Oracle Project Financial Planning. User's Guide Release

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1 Orace Project Financia Panning User's Guide Reease

2 Project Financia Panning User's Guide, Copyright 2012, Orace and/or its affiiates. A rights reserved. Authors: EPM Information Deveopment Team Orace and Java are registered trademarks of Orace and/or its affiiates. Other names may be trademarks of their respective owners. This software and reated documentation are provided under a icense agreement containing restrictions on use and discosure and are protected by inteectua property aws. Except as expressy permitted in your icense agreement or aowed by aw, you may not use, copy, reproduce, transate, broadcast, modify, icense, transmit, distribute, exhibit, perform, pubish, or dispay any part, in any form, or by any means. Reverse engineering, disassemby, or decompiation of this software, uness required by aw for interoperabiity, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, pease report them to us in writing. If this is software or reated documentation that is deivered to the U.S. Government or anyone icensing it on behaf of the U.S. Government, the foowing notice is appicabe: U.S. GOVERNMENT RIGHTS: Programs, software, databases, and reated documentation and technica data deivered to U.S. Government customers are "commercia computer software" or "commercia technica data" pursuant to the appicabe Federa Acquisition Reguation and agency-specific suppementa reguations. As such, the use, dupication, discosure, modification, and adaptation sha be subject to the restrictions and icense terms set forth in the appicabe Government contract, and, to the extent appicabe by the terms of the Government contract, the additiona rights set forth in FAR , Commercia Computer Software License (December 2007). Orace America, Inc., 500 Orace Parkway, Redwood City, CA This software or hardware is deveoped for genera use in a variety of information management appications. It is not deveoped or intended for use in any inherenty dangerous appications, incuding appications that may create a risk of persona injury. If you use this software or hardware in dangerous appications, then you sha be responsibe to take a appropriate fai-safe, backup, redundancy, and other measures to ensure its safe use. Orace Corporation and its affiiates discaim any iabiity for any damages caused by use of this software or hardware in dangerous appications. This software or hardware and documentation may provide access to or information on content, products, and services from third parties. Orace Corporation and its affiiates are not responsibe for and expressy discaim a warranties of any kind with respect to third-party content, products, and services. Orace Corporation and its affiiates wi not be responsibe for any oss, costs, or damages incurred due to your access to or use of third-party content, products, or services.

3 Contents Documentation Accessibiity Part I. Introduction to Project Financia Panning Chapter 1. About Project Financia Panning Overview of Project Financia Panning Vaue Proposition Key Features of Project Financia Panning Project Cassifications Indirect Capita Contract Provided Dimensions Account Project Project Eement Job Empoyee Asset Cass Asset Detai Predefined Eements Forms Business Rues Task Lists Menus Smart Lists Reports Project Financia Panning Roes Sampe Appication Assumptions Accessibiity Contents iii

4 Chapter 2. Getting Started Initia Product Impementation Tasks Appication Maintenance Tasks Loading Metadata and Data Securing Appications Creating and Initiaizing Project Financia Panning Appications Logging On and Accessing Project Financia Panning Part II. Administering, Managing, and Proposing Projects Chapter 3. Administering Projects About Process Project Administration Task List Tasks Viewing the Project Administration Task List Setting the Discount Rate and Tax Rate Setting Investment Criteria Entering Overhead Assumptions Cacuating Indirect Costs Cacuating Genera and Administrative Costs Setting Approva Status Importing Projects Setting KPIs for Projects Net Present Vaue (NPV) Intercompany About Intercompany Partnerships Process for Administering Intercompany Projects Estabishing Intercompany Partner Reationships Reviewing Intercompany Reconciiations Limitations of Intercompany Transactions Preparing Base Forecast Data Preparing Forecast Data With Assignment Detais Preparing Forecast Data Without Assignment Detais Cearing Forecast Data Chapter 4. Managing Existing Projects About Managing Projects Process for Managing Existing Projects Manage Existing Projects Task List Tasks Viewing the Managing Existing Projects Task Lists iv Contents

5 Reviewing Project Performance Reviewing Existing Projects Changing Project Status Moving Projects Performing Update Process Tasks Reviewing Project Expenses Reviewing Project Revenue (Contract Projects Ony) Reviewing Projects Cacuating Financia Statements Reviewing the Project Impact on Financia Statements Reviewing Project KPIs (Contract Projects Ony) Reviewing the Detaied Project Justification Reviewing the Project Score Reviewing Project Funding About Project Funding Process for Funding Projects Modifying Funding Requests Reviewing Aocated Funds Submitting the Pan for Approva Chapter 5. Proposing New Projects About About Capita Projects About Contract Projects About Indirect Projects Process Process for Proposing New Capita Projects Process for Proposing New Contract Projects Process for Proposing New Indirect Projects Propose New Project Task List Tasks Viewing the New Project Proposa Task Lists Entering New Project Detais Adding a Project Deeting a Project Changing Project Status Moving Projects Reconciing a Project Performing Expense Panning Adding Labor Contents v

