Enterprise Structures

Oracle Fusion Cloud Project Management

Key considerations for Enterprise Structures Design in Project Management Applications

Marian Crkon, Senior Principal Product Manager
ERP Advanced Cloud Experts (ACE)
Oracle Development
September 8, 2021

1 Copyright © 2021, Oracle and/or its affiliates

Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units and Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

2 Copyright © 2021, Oracle and/or its affiliates

Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

3 Copyright © 2021, Oracle and/or its affiliates

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Integration Overview: Focus on Project Management

AP journals
Project POs
Purchasing (SCM) Payables (ERP) General Ledger (ERP)
RM journals
for revenue,
Project Project Asset contract assets,
receipts and Project cost journals and liabilities
AP invoices
issues & revenue
Inventory (SCM) journals
Project Management
Assets (ERP) HCM
(ERP)
CIP
Additions
Project
AR invoices Grants
Enterprise Contracts (CX) Receivable
Project journals
contract data
Receivables (ERP)
OTL

Billing data
Revenue
contract data Revenue Management JVM
(ERP)
Native integration

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Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

Browse Other topics

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 Key Considerations: Chart of Accounts (COA) with Projects

Alias FC-AP 10.100.10120 Code combination

Segment separator

COA structure instance (name) Future Corp

Flexfield segments Company Cost Center Account

Value sets 10 100 10120

Values 20 200 30250
30 …. 300…. ….

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 Key Considerations: COA Identifying Segments

Recognizable Segment names should be easy to understand by end users. Segments should avoid inconsistent use of existing terminology
where possible. Length should be only as large as is absolutely necessary.

Unique Segments should be unique (e.g. different segments broadly containing the same data promotes data redundancy). This will
simplify hierarchy maintenance.

Relevant Segments should help end users in managing their business processes. The value added by each segment must be articulated. Each
dimension should be important for managing the business - both now and in the future.

Viable Segments must be able to be populated, now or in the near future. Performance constraints must be considered. System
modifications must be reviewed relative to changes to sub-ledgers and benefits must outweigh efforts.

Manageable Values of this segments must be easy to maintain and accurately populated to reduce misstatements (e.g., cross validation rules
can easily be maintained).

Reliable Segment values should have high accuracy and reliability to be recorded in the General Ledger.

Selection criteria provides a consistent methodology to the design of the chart of accounts structure.

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 Key Considerations: COA Guiding Principles

• Standardize
Minimize the number of segments and field length of individual child values.
Design a global COA assuming an eventual enterprise-wide implementation.
Use smart numbering conventions and ranges, e.g. 4XXXX – Revenue, 5XXXX – Expense, and optimal segment size
Include some summary level management reporting dimensions that can vary by industry.
Include a ‘spare’ segment to support future business expansion. The implementer can specify a default value so that users
need not manually populate it each time.

• Simplify
Examine current consolidation practices and simplify the reporting process.
Utilize standard application functionality (reporting currency, ledger sets, allocation, account monitor).

• Centralize and Automate

Centralize maintenance and establish governance for the both centrally owned segments (e.g. Company, Account) and locally
owned segments (e.g. Local, Sub-Account).
Enable Dynamic Creation of combinations with Cross Validation Rules.

Refer to Cloud documentation chapter on Chart of Accounts on Implementing Enterprise Structures and General Ledger for further details.

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Chart of Accounts Design when implementing Projects

The recommended practice is not to include a Project segment:

• Project detail is considered operational reporting which should not be based on General Ledger balances.
• There is no COA functionality to classify project segment with a label or qualifier.
• If the list of project numbers in Projects is significant, it would require an increasing effort to maintain a list of project values in
the COA value set.
• Synchronization between the list of projects created in Projects and the 'Project' COA value set is manual and prone to error
• Financial accounting for project-related transactions is driven by Subledger Accounting where the details should remain in
Projects.
• If required, use SLA Supporting References to include the project-related attributes on the accounting entries and leverage them
for reporting and reconciliation.
• There is no GL to Projects transfer functionality to update project balances in Projects with any manual ‘project’ journals
created in GL.
• Storing a project segment in the COA may slow down the reconciliation and period close.
• Standard reporting and inquiry capabilities are included in Project Financial Management. Requirements from a project
perspective are generally different from a financial reporting perspective in the General Ledger.

