Oracle Projects Training

2009 Infosys Technologies Limited 2009 Infosys Technologies Limited

Agenda
Project Costing Project Resource Management Project Billing Project Management

2009 Infosys Technologies Limited 2009 Infosys Technologies Limited

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 1.1.1

Task 1.2

Task 2.1

Task 2.2

Task 2.2.1

Task 2.2.2

2009 Infosys Technologies Limited

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

Track Project Schedule, monitor progress, issues and manage changes

Create Budgets and maintain financial control Oracle Projects

Accrue revenue on project based businesses

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

Generate invoices to clients

Create resource requirements for the project and staff them

Collaborate project data across the project team seamlessly

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Overview of Oracle Projects

Project Collaboration Expense Reports Project Management - Schedule - Progress - Issues - Changes Projects $ s $ e c oi Accounts Payable v n rI

Budgets

Expenditures

lie pp u S Mfg Costs

at

er

ia l

co s

WIP

La

Costing

ts

bo xp re

s se en

Organization & Employees

Revenue Accrual

Inventory

Invoicing Project Resource Management $ $ Accounts Receivable VISIO CORPORATION $ GL Personnel

2009 Infosys Technologies Limited

Oracle Project Costing

2009 Infosys Technologies Limited 2009 Infosys Technologies Limited

Topics
Oracle Project Costing overview Setup Expenditures Costing Auto Accounting AP-PO-PA Integration Project Status Inquiry Capitalization

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Business Process

Project Manager Create Project

Issue Materials to Projects Project Resources Enter Time Cards Enter project Expenses Enter Usage and Misc Costs Accounts Staff Import Inventory and manufacturing costs Record project specific Manufacturing costs

Inventory Supervisor

Define Tasks, project and Task options

Shop Floor Supervisor

Define Key Members

Import Supplier Costs

Enter Supplier Invoices for projects

Accounts payables Clerk

Enter Project Budgets Costing (Calculation of Raw, Burdened costs, Account generation) Receive materials against PO Create Purchase Orders

Project Budgets

Project Expenditures

Purchasing Clerk

Generate Project Summary Amounts

Summarized Project Amounts

2009 Infosys Technologies Limited

Oracle Projects Key Setups

2009 Infosys Technologies Limited

Oracle Projects Setup

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

2009 Infosys Technologies Limited

Oracle Projects Setup

Organization Classifications Project Expenditure/Event Owning organization

2009 Infosys Technologies Limited

Oracle Projects Setup

Organization Classifications Project Task owning organization

2009 Infosys Technologies Limited

Oracle Projects Setup

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

2009 Infosys Technologies Limited

Oracle Projects Setup

Project Setup

2009 Infosys Technologies Limited

Oracle Projects Setup

Staffing Setup

2009 Infosys Technologies Limited

Oracle Projects Setup

Expenditure/Costing Setup

2009 Infosys Technologies Limited

Oracle Projects Setup

Billing Setup

2009 Infosys Technologies Limited

Oracle Projects Setup

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

2009 Infosys Technologies Limited

Oracle Projects Setup

Calendars & Shifts:

2009 Infosys Technologies Limited

Oracle Projects Setup

Classifications Class Categories and Class Codes

2009 Infosys Technologies Limited

Oracle Projects Setup

Statuses

2009 Infosys Technologies Limited

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

Project Classes
Indirect

Project Types
Bid and Proposal Overhead

Capital

Product Development

Time and Materials Contract (Project Billing Only) Cost Plus

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Projects Types
Setup

2009 Infosys Technologies Limited

Projects Types
Setup

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Structures
Structures

2009 Infosys Technologies Limited

Structures
Task Details/Attributes (Financial Structure)

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Projects Templates
Project Template Screenshot:

Project Attributes Copied from Project Type

Project Options (Project/Template Specific Setups)

2009 Infosys Technologies Limited

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)

2009 Infosys Technologies Limited

Projects Templates
Project Template Screenshot:

Project Attributes Copied from Project Type

Project Options (Project/Template Specific Setups)

2009 Infosys Technologies Limited

Projects Creation
Project Creation Screenshot:

2009 Infosys Technologies Limited

Projects Creation
Project and Task Options

Project Options (Project/Template Specific Setups)

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Setup Expenditure Types

Expenditure types

2009 Infosys Technologies Limited

Setup Non-Labor Resources

Non-labor Resources:

2009 Infosys Technologies Limited

Setup Rate Schedules

Rate Schedules:

2009 Infosys Technologies Limited

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.

