel Administration
•Benefits
•Time Management
•Payroll
•Position Budget Control
•Budget Development•Budget Maintenance
•HR/ Payroll Reports
•BTS Management
Reports (HR)
Go-Live: July 2007
Supply Chain,MSS and ESS
•Manager Self-Service
•Employee Self-Service•Procurement
•Product Master Data
• Accounts Payable
•Inventory
•Supplier RelationsMgmt.
• Asset Management
•Controlling (Costing
Sheet)
Release 1 Release 2 Release 3
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Agenda
• Objective
• Glossary of Terms
• Lifecycle of an Internal Order
• Release 1 Key Changes Overview
• How to Display Internal Order Master Data
–A g l a n c e i n t o SAP
• How to Display Expenditures for Internal Orders
–A g l a n c e i n t o SAP
• How to Display Pre-Commitment and Commitment LineItems
–A g l a n c e i n t o SAP
• Communications & Training Highlights
• Questions
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Key Objectives
• To review the new Job Costing Release 1 processes in SAP andsome of the benefits that will be derived from the newfunctionality
• To provide an overview of the SAP/IFS interface
• To discuss how “Postings” interface from IFS to SAP
• To provide an introduction to internal orders and order groups
• To learn how to display internal order master data, expenditure,pre-commitment and commitment line items in SAP
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SAP Terminology
SAP IFS Job Cost
BTS (Business Tools for Schools) Name of the project. BTS also refers to the portal whichhosts SAP software and its Business Warehouse (BW)
SAP (System Applications and Products) Name of the software vendor and its core integrated product
SAP R/3
Internal Order Job
Create and Release Job (Internal Order) Initiate Job
Responsible Cost Center Seller Organization Code
Requesting Cost Center Job location
Close Job Close Job
Job Pre-Commitment Purchase Requisition (Seller Pre-Encumbrance)
Distribution Line Distribution Line
Distribution/Assessment Billing (Internal)
SD or AR billing Billing (External)
Job commitment Purchase Order Encumbrance
Buyer's Commitment Job Encumbrance
Section Section
Branch Branch
Job Category Job Category
Nature of Job First Four Digits of IFS Job
Year End Roll-Over Year-End Process
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BTS-BW
Budget PlanningSimulation (BPS)
TransportationSystems
SACS
200x
LACOEPeoplesoft
Student
Information
FinanceHuman
Resources
CrossApplication
Timesheets
Project
Systems
SupplyRelationshipManagement
MaterialsManagement
Controlling
GrantsManagement
FundsManagement
BTS-SAP
System of Record
FY‘07
FoodServices
LAUSD Big Picture Data Flow
Facilities Systems
Decision Support System
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Job Costing Process Overview
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Create/MaintainMaster Data
Create/Maintain
-Service Cost
Center
-COA Data
Process Daily
Job Cost
Postings
-Execute Billing in IFS
-Execute IFS to SAP
Interface
-Perform Year-End
Closing
-Execute IFS to SAP
Daily Transactions
Interface
-Execute Year-End
Reporting
Monitor & Validate
System Set-up
- Execute Reports- Display Master Data
Perform Weekly
Processing
-Execute IFS to SAP
I/O Master Data
Interface
-Execute IFS to SAP
Daily Postings
Job Costing Process Overview
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SAPIFS
Release 1 Process
July 1, 2006
•IFS interfaces to
SAP every night
•No internal ordercreation in SAP
•No manual
expenditure
entering in SAP
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Key Changes
Challenge
•Removal of ‘intelligent’ numbering schemesfor Job Cost
•Reconciliation required between two systems
Process Improvement Expected Benefits
•Easier access to costing data •More time available for analysis of data
Solution
Expert-led training to end users indicating:
How the two systems work and interface
How to report and access information
How to reconcile the two systems
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Postings Interface from IFS to SAP
IFS
•Creation of data
•Job cost line items
from the “GeneralReporting Category” inthe “Daily GENLED”table is interfaced
SAP
•Job costs accounts:
•IFS Account Type 20
posts to SAP pre-commitments
•IFS Account Type 21posts to SAP
commitments
•IFS Account Type 22post to SAP actualexpenditures
Release 1:Systems in
sync
Phased out inRelease 3
C i f SAP I l O d h h h IFS I f
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Creation of SAP Internal Orders through the IFS Interface
2. Interfacebatch job is
initiated
3. SAP readsthe interfaced
file andexecutes
4. SAPgeneratesfour files
1. IFS nightlycycle
is completed
IFS / SAPInterface
1. Audit date andtime
2. Processed
date and time3. Error date and
time
4. Error log date
and time
C ti f O d G i SAP th h th IFS I t f
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Creation of Order Groups in SAP through the IFS Interface
Jobscreated inIFS
Internal orderscreated in SAP
Order groupsare
automatically
created
The grouping canbe used for
reporting purposes.
