Working with PeopleSoft Proposal Management

This chapter provides an overview of the PeopleSoft Proposal Management integration and integration points and discusses how to:

• Set up PeopleSoft Proposal Management integration in Order Capture.

• Use PeopleSoft Proposal Management in Order Capture.

Understanding PeopleSoft Proposal Management Integration

PeopleSoft Proposal Management is part of a suite of Enterprise Service Automation (ESA) applications, within PeopleSoft Financial Management Solutions' product line. PeopleSoft CRM has the ability to send PeopleSoft Proposal Management information when an engagement service product is included in a quote. This occurs if the quote originates from a PeopleSoft Sales lead or opportunity, or if the quote is entered directly on the Order Capture Entry Form. Integration points between Order Capture and PeopleSoft Proposal Management are synchronous in order to receive the proposal and version IDs assigned when a proposal is created.

You can also receive pricing information when an engagement is fulfilled in PeopleSoft Proposal Management. Updates are made to prices on the quote and on the lead or opportunity. PeopleSoft CRM workflow informs the sales representative that the lead or opportunity has been updated. Status updates are transmitted between PeopleSoft Sales and the Proposal Management system when a lead or opportunity or quote is sold or lost. This again occurs through the Order Capture application.

Organizations must make informed decisions about which opportunities to pursue based on estimated cost and potential revenue. In addition, each opportunity may have several different scenarios for its completion, each with its own estimated costs. At any point in your business cycle, your organization may be faced with service-related opportunities. Customers using Order Capture can initiate service-based proposals from within Order Capture through an interface with PeopleSoft Proposal Management. For opportunities requiring manual entry, you can create and price multiple service-based proposals.

Engagement services are tracked as service-type products in the PeopleSoft CRM Product Data Model. Sales users can add these product types to a lead or opportunity. The price is pulled from the list price and sales users can override it with an initial price. When the lead or opportunity is converted to a quote and the quote is submitted, a message is sent from Order Capture to PeopleSoft Proposal Management with the necessary information for the engagement to be priced. A proposal is created for each product line sent to PeopleSoft Proposal Management.

Order Capture's integration to PeopleSoft Proposal Management allows your organization to perform all of the following activities:

• Generate multiple proposal versions to find the situation that best fits your business needs. Once a proposal is finalized, you can use the data you have already entered for that proposal to create contracts and projects in PeopleSoft Contracts and PeopleSoft Project Costing, assuming you have purchased those Enterprise Service Automation application modules.

• Pursue an initiative or engagement service contract that has not yet been accepted.

• Create and edit proposals, copy proposals, customize rates, view all current proposals, configure a list to view only selected proposals, view overall proposal cost and billing information, and store and view relevant files such as requests for proposals and terms and conditions.

• Create versions of a project that could possibly be done in different ways. This highlights cost differences between completing an assignment in a very short time frame using many resources, and completing the same assignment in a longer time frame with fewer resources. You can then look at the problem from different angles and choose the most practical solution.

• Develop and administer project proposals to better expedite closure of business opportunities, and reuse proposal versions for future engagements.

Understanding Integration Points

Proposal integration consists of two application messages:

• OC_ESA_PROPOSAL

  When a quote is submitted for an engagement-type service in Order Capture, Order Capture sends the proposal request message, OC_ESA_PROPOSAL, to PeopleSoft Proposal Management.

• OC_ESA_PROPOSAL_RESPONSE

  In response to this message, PeopleSoft Proposal Management sends the message, OC_ESA_PROPOSAL_RESPONSE, to Order Capture to return the Capture ID, Proposal ID, and Version ID.

  Note. The OC_ESA_PROPOSAL_RESPONSE application message contains the record in which to receive the response data; the name of this record is ESA_OC_RESPONSE.

The system sends these fields from Order Capture to PeopleSoft Proposal Management:

In response to the first message, the system sends these fields from PeopleSoft Proposal Management to Order Capture:

Note. The system uses the MESSAGE_TEXT field to log error messages if any errors occur when the proposal is being created or updated.

