Defining Your Operational Structure

This chapter provides overviews of installation options, integration templates, business unit default setup, and products and discusses how to define Proposal Management defaults and confidence levels for business units.

Understanding Installation Options

When you install your PeopleSoft system, you need to set up the defaults at the overall system level and at the application-specific level.

This section discusses:

Overall installation options.
Application-specific installation options.
Project delete utility.

Overall Installation Options

Use the pages in the Installation Options component (INSTALLATION) to configure the installation information and to indicate how you want to use certain cross-application features. Use this component to:

Determine the alternate characters that the system uses for a specific language code.
Set specific document management control options that enable the embedded document management system and specify system-level configurations.
Enable the use of entry events in General Ledger, Payables, Purchasing, and Receivables.

You can find instructions for defining overall installation options in the PeopleSoft Enterprise Applications Fundamentals 8.9 PeopleBook

Application-Specific Installation Options

Because Project Costing is the vehicle by which you process most transactions through the system, you need a way to identify these transactions as they come in from the various feeder systems. Use the Installation Options - Project Costing Integration page to identify the analysis types that are assigned to the transactions coming into Project Costing from the different feeder applications.

The system uses analysis types in downstream processing, from pricing out transactions in Project Costing to billing and revenue recognition. Therefore, you should not modify the delivered analysis types. If you choose to modify them, remember the effects that the change may have on downstream processing.

Use the Installation Options - Contracts page to define installation options that are specific to Contracts. The values that you select on this page cannot be overridden on the transaction pages in Contracts. This does not apply to ad hoc products.

In addition, you can use the Installation Options - Billing - General Options page and the Installation Options - Billing - GL/AR Options page to define installation options specific to Billing.

You can find instructions for setting application-specific installation options in the PeopleSoft Enterprise Applications Fundamentals 8.9 PeopleBook

Project Delete Utility

In Proposal Management, when a user selects another version of a proposal that has established project and team structures in place, the system calls the Project Delete Utility from the PeopleCode and deletes the Project Costing structures under that proposal version. To activate the Project Delete Utility for a particular business unit, you need to set up the project delete options on the Delete Utilities Tables page in Project Costing.

Setting up this page is a requirement in Project Costing. To copy the existing settings of another business unit, access the Delete Utilities Tables page, select an existing Project Costing business unit, and then click the Copy Settings button.

Setting up the Delete Utilities Tables page establishes the parameters for how the system deletes projects, activities, and resources within a specified business unit when the system runs the Project Delete Utility.

You can find instructions for setting up the Project Delete Utility in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Understanding Integration Templates

Proposal Management integrates with Project Costing, Program Management, Contracts, General Ledger, Billing, Receivables, Payables, and Purchasing to deliver a full-featured solution. When implementing PeopleSoft Financials applications, the order in which you perform the setup is important. In most cases, you set up the General Ledger system first because of the default values, calendars, and ledger groups that the other financial applications use downstream.

Before you can make the most effective use of Proposal Management, you need to establish the basic information that the system uses in its processing. Most of the implementation procedures are one-time sequences of data entry that provide the system with core information about the organization.

The system uses integration templates to identify the General Ledger business unit with which your projects are associated. Because transactions that are related to Proposal Management are processed through Project Costing, you need to establish this relationship in the system.

Before you can begin to track contracts and the costs that are associated with them, you must define the integration template that the Project Costing business unit will use. This template tells the system which primary General Ledger business unit will interact with the Project Costing business unit.

Note. Proposal Management uses the General Ledger business unit that is designated as the Primary Ledger Business Unit on the General Ledger Integration page. Select Setup Financials/Supply Chain, Product Related, Project Costing, Project Options, Integration Templates, General Ledger Integration.

