TOPICS: Project Expenditures Project Accounting Project Budgeting IENG 464 / 465 FALL / SPRING 2013 – 2014 TOPICS: Project Expenditures Project Accounting Project Budgeting SENIOR DESIGN Project Finances

Project Expenditures Requirements & Documentation

Project Expenditures: Requirements Budget Performance is one of the primary considerations Part of the Triple Constraint of every true project ! Conceptual Design (Term One) Budget $ 50 assigned to each accepted project Can request more, if necessary to accomplish tasks documented in your accepted Project Proposal. Examples: Conceptual prototype materials Copying / printing costs for client materials Travel costs for client meetings Design Implementation (Term Two) Budget $ 5 000 from by IE Department for all IE Senior Design projects in a fiscal year Allocation is dependent upon the request in the Conceptual Design Presentation. Examples: Functional prototype materials Poster printing / mounting costs for SDSMT Design Fair Final report printing / binding costs for the client 11/9/2018 IENG 471 Facilities Planning

Project Expenditures: Requirements Funding is from State of South Dakota (ESF money) Subject to State rules for purchases – specified by SDSMT Business Office General Rules Must be appropriately documented. Documentation must show when purchased Documentation must show where purchased Documentation must show how much was paid Documentation must show what was purchased Documentation must show who paid CAUTION: Not all paper works – ATM receipt for the cash to pay for things DOES NOT WORK! Must have approval by authorized personnel Must be used for appropriate expenses at reasonably low cost Good rule of thumb: if it stays with the school afterward, it MAY be OK. CANNOT be used for personal or personal educational expenses. Examples: Clothing – unless the clothing stays with the school (uniforms) Food – unless the food is part of an educational / research activity (incentive for subjects) Copying / printing costs for materials normal to student expenses Travel costs normal to student expenses 11/9/2018 IENG 471 Facilities Planning

Project Expenditures: Paying Option 1: Purchase Order Plan ahead and save on tax or contract purchases Requires a PO Form, and possibly a RFQ , but no out-of-pocket $$$ Slowest way to acquire materials Get approval from Dr. Jensen Get PO started with Dept. Program Assistant Get purchased by SD Purchasing Agent Get shipped to IE Dept. Get received paperwork to Dept. Program Assistant Option 2: Pay For It and Get Reimbursed Fastest way to get things Requires a check request form, and some $$$ from your wallet Takes at least a week to get reimbursed Get receipt and attach to 8-1/2 x 11 sheet of paper Attach to Check Request Form (fill out and get approved) If sent by 11:00 Friday, checks are usually available the next Wednesday Both options will still require approval! Process the paperwork with Dept. Program Asst. before Noon on Fridays – RED FOLDER 11/9/2018 IENG 471 Facilities Planning

Project Expenditures: Paying 11/9/2018 IENG 471 Facilities Planning

Project Accounting Budgets Tool – Materials Page Spreadsheet

Project Accounting: Budgets Budgets Spreadsheet Located on the Materials Page, course website Download to your computer before opening and using Can be modified as you wish Can be used to summarize expenditures in your printed reports Requires effort to work, team cooperation especially! User Editable Fields: Starting Balance Index No. Description Date Reference Disbursements Receipts Encumbrances 11/9/2018 IENG 471 Facilities Planning

Project Accounting: Budgets 11/9/2018 IENG 471 Facilities Planning

Project Budgeting What going into YOUR wallet?

PROJECT Expenditures: Budgeting Conceptual Design Presentation Each team will need to address proposed budget for Implementation IEEM Projects with materials that will stay with outside clients to have a match ($ for $) ALL projects must account for all funds expended – including where materials end up Result of CDP term is an allocated budget Senior Design Project Budget Process: 1st Term (Conceptual Design) Report your budget expenditures in your presentation Report your budget expenditures in your Conceptual Design Report 2nd Term (Implementation) Carry over your 1st Term budget results Add your ALLOCATED Implementation budget amount – Available on Dec. 23rd, this term Track your budget progress during the 2nd Term Results Presentation (Design Fair) Report your budget expenditures in your presentation poster Final Project Documentation Report your budget expenditures in your Final Project Documentation (part of your project results) Project Documentation is due at NOON on Wednesday of Finals Week

