Chapter 6 - Project Maintenance Software User’s Guide, BSA April 2013 6-1 Chapter 6 - Project Maintenance This Section Includes: 6.1 Project Definition and Use 6.2 Adding Projects

Fiscal Software User’s Guide, BSA April 2013

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Chapter 6 - Project Maintenance

This Section Includes:

6.1 Project Definition and Use

6.2 Adding Projects

6.3 Managing Deferred Projects

6.3.1 Allocations

6.3.1.1 Monthly Allocation of Deferred Values

6.4 Monthly Allocations Process

6.4.1 Project Deferral Dates

6.4.2 Set the month in Allocation Step

6.4.3 Save Search Criteria

6.4.4 Running Allocation Steps Each Month

6.4.5 Run Allocation Process for February

6.5 Managing Local Council Project Trees

6.5.1 Adding to the Project Tree

6.5.2 Cut-Paste on the Project Tree

6.5.3 Drag and Drop on the Project Tree

6.5.4 Printing the Tree

6.6 Recommended Project Tree Structure

6.6.1 Typical Reporting Groups of Projects

6.6.2 Standard for Deferred Project Groups


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6.1 Project Definition and Use Projects are tags that must be applied to transactions in the account string that helps the local council track financial

data by purpose, location, program or other definition. The control of projects is at the discretion of the council

based on organizational needs. Projects should be unique in meaning usage. They may be used in all three funds

and attached to any transaction. The software is configured so that a project code must be applied to each

transaction used in the system. Projects are synonymous with Cost Centers.

Projects can be created but not deleted. They can be made inactive, and later renamed for another use if desired.

6.2 Adding Projects Projects may be added at any time as needed by council operational changes. Projects may be up to 8 digits along

with a description.

To add a project, navigate to the following page.

Click on “Add a New Value”, enter your Business Unit and the new project number.

Then click on “Add”.

CAUTION: Other software that communicates with PeopleSoft may not be able

to handle more than the traditional 3 digit code. STANDARD: Projects used in

SellWise, Fundraising and Payroll should be 3 digit numbers.


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Then you can detail information about the project.

Sample of a project being added:

1. Description – Limited to 30 Characters – This will appear on reports.

2. Start Date/End Date – These are not important fields.

3. OPTION: Staff Responsibility may be assigned – Allows effective dates for new assignments.

4. OPTION: Project Status – Status is not required. You may track when the project is deferred and

non-deferred if you wish.

5. Correct History – Click this button prior to changing staff assignments in the past.

6. Save your work.


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OPTION: Sample of a project that is deferred until September

1. Description – Limited to 30 Characters – This will appear on reports.

2. Start Date/End Date – These are not important fields.

3. Use “+” and “-“ buttons to manage Project Status

4. Project Status – Enter a “Deferred” status on January 1 or the year then add a line. Add a

“Nondeferred” status in the month when the event occurs. (see below for a multiple year deferral)

5. Make sure the dates are oldest at the bottom to newest on top.

6. Correct History – If you are adjusting the past, click the “Correct History” button first.

7. Save your work.


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OPTION: Example of a Multi-Year Deferral – such as Jamboree

For each year where the project is deferred you must have a January 1 dated “Deferred” status

Add a “Nondeferred” status when the event occurs. Remember to keep the dates with the oldest at the

bottom or you will not be able to save your work.

Description Tab (Optional)


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6.3 Managing Deferred Projects Financial transactions related to projects that we label as camps, activities or special events have the possibility of

being deferred until the activity is completed. This is done because the receipt of income for a future activity is

considered an exchange transaction, but the goods or services being purchased are to be delivered in a future

accounting period. PeopleSoft treats this is two ways:

6.3.1 Allocations Allocations are a tool to move amounts from one account to another based upon some specific criteria. For

example, if there are expenses stored in an account that is generic to the councils that you wish to spread

over a series of accounts based on a percentage of usage, an allocation can be set up that reads the balance

of account A and creates a journal to move X% of that balance to account B, and Y% to account C etc.

Allocations are also the tool that is recommended for use in moving balances found in revenue and expense

accounts for activities, camps and special events during the months they are deferred

There are two sets of rules created for this purpose:

6.3.1.1 Monthly Allocation of Deferred Values

1. Tree-Deferred Activity Expense 2. Tree-Deferred Activity Revenue

3. Tree-Deferred Camp Expense

4. Tree-Deferred Activity Revenue

5. Tree-Deferred Special Event Expense

6. Tree-Deferred Special Event Revenue

These rules are used at the end of each

month (period) to move any revenue and

expense balances for deferred camps,

activities and special events to deferred

accounts. The journal that moves the values will reverse on the first day of the next period. These rules

should be used for deferrals in January through December of each year, and then the project tree

should be updated for use in the next year.