2009 Infosys Technologies Limited

Expenditure Entry

Pre-Approved Expenditure Batches Entry

Verify: Project Status? Task Chargeable? Effective Dates

Fail

Error

Pass

Error

Fail

Verify: Project/Task Transaction Controls

Pass

Save Expenditure Lines

Submit for Review

Release

Distribute Costs

2009 Infosys Technologies Limited

Expenditure Entry
Entering Expenditure Items for a Timecard

2009 Infosys Technologies Limited

Expenditure Entry
Entering Expenditure Items for a Timecard

2009 Infosys Technologies Limited

Submitting and Releasing the Expenditure Batch

Submitting a Batch

Releasing a Batch

2009 Infosys Technologies Limited

Expenditure Inquiry

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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)

2009 Infosys Technologies Limited

Topics
Oracle Project Costing overview Setup Expenditures Costing Auto Accounting Allocations AP-PO-PA Integration Project Status Inquiry Capitalization

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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 0 1 2

Segment Name Company Cost Center Account

Rule Name Employee Company Employee Cost Center Private, Billable Labor

2009 Infosys Technologies Limited

Auto Accounting Setup Assigning Rules

2009 Infosys Technologies Limited

AutoAccounting Rule Definition

2009 Infosys Technologies Limited

AutoAccounting Lookup Set

The Values of the Segment corresponding to the Intermediate Values

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Example Supplier Invoices for Projects

2009 Infosys Technologies Limited

AP-PO-PA Integration
OraclePurchasing

Requisitions

Auto Create

PurchaseOrders

Receipt Entry

Receiving Transactions

Interface Receiptsfrom Purchsing to Projects

Matching

Expenditures

OraclePayables

Invoices

InterfaceInvoicesfrom PayablestoProjects OracleProjects

2009 Infosys Technologies Limited

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:

2009 Infosys Technologies Limited

Project Related Purchase Orders

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

2009 Infosys Technologies Limited

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

COMMITMENTS

2009 Infosys Technologies Limited

Topics
Oracle Project Costing overview Setup Expenditures Costing Auto Accounting AP-PO-PA Integration Project Status Inquiry Capitalization

2009 Infosys Technologies Limited

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 todate amounts as follows:
PeriodtoDate Amounts (PTD) Prior Period Amounts (PP) YeartoDate Amounts (YTD) Project or InceptiontoDate Amounts (ITD)

2009 Infosys Technologies Limited

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 uptodate 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

2009 Infosys Technologies Limited

Project Status Inquiry Screen Shots

2009 Infosys Technologies Limited

Project Status Inquiry Screen Shots

2009 Infosys Technologies Limited

PSI Drill down to Actual transactions

2009 Infosys Technologies Limited

Topics
Oracle Project Costing overview Setup Expenditures Costing Allocations AP-PO-PA Integration Project Status Inquiry Capitalization

2009 Infosys Technologies Limited

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.

2009 Infosys Technologies Limited

Define a Capital Project

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Oracle Project Resource Management

2009 Infosys Technologies Limited 2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Business Process

*Source : Oracle user Guide

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Scheduled People

2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

Adding Requirement

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Advertisement Rules

2009 Infosys Technologies Limited

Advertisement Rules - Actions

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Add Assignments

2009 Infosys Technologies Limited

Assignment Submit for Approval

2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

Resource Search

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

Candidate Score and Search Settings

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

Team Schedule

2009 Infosys Technologies Limited

Resource Schedule

2009 Infosys Technologies Limited

Topics- Project Resource Management

Oracle Project Resource Management overview Setup Requirements Assignment Candidate Management Team Schedule Over commitments

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Resource Over commitment

2009 Infosys Technologies Limited

Project Billing

2009 Infosys Technologies Limited 2009 Infosys Technologies Limited

Agenda

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Business Process

Customer

Contract/Account Manager Create Agreement

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

Awards Contract

Fund Projects

Enter Project Customer

Enter Cost and Revenue Budgets

Project Budgets

Project Costs

Accrue Revenue Project Accountant Print Invoices Generate Invoices

Interface Revenue to General Ledger

Interface to Accounts Receivables

2009 Infosys Technologies Limited

Setup Project Type (Billing Options)

Setup Billing Options for a Project Type

2009 Infosys Technologies Limited

Setup Rate Schedules

Rate Schedules

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Contract Projects
Distribution Rules Distribution rules determine how Oracle Projects generates revenue and invoices for projects
Billing Method
Cost/Cost

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

Cost/Event

Cost/Work

Event/Event Event/Work Work/Event Work/Work

2009 Infosys Technologies Limited

Contract Projects
Bill Rate A bill rate is an amount or percentage that is applied to a unit (of time and materials) to calculate revenue and invoicing. Bill rates are used for time and materials projects. You can specify the following bill rates in Oracle Projects:
Employee Bill Rates: Standard hourly bill rates or percentage markups assigned to employees. You can assign a different bill rate to each employee for customer invoicing Job Bill Rates: Standard hourly bill rates assigned by job title. For example, all System Administrators can have one bill rate, while all Consultants can have a different bill rate. NonLabor Bill Rates: Standard bill rates or standard markups assigned to non labor expenditure type or nonlabor resources.
2009 Infosys Technologies Limited

Agreements and Funding

Refer Notes for Details

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

and one of your customers. Checking this button An agreement contains the following: would not allow the revenue accrual beyond the Funding amount.
Agreem ent Amount Click on this to fund the project

2009 Infosys Technologies Limited

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 Level or Project Level

You can fund at Top Task

2009 Infosys Technologies Limited

Agreements and Funding

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

Refer Notes for Details

FUNDING THE PROJECT

Amount still unallocated and available for funding

This represents the project that is being funded by the agreement.

