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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