Configuring and Managing Investor Portal Content

This chapter provides an overview of content management within the PeopleSoft Investor Portal solution and discusses how to:

Configure the Investor Insights & Tools shortcut collection.
Configure the location for assembled reports.
Create content folders.
Create and file financial reports.
Create report templates
Set up and manage multi-level approval.
Assemble reports.
Send content.

Understanding PeopleSoft Investor Portal Solution Content Management

This section discusses:

PeopleSoft Investor Portal solution content management
PeopleSoft Investor Portal insights and tools.

PeopleSoft Investor Portal Solution Content Management

The PeopleSoft Investor Portal solution leverages the content management system of the PeopleSoft Enterprise Portal. The Investor Portal provides you with specific content folders that act as libraries of information for your specific investor portal content. These content folders offer the ability to create content, edit content, a check-in and check-out function, version controls to safeguard editions of content, and a submission and approval process that culminates in content available for publishing to a wider audience. With PeopleSoft Investor Portal, we deliver three main content folders:

Policies & Procedures are vital to support corporate performance management, such as the audit process and certification process, and proposed and new regulations.
Disclosures & Communications such as press releases, webcasts, and presentations.
SEC Filings, both in process and filed reports.

The PeopleSoft Investor Portal solution also leverages the news publications features of the PeopleSoft Enterprise Portal enabling companies to take the content they have created and submit it for publication to the External Investor Portal for your investors.

Before completing implementation and setup of the features described in this chapter, you must be familiar with the PeopleSoft Enterprise Portal content management and news publication systems.

PeopleSoft Investor Portal Insights and Tools

PeopleSoft Investor Portal Pack provides the Investor Insights & Tools pagelet, for the Internal Investor Portal with links to the content folders described above, as well as a:

Multi-Level Approval tool enabling users to route content in the content folders for approval by multiple individuals with automated email and notifications.
Report Template tool enabling users to build and save templates for specific reports.
Report Assembler tool enabling users to assemble financial reports, such as a 10K or 10Q report.
Send Content feature enabling users to electronically distribute files.

The sections in this chapter describes how to configure and administer these insights and tools.

Configuring the Investor Insights & Tools Shortcut Collection

You will need to configure the shortcut links for the Investor Insights & Tools shortcut collection. This ensures that the links to the PeopleSoft Investor Portal solution folders from the Content Management, Managed Content, Browse Folders menu and the Investor Insights & Tools pagelet work in your environment.

Prerequisites

Before configuring the shortcut collection, you need to verify the system-assigned folder IDs for the Policies & Procedures, Disclosures & Communications, and SEC Filings folders in your system.

Pages Used to Configure Shortcut Links

Page Name	Object Name	Navigation	Usage
Maintain Collection	PTPP_SCMAINTCOLL	Portal Administration, Navigation, Navigation Collections, Edit	Access the Investor Insights and Tools navigation collection.
Edit Link	PTPP_SCAE_SHORTCUT	Click the Edit Link button for the specific content folder.	Update the content ID in the Additional Parameters field to match the folder ID for the content folder in your system. Note. As delivered the pagelet shortcuts are configured for the demo database.

Page Name

Object Name

Navigation

Usage

Maintain Collection

PTPP_SCMAINTCOLL

Portal Administration, Navigation, Navigation Collections, Edit

Access the Investor Insights and Tools navigation collection.

Edit Link

PTPP_SCAE_SHORTCUT

Click the Edit Link button for the specific content folder.

Update the content ID in the Additional Parameters field to match the folder ID for the content folder in your system.

Note. As delivered the pagelet shortcuts are configured for the demo database.

Updating the Investor Insights & Tools Shortcut Collection

To update the Investor Insights & Tools Shortcut Collection:

Access the Navigation Collections search page under the Portal Administration, Navigation, menu structure.
Click Search and click the Edit link for the Insights & Tools shortcut collection.
On the Navigation Collection page, expand the Investor Insights folder.

Four shortcuts display: Disclosures & Communications, Policies & Procedures, My Approval List, and SEC Filings.
Select Disclosures & Communications and click the Edit Link button.

The Edit Link page displays.
In the Additional Parameters field replace the category ID number, 1504 in the example shown below, with the category ID number for the folder in your system.
```
&EPPCM_CATGID=1504
```
Click OK to save the changes and return to the Navigations Collections page.
Repeat steps 4 to 6 for Policies & Procedures and SEC Filings, replacing the existing category ID number with the appropriate number for the respective folder in your system.
Click Save to save your changes.

