User manual | null User manual

PeopleSoft 9.2: Services
Procurement
December 2016
PeopleSoft 9.2: Services Procurement
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Contents
Preface........................................................................................................................................................xix
Understanding the PeopleSoft Online Help and PeopleBooks........................................................... xix
PeopleSoft Hosted Online Help.................................................................................................... xix
Locally Installed Help................................................................................................................... xix
Downloadable PeopleBook PDF Files..........................................................................................xix
Common Help Documentation.......................................................................................................xx
Field and Control Definitions........................................................................................................ xx
Typographical Conventions............................................................................................................ xx
ISO Country and Currency Codes................................................................................................ xxi
Region and Industry Identifiers.................................................................................................... xxi
Translations and Embedded Help................................................................................................ xxii
Using and Managing the PeopleSoft Online Help.............................................................................xxii
PeopleSoft FSCM Related Links....................................................................................................... xxii
Contact Us..........................................................................................................................................xxiii
Follow Us...........................................................................................................................................xxiii
Chapter 1: Getting Started with PeopleSoft Services Procurement.....................................................25
Common Elements Used In Services Procurement..............................................................................25
PeopleSoft Services Procurement Business Processes......................................................................... 27
Delivered User Roles............................................................................................................................ 27
PeopleSoft Services Procurement Integrations.....................................................................................34
PeopleSoft Services Procurement Implementation...............................................................................35
Related Product Documentation........................................................................................................... 36
Chapter 2: Navigating in PeopleSoft Services Procurement................................................................. 39
Navigating In PeopleSoft Services Procurement..................................................................................39
Pages Used to Navigate in PeopleSoft Services Procurement.......................................................39
Chapter 3: PeopleSoft Services Procurement Portal Pagelets.............................................................. 43
Understanding PeopleSoft Services Procurement Pagelets.................................................................. 43
Pagelet Security.............................................................................................................................. 43
Using Pagelets by Functional Role...................................................................................................... 44
Requester.........................................................................................................................................44
Service Coordinator........................................................................................................................44
Approver......................................................................................................................................... 44
Viewing and Using PeopleSoft Services Procurement Pagelets.......................................................... 44
Pages Used to View and Use PeopleSoft Services Procurement Pagelets.....................................44
Services Interview Schedule Pagelet............................................................................................. 47
Recent Service Requisitions Pagelet..............................................................................................48
Recent Work Orders Pagelet.......................................................................................................... 48
Service Timesheet Approval Pagelet............................................................................................. 49
Service Progress Log Approvals Pagelet.......................................................................................49
Service Expense Approvals Pagelet...............................................................................................49
Viewing the Logistical Tasks Pagelet............................................................................................ 50
Expense Variance Chart Pagelet.................................................................................................... 50
Supplier Headcount Chart Pagelet................................................................................................. 50
Services Supplier Analysis Pagelet................................................................................................51
Requisition Approval Pagelet.........................................................................................................51
Work Order Approval Pagelet........................................................................................................51
Service Invoice Approval Pagelet..................................................................................................52
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Contents
Chapter 4: Setting Up PeopleSoft Services Procurement......................................................................53
Understanding the PeopleSoft Services Procurement Implementation Process................................... 53
Implementation Order.....................................................................................................................53
Setting Up Business Unit Definitions.................................................................................................. 54
Pages Used to Set Up Business Unit Definitions.......................................................................... 54
Understanding the PeopleSoft Purchasing-Related Business Units...............................................55
Strategic Sourcing Business Unit Definition Page........................................................................ 55
Purchasing - Business Unit Definition Page..................................................................................55
Services Procurement Bus Unit Page............................................................................................ 57
ChartFields for Actual Allocation Display on Expense Page........................................................70
Work Order Settings Page..............................................................................................................70
Reason Code Setup Page............................................................................................................... 73
eProcurement Business Unit Options Page....................................................................................76
Project Costing Definition Page.....................................................................................................77
Project Costing Options Page........................................................................................................ 77
Defining System-Wide Definitions.......................................................................................................78
Pages Used to Define System-Wide Definitions........................................................................... 78
Understanding Reason Codes.........................................................................................................81
Defining Automatic Numbering.....................................................................................................82
Region Codes Page........................................................................................................................ 82
Administer File Attachments Page................................................................................................ 83
Reason Code Page..........................................................................................................................84
Defining Project and Activities Definitions......................................................................................... 86
Pages Used to Define Project and Activities Definitions.............................................................. 86
Project Types Page......................................................................................................................... 87
Maintain Services Projects Page...................................................................................................87
Project Activities Page................................................................................................................... 88
Service Activities Page...................................................................................................................89
Activities by Service Page............................................................................................................91
Activities by Service Type Page.................................................................................................... 92
Establishing Services Procurement ChartField Security...................................................................... 92
Chapter 5: Setting Up Application Specific Options for PeopleSoft Services Procurement.............. 95
Prerequisites.......................................................................................................................................... 95
Maintaining Service Setup....................................................................................................................95
Pages Used to Maintain Service Setup.......................................................................................... 96
Role Distribution List Page............................................................................................................97
Competency Page........................................................................................................................... 98
Maintain Competencies by SetID Page......................................................................................... 99
Rating Model Page....................................................................................................................... 100
Service Types Page.......................................................................................................................100
Service/Role by Service Type Page............................................................................................. 105
Assign Individual Services to Multi Resource Service Page.......................................................106
Service/Project Role Attributes Page........................................................................................... 107
Maintain Rate Sheet Page............................................................................................................ 108
Rate Sheet List Page.................................................................................................................... 110
Logistical Tasks Page................................................................................................................... 110
Defining Service Supplier Setup........................................................................................................ 112
Pages Used to Define Service Supplier Setup............................................................................. 112
Building the Region Hierarchy.................................................................................................... 113
Identifying Information Page....................................................................................................... 114
Services Supplier Info Page......................................................................................................... 114
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Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Contents
Supplier Network Setup Page...................................................................................................... 116
Supplier Sourcing Setup Page.................................................................................................... 117
Suppliers by Region Page............................................................................................................ 117
Defining Sourcing Setup.....................................................................................................................118
Pages Used to Define Sourcing Setup......................................................................................... 119
Understanding Bid Factors...........................................................................................................119
Bid Factors and Requisitions....................................................................................................... 120
Bid Factor Setup Page..................................................................................................................120
Bid Factor Mapping Page............................................................................................................ 122
Bid Factors by Category Page.................................................................................................... 123
Services Procurement Pay Types Page........................................................................................ 124
Markup Details Page.................................................................................................................... 124
Maintain Markups by Region Page............................................................................................. 125
Maintaining Users and Team Setup....................................................................................................125
Pages Used to Maintain User and Team Setup............................................................................125
Understanding Users and Team Setup......................................................................................... 128
Common Elements Used in this Section..................................................................................... 133
eProcurement Role Actions Page.................................................................................................134
Administrator Role Action Category Page.................................................................................. 136
Assign Role Actions To Roles Page............................................................................................ 137
Roles for User Setup Page........................................................................................................... 138
User Profile Information Page..................................................................................................... 139
User Preferences Page..................................................................................................................142
Creating and Editing Services Procurement Users...................................................................... 142
Requester Defaults Page...............................................................................................................144
Service Coordinator Defaults Page.............................................................................................. 146
User Setup Page........................................................................................................................... 148
Services User Setup Page.............................................................................................................149
Service Provider Search Page...................................................................................................... 152
Services User Setup Page.............................................................................................................153
Maintain Service Provider Page...................................................................................................154
Service Provider Information Page.............................................................................................. 157
Service Provider Identifiers Page.................................................................................................159
Service Provider Eligibility Review Page....................................................................................160
Services User Setup Page........................................................................................................... 162
Revoking Service Provider and Coordinator Roles..................................................................... 163
Replace Service Coordinator Page............................................................................................. 164
Replace VMS Coordinator Page.................................................................................................. 170
Service Coordinator Replacement Log Page............................................................................... 172
Services User Setup Page.............................................................................................................173
Services User Setup Page.............................................................................................................174
Service Team Page....................................................................................................................... 175
Maintaining Workflow Setup..............................................................................................................176
Maintaining Settlement Setup.............................................................................................................176
Pages Used to Maintain Settlement Setup................................................................................... 176
Common Elements Used in this Section..................................................................................... 179
Services Time Reporting Codes Page..........................................................................................179
Time Reporting Rule Page........................................................................................................... 179
Using Shifts on Timesheets..........................................................................................................183
Shift Page......................................................................................................................................183
Shifts by Service Page................................................................................................................ 186
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Using Assignments on Timesheets.............................................................................................. 188
Assignment Page.......................................................................................................................... 188
Assignments by Service Page...................................................................................................... 191
Services Procurement Bus Def (business unit definition) Page...................................................193
Service Time/Progress Template Page......................................................................................... 194
Distance Rate Page.......................................................................................................................200
Expense Types1 Page................................................................................................................... 202
Expense Types2 Page................................................................................................................... 202
Payment Terms Timing Codes Page............................................................................................ 203
Payment Terms - Single Payments Page..................................................................................... 203
Search Where Used Page............................................................................................................. 205
Calculate Example Payment Data (single payment terms) Page................................................. 205
Payment Terms - Multi Payment Page........................................................................................ 206
Calculate Example Payment Data (multiple payment terms) Page............................................. 206
Accounts Payable Interface Page................................................................................................. 206
Setting Up Multi-Resource Services.................................................................................................. 207
Pages Used to Set Up Multi-Resource Services..........................................................................207
Understanding Multi-Resource Services......................................................................................207
Assign Individual Services to Multi-Resource Service Page.......................................................209
Chapter 6: Using Default Hierarchies................................................................................................... 211
Understanding PeopleSoft Services Procurement Default Hierarchy................................................ 211
Understanding Transaction Defaults...................................................................................................211
Requisition Defaults..................................................................................................................... 212
Sourcing Defaults......................................................................................................................... 214
Work Order Defaults.................................................................................................................... 214
Understanding Service Requester Defaults........................................................................................ 216
Service Requester Defaults.......................................................................................................... 216
Understanding Service Coordinator Defaults..................................................................................... 217
Service Coordinator Defaults....................................................................................................... 217
Defining the Region Hierarchy...........................................................................................................217
Chapter 7: Integrating with Other PeopleSoft and Third-Party Applications................................. 219
Integrating with Accounts Payables Applications..............................................................................219
Page Used to Integrate with Accounts Payables Applications.................................................... 219
Export To Payables Page............................................................................................................. 219
Integrating with PeopleSoft Project Costing...................................................................................... 220
Pages Used to Integrate with PeopleSoft Project Costing........................................................... 221
Prerequisite....................................................................................................................................221
Export Services to Projects Page................................................................................................. 221
Integrating with PeopleSoft Purchasing............................................................................................. 223
Integrating With PeopleSoft HCM..................................................................................................... 224
Integrating With PeopleSoft Resource Management..........................................................................225
Integrating With PeopleSoft Recruiting Solutions............................................................................. 228
Setting Up Integration for Work Order Logistical Tasks with Microsoft Outlook.............................228
Pages Used to Set Up Integration for Work Order Logistical Tasks with Microsoft Outlook......229
Understanding How Desktop Integration Can Be Used to Integrate Work Order Logistical
Tasks with Microsoft Outlook......................................................................................................229
Prerequisites.................................................................................................................................. 231
Services Procurement Installation Options Page......................................................................... 231
Desktop Integration - System Setup Page................................................................................... 232
Desktop Integration - Task Registration search Page.................................................................. 233
Setting Up Microsoft Outlook to Share Work Order Tasks.........................................................235
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Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Contents
Chapter 8: Setting Up PeopleSoft Services Procurement Workflow..................................................237
Understanding PeopleSoft Services Procurement Workflow............................................................. 237
PeopleTools Workflow Technology............................................................................................. 237
PeopleSoft Approval Framework Processing.............................................................................. 237
Configuring the Workflow System.....................................................................................................239
Pages Used to Configure PeopleSoft Services Procurement Workflow System..........................239
Maintain Workflow Page..............................................................................................................240
Workflow Notifications Page....................................................................................................... 240
Setting Up Sourcing Emails.........................................................................................................241
Automatic Sourcing Page.............................................................................................................242
Defining Basic Workflow Settings for Services Procurement........................................................... 243
Pages Used to Define Workflow..................................................................................................243
Setting Up Requisition Workflow................................................................................................244
Setting Up Work Order Workflow............................................................................................... 245
Setting Up Expense Workflow.....................................................................................................245
Setting Up Progress Log Workflow.............................................................................................246
Setting Up Timesheet Workflow..................................................................................................246
Setting Up Invoice Approval Workflow...................................................................................... 247
Modifying Services Procurement Workflow Settings........................................................................ 251
Approval Process Definition Page............................................................................................... 251
User List Definition Page.............................................................................................................252
Generic Templates Page............................................................................................................... 252
Reassigning Workflow Tasks..............................................................................................................252
Pages Used to Reassign Tasks..................................................................................................... 253
General Profile Information Page................................................................................................ 253
Workflow Page............................................................................................................................. 253
Worklist Page................................................................................................................................253
Chapter 9: Establishing and Managing the MSP Environment......................................................... 255
Understanding the MSP Environment................................................................................................ 255
Markups........................................................................................................................................ 255
Common Element Used to Understand the MSP Environment...................................................256
Setting Up the MSP Environment......................................................................................................256
Pages Used to Set Up the MSP Environment............................................................................. 256
MSP Fee by Service Type Page.................................................................................................. 256
MSP Fees by Business Unit Page................................................................................................258
Networked Supplier Details Page................................................................................................ 258
Processing MSP Transactions.............................................................................................................259
Pages Used to Process MSP Transactions................................................................................... 259
Create Requisition Page............................................................................................................... 260
Sourcing Selection Page............................................................................................................. 260
Submit Bid Page...........................................................................................................................261
Create Batch Invoice Page........................................................................................................... 261
Manage Invoices - Line Summary Page......................................................................................261
Chapter 10: Establishing and Managing VMS.....................................................................................263
Understanding VMS............................................................................................................................263
Markups........................................................................................................................................ 263
Common Elements Used to Understand VMS...................................................................................264
Setting Up VMS................................................................................................................................. 264
Pages Used to Set Up VMS.........................................................................................................265
Services Procurement Bus Unit Page.......................................................................................... 265
VMS Details by Supplier and Business Unit Page......................................................................266
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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VMS Supplier by Business Unit and Service Type Page............................................................ 267
VMS Details by Supplier, Business Unit, and Service Type Page.............................................. 268
Processing VMS Transactions............................................................................................................ 269
Pages Used to Process VMS Transactions.................................................................................. 269
Create Requisition Page............................................................................................................... 270
Manage Requisitions Page........................................................................................................... 270
Sourcing Selection Page...............................................................................................................270
Work Order - Details Page...........................................................................................................271
Create Manual Invoice Page........................................................................................................ 271
Chapter 11: Using Service Contracts.....................................................................................................273
Understanding Service Contracts........................................................................................................273
Creating Service Contracts................................................................................................................. 273
Pages Used to Create Service Contracts......................................................................................274
Contracts Page.............................................................................................................................. 274
Using Service Contracts in Bidding.............................................................................................275
Using Service Contracts with Work Orders.................................................................................275
Chapter 12: Managing Services Projects.............................................................................................. 277
Understanding Services Projects.........................................................................................................277
Prerequisites.................................................................................................................................. 277
Creating Services Projects.................................................................................................................. 277
Pages Used to Create a Service Project.......................................................................................278
Managing Services Projects................................................................................................................278
Pages Used to Manage Services Projects.................................................................................... 278
Chapter 13: Managing Services Activities............................................................................................ 279
Understanding Activities in PeopleSoft Services Procurement..........................................................279
Prerequisite....................................................................................................................................279
Managing Activities When Project Costing is Not Installed............................................................. 280
Pages Used to Manage Activities When Project Costing is Not Installed...................................280
Service Activities page.................................................................................................................280
Managing Activities when Project Costing is Installed..................................................................... 281
Page Used to Manage Activities when Project Costing is Installed............................................ 282
Project Activities Page................................................................................................................. 282
Chapter 14: Creating and Managing Services Procurement Requisitions........................................ 285
Understanding Requisitions................................................................................................................ 285
Prerequisites.................................................................................................................................. 285
Requisitions...................................................................................................................................285
Multicurrency Requisitions.......................................................................................................... 289
Common Elements Used to Understand Requisitions........................................................................290
Creating Requisition Lines for Resource-Based Services..................................................................290
Pages Used to Create Requisition Lines for Resource-Based Services....................................... 291
Understanding How to Create a Services Resource Requisition Line.........................................291
Creating Requisitions................................................................................................................... 292
Requisitions Page......................................................................................................................... 292
Service Requisitions from Resource Management...................................................................... 293
Bid Factors by Requisition Line Page......................................................................................... 307
Suggest a Supplier Page...............................................................................................................308
Creating Requisition Lines for Deliverables-Based Services.............................................................308
Pages Used to Create Requisition Lines for Deliverables-Based Services.................................. 308
Understanding Deliverables-Based Expense Capture.................................................................. 309
Requisition Page........................................................................................................................... 309
Bid Factors by Requisition Line Page......................................................................................... 311
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Contents
Creating Requisition Lines for Multi-Resource Services...................................................................312
Pages Used to Create Requisition Lines for Multi-Resource Services........................................ 312
Requisition Page........................................................................................................................... 312
Individual Service Information Page........................................................................................... 313
Default Service Page.................................................................................................................... 314
Reviewing, Editing, and Submitting Requisitions..............................................................................315
Pages Used to Review and Submit Requisitions......................................................................... 315
Checking out Review and Submit Requisitions.......................................................................... 316
Checkout Review and Submit Page.............................................................................................316
Comparing Services......................................................................................................................319
Side by Side Comparison for Services Page............................................................................... 319
Recently Ordered Services........................................................................................................... 320
Recently Ordered Page.................................................................................................................320
Managing Service Requisitions.......................................................................................................... 320
Pages Used to Manage Service Requisitions...............................................................................321
Requisition Details Page.............................................................................................................. 322
Filled Service Details Page.......................................................................................................... 323
Manage Requisitions Page........................................................................................................... 324
Close Requisitions Page............................................................................................................... 326
Approving and Denying Requisitions................................................................................................ 326
Pages Used for Approving Requisitions...................................................................................... 326
Monitor Approvals Page.............................................................................................................. 326
Requisition Approval Page...........................................................................................................327
Tracking Requisition Changes............................................................................................................ 330
Pages Used to Track Services Procurement Requisition Changes...............................................330
Understanding Requisition Change Tracking.............................................................................. 330
Change Template Page................................................................................................................. 331
Reason Codes Page...................................................................................................................... 333
Edit Requisition Page................................................................................................................... 334
View Requisition Change Tracking History Page....................................................................... 334
Confirmation Page........................................................................................................................335
Change Tracking Filter Criteria Page.......................................................................................... 336
Chapter 15: Managing PeopleSoft Services Procurement Sourcing...................................................337
Sourcing Requisitions......................................................................................................................... 337
Pages Used to Source Requisitions..............................................................................................337
Understanding Services Requisition Sourcing Rules...................................................................338
Understanding the Requisition Sourcing Process........................................................................ 339
Manage Sourcing Page.................................................................................................................340
Worklist Page................................................................................................................................342
Sourcing Selection Page...............................................................................................................343
Activities by Requisition Page.....................................................................................................349
Bid Factor Weighting Page.......................................................................................................... 350
Sourcing Rules by Requisition Line Page................................................................................... 350
Define Requisition Rates Page.....................................................................................................352
Reassign Requisition Line Page...................................................................................................355
Sourcing Review Page................................................................................................................. 355
Sourcing History Page..................................................................................................................355
Managing Work Order Sourcing........................................................................................................ 357
Pages Used to Manage Work Order Sourcing............................................................................. 357
Work Order Sourcing Page.......................................................................................................... 358
Sourcing Select Page....................................................................................................................360
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Multi Resource Sourcing Select Page..........................................................................................362
Manage Work Order Sourcing Review Page............................................................................... 367
Work Order History Page.............................................................................................................368
Chapter 16: Submitting and Managing Bids........................................................................................ 371
Understanding the Requisition and Work Order Bidding Process..................................................... 371
Prerequisites.................................................................................................................................. 372
Viewing and Maintaining Services Work Orders...............................................................................372
Pages Used to View and Maintain Services Work Orders...........................................................372
View Services Work Orders Page................................................................................................ 372
Track Resources Page.................................................................................................................. 374
Viewing Sourced Requisition and Work Order Information.............................................................. 375
Pages Used to View Sourced Requisition and Work Order Information..................................... 375
Common Elements Used in This Section.................................................................................... 375
Requisition Sourcing Review Page..............................................................................................377
Work Order Sourcing Review Page.............................................................................................379
Submitting Bids...................................................................................................................................380
Pages Used to Submit Bids..........................................................................................................380
Common Elements Used in This Section.................................................................................... 381
Submit Bid Page...........................................................................................................................382
Multi Resource Submit Bid Page................................................................................................ 386
Multi Resource Submit Bid Page................................................................................................ 389
New Candidate Page.................................................................................................................... 389
Sourcing History Page..................................................................................................................391
Sourcing History Page..................................................................................................................391
Sourcing History Page..................................................................................................................392
Maintaining Bids and Bid Responses.................................................................................................392
Pages Used to Maintain Bids and Bid Responses....................................................................... 392
Maintain Bids Page...................................................................................................................... 393
Supplier Bid Response Page........................................................................................................ 396
Managing Service Providers............................................................................................................... 397
Pages Used to Manage Service Providers................................................................................... 397
Service Provider Roster Page.......................................................................................................397
Maintain Service Provider Page...................................................................................................399
Chapter 17: Assessing and Awarding Bids........................................................................................... 401
Understanding Supplier Communications.......................................................................................... 401
Prerequisites.................................................................................................................................. 402
Viewing and Responding to Bids....................................................................................................... 402
Pages Used to View and Respond to Bids.................................................................................. 402
Assess and Award Bids Page....................................................................................................... 403
Bid Response Page....................................................................................................................... 406
Analyze Line Page....................................................................................................................... 411
Analyze Total Page.......................................................................................................................412
Events Details Page......................................................................................................................413
Creating and Maintaining Interview Schedules..................................................................................414
Pages Used to Create and Maintain Interview Schedules........................................................... 414
Understanding the Interview Process...........................................................................................414
Interview Schedule Page.............................................................................................................. 415
Interview Schedule Details Page..................................................................................................416
Chapter 18: Managing Work Orders.................................................................................................... 419
Understanding Services Work Orders................................................................................................ 419
Services Work Orders...................................................................................................................419
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Work Order Status........................................................................................................................ 420
Access to Work Orders................................................................................................................ 421
VAT and SUT on Services........................................................................................................... 421
Multi-Resource Work Orders....................................................................................................... 422
Prerequisites........................................................................................................................................ 424
Creating and Managing Work Orders.................................................................................................424
Pages Used to Create and Manage Work Orders.........................................................................424
Understanding the Work Order Process Flow............................................................................. 427
Manage Services Work Order Page............................................................................................. 429
Work Order - Details Page...........................................................................................................433
Work Order - Cost Page...............................................................................................................442
Work Order - Consumption Page.................................................................................................450
Work Order - Approvals and Alerts Page....................................................................................452
Work Orders - Comments Page................................................................................................... 454
Work Order - Surveys Page......................................................................................................... 454
Service Summary Page.................................................................................................................455
View Shifts for Service Page....................................................................................................... 457
View Assignments for Service Page............................................................................................458
Work Order Individual Service Details Page...............................................................................458
Assign Resource Page.................................................................................................................. 458
Select Services for Extension Page..............................................................................................459
Creating Purchase Orders with the Quick Sourcer............................................................................ 460
Pages Used to Create Purchase Orders with the Quick Sourcer..................................................460
Quick Sourcer - Autosource Parameters Page.............................................................................460
Quick Sourcer - Purchase Order Values Page............................................................................. 460
Managing Purchase Orders.................................................................................................................461
Closing Services Purchase Orders......................................................................................................462
Page Used to Close Services Purchase Orders............................................................................ 462
Close PO Page..............................................................................................................................463
Viewing Service Provider Assignments............................................................................................. 463
Pages Used to View Service Provider Assignments....................................................................463
Service Provider List Page...........................................................................................................463
Viewing Logistical Tasks....................................................................................................................464
Pages Used to View Logistical Tasks.......................................................................................... 464
Logistical Task Flow.................................................................................................................... 464
View Task Checklist Page............................................................................................................465
Viewing VAT and SUT Information...................................................................................................467
Pages Used to View VAT and SUT Information......................................................................... 467
Work Order VAT Page................................................................................................................. 467
Work Order Sales/Use Tax Information Page..............................................................................474
