Shared Products Setup Considerations

PeopleSoft Maintenance Management provides a time entry user interface front-end that leverages a PeopleSoft Expenses component interface, which enables you to use the PeopleSoft Expenses existing time entry processing functionality from within PeopleSoft Maintenance Management. You do not have to install PeopleSoft Expenses to use this functionality in PeopleSoft Maintenance Management. However, there are specific setup requirements, which include the:

• PeopleSoft Expenses business unit definition. (Business Unit Related, Expenses, Expenses Definition)

  You select an Expenses business unit from a list of GL business units. The GL business unit selected for the Expenses business unit must match the GL business unit identified in the work order business unit in PeopleSoft Maintenance Management.

  • Enter the Time Reporting Options and select the appropriate Time Grid display on the Expenses Definition - Business Unit 2 page.

    To enable personal time entry, you must select the Policy Time grid. Normally you select Both Grids. Personal Time Entry is discussed in more detail in the next subtopic section.

  • Ensure that the GL business unit defined for each employee in PeopleSoft Expenses is consistent with the GL business unit defined for the work order business unit in PeopleSoft Maintenance Management.

    See Configuring Business Units for PeopleSoft Expenses.

• PeopleSoft Expenses employee profile. (Expenses > Manage Employee Information > Update Profile)

  • Set up an employee profile in PeopleSoft Expenses for each employee that enters time in PeopleSoft Maintenance Management.

  • Select Billable as the billing type on the User Defaults page.

    This enables Project Costing to send the expense to Billing and create a chargeback if the project organization is set up in Project Costing for chargebacks. Selecting this field marks the expense lines and time lines with the billing code. The system carries the billing code through to Project Costing as an indicator for billable expenses or billable hours. The system charges the expense lines to the General Ledger. When the customer is billed, the payment is usually reflected as revenue offset to the expenses.

  • Indicate that the employee status is Active on the User Defaults page.

  • Enter the hire date, if not already entered on the User Defaults page.

  • Select the Default Profile check box, if not selected, on the User Defaults page.

    Important! Do not enter values for Project Defaults for Time in the Manage Profile, User Defaults page for PeopleSoft Expenses. PeopleSoft Maintenance Management uses the project defined for the work order instead.

    See Understanding User Defaults.

• Timekeeper authorization.(Expenses > Manage Expenses Security > Authorize Expense Users)

  To authorize a specific timekeeper to enter time for a list of employees, the user ID of the timekeeper must be added to the Authorize Users page for each employee on the list. For example, if John Majors (user ID = DVP1) will be entering time for Gina Angelini (user ID = MM1) in PeopleSoft Maintenance Management, you would access the Authorize Users page for Gina Angelini and add the user ID DVP1 for John Majors to the list of people authorized to enter time (create PeopleSoft Expenses transactions) for Gina Angelini. If the list of employees for whom John Majors is entering time consists of 100 employees, you would access the Authorize Users page for each of the 100 employees and add the User ID for John Majors to the page. You only have to set this up one time or for as long as John Majors is assigned as timekeeper. To enter time in PeopleSoft Maintenance Management, both the employees on the list and the timekeeper must also be set up as resources in PeopleSoft Maintenance Management.

• PeopleSoft Maintenance Management resources - PeopleSoft Maintenance Management > Labor Administration > Create Resources.

  Set up employees as valid maintenance resources who are authorized to work on work orders and enter time in the Technician Workbench.

• Maintenance Management User Preferences.

  Identify the time report method for this user as either Punch Time or Elapsed Time.

  You must select the time reporting method of either Punch Time or Elapsed Time for users who enter time for themselves or enter time for someone else. Each of these users must be set up as a resource in PeopleSoft Maintenance Management. The time reporting method that you select for a user (timekeeper) who is allowed to enter time for someone else must be the same as the time reporting method of all the users for whom the timekeeper is entering time.

  For example, if John Majors (DVP1) is authorized to enter time for a list of 100 employees in Expenses, and the time reporting method for each employee is Punch Time, then you must select Punch Time as the time reporting method on the User Preferences - Maintenance Management page for user ID DVP1 and for the user IDs of each of the 100 employees on the list. The time reporting method for the timekeeper identified in User Preferences must match the time reporting method in User Preferences for each of the 100 employees on the list.

  Important! Based on this example, be careful not to associate the individual who enters time with a user profile where the time entry method is different from the time-entry method associated with the resources for whom time is entered.

  In User Preferences - Maintenance Management, you would also want to make sure that the Allow Access to Others Tasks and the Allow Submit Time for Posting check boxes are selected for the timekeeper's user ID (DVP1). These check boxes must be selected to enable the timekeeper to enter time on the Technician Workbench or the Work Order Completion component.

• Project Costing integration template (Set Up Financials/Supply Chain, Product Related, Project Costing, Project Options, Integration Templates).

  The sample data for PeopleSoft Maintenance Management predefines the Project Costing Integration Template for Project Costing business unit US001, and is set up to accept data from several GL business units including GL business unit US001.

See Understanding User Defaults.

PeopleSoft Maintenance Management leverages the PeopleSoft Resource Management data model functionality to assign and schedule resources. This means that you do not have to install PeopleSoft Resource Management to use the product's resource functionality in PeopleSoft Maintenance Management. Many of the setup requirements in PeopleSoft Resource Management now reside in the Set Up Financials/Supply Chain > Common Definitions > Resource Data component. PeopleSoft Maintenance Management also leverages the capability to set up employees and their qualifications and add them as resources. You access these resource features directly in the PeopleSoft Maintenance Management menu under Labor Administration. Even if you install PeopleSoft Resource Management, you still must set up this data in PeopleSoft Maintenance Management because the requirements are slightly different. The information that you need to set up this resource data is described in detail in the set of topics Setting Up Labor and Tools Resources.

To set up work order access security for resource pools associated with a project and project activity in PeopleSoft Program Management, you first must set up the resource pools in PeopleSoft Program Management.

See PeopleSoft Maintenance Management Integration with PeopleSoft Program Management.

See Understanding Labor and Tools Resource Setup and Maintenance.

You can use PeopleSoft HRMS as your employee source database. Selected data that is used to populate PeopleSoft Maintenance Management employee records and resource profiles is imported from PeopleSoft HRMS using application messages and the Integration Broker.