Creating Project Requests and Templates

Pages Used to Create Project Requests and Templates

Page Name	Definition Name	Navigation	Usage
Project Request	BC_PROJ_REQUEST1	select Project Portfolio Management, then select Project Requests	Create project requests and templates.
Project Request - Attachments	BC_PROJ_ATTACH	select Project Portfolio Management, then select Project Requests, then select Attachments	Associate file attachments with a project request.
Project Request - Dependency	BC_PRJREQST_DPN	select Project Portfolio Management, then select Project Requests, then select Dependency	Designate project requests upon which the current project request depends and view project requests that depend on the current project request.
Project Request - Dependency Comments	BC_PRJREQST_DPN_CM	Click the Comments button on the Project Request - Dependency page.	Enter comments about a dependency relationship.
Project Request - Milestones	BC_PRJREQST_MST	select Project Portfolio Management, then select Project Requests, then select Milestones	Enter project request milestones and indicate their status.
Project Request - Status History	PPK_PROJREQ_AUD	select Project Portfolio Management, then select Project Requests, then select Status History	Review an audit trail of workflow approval status entries for the project request.
Project Approval	BC_PRJ_APPROVAL	This page is automatically accessed when a user selects a project request from the worklist.	Modify the approval status for a project request.
Save Options	PPK_SAVE_OPTIONS	Click Save As on the Project Request page	Saves a project request or template as either a new project request or a new template.
Project Request Date Change Option	BC_EST_DATE_CHANGE	Click the Move button on the Project Request - Costs page or the Project Request - Benefits page. This page appears automatically if you change the project request's estimated start date or estimated end date to a date that is in a different fiscal period.	Advance or delay a project request's estimated start date, estimated end date, or dates that are associated with costs and benefits.
Project Request Validation Errors	PPK_ERROR_REPORT	Appears automatically if errors occur when you attempt to save a project request.	Review project request errors and correct them by linking to the page upon which each error occurs.

Understanding the Options That Are Available for Creating Project Requests and Templates

The following options are available to create project requests and templates:

Create a new project request from scratch.
Create a new template from scratch.
Create a new project request from a template.
Create a new project request from an existing request.
Create a new template from an existing project request.
Create a new template from an existing template.

Established security controls whether given individuals can use each of these options. If they are granted the privilege to edit templates, they can create new templates or update existing templates. If they only have view privileges for templates, they cannot create new templates; if they open a template, they cannot edit it, but they can create a new request from that template.

When you create a new template or project request from an existing template or project request, you specify which fields to include by using the Save Options page. Also, if the estimated start or finish dates fall within a different fiscal period than those of the originating template or project request, you can specify whether to move associated costs or benefits accordingly by using the Project Request Date Change Options page. Similarly, if you modify any associated costs or benefits such that they occur during a fiscal year and period that is outside of the date range that is defined by the estimated start and end dates, the system enables you to move either or both of those dates by using the Project Request Date Change Options page.

Before you can save the new project request, the system performs validation checks for the data, and if any errors exist, the Project Request Validation Errors page automatically appears, with links that enable you to navigate to the source of each error. All errors must be resolved before you can save the project request.

Project Request Page

Use the Project Request page (BC_PROJ_REQUEST1) to create project requests and templates.

Navigation

select Project Portfolio Management, then select Project Requests

Image: Project Request page

This example illustrates the fields and controls on the Project Request page. You can find definitions for the fields and controls later on this page.

The fields that are available on this page depend on whether the current record is a project request or a template; the ID field label will be either Project Request or Template, accordingly.

Business Unit

Specify the business unit that is associated with this project request or template.

Project Request or Template

If this field is available for entry, specify the ID for the project request; otherwise, the system automatically generates the ID. The preferences that are established when you use the Project Request ID Sequencing page determine whether IDs are generated automatically.

See Project Request ID Sequencing.

Base Currency

Displays the business unit's base currency.

Request Details

Requester

Displays the name of the user that created the project request. This field is unavailable for entry.

Priority

Select the project request's priority.

You establish priorities by using the Priorities page.

See Priorities Page.

Estimated Start, Estimated End, and Desired Finish

Enter the corresponding project request dates. The system uses these dates to determine present value (PV), and the estimated start and estimated end dates are used to generate the project's start date and end date, respectively, if the project request results in a project.

Click the Choose a date button to make a selection in date fields.

Initiative Type ID

Select an initiative type identifier that classifies the type of work that is needed. This field is required if you are integrating with Program Management; otherwise, it is optional.

When you select the initiative type, the system automatically populates the Owner and Approver fields, based upon the Initiative Type table.

