This document should not be distributed. For Instructor Use Only. R12.x Oracle Project Foundation Fundamentals. Volume 1 - Instructor Guide

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1 D60119GC10 Edition 1.0 March 2010 D65131 R12.x Oracle Project Foundation Fundamentals Volume 1 - Instructor Guide

2 Copyright 2010, Oracle. All rights reserved. This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California USA. This document is not warranted to be error-free. If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS The U.S. Government s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract. Oracle, JD Edwards, PeopleSoft, and Siebel are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. Author Rinku Mohapatra Technical Contributors and Reviewers Ruth Kukla This book was published using: Oracle Tutor

3 Table of Contents Overview of the Oracle Enterprise Project Management Solution Overview of the Oracle Enterprise Project Management Solution Objectives Agenda Oracle Enterprise Project Management Solution Oracle Project Foundation Oracle Project Costing Oracle Project Billing Quiz Oracle Project Resource Management Quiz Oracle Project Management Quiz Oracle Project Collaboration Oracle Project Portfolio Analysis Quiz Oracle Daily Business Intelligence for Projects Quiz Example Projects Business Flow Summary Oracle Projects Integration with Other Oracle Applications Oracle Projects Integration with Other Oracle Applications Objectives Oracle Projects Integration with Other Oracle Applications Oracle Product Lifecycle Management Oracle Assets Oracle Asset Tracking Oracle Cash Management Oracle General Ledger Quiz Oracle Grants Accounting Oracle Human Resources Oracle Internet Expenses Oracle Internal Controls Manager Oracle Inventory Oracle Master Scheduling/MRP and Supply Chain Planning Oracle Payables (Accrual) Oracle Payables (Cash) Quiz Oracle Purchasing Quiz Oracle Project Contracts Oracle Project Manufacturing Oracle Receivables Quiz Oracle Subledger Accounting Oracle Sales Oracle Shipping Execution Oracle Time & Labor Oracle Workflow Summary Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents i

4 Ledgers and Currencies Ledgers and Currencies Objectives Agenda Define an Oracle Applications Ledger Quiz Agenda Chart of Accounts and AutoAccounting Quiz Integration with Oracle Subledger Accounting Quiz Flexfield Qualifiers and Oracle Projects Quiz Dynamic Inserts Agenda Defining an Accounting Calendar Agenda Currencies Reporting Currencies Agenda Subledger Accounting Method Summary Organizations Organizations Objectives Agenda Oracle HRMS Integration and Organizations Employees and Organizations Business Groups Operating Units Legal Entity and Operating Unit Quiz Organization Hierarchies Agenda Defining Organizations Quiz Organization Classifications and Oracle Projects Quiz Organizations and Oracle Projects Agenda Multiple Organization Installation Multiple Organization Access Control Single Business Group Access Cross Business Group Access Quiz Agenda Assigning Organization Hierarchies Quiz Summary Periods and Calendars Periods and Calendars Objectives Agenda Overview of Periods Use of Periods Quiz Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents ii

5 Overview of Calendars Use of Calendars Quiz Agenda Defining PA Periods PA Period Statuses Setting the PA Reporting Period PA Periods in a Multi-Organization Environment Control of GL Period Statuses for Project Transactions Quiz Agenda Implementing Calendars Defining Calendars Calendar Profile Options Default Calendars for Organizations Generating Calendar Schedules Summary Implementation Options Implementation Options Objectives Agenda Overview of Implementation Options Agenda System Implementation Options Quiz Currency Implementation Options Quiz Project Setup Implementation Options Staffing Implementation Options Quiz Expenditures/Costing Implementation Options Billing Implementation Options Cross Charge Implementation Options Internal Billing Implementation Options Quiz Agenda Data Migration Using isetup Summary People Resources People Resources Objectives Agenda Overview of People Resources In Oracle Projects People Resources Quiz Integration with Oracle Human Resources Agenda Jobs Job Levels Quiz Job Groups Defining Jobs Job Mapping Quiz Job Mapping Example Agenda Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents iii

6 Competencies Quiz Agenda Defining Employees Defining Employee HR Assignments Creating Employees as Resources Contingent Workers External Team Members Future-Dated Employees Quiz Summary Roles Roles Objectives Agenda Project Roles Role Lists Quiz Defining Roles Assigning Roles Agenda Team Members Team Roles Quiz Project Requirements Project Requirement Details Quiz Advertisement Rule For a Requirement Assigning Resources Quiz Adding Assignments to Projects Administrative Assignments Effective Dates Future-Dated Employees as Team Members Person Resource Schedules Timelines Agenda Team Templates Applying Team Templates Agenda Project Organization Roles Summary Project and Organization Security Project and Organization Security Objectives Agenda Project and Organization Security Quiz Function Security Quiz Menus Users Agenda Responsibilities Responsibility-Based Security Oracle Projects Predefined Responsibilities Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents iv

7 Project Security Extension Quiz Security Profiles Agenda Multiple Organization Access Control (MOAC) Providing MOAC MO: Operating Unit and MO: Security Profile Agenda Role-Based Security Associating Security to a Role Role-Based Security by Project Status Quiz Predefined Project Roles Project Access Level Agenda Organization Authority Summary Page Layouts Page Layouts Objectives Agenda Overview of Page Layouts Quiz Page Layout Types Sections Personalized List Sections User-Defined Attributes Sections Gantt Sections Quiz Project Shortcut Links Quiz Predefined Page Layouts Configuring a Page Layout Using the OA Personalization Framework Quiz Summary Project and Task Fundamentals Project and Task Fundamentals Objectives Agenda Project Classifications Defining Probability Lists Project Lifecycles Quiz Defining Phases Defining Lifecycles Project Statuses Defining Status Controls Defining the Next Allowable Status Quiz Defining Project Status Workflow Cycles Defining Project Customer Relationships Defining Customer Contact Types Resource Lists Quiz Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents v

8 Labor Resources and Resource Lists Rate Schedules Quiz Work Types Task Statuses Defining Work Items Defining Service Types Quiz Defining Task Types Defining Task Priorities Agenda Project Classes and Project Types Quiz Defining Project Types Project Type Header Details Tab Costing Information Tab Budget Option Tab Classifications Tab Budgetary Control Tab Project Status, Workflow Tab Capitalization Information Tab Billing Information Tab Billing Assignments Tab Distribution Rules Tab Client Extensions and Workflows for Project Processing Profile Options Agenda Overview of Project Templates Project Classes and Project Templates Defining Project Templates Project Template Numbering and Naming Specifying Project and Task Options for a Template Quick Entry Start and Completion Dates Task Organization Considerations Team Members in Project Templates Project Classifications in Project Templates Project Customers in Project Templates Updating a Project Template Disabling a Project Template Defining Projects Updating a Project Deleting a Project Summary Resource Planning and Reporting Resource Planning and Reporting Objectives Agenda Overview of Planning Resources Agenda Steps to creating a planning resource Quiz Resource Classes Quiz Resource Class Attributes Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents vi

9 Resource Class Rate Schedules Using Rates for Workplan and Financial Planning Actual and Planning Rates Planning Resource Lists Planning Resource Formats Quiz Resource Types Other Resource Types Agenda Resource Breakdown Structure Types of Resource Breakdown Structures Any Used Resource Agenda Viewing Amounts with Planning Resource Lists Precedence Rules Assigning Planning Resource Lists Viewing Amounts With A Resource Breakdown Structure Example: Using Precedence Rules Quiz Associating a Resource Breakdown Structure with a Project Resource Breakdown Structure Versions Summary Overview of Project Structures Overview of Project Structures Objectives Agenda Overview of Project Structures Types of Project Structures Task Attributes Quiz Agenda Integration of Workplan and Financial Structures Quiz Fully Shared Structures Partially Shared Structures Quiz Unshared Structures with Task-Based Mapping Quiz Unshared Structures Without Mapping Summary Financial Structures Financial Structures Objectives Agenda Overview of Financial Structures Agenda Enabling Financial Structures Quiz Financial Structure Task Attributes Quiz Creating Tasks for a Financial Structure Financial Planning Options Quiz Agenda Copying Financial Tasks Moving Financial Tasks Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents vii

10 Quiz Changing the Parent Level of Tasks Updating and Deleting Tasks Summary Organization Forecasting Organization Forecasting Objectives Agenda Understanding Organization Forecasting Quiz Major Features of Organization Forecasting Defining Prerequisite Forecast Information Submitting Calculation Processes Generating Forecast Amounts Quiz Generating a Forecast Version Maintaining Forecast Versions Working with Forecast Versions Quiz Organization Forecasting Restrictions Quiz Agenda Define an Additional Status for Organization Forecasting Update Existing Project Status Controls Define an Organization Project Type and Project Template Define Organization Forecasting Options Define Adjustment Reasons Calculate Initial Forecast Amounts Update Forecast Amounts Summary Utilization Utilization Objectives Agenda Overview of Utilization Quiz Work Types Utilization Categories Utilization Views Work Types, Weighting Percentages, and Utilization Categories Quiz Utilization Calculation Quiz Utilization Calculation Defining Unassigned Time Options Agenda Utilization Reporting Resource Personal Utilization Oracle Discoverer Utilization Workbooks Resource Utilization and Availability Reports by Organization Quiz Agenda Utilization Profile Options Reporting Setup Summary Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents viii

11 Appendix A: Integration with Oracle Sales Appendix A: Integration with Oracle Sales Objectives Agenda Integration with Oracle Sales Quiz Integration with Oracle Sales Quiz Create a Project Request Manage Project Requests Update Project Information Agenda Oracle Sales Integration Implementation Steps Quiz Mapping Probability Values Mapping Organization Roles Mapping Person Roles Define the Product Hierarchy Defining Project Templates Quiz Summary Appendix B: Integration with Oracle Product Lifecycle Management Appendix B: Integration with Oracle Product Lifecycle Management Objectives Agenda Oracle Product Lifecycle Management Integration Quiz Lifecycles Lifecycle Tracking Projects Quiz Item Lifecycle Project Execution Quiz Item Lifecycle Project Execution Agenda Oracle Product Lifecycle Management Integration Implementation Steps Quiz Summary Appendix C: Integration with Oracle Internal Controls Manager Appendix C: Integration with Oracle Internal Controls Manager Objectives Agenda Integration with Oracle Internal Controls Manager Quiz Agenda Implementation Steps For an Audit Project Quiz Setting Up An Audit Project Quiz Summary Appendix D: User-Defined Attributes Appendix D: User-Defined Attributes Objectives Agenda Overview of User-Defined Attributes Quiz Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents ix

12 Searching by User-Defined Attributes Agenda Setting Up User-Defined Attributes Quiz Defining Value Sets Defining Functions Quiz Defining Attribute Groups Defining Attribute Context Enabling User-Defined Attributes in Project Templates Quiz Overview of Configurable Page Layouts Summary Summary of R12.x Oracle Project Foundation Fundamentals Summary of R12.x Oracle Project Foundation Fundamentals Objectives Agenda Oracle Enterprise Project Management Solution Oracle Project Foundation Oracle Projects Integration with Other Oracle Applications Ledgers and Currencies Organization Definition Period Definition Calendar Definition Implementation Options People Resources in Oracle Projects Resources for Planning and Reporting Role Definition Project Team Definition Project and Organization Security Page Layouts Project and Task Definition User-Defined Attributes Organization Forecasting Utilization Integration with Oracle Sales Oracle Product Lifecycle Management Integration Integration with Oracle Internal Controls Manager Agenda Oracle Projects Fundamentals Learning Path Summary Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents x

13 Preface Profile Before You Begin This Course Working experience with project management Prerequisites R12.1 ebusiness Essentials for Implementers R12.x Project Foundation Fundamentals How This Course Is Organized This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced. Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents xi

14 Related Publications Oracle Publications Title Part Number Oracle Projects Implementation Guide E Oracle Projects Fundamentals E Additional Publications System release bulletins Installation and user s guides Read-me files International Oracle User s Group (IOUG) articles Oracle Magazine Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents xii

15 Typographic Conventions Typographic Conventions in Text Convention Element Example Bold italic Caps and lowercase Courier new, case sensitive (default is lowercase) Initial cap Italic Quotation marks Uppercase Glossary term (if there is a glossary) Buttons, check boxes, triggers, windows Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames Graphics labels (unless the term is a proper noun) Emphasized words and phrases, titles of books and courses, variables Interface elements with long names that have only initial caps; lesson and chapter titles in crossreferences SQL column names, commands, functions, schemas, table names The algorithm inserts the new key. Click the Executable button. Select the Can t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window. Code output: debug.set ( I, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to User input: Enter 300 Username: Log on as scott Customer address (but Oracle Payables) Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter user_id@us.oracle.com, where user_id is the name of the user. Select Include a reusable module component and click Finish. This subject is covered in Unit II, Lesson 3, Working with Objects. Use the SELECT command to view information stored in the LAST_NAME column of the EMP table. Arrow Menu paths Select File > Save. Brackets Key names Press [Enter]. Commas Key sequences Press and release keys one at a time: [Alternate], [F], [D] Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del] Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents xiii

16 Typographic Conventions in Code Convention Element Example Caps and Oracle Forms When-Validate-Item lowercase triggers Lowercase Column names, table names SELECT last_name FROM s_emp; Lowercase italic Uppercase Passwords PL/SQL objects Syntax variables SQL commands and functions DROP USER scott IDENTIFIED BY tiger; OG_ACTIVATE_LAYER (OG_GET_LAYER ( prod_pie_layer )) CREATE ROLE role SELECT userid FROM emp; Typographic Conventions in Oracle Application Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications. (N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve This simplified path translates to the following: 1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary. 2. (M) From the menu, select Query then Find. 3. (B) Click the Approve button. Notations: (N) = Navigator (M) = Menu (T) = Tab (B) = Button (I) = Icon (H) = Hyperlink (ST) = Sub Tab Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents xiv

17 Typographical Conventions in Oracle Application Help System Paths This course uses a navigation path convention to represent actions you perform to find pertinent information in the Oracle Applications Help System. The following help navigation path, for example (Help) General Ledger > Journals > Enter Journals represents the following sequence of actions: 1. In the navigation frame of the help system window, expand the General Ledger entry. 2. Under the General Ledger entry, expand Journals. 3. Under Journals, select Enter Journals. 4. Review the Enter Journals topic that appears in the document frame of the help system window. Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents xv

18 Copyright 2010, Oracle. All rights reserved. R12.x Oracle Project Foundation Fundamentals Table of Contents xvi

19 Overview of the Oracle Enterprise Project Management Solution Chapter 1 Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 1

20 Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 2

21 Overview of the Oracle Enterprise Project Management Solution Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 3

22 Objectives Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 4

23 Agenda Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 5

24 Oracle Enterprise Project Management Solution Oracle Enterprise Project Management Solution This slide describes and depicts the entire Oracle Enterprise Project Management solution. The graphic on the slide depicts the spread of the Oracle Enterprise Project Management solution from project initiatives, through portfolio management that provides enterprise and project insight, to enterprise integration. Project initiatives can range from sales delivery, research, construction, Information Technology, product development, and marketing. Portfolio management covers the entire project repository from project and resource management and collaboration to operations and accounting. Finally, enterprise integration covers the whole spectrum from Human Resources, financials, supply chain, sales, asset management, and documentation. Oracle Enterprise Project Management provides a set of applications that help companies deliver global projects by integrating and managing project information. It enables all persons at all levels of the enterprise to participate and collaborate on the projects at appropriate levels in a centralized environment. Information is available to the project team through personalized and secure role-based views. The Oracle Enterprise Project Management Solution consists of eight products: Oracle Project Foundation (PJF) Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 6

25 Oracle Project Costing (PJC) Oracle Project Billing (PJB) Oracle Project Resource Management (PJR) Oracle Project Management (PJT) Oracle Project Collaboration (PJL) Oracle Project Portfolio Analysis (PJP) Oracle Daily Business Intelligence for Projects (PJI) Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 7

26 Oracle Project Foundation Oracle Project Foundation This slide defines and describes Oracle Project Foundation. The graphic on the slide depicts how Oracle Project Foundation provides the common foundation (functionality) of periods, calendars, organization, projects, resources, security, forecasting, utilization, and multilingual support that is shared across the products in the Oracle Enterprise Project Management Solution. The purpose of Oracle Project Foundation is to package all the common elements of Oracle Projects into a single place. Period Definition Periods are used to define project accounting periods (PA periods). PA periods are used in transaction processing. Calendar Definition Calendars are used to determine resource availability and over commitment. Organization Definition To configure Oracle Projects to meet your business requirements, you must make critical implementation decisions regarding how you set up your organizations in Oracle Projects. Oracle Projects uses organizations for the following business purposes: Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 8

27 Management of projects and tasks Employee assignments Expenditure entry Non labor resource ownership Budget management Resource definition for project status reporting Burden cost processing Invoice and collections processing Reporting Forecasting Resource Definition A single collection of your resources, their skill sets, and their availability enables you to utilize and manage your resources both effectively and efficiently. Each individual has various attributes defined, such as personal information, work patterns, location, and competencies. Project and Organization Security Oracle Project Foundation enables you to set up responsibility based enterprise security that provides all users function security access at the application level. You can also implement an extended project security mechanism based on project and organization roles. Project and Task Definition Oracle Project Foundation provides the ability to create projects and tasks. A project is a primary unit of work that can be broken down into one or more tasks. Organization Forecasting Organization forecasting enables you to generate organization level financial forecasts for the revenue, cost, margin, margin percent, utilization, and headcount amounts associated with your project level staffing plans. Utilization Utilization functionality enables you to generate and report on your resources actual and scheduled utilization. Using Oracle Project Costing, you can report on your resource s actual resource utilization based on actual hours from timecards. Using Oracle Project Resource Management, you can report on scheduled utilization based on project resource assignments. Multilingual Support (MAL) Oracle Applications supports Multilingual Support, enabling you to run Oracle Applications in multiple languages from a single installation of the Applications in one database instance. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 9

28 Oracle Project Costing Oracle Project Costing This slide describes Oracle Project Costing. The graphic on the slide depicts how Oracle Project Costing performs cost collection and accounting from collecting costs, managing and adjusting them, and tracking actual and committed costs. The graphic also displays the features of Oracle Project Costing such as Cross Charge, Burdening, Allocations, and Asset Capitalization. Oracle Project Costing provides an integrated cost management solution for all projects and activities within an enterprise. Oracle Project Costing acts as a central repository for transactions, processes project costs, and creates corresponding accounting entries to satisfy corporate finance requirements. When you use Oracle Project Costing, you can track and account for all project costs. You can also control payment on supplier invoices using the Supplier workbench. Costs may be entered directly into Oracle Project Costing using expenditure batches, imported from other Oracle Applications, or imported from external systems. You collect cost distribution lines in Oracle Project Costing which uses AutoAccounting to determine the default accounts for raw and burden costs. Oracle Project Costing also creates cost accounting events for Oracle Subledger Accounting, and transfers the accounting entries to Oracle General Ledger. Cross Charge Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 10

29 A cross charge takes place when an expenditure item s expenditure organization is different from the task owning organization of the task being charged. These organizations are called the provider and receiver organizations. The organizations can be within the same operating unit or belong to different operating units. You may perform additional cross charge processing to pass costs or share revenues between the provider and receiver organizations. This processing includes creating borrowed and lent accounting entries or generating intercompany invoices. Burdening Burden costs are costs of doing business that support raw costs. For example, you can define a burden cost code of G&A to burden specific raw costs with general and administrative overhead costs. You can create subledger accounting for burden cost and post the accounting to Oracle General Ledger. Project Allocations The allocations feature in Oracle Project Costing can distribute amounts between and within projects and tasks, or to projects in other organizational units. For example, you can allocate amounts such as salaries or administrative overhead across several projects and tasks. Your allocations can be as simple or elaborate as you like. You identify the amounts you want to allocate (source) and then define the targets, the projects and tasks to which you want to allocate the source amounts. Optionally, you can offset the allocations with reversing transactions. The system gathers source amounts into a source pool, and then allocates to the targets using the basis method that you specify in the allocation rule. You could use a basis method of Spread Evenly to divide the source pool amount equally among all the chargeable target tasks included in the rule. Alternatively, you could select Prorate as the basis method to use the attributes set in the Basis window. When you allocate amounts, you create expenditure items whose amounts are derived from one or more of the following sources: Existing summarized expenditure items in Oracle Project Costing A fixed amount Amounts in an Oracle General Ledger account balance Asset Capitalization Using asset capitalization functionality, you can define capital assets and capture construction in process (CIP) and expense costs for assets you are creating. When you are ready to place assets in service, you can generate asset lines from the CIP costs and send the lines to Oracle Assets for posting as fixed assets. You use capital projects to capture the costs of capital assets you are building, installing, or acquiring. You 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 you are retiring that are part of a group asset in Oracle Assets. When your retirement activities are complete, you 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. You can also calculate and record capitalized interest for capital projects. Capitalized interest (also referred to as Allowance for Funds Used During Construction) is an estimate of the interest cost that enterprises incur when they invest in long term capital projects. Subject to accounting rules and regulatory guidelines, enterprises can capitalize interest as part of the total Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 11

30 cost of acquiring and constructing assets that require an extended amount of time to prepare for their intended use. Supplier Payment Control The Supplier Payment Control feature in Oracle Project Costing enables you to integrate with Oracle Purchasing and Oracle Payables to create supplier invoices with automatic payment hold for purchase orders with Pay When Paid payment terms and a deliverables schedule. On interface of these supplier invoices from Oracle Payables to Oracle Projects as expenditure items, the supplier invoices are linked to draft customer invoices generated on these expenditure items. If you enable projects for automatic release of pay when paid holds and for AR Receipt Notification, the Release Pay When Paid concurrent program checks for receipts applied to linked customer invoices in Oracle Receivables and releases the hold on the corresponding supplier invoice. You can manually link and unlink supplier and customer invoices and release holds from the Supplier Workbench. For more information, see the Oracle Project Costing User Guide. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 12

31 Oracle Project Billing Oracle Project Billing This slide describes Oracle Project Billing. The graphic on the slide depicts the billing process of using various billing methods to accrue revenue and manage funding, manage backlog and margin, generate invoices, receive payments, and track bills Oracle Project Billing enables enterprises to simplify customer invoicing, streamline corporate cash flow, and measure the profitability of contract projects. With Oracle Project Billing, you can generate revenue and revenue accounting events, and create accounting in Oracle Subledger Accounting. You can also generate customer invoices for project work. Customer invoices are interfaced to Oracle Receivables. With Oracle Project Billing, project managers can review project invoices online and analyze project profitability, and accounting managers can see the corporate impact of project work. Agreements An agreement provides the funding for projects and tasks. Each agreement can fund the work in one or more projects. When you record an agreement, you specify payment terms for invoices against the agreement and whether there are limits to the amount of revenue you can accrue and then you can bill against the agreement. Revenue Accrual Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 13

32 When you define a contract project, you specify the method to be used for revenue accrual. For example, for a time and materials based project, you could select the "Work" distribution rule for revenue accrual. This enables you to generate revenue based on the project's actual billable expenditures. When you generate revenue, Oracle Projects calculates the potential revenue and then creates accounting events for Oracle Subledger Accounting. You can generate revenue for a range of projects or for a single project. After you generate revenue accounting events you create accounting entries in Oracle Subledger Accounting for the accounting events, and you can transfer the final accounting to Oracle General Ledger. Customer Invoices When you define a contract project, you also identify the method to be used for invoicing. For example, you can use a distribution rule of "Event" and then enter milestone events to invoice your project customer(s) as milestones are achieved. When you generate invoices, Oracle Projects calculates bill amounts, creates formatted invoices for printing and posting, and maintains funding balances. Billing Retention Retention is a provision in a contract to hold back a portion of invoiced amounts for the duration of the project. Oracle Projects enables you to set up withholding and billing terms for retention, to invoice retention amounts, and to account for unbilled retention. Billing Extensions Billing extensions allow you to implement and automate company specific billing methods. With billing extensions, you can automatically calculate summary revenue and invoice amounts during revenue and invoice generation based on unique billing methods. These billing amounts are accounted for using events. To implement your company specific billing methods, you design and write rules to calculate billing amounts using PL/SQL procedures. You then enter the billing extension definition in Oracle Projects to specify additional information, such as the procedure name to call. Multi-Currency Billing With multi currency billing, you can enter agreements, bill rates, and events in any currency regardless of the project functional currency. You can also designate the project functional currency, project currency, or funding currency as the invoice processing currency for a project. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 14

33 Quiz Answers: 1 Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 15

34 Oracle Project Resource Management Oracle Project Resource Management This slide describes Oracle Project Resource Management. The graphic on the slide depicts the process of matching a project s resource requirement with the skills and availability of resources, and the booking and approving of these matches. Oracle Project Resource Management is an integrated project staffing application to help you manage project resource needs, and profitability. Oracle Project Resource Management empowers key project stakeholders such as project managers, resource managers, and staffing managers with the information they need to make better use of their single most critical asset: their people. Features of Oracle Project Resource Management include: Resource Pool Definition The resource pool is the collection of all your valid resources into a single group. The implementation of resources and resource-related information is part of the setup of Oracle Project Foundation. Resource Searches Resource searches are primarily done to fill a resource requirement on a project. When searching your resource pool for potential matches to requirements, you specify criteria to limit Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 16

35 the search. You can also search for a resource that meets specific criteria outside the context of a project requirement. This search includes all the attributes used for a requirement based resource search. Schedule Maintenance After a resource has been assigned to a project, you can view the stage at which the assignment exists. You can approve an assignment using the Oracle Workflow or manually. Approvers can approve or reject an assignment. Rejected assignments can be updated and resubmitted for approval. You can also determine if your resources are overcommitted and handle them accordingly. Nominations and Approval Processing You can nominate candidates for a requirement to track a list of potential people to assign to fill the requirement. As the candidates are nominated, an Oracle Workflow process notifies the resource manager, the staffing manager, and the nominated resource. This list of notification recipients may vary depending upon the implementation of the workflow processes. Candidates are assigned a score based on the weightings defined for the requirement. This score helps identify the level of match between the requirement and candidate. Reporting Oracle Project Resource Management transactional reporting is supported by a web based Oracle Discoverer solution. The predefined workbooks, worksheets and End User Layer (EUL) provide you and your users the ability to query and manipulate transactional data to proactively measure and analyze corporate performance. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 17

36 Quiz Answers: 1, 3, and 4 Additional Information Candidate scores help indicate the level of the match between the skills and experience of the candidate or resource and those required for the job or task. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 18

37 Oracle Project Management Oracle Project Management This slide describes Oracle Project Management. The graphic on the slide depicts how you plan work on a project, execute it, and control progress, changes, and performance. Oracle Project Management provides project managers the visibility and control they need to deliver their projects successfully, improve profitability, and operate more efficiently. It presents project managers with a comprehensive integration of the major elements of project management: programs, plans, progress, issues, changes, documents, effort and cost, financial information, performance, exceptions, and status reports. Workplan and Progress Management You can set up two types of structures in Oracle Projects: workplan structures and financial structures. A structure is sometimes referred to as a work breakdown structure, or WBS. A workplan contains a hierarchical organization of tasks within a project. Each workplan contains an unlimited number of tasks and you can define as many levels as you want. Workplan management helps project managers and team members deliver projects on time. Financial structures help project and financial administrations track financial information for a project. You can collect progress for deliverables, task resource assignments, tasks, and projects. This information allows you to report on whether workplan execution is on track. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 19

38 Integration with Microsoft Project You can continue to use Microsoft Project when working with your projects, while benefiting from the features that Oracle Projects has to offer. You can send and receive a project, send an update, view real-time project information, and receive real-time values for task attributes. You can use Microsoft Project to update the project schedule, progress, and budget information. After all project details have been entered, you can then send the project plan to a workplan or financial structure. Budgeting and Forecasting You can create budgets and forecasts to manage the financial performance of a project throughout the project lifecycle. You can also create multiple budgets and forecasts for a project to demonstrate different scenarios. You can compare budget and forecast amounts to project actuals using reporting tools such as Project Performance Reporting and Project Status Inquiry to track project status and performance. Project Status Reporting You can report relevant project status information for targeted audiences, controlling the content, publishing, frequency, and format. For example, you can provide a monthly internal management report for your project steering committee, and a weekly team project status report for your project. Issue and Change Management Oracle Projects provides you with a centralized system to manage issues and change requests. This functionality enables team members to work together collaboratively to resolve issues and communicate and implement changes to the project. Using issue management, you can track issues and change requests from creation through to completion, and deal with concerns or outstanding questions on projects. Document Management Oracle Projects enables you to attach and store documents with projects on which you are a team member. You can utilize folders and versions and ensure security for all documents. Project Performance Reporting Oracle Projects provides you with an at-a-glance comparison of actual versus planned performance as defined in project budgets and forecasts. You can view performance in the areas of effort, cost, profitability, earned value, billing, and collections, or capital costs. With Project Performance Exceptions Reporting, project managers can view a summary of problems and issues on a project through visual indicators that denote exceptions, and focus on solving the critical problems. Earned Value Management Earned Value Management provides a method of managing projects by understanding the mathematical relationships between project scope, work, and budget to determine project health. The metrics used in calculating earned value enable you to gain knowledge of the true health of a project. You can also use the various earned value metrics to monitor trends in a project. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 20

39 Quiz Answers: 4 Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 21

40 Oracle Project Collaboration Oracle Project Collaboration This slide describes Oracle Project Collaboration. The graphic on the slide depicts how members working on a project and project stakeholders can collaborate to co-ordinate, share, and discuss work and work issues. Oracle Project Collaboration streamlines team collaboration and execution of project work. Oracle Project Collaboration shares information with Oracle Project Management, and provides a personalized view for team members. Most functionality in Oracle Project Management is also used in Oracle Project Collaboration. This functionality includes issues, change documents, and project status reporting. Team members, as opposed to project mangers, interact with these functions via Oracle Project Collaboration. Task Progress Communication Internal team members can communicate progress against assigned tasks by directly accessing the published workplan. They can report accurate information by capturing the soft and hard elements of task progress. Progress information includes a color-coded graphical progress indicator (red, yellow, green icon), textual information, percent complete, effort, work units, and actual and estimated task dates. Collaborative Issue Resolution Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 22

