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Project managers need to monitor and control projects to ensure completion within the scope of
defined budgets, forecasts and schedules. In order to monitor projects, the manager needs to
view comparisons between planned values and actual values. Controlling projects can be
achieved through implementing budgetary controls.
The Project Performance Reporting (PPR) feature in Oracle Project Management (OP) provides
you with the ability to generate comparisons between actual project values versus planned values
defined in your project budgets and forecasts. You can view performance in the areas of effort,
cost, profitability, earned value, billing and collections, or capital costs. PPR can be an important
tool if you decide not to control project performance through budgetary control and budget
integration.
This paper is intended to help you determine the best way to setup and use Project Performance
Reporting. The paper recommends the list of setups and trouble shooting tips to help project
managers use PPR to monitor projects.
You may also refer to information regarding setup and how to use Oracle Project Management in
the standard Oracle User and Implementation Guides.
The information provided by PPR can be used to make informed decisions or take corrective
action based on the performance of the project over the project period. PPR provides at-a-glance
comparisons of actual versus planned performance as defined in project budgets and forecasts.
You can also drill down to detailed transaction information for a performance metric to view
specific transactions such as commitments, expenses and events. Based on comparison values,
the project manager may take corrective actions.
Enable Personalization
Use personalization to setup and view specific financial measures or regions in the performance
reporting page under the Reporting tab. For example, if the project is in the initial budgeting
stage, you may want to setup and view only 'Financial Measures’ that show budgeting values and
enable other sections containing measures for 'Actual' or 'Forecast’ after the project has begun.
To use personalization, set the following profile options at the 'responsibility' or 'user' level.
Once you enable personalization, you can personalize the performance reporting page for a user
or a responsibility to view the specific performance metrics or regions that meet your
requirements.
When you choose the Period Start Date method, OP allocates the total monthly general ledger
(G/L) amounts to the PA period (ie, project period) in which the start date of the G/L period lies. If
you want to report the amounts in G/L at the end of the period, you select Period End Date. The
Daily Pro-Ration option spreads the amounts over each day in the specified period.
When you select the 'First Day of Planning Period' option, all foreign-currency planning amounts
are converted at rates applicable on the first day of planning period. Using the same date and rate
allows you to avoid rate fluctuations and also to avoid different rates being used by different
users.
You select an option for the period you want to designate as the current reporting period for each
calendar: Global Calendar, PA Calendar and G/L calendar. You may select any of the following
options: Last Open Period, First Open Period, Last Closed Period, Prior Period, Current Period,
and Specific Period. You cannot select Last Open Period, First Open Period and Last Closed
Period for Global Calendar. If you select Specific Period then you must setup current reporting
period under System Setup Options at Operating Unit Level.
Data defined for time phasing periods (data spread over project periods)
Data from work plan amounts
Data for 'non-current' and 'non-original' budgets
Select the values to include or exclude data you do not need in your performance metrics. The
summarization process selects the data to summarize and report based on the selections in these
options.
If the ‚Update Sections‛ button is not available or if the button is disabled, perform the following
steps:
1. Select the ‘personalization’ hyperlink.
2. Select icon for appropriate function, eg ‘button update’
3. Select value ‘true’ for context ‘rendered’ at responsibility level or
organization level or site level depending on your security
requirements.
4. Select sections as required in the ‘select sections’ window.
Page layout for the Performance Overview page can be defined through personalization.
In order to aggregate your project reports by resource, you assign a Resource Breakdown
Structure (RBS) to a project. Transactions are aggregated in your reports based on the hierarchy
defined in the RBS. The resource breakdown structure consists of one or more hierarchies of
resource elements. A resource element can be one of two types:
Resource Type = A class of resource such as a job or organization
Resource = A specific combination of a resource type and a resource, such as the job of
Principal Consultant or a person named Amy Marlin.
Transactions are associated with the RBS element for use in summarizing performance data in
PPR.
Each transaction is assigned a resource element from the RBS based upon rules you define that
map actual and planned project transactions to the RBS elements.
If you do not know the resources you plan to use, you can use a resource type. When transactions
are created for a project, the matching is done to the resource type and the RBS is updated
automatically with any new resources. For example, you may know that you want to report by
Organization and then by People in the organization, but you do not know which organizations
and people are planned until they are used in transactions. As the transactions are incurred for
the project, transactions are mapped to the RBS and new resources are added. Using resource
types simplifies the implementation of the RBS.
RBS Definitions
You decide how the matching works to assign a resource element to each project transaction by
determine the RBS type. You choose one of the following RBS definitions:
Instance Based: If the RBS is made up of resources, the matching process finds the
element to which the transaction maps and associates a specific resource element to the
transaction.
Rule Based: If the RBS has rules as elements, the matching process finds the rule to which
the transaction matches and adds a resource at the rule level to create new elements in
the RBS. The new resource element is associated to the transaction.
What are common resolutions used when summarization processes have performance issues?
1. Free up the temporary table space
2. Increase the size of temporary table space with more free space available to improve
the performance of delete process.
