Job Cost Process Walkthrough August 2006

2 Objectives Project Overview Glossary of Terms Lifecycle of an Internal Order Release 2 Key Changes Overview A glance into SAP –How to Display Internal Order Master Data –How to Display Expenditures for Internal Orders –How to Display Time Communication & Training Highlights Questions Agenda

3 Provide an overview of the BTS project Review the new Job Costing Release 2 processes in SAP and some of the benefits that will be derived from the new functionality Provide an overview of the SAP/IFS interface Discuss how “Postings” interface from IFS to SAP and SAP to IFS Provide an introduction to internal orders and order groups Learn how to display internal order master data, expenditure, commitment line items, and time in SAP Key Objectives

4 Project Vision BTS Vision Statement Dramatically improve service delivery to schools/employees Radically improve the efficiency of District operations and our ability to manage them Reduce/eliminate paperwork and redundant manual processes Increase accountability and transparency to the public in the use of public funds Provide better data for decision-makers and stakeholders at all levels The Business Tools for Schools (BTS) project will replace many of LAUSD’s outdated and stand-alone business systems, such as IFS, BRASS, HRS, PTRS, Payroll, and FRDB using SAP software.

5 LAUSD Big Picture Data Flow LACOE Peoplesoft BTS-BW Budget Planning Simulation (BPS) Transportation Systems SACS Student Information Finance Human Resources Cross Application Timesheets Project Systems Supply Relationship Management Materials Management Controlling Grants Management Funds Management BTS-SAP System of Record FY‘07 Food Services Facilities Systems Decision Support System

6 Release 2 System Integration Overhead and other costs IFS will be retired in Release 3 Hours Absence Attendance

7 SAP Terminology SAPIFS Job Cost BTS (Business Tools for Schools)Name of the project. BTS also refers to the portal which hosts SAP software and its Business Warehouse (BW) SAP (System Applications and Products)Name of the software vendor and its core integrated product SAP R/3 Internal Order (I/O)Job Create and Release Job (Internal Order)Initiate Job Responsible Cost CenterSeller Organization Code Home Cost CenterNot applicable in IFS Requesting Cost CenterJob location Close Job Job Pre-CommitmentPurchase Requisition (Seller Pre-Encumbrance) Distribution Line Distribution/AssessmentBilling (Internal) SD or AR BillingBilling (External) Job CommitmentPurchase Order Encumbrance Buyer's CommitmentJob Encumbrance Section Branch Job Category Nature of JobFirst Four Digits of IFS Job Year-End Roll-OverYear-End Process Functional Area’s Third Substring (Program)Seller Program Code

8 Job Costing Process Overview

9 Job Costing Process for Release 2 Create/Maintain Master Data Create/Maintain -Service Cost Center -COA Data -Functional Area Process Daily Job Cost Postings -Execute Billing in IFS - Perform Year-End Closing -Execute Year-End Closing Process -Execute Year-End Reporting Monitor & Validate System Set-up - Execute Reports - Display Master Data Perform Weekly Processing -Execute IFS to SAP I/O Master Data Interface (R1&R2) -Execute IFS to SAP Daily Postings (R1&R2) -Execute MCMS to CATS Time Data (R2) -Execute Maximo to CATS Time Data (R2) -Extract COA from SAP to Maximo (R2) -Execute SAP to IFS job cost payroll postings and fringe benefits (R2)

10 Release 2 Interfaces Since July 1, 2006 IFS interfaces to SAP every night No I/O creation in SAP No manual I/O expenditur e entering in SAP SAPIFS

11 Interfaced Data BTS Team / R1 job cost reporters Facilities Computer/electronic/OMR repair, job cost accounting, document production svs, telephone billing/unit, truck operations Facilities Fleet management, R1 job cost reporters Responsible party Temporary (July 2007) Permanent Permanent Permanent Permanent Temporary (July 2007) Duration COA Internal Orders SAP to Maximo Labor (time) costCATS to payroll to FICO (SAP) Data typeInterface Job cost payroll and F/ BSAP to IFS Labor (time) cost Maximo to CATS to payroll to FICO (SAP) Labor (time) costMCMS to CATS to payroll to FICO (SAP) Master data Overhead and other costs IFS to SAP BTS Team / R1 job cost reporters Facilities Computer/electronic/OMR repair, job cost accounting, document production svs, telephone billing/unit, truck Facilities Fleet management, pupil transportation R1 job cost reporters Responsible party Temporary (July 2007) Permanent Permanent Permanent Permanent Temporary (July 2007) Duration COA Internal Orders SAP to Maximo Labor (time) costCATS to payroll to FICO (SAP) Data typeInterface SAP to IFS Labor (time) cost Maximo to CATS to payroll to FICO (SAP) Labor (time) costMCMS to CATS to payroll to FICO (SAP) IFS to SAP

