This chapter provides an overview of the PeopleSoft Services Procurement implementation process and discusses how to:
Set up business unit definitions.
Define system-wide definitions.
Define project and activities definitions.
Establish Services Procurement ChartField Security
PeopleSoft applications rely on tables to store not only business transactions, but also the structure and processing rules that drive a system. Before you begin, set up the basic framework by using pages that you access from the Define Services Procurement page.
Because of the relational design of PeopleSoft applications, the order in which you use the online pages to set up the database tables does not necessarily reflect the order in which you make important decisions regarding the use of the application. Although certain tables work as a group when you make processing or implementation decisions, you must establish data in some tables before others.
To set up PeopleSoft Services Procurement:
Set up installation options.
Define general options.
Create business units.
Define bid factors.
Define competencies.
Define services, project roles, service types, and service activities.
Define rate sheets.
Define settlements.
Define projects.
Configure time and expense.
Set up users.
Configure the supplier network.
Define suppliers by service type and region.
Set up logistical tasks.
Set up file attachment servers.
Note. This list represents the full implementation order of the PeopleSoft Services Procurement fulfillment process. Although many of the steps are documented in this chapter, the greatest majority of this list is described and documented in the "Setting Up Application Specific Options for PeopleSoft Services Procurement" chapter. Please refer to that chapter for more information about the system setup.
See Setting Up Application Specific Options for PeopleSoft Services Procurement.
See Also
Defining Services Procurement Installation Options
To create Strategic Sourcing business units, use the Sourcing - Business Unit Definition (BUS_UNIT_C_A1) component.
To create PeopleSoft Services Procurement business units, use the Services Procurement Bus Unit (BUS_UNIT_TBL_SP) component.
To create PeopleSoft Purchasing business units, use the Purchasing - Business Unit Definition (BUS_UNIT_PM) component. To create PeopleSoft Purchasing business unit options, use the Purchasing Business Unit (BUS_UNIT_OPT_PM) component.
To create Project Costing definitions, use the Project Costing Definition (PC_BU_DEFN) component.
To set up Project Costing options, use the Project Costing Options (PC_BUS_UNIT_OPT) component. Use the PROJECT_BU_OPTIONS component interface to load data into the tables for this component.
This section provides an overview of the PeopleSoft Purchasing-related business units and discusses how to:
Define PeopleSoft Strategic Sourcing business units.
Define PeopleSoft Purchasing business units.
Define PeopleSoft Services Procurement business units.
Define work order settings.
Set up reason codes.
Define PeopleSoft eProcurement business units.
Set up Project Costing definitions.
Setting up Project Costing options.
A business unit is an operational subset of an organization. It tracks and maintains its own set of requisitions, work orders, and purchase orders (POs). Each business unit has its own way of storing information and its own processing guidelines.
In PeopleSoft Services Procurement, you define business-unit-specific attributes. When you define the PeopleSoft Services Procurement attributes, the available business units include those business units already defined in PeopleSoft Purchasing. The PeopleSoft Services Procurement business unit table is an extension of the PeopleSoft Purchasing business unit table.
Access the Strategic Sourcing Business Unit Definition page (Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, Strategic Sourcing Definition).
The PeopleSoft Strategic Sourcing business unit definition is required for the PeopleSoft Purchasing business unit if it is used for Services Procurement.
See Setting Up Business Units in PeopleSoft Strategic Sourcing.
Note. Create setIDs or business units that are at least five characters long. Performance degradation occurs if setIDs or business units have fewer than five characters.
Access the Purchasing - Business Unit Definition page (Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, Purchasing Definition).
Note. If you deselect the Asset Management, General Ledger, and Payables check boxes on the Installation Options - Products page, they are no longer required values on the Purchasing Business Unit Definition page. If you have other PeopleSoft applications installed (such as PeopleSoft eProcurement), installation options may differ.
Location |
Enter the physical location (address) of the business unit. This location appears as the printed address on dispatched transactions to identify the company's location. |
Billing Location |
Enter the invoice destination location for this business unit. Available locations are defined on the Location Definition page. This location appears by default on purchasing documents created for the business unit. This location is not necessarily the same as the company address. For example, the billing location might be a post office box, or the payables department might have a different address from the purchasing department. |
Currency |
Enter the default currency of the business unit. |
Rate Type |
Enter the rate type to use for currency conversion. The currency code and rate type appear by default on all purchasing documents for this business unit. |
SS Unit (strategic sourcing business unit) |
Enter the PeopleSoft Strategic Sourcing Business unit. This is to be used by PeopleSoft Services Procurement during the bidding process. |
See Establishing PeopleSoft Purchasing Business Units.
Purchasing Business Unit - Business Unit Options page
Use the Purchasing Business Unit - Business Unit Options page to define the multicurrency settings for the requisitions and purchase orders. If the PeopleSoft Services Procurement application is installed, use this page to define settings that have a direct impact on the service requisitions and work orders. To access the page, select Set Up Financials/Supply Chain, Business Unit Related, Purchasing.
See Also
Creating Business Unit Options
Access the Services Procurement Bus Unit page (Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, Services Procurement Defn).
Note. You should set up the PeopleSoft Purchasing business unit before you set up the PeopleSoft Services Procurement business unit.
Click the Purchasing Business Unit link at the bottom of the page to access the PeopleSoft Purchasing business unit setup information for the current business unit.
