TRAINING MANUAL

Project Accounting Responsibilities Project Expenditure Inquiry Analysis and Reporting Tasking Customizing the Presentation of Data

(Revised March 2003)

____________________________________________________________

Copyright 2001 University of San Diego. All rights reserved.

Copyright 2001 by the University of San Diego. Revised 2003. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission.

Copyright 2001 University of San Diego. All rights reserved.

Project Accounting Responsibilities Project Expenditure Inquiry Analysis and Reporting Tasking Customizing the Presentation of Data Appendix

Copyright 2001 University of San Diego. All rights reserved.

Table of Contents
Chapter 1 Project Accounting Responsibilities
Responsibility Assignments USD Project Management . USD Project Maintenance . USD Project Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 13 14 15

Chapter 2 Project Expenditure Inquiry

Expenditure Transactions . . . . . . . Transaction Details . . . . . . . . Summary of Expenditure Definitions . . . Reviewing Project Expenditures . . . . . Exporting Project Expenditures . . . . . . . . . . . . . . . . . . . . . . . . . 22 23 24 26 2 10

Chapter 3 Analysis and Reporting

Overview of Analysis and Reporting . . . . . . . . Definition of Project Status Inquiry. . . . . . . . . Project Summary Amounts . . . . . . . . . . . Functionality of Project Status Inquiry . . . . . . . Project Status Columns. . . . . . . . . . . . Using Project Status Inquiry . . . . . . . . . . Project Status . . . . . . . . . . . . . . Commitments . . . . . . . . . . . . . . . Commitment Status . . . . . . . . . . . . Resource Lists . . . . . . . . . . . . . . . Task Status . . . . . . . . . . . . . . . . Actuals . . . . . . . . . . . . . . . . . 32 33 34 35 36 37 38 3 11 3 13 3 15 3 17 3 19

Chapter 4 Tasking
Overview of Oracle Project Costing . . . . . . . . Overview of Project Concepts . . . . . . . . . . Key Members . . . . . . . . . . . . . . 42 43 44

Copyright 2001 University of San Diego. All rights reserved.

Table of Contents
Chapter 4 Tasking (Continued)
Entering Tasks . . . . . . . . . Task Numbering and Naming . . . . . Changing the Task Information . . . . Changing the WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 4 10 4 11 4 12

Chapter 5 Customizing the Presentation of Data

Customizing the Presentation of Data . . . . . . . Creating a Navigation Top Ten List . . . . . . . . Exporting Data to Excel . . . . . . . . . . . Basic Business Needs of a Folder . . . . . . . . . Creating a New Folder Definition . . . . . . . . The Folder Tools . . . . . . . . . . . . . Saving and Opening a Folder Definition . . . . . . . Recovering the Original Default Folder Definition . . . . Deleting a Folder Definition . . . . . . . . . . 52 53 55 59 5 10 5 12 5 14 5 16 5 18

Appendix Project Status Inquiry Cheat Sheet

Copyright 2001 University of San Diego. All rights reserved.

Project Accounting Responsibilities

CHAPTER 1

Chapter 1 Page 1

Copyright 2001 University of San Diego. All rights reserved.

RESPONSIBILITY ASSIGNMENTS
Selecting A Responsibility Once you have used the sign-on form to begin the logon process, you must tell the system what type of access you will be using. A responsibility is a predefined set of data, menus, and forms that defines your particular level of authority while using the system. For example, a department head may wish for one employee to access the electronic purchase requisitioning features but not the departments overall budget expenditures detail. Such limited access is controlled through the use of predetermined responsibilities.

Responsibility Assignments Each user has at least one responsibility and several users can share the same responsibility. The Universitys system administrator assigns responsibilities in conjunction with the Accounting Department. If you are assigned just one responsibility, you will not see the Responsibility window. You will go right into the Navigator window for your assigned responsibility. If your sign-on opens a Responsibilities window, use one of the following methods to select a responsibility: Use the up and down arrows to select a value and press return on your keyboard. Use your mouse to select a value and click OK. Double-click a highlighted value to choose it.

Chapter 1 Page 2

Copyright 2001 University of San Diego. All rights reserved.

USD PROJECT MANAGEMENT

The implementation team has designed three Project Accounting responsibilities that enable access to a departments expenditures and budget information: USD Project Management, USD Project Maintenance, and USD Project Viewer.

USD Project Management Primarily responsible for monitoring and analyzing cost and budget information within assigned projects. Can view project budget and actual expenditures within Project Status Inquiry screens and can drill-down to detailed accounts payable invoice information in support of transactions affecting assigned projects. Works in conjunction with the Accounting Department to ensure accurate reporting for assigned projects. Can modify Task structure within assigned projects. Can view detailed payroll information by line item.

Fig. 1.1.

Chapter 1 Page 3

Copyright 2001 University of San Diego. All rights reserved.

USD PROJECT MAINTENANCE

USD Project Maintenance Assists assigned Project Managers in the maintenance and analysis of cost and budget information within assigned projects. Can view project budget and actual expenditures within Project Status Inquiry screens and can drill-down to detailed accounts payable invoice information in support of transactions affecting assigned projects. Works in conjunction with the Accounting Department to ensure accurate reporting for assigned projects. View payroll costs in total for each project.

Fig. 1.2.

Chapter 1 Page 4

Copyright 2001 University of San Diego. All rights reserved.

USD PROJECT VIEWER

USD Project Viewer Can view project budget and actual expenditures within Project Status Inquiry screens and can drill-down to detailed accounts payable invoice information in support of transactions affecting assigned projects.