6 Adding Equipment Adding Materia and Other Resources Entering Direct Project Expenses Appying Overheads Reviewing Indirect and Genera and Administrative Aocated Expenses Reviewing Tota Expenses Performing Revenue Panning (Contract Projects Ony) Entering Revenue Drivers - Cost Pus Entering Revenue Drivers - Time and Materias Entering Revenue Drivers: Unit Price Entering Direct Project Revenue Reviewing Financias Cacuating Financia Statements Reviewing the Impact on Financia Statements Reviewing Project KPIs (Contract Projects Ony) Reviewing the Detaied Project Justification Reviewing the Project Score Reviewing Project Funding About Project Funding Process for Funding Projects Requesting Project Funding Reviewing Aocated Funds Submitting the Pan for Approva Part III. Aocating Workforce Resources to Projects Chapter 6. Administering Workforce About Workforce Assumptions Empoyee Dimension Job Dimension Process Workforce Administration Task List Tasks Viewing the Workforce Administration Task List Setting Goba Rates for Empoyees Adding Grade Leves Importing Empoyees Cacuating Empoyee Compensation vi Contents

7 Chapter 7. Panning Workforce About Process Workforce Panning Task List Tasks Viewing the Workforce Panning Task List Updating Existing Empoyees Reviewing Existing Empoyees Changing Empoyee Status Reviewing and Updating Empoyee Compensation Adding New Hires Adding To-Be-Hired (TBH) Requisitions Removing To-Be-Hired (TBH) Requisitions Changing Hiring Requisition Status Cacuating Compensation Reviewing Tota Empoyee Compensation Cacuating Future Years Compensation Reviewing Houry Costs Submitting the Pan for Approva Chapter 8. Performing Workforce Anaysis About Process Workforce Anaysis Task List Tasks Viewing the Workforce Anaysis Task List Roing Up Data Viewing the Resource Manager Dashboard Reviewing Utiization Reviewing Labor Requests Across Projects Staffing Projects Changing the Requisition Status Assigning Existing Empoyees Requesting New Hires Adding To-Be-Hired (TBH) Requisitions Recacuating Compensation Reviewing Tota Compensation Reviewing Empoyee Headcount and FTE Contents vii

8 Part IV. Aocating Capita Assets to Projects Chapter 9. Administering Capita Assets About Process Capita Administration Task List Tasks Viewing the Capita Administration Task List Importing Existing Assets About Setting Up Asset Cass and Asset Detai About Adding Standard Equipment to Asset Cass About Setting up the Asset Detai Dimension Setting Capita Assumptions Roing Up Capita Asset Expenses Verifying the Loaded Depreciation and Amortization on Existing Assets Cacuating Asset Reated Expenses Chapter 10. Panning Capita About Process Capita Panning Task List Tasks Viewing the Capita Panning Task List Considerations for Working with Capita Panning Reviewing Existing Assets Reviewing Major Existing Assets Reviewing and Updating Asset-Reated Expenses Cacuating Assets Transferring Assets Retiring Assets Reviewing Cacuated Detais Impairing Assets Cacuating Intangibes Cacuating A Leased Assets Viewing the Impact of an Asset on Financia Statements Viewing Asset Detais Managing New Assets Adding and Reconciing New Assets Adding New Assets Removing Assets Reconciing Assets Changing the Requisition Status of an Asset viii Contents

9 Adding and Reconciing New Leased Assets Adding New Leased Assets Removing Leased Assets Cacuating Leased Assets Reviewing and Reconciing Construction in Progress Assets Reconciing Construction in Progress Assets Cacuating Asset Reated Expenses Reviewing Asset Per Unit Cost Detai Submitting the Pan for Approva Chapter 11. Performing Capita Asset Anaysis About Process Capita Anaysis Task List Tasks Viewing the Capita Anaysis Task List Cacuating Equipment Expenses Viewing Equipment Overview Reviewing Equipment Utiization Reviewing Equipment Requests Across Projects Assigning Equipment to Projects Changing the Requisition Status Assigning Existing Equipment to Projects Raising a New Equipment Request Adding a New Asset Cacuating an Asset Reviewing Cacuated Detais Viewing the Impact of an Equipment Request on Financia Statements Recacuating Equipment Costs Reviewing the Impact on Financia Statements Viewing Asset Detais Part V. Performing Financia Anaysis Chapter 12. Performing Financia Anaysis About Process Finance Anaysis Task List Tasks Viewing the Finance Anaysis Task List Viewing the Financia Overview Aocating Funds Contents ix

10 Changing Funding Status Reviewing Project Financia Statements Reviewing Project KPIs Performing Detaied Anaysis Anayzing the Impact on Income Statement Anayzing the Impact on Cash Fow Reviewing Project Funding Deaocating a Fund Submitting the Pan for Approva Chapter 13. Reviewing Projects About Reviewing Projects Process for Reviewing Projects Review Projects Task List Tasks Viewing the Review Projects Task List Cacuating Department Leve Financia Statements Reviewing Project Proposas Reviewing Existing Projects Comparing Project Scores Reviewing Performance Reviewing Project Financia Performance Reviewing Departmenta Financia Performance Approving Projects Appendix A. Tempates About Tempates Extracting Sampe Tempate Fies Tempate Fie Format Requirements and Recommendations Data Load Settings Data Load Fie Order Importing the CSV Data Load Fies Tempate Fie Descriptions Smart Lists and Smart List Vaues Tempate Descriptions Metadata Tempate Descriptions Data Tempate Descriptions Appendix B. Sampe Project: Information Technoogy Creating an IT Industry-Specific Project Financia Panning Sampe Appication Loading Security x Contents

