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Avoid the mistakes that break next year’s project budget reporting! Walk through the steps required to close the year with SAP’s Project Systems and Investment Management. ...

Avoid the mistakes that break next year’s project budget reporting! Walk through the steps required to close the year with SAP’s Project Systems and Investment Management.

* Clarify the year-end role of Project Systems
* Describe two reporting methods within IM
* Explain the most efficient IM transactions
* Expand on Advance Commitment budgeting
* Identify the mistakes to avoid

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Presenting Closing The Year with SAP's Project System & Investment Management Presentation Transcript

  • 1. Closing the Year with SAP’s Project Systems & Investment Management
    • Presenter:
    • Kent Bettisworth
    • President & Executive Consultant
    • BETTISWORTH & ASSOCIATES
    • [email_address]
  • 2. Introduction
    • Learn to avoid the horrors that break next year’s budget reporting! Walk with me through the trick steps required to close the year with SAP’s Project Systems and Investment Management. Uncover the secret report treat every company needs! This session is certain to be a scream!
    • I will:
    • Clarify the role of Project Systems at year-end
    • Describe the two reporting methods within IM
    • Explain the most efficient IM budget transactions
    • Expand on Advance Commitment budgeting
    • Identify the mistakes to avoid
    www.bettisworthassociates.com
  • 3. What We’ll Cover …
    • Define ‘successful’ year-end close
    • Prepare to close the year
    • Open the new year
    • Complete the year-end close
    • Questions
    www.bettisworthassociates.com
  • 4. A Successful Year-end Close is…
    • New year program (IM) budget reflects management’s top-down direction
      • Funding structure and allocation is up-to-date
    • Top-down and bottom-up gap is measurable
      • Project wish list is refreshed and plans are current
      • New projects approved and funded if 1 st quarter start
      • Existing project plans and budgets are up-to-date
      • Project commitment delivery dates are up-to-date
    • Depreciation forecast is current
      • Projects are closed and placed in-service
      • Forecast in-service date updated for on-going and new projects
    • Advance Commitments funded for Future Years
      • Future years are budgeted and funded
    www.bettisworthassociates.com
  • 5. The Project Portfolio Process
    • Phase 1: Begin preparations for the upcoming cycle
      • Refresh the wish list
      • Update in-progress projects
      • Compare grass-root plans with executive guidance
      • Align budget with strategic goals
    • Phase 2: Finalize the budget
      • Adjust to market conditions
      • Complete the year-end close
    • Phase 3: Manage throughout the cycle
      • Control project expenditures
      • Adjust to market conditions
    www.bettisworthassociates.com
  • 6. Close the Year in 10 Easy Steps! www.bettisworthassociates.com Phase 1 Phase 2 Step Timing Object Step SAP Transaction 1 Before first IM27 Current Year Program Change structure Reassign projects IM22 IM05 2 Before first IM27 Current Year Program Assign version to new approval year Find projects not assigned to IM S_ALR_87003567 IMR8 3 Before first IM27, & after Appropriations, Projects, or Orders Add new, Close old, Update plan & depreciation, Update budget, Settle IMx,CJ20N, CJ40, CJ9C, CJ3x,CJ8x 4 -6 to -3 months New Year Program Create & Update new approval year program structure, plans, & budgets IM27 IM27_Repeat 5 First month of new year Purchase orders Update commitment delivery dates CJCF or KOCF 6 First month of new year Projects /Orders Prior Year Program Carry-forward project budgets Carry-forward program budgets CJCO or KOCO IMCAOV 7 First month of new year New Year Program Final update of new approval year IM27_REPEAT 8 First month of new year New Year Program Finalize new approval year plan Finalize new approval year budget IM35 IM32 9 First month of new year New Year Program Block new project assignment to prior approval year IM02 10 First month of new year Projects and/or Orders Distribute budget to projects Release budget IM52 CJ32 * 2 nd month of new year Prior Year Program Close old approval year IM27_CLOSE
  • 7. What We’ll Cover …
    • Define ‘successful’ year-end close
    • Prepare to close the year
    • Open the new year
    • Complete the year-end close
    • Questions
    www.bettisworthassociates.com
  • 8. Do not Open New Year Yet! www.bettisworthassociates.com Program - 2006 Program - 2007 Program - 2008 Measures Measures Measures Complete or Abandoned Complete or Abandoned New Projects & Wish List New Projects & Wish List Fiscal Year Change Fiscal Year Change Carry Forward Carry Forward Step Timing Object Step SAP Transaction 1 Before first IM27 Current Year Program Change structure Reassign projects IM22 IM05 2 Before first IM27 Current Year Program Assign version to new approval year Find projects not assigned to IM S_ALR_87003567 IMR8
  • 9. Is the Structure Current (IM22)?
