Primavera Unifier v9.14 / 2014 EPPM Day Hands On Session Exercise Document This exercise document is a basic Unifier intro. document, for those people, who would like to gain the first impression around Primavera s Unifier Tool. Please do get back to selcuk.gulderen@oracle.com, in case you d like to deepen your Unifier knowledge or attend an official Oracle University driven Unifier training. Objective of the Unifier Exercise: To navigate to your Test User Project2 within Unifier within the All Projects Tab, To view the Cost Sheet of your Test Project, To create & route a Business Process Record, To view the Project Schedule Sheet, To view the Project Cash Flow 1-)Log in to Primavera Unifier Exercise Section 1: Purpose This exercise takes you through the process of logging in to Primavera Unifier v9.14. This exercise assumes that you have Internet Explorer v7.0 (or later) installed, that you have completed the First Time User Setup Guide, have access to the Oracle network and have received a user id and password. Section 2: Log in to Primavera Unifier If you have not already done so, open Internet Explorer and navigate to the URL provided with your registration. 1
Enter your Username and password. 2
Section 3: Navigate to Your Project Once you log in to the system, you ll land to a location as shown below, where you ll see a Tab in the upper menu called All Projects. Select your project and double click the project you want to open. Note that in the above screenshot you see an example Test User Project called Test User 12, you would be expected to see only one Project which is associated to your username Test User XX. Section 4: Set a Bookmark Once you have the project open, you ll see that there are 2 SKU s loaded which we call the Cost Control & Project Delivery SKU s. (the yellow folders in the below screenshot) 3
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2-)Loading Files to Document Manager Exercise Section 1: Purpose This exercise takes you through the process of loading files to Document Manager. In later exercises, we will attach the uploaded files to business process records. This exercise assumes that you are logged in as a user with permissions to upload files. Section 2: Uploading Files to Document Manager If you are not in your project, navigate to the project with your student name/number. To do so follow the bookmark you set earlier, if you haven t defined your project as a bookmark previously, please do it now. 5
Navigate to Document Manager > Documents > Project Documents > General Project Information. We will upload a document to this folder in DM. If you choose to navigate to a different folder, please make note of the folder as we will be attaching the file loaded here to a business process record in later exercises. Click the Upload button. Browse and find the desired file on your computer to upload. Please do upload any type of document from within your local computer, whatever you have. Once you upload the document into the DMS of Unifier, this document would become visible under that specific folder with the Revision number 1. 6
As per above, please note that there is a very strong permission control within the document management system. Also for each document in the system, there is the option called Document Revisions, where the user can uncheck the box and define that different revisions of a document must have different file names. 7
3-)Viewing Cost Sheets Section 1: Purpose This exercise takes you through the process of viewing the project and company cost sheet. At this point, there is no cost data in your project cost sheet and there may not be any data in the company cost sheet. In later exercises we will route a business process record to add data to the project cost sheet, which will automatically roll up to the company cost sheet. This exercise assumes that you are logged in as a user with permissions to view the cost sheets. Section 2: Viewing the Project Cost Sheet Within your project navigate to Cost Manager > Cost Sheet. If desired, set a bookmark here. Highlight the Project Cost Sheet and click the Open button (or double-click on the Project Cost Sheet). Notice that the project cost sheet was built with a tree structure, with parent and child cost codes. Click the Expand button to show all cost codes. 8
Notice that there are some pre-defined columns in the cost sheet In a later exercise, we will route a Budget Approval record through its workflow to assign budget to the project, against the cost codes shown below. Section 3: Viewing the Column Definitions Click the Original Budget column. Note that the definition of the column opens in a view window, The column above is defined to show a value against every cost code used in a Budget Approval record, when the record reaches the status of Approved. Project Cost sheet in Unifier is a BP process driven sheet where the real time transactions become visible as time goes by and as the Cost Type Business Process become approved. What is the column definition for Revised Budget? 9
Now close the View Column window and the project cost sheet. 10
4-)Creating and Routing a Business Process Record Section 1: Purpose This exercise takes you through the process of creating a Budget Approval record. This business process is used to add the initial budget into a project. This exercise assumes that you are logged in as a user with permissions to create and route the record. Section 2: Navigating to the Budget Approval Log Navigate to your project by using your bookmark or by clicking the All Projects tab. In the View dropdown menu, ensure Projects is selected. Select your project and click the Open button (or double-click the project, so please ensure you select the project with your student number in it. 11
From your project, navigate to and expand the Cost Controls folder. Highlight the Budget Approval node. Note that there no Budget Approval records have been created. Section 3: Creating a Budget Approval Record Click New to create a new record. The Budget Approval form will open. Click the Maximize button on the upper tab to expand the form. 12
Complete the form using the table below: Field Name Value Notes Title Initial Budget for Project Due Date Accept Default Value Contract Reference Leave blank Description Sets initial project budget Notice the Amount field is currently at 0.00 as we have not added a line item detail yet. Click the Restore button to return the upper form to its normal size. Section 4: Attaching a Document to the BP Record Now we will add an attachment to the record, using the file you uploaded to Document Manager earlier. To do so, click the Add Attachment button and select Unifier Folder. 13
