No.

Category Process Analysis Questions Type = Application Response Revisit

Set Up Y/N
Metric
Process
Performanc
e

General Please provide your organization hierarchy and Set Up PA

Organisation flow diagram.

General Which organizations are assigned Set Up PA

projects/tasks/employees?
Project Set How many different classifications are there for Metric PA
Up
project types?( Capital / Contract/ Indirect)

Project Set Do you classify project by Indudtry , sector , Set Up PA

Up
category etc?
General Do you perform project costing, project billing or Set Up PA
both?

Open/Close Do your project periods differ from your Set Up PA

Periods
accounting periods?
Open/Close How are adjustments to closed periods Process PA, AR, GL
Periods
handled?
Other How do you maintain/audit your project data? Process PA,

Other Do you have a prospect system separate from Process PA, AR, GL
the customer information?
Performance Do you monitor profitability/analysis by Project Process PA, GL
Monitoring
Type?
Performance Do you monitor profitability/analysis by Process PA, GL
Monitoring
Organization (cost center, division, region)?

Performance Do you monitor profitability/analysis by Business Process PA, GL

Monitoring
Line or Function
Performance Do you monitor profitability/analysis by Revenue Process PA, GL
Monitoring
Category?
Performance Do you monitor profitability/analysis by Activity? Process PA, GL
Monitoring

Performance Do you track Employee Utilization, i. e., billable Process PA, HR

Monitoring
versus non-billable, costs versus revenues?
 Performance How do you handle IDC cost allocation for to a Process PA, GL
Monitoring
project?
Performance Is “activity/ Task -based costing” an issue that is Process PA, GL
Monitoring
important to your company?
Performance Do you monitor profitability/analysis by Process PA, GL
Monitoring
Industry/Market Sector?
Performance Do you monitor profitability/analysis by Process PA, GL
Monitoring
Customer/Customer Type?
Performance How many projects do you plan to monitor? Metric PA
Monitoring

Reporting How often are project performance reports Metric PA

generated?
Project Set Do you use outside vendors in your project Process PA, AP
Up
work?
Project Set Are project numbers system generated or Set Up PA
Up
manually entered?
Project Set Are different organizations responsible for Process PA
Up
different projects?
Project Set How many different project types does it Metric PA
Up
manage?
N/A Project Set To what degree does client management Process PA
Up
influence the volume and type of work a
customer seeks?
Project Set Do you complete work for public or private Process PA
Up
sector entities?
Project Set Do you define a Work Breakdown Structure Set Up, PA
Up
(WBS) for each project?Collect the sample of
that.
Project Set How many tasks are included in a typical WBS? Metric PA
Up

Project Set What tasks are involved in a typical WBS? Set Up PA

Up
Project Set Do you assign roles or responsibilities to Set Up, PA
Up
employees for each project?
Project Set How many different roles are there for each Metric PA
Up
project?
Project Set What are the roles for each project? Set Up PA
Up
Project Set Do you employ controls (dates, expense type, Set Up, PA
Up
etc.) to restrict charges to a project?

Project Set How many different control types to restrict Metric PA

Up
charges to a project do you employ?
Project Set What are the control types to restrict charges to Set Up PA
Up
a project?
Performance How many different project budget variables Metric PA
Monitoring
(total cost, labor hours, etc.) do you track when
monitoring project performance?

Project Set What are the project budget variables you track Process PA
Up
when monitoring project performance?

Project Set Do you use project budgets/plans for anticipated Process PA

Up
revenue, as well as cost, to track project
performance?
Project Set Do you budget revenues and costs at different Process PA
Up
or the same levels of detail?
Project Set Do you validate project funding during Process PA
Up
preparation of the budget?
Project Set What are your categories of projects? (Direct, Set Up PA
Up
Indirect, Capital, Expense, etc.)
Project Set What types of work or service do tasks Set Up PA
Up
represent?
Project Set What type of Work Breakdown Structure do you Process PA
Up
use?
Project Set What is the maximum number of levels in the Metric PA
Up
WBS?
Project Set What is the maximum number of tasks in a Metric PA
Up
project?
Project Set Please provide a sample WBS. Set Up PA
Up
Project Set How are Work Breakdown Structures Process PA
Up
generated?
Project Set Do you use templates for repetitive projects? Set Up PA
Up

Project Set How many customers per project? Metric PA

Up
Project Set Are projects funded? Set Up PA
Up
Project Set How is funding recorded? Process PA
Up
Project Set What project status do you use? Metric PA
Up

