Oracle Projects Training Presentation

Oracle Projects Training
© 2009 Infosys Technologies Limited

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

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

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

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

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

Oracle Project Costing

Topics
• Oracle Project Costing overview

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

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

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

Oracle Projects Key Setups

Oracle Projects – Setup
 Organization Classifications
• Project Expenditure/Event Owning organization
• Project Task owning organization
• Project Invoice Collection Organization

• Project Expenditure/Event Owning organization

• Project Task owning organization

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

• Project Setup

• Staffing Setup

• Expenditure/Costing Setup

• Billing Setup

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

Calendars & Shifts:

Classifications – Class Categories and Class Codes

Statuses

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

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

Projects Types
Setup

Projects Types
Setup

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

Structures
Structures

Structures
Task Details/Attributes (Financial Structure)

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

Projects Templates
Project Template Screenshot:
Project Attributes
Copied from
Project Type
Project Options
(Project/Template
Specific Setups)

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)

Projects Templates
Project Template Screenshot:
Project Attributes
Copied from
Project Type
Project Options
(Project/Template
Specific Setups)

Projects Creation
Project Creation Screenshot:

Projects Creation
Project and Task Options
Project Options
(Project/Template
Specific Setups)

Topics

• Setup
• Expenditures
• Costing
• Burdening
• Auto Accounting
• Allocations
• Capitalization

Setup – Expenditure Types
Expenditure types

Setup – Non-Labor Resources
Non-labor Resources:

Setup – Rate Schedules
Rate Schedules:

Topics

• Setup
• Expenditures
• Costing
• Auto Accounting
• Capitalization

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.

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

Expenditure Entry
• Entering Expenditure Items for a Timecard

Expenditure Entry
• Entering Expenditure Items for a Timecard

Submitting and Releasing the Expenditure Batch
Submitting a Batch
Releasing a Batch

Expenditure Inquiry

Topics

• Setup
• Expenditures
• Costing
• Auto Accounting
• Capitalization

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

Costing
• Labor Costs: Labor costs are calculated using the quantity and rate
 Raw Cost = HoursWorked*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

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)

Topics

• Setup
• Expenditures
• Costing
• Auto Accounting
• Allocations
• Capitalization

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

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

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

Auto Accounting Setup – Assigning Rules

AutoAccounting Rule Definition

AutoAccounting Lookup Set
The Values of the

Segment
corresponding to the
Intermediate Values

Topics

• Setup
• Expenditures
• Costing
• Auto Accounting
• Capitalization

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’

Example – Supplier Invoices for Projects

OraclePurchasing
Auto
Requisitions Create
Interface
Receipt Receiving Receiptsfrom
PurchaseOrders Entry Purchsing
Transactions
to Projects
Matching Expenditures
OraclePayables
InterfaceInvoicesfrom
Invoices PayablestoProjects
OracleProjects

• 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:

Project Related Purchase Orders
Enter Project Details in the Project tab of the Distribution Segment of the PO.

Commitments In Projects
Run the PRC: Update Project Summary Amounts and see the commitments reflected through the reports.
COMMITMENTS

Topics

• Setup
• Expenditures
• Costing
• Auto Accounting
• Capitalization

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)

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

Project Status Inquiry – Screen Shots

Project Status Inquiry – Screen Shots

PSI – Drill down to Actual transactions

Topics

• Setup
• Expenditures
• Costing
• Allocations
• Capitalization

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.

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

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

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

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

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

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’

Oracle Project Resource Management

Topics- Project Resource Management
• Oracle Project Resource Management overview

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

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

Business Process
*Source : Oracle user Guide

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


• Setup
• Requirements
• Assignment
• Team Schedule

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

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

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

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

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

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

Scheduled People


• Setup
• Requirements
• Assignment
• Team Schedule

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

Adding Requirement

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

Advertisement Rules

Advertisement Rules - Actions

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


• Setup
• Requirements
• Assignment
• Team Schedule

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

Add Assignments

Assignment – Submit for Approval


• Setup
• Requirements
• Assignment
• Team Schedule

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

Resource Search

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

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

Candidate Score and Search Settings

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’


• Setup
• Requirements
• Assignment
• Team Schedule

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

Team Schedule

Resource Schedule


• Setup
• Requirements
• Assignment
• Team Schedule

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

Resource Over commitment

Project Billing

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

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

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

Setup – Project Type (Billing Options)
Setup Billing Options for a ProjectType

Setup – Rate Schedules
Rate Schedules

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

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

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.

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 following:
Checking this button would
not allow the revenue
accrual beyond the Funding
amount.
Agreeme
nt
Amount
project
Click on this to fund the
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

Agreements and Funding Refer Notes for Details
Represents the amount

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

that is being funded by the done at the project
agreement. level

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

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

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

Revenue Accrual
GENERATE DRAFT REVENUE

Revenue Accrual
REVIEW AND RELEASE REVENUE
Click the release

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

Revenue Accrual
REVIEW AND RELEASE REVENUE

Revenue Accrual
INTERFACE REVENUE

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.

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.

Invoicing
INVOICE REVIEW

Invoicing
INVOICE REVIEW
INVOICE DETAIL LINES

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

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.

Project List

Project Manager’s Dash Board

Setup
Structures

Setup
Progress Statuses (Optional)

 Setup
 Work-plan
 Reporting

Setup
Workplan Change Reasons

Setup
Task Types

Setup
Budget Types

Setup
Budget Change Reasons

Setup
Financial
Plan
Types

Setup
Budget Entry Methods

Setup
MS Excel Integration for Budgeting and Forecasting
Download
from Oracle
MS
Excel to
Update
To
Upload
Go to >
Add-Ins

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

 Setup
 Work-plan
 Reporting

Workplan

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

Workplan Setup

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

Workplan Display

Workplan
WorkplanVersioning
• 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

Workplan Versioning

 Setup
 Work-plan
 Reporting

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 byWBS
 Project
 Top Task
 Lowest Task
 Top tasks and lowest tasks
• Time Phasing
 PA Periods
 GL Periods
 Date Range
 None

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

Budget Entry
“Source – Oracle Project management User Guide”

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

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 ProjectTemplate or Project level
• Plan Type level
• Plan Versions level

Financial Planning

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

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’

Plan Type definition

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

Managing Budget Versions

Editing Budget Versions

 Setup
 Work-plan
 Reporting

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 ItemType Classes – Issues, Change Requests and Change Orders
• Control ItemTypes – Classification categories,Approval, CI creation, project types that can use

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

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

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

 Setup
 Work-plan
 Reporting

Project Performance Monitoring

Project Performance Monitoring

Project Status Reporting

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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Oracle Projects Training

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

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

Task 1.1 Task 1.2 Task 2.1 Task 2.2

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Track various Structure the project by Track Project

Collaborate project data across the project team seamlessly

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© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

• Oracle Project Costing overview

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 Target Users: Project Managers, Financial Managers

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© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

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Calendars & Shifts:

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Classifications – Class Categories and Class Codes

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

Project Classes Project Types

Capital Product Development

Time and Materials

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© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

© 2009 Infosys Technologies Limited

Source: Oracle Project Foundation User Guide

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© 2009 Infosys Technologies Limited

Task Details/Attributes (Financial Structure)

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Project Template Screenshot:

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Setup Quick Entry:

When a Project is created

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Project Template Screenshot:

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Project Creation Screenshot:

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