You can find instructions for defining integration templates in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

Understanding Business Unit Default Setup

You must establish business units using the business unit setup pages for Project Costing and Contracts before you can set up business unit defaults and confidence levels in Proposal Management. There are no fields on the Contracts business unit pages that you set up specifically for Proposal Management; Proposal Management uses the contract business units as they are defined for Contracts. You should set up business units and business unit default values in this order:

Project Costing business units.
Contract business units.
Proposal Management default values for project and contract business units.

Project Costing Business Units

In Project Costing, you must have at least a project business unit and integration template set up to use Proposal Management. Proposal Management uses the tables in Project Costing to store information, so you must establish the business units that you plan to use in Project Costing on both the Project Costing Definition and Project Costing Options pages.

After you set up the Project Costing business units in Project Costing, use the Projects BU page in Proposal Management to select the integration template and the expense and revenue ledgers that you want to use for accounting.

See Also

Setting Up Project Business Units

Defining Proposal Management Defaults and Confidence Levels for Business Units

Contracts Business Units

You must have Contracts in place before you can use Proposal Management. The business unit that you select in Proposal Management when you create a proposal comes from the Contracts Business Unit table. You establish business units that you plan to use in Contracts on both the BU Definition page and the BU Options page. After you set up the Contracts business units in Contracts, use the Contracts BU Setup page in Proposal Management to establish defaults for proposal-level fields and for the Generate process.

See Also

Defining Contracts Business Units

Understanding Products

In Contracts, a contract must have contract lines to be billed. When you initiate the Generate process from Proposal Management, the system sends data from the proposal to the appropriate pages in Contracts.

Contract lines are required because they control the processing for the billing and revenue recognition activities. Every contract must have at least one contract line associated with it. The contract line is connected to the contract during the Generate process. In Contracts, each contract line has a product ID defined. A product ID is a good or service that you provide to a customer.

In Contracts, there is a distinction between the products that you define:

Fixed Amount Products.

These are goods that are associated with a fixed monetary amount (for example, software, maintenance contracts, building structures, and so on). You create these products on the Product Definition pages and process transactions through Contracts. When you set up fixed amount products for Proposal Management, select Amount as the price type on the Product Definition - Contracts Options page, and then select a revenue method. The system ignores the other fields on the page during the Generate process.
Rate Based Products.

These are services that are associated with a rate (for example, consulting services, time and labor expenses, and so on). Project Costing controls these products, but Contracts manages the processing. When you set up rate-based products for Proposal Management, select Rate as the price type on the Product Definition - Contracts Options page, and then select a revenue method. The system ignores the other fields on the page during the Contract Generation process.

To bill your customers, you need to define products that represent the contract lines on your contracts. You must define at least one product, but you may define as many products as you require.

Note. For Proposal Management, the Product Use field on the Product - Definition page must be set to either Contracts Only or General Use. On the Proposal Management Contracts BU Setup page, you cannot select products with product uses that are defined as General Use Excluding Contracts. For Proposal Management, the product IDs defined on the Proposal Management Contracts BU Setup page are defaults for the activity level. They are required on the BU Setup page, but you may override them at the activity level because contract lines bill at the activity level.

You can find instructions for defining products in the PeopleSoft Enterprise Contracts 8.9 PeopleBook and in the PeopleSoft Working with Customers and Orders 8.9 PeopleBook.

See Also

Setting Up Products

Defining Proposal Management Defaults and Confidence Levels for Business Units

Use these components to set up defaults for Project Costing and Contracts business units:

Proposal Management BU Def (GM_BU_PM_SETUP)
PM PC BU Setup (GM_PM_BU_PC)

This section provides an overview of Proposal Management defaults and confidence levels and discusses how to:

Define Proposal Management defaults for the Project Costing business unit.
Define Proposal Management defaults for the Contracts business unit.
Define confidence levels for Proposal Management.

Note. There is a dependency in the setup procedures described in this section in that you must establish business units using the business unit setup pages for both Project Costing and Contracts before you can set up defaults and confidence levels for the business units in Proposal Management.

