PSA for Microsoft Dynamics CRM

Transcription

1 Step by Step Guide PSA for Microsoft Dynamics CRM Module Organization & Financials (basic) 2.2 PSA settings 2.3 PSA security roles 2.4 Employees 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 2. Contents INTRODUCTION... 5 MODULE 2. SETTINGS... 6 Overview ORGANIZATION & FINANCIALS (BASIC)... 8 Introduction... 8 What you will learn in this section LEGAL ENTITIES AND DEPARTMENTS... 9 Introduction... 9 Exercise 1: Create legal entities & departments (and assign them to CRM users) COST CENTERS Introduction Exercise 1: Create Cost Centers LOCATIONS Introduction Exercise 1: Create Locations REGIONS Introduction Exercise 1: Create Regions and define one for each of your CRM users BUSINESS CLOSURES Introduction Exercise 1: Create your business closure days CHART OF ACCOUNTS Introduction Exercise 1: Create Ledger Accounts COLLECTION MANAGEMENT STAGES Introduction Exercise 1: Create Collection Management Stages

3 TAX GROUPS AND TAX TYPES Introduction Exercise 1: Create a Tax Group and Tax Type for a single tax scenario Exercise 2: Create a Tax Group and Tax Type for a multiple taxes scenario Exercise 3: Create a Tax Group and Tax Type for a tax exempt scenario Addendum: Manage taxes at the Account level BOOKING PERIODS Introduction Exercise 1: Create Booking Periods PSA SETTINGS Introduction What you will learn in this section PSA SETTINGS Introduction Exercise 1: Define the PSA of your organization PSA SECURITY ROLES Introduction What you will learn in this section PSA SECURITY ROLES Introduction Exercise 1: Create a custom PSA Security Role Exercise 2: Assign a security role to your CRM users Exercise 3: Assign a security role to a CRM team EMPLOYEES Introduction CRM USERS Introduction Exercise 1: Define the direct report Manager of your employees Exercise 2: Define the work and leave parameters of your employees Exercise 3: Define/modify the CRM work hours of your employees

4 Exercise 4: Define the address of your employees (Bing Maps feature of Utilization sheet) Exercise 5: Create the vacation bank of hours of your employees Exercise 6: Create the Sick Leave bank of hours of an employee Addendum: Consolidate vacation leave PSA USERS Introduction Exercise 1: Create PSA Users HR EMPLOYEES Introduction Exercise 1: Create skills groups and skills Exercise 3: Create HR Employees with their respective skills and levels

5 INTRODUCTION INTRODUCTION Welcome to The PSA Suite Step by Step Guide series! The intent of these guides is to provide you with indepth 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. Module 3. Blueprint 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 INTRODUCTION MODULE 2. SETTINGS Overview This step by step guide is the second of the series and covers the configuration of your settings in PSA. It is the very first step* of the implementation process and precedes the creation of your master data (ex: project template, hour type, etc.). In this module you will learn how to: Create the Organization and Financials (Basic) settings of your organization. Ex: legal entities, tax groups, booking periods, etc. Set up the different functionalities of the solution based on your business requirements. Ex: levels of approval, use of project item activities, CRM cases, Alerts, etc. Create PSA Security roles. Create PSA Users (and define them as time card users, Admin approver, etc). *Because it is fully embedded in Microsoft CRM PSA will make use of the existing settings of CRM in order to define its own. This initial set-up is, therefore, a pre-requisite to the configuration of PSA. System Administration Business units, CRM users, Currency PSA General Functionalities, PSA security roles, PSA users Note: In order to complete the exercises defined in this step by step guide, you must be defined as System Administrator in Microsoft CRM 6

7 2.1 ORGANIZATION AND FINANCIALS (BASIC) Step by Step Guide 2.1: Organization & Financials 7

8 2.1 ORGANIZATION AND FINANCIALS (BASIC) 2.1 ORGANIZATION & FINANCIALS (BASIC) Introduction There are 4 steps when defining the of your organization in PSA. Organization & Financials (Basic) PSA PSA security roles Employees PSA Suite Basic for CRM 2013 The first one is the definition of your organizational and basic financial settings in PSA. This is where you will create the following elements: Legal Entities (mandatory) and Departments Cost centers and Location Regions and Business Closures Chart of Accounts and Collection Management stages Tax groups and Tax types (mandatory) Booking periods (mandatory) What you will learn in this section. In this section you will learn how to create: Legal entities and departments Cost centers Locations Regions Business Closures Ledger accounts (chart of accounts) Collection management stages Tax groups and Tax types Booking periods. 8

9 2.1 ORGANIZATION AND FINANCIALS (BASIC) LEGAL ENTITIES AND DEPARTMENTS Introduction Legal entities represent the actual legal entities of your organization and are mandatory in PSA. CRM users must be linked to their respective legal entity; in this case the legal entity will: Be used as a parameter for administrative approval rights. Determine if the user can book time and/or expenses in a specific booking period (open or closed for that legal entity). Be used as a filter option in multiple functionality of the PSA Suite (e.g. Utilization Sheet, Availability Sheet, Overall Gantt chart, etc). Projects must also be linked to a legal entity; in this case the legal entity will be used for financial purposes if you are working with PSA Suite Financials or for integration with your financial solution. Departments represent the actual departments of your organization and are related to legal entities. CRM users must be linked to a department; in this case the department will: Be used as a parameter for administrative approval rights. Be used as a filter option in multiple functionality of the PSA Suite (e.g. Utilization Sheet, Availability Sheet, Overall Gantt chart, etc). Departments can also be related to a project and used as a dimension when integrating PSA with your financial solution. 9

10 2.1 ORGANIZATION AND FINANCIALS (BASIC) Exercise 1: Create legal entities & departments (and assign them to CRM users) Scenario: Your organization consists of two legal entities with the following departments: Assistance Software NA. Dept.: Consultancy, Helpdesk. Assistance Software EMEA. Dept.: R&D, Consultancy. Follow the steps below to create your legal entities and departments and to link them to your CRM Users. Step 1: Create legal entities and departments Click the dropdown arrow next to psasuite SETTINGS and select Legal Entities. To create a legal entity click + New. Now fill out the fields of the General section Name: Enter the name of the legal entity. o Enter Assistance Software NA. 2. Op Co: A Legal Entity is an Operating Company by default. If you uncheck this box, this legal entity will be excluded from the filtering options of the Utilization Sheet, Availability Sheet and Overall Gantt chart. 10

11 2.1 ORGANIZATION AND FINANCIALS (BASIC) 3. Code: You can specify here the code of your legal entity as defined in your financial back-end solution. o This field is not mandatory but for the purpose of the exercise enter NA. 4. First Month: Enter the first month of the financial year of the legal entity. o Select January. Hit the Save button. You need to create the departments of that legal entity. Click the + sign at the far right of the section. In the next screen, enter the name of the department: Consultancy. You can also define a code for this department; this field is not mandatory however for the purpose of the exercise enter CO. You will notice that the Legal Entity field is already populated. Hit the Save button. To create your second department hit + New in the command bar. Enter Helpdesk in the name field and HD for the code. This time you will need to specify the legal entity; use the look-up to do so and select Assistance Software NA. Once you are done SAVE your data and close the window ( ). 11

12 2.1 ORGANIZATION AND FINANCIALS (BASIC) Back in the Legal entity screen hit + New to create your second legal entity. Follow the exact same steps to create the legal entity Assistance Software EMEA. Enter EMEA in the Code field and select January as the first month of the year. And create two departments: R&D (code R&D) and Consultancy (code CO). Once you are done, click Legal Entity in the navigation bar. You will see your newly created legal entities. Step 2: Assign the legal entities and departments to their respective CRM users. Note that you can also link your CRM users to their legal entity and department when in the process of creating your employees. Under psasuite SETTINGS click CRM Users. 12

13 2.1 ORGANIZATION AND FINANCIALS (BASIC) Click on April Meyer to open the record. In the next screen, go to the section Organization Information. Use the look-up to find the legal entity to which April Meyer belong: select Assistance Software NA. Use the look-up record to find the department to which April Meyer belong and select Consultancy. 13

14 2.1 ORGANIZATION AND FINANCIALS (BASIC) Once you are done, navigate to the next CRM user (PSA will auto-save the changes you have made to this CRM user record). Click the down arrow located at the top right of the screen. Now update the legal entity and department of all your CRM users according to the table below. CRM User Legal entity Department As Admin Assistance Software NA Helpdesk Beheerder Assistance Software EMEA R&D James Bond Assistance Software NA Consultancy Once you are done with the last CRM user, Hit the disk of the auto-save (at the bottom right of the screen). And click CRM users in the navigation bar; You will see your CRM users with their respective department and legal entity (you might need to refresh the list). 14

15 2.1 ORGANIZATION AND FINANCIALS (BASIC) COST CENTERS Introduction Cost centers are not mandatory in PSA. They are stand-alone elements at the project level and are mainly used as a financial dimension for reporting purposes as well as for integration with your financial back-end solution. Depending on the organization, cost centers can represent departments, divisions or even sectors. Exercise 1: Create Cost Centers Scenario: Your organization reports on the following three cost centers: CRM Consulting Enterprise Consulting PSA Consulting Follow the detailed steps below to create them in Assistance PSA. Step 1: Create cost centers Under psasuite SETTINGS click Cost Centers. To create your first cost center click + New. 15

16 2.1 ORGANIZATION AND FINANCIALS (BASIC) In the next screen, enter a name: CRM Consulting And a code (it should be the same as in your financial back end solution): This field is not mandatory but for the purpose of the exercise enter CRM and hit Save. Your cost center has been created, click + New to create the next one. This time enter Enterprise Consulting in the name field and ENT in the code field. Hit Save and then + New to create your last cost center. Enter PSA Consulting in the name field and PSA in the code field. Hit Save. Now in the navigation bar click Cost Centers. You will see your newly created cost centers. 16