Fig. 1.3.

Chapter 1 Page 5

Copyright 2001 University of San Diego. All rights reserved.

Project Expenditure Inquiry

CHAPTER 2

Chapter 2 Page 1

Copyright 2001 University of San Diego. All rights reserved.

EXPENDITURE TRANSACTIONS
Expenditures are charged to a project to record actual work performed and costs incurred. Expenditures can also be charged as committed costs, which are those costs you can expect to incur in the future. The following transactions are recorded against a project to reflect work performed or costs incurred: Actual Costs Labor Costs Expense Reports Supplier Invoices Burden Costs from Burden Transactions created from Labor expenditure items

Committed Costs Requisitions Purchase Orders Unposted Supplier Invoices

Chapter 2 Page 2

Copyright 2001 University of San Diego. All rights reserved.

TRANSACTION DETAILS
Transaction Details Each project transaction must be charged to a projects lowest-level task Each project transaction is recorded with these attributes: P O E T S = = = = = Project Organization Expenditure Type Task Source of Funds

Units of measure (UOM) = units defined by expenditure type Quantity = the quantity of units incurred

Chapter 2 Page 3

Copyright 2001 University of San Diego. All rights reserved.

SUMMARY OF EXPENDITURE DEFINITIONS

Terminology of Transactions Oracle Project Accounting uses these terms for transactions: Expenditure Item: The smallest unit of expenditure charged to a project and task. The POETS combination is used for Expenditure Items initiated by Requisitions, Expense Reports, Check Requests, Petty Cash Reimbursements, and Invoices. Expenditure Type: An implementation-defined classification of cost to which Expenditure Items are assigned. Expenditure Types are grouped into different categories. Expenditure Category: An implementation-defined grouping of expenditure types by type of cost. For example, Printing represents an Expenditure Category that contains the sum of Expenditure Types Printing Brochure, Printing Catalog, Printing General and Printing Promotional. Expenditure Categories at the University of San Diego are: Labor Related Salary Administrative Salary Instruction Salary Instruction PT Salary Staff Salary Staff PT Salary Premium Salary Student Salary FWS CWO Salary FWS Overrun Salary Grad Instructor Salary Grad Assistant Salary Stipend Salary Shift Differential Salary Language Differential Burdened Benefits

Chapter 2 Page 4

Copyright 2001 University of San Diego. All rights reserved.

SUMMARY OF EXPENDITURE DEFINITIONS

Non-Labor Related Advertising Agency Automotive Awards and Trophies Books Collection Costs Commencement Contract Services Copying and Duplicating Cost of Sales Entertain Promotion Equipment Expense Credit Faculty Dev Insurance Interlibrary Loan Leases Library Acquisitions Membership Dues Miscellaneous Expenses Outside Lecturers Overages and Shortages Postage Printing Professional Dev Professional Fees Recruiting Relocation Costs Rental Repairs and Maintenance Student Aid Supplies Telephone Travel Employee Travel Student Utilities

Chapter 2 Page 5

Copyright 2001 University of San Diego. All rights reserved.

REVIEWING PROJECT EXPENDITURES

Oracle Project Accounting Navigation ! Expenditures ! Expenditure Inquiry ! Project To Find Project Expenditure Item ! Enter Project and Task Numbers Button ! Find Project Expenditure Items

Fig. 2.1. Enter Project Number here Enter Task Number here

Chapter 2 Page 6

Copyright 2001 University of San Diego. All rights reserved.

REVIEWING PROJECT EXPENDITURES

Expenditures charged to a project can be viewed using the Project Expenditure Items window. Within the Project Expenditure Items Inquiry window, the following columns are available to view data values: Project and Task Expenditure Type and Expenditure Item Date Employer/Supplier Quantity Unit of Measure (UOM) Burdened Cost Expenditure Organization Source of Funds By clicking on the Item Details button in the Project Expenditure Items window, it is possible to drill down further in order to evaluate Expenditure Items in the Oracle General Ledger (GL) and Payables modules.

Fig. 2.2. Cost Distribution Lines: This allows you to view the debit and credit GL accounts charged for raw and burdened costs for each individual Expenditure Item. Note the GL account is created based on the POETS string that costs are originally assigned. It is also possible to view other information about the cost lines such as: Project Accounting and GL period; the transfer/interface status, and the rejection reason if transaction could not be interfaced. AP Invoice: This allows you to view an invoice overview form in Oracle Payables. This option is only enabled for Expenditure Items with Expenditure Type class of Supplier Invoices.
Chapter 2 Page 7

Copyright 2001 University of San Diego. All rights reserved.

REVIEWING PROJECT EXPENDITURES

How to Review Project Expenditures Using Project Mode Option 1. Enter a project number. In the Project mode expenditure inquiry, you are required to enter a project number or project name in the Find Project Expenditure Items window before you can execute the query. The system will allow you to select only projects that you are authorized to see. 2. Enter a task number. 3. Click the Find Button. 4. Review Results.

Fig. 2.3. Note that you must click on the Totals button to total columns (where available). Totals are not automatic since each query can return different types of results.

Chapter 2 Page 8

Copyright 2001 University of San Diego. All rights reserved.

REVIEWING PROJECT EXPENDITURES

5. Select additional search criteria if necessary. You can limit your search and pull up more specific results by using additional search criteria. Options include Supplier Name, Date Range, etc.

Fig. 2.4.

