updated EFIS Light Project Management Manual - esa-p
Contents
1. SERVICE SYSTEM 14 Add MPP BAS Supplier TELS TELESPAZIO S P A 15 Add MPP via CCN Close ObligStibn Query invoice Gliery Ob Ne CISD Fi 4 2 MPP id 10 Status ABE issue 2 Price 39 952 16 18 Subject MULTI APPLICATION SUPPORT SERVICE SYSTEM 19 Del MPP 7 ott S RI 0 17 nv id Title Contr Date Estim Date Achiev Date Amount Inte sINTC E 5 MS1 Progress upon DDR Acceptance 30 JUL 2004 19 976 P ek p ms2 Progress upon completion Phase 1 30 AUG 2004 30 AUG 2004 19 976 virosvito 50 save 39 952 Total KEUR 90 Payee issue Pro inw Ref Date 20 21 22 MPP 10 MULTI APPLICATION SUPPORT SERVICE SYSTEM Ms MS2 Progress upon completion Phase 1 d amp g OH INy123 10 AUG 2005 INV123 23 Add Invoice ESA Add Pay Pay Reg Nr Dea SE Audit Bouin Amount Date 400AI5196 BAS REG D 19 976 00 Figure 3 The EFIS Light screen ver 3 0 full feature list invoicing mode The functions available can be summarised as follows 1 2 Complete the text box and click _findonerisuisht for a query by Obligation Number or Supplier respectively 3 4 To display the Obligation Query or Invoice Query in a new window press these buttons 5 To view MPPs pending ESA approval click here ESA Authority users only 6 To go to EFIS Standard Contract and MPP List click on this icon B 7 Click to display contract information and the associated MPPs in the top rig2. Supplier Admin is the focal point towards ESA in EFIS System Matters e Contract Admin several persons performs the set up of MPP s and CCN s for review and approval by ESA Authority and performs the regular maintenance of MPP s such as Estimated Dates Achievement Dates Provisional and Final Escalation Planned and Actual Cost The Contract Admin Role can be assigned to ESA staff Contracts Officers Project Controllers Technical Officers or to the same type of Prime Contractor Staff MSM Policy for the big projects Columbus ATV ISS Exploitation and Payloads According to FCS and EFIS experience it is not advisable to pass the Contract Admin Role to levels below the Prime e Invoice Submission several persons allows the preparation and submission of invoices both in obligations with MPP s and without MPP s In case of contractual PMAC s agreed this role contains also the PMAC submission Invoice submission can also be performed by higher tiers for their Subs also by ESA Staff on behalf of the companies concerned e Invoice Approval several persons allows the approval deblocking on Intermediate and Prime Level of invoices submitted by Subcos In case of Contractual PMAC s agreed this role contains also the approval deblocking of PMAC s e View Only Access several persons allows only to view all contractual and financial data of an obligation including retrieving reports if the respective person has also
3. tasks of entering maintaining and validating contractual data into EFIS desribed in this Chapter 3 are typically performed by the responsible ESA Procurement Officer 3 1 1 Adding a new sub contract or If in EFIS Light simply click on the Sa icon next to the relevant obligation EFIS LIG HT Ver 3 0 User Connecte Obligation Number Supplier Obligation C14 Contract C15 Supplier SPir Obligation and Contract list tg Oblig Nr C15014 c15014 00 SPIN SPAT SPAT Po Insert Contract on the Obligation 1 INTC INTC 0 TELS TELS 40 Goins GiIMH 0 Figure 4 Inserting a subcontract in EFIS Light 2 Complete the fields as necessary remember that those marked with an asterisk are mandatory Identifier code to unl psa this CO C 1 ected S Data Administratir ESA Upper Tier Identifier Identifier Subject Supplier Sup Contract Admin Supplier Invoice Admin Supplier Branch Position Sign Date QD MON YYYY fier the pier Tex name or code for the sub contractor you you are inserting if don t s e itin the next screen click on Show All then Find Invoice Admir Supplier th Esupplier to whic Insert New Sub Contract ecoos a Invoice Admini end comments Halanas C16565 00 Upper Tier Supplier DATAMAT SPA C16565 02 Status Under Negation z rafit all Users V Grant all
4. the Milestone Plan during the preparation phase of the contract RCA starting with the COA2 since the obligation appeared in EFIS too late From EFIS v3 1 1st July 2005 In order to insert payment plans in EFIS in their preliminary status i e before the RCA and at the stage of the COA2 EFIS now incorporates an enhanced interface with COSY Notes This means that once the COA2 for a new obligation is available in COSY Notes a PRELIMINARY contractual obligation is automatically created EFIS a simulated obligation in EFIS terminology In other words once the COA2 has been created with the following information the simulated obligation will be retrievable in EFIS by the Contracts Officer Contract Number Contract Title Contract Officer Technical Officer Technical Officer s Establishment Technical Officer s Address Code Prime Supplier Code Last edited date N UJ Accessing EFIS Light The access to EFIS Light does not require any additional user configuration or different privileges with respect to the EFIS Standard application Each user once logged to the system in the EFIS Portal page reaches the EFIS Main Menu but upon performing an obligation query the user will be automatically re directed to EFIS Light module should the obligation s found by the query criteria be Light obligations In the Obligation List screen the obligations manageable by EFIS Light are identified by a different icon colour FS and by clic