    • Program - represents a portfolio of projects across multiple approval years
      • Do you need a new program?
    • Program position –reflects your organization’s method of funds allocation.
      • Has the structure or method of allocation changed?
      • Do projects need to be reassigned?
    www.bettisworthassociates.com Measures Project (WBS) Order Appropriation Project (WBS) Order Appropriation Project (WBS) Order Appropriation
  • 10. Reassign Projects (IM05)?
    • Reorganization of portfolio results in reassigned projects
    • Reassign in CURRENT year & BEFORE new approval year is created
    • Cannot transfer between programs
    • See OSS 192815 to reassign carry-forward projects
    www.bettisworthassociates.com
  • 11. Assign Plan Version to new Approval Year
    • Use S_ALR_87003567 to activate each IM approval year and plan version and,
    • To designate a default plan version for copying plan values from carry-forward projects to the program positions
    www.bettisworthassociates.com
  • 12. IMR8 - Find Missing Assignments www.bettisworthassociates.com
  • 13. Key Integration with Projects www.bettisworthassociates.com Step Timing Object Step Description SAP Transaction 3.a. Before first IM27 Projects and/or Orders Copy actual to plan for closed months CJ9C or KO15 3.b. Before first IM27 Projects and/or Orders Update project plans Update commitment dates CJ40 or KO12 ME22 3.c. Before first IM27 Programs Projects and/or Orders Adjust program budgets Adjust project budgets IM32 CJ3x, KO2x 3.d. Before first IM27 Projects Fund & Release 1 st Qtr new year advance commitments IM52, CJ32 3.e. Before first IM27 Projects and/or Orders Update depreciation simulation data CJ20N or KO02 3.f. Before first IM27 Projects and/or Orders Settle projects Close projects CJ8x, KO8x CJ20N ,KO04 3.g. Before first IM27 Appropriation Requests Refresh and plan 'wish' list IMA11, IMA12
  • 14. Update Project Planning (CJ9C) www.bettisworthassociates.com
  • 15. Adjust Budget & Fund 1 st Q Advances www.bettisworthassociates.com
  • 16. Update Depreciation Forecast
    • Enter the ‘Depreciation Simulation’ data on all capital investment measures and Appropriation Requests
    • Include the anticipated capitalization amounts in the depreciation forecast
    www.bettisworthassociates.com
  • 17. Year-end Mistake: Wish list out-dated or non-existent
    • Productivity enhancement
    • Capture pre-approval costs
    • Reflect plan costs in portfolio
    • Create new project
      • Copy plan values from appropriation request
    Mistake Result Solution Not integrating or updating proposed projects in your portfolio. (IMA12) Proposed project cost is buried in departmental overhead. You lack a complete picture of your project portfolio. Use appropriation requests (as of release 4.0) or planning projects to manage your wish list. Plan Values Plan Values
  • 18. Year-end Mistake: Projects Not Closed Mistake Result Solution Failure to timely close projects (CJ20N or KO04) Depreciation, both financial and tax, is inaccurate. Improve close-out processes. Maintain frequent reviews of projects beyond projected completion date.