Chapter 2 Page 9

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

You can export project expenditures to Microsoft Excel by following these steps: From the Project Expenditure Items window, select File from the top menu, and then Export, as highlighted in the following screenshot:

Fig. 2.5.

Chapter 2 Page 10

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

When exporting from Oracle for the first time, please following these one-time steps: 1) After selecting File and then Export, a small box will appear with four buttons, one of which is Pick App. Click on the Pick App button.

Fig. 2.6.

Click here!

Chapter 2 Page 11

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

2) 3) 4) 5) 6) 7) 8) 9)

Another small box will appear with a tab marked Browse. Clink on Browse. Using your mouse, select the C:\ drive. Look for and double-click on the Program Files folder. Look for and double-click on the Microsoft Office folder. Look for and double-click on the Office folder. Using your scroll bar at the bottom to guide you to the right, double-click on the EXCEL.EXE program. You will automatically be returned to the Browse window. Click on OK. Now you will notice a large, gray box. Select Open It and hit OK. Microsoft Excel should now appear on your screen similar to Figure 2.6 below.

Once you complete the above ten steps successfully one time, any future exporting from Oracle will bring you directly to step 9) above.

Fig. 2.7.

Chapter 2 Page 12

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

You may auto-fit the columns by highlighting all columns, and selecting Format from the top menu and then Columns, and Auto-Fit. You may sort the rows by highlighting exported rows beginning with row three, and selecting Data from the top menu and then Sort. If you wish to sum any of the columns exported, you must reposition the - sign to the front of any numbers exported as a credit (or negative), in order for Excel to sum the column correctly.

Chapter 2 Page 13

Copyright 2001 University of San Diego. All rights reserved.

Analysis and Reporting

CHAPTER 3

Chapter 3 Page 1

Copyright 2001 University of San Diego. All rights reserved.

OVERVIEW OF ANALYSIS AND REPORTING

Effective project control depends on accurate and timely review of project-related data. Oracle Project Accounting provides: Timely access to project costs through an integrated, online reporting tool called Project Status Inquiry; and The means to create meaningful, user-specified, project management reports using the Oracle data engines (e.g., tables, views, etc.).

Strategy for Analysis and Reporting Reporting answers to project concerns is neither standard nor straightforward. Each office and department at the University of San Diego has its own performance metrics. Each office and department at the University of San Diego has its own priority of questions to answer. Oracle Project Accounting is the central data repository to help the University of San Diego answer its project control questions. The Oracle Project Accounting strategy is to provide easy access to the data. Summary amounts of data Drilldown capability to display and access summary amounts using Project Status Inquiry Views to simplify access to data structures

Chapter 3 Page 2

Copyright 2001 University of San Diego. All rights reserved.

DEFINITION OF PROJECT STATUS INQUIRY

Definition of Project Status Inquiry Project Status Inquiry is the Oracle Project Accounting powerful online feature for project status tracking. With Project Status Inquiry (PSI), you can review the current status of your projects and then drill down for a more detailed review of a project and its tasks.

Project Status Inquiry Features Limit your search for projects by entering search criteria. Drill down from the highest level (project) to the lowest level (lowest task expenditures). Control the type of information that Oracle Project Accounting displays by using custom folder definitions. View summary information by project, task, and resource. View detailed commitment and actual expenditure information from the lowest level tasks and task resource status levels. Export information from any Project Status window to a Microsoft Excel spreadsheet.

Chapter 3 Page 3

Copyright 2001 University of San Diego. All rights reserved.

PROJECT SUMMARY AMOUNTS

Project Summary Amounts You can maintain various levels of project summary amounts for costs, commitments, and budget amounts by project, task, and resource. Oracle Project Accounting maintains to-date amounts as follows: - Month-To-Date (MTD) - Year-To-Date (YTD) - Inception-To-Date (ITD) - Prior Period (PP) After costs are accumulated and posted, the Accounting Department first refreshes all projects so that you may view updated cost summary data within your project on a daily basis. Cost information updated daily includes Accounts Payable check runs, and purchase requisition and purchase order processing. Since this data is summarized within your project on a daily basis, you will always have the most updated information. There are certain data interfaces that will continue to be posted once per month during the month-end accounting close. These interfaces include recharges from Telecommunications, Bookstore, Catering, and the Print Shop. Other monthly interfaces include data stemming from the Cashier and Student Accounts Receivable information systems. Cost data related to these interfaces will be reflected within your project once the Accounting Department completes their normal month-end close (roughly around the 10th business day of each month).

Chapter 3 Page 4

Copyright 2001 University of San Diego. All rights reserved.

FUNCTIONALITY OF PROJECT STATUS INQUIRY (PSI)

PSI Drilldown Capabilities

Project Status window

Project Info window Resource Status window

Commitment Details window

Task Status window

Task information window Commitment Details window Resource Status window Expenditure Inquiry window

Lowest Task

Commitment Details window Expenditure Inquiry window AP Invoice Overview window

Fig. 3.1.

Chapter 3 Page 5

Copyright 2001 University of San Diego. All rights reserved.