You establish initiative types by using the Initiative Type page.

See Initiative Types.

Status

Displays the current status of the project request.

This field is display-only for all status values except approved, and its value is either assigned by the system when an individual creates, submits, approves, declines, costs, or returns a project request, or assigned by a project approver using the Project Request Approval page.

Possible status values are:

Pending: Indicates that the project request is created, but not yet submitted. The system assigns this status when the project request is first saved.

Submitted: Indicates that the project request has been submitted and is waiting for the approver to take action on it. This value is assigned:

By the system (using workflow) when the Submit button is clicked.
By the system (using workflow), for project requests that are in costing status, when a project manager clicks the Send to Project Request button, which is on the Project Request Estimate Summary page in PeopleSoft Program Management.

Costing: Indicates that the project request has been sent to a project or program manager to obtain a more precise cost estimate before a decision is made to approve or decline the request. A project approver can modify the status of a project request to Costing only when its current state is Submitted and when the cost estimate that is entered by the requester needs further validation by the project or program manager.

Operationally Approved: Indicates that the project request is submitted, approved by the owner, and awaiting funding department manager approval. This status is available only when funding department manager approval is activated at the installation level. If funding department manager approval is required, then when an owner approves a request, its status changes to operationally approved instead of being changed directly to approved.

Approved: Indicates that the project request was submitted and has been approved by the owner. The system automatically changes the status of any other versions of the project request to canceled. When a project request is approved, if you have edit access for approved project requests, the only value that you can change the status to is Canceled.

Canceled: Indicates that the project request is canceled. A project request can be canceled only when its current status is either pending, returned, or approved. After a project request has a Canceled status, its status cannot change.

Declined: Indicates that the project request is submitted but denied approval. Either the project request approver or a funding department manager can deny a project request. After a project request has a Declined status, its status cannot change.

Returned: Indicates that the project request is submitted, and that the approver or a funding department manager returned it to the user who submitted it for additional work. The system assigns this status by using workflow. To continue processing a returned request, click the Submit button to start the approval process again.

Investment Type

Select an investment type from the values that are in the drop-down list box to describe the nature of the project request.

This field is used for informational purposes only.

Department

This field is used for informational purposes only and is the department of the individual whose name is entered in the Requester field that is on the project request. This department value is not the department to which costs or benefits are attributed. You attribute costs and benefits with a specific department by entering them using the Costs and Benefits pages that are within the Project Request component (BC_PROJ_REQUEST).

Project Manager

Select the name of a project manager, if this position is determined. This field is required when an approver changes the project request status to costing.

Integration Template

This field is required if you are integrating with PeopleSoft Program Management; otherwise, it does not appear. Integration templates are defined in Project Costing, and they are populated in Program Management during the extract, transform, and load (ETL) process. When a project request has a PeopleSoft Program Management project ID associated with it, this field becomes display-only.

See PeopleSoft Project Costing : Structuring PeopleSoft Project Costing: "Creating Templates for Integration with Other Applications"

Project ID

Click this link to access the General Information page (PROJECT_GEN_01A) in Program Management. This link is available only if Program Management integration is enabled, workflow is enabled, and the project request status is either costing or approved.

Approval Information

The fields that are in this group box are used by approval workflow, which is activated when you submit a project request for approval.

Sponsor

Select the person who is endorsing this project request.

Depending on the installation settings for workflow, this individual may receive email notifications as the project request status changes.

Owner

The name of the person who is primarily responsible for project requests of a specific type. The system automatically populates this field with the owner of the associated initiative type; it uses the Initiative Type table to identify the name of the individual. The Owner field is display-only prior to when the project request is submitted for approval, at which time it becomes editable so that the owner can change ownership responsibility to another individual, if that's appropriate.

Depending on the established installation-level workflow options settings, the individual whose name appears in this field may receive workflow email notifications.

Approver

The system automatically populates this field with the value in the Owner field when a project request is created and saved. When the project request is submitted, this field becomes editable so that the project owner can change the approver to another individual, if it's appropriate.

If the installation option for workflow is enabled, PeopleSoft Workflow routes project requests to the worklist of the individual who is identified as the approver under these conditions:

A project request is submitted.
A project manager changes a project request with a status of costing to a status of submitted by clicking the Send to Project Request button on the Project Request Estimate Summary page.

Owning Department

The system automatically populates this field with the department of the individual who is identified in the Owner field.

This field is used only for information.

Costs and Benefits

This group box displays calculated costs and benefits information.

