Oracle Projects Training

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Agenda
• Project Costing
• Project Resource Management
• Project Billing
• Project Management

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Projects

A project is a primary unit of work that can be broken

down into one or more tasks.

Project

Task 1 Task 2

Task 1.1 Task 1.2 Task 2.1 Task 2.2

Task 1.1.1
Task 2.2.1 Task 2.2.2

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Overview of Oracle Projects

Track various Structure the project by Track Project

costs related to breaking it down to Schedule, monitor
project, track tasks to effectively track progress, issues
profitability the work to be and manage
accomplished changes

Create Budgets
and maintain
financial control Report status –
Financial (Actual vs
budgets, schedule),
Oracle schedule and others
Accrue revenue
Projects
on project based
businesses

Create resource
requirements for
Generate invoices the project and staff
to clients them

Collaborate project data across the project team seamlessly

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Overview of Oracle Projects
Oracle Projects has many features that address common business needs:
• Project-tracking tools
• Cost collection and calculation capabilities
• Allocations and allocation sets features
• Project asset creation functions
• Flexible revenue accrual and invoicing functions
• Online reporting and hard-copy reporting
• Full adjustment capabilities
• Multi-national, multi-organization features
• Oracle and non-Oracle applications integration

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Overview of Oracle Projects

Project Collaboration

Expense $
Reports es $
c
Projects v oi Accounts Payable
Project n
rI
Management lie
u pp
- Schedule S
- Progress Mfg Costs
Budgets Expenditures
- Issues M
at
- Changes er
ia WIP
l co
s

La
ts
Costing

bo
re
xp
en
Revenue

se
Inventory

s
Organization Accrual
& Employees

Invoicing

Project
Resource Personnel
Management
$
$
Accounts Receivable

VISIO CORPORATION
$
GL

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Oracle Project Costing

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Auto Accounting
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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Oracle Project Costing

• Project Costing: Oracle Project Costing provides you with the ability to define
projects, work breakdown structures, and budgets; record and report costs
against projects

 Enter projects and tasks. You can define chargeability control to limit charges to your
projects and tasks
 Enter cost budgets and baseline them
 Track committed costs of requisitions, purchase orders, and supplier invoices
 Record detailed cost transactions for timecards, expense reports, asset usage, and
supplier invoices
 Interface costs between other Oracle Applications while maintaining a detail audit
trail
 Report project status online and in reports.

 Target Users: Project Managers, Financial Managers

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Business Process

Issue Materials to
Project
Projects
Manager Accounts Inventory
Project Supervisor
Create Resources Staff
Project
Enter Import
Enter project Enter Record project
Time Inventory and
Expenses Usage and specific
Cards manufacturing
Define Tasks, Misc Costs Manufacturing costs Shop Floor
costs
project and Supervisor
Task options

Enter
Define Key Import
Supplier
Members Supplier
Invoices for
Costs
projects Accounts
payables
Clerk
Enter Project
Budgets
Costing Receive Create
(Calculation of materials Purchase
Project Project Raw, Burdened against PO Orders
Budgets Expenditures Purchasing
costs, Account
Clerk
generation)

Generate Project
Summary Amounts

Summarized
Project
Amounts

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Oracle Projects Key Setups

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Oracle Projects – Setup

 Organization Classifications
• Project Expenditure/Event Owning organization
• Project Task owning organization
• Project Invoice Collection Organization

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Oracle Projects – Setup

 Organization Classifications
• Project Expenditure/Event Owning organization

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Oracle Projects – Setup

 Organization Classifications
• Project Task owning organization

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Oracle Projects – Setup

 Organization Hierarchy
• Project/Task owning org hierarchy
• Exp/Event org hierarchy

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Oracle Projects – Setup

• Project Setup

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Oracle Projects – Setup

• Staffing Setup

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Oracle Projects – Setup

• Expenditure/Costing Setup

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Oracle Projects – Setup

• Billing Setup

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Oracle Projects – Setup

• PA Periods:
 Define PA Periods (copy from GL, derived from implementation options)

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Oracle Projects – Setup

Calendars & Shifts:

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Oracle Projects – Setup

Classifications – Class Categories and Class Codes

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Oracle Projects – Setup

Statuses

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 Projects

Project classes are predefined, but project types are implementation-defined.

Project Classes Project Types

Bid and Proposal
Indirect
Overhead

Capital Product Development

Time and Materials

Contract
(Project Billing Only)
Cost Plus

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Projects Types

The project type determines how Oracle Projects processes costs (expenditure
items) for a project and provides defaults and controls for project entry and
processing

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Projects Types

Setup

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Projects Types

Setup

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Structures

Work Breakdown Structure – Hierarchical breakup of the project activities into

manageable units
• Financial WBS – To aggregate costs and manage billing at the task level
• Workplan – Detailed WBS to track task schedules
• Tasks – Top Tasks, Summary Tasks and Lowest Tasks (activities)
• Benefits in Oracle Projects – Budgets at task level, costing can be controlled, controlled
billing, summarization of costs, schedule tracking

Source: Oracle Project Foundation User Guide

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Structures

Structures

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Structures

Task Details/Attributes (Financial Structure)

