industry specific cover image r12 enhancements to oracle project contracts tbd

Industry specific cover image

R12 Enhancements to Oracle Project ContractsTBD

Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 2

Agenda

• R12 Release Overview

• Usability Enhancements

• Security Enhancements

• Improved Integration with Supply Chain Applications

• Multi-Org Access Control

• Success Story

Copyright ©2007, Oracle. All rights reserved. Oracle Confidential

The following is intended to outline our general product direction. It is

intended for information purposes only, and may not be incorporated

into any contract. It is not a commitment to deliver any material, code,

or functionality, and should not be relied upon in making purchasing

decisions. The development, release, and timing of any features or

functionality described for Oracle’s products remain at the sole

discretion of Oracle.


Project Contracts Overview

Project Owner / ManagerProject Owner / Manager

Contract Manager

Sell

Purchasing

BuyBill & Collect

SellSide

Track Deliverables

Solicit or Bid

Author/Execute Contract

Procure/ Subcontract

Manage Funds

Secure, CentralContract Repository

Ch

an

ge

Ma

na

ge

me

ntRole-Based Access

• Standard Library: T&Cs, Articles

• SOWs

• Deliverables

Contractors & SubcontractorsContractors &

Subcontractors

Suppliers

Subcontracts(w/Flowdown)

Purchase Orders

CustomersCustomers

Solicitations

Bid/Proposal

Contract

Other Application Components

• Planning• Procurement

Integration

• Manufacturing• Shipping

• Projects• Finance


Improvements in Release R12





In Release 12 (R12), Project Contracts provides improved usability, enhanced access control in contract authoring and Deliverable Tracking System (DTS), and better visibility to project contracts information from other supply chain applications. The new features are:


Agenda






• Success Story


• When copying a contract, users can also copy project and task information from the original contract in addition to lines, parties, articles, terms and conditions, standard notes information (which is currently supported).

• Contract administrators can permanently delete unwanted contracts in ‘Entered’ or ‘Canceled’ status to reduce the risk of such contracts being accidentally acted upon or being referred to in other contracts. This also helps the administrators to reduce clutter while searching contracts.

• During contract approval, approvers can provide review comments that are included in the reply notification to the requestor.

• Project task information will be defaulted from the contract header to the lines

• The billing event user interface has been improved to support multi currency billing.

Usability Enhancements in R12


Description• Multi currency Billing

• Display of Price and Amount information in Deliverable and Billing Currency

• Indication to reinitiate billing in cases of inconsistent billing information in Project Contract and Project Billing

Benefits• Indicates if project allows multi-currency billing

UI Enhancements to Billing Event Details Form


• Details on the Billing Event Details Form– Deliverable unit price / currency (source: DTS)

– Checkbox to indicate if project associated to contract is multi-currency billing (MCB) enabled

– Billing Currency

• If not MCB enabled, Billing Currency defaults to project’s functional currency and is not editable

• If MCB Enabled, then Billing Currency defaults to Deliverable Currency and is editable

– Billing Unit Price

– Bill Amount

– Revenue Amount

– Bill Quantity

– Initiate Billing or Re-Initiate Billing button

UI Enhancements to Billing Event Details FormHow to use this feature



Multi-Currency Billing



Re-initiate Billing indicates that billing event on Project Contracts and Project

Billing needs to be synched up


Agenda






• Success Story


• Available from 11.5.9

• Users need to uptake patch 4298464

Access Security for DeliverablesRelease Information

To prevent unauthorized modifications to contract deliverables, the existing security framework has been enhanced in R12 to allow role-based access to view/edit/initiate deliverables.


Description• Security framework for controlling user activities on the Deliverables

Tracking System

• Users can be setup to: – No Access / View Only / Update deliverables on DTS

– No Access / Allow Access to Deliverables-Based Billing

– No Access / Allow Access to downstream actions on DTS

• Initiate Shipping

• Initiate Planning

• Initiate Purchasing

Benefits• Reduces business risk of unwanted or unwarranted changes to deliverables

Access Security for Deliverables


• A user is assigned to a contract in a specific role

• The role is tied to a menu that allows access to functions

• Thus user will be able to access only the functions associated with this role

Menu

Function

Function

Function

ContractUser Role

Access Security for DeliverablesHow to use this feature


• Step 1: Function Based Security Setup– Responsibility: System Administrator

– Navigation: Application / Menu

– Create a new menu or modify an existing menu

– Following functions on this menu are used to deliver deliverables access control