6.4 Monthly Allocations Process Camps, activities and special events conducted by local councils often will be deferred for a period of time

pending the completion of the event. Fees may be collected and expenses paid in anticipation of a future event

and by accounting rules they are considered “deferred” to a future period. Deferred expenses will report as an

asset on the Statement of Financial Position. Deferred revenues will report as a liability on the Statement of

Activities and Changes in Net Assets and the Statement of Operation. When the event is completed the

incomes and expenses are no longer considered deferred and should then appear in their normal setting on

statements as income and expense.

Historically, local councils have preferred to initially record deferred incomes and expenses in their normal

accounts and use software to display them as deferred on statements. That historical process is in accordance

with common accounting practices. In PeopleSoft this is accomplished by monthly journals that move values

from income and expense accounts to actual deferred accounts. To manage the deferral of income and expense

for deferred projects, there are specific steps that will need to be taken each month.


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6.4.1 Project Deferral Dates At the beginning of every year each council should update the project tree with respect to all projects that

have any deferred periods in the coming year. You should work from a checklist of projects that are camps,

activities or special events.

If you choose the option of tracking deferral dates on each project code described above, you may use this

query to see what projects are deferred in January of each year.

Follow the bread crumbs above and search for the query “LC_PROJ_JAN_DEFERRED” Select your

business unit and 01/01/2XXX through 01/31/2XXX.

Download it to Excel® for printing

Reminder: Projects should be listed on the project tree under the deferred node in

months that they are in a deferred status. For example a camp that closes in August

would be deferred in each month from January to July but not in August. National

Jamboree for a year where it is not conducted would be deferred in each of the 12 months

of that year.


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6.4.2 Set the Month in Allocation Steps Navigate to the allocations steps for your business unit and update each step to read the January

deferred tree node in each of the steps as indicted below. Start with the Tree-Deferred Activity

Expenses step on the list.

1- Find an Existing Value

2- Enter your Business Unit

3- Enter “TD” and Click “Search”

4- Select the first step: TD-ACT-EXP Tree Deferred Activity Expense


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Once you click on the step, it will open the page where you will update the tree node to find the

deferred projects.

1. Click on the “Pool” tab.

2. Find the “Pool Fields” blue ribbon – Click on the “View All” link.

3. Scroll down to the bottom of the page where you will see the section below…

1- Click on the search icon and find the deferred tree node for the month you are about

to close. In this case the “01-JAN-DEFERRED” node.

Click the “Save” button.

After a save, you should scroll down again tand click on “Next in List” to go to the next Step.


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Update the monthly tree node in all six steps.

Your next list will be the “Defer Activity Revenue” where you will repeat the process of the

Pool tab, View All, select the proper deferred month on the project tree and save.

Complete this for all 6 projects:

TD-ACT-EXP TD-ACT-REV

TD-CMP-EXP TD-CMP-REV

TD-SPE-EXP TD-SPE-REV

To Run Allocations in January (and ensuing months):

Navigate to the Allocation Request page

1. Click the “Add a New Value” tab

2. Run Control ID: “Allocation-Request (No spaces allowed)

3. Click on “Add” to create the Run Control. After initial creation, it may be searched and

used in the future. You should only need one control for this effort.

NOTE: It may be useful to run any Project Management Reports that you

desire PRIOR to processing the Allocation for the month if you wish to review

revenue and expenses before they are moved to deferred accounts.


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The run control details are then entered.

1- Process Frequency – Select “Always” from the dropdown list.

2- Unit – Enter your Business Unit.

3- Allocation Group – Search for “MONTH-DEF”

4- Request Date Option – Select “As of Date” from

the dropdown list.

5- As of Date – Put in the end of the month for which

you are processing allocations. In this case,

01/31/2103.

Note: Do not change Output Options or Description

5- Save your work – The next time you will only need

to change the date to the next month and run again.

6- Click the “Run” button – On the next screen –

Select a server and Click “OK”.

WARNING: You may receive a “Warning” message which likely indicates that one or

more rules did not find any transactions to move. This is entirely possible, for

example, if one deferred project list had revenue but no expenses yet, or if there were

no deferred projects of one of the types (activity, camp or special event).