General Settings
Executive Role |
Enter the executive role that has full access to all reporting business units for interactive reporting. |
Service Team |
Click to add a default service coordinator team to the PeopleSoft Services Procurement business unit. The system uses this default if the service requester does not have a default team, and the requisition region/service type does not have a team defined. The service team is not required. |
Default Administrator |
Select the user that should receive any administrator notifications for this business unit. |
Note. When you create a new requisition, the system checks for a service team or service coordinator. First, the system looks for a default team on the service requester, then it looks for a team by region and service type, and then for a team on the business unit. If a team exists, the system supplies the team ID and description by default. If no team is defined at any of those levels, the default service coordinator for the service requester is used. The user can select another team or individual service coordinator instead of the default if the Requestor can change SC or SC Team check box is selected.
Requester can change SC or SC Team (requester can change service coordinator or service coordinator team) |
Select to specify whether a requester can override the service coordinator or service coordinator team that is supplied by default onto the requisition. Note. The requester cannot override the default service coordinator or team for requisitions or work orders that are under VMS (vendor managed services) management, regardless of this setting. |
May Extend |
Select to enable a requester or a service coordinator to extend a requisition or a work order. If this check box is not selected, you cannot extend a requisition or work order. Extending a requisition or work order enables a service to be assigned to a fixed-price requisition or multiple unique service providers that can be sourced to a requisition to fill the required services. When the requisition is filled, the system enables the multiple unique service providers to report time against a single work order. Service providers can enter time against multi-resource work orders and then the reported time triggers consumption against a single top-line, multi-resource work order. |
Requisition Change Options
Use this section to set up requisition change tracking for PeopleSoft Services Procurement. You can also track the changes within the system and have the changes go through the appropriate approvals. This requisition audit trail is similar to those used in PeopleSoft Purchasing requisitions. You can set up and capture change order reason codes for PeopleSoft Services Procurement requisitions and purchase order change orders to identify why a change was made. The change tracking audit trail includes changes to header, line, and distribution information in requisitions.
See Creating a PeopleSoft Purchasing Business Unit.
Change Track Option |
Select an option that indicates whether you are going to track changes made to PeopleSoft Services Procurement requisitions and purchase orders and the category of requisition that are eligible for change order tracking. If the system you are using does not have PeopleSoft eProcurement installed, you can edit the change fields using this page. When eProcurement is installed the change fields are display-only fields. You can edit them using the eProcurement Business Unit page. Change track options include:
|
Change Template |
Select the template that you want to use to track change orders. The template determines the records and fields the system tracks for changes. If the Change Track Option field value is not None, then this field is a required field and the system uses this change template for tracking changes. The system uses the change template to track PeopleSoft Services Procurement requisitions and to determine whether re-approval of the requisition is necessary after changes, if you are using PeopleSoft Approval Framework for approvals. Fields that are defined in the change template and that have the Reapprove check box selected are automatically resubmitted through PeopleSoft Approval Framework for re-approval. See Defining Purchase Order Change Options and Approval Requirements. |
Vendor Managed Service (VMS)
Effective Date |
Displays the effective date for the vendor-managed service. |
Enable VMS (enable vendor managed services) |
Select this option to determine whether requisitions or work orders for this business unit are under VMS management by default. After you select this option, you must define at least one VMS supplier and VMS fee.
Note. VMS vendor and markup costs that are defined here
apply for the VMS services provided within the business unit that do not have
a service type level VMS override defined. |
VMS Supplier(vendor managed services supplier) and VMS Location |
Displays the VMS supplier and location that has been defined on the Manage VMS Supplier page. |
Manage VMS Supplier (manage vendor managed services supplier) |
Click to access the VMS Supplier by Business Unit page, where you can define the effective-dated VMS vendor and vendor location information. |
VMS by BU and Service Type (vendor managed service by business unit and service type) |
Click to access the VMS by BU and Service Type page, where you can define any override of the business unit's VMS settings for this service type, and view the current VMS suppliers and locations defined for business unit and service type combinations. |
Note. The VMS section appears only for a non Managed Services Provider (MSP) implementation. The VMS section is replaced by an MSP section on this page if the MSP installation option is enabled.
Rate and Tolerance Settings
Allow Multicurrency Reqs (allow multicurrency requisitions) |
Determines whether the selected business unit allows multiple currency requisitions. If this check box is selected, then the requester's currency automatically appears on the requisition and the user can change it to another currency. To modify this field, access the Purchasing Business Unit Definition page. If the check box is not selected, the system uses the business unit currency as the requisition currency and the you cannot change it. |
Allow Multicurrency PO (allow multicurrency purchase orders) |
Determines whether the selected business unit allows multicurrency work orders and POs. If this check box is selected, the user can enter expenses in a currency other than the work order currency. To modify this field, access the Purchasing Business Unit Definition page. If the check box is not selected, expenses must be entered in the currency that you establish on the work order. |
Strategic Sourcing BU (PeopleSoft Strategic Sourcing business unit) |
Displays the PeopleSoft Sourcing business unit. |
Note. The system can have multicurrency purchase orders with single currency requisitions or it can have multicurrency requisitions with single currency purchase orders.
