 |
Projects are typically defined in two ways, i.e.:
The fields that are entered when a project is defined are:
| Field | Type & Length |
Description |
|---|---|---|
| Project Code | A8 | This code will be used when a new job is entered on the system. It would be useful if the codes are allocated in such a way as to make it easy for users of the system to remember and use these. On <ENTER QUERY> and <LIST> functions, all predefined projects will appear in the <LIST OF VALUES> and a project can be selected. |
| Project Type Code | A2 | Enter Project type code as defined in {FJCC-4}. A <LIST> function can be used to select the project type. |
| Description | A60 | The description of the project, will be displayed whenever the project code is entered on the system. |
| Description | A30 | The description of the project type will be displayed as defined in {FJCC-4}. This field cannot be updated by the user. |
| General Ledger Account | A6, A8 | A valid expenditure account in the General Ledger for this
project. The system will validate the account and display the
descriptions. This is the GLA for the department responsible for
the project (for example, the Maintenance Department). Note that a number of projects can be linked to a single GLA. |
| Income General Ledger Account | A6, A8 | A valid income account in the General Ledger for this
project. The system will validate the account and display the
descriptions. Note that the cost will be carried by the project GLA until it is completed. Once a completion date is inserted on the project, the debit GLA on the Job if entered will be debited and this income account will be credited. |
| Requested By Person Type | A1 | Valid person types can be selected from the list provided: the valid person types are Personnel, Student, Other and Alumni. A NULL person type means the person number is not required but the name and surname of the person will be required. |
| Person Number | N9 | The person number for the person type entered above. A <LIST> function will display Person numbers for the type entered above. Once entered, the name and surname will default into the Person Names field below. |
| Person Names | A30 | The name of the person or section that requested the project or that controls it. When a valid person number is entered in the person number field, the names of the person will be displayed in this field. |
| (B)uilding or (O)utside Indicator or (G)eneral | A1 | A “B” , “O” or “G” must be entered in this field to indicate whether the project is in respect of work on a specific (B)uilding or in respect of an (O)utside Improvement or it is a (G)eneral project. When a general Project is requested, a building code or outside improvement code is not required. A general project is defined for maintenance of anything that is not a building or land improvement. This then caters for maintenance of vehicles and equipment. |
| Building or Outside Improvement Code | N4 | A valid Building Code, as defined under option {SPCS-4}, must be entered if the above field is a “B”. If it is an “O”, a valid Outside Improvement Code as defined under {SPCS-3} must be entered. The name will be displayed. If a “G” is entered above, the code may be left blank. |
| Productive Yes or No | A1 | Most projects will be “productive”, meaning that both time and materials can be debited against them. It is, however, sometimes necessary to book time in respect of activities such as the attendance of meetings, visits to the doctor, etc. A “non-productive” project, with an “N” in this field, can be created for this purpose. A number of jobs, for the various trades, can be linked to such a project. It is possible to book time against such jobs but these job numbers cannot be used to draw materials from stores or to place orders. |
| Start Date | (DD-MON-YYYY) | When a new project is created, the system date will automatically be inserted here. It is possible to change this date to an earlier date if needed. |
| Completion Date | (DD-MON-YYYY) | When a project is complete, the completion date is entered
here. Should any jobs that are linked to this project be
incomplete at this stage, the system will warn the user and the project
will not be completed until all jobs are completed. The
generation of transactions on completed jobs has to take place before a project can be completed.
