Assistance PSA Suite for Microsoft CRM. PSA (Release ) Blueprint

Transcription

1 Step by Step Guide Assistance PSA Suite for Microsoft CRM Module Hour types, rates & rate adjustments 3.2 Project & program types and status 3.3 Project and Program templates PSA (Release ) The PSA suite Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be reproduced. The information contained in this guide is provided without any express, statutory, or implied warranties. Assistance Software will not be held liable for any damages caused or alleged to be caused either directly or indirectly by this guide. (C) Copyright 2016 Assistance Software 1

2 Module 3. Contents INTRODUCTION... 5 MODULE 3. BLUEPRINT... 6 Overview HOUR TYPES, RATES & RATE ADJUSTMENTS... 7 INTRODUCTION... 8 What you will learn in this section HOUR TYPES... 9 Introduction... 9 Exercise 1: Create an hour type group Exercise 2: Create the hour types of your organization Exercise 3: Link the hour types to your employees and set their respective default hour types HOUR TYPE LOCALIZED LABEL...20 Introduction...20 Exercise 1: Create an hour type localized label...20 RATES...23 Introduction...23 Exercise 1: Create the standard (hour types and employees) and account rates of your organization...28 RATE GROUPS...35 Introduction...35 Exercise 1: Create rate groups...35 HOURLY RATE ADJUSTMENTS Introduction Exercise 1: Create an hourly rate adjustment PROJECT & PROGRAM TYPES AND STATUS INTRODUCTION What you will learn in this section

3 PROJECT & PROGRAM TYPES Introduction Exercise 1: Create project types Exercise 2: Create program types PROJECT & PROGRAM STATUS...50 Introduction...50 Exercise 1: Create project status...50 Exercise 2: Create program status PROJECT TEMPLATES...55 INTRODUCTION...55 What you will learn in this section PROJECT TEMPLATES...56 Introduction...56 Exercise 1: Create a project template with T&M and Fixed Fees...59 Exercise 2: Create a project template with Daily Rates Exercise 3: Create a project template with Recurring items Exercise 4: Create a project template with CRM Products...82 Exercise 5: Create a project template with CRM Products related to Services...86 Exercise 6: Create a project template for your internal hours...90 Exercise 7: Copy a Project Template Exercise 8: Create the project item activities of a project template Exercise 9: Create a modular project template Exercise 10: Copy and modify a Project Template with PIA s Exercise 11: Create an invoice installment template for a project template Exercise 12: Update the PSA Settings with the default travel expense item PROGRAM TEMPLATES Introduction Exercise 1: Create a program template

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5 INTRODUCTION Welcome to The PSA Suite Step by Step Guide series! The intent of these guides is to provide you with in-depth knowledge of PSA. You can use them as a complete training tool or as a reference for implementation purposes. Based on the PSA methodology it is broken down into 7 modules, each one designed to walk you through the implementation process up to and including best practice when working with the solution. Module 1. Concept & Navigation Module 2. Settings Module 3. Module 4. Projects Module 5. Timesheet Module 6.Time and Expenses Module 7. Invoicing Starting at the beginning and working your way through all the Exercises* will provide you with enough proficiency to be able to work with all the common functionality of PSA and apply this knowledge to your own business requirements. Last but not least this series will also prepare you for the certification exams of the PSA Suite. Good luck! * PSA for Microsoft CRM can be accessed from a web browser, from Microsoft Outlook by using the Microsoft Dynamics CRM for Outlook feature or from a mobile device. The screen shots and examples in this guide show the web browser option. Also note that for the purposes of this guide the security role used for all the Exercises is System Administrator. 5

6 MODULE 3. BLUEPRINT Overview This step by step guide is the third of the series and covers the definition of your blueprint (master data) in PSA. It is the very last step before any transaction can be executed in the system. In this module you will learn how to create: Hour types, Hourly rates & Hourly adjustments Project and Program types as well as Project and Program status Project and Program templates 6

7 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Step by Step Guide 3.1: Hour types, hourly rates & adjustments 7

8 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS INTRODUCTION The configuration of your blueprint can be divided in 3 main groups and should follow the order displayed below: Hour types, rates & rate adjustments Project & program types and status Project and program templates This section will cover the creation of your hour types, hourly rates and hourly rate adjustments. The process, broken down in the 5 steps below, will be executed in the configuration of your blueprint with the exception of one step, the definition of your project rates. This last step will be performed at the creation of your projects and as such will be covered in the step by step guide Module 4. Projects. Define your hour types Link hour types to your employees (set Default value) Define your Standard, Group and Account rates Create hourly rate adjustments Define your project rates (project level) What you will learn in this section. In this section you will learn how to: Create hour types Link hour types to users and set their respective default hour types Define Hour Type Localized Label Create hourly rates for hour types, employees and accounts. Create rate groups Create hourly rate adjustments 8

9 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS HOUR TYPES Introduction Hour types represent the different roles of your resources within your organization. They are necessary for booking time but are also used for budgeting, planning and forecasting. Project manager Trainer Partner Consultant Engineer Lawyer Helpdesk Architect Account Manager In addition to billable/external hour types PSA will also provide you with the possibility of creating internal hour types. They will allow you to manage non-billable hours (ex: admin, sales, etc.) as well as vacation and sick leave. Finally you will be able to group hour types together (via hour type groups) for reporting purposes. Once you have configured your hour types you will assign them to their respective resources. By doing so the hour type(s) will automatically appear in the time entry screen of the person entering his/her hours. Consequently an employee only has access to the hour type(s) that will have been assigned to him or to her. And because a person can play different roles within or between different projects, you can link more than one hour type to each individual. PSA will even allow you to set a default hour type per resource. If you do not set a default value PSA will display the first hour type (in alphabetical order) related to this person in his/her timesheet with the calendar view and no value in the timesheet by line. 9

10 Exercise 1: Create an hour type group 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Scenario: You want to be able to report at a higher level on your hour types related to consultancy; to do so you will create the hour type group Consultant. Follow the detailed steps below to create your hour type group. STEP 1: Create an hour type group Under psasuite SETTINGS navigate to Hour Type Groups. In the command bar, click New. In the next screen enter the name of this hour type group. In the command bar Save your data. Now click Hour Type Groups in the navigation bar. You will see your newly created hourly type group. 10

11 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Exercise 2: Create the hour types of your organization Scenario: You need to create the following hour types: Project manager Analyst (daily rate) Vacation Senior Consultant Sales Consultant Sick day Consultant No charge Junior Consultant Internal Follow the detailed steps below to define the hour types of your organization in PSA. STEP 1: Create an hour type Under psasuite SETTINGS navigate to Hour Types. In the command bar, click New. In the next screen define your hour type Name: Enter the description of your first hour type: Project manager 2. Vacation Leave : If you check this option, PSA will display the time booked with this hour type in the Utilization editable grid as well as in the Availability Sheet. It will also update the bank of hours related to vacation of the employee when the time entry is approved. 1. Leave this parameter at: No 11

12 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS 3. Sick Leave: If you check this option, PSA will update the sick leave bank of hours of the employee booking time with this hour type. The time entry will only update the bank of hours when it is approved. 2. Leave this parameter at: No 4. Internal: If you check this option, this hour type will only be available for booking time towards projects also defined as internal. 3. Leave this parameter at: No The two fields located on the right hand side of the screen will allow you to relate this hour type to an hour type group and/or to a legal entity for reporting purposes. You do not want to do so for this hour type, leave both fields blank. In the command bar Save your data. Click + New to create your next hour type. Create the following your hour types exactly as the previous one: Analyst (daily rate) Sales Consultant No charge Once you are done with last hour type, hit Save and click + New. You are now ready to create the hour types related to consultancy hours. 1. Name: Enter the description of your hour type: Senior Consultant. 2. Vacation Leave: Leave the box unchecked. 3. Sick Leave: Leave the box unchecked. 4. Internal: Leave the box unchecked. 12

13 5. Hour Type Group: Select Consultant. 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS 6. Legal Entity: You do not need to report at the legal entity level; leave this field blank. In the command bar Save your data and click + New to create your next hour type. Create the following two your hour types exactly as Senior consultant. Consultant Junior Consultant Once you are done with last hour type, hit Save and click + New. You are now ready to create your internal hour types. Hour type Vacation: You need to create an hour type called Vacation. This hour type will update the bank of hours related to vacation when the time entry booked with this hour type is admin approved. It will also display the time booked with this hour type in the Utilization editable grid as well as in the Availability Sheet. 1. Name: Enter the description of your hour type: Vacation. 2. Vacation Leave: Check the box. 3. Sick Leave: Leave this parameter unchecked. 4. Internal: Check the box. This hour type will be used with projects defined as internal. 5. Hour Type Group: Leave this field blank. 6. Legal Entity: Leave this field blank. In the command bar Save your data. Click + New to create your next hour type. 13

14 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Hour type Sick days: You need to create an hour type called Sick days. This hour type will update the bank of hours related to sick leave upon admin approval of the time entries booked with this hour type. 1. Name: Enter the description of your hour type: Sick days. 2. Vacation Leave: Leave this parameter unchecked. 3. Sick Leave: Check the box. 4. Internal: Check the box. This hour type will be used with projects defined as internal. 5. Hour Type Group: Leave this field blank. 6. Legal Entity: Leave this field blank. In the command bar Save your data. Click + New to create your last hour type. Hour type Internal: You need to create an hour type called Internal. This hour type will be used for internal/administrative projects. 1. Name: Enter the description of your hour type: Internal. 2. Vacation Leave : Leave this parameter unchecked. 3. Sick Leave: Leave this parameter unchecked. 4. Internal: Check Yes. This hour type will be used with projects defined as internal. 5. Hour Type Group: Leave this field blank. 6. Legal Entity: Leave this field blank. In the command bar Save your data. 14

15 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS And navigate to Hour Types. You will see the list of your newly created hour types. 15

16 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Exercise 3: Link the hour types to your employees and set their respective default hour types. Scenario: You have created the hour types of your organization. You will now relate all of them to each one of your employees. You will also set a default hour type per resource as defined below: Employee Default hour type Employee Default hour type AS Admin Project manager Beheerder Consultant April Meyer Consultant James Bond Consultant Follow the detailed steps below: STEP 1: Link an hour type to an employee Under psasuite SETTINGS, click CRM Users. In the list display, click April Meyer to open the record. In the next screen, go to the navigation bar and click the dropdown arrow next to the name of this resource. 16