• Contract Deliverables Tracking

• Contract Deliverables Tracking: Update

• Deliverables Tracking: Initiate Shipping

• Deliverables Tracking: Initiate Planning

• Deliverables Tracking: Initiate Purchasing

• Deliverable-Based Billing

Access Security for DeliverablesHow to setup this feature



Functions that are used for the deliverables access control requirements


• Deliverables Tracking System – No Access

• Do not grant access to functions Contract Deliverables Tracking and Contract Deliverables Tracking: Update

• Removes Deliverables Tracking System from the Actions menu on Contract Organizer and Find windows

– View Only

• Grant access to function Contract Deliverables Tracking

• Do not grant access to function Contract Deliverables Tracking: Update

– Update

• Grant access to both functions Contract Deliverables Tracking and Contract Deliverables Tracking: Update



• Control access to Initiate Shipping, Initiate Planning, Initiate Purchasing– No Access

• Do not grant access to functions Deliverables Tracking: Initiate Shipping, Deliverables Tracking: Initiate Planning, Deliverables Tracking: Initiate Purchasing

• Removes Initiate Shipping, Initiate Planning, Initiate Purchasing actions from the Actions menu on DTS

– Access

• Grant access to functions Deliverables Tracking: Initiate Shipping, Deliverables Tracking: Initiate Planning, Deliverables Tracking: Initiate Purchasing



• Deliverables Based Billing System– No Access

• Do not grant access to function Deliverables-Based Billing

• Removes Deliverables-Based Billing from the Actions menu on Contract Organizer and Find windows

– Update

• Grant access to the function Deliverables-Based Billing



• Step 2: Role Based Security Setup– Responsibility: Project Contracts Super User

– Navigation: Security / Roles

– Roles Form

• Create a new role (or query an existing role)

• Associate user role with the appropriate menu

• Check the Enforce role-based security checkbox

• Define additional access rules as required– Run the concurrent requests ‘Generate Access Rule’ and ‘Generate Secure View’




Associate appropriate user menu to the roles


• Step 3: Contract Access Setup– Responsibility: Project Contracts Super User

– Navigation: Security / Contract Accesses

– Security Role Assignments Form

• Select employee

• Select contract, program, or site level setting

• Specify the user’s role




Specify the employee’s role at a contract, program or site level


Agenda






• Success Story


Improved Integration with Supply Chain Apps

• In Project Contracts, administrators can specify the list of print forms (such as DD250) required during contract execution.

• With R12, user can configure to display print forms information in different flow down areas of various applications as required. For example, it can be configured to have DD250 print forms information displayed to the users in shipping.

• Other key enhancements include a warning message when the same project hierarchy is linked to multiple contracts. This is required for government contracting organizations that do cost-plus contracts with progress billing.


Description• Users can now view the Print Forms information in other systems :

– Shipping

– Purchasing

– Work In Progress

– Billing

Benefits• Print Forms information available to other systems such as Shipping,

Procurement, WIP, and Billing– Improve downstream business efficiencies

– Avoid shipping or processing orders without relevant documentation

Flowdown of Print Forms Information


Flowdown of Print Forms InformationHow to use this feature

Example of flowdown from Shipping transactions. Flowdown info shows Print Forms associated with the Contract/Line


Flowdown of Print Forms InformationHow to setup this feature

Specify business areas to flowdown the Print Forms info

New tab for Print Forms flowdown


Specify Effective Date for Programs

Description• User can specify the active duration of a Program (From – To)

• Assign only active programs to a contract or funding pool

Benefits• Avoid assigning an inactive Program to a contract or a funding pool

• Reduce potential user mistakes


• Contract Authoring Workbench, Funding Pool Form– User can associate the contract or funding pool with a specific program

– Only active programs will be displayed in the program LOV

• Security Role Assignments Form– Employee access can be defined at a program level

– Only active programs will be displayed in the program LOV

Specify Effective Date for ProgramsHow to use this feature


Specify Effective Date for ProgramsHow to setup this feature

Specify effective dates for the Program


Default Top Task from Contract Header to Lines

Description• User can specify Top Task on the contract header

• Top Task will default to contract lines

Benefits• Increases efficiency - eliminates the need for manual entry of top task on

contracts with many lines


Default Top Task from Contract Header to Lines How to use this feature

Default task on the contract header defaults to new lines in the contract


Default Due Date based on Days ARO

Description• Due Date on contract line will be automatically updated to Award Date

(specified on the header) + Days ARO (specified on the line)– Award Date: 01-JAN-2006

– Days ARO: 30

– Due Date = 31-JAN-2006

Benefits• Eliminates the need for manual entry of due dates

• Eliminates the need to update the due dates manually for each contract line when award date is changed


Default Due Date based on Days ARO How to use this feature

Due date = Award date + Days ARO


Default Due Date based on Days ARO How to use this feature

Warning when user changes the Award date and has Days ARO already specified on the line