3. Increase the db_cache_size to more than 1GB.
4. Set the value for the option "Planning Amount Allocation Method" as 'Period
Start/End Date' instead of 'Daily Pro-Ration'
5. Ensure that all setups are defined.
6. If load processes end in error, try increasing table space in PPS_TS_INTERFACE
Should the Remaining Cost in View Workplan Cost page show as Total Cost - Actual Cost?
The remaining effort and remaining cost need not always be an arithmetic difference between
total effort and actual effort and total cost and actual cost, respectively. Remaining Effort is taken
from ETC Effort and Remaining Cost is from ETC Cost.
Example 1: Effort in Hours and Cost is USD. Planned Effort is 100, Planned Cost is 1000,
Actual Effort is 60 and ETC Effort is 40 (ETC=Planned-Actual) Actual Cost is 6000 and
ETC Cost is 4000. In this situation remaining effort and remaining cost are shown as the
columns ETC effort and ETC cost so they are shown as 40 and 4000, respectively.
Example 2: If ETC is updated in the published version from 40 to 50, then remaining
effort is shown as 50 and remaining cost is shown as 5000 even though Total Effort is 100
and Actual Effort is 60 and Total Cost is 10000 and Actual Cost is 6000
When you run PRC: Update Project Summary Amounts the commitment transactions are added
to a table that summarizes and aggregates details for viewing.
Future dated (transaction date > sysdate) transactions/commitments will not be shown in the
Performance Reporting Page if the conversion rates are not defined for those periods.
Why is Commitment data not captured by the summarization processes or not rolled up in
Performance Overview page or Task Summary page?
Only Purchase orders, Requisitions and Supplier Invoices are considered
commitments, all other transactions are not considered commitments.
Ensure that setup in inventory module is done properly, such as item category,
category codes, category sets.
Check that commitment dates are within enterprise calendar, GL calendar range, PA
calendar range.
Check that periods are defined for commitment promised dates and need by dates as
entered in purchasing modules.
If the commitments are in foreign currency, then ensure that currency conversion
rates exist on the commitment dates.
Check that ‘material’ is added as expenditure type in resource class and is associated
with the item category set.
What steps should be followed to view data based on a newly defined RBS?
Create a new version of Resource Breakdown structures
Create Project
Assign the RBS to Project Financial Plans
Modify the RBS to newer version and freeze and run following concurrent programs
Run the Program PRC: Process Resource Breakdown Structure Updates
When and why should Plan Type: FP.M Work Plan Upgrade (Seeded) be used as parameter in the
process PRC: Update/Refresh Project Performance Data?
This plan type is used only for upgrading a workplan as a plan type to the project. This should be
used only during the Upgrade from pre family-pack M patchset level to M. It should not be used
every time you run the process. The value for the parameter could be null also to refresh or
update data for all plan types.
What steps should be followed to detach old RBS and enable new RBS from workplan or
financial plan?
In order to detach the RBS and re-enable the same perform the below steps:
Navigate to the Workplan -> Setup -> Plan Settings
In the Reporting and Display - Resource Breakdown Structure LOV, choose a blank value
and click Apply
Navigate to the Financial Plan -> Setup -> Plan Settings
In the Display - Resource Breakdown Structure LOV, choose a blank value and click
Apply
Now Navigate to Project Home page - Setup -> Resource Breakdown Structures
When seen on the usages tab both workplan and financial plan should be unchecked
Now detach both the RBS from the project and click Apply
Navigate back to the same page and attach the same RBS to the Project
Choose the same RBS for viewing the resources data in the workplan and financial plan
setup page as navigated earlier
Does Refresh Project Performance Data process refresh cost rates as well?
'Refresh Cost rates' should be run to refresh the cost rates. Refresh Project Performance Data does
not refresh the cost rates. AMG API "PA_FP_CALC_PLAN_PUB.REFRESH_RATES API" can be
used for refreshing cost/bill rates and conversion rates.
Also to note the difference between 'Calculate Budget' and 'Refresh Cost Rates' in the Edit Budget
page for a budget plan version. Clicking the Calculate Budget button will calculate the amounts
for the budget lines by applying the rates to the quantity versus refreshing the cost rates for the
planning elements will re-derive the rates from the rate engine and use this to calculate the
amounts.
This calculation is done so that number of periods we show in X axis doesn’t exceed 12. Where
Periodic Summary has data from Jan-2003 till April 2004 we have 16 monthly periods and 71 PA
Periods. When the calendar selected is "GL" and period filter is "Period", the data in the table are
shown in periods - Jan-03, Feb-03, Mar-03, Apr-03 ... But the Graphs are shown in Quarters - Q1-
03, Q2-03, Q3-03 ...etc.
Why do forecast values differ between Performance Overview page and Financials page?
The forecast figure is different on the Performance Overview Page because it is the ITD figure. It
depends on the 'Current Reporting Period' setup on the page. If you have some future-dated
amounts planned for Forecast these amounts are not being considered for ITD values. The
Overview page has the facility to show the ITD and PTD values. The ITD values would be the
same as the full planned amounts only if there is no future dated amounts. There are At-
Completion figures populated with the full amounts. Use this to view the amounts for right
calculations.
What tables are updated after the summarization processes runs for a program and its
associated projects?
