Settings: Organization, Security & Users

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1 Settings: Organization, Security & Users 1

1. Lab Objectives After completing this lab, you will be able to: Define the specific settings of your organization Create your security roles Create your users 2.

2 1. Lab Objectives After completing this lab, you will be able to: Define the specific settings of your organization Create your security roles Create your users 2. Lab Scenario You need to set up your organization in Assistance PSA. This includes the creation of: 2 Ledger Accounts And 3 Tax groups with the following Tax types You also need to define the security role of your project managers (based on the PSA Full User role) and assign it to one of your employee. Finally, you will define yourself and this employee as PSA users with: Full access to the solution (vs the Time and Expenses module of PSA only). Approval rights of hours and expenses for all business units. 3. Lab Detailed Steps: This section will provide you with the detailed steps required to execute the Lab. It has been divided into 3 exercises: Exercise 1: Define the specific settings of your organization Exercise 2: Create a security role and assign it to an employee Exercise 3: Create a PSA user 2

PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must be defined as System Administrator in Dynamics TM CRM 2011 and have also set up the Business unit(s),

EXERCISE 1: Define the specific settings of your organization in PSA STEP 1: Set up your organization Within the Dynamics CRM Web client, select Settings You can only have one setting record for

3 PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must be defined as System Administrator in Dynamics TM CRM 2011 and have also set up the Business unit(s), Currency and Users of your organization in Dynamics TM CRM EXERCISE 1: Define the specific settings of your organization in PSA STEP 1: Set up your organization Within the Dynamics CRM Web client, select Settings You can only have one setting record for your organization; depending on your installation, you may already have a record set up. In this case, click Edit and review the data (see below). If no record is displayed there, click New and complete the fields. For the purpose of this Lab, we will presume that your setting record is already there. Select the record And click Edit 3

1 2 4 3 5 6 7 8 Review the data and make any necessary changes: 1. Project Number Prefix: The project number prefix is determined by you and can be alphanumeric. 2. Project Number: This number is generated automatically and the sequence will start at 1 by default.

4 Review the data and make any necessary changes: 1. Project Number Prefix: The project number prefix is determined by you and can be alphanumeric. 2. Project Number: This number is generated automatically and the sequence will start at 1 by default. 3. KPI Costs comparison: This field will allow you to select what costs will be used (selling, transfer or cost) in the KPI Chart of the project module (this chart is delivered out of the box by PSA) 4. Project Management Approval: Select yes, you want project managers to approve hours. 5. Administrative Approval: Select yes, you also want administrative approval on hours. 6. Case Management: Select yes if you want your cases to be linked to your timesheet. 7. Exchange URL: This field will allow connection to the exchange server for the retrieval of your Outlook appointments into your timesheet. For more details, please refer to the installation document. 8. Hours Entry Scope: This field will determine if your employees can post hourly entries to all projects or only to projects where they are team members. For the purpose of this lab, use the dropdown menu and select All Projects : PSA will display the option in your timesheet as well as in the timesheet of all the employees of your organization. 4

Navigate to the next section: In the left hand side menu click Expenses 9 11 101 15 12 13 14 9. Project Management Approval: Select yes, you want project managers to approve expenses. 10. Administrative Approval: Select yes, you also want administrative approval on expenses.

5 Navigate to the next section: In the left hand side menu click Expenses Project Management Approval: Select yes, you want project managers to approve expenses. 10. Administrative Approval: Select yes, you also want administrative approval on expenses. 11. Price per mile/ Default Travel Expense item: This setting will allow you to establish a standard price per mile for all your projects. PSA will then take this price, multiply it by the distance entered at the project level and post the result to the default travel expense item defined here. This calculation will be done automatically when an employee hits the Mileage functionality in his/her timesheet. Note that the expense item must be part of the project s WBS in order for both the calculation and posting to be done automatically. Also note that you can overwrite the standard price per mile at the project level. For the purpose of this lab enter: 0,35 in the Price per mile field. Note that you will need to come back to the Default Travel Expense item field once you have created your project templates in the Blueprint Lab. If you already have the information, make sure that you enter the Item and NOT the item Name of your project template item. Ex: Travel Expenses. 12. Invoice Number Prefix: The invoice number prefix is determined by you and can be alphanumeric. 13. Invoice Number: This number is generated automatically and the sequence will start at 1 by default. 14. Approve Invoices: Select yes, you want an approval process for your invoices. 15. Default Ledger: If you have connected Assistance PSA to your financial management solution, you will need to specify a Default Ledger account as well as a Default Expense Ledger account. 5

6 To create these accounts, simply click on the dropdown menu of the first ledger field Click New You will then access the Ledger screen Enter a code and a description. This account will be used for all items that are not checked as expenses. Ex: 8000 Revenue Services Click Save & New in order to create the default ledger account for expenses. Ex: 8020 Revenue Expenses Note: For more details on the integration of PSA and your financial management solution, please refer to the installation document. Once you are done, click Save & Close 6

7 Back in the look- up record screen: Select the first account Click OK You will return in the Invoices section of the PSA Settings screen Click the dropdown menu of the Default Expense Ledger and select your 2 nd account for revenue expenses. 7

There is one last field in the Invoices section: 16 16. Use Account Tax Groups: This option will allow you to assign specific tax groups to your Accounts.