Submitting and Approving Work Orders........................................................................................... 475
Pages Used to Submit and Approve Work Orders...................................................................... 475
Using Work Order Approval........................................................................................................475
Work Order - Approvals and Alerts Page....................................................................................475
Work Order Approval Page..........................................................................................................477
Approving Services Work Orders Using the PeopleSoft Fluid User Interface...................................481
Pages Used to Approve Services Work Orders Using PeopleSoft Fluid User Interface.............. 481
Understanding Approvals for Services Work Orders Using the PeopleSoft Fluid User
Interface........................................................................................................................................ 481
Pending Approvals - Services Work Order Page (List)...............................................................482
Services Work Order Page........................................................................................................... 485
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Chapter 19: Managing Time in PeopleSoft Services Procurement.................................................... 489
Understanding Time Management in PeopleSoft Services Procurement........................................... 489
Prerequisites.................................................................................................................................. 490
Creating Timesheets............................................................................................................................ 491
Pages Used to Create Timesheets................................................................................................ 491
Manage Timesheets Page............................................................................................................. 491
Enter Time Page........................................................................................................................... 494
Enter Time Page........................................................................................................................... 498
Enter Time for Page..................................................................................................................... 501
Managing Timesheets......................................................................................................................... 502
Pages Used to Manage Timesheets..............................................................................................503
Understanding Time Category Overrides.....................................................................................503
Review/Adjust Time Page............................................................................................................504
Review Time Page........................................................................................................................506
Review/Override Time Page........................................................................................................ 507
Submitting and Approving Timesheets.............................................................................................. 509
Pages Used to Approve Timesheets.............................................................................................509
Review Timesheet Page............................................................................................................... 510
Approve Timesheet Page..............................................................................................................512
Edit Time Categories Page...........................................................................................................516
Establishing Proxy Time Entry.................................................................................................... 516
Manage Timesheet Worklists..............................................................................................................517
Triggering Worklist and Email Notifications...............................................................................517
Managing Timesheets from External Sources....................................................................................517
Pages Used to Manage Timesheets from External Sources.........................................................517
Understanding External Timesheet Management........................................................................ 519
Setting Up Integration Broker for the SOA for Inbound Timesheets Feature............................. 525
Importing and Converting Time Data from External Sources.....................................................530
Viewing a Timecard (provider).................................................................................................... 535
Chapter 20: Managing Expenses in PeopleSoft Services Procurement..............................................539
Understanding Expenses..................................................................................................................... 539
Creating and Maintaining Expense Reports....................................................................................... 539
Pages Used to Create Expense Reports....................................................................................... 539
Manage Expenses Page................................................................................................................ 540
General Information Page............................................................................................................ 542
Services Expense Report Details page.........................................................................................543
Add Expense Page........................................................................................................................543
Service Expense Report Details page.......................................................................................... 546
Submitting and Approving Expenses................................................................................................. 548
Pages Used to Submit and Approve Expenses............................................................................ 548
Service Expense Report Details Page.......................................................................................... 548
Services Expense Report Details Page........................................................................................ 550
Service Expense Report Details Page.......................................................................................... 551
Approving Services Expenses Using the PeopleSoft Fluid User Interface........................................ 552
Pages Used to Approve Services Expenses Using PeopleSoft Fluid User Interface....................552
Understanding Approvals for Services Expenses Using the PeopleSoft Fluid User Interface..... 553
Pending Approvals - Services Expense Page (List).................................................................... 553
Services Expense Page (Header Approval)................................................................................. 556
Services Expense Page (Line Detail)...........................................................................................559
Managing Expense Report Worklists................................................................................................. 559
Triggering Worklist and Email Notifications...............................................................................560
xiv
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Contents
Chapter 21: Managing Progress Logs................................................................................................... 561
Understanding Progress Logs............................................................................................................. 561
Prerequisites.................................................................................................................................. 561
Creating Progress Logs.......................................................................................................................561
Pages Used to Create Progress Logs........................................................................................... 562
Maintain Progress Logs Page.......................................................................................................562
Progress Log Summary Page....................................................................................................... 564
Progress Log Details Page........................................................................................................... 568
Submitting, Approving, and Adjusting Progress Logs.......................................................................570
Pages Used to Submit, Approve, and Adjust Progress Logs.......................................................570
Understanding Progress Logs.......................................................................................................570
Progress Log Approvals Page...................................................................................................... 570
Submitting Progress Logs for Approval...................................................................................... 571
Approve Progress Log Summary Page........................................................................................ 572
Enter Requested Information Page.............................................................................................. 573
Progress Log Summary Page....................................................................................................... 573
Triggering Worklist and Email Notifications...............................................................................574
Chapter 22: Managing Settlements........................................................................................................575
Understanding Settlements in PeopleSoft Services Procurement.......................................................575
Prerequisites.................................................................................................................................. 576
Creating Invoices Manually................................................................................................................576
Pages Used to Create Invoices Manually.................................................................................... 577
Create Invoice Page......................................................................................................................578
Add Lines to Invoice Page...........................................................................................................579
Generating and Printing Invoices Automatically............................................................................... 581
Pages Used to Generate and Print Invoices Automatically......................................................... 581
Create Batch Invoices Page......................................................................................................... 581
Print Invoices Page.......................................................................................................................585
Managing Invoices.............................................................................................................................. 586
Pages Used to Manage Invoices.................................................................................................. 587
Manage Invoices Page..................................................................................................................588
Manage Invoices - Line Summary Page......................................................................................589
Manage Invoices - Line Detail Page........................................................................................... 594
Approving Invoices.............................................................................................................................602
Pages Used to Approve Invoices................................................................................................. 602
Manage Invoice Approval - Line Summary Page....................................................................... 603
Manage Invoice Approval - Line Detail Page............................................................................. 606
Managing Invoice Approval for Suppliers......................................................................................... 606
Pages Used to Manage Invoice Approval for Suppliers..............................................................607
Manage Invoice Approval - Line Summary Page....................................................................... 607
Manage Invoice Approval - Line Summary page....................................................................... 608
Manage Invoice Approval – Invoice Line Adjustment Detail page............................................ 608
Triggering Worklist and Email Notifications...............................................................................609
Chapter 23: Using Surveys in PeopleSoft Services Procurement....................................................... 611
Understanding Surveys in PeopleSoft Services Procurement............................................................ 611
Setting Up Surveys............................................................................................................................. 611
Pages Used to Define Surveys.....................................................................................................611
Work Order Settings Page............................................................................................................612
Service Types Page.......................................................................................................................612
Role Distribution List Page..........................................................................................................613
Response Type Page.....................................................................................................................613
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Contents
Setup Survey Page........................................................................................................................614
Survey Setup - Service Type Page...............................................................................................616
Surveys by Service Type Page.....................................................................................................618
Editing and Submitting Work Order Surveys.....................................................................................618
Page Used to Edit and Submit Work Order Surveys...................................................................619
Manage Work Orders - Surveys Page..........................................................................................619
Viewing Surveys................................................................................................................................. 620
Page Used to View Surveys.........................................................................................................620
My Survey Summary Page.......................................................................................................... 620
Responding to Surveys....................................................................................................................... 621
Page Used to Respond to Surveys............................................................................................... 621
Respond To Survey Page............................................................................................................. 622
Reviewing the Survey.........................................................................................................................623
Pages Used to Review the Survey............................................................................................... 623
Review Survey Summary Page....................................................................................................623
Review Survey User Responses Page........................................................................................ 624
Chapter 24: Interactive Reports in PeopleSoft Services Procurement.............................................. 625
Understanding Interactive Reports..................................................................................................... 625
Service Provider Metrics.............................................................................................................. 625
Expense Metrics........................................................................................................................... 625
Supplier Metrics........................................................................................................................... 625
Populating the Data Mart....................................................................................................................626
Page Used to Populate the Data Mart..........................................................................................626
Analysis Datamart Page............................................................................................................... 626
Analyzing Service Provider Rosters...................................................................................................628
Pages Used to Analyze Service Provider Rosters....................................................................... 628
Service Provider Roster (summary) Page.................................................................................... 629
Service Provider Roster - Department Details Page....................................................................630
Analyzing Service Provider Performance.......................................................................................... 631
Pages Used to Analyze Service Provider Performance............................................................... 631
Service Provider Performance (summary) Page.......................................................................... 632
Analyzing Service Provider Length of Stay.......................................................................................632
Pages Used to Analyze Service Provider Length of Stay............................................................632
Service Provider Length of Stay (summary) Page...................................................................... 633
Service Provider Length of Stay - Manager Details Page........................................................... 634
Analyzing Expense Life Cycles......................................................................................................... 635
Pages Used to Analyze Expense Life Cycles.............................................................................. 635
Understanding Expense Life Cycle Statuses............................................................................... 636
Expense Life Cycle (summary) Page...........................................................................................638
Expense Life Cycle - Work Order by Status Page...................................................................... 639
Expense Life Cycle (details) Page............................................................................................... 640
Analyzing Expense Variance.............................................................................................................. 640
Pages Used to Analyze Expense Variance...................................................................................640
Spend Variance (summary) Page................................................................................................. 640
Spend Variance — Additional Info Page.....................................................................................642
Analyzing Supplier Performance........................................................................................................642
Pages Used to Analyze Supplier Performance............................................................................ 642
Service Supplier Performance (summary) Page.......................................................................... 643
Service Supplier Performance - Supplier Details Page............................................................... 644
Comparing Supplier Rates.................................................................................................................. 645
Pages Used to Compare Supplier Rates...................................................................................... 646
xvi
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Contents
Analyzing Minority-Owned Suppliers................................................................................................646
Page Used to Analyze Minority-Owned Suppliers......................................................................646
Minority-Owned Suppliers Page.................................................................................................. 646
Chapter 25: Supplier Scoring for PeopleSoft Services Procurement................................................. 649
Understanding Supplier Scoring for PeopleSoft Services Procurement.............................................649
The Supplier Scoring Process...................................................................................................... 649
Common Elements Used to Understand Supplier Scoring for PeopleSoft Services Procurement......650
Setting Up Performance Level Codes................................................................................................ 650
Page Used to Set Up Performance Level Codes......................................................................... 651
Performance Level Code Page....................................................................................................651
Setting Up Supplier Scoring Rules.....................................................................................................652
Pages Used to Set Up Supplier Scoring Rules............................................................................ 652
Supplier Scoring Rule Page......................................................................................................... 652
Setting Up Supplier Scoring Parameters............................................................................................ 653
Page Used to Set Up Supplier Scoring Parameters..................................................................... 653
Services Procurement Business Units Options Page................................................................... 654
Viewing PeopleSoft Services Procurement Pages That Use Supplier Scoring.................................. 655
Table of Pages That Use Supplier Scoring.................................................................................. 655
Chapter 26: Additional Implementation Process Flow Information.................................................. 657
Shifts Process Flow.............................................................................................................................658
Assignments Process Flow................................................................................................................. 660
Time Category Override Process Flow.............................................................................................. 664
Service Provider/Coordinator Role Process Flow.............................................................................. 665
Service Provider/Coordinator Role — Worklist Information.............................................................665
Appendix A: PeopleSoft Services Procurement Use Scenarios........................................................... 669
Understanding Troubleshooting.......................................................................................................... 669
Using Shifts in PeopleSoft Services Procurement............................................................................. 669
Using Shifts and Assignments............................................................................................................672
Using a Skills Matrix on Requisitions............................................................................................... 675
Appendix B: PeopleSoft Human Capital Management Integration................................................... 677
Understanding PeopleSoft Services Procurement and Human Capital Management Integration.......677
Prerequisites.................................................................................................................................. 678
Common Elements Used to Understand PeopleSoft Services Procurement and Human Capital
Management Integration..................................................................................................................... 678
Setting Up and Using Human Capital Management Terminology Within Service Procurement........679
Pages Used to Set Up Human Capital Management Terminology Integration............................ 679
Understanding PeopleSoft Human Capital Management Terminology Integration.....................680
Services Procurement Installation Options Page......................................................................... 680
Setting Up Human Capital Management and Services Procurement Person Integration................... 681
Pages Used to Set Up PeopleSoft HCM and Services Procurement Person Integration..............681
Services Procurement Installation Options Page......................................................................... 683
Services Procurement Business Unit Definition Page................................................................. 683
Setting Up Service Operations - Incremental Synchronization................................................... 684
Setting Up Service Operations - Full-Table Synchronization......................................................685
Activating Full-Table Publish Rules............................................................................................ 687
Registering Enterprise Administrators, Approvers, Requesters, and Service Coordinators.........688
Registering Service Provider Contacts.........................................................................................688
Registering Service Providers...................................................................................................... 688
Using the Service Operations Monitor........................................................................................ 690
Setting Up PeopleSoft Talent Acquisition Manager and Services Procurement Integration.............. 691
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Contents
Pages Used to Set Up PeopleSoft Talent Acquisition Manager and Services Procurement
Integration..................................................................................................................................... 691
Understanding the PeopleSoft Talent Acquisition Manager and Services Procurement
Integration..................................................................................................................................... 691
Services Procurement Installation Options Page......................................................................... 696
Viewing the PeopleSoft Talent Acquisition Manager and Services Procurement Integration
Process Flow.................................................................................................................................696
Viewing Service Operations.........................................................................................................697
Appendix C: Delivered Workflows for PeopleSoft Services Procurement.........................................701
Delivered Workflows for PeopleSoft Services Procurement..............................................................701
Bid Forwarded to Requester........................................................................................................ 701
Bid Response from Requester......................................................................................................701
Bid Retracted After Submission.................................................................................................. 702
Bid Submitted............................................................................................................................... 703
Communication Ended................................................................................................................. 704
Final Approval..............................................................................................................................705
Interview Canceled....................................................................................................................... 705
Interview Rescheduled................................................................................................................. 706
Interview Scheduled..................................................................................................................... 706
Invoice Approved by Internal Approver......................................................................................707
Invoice Approved by Supplier..................................................................................................... 708
Invoice Rejected by Internal Approver........................................................................................708
Invoice Rejected by Supplier....................................................................................................... 709
Invoice Submitted for Approval.................................................................................................. 709
Requisition Approved...................................................................................................................710
Requisition Canceled.................................................................................................................... 711
Requisition Filled......................................................................................................................... 712
Requisition Reassigned.................................................................................................................712
Respond to Supplier Bid.............................................................................................................. 713
Service Provider Registered......................................................................................................... 713
Suggest Supplier Notification...................................................................................................... 714
Work Order Auto Task Notify..................................................................................................... 715
Work Order Canceled...................................................................................................................715
Work Order Created..................................................................................................................... 716
Work Order Extension..................................................................................................................716
Work Order Reassign................................................................................................................... 717
Work Order Release..................................................................................................................... 718
Work Order Task Assigned.......................................................................................................... 718
Work Order Approved..................................................................................................................719
Work Order Survey...................................................................................................................... 719
Work Order Survey Canceled...................................................................................................... 720
Work Order Threshold Alerts...................................................................................................... 721
Appendix D: PeopleSoft Services Procurement Reports..................................................................... 723
PeopleSoft Services Procurement Reports: General Description....................................................... 723
xviii
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Preface
Understanding the PeopleSoft Online Help and PeopleBooks
The PeopleSoft Online Help is a website that enables you to view all help content for PeopleSoft
Applications and PeopleTools. The help provides standard navigation and full-text searching, as well as
context-sensitive online help for PeopleSoft users.
PeopleSoft Hosted Online Help
You access the PeopleSoft Online Help on Oracle’s PeopleSoft Hosted Online Help website, which
enables you to access the full help website and context-sensitive help directly from an Oracle hosted
server. The hosted online help is updated on a regular schedule, ensuring that you have access to the
most current documentation. This reduces the need to view separate documentation posts for application
maintenance on My Oracle Support, because that documentation is now incorporated into the hosted
website content. The Hosted Online Help website is available in English only.
Note: Only the most current release of hosted online help is updated regularly. After a new release is
posted, previous releases remain available but are no longer updated.
Locally Installed Help
If your organization has firewall restrictions that prevent you from using the Hosted Online Help
website, you can install the PeopleSoft Online Help locally. If you install the help locally, you have more
control over which documents users can access and you can include links to your organization’s custom
documentation on help pages.
In addition, if you locally install the PeopleSoft Online Help, you can use any search engine for fulltext searching. Your installation documentation includes instructions about how to set up Oracle Secure
Enterprise Search for full-text searching. See PeopleTools Installation for your database platform,
“Installing PeopleSoft Online Help.” If you do not use Secure Enterprise Search, see the documentation
for your chosen search engine.
Note: Beginning with PeopleSoft PeopleTools 8.55.11, you can use Elasticsearch as the search engine for
locally installed PeopleSoft Online Help.
See Oracle Support Document 2189508.1 (PeopleTools 8.55.11 Elasticsearch Documentation Home
Page) for more information on using Elasticsearch with PeopleSoft.
Note: Before users can access the search engine on a locally installed help website, you must enable the
Search field. For instructions, select About This Help, Managing Locally Installed PeopleSoft Online
Help, Enabling the Search Button and Field in the Contents sidebar of the online help site.
Downloadable PeopleBook PDF Files
You can access downloadable PDF versions of the help content in the traditional PeopleBook format.
The content in the PeopleBook PDFs is the same as the content in the PeopleSoft Online Help, but it has
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
xix
Preface
a different structure and it does not include the interactive navigation features that are available in the
online help.
Common Help Documentation
Common help documentation contains information that applies to multiple applications. The two main
types of common help are:
•
Application Fundamentals
•
Using PeopleSoft Applications
Most product families provide a set of application fundamentals help topics that discuss essential
information about the setup and design of your system. This information applies to many or all
applications in the PeopleSoft product family. Whether you are implementing a single application, some
combination of applications within the product family, or the entire product family, you should be familiar
with the contents of the appropriate application fundamentals help. They provide the starting points for
fundamental implementation tasks.
In addition, the PeopleTools: Applications User's Guide introduces you to the various elements of the
PeopleSoft Pure Internet Architecture. It also explains how to use the navigational hierarchy, components,
and pages to perform basic functions as you navigate through the system. While your application or
implementation may differ, the topics in this user’s guide provide general information about using
PeopleSoft Applications.
Field and Control Definitions
PeopleSoft documentation includes definitions for most fields and controls that appear on application
pages. These definitions describe how to use a field or control, where populated values come from, the
effects of selecting certain values, and so on. If a field or control is not defined, then it either requires
no additional explanation or is documented in a common elements section earlier in the documentation.
For example, the Date field rarely requires additional explanation and may not be defined in the
documentation for some pages.
Typographical Conventions
The following table describes the typographical conventions that are used in the online help.
xx
Typographical Convention
Description
Key+Key
Indicates a key combination action. For example, a plus sign (
+) between keys means that you must hold down the first key
while you press the second key. For Alt+W, hold down the Alt
key while you press the W key.
. . . (ellipses)
Indicate that the preceding item or series can be repeated any
number of times in PeopleCode syntax.
{ } (curly braces)
Indicate a choice between two options in PeopleCode syntax.
Options are separated by a pipe ( | ).
[ ] (square brackets)
Indicate optional items in PeopleCode syntax.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Preface
Typographical Convention
Description
& (ampersand)
When placed before a parameter in PeopleCode syntax,
an ampersand indicates that the parameter is an already
instantiated object.
Ampersands also precede all PeopleCode variables.
⇒
This continuation character has been inserted at the end of a
line of code that has been wrapped at the page margin. The
code should be viewed or entered as a single, continuous line
of code without the continuation character.
ISO Country and Currency Codes
PeopleSoft Online Help topics use International Organization for Standardization (ISO) country and
currency codes to identify country-specific information and monetary amounts.
ISO country codes may appear as country identifiers, and ISO currency codes may appear as currency
identifiers in your PeopleSoft documentation. Reference to an ISO country code in your documentation
does not imply that your application includes every ISO country code. The following example is a
country-specific heading: "(FRA) Hiring an Employee."
The PeopleSoft Currency Code table (CURRENCY_CD_TBL) contains sample currency code data. The
Currency Code table is based on ISO Standard 4217, "Codes for the representation of currencies," and
also relies on ISO country codes in the Country table (COUNTRY_TBL). The navigation to the pages
where you maintain currency code and country information depends on which PeopleSoft applications
you are using. To access the pages for maintaining the Currency Code and Country tables, consult the
online help for your applications for more information.
Region and Industry Identifiers
Information that applies only to a specific region or industry is preceded by a standard identifier in
parentheses. This identifier typically appears at the beginning of a section heading, but it may also appear
at the beginning of a note or other text.
Example of a region-specific heading: "(Latin America) Setting Up Depreciation"
Region Identifiers
Regions are identified by the region name. The following region identifiers may appear in the PeopleSoft
Online Help:
•
Asia Pacific
•
Europe
•
Latin America
•
North America
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
xxi
Preface
Industry Identifiers
Industries are identified by the industry name or by an abbreviation for that industry. The following
industry identifiers may appear in the PeopleSoft Online Help:
•
USF (U.S. Federal)
•
E&G (Education and Government)
Translations and Embedded Help
PeopleSoft 9.2 software applications include translated embedded help. With the 9.2 release, PeopleSoft
aligns with the other Oracle applications by focusing our translation efforts on embedded help. We
are not planning to translate our traditional online help and PeopleBooks documentation. Instead we
offer very direct translated help at crucial spots within our application through our embedded help
widgets. Additionally, we have a one-to-one mapping of application and help translations, meaning that
the software and embedded help translation footprint is identical—something we were never able to
accomplish in the past.
Using and Managing the PeopleSoft Online Help
Click the Help link in the universal navigation header of any page in the PeopleSoft Online Help to see
information on the following topics:
•
What’s new in the PeopleSoft Online Help.
•
PeopleSoft Online Help accessibility.
•
Accessing, navigating, and searching the PeopleSoft Online Help.
•
Managing a locally installed PeopleSoft Online Help website.
PeopleSoft FSCM Related Links
Financial and Supply Chain Management information for Search Framework search engine can be found
in PeopleSoft Application Fundamentals documentation. For application specific information, see the
"Understanding Search Pages within Components " (PeopleSoft FSCM 9.2: Application Fundamentals)
topic.
My Oracle Support
PeopleSoft Information Portal
PeopleSoft Training from Oracle University
PeopleSoft Video Feature Overviews on YouTube
PeopleSoft Business Process Maps (Microsoft Visio format)
xxii
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Preface
Contact Us
Send your suggestions to [email protected] Please include release numbers for
the PeopleTools and applications that you are using.
Follow Us
Facebook.
YouTube
[email protected]_Info.
PeopleSoft Blogs
LinkedIn
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
xxiii
Chapter 1
Getting Started with PeopleSoft Services
Procurement
Common Elements Used In Services Procurement
Approver
An individual who views and approves requisitions, work
orders, timesheets, progress logs, expenses, or invoices. This
individual is usually the requester's manager.
Business Unit
Identification code that represents a high-level organization of
business information. Use a business unit to define regional or
departmental units within a larger organization.
Deliverables-Based Service
Deliverables-based requisitions and work orders that reflect
requirements generally performed by an entire work force, such
as an entire project, not just the hours worked by a single service
provider.
Department
Department that generates the service requisition and work
order.
Description
Can be brief text up to 10, 15, or 30 characters, or long text up
to 254 characters.
Effective Date
Date on which a table row becomes effective; the date that an
action begins. This date also determines when you can view
and change information. Pages and batch processes that use the
information use the current row.
Invoice Date
Date the invoice was created.
Invoice Manager
Individual who has the authority to generate and manage
invoices.
Invoice Number
Number assigned to invoice upon creation.
Line Number
Eligible lines associated with the requisition ID.
Multi-Resource Based Service
Multi-resource requisitions and work orders combine the
features of both deliverable- and resource-based services. This
provides a high-level service that controls certain elements,
such as the overall not to exceed amount, as well as separate but
related individual child services for each of the specific services
performed to accomplish the overall task.
Project
Project ID associated with the requisition line or work order.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
25
Getting Started with PeopleSoft Services Procurement
26
Chapter 1
Rate Sheet
Rate template that is defined and associated with a requisition
line service and location code.
Requester
An individual within the enterprise who can create and manage
service projects, activities, requisitions and work orders, view
sourcing and bid and response information. This individual can
also approve timesheets, progress logs, and expenses.
Requisition
Document used to request services for qualified service
providers.
Resource-Based Service
Resource requisitions and work orders enable you to request the
services of an individual service provider.
Run Control ID
An identifier that, when paired with the user ID, uniquely
identifies the process you are running. In addition, it enables
important parameters to be available for a process when it runs.
This ensures that when a process runs in the background, it does
not have to prompt you for any additional values. All parameters
are stored within the system and associated with run control IDs
and user IDs.
Scope of Work
Description of the work to be performed by the service provider.
Service
Identifies the job to be performed by the service provider who
fills the position.
Service Coordinator
Individual working with both the requester and the supplier to
fill the requisition request.
Service Provider
Candidate submitted to fill the work order.
Service Provider Contact
Individual submitting the qualified bid.
Service Provider Identifier
User-defined attributes that uniquely identify an individual
service provider, such as passport number, driver's license
number, or social security number.
Service Provider Roster
List of active and inactive service providers associated with a
service provider contact.
SetID
Identification code that represents a set of control table
information or TableSets. A TableSet is a group of tables (
records) necessary to define the company's structure and
processing options.
Sourcing
Process used to send requisitions to suppliers in an effort to fill a
requirement.
Status
Indicates whether a row in a table is Active or Inactive. You
cannot display inactive rows on transaction pages or use them
for running batch processes. The Inactivate value also enables
you to maintain an audit trail of data you no longer use.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Services Procurement
Supplier Network
Collection of one or more suppliers associated with a business
unit that is involved in the services procurement process.
Services Template
Defines the time and progress reporting defaults for the structure
and attributes to be used when entering time, expenses, and
progress for the business unit.
User ID
System identifier for the individual who generates a transaction.
Visibility
Determines whether an activity is considered public or private.
Private activities are not visible when non-involved parties view
timesheet information.
Work Order
Specifies the basic terms and conditions of a project. This is also
known as the Statement of Work.
Navigates to the selected record in edit mode.
PeopleSoft Services Procurement Business Processes
PeopleSoft Services Procurement provides these business processes:
•
Fulfillment facilitates the procurement process and provides the ability to capture role and skill
specific requisitions, source the requisition to suppliers in the supplier network, and qualify and
procure service providers.
•
Administration enables management of the ongoing work process by providing project and activity
definition and enabling service providers to log time and status information.
•
Settlement extends services administration by providing a self-invoicing ability and creating invoices
based on approved timesheets, progress logs, and expenses.
•
Analytics runs interactive reports against a data mart. The reports analyze supplier information to help
manage your services spend.
These business processes are discussed in the business process topics in this documentation.
Delivered User Roles
The PeopleSoft system delivers the following access for user roles:
See Maintaining Users and Team Setup.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
27
Getting Started with PeopleSoft Services Procurement
28
Chapter 1
User Role
Access
Requester
•
Maintain services projects.
•
Maintain services activities.
•
Create requisitions.
•
Manage requisitions.
•
Review and source requisitions (read-only).
•
Review bids.
•
View scheduled interviews (read-only).
•
Rate interviews.
•
Manage work orders.
•
Maintain time and expenses (read-only).
•
Maintain progress logs.
•
View provider roster (read-only).
•
View provider performance (read-only).
•
View provider length of stay (read-only).
•
View expense life cycle (read-only).
•
View expense variance (read-only).
•
View supplier performance (read-only).
•
View supplier rate comparison (read-only).
•
View minority-owned suppliers (read-only).
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Services Procurement
User Role
Access
Service Coordinator
•
Review and source requisitions and work orders.
•
Schedule interviews.
•
Assess bids.
•
Manage work orders (if allowed on service coordinator
defaults).
•
View provider roster (read-only).
•
View provider performance (read-only).
•
View provider length of stay (read-only).
•
View expense life cycle (read-only).
•
View expense variance (read-only).
•
View supplier performance (read-only).
•
View supplier rate comparison (read-only).
•
View minority-owned suppliers (read-only).
•
Review requisitions and submit bids.
•
Maintain communications.
•
Manage service providers.
•
Maintain service provider contacts (supplier
administrators only).
•
Maintain time and expenses (read-only).
•
Maintain time and expense as proxy.
•
Maintain progress logs.
•
Approve invoices.
Service Provider Contact
Service Provider
Maintain time and expenses.
Executive
•
View provider roster (read-only).
•
View provider performance (read-only).
•
View provider length of stay (read-only).
•
View expense life cycle (read-only).
•
View expense variance (read-only).
•
View supplier performance (read-only).
•
View supplier rate comparison (read-only).
•
View minority-owned suppliers (read-only).
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
29
Getting Started with PeopleSoft Services Procurement
User Role
Access
Invoice Manager
•
Manage invoices.
•
Create batch invoices.
•
Print invoices.
•
Export invoices to PeopleSoft Payables.
•
Define PeopleSoft Services Procurement installation
options.
•
Create PeopleSoft Purchasing business units.
•
Create PeopleSoft Services Procurement business units.
•
Create PeopleSoft Project Costing business units.
•
Define automatic numbering.
•
Define currency codes.
•
Define departments.
•
Define locations.
•
Build PeopleSoft Search Framework Indexes.
•
Define ship to locations.
•
Define units of measurement.
•
Define work order logistical tasks.
•
Define task groups.
•
Define tasks by task group.
•
Define task groups by service type.
•
Define project types.
•
Define supplier information.
•
Define supplier network.
•
Define competency types.
•
Define competencies.
•
Assign competencies to set IDs.
•
Define service suppliers by region.
•
Define supplier by region and service type.
Administrator
30
Chapter 1
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Services Procurement
User Role
Access
Administrator continued
•
Define suppliers by service.
•
Define supplier by region and service.
•
Define service provider identifiers.
•
Define requester user.
•
Register service coordinators.
•
Register provider contacts.
•
Register service providers.
•
Register Administrators
•
Register Approvers
•
Define user preferences.
•
Set up role actions.
•
Maintain workflow.
•
Maintain workflow notifications.
•
Define automatic sourcing.
•
Maintain email notification definition.
•
Define procurement region codes.
•
Maintain rate sheets.
•
View rate sheet list.
•
Define services.
•
Define service types.
•
Define service attributes.
•
Define multi-resource assignments.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
31
Getting Started with PeopleSoft Services Procurement
32
Chapter 1
User Role
Access
Administrator continued
•
Define services by service type.
•
Define service type by service.
•
Define service activities.
•
Define Project Activities (Project Costing installed).
•
Define Activities by Service Type (Project Costing not
installed).
•
Define activities by service.
•
Define response types.
•
Set up surveys.
•
Define surveys by service type.
•
Define VMS by business unit and service type.
•
Define payment terms timing.
•
Define single payment terms.
•
Define multiple payment terms.
•
Establish an accounts payable interface.
•
Define time and expense templates.
•
Define expense business purpose.
•
Define expense distance rate.
•
Define expense type.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Services Procurement
User Role
Access
Administrator continued
•
Define expense payment type.
•
Define expense location.
•
Maintain preferred merchant.
•
Define time reporting codes.
•
Define pay types.
•
Define markups by service type.
•
Define markups by procurement region.
•
Create bid factors.
•
Create bid factor mapping.
•
Define performance level code.
•
Define supplier scoring rule.
•
Define Service Request Type.
•
Define Role Distribution List.
•
Define Service Teams.
•
Define Teams by Region/Service Type.
•
Define Rating Models.
•
Define Experience.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
33
Getting Started with PeopleSoft Services Procurement
Chapter 1
PeopleSoft Services Procurement Integrations
Image: PeopleSoft Services Procurement Integration with other PeopleSoft Applications
PeopleSoft Services Procurement integrates with these PeopleSoft applications:
While PeopleSoft Services Procurement can run independently, it does leverage the investment through
integration with other PeopleSoft applications, as well as third-party applications.
Integration considerations are discussed in the implementation set of topics in this documentation.
Supplemental information about third-party application integrations is located on Oracle's My Oracle
Support website.
PeopleSoft Payables
PeopleSoft Payables seamlessly integrates the supplier settlement process. PeopleSoft Services
Procurement populates staging tables with services invoicing data, and you run the Voucher Build to
generate vouchers for disbursement.
See Integrating with Accounts Payables Applications.
PeopleSoft Project Costing
PeopleSoft Project Costing shares project and activity data with PeopleSoft Services Procurement,
including time, progress, and expenses. This enables you to include information on service providers in
the project reporting.
When the provider logs time, progress, and expenses, you can link back to the project set up in PeopleSoft
Project Costing for reporting purposes.
34
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Services Procurement
PeopleSoft Purchasing
You can generate PeopleSoft Purchasing purchase orders from work orders. The approved purchase order
amount is stored on the work order and is consumed during the invoicing process. It is also possible to use
purchase contracts with services when the purchasing integration is activated
See Integrating with PeopleSoft Purchasing.
PeopleSoft Resource Management
PeopleSoft Resource Management provides an end-to-end solution for managing services spend and for
maximizing the value obtained from those services. PeopleSoft Services Procurement integrates with
PeopleSoft Resource Management, enabling internal services orders to become a valid external service
purchasing request. This enables enterprises to better use internal workforces before bringing in external
resources.
If a requisition is filled in PeopleSoft Services Procurement, the system updates the PeopleSoft Resource
Management service order fulfillment quantity by incrementing it by one. Also, the system creates a
PeopleSoft Resource Management assignment upon work order release.
See Integrating With PeopleSoft Resource Management.
PeopleSoft Strategic Sourcing
You can integrate with PeopleSoft Strategic Sourcing for the following bid management functionality
while sourcing:
•
Define submittal rating criteria in the form of a bid factor that is defined in Strategic Sourcing.
•
Associate multiple bid factors as selection criteria in requisitions.
•
Rate supplier submittals based on predefined weightings.
•
Sort and manage the score.
•
Analyze bids and awards.
PeopleSoft Human Capital Management
When you install both Supply Chain Management and Human Capital Management database structures,
you can configure the system to use the HCM database as the system of record and initiate consistent
terminology between the PeopleSoft Services Procurement and PeopleSoft HCM applications. You can
also use Services Procurement from Talent Acquisition Manager as a source for filling job postings.
See Understanding PeopleSoft Services Procurement and Human Capital Management Integration.
PeopleSoft Services Procurement Implementation
PeopleSoft Setup Manager enables you to generate a list of setup tasks for the organization based on the
features that you are implementing. The setup tasks include the components that you must set up, listed
in the order in which you must enter data into the component tables, and links to the corresponding this
documentation.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
35
Getting Started with PeopleSoft Services Procurement
Chapter 1
PeopleSoft Services Procurement also provides component interfaces to help you load data from the
existing system into PeopleSoft Services Procurement tables. Use the Excel to Component Interface
utility with the component interfaces to populate the tables.
This table lists all of the components that have component interfaces:
Component
Component Interface
Reference
Competencies
RS_COM_COMPTNCY_TBL
See Maintaining Service Setup.
Project Costing Options
PROJECT_BU_OPTIONS
See Setting Up Business Unit
Definitions.
Preferred Merchant
EX_MERCHANT_SETUP
See Maintaining Settlement Setup.
Expense Location
EX_LOCATION_SETUP
See Maintaining Settlement Setup.