17 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS In the dropdown menu click Associated Hour Types. In the next screen, go to the command bar and click Add Existing Hour Type. PSA will generate a line for you to enter a first hour type. You want to relate multiple hour types: click the Look Up Records and scroll to the bottom of the list. Click Look Up More Records. 17

18 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Select all the hour types that you have just created by clicking the check box of the header of the list. Click Select. And then Add. PSA will bring you back to the user screen and display the hour types now related to this user. Now follow the exact same steps to relate all the hour types to your other CRM users. As Admin Beheeder James Bond 18

19 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS STEP 2: Define the default hour type of an employee Under psasuite SETTINGS, click PSA Users. Double click April Meyer to open the record. In the next screen, select Consultant in the Default Hour Type field. Now execute the same steps for the other users according to the scenario below: Employee As Admin Beheerder James Bond Default hour type Project Manager Consultant Consultant 19

20 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS HOUR TYPE LOCALIZED LABEL Introduction In PSA you can create Hour type localized labels which will allow you to give different labels to one specific hour type. This will prevent creating multiple hour types to represent different naming convention of one hour type for different legal entities. Ex: the hour type consultant will have a different label for each one of the legal entities where it is used. Exercise 1: Create an hour type localized label Scenario: You need to create the following localized label for the hour type Consultant: Hour type Localized label Legal entity Consultant Advies Assistance Software EMEA Follow the detailed steps below: STEP 1: Create an hour type localized label Under psasuite SETTINGS navigate to Hour Type Localized Labels. 20

21 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS In the command bar, click + New Hour Type: Select the hour type for which you need to create a specific label. Select Consultant. 2. Legal Entity: Select the legal entity for which you need to create an hour type localized label. Select Assistance Software EMEA. 3. Name: Enter the name of the localized label. Enter Advies. In the command bar, click Save. Now click Hour type localized labels in the navigation bar. You will find your newly created hour type localized label. 21

22 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Now under psasuite SETTINGS go to Hour Type. In the list display click the hour type Consultant to open the record. In the next screen click the tab Localized Labels to expand the section; you will see your newly created localized label. Note that you can also create localized labels from here; simply click on the + sign at the far right and follow the same steps as seen before. 22

23 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS RATES Introduction Once hour types have been created and linked to employees, rates can be defined. The PSA Suite will give you the possibility of defining up to 3 prices per rate: Cost price Direct costs per hour of an employee: the salary cost Transfer price Salary cost plus the overhead costs per hour of an employee. Selling price Billable amount per hour It will also provide you with the flexibility of managing your rates at the project level, the account level or via your standard rates. And the decision to create project, account and/or standard rates will be based on your business requirements. Project Rates Account Rates Standard Rates Standard rates: will allow you to create rates per employee, per hour type or a combination of the two. Hour type Employee Cost Transfer Selling Consultant Lisa Consultant 125 James The cost rate and transfer rate (if applicable) can be defined either at the employee level or at the hour type level. In the example above the cost and transfer prices are defined at the employee level but it is your business requirements that will decide on the best approach to use (see Module 4. Projects II for an explanation on the role of the cost rate in the calculation of the estimated profitability of your projects). Finally if you want to manage budget cost rates at the hour type level and have the actual cost rates at the employee level you will want to specify a cost rate for an employee in combination with the hour type (see the rate hierarchy section of this guide). 23

24 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Account rates: will give you the same flexibility as with your standard rates plus one option, i.e. the creation of an account overall rate. In this case the cost and transfer prices are left blank as they are not determined by the Account. Account Hour type Employee Cost Transfer Selling Company XYZ Consultant James 125 Company XYZ Project lead 145 Company XYZ Lisa 110 Company XYZ 135 Project rates: will give you the same flexibility as with your account rates including the option of creating a project overall rate. The cost and transfer prices are mostly left blank as they are not determined by the Project however, in some cases, you may want to specify either one of them; e.g. for inter-company transactions you will want to identify the transfer rate of the employee at the project level (ref. Step-by-step guide Module 4. Projects Inter-Company). Project Hour type Employee Cost Transfer Selling Consultant James Project lead Lisa Rate hierarchy: Because of the multiple options here, i.e. you can create project rates and account rates in addition to your standard rates, the following rule will apply: Project Rates Will override Account rates and Standard rates Account Rates Will override Standard rates Standard Rates Will be the default rates if no project or account rates can be found In addition to this rule PSA will also follow a specific hierarchy when determining what rate to apply to a time entry. 24

25 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS In this example James is entering time towards project with the hour type consultant. Based on this information PSA will go in the rate table and will look for the closest combination to the time entry. It will look first for a rate at the project level. Hierarchy Project Hour type Employee Cost Transfer Selling Consultant James Consultant James And apply the following hierarchy: 1. It will look for a rate for project with the combination of the hour type consultant and employee James. If this rate is not defined PSA will then: 2. Look for a rate for project with the hour type consultant. If this rate is not defined PSA will then: 3. Look for a rate for project with the employee James. If this rate is not defined PSA will then: 4. Look for an overall rate for this project. 25

26 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS If no rates are defined at the project level, PSA will then look for a rate at the Account level. 2. Account Rates Hierarchy Account Hour type Employee Cost Transfer Selling 1 Company XYZ Consultant James Company XYZ Consultant Company XYZ James Company XYZ 135 Here PSA will follow the same hierarchy as with the project rates. 1. It will look for a rate for the account of project with the combination of the hour type consultant and employee James. If this rate is not defined PSA will then: 2. Look for a rate for the account of project with the hour type consultant. If this rate is not defined PSA will then: 3. Look for a rate for the account of project with the employee James. If this rate is not defined PSA will then: 4. Look for an overall rate for this account. If no rates are defined at the project level, PSA will then look at the Standard Rates. Hierarchy Standard Hour type Employee Cost Transfer Selling 1 Consultant James Consultant James And will apply the following hierarchy: 1. It will look for a rate with the combination of the hour type consultant and employee James. If this rate is not defined PSA will then: 2. Look for a rate for the hour type consultant. If this rate is not defined PSA will then: 3. Look for a rate for the employee James. If this rate is not defined PSA will then: 26

27 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS 4. Apply a zero value to the rate. The table below illustrates the order in which the process will take place and what combination will override the other; level 1 being the best option that will prevail on all the others. If no rates can be found, PSA will apply a zero rate to the entry. Note that hourly rates will be used to calculate estimated, planned and forecasted hours in addition to booked hours. They will also determine the amounts to be invoiced if the agreement is based on Time and Material. 27

28 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Exercise 1: Create the standard (hour types and employees) and account rates of your organization Scenario: You need to configure the different hourly rates of your organization. In the table below, you will find the breakdown of your hour types and employees (including yourself) with their respective rates. Hour type / Employee Cost price Transfer price Selling price Project manager 225 Senior Consultant 190 Consultant 150 Junior Consultant 120 Analyst (daily rate) 825 Sales consultant n/a No charge n/a Vacation n/a Sick day n/a Internal n/a AS Admin 65 AS Admin (Daily rate) 520 April Meyer 55 James Bond 50 You will also create a rate for the hour type Consultant for Client B. Account / Hour type Cost price Transfer price Selling price Client B - Consultant 135 Follow the detailed steps below to define the hourly rates of your organization in PSA. STEP 1: Create the Rate of an hour type Under psasuite SETTINGS navigate to Hourly Rates. 28

29 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS In the command bar, click New Project: Project rates are created at the project level, Leave this field blank. 2. Hourly Rate Group: You will create rate groups via the Hourly Rate Group entity, Leave this field blank. 3. Account: This is not an account rate, Leave this field blank. 4. Opportunity: Opportunity rates are created at the opportunity level, Leave this field blank. 5. Hour Type: Using the dropdown menu select the hour type Project Manager. 6. Alias: This is a text field used at the project level. It will enable you to enter an alternative name for your hour type should you need to have one more applicable for the client of your project (to be displayed on your invoice). Leave this field blank. 7. Employee: This is not an employee rate, leave this field blank. 8. Day Rate: If you check this box, the rate defined in this screen will represent a daily rate instead of an hourly rate. You need to leave this box unchecked for all your hour type EXCEPT for Analyst. 9. Currency: This currency displayed by default is the one set up in CRM; Leave the field as is. 29

30 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS The next three fields will allow you to define up to 3 prices for this rate. For the purpose of this course you will define the cost price at the employee level (and leave the Transfer rate blank) and define the selling rate at the hour type level. Keep in mind however that if you are using weighted average rates for your cost/transfer prices and that they are based on the roles of your resources and not on the resources themselves, best practice will be to define them at the hour type level. 10. Cost Price Per Unit: Leave this field blank. 11. Transfer Price Per Unit: Leave this field blank. 12. Selling Price Per Unit: Enter $ in the Selling price field. 13. Reference: This is a text field used at the project level. It will enable you to enter a customer s reference and will also be available for reporting purposes (including on the invoice report). Leave this field blank. 14. End Date (incl): You can enter a rate end date for any rate. The rate will be applicable up to and inclusive of the date defined in this field. Note that: In the case of a Project Rate, after the End Date of the Project Rate, PSA will look for a project rate with another end date or for a project rate without any end end. If it can t find one it will then use the Hourly Rates hierarchy as defined in the Hourly Rate entity. In the case of an End Date on a Standard Hourly Rate, i.e. defined only at the Employee or Hour Type level, the rate after the End Date is a zero rate (0.00). End dates on Hourly Rates only apply to actual time entry not to Budgets and Forecasts. If you create two rates for the same hour type (for example Consultant) but with different end dates, PSA will take a look at the end date of each rate and apply the correct rate according to the time entry start date. You will not enter any End Date for your standard rates; leave this field blank. You have now completed the creation of your hourly rate, in the command bar Save your data. Click + New and follow the same steps to create the rates of the following hour types: Hour type / Employee Selling price Senior Consultant 180 Consultant 150 Junior Consultant 120 Once you are done click + New to create the rate of your Analyst. This time you will check the box Day Rate and the Selling Price will be based on a day rate. Enter $

31 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS You will not create a selling rate for the hour type Sales consultant since you will not invoice time booked with this hour type. You will, however, capture the cost of the time spent by your sales consultant(s) at the employee level. You do not have to create a selling rate of zero for the hour type No Charge; when calculating the value of the time entry PSA won t find any rate and will automatically calculate a zero value rate for this hour type. This will provide you with the possibility to show your client that hours were booked but not charged. Internal, Vacation and Sick day are non-billable hour types and will not have any rates created for them either. Once you have defined the rates of all your hour types, start the creation of your employee s hourly rates (see step 2). STEP 2: Create the rate of an employee The creation of your employees hourly rates is done in the same screen as the one of your hour types. 31

