06/07/2018

TXDOT PROJECT COSTING –PEOPLESOFT PROJECT SETUPSFinancial Management Division

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Table of contents

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5-6

7-13

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25-27

3-4

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Flow Charts

Key Terms

Project Setups – General Information

Project Setups – Funds Distribution

Queries & Reports

Additional Activities & Error Messages

Contact Emails and Training Modules

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Partial Multi System Flow Chart

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FAFOS

Site Manager FAID

FHWA FMIS

Automatic Interface Between Systems/Modules

Manual Load Between Systems

DCIS – Design Construction Information SystemFAFOS – Federal Aid Funding Obligation SystemFHWA FMIS – Fiscal Management Information SystemFAID – Finance Accounting Inactive Projects Database

DCIS

FPAA and MPA(s) Processed

FPAA – Federal Project Authorization and AgreementEstablishes initial obligation amounts for phase(s) of work

MPA – Modified Project AgreementSubmitted to increase or decrease the federal obligation due to actual low bid, cost overruns or cost underruns, and final closeout

PeopleSoft Project Costing

PeopleSoft Accounts Payable

PeopleSoft Customer Contracts

PeopleSoft Billing

PeopleSoft Accounts

Receivable

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Project Set Up Overview

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Key Terms

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Key Term Definition

Project Costing Business Unit (PCBU)

A business unit in Project Costing is defined as an operational subset of the organization. Ex: 60172, 60173, etc.

CSJ Control Section Job

Project AKA “Project ID”

Project is the core project costing Chartfield that captures information for project accounting. DD + CSJ in 60172,60173, & 60176. Ex: 02160101031

(Source) Activity Project component used to capture and collect costs for a specific phase of work

Distributional Activity Determines how expenditures are funded for a given transaction. Ex: Federal, State, Local, or/and Bond

Source Analysis Type Assigned to individual transactions to identify where thetransaction is coming from. For example: Transactions with an ACT are coming from the accounts payable module, transactions with GLE are coming from General Ledger, etc.

Distributional Analysis Type

Distinguishes the funding as federal, state, local, or bond. Ex: FDF, FDS, FDL, or FDB

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Key Terms

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Key Term Definition

Funds Distribution Funds Distribution is the process of distributing funding by applying Funds Distribution rules to incoming transactions and assigning costs accordingly.

Fund Source AKA “Resource Category”

It enables you to know how the costs are being funded, whether federal, state, bond, or local. Ex: 0006, M001*The “Fund” field used to complete chartfields is a different field, but is often confused in conversation.

Demo ID AKA “Resource Subcategory”

The Demo ID is a subcategory of a funding source that is classified as earmarked. Ex: TX123

Threshold Amount AKA “Obligation Amount”

Funding limit dollar amount for a specific line or sequence of funding

AFA Advanced Funding Agreement

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Business Unit Overview

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Project setups in these business units are handled by the FIN Project Ledgers team

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How Projects are Set-Up in PeopleSoft Project Costing

The majority of projects are extracted from DCIS

– State Letting Projects, Non-Letting Projects, and Local Letting Projects

Usually setup in two phases

– PE phase

• CSJ to PeopleSoft should only be requested when it’s ready for design work

– Once a project ID is set up it cannot be reused

• Push to PeopleSoft is indicated by a date on the PE DCIS (P11) screen

– Construction and CE phase

• Push to PeopleSoft indicated by an actual let date on the Project Info DCIS Screen(P01)

• State Letting projects, set up process begins after monthly Letting

– Projects are made active in PeopleSoft after Award by Commission

DCIS funding information directly impacts how projects are set up in PS and how expenditures are distributed

*Missing/incorrect DCIS information may delay project set up*

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DCIS Inbound Interface

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Creates and updates Projects and Activities

The Inbound interface from DCIS:

Creates and updates Project Attributes

Creates and updates Fund Distribution Rules

Creates and updates Customer Contracts

Initiated by Letting Management Uses information from P01, P02, P2C, P2D, P03, P04, P05, P11 Three day/two night process

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DCIS P11 Screen – PE Phase

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PE push to PeopleSoft is initiated by the Letting Management coordinator assigned to that district Letting coordinator enters the date into the “PE Date” field and the interface

process will begin that night

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DCIS P01 Screen

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Project Attributes Page

DCIS is the source for all projects in PCBU 60176

– Project ID

• In PS, the project ID consists of the district/division followed by the CSJ (Ex: 02160101031)

– P01 SCREEN: Project Class, Authority Description, Highway Number, County, TxDOTproject number

– P02 SCREEN: Low-Bid Amount, Sub-receipt/Vendor field

– P03 SCREEN: Urban/Rural Code

– P05: Primary CSJ

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Project Attributes Page

Some fields are derived from fields in DCIS and then programming within the interface is used to populate the fields in PeopleSoft.

– Site Manager Contract No.

– Primary CSJ

– CE Percentage

– Prorate Flag(Derived from P05)

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DCIS Interface- Funds Distribution

“Waterfall” based on the P02 and P2C screens

Funding from P02 screen will be used on activities in the following order:

1) CNST

2) CNSTF

3) CE

P02 screen MUST have an open line of funding

PSFT does not track Cat or Work program

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Funds Distribution

Contains funding rules & controls how projects pay out

“Waterfall” funding is set up in Funds Distribution –through the use of Sequences

Expenditures : Once sequence 1 is fully exhausted the remaining flows through to sequence 2. Once sequence 2 is fully exhausted all remaining expenses will flow through to catch sequence 3.