Distance Rate
EX_AUTO_RATE_SETUP
See Maintaining Settlement Setup.
Add Suppliers
EM_VENDOR_CI
See Defining Service Supplier Setup.
Rate Sheet
SPB_RATESHEET
See Maintaining Service Setup
Requester Setup
REQUESTOR_TBL_CI
See Maintaining Users and Team Setup.
Other Sources of Information
In the planning phase of your implementation, take advantage of all PeopleSoft sources of information,
including the installation guides, table-loading sequences, data models, and business process maps.
A complete list of these resources appears in the preface in the PeopleSoft Application Fundamentals
Documentation, with information about where to find the most current version of each.See the product
documentation for PeopleTools: Setup Manager
see the product documentation for PeopleTools: Component Interfaces
Related Product Documentation
The PeopleSoft Services Procurement 9.1 Documentation provides you with implementation and
processing information for your PeopleSoft Services Procurement system. However, additional, essential
information describing the setup and design of your system resides in companion documentation. The
companion documentation consists of important topics that apply to many or all PeopleSoft applications
across the Financials, Enterprise Service Automation, and Supply Chain Management product lines. You
should be familiar with the contents of this documentation.
The following companion documentation contains information that applies specifically to PeopleSoft
Services Procurement.
36
•
PeopleSoft Application Fundamentals
•
PeopleSoft Setting Up Global Options and Reports Documentation
•
PeopleSoft Setting Up and Using Commitment Control Documentation
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Services Procurement
•
PeopleSoft Setting Up Procurement Options
•
PeopleSoft Managing Items
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
37
Chapter 2
Navigating in PeopleSoft Services
Procurement
Navigating In PeopleSoft Services Procurement
PeopleSoft Services Procurement provides custom functional area navigation pages that contain
groupings of folders that support a specific business process, task, or user role.
Note: In addition to the PeopleSoft Services Procurement custom navigation pages, PeopleSoft provides
menu navigation, standard navigation pages, and PeopleSoft Navigator.
Pages Used to Navigate in PeopleSoft Services Procurement
This table lists the custom navigation pages that are used to navigate in PeopleSoft Services Procurement.
Define Services Procurement
The Define Services Procurement custom navigation pages are geared to the person in the organization
who is focused on setting up PeopleSoft Services Procurement business processes.
Page Name
Navigation
Usage
Define Services Procurement
Services Procurement, Define Services
Procurement
Access primary PeopleSoft Services
Procurement menu options and activities.
General Setup
Click General Setup on the Define
Services Procurement page.
Maintain installation options, business
units, system wide and project/activity
definitions.
Business Unit Definitions
Click Business Unit Definitions on the
General Setup page.
Maintain Business Unit definitions
for Services Procurement-related
applications.
Project/Activity Definitions
Click Project/Activity Definitions on the
General Setup page.
Maintain project types, projects and
activities.
System-Wide Definitions
Click System-Wide Definitions on the
General Setup page.
Maintain locations and other definitions
that affect multiple applications.
Service Setup
Click Service Setup on the Define
Services Procurement page.
Maintain service setup for requisitions
and work orders
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
39
Navigating in PeopleSoft Services Procurement
40
Chapter 2
Page Name
Navigation
Usage
Competency Setup
Click Competency Setup on the Service
Setup page.
Maintain competencies and associate
them to a competency types and set IDs.
Maintain rating models.
Rate Sheet Setup
Click Rate Sheet Setup on the Service
Setup page.
Maintain rate sheets and rate sheet lists.
Service (Project Role) Setup
Click Service (Project Role) Setup on the Maintain services (project roles) and
Service Setup page.
associated service types. Maintain
experience values
Service Type Setup
Click Service Type Setup on the Service
Setup page.
Maintain service types for both resource
and deliverable services. Maintain
Surveys by Service Type.
Survey Setup
Click Survey Setup on the Service Setup
page.
Maintain response types, work order
surveys and service types for a survey.
Tasks and Task Group Setup
Click Tasks and Task Group Setup on the Maintain logistical tasks and task groups
Service Setup page.
for work orders and associate them to
service types.
Service Supplier Setup
Click Service Supplier Setup on the
Define Services Procurement page.
Define supplier as a services supplier.
Deliverable Service Setup
Click Deliverable Service Setup on the
Service Supplier Setup page.
Maintain services, suppliers and regions
for deliverable services.
Resource Service Setup
Click Resource Service Setup on the
Service Supplier Setup page.
Maintain service types, suppliers and
regions for resource services.
Settlement Setup
Click Settlement Setup on the Define
Services Procurement page.
Maintain time and expense reporting,
invoicing and other settlement options.
Invoicing Setup
Click Invoicing Setup on the Settlement
Setup page.
Maintain payment terms and accounts
payable interface.
Time and Expense Setup
Click Time and Expense Setup on the
Settlement Setup page.
Maintain time and expense reporting
options.
Requisition Setup
Click Requisition Setup on the Define
Services Procurement page.
Define change tracking requirements and
navigation definition for requisitions
Sourcing Setup
Click Sourcing Setup on the Define
Services Procurement page.
Define automatic sourcing rules and
bid factors, markups, and scoring for
evaluating suppliers.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Navigating in PeopleSoft Services Procurement
Page Name
Navigation
Usage
Bid Factor Setup
Click Bid Factor Setup on the Sourcing
Setup page.
Maintain bid factors, bid factor groups,
and associate them to attributes and
categories.
Pay Types and Markups Setup
Click Pay Types and Markups Setup on
the Sourcing Setup page.
Maintain pay types and markups for
a service type and associate them to a
region.
Supplier Scoring Setup
Click Supplier Scoring Setup on the
Sourcing Setup page.
Maintain performance levels and scoring
rules for evaluating suppliers.
User and Team Setup
Click User and Team Setup on the
Define Services Procurement page.
Maintain users and define service teams.
Workflow Setup
Click Workflow Setup on the Define
Services Procurement page.
Maintain approval processes,
notifications and templates related to
workflow.
Reconciliations
Click Reconciliations on the Define
Services Procurement page.
Close requisitions and purchase orders
related to Services Procurement.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
41
Chapter 3
PeopleSoft Services Procurement Portal
Pagelets
Understanding PeopleSoft Services Procurement Pagelets
PeopleSoft Services Procurement provides portal pagelets for the corporate intranet home pages. These
pagelets provide access to key data and transactions within PeopleSoft Services Procurement for use in
employee portal registries.
Portal pagelets reduce the number of clicks that it takes a user to complete major tasks in PeopleSoft
Services Procurement. These pagelets are user-friendly and enable users to gain quick access to relevant
data from the transaction or analysis system. Pagelets can either be grids or graphs and contain the most
recent transactions or high priority items. You can configure the portal homepage to display narrow or
wide grid pagelets.
Grid Pagelets: Present data in a PeopleSoft grid. Each pagelet displays the services procurement page
name, key attributes, and links to the corresponding services procurement edit page.
Graph Pagelets: Visual representations of services procurement data in chart format. The services
procurement ID and the metric attributes represent the X-axis and Y-axis of the chart respectively.
the employees can personalize the portal homepage by adding the pagelets that they need. Standard
PeopleSoft role-based security ensures that users can access only the pagelets appropriate to their roles.
the employees can configure their portal homepage with three narrow columns or one narrow and one
wide column. Some pagelets have both a narrow and a wide version, each with its own object name.
When you see two object names for a pagelet, the first one refers to the narrow version.
You can also design your own pagelets when the installation includes PeopleSoft Portal.
Pagelet Security
Similar to page access, you control pagelet security at the component level by associating it with a
permission list (which is then associated with a role). Each pagelet has its own component to enable more
granular access. (You can ascertain a pagelet's component name in PeopleSoft Application Designer by
searching for definition references to the page's system or object name.)
Pagelets are grouped into functional roles as an example of how to organize access. Create the proper
permission lists and associate them with actual role definitions before your users can access them, or use
the permission list definitions that PeopleSoft provides with the delivered sample data. You can use these
sample data security objects (roles and permission lists) as an example of how to set up pagelet access.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
43
PeopleSoft Services Procurement Portal Pagelets
Chapter 3
Using Pagelets by Functional Role
These role groupings are examples of how to organize pagelet access according to function.
This section discusses employee-facing pagelets according to sample roles:
•
Requester
•
Service Coordinator
•
Approver
Related Links
Maintaining Users and Team Setup
Requester
Requesters have access to all pagelets and information including recent requisitions, interview schedules,
recent work orders timesheets, and progress logs awaiting approval.
Related Links
Requester Defaults Page
Service Coordinator
Service coordinators can view pagelets that display recent work orders, expenses nearing limits, supplier
analysis, and the supplier headcount chart.
Related Links
Service Coordinator Defaults Page
Approver
Approvers can access the pagelets for timesheets and progress logs awaiting approval.
Viewing and Using PeopleSoft Services Procurement Pagelets
This topic discusses pagelets that are available for employees to view services procurement information.
Pages Used to View and Use PeopleSoft Services Procurement Pagelets
Available Services Procurement pagelets include:
44
•
Interview Schedule pagelet.
•
Recently Created Requisitions pagelet.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 3
PeopleSoft Services Procurement Portal Pagelets
•
Recent Work Order pagelet.
•
Timesheet Approval pagelet.
•
Progress Logs Approval pagelet.
•
Expenses Awaiting Approval pagelet.
•
Logistical Tasks pagelet.
•
Expense Variance Chart pagelet.
•
Supplier Headcount pagelet.
•
Supplier Analysis pagelet.
•
Requisition Approval pagelet.
•
Work Order Approval pagelet.
•
Invoice Approval pagelet.
This table provides details on PeopleSoft Services Procurement pagelets.
Pagelet Name
Roles
Usage
Service Interview Schedule
Requester
Provides a synopsis of the scheduled
interviews.
See Creating and Maintaining Interview
Schedules.
Recent Service Requisitions
Requester
(SPF_E_RCNTRQ)
Recent Service Work Orders
Displays the five most recent requisitions
that you created.
See Understanding Requisitions.
Requester, Service Coordinator
(SPF_E_RCNTWO)
Displays the five most recent work
orders requiring action with statuses of
Created, Submitted, and Approved.
See Understanding Services Work
Orders.
Service Timesheets Approval
Requester, Approver
(SPA_E_TIMAPR)
Displays the timesheets and amounts
including expenses that are awaiting
approval.
See Understanding Time Management in
PeopleSoft Services Procurement.
Service Progress Logs Approval
Requester, Approver
(SPA_E_PLGAPR)
Displays progress logs that need
approval if you are using a deliverablesbased payment system.
See Understanding Progress Logs.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
45
PeopleSoft Services Procurement Portal Pagelets
Chapter 3
Pagelet Name
Roles
Usage
Logistical Tasks
Requester
Displays the five most recent activities
that need to be completed before a work
order can be released.
(SPF_E_LGTASK)
See Viewing Logistical Tasks.
Service Expense Variance Chart
Requester, Service Coordinator
(SPR_E_EXPLIM)
Provides a summary graph of total
amount spent compared to total work
order amount. This is listed in a bar chart
by work order.
See Understanding Settlements in
PeopleSoft Services Procurement.
Service Supplier Headcount
Requester, Service Coordinator
(SPR_E_SUPCNT)
Service Supplier Analysis
Displays the top five suppliers by
headcount in a graphical format.
See Analyzing Service Provider Rosters.
Service Coordinator
(SPR_E_SUPANALYZ)
Provides a method to compare suppliers
based upon supplier performance,
service provider performance, and rate.
See Analyzing Service Provider
Performance.
Service Requisition Approval
Requester, Approver
Displays the requisitions that are
awaiting approval.
See Approving and Denying
Requisitions.
Service Work Order Approval
Requester, Service Coordinator,
Approver
Displays the work orders that are
awaiting approval.
See Submitting and Approving Work
Orders.
Service Invoice Approval
Displays the invoices that are awaiting
approval.
See Approving Invoices.
46
Create New Time Sheet
Service Provider, Proxy
Allows creation of new timesheets.
Active Time Sheets
Service Provider, Proxy, Time Approver
Provides view of timesheets that are
currently awaiting action. For example,
status of open or denied for Service
Provider or status of submitted for Time
Approver).
Time Sheet History
Service Provider, Proxy, Time Approver
Provides view of all timesheets
regardless of status.
Create New Expense Sheet
Service Provider, Proxy, Service
Provider Contact
Allows creation of new expense sheets.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 3
PeopleSoft Services Procurement Portal Pagelets
Pagelet Name
Roles
Usage
Active Expense Sheets
Service Provider, Proxy, Service
Provider Contact, Expense Approver
Provides view of expense sheets that are
currently awaiting action. For example,
status of open or denied for Service
Provider or status of submitted for
Expense Approver).
Expense Sheet History
Service Provider, Proxy, Service
Provider Contact, Expense Approver
Provides view of all expense sheets
regardless of status.
Services Interview Schedule Pagelet
Image: Interview Schedule pagelet
This example illustrates the fields and controls on the Interview Schedule pagelet.
Use this pagelet to view the following schedule details: candidate, date, time of interview and location.
The 10 interview dates that are closest to the current date appear in ascending order. You can perform the
following tasks on the Interview Schedule pagelet:
•
Click the name of a candidate to access the interview schedule for the candidate.
•
Click My Interview Schedule to access the list of user interviews. The system pulls up this list based
on user ID.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
47
PeopleSoft Services Procurement Portal Pagelets
Chapter 3
Recent Service Requisitions Pagelet.
Image: Recent Service Requisitions pagelet
This example illustrates the fields and controls on the Recent Service Requisitions pagelet.
Use this pagelet to view the following requisition details: business unit, requisition ID, status date,
amount, and currency code. The 10 requisitions that are closest to the current date appear in ascending
order. You can perform the following tasks on the Recent Requisition pagelet:
•
Click the Requisition ID link to access the Requisition Details page.
•
Click the View Requisition Manager link to access the Requisition Manager page.
Recent Work Orders Pagelet.
Image: Recent Service Work Orders pagelet
This example illustrates the fields and controls on the Recent Service Work Orders pagelet.
48
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 3
PeopleSoft Services Procurement Portal Pagelets
Use this pagelet to view the 10 most recent open work orders. The Work Order pagelet displays the
provider name, status, work duration, and work order amount and displays the data sorted by start date in
ascending order. The work order status could either be Created, Submitted, or Approved. You can perform
the following tasks on the Recent Work Orders pagelet:
•
Click a work order ID to navigate to the selected work order.
•
Click Manage Services Work Orders to access the Services Work Order roster page.
Service Timesheet Approval Pagelet
Image: Timesheet Approvals pagelet
This example illustrates the fields and controls on the Service Timesheet Approval pagelet.
Use this pagelet to view the following details for the 10 most recent timesheets with the total amount that
are awaiting approval: timesheet ID, provider name, date, and total amount. The timesheet data are sorted
by end date in ascending order; therefore, timesheets awaiting approval the longest appear first. You can
perform the following tasks using the Timesheet Approvals pagelet:
•
Click the Time Report ID link to access specific transaction details and approve the timesheet.
•
Click Manage Timesheet Approvals link to access the Approval Monitor page.
Service Progress Log Approvals Pagelet
Use this pagelet to view the 10 most recent progress logs awaiting approval. The progress logs display
the following details: progress log ID, supplier, date, and amount. The progress log approval data are
sorted by end date in ascending order; therefore, progress logs awaiting approval the longest appear first.
Also, upon login to the portal page, progress logs with a deliverables-based payment system, instead of a
resource-based payment system, can be monitored to find out which ones need approval. You can perform
the following tasks using the Progress Log Awaiting Approval pagelet:
•
Click the Progress Log ID link to access details of a specific transaction and approve that item.
•
Click the Maintain Progress Logs link to access the Approval Monitor page.
Related Links
Understanding Progress Logs
Service Expense Approvals Pagelet
Use this pagelet to view the 10 most recent expense sheets awaiting approval. The pagelet displays the
following details: Business Unit, Expense Sheet ID, Creation date, Service Provider, Provider Contact,
Amount, and Currency. The Expense approval data are sorted by end date in ascending order; therefore,
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
49
PeopleSoft Services Procurement Portal Pagelets
Chapter 3
expense sheets awaiting approval the longest appear first. You can perform the following tasks using the
Expenses Awaiting Approval pagelet:
•
Click the Expense Sheet ID link to access details of a specific transaction and approve that item.
•
Click the Manage Expense Approvals link to access the Approval Monitor page.
Viewing the Logistical Tasks Pagelet
Use this pagelet to view the 10 most recent pending activities to release a work order. The Logistical
Tasks pagelet displays the following details: work order ID, provider, and description. The data appears
with work order IDs in ascending order. You can perform the following tasks using the Logistical Tasks
pagelet:
•
Click the Work Order ID link to access the Service Work Order Details page where you can view and
edit the logistical task list.
•
Click Manage Services Work Orders to access the Manage Services Work Order page.
Related Links
Viewing Logistical Tasks
Expense Variance Chart Pagelet.
The Services Expense Variance Chart pagelet provides a summary graph of the five most recent active
work orders with variance amounts. The graphs display the total amount spent on a work order versus
the total work order amount. You can visually compare the variance amount between the two and act on
the work order, as appropriate. The total amount spent for each work order is based on approved billable
time and expenses or progress log amounts and does not take into consideration whether they have been
invoiced.
Related Links
Analyzing Expense Variance
Supplier Headcount Chart Pagelet.
The Supplier Breakdown by Headcount pagelet displays the five top suppliers and the headcount for each
supplier.
50
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 3
PeopleSoft Services Procurement Portal Pagelets
Services Supplier Analysis Pagelet.
Image: Services Supplier Analysis pagelet
This example illustrates the fields and controls on the Services Supplier Analysis pagelet.
Click to access the Supplier Sourcing Review popup report.
Click to access the Supplier Response popup report.
Click to access the Average Rates by Role popup report.
Click to access the Supplier Performance by role popup report.
Requisition Approval Pagelet.
Use this pagelet for quick access to requisitions that require approval. This pagelet navigates you to the
Requisition Approval page when you click the Requisition ID/Name. You can also select the Manage
Approvals link to navigate to the main Manage Approvals page. This pagelet displays Business Unit,
Requisition ID/Name and Line Number. The detail pagelet also displays this information, plus Requisition
Date, Requisition Line Amount and Currency.
Related Links
Understanding Requisitions
Work Order Approval Pagelet.
Use this pagelet to view work orders that require approval. You can select the work order ID to access the
Work Order Approval page. You can also select the Manage Services Work Orders link to Navigate to the
Work Order Roster. This pagelet displays Business Unit, Work Order ID and Service Provider name. The
detail pagelet adds Duration Days, Work Order Amount and Currency to the list of columns.
Related Links
Understanding Services Work Orders
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
51
PeopleSoft Services Procurement Portal Pagelets
Chapter 3
Service Invoice Approval Pagelet.
Image: Service Invoice Approval pagelet
This example illustrates the fields and controls on the Service Invoice Approval pagelet.
Use this pagelet to view a list of invoices that require approval. When you click the Invoice Number,
you automatically access the Invoice Approval Page. Additionally, you can click the Manage Invoice
Approvals to navigate to the User Monitor page. This pagelet includes 3 columns: Business Unit, Invoice
Number and Supplier. The detail pagelet show the same columns plus Invoice Date, Invoice Amount and
Currency Code.
Related Links
Understanding Settlements in PeopleSoft Services Procurement
52
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services
Procurement
Understanding the PeopleSoft Services Procurement
Implementation Process
PeopleSoft applications rely on tables to store not only business transactions, but also the structure and
processing rules that drive a system. Before you begin, set up the basic framework by using pages that
you access from the Define Services Procurement page.
Because of the relational design of PeopleSoft applications, the order in which you use the online pages
to set up the database tables does not necessarily reflect the order in which you make important decisions
regarding the use of the application. Although certain tables work as a group when you make processing
or implementation decisions, you must establish data in some tables before others.
Implementation Order
To set up PeopleSoft Services Procurement:
1. Set up installation options.
2. Define general options.
3. Create business units.
4. Define bid factors.
5. Define competencies.
6. Define services, project roles, service types, and service activities.
7. Define rate sheets.
8. Define settlements.
9. Define projects.
10. Configure time and expense.
11. Set up users.
12. Configure the supplier network.
13. Define suppliers by service type and region.
14. Set up logistical tasks.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
53
Setting Up PeopleSoft Services Procurement
Chapter 4
15. Set up file attachment servers.
Note: This list represents the full implementation order of the PeopleSoft Services Procurement
fulfillment process. Although many of the steps are documented in this set of topics, the greatest majority
of this list is described and documented in the "Setting Up Application Specific Options for PeopleSoft
Services Procurement" set of topics. Please refer to that set of topics for more information about the
system setup.
See Maintaining Service Setup.
Related Links
"Services Procurement Installation Options Page" (PeopleSoft FSCM 9.2: Application Fundamentals)
Setting Up Business Unit Definitions
To create Strategic Sourcing business units, use the Sourcing - Business Unit Definition
(BUS_UNIT_C_A1) component.
To create PeopleSoft Services Procurement business units, use the Services Procurement Bus Unit
(BUS_UNIT_TBL_SP) component.
To create PeopleSoft Purchasing business units, use the Purchasing - Business Unit Definition
(BUS_UNIT_PM) component. To create PeopleSoft Purchasing business unit options, use the Purchasing
Business Unit (BUS_UNIT_OPT_PM) component.
To create Project Costing definitions, use the Project Costing Definition (PC_BU_DEFN) component.
To set up Project Costing options, use the Project Costing Options (PC_BUS_UNIT_OPT) component.
Use the PROJECT_BU_OPTIONS component interface to load data into the tables for this component.
This topic provides an overview of the PeopleSoft Purchasing-related business units and discusses how to
set up business unit definitions.
Pages Used to Set Up Business Unit Definitions
54
Page Name
Definition Name
Usage
Reason Code Setup Page
SPB_REASONCD_BU
Establish reason code types for each
negative transaction and determine
whether the reason code type is required.
eProcurement Business Unit Options
Page
PV_BUS_UNIT_PM
Define eProcurement business unit
options.
Project Costing Definition Page
BUS_UNIT_TBL_PC
Define PeopleSoft Projects business
units.
Project Costing Options Page.
BUS_UNIT_OPT_PC
Define PeopleSoft Projects business unit
options.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services Procurement
Page Name
Definition Name
Usage
Services Procurement Bus Unit Page
BUS_UNIT_TBL_SP
Define Business Unit settings for
Services Procurement transactions
ChartFields for Actual Allocation
Display on Expense Page
SPA_EXP_CHART
Select the ChartFields that you want
displayed on expense entry pages.
Understanding the PeopleSoft Purchasing-Related Business Units
A business unit is an operational subset of an organization. It tracks and maintains its own set of
requisitions, work orders, and purchase orders (POs). Each business unit has its own way of storing
information and its own processing guidelines.
In PeopleSoft Services Procurement, you define business-unit-specific attributes. When you define the
PeopleSoft Services Procurement attributes, the available business units include those business units
already defined in PeopleSoft Purchasing. The PeopleSoft Services Procurement business unit table is an
extension of the PeopleSoft Purchasing business unit table.
Strategic Sourcing Business Unit Definition Page
Use the Strategic Sourcing Business Unit Definition page (BUS_UNIT_TBL_A1) to define PeopleSoft
Strategic Sourcing business units.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Sourcing, Business Unit Definition
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions, Strategic
Sourcing Definition
The PeopleSoft Strategic Sourcing business unit definition is required for the PeopleSoft Purchasing
business unit if it is used for Services Procurement.
See "Understanding Business Units in PeopleSoft Strategic Sourcing" (PeopleSoft FSCM 9.2: Strategic
Sourcing).
Note: Create SetIDs or business units that are at least five characters long. Performance degradation
occurs if SetIDs or business units have fewer than five characters.
Purchasing - Business Unit Definition Page
Use the Purchasing - Business Unit Definition page (BUS_UNIT_TBL_PM) to Define PeopleSoft
Purchasing business units.
You can also link PeopleSoft Purchasing business units to PeopleSoft Services Procurement business
units.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions,
Purchasing Definition
Image: Purchasing - Business Unit Definition page
This example illustrates the fields and controls on the Purchasing - Business Unit Definition page. You
can find definitions for the fields and controls later on this page.
Note: If you deselect the Asset Management, General Ledger, and Payables check boxes on the
Installation Options - Products page, they are no longer required values on the Purchasing Business Unit
Definition page. If you have other PeopleSoft applications installed (such as PeopleSoft eProcurement),
installation options may differ.
56
Location
Enter the physical location (address) of the business unit.
This location appears as the printed address on dispatched
transactions to identify the company's location.
Billing Location
Enter the invoice destination location for this business unit.
Available locations are defined on the Location Definition page.
This location appears by default on purchasing documents
created for the business unit. This location is not necessarily the
same as the company address. For example, the billing location
might be a post office box, or the payables department might
have a different address from the purchasing department.
Currency
Enter the default currency of the business unit.
Rate Type
Enter the rate type to use for currency conversion. The
currency code and rate type appear by default on all purchasing
documents for this business unit.
SS Unit (strategic sourcing business
unit)
Enter the PeopleSoft Strategic Sourcing Business unit. This is to
be used by PeopleSoft Services Procurement during the bidding
process.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services Procurement
See "Establishing PeopleSoft Purchasing Business Units" (PeopleSoft FSCM 9.2: Purchasing).
Purchasing Business Unit - Business Unit Options page
Use the Purchasing Business Unit - Business Unit Options page to define the multicurrency settings for
the requisitions and purchase orders. If the PeopleSoft Services Procurement application is installed, use
this page to define settings that have a direct impact on the service requisitions and work orders. To access
the page, select Set Up Financials/Supply Chain, Business Unit Related, Purchasing.
Related Links
"Purchasing Definition - Business Unit Options Page" (PeopleSoft FSCM 9.2: Purchasing)
Services Procurement Bus Unit Page
Use the Services Procurement Bus Unit (Services Procurement business unit) page
(BUS_UNIT_TBL_SP) to define PeopleSoft Services Procurement business units.
You also define your own consolidation structures for accounting and reporting purposes.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Services Procurement, Services Procurement
Options
Services Procurement, General Setup, Business Unit Definitions, Services Procurement Defn
Image: Services Procurement Bus Unit page (1 of 3)
This example illustrates the fields and controls on the Services Procurement Business Unit page 1 of 3.
You can find definitions for the fields and controls later on this page.
58
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services Procurement
Image: Services Procurement Bus Unit page (2 of 3)
This example illustrates the fields and controls on the Services Procurement Business Unit page 2 of 3.
You can find definitions for the fields and controls later on this page.
Image: Services Procurement Bus Unit page (3 of 3)
This example illustrates the fields and controls on the Services Procurement Business Unit page 3 of 3.
You can find definitions for the fields and controls later on this page.
Note: You should set up the PeopleSoft Purchasing business unit before you set up the PeopleSoft
Services Procurement business unit.
Click the Purchasing Business Unit link at the bottom of the page to access the PeopleSoft Purchasing
business unit setup information for the current business unit.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
59
Setting Up PeopleSoft Services Procurement
Chapter 4
General Settings
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.
Note: When you create a new requisition, the system checks for a service team or service coordinator.
First, the system looks for a default team on the service requester, then it looks for a team by region and
service type, and then for a team on the business unit. If a team exists, the system supplies the team ID
and description by default. If no team is defined at any of those levels, the default service coordinator for
the service requester is used. The user can select another team or individual service coordinator instead of
the default if the Requestor can change SC or SC Team check box is selected.
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.
Note: The requester cannot override the default service
coordinator or team for requisitions or work orders that
are under VMS (supplier managed services) management,
regardless of this setting.
Requisition Change Options
Use this section to set up requisition change tracking for PeopleSoft Services Procurement. You can also
track the changes within the system and have the changes go through the appropriate approvals. This
requisition audit trail is similar to those used in PeopleSoft Purchasing requisitions. You can set up and
capture change order reason codes for PeopleSoft Services Procurement requisitions and purchase order
change orders to identify why a change was made. The change tracking audit trail includes changes to
header, line, and distribution information in requisitions.
See "Business Unit Definition Page" (PeopleSoft FSCM 9.2: eProcurement).
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Chapter 4
Setting Up PeopleSoft Services Procurement
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" (PeopleSoft FSCM 9.2:
eProcurement).
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"
(PeopleSoft FSCM 9.2: Purchasing).
Supplier Managed Service (VMS)
Effective Date
Displays the effective date for the supplier-managed service.
Enable VMS (enable supplier managed Select this option to determine whether requisitions or work
services)
orders for this business unit are under VMS management by
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61
Setting Up PeopleSoft Services Procurement
Chapter 4
default. After you select this option, you must define at least one
VMS supplier and VMS fee.
Note: VMS supplier and markup costs that are defined here
apply for the VMS services provided within the business unit
that do not have a service type level VMS override defined.
If you select this option, the current VMS Supplier and VMS
Location fields associated with the VMS provider appear on the
page.
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
Click to access the VMS by BU and Service Type page,
(supplier managed service by business where you can define any override of the business unit's
unit and service type)
VMS settings for this service type, and view the current VMS
suppliers and locations defined for business unit and service
type combinations.
Note: The VMS section appears only for a non Managed Services Provider (MSP) implementation. The
VMS section is replaced by an MSP section on this page if the MSP installation option is enabled.
Rate and Tolerance Settings
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)
62
Displays the PeopleSoft Sourcing business unit.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services Procurement
Note: The system can have multicurrency purchase orders with single currency requisitions or it can have
multicurrency requisitions with single currency purchase orders.
Rate Access
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.
Rate Sheets
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.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Sourcing
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
Approval Amount Tolerance %
Enter the total percentage by which the filled requisition can
(approval amount tolerance percentage) exceed the rate defined on the requisition. The default value is 0,
indicating that no tolerances are used for the business unit.
Sourcing Settings
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.
Note: This check box is enabled only if the PO Service
Contracts Enabled check box is selected on the Services
Procurement Installation Options page.