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To check for completion, search for journals at the end of January with a source code of “ALO”. The

reversals should be posted on February 1. To perform such a search, see the below:

1. Business Unit

2. Journal Date – Set option to “Between” and enter the earliest date (in this example May 15).

3. Set end date – Enter the latest date (in this example June 15).

4. Source – All allocation journals are “ALO”.

5. Click Search

That search should yield the listing below:


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1. Click on the “Journal Date” header to sort – You may sort by any of the columns by clicking on the

header.

2. These are the deferral entries for January 31 – They move the revenues and expenses to deferred

accounts.

3. These are the automatic reversals on February 1 – They move the values back to revenue and

expense accounts.

6.4.3 Save Search Criteria

To save the criteria for a

commonly used search, click

on the link at the bottom of

the page labeled “Save

Search Criteria”.

1. Name of Search – Give your search a

name so you can recognize it again

2. Save your search.

Using the search again.

Navigate to the “Create/Update Journal

Entries” page.

Hint: It is a good idea to save this search criteria so that when you run it again, all

you need do is change the date range. Search criteria can be saved for various

searches you perform regularly.


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1. Click the drop-down for “Use

Saved Search”

2. Select your saved search

3. Make needed changes to the

date range

4. Click “Search”

6.4.4 Running Allocation Steps Each Month (repeated for each month through December as the last step of Month-end process.

1- Start on the “Find an Existing Value” tab.

2- Enter your business unit

3- Enter “TD” and click on “Search”

4- Select the first step from the list.


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On the next page:

1. Click on the Pool tab.

2. Click on the “View All” link on the “Pool Fields” blue ribbon.

3. Scroll down to the bottom where you will manage the deferred projects.

1- Click on the search icon and find the deferred tree node for the month you are about to

close.

2- Click the “Save” button.

3- Click on “Next in List” to go to the next Step.


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Update the monthly tree node in all six steps.

Your next list will be the “Defer Activity Revenue” where you will repeat the process of the

Pool tab, View All, select the proper deferred month on the project tree and save.

Complete this for all 6 projects:

TD-ACT-EXP TD-ACT-REV

TD-CMP-EXP TD-CMP-REV

TD-SPE-EXP TD-SPE-REV

6.4.5 Run Allocation Process for February

Navigate to the “Allocation Request” page as below. Search for your run control and open this

page.

1- These first 4 fields should be correct from your last save in January. If not update as shown here.

2- As of Date – Put in the end of the month for which you are processing allocations. In this case,

02/28/2013.

3- Save your work – The next time you will only

need to change the date to the next month and run

again.

4- Click the “Run” button – On the next screen –

Select a server and Click “OK”.

NOTE: It may be useful to run any Project Management Reports that you

desire PRIOR to processing the Allocation for the month if you wish to review

revenue and expenses before they are moved to deferred accounts.


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You may search for the ALO Journals to see that they processed and posted.

6.5 Managing Local Council Project Trees The local council Project Tree is the replacement for the Group Codes in ScoutNet.

The council must maintain the tree for reporting purposes. The tree should have nodes for any

reporting options the council wishes to use such as Camping, Activities etc. Under those main nodes

would be nodes for other groupings such as Camp A, Camp B, Day Camps, and Council Training etc.

There would normally be nodes for such other things as:

Administration Offices, Departments etc.

Camping Camp A, Camp B, Day Camps ec.

Activities Council Activities, Dist 1 Activities, Dist 2 Activities etc.

Funding Special Events, Annual Campaigns, Project Sales, Product Sales etc.

Staff Projects listed by position, DFS, DSS, FD, PD, Dist 1, Dist 2 etc.

Deferred Here you should have a node for each month in the standard format:

01-JAN-DEFERRED

02-FEB-DEFERRED – etc.

Others as desired

WARNING: You may receive a “Warning” message which likely indicates that one or

more rules did not find any transactions to move. This is entirely possible, for

example, if one deferred project list had revenue but no expenses yet, or if there were

no deferred projects of one of the types (activity, camp or special event).

NOTE: Repeat for the same steps above for March through December. At the

end of each month repeat the Allocation Request process from above using

the tree node on ALL SIX STEPS that applies to the period you are about to

close. In December, it should only be those projects that are deferred over the

year end such as Jamboree, Philmont or early next year events.


Navigate to the bread-crumb trail shown and search for your business unit projects tree:

1- Click the “Find an Existing Value” tab.