5. the authorization for EFIS reports automatically granted to all ESA Staff but only on request to Industry Users The view right can be granted not only to staff inside the organisation or inside companies with active roles but also to companies without any active role For example to project managers to bosses on higher levels to company controllers to representatives of mother companies of ESA contractors 2 Contract Structures EFIS Standard and EFIS Light are designed to support different Contract Structures 27 EFIS Standard supports one to one ESA Prime contract relations as well as complex industrial contract structures of more than 5 levels and of more than 300 suppliers The most complex actual one is Columbus Phase C D with 70 companies on 5 levels with about 160 MPP s and about 1800 milestones plus several T M Payment Plans with planned and actual cost however ATV Phase E will have more companies and MPP s EFIS Light is limited to 1 Subcontractor level below the Prime however with as many Subcos as in EFIS Standard EFIS serves perfectly the ESA principle of contractual and financial control down to the lowest level of contracting Price Types Price Basis EFIS Standard supports all Price Types as defined in ESA s Blue Book such as Cost Reimbursement Time Material Firm Fixed Prices Fixed Price with Price Variation EFIS Light supports only Firm Fixed Price EFIS contains no features for the calculat
6. time to manage this project in EFIS importing the data by avoiding labour intense duplicate entries is a crucial issue The import template provides an interface between EFIS and external systems e g Excel and allows the quick upload of contractual and management information into an EFIS obligation with validated contract structure The feature allows retrieval of a predefined export file that can be easily processed modified and saved locally e g the users PC before being modified with an external tool Subsequently the output file is submitted again to EFIS that will use it as initial project set up Ultimately the feature helps to reduce considerably the time and effort required for the navigation among standard application screens and including network delay The steps are as follows 1 From the Contract and MPP List accessed via ES from the Obligation List or EFIS Light go to Actions gt Download Import Template Navigation Logout Actions Report Help Export Cost Data File PROJECT Name N A OBLIGATION Number C15015 Description MULTI MISSION QUALITY CONTROL SYSTEM MAINTENANCE AND EVOLUTION CONTRACT STRUCTURE i Baseline CCN MPP Lev Contract Id Roles Supplier Contractor Subject KEUR KEUR 1 015015 00 GAEL CONSULTANT AUTOMATICALLY GENERATED FOR THE 2 551 339 2 SERC SERCO EUROPE LTD 0 0 Tatal 229 339 Figure 15 Reaching the Download Import Template feature 2 Click to dow
7. Cesa i FERRERS amp GEE as DIN The ESA Financial amp Invoicing System The Manual for Project Management with EFIS Light Opening ESA s corporate financial data to industry for complete financial transparency Table of Contents INTRODUCTION 1 1 EFIS LIGHT AS A PROJECT MANAGEMENT TOOL EFIS LIGHT BASICS 2 1 HOW SHOULD THE ESA CONTRACTS OFFICER REQUEST ACCESS TO OBLIGATIONS 2 2 FOR ESA CONTRACT OFFICERS PRELIMINARY CONTRACTS IN EFIS 2 3 ACCESSING EFIS LIGHT 2 4 NAVIGATING IN EFIS LIGHT 2 5 THE 23 FEATURES OF EFIS LIGHT MANAGING CONTRACTUAL DATA 3 1 ADDING A NEW SUB CONTRACT OR 3 2 ADDING A NEW MPP BASELINE OR CCN 3 3 MODIFYING AND APPROVING A PRELIMINARY MPP 3 4 MODIFYING AN APPROVED MPP By CCN 3 5 ADDING A NEW MPP AGREED BY CCN MANAGING PLANNING DATA 4 1 CAPTURING THE BEST AVAILABLE KNOWLEDGE OF AN ESA PROJECT 4 2 UPDATE MILESTONE PLANNING 4 3 THE IMPORT TEMPLATE STANDARD REPORTING IN EFIS CONTACT USEFUL INFORMATION 6 1 EFIS USER INFORMATION CENTRE UIC 6 2 ESA ID HELPDESK 6 3 ESA FINANCE DEPARTMENT 6 4 EFIS HOME PAGE 6 5 FURTHER INFORMATION 6 6 GLOSSARY AND GENERAL INFORMATION 6 7 REPORT LOCATIONS 1 1 13 13 14 15 16 16 18 18 19 21 23 25 25 25 25 26 26 21 30 Introduction EFIS is the corporate information tool to be used for the systematic recording maintenance and management of expenditure for existing cont
8. Users lV fass S Branch posi changes the of the contra Obligation Li Payment Terms Days Explorer User Prompt x Script Prompt Please enter a search criterion for Supplier Name Supplier Code he i ance SERCO Figure 5 Completing the Insert Sub Contract screen Click Inset to complete the Sub Contract entry A warning message will inform you if you have missed any mandatory fields Otherwise you will see a Success message 13 3 2 Adding anew MPP Baseline or CCN A new MPP may be entered from EFIS Light whether it regards a contractual baseline or a contractual change CCN Once saved in preliminary status the MPP details may be exported using the MPP Report or Delta MPP Report for CCNs facilities which allow the ESA Contracts Officer attach the information to the RCA for baseline MPPs or IRCC for CCNs First check that you have the Contract Administrator Role by clicking on the Contract ID item 8 in Figure 3 You need to check the Contract Admin Supplier and also the View Edit Role screen via Paeses f Then 1 Select by clicking in the navigation frame the contract where you want to add the MPP Now the contract is selected the upper right frame contains the context of the obligation and contract and the Taere and Aweera buttons will be enabled 2 a By clicking on the mires button the lower right frame C of Figure 2 will prompt an empty MPP grid where the user can ent