41 A central issue repository creates awareness across the project team by enabling communication of context-sensitive information including issue status, priority, due date, reporting source and classification, document attachments, actions required for resolution, progress status and resolution. Team members can assign actions to fellow team members so that the ownership and steps to resolution are communicated clearly and consistently. Collaborative Change Request and Change Order Resolution For all projects on which they are assigned, team members have visibility into open change requests and change orders and the actions for which they are responsible. Team members can implement and report progress information on existing documents, raise new change documents, and assign actions to their team members, driving toward rapid resolution. Collaborative Document Sharing Team members can access project documents easily and securely. They can attach documents to projects, issues, and change requests, and change orders. Quick Access to Common Functions The shortcuts available from Team Member Home provide easy access to frequently performed functions. Available shortcuts include: Time Entry (via Oracle Time and Labor) Expense Entry (via Oracle Internet Expenses) Task Progress Update Schedule and Profile View (via Oracle Project Resource Management) Utilization View Open Requirement Search (via Oracle Project Resource Management) Add Administrative Assignments (via Oracle Project Resource Management) Desktop Integration Team members can continue to use their daily desktop tools to access their up-to-the-minute project information. Workflow notifications are sent via , allowing team members to collaborate without logging into Oracle Projects. Issue and change lists can be downloaded to the desktop for use within Microsoft Excel. Oracle Projects delivers seamless integration between the Oracle Projects applications and Microsoft Project through an easy to use web interface. The intuitive graphical user interface is an extension of existing Microsoft Project menus and windows, and each function and process preserves the enterprise business rules and function security defined in Oracle Projects. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 23

42 Oracle Project Portfolio Analysis Oracle Project Portfolio Analysis This slide describes Oracle Project Portfolio Analysis. The graphic on the slide depicts how the project manager, portfolio analyst, and the portfolio approver contribute to the process of creating and analyzing a portfolio to help decide whether or not to take up a project. Oracle Project Portfolio Analysis provides a solution to make project funding decisions based on your business and financial objectives. You can group the projects within a portfolio into scenarios, and analyze the financial impact of funding or rejecting those projects. After you have analyzed the projects, you can approve, reject, or place the projects on hold. Oracle Project Portfolio Analysis has the following integration points directly with Oracle Project Management: Project managers enter scores for their projects in Oracle Project Management, and the scores are displayed in Oracle Project Portfolio Analysis Oracle Project Portfolio Analysis uses the financial plans from Oracle Project Management to calculate financial measures such as return on investment, net present value and internal rate of return for your portfolios. Budgets, actuals, and forecasts are reported to Oracle Project Portfolio Analysis with current project data. With Oracle Project Portfolio Analysis, you can do the following: Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 24

43 Portfolio Creation Oracle Project Portfolio Analysis provides you with the ability to define your organization s goals and strategy. By establishing common corporate objectives for your projects, you create a grouping of projects that share these goals. Create Planning Cycle A portfolio planning cycle is a series of activities with the specific purpose of examining a set of active projects and new project proposals in order to select projects to be funded. During the planning cycle, the portfolio analyst examines and selects projects based on their alignment with your organization s strategic objectives, financial objectives, and financial constraints. When you create a planning cycle, you specify investment criteria and targets for financial metrics and the investment mix. Submit Projects The initiation of a planning cycle generates a workflow notification that is sent to project managers, asking them to submit their projects to the planning cycle. This notification contains the name of the cost and revenue financial plans used by Oracle Project Portfolio Analysis. Collect Projects and Build Scenarios The initial scenario provides a listing of all projects that are in the current planning cycle. Projects that qualify to be included in the portfolio are automatically collected into the initial scenario on the due date specified in the planning cycle. Rank Projects Review the weighted strategic scores for projects, and rank the projects based on their scores. The values for return on investment, net present value, payback period, and internal rate of return fields are calculated based on the project costs and benefits for the funding period of the planning cycle. Compare Scenarios After you create the scenarios, analyze the projects and compare them against the targets that were set for the planning cycle. Charts and graphs are available to measure investment ranking, strategic alignment, financial justification, and project status. Recommend Scenarios After comparing the scenarios, a portfolio analyst can recommend the scenarios that are beneficial to the organization. Approve Plan As the approver of a portfolio, you can view the scenario summary of a portfolio. This summary provides an overview of all the financial and strategic measures of the recommended scenarios. You can review the performance and recommended funding approval status of each project. Carefully review the portfolio, approve a scenario, and approve the portfolio plan for the planning cycle. Close Planning Cycle You close the planning cycle after the plan has been approved. A closed planning cycle is retained as history, and remains visible for portfolio reviewers. You cannot make any changes to a plan once it is closed. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 25

44 Quiz Answers: 1 Additional Information The Oracle Enterprise Project Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 26

45 Oracle Daily Business Intelligence for Projects Oracle Daily Business Intelligence for Projects This slide describes Oracle Daily Business Intelligence for Projects. The graphic on the slide depicts how Daily Business Intelligence provides financial and resource-related summary reports based on performance measures and dimensions across projects. Oracle Daily Business Intelligence for Projects is a component of Oracle Daily Business Intelligence (DBI), a suite of reporting and analysis applications. DBI provides a managementreporting layer for business users of the Oracle e-business suite products. Oracle Daily Business Intelligence for Projects delivers aggregate and detailed information about the projects in an enterprise directly to the people who need it. It is a comprehensive reporting solution that provides cross-project visibility to full lifecycle performance from opportunity bookings, to resource utilization, to profitability and activity analysis. Executive managers can use Oracle Daily Business Intelligence for Projects to review information in both graphic and tabular formats. Single Repository of Project Metrics for All Stakeholders Utilizing secure, role based portals, Oracle Daily Business Intelligence for Projects provides daily summaries of key metrics including revenue, cost, margin, bookings, backlog, utilization, and resource availability. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 27

46 Root Cause and Exception Management Oracle Daily Business Intelligence for Projects provides multiple perspectives of the data to enable you to analyze overall trends and identify exceptions. For example, you can: Use summary data to stay informed. Use trend and comparative analysis to develop insight. Key Performance Measures Use key performance measures to determine top-line performance, monitor trends, and analyze change. Performance measures available in Oracle Daily Business Intelligence for Projects are: Revenue Cost Margin Margin % Capital Projects Cost Capital Cost Forecast Cost Capital Cost % of Capital Projects Cost Expense Contract Projects Cost Contract Projects Cost % Of Budget Billable Cost Billable Cost % Of contract Projects Cost Non Billable Cost Bookings Backlog Book to Bill Ratio Total Utilization % Billable Utilization % Available Resource Capacity Hours HTML Reports Reports provide breadth of content in graphical and tabular format. HTML Reports available in Oracle Daily Business Intelligence for Projects (Daily Business Intelligence 6.0) are: Projects Profitability - Projects Actual Profitability - Projects Forecast Profitability - Projects Profitability Overview - Projects Profitability Trend - Projects Profitability Cumulative Trend - Projects Profitability Detail Projects Cost Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 28

47 - Projects Cost Summary - Projects Cost Trend - Projects Cost Cumulative Trend - Projects Cost Detail Capital Projects Cost - Capital Projects Cost Summary - Capital Projects Cost Trend - Capital Projects Cost Cumulative Trend - Capital Projects Cost Detail Contract Projects Cost - Contract Projects Cost Summary - Contract Projects Cost Trend - Contract Projects Cost Cumulative Trend - Contract Projects Cost Detail Projects Resource Availability - Projects Available Time Summary - Projects Availability Trend - Projects Current Available Resources - Projects Available Resources Duration - Projects Available Resource Detail Projects Utilization - Projects Resource Utilization and Availability - Projects Utilization Summary - Projects Utilization Trend - Projects Actual Utilization - Projects Actual Utilization Detail - Projects Scheduled Utilization - Projects Scheduled Utilization Detail - Projects Expected Utilization - Projects Expected Utilization Detail Projects Bookings and Backlog - Projects Bookings and Backlog Summary - Projects Bookings and Backlog Detail - Projects Bookings and Backlog Activity - Projects Bookings and Backlog Activity Details - Projects Bookings Summary - Projects Bookings Trend - Projects Bookings Source Trend - Projects Backlog Summary Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 29

48 - Projects Backlog Trend Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 30

49 Quiz Answers: 1 Additional Information The Oracle Enterprise Project Management solution comprises the following products 1. Oracle Project Foundation 2. Oracle Project Resource Management 3. Oracle Project Management 4. Oracle Project Collaboration 5. Oracle Project Costing 6. Oracle Project Billing 7. Oracle Project Portfolio Analysis 8. Oracle Daily Business Intelligence for Projects Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 31

50 Example Projects Business Flow Example Projects Business Flow This slide describes the entire Oracle Projects business flow. The graphic on the slide depicts the business flow of a project from creating a project, through budgeting, staffing, task execution and collaboration, to calculating cost and revenue, and reporting and analysis. This section presents an example business flow through Oracle Projects using a contract project. While the flow follows steps in a general sequence, once the project is defined, the various activities may occur throughout the life of the project. Define Project Once the project is created, the project manager may submit the project for approval. Contract funding is defined for contract projects using Agreements. Define Budgets & Forecasts Using Oracle Project Management, the project manager defines a draft cost and a draft revenue budget. Once a budget is ready, the project manager can submit it for approval, leveraging the Oracle Workflow routing and notification functionality. When approved, this version of the budget becomes the current baseline. Staff Project Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 32

51 Oracle Project Resource Management is used to define staffing requirements for the project. The staffing manager evaluates the pool of available resources and either directly assigns resources or nominates candidates. When the resource assignments are approved, they are committed to the project. Collect Costs Once work begins on the project, Oracle Project Costing enables the project team to collect costs and manage expenditures. For example, resources submit timecards; recording the number of hours they worked on particular project and task combinations. Revenue & Invoices For contract projects, the project manager can generate, review, and release revenue. You then generate revenue accounting events, create accounting in Oracle Subledger Accounting, and transfer the final accounting to Oracle General Ledger. Manage Project Invoices For contract projects, the customer(s) associated with the project are identified when the project is created. When the time comes to invoice the customer, you can generate, review, approve and release a draft invoice. Released invoices are interfaced to Oracle Receivables. Payments from the customer are applied to invoices in Oracle Receivables. Collaborate on Project Execution Oracle Project Collaboration enables the project s team members to record any issues that arise. The project manager can publish status reports to team members who are both internal and external to the enterprise. Reporting and Analysis Throughout the life of the project, analysis is performed: Executives review comprehensive project reports using Oracle Daily Business Intelligence for Projects. These reports allow cross-project visibility. The project manager uses Oracle Project Management to create and publish status reports. Project team members review project information using Oracle Project Collaboration. Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 33

52 Summary Overview of the Oracle Enterprise Project Management Solution Chapter 1 - Page 34

53 Oracle Projects Integration with Other Oracle Applications Chapter 2 Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 1

54 Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 2

55 Oracle Projects Integration with Other Oracle Applications Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 3

56 Objectives Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 4

57 Oracle Projects Integration with Other Oracle Applications Oracle Projects Integration with Other Oracle Applications Oracle Projects provides a comprehensive solution to project management. This solution includes extensive integration with other Oracle e-business suite products. Throughout this integration, data flows seamlessly to and from Oracle Projects. This lesson provides an overview of the major points of integration between Oracle Projects and other Oracle Applications. Additional details regarding this integration are found throughout the lessons in the R12.x Projects Fundamentals Learning Path. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 5

58 Oracle Projects Integration with Other Oracle Applications Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 6

59 Oracle Product Lifecycle Management Oracle Product Lifecycle Management This slide describes the integration of Oracle Projects with Oracle Product Lifecycle Management. The graphic on the slide depicts how you can use Oracle Projects and Oracle Product Lifecycle Management to create a lifecycle tracking project, associate the project with an item, and track the progress of the item by lifecycle phase. Managing the lifecycle of an item often requires a project workplan to manage the development process. The Oracle Product Lifecycle Management (PLM) solution provides the central product model for Oracle s e-business suite. Oracle Product Lifecycle Management is the process of managing a product from initial concept to obsolescence or retirement. Oracle Projects is integrated with Oracle Product Lifecycle Management to address the enterprise project management and execution needs for the product lifecycle management solution. Oracle Product Lifecycle Management allows you to define a lifecycle tracking project for an item to track and report on the tasks required in each lifecycle phase. Using Oracle Product Lifecycle Management integration, you can associate other related projects with an item for greater visibility. With the integration of Oracle Projects and Oracle Product Lifecycle Management, you can: Define lifecycles for items or item revisions. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 7

60 Define a lifecycle tracking project to manage the item through its lifecycle. Track tasks by item lifecycle phase. Associate related projects with an item. Create a Lifecycle Tracking Project You can use a lifecycle tracking project to track and manage all required tasks in each item lifecycle phase. You can define the project based on a project template. The project template can default the tasks, milestones, and resources. You can create a lifecycle tracking project either in Oracle Projects or in Oracle Product Lifecycle Management. In Oracle Product Lifecycle Management, when you are within the context of an item/item revision, there is a function to create a project. Associate Project with an Item or Item Revision You can associate a project with an item or item revision to track all activities across the various phases of the complete product lifecycle. This association can be done in either Oracle Projects or Oracle Product Lifecycle Management. You can track what projects are associated with which items or item revisions via project/item associations. Track and Report Progress of Item by Lifecycle Phase You can leverage the various functions within Projects, including tasks, workplan, progress, and more to manage the lifecycle activities. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 8

61 Oracle Assets Oracle Assets This slide describes the integration of Oracle Projects with Oracle Assets. The graphic on the slide depicts how you can use a project to build a new asset or retire an existing asset, collect costs and interface these costs to Oracle Assets to calculate depreciation for a new asset and retirement costs for an existing asset. Oracle Projects allows you to manage asset capitalization using capital projects. In a capital project, you can collect construction in process (CIP) and expense costs for each asset you are building. You can also define retirement adjustment assets and capture cost of removal and proceeds of sale amounts (retirement work in process, or RWIP) for assets you are retiring. You use Oracle Projects to collect all asset cost detail transactions, summarize them to create asset lines in Oracle Projects, and transfer them to Oracle Assets to become depreciable fixed assets. Oracle Assets integration includes: Inquiry of project information on mass addition lines. Drilldown to project asset line details in Oracle Projects from project related mass addition lines in Oracle Assets. Copying of project information from mass addition lines to asset source lines during Mass Additions Posting process. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 9

62 Inquiry of project information on asset source lines. Drilldown to project asset line details from project related asset source lines. Coordination with Oracle Payables so that supplier invoice lines are not interfaced to Oracle Assets by both Oracle Payables and Oracle Projects when the invoice line is associated with a capital project. Generate Asset Lines Run the concurrent program PRC: Generate Asset Lines to collect all eligible costs, summarize them, and create asset cost lines and/or retirement cost lines. Interface Asset Costs to Oracle Assets Run the Oracle Projects concurrent program PRC: Interface Assets to Oracle Assets to interface the asset cost and/or retirement cost lines to Oracle Assets. Post Mass Additions After you interface the costs to the Oracle Assets Mass Additions table, you can make changes to the asset definition, if necessary, and then run the Post Mass Additions process in Oracle Assets. Oracle Assets creates accounting entries in Oracle Subledger Accounting to clear CIP and RWIP accounts, and posts the asset costs to the appropriate asset or group depreciation reserve account. Transfer to Oracle General Ledger The Transfer to GL concurrent program transfers the accounting entries from Oracle Subledger Accounting to Oracle General Ledger. Tieback Asset Lines from Oracle Assets The Tieback Asset Lines from Oracle Assets concurrent program identifies and updates Oracle Projects assets and asset lines that have been interfaced to Oracle Assets. For assets, the program updates the asset details to reflect the asset number assigned in Oracle Assets and the period in which the asset was posted. The program updates each asset line to reflect the Oracle Assets period in which the asset line was posted. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 10

63 Oracle Asset Tracking Oracle Asset Tracking This slide describes the integration of Oracle Projects with Oracle Asset Tracking. The graphic on the slide depicts how you can use Oracle Asset Tracking and Oracle Inventory to store, issue, and use items that you purchase for a project, and use Oracle Project Costing to manage the costs of these items and of the assets that they helped create. Oracle Asset Tracking is a fully integrated solution in the Oracle E-Business suite designed to deploy and track internal products and assets at internal or customer sites, while providing the ability to automatically capture financial transactions. Oracle Asset Tracking enables you to provide users with access to tracking information, without allowing them access to sensitive processes related to assets and purchasing. You can also track inventory items after you have installed them and link financial transactions to the physical movement of equipment. Oracle Asset Tracking enables you to create assets upon receipt in Oracle Purchasing. After you create the asset, Oracle Asset Tracking performs the changes in the background for any further physical movement. For example, if you move the asset from one location to the other, then Oracle Asset Tracking performs the asset cost, distribution, and unit changes without manual intervention. Oracle Asset Tracking integrates with Oracle Inventory, Oracle Purchasing, Oracle Project Costing, Oracle Assets, Oracle Order Management, and Oracle Payables, and stores information collected from them. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 11

64 Oracle Asset Tracking integration includes: Creating project-related purchase orders linked to Oracle Asset Tracking Entering receipts for project-related purchase orders in Oracle Purchasing and validating the receipts against the Oracle Asset Tracking repository Importing tracked items and cost into Oracle Project Costing Monitoring costs in Oracle Project Costing Generating asset lines for non-depreciable tracked items in Oracle Project Costing Costing and interfacing the asset lines to Oracle Assets to create assets Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 12

65 Oracle Cash Management Oracle Cash Management This slide describes the integration of Oracle Projects with Oracle Cash Management. The graphic on the slide depicts how you can use Oracle Cash Management to control the flow of cash coming into a project from budgets, events, and customer payments as well as the cash going out the project as supplier payments, project expenditure, and overhead costs. Cash Forecasting in Oracle Cash Management captures cash flow information from Oracle Projects. It also captures cash flow information from these other Oracle applications that store project related information: Oracle Purchasing, Oracle Receivables, Oracle Order Management (with Oracle Project Manufacturing), and Oracle Payables. By integrating Oracle Projects with Oracle Cash Forecasting, you can define and generate a cash forecast for a specific project. You can report on cash flows from Oracle Projects sources throughout your enterprise, and across organizations as needed. You are also able to forecast in any currency, and analyze your project s currency exposure by forecasting transactions that are entered in a particular currency. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 13

66 Oracle General Ledger Oracle General Ledger This slide describes the integration of Oracle Projects with Oracle General Ledger. The graphic on the slide depicts the process of project accounting first as accounting events in Oracle Subledger Accounting that are interfaced to Oracle General Ledger as journal entries. Oracle Projects integrates with Oracle General Ledger via Oracle Subledger Accounting and enables you to update your general ledger with Oracle Projects activity. You can generate accounting events at any time and as often during an accounting period as you want. Oracle Subledger Accounting uses the accounting events to generate the accounting and transfers the final accounting to an Oracle General Ledger interface table. Journal Import and Posting After Oracle Subledger Accounting transfers accounting entries to the Oracle General Ledger interface table, you run the Journal Import program. This program creates journal entries for your cost, revenue, and cross-charge transactions, which you can post to Oracle General Ledger at any time. Optionally, you can transfer the accounting to Oracle General Ledger and post the journal entries when you run the Create Accounting program. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 14

67 Oracle General Ledger Oracle General Ledger This slide describes the integration of Oracle Projects with Oracle General Ledger for project budgets. The graphic on the slide depicts the kind of accounting entries created for baseline project budgets in Oracle General Ledger; budget journal entries for bottom-up budgets and encumbrance journal entries for top-down budgets. Oracle Projects budget integration enables you to integrate project budgets with non-project budgets. Bottom Up Budget Integration When enterprises use bottom-up budgeting, they build organization level budgets by consolidating budget amounts from lower-level sources. When you define budget integration for a project, the project budget can be consolidated automatically. When you submit a bottom-up integrated budget to create a baseline version, Oracle Projects validates the submitted budget version, creates a baseline version, generates accounting events, creates budget journal entries in final mode for the accounting events in Oracle Subledger Accounting, and validates the budget amounts against an Oracle General Ledger budget. You run the process PRC: Transfer Journal Entries to GL to transfer budget journal entries from Oracle Subledger Accounting to Oracle General Ledger. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 15

68 Top Down Budget Integration When top-down budgeting is used and encumbrance accounting is enabled, Oracle Projects enables you to integrate project budgets with funding budgets. When you approve the project cost budgets and create a baseline, the system generates encumbrance entries to reserve funds in the funding budget for the anticipated project costs. These reservations ensure that budgeted funds are not consumed before project costs are incurred. They also give management a more complete picture of each organization s financial position. As future projects and future purchases are evaluated, management can review the costs of their current expenditures, the anticipated costs of approved commitments and approved projects, and the funds available for future use. The reservations ensure that funds will be available when project costs are incurred in Oracle Purchasing and Oracle Payables. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 16

69 Quiz Answers: 2 Additional Information When top-down budgeting is used and encumbrance accounting is enabled, Oracle Projects enables you to integrate project budgets with funding budgets. When you approve the project cost budgets and create a baseline, the system generates encumbrance entries to reserve funds in the funding budget for the anticipated project costs. These reservations ensure that budgeted funds are not consumed before the anticipated project costs are incurred. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 17

70 Oracle Grants Accounting Oracle Grants Accounting This slide describes the integration of Oracle Projects with Oracle Grants Accounting. The graphic on the slide depicts how you can use awards to fund projects that manage the activities of grant-receiving organizations. Oracle Grants Accounting extends the functionality of Oracle Projects to provide an award and project management solution for grant receiving organizations. Grants Accounting enables you to track multi-funded projects and the required compliance terms and conditions by award. Oracle Grants Accounting supports the validation of allowable costs and effective dates, as well as budgetary controls, to ensure compliance. Features that are part of Oracle Grants Accounting include: Multifunded projects Award management Funds control by award Award Status Inquiry Government reporting Integration with Oracle Financials Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 18

71 Integration with Oracle Labor Distribution Integration with Oracle Grants Proposal Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 19

72 Oracle Human Resources Oracle Human Resources This slide describes the integration of Oracle Projects with Oracle Human Resources. The graphic on the slide depicts how Oracle Projects uses employee, job, business group, organization, and organization hierarchy information defined in Oracle Human Resources. Oracle Projects shares organization, job, and employee information with Oracle Human Resources. If your business does not use Oracle Human Resources, you can enter this data in Oracle Projects. Oracle Projects fully integrates with Oracle Human Resources to keep track of employees and information relevant to them. If you have installed Oracle Human Resources, you must use an Oracle Human Resources responsibility to define employees. Otherwise, you enter this information in Oracle Projects and other Oracle Applications that integrate with it (for example, Oracle Payables, Oracle Receivables, and Oracle Purchasing). If you are not using Oracle Human Resources, you will have access to a set of human resources tables to store employee data. This information is shared across all applications that need to use it, including Oracle Projects. Oracle Projects does not own this data. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 20

73 Oracle Internet Expenses Oracle Internet Expenses This slide and the following one describe the integration of Oracle Projects with Oracle Internet Expenses and Oracle Payables to manage project expenses. The graphic on these slides depict how you create project-related expense reports in Oracle Internet Expenses, create invoices on these expenses in Oracle Payables for accounting and payment, and import these expenses back to the project to do the costing. Enter and Submit Project-Related Expense Reports You can enter and submit project-related expense reports in Oracle Internet Expenses. Approve and Audit Expense Reports You approve and audit expenses report in Oracle Internet Expenses to enforce policies. Run Expense Report Export After an expense report is approved and audited in Oracle Internet Expenses, you run the program Expense Report Export from an expense report audit responsibility to send this information to the Oracle Payables invoice tables. Oracle Payables identifies invoices created from Oracle Internet Expenses expense reports with a source of Oracle Internet Expenses. Validate and Process Invoices Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 21

74 For accrual basis accounting, you must validate the expense report invoice and create subledger accounting in final mode before you can interface expense reports to Oracle Project Costing. For cash basis accounting, you must pay the invoice before you can interface expense reports to Oracle Project Costing. You can interface partially paid expense report invoices to Oracle Project Costing. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 22

75 Oracle Internet Expenses Oracle Internet Expenses Interface Expense Reports from Oracle Payables In Oracle Project Costing you run the program PRC: Interface Expense Reports from Payables to interface project-related expense report costs to Oracle Project Costing. This information initially goes to the interface tables. The program continues and automatically imports the transactions to the Expenditure Items table. You run this program for expense reports that you create in Oracle Internet Expenses (and for expense reports that you enter directly into Oracle Payables). The program generates a report that lists the interfaced and rejected invoice distribution lines, as well as a summary of the total number and cost of the distribution lines. You can use either Oracle Project Costing or Oracle Payables to adjust expense reports that you entered in Oracle Internet Expenses or Oracle Payables. If you make adjustments in Oracle Project Costing, then you run programs in Oracle Project Costing to distribute the expense report adjustments, generate cost accounting events, and create accounting for the adjustments in Oracle Subledger Accounting. If you make adjustments in Oracle Payables, then you revalidate the invoices and create final subledger accounting in Oracle Payables, and run the program PRC: Interface Expense Reports from Payables in Oracle Project Costing to interface the adjustments. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 23

76 Oracle Internal Controls Manager Oracle Internal Controls Manager This slide describes the integration of Oracle Projects with Oracle Internal Controls Manager. The graphic on the slide depicts how you set up an audit project and use Oracle Projects to audit and control the performance and compliance of your project organization. Oracle Internal Controls Manager is a comprehensive audit tool that offers web based risk and audit management features. With Oracle Internal Controls Manager, you can document and test internal controls and ongoing compliance and your company can increase internal control testing efficiency, improve risk assessment confidence, and lower external audit verification costs. Integration with Oracle Project Applications Oracle Projects allows project managers to resource, schedule and execute projects. Oracle Internal Controls Manager is fully integrated with Oracle Projects so that the audit project can be created and managed in the same fashion as any other project. Projects which are classified as an audit project are visible in Oracle Internal Controls Manager. While project management is done in Oracle Projects, scoping of the project and the project s fieldwork evaluation is managed through Oracle Internal Controls Manager. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 24

77 Oracle Inventory Oracle Inventory This slide describes the integration of Oracle Projects with Oracle Inventory. The graphic on the slide depicts how you can enter issues and receipts for a project in Oracle Inventory to collect and process costs and then import these costs back into the project as expenditures. In a non-manufacturing environment, you enter issues and receipts into Oracle Inventory. After you process costs, these transactions become costed transactions. Next, run the Cost Collector. You can initiate the Cost Collector from the Project Cost Transfers window in Oracle Inventory to collect and then transfer costs to Oracle Projects. Next, in Oracle Projects, run the program PRC: Transaction Import to create expenditures in Oracle Projects. If the import program rejects any transactions, then you can review and correct them using the Review Transactions window. After you correct the transactions, resubmit the PRC: Transaction Import program. The program imports the transactions into Oracle Project Costing as accounted and costed. You cannot modify the cost distribution lines in Oracle Project Costing. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 25

78 Oracle Master Scheduling/MRP and Supply Chain Planning Oracle Master Scheduling/MRP and Supply Chain Planning This slide describes the integration of Oracle Projects with Oracle Master Scheduling/MRP and Supply Chain Planning. The graphic on the slide depicts how you can use Oracle Master Scheduling/MRP and Supply Chain Planning to plan and schedule the manufacture and shipping of one or more project deliverables. A deliverable can result from the need to satisfy an external contractual obligation, or the need to fulfill an internally planned activity. Using Oracle Master Scheduling/MRP and Supply Chain Planning integration, you can initiate manufacturing demand for a project item deliverable. Define Deliverable In Oracle Project Management, you can create project deliverables, associate them with workplan tasks, and track them. Define Planning Attributes Define the planning attributes for the deliverable action. Before you can initiate planning, you must select a financial task, and a demand schedule. You must also enter the appropriate quantity, weight, volume, and unit of measure information. Generate or Relieve Demand for the Deliverable Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 26

79 For project item deliverables, you initiate manufacturing planning by clicking Initiate Demand to generate a demand schedule. You can also initiate demand for multiple projects and deliverables within a project by running the PRC: Initiate Project Deliverable Actions concurrent program. After you initiate demand for your project item deliverable, a demand schedule is generated in the manufacturing planning system. After the item deliverable is shipped, you can relieve the manufacturing demand for the shipped item quantity by running the concurrent program PRC: Relieve Project Deliverable Demand. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 27

80 Oracle Payables (Accrual) Oracle Payables (Accrual) This slide describes the integration of Oracle Projects with Oracle Payables for accrual basis accounting of supplier costs on a project. The graphic on the slide depicts how you can create the supplier invoices on a project in Oracle Payables and interface accruals, invoice distributions, and discounts as supplier costs back to the project as expenditures. When the primary accounting method is accrual basis accounting, you interface perpetual receipt accruals, invoice variances, invoice distributions, and payment discounts to Oracle Project Costing as actual costs. Matching Invoices If you use Oracle Purchasing and have already associated project-related information to a purchase order, and you are matching an invoice to a purchase order or receipt using the Invoices windows instead of manually creating invoice lines and distributions, Oracle Payables automatically copies the project information from the purchase order to the invoice. You cannot change the project information that is copied from the purchase order to the invoice, with the exception of the expenditure item date. Oracle Payables uses the profile option PA: Default Expenditure Item Date for Supplier Cost during the invoice match process to determine the default expenditure item date for supplier invoice distribution lines. You can Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 28