PeopleSoft Proposal Management uses the customer number to query the customer table for customer name and current contact information. When PeopleSoft Proposal Management receives the message, the following occurs:

• If the proposal ID is blank, the system creates a new proposal.

• If the proposal ID is not blank, the system updates the existing proposal.

• If a quote has expired, you can revise it on the Entry Form in Order Capture.

  This creates a new quote with a new capture ID. The system then passes the proposal ID to PeopleSoft Proposal Management from the original quote. PeopleSoft Proposal Management checks if the proposal has been closed out (proposal status equals Canceled). If it has, the system reopens the proposal for pricing (and the proposal status is updated to Draft).

Quote Integration

Once pricing information is completed in PeopleSoft Proposal Management, the application message, ESA_PROPOSAL_PRICE, sends pricing information back to Order Capture. This occurs when a user clicks the Set To Ready button on the Maintain Proposal page in PeopleSoft Proposal Management. After the system sends the message to Order Capture, the selected proposal version is locked and uneditable.

The system sends these fields from PeopleSoft Proposal Management to Order Capture:

Note. PeopleSoft Proposal Management sends note descriptions to Order Capture, but Order Capture does not update them.

PeopleSoft Sales Integration

The system triggers the Order Capture application message, OC_ESA_PROPOSAL_STATUS, in the following situations:

• When a sales lead or opportunity is lost or sold.

• When the direct quote or order is sold.

• When the quote is cancelled (either manually, or from the quote expiring).

• When the quote needs to be repriced.

When PeopleSoft Proposal Management receives the message, it updates the corresponding proposal version with either the Draft, Denied, or Committed status, which is based on the contents of the message.

The system sends these fields from Order Capture to PeopleSoft Proposal Management:

When PeopleSoft Proposal Management receives the message, the following occurs:

• If the order capture line status is Lost, the system updates the proposal status to Denied.

• If the order capture line status is Sold, the system updates the proposal status to Committed.

• If the order is expired, the system updates the proposal status to Canceled.

• If the order capture line status is Negotiate, the system updates the proposal status to Draft and enables repricing for the related proposal version.

• If the status is Ready when a user selects a proposal, the system locks the proposal version and prevents editing.

Quote Status Mappings

The table below shows how quote statuses map between Order Capture and PeopleSoft Proposal Management:

Setting Up PeopleSoft Proposal Management Integration

This section provides an overview of setup for the proposal management integration and discusses how to:

• Define engagement service products in the CRM system.

• Select a PeopleSoft Proposal Management business unit.

• View or edit Setup Workbench options.

• View or edit Integration Workbench options.

• View or edit the PeopleSoft Proposal Management business project.

• Activate Proposal Management integration messages.

• Run process scheduler.

Understanding Setup for Proposal Management Integration

First define your engagement service product in the CRM product definition. The Engagement Services check box appears on the Product Definition pages for your primary application.

Next select the PeopleSoft Proposal Management business unit with which Order Capture integrates. Then we have added Proposal Management-specific settings to the Order Capture workbenches, allowing you some flexibility in how you set up certain essential operations. Two Order Capture workbench pages help control the available line statuses for quotes. The values that are displayed in the drop-down list box depend on the current line status. The first page defines the status types. One type is used for the engagement services products. The other delivered type is Default, which is used if the product is not an engagement product. You can view and edit the business project, Proposal Management BP, that has been created for the integration. Finally, you will need to activate the PeopleSoft Proposal Management integration messages to begin to take advantage of this functionality.

Pages Used to Set Up PeopleSoft Proposal Management Integration

Defining Engagement Service Products for PeopleSoft CRM

Access the Product Definition - Definition page (Products CRM, Product Definition, Product Definition - Definition).

Select a product type of Engagement Service to access the Product Definition - Definition page.

