Prior to all Business Case submission to Head of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):
1. IS&T Project Cost Template must be completed and
submitted to your:
Associate Directorate Financial Business Consultant\.
Template: IS&T Project Cost Template\
It is recommended that all Project Managers set up an
in-person meeting with their FBC to discuss assumptions
and issues. Guidance on filling out the IS&T Project Cost
Template can be provided by your Team Lead or your FBC. | Once the Business Case submission has been approved by an
External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.) or
IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:
1. Send email to Associate Directorate FBC with the
following information:
Funding Source: Project Name - Phase
Example: AS: Request For Payment - Phase 1
(must match Daptiv Name) | Once a project is approved and the required information
has been submitted to IS&T Finance, all further
forecasting and planning is to be done in the IS&T
Time Allocation Model.
Roles & Responsibilities:
Team Leads and/or Managers: Responsible for providing
approved effort allocations for their staff and consultants.
FBC: Responsible for collecting this information and producing
monthly reporting.
HR: Will make allocation changes in the payroll system on
a quarterly basis. |
IS&T Project Cost Template must include: - List of Resources (Internal & External)
- Estimated Hours on Project for each Resource
- Estimated Other Costs (Hardware, Software,Etc.)
- Estimated Ongoing Support
| - Project Name using Standard Naming Convention (see above)
- Brief Description of Project (2-3 sentences)
- Project Time Frame
- Sponsor Approved Budget
- Funding Source (Software Development or GIB)
| Time Collection Process:
Completed:
Steps 1 -3. FBCs will set up meetings with Team Leads and/or
Managers document staff and consultant effort, distribute for
approval and recieve email approval from Team Lead/ Manager |
2. Once the IS&T Project Cost Template is submitted
all assumptions will be reviewed and approved by the
area FBC.
3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for
Associate Director approval.
4. Once Associate Director approval is recieved, the
project and the costs outlined in the
IS&T Project Cost Template can be submitted to the
Head of IS&T for approval and then to
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL. | 2. Project set-up in Daptiv is required for all approved projects.
Instructions on setting up projects in Daptiv can be
found in the Daptiv User Manual .
If a new user needs to be set up in Daptiv use
the New User Form . | Step 4. Finance will produce and post monthly reports on the
IS&T Finance wiki, making them available to Team Leads,
Managers, Project Managers and Associate Directors –
(See Below)
To Be Completed:
Step 5. Team Leads working with Project Managers with notify
FBC’s of any additional changes to staff/consulting time allocations
Step 6: Finance Team will produce final monthly reports
and post on the IS&T Finance wiki, making them available
to Team Leads, manager, Project managers and Associate Directors
Step 5. Finance will submit to HR, quarterly adjustments to
salary charges based on these allocation reports
ALL PROJECT FINANCIALS: All Project Financials are required to
ONLY come from IS&T Finance (including both Actuals and Forecasts). |