17 2.1 ORGANIZATION AND FINANCIALS (BASIC) LOCATIONS Introduction Locations are not mandatory in PSA and are solely used to report on time spent outside of one s own State/Province/Territory/Country. If this option is checked in the PSA *, the Location field will be displayed in the Time entry screen of the Timesheet (both UI) and Instant Time Entry as well as in the Hours screen. *See section 2.2 PSA of this guide. Exercise 1: Create Locations Scenario: Your organization needs to report time on the following locations: Florida Maine Texas Follow the detailed steps below to create the locations of your organization in Assistance PSA. Step 1: Create locations Under psasuite SETTINGS, click Locations. To create the first location click + New. 17

18 2.1 ORGANIZATION AND FINANCIALS (BASIC) In the next screen, enter Florida in the Name field.. And click Save. Now click + New to create the next location. This time enter Maine in the Name field. And click Save. Now click + New to create the last location. Enter Texas in the Name field. Hit Save. Now in the navigation bar click Locations. You will see your newly created locations. 18

19 2.1 ORGANIZATION AND FINANCIALS (BASIC) REGIONS Introduction Regions are used as a filter in the different areas of the PSA Suite: Utilization Sheet, Availability Sheet, Overall Forecast and in the Requirements tab of a Project Item Activity. They will allow you to select/filter employees based on their specific region. You can create multiple levels within your Regions hierarchy (e.g. country, territory, province/state, city, etc.) and define your users with any region (whatever their level is). When filtering on regions however you will need to specify the exact region of your employees in order to have them included in the selection. If you leverage the regions at the employee level, you will also want to specify a region at the Project level; this information will be displayed next to your projects in the to be scheduled section of the Utilization Sheet. Exercise 1: Create Regions and define one for each of your CRM users Scenario: Your organization needs to filter its resources based on the following region structure: Parent region Region CRM user USA USA Midwest Midwest Illinois April Meyer, James Bond Illinois Chicago Beheerder USA Northeast Northeast New York Asadmin Europe Europe The Netherlands The Netherlands Amsterdam Follow the detailed steps below to create the regions in PSA Suite and define the relevant one for each respective user. 19

20 2.1 ORGANIZATION AND FINANCIALS (BASIC) Step 1: Create regions Under psasuite SETTINGS, click Regions. To create the top parent region click + New. In the next screen, leave the Parent Region field blank as this is the top parent region. Enter USA in the Name field and click Save. Your top parent region has been created. Click New to create the region a level below this one. 20

21 2.1 ORGANIZATION AND FINANCIALS (BASIC) This time select USA in the Parent field and Midwest in the Name field. Hit Save and then New for the region below. This time select Midwest in the Parent field and Illinois in the Name field. Hit Save and then New for the next region below. This time select Illinois in the Parent field and Chicago in the Name field. Hit Save and then + New for the creation of another region. This time select USA in the Parent field and Northeast in the Name field. You want to create another branch of regions under USA. Hit Save and then New for the next region below. This time select Northeast in the Parent field and New York in the Name field. 21

22 2.1 ORGANIZATION AND FINANCIALS (BASIC) Hit Save and then New; you have one last Parent Region to create. Enter Europe in the Name field and click Save. Hit Save and then New for the region below. Select Europe in the Parent field and enter The Netherlands in the Name field. Hit Save and then New for the region below. Select The Netherlands in the Parent field and enter Amsterdam in the Name field. Save the record, go to the navigation bar and click Regions. You will see your newly created regions. Note: in order to display the Parent region you will need to create a view with the additional column. 22

23 Step 2: Define a region to a CRM User 2.1 ORGANIZATION AND FINANCIALS (BASIC) You want to define a region for each one of your users. Under psasuite SETTINGS, click CRM Users. Click on April Meyer to open her record. In the next screen, go to the section Organization Information. Click the look-up button of the field Region. 23

24 2.1 ORGANIZATION AND FINANCIALS (BASIC) Select Illinois. Once you are done, navigate to the next CRM user (PSA will auto-save the changes you have made to this CRM user record). Click the down or up arrow located at the top right of the screen. Specify the following regions for the CRM users below: Parent region Region CRM user Northeast New York As admin Illinois Chicago Beheerder Midwest Illinois James Bond Once you are done with the last CRM user, Hit the disk of the auto-save (at the bottom right of the screen). Once you are done click CRM users in the navigation bar. If you are familiar with CRM you can create a view with an additional column to display the Region of each user. 24

25 2.1 ORGANIZATION AND FINANCIALS (BASIC) BUSINESS CLOSURES Introduction Business Closures are used to set the days that your organization(s) will be closed and are defined by legal entity. They will be displayed in the Utilization Sheet, in the Utilization grid and in the Availability Sheet. Because some projects do require that work is done during business closure days, as a general rule PSA will allow you to schedule activities on these days and let you decide if it should be the case or not. Exercise 1: Create your business closure days Scenario: Your organization has the following business closure day. Business Closure Start / End Date Legal entity National Holiday Start: Select Monday in two weeks from now. Assistance Software NA End: Select Tuesday in two weeks from now. Follow the detailed steps below to create the business closures days of your legal entities. Step 1: Create a business closure Under psasuite SETTINGS, click Business Closures. To create the first business closure click + New. 25

26 2.1 ORGANIZATION AND FINANCIALS (BASIC) In the next screen fill out the fields of the General section Name: Enter the name of the business closure day. o Enter National Holiday. 2. Legal Entity: Enter the name of the legal entity to which this national holiday applies. o Select Assistance Software NA. 3. Start Date / End Date: o Start date: Enter the start day of the business closure day. Select Monday in two weeks from now. o End date: Enter the end day of the business closure day. Select Tuesday in two weeks from now. 4. Duration: This field is automatically calculated by PSA. It will define the duration based on the start date at 12:00am of the business closure day and its end date at 12:00am, i.e. 24 hours will represent 1 day. Once you are done hit Save. Now click Business Closures in the navigation bar. You will see your newly created business closure day. 26

27 CHART OF ACCOUNTS Introduction 2.1 ORGANIZATION AND FINANCIALS (BASIC) The Chart of accounts is where you will create your General Ledger (GL) accounts. They will be used in the billing process when PSA generates the invoice and for integration with your financial solution. Note that GL accounts will also be used for cost of sales, transfer WIP and revenue recognition; for further explanation please refer to the related manual. This step-by-step guide only focuses on the billing process. GL accounts are assigned at the project template item level (invoice ledger field) of your project structures but can be overridden at the project item level of your projects and ultimately at the invoice line level of your invoices. You can choose to define a default value in the PSA record (invoices section) and leave blank the invoice ledger field of your project template items. In this case the invoice ledger field of the project item will also show blank and the invoice line will pick up the default value defined in the PSA. In the billing process PSA will first look at the project item for the invoice ledger account; if it can t find one it will then take the default ledger accounts of the PSA. If no gl accounts can be found, PSA will leave the corresponding field of the invoice line blank. The flow below illustrates the areas where you will find the invoice ledger accounts in PSA Suite and how they are managed in the solution. PSA : Default Ledger and Default Expense Ledger If no invoice ledger is defined at the project template item or project item level then will be picked up at the invoice line level. Project template item : Invoice Ledger This is standard configuration. Will override the default ledger accounts of the PSA. Project item : Invoice Ledger Will be automatically populated with the invoice ledger defined at the template level; if no invoice ledger is defined, will display a blank field. You can override this field. Invoice line : Ledger Will be automatically populated with the invoice ledger defined at the project item level. If no invoice ledger is defined, will take the default of the PSA. You can override this field. 27

28 Exercise 1: Create Ledger Accounts 2.1 ORGANIZATION AND FINANCIALS (BASIC) Scenario: You will create three ledger accounts: one for revenues related to services, one for revenues related to expenses and one related to sales tax Revenue Services, 8020 Revenue Expenses and 8999 Sales Tax Follow the detailed steps below to create the two ledger accounts in Assistance PSA. Step 1: Create ledger accounts Under psasuite SETTINGS, click Chart of Accounts. To create the first ledger account click + New. In the next screen, enter 8000 in the Ledger Code field. And Revenue Services in the Description field. If needed you can complete the other parameters here; for further information please refer to the Financials manual. Note that if you haven t installed PSA Financials then the values in these fields will be for information purposes only. For the purpose of this guide leave them blank. 28

29 2.1 ORGANIZATION AND FINANCIALS (BASIC) The grid will display financial transactions in PSA Financials. Your ledger account has been created, click New to create your second one. This time enter 8020 in the Ledger Code field and Revenue Expenses in the description. Hit Save. Now click New to create your last gl account. This time enter 8999 in the Ledger Code field and Sales Tax in the description. Hit Save. And in the navigation bar click Chart of Accounts. You will see your newly created GL accounts. 29

30 COLLECTION MANAGEMENT STAGES Introduction 2.1 ORGANIZATION AND FINANCIALS (BASIC) Collection Management stages will help you manage your receivables and are mainly used for reporting purposes. Exercise 1: Create Collection Management Stages Scenario: Your organization manages the following 5 stages. 10. Invoice sent 20. 1st reminder 30. Notice 40. Collection Agency 50. On hold Follow the detailed steps below to create these stages in Assistance PSA. Step 1: Create collection management stages Under psasuite SETTINGS click Collection Management Stages. To create the first credit management stage click + New. 30

31 2.1 ORGANIZATION AND FINANCIALS (BASIC) In the next screen enter Invoice sent in the Name field Now enter 10 in the stage field. This is the first stage of your billing follow-up process. Once you are done click Save and then + New. Go ahead with the creation of your other stages: 20. 1st reminder 30. Notice 40. Collection Agency 50. On hold Once you are done with the last stage, Hit Save. In the navigation bar click Collection Management Stages You will see your newly created Collection Management Stages. 31

32 TAX GROUPS AND TAX TYPES Introduction 2.1 ORGANIZATION AND FINANCIALS (BASIC) PSA Suite manages single tax types, multiple tax types, including the tax on tax scheme, and tax exempt scenarios. Tax groups are mandatory at the project item level of the project template. They can be overridden at the project item level and ultimately at the invoice line level. You can also manage your tax groups at the Account level, in which case PSA will calculate taxes based on the specificity of the Account when generating the invoice. For the detailed steps on how to configure PSA in this specific case please refer to Addendum Manage tax at the account level (last exercise of this section). Exercise 1: Create a Tax Group and Tax Type for a single tax scenario. Scenario: Your organization manages taxes at the project item level and needs to have the following tax schemes defined in PSA. Tax Scenario Tax Groups and Tax Types Single tax VAT 19.6% VAT 19.6% Multiple taxes GST & QST (with tax on tax scheme) GST 5% QST 8.5% (to be applied on Amount + GST) Tax Exempt Exempt Exempt This exercise will focus on the single tax scenario. Follow the detailed steps below to create the tax group VAT 19.6% and related tax type. 32