Interface assigns theinternal orders to the
correct groups
For example, an order group can be a section.The user can develop a report for every section
by entering section group name (e.g.
“SECT/TRAN”).
Di l I t l O d M t D t
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Display Internal Order Master Data
•Purpose: Use thisprocedure todisplay a selectedInternal Order.
•Trigger: Performthis procedurewhen users need to
retrieve a selectedInternal Order.
•Prerequisite: Theselected InternalOrder must havebeen created.
Display Internal Order Master Data cont’d
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Display Internal Order Master Data cont’d
“ Assignments”allows you to view
Object Class,Responsible Cost
Center, RequestingCost Center, etc.
Display Internal Order Master Data cont’d
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Display Internal Order Master Data cont d
“Control data”allows you to view
Status, Currency,Revenue Postingand Commitment
settings
Display Internal Order Master Data cont’d
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Display Internal Order Master Data cont d
“Period-end closing”
allows you to view thecosting sheet attached tothis Order (Release 3).
A costing sheet is usedto apply indirect and non-productive rates to direct
internal orders.
Di l I t l O d M t D t t’d
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Display Internal Order Master Data cont’d
“ General data” allowsyou to view the order’s:
•Section Code•Branch
•Job Requested by•Job category
•Estimated costs
•Requested date•Job start date•Job end date
•Externally billed
Display Expenditures for Internal Orders
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Display Expenditures for Internal Orders
•Purpose: Use this procedure to display expenditures for Internal Orders.•Trigger: Perform this procedure when the users need to retrieve expenditures for InternalOrders.
•Prerequisites: The Internal Orders must have incurred expenditures.
Review thefollowing fields:
•Fiscal Year •From Period
•To Period
•Order Group
•Or Value (s) (Ordernumbers to be
entered)
Click toexecute
the report
Display Expenditures for Internal Orders cont’d
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Display Expenditures for Internal Orders cont d
Double-click on theamount under the
“ Actual” column toview the details of the
transaction.Click “Orders: ActualLine Items” to view theactual expenditure line
item
Display Expenditures for Internal Orders cont’d
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Display Expenditures for Internal Orders cont d
Double-click the amountunder the “Val. in rep.cur .” column to view
details of the line item.
Display Expenditures for Internal Orders cont’d
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Display Expenditures for Internal Orders cont d
Select “Environment”for a List of Documents
in Accounting
Double click“Funds
Management”
Display Expenditures for Internal Orders cont’d
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Display Expenditures for Internal Orders cont d
Display Pre-Commitment Line Items for Internal Orders
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Allows you to viewthe pre-
encumbrancesentered in IFS
•Purpose: Use this procedure to display pre-commitment line items for Internal Orders.
•Trigger: Perform this procedure when the users need to view pre-commitments.
•Prerequisites: Pre-encumbrances must have been created in IFS.
Display Commitment Line Items for Internal Orders
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Display Commitment Line Items for Internal Orders
•Purpose: Use this procedure to display encumbrances (commitments) for Internal Orders.
•Trigger: Perform this procedure when users need to retrieve encumbrances for InternalOrders.
•Prerequisite: The Internal Orders must have incurred encumbrances.
Click to display
Commitment LineItems for Internal
Orders.
Display Commitment Line Items for Internal Orders cont’d
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p y
Release 1 Major Changes…
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Release 1 Major Changes…
Before SAP… After SAP…
Fund 009
(Not used in external financialreporting)
Live Fund 010-0000
(Used in external/internalfinancial reporting)
Seller Organization Code Service Cost Center
Job Number(8 characters)
Internal Order Number(12 characters)
Training and Communications Timeline
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Dec Jan Feb March Apr. May
2005 2006
June
End UserTraining*
July
“GoLive” &Support
Process Walkthroughs
*Training Delivery Methods: Web-based Learning, Live Virtual Training,Instructor-led Training, Expert-led Training and Open House
Sample of Relevant Training Courses for Job Costing
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Course Title Course ID DeliveryMethod
FunctionalArea
Duration
BTS BasicNavigation
of SAP R3
R3100Web-BasedLearning
Navigation 1 hour
BTS-InternalOrders inSAP fromIFSInterface
CO210Expert-Led
Training CO 3 hours
More Project Information?
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To learn more about the BTS Project:
•Check out the BTS Project Website (www.lausd.net/bts)
•Contact your local Change Champion
•For questions, e-mail [email protected]
http://www.lausd.net/btshttp://www.lausd.net/bts
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Questions