PROJECT STATUS COLUMNS

You can specify the data elements you wish to view when using your PSI screen. Oracle Project Accounting has up to thirty-four columns for each status window (Project Status, Task Status, and Resource Status windows): four text columns and thirty numeric columns. The following columns can be found within each default status window at the University of San Diego: Project / Task / Resource Project Name / Task Name / Resource Name Over Budget Indicator MTD Actual Costs MTD Commit Costs MTD Total Costs Monthly Budget MTD Variance YTD Actual Costs YTD Commit Costs YTD Total Costs YTD Budget YTD Variance ITD Actual Costs ITD Commit Costs ITD Total Costs ITD Budget ITD Variance PP Actual Costs PP Commit Costs PP Total Costs PP Budget PP Variance (10) Unused Columns Summarization Exceptions

Chapter 3 Page 6

Copyright 2001 University of San Diego. All rights reserved.

USING PROJECT STATUS INQUIRY

Start

Project Status Inquiry

(1) Inquire on a Project (2) Review Task level information (3) Review Committed Expenditures (4) Review Actual Expenditures (5) Review Resource List Status

End

Fig. 3.2.

Chapter 3 Page 7

Copyright 2001 University of San Diego. All rights reserved.

PROJECT STATUS
Oracle Project Accounting Navigation ! Project Status ! Project Status Inquiry Enter Project Number ! Find Project Status Project Status Window You can use the Project Status window to view project-level summary amounts.

Fig. 3.3. You must enter at least one piece of information into the Find Project Status search form before clicking the Find button. Individuals with USD Project Management, Project Maintenance or Project Viewer responsibilities may query all Projects for which security has been enabled.
Chapter 3 Page 8

Copyright 2001 University of San Diego. All rights reserved.

PROJECT STATUS
What If You Cannot Find Your Project in PSI? PSI retrieves and displays data that is summarized by a concurrent process called: The PRC: Update Project Summary Amounts Process If there are no totals for your project or you are unable to find it, it is possible that the above process has not been executed. Contact the Accounting Department to trouble shoot problems such as these.

Where do the columns in PSI come from? Your Oracle Project Accounting implementation team initially defines column prompts for the Project Status, Task Status, and Resource Status windows. After implementation, user groups can redefine column display using customized Folder Tools (See Chapter 5).

Chapter 3 Page 9

Copyright 2001 University of San Diego. All rights reserved.

PROJECT STATUS
Retrieving Your Project for Cost Analysis 1. Within the Find Project Status window enter your project number in the appropriate field and press the Find button. 2. Review the results, which should be similar to the example below:

Fig. 3.4. Project Status Window From this global level, you may choose to review the results in greater detail: Commitments Resource Status Task Status

By pressing on the Project button, you can view details relating to the setup of your project.
Chapter 3 Page 10

Copyright 2001 University of San Diego. All rights reserved.

COMMITMENTS
Oracle Purchasing Oracle Payables Oracle Project Accounting

Enter Requisition

Create Supplier Invoice

Collect Cost in Oracle Projects

Create Purchase Order

Committed Costs

Actual Costs

Fig. 3.5.

Project-related requisitions and purchase orders are recorded to track committed costs. Committed costs are outstanding expenses that have not yet been incurred but are expected (committed) to be incurred in the future. Committed costs include: Outstanding Requisitions Outstanding Purchase Orders Unposted Supplier Invoices

Chapter 3 Page 11

Copyright 2001 University of San Diego. All rights reserved.

COMMITMENTS
Viewing Commitments View commitment amounts online using your PSI screen. Drill down to Oracle Purchasing to see supporting commitment details for the commitment summary amounts at the lowest task level or task resource status level. Drill down from the Task Status window in PSI to the Oracle Payables Invoice Overview window. Oracle Project Accounting provides views against tables in Oracle Purchasing and Oracle Payables to help you easily report committed costs for a project.

Viewing Actuals Actuals are expenditure items that have been recorded as costs incurred within a project. (i.e., Labor Costs, posted Supplier Invoices, Expense Reports, etc.).

What is the Total Cost? The total cost is the cost that project managers are required to track and monitor against their budget. Total costs give you the overall view of a projects spending status. To calculate the total cost, use the following formula: Total Cost = Committed Costs + Actual Costs At the University of San Diego there are columns within the Project Status window that sum commitment costs and actuals. This is also available at the task and task resource status levels.

Chapter 3 Page 12

Copyright 2001 University of San Diego. All rights reserved.

COMMITMENT STATUS
Oracle Project Accounting Navigation ! Project Status ! Project Status Inquiry Enter Project Number ! Find Button ! Commitments Button ! Find Commitment Details Commitment Status Window Executing the Commitments button at the overall project level allows you to review all expenses to which your project has committed. 1. To view commitments for your project, press the Commitments button on your Project Status window. The query box below will then appear. You do not have to enter any search criteria if you wish to display all outstanding commitments for your project. If you wish to display all commitments, simply press Find with nothing entered in any of the fields. If you wish to narrow down your commitment search (e.g., by supplier), enter any search data within the query box and press Find.

Fig. 3.6.

Chapter 3 Page 13

Copyright 2001 University of San Diego. All rights reserved.

COMMITMENT STATUS
2. Review the results.

Fig. 3.7. This form is exportable to Microsoft Excel. For complete directions on exporting forms to Excel, please refer to Chapter 2.

Chapter 3 Page 14

Copyright 2001 University of San Diego. All rights reserved.

RESOURCE LISTS
Oracle Project Accounting Navigation ! Project Status ! Project Status Inquiry Enter Project Number ! Find Button ! Resource Status Resource Status

Fig. 3.8. Resource Status Window The Resource Status window slices your total project costs by expenditure category. Expenditure categories are also known as resources. This window also displays your total project budget by individual expenditure category (or resource). As explained further in Chapter 2, the expenditure types you use in the POETS coding of your transactions are combined and summarized within appropriate expenditure categories.