33 2.1 ORGANIZATION AND FINANCIALS (BASIC) Step 1: Create a tax type Under psasuite SETTINGS click Tax Types. To create the first tax type click + New. Start with the creation of a single tax type: Enter VAT in the Tax Type field. In the Description field specify 19.6%. If you have connected Assistance PSA with your financial back end application, you will select a Ledger via the dropdown menu. For the purpose of this exercise, select 8999 Sales Tax. Once you are done, Save the data; you need to create the tax group for this tax type. 33

34 Step 2: Create a tax group 2.1 ORGANIZATION AND FINANCIALS (BASIC) Under psasuite SETTINGS click Tax Groups. Click + New. In the new screen enter a Name for this Tax Group. Note that you can also specify a legal entity for your tax group; this field will be used for filtering your tax groups by legal entity. For the purpose of this guide we will leave this field blank for all tax groups. Once you are done Save the data. Click the + sign at the far right to assign a tax type to this group. 34

35 2.1 ORGANIZATION AND FINANCIALS (BASIC) In the Tax Type field of the next screen, use the lookup function to select the tax type that you have just created (VAT 19%). Enter the corresponding % for this tax type. Specify 1 in the Order field (for any tax group PSA will require an order in which it will calculate the tax). Leave the Tax on Tax box unchecked. Once you are done Save the data and at the top right of the screen close the window ( ). Notice that PSA displays a No in the Tax on Tax column for the Tax type. You are ready to create your next tax type and tax group; go to the next exercise. 35

36 2.1 ORGANIZATION AND FINANCIALS (BASIC) Exercise 2: Create a Tax Group and Tax Type for a multiple taxes scenario. Scenario: Your organization manages taxes at the project item level and needs to have the following tax schemes defined in PSA. Tax Scenario Tax Groups and Tax Types Single tax VAT 19.6% VAT 19.6% Multiple taxes GST & QST (with tax on tax scheme) GST 5% QST 8.5% (to be applied on Amount + GST) Tax Exempt Exempt Exempt This exercise will focus on the multiple taxes scenario. Follow the detailed steps below to create the tax group GST & QST and related tax types. Step 1: Create a tax type from the tax group entity The creation of your tax types can be done via the Tax type entity or via the Tax Groups entity; this exercise will show how you can create your tax types from the Tax Groups entity. Under psasuite SETTINGS click Tax Groups. Click + New. 36

37 2.1 ORGANIZATION AND FINANCIALS (BASIC) Enter a description in the Name field (ex: GST & QST) and Save the data. Click the + sign at the far right to assign a tax type to this group. PSA will open up a new window. In the Tax Type field click the Look Up Record In the Look Up Record window click + New. PSA will bring you to the Tax Type screen. Enter the tax type GST and description 5% for this new tax type. In the Ledger field select 8999 Sales Tax. Once you are done click Save and then + New; you want to create your 2 nd tax type now. 37

38 2.1 ORGANIZATION AND FINANCIALS (BASIC) Enter the tax type QST and description 8.5% for this new tax type. In the Ledger field select 8999 Sales Tax. Once you are done Save the data and at the top right of the screen close the window ( ). Back in the Tax Group screen, you will see that PSA has automatically selected your first tax type. Enter the Percentage value for this tax type: enter 5 (for 5%). Specify 1 in the Order field (this tax will be calculated on the amount only). Check the Tax on Tax box. Click Save and close the window ( ). Back in the Tax Group screen you will see the GST at 5% already linked to the Tax group. Click the + to link your 2 nd Tax Type. Select the tax type (QST). Enter and a tax Percentage: enter 8.5 (for 8.5%). Specify 2 in the Order field (This tax will be calculated on the amount + GST (5%) tax). Check the Tax on Tax box. 38

39 2.1 ORGANIZATION AND FINANCIALS (BASIC) Click Save and the window ( ). Back in the Tax Group screen you will see both tax types linked to the tax group. Notice that now PSA displays a Yes in the Tax on Tax column for the Tax type. Note: If you have multiple tax types that are not part of a tax on tax scheme: Leave the box Tax on Tax unchecked for each tax type. In the field Order give each tax type a sequential number (1, 2, 3, etc.) it will not impact the calculation of the tax amounts. Your Tax Group is now created. You are ready to create the next Tax Group; go to the next exercise. 39

40 2.1 ORGANIZATION AND FINANCIALS (BASIC) Exercise 3: Create a Tax Group and Tax Type for a tax exempt scenario. Scenario: Your organization manages taxes at the project item level and needs to have the following tax schemes defined in PSA. Tax Scenario Tax Groups and Tax Types Single tax VAT 19.6% VAT 19.6% Multiple taxes GST & QST (with tax on tax scheme) GST 5% QST 8.5% (to be applied on Amount + GST) Tax Exempt Exempt Exempt This exercise will focus on the tax exempt scenario. Follow the detailed steps below to create the tax group Exempt and related tax type. Step 1: Create a tax type from the tax group entity The creation of your tax types can be done via the Tax type entity or via the Tax Groups entity; this exercise will show how you can create your tax types from the Tax Groups entity. Under psasuite SETTINGS click Tax Groups. Click + New. 40

41 2.1 ORGANIZATION AND FINANCIALS (BASIC) Enter a description in the Name field: Exempt.. Because no tax will be applied here the Tax Group can be created without a tax type. To do so simply click Save on the command bar; PSA will save the group without any tax type and will not generate any tax line for the entry. If you need to report on tax exempt transactions you will need to create a tax type called Exempt with a zero value in the percentage field. Go ahead and create that tax type directly from this screen (repeat the same steps as the previous exercise). 41

42 2.1 ORGANIZATION AND FINANCIALS (BASIC) Addendum: Manage taxes at the Account level Important Note: In order to follow this exercise you must be familiar with the creation of project templates, accounts, projects and invoices. In the PSA Entity: Check the box Used account tax groups in the PSA screen. In the Tax Types entity create all your tax types. In the Tax Groups entity: Create your tax groups based on the specificity of the account (ex: by state, province, European, non-european, etc.) Link the corresponding tax types to the tax groups and define their respective % Example below: Customer located in the state of New York 42

43 2.1 ORGANIZATION AND FINANCIALS (BASIC) Create generic tax groups that you will link to your project template items according to the item type: services, goods, specific goods (ex: have a different taxation % than goods). Link all the corresponding tax types to the tax groups and define their respective % at 0. In the example below the tax groups contain all the possible tax types Goods. In the Project Template Items entity link each project template item with the generic tax groups according to the project item type. In the navigation bar click the dropdown menu of the project template item and go to Associated tax types. 43

44 2.1 ORGANIZATION AND FINANCIALS (BASIC) Add every tax types within this tax group. Note: if you need to apply account tax groups to existing projects, you have to change the tax group at the project item level and also add the relevant tax types to the project item via Associated Tax Types (also found in the navigation bar menu of the project item). In the Account:entity: Click an account to open the record. Add the field Tax groups in the Billing Information section of the Account screen (edit the form). Select the corresponding tax group. Note that you will need to update all your accounts with their corresponding tax group. 44

45 2.1 ORGANIZATION AND FINANCIALS (BASIC) When in the process of invoicing a project, PSA will calculate the tax for each project item according to its account tax group. It will calculate for each project item the corresponding tax %. It will first look at the tax types of the account tax group then look for the corresponding tax type in the tax group of the project item and finally it will look if that tax type is in the Associated Tax Type entity. If all criteria are met then it will apply the tax type % of the account tax group. In this example the Account tax group was: State Tax and Tax on services = 0 State Tax and Tax on goods = 5% and 3% Which was applied when calculating the tax on the invoice. 45

46 2.1 ORGANIZATION AND FINANCIALS (BASIC) BOOKING PERIODS Introduction Booking periods will allow you to manage time and expense entries for defined periods; if closed a booking period will prevent time and expense entries for that specific period while still allowing billing. Each legal entity must be set with at least one booking period (set as Always) in order for the resources related to the legal entity to book time and expenses. Booking periods and Time Cards: If you define a PSA user with the rights to be a Time Card User you must create 52 weekly booking periods for the legal entity related to this user (defined in the CRM user screen). These booking periods must start either on a Sunday or a Monday as defined in the PSA record, in the section Hours, First Day of the Week. Closing a Booking period: In order to close a period all time and expense entries within that period must have been approved according to the level of approvals checked in the PSA screen. If some or all of your PSA users are set to be a Time Card User you will only be able to close a booking period if the time cards of these users have been generated and approved. Exercise 1: Create Booking Periods. Scenario: You will generate the following booking periods for each legal entity of your organization: Assistance Software EMEA: Define one booking period (Always) for Assistance Software EMEA; you do not want to manage booking periods for this entity. Assistance Software NA: You will generate a series of 52 weekly booking periods for that legal entity. Follow the detailed steps below to create the booking periods of both legal entities. 46

47 2.1 ORGANIZATION AND FINANCIALS (BASIC) Step 1: Create booking periods Under psasuite SETTINGS click Booking Periods. By default there is one booking period already created that covers an endless timeframe. If you do not want to manage booking periods AND will not be using the Time Card functionality for any of your PSA Users simply leave this booking period as is do NOT delete it and link it to the legal entity of your organization. Note that If you have more than one legal entity for which you will generate projects and time/expenses entries you must create the same period (Always) for each one of them. You do not want to manage booking periods for the legal entity Assistance Software EMEA and no PSA Users related to this legal entity will use the Time Card functionality. Open the period and select Assistance Software EMEA in the Legal Entity field. Once you are done click Booking Periods to go back to the list display of the entity (PSA will automatically save the modification. 47

