Planning the Organization Change

Oracle Projects provides the flexibility to allow adjustments made to meet real world organization changes. You must plan the necessary setup changes and processes to implement the changes according to your business requirements. Careful planning and analysis will ensure your business objectives are met.

When to Make the Change

Oracle Projects enables you to track project data on both a PA period and GL period basis. To have a clear audit trail for reporting and analysis, most businesses choose a new fiscal month, quarter, or year to implement any organization changes. You must make the necessary setup changes on or after the effective date of the organization change. See: Setup Changes Required for an Organization Change.

In our example, Fremont Corporation chooses to have the organization change take effect on 22-Sep-97. Any impacted projects, tasks and transactions that were processed before the system setup changes took place, and whose transaction date is on or after 22-Sep-97 must be adjusted to reflect the organization changes. Following is a summary of actions that Fremont Corporation takes.

Before the Organization Change

Before the changeover date of 22-Sep-97, Fremont Corporation must analyze, plan and document procedures for performing the organization changes. They process project transactions as usual under the old organization setup.

To avoid adjustments, you can optionally delay processing transactions dated on or after the changeover date. However, you can use manual adjustments or the Oracle Projects Mass Update Batch process to adjust the transactions after they are processed.

On or After the Organization Change

Fremont Corporation will complete the following steps on or after the date of the organization change:

1. Process TransactionsComplete normal steps to finish processing transactions that will post to months prior to Fremont Corporation’s fiscal month 10 of 1997.Although not required by the system, you may want to perform steps to close the prior periods. This will prevent transactions from incorrectly posting to the prior GL or PA periods under the new organization setup.
2. Perform Setup ChangesPerform the required changes in your Oracle Projects setup. See Setup Changes Required for an Organization Change.
3. Assign New Organization to Projects, Tasks, and TransactionsFremont Corporation must transfer some of the projects and tasks formerly associated with the International organization to the new Europe organization.They must also change transactions that were processed before the change, but that need to reflect the organization changes. This can be done by performing one or a combination of the following steps:
4. Manually update the project/task organization from International to Europe, using the Projects, Templates window. For an audit trail, Oracle Projects will create a mass update batch with a Manual prefixed name and Completed batch status.
5. Manually adjust transactions of affected projects or tasks that are on or after 22-Sep-97 to Europe.
6. Prepare the mass update batch. You can prepare the batch by using the Mass Update Batches window or through a customized process. Run the PRC: Mass Update Batch process. Resolve any errors encountered during the process. See: Mass Update for Projects and Tasks.The Mass Update Batch process will mark the affected expenditure items. You must manually adjust any outstanding events affected by the organization changes. You must also manually adjust any cost-based or event-based revenue or invoices affected by the organization change.After making the adjustments, you must run the appropriate cost, revenue and invoice processes. For more detail on revenue and invoice adjustments, see: Accruing Revenue for a Project, Oracle Project Billing User Guide and Invoicing a Project, Oracle Project Billing User Guide.