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Chart of Accounts Design when implementing Projects

In few exceptions, rationale for including a Project segment:

• For certain institutions (e.g. government, higher-ed, or healthcare) where projects are planned, funded, approved, managed
and reported on an annual basis.
• For organizations where the number of projects is small, but projects are large in value and act more like programs.
• Where reconciliation of financial detail to the General Ledger balance is required by project.
• Financial reporting is required by project, such as profit & loss statement or balance sheet on a project-by-project basis.
• Finance stakeholders require a one-stop-shop for all reporting (SmartView or Essbase) by project.
• Where the growth of new project numbers is small and manageable by setting up a project number in the COA values set for
each new project.

10 Copyright © 2021, Oracle and/or its affiliates

 Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

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Key Considerations: Ledgers

• As Ledgers are defined for financial implementations, best practices should be followed, such as defining one primary ledger
per country.
• The 4 Cs (COA, Currency, Calendar and Convention) to define a unique ledger still apply.
• The business unit determines the primary ledger for Project Management.
• Each project is associated with one business unit and hence one ledger only.
• A project transaction can be incurred in one business unit and ledger. But a project can be enabled for cross-charge and accept
transactions from multiple BUs.
• If there is a requirement to report project financial information in multiple currencies, define Reporting Currency ledger(s) at
Subledger conversion level. This allows inquiry and reporting of project costs and revenue in the currencies of the Reporting
Currency ledgers.

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 Use Case: Ledgers with Local Functional Currencies

Future Corp Spain Subledger level secondary

Future Corp Spain Regulatory (Secondary Ledger)
Oracle Subledgers Future Corp Spain (Primary Ledger) Spanish Regulatory COA, Spanish Accounting Method
(Subledger Accounting)
Corp COA EUR Accounting Currency
Spain Corp Calendar
Corp Accounting Method Future Corp Spain USD (Reporting Currency)
Future Corp Spain EUR Accounting Currency Balance level reporting currency
Corp COA, Corp Accounting Method
(Translation)
External Feeds USD Accounting Currency

Future Corp US Future Corp US (Primary Ledger)

Corp COA, Corp Calendar, Corp Accounting
US Oracle Subledgers Method,
USD Accounting Currency

Future Corp Canada (Primary Ledger)

Future Corp Canada Corp COA, Corp Calendar, Corp Accounting Balance level reporting currency Future Corp Canada USD (Reporting Currency)
Canada Oracle Subledgers Method (Translation)
Corp COA, Corp Accounting Method
USD Accounting Currency
CAD Accounting Currency

Secondary and Reporting

Primary Ledgers Currency Ledgers

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 Use Case: Ledgers Global Functional Currency

Future Corp Spain Subledger level secondary

Future Corp Spain Regulatory (Secondary Ledger)
Oracle Subledgers Spanish Regulatory COA, Spanish Accounting Method
Future Corp Spain (Primary Ledger) (Subledger Accounting)
EUR Accounting Currency
Corp COA, Corp Calendar
Spain Corp Accounting Method
USD Accounting Currency Future Corp Spain EUR (Reporting Currency)
Future Corp Spain Balance level reporting currency
Corp COA, Corp Accounting Method
(Translation)
External Feeds EUR Reporting Currency

Future Corp US Future Corp US (Primary Ledger)

Corp COA, Corp Calendar
US Oracle Subledgers Corp Accounting Method
USD Accounting Currency

Future Corp Canada (Primary Ledger)

Future Corp Canada Corp COA, Corp Calendar Balance level reporting currency Future Corp Canada CAD (Reporting Currency)
Canada Oracle Subledgers Corp Accounting Method (Translation)
Corp COA, Corp Accounting Method
CAD Reporting Currency
USD Accounting Currency

Secondary and Reporting

Primary Ledgers Currency Ledgers

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 Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

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 Key Considerations: Business Units and Business Functions

• A business unit is an Oracle Cloud enterprise structure that administers and secures subledger transactions such as projects,
contracts, project cost and revenue transactions.

• Business unit is a subset of an enterprise and is defined centrally, typically by Financials and HCM implementations. The business
unit determines the primary ledger where project transactions such as cost and revenue will be accounted.

• Business units are responsible for performing business functions such as Project Accounting or Customer Contract Management.

