Industry specific cover image
R12 Enhancements to Oracle Project ContractsTBD
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 2
Agenda
• R12 Release Overview
• Usability Enhancements
• Security Enhancements
• Improved Integration with Supply Chain Applications
• Multi-Org Access Control
• Success Story
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential
The following is intended to outline our general product direction. It is
intended for information purposes only, and may not be incorporated
into any contract. It is not a commitment to deliver any material, code,
or functionality, and should not be relied upon in making purchasing
decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remain at the sole
discretion of Oracle.
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 4
Project Contracts Overview
Project Owner / ManagerProject Owner / Manager
Contract Manager
Sell
Purchasing
BuyBill & Collect
SellSide
Track Deliverables
Solicit or Bid
Author/Execute Contract
Procure/ Subcontract
Manage Funds
Secure, CentralContract Repository
Ch
an
ge
Ma
na
ge
me
ntRole-Based Access
• Standard Library: T&Cs, Articles
• SOWs
• Deliverables
Contractors & SubcontractorsContractors &
Subcontractors
Suppliers
Subcontracts(w/Flowdown)
Purchase Orders
CustomersCustomers
Solicitations
Bid/Proposal
Contract
Other Application Components
• Planning• Procurement
Integration
• Manufacturing• Shipping
• Projects• Finance
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 5
Improvements in Release R12
• Usability Enhancements
• Security Enhancements
• Improved Integration with Supply Chain Applications
• Multi-Org Access Control
In Release 12 (R12), Project Contracts provides improved usability, enhanced access control in contract authoring and Deliverable Tracking System (DTS), and better visibility to project contracts information from other supply chain applications. The new features are:
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 6
Agenda
• R12 Release Overview
• Usability Enhancements
• Security Enhancements
• Improved Integration with Supply Chain Applications
• Multi-Org Access Control
• Success Story
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 7
• When copying a contract, users can also copy project and task information from the original contract in addition to lines, parties, articles, terms and conditions, standard notes information (which is currently supported).
• Contract administrators can permanently delete unwanted contracts in ‘Entered’ or ‘Canceled’ status to reduce the risk of such contracts being accidentally acted upon or being referred to in other contracts. This also helps the administrators to reduce clutter while searching contracts.
• During contract approval, approvers can provide review comments that are included in the reply notification to the requestor.
• Project task information will be defaulted from the contract header to the lines
• The billing event user interface has been improved to support multi currency billing.
Usability Enhancements in R12
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Description• Multi currency Billing
• Display of Price and Amount information in Deliverable and Billing Currency
• Indication to reinitiate billing in cases of inconsistent billing information in Project Contract and Project Billing
Benefits• Indicates if project allows multi-currency billing
UI Enhancements to Billing Event Details Form
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• Details on the Billing Event Details Form– Deliverable unit price / currency (source: DTS)
– Checkbox to indicate if project associated to contract is multi-currency billing (MCB) enabled
– Billing Currency
• If not MCB enabled, Billing Currency defaults to project’s functional currency and is not editable
• If MCB Enabled, then Billing Currency defaults to Deliverable Currency and is editable
– Billing Unit Price
– Bill Amount
– Revenue Amount
– Bill Quantity
– Initiate Billing or Re-Initiate Billing button
UI Enhancements to Billing Event Details FormHow to use this feature
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UI Enhancements to Billing Event Details FormHow to use this feature
Multi-Currency Billing
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UI Enhancements to Billing Event Details FormHow to use this feature
Re-initiate Billing indicates that billing event on Project Contracts and Project
Billing needs to be synched up
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 12
Agenda
• R12 Release Overview
• Usability Enhancements
• Security Enhancements
• Improved Integration with Supply Chain Applications
• Multi-Org Access Control
• Success Story
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 13
• Available from 11.5.9
• Users need to uptake patch 4298464
Access Security for DeliverablesRelease Information
To prevent unauthorized modifications to contract deliverables, the existing security framework has been enhanced in R12 to allow role-based access to view/edit/initiate deliverables.
