Project Master File

Project Master File

(Project.exe) This program will assist in tracking Capital expenditures by assigning Project numbers to specific projects.

Create a new Project Number by selecting File then New, CRTL+N or click the New icon.  On the Project tab, enter information into the following fields:

Project No:  Project identifier number

Description: Description of project

Total Budgeted Amount:  Budgeted amount allotted for project. This is the Original Budgeted Amount plus the Adjustment Amount.

Entity:  Assigned entity

Department: Enter the Department code or Department Name or use the lookup.

Estimated Cost:  Can enter estimated cost of a Project for tracking purposes.

Original Budgeted Amount: This is the original amount budgeted for a project.

Adjustment Amount:  Used to track changes to the Budget Amount.  There is an Adjustment memo button to the right of the field for recording the Reason for the Adjustment. Also, in the Tools menu, user may select Make Adjustment to access the Adjustment Memo field.

Project Spend Amount – This amount is the actual amount allowed to spend on the project. This may be higher or lower than Total Budgeted Amount. There is a System Option, POEntry Use Project Spend Amount, under the Purchasing module which determines if Purchase Order Entry uses the Budget Amount or the Project Spend Amount figure.

Budgeted Quantity Requested: May enter the amount requested if necessary.

Month Desired: May enter a desired month for the project.

Fiscal Year: May enter a desired year for the project.

Fiscal Month: May enter a fiscal period or use the up or down arrows.

Category:  May classify by category, by creating categories in the Project Category Master.

Project Type:  Used to identify type of asset, by creating types in the Project Type Master.

Sub Type:  Used to identify asset types.

Project Manager:  Identifies the Project Manager.

VP in Charge:  Identifies the Vice president responsible for oversight of the capital budget from an operating perspective.

Status:  Used to identify Project status.

Completion Date:  Can enter or use the calendar to set.

In Service Date:  Can enter or use the calendar to set, used to identify the placed in service date.

Purchase Date:  Can enter or use the calendar to set.

Memo:  To enter information relating to the Project, or portions of the project that have been placed in service.

Site: May enter site information.

Building Cost Center: May enter the cost center of the building.

Amortization Cost Center:  Identifies the cost center charged for amortization once it has been placed in service.

Priorities of Need:  Identifies the JCAHO priorities of need requirement.

Bond Transaction:  Check Bond Transaction box if true, and may enter related detail in the Information field.

Active: Check box to denote if active.

Finally, key in CTRL+S, click the Save icon or File then Save to save the record.

Totals Tab

Lists Project No., Description, Budget Amount, and Entity from Project Tab.  Displays Total Spent (Encumbered plus Manual Expenditures), Total, Total by Year and Totals by Period. There is an icon, Enter/View Manual Expenditures, which when accessed will open a screen, Manual Expenditures. You may create a New record by clicking on the New icon, File then New Record from the Applications menu or CTRL+N and then enter the Amount and a Reason (if necessary). When completed Save the record and it will appear in the field below.

Changes Tab

List Project No., Description, Total Budgeted Amount, Entity and Department from the Project Tab.  Allows user to search for Changes by Date Range, User, and Type or by Field.