32 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS This time select an employee Select AS Admin. This is not a daily rate, leave the field Day Rate blank. Leave the Currency field as is. For the purpose of this course we will enter the cost rate only at the employee level and leave the Transfer rate blank. Enter your Cost price: $65. There is no Transfer price for your employee: leave the field blank. Leave the Selling price blank. In the command bar Save your data and then click + New to create your next hourly rate. You need to create another cost rate for yourself, this time it will be defined as a daily cost rate. Go to the Employee field Select AS Admin. This is a daily rate, check the box Day Rate. Leave the Currency field as is. Enter your Cost price: $520 (this represents your daily rate) There is no Transfer price: leave the field blank. Leave the Selling price blank. In the command bar Save your data. 32

33 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Click + New to create your next hourly rate. Now go ahead with the creation of your other employee s hourly rates. Create a cost rate of $55 for April Meyer and a cost rate of $50 for James Bond. Once you are done create one account rate (see step 3 below). STEP 3: Create the rate of an account The creation of your accounts rates is done in the same screen as the one of your hour types and employees. This time select an account Select Client B. You want to define a specific rate for one of your hour type Select Consultant. This is not a daily rate, leave the field Day Rate blank. Leave the Currency field as is. Leave the Cost price blank. Leave the Transfer price blank. In the Selling price enter: 135. You have completed the creation of your hourly rates, in the command bar Save your data. On the navigation bar click Hourly Rates. 33

34 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS You will see the list of your newly created rates. 34

35 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS RATE GROUPS Introduction In the PSA Suite you can also create rate groups that will be applied at the project level. A rate group can only have one currency. It can be linked to a legal entity and can also have a specific start and end date but for reporting purposes only. Examples of hourly rate groups are: Rates per year (ex: 2013, 2014, etc.) or rates for a region/territory/country. In the rate hierarchy Rate groups will override account rates and standard rates. Project Rates Will override Rate Groups, Account rates and Standard rates. Rate Groups will override Account rates and Standard rates. Account Rates Will override Standard rates Standard Rates Will be the default rates if no project, groups or account rates can be found Exercise 1: Create rate groups Scenario: You need to create two rate groups: one for the current year for Assistance Software USA and one specific to the Netherlands. Rate group name Legal entity Curr. Hour type/empl. Selling price Cost price Rates 20XX Assist. Soft. USA USD Project Manager 200 Rates 20XX Assist. Soft. USA USD Consultant 160 The Netherlands Assist. Soft. EMEA EURO Project Manager 195 The Netherlands Assist. Soft. EMEA EURO Consultant 145 The Netherlands Assist. Soft. EMEA EURO Yourself 65 The Netherlands Assist. Soft. EMEA EURO April Meyer 55 Follow the detailed steps below to create these two rate groups: 35

36 STEP 1: Create rate groups. 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Under psasuite SETTINGS navigate to Hourly Rate Groups. In the command bar, click + New Name: Give a name to your rate group: enter Rates 20XX (enter the current year). 2. Currency: Select the currency of the rates within this group: leave it at Dollar. 3. Legal Entity: Select the legal entity related to this rate group: select Assistance Software NA. Note that this field is not mandatory and will be used for filtering your rate groups by legal entity. 4. Start Date / End Date: You can specify a start and end date for your rate group; both fields will be used for reporting purposes only. Enter 01/01/2016 to 12/31/2016. Once you are done go to the command bar and hit Save. 36

37 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS You are now ready to create the rates of this group. Hit the + sign at the far right of the section Hourly Rate. In the Quick Create form, enter the hour type Project Manager and a selling price rate of $200. Now hit Save. And repeat the exact same steps to create your other rate: $160 (selling price rate) Once you are done you will see your rates displayed. You want to create a rate group for the legal entity Assistance Software EMEA. In the command bar click +New. Start by creating the group. Enter the name The Netherlands, Select the currency Euro And the legal entity Assistance Software EMEA. You will not specify a Start/End date for this rate group. 37

38 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Once you are done Save the rate group. And hit the + sign at the far right of the Hourly Rate section. Create the following Selling rates: Project 195 and 145. If your employees have a cost rate defined in a currency other than the one defined in the Group rate you will have to define their cost rate in the Group rate as well. Go ahead and create the following cost rates: AS 65 and April 55. Now click Hourly rate groups on the navigation bar 38

39 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS PSA Suite will display the list of your newly created rate groups. Now click Hourly Rates on the navigation bar. You will find your rate groups in the hourly rate table with the standard and account rates. 39

40 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS HOURLY RATE ADJUSTMENTS Introduction In the PSA Suite you can create adjusting factors that will be applied to the rate of your time entries. The process, done at the time entry level, will allow you to mark-up (ex: overtime) or mark-down (ex: travel time at 50% of the resource s rate) the entry. Adjusting Factor Hourly Rate Exercise 1: Create an hourly rate adjustment Scenario: You need to create the following three adjusting factors: Hourly rate adjustment Adjusting factor Travel time 50 Overtime 150 No charge 0 Follow the detailed steps below to create your adjusting factors: 40

41 STEP 1: Create an hourly rate adjustment 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS Under psasuite SETTINGS navigate to Hourly Rate Adjustment. In the command bar, click + New Name: Enter the description of your first rate adjustment: Travel Time 2. Adjustment factor: This factor is the adjustment percentage (%) that should be applied to the rate of the time entry. Enter 50 (you want to invoice half of the resource s rate for travel time). In the command bar Save your data. Click + New to create your next rate adjustment. The rate adjustment for Overtime has an adjustment factor of 150 (Time and a half). 41

42 3.1 HOUR TYPES, RATES & RATE ADJUSTMENTS In the command bar Save your data. Click + New to create your last rate adjustment. The rate adjustment for No Charge has an adjustment factor of 0 (you want PSA Suite to invoice 0 percent of the rate which will show a time entry with the number of hours but with a zero value.). In the navigation bar click Hourly Rate Adjustment. You will see the list of your newly created rate adjustments. 42

43 3.2 PROJECT & PROGRAM TYPES AND STATUS Step by Step Guide 3.2: Project & Program Types and Status 43

44 3.2 PROJECT & PROGRAM TYPES AND STATUS 3.2. PROJECT & PROGRAM TYPES AND STATUS INTRODUCTION The configuration of your blueprint can be divided in 4 main groups and should follow the order displayed below: Hour types, Hourly rates & Hourly adjustments Project & Program types and status Project and Program templates This section will cover the creation of your project and program types as well as your project and program status. What you will learn in this section. In this section you will learn how to: Create project types Create program types Create project status Create program status 44

45 3.2 PROJECT & PROGRAM TYPES AND STATUS PROJECT & PROGRAM TYPES Introduction Project and program types will respectively categorize projects and programs into different classifications. Project types will generally be based on your lines of business and can be used for reporting and filtering. Program types will also generally be based on your lines of business but they can also represent a specific grouping, ex: Corporate IT, which would group together different types of projects for one sector. Consultancy Operations improvement Organisation transformation Strategy development Technology improvement Architecture Cultural Education Government Healthcare IT Software implementation Research & development Software, hardware & services Software migration Exercise 1: Create project types Scenario: You need to define your project types in the PSA Suite. Like most organizations they will be based on the lines of business of your company. Operations improvement Software migration Software implementation Direct Sales Internal Support/Maintenance Follow the detailed steps below to create the project types of your organization. 45

46 STEP 1: Create a project type. 3.2 PROJECT & PROGRAM TYPES AND STATUS Under psasuite SETTINGS navigate to Project Types. In the command bar click + New. In the next screen: Enter the name of your 1 st project type in the Name field. (ex: Operations improvement) In the command bar Save your data. Click + New to create your next project type. Repeat the same steps for all your project types. Software migration Software implementation Direct Sales Internal Support/Maintenance Once you are done with the last project type, Save the data. And on the navigation bar click Project Types. 46

47 3.2 PROJECT & PROGRAM TYPES AND STATUS You will see the list of your newly created project types. 47

48 Exercise 2: Create program types 3.2 PROJECT & PROGRAM TYPES AND STATUS Scenario: You need to define your program types in the PSA Suite. Like most organizations they will be based on the lines of business of your company. Operations improvement Software migration Software implementation Follow the detailed steps below to create the program types of your organization. STEP 1: Create a program type. Under psasuite SETTINGS navigate to Program Types. In the command bar click + New. In the next screen enter the name of your 1 st program type in the Name field. (ex: Operations improvement) In the command bar Save your data. Click + New to create your next program type. 48

49 3.2 PROJECT & PROGRAM TYPES AND STATUS Repeat the same steps for your two other program types. Software migration Software implementation Once you are done with the last program type, Save the data. And on the navigation bar click Program Types. You will see the list of your newly created program types. 49

50 3.2 PROJECT & PROGRAM TYPES AND STATUS PROJECT & PROGRAM STATUS Introduction Project and program status will respectively indicate the overall status of a project or a program.they can also be used for reporting, filtering and workflow purposes. 10. Proposal 20. Active 30. Completed 40. Closed 90. On hold 99. Internal Best practice will be to give them a sequential number so that they appear in a specific order when displayed in the different menus of the solution. Exercise 1: Create project status Scenario: You need to define your project status in the PSA Suite. 10. Proposal 20. Active 30. Completed 40. Closed 90. On hold 99. Internal Follow the detailed steps below to create the project status of your organization. STEP 1: Create a project status. Under psasuite SETTINGS navigate to Project Status. 50

51 3.2 PROJECT & PROGRAM TYPES AND STATUS In the command bar click + New. In the next screen enter the name of your 1 st project status in the Name field. (ex: 10. Proposal) In the command bar Save your data. Click + New to create your next project type. Repeat the same steps for all your project status. 20. Active 30. Completed 40. Closed 90. On hold 99. Internal Once you are done with the last project type, Save the data. And on the navigation bar click on Project status. You will see the list of your newly created project status. 51

