Oracle Projects Training

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Agenda

Project Costing
Project Resource Management
Project Billing
Project Management

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Projects
A project is a primary unit of work that can be broken down into
one or more tasks.

Project

Task 1

Task 1.1
Task 1.1.1

Task 2

Task 1.2

Task 2.1

Task 2.2.1

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Task 2.2

Task 2.2.2

Overview of Oracle Projects

Track various
costs related to
project, track
profitability

Structure the project by

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

Create Budgets
and maintain
financial control

Accrue revenue
on project based
businesses

Oracle
Projects

Track Project
Schedule, monitor
progress, issues
and manage
changes

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

Create resource
requirements for
the project and staff
them

Generate invoices
to clients

Collaborate project data across the project team seamlessly

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Overview of Oracle Projects

Oracle Projects has many features that address common business needs:

Project-tracking tools
Cost collection and calculation capabilities
Allocations and allocation sets features

Project asset creation functions

Flexible revenue accrual and invoicing functions

Online reporting and hard-copy reporting

Full adjustment capabilities
Multi-national, multi-organization features

Oracle and non-Oracle applications integration

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Overview of Oracle Projects

Project Collaboration
Expense
Reports
Project
Management
- Schedule
- Progress
- Issues
- Changes

Projects

Budgets

Expenditures

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$
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oi Accounts Payable
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u
S
Mfg Costs

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er

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WIP

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Organization
& Employees

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Costing

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Revenue
Accrual

Inventory

Invoicing
Project
Resource
Management

Personnel
$
$
Accounts Receivable
VISIO CORPORATION
$
GL

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Oracle Project Costing

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Topics

Oracle Project Costing overview

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

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Oracle Project Costing

Project Costing: Oracle Project Costing provides you with the ability to define projects, work
breakdown structures, and budgets; record and report costs against projects
Enter projects and tasks.You can define chargeability control to limit charges to your projects and tasks
Enter cost budgets and baseline them

Track committed costs of requisitions, purchase orders, and supplier invoices

Record detailed cost transactions for timecards, expense reports, asset usage, and supplier invoices

Interface costs between other Oracle Applications while maintaining a detail audit trail
Report project status online and in reports.

Target Users: Project Managers, Financial Managers

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Business Process

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

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Receive
materials
against PO

Create
Purchase
Orders

Purchasing
Clerk

Oracle Projects Key Setups

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Oracle Projects Setup

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

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Oracle Projects Setup

Organization Classifications
Project Expenditure/Event Owning organization

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Oracle Projects Setup

Organization Classifications
Project Task owning organization

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Oracle Projects Setup

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

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Oracle Projects Setup

Project Setup

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Oracle Projects Setup

Staffing Setup

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Oracle Projects Setup

Expenditure/Costing Setup

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Oracle Projects Setup

Billing Setup

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Oracle Projects Setup

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

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Oracle Projects Setup

Calendars & Shifts:

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Oracle Projects Setup

Classifications Class Categories and Class Codes

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Oracle Projects Setup

Statuses

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

Project Classes

Project Types
Bid and Proposal

Indirect
Overhead

Capital

Product Development

Time and Materials

Contract
(Project Billing Only)

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

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Projects Types
Setup

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Projects Types
Setup

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Structures
Work Breakdown Structure Hierarchical breakup of the project activities into manageable units

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

Source: Oracle Project Foundation User Guide

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Structures
Structures

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Structures
Task Details/Attributes (Financial Structure)

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Projects Templates
Project Template: Defines the basic characteristics of the project, and consists of:
Basic project information

Work breakdown structure (WBS)

Agreement and funding (optional)

Project and task options, including key members, classifications, Transaction controls, and any other
project and task options
Budgets (optional)
Quick Entry fields which specify fields to enter for the new project when creating it from a template
Project Option controls which list the project options to display for new projects created from a template

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Projects Templates
Project Template Screenshot:

Project Attributes
Copied from
Project Type

Project Options
(Project/Template
Specific Setups)

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Projects Templates
Setup Quick Entry:
When a Project is created
using the template, Quick
Entry Fields are displayed
to be entered by the user
(Mandatory or Optional)

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Projects Templates
Project Template Screenshot:

Project Attributes
Copied from
Project Type

Project Options
(Project/Template
Specific Setups)

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Projects Creation
Project Creation Screenshot:

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Projects Creation
Project and Task Options

Project Options
(Project/Template
Specific Setups)

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Topics

Oracle Project Costing overview

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

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Setup Expenditure Types

Expenditure types

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Setup Non-Labor Resources

Non-labor Resources:

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Setup Rate Schedules

Rate Schedules:

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Topics

Oracle Project Costing overview

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

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Expenditures

Expenditure: Group of transactions incurred by an employee or an organization for an

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

Expenditure items in Oracle Projects to record actual work performed or costs incurred
against a project can be of following types: Enter pre-approved expenditure batches.
Upload pre-approved expenditure batches from Microsoft Excel.
Enter expenditures in other Oracle Applications, such as Oracle Payables and Oracle
Inventory, and import them into Oracle Projects.
Import transactions from external sources.

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Expenditure Entry

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

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Release

Distribute
Costs

Expenditure Entry

Entering Expenditure Items for a Timecard

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Expenditure Entry

Entering Expenditure Items for a Timecard

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Submitting and Releasing the Expenditure Batch

Submitting a Batch

Releasing a Batch

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Expenditure Inquiry

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Topics

Oracle Project Costing overview

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

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Costing
Costing: Costing is the processing of
expenditures to calculate their cost to each
project and determine the GL accounts to
which the costs will be posted.
The Costing process includes the following
steps:
1.Calculate raw cost (Quantity X Rate)
2.Calculate burdened cost
3.Perform accounting
Determine account numbers to post to in Oracle
General Ledger
Create cost distribution lines

SOURCE : Oracle project Costing

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

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

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

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

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Topics

Oracle Project Costing overview

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

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AutoAccounting
Use AutoAccounting to specify how to determine the correct general ledger account for each
transaction

Examples of accounting practices you can implement using AutoAccounting include:

Charge central headquarters with all advertising costs regardless of which region those advertisements benefit.
Credit payroll costs to the payroll liability account belonging to the division for which an employee works.
Assign revenue from subcontractors to the company and cost center managing the project.
When you implement AutoAccounting, you define the rules and circumstances that determine
which general ledger accounts Oracle Projects uses

Oracle Projects then uses the rules when performing accounting transactions

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

SOURCE : Oracle Projects User

Guide
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AutoAccounting
Assign AutoAccounting Rules Window: Use this window to assign an AutoAccounting rule to
each segment of your Accounting Flexfield for the AutoAccounting transactions you want to
use.
o Example: Accounting for Labor Costs

Labor Cost Account Function: When you run the PRC: Distribute Labor Costs process, Oracle Projects
calculates labor cost amounts based upon employee labor cost rates. After calculating labor costs,
Oracle Projects uses the Labor Cost Account transactions to debit an expense account for raw labor
costs.
Enable the Private Billable LaborTransaction and Assign Rules:
Function Name: Labor Cost Account, Transaction Name: Private, Billable Labor

Number

Segment Name

Rule Name

Company

Employee Company

Cost Center

Employee Cost Center

Account

Private, Billable Labor

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Auto Accounting Setup Assigning Rules

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AutoAccounting Rule Definition

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AutoAccounting Lookup Set

The Values of the

Segment
corresponding to the
Intermediate Values

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Topics

Oracle Project Costing overview

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

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AP-PO-PA Integration
Expense Reports integration with AP

Enter Expense
Reports in
Projects

Distribute
Expense Report
Costs

Run the process:

Interface
Expense Reports
To payables

Import
Payables
Invoices

View
Expense
Reports in
Payables

Tie back expense

reports to Projects

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

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Example Supplier Invoices for Projects

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AP-PO-PA Integration
OraclePurchasing

Requisitions

Auto
Create

PurchaseOrders

Receipt
Entry

Receiving
Transactions

Expenditures

OraclePayables

Matching

Invoices

Interface
Receiptsfrom
Purchsing
to Projects

InterfaceInvoicesfrom
PayablestoProjects
OracleProjects

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AP-PO-PA Integration

AP-PO-PA Integration: Oracle Projects fully integrates with Oracle Purchasing and Oracle
Payables and allows you to enter 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:

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Project Related Purchase Orders

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

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

COMMITMENTS

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Topics

Oracle Project Costing overview

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

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Project Status Inquiry

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

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Project Status Inquiry

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

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Project Status Inquiry Screen Shots

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Project Status Inquiry Screen Shots

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PSI Drill down to Actual transactions

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Topics

Oracle Project Costing overview

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

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Asset Capitalisation

Using capital projects, we can define capital assets and capture construction-in-process (CIP)
and expense costs for assets we are creating.