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Projects Templates

• Project Template: Defines the basic characteristics of the project, and consists
of:
 Basic project information
 Work breakdown structure (WBS)
 Agreement and funding (optional)
 Project and task options, including key members, classifications, Transaction controls,
and any other project and task options
 Budgets (optional)
 Quick Entry fields which specify fields to enter for the new project when creating it
from a template
 Project Option controls which list the project options to display for new projects
created from a template

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Projects Templates

Project Template Screenshot:

Project Attributes
Copied from
Project Type

Project Options
(Project/Template
Specific Setups)

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Projects Templates

Setup Quick Entry:

When a Project is created

using the template, Quick
Entry Fields are displayed
to be entered by the user
(Mandatory or Optional)

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Projects Templates

Project Template Screenshot:

Project Attributes
Copied from
Project Type

Project Options
(Project/Template
Specific Setups)

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Projects Creation

Project Creation Screenshot:

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Projects Creation

Project and Task Options

Project Options
(Project/Template
Specific Setups)

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Burdening
• Auto Accounting
• Allocations
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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Setup – Expenditure Types

Expenditure types

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Setup – Non-Labor Resources

Non-labor Resources:

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Setup – Rate Schedules

Rate Schedules:

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Auto Accounting
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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Expenditures

• Expenditure: Group of transactions incurred by an employee or an

organization for an expenditure period
 Actual Cost – To record actual work performed or cost incurred. Eg: Timecards,
Expense Reports
 Commitments – Future committed costs you expect to incur. Eg: PO, Requisition

• Expenditure items in Oracle Projects to record actual work performed or

costs incurred against a project can be of following types:-

• Enter pre-approved expenditure batches.

• Upload pre-approved expenditure batches from Microsoft Excel.
• Enter expenditures in other Oracle Applications, such as Oracle Payables
and Oracle Inventory, and import them into Oracle Projects.
• Import transactions from external sources.

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Expenditure Entry

Pre-Approved Verify:
Project Status?
Expenditure Task Chargeable? Fail Error
Batches Entry Effective Dates

Pass

Verify: Save
Project/Task Submit for Distribute
Error Fail Pass Expenditure Release
Transaction Review Costs
Controls Lines

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Expenditure Entry

• Entering Expenditure Items for a Timecard

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Expenditure Entry

• Entering Expenditure Items for a Timecard

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Submitting and Releasing the Expenditure Batch

Submitting a Batch

Releasing a Batch

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Expenditure Inquiry

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Auto Accounting
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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Costing

Costing: Costing is the processing

of expenditures to calculate their
cost to each project and determine
the GL accounts to which the costs
will be posted.

The Costing process includes the

following steps:
[Link] raw cost (Quantity X Rate)
[Link] burdened cost
[Link] accounting
 Determine account numbers to post to in
Oracle General Ledger
 Create cost distribution lines

SOURCE : Oracle project

Costing User Guide

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Costing

• Labor Costs: Labor costs are calculated using the quantity and rate
 Raw Cost = Hours Worked*Cost Rate
 Cost Rate is derived from Organization Labor Costing Rules or employee
rate overrides

• Expenses and Usages: Oracle Projects calculates the cost for expense
reports, usages, and miscellaneous transactions as follows:
 Raw Cost = Quantity (if in Currency, for example, Currency Amount)
 Raw Cost = Quantity * Cost Rate (if quantity is not in Currency)
• Cost rates by expenditure type, or
• Cost rates by non–labor resource and owning organization for usages (optional); overrides
expenditure type cost rate

• Cost Burdening:
 Burden Cost = Raw Cost * Burden Multiplier
 Burdened Cost = Raw Cost + Burden Cost

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Costing

• Costing Processes
 PRC: Distribute Labor Costs
 PRC: Distribute Usages and Miscellaneous costs
 PRC: Distribute Expense Report Costs
 PRC: Interface Supplier Costs
 PRC: Interface Expense Reports from Payables
 PRC: Interface Expense Reports to Payables
 PRC: Interface Labor Costs to General Ledger
 PRC: Interface Usage and Miscellaneous Costs to General Ledger
 PRC: Interface Miscellaneous Inventory Costs from Oracle Inventory (Set)

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Auto Accounting
• Allocations
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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AutoAccounting

 Use AutoAccounting to specify how to determine the correct general ledger

account for each transaction
 Examples of accounting practices you can implement using AutoAccounting
include:
• ”Charge central headquarters with all advertising costs regardless of which region
those advertisements benefit.”
• ”Credit payroll costs to the payroll liability account belonging to the division for which
an employee works.”
• ”Assign revenue from subcontractors to the company and cost center managing the
project.”