81 override the default expenditure item date for invoice distribution lines on the Invoice Workbench in Oracle Payables. Entering Invoices You can enter project-related invoices directly in the Invoices windows in Oracle Payables. You can enter project-related information at the invoice level, which populates the projectrelated information at the invoice line level. You can override these default values at the invoice line level. If you choose not to automatically generate the distributions for an invoice line, you can enter project-related information in the Distributions window. An invoice can have both project-related and non-project-related distributions. Importing Invoices You can import through the Payables Open Interface tables projects-related invoices from the Invoice Gateway and other systems. For example, import expense report invoices from Oracle Internet Expenses. You can also import invoices from third party systems if the invoices are accounted. Tracking Commitments You can track project-related invoices as commitments in Oracle Project Costing before you interface them as actual costs. Posting Invoices If you use accrual basis accounting, then you must validate the invoice and create subledger accounting for it in final mode in Oracle Payables, before you can interface the invoice to Oracle Project Costing. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 29

82 Oracle Payables (Cash) Oracle Payables (Cash) This slide describes the integration of Oracle Projects with Oracle Payables for cash basis accounting of supplier costs on a project. The graphic on the slide depicts how you can create the supplier invoices on a project in Oracle Payables, release payment, and interface these supplier costs back to the project as expenditures. When the primary accounting method in Oracle Payables is cash basis accounting, you interface payments to Oracle Projects as actual costs. You cannot interface costs from Oracle Payables to Oracle Projects as actual costs until you pay the invoice. After you enter payments for a supplier invoice, you interface the costs to Oracle Projects as actual costs. You can interface partially paid invoices to Oracle Projects. Entering Invoices As with accrual basis accounting, you can match invoices to purchasing documents, manually enter a supplier invoice, and import supplier invoices from an external source. Tracking Commitments You can track project-related invoices as commitments in Oracle Project Costing. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 30

83 Quiz Answers: 2 Additional Information Oracle Projects integrates with Oracle Payables to interface accruals, invoice distributions, and discounts on supplier invoices to Oracle Projects as actual costs for accrual basis accounting. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 31

84 Oracle Purchasing Oracle Purchasing This slide describes the integration of Oracle Projects with Oracle Purchasing and Oracle iprocurement. The graphic on the slide depicts how you use Oracle iprocurement and Oracle Purchasing to raise requisitions and purchase orders for a project, calculate the cost, and interface this cost back to Oracle Projects as project expenditures. When you enter project-related transactions in Oracle Purchasing and Oracle iprocurement, you only need to enter project information on the source document -- either the requisition or the purchase order. When you automatically create purchase orders from requisitions using Oracle Purchasing AutoCreate feature, Oracle Purchasing automatically copies the project information from the requisition to the purchase order. Entering Requisitions You enter project-related purchase requisitions using the Requisitions window in Oracle Purchasing. You can enter default project information in the Project Information tabbed region of the Requisitions Preferences window. Oracle Purchasing uses this default information to populate the requisition distribution lines you create during your current session. The requisitions distribution line has a Project tabbed region for you to enter project-related information. A requisition can have a combination of project-related and non-project-related Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 32

85 distribution lines. In addition, you can use the Buyer WorkCenter in Oracle Purchasing to review requisitions. You can also use Oracle iprocurement to enter project-related purchase requisitions. You can enter default project information in the iprocurement Preferences page. Oracle iprocurment saves this default information and uses it to populate the billing information when you check out. Using AutoCreate When you automatically create purchase orders from project-related requisitions in the AutoCreate Documents window, Oracle Purchasing copies the project information and the accounting information from the requisition to the purchase order. You do not need to enter any additional project-related information on your purchase order when you use this feature. You can change the project information on the purchase order that was copied from the requisition; the project information on the requisition is not updated. Entering Purchase Orders If your company does not use online requisitions or the AutoCreate feature, you can enter project-related information directly on your standard purchase orders using the Distributions window for purchase orders in Oracle Purchasing. When you use this window, you specify project-related information in the Project tabbed region of the distribution line. The Account Generator automatically creates the account information, based on the project-related information you enter. You can also use the Buyer WorkCenter in Oracle Purchasing to enter project-related purchase requisitions. You can drill down to the details for a distribution line to enter and view projectrelated information for a purchase order distribution. Entering Releases You enter project-related releases against blanket purchase agreements and planned purchase orders using the Enter Releases window in Oracle Purchasing. When you use this window, you specify if the release distribution line is project-related. If it is project-related, you continue to enter project information for the line. Recording Receipts and Delivery When a purchase order shipment is flagged to accrue at receipt and the purchased goods are delivered to an expense destination, you enter a receiving transaction for the purchase order in Oracle Purchasing and create subledger accounting for the receiving transaction in final mode. If you do not create the subledger accounting in final mode, you may encounter issues if you make adjustments to the transactions. Next, you interface receipt accruals to Oracle Projects as actual transactions. This feature enables you to recognize the cost to your project in the period in which it is incurred rather than in the period in which it is invoiced. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 33

86 Quiz Answers: 1 Additional Information You can account for purchase requisitions on a project as committed costs and account for purchase orders on a project as actual costs. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 34

87 Oracle Project Contracts Oracle Project Contracts This slide describes the integration of Oracle Projects with Oracle Project Contracts for accounting of contract deliverables on a project. The graphic on the slide depicts how you create agreements for contract deliverables on a project in Oracle Projects, manage funding and track progress for these deliverables in Oracle Project Contracts, and once shipped, create project billing events and generate invoices and revenue. Oracle Projects integrates with Oracle Project Contracts, enabling you to create delivery based billing events to drive billing. You manage funding in Oracle Project Contracts, and the agreements are automatically maintained in Oracle Project Billing. Assign a Master Project to a Contract You can assign a master project at the contract header level and subprojects or master project top tasks at the contract line or subline level. Create Project Agreement from the Funding Workbench You can create a project agreement from the Funding Workbench. You can update the project agreement from the Funding Workbench before or after a baseline has been created. Collect and Report on Project Costs Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 35

88 Manufacturing and engineering costs can be collected into Oracle Project Costing. Initiate Billing and Generate Invoices and Revenue You can create a deliverable-based billing event from Oracle Project Contracts. You can then generate revenue and invoices in Oracle Project Billing using the events. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 36

89 Oracle Project Manufacturing Oracle Project Manufacturing This slide describes the integration of Oracle Projects with Oracle Project Manufacturing required to manage manufacturing projects. The graphic on the slide depicts how you can create a manufacturing project, track manufacturing activities, progress, and costs in Oracle Project Manufacturing, and import these costs back into the project as project expenditures. Oracle Project Manufacturing is a solution for companies that manufacture products using projects. When used as a part of the Oracle Project Manufacturing functionality, Oracle Projects acts as a cost repository for manufacturing related activities from other products in the Oracle Project Manufacturing suite. Project manufacturing is a type of manufacturing environment where production requirements are driven by large projects. The incorporation of Oracle Projects in the Oracle Project Manufacturing suite allows you to: Set up the Work Breakdown Structure for a manufacturing project in Oracle Projects. The manufacturing costs are then tracked by project and task, and are imported into Oracle Projects using the Transaction Import process. Track projects and tasks defined in Oracle Projects throughout various manufacturing applications. Charge project costs from inventory and work in process to a project and task. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 37

90 Include project costs from manufacturing and distribution in your budget to actual cost analysis in Oracle Projects. Integrate with Oracle Enterprise Asset Management to create a preventive maintenance strategy for assets and rebuildable inventory items. Associate Project References Throughout the Manufacturing Process You can plan, schedule, process, and cost against a specific project or a group of projects. If Oracle Project Manufacturing is installed, and the Project References Enabled and Project Control Level parameters are set in the Organization Parameters window, you can assign project and, if required, task references to sales orders, planned orders, jobs, requisitions, purchase orders, and other entities within Oracle Manufacturing. If the Project Cost Collection Enabled parameter is also set, you can collect and transfer manufacturing cost to Oracle Projects. Cost Collector Process When costs are incurred in Oracle Manufacturing that are related to a project, the Cost Collector process in Oracle Cost Management passes those costs to Oracle Projects. The Cost Collector finds all costed transactions in Oracle Manufacturing that have a project reference and passes the referenced transaction costs to the correct project, task, and expenditure type into Oracle Projects. Transactions Import Oracle Projects imports the costs using the Transaction Import concurrent program. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 38

91 Oracle Receivables Oracle Receivables This slide describes the integration of Oracle Projects with Oracle Receivables, Oracle Subledger Accounting and Oracle General Ledger required to complete project billing and accounting. The graphic on the slide depicts the flow of released project invoices through Oracle Receivables and Oracle Subledger Accounting to Oracle General Ledger. Oracle Projects fully integrates with Oracle Receivables to process your invoices and track customer payments. Oracle Projects generates draft invoices and uses Oracle Receivables to collect payments for the project invoices. When you transfer invoices to Oracle Receivables, Oracle Projects also maintains project balances of unbilled receivables and unearned revenue and creates accounting transactions for these amounts. Interface Invoices to Oracle Receivables When you interface invoices to Receivables, you use an Oracle Projects process that collects all eligible released draft invoices in Oracle Projects and interfaces them to the Oracle Receivables interface tables. This process also maintains project balances of unbilled receivables and unearned revenue and creates accounting transactions for these amounts. AutoInvoice Import and Tieback Invoices Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 39

92 Once interfaced to the interface tables, the draft invoices await further processing by the Oracle Receivables AutoInvoice process. Oracle Projects predefines most of the information that AutoInvoice needs to create your customer invoices in Oracle Receivables, such as an invoice batch source and transaction types for your invoices and credit memos. You run the Tieback concurrent program to ensure that invoice data is loaded successfully into Oracle Receivables. Sending Invoice Accounting to Oracle Subledger Accounting After AutoInvoice creates invoices, you run the Submit Accounting process in Oracle Receivables to create accounting for the invoices in Oracle Subledger Accounting. When you create the accounting in final mode, you can choose to transfer the accounting entries to Oracle General Ledger. Post Invoices in Oracle General Ledger After the accounting entries are transferred to Oracle General Ledger, you post the invoice entries data to update your account balances. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 40

93 Quiz Answers: 4 Additional Information You interface supplier costs when you integrate Oracle Projects with Oracle Payables. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 41

94 Oracle Subledger Accounting Oracle Subledger Accounting This slide describes the integration of Oracle Projects with Oracle Subledger Accounting. The graphic on the slide depicts how you use Oracle Subledger Accounting to create standardized accounting for project transactions and transfer these as final journal entries in Oracle General. Oracle Projects fully integrates with Oracle Subledger Accounting so that you can create accounting for your project-related transactions. Oracle Projects generates accounting events and creates the subledger accounting entries for the accounting events. Oracle Projects predefines setup for Oracle Subledger Accounting so Oracle Subledger Accounting accepts the default accounting information from Oracle Projects without change. Oracle Subledger Accounting transfers the final accounting to Oracle General Ledger. If you define your own detailed accounting rules in Oracle Subledger Accounting, then Oracle Subledger Accounting overwrites default accounts, or individual segments of accounts, that Oracle Projects derives using AutoAccounting, or the Project Budget Account Generation workflow for integrated budgets. Oracle Subledger Accounting integration includes: A set of predefined accounting rules that Oracle Subledger Accounting uses to create accounting for project-related accounting events Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 42

95 The ability to define your own detailed accounting rules for Oracle Projects using a centralized accounting setup consistent with other subledgers A set of concurrent programs in Oracle Projects that you use to generate accounting events, create accounting in Oracle Subledger Accounting, transfer journal entries from Oracle Subledger Accounting to Oracle General Ledger, and sweep transaction accounting events A full audit trail and exception reporting Inquiry of subledger journal entries Transfer of subledger accounting entries to Oracle General Ledger and the option to post the journal entries in Oracle General Ledger as part of the transfer process For additional information about Oracle Subledger Accounting and Oracle Projects, refer to the R12.x Oracle Project Costing Fundamentals course. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 43

96 Oracle Sales Oracle Sales This slide describes the integration of Oracle Projects with Oracle Sales. The graphic on the slide depicts how you can create a project from a sales opportunity to help plan delivery, forecast revenue, and gain an insight into the value of the opportunity. Integration with Oracle Sales applications enables project organizations to optimize the sales lifecycle. Using this integration, both the selling and the delivery organizations gain visibility of the opportunity and the planning of the project throughout the sales cycle. The integration leverages the opportunity win probability when forecasting the anticipated revenue for the project. As the sales team updates the opportunity win probability, the project forecast values can be regenerated to take account of the updated probability. Sales managers are often required to align organization goals to reduce sales cost while meeting revenue expectation. The integration enables sales managers to increase the revenue and margin by tracking and managing presale costs. It facilitates delivery planning by leveraging the project and resource planning capabilities in Oracle Projects. You can create pursuit and delivery project requests for an opportunity based on criteria such as Category (product category for opportunities), opportunity win probability, close date, opportunity status, and sales stage. After a project request is created, you can create project Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 44

97 from a project request. Typically, you create an indirect (pursuit) project from a pursuit project request to track the presale costs. You can also create a contract (delivery) project from a delivery project request for delivery planning. Later, when the sales team updates an opportunity, the pipeline project can be updated. Create a Sales Opportunity Using Oracle Sales, you can track and manage sales opportunities, record customer or prospect contacts and interactions, and manage information. As the opportunity evolves, the information gathered is used to automatically create project requests for the projects that will be required to plan and execute the work and to track the effort in winning the deal. Create Project Requests Every opportunity may have one delivery project request and one pursuit project request created for it. You run the concurrent program, PRC: Manage Project Requests and Maintain Projects, in Oracle Projects to control: Which opportunities are used to create project requests Whether an opportunity has a delivery project request created for it Whether an opportunity has a pursuit project request created for it Create Project from a Project Request A project administrator monitors incoming project requests and coverts them to projects: The delivery project request creates a delivery project, which is used to plan the work during the sales cycle before the opportunity is won. When the win probability reaches 100%, the same project can be approved and used to deliver the work. The delivery project is typically a Contract type project. The pursuit project request can be used to create a pursuit project, to track the pre-sales effort and cost of sales, since the true value of the customer may also include opportunity time and costs. A pursuit project is typically an Indirect type project. Optionally the pursuit effort and costs can be tracked as designated task(s) on the delivery project. After the project is approved, the project manager manages the execution and closes the project when it is completed. Update Opportunity Information and Update Project Information When sales team updates an opportunity, you can run PRC: Manage Project Requests and Maintain Projects to update the pipeline project. If the probability, expected approval date, or opportunity value is updated on the opportunity, these changes are applied to the project, and workflow notifications are sent to the Project Manager and the Staffing Owner to inform them of the changes. This notification alerts them so that they may take appropriate actions, such as making staffing changes or performing forecast regeneration. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 45

98 Oracle Shipping Execution Oracle Shipping Execution This slide describes the integration of Oracle Projects with Oracle Shipping Execution. The graphic on the slide depicts how you can define shipping attributes for project deliverables, initiate shipping for them, and track their shipping and delivery in Oracle Shipping Execution. Define Deliverable In Oracle Project Management, you can create project deliverables, associate them with workplan tasks, and track them. You can define deliverables at the project or task level. As part of the deliverable definition, you can also define deliverable actions such as the shipping action. Define Shipping Attributes Define the shipping attributes for the deliverable action. Before you can initiate shipping, you must select a financial task, a ship from organization and location, and a ship to organization and location. You can also enter the appropriate quantity, weight, volume, and unit of measure information. Initiate Shipping of the Deliverable When a deliverable is ready to be shipped, you can initiate shipping by marking the deliverable action as Ready to Ship. To send a shipping request to the Shipping application, you choose Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 46

99 Initiate Shipping. You can initiate shipping action for only one deliverable at a time. You must save the action before you can initiate shipping. Perform Shipping Transaction and Delivery After you initiate shipping, you perform the shipping transactions and deliveries in Oracle Shipping Execution. The project manager, task manager, or deliverable owner can view the shipping detail information, such as shipping status, delivery number, tracking number, and quantity. Note: When you create the shipping transactions in Oracle Shipping Execution, you must use Oracle Project Contracts as the source and the project number as the order number. You do not need to implement Oracle Project Contracts to integrate project deliverables with Oracle Shipping Execution. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 47

100 Oracle Time & Labor Oracle Time & Labor This slide describes the integration of Oracle Projects with Oracle Time & Labor. The graphic on the slide depicts how you enter and approve project timecards in Oracle Time & Labor, transfer the time to the project, compute and distribute cost, and create project accounting. Oracle Time & Labor integrates with Oracle Projects to validate time against chargeable projects, tasks, and expenditure types and to check for transaction controls that you may have implemented. The following steps outline the procedure for collecting project-related timecards in Oracle Time & Labor and processing those timecards in Oracle Projects: Enter and Submit Timecards Employees and contingent workers enter and submit project-related timecards. People assigned to projects managed through Oracle Project Resource Management can use the Autopopulate template to automatically record their projects, tasks, and expenditure types. Approve Timecards During implementation, you define approval and routing rules using Oracle Workflow. You can set up Oracle Time & Labor to automatically approve timecards, or require management review and approval. Transfer Time to Oracle Projects and Import Transactions Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 48

101 Oracle Human Resources, Oracle Payroll, and Oracle Projects can retrieve timecards from Oracle Time & Labor. In Oracle Time & Labor, you assign an application set and retrieval rule group to employees and contingent workers. The application set determines which applications can retrieve the timecards for an employee or contingent worker and the retrieval rule group determines the retrieval rules for each application. The retrieval rules specify which approval processes must be complete for a timecard before another application can retrieve the data. For information about defining application sets, retrieval rule groups, and retrieval rules, see the Oracle Time & Labor Implementation and User Guide. When the timecards are ready for retrieval, you run the program PRC: Transaction Import to transfer timecards from Oracle Time & Labor to Oracle Projects. This program transfers timecards that belong to employees and contingent workers with Oracle Projects in their application set and retrieval rule group, and that meet the retrieval rules for Oracle Projects. When you submit PRC: Transaction Import, select Oracle Time and Labor for the Transaction Source parameter and leave the Batch Name parameter blank. Distribute Labor Costs In Oracle Projects, run the program PRC: Distribute Labor Costs for a Single Project or the program PRC: Distribute Labor Costs for a Range of Projects. The program computes the labor costs for timecard hours and determines the default GL cost account. Generate Cost Accounting Events Run the program PRC: Generate Cost Accounting Events for the Labor Costs process category to derive a default cost clearing account using AutoAccounting and to create accounting events in Oracle Subledger Accounting. Create Accounting and Transfer to GL Run the program PRC: Create Accounting for the Labor Costs process category to create accounting for the timecards in Oracle Subledger Accounting. When you run the process in final mode, you can choose to transfer the final journal entries to Oracle General Ledger and to post the journal entries in Oracle General Ledger. Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 49

102 Oracle Workflow Oracle Workflow This slide describes the integration of Oracle Projects with Oracle Workflow. The graphic on the slide depicts how you can use Oracle Workflow for the required notifications and approvals that are a part of the project lifecycle. Oracle Projects provides the ability to integrate with Oracle Workflow to automate some activities. Oracle Workflow automatically routes approvals and notifies the appropriate users of current approval status. Oracle Projects provides default processes for each workflow. These workflows include: Oracle Project Foundation - PA: Project Workflow Oracle Project Costing - PA AutoAllocations Workflow Oracle Project Resource Management - PA: Project Assignment Approval Workflow - PA: Candidate Notification Workflow Oracle Project Management Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 50

103 - PA: Budget Workflow - PA: Project Execution Workflow Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 51

104 Summary Oracle Projects Integration with Other Oracle Applications Chapter 2 - Page 52

105 Ledgers and Currencies Chapter 3 Ledgers and Currencies Chapter 3 - Page 1

106 Ledgers and Currencies Chapter 3 - Page 2

107 Ledgers and Currencies Ledgers and Currencies Chapter 3 - Page 3

108 Objectives Ledgers and Currencies Chapter 3 - Page 4

109 Agenda Ledgers and Currencies Chapter 3 - Page 5

110 Define an Oracle Applications Ledger Define an Oracle Applications Ledger This slide describes how to set up your Oracle Applications ledger. The graphic on the slide depicts how you define a chart of accounts, and accounting calendar, currencies, and a subledger accounting method to set up your Oracle Applications ledger and use the GL: Ledger Name profile option to assign your ledger to a responsibility. You define ledgers when you create accounting setup in Accounting Setup Manager. Each accounting setup requires a primary ledger and optionally one or more secondary ledgers and reporting currencies. You perform the following steps to set up your Oracle Applications ledger and assign it to a responsibility: Define a chart of accounts Define an accounting calendar Enable currencies Define a subledger accounting method Define a ledger Assign ledger to a responsibility using the GL: Ledger Name profile option Ledgers and Currencies Chapter 3 - Page 6

111 Chart of Accounts The chart of accounts is the account structure you define to fit the specific needs of your organization. You can choose the number of account segments as well as the length, name, and order of each segment. Accounting Calendar An accounting calendar defines an accounting year and the periods it contains. You can define multiple calendars and assign a different calendar to each ledger. Oracle Projects can have its own, separate accounting calendar for determining Project Accounting (PA) periods. Currency Before you can process transactions in multiple currencies, you must enable the currencies that you plan to use, using the Currencies window in Oracle General Ledger. You also set up and maintain the exchange rate types and exchange dates in Oracle General Ledger. Subledger Accounting Method A subledger accounting method determines how accounting events are processed by the Subledger Accounting program. You define subledger accounting methods in Oracle Subledger Accounting when you use Oracle Subledger Accounting to integrate data from Oracle Financial Subledgers and non-oracle systems with Oracle General Ledger. Ledger A ledger determines the currency, account structure, accounting calendar, ledger processing options and subledger accounting method, if used, for a company or group of companies. Each ledger has a number of options that indicate the accounting practices you want to follow for that ledger. Your ledger must have at least one legal entity associated with it so it can be used to set up Oracle Projects. You must specify a ledger in the System Implementation Options to tell Oracle Projects which ledger to use. Oracle Payables, Oracle Receivables, Oracle Purchasing, and Oracle Assets must use the same ledger. Specify the ledger that your implementation team defined during the implementation of Oracle General Ledger. If you are implementing Oracle Projects for multiple organizations, Ledger is a display-only field. The ledger is derived from the ledger associated with the operating unit specified in the Define Organization window in Oracle HRMS. GL: Ledger Name profile option To indicate the ledger in use at the site, application, or responsibility level, set the GL: Ledger Name profile option. Assign the profile option value in Oracle System Administration. Ledgers and Currencies Chapter 3 - Page 7

112 Quiz Answers: 1 Additional Information A chart of accounts enables you to define the account structure for your organization that consists of the number of account segments, their length, name, and order. Ledgers and Currencies Chapter 3 - Page 8

113 Agenda Ledgers and Currencies Chapter 3 - Page 9

114 Chart of Accounts and AutoAccounting Chart of Accounts and AutoAccounting This slide describes how you can use AutoAccounting to derive a General Ledger account for a project transaction and then use internal project values for detailed accounting. The graphic on the slide shows an example of an AutoAccounting rule that uses the expenditure type parameter to determine the General Ledger cost account for labor expenses and then uses project expenditure types of administrative, design, and instructional labor expenses to derive the account s segment value. Oracle Projects creates many different accounting transactions throughout its business cycle. You use AutoAccounting to specify how to determine the default Oracle General Ledger account for each transaction. When you implement AutoAccounting, you define the rules and circumstances that determine which General Ledger accounts Oracle Projects uses. Oracle Projects then uses these rules to determine accounting transactions. You need to consider how you plan to use Oracle Projects as you implement your ledger. You have the ability to track additional levels of detail within Oracle Projects, while maintaining the chart of accounts at a general level. For example, you may track labor expenses with a set of account values in the natural account segment. In Oracle Projects, you can break labor into additional detail using expenditure types. Each timecard entry in Oracle Projects is associated with an expenditure type. For example, Ledgers and Currencies Chapter 3 - Page 10

115 you can map expenditure types such as Design, Instruction, and Professional to the natural account value representing Professional Labor for General Ledger accounting purposes. While you collect Professional Labor expenses in the General Ledger natural account, the detail for each expense is kept in Oracle Projects. Expenditure items for each timecard entry are maintained in detail for each project and task. AutoAccounting Rules AutoAccounting rules are formulas (or methods) used to derive each segment within your account structure based on the type of transaction. Each rule can use one of three intermediate value sources to derive the account segment: Constant value - Supply a single valid segment value. Parameter - Context-sensitive intermediate value that requires a lookup set. The lookup set maps an intermediate value to a General Ledger segment value. SQL select statement - Execute an SQL select statement to retrieve a value; make the rule dependent on multiple values and conditional statements. AutoAccounting is used to perform the account mapping in Oracle Projects. Account Generator performs the account mapping for project-related expenditures in Oracle Purchasing and Oracle Payables. Account Generator is also used for integrating budgets in Oracle Projects with budgets in Oracle General Ledger. For additional discussion regarding AutoAccounting, see the courses titled R12.x Oracle Project Costing Fundamentals and R12.x Oracle Project Billing Fundamentals. Ledgers and Currencies Chapter 3 - Page 11

116 Quiz Answers: 1 Additional Information You use AutoAccounting to perform the account mapping in Oracle Projects. Account Generator performs the account mapping for project-related expenditures in Oracle Purchasing and Oracle Payables. Account Generator also integrates budgets in Oracle Projects with budgets in Oracle General Ledger. Ledgers and Currencies Chapter 3 - Page 12

117 Integration with Oracle Subledger Accounting Integration with Oracle Subledger Accounting This slide describes the integration of Oracle Projects with Oracle Subledger Accounting. The graphic on the slide depicts how you create subledger accounting entries for a project which Oracle Subledger Accounting transfers to Oracle General Ledger as journal entries. Oracle Projects fully integrates with Oracle Subledger Accounting so that you can create accounting for your project-related transactions. Oracle Projects generates accounting events and creates the subledger accounting entries for the accounting events. Oracle Projects predefines setup for Oracle Subledger Accounting so Oracle Subledger Accounting accepts the default accounting information from Oracle Projects without change. Oracle Subledger Accounting transfers the final accounting to Oracle General Ledger. If you define your own detailed accounting rules in Oracle Subledger Accounting, then Oracle Subledger Accounting overwrites default accounts, or individual segments of accounts, that Oracle Projects derives using AutoAccounting, or the Project Budget Account Generation workflow for integrated budgets. Oracle Subledger Accounting integration includes: A set of predefined accounting rules that Oracle Subledger Accounting uses to create accounting for project-related accounting events Ledgers and Currencies Chapter 3 - Page 13

118 The ability to define your own detailed accounting rules for Oracle Projects using a centralized accounting setup consistent with other subledgers A set of concurrent programs in Oracle Projects that you use to generate accounting events, create accounting in Oracle Subledger Accounting, transfer journal entries from Oracle Subledger Accounting to Oracle General Ledger, and sweep transaction accounting events A full audit trail and exception reporting Inquiry of subledger journal entries Transfer of subledger accounting entries to Oracle General Ledger and the option to post the journal entries in Oracle General Ledger as part of the transfer process. Ledgers and Currencies Chapter 3 - Page 14

119 Quiz Answers: 1 Additional Information AutoAccounting rules are formulas (or methods) used to derive each segment within your account structure. Ledgers and Currencies Chapter 3 - Page 15

120 Flexfield Qualifiers and Oracle Projects Flexfield Qualifiers and Oracle Projects This slide describes the use of flexfield qualifiers to derive account segments for project accounting. The graphic on the slide depicts a sample chart of accounts for project cost and revenue audit reports derived using flexfield qualifiers for balancing, cost center, and natural account segments Two Oracle Projects audit reports, the AUD: Cost Audit Report and the AUD: Revenue Audit Report, list account combinations. These reports require that a balancing segment, a cost center segment, and a natural account segment be identified for your Accounting Flexfield. Oracle Applications use flexfield qualifiers to identify certain segments in your accounting flexfield: Balancing Segment: Oracle General Ledger uses the balancing segment to ensure that all journals balance for each value of your balancing segment. Oracle General Ledger also uses your balancing segment to ensure that entries that affect multiple values for the balancing segment use the appropriate intercompany or interfund accounting. Cost Center Segment: Cost centers indicate functional areas of your organization, such as Accounting, Facilities, Shipping, and so on. Natural Account Segment: A natural account segment contains values representing account types, such as cash, accounts receivable, product revenue, and salary expense. Ledgers and Currencies Chapter 3 - Page 16

121 For more information about flexfield qualifiers, see the Oracle General Ledger User Guide. Ledgers and Currencies Chapter 3 - Page 17

122 Quiz Answers: 2 Additional Information Oracle General Ledger uses the balancing segment to ensure that all journals balance for each value of the balancing segment. Oracle General Ledger also uses your balancing segment to ensure that entries that affect multiple values for the balancing segment use the appropriate intercompany or interfund accounting. Ledgers and Currencies Chapter 3 - Page 18

123 Dynamic Inserts Dynamic Inserts This slide describes the dynamic creation of new account combinations for project accounting transactions. The graphic on the slide depicts how you can enable dynamic insertion in Oracle General Ledger for key flexfield segments to create new account code combinations for project accounting transactions. The Oracle Projects AutoAccounting feature requires that you allow dynamic insertion of new account combinations. You must define your accounting structure with the Allow Dynamic Inserts option enabled. Enable dynamic insertion in the Key Flexfields Segments window to dynamically create new account code combinations when entering data. Define cross validation rules to prevent dynamic insertion from creating incorrect account combinations. Ledgers and Currencies Chapter 3 - Page 19