  • 19. What We’ll Cover …
    • Define ‘successful’ year-end close
    • Prepare to close the year
    • Open the new year
    • Complete the year-end close
    • Questions
    www.bettisworthassociates.com
  • 20. Close the Year in 10 Easy Steps! www.bettisworthassociates.com Phase 1 Phase 2 Step Timing Object Step SAP Transaction 1 Before first IM27 Current Year Program Change structure Reassign projects IM22 IM05 2 Before first IM27 Current Year Program Assign version to new approval year Find projects not assigned to IM S_ALR_87003567 IMR8 3 Before first IM27, & after Appropriations, Projects, or Orders Add new, Close old, Update plan & depreciation, Update budget, Settle IMx,CJ20N, CJ40, CJ9C, CJ3x,CJ8x 4 -6 to -3 months New Year Program Create & Update new approval year program structure, plans, & budgets IM27 IM27_Repeat 5 First month of new year Purchase orders Update commitment past delivery dates CJCF or KOCF 6 First month of new year Projects /Orders Prior Year Program Carry-forward project budgets Carry-forward program budgets CJCO or KOCO IMCAOV 7 First month of new year New Year Program Final update of new approval year IM27_REPEAT 8 First month of new year New Year Program Finalize new approval year plan Finalize new approval year budget IM35 IM32 9 First month of new year New Year Program Block new project assignment to prior approval year IM02 10 First month of new year Projects and/or Orders Distribute budget to projects Release budget IM52 CJ32 * 2 nd month of new year Prior Year Program Close old approval year IM27_CLOSE
  • 21. Prepare the Investment Programs www.bettisworthassociates.com Step Timing Object Step Description SAP Transaction 4.a. -6 to -3 months Current Year Program Update next year plans & budgets (within current year) IM35 IM32 4.b. -6 to -3 months Current Year Program Fund next year advance commitments (within current year) IM32 IM52, CJ32 4.c. -6 to -3 months New Year Program
    • Create New Approval Year
    • Copy structure
    • Carry-forward measures
    • Carry-forward plan and budget
    IM27 4.d. -6 to -3 months New Year Program Analyze the bottom-up plans Update new year plans S_ALR_8701nnnn IM35 4.e. -6 to -3 months New Year Program Copy plans to budget Adjust for initial top-down budget NOTE: No budgets are released IM32 4.f. -6 to -3 months New Year Program Measure the budget gap Z121PLANBUDGT 4.g. -6 to -3 months New Year Program Repeat New Approval Year NOTE: Repeat steps 4.a to 4.g IM27_Repeat
  • 22. Adjust Current Year Program (IM35)
    • Assumes using Annual plans and budgets
      • Configured in IM program type
    • Must keep years in sync with carry-forward project annual plans and budgets
    www.bettisworthassociates.com Current Year Program
  • 23. Analyze Bottom-Up Project Plans www.bettisworthassociates.com Next Yr Initial Bottom-up Current Year Program
  • 24. Fund Advance Commitments (IM32)
    • In current year, fund 1 st quarter advance commitments
    • Eliminates unnecessary reduction in current year budget
    • NOTE: Applicable where using availability control
    www.bettisworthassociates.com Current Year Program
  • 25. Open New Approval Year (IM27)
    • Several months before the new cycle begins:
      • Update individual project plans and budgets first
    • Use the settings to create:
      • Funds allocation structure
      • Carry forward projects excluding completed or cancelled
      • Copy ‘project’ plan & budget values to new approval year
    www.bettisworthassociates.com
  • 26. Open New Approval Year (IM27) www.bettisworthassociates.com
  • 27. Two Options for Current Year IM Reporting
    • Option 2 - Current year plan-budget-expenditures
      • Carry-forward projects
        • Statistical values created and stored in IM database
        • Statistical values viewed in IM reports
      • Current projects
      • Standard SAP reports formatted for option 2
    • Option 1 - All projects, including carry-forward, are reported as ‘current’ (no statistical values stored in IM)
    www.bettisworthassociates.com Option 2 Carry-forward projects New projects Option 1 New projects
