PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be Projects reproduced.

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1 Step by Step Guide PSA 2015 Module BAFPA Methodology 4.2 & Budget 4.3 Project sales forecast 4.4 Project & Resource planning 4.5 Utilization Sheet 4.6 CRM Appointments and Group calendar 4.7 Programs PSA 2015 (Release ) PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be reproduced. The 1 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 2015 Assistance Software

2 Module 4. Contents... 1 INTRODUCTION... 5 MODULE 4. PROJECTS... 6 Overview BAFPA METHODOLOGY... 8 THE BAFPA METHODOLOGY... 8 THREE LEVELS OF PROJECT MANAGEMENT PROJECTS AND BUDGET INTRODUCTION What you will learn in this section PROJECTS AND BUDGET Introduction Exercise 1: Create a T&M and Fixed Fee project with Products Step 1: Create your project Step 2: Create your budget (and estimated profitability) Step 3: Finalize your project Exercise 2: Create a Fixed Fee project Step 1: Create your project Step 2: Create your budget (and estimated profitability) Step 3: Finalize your project Exercise 3: Create a T&M (daily rate) project Step 1: Create your project Step 2: Create your budget Step 3: Finalize your project Exercise 4: Create a Recurring project Step 1: Create your project Step 2: Define your recurring amounts Step 3: Finalize your project

3 Exercise 5: Create a direct sales project Step 1: Create your project Step 2: Relate the CRM products to your project Step 3: Finalize your project Exercise 6: Create an internal project Step 1: Create your project Exercise 7: Copy a project Step 1: Create your project Step 2: Create your budget (and estimated profitability) Step 3: Finalize your project PROJECT FORECAST INTRODUCTION What you will learn in this section PROJECT FORECAST Introduction Exercise 1: Generate the Forecast of a T&M project Exercise 2: Generate the Forecast of a Fixed Fee project Exercise 3: Generate the Forecast of a recurring project Exercise 4: View your Forecast in the overall Forecast grid of PSA PROJECT AND RESOURCE PLANNING INTRODUCTION What you will learn in this section PROJECT AND RESOURCE PLANNING Introduction Exercise 1: Create a project with Project Item Activities Step 1: Create your Project Step 2: Generate your budget and sales forecast Step 3: Assign a project item activity to a single resource Step 4: Assign a project item activity to multiple resources Step 5: Assign a project item activity to a CRM team Step 6: Modify the assignment of a project item activity Step 7: Set a project item activity as tentative

4 Step 8: Generate the estimated profitability of your project Step 9: Finalize your project UTILIZATION SHEET INTRODUCTION What you will learn in this section UTILIZATION SHEET Introduction Exercise 1: Understand the Utilization Sheet Exercise 2: Assign an activity from the Utilization Sheet Step 1: Assign an activity from a CRM Team to a resource Step 2: Modify the activity of a resource in order to assign it to another resource Exercise 3: Make use of the Bing Maps functionality in the Utilization sheet CRM APPOINTMENTS AND GROUP CALENDAR INTRODUCTION What you will learn in this section CRM APPOINTMENTS AND GROUP CALENDAR Introduction Exercise 1. Schedule a resource directly from your project PROGRAMS INTRODUCTION What you will learn in this section PROGRAMS Introduction Exercise 1. Create a program

5 INTRODUCTION Welcome to PSA 2015 Step by Step Guide series! The intent of these guides is to teach you the core functionalities of Assistance 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. For a complete description of each module please refer to the Appendix of Module 1. Module 1. Concept & Navigation Module 2. Settings Module 3. Blueprint Module 4. 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 of step by step guide will also prepare you for the certification exam of Assistance PSA. Good luck! * PSA for Microsoft CRM can be accessed from a web browser, from Microsoft Outlook by using the Microsoft Dynamics CRM for Outlook feature or from a mobile device. The screen shots and examples in this guide show the web browser option. Also note that for the purposes of this guide the security role used for all the exercises is System Administrator. 5

6 MODULE 4. PROJECTS Overview This step by step guide is the fourth of the series and covers the creation of different types of projects, with a focus on Assistance PSA s BAFPA methodology (Budget, Agreement, Forecast, Planning and Actuals) and the three levels of project management available in the solution. The guide also includes the creation of Programs. In this module you will: Have an understanding of the BAFPA methodology of Assistance PSA and the three levels of project management of the solution Create Define your Project s budget Generate your Project s forecast Create Project and resource planning Work with the Utilization Sheet Work with CRM appointments Create Programs 6