124 Agenda Ledgers and Currencies Chapter 3 - Page 20

125 Defining an Accounting Calendar Defining an Accounting Calendar In Oracle General Ledger, you can create a calendar to define an accounting year and the periods that it contains. Oracle Projects has its own set of periods and can use the same calendar as the ledger or it can have its own calendar. To define an accounting calendar, navigate to the Accounting Calendar window. For example, you may choose to have a (or 13 week) calendar as part of your ledger and a weekly calendar for your Project Accounting periods in Oracle Projects. Alternatively, you may choose to use the same calendar for periods in Oracle Projects and Oracle General Ledger. To define a new calendar: 1. Navigate to the Accounting Calendar window. 2. Enter a Name and Description for the calendar. 3. Add the periods that make up the calendar year. 4. Save your work. When you exit the Accounting Calendar window, full calendar validation is launched. You can choose to validate all calendars or the current calendar. This report helps you identify any errors in your calendar that might interfere with the proper operation of Oracle General Ledger. Ledgers and Currencies Chapter 3 - Page 21

126 Agenda Ledgers and Currencies Chapter 3 - Page 22

127 Currencies Currencies This slide describes the use of multiple currencies on a project. The graphic on the slide depicts how you can enable multiple currencies and set up exchange rates to process project transactions that involve different currencies. Enabling Currencies You can use multiple currencies throughout Oracle Projects. For example, Oracle Projects allows you to define a project currency for each project. This currency can differ from the functional currency of the operating unit that owns the project. You can select any active currency defined in Oracle General Ledger. You must enable a currency before you can assign it as a project currency, process transactions, or bill in that currency. To enable or disable a currency, navigate to the Currencies window in Oracle General Ledger. Exchange Rates You use Oracle General Ledger to set up and maintain the exchange rate types and exchange rates. When you enter transactions in a currency that is different from functional currency or project currency Oracle Projects must convert the transaction amount to the functional and project currencies. To convert transaction currencies, Oracle Projects must first determine the exchange rate type and exchange rate date. The system also uses currency conversion attributes Ledgers and Currencies Chapter 3 - Page 23

128 to convert revenue and billing amounts to the project functional currency, project currency, and funding currency, and to convert the funding amounts to the project functional currency and project currency. Ledgers and Currencies Chapter 3 - Page 24

129 Reporting Currencies Reporting Currencies This slide describes the maintenance of accounting records in one or more reporting currencies. The graphic on the slide depicts how you can use currencies other than the primary Oracle General Ledger currency for financial reporting. Each ledger is defined with a ledger currency that is the primary record-keeping currency used to record business transactions and accounting data within Oracle General Ledger. If you also need to maintain and report accounting records in one or more reporting currencies, then you can do this by defining one or more reporting currencies for the ledger. You can perform financial reporting in Oracle General Ledger using the ledger currency or a reporting currency. Unlike secondary ledgers, reporting currencies only differ by currency from their source ledger. They share the same chart of accounts, accounting calendar and period type combination, subledger accounting method, and ledger processing options. Oracle Projects and Reporting Currencies Oracle Projects generates accounting events that Oracle Subledger Accounting uses to create the final accounting that it transfers to Oracle General Ledger. For subledger-level reporting currencies, Oracle Subledger Accounting automatically performs the reporting currency Ledgers and Currencies Chapter 3 - Page 25

130 conversion for the subledger journals. In addition, the generate asset lines in Oracle Projects process calculates reporting currency amounts for the asset lines. Note: If you allow users to make adjustments in Oracle Projects to expenditure items that represent receipts, receipt nonrecoverable tax, or exchange rate variances, then Oracle Projects does not perform accounting for adjustments in the following ledgers: Reporting currency ledgers Secondary ledgers if the secondary ledger currency differs from the primary ledger currency The profile option PA: Allow Adjustments to Receipt Accruals and Exchange Rate Variance enables you to control whether users can adjust these expenditure items when exchange rate variance exists and you convert journals to another currency. Ledgers and Currencies Chapter 3 - Page 26

131 Agenda Ledgers and Currencies Chapter 3 - Page 27

132 Subledger Accounting Method Subledger Accounting Method This slide describes subledger accounting methods. The graphic on the slide depicts the predefined subledger accounting methods of accrual with encumbrance accounting, cash with encumbrance accounting, standard accrual, standard cash, and US Federal accounting. A subledger accounting method is a group of application accounting definitions that determines how accounting events are processed. Each subledger accounting method is assigned to a ledger. An example of a subledger accounting method is US GAAP accounting method, which includes a US GAAP application accounting definition for Oracle applications. This method is assigned to a ledger that uses US GAAP. The following subledger accounting methods are predefined in Oracle Subledger Accounting: Accrual with Encumbrance Accounting Cash with Encumbrance Accounting Standard Accrual Standard Cash US Federal Accounting Ledgers and Currencies Chapter 3 - Page 28

133 You can, however, define your own subledger accounting methods. For more information, refer to the Oracle General Ledger Implementation Guide. Ledgers and Currencies Chapter 3 - Page 29

134 Summary Ledgers and Currencies Chapter 3 - Page 30

135 Organizations Chapter 4 Organizations Chapter 4 - Page 1

136 Organizations Chapter 4 - Page 2

137 Organizations Organizations Chapter 4 - Page 3

138 Objectives Organizations Chapter 4 - Page 4

139 Agenda Organizations Chapter 4 - Page 5

140 Oracle HRMS Integration and Organizations Oracle HRMS Integration and Organizations This slide describes the role that business groups and organizations play in Oracle Projects. The graphic on the slide depicts the Oracle HRMS entities that Oracle Projects uses; employees, jobs, business groups, and organizations. Oracle Projects uses shared tables and forms from Oracle HRMS to define and maintain organizations and organization hierarchies. Shared forms are accessible through the Super User responsibility. Your applications implementation for Oracle HRMS determines where you need to define certain information: If a business does not use Oracle HRMS, this data is defined using the shared Oracle HRMS forms provided with Oracle Projects. This information is shared across all applications that need to use it, including Projects. Oracle Projects does not own this data. If Oracle HRMS is installed, employee information must be defined using the forms within Oracle HRMS. Jobs and organizations may be set up using the shared forms. Organizations The organizations you define represent each unit under which your business operates. Organizations are the building blocks of your enterprise. Organizations are departments, sections, divisions, companies, or other organizational units. In a dynamic business Organizations Chapter 4 - Page 6

141 environment, changes to organizations and organizational structures are inevitable. When your organization structure changes, it is very important to understand the implications on your Oracle Projects implementation. Organizations and Oracle Projects Oracle Projects uses organizations for the following business purposes: Management of projects and tasks Employee assignments Expenditure entry Non labor resource ownership Budget management Resource definition for project status reporting Burden cost processing Invoice and collections processing Reporting As an example, every project has a project owning organization. This organization is used for many purposes, including reporting, security, and accounting. On a contract project, the organization that owns the project may also be used in the AutoAccounting rules to determine which General Ledger cost center should receive the credit for the revenue. Organizations Chapter 4 - Page 7

142 Employees and Organizations Employees and Organizations This slide describes the relationship between employees, organizations, and business groups in Oracle Human Resources. The graphic on the slide depicts a named example of how employees are assigned to organizations which in turn, belong to a business group. Employees are assigned to organizations classified as HR Organizations. Each organization classified as an HR Organization is mapped to an organization classified as a Business Group. Oracle Projects receives employee related information from Oracle HRMS, regardless of whether the people are used in Oracle Project Resource Management or in other Oracle Projects products. If you have installed Oracle Human Resources, you must use an Oracle Human Resources responsibility to define employees. Otherwise, you enter this information directly into Oracle Projects and other Oracle Applications that integrate with it. For additional information on defining employees, see the lesson titled People Resources. Organizations Chapter 4 - Page 8

143 Business Groups Business Groups This slide describes business groups. The graphic on the slide depicts how each business group that you define in Oracle Human Resources partitions its organizations and its employees. A business group is the largest organizational unit you can define to represent your enterprise. A business group may correspond to a company or corporation, or in large enterprises, to a holding or parent company or corporation. To define your organization structure, you must first define a business group. You must have at least one business group. The business group partitions employees, organizations, and other entities. If you set up more than one business group, your data will be partitioned accordingly. Classifying an organization as a business group is not reversible. Oracle Human Resources includes a predefined organization named Setup Business Group. If you plan to use only one business group, we recommend that you modify the definition of this predefined business group rather than defining a new one. If you define a new business group or additional business groups instead of modifying the predefined Setup Business Group, you need to set the HR: Security Profile profile option for each of your user responsibilities to the security profile associated with the appropriate business group. When you select a responsibility, the business group assigned to your responsibility determines the business group Organizations Chapter 4 - Page 9

144 within which you will be working. Oracle Human Resources incorporates all other organizations that you specify into the business group that you create. Oracle Human Resources automatically creates a security profile with the business group name when you define a new business group. A business group is a special classification of an organization, so you also need to specify its location and organization type and identity it as an internal organization. Oracle Projects and Business Groups When defining a business group, you must specify required business group information. Note that even though you must fill in a value for every segment in the Business Group Flexfield, Oracle Projects uses only the following information: Short name Employee Number Generation Job Flexfield Structure Project Burdening Organization Hierarchy - Oracle Projects defaults the Project Burdening Organization Hierarchy to each burden schedule you define. The Organization Hierarchy/Version is used to determine the default burden multiplier when compiling a burden schedule. Organizations Chapter 4 - Page 10

145 Operating Units Operating Units This slide describes the partitioning of subledger data by operating unit. The graphic on the slide depicts how operating units of a business group have their own subledgers. Operating units partition subledger data. An operating unit is a special classification of an organization. Each organization classified as an operating unit belongs to a business group. Organization classifications involving financial transactions, such as expenditure/event organizations, billing schedule organizations, and project invoice collection organizations, are always associated with operating units. Each subledger responsibility is assigned an operating unit using the MO: Operating Unit profile option. When you select a responsibility, the operating unit assigned to your responsibility determines the operating unit within which you will be working. Multiple Operating Units The multiple organization access control (MOAC) feature enables users to enter and process transactions in two or more operating units without switching responsibilities. You must define a security profile in Oracle HRMS and assign it to the profile option MO: Security Profile at the responsibility level to provide multiple operating unit access to a responsibility. You can use individual operating units and organization hierarchies with Organizations Chapter 4 - Page 11

146 organizations classified as operating units while defining the security profile. Users associated with responsibilities that have been set up in this manner can enter and process transactions in multiple operating units without changing their responsibility. MO: Operating Unit and MO: Security Profile The MO: Operating Unit or the MO: Security Profile profile options determines the list of operating units the user has access to for a responsibility. When you have access to more than one operating unit based on the operating units assigned to the MO: Security Profile profile option, you can define the MO: Default Operating Unit profile option. This profile option determines the default operating unit that will be displayed in the Operating Unit field. Oracle Projects and Operating Units The operating unit is an important concept in Oracle Projects. Examples of the role of operating units in Oracle Projects are: Expenditure Operating Unit: This is the operating unit where the expenditure item was incurred against a project. For example, the expenditure operating unit is the operating unit within which a project-related requisition is entered in Oracle Purchasing. Project Operating Unit: This is the operating unit within which a project is created. Organizations Chapter 4 - Page 12

147 Legal Entity and Operating Unit Legal Entity and Operating Unit This slide describes the relationship between legal entities, project operating units, and project transaction processing. The graphic on the slide depicts how Oracle Projects obtains the legal entity for an operating unit that is used to process cross charges, define allocation rule targets, and transfer prices. The relationship between legal entities and operating units is defined in the Organization window, that is owned by Oracle Human Resources. Oracle Projects then obtains the appropriate legal entity from Oracle Human Resources for use in cross charge processing, allocation rule definition, and transfer price scheduling. You enter the name of the legal entity in the Default Legal Context field on the Operating Unit Information region in the Define Organization window. It is from this Default Legal Context field that Oracle Projects obtains the legal entity value for use in cross charge processing, provider/receiver control definition, allocation rule target definition, and transfer price scheduling depending upon the operating unit involved in those procedures. Organizations Chapter 4 - Page 13

148 Quiz Answers: 2 Additional Information You define the relationship between legal entities and operating units in the Organization window of Oracle Human Resources. Oracle Projects then obtains the appropriate legal entity from Oracle Human Resources for use in cross charge processing, allocation rule definition, and transfer price scheduling. Organizations Chapter 4 - Page 14

149 Organization Hierarchies Organization Hierarchies This slide describes the setting up of project/task owning organization hierachies in Oracle Projects. The graphic on the slide depicts an example of such a hierarchy where Services East and Services West are organizations at the same level in the Vision Services organization hierarchy. Organizations are arranged in hierarchies. Depending upon the use of the hierarchy, the organizations assigned to the hierarchy may have various organization classifications assigned to them. For example, when you build a hierarchy to assign as the Project/Task Owning Organization Hierarchy for in Oracle Projects, you will also want to assign the organization classification of Project/Task Owning Organization to the organizations to control which organizations can own projects and/or tasks. You may create different hierarchies for different purposes using the same organizations. Hierarchies and Oracle Projects You can change the organization hierarchy setup in Oracle Projects to reflect changes to your company s organization hierarchy. To maintain system control and enforce your business rules, it is important to plan and manage the change carefully. Organizations Chapter 4 - Page 15

150 Agenda Organizations Chapter 4 - Page 16

151 Defining Organizations Defining Organizations This slide describes the setting up of project organizations. The graphic on the slide depicts with examples the steps of setting up an organization; by location first, then by name and organization type, and finally by organization usage classification. 1. Define Locations Locations are defined for each address a business uses. An unlimited number of locations can be defined using the Location window. Locations can be detailed, or can consist of as little as a name only. Location names appear in a list of values in any field where you enter a location such as the Organization and Enter Person windows. Although the Location window allows you to enter detailed information about a location, Oracle Projects requires only that you provide information in the Name field for each location. You define a location for each address your business uses. Give each location a short name and then assign it to an individual organization or to an employee. A location is easier to type than a full address, especially if many employees or organizations use it. If several organizations are located at the same address, you assign the corresponding location to each organization. Organizations Chapter 4 - Page 17

152 You can use locations for reporting purposes. For example, you might assign one location to your corporate headquarters and another location to your large branch office on the East coast. Both of these organizations may include several subordinate organizations. You can create custom reports using these locations, such as one that breaks down the total revenue by the location of a project owning organization. 2. Define the Basic Organization Information To define the basic organization information, enter a name for your organization in the Name field. A check is performed to see if organizations with the same name already exist. Optionally, select an organization type in the Type field. Organization types do not classify your organization; you use them for reporting purposes only. The type may identify the function an organization performs, such as Administration or Service, or the level of each organization in your enterprise, such as Division, or Department. You also need to enter a start date in the From field and select a location from the list of values. Select either internal or external in the Internal or External field. You cannot assign people to an external organization. 3. Assign Organization Classifications Organization classifications control how an organization is used. You use the Organization window to define all the organizations within your business group. When you define organizations, you need to assign Organization Classifications to each organization that you want to use in Oracle Projects. For example, assign the classification "Project/task owning organization" to any organizations that you want to allow to own projects and/or tasks. Organizations Chapter 4 - Page 18

153 Quiz Answers: 1 Additional Information You can create custom reports using these locations, such as one that breaks down the total revenue by the location of a project owning organization.. Organizations Chapter 4 - Page 19

154 Organization Classifications and Oracle Projects Organization Classifications and Oracle Projects To control how an organization is used in Oracle Projects, you enable one or more of the following Organization Classifications. Business Group A business group is the largest organizational unit you can define to represent your enterprise. A business group may correspond to a company or corporation, or in large enterprises, to a holding or parent company or corporation. Operating Unit An operating unit is used to partition data for a subledger product. Organization classifications involving financial transactions (such as expenditure/event organizations and project invoice collection organizations) are always associated with operating units. Accounting combinations involved in project transactions depend on the current Operating Unit, which in turn is associated with a specific ledger. HR Organization Any organization that has the HR Organization classification enabled can have employees assigned to it. Organizations Chapter 4 - Page 20

155 Project/Task Owning Organization Project/Task Owning Organizations can own projects and/or tasks in the operating unit. To own projects and tasks in an operating unit, an organization must have the following characteristics: The Project/Task Owning Organization Classification must be enabled. The organization must belong to the Project/Task Owning Organization Hierarchy Branch assigned to the operating unit. You may use the Additional Information section to restrict the project classes (indirect, capital, contract) of the projects that an organization may own. Project Expenditure/ Event Organization To enable an organization to own project events, incur expenditures, and hold budgets for projects, you must perform the following tasks when you define the organization: Enable the Project Expenditure/Event organization classification If you have installed Oracle Project Resource Management or Oracle Project Management, define a default operating unit for the organization in the Additional Organization Information section. In addition, if this organization supports schedulable resources, you must perform the following: Select Related Organizations in the Additional Organization Information section Enter the default operating unit for the organization Note: You can also define a default operating unit for the organization classification HR Organization by selecting Related Organizations in the Additional Organization Information section. However, if you are using the operating unit for Oracle Projects, you must enable the Project Expenditure/Event Organization classification. Project Invoice Collection Organization If your business decentralizes its invoice collection within an operating unit, you must enable the Project Invoice Collection Organizations classification for each organization in which you want to process invoices. If your business decentralizes invoice collection, you must run the IMP: Create Invoice Organization Transaction Types process before you can successfully run the Interface Invoices to Oracle Receivables process. The IMP: Create Invoice Organization Transaction Types process creates a transaction type for each of the Project Invoice Collection Organizations that has the following characteristics: The organization has the Project Invoice Collection Organization classification enabled. The organization belongs to the Project/Task Owning Organization Hierarchy Branch assigned to the operating unit. Organizations Chapter 4 - Page 21

156 Quiz Answers: 3 Additional Information Organization classifications help control how an organization is used in Oracle Projects Organization classifications involving financial transactions (such as expenditure/event organizations and project invoice collection organizations) are always associated with operating units. Organizations Chapter 4 - Page 22

157 Organizations and Oracle Projects Organizations and Oracle Projects Additional uses of organizations in Oracle Projects include: Resource Organizations Resource Organizations are organizations that own resources and/or resource budgets. Only HR organizations can have employees assigned to them. Any organization in the operating unit s business group can own non labor resources. Oracle Projects does not have a classification requirement for an organization to own non labor resources. Resource Operating Unit For security and forecasting reasons, each resource in Oracle Projects is associated with an operating unit. This operating unit is initially defaulted from the organization operating unit. The operating unit of a resource is active for the duration of an assignment. It drives forecasting based on the transfer price defined for the operating unit if the resource is assigned on a project under a different operating unit. In other words, the resource is a borrowed resource. Oracle Project Resource Management updates the resource operating unit whenever there are changes to the employee s HR assignment or to the default operating unit originally set up for Organizations Chapter 4 - Page 23

158 the employee. Oracle Projects tracks these changes for record keeping purposes and allows date specific operating unit defaults for the resource. Billing Schedule Organizations Billing Schedule Organizations are organizations that have their own billing schedules. Any organization in the operating unit s business group can have its own billing schedules. Project Burdening Hierarchy Organizations Burdening uses the Project Burdening Hierarchy Version for both the burden cost code multiplier setup and burdening. Each business group must designate a single organization hierarchy as its default project burdening organization hierarchy. This default can be changed for each burden schedule or each burden schedule version. Use the Additional Information section for the Business Group organization classification to assign the Project Burdening Hierarchy to the business group.. Organizations Chapter 4 - Page 24

159 Agenda Organizations Chapter 4 - Page 25

160 Multiple Organization Installation Multiple Organization Installation This slide describes the setting up of multiple organizations. The graphic on the slide depicts the different levels of a multiple organization installation starting with ledgers, through legal entities and operating units, to inventory organizations Operating units are a type of organization classification. You use operating units to partition data for a subledger application such as Oracle Payables, Oracle Receivables, or Oracle Projects. When an enterprise utilizes more than one operating unit, it is said to have a multiple organization installation. If you intend to use multiple organization functionality, you need to enable multiple organization architecture in your system. This is a decision that requires planning and discussion involving the entire implementation team. Types of Organizations Ledger - A ledger is a financial reporting entity that shares a particular chart of accounts, functional currency, and financial accounting calendar. Oracle General Ledger is partitioned by ledgers. Business Group Organizations Chapter 4 - Page 26

161 - A business group is the largest organizational unit you can define to represent your enterprise. A business group may correspond to a company or corporation, or in large enterprises, to a holding or parent company or corporation. Legal Entity - This is an organization that represents a legal company for which you prepare fiscal or tax reports. You assign tax identifiers and other relevant information to this entity. - Each organization classified as a legal entity must specify a ledger to post accounting transactions. A legal entity can point to one and only one ledger. - To associate a legal entity with an operating unit, enter the appropriate name of the legal entity in the Default Legal Context field of the Organizations form in Oracle Human Resources. For more information, refer to the R12.1 Enterprise Management Fundamentals: Work Structures course. Balancing Entity - A balancing entity is an entity for which you prepare a balance sheet, represented as a balancing segment value in the accounting flexfield structure. There can be multiple balancing entities within the same operating unit structure and each of these must balance within itself. Operating Unit - An operating unit represents an organization that uses any Oracle subledger application, such as Oracle Projects. Operating units partition subledger data. - Each organization that you classify as an operating unit must reference a legal entity. An operating unit can point to one and only one legal entity. - The MO: Operating Unit profile option links responsibilities to a specific operating unit. For each Oracle Projects responsibility, set this profile to the appropriate operating unit. Each Oracle Projects responsibility can be associated with one and only one operating unit. Inventory Organization - An inventory organization represents an organization for which you track inventory transactions and balances, and manufacture or distribute products. Inventory organization partition data in manufacturing applications. - Through standard functionality, any operating unit having the same ledger as the attached operating unit can reference it. Items are defined in the master inventory organization (master parts list) and added to the appropriate child inventory organizations. Any inventory transactions are then secured by operating unit. Organizations Chapter 4 - Page 27

162 Multiple Organization Installation Multiple Organization Installation (continued) This slide continues to describe the setting up of multiple organizations. The graphic on the slide depicts the differences in operating unit specific setup and the setup shared across operating units for a sample multiple organization installation of a business group. Examples of how a multiple organization installation affects Oracle Projects are: A single operating unit (the project operating unit) owns each project and project template. Project numbers and project template numbers are unique across all operating units in a single installation. Customers are shared across operating units, while customer sites are associated with a specific operating unit. Individual operating units own customer agreements. You can charge, transfer, or allocate expenditures to any project as long as the expenditure operating unit and project operating unit is eligible for cross charging. Costs are entered and processed in the same expenditure operating unit. You can view the Expenditure Items window in either project or cross project mode: Organizations Chapter 4 - Page 28

163 - In project mode, the window displays expenditures for a project in the project operating unit. - In cross project mode, the window displays expenditures incurred in the expenditure operating unit. The project operating unit processes revenue and invoices against transactions from any expenditure operating unit. Each asset is capitalized from a single capital project to an Oracle Assets corporate book that is associated with the project operating unit s ledger. Organizations Chapter 4 - Page 29

164 Multiple Organization Access Control Multiple Organization Access Control This slide describes accessing multiple organizations without changing responsibility. The graphic on the slide depicts how you can work in both Vision Services and in Vision Project Manufacturing using the Projects, Vision Services (USA) responsibility. The multiple organization access control (MOAC) feature enables users to enter and process transactions in two or more operating units without switching responsibilities. For additional information, refer to the lesson titled Project and Organization Security. Organizations Chapter 4 - Page 30

165 Single Business Group Access Single Business Group Access This slide describes how you can set up multiple organizations under a single business group for easier management and reporting. The graphic on the slide depicts sample US and UK business groups each with their own legal entities and operating units. Within each business group you define the organizations in which employees work, such as divisions, branches, departments, or sections. Many enterprises choose to use a single business group so that they can manage and report information from all parts of the enterprise at the same time. However, some companies have operations that must have a unique business group. This enables them to deal with human resources legislative requirements and to define unique organization structures, jobs, benefits, and compensation policies for each business group. If you want to set up multiple business groups, you must first define a top organization that will encompass all business groups. When you create your business group model, you can establish one business group for your entire enterprise or set up multiple business groups. If you set up more than one business group, the associated data, such as organizations and employees, is partitioned accordingly. Organizations Chapter 4 - Page 31

166 Cross Business Group Access Cross Business Group Access This slide describes how you can set up multiple business groups under a single enterprise for more efficient sharing of resources and information. The graphic on the slide depicts how you can set up different business groups under a single sample enterprise to share business group data and resources across operating units in Dallas, Denver, New York, and London. The Cross Business Group Access (CBGA) option provides the flexibility to use your employee resources throughout your enterprise across business groups. People, projects, jobs, and organizations can be located in different business groups for different countries and all information can be shared throughout the enterprise. With CBGA, Oracle Projects allows the visibility of all business groups to one another. For example, you can search staff resources on projects across business groups and charge any eligible project across the enterprise for a resource. HR: Cross Business Group Profile Option Use the HR: Cross Business Group profile option to enable Cross Business Group Access. Values for the profile option are: Yes (Cross Business Group Access) In this mode: Organizations Chapter 4 - Page 32

167 - Organization hierarchies can contain organizations from any business group. - Jobs used for bill rate calculations, invoice formats, and resource lists can be in any job group, without business group restrictions. - Employees can charge to any project in any business group within your enterprise. Cannot be changed back to No at later date. No (Single Business Group Access) In this mode: - Organization hierarchies are business group specific and can contain only organizations within the business group. - Jobs used for bill rate calculations, invoice formats, and resource lists are limited to jobs in job groups within the business group. - Employees can cross charge only to projects within their business group. Can be changed to Yes. Organizations Chapter 4 - Page 33

168 Quiz Answers: 1 Additional Information When enterprise locations are in different countries, cross business group access enables the company to deal with human resources legislative requirements and to define unique organization structures, jobs, benefits, and compensation policies for each business group while sharing resources across business groups. Organizations Chapter 4 - Page 34

169 Agenda Organizations Chapter 4 - Page 35

170 Assigning Organization Hierarchies Assigning Organization Hierarchies This slide describes the setting up of individual organization hierarchies by reporting and processing needs. The graphic on the slide depicts how you can set up separate project/task owning, expenditure/event owning, reporting, and burdening organization hierarchies in Oracle Projects. Organization hierarchies show reporting lines and other hierarchical relationships between organizations in your enterprise. You can create as many organization hierarchies as you need for different reporting and processing needs. Oracle Projects uses the hierarchy version to determine which organizations are used for reporting and processing. You specify a start organization to indicate which branch of your organization hierarchy you want Oracle Projects to recognize as the top of your hierarchy for a particular purpose. If you want to use your entire organization hierarchy, your top organization is the start organization. Global Hierarchies An organization hierarchy illustrates the relationships between your organizations. If you have enabled Cross Business Group Access, you can define global organization hierarchies that contain organizations from any business group. A global hierarchy can contain organizations from any Business Group on your database. By associating a global organization hierarchy Organizations Chapter 4 - Page 36

171 with a global security profile you can create a security hierarchy that gives users access to organizations across Business Groups. To define a global organization hierarchy you use the Global Organization Hierarchy window. Global hierarchies can span multiple business groups in a Cross Business Group Access environment. Oracle Projects and Organization Hierarchies The following organization hierarchy versions are assigned in Oracle Projects: A Project/Task Owning Organization Hierarchy Version is assigned to each operating unit. An Expenditure/Event Owning Organization Hierarchy Version is assigned to each operating unit. A Default Reporting Organization Hierarchy Version is assigned to each operating unit. This hierarchy version can be overridden at reporting time. A Project Burdening Hierarchy Version is assigned to each business group. This hierarchy defaults to each burden schedule you define. Organizations Chapter 4 - Page 37

172 Quiz Answers: 1 Additional Information An organization hierarchy illustrates the relationships between your organizations. If you have enabled Cross Business Group Access, you can define global organization hierarchies that contain organizations from any business group. You can have the following organization hierarchies in Oracle Projects. - Project/Task Owning Organization Hierarchy - Expenditure/Event Owning Organization Hierarchy - Default Reporting Organization Hierarchy - Project Burdening Organization Hierarchy Organizations Chapter 4 - Page 38

173 Summary Organizations Chapter 4 - Page 39

174 Organizations Chapter 4 - Page 40

175 Periods and Calendars Chapter 5 Periods and Calendars Chapter 5 - Page 1

176 Periods and Calendars Chapter 5 - Page 2

177 Periods and Calendars Periods and Calendars Chapter 5 - Page 3

178 Objectives Periods and Calendars Chapter 5 - Page 4

179 Agenda Periods and Calendars Chapter 5 - Page 5

180 Overview of Periods Overview of Periods This slide describes accounting periods and transaction accounting methods in Oracle Projects. The graphic on the slide compares the duration of project accounting periods with sample Oracle General Ledger periods. Project Accounting Periods Project accounting periods are implementation defined period against which project performance may be measured. Project accounting periods are also referred to as PA periods. Assign a start date, end date, and closing status to each period to define PA periods. PA Periods and GL Periods If you want to report project information more frequently than your Oracle General Ledger accounting periods (GL periods) allow, you can define PA periods that are shorter than your GL periods. For example, you can define weekly PA periods and monthly GL periods. You can also create PA periods that match existing GL periods. However, defining PA periods that overlap your GL periods can create the need for numerous adjustments and journal entries if you wish to reconcile Oracle Projects with Oracle General Ledger. Transaction Accounting Methods Periods and Calendars Chapter 5 - Page 6

181 To give you greater control over when your transactions are accounted, use the profile option PA: Enable Enhanced Period Processing. When enabled, this profile option provides new accounting date derivation logic. Options for transaction accounting methods include: Period-End Date Accounting - With period end date accounting, you maintain PA periods in Oracle Projects and GL periods in Oracle General Ledger. Oracle Projects derives the PA date for a transaction from the expenditure item date and sets the PA date to the PA period ending date. The period must be in either Open or Future status. Next, Oracle Projects derives GL dates from PA dates and sets the accounting date to the end date of the corresponding GL accounting period. - Set the profile option PA: Enable Enhanced Period Processing to No for Period-End Date Accounting. Expenditure Item Date Accounting - With expenditure item date accounting, you maintain both PA periods and GL period statuses for project transactions in Oracle Projects. Oracle Projects derives PA dates and GL dates independently, and does not set the accounting dates to the end date of the corresponding accounting period. - Set the profile option PA: Enable Enhanced Period Processing to Yes for Expenditure Item Date Accounting. For additional discussion regarding transaction processing, see the course titled R12.x Project Costing Fundamentals. Periods and Calendars Chapter 5 - Page 7