64
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.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services Procurement
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.
Note: If the values that you enter in the Duration Date and # of
Reporting Months (number of reporting months) fields define
a date before the entered start date, the system does not retrieve
data prior to the entered start date. For example, if the start date
is 01/01/2010, the duration date is 06/30/2010, and the number
of reporting months is 12 (indicating 12 months of data prior
to 06/30/2010), the system retrieves data only for the period
between 01/01/2010 and 06/30/2010. The system does not
retrieve data prior to 01/01/2010 or, in this example, between
07/01/2009 and 12/31/2009.
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.
Note: The system does not retrieve data prior to the entered start
date, regardless of the values entered in the Duration Start Date
and # of Reporting Months fields.
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65
Setting Up PeopleSoft Services Procurement
Chapter 4
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.
Note: You can also define a minimum supplier score at the
service type level. If a minimum score is defined, that score
takes precedence over the minimum score setting defined at the
business unit level.
Process Scores
Click to access the Supplier Score page, where you can process
scores for the specified scoring rule ID.
Time, Progress and Expense Settings
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.
Note: This field is accessible only if Enable Ratings is selected.
Note: If you leave this field blank, the rating of None appears
by default on all time sheets and progress logs that are mass
approved.
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.
Note: This check box is enabled only if the SP Expenses
Enabled check box is selected on the Services Procurement
Installation Options page.
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.
Note: This check box is enabled only if the SP Pay Types
Enabled check box is selected on the Services Procurement
Installation Options page.
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Chapter 4
Setting Up PeopleSoft Services Procurement
Note: This check box is also used in conjunction with the SP_
HIDE_RATE_BREAKDOWN role action to determine whether
the rate breakdown components are specified and displayed on
requisitions.
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:
Expense Reporting Option
•
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.
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.
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Setting Up PeopleSoft Services Procurement
Chapter 4
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.
Note: It is advised that you select a TRC with a multiplication
factor of 1.0, because the TRC is used in all invoice calculations
for time with no associated time reporting rule. For example,
if you select a TRC that has a multiplication factor of 2.0, the
invoice amounts using this TRC are equal to the total hours
multiplied by the rate on the work order multiplied by 2.0. The
system displays a warning message if you use a multiplication
factor other than 1.0 as the default.
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:
•
68
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.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Setting Up PeopleSoft Services Procurement
•
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.
Workflow Options
Use this section to define PeopleSoft Approval Framework options for PeopleSoft Services Procurement
processes.
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 Select to use the approval framework to approve requisitions
or Price Decreases
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 reapproval 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.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Related Links
Using Shifts on Timesheets
Assignment Page
Edit Time Categories Page
ChartFields for Actual Allocation Display on Expense Page
Use the ChartFields for Actual Allocation Display on Expense page for allocations
Navigation
Services Procurement, General Setup, Business Unit Definitions, Services Procurement Defn, click the
ChartFields for Exp Allocation link
Image: ChartFields for Actual Allocation Display on Expense page
This example illustrates the fields and controls on the ChartFields for Actual Allocation Display on
Expense page . You can find definitions for the fields and controls later on this page.
ChartFields
Select the ChartFields the system displays on expense entry pages. This page enables you to select
ChartFields that are used to allocate distribution lines for expenses.
Work Order Settings Page
Use the Work Order Settings page (BUS_UNIT_TBL_SP_WO) to enable surveys and work order
approvals, track deliverable resources, determine whether new assignments require sourcing, and set up
work order alert notifications.
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Chapter 4
Setting Up PeopleSoft Services Procurement
Navigation
Select the Work Order Settings tab on the Services Procurement Business Unit page
Image: Work Order Settings page
This example illustrates the fields and controls on the Work Order Settings page. You can find definitions
for the fields and controls later on this page.
The system administrator can set up role distribution lists so that one or more users can be notified when
the work order reaches a particular threshold.
See Role Distribution List Page .
Note: This alert runs in the background as a scheduled process. To activate the process, select
PeopleTools, Process Scheduler, Processes and select SP_WO_ALERT as the process name.
Work Order Settings
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
Note: If you do not select this option, service coordinators
can bypass the sourcing process when choosing a work order
replacement.
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
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Setting Up PeopleSoft Services Procurement
Chapter 4
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.
Work Order Alerts
The system provides alert notification values by default from the business unit onto the work order if alert
notification values are not found on the requester default, service coordinator default, or service type.
Notifications are used to notify users when work orders reach a certain threshold event or consumption
amount. This acts as a warning that some action must be taken, such as extending the work order if the
project does not appear to be finishing on time.
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.
Note: This value is represented in days and percent.
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
72
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.
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Chapter 4
Setting Up PeopleSoft Services Procurement
Note: The Alert Type and Alert Value fields work in
combination together.
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.
Reason Code Setup Page
Use the Reason Code Setup page (SPB_REASONCD_BU) to establish reason code types for each
negative transaction and determine whether the reason code type is required.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Navigation
Select the Reason Code Setup tab on the Services Procurement Business Unit page.
Image: Reason Code Setup page
This example illustrates the fields and controls on the Reason Code Setup page. You can find definitions
for the fields and controls later on this page.
You use this page to define the use of reason codes at the business unit level. This includes making
the code required when you use the associated reason type and requiring comments when a negative
transaction occurs. To create reason codes, you use the Reason Code page.
See Reason Code Page .
You use reason codes to track why requesters, service coordinators, approvers, and service provider
contacts perform certain actions. These actions might include denying a time sheet or withdrawing a
bid. You can also, for example, decline, reject, end, terminate, and cancel transactions. You cannot have
duplicate entries for a reason type.
Along with defining services reason codes, you can assign a default change reason code for requisition
changes. To define a default code, click the Change Reason Code link at the bottom of the page to access
the Purchasing Options page. Using this page you can click the Change Reason Code link on that page
to access the PeopleSoft Purchasing Procurement Change Reason Codes page. You can then select a
default change reason code for use with PeopleSoft Services Procurement. The change reason code is to
the Procurement Change reason type.
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Chapter 4
Setting Up PeopleSoft Services Procurement
Reason Type
Select a PeopleSoft Services Procurement reason type. Reason
types correspond to actions and reason codes are the reasons
given for the action. You can add a reason code that provides
more specific reasons for performing an action. Services
Procurement provides reason types and codes, but you can add
more to meet business requirements.
As an example, for using the Eligibility Status reason type, you
can establish several reason codes that describe the possible
reasons why a service provider would be ineligible for an
assignment. An example might be a reason code for poor
performance or a personnel issue. Then, when the service
provider is not used, the service coordinator can select which
reason code best describes why the provider is not eligible.
System-supplied reason types include:
•
Cancel Requisition: Used as a reason to cancel a services
requisition.
•
Cancel Work Order: Used to cancel a service work order.
•
Decline Service Bid: Used to decline a services bid
submission.
•
Deny Expense: Used to deny an expense.
•
Deny Progress Log: Used to deny the approval of a progress
log.
•
Deny Requisition: Used to deny the approval of a
requisition.
•
Deny Timesheet: Used to deny a timesheet.
•
Deny Work Order: Used to deny the approval of a work
order.
•
Eligibility Status: Used as a reason when a service provider
is not eligible to fill a work order.
•
Deny Invoice: Used to reject an invoice.
•
Service Bid End Communication: Used as a reason when the
bid process between the service coordinator and the supplier
officially ends.
•
Supplier Bid Withdrawal: Used as a reason when a supplier
withdraws a bid.
•
Supplier Decline Offer: Used when the supplier has declined
an offer.
•
Supplier End Communication: Used when the supplier ends
communication related to a bid.
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Setting Up PeopleSoft Services Procurement
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•
Terminate Work Order: Used to terminate a work order.
•
Procurement Change: Used for change tracking on
requisitions. This value is display only, it appears when a
value has been defined on the Procurement Change Reason
Codes page. It is not editable from the Services Procurement
Reason Code Setup page
Reason Code Required
Select to indicate whether reason codes are Mandatory, Not
Used, or Optional for the related reason type.
Comments Required
Select if reason comments are required for this reason type.
Note: Comments can be required only if the Reason Code
Required field is set to Mandatory.
Default Reason Code
Select the reason code that you want the system to automatically
apply when you are performing the task for the corresponding
reason type. You can override the code if needed.
Change Reason Code
Click to access procurement options for PeopleSoft Purchasing.
When the system uses reason codes from the Purchasing
business unit, you can use the Procurement Change Reason
Codes page to update reason code settings for changes in
PeopleSoft Services Procurement. These settings enable you to
define default reason codes for reason types. You can also define
whether reason codes or comments should be required when
changing a requisition.
You can use reason codes for reason type Procurement Change.
This reason type enables you to select the default reason code
for users entering a change request.
eProcurement Business Unit Options Page
Use the eProcurement Business Unit Options page (PV_BUS_UNIT_PM) to define eProcurement
business unit options.
Navigation
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions,
eProcurement Options
The business unit enables you to determine whether to use workflow approvals.
Workflow Approval Required
Select to enable the workflow for the PeopleSoft eProcurement
business unit.
Note: The setting that you define here is used for Services
Procurement requisitions as well.
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Setting Up PeopleSoft Services Procurement
Resubmit Workflow for Quantity or Select to indicate that you want to resubmit a requisition for
Price Decrease
approval when the quantity or price has decreased. This check
box is available when you select to enable workflow approval
for the business unit.
Note: It is recommended that you create SetIDs or business units that are at least five characters long.
Performance degradation occurs if SetIDs or business units have fewer than five characters.
Project Costing Definition Page
Use the Project Costing Definition page (BUS_UNIT_TBL_PC) to define PeopleSoft Projects business
units.
Navigation
•
Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Definition
•
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions,
Project Costing Definition
The business unit enables you to plan the projects based on the way that you work instead of the way that
you do the financial posting and reporting.
Note: This page is available only if Project Costing is enabled on the Installation Options - Products page.
Related Links
"Services Procurement Installation Options Page" (PeopleSoft FSCM 9.2: Application Fundamentals)
Project Costing Options Page.
Use the Project Costing Options page (BUS_UNIT_OPT_PC) to define PeopleSoft Projects business unit
options.
Navigation
•
Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Options
•
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions,
Project Costing Options
The business unit enables you to plan the projects based on the way that you work instead of the way that
you do the financial posting and reporting.
Note: This page is available only if Project Costing is enabled on the Installation Options - Products page.
Note: Create SetIDs or business units that are at least five characters long. Performance degradation
occurs if SetIDs or business units have fewer than five characters.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Defining System-Wide Definitions
To define reason codes, use the Reason Code (SPB_REASON_CD) component. To define region codes,
use the Region Codes (SPB_REGION_CD) component.
To set up locations by region, use the Locations by Region (SPB_REGIONLOCATION) component.
Use general options to set up the basic table structure. You can access all of the tables discussed in this
section from most PeopleSoft applications.
Pages Used to Define System-Wide Definitions
78
Page Name
Definition Name
Usage
"Account Types Page" (PeopleSoft
FSCM 9.2: Application Fundamentals)
ACCT_TYPE
Maintain account types such as asset,
liability, or expense.
Assign Catalogs to Business Unit
PV_REQ_BU_CAT
Assign catalog values for a business unit.
The catalog that you choose determines
the categories that are available when
creating service types.
"Auto Numbering Page" (PeopleSoft
FSCM 9.2: Application Fundamentals)
AUTO_NUM_PNL
Define automatic numbering
specifications for PeopleSoft fields, such
as a unique prefix for regular customers
or for customers who are also suppliers.
The system automatically increments
numbers by one.
"Calendar Builder Page" (PeopleSoft
FSCM 9.2: Application Fundamentals)
CALENDAR_BUILDER
Define and reference a calendar as the
base for other calendars.
"Currency Code Page" (PeopleSoft
FSCM 9.2: Global Options and Reports)
CURRENCY_CD_TABLE
Define currency.
"Department Page" (PeopleSoft FSCM
9.2: Application Fundamentals)
DEPARTMENT
Manage department numbers and
department names.
"Calendar Periods Page" (PeopleSoft
FSCM 9.2: Application Fundamentals)
DETAIL_CALENDAR1
Define begin and end dates and the
number of accounting periods in the
fiscal year calendar.
Administer File Attachments Page
SAC_ATT_ADMIN
Add new file attachment servers, and
change the currently active server.
To meet the needs of your multicurrency
business, Oracle supports the euro and
delivers the Currency Code table with
many common currencies identified
according to ISO standards.
"Location - Definition Page" (PeopleSoft LOCATION_TBL
FSCM 9.2: Application Fundamentals)
Define a location code, such as a branch
office or shipping office.
"Location - Detail Page" (PeopleSoft
FSCM 9.2: Application Fundamentals)
Add details to a location definition.
LOCATION_TBL2
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Chapter 4
Setting Up PeopleSoft Services Procurement
Page Name
Definition Name
Usage
Query Manager
QRY_SELECT
The query defines which fields will
comprise the index for a search
definition. Search Framework uses PS
Queries and Connected Queries to collect
the data for indexing by SES.
"Connected Query Manager Page "
(PeopleSoft FSCM 9.2: Global Options
and Reports)
PSCONQRSSRCH
Connected Query enables you to connect
multiple queries together in a parentchild relationship, where the child
queries filter results for the parent
queries. Using Connected Query lets
you connect numerous simpler queries,
rather than writing one more complicated
query. The smaller more modular queries
can be reused in different queries.
Services Procurement uses a Connected
Query to collect the data for indexing by
SES. This allows for hierarchical layout
of the data rather than making it flat.
"Search Definition Page " (PeopleSoft
FSCM 9.2: Expenses)
PTSF_SEARCH_DEF
Use this page to add new search
definitions. Created in the Search
Framework designer interface, a search
definition maps the PeopleSoft Query
fields to searchable attributes in the SES
search engine. The search definition also
enables you to attach security attributes
to restrict access to the search results.
The search definition provides the
information required by the framework
to enable the system to create search
results (search documents).
Search Category
PTSF_SEARCH_CATGR
Use this page to add new search
categories. Created in the Search
Framework designer interface, search
categories enable you to group search
definitions logically. A search definition
must belong to at least one search
category. End users run searches against
search categories, not individual search
definitions. It is a requirement that at
least one search category exists with
exactly the same name as the search
definition. Search categories will need to
be defined for each search group used by
the applications.
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Setting Up PeopleSoft Services Procurement
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Page Name
Definition Name
Usage
Deploy/Delete Object
PTSF_DEPLOY_SBO/ PTSF_DEPLOY Use this page to Deploy/delete objects.
_CAT
Once the Search Definition and Search
Category are created, they have to
be deployed. The Search Definition
has to be deployed first. This process
creates the SES source and schedule
objects. SES maintains its own definition
of an index in the form of the SES
source object. The Search Category is
automatically deployed when the Search
Definition is Deployed. Deletion can also
be done from the same page.
Schedule Search Index Page
PTSF_SCHEDULE_SI
Use this page to schedule (or create) a
new search index. Once the index and
category have been deployed, search
index can be created.
"Building an Index" (PeopleSoft FSCM
9.2: Application Fundamentals)
Search Test Page
PTSF_SRCH_TEST_M/ PTSF_SRCH_
TEST_RES
Use this page to test Search Framework
output. Once the Search index has been
built, the results can be tested using the
Search Test page.
Reason Code Page
SPB_REASON_CD
Define reason codes related to each
reason type.
Region Codes Page
REGION_CD
Define Services Procurement region
codes.
Region Codes Address Page
REGION_CD_ADDR
Enter service region code address
information.
Region Codes Page
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Chapter 4
Setting Up PeopleSoft Services Procurement
Page Name
Definition Name
Usage
Service Region Structure
PSTREEMGR or SPB_
REGIONLOCATION
Maintain region structures using region
tree or location by region.
The Region Tree Structure check box
on the Services Procurement Installation
Options page determines which method
is used.
The navigation for this page changes
depending on your setting for the Use
Region Tree Structure check box defined
on the Services Procurement Installation
Options page. When you select the
Use Region Tree Structure option on
the Services Procurement Installation
Options page, the system accesses the
Tree Manager page, where you can
maintain the region structure. If you do
not select the Use Region Tree Structure
option, the system navigates you to the
Location by Region page, where you
can specify locations that are included in
each region.
"Ship To Locations Page" (PeopleSoft
9.2: Source to Settle Common
Information)
SHIPTO_HDR
Define a ship to location code. This
location is used on the service requisition
as the place where the services are to be
performed.
Tree Manager Page
PSTREEMGR
View and modify trees needed for service
regions and purchase items.
"Maintaining the FED_RC02_Accounts
Tree" (PeopleSoft FSCM 9.2: General
Ledger)
"Units of Measure Page" (PeopleSoft
FSCM 9.2: Application Fundamentals)
UNITS_OF_MEASURE
Establish units of measure for your
resources.
Related Links
"Account Types Page" (PeopleSoft FSCM 9.2: Application Fundamentals)
"Department Page" (PeopleSoft FSCM 9.2: Application Fundamentals)
"Setting Up Locations" (PeopleSoft FSCM 9.2: Application Fundamentals)
"Establishing Regions and Region Codes" (PeopleSoft FSCM 9.2: Application Fundamentals)
"Defining Additional Common Information" (PeopleSoft FSCM 9.2: Application Fundamentals)
Understanding Reason Codes
PeopleSoft Services Procurement supports reason codes for certain actions. Supported actions include,
but are not limited to, transactions that are denied, withdrawn, declined, rejected, ended, terminated, or
canceled. Reason codes are used to track the reason that requesters, service coordinators, approvers, and
service provider contacts perform certain actions. Reason codes are defined by reason type. Reason types
correspond to actions and reason codes are the reasons given for the action. You can add a reason code
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Setting Up PeopleSoft Services Procurement
Chapter 4
that provides more specific reasons for performing an action. PeopleSoft Services Procurement provides
reason types and codes, but you can add more to meet business requirements.
Use of the reason codes is determined at the business unit level. By default, reason codes are not enforced
or required. The system administrators can select the reason code tab on the Business Unit page to enable
the use of reason codes for specific reason types. Reason codes can be mandatory, optional, or not used.
Note: You create the appropriate reason codes to use throughout the fulfillment process for each reason
type.
When a user denies a transaction for a business unit that uses reason codes, the appropriate reason code
confirmation page automatically appears so that you can enter the reason that the transaction was denied.
Comments entered for the reason code are supplied by default, but you can change the values.
If the reason code and comments are mandatory for a business unit, all actions associated with that reason
type within the business unit require a reason code and comments.
Defining Automatic Numbering
These Services Procurement fields use automatic numbering:
Field Name
Field Value
Description
Short Description
NUM_TYPE
SPID
Person ID
Person ID
NUM_TYPE
SPIN
Service Procurement Invoice
Srvc Inv
NUM_TYPE
SPRQ
Service Requisition
Srvc Req
NUM_TYPE
SPWO
Work Order Code
Work Order
NUM_TYPE
SPAT
Timesheet
Timesheet
NUM_TYPE
SPPL
Progress Logs
Progress Logs
Region Codes Page
Use the Region Codes page (REGION_CD) to Define Services Procurement region codes.
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Navigation
•
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions,
Service Region Code
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Regions/
Ratesheets, Service Region Code
Image: Region Codes page
This example illustrates the fields and controls on the Region Codes page. You can find definitions for the
fields and controls later on this page.
After you enter information on the Region Codes page, you can select the Region Codes Address tab to
enter related information on the Region Codes Address page.
Only regions with a category of procurement are used in PeopleSoft Services Procurement. Regions
added from the link on the Define Services Procurement page are automatically created with a category of
procurement.
Administer File Attachments Page
Use the Administer File Attachments page (SAC_ATT_ADMIN) to add new file attachment servers, and
change the currently active server.
Navigation
•
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions, File
Attachment Server
•
Set Up Financials/Supply Chain, Common Definitions, File Attachments, Administer File
Attachments
1. Click the Add FTP Server button.
2. Enter the login name, password, server name for AUC_ATTACH, and path name.
3. Repeat steps 1 and 2, and create a server named AUC_TEMP.
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Chapter 4
Reason Code Page
Use the Reason Code page (SPB_REASON_CD) to define reason codes related to each reason type.
Navigation
•
Services Procurement, Define Services Procurement, General Setup, System-Wide Definitions,
Service Reason Code
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Reason Codes
Image: Reason Code page
This example illustrates the fields and controls on the Reason Code page. You can find definitions for the
fields and controls later on this page.
Reason Codes - Requisitions
Reason codes are available on requisitions when the following actions are performed:
•
Requisition Approvals: The requisition approver denies requisition or requisition lines. A
confirmation page appears and the approver can enter a reason code and related comments.
•
Cancel Requisition Header or Lines Confirmation: The requester cancels a requisition header or line.
A confirmation page appears and the user can enter a reason code and comments to support their
reasons for canceling the requisition.
Note: If a requester cancels the requisition header, the reason code and comments are copied to all
canceled lines. If a requester cancels individual lines and the last line is canceled, the system prompts
the requester to cancel the header as well. If the requester cancels the header, the reason code for the
header is supplied by default from the last line, and you can change it to a different reason code.
If encumbrances are enabled (in a commitment-controlled environment), the canceled line amounts
are deducted from the encumbrance amount.
•
Requisition Changes: Changes made to a requisition after approval, budget checking, or sourcing may
require the assignment of a reason code, based on the related template and business unit definition set
up.
To maintain reason codes for a requisition change, retrieve the tracking change reason code setup from the
PeopleSoft Purchasing processing option and show it as a display-only grid. Change templates are used
to determine whether changes are tracked, require re-approval, and are used to update purchase orders.
Records available for tracking depend upon the installed products.
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Chapter 4
Setting Up PeopleSoft Services Procurement
Reason Codes - Sourcing
Reason codes are available for sourcing when the Service Coordinator cancels a requisition header or line.
A confirmation page appears, and the service coordinator can enter the reason code and related comments.
Reason Codes - Bidding
Reason codes are available for bidding when the following actions are performed:
•
Bid Response: The service coordinator or requester declines a bid or ends communications.
A confirmation page appears, and the service coordinator or requester can enter a reason code and
related comments.
•
Incoming Bid: The service coordinator or requester ends communications.
A confirmation page appears, and the service coordinator or requester can enter a reason code and
related comments
•
Supplier Bid Response and Incoming Bid: A service provider contact withdraws a bid, declines an
offer, or ends communication.
A confirmation page appears, and the service provider contact can enter a reason code and related
comments.
Reason Codes - Work Orders
Reason codes are available for work orders when the following actions are performed:
•
Work Order Approval: The work order approver denies a work order.
A confirmation page appears, and the work order approver can enter a reason code and related
comments.
•
Work Order Details: The requester or service coordinator cancels or terminates a work order.
A confirmation page appears, and the requester and service coordinator can enter a reason code and
related comments.
Reason Codes - Timesheets
Reason codes are available for Timesheets when the timesheet approvers deny a timesheet. A
confirmation page appears, and the approver can enter a reason code and related comments.
Reason Codes - Progress Logs
Reason codes are available for progress logs when the progress log approvers deny a progress log. A
confirmation page appears, and the approver can enter a reason code and related comments.
Reason Codes - Invoices
Reason codes are available for Invoices when the invoice approvers deny an invoice. A confirmation page
appears, and the approver can enter a reason code and related comments.
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Setting Up PeopleSoft Services Procurement
Chapter 4
Reason Codes – Expenses
Reason codes are available for Expenses when the expense approvers deny an expense sheet. A
confirmation page appears, and the approver can enter a reason code and related comments.
Defining Project and Activities Definitions
To set up activities by service, use the Activities by Service (SPB_SRC_ACT) component or the
Activities by Service (SP_ACT_BY_SVTYP) component. To define project activities, use the Project
Activities (SPA_PROJ_ACT) component. To define project roles associated with activities, use the
Service/Project Role (SPB_PROJ_ROLE) component.
To maintain project information, use the Maintain Service Projects (SPA_PROJECT) component. To
set up project types, use the Project Types (SPA_PROJ_TYPE_DEFN) component. To set up service
activities, use the Service Activities (SPB_ACTIVITY_TBL) component.
This topic discusses how to define project and activities definitions.
Pages Used to Define Project and Activities Definitions
Page Name
Definition Name
Usage
Project Types Page
SPA_PROJ_TYPE_DEFN
Maintain project types.
Manage Services Projects
SPA_MANAGE_PROJ
Manage services projects from a central
location.
Maintain Services Projects Page
SPA_PROJECT
Maintain project information.
This page is available only when Project
Costing is implemented.
Project Activities Page
SPA_PROJ_ACT
Define a project activity.
Service Activities Page
SPB_SETID_ACTIVITY
Define service activities for deliverablesbased services.
Bid Factors by Activity Page
SP_BDFTR_BY_ACT_PG
Define the bid factors by deliverable
activity.
Service Activities Page
Bid Factor Group Page
SP_BDFTR_GRP_SRCH
Select bid factors to add to the service
activity.
Service Activities Page
Activities by Service Page
86
SPB_SRC_ACT
Associate one or more activities with a
service.
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Chapter 4
Setting Up PeopleSoft Services Procurement
Page Name
Definition Name
Usage
Activities by Service Type Page
SP_ACT_BY_SVTYP
Associate one or more activities with a
service type.
This page is available only when Project
Costing is not implemented.
Project Types Page
Use the Project Types page (SPA_PROJ_TYPE_DEFN) to maintain project types.
Navigation
•
Services Procurement, Define Services Procurement, General Setup, Project/Activities Definitions,
Project Types
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Projects, Project Types
Projects are classified in groups called project types. For example, you can have construction projects,
maintenance projects, and capital projects. Setting up project types and assigning them to projects enables
you to analyze all projects of a certain type in relation to one another.
Maintain Services Projects Page
Use the Maintain Services Projects page (SPA_PROJECT) to maintain project information.
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Chapter 4
Navigation
Click the Add button or click the link for an existing project from the Manage Service Projects page.
Image: Maintain Services Projects page
This example illustrates the fields and controls on the Maintain Services Projects page. You can find
definitions for the fields and controls later on this page.
Processing Status
Select the activity status. Values are Active and Inactive.
Project Type
Enter the project type.
Percent Complete
Enter the percentage completed for the activity and the as of
date for the specified percentage.
Start Date
Enter the project start date.
End Date
Select the project end date
Time Template
Enter the time template associated with the project
Project Activities Page
Use the Project Activities page (SPA_PROJ_ACT) to define a project activity.
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Navigation
•
Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions,
Project Activities
•
Services Procurement, Manage Projects and Activities, Project Activities
Image: Project Activities page
This example illustrates the fields and controls on the Project Activities page. You can find definitions for
the fields and controls later on this page.
Description
Enter the activity description.
Status
Select the activity status. Values are Active and Inactive.
Service Activities Page
Use the Service Activities page (SPB_SETID_ACTIVITY) to define service activities for deliverablesbased services.
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Navigation
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services,
Service Activities
•
Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions,
Service Activities
Image: Service Activities Page
This example illustrates the fields and controls on the Service Activities Page. You can find definitions for
the fields and controls later on this page.
When Project Costing is not installed, service activities replace project activities and are used for both
resource and deliverable-based services. When Project Costing is installed, service activities are defined
for resource-based generic activities and for deliverables-based services. When the deliverables-based
service is selected on a requisition, the activities linked to the service are also linked to the requisition.
The bid factors linked to the activities appear by default on the Bid Factors by Requisition page.
Unlike project activities, service activities are not linked to projects. Therefore, service activities can be
shared across projects.
Activity Type
Activity Sub Type
Select an activity type. Values are:
•
Deliverable: Select to activate the Activity Sub Type field
values of Rate Based and Milestone activities.
•
Resource: Select to activate the Activity Sub Type field
values of Generic Activity and Specific Activity.
Activity sub type is used to indicate the type work that this
activity can be used for. The available values depend on the
activity type that was selected.
When the activity type is Resource, the available Activity Sub
Type values are Generic Activity and Specific Activity. Specific
activities can be associated with resource-based service types
and selected on related work orders to make them available
during time entry. Generic activities are not related to work
orders, but are available during time entry for any resourcebased work order.
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Chapter 4
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When the Activity Type is Deliverable, the available Activity
Sub Type values are Milestone and Rate Based. Specific
activities can be associated with deliverable-based work orders
to make them available during time entry.
Status
Select a status. Values are Activeand Inactive.
Inactive activities cannot be added to a service type or work
order.
Billable
Select to indicate that time associated with this activity is
billable. This value acts as a default for the Activities by Service
Type page.
Bid Factors by Activity
Click to access the Bid Factors by Activity page. You use the
page to associate bid factors with activities. When you enter
a service on a deliverable-based requisition, the bid factors
linked to the activities for the service appear on the requisition.
This enables suppliers to enter responses to these bid factors.
The suppliers responses can be compared with each other to
determine which supplier has the best bid.
Click Select Bid Factor Group to select bid factors from existing
bid factor groups. Click OK to return to the Bid Factors by
Service page.
Activities by Service Page
Use the Activities by Service page (SPB_SRC_ACT) to associate one or more activities with a service.
Navigation
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services,
Activities by Service
•
Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions,
Activities can be linked to deliverables-based services. If activities exist that are typically performed for
a service, you can link the activities to the service. When a requisition is created for a deliverables-based
requisition, the activities linked to that service appear by default on the requisition, as well as bid factors
linked to the activity.
Activity
Enter an activity to associate with a service.
Rate Amount
Enter a deliverable rate amount.
Note: This option is used for rate-based activities only.
Rate Unit of Measure
Enter the rate in the unit of measure that is used throughout the
fulfillment process.
Note: This option is used for rate-based activities only.
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Allow Delete Activity
Chapter 4
Use this option during sourcing to control whether the service
coordinator can remove bid factors associated with this activity
from a requisition.
Activities by Service Type Page
Use the Activities by Service Type page (SP_ACT_BY_SVTYP) to associate one or more activities with
a service type.
Navigation
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services,
Activities by Service Type
•
Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions,
Activities by Service Type
Activities can be linked to service types when Project Costing is not implemented. The activities available
for a work order will be limited to those that have been linked to the related service type.