11 Loading Sampe Appication Security Loading Sampe Appication Data Gossary Index Contents xi

12 xii Contents

13 Documentation Accessibiity For information about Orace's commitment to accessibiity, visit the Orace Accessibiity Program website at Access to Orace Support Orace customers have access to eectronic support through My Orace Support. For information, visit or visit ctx=acc&id=trs if you are hearing impaired. 13

14 14 Documentation Accessibiity

15 P a r t I Introduction to Project Financia Panning In Introduction to Project Financia Panning: About Project Financia Panning Getting Started Introduction to Project Financia Panning 15

16 16 Introduction to Project Financia Panning

17 1 About Project Financia Panning In This Chapter Overview of Project Financia Panning...17 Project Cassifications...18 Provided Dimensions...20 Predefined Eements...23 Project Financia Panning Roes...26 Sampe Appication...28 Assumptions...28 Accessibiity...28 Overview of Project Financia Panning Subtopics Vaue Proposition Key Features of Project Financia Panning Orace Project Financia Panning bridges the gap between the detaied projects an organization undertakes and the overa corporate impact/resources. It gives organizations a high-eve snapshot of how their assets and resources are aocated, and then it monitors performance and provides information about return on investment. Project Financia Panning addresses panning for the various tasks and resources for any project initiative with an underying mutidimensiona database. Specific functionaity was buit to hande various scenarios and cacuations that are typicay used in Project Financia Panning. Vaue Proposition The Project Financia Panning appication unifies the decision making process between corporate financia panning, and project financia panning processes within a singe appication construct. In many instances there tends to be a process disconnect between decisions made around projects and decisions made as part of the annua financia panning cyce within an enterprise. Project sponsors and stakehoders may have different goas from the corporate financia targets and ong range pans that drive bottom up annua pans and forecasts. Overview of Project Financia Panning 17

18 The appication construct, and functionaity within the Project Financia Panning appication ensures that the what-if impact anaysis and feedback oop from financia considerations for projects is instantaneous. Since the approva processes for projects are cosey tied to the approvas for financia pans and forecasts, the appication s process contros impicity ensures agreement between project sponsors, key stakehoders and financia decision makers. This heps ensure aignment of project pans and financia pans to financia targets and corporate ong range financia pans. Key Features of Project Financia Panning Project Financia Panning enabes you to accompish these tasks: Perform Panning for Indirect, Capita, and Contract projects Use the provided tempate fies for importing metadata and data Perform expense panning at detai eve or account eve (abor, materia, equipment) Aocate workforce resources and capita assets to projects Cacuate driver-based overheads for projects Perform different types of revenue panning/revenue recognition based on the type of Contract projects (Time and Materia, Fixed Price, or Cost Pus) Abiity to view the impact on financia statements from a project eve or an entity eve (Profit and Loss, Cash Fow, key performance indicators [KPIs]) Rank and approve projects based on a project score using financia measures and subjective measures (net present vaue [NPV], return on investment [ROI], payback, ifetime investment, risk assessment, strategic assessment, business assessment, organization missions) Perform panning for intercompany projects and reconcie them Request funding Track the project approva fow Use out-of-box reports Provides sampe projects for information technoogy Project Cassifications Subtopics Indirect Capita Contract Project Financia Panning supports three types of projects: Indirect, Capita, and Contract. 18 About Project Financia Panning

19 Indirect Aso known as administrative projects, Indirect projects have a cost impact but do not generate revenue. For exampe, an IT project that creates a soution/porta for the Human Resources team to track persona detais of empoyees woud be considered an Indirect project. If a project is cassified as Indirect, you can do ony expense budgeting for the project. You cannot do revenue budgeting for an Indirect project. Capita A Capita project is a ong-term investment project undertaken for construction of a capita asset (such as buidings, dykes, and roads). If a project has a cassification of Capita, you can do ony expense budgeting for the project. The expenses for a Capita project are tracked as Construction in Progress (CIP) on the Baance Sheet whie the assets are being deveoped. Once a Capita project is paced in service and the assets are ready, the CIP assets must be reconcied with existing assets. Contract Subtopics Time and Materias Fixed Price Cost Pus Other A Contract project is work performed for a customer and the customer reimburses the company. A Contract project generates both expenses and revenue based on an underying contract. The Contract project expenses, revenue, and biing can be for services performed and reimbursed by a cient. Project Financia Panning supports the foowing types of Contract projects: Time and Materias, Fixed Price, Cost Pus, and Other. Time and Materias Time and Materias is a project biing type whereby the customer is charged for a of the hours of work performed, for asset expenses, for any direct expenses incurred, and for materias purchased during project deivery. Exampes of Time and Materias arrangements are typicay found in the construction industry, for contractors, and for consuting firms. Fixed Price Fixed price is a project biing type whereby the customer is charged a set negotiated price for the work performed on the contract. This contract type paces upon the contractor maximum risk and fu responsibiity for a costs and resuting profit or oss. Project Cassifications 19