Please refer bug 8838271 for details
What business processes should not be conducted when summarization processes are running for
a project?
Publish Workplan
Baseline Budget
Changing program structure.
Process Structure Updates
Setting RBS to current
If summarization processes are already running for projects that are part of program and
the program is attempted to be updated.
Do not cancel a request a request, if done the project gets locked for which process is run,
only when process is completed successfully, the lock goes off.
What steps should be followed to run the load and other summarization processes together? Or
what steps should be followed if Load Processes end in error?
If the load processes have ended in error, then subsequent summarization processes will not fetch
values. Try the following steps:
Set profile PJI: Truncate PJI Summary Tables to Yes
Run PRC: Delete Project Intelligence and Performance Reporting Data with parameter set
to Yes
Set profile PJI: Truncate PJI Summary Tables set with parameter to Yes
Run "PRC: Delete Project Intelligence Data" with parameter "Yes"
Run PRC: Delete Project Performance Reporting Data with upgrade parameter set to Yes
Set up Mandatory Global (BIS) Profiles:
- BIS: Global: Start Date
- BIS: Primary Currency
- BIS: Primary Rate Type
- BIS: Enterprise Calendar
- BIS: Period Type
Perform Setup (mandatory) or Change (Optional)for the project performance reporting
setup.
Run PRC: Load Project and Resource Base Summaries with the ‘Extract Commitments‛
parameter set to No. (Performs initial load of actuals into base level summary tables)
Run "PRC: Load Project and Resource Base Summaries" with the ‘Extract Commitments‛
parameter set to Yes. (Performs initial load of commitments into base level summary
tables)
- Set the value of the profile option 'PJI: Number of Parallel Extraction Programs'
based on the number of CPUs. This will spawn these many parallel processes
reducing the overall processing time.
- Standard Manager should be set to a value high enough so that the above number
of processes can be spawned concurrently. After the above process is run, all the
actuals transaction will be accumulated for all the projects. The data can be verified
in the tables
How are ITD, PTD, YTD and QTD values calculated with reference to Current Reporting Period
(CRP) in PPR?
ITD: Inception to date - ITD values are from inception to sysdate and not the reporting period
end date.
PTD: Period to Date - From beginning of respective period to Current Reporting period end date.
YTD: Year to Date - From beginning of the immediately preceding year to Current Reporting
period end date
QTD: Quarter to Date – From beginning of the quarter in which Current Reporting Period lies to
Current Reporting period end date
What are the conditions to see ‘Percent Complete’ roll-up to project level on project list page?
Workplan page shows ‘Percent Complete’ figures of individual task whereas Project List page can
be setup to show ‘Percent Complete’ figures at project level. For computing the whole project's
percent complete figures, Performance Reporting module SHOULD be installed and
summarization processes need to be run to populate these figures. They cannot be viewed
otherwise. And the computed figures are usually shown only the Performance Reporting pages,
nowhere else. Even custom measures would not fetch values if Performance Reporting module
were not installed.
How and when to use "UPG: Upgrade Resource List To Planning Resource List" process?
Following steps may be followed to
Create Resource list in forms with single expenditure type
Upgrade the resource list
Check that resource list has now 4 new resources with names People, Material Items,
Equipment, Financial Elements and the existing resource.
Use this resource list for planning.
Always select the Cash Expenses as the resources to plan amounts against tasks in
Approved Revenue budget. This way you can see the revenue amounts in old model and
new model summarizations.
The process to upgrade resource lists to planning resource lists is "UPG: Upgrade Resource List
To Planning Resource List". Use this process and not PRC: Process Resource Breakdown Structure
Updates. The latter process is to process all the changes done to an RBS and this is used to view
data on the Reporting pages.
What is difference between old summarization model and new summarization model?
The old model summarization (PSI) can summarize only the budgets that were entered against
the resources created in forms or created in forms and upgraded. It can't handle the resources
created in new model. For Forms based budget, PSI screens are to be used and for financial plans
If a project were to have both old model budgets and new model budgets then you should
upgrade the budgets to plan types and use the reporting screens alone.
As you can find resource details in PSI screen, the same can be seen in Performance Reporting
pages at Project-> Reporting -> Resource Summary Page
As you can find task-wise details in PSI screen, the same can be seen in Performance Reporting
pages at Project -> Reporting -> Task Summary Page
1- Note 364621.1 - "What steps need to be followed for re-install of project performance?"
2- Note 605818.1 - Unable to Baseline Budget. Error: This Plan Version is locked by Another
User
3- Note 364621.1 - What do I do if I get a 'This plan version is locked by another user'
message in Project Management
4- Note828584.1 - Events Logged During Various Business Scenarios and Their Impact on
Summarization Processes
5- Note828564.1 – Project Status Inquiry, Project Performance Reporting and Project List
Personalization - A Comparative Analysis of Available Measures
6- Note 311745.1 - Temporary Tablespace Sizing And Profile Options For Initial
Summarization Loads In 11i.PJ_PF.M
7- Note 740199.1- Recommended Patches For 11.5.10 Oracle Project Management- Project
Performance Reporting
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