Activity
Enter an activity to associate with a service type.
Billable
Indicate whether this is a billable activity for the service type.
Status
Indicate whether the status of the activity is active or inactive
for the service type. Inactive activities cannot be selected during
time or progress entry.
Establishing Services Procurement ChartField Security
ChartFields are the fields that store charts of accounts and provide the system with the basic structure
to segregate and categorize transactional and budget data. PeopleSoft software enables you to restrict
access to your financial data within PeopleSoft Services Procurement and across all PeopleSoft Financials
Supply Chain Management (FSCM) applications. The ChartField Security feature prevents unauthorized
employees and contractors from viewing and editing financial data. Other security features within
PeopleSoft software enable you to restrict access by business unit, ledger, SetID, pay cycle, book code,
and project ID; however, the ChartField Security feature enables you to restrict access to specific financial
data by restricting access to a ChartField value or combination.
Security by ChartField combination enables you to allow access to most financial data, such as
requisitions and work order costs, and still restrict access to sensitive data, such as service costs. Using
ChartField security, you can enable access to sensitive ChartField combinations by user IDs, user roles, or
permission lists.
The following components in PeopleSoft Services Procurement can be restricted with ChartField security:
92
•
SPF_WORK_ORDER_CMP – Work Order Component (secures prompt edit table values).
•
SPF_WORK_ORDER_CMP – WorkOrder Component (secures work order cost information).
•
SPF_REQ_LINE – Maintain SP Requisition Line (secures prompt edit table values).
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Chapter 4
Setting Up PeopleSoft Services Procurement
•
SPF_REQ_SUMMARY – SP Requisition Summary (secures requisition line job information).
The core system for setting up and using ChartField security is described in the ChartField Security
feature, including specific information about PeopleSoft Services Procurement components. For more
information, see the Securing ChartFields set of topics of the PeopleSoft Components documentation.
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PeopleSoft Services Procurement
Prerequisites
You must perform the following:
•
Register user profiles.
•
If you want to be able to replace service coordinators, you must define a URL for the email
notification.
Modify the SP_REPLACESC_EM and SP_REPLACETEAM_EM URL identifiers on the URL
Maintenance page (PeopleTools, Utilities, Administration, URLs) to indicate the location to which
email notifications should be sent regarding the replacement service coordinators or teams.
Related Links
Replace Service Coordinator Page
Maintaining Service Setup
To define competency types, use the Competency Types (RS_CM_TYPE_TABLE) component. To
define competencies, use the Competencies (RS_CM_COMPTNCY_TBL) component. Use the
RS_CM_COMPTNCY_TBL component interface to load data into the tables for this component.
To set up competencies by SetID, use the Competency by SetID (SP_COMP_BY_SETID) component. To
maintain role distribution, use the Role Distribution (SP_DSTRLST) component.
To set up rating models, use the Rating Models (RS_CM_REVW_RAT_TBL) component.
To capture years of experience, use the Maintain Experience (SP_EXPERIENCE) component. To
maintain service requests, use the Service Request Type (SP_REQUEST_TYPE) component. To set up
service types by service, use the Service Types by Service (SPB_PJROLE_SERVICE) component.
To maintain logistical tasks, use the Logistical Task (SPB_TASK_CMP) component. To define logistical
task groups, use the Logistical Task Group (SPB_TASK_GROUP_CMP) component. To associate tasks
by task groups, use the Assign Tasks to Task Group (SPB_TASKTOGROUP) component.
To set up service types, use the Service Types (SPB_ROLE_TYPE) component.
To maintain rate sheets, use the Services Rate Sheet (SPB_RATESHEET) component. To set up services/
roles by service types, use the Services/Roles by Service Types (SPB_ROLESBYTYPE) component. To
set up service and project role attributes, use the Service/Project Roles Attributes (SPB_ROLE_COMP)
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Chapter 5
component. To assign task groups to service types, use the Assign Tasks Groups to Service Types
(SPB_ROLE_TASKGP) component.
This topic discusses how to maintain service setup.
Pages Used to Maintain Service Setup
Page Name
Definition Name
Usage
Service Request Types
SP_REQUEST_TYPE
Maintain service request types.
Role Distribution List Page
SP_DSTRLST
Specify the role distribution lists that
receive work order surveys and alerts.
Competency Page
RS_CM_TYPE_TBL
Enter a long or short description for new
competency types.
Competency Page
RS_CM_COMPTNCY_TBL
Define competencies.
"Establishing Application Setup Tables
for Competencies" (PeopleSoft FSCM
9.2: Resource Management)
Maintain Competencies by SetID Page
SP_COMPBYSETID_PG
Define competencies by SetID.
Rating Model Page
RS_CM_REVW_RAT_TBL
Select the model used to rate a
candidate's competency.
Service Types Page
SPB_ROLE_TYPE
Set up service types.
Service/Role by Service Type Page
SPB_ROLESBYTYPE
Define Service (project roles) by role
type.
Surveys by Service Type Page
SP_SURVEY_BY_SVTYP
Associate service type with one or more
surveys.
VMS Supplier by Business Unit and
Service Type Page
SPB_VMS_BU_SRVC
Associate the VMS supplier by business
unit and service type.
This page is only available if you do
not have the Managed Service Provider
Installation option enabled on the
Services Procurement Installation
Options page.
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Assign Individual Services to Multi
Resource Service Page
SPB_MULTI_SRVC
Maintain service type/service by multiresource service type.
Service/Project Role
SPB_PROJ_ROLE
Set up service (project role).
Service/Project Role Attributes Page
SPB_ROLE_COMP_PG
Maintain service (project role) attributes
Service Types by Service
SPB_PJROLE_SERVICE
View service types associated with
services.
Years of Experience
SP_EXPERIENCE_PG
Maintain Experience values.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Page Name
Definition Name
Usage
Maintain Rate Sheet Page
SPB_RATESHEET_NEW
Maintain standard rates by region and
service (project role).
Rate Sheet List Page
SPB_RS_LIST
View rate sheet lists.
Logistical Tasks Page
SPB_TASK_PG
Maintain work order logistical tasks.
Logistical Task Group
SPB_TASK_GROUP_PG
Define logistical task groups.
Tasks by Task Groups
SPB_TASKTOGROUP_PG
Associate one or more tasks to a task
group.
Task Group by Service Type
SPB_ROLE_TASKGP_PG
Define task groups by service type.
Response Type Page
SP_SUR_RESTYP
Define formats and answer choices for
work order survey questions.
Setup Survey Page
SP_SUR_DEFN
Define questions, role distribution
lists and response types for work order
surveys.
Survey Setup - Service Type Page
SP_SUR_DEFN_SVTYP
View the service types related to the
survey.
Role Distribution List Page
Use the Role Distribution List page (SP_DSTRLST) to specify the role distribution lists that receive work
order surveys and alerts.
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Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Role Distribution Lists
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Role Distribution Lists
Image: Role Distribution List page
This example illustrates the fields and controls on the Role Distribution List page. You can find
definitions for the fields and controls later on this page.
Use role distribution lists to send survey and work order alert notifications.
Role Distribution List
Indicates the name of the new distribution list.
Role Action Description
Select from the available work order role actions for the
distribution list.
Related Links
Setting Up Surveys
Competency Page
Use the Competency Types page (RS_CM_TYPE_TBL) to enter a long or short description for new
competency types.
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Chapter 5
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Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Competency Setup,
Competency Types
•
Set Up Financials/Supply Chain, Common Definitions, Resource Data, Competency Types
Image: Competency page
This example illustrates the fields and controls on the Competency page. You can find definitions for the
fields and controls later on this page.
Use competencies from requisitions to indicate the skills that you need on the project.
Competencies also exist in the PeopleSoft Human Capital Management (PeopleSoft HCM) database.
If you are integrating with a PeopleSoft HCM database, access the Resource Management Installation
options page and define which product "owns" the competency tables.
Rating Model
Select the model used to rate a candidate's competency.
Competency Type
Type and Description
Enter values to create a logical grouping of competencies.
Maintain Competencies by SetID Page
Use the Competencies by SetID page (SP_COMPBYSETID_PG) to define competencies by SetID.
Navigation
Services Procurement, Define Services Procurement, Service Setup, Competency Setup, Competencies
by SetID
Competency
Select to determine which competencies are available
for selection when defining service attributes or creating
requisitions and work orders.
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Rating Model Page
Use the Rating Model page (RS_CM_REVW_RAT_TBL) to select the model used to rate a candidate's
competency.
Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Competency Setup, Rating
Models
•
Set Up Financials/Supply Chain, Common Definitions, Resource Data, Rating Models
Rating
Enter a rating number. Use this number to determine the range
for the best and worst ratings.
Review Pts (review points)
Enter the review points associated with the rating code, if
desired.
Note: This value is not used within services procurement.
Service Types Page
Use the Service Types page (SPB_ROLE_TYPE) to set up service types.
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Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Service Type Setup, Service
Types
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services,
Service Type
Image: Service Types page
This example illustrates the fields and controls on the Service Types page. You can find definitions for the
fields and controls later on this page.
Service types are a way of grouping roles or services. For example, you can have a service type of DEV
and roles of java developer, QA engineer, and so forth that are linked to that service type. You define
service types at the SetID level.
Service Type
Enter a name for the service type. After you save the service
type, you cannot update the name.
Service Method
Select the service method for the service type. Available options
are:
Deliverable: Select to request services that are generally
performed by an entire work force, such as a requisition for
an entire project, not just the hours worked by a single service
provider.
Multi Resource: Select to request services that support multiple
unique services and service providers. When you select this
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value and enter a service type, the system displays the Multi
Services Information grid box when you enter a service type.
Resource: Select to request the services of an individual service
provider.
Track Resources
Use this option to track resources for deliverable-based work
orders. The system firsts looks to the service type to determine
if resources should be tracked for deliverable-based work
orders. If you do not select this option, the business unit setting
is used.
Note: This option is only available for deliverable-based
engagements.
Category
Select the item category for the service type.
Default Labor Account
Select the account to use as the default account for labor. This
field is optional.
If a value is specified for this field, then the system uses it as a
default when a requisition or work order is created. If a value is
not specified for this field, then the system derives a value from
the business unit.
Default Expense Account
Select an account to use as the default account for the submitted
expenses. This field is optional.
If a value is specified for this field, then the system uses it as a
default when a requisition or work order is created. If a value is
not specified for this field, then the system derives a value from
the business unit.
Progress Reporting Option
Expense Reporting Option
102
Use this option to capture the default report option for Service
Type of Service Method Deliverable.
•
Actual Allocation: Select to enable the service provider
contact to report actual progress against each ChartField
distribution line defined on the work order.
•
Default from Business Unit: Select to use the default
reporting option specified for the business unit. This is the
default value.
•
Percent Allocation: Select to enable the service provider
contact to report total percentage progress against a work
order. The distribution percentage is used to automatically
allocate progress across the predefined ChartField
distribution lines.
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
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
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:
Time Reporting Option
•
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.
•
Default from Business Unit: Select to use the default
reporting option specified for the business unit.
Use this option to determine whether service types with a
service method of Resource require the service provider
to report time against specific ChartField combinations, or
whether the total time is entered and distribution percentages
automatically split time or progress according to the ChartField
distribution defined for the work order. Values are:
•
Actual Allocation: Select to enable the service provider to
report actual time against each ChartField distribution line
defined on the work order.
•
Default from Business Unit: Select to use the default
reporting option specified for the business unit.
•
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.
Note: Service types defined with a service method of
Deliverable are automatically set to a time reporting option of
Percent Allocation.
Allow Expenses
Select how you want to track and report expenses for
assignments. You can use the default value assigned at the
business unit level, allow expenses or not allow expenses.
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Note: When you select Yes value, the expense rate and expense
amount fields are available on requisitions and work orders.
You can also enter and modify expenses for Progress Logs and
Invoices.
May Extend
Select the value that you want to control whether requesters
or service coordinators can extend requisitions or work orders
that use this service type. 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.
Field values include:
Default from Business Unit: Select to use the value defined
for the May Extend check box on the Services Procurement
Bus Unit page. When the check box is selected requesters
and service coordinators can extend requisitions or work
orders. When the check box is deselected, they cannot extend
requisitions or work orders.
No: Select to prevent requesters or service coordinators from
extending requisitions or work orders that use this service type.
Yes: Select to enable requesters and service coordinators to
extend requisitions and work orders that use this service type.
Require Survey by Default
Select to indicate that surveys are mandatory for work orders
that are associated with the specified service type. If you select
this check box, surveys must be complete before the work order
is finalized.
Note: You can override the status of a mandatory survey on a
work order.
Automatically Send Survey
Select to indicate that a survey will be automatically sent to a
recipient at the time the work order is terminated, closed, or
canceled. If a survey is not sent automatically, then you must
click the Send Survey to Recipients button on the work order.
Note: If a survey is automatic, it is sent to all recipients that are
tied to the role as specified on the role distribution list.
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Rate Access
Minimum and Maximum
Enter the minimum and maximum number of suppliers to be
returned from the sourcing rules.
Score
Enter a score range between 0 and 100. Supplier scores must
fall within the required score range to meet requisition source
requirements.
Notification Options
The field values in this group box are identical to the field values that are discussed on the Services
Procurement - Work Order Settings page. For more information about the notification option settings on
this page, refer to the Defining Work Order setting section within this documentation.
See Work Order Settings Page.
Using Work Order Alerts
Select to define alerts for work orders. Alert values on the
service type default onto the work order alerts if alert defaults
are not previously taken from the Requester Defaults or Service
Coordinator Defaults.
Related Links
Understanding Time Management in PeopleSoft Services Procurement
Work Order Settings Page
Understanding Services Work Orders
Service/Role by Service Type Page
Use the Service/Roles by Service Type page (SPB_ROLESBYTYPE) to define Service (project roles) by
role type.
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Chapter 5
Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Service Type Setup, Services/
Roles by Service Type
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services,
Services/Roles by Service Type
Image: Service/Role by Service Types page
This example illustrates the fields and controls on the Service/Role by Service Types page . You can find
definitions for the fields and controls later on this page.
Service types are a way of grouping roles or services. For example, you can have a service type of DEV
and roles of java developer, QA engineer, and so forth that are linked to that service type. When a service
type is selected on a requisition, the services and roles that you can select are only those which are linked
to the service type using this page.
Service/Project Role
Select the title for the services and project role.
Description
Displays the description for the services and project role.
Assign Individual Services to Multi Resource Service Page
Use the Assign Individual Services to Multi Resource Service page (SPB_MULTI_SRVC) to maintain
service type/service by multi-resource service type.
Navigation
Services Procurement, Define Services Procurement, Service Type Setup, Service Type/Service by Multi
Resource Service Type/Service
You use this page to assign default information for individual services related to a multi-resource
service requisition or work order. The services identified here can then be automatically associated to a
transaction for the specified multi-resource service.
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Chapter 5
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Service/Project Role
Select a service and project role combination that you want to
use.
Service/Project Role Attributes Page
Use the Service/Project Role Attributes page (SPB_ROLE_COMP_PG) to set up service (project role).
Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Service (Project Role) Setup,
Service/Project Role Attribute
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Types/Services,
Service/Project Role Attribute
Image: Service/Project Role Attributes page
This example illustrates the fields and controls on the Service/Project Role Attributes page. You can find
definitions for the fields and controls later on this page.
Service and project role attributes appear by default on the requisition. Define them here for simplified
requisition entry.
Description
Enter the description of the service (project role).
Note: This value appears by default on the requisition as the job
title.
Comments
Enter comments that describe the service (project role).
Note: This value appears by default on the requisition as the
scope of work.
Experience
Enter the years of experience that this service (project role)
requires.
Note: This value appears by default on the requisition as the
experience.
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Setting Up Application Specific Options for PeopleSoft Services Procurement
Education Level
Chapter 5
Enter the lowest level of education that this service (project role)
requires.
Note: This value appears by default on the requisition as the
education level.
Interview Required
Select if this service (project role) requires an interview before
hiring someone for the position. If an interview is required,
the system does not allow a service provider to be hired until
interviews have been conducted.
Note: This value appears by default on the requisition as the
interview required.
Competencies
Add or delete competencies to a service.
Note: The competencies associated to the services default onto
the requisition.
Note: The experience, education level and interview required fields are available only for resource-based
requisitions. Experience and education level are informational only and are not used to filter resource
skills on a requisition or work order.
Maintain Rate Sheet Page
Use the Maintain Rate Sheets page (SPB_RATESHEET_NEW) to maintain standard rates by region and
service (project role).
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Chapter 5
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Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Rate Sheet Setup, Maintain
Rate Sheets
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Regions/Rate
Sheets, Maintain Rate Sheets
Image: Maintain Rate Sheets page
This example illustrates the fields and controls on the Maintain Rate Sheets page. You can find definitions
for the fields and controls later on this page.
Use rate sheets to enforce that rates entered on a requisition are reasonable for a particular location. Rate
sheets are defined for a region, project, role and currency. Rate sheets are only applicable to resourcebased roles and services, because deliverables-based services are created for an entire amount, not a
specific rate.
Rate
Allow Override
Select to override the default rate defined on the rate sheet when
you create requisition or work orders.
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Min Rate (minimum rate)
Enter the minimum rate amount that requesters should use
when creating a requisition for the rate sheet role, region, and
currency.
Max Rate (maximum rate)
Enter the maximum rate amount that requesters should enter
when creating a requisition for the rate sheet role, region, and
currency.
Target Rate
Enter the rate that appears by default when creating a requisition
for the rate sheet role, region, and currency.
Note: If you select SP Pay Types Enabled on the Services Procurement Installation Options page, you
can enter minimum, maximum, and target rates for pay rate, fixed cost, supplier markup, and third-party
markup rates on the rate sheet.
Expenses
If you have expenses enabled for the business unit, you can associate expense rates to the rate sheet.
Rate Sheet List Page
Use the Rate Sheet List page (SPB_RS_LIST) to view rate sheet lists.
Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Rate Sheet Setup, Rate Sheet
List
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Regions/Rate
Sheets, Rate Sheets List
Region
Select to access the Maintain Rate Sheets page, where you can
access the rate sheet for the selected region and service and also
view the rate breakdown.
Logistical Tasks Page
Use the Logistical Task page (SPB_TASK_PG) to maintain work order logistical tasks.
Navigation
•
Services Procurement, Define Services Procurement, Service Setup, Tasks and Task Groups,
Logistical Tasks
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Work Order Tasks,
Logistical Tasks
You associate logistical tasks with a work order when the work order is created manually or generated
from a requisition. The tasks related to the service type selected on the work order are automatically
linked to the work order.
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Work Order Type
Approval Type
Select a work order type. Values are:
•
Original: Select to associate the logistical task to normal
work orders.
•
Extension: Select to associate the logistical task to extended
work orders.
•
Reassignment Select to associate the logistical task to
reassigned work orders.
•
Both: Select to associate the logistical task to both normal
and extended work orders.
Select work order approval type. Values are:
•
Pre-approval: Select if tasks must be completed after
creating the work order and before submitting the work
order for approval.
For example, a pre-approval logistical task might include
assigning a new badge or ordering a new laptop.
•
Post-approval: Select if tasks must be completed after the
work order is approved and before a work order is released
to a service provider.
For example, a post-approval logistical task might include
scheduling orientation or setting up the service provider
email account.
•
Off-board: Select if tasks must be completed after the work
order release date and before closing the work order.
For example, off-board logistical tasks might include
collecting the laptop or closing the email account after the
service provider has quit the job.
Terminate: Select if supplier must confirm a termination action
before continuing with the work order.
Execution Type
Select work order execution type. Values are:
•
Automatic: Select if tasks assigned to the work order are
automatically assumed to be complete.
Note: An email notification is automatically sent to the
appropriate person.
•
Mandatory: Select if pre-approval tasks have to be
completed before approving the work order or if postapproval tasks have to be completed before releasing the
work order.
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•
Assign To
Chapter 5
Optional: Select if it is optional to complete the tasks before
approving or releasing the work order.
Select a default assigned to person. This field dynamically
generates and assigns logistical tasks to the default assigned to
person. Email notification is automatically sent to this person.
Values are:
•
Requester
•
Service Provider Contact
•
Default
Defining Service Supplier Setup
To create suppliers, use the Supplier (VNDR_ID) component. Use the EM_VENDOR_CI component
interface to load data into the tables for this component.
To view suppliers by service, use the Supplier By Service (SPB_SPLR_PROJROLE) component. To set
up supplier sourcing, use the Supplier Sourcing (SPB_SUP_SRC_SETUP) component. To define services
by supplier, use the Services by Supplier (SPB_PROJROLEBYSUPL) component.
To set up suppliers by service types, use the Suppliers by Service Types (SPB_SUPLBYROLETYPE)
component. To define regions by supplier, use the Regions by Supplier (SPB_SPLR_REGION)
component.
To define regions and service types by suppliers, use the Regions/Service Types by Supplier
(SPB_SPLR_REGSER) component. To define suppliers by region, use the Suppliers by Region
(SPB_REGION_SPLR) component. To set up suppliers by region and service type, use the Suppliers
by Region/Service Type (SPB_REGSER_SPLR) component. To set up suppliers by region and service,
use the Suppliers by Region/Service (SPB_REGROLE_SPLR) component. To set up services supplier
information, use the Services Details (VENDOR_SPRO) component.
This topic discusses how to define service supplier set up.
Pages Used to Define Service Supplier Setup
Page Name
Definition Name
Usage
Tree Definitions and Properties
PSTREEDEFN
Build the region tree hierarchy.
Building the Region Hierarchy
112
Region Codes Page
REGION_CD
Define procurement region codes.
Identifying Information Page
VNDR_ID1_SUM
Maintain supplier information.
Services Supplier Info Page
VENDOR_SPRO_PG
Maintain suppliers as service suppliers.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Page Name
Definition Name
Usage
Supplier Network Setup Page
SPB_SUP_NETWORK
Maintain a network of service suppliers
for each business unit.
Supplier Sourcing Setup Page
SPB_SPLR_REGION_PG
Maintain sourcing rules for suppliers by
associating them with regions, service
types and services.
Supplier Sourcing Setup - Service Type
Page
SPB_ROLETYPEBYSUPL
Associate resource suppliers with service
types.
Supplier Sourcing Setup Page
Supplier Sourcing Setup - Service Type
by Region Page
SPB_SPLR_REGSER_P
Associate active resource suppliers with
regions and service types, and associate
regions and service types with a resource
supplier.
Supplier Sourcing Setup Page
Supplier Sourcing Setup - Service Page
SPB_PROJROLEBYSUPL
Associate services with deliverables
suppliers.
Supplier Sourcing Setup Page
Supplier Sourcing Setup - Service by
Region Page
SPB_SPLR_REGROL
Associate deliverables suppliers with
regions and services.
Supplier Sourcing Setup Page
Suppliers by Region Page
SPB_REGION_SPLR_PG
Displays suppliers by region.
Suppliers by Service Type (for resource
services)
SPB_SUPLBYROLETYPE
Displays resource suppliers by service
types.
Suppliers by Region/Service Type (for
resource services)
SPB_REGSER_SPLR_PG
Displays suppliers by regions and service
types.
Suppliers by Service (for deliverable
services)
SPB_SPLR_PROJROLE
Displays suppliers by service.
Suppliers by Region/Service (for
deliverable services)
SPB_REGROLE_SPLR
Displays suppliers by region and service.
Building the Region Hierarchy
Use the region hierarchy tree structure to build the Supplier by Region and Rate Sheets by Region
components graphically. This visual structure associates suppliers with procurement regions and enables
you to determine the best suppliers for a given region. Expand the region nodes to view specific ship to
locations (leafs) within the region.
The region tree is only used within Services Procurement if the Use Region Tree Structure check box is
selected on the Services Procurement Installation Options page. If the check box is deselected, there is no
parent child relationship defined between the different regions, only locations are assigned to the regions.
With the region hierarchy, you can also:
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Chapter 5
•
Determine the best supplier to fill a requisition requirement.
•
Create requisitions for specific regions (ship to locations) and source them to qualified suppliers in
those regions.
•
Source requisitions to suppliers that match region and rate sheet requirements.
To build the region hierarchy:
1. Access the Region Codes page and set up PeopleSoft Services Procurement region codes.
2. Access the Tree Manager page and set up the tree definition and properties.
Select REGION_TREE as the structure ID, enter a description and SetID, and select Level Not Used
for the Use of Levels field.
3. Add a root node by selecting one of the available values.
Related Links
Defining the Region Hierarchy
Identifying Information Page
Use the Identifying Information page (VNDR_ID1_SUM) to maintain supplier information.
Navigation
•
Services Procurement, Define Services Procurement, Services Supplier Setup, Supplier Information
•
eProcurement, Buyer Center, Suppliers, Maintain Suppliers, Supplier Information
Note: Administrators can create, approve, and deactivate suppliers. To enable administrator access, select
all options on the Supplier Processing Authority page.
Related Links
"Understanding Supplier Maintenance" (PeopleSoft 9.2: Source to Settle Common Information)
Services Supplier Info Page
Use the Services Supplier Info page (VENDOR_SPRO_PG) to maintain suppliers as service suppliers.
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Navigation
•
Services Procurement, Define Services Procurement, Services Supplier Setup, Service Supplier
Information
•
Services Procurement, Define Services Suppliers, Service Details
Image: Services Supplier Info Page
This example illustrates the fields and controls on the Services Supplier Info Page. You can find
definitions for the fields and controls later on this page.
Supplier Type
Select Resource, Deliverable, or Both. The supplier type
determines what type of requisitions the supplier can fill. If a
supplier only provides hourly employees, select Resource. If a
supplier only provides services that are paid in one total amount,
select Deliverable. If the supplier can provide both types of
services, select Both.
Multi Resource Supplier
Select to indicate that this supplier can be included for multiresource transactions. These transactions support multiple,
unique services and service providers in Services Procurement
requisitions, sourcing, and work orders. You must select this
check box to enable this supplier to be used use multiple
resource services.
Internal Supplier
Select if the supplier is internal to your organization.
Include in Invoice Approval
Select if invoices should be routed to the supplier for approval
before being routed internally for approval.
If this option is selected after work orders have already been
opened for the supplier, then the Supplier Invoice Approver
name on these work orders will be missing. Therefore, the
system issues a warning whenever this option is selected to
remind the user to review all open work orders for this supplier
and to assign a supplier invoice approver.
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If the Supplier Invoice Approver is missing on any work orders,
invoicing will bypass submitting the invoice to suppliers
for approval even though this option is selected to Include in
Invoice Approval.
Ethnicity
If the supplier is minority owned, select the ethnicity of the
owner.
Score
Displays the supplier score as determined from data analysis.
Supplier Network Setup Page
Use the Supplier Network Setup page (SPB_SUP_NETWORK) to maintain a network of service
suppliers for each business unit.
Navigation
•
Services Procurement, Define Services Procurement, Services Supplier Setup, Supplier Network
Setup
•
Services Procurement, Define Services Suppliers, Supplier Network Setup
Image: Supplier Network Setup page
This example illustrates the fields and controls on the Supplier Network Setup page. You can find
definitions for the fields and controls later on this page.
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Click to access the Supplier Sourcing Setup component, where
you can organize service suppliers by business unit, region,
service type, and service.
Note: When a supplier is both a resource- and deliverable-type supplier and the supplier is a multipleresource supplier, multi-resource types are included in the list of values for the Service Type field.
Supplier Sourcing Setup Page
Use the Supplier Sourcing Setup - Region page (SPB_SPLR_REGION_PG) to maintain sourcing rules
for suppliers by associating them with regions, service types and services.
Navigation
•
Services Procurement, Define Services Procurement, Services Supplier Setup, Supplier Sourcing
Setup
•
Services Procurement, Define Services Suppliers, Supplier Sourcing Setup
Image: Supplier Sourcing Setup page
This example illustrates the fields and controls on the Supplier Sourcing Setup page.
Use the Supplier Sourcing Setup component to add suppliers to the supplier network in one central
location. Use this component to organize service supplier information by business unit, region, service
type, service type by region, service, and service by region.
If a supplier is deliverable-based and also a multi-resource services supplier, all five tabs appear for the
supplier, but only the multi-resource service types are selectable from the service type prompt.
Suppliers by Region Page
Use the Suppliers by Region page (SPB_REGION_SPLR_PG) to displays suppliers by region.
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Chapter 5
Navigation
•
Services Procurement, Define Services Procurement, Services Supplier Setup, Suppliers by Region
•
Services Procurement, Define Services Suppliers, Suppliers by Region.
Image: Suppliers by Region page
This example illustrates the fields and controls on the Suppliers by Region page. You can find definitions
for the fields and controls later on this page.
Note: If the region tree structure is enabled, use the region hierarchy tree structure to build the supplier
and region associations graphically.
Defining Sourcing Setup
To set up bid factors, use the Bid Factor Setup (BID_FACTOR_COMP) component. To create bid factor
groups, use the Bid Factor Group Setup (BID_FCTR_GRP_COMP) component.
To set up services procurement pay types, use the Services Procurement Pay Types (SPB_PAY_TYPES)
component. To set up bid factors mapping, use the Bid Factor Mapping (SPF_BIDFCTR_MAP)
component. To set up bid factors by category, use the Bid Factor by Category (SP_BDFTR_CAT_COMP)
component.
To define autosourcing parameters, use the Autosource (SPF_AUTOSOURCE) component. To define
markups by service type, use the Markups by Service Types (SPB_SRVC_MRKUP) component. To
maintain markups by region, use the Markup by Region (SPB_RGN_MRKUP) component.
This topic provides an overview of the bid factor processes and discusses how to define sourcing setup.
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Pages Used to Define Sourcing Setup
Page Name
Definition Name
Usage
Automatic Sourcing Page
SPF_AUTOSOURCE
Define rules to automatically source
upon requisition approval.
Bid Factor Setup Page
BID_FACTOR_PNL
Create bid factors.
Assign Business Units and Departments
to Bid Factor Page
BID_FCTR_BUDEPT
Assign business units and departments to
bid factors.