Understanding Proposal Management Defaults and Confidence Levels

Because the system captures transactional data in Project Costing, you must define the Project Costing business units in both Project Costing and Proposal Management. The Project Costing business unit setup pages provide default values in Project Costing when a user runs the Generate process from Proposal Management. It also tells the system what default ledger groups and ledgers to use to book revenue and expense information to General Ledger.

To perform the day-to-day functions of contracts management, you must also define the Contracts business unit in both Contracts and Proposal Management. The system uses the default values that you established on the Contracts business unit setup pages during the Generate process in Proposal Management to populate fields on the Contract pages in Contracts. The information that you define on the Contracts business unit setup pages described in this section appears by default on the Contract-General and Contract-Lines pages.

To give users a visual clue about the likelihood that a proposal will be sold, you can set up and maintain confidence levels. You can enter percentages for three confidence levels: high, medium, and low. The system translates the confidence levels into symbols that appear to the right of the Confidence Pct (confidence percentage) field on the Maintain Proposal page when a user enters a value and saves the proposal. The symbol also appears on the My Proposals page. In addition, you can use confidence levels in your reporting and in the Proposal Operational Summary, Proposal Revenue Pipeline, and Proposal Resource Demand pagelets.

Pages Used to Define Proposal Management Defaults and Confidence Levels for the Business Units

Page Name	Object Name	Navigation	Usage
Projects BU	GM_PM_BU_PC	Setup Financials/Supply Chain, Business Unit Related, Proposal Management, Projects BU	Define proposal management defaults for the Project Costing business unit.
Contracts BU Setup	GM_BU_PM_SETUP	Setup Financials/Supply Chain, Business Unit Related, Proposal Management, Contracts BU, Contracts BU Setup	Define proposal management defaults for the Contracts business unit.
Confidence Level Setup	GM_BU_CONF_SETUP	Setup Financials/Supply Chain, Business Unit Related, Proposal Management, Contracts BU, Confidence Level Setup	Define confidence levels for the proposals.

Defining Proposal Management Defaults for the Project Costing Business Unit

Access the Projects BU page.

Note. After you select an integration template, the system displays the appropriate ledger and ledger group fields based on how you have configured your General Ledger system. If you are using Commitment Control, the system displays separate ledger and ledger group fields for expense and revenue transactions.

Ledger Group and Ledger are for non-Commitment Control General Ledger business units. Revenue Ledger Group, Revenue Ledger, Expense Ledger Group, and Expense Ledger are for Commitment Control General Ledger business units. In all situations, ledger fields are optional, but ledger groups fields are required.

Integration	Select the template that defines the integration between Project Costing and the other PeopleSoft Financials applications. Each integration template that you create defines a specific set of business units from the other financial applications.
Ledger Group and Ledger	Select the ledger group and ledger that you want the system to use when posting transactions to the general ledger from the business unit.
Expense Ledger Group, Expense Ledger, Revenue Ledger Group, and Revenue Ledger	These fields appear only if you are set up to use Commitment Control. Select the ledger groups and ledgers that you want the system to default when bringing forward expense and revenue rows that are to be posted to the general ledger.
Bill & Cost Rate Plan	Select a rate plan with billing and costing rate sets. The prompt view for this field displays only active rate plans that contain both billing and costing rate sets.
Bill Rate Plan	Select a rate plan with billing rate sets only. The prompt view for this field displays only active rate plans that contain billing rate sets only.
Cost Rate Plan	Select a rate plan with costing rate sets only. The prompt view for this field displays only active rate plans that contain costing rate sets.
Weeks Unit of Measure	Select MWK for the default unit of measure to use when employees select Labor Configuration of Weeks on proposals. Proposal Management enables you to set the Labor Configuration by hour, day, or week; however, Project Costing only supports hour or day for unit of measure. You can set up the unit of measure for hour or day on the Project Costing Definition page, but you need to set the unit of measure for week on Proposal Management's Projects BU page.
Other Unit of Measure	Select a unit of measure to default on proposals for non-labor items.
Calendar	This field provides an override value to the default budget calendar that is used by Projects budgets. A budget calendar can be defined for one budget period with a vast time span to cover the start and end date periods for projects.