Project Set What is the project life cycle? Set Up PA

Up
Project Set How are projects initiated? Process PA
Up
Project Set Do you have indirect projects? Metric PA
Up

Project Set At what WBS level are cost and revenue Set Up PA
Up
budgeted?
Project Set Do you budget by type of expenditure? Set Up PA
Up
Project Set What budget versions do you maintain? Set Up PA
Up
Project Set What type of controls do you have on budgets? Process PA
Up

Project Set How are budget changes handled? Process PA

Up
Project Set Are hard limits on budgets enforced? Metric PA
Up

Project Set Do budgets include burdens? Metric PA

Up
Project Set Do you record customer contracts in the project Set Up PA
Up
accounting system?
Project Do you track “Committed” as well as “Actual” Process PA, AP,
Tracking
costs for projects?
Project What are the components/sources (requisitions, Set Up, PA, AP,
Tracking
purchase orders, pending invoices, etc.) of a
projects’ Committed costs?

Project Do you allocate or attribute overhead costs to Process PA, AP,

Tracking
projects? Or to some other Organisation

Project To what degree does your company track Process PA

Tracking
activities, costs, and revenues for “Services,”
performed for and reimbursed by a customer?
Project Explain the technique(s) (burdening rates, cost Set Up, PA
Tracking
multipliers, etc.) that you use.

Project Does your organization track shared resources, Process PA, HR

Tracking
(i. e., employee from Group A works on a project
managed by Group B) with respect to revenue
and cost?
Project Are contracts used to fund multiple Set Up PA
Tracking
projects/tasks?
Reporting Do you do commitment reporting? Set Up PA

Reporting Please provide a sample commitment report. Set Up PA

Reporting Are burdens separated out for reporting? Is it Set Up PA

reflected in Budget or Control Estimate
Reporting Please provide samples of your major reports. Set Up PA
(MIS, ISO and Others)
Reporting How are reports distributed?( Org wise, Project Process PA
wise etc)
RFP Does your company respond to Request for Process PA
Proposals (RFPs) to obtain work?
RFP How does your company monitor the Win/Loss Process PA
rate in the RFP process?
RFP How does your company monitor Proposal Cost Process PA
Recovery in the RFP process?
RFP How does your company monitor industries and Process PA
market sectors in the RFP process?

RFP How does your company monitor customers or Process PA

customer types in the RFP process?

Security What is your present security scheme for project Set Up PA

accounting?
Security If you use roles, how many different roles have Metric PA
been identified?
Security How is access to labor cost/rates controlled? Process PA
Time & How are sub-contracted costs included in the Process PA, AP
Expense
Entry cost of a project?

Time & How many Time Reports are submitted? Metric PA, AP
Expense
Entry

Time & How many Expense Reports are submitted? Metric PA, AP
Expense
Entry

Time & If employees submit Time Reports and Expense Process PA, AP
Expense
Entry Reports on-line, what software and hardware
are used?
Time & Do employees submit Time Reports and Process PA, AP, HR
Expense
Entry Expense Reports on paper

Time & Are costs that are associated with “borrowed” Process PA
Expense
Entry employees, (i. e., employee from Group A works
on a project managed by Group B) attributed to
lending or project organization?

Time & Do you maintain a log used to attribute the use Set Up, PA
Expense
Entry of equipment (Plant and Machinery)to specific
projects?

Process
Time & Are purchases recorded against projects/tasks? Set Up PA
Expense
Entry

Time & What are your category of expenditures? Set Up PA

Expense
Entry

Time & What type of expenditures are burdened? Set Up PA

Expense
Entry

Time & What types of adjustments/corrections are Process PA

Expense
Entry made to expenditures?

Time & What category and type of expenditures do you Set Up PA

Expense
Entry charge to projects?
Time & Please provide an accounting diagram of the Set Up PA
Expense
Entry transactions for each type of expenditure.
Include natural account, clearing account,
organization, debit and credit.

Time & How are intercompany or intracompany charges Process PA

Expense
Entry handled?

Time & Who approves timecards? Process PA

Expense
Entry

Time & Are timecards entered on-line by individuals, in Process PA

Expense
Entry pre-approved batches, or imported from another
system?
Time & Is time entered daily, or summarized for a Process PA
Expense
Entry period?

Time & Do you enter overtime? Set Up PA

Expense
Entry

Time & How is overtime charged? Process PA

Expense
Entry

Time & Do you bill overtime? Set Up PA

Expense
Entry

Time & Is overtime calculated by the system, or by the Set Up PA

Expense
Entry user before entry?

Time & What rules are used for system calculated Set Up PA
Expense
Entry overtime?

