Establishing System Options and Security

To establish system options and security use the PPM Preferences (BC_GENERAL_PREF), Security (BC_PROJ_ROL_VW), and Privileges for Project Requests and Templates (BC_PROJ_ROL_ST) components.

This section discusses how to:

Define prompt tables for department and account data.
Define how the system generates project request IDs.
Define the discount rate.
Define the currency conversion rate type.
Specify workflow options.
Define integration settings.
Define dimensions.
Define security for project requests and templates.

Pages Used to Establish System Options and Security

Page Name	Definition Name	Navigation	Usage
PPM Prompt Tables	BC_SETUP_PROMPT	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select PPM Prompt Tables	Specify which tables the system uses to prompt for department and account data.
Project Request ID Sequencing	BC_PM_OPTIONS	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Project Request ID Sequencing	Specify how to generate project request IDs.
Discount Rate	PPK_DISC_RATE	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Discount Rate	Specify the discount rate to use to calculate monetary values such as net present value and return on investment.
Conversion Rate Type	PPK_RT_TYPE	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Conversion Rate Type	Specify which rate type the system should use to convert currency amounts.
Workflow Options	PPK_WF_OPTIONS	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Workflow Options	Establish application-level workflow options for project request approvals.
Integration	PPK_PG_SETUP	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Integration	Specify whether to integrate Project Portfolio Management with PeopleSoft Program Management.
Analysis Dimensions	PPK_DIM_LIST	select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Analysis Dimensions	Specify the fields to use as dimensions for portfolio analysis.
Security	BC_PROJ_ROL_ST_VW	select Project Portfolio Management, then select Administration, then select Security	Review security for projects and templates by role and status.
Privileges for Project Requests and Templates	BC_PROJ_ROL_ST	Click Add Role or click a role name on the Security page.	Specify security for project requests and templates by role and status.

PPM Prompt Tables

Use the PPM Prompt Tables page (BC_SETUP_PROMPT) to specify which tables the system uses to prompt for department and account data.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select PPM Prompt Tables

Image: PPM Prompt Tables page

This example illustrates the fields and controls on the PPM Prompt Tables page. You can find definitions for the fields and controls later on this page.

Department Prompt Table

Select the name of the PeopleSoft record that contains department data.

The system uses this record as a prompt for valid department values on the Cost and Benefit pages of the Project Request component (BC_PROJ_REQUEST). It is very important to select the record that accurately depicts the department hierarchy as defined within the general ledger business unit. The record that you enter must be keyed by setID and contain a DESCR field.

Note: The system is delivered with the value DEPARTMENT_TBL in this field. Most organizations simply accept this value, which is the standard department record that is used in the PeopleSoft Financial Management and PeopleSoft Enterprise Performance Management databases.

Account Prompt Table

Select the name of the PeopleSoft record that contains account data.

The system uses this record as a prompt for valid account values on the Cost and Benefit pages of the Project Request component. It is very important to select the record that accurately depicts the account hierarchy as it's defined within the general ledger business unit. The table must be keyed by setID and contain a DESCR field.

Note: The system is delivered with the value GL_ACCOUNT_TBL in this field. Most organizations simply accept this value, which is the standard account record that is used in the PeopleSoft Financial Management and PeopleSoft Enterprise Performance Management databases.

Project Request ID Sequencing

Use the Project Request ID Sequencing page (BC_PM_OPTIONS) to specify how to generate project request IDs.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Project Request ID Sequencing

Image: Project Request ID Sequencing page

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

Image: Project Request ID Sequencing page

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

Project Request ID Sequencing

Sequence Type

Specify how project request IDs are assigned. Options are:

Automatic Numbering: Select to have the system automatically generate unique project request IDs for new project requests by adding the project request ID prefix to the beginning of the next number in sequence after the value that appears in the Project Request ID Sequence field.

Manually Entered: Select to enter project request ID numbers manually when new project requests are created.

Project Request Prefix

Enter a prefix to use for project request IDs. The system appends the next available project ID sequence number to this prefix to generate project request IDs.

Use the Overrides grid to specify different prefixes for specific business units.

This field is unavailable for entry when the sequence type is set to Manually Entered.

Project Request Sequence

Enter the initial number to use for project request IDs that are automatically generated. This number increases by one when a new project request is created.

This field is unavailable for entry when the sequence type is set to Manually Entered.

Note: Although you can edit the Project Request Sequence field, you should not change it after project requests exist because doing so could cause project request ID conflicts. Also, project request IDs must be unique throughout the system, regardless of the business unit with which they are associated, to integrate with PeopleSoft Project Costing.

Overrides

Complete this grid to specify different project request ID prefixes for individual business units. Sequence numbers increase by one across all business units; only the prefix can differ. This grid is unavailable for entry when the sequence type is set to Manually Entered.

Discount Rate

Use the Discount Rate page (PPK_DISC_RATE) to specify the discount rate to use to calculate monetary values such as net present value and return on investment.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Discount Rate

Image: Discount Rate page

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

Discount% (discount percentage)

Enter the rate that the system can use to discount the project request cost and benefit amounts to calculate financial metrics. The system uses this rate when calculating the KPI values for present value of benefits, return on investment, and net present value.

Effective Date

The date upon which the discount percentage goes into effect. This enables you to change over time the rate at which the organization discounts cash flows.

Conversion Rate Type

Use the Conversion Rate Type page (PPK_RT_TYPE) to specify which rate type the system should use to convert currency amounts.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Conversion Rate Type

Image: Conversion Rate Type page

This example illustrates the fields and controls on the Conversion Rate Type page. You can find definitions for the fields and controls later on this page.