7 4.1 BAFPA METHODOLOGY PSA 2015 Step by Step Guide 4.1: The BAFPA Methodology 7

8 4.1 BAFPA METHODOLOGY THE BAFPA METHODOLOGY 4.1 BAFPA METHODOLOGY The BAFPA Methodology (Budget, Agreement, Forecast, Planning and Actuals) of Assistance PSA will provide you with key performance indicators to better manage your projects and react before it s too late. And this from the early proposal stage of the cycle to the last phase of your project. Five elements define the BAFPA methodology: Budget: This is the baseline of your project. You will use it to define your proposal as well as to compare with your actuals but also forecast and plan. Agreement: This is the contract value of your project. It is what your client has agreed to pay for this assignment. In Assistance PSA it is the Amount field of your project and project items. Forecast: At the earlier stage of your project s cycle, your budgeted and forecasted hours should be the same; as your project unfolds however your forecast may change if the number of hours still required to complete the project is lower or higher than originally budgeted. Planning: The Gantt chart of Assistance PSA will allow you to plan both your project and resources (with activities and milestones) but also to integrate within this timeline the number of hours required to execute the assignment. This last feature will provide you with the capability to generate automatically a budget and a forecast based on the Gantt chart. At the earlier stage of your project s cycle, your planned hours should be the same as your budget and forecast; as your project unfolds however your planned hours may change if the number of hours still required to complete the project is lower or higher than originally budgeted. Your planned hours and forecasted hours should always be the same throughout the project; the only difference being the view in which they are presented (timeline vs summed up) Actuals: This is actual time and expenses spent. In Assistance PSA all five elements of the methodology can be found at the project item, project and program level of the solution. 8

9 4.1 BAFPA METHODOLOGY This diagram illustrates the flow of the BAFPA Methodology. Step 1. Assignment You have engaged with a (potential) client for a specific mandate. Step 2. Project team & planning You consult with the people that will deliver the services to establish a Budget and a Forecast based on a preliminary planning. Ex: Budget $50,000 - Forecast $50,000. At this point in time your budget always equals your forecast because your project is not yet started. Step 3. Agreement You present a proposal to your client based on your Budget and ultimately come to an Agreement. Ex: Fixed Fee at $60,000. Step 4. Work in progress You start executing the project and the Actuals come in. Ex: $10,000. Step 5. Team meeting You review your Project's Planning (what's left to do) with your project team members and adjust the Forecast accordingly; the Budget remains unchanged as it represents your baseline. Ex: Forecast is now at $80,000 which represents $30,000 more than budgeted. This is bad news since your project is Fixed Fee; if nothing is done now you will end up with a negative result on this project. Step 6. Take action You discuss with your team the actions to be taken to rectify the situation. 9

10 4.1 BAFPA METHODOLOGY THREE LEVELS OF PROJECT MANAGEMENT Based on the BAFPA Methodology, the 3 levels of project management in Assistance PSA will provide you with the flexibility to decide to what extend you want to leverage the methodology. Level 1: If you manage your projects at the first level this means that, once you create your project, you will also want to generate a budget for this project. Always defined at the project item level, your budget can be done at a high level or at a more detailed level (by hour type and even employee). Finally if you work with cost price, you will also be able to generate, in addition to your budgeted revenue, your estimated costs; this will provide you with an instant estimated profitability of your project. Level 2: If you manage your projects at the second level this means that, once you create a project and define its budget you will also want to generate a forecast. This will also provide you with direct visibility on your cash flow as it will show you when to expect revenue generated by your projects. Assistance PSA will support the definition of a forecast for your T&M, Fixed Fees and Recurring projects. Level 3: If you manage your projects at the third level this means that, once you create your project, you will also want to plan both your project and resources. Defined at the project item activity level, your project and resource planning will be done via the Gantt chart functionality of PSA. Here you will be able to define activities and milestones as well as relate activities to one another. The same functionality will also provide you with the capability to generate a budget and a forecast based on the activities and their assignment. Last but not least the Utilization Sheet of PSA will give you high visibility on your resources utilization (based on their assigned project item activities), within one single project or across all projects. These three levels are further explained in each corresponding section of this guide.. 10

11 4.2 PROJECTS & BUDGET PSA 2015 Step by Step Guide 4.2: & Budget 11

12 4.2 PROJECTS AND BUDGET INTRODUCTION 4.2 PROJECTS & BUDGET Level 3 - Project and Resource Planning Level 2 - Forecast Project Item Activities Hours Installment Recurring Level 1 - Budget High level budget Budget by line (hour type/employee) Assistance PSA will provide you with 3 levels of project management, based on the BAFPA Methodology. This section will focus on the creation and management of your projects at the first level, i.e. with the definition of a budget. What you will learn in this section. In this section you will learn how to: Create projects. Define a high level budget for your projects. Define a budget by line and generate the estimated profitability of your projects. 12