48 2.1 ORGANIZATION AND FINANCIALS (BASIC) Note: If you want to create a series of booking periods INSTEAD of defining one as endless, select the booking period Always and hit Delete on the command bar. Remember however that you can only delete a booking period if no entries have been posted during this period. This is not the case here, leave the booking period Always with the legal entity Assistance Software EMEA as is. You want to create a series of weekly booking periods for the legal entity Assistance Software NA; click Create Series on the local command bar. PSA will open up a new screen. Enter the start and end date of the series of weekly booking periods you wish to create. Select Jan. 1 st and Dec. 31 st of the current year. Use the dropdown arrow to select the legal entity to which they relate. Select: Assistance Software NA. Note that PSA will create booking periods for the weeks between Start and End Date including the weeks containing the Start Date and End Date. Once you are done, click Accept. 48

49 2.1 ORGANIZATION AND FINANCIALS (BASIC) Once the pop-up window has disappear PSA will have generated the booking periods. You may need to refresh the booking periods list to see them: By default the weekly series of booking periods will start on a Sunday. (You can change it for Monday in the PSA entity, under Hours, First Day of the Week. You will need to make this change prior to generating the booking periods). You will also see the status of the booking period; i.e. closed set at Yes or No. IMPORTANT NOTES: If you define a PSA user with the rights to be a Time Card User you must create weekly booking periods for the legal entity related to this user (defined in the CRM user screen). These booking periods must all start on a Sunday or a Monday as defined in the PSA record, in the section Hours, First Day of the Week.. Click the header of the Start Date column to sort the period and display the earliest at the top of the list. 49

50 2.1 ORGANIZATION AND FINANCIALS (BASIC) And click the first period to open the record. You will close the period (when need be) by checking the corresponding box. Note that in order to close a period all time and expense entries within that period must have been approved (if and according to the levels of approval checked in the PSA screen). Also note that if some or all of your PSA users are set to be a Time Card User you will only be able to close a booking period if the time cards of these users have been generated and approved. * Finally note that you can re-open and close a booking period at any given time (as long as the previous conditions are met when closing the period). You do not wish to make any changes or close the period; click Booking Periods to go back to the list display of the entity. 50

51 2.1 PSA SETTINGS The Fundamentals 2.2: PSA 51

52 2.2 PSA SETTINGS 2.2 PSA SETTINGS Introduction There are 4 steps when defining the general settings of the PSA Suite. Organization & Financials (Basic) PSA PSA security roles Employees The second one is to define the PSA record of the solution. This step will require that you set-up the different functionalities of PSA Suite according to your business processes and requirements. What you will learn in this section. In this section you will learn how to: Define the PSA record according to the business processes and requirements of your organization. 52

53 2.2 PSA SETTINGS PSA SETTINGS Introduction The PSA record is where you will set-up the different functionalities of PSA Suite according to your business processes and requirements, e.g.: Naming convention, levels of approval, hours entry scope Case management, project item activities, hourly rate adjustment Alerts & forecast parameters Outlook retrieval, etc. When installing PSA Suite you will need to create this record* and it will remain unique; i.e you will only have one PSA settings record for your whole organization. It is this record, therefore, that you will modify here. *Ref Installation and Configuration document of PSA on our website. Exercise 1: Define the PSA of your organization Scenario: You need to set up your organization in PSA Suite according to the following business requirements (see below): Naming convention: The following naming convention must be defined. Entity Program Project Expense claim Invoice Prefix PRG. as the default Prefix PRGEMEA. for Assistance Software EMEA. 20XX. (enter the last two digits of the current year) EXP. INV. Approval: You want both Project management and Administrative approvals on your hours and expenses. You also want your expense claims to be approved but only once the expenses have been approved. Time and expenses: You will book time towards CRM cases and project item activities. You want to use adjusting factors for overtime and travel time. You do not want the description field to be mandatory in the timesheet. Mileage is billed at a selling rate of $0.55. This is also the cost rate used for reimbursing mileage to the employees. 53

54 2.2 PSA SETTINGS People should be able to book time towards all the projects within the organization. The timesheet should display Project item activities, Location as well as the first active project item once a project has been selected. Invoicing: You will set a default ledger account for your hours (8000 Revenue Services) and your expenses (8020 Revenue expenses). You want the Name of your recurring invoices to display the period billed. Alerts and Forecast Alerts: 75% for yellow threshold / 90% for red threshold. You want your forecast to be based on a monthly period. Follow the detailed steps below to define the PSA of your organization. Step 1: Define the PSA of your organization. Under psasuite SETTINGS click PSA. You can only have one setting record for your organization and you will generate it when you install Assistance PSA (Ref. Installation and Configuration document of PSA on our website). Click the record in order to open it*. Note: If you try to create a new PSA record, upon saving it you will get an error message informing you that you cannot have more than 1 record in the table. 54

55 2.2 PSA SETTINGS In the next screen review and adjust the settings according to your business requirements: PROGRAM: 1. Program Number Prefix: The program number prefix is determined by you and can be alphanumeric. Enter PRG. 2. Program Number: This number is generated automatically and consists of 4 digits starting by default at 1. You can also define a number from which to start the sequencing (ex: 10000). Leave the field blank, you want PSA to generate the sequence at Program per Legal Entity: If you have more than one legal entity you can define specific program naming convention for each one of them. To do so, click the + sign. PSA will open up a pop-up window. Select the legal entity for which you want a specific naming convention. Select Assistance Software EMEA. Enter the Program Number Prefix specific to the legal entity. Enter EMEA. Enter 1000 in the Program Number field. Hit Save and close the window ( ) to return to the previous screen. 55

56 2.2 PSA SETTINGS Now whenever you create a program related to Assistance Software EMEA the naming convention will consist of EMEA.100X (The sequence will be automatically generated by PSA starting at 1001). If you create a program for any other legal entity the naming convention will consist of PRG.000X (The sequence will be automatically generated by PSA starting at 0001). Now scroll down to the Projects section (you can also click the label Programs in order to collapse the section and give room to Projects) PROJECTS: 1. Project Number Prefix: The project number prefix is determined by you and can be alphanumeric. Enter 201X. (Enter the current year followed by a dot) 2. Project Number: This number is generated automatically and by default will start at KPI Costs comparison: This settings is used for the Forecast Amounts in the Status Report of a project as well as the Spent money in both the KPI Chart and KPI Chart II of the project module (this chart is delivered out of the box by PSA). Set the parameter to Selling Amount. You will get a message that changing the value in this field will not change existing entries in the database, onfly future entries; click OK. Note that this setting is also used in the revenue recognition process of Assistance Financials; for further explanation please refer to the training documentation on Assistance Financials. 56

57 2.2 PSA SETTINGS 4. % Complete Method: If you select via Budget PSA will automatically update the % of completion of the project item (field Prc Complete) based on the % of completion entered at the budget line level. If you select Manual you will manually enter the % of completion of the project item (field Prc Complete). Select Manual. 5. % Complete Base: This settings is used in the revenue recognition process of Assistance Financials; for further explanation please refer to the training documentation on Assistance Financials. Leave the field as is. Note that if no option is selected PSA will use the Budget value. 6. Custom Project Attributes: This will allow you to copy custom fields when copying a project. In order to do so enter here the schema Names (e.g. new_region) of custom attributes on the psa_project entity from which the value also needs to be copied during Copy Project. Note that if you have more than one schema names, they need to be separated by a space. 7. Default Project Report: You can define a default project report for all your projects. Note that this selection can be overwritten at the project level. In the command bar, click Project Report. And check the box Project Calc Forec US ; PSA will automatically close the window. PSA will now display your selection in the field. 8. Print Server: A print server can be configured for the purpose of printing the Gant Chart. The URL of the print server is to be entered here. 9. Project per Legal Entity: As with Programs if you have more than one legal entity you can define specific project naming convention for each one of them. This is not the case here; leave this section blank. 57

58 2.2 PSA SETTINGS Now go to the next section: Hours. HOURS: 1. Project Management Approval: Check the box, you want project managers to approve hours. 2. Administrative Approval: Check the box, you also want administrative approval on hours 3. Case Management: Check the box, you will link your time entries to CRM cases. 4. Hours Entry Scope: This field will determine if your employees can post entries to all projects or only to projects where they are team members. Click the dropdown menu and select All Projects 5. Hourly Rate Adjustment: Check the box, this option will allow you to apply an hourly rate adjustment to a time entry. 6. Show link to Project Item Activities: This option will display the field Project item activity in the timesheet screen allowing the user to post time towards project item activities. Check the box. 7. Hours Description Required: If you check this box, PSA will make the description field mandatory in any time entry (Timesheet entry or via the Hours entity). Leave the box unchecked. 8. Hours Location Required: If you check this box, PSA will make the location field mandatory in any time entry (Timesheet entry or via the Hours entity). Leave the box unchecked. 58

59 2.2 PSA SETTINGS 9. Exchange URL/Exchange Online: This field allows connection to the exchange server for the Outlook retrieval of appointments into the timesheet. For more details, please refer to the installation document. 10. Hours per day: The official number of working hours of your business will be entered here. PSA will use this value for converting Day Rate into Hours (and vice versa) with the option Calculate back to hourly rate based on hours per day setting in PSA for budget. It will also use this number when converting Day Rate in hours for forecast entries. Enter Day Rate: This setting will provide you with 3 options: One full day rate per hour booking. Calculate back to Hourly Rate based on Hours per day setting in PSA. Calculate back to Hourly Rate based on Hours per day setting in User. Select One full day rate per hour booking. Note: The scenario below illustrates how each option will behave with regards to budget, forecast and actual time entry. Scenario: Day Rate in the Hourly Rates table is defined at $1000 Number of hours booked: 2 Hours per Day in User (in CRM User record): 8 Hours per Day in PSA : 6 Actual time entry: One full Day Rate per Hour Booking: calculated amount is $1000. Calculation: no matter how many hours are booked on a day, the fixed Day Rate is used. Calculate back to Hourly Rate based on Hours per Day setting in PSA : calculated amount is $ Calculation: $1000/6 = $ * 2 = $ Calculate back to Hourly Rate based on Hours per Day setting in User : calculated amount is $250. Calculation: $1000/8 = $125 * 2 = $250. Budget entry: Budget lines are created with quantities; a budget entry on a Project Item with Item Type 'T&M (Day Rate)' is calculated with a quantity of days. The calculated amount for all 3 options is the Number of days * Day Rate ($1000). Forecast entry: Forecast lines are created with a number of hours. The Forecast uses the setting 'Calculate back to Hourly Rate based on Hours per Day setting in PSA '. 59

