Emergency Works: Item Allocation and Distribution Guide
This guide outlines the steps required to distribute the approved allocation to selected project phases.
Once the allocation has been approved at the item level, the Asset Manager will receive an email notification and the funding can be viewed in the Financial Planning tab of the item.
The Asset Manager is now able to allocate the amount across the project phases in the Allocation Distribution screen.
Pre-requisite: It is a prerequisite that the initiative and item must have already been set up, allocation has been approved and a project has auto-created.
There are three key SAP system steps to allocate and distribute the approved funds:
Step Who does it
1. Check updated allocation and funding approved status.
HNO Asset Manager
2. Distribute allocation across phases of project for each year there is allocation for the project.
3. Re-distribute the allocation within the months of the year.
4. Display forecast.
The steps to distribute the allocation across project phases are detailed below. Use either the quick-step procedures below or the detailed procedures which follow.
Important note: Do not save at any time until the final step in the process (3. Display Forecast) is completed. When distributing for the first time following project creation there is no forecast. Once allocation is fully distributed correctly and saved, this copies and creates the initial forecast.
1. Check Updated Allocation and Funding Approved Status
Access the item through the initiative screen by using the menu path: Portfolio and Project Management > Portfolio Initiatives then follow the steps below to view updated status and allocation approval.
Step Action
1. Search for item by going to initiative then select the relevant emergency works item (e.g. SEW Flooding and Damage at Christchurch).
2. Check that the status of the item on the General Information tab has updated to
‘Funding Approved’.
3. Click on the Financial Planning button on the Financial Information tab to view the allocation.
Result: The allocation line displays in the Financial Details screen.
2. Distribute Allocation across Project Phases
Access the transaction using the menu path: Portfolio and Project Management > Project Management > Allocation Distribution then follow the steps below:
Step Action
1. Look through the list of projects in the Projects section of the Project Allocation Distribution screen.
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If the project to update appears in the list, go to step 4.
•
If the project to update does not appear on the list, go to step 2.
2. Click the Back button.
3. Do the following:
•
Search for the project to update its allocation distribution by using any of the available search parameters (e.g. Project Manager, Region etc.) in the Search Criteria section of the Project Allocation Distribution screen.
•
Click the Search button.
Note: It is recommended that you search by entering your own name in the Project Manager field. Searching in this way will display all projects of which you are the project manager, plus all projects where you are not the Project Manager, but are a Phase or Task Manager.
4. Select and highlight appropriate project in the Projects section of the screen.
Result: The associated phases of the project displays below showing the approved allocation in the Remaining Allocation row.
5. Assign relevant amounts from the Remaining Allocation row down to the phases for every year’s allocation as per example below for years 2014 and 2015.
Note: After each entry, press Enter to update the running total in the total allocation and remaining allocation rows:
2014 2015
Remaining allocation 0 0
Fees 150,000 152,000
NZTA Managed Cost 200,000 250,000
Physical Works 450,000 275,000
Total Allocation 800,000 650,000 Note:
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The Allocation must be fully allocated across the phases otherwise it will not be able to be saved. Do not save yet.
•
Columns highlighted in orange (e.g. 2014) are available to be expanded to
show the periods or monthly breakdown of allocation evenly distributed
across periods/months (e.g. 2014) by clicking the Show Periods button.
3. Re-distribute the Allocation across Periods
View and edit the existing allocation and allows for the shift of money in one phase from one period to another following the steps below.
Step Action
1. To view and edit allocation for a particular year do the following:
•
Ensure the relevant year column is highlighted orange (e.g. 2014).
•
Click the Show Periods button.
Result: Displays the total allocation evenly distributed across the remaining months of the year (e.g. November to June $56,250 for Physical Works phase).
2. Change the allocation amount (e.g. for November against Physical Works from
$56,250 to $66,250).
Result: The remaining allocation will change and now displays (e.g. -10,000).
3. Allocate the allocation amount (e.g. $10,000) against another month (e.g. December $46,250).
Result: The remaining allocation will updated (e.g. to 0).
4. Click the Hide Periods button.
5. To view and edit another year’s allocation to shift money in another phase
between months, press the right hand arrow key (i.e. Show next yr monthly detail) to move to the required year.
