Introduction to Job Costing in SAP:

Release 1 Only

April 20, 2006

Project Vision
The Business Tools for Schools (BTS) project will replace many of
LAUSDs outdated and stand-alone business systems, such as IFS,
BRASS, HRS, PTRS, Payroll, and FRDB using SAP software.

BTS Vision Statement

Dramatically improve service delivery to schools/employees.

Radically improve the efficiency of District operations and our ability to manage
them.
Reduce/eliminate paperwork and redundant manual processes.

Increase accountability and transparency to the public in the use of public funds.

Provide better data for decision-makers and stakeholders at all levels.

Project Release Scope

Release 1

Release 2

Release 3

Go-Live: July 2006

Go-Live: Dec. 2006

Go-Live: July 2007

Finance

HR/Payroll/Budget

Supply Chain,
MSS and ESS

General Ledger
Accounts Receivable
Grants Management
Project Systems
BTS Management

Reports (Finance)

Applicant Tracking
Organization Mgmt.
Personnel Administration
Benefits
Time Management
Payroll
Position Budget Control
Budget Development
Budget Maintenance
HR/ Payroll Reports
BTS Management

Reports (HR)

Manager Self-Service
Employee Self-Service
Procurement
Product Master Data
Accounts Payable
Inventory
Supplier Relations

Mgmt.
Asset Management
Controlling (Costing
Sheet)

Agenda
Objective
Glossary of Terms
Lifecycle of an Internal Order
Release 1 Key Changes Overview
How to Display Internal Order Master Data
A glance into SAP
How to Display Expenditures for Internal Orders
A glance into SAP
How to Display Pre-Commitment and Commitment Line
Items
A glance into SAP
Communications & Training Highlights
Questions

Key Objectives
To review the new Job Costing Release 1 processes in SAP and
some of the benefits that will be derived from the new
functionality
To provide an overview of the SAP/IFS interface
To discuss how Postings interface from IFS to SAP
To provide an introduction to internal orders and order groups
To learn how to display internal order master data, expenditure,
pre-commitment and commitment line items in SAP

SAP Terminology
SAP

IFS Job Cost

BTS (Business Tools for Schools)

Name of the project. BTS also refers to the portal which

hosts SAP software and its Business Warehouse (BW)

SAP (System Applications and Products)

Name of the software vendor and its core integrated product

SAP R/3

Internal Order

Job

Create and Release Job (Internal Order)

Initiate Job

Responsible Cost Center

Seller Organization Code

Requesting Cost Center

Job location

Close Job

Close Job

Job Pre-Commitment

Purchase Requisition (Seller Pre-Encumbrance)

Distribution Line

Distribution Line

Distribution/Assessment

Billing (Internal)

SD or AR billing

Billing (External)

Job commitment

Purchase Order Encumbrance

Buyer's Commitment

Job Encumbrance

Section

Section

Branch

Branch

Job Category

Job Category

Nature of Job

First Four Digits of IFS Job

Year End Roll-Over

Year-End Process

LAUSD Big Picture Data Flow

Food
Services

Student
Information
Decision Support System

Finance

Human
Resources

Transportation
Systems

Cross
Application
Timesheets

Project
Systems

SACS
200x

BTS-SAP
Controlling

Materials
Management

System of
Record

Supply
Relationship
Management

FY07
Funds
Management

Grants
Management

Budget Planning
Simulation (BPS)

Facilities Systems

BTS-BW

LACOE
Peoplesoft

Job Costing Process Overview

Job Costing Process Overview

Create/Maintain
Master Data

Monitor & Validate

System Set-up

Create/Maintain
-Service Cost
Center
-COA Data

- Execute Reports
- Display Master Data

Process Daily
Job Cost
Postings

Perform Year-End
Closing

Perform Weekly
Processing

-Execute IFS to SAP

Daily Transactions
Interface
-Execute Year-End
Reporting

-Execute Billing in IFS

-Execute IFS to SAP
Interface

-Execute IFS to SAP

I/O Master Data
Interface
-Execute IFS to SAP
Daily Postings

Release 1 Process
IFS

July 1, 2006
IFS interfaces to
SAP every night
No internal order
creation in SAP
No manual
expenditure
entering in SAP

SAP

Key Changes

Process Improvement

Expected Benefits

Easier access to costing data

More time available for analysis of data

Challenge

Solution

Removal of intelligent numbering schemes

for Job Cost

Expert-led training to end users indicating:

9How the two systems work and interface
9How to report and access information
9How to reconcile the two systems

Reconciliation required between two systems

10

Postings Interface from IFS to SAP

IFS

SAP

Creation of data
Job cost line items
from the General
Reporting Category in
the Daily GENLED
table is interfaced

Job costs accounts:

Release 1:
Systems in
sync

IFS Account Type 20

posts to SAP precommitments
IFS Account Type 21
posts to SAP
commitments
IFS Account Type 22
post to SAP actual
expenditures

Phased out in
Release 3

11

Creation of SAP Internal Orders through the IFS Interface

2. Interface
batch
job is
initiated

1. IFS nightly
cycle
is completed

IFS / SAP
Interface
1.