182 Use of Periods Use of Periods This slide describes how each project module uses PA periods. The graphic on the slide depicts sample budgets by PA period used by Oracle Project Management and sample expenditure item amounts in a PA period used by Oracle Project Costing. Project accounting periods are used throughout the Oracle Projects Suite. For example: In Oracle Project Costing, each expenditure item is assigned a PA period for reporting and accounting purposes. In Oracle Project Billing, each revenue distribution line and each invoice is assigned a PA period for reporting and accounting purposes. In Oracle Project Management, you can create budgets and forecasts with the amounts broken down by PA periods. In Oracle Project Resource Management, you can generate project financial forecasts by PA periods based on staffing plans. Periods and Calendars Chapter 5 - Page 8

183 Quiz Answers: 4 Additional Information In Oracle Project Costing, each expenditure item is assigned a PA period for reporting and accounting purposes. In Oracle Project Billing, each revenue distribution line and each invoice is assigned a PA period for reporting and accounting purposes. In Oracle Project Management, you can create budgets and forecasts with the amounts broken down by PA periods. In Oracle Project Resource Management, you can generate project financial forecasts by PA periods based on staffing plans. Periods and Calendars Chapter 5 - Page 9

184 Overview of Calendars Overview of Calendars This slide describes the calendars used in Oracle Projects to schedule resources, projects, requirements, and assignments. The graphic on the slide depicts how you assign calendars to a project and a resource. Every resource, requirement, and assignment has a 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 on an individually assigned calendar. You can associate a calendar with a project, to specify the project s primary work pattern for open and staffed assignments. Calendars are also used in workplans to determine the duration of tasks. If you are using Oracle Project Management or Oracle Project Resource Management, you must define at least one calendar. You can set up an unlimited number of calendars to meet your various scheduling challenges. For example, certain people may work specific days of the week and different countries have different holidays. You can create a calendar for each unique work pattern arrangement. Periods and Calendars Chapter 5 - Page 10

185 Use of Calendars Use of Calendars This slide describes how calendars help you determine resource availability for scheduling and collect project progress. The graphic on the slide depicts how you use a calendar to match resource availability to project requirements. You must create a calendar to establish the schedule work patterns of your resources. Work patterns determine the schedule of resource capacity or assignment work required. Calendars are the basis of all schedules for resources, requirements, and assignments. When a resource is assigned to a calendar, that calendar represents the capacity of the resource. Assignments using these calendars provide information such as the scheduled hours per day for the assignment. This information is used to determine the availability of the resource. Calendars are also used in Oracle Project Management. When you calculate percent complete progress for a project or summary task, there might be tasks that should have more influence over the total progress value than others. Tasks may receive greater weighting if they take longer to complete or are more labor intensive. You can use task weighting values to give these tasks more "weight" than other tasks. How task weighting values are applied to tasks depends on how you set up the task progress weighting calculation basis. When you use duration as the method to calculate progress, the system uses the project calendar to calculate the duration of the subtasks and to compare the duration to the overall duration of their Periods and Calendars Chapter 5 - Page 11

186 common summary task. It uses this duration information to calculate task weighting percentages for the subtasks. Periods and Calendars Chapter 5 - Page 12

187 Quiz Answers: 1 Additional Information You use a calendar to match resource availability to project requirements. Periods and Calendars Chapter 5 - Page 13

188 Agenda Periods and Calendars Chapter 5 - Page 14

189 Defining PA Periods Defining PA Periods This slide describes how you set up project accounting periods. The graphic on the slide depicts sample project accounting periods. Use the Maintain PA period Statuses window to define PA periods. Choose Copy from GL to copy a set of PA periods from an Oracle General Ledger Calendar. The calendar name and PA period type you selected on the System Tab of the Implementation Options window determine what periods are copied. You assign effective dates to each PA period. The effective dates signal the beginning and end of the PA period. After a transaction is posted to a PA period, the Accounting Calendar window will not allow changes to the period date range. Project Accounting Periods are defined separately for each operating unit. Periods and Calendars Chapter 5 - Page 15

190 PA Period Statuses PA Period Statuses At least one PA period must be specified as Open or Future in order for Oracle Projects to process transactions. If you plan to use period phased budgeting and forecasting, you must define the future PA and GL periods in which you want to budget or forecast. Never Opened: These are periods that are in the future and in which you do not want to allow entry. Future: When Future status is specified, you can post transactions to Oracle Projects and interface them to Oracle General Ledger. Open: When Open status is specified, you can post transactions to Oracle Projects and interface them to Oracle General Ledger. Pending Close: You can set a period to this status without checking for unprocessed items. Closed: You cannot close a period if unprocessed items exist. A closed period can be reopened. Permanently Closed: Once a period is permanently closed, you cannot reopen it. Periods and Calendars Chapter 5 - Page 16

191 Setting the PA Reporting Period Setting the PA Reporting Period This slide describes how you must update project summary amounts if you set a new reporting period to see your changes in the Project Status Inquiry window. The graphic on the slide depicts how setting a new reporting period changes the periods used for reporting in Project Status Inquiry. You must specify a current PA Reporting Period for Oracle Projects to summarize project amounts and to track project status. Project summary amounts are used in project performance reporting. To set the PA Reporting Period: 1. Choose the Set Reporting Period button. 2. In the Next field, enter or select the PA period you want to set as the new current PA reporting period. 3. Select the OK button. 4. Run the concurrent PRC: Update Project Summary Amounts to view the new reporting period in Project Status Inquiry (PSI). When you attempt to set the PA Reporting Period to a period earlier than the current PA Reporting Period, the system checks to see if any projects have been accumulated in a PA period later than the new PA Reporting Period. If this is the case, a message is displayed Periods and Calendars Chapter 5 - Page 17

192 indicating that if you change the PA Reporting Period, you must run the PRC: Refresh Project Summary Amounts process. You have the option to cancel or proceed with the change. Periods and Calendars Chapter 5 - Page 18

193 PA Periods in a Multi-Organization Environment PA Periods in a Multi-Organization Environment This slide describes the maintenance of PA periods in a multi-organization environment. The graphic on the slide depicts how the Sales and the Support units of a Canadian business group can maintain different PA period statuses. You access the Maintain PA Periods Status window using separate Oracle Projects responsibilities for each operating unit. Each Oracle Projects responsibility is attached to one and only one operating unit. Periods and Calendars Chapter 5 - Page 19

194 Control of GL Period Statuses for Project Transactions Control of GL Period Statuses for Project Transactions This slide describes how you can control the statuses of GL periods in Oracle Projects. The graphic on the slide depicts how GL period statuses in Oracle Projects can differ from Oracle those in Oracle General Ledger. You can control the status of GL periods for project transaction processing in Oracle Projects without having to close the period in Oracle General Ledger. This enables you to open and close GL periods for project transactions independent of the closing processes for the other subledgers. The status of a GL period for project transactions in Oracle Projects can differ from the same GL period's status in Oracle General Ledger. To set the status of a GL period for project transactions, navigate to the GL Periods for Projects window: 1. Query the GL period for which you want to change the status. 2. Enter or select the new status. Enabling the Maintain Common PA and GL Periods Implementation Option If your PA periods and GL periods are identical, you can enable the new Maintain Common PA and GL Periods implementation option. When this option is enabled, the system Periods and Calendars Chapter 5 - Page 20

195 automatically maintains PA period statuses as you maintain the GL period statuses. To use this method, you must define identical PA periods and GL periods. Periods and Calendars Chapter 5 - Page 21

196 Quiz Answers: 1, 2 Additional Information If you plan to use period phased budgeting and forecasting, you must define the future PA and GL periods in which you want to budget or forecast. Periods and Calendars Chapter 5 - Page 22

197 Agenda Periods and Calendars Chapter 5 - Page 23

198 Implementing Calendars Implementing Calendars This slide describes why you need to implement calendars. The graphic on the slide depicts examples of calendar attributes that you define such as calendar types, calendar exceptions or holidays, and work shifts Calendars consist of work patterns and exceptions and are the basis of all schedules. You can set up an unlimited number of calendars to meet your various scheduling challenges. A calendar provides the basic information of working days, non-working days, holidays, work patterns, and number of hours. For example, you can create a calendar for a work pattern of 40 hours (8*5 or 10*4) and exceptions (company holidays). When a resource is assigned to a specific calendar, that calendar represents the capacity of the resource, its availability, and whether the resource is over committed. Assignments using these calendars provide information such as the scheduled days for the assignment and determine the availability of the resource. In order to create a complete calendar, you must first define the following calendar attributes: Calendar Types Calendar Exceptions Shifts Periods and Calendars Chapter 5 - Page 24

199 Defining Calendar Types Calendar types enable you to classify your calendars. For example, you may have a calendar type of Part Time which you can assign to all calendars that are defined with part time shifts. Defining Calendar Exceptions Exceptions define holidays and are considered non-working days. To define calendar exceptions, navigate to the Exceptions window. You must create calendar exceptions for public holidays and general holidays for every year that they occur. For example, if New Years Day falls on a Sunday, your company may give the following Monday off. The date of the holiday will then be January 2 and not January 1. For all other types of exceptions for a resource schedule, like vacation or time off, you will create administrative assignments for the resource. Defining Shifts Shifts define the daily work hours in a week and are defined for a given range of dates. The effective dates of the shift or shift pattern override any other preset effective dates on a requirement or assignment schedule. To define shifts, navigate to the Define Shifts window. Only the total hours for each day are considered for Oracle Project Resource Management. The specific time values do not have any effect. For example, if the work shift is for 8 hours, the shift can be from 9 to 5 or from 8 to 4 or even from 7 to 3. A day with zero hours specified in the shift is considered a non-working day. Periods and Calendars Chapter 5 - Page 25

200 Defining Calendars Defining Calendars This slide describes how you implement calendars. The graphic on the slide depicts how you first define a calendar using the Calendar window and then assign shifts and exceptions to this calendar using the Assign Shifts/Exceptions window. To define a calendar, navigate to the Calendar window. Enter the calendar name. Select a calendar type from the list of values Enter the effective dates for the calendar. Assigning Shifts and Exceptions to Calendar After you define header schedule information, you must assign shifts to define the work pattern. You must also assign exceptions if there are non-work days in the assigned shifts. To assign shifts and exceptions to calendars, navigate to the Assign Shifts/Exceptions window. Use the Shifts Tab to assign Shifts to the calendar. Use the Exceptions Tab to assign Exceptions to the calendar. Periods and Calendars Chapter 5 - Page 26

201 Calendar Profile Options Calendar Profile Options PA: Default Calendar Indicates the default calendar for project templates, project assignments, and resources in the Oracle Project Resource Management application. You can select any defined calendar Set this profile option at the site level. PA: Global Week Start Day This profile option specifies the weekday that is recognized as the beginning of the week. You can select any day of the week as the value for this profile option. Do not change this profile option after you have generated utilization. Also, do not change this profile option after you have run PRC: Maintain Project Resources, or created requirements and assignments. Set this profile option at the site level. PA: Availability/Overcommitment Calculation Period Determines whether the available hours for each resource are calculated on a daily or weekly basis. Periods and Calendars Chapter 5 - Page 27

202 Available values are DAILY or WEEKLY. The default value is WEEKLY. This profile option is required for the use of Oracle Project Resource Management. Set this profile option at the site level. PA: Percentage of Resource Capacity Specifies the minimum threshold of availability. The default value is 100. This profile option is required for the use of Oracle Project Resource Management. Set this profile option at the site level. PA: Availability Duration Specifies how many years forward to calculate availability and overcommitment. Availability and overcommitment are created from today s date through to the end of the specified time period. The default value is 2. This profile option is required for the use of Oracle Project Resource Management. Set this profile option at the site level. Periods and Calendars Chapter 5 - Page 28

203 Default Calendars for Organizations Default Calendars for Organizations This slide describes the assignment of default calendars. The graphic on the slide depicts how you can assign a default calendar for resources and projects at the site level and override this at the project expenditure organization level. You can define default calendars at two levels: Site You define the site level default calendar when you set the profile option PA: Default Calendar. Project expenditure organization The calendar assignment at the project expenditure organization level is the default calendar for all resources and projects in the organization. This calendar overrides the calendar assigned at the site level. To define a default calendar for an expenditure organization: Navigate to the Find Organization window: (N) Setup > Resources and Organizations > HR Foundation > Work Structures > Organization > Description Query the organization. Periods and Calendars Chapter 5 - Page 29

204 Assign or select (if previously assigned) the Project Expenditure/Event Organization classification. Select the Others button. Enter the default calendar in the Additional Organization Information window. Periods and Calendars Chapter 5 - Page 30

205 Generating Calendar Schedules Generating Calendar Schedules This slide describes the creation and maintenance of calendar schedules. The graphic on the slide depicts how you generate calendar schedules every time you create a new calendar, modify shift patterns, or modify calendar exceptions. As you create calendars, you must run a concurrent process before the calendars can be assigned to resources. Changes to the default calendar appear on the schedules and timelines of the resources, requirements, and assignments only after you have run the process. Existing assignments on resource calendars are not impacted; therefore changes will not override any schedule exceptions that you have made on old assignments. You can run either PRC: Generate Calendar Schedules for a Single Calendar or PRC: Generate Calendar Schedules for a Range of Calendars each time one of the following events occur: A new calendar is created. A shift pattern for an existing calendar has changed, such as different working days. New calendar exceptions have been applied to an existing calendar, such as the addition or deletion of a public holiday. To synchronize the timeline and schedule tables, you must run either PRC: Rebuild Resource Timeline for a Single Resource or PRC: Rebuild Resource Timeline for a Range of Resources Periods and Calendars Chapter 5 - Page 31

206 to reflect the new calendar in the schedules of the resources, requirements, and assignments. Timeline data is transformed schedule data in graphical format that is stored in separate tables. Periods and Calendars Chapter 5 - Page 32

207 Summary Periods and Calendars Chapter 5 - Page 33

208 Periods and Calendars Chapter 5 - Page 34

209 Implementation Options Chapter 6 Implementation Options Chapter 6 - Page 1

210 Implementation Options Chapter 6 - Page 2

211 Implementation Options Implementation Options Chapter 6 - Page 3

212 Objectives Implementation Options Chapter 6 - Page 4

213 Agenda Implementation Options Chapter 6 - Page 5

214 Overview of Implementation Options Overview of Implementation Options This slide describes generic and feature-specific implementation options that you define for a project. The graphic on the slide depicts how you can define separate implementation options for the sales and the support units of a business group. Implementation Options control how Oracle Projects interfaces data to other Oracle Applications, as well as other fundamental operating settings. In a multiple-organization environment, the implementation options are defined for each operating unit. The Oracle Projects implementation options include the following groups of options: System Currency Project Setup Staffing Expenditures/Costing Billing Cross Charge Internal Billing Implementation Options Chapter 6 - Page 6

215 Agenda Implementation Options Chapter 6 - Page 7

216 System Implementation Options System Implementation Options Ledger Each ledger has a number of options that indicate the accounting practices you want to follow for that ledger. If you are implementing Oracle Projects for a single organization, then you must specify a ledger in the System Implementation Options to tell Oracle Projects which ledger to use. If your implementation of Oracle Projects is for multiple organizations, Ledger is a display only field. The Ledger value is derived from the ledger associated with the operating unit defined in the Define Organization window in Oracle HRMS. Business Group The value in this field depends on the value of the HR: Cross Business Group profile option. If the value of the HR: Cross Business Group profile option is No, the business group field displays the business group assigned to the users responsibility using the HR: Security Profile profile option. If the value of the HR: Cross Business Group profile option is Yes, the business group field displays the value "All." Implementation Options Chapter 6 - Page 8

217 Summarization Period Type Specify a Summarization Period Type, which is used when updating project summary amounts. You specify whether to maintain the summary period to date values (Period to Date and Prior Period) by PA Period or GL Period. This setting is used in Project Status Inquiry (PSI). Calendar Name When implementing Oracle Projects, you can select the calendar used to maintain PA Periods. The default value of this option is the calendar assigned to your ledger. You can change the calendar setting during implementation setup only. It cannot be changed after you copy your PA Period from Oracle General Ledger to Oracle Projects. If your PA Periods and GL Periods are identical and you intend to enable the Maintain Common PA and GL Periods implementation option, you must define your PA Period in the calendar assigned to your ledger. PA Period Type Specify a Period Type, which is used to copy Project Accounting Periods from the calendar associated with the ledger. If you copy PA Periods from GL, Oracle Projects copies all of the periods of this Period Type to set up the PA Periods. In a multiple organization environment, the PA Period Type is specified for each operating unit. Maintain Common PA and GL Periods If your PA Periods and GL Periods are identical, you can enable the Maintain Common PA and GL Periods implementation option. When this option is enabled, the system automatically maintains PA period statuses as you maintain the GL Periods for Projects period statuses. The following conditions must be met: Your PA Periods and GL Periods must be defined in the same calendar. The PA Period type defined in the Oracle Projects implementation options must be the same as the period type defined for the Oracle General Ledger. Each of your PA Periods and GL Periods must have the same status. Once you enable the Maintain Common PA and GL Periods implementation option, you cannot disable it. Default Asset Book Optionally, select a default asset book from the list of values. The value that you select for this field will be the default value for all project assets that you create. You can override the default value at the asset level. Default Reporting Organization Hierarchy You specify a start organization to indicate which branch of your organization hierarchy you want Oracle Projects to recognize as the top of your hierarchy for reporting purposes. Implementation Options Chapter 6 - Page 9

218 Quiz Answers: 1, 3 Implementation Options Chapter 6 - Page 10

219 Currency Implementation Options Currency Implementation Options This slide describes implementation options for default exchange rates used in currency conversion. The graphic on the slide depicts how currency implementation options of exchange rate and date apply to a project and how the exchange date can either be the PA period ending date or the expenditure item date of the transaction. The currency implementation options control the default values for the currency attributes that are used to calculate currency exchange rates. Functional Currency This display only field shows the functional currency of your company s ledgers. Exchange Rate Date Type Specify a default exchange rate date type for converting foreign currency transactions from the transaction currency to the functional and project currencies: PA Period Ending Date - Oracle Projects uses the PA period ending date for each transaction as the default exchange rate date when calculating the exchange rate. Expenditure Item Date Implementation Options Chapter 6 - Page 11

220 - Oracle Projects uses the transaction date as the default exchange rate date when calculating the functional and project currency exchange rates. Exchange Rate Type Specify a default exchange rate type to be used for conversion of transactions from the transaction currency to the functional and project currencies. The Exchange Rate Type field is a mandatory field. Implementation Options Chapter 6 - Page 12

221 Quiz Answers: 1 Additional Information The currency attributes used to calculate currency exchange rates are exchange rate type and the exchange rate date type. Implementation Options Chapter 6 - Page 13

222 Project Setup Implementation Options Project Setup Implementation Options This slide describes the organization hierarchy and project numbering implementation options. The graphic on the slide depicts sample projects of the Services-East project-owning organization. Project Numbering Method and Type Specify either automatic or manual numbering: If you want Oracle Projects to number each project automatically upon creation, then specify a starting project number. Automatic project numbers are numeric; they do not contain letters or special characters and are sequentially numbered. If you want to choose your own project numbers, select the manual project numbering method. Manual project numbers can be either alphanumeric or numeric. In a multiple organization installation of Oracle Projects, project numbers (including project template numbers) are unique across operating units. When automatic project numbering is used, if a value is entered for next project number, the same number will be shown for all operating units that also use the automatic project numbering method. Project/Task Owning Organization Hierarchy Implementation Options Chapter 6 - Page 14

223 To own projects and/or tasks in the operating unit, an organization must have all of the following characteristics: The organization must belong to the project/task organization hierarchy assigned to the operating unit. The organization must have the project/task owning organization classification enabled. The organization must be permitted to use the project type class (indirect, contract, and/or capital) to create projects. This permission is determined when you define the organization. The organization must be active as of the system date. Implementation Options Chapter 6 - Page 15

224 Staffing Implementation Options Staffing Implementation Options This slide describes implementation options used in staffing and resource planning. The graphic on the slide depicts the three main components of staffing implementation; default candidate score weightings, advertisement rules, and Full Time Equivalent or FTE. Candidate Score Weightings Candidate score weightings enable you to define the level of importance of the availability, competencies, and job level of the resource when matched to a requirement's specifications. Users define these weighting values at the requirement level. Default values are displayed for a requirement if they have been defined for the project or project template. Default values for project template are entered in the implementation options. Advertisement Rules An advertisement rule is an automated method for controlling the visibility of a requirement to resources and managers of an organization. It is a list of actions that are performed when the condition associated with each action is met. For example, users can define actions to specify when and which staffing managers and organizations can view the open requirement and who should be notified if the requirement is not staffed within a specified time.you can enter the default advertisement rule under the Advertisement Action Set. Implementation Options Chapter 6 - Page 16

225 Full Time Equivalent Hours The Full Time Equivalent specifies how many hours are equivalent to a day of work, and how many hours in a week are equivalent to a week of work. Full Time Equivalent is used for management reporting to convert detailed schedule hours to a higher level of labor units in days or weeks. It is used in Oracle Project Resource Management for Discoverer reports and in the Oracle Project Intelligence reporting solution. Different operating units can have a different definition of a working day. For example, a working day can be 8 hours in one operating unit and 7 hours in another one. Implementation Options Chapter 6 - Page 17

226 Quiz Answers: 1 Additional Information Staffing implementation options include advertisement rules, candidate score weightings, and full time equivalent hours.. Candidate score weightings help rate availability, competencies, and job level of resources when matched to a requirement's specifications. Full Time Equivalent specifies how many hours are equivalent to a day of work, and how many hours in a week are equivalent to a week of work. Different operating units can have a different definition of a working day. Implementation Options Chapter 6 - Page 18

227 Expenditures/Costing Implementation Options Expenditures/Costing Implementation Options This slide describes the application of implementation options in calculating and processing project cost. The graphic on the slide depicts how the implementation options of expenditure cycle, overtime calculation, and labor and usage costs interface apply to entering, distributing, and accounting of expenditures. Expenditure Cycle Start Day You specify an Expenditure Cycle Start Day to indicate the day your seven day expenditure week begins. For example, if you specify Monday as the expenditure cycle start day, the week ending date on all expenditures, including timecards and expense reports, is the following Sunday. Enable Overtime Calculation Specify whether you want to use the Overtime Calculation program to calculate and charge overtime hours automatically. You may need to customize the Overtime Calculation program if your business wants to use automatic overtime calculation. Import Contingent Worker Timecards with Purchase Order Integration Enable this option if you want to import contingent worker labor costs from timecards. When you select this option, contingent workers can select a purchase order during timecard entry. Implementation Options Chapter 6 - Page 19

228 This allows the labor costs to be imported from the timecard, and prevents the interface of labor costs to Oracle Projects from supplier invoices that are associated with the purchase order. Default Supplier Cost Credit Account When you define a default supplier cost credit account, Oracle Projects credits the specified account after adjusting supplier cost and expense report expenditure items in Oracle Projects. Interface Cost to GL If you want to interface cost to Oracle General Ledger, you must enable the system options for employee labor, contingent worker labor, and usage costs interface. If you do not enable the interface cost options, Oracle Projects does not generate cost accounting events for the respective type of costs. Therefore you cannot create cost accounting in Oracle Subledger Accounting and transfer the accounting entries to Oracle General Ledger. Expenditure/Event Organization Hierarchy To incur expenditures, own events, or be assigned to a resource list, an organization must have the following characteristics: The organization must be in the expenditure/event organization hierarchy assigned to the operating unit. The organization must have the project expenditure/event organization classification enabled. The organization must be active as of the system date. Implementation Options Chapter 6 - Page 20

229 Billing Implementation Options Billing Implementation Options This slide describes implementation options used to generate invoices and collect payments. The graphic on the slide depicts the billing process of sending customer invoices to Oracle Receivables while accounting for them in Oracle General Ledger via Oracle Subledger Accounting. Interface Revenue to GL If you want to interface revenue to Oracle General Ledger, you need to enable the system option for revenue interface. When you enable the interface revenue option, Oracle Projects generates revenue accounting events and creates accounting for the accounting events in Oracle Subledger Accounting. Oracle Subledger Accounting is an intermediate step in the revenue accounting flow between Oracle Projects and Oracle General Ledger. Oracle Subledger Accounting transfers the accounting entries to Oracle General Ledger. If you disable the check box, Oracle Projects does not generate revenue accounting events and hence you cannot create accounting and transfer revenue to Oracle General Ledger. Invoice Numbering Method You specify whether you want Oracle Projects to number invoices automatically, or whether you plan to enter invoice numbers manually. Implementation Options Chapter 6 - Page 21

230 Invoice Numbering Type If you select Manual invoice numbering, you indicate whether you will use alphanumeric or numeric invoice numbers. If you select Automatic invoice numbering, Oracle Projects uses numeric numbering. You will have to specify a starting invoice number. In a multiple organization installation, invoice numbers are unique within an operating unit, not across operating units (unlike project numbers). If automatic invoice numbering method is selected, the next invoice number is operating unit specific. Centralized Invoice Processing By default, the Centralized Invoice Processing check box is enabled. If you want all of the project invoices for the operating unit to be processed using the Oracle Projects seeded transaction types in Oracle Receivables, leave the Centralized Invoice Processing check box enabled. With decentralized invoicing, you allow organizations to process their own invoice collections. Invoice Batch Source You need to specify an invoice batch source in Oracle Projects before you can interface invoices to Oracle Receivables. Customer Relationships Specify a value for the Customer Relationships field. The default value is No. You can change the option any time, but the change impacts only future customers and invoices. Yes: You can choose a Bill To and Ship To customer based on the project customer or a related customer defined in Oracle Receivables. No: You can choose a Bill to and Ship to customer of the project customer only. All: You can choose a Bill To and Ship To customer from any customer defined in Oracle Receivables. Sales Credit Type You use the Sales Credit Type to interface sales credit information to Oracle Receivables for project invoices. Select the Sales Credit Type to specify the type of credit you want to allocate to salespersons in Oracle Receivables for project invoices. If there is no credit receiver defined at the project level and Allow Sales Credit is enabled for the Invoice Batch Source, your project invoices will interface to receivables with the selected Sales Credit Type with the project manager as the default credit receiver. Enable Multi Currency Billing Enable this option to enter agreements, rate schedules, and add billing assignments to the project type in any currency. Require Rate and Discount Reason Enable this option to require a reason for a rate or discount overrides to the bill rate schedules. Allow Bill Rate Override Enable this option if you want to be able to override bill rates for all the projects in the operating unit. Allow Bill Rate Discount Override Enable this option if you want to be able to override the bill rate discount for all the projects in the operating unit. Implementation Options Chapter 6 - Page 22

231 Share Bill Rate Schedules Across Operating Units Enable this option if you want to share bill rate schedules across operating units. Allow Funding Across Operating Units Enable this option if you want to fund projects across operating units from agreements entered in this operating unit. Account for Unbilled Retention To generate a different account for unbilled retention using the defined Unbilled Retention Account AutoAccounting rules, you must enable this option. The unbilled retention is an asset account, separate from the unbilled receivable account, and tracks the total amount of withheld retention that has not been billed. If this feature is not enabled, Oracle Projects uses the Unbilled Receivable Account AutoAccounting rules when interfacing project invoices and retention invoices to Oracle Receivables. Funding Revaluation Includes Gains and Losses Enable this option if you want the funding revaluation process to include gains and losses. If you do not enable this functionality, the revaluation process includes only the backlog amount for revaluation. Require Credit Memo Reason Enable this option to require a user to select a credit memo reason when releasing canceled invoices, write offs, and credit memos. Implementation Options Chapter 6 - Page 23

232 Cross Charge Implementation Options Cross Charge Implementation Options This slide describes implementation options that you define for cross-charge processing. The graphic on the slide depicts how you select processing options for cross charges between organizations within an operating unit and those between organizations in different operating units of the same legal entity. A cross charge is the act of entering a transaction where the expenditure organization and the task owning organization are different. Use this window to define cross charge implementation options. Transfer Price Currency Conversion Exchange Rate Date Type Choose Expenditure Item Date or Period Ending Date (PA Period). Transfer Price Currency Conversion Exchange Rate Type Specify the rate type that the system will use as the default for transfer price conversions. Cross Charges within Operating Unit Select a method for processing cross charges within the operating unit: None: No processing. Implementation Options Chapter 6 - Page 24

233 Borrowed and Lent: The system creates borrowed and lent accounting entries only. The system does not generate invoices for transactions processed by borrowed and lent accounting. Allow Cross Charges to All Operating Units Within Legal Entity To allow cross charges to all operating units within a legal entity: 1. Select the Allow Cross Charges to all Operating Units within Legal Entity check box. 2. Choose a default processing method for cross charge transactions: None: No processing. Borrowed and Lent: The system creates borrowed and lent accounting entries only. Oracle Projects uses the organization defined at Default Legal Context (in the Operating Unit window in Oracle Human Resources) of the operating unit as the legal entity for cross charge processing. Implementation Options Chapter 6 - Page 25

