controlling

Controlling Cost Centers


Course Overview ObjectivesProvide an overview of the CO module

Identify CO master data terminology and concepts

Understand the cost center process

List the triggers for changes to the cost center hierarchy

Describe the various tools for creating, changing, deleting, and displaying cost centers/cost center groups

Explain the various CO master data roles


Overview of Controlling (CO) Controlling (CO) represents the Countys flow of cost and revenue. It is also a management instrument for organizational decisions.

Controlling facilitates coordination, monitoring and optimization of all processes in an organization.

Controlling (CO) and Financial Accounting (FI) are independent components in the SAP R/3 system. However, the two components are tightly integrated and the data flow between the two components takes place on a regular basis.


SAP Financial and Purchasing Components


What Goes Where FI ModuleOther Financial ModulesHR/MaterialsManagement ModulesCONTROLLINGPAYROLLPURCHASINGINVENTORYMANAGEMENT


Key CO Terminology:Cost Center

Cost Center Group


Cost CenterAreas of responsibility in the County that incur costs.

Examples: Tax Assessor Administration Tax Motor Vehicle Tax Automation Human Resources Administration Human Resources Benefits etc.


Cost Center (continued)As cost centers are created, the following attributes are defined:

Cost Center ID Number (10 digits) Validity Period Name (up to 20 characters) Description (up to 40 characters) Person Responsible (department head) Department Cost Center Category (ex: Admin) Hierarchy Area (ex: Human Resources) [name of cost center group (dept)] Business Area (use 1000*)

* For CSCD State, use 2000.


Cost Center GroupA hierarchical group of cost centers.

Examples: Elections Tax Human Resources etc.

After a cost center group is created, cost centers are assigned to that group.


Cost Center Group (continued)As cost center groups are created, the following attributes are defined:

Cost Center Group Name (10 characters, no spaces)

Description (up to 40 characters)


Cost Center Group (continued)Examples:= cost center group;= cost center;


Create/Change Cost Centers Business Process1. Create Cost Center GroupWithin Hierarchy

2.Create/ChangeCost Centers

3. Assign Cost CenterTo Hierarchy(Cost CenterGroup)

4. Assign Cost Center ToFunds Management*

5. Make Changes To Cost Centers/Groups

* Performed in Funds Management module


Process Triggers and Outputs (cost center groups)


Process Triggers and Outputs (cost center)


1. Creating Cost Center GroupsTWO OPTIONS:

A. Manual Method (KSH1)

B. Standard Hierarchy Tool* (OKEON)

*Note: The Standard Hierarchy Tool allows the user to view the existing cost center hierarchy as they are creating their new cost center group.


1. Creating Cost Center Groups (continued)A. Manual Method (KSH1)


1. Creating Cost Center Groups (continued)B. Standard Hierarchy Tool (OKEON) used to specify timeframe for changes/updates. Must be checked before using the Standard Hierarchy tool.


2. Creating/Changing/DeletingCost CentersOPTIONS:A. Create A Cost Center (KS01)

B. Change A Cost Center (KS02)

C. Delete A Cost Center (KS04)

D. Collective Processing of Cost CentersChange (KS12)Delete (KS14)Standard Hierarchy Tool* (OKEON)

*Note: The Standard Hierarchy Tool allows the user to view the existing cost center hierarchy as they are creating, changing, or moving cost centers.


2. Creating A Cost CenterA. Create A Cost Center (KS01)


2. Changing A Cost CenterB. Change A Cost Center (KS02)


2. Deleting A Cost CenterC. Delete A Cost Center (KS04)


2. Collective Processing of Cost CentersD. Collective Processing Change (KS12)- used to drill down and change a cost center;


2. Collective Processing of Cost CentersD. Collective Processing Delete (KS14)Note: Reexecute with Test Run indicator removed after successful test.


2. Collective Processing of Cost CentersD. Standard Hierarchy Tool (OKEON)= copy;= create;


3. Assign Cost Center to Hierarchy

OPTIONS:

A. Individual Processing of A Cost CenterCreate (KS01)Change (KS02)

B. Collective Processing of Cost CentersChange (KS12)Standard Hierarchy Tool* (OKEON)

* Can be used to drag and drop a cost center to a new cost center group.


