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Office of Management & Finance

Office of the Chief Administrative Officer

Phone: 503-823-5288

1120 SW 5th Ave, Room 1250, Portland, OR 97204

More Contact Info

(CO/FM) Controlling and Funds Management

Table of Contents

(Printable Version)

Reports


Budget Maintenance

Budget Maintenance (RP_S_FM_BUDGET_MAINTENANCE) 

The Budget Maintainer performs online budget maintenance during budget execution year.  This may include entries to Pre-post/Post a budget transfer, Pre-post/Post a budget supplement, Pre-post/Post a budget return, Pre-post/Post a budget carry-over, and running the outbound interfaces from SAP to BRASS.

Work Instructions

FMBB Transfer Budget - Budgeting Workbench 

ZFM_B_BRASS Budget and Actuals to Brass Interface 

ZFM_MD_BRASS SAP Master Data to Brass Interface

Change Documentation

20 August 2013: updated role description

5 August 2013: added work instructions


Bureau CO Processing

Bureau CO Processing (RP_S_CO_BUREAU_CO_PROCESSING) 

The CO Processor executes the direct activity allocations for interagency bureau-to-bureau charges.

Job Aids and Work Instructions

Job Aids

SAP Public Sector Financial Concepts

Work Instructions

KB21N Post Documents Activity Allocation

Change Documentation

20 August 2013: updated role description

5 August 2013: added work instruction


CAFR Maintenance

CAFR Maintenance (RP_S_FM_CAFR_MAINTENANCE) 

The CAFR Maintainer maintains reporting groups and sets required for preparation of the Comprehensive Annual financial Report (CAFR).

Change Documentation

20 August 2013: updated role description


Central Master Data Maintenance

Central Master Data Maintenance (RP_S_CO_CENTRAL_MASTER_DATA_MA)

The Central Master Data maintainer performs maintenance of centralized Controlling objects' master data.

Job Aids

Functional Area - Creating and Maintaining

Fund Centers and Cost Centers - Creating and Maintaining

Funded Programs - Creating and Maintaining

Funds - Creating and Maintaining

GL Accounts, Commitment Items, and Cost Elements - Creating and Maintaining

SAP Sets and Group Maintenance for Accounting

Work Instructions

KA04 Delete Cost Element

KAH1 Create Cost Element Group

KO02 or KO04 Maintain Internal Order User Status

KS01 Create Cost Center

KS04 Delete Cost Center

KSH1 Create Cost Center Group

Change Documentation

4 September 2014: added Job Aids

12 March 2014: added KO02 or KO04 Maintain Internal Order User Status

20 August 2013: updated role description; added work instructions


City-Wide Allocations Maintenance

City-Wide Allocations Maintenance (RP_S_CO_CITYWIDE_ALLOC_MAINTEN) 

The Citywide Allocation Maintainer allows the user to maintain cost allocation cycles and segments using the assessment method and to allow the creation and maintenance of costing sheet for bureau overhead charges.

Change Documentation

20 August 2013: updated role description


Funded Program Maintenance

Funded Program Maintenance (RP_S_FM_FUNDED_PROGRAM_MAINTEN) 

The Funded Program Maintainer creates and maintains funded programs for projects.

Work Instructions

FMMEASURE Create Funded Program

Change Documentation

20 August 2013: updated role description; added work instruction


Funds Maintenance Report User

Funds Maintenance Report User (RP_S_FM_GENERAL_DISPLAY, part of RP_C_LIMITED_PROF_USER_DISPLAY) 

The Report User can display FM master data, FM transaction line items, FM budgeting master data objects for budgeting purposes, FM budget reports, and budget-versus-actual reports for management and analysis purposes.

Work Instructions

FM4M Directory Functional Areas

FM7M Directory Funded Programs

Change Documentation

20 August 2013: updated role description; added work instructions


Internal Order Maintenance

Internal Order Maintenance (RP_S_CO_INTERNAL_ORDER_MAINTEN, RP_S_CO_INTERNAL_ORD_MAINT_GRA, RP_S_CO_INTERNAL_ORD_MAINT_STA) 

The Internal Order Maintainer maintains internal order master data and the internal order group.