Rate Access
Requester Access to Rates |
Select a value to define what occurs when requesters view pages that contain rate information: Values are: Define and View: Requester has access to define and view rates when creating requisitions and manual work orders. No Access: Requesters do not have access to rates when creating requisitions and manual work orders. View Only: Requesters have access to view rates only when creating requisitions and manual work orders. |
Skip SC Rate Definition When Rate Sheet Present (skip service coordinator rate definition when rate sheet is present) |
Select to not route, requisitions and work orders to service coordinators when a rate sheet is present. This check box appears only when you select the View Only or the No Access value in the Requester Access to Rates field. If you do not select this option, all requisitions and work orders are routed to the service coordinator for rate definition prior to approval when the requester has no access to define rates. |
Rate Sheets
Maximum Tolerance % (maximum tolerance percentage) |
Enter the total percentage by which the requisition and work order rates can exceed the rate defined on the rate sheet. |
Basis for Tolerance |
Select Range or Target Rt (target rate). The base for tolerance is recognized on the rate sheet. Select Range if the tolerance cannot exceed the minimum or maximum range defined on the rate sheet. Select Target Rate if the tolerance cannot exceed the target range defined for the rate sheet. |
Out of Tolerance Action |
Select Not Allow or Warn as the action that occurs when a requisition is outside the tolerance. The Not Allow option prevents the requisition or work order from being saved. |
Use Base Currency First |
Select to define currency for rate sheet tolerance. If this check box is selected, the system uses the currency and rate type defined on the purchasing business unit rate sheet for the selected region and role. The system then uses the base currency amount defined in the rate sheet for tolerance checking. If the check box is not selected, then the system uses the transaction currency. If a rate sheet does not exist for the transaction currency, then the system uses the base currency to search for a comparable rate sheet. |
Sourcing
Maximum Tolerance % (maximum tolerance percentage) |
Enter the total percentage by which suppliers can exceed the defined rate on a requisition when submitting bids. For resource-based requisitions, the tolerance check is against the requisition rate. For deliverables-based requisitions, the tolerance check is against the requisition amount. |
Out of Tolerance Action |
Select Not Allow or Warn as the action that occurs when a supplier submittal is outside the tolerance. The Not Allow value prevents the supplier from submitting the bid if it is out of tolerance. |
Approval
Approval Amount Tolerance % (approval amount tolerance percentage) |
Enter the total percentage by which the filled requisition can exceed the rate defined on the requisition. The default value is 0, indicating that no tolerances are used for the business unit. |
Sourcing Settings
Time and Expense Settings
Enable Ratings |
Select to enable use of performance ratings on time sheets and progress logs. By default, the check box is deselected. |
Default Mass Approval Rating |
Select the rating to be used when you are approving time sheets and progress logs en masse. Values are Excellent, Fair, Good, Poor, and None. Note. This field is accessible only if Enable Ratings is selected. Note. If you leave this field blank, the rating of None appears by default on all time sheets and progress logs that are mass approved. |
Allow Expenses |
Select to allow the entry of expense amounts on requisitions and work orders. By default, the check box is deselected, meaning that expenses are not allowed. Note. This check box is enabled only if the SP Expenses Enabled check box is selected on the Services Procurement Installation Options page. |
Default Expense Account |
Select the account to use as the default expense account for submitted expenses. |
Enable Pay Types |
Select to allow suppliers to enter the breakdown of the rate that they are bidding, for example, how much goes to the service provider, how much is vendor markup, and so forth. By default, the check box is deselected, meaning that the supplier enters one rate inclusive of all rate breakdowns. Note. This check box is enabled only if the SP Pay Types Enabled check box is selected on the Services Procurement Installation Options page. Note. This check box is also used in conjunction with the SP_HIDE_RATE_BREAKDOWN role action to determine whether the rate breakdown components are specified and displayed on requisitions. |
Time Reporting Option |
Use this option to determine whether the service provider reports time against specific ChartField distributions, or whether the total time is entered and distribution percentages are used to automatically split time or progress according to the percentage on the ChartField distribution defined for the work order. This is the highest-level default and you can override it by the setting defined for individual service types. Values are:
|
Enable Shifts |
Select to enable the business unit to use shifts on time sheets. |
Time/Expense Default TRC (time and expense default time reporting code) |
Select a TRC. The system uses this TRC as the default for time calculations when no time reporting rule is associated with the time template. Note. It is advised that you select a TRC with a multiplication factor of 1.0, because the TRC is used in all invoice calculations for time with no associated time reporting rule. For example, if you select a TRC that has a multiplication factor of 2.0, the invoice amounts using this TRC are equal to the total hours multiplied by the rate on the work order multiplied by 2.0. The system displays a warning message if you use a multiplication factor other than 1.0 as the default. |
Enable Assignments |
Select to enable the business unit to use assignments when entering time sheets for this business unit. |
Time/Expense Tolerance % (time/expense tolerance percentage) |
Enter a tolerance percentage that the system can use to determine whether the time and expense is within an acceptable range. |
Enable Time Category Override |
Select this option if time reported can be overridden. |
Workflow Options
Use this section to define PeopleSoft Approval Framework options for PeopleSoft Services Procurement processes.
Requisition |
Select to use the approval framework for approving requisitions. When PeopleSoft eProcurement is installed, this check box setting is determined by the eProcurement setting. When eProcurement is not installed, you can change this check box value and the Resubmit Workflow When Quantity or Price Decreases check box value. |
Resubmit Workflow When Quantity or Price Decreases |
Select to use the approval framework to approve requisitions again when there is a decrease in the quantity or price on the requisition. This check box is available only when PeopleSoft eProcurement is not installed and the Requisition approval check box is selected. The change template is used for tracking sPro requisitions as well as to reapprove requisitions if workflow approval is required. If any field in the change template is marked for re-approval and changed in the pending/approved requisition, then the requisition is resubmitted to PeopleSoft Approval Framework. |
Work Order |
Select to indicate that the work order requires submission to and approval by the work order approver. The work order approval process is used for work orders that are related to the specified business unit. |
Timesheet |
Select to indicate that you want to require that the approval framework is used for time sheet approvals. |
Progress Log |
Select to indicate that you want to require that the approval framework is used for progress log approvals. |
Expense |
Select to indicate that you want to require that the approval framework is used for expense approvals. |
See Also
Defining Assignments for Use on Timesheets
Editing Time Categories on Timesheets
Access the Work Order Settings page (select the Work Order Settings tab on the Services Procurement Business Unit page).
