Setting Up a Programme Project - Business & Embedded Finance End State

User Guide

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Contents Page

1. Process Overview.............................................................................................................................................................................3

1.1. Overview.....................................................................................................................................................................................................3

1.2. Process Responsibility ...........................................................................................................................................................................3

2. Key Project Set-up Activities to be carried out by the Business ................................................................................4

2.1. Triggers .........................................................................................................................................................................................................4

2.2. Process steps Commissioned Project......................................................................................................................................4

2.3. Process steps Development Project ........................................................................................................................................7

2.4. Output ..........................................................................................................................................................................................................8

2.5. Hand-offs .....................................................................................................................................................................................................8

3. Appendices...........................................................................................................................................................................................9

3.1. Appendix I Glossary of Terms.....................................................................................................................................................9

3.2. Appendix II Sample project setup form .............................................................................................................................. 10

3.3. Appendix III Sample project amendment form............................................................................................................... 11

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1. Process Overview

1.1. Overview

Project set-up allows commissioned projects to be set up for planning purposes and then released after

greenlighting by your divisional management and being confirmed as a commission.

Special arrangements exist for those projects that are pure development projects, i.e. prior to offer, and for

those projects that need expenditure to be incurred prior to the commission being confirmed. This process

allows such development projects to be set up and released without confirmation of a commission and

subsequently can be amended if they turn into fully commissioned projects.

1.2. Process Responsibility

The following project set-up processes will include tasks to be carried out by Production Executives (or

equivalent) and Production Managers (or equivalent). The process around project set up is largely automated

with only a few process steps requiring manual intervention. In some divisions Embedded Finance may be

approvers of project set up, although this is not a necessity and depends on the allocation of project

authoriser roles within the division.

The release of a project by the Programme Finance Assistant (PFA) requires a suitable budget to be drawn up

by production management and approved/confirmed by Embedded Finance.

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2. Key Project Set-up Activities to be carried out by the Business

2.1. Triggers

These are the tasks which will be carried out by the business before the project is released and goes into

production. The aim of this guide is to ensure that the project is set-up correctly with appropriate

authorisations, an agreed budget and the correct level of finance support.

2.2. Process steps Commissioned Project

2.2.1. Request Programme Project Set Up

A request for a project to be set up is made via the Production Management tab in

mybusiness.gateway.bbc.co.uk, see appendix ll for screen shot of the web form.

An on-line course is available for learning about how to use mybusiness.gateway.bbc.co.uk.

The web form is completed and is then workflowed to the Finance Centre via a Divisional

Authoriser*,(*if appropriate)

2.2.2. Information Required to Complete mybusiness.gateway.bbc.co.uk Web form

The requestor (Production Executive/Production Manager, etc.) need to:

Select project type : Commissioned or Development

Complete commissioning and funding details including the commissioning reference (where required, see 2.2.3),

Enter Project title and Profit Centre under which project should sit

Select default project structure (which can be amended if required)

Enter Project start and end dates

Select Portfolio Manager (e.g. Production Executive)

Select Project Manager (e.g. Production Manager)

Select Accountant (Production Accountant)

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2.2.3. Commissioning Reference

This table lists the divisions and the current scheduling systems used by them.

Those that do not use OnAir, PRDB, or Proteus do not require a commissioning reference to set up a

project. Requests from areas (e.g. Sport) that do not use commissioning references will have projects

automatically set up.

2.2.4. Projects With A Commissioning Reference Or 3rd Level Request

Project requests with either a commissioning reference or 3rd level WBS (lower level of project

management) require action from the BBC Finance Centre Programme Finance Assistant.

If the commissioning reference is confirmed as valid by the PFA the project is then automatically created

in SAP R/3 and a confirmation message is workflowed to both the Requester and the Finance Centre

PFA. If the commissioning reference is not valid then a workflow is sent to the requester notifying them

that their request has been rejected because of an invalid commissioning reference.

3rd level requests are discussed with the Finance Centre who configure and amend the work breakdown

structure manually.

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2.2.5. Assigning Initial Plan

The business can now commence preparing their sandpit plan in BPS.

User guide : Planning and Forecasting Programme Projects in the Business

Helpcards:

Planning Prog Spend using Projects

Understanding the Prog Spend Planning Screen

2.2.6. Plans Copied and Project Released

The Production Executive will inform Embedded Finance via e-mail or telephone that the budget is ready

to be reviewed in BPS against e.g. project PAE-1234 with a request that they review it before

greenlighting.

Once the sandpit plan is finalised (i.e. agreed with Embedded Finance and greenlit) the sandpit plan

should be copied to working plan and approved plan.

To instruct the Finance Centre to copy plans the Project Manager will submit the request via the copy

function tab within BPS. At the time of copying the plans the Finance Centre will release the project.

2.2.7. Notification Of Project Release

The Project Manager (Production Manager) and BBC Finance Centre Production Accountant, if allocated

at this point, receive confirmation of the release of the project by an auto generated e-mail from the BBC

Finance Centre.