Chapter 3 Page 15

Copyright 2001 University of San Diego. All rights reserved.

RESOURCE LISTS
Viewing the Resource List Status 1. From your Project Status window, press the Resource Status button. 2. Review the results.

Fig 3.9.

Chapter 3 Page 16

Copyright 2001 University of San Diego. All rights reserved.

TASK STATUS

Oracle Project Accounting Navigation ! Project Status ! Project Status Inquiry Enter Project Number ! Find Button ! Task Status Task Status

Fig. 3.10. Task Status Window The Task Status window slices your total project costs by individual task. Specifically, the Task Status button from the Project Status window drills down to the task level of the project, and shows task totals at the top task level. These tasks can be expanded to reveal subtask levels (where applicable) by double clicking next to the task number in the task field.

Chapter 3 Page 17

Copyright 2001 University of San Diego. All rights reserved.

TASK STATUS

From the Task Status window, you may further executive queries for each individual task highlighted by the blue marker, by pressing the Commitments, Resource Status, or Actuals buttons. If you select the Resource Status button for an individual task, you may continue to execute the Commitments or Actuals buttons to query all commitments or actual expenditures associated with any one tasks resource.

Chapter 3 Page 18

Copyright 2001 University of San Diego. All rights reserved.

ACTUALS
Oracle Project Accounting Navigation ! Project Status ! Project Status Inquiry Enter Project Number ! Find Button ! Task Status ! Place Blue Marker on Appropriate Task Button ! Actuals Button ! Find Expenditure Item Details

Expenditure Item Details

Project Actuals To view project actual costs, you must navigate to the Task Status window by pressing Task Status at the overall project level (i.e., from the Project Status window). From the Task Status window, press the Actuals button. Note that after pressing Find, actual costs will display for the task highlighted with the blue marker on the Task Status window. If you have created subtasks for your project, you must execute the Actuals button from the lowest-level task on the Task Status window. 1. Select the lowest level task within which you would like to view actual expenditures. In the case below, the lowest level task is the Default Task 00 and it is denoted for selection with the blue marker to the left. 2. Press the Actuals button. See Fig. 3.11. on next page.

Chapter 3 Page 19

Copyright 2001 University of San Diego. All rights reserved.

ACTUALS

Fig. 3.11.

Chapter 3 Page 20

Copyright 2001 University of San Diego. All rights reserved.

ACTUALS
3. A query box will appear that is entitled Find Expenditure Items. If you change nothing and press the Find button, all expenditures recorded as actual costs during the Project Accounting period (the PA Period) denoted will display for your task and subtask. The PA Period on the Find Expenditure Items form will always open with the latest open PA Period as the default. You may change the beginning and ending date range as needed, but remember to always include the selection of a PA Period within the search criteria prior to pressing Find.

Fig. 3.12.

Chapter 3 Page 21

Copyright 2001 University of San Diego. All rights reserved.

ACTUALS
4. Review Actuals.

Fig. 3.13. From this screen, you can click the AP Invoice button when available to view the AP Invoice for the expenditure. Remember to highlight the expenditure with the blue marker! The AP Invoice button will display a window that reflects that expenditures check number, the date the check was cut, and various other processing information. The AP Invoice button is only available for those expenditures with an expenditure class of Supplier Invoice. For further instruction on querying and reviewing actual expenditures, refer to Chapter 2. The Expenditure Item Details form is exportable to Microsoft Excel. For complete information on exporting forms to Excel, refer to Chapter 2. Additionally, customized Folder Tools are available for this form (See Chapter 5).

Chapter 3 Page 22

Copyright 2001 University of San Diego. All rights reserved.

Tasking
CHAPTER 4

Chapter 4 Page 1

Copyright 2001 University of San Diego. All rights reserved.

OVERVIEW OF ORACLE PROJECT COSTING

Oracle Project Costing allows you to do the following: Define projects and tasks. Track committed costs of requisitions, purchase orders and supplier invoices. Record and report costs against projects. Report project status online. Integrate with other Oracle and non-Oracle applications.

Cost Processing

Raw Cost

Burden Cost

Burdened Cost

Definition of Cost Processing

Costing is the processing of expenditures to calculate their raw cost. Raw Cost: Costs that are directly attributed to goods purchased and/or services rendered. Costs of doing business that support raw costs and cannot be directly attributed to work performed (i.e., benefits). Raw cost plus burden cost

Burden Costs:

Burdened Cost:

Chapter 4 Page 2

Copyright 2001 University of San Diego. All rights reserved.

OVERVIEW OF PROJECT CONCEPTS

Fig. 4.1. Project

Task 01

Task 02

Task 01.01

Task 01.02

Task 02.01

Task 02.02

Task 01.01.1

Task 02.02.1

Task 02.02.2

What Is a Project? A project is an activity or collection of activities. Projects that are created can be broken down into smaller more manageable units called tasks. Transactions that are created within Oracle Applications are designated a specific project and task number.

What Is a Work Breakdown Structure? A work breakdown structure (WBS) is the process of breaking a project down into more manageable activities called tasks. Essentially the WBS is a hierarchy of tasks. The WBS can be as simple or detailed as you want it to be. Oracle Project Accounting supports an unlimited WBS. You may define the WBS to be as simple or as detailed as you choose.
Chapter 4 Page 3

Copyright 2001 University of San Diego. All rights reserved.

KEY MEMBERS
Key Members Key members are employees who can: Enter and maintain project data. View cost details charged to the project (based on project responsibilities).