The system administrator can set up role distribution lists so that one or more users can be notified when the work order reaches a particular threshold.
See Maintaining Role Distribution Lists.
Note. This alert runs in the background as a scheduled process. To activate the process, select PeopleTools, Process Scheduler, Processes and select SP_WO_ALERT as the process name.
Work Order Settings
Require Sourcing New Resource Assignment |
Select to indicate that service coordinators must use the sourcing process when choosing a work order replacement for this business unit Note. If you do not select this option, service coordinators can bypass the sourcing process when choosing a work order replacement. |
Enable Surveys |
Select to indicate that surveys can be used for work orders that are related to the specified business unit. |
Track Resources(s) |
Select to enable tracking of individuals who provide services on deliverable-based work orders for this business unit. |
Template ID |
Enter the template type that you want to use to print the Purchase Order Dispatch report. The template controls the report layout used by BI Publisher to generate reports. The template provides a common framework across PeopleSoft Purchasing, eProcurement, and Services Procurement for purchase order dispatches. The purchase order dispatch incorporates BI Publisher to segregate the data from the layout. Templates enable you to easily format purchase order layouts and better meet specific requirements for the Purchase Order report. |
Enable Alerts |
Select to indicate whether to use alerts for the work order. Values are Yes and No. |
Alert Notification Method |
When the Enable Alerts Yes button is selected, the alert notification must be sent using a worklist only or email and worklist. The Work Order grid also appears when the button is selected. |
Work Order Alerts
The system provides alert notification values by default from the business unit onto the work order if alert notification values are not found on the requester default, service coordinator default, or service type. Notifications are used to notify users when work orders reach a certain threshold event or consumption amount. This acts as a warning that some action must be taken, such as extending the work order if the project does not appear to be finishing on time.
Alert Description |
When the Enable Alerts option is set to Yes, enter a brief description for the work order alert notification. |
Alert Value |
Enter a value to determine when the work order event triggers. Note. This value is represented in days and percent. For example, you might create a work order alert for Consumption 80%, with the alert value set to 80. When the system reaches an 80% consumption rate, the work order event triggers. As well, you might create a work order alert for Work Order End - 10, with the alert value set to 10, to indicate that the work order will trigger 10 days before the work order is scheduled to end. |
Alert Type |
Select the type of alert that the system uses to trigger the work order notification. Values are:
Note. The Alert Type and Alert Value fields work in combination together. |
Triggering Event |
Select to indicate the type of work order event that will trigger this alert notification when the alert type is set to either Days After or Days Before. Values are:
If the alert type is Days After, all of these values except for Work Order End Date are available. If the alert type is Days Before, then only the Projected End Date, Projected Start Date, and Work Order End Date fields are available. |
Role Distribution List |
Select the list of users who will receive the work order notification. |
|
Click the List Details button to view the list of roles that are included on the selected distribution list. |
|
Click to add a new default alert for the service type. |
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Click to delete a new default alert for the service type. |
Access the Reason Code Setup page (Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, Services Procurement Defn. Select the Reason Code Setup tab on the Services Procurement Business Unit page).
You use this page to define the use of reason codes at the business unit level. This includes making the code required when you use the associated reason type and requiring comments when a negative transaction occurs. To create reason codes, you use the Reason Code page.
See Defining Services Reason Codes.
You use reason codes to track why requesters, service coordinators, approvers, and service provider contacts perform certain actions. These actions might include denying a time sheet or withdrawing a bid. You can also, for example, decline, reject, end, terminate, and cancel transactions. You cannot have duplicate entries for a reason type.
Along with defining services reason codes, you can assign a default change reason code for requisition changes. To define a default code, click the Change Reason Code link at the bottom of the page to access the Purchasing Options page. Using this page you can click the Change Reason Code link on that page to access the PeopleSoft Purchasing Procurement Change Reason Codes page. You can then select a default change reason code for use with PeopleSoft Services Procurement. The change reason code is to the Procurement Change reason type.
Reason Code Required |
Select to indicate whether reason codes are Mandatory, Not Used, or Optional for the related reason type. |
Comments Required |
Select if reason comments are required for this reason type. Note. Comments can be required only if the Reason Code Required field is set to Mandatory. |
Default Reason Code |
Select the reason code that you want the system to automatically apply when you are performing the task for the corresponding reason type. You can override the code if needed. |
Change Reason Code |
Click to access procurement options for PeopleSoft Purchasing. When the system uses reason codes from the Purchasing business unit, you can use the Procurement Change Reason Codes page to update reason code settings for changes in PeopleSoft Services Procurement. These settings enable you to define default reason codes for reason types. You can also define whether reason codes or comments should be required when changing a requisition. You can use reason codes for reason type Procurement Change. This reason type enables you to select the default reason code for users entering a change request. |
Access the eProcurement Business Unit Options page (Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, eProcurement Options).
The business unit enables you to determine whether to use workflow approvals.
Workflow Approval Required |
Select to enable the workflow for the PeopleSoft eProcurement business unit. Note. The setting that you define here is used for Services Procurement requisitions as well. |
Resubmit Workflow for Quantity or Price Decrease |
Select to indicate that you want to resubmit a requisition for approval when the quantity or price has decreased. This check box is available when you select to enable workflow approval for the business unit. |
Note. It is recommended that you create setIDs or business units that are at least five characters long. Performance degradation occurs if setIDs or business units have fewer than five characters.