52 Exercise 2: Create program status 3.2 PROJECT & PROGRAM TYPES AND STATUS Scenario: You need to define your program status in the PSA Suite. 10. Proposal 20. Active 30. Completed 40. Closed 90. On hold 99. Internal Follow the detailed steps below to create the program status of your organization. STEP 1: Create a program status. Under psasuite SETTINGS navigate to Program Status. In the command bar click + New. In the next screen enter the name of your 1 st program status in the Name field. (ex: 10. Proposal) In the command bar Save your data. Click + New to create your next program type. Repeat the same steps for all your program status. 20. Active 30. Completed 40. Closed 90. On hold 99. Internal 52

53 3.2 PROJECT & PROGRAM TYPES AND STATUS Once you are done with the last program status Save the data. And on the navigation bar click Program status. You will see the list of your newly created program status. 53

54 Step by Step Guide 3.3: Project and program templates 54

55 3.3 PROJECT TEMPLATES INTRODUCTION 3.3 PROJECT AND PROGRAM TEMPLATES The configuration of your blueprint can be divided in 4 main groups and should follow the order displayed below: Hour types, Hourly rates & Hourly adjustments Project and Program types & Project and Program status Project and Program templates This section will cover the creation of your project templates and program templates. It is the very last step of the configuration of your blueprint. Once it is done you will be ready to go in the PSA Suite and start with the creation of your projects. What you will learn in this section. In this section you will learn how to: Create a project template with T&M and Fixed Fee items. Create a project template with T&M Daily rate item. Create a project template with Recurring item. Create a project template with Products items. Create a project template for internal hours. Create the project item activities of a project template. Create a small project template (module) Copy and modify a project template Create an invoice installment template for a specific project template Update the PSA Settings vwith the default travel expense item. Create a program template 55

56 PROJECT TEMPLATES Introduction Project templates are key in the PSA Suite. They represent your project s structure and, as such, you will use them to budget, track and invoice the time and expenses of your projects. This is why a project template must always be assigned to each project upon its creation. Project Template X Project 001 Project Item Group 1 Project Item Group 2 Project Item A Project Item B Project Item C Project item activities Project item activities Project item activities A template will consist of project item groups and, at the sub-level, of project items to which you can also attach project item activities. Consultancy Implementation Project item Group Hours Project item Group Expenses Project item Group Analysis Project item Group Development Project item Project item Project item Project management Project item Requirements Project item Configuration Consultancy Travel Project item activity Project Plan Project item activity Functional Reqs Project item activity Development Project item Other Project item activity Project schedule Project item activity Business Reqs Project item activity QC Testing You can create one standard template for all your projects or create different templates for your different projects. Your business needs will determine the structure and/or complexity of your project templates. 56

57 The project item level is where you will define the different financial contract types of your project. The PSA Suite will let you manage up to 7 contract types. Project Template X Project item: 7 different contract types Project Item A Project item activities Project Item Group 1 Project Item B Project item activities 1. T&M hourly rate 2. T&M day rate 3. Fixed Fee 4. Expenses billable 5. Expenses fixed fee 6. Recurring 7. Products Because the project item is where the financial contract type is defined it is also where your entries will be booked (budget & actuals). The value of the entries will also roll up to the project item groups as well as to the project top level. In addition to the project item you can also specify a project item activity, this will provide you with the following: Budget Project item Project item activities CRM activity list Gantt Chart Plan Sales Forecast Resource Planning Project Item Activities (PIA): Timesheet Will appear in the CRM activity list of the resource to which they are assigned. Are used to create the Gantt chart of a project and from the Gantt they can generate the project s budget, plan and sales forecast. Are used in the Utilization sheet, Utilization Grid and Availability Sheet. Will allow time entry posting and therefore comparison between budget/plan and spent. 57

58 In addition to budgeting, planning, forecasting and booking time and expenses PSA Suite will also provide you with the flexibility of using CRM Products within your project template. There are three project item types to which you can relate CRM products. Products CRM Products (ex: Licenses) Project item type: Expenses Recurring CRM Products (ex: Images) CRM Products (ex: maintenance fees) Products: Will be used if you sell CRM products directly via your projects. Ex: Licenses. Expenses: Will allow you to add CRM products to an expense project item. Ex: Images (Getty) specifically for Marketing firms.. Recurring: Will allow you to invoice CRM products on a recurring basis. Ex: Maintenance fees. Note: When you create your project templates you will not add or relate CRM products to your project items but you will select the project item(s) that will manage your CRM products. Project Template and Invoicing: Finally if you create a project template with Fixed Fee items (whether related to hours or to expenses), you can also define an invoice installment template for that project template with pre-determined percentages to be invoiced and invoicing dates. This will prevent you from having to define the same installments each time you create a project with that specific project template whilst still allowing you to modify the installments at the project level. Project Template X Project Item Group 1 And, once again, because the project item level is Project Item A Project Item B Installments where the financial contract is defined, it is also where you will define the installments. Project item activities Project item activities 58

59 Exercise 1: Create a project template with T&M and Fixed Fees Scenario: You need to create a project template that will allow you to manage T&M and Fixed Fees items within the same project. It will be based on the Sure Step Methodology: Project template: Sure Step Elements Sure Step Elements Pre-sales Analysis Phase Development Phase Deployment Phase Project Management Other Pre-sales Requirements Configuration & testing Training Project management Non billable Training Material Travel Item Item Name Item Group Contract type Note Pre-sales Pre-sales Fixed Fee n/a Requirements Analysis Phase T&M (hourly rate) n/a Configuration & Development Phase T&M (hourly rate) n/a testing Training Deployment Phase Fixed Fee n/a Training material Deployment Phase Expenses Billable Mark-up of 10% Project management Project Management T&M (hourly rate) n/a Travel Project Management Expenses Fixed Fee n/a Non billable Other Fixed Fee n/a Follow the detailed steps below to create this project template. 59

60 STEP 1: Create the top node component of your project template. Under psasuite SETTINGS click Project Templates. In the command bar click + New. In the next screen enter Sure Step Elements in the Name field. Note that you can also specify a legal entity for your project template; this field will be used for filtering your templates by legal entity. For the purpose of this guide we will leave this field blank for all project templates. Now Save your data. The Gantt chart section of your project template will display the project template items of your template once they are created; this in turn will enable you to create your project item activities. 60

61 Click the tab Gantt Chart to close the section. Just below the Gantt chart you will find the tab Associated Hour Types. Note that you can also find this entity in the dropdown menu of the navigation bar of the template). The hour types added here will be inherited to the project s Associated Hour Types and can be overridden at the project level. If hour types are found in the Associated Hour Types section of a Project then the hour type selection in a time entry for this project will be restricted to the hour types selected in the Associated Hour Types. Leave this section blank. Now go to the Navigation bar and click Project Templates. You will see your newly created project template top node. 61

62 STEP 2: Create the component Project Item Groups of your project template. Under psasuite SETTINGS navigate to Project Item Groups. In the command bar click + New. In the next screen: Enter Pre-Sales in the Name field. Note: you can also define at the project item group a Revenue Ledger account; this field can be leveraged for specific reporting needs however it will not be considered by PSA Suite in the revenue recognition process or the billing process. For the purpose of this guide you will always leave the field Revenue Ledger of your project item groups blank. Now Save your data and click + New to create your 2nd project item group. Repeat the same steps for all the project item groups of the Sure Step Elements template: Analysis Phase Development Phase Deployment Phase Project Management Other 62

63 Once you are done with the last project item group, Save the data and in the navigation bar click the entity Project Item Groups. You will see the list of your newly created project item groups. STEP 3: Create the component Project Template Items of your project template. Under psasuite SETTINGS navigate to Project Template Items. In the command bar click + New. You will now define the project items of your project template Sure Step Elements. 63

64 This is where you will connect together your project template top node, your project item groups and project template items Project Template: Use the dropdown menu and select Sure Step Elements. 2. Item: This field is used as the sorting key of the project template. Enter the following number: PSA Suite will sequence the items of the template based on the numeric (or alphabetic) code defined here. 3. Item Group: Select the Item group Pre-sales. 4. Item Name: Enter the name of your item: Pre-Sales. 5. Active: If you check this box you will allow timesheet entries on items that are T&M and Fixed Fee. When you create a project using this project template, the project item will automatically be set as active and will become automatically available for time entry. If you want to create a project without automatically allowing timesheet entries on its project items, leave this box unchecked. You will then activate the project items at a later stage of the project. You want this project item to be available for time entry as soon as the project is created; check the box. 6. The next field Item Type will define the contract type of your item. Click the dropdown menu; PSA Suite will support 7 contract types. For your first project item select Fixed Fee. With this item type PSA Suite will invoice the value entered in the Amount field (extra field that is now displayed) regardless of the actual number of hours booked towards the project item. Note that if you 64

65 leave the Amount field blank in the project, this item will be excluded from the invoicing process allowing you to track time (and cost) related to pre-sales without invoicing your client. You can choose to enter a value in the Amount field; it will then be copied to every project you create with this template. Note that this value can be overwritten at the project level. o This is not the case here; leave the field blank Tax Group: Use the dropdown menu and select: Exempt. 2. Revenue Ledger: This field is used in the Revenue Recognition process, which is not covered in this guide. Leave the field blank. 3. Invoice Ledger: This field is used in the billing process by PSA Suite when defining the general ledger account of each invoice line. You have already set up default ledger accounts in the PSA Settings record (Module 2. Settings). Leave this field blank. 4. Allow Booking Hours: This parameter only applies to project item defined as Products or Recurring. This does not apply here, leave the box unchecked. 5. Exclude From Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked. At the bottom of the screen you will find a tab Associated Hour Types. This tab differs from the tab found in the Project Template record (under the tab Gantt chart). The hour types added here will be used in the Resource Sheet of a Project (for additional information please refer to the Engineer industry vertical). For the purpose of this guide leave this section blank for all your project template items. Now Save your data and click + New to create your 2 nd project template item. 65

66 This item is defined as a T&M (Hourly Rate) and is part of the Analysis Phase item group. 1. Project Template: Use the dropdown menu and select Sure Step Elements. 2. Item: Enter Item Group: Select the Item group Analysis Phase. 4. Item Name: Enter the name of your item: Requirements. 5. Invoice Ledger: You have already set up default ledger accounts in the PSA Settings record (Module 2. Settings). Leave this field blank Leave this 6. Active: Leave this box unchecked. You do not want this item to be immediately available for time entry when you create a project. 7. Item Type: Select T&M (Hourly Rate) With this Item Type PSA Suite will invoice the value of the actual hours booked towards the project item. Note that the Amount field is no longer displayed since billing is based on actual time spent and not fixed fee. 8. Tax Group: Use the dropdown menu and select a tax group that is not tax exempt Ex: GST & QST or VAT 19.6%. 9. Revenue Ledger: This field is used in the Revenue Recognition process, which is not covered in this guide. Leave the field blank. 10. Allow Booking Hours: This parameter only applies to project item defined as Products or Recurring. This does not apply here, leave the box unchecked. 11. Exclude From Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked. Now Save your data and click + New to create your next project item (Ref: scenario). This is also a T&M (hourly rate) but with a different Item Group. 66