Time & Which organizations are charged for labor cost? Set Up PA
Expense
Entry

Time & How do you account for borrowed/lent labor Process PA

Expense
Entry resources for timecard purposes?

Time & Please diagram how labor cost and revenue are Set Up PA
Expense
Entry accounted? Include cross charges, burdens,
direct and indirect charges.

Time & Who approves expenses? Set Up PA

Expense
Entry
Time & How are expense report Process PA
Expense
Entry adjustments/corrections handled?

Time & What cost elements are entered via expense Set Up PA
Expense
Entry reports?

Time & Are expenses entered in units or dollars? Can Set Up PA

Expense
Entry project Currency be different the Operating Unit
Currency?
Time & How are expense report costs accounted? Process PA
Expense
Entry

Time & What types of expenditures are entered as Set Up PA

Expense
Entry usages?

Time & How are usages recorded and entered? Process PA

Expense
Entry

Time & How is usage cost calculated and accounted? Process PA

Expense
Entry

Time & How are usage adjustments/corrections made? Process PA

Expense
Entry

Time & Are usages entered in units or dollars? Set Up PA

Expense
Entry

Time & How is revenue calculated and accounted? Performance PA

Expense Entry

Project Set Up Please provide a sample of a project budget. Performance PA

Project Set Up Do you use time-phased budgets? Performance PA

Project What type of customer contracts do you track? Performance PA

Tracking

Reporting What reporting is done against contracts? Performance PA

Time & What accounting functions are required for each Performance PA
Expense Entry
type of expenditure?
Time & At what level of detail are they recorded? Performance PA
Expense Entry
(individual assets or pools)
Project PC
Do we consider Expenses of type capitalized
Costing
Interest
 Project S et Ups PC
Is there any approval heirarchy at any stage from
Tendering/Budgeting to client Billing
Project PC
Costing Rate schedule for Expenses of type capital Interest
1        Process Flow - Project Billing

Expenditure Request & Processing

Project
Reso
Manager Prepare Review
Approve Discr
Requisition Invoice
No anc

Yes

Purchasing
Process
Department Review
Purchase
Requisition
O rder

AP
Code
Department Invoice
Update
Project
Against
Cost
Project

Vendor Process
Ship Send
Purchase
G oods Invoice
O rder

Other Which operations/processes do you want to Process ALL

eliminate for Project Billing?
Other Are there any time-intensive Project Billing Process ALL
operations/processes that need to be
addressed?
Period Close How do you close an accounting period for Process ALL
Project Billing?

Period Close Is the schedule to close an accounting period Process ALL

for Project Billing documented?
Period Close How long does it take to close an accounting Process ALL
period for Project Billing?
Period Close How long should it take to close an accounting Process ALL
period for Project Billing?
Period Close Is closing an accounting period for Project Process ALL
Billing a hard close or a soft close?
Period Close How are adjustments to closed periods for Process ALL
Project Billing handled?
Period Open How do you open an accounting period for Process ALL
Project Billing?

Period Open Is the schedule to open an accounting period for Process ALL
Project Billing documented?
Period Open How long does it take to open an accounting Process ALL
period for Project Billing?
Period Open Who performs the tasks associated with Process ALL
opening an accounting period for Project
Billing?
Period Who performs the tasks associated with closing Process ALL
Open/Close
an accounting period for Project Billing?

Period Where in your accounting cycle do you run Process ALL

Open/Close
standard reports and statements for Project
Billing?
Reporting What business performance statistics do you Process ALL
monitor for Project Billing?
Reporting What are your Project Billing reporting Setup, ALL
requirements with respect to functional vs.
foreign currencies?

Process
Reporting What are your Project Billing reporting Setup, ALL
requirements with respect to summary or detail
formats? Obtain report listing.
 Process
Reporting What reports do you currently generate to meet Setup, ALL
your Project Billing reporting requirements?
Provide examples of each. Include source
(could be manual), user, frequency, number of
copies.

Process
Reporting Is there any Project Billing reporting Setup ALL
requirement that your current set of reports
does not meet?
Reporting Are Project Billing reports standard across Setup ALL
multiple Sets of Books, for example,
subsidiaries?
Reporting Are Project Billing reports standard across Setup ALL
multiple levels within a Set of Books, i e.,
divisions?
Reporting What account codes and/or descriptions are Setup ALL
required on Project Billing reports?
Reporting Do you provide a “key” of content/information Setup ALL
somewhere on the Project Billing report?

Reporting What Project Billing reports are grouped Setup, ALL

together on a regular basis and printed in one
print run?