Access the Project Costing Definition page (Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, Project Costing Definition).
The business unit enables you to plan the projects based on the way that you work instead of the way that you do the financial posting and reporting.
Note. This page is available only if Project Costing is enabled on the Installation Options - Products page.
See Also
Defining Services Procurement Installation Options
Access the Project Costing Options page.
The business unit enables you to plan the projects based on the way that you work instead of the way that you do the financial posting and reporting.
Note. This page is available only if Project Costing is enabled on the Installation Options - Products page.
Note. Create setIDs or business units that are at least five characters long. Performance degradation occurs if setIDs or business units have fewer than five characters.
To define reason codes, use the Reason Code (SPB_REASON_CD) component. To define region codes, use the Region Codes (SPB_REGION_CD) component.
To set up locations by region, use the Locations by Region (SPB_REGIONLOCATION) component.
This section provides an overview of reason codes and discusses how to:
Define automatic numbering.
Define region codes.
Set up file attachment servers.
Build Verity search indexes.
Define services reason codes.
Use general options to set up the basic table structure. You can access all of the tables discussed in this section from most PeopleSoft applications.
See Also
Establishing Regions and Region Codes
Defining Additional Common Information
PeopleSoft Services Procurement supports reason codes for certain actions. Supported actions include, but are not limited to, transactions that are denied, withdrawn, declined, rejected, ended, terminated, or canceled. Reason codes are used to track the reason that requesters, service coordinators, approvers, and service provider contacts perform certain actions. Reason codes are defined by reason type. Reason types correspond to actions and reason codes are the reasons given for the action. You can add a reason code that provides more specific reasons for performing an action. PeopleSoft Services Procurement provides reason types and codes, but you can add more to meet business requirements.
Use of the reason codes is determined at the business unit level. By default, reason codes are not enforced or required. The system administrators can select the reason code tab on the Business Unit page to enable the use of reason codes for specific reason types. Reason codes can be mandatory, optional, or not used.
Note. You create the appropriate reason codes to use throughout
the fulfillment process for each reason type.
When a user denies a transaction for a business unit that uses reason
codes, the appropriate reason code confirmation page automatically appears
so that you can enter the reason that the transaction was denied. Comments
entered for the reason code are supplied by default, but you can change the
values.
If the reason code and comments are mandatory for a business unit, all
actions associated with that reason type within the business unit require
a reason code and comments.
Page Name |
Definition Name |
Navigation |
Usage |
ACCT_TYPE |
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Maintain account types such as asset, liability, or expense. |
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PV_REQ_BU_CAT |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Assign Catalog to Bus Unit |
Assign catalog values for a business unit. The catalog that you choose determines the categories that are available when creating service types. |
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AUTO_NUM_PNL |
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Define automatic numbering specifications for PeopleSoft fields, such as a unique prefix for regular customers or for customers who are also vendors. The system automatically increments numbers by one. |
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CALENDAR_BUILDER |
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Define and reference a calendar as the base for other calendars. |
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CURRENCY_CD_TABLE |
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Define currency. Note. To meet the needs of your multicurrency business, Oracle supports the euro and delivers the Currency Code table with many common currencies identified according to ISO standards. |
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DEPARTMENT |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Department |
Manage department numbers and department names. |
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DETAIL_CALENDAR1 |
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Define begin and end dates and the number of accounting periods in the fiscal year calendar. |
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SAC_ATT_ADMIN |
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Add new file attachment servers, and change the currently active server. |
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LOCATION_TBL |
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Define a location code, such as a branch office or shipping office. |
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LOCATION_TBL2 |
Select the Locations Details tab on the Location Definition page. |
Add details to a location definition. |
|
Define Data Object Set |
SAC_IDX_DO_SET |
Services Procurement, Define Services Procurement, System-Wide Definitions, Search Indexes, Define Data Object Set |
Define data object sets by identifying groups of related records to use for a search index. Data object sets are sets of data objects that are related to each other with level and parent/child information. See "Configuring Search and Building Search Indexes," PeopleTools PeopleBook: PeopleSoft System and Server Administration |
EOEW_SRCDO |
Click the Define Data Objects link on the Define Data Object Set page. |
Define data objects. A data object is an Enterprise Common Component object that defines records relationship and is the basis for setting up Verity searches. |
|
Define Search Index |
SAC_IDX_DEFINE |
Services Procurement, Define Services Procurement, System-Wide Definitions, Search Indexes, Define Search Index |
Locate predefined search indexes. Also, to define a new search index and a specific data object set for use with the index. You can define specific fields that the system will store in the search index. This search retrieves and processes data from a group of records that have multilevel parent and child relationships. |
SAC_IDX_RUN_CTRL |
Services Procurement, Define Services Procurement, System-Wide Definitions, Search Indexes, Build Search Index |
Build service provider search indexes. |
|
SAC_IDX_TEST_SEC |
Click the Test Index link on the Build Search Index page. |
Test the index before running it. The system checks for the text that you enter and displays the results about where the text is used and when the element in which it is used has been updated. The display is sequenced and in text format. |
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SAC_SRCH_QRY |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Define Search Query |
Group search fields, field labels, and application classes into a search index that you can use to perform Verity searches for service providers. Search queries can include the system-supplied search index SP_PROVIDER_SRCH. |
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SAC_SRCH_RSLT |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Define Search Result |
Group search fields, field labels, and application classes into a search index that you can use to perform Verity searches for service providers. Search results can include the SP_PROVIDER_RSLT system-supplied search result. |
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SAC_SRCH_OPTIONS |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Define Search Options |
Activate option codes for searches. For example, these codes include codes that indicate the system should match the case or match the word exactly when searching. |