  • 28. Mistake: Create new Program (IM01) www.bettisworthassociates.com Mistake Result Solution The Investment Program short and long name contains a specific year. The short name cannot be changed. Confusion prevails when you refer to the program in future years. A program exists indefinitely. The short and long name should describe the type of program, and not reference a year. For existing programs: 1. Rename the long description. and/or 2. Create a new program & Stop carrying-forward the incorrectly named program. Examples of Bad Names: PLM01= Projects for 2001 or CAP2001 = Capital for 2001   Recommended Examples: PROMO = Marketing Promotion Or RD = Research & Development
  • 29. Mistake: Use IM01 instead of IM27 www.bettisworthassociates.com Mistake Result Solution Create a new program every year. (IM01) Projects and plan values are not carried-forward to the new year. You are unable to report across multiple program years. You are unable to reassign projects across years. Use IM01 only once when creating an initial program. Use IM27 for every approval year thereafter. Never use IM01 to create new approval years for the same program! Program X - 2006 Program Y - 2007 Program Z - 2008 Measures Measures Measures New Projects New Projects IM01 IM01 IM01
  • 30. Mistake: Never Using IM27 www.bettisworthassociates.com Mistake Result Solution Never using IM27 - Open New Fiscal Year You continue to add projects to the original program year resulting in increased overhead and maintenance. Prior year closed projects never drop from the reports. Always use IM27 to create a new approval year. Your project portfolio stays focused on the active projects you need to manage. Program in 2005 Program in 2006 Program in 2007 Old Measures Old Measures Old Measures New Projects New Projects
  • 31. Plan Reports for Analysis
    • These reports are only useful with updated plan data
    • The comparisons include:
      • Program only
      • Measures only
      • Program & Measures
      • Plan to Plan
    • Depreciation forecast
      • Must have the projected in-service date
    www.bettisworthassociates.com
  • 32. Analyze Bottom-Up Project Plans www.bettisworthassociates.com (S_ALR_87012813) Initial Bottom-up New Year Program
  • 33. Don’t Use IM34-Rollup Plan Values!
    • Eliminates the ability to report carry-forward projects separately from current year projects!
    • Old projects are treated as if always in new approval year
    www.bettisworthassociates.com
  • 34. Plan for New Year Programs (IM35) www.bettisworthassociates.com Use Carry-forward as a Basis New Year Program
  • 35. Determine New Current Plan (IM35) www.bettisworthassociates.com Manually Entered Programs with No Carry-forward Plans New Year Program
  • 36. Enter Initial Top-Down Budget (IM32) www.bettisworthassociates.com Use Planned Total as a Basis Initial Budget
  • 37. Entering Top-Down Budget Guidance
    • What value you enter depends on whether you use Method 2 or Method 1:
      • For Method 2: Enter the difference between carry forward budget and management’s top line number
        • This difference is the ‘current’ budget, in other words, the budget for the newly funded projects
        • The carry forward budget is already added as statistical value
        • Make certain you do not overstate ‘current’ budget
      • For Method 1: Enter management’s top line number
        • NOTE: There are no statistical values. All project funding must be created as ‘current’
    www.bettisworthassociates.com
  • 38. Populating the IM Budget
    • IM27 does NOT copy to ‘current’ year budget
      • Copies to ‘forward’ year budget
      • IM32 > Settings > Approval period > Forward <enter>
      • Values displayed in ‘Carry-forward’ columns/rows
      • Represent ‘statistical’ values for reporting
    • IM32 – Enter values manually or use Copy View
      • Copy View would usually use a % of ‘Planned Total’
    • IMCAOV – Carry-forward to next year
      • Works only within the same IM program approval year
      • Not across approval years!
      • Perform to maintain consistency between IM positions and projects by year; Definitely prior to final IM27!
    • IM64 – Copy Budget from old IM
      • Do not use unless restarting your program
    www.bettisworthassociates.com
  • 39.
    • These reports only useful with updated budget and plan data
    • Comparisons include
      • Program plan, budget
      • Measure plan, budget
    • All are formatted for carry-forward reporting
    • One critical report comparison you need is missing!