Funding can even be done at the project level

2009 Infosys Technologies Limited

Events

Refer Notes for Details

Event: Signifies the occurrence of an event in the course of the project having a

revenue and/or invoice impact. Eg: A milestone, invoice reduction

Automatic Manual

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Revenue Accrual Process

Select eligible expenditure items, events

Calculate Potential Revenue, revenue events,

Verify availability of funding

Revenue Exceeds Hard Limit ? Yes

No

Create Draft Revenue

Error

2009 Infosys Technologies Limited

Revenue Accrual

GENERATE DRAFT REVENUE

2009 Infosys Technologies Limited

Revenue Accrual
REVIEW AND RELEASE REVENUE

Click the release button to change the status to release

Click here to drill down into the details

2009 Infosys Technologies Limited

Revenue Accrual
REVIEW AND RELEASE REVENUE

2009 Infosys Technologies Limited

Revenue Accrual
INTERFACE REVENUE

2009 Infosys Technologies Limited

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.

2009 Infosys Technologies Limited

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.

2009 Infosys Technologies Limited

Invoicing
INVOICE REVIEW

2009 Infosys Technologies Limited

Invoicing
INVOICE REVIEW

INVOICE DETAIL LINES

2009 Infosys Technologies Limited

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
2009 Infosys Technologies Limited

Agenda Project Management

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

2009 Infosys Technologies Limited

Oracle Project Management

Project Management: Provides project managers a solution for maintaining control and visibility of all aspects of their projects
Create, manage, version, and view workplans Track progress against the workplan Link Microsoft Project with Oracle Projects enabling you to work with a project using both applications. Create budgets and forecasts to plan and manage the financial performance of projects throughout the project lifecycle. Provide a timely and consistent view of project status information to all audience members and project stakeholders.

Manage issues such as concerns, problems, and outstanding questions for projects and tasks.
Manage actions or changes that affect the scope, value, or duration of projects and tasks. Attach and manage documents for projects and tasks.

2009 Infosys Technologies Limited

Project List

2009 Infosys Technologies Limited

Project Managers Dash Board

2009 Infosys Technologies Limited

Setup
Structures

2009 Infosys Technologies Limited

Setup
Progress Statuses (Optional)

2009 Infosys Technologies Limited

Agenda Project Management

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

2009 Infosys Technologies Limited

Setup
Workplan Change Reasons

2009 Infosys Technologies Limited

Setup
Task Types

2009 Infosys Technologies Limited

Setup
Budget Types

2009 Infosys Technologies Limited

Setup
Budget Change Reasons

2009 Infosys Technologies Limited

Setup
Financial Plan Types

2009 Infosys Technologies Limited

Setup
Budget Entry Methods

2009 Infosys Technologies Limited

Setup
MS Excel Integration for Budgeting and Forecasting Download from Oracle

MS Excel to Update To Upload Go to > Add-Ins

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Agenda Project Management

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

2009 Infosys Technologies Limited

Workplan

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Workplan Setup

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Workplan Display

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Workplan Versioning

2009 Infosys Technologies Limited

Agenda Project Management

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

2009 Infosys Technologies Limited

Budgeting and Forecasting

Budgets: An estimated cost or revenue for a project or a task
WBS Level of entering budget
Time-Phasing Summary budget lines or categorized by resources Budget amounts Raw/Burdened

Budgeting by WBS
Project
Top Task Lowest Task Top tasks and lowest tasks

Time Phasing
PA Periods GL Periods Date Range None

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Budget Entry

Source Oracle Project management User Guide

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Financial Planning

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Plan Type definition

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Managing Budget Versions

2009 Infosys Technologies Limited

Editing Budget Versions

2009 Infosys Technologies Limited

Agenda Project Management

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

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

2009 Infosys Technologies Limited

Change Management
Change Requests Document potential changes to scope and facilitate approval process Change Orders Track and implement the impacts of changes to a project A change request should be included into a change order to get implemented Change Documents can have Impacts defined
Workplan Staffing Financial

Supplier
Contract Other

2009 Infosys Technologies Limited

Agenda Project Management

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

2009 Infosys Technologies Limited

Project Performance Monitoring

2009 Infosys Technologies Limited

Project Performance Monitoring

2009 Infosys Technologies Limited

Project Status Reporting

2009 Infosys Technologies Limited

Sources of Information
Content in this presentation has been compiled by using information from following sources:

ES Academy P200 Study Material
Oracle Project Foundation User Guide Oracle Project Implementation Guide Oracle Project Management User Guide Infosys Internal Training Vision Instances

2009 Infosys Technologies Limited

Thank You

2009 Infosys Technologies Limited 2009 Infosys Technologies Limited