Process
Reporting Who receives a copy of the Project Billing Process ALL
reports?
Reporting What is the criteria for determining who should Process ALL
receive a copy of any Project Billing report?

Reporting How do you update a Project Billing report’s Process ALL

distribution list?
Reporting Is the process to update a Project Billing Process ALL
report’s distribution list documented?
Reporting How long does it take to update a Project Billing Process ALL
report’s distribution list?
Reporting How long should it take to update a Project Process ALL
Billing report’s distribution list?
Reporting Who performs the tasks associated with Process ALL
updating a Project Billing report’s distribution
list?
Reporting Is there any requirement for on-line (softcopy) Setup, ALL
distribution and/or remote location printing for
Project Billing reports?

Process
Reporting Do some of these Project Billing reports belong Setup ALL
in report sets? Always being run together?

Reporting Do the separate business units run their own Process, ALL
Project Billing reports?

Performance
Reporting What type of printers do you run Project Billing Setup, ALL
reports (including checks, purchase orders etc.)
on? Where are they located?
 Performance
Reporting Do you run Project Billing reports for different Process ALL
companies or cost centers?

Security Do you have security requirements on who can Process ALL

enter data for Project Billing? (e.g. by company?
by cost center?)
Security Do you have security reports on who can run Setup, ALL
Project Billing reports? (by company, by cost
center etc.)

Process
Security Will there need to be terminal security for Setup ALL
Project Billing?

Security Do you run security reports on a regular basis Process ALL

for Project Billing?

Security Do you have documentation on your current Process ALL

system security requirements for Project Billing?

Security Map each GL user to a menu structure. Will any Setup, ALL
new ones need to be created for Project Billing?

Process
 Validation Do you review requirements for validation rules, Setup ALL
allowing certain Project Billing accounts to be
valid with only certain other values?

Note:Use this form to capture information about the processes relating to project billing. Review this list for relevance in the context of the
Setup—pertaining to system configurations that affect business operations
Metric—a particular quantifiable measurement
Process—related to operation steps and flow
Performance—volume, throughput, and so on

No. Category Process Analysis Questions Type = Application Response Revisit

Setup Y/N
Metric
Process
Performanc
e

Collections Do you monitor project receivables agings Process PA, AR, GL

and/or collections effectiveness?
Collections Do you monitor project receivables agings Process PA, AR, GL
and/or collections effectiveness by manager?

Collections Do you monitor project receivables agings Process PA, AR, GL

and/or collections effectiveness by customer?

Collections Do you monitor project receivables agings Process PA, AR, GL

and/or collections effectiveness by
organization?
Customers How do you group your customers for credit Process AR
limits, credit checks?
Customers How do you group your customers for Process AR
statements?

Customers How do you group your customers for interest Process AR

charges for late payments?
Customers How do you group your customers for payment Process AR
rules?
Customers How many project customers do you have? Metric AR

Customers Do you send customers statements? Process AR

Customers Do terms and conditions of customer Process AR

agreements and/or payment terms change
based upon the status of their accounts?
Other How are adjustments to closed periods Process PA, AR, GL
handled?

Other Do you ever adjust receivables? Process AR

Other How do you adjust receivables? Process AR

Other Do you limit the amounts when adjusting Process AR

receivables?
Other Do you receive deposits and/or prepayments? Process AR

Performance How do you determine whether indirect labor Process PA, GL

Monitoring
costs, such as overhead, are actually recovered
through your billing practice?
Performance How do you determine whether the costs of Process PA
Monitoring
non-labor assets are recovered with bill rates or
mark-ups?
Project Billing Typically, how
many project-related payments Metric AR
do you receive a month?
Project Billing Does your company manage contract projects? Process PA

Project Billing How many different contract

project types, (i.e., Metric PA
billing method type) does your company
manage?
Project Billing What
different contract types does your Setup PA
company manage?
Project Billing To what
degree does client management Process PA
influence customer billing arrangements?
Project Billing Do you maintain standard bill rate schedules? Setup, PA

Process
Project Billing How many different schedules bill rate Metric PA
schedules are there?
Project Billing What are the schedule types (i. e., employee, Setup PA
job title, non-labor resources)?
Project Billing Do you track distinct customer contact types, Process PA
(i.e., billing shipping, technical, etc.)?

