• Oracle Project Contracts Implementation Guide

Oracle® Project Contracts
Implementation Guide
Release 11i
Part No. A92111-03
December 2004
Oracle Project Contracts Implementation Guide, Release 11i
Part No. A92111-03
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 Contents
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Preface
1 Overview
Overview of Oracle Project Contracts . . . . . . . . . . . . . . . . . . . . . . . . 1- 1
Key Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1- 2
Architected for e-Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1- 3
2 Setting Up
Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 1
Overview of Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 1
Related Product Setup Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 2
Oracle Project Contracts Implementation Checklist . . . . . . . . . . . . . . . . . . 2- 2
Common Applications Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 5
Human Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 5
Customers and Related Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 6
Suppliers and Related Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 7
Inventory and Related Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 7
Oracle Project Contracts Core Setups . . . . . . . . . . . . . . . . . . . . . . . . 2- 8
Change Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Funding and Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16
Hold Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16
Contract Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17
Flowdown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18
3 Authoring
Authoring Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3- 1
Authoring Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3- 2
Process Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3- 2
Authoring Workbench . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3- 2
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3- 3
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4 Change Management
Change Management Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . 4- 1
Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4- 1
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4- 1
5 Hold Management
Hold Management Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5- 1
Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5- 1
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5- 1
6 Communications
Communications Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6- 1
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6- 1
7 Funding and Billing
Overview of Funding and Billing . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 1
Project Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 1
Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 2
Project Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 2
Funding in Other Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 4
Funding History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 4
Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 5
Billing in Other Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7- 6
8 ERP Integration
Overview of ERP Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 1
Planning Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 2
Process Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 3
Planning Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 3
Other Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 3
Procurement Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 4
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 5
Process Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 6
Contract Flowdown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 9
Drop Shipments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 9
Changes in DTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10
Holds in DTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10
Quality Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10
Shipping Execution Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Process Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Cost of Sales Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
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 Contract Flowdown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13
Inspection Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13
Mil-Pac Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13
Inventory Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-15
9 Flowdown
Overview of Flowdown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9- 1
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9- 1
Contract Flowdown Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9- 2
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9- 2
10 Security
Overview of Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10- 1
Setup Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10- 2
Ongoing Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10- 4
Implementation Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10- 4
Implementation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10- 5
11 Customizing Workflows
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11- 1
Default Workflow Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11- 1
Guidelines for Customizing Workflow Processes . . . . . . . . . . . . . . . . . . . 11- 2
Contract Approval Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11- 3
Default Approval Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11- 3
Change Management Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . 11- 8
Default Approval Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11- 8
Default Implementation Process . . . . . . . . . . . . . . . . . . . . . . . . . . 11-11
Default Status Change Process . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-12
Deliverable Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-14
Default Planning Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-15
Default Requisition Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-15
Default Shipping Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-16
Default Billing Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-17
Other Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-18
Hold Management Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-18
Communication Action Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . 11-19
A Profile Options
Profile Options Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A- 1
Profile Option Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A- 1
Profile Option Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A- 2
Profile Options in Other Applications . . . . . . . . . . . . . . . . . . . . . . . . A- 3
v
B Descriptive Flexfields
Descriptive Flexfields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B- 1
C Attachments
Appendix Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C- 1
Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C- 1
Index
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 Send Us Your Comments
Oracle Project Contracts Implementation Guide, Release 11i
Part No. A92111-03
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vii
 Preface
Intended Audience
Welcome to Release 11i of the Oracle Project Contracts Implementation Guide.
This guide assumes you have a working knowledge of the following:
• The principles and customary practices of your business area.
• Oracle Project Contracts
If you have never used Oracle Project Contracts, Oracle suggests you attend one
or more of the Oracle Project Contracts training classes available through Oracle
University.
• The Oracle Applications graphical user interface.
To learn more about the Oracle Applications graphical user interface, read the Oracle
Applications User’s Guide.
See Related Documents on page x for more Oracle Applications product information.
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Structure
1 Overview
2 Setting Up
3 Authoring
4 Change Management
5 Hold Management
6 Communications
7 Funding and Billing
8 ERP Integration
9 Flowdown
10 Security
11 Customizing Workflows
A Profile Options
B Descriptive Flexfields
C Attachments
Related Documents
Guides Related to All Products
Oracle Applications User’s Guide
This guide explains how to enter data, query, run reports, and navigate using the
graphical user interface (GUI) available with this release of Oracle Project Contracts
(and any other Oracle Applications products). This guide also includes information
on setting user profiles, as well as running and reviewing reports and concurrent
processes. You can access this user’s guide online by choosing”Getting Started with
Oracle Applications” from any Oracle Applications help file.
User Guides Related to This Product
Oracle Project Contracts User’s Guide
This guide provides instruction on how to set up and use Oracle Project Contracts. Project
Contracts addresses budgetary constraints, contract margins, flowdown of contract
information to subcontractors, and prioritization of deliverables.
