Oracle Projects Training Presentation
Oracle Projects Training Presentation
Oracle Projects Training Presentation
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 1.1
Task 1.1.1
Task 2
Task 1.2
Task 2.1
Task 2.2.1
Task 2.2
Task 2.2.2
Track various
costs related to
project, track
profitability
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
Project-tracking tools
Cost collection and calculation capabilities
Allocations and allocation sets features
Projects
Budgets
Expenditures
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oi Accounts Payable
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Mfg Costs
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WIP
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Organization
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Costing
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Revenue
Accrual
Inventory
Invoicing
Project
Resource
Management
Personnel
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Accounts Receivable
VISIO CORPORATION
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GL
Topics
Interface costs between other Oracle Applications while maintaining a detail audit trail
Report project status online and in reports.
Business Process
Issue Materials to
Projects
Project
Manager
Create
Project
Define Tasks,
project and
Task options
Accounts
Staff
Project
Resources
Enter
Time
Cards
Enter project
Expenses
Enter
Usage and
Misc Costs
Import
Inventory and
manufacturing
costs
Record project
specific
Manufacturing costs
Import
Supplier
Costs
Define Key
Members
Inventory
Supervisor
Shop Floor
Supervisor
Enter
Supplier
Invoices for
projects
Accounts
payables
Clerk
Enter Project
Budgets
Project
Budgets
Project
Expenditures
Costing
(Calculation of
Raw, Burdened
costs, Account
generation)
Generate Project
Summary Amounts
Summarized
Project
Amounts
Receive
materials
against PO
Create
Purchase
Orders
Purchasing
Clerk
Project Setup
Staffing Setup
Expenditure/Costing Setup
Billing Setup
Projects
Project classes are predefined, but project types are implementation-defined.
Project Classes
Project Types
Bid and Proposal
Indirect
Overhead
Capital
Product Development
Contract
(Project Billing Only)
Cost Plus
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Projects Types
The project type determines how Oracle Projects processes costs (expenditure items) for a project
and provides defaults and controls for project entry and processing
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
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
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
Topics
Expenditures
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
Verify:
Project Status?
Task Chargeable?
Effective Dates
Pre-Approved
Expenditure
Batches Entry
Fail
Error
Pass
Error
Fail
Verify:
Project/Task
Transaction
Controls
Pass
Save
Expenditure
Lines
Submit for
Review
Release
Distribute
Costs
Expenditure Entry
Expenditure Entry
Releasing a Batch
Expenditure Inquiry
Topics
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
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
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
AutoAccounting
Use AutoAccounting to specify how to determine the correct general ledger account for each
transaction
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
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 LaborTransaction and Assign Rules:
Function Name: Labor Cost Account, Transaction Name: Private, Billable Labor
Number
Segment Name
Rule Name
Company
Employee Company
Cost Center
Account
Topics
AP-PO-PA Integration
Expense Reports integration with AP
Enter Expense
Reports in
Projects
Distribute
Expense Report
Costs
Import
Payables
Invoices
View
Expense
Reports in
Payables
To import an expense report entered in payables to projects run the process Interface Expense Reports From Payables
AP-PO-PA Integration
OraclePurchasing
Requisitions
Auto
Create
PurchaseOrders
Receipt
Entry
Receiving
Transactions
Expenditures
OraclePayables
Matching
Invoices
Interface
Receiptsfrom
Purchsing
to Projects
InterfaceInvoicesfrom
PayablestoProjects
OracleProjects
AP-PO-PA Integration
AP-PO-PA Integration: Oracle Projects fully integrates with Oracle Purchasing and Oracle
Payables and allows you to enter projectrelated 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:
Commitments In Projects
Run the PRC: Update Project Summary Amounts and see the commitments reflected through the reports.
COMMITMENTS
Topics
Topics
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.