9. bligation contract numbers OR e Outputs OBS Cost Centre which are relevant 2 Type of access required e ESA Authority there is one ESA Authority per obligation By default they the Obligation Administrator They can assign roles settings define the contract structure e Contract Administrator multiple ESA staff Creates Milestone Payment Plans 2 1 2 New contracts The ESA Contracts Officer will as of EFIS v3 1 be automatically assigned as ESA Authority for new obligations as defined in the COA2 Optionally the CO can choose to delegate this role to another ESA EFIS user This may be done directly in EFIS on an obligation by obligation basis or automatically on the basis of the address code of the Initiating Directorate Direct delegation 1 Query on the obligation number may begin with CS or C depending on the status in COSY see 2 2 on preliminary contracts Administration ser Fi Invoice EFIS Main Mey ser Messages 5a Obligation Query lt j User Connected EFIS Data Administrator ESA Obligation Number cs84675 2 From the EFIS Light screen click on the magnifying glass icon to go to the View Edit Obligation screen l Obliga Obligation and Contract list Contr Suppli Open Pending Approval Panel E Oblig Nr CS84675 A S T 994675 00 7DIM Obligation Description PROV A 3 In the View Edit Obligation screen click next to the ESA Authority field on the
10. ce Breakdown Report locations Retrieve from Project List Geographical return List Project List Geographical return List Main Menu Standard Report Contract amp MPP List Main Menu Standard Report CRN amp CCN Routing Table Delta MPP Details amp Milestone List Main Menu Standard Report Main Menu Contract amp MPP List Contract amp MPP List Invoice Details and Payment List View Edit Invoice Main Menu Main Menu Main Menu Standard Report MPP Details amp Milestone List MPP Details amp Milestone List History Main Menu Standard Report MPP Details amp Milestone List MPP Details amp Milestone List History MPP Details amp Milestone List MPP Details amp Milestone List Main Menu Standard Report Main Menu Standard Report Main Menu Standard Report Main Menu Standard Report Main Menu Standard Report Main Menu Standard Report MPP Details amp Milestone List MS Details amp Invoice List Main Menu Standard Report Main Menu Standard Report Contract amp MPP List
11. ct 15015 00 AUTOMATICALLY GENERATED FOR THE PRIME Supplier GAEF GAEL CONSULTANT Obligation NR C15015 D c15015 00 GAEF 50 Total KEUR 50 MPP id 10 Status ABE ssue 1 Price 50 000 Mod MPP Subject Test MPP Del MPP inv id Title Contr Date Estim Date Achiev Date T 10 Advance Payment 20 FEB 2003 20 FEB 2003 25 FEB 2003 20 Progress Payment 30 SEP 2003 30 SEP 2003 30 SEP 2003 30 Final Payment 26 APR 2004 25 APR 2004 Save Contract C15015 00 AUTOMATICALLY GENERATED FOR THE PRIME CON id Title issue Date Co 02 Nv 2008 MPP id Subject issue Date 10 MestweP OOS OE MPP 02 DEC 2002 More Ms MS id Title Contr Date Delta Amount 10 Advance Payment 20 FEB 2003 15000 20 Progress Payment 30 SEP 2003 10000 Final Payment 25 APR 2004 25000 Figure 8 Modifying an Approved MPP 3 5 Adding anew MPP agreed by CCN In the case that an agreed CCN requires the preparation of a completely new MPP the respective preparation of such an MPP is via the lt Ad wrwacen button as was shown in Figure 6 It is necessary to identify the CCN Number ID as well as Title and Issue Date as shown below Contract TELS CON id Title issue Date Extension to Ph 10 AUG 2005 MPP id Subject More Ms Figure 9 Adding a new MPP via CCN Once saved the new MPP CCN is in status Preliminary At this stage it may be further modified or deleted whilst the information may be exported e g for use in the IRCC using the D
12. drop down arrow Navigation Help Cesa View Edit Obligation User Connected EFIS Data Administrator ESA Obligation Number CS84675 Use PMAC NOPMAC Description PROVA Use CRN Mo ESA Authority OPPENHEIMER INGRID IOPPENHE li PRTRM A Aath arity FRFIS Mata Scdruntsteatir Y PRIS ACK i 4 Scroll down the list to find the target person and click on their name in blue text HOEHNE CHRIS TLAN CHOEHNE ESA HOLLAND JULIET JHOLLAND ESA HOL THOMLAS THOLT ESA HAUS SRW ET DANIEL DHUSSENE ESA 5 Back on the View Edit Obligation screen click on Save to commit the change Cesa View Edit Obligation User Connected EFIS Data Administrator ESA Success Row updated Obligation Number Ceet6 75 Use PMAC NO PMAC Description PROV AG Use CRN No ESA Authority HOLT THOMAS THOLT PRIME Antharity FFS Data Administrator FFIS ADMITS l Automatic delegation Please contact the ID Helpdesk email to idhelp esa int with the following information e Contract Officer s name e Full address code s of the relevant Initiating Directorate e Proposed default ESA Authority 2 2 For ESA Contract Officers Preliminary contracts in EFIS When Where What and How A brief background Prior to EFIS v3 1 obligations were initialised in EFIS only once a commitment was registered in AWARDS In this scenario it was clear that EFIS could not be used to prepare the contractual annexes i e
13. elta MPP report see Figure 12 and Figure 13 CON id fag Date OMAP id Subiect Price Acthons CP1 11 ALG 2005 10 Extension to Phase 1 10 000 Imp Mod Del Figure 10 A preliminary CCN and the available actions Implement Modify or Delete To finalise the CCN it should be implemented It will then appear in the MPP list along with baseline MPPs Figure 11 Of course the CCN information is not lost implemented changes are traceable via the Delta MPP and MPP Log reports both are accessed from the Main Menu see Figure 12 MPP ic 15 Staus ABE Issued Price 5 024 hod MPP Subject MULTI APPLICATION SUPPORT SERVICE SYSTEM extension via CCN Del MPP inwe fet Title Cant Date Eshim Date Achiey Date Amoun _ MS1 Extension to Phase 1 12 4UG 2005 fzauc 2005 lt 5 024 Save 4 024 Figure 11 This implemented CCN is now an approved MPP FF PEC UEEED LUF Milestone Forecast Rep ort Delta MPP Report CRA SEOPrice Breakdown Report F inancial and Invoi ecw eties cuniinan a enor Summary Invoice and Payment Status Report PMAC Printout Report E FIS MPP Log Report Figure 12 The Delta MPP Report can be run and saved to be used in the compilation of the IRCC O Msa fa Q O OLD Os Oe Bl i Savea a om Print Email il Search Saves a copy of the file z Bookmarks MULTI APPLICATION SUPPORT SERVICE SYSTEM Prepsrecby EFISADMOV DELTA MILESTONE PAYMENT PLAN END 15 D 1 Co
14. er the MPP and Milestone data The Milestone grid is initially composed of 5 empty rows additional milestones can be entered clicking on the More Ms Button which adds new empty milestone rows in the grid By clicking on the Save button the MPP will be saved in the non validated status PRE Preliminary After the Save the upper right frame automatically refreshes including the new MPP see Figure 6 below EFIS LIGHT ver 3 User Connected EFIS Data Administrator ESA Elese Obligation Number c15014 Supplier Findon EFIS Light Clear Obligation Query Invoice Query Obligation 1501 4 MULTI APPLICATION SUPPORT SERVICE SYSTEM Add MPP BAS Contract TELS Supplier TELS TELESPAZIO P A Add MPP via CCN Obligation and Contract list Open Pending Approval Panel Tg Oblig Nr c15014 D 2 MPP id 10 Status ABE Issue 2 Price 39 952 Mod MPP 1501 4 00 SPIN I Subject MULTI APPLICATION SUPPORT SERVICE SYSTEM Del MPP SPAT SPAT 0 inv id Title Contr Date Estim Date Achiev Date Amount INTC INTC z _ Ms1 Progress upon DDR Acceptance 30 JUL 2004 30 JUL 2004 i 19 976 TELS TELS 40 a MS2 Progress upon completion Phase 1 30 AUG 2004 30 AUG 2004 10 AUG 2005 19 976 GIMH GIMH 0 i ave it vitosvito 50 Total KEUR g0 Add MPP for Contract TELS MPP id Subject issue Date Co TF E More Ms MS id Title Contr Date Amount Figure 6 Ent
15. ering a baseline MPP in EFIS Light b Alternatively by selecting sdsmervacen a CCN may be issued In addition to entering the payment plan the user is required to identify a CCN ID Title and Issue Date see 3 5 for more details 3 3 Modifying and approving a preliminary MPP As long as an MPP is still in status PRE preliminary it can be easily modified 1 By clicking on the Mamee button of a preliminary MPP the lower right frame is refreshed with the corresponding MPP milestones data 2 Modify the MPP by adding modifying or deleting via on the left of the Ms Id milestones 3 The preliminary MPP can be published and becomes approved and visible to other patties by clicking on the PublMFP button visible on the left of the _MedMPF_ button The MPP inherits the status UEA and is now visible to all parties concerned 4 After approval by the respective ESA Authority the MPP reaches status ABE and can now be used for regular maintenance update of Milestone Planned and Achievement Dates and for invoicing of achieved milestones EFIS LIGHT ver 30 User Connected EFIS Data Administrator ESA Close EFIS Light Obligation C15015 MULTI MISSION QUALITY CONTROL SYSTEM MAINTENANCE AND EVOLUTION Add MPP ti e Ea Contract C15015 00 AUTOMATICALLY GENERATED FOR THE PRIME Supplier GAEF GAEL CONSULTANT Obligation NR C15015 D 015015 00 GAEF 50 MPP id 20 Status PRE ssue 1 Pr
16. ht pane 8 Click the Contract ID to display the View Edit Contract screen 9 Click on the Supplier to display the View Edit Supplier screen 10 Hovering on will display the obligation description clicking on it will show the zew Edit Obligation screen 11 To add a sub contract to the contract structure click S 12 To add an invoice for the Obligation click D 13 Click on EI to display the Invoice List 14 By clicking on amres the lower right panel will show the Insert MPP screen for the currently selected contract for inserting a baseline MPP 15 Similarly you can click on AddMPPviacen should you want to record CCN details for the MPP 16 Click on the MPP price for an MPP Price Summary 17 By clicking on mawe the lower right panel will be refreshed with the Modify MPP screen for the selected MPP see 3 3 18 By clicking _DelMPP the selected MPP will be deleted via CCN if the MPP is in status Approved By ESA 19 Click to display in the lower right panel the invoices related to the selected milestone 20 By clicking on Mme the Insert Invoice screen for the selected milestone will be opened 21 Clicking will display the Invoice Printout for the selected invoice 22 Selecting will display the Invoice Details and Payment List for the selected invoice 23 By clicking on the Payee Ref the View Edit Invoice screen can be displayed 3 Managing contractual data The
17. iator technical officer cost centre manager who has this knowledge and would consequently introduce and maintain this data periodically in EFIS under the user role Contract Administrator Estimated and achievement Dates can be entered and subsequently modified by 1 Accessing the MPP by clicking on the icon next to the contract of which the MPP is part of 2 Enter or overwrite the Estimated or Achievement Date next to the relevant Milestone in the correct format DD MMM YYYY 3 Click on the Save button underneath The Estimated Date will remain empty unless a date was entered For the Achievement Date of a milestone if no date is entered the first invoice issued against the milestone will prompt an entry of the invoice s date of issue if a date was entered into the field before this prompt will be suppressed the prompt can also be replaced afterwards by another date or deleted 4 2 Update Milestone Planning The main objective of the Update Milestone Planning screen is to introduce a feature aimed to simplify the efficient data entry and maintenance of planning information This EFIS module is available in EFIS Light however it can also be used for large complex ESA projects managed in EFIS Standard The solution allows the retrieval of a list of milestones organised in a grid with the possibility to implement changes on the milestone s estimated and achievement date The Update Milestone Planning feature