When the asset is to be placed in service, we can generate asset lines from the CIP costs and
send the lines to Oracle Assets for posting as fixed assets.

We can also define retirement adjustment assets and capture cost of removal and proceeds of
sale amounts (collectively referred to as retirement costs, retirement, work-in-process, or
RWIP) for assets we are retiring that are part of a group asset in Oracle Assets.

On completion of retirement activities, we can generate asset lines for the RWIP amounts and
send the lines to Oracle Assets for posting as adjustments to the accumulated depreciation
accounts for the group asset that corresponds to each asset.

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Define a Capital Project

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Define a Capital Project

To Define Assets:

Select Asset information and Expand

Select Assets and Click details

Enter the following Information:

Asset Name, Description, Category, Book

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Define a Capital Project

Navigate to the Task window for Task.

Click the Options button:

Click on Asset Assignment button

Assign the assets to the Task:

Specific/Common
Task

Asset number

Asset name
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Process Flow for Capital Projects

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

SOURCE : Oracle Projects User

Guide

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Collect Costs for Capital Projects

Collect Costs from various transaction sources viz. PO, AP, Inventory, Timecards, PreApproved Batches etc. and generate accounting

Run the request PRC: Update Project Summary Amounts for a Single Project for the project

Navigate to Expenditures Expenditure Inquiry Project to review the expenditures and

there sources
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Generate Asset Lines and Place Assets in Service

Navigate to Capital Projects

Enter your Project Number and click find button

Click the Assets button.

Tab to Actual Date in Service field and enter the actual date in which the asset
was placed in service

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Generate Asset Lines and Place Assets in Service

Tab to Actual Date in Service field and enter the

actual date in which the asset was placed in service

Save your work and close the Asset window.

Click the Generate button to generate Asset Lines

Enter the date in the In Service Date Through

Field. Make sure that the PA through date is the
last date of the PA period for which the asset is
being created. Do not forget to select the Include
Common Tasks checkbox to include your
common costs. Click OK

Send the asset lines to oracle assets by running the program PRC: Interface Assets to
Oracle Assets
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Oracle Project Resource Management

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Oracle Project Resource Management

Project Resource Management: Provides you the tools to manage your project resource
needs and organization utilization, by locating and deploying qualified and available resources to
your projects across your enterprise. Features include:
Defining resource requirements for a project

Searching for:
Qualified resources to match requirements

Requirements for which resources may nominate themselves

Tracking candidates for requirements

Automatically processing approvals
Managing team schedules of the project team, including timeline views
Performing analysis and financial forecasts on the projects

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Business Process

*Source : Oracle user Guide

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

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

Resource Manager Confirm or deny the resource assignments, manage the schedules and
utilization of direct reports

Team Member Project resources, can view their schedule of project assignments, also search
for requirements and nominate themselves

Business Manager Access financial forecasts for a single project, a group of projects, or an
organization

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Setup

Define Organizations Default OU, HR Org, Project Exp/Event, Project Task owning org

Organization Hierarchies

Jobs and Job Mapping:

Define Job Groups

Define Jobs in each Job Group

Define Job Levels Lookup form

Job Mapping Map jobs in different job groups

Defining Resources
Employees HR Employees form
Primary Assignment
Locations
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Setup

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

Roles
Define Roles and Role controls

Role Lists

Acquire Resources from HRMS

PRC: Maintain Project Resources Copies Resources from HRMS to Projects

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Setup

Other Profile options

PA: Project Resource Job Group (set the job group which would be used)

PA: Default Calendar

PA: Global Week Start Day

PA: Availability/Over commitment Calculation period

PA: Percentage of Resources capacity
PA: Availability Duration
PA: Overcommitment Percentage

Advertisement Rules, Team Templates

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Security in Oracle Projects

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

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

Organizational Security Enables you to specify the authority for a resource at an

organizational level

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Organization Security
Organizational Authority enables you to specify the authority for a resource at an organizational
level

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

Resource Authority Provides you authority over resources of a specific organization (you can confirm
assignments for these resources)

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

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

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Project Roles

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

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

Team Role: A project requirement or an assignment. Uses Role as a template. Attributes are
defaulted from the Role, can be modified

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Scheduled People

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Requirements Overview
Project Requirements Resources that are required to complete the project. Typically
requirements are created for specific roles. Eg: DBAs, Functional Consultants
Requirements can have 3 System statuses Open, Cancelled, Filled

Add Requirements Single, Multiple

Apply Team Template - A team template is a predefined set of requirements that you can apply to
your project. A benefit of the team template is that you avoid the repetitive creation of the same
requirements on common project teams.

