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  User Guide

Setting Up a

Programme Project in

the Finance Centre

End State

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Contents Page

1.

 

Pro cess Overv iew ............................................. ..................................................... .................................................................... ....... 3

 

1.1.  Overview.....................................................................................................................................................................................................3 

1.2.  Process Responsibility...........................................................................................................................................................................3 

2.  Key Pro ject Set up Activities to be carried ou t by the B BC F inance Centre .......................................................4  

2.1.  Triggers.........................................................................................................................................................................................................4 

2.2.  Process steps – Commissioned Project......................................................................................................................................4 

2.3. 

Process steps – Development Project ........................................................................................................................................7 

2.4.  Outputs ........................................................................................................................................................................................................8 

2.5.  Hand-offs.....................................................................................................................................................................................................8 

3.  Appendices...........................................................................................................................................................................................9  

3.1.  Appendix I – Glossary of Terms.....................................................................................................................................................9 

3.2.  Appendix II – Sample project setup form..............................................................................................................................10 

3.3.  Appendix III – Sample project amendment form...............................................................................................................11 

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1.  Process Overview

1.1.  Overview

Project set-up allows commissioned projects to be set up for planning purposes and then released after

greenlighting by divisional management and being confirmed as a commission.

Special arrangements exist for those projects that are pure development projects, i.e. prior to offer, and for

 those projects that need expenditure to be incurred prior to the commission being confirmed. This process

allows such development projects to be set up and released without confirmation of a commission and then

can be amended if they turn into fully commissioned projects.

1.2.

 

Process Responsibility

The following project set-up processes will be carried out by the BBC Finance Centre before the project goes

into production. This will enable projects to be set up and subsequently released so that money can be spent

by production.

BBC Finance Centre Programme Finance Assistants (PFAs) and a BBC Finance Centre Resource Manager are

responsible for setting up projects and releasing the budget for expenditure to commence. The process is

largely automated, but in certain circumstances, highlighted below, manual intervention is required by the PFAs.

The release of a project by the PFA requires a suitable budget to be drawn up by production management and

approved/confirmed by Embedded Finance.

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2.  Key Project Set-up Activities to be carried out by the

BBC Finance Centre

2.1.

 

Triggers

Project set-up processes which happen in the BBC Finance Centre will be triggered by the completion of a

project set-up web screen by a project requester e.g. Production Manager or equivalent, which is then sent by

workflow via an authoriser e.g. Portfolio Manager, Production Executive or equivalent to the BBC Finance

Centre PFAs or will be auto created.

2.2.  Process steps – Comm issioned Project

2.2.1.

 

Automated Set Up

The PFA will only receive a workitem if the project is from an area which requires a commissioning

reference. If the project is from an area which does not require a commissioning reference (e.g. Sport),

 then the workflow will automatically create the project in SAP without any need for the BBC Finance

Centre Programme Finance Assistant to “approve” a workitem.

This table lists the divisions and the scheduling systems they currently use. Those that do not use OnAir,

PRDB, or Proteus do not require a commissioning reference to set up a project and the submission of an

authorised request automates project set up.

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2.2.2.  Projects With A Co mmissioning Reference or 3

rd

  Level Request

The PFA receives, through workflow, a workitem containing the details entered by an authorised person

within the Business on the Request Programme Project form (see appendix 11). The Programme Finance

Assistant will then, by running the BW “Unassigned Commissions” report for either OnAir, PRDB or

Proteus, check the commissioning reference detailed in the workitem against information in the scheduling

system, to ensure that the request is valid. Refer to table in section 2.2.1 for details of divisional scheduling

systems. The request will only be deemed valid if the commissioning reference appears on the BW

“Unassigned Commissions” report (i.e. it is a valid commissioning reference which does not yet have a

project number assigned to it).

