PeopleSoft Enterprise Services Procurement 9.1 PeopleBook

Managing Progress Logs

This chapter provides an overview of progress logs and discusses how to:

Create progress logs.
Manage progress logs.
Submitting, approving, and adjusting progress logs.

Understanding Progress Logs

The progress log is similar to the timesheet in function and process. The service provider contact uses the progress log to record and submit progress on deliverable work orders to the project manager for immediate, online approval. You can also track and report issues using the progress log. The project manager or progress log approver can provide feedback to the service provider, including performance-rating information through the approval process.

Use the Manage Progress Logs page as the focal point for all deliverables-based activity in PeopleSoft Services Procurement. Use this page to:

Create, edit, view, or approve progress logs.
Filter reports by selecting the criteria in the service provider contact, vendor, or status fields.
Access pages used to modify progress log details.

Prerequisites

These attributes must be set up before entering progress log information:

Services time/progress templates.
Activities defined as milestone activities.
Activities defined for rate-based services.

A deliverable - based work order must also be released before progress log transactions can be entered against it.

Creating Progress Logs

This section discusses how to:

View and maintain progress logs.
Create a progress log.
Enter or view progress log details.

Pages Used to Create Progress Logs

Page Name	Definition Name	Navigation	Usage
Maintain Progress Logs	SPA_MANAGE_PLOGS	Services Procurement, Maintain Services Progress Logs (internal) Services Procurement, Maintain Services Progress Log (external)	View and manage progress logs.
Progress Log Summary	SPA_PLOG_LINES	Click the Progress Log ID link on the Maintain Progress Logs page. Click the Add button from the Maintain Progress Logs page.	Create a progress log.
Progress Log Details	SPA_PLOG_DTL	Click the Details button on the Progress Log Summary page.	Enter or view progress log details.
Currency Information	EXCH_RT_DTL_INQ	Click the Exchange Rate Detail link on the Progress Log Details page.	View currency information.
Progress Logs by Work Order	SPA_PLOG_PRCNT_HST	Click the History button on the Progress Log Summary page.	View previously entered progress logs by work order.

Viewing and Maintaining Progress Logs

Access the Maintain Progress Logs page (Services Procurement, Maintain Services Progress Log).

External and internal users use this page to begin tasks for progress logs. You can create and maintain progress logs and search for progress logs based on their status.

Add New Progress Log

Use this grid to create a new progress log.

Business Unit

Select a business unit on which to search for work orders.

Work Order

Select a work order for which to create a progress log. Only work orders that exists for the user are included in the list of values.

Add

Click to create a progress log using the Progress Log Summary page.

See Creating a Progress Log.

Search Progress Logs

Select a status in the Progress Log Status field on which to search for existing progress logs. Statuses include, for example, Adjusted, Line Denied, and Pending. Click the Search button. The search results appear at the bottom of the page.

Progress Logs

This grid box displays the user's progress logs and includes information about

Progress Log ID

Click to access the Progress Log Summary page.

See Creating a Progress Log.

Settlement Option

Displays the settlement method on which payments are based. Values include:

Fixed Amount

Milestone

Percentage

Rate Based

Creating a Progress Log

Access the Progress Log Summary page (Services Procurement, Maintain Services Progress Logs, and click the Progress Log ID link on the Maintain Progress Logs page).

The fields appearing on this page depend on the settlement option that you defined on the work order.

Add Comments	Enter comments or concerns for the progress log.
Work Order ID	Select the work order for which progress is being reported.
Billable Amount and Total PO Amount (total purchase order amount)	The system displays values associated with the work order. The system displays this value in the work order currency, as well as the base unit currency.
	Click the Details button to access the Progress Log Details page.
	Click the History button to access the Progress Logs by Work Order page.
Total Billable Amount	Displays the sum of the billable amounts.
Save	Click to save the progress log entry for later submission.
Submit for Approval	Click to submit the progress log for approval. The information is automatically submitted to the approver based on the approval workflow process definition, and you can return to the Maintain Progress Logs page.
Preview Progress Log Approver(s)	Click to access the Progress Log Approvals pages. This link is available when you select to include progress logs in workflow approval for the business unit.
Manage Expenses	Click to access the Manage Expenses page where you can maintain details for this work order's expense report.