 When you implement AutoAccounting, you define the rules and

circumstances that determine which general ledger accounts Oracle Projects
uses
 Oracle Projects then uses the rules when performing accounting transactions

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AutoAccounting

• AutoAccounting Rule: Each

AutoAccounting rule you define
supplies one Accounting Flexfield
segment value. Thus, you need to
specify one AutoAccounting rule for
each segment in your Accounting
Flexfield for each transaction
• To define an AutoAccounting rule, you
first specify an intermediate value (an
”input” for the rule). You can draw an
intermediate value from one of three
intermediate value sources:
 Constant
 Parameter
 SQL Select Statement

SOURCE : Oracle Project‟s

User Guide

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AutoAccounting

 Assign AutoAccounting Rules Window: Use this window to assign an

AutoAccounting rule to each segment of your Accounting Flexfield for the
AutoAccounting transactions you want to use.
o Example: Accounting for Labor Costs
• Labor Cost Account Function: When you run the PRC: Distribute Labor Costs
process, Oracle Projects calculates labor cost amounts based upon employee labor
cost rates. After calculating labor costs, Oracle Projects uses the Labor Cost
Account transactions to debit an expense account for raw labor costs.
• Enable the Private Billable Labor Transaction and Assign Rules:
• Function Name: Labor Cost Account, Transaction Name: Private, Billable Labor

Number Segment Name Rule Name

0 Company Employee Company
1 Cost Center Employee Cost Center
2 Account Private, Billable Labor

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Auto Accounting Setup – Assigning Rules

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AutoAccounting Rule Definition

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AutoAccounting Lookup Set

The Values of
the Segment
corresponding to
the Intermediate
Values

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Auto Accounting
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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AP-PO-PA Integration

• Expense Reports integration with AP

Run the process: View

Enter Expense Distribute Import
Interface Expense
Reports in Expense Report Payables
Expense Reports Reports in
Projects Costs Invoices
To payables Payables

Tie back expense

reports to Projects

 To import an expense report entered in payables to projects run the process „Interface Expense
Reports From Payables‟

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Example – Supplier Invoices for Projects

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AP-PO-PA Integration

OraclePurchasing

Auto
Requisitions Create

Interface
Receipt Receiving Receiptsfrom
PurchaseOrders Entry Purchsing
Transactions
to Projects

Matching Expenditures
OraclePayables

InterfaceInvoicesfrom
Invoices PayablestoProjects

OracleProjects

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 AP-PO-PA Integration

• AP-PO-PA Integration: Oracle Projects fully integrates with Oracle

Purchasing and Oracle Payables and allows you to enter project–related
requisitions, purchase orders, and supplier invoices using those products
– When you enter project–related transactions in Oracle Purchasing and Oracle
Payables, you enter project information on your source document
– Oracle Purchasing and Oracle Payables use the Account Generator to determine
the account number for each project–related distribution line based on the project
information that you enter
• To interface supplier related costs from purchase receipts and supplier
invoices, run the Concurrent Process: PRC: Interface Supplier Costs. Set one
of the following parameters:

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Project Related Purchase Orders

Enter Project Details in the Project tab of the Distribution Segment of the PO.

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Commitments In Projects

Run the PRC: Update Project Summary Amounts and see the commitments reflected
through the reports.

COMMITMENTS

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Auto Accounting
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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 Project Status Inquiry

• Project Status Inquiry: With Project Status Inquiry (PSI), you can review the
current status of your projects and then drill down for more detailed review of a
project and its tasks
• Project Summary Amounts: To facilitate fast and easy status reporting and
inquiries, Oracle Projects maintains various levels of project summary amounts
for cost, commitment, revenue, and budget amounts by project, task, and
resource. Oracle Projects maintains to–date amounts as follows:
 Period–to–Date Amounts (PTD)
 Prior Period Amounts (PP)
 Year–to–Date Amounts (YTD)
 Project or Inception–to–Date Amounts (ITD)

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Project Status Inquiry

• Run the PRC: Update Project Summary Amounts process for your projects.
The Project Status window uses the data that is summarized by this process.
• You can update project summary amounts anytime after you distribute costs,
independent of when you interface costs and revenue to Oracle General
Ledger. This allows you to have up–to–date information for project status
reporting, independent of the accounting flow.
• Current Reporting Period: The current reporting period defines the period
through which the amounts are summarized for all projects in your system. A
common reporting period facilitates cross–project reporting

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Project Status Inquiry – Screen Shots

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Project Status Inquiry – Screen Shots

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PSI – Drill down to Actual transactions

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Topics

• Oracle Project Costing overview

• Setup
• Expenditures
• Costing
• Allocations
• AP-PO-PA Integration
• Project Status Inquiry
• Capitalization

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Asset Capitalisation

• Using capital projects, we can define capital assets and capture

construction-in-process (CIP) and expense costs for assets we are creating.
• When the asset is to be placed in service, we can generate asset lines from
the CIP costs and send the lines to Oracle Assets for posting as fixed
assets.
• We can also define retirement adjustment assets and capture cost of
removal and proceeds of sale amounts (collectively referred to as retirement
costs, retirement, work-in-process, or RWIP) for assets we are retiring that
are part of a group asset in Oracle Assets.
• On completion of retirement activities, we can generate asset lines for the
RWIP amounts and send the lines to Oracle Assets for posting as
adjustments to the accumulated depreciation accounts for the group asset
that corresponds to each asset.

