T

OPICS:

Project Expenditures Project Accounting Project Budgeting

IENG 464 / 465 F ALL / S PRING 2013 – 2014

Requirements & Documentation

  

Budget Performance is one of the primary considerations

 Part of the Triple Constraint of every true project !

Conceptual Design (Term One) Budget

 $ 50 assigned to each accepted project  Can request more, if necessary to accomplish tasks documented in your accepted Project Proposal. Examples: ▪

Conceptual prototype materials

▪ ▪

Copying / printing costs for client materials Travel costs for client meetings

Design Implementation (Term Two) Budget

 $ 5 000 from by IE Department for all IE Senior Design projects in a fiscal year  ▪ ▪ ▪ ▪ Allocation is dependent upon the request in the Conceptual Design Presentation. Examples: ▪

Functional prototype materials Copying / printing costs for client materials Travel costs for client meetings Poster printing / mounting costs for SDSMT Design Fair Final report printing / binding costs for the client

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 

Funding is from State of South Dakota (ESF money)

 Subject to State rules for purchases – specified by SDSMT Business Office

General Rules

 Must be appropriately documented.

▪

Documentation must show when purchased

▪

Documentation must show where purchased

▪

Documentation must show how much was paid

▪

Documentation must show what was purchased

▪

Documentation must show who paid

▪

CAUTION : Not all paper works – ATM receipt for the cash to pay for things DOES NOT WORK!

 Must have approval by authorized personnel  Must be used for appropriate expenses at reasonably low cost ▪

Good rule of thumb: if it stays with the school afterward, it MAY be OK .

▪

CANNOT

be used for personal or personal educational expenses. Examples: ▪ Clothing – unless the clothing stays with the school (uniforms) ▪ ▪ Food – unless the food is part of an educational / research activity (incentive for subjects)

Copying / printing costs for materials

normal to

student expenses

▪

Travel costs

normal to

student expenses

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  

Option 1: Purchase Order

 Plan ahead and save on tax or contract purchases  Requires a PO Form, and possibly a RFQ , but no out-of-pocket $$$  Slowest way to acquire materials ▪

Get approval from Dr. Jensen

▪

Get PO started with Dept. Program Assistant

▪

Get purchased by SD Purchasing Agent

▪

Get shipped to IE Dept.

▪

Get received paperwork to Dept. Program Assistant

Option 2: Pay For It and Get Reimbursed

 Fastest way to get things  Requires a check request form, and some $$$ from your wallet  Takes at least a week to get reimbursed ▪

Get receipt and attach to 8-1/2 x 11 sheet of paper

▪

Attach to Check Request Form (fill out and get approved)

▪

If sent by 11:00 Friday, checks are usually available the next Wednesday

Both options will still require approval!

 Process the paperwork with Dept. Program Asst. before Noon on Fridays –

RED FOLDER

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Budgets Tool – Materials Page Spreadsheet

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Budgets Spreadsheet

 Located on the Materials Page, course website ▪

Download to your computer before opening and using

▪

Can be modified as you wish

▪

Can be used to summarize expenditures in your printed reports

▪

Requires effort to work, team cooperation especially!

User Editable Fields:

 Starting Balance  Index No.

 Description  Date  Reference  Disbursements  Receipts  Encumbrances 4/30/2020 IENG 471 Facilities Planning

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IENG 465 Senior Design Projects Master Line No.

1 2 12 13 14 15 3 4 5 6 7 8 9 10 11

Index No. Description

4IND15 4IND15 Manual Hops Grinder Testing Vials 4IND15 4IND15 4IND15 4IND15 4IND15 4IND15 4IND15 Grinder Attach Vacuum Seal Glass Equipment Rental, Consult Hops Lab scale Composite Guitar Components IIE Conference Design Fair Poster IIE Conference Design Fair Poster Reconciliation -unencumberance

Date Reference

4/12/2013 Theo Bjorklund 4/12/2013 Anna Mollman 4/12/2013 Katie Schaefers 4/12/2013 John Urban 4/12/2013 Nick Grimshaw 4/12/2013 Blake Oliver 4/15/2013 4/16/2013 Adam Kindt 4/20/2013

Totals:

$ 508.23

Disbursements

$ 18.96

$ 12.85

$ 162.71

$ 100.00

$ 38.15

$ 130.00

Last Update:

Funds Available:

Starting Balance: Ending Balance:

$ 50.00

Receipts

$ 45.56

$ 50.00

9/8/2013

$ 41.77

$ 550.00

$ 91.77

$ (458.23)

Balance

$ 531.04

$ 518.19

$ 355.48

$ 255.48

$ 217.33

$ 87.33

$ 87.33

$ 41.77

$ 91.77

$ 91.77

$ 91.77

$ 91.77

$ 91.77

$ 91.77

$ 91.77

$ 50.00

Encumberances

$ 50.00

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What going into YOUR wallet?