Rate Type

Select the rate type to use for currency conversions.

Currency conversions apply to several pages: the Project Request component pages, the Portfolio Analysis page, and the Project Request Analysis by Department page.

Workflow Options

Use the Workflow Options page (PPK_WF_OPTIONS) to establish application-level workflow options for project request approvals.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Workflow Options

Image: Workflow Options page

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

Enable Workflow

Select to enable workflow functionality for project request approvals. This workflow sends submitted project requests to the worklist of the person who is designated as the owner and approver on the project request based on the initiative type that the requester selects; the owner can then either change the approver to someone else or decide whether to approve, cost, return, or deny the request himself. Use the Workflow Options group box to activate additional workflow options.

Workflow Options

These options are active only when the Enable Workflow check box is selected.

Require Funding Department Manager approval

Select to additionally require funding department manager approval for project requests. The system first routes submitted project requests to the project request approver for review and approval. If the approver approves the request, the project request status changes to Operationally Approved, and the manager (the funding department manager) of each unique department ID that is specified on the Project Request component's Costs page receives the project request for approval. Requiring funding department manager approval means that both of these roles must approve the project request before the system changes its status to Approved and activates its corresponding program or project.

Note: If funding department manager approval is required, then every department needs to have a manager identified.

Email Notifications

Select one or more options to control when the system sends email notifications. Options are:

Notify when Project Request is submitted: Select to have the system send email notifications to the project sponsor and funding department managers when the project request is submitted.

Notify when Project Request is updated: Select to have the system send email notifications to the project sponsor and funding department managers when a project requester resubmits a returned project request.

Notify when Detail Plan is created: Select to have the system send email notifications to the project sponsor and funding department managers when a project manager clicks the Send to Project Request button on the Project Request Estimate Summary page in the Program Management application to update the project request's cost estimate.

Notify when Project Request is approved: Select to have the system send email notifications to the project owner, project sponsor, project requester, and project manager when the final required approver approves the project request.

Notify when Project Request is denied: Select to have the system send email notifications to the project owner, project sponsor, project requestor, and project manager when either a project approver or a funding department manager declines the request.

Integration Page

Use the Integration page (PPK_PG_SETUP) to specify whether to integrate Project Portfolio Management with PeopleSoft Program Management.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Integration

Image: Integration page

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

Image: Integration page

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

Integration Setup

PeopleSoft Program Management Enabled

Select if you are also implementing PeopleSoft Program Management. When you select this check box, the system displays several fields on the Project Request component pages and the Project Approval page that are otherwise hidden.

Note: Portal node definitions must be defined for integration to work.

Current Portal

The values in these fields provide the information that is required for the system to link to the General Information page (PROJECT_GEN_01A) in Program Management from the Project Request page in Project Portfolio Management. This group box does not appear unless the PeopleSoft Program Management Enabled check box is selected. The default values for these fields are delivered as system data. You do not need to change them unless modifications have been made to Program Management that require that you to link to a page other than PROJECT_GEN_01A to view project data.

Market

Select the market category for the portal application.

Portal Name

Select the portal name.

Xfer Node Name (transfer node name)

Select the transfer node.

Menu Name, Component ID, and Page Name

Enter the names for the menu, component, and page to access when your users click the Project ID link on the Project Request page.

See the product documentation for PeopleTools: Portal Technology

Analysis Dimensions page

Use the Analysis Dimensions page (PPK_DIM_LIST) to specify the fields to use as dimensions for portfolio analysis.

Navigation

select Project Portfolio Management, then select Administration, then select PPM Preferences, then select Analysis Dimensions

Image: Analysis Dimensions page

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

Define the project request-related dimension fields that are available for use in portfolio analysis by inserting rows and selecting the field name. The dimensions that are defined when you use this page are the dimensions that are available for users to select when they use the Define Measures/Dimensions page to define their portfolio analysis dimensions.

Security Page

Use the Security page (BC_PROJ_ROL_ST_VW) to review security for projects and templates by role and status.

Navigation

select Project Portfolio Management, then select Administration, then select Security

Image: Security page

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

Image: Security page

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

Use the pages within this component to define which roles within an organization are able to edit project request templates and project requests based on their status.

This page lists currently defined roles and their assigned edit privileges for project request templates (the Template column) and for project requests that are in the following statuses: approved, pending, submitted, canceled, declined, returned, operationally approved (the Op. Appr. column). You can either add a role or modify an existing privilege definition.

Note: Use PeopleSoft security to limit access to this page to the appropriate users within the organization.

Add Role

Click to add a role and define its edit privileges. The role must already exist. You establish roles by using PeopleSoft security.

Click a role name within the grid to modify its privileges.

Privileges for Project Requests and Templates page

Use the Privileges for Project Requests and Templates page (BC_PROJ_ROL_ST) to specify security for project requests and templates by role and status.

Navigation

Click Add Role or click a role name on the Security page.

Image: Privileges for Project Requests and Templates page

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

Edit Page

Select to permit this role to edit a project request when it has the status that is listed in the current row. When this option is not selected, the role has only view access.

Note: Use the delivered demo as a guideline for how you should establish edit privileges for the various roles that participate in the project request entry and approval business process. The key roles to consider emulating in the implementation are project requester, project owner, project manager.

Edit Project Request Templates

Select to permit this role to edit project request templates.

View Privileges for All Roles

Click to view a list of roles with defined privileges.

Delete Privileges of this Role

Click to delete this role's edit privileges.