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SAC_SRCH_THESAURUS |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Maintain Thesaurus |
Build a thesaurus for Verity searches, which makes it possible to search for a word that is similar to the search word you use. You build the list starting with a search word and enter the similar or related words. When the system searches on the word, it also includes the synonyms that you define in the search results. |
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SPB_REASON_CD |
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Define reason codes related to each reason type. |
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REGION_CD |
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Define Services Procurement region codes. |
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REGION_CD_ADDR |
Select the Region Codes Address tab on the Region Codes page. |
Enter service region code address information. |
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PSTREEMGR or SPB_REGIONLOCATION |
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Service Region Structure |
Maintain region structures using region tree or location by region. Note. The Region Tree Structure check box on the Services Procurement Installation Options page determines which method is used. Note. The navigation for this page changes depending on your setting for the Use Region Tree Structure check box defined on the Services Procurement Installation Options page. When you select the Use Region Tree Structure option on the Services Procurement Installation Options page, the system accesses the Tree Manager page, where you can maintain the region structure. If you do not select the Use Region Tree Structure option, the system navigates you to the Location by Region page, where you can specify locations that are included in each region. |
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SHIPTO_HDR |
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Define a ship to location code. This location is used on the service requisition as the place where the services are to be performed. |
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PSTREEMGR |
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View and modify trees needed for service regions and purchase items. |
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UNITS_OF_MEASURE |
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Establish units of measure for your resources. |
These Services Procurement fields use automatic numbering:
Field Name |
Field Value |
Description |
Short Description |
NUM_TYPE |
SPID |
Person ID |
Person ID |
NUM_TYPE |
SPIN |
Service Procurement Invoice |
Srvc Inv |
NUM_TYPE |
SPRQ |
Service Requisition |
Srvc Req |
NUM_TYPE |
SPWO |
Work Order Code |
Work Order |
NUM_TYPE |
SPAT |
Timesheet |
Timesheet |
NUM_TYPE |
SPPL |
Progress Logs |
Progress Logs |
Access the Region Codes page (Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Service Region Codes).
After you enter information on the Region Codes page, you can select the Region Codes Address tab to enter related information on the Region Codes Address page.
Only regions with a category of procurement are used in PeopleSoft Services Procurement. Regions added from the link on the Define Services Procurement page are automatically created with a category of procurement.
Access the Administer File Attachments page (Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, File Attachment Server).
Click the Add FTP Server button.
Enter the login name, password, server name for AUC_ATTACH, and path name.
Repeat steps 1 and 2, and create a server named AUC_TEMP.
Access the Build Search Index page (Services Procurement, Define Services Procurement, System-Wide Definitions, Search Indexes, Build Search Index).
Use this page to create and update the Verity search indexes and collections to enable service provider searches. The system initializes the page with values based on the index name that you select. Verity searching assists in advanced, text-based searches. You enable search content by creating or updating file-based search collections. The system creates these collections by extracting current information and key values from the PeopleSoft database using predefine application engine jobs.
The Verity search index process extracts information from the PeopleSoft Services Procurement database and loads it into Verity formatted files on a process scheduler server. The Verity indexing application transforms those record files into flat files in an index that the system uses for searching. Values indexed in Verity fields are returned back to PeopleSoft Services Procurement using a PeopleSoft PeopleTools search application program interface. The returned values are based on the search attributes that you enter for the search.
PeopleSoft delivers predefined system data for setting up Verity searches for ineligible service providers. To create the initial search indexes, create the run control for SP_PROVIDER and submit it for processing.
Run Control ID |
Displays the run control ID for either building or updating search indexes. You initially define the value for this field. |
Index Name |
Displays the search index that you will build or update. You initially build the index. Then, you can perform net-change updates to the index. |
Build Options |
Select a build option. Build options are the methods that you use to create and update a search index. Options include: Create New/Rebuild: Select to create the initial search index. You must run this option for the service provider search index before you can refresh the index file. After creating the initial file, you can then maintain the file using the Update Last Modified option. When you create the initial file, the system gathers the fields that are defined for the search index, creates a flat file from the fields, and stores the file on the server that is defined in the Index File Path field. Update: Select to build a search index based on additional structured query language selection criteria. Note. You do not need to use this option to create or update predefined searches. Update Last Modified: Select to update a Verity search index based on the last modified records from various records. This option is mainly for incremental-search index updates. Each time that you build or update the index, the system stores the last modified date and time stamp. When you select this option, the system only selects the elements and their contents that have the last modified date and time stamp that is greater than the index's last modified date and time stamp. The system updates the search index file accordingly. |
Remove temp data files |
Select this check box to remove temporary data files that the system stores when it builds a Verity collection. The system creates temporary data files (.bif and .dat) from extracted database information to be included in the index. These files can be large. You might want to remove them unless you are reviewing them after builds for debugging purposes. |
Index File Path |
Displays where the Verity index flat file is located. When you build or update searches, the system updates files at this location. |
Source |
Displays the source data set from which you will build or update this search index. |
Test Index |
Displays the search index that you will build or update. When you access the page, you can enter a text string on which to search. The system checks for the text and displays the information about where the text is used and when the element in which it is used was updated. The system displays the information in sequence and in text format. |
Attachment Server Network Path |
Enter a value to override the attachment path values specified on the Define Search Index Field page that the system will use to retrieve attachments for indexing. |
See "Configuring Search and Building Search Indexes," PeopleTools PeopleBook: PeopleSoft System and Server Administration
Access the Reason Code page (Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, Service Reason Code).