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 14
Description• Security framework for controlling user activities on the Deliverables
Tracking System
• Users can be setup to: – No Access / View Only / Update deliverables on DTS
– No Access / Allow Access to Deliverables-Based Billing
– No Access / Allow Access to downstream actions on DTS
• Initiate Shipping
• Initiate Planning
• Initiate Purchasing
Benefits• Reduces business risk of unwanted or unwarranted changes to deliverables
Access Security for Deliverables
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• A user is assigned to a contract in a specific role
• The role is tied to a menu that allows access to functions
• Thus user will be able to access only the functions associated with this role
Menu
Function
Function
Function
ContractUser Role
Access Security for DeliverablesHow to use this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 16
• Step 1: Function Based Security Setup– Responsibility: System Administrator
– Navigation: Application / Menu
– Create a new menu or modify an existing menu
– Following functions on this menu are used to deliver deliverables access control
• Contract Deliverables Tracking
• Contract Deliverables Tracking: Update
• Deliverables Tracking: Initiate Shipping
• Deliverables Tracking: Initiate Planning
• Deliverables Tracking: Initiate Purchasing
• Deliverable-Based Billing
Access Security for DeliverablesHow to setup this feature
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Access Security for DeliverablesHow to setup this feature
Functions that are used for the deliverables access control requirements
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• Deliverables Tracking System – No Access
• Do not grant access to functions Contract Deliverables Tracking and Contract Deliverables Tracking: Update
• Removes Deliverables Tracking System from the Actions menu on Contract Organizer and Find windows
– View Only
• Grant access to function Contract Deliverables Tracking
• Do not grant access to function Contract Deliverables Tracking: Update
– Update
• Grant access to both functions Contract Deliverables Tracking and Contract Deliverables Tracking: Update
Access Security for DeliverablesHow to setup this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 19
• Control access to Initiate Shipping, Initiate Planning, Initiate Purchasing– No Access
• Do not grant access to functions Deliverables Tracking: Initiate Shipping, Deliverables Tracking: Initiate Planning, Deliverables Tracking: Initiate Purchasing
• Removes Initiate Shipping, Initiate Planning, Initiate Purchasing actions from the Actions menu on DTS
– Access
• Grant access to functions Deliverables Tracking: Initiate Shipping, Deliverables Tracking: Initiate Planning, Deliverables Tracking: Initiate Purchasing
Access Security for DeliverablesHow to setup this feature
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• Deliverables Based Billing System– No Access
• Do not grant access to function Deliverables-Based Billing
• Removes Deliverables-Based Billing from the Actions menu on Contract Organizer and Find windows
– Update
• Grant access to the function Deliverables-Based Billing
Access Security for DeliverablesHow to setup this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 21
• Step 2: Role Based Security Setup– Responsibility: Project Contracts Super User
– Navigation: Security / Roles
– Roles Form
• Create a new role (or query an existing role)
• Associate user role with the appropriate menu
• Check the Enforce role-based security checkbox
• Define additional access rules as required– Run the concurrent requests ‘Generate Access Rule’ and ‘Generate Secure View’
Access Security for DeliverablesHow to setup this feature
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Access Security for DeliverablesHow to setup this feature
Associate appropriate user menu to the roles
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• Step 3: Contract Access Setup– Responsibility: Project Contracts Super User
– Navigation: Security / Contract Accesses
– Security Role Assignments Form
• Select employee
• Select contract, program, or site level setting
• Specify the user’s role
Access Security for DeliverablesHow to setup this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 24
Access Security for DeliverablesHow to setup this feature
Specify the employee’s role at a contract, program or site level
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 25
Agenda
• R12 Release Overview
• Usability Enhancements
• Security Enhancements
• Improved Integration with Supply Chain Applications
• Multi-Org Access Control
• Success Story
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 26
Improved Integration with Supply Chain Apps
• In Project Contracts, administrators can specify the list of print forms (such as DD250) required during contract execution.
• With R12, user can configure to display print forms information in different flow down areas of various applications as required. For example, it can be configured to have DD250 print forms information displayed to the users in shipping.
• Other key enhancements include a warning message when the same project hierarchy is linked to multiple contracts. This is required for government contracting organizations that do cost-plus contracts with progress billing.