13 4.2 PROJECTS & BUDGET PROJECTS AND BUDGET Introduction Level 3 - Project and Resource Planning Level 2 - Forecast Project Item Activities Hours Installment Recurring Level 1 - Budget High level budget Budget by line (hour type/employee) Level 1 Budget. If you manage your projects at the first level this means that, once you create your project, you will also want to generate a budget for this project. Always defined at the project item level, your budget can be done at a high level or by Line. High level: this option will allow you to enter a bulk budget amount for each one of your project items. In this case the amount will represent your budgeted revenue (Budget selling amount). Budget by line: this option will allow you to enter a budget by hour type or by hour type/employee for each one of your project items. This will provide you with the possibility to compare actual with budgeted hours for a better management of your project. If you have defined a cost price at the hour type or employee* level, you will also be able to generate, in addition to your budgeted revenue, your estimated costs; this will provide you with an instant estimated profitability of your project, allowing you to adjust your project as early as the proposal phase. *Only once you have specified a resource in your budget lines. 13

14 4.2 PROJECTS & BUDGET Exercise 1: Create a T&M and Fixed Fee project with Products. Scenario: You need to create a project which has T&M and Fixed Fees elements as well as CRM Products. Project A : This project consists of implementing Assistance PSA and will require that you use the Sure Step Elements template and the project type Software implementation. The project manager will be billed at a special rate of 250$/hour. The training material is billable with a 10% mark-up (as defined at the template level). No mileage will be invoiced. You will first do a budget at a high level; Item Contract type Budget High Level Requirements T&M (hourly rate) Configuration & testing T&M (hourly rate) Training Fixed fee Training material Expenses Billable Project management T&M (hourly rate) 22, Travel Expenses Fixed Fee Licenses Products And then adjust it with a budget by line. Item Contract type Budget by Line Requirements T&M (hourly rate) Consultant: 40 hours Configuration & testing T&M (hourly rate) Consultant: 80 hours Training Fixed fee Consultant: 32 hours Training material Expenses Billable Training guides: $10/guide Project management T&M (hourly rate) Project Manager: 80 hours Travel Expenses Fixed Fee 2 $ Travel Expenses Fixed Fee 10 days of daily allowance Licenses Products & The Amount field of each project item will be as follow: Item Contract type Amount Requirements T&M (hourly rate) Will be updated with actual time booked Configuration & testing T&M (hourly rate) Will be updated with actual time booked Training Fixed fee Training material Expenses Billable Will be updated with actual expenses booked Project management T&M (hourly rate) Will be updated with actual time booked Travel Expenses Fixed Fee Licenses Products & Follow the detailed steps below to create this project and its budget. 14

15 4.2 PROJECTS & BUDGET Step 1: Create your project. Navigate to Assistance PSA and click. In the command bar click + New PSA will open up a new project for you to complete. You can decide to fill out the fields directly in the form; Or you can use the standard business process flow of PSA to guide you through the creation of a project. Simply click on the first step Identify (automatically marked as active) to start. PSA will open up the section for you to complete. Note that only the fields marked with a red asterisk are mandatory. Also note that you can create your own business process or tailor this one for your own business needs. 15

16 4.2 PROJECTS & BUDGET Now go ahead with the creation of your project To navigate from one field to another simply press the Tab key or click in each field. 1. Project name: Give a name to your project (this field is mandatory). Enter: Project A PSA Implementation. 2. Template: This field is mandatory and is especially important as it will automatically create the breakdown structure of your project in the item section. Click the look up button to display the list of templates you have created and select the one specific to this project (Sure Step Elements). Note that once your project is saved, you no longer have the option to change your template. 3. Start Date: Enter the start date of your project. You can type in the date or use the dropdown calendar. 4. Project type: Click the look up button to display the list of project types you have created and select the one specific to this project (Software Implementation). 5. Project status: Click the look up button to display the list of project status you have created and select 10. Proposal. 6. Select Account: Select the account of the project. 7. Legal Entity: Select the entity related to this project (Assistance Software USA). This field is mandatory. 8. Cost center: You can also select a cost center; in this case choose PSA Consulting. Once you are done with the completion of this first step, go to the command bar and hit Save. 16

17 4.2 PROJECTS & BUDGET PSA will now generate your project number. You are now ready to complete the second step; click Next stage at the far right on the bar. You are ready to define the stakeholders of your project Project Supervisor: You can link your project to a supervisor and use this field for workflow purposes or as an additional parameter with regards to reporting. This field is not mandatory and can be left blank. Select April Meyer. 2. Project Manager: Because you have set up your organization with project management approval, you will need to assign a project manager to the project. If you do not know as of yet who will be the project manager you can leave the field blank and update it at a later stage. This person will be responsible for approving the hours and expenses of the project. Click the look up button to display the list of PSA users and select yourself. 3. Invoice Approver: This person will be responsible for approving the invoices of this project. This person will be responsible for approving the invoices of the project. Click the look up button to display the list of PSA users and for the purpose of this course select yourself. 17