Navigate to the folder to which you uploaded the document in the earlier exercise. Select the document you uploaded and click OK. Notice that the Attachments counter is now incremented to 1. Section 5: Adding Line Item Detail to the Budget Approval Record Click the Add button underneath the Line Items tab. 14
Complete the detail form as shown below: Note that you can enter the Cost Code by typing the code in the field, or by selecting the button and choosing from the Cost Sheet. 15
Click OK and repeat the step above, completing the detail form as shown: Click OK. 16
Notice that the total of the line items is 1,500,000.00. That value is shown below the line items and on the upper form of the Budget Approval record. Section 6: Routing the Budget Approval Record Select Send for Approval from the Workflow Actions. This will move the Budget Approval record off of the Creation step in the workflow to the Approval step. 17
Now that you have chosen the path through the workflow, Primavera Unifier can allow you to select the Approver from the assignees specified in the Approval step. To do so, select a recipient in the To field (select yourself). Once you have selected your account, click the Add button to drop your name to the Selected Users/Groups pane. Click OK. 18
Note that your name now appears in the To field. Click the Send button to move the record to the Approval step in the workflow. Make note of the record number assigned to the Budget Approval record. Your record number may be different than that shown below. Click OK. 19
Section 7: Continue Routing the Budget Approval Record Because you sent the record to yourself, it is now a task in your Task log. Navigate to the Task log as shown: Double-click the Budget Approval task. The Budget Approval record will open. Click Accept Task to open the record for further routing. Notice that the record is read-only at this step, per the design. 20
Notice that there are now three choices in the Workflow Actions pulldown. Compare the three choices to the workflow below. What step in the workflow are you at? Why are there three choices available to you? Select the Approve Budget Approval action. 21
Notice that the To field is disabled, as the record is now going to the End step. Click the Send button. Navigate back to the Budget Approval log and notice that there is now one record there, in Approved status. Section 8: Review the Project Document Manager Because we now have a document in DM attached to a BP Record, DM considers them linked. Open Document Manager and navigate to the folder which holds the document you just attached to the Budget Approval record. Notice the paper-clip icon next to the document. This indicates it is attached to one or more BP records. With that document highlighted, click the View menu and select Linked BP Records. 22
Notice that the document shows the record number of your Budget Approval record. Close the View Linked records window. Section 9: Review the Project and Company Cost Sheets Because we now have a Budget Approval record in Approved status, we should see cost data in the Project and Company Cost Sheets. Review the Project Cost Sheet using the screen shots below: 23
Notice the values in the cost code rows correspond to the codes and values you selected, and the summary rows and total row at the bottom of the cost sheet: Double-click on one of the hyperlinked values in either of the cost code rows. Notice that the Cell Details window shows you the selected cost code, the cell total and all the records that contributed to that total. 24
Click the Close Window button to close the Cell Details window. Click OK to close the cost sheet. Review the Company Cost Sheet using the screen shots below: Notice the row that corresponds to your Project now has a value in it equal to the Approved Budget record value. Close the Company Cost Sheet. 25
5-)View the Project Schedule Exercise Section 1: Purpose This exercise takes you through the process of viewing the project schedule. It assumes you are logged in as a user with permissions to do so. Section 2: View the Project Schedule You may navigate to your project using the bookmark or by clicking the All Projects tab and following the instructions below. In the View dropdown menu, ensure Projects is selected. Select your project and click the Open button (or double-click the project). Note that you may see multiple projects here, so please ensure you select the project with your student number in it. Once you have navigated to your project, open the schedule sheet using the screen shots below: 26
Review the Schedule Sheet: Notice the Start Date and Finish Date. These dates will be used to provide a timeframe for the cash flow curves. 27
6-)View the Project Cash Flow Exercise Section 1: Purpose This exercise takes you through the process of viewing the project cash flow curves. It assumes you are logged in as a user with permissions to do so. Section 2: View the Project Cash Flow Curves You may navigate to your project using the bookmark or by clicking the All Projects tab and following the instructions below. In the View dropdown menu, ensure Projects is selected. Select your project and click the Open button (or double-click the project). Note that you may see multiple projects here, so please ensure you select the project with your student number in it. Once you have navigated to your project > Cost Manager > Cash Flow, note that there are two predefined families of curves: Project Cash Flow Capital Planning: This family of curves contains cash flow data from Portfolio Manager, such as projected budget data. Project Cash Flow Cost Controls: This family of curves contains cash flow data from cost business processes, such as budget, actual and forecasting data. Select the Project Cash Flow Cost Controls and click the Refresh button. This will ensure the cash flow curves are updated with the latest cost data. 28
Wait until the Last Saved value changes from In progress to a date. Open the Project Cash Flow Cost Controls cash flow. Notice that there are two curves with data here (Baseline and Forecast), even though the only cost data we have entered into the project is the budget data. Because our Forecast curve was defined to start from the end of our Actuals curve and end at the end of the Budget curve, we have two curves. Based on our cash flow settings, the curves were distributed as S-curves across the timeframe specified by our schedule. 29
Notice that there is another curve defined (Actuals). As cost data is entered into business processes, and as those BPs are routed to Approval, the cash flow curves will update. Hope you have enjoyed the session. Selcuk Gulderen EMEA Senior Partner Sales Const. 30