Requirements Details
Basic Information

Schedule Dates, Work pattern

Competencies Defaults from Role

Advertisements
Candidates

Financial Information

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Adding Requirement

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Requirements Advertisement Rules

Advertisement Rules Control the visibility of a requirement, both inside and outside an
organization

Actions Publish to All, Publish to Project Authority, Publish to Organizations, Escalate to

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

Actions execution conditions can be based on

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

Perform Action Rules Concurrent Process

View Audits of an advertisement rule

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Advertisement Rules

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Advertisement Rules - Actions

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Filling Requirements

Filling Requirements
Directly identifying a known resource Provisional assignments

Searching the resource repository to fine suitable resources

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

Otherwise, it will go through an approval process

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Assignments

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

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

Resource Manager Second Approver

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Add Assignments

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Assignment Submit for Approval

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Candidate Management

Candidate Lifecycle: The candidate life cycle begins with the search for candidates for open
requirements. Candidates are nominated for requirements, their qualifications and
competencies reviewed, and finally selected and assigned.

Resource Search Performed to fill a resource requirement

Search Criteria
Organizational Hierarchy, Starting Org
Minimum Availability Percentage Represents each day a resource has availability from sys date

Optional Search criteria

Include Provisional assignments
Min and Max Job Levels
Competencies Mandatory are searched, optional ones are displayed in x/y format (e.g. 4/5)
Location

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Resource Search

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Candidate Management
Availability Percentages Percentages used during search, depending on the context

Availability Match Percentage (Used during Requirement searches)

AMP = (CH AH) / RH * 100

Availability Percentage (Used during general candidate search)

AP = (CH AH)/CH * 100

Both the above Percentages could be definitive or potential

AH Available Hours, CH Capacity Hours, RH Requirement Hours

Availability Setup

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

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Candidate Scoring
Candidate Score Weightings Enable you to define the level of importance of the availability,
competencies and job level when matched to requirements

Scoring Percentage Formula:

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

Notations:
CM = Competence Match
CMW = Competency Match Weighting
AM = Availability Match
AMW = Availability Match Weighting
JLM = Job Level Match
JLMW = Job Level Match Weighting
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Candidate Score and Search Settings

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Automated Search and Nomination

Define Candidate Score Weightings and setup your preferences for automated candidate
nomination process

Schedule PRC: Automated Candidate Search for a single project

All candidates nominated by this process have a system as System Nominated

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Project Schedule

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

Extend Duration Can enter a different status for the extended period

Status Either for a specified duration or entire team role

Timeline views
Team Schedule All requirements (unfilled), and assignments

Resource Schedule Single or multiple

PRC: Rebuild Resource Timeline

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Team Schedule

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Resource Schedule

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Topics- Project Resource Management

Oracle Project Resource Management overview

Setup
Requirements
Assignment
Candidate Management
Team Schedule
Over commitments

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Over commitments
Over commitments Resources are considered as overcommitted when their confirmed
assignments exceed capacity by a specific percentage

Over commitments Profile Options:

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

Conflict Resolution 2 possibilities

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

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Resource Over commitment

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Project Billing

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Agenda

Oracle Project Billing Overview

Contract Projects
Agreements and Funding
Budgets
Events
Revenue Accrual and Invoicing

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Oracle Project Billing

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

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Business Process

Customer

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

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Interface to
Accounts
Receivables

Setup Project Type (Billing Options)

Setup Billing Options for a ProjectType

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Setup Rate Schedules

Rate Schedules

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

Contract Project Flow:

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

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

Description

Cost/Cost

Accrues revenue and bills using the ratio of actual cost

to budgeted cost (percent complete)