20 Cost Pus Cost Pus is a project biing type where the biing is based upon Cost Pus; an added amount, aso known as margin. Other This type of project biing type can be used for compex contract terms. For exampe, a customer may be charged a fixed price for some services deivered as part of project whie they may aso be charged time andmateria or a markup on expenses. Provided Dimensions Subtopics Account Project Project Eement Job Empoyee Asset Cass Asset Detai In addition to the dimensions provided with Orace Hyperion Panning (Entity, Scenario, Version, Period, Year, and Currency for muti-currency appications), Project Financia Panning provides the foowing dimensions: Account, Project, Project Eement, Job, Empoyee, Asset Cass, and Asset Detai. Account The Account dimension for Project Financia Panning is spit into three major groupings: Accounts that support panning for workforce resources Accounts that support panning for capita assets Accounts that support panning for projects Because Panning uses mutipe pan types, the accounts are segregated into the pan type in which they beong. The accounts contain members that are either for the drivers of cacuations, resuts of the cacuations, or are informationa and textura and provide the reevant data that must be coected as part of the panning process. Accounts are of a types Smart Lists, text accounts, date accounts, financia accounts, and so on. The Account dimension can aso be popuated with a specific customer's accounts which can then be used to pan or forecast or compare to actua. Project Financia Panning has pre-popuated the accounts to create financia statements. Project Financia Panning aso incudes some typica accounts when panning for workforce resources, capita asset resources, and projects. 20 About Project Financia Panning

21 Accounts are customizabe so they can meet customer's needs. However, if the accounts that Project Financia Panning provides are changed, the corresponding business rues, member formuas, and forms need to be modified so that the appication works as expected. Aso, if the accounts and rues are customized, in the event of upgrading Project Financia Panning, a changes wi need to be redone. Project The Project dimension contains both existing and new projects for which a company intends to pan and forecast. The Project dimension is broken down into types Contract, Capita, and Indirect projects. Detaied descriptions of the differing types are provided in Project Cassifications on page 18. As a starting point, Project Financia Panning provides the foowing ine items for new projects: 100 ine items for Contract and Indirect projects 50 ine items for Capita projects Administrators can add more ine items based on impementation requirements. Project Eement The Project Eement dimension enabes you to buid up revenue, cost, or other assumptions at the ine-item eve. It provides the abiity to deineate different revenue, expense, or other assumptions. As a starting point, Project Financia Panning provides the foowing ine items for entering assumptions: 20 ine items each for capturing revenue and cost assumptions 10 ine items for capturing overhead assumptions 5 ine items for capturing genera and administrative assumptions 20 ine items for intercompany transactions for a project 20 ine items for funding requests for a project. Administrators can add more ine items based on impementation requirements. Job The Job dimension contains a ist of the roes within an organization that are specificay used in project assignments. Exampes of jobs coud be Engineer, Software Deveoper, or Mechanic. Jobs unreated to projects are not incuded. Project abor is requested at the job eve and the request is for the type of job; for exampe, the roe of a resource that is needed for the project. The Job dimension is used with the Empoyee dimension to buid project requisitions or to identify empoyees by roe. You are not required to pan at a detaied empoyee eve. If your Provided Dimensions 21

22 organization does not perform detaied empoyee panning in reationship to projects, you can use the Job dimension with the Requisitions contained within the Empoyee dimension. Empoyee The Empoyee dimension contains empoyees of the organization. Cacuations (for exampe, saary and other compensation) can be performed for each individua empoyee. In addition, you can use the Empoyee dimension to pan or forecast for new hires for your organization. When a project manager requests abor resources for their projects, they can request a job, and the number of requests by job wi be supported by the abor requisition members from the Empoyee dimension. A resource manager can choose to reconcie a abor requisition to an existing empoyee if your organization does that eve of abor assignment in Project Financia Panning. The organization might perform abor assignments using another too and then import the assignments into Project Financia Panning. Orace anticipates that existing empoyees are imported from a Human Resources system, such as PeopeSoft. To support panning for new empoyees or abor requisitions at the project eve, as a starting point, Project Financia Panning provides the foowing ine items for entering requisitions: 100 ine items for hiring requisitions 50 ine items for abor requisitions Administrators can add more ine items based on impementation requirements. Asset Cass The Asset Cass dimension detais the different categories of assets that a company owns. Asset Cass is broken into tangibe assets (furniture and fixtures, machinery and equipment, computers, and so on) and intangibe assets (easehod improvements, software rights, goodwi). These casses are typicay the high eve of detai that you woud incude in your financia statements, and they woud not dri down to the asset eve. The Asset Cass dimension aso contains a ist of standard equipment that woud be requested by a project manager for use on projects. At the time of the request, the project manager knows what type of equipment they need to use on their project, but not whether it wi be fufied by an existing asset or by new assets. Therefore, the project manager requests ony an equipment type. Standard equipment provides a concise ist of materia assets that are requested for use on a project. Other types of assets are not incuded. Asset Detai The Asset Detai dimension is used to support the request of new asset purchases, either New Leased or New Owned. Asset Detai individuay detais each new request. When a project manager requests the use of standard equipment (contained in the Asset Cass dimension), the request supports asset requisitions in the Asset Detai dimension (Equip Rec 1, 2, 3, and so on). A project manager may not be aware if there is capacity avaiabe for an existing asset or if a new asset must be purchased to support the project so the asset manager decides how to fufi the 22 About Project Financia Panning