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Define a Capital Project

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Define a Capital Project

To Define Assets:
• Select Asset information and Expand
• Select Assets and Click details
• Enter the following Information:
– Asset Name, Description, Category, Book

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Define a Capital Project

Navigate to the Task window for Task.

• Click the “Options” button:
• Click on “Asset Assignment” button
• Assign the assets to the Task:
– Specific/Common
– Task
– Asset number
• Asset name

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Process Flow for Capital Projects

We can enter expenditure items for CIP and RWIP amounts directly to capital projects
from within Oracle Projects. We also can collect supplier invoice costs for the capital
projects from Oracle Payables. When we are ready to place a CIP asset in service, we
can send the associated CIP asset lines to Oracle Assets to become fixed assets

SOURCE : Oracle Project‟s

User Guide

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Collect Costs for Capital Projects

• Collect Costs from various transaction sources viz. PO, AP, Inventory,
Timecards, Pre-Approved Batches etc. and generate accounting
• Run the request „PRC: Update Project Summary Amounts for a Single
Project‟ for the project
• Navigate to Expenditures  Expenditure Inquiry  Project to review the
expenditures and there sources

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Generate Asset Lines and Place Assets in Service

• Navigate to Capital Projects

• Enter your Project Number and click find button
• Click the Assets button.
• Tab to Actual Date in Service field and enter the actual date in which the
asset was placed in service

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Generate Asset Lines and Place Assets in Service

• Tab to Actual Date in Service field and

enter the actual date in which the asset
was placed in service
• Save your work and close the Asset
window.
• Click the „Generate‟ button to generate
Asset Lines

• Enter the date in the „In Service Date

Through‟ Field. Make sure that the PA
through date is the last date of the PA
period for which the asset is being
created. Do not forget to select the
Include Common Tasks checkbox to
include your common costs. Click OK
• Send the asset lines to oracle assets by running the program „PRC:
Interface Assets to Oracle Assets‟

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Oracle Project Resource
Management

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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Oracle Project Resource Management

Project Resource Management: Provides you the tools to manage your

project resource needs and organization utilization, by locating and deploying
qualified and available resources to your projects across your enterprise.
Features include:
• Defining resource requirements for a project
• Searching for:
– Qualified resources to match requirements
– Requirements for which resources may nominate themselves
• Tracking candidates for requirements
• Automatically processing approvals
• Managing team schedules of the project team, including timeline views
• Performing analysis and financial forecasts on the projects

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Business Process

*Source : Oracle user Guide

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User Roles
 Project Manager – Initiates creation of project and requirements. Can also
search for candidates and create provisional assignments

 Staffing Manager – Fills the supply side of the task flows, manages
schedules and utilization of resources. Can search and nominate for
requirements

 Resource Manager – Confirm or deny the resource assignments, manage

the schedules and utilization of direct reports

 Team Member – Project resources, can view their schedule of project

assignments, also search for requirements and nominate themselves

 Business Manager – Access financial forecasts for a single project, a group

of projects, or an organization

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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 Setup

• Define Organizations – Default OU, HR Org, Project Exp/Event, Project Task

owning org

• Organization Hierarchies

• Jobs and Job Mapping:

– Define Job Groups
– Define Jobs in each Job Group
– Define Job Levels – Lookup form
– Job Mapping – Map jobs in different job groups

• Defining Resources
– Employees – HR Employees form
– Primary Assignment
– Locations
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 Setup

• Competencies
– Competence Structure
– Rating Scales
– Define Competencies
– Assign Competencies – Jobs, Roles

• Roles
– Define Roles and Role controls
– Role Lists

• Acquire Resources from HRMS

– PRC: Maintain Project Resources – Copies Resources from HRMS to Projects

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 Setup

• Other Profile options

– PA: Project Resource Job Group (set the job group which would be
used)
– PA: Default Calendar
– PA: Global Week Start Day
– PA: Availability/Over commitment Calculation period
– PA: Percentage of Resource‟s capacity
– PA: Availability Duration
– PA: Overcommitment Percentage

• Advertisement Rules, Team Templates

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 Security in Oracle Projects

• Responsibility based security - Users have view access for all the projects
within the Operating unit attached to the responsibility
– Example: Project Super User responsibility, Project Manager Responsibility, Team
Member Responsibility PA: Global Week Start Day

• Role based security - Controls user access based upon the role the user is
currently playing on a project
– Example: You could play a role of a Project Lead for 6 months, and later as Senior
Consultant for 6 months on the project. The function access for these 2 roles may be
different. If role based security is enabled, you would get different access for these time
periods (as per the role). You could however be using the same „Team Member
Responsibility‟ during the entire period

• Organizational Security – Enables you to specify the authority for a resource

at an organizational level

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 Organization Security

Organizational Authority enables you to specify the authority for a resource at an

organizational level

• Project Authority – Allows you to perform staffing functions on any project in the
organization

• Resource Authority – Provides you authority over resources of a specific organization

(you can confirm assignments for these resources)

• Utilization Authority – Enables you to calculate and view utilization for the organization

• Forecast Authority – Enabled you to generate and view forecast information for
projects in the specified org

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 Project Roles

• Project Team: A collection of people with different roles on a project

– Scheduled team members: Scheduled team members are those people for whom you
want to track the hours, utilization, and financial impact (costs, revenue, and margin).
Your scheduled team members for a project are also referred to as the delivery team
– Non-scheduled team members: Non–scheduled team members of a project comprise
the extended team. These team members are distinguished from the delivery team
because their time is not specifically tracked
– Subteams: Subteams enable you to classify your people on your project into logical
groups.