Once all the jobs are completed then the project may be terminated. |
| Remarks | 2xA60 | Two lines of additional information on the project may be entered here. |
| Created by User ID | A8 | The system will automatically display the user who generated the project and it is not updateable by the user. <COMMIT> After all details of the project have been entered. <NEXT BLOCK> COMMAND WILL TAKE YOU TO THE FOLLOWING BLOCK> |
|
Jobs are created under this option: the fields are:
| Field | Type & Length |
Description |
|---|---|---|
| Job Number | N8 | This is a system-generated number that will be allocated when a new record is <COMMIT>ted. Auto generated numbers are maintained in menu {FCSM-3}. |
| Requisition Number | A10 | If a requisition from another section was the starting point of this job, the number could be entered here. This field is not mandatory and more than one job (typically for various trades) can be linked to a single requisition number. A report per requisition number {FJCOR1-8} will not be produced if this field is Not entered. |
| Project Code | A8 | A code, as created in the previous Block, is entered here. The description of the project will be displayed. The system will not allow the creation of jobs in respect of projects that are completed. |
| Trade Code | A4 | The trade code of the trade that will be doing this job. Trade codes are defined under option {FJCC-1}. When a job is allocated to tradesman, there will be a validation that the tradesman has been linked to this trade. If not linked, there will be a warning to this trade. The personnel member is linked to a trade in the personnel system menu {PBOP-1}. |
| Sequence Number | N5 | This number can be allocated when a project is being planned
and allows the user to define the sequence to which jobs within a
project need to be done. The use of this field is not mandatory. |
| The following three fields allow for an estimate of the cost of a job to be done at the time when the job is created. It can later be compared with the actual costs. The fields are not mandatory and need only be used if estimates are actually being made. | ||
| Material Estimate | N17,2 | Estimated Material Costs |
| Estimated Hours | N4 | The estimated hours are displayed from Block-3 when a tradesmen is allocated to a job. The user will not access these estimated hours. |
| Labour Estimate | N17, 2 | The user may enter the labour estimate but once Block-3 is updated with the hours of labour. Once the tradesman is allocated a job and the hours are entered, the system will multiply the hours by the personnel rate linked to the rank of the tradesman to obtain this value. The personnel rates are defined in {FJCM-4}. |
| Transport Budget | N17,2 | Budget for Transport |
| Job Status: | A3 | Job Status is defined in {FJCC-3}. On creation of a job the system will default status linked to action code ‘CR’ for Job Created. As soon as it is printed, the status will be updated with a status linked action code “PR’ Job Printed. When a commencement date is entered, the status will be changed to a status linked to action code ‘ST’ Job Started. On entering the completion date, the status will be updated to a status linked to action code “JC” Job Completed. The action codes are standard actions created by ITS and are automatic on entering data on the said fields. Any valid status may be linked to a job. |
| Date Created | (DD-MON-YYYY) | The system date is inserted here when a job is created. The date can, however, be updated with an earlier date. |
| Date Commenced | (DD-MON-YYYY) | When this date is entered, the status above will change to Job Started. Previously the system used to insert the date and the user could update it. Now the user must enter the date. |
| Job Completion Date | (DD-MON-YYYY) | Once a job is completed the date is entered here. The status above will change to Job completed. When this date is entered, no orders, stock materials or vehicle bookings may be made against this job after this date. |
| Date Job Finalised | (DD-MON-YYYY) | After a job has been completed, invoices and
credit notes may
still be outstanding and the user needs to capture these
invoices.
These documents may now be entered as long as the date job
finalised is not entered. Timesheet information can also be
entered after the job completion date. The dates for the
timesheet may not be greater than the job completion date. For
Invoices and credit notes, the date may be greater than the completion
date. Once the job is finalised, no transactions may be entered
against the job. Transactions will be generated as follows: When a Job is done for a debtor, the costs calculated via the Job Costing System are debited against the Debtor account when the job is finalised. In this case all the costs of material, labour and transport will be debited against the debtor. An invoice will be generated in the Accounts Receivable System and displayed in the Job Costing System. To print the invoice use menu {FAROR1-1} For debtor transactions to be generated in the Accounts Receivable System and the General Ledger, a transaction type linked to an event “JD” must be defined in menu {FCSO-7). If a Job has a specific GLA, a General Ledger Journal will be generated debiting the GLA on the Job and crediting the Project income GLA, on finalisation of the Job. For journal transactions to be generated in the general ledger a transaction type linked to an event “JC” must be defined in menu {FCSO-7).
