Managing Projects using

Oracle Project Management (PJT)

&
SPREADSHEETS
Neeraj Garg
Vice President, Client Services

A Project Managers World

Budget
Schedule
Resources

Management
Scope

Client and
Vendors

Forecasts
Issues & Changes

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Oracle Project Management (PJT)

Project
Initiatives
Sales
Delivery
Research
Construction
Information
Technology
Product
Development
Marketing

Enterprise
Integration
Portfolio Management
Project
Management

Resource
Management

Global
Project
Repository

Collaboration

Accounting &
Operations

Enterprise and Project Insight

Personalized
Role-Based Views

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Financials
HR
Supply Chain
Sales
Time & Labor
Documents

Oracle Project Management

All Project Information in One Place

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PJT - Planning the Project

Define
Deliverables

Create
Workplan

Staff
Project
Team

Define outputs,
such as
items,documents,
etc.

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Define task details

Sequence tasks in
hierarchy

Review
Resource
Usage on
Workplan

Assign
Known
Resources

Review aggregate
need for resources
based on workplan
resource
assignments

Assign named
people to team
Obtain approval for
provisional
assignments(PJR)

Define
Financial
Breakdown
Structure
Create
Budget

Define Work
Breakdown
Structure

Generate
Budget

Define tracking of
Generate based
financials for the
on Workplan
project in financial
Resources or
breakdown structure
Project Team
Can be shared with
Reqmts/Asgmts
WBS, or separate

Define
Dependencies
Define task
dependencies

Develop
Workplan
Schedule

Assign
Resources

Assign labor and

non-labor resources
to tasks
Identify dates,
effort/quantity

Integrate with 3rd

party scheduling
tool (i.e.. MSP) to
schedule workplan

Project Team
Assigned,
Review
Timeline

Create
Resource
Requirements

Staff
Resources
Requirements

For unknown
resources,
create resource
requirements to
be staffed

Search resource
pool, manage
candidates, assign
resource resources
to open reqts (PJR)

Adjust
Budget
Adjust/override
generated lines
Add contingency &
other manual amts
Plan in multiple
currencies

Submit
& Approve
Budget
Submit budget
for approval

Publish
Workplan
Automatically notify
all team members
of published
workplan

Review
Workplan
Costs
Review cost impact of
resources on workplan
Review by WBS or
Resource Breakdown
Structure

PJT - Executing & Controlling the Project

Enter
Progress
Against Tasks
Collect
Progress

Enter time, actuals

against tasks, ETC
or estimated dates
Enter or process
actual costs for nonlabor resources

Track &
Resolve
Issues
Manage
Issues &
Changes

Improved UI to
manage project
issues

Generate
Forecast

Create &
Update
Forecast
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Enter
Deliverables
Progress

Automatically
generated from
multiple sources to
derive ETC
Override systemgenerated forecast

Enter % complete,
date, status, etc.
Report completion
of actions against
deliverable

Review
Progress for
Task

Review
Progress
Against WBS

Review progress for Roll progress up all

task, deliverables,
tasks of the WBS
Override progress
work qtys
Override derived
number at any level
progress
of WBS

Update
Workplan
Based on ETC

Capture
Changes
Automatically
implement
cost/revenue impact
to financial plan

Review
Forecast
Review forecasts
and do mass
adjustments by RBS
or WBS
Compare different
versions

Update
Schedule

Submit &
Approve
Forecast
Submit
forecast for
approval

Apply latest
progress to new
workplan version

Update
Schedule

Update Team
Schedules

Use MSP to update Based on new task

task dates
dates, extend resource
Push info back into
assignment duration,
Oracle for further
request new resources,
analysis and
or reassign tasks
planning

Re-publish
Workplan
Automatically notify
all team members
of revised schedule
and forecast

PJT - Managing Project Performance

Review Overall
KPIs
Monitor
Performanc
e

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Review
Detailed
Project
Performance

Review Key
Performance
Areas

Review total
Review by task in
Set up and review
project costs,
financial breakdown performance
revenues, effort,
structure, resource
scores
billing, earned
in RBS, period, etc.
Drill down to
value
Review traffic light
transaction level for
indicators for
costs
overall exceptions

Monitor
Exceptions
Set up thresholds
for exceptions
Configure e-mail
notifications for
exceptions

Send Status
Reports
Publish status
report including
performance
information

PJT Key Issues Complexity and Usability

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Solution: Spreadsheets
Project Managers need easy-to-use tools that still deliver
complex functionality

Spreadsheets are the PM tool of choice

Easy to use
Easy to create and maintain
Dont require connectivity
Convenient to use while on-the-go (e.g. in
meetings)
Updatable in real-time

They are ubiquitous

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Requirement 1 from E&C: One Spreadsheet

for WBS and Budget Entry

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Requirement 2: Actuals, ETC and

Progress

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Spreadsheet Interface:
Enabling PJT Functions for PMs in E&C

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Spreadsheet Interface for Professional Services

Workplan, Budget and Staffing Plan in one worksheet

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Spreadsheet Interface for Professional Services

ETC, Submitting Forecast, Resource Assignments

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Spreadsheet Interface:
Enabling PJT Functions for PMs in PSA

Many Oracle Forms

V/S

aQuantive/PBS&J
Example

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vs.

Spreadsheet Interface
Demo

Other Possibilities with Spreadsheet Interface

Enables creation and maintenance of all aspects of a Project

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Project Status Overview

Project Details
Tasks and Deliverables
Budget
Review Detailed Charges
Forecasts
Invoices
Issues
Changes
Client Status Reports

Implementation Process
1. Define Business Process Flow for Project Managers
2. Map the steps in the process flow to Oracle Project
Management Functions
3. Layout spreadsheets for the business functions
needed keeping in mind how the PMs work
4. Embellish spreadsheet with formulas and macros
to display information needed and for ease of use
5. Identify Public Views and APIs for each function
6. Identify security requirements for end users

Who has access to which functions and on which

projects

7. Hook up the spreadsheet to the back end

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Questions & Answers

Project Partners, LLC.

info@projectp.com
650-612-7200