Milestone Settlement Method

These fields appear if you are using a service template with Milestone specified for the settlement option. The template is defined on the work order.

Milestone Activity and Complete Date

Select a milestone from the available options, which are determined by the work order defined as using the milestone settlement option.

Note. Once a milestone activity is submitted, you cannot use it again for another progress log entry.

Complete Date

Enter the date the milestone activity was completed.

% of WO (percentage of work order complete)

The system displays this information based on the percentage assignments from the work order.

Fixed Amount Settlement Method

These fields appear if you are using a service template with Fixed Amount defined for the settlement option. The fixed amount settlement option is similar to the milestone settlement option in that both record progress against milestone activities. The difference is that fixed amount enables the suppliers to enter the amount they are paid for the activity rather than having the amount defined on the work order. The settlement option is defined on the work order.

Activity

Select a milestone activity that is linked to the project defined on the work order.

Note. Progress for fixed amount work orders is reported against milestone activities, however unlike the Milestone Settlement Option, progress can be recorded multiple times against the same milestone activity with the Fixed Amount Settlement Option field.

Complete Date

Enter the date that the progress was completed.

Billable Amount

Enter the billable amount for the deliverable.

Percentage Settlement Method

These fields appear if you are using a service template with Percentage specified for the settlement option as defined on the work order.

% Complete (percentage complete)

Enter the percentage value completed.

% Complete TD (percentage complete to date)

Displays this information based on data submitted to date.

The system updates the work order with this information when you save the progress log.

Note. To submit this transaction, the submitted total, when added to previously submitted progress logs, cannot exceed the total purchase order amount on the work order, plus the tolerance percentage defined on the work order.

Rate Based Settlement Method

These fields appear if you are using a service template with Rate Based defined for the settlement option. The settlement option is defined on the work order.

Activity	Select the activity that you performed. After you select the activity, the rate, unit of measure and billable amount for the activity appear on the page. These fields come from the work order activity definition.
Quantity	Enter the quantity completed.

Entering or Viewing Progress Log Details

Access the Progress Log Details page (click the Details button on the Progress Log Summary page).

This page displays the progress log ID, line number, work order ID and activity. It also provides the billable and base billable amounts. You can also approve, deny, or place a hold on a work order line progress log.

Exchange Rate Detail	Click to access the Currency Information page that displays currency exchange details
Approve	Click to approve the progress log. The system provides a confirmation page for you to continue with or cancel the approval.
Deny	Click to deny the approval of the progress log. The system provides a confirmation page for you to continue with or cancel the approval denial.
Hold	Click to hold the progress log from further processing. The system provides a confirmation page for you to continue with or cancel placing the progress log on hold.
Invoice Status, Invoice Date, andInvoice Number	Display after the progress log is included on an invoice.

Progress Log Detail History

This grid box displays the progress log history that includes the service provider and approval status.

Submitting, Approving, and Adjusting Progress Logs

This section discusses how to:

Preview progress log approval workflow.
Submit progress logs for approval.
Approve, deny, or hold progress logs.
Respond to progress logs placed on hold.
Adjust progress logs.
Trigger worklist and email notifications.

Pages Used to Submit, Approve, and Adjust Progress Logs

Page Name	Definition Name	Navigation	Usage
Progress Log Summary	SPA_PLOG_LINE	Services Procurement, Maintain Services Progress Log Click the progress log that you want to approve.	Submit and approve progress logs.
Progress Log Approvals	SPA_PL_APPR_STATUS	Click the Preview Progress Log Approver(s) link on the Progress Log Summary page	Preview progress log approval workflow.
Save Confirmation	SPA_PL_SAVE_CONF	Click the OK button on the Progress Log Approvals page.	Confirm the approval of a timesheet.
Enter Requested Information	SPA_PL_INFOADD	Access the Worklist and select the Approval Request Information workflow entry for the progress log placed on hold.	Respond to approvals placed on hold.

Previewing Progress Log Approval Workflow

Access the Progress Log Approvals page (click the Preview Progress Log Approver(s) link on the Progress Log Summary page).

The Progress Log Approvals page provides a graphical map for the workflow by displaying the approvers and reviewers and the status of their reviews. You can insert additional approvers or reviewers or create a new approval path for a progress log. If you insert an ad hoc approver or reviewer, you can also remove the approver or reviewer. Approver and reviewers that initially appear in the workflow are defined using the approval process definition.

The title for the workflow represents the type of progress log that is being processed. This is the progress log thread description and consists of information that makes the log unique. The graphic includes the progress log ID and overall status of the approval. The graphics provide information about individual approvers and the status of their approvals and vary in color depending on the approval status.

Submitting Progress Logs for Approval

To submit progress logs for approval:

Access the Progress Logs Summary page (Services Procurement, Maintain Services Progress Log, and click the Progress Log ID link on the Maintain Progress Logs page).

The system displays the Progress Log Summary page.
Click the Submit for Approval link.
Click OK on the Submit Confirmation page.

You can click Cancel to return to the Progress Log Summary page without submitting the log for approval.

The system sends the progress log to the first approver in the approval workflow and updates the progress log status to Submitted.

Approving, Denying, or Holding Progress Logs

Access the Approve Progress Log Summary page (Worklist, select Approval Routing in the Worklist Filters field, and select a progress log that requires approval).

Progress log approvers use this page to review, adjust and approve, deny, or hold progress logs. You can select one or more lines to approve. A status appears for each line.

When approving, denying, or holding progress logs, you can also add comments and ratings.

Note. At least one line must be selected to perform an approval task.

To approve progress logs:

Click the Approve button.

The Approve Progress Log Confirmation page appears.
Click OK.

The system sends the progress log to the next approver in the approval workflow and updates the progress log status to Pending. If there are no more approvers in the workflow, the system updates the progress log status to Approved. When all lines are approved, the progress log status changes to Approved.

Click Cancel to return to the Progress Log Summary page without approving the progress log.

To deny the approval of a progress log, click the Deny button. The system will require a reason code and comment for the denial if reason codes are required. The system changes the progress log status to Denied by Approver.

To place the approval on hold, click the Hold button. The hold action gives the approver time to research an issue and prevents the approval process from going to the next approval step until the previous approver takes action on the progress log. The approval hold is removed when either the approver chooses to approve the progress log or when the log is updated in such a way that the approval process is restarted. When the approval is placed on hold, the system provides a worklist entry for the previous progress log approver

Responding to Progress Logs Placed On Hold

Access the Enter Requested Information page (access the Worklist and select the Approval Request Information workflow entry for the progress log placed on hold).

When a progress log approver places an approval on hold, you can provide additional information to the approver using this page. To provide the information, use the Comment field. The field is required. Click the Save Comments button to send the progress log approval back to the approver who placed a hold on the approval. The approver can then approve the progress log.

Adjusting Progress Logs

Access the Progress Log Summary page (Worklist, select Approval Routing in the Worklist Filters field, and select a progress log that requires approval).

The progress log approver can adjust a submitted or approved progress log by selecting the Adjust Progress Log button on the Progress Log Summary page. The approver can adjust the amount and modify comments while performing adjustments. If a submitted progress log is adjusted, the status remains Submitted. If an approved progress log is adjusted, the status changes to Adjusted. If an invoiced progress log is adjusted, the invoice for that progress log is cancelled. If the progress log was adjusted, a link is available to view adjustments.

Triggering Worklist and Email Notifications

The following status changes can trigger a worklist entry or email notification:

The service provider contact receives notification if status changes to Approve, Denied, or On Hold.
The service provider contact receives notification if status changes to Denied or On Hold.
The approver receives notification when a progress log is submitted.

Whether worklist or email notifications are sent depends on the approval workflow transaction configuration. The email notification contains values from the Progress Log Summary page and a URL for the recipient to access the progress log.