    Understanding the Gap www.bettisworthassociates.com
  • 40. Initial Gap (without a list projects) www.bettisworthassociates.com (S_ALR_87012813) New Year Program Bottom-up Gap Top-down
  • 41. Initial Gap – Carry-forward vs Current
    • Program managers planned additional $34,612,500 for current year
    • $16,225,000 carried forward from 2007 program
    • Management agreed to initially fund $31,420,525
    www.bettisworthassociates.com (S_ALR_87012813) New Year Program
  • 42. A Missing Report
    • For top-down versus bottom-up reporting,
      • Create report for Program Budget versus AR and Measure Plan
      • Copy form 121PLANBUD and modify as above
    Value type is: 47 39 1 & 10 www.bettisworthassociates.com
  • 43. Initial Budget Reconciliation with Measures – Bottom-up and Top-Down www.bettisworthassociates.com Top-down Bottom-up Gap New Year Program (Z121PLANBUDGET custom)
  • 44. Mistake: Advance Commitments funded in Current Budget! www.bettisworthassociates.com Carry Forward Carry Forward Program X - 2006 Program X – 2007 / 2008 Program X - 2008 Measures Measures Measures Complete or Abandoned Complete or Abandoned New Projects & Wish list New Projects & Wish list Fiscal Year Change Mistake Result Solution Future year advance commitments funded with current year budget. Current year available funds are reduced unnecessarily . PO delivery dates are wrong. Inefficient budget returns & supplements in 4 th quarter. Fund two years instead of one. Fund advance commitments in current year + 1 year.
  • 45. Advance Commitments
    • In current year, fund 1 st quarter advance commitments
    • Eliminates unnecessary reduction in current year budget
    • NOTE: Applicable where using availability control
    www.bettisworthassociates.com Current Year Program
  • 46. Helpful Reconciliation Tools
    • Comparison Checks
    • Negative values
    • Cumulative > Annual
    • Releases > Budget
    • Plan/Budget = Assigned
    www.bettisworthassociates.com
  • 47. What We’ll Cover …
    • Define ‘successful’ year-end close
    • Prepare to close the year
    • Open the new year
    • Complete the year-end close
    • Questions
    www.bettisworthassociates.com
  • 48. Close the Year in 10 Easy Steps! www.bettisworthassociates.com Phase 1 Phase 2 Step Timing Object Step SAP Transaction 1 Before first IM27 Current Year Program Change structure Reassign projects IM22 IM05 2 Before first IM27 Current Year Program Assign version to new approval year Find projects not assigned to IM S_ALR_87003567 IMR8 3 Before first IM27, & after Appropriations, Projects, or Orders Add new, Close old, Update plan & depreciation, Update budget, Settle IMx,CJ20N, CJ40, CJ9C, CJ3x,CJ8x 4 -6 to -3 months New Year Program Create & Update new approval year program structure, plans, & budgets IM27 IM27_Repeat 5 First month of new year Purchase orders Update commitment past delivery dates CJCF or KOCF 6 First month of new year Projects /Orders Prior Year Program Carry-forward project budgets Carry-forward program budgets CJCO or KOCO IMCAOV 7 First month of new year New Year Program Final update of new approval year IM27_REPEAT 8 First month of new year New Year Program Finalize new approval year plan Finalize new approval year budget IM35 IM32 9 First month of new year New Year Program Block new project assignment to prior approval year IM02 10 First month of new year Projects and/or Orders Distribute budget to projects Release budget IM52 CJ32 * 2 nd month of new year Prior Year Program Close old approval year IM27_CLOSE
  • 49. Carry-forward commitments (CJCF or KOCF) www.bettisworthassociates.com Mistake Result Solution Failure to carry-forward open commitments with past due delivery dates. (CJCF or KOCF) Available funds are over-stated. Run transaction CJCF and/or KOCF to move past due commitments to the first period of new year.
    • Before
    • After
  • 50. Carry-forward the Budget (CJCO or KOCO)
    • Make certain the financial year is closed
    • Repeat one last time
    • Previous carry-forward is displayed
    www.bettisworthassociates.com
  • 51. Mistake: Unreturned Budget Mistake Result Solution Failure to timely cancel or close projects and return budget funds CJ3x or KO2x). Budget funds are not available for allocation to other projects and/or projected budgets are distorted. Return unused budgets and close projects not later than the first use of IM27 and IM27_REPEAT in 4th quarter.
