Project Management

True/False - You can create more than one Budget/Budget Allocation per Project?

True

What types of Budget can be stored on a Budget Allocation?

• 1 Customer Purchase Order Budget

• up to 3 Internal Budgets

• 1 Billable Expenses Budget

• 1 Non-Billable Expenses Budget

What must happen to the business record for PSA to automatically update the Budget?

It must be:

• Completed (i.e. Approved)

• Include in Financials = TRUE

You can track the consumption of a project's budgets individually by linking them to a budget allocation. For example, a project might have a customer purchase order budget for billable work, and an internal budget for costs not billed to the customer. Both budgets are linked to a budget allocation that is assigned to milestones, timecard splits, expenses, and miscellaneous adjustments in the project. When these business records are included in financials, their billable amounts are allocated to the customer purchase order budget and any internal costs are allocated to the internal budget.

Complete the table showing which type of Budget Allocation each Business Record’s Value roll-up to.

Which field on the Billing Event means that you can trace the Billing Event’s value back to the Budget(Allocation) and Business Record?

Customer Reference field

This means that when you release billing events to your finance system for invoicing, the customer reference on a billing event is available to be included on its corresponding invoice and thus can be tracked back to a specific budget.

How many Threshold Alerts can you set on a Budget? Who receives them?

2. The PM receives the alert by default, and any user who is added into the ‘Alert Recipient’ Field.

Commonly this is set at 100% so you know when you have reached your limit, and a lower value - say 75% - so you are aware you are approaching the limit.

Which tab on the Project shows a summary of the Budgets?

Financials

Time-, Milestone-, Misc Adj-, and Expense-Based consumption grids aren’t shown on the Budget record as standard. How are they added?

As Lightning Components

How can you ensure that individual Budgets aren’t overbilled?

You add a Budget-Specific Billing Cap.

Note: this is different to the Project Billing Cap by being specific to a certain Budget

What is Best Practice to handle a Change Request on a Project?

Create a new Budget

What is Best Practice if new Assignments are needed or are needed to be extended?

Create new Resource Requests

What is Best Practice to handle changes in cost or amount to the Project?

Create a Miscellaneous Adjustment

What are the steps to close a Project?

1. Notify Resources that Project end is near so submit Time and Expenses

2. Approve T+E

3. Close Project for T+E (these are checkboxes on the Project and means no new records can be created but existing ones can be approved.

4. Close (Active = FALSE) and make a final version

How should you track pre-sales activity?

Global Project

To define a project as Global, make the end date very far in the future (e.g. 31/12/2099) and ensure that the fields Allow Timecards/Expenses without Assignment = TRUE. Other examples for Global Projects include Time-Off, Sickness etc.

In what scenario do you use:

1. Credited Assignment/Project? (where Time Credited = TRUE

2. non-Billable Assignment/Project? (Where Billable = FALSE)

3. Excluded Assignment/Project? (Where Time Excluded = TRUE)

1. Where the Ass/Proj is non-Billable but you want the time to count towards a Resource’s utilisation e.g. Consulting

2. Where time does not count towards utilisation

3. To reduce the target hours for Utilisation e.g. PTO.

Is it Best Practice to directly edit Project Tasks?

No. Use the Gantt so as not to interfere with Task dependencies

Which five objects can be included in a Project Template?

1. Assignments

2. Resource Requests

3. Project Tasks

4. Milestones

5. Risks & Issues

How does PSA show differences between two Project Versions?

Compare Versions from the Project. Selecting two versions to compare displays a series of tiles where specific project characteristics are displayed side-by-side. Any differences are highlighted in blue. The fields displayed can be altered by creating custom Version Capture Configurations.

A user is unable to create Project Version. What may be the reason for this?

They must have a Permission Control set up where Project Version Create = TRUE.

True/False - Data on Project Tasks (e.g. points, hours etc) automatically rollup to Parent Tasks?

True

Is it Best Practice to clone Project Tasks?

No.

Best practice to create Tasks is to do so from the Gantt so that any relationships can be visually determined rather than creating them ‘blind’ from the task record page.

How do you create a Project Task Assignment?

Assign a Resource/Role to a Project Task using either the Gantt or Project Task Gantt.

True/False - Project Task Assignments can be used to generate either a Resource Request or an Assignment?

True

You can create both from the Gantt.

True/False - you can make a Task on one Project dependent on a Task in a separate Project?