234 Internal Billing Implementation Options Internal Billing Implementation Options This slide describes the implementation of internal suppliers and customers for interproject and intercompany billing. The graphic on the slide depicts how you configure internal billing options such that the supplier or provider operating unit A can generate internal invoices for the work it does for the customer or receiver operating unit B and receive payment for it from B. Internal suppliers and internal customers are used for interproject billing and for the cross charge processing method of intercompany billing. An operating unit may be a provider and/or a receiver for internal billing. For each operating unit that uses internal billing, you must set up Internal Billing implementation options as either a provider or receiver organization, or both. Provider for Internal Billing If the current operating unit is a provider organization for internal billing, enable the Provider for Internal Billing check box. Supplier Name and Number Enter the name and number of the supplier associated with the current operating unit. Implementation Options Chapter 6 - Page 26

235 Invoice Numbering Manual: To specify invoice numbers, select Manual, and then select Alphanumeric or Numeric numbering. Automatic: To have the system generate the invoice numbers, select Automatic, and then enter a starting number to use for internal invoices. Invoice Batch Source Select PA Internal Invoices. Reclassify Costs for Cross Charged Transactions Cost Accrual Projects: Indicate how you want to reclassify cross charged costs for cost accrual projects (Raw or Burdened). Select None if you do not want to reclassify raw or burdened costs. Non-Cost Accrual Projects: Indicate how you want to reclassify cross charged costs for non cost accrual projects (Raw or Burdened). Select None if you do not want to reclassify raw or burdened costs. Receiver for Internal Billing If the current operating unit is a receiver organization for internal billing, select the Receiver for Internal Billing check box and enter the customer name and number to be associated with the current operating unit. Implementation Options Chapter 6 - Page 27

236 Quiz Answers: 2 Additional Information You use internal billing implementation options to set up an organization either as a provider or a receiver organization, or both. For a provider organization, you must define an internal supplier. For a receiver organization, you must define an internal customer. Implementation Options Chapter 6 - Page 28

237 Agenda Implementation Options Chapter 6 - Page 29

238 Data Migration Using isetup Data Migration Using isetup This slide describes how you can use isetup to migrate your implementation selections from the current source instance to a new target instance. The graphic depicts how you can use the isetup responsibility and Oracle Projects APIs to extract and migrate setup data from a current instance to a new instance. Oracle Projects provides APIs that you can use with the isetup responsibility to migrate implementation data from a source instance to a new target instance. To migrate, you create a selection set and an extract. Selection Set You create a selection set using the Projects Setup predefined selection set template and use this selection set to extract implementation data from the named source instance. Oracle Projects provides filters for extracting and transforming data in the extract.. During the load, if an API is enabled for update, the load process overwrites the existing record in the target instance with the extracted record. If the API has dependencies and the corresponding data is not available in the target instance, the API does not create a new record in the target instance. Extracts Implementation Options Chapter 6 - Page 30

239 You can reuse the extracts that you create to load multiple target instances or to produce reports. These reports can be standard reports for an extract or comparison reports between extracts. For more information on using isetup, see the Oracle isetup User Guide. Implementation Options Chapter 6 - Page 31

240 Summary Implementation Options Chapter 6 - Page 32

241 People Resources Chapter 7 People Resources Chapter 7 - Page 1

242 People Resources Chapter 7 - Page 2

243 People Resources People Resources Chapter 7 - Page 3

244 Objectives People Resources Chapter 7 - Page 4

245 Agenda People Resources Chapter 7 - Page 5

246 Overview of People Resources In Oracle Projects Overview of People Resources in Oracle Projects This slide describes the use of resources by each Oracle Projects application. The graphic on the slide depicts how you assign resources to a project before they can collaborate as team members, and how you budget costs for these resources, collect actual costs, and bill these costs. Oracle Projects provides a centralized resource pool as part of the core foundation in which employees and contingent workers are identified as resources. Each of the applications in the Oracle Projects suite utilizes this resource pool differently: Oracle Project Costing: Collects project-related timecard and expense report costs for labor resources. You can use transactions controls to specify which resources are allowed to charge timecard and expense report costs to projects and tasks. Oracle Project Billing: Generates revenue by billing labor hours on a project Oracle Project Management: Creates a budget for labor costs to plan and manage the financial performance of projects throughout the project lifecycle Oracle Project Collaboration: Allows resources to participate as team members for communicating progress against assigned tasks by directly accessing the published People Resources Chapter 7 - Page 6

247 workplan, and assigns actions to fellow team members so that the ownership and steps to resolution are communicated clearly and consistently Oracle Project Resource Management: Locates the appropriate resources to staff project requirements based on competencies and availability. As a resource, you can also search for requirements that match your particular skills. People Resources Chapter 7 - Page 7

248 People Resources People Resources This slide describes the type of people resources you can have on a project. The graphic on the slide depicts the type of people resources that Oracle Projects supports; employee, contingent worker, and external team member. People resources enable you to plan, manage, and control the work and collaboration required to complete a project. Oracle Projects supports the following types of people resources: Employees: Persons employed by the deploying enterprise Contingent Workers: Persons contracted by the deploying enterprise External Team Members: Person contacts or employees of a customer or a partner organization. People Resources Chapter 7 - Page 8

249 Quiz Answers: 1 Additional Information External team members on a project are person contacts or employees of a customer or a partner organization. People Resources Chapter 7 - Page 9

250 Integration with Oracle Human Resources Integration with Oracle Human Resources This slide describes the integration of Oracle Projects with Oracle Human Resources. The graphic on the slide depicts how an Oracle Projects super user can use the jobs and people resources defined in Oracle Human Resources. Oracle Projects uses shared tables and forms from Oracle Human Resources to define and maintain jobs, and people resources, such as employees and contingent workers. Shared forms are accessible through the Super User responsibility: If a business does not use Oracle Human Resources, this data is defined using the shared Oracle Human Resources forms provided with Oracle Projects. This information is shared across all applications that need to use it, including Oracle Projects. Oracle Projects does not own this data. If Oracle Human Resources is installed, information about employees and contingent workers MUST be defined using the forms within Oracle Human Resources. Jobs may be set up using the shared forms. People Resources Chapter 7 - Page 10

251 Agenda People Resources Chapter 7 - Page 11

252 Jobs Jobs This slide describes jobs on a project. The graphic on the slide depicts how you use jobs in Oracle Projects after they are assigned to employees; to derive billing rates, to calculate invoice amounts, to create planning resource lists, and to report. Jobs represent the different roles a person can perform in your enterprise. Jobs are generic roles within a business group. They are independent of any single organization. Job Key Flexfield Before defining jobs, you must first define the Job Key Flexfield. If you have already implemented Oracle Human Resources, the job flexfield was defined during Oracle Human Resources implementation. For additional information on defining the key flexfields, see the "Oracle Applications Flexfields Guide." Oracle Projects and Jobs Oracle Projects uses Jobs for: Billing Rates for Revenue, Invoicing, and Transfer Pricing amounts Project invoice line definitions Resource Lists used for Planning People Resources Chapter 7 - Page 12

253 Resource summarization in Project Performance Reporting People Resources Chapter 7 - Page 13

254 Job Levels Job Levels This slide describes the use of job levels in resource scheduling. The graphic on the slide depicts how a resource search for a job with a defined minimum and maximum job level uses the job levels of resources in the resource pool to find matches. Each job can be associated with one or more job levels. Job levels have the following uses in Oracle Projects: Resource Searches: With Oracle Project Resource Management, you can use job levels as search criteria in resource searches. You can also specify the minimum and maximum job level on a requirement to identify the ideal level of resource to fill the requirement. Utilization analysis: You can use job level as a parameter on utilization reports. Job levels are important in the Oracle Project Resource Management scheduling process. Staffing managers can update certain key attributes of project requirements across multiple projects, without having to drill to each requirement individually. The key attributes include staffing owner, staffing priority, minimum and maximum job level, and work type. In Oracle Project Foundation, when you add requirements on a project, along with the basic information such as the role, time period, location, staffing priority, you need to provide the job level range. People Resources Chapter 7 - Page 14

255 Quiz Answers: 1, 2 Additional Information Jobs represent the different roles a person can perform in your enterprise. Jobs are generic roles within a business group. They are independent of any single organization. You can use job levels as search criteria in resource searches and as a parameter on utilization reports. People Resources Chapter 7 - Page 15

256 Job Groups Job Groups This slide describes the use of job groups in Oracle Projects and in Oracle Human Resources. The graphic on the slide depicts how you can use job groups defined in Oracle Human Resources to match those that you define for Oracle Projects. Job groups enable you to group similar jobs for specific purposes in Oracle Human Resources and in Oracle Projects. You may create additional Jobs and Job Groups for use in Oracle Projects. The default HR job group is automatically created for your business group. In Oracle Human Resources, jobs are linked to employees through employee assignments. For some companies, HR jobs and project jobs are the same. Other companies use a set of jobs for Oracle Projects that is different from the set that they use for Oracle Human Resources. In general, Oracle Human Resources jobs are often more granular than project jobs. For example, an HR job may be defined as Consultant-Level 2, but for project assignments, you may only want to see Consultant. HR jobs do not always match one to one with project job definitions used for billing and transfer pricing. For further discussion of the use of job groups, see the topic "Job Mapping" later in this lesson. People Resources Chapter 7 - Page 16

257 Defining Jobs Defining Jobs This slide describes the steps for defining a job. The graphic on the slide depicts how you must first define a job group and then define the name of the job, effective job dates, and additional job information such as category, level, code, and if it can be billed, scheduled, and tracked for utilization. To define a new job, you first specify the job group. Next, use the Job Key Flexfield to define the job s name and then enter the effective dates. You can use Extra Information Types to define additional information about the job. While most job information is used in Oracle Human Resources, some of the information is used explicitly in Oracle Projects. Oracle Projects expressly uses the Schedulable flag, the Include in Utilization flag, Job Level, and the Job Code. Schedulable/Include in Utilization Specify whether you want this job to be schedulable. If you select Yes, users can schedule resources with this job on projects (using project assignments). If you include a job in scheduling (enable the Include in Scheduling check box) you must include it in utilization (enable the Include in Utilization check box). Using this option, you can specifically People Resources Chapter 7 - Page 17

258 distinguish those resources for staffing as a subset from those for which you may want to track actual utilization. This condition also applies if you change the Schedulable option for the job, the change applies to the entire reporting duration of the resource. For example, if the job of the resource is changed to non schedulable, the resource is no longer displayed in the Scheduled, Overcommitted, or Available Discoverer reports, even for past periods. The condition applies to a change in the definition of a job. If the resource is assigned to a different job that is non schedulable or non utilizable, the previous utilization and schedule history of the resource is retained and reflected in reporting. Project Job Level Assign a project job level. Job Codes The job code is an alphanumeric code that is primarily used for reports, such as utilization reports and skills analysis reports, where the job name may be too long to display. If you use job codes, define the codes so that they will be informative when displayed on reports. People Resources Chapter 7 - Page 18

259 Job Mapping Job Mapping This slide describes job mapping across job groups in Oracle Projects and in Oracle Human Resources. The graphic on the slide depicts how you can use job mapping and master job groups to limit Projects job groups and for single or cross business group Projects access. You may not require the same job granularity in Oracle Projects as is used in Oracle Human Resources. Job mapping enables you to reduce the number of jobs that you have to work with in Oracle Projects. For example, the HR job group may have 20 different jobs for administrative assistants, whereas in Oracle Projects, resources having these 20 jobs would all be treated the same for defining bill rates and performing resource-level budgeting. Using job mapping, you can map the 20 administrative assistant jobs to a single job in a new job group defined for use in Oracle Projects. In Oracle Projects, you can then define rate schedules and resource lists using this new job group, enabling you to enter information for the one "Project Administrative Assistant" job, rather than for the 20 individual HR administrative assistant jobs. Use job mapping logic to map the default job of the role to the master job. The master job group maps job groups to each other. This enables the mapping of HR jobs to project jobs. The People Resources Chapter 7 - Page 19

260 Master Job Group is a job group that is used as an intermediate mapping group between other job groups. Job Mapping Rules You map a job to another job in two steps: - From a Job in job group A to a Master Job - From a Master Job to a Job in job group B The mapping is not bi-directional. If you want to map a job in both directions (job group A to job group B; job group B to job group A), you must create a separate mapping. From Job to Master Job: A job can be mapped to only one master job. Multiple jobs can be mapped to the same master job. From Master Job to Job: Master jobs can be mapped to only one job in each group. Multiple master jobs can be mapped to the same job. Job Mapping and Cross Business Group Access In Single Business Group Access mode: Each business group has its own master job group. If you only have one job group, it is treated as a master. Jobs can only be mapped within the same business group. In Cross Business Group Access mode: There is one master job group for all business groups. Jobs can be mapped across business groups. For additional discussion regarding Cross Business Group Access, see the lesson titled "Organization Definition." PA: Project Resource Job Group Profile Option This profile option specifies the job group that is used for resource searches and determines resource eligibility for the resource pool. You can use the master job group as the project resource job group, but be aware that the master job group includes every job. If there are jobs that you do not want included in job searches, such as accounts payable jobs, administrative jobs, and human resources jobs that are not related to staffing projects, then you can set up a separate job group specifically for searching. This job group should have all jobs that you want included in searches. If your system is set up for cross business group access, you set this profile option once for the site. If you are using single business group access, set this profile option for each business group. People Resources Chapter 7 - Page 20

261 Quiz Answers: 2 Additional Information In Cross Business Group Access mode, there is one master job group for all business groups. Otherwise, each business group can have its own master job group. You can map jobs in different job groups only via jobs in a master job group. To map a job in both directions (job group A to job group B; job group B to job group A), you must create a separate mapping. People Resources Chapter 7 - Page 21

262 Job Mapping Example Job Mapping Example This slide describes the purpose of master job groups in job mapping. The graphic on the slide depicts how you use master job groups to map an HR job group to one or more Project job groups. The purpose of having an intermediate Master Job Group is to be able to associate the jobs in the master job group to other job groups with different names. You are able to associate job levels to jobs in the Master Job Group that Oracle Project Resource Management can use. A project that uses Project Job Group 1: Software Developer is equivalent to HR jobs of Software Engineer or Computer Programmer. A Lead Developer is always assigned an HR job of Architect. Systems Developers can have an HR job of either Systems Engineer or Systems Programmer. A project that uses Project Job Group 2: Program Developers can have an HR job of either Software Engineer or Computer Programmer. People Resources Chapter 7 - Page 22

263 System Designer is equivalent to HR jobs of Architect, Systems Engineer, and Systems Programmer. People Resources Chapter 7 - Page 23

264 Agenda People Resources Chapter 7 - Page 24

265 Competencies Competencies This slide describes the competencies associated with resources, roles, requirements, and jobs on a project. The graphic on the slide depicts sample competencies of a resource, job, project requirement, or project role and sample proficiency levels of the Computer Skills competency. Competencies can be defined as any measurable behavior or skill required by a job or position. A person may demonstrate the skill in the work context. Your competence structure can reflect skills or measurable behaviors broken down to multiple levels. A competence can be any of the following: Piece of knowledge Skill Aptitude Attribute Proficiency Levels Competencies must have proficiency levels defined to be recognized in resource requirement searches. Proficiency levels measure how a competence is exhibited in the work context. You have two options for determining proficiency: People Resources Chapter 7 - Page 25

266 Rating Scales - Choose the ratings scale option and then select an existing rating scale from the list of values. - A single rating scale can be used for multiple competencies. - Define rating scales for use with competencies using the Rating Scales window: (N) Setup > Resources and Organizations > HR Foundation > Career Management > Rating Scales. Levels - Choose the levels option and then enter the levels information. - You create proficiency levels separately for each competence you create. Aliases Aliases appear in the competence listing for each resource and in Discoverer reports. Aliases should be descriptive and concise. Recording Competencies You can associate competencies with the following: Resources Roles Requirements Jobs You can record the competencies of a resource either in Oracle Human Resources using the Career Management form, or through shared Oracle Human Resources forms. People Resources Chapter 7 - Page 26

267 Quiz Answers: 3 Additional Information Competencies can be defined as any measurable behavior or skill required by a job or position. People Resources Chapter 7 - Page 27

268 Agenda People Resources Chapter 7 - Page 28

269 Defining Employees Defining Employees This slide describes the employee information required by Oracle Projects that you can either enter in Oracle Human Resources or in Oracle Projects. The graphic on the slide depicts the type of employee information that you must enter in Oracle Projects such as employee name and number, HR organization, job, supervisor, billing title, and address. Oracle Projects obtains information for employees from Oracle Human Resources and requires the following information for defining employees: Last Name First Name Employee number Start date Supervisor Organization (HR Organization) Job Billing title Expense address People Resources Chapter 7 - Page 29

270 Accessibility Description This table presents a list of required employee information. People Resources Chapter 7 - Page 30

271 Defining Employee HR Assignments Defining Employee HR Assignments This slide describes the assignment that you must create in Oracle Human Resources for the employee that you defined there. The graphic on the slide depicts the components of an employee HR assignment; organization, job, position, and supervisor. Every employee must have a primary active assignment. Assignments are related to the role of the employee rather than to the job. The primary assignment is the initial starting assignment. It is the job for which the employee was hired. The actual assignments may change over time. Employee assignments in Oracle Human Resources describe the position, job, and association of the person with an organization classified as an HR Organization. Since this organization is the default expenditure organization for project-related employee timecards, it must be in the project expenditure organization hierarchy and classified as a Projects Expenditure/Event Organization. Employee assignments include information about the HR supervisor of the employee. Note that the employee's Oracle Human Resources assignment is not the same "assignment" as the Oracle Projects functionality of creating Resource Assignments. People Resources Chapter 7 - Page 31

272 Creating Employees as Resources Creating Employees as Resources This slide describes the copying of HR employee information into Oracle Projects as possible project resources. The graphic on the slide depicts how you define employees in Oracle Human Resources and then run the PRC: Maintain Project Resources program in Oracle Projects to copy HR employee records into Projects. To copy people from Oracle Human Resources tables to Oracle Projects data tables, you run the PRC: Maintain Project Resources concurrent program. The program identifies valid people and project related information in the Oracle Human Resources People definition windows and defines them as resources for use in Oracle Projects. You must run this concurrent program during your implementation to acquire your resource pool. After you run the program the first time, a background workflow process maintains the resource data. Only resources with an Include in Utilization flag set to Yes are extracted from Oracle Human Resources tables to Oracle Projects tables. The process exception report includes two sections that display resources either with a job not mapped to a project resource job level, or resources with a non-scheduled job. People Resources Chapter 7 - Page 32

273 Contingent Workers Contingent Workers This slide describes the capture of contingent worker costs through timecards and expenses. The graphic on the slide depicts how a contingent worker can enter timecards each week directly in Oracle Time and Labor and expenses such as vehicle usage and meals directly in Oracle Internet Expenses or enter these as pre-approved batches in Oracle Projects. A contingent worker is a non-employee people resource who works for your enterprise, and whose costs and expenses are borne by your enterprise. Defining Contingent Workers Oracle Projects enables you to define contingent workers on projects in the same manner as employees are defined, based on the information obtained from Oracle Human Resources. You can define requirements and perform searches for contingent worker candidates. You can also directly assign contingent workers to projects and tasks. Processing Contingent Worker Expenses Contingent workers can enter timecards via preapproved batches or Oracle Time and Labor People Resources Chapter 7 - Page 33

274 Note: If your project is Contingent Worker Enabled, the contingent worker can select from any purchase order associated with contingent worker enabled projects when entering timecards. You can optionally allow contingent workers to enter their expenses directly in Oracle Internet Expenses, or via Microsoft Excel expense entry, and preapproved batches in Oracle Projects You can also optionally set up Oracle Projects to calculate contingent worker labor costs based on the rates defined in the purchase orders created to procure contingent worker services Note: For this, you must enable the Import Contingent Worker Timecards with Purchase Order Integration implementation option. You can set up the processing of expenses in such a way that the enterprise providing contingent worker services can invoice you for these expense costs and process the expense invoices in Oracle Payables Contingent Worker Labor Costs vs. Employee Costs To distinguish between contingent worker labor and expense costs from employee costs, you can define AutoAccounting rules to separately account for contingent worker costs. Just as with other project costs, you can view the details of contingent worker labor and expense costs via Expenditure Inquiry, Project Status Inquiry, Project Performance Reporting, and in Discoverer workbooks. People Resources Chapter 7 - Page 34

275 External Team Members External Team Members This slide describes the addition of external project team members from a customer or partner organization. The graphic on the slide depicts an example of the external team member, John Smith from Freemont Corporation helping on a project executed for Freemont by Innovations Ltd. with Freemont tracking his time and cost. An external team member, who is a contact or employee from a customer or partner organization, can have an assigned role on a project. This means that the external team member can be a stakeholder or an interested party. You cannot track time or cost for external team members. To add an external team member to a project, you first have to enter the customer or partner organization on the project. Oracle Projects retrieves external team members from Oracle Trading Community Architecture (TCA). Oracle TCA is a data model that allows you to manage complex information about parties, or customers who belong to your commercial community, including organizations, locations, and the network of hierarchical relationships among them. People Resources Chapter 7 - Page 35

276 Future-Dated Employees Future-Dated Employees This slide describes the creation, assignment, and utilization of prospective employees. The graphic on the slide depicts how the current date must be the same as the employee start date before the future-dated employee can become active. Future-dated employees are employees whose start date is later than the current date. You can: Staff future-dated employees on projects. Search for future-dated employees. Include future-dated employees in utilization reporting. When you create a future-dated employee, the employee is assigned the default calendar for his/her organization assignment. This calendar provides the basis of the employee's schedule, capacity, and availability. You cannot change the calendar for an employee until the employee becomes active. As a result, future-dated employees are not visible in the Calendar Assign Resources window until their respective start dates are current. Using Future-Dated Employees Project Setup People Resources Chapter 7 - Page 36

277 - You can define future-dated employees as team members. You can define the related setup for those future-dated employees, including, rate overrides and transaction controls. However, the start dates of such definitions must be on or after the start date of the employee. Agreements - The agreement administrator can be a future-dated employee. Costing and Billing - You can enter actual project transactions for future-dated employees only after they become active employees. In a future-dated expenditure batch, you can enter employees who will be active as of the transaction dates. Utilization - You can view scheduled resource and organization utilization for a future-dated employee for the periods in which the employee will be active. Authority and Access - You can assign responsibilities or grant organization authority to a future-dated employee only after the employee s start date. Budgeting - You can enter budget amounts for a future-dated employee only in the periods in which the employee is active. People Resources Chapter 7 - Page 37

278 Quiz Answers: 1 Additional Information - You can define the related setup for future-dated employees, including, rate overrides and transaction controls if the start dates of such definitions are on or after the start date of the employee. People Resources Chapter 7 - Page 38

279 Summary People Resources Chapter 7 - Page 39

280 People Resources Chapter 7 - Page 40

281 Roles Chapter 8 Roles Chapter 8 - Page 1

282 Roles Chapter 8 - Page 2

283 Roles Roles Chapter 8 - Page 3

284 Objectives Roles Chapter 8 - Page 4

285 Agenda Roles Chapter 8 - Page 5

286 Project Roles Project Roles This slide describes the use of roles on a project. The graphic on the slide depicts sample project roles such as project manager, consultant, accountant, and engineer which you create as requirements on a project, associate with a project team member, and use to ensure security. You use project roles to define the relationship of resources, who have been defined as project team members, to projects. You assign a project role to each team member who is added to a project. These role assignments are used to define project role based security. A project role provides a description of the user's relationship to a project and grants view and update access to project information. You can define project roles in your system as required. For additional information regarding role-based security, see the lesson titled Project and Organization Security. Project roles are used for creating project requirements. If you are using Oracle Project Resource Management, enter defaults for competencies and job information for each project role. The competencies on a project requirement are defaulted from the role. Competencies and job levels are used for requirements searches. This information is used to search for resources who are qualified to fill an open requirement on a project. Roles Chapter 8 - Page 6

287 Role Lists Role Lists This slide describes the grouping of roles into role lists that you associate with a project. The graphic on the slide depicts a sample consulting role list with project manager, engineer, and project assistant roles that you can associate with team members after you associate the role list with the project. Role lists categorize your roles into logical groupings. Different roles can be assigned to one role list. When assigning roles to team members, only the roles in the role list associated with the project are shown. If no role list is associated with the project, all roles are shown. Role lists are assigned to a project type and then default to projects from there. For example, you may have a role list called Consulting to which all roles relating to consulting are assigned. You cannot delete a role list once it has been associated with a project. Roles Chapter 8 - Page 7

288 Quiz Answers: 1, 2 Additional Information Only resources associated with a role enabled for scheduling can be assigned to a project by the staffing manager. Only a team member associated with a role enabled for access to view labor costs can view details for raw and burdened labor costs. Roles Chapter 8 - Page 8

289 Defining Roles Defining Roles This slide describes roles; their definition, limitations, and privileges. The graphic on the slide depicts the elements involved in defining a role such as a secure menu, scheduling and access controls, associated role lists and project statuses, default job groups, job levels, and competencies, and attribute access. Define new roles using the Roles window. Use the IMP: Project Roles report to review project roles. For each role, define the following information: Role Header Information Name and Description Enforce role-based security - Enable this check box to enforce role-based security for team members associated with the role. Assign a menu to the role to create a secured role. - Role based security enables you to control user access based on the user s current role on a project. Every project member is assigned a role. The security granted to a role is in effect for the duration of the role on the project. A user can have different roles on different project teams, and these roles can give the user different amounts of security access. With role based security, you assign menus to roles, and menus are Roles Chapter 8 - Page 9

290 in turn comprised of security functions. This security provides more flexibility than the responsibility based security mechanism. For additional discussion regarding security, see the lesson titled Project and Organization Security. Menu - The menu determines the actions that a user with the role can perform on a project. A role with an assigned menu is considered to be a secured role. Effective dates - This is the date range over which the specified role is effective. Only a start date is required. Role Controls Allow labor cost query - With view labor cost details access, a team member associated with a role enabled for this control can view details for raw and burdened labor costs. Allow scheduling - Enables a staffing manager to schedule resources with this role on project assignments. - Scheduled team members are those people for whom you want to track the hours, utilization, and financial impact (costs, revenue, and margin). - The non scheduled team members on a project comprise the extended team. These team members are distinguished from the scheduled team members because their time is not specifically tracked. For example, you may have extended team members that support the administrative aspects of the project and perform tasks such as reviewing candidates and providing backup support. Allow as contract member - This control enables the role for use in Oracle Project Contracts. When this control is selected, the Access Rules tab becomes available; enabling you to set attributes for role-based security in Oracle Project Contracts. Allow as project member - Assign this control to allow the role to be associated with project team members. Allow as task member - This control is not currently enabled. Role lists Optionally, associate this role with one or more role lists. Jobs Default Job Group - Enter the default job group for the role. Default Job Name - Enter the default job for the role. Calculations for costing, billing, and transfer pricing use the default job to forecast project resource requirements. Project Resource Job Group Roles Chapter 8 - Page 10

291 - The Project Resource Job Group field is view only. The Project Resource Job Group is the job group from which you can select the jobs that can be assigned to projects for staffing. - If the profile option "HR:Cross Business Group" is set to yes, then you set this job group using the profile option "PA: Project Resource Job Group". If the "HR:Cross Business Group" is set to No, then you set this job group for each business group using the Additional Organization Information window (accessed from the Organization window for the Business Group organization classification). Default Minimum Job Level and Default Maximum Job Level - These job levels represent the minimum and maximum job levels for the role. The job levels are uses as the default values for requirements. Job levels are used to perform resource searches. Competencies Default Competencies - These are the default competencies required for the role. These competencies are defaulted on to project requirements Project Status You can optionally control the access to a project by a user associated with this role. This access can be based on the status of the project by associating separate menus for each project status. You can choose to control security by either system project status or user project status. Access Rules Oracle Project Contracts only recognizes roles with role control Allow as Contract Member enabled. If you wish to implement attribute level security for Oracle Project Contracts, you should define the appropriate attribute access rules using the Rules tab in the Define Roles window. Attribute access rules can be defined for a single object (Headers, Lines), a group of attributes using attribute groups, or individual attributes. Roles Chapter 8 - Page 11

292 Assigning Roles Assigning Roles Oracle Projects uses effective dates to control team member and team member role assignments. You can specify an ending effective date to deactivate a team member s role. You can also associate a team member with more than one role on a project. You can reactivate the team member or redefine the team member with a new role. To do this, reenter the team member with a beginning effective date that is after the previous ending effective date. You can have only one project manager at any point in time. You do not need to define each person who is doing work on the project as a team member. You only need to add those people who need to maintain and/or view project information. When you enter a team member (key member), the system provides a default start date based on the following precedence order. At each precedence level, if there is no value for the date, the date at the next level is the default date: 1. Project Actual Start Date 2. Project Scheduled Start Date 3. Project Target Start Date 4. System date Roles Chapter 8 - Page 12

293 Agenda Roles Chapter 8 - Page 13

294 Team Members Team Members This slide describes the use of project roles in assigning resources to a project as project team members. The graphic on the slide depicts how you use the sample project roles of project manager, consultant, and engineer to associate Donald Gray, Tina Louise Lasher, and Emily Heather as team members on a project. You can designate team members at the project level only. Subject to the functions that are associated with their login responsibility, project team members can view and update all project information except labor cost details. Team members are sometimes referred to as key members. Oracle Projects comes seeded with a project manager role. You can have only one project manager at any point in time. You use project roles to grant team members view access to project labor cost details. By default, a project team member can access all project-level information with the exception of labor cost details. Labor cost security applies only at the most detailed level, where it can be determined that the entire amount displayed is labor only. By default, if you have query access to project information, you can view labor costs only where summary amounts are shown. To permit viewing of labor cost details, you must assign a team member a project role that expressly allows query of labor cost details. A user with cross project update access does not Roles Chapter 8 - Page 14

