If you have a project that includes both a workplan structure and a financial structure, you can choose to integrate the structures in a way that best fits the business needs of the project and your organization. You can also choose not to integrate your project financial and workplan structures.

Of course, you may not want to integrate your project workplan and financial structures. If this is the case you can choose to not share and not map the structures.

Structure Integration Setup

If you enable both a workplan structure and a financial structure for your project or project template, you can decide whether or not they are integrated, and if so, to what degree. You do this by choosing one of the following options on the Structures setup page:

• Shared Structures: Enables you to generate a financial structure with a task hierarchy that is fully shared by the workplan structure task hierarchy. Workplan and financial structures are fully shared by default.

• Partially Shared Structures: Enables you to generate a financial structure that is partially shared by the workplan structure hierarchy.

• Non-Shared: Task-Based Mapping: Enables you to map individual workplan structure tasks to individual financial structure tasks.

• Non-Shared: No Mapping: Choose this if you do not want to integrate your project workplan and financial structures in any way.

Fully Shared Structures

When your project workplan and financial structures are fully shared, this essentially means the system uses one task structure for both workplan and financial information. Any change you make to the task hierarchy in the workplan view of the shared structure also takes place in the financial view of the structure, and vice versa.

When you have shared structures, you can set the workplan up so that the system automatically updates task transaction dates to reflect the most up-to-date workplan dates, such as actual or scheduled dates. For more information, see Workplan Date Processing.

You might decide to have fully shared structures in projects that require a tight integration between financial and workplan functions. This functionality enables you to use the same set of tasks for both workplan scheduling and financial reporting.

When you have cost breakdown planning enabled for a project, then the cost codes associated with workplan tasks are the same for financial tasks as well. Cost codes associated to the workplan task are automatically copied to the financial view of the task and vice versa.

Partially Shared Structures

If you decide you want your project to have a partially shared workplan and financial structure, you start by creating your workplan structure first. When you are ready to set up the financial structure for your project, you identify which workplan tasks you want to share by determining the workplan tasks that will be the lowest-level tasks of the shared portion of the financial structure. When you identify the workplan tasks that you want to share, the system displays those tasks and the elements of the workplan structure above them in the financial structure. The workplan tasks below the selected tasks are not present in the financial structure.

In a partially shared structure, for workplan tasks that are mapped to financial tasks, financial attributes including Billable, Chargeable, Work Type, and the descriptive flexfields are editable for newly created, shared tasks in the current working version, which do not exist in the latest published version.

You define your partially shared structure on the Set Financial Tasks page. This page displays a view of the workplan structure that you can use to select the tasks that make up the lowest-level tasks for your financial structure. If you want to make sure that you have made correct choices, you can view a preview of the financial structure that the system will create based on your selections. When you are happy with your selections you can have the system generate a view of the financial structure that displays the selected workplan tasks and the hierarchy of tasks above them.

After you define the shared portion of your workplan structure, new changes to the workplan task hierarchy are not automatically displayed in the financial structure. For example, tasks that you add to the shared portion of the workplan structure do not display in the shared portion of the financial structure. To include new tasks in the shared structure, you have to go to the Set Financial Tasks page and add them to the shared structure.

When cost breakdown planning is enabled for a project with a partially shared structure, the cost codes in the source workplan tasks are shared with the financial plan tasks. All codes associated with the source tasks are copied to the financial tasks when the financial structure is enabled. You can add additional cost codes to financial tasks.

You can change a lowest-level financial task selection on the Set Financial Tasks page until charges are made against the financial view of the task.

An example of an organization that might utilize partially shared structures for its projects would be an engineering and construction company that restricts financial and workplan structure sharing to high-level milestone tasks. In this environment, progress information rolls up into the milestone activities and is used for financial reporting as well as high-level work planning. There is no need to directly track the lowest level workplan tasks through the financial structure.

Unshared Structures with Task-Based Mapping

You use task-based mapping to map workplan tasks to financial tasks rather than sharing all or part of your workplan and financial structures. You can map workplan tasks to lowest-level financial tasks. You can also map multiple workplan tasks to a single financial task. The system uses task mapping to transfer physical percent complete values from the workplan to a financial structure.

When your project has cost breakdown planning enabled, cost codes associated with workplan tasks that you map to the lowest-level financial tasks are copied when you click the Copy from Mapped tasks option in the Add Cost Codes page. You can add more cost codes to the financial task, but you cannot remove any that are copied from the workplan task.

You might use this integration option for projects with relatively flat financial structures composed of high level financial tasks. Task-based mapping enables you to map multiple workplan tasks to individual lowest-level financial tasks. In a project like this you could have a single financial task relating to a specific phase of a project, such as staffing. Task mapping would enable you to map all of your staffing-related workplan tasks to the staffing financial task. Progress collected for the staffing workplan tasks would then roll up to determine the financial percent complete for the staffing financial task.

You can use either the Map Workplan to Financial Tasks page or the Setup subtab of the Task Details page to map workplan tasks to lowest financial structure tasks. You can access this page for both workplan and financial structures.

If your workplan has versioning enabled, you can only add or update mappings between working versions of workplan and financial tasks. For more information about versioning, see Versioning A Workplan.

If a workplan task has progress collected against it, you cannot map the task or change its existing task mapping. For more information about progress collection, see Managing Progress.

Unshared Structures Without Mapping

If you decide to have unshared structures without mapping, the workplan and financial structures in your project are fully separate entities without any interface. You might choose this option if you use the workplan structure as a planning, scheduling and progress tracking tool only, and track financial information through an entirely separate set of tasks.