Note. The list price will represent a baseline price, and the Enterprise Pricer pricing engine will not be invoked for engagement services.

Selecting a PeopleSoft Proposal Management Business Unit

Access the Order Capture Definition - Internal page (Set Up CRM, Business Unit Related, Order Capture Definition, Order Capture Definition - Internal).

Proposal Management

Select the PeopleSoft Proposal Management business unit which you want to integrate with Order Capture.

Viewing or Editing Setup Workbench Options

There are several Order Capture Setup Workbench changes for this integration:

• Header Statuses.

• Line Statuses.

• Line Status Types.

• Line Status DropDown.

Header Statuses

Access the Capture Setup Tables - Header Statuses Workbench page (Set Up CRM, Product Related, Order Capture, Setup Workbench. Click the Header Statuses link on the Capture Setup Tables Workbench page).

We have added one new header status to the existing list of headers statuses for Order Capture.

Since a quote has an expiration date, a batch job examines the quote expiration dates and assigns any expired quotes a new header status of Expired, or whatever you choose to call it here.

Note. This action also triggers an integration point to update any associated proposals in the PeopleSoft Proposal Management system to Canceled. The exception to this rule is, that if any other quote that is not expired has a reference to the same proposal ID, it will not be cancelled in PeopleSoft Proposal Management. If an Expired quote is revised, the line status for the engagement status will be reset to Draft and a message is automatically sent to PeopleSoft Proposal Management.

Line Statuses

Access the Capture Setup Tables - Line Statuses Workbench page (Set Up CRM, Product Related, Order Capture, Setup Workbench. Click the Line Statuses link on the Capture Setup Tables Workbench page).

There are six line statuses for engagement services. These line statuses appear on the Entry Form page, and they map to corresponding statuses in PeopleSoft Proposal Management. You can edit the names of these statuses on this page.

Line Status Types

Access the Capture Setup Tables - Line Status Types Workbench page (Set Up CRM, Product Related, Order Capture, Setup Workbench. Click the Line Status Types link on the Capture Setup Tables Workbench page).

The values displayed in the dropdown for the quote lines will depend on the line status. This page defines the status types. The Engagement Service line status type is used for engagement services products, whereas the Default line status type is used for any product that is not flagged as an engagement service product.

Line Statuses DropDown

Access the Capture Setup Tables - Line Statuses DropDown Workbench page (Set Up CRM, Product Related, Order Capture, Setup Workbench. Click the Line Statuses DropDown link on the Capture Setup Tables Workbench page).

What you define as your available status types on the Line Statuses page determines what you see on this page. Since we deliver Engagement Service and Default, you can specify alternative status values for each of these two types.

Viewing or Editing Integration Workbench Options

Access the Integration Definitions - Line Status Mappings Workbench page (Set Up CRM, Product Related, Order Capture, Integration Workbench. Click the Line Status Mappings link on the Integration Definitions Workbench page).

Line Status Mappings are used because the Proposal Management uses alpha-numeric status values, such as CMTD and DENY, whereas CRM Order Capture uses numeric status values. This mapping between the status values ensures that the integration points can communicate status information correctly.

Viewing or Editing the PeopleSoft Proposal Management Business Project

Access the Type Definition - Business Process Conditions Workbench page (Set Up CRM, Product Related, Order Capture, Capture Type Workbench. Click the Business Process Conditions Workbench link on the Type Definition Workbench page).

This business project consists of an application engine program, RO_ESA_PUB. The process runs if all of the following conditions apply: the application message, OC_ESA_PROPOSAL is active, the business project is active, and the business project event is set up and active. If no quote lines contain engagement service products, the program exits without calling any integrations. As with all Order Capture business projects, you can view the status of the business project on the Related Objects page.

Activating PeopleSoft Proposal Management Integration Messages

To activate integration between Order Capture and PeopleSoft Proposal Management, you must activate these messages at the message level.