Reason Codes - Requisitions
Reason codes are available on requisitions when the following actions are performed:
Requisition Approvals: The requisition approver denies requisition or requisition lines. A confirmation page appears and the approver can enter a reason code and related comments.
Cancel Requisition Header or Lines Confirmation: The requester cancels a requisition header or line. A confirmation page appears and the user can enter a reason code and comments to support their reasons for canceling the requisition.
Note. If a requester cancels the requisition header, the
reason code and comments are copied to all canceled lines. If a requester
cancels individual lines and the last line is canceled, the system prompts
the requester to cancel the header as well. If the requester cancels the header,
the reason code for the header is supplied by default from the last line,
and you can change it to a different reason code.
If encumbrances are enabled (in a commitment-controlled environment),
the canceled line amounts are deducted from the encumbrance amount.
Requisition Changes: Changes made to a requisition after approval, budget checking, or sourcing may require the assignment of a reason code, based on the related template and business unit definition set up.
To maintain reason codes for a requisition change, retrieve the tracking change reason code setup from the PeopleSoft Purchasing processing option and show it as a display-only grid. Change templates are used to determine whether changes are tracked, require re-approval, and are used to update purchase orders. Records available for tracking depend upon the installed products.
Reason Codes - Sourcing
Reason codes are available for sourcing when the Service Coordinator cancels a requisition header or line. A confirmation page appears, and the service coordinator can enter the reason code and related comments.
Reason Codes - Bidding
Reason codes are available for bidding when the following actions are performed:
Bid Response: The service coordinator or requester declines a bid or ends communications.
A confirmation page appears, and the service coordinator or requester can enter a reason code and related comments.
Incoming Bid: The service coordinator or requester ends communications.
A confirmation page appears, and the service coordinator or requester can enter a reason code and related comments
Supplier Bid Response and Incoming Bid: A service provider contact withdraws a bid, declines an offer, or ends communication.
A confirmation page appears, and the service provider contact can enter a reason code and related comments.
Reason Codes - Work Orders
Reason codes are available for work orders when the following actions are performed:
Work Order Approval: The work order approver denies a work order.
A confirmation page appears, and the work order approver can enter a reason code and related comments.
Work Order Details: The requester or service coordinator cancels or terminates a work order.
A confirmation page appears, and the requester and service coordinator can enter a reason code and related comments.
Reason Codes - Timesheets
Reason codes are available for time sheets when the following actions are performed:
Time/Expense Summary: Time sheet approvers deny a time sheet.
A confirmation page appears, and the approver can enter a reason code and related comments.
Project Time Details: Time sheet approvers deny a time sheet line.
A confirmation page appears, and the approver can enter a reason code and related comments.
Reason Codes - Progress Logs
Reason codes are available for progress logs when the progress log approvers deny a progress log. A confirmation page appears, and the approver can enter a reason code and related comments.
Reason Codes - Invoices
Reason codes are available for invoices when the following actions are performed:
Manage Invoice Approval: A supplier invoice approver rejects an invoice header.
A confirmation page appears, and the supplier invoice approver can enter a reason code and related comments.
Invoice Approval - Line Summary: The supplier invoice approver rejects an invoice.
A confirmation page appears, and the supplier invoice approver can enter a reason code and related comments.
Manage Invoice Approval: An enterprise invoice approver rejects an invoice header.
A confirmation page appears, and the enterprise invoice approver can enter a reason code and related comments.
Manage Invoice Approval - Line Summary: An enterprise invoice approver rejects an invoice line.
A confirmation page appears, and the enterprise invoice approver can enter a reason code and related comments.
To set up activities by service, use the Activities by Service (SPB_SRC_ACT) component or the Activities by Service (SP_ACT_BY_SVTYP) component. To define project activities, use the Project Activities (SPA_PROJ_ACT) component. To define project roles associated with activities, use the Service/Project Role (SPB_PROJ_ROLE) component.
To maintain project information, use the Maintain Service Projects (SPA_PROJECT) component. To set up project types, use the Project Types (SPA_PROJ_TYPE_DEFN) component. To set up service activities, use the Service Activities (SPB_ACTIVITY_TBL) component.
This section discusses how to:
Define project types.
Maintain service projects.
Define project activities.
Set up service activities.
Set up activities by service.
Set up activities by service type.
Page Name |
Definition Name |
Navigation |
Usage |
Project Types |
SPA_PROJ_TYPE_DEFN |
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Maintain project types. |
Manage Services Projects |
SPA_MANAGE_PROJ |
Services Procurement, Define Services Procurement, General Setup, Project/Activities Definitions, Service Projects |
Manage services projects from a central location. |
Maintain Services Projects |
SPA_PROJECT |
Click the Add button or click the link for an existing project from the Manage Service Projects page. |
Maintain project information. Note. This page is available only when Project Costing is implemented. |
Project Activities |
SPA_PROJ_ACT |
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Define a project activity. |
Service Activities |
SPB_SETID_ACTIVITY |
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Define service activities for deliverables-based services. |
Bid Factors by Activity |
SP_BDFTR_BY_ACT_PG |
Click the Bid Factors by Activities link on the Service Activities page. |
Define the bid factors by deliverable activity. |
Bid Factor Group |
SP_BDFTR_GRP_SRCH |
Click the Select Bid Factor Group link on the Bid Factor by Activities page. |
Select bid factors to add to the service activity. |
Activities by Service |
SPB_SRC_ACT |
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Associate one or more activities with a service. |
Activities by Service Type |
SP_ACT_BY_SVTYP |
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Associate one or more activities with a service type. Note. This page is available only when Project Costing is not implemented. |
Access the Project Types page (Services Procurement, Define Services Procurement, General Setup, Project/Activities Definitions, Project Types).