|
| Remarks | 5xA60 | These fields can be used to enter details of the job. The first part of the first line will be displayed when timesheet information is entered: to assist the user in ensuring that the correct job is being charged. For this purpose, the first line is a mandatory field. |
| Page 2 | ||
| Requested By Person Type | A1 | Valid person types can be selected from the list provided: valid person types are Personnel, Student, Other and Alumni. A NULL person type means the person number is not required but the name and surname of the person will be entered. |
| Person Number | N9 | The person number for the person type entered above. A <LIST> function will display Person numbers for the type entered above. Once entered, the name and surname will default into the Person Names field below. The system will control that the person is linked to the trade of the job. |
| Person Names | A30 | The name of the person requesting the job or who controls it. When a valid person number is entered in the person number field, the names of the person will be displayed in this field. |
| (B)uilding/(O)utside: | A1 | The system will display the indicator of the project. If a project is a (G)eneral, the indicator will be changed according to the location of the asset. The user cannot access this field. |
| Asset Type | N4 | The asset type code for the asset to be maintained. The <LIST>function will display the asset types as defined in menu {ACS-2} of the asset inventory system. |
| Asset Type Description | A30 | The name of the asset type for the asset type code entered will be displayed. The user cannot update this field. |
| Asset Number | N7 | If the Job is for the repair or maintenance of an asset, enter the asset number in this field. The location of the asset will be defaulted into the Building, Floor and Room fields below. If the asset register information is correct, this location will be where the asset will be found. If the project is a type (G)eneral, then the asset number will be required. The system will default an indicator (B) on the field for (B)uilding/(O)utside. |
| Asset Description: | A30 | The description of the asset will display after selection of the asset code The following fields display the location where the maintenance will be done or where the asset is situated. A <LIST> function will display the building as defined in menu {SPCS-4} or the land improvement as defined in menu {SPCS-3} depending on the indicator above. The floor and room fields also have the <LIST> facility to search for the location. If an asset is to be maintained the system will automatically insert the Building, floor and room |
| Building or Land Improvement Code: | A4 | This is the building code or land improvement code. The field is mandatory if indicator is (B) or (O). |
| Description | A30 | The description of the building or land will be displayed. |
| Floor Number: | N2 | The floor where maintenance will be done |
| Room Number: | A7 | The room where maintenance will be done. |
| Room Description: | A30 | The name of the room will be displayed. |
| Job GLA: | A6, A8 | A valid general ledger account in the General Ledger for this job. The system will validate the account and display the descriptions. This field is not mandatory. If not entered, the project GLA will be used. Event number “JC” as defined in menu {FCSO-7} will generate general ledger journal against this job. |
| Debtor Type: | Select the debtor type from the list provided. The only valid debtor type that can be used for creation of AR transactions is DEBTOR and the debtor number is required. If NULL is selected, then the debtor number is not required. | |
| Debtor Code: | N9 | A valid debtor number for whom the job is done. This is a debtor that was defined in menu {FARO-21} of the Accounts Receivable system. All costs generated through the job costing system will be debited against this debtor on finalisation of the job. Event number “JD” as defined in menu {FCSO-7} will generate debtor transactions as well as general ledger transaction. |
| AR Account Type: | A4 | The account type will default from the debtor details as defined in {FARO-21}. To override this account type, select from the list provided. If the account type is linked to an Account Category for a loan, as defined in {FCSC-21}, a loan code will be required. This means the loan account of the debtor will be updated when the job is finalised. |
| Invoice Number: | A12 | The invoice generated by the accounts receivable system will be displayed in this field. This invoice will only be generated when the debtor code above has been entered. |
| Vat Rate Code | A2 | The vat code will default from the Cost centre of the income GLA of the project and can be updated by the user. |
| Vat Rate: | N5.3 | The vat rate of the cost centre will be displayed and cannot be updated by the user. |
| Vat Apportionment %: | N5.3 | The vat apportionment rate of the cost centre will be displayed and is not updateable by the user |
| Created by: | A9 | The user login code will be displayed and is not accessible by the user. This is the user who generated this job. |
|
|
The purpose of this block is to query projects and or trades where a job has been allocated in block 4 above.
Note: If an allocation needs to be done: move from Block 1 to Block 3: enter the project
and Trade and go to next block to allocate persons to a job. Otherwise
query the
project in Block 1 and, the Job in Block 2 then in block 4, whereafter the job can be allocated.
| Field | Type & Length |
Description |
|---|---|---|
| Project: | A8 | Enter the project code or select from the list using the appropriate function key. The name of the project will be displayed in the description field. |
| Trade: | A4 | Enter the trade of the job that needs to be allocated. The name of the trade will be displayed in the description field. On <NEXT BLOCK COMMAND> the fields described above {BLOCK-4} will be accessed to allocate a person to a job. |
TERMINATING JOBS AND PROJECTS In order to keep proper control of activities in a maintenance department it is important that jobs (and projects) that are completed should be indicated as such on the system: to preclude, erroneous issuing of materials or the booking of time against such jobs. A job will only be completely terminated when the job is finalised. Report {FJCOR1-1} can be used to identify projects on which no activity has taken place recently. Menu options {FJCO-1b2} may be used to indicate that a job has been completed.
