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Copyright (c) 2020, Oracle. All rights reserved. Oracle Confidential.

R12 11i: Whitepaper On Project Performance Reporting Functionality (Doc ID 2640038.1)

Modified: Feb 19, 2020 Type: WHITE PAPER Status: UNDER_EDIT [ EXTERNAL ] Visibility: INTERNAL

In this Document

Abstract
History
Details
Summary
Overview For Project Performance Reporting
Summarization of Data
Reporting Data
Analysis of Data
Advantages of Project Performance Reporting over Project Status Inquiry
Overview of Project Performance Exception
Process Flow for Project Performance Exception
Managing Exceptions
Overview of Project Status Report
Status Report Security
Project Status Report Life Cycle

APPLIES TO:

Oracle Project Planning and Control - Version 11.5.10.2 and later

Information in this document applies to any platform.

ABSTRACT

This document addresses functionality and setup required for Project performance reporting, Project status reporting and Project
performance exceptions along with some known issue and frequently asked questions on project performance reporting.

HISTORY

Creation Date: 18-FEB-2020

Expiration Date: NULL

DETAILS

Objective:

This document intends to explain functionality and setup required for Project performance reporting, Project status reporting and Project
performance exceptions along with some known issue and frequently asked questions on project performance reporting.

Scope:

Following points are discussed in detail in the document.

Overview of Project Performance Reporting.

Overview of Project Performance Exception.
Overview of Project Status Reports.
Implementation and Process Flow for Project Performance Reporting.
Implementation and Process Flow for Project Performance Exception.
Implementation and Process Flow for Project Status Reporting.
Technical Components related to these functionalities
Important Issues and FAQ

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NOTE: In the images and/or the attached document, user details / company name / address / email / telephone number represent a
fictitious sample (based upon made up data used in the Oracle Demo Vision instance).
Any similarity to actual persons, living or dead, is purely coincidental and not intended in any manner.

SUMMARY

Overview For Project Performance Reporting

Project performance reporting page enable project managers to manage and control three constraints of any project Scope, Schedule and
Cost. It gives us the comparison between actual and planned values in different areas on which performance of a project can be
measured.

These areas are effort, cost, profitability, Billing Collections, Capital Costs and Earned value. Performance reporting gives the ability to
judge performances on different metrics for example Cost, Profitability and Earned values.

If project manager wishes to see project performance amounts in project functional currency then he or she can do that and if they wish
to see amounts in project currency then also they can view amount in project currency. In addition to that there are couple of global
currencies on which project performance amounts can be reported. performance reporting can also display data in different calendars,
there are three types of calendars supported PA, GL and Global.

Project performance management works based on three steps:

Summarization of Data
Reporting of Data
Analysis of Data

Summarization of Data

Through out the tenure of project execution multiple transactions are created for a project e.g. thousands of expenses are incurred,
hundreds of invoices got generated. Its very difficult for all of them to fit into single page thus in order to display all these transactions,
they should be summarized. There are two steps to summarize data.

In first step system extracts transactions and summarize them and create base summaries.
In second step system further summarizes base summaries based on project and based on organization.

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There are several concurrent program which we have in Project management to summarize all transactions. These requests are used for
first step of summarization.

PRC: Load Project and Resource Base Summaries:

Extracts actuals, commitments and other type of transactions to create base summaries. User should be cautious before running this
request, this request should be run only when customer plans to re-implement project management.

PRC: Update Project and Resource Base Summaries:

Updates the base summary with changes in source transactions such as new time cards, other new and modified costs, commitments,
revenue, effort, and earned value. In addition, this program updates the base summary for new or changed resource breakdown
structures. If there are any additional transactions created after creating base summaries then this process will include those new
transactions.

PRC: Refresh Project and Resource Base Summaries:

Extracts and re-summarizes transaction data to replace the existing base summary data for projects with duplicate, missing, or un-
reconciled amounts. This ensures that the base summary data for specified projects correctly reflects the latest transaction amounts. After
this program completes successfully, submit the PRC: Refresh Project Performance Data program for the same projects.

PRC: Delete Project Intelligence and Performance Reporting Data

As the name suggests it'll delete base summaries created by load process.

PRC: Process Resource Breakdown Structure Updates

Program is used when there is a change in resource breakdown structure, This request refreshes base summaries based on new resource
breakdown structure.

These request are used in second step of summarization.