60 2.2 PSA SETTINGS The calculated amount for all 3 options is Number of hours * Calculated hourly rate ($ = $1,000/8 hours day). Budget and Forecast generated from the Gantt chart: When the Budget lines are created, the number of hours is converted into days if the Project Item Type is 'T&M (Day Rate)'.; to do so PSA will use the 'Hours per Day' in the PSA record. The calculated amount for all 3 options is Number of days * daily rate ($1,000). The forecast lines are created with a number of hours. Since the project item Type is 'T&M (Day Rate)' PSA uses the setting 'Calculate back to Hourly Rate based on Hours per Day setting in PSA ' to calculate the forecast entry. The calculated amount for all 3 options is Number of hours * Calculated hourly rate ($ = $1,000/8 hours day). 12. First Day of the Week: This parameter is used: Note that hovering your mouse over the field will provide an additional description of the option. To generate a series of booking periods; by default it is set to Sunday, however, you can change it to Monday. The change must be done prior to generating the booking periods. If you select Monday Gantt chart will display the first day of the week as Monday and not Sunday. Leave the field as Sunday. 13. Week-ends are workdays: If this option is checked, weekend days will be considered as work Days in the Gantt Chart; i.e. hours will be planned on Saturdays and Sundays (these days will not skipped). Note that this option has no influence on Equipment planning. In the case of Equipments, weekends cannot be excluded. Note that hovering your mouse over the field will provide an additional description of the option. Leave the option unchecked. 14. Show user picture : If this option is checked the uploaded picture of your CRM User is displayed in the Utilization Sheet. Leave the option unchecked. 15. Enable Editing in PM Approval screen: This setting will define the level of modification a project manager will have in the PM Approval screen. There are three possible options: No: this option will only allow the project manager to approve the time entry and prevent him/her from changing any element of the time entry. Yes. All editable columns except Hours. This option will allow the project manager to change any editable column of the time entry with the exception of the number of hours. Yes. All editable columns. This option will allow the project manager to change any editable column of the time entry including the number of hours. Select this last option. 60

61 2.2 PSA SETTINGS 16. Show Account/Activity in Timesheet Line: These two settings will display respectively a column for Account and a column for Project Item Activity in the Timesheet by Line. Check both boxes. 17. Show Location in Timesheet: This setting will display the Location field in both Timesheets and allow resources to specify the location where the time was spent (according to the Locations created in the Locations entity. Check the box. 18. Show Location column in Timesheet by Line: This setting will display a column for Location in the Timesheet by Line. Leave the box unchecked. 19. Show Program in Timesheet: This setting will display the column Program in the Search screen of both Timesheet. Check the box. 20. Select First Active Item: This setting will auto populate the field Project Item of a new time entry with the first active project item in alphabetical order of Item ID. If the setting is not active, then the field for project item of a new time entry is empty by default; the user will then have to select an active project item manually. Check the box. Exchange per Legal Entity: This is the last settings of the Hours section and will allow you to define specific Exchange settings per legal entity. This doesn t apply here; leave this section blank. Navigate to the next section: Expenses. 61

62 2.2 PSA SETTINGS EXPENSES: 1. Claim Number Prefix: Expense claims will allow you to group together multiple expenses for reimbursement purposes. The claim number prefix is determined by you and can be alphanumeric. Enter EXP. 2. Claim Number: This number is generated automatically and will start by default at Expense Claim Approval: Using the dropdown menu, select only allow Claim approval if all Expenses are approved. 4. Project Management Approval: Check the box; you want project managers to approve expenses. 5. Administrative Approval: Check the box; you also want administrative approval on expenses. 6. Selling price per mile/ Cost price per mile and Default Travel Expense item: The first 2 parameters will allow you to establish a standard selling and cost price per mile (or kilometer) for all your projects. PSA will leverage the selling price when generating the Mileage/kilometer expense entry in the Timesheet entry screen (Ref. Module 5. Timesheet). The Default Travel Expense Item can be set as a default item for the entry (the project item can be overwritten however in the timesheet entry screen). Finally note that you can override the standard selling price per mile at the project level and the cost price per mile in the PSA user screen. Enter 0.55 in both the Selling Price per mile and the Cost price per mile fields. Leave blank the field Default Travel Expense item ; you will need to come back here once you have created your project templates 7. Expenses Category:.This option relates to Expenses Categories that you can create in the PSA Suite and select when booking expenses. You can decide to Hide, Show or make them Mandatory when booking expenses. You do not want to leverage Expenses Categories, select Hide. Navigate to the next section Invoices. 62

63 2.2 PSA SETTINGS INVOICES: Default Invoice Number Prefix: The invoice number prefix is determined by you and can be alphanumeric. Enter INV. Invoice Number: This number is generated automatically and the sequence will start at 0001 by default. Leave the field blank; you want PSA to generate the number automatically. Default Ledger: If you have connected Assistance PSA to your financial back-end solution, you can specify a Default Ledger account as well as a Default Expense Ledger account for your project items. Note that when generating an invoice PSA will only use these ledger accounts if it can t find any at the project item level. Use the look-up function to select the ledger account 8000 Revenue Services for your Default Ledger. Use the look-up function to select the ledger account 8020 Revenue Expenses for your Default Expense Ledger. Default Invoice Report: As with your Projects, you can also define a default invoice report here. On the command bar, simply click Invoice Report. And check the box Invoice_3_US PSA will then display your selection in the field. Start Invoice Name with Invoice ID: If you check this box PSA will start the invoice name with the invoice ID (which corresponds to the CRM invoice ID). Leave it unchecked. 63

64 2.2 PSA SETTINGS Add Period to Invoice Name for Recurring Item: If you check this box PSA will display the selected recurring invoice period next to the name of the invoice. Ex: Monthly billing ( ). Check the box. QuickBooks: This option is intended for a connection with QuickBooks. If this is enabled the invoice line description will be empty. Leave the field unchecked. Use Account Tax Groups: This option will allow you to manage tax groups at the Account level. These groups will overwrite the ones defined at the project item level. Note that you will need to modify your account s form in order to display the tax group field in the account screen. Leave the box unchecked. Omit Sales Tax Calculation: If you check this option PSA will not calculate any tax when generating the invoices. This option will allow you to manage tax groups at the Account level. These groups will overwrite the ones defined at the project item level. Note that you will need to modify your account s form in order to display the tax group field in the account screen. Leave the box unchecked. Due days: This option is the general setting for the invoice due date calculation. The invoice due date is calculated from the Invoice Date Delivered and will be displayed in the corresponding Due Date field of the invoice form. The number of days can also be set per Legal Entity (see below invoice per Legal Entity) or per account which will overrule the PSA settings. Enter 30. Lines per Transaction Process: This option allows you to define the number of invoice lines PSA generates at a time when creating an invoice. It should be used if you generate a significant number of lines on a invoice as it will prevent a time out of Microsoft CRM. As an example if you ve entered 40 in this field and create an invoice that has 200 lines, PSA will generate the lines in 5 times for that single invoice. Leave the field blank. The section Invoice per Legal Entity will allow you to define specific naming convention for your invoices per legal entity. 64

65 2.2 PSA SETTINGS As well as specific default ledger accounts for each one of them: In both cases simply follow the same steps as with the other legal entity settings. For the purpose of this exercise leave both sections blank. The next two parameters will complete the PSA settings record of your organization: Alerts: This feature will allow you to define up to 2 alerts based on % of spent hours vs planned hours at the project item activity level. These alerts will also roll up to the project item. Alert Threshold Yellow %: Enter 75. Alert Threshold Red %: Enter Forecast: Forecast period: With this field PSA Suite gives you the option to define your forecast entries on a monthly or a weekly period. Select Monthly. Forecast item: This field allows you to generate forecast entries at the project item level. Check the box. Navigate to the next section: License. The License section will display the type and number of licenses of your organization. Note that this information is generated by the License Key and can t be modified manually. Also note that the screen capture of the step by step guide may vary from your own training environment. 65

66 2.2 PSA SETTINGS You have already accepted the End-User Sublicense Agreement (EULA) when you installed Assistance PSA, go to the bottom right of the screen: If you see Unsaved changes click the disk to save the data. If this message doesn t appear, simply navigate away; CRM will have already saved your data. 66

67 2.3 PSA SECURITY ROLES The Fundamentals 2.3: PSA security roles 67

68 2.3 PSA SECURITY ROLES 2.3. PSA SECURITY ROLES Introduction There are 4 steps when defining the general settings of Assistance PSA. Organization & Financials (Basic) PSA PSA security roles Employees The third one is where you will: Review the Standard PSA Security roles and, if applicable, create custom PSA security roles. Assign to your CRM Users their respective PSA security roles. Assign to your CRM Teams their respective security roles (for access to the Gantt chart & Utilization Sheet). What you will learn in this section. In this section you will learn how to: Create a custom PSA security role. Assign to your CRM Users their respective PSA security roles. Assign to your CRM Teams their respective security roles (for access to the Gantt chart & Utilization Sheet). 68

69 2.3 PSA SECURITY ROLES PSA SECURITY ROLES Introduction Security is a standard CRM functionality Assistance PSA leverages Microsoft Dynamics CRM security therefore the creation of its roles is done at the same place as with the standard CRM security roles. The only difference being that all the different entities of PSA will actually be grouped under one tab: custom entities of the CRM security role screen. This is standard CRM functionality with of course the 3 familiar dimensions: privileges, entities and access levels Privileges Entities Access levels Allowing you to define what your users will be able to do (create, read, write, etc) with regards to each of the listed entities (projects, expenses, hours, etc) and to what extent (via the access levels). 69