2.2.8. Assigning Programme Numbers (PRS)

Production Executive or a nominee of their choice will create programme numbers using Programme

Registration System (PRS), attach these to the project number in PRS and inform the Production Manager

and Production Accountant of these numbers. An automatic overnight feed from PRS will update SAP

so that Artist Requisitions etc. can be raised.

2.2.9. Project Amendments

A request for a project to be amended is made via a page in the Production Management tab in

mybusiness.gateway.bbc.co.uk, see appendix llI for screen shot of the web form.

This is workflowed to Finance Centre via a Divisional Authoriser as required.

2.2.10. Resourcing

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When a prospective production is at an advanced stage of planning (pre-greenlighting) the Production

Executive or equivalent should contact as soon as possible the BBC Finance Centre Resource Manager to

discuss the potential Production Accounting requirements e.g. how much of the Production Accountants

time will be allocated to the project. Post-greenlighting a further conversation should take place to finalise

and agree these requirements. The BBC Finance Centre Resource Manager will then complete a PA

Engagement Form to confirm the scope and level of support the PA will provide on the production and

send this to the Production Executive for their reference. For further detail on this process refer to User

Guide: Resourcing of Production Accountants in the Business

2.3. Process steps Development Project

2.3.1. Automated Set Up

Development Projects do not require a commissioning reference, nor can they have 3rd Level WBS

Elements, therefore upon submission of the completed and authorised web form the process to set up

and confirm project details will be automated. The PA field should be left as TBC as a PA will not be

assigned to development projects.

The requestor will receive a workflow detailing the development project set up.

2.3.2. Release

With a development project, the request for the project to be set up also serves as the request for the

project to be released. It is the responsibility of the Production Executive/Production Manager to ensure

that a working and approved plan is in BPS by the first period end after the project is set up.

2.3.3. Converting to Commissioned

For development projects which are later confirmed as commissions you will need to request changes via

the project amendment web form. This is workflowed to the Finance Centre, via the divisional authoriser,

as necessary.

This will also include any changes in project structure required as a result of the change, e.g. additional

WBS elements and, if the commissioner of the project uses a scheduling system, a commissioning

reference must be provided for uploading into the scheduling system as part of the amend request. An

example of this web form is included in appendix III.

Webpage for programme management information

http://finance.gateway.bbc.co.uk/changes/wheretogethelp.asp

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When the additional WBS elements have been created, you will proceed to update the budget in BPS for

the agreed commissioned amount. This will go through the normal greenlighting approval process for

your division as for commissioned programmes.

Release of these additional WBS elements will be triggered by your BPS request to copy over the sandpit

budget to approved budget for the relevant W BS elements. This workflow will go once more via

Embedded Finance who will compare the submitted budget with the greenlite approval and authorise the

additional budget objects for release.

2.3.4. Notification Of Project Release/Amend

Production Manager and BBC Finance Centre Production Accountant receive confirmation of the release

of the additional WBS elements by an auto generated e-mail from the BBC Finance Centre.

2.3.5. Assigning Programme Numbers (PRS)

Production Executive or a nominee of their choice will create programme numbers using Programme

Registration System (PRS), attach these to the project number in PRS and inform the Production Manager

of these numbers. An automatic overnight feed from PRS will update SAP so that Artist Requisitions etc.

can be raised.

2.4. Output

Projects are properly set up and authorised for planning

Projects are released for transactions according to divisional authorisations and confirmation of commission

Development projects are amended to commissioned according to divisional authorisations and confirmation

of commission

2.5. Hand-offs

Workflow to Finance Centre requesting project set up. Workflow / Auto generated e-mail to business confirming project set up/failure. Auto generated e-mail to business confirming project release and that programme can now go into

production.

Workflow to Finance Centre requesting project amendment. Workflow / Auto generated e-mail to business confirming project amendment actioned/failure. Workflow to Business confirming change in development to commissioned project. Auto generated e-mail to business confirming project amendment and release.

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3. Appendices

3.1. Appendix I Glossary of Terms

Term Description

BPS Business Planning and Simulation Tool to forecast cost centre and project expenditure

Commissioned Project

A programme project with an agreed delivery date, costs will move from WIP to delivered as part of the month end process when the date is met.

Development Project

A programme project with no delivery date and will remain in WIP.

PRS Programme Registration System

GREENLIGHTING The process by which the budget of a project is agreed

WBS Element (Work Breakdown Structure)

The hierarchy of the project, ie the way in which costs of the

programme or strand will be managed.

WIP Work In Progress

PFA BBC Finance Centre Programme Finance Assistant

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3.2. Appendix II Sample project setup form

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3.3. Appendix III Sample project amendment form

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Document Version Control

Document File Name and Path

Name and path

K:\Future Finance Programme\Shared\Workstreams\Process Model\00 Process Team General\08 User Guides - Wave 4\05 Ready 4 PDF\Setting_up_a_Programme_Project_in_the_Business_and_Embedded_Finance.doc

Document Revisions

Date of change

Document version

Details of change

Authors initials

21ST July 2006 V0.1 JH/KJ/GD/DJ

10th Aug 2006 V0.2 Initial QA JC

29th Sept 2006 V1.0 Final document JC

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