67 Enter the specific Item, Item Group as well as Item Name (Ref Scenario) and set the other options as you did with the previous item (Requirements). Now Save your data and click + New to create your next project item (Ref: scenario) This item is a Fixed Fee: With this type PSA Suite will invoice the amount specified in the Amount field (extra field that is now displayed) regardless of the actual number of hours booked towards the project. You can choose to enter a value in the Amount field; it will then be copied to every project you create with this template. Note that this value can be overwritten at the project level. This is not the case here; leave the field blank. Enter the specific Item, Item Group as well as Item Name (Ref Scenario) and define the Item Type as Fixed Fee. Define the other fields as you did with the previous item. Once you are done Save the data and click + New to create your next project item. This item is defined as Expenses Billable: In this case PSA Suite will invoice the actual expenses booked towards the item. 67

68 Note the Expense Mark-up field (extra field now displayed); the value entered here will represent the % of mark-up to be applied on any expense booked towards this item. Enter 10 (for 10% to be applied to the expense). This percentage will now be copied to every project you create with this template; you will be able, however, to overwrite it at the project level. Enter the specific item, Item Group, Item Name (Ref Scenario) and select Expenses Billable. Leave the Active option unchecked (as with the previous items related to time) select a non-exempt tax group and leave the Exclude From Prj Prc Complete box unchecked. Once you are done Save the data and click + New to create your next project item. This is a T&M (hourly rate). Enter the specific Item, Item Group, Item Name (Ref Scenario) and select T&M (Hourly Rate). Set the other options as you did with the previous item. Now Save your data and click + New to create your next project item (Ref: scenario) This item is defined as Expenses Fixed Fee: PSA Suite will invoice the amount specified in the Amount field (extra field that is now displayed) regardless of the actual expenses booked towards the item. 68

69 You can choose to enter a value in the Amount field; it will then be copied to every project you create with this template. Note that this value can be overwritten at the project level. This is not the case here; leave the field blank. Enter the specific Item, Item Group, Item Name (Ref Scenario) and define the Item Type as Expenses Fixed Fee. Set the other options as you did with the previous item. Once you are done Save the data and click + New to create your last project item. You will use this item to track time that should have been billable but ultimately will not be (e.g: extra time not planned). In this case you do not want to show your customer that hours were spent and not charged. Enter the specific Item, Item Group as well as Item Name (Ref Scenario) and define the Item Type as Fixed Fee. Leave the Active option unchecked, select Exempt for the tax group and leave the Exclude From Prj Prc Complete box unchecked. Once you are done Save your data and in the navigation bar click Project Template items. F 69

70 You will now see the list of your newly created project template items. 70

71 Exercise 2: Create a project template with Daily Rates Scenario: You need to create a project template that will allow you to manage T&M based on daily rates. It is related to your Consultancy projects. Project template: Consultancy Item Item Name Contract type Consultancy T&M (Daily rate) Expenses Expenses Billable Hours Consultancy Expenses Consultancy Expenses Follow the detailed steps below to create this project template. STEP 1: Create the top node component of your project template. Under psasuite SETTINGS click Project Templates. In the command bar click + New. In the next screen: Enter Consultancy and Save your data. 71

72 Now go the section Associated Hour Types. Click the + Sign and add the Analyst (day rate) hour type; you only want to have hour types that are defined with a daily rate to be used on projects with the project template Consultancy. In the navigation bar click Project Templates. You will see your newly created project template top node. STEP 2: Create the component Project Item Groups of your project template. Under psasuite SETTINGS navigate to Project Item Groups. 72

73 In the command bar click + New. In the next screen enter Hours in the Name field and leave the Revenue Ledger field blank.. Now Save your data and then click + New to create your other project item group: Expenses. Once you are done Save the data and navigate to Project Item Groups. You will now see the list of the 2 project item groups of the project template Consultancy (ref Scenario). STEP 3: Create the component Project Template Items of your project template. Under psasuite SETTINGS navigate to Project Template Items. 73

74 In the command bar click + New. 3.3 PROJECT AND PROGRAM TEMPLATES Start defining the project items of your project template Consultancy Project Template: Use the dropdown menu and select Consultancy. 2. Item: This field is used as the sorting key of the project template. Enter the following number: Item Group: Select the Item group Hours. 4. Item Name: Enter the name of your item: Consultancy. 5. Invoice Ledger: You want PSA Suite to use the default value defined in the PSA Settings record, leave the field blank. 6. Active: Check the box to allow timesheet entries on that item as soon as you create the project 7. Item Type: Select T&M (Day Rate): With this item type PSA Suite will now calculate a full day rate for each entry booked on a specific day regardless of the actual number of hours worked. This calculation was previously defined as such in the PSA Settings record with the option One full day rate per hour booking (ref. Module 2. Settings). For more details on daily rates please refer to Module 2. Settings, section 2.2 PSA Settings Tax Group: Use the dropdown menu and select a tax group that is not tax exempt Ex: GST & QST or VAT 19%. 2. Revenue Ledger: This ledger is used in the Revenue Recognition process. which is not covered in 74

75 this guide. Leave the field blank. 3. Allow Booking Hours: This parameter only applies to project item defined as Products or Recurring. This does not apply here, leave the box unchecked. 4. Exclude From Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked. Now Save your data and then click + New to create your 2 nd project template item. This is an Expenses Billable and as such PSA Suite will invoice the actual expenses booked towards this item. Enter the specific item, Item Group and Item Name (Ref Scenario). Select Expenses Billable in the Item Type. Check the Active option, select a non-exempt tax group and leave the Exclude From Prj Prc Complete unchecked. Note the Expense Mark-up field (extra field now displayed); the value entered here will represent the % of mark-up to be applied on any expense booked towards this item. Leave this parameter blank. Once you are done Save your data and in the navigation bar click Project Template items. You will see the list of your newly created project template items. 75

76 Exercise 3: Create a project template with Recurring items Scenario: You need to create a project template that will allow you to manage your support contract (recurring revenues). Project template: Support Contract Support contract Item Item Name Contract type Support contract Recurring Services in agreement Fixed Fee Billable support T&M (hourly rate) In Agreement Support contract Out of Agreement Billable support Services in agreement Follow the detailed steps below to create this project template. STEP 1: Create the top node component of your project template. Under psasuite SETTINGS click Project Templates. In the command bar click + New. In the next screen enter Support contract in the Name field. 76

77 Now Save your data and in the navigation bar click Project Templates. You will see your newly created project template top node. STEP 2: Create the component Project Item Groups of your project template. Under psasuite SETTINGS navigate to Project Item Groups. In the command bar click + New. In the next screen enter In Agreement in the Name field and leave the Revenue Ledger field blank. 77

78 Now Save your data. and click + New to create your other project item group: Out of Agreement. Once you are done Save the data and navigate to Project Item Groups. You will see the list of the 2 project item groups of the project template Support Contract. STEP 3: Create the component Project Template Items of your project template. Under psasuite SETTINGS navigate to Project Template Items. In the command bar click + New. Start defining the project items of your project template Support contract. 78

79 Project Template: Use the dropdown menu and select Support contract. 2. Item: This field is used as the sorting key of the project template. Enter the following number: Item Group: Select the Item group In Agreement. 4. Item Name: Enter the name of your item: Support contract. 5. Invoice Ledger: This field is used in the billing process by PSA Suite when defining the general ledger account of each invoice line. You have already set up default ledger accounts in the PSA Settings record (Module 2. Settings). Leave this field blank 6. Active: If you want to allow time entries towards this item you will need to check this box. Note that you will also need to check the box Allow Booking Hours. This is not the case here, leave this box unchecked. * Note that for this example (support template) you could decide to book time towards your recurring item or to create a specific project item to track time that is included in your support contract. For the purpose of this Exercise we will show the second option. 7. Item Type: This next field will define the contract type of your item. For your first project item select Recurring. With this item type PSA Suite will allow you to create a fixed amount to be invoiced on a recurring basis Tax Group: Use the dropdown menu and select a tax group that is not tax exempt 79

80 2. Revenue Ledger: This field is used in the Revenue Recognition process, which is not covered in this guide. Leave the field blank. 3. Recurring Amount / Every x Months: You can decide to enter a value as well as a billing frequency at the template level; they will be both copied over to every project that you create with this template This parameter only applies to project item defined as Products or Recurring. This is not what you want; leave both fields blank. 4. Allow Booking Hours: This parameter only applies to project item defined as Products or Recurring. If you want to allow time entries towards this item you will need to check this box. Note that you will also need to check the box Active. This does not apply here, leave the box unchecked. 5. Exclude From Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked. Now Save your data and then click + New to create your 2 nd project template item. This is a Fixed Fee and as such PSA Suite will invoice the amount specified in the Amount field (extra field that is now displayed) regardless of the actual hours booked towards the item. Enter the specific item, Item Group and Item Name (Ref Scenario). Check the Active option, select a non-exempt tax group and leave the Exclude From Prj Prc Complete unchecked. Once you are done Save the data and click + New to create your next project item. 80

81 This is a T&M (hourly rate) and as such PSA Suite will invoice the value of the actual hours booked towards the project item. Enter the specific item, Item Group and Item Name (Ref Scenario). Check the Active option, select a non-exempt tax group and leave the Exclude From Prj Prc Complete unchecked. Once you are done Save your data and in the navigation bar click Project Template items. You will see the list of your newly created project template items. 81

82 Exercise 4: Create a project template with CRM Products Scenario: You need to create a project template that will allow you to invoice CRM Products directly from the project. Direct Sales Project template DS: Direct Sales Item Item Name Contract type Licenses Products Follow the detailed steps below to create this project template. Software Licenses STEP 1: Create the top node component of your project template. Under psasuite SETTINGS click Project Templates. In the command bar click + New. In the next screen enter Direct Sales in the Name field. Now Save your data and navigate to Project Templates. You will see your newly created project template top node. 82