23 request. The Asset Detai dimension aso contains existing major equipment detaied out as individua assets or groups of assets, where possibe. To support panning for new equipment or assets, as a starting point, Project Financia Panning provides the foowing ine items for entering requisitions: 50 equipment requisitions which can be used for requesting the use of standard equipment at the project eve 30 ine items for panning for new eased assets 200 ine items for panning for new owned assets Administrators can add more ine items based on impementation requirements. Predefined Eements Subtopics Forms Business Rues Task Lists Menus Smart Lists Reports Project Financia Panning provides dimension members, forms, associated menus, task ists and tasks, business rues, Smart Lists, vaidation rues, substitution variabes, user variabes, and reports thereby significanty reducing the impementation effort. The foowing sections describe the predefined eements in more detai. Forms Project Financia Panning provides predefined forms to meet your needs. You can open forms as you step through the task ist tasks or you can seect and open forms beneath Form Foders. Forms in Project Financia Panning are grouped as foows: Appication Administration Use these forms to enter goba assumptions and drivers. The forms are further grouped into Project Administration, Workforce Administration, and Capita Administration. Projects Use these forms to create detaied project budgets and forecasts. The forms are further grouped into Project Panning, Project Financing, Project Financia Statements, and Project Supporting Forms. Workforce Use these forms to create detaied workforce pans. The main forms are avaiabe directy under the Workforce foder, whie the supporting forms are grouped into sub-foders beneath Workforce Supporting Forms: Workforce Setup and Maintenance and Workforce Project Usage and Anaysis. Predefined Eements 23

24 Capita Use these forms to create detaied capita asset pans. The main forms are avaiabe directy under the Capita foder, whie the supporting forms are grouped into sub-foders beneath Capita Supporting Forms: Asset Setup, Maintenance, and Anaysis and Asset Project Usage. When you make changes to forms in your mode, be sure that changes are synchronized with business ogic such as business rues, member formuas, and outine structure. Whenever you modify your business ogic, you shoud check your forms. Business Rues In Project Financia Panning forms, many shortcut menu options aunch predefined business rues, which dispay runtime prompt windows that you use to seect data, appy changes, and cacuate expenses. Panning appications, incuding Project Financia Panning, use Orace Hyperion Cacuation Manager to design and manage business rues. Predefined business rues enabe you to perform these tasks: Cacuate expenses Cacuate revenues Cacuate financia statements: Profit and Loss, Cash Fow, KPI's Perform seamess data movement from pan type to pan type Task Lists Project Financia Panning incudes predefined task ists that hep users navigate through the appication to ensure compete data coection. The task ists are designed to aign with the users and roes defined in Tabe 2, Project Financia Panning Roes. You can modify the predefined task ists in Project Financia Panning to add your own tasks as reviewing instructions, entering data in specific forms, and running business rues. See Managing Task Lists in Chapter 9 of the Orace Hyperion Panning Administrator's Guide. You can aso determine who can view and modify task ists in Project Financia Panning. Note: Being assigned to a task ist means being abe to access and compete tasks in the task ist. It does not mean being abe to assign tasks to someone ese. See Assigning Access to Task Lists in Chapter 9 of the Orace Hyperion Panning Administrator's Guide. Task ists in Project Financia Panning are divided into the foowing main categories: Administration Three task ists are provided for performing administrative tasks: Project Administration, Workforce Administration, and Capita Administration. Project Panning and Anaysis Six task ists are provided for proposing new projects and managing existing projects: Propose New Contract Projects, Propose New Capita Projects, 24 About Project Financia Panning