The following screen shots show the Navigation Collections page for the Investor Insights & Tools shortcut collection and the Edit Link page for the Disclosures & Communications.

Note. The folder ID numbers that display are the ID numbers used by the demo data we deliver.

Configuring the Location for Assembled Reports

You will need to configure the location for storing reports assembled using the Report Assembler tool. You must verify the folder ID for this folder before following the steps listed below.

Note. You will need to create the content folder beforehand and write down the folder ID number:

To configure the location for assembled reports:

Log onto the Application Designer for the System Enterprise Portal (PA) database.
Select Open from the File menu.
In the Open Definition window, select a Definition of Record, and enter a name of EPICP_INST_HDR.
Click Open. The EPICP_INST_HDR record displays.
In EPICP_INST_HDR, select EPPCM_CATGID and open the definition. The Record Field Properties window displays.
In the Default Value Constant field, enter the folder ID for the folder in which you want to store reports created with the Report Assembler tool.
Click OK.
Select File, Save to save the changes.
Exit the Application Designer.

Creating Content Folders

Once you have completed setup of the PeopleSoft Enterprise Portal, you will need to implement the content folder structure for the PeopleSoft Investor Portal solution. The Investor Portal solution provides three main content folders: Policies & Procedures, Disclosures and Communication, and SEC Filings. However, you will need to configure the folder structure of each of these folders. For example, you may elect to divide the SEC Filings folder into two sub-folders, one for filings in progress and one for published reports.

To establish Investor Portal-specific content folders, you must:

Create the content folders by entering the folder information on the Folder Properties page (go to Content Management, Managed Content, Search Folders, Select a Folder, Click Add Folder).
Enable multi-level approval for any of the folders you create by including the user SEE_MY_APPROVAL_LIST as one of the members of the folder on the Folder Security page. This will trigger the multi-level approval process described later in this chapter.

Creating and Filing Financial Reports

This section provides an example of how you can use the PeopleSoft Investor Portal Pack to create an SEC financial report, using the 10K process as an example.

The 10K Process

Using the PeopleSoft Investor Portal Pack, the 10K report process can be broken down as follows:

Complete setup of the content folders for SEC reports.
Create a report template for assembling a 10K report.
In the content folder you have created for SEC Filings, create a calendar that outlines the 10K process including the timelines and milestones, as well as the content that needs to be provided with the names of the respective content providers. Use the Notifications page for this content to list all users who should receive notifications when you distribute this calendar. Send this for multi-level approval to ensure everyone involved in the 10K process is aware of the schedule, deliverables, and their responsibilities. This calendar should also provide content providers with the names of the content folders in which they should update or add content.
As each piece of content is created, it can be sent it for multi-level approval.
Once all the content has been generated and approved, use the Report Assembler tool to assemble the final report and submit for multi-level approval.

See PeopleSoft Enterprise Portal 8.9 PeopleBook “Part 6: Content Management Workgroups.”

Creating Report Templates

To create reports, for example for SEC filings, you first need to build templates that define the structure of the reports you want to assemble. This section discusses how to create report templates.

Page Used to Create Report Templates

Page Name	Object Name	Navigation	Usage
Report Template	EPICP_TMPL_DEFN	Investor Portal, Report Template	Create a report template.

Setting up Report Templates

Access the Report Template page.

Enter a template ID and a description for the template. In Template Details enter:

Seq # (sequence number)	Required field that defines the order of the content in the report.
Template Contents	Required field that you can use to describe the type of contents to be included on this page.
Description	Description of the contents.
Source	Use to define the content source. This can be: Content Management, Text/HTML File (a file of text or HTML that you can attach), or User Input (text or HTML that you can enter directly in the report).
Folder ID	For any Content Management source, select the folder ID (content folder) by clicking the lookup button. You can navigate to the folder ID that you want to use.

Setting Up and Managing Multi-Level Approval

This section provides an overview of the Multi-Level Approval tool and discusses how to:

Establish a multi-level approval list.
Schedule multi-level approval.
Process approvals.

Understanding the Multi-Level Approval Process

The PeopleSoft Investor Portal multi-level approval enables you to enhance the approval functionality of the PeopleSoft Enterprise Portal to include a number of approvers for content and reports, ensuring that everyone in your corporation who needs to validate content can do so. With each piece of content you create, you have the choice of sending the content to one approver using the PeopleSoft Enterprise Portal content management approval process, or of using multilevel approval to ensure that everyone in your company who needs to has a chance to review the content and approve it.