83 STEP 2: Create the component Project Item Groups of your project template. Under psasuite SETTINGS navigate to Project Item Groups. In the command bar click + New. In the next screen enter Software in the Name field and leave the Revenue Ledger field blank. Now Save your data and in the navigation bar click Project Item Groups. You will now see the project item group of the project template Direct Sales (ref Scenario). 83

84 STEP 3: Create the component Project Template Items of your project template. Under psasuite SETTINGS navigate to Project Template Items. In the command bar click + New. Create the only project template item of the template Direct Sales Project Template: Use the dropdown menu and select Direct Sales. 2. Item: This field is used as the sorting key of the project template. Enter the following number Item Group: Select the Item group Software. 4. Item Name: Enter the name of your item: Licenses. 5. Invoice Ledger: This field is used in the billing process by PSA Suite when defining the general ledger account of each invoice line. You have already set up default ledger accounts in the PSA Settings record (Module 2. Settings). Leave this field blank 6. Active: Leave this box unchecked, no time entries will be booked towards this item. 7. Item Type: Select Products. 8. Tax Group: Use the dropdown menu and select a tax group that is not tax exempt Ex: GST & QST or VAT 19%. 9. Ledger: For the purpose of this Exercise leave this field blank. 10. Allow Booking Hours: Leave this box unchecked, no time entries will be booked towards this item. 84

85 Note that if this item was related to services sold via a CRM Product (e.g. 3 Hours package), you could also have resources book time towards it. This would allow you to see the value of the hours sold vs the selling price of the product on the same item. In order to do so you would check the box Allow Booking Hours. This is not the case here, leave the box Allow Booking Hours unchecked. 11. Exclude from Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked Once you are done Save your data and in the navigation bar click Project Template items. You will see the list of your newly created project template item. 85

86 Exercise 5: Create a project template with CRM Products related to Services Scenario: Your organization offers Hours packages which consist of consultancy or support hours that can be purchased with a pre-determined number of hours (e.g. 3 hours package, 6 hours package, etc). You have created CRM Products according to your different hours packages; you want now to create a project template that will allow you to invoice these Hours packages (CRM Products) directly from your project as well as track the time spent on each package. Project template HP: Hours Pack Item Item Name Contract type Hours Package Products Worked hours Fixed Fee Follow the detailed steps below to create this project template. Hours Pack Hours Hours package Worked hours STEP 1: Create the top node component of your project template. Under psasuite SETTINGS click Project Templates. In the command bar click + New. In the next screen enter Hours Pack in the Name field. 86

87 Now Save your data and navigate to Project Templates. You will see your newly created project template top node. STEP 2: Create the component Project Item Groups of your project template. Under psasuite SETTINGS navigate to Project Item Groups. The project item group Hours has already been created in a previous exercise; you do not have to create a new one. 87

88 STEP 3: Create the component Project Template Items of your project template. Under psasuite SETTINGS navigate to Project Template Items. In the command bar click + New. Create the first project template item of the template Hours Pack Project Template: Use the dropdown menu and select Hours Pack. 2. Item: This field is used as the sorting key of the project template. Enter the following number Item Group: Select the Item group Hours. 4. Item Name: Enter the name of your item: Hours Package. 5. Invoice Ledger: This field is used in the billing process by PSA Suite when defining the general ledger account of each invoice line. You have already set up default ledger accounts in the PSA Settings record (Module 2. Settings). Leave this field blank 6. Active: Leave this box unchecked, no time entries will be booked towards this item. 7. Item Type: Select Products. 8. Tax Group: Use the dropdown menu and select a tax group that is not tax exempt Ex: GST & QST or VAT 19%. 9. Ledger: For the purpose of this Exercise leave this field blank. 10. Allow Booking Hours: Leave this box unchecked, no time entries will be booked towards this item. 88

89 Note that you could also check this box; this would allow your resources to book their time directly towards this item and see the value of the hours sold vs the selling price of the product on the same item. You want to budget hours on the project item related to the hours worked, this means that you also want your resources to book time towards the same item and not towards Hours package; Leave the box uncheked. 11. Exclude from Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked Now Save your data and then click + New to create your 2 nd project template item. This is a Fixed Fee and as such PSA Suite will invoice the amount specified in the Amount field (extra field that is now displayed) regardless of the actual hours booked towards the item. Enter the specific item 10.02, Item Group (Hours) and Item Name (Worked Hours). Check the Active option, select a non-exempt tax group and leave the Exclude From Prj Prc Complete unchecked. Once you are done Save your data and in the navigation bar click Project Template items. You will see the list of your newly created project template items. 89

90 Exercise 6: Create a project template for your internal hours Scenario: You need to create a project template that will allow you to manage internal hours (ex: admin, vacation, sick leave, etc.). Project template: Internal Internal Item Item Name Contract type Internal Fixed Fee Sales Fixed Fee Seminar Fixed Fee Vacation Fixed Fee Sick days Fixed Fee Travel Expenses Fixed Fee Other Expenses Fixed Fee Work Internal Sales Seminar Leave Vacation Sick days Expenses Travel Other Follow the detailed steps below to create this project template. STEP 1: Create the top node component of your project template. Under psasuite SETTINGS click Project Templates. In the command bar click + New. In the next screen enter Internal in the Name field. 90

91 Now Save your data and navigate to Project Templates. You will see your newly created project template top node. STEP 2: Create the component Project Item Groups of your project template. Under psasuite SETTINGS navigate to Project Item Groups. In the command bar click + New. In the next screen enter Work in the Name field and leave the Revenue Ledger field blank. Now Save your data and then click + New to create your other project item group: Leave. 91

92 The last item group of your template is Expenses. If you have already created this group when defining the project template Consultancy, you DO NOT have to create it again. PSA Suite allows you to use the same group across multiple templates. Once you are done Save the data and on the navigation bar click Project Item Groups. You will now see the list of the 3 project item groups of the project template Internal (ref Scenario). STEP 3: Create the component Project Template Items of your project template. Under psasuite SETTINGS navigate to Project Template Items. In the command bar click + New. Start defining the project items of your project template Internal. 92

93 Project Template: Use the dropdown menu and select Internal. 2. Item: This field is used as the sorting key of the project template. Enter the following number Item Group: Select the Item group Work. 4. Item Name: Enter the name of your item: Internal. 5. Active: Check this box to allow timesheet entries on that item. 6. Item Type: All the project template items related to hours for this project template will be defined as Fixed Fee; this will allow you to record the internal hours without including them in any billing process Tax Group: Use the dropdown menu and select: Exempt. 2. Revenue Ledger: This field is used in the Revenue Recognition process, which is not covered in this guide. Leave the field blank. 3. Invoice Ledger: This field is used in the billing process by PSA Suite when defining the general ledger account of each invoice line. You have already set up default ledger accounts in the PSA Settings record (Module 2. Settings). Leave this field blank 4. Amount: This item relates to internal time and will not be invoiced. Leave the field blank. 5. Allow Booking Hours: This parameter only applies to project item defined as Products or Recurring. This doesn t apply here; leave the field unchecked. 6. Exclude from Prj Prc Complete: This settings is related to the revenue recognition process. This process is not covered in this guide, leave the box unchecked. 93

94 Once you are done save the project item and continue with the creation of the other Fixed Fee project items related to Hours; note that you will set them exactly as the first one. Remember to change the project item group for the vacation and sick days items. Item Item Name Item Group Contract type Sales Work Fixed Fee Seminar Work Fixed Fee Vacation Leave Fixed Fee Sick days Leave Fixed Fee After the creation of the items related to hours go ahead with the creation of the two project template items defined as Expenses Fixed Fee. Item Item Name Item Group Contract type Travel Expenses Expenses Fixed Fee Other Expenses Expenses Fixed Fee You will set them both as active, with an Exempt tax group and Exclude them from Prj Prc Complete left unchecked. Once you are done Save your data and in the navigation bar click Project Template items. You will see the list of your newly created project template items. 94

95 Exercise 7: Copy a Project Template. 3.3 PROJECT AND PROGRAM TEMPLATES Scenario: You are about to add project item activities to your Sure Step Elements project template. Before you do so however you want to create a copy of the template WITHOUT project item activites for those projects that will not require that level of details. Follow the detailed steps below to copy your Project Template. STEP 1: Copy your Project Template Under psasuite SETTINGS navigate to Project Templates. In the local command bar click Copy Template. PSA Suite will open up a window. Here you can select the template you want to copy and you can name it. Select Sure Step Elements Give your new template the the name: Sure Step without PIAs. Click Accept. Once the Copy Template window closes your project template will have been created. 95

96 Navigate to Project Template Items You will see your newly created project template. 96

97 Exercise 8: Create the project item activities of a project template Scenario: You need to create the project item activities of your project template Sure Step Elements. They are the following: Sure Step Elements Licenes Pre-sales Analysis Phase Development Phase Deployment Phase Project Management Other Pre-sales Requirements Configuration & testing Training Training Material Project management Travel Non billable Gather business requirements Initial configuration Training preparation Project Management Conduct fit gap analysis Training Project Plan Fit gap analysis deliverable (milestone) Item Project item activities Start date Duration Hour type Hours Requirements Configuration & testing Gather business requirements Conduct fit gap analysis (predecessor Gather business requirements) Deliver Fit Gap Analysis (milestone) Initial configuration + 7 days of today s date. +1 day after the end of the previous PIA. + 2 days after the end of the previous PIA. +2 days after the.last milestone. 10 days Consultant 80 5 days Consultant 40 0 (milestone) n/a n/a 15 days Consultant Training Training prep +1 day after the end of 5 days Consultant 40 the previous PIA. Training + 2 days after the end 7 days Consultant 56 of the previous PIA Training Training material delivery + 1 day after the 0 n/a n/a Material (milestone) training prep activity Project Project management Today s date 50 days Project 400 Management Manager Project plan +2 days after today s 3 days Project 16 date. manager Travel Travel plan delivery (milestone) +6 days after today s date. 0 n/a n/a Follow the detailed steps below to create the project item activities of your project template. 97

98 STEP 1: Create a project item activity (PIA). 3.3 PROJECT AND PROGRAM TEMPLATES Under psasuite SETTINGS click Project Templates. And open your template Sure Step Elements. In the Gantt chart section of the screen PSA Suite now displays your project template structure with its project items and project item groups. You can collapse the whole structure by clicking on the related icon in the header of the Gantt chart. (To exand the whole structure again simply click on the icon located to the immediate right. ) 98