A primary project manager is defined for each project within the Key Member screen; however, multiple individuals may be assigned USD Project Management responsibilities over one project.

Chapter 4 Page 4

Copyright 2001 University of San Diego. All rights reserved.

ENTERING TASKS
Oracle Project Accounting Navigation ! Projects Button ! Find ! Place Blue Marker on Appropriate Project Button ! Open ! Notice Blue Marker is on Tasks Button ! Detail Tasks

How to Create Tasks The majority of projects at the University of San Diego were created with one task known as the Default Task 00. More detailed task structures may be created at the discretion of the Project Manager. Detailed tasks are created to track specific activities within a project. The screen shot above reflects the Task window where tasks and subtasks are created. Tasks are unique to one project. In other words, establishing a detailed task structure for one project does not mean another project may access the same task structure. If a similar task structure is to be created within multiple projects, it is necessary to create that task structure within each individual project. To create a task within your project: 1. Navigate to the Task window as outlined above. 2. Make sure your blue marker is placed to the left of the Default Task 00 line. To place your blue marker to the left of the Default Task line, simply click your mouse directly on the 00 field. 3. Press the Create Peer Task button. 4. Number your task. If you foresee the need for ninety-nine or less tasks within this project, number this new task 01. If you foresee the need for one hundred or more tasks within this project, number this new task 001. Tab to advance to the next field entitled Task Name.

Chapter 4 Page 5

Copyright 2001 University of San Diego. All rights reserved.

ENTERING TASKS
5. Type in the Task Name for this task. This field is limited to twenty characters. Tab to advance. 6. Type in the task Description. 7. The Start Date for this task will automatically populate with the date of this projects creation.

Your screen should now look similar to the one below.

Fig. 4.2.

Chapter 4 Page 6

Copyright 2001 University of San Diego. All rights reserved.

ENTERING TASKS
8. Now press the yellow diskette save button on the top tool bar. Your task has been saved into the data base once you notice the Transaction complete: 1 record applied and saved prompt at the bottom of your Oracle screen. To enter setup details regarding the task you have just created, make sure you blue marker resides to the left of the new task and then press the Options button. Select Task Detail by double-clicking on it in the Task Options window. Review and edit your tasks detailed information as illustrated below.

Fig. 4.3. Repeat the above procedures to create additional peer tasks to the Default Task 00. Using these procedures, tasks may appear to be out of numerical order. Tasks will be placed in the correct order upon navigating to this same screen from the main menu once all tasks have been created and saved. There is an unlimited amount of peer tasks to the Default Task 00 that you may create. The Default Task and its peer tasks are known as the top-level tasks to your project.

Chapter 4 Page 7

Copyright 2001 University of San Diego. All rights reserved.

ENTERING TASKS
How to Create Subtasks 1. Review all top-level tasks (i.e., peer tasks to the Default Task 00) 2. Click your mouse on the task number for which you intend to create subtasks. 3. Press the Create Subtask button. 4. Enter the subtask number. Be sure to begin the subtask number with the task number (e.g. Subtasks for Task 01 shall be named 01.01, 01.02, etc.). Tab to advance. Notice your subtask number indents under its owning task. 5. Enter the subtask name (20 characters maximum). 6. Enter the subtask description for the new subtask. 7. The Start Date for the new subtask will be inserted automatically from the start date of the project.

Fig. 4.4.

Chapter 4 Page 8

Copyright 2001 University of San Diego. All rights reserved.

ENTERING TASKS
8. Now press the yellow diskette save button on the top tool bar. Your subtask has been saved into the data base once you notice the Transaction complete prompt at the bottom of your Oracle screen.

Repeat the above procedures to create additional subtasks. Using these procedures, subtasks may appear to be out of numerical order. Subtasks will be placed in the correct numerical order upon navigating to this same screen from the main menu once all subtasks have been created and saved. There is an unlimited amount of subtasks per each task. You may also create an unlimited amount of subtasks to subtasks. The lowest task that you create for a project is known as the lowest-level task.

Chapter 4 Page 9

Copyright 2001 University of San Diego. All rights reserved.

TASK NUMBERING AND NAMING

Task Numbering and Naming Tasks are indented to indicate their location in the WBS. Task numbers can be modified unless transactions have been entered against the project. Once transactions have been charged to the project, the task number must be end dated and another one created. If the WBS has more than ten tasks but less than one hundred, you must always use a leading zero for single-digit numbers. Oracle Project Accounting displays your tasks as follows: 01, 02, ,10, 11.

Example: Structure

01

01.01

01.02

01.01.1

01.01.2

Fig. 4.5.

Chapter 4 Page 10

Copyright 2001 University of San Diego. All rights reserved.

CHANGING THE TASK INFORMATION

You can apply the following types of changes to a task definition: Unrestricted changes Task name Description Start date - Must be on or after project start date; will not change existing task attributes. Completion date - Must be on or before project completion date; will not change existing task attributes: Task manager Task service type

Conditional changes Task number - Change is allowed only before transactions are charged to a task. Chargeable check box - Change is allowed only at the lowest task.

Chapter 4 Page 11

Copyright 2001 University of San Diego. All rights reserved.

CHANGING THE WBS

You can make the following types of changes to the WBS: Adding a task - Can add any task without overrides or transactions. Deleting a task - Can delete any task without transactions, subtasks, or budget amounts. You will delete overrides when the task is deleted. Changing the task level - Cannot be done directly, but it can be done by creating a new desired structure. This may require the transfer of any items that are charged to old tasks.