18 4.2 PROJECTS & BUDGET Once you are done click Next stage again; PSA will automatically save your data. You are now in the Financial step of the business process flow Currency: The currency displayed by default here is the one set up in CRM. Leave the field as is. 2. Hourly Rate Group: You will not use a rate group for this project, leave the field blank. 3. Price List: You are able to select here a default CRM Price list for this project. Since you will be using CRM Products in this project go ahead and select PSA default. Note that this CRM price list has already been created in the training environment. 4. Briefing done, (contract) Sent, (contract) Signed: You are still at the proposal (opportunity) stage of your project, leave these three fields at No. Once you are done, you can hide the business process flow by clicking on the bottom right arrow section (PSA will automatically save the information). All the information that you have entered is now in the Summary section of the project screen. 18

19 4.2 PROJECTS & BUDGET There are some elements left in this section; they do not systematically apply to all projects and as such are not part of the business flow. You will complete them (or not) according to each one of your projects. Region: You can specify a Region for this project; it can be used for reporting purposes but also as a filter option in the Utilization sheet. Select Midwest. Internal: If you check this box, the person booking his/her time towards this project will only see internal hour types in his/her timesheet. This is not an internal project; leave the box unchecked. End Date: You can specify an end date for your project and use it for reporting purposes. Leave the field blank. Booking Restriction: If you check this box Users will only be able to book time towards project item activities assigned to them. You are not using project item activities in this project; leave the box unchecked. Business Unit: You can specify a business unit here; this will be used as a dimension for integrating with your financial solution. Important note: the business unit defined here is not the one related to the owner of the project record therefore it has no impact on security (CRM). Leave the field blank. Department: You can also select a department to relate to your project; it will be used as a dimension for integrating with your financial solution. Select Consultancy. Opportunity: At any time during your project you can link it to an opportunity. If you have followed the standard PSA business flow from a lead to an opportunity to a project, this field will display the name of the opportunity that generated the project. It will also automatically filled in the Account of the project. This doesn t apply here; leave the field blank. 19

20 4.2 PROJECTS & BUDGET Principal/Financial Contact: You can specify the principal and financial contacts of the project. Leave the fields blank. Distance/Price per Mile: You can establish a specific distance and price per mile (or KM) for a project. In the timesheet PSA will be able to generate automatically an expense entry based on the information in these 2 fields. Leave both fields blank. In order to complete the other sections of your project you can use the scroll bar or collapse/expand the sections (by clicking on the name of the section) as you complete them. Team and Hour Types is the next section of your project. This is where you will define the project team members, associated hour types (if applicable) and project rates (if applicable). Start with your project team members. Note that if you don t have the information at this point in time you can simply leave the section blank and go to the next one: Associated Hour types. Click the + sign at the right corner of the Team member list. You will notice that PSA has generated a line for you to complete. To add one single user just enter the name (or first letters of the name) and press the tab key. 20

21 4.2 PROJECTS & BUDGET To add multiple users at the same time click the magnifying glass and scroll to the bottom of the list (the list shows all the recently selected names) until you see Look Up More Records; click this option. Check the name of the team members (select yourself and 2 other users). Click Select. And Hit the Add button to confirm your selection. PSA will bring you back to the project screen and display the list of the project team members you have selected. Note that you can come back at any given time during the project to add or withdraw people from this list. Also note that the person identified as the project manager is automatically considered by PSA to be a project team member (from a timesheet stand-point) and doesn t have to be added to the Team section in order to be able to book time towards the project. 21

22 4.2 PROJECTS & BUDGET Your project team is now completed, go to the next section Associated Hour Types. If you had defined associated hour types at the project template level, they would show up here and you could either leave them as is or override them. If you did not define associated hour types at the project template level you can still add hour types at the project level. When hour types are found in the Associated Hour Types section of a Project then the hour type selection in a time entry for this project will be restricted to the hour types selected in the Associated Hour Types. For the purpose of this guide you will leave this section blank for all your projects. If your project has specific rates now is the time to create them. Project rates will overrule rate groups, account and standard rates. Remember that if no project rates are created, PSA will then use the next available rates (ref: rate hierarchy in module 3 Blueprint). The creation of your Project rates is also done in the Team and Hour Types section of the project. To create a rate simply click the + sign. PSA will open up a quick create form with the same fields as when you created your standard rates