If the commissioning reference is valid then the PFA clicks “approve” on the workitem approval screen

and the project is automatically created in SAP and a confirmation message is workflowed to both the

Requester and the Finance Centre PFA. On receipt of this confirmation the Programme Finance Assistant

enters the project definition into the appropriate scheduling system against the relevant commissioning

reference and the project is then released for planning.

If the commissioning reference is not valid then the PFA clicks “reject” on the workitem approval screen

and an e-mail will automatically be sent to the requester notifying them that their request has been

rejected because of an invalid commissioning reference.

If the Requestor has asked for 3rd level WBS elements (a lower level of project management) on the

Project Request form, (regardless of whether a commissioning reference was required), then the PFA will

receive a (second) workitem asking them to configure the project according to the detail provided in the

“3rd Level WBS Element Required” section of the form. They will discuss the configuration with the

requester and amend the details manually.

Helpcard Create a Programme Project using Project Builder CJ20N 

RIG: Unassigned Commisssions Report 

2.2.3.  Assigning Initial Plan

The business can now commence preparing their ‘sandpit plan’ in BPS. This plan will be used for the

greenlighting decision.

Once the ‘sandpit plan’ is correct (as agreed with Embedded Finance), and after greenlighting, the sandpit

plan should be copied to ‘working plan’ and ‘approved plan’. This request in BPS will, via an Embedded

Finance approval workflow, trigger the PFA’s into releasing the project (see release below).

User guide : Planning and Forecasting Programme Projects

Helpcards:

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Planning Prog Spend using Projects

Understanding the Prog Spend Planning Screen

2.2.4.

 

Project Release

The PFA receives details of the confirmed budget for Availability Control purposes, and greenlight

meeting minutes, where they exist, which will be e-mailed from Embedded Finance.

A workflow from the business, Embedded Finance, is sent to the Finance Centre to request that the

‘sandpit plan’ be copied to ‘working’ and ‘approved’ plans. Once copied the project status should be

changed to RELEASED and the availability control set to value equal to or lower* than the approved plan

(*the Embedded Finance team can opt to lower the authorised spend limit to be used in Availability

Control in a separate e-mail request, if no such request is received then availability control is set at 100%

of the approved budget)

NB: A special arrangement has been agreed for Radio and Music Independent Production Unit whereby

all new WBS elements are automatically released on actioning a project set up or amendment request,

without further communication with the Radio and Music division and the working and approved plans

entered by period end by either the business or if required by the Finance Centre.

Help cards; Release a Programme Project CJ20, Set Availability Control on a Programme Project 

2.2.5.

 

Notification Of Project Release

The Project Manager (Production Manager) and BBC Finance Centre Production Accountant, if allocated

at this point, receive confirmation of the release of the project by an auto generated e-mail from the BBC

Finance Centre.

2.2.6.  Project Amendments

Any changes to a project structure or status will be submitted via mybusiness.gateway.bbc.co.uk using the

project amendment web form which is workflowed to the Finance Centre via a Divisional Authoriser. If a

project has been set up but is unsuccessful at the greenlighting stage, the Production Executive will

complete the project amendment web form instructing the project to be closed.

A PFA will manually enter the changes using project builder.

2.2.7.  Identifying Unreleased Projects

The Finance Centre use either CN41 or CN42N SAP R/3 reports to determine which projects have

been created during the day or selected period e.g. all projects created in the last week, month etc.

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 When either a Radio Independent project or a development project has been set up the PFA releases

 these projects without further confirmation from the business, all others require a workflow request from

BPS requesting copy over to approved plan from the business.

2.2.8.  Resourcing

 When a prospective production is at an advanced stage of planning (pre-greenlighting) the Production

Executive or equivalent should contact as soon as possible the BBC Finance Centre Resource Manager to

discuss the potential Production Accounting requirements e.g. how much of the Production Accountant’s

 time will be allocated to the project. Post-greenlighting a further conversation should take place to finalise

and agree these requirements. The BBC Finance Centre Resource Manager will then complete a PA

Engagement Form to confirm the scope and level of support the PA will provide on the production and

send this to the Production Executive for their reference. For further detail on this process refer to User

Guide Resourcing of Production Accountants in the Finance Centre 

2.3.