Project Billing How many different customer contact types Metric PA

does your company track?
Project Billing What are the different customer contact types? Setup PA

Project Billing Do
you ever perform one project for multiple Process PA
customers?
Project Billing Doyou employ multiple billing methods? Process PA
Project Billing How many different billing methods do you Metric PA
employ?
Project Billing What
are the different billing methods you Setup PA
employ?
Project Billing Do
you ever use one method to bill customers Process PA
and a different to accrue revenue, for the same
project?
Project Billing Doyou employ controls (dates, expense type, Setup, PA
etc.) to restrict billable, as well as non-billable,
charges to a project?

Project Billing How many different control types do you employ Metric PA
to restrict billable and non-billable charges to a
project?
Project Billing What are the control types employed to restrict Setup PA
billable and non-billable charges to a project?

Project Billing Do
you use standard invoice lines with default Setup, AR
accounting information?
Project Billing Doyou have any subsidiaries that bill customers Process AR, GL
in a foreign currency?
Project Billing Are
there any other foreign currency issues Process AR, GL
regarding invoices and/or payments?
Project Billing What type of payment terms do you provide? Setup AR

Project Billing Do you allow split payment terms? Setup AR

Project Billing Do you allow discount payment terms? Setup AR
Project Billing What types of expenditures are entered as Setup PA
vendor invoices?
Project Billing Please
diagram how vendor invoices and Process PA
revenue are accounted?
Project Billing Please provide a sample vendor invoice. Setup PA
Project Billing How are vendor invoice adjustments and Process PA
corrections made?
Project Billing At what level
of the organization structure is Setup PA
revenue recognized?
Project Billing How doyou account for borrowed/lent Process PA
resources for revenue purposes?
Project Billing Are limits on revenue enforced? Metric PA

Project Billing Pleaseprovide samples of revenue credit Setup PA

reports.
Project Billing Do
you use write-ons and write-offs for Setup PA
revenue?
Project Billing How are write-ons and write-offs recorded? Process PA
Project Billing How are write-ons and write-offs accounted? Process PA

Project Billing How often are projects invoiced? Metric PA

Project Billing How are invoices formatted? Setup PA

Project Billing Please provide a sample of each format used. Setup PA

Project Billing Are

invoices printed from the system or Setup PA
manually typed?
Project Billing Is retention applied? Setup PA

Project Billing How are invoices numbered? Process PA

Project Billing Are

all invoices generated at the same time or Setup PA
spread over the month?
Project Billing Are invoices subtotaled? Setup PA
Project Billing Are directs costs separate from burdens? Setup PA
Project Billing Is invoice printing centralized or decentralized? Setup PA

Project Billing Who generates and approves invoices? Process PA

Project Billing Are invoicing limits enforced? Setup PA

Project Billing How are rates determined? Process PA

Project Billing How are costs marked up? Process PA

Project Billing Please provide a sample rate schedule. Setup PA

Project Billing Are rates scheduled by job title or employee? Metric PA

Project Billing How often do rate schedules change? Metric PA

Project Billing How often

and for what reasons are rates Metric PA
overridden?
Project Billing What
invoice adjustments/corrections are Process PA
made?
Project Billing Who collects on invoices? Process PA
Project Billing Do you have milestone invoices, scheduled Setup PA
payments, pre-bills, etc.?
Project Billing Whatmethods of revenue recognition are used? Process PA
(time and material, percent complete, etc.)

Inter Project Operations

Is there Inventory transfer between Projects ?
Can Employees work on several project simultaneously?
Does project Org. has its own purchasing and Inventory orgs?
How purchasing is handled for the projects , is it centralised ot Distributed?
Can a project incur Expenses on Other project Behalf?

Plants and Machinery

How plant utilisation is costed to the project or tasks?
Is there any plant owning Organisation?
How to come up Hire charges figure for a plant deployed on some project or task?
Does Project has any assosiation with the depritiation of Plant and Machinery.
Can project purchase assets , for its own use?
What about asset after the end of the project?
 Finishing of Project
What all operations are done at finishing of project.

Capitalisation Process
What are the various stages of a project?
When do we capitalise a project?
At what instance Depritiation comes into picture?
what is the documentation required before capitalisation?

Project Planning
What are the currently used tolls for Plannign and scheduling?
What are the parameters for planning?
Frequency of Scheduling ?
Comparision of Actuals with scheduling?
In case it does not match , what action is performed ?
 Resolve
Approve Discrep-
No ancies

Ye s

Code
Update
Invoice Pay
Project
Against Vendor
Cost
Project
for relevance in the context of the company’s business. You may want to sort this table by category or type, to facilitate the interview process. Category logically groups
e project or task?
d Machinery.
w process. Category logically groups question by lower level processes; type can be used to group questions as follows: