Breadcrumbs

Project Management

Projects in the Municipal Financial Management System are managed through Global Dimension 2 values, providing comprehensive project-based tracking and reporting capabilities.

Understanding Projects

Projects serve as:

  • Cost centers for tracking project-specific expenses

  • Revenue centers for project-based income

  • Reporting dimensions for project performance analysis

  • Budget allocation units for financial planning

Setting Up Projects

Projects are created and managed through the Project Setup page, which interfaces with Dimension Values.

Creating a New Project

  1. Navigate to Project Setup

    • Go to Project Setup page

    • Click New

  2. Enter Project Information

    • Code: Unique project identifier (e.g., "PROJ001", "INFRA2024")

    • Name: Descriptive project name (e.g., "Road Infrastructure Upgrade", "IT System Implementation")

    • Dimension Value Type: Usually set to "Standard"

    • Blocked: Leave unchecked for active projects

Project Properties

  • Code: Must be unique across all projects

  • Name: Should clearly identify the project purpose

  • Type: Standard for regular projects, other types for special purposes

  • Status: Active projects are unblocked, inactive projects are blocked

Project Features and Functionality

Account Overview

Access comprehensive account information for any project:

  1. From Project Setup: Select a project and click Account Overview

  2. Functionality:

    • View all G/L accounts with activity for the selected project

    • See budget vs. actual comparisons

    • Apply additional filters by date or account range

    • Analyze project financial performance

Ledger Entries

Quick access to all financial transactions for a project:

  1. Access Method: Click Ledger Entries action (or use Ctrl+F7)

  2. Features:

    • Pre-filtered by selected project dimension

    • Sorted by account, dimensions, and posting date

    • Direct navigation to source transactions

    • Export capabilities for external analysis

Account Dimension Relations

Define and control allowed account-project combinations:

  1. Purpose: Ensures data integrity and proper classification

  2. Configuration: Specify which accounts can be used with which projects

  3. Benefits: Prevents misclassification and enforces business rules

Project Budget Management

Integration with Budgets

Projects fully integrate with the budget system:

  • Budget Allocation: Assign budget amounts by project and account

  • Budget Monitoring: Track actual vs. budgeted amounts in real-time

  • Variance Analysis: Identify over/under budget situations

  • Reporting: Generate project-specific budget reports

Budget Setup Process

  1. Create project in Project Setup

  2. Configure budget entries in G/L Budget system

  3. Use Global Dimension 2 filter for project-specific budget allocation

  4. Monitor through Account Overview and budget reports

Project Lifecycle Management

Project Creation

  • Plan project structure and coding system

  • Create project in Project Setup

  • Configure account dimension relations

  • Set up initial budget allocation

Active Project Management

  • Monitor financial performance through Account Overview

  • Review ledger entries regularly

  • Track budget variances

  • Adjust budget allocations as needed

Project Completion

  • Finalize all transactions

  • Generate final reports

  • Close project by setting Blocked = true

  • Archive project documentation

User Access and Permissions

Project-Based Security

The system supports project-based access control:

  • User Profiles: Can restrict access to specific projects

  • Dimension Filters: Control which projects users can see

  • Workbook Filters: Additional restrictions for specific functions

  • Department Integration: Projects can be restricted by department access

Setting Up Project Access

  1. Configure user profiles with appropriate project filters

  2. Set up Limited User Access Control if needed

  3. Test access restrictions before going live

  4. Document access policies for audit purposes

Reporting and Analysis

Standard Reports

  • Project Ledger Entries: All transactions for specific projects

  • Project Budget vs. Actual: Variance analysis by project

  • Project Account Overview: Financial summary by project

  • Cross-Department Project Analysis: Projects spanning multiple departments

Custom Analysis

  • Use Account Overview for detailed project analysis

  • Export data to Excel for advanced analysis

  • Create custom filters for specific reporting needs

  • Integrate with external reporting tools

Best Practices

Project Coding

  • Use consistent naming conventions (e.g., YYYY-XXX format)

  • Include project year or phase indicators

  • Keep codes meaningful but concise

  • Document coding standards

Project Structure

  • Align projects with organizational goals

  • Consider reporting requirements when creating projects

  • Plan for multi-year projects

  • Establish clear project boundaries

Financial Management

  • Set up budgets before project starts

  • Monitor budget variances regularly

  • Use account dimension relations to enforce business rules

  • Document budget changes and reasons

Data Maintenance

  • Regularly review active projects

  • Close completed projects promptly

  • Archive historical project data

  • Maintain accurate project descriptions

Integration with Other Modules

Department Integration

  • Projects can span multiple departments

  • User access can be restricted by department

  • Reporting can combine project and department dimensions

VAT and Tax Management

  • VAT setup works with project dimensions

  • Tax reporting includes project classification

  • Compliance reporting by project

Budget System

  • Full integration with G/L Budget functionality

  • Project-specific budget allocation

  • Variance reporting and analysis

Troubleshooting

Issue: Cannot create project

  • Solution: Verify Global Dimension 2 Code is set in General Ledger Setup

  • Check user permissions for dimension value creation

Issue: Project not appearing in lists

  • Solution: Check if project is blocked

  • Verify user access permissions for the project

Issue: Account Overview shows no data

  • Solution: Verify transactions have been posted with project dimension

  • Check date filters and account filters

  • Ensure project code matches exactly

Issue: Budget amounts not showing

  • Solution: Verify budget entries include Global Dimension 2 Code

  • Check budget name filter settings

  • Ensure budget period matches reporting period