• OC_ESA_PROPOSAL

• OC_ESA_PROPOSAL_RESPONSE

• ESA_PROPOSAL_PRICE

• OC_ESA_PROPOSAL_STATUS

Running Process Scheduler

A PeopleTools Process Scheduler job is in place that sets the status of quotes to Expired when the Quote Expire Date is less than the current system date. The quote line status values do not change, but the quote's header status is updated. If the quote contains an engagement service product for which a proposal has been created, it will send the OC_ESA_PROPOSAL_STATUS message to PeopleSoft Proposal Management with a Canceled status, provided that no other quotes linked to this same proposal have expired.

To run this new job, navigate to PeopleTools , Process Scheduler, Schedule JobSet Definitions. You can schedule the process to run based on a Recurrence Name, or you can select the Run Now button to run the process immediately.

Using PeopleSoft Proposal Management in Order Capture

This section explains the basic functionality available in Order Capture, and shows new views available for line details and summary.

PeopleSoft Proposal Management creates a proposal for each quote line that contains an engagement service. Engagement products may not be added directly to an order, but instead must be created on a quote. This allows the communication of the pricing information from PeopleSoft Proposal Management, and it allows the negotiation process to begin when a price is not acceptable to the customer. Once the price received from PeopleSoft Proposal Management is acceptable, the quote can be converted to an order, and the engagement service will change to a status of Sold, and be fulfilled. Only engagements with a status of Priced are copied over to the new order. For a quote line that contains an engagement service, the following all apply at runtime:

• Unit price is equal to the list price of the product, and this is changeable.

• Order quantity is equal to one.

• Unit of measure is equal to the default unit of measure for the product.

• Line price is protected and the pricing engine is not invoked for engagement services. The line can still be used by the pricing engine to give discounts to other lines or to the entire order.

• Drill-down capability is added to the Related Objects page. This allows the CSR to view all of the specific details of the engagement in PeopleSoft Proposal Management.

Line Details for Engagement Services Prior to Submission to PeopleSoft Proposal Management

Select an engagement service product and add it to the quote line.

You cannot change unit of measure or order quantity for engagement service-type products.

Line Details for Engagement Services After Submission to PeopleSoft Proposal Management

Submit the engagement service quote to PeopleSoft Proposal Management.

When a quote for an engagement service has been submitted to PeopleSoft Proposal Management, it is priced. The correct unit price now defaults in. At this point, you have two options:

• Convert the quote to an order, which marks the engagement service as being Sold.

• Revise the quote if the price is not acceptable to the customer, by setting the status to Negotiate. In this scenario, a message is automatically returned to PeopleSoft Proposal Management. They can then change their status to Draft, and can consider changing the price once more.

  To perform this operation, click the Revise Quote (red crayon) icon on the Entry Form toolbar. On the quote copy, you can edit the quote lines, manually changing the status to Negotiate. Then you submit the quote once again. Order Capture sends its status EIP, OC_ESA_PROPOSAL_STATUS, and requests that this proposal go into Draft status. The same process occurs and PeopleSoft Proposal Management reprices the engagement.

  Note. Theoretically, a CSR or sales representative can go through the negotiation paradigm indefinitely. The final outcome may be to revise the quote and set status to Lost, where the customer has failed to agree to the terms of the offer.

Note. PeopleSoft Sales allows sales representatives to initiate a quote for an engagement from a lead or opportunity. The sales representative can go to that lead or opportunity to view the price on the engagement service product. PeopleSoft Sales information is continually updated by Order Capture, and it displays the same information that you find on the Entry Form in Order Capture.

Business Project for Proposals

Access the Quote - Related Actions page (Orders and Quotes, Search Orders and Quotes, Quote - Related Actions).

When you access the ESA Integration BP business project details on the Business Project Status page, the proposal ID is displayed (when the business project is completed) and you can access the actual proposal using the link that is provided.