Creating a Proposal for a Project

Contents

To create a proposal:

1. Click the Proposals link in the left navigation bar, or select Go To > Proposals from the Top Navigation bar.
2. Click the Create button.
3. Enter all the required fields highlighted in red. You must complete the fields highlighted in orange to request sign-offs.
4. Click Save to save the project proposal.

Basic Details

1. Enter a name for this proposal.
2. Depending upon the initiative you choose, the following fields may also vary: Roadmaps, Project and Metric types, and some of the proposal text fields and the evaluation criteria.
3. Select the type of calendar you want to use. This field displays only if your Administrator has enabled changing th default calendar.
4. Select a finance template from the drop-down menu.
5. Select if you want to enable versioning. Enabling versioning helps you keep track of the various versions of a proposal.
6. Choose the appropriate classification entries for your new proposal. For example, you can select the functional area to which this project belongs, the product which is affected, etc.
7. Select your organizational hierarchy.
8. Select a Project Type and a Road map for this project. The roadmap options available to you will vary depending upon the project type you choose. Project types are used for categorizing projects and reporting. You can also import an existing roadmap from MS Project. This option may not be available to you if the feature is disabled in your system. Contact your administrator for details.
9. Enter a name for the primary metric and choose a primary metric type.

Choosing Initial Project Team Members

The roles and the list of available team members are determined by the initiative you choose. The roles that require sign-offs are arranged towards the top of the grid. You can assign multiple team members to the same project role. You can also check the availability of team members before assigning them to your project by selecting the Check Availability button.

1. For each project role, select a team member. You can use the Filter button to find a team member.
2. Enter the duration for which you require this team member. Choose Entire Project or Specify Dates. If you selected Specify Dates, then enter the start and end dates.
3. Enter the effort.
   • Select Percentage Utilization and enter the percentage of a resource’s time that will be spent on this project.

     Or

   • Enter the total number of hours this resource will spend on the project.

   You can click the Check Availability button to view the availability of this resource.

4. From the Actions column select Submit for Sign-offs.

Managing the Initial Project Team Members

• To delete a role click the Delete button.
• To edit a role click the Edit button.
• To add a new role, click the Add Role button.
• To copy the set of users from the Proposal team to the project team, select Auto-Fill.

Note: If your system has been configured to use multiple currencies, you may have to choose the currency that you want to use in the project. The system will then display all the financial information in this currency.

Custom Fields

If your administrator has created custom fields for Proposals, you can enter the relevant information in these fields.

Statement and Notes

The Statements and Notes section allows you to enter detailed notes to help with reporting and evaluation. Some of the fields displayed may be dependent on the initiative selected for this proposal. If the proposal was created by approving an idea, some elements of idea description are automatically populated in some of the text boxes on the proposal page. Oracle recommends that you click on the Proposal Fields Help link to read your company’s guidelines regarding completing the statements and notes section of the proposal.

Financials

Enter the expected savings and costs forecast for the project. Use non-negative numbers in these fields.

Dates and Durations

1. Select if you want to use the Planned Project Start Date or the Planned Project Close Date as the basis for initial calculations. Based on the selection you make here, either the Planned Project Start Date or the Planned Project Close Date is calculated. These dates are computed based on the duration of each stage or phase configured in the roadmap you selected.
2. Enter the dates.
   1. Enter the Planned Project Start Date if you selected the Planned Project Start Date as the basis for initial calculations. This is just a planning number and can be set in the future. You can type in the appropriate dates or click the Calendar icon to select the dates.
      OR
   2. Enter the Planned Project Close Date if you selected the Planned Project Close Date as the basis for initial calculations. This is the date by which you expect to complete all the phases of a project. You can type in the appropriate dates or click the Calendar icon to select the dates.
3. You can modify the duration (in days) of each phase. The initial duration of each phase is based on the roadmap that is selected for a project proposal. The due dates of each phase are set according to information entered here. Once these due dates have been set the system will automatically color code the phase details based on how close the current date is to the phase due date. Warning emails are also sent out when the phase due dates are close.
4. The system will suggest the Calculated Planned Project Start Date or the Calculated Planned Project Close Date (This may also be called the Calculated Planned Realization Date.) based on the estimated phase durations. Click the Apply link to use this date. You can also enter a Planned Realization Date by typing it in or use the Calendar icon to select a date.

   Notes:

   • Realization stages are not included in calculations.
   • For more information on using fractional duration and effort, see topic Using Fractional Duration.

Evaluations

1. Enter the scores for each of the evaluation categories. Oracle recommends that you use the evaluation Help as a guideline for creating scores for each category.  
2. Enter comments regarding your evaluation of this proposal. This is optional.

Documents and Links

Documents

Documents can be attached to the proposal by clicking the Add Doc link. For more information, see topic Attaching Document Files.

Linked Projects

All the projects that are linked to this proposal can be seen in this section.

1. To link a project, click the Add New button.
2. On the Add New Project page, select the project and click the Update button.

Settings

Select if this is confidential project. If you choose Yes, the project will be visible only to team members. You can further refine the confidentiality by making it available to members of particular organizational units and/or users with particular titles.