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Western Winter Workshop

Western Winter Workshop. February 9, 2002. Implementing Project Management Tools. Managing Cost Data Using Expedition and P3. Mark Greenhalgh. Simple Goal. Put accounting data, actual $, into two software packages: Expedition Primavera Project Planner. Phases of Operation.

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Western Winter Workshop

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  1. Western Winter Workshop February 9, 2002 Implementing Project Management Tools

  2. Managing Cost Data Using Expedition and P3 Mark Greenhalgh

  3. Simple Goal • Put accounting data, actual $, into two software packages: • Expedition • Primavera Project Planner

  4. Phases of Operation • 1 Researching the Available Systems • 2 Collecting Accounting Data • 3 Preparing the Data • 4 Setting up the Trends in Expedition • 5 Moving a block of data into Expedition • 6 Importing data into Primavera Schedule • 7 Reporting and Analysis

  5. Software • Accounting Program, IFAS • MS Access, ver. 97, SR-2 • Launchboard for Windows, ver. 2.0 • Expedition, ver. 6.3 • Primavera P3, ver 3.0

  6. The Challenge • Expedition is “Contract Control Software” • ...and does not contain an accounting interface if you haven’t bought it, • …nor does it allow import to all contracts at the same time • …the task of entering actual costs to Trends is tediously slow

  7. Phase 1 - Researching the Available Systems • Accounting program can export to a text file • Expedition and Primavera specifications • Data Import • ODBC Links • LaunchBoard can automate keystrokes between different Windows programs

  8. Begin by Opening a Project in Expedition

  9. Hundreds of Projects to Choose

  10. Opening Project “00000” Trends Module

  11. No Cost Data in the Actuals Expended Column • Importing Data into an Expedition Project • No Accounting Interface

  12. Project “00000” Cost Worksheet - No Actuals

  13. Importing Data into an Expedition Project • Your goal is to import data from accounting into your Expedition Projects database • No Accounting Interface is available

  14. Importing Data - Help • From Expedition, choose Tools, Import (if you created a command for the Import application in the User Preferences dialog box). Otherwise, click Start, Programs, Primavera, Expedition Utilities, Import. • Expedition On-Line Help, Primavera Systems, Inc.

  15. Importing to All Projects

  16. Importing into Trends is not on the List

  17. Importing to All Projects will not work for Costs

  18. Expedition Tools Accounting Interface

  19. Expedition Accounting Interface Not Available

  20. Trends can contain Actual Expenditures

  21. Expedition - Adding a new Trend #, A10400

  22. Distribute

  23. Cost Distribution

  24. Select Cost Code

  25. Updates Cost Worksheet • Cost is now linked from the Trends Module to the Cost Worksheet • The Cost Worksheet is recalculated and available for review or printed reports • This process needs to be repeated possibly thousands of times depending upon categories charged

  26. Phase 2 - Collecting Accounting Data • Obtaining a month end closing data file from the accounting program

  27. IFAS Actuals Incoming

  28. Determine File Layout and Account Identifiers

  29. Phase 3 - Preparing the Data • Importing the text file into an MS Access table - dealing with abnormalities • Re-computing correct Contract Numbers • Some are missing or blank • All are different from Contract Numbers (or “Projects”) in Expedition • Adding other costs, credits not in text file • Setting Up the ODBC Links to Expedition

  30. ODBC links to Expedition Tables

  31. Phase 4 - Setting up the Trends in Expedition • Create Query in MS Access as the source of the Trends to be created • Every Trend must be unique • A new Trend is created for every occurrence of the three account identifiers: Contract, Project, or General Ledger Object Code

  32. MS Access Query - Design View

  33. MS Access Query

  34. LaunchBoard • Automating the process to add exactly 1,445 trends to Expedition • Create a Macro for the F3 key to perform the repetitive tasks • Put Trends in MS Access Query into Cost Code 80003-C0064 and others

  35. LaunchBoard discovered at http://www.aacesf.com

  36. LaunchBoard Opening Screen

  37. LaunchBoard Edit Screen

  38. Phase 5 - Moving a block of data into Expedition • Run two MS Access Queries • 1 Display source of costs sorted by Trend • 2 Display Expedition target: “exp_ADJT” table, “value” field, sorted by Trend • Requires Matching the Trend # to the three account identifiers: Contract, Project, or General Ledger Object Code

  39. Copy and Paste 1445 fields

  40. Phase 6 - Importing data into Primavera Schedule • Two alternatives • ODBC Link using Pervasive Drivers can modify the P3 file directly without opening Primavera • MS Access Query to prepare DBF file for import into P3

  41. Phase 7 - Reporting and Analysis • Expedition Reports • Online Cost Worksheet • Printed Reports • Primavera Reports • ETC Costs spread over future life of each activity

  42. Project “00000” Cost Worksheet - With Actuals

  43. P3 Cost Loading report

  44. Managing Cost Data Using Expedition and P3 Mark_Greenhalgh@RocketMail.com

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