• To use a business unit for Project Financial Management applications, enable Project Accounting business function for the
business unit.
PRODUCT BUSINESS
FUNCTIONAL AREA DEPENDENCIES
FAMILY FUNCTION

If both Project Accounting and Project Billing are

implemented, the Project Accounting and Customer
Project Project Accounting Manages processing and accounting of project-related
Management Contract Management business functions must be
transactions
assigned to a business unit with both Payables Invoicing
and Billing & Revenue Management business functions.

Project Customer Contract Project Accounting: manages project accounting and

Management Management Manages customer contracts and grants
billing.

Project Billing data and AR Invoice data processed in

Manages processing of customer invoices and credit upstream BUs belonging to same Ledger data can be
Financials Billing and Revenue
Management memos in Receivables. included in the same revenue contract in a Ledger in
RM.

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 Key Considerations: Business Units and Business Functions

• Projects and project transactions (project-related requisitions, purchase orders, supplier invoices, miscellaneous transactions,
burden transactions, etc. ) are owned and partitioned by business unit.
• Setups that control the behavior of projects and project transactions are often defined at the business unit level.
• Not all business functions can be implemented in independent business units.

Business Functions
US Corp US Corp Customer Billing and Revenue
(Primary Procurement Receiving Payables Invoicing Project Accounting
BU Contract Billing Management
Ledger)

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Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

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 Key Considerations: Project Accounting Periods
In the Configure Project Accounting Business Function task, you have an option to choose
whether to use the same or different Accounting and Project Accounting periods for a
business unit.

• Accounting Periods are defined and maintained in GL and use the same calendar as
General Ledger, Accounts Payable and other Financials applications.

• You can control the Accounting periods independently in Project Financial Management.
When closing a period, Projects runs a set of validations and provides reports and
dashboards for handling period-end exceptions.

• You can define different Project Accounting periods, e.g. weekly, which are typical for
consulting, construction or retail companies and use them for project forecasts, financial
plans and performance reporting.

• By default, the same Accounting Periods and Project Accounting Periods are used in
Projects. This simplifies calendar maintenance as accounting periods are maintained
centrally and streamlines period close in Projects.

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 Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

Browse Other topics

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Key Considerations: Data Security in Projects

• Similar to other Financials applications, data security in Project Financial Management is defined by business unit.
• Projects and project transactions (costs, revenue, financial plans, contracts, etc.) are secured by business unit.
• In addition to data security by business unit, additional security rules can be applied by project organization or project team
members. This depends on the application page and user's application role.
• Project Management provides several seeded roles that control access to select configurations tasks, work areas and
transactions.
• Project Application Administrator – Accesses all Project Management setup tasks for ongoing management of setup
and reference data. Also uses the Application Composer to extend the application.
• Project Manager - Assign the project manager role so that the user can access and manage projects and budgets
• Project Administrator – Secure access to project financial management using either BU or project organization
• Grants Administrator - Assign the grants administrator role so that the user can access and manage the awards in a
business unit
• Project Billing Specialist - Assign the project billing specialist role so that the user can access and manage the project
contracts, revenue and billing transactions in a business unit
• You assign Project Management roles to data access to control access to specific business units and ledgers.

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Key Considerations: Data Security in Projects - Continued

Project Management applications allow you to secure access to data in one of the following ways:
• Manage Data Access for Users
• Explicit using Data Assignment Model Access - Data security is explicitly assigned to users through the Manage Data
Access for Users page.
• User role assignment is done separately using the Security Console. For example, a user with Project Accountant job role
can be assigned access to costing data in the US business unit
• Implicit using Product-Specific Access - Data security is determined by product-specific logic.
• For Project Financial Management application, the Project Manager role on the project determines the access to the
project.
• For Grants Management application, the role on the award determines the access of a principal investigator to the
award.
• Manage Projects in Organization Hierarchy
• Not part of seeded role but can be used to extend the access to projects that belong to organizations in a hierarchy.
• For example, Consulting West consists of organizations, Consulting SW and Consulting NW.
• A user assigned as administrator to Consulting West organization node is automatically able to access projects in
Consulting West, Consulting SW and Consulting NW.

22 Copyright © 2021, Oracle and/or its affiliates

Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

Browse Other topics

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 Key Considerations: Project Units

• Project Unit defines rules and options to create and manage nonfinancial
aspects of projects, such as project definition, scheduling and reporting.

