<%@ Language=VBScript %> Project Management Detail


 

The Project Management Module involves maintenance of the Contract records  and printing reports from data created in the other modules. Billings and Receipts may also entered in this module. The General Ledger Transactions are sorted to allow for the printing of various Accounts Receivable Aging reports. Transactions involving Other Direct Cost  may be sorted to allow for the printing of detailed cost reports by Contract.

The Labor shown on the reports are from timecards entered via the Payroll Module. Other Direct Costs are summarized in the Contract Cost Record when the Accounts Payable (or other) Transactions have been posted. All Indirect rate calculations (Fringe, Overhead, and G & A ) are performed on a fiscal year-to-date basis using rates stored in a Provisional Rate Table or Contract specific rates stored with in the Project Record.  This calculation method allows for Mid-Year Rate changes.  Time and Material contracts use contract specific labor billing rates entered by the operator.

Click below for greater detail on the following subjects:

Numbering Structure Contract Description
Contract Record Project Status Reports
Contract Cost Record Billing and Burdening Rates

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NUMBERING STRUCTURE

The numbering scheme for the contracts is as follows:

bulletContract Number - 5 digits
bulletTask Number - 3 digits
bulletSubtask Number - 2 digits
bulletDivision - 2 digits
bulletPool - 1 digit

The first digit is an alpha character which indicates the type of contract:

bulletA = CPFF where fee is a percent of total cost
bulletB = CPFF where fee is a dollar amount per hour or labor
bulletC = CPAF with an award fee in addition to a percentage
bulletD = CPFF where fee is a percent of cost excluding G&A
bulletF = Fixed Price
bulletH = Time & Material where ODC's are loaded with G&A
bulletM = T & M where ODC's are loaded with G&A and fee
bulletN = Revenue is based on user input  (Commercial Contracts)
bulletP = Bid and Proposal (B&P)
bulletR = Independent Research and Development (I R&D)

Additional contract types may be set up to handle other billing types.

Digits 2 through 5 are for the internal number for the contract. It is not necessary to use all four digits.

Digits 6 through 8 are for tasks within a contract. It is not necessary to use all three digits. If there are no tasks on the contract you may leave the field blank, but it may be advisable to set up a task number 001 to make it easier to add tasks if it becomes necessary.

Digits 9 and 10 are for subtasks within a task. It is not necessary to use both digits. If there are no subtasks on the task leave the field blank.

Digits 11 and 12 indicate the division to which the contract belongs. There can be more than one division on a contract.

The last digit is the pool designator and is used to indicate which rates to use when costing the contract. There can be more than one pool on a contract.

EXAMPLE: You have a CPFF contract with 2 tasks, each of which are subdivided into 3 subtasks. Subtask 1 of both tasks uses the off-site overhead rate (Pool B); all others use the on-site rate (Pool A). The contract belongs to the Washington Office (Division 10) but the Virginia Beach Office (Division 20) is also working on Task 2, Subtask 3. The contract would be numbered as follows:

bulletTask 001 has 3 subtasks. Sub-task 01 is off-site
bulletA1000 001 01 10B - Washington off-site
bulletA1000 001 02 10A - Washington on-site
bulletA1000 001 03 10A - Washington on-site
bulletTask 002 has 3 sub-tasks. Sub-task 01 is offsite. Sub-task 03 is shared with Division 20.
bulletA1000 002 01 10B - Washington off-site
bulletA1000 002 02 10A - Washington on-site
bulletA1000 002 03 10A - Washington on-site
bulletA1000 002 03 20A - Virginia Beach on-site

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CONTRACT RECORD

A Contract Description Record for each contract, task, and subtask for which costs will be accumulated, is created in Project Management. A Contract Cost Record is created automatically from the Description Record.

BILLING RATES Labor Billing Rate Files (for T&M contracts) and Provisional Billing Rates are also entered in the Accounts Receivable Module.