18. ice 50 000 Publ MPP Mod MPP Total KEUR 50 Subject Test MPP Del MPP inv ig Title Contr Date Estim Date Achiev Date Amount 10 Advance Payment 15 000 20 Progress Payment 10 000 30 Final Payment 25 000 Save 50 000 a a Contract C15015 00 AUTOMATICALLY GENERATED FOR THE PRIME MPP Id Subject issue Date 20 ffestMPP OOS S MPP 02 Nov 2004 More Ms MS id Title Contr Date Amount of Cd 15000 om C CO og Op C CO g L JO i SEO L QMO o o E Save Figure 7 Modifying a PRE MPP 15 3 4 Modifying an approved MPP by CCN Changes of approved contractual MPP data are to be effected via a CCN ESA Procurement Officers can perform these changes directly in EFIS Light in general if the contract administration role is granted to ESA users otherwise by the Obligation Admin How 1 By clicking on the _MedMPP_ button of a preliminary MPP the lower tight frame is refreshed with the corresponding MPP milestones data 2 Differently from a preliminary MPP update of approved MPPs requires a CCN Id and Title this being to ensure traceability of MPP changes Creation and implementation of related CCN data Delta MPP and Delta Milestones is completely transparent to the user EFIS LIGHT ver 30 User Connected EFIS Data Administrator ESA Close EFIS Light Obligation and Contract list Obligation C15015 MULTI MISSION QUALITY CONTROL SYSTEM MAINTENANCE AND EVOLUTION Add MPP Contra
19. ion of Incentive Fees or Penalties An obligation in EFIS Light can contain only MPP s of price type FFP EFIS Reports EFIS provides a great variety of Standard Reports most of them to be retrieved from the Main Screen Other ones are available from the source screens i e Contract Structure and Summary Price Breakdown Reports from the Contract and MPP List Screen MPP s MPP Inv Pay Status Reports and MPP CCN Log Reports from the MPP Details and Milestone List Screens etc Additional reports can be retrieved within the BO Universe in Business Objects such as drill down versions of the EAC s Several Standard Reports contain features for the inclusion or exclusion of escalation both provisional and final one EFIS Invoicing EFIS supports invoicing in obligations without MPP s and with MPP s The respective setting will be done on the View Edit Obligation Screen Default for the moment being is w o MPP s but this will change with the increasing use of EFIS for contract administration The setting can be changed by the Obligation Admin during the lifetime of an obligation It is possible to start on set up of an obligation with invoicing w o MPP s and to change to with MPP s once they are prepared and approved EFIS invoice printouts meet all official requirements for valid invoices It is possible to print subco invoices as incoming invoice voucher and after de blocking as own outgoing invoice voucher
20. is dedicated to milestone queries and updates It allows the implementation of milestone information en masse across different MPPs contracts and obligations where necessary where the user is Contract Administrator Accessing the screen The Update Milestone Planning screen is accessed via the Main Menu General Data Messages Administration User Field Logout Invoice EFIS Main Me e Project 56 User User Connected EFIS Data Administrator ESA PMAC nd comments Update Milestone Planning Invoice hywort Detailed Inv Report Standard Report Screen composition The screen is composed of two sections see Figure 14 Navigation esa Update Milestone Planning oe User Connected EFIS Data Administrator ESA RR ERE Prj Id Obl Nr Ctr Id Supplier MPP Id MSId Contractual Date from to Estimated Date from to Achieved C esos fife i fo jf O E ecoa i ef Cd Es Show MV Obl Nr M Ctr id Supplier I Ctr Subject M MPP Id MPP Subject MMs ld MMs Title MMs Type MMs columns Amount Date Obl Nr Contract Id MPP Id MS Id Milestone Title Type reer Esma eeN Amount C15015 15015 00 10 10 Advance Payment FIN 20 FEB 2003 or FEB 2005 26 JAN 2005 50 000 00 15015 15015 00 10 20 Progress Payment FIN 30 SEP 2003 fi 5 SEP 2004 fi 5 OCT 2003 30 000 00 15015 15015 00 10 30 Final Payment FIN 25 4PR 2004 25 APR 2005 07 FE B 2005 25 000 00 Save Figure 14 The Update Milestone P
21. king on the icon itself EFIS Light is opened In case the user wants to access the EFIS Standard functionalities from EFIS Light a hyperlink opens the Contract Structure and MPP List screen of the selected obligation in EFIS Standard 2 4 EFIS LIGHT ver 3 0 Obligation and Contract list Open Pending Approval Panel fs Oblig Nr c15015 DO c15015 00 GAEF 2 890 SERC SERC 0 Total KEUR 2 890 User Connected EFIS Data Administrator ESA Obligation Number Supplier omc Find on EFIS Light Clear Supplier GAEF GAEL CONSULTANT MPP id 01 Status ABE fssuve 1 Price 350 000 Subject TEST CLA inv ia Title C 03 TEST CLA 03 C os TEST CLA 04 MPP id 10 Status ABE ssuve 3 Price 105 000 Subject Test MPP inv id Title fc MPP 10 Test MPP Ms 10 Advance Payment Advance Payment Payee issue Prime Ref Date Cover Nr ZO INV_123 19 JAN 2006 INV_123 Pro iny Figure 2 The three panes of the EFIS Light screen fl AIM TERN Contracts C1 T5 5 00 PETTEE EEND FOR THE PRIME Contr Date 07 APR 2005 07 MAY 2005 t 20 FEB 2003 ES Reg Nr 400A12003 Type Status Navigating in EFIS Light The screen is often split into two or more panes with the lower panes Iivoice Query reflecting selections in the ctupperpane s Add MPP Mod MPP Del MPP Amount Estim Date eS SF O7 APR 2005 elai tone d prominently placed for Mod MPP carr