• A Project Unit is a Project Organization classified as a project unit.

• While Business Unit is a mechanism for “financial” partition of transactional

data, Project Unit is a mechanism for “configuration and metadata”
partition.

• A Project Unit is associated with one or more Business Units.

• Associating with more than one Business Unit allows sharing common
Project Unit Options, such as Reference Set, project numbering and
commitment tracking (requisitions, purchase orders, etc.) to be included in
project performance data summarization.

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 User Case: One Global Project Unit

Enterprise BU – Project Unit Assignment

Project Unit
Project Unit
BU – Ledger Assignment

One Global Project Unit

Future Corp
Requisitioning Future Corp Canada With all business units associated
Canada Business Unit
Canada BU
(Client BU) (Primary Ledger) with one global Project Unit, all
projects will share common
options, such as Reference Set,
default Project Numbering,
Commitment Tracking
Future Corp US Summarization, or Planning
Business Unit Future Corp Inc BU
(Primary Ledger) Amount Allocation

US Note that as of Update 20B, Project

Numbering method can be
Future Corp overridden at the Business Unit
Business Unit
Manufacturing BU level.

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 Use Case: Multiple Project Units

BU – Project Unit Assignment

Project Unit IT Services Manufacturing
Project Unit Project Unit BU – Ledger Assignment

Future Corp
Requisitioning Future Corp India Multiple Project Units
India Business Unit
India BU
(Client BU) (Primary Ledger)
With different business units
associated with different
Project Units, you can assign
different project unit options
Business Unit Future Corp Inc BU Future Corp US (Reference Sets,
(Primary Ledger) Commitment Tracking
Summarization, or Planning
US Amount Allocation) to
different projects.
Future Corp
Business Unit
Manufacturing BU

26 Copyright © 2021, Oracle and/or its affiliates

Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

Browse Other topics

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 Key Considerations: Project Organizations

Project Organizations
• A Project Organization is an HCM Department which can be classified to own projects
or tasks and incur project expenses.

• Project Organizations can optionally be included and managed in HCM Organization

Trees, which can be used to control a list of eligible organizations for costing,
burdening or reporting.

• If trees are used, different trees can be used for owning projects/tasks and owning
expenditures. But the simplest setup is to use the same tree for both.

• Pay special attention to Project Organization definition with HCM Departments when
OTL, Procurement or Expenses are implemented.

• Project Organizations can be used to control access to projects for the Project
Administrator role.

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Key Considerations: Project Organizations

Align Project Organizations with Departments and Company COA segment values
• When you define Departments, you have an option to assign a default GL Company or default GL Cost Center which can
be utilized in SLA rules.

• If there is a requirement to derive Company value for the COA for accounting with HCM Departments that are also
Project (Owning) Organizations:

• Define Company values for COA

• Define HCM Departments that are used as Project/Task Owning Organizations

• Configure Subledger Accounting Rules to derive Company COA for project transactions

• If there is a requirement to derive Cost Center value for the COA for accounting with HCM Departments that are also
Project (Expenditure) Organizations:
• Define Cost Center values for COA
• Define HCM Departments that are used as Project Expenditure Organizations
• Configure Subledger Accounting Rules to derive Cost Center COA for project transactions

• One HCM Department can represent a company and cost center.

• Global departments can be used across multiple companies and business units.
29 Copyright © 2021, Oracle and/or its affiliates
 Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Ledgers
4. Business Units & Business Functions
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

Browse Other topics

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Key Considerations: Project Legal Entities

• As legal entities are defined for Project Management implementations, best practices should be followed, such as defining
legal entities as they exist in the real world and associating them with their Balancing Segment Values (BSVs).
• Project legal entities are primarily used for Intercompany or Inter-Project Billing.
• Each project is assigned to a legal entity. This is a receiver of goods and services from another entity (provider).
• When project expenditures are charged to a project, a provider legal entity is derived from an associated Company or
Balancing Segment Value (BSV) on the corresponding accounting entries.
• When a provider legal entity and a receiver legal entity are different, Intercompany Project Billing is initiated if the
intercompany relationship between the two entities requires it. The provider will setup an intercompany contract, which is
associated with the provider Legal Entity.

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 Use Case: Project Legal Entities

This diagram illustrates an example of project organization and legal entity configurations where:
• In the Spanish enterprise, projects are owned, and project costs are incurred by the same entity.

