CBE Guidance Documents

SAP Project Creation

2011 Number 2, Page 1 of 4
Date: March 31, 2011

Colorado Bridge Enterprise

Guidance Document SAP Project Creation

Projection Creation
This section provides guidance on creating a Bridge Enterprise (BE) project in SAP.
Design bulletin DB 2010-6 sets forth the special requirements for setting up a Bridge
Enterprise project in SAP. Work Instructions will soon be posted on the CDOT SAP training
website outlining the project creation steps for setting up a Bridge Enterprise project.
Attached below is DB 2010-6 dealing with project creation.

DB_2010-6_Bridge_E
nterprise.docx

1 Technical requirements for establishing project in SAP

On page 3 of DB 2010-6 above are the necessary steps to establish the project in SAP.
Also attached are screen shots to help with the process in SAP. Please consult both
references.
Key points to keep in mind when creating Bridge Enterprise projects in the CJ20N table
in SAP:

Responsible Cost Center: B8800-538

Fund Number: 538
Project Prefix: FBR Bridge Enterprise
Profit Center: 5000-538
Investment Profile: Z00992

After you have created the project please verify your entries by using the steps
outlined in the attachment below titled: Bridge Enterprise Template Check (screen
shots).

Bridge Enterprise
template Check.docx

2 Purchase Requisitions (PR)

When creating a PR for a FASTER bridge contract, enter 7001 for plant; use line 10 for
costs and line 20 for FEE since these will be cost plus fixed fee. The Program Engineer
needs to approve both line 10 and line 20. The Region Business Manager then must
give final approval. You will need to use GL code #4192000010 (PROF SERV N) or
#4192000011 (PROF SERV P) for all project Professional Services contracts and task
orders where these services will be Direct to Project charges (all Bridge Enterprise
Projects). This will require an additional 95.5% of your task order to be budgeted in
your project in addition to your task order. If you have a task order in the amount of
$100,000 then you need to have $95,500 of available budget remaining in your project

CBE Guidance Documents

Colorado Bridge Enterprise

SAP Project Creation

2011 Number 2, Page 2 of 4
Date: March 31, 2011

phase. Every time an invoice gets paid, another 95.5% of the invoice will be assessed
to your project budget.
Please see page 5 in the DB 2010-6 referenced above for the discussion on Purchase
Requisitions (PR) and the release strategy in SAP.
Consult the Bridge Enterprise Template Check above before approving the PR. This will
prevent errors that would take several hours of work to correct.
3 Category set up in PES for projects
The categories to use for Bridge Enterprise work should be coded to categories 0250
Roadway, 0350 Structures, 0450 CE Bid Items - Bridge Enterprise, and 1125 Indirect
Costs Bridge Enterprise for Bridge Enterprise projects. The current guidance in the DB
2010-6 indicates that these categories are only for combined projects, but for easy
reference and identification on BE projects, it has been decided to use the new
categories on all projects with bridge enterprise funds.
Each Bridge Enterprise structure should also be set up with its own Category number
for easy reference of the costs associated with the structure. If there are 3 BE
structures getting replaced, they should be broken out separately to allow for the easy
calculation of the final costs of the structures.
4 Construction Engineering (CE) Estimate Worksheet
Since FASTER bridge projects cannot be charged to the CE POOL funds, please ensure
you get the appropriate CE worksheet for your final CE cost determinations. The
worksheets are located on the top of page 5 in DB 2010-6 located above. The critical
items to keep in mind are:

Does the project have only State funds or is there Federal participation?

Does the project have additional work outside the BE structure that would require it
to be a combined project?