To use multi-level approval:

You must set the approver of any content that requires multi-level approval to the user ID SEE_MY_APPROVAL_LIST. This sets the content in New status and flags it to be picked up by Multi-Level Approval process (EPICP_WF_APR).
Establish by content ID, a multi-level approval list for anyone who needs to approve that content.

Once content is awaiting multi-level approval, the Multi-Level Approval process picks up any pending content and generates the appropriate email notifications based on the approval list and the notification list set up on the content. The notification list itself needs to be set up when creating the content using the Notification page in the Content component. Notifications are generated throughout the process to track who has reviewed the content, who needs to review it next, and any comments that may need to be considered.

Note. For the notifications to be sent, the users should be added to the notification list for the content and their email ids must be set up in the user profiles.

Pages Used to Set Up and Manage Multi-Level Approval

Page Name	Object Name	Navigation	Usage
Multi-Level Approval List	EPICP_WF_ASSIGN	Investor Portal, Multi-Level Approval List	Create a multi-level list of approvers for content or a report.
Schedule Multi-Level Approval	EPICP_WF_APR	Investor Portal, Schedule Multi-Level Approval.	Establish a schedule for running the Schedule Multi-Level Approval Application Engine process (EPICP_WF_APR). This process picks up any content pending multi-level approval and generates the applicable email notifications and workflow. The notifications are sent based on the notification list set on the content itself.
My Approval List	EPICP_MYAPRLIST	Investor Portal, My Approval List	Access by user ID any content that is pending multi-level approval.
Review Content	EPICP_WF_APPR_SEC	Click the Review link on the My Approval List page.	Review content and approve, deny, or reassign.
Content Transfer	EPPCM_PRE_CONT_XFR	Click the View Content link on the Review Content page.	Access the content for review.
View Comments	EPICP_VIEW_COMMENT	Click the Comments link on the My Approval List page.	View comments and approval actions taken by other approvers on the approval list.

Establishing a Multi-Level Approval List

Access the Multi-Level Approval List page.

Enter the ID of the content for which you want multi-level approval.

Level	Determines the sequence for approval. The approvals go to the approvers at level 1 first, followed by level 2, and so on. You can have multiple approvers at the same level. All approvers at a level need to give approval before the content can be processed further.
Approver	Select the user ID for approval.

Scheduling Multi-Level Approvals

Access the Schedule Multi-Level Approval page.

A system administrator uses this page to schedule the Multi-Level Approval process (EPICP_WF_APR).

The process picks up any content or reports with a status of New that are configured for multi-level approval and generates the applicable notifications and workflow based on the multi-level approval list for a given content and the notification setup on the content.

The system changes the approval status of the content to Pending after the Multi-Level Approval process is run.

How Multi-Level Approval Works

The following email is generated when content is available for approval using multi-level approval.

Once this content is approved by the user IVP1 in the above example, an email notification is sent to all members on the content notification list detailing that the approval has occurred and who the next approver is.

Any approver on the approval worklist who attempts to approve the content out of order, receivers an error message that indicates content cannot be approved out of sequence.

Once all approvers have approved content, the following email notification is generated:

Processing Approvals

Access the My Approval List page.

Use this page to review your multi-level approval queue. Content that is not subject to multi-level approval will not display on this page.

Approval Status	Select the approval status to review items that are Pending approval, New, Approved, or need Rework. Any content listed as New cannot be accessed until it has been picked up by the Multi-Level Approval process.
Search	Click if you change the approval status to refresh the display.
Review	Click to open the Review Content page on which you can access the content for review, as well as approve, deny, or reassign the content. You cannot reassign to another approver listed on the approval list. You can only reassign to another user who has security access to the folder.
Comments	Click to open the View Comments page on which you can review the approval action and any comments entered by other approvers.

Reviewing and Approving Content

Access the Review Content page.

View Content

Click to open the Content Transfer page from which you can directly access the content for review.

Approve

Click to approve the content.

Deny

Click to deny the content. This resets the approval status for all members of the approval list and the workflow starts again from the beginning.

Reassign

Click to reassign the approval to another user. Enter the user ID in the Reassign To field.

Note. You cannot reassign to a user who is on the original multi-level approval list. It has to be another user who has the security access to the folder.

Comments

Enter any comments in this text box. The comments display on the View Comments page and are forwarded to the rest of the notification group.

Assembling Reports

Once you have created report templates, generated and approved content, you can assemble your financial reports using the Report Assembler tool. This section discusses how to assemble reports.