Spain

Project ES-18876 Labor Costs

Future Corp SA Company 301
Company 301 Supplier Invoices (Future Corp SA)

Future Corp Spain

Primary Ledger
Project ES-18877 Employee Expenses • Corp COA
Company 310
Vending Iberica SRL • Corp Calendar
Supplier Invoices (Vending Iberica SRL)
Company 310 • EUR Accounting
Currency

Project ES-18878 Supplier Invoices

Company 320
Next Gen Retail SA
(Next Gen Retail SA)
Company 320 Inventory Costs

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 Use Case: Project Legal Entities

This diagram illustrates an example of project organization and legal entity configurations where:
• In the US enterprise, projects and project costs may contain lines whose accounting entries derive different balancing segment
values, and multiple legal entities, resulting in intercompany accounting entries being generated.

United States

Project US-20549 Supplier Costs

Future Corp Inc Company 101
Company 101 Labor and Burden Costs (Future Corp Inc)

Future Corp US
Primary Ledger
Project US-20550 Inventory Costs • Corp COA
Future Corp Inc Company 110 • Corp
Company 101 Supplier Costs (Future Corp Digital Inc) Calendar
• USD
Accounting
Currency

Project US-20700 Employee Expenses Company 155

Future Corp Inc (Next Gen Retail Inc)
Company 101 Miscellaneous Costs

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 Key Considerations: Project Legal Entities

Intercompany Billing and Inter-project Billing

• Enable intercompany or inter-project billing for any business unit.
• Intercompany and inter-project billing must be used for the scenario where receiver and provider legal entities are
different. Provider and receiver business units may be the same or different.
• Intercompany and inter-project billing can optionally be used for the scenario where receiver and provider legal
entities are identical, but receiver and provider business units differ.

Cross-Charge Transactions within the same Business Unit or across Business Units
• Enable cross-charging for any business unit.

• This allows Borrowed and Lent cross-charge transactions between

• Different provider (Project Expenditure Organization) and receiver (Project Owning Organization)

• Borrowed and Lent transactions do not create additional costs to a project; only an optional accounting entry to reflect a
cross-charge between a providing and receiving entity.

34 Copyright © 2021, Oracle and/or its affiliates

Oracle Fusion Cloud Project Management - Contents

1. Project Management Integration Overview

2. Chart of Accounts
3. Business Units & Business Functions
4. Ledgers
5. Project Accounting Periods
6. Data Security
7. Project Units
8. Project Organizations
9. Project Legal Entities
10. Summary

Browse Other topics

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 Summary

Less is More
• The general recommendation is to favor fewer, simpler enterprise structures since this minimizes setup
and future maintenance.
• Define no more than one primary ledger per country rather than separate primary ledgers per legal
entity.
• Define no more than one business unit per country rather than separate BUs per legal entity.
• Define one global Project Unit. Define multiple Project Units and assign them to their respective
business units only if you have more granular requirements for segregating and reporting on project
data
• Define Project Organizations and make sure to classify them as Project Owning Organizations and
Project Expenditure Organizations
• Assign individual projects to ‘real world’ Legal Entities who own project contracts, budgets, costs and
revenues.

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Additional Resources

My Oracle Support Documents:

• ERP Cloud - Enterprise Structures White Paper (Doc ID 2415848.1)
• ERP Cloud - Record to Report Enterprise Structures Best Implementation Practices Blueprint (Doc ID 2660940.1)
• ERP Cloud – Procure to Pay Enterprise Structures Best Implementation Practices Blueprint (Doc ID 2677696.1)
• ERP Cloud – Order to Cash Enterprise Structures Best Implementation Practices Blueprint (Doc ID 2685402.1)
• ERP Cloud - Asset Cloud Enterprise Structures Best Implementation Practices Blueprint (Doc ID 2734528.1)

Customer Connect Sessions

• ERP – Record to Report Enterprise Structures Best Implementation Practices available here
• ERP – Procure to Pay Enterprise Structures Best Implementation Practices available here
• ERP – Order to Cash Enterprise Structures Best Implementation Practices available here
• ERP – Assets Cloud Enterprise Structures - Key Considerations and Best Implementation Practices available here
• ERP - PPM Office Hours: Subledger Accounting for Oracle Project Financial Management available here

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 Questions?

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 Thank you

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