For the purpose of this lab, leave the box unchecked. Use the scroll bar to display the next section: Planning 17.

8 There is one last field in the Invoices section: Use Account Tax Groups: This option will allow you to assign specific tax groups to your Accounts. These groups will overwrite the tax groups selected at the project item level. Note that you will need to modify your account s layout in order to display the tax field in the screen. For the purpose of this lab, leave the box unchecked. Use the scroll bar to display the next section: Planning 17. Only Project Team members in Planning: If this box is checked and you plan time on a project (via an appointment) for a specific employee and hour type, you will only be able to select an individual that is a team member of that project. If you leave this box unchecked you will be able to select any employee of your organization (always based however on the security rights and profile of the employee). For the purpose of this lab, leave the box unchecked. 8

For more details on this section please refer to the installation document.

9 Navigate to the next section: License The License section will display your access to Assistance PSA. You will find here the number of limited licenses (Time and Expenses module only) and the number of full licenses of your organization. For more details on this section please refer to the installation document. Once you accept the End- User Sublicense Agreement (EULA), Save and Close the window You are almost done setting up your organization in Assistance PSA. Your next step will be to create any additional ledger accounts and to define your tax codes. 9

STEP 2: Create Ledger Accounts Under Settings, navigate to PSA Tables Click Ledger You will find here the 2 accounts created earlier on To create additional accounts, click the New button In the

10 STEP 2: Create Ledger Accounts Under Settings, navigate to PSA Tables Click Ledger You will find here the 2 accounts created earlier on To create additional accounts, click the New button In the next screen, enter a code and a description If you need to create another account, Click Save & New Once you have completed the creation of all your accounts, Click Save and Close to leave the window 10

11 STEP 3: Create Tax Groups and Tax types Assistance PSA will require a tax group for each project item. Through these tax groups, it will manage single tax types, multiple tax types, including the tax on tax scheme, and finally no tax at all. The creation of your tax types can be done via the Tax type entity or via the Tax Groups entity; this exercise will show both options in that order: Under Settings, navigate to PSA Tables Select Tax Types Click New Start with the creation of a single tax type: in the Tax Type screen, enter a description in the Tax Type field (ex: VAT) If you have connected Assistance PSA with your financial back end application, select a Ledger account via the dropdown menu. For the purpose of this Lab, leave the field blank. Give a Description to your tax type (ex: 19,6%) Once you are done, Save and Close tax type. the window; you need to create now the tax group for this 11

12 In the PSA Tables select Tax Groups And click New In the new screen, enter a Name for this Tax Group Once this is done, save your data but remain in the same screen. Click in the Tax Group box 12

Click Add new Tax Group Tax to assign a tax type to this group In the Tax Type field of the next screen, use the dropdown menu to select the tax type that you have just created (VAT 19%) Enter the

13 Click Add new Tax Group Tax to assign a tax type to this group In the Tax Type field of the next screen, use the dropdown menu 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 Click Save and Close Notice that now PSA displays a No in the Tax on Tax column for the Tax type. Now click General in order to change the top bar ribbon 13

14 Your Tax Group is now created Click Save and New to create another Tax Group This time you will create a Tax Group with multiple Tax Types and you will create these tax types via the Tax Groups screen. Enter a description in the Name field (ex: GST & QST) And Save your data but remain in the same screen Click in the Tax Record box to change the top bar ribbon Click Add new Tax Group Tax 14

15 In the Tax Type field, click the dropdown menu In the Look Up Record window click New PSA will bring you to the Tax Type screen Enter the tax type (ex: GST) and description for this new tax type. If you have connected Assistance PSA with your financial back end application, select a Ledger account via the dropdown menu. For the purpose of this Lab, leave the field blank. 15

16 Once you are done click Save and New you want to create your 2 nd tax type now. Enter the tax type (ex: QST) and description for this new tax type. If you have connected Assistance PSA with your financial back end application, select a Ledger account via the dropdown menu. For the purpose of this Lab, leave the field blank. Once you are done, Click Save and Close Back in the Look up Record window, select the 1 st tax type that you have created (GST) Click OK Enter the Percentage value for this tax type (ex: 5%) 16

Specify 1 in the Order field (this tax will be calculated on the amount only) Check the

tax) Check the Tax on Tax box Click Save and Close Notice that now PSA displays a Yes in

17 Specify 1 in the Order field (this tax will be calculated on the amount only) Check the Tax on Tax box Click Save and New Enter your 2 nd Tax Code (ex : QST) and a tax Percentage (ex: 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 Click Save and Close Notice that now PSA displays a Yes in the Tax on Tax column for the Tax type. Now click General in order to change the top bar ribbon Your Tax Group is now created Click Save and New to create your last Tax Group 17

18 This time create a Tax Group for a non taxable item: Enter a description in the Name field (ex: Z_No Tax) Since no tax will be applied, the Tax Group must be created without tax types: in order to complete your tax group simply click Save & Close 18