Bid Factor Setup Page
Assign Defaulting Rules to Bid Factor
Page
BID_FACTOR_LINE
Assign Response Query to Bid Factor
Page
BID_FCTR_QRY
Assign Contract Clauses Page
BID_FCTR_CLAUSE
Assign defaulting rules to bid factors.
Bid Factor Setup Page
Associate response query to bid factors.
Bid Factor Setup Page
Assign contract clauses to bid factors.
Bid Factor Setup Page
Assign Contract Agreements Page
BID_FCTR_AGRMNT
Assign contract agreements.
Bid Factor Setup Page
"Bid Factor Group Page" (PeopleSoft
FSCM 9.2: Strategic Sourcing)
BID_FACTOR_GRP
Group bid factors.
Bid Factor Mapping Page
SPF_BIDFCTR_MAP_PG
Map predefined attributes to bid factors
in the strategic sourcing module.
Bid Factors by Category Page
SP_BDFTR_BY_CAT_PG
Associate bid factors by category.
Services Procurement Pay Types Page
SPB_PAY_TYPES
Maintain descriptive labels for each pay
type.
Markup Details Page
SPB_SRVC_MRKUP
Maintain supplier markup information by
service type.
Maintain Markups by Region Page
SPB_RGN_MRKUP
Maintain supplier markup information by
region.
Performance Level Code Page
SPB_LVL_CD
Maintain performance level codes for a
supplier.
Supplier Scoring Rule Page
SPB_SUP_SCORE_RULE
Maintain supplier scoring rules.
Understanding Bid Factors
With PeopleSoft Services Procurement bid factors, you can:
•
Define bid factor rules that help select qualified bids.
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Setting Up Application Specific Options for PeopleSoft Services Procurement
•
Effectively manage a vast number of bid submittals for a requisition.
•
Speed up the submittal process by calculating the best and worst bid scores.
•
View bid factor scores across a bid pool.
Chapter 5
Bid Factors and Requisitions
PeopleSoft Services Procurement makes it possible for bid factors to appear by default on the requisition.
This ensures that bid factors relevant to the requisition automatically appear on the requisition. Bid factors
can be added instantly while creating the requisition and can be edited before sourcing the requisition.
Setting up the standard bid factors helps alleviate the work during requisition creation and sourcing.
Bid factors appear by default from several setup pages:
•
Bid Factor Mapping: Enables the user to define which bid factors should appear on deliverables-based
requisitions and which should appear on resource-based requisitions.
A bid factor can appear on both resource and deliverable requisitions.
•
Bid Factors by Category: You can add bid factors to item categories. The item category links to the
service type on the requisition.
When you select the service type on the requisition, the bid factors matching that service type appear
by default onto the Bid Factors by Requisition page.
•
Bid Factor by Service: You can link bid factors to services and project roles.
When you select the services and project role on the requisitions, the bid factors linked to that services
and project role appear by default on the Bid Factors by Requisition page.
•
Bid Factors by Activity: You can link bid factors to deliverable activities.
When a service is selected on a deliverables requisition, the bid factors linked to the activities by
service appear by default on the Bid Factors by Requisition page.
Note: If the same bid factor is defined in multiple defaulting pages, the system deletes the duplicates
so that a bid factor only appears once on the Bid Factors by Requisition page.
Related Links
Understanding Requisitions
Bid Factor Setup Page
Use the Bid Factor Setup page (BID_FACTOR_PNL) to create bid factors.
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Navigation
•
Services Procurement, Define Services Procurement, Sourcing Setup, Bid Factor Setup, Bid Factor
Setup
•
Sourcing, Create Events, Bid Factor Setup
Image: Bid Factor Setup page
This example illustrates the fields and controls on the Bid Factor Setup page. You can find definitions for
the fields and controls later on this page.
Default Weighting
Assign an ideal default weighting for the bid factor question that
you create.
Type
Select the bid factor type. The bid factor type determines the bid
factor questions. Values are:
•
Date
•
List
•
Monetary
•
Numeric
•
Separator
•
Text
•
Yes/No
Additional fields appear, depending on the bid type selection.
Note: The separator bid factor type is used to organize long lists
of bid factors by creating headings.
Question
Enter the text of the bid factor question.
Best and Worst
Enter the best and worst possible scores that a supplier can bid
for a particular question. For example, if you create a new bid
factor with type Date, and the Question field contains What is
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Chapter 5
the end date? the Best and Worst fields represent the best and
worst dates on which the candidate can complete the job.
Assign BUs and Departments
Click to access the Assign Business Units and Departments
to Bid Factor page, where you can assign business units and
departments to bid factors.
Assign Defaulting Rules
Click to access the Assign Defaulting Rules to Bid Factor page,
where you can assign default rules to bid factors.
Assign Response Query
Click to access the Assign Response Query to Bid Factor page,
where you can assign a response query to bid factors.
Assign Clauses
Click to access the Assign Contract Clauses page, where you
can assign contract clauses to bid factors.
Assign Agreements
Click to access the Assign Contract Agreements page, where
you can assign contract agreement to bid factors.
Cost Contributions
Use this section to define factor cost contributions based on bid price, bid quantity, cost range, and fixed
cost. You can also define cost contributions based on user-defined parameters.
Bid Factor Mapping Page
Use the Bid Factor Mapping page (SPF_BIDFCTR_MAP_PG) to map predefined attributes to bid factors
in the strategic sourcing module.
Navigation
•
Services Procurement, Define Services Procurement, Sourcing Setup, Bid Factor Setup, Bid Factor
Mapping
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Bid Factors, Bid Factor
Mapping
Predefined PeopleSoft Services Procurement bid factors appear when you create a service requisition.
For example, if you have a bid factor of EXPERIENCE mapped to the PeopleSoft Services Procurement
attribute Experience, the experience on the requisition is compared to that of the candidate.
Bid factor attributes appear by default on the Requisition - Bid Factor by Requisitions Lines page.
122
Bid Factor Code
Enter the bid factor code that maps to the specified services
procurement attribute.
Status
Displays the status of the bid factor mapping.
Comment Text
Displays the question related to the bid factor code.
Resource Service type BF (resource
service type bid factor)
Select this check box if the bid factor is related to resourcebased requisitions.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Note: The RATE and CANDIDATE bid factor mappings only
occur on resource-based requisitions, and therefore, only have
the Resource Service type BF check box selected.
Deliverable service type BF
(deliverable service type bid factor)
Select if the bid factor is related to deliverables-based
requisitions.
The AMOUNT bid factor mappings only occurs on deliverablesbased requisitions, and therefore, only have the Deliverable
service type BF check box selected.
Note: Use ad hoc bid factors to create unique bid factor values that appear by default in requisitions.
Important! Note that you must create two bid factor codes. These are Rate and Amount.
Bid Factors by Category Page
Use the Bid Factors by Category page (SP_BDFTR_BY_CAT_PG) to associate bid factors by category.
Navigation
•
Services Procurement, Define Services Procurement, Sourcing Setup, Bid Factor Setup, Bid Factors
by Category
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Bid Factors, Bid Factors
by Category
Image: Bid Factor by Category page
This example illustrates the fields and controls on the Bid Factor by Category page.
Link bid factors to a specific item category. You can link bid factors to a category for both deliverableand resource-based services. When a requisition is created for a service type, it looks for any bid factors
linked to the item category for that service type. If it finds any bid factors, it lists them on the Bid Factors
by Requisition Line page.
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Chapter 5
Services Procurement Pay Types Page
Use the Services Procurement Pay Types page (SPB_PAY_TYPES) to maintain descriptive labels for
each pay type.
Navigation
•
Services Procurement, Define Services Procurement, Sourcing Setup, Pay Types and Markups
Setup, Services Pay Types
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Pay Types, Services Pay
Types
You can enter labels for each pay type field. The system provides values as a default, which you can
override. The pay types are linked to the time reporting codes. The system uses these pay types and
multipliers to calculate the rate on the invoice. The total rate is calculated as the total sum of all individual
pay types.
Note: This component is only accessible if SP Pay Types Enabled is selected on the Services Procurement
Installation Options page.
Markup Details Page
Use the Markup Details page (SPB_SRVC_MRKUP) to maintain supplier markup information by service
type.
Navigation
•
Services Procurement, Define Services Procurement, Sourcing Setup, Pay Types and Markups
Setup, Markups by Service Type
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Pay Types, Markups by
Service Type
When you define markups by service type, you can set limits on the supplier markups for particular
service types. You can define the maximum markup as an amount or as a percentage. When the supplier
bids on a requisition, the system verifies to whether the supplier markups exceed the maximum amounts
defined. The system first checks for a markup on the service type and if it doesn't find one, it looks for
a markup on the region. If it doesn't find one on the region, no validation is to be done on the supplier
markups.
Max Supplier Markup (maximum
supplier markup)
Enter the maximum supplier markup rate as percentage or as
total amount.
Max Total Markup (maximum total
markup)
Enter the maximum supplier tolerance rate in percentage.
Note: This component is only accessible if SP Pay Types Enabled is selected on the Services Procurement
Installation Options page.
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Maintain Markups by Region Page
Use the Maintain Markups by Region page (SPB_RGN_MRKUP) to maintain supplier markup
information by region.
Navigation
•
Services Procurement, Define Services Procurement, Sourcing Setup, Pay Types and Markups
Setup, Markups by Region
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Pay Types, Markups by
Region
When you define markups by region, you can set limits on the supplier markups for a particular region.
You can define the maximum markup as an amount or as a percentage. When the supplier bids on a
requisition, the system verifies whether the supplier markups exceed the maximum amounts defined. The
system first checks for a markup on the service type and if it doesn't find one, it looks for a markup on the
region. If it doesn't find one on the region, no validation is to be done on the supplier markups.
Max Supplier Markup (maximum
supplier markup)
Enter maximum supplier markup rate as percentage or as total
amount.
Max Total Markup (maximum total
markup)
Enter maximum supplier tolerance rate in percentage.
Note: This component is only accessible if SP Pay Types Enabled is selected on the Services Procurement
Installation Options page.
Maintaining Users and Team Setup
To set up requesters, use the Requester Setup (REQUESTOR_TBL) component. Use the
REQUESTOR_TBL_CI to load data into tables for this component.
To set up user preferences, use the User Preferences (PV_OPR_DEFAULT) component.
This topic provides an overview of users and team setup, and discusses how to maintain users and team
setup.
Pages Used to Maintain User and Team Setup
Page Name
Definition Name
Usage
User Profiles
SPB_USRPRFL_PG_SEC
Update the user profile for this services
user.
User Profile Information Page
SPB_USR_PROFILE_PG
Set up user profiles.
eProcurement Role Actions Page
PV_ACTIONS
View pre-defined role actions.
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Chapter 5
Page Name
Definition Name
Usage
Administrator Role Action Category
Page
PV_ACT_CATEGORY
View the role action categories that are
defined for transactions.
Assign Role Actions To Roles Page
PV_ACTIONS
Assign role names to user types.
Roles for User Setup Page
SPB_USRSTP_ROLE_PG
Assign roles to predefined user types to
be used when creating a new user
User Preferences Page
PV_OPR_LINKS
Enter overall and procurement
preferences.
Overall Preferences Page
OPR_DEF_TABLE_FS1
Capture the default business unit and
default SetID for the requester, and add
all other users.
User Preferences Page
Requester Defaults Page
SPB_REQ_USR_DEF_PG
Set up preferences for requesters.
Service Coordinator Defaults Page
SPB_SRVC_USRDEF_PG
Set up preferences for service
coordinators.
Services User Setup Page
SPB_USER_SETUP_PG1
Register requesters, service coordinators,
service providers, service provider
contacts, service administrators, and
approvers.
Services User Setup Page
SPB_USER_SETUP_PG2
Determine whether the new user has
an existing user profile or needs a new
profile, add new users as requesters, and
establish security and user preferences
for the new user.
"Requester Setup Page" (PeopleSoft 9.2:
Source to Settle Common Information)
REQUESTOR_TBL
Define requisition and catalog defaults
for the requester.
Maintain Service Coordinator
SPB_PERSON_PAGE
Define personal information for the
service coordinator
Maintain Service Coordinator - Service
Coordinator Information
SPB_COORDINATOR_PG
Define employee and user ID
information.
Maintain Service Coordinator - Phone
and Email Details
SPB_USR_PH_EM_PAGE
Enter telephone and email details for the
service coordinator.
User Login Information - User Profile
Information
SPB_PERSLGN_SEC_PG
Define login information for the service
coordinator.
Maintain Provider Contact Page
SPB_SP_PERS_PAGE
Define personal information for the
provider contact.
Services User Setup Page
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Page Name
Definition Name
Usage
Maintain Provider Contact - Provider
Contact Information Page
SPB_PROV_CNTCT_PG
Define supplier, location code, and create
user profile.
Services User Setup Page
Maintain Provider Contact - Phone and
Email Details Page
SPB_USR_PH_EM_PG2
Enter telephone and email details for the
provider contact.
Services User Setup Page
Replace Service Coordinator Page
SPB_REPLACE_SC
Use this page to replace the service
coordinator. This page is used for nonVMS service coordinators.
Multi Resource Service Information
Page
SPB_REPL_REQ_MRSC
View requisition details including the
requisition ID, service, service type, and
positions for each service.
Replace Service Coordinator Page
Multi Resource Service Information
Page
SPB_REPL_WO_MRSC
View work order details including the
work order ID, service, service type, and
positions for each service.
Replace Service Coordinator Page
Replace VMS Coordinator Page
SPB_REPL_VMS_SC
Use this page to replace VMS service
coordinators. This page is used to replace
VMS service coordinators.
Service Coordinator Replacement Log
Page
SPB_REPLASC_LOG
View requisitions and work orders on
which the service coordinator replaced.
Maintain Service Provider Page
SPB_PERS_PROV_PAGE
Maintain service provider information,
including personal information for the
provider.
Eligibility Status Confirmation Page
SP_REASONCD_DTL
Provide a reason code for making the
eligibility status change if the installation
options have been defined to use reason
codes. In addition, if the installation
options have been defined to require
comments, you must enter comments for
the change.
Maintain Service Provider Page
Service Provider Information Page
SPB_PROVIDER_PG
Maintain service provider information.
This includes defining work status,
project role, supplier, years of
experience, and other parameters to
define the service provider.
If you are maintaining an independent
service supplier, a similar page is used,
but a provider contact is not required.
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Page Name
Definition Name
Usage
Maintain Service Provider - Service
Provider Information Page
SPB_INDP_PROVIDER_PG
Maintain independent service provider
information.
This page is similar to the Maintain
Service Provider - Service Provider
Information page except independent
providers do not have provider contacts.
Service Provider Information Page
Maintain Service Provider - Phone and
Email Details Page
SPB_USR_PH_EM_PG3
Enter telephone and email details for the
service provider.
Service Provider Information Page
Service Provider Skills Page
SPB_PROV_SKILL_PG
Select appropriate competencies for the
service provider.
Service Provider Information Page
Service Provider Identifiers Page
SPB_PRV_ID
Set up service provider identifiers.
Identifiers are types of identifications
that uniquely identify people, such as a
social security number.
Service Provider Eligibility Review Page SPB_SPELGBLTY_SRCH
Search for ineligible service providers.
Service Team Page
SPB_TEAM
Create service coordinator teams that
can source and bid on each other's
requisitions and edit each other's work
orders.
Teams by Region/Service Type
SPB_TEAM_STREG
Determines which team will be defaulted
to a requisition or work order. If there is
no default team associated to the service
requester, the system then looks for a
team by region and service type.
Understanding Users and Team Setup
This section provides overviews of the users and team setup, and discusses:
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•
User roles.
•
Requesters.
•
Service coordinators.
•
Service provider/coordinators.
•
Provider contacts.
•
Service providers.
•
Independent providers.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Understanding User Roles
The user role information determines whether the user is an enterprise user or a supplier user.
Here are some examples of enterprise users:
•
Requester.
•
Service coordinator (employee).
•
Approver.
•
Services procurement analyst.
•
Administrator.
•
Invoice manager.
Here are some examples of supplier users:
•
Service provider.
•
Provider contact.
•
Service coordinator (non-employee).
•
Independent provider.
Register new requesters, service coordinators, provider contacts, administrators, approvers, independent
providers, and service providers. Associate them with appropriate user roles to define which pages
they use when entering the procurement environment. Users are only authorized to view pages that are
associated with their specified user role type.
Note: An individual user may be associated with one or more of these roles.
The system uses autonumbering to generate unique person IDs while registering a service coordinator,
service provider contact, and service provider. The system uses the PeopleSoft Services Procurement
person ID to number type to automatically generate the person ID.
Warning! The user default SetID is the SetID for the Services Procurement person ID. If the default
SetID is not obtained for the user creating the person ID, the SetID from the autonumbering table
becomes the SetID for the Services Procurement person ID.
Note: You can attach the number type for the Services Procurement person ID to any person ID. Be sure
to specify a different starting sequence for every SetID with a maximum length of three.
Requesters
The Department SetID, ShipTo SetID, Location SetID, and PO Origin SetID fields work together when
you establish department, ship to, location, and origin default information for a requester. After you select
a SetID for each of the defaults, you can select only the defaults associated with that SetID.
A requester can create and manage service projects and service activities, create and manage service
requisitions, view service sourcing information, view bid and response information, view work orders,
and approve time and expense sheets.
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Service Coordinators
A service coordinator is an employee or non-employee who is responsible for sourcing and filling
a requisition. The service coordinator can view service requisitions and lines, source requisitions,
communicate with suppliers, view bid and response information and, depending on their defaults, create
and manage work orders.
Provider Contacts
A service provider contact is a supplier who can manage a service provider roster, view service
requisitions, submit bids, communicate with service coordinators, view bid and response information,
enter progress logs, and view timesheets and expenses.
Note: You must register the service provider contact before you can set up a provider contact user profile
or register a related service provider. However, when you register a service provider as an independent
provider, you do not need to register the service provider contact first.
Service Providers
A service provider is a person who can record and view time and expense information. Service providers
are those supplier users that perform the needed service. Using PeopleSoft Services Procurement, you
can manage and monitor the eligibility status of service providers for new assignments. For example, if
a new provider has not yet completed the necessary background checks or a previously used provider
has performed poorly on an assignment, then the enterprise can prevent the selection of that service
provider for new assignments. The system uses global information that you define, such as social security
numbers, passport numbers, and tax ID numbers, to determine specific identification for suppliers.
Service Providers/Coordinators
A service provider/coordinator can source and bid for service providers and also perform the duties of a
service coordinator (recruiter).
Note that:
•
A service provider/coordinator cannot source a requisition to themselves on the Sourcing Selection
page.
•
A service provider/coordinator cannot submit themselves as a candidate (service provider) on the
Submit Bid page for a requisition that they sourced.
•
A service provider/coordinator cannot act on a bid on the Supplier Bid Response page if they
submitted the bid or if they are the service provider on the bid.
•
On a manual work order, a service coordinator cannot be the same as the service provider, and a
service coordinator cannot access work orders for which they are the service provider or service
provider/coordinator.
Important! Only existing service providers can be switched to this combined role.
Independent Providers
The Independent Provider check box on the Register Service Provider page determines whether the
service provider is an independent provider. Select the check box to identify the service provider as an
independent provider who is both the provider contact and a service provider.
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Note: You must register the service provider user before you can set up a service provider user profile.
An independent provider is a person who acts as both the provider contact and the service provider. An
independent provider can record and view time and expense information, manage a consultant roster,
view service requisitions, submit bids, communicate with service coordinators, and view bid and response
information.
An independent provider has only one person ID and one user profile. An independent provider
is assigned the SP_PROVIDER_CONTACT and the SP_PROVIDER roles, or roles that provide
functionality for a service provider and provider contact. You can also attach a resume for a service
provider.
An independent provider is a person who acts as both the provider contact and the service provider. An
independent provider can record and view time and expense information, manage a consultant roster,
view service requisitions, submit bids, communicate with service coordinators, and view bid and response
information.
An independent provider has only one person ID and one user profile. An independent provider
is assigned the SP_PROVIDER_CONTACT and the SP_PROVIDER roles, or roles that provide
functionality for a service provider and provider contact. You can also attach a resume for a service
provider.
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Understanding Role Names and User Types
Image: Role Names - User Types
This diagram illustrates how user types are related to role names
User types are predefined in the system. For PeopleSoft Services Procurement, you associate role names
with one of fourteen user types by using the Roles for User Setup page.
Additional information can be defined for each role name by using the Services User Setup wizard, which
provides access to the role defaults, user profile, and user preferences.
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Chapter 5
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Understanding Role Names and Role Actions
Image: Role Names and Role Actions
This diagram illustrates how role actions are related to role names:
Role actions are pre-grouped into role action categories. Role action categories are pre-associated with
transactions, which can be viewed on the Administer Role Action Categories page.
The relationship between role actions, role action categories, and transactions can be viewed on the
eProcurement Role Actions page.
Transactions are associated with a role name on the Assign Role Actions to Roles page. When selecting
the transaction, the system pulls all role action categories that have been associated with that transaction
on the Administer Role Action Categories page. The role action category pulls the role actions. The
Assign Role Actions to Roles page determines what role name can perform what action and enables you
to modify the action control.
The role name is the common connection between the Role Name and User Type diagram, and the Role
Name and Role Action diagram.
Common Elements Used in this Section
Return to Services User Setup
Click this page to return to the Services User Setup page.
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eProcurement Role Actions Page
Use the eProcurement Role Actions page (PV_ACTIONS) to view the roles that a role action has been
assigned to. The actual assignment is done on the Assign Role Actions to Roles page.
Navigation
•
Services Procurement, Define Services Procurement, User and Team Setup, Role Actions
•
Services Procurement, User and Team Setup, Role Actions
Role actions specify which roles can perform specific actions within the application. The services
procurement role actions that PeopleSoft delivers begin with SP. This table provides the Services
Procurement role actions:
Role Action
Description
SP_ADD_SERV_PROVIDER
Enables users to add service providers from the Maintain
Service Provider component on the Supplier portal.
Note: If this role action has an active role associated to it, the
Add Service Provider link is visible and editable. If no roles are
associated to this role action, the link is hidden.
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SP_ADD_WO_ADHOC_ACT
Enables you to add ad hoc work order activities.
SP_ALLOW_PASTDATE
Enables users to create service requisitions with start dates in the
past for the roles to which this role action is assigned.
SP_APPROVER
Enables you to approve service requisitions.
SP_COORDINATOR_BUYER
Enables users to edit a sourced requisition, cancel a requisition,
view the life cycle, view service projects and service activities,
view service requisitions and lines, source requisitions,
communicate with suppliers, view bid and response information,
create and manage work orders, and view timesheets and
expenses.
SP_ENTERPRISE_ADMIN
Identifies enterprise administrators.
SP_EXP_APPROVER
Determines which user roles can approve expenses.
SP_VIEW_VENDOR_INFO
View the sourcing preferences functionality from the requisition.
It enables the sourcing preferences from the PeopleSoft Services
Procurement requisition page, thus, allowing the requester to
specify preferred suppliers.
SP_INVOICE_APPROVER
Enables you to approve invoices.
SP_IGNORE_REAPPR
Does not initiate the re-approval process for the roles assigned
to this role action, when the requisition is filled with higher rate.
SP_OVERRIDE_SUR_FLAG
Enables users to override the require survey option, which
defaults from the service type of the work order.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
SP_PROVCNTCT_ACTION
A Service Provider contact is a supplier user who submits
candidates and manages assignments from the supplier side.
Users with this role action can create progress logs and view
supplier facing Work Orders, including rate information.
SP_REPLACE_SC_ACCESS
Enables users to access the Replace Coordinator and Replace
VMS Coordinator components. Users with this role action can
search requisitions and work orders, and replace coordinators on
these transactions.
SP_REQUESTER
Enables users to create and manage service projects nd service
activities, create and manager service requisitions and lines,
view service sourcing information, view bid and response
information, view work orders, approve timesheets and
expenses, and create progress logs.
SP_SERVICE_PROVIDER
Identifies service providers.
SP_SRVC_COORDINATOR
A Service Coordinator may be an internal user or a supplier
user. Users with this role action are able to access coordinator
related user preferences and defaults, coordinator replacement
log, rate and bid factor information, and work order shifts/
assignments. They can maintain distribution lines for copied/
extended requisitions, edit number of positions, source work
order replacements, create interviews, and trigger creation of
work order from filled bids. Users with this role action can also
perform various actions in an MSP environment, such as add/
extend work orders, edit work order milestones/activities, and
access work order pay rate information.
SP_SUPPLIER_ADMIN
Identified supplier administrators.
SP_TIME_ADJUST
Enables users to adjust timesheets after the timesheet has been
submitted for approval.
SP_TIME_APPROVER
Determines which user roles can approve timesheets.
SP_TIME_PROXY
Enables users to enter timesheets on behalf of a service provider
WF_REAAPR_REQUIRED
Enables you to edit a few fields (service coordinator, time
approval, and competency description) on the requisition even
after it's approved or sourced.
SP_EXPENSE_PROXY
Enables users to enter expenses on behalf of a service provider.
SP_PLOG_APPROVER
Determines which user roles can approve progress logs.
SP_VIEW_RT_BREAKDOWN
View the rate breakdown information on requisition and work
order pages. Total supplier rate and expenses are displayed.
SP_TIME_ADJUST_TRC
Enables users to adjust time categories to a timesheet line, after
the timesheet is submitted for approval.
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SP_VIEW_REQ_APPROVAL
Enables users to view Requisition Approval details, when
applicable, on the Requisition Summary page in Services
Procurement.
SP_TIME_HIDE_TRC_SUM
Determines whether a user role can view time reporting code
summaries. When you assign this role action to a user role,
that role will not be able to view the summaries on the Review
Timecard page.
SP_VMS_MSP_BREAKDOWN
Enables users to view the VMS and MSP rate, VMS and MSP
amount, and supplier rate information on requisition, bidding,
and work order pages for VMS managed lines.
SP_WRKORDER_APPROVER
Enables you to approve work orders.
Administrator Role Action Category Page
Use the Administrator Role Action Category page (PV_ACT_CATEGORY) to assign role names to user
types.
Navigation
Services Procurement, User and Team Setup, Role Action Category
Image: Administer Role Action Category page
This example illustrates the fields and controls on the Administer Role Action Category page. You can
find definitions for the fields and controls later on this page.
Use this page to view the role action categories that are assigned to transactions.
This table lists the role action category and description for Services Procurement transactions:
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Transaction
Role Action Category and Description
Common Actions
CMNACS – Common Access
Expense
EXPACS – Expense Access
Invoice
INVACS – Invoice Access
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Transaction
Role Action Category and Description
Requisition
REQACS – Requisition Access
REQDTL – Requisition Line Detail Access
REQHDR – Requisition Header
REQMAN – Manage Requisitions
REQSRH – Requisition Item Search
Work Order
WOACS – Work Order Access
Timesheet
TIMACS – Timesheet Access
Progress Log
PLACS – Progress Log Access
Supplier Administrator
SUPACS – Supplier Access
Workflow
REQWKL — Requisition Workflow
Assign Role Actions To Roles Page
Use the Assign Role Actions To Roles page (PV_ACTIONS) to assign role names to user types.
Navigation
Services Procurement, User and Team Setup, Assign Role Actions to Roles
Image: Assign Role Actions To Roles (by Role Action Category)page
This example illustrates the fields and controls on the Assign Role Actions To Roles (by Role Action
Category) page. You can find definitions for the fields and controls later on this page.
Use this page to manage role actions and role action categories for each role that is associated with each
transaction.
1. As you enter the page, select a transaction.
2. Select a role name that is associated with the transaction.
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3. In the Role Action Category field, select from the Services Procurement categories that are predefined on the Administrator Role Action Category page.
4. In the Action Name field, select from the Services Procurement role action names that are pre-defined
on the eProcurement Role Actions page.
5. In the Action Controls field, select how the system should display the action category.
Field
Description
Transaction
Select a transaction from the list of options. Services Procurement options include: Common Access,
Expense, Invoice, Progress Log, Requisition, Supplier Administration, Timesheet, and Work Order.
Field
Description
Copy From Role
Select a role to copy from. This option enables you to populate the fields on this page, which can
speed up the process of creating a new record.
Field
Description
Role Action Category
Select from the list of Services Procurement categories that are pre-defined on the Administrator Role
Action Category page.
This field indicates the type of access that the user role has such as requisition line detail access,
timesheet access, and so on. The users are specified in the Role Action section of the page. These
values are pre-delivered.
Multiple role action categories can be added to the transaction by using the Add button.
Field
Description
Action Name
Displays Services Procurement role action names that are pre-defined on the eProcurement Role
Actions page.
This field identifies the user roles that can perform the action in the Role Action Category field, for
the transaction.
Object Type
Displays the object types that can be displayed, hidden, enabled, or disabled for the combination of
user role, action category, and transaction.
Action Controls
Displays the action that can be performed by the user role. Options include: Disabled, Enabled, Hide,
and Show.
Other Roles Assigned
Click to access the Other Roles Assigned page. This page displays the Role Name, Object Type, and
Action Control of other user roles that are assigned to the role action name.
Roles for User Setup Page
Use the Roles for User Setup page (SPB_USRSTP_ROLE_PG) to assign roles to predefined user types to
be used when creating a new user.
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Navigation
•
Services Procurement, Define Services Procurement, User and Team Setup, Roles for User Setup
•
Services Procurement, User and Team Setup, Roles for User Setup
Image: Roles for User Setup page
This example illustrates the fields and controls on the Roles for User Setup page . You can find definitions
for the fields and controls later on this page.
Use this page to map user roles to user types. User types are pre-defined and include: Common. Expense
Approver, Invoice Approver, Progress Log Approver, Requester, Requisition Approver, Service
Administrator, Service Coordinator, Service Provider, Service Provider Contact, Supplier Administrator,
Timesheet Approver, Work Order Approver, and Supplier Coordinator.
User Types are created using Services User Setup component and are used on the Roles for User Setup
page. Map these user types to user roles e.g. User type Requisition Approver can be mapped to the
delivered role SP_APPROVER etc.
User Profile Information Page
Use the User Profile Information page (SPB_USR_PROFILE_PG) to update user profile information.
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Navigation
•
Services Procurement, Define Services Procurement, Services User Setup
On the Services User Setup (page 1), select Create a new Services User option in #1, select any type
in step #2, and then click the Next button.
Click No in step #3, and then click the User Profile link that appears in step #4.
•
Services Procurement, User and Team Setup, Services User Setup
On the Services User Setup (page 1), select Create a new Services User option in #1, select any type
in step #2, and then click the Next button.
Click No in step #3, and then click the User Profile link that appears in step #4.
Image: User Profile Information page
This example illustrates the fields and controls on the User Profile Information page. You can find
definitions for the fields and controls later on this page.
Create a user profile for all users in the PeopleSoft Services Procurement system.
Note: Before you can set up user profiles for the service provider, service coordinator, and provider
contact users, register them on the User Setup page.
To set up user profiles:
1. Use the Roles for User Setup page for User Setup page (SPB_USRSTP_ROLE_PG) to assign roles to
predefined role actions to be used when creating a new user.
Navigation
•
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Services Procurement, Define Services Procurement, User and Team Setup, Roles for User
Setup
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•
Services Procurement, User and Team Setup, Roles for User Setup
2. Enter the required values, particularly email and address information on the User Profiles - General
page.
Note: To run either the Datamart Application Engine process or the Invoicing Application Engine
process, select the permission list value of SP for the Navigator Home page, Primary, and Process
Profile fields. Select this value only for users who run these processes.
3. Access the User Profiles - ID page and set user ID attributes.
This table lists user roles and ID types:
User Roles
ID Types
Requester
If the requester is already set up as an employee, select
Employee as the ID type. If the requester is not an employee,
select None as the ID type. If you select Employee as the ID
type, enter the correct employee ID in the Attribute Value
field.
Service Coordinator
Select Service Procurement Person and Employee if the
service coordinator is also an employee.
Service Provider
Select Service Procurement Person.
Service Provider Contact
Select Service Procurement Person.
Approver
Select Employee if the approver has an employee ID;
otherwise, select None.
Invoice Manager
Select Employee if the invoice manager has an employee ID;
otherwise, select None.
Executive
Select Employee if the user has an employee ID; otherwise,
select None.
Administrator
Select Employee if the administrator has an employee ID;
otherwise, select None.
4. Access the User Profiles - Roles page and select one of these role names for the user:
Note: This process can happen automatically based on the values defined in the Role Actions for the
User page.
Warning! The Person ID selected on the user profile Services Procurement Person field must be
unique. The person ID is used to send worklist entries, and if two users share the same person ID, the
worklist entry may go to the incorrect user.
Note: To run BI Publisher reports, assign the Invoice Manager role to the user. This role provides
access to the tree QUERY_TREE_SP and the access group SP_ACCESS_GROUP, which are
necessary to run BI Publisher reports.
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5. Access the User Profiles - Workflow page and enter the name of the approver who approves
requisitions entered by the requester.
Enter the approver name in the Supervising User ID field.
6. Access the Process Group Permission page and attach a process group value.
Note: To run all PeopleSoft Services Procurement application engines, select POALL, GLALL,
FSALL, or TLSALL in the Process Group field.
User Preferences Page
Use the User Preferences page (PV_OPR_LINKS) to enter overall and procurement preferences.
Navigation
•
Services Procurement, User and Team Setup, Maintain User Preferences
•
On the Service User Setup (page 1), choose any existing user in step #1, select any type in step #2,
and enter person ID in step #3, and then click the User Preferences link in step #5.
You must set up user preferences for all requesters. You must also enter user preferences for service
coordinators to enable service coordinators to create and manage requisitions on behalf of a requester.
User preferences are optional for all other users.
To set up user preferences:
1. Select a user ID from the list of available values.
2. (Optional) Click the Overall Preferences link to capture the default business unit and default SetID for
the requester.
3. Click the Procurement link to enter requester preferences.
Enter the required values, particularly the requester name. The selected requester has full
authorization for creating, updating, and canceling requisitions.
4. Click the Requisition Authorizations link to define a requester's access to requisitions or to add
multiple requesters to authorizations.
The entry in the requisition authorization overrides the requester selected in the Requester field on the
Procurement page.
5. Click the Supplier Processing Authority link to enable administrator access to enter, approve, and
deactivate Suppliers.
Creating and Editing Services Procurement Users
Use this page to create a new or edit an existing user for Services Procurement. There are six user types
that include: Approvers, Requester, Service Administrator, Service Coordinator, Service Provider, and
Service Provider Contact.
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Chapter 5
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Navigation
Services Procurement, User and Team Setup, Services User Setup
Image: Services User Setup page
This example illustrates the fields and controls on the Services User Setup page. You can find definitions
for the fields and controls later on this page.
Note: This page changes depending on the options you select for numbers one, two, and three.
Selection in option #2
Page Links Available
Requester
•
Requester Setup
•
Service Requester Defaults
•
User Preferences
•
User Profile Information (page)
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Selection in option #2
Page Links Available
Service Provider
•
Advance Search
•
Maintain Service Provider
•
User Preferences
•
User Profile Information (page)
•
Maintain Service Coordinator
•
Service Coordinator Defaults
•
User Preferences
•
User Profile Information (page)
•
User Preferences
•
User Profile Information (page)
•
Maintain Provider Contact
•
User Preferences
•
User Profile Information (page)
•
User Preferences
•
User Profile Information (page)
Service Coordinator
Service Administrator
Service Provider Contact
Approver
Requester Defaults Page
Service requester defaults make service requisition entry easier. The defaults that you define on this page
are used on the requisition, simplifying the requisition entry process.
Use the Requester Defaults page (SPB_REQ_USR_DEF_PG) to set up preferences for requesters.
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Navigation
•
Services Procurement, User and Team Setup, Service Requester Defaults
•
On Service User Setup (page 1) select the 'existing' option in step #1 and in step #2, select Requester,
and click the Requester Default link.
Image: Service Requester Defaults page
This example illustrates the fields and controls on the Service Requester Defaults page. You can find
definitions for the fields and controls later on this page.
Requisition / Work Order
Service Method
Indicates whether the requisition is a Multi Resource, Resource,
or Deliverable service method
Service Type
Select the default service type.
Service (Project Role)
Select the default service (project role).
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Allow Time/Expense Overage %
(allow time and expense overage
percent)
Chapter 5
Select the default tolerance for time and expense.
Service Coordinator
Service Coordinator
Click to add a default service coordinator who will source the
requisition.
Service Team
Click to add a default service coordinator team for the service
coordinator. 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.
Note: You can select a default Service Coordinator or Service
Coordinator Team for the selected requester. If a default Service
Coordinator team is specified, it will be the first selection for
defaulting. If a default Service Coordinator is specified, it
will only be used if no team is found on the Service Teams by
Region/Service Type or Business Unit.
Notification Options
Requisition Notification Method
Select the notification method for requisitions.
See Work Order Settings Page.
Permissions
May Enter Work Order
Select this option so that the user can add new work orders.
May Extend Work Order
Select this option so that the user can extend the duration of the
work order contract.
Note: Select this check box to enable users to extend work order
agreements.
Authorized to Source to Preferred
Suppliers
Select this option so that the user can source requisitions to
preferred suppliers.
Note: Select this check box to enable users to source
requisitions to preferred suppliers in the sourcing details section
of the requisition.
Service Coordinator Defaults Page
Use the Service Coordinator Defaults page (SPB_SRVC_USRDEF_PG) to set up preferences for service
coordinators.
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Navigation
•
Services Procurement, User and Team Setup, Service Coordinator Defaults
•
On Service User Setup (page 1) select the 'existing' option in step #1, and select Service Coordinator
in step #2, and then click the Service Coordinator Defaults link.
Use this page to set up defaults for persons with the Service Provider/Coordinator role.
Image: Service Coordinator Defaults page
This example illustrates the fields and controls on the Service Coordinator Defaults page. You can find
definitions for the fields and controls later on this page.
Requisition/Work Order
Service Method
Indicates whether the requisition is a Multi Resource, Resource,
or Deliverable service method
Service Type
Select the default service type.
Service (Project Role)
Select the default service (project role).
Allow Time/Expense Overage %
Select the default tolerance for time and expense.
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Notification Options
Requisition Notification Method
Select the notification method for requisitions.
See Work Order Settings Page.
Permissions
May Enter Work Order
Select this option so that the user can add new work orders.
May Extend Work Order
Select this option so that the user can extend the duration of the
work order contract.
Note: Select this check box to enable users to extend work order
agreements.
Authorized to Delegate
Select this option so that the user can delegate another service
coordinator to source a requisition.
Authorized to Change Sourcing
Rules
Select this option so that the user can update the sourcing rules
defined on the requisition when sourcing.
User Setup Page
To create and edit requesters:
1. Access the Services User Setup page (Services Procurement, User and Team Setup, Services User
Setup).
2. Select the Create a new Services User option from group #1, and then select the Requester option
from group #2.
3. Click the Next button on the first Services User Setup page to continue to the second Services User
Setup page.
Use this page to specify whether the requester has an existing user profile, or if the requester requires
a new user profile.
Note: If you select the option Yes (I need to add an existing user as a Requester), the system adds an
additional field so that you select the user that you want to add as a requester. When you select the
requester option, the system automatically takes you to the Requester Setup page, where you can edit
the requester setup (see step 6.).
4. If the user does not already exist, select the option No (I need to create a new user profile, then add
the new user as a Requester) option on the Services User Setup page.
When you select this option, the system adds a step for you to create a user profile for the requester.
Note: If the HCM Person Integration is enabled, the Create User Profile link is not visible on the
page when the user selects the option No. However, when the HCM Person integration is enabled, the
requester user profiles must be created in the HCM system first.
See Understanding PeopleSoft Services Procurement and Human Capital Management Integration.
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5. Select the User Profile link on the Services User Setup page to access the User Profile Information
page, where you can enter user ID and password information for the new user.
Note: You must fill out this page completely in order to successfully create a new user ID for the user.
If you do not fill out all the fields on the User Profile Information page completely, the system will
not save the page.
6. Click the OK button on the User Profile Information page to access the next Services User Setup
page.
After you create the user profile, the system adds another step to the Services User Setup page that
enables you to add the new user as a Requester.
7. Click the Add button on the Services User Setup page to access the Requester Setup page.
8. Select the Return to Services User Setup link on the Requester Setup page to access the next Services
User Setup page.
When you return to the Services User Setup page, the system adds more steps for you to define
security and user preferences for the requester.
9. Click the Finish button on the Services User Setup page once you complete the requester setup.
Services User Setup Page
To create and edit service coordinators:
1. Access the Services User Setup page (Services Procurement, User and Team Setup, Services User
Setup).
Select the Create a new Services User option from step #1, and then select the Service Coordinator
option from step #2.
Person ID
Use this field to search for a Person ID to associate with the
new service coordinator.
Note: If you do not have a pre-existing person ID to
associate with the new service coordinator, click the Add
button to add a new person ID.
Add
Click to access the Maintain Service Coordinator page,
where you can add a new person ID and define personal
information for the service coordinator.
2. Click Go on the Services User Setup page to access the Maintain Service Coordinator page.
Person Type
Select to indicate whether the service coordinator is acting
in the role of a Coordinator/Provider Contact or Service
Coordinator.
Note: If this person has a role of Service Provider/
Coordinator, the field is display-only.
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Note: If you select the Coordinator/Provider Contact as the
person type, the system automatically changes the Personnel
Status field to a display-only status of Non-Employee, and
you are unable to change the status of the field.
Changing the Person Type field to Coordinator/Provider
Contact also enables the Create User Profile button on the
Service Coordinator Information page. Use this button
to access the User Profile Information page, where you
can provide the user ID, password, and other information
to create a user profile for the non-employee service
coordinator.
Person Status
Select a value to indicate the status of the service
coordinator. Values are Active, Inactive, and Pending
Registration.
When the value is Inactive, the Coordinator Status field
on the Service Coordinator Information page is also set to
Inactive.
Note: If there are open transactions for this service
coordinator, you cannot change the status to Inactive.
Note: In addition, if the service coordinator with the person
type of service provider/coordinator is the only active
member of a team, you cannot change the status to Inactive.
You will receive an error message indicating that another
active member must be assigned to the team.
Personnel Status
Select to indicate if the service coordinator is an Employee
or Non-Emple (non-employee).
Note: If you select Employee, the system will enable you
to search for a pre-existing user and employee ID on the
Service Coordinator Information page. If you select NonEmple, you can create a new user profile for the nonemployee.
3. Access the Service Coordinator Information page.
Supplier Administrator
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Selecting the Supplier Administrator check box enables
the coordinator and provider contact users to register other
provider contacts for the same supplier.
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Note: This check box appears if you select Coordinator/
Provider Contact as the person type on the Maintain Service
Coordinator page. Users that are defined with this person
type can access to the Maintain Provider Contact and
Manage Service Provider functionality from the Supplier
portal for the related supplier organization.
Create User Profile
Click to access the User Profile Information page, where
you can provider a user ID, password, and other information
for creating a user profile for the non-employee service
coordinator.
Replace Service Coordinator
Click this link to access the Replace Service Coordinator
page. This link appears if there are any non-VMS
transactions for the service coordinator.
See Replace Service Coordinator Page.
Replace VMS Coordinator
Click this link to access the Replace VMS Service
Coordinator page. This link appears if there are any VMS
transactions for the service coordinator.
See Replace VMS Coordinator Page.
4. After you save the page, select the Return to Services User Setup link on the Maintain Service
Coordinator page to access the modified Services User Setup page.
When you return to the Services User Setup page from the Maintain Service Coordinator page, the
system automatically adds additional links for you to add security and user preferences for your new
service coordinator.
5. Click the Finish button on the Services User Setup page once you complete the service coordinator
setup.
Service Coordinator Information Page
Use the Maintain Service Coordinator - Service Coordinator Information page
(SPB_COORDINATOR_PG) to define employee and user ID information.
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Navigation
Click the Service Coordinator Information link on the Maintain Service Coordinator page.
Image: Service Coordinator Information page
This example illustrates the fields and controls on the Service Coordinator Information page.
Coordinator Status
This field is display-only. If the service provider/coordinator
role is revoked, the status is set to Inactive.
Important! The coordinator status on this page should not be
confused with the higher level person status of the person as a
whole. The higher level person status can also be set to Inactive.
If this occurs, it would inactivate both the Service Provider and
the Service Coordinator roles for same person. Consequently,
the status on the Service Coordinator Information page would
then reflect the inactive status of the higher level person status.
In summary, the Coordinator Status could be set to Inactive
while the higher level person status may still be set to Active.
Service Provider Search Page
Use the Service Provider Search page to display a list of service providers.
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Navigation
Services Procurement, User and Team Setup, Services User Setup. For option 1, select Edit an existing
Services User. For option 2, select Service Provider. For option 3, click the Advance Search link. Clicking
on the Advance Search link launches a page where you can enter search criteria and trigger SES search
Image: Service Provider Search page
This example illustrates the fields and controls on the Service Provider Search page. You can find
definitions for the fields and controls later on this page.
Field
Description
Country
Select the country for which you want to search. You can enter
up to four country codes and their associated identifier IDs and
ID values.
Identifier (ID)
Select the identifier ID. You can search on a single ID or use
any other ID that has been defined for the service provider.
Value
Displays the value assigned to the service provider for this
country and identifier ID combination.
Services User Setup Page
Use the Services User Setup page to create and edit service provider contacts:
1. Select the Create a new Services User option from group #1, and then select the Service Provider
Contact button from group #2.
2. Click the Add button on the Services User Setup page to access the Maintain Provider Contact page.
Note: Since the service provider contact is a non-employee, the system creates a new person ID for
the new service provider contact.
Person Type
Select Service Provider or Service Provider/Coordinator.
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Note: On the Maintain Provider Contact page, the person
type field is always display-only.
Personnel Status
This field always defaults to Non-Employ (non-employee)
and cannot be changed.
3. Select the Provider Contact Information link on the Maintain Provider Contact page to access the
Provider Contact Information page
4. Select the Phone and Email Details link on the Provider Contact Information page to enter telephone
and email details for the service provider contact.
5. After you save the page, select the Return to Services User Setup page link on the Maintain Provider
Contact page to access the modified Services User Setup page.
When you return to the Services User Setup page from the Maintain Provider Contact page, the
system automatically adds additional links for you to add security and user preferences for your new
service coordinator.
Maintain Service Provider Page
Use the Maintain Service Provider page (SPB_PERS_PROV_PAGE) to maintain service provider
information, including personal information for the provider.
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Navigation
•
Services Procurement, Define Services Procurement, User and Team Setup, Services User Setup
Click the Add button to add a new Person ID or click the Edit Service Provider link to edit an existing
service provider for the selected Person ID.
•
Services Procurement, User and Team Setup, Service Provider
Image: Maintain Service Provider page
This example illustrates the fields and controls on the Maintain Service Provider page. You can find
definitions for the fields and controls later on this page.
Service providers can record and view time and expense information, and are supplier users who perform
a service. Use this page to add or update information about the supplier and access additional details
about service providers. If you are creating a new service provider, you must provide contact information
before saving the information. Click the Service Provider Information link to select a contact. After you
save the page, click the Return to Services User Setup link to access the modified Services User Setup
page.
When you return to the Services User Setup page from the Maintain Service Provider page, the system
automatically adds additional links for you to add security and user preferences for the new service
provider.
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Note: If you are adding a new service provider, the system creates a new person ID for the provider
because service providers are non-employees.
Person Type
Select the type of user for this person. Values include:
Service Provider: This person records and views time and
expense information. Service providers are those supplier users
that perform the needed service.
Service Provider/Coordinator: This person sources and bids
for service providers and also performs the duties of a service
coordinator (recruiter).
Person Status
Select the person's status. Values include:Active, Inactive,and
Pending Registration.
See Services User Setup Page.
Job Title
Enter the job that the person performs for the organization.
Independent Provider
Select to indicate that this service provider or service provider/
coordinator does not have any provider contacts that represent
them.
Eligible
Click to either indicate that the service provider is eligible or
ineligible for new assignments. If the check box is selected,
the provider is eligible for assignments. If the check box is
deselected, the provider is ineligible for new assignments.
When you select or deselect the check box, the system displays
the Eligibility Status Confirmation page. You use the page to
assign a reason code for the eligibility change and if required
enter comments for the change. The system tracks the changes
made to a service provider's eligibility. Administrators and
service coordinators can view the history by clicking the
Eligibility History link.
156
Country
Select the country or countries in which you want to use this
service provider identifier. The country that you select must
have had at least one identifier ID assigned to it using the
Service Provider Identifiers page. If IDs have not been assigned,
the system cannot populate the Identifier ID field.
Identifier ID
Enter the type of identifier that you want to use to uniquely
identify service providers. An identifier ID might be, for
example, a US social security number. You must assign an
identifier ID to a country to make it available for selection.
Value
Enter the value for the corresponding identifier ID. This value
should be unique to the service provider. For example, if the
ID is a social security number, the number should belong to the
service provider. The system uses this value to match potential
ineligible providers.
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Effective Date
Select a date for which you want this service provider to become
available for actions.
Effective Status
Select Active (default) or Inactive. Only Addresses with a status
of Active will be available for use.
Service Performed Address
Enter the address where the service provider will perform the
service.
Service Provider Information
Select to access the Service Provider Information page.
See Service Provider Information Page.
Phone and Email Details
Click to access the Phone and Email Details page where you
define phone and email information for the service provider.
Eligible History
Click to view updates that have been made for this service
provider. The system displays the reason code for the update
and any comments that were made in conjunction with the
update. This link is not available for the service provider contact
administrato
Service Provider Information Page
Use the Maintain Service Provider - Service Provider Information page (SPB_PROVIDER_PG) to
maintain service provider information.
This includes defining work status, project role, supplier, years of experience, and other parameters to
define the service provider.
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Navigation
Click the Service Provider Information link on the Maintain Service Provider page.
Image: Service Provider Information page
This example illustrates the fields and controls on the Service Provider Information page. You can find
definitions for the fields and controls later on this page.
Along with maintaining service provider information, you can click the Provider Skills link to maintain
skills, and click the Resume Attachment link, to upload and attach a resume.
Note: This page displays fields that you use to define supplier user service providers. If you are defining
information for an independent provider, the page provides a Supplier SetID field instead of a Supplier
SetID field.
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Function Type
Indicates if a service provider is an independent provider.
Independent providers do not require provider contact
information as do supplier providers. This is a display-only
field.
Effective Date
Select a date for which you want this service provider to become
available for actions. The date determines when you can view
and change information for the provider.
Supplier SetID
Select a supplier SetID. A SetID enables the sharing of control
data among business units. This value determines the values
available for the Supplier field.
Supplier
Select a supplier. Only values for the selected supplier SetID are
available. This field also determines the values that are available
for the Location Code field.
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Location Code
Select a supplier location code. This defines the address for the
supplier.
Provider Contact
Select a provider contact. A service provider contact is a
supplier who can manage a service provider roster, view
service requisitions, submit bids, communicate with service
coordinators, view bid and response information, enter progress
logs, and view timesheets and expenses.
Note: If you are defining an independent service provider this
field is not available.
Work Status
Select a status that indicates the work status for the service
provider. These statuses provide the conditions under which a
service provider can be employed and include:
GC Holder: (green card holder)
H-1 Visa:A nonimmigrant visa category in the United States
under the Immigration and Nationality Act.
NAFTA: (North America Free Trade Agreement)
Other
U.S Citizen
Years Experience
Select a value that best describes the service provider's
experience.
Travel Required
Select to indicate that the service provider is required to travel.
Telecommute
Select to indicate that the job allows the service provider to
work from home.
Service Provider Identifiers Page
Use the Service Provider Identifiers page (SPB_PRV_ID) to set up service provider identifiers.
Identifiers are types of identifications that uniquely identify people, such as a social security number.
Navigation
Services Procurement, Define Services Procurement, User and Team Setup, Service Provider Identifiers
A service provider identifier ID is high-level, unique global information, such as social security, passport,
or tax ID numbers. You use this ID to help uniquely identify service providers. You set up identifier IDs
by country using this page, and can define as many IDs as you need for any country.
After establishing the country and identifier ID, you can use the information when you create or edit
service provider information. The system makes the country and identifier IDs available for individual
service provider pages where you can add identifier ID values for each service provider. These values
then make unique cross references for the service provider which the system uses for searching and
matching when the provider eligibility feature is activated for a business unit.
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You use identifier IDs in the bidding process and work order creation processes to help determine
eligibility for providers. Any match or potential matches of an identifier ID against a service provider
produces a system warning for administrators and service coordinators.
Identifier (ID)
Enter the type of identifier that you want to use to uniquely
identify service providers. A type of identifier might be, for
example, a US social security number. Because a social security
number is assigned to a specific individual, then as an identifier,
the value of that number can be used as a cross reference to
uniquely identify the service provider. Other identifiers can
include such things as drivers license or passport numbers.
Description
Enter a short description for the identifier ID.
Long Description
Enter an extended description for the identifier ID.
Hide Fields
Select to indicate that you don't want to display the values for
this identifier on the list of potential matches to the service
coordinator or requester.
Country Code (Optional)
Select the country or countries in which you will use this
identifier ID. The identifier code is only available with the
country codes you select. If a country code is not selected, the
identifier ID is available for all countries.
Service Provider Eligibility Review Page
Use the Service Provider Eligibility Review page (SPB_SPELGBLTY_SRCH) to search for ineligible
service providers.
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Navigation
Services Procurement, Define Services Procurement, User and Team Setup, Provider Eligibility Search
Image: Service Provider Eligibility Review page
This example illustrates the fields and controls on the Service Provider Eligibility Review page.
Use this page to display a list of service providers that have been identified as not currently eligible to
fill work orders and are a potential match to the specified service provider. The system tracks service
providers that have been identified as not eligible for new assignments. Along with using the Provider
Eligibility Search menu option, you can access this page from the Maintain Service Provider, Bid
Response, and Work Order pages. Contents on the page vary depending on the navigation and role of the
user accessing the page
The Service Provider Eligibility Review page uses search criteria and when you perform a search,
provides the results of the search. The Service Provider Details group box displays identifiers that have
been created for the service provider on which the search is based. If you determine there is a match, you
can mark the specified provider as not currently eligible.
Note: Only service providers that have the Eligible check box deselected will display on the list of
potential
matches to the service coordinator or requester.
See Maintain Service Provider Page .
Person ID
Select the person ID for the service provider. The system
displays the service provider's name.
Country
Select the country for which you want to search. You can enter
up to four country codes and their associated identifier IDs and
ID values.
Identifier
Select the identifier ID. You can search on a single ID or use
any other ID that has been defined for the service provider.
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Value
Displays the value assigned to the service provider for this
country and identifier ID combination.
Select
Select when you want to indicate that the corresponding service
provider's status should be set to Unacceptable. After you make
the selection, click the Potential Match Found button to notify
the administrator. If you are the service coordinator or requester,
you need to cancel the work order or select a new service
provider.
Match Found
Click to indicate that there is a potential match for an ineligible
service provider. If a listed service provider is identified as an
actual match, you should select the Select check box for that
provider before clicking the Match Found button. When the
administrator clicks the Match Found button, the system updates
the eligibility status of the provider to indicate that the provider
is not eligible.
If a service coordinator or requester clicks the Match Found
button, the system sends a notification to the administrator
to change the service provider on the bid or work order to
an Ineligible status. At this point, the service coordinator or
requester can only cancel the work order or select a new service
provider.
The system uses a system-supplied generic email template (
INEB_PROV) to notify the administrator. You can update the
template.
Match Not Found
Click to indicate that there are no potential search results that
match the service provider. When you click the button, the
system returns you to the page from which you launched the
search. When there are no matches, the bid response and work
order submission processes can continue.
Services User Setup Page
To create and edit service provider/coordinators:
1. Access the Services User Setup page (Services Procurement, User and Team Setup, Services User
Setup).
2. Select the Edit an existing Services User option from step #1.
3. Select the Service Provider option from step #2.
4. Select the Person ID that you want to change to a service provider/coordinator user.
Note: Only existing service providers can be assigned to this role.
5. Click the Edit Service Provider link from step #4 to access the Maintain Service Provider page.
6. Select Service Provider/Coordinator in the Person Type field.
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You will receive a confirmation message indicating your approval to change this person to the new
service provider/coordinator role. Click the OK button to accept the changes, and to return to the
Maintain Service Provider page.
7. Click Save button to assign this role.
8. Click the Return to Services Setup link.
9. (optional) Click the User Preferences link from step #5, and then click the Service Coordinator
Defaults link to add any specific defaults such as the time approver and any permissions that you may
want this person to have.
Save your changes, and then click the Return to Services Setup link.
10. (optional) Click the Update User Profile link to make changes to the existing user profile, and then
click the OK button to return to the Services Setup page.
11. Click the Finish button.
Note: A service provider can be associated to multiple suppliers with the service provider becoming
effective for the new supplier on a designated effective date. For a user with the combined role of
service provider/coordinator, the supplier information for the service coordinator should be in sync. An
email notification is sent to the service administrator making the change when the service provider gets
associated to a different supplier. The service administrator will have to manually change the supplier
information for the coordinator when the associated service provider becomes effective for the new
supplier.
For the combined service provider/coordinator role, the supplier information from the Maintain Service
Coordinator page cannot be changed. An error message will be displayed if the supplier information is
changed on the Maintain Service Coordinator page for a Service Provider/Coordinator role user. For this
user, the supplier information can be changed only on the Service Provider Information page.
The service administrator will receive a warning message if there are no active approved work orders
assigned to the service provider, and can click the OK button to proceed with changing the role to a
service provider/coordinator.
Revoking Service Provider and Coordinator Roles
The following describes the steps involved when the service provider/coordinator role is revoked:
1. Service administrator accesses the Maintain Service Provider page (Services Procurement, User and
Team Setup, Services User Setup).
2. Service administrator changes the person type from Service Provider/Coordinator to Service Provider.
The system validates that the service provider/coordinator is not associated to any active work orders.
If the service provider/coordinator is associated to any active work orders, an error message displays,
and the service administrator will not be able to change the person type to being just a Service
Provider
If the service provider/coordinator is associated to any active work orders, an error message displays
and the system will direct the service administrator to identify a replacement service coordinator for
all active work orders for this Service Coordinator before attempting to revoke the coordinator role
again.
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3. If the service provider/coordinator is the only active team member, an error message displays and the
system and will direct the service administrator to assign another active member to the team before
attempting to revoke the coordinator role.
4. Upon confirmation, the system revokes all the service coordinator roles that were granted to the
service provider.
The system sets the Person Status field to Inactive on the Maintain Service Provider page.
5. The person continues in the system as a service provider, and can continue entering time or can be
submitted as a candidate for other sourced requisitions.
The system sets the service coordinator status to Inactive.
If there are any open requisitions or work orders for the service coordinator, an error message displays
and the person type will not be changed. In addition, if the service coordinator is the only active member
of a team, an error message displays stating that another active member must be assigned to the team
before revoking the service provider/coordinator role.
In addition, the system displays an error message if the service provider/coordinator (user) is defined as a
service coordinator for a VMS business unit or for a VMS by business unit and Service Type.
Replace Service Coordinator Page
Use the Replace Service Coordinator page (SPB_REPLACE_SC) to use this page to replace the service
coordinator.
This page is used for non-VMS service coordinators.
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Navigation
•
Services Procurement, Maintain User, Replace Coordinator
•
Services Procurement, Define Services Procurement, User and Team Setup, Replace Coordinator
•
Services Procurement, Define Services Procurement, User and Team Setup, Services User Setup
Select a person ID in step #3, and then click the Edit Service Provider link in step #4.
Change the Person Type to Service Provider/Coordinator and then click the Save button.