 

Process steps – Developmen t Project

2.3.1.  Approval

Development Projects do not require a commissioning reference, nor can they have 3 rd Level WBS

Elements. The workflow will therefore automatically create Development Projects in SAP without any

need for the BBC Finance Centre Programme Finance Assistant to “approve” a workitem. The Requester

will automatically receive an e-mail confirming that their project has been set-up via the workflow.

An example of the set-up form is included at the end of this document see appendix II.

Helpcard Create a Programme Project using Project Builder CJ20N 

2.3.2.  Release

 With a development project, the request for the project to be set up is also a request for the project to

be released. At the period end the Finance Centre PFA needs to make sure that a budget and forecast

(approved and working plan) exists for all new WBS elements in SAP, so that the period postings can be

performed. If not, then the PFA must contact the responsible person named in SAP R/3 and request that

 they do so, especially if there are actual costs present.

2.3.3.  Converting to Comm issioned

For development projects which are later confirmed as commissions the Finance Centre PFA will receive

a workflow request for the project to be amended from a Divisional Requester via Embedded Finance

who has approved its change in status. This will also include any changes in project structure required as

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a result of the change, e.g. additional WBS elements. An example of this web form is included in

appendix III.

Helpcard: Amending a Dev Project when Commissioned, Release a Programme Project CJ20N 

Once the additional WBS elements have been created production management will proceed to update

 the budget in BPS for the commissioned amount. This will go through the greenlighting approval process

as above for commissioned programmes.

Release of these additional WBS elements will be triggered by a BPS request to copy over a sandpit

budget to approved budget for the relevant W BS elements. This workflow will go once more via

Embedded Finance who will compare the submitted budget with the greenlight approval and authorise

 the additional budget objects for release.

2.3.4.

 

Notification Of P roject Release/Amend

BBC Finance Centre Production Accountant and Production Manager receive confirmation of the release

of the additional WBS elements by e-mail from the BBC Finance Centre Programme Finance Assistant.

2.4.

 

Outputs

Projects are properly set up and authorised for planning.

Projects are released for transactions according to divisional authorisations and confirmation of commission.

Development projects are amended to commissioned according to divisional authorisations and

confirmation .of commission.

2.5.  Hand offs

•  Email and workflow to business confirming project set up and released in order that the programme

can now go into production.

•   Workflow to business confirming project rejection, with any reasons why, so the business can amend

 the request and resubmit.

•   Workflow to business confirming project amendment and release.

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3.  Appendices

3.1.  Appendix I – Glossary of Terms

Term Description

BPS Business Planning and Simulation – Tool to forecast cost centre and project

expenditure

Commissioned

Project

A programme project with an agreed delivery date, costs will move from WIP to

‘delivered’ as part of the month end process when the date is met.

Development

Project

A programme project with no delivery date and will remain in WIP.

PRS Programme Registration System

GREENLIGHTING The process by which the budget of a project is agreed

 WBS Element

(Work Breakdown

Structure)

The hierarchy of the project, i.e. the way in which costs of the programme or strand

will be managed.

 WIP Work In Progress

PFA BBC Finance Centre Programme Finance Assistant

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3.2.

 

Appendix II – Sample project setup form

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3.3.

 

Appendix III – Sample project amendm ent form

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Document Version Control

Document File Name and Path

Name and path

K:\Future Finance Programme\Shared\Workstreams\Process Model\00 Process Team General\08 User Guides - Wave 4\05 Ready 4

PDF\Setting_up_a_Programme_Project_in_the_Finance_Centre.doc

Document Revisions

Date

of change

Document

version

Details

of change

Author’s initials

21st July 2006 V0.1 Draft document JH/KJ/GD/DJ

10 th Aug 2006 V1,0 Final document JC