6. Click the Show Periods button.
7. Edit a phase amount as described in steps 2 to 3.
Note: Do not save yet.
4. Display Forecast
By clicking the Show Forecast button you are able to view and compare your current forecast and allocation.
Note: On initial allocation distribution there is no forecast at project level and this is created upon saving your allocation distribution.
Display the forecast using the steps below.
Step Action
1. Click the Show Forecast button.
Result: Forecast line showing zero is displayed
2. Click Hide Periods to view yearly allocation with forecast line displaying zero.
3. Click Save.
Note:
•
The allocation has now copied to create the initial forecast.
•
When completing subsequent distributions the forecast can be viewed for
information only - but not edited.
1. Check Updated Allocation and Funding Approved Status (Detailed procedure)
Access the item through the initiative screen by using the menu path: Portfolio and Project Management > Portfolio Initiatives then follow the steps below to view updated status and allocation approval.
1. Search for item by going to initiative then select the relevant emergency works item (e.g. SEW Flooding and Damage at Christchurch).
2.
Check that the status of the item on the General Information tab has updated to
‘Funding Approved’.
3. Click on the Financial Planning button on the Financial Information tab to view allocation.
Result: The allocation line displays with approved funding:
2. Distribute Allocation across Project Phases (Detailed procedure)
Access the transaction using the menu path: Portfolio and Project Management > Project Management > Allocation Distribution, then follow the steps below.
1. Look through the list of projects in the Projects section of the Project Allocation Distribution screen.
•
If the project to update appears in the list, go to step 4.
•
If the project to update does not appear on the list, go to step 2.
2. Click the Back button.
3. Do the following:
•
Search for the project to update its accruals by using any of the available search parameters (e.g. Project Manager, Region etc.) in the Search Criteria section of the Project Allocation Distribution screen.
•
Click the Search button.
Note: It is recommended that you search by entering your own name in the Project
Manager field. Searching in this way will display all projects of which you are the Project
Manager, plus all projects where you are not the Project Manager, but are a Phase or
Task Manager.
4. Select and highlight appropriate project in the Projects section of the screen.
Result: The associated phases of the project displays below showing the approved allocation in the Remaining Allocation row.
5. Assign relevant amounts from the Remaining Allocation row down to the phases for every year’s allocation as per example below for years 2014 and 2015.
Note: After each entry, press Enter to update the running total in the total allocation and
remaining allocation rows:
Notes:
•
The Allocation must be fully allocated across the phases otherwise it will not be able to be saved. Do not save yet.
•
Columns highlighted in orange (e.g. 2014) are available to be expanded to show the periods or monthly breakdown of allocation evenly distributed across periods/
months (e.g. 2014) by clicking the Show Periods button.
3. Re-distribute the allocation across periods
View and edit the existing allocation and allows for the shift of money in one phase from one period to another following the steps below.
1. To view and edit allocation for a particular year do the following:
•
Ensure the relevant year column is highlighted orange (e.g. 2014).
•
Click the Show Periods button.
Result: Displays the total allocation evenly distributed across the remaining months of the year (e.g. November to June $56,250 for Physical Works phase).
2. Change the allocation amount (e.g. for November against Physical Works from $56,250 to $66,250).
Result: The remaining allocation will change and now displays (e.g. -10,000).
3. Allocate the allocation amount (e.g. $10,000) against another month (e.g. December
$46,520).
Result: The remaining allocation will updated (e.g. to 0).
4. Click the Hide Periods button.
5. To view and edit another year’s allocation to shift money in another phase between months, press the right hand arrow key (i.e. Show next yr monthly detail) to move to the required year.
6. Click the Show Periods button.
7. Edit a phase amount as described in steps 2 to 3.
Note: Do not save yet.
4. Display Forecast
1. Click the Show Forecast button.
Result: Forecast line showing zero is displayed.
2. Click Hide Periods to view yearly allocation with forecast line displaying zero.
3. Click Save.
Result: The allocation has now auto completed the forecast row.
Note:
•
The allocation has now copied to create the initial forecast.
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