How to Use Oracle OpenAir for Project Management & PSA

Key Takeaways

• Oracle OpenAir was rebranded to SuiteProjects Pro with sandbox rollout on January 25, 2025, and production on February 15, 2025
• Organizations using OpenAir report up to 4.3% increase in billable utilization—the most critical profit driver for PSOs
• Companies like SoftwareAG achieved 8% savings in overhead through automation
• The 2025.1 release introduces AI-Powered Project Risk Analysis for proactive issue identification
• Implementation typically requires 2 to 6 months depending on complexity and integration scope
• Real-time sync with NetSuite ERP creates seamless two-way data flow between projects and financials

Understanding the Fundamentals of Oracle OpenAir for PSA

Oracle OpenAir serves as an all-in-one solution for organizations managing their professional services operations in the cloud. The platform addresses the complete project lifecycle—from initial quoting through final billing—while maintaining tight financial controls and compliance requirements.

What Problems Does OpenAir Solve?

Professional services firms consistently battle several operational challenges that OpenAir directly addresses:

• Limited Project Visibility: Real-time dashboards eliminate guesswork about project health and progress
• Scattered Resource Data: Centralized skill tracking and capacity planning replace spreadsheet chaos
• Manual Billing Errors: Automated invoice generation from timesheets reduces revenue leakage
• Compliance Complexity: Built-in ASC 606 and IFRS 15 support simplifies revenue recognition

The platform provides value-added tools for business operations including accounting, billing, invoicing, and data analytics—making it particularly effective for IT consultancies, accounting firms, legal practices, and consulting agencies.

The 2025 Evolution: From OpenAir to SuiteProjects Pro

At SuiteWorld 2024, NetSuite announced the rebranding of OpenAir to SuiteProjects Pro. This change represents NetSuite's strategic investment in enhancing the platform as an integral part of their business suite.

The transition includes:

• Enhanced Redwood Design: Oracle's design system brings a cleaner, more intuitive interface focused on usability
• AI-Powered Features: Machine learning analyzes historical data to predict project risks
• Visual Homepage Charts: Key insights display directly on your dashboard without clicking into reports
• Project Discussions: Centralized communication reduces scattered emails and lost messages

Key Features of Oracle OpenAir for Enhanced Project Management

Effective project management requires visibility, control, and the flexibility to adapt. OpenAir delivers through its comprehensive feature set designed specifically for service companies.

Project Planning and Scheduling

OpenAir's project management capabilities support the entire delivery lifecycle:

• Gantt Charts: Visual timeline management with drag-and-drop task adjustment
• Milestone Tracking: Define and monitor key deliverables against deadlines
• Task Dependencies: Automatically adjust schedules when upstream tasks shift
• Template Libraries: Nearly 100 pre-configured reports and templates accelerate new project setup

Real-Time Progress Tracking

The platform ensures project managers maintain current visibility through:

• Dashboard KPIs: At-a-glance project health indicators without manual reporting
• Mobile Access: iOS and Android apps provide location-independent oversight
• Automated Alerts: Threshold-based notifications flag issues before they escalate
• Change Request Workflows: Formal processes manage scope modifications

Optimizing Resource Management with Oracle OpenAir

Resource utilization represents the single most important profitability lever for professional services organizations. OpenAir's Advanced Resource Management module—included in the Enterprise Suite—transforms how firms allocate and track their most valuable asset: their people.

Skill-Based Allocation

Moving beyond simple availability matching, OpenAir enables:

• Competency Tracking: Define skills, certifications, and experience levels for each resource
• Intelligent Matching: Filter available resources by required project qualifications
• Utilization Forecasting: Predict capacity constraints before they impact delivery
• Resource Leveling: Balance workloads to prevent burnout while maximizing billable hours

Strata Information Group demonstrated the impact of proper resource management, achieving utilization rates of 90% or higher.

AI-Powered Staffing Recommendations

The 2025.1 release introduces machine learning to resource decisions:

• Proactive Risk Identification: AI calculates and analyzes risks based on historical data and key metrics
• Staffing Suggestions: Recommendations identify optimal resource assignments
• Actionable Insights: The system provides specific recommendations to keep projects on track
• Pattern Recognition: Historical project data improves future allocation accuracy

For organizations looking to enhance their backend operations, this AI integration pairs effectively with NetSuite's custom workflows for comprehensive automation.

Streamlining Financial Operations: Billing, Invoicing, and Revenue Recognition

OpenAir's financial management capabilities transform the quote-to-cash cycle for service organizations, eliminating manual processes that create errors and delays.