23 4.2 PROJECTS & BUDGET Providing you with the same flexibility of creating an hourly rate structure per hour type, employee or a combination of both. You want to create a project rate specific to the hour type Consultant. 1. Project: By default your project is already displayed in the first field. Go to the next field. 2. Hour Type: Select the hour type Project Manager. 3. Employee: Leave this field blank; this rate is not specific to an employee. 4. Account: Leave this field blank; this rate is not specific to an account. 5. Cost price per unit: Leave this field blank: you want PSA to apply the standard rates. 6. Transfer Price per unit: Leave this field blank: you want PSA to apply the standard rates. 7. Day Rate: Leave this field blank; this rate is not a Day Rate. 8. Selling Price per Unit: Enter a selling hourly rate of $ Reference: This field will enable you to enter an alternative description, at the project level, for your hour type should you need to have one more applicable for the client of this project (to be displayed on your invoice). For the purpose of this guide we will leave this field blank for all project rates. Once you are done, click Save. Your project rate is now displayed in the Rates section. If you need to create additional project rates simply click the + sign again. From now on whenever a team member books time towards this project using the hour type Project Manager PSA will apply a selling rate of $250/hour. PSA will apply the standard rates defined in the PSA tables for the cost and transfer rates of the employee booking the time. 23

24 4.2 PROJECTS & BUDGET Financial is the next section of your project. The first 2 sub-sections Financial and Actuals will be automatically updated as your project unfolds; at this point in time no information is displayed here since no data has been entered in the project. Note: The fields Revenue Recognition and Financial Status are to be completed only if you have installed Assistance Financials. For more details please refer to the training documentation related to the solution. The third section Fees will allow you to define specific fees (ex: daily allowance) to be both budgeted and booked as an expense on your project. To create a Fee simply click the + sign. PSA will open up a quick create form for you to complete with the information related to the fee. Project: This field is automatically populated with the project name. Leave it as is. Item: Select the project item to which you want to relate this fee. Select Travel. Name: Give a name for this fee. Enter Daily allowance. 24

25 4.2 PROJECTS & BUDGET Reference: As with rates you can specify here an alternative description for your fee should you need to have one more applicable for the client of your project (to be displayed on your invoice). Leave this field blank; you will budget and track your daily allowance but will not invoice the client these fees. Cost Price Per Unit/Transfer Price per Unit/Selling price per Unit: As with rates you can specify three prices for this fee. Enter 75$ for both the cost and selling prices per unit. Once you are done, hit Save. Your project rate is now displayed in the Rates section. If you need to create additional project rates simply click the + sign again. This fee is now available for budgeting and actual expense booking. 25

26 4.2 PROJECTS & BUDGET Step 2: Create your budget (and estimated profitability). Scroll down to the Details section of your project; it is located right below Financial. This is the heart of your project. You will find here your project structure with its different phases and items. It will also be populated as the project unfolds with actuals (hours/expenses/invoices). At this point in time you want to define the budget of your project (via its project items). To do so you have 3 options: Enter a high level budget amount for each project item. Create a detailed budget for each project item based on hour types and possibly resources (if wanted). Create a detailed budget for each project item based on the project item activities of the Gantt chart. For the purpose of this exercise we will focus on the first 2 options (the Gantt chart is further explained in the section 4.5 Project and Resource planning). Step 2A: High level budget Double-click on the project item Requirements (note that you will not create a budget for Pre-Sales since this item is not billable to the client and you do not know how much time it will require). In the next screen you will recognize some of the fields of your project template item. You want to define a high level budget amount for this item. Enter $5,000 in the Budget field. 26

27 4.2 PROJECTS & BUDGET To go to the next item simply click the down arrow located at the far right of your project item screen. In the next project item enter the budget field: $12,000. Now enter the following amount for each one of your other project items respectively: Training: $ Training material: $ Project Management: $ Travel: $ Licenses: $60000 Once you are done with the project item Licenses, force the auto-save and click on the project link to go back to the project screen. Scroll down to the item section. You will see the column Budget updated with the values you have entered. Note: the column Estimated Result displays the same amounts as the Budget column since no estimated costs have been calculated. This is only possible via budget line entries (see below related exercise). You have one more project item in your structure and it is located on the next page of your Items section; click the blue arrow in order to display it. 27

28 4.2 PROJECTS & BUDGET Your last project item is related to Non Billable entries; as with the Pre-sales project item you will not define a budget for this item nor will you invoice it. Now click on the blue back arrow located at the bottom right of the items section to go back to the first page. Step 2B: Budget by Line You want to refine your budget at a greater detail level; to do so you will create a budget by line. In the navigation bar click the dropdown menu of your project and click Budget. PSA will bring you to a grid where you will find your different budget elements (project item, employee, hour type, Fee, Product, quantity, etc. note that this guide doesn t cover the use of equipment). Click the + Sign to enter your first budget line. 28