25 Propose New Indirect Projects, Manage Existing Contract Projects, Manage Existing Capita Projects, Manage Existing Indirect Projects, and Review Projects. Workforce Panning and Anaysis Two task ists are provided for workforce panning and anaysis: Workforce Panning and Workforce Anaysis. Capita Panning and Anaysis Two task ists are provided for Capita panning and anaysis: Capita Panning and Capita Anaysis. Financia Anaysis The Finance Anaysis is provided for doing detaied financia anaysis at the corporate eve. Menus Project Financia Panning incudes predefined shortcut menus that drive cacuations on predefined forms. The shortcut menus wi either dispay another form or wi aunch a rue to perform a cacuation for the project. The shortcut menu items that are dispayed depend on the form settings and where you right-cick in the form. If you add or modify business rues and forms, update the appropriate existing menus or create new menus to support the change. For exampe, if you deete a business rue referenced by a menu, remove it from the menu. You can deete predefined shortcut menus without affecting predefined cacuations. See Working With Menus in Chapter 12 of the Orace Hyperion Panning Administrator's Guide. Smart Lists Smart Lists are inked to the dimensiona members used to manage projects, jobs, and empoyees, and to buid compensation budgets using forms. For exampe, the Empoyee_Type Smart List incudes Temporary, Permanent, and Contractor vaues. Smart Lists are aso used by predefined business rues that perform cacuations. For information about creating and using Smart Lists, see the Orace Hyperion Panning Administrator's Guide or the Orace Hyperion Panning User's Guide. Reports The foowing tabe ists the reports that are provided with Project Financia Panning. Tabe 1 Project Financia Panning Reports Report Name Funding Summary Description This report provides a summary of funding requests and shows the amount of aocated funds for a projects in an entity. It shows this data for ast, current, and next three years. This report enabes the finance manager and business unit head to review the tota funding requirements for the entity. The funding requirement per project can be anayzed using the inked report, Funding Summary for Project. Predefined Eements 25

26 Report Name Funding Summary for Project Impact on Financia Statements Project Detais Project Cost Detais Project Labor Expense Project Equipment Expense Project Materia Expense Project Revenue Detais Project Financia Performance Overview for Current Year Project Financia Performance Overview for Life Description This report provides detais about funding requests for a particuar project and the amount of aocated funds. It shows this data for ast, current, and next three years. This report summarizes the impact on the Income Statement and Cash Fow for a particuar project. It aso shows some Key Metrics for the project. This report provides a ist of projects with inception-to-date actua cost and revenue. It is usefu for project managers and business unit heads for tracking the financia performance of projects they are handing. This report summarizes the project costs for ast, current, and next three years. The project cost can be further anayzed by driing into inked reports: Project Labor Expense, Project Equipment Expense, and Project Materia Expense. This report shows the abor expense summary for a particuar project and entity for the ast, current, and next three years. This report shows the equipment expense summary for a particuar project and entity for the ast, current, and next three years. This report shows the materia expense summary for a particuar project and entity for the ast, current, and next three years. This report shows the revenue detais for a project. This report dispays financia parameters ike cost, revenue, margin, and margin % for projects in the current year (YTD performance). This report dispays financia parameters ike cost, revenue, margin, and margin % for a particuar project for the ast, current, and next three years. Project Financia Panning Roes The foowing tabe describes the typica participants in a Project Financia Panning ifecyce. This may vary by company across industries. Tabe 2 Project Financia Panning Roes Project Roe Business Unit Owner Executive Sponsor Description Business units that identified the need for the product or service the project wi deveop. Owners can be at a eves of an organization. The Executive Sponsor is a manager with demonstrabe interest in the outcome of the project who is utimatey responsibe for securing spending authority and resources for the project. The Executive Sponsor is the highest-ranking manager possibe, in proportion to the project size and scope. The Executive Sponsor acts as a voca and visibe champion, egitimizes the project s goas and objectives, keeps abreast of major project activities, and is the utimate decision-maker for the project. The Executive Sponsor provides support for the Project Sponsor and/or Project Director and Project Manager and has fina approva of a scope changes, and signs off on approvas to proceed to each succeeding project phase. The Executive Sponsor may eect to deegate some of the above responsibiities to the Project Sponsor and/or Project Director. 26 About Project Financia Panning