Chapter 4 Page 12

Copyright 2001 University of San Diego. All rights reserved.

Customizing the Presentation of Data

CHAPTER 5

Chapter 5 Page 1

Copyright 2001 University of San Diego. All rights reserved.

CUSTOMIZING THE PRESENTATION OF DATA

Section Objectives At the end of this chapter, you should be able to: Create a personal navigator Top Ten List Export data to Microsoft Excel Customize the layout of data in a folder form Use the folder tool palette Manage folder definitions

Personalizing Your Access to Oracle Applications You can use several features of Oracle applications to enhance your proficiency in the system. Use a navigator Top Ten List to put your commonly used forms on your main menu or Navigator. Additionally, you can create a folder definition, which you can use to specify query criteria and rearrange the layout of a form. This chapter explains how to use these features to make your access to the system easier.

Chapter 5 Page 2

Copyright 2001 University of San Diego. All rights reserved.

CREATING A NAVIGATION TOP TEN LIST

Oracle Project Accounting Navigator

Fig. 5.1.

Chapter 5 Page 3

Copyright 2001 University of San Diego. All rights reserved.

CREATING A NAVIGATION TOP TEN LIST

The Navigator Window If there are forms that you use frequently, you can add them to a navigation Top Ten List located on the right side of the Navigator window. The Top Ten List displays your forms numerically so you can choose them instantly without having to search for them in the navigation list. You can add a maximum of ten forms to the Top Ten List and you can create a different Top Ten List for each responsibility to which you have access. A Top Ten List is unique for the responsibility and user sign-on combination that you use.

How to create a Navigation Top Ten List 1. Select a frequently used form from the navigation list by highlighting it in the Navigator window. 2. Press the arrow right button (in the middle of your Navigator window) to add that form to the Top Ten List. 3. To remove a form from your Top Ten List, highlight the item on the Top Ten List you wish to remove, and press the left arrow button. 4. To open a form on the Top Ten List, simply press the number on your keyboard corresponding to the Top Ten List form you wish to open.

Note: Sometimes the form that you add changes names when it appears in the top ten listing.

Chapter 5 Page 4

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

You can export project expenditures to Microsoft Excel by following these steps: From the Project Expenditure Items window, select File from the top menu, and then Export, as highlighted in the following screenshot:

Fig. 5.2.

Chapter 5 Page 5

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

When exporting from Oracle for the first time, please following these one-time steps: 1) After selecting File and then Export, a small box will appear with four buttons, one of which is Pick App. Click on the Pick App button.

Fig. 5.3.

Click here!

Chapter 5 Page 6

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

2) 3) 4) 5) 6) 7) 8) 9) Another small box will appear with a tab marked Browse. Clink on Browse. Using your mouse, select the C:\ drive. Look for and double-click on the Program Files folder. Look for and double-click on the Microsoft Office folder. Look for and double-click on the Office folder. Using your scroll bar at the bottom to guide you to the right, double-click on the EXCEL.EXE program. You will automatically be returned to the Browse window. Click on OK. Now you will notice a large, gray box. Select Open It and hit OK. Microsoft Excel should now appear on your screen similar to Figure 2.6 below.

Once you complete the above ten steps successfully one time, any future exporting from Oracle will bring you directly to step 9) above.

Fig. 5.4.

Chapter 5 Page 7

Copyright 2001 University of San Diego. All rights reserved.

EXPORTING PROJECT EXPENDITURES

You may auto-fit the columns by highlighting all columns, and selecting Format from the top menu and then Columns, and Auto-Fit. You may sort the rows by highlighting exported rows beginning with row three, and selecting Data from the top menu and then Sort. If you wish to sum any of the columns exported, you must reposition the - sign to the front of any numbers exported as a credit (or negative), in order for Excel to sum the column correctly.

Chapter 5 Page 8

Copyright 2001 University of San Diego. All rights reserved.

BASIC BUSINESS NEEDS OF A FOLDER

Oracle Applications Folder A folder is a special block in which the field and record layout may be customized. You can identify a folder from a regular block by noting that an Open Folder button appears in the upper-left corner of a folder block. Open Folder button denotes this form is a Folder

Fig. 5.5.

Whenever the Open Folder button appears, this means you may customize its layout, if you wish.

Chapter 5 Page 9

Copyright 2001 University of San Diego. All rights reserved.

CREATING A NEW FOLDER DEFINITION

Oracle Project Accounting Menu ! Folder ! New

Fig. 5.6. Folder Definitions You can create and save new folder definitions, or open and delete existing folder definitions. When you open a new folder definition, the layout for the new folder definition replaces the layout for the current folder definition.

Chapter 5 Page 10

Copyright 2001 University of San Diego. All rights reserved.

CREATING A NEW FOLDER DEFINITION

How to Create a New Folder Definition

Fig. 5.7. 1. From the menu, select Folder ! New. 2. Enter a new unique folder name. We suggest beginning the folder name with your initials such as PJ Folder. 3. Select Never for Autoquery frequency. Note: This is an advanced feature to use only if you want the folder to automatically query for a subset of records each time you open the folder definition. 4. Select Open as Default if you want this specific folder definition to open as your default each time you navigate to this folder for the first time after invoking the form. 5. Select Public if you want other Oracle users to have access to this folder definition. 6. Click OK when you are finished.

Chapter 5 Page 11

Copyright 2001 University of San Diego. All rights reserved.