Cost/Event

Accrues revenue using the ratio of actual cost to

budgeted cost (percent complete) and bills based on
events

Cost/Work

Accrues revenue using the ratio of actual cost to

budgeted cost (percent complete) and bills as work
occurs

Event/Event

Accrues revenue and bills based on events

Event/Work

Accrues revenue based on events and bills as work

occurs

Work/Event

Accrues revenue as work occurs and bills based on

events

Work/Work

Accrues revenue and bills as work occurs

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Contract Projects
Bill Rate A bill rate is an amount or percentage that is applied to a unit (of time and materials)
to calculate revenue and invoicing. Bill rates are used for time and materials projects. You can
specify the following bill rates in Oracle Projects:
Employee Bill Rates: Standard hourly
bill rates or percentage markups
assigned to employees. You can assign
a different bill rate to each employee
for customer invoicing

Job Bill Rates: Standard hourly bill

rates assigned by job title. For
example, all System Administrators
can have one bill rate, while all
Consultants can have a different bill
rate.

NonLabor Bill Rates: Standard bill rates or standard markups assigned to nonlabor expenditure type
or nonlabor resources.
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Agreements and Funding

Refer Notes for Details

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

customers. An agreement contains the following:

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

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Agreements and Funding

Funding: Funding is the step that
allocates an amount associated
with a customer agreement to a
specific project.

The total amount of allocated

project funding must equal the
current approved project revenue
budget amount in order to
successfully baseline the project
You can fund at Top Task Level or
Project Level

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Agreements and Funding

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

This represents the project

that is being funded by the
agreement.

Refer Notes for Details

FUNDING THE PROJECT

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

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Events

Refer Notes for Details

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

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

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Revenue Accrual Process

Select eligible
expenditure
items, events

Calculate Potential
Revenue, revenue
events,

Verify availability
of funding

Revenue
Exceeds Hard
Limit ?
Yes

Error

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No

Create Draft
Revenue

Revenue Accrual
GENERATE DRAFT REVENUE

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Revenue Accrual
REVIEW AND RELEASE REVENUE

Click the release

button to change the
status to release

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Click here to drill

down into the details

Revenue Accrual
REVIEW AND RELEASE REVENUE

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Revenue Accrual
INTERFACE REVENUE

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

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Invoicing
Generating Invoices: You can generate an invoice for a single project, or for all projects having
potential invoices

For a single project, run PRC: Generate Draft Invoice process

Submit the PRC: Generate Draft Invoices for a Range of Projects in the Submit Request window to run
multiple invoice generation processes in parallel.

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Invoicing
INVOICE REVIEW

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Invoicing
INVOICE REVIEW

INVOICE DETAIL LINES

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Invoicing
INVOICE RELEASE

After clicking on the approval button mentioned in the previous

slide, the Release button appears. On clicking the release button,
the invoice number needs to be entered which helps interface the
Project Module with Receivables
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Agenda Project Management

Overview of Project Management

Setup
Work-plan
Budgeting and Forecasting
Issue and Change Management
Reporting

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Oracle Project Management

Project Management: Provides project managers a solution for maintaining control and visibility
of all aspects of their projects

Create, manage, version, and view workplans

Track progress against the workplan

Link Microsoft Project with Oracle Projects enabling you to work with a project using both applications.

Create budgets and forecasts to plan and manage the financial performance of projects throughout the
project lifecycle.

Provide a timely and consistent view of project status information to all audience members and project
stakeholders.

Manage issues such as concerns, problems, and outstanding questions for projects and tasks.

Manage actions or changes that affect the scope, value, or duration of projects and tasks.

Attach and manage documents for projects and tasks.

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Project List

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Project Managers Dash Board

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Setup
Structures

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Setup
Progress Statuses (Optional)

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Agenda Project Management

Overview of Project Management

Setup
Work-plan
Budgeting and Forecasting
Issue and Change Management
Reporting

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Setup
Workplan Change Reasons

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Setup
Task Types

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Setup
Budget Types

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Setup
Budget Change Reasons

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Setup
Financial
Plan
Types

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Setup
Budget Entry Methods

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Setup
MS Excel Integration for Budgeting and Forecasting
Download
from Oracle

MS
Excel to
Update
To
Upload
Go to >
Add-Ins
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Setup
Budget Workflows:

You can implement the Budget Workflow to initiate an

approval process when you submit a budget or forecast.

Budget Extensions: You can use the budget extensions to define budgeting and
forecasting rules
Budget Calculation Extensions: Use the budget calculation extensions to
define rules for calculating budget and forecast amounts.