Viewing Currency

Select how to view monetary amounts for costs and benefits. This option affects the amounts that are on the Project Request page and the Summary Cost/Benefits page, and enables you to toggle the displayed currency between the specified project request transaction currency and the business unit's base currency. If the business unit's base currency and the project request transaction currency are the same, the amounts do not change. Options are:

Transaction Currency: Select to view amounts in the currency that is selected in the Currency field.

Base Currency: Select to view amounts in the base currency of the business unit that is associated with the project request.

Currency

Select the transaction currency for the project request. This is the currency that is used for all amounts that are entered for this project request.

The default value for this field is the base currency for the associated business unit.

Note: If cost or benefit details exist on the Project Request component's Costs or Benefits pages, you cannot change the currency without first deleting that cost and benefit data.

Costs and Benefits

Displays the current costs and benefits for the project request. Use the options for Viewing Currency to view the amounts in either the transaction currency or the base currency.

On-going Maintenance Cost

Enter the annual costs that you expect the project request to incur in perpetuity after the project request's estimated end date. Enter a value only if you anticipate incurring costs year after year beyond the estimated end date. The amount that you enter must be in the transaction currency of the project request, and you can enter a value only when the viewing currency is set to transaction currency.

Click to access the Project Requests - Costs or Project Requests - Benefits page, where you can maintain details for the costs or benefits that are associated with this project request.

Net Present Value

Displays the net present value for this project request, which is calculated as (Present Value of Benefits) − (Present Value of Costs).

Return on Investment

Displays the return on investment for this project request, which is calculated as (((Present Value of Benefits) ÷ (Present Value of Costs)) − 1) × 100

PV of Benefits (Present Value of Benefits)

Displays the present value of all benefit amounts for this project request.

KBO Support (key business objective support)

Shows the calculated score for the KBO support score group.

You must associate the Primary KBO portfolio with the project request by using the Scoring page for the system to populate this field.

Risk

Shows the calculated score for the Primary Risk score group.

You must associate the Primary Risk portfolio with the project request by using the Scoring page for the system to populate this field.

Project Request Versions

This grid appears only if you have created multiple versions of a project request. It includes a row for each version that lists its project request ID, description, and status, and the project request ID of the project request of which it is a version

Click a project request ID to view that version. The project request ID of the currently viewed version is display-only.

Actions

Submit

Click to submit a pending or returned project request for approval.

This option is not available for templates.

Cancel

Click to cancel the project request. This button is available only when the status of the project request is returned or pending.

This option is not available for templates.

Create a New Project Request Version

Click to create a new version of this request. This button is available only when the status of the project request is pending, submitted, declined, returned, or costing.

The system creates a new project request with several of the fields populated with values that are from the original project request. Edit the values that differ for this version, add new values, and then save or submit the project request.

Save As

Click to save the template or project request as a new project request or template by using the Save Options page.

Project Request - Attachments page

Use the Project Request - Attachments page (BC_PROJ_ATTACH) to associate file attachments with a project request.

Navigation

select Project Portfolio Management, then select Project Requests, then select Attachments

Click the Add Attachment button to browse for and select a file.

For example, you can attach a project plan, cost spreadsheet, flowchart, or request for proposal to this project request.

Click the Delete Attachment button to remove an attached file.

Click the View Attachment button to download and view the attachment in a new window. If the attachment is a media file, clicking the button opens the appropriate media player (if available) and plays the attachment automatically.

Project Request - Dependency page

Use the Project Request - Dependency page (BC_PRJREQST_DPN) to designate project requests upon which the current project request depends and view project requests that depend on the current project request.

Navigation

select Project Portfolio Management, then select Project Requests, then select Dependency

Use this page to identify other project requests upon which this request depends. If other project requests are dependent on this request, they appear in the Project Requests dependent upon this Project Request grid. This data is used only for informational purposes.

Required

Select this option to indicate that the Project Request ID in the row is mandatory for this project request.

Click the Comments button to access the Dependency comments page, where you can add comments that describe the rationale and impact of the dependency.

Project Request - Milestones page

Use the Project Request - Milestones page (BC_PRJREQST_MST) to enter project request milestones and indicate their status.

Navigation

select Project Portfolio Management, then select Project Requests, then select Milestones

Image: Project Request - Milestones page

This example illustrates the fields and controls on the Project Request - Milestones page. You can find definitions for the fields and controls later on this page.

Create New Milestone

Click to access the Milestone page, where you can add a new milestone definition.

Insert rows as needed to document project request milestones.

Milestone ID

Select the project request milestone.

Owner

Displays the individual who is responsible for this milestone.

Due Date

Displays the due date for this milestone.

Milestone Status

Displays the current status of the milestone.

Project Request - Status History page

Use the Project Request - Status History page (PPK_PROJREQ_AUD) to review an audit trail of workflow approval status entries for the project request.