THE FOLDER TOOLS

Using Folder Tools Oracle Project Accounting Menu ! Folder ! Tools Folder Tools

Once you have saved the folder under your new name, you may begin to make your customized changes as allowed by the Folder Tools window shown below. You may also right-click your mouse on a column heading to modify any columns title. Fig. 5.8. Save Folder New Folder Definition

Delete Folder Definition Open Folder Widen Field Hide Field Show Field

Shrink Field

Moves Current Field to the Left Moves Current Field Up

Moves Current Field to the Right

Moves Current Field Down

Chapter 5 Page 12

Copyright 2001 University of San Diego. All rights reserved.

THE FOLDER TOOLS

You can customize the presentation of data in a folder using the Folder Tools menu. MENU ITEM New Open Save Save As Delete Show Field Hide Field Move Right Move Left Move Up Move Down Widen Field Shrink Field Change Prompt Autosize All Show Order By DESCRIPTION Creates a new folder definition Opens a saved folder definition Saves changes to the current folder definition Saves the current folder definition to a new name Deletes an existing folder definition Displays a field that is currently hidden Hides the current field Moves the current field to the right Moves the current field to the left Moves the current field up (not always available) Moves the current field down (not always available) Increases the width of the current field Decreases the field of the current field Changes the prompt for the current field Adjusts all field widths proportionately to fill the window Toggles the display of the Order By Buttons so you can specify the sort order for the first three field columns Displays the query criteria for the current folder definition Erases the current query criteria Displays the folder tool palatte

View Query Reset Query Folder Tools

Copyright 2001 University of San Diego. All rights reserved.

SAVING AND OPENING A FOLDER DEFINITION

Oracle Project Accounting Menu ! Folder ! Save or Save As

To Save Changes to a Folder Definition 1. Select Folder ! Save to save any layout or query changes made to the current folder definition or choose Folder ! Save As to save the current folder definition under a new name. If there are any pending changes to the information in the folder, you will be prompted to commit the changes. 2. Click OK after you have completed the information requested in the Save Folder window.

If you save a folder definition to Open as Default and then open another folder definition and save that second definition also as Open as Default, the second definition is reset as the new default. If you modify a public folder definition in any way, saving it makes it a private folder definition.

Chapter 5 Page 14

Copyright 2001 University of San Diego. All rights reserved.

SAVING AND OPENING A FOLDER DEFINITION

Oracle Project Accounting Menu ! Folder ! Open

Fig. 5.9. To Open Another Folder Definition 1. Select Folder ! Open from the menu to load a predefined folder name. Or, click the Open Folder button located in the upper left corner of the folder block. 2. Select a private or public folder from the list window that is displayed, and click OK to replace the current folder definition with the new folder definition.
Chapter 5 Page 15

Copyright 2001 University of San Diego. All rights reserved.

RECOVERING THE ORIGINAL DEFAULT FOLDER DEFINITION

Oracle Project Accounting Menu ! Folder ! Save As

Fig. 5.10. Recovering the Original Default Folder Definition for a Folder Once you create a custom folder definition and made it your default for this folder, you can recover the original standard Oracle default folder. Note that if you like the original default folder attributes, give it a name and save it (without making any changes) before you create any new folder definitions. This way, you can open the original folder definition by choosing it from a list of all your predefined folder definitions.

Chapter 5 Page 16

Copyright 2001 University of San Diego. All rights reserved.

RECOVERING THE ORIGINAL DEFAULT FOLDER DEFINITION

How to Recover the Original Default Folder Definition 1. Menu ! Folder ! Save As. 2. Clear Open as Default in the Save As window. 3. Click OK when you are finished. 4. Navigate to this folder again to display the original default folder definition.

Chapter 5 Page 17

Copyright 2001 University of San Diego. All rights reserved.

DELETING A FOLDER DEFINITION

Oracle Project Accounting Menu ! Folder ! Delete

Fig. 5.11. Deleting a Folder Definition 1. Select Folder ! Delete. 2. Select a folder from the list that is displayed and click OK to delete the definition. Note that you can only delete folders you have created. If another user is referencing that folder definition as their Open as Default folder, that reference is deleted as well.
Chapter 5 Page 18

Copyright 2001 University of San Diego. All rights reserved.

** Appendix ** Project Status Inquiry Cheat Sheet (All steps below begin at your Navigator Screen in Project Accounting)
TO VIEW Snapshot of Overall Project Totals Project Status Project Status Inquiry Find Button This will show overall totals of all projects you are currently opened to view. Project Totals by Resource/Expenditure Group Project Status Project Status Inquiry Find Button Place mouse over project number you wish to view and click in field Resource Status Button Project Totals by Task Project Status Project Status Inquiry Find Button Place mouse over project number you wish to view and click in field Task Status Button Commitments Inquiry Project Status Project Status Inquiry Find Button Place mouse over project number you wish to view and click in field Use fields to narrow search or leave blank and hit Find to see all committed costs Query Actual Items for a Particular Resource/Expenditure Group Project Status Project Status Inquiry Find Button Place mouse over project number you wish to view and click in field Task Status Button Resource Status Button Place mouse over Resource Type you wish to see detail and click in field Hit Actuals button Change months to view whatever range you wish Query All Actual Items for an Entire Month or Range of Months Project Status Project Status Inquiry Find Button Place mouse over project number you wish to view and click in field Task Status Button Actuals Button Change months to view whatever range you wish Find Button

Copyright 2001 University of San Diego. All rights reserved.