22. lanning screen The Upper section contains the filter criteria the bottom section contains the milestone list output of the query criteria The filter criteria includes the following fields 19 Project Id e Milestone Id Obligation Id e Current Contractual Date Contract Id e Estimated Date Supplier payee supplier of e Milestone achieved or not the contract achieved MPP Id The list of milestones is automatically filtered according the milestones where the current user has the Contract Administration roles The user can select the columns to be displayed in the output by selecting the corresponding check boxes below the filter parameters The default sorting is the contract structure sorting with the capability to sort on different fields by clicking on the respective colummn s headers in such case 2 an arrow appears on the header of the sorting column the arrow direction indicates whether the sorting is ascending or descending Performing the updates As the steps for activating the updates to the milestone planning are 1 2 Enter filter criteria e g Obligation number Select the output columns to be displayed Press Find Enter updates to the Estimated Dates and Achievement Dates as required By clicking on the Save button all the updates performed on the milestones estimated and achievement date fields 6 are applied 4 3 The Import template When a project decides to at one point in
23. nformation Systems Department Special thanks to T Holt from EISD Functional Support Point of contact Erfried Erker EFIS Functional Coordinator ESA ESTEC Finance RES FOE Keplerlaan 1 Postbus 299 NL 2200 AG Noordwijk erfried erker esa int Free download available on www http efis esa int efisnews gettine started pdf For more information on EFIS or requests for personal EFIS trainings Consult the EFIS user information center on the EFIS home page address above ort Contact the ESA helpdesk idhelp esa int tel 39 06 94280556 39 06 94180444 6 6 Glossary and general information 1 Roles and Privileges Different roles with different privileges can be assigned at set up of an obligation or changed during the lifetime e ESA Authority only one person performs and maintains on behalf of ESA per obligation all types of approvals or rejections such as MPP s and CCN s e Obligation Admin only one person performs and maintains the set up of Contract Structures set up of CRN CCN Structures assignment of roles and privileges to ESA and Industry on obligation level This is an ESA standard role unless otherwise agreed with a qualified Prime EADS Space Transportation Bremen for some MSM Projects e Supplier Admin only one person performs and maintains the supplier internal assignment of roles and privileges and receives all types of messages belonging to all obligations of the supplier The
24. nload the template Note that there is also a Help page available Click ty to downlad the template Click here to open the import help pare lid Figure 16 Downloading the Import Template 3 Once the template has opened in Excel complete the milestone information next to the relevant contract that is to be uploaded e g see Figure 17 21 Refresh Escalation m EFIS Ver 3 0 amp esa een Import Template ract and M PP l ist EF003 User Connected EFIS Data Administrator ESA Send comments Total KEUR 2 890 0 2 890 L e a FE Ilo Iul I J Il k MPP Subject MPP Price Type MPP Price basis MS ID MS Type MS Title MS Date MS Base Ooo E MPP ID a ee ey es ees A lt a Collecting 3 015015 SERC SERCO EUROPE LTD 135 preparation FFP ADV shots 01 01 2005 eae aay a 1 Obligation no Contract ID 2 015015 C15015 00 GAEL CONSULTANT Figure 17 Completing the template take special care to meet the field formatting requirements Save as a CSV file From the Main Menu import the file General Data Messages User Field Logout esa Bris User Connected EFIS Data Administrator ESA EFIS Ver 30 EFO66 tered Invoices or Code Send comments Public sa Insert Sir SARME RERA Figure 18 Importing the completed template 5 Standard Reporting In EFIS EFIS contains more than 20 pre defined standard reports that allow fast reporting
25. ntractor Name TELESPAZIO S P A CAN ID Price Type FED Deita Price EUR eI D 502 Contract Idensfier TELS CCON ID CPt Currency Code EUR Deita MFF Class A OMPP ID 11 Price Basis NIA a D i CCN Status implemented OMPP issue 1 Geogr Ret IT L CON Subject Extension to Phase 1 MFP Subject Extension to Phase 1 Pages Y Layers Y Signatures pa MS PMAC Current Milestone a a EDS 11 Od eeel HA1 Figure 13 Saving the Delta MPP Report for use in the IRCC 17 4 Managing planning data 4 1 Capturing the best available Knowledge of an ESA project A contractual date a mutually agreed and signed future point in time where a contractual event is to materialise e g an achieved Milestone very often almost inevitably becomes outdated over time Moreover also a contractually defined correction of a previously agreed date typically via a CCN might sometimes not meet the pace of a dynamically progressing space project This is why EFIS supports the management of Estimated Dates and Achievement Dates Thus e EFIS allows to capture the best available knowledge when a milestone is estimated to be due in the future complementary to the contractually agreed situation and e EFIS allows the capture of the best available knowledge when a contractual task has been achieved complementary to invoicing and payment information Typically it is the person in the ESA project the project controller init