Budget Verification Extension: Use the budget verification extension to

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

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Agenda Project Management

Overview of Project Management

Setup
Work-plan
Budgeting and Forecasting
Issue and Change Management
Reporting

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Workplan

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Workplan
Workplan contains a hierarchical organization of unlimited levels of tasks
within a project.

Workplan structures helps project managers and team members deliver projects
on time

Financial structures help project and financial administrations track financial

information for a project

Enable Workplan Structures and optionally share it with Financial Structures

Define Task Types, Phases and Lifecycles

Workplan information setup

Lifecycles, current phase

Enable workplan versioning

Enable work quantity

Automatically update transaction dates applicable only if structures are shared

Auto publish upon project creation

Define Approval options for workplan

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Workplan Setup

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Workplan
Workplan Creation and Maintenance
Create Tasks Unlimited hierarchies

Copy Tasks From the same project or from outside projects

Indent, Outdent, Move tasks

Update Task Details

Schedule dates are rolled up from lowest tasks to top tasks

Update Tasks Mass update tasks

Delete Tasks Marked for deletion in version enabled cases

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Workplan Display

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Workplan
Workplan Versioning
Allows you to create multiple versions of workplans

Statuses:Working, Submitted, Approved, Rejected, Published

Workplan Publishing:
If you have not set an approver, it gets published automatically
Submitted to approver if you have set an approver

When the approver approves, it goes to Approved status, after which you can publish
Auto-publish after approval, if option is enabled

Notification to team members upon workplan publish

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Workplan Versioning

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Agenda Project Management

Overview of Project Management

Setup
Work-plan
Budgeting and Forecasting
Issue and Change Management
Reporting

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Budgeting and Forecasting

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

Budgeting byWBS
Project

TopTask
LowestTask
Top tasks and lowest tasks

Time Phasing
PA Periods
GL Periods
Date Range
None

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

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Budget Entry

Source Oracle Project management User Guide

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Budgeting
Copy from Project Templates
Copy budgets from earlier budget versions

Copy Actuals to budget amounts (for period-based)

Delete a draft budget
Submit and Baseline a budget version
Budget Workflows and budget extensions if required

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Financial Planning
Define Period Profiles Time periods that are available when you enter, edit and view plan
amounts

Time-phased budgets either PA or GL periods

52 PA or GL periods
Preceding or Succeeding periods

Define Planning Options

Set at Project Template or Project level
PlanType level
PlanVersions level

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Financial Planning

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Financial Planning
Plan settings: Specify how to enter and view plan version amounts Plan amounts in multiple
currency, Factor plan amounts by, Amount entry options, Amount reporting options
Plan Options: Enable you to define the level of details at which you enter plan amounts
Planning Level Project,Top Task, LowestTask,Top and LowestTask
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
AddTransaction currencies

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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

Cost and Revenue together

Cost and Revenue separately

Specify planning options for a plan type

Only one plan type that is designated as Approved Cost and Approved Revenue

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Plan Type definition

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Financial Planning
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

Edit Plan Version Plan Lines

Edit in Excel

View Plan Versions

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Managing Budget Versions

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Editing Budget Versions

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Agenda Project Management

Overview of Project Management

Setup
Work-plan
Budgeting and Forecasting
Issue and Change Management
Reporting

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Issue and Change Management

Issue and Change Management A collaborative way or resolving issues and managing changes in
a project
Participants Creator, Owner, Assignee, Approver

Control Item Type Classes Issues, Change Requests and Change Orders

Control Item Types Classification categories, Approval, CI creation, project types that can use

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Issue Management
Create Issues
Choose the issue type
Enter description, classifications

Define and assign actions Review or Update action

Attach documents

Manage Issues Various views provided

Days since updated
Days until due

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Issue Management
Issue Progress, Interaction History
Action Resolution
Action assignees get the list of actions on team member home page
Reassign action to another person

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

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Change Management

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

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Agenda Project Management

Overview of Project Management

Setup
Work-plan
Budgeting and Forecasting
Issue and Change Management
Reporting

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Project Performance Monitoring

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Project Performance Monitoring

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Project Status Reporting

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

ES Academy P200 Study Material

Oracle Project Foundation User Guide
Oracle Project Implementation Guide
Oracle Project Management User Guide
Infosys Internal Training Vision Instances

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Thank You

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