70 2.3 PSA SECURITY ROLES Based on the owner of the record and the business unit structure, you will have up to 5 access levels. Project Record Owner Access levels In the case, for example, of the possibility for a user to delete a project; you can decide that: None Selected: This person will have no access at all to the right of deleting a project User: will be able to do it but only for the project records that he or she owns Business Unit: will have the same access as before plus any record owned by anybody else within the same business unit Parent Child Business Unit: and if the business unit structure is more complex you can extend it to any business unit that is a child of the one the person is assigned to Organization: Finally you can decide that the user can do it for any record owned by anybody in the organization. PSA security roles Out of the box PSA Suite will provide you with a series of standard PSA roles. Best practices regarding PSA Security Roles are: To give PSA Users an out-of-the-box PSA Security Role which comes closest to what they need to do in Assistance PSA, e.g. PSA Limited User for time and expense entry, PSA Invoice User for creating invoices, etc. Never change the out-of-the-box PSA Security Roles. If they need to be changed for organizational requirements, create a copy of the PSA Security Role and rename the copied Security Role. Make changes only in copied and renamed PSA Security Roles. Important notes: New releases of Assistance PSA might contain new functionalities that require additional permissions/privileges in Microsoft Dynamics CRM. These additional permissions/privileges are added to the out-of-the box PSA Security Roles when a new Assistance PSA Solution is imported. They are also documented in the Release Notes of new PSA releases. 70

71 2.3 PSA SECURITY ROLES Copied and renamed PSA Security Roles are not updated with the additional permissions and privileges. The Release Notes of new PSA releases will provide you however with the details of the additional permissions and privileges and enable you to update your customized PSA security roles accordingly. In addition to PSA security roles your users might also need access and rights to different CRM entities such as accounts, opportunities, products, etc. You can add these access/rigths to your customized PSA roles or link the standard CRM roles in addition to the standard PSA roles to your users (see example below). CRM user (Sara Davis - PM) CRM user (Mike Ray - Consultant) Security roles linked to CRM users PSA security role PSA Full User PSA security role PSA limited User CRM security role Sales Manager CRM security role Salesperson 71

72 2.3 PSA SECURITY ROLES Exercise 1: Create a custom PSA Security Role. Scenario: You need to create a custom PSA security role for your project managers: PSA Project Manager: it will be based on PSA Administrator and you will restrict the access level for the right of deleting projects to User. Follow the detailed steps below to create your security role. Step 1: Create a custom PSA security role Under click Security. Click Security Roles. If your organization has multiple business units, validate that you are in the correct one: if not, change it using the dropdown menu. 72

73 2.3 PSA SECURITY ROLES PSA will deliver out of the box 7 specific roles (PSA Administrator, PSA Financials, PSA Full user, PSA Invoice user, PSA Leave Administrator, PSA Limited user and PSA Program manager). You will use them as the basis for creating the security roles of your organization. Click the check mark next to PSA Administrator. Open the menu More Actions. Select Copy role. Best practice recommends leaving intact the standard roles and modifying the copied version only. Enter the Name of your role. Leave this box checked as you want CRM to open the new role when the copy is completed. Click OK. 73

74 2.3 PSA SECURITY ROLES Go to Custom Entities. In the Custom Entities screen, you will find all the tables and functionalities of PSA. You will also recognize the same types of rights and privileges as the ones defined in the other CRM tabs You want to restrict the access level for the right of deleting projects to User Scroll down to Project and click twice in the Delete column until the circle displays the appropriate access level. 74

75 2.3 PSA SECURITY ROLES Once you are done, save your data but remain in the same window You will notice that the other tabs have almost totally been left blank. You can choose to also define the CRM access of your project manager in this role (ex: create invoice) or you can choose to leave this role as is and link it to a user in combination with a CRM role such as Sales Manager which already provides the necessary rights for billing. Best practice is this last option as it will give you greater flexibility in managing your roles. Click Save and Close role., you have completed the creation of your custom PSA security Note that as with the legal entities and departments you can already link this custom security role to your CRM users. To do so please refer to the exercise below. 75

76 2.3 PSA SECURITY ROLES Exercise 2: Assign a security role to your CRM users To assign a security role you can: Under, navigate to Security and Click Users. OR Under psasuite SETTINGS navigate to CRM Users. Select one user and open the record. In the next screen click Manage Roles on the local command bar. In the next dialog box, select PSA Project Manager and Sales Manager. Click OK. 76

77 2.3 PSA SECURITY ROLES To validate that the roles have been associated to the user, click the dropdown menu of the user and select Security Roles. The roles you have selected are now displayed. Follow the same steps to link these 2 roles to all your CRM users. 77

78 2.3 PSA SECURITY ROLES Exercise 3: Assign a security role to a CRM team. Scenario: Since your organization will work with project item activities it is possible that you will want to assign these activities to CRM teams in the Gantt chart. In order to do so you need to ensure that the CRM team possesses the appropriate security role. The minimum requirements in the security role rights are the following: In the tab Custom Entities the Item Activities Connection entity must have the Read privilege. In the tab 'Core records' with the entity Activity : create, read, write, delete, append, append to, and assign rights need to be enabled. Note that the last circle 'Share' must also be enabled; it is sufficient however to assign this right to user only. For the purpose of this course you will assign the CRM role System Administration to the CRM Team Training. Follow the detailed steps below in order to assign the role to your CRM Team. Step 1: Assign a security role to a CRM team Under Click Security and then Team. 78

79 2.3 PSA SECURITY ROLES Click the CRM team displayed to open the record In the next screen, in the local command bar click Manage Roles For the purpose of this course, select System Administrator And click OK You have completed the association of the security role to the CRM team. 79

80 2.4 EMPLOYEES The Fundamentals 2.4: Employees 80

81 2.4 EMPLOYEES 2.4 EMPLOYEES Introduction There are 4 steps when defining the general settings of Assistance PSA. Organization & Financials (Basic) PSA PSA security roles Employees The 4 th and final one is the configuration of your employees; a three-steps process where you will: 1. Define your CRM users with their respective organizational information, security role and work & leave parameters as well as create their related banks of hours (vacation and sick). 2. Create your PSA users to grant your resources access to PSA as well as provide them with specific rights and scope in addition to some personal settings. 3. Create your HR employees in order to give them access to specific HR functionalities related to resource planning (e.g. skills) and leave (e.g.request for leave). The grid below displays the three different entities of an employee and their respective functionalities: New Employee CRM User Legal Entity & Department Region Direct Report Manager Security Role Hours per day, per week & percentage direct CRM work hours Address (bing maps) Leave (consolidate vacation) & Banks of hours Associated Hour types PSA User PSA license Time card Default hour type Base Unit hour bookings Admin approval rights Scope Forecast Resource Assignment scope Scope Gantt Chart Scope Utilization Sheet Access to Utilization Grid Reimburse per mile Show Allowances in timesheet Delegate & own approver First day of the full week view of the timesheet HR employee Skills Request for Leave (vacation & sick) 81

82 2.4 EMPLOYEES What you will learn in this section. In this section you will learn how to: Define the Direct Reports Manager of your resources (to be leveraged for administrative approval rights). Define your CRM users with their respective work and leave parameters. Create both the Vacation and Sick leave bank of hours of your resources. Create your PSA Users. Create skills. Create your HR Employees and relate to them their respective skill(s) and level(s). Note: the exercises related to the Legal entities and Departments, Regions and PSA Security Role of your CRM users are to be found in the corresponding sections of this guide. 82

83 2.4 EMPLOYEES CRM USERS Introduction The creation of your employees consists of a three-steps process; the first one is the definition of your CRM users. This is where you will define your CRM users with their respective organizational information, security role and work & leave parameters as well as create their related banks of hours (vacation and sick). 1. ORGANIZATIONAL INFORMATION: Consist of relating the respective legal entity and department to each CRM user. By doing so you will: Determine if the user can book time and/or expenses within a specific booking period (open or closed for that legal entity). Will be used as a parameter for administrative approval rights. Be used as a filter option in the Hours Analysis entity as well as advanced functionalities (Utilization Sheet, Availability Sheet, Overall Gantt chart, etc) In addition to a legal entity and department you can also identify a Direct Report Manager for your resources via the CRM field Manager of the CRM user screen. This field can be leveraged in the business logic of PSA Suite; it will allow you to select an administrative approval user that is independent, from a hierarchy stand point, of your legal entities and departments in the PSA Suite. This means that if the approver supervises multiple departments or if you have multiple approvers within the same department you will be able to use this field as a direct report to the user and give him/her (the Manager) administrative approval rights on hours, expenses and/or expense claims (ref. PSA User section). 2. PSA SECURITY ROLE: consist of relating one or more PSA Security roles to provide your users with access and rights to PSA entities based on their business unit. 83

84 2.4 EMPLOYEES 3. WORK PARAMETERS: Although the work parameters can be used for general reporting they primarily serve a specific purpose in one or multiple functionality within the PSA Suite. Hours per day: represents the official number of work hours per day a resource must complete. It is used when converting days into hours for actual time entry (posted with a daily hour type) when the PSA parameter is set to Calculate back to Hourly Rate based on Hours per day setting in User (ref. Module 2., section 2.2 PSA ). Hours per week: represents the official number of work hours per week a resource must complete. Will be displayed in the Timesheet and used to calculate the number of hours still to be booked to complete the timesheet. Will be displayed in the Hours Analysis and used to calculate the number of hours still to be booked to complete the week. Will be used in the PSA Forecast dashboard* to calculate the work capacity of the resource. Will be used to validate if a timesheet can be posted to a time card when the settings is set to Yes, full week mandatory. Percentage Direct: represents the target of billable hours a resource must meet. Will be displayed in the Hours Analysis and used to calculate the balance of percentage direct still to meet per resource. Will be displayed in the PSA Forecast dashboard* and used as a mark for both planned and actual billable hours of each resource. *The PSA Forecast dashboard is a standard PSA dashboard (delivered out-of-the-box). 84

85 2.4 EMPLOYEES In addition to its own Work parameters, PSA will leverage some standard CRM settings, they are: CRM Work Hours: PSA Suite will leverage the Work Hours functionality of CRM, more specifically the work schedule of each one of your resources, to calculate their work capacity and respective level of utilization. This information will be used in the Requirements tab of the Gantt chart of your projects as well as in the Utilization Sheet. CRM User Address: PSA Suite will leverage the address of the Details tab of your CRM users with the Show Map functionality of the Utilization Sheet. The address specified here will be used in conjunction with the address defined in the Project Location of your project to show in Bing Maps* where each resource is located with regards to the selected project. Note that the minimum requirement for the respective adress of the resources and the project is a city and corresponding country. Also note that in order to display the address of the employee(s( and project in the Bing Maps one needs to be a registered user of Bing Maps. 4. LEAVE PARAMETERS: In addition to work parameters you can also set the annual leave (for vacation) of your employees and create their respective Vacation and Sick leave bank of hours. In this case the timesheet will update the information with regards to the time used (but only once the time entries have been approved with the second level, i.e. Admin Approved this in order to ensure that the time entries 85