  • 52. IM27_REPEAT Final Update
    • After the financial year is closed:
    • Repeat one last time
      • Drop completed or cancelled projects
      • Copy latest project plans to portfolio structure
    • Finalize bottom-up plan
    • Select both, budget and plan carry forward
    • Changes reflect latest market conditions
    www.bettisworthassociates.com
  • 53. Revise Top-Down Management Guidance (IM32) www.bettisworthassociates.com Increase Budget By 10% New Year Program
  • 54. Repeat the Gap Analysis www.bettisworthassociates.com Top-down Bottom-up Gap New Year Program (Z121PLANBUDGET custom)
  • 55. Gap Analysis–General Value List Top-down Bottom-up www.bettisworthassociates.com New Year Program (Z121PLANBUDGET custom)
  • 56. Align Top-Down Strategic Guidance
    • Align ‘overall’ budgets with strategic goals (IM32)
    • Captures the expected direction of future spending
    www.bettisworthassociates.com New Year Program
  • 57. Reconcile Strategic Budgets
    • Analyze project plans to determine the size of the gap compared to the ‘overall’ strategic portfolio
    www.bettisworthassociates.com New Year Program (Z121PLANBUDGET custom)
  • 58. Lock New Project Assignments (IM02)
    • The portfolio for the new cycle is now active, so
    • New projects and project ideas should be ‘locked’ from the current portfolio
    • In this example, new projects are ‘locked’ from the CAPITAL-2007 program
    www.bettisworthassociates.com
  • 59. Distribute Budget to Projects (IM52)
    • Allocate funds to new projects
    • Supplement carry-forward projects
      • Normally you should not expect to supplement
      • Carry budgets to next year in the prior year program
    • Requires the Budget dist. overall indicator in the program type and/or position
    www.bettisworthassociates.com
  • 60. Release Advance Budgets (CJ32)
    • Budgeting process for advance commitments:
      • Fund a forward year (current year + 1)
      • Must use annual budgeting
      • Recommend using budget release (CJ32)
      • Avoids using current year funds for future year commitment
        • Enables accurate budget reporting
        • Enhances budget availability control
    www.bettisworthassociates.com
  • 61. Post Depreciation Forecast
    • Use SAP report S_ALR_87099918 (Primary Cost Planning) to post forecasted depreciation to cost centers
    • Posting to different cost center plan versions is also available
    • Actual depreciation will be posted to cost centers during monthly depreciation run
    www.bettisworthassociates.com
  • 62. Close Old Year (IM27_Close)
    • Enables Option 1 reporting
    • All projects report as ‘current’
    • No separate identification of carry-forward projects
      • Can still see prior year expenditures
      • Cannot separately report carry-forward plan or budget
    • Irreversible transaction
    • Prior year approval year’s no longer useable
    www.bettisworthassociates.com
  • 63. What We’ll Cover …
    • Define ‘successful’ year-end close
    • Prepare to close the year
    • Open the new year
    • Complete the year-end close
    • Questions
    www.bettisworthassociates.com
  • 64. Related OSS Notes
    • OSS 511631, Jan 2006, Reporting in old investment program after IM27_Close
    • OSS 444444, Dec 2005, Using IM27
    • OSS 845077, Aug 2005, General Value List report clarification related to the annual values setting
    • OSS 192815, Jan 2003, Reassigning measures after IM27
    www.bettisworthassociates.com
  • 65. Key Learnings www.bettisworthassociates.com
  • 66. Key Learnings Additional presentations available at: www.mysaptraininghome.com/documents Send e-mail to [email_address] to register for newsletter. www.bettisworthassociates.com
  • 67. Practicing What You Learn
    • Do you need SAP Access to practice?
      • From $59.95 per week to
      • $149 per month subscriptions
      • Systems available include:
        • Release 4.7
        • Release ECC6.0
        • BI 7.0
        • CRM 5.0
    Sign up for SAP Access at: www.bettisworthassociates.com/mysaptraininghome.html www.bettisworthassociates.com