PRC: Load Project Performance Data:

Summarizes newly created base summaries by request PRC: Load Project and Resource Base Summaries. User should be cautious before
running this request, this request should be run only when customer plans to re-implement project management.

PRC: Update Project Performance Data:

Summarizes updated base summary.

PRC: Refresh Project Performance Data:

Re-summarizes the refreshed base summary data for specified projects to address data inconsistencies such as duplicate, missing, or un-
reconciled summary amounts. In addition, this program re-summarizes the base summary data for plan amounts to reflect changes in the
resource list.

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PRC: Delete Project Performance Reporting Data:

Deletes the summarized base summaries created by PRC: Load Project Performance Data

Reporting Data

There are several reporting dimensions on which project performance report can be generated.

Reporting by Project:
When you initially access the project performance reporting page Oracle projects displays an overview page with several tabular and
graphical regions. These regions are called row sets, all these row sets will have certain fields which are called measures. This page gives
overall health for project and dependent of type of project getting executed, So if its a contract project system will have different page and
if its a capital project then system will have different page.

Reporting by Task:
If user wishes to view progress information and financial information for any specific task then reporting dimension Report by Task can be
used. User can view financial information for tasks at all levels of financial structure. For example costs are always incurred at lowest task
level but user can view cost at top task as well because system rolls up amounts from lowest tasks to higher level of task.

Reporting by Resource:
Performance report can be generated based on resources. If user wishes to see how much costs has been consumed by which resource it
can be visible using this reporting dimension.

Reporting by Time:

There are couple of time based reporting dimensions also available which reports project's performance.

a. Periodic View: This gives us period by period trends in project performance areas.

b. To Date view will give us project performance data for different duration of project. There are several To Date views available in Project
performance reporting.

i. Prior Period - Displays amounts for the period prior to current reporting period for the selected calendar.
ii. Period to Date- Displays amounts for the current reporting period for selected calendar.
iii. Quarter to Date - Displays amount for current quarter for selected calendar
iv. Year to date - Displays amounts for the current financial year for selected calendar.
v. Inception to date - Displays amounts since start of project.

Analysis of Data

In addition to view and generate report, data can be analyzed further to measure performance of project.

Detailed amounts for a project can be viewed, If Total Burden Cost or Billable Cost hyperlinks in report is clicked then expenditure item ids
which constituted those amounts can be reviewed.
If Commitment Amount hyperlink is clicked then supplier invoice or purchase orders which made those commitments can be reviewed.
If user clicks on Revenue hyperlink then they can view all the events caused total revenue for a project.

Resource breakdown structure can be associated to a project, resource breakdown structure is nothing but combination of resources
maintained in hierarchal relationship. User can view actual and planned amounts based on resource breakdown structure. For example
user can track the cost of specific resource and use Resource Breakdown Structure to view breakdown of those costs.

Performance reporting data can be customized using custom page layout to display amounts based on business requirements, user can
add or remove row sets and some measures as per their requirement.
Look and feel for project performance reporting pages can be changed. User can use OAF personalizaiton features to meet this
requirement.

Data in Project performance reporting can be analyzed based on Task and Resources. For example if user goes to task summary page they
will be able to view cost for each tasks. If user selects one task and click on resource analysis then they will be able to view which
resources consumed how much cost for that specific task.

Advantages of Project Performance Reporting over Project Status Inquiry

Though Project Performance Reporting behaves in similar way of Project Status Inquiry (PSI) form, It has few advantages over PSI form.
Please find list of differences between Project Performance Reporting and PSI form.

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Overview of Project Performance Exception

Project performance exception enable project managers to view concerned and problematic area for project through status indicators.
There are three seeded status indicators On Track, At Risk and Critical, User can define custom seeded status indicators as well. These
status indicators can be measured at three different levels.

Measure Level:
Various measures can be defined in Project under key performance areas to determine status of project for individual measuring level. E.g.
Lets say project has 2 different measuring levels and their corresponding status indicator based on permissible values.

Actual vs Budget - On-Track

Difference between Estimated and Schedule end dates for Project - At Risk

Key Performance Area Level:

Each measures are pointing to key performance area, these area could be financial and schedule. Different measuring levels are assigned
to key performance area and based on exception status of each measuring level to specific key performance area, exception status of
key performance area could be calculated.