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 27
Description• Users can now view the Print Forms information in other systems :
– Shipping
– Purchasing
– Work In Progress
– Billing
Benefits• Print Forms information available to other systems such as Shipping,
Procurement, WIP, and Billing– Improve downstream business efficiencies
– Avoid shipping or processing orders without relevant documentation
Flowdown of Print Forms Information
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Flowdown of Print Forms InformationHow to use this feature
Example of flowdown from Shipping transactions. Flowdown info shows Print Forms associated with the Contract/Line
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Flowdown of Print Forms InformationHow to setup this feature
Specify business areas to flowdown the Print Forms info
New tab for Print Forms flowdown
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Specify Effective Date for Programs
Description• User can specify the active duration of a Program (From – To)
• Assign only active programs to a contract or funding pool
Benefits• Avoid assigning an inactive Program to a contract or a funding pool
• Reduce potential user mistakes
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 31
• Contract Authoring Workbench, Funding Pool Form– User can associate the contract or funding pool with a specific program
– Only active programs will be displayed in the program LOV
• Security Role Assignments Form– Employee access can be defined at a program level
– Only active programs will be displayed in the program LOV
Specify Effective Date for ProgramsHow to use this feature
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Specify Effective Date for ProgramsHow to setup this feature
Specify effective dates for the Program
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Default Top Task from Contract Header to Lines
Description• User can specify Top Task on the contract header
• Top Task will default to contract lines
Benefits• Increases efficiency - eliminates the need for manual entry of top task on
contracts with many lines
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Default Top Task from Contract Header to Lines How to use this feature
Default task on the contract header defaults to new lines in the contract
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Default Due Date based on Days ARO
Description• Due Date on contract line will be automatically updated to Award Date
(specified on the header) + Days ARO (specified on the line)– Award Date: 01-JAN-2006
– Days ARO: 30
– Due Date = 31-JAN-2006
Benefits• Eliminates the need for manual entry of due dates
• Eliminates the need to update the due dates manually for each contract line when award date is changed
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 36
Default Due Date based on Days ARO How to use this feature
Due date = Award date + Days ARO
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Default Due Date based on Days ARO How to use this feature
Warning when user changes the Award date and has Days ARO already specified on the line
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 38
Description• When a Delivery Order is created in OKE using a Master Agreement, the user
can see the concatenated Delivery Order # / Master Order # in OKE
• This feature flows down the concatenated information to other applications so that users know which master contract the order is against
Benefits• Users in applications such as Shipping and Procurement can easily identify
the master agreement associated with the delivery order
Flowdown of DO # / Master Agreement #
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Flowdown of DO # / Master Agreement # How to use this feature
Concatenated Delivery Order # / Master Agreement #
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Flowdown of DO # / Master Agreement # How to use this feature
Concatenated Delivery Order # / Master Agreement #
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 41
Agenda
• R12 Release Overview
• Usability Enhancements
• Security Enhancements
• Improved Integration with Supply Chain Applications
• Multi-Org Access Control
• Success Story
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 42
Multi-Org Access Control
• Oracle Project Contracts leverages the Multi-Org Access Control model
– Allows users to author contracts and templates in multiple operating units without switching responsibilities
• When Multi-Org Access Control is implemented, users can only access contracts authored in operating units that are listed in the security profile assigned to their responsibility
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 43
Description• Provision to decide whether same Project Hierarchy can be used on multiple
Contracts
• Options are– Allow
– Allow With Warning
– Do Not Allow
Benefits• Flexibility to handle different business scenarios to allow / disallow project
hierarchy usage
Same Project Hierarchy on Multiple Contracts
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 44
• Example
Project P1
– P1A
– P1B P1B1 P1B2 P1B3
Contract C1
Contract C2
Same Project Hierarchy on Multiple ContractsHow to use this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 45
• Allow
Project P1
– P1A
– P1B P1B1 P1B2 P1B3
Contract C1
Contract C2
Same Project Hierarchy on Multiple ContractsHow to use this feature
Multiple contracts can be referenced using the
same project hierarchy
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 46
• Allow With Warning
Project P1
– P1A
– P1B P1B1 P1B2 P1B3
Contract C1
Contract C2 !