Audit date and

time

2.

Processed
date and time

3.

Error date and

time

4.

Error log date

and time

4. SAP
generates
four files

12

3. SAP reads
the interfaced
file and
executes

Creation of Order Groups in SAP through the IFS Interface

Internal orders
created in SAP

Jobs
created in
IFS

Order groups
are
automatically
created

Interface assigns the

internal orders to the
correct groups

The grouping can

be used for
reporting purposes.

For example, an order group can be a section.

The user can develop a report for every section
by entering section group name (e.g.
SECT/TRAN).
13

Display Internal Order Master Data

Purpose: Use this
procedure to
display a selected
Internal Order.
Trigger: Perform
this procedure
when users need to
retrieve a selected
Internal Order.
Prerequisite: The
selected Internal
Order must have
been created.

14

Display Internal Order Master Data contd

Assignments
allows you to view
Object Class,
Responsible Cost
Center, Requesting
Cost Center, etc.

15

Display Internal Order Master Data contd

Control data
allows you to view
Status, Currency,
Revenue Posting
and Commitment
settings

16

Display Internal Order Master Data contd

Period-end closing
allows you to view the
costing sheet attached to
this Order (Release 3).
A costing sheet is used
to apply indirect and nonproductive rates to direct
internal orders.

17

Display Internal Order Master Data contd

General data allows

you to view the orders:
Section Code
Branch
Job Requested by
Job category
Estimated costs
Requested date
Job start date
Job end date
Externally billed

18

Display Expenditures for Internal Orders

Purpose: Use this procedure to display expenditures for Internal Orders.
Trigger: Perform this procedure when the users need to retrieve expenditures for Internal
Orders.
Prerequisites: The Internal Orders must have incurred expenditures.

Review the
following fields:
Fiscal Year
From Period
To Period
Order Group
Or Value (s) (Order
numbers to be
entered)

Click
to
execute
the report

19

Display Expenditures for Internal Orders contd

Click Orders: Actual

Line Items to view the
actual expenditure line
item
20

Double-click on the
amount under the
Actual column to
view the details of the
transaction.

Display Expenditures for Internal Orders contd

Double-click the amount

under the Val. in rep.
cur. column to view
details of the line item.

21

Display Expenditures for Internal Orders contd

Select Environment
for a List of Documents
in Accounting

Double click
Funds
Management
22

Display Expenditures for Internal Orders contd

23

Display Pre-Commitment Line Items for Internal Orders

Purpose: Use this procedure to display pre-commitment line items for Internal Orders.
Trigger: Perform this procedure when the users need to view pre-commitments.
Prerequisites: Pre-encumbrances must have been created in IFS.

Allows you to view

the preencumbrances
entered in IFS

24

Display Commitment Line Items for Internal Orders

Purpose: Use this procedure to display encumbrances (commitments) for Internal Orders.
Trigger: Perform this procedure when users need to retrieve encumbrances for Internal
Orders.
Prerequisite: The Internal Orders must have incurred encumbrances.

Click to display
Commitment Line
Items for Internal
Orders.

25

Display Commitment Line Items for Internal Orders contd

26

Release 1 Major Changes

Before SAP

After SAP

Fund 009

Live Fund 010-0000

(Not used in external financial

reporting)

(Used in external/internal
financial reporting)

Seller Organization Code

Service Cost Center

Job Number

Internal Order Number

(8 characters)

(12 characters)

27

Training and Communications Timeline

2005
Dec

2006
Jan

Feb

March

Apr.

May

June

July

Process Walkthroughs

End User
Training*

Go
Live &
Support

*Training Delivery Methods: Web-based Learning, Live Virtual Training,

Instructor-led Training, Expert-led Training and Open House

28

Sample of Relevant Training Courses for Job Costing

Course Title Course ID

Delivery
Method

Functional
Area

Duration

BTS Basic
Navigation
of SAP R3

R3100

Web-Based
Learning

Navigation

1 hour

BTSInternal
Orders in
SAP from
IFS
Interface

CO210

Expert-Led
Training

CO

3 hours

29

More Project Information?

To learn more about the BTS Project:

Check out the BTS Project Website (www.lausd.net/bts)
Contact your local Change Champion
For questions, e-mail bts@lausd.net

30

Questions

31