Description• When a Delivery Order is created in OKE using a Master Agreement, the user

can see the concatenated Delivery Order # / Master Order # in OKE

• This feature flows down the concatenated information to other applications so that users know which master contract the order is against

Benefits• Users in applications such as Shipping and Procurement can easily identify

the master agreement associated with the delivery order

Flowdown of DO # / Master Agreement #


Flowdown of DO # / Master Agreement # How to use this feature

Concatenated Delivery Order # / Master Agreement #


Agenda






• Success Story


Multi-Org Access Control

• Oracle Project Contracts leverages the Multi-Org Access Control model

– Allows users to author contracts and templates in multiple operating units without switching responsibilities

• When Multi-Org Access Control is implemented, users can only access contracts authored in operating units that are listed in the security profile assigned to their responsibility


Description• Provision to decide whether same Project Hierarchy can be used on multiple

Contracts

• Options are– Allow

– Allow With Warning

– Do Not Allow

Benefits• Flexibility to handle different business scenarios to allow / disallow project

hierarchy usage

Same Project Hierarchy on Multiple Contracts


• Example

Project P1

– P1A

– P1B P1B1 P1B2 P1B3

Contract C1

Contract C2

Same Project Hierarchy on Multiple ContractsHow to use this feature


• Allow

Project P1

– P1A


Contract C1

Contract C2


Multiple contracts can be referenced using the

same project hierarchy


• Allow With Warning

Project P1

– P1A


Contract C1

Contract C2 !


C1 linked to project P1B

User gets a warning when he tries to link C2 to P1B2


• Do Not Allow

Project P1

– P1A


Contract C1

Contract C2


C1 linked to project P1B

User gets an error message when he tries to link C2 to P1B2.

This action is not allowed


• Responsibility: Project Contracts Super User

• Navigation: Edit / Preferences / Profiles / OKE: Same Project Hierarchy on Multiple Contracts

– Allow

– Allow With Warning

– Do Not Allow

Same Project Hierarchy on Multiple ContractsHow to setup this feature


Description• Approver can add notes/comments after approving a contract. This feature

allows the submitter of the contract to see the approver’s notes

Benefits• Handles the Contract users requirement to have ‘approve with comments’

functionality

• Improves efficiency of the approval process

View Notes on Approval of Contract


View Notes on Approval of Contract How to use this feature

Approver approves with comments


View Notes on Approval of Contract How to use this feature

Submitter can review approver’s comments


Enhancements to ‘Copy From Existing Contract’

Description• User has an option to specify if the following should be copied from the

source contract– Project and Task

Benefits• Helps in reducing the manual effort in duplicating projects and task

information for multiple contract lines


• Navigation: Contract Organizer / New Document / Copy from an Existing Contract

Enhancements to ‘Copy From Existing Contract’How to use this feature

Copy Projects and Tasks


• Copying Project and Task information is dependent on profile option OKE: Same Project Hierarchy on Multiple Contracts

– Allow: Project and task information will be copied

– Warning: Project and task information will be copied with a warning displayed to the user

– Do Not Allow: Project and task information will not be copied

Enhancements to ‘Copy From Existing Contract’Dependencies and Interactions


Delete Contract in ‘Entered’ or ‘Canceled’ Status

Description• User will be able to delete contracts, proposals, or solicitations in “Entered” or

“Canceled” statuses

Benefits• Eliminate build-up of unwanted data

• Reduce potential user mistakes by using a wrong document reference


Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to use this feature

Delete Contract from ‘Go To’ menu

Delete Icon


Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to use this feature

Warning message before deletion


• Navigation: Setup / Framework / Contract Statuses

• Specify that ‘Delete Allowed’ is a valid operation for a contract in an Entered or Canceled status

Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to setup this feature



‘Delete Allowed’ as a valid operation for ‘Entered’ Status


• Responsibility: System Administrator

• Navigation: Application / Menu

• Enable ‘Delete Document’ function on the following menus:– OKE-Contract Administrator Privileges (seeded)

– OKE-Contract Organizer Actions (seeded)

– Other user menus as needed




Enable ‘Delete Document’ as a menu function


• User cannot delete a contract in Entered or Canceled status if– Planning has been initiated for one or more deliverables

– Shipping has been initiated for one or more deliverables

– Purchase Requisition has been initiated for one or more deliverables

– Billing Event has been initiated for one or more deliverables

– Project Agreement corresponding to this contract has already been created from the contract’s funding source

– The contract is a Basic Order Agreement and has other Delivery Orders referenced to it