295 need to be defined as a team member in order to view or update project information or to view labor cost details. A user with cross project view access does not need to be defined as a team member in order to view project level information. Nonscheduled Team Members Nonscheduled team members are people who have a role on a project team but whose time is not specifically tracked. For example, you may have extended team members that support the administrative aspects of the project and who perform tasks such as reviewing candidates and providing backup support. Scheduled Team Members Scheduled team members are people who not only have a role on a project team but whose time is also tracked. You can create team roles for scheduled team members by adding project requirements to your project. You can then create project assignments for specific people resources by filling the project requirements. You can also create scheduled team roles by adding team members on a project directly, selecting a schedulable role. Roles Chapter 8 - Page 15

296 Team Roles Team Roles This slide describes roles on a project that are specific to the team. The graphic on the slide depicts how you can create a sample team role of Lead Engineer from the project role of Engineer with the same competencies, job and security information copied over from the project role to the new team role. A team role is either a requirement or an assignment on a project or task. You use the project role as a template for your team roles. When you create a team role, you specify the project role from which to obtain all the default information. The default information is copied from the project role to the team role. Thereafter, you can modify the information on the team role as appropriate for that role on that particular project. Any change you make to the team role is exclusive and does not affect the definition of the project role. Creating Team Roles Oracle Projects provides you two ways of creating team roles for your project: Adding a requirement - When you define a requirement for a scheduled resource, you also create and define a team role based on a project role. You can then create a project assignment for the requirement once you find a person resource that is appropriate for it. Adding a Roles Chapter 8 - Page 16

297 requirement is also the first step in the top-down staffing method, which you use in conjunction with Oracle Project Management. With top-down staffing, you can create a set of project roles, and then have the system generate a planning resource. Creating a team role from a planning resource list - You can generate team roles based on resource assignments that utilize a planning resource list. This is part of the bottom-up staffing method, which you can use in conjunction with Oracle Project Management. With bottom-up staffing, you assign planning resources to tasks in your project and then generate project team roles for those resource assignments. For more information on top-down and bottom-up staffing, refer to the Oracle Project Management User Guide. Roles Chapter 8 - Page 17

298 Quiz Answers: 1 Additional Information - You can create a team role using the top-down staffing method of first creating a requirement for a scheduled resource and have the system generate a planning resource or you can create a team role using the bottom-up staffing method for planning resources that you assign to tasks. - A team member can be associated with more than one role on a project. Roles Chapter 8 - Page 18

299 Project Requirements Project Requirements This slide describes the creation and filling of project requirements. The graphic on the slide depicts sample project requirements or unfilled work positions on the project of 2 data base administrators (DBAs) and 2 consultants. The purpose of requirements is to provide a representation of the resources that are needed to complete the project. For example, you have a project to install a product at a customer site. This project may require two DBAs and two Implementation Consultants skilled in the product to be installed. Without knowing the specific individuals that will fill these required roles, you can identify information such as what level of experience is necessary, where the work will be carried out, and approximately how long each position is required. You define this information for each requirement to simplify the process of identifying potential resources to fill these roles. A requirement is an unfilled work position on a project, also known as an open team role without an assigned resource. Requirements also differ from assignments in that they have additional attributes such as competencies and job levels. These additional attributes provide the detail necessary to identify potential candidates to fill the role during resource searches. Requirement Lifecycle Roles Chapter 8 - Page 19

300 The requirement lifecycle begins with the creation of an open requirement on a project. The project requirement has three system schedule statuses, it can be open, filled, or canceled. A project requirement status begins as open and can either be filled through a resource search or directly assigning a resource to fill the requirement. Adding requirements requires the input of basic information such as the role, time period, location, staffing priority, and job level range. Most of this information is defaulted from the selected project. The team role, job level range, and competencies is defaulted from the selected role. Filling a requirement involves either directly identifying a known resource, or searching the resource repository to find suitable resources. When a requirement is filled, an assignment is created. The assignment identifies the period of time a specific resource will fill a specific role. If the person assigning the resource to the requirement has authority over the resource, the assignment is considered a confirmed assignment. Otherwise, the assignment must go through an approval process, either manual or workflow enabled depending upon your implementation. These assignments are provisional until confirmed. Roles Chapter 8 - Page 20

301 Project Requirement Details Project Requirement Details This slide describes project requirements details that you can enter and edit. The graphic on the slide depicts sample requirement components such as basic information, schedule, advertisements, candidates, competencies, and financial information, that you can enter and modify using the Requirement Details page. After you save a requirement, you can enter or modify detailed information such as the schedule, competencies and forecast information from the Requirement Details page. Basic Information Basic requirement information includes information such as the team role, dates, and staffing priority. You can also enter the Resource Loan Agreement detail such as whether an extension of the team role is possible, who owns the expenses of the resource, and the expense limit. This information is primarily used in cases where a resource is borrowed from a different organization than the project organization. Schedule Schedule details include the start and end dates, the schedule status, and work pattern. Roles Chapter 8 - Page 21

302 Competencies The specified role provides default values for the competencies and associated information. However, you can add, modify, or delete as necessary for the requirement. If a requirement has assigned competencies, a structure exists in which you can perform competence matching to find potential candidates for requirements. The system copies the competencies of the project role to the requirement. You can add, modify, or delete the default information as needed. Each competence determined to be mandatory for the requirement must have the required range of proficiency specified in that skill. This range is used for comparison during a resource search. Advertisements The requirement uses the default advertisement rule of the project. If you are using Oracle Project Resource Management, you can add, update, or delete the advertisement rule actions, or replace the rule entirely. You also can stop the rule from further processing, and resume when appropriate. Candidates All active candidates for the requirement appear in the order of ranking value, and then score. You can change the weighting values for the score on the Candidate Score and Search Settings page. Any change in these weightings is immediately reflected in the score of the current candidates. Note: You must use Oracle Project Resource Management to be able to enter and track competencies and candidate score information. Financial Information The hours information, together with the appropriate bill and cost rates, are used to generate forecast totals for cost, revenue, and margin for this team role. This information is also used for calculating resource utilization. Roles Chapter 8 - Page 22

303 Quiz Answers: 4 Additional Information You can enter and edit project requirement details of team role, dates, staffing priority, resource owning organization, expense limit, start and end dates, schedule status, competencies, candidates and candidate scores, advertisements, hours, and bill rates and cost rates You can use the advertisement rule to control the escalation of a requirement. For example, as the requirement ages, it becomes visible to more people and the staffing priority is set to Critical. Roles Chapter 8 - Page 23

304 Advertisement Rule For a Requirement Advertisement Rule For a Requirement This slide describes the purpose and relationship of an advertisement rule with its requirement. The table on the slide describes the conditions and corresponding actions of a sample advertisement rule. Advertisement rules control the visibility of a requirement both inside and outside an organization. An advertisement rule contains actions that direct the channeling and timing of the requirement advertisement. Each action of the advertisement has a qualifying condition. Therefore, in order for the action to occur, the associated condition must be met. The conditions are either the number of days since the advertisement rule was started on the requirement, the number of days remaining until the start date of the requirement, or a combination of the two. Oracle Project Resource Management evaluates the open requirements that have an advertisement rule with a status of "Started" and performs all of the actions where the conditions are met. This evaluation process called Perform Action Rules is a concurrent program that is scheduled by your system administrator. You can use the advertisement rule to control the escalation of a requirement as the current system date nears the requirement start date. Roles Chapter 8 - Page 24

305 For example, as the requirement ages, it becomes visible to more people and the staffing priority is set to Critical. As more time passes, the staffing owner of the requirement is alerted that the requirement is still open, and then, finally the advertisement for the requirement is canceled. When you fill a requirement, the advertisement rule on the requirement stops and does not perform any outstanding actions. Each project has a default advertisement rule that is obtained from the project template. You can change this advertisement rule or accept it as is. Subsequently, this advertisement rule becomes the rule for every newly created requirement on the project. You can indicate to either begin the advertisement rule automatically upon the requirement creation, or activate the rule manually for each requirement. You can pause the advertisement rule or resume at any time. For each requirement, you can either use the predefined actions of the default rule or change the actions to meet your needs. You cannot update performed actions. Replacing an Advertisement Rule on a Requirement You can replace an advertisement rule on a requirement at any time. When you replace a started advertisement rule, Oracle Project Resource Management reverses any actions on that rule that have been performed. The system also performs any qualified actions of the new advertisement rule. For example, you advertise a requirement to a particular division within the organization as a result of an advertisement rule action, and you replace the rule on the requirement. The system reverses that action and the requirement is no longer visible in requirement searches performed within that division. Then, the system evaluates the actions on the new rule and performs those where the conditions are met. For more information on creating requirements for projects, creating advertisement rules for requirements and updating requirements, refer to the course titled R12.x Oracle Project Resource Management Fundamentals. Roles Chapter 8 - Page 25

306 Assigning Resources Assigning Resources This slide describes the methods of assigning resources to a project. The graphic on the slide depicts resource assignment options; through candidate searches and nominations for defined requirements, direct assignment to defined project requirements, or direct assignment to project tasks. An assignment is a filled work position on a project associated with a specific resource for a designated period of time. An assignment can have various statuses as required such as provisional, confirmed, and canceled. You can create resource assignments and nominate resources as candidates for requirements. If you know that you will use a particular resource for a specific team role, you can create the assignment immediately and bypass the requirement procedure, or you can also nominate a resource for a requirement. If you are assigning a resource to a requirement for only a part of the requirement duration, you can create a new requirement for the remaining time period. Only the unfilled days on the original requirement are copied to create the new requirement. The details of the new requirement are defaulted from the original requirement, including the candidates. Roles Chapter 8 - Page 26

307 After assigning a resource to a requirement, you can also decline other candidates still active on the requirement. A workflow process notifies the candidates of the change in the candidate status. Assignment Lifecycle The assignment lifecycle begins when an assignment is directly created on a project or when a resource is assigned to fill an open requirement. An assignment can have various system statuses as required: Provisional: A resource is identified for an open requirement but not yet confirmed Confirmed: A resource is confirmed for this assignment Cancelled: The assignment no longer exists Each system status can have multiple user statuses such as Open, Under Review, Sent to Vendor. An assignment starts with a system status of provisional. Upon approval, the system status is changed to Confirmed based on your approval workflow setup. Confirmed assignments appear on the schedules of the assigned resource and the project. This assignment to the resource reduces the availability of the resource. Roles Chapter 8 - Page 27

308 Quiz Answers: 1 Additional Information - A requirement is an unfilled work position on a project or an open team role without an assigned resource. - An assignment is a filled work position on a project associated with a specific resource for a designated period of time. Roles Chapter 8 - Page 28

309 Adding Assignments to Projects Adding Assignments to Projects This slide describes the part that selecting a team role plays in defining assignments. The graphic on the slide depicts an example of how selecting a team role for an assignment produces default values for resource name, job, job level, location, and calendar; Tina Lasher, Senior Consultant, job level 24, Canada, and the East Standard calendar. When you select a team role for the assignment, default values are provided for the assignment name and job levels. Values for the assignment location and calendar are retrieved from the associated project. You can change any of these defaults as necessary. After you have entered all the desired values, the assignment is ready for approval. Calendar Types for Assignment The work pattern for the assignment is determined by the calendar type you choose. You can choose one of the following calendar types for the assignment: Project Calendar: The default calendar associated with the project. Resource Calendar: The calendar of the assigned resource. The percentage value indicates the percentage of the resource s time allocated for the assignment. Roles Chapter 8 - Page 29

310 Administrative Assignments Administrative Assignments This slide describes how you can use administrative projects and assignments to free up resource schedules. The graphic on the slide depicts how you can create assignments such as vacation, illness, and jury duty for an administrative project. An administrative assignment represents a non work activity and is tracked against an administrative project. You can use such assignments to block off time on your resource schedules. Examples of possible administrative assignments are vacation time, internal training, sick time, and jury duty. Creating administrative assignments is similar to creating regular assignments on a delivery project. A difference is that you use an administrative project. Administrative assignments also require approval. Administrative assignments are not included in the domain of the delivery team as these assignments are typically tracked on an indirect or administrative project. Administrative projects can have project managers who manage these assignments, but having a project manager is not a requirement. You may want to track such assignments because they consume the work hours of your resources, and therefore, affect availability, financial forecasting, and resource utilization. Roles Chapter 8 - Page 30

311 Effective Dates Effective Dates This slide describes the use of effective dates in activating team roles. The graphic on the slide depicts an example of how you can use an effective start date of 1 st January, 2010 to reactivate the lead DBA team role that was active from 1 st August, 2009 to 31 st Dec, Oracle Projects uses effective dates to control nonscheduled team members and their role assignments. You can inactivate a nonscheduled team member s role at any time by specifying an ending effective date. You can reactivate the nonscheduled team member or redefine the nonscheduled team member with a new role by reentering the nonscheduled team member with a beginning effective date that is after the previous ending effective date. When you enter a nonscheduled team member, the system provides a default start date based on the following precedence order. At each precedence level, if there is no value for the date, the date at the next level is the default date: Project Actual Start Date Project Scheduled Start Date Project Target Start Date System Date Roles Chapter 8 - Page 31

312 Future-Dated Employees as Team Members Future-Dated Employees as Team Members This slide describes resource assignments on a project for employees with a future start date. The graphic on the slide depicts how you can assign a prospective employee as a nonscheduled team member on a project. You can enter a future-dated employee as a non-scheduled team member. A future-dated employee is an employee who is starting employment on a future date. You can also enter related setup for a future-dated employee, such as rate overrides and transaction controls. The start dates of those definitions must be on or later than the start date of the employee. Roles Chapter 8 - Page 32

313 Person Resource Schedules Person Resource Schedules This slide describes schedules for resources, requirements, assignments, and roles. The graphic on the slide depicts a sample person resource schedule in list format that displays the availability of named resources from Monday through to Saturday. A schedule refers to working hours defined by the calendar and calendar exceptions, such as holidays. Many person resources, requirements, and assignments have schedules and each schedule is based on the calendar for the organization or an individually assigned resource. When you make changes to these calendars impacting schedules of the person resources, Oracle Project Resource Management provides some administrative processes to help manage these changes and to maintain consistent schedule information throughout the application. For more information, refer to the R12.x Oracle Project Resource Management Fundamentals course. Viewing Person Resource Schedules You can view person resource schedules in either a list or a timeline format. The list format provides a list of person resources for which you have authority to view. It also shows the duration for which resources are currently or next available. The schedule status represents the commitment of the days on the schedule. For example: Roles Chapter 8 - Page 33

314 Provisional This means that the days have potential commitment, but are still considered available for other assignments. Confirmed This means that the days are committed to the assignment and are not considered available for other assignments. Maintaining Person Resource Schedules You can update the team role schedules of one or more person resources, whether requirements or assignments, using the following options: Duration If you are extending a role, you are prompted to specify the status for the extended number of days. As a result, a role can have multiple statuses over its lifespan. The original duration of the role retains the original status while the extended duration of the role can have a different status. Status Update the status of a specified duration of the role, either entire team role or partial duration of the team role. Calendar You can have only one calendar associated with a role for the complete duration. You can change the calendar for the role, but consider the effect, if any, on any duration of the role that has passed. Work Pattern You can specify the work pattern to take precedence over the calendar associated with the role for any specified duration of the role. Hours of days You can update the schedule of the role by specifying the number of hours per day in terms of absolute values or as a percentage of the associated calendar. If you select the Include Non-Work exceptions check box, the specified number of hours overrides any calendar exceptions, such as holidays. Shift duration Shift the duration of the role forward or backward by a specified number of days. Roles Chapter 8 - Page 34

315 Timelines Timelines This slide describes schedule timelines. The graphic on the slide depicts a sample timeline bar graph for any of the schedules of team, single resource, multiple resources, and role. The timeline provides a visual interpretation of the list format in either one-month or threemonth segments. The bars on the timeline reflect the system statuses for both requirements and assignments. If you use Oracle Project Resource Management, the resource timelines display the availability and overcommitment of the resource. Note: The displayed availability may not be correct if the resource does not have an assigned calendar for the duration of the requirement, or if the calendar schedules have not been generated or updated for the period. Timeline Views You can view timelines for the following: Team Schedule Timeline includes all requirements and assignments on the project display by status. This timeline does not reflect filled requirements, canceled requirements, and canceled assignments. Roles Chapter 8 - Page 35

316 (Single) Resource Schedule Timeline includes all assignments across projects (including administrative assignments) for the resource by status. It also includes availability and overcommitment time. (Multiple) Resource Schedule Timeline includes all assignments of the resources for which you have the authority to view. It also includes the assignment statuses and the availability of the resources. If a resource has multiple assignments with different statuses for the same time period, then the color of the bar is determined first by the status, and then by the number of hours, if both the assignments have the same number of hours. The order or precedence for the statuses is as follows: - Overcommitted - Confirmed Assignment - Confirmed Administrative Assignment - Provisional Assignment - Requirement Scheduled Role Timeline includes the schedule and status of a particular project role. Roles Chapter 8 - Page 36

317 Agenda Roles Chapter 8 - Page 37

318 Team Templates Team Templates This slide describes team templates that you can apply to create project requirements. The graphic on the slide depicts the roles on sample computer and construction team templates that you can apply to a project to create predefined sets of requirements. Roles on a computer team template can be DBA, developer, and business analyst, whereas those on a construction team template can be operator, engineer, and site supervisor. 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. With the proper authority, such as Project Super User, you can create team templates for general use on any project. Roles Chapter 8 - Page 38

319 Applying Team Templates Applying Team Templates This slide describes how to apply team templates. The graphic on the slide depicts how the effective dates on a team template for the DBA role are used to determine project requirement dates. The Effective Dates of a team template indicate the period of time during which a template can be applied to projects, regardless of the project actual start date. Values in the Calendar and Work Type fields provide defaults for the requirements on the template. The Role List is the list of roles that you can select for each requirement on the team template. In addition to requirements, you can add subteams to the template that also will be created on a project once the template is applied. The team template start date and the dates of the template requirements are relative dates used to determine the time periods of the requirements when the team template is applied to an actual project. The template start date is compared with the start date of the project and the dates of the associated requirements shift by a set number of days. You can apply the team template from the Apply Team Template page accessible through the Schedule Resource page. Or, if your selected project template has an associated team template, then it is applied during project creation. Roles Chapter 8 - Page 39

320 Agenda Roles Chapter 8 - Page 40

321 Project Organization Roles Project Organization Roles This slide describes project organization roles that you use to enable external organizations participate on a project. The graphic on the slide depicts an example of how customers and partners from external transportation, audit, and safety organizations can participate on your airport construction project via project organization roles. You can assign project roles to organizations. This enables both external team members and external organizations to participate and collaborate on your projects. You can create roles for two types of organizations: Customer organizations Partner organizations Organization roles are used to describe the type of role an organization will play on a project. Organization roles enable you to: Add team members from an external organization to a project. Keep track of all organizations and individual team members with roles on a project. Track billing accounts on a project by customer organization. Roles Chapter 8 - Page 41

322 Organization roles enable external organizations to participate and collaborate on your projects. When you add an external organization to a project, you must select a customer or partner project role for the organization. There are two predefined project organization roles: Customer Organization and Partner Organization. You can create additional organization roles. For example, if you are a real estate developer, you may want to create partner organization roles to reflect the type of role that the organization will play on a project, such as Manufacturer, Safety, or General Contractor. When you add an external organization to a project and the external organization is a partner in a new venture, you can assign the organization a role on the project that is more descriptive than just Partner. Adding External Organizations to Projects All external organizations are defined as parties in the Trading Community Architecture (TCA). When you add an external organization to a project, you must select a customer or partner project role for the organization. If the organization has a customer role on the project, you can maintain a list of billing accounts from the organization that belong to the project. Adding Team Members from External Organizations to Projects You can add both internal and external team members on a project using the Add Team Members page. You can navigate to this page through either the Team Members page or the Organization Details page. Adding team members from the Team Members page enables you to add people from any organization. But adding people from the Organization Details page enables you to choose only people from the organization for which you are viewing details. Note: You can only add internal team members to your project as scheduled team members, and not external team members. Associating Billing Accounts from Customer Organizations to a Project You can associate billing accounts from customer organizations with a project. Billing accounts enable you to track billing information related to the participation of customer organizations in projects. Add Billing Accounts page: You use this page to specify a billing account name and number and enter work and billing site address for the account. You can also define the relationship of the billing account to the project and its percentage of contribution to the project. Billing Account Details page: Through this page, you can view and update the basic billing account information, define another project to which to bill, and specify the currency (and currency rate type) of the billing invoice. You can also create and maintain a list of billing contacts in the Contacts section. Roles Chapter 8 - Page 42

323 Summary Roles Chapter 8 - Page 43

324 Roles Chapter 8 - Page 44

325 Project and Organization Security Chapter 9 Project and Organization Security Chapter 9 - Page 1

326 Project and Organization Security Chapter 9 - Page 2

327 Project and Organization Security Project and Organization Security Chapter 9 - Page 3

328 Objectives Project and Organization Security Chapter 9 - Page 4

329 Agenda Project and Organization Security Chapter 9 - Page 5

330 Project and Organization Security Project and Organization Security This slide describes project security mechanisms. The graphic on the slide depicts the Oracle Projects security mechanisms of responsibility, project role, organization authority, and multiple organization access. Oracle Projects uses an integrated set of security mechanisms to control function and data access within Projects applications. These mechanisms include: Responsibility-Based Security Role-Based Security Organization Authority Multiple Organization Access Control Oracle Projects enables you to set up a responsibility based enterprise security architecture that provides all users function security access at the application level that is based on their responsibility. You can also implement an extended project security mechanism based on project and organization roles. You can use role based security to grant users function security over project and resource information. Role based security also enables you to give users different amounts of function security access on different projects, based on their project roles. You can also control the access to a project based on the status of the project. This allows you Project and Organization Security Chapter 9 - Page 6

331 to have more flexibility in securing or allowing what functions your project team members have throughout the different statuses of your project. Organization authority enables you to specify security access for users at an organizational level when their position requires them to oversee all of the projects or resources within one or more organizations. Organization authority can provide access to all projects, all resources, all forecasting, or all utilization information for the specified organization. Multiple Organization Access Control (MOAC) enables you to enter and process transactions in two or more operating units without switching responsibilities. Security Check Process When attempting to perform an action or view data in Oracle Projects, a security check process is invoked. Using the security mechanisms, this process searches for the appropriate permissions to allow you to perform the requested action or view the data/information. For an example of the security check process, see Oracle Project Fundamentals. Project and Organization Security Chapter 9 - Page 7

332 Quiz Answers: 1, 2, 3 Project and Organization Security Chapter 9 - Page 8

333 Function Security Function Security This slide describes security mechanisms that control project functions that users can perform. Function security is the building block of Oracle Projects security. All of Oracle Projects security mechanisms are built upon function security. Responsibility based security, role-based security, and organization security all determine the sets of functions that are available to users. Function security controls which of those functions the users can perform. Detailed information about function security in Oracle Projects can be found in Function Security, Oracle Projects Implementation Guide. For detailed information about function security in Oracle applications, see the Oracle Applications System Administrator s Guide. Project and Organization Security Chapter 9 - Page 9

334 Quiz Answers: 1 Additional Information - A menu is a hierarchical arrangement of functions and menus of functions.. Project and Organization Security Chapter 9 - Page 10

335 Menus Menus This slide describes the use of menus in ensuring project security. The graphic on the slide depicts the PA_SU_ALLOCATIONS menu that groups the allocation rules and run functions and the autoallocations submenu of the autoallocation workbench and status functions. A menu is a hierarchical arrangement of functions and menus of functions. Each responsibility has a menu assigned to it. You can only assign one menu to a responsibility or role at a time. The exception to this rule is when you use role-based security by project status. In this case you create separate function menus for each project status and then assign each of these menus to an individual role. With role based security in Oracle Projects, you assign menus to roles. A menu defines the list of functions that are available to a role or responsibility. Menus can use submenus to organize large groups of functions. A "full access" responsibility with a menu that includes all the functions in an application is predefined for each Oracle Applications product. You can define rules to exclude specific functions or menus of functions to restrict the functionality a responsibility provides. After you save your changes in this form, a request is submitted to compile the menu data. Project and Organization Security Chapter 9 - Page 11

336 For additional information about defining menus, see the Oracle Applications System Administrator's Guide. Project and Organization Security Chapter 9 - Page 12

337 Users Users This slide describes application users and the process of creating them. The graphic on the slide depicts how you enter username, password, password change attempts, user start and end dates, and assigned responsibilities to define a new application user DGray. An application user is an authorized user of Oracle Applications and Oracle Self Service Applications. An application username uniquely identifies each application user. You allow a new user to sign on to Oracle Applications by defining an application user. An application user has a username and a password. You define an initial password, and then the first time the applications users signs on, they can change their password. When you define an application user, you assign to the user one or more responsibilities. If you assign only one responsibility, the user, after signing on, immediately enters an application. If you assign two or more responsibilities, the user, after signing on, sees a window or page listing available responsibilities. Define new users using the Users window. For additional information about defining users, see the Oracle Applications System Administrator's Guide. Project and Organization Security Chapter 9 - Page 13

338 Agenda Project and Organization Security Chapter 9 - Page 14

339 Responsibilities Responsibilities This slide describes the responsibilities that you can assign to an application user. The graphic on the slide depicts the components of a responsibility which are data group, request security group, menu, and menu exclusions. A responsibility is a level of authority in Oracle Applications that lets users access only those Oracle Applications functions and data appropriate to their involvement in an organization. When you define an application user, you assign to the user one or more responsibilities. A responsibility determines which applications functions a user can use, which reports and concurrent programs the user can run, and which data those reports and concurrent programs can access. When a user logs in, one of two things occurs: If the user is assigned only one responsibility, the user immediately enters an application. If the user is assigned two or more responsibilities, the user sees a window or page listing available responsibilities that can be assigned to a user. All Oracle Applications products are installed with predefined responsibilities. You can also define additional responsibilities as part of your security strategy. Responsibilities cannot be deleted. To remove a responsibility from use, set the Effective Date s To field to a past date. Project and Organization Security Chapter 9 - Page 15

340 Defining Responsibilities Specify the following information to define a responsibility: Data Group (required) - A Data Group specifies the Oracle Application database accounts to which a responsibility's forms and concurrent programs connect. Request Security Group (optional) - A request group lists the concurrent programs, including requests and request sets that a responsibility can run. When a request group is assigned to a responsibility, it is referred to as a request security group. You can define a request group and assign it to a responsibility to limit the reports available (providing only a subset) to a group of users. Request groups an include: -All the reports and concurrent programs owned by an application -Individual concurrent requests -Request sets -Stage functions Menu (required) - A menu is a hierarchical arrangement of application functions (forms) that displays in the Navigate window. Menus can also point to non form functions (subfunctions) that do not display in the Navigate window, but that define the range of application functionality available for a responsibility. Each responsibility is associated with a menu. Function and Menu Exclusions (optional) - Exclusions modify a responsibility's access to the forms and functions specified by a menu. For additional information about defining responsibilities, see the Oracle Applications System Administrator's Guide. Project and Organization Security Chapter 9 - Page 16

341 Responsibility-Based Security Responsibility-Based Security This slide describes the profile options that you can use to grant cross-project and crossresource information access. Oracle Projects supports three levels of security access for responsibilities that grant cross project and/or cross resource information access. Profile Option PA: Cross-Project User - View No If the profile option is set to No, you will not be able to view projects across multiple operating units. Yes - Cross project users with view all projects access can view all projects across multiple operating units, whether or not they are defined as a team member or have organization authority on those projects. You can provide view all projects access by setting the PA: Cross Project User View profile option to Yes at the site, responsibility, or user levels. By default the PA: Cross Project User View profile option value is set to Yes at the site level. You can change the site level value or set values at the responsibility and user levels to customize the default cross project view privileges. Users associated with a cross business group access security profile can view projects across all business groups in your enterprise. Project and Organization Security Chapter 9 - Page 17

342 Profile Option PA: Cross-Project User - Update No If the profile option is set to No, you will not be able to update all projects across multiple operating units. Yes - Cross project users with update all projects access can update all projects across multiple operating units, whether or not they are defined as team members or have organization authority on those projects. Users can only update information on the project if the project belongs to the same operating unit as the responsibility the user has used to log in. You can provide update all projects access by setting the PA: Cross-Project User- Update profile option to Yes at the responsibility level. By default, users with view all projects and update all projects access can view summary labor cost information. Profile Option PA: View All Project Resources No If the profile option is set to No, you will not be able to view all project resources across multiple operating units. Yes - Cross project users with view all project resources access can view all project resources across multiple operating units, whether or not they are defined as team members or have organization authority on those projects. You can provide view access by setting the PA: View All Project Resources profile option to Yes at the responsibility or user level. Setting this profile to Yes enables users to view all resources in Oracle Projects and perform resource related functions, as granted by their responsibilities. The default value for this profile option is Yes for the Project Super User responsibility. This profile option is generally reserved for super users who need cross project and cross-organization access. Project and Organization Security Chapter 9 - Page 18

343 Oracle Projects Predefined Responsibilities Oracle Projects Predefined Responsibilities This slide describes predefined html and non-html Oracle Projects responsibilities. The graphic on the slide depicts the html projects responsibilities of operations, project, resource, and staffing managers, project administrator, project super user, and tem member and the non-html responsibilities of project manager and project costing, billing and implementation super users. A set of responsibilities is predefined in Oracle Projects. These responsibilities have the following high level default functions: Operations Manager The operations manager is responsible for managing the operations of projects within an organization or a group of organizations. Performs project reviews Performs team reviews Generates and reviews project forecasts Generates and reviews resource utilization Project Manager The project manager is responsible for the overall successful execution of a project. Project and Organization Security Chapter 9 - Page 19