4. Assign Cost Center to Funds Management (done in Funds Mgmt) Funds center #1 Fund ABC

Commitment Actual Budget Salaries $60,000 $70,000Operating 15,000 25,000

Total 75,000 95,000

Budget control is at the combination of the fund/funds center/ commitment item/functional area Cost center #7

Cost element Actual Plan Wages $10,000 $11,000Overtime 3,000 4,000Travel 6,000 6,000Utilities 4,000 3,000

Total 23,000 24,000

Cost center #6Controlling(Managerial Reporting)Funds Management(Budget Control)Note: There is a one to one relationship of cost centers to funds centers. Funds center #2 Fund DEF


Total 55,000 85,000

Cost Objects Funds center #1 Fund ABC


Total 75,000 95,000


5. Make Changes To Cost Centers/Cost Center Groups

OPTIONS:

A. Cost Center Group ChangesChange A Cost Center Group (KSH1)Collective Processing of Cost Center GroupsStandard Hierarchy Tool (OKEON)

B. Cost Center ChangesChange A Cost Center (KS02)Delete A Cost Center (KS04)Collective Processing of Cost CentersChange (KS12)Standard Hierarchy Tool (OKEON)


Display Transaction Codes for Centers/Cost Center Groups

DISPLAY OPTIONS:

A. Cost CentersDisplay A Cost Center (KS03) Display Standard Hierarchy Tool (OKENN)

B. Cost Center GroupsDisplay A Cost Center (KSH3)Display Standard Hierarchy Tool (OKENN)


CO Roles/Authorized Transactions

A. CO Display Role - Display A Cost Center (KS03)Display Standard Hierarchy Tool (OKENN)

B. CO Master Data Role - Create A Cost Center (KS01)Change A Cost Center (KS02)Delete A Cost Center (KS04)Collectively Change Cost Centers (KS12)Collectively Delete Cost Centers (KS14)Standard Hierarchy Tool (OKEON)Create Cost Center Group (KSH1)Change Cost Center Group (KSH2)


Course Overview SummaryYou should now be able to:Provide an overview of the CO module

Identify CO master data terminology and concepts

Understand the cost center process

List the triggers for changes to the cost center hierarchy

Describe the various tools for creating, changing, deleting, and displaying cost centers/cost center groups

Explain the various CO master data roles


Accessing Training Materials

All TITAN training materials for Phase II are stored on the Tarrant County websiteThis website is accessed through your Internet Explorer from any computer that has internet access; you do not have to be on the Tarrant County network. The URL for direct link to the Training Materials website is: http://www.tarrantcounty.com/titan/lib/titan/training/index.aspSet up this website as a favorite in your web browser for quick future access

Enter the URL above in the address field in your browserWhen you reach the website, go to Favorites > Add to Favorites in the Browser menuA pop-up window will be displayed with a default name for the site. Click OK.To access this site in the future, just click on the Favorites item in the menu and highlight the name for the website. You will go directly to the website.


Accessing Training Materials (contd)

Review the instruction page to see how to use the websiteClick on the Courseware link at the top of the Instruction pageA Listing of Courses will be displayed

Click on the Course Title to see a general description of the content of the courseorClick on one of the buttons beside the Course Title to go directly to either the Overview, Quick Reference Cards, or TutorialsThese training materials will be available for your use and reference at any time


Running TutorialsAn additional learning tool is being provided with the Phase II SAP implementation -- TutorialsTutorials are simulations of the SAP system that take you through a transaction step-by-step in a mock SAP environment. These can be viewed in two ways:As a movie that takes you through the transaction in a demonstration, orAs an interactive, hands-on practice session that stops on each screen and directs you to make entries in fields or take actions per instructions provided by the wizard and in the bubbles

Tutorials are provided with each course in the Finance and Purchasing trainingA list of the tutorials is provided at the end of each course.Go to the Training Materials website to access and run these tutorials. Detailed instructions are provided on the website

Happy Tutoring!!


Training Sandbox

An SAP environment (Training Sandbox) where you can practice your skills in a real instance of SAP will be available after June 18The sandbox can be accessed through the standard logon process discussed in Lesson 2 of the SAP Basic Navigation course

The only differences are:

Highlight the Training environment on the Logon padClick logonEnter 520 in the Client fieldEnter the same User Id and Password you are assigned for Production

Feel free to practice any of the tasks in the basic navigation course and any of the transactions included in other courses you take. Use the Quick Reference Cards to walk you through the transactions.


Getting Help

123Review the on-line help in SAPAsk your peers or super user for assistance.Review your training materials and notes.


Tarrant County Help

Problems with running tutorials?Training Mailbox [email protected]

After utilizing the various methods of help on the previous page, if you still have questions or problems or

If you have problems at any time with accessing SAP, printing, computer or network problems, etc.Contact the Tarrant County IT Help Desk at 817-884-3507


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