Month End Close Process (ID.16)

Objectives Describe the process an agency will follow using Vantage Standard Functionality to meet the requirements of a particular Key Business Scenario. This document focuses on the following areas: Description of current scenario and details of execution in Legacy system Process execution of standard Vantage functionality with high level steps Vantage standard process documentation, which agencies will use to execute the scenario in Vantage

Current Process

Current Process – Key Components Computron Close Reporting Schedule (Sample June’2013) – Local Office

Current Process – Key Components Computron Close Reporting Schedule (Sample June’2013) – Shared Services Due RESPONSIBILITY SCH # DESCRIPTION M/Q SHARED SERVICES 8.1 CLIENT ACCOUNTS RECEIVABLE AGING 9.1 EXPENDITURES BILLABLE TO CLIENTS Q 20.1 FIXED ASSETS, COST 20.2 ACCUMULATED DEPRECIATION 20.3 FIXED ASSETS, NET 20.4 FIXED ASSETS - Prior Year Capital Expenditure Accrual 20.5 FIXED ASSETS - PROCEEDS ON THE SALE/DISPOSAL OF FIXED ASSETS Note: Certain schedules are due only on the quarter, some are due every month and others only Year end- this is indicated below (M = every month) (Q = quarterly

Objectives and Success Criteria

Objectives and Success Criteria Describe the process an agency will follow using Vantage Standard Functionality to meet the requirements of a particular Key Business Scenario This document focuses on the following areas: Description of Current Scenario and details of execution in Legacy system Process execution high level steps using Vantage Standard Functionality Supporting Vantage Standard process documentation agencies will use to execute the scenario in Vantage Our intent is to make sure you have a solid understanding of the of the month end close processes within Vantage

End of month - Managing costs

Billing End of Month - Managing Costs Overview of Activities Post AP All PO based invoices have been approved by the buyers All non-PO invoices have been coded by the LO invoice controller and approved by Finance checker. Post Time All time for that reporting period is posted Time super user has the ability to execute the time posting program on demand.

Billing End of Month - Managing Costs Overview of Activities Run Reports and prepare for review meetings Project Summary/Activity Reports Transfer/write-off reports Missing Time reports Job Closing – set job status to stop allowing costs to be incurred (STIN) What other end of month cost managing activities do you do today?

Billing End of Month - Managing Costs Agency Assignments Activity Responsible Person Accountable Person Consulted Person Informed Person Timing Communication Post AP Buyers/PO creators Buyers/PO creators/approvers N/A Ongoing; end of month push (before 3rd week and month end) Email communication Post Time End users; time super user Analysts Weekly; all time by EOM Email Run reports; prepare for review meetings Billers, Account Mgmt/Production teams Analysts if issues arise Ongoing for the first three weeks Meetings Job Closing - STIN Production, Account Services al – Acct Svcs Account Mgmt, Production, Finance Ongoing; push during billing; push at EOM Meetings (Billing meeting); ongoing meetings

Billing End of Month - Managing Costs Agency Assignments Activity Reports Used Forms Used Post AP ZWF_RPT N/A Run reports; prepare for review meetings Transfer/write-offs ZPAR/ZAWIP Priced Time Missing time Job Closing - STIN ZPAR

Billing End of Month - Billing Agency Assignments Activity Responsible Person Accountable Person Consulted Person Informed Person Timing Communication Review Hard Costs Billing Account Services, Production AP N/A Prior to 3rd week (Billing) Meetings Determine charges/time to postpone Analysts (time) Suraiya Ahmed Prior to month end (during 3rd week of month) Determine hard costs transfers and write-offs Review of time posted to job Analysts Prior to month end (during 3rd week of month); End of month Determine time transfers Account Services, Production (varies by agency) Ongoing; Prior to month end (during 3rd week of month); End of month Form email; as needed Approval of transfers Cheryl Gordon/Suraiya Ahmed Maintain rates Account Services MD’s Ongoing as rate changes; end of year Contract, email Reprice rates as necessary Job Closing - STBI Ongoing; push during 3rd week Meetings, email

Billing End of Month - Billing Agency Assignments Activity Reports Used Forms Used Review Hard Costs ZPAR (Project Activity) Determine charges/time to postpone ZBILL Determine hard costs transfers and write-offs Review of time posted to job BW/ZPAR, Priced Time Report Determine time transfers ZPAR Approval of transfers Time transfer report Manual form offline Maintain rates VK13 Reprice rates as necessary N/A Job Closing - STBI Job Close Status Report

End of month - Revenue

Billing End of Month - Revenue Agency Assignments Activity Responsible Person Accountable Person Consulted Person Informed Person Timing Communication Run reports; prepare for review meetings Billing Analysts N/A Account Services 4th week Meetings Create ETCs Suraiya Ahmed Currently 1st week; as soon as value is known; 4th week moving forward Check revenue recognition settings on new jobs Ongoing Enter ETC values Enter Earned Monthly (if applicable) Run revenue reports to confirm revenue during 4th week; End of day 1; through day 4 Month end meetings Perform manual accruals/deferrals Day 2 – day 4 Job Closing - STRR Alexis / Suraiya Ahmed Billing, Account Services Meetings, email

Billing End of Month - Revenue Agency Assignments Activity Reports used Forms used Run reports; prepare for review meetings BW Create ETCs Offline spreadsheets Check revenue recognition settings on new jobs ZRRBS (Accrual, Deferral, WIP by job) Enter ETC values *Vantage report – ZRRBS? Open question w/ Network – what does NY want? Enter Earned Monthly values Run revenue reports to confirm revenue 1. ZRRTYP (Revenue by Typ) 2. ZRRMON (Revenue by Month) 3. ZRR01/ZRR03 (Revenue Detail Report) Perform manual accruals/deferrals JE forms used now – won’t be needed in Vantage (backup can be attached) Job Closing - STRR N/A N/A – will this be needed moving forward as once status is set job cannot be reopened?

Proposed Future State Process - Details The period end close managed globally by Corporate and the Shared Service groups The close schedule was developed based on current Corporate deadlines The close schedule can only be modified by Corporate Month End Closing Schedule: