Integration Scenarios and Workflow

Planning uses data maps and Smart Push for out of box integration between Financials, Workforce, Projects, Capital, and Strategic Modeling. This section describes the integration scenarios and the overall process for integrating.

Watch this tutorial video to learn more about integrating Financials and Workforce.

videocloud png Tutorial Video.

Integration Scenarios

Integrate modules to take advantage of these scenarios:

  • In Financials, see a rollup of Workforce employee details and integrate Workforce expenses (such as salary, benefits, and so on) into Financials reporting.
  • In Financials, see a rollup of Projects details and integrate project expenses and revenue into your Financials reporting. The integration between Financials and Projects is designed to move data at the aggregate level from Projects. If you want to see data at the project level, you can customize the rule (OFS_Rollup Project Integration Data).
  • In Financials, see a rollup of capital asset details and integrate capital asset values (such as fixed asset values, depreciation, and other asset-related expenses as well as cash flows) into financial reporting.
  • In Workforce, see the utilization of employees across projects or on a per project basis.
  • In Projects, allocate project expenses partially or fully to create one or more capital assets.
  • In Projects, use jobs, employee names, and other assumptions from Workforce for labor expense planning.
  • In Projects, use Equipment Rates from Capital.
  • Integrate data between models in Strategic Modeling and income statements in Financials.

Integration Task Flow

To implement integration, follow this overall process, in this sequence:

Note:

To push data between models in Strategic Modeling and income statements in Financials, see Integrating Data Between Strategic Modeling and Financials.
  1. Enable and configure Financials.

    Note:

    Entities are common across all modules. Ideally, import the entities all at one time.

    If you are integrating Financials with Projects, note that aggregated data for total projects is pushed to Financials. You do not need to add a Project dimension in Financials.

  2. Enable and configure Workforce.

    • For integration with Financials, in the Workforce Benefits and Tax Wizard, map a component to a Financials account (for example, to Financials Payroll Taxes, Total Salary, and so on).
    • For integration with Projects, utilization is computed at the employee level, so on the Enable page, for Granularity, select either Job or Employee and Job.

    • In Map/Rename Dimensions, add a custom dimension called Project (the default dimension name in Projects). If you plan to rename and use a different name for the Project dimension in Projects, use that dimension name here.

  3. Enable Capital.

    • For integration with Projects, on the Enable page, in Map/Rename Dimensions, add a custom dimension called Project (the default dimension name in Projects). If you plan to rename and use a different name for the Project dimension in Projects, use that dimension name here.

    • On the Configuration page, select the task Map Capital Accounts to Fin Statement. For each Capital account, map it to the corresponding account in Financials. Select the horizontal tabs to map assets for Tangible Assets, Intangible Assets, and Lease Assets.

    • From the Actions menu, select Synchronize. Run this rule in these scenarios:
      • Every time a new asset is added.
      • Any time the integration mapping between Capital and Financials is updated.
      • When planningyearRange is increased, for example from FY14:FY15 to FY15:FY24.
      • After transferring assets (for example from one department to another).
  4. Enable Projects.

    • For integration with Capital, on the Enable page, enable projects of type Capital.

    • For Expense, enable Integration from Workforce, and Employee (for Workforce integration) and for equipment, Integration from Capital (for Capital integration).
    • If you are integrating Projects with Workforce, you don't need to import Resource Class in Projects; instead you'll use the Jobs from Workforce using the Import Job Configuration task in Workforce.

    • In Map/Rename Dimensions, you should see a mapping between Project and Project.

      Tip:

      If you inadvertently named the custom dimension Projects instead of Project when you created it in Workforce or Capital, you can rename it here.
    • On the Configuration page, select the task Projects Financials Mapping. For each Projects account, map it to the corresponding account in Financials.
  5. Optionally, review the data maps that were created. From the Home page, click Application Application icon, then Data Exchange Data Exchange icon, and then Data Maps.
  6. Complete the remaining steps in the Getting Started Checklist. See Getting Started Checklist.
  7. As users prepare plans and forecasts, when users want to move data between modules, administrators must push data using the predefined data maps. From the Home page, click Application Application icon, then Data Exchange Data Exchange icon, and then Data Maps. Select a data map, and then from the Actions menu, select Push Data and then click Yes to confirm the option to clear the data. For more information, see Pushing Data to Integrate Business Processes.

    Some forms have a menu option to push data. For these forms, users don’t have to request administrators to push data using data maps.

Detailed Integration Scenarios

Financials and Workforce

  • Detailed Workforce data can feed into Financials summary data. From Financials, you can drill to the details of the account in Workforce.

  • You can override the expense lines in Financials with the more detailed values that Workforce stores.

Financials and Projects

  • Move financial information from Projects to Financials for account level data

  • Revenue planned in Projects is rolled up into Financials for contract projects

  • Ability to drill through from Financials to Projects for project level financial data

  • Assign project benefits for indirect projects to financial impacts for increased revenue or cost impacts

Financials and Capital

  • Capital expense planning in detail is rolled into Financials at the summary level

  • Asset related expenses such as depreciation, amortization, insurance are moved

  • Cash flows from Capital are pushed to Financials cash flows

Workforce and Projects

  • Job-level FTE input from Projects to Workforce

  • Utilization of employees across projects based on assignments and reassign employees to projects as needed

  • Review FTE, labor hours, and expenses allocated to a project

Capital and Projects

  • Create single or multiple assets from projects

  • Detailed cost modeled in Projects and asset cost pushed to Capital

  • Assignment of equipment to Projects from Capital assets

  • Review Capital Work In Progress values from the project