Flexible Billing Models

The platform supports diverse contract structures:

• Time and Materials: Automatic invoice generation from approved timesheets
• Fixed-Fee Projects: Milestone-based billing with percentage-complete recognition
• Retainer Arrangements: Recurring billing with usage tracking against prepaid amounts
• Hybrid Models: Combine billing approaches within single client relationships

Organizations using OpenAir's automated billing report invoice-to-payment cycles under 20 days—dramatically improving cash flow.

Revenue Recognition Compliance

Meeting ASC 606 and IFRS 15 requirements becomes manageable through:

• Multi-Level Budgets: Set up baseline tracking with actuals comparison
• Percentage-Complete Triggers: Recognize revenue aligned with project progress
• Milestone-Based Rules: Tie recognition to specific deliverable completion
• Audit-Ready Reporting: Automated documentation supports compliance reviews

OpenAir's project budgeting tools enable financial discipline across all projects, supporting both fixed and variable cost models.

Multi-Currency and Multi-Subsidiary Support

Global organizations benefit from:

• Currency Conversion: Automatic handling of different currencies and business entities
• Intercompany Billing: Manage cross-entity transactions with proper accounting treatment
• Multi-Taxation: Support for VAT, GST, and region-specific tax requirements

Reporting and Analytics: Gaining Insights from Oracle OpenAir Data

Data-driven decision making requires accessible, actionable information. OpenAir delivers through comprehensive reporting capabilities that scale from operational dashboards to executive analytics.

Customizable Dashboards

The 2025.1 release introduces visual homepage charts directly on the dashboard:

• Chart Types: Pie, donut, bar, line, and area visualizations
• Time Period Filtering: Display data by task categories or project phases
• Role-Based Views: Different dashboards for project managers, consultants, and executives
• Real-Time Updates: Information refreshes automatically without manual report generation

Oracle Analytics Cloud Integration

For advanced analytical needs, SuiteProjects Pro connects with Oracle Analytics Cloud through the new BI Connector:

• Custom Report Building: Create sophisticated analyses beyond standard reporting
• Data Publishing: Push SuiteProjects Pro data to OAC for advanced visualization
• Predictive Analytics: Forecast trends based on historical patterns
• Strategic Planning Support: Executive-level insights for business decisions

Note: The BI Connector is a licensed add-on requiring separate configuration through your account representative.

Integrating Oracle OpenAir with Your Ecosystem (Including NetSuite)

The true power of OpenAir emerges through integration with your broader technology stack. As an Oracle NetSuite Alliance Partner, Anchor Group specializes in creating seamless data flows between systems.

Native NetSuite Integration

The primary value proposition for most organizations lies in tight NetSuite ERP connectivity:

• Two-Way Data Sync: Customer, employee, and project records flow bidirectionally
• Financial Integration: Time entries, expense reports, and invoices sync to NetSuite AR/AP
• Real-Time Updates: Changes propagate immediately rather than through batch processing
• Single Source of Truth: Eliminate reconciliation between disconnected systems

Third-Party Connectivity

OpenAir extends beyond the NetSuite ecosystem through multiple integration options:

Microsoft Integrations:

• Microsoft Project: Project Connector enables plan exchange between PM tools
• Microsoft Outlook: Calendar Connector synchronizes tasks and bookings

CRM and Data Management:

• Salesforce: API and prebuilt connectors align CRM-to-project data
• Integration Manager: Desktop app supports legacy system data import/export

For organizations with complex integration requirements, updated connectors ensure alignment across projects with ERP systems.

Best Practices for a Successful Oracle OpenAir Implementation

Successful OpenAir deployments follow proven patterns that minimize risk while accelerating time-to-value. These recommendations apply whether you're implementing from scratch or migrating from the legacy OpenAir interface to SuiteProjects Pro.

Pre-Implementation Planning

Before configuration begins, address these foundational elements:

• Data Cleanup: Validate historical data integrity before migration
• Process Documentation: Map current workflows to identify optimization opportunities
• Stakeholder Alignment: Ensure finance, operations, and delivery teams share objectives
• Success Metrics: Define measurable outcomes for the implementation

Organizations that follow implementation best practices report significantly higher satisfaction and faster adoption.