• Team Role: A project requirement or an assignment. Uses Role as a

template. Attributes are defaulted from the Role, can be modified

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Scheduled People

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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Requirements Overview

Project Requirements – Resources that are required to complete the project.

Typically requirements are created for specific roles. Eg: DBAs, Functional
Consultants
– Requirements can have 3 System statuses Open, Cancelled, Filled
– Add Requirements – Single, Multiple
– Apply Team Template - A team template is a predefined set of requirements that
you can apply to your project. A benefit of the team template is that you avoid the
repetitive creation of the same requirements on common project teams.

Requirements Details
– Basic Information
– Schedule – Dates, Work pattern
– Competencies – Defaults from Role
– Advertisements
– Candidates
– Financial Information

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Adding Requirement

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 Requirements – Advertisement Rules

• Advertisement Rules – Control the visibility of a requirement, both inside and

outside an organization

• Actions – Publish to All, Publish to Project Authority, Publish to

Organizations, Escalate to Next Level, Send Email, Send Notification to
Person, Send Notification to Project Role, Update Staffing Priority

• Actions execution conditions can be based on

– Number of days since the adv rule was initiated
– No of days remaining until the start of the requirement
– Combination of above two

• Perform Action Rules – Concurrent Process

• View Audits of an advertisement rule

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Advertisement Rules

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Advertisement Rules - Actions

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 Filling Requirements

• Filling Requirements
– Directly identifying a known resource – Provisional assignments
– Searching the resource repository to fine suitable resources

• If you have resource authority over the resource you have provisionally
assigned, it gets confirmed automatically.

• Otherwise, it will go through an approval process

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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 Assignments

• Project Assignment is a filled work position for a specific resource for a

designated period of time. When a requirement is filled, an assignment is
created
– Assignment Life Cycle – Provisional, Confirmed, Cancelled
– Calendar Options – Project Calendar, Resource Calendar or other

• Assignment Approval
– If workflow is enabled, the workflow automatically forwards to the approver
– Resources are checked for potential or existing conflicts. If yes, the assignment
request is submitted with conflict
– Primary Contact – First Approver
– Resource Manager – Second Approver

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Add Assignments

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Assignment – Submit for Approval

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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 Candidate Management

• Candidate Lifecycle: The candidate life cycle begins with the search for
candidates for open requirements. Candidates are nominated for
requirements, their qualifications and competencies reviewed, and finally
selected and assigned.
• Resource Search – Performed to fill a resource requirement
• Search Criteria
– Organizational Hierarchy, Starting Org
– Minimum Availability Percentage– Represents each day a resource has availability
from sys date
• Optional Search criteria
– Include Provisional assignments
– Min and Max Job Levels
– Competencies – Mandatory are searched, optional ones are displayed in x/y format
(e.g. 4/5)
– Location

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Resource Search

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 Candidate Management

Availability Percentages – Percentages used during search, depending on the

context
• Availability Match Percentage (Used during Requirement searches)
AMP = (CH – AH) / RH * 100
• Availability Percentage (Used during general candidate search)
AP = (CH – AH)/CH * 100
• Both the above Percentages could be definitive or potential
AH – Available Hours, CH – Capacity Hours, RH – Requirement Hours

Availability Setup
• Availability Calculation period (daily or weekly) – Based on the work pattern,
the availability may differ if the calculation is daily or weekly. E.g. 4*10 = 40
Hours, 8*5=40 Hours. If it is weekly, then availability is „0‟. If it is daily, then 1
day is available

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 Candidate Scoring

Candidate Score Weightings – Enable you to define the level of importance of

the availability, competencies and job level when matched to requirements

• Scoring Percentage Formula:

[(CM*CMW) + (AM*AMW) + (JLM*JLMW)]
(CMW + AMW + JLMW)

• Notations:
– CM = Competence Match
– CMW = Competency Match Weighting
– AM = Availability Match
– AMW = Availability Match Weighting
– JLM = Job Level Match
– JLMW = Job Level Match Weighting

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Candidate Score and Search Settings

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Automated Search and Nomination

• Define Candidate Score Weightings and setup your preferences for

automated candidate nomination process

• Schedule PRC: Automated Candidate Search for a single project

• All candidates nominated by this process have a system as „System

Nominated‟

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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 Project Schedule

• Project Schedule: The schedules are comprised of work patterns that include
working hours and exceptions, such as vacation days. Each schedule is
based on the calendar for the organization or an individually assigned
calendar.
– View resource schedules in a list or a timeline format

• Extend Duration – Can enter a different status for the extended period

• Status – Either for a specified duration or entire team role

• Timeline views
– Team Schedule – All requirements (unfilled), and assignments
– Resource Schedule – Single or multiple
– PRC: Rebuild Resource Timeline