Projects are classified in groups called project types. For example, you can have construction projects, maintenance projects, and capital projects. Setting up project types and assigning them to projects enables you to analyze all projects of a certain type in relation to one another.
Access the Maintain Services Projects page (Services Procurement, Define Services Procurement, General Setup, Project/Activities Definitions, Service Projects. Click the Add button or click the link for an existing project on Manage Services Projects page).
Processing Status |
Select the activity status. Values are Active and Inactive. |
Project Type |
Enter the project type. |
Percent Complete |
Enter the percentage completed for the activity and the as of date for the specified percentage. |
Start Date |
Enter the project start date. |
End Date |
Select the project end date |
Time Template |
Enter the time template associated with the project |
Access the Project Activities page (Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions, Project Activities).
Description |
Enter the activity description. |
Status |
Select the activity status. Values are Active and Inactive. |
Access the Service Activities page (Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions, Service Activities).
When Project Costing is not installed, service activities replace project activities and are used for both resource and deliverable-based services. When Project Costing is installed, service activities are defined for resource-based generic activities and for deliverables-based services. When the deliverables-based service is selected on a requisition, the activities linked to the service are also linked to the requisition. The bid factors linked to the activities appear by default on the Bid Factors by Requisition page.
Unlike project activities, service activities are not linked to projects. Therefore, service activities can be shared across projects.
Activity Type |
Select an activity type. Values are:
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Activity Sub Type |
Activity sub type is used to indicate the type work that this activity can be used for. The available values depend on the activity type that was selected. When the activity type is Resource, the available Activity Sub Type values are Generic Activity and Specific Activity. Specific activities can be associated with resource-based service types and selected on related work orders to make them available during time entry. Generic activities are not related to work orders, but are available during time entry for any resource-based work order. When the Activity Type is Deliverable, the available Activity Sub Type values are Milestone and Rate Based. Specific activities can be associated with deliverable-based work orders to make them available during time entry. |
Status |
Select a status. Values are Activeand Inactive. Inactive activities cannot be added to a service type or work order. |
Billable |
Select to indicate that time associated with this activity is billable. This value acts as a default for the Activities by Service Type page. |
Bid Factors by Activity |
Click to access the Bid Factors by Activity page. You use the page to associate bid factors with activities. When you enter a service on a deliverable-based requisition, the bid factors linked to the activities for the service appear on the requisition. This enables suppliers to enter responses to these bid factors. The suppliers responses can be compared with each other to determine which supplier has the best bid. Click Select Bid Factor Group to select bid factors from existing bid factor groups. Click OK to return to the Bid Factors by Service page. |
Access the Activities by Service page (Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services, Activities by Service).
Activities can be linked to deliverables-based services. If activities exist that are typically performed for a service, you can link the activities to the service. When a requisition is created for a deliverables-based requisition, the activities linked to that service appear by default on the requisition, as well as bid factors linked to the activity.
Activity |
Enter an activity to associate with a service. |
Rate Amount |
Enter a deliverable rate amount. Note. This option is used for rate-based activities only. |
Rate Unit of Measure |
Enter the rate in the unit of measure that is used throughout the fulfillment process. Note. This option is used for rate-based activities only. |
Allow Delete Activity |
Use this option during sourcing to control whether the service coordinator can remove bid factors associated with this activity from a requisition. |
Access the Activities by Service Type page (Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services, Activities by Service Type).
Activities can be linked to service types when Project Costing is not implemented. The activities available for a work order will be limited to those that have been linked to the related service type.
Activity |
Enter an activity to associate with a service type. |
Billable |
Indicate whether this is a billable activity for the service type. |
Status |
Indicate whether the status of the activity is active or inactive for the service type. Inactive activities cannot be selected during time or progress entry. |
ChartFields are the fields that store charts of accounts and provide the system with the basic structure to segregate and categorize transactional and budget data. PeopleSoft software enables you to restrict access to your financial data within PeopleSoft Services Procurement and across all PeopleSoft Financials Supply Chain Management (FSCM) applications. The ChartField Security feature prevents unauthorized employees and contractors from viewing and editing financial data. Other security features within PeopleSoft software enable you to restrict access by business unit, ledger, setID, pay cycle, book code, and project ID; however, the ChartField Security feature enables you to restrict access to specific financial data by restricting access to a ChartField value or combination.
Security by ChartField combination enables you to allow access to most financial data, such as requisitions and work order costs, and still restrict access to sensitive data, such as service costs. Using ChartField security, you can enable access to sensitive ChartField combinations by user IDs, user roles, or permission lists.
The following components in PeopleSoft Services Procurement can be restricted with ChartField security:
SPF_WORK_ORDER_CMP – Work Order Component (secures prompt edit table values).
SPF_WORK_ORDER_CMP – WorkOrder Component (secures work order cost information).
SPF_REQ_LINE – Maintain SP Requisition Line (secures prompt edit table values).
SPF_REQ_SUMMARY – SP Requisition Summary (secures requisition line job information).
The core system for setting up and using ChartField security is described in the ChartField Security feature, including specific information about PeopleSoft Services Procurement components. For more information, see the Securing ChartFields chapter of the PeopleSoft Components for FSCM 9.1 PeopleBook.