Same Project Hierarchy on Multiple ContractsHow to use this feature
C1 linked to project P1B
User gets a warning when he tries to link C2 to P1B2
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 47
• Do Not Allow
Project P1
– P1A
– P1B P1B1 P1B2 P1B3
Contract C1
Contract C2
Same Project Hierarchy on Multiple ContractsHow to use this feature
C1 linked to project P1B
User gets an error message when he tries to link C2 to P1B2.
This action is not allowed
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 48
• Responsibility: Project Contracts Super User
• Navigation: Edit / Preferences / Profiles / OKE: Same Project Hierarchy on Multiple Contracts
– Allow
– Allow With Warning
– Do Not Allow
Same Project Hierarchy on Multiple ContractsHow to setup this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 49
Description• Approver can add notes/comments after approving a contract. This feature
allows the submitter of the contract to see the approver’s notes
Benefits• Handles the Contract users requirement to have ‘approve with comments’
functionality
• Improves efficiency of the approval process
View Notes on Approval of Contract
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View Notes on Approval of Contract How to use this feature
Approver approves with comments
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View Notes on Approval of Contract How to use this feature
Submitter can review approver’s comments
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 52
Enhancements to ‘Copy From Existing Contract’
Description• User has an option to specify if the following should be copied from the
source contract– Project and Task
Benefits• Helps in reducing the manual effort in duplicating projects and task
information for multiple contract lines
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 53
• Navigation: Contract Organizer / New Document / Copy from an Existing Contract
Enhancements to ‘Copy From Existing Contract’How to use this feature
Copy Projects and Tasks
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 54
• Copying Project and Task information is dependent on profile option OKE: Same Project Hierarchy on Multiple Contracts
– Allow: Project and task information will be copied
– Warning: Project and task information will be copied with a warning displayed to the user
– Do Not Allow: Project and task information will not be copied
Enhancements to ‘Copy From Existing Contract’Dependencies and Interactions
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 55
Delete Contract in ‘Entered’ or ‘Canceled’ Status
Description• User will be able to delete contracts, proposals, or solicitations in “Entered” or
“Canceled” statuses
Benefits• Eliminate build-up of unwanted data
• Reduce potential user mistakes by using a wrong document reference
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 56
Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to use this feature
Delete Contract from ‘Go To’ menu
Delete Icon
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Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to use this feature
Warning message before deletion
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 58
• Navigation: Setup / Framework / Contract Statuses
• Specify that ‘Delete Allowed’ is a valid operation for a contract in an Entered or Canceled status
Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to setup this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 59
Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to setup this feature
‘Delete Allowed’ as a valid operation for ‘Entered’ Status
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• Responsibility: System Administrator
• Navigation: Application / Menu
• Enable ‘Delete Document’ function on the following menus:– OKE-Contract Administrator Privileges (seeded)
– OKE-Contract Organizer Actions (seeded)
– Other user menus as needed
Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to setup this feature
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 61
Delete Contract in ‘Entered’ or ‘Canceled’ StatusHow to setup this feature
Enable ‘Delete Document’ as a menu function
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 62
• User cannot delete a contract in Entered or Canceled status if– Planning has been initiated for one or more deliverables
– Shipping has been initiated for one or more deliverables
– Purchase Requisition has been initiated for one or more deliverables
– Billing Event has been initiated for one or more deliverables
– Project Agreement corresponding to this contract has already been created from the contract’s funding source
– The contract is a Basic Order Agreement and has other Delivery Orders referenced to it
Delete Contract in ‘Entered’ or ‘Canceled’ StatusDependencies and Interactions
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 63
Delete Contract in ‘Entered’ or ‘Canceled’ StatusDependencies and Interactions
Error message when user tries to delete a contract that has some downstream processes initiated
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 64
Additional Resources For Customers and Partners
• For More Information about our Products– http://www.oracle.com/products/
• For More Information about Education– http://www.oracle/com/education/
• For More Information about Support– http://www.oracle.com/support/
