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Primavera Cost Control Application

User’s Guide

Version 9.11.0.0December 2012

Lega l Not i ces

Oracle Primavera Cost Control Application

Copyright © 1998, 2012, Oracle and/or its affiliates. All rights reserved.Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners.

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O r a c l e C o r p o r a t i o n

ii Primavera Cost Control Application User’s Guide • Copyright @ 1998, 2012, Oracle and/or its affiliates. All rights reserved


Primavera Cost Control Application User’s Guide • Copyright @ 1998, 2012, Oracle and/or its affiliates. All rights reserved. iii

Table of Contents

Introduction to Primavera Cost Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1What You Receive with this Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Platform Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Business Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Cash Flows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Manager Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Setting Up the Primavera Cost Controls Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16What You Need to Do . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

I n t roduc t ion to P r imavera Cos t Cont ro l s

Primavera Cost Controls is an application for managing project costs. It contains the tools you need to manage your project’s:

Budget functions, including budget approvals, transfers, and changes, as well as estimating, fund appropriations, and a cash flow graph

Purchasing functions, including blanket POs, change orders, invoices, journal entries, payment applications and payments, and work authorizations

Vendor functions, including vendor evaluations, vendor approvals, contracts, and RFBs

Resource functions, including timesheets and a basic set of roles to which you can assign your company resources

These tools encompass business process forms, workflows, reports. and management tracking sheets to monitor your project on a daily basis. Although you must enter your company users into Primavera Unifier, add your company’s data into the management tracking sheets, and grant your company users permissions to use Unifier, the rest of the Cost Controls application—the business process forms, workflows, sheet structures, and budget calculations—are already designed and configured for use.

What You Rece ive w i th th i s App l i ca t ion

Primavera Unifier has been installed on your system and the Primavera Cost Controls Application has been downloaded. With the Primavera Cost Controls Application, you receive the following components, already designed and configured for your use:

Selected platform structure to support the cost controls application

A suite of business processes that work together to accomplish the tasks of cost control

A suite of reports to keep you abreast of cost control progress

The information in this document refers to instructions in the following PDF files:

Primavera uDesigner User’s Guide

Primavera Unifier Administration Guide

Primavera Unifier User’s Guide

You can download these PDFs from the Help menu on the menu bar.


Primavera Cost Control Application User’s Guide • Copyright © 1998, 2012, Oracle and/or its affiliates. All rights reserved. 1

Platform Structure

Primavera Unifier is shipped with two modules:

Primavera uDesigner

Primavera Unifier

Primavera uDesigner

For Primavera uDesigner, in Design Mode, the following nodes in the left Navigator are populated with the components necessary for the Primavera Cost Controls Application:

Business Processes node and a suite of business processes (see the list below)

Although the business processes for this application are already designed and set up for use, you can use this node if you want to add and remove fields from business process forms.

See the Primavera uDesigner User’s Guide:

“Overview of Business Processes” chapter

“Designing a Form” chapter

“Designing a Workflow” chapter

Schedule Manager node and these forms:

An activity attribute form (necessary to set up the schedule)

A resource assignment attribute form for assigning a resource type to an activity

Although the Schedule Manager is already designed and set up for use with this application, you can use this node if you want to add and remove fields from the Schedule Manager attribute forms.


“Schedule Manager Overview” chapter


Resource Manager node and this form:

A role attribute form to specify the roles necessary to perform the work of the project, such as “carpenter.”

The Resource Manager is set up with a role attribute form that is linked to the Schedule Manager for the purpose of populating activities on the Schedule Sheet with roles for the work to be done on the project. The attribute form is already designed and set up for use with this application, but you can use this node if you want to add and remove fields from the Resource Manager role attribute form.


“Resource Manager Overview” chapter



2 Primavera Cost Control Application User’s Guide • Copyright © 1998, 2012, Oracle and/or its affiliates. All rights reserved

Primavera Unifier

For Primavera Unifier, under the Company Workspace tab, in Administration Mode, the following nodes in the left Navigator are populated with the components necessary for the Primavera Cost Controls Application:

Cost Manager node and these forms:

A fund attribute form to set up funding and the funding sheet

A cost attribute form to set up the cost sheet

Although the Cost Manager is already designed and set up for use with this application, you can use this node if you want to add and remove fields from the cost and fund attribute forms.


“Cost Manager Overview” chapter


Shell Manager node and the following shells:

An anchor shell called All Projects

A project shell called Projects

Although the Shell Manager is already designed and set up for use with this application, you can use this node if you want to add and remove fields from the shell attribute form.


“Shell Manager Overview” chapter


Data Structure Setup node and these components:

Data cube definitions

Data views for reports and dashboards

Although the data structure is already designed and set up for use with this application, you can use this node if you want to make changes to the data views for the reports and dashboards.

See the Primavera Unifier Administration Guide:

“Data Views” topic in the Company Administration chapter

Access Control node where you can grant user permissions to areas of the application.

Use this node to grant persmissions to your company users to work in areas of Unifier.


“Managing Permissions and Access Control” topic in the Company Administration chapter



User Administration node and the following groups to which you can add users so that they have access to the application:

All company users

Company administrators

Creator (of a business process)

Project Administrators

Reviewer

Use this node to add users to Primavera Unifier. In this node, you can also assign users to groups.


“Adding and Managing Company Users” topic in the Company Administration chapter

Configuration node and these sub-nodes with appropriate data for Primaver Cost Controls operation:

Shell Manager and an anchor shell called All Projects, as well as a project shell called Projects

Each business process provided with this application (see list below)

Although the Resource Manager, the Shell Manager, and the business processes are already designed and set up for use with this application, you can use this node if you want to make changes to the configuration of a shell or business process, or add/modify a role in the Resource Manager.


“How to Create and Set Up Shells“ topic in the Shell Administration chapter

“Configuring Business Processes” topic in the Business Processes Setup chapter

Standards & Libraries node and the following sub-nodes with appropriate data for Primavera Cost Controls operation:

Cash Flow > Data Sources

Cash Flow > Distribution Profiles

Although the Standards & Libraries node is already set up for use with this application, you can use this node if you want to change cash flow data sources or distribution profiles.


“Setting Up Cash Flow” topic in the Cost Management Setup chapter



Company Workspace node and the following sub-nodes in the Navigator with appropriate data for Primavera Cost Controls operation:

Business Process Setup

Resource Manager

Rules

Auto-update Status Setup

Although the Company Workspace node is already set up for use with this application, you can use this node if you want to change the setup of company-level business processes, add roles to the Resource Manager, or to change the rules and auto-update status for funding functions in the Cost Manager.


For business process setup, see the “Configuring Business Processes” topic in the Business Process Setup chapter

For information on rules and status updating, see the Cost Management Setup chapter

For instructions on adding roles to the Resource Manager, see the topic “Creating Roles and Resources” in the Resource Manager Setup chapter

Templates node and the following template components with appropriate data for Primavera Cost Controls operation:

Costs Sheets > Project Cost Sheet

Funding - Funding Sheets > Funding Sheet

General Spends SOV > General Spends SOV

Rules

Schedule Sheets > Project Schedule Sheet

Although a template is already designed and set up for use with Primavera Cost Controls functions, you can use this node to change the template for your project cost sheet, funding sheet, SOV, project schedule sheet, or rules for cost calculations.


“Creating a Project Template” topic in the Program and Project Administration chapter

Templates > Shells node and a Projects shell node. Under the Projects node are the following template components with appropriate data for Primavera Cost Controls operation:

Access Control

User Administration > Users (default user: OOTB Admin)

User Administration > Groups > shell level group permissions for All Project Users, Creator, Project Administrators, Reviewer

Although a shell template called Projects is already designed and set up for use with Primavera Cost Controls functions, you can use this node to change these pieces that are included in the template:

Access control and user/group administration to automatically add users to the shell

Business processes that you want to automatically include in the project

A dashboard to display summary cost control information on the landing page



Templates > Shells node (continued)

Setup > Business Processes

Setup > Dashboards > Cost Controls

Setup > Gates

Rules

Cost Manager > Cash Flow > Project Cash Flow > Cost Controls Cash Flow

Cost Sheets > Project Cost Sheet

Funding > Funding Sheets > Project Funding Sheet

General Spends SOV (contains a default sheet structure)

Payment Applications (contains a default sheet structure)

Document Manager > Documents (contains a default folder structure)

Schedule Manager > Schedule Sheets > Project Schedule Sheet

Reports (see list below)

Rules

A setup for project gates

A set of rules to govern cost calculations

A Cost Manager with cashflows, a project cost sheet, project funding sheet, SOV sheet, and payment applications sheet

A Document Manager to store drawings, spreadsheets, image files, specifications, and other documentation about the project.

A Schedule Manager with a project schedule sheet

Reports specific to Primavera Cost Control


“Managing Permissions and Access Control” topic in the Company Administration chapter

“Adding and Managing Company Users” topic and the ”User and Group Administration” topic in the Company Administration chapter

“Setting up Business Processes” topic in the Business Processes Setup chapter

”Create a Shell Template” topic and “Setting up Shells” topic in the Shell Administration chapter

“Configuring Shell Dashboards” topic in the Shell Administration chapter

“How to Set Up Gates” topic in the Shell Administration chapter

“Setting Up Cost Sheets” and Creating and Setting Up Cost Templates” topics in the Cost Management Setup chapter

“Setting Up the Funding Manager” topic in the Cost Management Setup chapter

“Setting Up Schedule of Values (SOV)” topic in the Cost Management Setup chapter

“About the Document Manager” and “Setting up the Document Manager” topics in the Document Manager Setup chapter

“Setting up User-Defined Reports” topic in the Reports Setup chapter



Business Processes

Following is a list of the business processes you receive with the Primavera Cost Controls application and a short description of each one. These business processes have been designed for immediate use; they do not need to be configured or set up.

Business Process Description

Blanket Purchase Orders A company-level purchase order that supports umbrella agreements with vendors to provide services across multiple projects. Released on a per-project-period basis with work authorizations billed against a set maximum money amount.

Budget Approval A shell-level business process used to approve the initial project budget.

Includes a workflow for budget approval.

Budget Changes Business process for requesting additional (or less) budget authorization than previously approved.

Includes a workflow for change approval.

Budget Transfers Business process for transferring budget from one WBS code to another. Typically used to release contingency to other cost items.

Includes a workflow for the transfer and approval.

Change Orders Business process for committing a formal change to a contract.

Includes a workflow for change approval.

Contracts Form for gathering key contract information, such as names and phone numbers, for reference or use in procurement workflows.

Includes a workflow for contract approval.

Estimates Project “scratch pad” for developing multiple project estimates (SD, DD, CD, or alternates) and identifying the preferred scenario.

Fund Appropriations A business process for assigning fund account to projects.

Includes a workflow for approvals.

Invoices General business process for requesting and approving payments against commitments.


Journal Entries Business process for adjusting spending line items. Usually used to reassign costs to alternate cost centers or GL codes.


Payment Applications A business process for making spends against projects.

Includes a workflow for payment approval.



Payments A business process to hold checks processed information from financial system.

PO Amendments A business process for approving purchase order changes.

Includes a workflow for amendment approval.

Potential Change Orders A business process for initiating a potential change order from a contractor.

Includes a workflow for potential change order approval.

Purchase Orders Project-level business process for requesting and issuing commitments with a vendor.

Includes a workflow for PO approval.

Request for Bid Business process for publishing bids, inviting participantys, providing updates, and receiving and comparing bids. Enables Unifier users to invite non-Unifier users to enter bid information online.

Includes a workflow for the bidding process, including analysis and award.

Request for Substitution A business process for requesting to substitute identical material or equipment for what was specified in the contract.

Includes a workflow for the substitution approval.

Risks & Issues Log for documenting, tracking, and estimating the impacts of open issues and risks.

Timesheets A business process used by company personnel for charging hours to projects.

Includes a workflow for submission and approval.

Vendors A register of vendors, used to track contact information, invite bidders, prepare commitments, and send payments.

Vendor Evaluations A business process for evaluating vendor performance to use in consideration for future work on projects.

Includes a workflow for evaluations and approval of vendor.

Vendor Prequal Requests A business process to request that a new vendor be pre-qualified for considertaion for future work on projects.

Includes a workflow for vendor approval.

Work Releases A shell-level business process that references the blanket purchase order.

Includes a workflow for approval.

Business Process Description



Dashboards

Configurable dashboards provide executive-level information in an at-a-glance format. With the Primavera Cost Controls application, you will receive a pre-designed dashboard showing Project Cost:

The dashboard consists of four blocks that aggregate project business process records:

Contracts by Status

Payment Applications by Status

Change Orders by Reason

Potential Change Orders by Reason

Cash Flows

With the Primavera Cost Controls application, you receive a cost control cash flow that shows baseline, forecast, and actuals curves in an S-curve display. Once your project/shell is in operation, your manager sheets are set up, and the business processes are in use, Primavera Unifier will collect the curve data from the Cost Sheet and produce the cost control cash flow curves.



Manager Sheets

You will receive the following sheets for the Cost, Funding, Schedule, and Resource Managers, respectively.

Cost Sheets

You receive two Cost Sheets with the Primavera Cost Controls application: a company-level cost sheet and a project-level cost sheet.

Company-Level Cost Sheet

The company-level cost sheet displays cost data across projects or shells. Projects or shells on the company cost sheet are added by default as project- or shell-level cost sheets are created. Projects and shells are listed in order by number. Data rolls up to the company cost sheet columns from project or shell cost sheet columns.

The company-level Cost Sheet contains the following columns:

This column: Shows the:

Project Number Project number

Project Name Project name

Original Budget Sum of all the costs for each cost code breakdown in each project.

Pending Budget Revisions Sum of all budget revisions for each cost code breakdown in each project.

Approved Budget Revisions Sum of all approved budget revision costs for each cost code breakdown in each project.

Revised Budget Sum of all the revised budget numbers for each cost code breakdown in each project.

Risks & Issues Sum of all closed “Risk and Issues” business process records in each project

Forecasts Sum of all the revised budget numbers, plus forecast adjustments, plus open risks and issues for each cost code in the project.

Original Commitments Sum of all the approved contract and approved purchase orders for each cost code breakdown in the project.

Pending Commitments Sum of all the pending change orders and pending PO amendments for each cost code breakdown in the project.

Approved Commitment Changes

Sum of all the approved change orders and approved PO amendments for each cost code breakdown in the project.



Project/Shell-Level Cost Sheet

The project or shell cost sheet is a detailed accounting of the project’s or shell’s budget and costs. The project/shell cost sheet rows contain unique WBS codes (or cost codes), which can be used to link project or shell costs to the general ledger for finance. Cost information is added to this sheet automatically from business processes when transactions occur.

The project/shell-level Cost Sheet contains the following columns:

Commitments Sum of all the original commitments and approved commitment changes for each cost code in the project.

Pending Actuals Sum of all the pending payment applications and pending invoices for each cost code in the project.

Actuals Sum of all the approved payment applications and approved invoices for each cost code in the project.

Original Variance Difference between the original budget and the original commitments for each cost code in the project.

Approved Variance Difference between the revised budget and the revised commitments for each cost code in the project.

Variance Difference between the forecase and the revised budget for each cost code in the project.

Budget Percent Revised budget, divided by the total of the revised budget

Commitments Percent The "Revised Commitments" for each WBS code, divided by the total "Revised Commitments" for the project.

This Column: Shows the:

Cost Code Cost code

Cost Name Cost name

Estimates Sum of all the (closed) estimates for each cost code in the project.

Original Budget Sum of all the costs for each cost code in the project.

Pending Budget Revisions Sum of all pending budget changes, plus pending budget transfers for each cost code in the project.

Approved Budget Revisions Sum of all approved budget changes, plus approved budget transfers for each cost code in the project.

Revised Budget Sum of all the original budget and approved budget changes for each cost code in the project.




Risks & Issues Sum of all closed “Risk and Issues” business process records in each project

Original Commitments Sum of all the approved contract and approved purchase orders for each cost code in the project.

Pending Commitments Sum of all the pending change orders and pending PO amendments for each cost code in the project.

Approved Commitment Changes

Sum of all the approved change orders and approved PO amendments for each cost code in the project.

Revised Commitments Sum of all the original commitments and approved commitment changes for each cost code in the project.

Pending Actuals Sum of all the pending payment applications and pending invoices for each cost code in the project.

Actuals Received Sum of all the approved payment applications and approved invoices for each cost code in the project.

Forecast Adjustment Sum of all approved Forecast Adjustment buisess process records

Forecast Sum of all the revised budget numbers, plus forecast adjustments, plus open risks and issues for each cost code in the project.

Original Variance Difference between the original budget and the original commitments for each cost code in the project.

Approved Variance Difference between the revised budget and the revised commitments for each cost code in the project.

Variance Difference between the forecase and the revised budget for each cost code in the project.

Budget Percent Revised budget, divided by the total of the revised budget

Commitments Percent The "Revised Commitments" (as defined above) for each WBS code, divided by the total "Revised Commitments" for the project.

This Column: Shows the:



Funding Sheets

You receive two Funding Sheets with the Primavera Cost Controls application: a company-level funding sheet and a project-level funding sheet.

Company-Level Funding Sheet

The company funding sheet tracks all sources of funding for the expenses of all projects or shells.

Funding sources at project or shell sheet level are rolled up to the company sheet, which maintains the overall fund information. The columns on the company funding sheet are used to track project and shell level funding and keep track of fund balances.

Fund assignments are added to this sheet via a Fund Appropriations business process. Each project or shell fund assignments are totalled on the project/shell sheet, and rolled up to the company sheet.

Each row in the company funding sheet corresponds to one fund.

The company-level funding sheet contains the following columns:

Project/Shell-Level Funding Sheet

The project/shell funding sheet tracks how funding is being allocated and consumed at the project/shell level. It tracks individual transactions, which are rolled up to the company funding sheet. Fund allocation, assignment, and credits can be done manually, or through business processes.

Each row in the project/shell funding sheet corresponds to a fund that has been allocated for use on this project/shell.

The project/shell-level funding sheet contains the following columns:


Fund Code Fund code

Fund Name Fund name

Project Funding Each project’s funding transactions and total.

Manual Funding by Project Manual entry of each project’s funding transactions and total.

Transient Records Funded at Project Level

"Fund Appropriations" that are in process (have not yet reached approved terminal status).

Records Funded at Project Level

Records that have been approved for funding.

Fund Remaining Balance Project funding, minus the total Transient Records Funded at Project Level and total Records Funded at Project level


Fund Code Fund code

Fund Name Fund name



Schedule Sheet

With the Primavera Cost Controls Application, you receive a Project Schedule Sheet. It displays project/shell activities and tasks. On it, you can assign resources to tasks, create relationships between activities, track schedule progress and variables, and calculate the schedule’s critical path.

Each project/shell can have multiple schedule sheets, and one master schedule sheet. This master sheet drives project start and end dates, tracks the project’s progress, and serves as the interface between the Schedule Manager and other Primavera Unifier modules. In particular, the master schedule updates resource assignment information in the Resource Manager, which affects timesheets and resource utilization figures; and it integrates cost items on the schedule with the Cost Manager. You can refresh resource rates on the schedule sheet and post the new rates to the Cost Manager, update the cost sheet with assignment costs, and refresh costs on the sheet to recalculate labor costs and post them to the cost sheet.

The project/shell-level schedule sheet contains the following columns:

Project Funding Allocation amount of each fund for the project

Manual Funding by Project Manual entry of each project’s funding transactions and total.

Transient Records Funded at Project Level

"Fund Appropriations" that are in process (have not yet reached approved terminal status).

Records Funded at Project Level

Records that have been approved for funding.

Fund Remaining Balance Project funding, minus the total Transient Records Funded at Project Level and total Records Funded at Project level


Row ID Row ID

Activity Name Activity name

Start Date Starting date for the activity.

Finish date Finish date of the activity

Duration Amount of time (usually in days) the activity should take.

week columns Progress of the activity by day




Reports

The following reports are included with the Primavera Cost Controls application and need no additional setup. These reports should give you insight into the progress of your project cost control.

Shell-Level Reports Budget Alert

Budget Approval Details

Budget Approval Summary

Budget Changes Summary

Budget Transfers Summary

Change Orders

Contracts Details

Contracts Summary

Project Cost Summary

Estimates Summary

Invoices Details

Invoices Summary

Journal Entries Summary

Payments Summary

PO Amendments Summary

Pending Change Orders Progress

Purchase Orders Summary

Purchase Orders Detail

Requests for Bid Summary

Requests for Substitution Summary

Risk Items Summary

Work Releases Summary

Company-Level Reports Blanket Purchase Orders Summary

Timesheets Summary

Vendors Summary

Vendor Prequal Requests Summary

Vendor Evaluations Summary

Shell- and Company-Level Report Pending Invoices and Pay Apps



Set t ing Up the P r imavera Cos t Cont ro l s App l i ca t ion

The Primavera Cost Controls application has been designed and configured for immediate use. However, there are a few actions you need to take to complete the setup.

What You Need to Do

Create a project/sub-shell.

The Primavera Cost Controls Application is shipped with an anchor shell called “All Projects.” You will need to create at least one project or sub-shell under this shell. We have provided a shell template to use to create the project/sub-shell. For instructions on creating this project/shell, please see the “Creating a Shell by Copying a Template or Shell” topic in the Shell Administration chapter of the Primavera Unifier Administration Guide.

Add users to the company.

For instructions on adding users to the company, please see the “Adding and Managing Company Users” topic in the Company Administration chapter of the Primavera Unifier Administration Guide.

We recommend that you add all your users to the group categories we have provided. Doing so makes assignments and permissions more efficient.

Assign users to the shell.

Once you have added users to the company and assigned them to groups, you can then assign them to your project or shell. For instructions on assigning users to a shell, please see the “Managing Shell Users and Groups” topic in the Shell Administration chapter of the Primavera Unifier Administration Guide.

Grant users permissions to the application.

For instructions on granting user permissions to the Primavera Cost Controls application, please see the “Managing Permissions and Access Control” topic in the Company Administration chapter of the Primavera Unifier Administration Guide.

Add rows to the Cost, Funding, and Schedule sheets.

Primavera Unifier provides the basic structure for these sheets; that is, the columns of information you are likely to need on the sheets. However, you will need to add the rows to these sheets that will contain your company data. For example, you will need to add WBS (cost) codes to the Cost Sheet according to how they are structured in your company. You will need to add your funding sources to the Funding Sheet. You will need to add activities to the Schedule Sheet.

You may also have been given access to additional features of Unifier and uDesigner. You can use these features to make other changes to the Primavera Cost Controls business process forms, workflows, rules, cashflows, data cubes, and data structure; however, we do not recommend using these features until you are familiar with Primavera Unifier and how it works.



• For instructions on adding rows to a Cost Sheet, please see the topic “Adding Cost Rows (WBS Codes)” in the Cost Management Setup chapter of the Primavera Unifier Administration Guide.

• For instructions on adding rows to a Funding Sheet, please see the topic “Creating a Project/Shell Funding Sheet” in the Cost Management Setup chapter of the Primavera Unifier Administration Guide.

• For instructions on adding activities to a Schedule Sheet, please see the topic “Schedule Sheet Activities” in the Schedule Manager chapter of the Primavera Unifier User’s Guide.