344 Creates and maintains projects Creates and maintains the project workplan Creates and maintains project schedules Creates and maintains the project budget Creates and maintains project forecasts Searches for resources and interviews candidates Accesses notifications Manages issue and change management documents Project Administrator The project administrator assists the project manager in executing the administrative functions of a project, particularly related to collecting and inputting information into the project system. Sets up project workplans and project schedules Funds projects Administrates customer purchase orders and requisitions Approves contracts Manages project budget Resource Manager The resource manager is responsible for one or more resources. Manages resource schedules Creates administrative assignments for resources Performs requirement searches and nominates candidates. Reviews resource details Accesses notifications Staffing Manager The staffing manager coordinates staffing for a group of resources and/or projects, typically for a given set of organizations. Creates and maintains project team roles for a project manager Performs resource searches and nominates candidates Reviews resource schedules Searches for requirements Accesses notifications Team Member (Resource) A team member is assigned to a project team to perform specific functions on that project. Views assigned projects, issue and change documents, and tasks, and takes action upon these items as required Enters own administrative assignments Searches for requirements and nominates self as candidate Views own resource details Accesses notifications Project and Organization Security Chapter 9 - Page 20

345 Project Super User The Project Super User can view and update everything on all projects and everything related to all resources. Project Costing Super User The Project Costing Super User has the ability to view and update costing information for all projects. This responsibility enables use of the non HTML architecture within Oracle Projects. Project Billing Super User The Project Billing Super User has the ability to view and update billing information for all projects. This responsibility enables use of the non HTML architecture within Oracle Projects. Projects Implementation Super User The Project Implementation Super User has the authority to perform all tasks related to the implementation of Oracle Projects. This responsibility enables use of the non HTML architecture within Oracle Projects. Project Manager (non HTML architecture) The non HTML architecture Project Manager role enables project managers (see previous definition of this responsibility) to use non HTML architecture windows within Oracle Projects. Project and Organization Security Chapter 9 - Page 21

346 Project Security Extension Project Security Extension This slide describes how you can use the project security client extension to implement security business rules. The graphic on the slide depicts how an operations manager can use the project security client extension to view statuses of all capital projects. The project security client extension enables you to implement your business rules for project and labor cost security. The project security extension applies to responsibility based security only. This extension applies only to Oracle Projects windows and not to reports. Examples of rules that you can define with this extension are: Only users who belong to the project organization can access the project. Certain responsibilities can view or update only capital projects. Project and Organization Security Chapter 9 - Page 22

347 Quiz Answers: 2 Additional Information The project security extension applies to responsibility based security only, and enables you to implement your business rules for project and labor cost security.. Project and Organization Security Chapter 9 - Page 23

348 Security Profiles Security Profiles This slide describes security profiles that you can assign to a responsibility to control access to organizations and employees. The graphic on the slide depicts how you can assign the Global HR security profile to the Project Super User responsibility and the Vision Corporation HR security profile to the Project Administrator, Vision Services responsibility. When you use responsibility based security, you must assign a security profile to each responsibility. Security profiles control which organizations and employees are accessible to a responsibility. You associate each security profile with an organization hierarchy. The organization hierarchy determines the relationships between your organizations. Standard security profiles are used for viewing information contained in a single business group and global security profiles are used for accessing information across business groups. The type of security profiles you define depends upon how your system is configured: If you have configured your system for single business group access, you must set up standard security profiles and standard organization hierarchies. If you have configured your system for cross business group access, you must set up global security profiles and global organization hierarchies. Profile Options and Security Profiles Project and Organization Security Chapter 9 - Page 24

349 HR: Enable Security Groups - Use this profile option to control whether you use security groups within security. - Change the default to Yes at the application level only if your enterprise is using Cross Business Group Responsibility security. If you change the default to Yes, you must run the Enable Multiple Security Groups process. HR: Security Profile - Use this profile option to point your responsibility to a specific business group. You can see/update the profile at the responsibility and Site levels only. Project and Organization Security Chapter 9 - Page 25

350 Agenda Project and Organization Security Chapter 9 - Page 26

351 Multiple Organization Access Control (MOAC) Multiple Organization Access Control This slide describes multiple organization access control (MOAC) assigned to a single responsibility. The graphic on the slide depicts how MOAC enables users with the Projects, Vision Services USA responsibility to work in both the Vision Services and the Vision Project Manufacturing operating units. The multiple organization access control feature enables users to enter and process transactions in two or more operating units without switching responsibilities. Project and Organization Security Chapter 9 - Page 27

352 Providing MOAC Providing MOAC This slide describes how you grant multiple organization access control (MOAC). The graphic on the slide depicts how you specify the operating units of Vision Services and Vision Project Manufacturing when defining a security profile in Oracle Human Resources and then assign this new security profile to the MO: Security Profile profile option at the responsibility level for the Projects, Vision Services USA responsibility. You must define a security profile in Oracle HRMS and assign it to the profile option MO: Security Profile at the responsibility level to provide multiple operating unit access to a responsibility. You can use individual operating units and organization hierarchies with organizations classified as operating units while defining the security profile. Users associated with responsibilities that have been set up in this manner can enter and process transactions in multiple operating units without changing their responsibility. If the MO: Security Profile option grants a responsibility access to an operating unit that does not have Oracle Projects implemented, then that operating unit will not be displayed in the operating unit list of values on the Projects windows or pages. However, the operating unit list of values in the Implementation Options window will display all the operating units that the user can access. You can implement Oracle Projects for an operating unit in that window. Project and Organization Security Chapter 9 - Page 28

353 Note: If you add operating units to or delete operating units from a security profile, you must run the Security List Maintenance program (PERSELM) in Oracle Human Resources. Project and Organization Security Chapter 9 - Page 29

354 MO: Operating Unit and MO: Security Profile MO: Operating Unit and MO: Security Profile This slide describes the two profile options MO: Security Profile and MO: Operating Unit that you can use to grant multiple organization access to responsibilities. The MO: Security Profile or MO: Operating Unit profile options determine the list of operating units the user has access to for a responsibility. When you have access to more than one operating unit based on the operating units assigned to the profile option MO: Security Profile, you can define the MO: Default Operating Unit profile option. This profile option determines the default operating unit that will be displayed in the Operating Unit field. If the profile option MO: Security Profile is not defined, then the operating unit assigned to the MO: Operating Unit profile option is used as the default operating unit. If the profile option MO: Security Profile is defined, and a responsibility has access to only one operating unit through this profile option, users with that responsibility will see that operating unit as the default operating unit. Note: The MO: Operating Unit profile option was used in earlier versions of Oracle Projects that did not include Multiple Organization Access Control. When you set the MO: Security Profile option for a responsibility, it overrides the MO: Operating Unit value. But if you do not Project and Organization Security Chapter 9 - Page 30

355 set any value for MO: Security Profile option, you still need to define MO: Operating Unit profile option. Project and Organization Security Chapter 9 - Page 31

356 Agenda Project and Organization Security Chapter 9 - Page 32

357 Role-Based Security Role-Based Security This slide describes the user access on a project that is governed by the project role. The graphic on the slide depicts how a user can have different roles on different projects such as consultant on project A, project manager of project B, and billing supervisor on project C, and how each role has its own level of access. Role based security enables you to control user actions on a specific project based on the user s current role on the project. Every project team member has a role. The security granted to a role is in effect for the duration of the role on the project. A user can have different roles on different project teams, and these roles can give the user different amounts of security access. With role based security, you assign menus to roles, and menus are in turn comprised of security functions. This security provides more flexibility than the responsibility based security mechanism. With role based security, you define project roles for your entire enterprise. Unlike responsibility based security, roles are not specific to any operating group or business group. You can play different roles on different projects and can therefore have different security access for different projects. Project and Organization Security Chapter 9 - Page 33

358 Your role defines the functions that you can perform on a project. Role based security provides a means of controlling your access based upon the role you currently play on a project. Role based security overrides responsibility based security for individual users. The system applies responsibility based security to users who have not been assigned project roles, as well as to users who have project roles without corresponding function menu assignations. For example, you can assign a user a Consultant role for Project A, a Project Manager role for Project B, and a Billing Supervisor for Project C. Since the three roles are associated with different menus, the user can have different role based security access on each project. Note: Role-based security works only in the Self-Service pages. Project and Organization Security Chapter 9 - Page 34

359 Associating Security to a Role Associating Security to a Role This slide describes how you can assign menus and functions to a role to define the level of control. The graphic on the slide depicts how assigning the team member role menu to a consultant role on a project enables the user in that role to create his own project list, access the Project Home page, and view Workplan pages. Role based security offers multiple levels of control. You can determine the amount of detail for the security levels. The available levels are: Roles Menus Functions Role based security enables you to control access to functions on a project based on the role the user plays on a project team. Under role based security, menus are assigned to roles. The access assigned to a role is available to the user for the duration of the user s role on the project. The system considers roles that have menus assigned to them to be secured roles. Unsecured roles, roles without a menu assigned to them, use the responsibility menu to determine their security access. Project and Organization Security Chapter 9 - Page 35

360 Role-Based Security by Project Status Role-Based Security by Project Status This slide describes how you can use project status in addition to menus to control user access for a role. The graphic on the slide depicts how you use project role and project status to limit the actions a user can perform on a project. When you set up role based security for a role by associating it with a menu, you can optionally include an additional layer of security control based on project status. This additional security layer enables you to use the status of the project as another way of determining access to specific functions related to that project. For example, you can give project managers the ability to update assignment rate information for projects while they are in the sales pipeline with a "submitted" status, and then prevent them from updating that information after those projects are approved. Once the projects are approved, your project s financial managers should own the ability to update that information. When you use standard role based security, you define one security menu for each role. The security menu controls function security for all projects, regardless of their project status. When you use role based security by project status, you can define multiple security menus for each role: one menu for each project status value. This enables you to control function security Project and Organization Security Chapter 9 - Page 36

361 by both role and project status. You can use either the system project status values or a set of user defined project status values. You are not required to define a security menu for every project status value. If a project status value does not have a menu associated with it, the system uses the security menu associated with the role. You set up role based security by project status at the role level, on an individual role by role basis. This functionality enables you to set up role based security by project status for some roles and not others. Project and Organization Security Chapter 9 - Page 37

362 Quiz Answers: 1, 2, 3 Project and Organization Security Chapter 9 - Page 38

363 Predefined Project Roles Predefined Project Roles This slide describes predefine project roles and menus. The graphic on the slide depicts the predefined project roles of project manager and project staffing owner. Project Manager The Project Manager can access all functions for the project. Project Staffing Owner The Project Staffing Owner is the default owner and primary contact for the advertised job requirements on the project, and is listed on notifications and e mails sent for advertisements. This role is different from a staffing manager. A staffing manager is the primary staffing contact for an entire organization, as opposed to a single project. Project Staffing Owner is also the primary contact for project assignments. Project and Organization Security Chapter 9 - Page 39

364 Project Access Level Project Access Level This slide describes access levels of secured and enterprise that you can set for a project or template to control access in addition to roles such as team member or guest. The graphic on the slide depicts how all employees can view enterprise project information for a project with the enterprise access level whereas a guest role menu may grant access to only a specified portion of the enterprise. You can use access levels to control who can search for and view projects and project templates. You set access levels for projects and project templates on the Basic Information page. You can use the Update Project Access Level concurrent program to update the access level of several projects at once. If you have the appropriate authority on a project you can set one of the following access level values for it: Secured Secured indicates that the project can be viewed by users with either secured or unsecured roles on the project and by users with organization authority roles. Users with responsibilities that give them view all projects or update all projects access can also access secured projects. Enterprise Project and Organization Security Chapter 9 - Page 40

365 Enterprise indicates that any employee user in your enterprise, regardless of his/her role, responsibility, project assignment, or organization authority, can view the project. A guest role menu determines what enterprise project information users can view. Your implementation team can modify the guest role menu to increase or decrease the amount of access users have to enterprise project functions. Project and Organization Security Chapter 9 - Page 41

366 Agenda Project and Organization Security Chapter 9 - Page 42

367 Organization Authority Organization Authority This slide describes how role-based security at the organization level or organization authority eliminates the need to assign roles to users for data access. The graphic on the slide depicts how project authority grants the user Amy Marlin access to all projects for Services East and Services West, while resource authority grants her resource and staffing manager access to all the resources of Cleveland Manufacturing. You do not have to assign roles to users with organization authority. Organization authority provides access to all projects, resources, forecasting, and utilization information for the specified organization. Organization authority is essentially role based security at the organization level. The types of organizational authority are: Project Authority - The user can perform all project manager functions on all projects in the organization. Resource Authority - The user can view and update information for all resources in the organization. The user can also assign resources to any project within the organization. Utilization Authority Project and Organization Security Chapter 9 - Page 43

368 - The user can calculate and view utilization for all resources in the organization. You must specify each organization for which a user has organization authority and then specify what type of authority the user gets for those organizations. Organization authority does not acknowledge organization hierarchies. For example, if a user has resource authority over a top organization, the user does not automatically have resource authority for all organizations subordinate to that top organization. You must specify each organization over which the user has resource authority. Primary Contacts For Resource Authority and Forecast Authority, you can specify a primary contact to handle cases where more than one person has authority for an organization. This person receives workflow notifications for assignment approval of organization resources. Each organization can have only one resource or forecast primary contact. Project and Organization Security Chapter 9 - Page 44

369 Summary Project and Organization Security Chapter 9 - Page 45

370 Project and Organization Security Chapter 9 - Page 46

371 Page Layouts Chapter 10 Page Layouts Chapter 10 - Page 1

372 Page Layouts Chapter 10 - Page 2

373 Page Layouts Page Layouts Chapter 10 - Page 3

374 Objectives Page Layouts Chapter 10 - Page 4

375 Agenda Page Layouts Chapter 10 - Page 5

376 Overview of Page Layouts Overview of Page Layouts This slide describes how you can configure and use page layouts for maximum impact on their audience. The graphic on the slide depicts how project managers can select and configure the display of information for a higher level of direction and focus to the team. Page layouts display and highlight different views of project information. For example, as project owners, project managers are responsible for project progress. They need information that enables them to evaluate the health of their projects. Task managers are responsible for work execution and change management. They need access to workplan and task information. Page layouts contain sections that you can configure for different views. For each page layout you define the following attributes: Type: The type of page layout. Name: A unique identifier of the page layout. Sections: Each page layout consists of ordered Sections. Some sections have been predefined for your use. You can also configure sections to show selected information. Links: Links can be displayed on each page. Links provide easy access to related project information. Links are available on all pages except the Status Report page. Page Layouts Chapter 10 - Page 6

377 Quiz Answers: 1, 2, 3 Page Layouts Chapter 10 - Page 7

378 Page Layout Types Page Layout Types This slide describes some of the available page layout types in Oracle Projects. The graphic on the slide depicts the Oracle Projects page layout types of Project Home, Project Overview, Project Status Report, Task Overview, Task Progress Additional Information, and Team Member Home for each of which you can configure your own page layouts. The following page layout types are available: Project Home - This page layout type displays information to all project stakeholders when they access a specific project. Project Overview - This page layout type displays an overview of the project and includes project information needed by all project team members and interested parties. The information on this page can also be accessible to people outside the project team. Project Status Report - This page layout type determines information to be displayed on the status report for a project. Multiple status report types can be associated with each project, allowing Page Layouts Chapter 10 - Page 8

379 different recipients to receive different status report information depending on the page layout associated with the status report. Task Overview - This page layout type displays an overview of the task information that is available to all project team members and interested parties. The information on this page is also accessible to people outside the project team. Task Progress Additional Information - This page layout type displays information used by task managers in reporting task progress. A different format of the displayed information can be selected for each unpublished task in a project. Team Member Home - This page layout type displays information for use by individual team members. Using Team Member Home, team members can easily access information for which they are part of, such as issues, tasks, and change documents. The information displayed is across projects, and the information contained in each page is personalized for individual use. The format of the Team Home page can be different for each site, user, or responsibility, and is set by a profile option called PA: Team Home Page Layout. Page Layouts Chapter 10 - Page 9

380 Page Layout Types Page Layout Types This slide describes some more of the available page layout types in Oracle Projects. The graphic on the slide depicts the Oracle Projects page layout types of Performance Overview, PTD Summary, PTD Analysis, Resource Summary, and Task Summary for each of which you can configure your own page layouts. Performance Overview - This page layout type displays information used by project managers to manage project performance. Period-To-Date Summary and Period-To-Date Analysis - The period-to-date summary page layout type displays performance information for the project by prior period, period-to-date, quarter-to-date, year-to-date and from the start of the project till date. The period-to-date analysis page layout type reports performance for the same periods of the project, but for a selected task or resource. Resource Summary and Task Summary - The resource summary and task summary page layout types use the hierarchy of resources in the resource breakdown structure or the hierarchy of tasks in the work breakdown structure to display performance information by resources or tasks. Page Layouts Chapter 10 - Page 10

381 Page Layout Types Page Layout Types This slide describes the last few of the available page layout types in Oracle Projects. The graphic on the slide depicts the Oracle Projects page layout types of Resource Analysis, Task Analysis, Period Summary, and Period Analysis for each of which you can configure your own page layouts. Resource Analysis and Task Analysis - The resource analysis and task analysis page layout types display performance information for a resource by the tasks marked against the resource, or for a task by the resources working on the task. Period Summary and Period Analysis - The period summary page layout type displays performance information for the project by period whereas the period analysis page layout type reports performance for a task or resource by period. Page Layouts Chapter 10 - Page 11

382 Sections Sections This slide describes sections and how they can be used in page layouts. The graphic on the slide depicts the available Oracle Projects sections for project, workplan, tasks, issues, change document, financial, and resource information that you can select to determine the content of a page layout. Some sections are predefined and can be selected for use in page layouts. Sections display the following types of information: Project - Project information pertains to the project as a whole. Display of project information outside the project context is not possible. In addition to the predefined sections, you can configure User Defined Attribute sections to display specialized project information. Workplan - Workplan information pertains to a set of tasks. Information can be rolled up from a group of tasks, or it can be a list of tasks that have something in common. In addition to the predefined sections provided, you can configure the following two types of sections to display different views for workplan information. Page Layouts Chapter 10 - Page 12

383 Tasks - Task information pertains to a single task. You can include task information sections in only task related page layouts. In addition to the predefined sections provided, you can configure User Defined Attribute sections to display specialized task information. Issues - Sections containing issue information display a number of issues that may meet specified criteria such as priority or status. In addition to the predefined sections, you can configure sections to display different views of issue information according to the needs of your organization, in List format. Change Document - Sections containing change document information display a number of change documents that have something in common. In addition to the predefined sections, you can configure sections to display different views of change document information according to the needs of your organization, in List format. Financial - Financial information is displayed in predefined Summary sections that display the cost, labor hours, and profitability of the project in summary format. Financial Information sections cannot be configured. Resource - The two resource information sections display resource information for open resource requirements and any future resource changes. Resource information sections cannot be configured. For a list of the predefined sections for each page layout type, see the "Oracle Projects Implementation Guide." In addition to the predefined sections, you can configure the following sections for your organization needs: Personalized Lists of tasks, issues, and change documents User Defined Attributes sections Task Gantt sections Page Layouts Chapter 10 - Page 13

384 Personalized List Sections Personalized List Sections This slide describes the sections that you can personalize and use in page layouts. The graphic on the slide depicts the cross-project list sections that you can use for the Team Home page and the inside project list sections that you can use on the Project Home, Status Report, and Project Overview pages. Using standard personalization features, you can, as a system administrator, define List sections for use in page layouts. List sections are comprised of lists of issues, change documents, or tasks that have something in common. These sections can contain information from one project or across multiple projects. Single and Cross Project Views In project specific views, list views are always in context of that project. In cross project views, task, issue, and change document lists are displayed in the context of a user s ownership. These views are only displayed on Team Home page layouts. Personalized List sections that you define can be included in page layouts. To create a Personalized List section 1. Ensure that the "Create Seeded Personalizations" and "Personalize Self Service Definition" profile options are enabled. Page Layouts Chapter 10 - Page 14

385 2. Select a project or create a new project. 3. Select the Personalize Table link under the Task table, Issues tables, Change Request, Change Order, or Change Document tables. 4. Select a Personalization Level of User to create a public view. 5. Select Create View from the Personal Views page. 6. In the Create View page, enter the information for the new view. 7. Select Apply. Note: You can use views that you create from the Team Member Home page in only Team Member Home page layouts. You cannot use single project views in Team Member Home page layouts. Page Layouts Chapter 10 - Page 15

386 User-Defined Attributes Sections User-Defined Attribute Sections This slide describes the sections that you can use in page layouts for which you can define, enter, and maintain user-defined attributes. The graphic on the slide depicts the project attributes section that you can use for the Project Home, Status Report, and Project Overview pages and the task attributes that you can use for the Task Overview, Task Progress, and Additional Information pages or page layout types. User defined attributes enable you to define, enter, and maintain information unique for your organization at the project and task level. For example, as an aircraft manufacturer you can use this functionality to create a set of attributes that associate aircraft specifications with specific manufacturing projects. The attributes are grouped together to form attribute groups. For example, you can have attribute group of Engine Specifications containing attributes of weight, length, size and color of the engine. The attribute groups are linked to project and tasks by attribute contexts. User defined attributes groups are associated with attribute contexts. The association can be either at the project level or task level not both. Attribute contexts are defined by their context type. The context type identifies the projects or tasks with which an attribute context is associated. Page Layouts Chapter 10 - Page 16

387 There are four context types: Project Type, Task Type, Class Category, and Class Code. For example, you can have the following context types associated with attribute groups of Engine Specifications and Engine Prototypes: Project Type: Time and Materials Task Type: Design Class Category: Aircraft Engines Class Code: Commercial and Government You create and maintain page regions for an attribute context. The page regions display the attribute groups associated with the attribute context. For example, you can create a page region called Engine Information that displays the attribute groups of Engine Specification and Engine Prototype. When you define page layouts, you can add the available user defined attribute page regions to your page layouts. Project level user defined attribute page regions are available for Project Overview, Project Home, and Project Status Report page layouts. Task level user defined attribute page regions are available for Task Overview, and Task Progress Additional Information page layouts. Like the pre defined page layout sections, User Defined page regions can also be displayed as sections or links. Attribute contexts for user defined page region determine whether the page region can be displayed as a section for a page layout. For example, you have a Project Type attribute context of Time and Materials added to a page region (A), and a Project Type attribute context of Fixed Cost added to a page region (B). If you create a page region (A) and associate it with a page layout, you can only display the page layout for a project with a Project Type Time and Materials. You cannot display the page layout for a project type Fixed Cost. For additional discussion regarding user-defined attributes, see the lesson titled "User-Defined Attributes." Page Layouts Chapter 10 - Page 17

388 Gantt Sections Gantt Sections This slide describes Gantt sections that you can add to specific page layouts. The graphic on the slide depicts how you can add Gantt sections to the Project Home, Project Overview, and the Task Overview pages. Gantt charts show graphical representations of data. They display the task schedule, progress, resource, and comparison between date sets. When you define page layouts you can add Gantt regions as sections. Gantt views can only be created for a group of tasks in a single project and therefore cannot be used on the Team Member Home page. Gantt sections are only applicable for Project Home, Project Overview, and Project Status Report page layouts. In addition to the predefined Gantt sections provided, you can create new sections for use in page layouts. To create Gantt sections 1. From the Project Super User responsibility, select the Gantt Sections link. 2. From the Gantt Sections page choose a Section Name and select a Style, Tasks, Scale, and Rows for each section created. Page Layouts Chapter 10 - Page 18

389 - Although the section definition provides a default selection of task, view, and scale attributes, users can access detailed controls from each Gantt to configure it for different views from each predefined section. 3. Select Apply. Page Layouts Chapter 10 - Page 19

390 Quiz Answers: 1, 2, 3 Page Layouts Chapter 10 - Page 20

391 Project Shortcut Links Project Shortcut Links This slide describes shortcut menus and links in Oracle Projects. The graphic on the slide depicts how you can use predefined shortcuts in the Project Home Library of Shortcuts or the Default Project Shortcut Menu for quick access to information in the Project, Resources, Workplan, Control, and Financial tabs. Using standard menu functionality in the System Administrator responsibility, you can define a variety of shortcut menus using the Menus window. By tying together submenus, you can create a hierarchical shortcut menu with a maximum of three levels. The lowest level menu is always the shortcut link. For detailed information about the operation of the Menus window, see the Oracle Applications System Administrator s Guide. Shortcut links are composed of user functions and are therefore subject to role based security. This enables you to control link access based on the role of a user on a project. For example, you can make the Add Team Members link visible only to project managers and other users whose role includes the ability to perform this function. In addition, certain links are subject to product licensing. You cannot associate a section both as a link and as a section on the same page. Project Home Shortcut Links and Menus Page Layouts Chapter 10 - Page 21

392 Oracle Projects provides predefined shortcuts for quick access to information under the following five tabs: Project, Resources, Workplan, Control, and Financial. Oracle Projects also delivers the following two predefined shortcut menus: Project Home Library of Shortcuts: This menu contains all available shortcuts. Default Project Shortcut Menu: This menu contains a default set of shortcuts for the Project Home page. This set of links is a subset of the total set of links available in the Project Home Library of Shortcuts menu. For a list of the entire range of available shortcuts for Oracle Projects, refer to the Oracle Projects Implementation Guide. Page Layouts Chapter 10 - Page 22

393 Quiz Answers: 2 Additional Information - Oracle Projects provides predefined shortcuts for quick access to information under the Project, Resources, Workplan, Control, and Financial tabs. Page Layouts Chapter 10 - Page 23

394 Predefined Page Layouts Predefined Page Layouts This slide describes some of the predefined page layouts and sections. Oracle Projects provides a number of predefined page layouts. You cannot change the predefined page layouts. The predefined page layouts and their sections are listed below: Default Project Home Page Layout - Open Notifications - Phases - Cost - Tasks Estimated to Finish Late Default Project Home Page Layout for Resource Management - Open Notifications - Open Resource Requirements - Upcoming Resource Changes Default Project Overview Page Layout - Customer Details Page Layouts Chapter 10 - Page 24

395 - Directory Default Project Home Personalization - Key Performance Area Summary - Worklist - Phases - Open Notifications - Tasks Estimated to Finish Late - Deliverable Due - In Trouble Issues - High Priority Change Orders - Cumulative Planned Value, Earned Value and Actual Cost - Cost - Financial Performance Default Project Status Report Page Layout - Project Information - General Progress - Document Attachments - Phases - In Trouble Issues Default Team Home Personalization - Assigned Actions - Owned Work - Open Notifications - Task Assignments - Deliverables Due - In Trouble and At Risk Tasks - Open Issues - Open Change Documents Default Team Member Home Page Layout - Open Actions - Open Issues - Open Change Documents - Open and Upcoming Tasks - Open Notifications Page Layouts Chapter 10 - Page 25

396 Predefined Page Layouts Predefined Page Layouts This slide describes more of the predefined page layouts and sections. Default Task Summary Page Layout - Cost - Profitability - Earned Value Default Task Summary Page Personalization - Effort - Cost and Effort - Other Measures Default Task Resource Analysis Page Layout - Cost - Profitability Default Task Overview Page Layout - General Page Layouts Chapter 10 - Page 26

397 - Current Schedule - Current Progress Default Task Progress Additional Information Page Layout - General Information Default Task Analysis Page Personalization - Effort - Cost and Effort - Other Measures Default Performance Overview Page Layout (for contract projects) - Cost - Earned Value - Effort - Financial Performance - Revenue - Billing and Collection - Backlog - Billability Default Performance Overview Page Layout (for capital projects) - Cost - Earned Value - Effort - Capital Cost Default Performance Overview Page Layout (for indirect projects) - Cost - Earned Value - Effort Page Layouts Chapter 10 - Page 27

398 Predefined Page Layouts Predefined Page Layouts This slide describes the last few predefined page layouts and sections. Default Resource Summary Page Layout - Cost - Profitability Default Resource Summary Page Personalization - Effort - Cost and Effort - Other Measures Default Resource Task Analysis Page Layout - Cost - Profitability Default Resource Periodic Analysis Page Layout - Cost - Profitability Page Layouts Chapter 10 - Page 28

399 Default Resource Period-to-Date Analysis Page Layout - Cost - Profitability Default Resource Analysis Page Personalization - Effort - Cost and Effort - Other Measures Default Periodic Summary Page Layout - Cost - Profitability Default Period-to-Date Summary Page Layout - Cost - Profitability Page Layouts Chapter 10 - Page 29

400 Configuring a Page Layout Configuring a Page Layout This slide describes the process of creating a page layout by selecting from predefined components. The graphic on the slide depicts the steps in creating a page layout: selecting page layouts, page layout type, page layouts setup method, and adding sections, and links. You can configure your own page layouts in Oracle Projects. You can choose the sections and specify the order in which they are displayed. For some page layouts, you can also select links and project shortcuts. To create a page layout: 1. From the Project Super User responsibility, select Page Layouts. 2. Select one of the page layout types from the Create Page Layout selection list. 3. Select the Setup Method of Page Layouts and Click Go. 4. On the Create Page Layout page, enter the information for the new layout. 5. Optionally, add page sections. 6. Optionally, and if applicable to the type of page layout, add links. You can create multiple configurations of each page layout type. However, you can only use one configuration per project (or, in the case of Team Home page, one per person). Page Layouts Chapter 10 - Page 30

401 Using the OA Personalization Framework Using the OA Personalization Framework This slide describes the process of creating a page layout using personalization. The graphic on the slide depicts the steps in personalizing a performance page layout: selecting page layouts, page layout type, personalization setup method, adding, removing, or rearranging sections, managing page layout activation levels, and updating shortcut links. You can create a page layout using the OA personalization framework. To create a page layout using the OA Personalization framework: 1. From the Project Super User responsibility, select Page Layouts. 2. Select any performance page layout (Performance Overview, PTD Analysis etc.), Team Member Home, or Project Home from the Create Page selection list. 3. Select Setup method of Personalization and Click Go. 4. On the Choose Personalization Context page, select Page as a scope of the personalization and a function level. Leave all other fields blank. Note: When you create a Team Member Home page, ensure that the function for personalization has the object type as Team Member Home. To ensure that the Page Layouts Chapter 10 - Page 31