26. on introduced contractual financial and project management data All standard EFIS reports are generated as PDF documents and are automatically labelled with a stamp on the run date and the author of the report Since it is not feasible to present in detail all available standard reports in this EFIS Light manual a selected number of FURs Frequently Used Reports shall be described here All reports are accessible from a blue toolbar in EFIS Standard to go from EFIS Light to EFIS Standard click on this icon amp Please note reasonable results will only be retrieved on the basis of entered imported and maintained data in the advanced EFIS user mode Standard Reports on contractual data 1 Three contractual MPP reports via the MPP Details and Milestone List Navigation Context Actions User Field Cesa MPP Details lelist Figure 19 MPP Reports e MPP Report Contractual displays contractually validated data only e MPP Report adds to the first the ESA Estim and Achiev Dates e MPP Invoice amp Payment Status Report adds to the latter linked invoice split in invoiced approved and paid amount 2 Summary Price Breakdown Report summary of committed amounts per contractor and for obligation in total accessible from the toolbar on the EFIS Standard Contract and MPP List 3 Contract Structure Report accessible from the toolbar on the EFIS Standard Contract and MPP List Standard Reports on planning da
27. orm to support the management of the majority of ESA obligations in a user friendly way EFIS Light s main objective is to contribute to the challenging task of reliably planning external expenditure of agreed contractual obligations over time Erfried Erker EFIS Functional Coordinator Chapter 1 1 EFIS Light provides a way to EFIS Light as a Project Management tool e Easily manage simple projects e Facilitate data entry and maintenance of contractual data e Reduce the effort for configuration and navigation through the application For more than 80 of all ESA obligations that are simple or light in their set up the EFIS Light screen incorporates the most important invoicing and project management functions of EFIS The criteria that define whether an obligation is light or rather more complex thus standard can be seen below Requirements for an EFIS Light obligation Contract Type CRN CCN Structure Gkbligation Payment Type MIPP Type ieee Additional Simple 2 levels Prime subs Multi level 3 or more levels Uses CRNs Uses CCNs Paid by ESA Paid by Prime Contracts Purchase Orders FFP FPV CP Eure Non Euro PMACs ATPs Multiple geo return Light ms Contract structure is composed only by one Prime and one Subcontractor level tinversed T structure Mo use of Change Reference Numbers RH S Mo requirement for the full CCH Proce
28. ractual obligations ESA Administrative Instruction ESA ADMIN TPOL PROC 2004 5 Prediction is very difficult especially about the future Niels Bohr Physicist Nobel Prize winner 1858 1962 One major feature of EFIS is to enable ESA s contractual partners to submit invoices electronically via the Internet track the payment status and the contractual status in general from a single sourced database As such EFIS is a contribution towards an integrated European Space Industry see the EFIS manual on electronic invoicing http efis esa int efisnews Gettin Started pdf This manual describes how invoicing and payment data can be reaped for enhanced contractual management and planning Chapters 1 and 2 of the manual describe the major innovation in EFIS as of version v3 0 EFIS Light a new application module as a simple less complex solution to contractually and financially manage less complex ESA obligations Chapter 3 describes how to introduce and maintain validated contractual data How EFIS supports to complement this contractual data with the best available knowledge on project planning by the ESA Project is described in Chapter 4 Chapter 5 deals with standard reporting in EFIS In total EFIS provides the opportunity of a joint data repository to manage ESA projects by merging the best available corporate contractual invoicing and planning data in one joint platform EFIS Light is the platf
29. s The address http efis esa int efisnews info 6 2 ESA ID helpdesk e Access to EFIS e How to use EFIS e EFIS Training agenda e Questions on role definition e Improvement ideas or concerns email idhelp esa int telephone 39 06 94280556 39 06 94180444 6 3 ESA Finance Department e Incase of changes to the supplier s bank information details In the interest of payment security please submit revised bank details in writing by Post or Fax to Mrs Sophia BARNHOORN ESA ESTEC Finance Central Invoice Registration Office P O Box 299 2200 AG Noordwijk The Netherlands Fax 31 Q 71 565 4808 e Incase you were of the opinion that payment had not been made within the agreed payment period stipulated in the contract starting with the date of invoice registration i e entry approval by the Prime contractor in EFIS or invoice and payment information was incorrect Queries can be brought to the attention of the Section Head of the respective ESA establishment ESTEC ESTEC Payment Officer esa int Headquarters Paris Wolfgang Dummler esa int ESOC Karl Schroeder esa int ESRIN Mario Mazzarella esa int 25 6 4 EFIS home page e EFIS URL http efis esa int EFIS is compatible with all known Windows browsers e g Internet Explorer Netscape Mozilla and Safari and Mozilla for MAC OS 10 6 5 Further information This manual has been produced by ESA Finance Department together with the ESA I
