The
Project Management Module involves maintenance of the Contract records and
printing reports from data created in the other modules. Billings and Receipts
may also entered in this module. The General Ledger Transactions are sorted to
allow for the printing of various Accounts Receivable Aging reports.
Transactions involving Other Direct Cost may be sorted to allow for the
printing of detailed cost reports by Contract.
The Labor shown on the reports are from timecards entered via the Payroll Module. Other Direct Costs are summarized in the Contract Cost Record when the Accounts Payable (or other) Transactions have been posted. All Indirect rate calculations (Fringe, Overhead, and G & A ) are performed on a fiscal year-to-date basis using rates stored in a Provisional Rate Table or Contract specific rates stored with in the Project Record. This calculation method allows for Mid-Year Rate changes. Time and Material contracts use contract specific labor billing rates entered by the operator.
Click below for greater detail on the following subjects:
| Numbering Structure | Contract Description |
| Contract Record | Project Status Reports |
| Contract Cost Record | Billing and Burdening Rates |
The numbering scheme for the contracts is as follows:
 | Contract Number - 5 digits |
| Task Number - 3 digits |
| Subtask Number - 2 digits |
| Division - 2 digits |
| Pool - 1 digit |
The first digit is an alpha character which indicates the type of contract:
| A = CPFF where fee is a percent of total cost |
| B = CPFF where fee is a dollar amount per hour or labor |
| C = CPAF with an award fee in addition to a percentage |
| D = CPFF where fee is a percent of cost excluding G&A |
| F = Fixed Price |
| H = Time & Material where ODC's are loaded with G&A |
| M = T & M where ODC's are loaded with G&A and fee |
| N = Revenue is based on user input (Commercial Contracts) |
| P = Bid and Proposal (B&P) |
| R = Independent Research and Development (I R&D) |
Additional contract types may be set up to handle other billing types.
Digits 2 through 5 are for the internal number for the contract. It is not necessary to use all four digits.
Digits 6 through 8 are for tasks within a contract. It is not necessary to use all three digits. If there are no tasks on the contract you may leave the field blank, but it may be advisable to set up a task number 001 to make it easier to add tasks if it becomes necessary.
Digits 9 and 10 are for subtasks within a task. It is not necessary to use both digits. If there are no subtasks on the task leave the field blank.
Digits 11 and 12 indicate the division to which the contract belongs. There can be more than one division on a contract.
The last digit is the pool designator and is used to indicate which rates to use when costing the contract. There can be more than one pool on a contract.
EXAMPLE: You have a CPFF contract with 2 tasks, each of which are subdivided into 3 subtasks. Subtask 1 of both tasks uses the off-site overhead rate (Pool B); all others use the on-site rate (Pool A). The contract belongs to the Washington Office (Division 10) but the Virginia Beach Office (Division 20) is also working on Task 2, Subtask 3. The contract would be numbered as follows:
| Task 001 has 3 subtasks. Sub-task 01 is off-site
| ||||||||
| Task 002 has 3 sub-tasks. Sub-task 01 is offsite. Sub-task 03 is shared
with Division 20.
|
A Contract Description Record for each contract, task, and subtask for which costs will be accumulated, is created in Project Management. A Contract Cost Record is created automatically from the Description Record.
BILLING RATES Labor Billing Rate Files (for T&M contracts) and Provisional Billing Rates are also entered in the Accounts Receivable Module.
A Contract Description Record is set up for each contract, task, and subtask which costs will be accumulated. The information contained in the Contract Description Record is as follows:
| Federal Contract Number |
| Customer Name |
| Agency |
| Contract Title |
| Cotr Name |
| Address 1 |
| Address 2 |
| Contract Manager Name |
| Division Name |
| Type Contract |
| Terms |
| Billing Instructions |
| Proposal Number |
| Modification |
| Close Contract |
A Contract Cost Record is created when the Description Record is entered. The Cost Record contains summary information for Direct Labor, Other Direct Costs, burdens, fees, etc. and is updated automatically by CLOSER.
The items contained in the Contract Cost Record are:
| Contract Value |
| Estimated Cost |
| Fixed Fee |
| Funded Dollars |
| Sales |
| Overhead |
| G & A |
| Fringe |
| Total Labor |
| Other Direct Costs |
| Fee |
| Backlog |
| Overrun |
| Withheld Fee |
The items shown on the above are stored in 16 columns.
Most of the work done in the Project Management Module involves printing project reports from data originating in other modules.Project Status reports can be printed as needed throughout the month. The reports reflect timecards which have been entered and transactions (for ODC's) which have been posted:
| The Direct Labor shown on the reports is printed from the timecard file. Timecards, which are entered in the Payroll Module, will print on the status reports as soon they are entered. |
| Other Direct Costs shown on status reports are summary numbers which represent the G/L transactions posted during the month. A detailed supporting schedule of the ODC's can be printed after sorting the General Ledger. An ODC Reconciliation can be printed which compares the G/L Detail to the amount stored in the Cost record. |
| All burdening is done on a year-to-date basis. The FYTD burden is calculated and the previous months FYTD is subtracted to obtain the current month's burden. Therefore, anytime the rates contained in the Provisional Billing Rate Table are changed, contract reports will reflect the new rates. |
The Monthly Cost Report shows direct labor (hours and dollars), burdens, ODC's, Fee and Revenue for the current month, the fiscal year-to-date, and the cumulative.
The Budget vs Actual Cost Report shows direct labor hours for the current month, fiscal year-to-date, and cumulative. The budgeted hours, loaded direct labor dollars and ODC for the same periods. The Budget vs Actual is the comparison of the budget to the cumulative expenditures.
The Vouchers Report is the Continuation Sheet for a public voucher. It shows direct labor hours and dollars, burdens, ODC's, Fee, and Invoice Amount for current and cumulative.
The T & M Profit Report compares loaded costs to billings and illustrates the profit percentage. The comparison is shown for both current and cumulative.
LABOR BILLING RATES
Labor Billing Rate Files are used for two different purposes:
PROVISIONAL RATE TABLES
In order to burden contract costs with fringe, overhead, and G&A when printing contract reports, rates must be entered in the Provisional Billing Rate Table. The rates are established by pool (e.g. A = On-site, B = Off-site, etc.)
The rates are applied to contact costs as follows:
Contract specific Fringe, Overhead, and/or G&A rates may be entered in the Contract Cost Record and will override the provisional rates.
All burdening is done on a year-to-date basis. The FYTD burden is calculated and the previous months FYTD is subtracted to obtain the current month's burden. Therefore, anytime the rates contained in the Provisional Billing Rate Table are changed, contract reports will reflect the new rates.