Delete Contract in ‘Entered’ or ‘Canceled’ StatusDependencies and Interactions


Delete Contract in ‘Entered’ or ‘Canceled’ StatusDependencies and Interactions

Error message when user tries to delete a contract that has some downstream processes initiated


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• Oracle Product Documentation:– http://www.oracle.com/technology/documentation/applications.html


Customer Success ProfileBAE Systems

COMPANY OVERVIEW

• One of the largest defense and aerospace firms in the world

• £14.8B ($27.5B USD) in annual sales• Over 90,000 employees across 5

Continents• Customers in 129 countries

RESULTS

1st division (Platform Solutions) live since July 2002, with on-going implementations in other divisions


BAE Systems Platform SolutionsPain Points Before Implementing Project Contracts

• In-place systems not integrated– Contract Management System (CORT) not integrated with other ERP

systems

– Contract information disseminated via manual reports

– Financials were independent from other systems

• Very people dependent– Manual processes used for shipping, funding/billing, planning and

procurement with no automated access to contract information

• Verbal dissemination of Contract Information– No automated flow down of contracts information to internal groups or to

vendor/suppliers


BAE Systems Platform SolutionsProject Contracts Features Used

• Authoring– Capture of awarded contracts and pre-award proposals

• Funding– Allocation of funding to the lines and sublines in the contract and

automated creation of the Project Agreement

• Change Management– Timely and efficient capture, approval and implementation of contract

modifications

• Deliverable Tracking System– Robust deliverable tracking and automated initiation of shipping, billing,

planning and procurement processes


BAE Systems Platform SolutionsProject Contracts Features Used (cont’d)

• Reports– Using existing data fields along with User Defined Attributes to

disseminate contract information, such as deliverable due-dates, milestones, etc.

• Contract Flowdown– Used extensively to disseminate contract information including selected

attributes, Mandatory Flowdown Clauses and other contract information to business areas such as WIP, Shipping and Procurement

• Other – Business Metrics Reporting:– Monitor proposal turn around times to ensure on-time delivery and

administration of the proposal process

– Visibility of deliverable due-dates across contracts and milestone suspension date tracking

– Adherence to established billing schedules set forth in the contract


BAE SYSTEMS Platform SolutionsProject Contracts Data Mart Reporting

This is sample of a report created to enable Contract,Program and Finance managers to better manage contractual billing milestones

This is sample of a report created to enable Contract,Program and Finance managers to better manage contractual billing milestones

Note: BAE Systems proprietary information

A condition has been created in the report that provides an indication of a milestone that is past due

A condition has been created in the report that provides an indication of a milestone that is past due


BAE SYSTEMS Platform SolutionsBenefits Gained From Using Project Contracts

• In-place systems not integrated

• Systems integrated with ERP– Integrated Contracts, Projects/Financials, Shipping, Procurement and

Planning capability

• Very people dependent

• Automated Processes – Able to bill customer for Advance Payments, Unit Price and Contract

Milestones

– Automated flowdown to internal business areas and to vendor/suppliers for mandatory flowdown clauses

– Funding and Modification processes are automated

– User Defined Attributes automatically pass booking info to Financials


BAE SYSTEMS Platform SolutionsBenefits gained from using Project Contracts (cont’d)

• Verbal dissemination of Contract information

• Anytime, Anywhere Access– Contract administration and ship/build activities conducted

from multiple locations

– Global access to information by authorized users

• Resulting In….


BAE SYSTEMS Platform SolutionsBenefits gained from using Project Contracts (cont’d)

• Timely, Efficient Contract Management– Routine tasks under each contract such as Planning, Funding, Billing,

Shipping and Procurement each averaged 2-3 days to complete…Now reduced to 1-2 Hours per activity

– Change management process took up to 2 days for each Modification…Now completed in minutes

– Disseminating Contract information took up to a week for each new contract…now accomplished in minutes with the automated flowdown capability

– Reporting was disjointed and inconsistent…Now automated, user configured and available on demand


BAE SYSTEMS ImplementationAcross Large Entities with Multiple Systems

DIVISION GO-LIVE DATEIMPLEMENTATION PERIOD NUMBER OF USERS

Johnson City July 2002 2 years Approx 50

Fort Wayne February 2003 1 year + Approx 50

Controls West June 2003 1 Year Approx 50

Irving April 2006 < 1 Year Approx 50

Rochester, UK Planned June 2008 ?? Approx 50

Replaced 64 different systems with Oracle E-Business Suite

industry specific cover image r12 enhancements to oracle project contracts tbd

Documents

oracle confidential

r12 slide

project contracts information

contract administrators

original contract

contract approval

contract header

sole discretion of oracle