IEEM PROJECT & PRESENTATION RUBRIC   3 2 1 Context Account for Environmental Variables Can identify both engineering and other environmental variables apropos to issue Can identify engineering related environmental variables apropos to the issue Can identify environmental variables, but unsure which are related to the issue Fails to identify environmental variables or see the need for these variables Define Problem Root cause(s) of problem determined Root cause(s) looked for, but process ended too soon Multiple symptoms aggregated as problem First symptom seen “defined” as the problem Gather Evidence Wide range of appropriate evidence sources used Some appropriate evidence sources used Evidence sources used, but not entirely appropriate to issue No or inappropriate evidence sources used Analysis Choose Appropriate Tools Both quantitative and qualitative tools used as appropriate Uses quantitative tools as appropriate Uses tools, but tools are not appropriate to issue No tools or frameworks used Develop a Chain of Evidence Clear links – uses data in its context and connects data using appropriate tools Links – uses data and connects using appropriate tools Almost links – based on inadequate data or tools No links – no chain of evidence Recommendations Make Choices Recommendation links to chain of evidence and shows consideration of additional alternatives Recommendation links to chain of evidence but comes from the “canned” set of alternatives Recommendation does not link to chain of evidence No recommendation made Reasonable Solutions Solution(s) considers implementation concerns, level of actual improvement, economic impact, social impact, and ethics Solution(s) considers implementation concerns and economic impact Solution(s) is technically feasible, but no additional concerns are considered Solution(s) is not feasible Communication Clarity of Argument Presentation of argument demonstrates problem definition, chain of evidence, analysis, and recommendation in easy to follow manner Presentation of argument demonstrates problem definition, chain of evidence, analysis, and recommendation but not easy to follow Presentation of argument demonstrates only parts of: problem definition, chain of evidence, analysis, and recommendation Presentation of argument cannot be followed by reasonable audience member Professional Presentation Well organized, uses professional language and grammar, appropriate use of tables, figures, etc, aimed at audience Somewhat organized, mostly uses professional language and grammar, appropriate use of tables, figures, etc, mostly aimed at audience Somewhat organized, poor grammar, uses texting language, needed figures, tables, etc present and appropriate, not aimed at audience No organization, poor grammar, uses texting language, needed figures, tables, etc not present, not aimed at audience

Questions & Issues? Grading: Budgets: Finals Week: Team grade is a base Individual grades may be better or worse Budgets: Allocated amount will be e-mailed to the team by 23 DEC Finals Week: Term scores will post online Wednesday, Noon, grade book closes Wednesday, PM reports get graded Grades & Budgets posted on website by Saturday, PM Department will be keeping Concept Reports Can visit it, if you want – but keep a copy for yourself 11/9/2018 IENG 471 Facilities Planning

ENGINEERING NOTEBOOK Care and Maintenance Requirements

Engineering Notebooks Individual Responsibility Must be legally constructed Pages can’t be re-sequenced Missing pages are easily identified as such Must be legally documented Entries must be accurate Entries must be chronological Entries of importance should be witnessed Examples to document: Meeting times, places, attendees, topics Relevant phone conversations Relevant expenditures, mileage Design principles, concepts, sketches Engineering results, decisions, rationale Copies are placed in Project Notebook regularly 11/9/2018

Engineering Notebooks Engineering Notebooks are a permanent record for legal purposes Notebooks have a durable cover Pages are sewn or perfect bound (not loose-leaf or spiral bound) Entries are made with permanent methods Entries are made in sequential order & dated Errors are lined out, but not obliterated Loose material is attached within the notebook pages (if possible), or referenced within (if not) 11/9/2018

Using Your Engineering Notebook Blow-by-blow Documentation Corner of page Date & time Location Personnel present Title of task Experimental conditions, equipment ID numbers Blow-by-blow record of process Sketches of experimental setup / design Summarize major decisions / results Single line ends an activity, Double line ends day 11/9/2018

Eng. Notebook Entry Example 10/1/99 Team Mtg George, Jane, Judy (Elroy absent) 4:15 pm Clodfelter’s Bar & Grill Agenda: Refreshments Brainstorming Material Purchase Discussed cost vs. refreshment performance George presented analysis showing non-linearity at high $ end Decision to invent more effective beverage Brainstormed concepts Reduced water content Increased hops in raw stock Decision to invest in further research Planned expenditure of $25.00 Actual expenditure of $26.75 due to heavy tipping Refresh. Level Cost ($) 11/9/2018