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Catch sequence indicated by twelve 9’s

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PSFT Total Project Cost – Calculating Threshold Amounts

For all construction CSJs that are let through Site Manager, Finance has additive percentages that are added onto the low bid to come up with a more accurate estimate of what the project will cost.

Rates based on project class, derived from historical data

Contingency (CONT%) – Estimated amount of changes to bid items or work that fall below the threshold for creating a change order

Potential Change Order (PCO%) – Estimated amount of changes orders that will likely be approved and applied to the CSJ

Construction Engineering (ENG%) – Estimated costs for engineering and time charged by TxDOT during the construction phase

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Summary of Project Setups

DCIS houses important information on numerous screens that is used to setup projects in Project Costing

– Project attributes come from the P01, P02, P04, & P05 screens

– Project fund distribution rules come from the P02 & P2C screens

It is crucial for the information in DCIS to be accurate in order for the project to be setup correctly

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Running Queries

Main Menu>Reporting Tools>Query>Query Viewer

Must have at least PROJECT COSTING (PC) READ ONLY user rights – Call 512-266-6328 or submit a TxDOTNOW ticket if you need this access

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Running Queries

To search for a specific query, enter all or part of the query name and click Search

– Click ‘HTML’ link to view in a web browser or ‘Excel’ to pull it up in a spreadsheet

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Running Queries

Multiple parameter combinations may be used to run the X_PC_EXP_BY_PROJECT_DETAIL query.

Business Unit and Project ID were used here.

Click View Results

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Query: X_PC_EXP_BY_PROJECT_DETAIL

Rate % for each sequence adds up to 100%

Each activity has a “catch” sequence

Analysis Types

To re-distribute any expenditures a PeopleSoft adjustment is needed

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Catch sequence for activity CNST

Analysis Types

Sequence adds up to 100%

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Common Analysis Types

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Analysis Type Description Description of Use

FDF Federal Distribution Federal expenditures after funds distribution processing

FDA Advanced Construction Advanced construction expenditures after funds distribution processing, expenditures with this analysis type cannot be billed to the federal government

FDS State Distribution State expenditures after funds distribution processing

FDB Bond Distribution Bond expenditures after funds distribution processing

FDL Local Distribution Local expenditures after funds distribution processing

TDC TDC Distribution Transportation development credits used as the match and billed to FHWA. This occurs after funds distribution processing

SPO Sponsor ReimbursementDistribution

To account for the non-cash match for the local participants

INK In‐Kind Distribution In kind contribution expenditures after funds distribution processing

L- - Last Distribution/Catch Sequence

When federal funds are involved, it allows borrowing within the same fund source and same federal project number

Complete list can be found under the PeopleSoft References link on the FIN TN page

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Common Queries & Reports

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Query/Report Name Description

X_PC_EXP_BY_PROJECT_DETAIL Funding & LTD expenditures at the project ID, federal project, TxDOT project number or SiteManager level.

X_PC_PRIMARY_SECONDARY_CSJ Provides all projects ID within a SiteManagercontract number. Lists the CE% and pro-rate flag

X_PC_AH_DIST_PROJ_LTD Life to date expenditure details such as account, voucher number and supplier ID

X_PC_FED_PROJ_RESOURCE_DETAIL Pulls entire Project Resource table transactions for a project ID, federal project number, TxDOTproject number, or SiteManager Contract No.

X_PC_RECV_SUMM_QUERY Provides receivables summary details for local entities

5202 Report General project expenditure details based on various search criteria

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Common Navigations Queries & Reports

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X_PC_EXP_BY_PROJECT_DETAIL Instructions:

Common navigations:

Expenditure 5202 Report Instructions:

PDF File

Microsoft Word Document

PDF File

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Additional Activities

PE-ADM

– Used for TxDOT time charges while funding agreements are created

– 100% state funded

– Currently only for off-system bridge projects

CNSTF-AAH

– Submit Abatement/Asbestos Removal Request Form (resource type 225)

• Request form is on the TNtoday FIN Page under FIN Applications tab

• Notifies Ledgers and Letting Management

– Any work that is done before the FPAA is authorized would not be eligible for federal reimbursement

CE-C

– Redesign of plans Consultant Engineering Coordinated with PEPS

– Can only be setup if the project has gone through letting

– Will be funded the same as PE

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Check that the correct PCBU, Project ID and source activity are being used

Contact a FIN Project Ledger’s employee for assistance-Justin Lawson-Sarah Bohuslav

For PE activity, please contact your Project Coordinator in Letting Management

Error Messages

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Error Messages

Budget related error messages

“SRCACT No Budget Exists”

– the combination of activity and source type is not valid in the system

“ORG No Budget Exists”

– the Budget Chartfield string that you are attempting to charge to is not yet set up in the system

“APPROP No Budget Exists”

– the Appropriation (Class) being used for charges does not exist or does not have enough budget for the payment

"Chartfield combination CLASS_FLD ACCOUNT_CNTRT; Invalid Chartfield combination“

– combination within your chartfield string is incorrect

FIN Budget Analyst should be contacted to assist with error

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Contact Emails & Training

Contact Emails

For questions please contact the below mailboxes:

Initial project setups - FIN_PROJECT_LEDGERS

Local participation - FIN_Local-Participation

Federal inactive projects – FIN_UrgentReviewOfFHWAInactiveProjects

Project status changes – FIN_PSFT_Status_Changes

Training

From the ELM homepage, look for this training:

– DEV505 – PSFT Third Party Funding

From this link: http://crossroads/org/erp/ERP_KnowledgeCenter.html, look for this training:

– DEV334 – Maintain Projects

– DEV343 – Managing Contracts

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Questions

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