Navigation

select Project Portfolio Management, then select Project Requests, then select Status History

Image: Project Request - Status History page

This example illustrates the fields and controls on the Project Request - Status History page. You can find definitions for the fields and controls later on this page.

This page displays all status changes for the life cycle of the project request and any comments that the approver makes during the workflow approval process. In addition, you can insert comments on this page to have them date and time stamped. After a comment is entered here, the system does not allow it to be edited.

Updating Approval Status

By using your worklist, access the Project Approval page.

Enter comments to document the action that you are taking, and then click the appropriate button.

Approve

Click to approve the project request.

To approve a project request, you must provide estimated costs.

Decline

Click to decline the project request.

Return

Click to send the project request back to the worklist of the submitter for additional work.

Cost

Click to send the project request to PeopleSoft Program Management for the purpose of creating a detailed cost estimate for the project request. The Cost button does not appear if you have not selected the PeopleSoft Program Management Enabled check box that is on the Integration page.

To send a project request for costing, estimated costs and a project manager are required.

Save Options

Use the Save Options page (PPK_SAVE_OPTIONS) to saves a project request or template as either a new project request or a new template.

Navigation

Click Save As on the Project Request page

Image: Save Options page

This example illustrates the fields and controls on the Save Options page. You can find definitions for the fields and controls later on this page.

Save as

Select whether to save this as a project request or template.

The options that you can select depend on the security that you have.

New ID

Enter the identifier for the new project request or template. This field is not available for entry if system preferences are set to automatically generate IDs.

Save Project Request Sections

Select which data from the original project request or template to include in this new project request or template.

Option for Save Project Request Sections	Fields
Request Details	Business Unit
	Investment Type
	Initiative Type ID
	Owner
	Approver
	Start Date (project requests only, not templates)
	End Date (project requests only, not templates)
	Priority (project requests only, not templates)
	Desired Finish (project requests only, not templates)
	Project Manager (project requests only, not templates)
	Base Currency
	Currency
Maintenance Cost	Maintenance Cost
Scoring	Score Group
	Score Type
	Gross Score
	Net Score
	Overall Score
	Risk Level
	Adj. (+/- %)
	Support Level
Attachments	Attached File
	Description
	Approver
	Owner
	Owning Department
Costs	Rate Type
	Cost Detail fields: GL Unit, Department, Account, Year, Period, Amount, Capitalize
Benefits	Rate Type
	Cost Detail fields: GL Unit, Department, Account, Year, Period, Amount, Capitalize
Milestones	Milestone ID

Project Request Date Change Option

Use the Project Request Date Change Option page (BC_EST_DATE_CHANGE) to advance or delay a project request's estimated start date, estimated end date, or dates that are associated with costs and benefits.

Navigation

Click the Move button on the Project Request - Costs page or the Project Request - Benefits page. This page appears automatically if you change the project request's estimated start date or estimated end date to a date that is in a different fiscal period.

Image: Project Request Date Change Option page

This example illustrates the fields and controls on the Project Request Date Change Option page. You can find definitions for the fields and controls later on this page.

Direction

Specify how to move the dates. Options are:

Delay: Select to shift dates to the past by a specified number of periods.

Advance: Select to shift dates to the future by a specified number of periods.

No of Periods (number of periods)

Enter how many fiscal periods to advance or delay the dates.

Move Costs

Select to move the cost details by the specified number of periods.

Move Benefits

Select to move the benefit details by the specified number of periods.

Move Estimated Start Date

Select to move the estimated start date by the specified number of periods.

Move Estimated End Date

Select to move the estimated end date by the specified number of periods.

The options that are selected by default when you access this page depends upon the source of the page activation:

If you access the page by clicking the Move button on the Project Requests - Costs page, the value in the No of Periods field becomes 0 by default and the Move Costs check box is selected.
If you access the page by clicking the Move button on the Project Requests - Benefits page, the number of periods becomes 0 by default and the Move Benefits check box is selected.
If the page appears automatically because of a change to the estimated start date, the Move Estimated Start Date check box is unavailable for entry, all of the other options are selected, and the value in the No of Periods field by default becomes the number of periods by which the estimated start date has changed.
If the page appears automatically because of a change to the estimated finish date, the Move Estimated Finish Date check box is unavailable for entry, all of the other options are selected, and the value in the No of Periods field by default becomes the number of periods by which the estimated end date has changed.

Project Request Validation Errors page

The Project Request Validation Errors page appears automatically if errors occur when you try to save a project request.

To resolve an error, review the message text, and then click a link in the Context column to access the field that is causing the error.