2- Enter your Business Unit

3- Click the Search button

4 - Click on the link to “LXXX Project Tree”

The local council should not try to create a new tree. There are complex

parameters that need to be set correctly depending on the use. If you

feel the need for an additional tree, please submit an incident to the

National Support Center for assistance.

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When you click on your Projects tree you will see:

Click on a “Node” that you wish to work

with and you will see several icons:

= Expand Node

= Insert Sibling Node – Same level

= Insert Child Node – Level below

= Insert Detail – Load projects

numbers here.

= Update Node Properties (not used)

= Edit Data (Change the

Description of the Node)

= Delete Node (deletes the node and all branches and leaves beneath)

= Cut Node (to attach somewhere else)

= Branch (NOT USED)

When you have selected a Node with “Cut”, and then click on another node for insertion you may see

one or both of these icons:

= Insert as a Sibling to this Node

= Insert Child to this Node


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6.5.1 Adding to the Project Tree If you wish to add a new node under “All Projects” named “Funding” (for example).

Click on the “All Projects” node. Then on the Symbol for “Insert a Child Node” as shown.

Fill in the desired name “Funding” then click on “Add”.

HINT: This field below is difficult to type in so you may want to open a blank Word® document

and type it there then copy and paste. If you type quickly, you will be OK in the raw field.

HINT: The description below is that which will print on reports

when you select this tree node for combined reports. This name

can be modified later if you are unhappy with your first effort.


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Now click on “Funding” and then on the “Insert Child Node” icon as below to add a type of

funding.

Let’s add a node for Special Events.

NOTE: If the Tree Node Name has two words, use a -, or _ between.

NOTE: Each node of the tree must have at least one detail at the bottom of the

node structure in order for the tree to be saved and “Valid”. If a node no longer

contains any detail it must be deleted.


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Now we can add specific special events by project number by clicking on “Special-Events” and

then on the Green Leaf to add detail.

You should add projects by single numbers for clarity on report printing later.

Enter the project number you wish to add – must be an active project in your data. Click “Add”.

The result will be…..

Add other Special Events as needed. Save your work.

NOTE: In this field, you cannot do a look-up of projects – have a handy list.

You should add projects one at a time and not a range. This will facilitate

better reporting later.


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6.5.2 Cut-Paste on the Project Tree

If you place a node or leaf in the wrong place, or need to move it for any other reason it is

not necessary to delete and recreate the node or leaf. You may move it. Moving a node

will also move all the nodes and leaves underneath that node along with it.

To move 115 under Special Events, click on 115 and then the “Cut” Icon .

That will highlight the 115 line. Then click on the “Special Events” node, and a new icon

will appear to allow pasting as a child under “Special Events”.

Click on that Icon and the 115 project will move.

This same procedure is used to move a node and all that is under it to another location on

the tree. You may paste these nodes as either a child or a sibling to the one you want.


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6.5.3 Drag and Drop on the Project Tree An alternate method of movement is available using the drag and drop method.

Click on the node or detail you wish to

move and drag it to the node where

you wish to attach it. You will see a

little green check mark on locations

where you are allowed to drop the

selected node or leaf.

You will see a small red X where you

may not drop the node of leaf.

NOTE: The particular order of leaves or nodes under their parent is not important

for reporting purposes. However, order can be very helpful visually in the

management of projects on the tree.

When you add a node as a sibling the new node it will be inserted just below the

node you select to complete the addition. When you add multiple nodes or detail

as children, they will insert at the top of the child list below.

Be sure to save your work…..


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6.5.4 Printing the Tree If you wish to have a printed copy of the Project Tree…

1. Click on the “Expand All” link.

2. Click on the link “Print Format” on the blue ribbon.

3. Use CTRL-P and send to a printer.


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6.6 Recommended Project Tree Structure While each local council is quite different, the pattern recommended for Project Tree structure is

below.

6.6.1 Typical Reporting Groups of Projects


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6.6.2 Standard for Deferred Project Groups

Projects that are deferred for certain months in the fiscal year should be listed using the

standard below. These nodes will be used in the monthly allocation of deferred revenue

and expenses throughout the year. As new activities, camps or special events are added,

they should be added to the tree. As dates change adjustments should be made to the

tree to reflect the date change in the deferral process. As projects are discontinued, they

may be removed from the tree.

Deferred Projects Listing Standard

Documents

Chapter 6 - Project Maintenance Software User’s Guide, BSA April 2013 6-1 Chapter 6 - Project Maintenance This Section Includes: 6.1 Project Definition and Use 6.2 Adding Projects