Job Aids and Work Instructions

Job Aids

Internal Cost Elements -  Internal Services

Internal Order Type Selection

Naming Conventions for Internal Order Types and Service Orders

Work Instructions

KO02 Change Internal Order Status

KO02 or KO04 Maintain Internal Order User Status

KO04 Change Grant Internal Order Status to Released

KO04 Create Grant Internal Order - GMEX

KO04 Create Real Order with Funded Program - RCBI

KO04 Create Real Order with Funded Program - RISV

KO04 Create Real Order without Funded Program - REBU

KO04 Create Statistical Internal Order - STBU

KOH1 Create Order Group

KOH1 Create Grant Internal Order Group

Change Documentation

12 March 2014: added KO02 or KO04 Maintain Internal Order User Status

20 August 2013: updated role description; added work instructions

5 August 2013: added job aids and work instructions


Internal Order Spending Plans

Internal Order Spending Plans (RP_S_CO_INTERNAL_ORD_COST_PLAN)

Provides the user with the ability to create spending plans to measure how actual costs are coming in against an order or orders.

User Guide

Job Aids

Multiple Order Upload Template

No-Plan Cost Elements

Order Upload Template

Change Documentation

1 May 2014: created page, added documents


Master Data Maintenance and Assignment

Master Data Maintenance and Assignment (RP_S_FM_MASTER_DATA_MAINTENANC) 

The Master Data Maintainer and Assigner creates and maintains all FM Master Data objects as well as the FM Derivation Tables.  This includes maintenance of  commitment items, funds centers, funds, functional areas, funded programs and related groups.

Job Aids

Functional Area - Creating and Maintaining

Fund Centers and Cost Centers - Creating and Maintaining

Funded Programs - Creating and Maintaining

Funds - Creating and Maintaining

GL Accounts, Commitment Items, and Cost Elements - Creating and Maintaining

SAP Sets and Group Maintenance for Accounting

Work Instructions

FM_FUNCTION Create Functional Area

FM_SETS_FICTR1 Create New Funds Center Group

FM_SETS_FIPEX1 Create New Commitment Item Group

FM_SETS_FUNCTION1 Create Functional Area Group

FM_SETS_FUND1 Create Fund Group

FM_SETS_FUNDPRG1 Create Funded Program Group

FM5I Create New Fund

FMCIA Create Commitment Item

FMDERIVE Display Derivation Strategy

FMDERIVER Maintain Rule Values

FMSA Create Funds Center

ZFMDERIVE Funded Program Lookup Tables Maintenance

Change Documentation

4 September 2014: added Job Aids

20 August 2013: updated role description; added work instructions


Month-End Maintenance

Month-End Maintenance (RP_S_CO_MONTH_END_MAINTENANCE)

The Month-End Maintainer performs specific month-end processing tasks such as running the bureau overhead through actual overhead rates postings and Internal Order settlement.

Work Instructions

KB15N Perform Manual Cost Allocation

KGI2 Apply Overhead Costs from Orders, Individual 

KGI4 Apply Overhead Costs for Orders, Collective 

KO8G Run Actual Order Settlement, Collective 

KO88 Run Actual Order Settlement - Individual

KSV1 Create Distribution Cycle

OKP1 Month-End Posting Period Locking/Unlocking Process

Change Documentation

20 August 2013: updated role description; added work instructions

5 August 2013: added work instructions


Year-End Processing

Year-End Processing (RP_S_FM_YEAR_END_PROCESSING)

The Year-End Processor loads budget files from BRASS and performs Year-End processing tasks identified for Funds Management.

Work Instructions

FMJ2 Fiscal Year-End Purchase Order Carry Forward

Change Documentation

20 August 2013: updated role description

5 August 2013: added work instruction