Pages Used to Assemble Reports

Page Name	Object Name	Navigation	Usage
Report Assembler	EPICP_INST_DEFN	Investor Portal, Report Assembler	Assemble reports from already created content.
View Section	EPICP_INST_TEXT	Click the Section link on the Report Assembler page.	Depending on the source for which you select Section, either attach a file, enter text, or view a section of predefined content.
View Report	EPICP_INST_REPORT	Click the Preview button on the Report Assembler page.	View the entire report.

Assembling Reports

Access the Report Assembler page.

Enter the template ID to use and an ID for the report. Then enter a description.

Note. Unapproved content can be included and saved in the report. However it cannot be viewed in the report preview. The section with the unapproved content displays with a message that the content is not approved. In addition, a report cannot be posted until all the content has been approved.

Content ID	Select the content ID for any Content Management source. The content available is based on the content folder ID entered on the report template.
Section	Click to open the View Section page. For a source of Content Management, you can preview the section of content. For a source of User Input, you can enter the text in the text box provided. Use the Spell Check button to check the spelling of the text you enter. For a source of Text/HTML File, you can click the Import Text/HTML File button to browse for a text or HTML file you want to use. Note. The system only supports file types of HTML or text for use as a source.
Preview	Click to open the View Report page on which you can preview the entire report. Click Return to return to the Report Assembler page. You can only preview content that has been approved.
Post Report	Click to post the report. You must Save the report before you can post it. Posting a report generates an HTML version of the content and stores this content in the content folder you configured for you assembled reports. See Configuring the Location for Assembled Reports.

The page updates to display the following fields:

File Report

This button displays but is not active. The report must be approved before it can be filed.

Content ID

System-generated content ID for the report you have created.

Edit Multi-Level Approval List

Link that opens the Multi Level Approval List page on which you can set up the approval list for this report. Once you have set up the approval list save the page. You can also use this page to review the approval status of the report.

Once you have saved the page, the report will have an approval status of New. It can now be picked up by the Multi-Level Approval process.

Sending Assembled Reports for Approval

Once you have set up and saved the multi-level approval list, the Multi-Level Approval process picks up the report on the next run. The approval status of the report is set to Pending, and the system schedules the approval process with emails and notifications.

Filing a Report

Once all approvals have been received for the report, you can file the report by accessing the Report Assembler page.

The File Report button is now active. The system files the report in the content folder specified as part of system setup.

Sending Content

You can send files containing content as an email attachment using the Send Content tool.

Page Used to Send Content

Page Name	Object Name	Navigation	Usage
Send Content	EPICP_COMM_WIZ	Investor Portal, Send Content	Send files as email attachments with details on publication dates and times.

Using the Send Content Tool

Access the Send Content page.

Content ID

Select the content you want to send as an email attachment. You can only send text and HTML files as content.

Publish Date and Publish Time

Enter the time and date at which you want the content published.

Folder

Specify a temporary folder for downloading the content.

Email To

Enter the email address for the recipients of this email. Separate multiple addresses by commas.

Use the text box to type in any text you want to accompany the email. Click Send to send the email and attachment.

You can save the emails you create.

The following screenshot shows an example of the email generated using the Send Content feature.

Using Send Content to Transmit an Assembled Report

You can use the Send Content tool to send an assembled report to outside organizations for publication. The report and all the sections in the report that require approval, must be approved before you send it.

When you post the report on the Report Assembler page, the system automatically generates the HTML for the report and saves it to the location you configured for assembled reports. This content can then be sent for approval. Once it has been approved, you can select it on the Sent Content page for transmitting.

Alternatively, you can select the contents of the assembled report and paste them into a new file in another tool such as Word and save. This enables you to apply formatting to the contents and save in formats such as HTML or PDF. You can then add this file as new content to the appropriate content folder using the File Attachment option and attaching this file.

View Content	Click to open the Content Transfer page from which you can directly access the content for review.
Approve	Click to approve the content.
Deny	Click to deny the content. This resets the approval status for all members of the approval list and the workflow starts again from the beginning.
Reassign	Click to reassign the approval to another user. Enter the user ID in the Reassign To field. Note. You cannot reassign to a user who is on the original multi-level approval list. It has to be another user who has the security access to the folder.
Comments	Enter any comments in this text box. The comments display on the View Comments page and are forwarded to the rest of the notification group.

Content ID	Select the content you want to send as an email attachment. You can only send text and HTML files as content.
Publish Date and Publish Time	Enter the time and date at which you want the content published.
Folder	Specify a temporary folder for downloading the content.
Email To	Enter the email address for the recipients of this email. Separate multiple addresses by commas.