Work items such as new ramp construction or resurfacing of the roadway beyond what
is required for tying the BE structure back into the roadway would not be consistent
with the BE funding. Resurfacing for half a mile on either end of the structure would
not constitute BE work, but constructing 500 foot tie-ins on either end of the bridge
would. Limited approach rail that ties into bridge rail to protect the end of the
structures would be covered in the cost of the BE work.
For the Combined project estimates, the process for calculating the CE costs for the BE
portion can vary depending on the requirements of your project. For projects where
95% of the work is for the BE portion of the project, a single estimate for all the work
may be the best away to estimate the costs of the work. The 5 percent CDOT portion
of the work can then be backed out of the initial estimate to come up with the correct
percentage for each category in PES. If there are numerous structures, both BE and
CDOT that will be constructed, it might be easier to make a CE estimate for the BE
structures alone.

CBE Guidance Documents

Colorado Bridge Enterprise

SAP Project Creation

2011 Number 2, Page 3 of 4
Date: March 31, 2011

Depending on how the estimate is worked up, the costs will need to be broken down by
CDOT and BE construction costs. CDOT costs will be derived from the Current CE Pool
rates. The BE costs are going to be based on the estimated work sheet submitted that
lines out how much construction budget needs to be left in place to cover the payroll,
benefits, and indirect costs associated with the personnel charges to the CE portion of
the project.
Include in your estimated CE costs any tests you might request from the Central group
for your project, and shop drawing reviews or field reviews you will need from specialty
groups. Items such as concrete cylinder breaks, Atterberg liquid limit tests, girder
fabrication inspections, or personnel for Pre-pave meetings should all be included in
your estimate.
5 Construction Engineering (CE) estimate displayed correctly to the form 65
The CE amount required for the project is calculated as a percentage of the bid items
on the project. This is typically the CE pool rate and is a standard rate for all CDOT
projects. For BE projects, that percentage will need to be estimated based upon the
total anticipated costs expected for the Construction Engineering on the project. Then
back calculate what that cost would be as a percentage of the construction project.
The location of this percentage is in CJ20N, in the custom fields on the accounting tab.
OFMB and a few select SAP support personnel are able to enter the correct value of CE
required on your project. Currently, the value is reset every night back to the standard
rate (10%) until the time at which the project is actually awarded. Until that happens,
please contact Tram Ngo or Abeba Yehdego and ask them to reset the CE percentage in
SAP if you have a need to generate a form 65 showing the actual costs required for the
project. If they are unavailable, Tony Bemelen or Darius Pakbaz can assist as well. Its
always best if you have the required percentage available and that you are certain the
project's bid items have not changed since originally calculating the CE rate.
6 CE Pool Exempt Flag
Construction Engineering costs for Bridge Enterprise projects are charged directly to
the projects rather than to a CE Pool as is the case with non-Bridge Enterprise projects.
This requires that the CE Pool Exempt Flag be checked at the time the PR is issued. The
checking of the exemption flag cannot occur until the Projects Award Unit issues the
Final Financial Statement for Award. The flag has to remain unchecked to produce the
proper total cost estimate for budgeting of funds in the system at the time of award.
OMFB staff is responsible for checking the Flag at the proper time.
7 CE pool charges assessed to the projects incorrectly
It is suggested that ZF70 (contact your business office for a variant to use for ZF70) be
reviewed on a monthly basis to insure there are no CE Pool costs getting assigned to
the construction phase of the BE projects. There have been a few instances where CE
pool and indirects get assigned to the Contractor payments incorrectly in SAP. The
project manager or resident engineer can check ZJ40 monthly to see the amount the
budget drops on a monthly basis. Payroll charges are assessed to the project by the 6 th
of every month and benefits will hit by the 15 th of each month. If the budget ever drops

CBE Guidance Documents

Colorado Bridge Enterprise

SAP Project Creation

2011 Number 2, Page 4 of 4
Date: March 31, 2011

considerably, this could be an indication the system generated CE payments

inadvertently. If so, contact the Region Business Office to work with OFMB to reverse
the incorrect charges out.
There is a Timesheet report that should become available by April that will show you
the people, hours, salary, and benefit costs of CDOT employees assessed to the project
and is updated the 15th of each month for the month previous. The report will be
available in CARS, CDOT Portal under Project Systems. The Resident Engineers and
Program Engineers will have access to this report.