29 4.2 PROJECTS & BUDGET PSA will display a pop-up window for you to select a project item for this budget line. Select Requirements and click Ok. Back in the grid PSA will create a line for you to complete under this project item. You can specify a different description here (to replace the standard New Budget). Click in the field and enter Consultancy hours. (Note that you can copy the description for future lines with CTRL+ C) Although you have selected your project team members the list is not yet confirmed, you will not specify them as of yet at the budget line level. Go directly to the Hour Type column and hit the look-up button. In the new pop-up window select Consultant and click Ok. PSA will automatically display in the grid the corresponding rate for this hour type. Your last step is to specify the budgeted number of hours for this line. Go to the corresponding cell and enter

30 4.2 PROJECTS & BUDGET PSA will update the line accordingly and save the line automatically. It will also update the totals at the bottom of the grid. Now click the + Sign and go ahead with the creation of the following budget lines; Configuration & testing: Consultancy hours - 80 hours Consultant Training: Consultancy hours - 32 hours - Consultant Project management: PM hours - 80 hours - Project manager You have completed the creation of your budgeted hours; you will now budget your expenses. Click the + Sign. Select the project item Training material and enter the following description: 65 Training guides. Enter 65 in the quantity field and $10 in the Selling price per unit field. PSA will automatically calculate the value of the budget line and save the entry. Click the + Sign again to enter your next item. 30

31 4.2 PROJECTS & BUDGET This is also an expense item. Select the project item Travel Enter the following description: 2 trips Enter a Quantity of 2 and $1750 in the Selling price field. Click the + Sign to add another budget line to your travel project item. Select the project item Travel Enter the following description: 10 days allowance Select the Fee Daily allowance and the Quantity of 10. PSA will not display a sub-total of both budget lines for this project item. Click the + Sign for your last budget lines. This time it is related to the licenses and server required on this project. You will select a project item defined as Products and you will add CRM Products to the budget line. Select the project item Licenses and enter the following description: Basic on premise. Select the Price List PSA Default and the product Basic on premise and enter a quantity of 100 For the next and last budget line, select the project item Licenses and enter the following description: Server. Select the Price List PSA Default, the product Server and enter a quantity of 1. You have created all of your budget lines. The grid will offer you the following additional options: X Sign: if you need to delete a budget line, highlight the line and click the X Sign. 31

32 4.2 PROJECTS & BUDGET Retrieve records: This option will refresh the data of the grid.. Export to Excel: This option will allow you to export to Excel. Update from Gantt: If you are budgeting at the Gantt chart level, this option will update the budget lines with the information of the Gantt (this is the subject of a separate exercise in the section 4.5 Project and Resource planning). Finally you can also collapse the project items to only display the total budget per item. Go back to the Project s main screen (click on the project s name in the navigation bar). And scroll down to the Details section. You will see that the high level budget amounts have been updated with your detailed budget line entries. Note that the values of the column Estimated Result are still the same as the values in the Budget column. This is due to the fact that your hour types are defined with a selling price rate* only and that no costs were defined for your budgeted expenses; the only exception being your travel item which included a daily allowance fee already defined with a cost rate. *If your cost price are defined at the hour types level this step will automatically provide you with the estimated profitability of your project. 32

33 Step 2C: Budget by Line with resources. 4.2 PROJECTS & BUDGET You want to calculate the estimated profitability of your project. To do so you will now integrate costs to your budget lines. For your hours this will require that you select a resource for each budget line (since you have defined the cost price at the employee level). For your expenses it will simply requires that you enter a value in the cost price column. Go back to your Budget grid. Go to the first item (1.1.0 Requirements) and click the look-up button of the resource column; select April Meyer. Note that the list will only display the project s team member. You will notice that PSA has updated the budget line with a cost price and cost amount. Enter the following cost prices to your budget lines: Requirements: select April Meyer.* Training: select April Meyer.* Project Management: select yourself as the project manager: Training material: add a cost price of $ Travel: add a cost price of $1750. *If you have multiple budget lines to assign to one resource you will want to make use of the function Change multiple records of CRM. See Note at the end of this sub-section. Once you are done go back to the project screen and navigate to the Details section. You will now see the Estimated Result of your project based on budget versus Estimated Cost of each project item. 33

34 4.2 PROJECTS & BUDGET Note on how to assign multiple budget lines to one single resource. If you need to assign multiple budget lines to one resource you can make use of the function Change multiple records of CRM. To do so however you will go to the Budget section of your project s main screen. It is located right after the Invoices section on the project form. You will find here all the budget lines you have created. Note that you can also add budget lines from here with the + Sign button. Click the Grid icon. In the next screen, change the view for Budget Project Sub Grid View. Change the view for Budget Project Sub Grid View; you will see all the details of your budget lines. Select the three budget lines with the hour type Consultant and in the local command bar click Edit. 34

