capital project accounting database “c-pad” seattle university facilities services presented by:...
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Capital Project Accounting
Database “c-PAD”
Seattle University Seattle University Facilities Services Facilities Services
Presented by: Tim Gould
Date: August 11, 2014
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
• Who, What, When, Where, Why, and how of c-PAD
• Test Drive/Examples
• Question & Answer
• Who – Facilities Services, Administration Project Development and Operations
• What – MS Office 2010 Access Database using new accounting structure that ties to the university G/L, but is not electronically linked
• Where – shared network drive split into two pieces front-end (user-interface), and back-end (data storage)
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
• When – started the design in Jan 2013 (18 months to date/under 180 billable hours)
• Why – 1. SU does not have a project accounting module incorporated
into Colleague. 2. Project Approval Form (PAF) process needed a centralized
tracking/reporting tool.3. All Project Managers (PM) were using their own Excel files
on their desktop with no visibility for AVP to review status.
• How – using existing databases that were built to track operating and planned maintenance expenses; hired consultant to get us to more sophisticated reporting.
PAF PROCESSPAF PROCESS
This is the main reason for the database as there can be various funding sources for one project that can’t always be tracked in one cost center in the G/L.
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
• Database Structure – set up based on previous MS Access databases for Opex and PM
• Unique Accounting – designed accounting fields to help track smaller projects at a lower level of detail if needed• Parent/Child project relationships (unique parent
project numbers assigned to each PAF) Project number tied to cost center in G/L
• Funding Sources (SGC, Gift, Department, etc.)• Ability to track all commitments (contract and
purchase orders• Use same chart of accounts as the G/L
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
• Database Structure – example
PAF/Parent Project Number, Funding Source, Child Project, Account Number (G/L Account)
14.123.01.01.62001- database string for invoice coding
Parent Project 14.123 = Pigott Building Door replacement
01 = Space and governance funding for MAC projects
01 = Child project number
62001 = account for furniture & fixtures in G/L
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
• Database Structure – example
PAF/Parent Project Number, Funding Source, Child Project, Account Number (G/L Account)
14.123.01.01.62001- database string for invoice coding
Every project in c-PAD also has a specific cost center that it rolls into in the G/L
c-PAD: G/L cost center/accounting:14.123.01.01.62001 73-796114-62001 where:
73 = Plant Construction (Capital)796114 = SGC cost center62001 = account for FF&E
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
Database DemoDatabase Demo
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
Data Input
• Parent/Child Project Entry Form• Project number, funding source and detail budget by
account code.
• Contract and Purchase Order Entry Form• Auto-fills possible project-funding-account combos
• Invoice Entry Form• Auto-fills Invoice Form for ease of data entry with
possible combos from project, contract/PO forms to reduce data entry errors
Capital Project Accounting Database (c-PAD)Capital Project Accounting Database (c-PAD)
Data Output
• Child Project Summary Report• Choose Parent Project and child auto-fills
• Capital Budget Review• Listing of all projects with budget and actual
• Invoice detail by vendor• All contracts open for each project by vendor
• Contract detail by vendor• All invoices paid by vendor for by project
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