27 Project Roe Interna Decision-Maker Interna Representative Key Stakehoder Project Accountant Project Manager Project Sponsor/Project Director Project Team Member Stakehoder Steering Committee Description Members of the project community who have been designated to make project decisions on behaf of major business units that wi use, or wi be affected by, the product or service the project wi deiver. These Decision Makers are responsibe for achieving consensus of their business unit on project issues and outputs, and communicating it to the Project Manager. They attend project meetings as requested by the Project Manager, review and approve process deiverabes, and provide subject matter expertise to the Project Team. On some projects they may aso serve as Representatives or be part of the Steering Committee. Members of the interna community who are identified and made avaiabe to the project for their subject matter expertise. Their responsibiity is to accuratey represent their business units needs to the Project Team, and to vaidate the deiverabes that describe the product or service that the project wi produce. Representatives are aso expected to bring information about the project back to the project community. Towards the end of the project, interna representatives wi test the product or service the project it is deveoping, using, and evauating it whie providing feedback to the Project Team. Subset of Stakehoders who, if their support were to be withdrawn, woud cause the project to fai. The Project Accountant manages the accounting aspects of a project and creates financia reports specificay designed to track the financia progress of projects, which can then be used by project managers to aid in project management. The person responsibe for ensuring that the Project Team competes the project. The Project Manager deveops the Project Pan with the team and manages the team s performance of project tasks. It is aso the responsibiity of the Project Manager to secure acceptance and approva of deiverabes from the Project Sponsor and Stakehoders. The Project Manager is responsibe for communication, incuding status reporting, risk management, escaation of issues that cannot be resoved in the team, and, in genera, making sure the project is deivered in budget, on schedue, and within scope. The Project Sponsor is a manager with demonstrabe interest in the outcome of the project and who is responsibe for securing spending authority and resources for the project. The Project Sponsor, aso caed a Project Director, acts as a voca and visibe champion, egitimizes the project s goas and objectives, keeps abreast of major project activities, and is a decision-maker for the project. The Project Sponsor participates in and/or eads project initiation; the deveopment of the Project Charter. He or she wi participate in project panning (high eve) and the deveopment of the Project Initiation Pan. A Project Sponsor provides support for the Project Manager; assists with major issues, probems, and poicy conficts; removes obstaces; is active in panning the scope; approves scope changes; signs off on major deiverabes; and signs off on approvas to proceed to each succeeding project phase. The Project Sponsor generay chairs the steering committee on arge projects. The Project Sponsor may eect to deegate any of the above responsibiities to other personne either on or outside the Project Team Group of a members who are identified as members of the Project Team. Groups, units, individuas, or organizations, interna or externa to our organization, which are impacted by, or can impact, the outcomes of the project. This incudes the Project Team, Sponsors, Steering Committee, and co-workers who wi be affected by the change in the project. Generay incudes management representatives from the key organizations invoved in the project oversight and contro, and any other key stakehoder groups that have specia interest in the outcome of the project. The Steering Committee acts individuay and coectivey as a voca and visibe project champion throughout their representative organizations; generay they approve project deiverabes, hep resove issues and poicy decisions, approve scope changes, and provide direction and guidance to the project. Depending on how the project is organized, the steering committee can be invoved in providing resources, assist in securing funding, act as iaisons to executive groups and sponsors, and fi other roes as defined by the project. Project Financia Panning Roes 27

28 Project Roe Vendor Description Contracted to provide additiona products or services the project wi require, A Vendors are another member of the Project Team. Sampe Appication In this reease, Project Financia Panning is providing an industry-specific sampe appication for information technoogy (IT). The goa is to demonstrate how Project Financia Panning can be used for different industries. The sampe IT appication demonstrates how it can be used for IT consuting. The appication comes with pre-fied data for expense and revenue budgets, outof-the-box Approvas, security setup, and members for assets, empoyees, jobs, and so on. Note: The data provided is ony sampe data and does not reate to any actua data. For detais about creating, oading security for, and oading data for the IT industry-specific Project Financia Panning sampe appication, see Appendix B, Sampe Project: Information Technoogy. Assumptions Orace assumes that administrators managing Project Financia Panning appications are famiiar with the predefined content provided, Panning, and Orace Hyperion Cacuation Manager. Accessibiity For menu and navigation keyboard aternatives, see the Orace Hyperion Panning Accessibiity Guide, avaiabe on Orace Technoogy Network (OTN) at technetwork. 28 About Project Financia Panning

29 2 Getting Started In This Chapter Initia Product Impementation Tasks...29 Appication Maintenance Tasks...31 Loading Metadata and Data...32 Securing Appications...32 Creating and Initiaizing Project Financia Panning Appications...34 Logging On and Accessing Project Financia Panning...35 Initia Product Impementation Tasks Users who are responsibe for setting up and initiaizing Project Financia Panning in your organization, define and prepare appications by performing these tasks: 1. Insta and configure Project Financia Panning. See the Orace Enterprise Performance Management System Instaation and Configuration Guide. 2. Create and initiaize the Project Financia Panning appication. See Creating and Initiaizing Project Financia Panning Appications on page Load the Entity dimension with members corresponding to the entities in the organization. 4. Load the existing positions in the organization as members in the Job dimension (see the sampe IT project provided with Project Financia Panning). Note: For information about creating, oading security for, and oading data for an IT industry-specific Project Financia Panning sampe appication, see Appendix B, Sampe Project: Information Technoogy. 5. Load the existing empoyees from the company s HRMS as members in the Empoyee dimension. 6. Load the Asset Cass dimension with the asset types handed by the organization. Note: The Asset Cass dimension comes with some predefined members. 7. Load the Asset Detai dimension with the major existing assets in the organization. Initia Product Impementation Tasks 29