Sandbox Testing Protocol

The 2025.1 release introduced specific testing requirements:

• Feature Validation: The 2025.1 release was made available for sandbox testing after March 22, 2025, ahead of the production rollout
• API Migration: Update to the latest endpoint (2023.1 or newer) to prevent sync failures
• Integration Verification: Confirm all connectors function properly with the rebranded platform
• User Acceptance: Validate workflows with actual users before go-live

Post-Go-Live Optimization

Successful implementations don't end at launch:

• Incremental Feature Enablement: Start with core functionality, then add advanced modules
• Performance Monitoring: Watch for slow loading on projects exceeding 1 million time entries
• Continuous Training: Invest in ongoing user education as capabilities expand
• Regular Reviews: Quarterly assessments identify optimization opportunities

Real-World Impact: How Oracle OpenAir Drives Business Growth

The measurable outcomes from OpenAir implementations demonstrate clear ROI across multiple dimensions.

Operational Efficiency Gains

Organizations consistently report:

• Reduced Administrative Overhead: Companies like SoftwareAG achieved 8% administrative cost savings
• Improved Utilization: Up to 4.3% increase in billable utilization directly impacts revenue
• Faster Billing Cycles: Automated invoicing reduces days-to-payment significantly
• Better Visibility: Real-time dashboards eliminate reporting delays and manual errors

Client Satisfaction Improvements

Beyond internal metrics, client-facing benefits include:

• On-Time Delivery: AI-powered risk analysis helps prevent delays
• Accurate Invoicing: Automated billing eliminates disputes and write-offs
• Transparent Communication: Project discussions keep all stakeholders informed
• Consistent Quality: Template-driven processes ensure delivery standards

Strategic Decision Support

Leadership gains:

• Profitability Analysis: Project-level margin visibility guides pricing decisions
• Capacity Planning: Forward-looking resource data supports growth planning
• Trend Identification: Historical analytics reveal patterns for strategic action
• Compliance Confidence: Automated revenue recognition satisfies auditor requirements

Why Anchor Group Is Your Ideal Partner for OpenAir Implementation

Implementing Oracle OpenAir—or transitioning to the rebranded SuiteProjects Pro—requires expertise that bridges technical configuration with business process optimization. As an Oracle NetSuite Alliance Partner, Anchor Group brings the specialized knowledge that transforms PSA implementations from technology projects into business improvements.

Our team understands the specific challenges service organizations face:

• Industry Expertise: We've helped IT consultancies, accounting firms, and consulting agencies optimize their operations through NetSuite for service companies
• Integration Specialists: Our consultants navigate complex ecosystem connections, ensuring OpenAir integrates seamlessly with your existing technology stack
• Implementation Experience: We know the common stumbling points—from API endpoint migrations to feature enablement—and how to avoid them
• Ongoing Support: Post-go-live optimization continues through our managed services, ensuring your investment delivers sustained value

Working with us should feel like calling up your neighbor for a hand—familiar, reliable, and no fuss. If you're evaluating OpenAir or struggling with an existing implementation, schedule a 30-minute consultation to discuss your specific situation.

Frequently Asked Questions

What is Oracle OpenAir and how does it differ from traditional project management software?

Oracle OpenAir—now NetSuite SuiteProjects Pro—is a cloud-based Professional Services Automation platform that goes beyond basic project management. While traditional PM tools track tasks and timelines, OpenAir integrates project accounting, resource management, time tracking, billing, and revenue recognition into a unified system. This integration eliminates data silos between operations and finance, providing real-time visibility into project profitability.

Can Oracle OpenAir integrate with other ERP systems like NetSuite?

Yes, OpenAir's primary strength lies in its native integration with NetSuite ERP, providing real-time two-way data synchronization. The platform also supports connections to Salesforce, Microsoft Project, Microsoft Outlook, and legacy systems through the Integration Manager. API connectivity enables custom integrations with other business systems as needed.

What are the primary benefits of using OpenAir for Professional Services Automation?

Organizations report up to 4.3% increases in billable utilization and 8% administrative overhead savings. Additional benefits include faster invoice-to-payment cycles, improved compliance with revenue recognition standards (ASC 606/IFRS 15), AI-powered risk analysis, and centralized project communication.

How does Oracle OpenAir support remote or distributed teams?

OpenAir provides free mobile apps for iOS and Android enabling location-independent access to timesheets, expense reporting, and project information. The 2025.1 release added mobile To-Do Lists on both the dashboard and device home screen, keeping remote team members connected to their tasks.

What type of reporting and analytics can I expect from Oracle OpenAir?

OpenAir provides nearly 100 pre-configured reports plus customizable dashboards with visual charts. The 2025.1 release introduced Oracle Analytics Cloud integration through the BI Connector (licensed add-on), enabling advanced custom reporting, predictive analytics, and sophisticated data visualization for strategic planning.