Project Controlling - IT Quality Management - page 124

11.3.3 Order Value Procedures
To limit budget overdraft at an early stage when buying external services, which are
possibly not covered by frame contracts, most purchasing systems allow to set
upper limits for the value of a single order. These restrictions can be limited to
pre-defined hierarchical levels within an organisation. In this way already at the
stage of invitation to bid by the initiator a warning will pop up, once a pre-defined
value risks to be surpassed.
11.3.4 Clearance Procedures
The clearance of budgets or budget parts is part of a combined strategy executed in
unison by requesters, project management and controlling. Most systems on the
market provide professional support for such procedures. Generally the requester
enters his planned demand in the system by using the available accounting struc-
ture, the project leader checks it and controlling clears it. The necessary workflows
can be configured in most systems. It is important that this is preceded by prior
automated checks against budget limits, charge rates and the time schedule in
question before clearance proceeds manually.
11.4 Reporting
Reporting for IT projects can be quite extensive. The necessary system support is
provided by many PMS (see Chap. 10 ) and will thus not be discussed in depth here.
These are the more important reports:
• Task confirmations
• Project reports
• Budget reports.
11.4.1 Task Confirmations
A typical template for task confirmations is shown in Fig. 11.2 .
Besides the time sheet itself with associated tasks the relevant accounting
assignment element and possibly the order number for external partners are of
prime importance to permit a unique reference to the budget.