Understanding Programs, Projects, and the Enterprise Program Tree
This chapter provides an overview of programs, projects, the enterprise program tree, program managers, and resource pool security, and discusses how to:
Establish and maintain programs and projects.
Establish and maintain enterprise program trees.
Refresh program data.
See Also
Defining Business Unit Options
Creating and Maintaining Projects
Creating and Maintaining Activities
Understanding Programs, Projects, and the Enterprise Program Tree
Programs are initiatives that are composed of one or more projects. Usually a theme is associated with a program, and all the projects that are within the program support that theme. In PeopleSoft Program Management, an enterprise program tree defines the hierarchical relationship of a project business unit's programs and their associated projects. This tree is required to define a program. To establish a program, use the Project - General Information page, and select the Program check box to indicate that you are defining a program, not a project.
You define the enterprise program tree for a business unit by using the Program Management Options page.
A project is a temporary endeavor that is undertaken to create a unique product, service, or result. Projects can be created by using one of these methods:
Automatically by the system when you approve a submitted project request.
You create project requests in either PeopleSoft Project Portfolio Management or PeopleSoft Program Management.
Automatically by the system when you change a submitted project request to a status of costing.
When you set project requests that you created in either PeopleSoft Project Portfolio Management or PeopleSoft Program Management to a status of costing, the system automatically creates a project in a processing status of pending.
By a project manager or similarly designated person.
You create projects by using the Project Definition component in PeopleSoft Project Costing and PeopleSoft Program Management.
By the project copy feature, which copies an existing project into another project.
The copy feature is part of PeopleSoft Project Costing.
By the project template feature, which creates a project from an existing template.
The create project from a template feature is part of PeopleSoft Project Costing.
By PeopleSoft Resource Management.
In PeopleSoft Resource Management, a service order can generate a project for the purpose of staffing resources to it.
By PeopleSoft Proposal Management
In PeopleSoft Proposal Management, the Contract Generation process creates projects and activities based on information that is contained in a proposal.
By importing project data from Microsoft Project.
You import projects from Microsoft Project by using the Create Project From Microsoft page in PeopleSoft Project Costing.
To associate projects with a program, you add the projects to the enterprise program tree by using the Enterprise Program Tree page; you can also use PeopleSoft Tree Manager to maintain it.
The data for all projects that are within a program are summarized at the program level, enabling program managers to quickly and easily assess how well a program is progressing. The Program Refresh process (PGM_PROGRFSH) updates project health and program data.
Understanding Program Managers
Typically, program managers create and manage programs, create program budgets, and assign project managers. You define program managers on the Project General - Manager page for programs. You can have more than one program manager for a program, but the effective dates for the program managers cannot overlap. If you change a project into a program, the system retains the project manager as the program manager. If you change a program into a project, the system automatically adds the program manager to the resource list as a project manager. If the program has multiple program managers, the system will add each program manager to the resource list as project managers based on their effective dates.
Understanding Resource Pool Security
The PeopleSoft Project Costing application allows you to designate who can charge time and expenses to a project or activity by selecting an option in the Enforce Team group box on the Project Costing Options page for the business unit or the Project Costing Definition page for the project. PeopleSoft Program Management provides two additional options that enable resource pool security:
Project Resource Pools Only: Indicates that only resources that belong to the project's resource pools can charge time and expense in PeopleSoft Expenses against the project.
Project Activity Resource Pool: Indicates that only resources that belong to the activity's resource pools can charge time and expense in PeopleSoft Expenses against the activity.
Project Managers use the Project Resource Pools page and Activity Resource Pools page to select the resource pools for each project and activity. You must run the Refresh Resource Pools Application Engine process (PGM_POOL_RFS) for the system to recognize the pools to use in the PeopleSoft Expenses system. The prompts for activity on the Expenses Time Entry page and the Expense Report page are only as accurate as the last time the Refresh Resource Pools Application Engine ran if either the Project Resource Pool Only or Project Activity Resource Pool option is selected for the project.
Note. These options appear only if PeopleSoft Resource Management is installed and are applicable to charge time and expense data only in the PeopleSoft Expenses application and not the Time and Labor application.
Establishing and Maintaining Programs and Projects
This section discusses how to:
Establish programs and projects.
Define project security options.
Define program and project defaults.
Define activity options.
Page Used to Establish and Maintain Programs and Projects
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Page Name |
Definition Name |
Navigation |
Usage |
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PROJECT_GEN_01A |
Program Management, Project Definitions, General Information, General Information |
Establish and maintain programs and projects. |
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PROJECT_GEN_01 |
Program Management, Project Definitions, General Information, Project Costing Definition |
Define various project options including how to enforce team security. |
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PROJECT_GEN_02 |
Program Management, Project Definitions, General Information, Program Management |
Set up defaults for scheduling, health criteria, and forecasting for a program. |
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PROJECT_ACTIVITY |
Program Management, Activity Definitions, General Information, Definition |
Establish change control and scheduling for activities. |
Establishing Programs and ProjectsAccess the General Information page (Program Management, Project Definitions, General Information, General Information).
The following fields are available only when you have PeopleSoft Program Management installed. The remaining fields that are on this page are described in the PeopleSoft Project Costing PeopleBook.
See Entering Project General Information.
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Select one of the following three elements for the system to calculate based upon the values that you enter for the other two fields that are on the page: Start Date, End Date, or Duration in Days. |
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Enter the number of business days that are between the start date and end date of the project. |
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Select the release for this project. This field is available only on project definitions because programs can span many releases. |
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Release Date |
Displays the current target release date associated with the release that you select. |
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Select the category to further classify the program or project. |
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Select the application area to further classify the program or project. |
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Select the application to further classify the program or project. |
See Also
Setting Up General Control Data
Defining Project Security OptionsAccess the Project Costing Definition page (Program Management, Project Definitions, General Information, Project Costing Definition).
Enforce Team
Designate who can charge time and expenses to a project or activity by selecting an option in the Enforce Team group box. These options are available for selection at the project level if you selected the Decide at the Project Level option on the Project Costing Options page for the business unit. The Project Resource Pools Only and Project Activity Resource Pools options appear only if you have PeopleSoft Resource Management installed. The remaining options that are on this page are described in the PeopleSoft Project Costing PeopleBook.
See Defining Project Business Units.
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Project Resource Pools Only |
Select to indicate that only resources that belong to the project's resource pools can charge time and expense in the PeopleSoft Expenses application against the project. Project Managers use the Project Resource Pools page to specify the project resource pools. |
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Project Activity Resource Pool |
Select to indicate that only resources that belong to the activity's resource pools can charge time and expense in the PeopleSoft Expenses application against the activity. Project managers use the Activity Resource Pools page to specify the activity resource pools. You can select this option only if the project charging level is set to All Detail Activities on the Program Management page. |
Defining Program and Project Defaults
Access the Project General - Program Management page (Program Management, Project Definitions, General Information, Program Management).
Use this page to configure how a specific project or program functions with respect to scheduling, forecasting, managing change control, the project charging level, and evaluating project health. The values that you enter on this page override the program management option settings for the fields that are established at the business unit level. The only fields that are documented here are those that do not perform identically to the corresponding fields that you define for the business unit.
See Establishing PeopleSoft Program Management Business Unit Options.
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Enter the employee ID of the user responsible for approving budgets for this project. |
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Select to enable the system to strictly enforce the constraints that you set at the activity level. Deselect this option to allow users to keep constraints that you define on an activity but set dates that might not specifically follow the constraints. |
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Select to enable change control functionality for this project.
Note. You must designate a budget approver if you select Change
Request Required for the Finalize Budget Plan option
on the Change Control Template page for the change control template that you
enter. |
Defining Activity OptionsAccess the Activity Definitions - Definition page (Program Management, Activity Definitions, General Information, Definition).
Use this page to override business unit default settings at the activity level on individual projects. The following fields are available only when you have PeopleSoft Program Management installed. The remaining fields that are on this page are described in the PeopleSoft Project Costing PeopleBook.
See Setting Up PeopleSoft Program Management Business Units.
See Entering Activity General Information.
Options
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Select to enable change control functionality for this activity. If change control is not enabled at the project level, this activity uses the change control template that is defined for the business unit. If you enable change control at the project level, you do not need to enable change control at the activity level, because the activities that belong to a project use the change control template that is defined for that project. |
Scheduling
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Calculate |
Displays the calculation method that determines when the system rolls up start and end dates for activities. You specify this value on the Project General - Program Management page. |
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Hours per Day |
Displays the number of hours per day that define a work day for this activity. The system uses this time value to calculate the amount of time that a resource is available for the schedule. You specify this value on the Project General - Program Management page. |
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Select the method for calculating schedules for this activity. The scheduling method determines what element of a project schedule remains constant when one of the three scheduling variables (work, duration, or units) changes. You can override the default value that the system supplies from the Project General - Program Management page. |
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Project Calendar |
Displays the project calendar that is used for calculating schedules for this activity The system uses this calendar to determine business holidays and nonwork days and factor them into the calculation of start dates, end dates, and durations. You specify this value on the Project General - Program Management page. |
Establishing and Maintaining Enterprise Program Trees
This section discusses how to:
Establish enterprise program trees.
Maintain enterprise program trees.
View the enterprise program tree.
Pages Used to Establish and Maintain Enterprise Program Trees
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Page Name |
Definition Name |
Navigation |
Usage |
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PGM_PROG_MGMT_OPT |
Set Up Financials/Supply Chain, Business Unit Related, Program Management, Business Unit Options, Program Management Options |
Specify program management options, designate the enterprise program tree, and establish various default settings for specific business units. |
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PGM_ASSIGN_TO_EPT |
Program Management, Program Tools, Enterprise Program Tree, Enterprise Program Tree |
Assign a project or program to the enterprise program tree that is associated with its respective project business unit. |
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PGM_VIEW_EPT |
Program Management, Program Tools, Review Program, View Enterprise Program Tree |
View a display-only version of the enterprise program tree to visually identify where a project or program appears in the enterprise's hierarchy. |
Establishing Enterprise Program Trees
Access the Program Management Options page (Set Up Financials/Supply Chain, Business Unit Related, Program Management, Business Unit Options, Program Management Options) and complete these steps:
In the Tree Name field, enter the name of the new tree.
Click the Initialize Enterprise Tree button.
The system creates a tree that is keyed by business unit at this point.
Add programs and projects to the tree by using the Enterprise Program Tree page.
Alternatively, you can use PeopleSoft Tree Manager to create the tree first, and then select that tree in the Tree Name field, instead of entering a new tree name.
You must use the delivered PROJECT_BU structure for the enterprise program trees.
The key field values that the system requires on the Tree Definition page for enterprise program trees are:
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Status |
Active. |
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Tree Structure |
PROJECT_BU. |
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Category |
PROJECT. |
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Use of Levels |
Strictly Enforced. |
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Allow Duplicate Detail Values |
Do not select this check box. |
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All Detail Values in this Tree |
Do not select this check box. |
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Performance Methods |
Accept the defaults for all options. |
See Also
Establishing PeopleSoft Program Management Business Unit Options
Maintaining Enterprise Program Trees
Access the Enterprise Program Tree page (Program Management, Program Tools, Enterprise Program Tree, Enterprise Program Tree).
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Parent Program ID |
Enter the program ID for the projects and programs that are listed in the Projects Not on Enterprise Program Tree grid for which you want this program to be the parent. You must save in order for the system to add the program or project to the enterprise program tree. |
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Click to access the project General Information component (PROJECT_GENERAL) and view or update details about the project or program. |
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Click to access the Project Request component (BC_PROJ_REQUEST). This option is valid only if the project or program is linked to a project request. |
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Tree Manager |
Click to access the Tree Manager page, on which you can edit the tree. |
Viewing the Enterprise Program Tree
Access the View Enterprise Program Tree page (Program Management, Program Tools, Review Program, View Enterprise Program Tree).
This page is a display-only view of the enterprise program tree that is for the selected program.
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Click to expand a folder and view its subordinate programs or projects. |
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Click to collapse a folder and all of its subordinate programs or projects. |
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Tree Manager |
Click to access the Tree Manager page, on which you can edit the tree. |
Refreshing Program Data
This section provides an overview of the program refresh process and discusses how to run the program refresh process.
Understanding the Program Refresh ProcessThe Program Refresh Application Engine process (PGM_PROGRFSH) summarizes project data into program data and recalculates:
This applies to programs and projects with a health criteria method of calculate. When you run this process, the health as of date is updated with the date and time of processing.
Start and end dates.
The system updates program dates only; project dates are updated in real time when activity dates are updated. The system updates the program's start and end dates based on the earliest start date and latest end date of its child projects.
You should run the program refresh process as often as you need current program or project health status. For example, if the project manager reports the status weekly on Fridays, you should run the process on Thursday nights.
Page Used to Refresh Programs|
Page Name |
Definition Name |
Navigation |
Usage |
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RUN_PGM_PROG_RFSH |
Program Management, Program Tools, Program Refresh |
Specify run control parameters to summarize project data into program data. |
Running the Program Refresh Process
Access the Program Refresh page (Program Management, Program Tools, Program Refresh).
