Projects are established in SFS to serve a multitude of business processes for State Agencies including facilitating billing to the Federal Government, tracking capital spending cost and other various business needs.

The Enterprise Enhancement Phase 1 (EE1) project enabled the use of the Project ID to represent the project and the Project Costing module to associate the project to the grant. This capability was only in place for the agency business units that onboard to use ESA within SFS, and are referred to as “onboarding agencies”. Currently, DOL and DOT are the only onboarded agencies.

Pre April 2022 and the implementation of the Project Costing Improvement Project (“PCIP”), the use of Project Costing in SFS was primarily focused on Federal Grants, impacting agencies ability to use the Project ID and Activity ID for their projects as a whole. Non-onboarding agencies were still under the model of the Project ID in SFS representing the Federal Grant which did not allow them to capture the full cost of their projects within SFS.

In addition, the pre-PCIP use of projects for non-onboarding agencies did not allow tracking of Federal and Capital costs under one project. Pre April 2021, DOB maintained capital projects information in a stand-alone database, detached from transactional data captured within SFS, impacting the State’s ability to reconcile the information within the database to the information within SFS.

PCIP standardized the business process for maintaining capital project data by requiring the use of SFS’ Project Costing Module to establish, and transact against, individual projects. Agencies will now have:

• The ability to use the Project ID and Activity ID on all of their capital expense transactions.
• The ability to use the Project ID and Activity ID to represent a specific capital project, even when funded in whole or in part by a federal grant.

Guide to Financial Operations

REV. 02/01/2022