Setting Up Business Unit Definitions

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.

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.

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.

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:

• A: Select to start tracking changes after the requisition status is Approved. The system continues to track changes for the requisition after it has been budget checked and as it goes through sourcing.

• B: Select to start tracking changes after the requisition has a budget check status of Valid. If PeopleSoft Commitment Control has not been enabled, this option does not appear.

• N: Do not track requisition changes.

• S: Select to start tracking changes after the requisition status is Sourced.

See Changing Requisitions.

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 PO Change Options (purchase order change options) Page.

Effective Date

Displays the effective date for the supplier-managed service.

Enable VMS (enable supplier 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.

VMS Supplier(supplier 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 supplier managed services supplier)

Click to access the VMS Supplier by Business Unit page, where you can define the effective-dated VMS supplier and supplier location information.

VMS by BU and Service Type (supplier 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.

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.

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.

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.

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 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.

Preference Rule

Select Region or Service/Service Type as the preferred sourcing method when you source requisitions to suppliers. For example, if you select Region as the preference rule, all suppliers defined for that region appear first on the sourcing selection page. If Service/Service Type is the preferred rule, all suppliers defined for the service or service type appear on the sourcing selection page. This is a required field.

Supplier Scoring Rule ID

Enter the scoring rule (group of matrixes) used to score suppliers.

Include All Contract Suppliers

If this check box is enabled, suppliers with contracts are returned in the sourcing selection even if they are not defined for the requisition region or service type. If this check box is disabled, the sourcing selection ignores contract suppliers.

Use Current Date

Select this box to use the current date rather than a specific date as the starting point for reporting.

Allow Sourcing Prior to Approval

Select to indicate that sourcing is allowed before requisition approval is granted.

Track SP Eligibility (track service provider eligibility)

Click to indicate that you want to control the use of reason codes when the status of a supplier changes. The eligibility feature tracks service providers that have been identified as not eligible for new assignments and provides warnings that these service providers should not be selected to fill new work orders.

The services administrator maintains setup data related to the service provider and maintains the provider's acceptability status in the system. As part of tracking the eligibility of service providers, service coordinators receive services bid submittals from suppliers. They can then initiate work order replacements and determine whether a candidate submitted with similar identifying information as an individual who was previously identified as ineligible is actually the same person.

To support comparing and determining potentially ineligible service providers, the system uses service provider identifiers. These identifiers provide high-level unique information about a service provider. Examples of service provider identifiers include Social Security numbers, driver's licenses, and passport IDs.

Duration Date

Enter the date used to determine the absolute beginning date of the analysis data. The system retrieves data from this date forward. The current system date appears by default. This field appears only when the Use Current Date check box is not selected.

Minimum # of Suppliers (minimum number of suppliers) and Maximum # of Suppliers (maximum number of suppliers)

Enter the minimum and maximum number of suppliers to be returned from the sourcing rules that should appear on the sourcing selection page.

# of Reporting Months (number of reporting months)

The system uses this date to determine the period to use to retrieve the analysis data. Enter the number of months before or after the duration date for which the system retrieves data.

Enter a positive value in the # of Reporting Months field to indicate the number of months starting from the duration data to be included in the process. Enter a negative number to indicate the number of months before the duration date to include in the process.

Exclude All Data Before

The system uses this date to retrieve data

Minimum Supplier Score

Enter the minimum score that a supplier must have to bid on a requisition. Suppliers must have this score or higher to meet the requisition requirements and appear on the sourcing selection page. Suppliers below the score do not appear on the sourcing selection page.

Process Scores

Click to access the Supplier Score page, where you can process scores for the specified scoring rule ID.

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.

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.

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 supplier markup, and so forth. By default, the check box is deselected, meaning that the supplier enters one rate inclusive of all rate breakdowns.

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:

• Actual Allocation: Select to enable the service provider to report actual time against each ChartField distribution line defined on the work order.

  Note: This option applies to resource-based requisitions and work orders only.

• Percent Allocation: Select to enable the service provider or service provider contact to report total time or progress against a work order.

  The distribution percentage is used to automatically allocate time or progress across the predefined ChartField distribution lines.

Progress Reporting Option

Use this option to capture the default reporting option for Progress Logs.

This is the highest-level default and you can override it by the setting defined for individual service types. Values are:

• Actual Allocation: Select to enable the service provider contact to report actual progress against each ChartField distribution line defined on the work order.

• Percent Allocation: Select to enable the service provider contact to report the Progress against a Work order. The distribution percentage defined in the Work order is used to automatically allocate the progress across those predefined Chart Field distribution lines. This is the default value.

Expense Reporting Option

Use this option to determine if the service provider reports expenses against specific ChartField distributions. This option also determines if the total expense is entered and distribution percentages are used to automatically split expense 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 that is defined for individual service types.

Options include:

• Actual Allocation: Select to enable the service provider or service provider contact to report actual expense against each ChartField distribution line defined on the work order.

• Percent Allocation: Select to enable the service provider or service provider contact to report total expense against a work order. The distribution percentage is used to automatically allocate expense across the predefined ChartField distribution lines.

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.

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.

Default Labor Account

Select the account to use as the default account for labor.

Expense Reporting Option

Use this option to determine whether the service provider reports expenses against specific ChartField distributions, or whether the total expense is entered and distribution percentages are used to automatically split expenses 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 that is defined for individual service types. Values include:

• Actual Allocation: Select to enable the service provider or service provider contact to report actual expense against each ChartField distribution line defined on the work order.

• Percent Allocation: Select to enable the service provider or service provider contact to report total expense against a work order.

The distribution percentage is used to automatically allocate expense across the predefined ChartField distribution lines.

ChartFields for Exp Allocation (ChartFields for expense allocation)

Click to access the ChartFields for Actual Allocation Display on Expense page.

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.

Invoice

Select to enable Invoice Approval process. This is checked by default.

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.

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

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.

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.

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:

• Days Before: Indicates the number of days before a specific event that the notification triggers.

• Days After: Indicates the number of days after a specific event that the notification triggers.

• Percent Consumption: Indicates a percent that must be reached for a work order event notification to trigger.

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:

• Actual End Date

• Actual Start Date

• Approval Date

• Cancel Date

• Closed Date

• Entered Date

• Projected End Date

• Projected Start Date

• Released Date

• Terminated Date

• Work Order End Date

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.

Click to delete a new default alert for the service type.