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CONTRACT DESCRIPTION RECORD

A Contract Description Record is set up for each contract, task, and subtask which costs will be accumulated. The information contained in the Contract Description Record is as follows:

bulletFederal Contract Number
bulletCustomer Name
bulletAgency
bulletContract Title
bulletCotr Name
bulletAddress 1
bulletAddress 2
bulletContract Manager Name
bulletDivision Name
bulletType Contract
bulletTerms
bulletBilling Instructions
bulletProposal Number
bulletModification
bulletClose Contract

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THE CONTRACT COST RECORD

A Contract Cost Record is created when the Description Record is entered. The Cost Record contains summary information for Direct Labor, Other Direct Costs, burdens, fees, etc. and is updated automatically by CLOSER.

The items contained in the Contract Cost Record are:

bulletContract Value
bulletEstimated Cost
bulletFixed Fee
bulletFunded Dollars
bulletSales
bulletOverhead
bulletG & A
bulletFringe
bulletTotal Labor
bulletOther Direct Costs
bulletFee
bulletBacklog
bulletOverrun
bulletWithheld Fee

The items shown on the above are stored in 16 columns.

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PROJECT STATUS REPORTS

Most of the work done in the Project Management Module involves printing project reports from data originating in other modules.Project Status reports can be printed as needed throughout the month. The reports reflect timecards which have been entered and transactions (for ODC's) which have been posted:

bulletThe Direct Labor shown on the reports is printed from the timecard file. Timecards, which are entered in the Payroll Module, will print on the status reports as soon they are entered.
bulletOther Direct Costs shown on status reports are summary numbers which represent the G/L transactions posted during the month. A detailed supporting schedule of the ODC's can be printed after sorting the General Ledger. An ODC Reconciliation can be printed which compares the G/L Detail to the amount stored in the Cost record.
bulletAll burdening is done on a year-to-date basis. The FYTD burden is calculated and the previous months FYTD is subtracted to obtain the current month's burden. Therefore, anytime the rates contained in the Provisional Billing Rate Table are changed, contract reports will reflect the new rates.

The Monthly Cost Report shows direct labor (hours and dollars), burdens, ODC's, Fee and Revenue for the current month, the fiscal year-to-date, and the cumulative.

The Budget vs Actual Cost Report shows direct labor hours for the current month, fiscal year-to-date, and cumulative. The budgeted hours, loaded direct labor dollars and ODC for the same periods. The Budget vs Actual is the comparison of the budget to the cumulative expenditures.

The Vouchers Report is the Continuation Sheet for a public voucher. It shows direct labor hours and dollars, burdens, ODC's, Fee, and Invoice Amount for current and cumulative.

The T & M Profit Report compares loaded costs to billings and illustrates the profit percentage. The comparison is shown for both current and cumulative.

BILLING AND BURDENING RATES

 

LABOR BILLING RATES

Labor Billing Rate Files are used for two different purposes:

  1. To record the title and billing rate by labor category for Time and Material contracts. A table for each contract (or task if rates are different within the contract) must be created.
  2. To set up labor category titles for CPFF type contracts which differ from the default company titles.

 

PROVISIONAL RATE TABLES

In order to burden contract costs with fringe, overhead, and G&A when printing contract reports, rates must be entered in the Provisional Billing Rate Table. The rates are established by pool (e.g. A = On-site, B = Off-site, etc.)

The rates are applied to contact costs as follows:

  1. Fringe Benefit Rate is applied to Total Direct Labor.
  2. Overhead Rate is applied to the sum of Direct Labor plus Fringe Benefits.
  3. G&A is applied to Total Costs (including Direct Labor, Fringe Applied, Overhead Applied, and Other Direct Costs).

Contract specific Fringe, Overhead, and/or G&A rates may be entered in the Contract Cost Record and will override the provisional rates.

All burdening is done on a year-to-date basis. The FYTD burden is calculated and the previous months FYTD is subtracted to obtain the current month's burden. Therefore, anytime the rates contained in the Provisional Billing Rate Table are changed, contract reports will reflect the new rates.