12 Key Changes More time available for analysis of data Allows payroll reconciliation to actual time Easier access to costing data Actual labor and fringe benefit will post to internal order Expected BenefitsProcess Improvement Reconciliation required between two systems (job numbers and internal order numbers ) Transportation: Contract bus drivers will use job numbers in IFS and district bus drivers will use SAP Challenge Instructor led and virtual training to end users indicating: How the two systems work and interface How to report and access information How to reconcile the two systems Solution

13 Posting Interface from IFS to SAP IFS Creation of data Job cost line items from the “General Reporting Category” in the “Daily GENLED” table is interfaced SAP Job cost accounts: IFS Account Type 20 posts to SAP pre- commitments IFS Account Type 21 posts to SAP commitments IFS Account Type 22 post to SAP actual expenditures Creation of time entry data Release 2: Systems in sync Phased out in Release 3

14 Creation of SAP Internal Orders Through the IFS interface 2. Interface batch job is initiated 3. SAP reads the interfaced file and executes 4. SAP generates four files 1. IFS nightly cycle is completed IFS / SAP Interface 1.Audit date and time 2.Processed date and time 3.Error date and time 4.Error log date and time

15 Creation of Order Groups in SAP through the IFS Interface Jobs created in IFS Internal orders created in SAP Order groups are automatically created in SAP Interface assigns the internal orders to the correct groups For example, an order group can be a section. The user can develop a report for every section by entering section group name (e.g. “SECT/TRAN”). The grouping can be used for reporting purposes. Process initiated July 1, 2006

16 Display Internal Order Master Data Purpose: Use this procedure to display a selected Internal Order Trigger: Perform this procedure when users need to retrieve a selected Internal Order Prerequisite: The selected Internal Order must have been created

17 Display Internal Order Master Data cont’d Tabs include: Assignments Control data Period-end closing General data Investments

18 Display Expenditures for Internal Orders Purpose: Use this procedure to display expenditures for Internal Orders Trigger: Perform this procedure when the users need to retrieve expenditures for I/O Prerequisites: The Internal Orders must have incurred expenditures Review the following fields: Fiscal Year From Period To Period Order Group Value(s) (Order number(s) or number range to be entered) Click to execute the report

19 Double-click on the amount under the “Actual” column to view the details of the transaction Click “Orders: Actual Line Items” to view the actual expenditure line item Display Expenditures for Internal Orders cont’d

20 Double-click the amount under the “Val. in rep. cur.” column to view details of the line item. Display Expenditures for Internal Orders cont’d

21 Select “Environment” for a List of Documents in Accounting Double click “Funds Management” Display Expenditures for Internal Orders cont’d

22 Display Expenditures for Internal Orders cont’d

23 Display Commitment Line Items for Internal Orders Purpose: Use this procedure to display encumbrances (commitments) for I/O Trigger: Perform this procedure when users need to retrieve encumbrances for Internal Orders Prerequisite: The Internal Orders must have incurred encumbrances Click to display Commitment Line Items for Internal Orders

24 Display Commitment Line Items for Internal Orders, cont’d

25 How to Display Time Enter “Personnel Number” and execute

26 How to Display Time, cont.

27 Key Elements Related to the Process that have Changed Before SAP…After SAP… Fund 009 (Not used in external financial reporting) Live Fund (Used in external/internal financial reporting) Seller Organization CodeService Cost Center Job Number (8 characters) Internal Order Number (12 characters) Seller Program CodeFunctional Program (3 rd substring of the functional area)

28 Communications and Training Highlights AugSeptOct.Nov 2006 Dec End User Training* Jan Go Live Campaign Process Walkthroughs On- going specific messages 2007 My change and training guide

29 Job Cost Training The following courses will be offered before Jan. 1, 2007 Go-Live: R3110: BTS Basic Navigation of SAP R3 –Web-based learning –2 hours WI110: BTS Account String Wizard Basic Navigation –Web-based learning –1 hour BTS Internal Order Overview and Reporting –Instructor Led training –4 hours

30 More Project Information To learn about the BTS project: –Check out the BTS Website ( –

31 Questions Before leaving the room, please make sure that you have –Signed in –Completed the process walkthrough assessment survey

32