Oracle Projects User’s Guide
This guide provides instruction on how to set up and use Oracle Projects. If you install
Oracle Projects, use this user guide to learn how to enter expense reports in Projects
that you import into Payables to create invoices. You can also use this manual to see
how to create Project information in Projects which you can then record for an invoice
or invoice distribution.
Oracle General Ledger User’s Guide
x
 This guide explains how to plan and define your chart of accounts, accounting period
types and accounting calendar, functional currency, and set of books. It also describes
how to define journal entry sources and categories so you can create journal entries
for your general ledger. If you use multiple currencies, use this manual when you
define additional rate types, and enter daily rates. This manual also includes complete
information on implementing Budgetary Control.
Installation and System Administration
Oracle Applications Concepts
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stack, architecture, and terminology for Oracle Applications Release 11i. It provides a
useful first book to read before an installation of Oracle Applications. This guide also
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Multiple Reporting Currencies in Oracle Applications
If you use the Multiple Reporting Currencies feature to record transactions in more than
one currency, use this manual before implementing Oracle Project Contracts. This
manual details additional steps and setup considerations for implementing Oracle
Project Contracts with this feature.
Multiple Organizations in Oracle Applications
This guide describes how to set up and use Oracle Project Contracts with Oracle
Applications’ Multiple Organization support feature, so you can define and support
different organization structures when running a single installation of Oracle Project
Contracts.
Oracle Workflow Guide
This guide explains how to define new workflow business processes as well as customize
existing Oracle Applications-embedded workflow processes.You also use this guide to
complete the setup steps necessary for any Oracle Applications product that includes
workflow-enabled processes.
Oracle Applications Flexfields Guide
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Oracle Project Contracts implementation team, as well as for users responsible for the
ongoing maintenance of Oracle Applications product data. This manual also provides
information on creating custom reports on flexfields data.
Oracle eTechnical Reference Manuals
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Oracle Manufacturing APIs and Open Interfaces Manual
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API’s and open interfaces found in Oracle Manufacturing.
xii
 Oracle Order Management Suite APIs and Open Interfaces Manual
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Oracle Applications Message Reference Manual
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 1
Overview
This chapter covers the following topics:
• Overview of Oracle Project Contracts
• Key Features
• Architected for e-Business
Overview of Oracle Project Contracts
Oracle® Project Contracts is designed to support complex contract management
needs of project driven organizations, including commercial and government
contractors, agencies, and subcontractors. Such organizations operate in a project centric
environment characterized by:
• Ever-changing contract specifications
• Volatile demand and long lead-times
• High percentage of procure-to-contract components and services
• Contractual requirements for billing
• Complex and incremental funding in multiple currencies
• Compliance of government regulations
Executive and operational management constantly face issues of budgetary
constraints, contract margins, risk management, flowdown of contract information to
subcontractors, and prioritization of contract deliverables. Oracle Project Contracts
is designed to address these business issues by providing a comprehensive contract
management solution with:
• Robust authoring of all types of contract documents
• Workflow-based contract administration, including status control, hold, and change
management
• Comprehensive contract funding
• Advanced deliverable tracking, integrated with ERP functions like
planning, production, and procurement
• Contract costing, billing, and revenue recognition
• Comprehensive role-based access security
• Contract flowdown
Overview 1-1
 Oracle Project Contracts is also designed to support internet business practices. It
provides key business benefits such as:
• Any time, any where access to contract information, web browser based with
comprehensive security
• Architected on proven technology and open standards
• Proactive instead of reactive management
• Better audit trails for all contracts
Oracle Project Contracts is part of Oracle e-Business Suite, an integrated set of e-business
solutions for the enterprise, which is designed to efficiently transform your business
to an e-business.
Key Features
ContractAuthoring
Contract Authoring provides support throughout the entire contracting lifecycle—
from solicitations, bids and proposals in the acquisition phase to awarded
contracts. You can define contract document types for different industries that
use different terminology such as Construction, Aerospace, Defense, Professional
Services, Telecommunications, and Public Sector. You are able to manage contracts from
both the perspective of a seller or a buyer.
Contract Administration
Oracle Project Contracts provides a variety of tools to enable contracting personnel to
administer contracts during their lifecycle.
• Approval and Status Management
Approval hierarchies and cycles for different document types can be
defined. Appropriate escalation routines and notifications are created to alert
administrators about deadlines for proposal submittals and solicitation response
receipts.
• Changes and Versioning
You can manage amendments and modifications to contract documents, an audit trail
of contractual requirements is provided. Change management is workflow-based to
implement approval and review of changes throughout the organization.
• Contract Holds
Oracle Project Contracts enables you to define holds or stop work orders at different
levels (header, line, or deliverable) with different hold reasons.
Contract Execution
The Deliverable Tracking System is used to track all contract activities such as planned
receipts and shipments, mailing of an initial engineering drawing, or progress
report submissions. It is integrated with Oracle Projects, Advanced Planning and
S