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Team Schedule

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Resource Schedule

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Topics- Project Resource Management

• Oracle Project Resource Management overview

• Setup
• Requirements
• Assignment
• Candidate Management
• Team Schedule
• Over commitments

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 Over commitments

Over commitments – Resources are considered as overcommitted when their

confirmed assignments exceed capacity by a specific percentage

• Over commitments Profile Options:

– Daily or Weekly basis (same as used for availability)
– Over commitment Percentage (a threshold level)

• Conflict Resolution – 2 possibilities

– Create the new assignment with conflicts
– Remove conflicting hours from confirmed assignments

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Resource Over commitment

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Project Billing

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Agenda
 Oracle Project Billing Overview
 Contract Projects
 Agreements and Funding
 Budgets
 Events
 Revenue Accrual and Invoicing

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Oracle Project Billing

• Allows you to define revenue and invoicing rules for your projects, generate
revenue, create invoices, and integrate with other Oracle Applications to
process revenue and invoices.
• Enter project customers and contacts with whom you have negotiated and
contracted project work.
• Enter agreements (contracts) from your customers and fund projects with
those agreements
• Generate revenue using various methods including time and materials,
percent complete, and cost plus
• Create draft invoices from detail transactions and milestones for online
approval by your project or accounting managers
• Interface revenue to Oracle General Ledger and invoices to Oracle
Receivables while maintaining a detail audit trail
• Report project revenue, invoice, and receivables status online and in reports

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Business Process

Customer Contract/Account Project Project Project

Manager Manager Resources Accountant
Create
Awards Create Enter Usage and
Project Enter
Contract Agreement Miscellaneous
Timecards,
Expense expenses, import
Define Tasks, project Reports inventory and
and Task options, manufacturing
Fund revenue and costs
Projects invoicing rules

Enter Project
Customer

Enter Cost
and Revenue Project Project
Budgets Budgets Costs

Interface
Accrue
Revenue to
Revenue
General Ledger
Project
Accountant
Interface to
Print Generate
Accounts
Invoices Invoices
Receivables

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Setup – Project Type (Billing Options)

Setup Billing Options for a Project Type

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Setup – Rate Schedules

Rate Schedules

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Contract Projects

• Contract Projects – To track activities, cost, revenue, and billing for services
performed for and reimbursed by a customer
 Time and Materials
 Fixed Price
 Cost Plus

• Contract Project Flow:

 Create a Contract Project & Tasks,
 Enter an agreement
 Fund the project
 Enter and baseline a draft revenue budget
 Distribute costs, generate revenue and invoices

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Contract Projects

• Distribution Rules – Distribution rules determine how Oracle Projects

generates revenue and invoices for projects

Billing Method Description

Accrues revenue and bills using the ratio of actual cost
Cost/Cost
to budgeted cost (percent complete)
Accrues revenue using the ratio of actual cost to
Cost/Event budgeted cost (percent complete) and bills based on
events
Accrues revenue using the ratio of actual cost to
Cost/Work budgeted cost (percent complete) and bills as work
occurs

Event/Event Accrues revenue and bills based on events

Accrues revenue based on events and bills as work

Event/Work
occurs

Accrues revenue as work occurs and bills based on

Work/Event
events

Work/Work Accrues revenue and bills as work occurs

© 2009 Infosys Technologies Limited

Contract Projects

• Bill Rate – A bill rate is an amount or percentage that is applied to a unit (of
time and materials) to calculate revenue and invoicing. Bill rates are used for
time and materials projects. You can specify the following bill rates in Oracle
Projects:
– Employee Bill Rates: Standard
hourly bill rates or percentage
markups assigned to
employees. You can assign a
different bill rate to each
employee for customer
invoicing
– Job Bill Rates: Standard
hourly bill rates assigned by
job title. For example, all
System Administrators can
have one bill rate, while all
Consultants can have a
different bill rate.
– Non–Labor Bill Rates: Standard bill rates or standard markups assigned to non–
labor expenditure type or non–labor resources.

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Agreements and Funding Refer Notes for Details

• Agreement – Represents any form of contract, written or verbal, between you

and one of your customers.
Checking this button An agreement contains the following:
would not allow the
revenue accrual
beyond the Funding
amount.

Agreem
ent
Amount

the project
Click on this to fund
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Agreements and Funding

 Funding: Funding is the

step that allocates an
amount associated with a
customer agreement to a
specific project.
• The total amount of
allocated project funding
must equal the current
approved project revenue
budget amount in order to
successfully baseline the
project
• You can fund at Top Task
Level or Project Level

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Agreements and Funding Refer Notes for Details

Represents the amount

Funded to the project
out of the total FUNDING THE PROJECT
available fund, i.e., the
agreement amount Amount still
unallocated
and available
for funding

This represents the

Funding can even
project that is being
be done at the
funded by the
project level
agreement.