30 Note: You do not need to bring every asset into the appication. Project Financia Panning enabes you to group together simiar assets. For exampe, if your organization is using 1000 aptops, you do not need to add 1000 members to the Asset Detai dimension. You can add just one Laptop member to the Asset Detai dimension and whie oading the data corresponding to this asset, specify the Asset Units as This wi ensure that a your cacuations are handed correcty. This wi aso hep you to scae your appication. 8. Load the existing projects in the organization as members in the Project dimension. Ensure that you are oading the project under the correct project cassification hierarchy. For exampe, before oading a project in Project Financia Panning, if it is determined to be a Contract project, it shoud be added under the Existing Contract Project hierarchy. Faiing to do so may resut in oss of functionaity associated with the project. 9. Refresh the appication to synchronize it with Orace Essbase. 10. Load data from other appications into Project Financia Panning. See Chapter 3, Administering Projects, Chapter 6, Administering Workforce, and Chapter 9, Administering Capita Assets for detais on how to use OutineLoad utiity for oading data into Project Financia Panning. If you are using the OutineLoad Utiity, make sure to mode your data as specified in the tempates shipped with Project Financia Panning. See Appendix A, Tempates. 11. Review the oaded data. 12. Set the correct vaues for the substitution variabes. These are used in Project Financia Panning forms and in predefined reports shipped with Project Financia Panning. Substitution variabe vaues: CurYr Set this to the current year. For exampe, if the current year is 2012, set this to FY12. LastYr Set this to the previous year, for exampe, FY11. Ensure that the previous year exists in the year dimension. NextYear Set this to the next year, for exampe, FY13. Yr3 Set this to the year after NextYear, for exampe, FY14. Yr4 Set this to the year after Yr3, for exampe, FY15. ThisMonth Set this to the current month. CurScenario Set this to the current scenario. CurVersion Set this to Working. ActVersion Set this to Fina. ForVersion Set this to Working. PanVersion Set this to Fina. Thisyear Set this to the current year. 13. Ensure that the Smart Lists are popuated with the vaues required for your business needs. The foowing Smart Lists must be updated with the required vaues: AssignmentLocation 30 Getting Started

31 Customer FundingSource PhysicaLocation ProjectCostLeve ProjectManager SkiSet Grade Project Biing Leve 14. Specify goba assumptions defauts. See Chapter 3, Administering Projects, Chapter 6, Administering Workforce, and Chapter 9, Administering Capita Assets. 15. The vaues for the foowing user variabes need to be set for each user: Entity View Set this to the entity that the user has access to Scenario View Set this to the scenario that the user has access to Version View Set this to the version that the user has access to Reporting Currency Ony set this for a muticurrency appication Note: Project Financia Panning forms use user variabes to ease usabiity. You wi not be abe to open any forms without correcty setting these user variabes. Note: Steps 5, 7, 8, and 10 are optiona. Project Financia Panning provides you the capabiity to create new projects, perform the abor and equipment expensing for the projects using requisitions, and to submit the pans for approva. Appication Maintenance Tasks Periodicay, administrators who are responsibe for maintaining appications may need to perform these tasks: Project, Empoyee, Asset Detai, and Project Eement dimensions provide ine items for creating new projects, requests, or assumptions. For detais about ine items, see Provided Dimensions on page 20. If you are using rues to add a new project, request, or assumption, the rue wi dispay an error message if there are no empty ine items avaiabe. If this occurs, you must oad more ines items as required. For instructions on oading metadata, see the Orace Hyperion Panning Administrator's Guide. Perform a cube refresh after adding ine items. Project Financia Panning defines ony a few years in the forms through substitution variabes LastYr, CurYr, NextYear, Yr3, and Yr4. If you require additiona years to be incuded in the form, you can define additiona substitution variabes for the appication and incude them in the forms. As the years progress, the vaues for the substitution variabes shoud be updated, as needed. Appication Maintenance Tasks 31

32 Any customization performed on the rues or any other artifacts must be redone if you upgrade Project Financia Panning. Loading Metadata and Data Project Financia Panning provides import utiities and sampe tempate fies that you can use to import data and metadata into your appication. The ExportPFPTempates utiity extracts the sampe tempate fies to a user-defined root foder. The PFPImportUtiity imports the data and metadata into the Project Financia Panning appication. The sampe tempate fies show how data shoud be formatted in a CSV fie in order to oad it to a Project Financia Panning appication. For detais on the tempate formats, see Appendix A, Tempates. Securing Appications Security is based on user privieges and system roes and access permissions that you assign to users and to groups. Groups are sets of users who have simiar access permissions. You assign task security by assigning roes to a user. Each roe is associated with a set of tasks. See the Orace Enterprise Performance Management System User and Roe Security Guide. By defaut, users can open ony those artifacts, such as forms and task ists, to which they have access. Assign access using the foowing guideines, foowing the procedure in Setting Up Access Permissions and Assigning Access to Members in the Orace Hyperion Panning Administrator's Guide. Dimensions and Members Grant access so that panners can view and change information ony for their own Entities and projects. Do so by providing access to the Entity dimension and Eement members. Forms Assign appropriate access to forms based on their reevance to users. For exampe, assign Project Manager access to a forms in the Project Panning form foder. If you grant access to the Workforce foder, panners can view a chid foders and forms. Project Financia Panning forms have been organized to hep simpify form security. Foders have been created for Capita Maintenance and Panning, Workforce and Project separatey to hep segregate the duties and to ensure confidentia data remains secure. Task ists Assign appropriate access to task ists based on their reevance to users. For exampe, aow panners access to the Budget Preparation task ist, but not to the Project Administration task ist. Business rues Assign access permissions to business rues to ensure users have access to rues associated with their roes. Panning unit hierarchies Grant access ony to cost center owners or reviewers. Reports Assign access to reports buit in the workspace. During the panning cyce, ock user sets to prevent users from modifying scenario-version data combinations. Generay, grant users access ony to the empoyees and jobs within their entity. For exampe, specify that panners can view and modify empoyee and position information for their 32 Getting Started

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