True

Who automatically has full access to the Project Task Gantt? And if you don’t have access how can it be given?

PM

Access can be granted via the Project Task Gantt Edit/View field in Permission Controls

In the Project Task Gantt, when will a user be unable to select a Project?

They are neither the PM nor do they have the relevant Permission Controls

How can the columns of the Project Task Gantt be edited?

Create a new Field Set on the Project Task object, and assign it in the Project Task Custom Setting

On the Gantt, what is the Critical Path?

This tracks the shortest time in which the Project can be completed.

How are fixed targets represented on Projects?

Milestones

When Milestones are reached they can be used to bill the customer either by a fixed fee (adding the Milestone to a Billing Event) or adding time against it.

If I have a Project where:

• I want to bill different parts of it in a different currency

  or

• Have different approvers for different parts of the Project

How can I set up the project?

Use Project Hierarchies

The way that the RPG hierarchy roles up data can be different to the Project hierarchy and so can be leveraged to realise these two scenarios. E.g. if Project 1 in the US East Region has parent Project 2 in the US West Region, and both Regions have the same parent Region United States, the following happens regardless of Project hierarchies:

• The US East Region reflects actuals such as Bookings and Billings for project 1, as well as scheduled backlog.

• The US West region reflects actuals such as Bookings and Billings for Project 2.

• Actuals and backlog for the United States Region receive contributions from both Regions.

The following happens due to the Project hierarchy:

• Project 2 actuals and backlog receive contributions from Project 1 and Project 2.

• Project 1 actuals only receive contributions from Project 1.

How can you edit the columns and fields that display when creating an Assignment/Resource Request from the Project Task?

Create a new Field Set on the Project Task Assignment object to be referenced in the Task-based resourcing Custom Setting.

What are the two main Project Planning Methodologies?

1. Top-Down planning - where the overall objectives and methods to achieve them are defined, then Assignments, RRs and Tasks are created.

2. Task-Based Resourcing - first plan the tasks then the creation of RRs and Assignments forms the overall project

Note: you can use a combination of the two, or copy all project tasks from a Template.

What two views does the Delivery Tracker give you for a Project?

• Project Actuals

• Revenue Forecast for each monthly time period

This can be added as a lightning component to the project page

What 3 places can Assignments be excluded from?

1. Planners

2. Timecard and Expense Rollups

3. EvAs

Rate Cards set ______ Bill Rates and _______ Cost Rates for different _______?

• Suggested

• Average

• Resource Roles

Rate Cards are automatically matched to the Resource Request based on which 6 attributes?

1. Resource Role

2. Start Date

3. Region

4. Practice

5. Group

6. Account

True/False - As default Rate Cards can only be assigned to one Object type at a time?

True

The Validation Rule Rate_Card_May_Not_Have_Multiple_Targets prevents this. If this Val Rule is disabled, the Rate Card matched the object inline with the order of precedence.

How can you prevent the creation of duplicate Rate Cards?

The RateCardValidator Configuration Option in ASM Triggers Configuration group

What is a Rate Card Set?

This is a group of Rate Cards that can be applied to a Project/Opportunity so the rates can be more easily controlled.

What is the default Rate Card precedence? And where can it be changed?

1. Account

2. Region

3. Practice

4. Group

It can be changed from the Resource Request Configuration Group in the precedence-for-rate-cards Configuration Option

How are Rate Cards matched with respect to the Resource Role?

Rate cards are always matched using the resource role of the resource request, except for when no matching rate card can be found for the specified role. In this case, the default rate card is used.

How are Rate Cards matched with respect to the Dates

If the start date of the resource request is within the start and end date range of the rate card, then it's considered for matching based on any of the other criteria. If the start date of the resource request is within the start and end date range of multiple rate cards, all of those rate cards are considered for matching based on any of the other criteria.

How are Rate Cards matched with respect to the Currency

Resource Requests can only match Rate Cards that are in the same Currency

How are Rate Cards matched with respect to the Account/Region/Practice/Group

Rate cards are matched based on only one of Account, Region, Practice, or Group, and precedence determines in which order to apply those fields in order to determine a match.

What happens if there are multiple Rate Cards that match the Resource Request?

As a default, PSA chooses the Rate Card with the highest bill rate, but this can be changed to use the one with the highest margin.

What do you need to do to allow users to use the Project Billing Cap feature?

Turn it on in the feature console.