• For Metalink Information:– http://metalink.oracle.com/
• Oracle Product Documentation:– http://www.oracle.com/technology/documentation/applications.html
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 65
Customer Success ProfileBAE Systems
COMPANY OVERVIEW
• One of the largest defense and aerospace firms in the world
• £14.8B ($27.5B USD) in annual sales• Over 90,000 employees across 5
Continents• Customers in 129 countries
RESULTS
1st division (Platform Solutions) live since July 2002, with on-going implementations in other divisions
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 66
BAE Systems Platform SolutionsPain Points Before Implementing Project Contracts
• In-place systems not integrated– Contract Management System (CORT) not integrated with other ERP
systems
– Contract information disseminated via manual reports
– Financials were independent from other systems
• Very people dependent– Manual processes used for shipping, funding/billing, planning and
procurement with no automated access to contract information
• Verbal dissemination of Contract Information– No automated flow down of contracts information to internal groups or to
vendor/suppliers
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 67
BAE Systems Platform SolutionsProject Contracts Features Used
• Authoring– Capture of awarded contracts and pre-award proposals
• Funding– Allocation of funding to the lines and sublines in the contract and
automated creation of the Project Agreement
• Change Management– Timely and efficient capture, approval and implementation of contract
modifications
• Deliverable Tracking System– Robust deliverable tracking and automated initiation of shipping, billing,
planning and procurement processes
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 68
BAE Systems Platform SolutionsProject Contracts Features Used (cont’d)
• Reports– Using existing data fields along with User Defined Attributes to
disseminate contract information, such as deliverable due-dates, milestones, etc.
• Contract Flowdown– Used extensively to disseminate contract information including selected
attributes, Mandatory Flowdown Clauses and other contract information to business areas such as WIP, Shipping and Procurement
• Other – Business Metrics Reporting:– Monitor proposal turn around times to ensure on-time delivery and
administration of the proposal process
– Visibility of deliverable due-dates across contracts and milestone suspension date tracking
– Adherence to established billing schedules set forth in the contract
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 69
BAE SYSTEMS Platform SolutionsProject Contracts Data Mart Reporting
This is sample of a report created to enable Contract,Program and Finance managers to better manage contractual billing milestones
This is sample of a report created to enable Contract,Program and Finance managers to better manage contractual billing milestones
Note: BAE Systems proprietary information
A condition has been created in the report that provides an indication of a milestone that is past due
A condition has been created in the report that provides an indication of a milestone that is past due
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 70
BAE SYSTEMS Platform SolutionsBenefits Gained From Using Project Contracts
• In-place systems not integrated
• Systems integrated with ERP– Integrated Contracts, Projects/Financials, Shipping, Procurement and
Planning capability
• Very people dependent
• Automated Processes – Able to bill customer for Advance Payments, Unit Price and Contract
Milestones
– Automated flowdown to internal business areas and to vendor/suppliers for mandatory flowdown clauses
– Funding and Modification processes are automated
– User Defined Attributes automatically pass booking info to Financials
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 71
BAE SYSTEMS Platform SolutionsBenefits gained from using Project Contracts (cont’d)
• Verbal dissemination of Contract information
• Anytime, Anywhere Access– Contract administration and ship/build activities conducted
from multiple locations
– Global access to information by authorized users
• Resulting In….
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 72
BAE SYSTEMS Platform SolutionsBenefits gained from using Project Contracts (cont’d)
• Timely, Efficient Contract Management– Routine tasks under each contract such as Planning, Funding, Billing,
Shipping and Procurement each averaged 2-3 days to complete…Now reduced to 1-2 Hours per activity
– Change management process took up to 2 days for each Modification…Now completed in minutes
– Disseminating Contract information took up to a week for each new contract…now accomplished in minutes with the automated flowdown capability
– Reporting was disjointed and inconsistent…Now automated, user configured and available on demand
Copyright ©2007, Oracle. All rights reserved. Oracle Confidential 73
BAE SYSTEMS ImplementationAcross Large Entities with Multiple Systems
DIVISION GO-LIVE DATEIMPLEMENTATION PERIOD NUMBER OF USERS
Johnson City July 2002 2 years Approx 50
Fort Wayne February 2003 1 year + Approx 50
Controls West June 2003 1 Year Approx 50
Irving April 2006 < 1 Year Approx 50
Rochester, UK Planned June 2008 ?? Approx 50
Replaced 64 different systems with Oracle E-Business Suite