99 You can also use the triangles to expand (or collapse) the items and item groups of the template structure. By default the Gantt identifies today s date with a green diamond* and situates the time of day with a red oval with a doted line. The time scale is set to show 7 days. *The green diamond will disappear as soon as you create a project item activity. Using your mouse expand the left section of the Gantt chart to display all the columns exluding the last one, % Done (this column is not used at the template level). You are ready to create the first project item activity of the template. Click the line Requirements. And hit the + sign on the header of the Gantt chart. PSA Suite will now display under the project item a line for you to complete as a project item activity. 99

100 In the first field replace New Activity by the description of the PIA (Project Item Activity). Enter Gather Business Requirements. Use the Tab key to navigate to the Start column. You will notice that by default the activity starts today. At the template level you do not know the exact date the project item activities will occur but you still need to plan them. Once in the project, PSA Suite will translate the template dates according to the project s start date and consider the earliest day found at the project item activity level to be equivalent to the start day of the project (Day one).. This is not the first activity of your project; it will occur 7 days after Day one. Click the calendar dropdown menu of the Start date, and select the corresponding date. Use the Tab key to navigate to the next column Duration. You can enter the number of days directly in the field or use the up/down arrow keys of your keyboard to increase (or decrease) the number of days. Enter 10 Now hit the tab key, PSA Suite will automatically update the Finish date according to the duration of the PIA. Note that week-end days are excluded from the duration calculation as defined in the PSA Settings (ref. Module 2. Settings, 2.2 PSA Settings: the field Weekends are Workdays is unchecked). Use the Tab key to navigate to the next column Hour type. Enter the first letters of the hour type Consultant; you will now see your hour type in the dropdown menu, hit the Tab key, PSA Suite will automatically select this hour type and move you to the next column. In the Hours field you can either type in the number of hours or use the up arrow key to increase the number of hours. Enter

101 You have completed the creation of your first PIA; both columns Booked and Balance will be updated automatically by PSA Suite at the project level with actual hours. As for the % Done column, it will be also be updated at the project level by the project manager and/or resources. You will notice red marks in the grid, they indicate that changes have been made in the Gantt that haven t been saved yet. Click the Save icon located at the top right of the Gantt Chart. Note that it is not necessary to save each time you make a change to the Gantt chart however it is recommended that you save on a regular basis the modifications you make. In order to create your 2 nd PIA, you can click again the project item line (1.1.0 Requirements) and hit the + sign or stay on the PIA line and right-mouse click. Stay on Gather business requirements, right-mouse click and select Add. Click Add new activity below. 101

102 Now go ahead with the creation of your next project item activity (PIA) below. Follow the same steps as seen with the previous PIA. Once you are done click the Save icon located at the top right of the Gantt Chart. Item Project item activities Start date Duration Hour type Hours days Consultant 40 Requirements Conduct fit gap analysis (predecessor Gather business requirements) +1 day after the end of the previous PIA. Note: When entering the Start date you will notice that this new activity has automatically inherited the start date of the first PIA and so has the project item to which it is related. You need to set Gather Business Requirements as the predecessor of Conduct fit gap analysis. (Use the Zoom to fit of the Gantt chart header to display both activities in the right section of the chart. In the right section of the Gantt, hover your mouse over the first PIA. At the side of the bar you will see a circle, left mouse click on the circle and drag the doted line to the side circle of the other PIA. PSA Suite will now display the relationship between the two PIA s. Note that you can link multiple predecessors to one PIA. Your next activity is a milestone. Right-mouse click on the PIA Conduct fit gap analysis, Select Add and click Add new activity below. Start with entering the description of the milestone: Deliver Fit Gap Analysis Use the tab key to go to the Start column and calculate + 2 days from the end of the previous activity. In the Duration column enter 0 for the number of days. PSA Suite will automatically convert the activity into a milestone. Leave both the Hour type and Hours column blank. 102

103 The milestone will be displayed as a diamond shape in the Gantt. Note that you can also create a milestone from the project item. When on the project item line, right-mouse click, select Add and click Milestone. You have 5 more PIA s to create. Follow the same steps as above to complete your planning. Remember to save your PIA s on a regular basis. Item Project item activities Start date Duration Hour type Hours Initial configuration +2 days after the 15 days Consultant 120 Configuration and testing.last milestone Training Training prep +1 day after the 5 days Consultant 40 end of the previous PIA. Training + 2 days after the end of the previous PIA 7 days Consultant Training material Project Management Training material delivery (milestone) Project management* This is the 1 st activity of the project therefore it will be left on today s date (which should be the earliest date on the Gantt). Project plan Travel Travel schedule delivery (milestone) + 1 day after the training prep activity. 0 n/a n/a Today s date 50 days Project 400 Manager +2 days after today s date. + 6 days after today s date. 3 days Project 16 manager 0 n/a n/a Note that you will not create any project item activities or milestones for the project item Non Billable. 103

104 STEP 2: Review the other features of the Gantt chart. One important feature of the Gantt chart is the drag and drop functionality. You can use it to move the start dates and even shorten/increase the duration of a PIA. To do so go to the right section of the Gantt, click on a PIA and drag and drop it where it should start. PSA Suite will automatically update the Start and Finish date of the PIA. You can also increase or decrease the duration of a PIA from the right section of the Gantt. Simply hoever your mouse over the PIA and when you see the cursor change for a double-arrow, click the activity and decrease the duration by dragging the mouse to the left or the right (depending if you want to increase or decrease the length of the activity). PSA Suite will automatically update the duration as well as the Finish date of the PIA whilst leaving the number of hours unchanged. For the purpose of the exercise, leave the project item activity as is. You have completed the creation of your project item activities. Select the project item activity Conduct fit gap analysis. And right mouse click to view the other features of the Gantt chart. 104

105 1. Activity information: This option will open up the PIA and present you with three tabs: Note: double clicking on the PIA bar in the right section of the Gantt chart will bring you the same screen. General (tab): This tab will provide you with the same information as the left section of the Gantt Chart and you can modify them. directly from here. Additional fields are also displayed here: Percent Complete: This field represents the % of completion of the PIA and will only be updated at the project level. Leave it as is. Forecast Amount: This field is only used at the project level and will add the value entered here to the project s forecast (for more explanation please see step by step guide related to Forecast). Leave it as is. Active: This field is checked by default and it will make the PIA available for time entry as soon as the project is created. Leave the box checked. Tentative: This option is only applicable at the project level; it will then allow you to filter on tentative project activities in the Utilization Sheet. Leave the box unchecked. Resource Status: This is a system field that will inform the project manager of the status of his assignment request. There are three statuses: Requested, Approved and Rejected. 105

106 Predecessors (tab): This tab will display any link to one or multiple predecessors. If you click Add New you can add new predecessor from here. To remove a predecessor from here select the predecessor and hit Remove. By default the Type of predecessor is set to Finish-To-Start. You can modify this selection however by clicking on the drop down menu of the filed. PSA Suite offers 4 standard types of activity links. Finish-To-Start: Activity B can t start until Activity A is done. This is the default link type and the most commonly used. Start-To-Start: Activity B can t start until Activity A starts. Finish-To-Finish: Activity B can t finish until Activity A is done. Start-To-Finish: Activity B can t finish until Activity A begins. Leave the type to Finish-to-Start. You can also define a lag in days between the predecessor and the successor; specify 2 days. Advanced (tab): This tab will allow you to change the scheduling mode of the project item activities: Normal: the project item activity will follow the predecessor if the finish date of the predecessor is changed. Manual: the project item activity will not follow the predecessor if the finish date of the predecessor is changed. Fixed duration: increasing the period of the PIA will increase the number of hours (24 hours per increased day). Effort driven: increasing the number of hours of the PIA will increase the period by 24 hours. 106

107 Recurrence (tab): This tab is only defined at the project level and will allow you to specify a recurrence for the PIA. You want to close the Activity information window; hit Ok to keep the change you made in the predecessor tab (2 days lag), PSA Suite will keep the change and then close the window. Once back in the Gantt chart save the change made to this PIA by clicking Save in the header of the Gantt chart. 2. Change activity color: This option will allow you to change the colors of the project item activity. 3. View in CRM: with this option, PSA Suite will bring you to the CRM form of your project item activity. Note: use the back arrow of your browser to go back to the Gantt chart. 107

108 Back in the Gantt chart you will notice that the grey disk in front of each PIA is now green. The Gantt has been refreshed and in the process PSA Suite has validated hours booked versus hours planned. Since no time was booked, PSA Suite displays the color green as the yellow threshold of 75% budget spent has not been reached (ref. Module 2. Settings, 2.2 PSA Settings). 4. Delete selected activity: This option will allow you to delete a project item activity. 5. Convert to milestone: This option will allow you to convert a PIA to a milestone. 6. Add: If you click on a project item activity you will be able to add a new PIA above or below the PIA. If you click on a project item you will be able to create a new milestone or a new project item activity. The sequence in which the project item activities will be displayed under their respective project items will be determined by their Start Date. If two PIA s have the same Start Date, PSA Suite will display them in the order in which they were created. 108

109 Once you ve created and saved your project item activities, you can hit the Refresh icon of the Gantt; this will provide you with the final result of the PIA s, e.g. if you have changed the start date of an activity this will reposition the activity in the right order. 7. Delete dependency: If the project item activity has a predecessor/successor you can deleted the dependency from here. 8. Actions: This option will enable you to update the % of completion of your project items from the chart as well as to generate budget and forecast lines. These actions are only performed at the project level. 109

110 STEP 3: Review the header of the Gantt chart. The header of the Gantt chart will provide you with the following features (from left to right): Previous / Next timespan Collapse all / Expand all Zoom out / Zoom in Zoom to fit Highlight critical path Add new activity / Remove selected activity. Update Budget/Update forecast: These two options will enable you to generate the budget lines and forecast lines of your project; these actions are only performed at the project level. Create pdf / Create png: A Print Server can be configured for the purpose of printing a Gantt chart. The URL is entered in the organizational settings record in PSA Settings, under Project. The Gantt chart can be printed in PDF or PNG format. Refresh: Once you ve created/modified and saved your Project item activities, clicking on Refresh will display the final version of the Gantt chart. At the template level you will notice that when doing so the disk next to the project item/activity will change from grey to green. This disk is a KPI based on the alerts defined in the PSA Settings screen. In the refresh process, PSA Suite validates if any time has been booked towards any project item activities; since no entry is booked towards the project item activities of a project template the disk always show up green. Save: After creating/modifying the Gantt chart hit this icon in order to save it. 110