Using above example if Actual vs Budget measure is associated to Key Performance Area Financial then status indicator for Financial would
be On-Track and if Difference between Estimated and Schedule end dates for Project is associated to Key Performance Area Schedule then
status indicator for Schedule would be At Risk.

Project Level:
Project's performance is judged based on different measures and exception can be tracked for different measures based on permissible
values. If values lie in acceptable region then it can be said that specific measure is On-Track and if values lie outside of acceptable region
then that measure is either at risk or critical. Project Level at project level we've only one status indicator, system assign worst status
indicator among all key performance are to project.

As per above example since Financial KPA is On Track and Schedule KPA is At Risk then project's status will be At Risk.

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Process Flow for Project Performance Exception

a. First performance rule for a measure will be defined which will have acceptable values assigned.
b. Weights will be assigned to those performance rule which will be used to generate status for Key Performance Area.
c. After that Key Performance Area (KPA) score will be defined which will have some value ranges and it can be compared with weights
assigned to performance rules.
d. If value of KPA score falls in acceptable region then KPA is on track and if the value lie outside acceptable region then KPA is on
exception.

Whole calculation of Performance Exception can be shown through below illustration.

Suppose users have associated three performance rules to the project. All of them are pointing to same Financial key performance area,
user will define threshold values and associate status indicators to them. User will assign weight to each status indicator. After this user
will define key performance area scoring rule where they will define threshold value and assign status indicator to them. These threshold
value ranges will be compared with sum of weightings of all performance rules.

Below picture displays Performance Rule along with their Weighing defined for Project.

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Below picture displays Key Performance Score defined for Project.

Value for each measure is captured at specific point of Project

ITD % Spent – 90%

ITD Raw Cost – 21000
ITD Burdened Cost – 25000

Based on performance rule defined, Total Weight based on each measure would be:

10 (ITD % Spent) + 20 (ITD Raw Cost) + 20 (ITD Burdened Cost) = 50.

Based on Key Performance Area Score, 50 falls in the range of "At Risk" thus Project's status would be "At Risk".

Managing Exceptions

Once exception is generated project team members has to manage those exceptions. If users click on color code for each status indicator
then they will be able to view detailed information on exception. User can record one of more remarks for an exception, User can also
capture corrective actions required for those exceptions. Exception details are always visible in Global currency. Remarks and corrective
actions are recorded through comments and they can be tracked through user name, date and time.

System maintains historical exceptions as well, and to improve performance historical exception can be purged as well. Request PRC:
Generate Performance Scores and Notifications can be used to purge historical exceptions.

Status report notification of a project performance can be delivered to different stakeholders as well. Using concurrent program PRC:
Generate Performance Scores and Notifications reports can be delivered to project stakeholders.

Overview of Project Status Report

Project status report enable project team members to provide timely and consistent project status information to different stakeholders.
Dependent on different type of audience different status reports can be generated. For example user can have one report for internal
management and another report for customer. Below attributes are being used to generate project status reports.

a. Report type - Provides mechanism for the communication of status report to different audience.
b. Page Layout – Display of different information for different views of project information.
c. Reporting Cycle - Determines default start date and end date of reporting period.
d. Approval Options - Through approval Option user can determine whether approval is required or not.
e. Reminder Rule - Delivers reminder and escalation notification to team members who has access to status reports.

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Status Report Security

Access list for Project status report has to be defined in order to restrict access to Status Report. There are three possible methods based
on which access list can be defined.

Role
Access list of status report can be defined based on project rule. For example if specific project has 5 project administrator and business
want all of them to access report then you can define access list based on role.

Team Member
Access list will be defined based on individual team member. For example if business wants only 2 project administrator to have access
then access list is defined based on team members.

Non Team Member

Non Team members can be added into access list however they will only be receiving notification when status report gets published.

Project Status Report Life Cycle

a. Status report is created in working status. Working status report can be updated by users who has access to that status report.
b. Once all work related to status report completed then user can submit it for approval and then status of report becomes submitted.
c. Based on approver's satisfaction status report can be approved or rejected.
d. If report is approved then user can publish the report after which report's status become published.
e. If report is rejected then user can change the status of report to working in order to start reworking on the status report.
f. User can have multiple published status reports if business has a requirement to obsolete them then user can change status report to
obsolete. In this status reports can not be edited or deleted.

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Distribution: EXTERNAL Visibility: INTERNAL
Created By: VIVVISHA.IN Created: Feb 18, 2020
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