Prior to all Business Case submission to Head of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):
1. IS&T Project Cost Template must be completed
and submitted to your:
Associate Directorate Financial Business Consultant.
Template: IS&T Project Cost Template.
It is recommended that all Project Managers set up an
in-person meeting with their FBC to discuss assumptions
and issues. Guidance on filling out the IS&T Project Cost
Template can be provided by your Team Lead or your FBC.
| Once the Business Case submission has been approved by an
External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.)
or IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:
1. Send email to Associate Directorate FBC
with the following information: - Project Name using Standard Naming Convention Funding Source: Project Name - Phase
Example: AS: Request For Payment - Phase 1
(must match Daptiv Name)
| Once a project is approved and the required information
has been submitted to IS&T Finance, all further
forecasting and planning is to be done in the IS&T
Time Allocation Model.
Roles & Responsibilities:
Team Leads and/or Managers: Responsible for providing
approved effort allocations for their staff and consultants.
FBC: Responsible for collecting this information and producing
monthly reporting. HR will make allocation changes in the
payroll system on a quarterly basis. |
IS&T Project Cost Template must include: - List of Resources (Internal & External)
- Estimated Hours on Project for each Resource
- Estimated Other Costs (Hardware, Software,Etc.)
- Estimated Ongoing Support
2. Once the IS&T Project Cost Template is submitted
all assumptions will be reviewed and approved by the
area FBC.
| - Brief Description of Project (2-3 sentences)
- Project Time Frame
- Sponsor Approved Budget
- Funding Source (Software Development or GIB)
| Time Collection Process:
Step 1. FBCs will set up meetings with Team Leads and/or
Managers document staff and consultant effort --
Completed 10/12
Step 2. Finance will distribute draft Time Allocation Reports
to the Team Lead, Manager and Project Managers, with a
copy to their Associate Director, for review and approval –
Completed 10/12
Step 3. Team Leads email FBC with approval -
completed by 10/13
Step 4. Finance will produce and post monthly reports on
the IS&T Finance wiki, making them available to Team Leads,
Managers, Project Managers and Associate Directors –
Completed 10/18
Link to IS&T Time Allocation Reports:SAIS Resource Models |
3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for Associate
Director approval.
4. Once Associate Director approval is recieved, the project
and the costs outlined in the IS&T Project Cost Template
can be submitted to the Head of IS&T for approval and then
to External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL.
|
2. Set up project in Daptiv is required for all projects.
Instructions on setting up projects in Daptiv can be found
in the Daptiv User Manual . If a new user needs to be set
up in Daptiv use the New User Form .
|
Step 5. Team Leads working with Project Managers with
notify FBC’s of any additional changes to staff/consulting time
allocations – Completed by 10/21
Step 6: Finance Team will produce final monthly reports
and post on the IS&T Finance wiki, making them available to
Team Leads, manager, Project managers and Associate Directors --
Completed by 10/25
Step 5. Finance will submit to HR, quarterly adjustments to
salary charges based on these allocation reports --
Completed by 10/26
ALL PROJECT FINANCIALS: All Project Financials are
required to ONLY come from IS&T Finance
(including both Actuals and Forecasts).
|