GFEBS Project Systems Course Questions and Answers (2022/2023)(Verified Answers)

GFEBS Project Systems Course Questions and Answers (2022/2023)(Verified Answers) What is a project definition? The project definition contains data used for the entire project. It contains default values which can be passed on to the WBS elements, or influence them, such as: Project Profile Project Control values (e.g., user status profile) Organizational data Planning parameters Settlement Rules Unique Project Number The Project Profile is often called the "DNA" of a PS project; it determines many attributes of the project. The Project Profile cannot be changed after project creation. What is a Project Definition? (2 of 2) In the project definition, default values are maintained for a project, such as the settlement rule, Person Responsible, or Plant. The default values can then be copied for a new WBS elements created for this project. The default values will be copied into new WBS elements created for the project, but may be changed with the exception of Project Profile. What is a Work Breakdown Structure? The WBS forms the basis for all subsequent planning tasks in the project. The emphasis is placed on: Planning Description Funding and Availability Control Costs and Fund Consumption Reporting Monitoring of costs, basic dates, and the statuses Work Breakdown Structure (WBS) In a WBS, the groupings of work are described in the project as individual elements in a hierarchy. The work is broken down in the project, step-by-step, until the level of detail is reached necessary to carry it out. These groupings of works are WBS Elements. So in GFEBS, a Work Breakdown Structure is a hierarchical arrangement of WBS elements under a project definition. In GFEBS, there can only be one WBS directly below the Project Definition. This is known as the Level 1 WBS, and will have the same number (and usually name) as the Project Definition. WBS Elements WBS elements are arranged hierarchically so that the most atomic work that can be described and funded with a single LOA (line of accounting) are at the bottom. Typically, execution (accrual of expenses) only occurs at this lowest level, though that does not have to be the case. Since the WBS is structured hierarchically, we're able to summarize and display the data for the corresponding higher-level WBS elements, or all the way up to the Project Definition level. Click on the note icon below for more information WBS Elements - Operative Indicators GFEBS uses Operative Indicators to define characteristics that control functionality of a WBS - they define whether a given WBS can or cannot be used in some very important processes. Click on each image for each process. Click on the note icon for more information. Planning Element WBS's that can have planned costs entered against them must be marked by checking the Planning Element operative indicator. Account Assignment Element WBS's that can have actual costs accrued (executed) against them must be marked by checking the Account Assignment Element Operative Indicator. Billing Element WBS's that can be referenced on a Sales order for a reimbursable must be marked by checking the Billing Element Operative Indicator. Which of the following is used to define the characteristics of a WBS element? Operative Indicators A good project structures supports which of the following? Cost Reporting Funding / Funded Program Design Execution All of the above True or False: In PS, the terms "Project" and "Project Definition" are synonymous False True or False: A WBS element can have multiple lines of accounting (LOA). False Project Systems Text and Documents PS text and documents are objects that can be assigned to WBS elements. PS text are user-definable texts that are managed in a PS text catalog. The texts are classified into different text types. You can assign one or more WBS elements to PS text. Also, External documents in various formats (Excel, Word, PPT, BMP, and CAD) can be assigned to WBS elements. Project Template It is often convenient to create one project from another to avoid having to re-create the entire structure manually and re-enter all the data. This is especially true if you have many projects that are similar to one another, or if you are "rolling over" a project from one fiscal year to the next. You can create a project by copying from either a template (Standard Project) or a regular working project (known "Copying Operative.") Note that the term "template" is often used loosely to indicate either a standard project or an operative project whose purpose is to be a template. Copying Projects using either method is not described here in further detail - there are Job Aids and OLHP's that describe the processes. Click on the images for each type of project. Click on the note icon for more information. Standard Projects By using Templates (called "Standard Projects" in PS) which you create with transaction CJ91 as the source for creating a new operative project. Operative Project By copying one normal project (known as an "Operative Project") to another. This can be accomplished entirely within CJ20N. Designing a Project - Objectives Before we can discuss Project Structure, we must first ask the question, "What is the purpose of a Project Structure?" A clear and unambiguous project structure must form the basis for its planning, funding, reporting, monitoring, control, and successful execution. Reporting is the structure clear and detailed enough to produce meaningful cost reports without being overly complex and burdensome? In general, a structure which will support proper reporting will also support execution (Cost Collection) well. Planning Is the structure sufficient to make both high-level and detailed cost plans if necessary? Funding does the structure support the funding for the project? Keep in mind that a single WBS can only have a single Line of Accounting (LOA). Project Structure There are additional practical considerations concerning cost collection / execution and reporting. For instance, we could technically build a project structure that looks like this like the graphic (assuming we only had one source of funding). However, your command leadership would have no idea how expensive various components or phases of the project were. All execution would simply be posted against the single WBS. This is known as "building to the funding structure" and is NOT a best practice in GFEBS. Project Structure - Design Concept (2 of 4) Often, projects will have multiple sources of funding. Let us suppose you had some money from your own command's funds, some Reimbursables paid by another organization, and some Direct Charge. We could build the structure to the right. After all, a WBS can only have one LOA (Line of Accounting) so we know we need at least 3, and since it is generally a best practice NOT to have execution at the Level 1 WBS, we have 4 WBS Elements. However, we are still "building to the funding structure" - we're only creating as many "cost buckets" as are necessary to capture costs with no regard for better reporting capabilities. Project Structure - Design Concept (3 of 4) A more useful WBS structure might look like this. This WBS Structure allows your command to answer questions such as: "How much are we spending on R&D?" "What is the total cost of producing a new engine and how does that compare with other aircraft we've built?" "Excluding the Engine, how much are we spending on testing?" "How much does the entire Airplane cost?" Project Structure - Design Concept (4 of 4) We will continue with this same example in the "Funding" lesson, addressing funding and WBS design practical considerations, once you've learned a bit more about funding concepts, particularly Funded Programs. Tip - you can always tell which level of WBS you are in GFEBS by counting the periods (decimals) in the WBS number. Project Planning Project Planning enables the PS user to plan the entire project structure (Project Definition and WBS elements), in an integrated environment. Date planning is accomplished by entering dates into the Project Definition and / or WBS elements. These dates may be reviewed in the Project Builder or transaction CJ21. Cost Planning can be performed in one of three ways: From within Project Builder you may perform Easy Cost Planning (ECP) which features an easy to use HTML interface as well as more detailed grid view. Using transaction CJ40 (Structure Planning) you can perform bottom-up scheduling overall. Using transaction CJ40 (Structure Planning) you can perform bottom-up scheduling by period. Date Planning The Project Scheduling Tool allows GFEBS to schedule a project timeline, either at the Project Definition or WBS Element level, to plan the correct project timeframe. WBS Element Scheduling characteristics include: Basic start and finish dates can be planned for the WBS elements. The dates can be extrapolated from lower to higher-level WBS elements, or passed on