To Define Assets:
Asset number
Asset name
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Collect Costs from various transaction sources viz. PO, AP, Inventory, Timecards, PreApproved Batches etc. and generate accounting
Run the request PRC: Update Project Summary Amounts for a Single Project for the project
Tab to Actual Date in Service field and enter the actual date in which the asset
was placed in service
Send the asset lines to oracle assets by running the program PRC: Interface Assets to
Oracle Assets
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Searching for:
Qualified resources to match requirements
Business Process
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
Define Organizations Default OU, HR Org, Project Exp/Event, Project Task owning org
Organization Hierarchies
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
Setup
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
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
Team Role: A project requirement or an assignment. Uses Role as a template. Attributes are
defaulted from the Role, can be modified
Scheduled People
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
Requirements Details
Basic Information
Advertisements
Candidates
Financial Information
Adding Requirement
Advertisement Rules Control the visibility of a requirement, both inside and outside an
organization
Advertisement Rules
Filling Requirements
Filling Requirements
Directly identifying a known resource Provisional assignments
If you have resource authority over the resource you have provisionally assigned, it gets
confirmed automatically.
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
Add Assignments
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.
Search Criteria
Organizational Hierarchy, Starting Org
Minimum Availability Percentage Represents each day a resource has availability from sys date
Resource Search
Candidate Management
Availability Percentages Percentages used during search, depending on the context
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
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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Define Candidate Score Weightings and setup your preferences for automated candidate
nomination process
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
Timeline views
Team Schedule All requirements (unfilled), and assignments
Team Schedule
Resource Schedule
Over commitments
Over commitments Resources are considered as overcommitted when their confirmed
assignments exceed capacity by a specific percentage
Project Billing
Agenda
Business Process
Customer
Awards
Contract
Contract/Account
Manager
Create
Agreement
Fund
Projects
Project
Manager
Create
Project
Define Tasks, project
and Task options,
revenue and
invoicing rules
Project
Resources
Enter
Timecards,
Expense
Reports
Project
Accountant
Enter Usage and
Miscellaneous
expenses, import
inventory and
manufacturing
costs
Enter Project
Customer
Enter Cost
and Revenue
Budgets
Project
Costs
Project
Budgets
Accrue
Revenue
Interface
Revenue to
General Ledger
Project
Accountant
Print
Invoices
Generate
Invoices
Interface to
Accounts
Receivables
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 Projects
Distribution Rules Distribution rules determine how Oracle Projects generates revenue and
invoices for projects
Billing Method
Description
Cost/Cost
Cost/Event
Cost/Work
Event/Event
Event/Work
Work/Event
Work/Work
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
NonLabor Bill Rates: Standard bill rates or standard markups assigned to nonlabor expenditure type
or nonlabor resources.
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Agreement Represents any form of contract, written or verbal, between you and one of your
Amount still
unallocated and
available for
funding
Funding can even be
done at the project
level
Events
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
Select eligible
expenditure
items, events
Calculate Potential
Revenue, revenue
events,
Verify availability
of funding
Revenue
Exceeds Hard
Limit ?
Yes
Error
No
Create Draft
Revenue
Revenue Accrual
GENERATE DRAFT REVENUE
Revenue Accrual
REVIEW AND RELEASE REVENUE
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
Invoicing
INVOICE REVIEW
Invoicing
INVOICE REVIEW
Invoicing
INVOICE RELEASE
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.
Project List
Setup
Structures
Setup
Progress Statuses (Optional)
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
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Setup
Budget Workflows:
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.
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
Workplan Setup
Workplan
Workplan Creation and Maintenance
Create Tasks Unlimited hierarchies
Workplan Display
Workplan
Workplan Versioning
Allows you to create multiple versions of workplans
When the approver approves, it goes to Approved status, after which you can publish
Auto-publish after approval, if option is enabled
Workplan Versioning
Budgeting byWBS
Project
TopTask
LowestTask
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
Budgeting
Copy from Project Templates
Copy budgets from earlier budget versions
Financial Planning
Define Period Profiles Time periods that are available when you enter, edit and view plan
amounts
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, LowestTask,Top and LowestTask
Resource Information Select a resource list, select resources
Currency Settings: Define conversion attributes for use in converting plan amounts in transaction
currency to project or functional currency
AddTransaction currencies
Financial Planning
Planning Elements:Tasks and resources that you select for a budget or forecast
SelectTasks
Select Resources for Tasks or Project Resource Group or Resource level
PlanType 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
Financial Planning
PlanVersions: 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
Control Item Type Classes Issues, Change Requests and Change Orders
Control Item Types Classification categories, Approval, CI creation, project types that can use
Issue Management
Create Issues
Choose the issue type
Enter description, classifications
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
Sources of Information
Content in this presentation has been compiled by using information from following
sources:
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