R12 Enhancements OKE DMA

Industry specific cover image
R12 Enhancements to Oracle Project Contracts

TBD
Copyright 2007, Oracle. All rights reserved.
Oracle Confidential
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Agenda
R12 Release Overview
Usability Enhancements
Security Enhancements
Improved Integration with Supply Chain
Applications
Multi-Org Access Control
Success Story
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 Oracles products remain at the sole
discretion of Oracle.
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Project Contracts Overview
Project Owner / Manager
Contract Manager

Sell
Purchasing

Buy
Bill & Collect
Sell
Side
Track
Deliverables
Solicit or Bid
Author/Execute
Contract
Procure/
Subcontract
Manage Funds
Secure, Central
Contract Repository
C
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a
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g
e

M
a
n
a
g
e
m
e
n
t
Role-Based Access
Standard Library:
T&Cs, Articles
SOWs
Deliverables
Contractors &
Subcontractors
Suppliers
Subcontracts
(w/Flowdown)
Purchase Orders
Customers
Solicitations
Bid/Proposal
Contract
Other Application Components
Planning
Procurement
Integration
Manufacturing
Shipping
Projects
Finance
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Improvements in Release R12
Improved Integration with Supply Chain Applications

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:
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Agenda
Applications
Success Story
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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
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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
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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 projects 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
How to use this feature
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Multi-Currency Billing
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Re-initiate Billing indicates that billing
event on Project Contracts and Project
Billing needs to be synched up
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Agenda
Applications
Success Story
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Available from 11.5.9
Users need to uptake patch 4298464
Access Security for Deliverables
Release 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.
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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

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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
Contract
User Role
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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

How to setup this feature
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Functions that are used for the
deliverables access control requirements
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Deliverables Tracking System
No Access
Do not grant access to functions Contract Deliverables Tracking and
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
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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
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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
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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

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Associate appropriate
user menu to the roles
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Step 3: Contract Access Setup
Navigation: Security / Contract Accesses
Security Role Assignments Form
Select employee
Select contract, program, or site level setting
Specify the users role

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Specify the employees role at a
contract, program or site level
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Agenda
Applications
Success Story
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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.
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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
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Example of flowdown from Shipping transactions. Flowdown
info shows Print Forms associated with the Contract/Line
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Specify business areas to
flowdown the Print Forms info
New tab for Print
Forms flowdown
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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
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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
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Specify effective
dates for the Program
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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

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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
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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
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Due date = Award date + Days ARO
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Warning when user changes the Award date and has
Days ARO already specified on the line
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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 #
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Concatenated Delivery Order # / Master
Agreement #
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Concatenated Delivery Order # /
Master Agreement #
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Agenda
Applications
Success Story
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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

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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
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Example
Project P1

P1A

P1B
P1B1
P1B2
P1B3
Contract C1

Contract C2
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Allow
Project P1

P1A

P1B
P1B1
P1B2
P1B3
Contract C1

Contract C2
Multiple contracts can be
referenced using the
same project hierarchy
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Allow With Warning
Project P1

P1A

P1B
P1B1
P1B2
P1B3
Contract C1

Contract C2
!
C1 linked to project P1B
User gets a warning when
he tries to link C2 to P1B2
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Do Not Allow
Project P1

P1A

P1B
P1B1
P1B2
P1B3
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
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Navigation: Edit / Preferences / Profiles / OKE: Same Project Hierarchy on
Multiple Contracts
Allow
Allow With Warning
Do Not Allow

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Description
Approver can add notes/comments after approving a contract. This feature
allows the submitter of the contract to see the approvers 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
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Approver approves with comments
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Submitter can review approvers comments
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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

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

Copy Projects and Tasks
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Copying Project and Task information is dependent on profile option OKE:
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
Dependencies and Interactions
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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

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Delete Contract from Go To menu
Delete Icon
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Warning message before deletion
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Navigation: Setup / Framework / Contract Statuses
Specify that Delete Allowed is a valid operation for a contract in an Entered
or Canceled status
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Delete Allowed as a valid
operation for Entered Status
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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
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Enable Delete Document as a menu function
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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
contracts funding source
The contract is a Basic Order Agreement and has other Delivery Orders referenced
to it

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Error message when user tries to delete a contract that has some
downstream processes initiated
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Additional Resources
For Customers and Partners
For More Information about our Products
http://www.oracle.com/products/
For More Information about Education
http://www.oracle/com/education/
For More Information about Support
http://www.oracle.com/support/
For Metalink Information:
http://metalink.oracle.com/
Oracle Product Documentation:
http://www.oracle.com/technology/documentation/applications.html
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Customer Success Profile
BAE 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
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BAE Systems Platform Solutions
Pain 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
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Project 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
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Project Contracts Features Used (contd)
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
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BAE SYSTEMS Platform Solutions
Project Contracts Data Mart Reporting
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
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Benefits 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
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Benefits gained from using Project Contracts (contd)
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.

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Benefits gained from using Project Contracts (contd)
Timely, Efficient Contract Management
Routine tasks under each contract such as Planning, Funding, Billing,
Shipping and Procurement each averaged 2-3 days to completeNow
reduced to 1-2 Hours per activity
Change management process took up to 2 days for each
ModificationNow completed in minutes
Disseminating Contract information took up to a week for each new
contractnow accomplished in minutes with the automated flowdown
capability
Reporting was disjointed and inconsistentNow automated, user
configured and available on demand

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BAE SYSTEMS Implementation
Across Large Entities with Multiple Systems
DIVISION GO-LIVE DATE
IMPLEMENTATION
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

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R12 Enhancements to Oracle Project Contracts

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