86 2.4 EMPLOYEES can no longer be modified) and allow PSA to calculate the remaining amount left in the bank of hours. Note that you will need to link specific hour types to the vacation and sick leave banks of hours respectively in order for the banks to be updated with time entries. Vacation Leave Balances for a period can be closed when all leave hours for that year have been booked and approved. New balances for the next year are created automatically with the remainder of the closed year added to the Number of hours (Annual Leave in CRM User record) of the employee. 86

87 2.4 EMPLOYEES Exercise 1: Define the direct report Manager of your employees. If you want to leverage the CRM field Manager as the direct report manager of your employees for administrative approval you will need to identify a CRM user in the field Manager of the CRM User screen. Follow the detailed steps below to define the Direct Report Manager of your CRM users. Note: the exercises related to the Legal entities and Departments, Regions and PSA Security Role of your CRM users are to be found in the corresponding sections of this guide. Step 1: Define the direct report Manager of your CRM users. Under psasuite SETTINGS click CRM Users. In the list display double-click the name of Beheerder Last name to open the record. In the section Organization Information (right hand side of the screen) you will find the information that you have already entered in previous exercises. Go to the field Manager and use the look up to select James Bond as the direct report Manager of Beheerder. Once you are done hit Unsave changes at the bottom right of the screen. 87

88 2.4 EMPLOYEES Exercise 2: Define the work and leave parameters of your employees. Scenario: In previous exercises you have already set up your employees with their organizational information as well as with their respective security roles; you will now define their work and leave parameters. Update your CRM users according to the table below: Employee April Meyer As Admin Beheerder James Bond Hours per week Hours per day Percentage Direct Annual leave Follow the detailed steps below to define your CRM users. Note: the exercises related to the organizational information and security role of your CRM users are to be found in the respective sections of this guide. Step 1: Define the work and leave parameters or your CRM users. Under psasuite SETTINGS click CRM Users. In the list display double-click the name of April Meyer to open the record. In the section Organization Information (right hand side of the screen) you will find the information that you have already entered in previous exercises. 88

89 2.4 EMPLOYEES Navigate to the PSA section (left hand side of the screen) Hours per Week: Represents the number of hours per week that this employee is set to work. Enter Hours per Day: Represents the number of hours per day that this employee is set to work. Enter 8 3. Percentage Direct: Represents the target of billable hours this employee must meet. Enter Hours Booked until: The information displayed in this field comes from the timesheet (report ready feature see Module 5.Timesheet for more information). It indicates until what day the employee has defined his/her timesheet as completed. 5. Annual Leave: Represents the number of hours this employee is entitled to take on an annual basis. Enter 160 (4 40 hours/week). You have completed the set up of your first employee. Navigate to the next one using the down arrow located at the top right of the screen. PSA will automatically save the changes. Now define your other employees according to the scenario. Employee As Admin Beheerder James Bond Hours per week Hours per day Percentage Direct Annual leave

90 2.4 EMPLOYEES Exercise 3: Define/modify the CRM work hours of your employees Scenario: Your will define the following weekly schedule for all your employees: Work Hours Work days Business Closure Date range 9:00am to 5:00pm (no break) Monday to Friday Do NOT observe From January 1 st of this year Follow the detailed steps below to define the work hours of the scenario. Step 1: Define/modify the work schedule of your employees Under psasuite SETTINGS click CRM Users. In the list display select AS Admin and click it to open the record. In the next screen go to the navigation bar and click the dropdown menu next to AS Admin. Select Work Hours. 90

91 2.4 EMPLOYEES You will recognize the standard CRM Work Hours screen. Now go ahead and set up your own work schedule. Double-click on the schedule of any day. A pop-up window will open. Select the last option: Entire Recurring weekly schedule from start to end. Click OK. In the next pop-up window click Set Work Hours. Change the start time to 9:00am and the end time to 5:00pm. 91

92 2.4 EMPLOYEES At the bottom of the screen you will see the number of hours per day set to 8. Do NOT add a break; this will not be taken into consideration by PSA when distributing the hours of a Project Item Activity to a user. Click OK. Back in the pop-up window go to the Work Days section and uncheck Sunday and Saturday. Leave the option Business Closures to Do not observe. PSA leverages its own business closures by legal entity. Leave the Date Range as is Once you are done click Save and Close. Your work hours have now been changed. Repeat the same steps for your other employees. 92

93 2.4 EMPLOYEES Exercise 4: Define the address of your employees (Bing Maps feature of Utilization sheet) Scenario: Your will define the following addresses for each one of your employees (note that for the purpose of this guide you will only enter a city and corresponding country). Employee City Country AS Admin New York USA April Meyer New Haven USA James Bond Allentown USA Follow the detailed steps below to do so. Step 1: Define the address of your employees Under psasuite SETTINGS click CRM Users. In the list display double-click AS Admin in order to open the record. In the next screen navigate to the Details section and click the Address field. 93

94 2.4 EMPLOYEES Enter New York in the field City. Enter USA in the field Country/Region. Now click Done. Your address is now displayed. Once you are done navigate to the next employee using the down arrow right of the screen. PSA will automatically save the changes. located at the top Define the address of your other employees according to the scenario below. Employee City Country April Meyer New Haven USA James Bond Allentown USA 94

95 2.4 EMPLOYEES Exercise 5: Create the vacation bank of hours of your employees. Scenario: You need to create the vacation bank of hours of your employees. Employee Vacation bank of hours AS Admin 160 April Meyer 160 James Bond 120 Follow the detailed steps below to do so. Step 1: Create the Vacation bank of hours of an employee Go to psasuite and click psasuite PSA. Under psasuite PSA click Vacation Leave. Click + New. 95

96 2.4 EMPLOYEES In the next screen define the vacation bank of hours for a specific employee Employee: Use the Look-up menu to select an employee Select April Meyer 2. Start/End Date: Use the dropdown calendar to define the period covered by this vacation bank of hours. Start date: select the first day of the year End Date: select the last day of the year 3. Number of hours: Represents the number of vacation time (in hours) of this specific employee. Enter 160 (for 4 40 hours) 4. Used: This field will be automatically populated by PSA when the time entry booked by this employee using the hour type defined as Vacation Leave is Admin Approved. 5. Balance: This field will be automatically populated by PSA and will display the delta between the fields Number of hours and Used. In the command bar Save your data and click + New to create your next vacation bank of hours. Employee Vacation bank of hours AS Admin 160 James Bond 120 Once you are done with the creation of your last bank of hours Save the data. In the navigation bar click Vacation Leave. 96

97 2.4 EMPLOYEES You will see the list of your newly vacation banks of hours. Note: Remember that the Vacation bank of hours will be updated with time entries only once the time entries have been Admin approved. 97

98 2.4 EMPLOYEES Exercise 6: Create the Sick Leave bank of hours of an employee Scenario: You need to create the following sick leave banks of hours. Employee Sick leave bank of hours AS Admin 56 April Meyer 56 James Bond 56 Follow the detailed steps below to do so. STEP 1: Create the Sick Leave bank of hours of an employee Under psasuite PSA click Sick Leave. Click + New. In the next screen define the sick leave bank of hours for a specific employee

99 2.4 EMPLOYEES 1. Employee: Use the Look-up menu to select an employee. Select AS Admin 2. Start/End Date: Use the dropdown calendar to define the period covered by this sick leave bank of hours. Start date: select the first day of the year End Date: select the last day of the year 3. Number of hours: Represents the number of sick leave time (in hours) of this specific employee. Enter 56 (for 7 8 hours) 6. Used: Used: This field will be automatically populated by PSA when the time entry booked by this employee using the hour type defined as Sick Leave is Admin Approved. 4. Balance: This field will be automatically populated by PSA and will display the delta between the fields Number of hours and Used. In the command bar Save your data and click + New to create the sick leave bank of hours of your next employee. Employee Sick leave bank of hours April Meyer 56 James Bond 56 Once you are done Save the data.and on the navigation bar click Sick Leave. You will see the list of your newly sick leave banks of hours. Note: Remember that the Sick Leave bank of hours will be updated with time entries only once they have been Admin approved. 99

100 Addendum: Consolidate vacation leave. 2.4 EMPLOYEES Vacation Leave Balances for a period can be closed when all leave hours for that year have been booked and approved. Note: this Exercise can only be done if all the hours related to vacation time of all your employees have been approved. Under psasuite PSA click Vacation Leave. By default PSA will display the list of active vacation bank of hours. In this example one employee has used all of her vacation time (April Meyer) and the other one has a balance of 15 hours which you will want to carry over to next year (2017). In the command bar click Consolidate Vacation Leave. 100

101 2.4 EMPLOYEES PSA will open up a pop-up window where you will need to specify the legal entity and the year for which you want to consolidate the vacation leave. Click OK and refresh the list of your active bank of hours. You will see that new vacation banks of hours have been automatically created for the following year; they are based on the annual leave of the employee to which is added the balance (remainder) of the closed year. Change the view to display the inactive vacation bank of hours. Here you will find the vacation bank of hours that you have just consolidated. In summary all balance records related to the Legal Entity being consolidated are inactivated (record status in Microsoft CRM) and new balances for the next year are created automatically. The balances (remainder) of the closed year are added to the Number of hours (Annual Leave in CRM User record) in the new Vacation Leave Balances for the new year. 101