© 2009 Infosys Technologies Limited

Events Refer Notes for Details

Event: Signifies the occurrence of an event in the course of the project having a
revenue and/or invoice impact. Eg: A milestone, invoice reduction
 Automatic
 Manual

© 2009 Infosys Technologies Limited

Revenue Accrual

Revenue – Oracle Projects

generates revenue based on the
transactions that you charge to your
projects
• When you generate revenue,
Oracle Projects calculates
revenue, creates event and
expenditure item revenue,
determines GL account
combinations, and maintains
funding balances
• You can generate revenue for a
range of projects or for a single
project

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Revenue Accrual Process

Select eligible Calculate Potential Revenue

Verify availability Create Draft
expenditure Revenue, revenue Exceeds Hard No
of funding Revenue
items, events events, Limit ?

Yes

Error

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Revenue Accrual

GENERATE DRAFT REVENUE

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Revenue Accrual

REVIEW AND RELEASE REVENUE

Click the release

button to change Click here to drill
the status to down into the
release details

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Revenue Accrual

REVIEW AND RELEASE REVENUE

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Revenue Accrual

INTERFACE REVENUE

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Invoicing

Invoicing: You can manage and control your invoices, review and adjust them online,
and review the detailed information that backs up your invoice amounts.

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Invoicing
Generating Invoices: You can generate an invoice for a single project, or for all
projects having potential invoices
• For a single project, run PRC: Generate Draft Invoice process
• Submit the PRC: Generate Draft Invoices for a Range of Projects in the Submit
Request window to run multiple invoice generation processes in parallel.

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Invoicing

INVOICE REVIEW

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Invoicing

INVOICE REVIEW
INVOICE DETAIL LINES

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Invoicing

INVOICE RELEASE

After clicking on the approval button mentioned in the

previous slide, the Release button appears. On clicking
the release button, the invoice number needs to be
entered which helps interface the Project Module with
Receivables
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Agenda Project Management
 Overview of Project Management
 Setup
 Work-plan
 Budgeting and Forecasting
 Issue and Change Management
 Reporting

© 2009 Infosys Technologies Limited

Oracle Project Management

Project Management: Provides project managers a solution for maintaining

control and visibility of all aspects of their projects
• Create, manage, version, and view workplans
• Track progress against the workplan
• Link Microsoft Project with Oracle Projects enabling you to work with a project using
both applications.
• Create budgets and forecasts to plan and manage the financial performance of
projects throughout the project lifecycle.
• Provide a timely and consistent view of project status information to all audience
members and project stakeholders.
• Manage issues such as concerns, problems, and outstanding questions for projects
and tasks.
• Manage actions or changes that affect the scope, value, or duration of projects and
tasks.
• Attach and manage documents for projects and tasks.

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Project List

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Project Manager’s Dash Board

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Setup

Structures

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Setup

Progress Statuses (Optional)

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Agenda Project Management
 Overview of Project Management
 Setup
 Work-plan
 Budgeting and Forecasting
 Issue and Change Management
 Reporting

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Setup

Workplan Change Reasons

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Setup

Task Types

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Setup

Budget Types

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Setup

Budget Change Reasons

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Setup

Financial
Plan
Types

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Setup

Budget Entry Methods

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Setup

MS Excel Integration for Budgeting and Forecasting

Download
from Oracle

MS
Excel to
Update

To
Upload
Go to >
Add-Ins

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Setup

Budget Workflows: You can implement the Budget Workflow to initiate an

approval process when you submit a budget or forecast.

Budget Extensions: You can use the budget extensions to define budgeting and
forecasting rules

• Budget Calculation Extensions: Use the budget calculation extensions to

define rules for calculating budget and forecast amounts.

• Budget Verification Extension: Use the budget verification extension to

define rules for validating a budget or forecast when it is submitted or you
create a baseline

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Agenda Project Management
 Overview of Project Management
 Setup
 Work-plan
 Budgeting and Forecasting
 Issue and Change Management
 Reporting

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Workplan

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Workplan
• Workplan contains a hierarchical organization of unlimited levels of tasks
within a project.
– Workplan structures helps project managers and team members deliver projects
on time
– Financial structures help project and financial administrations track financial
information for a project
• Enable Workplan Structures and optionally share it with Financial Structures
• Define Task Types, Phases and Lifecycles
• Workplan information setup
– Lifecycles, current phase
– Enable workplan versioning
– Enable work quantity
– Automatically update transaction dates – applicable only if structures are shared
– Auto publish upon project creation
– Define Approval options for workplan

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Workplan Setup

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Workplan

Workplan Creation and Maintenance

• Create Tasks – Unlimited hierarchies
• Copy Tasks – From the same project or from outside projects
• Indent, Outdent, Move tasks
• Update Task Details
• Schedule dates are rolled up from lowest tasks to top tasks
• Update Tasks – Mass update tasks
• Delete Tasks – Marked for deletion in version enabled cases

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Workplan Display

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Workplan

Workplan Versioning
• Allows you to create multiple versions of workplans
• Statuses: Working, Submitted, Approved, Rejected, Published
• Workplan Publishing:
 If you have not set an approver, it gets published automatically
 Submitted to approver if you have set an approver
 When the approver approves, it goes to Approved status, after which you can publish
 Auto-publish after approval, if option is enabled
 Notification to team members upon workplan publish