35 Select April Meyer in the Employee field. 4.2 PROJECTS & BUDGET And click Change. PSA will update the budget lines according to the cost price of the resource. The budget grid will also display this change (since it is the same data but with a different user interface). 35

36 4.2 PROJECTS & BUDGET Step 3: Finalize your project You have reached an agreement (based on your budget) with your client and are now ready to finalize your project. In the Summary section (or via the business process flow) of your project update the following fields: Project status: change to 20. Active Briefing done, contract sent and signed: Check the three boxes. Go to the Items section; you need to update the Amount field of each one of your project items since this is the value that PSA will always invoice to the client. You will never invoice the Pre-Sales project item therefore you will always leave the Amount field blank. Double-click on the next project item Requirements in order to open the project item. This is a T&M project item and as such PSA will invoice the project on time actually worked; this is why the Amount field is locked. 36

37 4.2 PROJECTS & BUDGET Use the right down arrow to go to the next project item. This is also a T&M project item; navigate to the next project item defined as a Fixed Fee ( Training). This time you will update the Amount field with the contract value; you will round up your budget to $5,000. Now go to the next project item (using the down arrow); PSA will automatically save the change. This item is defined as Billable Expenses which means that PSA will invoice the actual expenses booked. As with a T&M project item the Amount field is locked. Notice here the mark-up of your item (it comes from your project template); once you start booking expenses PSA will automatically apply a mark-up of 10%. Go to the next project item. 37

38 4.2 PROJECTS & BUDGET This item (4.1.0 Project management) is defined as Time & Material, use the down arrow to go to the next item Travel is defined as Expenses Fixed Fee and will be treated the same as a Fixed Fee (hours). Enter $4500 in the field Amount. Go to the last project item. This item is defined as Products; the Amount field will be automatically populated with the sum of the products selected in the corresponding section of the screen. Close the Budget section and scroll down to Products. Click the + sign and add the following products to this item Licenses Basic on premises Licenses - 1 Server license 38

39 4.2 PROJECTS & BUDGET Once you are done with all your products, refresh your screen (F5 key). You will see the Amount field updated with the sum of all your products. The field To be Invoiced will also be automatically updated. You have completed all your project items, go back to the project screen by clicking the project name in the Project field of your item. Back in your project screen the Items section will now display updated with the information you have just entered. 39

40 4.2 PROJECTS & BUDGET Scroll to the right; the only project item that is currently available for booking time is Pre-Sales (Active is set to Yes). Your project has now started and you want both the Requirements project item and Project management item to be available for time entry. Click the Grid icon. In the next screen, select Requirements and Project management and click Edit. In the Change Multiple Records screen, check the box Active And click Change. 40

41 4.2 PROJECTS & BUDGET Back in the previous screen, you will see Yes displayed in the Active column of the two project items. You have completed the creation of this project, in the command bar click +New in order to create the next one. 41

42 4.2 PROJECTS & BUDGET Exercise 2: Create a Fixed Fee project and modify the project template Scenario: You need to create a Fixed Fee project and modify the project template. Project F : This project consists of implementing the HR solution of Assistance PSA. You will use the Sure Step Elements template but will need to make the following modifications: Change the T&M project items to fixed fees Change the Expenses billable to Expenses Fixed Fee Delete both project items Travel and Licenses. There are no project rates to create but you will use the rate group RATES No mileage will be charged to the client. The financial contract is established as follows: Item Contract type Amount Budget by line Requirements Fixed Fee hours consultant Configuration & testing Fixed Fee hours consultant Training Fixed fee hours consultant Training material (to be renamed Training expenses) Expenses Fixed Fee 900 Training room rental 450$/day for 2 days Project management Fixed Fee hours Project manager Travel Expenses Fixed Fee This item needs to be deleted from the project Licenses Products This item needs to be deleted from the project. Follow the detailed steps below to create this project and its budget. 42

43 4.2 PROJECTS & BUDGET Step 1: Create your project. Navigate to Assistance PSA and click. In the command bar click + New In the PSA will open up a new project for you to complete. Click on the first step Identify of the Business Process flow start. PSA will open up the section for you to complete. Now go ahead with the creation of your project. (To navigate from one field to another simply press the Tab key or click in each field). 1. Project name: Give a name to your project (this field is mandatory). Enter: Project F HRM Implementation. 2. Template: This field is mandatory and is especially important as it will automatically create the breakdown structure of your project in the item section. Click the look up button to display the list of templates you have created and select the one specific to this project (Sure Step Elements). Note that once your project is saved, you no longer have the option to change your template. 3. Start Date: Enter the start date of your project. You can type in the date or use the dropdown calendar. 4. Project type: Click the look up button to display the list of project types you have created and select the one specific to this project (Software Implementation). 43