102 2.4 EMPLOYEES PSA USERS Introduction The creation of your employees consists of a three-steps process; the second step is the creation of your PSA Users. The creation of your PSA users will: Grant your employees access to Assistance PSA and define their specific type of license. Provide users with administrative approval right on hours, expenses and/or expense claims. Enable users to post their timesheet to a time card. Specify the base unit (hours or minutes) of time booking. Define access to the Overall Sales Forecast Scope, Overall Gantt chart Scope, Utilization Sheet and Utilization Grid (PIA s). Allow users the possibility to book hours for other users in the timesheet as well as to book allowances. Define a cost rate per mile/kilometer for each PSA user (which will overwrite the one defined in the PSA settings). Define delegates for your project managers, invoice approvers and direct report manager. Define the starting day of the full week view in the timesheet of the user. Exercise 1: Create PSA Users Scenario: You need to create the PSA Users of your organization. For yourself: define your license as Professional and ensure that you have: Approval rights of hours, expenses and expense claims for all. The possibility to post your timesheet to a time card (Full week mandatory). The base unit set to Hours. The Scope parameters of all five options set to All. Read and Write access to adjusting PIA s per day in the Utilization Grid. The possibility to book time for others in the timesheet. The possibility to book allowances in your timesheet by line. The field Reimburse per mile left to blank. For the other CRM users: Define two users with a Basic license and the last one with an Essentials license. Ensure that they do not have any approval rights or the possibility of booking time for others in the timesheet. For the purposes of the course you will also set at No the option Time Card User. 102

103 2.4 EMPLOYEES You will set the Base unit to Hours as well as the Scope parameters of PSA Financials to None and the remaining 4 to All. Leave the field Reimburse per mile blank. Follow the detailed steps below to create the PSA Users of your organization. Step 1: Create PSA Users Under psasuite SETTINGS, click PSA Users. Click + New. Start with the completion of the General section Employee: Select AS Admin. 2. License: By default PSA will indicate Basic; change it to Professional. 3. PSA in User Entity: This section will reflect the PSA information defined in the CRM user screen. As soon as you select your name the information will be displayed here. To change the data in this section you need to go to the CRM User screen. 103

104 2.4 EMPLOYEES Time Card User: You can select No, Yes or Yes, Full week mandatory. In this last case the timesheet will have to be completed in order to allow posting to the time card (i.e. the number of hours booked will need to correspond to the value entered in the field Hours per week of the CRM users see previous exercise related to Work & Leave parameters). Select Yes, Full week mandatory. 5. Default Hour type: You will come back to this field once your hour types have been created. 6. Base Unit Hour Bookings: You can configure the PSA user to enter time in minutes instead of hours. When you set it to Minutes, the user must enter time in minutes in the Timesheet (Line) and Instant Time Entry. Leave the field at Hours. 7. Can Approve Hours, Expenses and Expense Claims: These three parameters will give you administrative approval rights on hours, expenses and expense claims. If you select Own Department: this will allow you to approve entries booked by yourself and any other user that is related to the same department. If you select Own Legal Entity: this will allow you to approve entries booked by yourself and any other user that is related to the same legal entity. If you select Direct Reports: this will allow you to approve entries booked by users of whom you are the Manager in the CRM user screen. If you select All: this will allow you to approve entries booked by yourself and any other user within all the legal entities. 7 Select All for each approval rights parameters. 104

105 2.4 EMPLOYEES 8 8. PSA Financials Scope: This parameter is related to revenue recognition and will restrict the possibility of generating journal entries. The possibility of generating revenue recognition journal entries is based on the settings below: None Own Projects (of which you are the Project Manager) Projects in Own Department (projects that belong to the Department of the current PSA User) Projects in Own Legal Entity (projects that belong to the Legal Entity of the current PSA User) All Projects Select All Projects. 9. Forecast Scope\ Gantt Chart Scope\ Utilization Sheet Scope: These parameters will restrict the information displayed in the Sales Forecast (overall), Gantt chart (overall) and Utilization sheet respectively. The Resource Assignment Scope will define if the user can assign a Project Item Activity to an Employee tentatively (i.e. the PIA will be set as tentative) or definitely (not tentative). 9 Forecast Scope: Access to view the Overall Forecast data is based on the settings below: None Own Projects (of which you are the Project Manager) Projects in Own Department (projects that belong to the Department of the current PSA User) Projects and Opportunities in Own Legal Entity (projects and opportunities that belong to the Legal Entity of the current PSA User) All Projects and Opportunities Select All Projects and Opportunities. Resource Assignment Scope: Two options are available here: Only Tentative All Select All. 105

106 2.4 EMPLOYEES Gantt Chart Scope: Access to view the Overall Gantt chart data is based on the settings below: None Own Projects (of which you are the Project Manager) Projects in Own Department (projects that belong to the Department of the current PSA User) Projects in Own Legal Entity (projects that belong to the Legal Entity of the current PSA User) All Projects Select All Projects. Utilization Sheet Scope: Access to view the Utilization Sheet is based on the settings below: None Own Activities (activities of which the current PSA User is the resource, i.e. owner of the Project Item Activity record) Activities in Own Department (activities of Resources (Employees), i.e. owners of the Project Item Activity records, that belong to the same Department as the current PSA User) Activities in own Legal Entity (activities of Resources (Employees), i.e. owners of the Project Item Activity records, that belong to the Legal Entity of the current PSA User) All Activities Select All Activities Adjust PIA s per Day: Access to view the Utilization Grid and to adjust the dates and number of hours per day of project item activities (PIA) in the Utilization Grid from the Utilization Sheet and Availability Sheet is based on the settings below: n.a. (not applicable) Read only Read & Write Select Read & Write 106

107 2.4 EMPLOYEES Can Book Hours for Other Users: This feature will allow you to book time in the timesheet of another user. Check the box. 12. Reimburse per Mile: This feature will define a specific cost per mile/kilometer to reimburse to the user. This doesn t apply to any user of your organization, leave the field blank. 13. Show Allowance in Timesheet by Line: This feature will allow you to book allowances in the timesheet by line. Leave the box unchecked. For further information relatd to this feature please refer to the step by step guide of PSA Suite HRM. In the next section PSA will give you the possibility to define the following delegates: Delegate Project Manager : for PM approval of hours, expenses and expense claims. Delegate Invoice Approver: for approval of invoices. Delegate Direct Report Manager: for Admin approval of hours, expenses and expense claims. Note that the Direct Report Manager is the Manager selected in the CRM user screen. Leave the first three fields blank. Approver Own Hours: You can also identify here the person responsible for performing the administrative approval of your hours. Leave the field blank. Days of the Week: is the last parameter of the PSA User; it will allow you to define the first day of the full week view of your timesheet as Sunday or Monday. Leave it at Sunday. 107

108 2.4 EMPLOYEES Once you have completed the information, Save the data. Now click + New and go ahead with the creation of your other PSA users according to the scenario. Define two users with a Basic license and the last one with an Essentials license. Set to No the option Time Card User and ensure that they do not have any approval rights or the possibility of booking time for others in the timesheet. Set the Base unit to Hours as well as the Scope parameters of PSA Financials to None and the remaining 4 to their own projects and/or activities. The Ressource Assignment Scope be set to Tentative and Adjust PIA s per day to n..a. Finally you will leave the field Reimburse per mile blank and Allowance unchecked Once you are done click PSA Users on the navigation bar; you will see the list of the PSA users with their respective licenses. 108

109 2.4 EMPLOYEES HR EMPLOYEES Introduction The creation of your employees consists of a three-steps process; the third and final one is the creation of your HR Employees. The creation of your HR employees will allow you to leverage specific HR settings (skills, request for leave, etc) and is done in the PSA Suite HRM module. The creation of your skills and skills groups (if you want to group your skills together for reporting purposes) is also done in the PSA Suite HRM module. By creating HR employees and Skills you are able to assign to your employees their respective skills as well as define their level. This, in turn, will provide you with the possibility to leverage the functionality of selecting your resources based on their skills within the Gantt chart of a project (Requirements tab) as well as within the Utilization sheet and Availability Sheet. Note that in order to facilitate the process the creation of your skills and skills groups will be done prior to the creation of your HR employees. Exercise 1: Create skills groups and skills You need to create a series of skills and group them together under different catgories; they are the following: Skills group Skill CRM Applications CRM CRM Implementations BI Business Intelligence Management Skills Sure Step Project Management Although skills groups are not mandatory in psasuite HRM the exercise below will start with the creation of skills groups followed by the creation of skills. Note that if you don t leverage skills groups you will not execute step 1. Step 1: Create skills groups Under psasuite HRM click Skills Groups. 109

110 2.4 EMPLOYEES Click + New. Enter BI. Hit Save. Note that clicking on the + sign would allow you to create the skill(s) belonging to this skills group directly from this screen. You want to create your different groups first and then create your series of skills; hit + New and follow the previous steps to create your other skills groups. Skills Group CRM Management Skills Once you are done click on Skills Groups in the navigation bar. You will see the list of your newly created skills groups. 110

111 2.4 EMPLOYEES Step 2: Create skills Under psasuite HRM click Skills. Click + New to create your first skill. Select the Skills group BI in the first field. Enter Business Intelligence in the Name field of the skill. Now Save your data and click + New and follow the previous steps to create the following skills: Skill group CRM Management Skills Skill CRM Applications CRM Implementations Sure Step Project Management Once you are done go to the navigation bar and click Skills. You will see the list of your newly created skills and related skills groups.. 111

112 2.4 EMPLOYEES Exercise 3: Create HR Employees with their respective skills and levels. Scenario 1: You want to create your HR Employees and define their respective skills and levels: CRM User April Meyer As Admin James Bond Skill & Level CRM Implementation level 3 CRM Applications level 3 Business Intelligence level 3 CRM Implementation level 5 CRM Applications level 5 Business Intelligence level 5 Sure Step Project Management level 5 CRM Applications level 2 Business Intelligence level 2 Follow the steps below to create your HR Employees with their respective skills and levels. Step 1: Create your HR Employee Under psasuite HRM click Employees. Click + new to create a new employee. In the next screen enter April in the First Name field and Meyer in the Last Name field. 112

113 2.4 EMPLOYEES Use the look-up to select the CRM User: April Meyer. Now scroll down to the Employment Information section. In the Contract Type select Fixed-Term Appointment You will notice that the Legal entity and Department are now marked as mandatory. Select Assistance Software NA and Consulting in both respective fields. Now hit Save. In the Navigation click the drop down menu of April Meyer and go to Skills. 113