30. ss issue amp approvals The obligation is not ofthe type Paid by Prime The obligation is of type Contract and nota Purchase Order The obligation contains only Firm Fixed Price MPP s The obligation contains only national currencies in EUR Mouse of PMAC s The obligation does not require ATP Functionalities The obligation does notrequire Geo Return identifications other than the default home country of the supplier Figure 1 EFIS Light requirements All ESA obligations can be accessed in the EFIS Standard mode only the ight ESA obligations as defined above can be managed in the EFIS Light mode The Getting Started manual was structured around the main tasks and benefits of e invoicing Each chapter explained how to perform these tasks both in EFIS Standard and in EFIS Light This user manual will cover the following topics e Project Management in EFIS Light e Update Project Schedule module e Import MPP data Readers will benefit from having a basic understanding of the ESA Contract Management Methodology 2 EFIS Light Basics 2 1 How should the ESA Contracts Officer request access to obligations Access to EFIS requires a corporate logon i e as used for other corporate applications Ziel Existing ongoing contracts Access to existing obligations or contracts must be set up by the ID Helpdesk who require the following minimum information 1 AND 2 1 Either e List of o
31. ta via the EFIS Standard Main Menu 1 Summary Invoice and Payment Status Report summarising all MPP invoice and payment statuses per MPP at obligation level split in invoiced paid outstanding amounts to be paid 2 Multi Obligation Reports to retrieve payment forecasts across obligations e g by cluster of ESA obligations or ESA units 3 Payment Forecast Reports forecasts along ESA budgets For internal purposes ESA users have visibility of ESA internal budgetary information and If you would not like to see the option Report in the EFIS toolbar please inform the ESA helpdesk idhelp esa int for activation of your reporting capabilities 23 depending on their profile access to introduce budget allocation at milestone level Further reading for ESA users can be found in the ESA Budget Management with EFIS manual Standard Reports on invoice and payment data via Standard Main Menu 1 Standard Invoice Report to query invoice amp payment along e g contract vendor originator or payee invoice status establishment invoiced registered approved paid amount etc and any combination of it 2 Detailed Invoice Report more powerful than the above Please see chapter 6 7 Report locations for detail on where to find the reports in EFIS 6 Contact useful Information 6 1 EFIS User Information Centre UIC e Frequently Asked Questions e Manuals e User Forum news e What s New e Change Request
32. to a Higher Tier ESA A specific feature Link Invoice is available to allocate initial invoices submitted without MPP s after MPP approval to the correct MPP s and Milestones provided that the invoices contain the necessary references It is still possible for industry Prime Subco Subsubco to submit paper invoices Prime contractors or intermediate contractors can convert the paper invoices of their subcos into EFIS invoices on their level or ESA staff can do this Visibility Control EFIS has as FCS before an absolute reliable working visibility control Each Contractor can see only his own data and those of his potential Subco s It is not possible to see contract and finance data of other companies on the same level or of those on higher levels ESA and the Prime have excess to all data down to the lowest level 29 6 7 Report Actual Geo Return At Completion Geo Return CCN Price Summary amp Status List Report Contract Structure CRN GEO Price Breakdown Report CRN CCN Price Summary Delta MPP Report Detailed Invoice Report EAC Report Invoice List Invoice Printout Invoice Query Invoice Report Milestone Forecast Report Milestone Traceability Milestone Traceability MPP Invoice amp Payment Status Report MPP Log Report MPP Report MPP Report Contractual Multi obligation Report Payment Clearance Form Payment Forecast Report PMAC Printout Summary Invoice amp Payment Status Summary Pri
33. ying out common Del MPF Estim posiasks Achiev Date Add Invoice Add A Pay pap A Date REG Li 15 000 00 The EFIS Light Main screen is organised in three separate frames see Figure 3 The left panel A represents the navigation frame the light obligations resulting from the query execution are shown in the panel together with the list of contracts The upper right panel B contains the context of the selected obligation contract and the list of MPPs and Milestones belonging to it In EFIS Light only Firm Fixed Price MPPs are shown other price types are not visible even if they are accessible with EFIS Standard The action buttons e g Add MPP Modify MPP will be enabled or disabled according to the roles and privileges of the respective user see Getting Started chapter 2 3 The content of the lower right panel C is dependent by the action chosen by the user Invoice and Payment list of the selected milestone Add MPP screen Add Delta MPP Add Delta milestone and so on Z9 The 23 features of EFIS Light The EFIS Light screen incorporates over 20 of EFIS invoicing and project management functions in one user friendly screen 11 EFIS LIGHT ver 31 Obligation and Contract list Contract TELS 5 6 Open Pending Approval Panel User Connected EFIS Data Administrator ESA Obligation Number Supplier 7 Find on EFISLight Clear Obligation C1501 4 MULTI APPLICATION SUPPORT
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