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dropdown menu Check the box PSA Full User Note: PSA will deliver out of the box 3 specific roles (Administrator,

20 EXERCISE 2: Create a security role and assign it to an employee STEP 1: Create a security role Within the Dynamics CRM Web client, select Settings Validate that you are in the correct Business unit: if not, change it using the dropdown menu Check the box PSA Full User Note: PSA will deliver out of the box 3 specific roles (Administrator, Full user and Limited user). Best practice is to use them as the basis for creating the roles of your organization. 20

21 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 Go to Custom Entities 21

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 tabs Including

22 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 tabs Including the 2 timesheet options Note that the Calendar option will allow the retrieval of the Outlook calendar of the user into the timesheet; this is not possible with the Line option. If necessary, make any adjustments to reflect the security of your project manager Once you are done, save your data but remain in the same window Go to Customization 22

This tab has been defined to allow connectivity with the timesheet functionality, leave the security as is With the exception of the Customization tab, you will notice that the other tabs have almost

23 This tab has been defined to allow connectivity with the timesheet functionality, leave the security as is With the exception of the Customization tab, 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 or you can choose to leave this role as is and assign it to a user in combination with a CRM role. It is up to you to decide what the best scenario is for your organization. Just remember that your users will always need CRM access with their PSA roles. Leave the role as is. Click Save and Close 23

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STEP 2: Assign a security role to a user To assign a

and Click Users OR Under Settings, navigate to

name of a User: Select an employee who is a project

25 STEP 2: Assign a security role to a user To assign a security role you can: Navigate back to Administration and Click Users OR Under Settings, navigate to Assistance PSA and Click CRM Users Double click on the name of a User: Select an employee who is a project manager within your organisation. In the user screen, click Security Roles 25

26 Click Manage Roles Select PSA Project Manager and Sales Manager Click OK 26

EXERCISE 3: Create a PSA User STEP 1: Create a PSA User Under Settings, go to Assistance PSA, Click PSA Users Click New Select an Employee: Using the dropdown menu, choose your name Leave unchecked

27 EXERCISE 3: Create a PSA User STEP 1: Create a PSA User Under Settings, go to Assistance PSA, Click PSA Users Click New Select an Employee: Using the dropdown menu, choose your name Leave unchecked the box Limited User (When checked this box limits the user s access to the Time & Expenses module only) Define your approval rights according to the Lab scenario Once you have completed the information, Click Save & Close 27

You want to define the employee assigned to a Project Manager role as a PSA user. This time, click CRM users. This is the second option for defining a PSA user.

28 You want to define the employee assigned to a Project Manager role as a PSA user. This time, click CRM users. This is the second option for defining a PSA user. In the list display, click on the employee s name Once in the next screen, click PSA users Define the approval rights according to the Lab scenario Once you have completed the information, Click Save & Close 28

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30 4. Glossary Project Number Prefix: The project number prefix is determined by you and can be alphanumeric. Project Number: The project number is generated automatically by PSA; by default its sequence will start at 1. Project Management Approval: This process will require your project managers to approve hours and/or expenses. Administrative Approval: This process will require your business unit managers to approve hours and/or expenses. Case Management: This option will allow you to link your cases to your timesheet. Hours Entry Scope: This field will determine if your employee can post hourly entries to all projects or only to projects where they are team members. Price per mile / Default Travel Expense item: This setting will allow you to establish a standard price per mile for all your projects. PSA will then take this price, multiply it by the distance entered at the project level and post the result to the default travel expense item defined here. This calculation will be done automatically when an employee hits the Mileage button in the time entry screen of his/her timesheet. Note that the expense item must be part of the project s WBS in order for both the calculation and posting to be done automatically. Also note that you can overwrite the standard price per mile at the project level. Invoice Number Prefix: The invoice number prefix is determined by you and can be alphanumeric. 30

31 Invoice Number: The invoice number is generated automatically by PSA; by default its sequence will start at 1. Approve Invoices: Select this option if you want an approval process for your invoices. Default Ledger: If you have connected Assistance PSA to your financial management solution, you will need to specify a Default Ledger account as well as a Default Expense Ledger account. Use Account Tax Groups: This option will allow you to assign specific tax groups to your Accounts. These groups will overwrite the tax groups selected at the project item level. Note that you will need to modify your account s layout in order to display the tax field in the screen. Only Project Team Members in Planning: If this box is checked and you plan time on a project (via an appointment) for a specific employee and hour type, you will only be able to select an individual that is a team member of that project. If you leave this box unchecked you will be able to select any employee of your organization (always based however on the security rights and profile of the employee). Tax Groups and Tax Types: Assistance PSA will require a tax group for each project item. Through these tax groups, it will manage single tax types, multiple tax types, including the tax on tax scheme, and finally no tax at all. Timesheet (Calendar): This option will allow access to the timesheet functionality in the Calendar format with the possibility of retrieving the Outlook calendar of the user in the timesheet. Timesheet (Line): This option will allow access to the timesheet functionality in the Line format. It is not possible to retrieve the Outlook calendar of the user into the timesheet with this format. 31

PSA for Microsoft Dynamics CRM

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