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Workplan Versioning

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Agenda Project Management
 Overview of Project Management
 Setup
 Work-plan
 Budgeting and Forecasting
 Issue and Change Management
 Reporting

© 2009 Infosys Technologies Limited

Budgeting and Forecasting

Budgets: An estimated cost or revenue for a project or a task

 WBS Level of entering budget
 Time-Phasing
 Summary budget lines or categorized by resources
 Budget amounts – Raw/Burdened
• Budgeting by WBS
 Project
 Top Task
 Lowest Task
 Top tasks and lowest tasks
• Time Phasing
 PA Periods
 GL Periods
 Date Range
 None

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Budget Versioning

Budget Versioning enables you to model many different planning scenarios for
a plan type.
After creating a working plan version, plan amounts can be entered by one of
the following methods:
•Copy amounts from another plan version or from actual transactions entered on the
same project.
•Enter plan amounts in Edit Plan pages
•Download the plan version and edit the amounts in a Microsoft Excel spreadsheet

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Budget Entry

“Source – Oracle Project management User Guide”

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Budgeting

• Copy from Project Templates

• Copy budgets from earlier budget versions
• Copy Actuals to budget amounts (for period-based)
• Delete a draft budget
• Submit and Baseline a budget version
 Budget Workflows and budget extensions if required

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Financial Planning

 Define Period Profiles – Time periods that are available when you enter, edit
and view plan amounts
• Time-phased budgets either PA or GL periods
• 52 PA or GL periods
• Preceding or Succeeding periods

 Define Planning Options

• Set at Project Template or Project level
• Plan Type level
• Plan Versions level

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Financial Planning

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Financial Planning

• Plan settings: Specify how to enter and view plan version amounts – Plan
amounts in multiple currency, Factor plan amounts by, Amount entry options,
Amount reporting options

• Plan Options: Enable you to define the level of details at which you enter plan
amounts
 Planning Level – Project, Top Task, Lowest Task, Top and Lowest Task
 Resource Information – Select a resource list, select resources
 Time Phase – PA Period, GL Period, Date Range, None

• Currency Settings: Define conversion attributes for use in converting plan

amounts in transaction currency to project or functional currency
 Add Transaction currencies

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Financial Planning

• Planning Elements: Tasks and resources that you select for a budget or forecast
 Select Tasks
 Select Resources for Tasks or Project – Resource Group or Resource level
• Plan Type – Enables you to define the budgets or forecasts that you want to plan for (e.g.
approved cost budget, bid)
• Attach multiple plan types to a project
 Cost Only
 Revenue Only
 Cost and Revenue together
 Cost and Revenue separately
• Specify planning options for a plan type
• Only one plan type that is designated as „Approved Cost‟ and „Approved Revenue‟

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Plan Type definition

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Financial Planning

• Plan Versions: Enable you to model different planning scenarios for a plan type
• Maintain Plan Versions : Working, Baselined
 Create a working copy of a version
 Copy Plan amounts
 Edit Plan Version – Plan Lines
 Edit in Excel
 View Plan Versions

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Managing Budget Versions

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Editing Budget Versions

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Agenda Project Management
 Overview of Project Management
 Setup
 Work-plan
 Budgeting and Forecasting
 Issue and Change Management
 Reporting

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Issue and Change Management

• Issue and Change Management – A collaborative way or resolving issues and

managing changes in a project

• Participants – Creator, Owner, Assignee, Approver

• Control Item Type Classes – Issues, Change Requests and Change Orders

• Control Item Types – Classification categories, Approval, CI creation, project

types that can use

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Issue Management

• Create Issues
 Choose the issue type
 Enter description, classifications
 Define and assign actions – Review or Update action
 Attach documents

• Manage Issues – Various views provided

 Days since updated
 Days until due

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Issue Management

• Issue Progress, Interaction History

• Action Resolution
 Action assignees get the list of actions on team member home page
 Reassign action to another person

• Closing Issues
 Enter resolution if required
 Submit for approval if approval is enabled, close it after it is approved
 Else, directly close the issue

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Change Management

• Change Requests – Document potential changes to scope and facilitate

approval process
• Change Orders – Track and implement the impacts of changes to a project
• A change request should be included into a change order to get implemented
• Change Documents can have Impacts defined
 Workplan
 Staffing
 Financial
 Supplier
 Contract
 Other

© 2009 Infosys Technologies Limited

Agenda Project Management
 Overview of Project Management
 Setup
 Work-plan
 Budgeting and Forecasting
 Issue and Change Management
 Reporting

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Project Performance Monitoring

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Project Performance Monitoring

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Project Status Reporting

© 2009 Infosys Technologies Limited

Sources of Information

Content in this presentation has been compiled by using information

from following sources:
• ES Academy P200 Study Material
• Oracle Project Foundation User Guide
• Oracle Project Implementation Guide
• Oracle Project Management User Guide
• Infosys Internal Training Vision Instances

© 2009 Infosys Technologies Limited

 Thank You

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© 2009 Infosys Technologies Limited