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Oracle Projects Training

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Agenda

Project
Project
Project
Project

Costing
Resource Management
Billing
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 1.1
Task 1.1.1

Task 1.2

Task 2

Task 2.1

Task 2.2.1

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Task 2.2

Task 2.2.2

Overview of Oracle Projects


Track various
costs related to
project, track
profitability

Structure the project by


breaking it down to
tasks to effectively track
the work to be
accomplished

Create Budgets
and maintain
financial control

Accrue revenue
on project based
businesses

Oracle
Projects

Track Project
Schedule, monitor
progress, issues
and manage
changes

Report status
Financial (Actual vs
budgets, schedule),
schedule and others

Create resource
requirements for
the project and staff
them

Generate invoices
to clients

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
Project
Management
- Schedule
- Progress
- Issues
- Changes

Projects

Budgets

Expenditures

$
$
Accounts Payable

Mfg Costs
WIP

Costing

Organization
& Employees

Revenue
Accrual

Inventory

Invoicing
Project
Resource
Management

Personnel
$
$
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

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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 implementationdefined.

Project Classes
Types

Project
Bid and Proposal

Indirect

Overhead
Capital

Product Development

Contract
(Project Billing Only)

Time and Materials

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Cost Plus

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

2009 Infosys Technologies Limited

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

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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

2009 Infosys Technologies Limited

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:
1.Calculate raw cost (Quantity X
Rate)
2.Calculate burdened cost
3.Perform 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 nonlabor 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 Projects


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

Company

Employee Company

Cost Center

Employee Cost Center

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

2009 Infosys Technologies Limited

AP-PO-PA Integration
Expense Reports integration with AP

Enter Expense
Reports in
Projects

Distribute
Expense Report
Costs

Run the process:


Interface
Expense Reports
To payables

Import
Payables
Invoices

View
Expense
Reports in
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

Requisitions

Auto
Create

PurchaseOrders

Receipt
Entry

Receiving
Transactions

Expenditures

Oracle Payables

Matching

Invoices

Interface
Receiptsfrom
Purchsing
to Projects

InterfaceInvoicesfrom
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 projectrelated 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 projectrelated 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:
PeriodtoDate Amounts (PTD)
Prior Period Amounts (PP)
YeartoDate Amounts (YTD)
Project or InceptiontoDate 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 upto
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 crossproject
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 Projects


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 Resources 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: Nonscheduled 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
requirements
template is
requirements

Template - A team template is a predefined set of


that you can apply to your project. A benefit of the team
that you avoid the repetitive creation of the same
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 Limited
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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

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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

Cost/Cost

Accrues revenue and bills using the ratio of actual cost


to budgeted cost (percent complete)

Cost/Event

Accrues revenue using the ratio of actual cost to


budgeted cost (percent complete) and bills based on
events

Cost/Work

Accrues revenue using the ratio of actual cost to


budgeted cost (percent complete) and bills as work
occurs

Event/Event

Accrues revenue and bills based on events

Event/Work

Accrues revenue based on events and bills as work


occurs

Work/Event

Accrues revenue as work occurs and bills based on


events

Work/Work

Accrues revenue and bills as work occurs

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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.
NonLabor Bill Rates: Standard bill rates or standard markups assigned
to nonlabor expenditure type or nonlabor 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. An agreement contains the
Checking
this
button
following:
would not allow the
revenue accrual
beyond the Funding
amount.
Agree
ment
Amoun
t
Click on this to
fund the project

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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


Represents the
amount Funded to
the project out of
the total available
fund, i.e., the
agreement amount

This represents the


project that is being
funded by the
agreement.

Refer Notes for Details

FUNDING THE PROJECT

Amount still
unallocated
and available
for funding
Funding can
even be done at
the project level

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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

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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
expenditure
items, events

Calculate Potential
Revenue, revenue
events,

Verify availability
of funding

Revenue
Exceeds Hard
Limit ?
Yes
Error

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No

Create Draft
Revenue

Revenue Accrual
GENERATE DRAFT REVENUE

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Revenue Accrual
REVIEW AND RELEASE REVENUE

Click the
release button
to change the
status to
release

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Click here to
drill down into
the details

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

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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
performance of projects throughout the project lifecycle.

the

financial

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 Managers 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

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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

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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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Project Performance Monitoring

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Project Performance Monitoring

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Project Status Reporting

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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

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Thank You

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