Projecting F&A Applied to a Project for a Fiscal Period

This quick reference guide demonstrates how to project the F&A that will be applied to a project during Duke's month-end close process. This can help understand project balances in advance of a fiscal month's close.

Gwen Hall-DiFabio
13 steps
2 minutes

Begin by reviewing Project Master Data to identify the key data points needed for the calculation. From the **SAP Easy Access Menu**, open the **CJ20N - Project Builder** transaction.

In **Project Builder,** open the WBSE of interest.

In the **Open Project** pop-up, enter the WBSE of interest. Select the **Green Check** to open the project.

When the WBSE displays, select the **Cust. enhancement** Tab.

Use the vertical scroll bar on the right side to scroll down the page to the **F&A Calculation Field.** \ Use the horizontal scroll bar at the bottom to scroll to the right to view the data in the **Allowable F&A %** and **Allowable CE Group** fields.

Write down the values in the **Allowable F&A %** and **Allowable CE Group** fields as they are necessary for the calculation.

You will likely see one of the two **Allowable Ce Groups:** - SPIDC02 - includes cost element groups (groups of general ledger accounts) that match the Modified Total Direct Cost base as defined in Uniform Guidance and in Duke's rate agreement. - SPIDC05 - which is Total Direct Costs and may be used on non-federal projects. The key is to make sure you use whatever cost element group is in this field when you run Z71Proj in the upcoming steps of this guide.

Select the **New GUI Window** button to open a new SAP session.

From the **SAP Easy Access Menu**, open transaction **Z71PROJ-Project/Work Breakdown Structure: Inception to Date (with Plan)**.

Enter the project of interest in the appropriate **Selection** field. Enter (or confirm as it may default) the current **Fiscal Period.**

Enter the **Cost Element Group** identified in the **Allow CE Group** field in master data.

If the **Fiscal Period** is incorrect or the **Cost Element Group** does not align with the **Allow CE Group** in the master data, your projection will be incorrect.

Select **Execute** to run the report.

The Inception to Date (ITD) with Plan report for the Cost Element Group displays. You will need the **Current Month Actuals (CurMo Act)** to complete the calculation.

With the necessary data, complete the formula below: **Allowable F&A percentage X Current Month Actuals = Projected F&A** In the example used for this guide: 61% X $19,438.17 = $11,857.28

Keep in mind that the accuracy of this number increases later in the fiscal period, as payroll and other expenses are posted.

Projecting F&A Applied to a Project for a Fiscal Period

Gwen Hall-DiFabio
13 steps
2 minutes