  

Conceptual Design Presentation



Each team will need to address proposed budget for Implementation

▪ IEEM Projects with materials that will stay with outside clients to have a match ($ for $) ▪ ALL projects must account for all funds expended – including where materials end up  Result of CDP term is an allocated budget

Senior Design Project Budget Process:

▪

1 st Term (Conceptual Design)

▪

Report your budget expenditures in your presentation

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Report your budget expenditures in your Conceptual Design Report

▪

2 nd Term (Implementation)

▪

Carry over your 1 st Term budget results

▪ ▪

Add your ALLOCATED Implementation budget amount – Available on Dec. 23 rd , this term Track your budget progress during the 2 nd Term

▪

Results Presentation (Design Fair)

▪

Report your budget expenditures in your presentation poster

▪

Final Project Documentation

▪ Report your budget expenditures in your Final Project Documentation (part of your project results)

Project Documentation is due at NOON on Wednesday of Finals Week

Context Account for Environmental Variables Define Problem Gather Evidence Analysis Choose Appropriate Tools Develop a Chain of Evidence Recommendations Make Choices Reasonable Solutions Communication Clarity of Argument Professional Presentation 3 2 1 0

Can identify both engineering and other environmental variables apropos to issue Root cause(s) of problem determined Wide range of appropriate evidence sources used Can identify engineering related environmental variables apropos to the issue Root cause(s) looked for, but process ended too soon Some appropriate evidence sources used Can identify environmental variables, but unsure which are related to the issue Multiple symptoms aggregated as problem Evidence sources used, but not entirely appropriate to issue Fails to identify environmental variables or see the need for these variables First symptom seen “defined” as the problem No or inappropriate evidence sources used No tools or frameworks used Both quantitative and qualitative tools used as appropriate Clear links – uses data in its context and connects data using appropriate tools Uses quantitative tools as appropriate Links – uses data and connects using appropriate tools Uses tools, but tools are not appropriate to issue Almost links – based on inadequate data or tools No links – no chain of evidence Recommendation links to chain of evidence and shows consideration of additional alternatives Recommendation links to chain of evidence but comes from the “canned” set of alternatives Recommendation does not link to chain of evidence Solution(s) considers implementation concerns, level of actual improvement, economic impact, social impact, and ethics Solution(s) considers implementation concerns and economic impact Solution(s) is technically feasible, but no additional concerns are considered No recommendation made Solution(s) is not feasible Presentation of argument demonstrates problem definition, chain of evidence, analysis, and recommendation in easy to follow manner Well organized, uses professional language and grammar, appropriate use of tables, figures, etc, aimed at audience Presentation of argument demonstrates problem definition, chain of evidence, analysis, and recommendation but not easy to follow Somewhat organized, mostly uses professional language and grammar, appropriate use of tables, figures, etc, mostly aimed at audience Presentation of argument demonstrates only parts of: problem definition, chain of evidence, analysis, and recommendation Somewhat organized, poor grammar, uses texting language, needed figures, tables, etc present and appropriate, not aimed at audience Presentation of argument cannot be followed by reasonable audience member No organization, poor grammar, uses texting language, needed figures, tables, etc not present, not aimed at audience

  

Grading:

Team grade is a base Individual grades may be better or worse  

Budgets:

Allocated amount will be e-mailed to the team by 23 DEC

  

Finals Week:

Term scores will post online ▪

Wednesday, Noon, grade book closes

▪

Wednesday, PM reports get graded

▪

Grades & Budgets posted on website by Saturday, PM

Department will be keeping Concept Reports ▪

Can visit it, if you want – but keep a copy for yourself

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Care and Maintenance Requirements



Individual Responsibility

 Must be legally constructed ▪ Pages can’t be re-sequenced ▪ Missing pages are easily identified as such  Must be legally documented ▪ Entries must be accurate ▪ Entries must be chronological ▪ Entries of importance should be witnessed  Examples to document: ▪ Meeting times, places, attendees, topics ▪ Relevant phone conversations ▪ Relevant expenditures, mileage ▪ Design principles, concepts, sketches ▪ Engineering results, decisions, rationale  Copies are placed in Project Notebook regularly 4/30/2020

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

Engineering Notebooks are a permanent record for legal purposes



Notebooks have a durable cover



Pages are sewn or perfect bound (not loose-leaf or spiral bound)



Entries are made with permanent methods



Entries are made in sequential order & dated



Errors are lined out, but not obliterated



Loose material is attached within the notebook pages (if possible), or referenced within (if not)

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

Blow-by-blow Documentation



Corner of page

▪ Date & time ▪ ▪ Location Personnel present 

Title of task

▪ Experimental conditions, equipment ID numbers ▪ Blow-by-blow record of process ▪ Sketches of experimental setup / design ▪ Summarize major decisions / results 

Single line ends an activity, Double line ends day

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10/1/99 Team Mtg 4:15 pm George, Jane, Judy Clodfelter’s Bar & Grill (Elroy absent) Agenda: Refreshments Brainstorming Material Purchase Discussed cost vs. refreshment performance George presented analysis showing non-linearity at high $ end Decision to invent more effective beverage Brainstormed concepts Reduced water content Refresh.

Increased hops in raw stock Decision to invest in further research Level Planned expenditure of $25.00

Actual expenditure of $26.75 due to heavy tipping Cost ($) 4/30/2020

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