44 4.2 PROJECTS & BUDGET 5. Project status: Click the look up button to display the list of project status you have created and select 10. Proposal. 6. Select Account: Select the account of the project. 7. Legal Entity: Select the entity related to this project (Assistance Software USA). This field is mandatory. 8. Cost center: You can also select a cost center; in this case choose PSA Consulting. Once you are done with the completion of this first step, go to the command bar and hit Save. PSA will now generate your project number. You are now ready to complete the second step; click Next stage at the far right on the bar. You are ready to define the stakeholders of your project Project Supervisor: You can link your project to a supervisor and use this field for workflow purposes or as an additional parameter with regards to reporting. This field is not mandatory and can be left blank. Select April Meyer. 2. Project Manager: Because you have set up your organization with project management approval, you will need to assign a project manager to the project. If you do not know as of yet who will be the project manager you can leave the field blank and update it at a later stage. This person will be responsible for approving the hours and expenses of the project. Click the look up button to display the list of PSA users and select yourself. 44

45 4.2 PROJECTS & BUDGET 3. Invoice Approver: This person will be responsible for approving the invoices of this project. This person will be responsible for approving the invoices of the project. Click the look up button to display the list of PSA users and for the purpose of this course select yourself. Once you are done click Next stage again; PSA will automatically save your data. You are now in the Financial step of the business process flow Currency: The currency displayed by default here is the one set up in CRM. Leave the field as is. 2. Hourly Rate Group: Select the rate group RATES Price List: You will not be using CRM Products in your project. Leave the field blank. 4. Briefing done, (contract) Sent, (contract) Signed: You are still at the proposal (opportunity) stage of your project, leave these three fields at No. Once you are done, hide the business process flow by clicking on the bottom right arrow section (PSA will automatically save the information). All the information that you have entered is now in the Summary section of the project screen. 45

46 4.2 PROJECTS & BUDGET There are some elements left in this section; they do not systematically apply to all projects and as such are not part of the business flow. You will complete them (or not) according to each one of your projects. Region: You can specify a Region for this project; it can be used for reporting purposes but also as a filter option in the Utilization sheet. Select New York (Parent Region New York). Internal: If you check this box, the person booking his/her time towards this project will only see internal hour types in his/her timesheet. This is not an internal project; leave the box unchecked. End Date: You can specify an end date for your project and use it for reporting purposes. Leave the field blank. Booking Restriction: If you check this box Users will only be able to book time towards project item activities assigned to them. You are not using project item activities in this project; leave the box unchecked. Business Unit: You can specify a business unit here; this will be used as a dimension for integrating with your financial solution. Important note: the business unit defined here is not the one related to the owner of the project record therefore it has no impact on security (CRM). Leave the field blank. Department: You can also select a department to relate to your project; it will be used as a dimension for integrating with your financial solution. Select Consultancy. Opportunity: At any time during your project you can link it to an opportunity. If you have followed the standard PSA business flow from a lead to an opportunity to a project, this field will display the name of the opportunity that generated the project. It will also automatically filled in the Account of the project. This doesn t apply here; leave the field blank. 46

47 4.2 PROJECTS & BUDGET Principal/Financial Contact: You can specify the principal and financial contacts of the project. Leave the fields blank. Distance/Price per Mile: You can establish a specific distance and price per mile (or KM) for a project. In the timesheet PSA will be able to generate automatically an expense entry based on the information in these 2 fields. Leave both fields blank. Your next step is to define your project s team members. Select yourself and April Meyer. There are no associated hour types or specific project rates (in addition to the group rates) to define for this project; leave both sections blank. Go to the Financial Section. At this point in time no information is displayed here since no data has been entered in the project. This will change, however, as the project unfolds. There is no specific fee to define for this project; leave the section blank. Now scroll down to the Details section (Items); you need to modify the project items. Click the Grid icon. 47

48 4.2 PROJECTS & BUDGET In the next screen check all the project items that are T&M and click Edit. In the next screen select Fixed Fee and click Change. Back in the previous screen check the project item Travel and Licenses. Click Delete Project Item. 48

49 4.2 PROJECTS & BUDGET PSA will ask that you confirm the deletion of the item; click Delete. You have one last modification to do; select the project item Training material and click Edit. PSA will open the project item; modify the description to Training Expenses and remove the in the Expense Mark-up field. Save your changes and change the item type to Expenses Fixed Fee. 49