Setting Up Ledgers

Defining Contracts Business Unit Defaults for Proposal Management

Access the Contracts BU Setup page.

PC Business Unit (project costing business unit)

Select the Project Costing business unit in which you want to store your projects-related information.

Billing BU (billing business unit)

Select the business unit that you want to use for billing. This field is a default for contracts that are created under this business unit. The values that you can select are limited to those Billing business units that are linked to the same General Ledger business unit as the Contracts business unit.

Contract Type

Select a value to categorize your contracts for reporting purposes.

Bill Type Identifier

Select a bill type. This field is a default for contracts that are created under the business unit. The bill type represents a category of activity that is being billed.

Contract Legal Entity

Select a legal entity from the list of entities that you established on the Define Legal Entity page in Contracts. This is the legal entity in your company that owns or has signed the contract. A legal entity is required for contract activation.

Minimum Bill Amount

Enter an amount to specify the minimum threshold that will produce a bill during contract administration.

Contract Status

Select the status to appear by default when the contract is first established. The system uses this field to control all processing that occurs against a contract.

Rate Based Product

Select the rate-based product that you will use most often on the contract lines. The lookup list for this field displays only product IDs with a price type of Rate and a revenue recognition method of As Incurred. Products are defined on the Product Definition pages and in Contracts.

Fixed Amount Product

Select the fixed-amount product offering that you will use most often on the contract lines.

The lookup list for this field displays only products with a price type of Amount and a revenue recognition method other than As Incurred. Products are defined in the Product Definition pages and in Contracts.

Security

Select Yes to enable security. When security is enabled, the list of users who can view a proposal is limited to those who have been given security access on the Proposal - Set Up Options page.

See Also

Defining Contract Types

Defining Legal Entities

Defining Contract Statuses

Setting Up Products

Establishing PeopleSoft Billing Business Units

Defining Confidence Levels for Proposal Management

Access the Confidence Level Setup page.

Percent To

Enter the highest percent value to which you want to set the confidence level for the low and medium categories. The symbol to the right of the field appears on the Maintain Proposal page when a user enters a value in the Confidence Pct field and saves the proposal. It also appears on the My Proposals page and the Proposal Operational Summary pagelet.

PC Business Unit (project costing business unit)	Select the Project Costing business unit in which you want to store your projects-related information.
Billing BU (billing business unit)	Select the business unit that you want to use for billing. This field is a default for contracts that are created under this business unit. The values that you can select are limited to those Billing business units that are linked to the same General Ledger business unit as the Contracts business unit.
Contract Type	Select a value to categorize your contracts for reporting purposes.
Bill Type Identifier	Select a bill type. This field is a default for contracts that are created under the business unit. The bill type represents a category of activity that is being billed.
Contract Legal Entity	Select a legal entity from the list of entities that you established on the Define Legal Entity page in Contracts. This is the legal entity in your company that owns or has signed the contract. A legal entity is required for contract activation.
Minimum Bill Amount	Enter an amount to specify the minimum threshold that will produce a bill during contract administration.
Contract Status	Select the status to appear by default when the contract is first established. The system uses this field to control all processing that occurs against a contract.
Rate Based Product	Select the rate-based product that you will use most often on the contract lines. The lookup list for this field displays only product IDs with a price type of Rate and a revenue recognition method of As Incurred. Products are defined on the Product Definition pages and in Contracts.
Fixed Amount Product	Select the fixed-amount product offering that you will use most often on the contract lines. The lookup list for this field displays only products with a price type of Amount and a revenue recognition method other than As Incurred. Products are defined in the Product Definition pages and in Contracts.
Security	Select Yes to enable security. When security is enabled, the list of users who can view a proposal is limited to those who have been given security access on the Proposal - Set Up Options page.