PROJECT COST REDISTRIBUTION
Project Manager and PCR Coordinators
training material.
INTRODUCTION
The project cost initiative involves the improvement of project
cost reporting by capturing detailed project information for the
purpose of providing better data for decisions, managing
resources, and forecasting at the project and program levels.
There are actually two distinct components to job costing.
The first component is programming to the project specific
number for the purpose of encumbering to tasks. The second
part is project costing thru the Project Cost Redistribution (PCR)
computer application, which redistributes expenditures from
the general project number to the project specific number.
WHY PROJECT COST REDISTRIBUTION
Effective July 1, 2008, the Department will implement a Project
Costing Initiative, for the purpose of Identifying and tracking
costs associated with District-wide and General Consultant
contracts. For these types of contracts, special cost accounting
measures will be utilized. The cost redistribution application will
allow contract funds to be committed to a general financial
project number up front, and reallocated after the work is done
to the component projects where the expenditures actually
incurred.
PARTICIPANTS
Central Office
Procurement office
All Districts
Consultants
Office of Comptroller
Office of Information systems
Work Program
DISTRICT RESPONSIBILITIES
Participants:
District Project Manager.
District Project Cost Redistribution Coordinator.
DISTRICT RESPONSIBILITIES
Project Manager
• Contract
method of compensation (Exhibit B) will explicitly state if the
contract will require a cost redistribution file to be submitted with
invoice.
• Note: Project cost redistribution will be restricted only to
designated District-wide and General consultant contracts
executed after July 1, 2008. For exceptions, contact Work Program
Office.
• The Project Manager
will provide valid “From” and “To” Project
numbers to the consultants in order for them to submit Project Cost
Redistribution files.
DISTRICT RESPONSIBILITIES
Project Manager – Cont.
• Providing valid “To Project” numbers to the consultants will save time
and will help to eliminate validation errors.
• Must ensure that project #’s to be used for redistribution are in current,
prior or next fiscal year.
• Project Manager must ensure that a PCR file has been submitted,
where applicable, before approving invoices. Invoices with charges
against only project specific numbers are exempted from the
requirement for submittal of a PCR file.
DISTRICT RESPONSIBILITIES
Project Manager – Cont.
DISTRICT RESPONSIBILITIES
PCR Coordinator.
• Project Cost Redistribution point of contact between Consultant and
District office.
• If Project Cost Redistribution file is not received for paid invoices
within 30 days, you will receive an error report via email.
• Review “Report For Invoices Without
Project Cost Redistribution
Records” in consultation with Project Manager . Using Contract
number and Invoice number from the report inform the consultants
about Project Cost Redistribution file.
DISTRICT RESPONSIBILITIES
PCR Coordinator. - Cont.
• The project cost redistribution file is submitted by the Consultants via email
(PCRLOAD@dot.state.fl.us).
• In case of errors or Informational messages, the PCR Coordinator will
receive an error report & informational messages via email.
• Each error messages can be referenced back to the FAQ available on the
Procurement website
(http://www.dot.state.fl.us/procurement/project%20costing% 20initiative.htm).
• In case of Informational messages , all efforts should be made to resolve
these messages in future PCR files.
• The PCR Coordinator should contact the District Work Program Manager
only after checking the FAQ on the Procurement website. All efforts should be
made first to resolve the issues before contacting Work program Manager in
Central office.
DISTRICT RESPONSIBILITIES
PCR Coordinator. - Cont.
Sample Informational Report - 05
The project cost redistribution file submitted to the Florida
Department of Transportation by your firm for Contract CCCCC,
Invoice XXX has replaced the previous submission.
Note: All efforts should be made by the consultants to resolve the
Informational messages if any are sent to them.
CENTRAL OFFICE
Office of Comptroller
Procurement office
Work Program
Office of Information systems
OFFICE OF COMPTROLLER
Comptroller.
• Ownership of Project Cost Redistribution process 1 of 3.
• This office is responsible for the file processing to FLAIR.
OFFICE OF WORK PROGRAM
Office of Work Program.
• Responsible for all the functional issues for Project Cost
Redistribution (2 of 3).
• For any questions related to Financial work program numbers or
‘From project ‘ or ‘To project’ numbers contact this office.
• This office will be responsible for Project Cost Redistribution
PCRLOAD client box.
OFFICE OF WORK PROGRAM
Procurement Office.
• Responsible for all the functional issues for Project Cost
Redistribution (3 of 3).
OFFICE OF INFORMATION SYSTEMS
Office of Information Systems.
• Outlook Email interface.
• Mainframe PCR validation process.
• Account correlation process.
• Interface with FLAIR accounting system.
CONSULTANTS RESPONSIBILITIES
Consultants
• Consultants can download the PCR spread sheet and view the PCR
spread sheet CBT ( Instructions ) on Procurement website
(http://www.dot.state.fl.us/procurement/project%20costing%
20initiative.htm).
CONSULTANTS RESPONSIBILITIES
Consultants – cont.
•Refer to the Project Cost Redistribution FAQ on Procurement Office
website (http://www.dot.state.fl.us/procurement/project%20costing%
20initiative.htm) before contacting District Project Cost Redistribution
Coordinator.
• Consultants are not required to use the Project Cost Redistribution
spread sheet to create PCR data. They can have their own internal
process to create the PCR data file. Refer to the Spread sheet CBT
for correct data formatting.
• Send PCR data file via email to PCRLOAD@dot.state.fl.us
CONSULTANTS RESPONSIBILITIES
Consultants – cont.
• When a PCR process validation errors occurs, an error report for a
particular PCR data file is sent to consultant via email.
• The consultant must fix the errors and resend the file back to
PCRLOAD@dot.state.fl.us.
• When errors occur the consultants should refer to the FAQ available
on Procurement Office web site. For any other related help, contact
your district PCR Coordinator.