111 Exercise 9: Create a modular project template. Scenario: You want to create a small project template for Reporting services. These services can be rendered as a project on their own or they could also be added to a project related to Software implementation or Software migration for example. Reporting The structure will be as follows: Analysis Phase Development Phase Reporting assessment Reporting configuration & Testing Item Project item activities Start date Duration Hour type Hours Reporting Assessment (T&M project item) Reporting configuration and testing (T&M projrect item). Gather business requirements Todays date 5 days Consultant 40 Report A: Report B Reports delivery date +1 day after the end of the previous PIA. Same day as previous PIA + 1 days after the end of the previous PIA. 5 days Consultant 40 5 days Consultant 40 Milestone n/a n/a Follow the detailed steps below to create your project template. STEP 1: Create the project template Reporting Services. Follow the same steps as with the creation of a project template with PIA s. Note that you will be using the existing project item groups Analysis Phase and Development Phase that were created for your other project template. This will allow you to report on the Analysis Phase as well as Development phase throughout all your projects. 111

112 Once created your project template should be as follow: 112

113 Exercise 10: Copy and modify a Project Template with PIA s. Scenario: You want to create a project template similar to Sure Step Elements for your Migration projects but with some modifications to the template, they are as follows: The rows in grey indicate that the project items and project item activities need to be deleted. The text in bold indicates the changes to be made. Item Project item activities Start date Duration Hour type Hours Pre Sales n/a n/a n/a n/a n/a Gather business requirements + 7 days of today s 10 days Consultant 80 Requirements date. Conduct fit gap analysis +1 day after the end of 5 days Consultant 40 (predecessor Gather business requirements) the previous PIA. Deliver Fit Gap Analysis (milestone) + 2 days after the end of the previous PIA. 0 (milestone) n/a n/a Configuration & testing Initial configuration +2 days after today s date. 15 days Consultant Training Training prep +1 day after the end of 5 days Consultant 40 the previous PIA. Training + 2 days after the end 7 days Consultant 56 of the previous PIA Training Training material delivery + 1 day after the 0 n/a n/a Material (milestone) training prep activity Project Project management Today s date 50 days Project 400 Management Manager Project plan +2 days after today s 3 days Project 16 date. manager Travel Travel plan delivery +6 days after today s 0 n/a n/a (milestone) date Non Billable n/a n/a n/a n/a n/a You also want to change the project template item type of your project template items Configuration & testing and Project Management to Fixed Fee as well as you want to change Training Material to Expenses Fixed Fee. Follow the detailed steps below to copy your Project Template and make the adjustments to the new template. 113

114 STEP 1: Copy your Project Template 3.3 PROJECT AND PROGRAM TEMPLATES Under psasuite SETTINGS navigate to Project Templates. Click Copy Template. PSA Suite will open up a window. Here you can select the template you want to copy and you can name it. Select Sure Step Elements Give your new template the the name: Migration. Click Accept. Once the Copy Template window closes your project template will have been created. 114

115 STEP 2: Modify/Delete the project item activities of your new Project Template Click the new project template in order to open up the template. Go the Gantt chart section and delete the project item activities and milestones below: Note that it is not necessary to first delete the project item activities of the project items you will delete; you could also directly delete the project items in the Project Template Items entity and the PIA s will be deleted automatically. Item Project item activities Start date Duration Hour type Hours Gather business requirements Requirements Conduct fit gap analysis (predecessor Gather business requirements) Deliver Fit Gap Analysis (milestone) Travel Travel plan delivery (milestone) + 7 days of today s date. +1 day after the end of the previous PIA. + 2 days after the end of the previous PIA. +6 days after today s date. 10 days Consultant 80 5 days Consultant 40 0 (milestone) n/a n/a 0 n/a n/a Select the first project item activity, i.e. Gather business requirements, and click the X sign in the Gantt s header to delete the activity. 115

116 Repeat the same steps for the other project item activities and milestones of the table above. Once you are done click Save on the Gantt s header. You want to move the start date of the following project item activities; change the date manually or use the drag & drop functionality to do so. Item Project item activities Start date Duration Hour type Hours Configuration & testing Initial configuration +2 days after the start date of Project Management. 15 days Consultant Training Training prep +1 day after the end of 5 days Consultant 40 the previous PIA. Training + 2 days after the end 7 days Consultant 56 of the previous PIA Training Training material delivery + 1 day after the 0 n/a n/a Material (milestone) training prep activity Project Project management Leave the date as is. 50 days Project 400 Management Manager Project plan Leave the date as is. 3 days Project manager 16 Once you are done with updating the start date, hit the Save button of the Gantt chart s header. Your next step is to delete the project items of this template. STEP 3: Modify/Delete the project item(s) of your new Project Template Navigate to the Project Template Items entity. Go to your new template Migration 116

117 Check the project template items you want to delete, ie Pre-Sales, requirements and Travels and in the local command bar hit Delete. The project template items are now deleted. Now check the projet template items Configuration & testing and Project Management and hit Edit. 117

118 The next screen will allow you to do a change to multiple records. Select Fixed Fee in the Item Type field. Now hit Change. Your project items are now defined as Fixed Fee. You have one last change to make; double-click on Training material to open the record. 118

119 In the next screen remove the value in the Mark-up field. The field should now be blank. Now change the Item Type to Expenses Fixed Fee. Hit the save icon at the bottom right of your screen and go back to the previous screen. You have completed the copy of your project template. 119

120 Exercise 11: Create an invoice installment template for a project template. Scenario: You want to define a specific invoice installment template for your project template Migration. It will be as follows: Installment Project items Name % Days from Start Configuration & testing Training Training Material Project Management Configuration & testing Training Training Material Project Management Configuration & testing Training Training Material Project Management Initial deposit 25% 25 1 Mid-term payment 50% Go-Live 25% Follow the detailed steps below to create the invoice installment Template for your project template Migration. STEP 1: Create your invoice installment template Under psasuite SETTINGS navigate to Project Templates. 120

121 In the list display double-click on Migration to open the template In the next window go to the Navigation bar, click the dropdown menu of the project template and select Invoice Installment template. In the local command bar click Add New Invoice Installment. PSA Suite will open a new window. 121

122 Enter Three terms in the name field and hit Save & Close. Back in the Project template screen you will see the name of your invoice installment template. Click the name to re-open the record. In the next screen you will see the list of the project template items of the project template. Check the box of all of them except for Non billable. You are now ready to define your installments; they will all be applicable for the selected project template items. Click the + sign below the list of the project template items. 122

123 Now go ahead and define the first installment. The first column identifies the sequence of the installments; this is the first installment, enter 1. Note that you can use the up arrow of the field to define the number. Use the Tab key to navigate to the next field (you can also click directly into the field). In the Name column enter Deposit 25%. This description can be leveraged on the invoice layout. The % column will determine the percentage to invoice of the Amount field of the project item at the project level. Enter the number 25. The last column determines how many days after the start date of the project this installment should be invoiced. Enter 1. Click the + sign again to define the second installment of the template. Enter 2 in the Installment column. Specify Mid-term payment 50% in the Name column. Enter 50 in the % column. And in the last column enter 45. Click the + sign again to define the last installment of the template. Enter 3 in the Installment column. Specify Final payment 25% in the Name column. Enter 25 in the % column. And in the last column enter 75. Once you are done, click the Save icon. 123

124 PSA Suite will now save the installments and give you a message that the records are processed when it is done. Click Ok. You have completed the creation of this invoice installment template; it is now available for any projects created with the project template Migration as well as any program template using the project template Migration (ref. Program template of this guide). Click the back arrow of your browser to go back to your project template. 124

125 Exercise 12: Update the PSA Settings with the default travel expense item. Scenario: You have created all your project templates; you need to update the PSA Settings record with the default travel expense item. You will enter the travel expense Item (sorting key element of the project item) of the Sure Step Elements project template as the default travel expense item. Follow the detailed steps below to update the PSA settings.. STEP 1: Update the PSA Settings with the default travel expense item of your project template. Under psasuite SETTINGS navigate to the PSA Settings entity. Click the record in order to open it. Scroll down to the Expenses section and enter in the field Default Travel Expense Item. Save your change; when an employee hits the Mileage/Kilometer functionality in his/her timesheet, PSA Suite will automatically display this project item. Note that the value entered here is a default value, whether it exist in of the entry the project structure or not, you will be able to select any other expense project items within the structure. 125

126 Accoutancy IT Program Template 3.3 PROJECT AND PROGRAM TEMPLATES PROGRAM TEMPLATES Introduction In addition to project templates you can also create program templates in the PSA Suite. This will allow you, when creating a program, to generate automatically the different projects that are always related to this specific program. A program template will consist of the project templates (and respective name) of the projects you want to generate automatically. Project name Project Template A Project item activities Budget & forecast Invoice installment template Project name Project Template B Project item activities Budget & forecast Invoice installment template PSA Suite will also provide you with the option to generate automatically a budget and/or forecast for each project; this however will require that the project template of the project is set with project item activities as they will be the basis for the calculation of the budget and/or forecast. Finally if you have created invoice installment templates you will also be able to select them here if applicable. Program template can group together projects driven by different service lines (see below Accountancy program template) or different types of project within the same service line (see below IT program template). Example of an Accountancy program template Audit Engagement Tax Engagement Example of an IT program template Implementation Licenses Payroll Engagement Support contract 126

127 PSA implementation Exercise 1: Create a program template. 3.3 PROJECT AND PROGRAM TEMPLATES Scenario: You want to create a program template with the following three project templates: Sure Step Elements Direct Sales Support Contract You will also want PSA Suite to automatically generate a budget and forecast for the project with the Sure Step Elements project template. Your program template structure will be as follows: PSA implementation Sure Step Elements Project item activities Budget & forecast Invoice installment template Direct Sales PSA licenses Support Contract Support contract Follow the steps below to create your program template: 127

128 STEP 1: Create a program template 3.3 PROJECT AND PROGRAM TEMPLATES Under psasuite SETTINGS navigate to Program Template. Hit + New and in the next screen, give a name to your program template. Enter IT in the name field and hit Save. You are now ready to select the project templates (identified as Program Template Items) of your program template. Hit the + sign located in the Template Items section. 128