STORES ISSUES Stores Issues are normally made on the basis of a request in the Procurement Management System under option {FPMO4-1}. The Job Number is entered, which will cause the costs to be debited to the GLA of the Project as defined under {FJCO-1b1}. ORDERS Orders for goods and services in respect of Jobs will be placed through the Procurement Management System under option {FPMO-1}. When a Job is linked to an order, the cost will be debited against the GLA of the project. The invoices and credit notes in respect of Jobs will be handled in the Procurement Management System under option {FPMO-4}. |
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|
The purpose of this block is to allocate person or creditors to a job. The personnel must have been defined in menu {PBOP-1} of the Human Resource Management System and creditors in menu {FPMM-2} of the Procurement Management System. The report in menu {FJCOR1-23} will only list the persons allocated to a selected job.
| Field | Type & Length |
Description |
|---|---|---|
| Job Number | N8 | The job number created in block 2 will be displayed and cannot be updated by the user. |
| Person Type: | A1 | Valid person type that may be allocated a job is Personnel or Creditor. |
| Commodity Type: | A4 | If the person type selected is CREDITOR, the user will access this field. This field is used to search for creditors linked to a commodity code as defined in menu {FPMC-2} of the procurement management system. A <LIST> facility is available to search for valid commodity types. |
| Person Number: | N9 | The number of the personnel or creditor allocated to the
job. A warning will be given if a person is allocated to a job
with a trade to which he is not linked via menu {PBOP-1} of the Human
Resource management system. A <LIST> facility is available
to search for personnel. A user can be restricted to departments for job costing purposes through the restriction FJCS. If restricted the user cannot allocate a person to a job if the user does not have access to the departments, for job costing purposes, on the post of the person.The restriction checks whether or not a restriction exists for the user when allocating a person to a job. If restricted the restrictions check whether or not the user has access to the job costing restriction of a department that the person is linked to, from the persons post. If restricted to departments on the post, the following warning is displayed "User does not have access to the department this person is linked to." |
Person Name: |
A30 | The names of personnel will be displayed after the selection of the person number. As for creditors, a <LIST> facility is available to search for creditors linked to the commodity type entered. Once selected, the names will be displayed in this field and creditor number displayed in the person number above. |
| Telephone Number: | A15 | This number is displayed from the biography of the person entered. The user cannot access this field. |
| Team Leader/Assistant | A1 | Valid values are “A” for assistant and “L” for leader. A job card will only be printed if a job has been allocated to a leader: it will be printed for the leader only. |
| Job Role | A2 | The role of this person in this job. The job roles are defined in menu {FJCC-2} and a <LIST> facility is available. |
| Estimated hours | N6.2 | Estimated hours for the person allocated to this job. These hours will be multiplied by the labour rate of the person and the result displayed in the block 2 (estimated labour cost). The estimated hour will be displayed in block 2 field for estimated hours as well. When these estimates are entered here, the cumulative values for each person allocated will be displayed in block 2. |
| Labour Rate: | 4.2 | Labour rate of the creditor may be entered. If the person type is personnel, the system will display the labour rate and the user will not access this field. |
| Issue Requisition? | A4 | Valid Values from the list provided are YES or NO. If the person type allocated is creditor the user may at this point process a purchase request in the Procurement Management system by selecting Yes to this question before committing the allocation. The screen in the procurement management system will be accessed via the rules for that system. This field is mandatory, as a NULL selection will not be committed. |
| Remarks: | A40 | This is a long field to enter any remarks that relate to this person and the job. |
|
| Processing Rules |
|
|---|---|
| No special processing rules. |
| Date | System Version | By Whom | Job | Description |
|---|---|---|---|---|
| 26-Jan-2007 | v01.0.0.0 | Charlene van der Schyff | t133798 | New manual format. |
| 11-DEc-2008 | v01.0.0.1 | Marchand Hildebrand | t152121 | Manual Corrections |
| 19-May-2009 | v01.0.0.2 | Charlene van der Schyff | t158346 | Edit language obtained from proof read language Juliet Gillies. |