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BU/Proj Option (Business unit/project option) |
Specify the level of processing. Options are: Business Unit: Select to process all projects and programs within the business unit. Business Unit/Project: Select to run for a specified project or program within the business unit. |
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Business Unit |
Specify the business unit for which to run this process. |
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Project |
Specify the project for which to run this process. This field is required when the BU/Proj Option field is set to Business Unit/Project. |
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Select from Enterprise Program Tree |
Click to view the enterprise program tree that is associated with the business unit, and select the specific program or project to refresh. |
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Select to recalculate project health. The system calculates the result based on health parameters that you enter at the business unit level for all selected projects with a health method of Calculate. Note. To use this option, you must ensure that health parameters are already set up for the selected business unit; otherwise, the system displays an error message when the Program Refresh process runs. |
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Roll Up Start/End Dates |
Select to update program dates based on the dates of their child projects in the enterprise program tree. |
Important! Programs and projects must reside on the enterprise program tree for the Program Refresh process to calculate the program or project health.
Establishing Resource Pool Security
This section discusses how to select project resource pools and activity resource pools.
Pages Used to Establish Resource Pool Security|
Page Name |
Definition Name |
Navigation |
Usage |
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PGM_PRJ_RES_POOL |
Program Management, Project Definitions, Project Resource Pools, Project Resource Pools |
Select pools to include on the resource pools list to enforce resource pool security. |
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PGM_POOL_SRCH |
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Search and select resource pools to add to the resource pools list to enforce resource pool security. |
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PGM_ACT_RES_POOL |
Program Management, Project Definitions, Project Resource Pools, Activity Resource Pools |
Select pools to include on the activity resource pools list to enforce resource pool security. |
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PGM_CPY_PRJ_POOL |
Program Management, Project Definitions, Project Resource Pools, Activity Resource Pools Click the Copy From Project Pools button. |
Search and select resource pools from the project resource pools to add to the activity resource pools list to enforce resource pool security |
Selecting Project Resource PoolsAccess the Project Resource Pools page (Program Management, Project Definitions, Project Resource Pools, Project Resource Pools).
TheResource Pools group box lists all of the resource pools selected from the Search Resource Pools page.
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Copy to Activities |
Select to indicate which resource pools to copy to the resource pools on the Activity Resource Pools page. The system copies the selected resource pools to each activity in the project when you save the page. |
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Add Pools |
Click to access the Search Resource Pools page on which you can search, select, and add resource pools to the Resource Pools group box. You can search by manager ID , pool ID, or pool name. |
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Project Resources |
Click to access the Resources page. |
Selecting Activity Resource PoolsAccess the Activity Resource Pools page (Program Management, Project Definitions, Project Resource Pools, Activity Resource Pools).
The system lists all of the resource pools that the project manager has selected to use with the selected activity in the Resource Pools group box.
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Activity |
Select the activity for which to display the current resource pools selected for that activity. |
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Copy from Project Pools |
Click to access the Copy From Project Pools page on which you can select resource pools from pools that are on the Project Resource Pools page to copy to this page. You must save the resource pools on the Project Resource Pools page before you can copy project resource pools to activity resource pools. |
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Activity Resources |
Click to access the Resources by Activity page. |
Refreshing Resource Pool SecurityThis section provides an overview of the refresh resource pool security process and discusses how to refresh resource pool security.
Understanding the Refresh Resource Pool Security ProcessThe Refresh Resource Pools Application Engine process (PGM_POOL_RFS) populates the Resource Pool Cache table (PGM_POOL_CACH) with the data of employees who are eligible for charging by project and activity based on resource pools and the method by which you enforce resource pool security. This helps performance when the user goes to the PeopleSoft Expenses page to enter time and expenses. The prompt for activity on the PeopleSoft Expenses Time Entry and Expense Report pages is only as accurate as of the last time the Refresh Resource Pools Application Engine process ran if either the Project Resource Pool Only or Project Activity Resource Pool option is selected for the project.
Page Used to Refresh Resource Pool Security|
Page Name |
Definition Name |
Navigation |
Usage |
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RUN_PGM_POOL_RFSH |
Program Management, Program Tools, Enforce Team Pool Refresh, Enforce Team Pool Refresh |
Run the Refresh Resource Pools Application Engine process. |
Refreshing Resource Pool SecurityAccess to Enforce Team Pool Refresh page (Program Management, Program Tools, Enforce Team Pool Refresh, Enforce Team Pool Refresh).
Select the process frequency and click Run to send this process to the Process Scheduler.