Click the Replace Service Coordinator link.
Image: Replace Service Coordinator page (1 of 3)
This example illustrates the fields and controls on the Replace Service Coordinator page.
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Image: Replace Service Coordinator page (2 of 3)
This example illustrates the fields and controls on the Replace Service Coordinator page.
Image: Replace Service Coordinator page (3 of 3)
This example illustrates the fields and controls on the Replace Service Coordinator page.
The fields on this page differ from this page shot if the search criteria is for work orders only. Differences
are noted.
You may want to use this functionality to distribute workload more evenly between service coordinators.
Note: When the Replace Service Coordinator utility is used to change the assigned service coordinator
for requisitions, the change tracking rules are followed. Thus, the change tracking template is checked to
determine whether the Service Coordinator field is being tracked, and if so a change tracking record is
created.
Search Transactions
Service Coordinator
166
Select the service coordinator that you want to replace. This is a
required field.
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Business Unit
Select the business unit for the service coordinator. This is a
required field.
Service Method
Select a method on which to base a search. This is a required
field. Methods include:
Deliverable: Select to search for services that are generally
performed by an entire work force, such as a requisition or work
order for an entire project, not just the hours worked by a single
service provider.
Multi Resource: Select to search for requisition or work order
services that support multiple, unique services and service
providers.
Resource: Select to search for requisition or work order services
of an individual service provider.
Service Type
Select a value for the service coordinator. If you want to retrieve
all service types, leave this field blank.
Note: If the Use HCM Terminology? option is selected on the
Services Procurement Installation Options page, the label for
this field is Job Family.
See "Services Procurement Installation Options Page"
(PeopleSoft FSCM 9.2: Application Fundamentals).
Service
Select a project role for the service coordinator. If you want to
retrieve all project roles, leave this field blank.
Note: If the Use HCM Terminology? option is selected on the
Services Procurement Installation Options page, the label for
this field is Job Code.
Transaction Type
Select a value to determine the types of transactions to be
retrieved. Values are:
•
Requisition Through Work Order: Select this option to
retrieve all associated services requisitions and work orders.
Include Closed Requisitions: Select this option if you want
to include all closed services requisitions.
•
Work Order Only: Select this option if you want to retrieve
work orders only.
Include Finalized Work Orders: Select this option if you
want to include any work orders that have been finalized.
View Coordinator Statistics
Click this link to display the number of transactions associated
to the selected service coordinator. The statistics information
includes only the top-line, multi-resource transaction
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information, and does not provide lower-level services
information.
Hide Coordinator Statistics
Click this link if you do not want the system to display the
coordinator statistics.
Note: This link is available only after you have clicked the View
Coordinator Statistics link.
Search
Click to retrieve transactions based on the search criteria.
Service Coordinator Statistics
This grid displays the total number of transactions for the service coordinator. The information is
summarized for the specific business unit entered in the Search Criteria section, and the information is
also summarized for all business units to which the service coordinator is associated.
You can view information such as the:
•
Number of open and closed requisitions.
•
Number of VMS and non-VMS requisitions.
•
Number of open and closed work orders.
•
Number of VMS and non-VMS work orders.
Requisition Details and Work Order
This section displays either requisition or work order details such as requisition ID, service type, service,
supplier, provider contacts, work order type and status, and start and end dates. If the search criteria is
for Work Order Only, the name of this step box would be Services Work Orders. Any differences in
information displayed are noted.
Expand All and Collapse All
These options appear when the transaction type of Requisition
Through Work Orders is selected. Click to expand or collapse
the grid to view any work orders associated with requisitions.
Click the arrow toggle switch button to display associated work
orders for a single requisition line. If there are no associated
work orders for the requisition line, this button is hidden.
Click the Selection check box next to the requisitions or work
orders where you want to replace the services coordinator.
Positions
168
Click to view lower-level services associated with either
the requisition or work order. When you access this page,
the system displays the top-line service coordinator for the
requisition or work order. When you replace the top-line
requisition or work order coordinator, the system also replaces
the corresponding lower-line coordinators for the requisition or
work order.
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When you click this link, you access the Multi Resource Service
Information page. This page displays the service and service
type, as well as the number of positions for the each service
type. This link is available when a multi-resource requisition or
work order has more than one service position.
Select/Deselect All
Click to automatically select or deselect all the check boxes in
the search results grid.
Assign To
Select to whom the requisitions or work orders should be
reassigned. Values are:
Generate email notifications using
batch process
•
Service Coordinator: Select the specific service coordinator
to whom you are reassigning requisitions and work orders.
•
Service Coordinator Team: Select this option to reassign to a
service coordinator team. If you select this option, the Team
ID and Default Team Member fields become available:
•
Team ID: Select this option and all team members
receive notification of the reassignment.
•
Default Team Member: Select this option and the
specific team member that you select is notified of the
reassignment.
Select this option to run the email notifications as a batch
process rather than including them as part of the online
processing. The service coordinator or team receives an email
that includes a link to the Coordinator Replacement Log for the
transactions that have been reassigned.
Note: A URL must be defined for the replacement email
notification. Define this URL using the URL Maintenance
page (PeopleTools, Utilities, Administration, URLs) for the
SP_REPLACESC_EM and SP_REPLACETEAM_EM URL
identifiers.
Comments
Enter any applicable free-form text related to the reassignment.
Replace Service Coordinator
Click to replace the service coordinator on all selected
transactions. A confirmation page displays, and you must
click the OK button to confirm the replacement process. In
addition, upon clicking the OK button, email notifications will
be generated either online or in batch if the Generate email
notifications using batch process option has been selected.
Coordinator Replacement Log
Click this link to access the Coordinator Replacement Log to
view transactions associated with the reassignment.
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Replace VMS Coordinator Page
Use the Replace VMS Service Coordinator page (SPB_REPL_VMS_SC) to use this page to replace VMS
service coordinators.
This page is used to replace VMS service coordinators.
Navigation
•
Services Procurement, User and Team Setup, Replace VMS Coordinator
•
Services Procurement, Define Services Procurement, User and Team Setup, Replace VMS
Coordinator
This page behaves in a similar manner as the Replace Coordinator page which is used for non-VMS
transactions. The VMS-related differences are described here.
Note: When replacing the VMS Service Coordinator on Work Orders, if the replacement process detects
that the work order's supplier invoice approver is the same person as the VMS service coordinator that is
being replaced, the system will also updates the supplier invoice approver with the replacement service
coordinator.
VMS Supplier
Select the VMS supplier for which transactions are to be
reassigned. If there is only one VMS supplier, then it appears as
a default value in this field. This is a required field.
Service Method
Select a method on which to base a search. This is a required
field. Methods include:
Deliverable: Select to search for services that are generally
performed by an entire work force, such as a requisition or work
order for an entire project, not just the hours worked by a single
service provider.
Multi Resource: Select to search for requisition or work order
services that support multiple, unique services and service
providers.
Resource: Select to search for requisition or work order services
of an individual service provider.
Replacement Method
Select a value to indicate the method to use for replacement.
Values are:
•
Use Transaction's Current VMS Relationship Definition:
Select this option to indicate that the selected transactions
will be assigned to the VMS coordinator or team that is
currently effective for the related service type or business
unit and VMS supplier.
This is the default value for the field.
If the check boxes next to the transactions in the Requisition
Details group box are display only, one of the following
scenarios may be occurring:
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- The service coordinator associated with the current VMS
definition is the same as the service coordinator that you are
trying to replace.
- If the VMS definition uses a service coordinator team, then
the current VMS definition shows a team that is different
from the transaction selected.
Note: You will not be able to select this replacement method
if the service coordinator, team, or if the service coordinator
is the only member of the VMS supplier team. For example,
if the VMS transactions are being handled by only one
VMS service coordinator team, then you cannot use this
replacement method. In addition, if the service coordinator
is the only member of the VMS team, then you cannot use
this replacement method.
Note: Once a VMS service coordinator has been replaced
on a requisition, the replacement service coordinator takes
precedence over any other service coordinator changes
made to the VMS setup definition. For example, when a
requester creates a VMS-managed service requisition, the
VMS supplier, location and service coordinator are assigned
to the VMS requisition from the VMS setup definition.
Then, when the requester edits the requisition, the system
checks for more recent changes to the VMS supplier,
location, and service coordinator defined in the VMS setup
definition. If the system finds more recent changes to these
fields, it refreshes the requisition with the most recent VMS
setup information.
However, if the requisition's VMS Service Coordinator has
been replaced by the Replace VMS Coordinator function,
then the system applies the change made by the replacement
feature as taking precedence, and the system will not refresh
the VMS Service Coordinator on the requisition, even if
there has been a more recent change in the VMS setup
definition.
•
Specify Replacement Coordinator/Team: Select this option
to indicate that all selected transactions will be assigned to a
single VMS team or service coordinator.
If you select this option, the Service Coordinator and
Service Coordinator Team fields become available where
you can assign the transactions.
See Replace VMS Coordinator Page.
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Requisition Details and Work Order
This section displays requisition and work order details such as requisition ID, service type and method,
service, supplier, provider contacts, work order type and status, start and end dates, and the service
coordinator or service team defined for the VMS supplier.
If the search criteria is for Work Order Only, the name of this step box is Services Work Orders.
Service Coordinator from VMS
Definition
This column displays the VMS service coordinator that is
defined for this VMS supplier.
Service Team from VMS Definition
This column displays the VMS service team that is defined for
this VMS supplier.
Positions
Click to view lower-level services associated with either
the requisition or work order. When you access the Replace
VMS Coordinator page, the system displays the top-line
VMS coordinator for the requisition or work order. When you
replace the top-line requisition or work order VMS coordinator,
the system also replaces the corresponding lower-line VMS
coordinators for the requisition or work order.
When you click the Positions link, you access the Multi
Resource Service Information page. The page displays the
service and service type and the number of positions for the
each service type. This link is available when a multi-resource
requisition or work order has more than one service position.
Confirmation Message for VMS Coordinator Replacement
The following discusses the confirmation messages received when you click the Replace Service
Coordinator button on the Replace VMS Coordinator page:
•
If the replacement method is Use Transaction's Current VMS Relationship Definition:
The system will reassign the service coordinator for the selected transactions, using the current
effective-dated VMS service team/service coordinator established on the selected transactions' VMS
relationship definition, as shown in the Service Team/Service Coordinator from VMS Definition
columns of the Requisition (Work Order) transaction grid.
Please either confirm or cancel the reassignment. This operation may take several minutes to
complete. Please be patient.
•
If the replacement method is Specify Replacement Coordinator/Team:
The confirmation message displays the quantity of requisitions or work orders selected, as well as the
Service Coordinator or Team that will receive the reassignment of the selected transactions.
Service Coordinator Replacement Log Page
Use the Service Coordinator Replacement Log page (SPB_REPLASC_LOG) to view requisitions and
work orders on which the service coordinator replaced.
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Navigation
•
Services Procurement, User and Team Setup, Coordinator Replacement Log
•
Services Procurement, Define Services Procurement, User and Team Setup, Services User Setup,
Coordinator Replacement Log
The service coordinator will receive an email which contains a link to the Coordinator Replacement Log
page. The email includes a list of all requisitions and work orders that have been reassigned to the service
coordinator. The replacement log displays the top-line requisition or work order information along with
lower-line service requisition or work orders derived from multi-resource requisitions or work orders.
The system also provides lower-level services replacement information for individual transaction history
pages.
Search Service Coordinator
From Service Coordinator
Select the service coordinator that was replaced.
To
Select a value to indicate the role that was replaced: Values are
Service Coordinator and Service Coordinator Team.Select the
service coordinator or service coordinator team in the adjacent
field that is available.
Business Unit
Select the specific business unit associated with the service
coordinator. If you want to see all business units to which the
service coordinator is associated, leave this field blank.
Requisition ID
(Optional) Select a specific requisition or leave this field blank
if you'd like to retrieve all requisitions associated with the
service coordinator.
Work Order ID
(Optional) Select a specific work order or leave this field blank
if you'd like to retrieve all work orders associated with the
service coordinator.
Date From and Date To
(Optional) Enter the beginning and ending dates to narrow the
results that are retrieved.
Service Coordinator Logs
Requisition ID and Work Order ID
Click a link to access information related to the requisition or
work order.
Return to Replace Coordinator
Click this link to access the Replace Coordinator page.
Note: If you are reviewing VMS service coordinators, the link
will read Return to Replace VMS Coordinator.
Services User Setup Page
To create and edit service administrators:
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1. Access the Services User Setup page (Services Procurement, User and Team Setup, Services User
Setup).
Select the Create a new Services User option from step #1, and then select the Service Administrator
option from step #2.
2. Once you select the Create a new Services User and Service Administrator options, the system adds
step #3 for you to enter a user ID for the new service administrator user.
Note: If you choose to edit an existing service user, the system adds step #3, where you must chose
the user ID that you want to edit.
3. Click the Add button on the Services User Setup page to access the User Profile Information page,
where you can enter passwords, general attributes, permission lists, and workflow attributes.
4. Once you finish entering information on the User Profile Information page, click the OK button to
return to the Services User Setup page.
When you return to the Services User Setup page, the system adds more steps for you to edit and
define security and user preferences for the service administrator.
5. Click the Finish button on the Services User Setup page once you complete the service administrator
setup.
Services User Setup Page
To create and edit approvers:
1. Access the Services User Setup page (Services Procurement, User and Team Setup, Services User
Setup).
Select the Create a new Services User option from step #1, and then select the Approver option from
step #2.
2. Once you select the Create a new Services User and Approver options, the system adds step #3 for
you to enter a user ID for the new approver user.
Note: If you choose to edit an existing approver user, the system adds step #3, where you must choose
the user ID that you want to edit.
3. Click the Add button on the Services User Setup page to access the User Profile Information page,
where you can enter passwords, general attributes, permission lists, workflow attributes, and approver
authorizations.
4. Once you finish entering information on the User Profile Information page, click the OK button to
return to the Services User Setup page.
When you return to the Services User Setup page, the system adds more steps for you to edit and
define security and user preferences for the service administrator.
5. Click the Finish button on the Services User Setup page once you complete the service administrator
setup.
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Service Team Page
Use the Service Team page (SPB_TEAM) to create service coordinator teams that can source and bid on
each other's requisitions and edit each other's work orders.
Navigation
•
Services Procurement, Define Services Procurement, User and Team Setup, Service Team
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Service Teams, Service
Team
Image: Service Team page
This example illustrates the fields and controls on the Service Team page.
Use this page to select the services coordinators that belong to each team and specify their notification
preferences.
The system stores the service team or service coordinator from the requisition on the work order. If
the work order is not created from a requisition, and the user creating the work order is a requester,
the system uses the default service coordinator team or default service coordinator from the requester
defaults. If the work order is not created from a requisition, and the user creating the work order is a
service coordinator that belongs to a team, you can select from all the service coordinator's teams or you
can assign it to an individual service coordinator. If the user doesn't belong to any teams, the system
makes the user the service coordinator on the work order.
Notify team members of other team
member's worklist items
Select to notify all team members with a notification type
of Email and Worklist or Worklist Only when any service
coordinator on the team receives a worklist notification. The
initial sourcing notification will be sent to all team members
regardless of this setting
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Chapter 5
Maintaining Workflow Setup
This topic discusses how to set up workflow.
See Understanding PeopleSoft Services Procurement Workflow.
Maintaining Settlement Setup
To define Services Procurement business unit options, use the Services Procurement Options
(BUS_UNIT_SPRO) component.
To define shifts, use the Shifts (SPB_SHIFT) component. To define shift and service combinations, use
the Shift by Service (SPB_SHFT_BY_SRV) component. To define assignments, use the Assignments
(SPB_ASSIGNMENT) component. To define assignment and service combinations, use the Assignment
by Service (SPB_ASGN_BY_SRV) component. To define time category overrides, use the Review/
Override Time Categories (SPA_TM_EDIT_TRC) component.
To define rules for reporting time, use the Time Reporting Rule (SPA_TRULE_DEFN) component. To
set up the AP interface, use the AP interface (SPA_AP_INTRFACE) component. To set up payment
types, use the Payment Types (SPA_EXPEND_MTHD) component. To set up expense types, use the
Expense Types (SPA_EXPENSE_TYPE) component. To define your service time/progress template, use
the Service Time/Progress Template (SPA_TIME_TMPL) component. To set up time reporting codes, use
the Time Reporting Code (SPA_TRC_CODE) component.
To define business purposes, use the Business Purpose (EX_PURPOSE) component.
To set up preferred merchants, use the Preferred Merchant (EX_MERCHANT) component. Use the
EX_MERCHANT_SETUP component interface to load data into the tables for this component.
To define expense locations, use the Expense Location (EX_LOCATION) component. Use the
EX_LOCATION_SETUP component interface to load data into the tables for this component. To define
expense payment type, use the Expense Payment Type (SPA_EXPEND_MTHD) component. To define
expense types, use the Expense Type (SPA_EXPENSE_TYPE) component.
To define expense distance rates, use the Distance Rates (EX_AUTO_RT_TBL) component. Use the
EX_AUTO_RATE_SETUP component interface to load data into the tables for this component.
This topic discusses how to maintain settlement setup.
Pages Used to Maintain Settlement Setup
Page Name
Definition Name
Usage
Shift Page
SPB_SHIFT
Define shifts to be used on timesheets.
This page appears only if the Enable
Shifts check box is selected on the
Services Procurement Business Unit
Definition page.
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Page Name
Definition Name
Usage
Assignment Page
SPB_ASSIGNMENT
Define assignments to be used on
timesheets.
This page appears only if the Enable
Assignments check box is selected on
the Services Procurement Business Unit
Definition page.
Services Procurement Bus Def (business
unit definition) Page
BUS_UNIT_TBL_SP
Select the check boxes to enable the
business units to use shifts, assignments,
and time category overrides.
Shifts by Service Page
SPB_SHFT_BY_SRV
View and modify valid shifts that are
associated with a specific service.
Assignments by Service Page
SPB_ASGN_BY_SRV
View or modify assignments that are
associated with a specific service.
Shifts by Service Page
QRY_QUERY
Service by Shift
Use this page to select the query
name for which you want to run these
PSQUERY reports:
Assignments by Service Page
•
Shift by Service
Service by Assignment
•
Service by Shift
•
Assignment by Service
•
Service by Assignment
Service Time/Progress Template Page
SPA_TIME_TMPL_PG
Create services templates. Enter or
modify options used in a timesheet to
enter time and expense information and
progress information.
Select ChartFields Page
SPA_TIME_TMPL_DIST
Select the ChartFields to display on the
Timesheet. The values from the selected
ChartFields will be used to allocate time
on Distribution lines.
This option is only available when you
select Actual Allocation as your time
reporting option.
Service Time/Progress Template Page
Services Time Reporting Codes Page
SPA_TRC_CODE
Define time reporting codes.
Pay Types by Time Reporting Codes
Page
SPA_TRC_PAYTYPE
Enter and view pay types that are
associated with time reporting codes.
Use this page to indicate the pay rate and
mark up rates that are used on the work
order.
This option is only available when pay
types are used.
Services Time Reporting Codes Page
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Page Name
Definition Name
Usage
Time Reporting Rule Page
SPA_TIMERPT_RUL
Define rules for reporting time.
"Business Purpose Page" (PeopleSoft
FSCM 9.2: Expenses)
EX_PURPOSE
Use business purposes to justify a
business expense as a corporate tax
deduction.
Distance Rate Page
EX_AUTO_RT_TBL
Define expense distance rates.
Expense Types1 Page
SPA_EXPENSE_TYPES1
Define expense types.
Expense Types2 Page
SPA_EXPENSE_TYPES3
Define expense types.
Expense Payment Type Page
SPA_EXPEND_MTHD
Create payment types that show (on an
expense sheet) how an expense item was
paid.
"Payment Type Page" (PeopleSoft
FSCM 9.2: Expenses)
"Expense Location Page" (PeopleSoft
FSCM 9.2: Expenses)
EX_LOCATION
Create an expense location that can be
required on an expense sheet.
When you define an expense type,
you can require a service provider to
enter the location for the transaction to
ensure that the cost accurately reflects
prevailing prices for that region.
178
Preferred Merchant
EX_MERCHANT
Define a preferred merchant that you
can include in an expense type. When
you define an expense type, you can
require a service provider to enter the
preferred merchant for that transaction
to ensure that the cost accurately reflects
prevailing prices for that region.
Payment Terms Timing Codes Page
PYMT_TERMS_TIMING
Define payment terms timing for
each period that you reference in your
payments.
Payment Terms - Single Payments Page
PYMT_TERMS_SINGLE
Define valid payment terms for single
payments.
Search Where Used Page
SNGL_TRMS_WHR_USED
View where payment terms are used.
Calculate Example Payment Data (single SNG_TR_CLC_PAY_DTA
payment terms) Page
Calculate example data for single
payment terms.
Payment Terms - Multi Payment Page
PYMT_TERMS_MULTI
Define valid payment terms for multiple
payments.
Calculate Example Payment Data
(multiple payment terms) Page
MLT_TR_CLC_PAY_DTA
Calculate example data for multiple
payment terms.
Accounts Payable Interface Page
SPA_AP_INTRFACE
Define accounts payable application
interface information.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Common Elements Used in this Section
Return to Time and Expense Setup
Click this link to return to the Time and Expense home page.
Services Time Reporting Codes Page
Use the Services Time Reporting Codes page (SPA_TRC_CODE) to define time reporting codes.
Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Services Time Reporting Codes
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Time and Expense,
Services Time Reporting Codes
Multiplication Factor
Define the multiplication factor for the TRC. The system uses
the value that you enter when calculating time and expense
amounts.
Note: This factor is applied in addition to any applicable shift
or assignment pay rate. In addition, for assignment pay, the
assignment pay rate must be Based on Time.
Pay Types
Associate pay types with time reporting codes. Available only if
pay types are enabled on the Services Procurement Installation
Options page.
Pay Types by TRC
To access the pay types by TRC, click the Pay Types link on the Services TRC component.
Use pay types by TRC to determine how you pay the supplier. For example, you can have an agreement
that you pay all pay types (pay rate, fixed cost, third-party markup, supplier markup) for hours 0 - 8. After
8 hours you might only pay the pay rate and fixed cost but no markups. In this case, you would create
two TRCs, one with all 4 pay types and one with only pay rate and fixed cost. You would then create a
services time template with overtime enabled. On the overtime rules, you would use the two new TRCs
that you created.
You can select up to 4 pay types on this page, but each pay type can only be defined once.
Pay Type
Select the pay type you are to pay to the supplier
Multiplication Factor
Select the multiplication factor for the pay type. The value
appears by default from the Services TRC multiplication factor,
but you can override the value.
Time Reporting Rule Page
Use the Time Reporting Rule page (SPA_TIMERPT_RUL) to define rules for reporting time.
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Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Time Reporting Rule
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Time and Expense, Time
Reporting Rule
Image: Time Reporting Rule page
This example illustrates the fields and controls on the Time Reporting Rule page.
Rule Details
Description
Enter a long description to identify the time reporting rule.
Default TRC (default time reporting
code)
Select a default TRC to use when the time reporting rule does
not meet the rule criteria.
Rule Sequence
Rule Sequence
180
Enter a rule sequence number. This value is used to determine
the order the system validates and applies the rule criteria to a
timesheet. Since the rule sequence numbers are incremental,
be sure to prioritize the rule in the order in which you want the
system to evaluate and validate the TRC codes to use for time
reporting.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Note: Always identify the most important rules at the lowest
rule sequence to ensure that the system picks up those rules first.
If you define a priority rule at higher sequence number and the
system validates another rule that qualifies at a lower sequence
number, the system uses the lowest rule sequence to populate
the timesheet.
For example, if you create a rule with specific capture dates (
as in the case of holidays), always be sure to define those dates
first. The system starts at the most current rule sequence and
works its way down the list. Also, if you want to be sure that
there is always a valid rule in place, identify the "catch-all" rule
as the last rule in the sequence. That way, you are always sure
that there is a valid rule in the sequence.
Rule Scope
Select the time scope that this rule sequence covers.
Values include Date, Day of the Week, and Time Period.
Rule Type
Select the type for this rule sequence.
Values include Time Quantity and TRC List.
Rules by Date
Date
Enter the date for which this rule applies.
Min Threshold (minimum threshold)
Enter minimum quantity of hours for this rule.
Max Threshold (maximum threshold) Enter the maximum quantity of hours fro this rule.
TRC (time reporting code)
Select a value to use with this time reporting rule.
Override UOM (override unit of
measure)
Select an alternative UOM to use as an override on the work
order. Use this UOM to calculate a different rate on the work
order.
Blackout
Select to prevent time from being entered for the specified day.
Note: This option is only available for the rule type of TRC
List.
Rules by Day of the Week
Day of Week
Enter a day of the week to create a time reporting rule.
Values include:
•
Sunday
•
Monday
•
Tuesday
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•
Wednesday
•
Thursday
•
Friday
•
Saturday
Chapter 5
Rules by Time Period
Time Period
Enter a time period to create a time reporting rule.
Values include Bi-Monthly, Daily, Monthly, Semi-Monthly, and
Weekly.
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Using Shifts on Timesheets
The following diagram illustrates the steps involved in defining shifts that can be used on timesheets:
Image: Shifts Definition
Steps to define shifts that can be used on timesheets
Shift Page
Use the Shift page (SPB_SHIFT) to define shifts to be used on timesheets.
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Navigation
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup, Shifts
Image: Shift page
This example illustrates the fields and controls on the Shift page.
Note: These settings are defined at the SetID level.
Note: The fields that appear on this page depend upon the value selected for the Shift Pay field.
Note: The Document Service and Service Type labels will differ if Enterprise Human Capital
Management is installed.
SetID
Select the SetID that will be able to use this shift.
Shift ID
Enter a name for the shift.
Description
Enter a description for the shift. This is a required field.
Effective Date
Enter the date that the shift will become effective. The current
date is the default value. This is a required field.
Add effective-dated rows for each Shift Pay type as required.
Effective Status
184
Select Active (default) or Inactive. This determines if this shift
will be available for use on timesheets. Only shifts with a status
of Active will be available for use. This is a required field.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Note: If you change an Active shift to Inactive, the system
will issue a warning message if there are any existing shift and
service combinations for the effective-dated shift.
Shift Start Time and Shift End Time (Optional) Enter the start and end times for the shift. Shift pay
is paid for work performed during this time period. You can
leave this blank and the system will automatically select the
shift based on the start and end times entered on the timesheet.
Note: Start and stop times are for informational purposes only.
If the 24-hour clock time template is used and the Derive Shift
Based From Time of Day option is selected, then the system
automatically populates the default time values in this fields.
However, these start and stop times can still be modified at the
template definition level.
Shift Pay
Select a value to indicate the basis for the shift pay calculation:
•
Add to Work Order Rate: Shift pay is added to the work
order rate for this shift.
•
Add % of Work Order Rate: Shift pay is defined as a
percentage of the work order rate.
You must enter percentage rate in the Shift Percent field.
•
Substitute Work Order Rate: Shift pay rate will replace the
work order rate for this shift.
This is a required field.
Shift Pay Rate Percentage
Enter a negative or positive percent value for the shift pay rate.
This is a required field and is used with the Add % of Work
Order Rate value.
Shift Pay Rate Amount
Enter a negative or positive amount. If pay types are not
selected, then this is a single rate. If pay types are selected, this
rate must be broken out into the Pay Rate, Fixed Cost, Supplier
Markup, and Third-Party Markup fields that appear. This is a
required field and is used with the Add to Work Order Rate or
Substitute Work Order Rate values.
Shift Pay Rate Currency
Enter the currency code for this shift pay rate. This field works
with the Add to Work Order Rate or Substitute Work Order Rate
values.
Shift Pay Rate UOM (unit of measure) Enter the unit of measure for this shift pay rate. This field works
with the Add to Work Order Rate or Substitute Work Order Rate
values.
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Shifts by Service Page
Use the Shifts by Service page (SPB_SHFT_BY_SRV) to view and modify valid shifts that are associated
with a specific service.
Navigation
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup, Shifts
by Service
Image: Shifts for Service page
This example illustrates the fields and controls on the Shifts for Service page.
Note: These settings are defined at the SetID level.
This page identifies the shifts that are valid for a particular service. Only shifts associated to the service
can be associated to time reported against a work order for that service. In addition, for 24-hour clock
time entry, only shifts that are associated to the time template can be associated to the time reported.
Shift by Service Details
186
Project Role
Select a value for this service (job) code.
Shift ID
Select the shift to be associated with this service.
Effective Date
Enter the effective date for this service. This is a required field.
Detail Definition
Select a method to use for defining details of the shift. Values
are:
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Setting Up Application Specific Options for PeopleSoft Services Procurement
•
Define for Service: Indicates that the shift is available for
use with this service as of the effective date.
The service and shift combination will have specific times
and rates defined.
Note: The Description group box appears when you select
this option.
•
No Longer Valid for Service: Indicates that the shift is no
longer available for use as of the effective date.
•
Use Shift Definition: Indicates that the shift is available for
use with the service as of the effective date.
The shift times and rates from the Shift Definition will be
used for this service.
Description
Start of Shift and End of Shift
(Optional) Enter the beginning and ending times for the shift.
Note: Start and stop times are for informational purposes only.
If the 24-hour clock time plate is used and the Derive Shift
Based From Time of Day option is selected, then the system
automatically places default time values on this fields. However,
these start and stop times can still be modified at the template
definition level.
Shift Pay
The default values come from the Shift definition page but you
can modify it here. Values are:
•
Add to Work Order Rate: Shift pay rate will be added to the
work order rate for this shift by service.
•
Add % of Work Order Rate: Shift pay is defined as a
percentage of the work order rate.
•
Substitute Work Order Rate: Shift pay rate is substituted for
the work order rate.
If you select this option, can only enter a positive amount in
the Pay Rate field.
Pay Rate
This required field is available if you select Add to Work Order
Rate or Substitute Work Order Rate.If you selected the Add
to Work Order Rate, you must enter a positive or a negative
amount in this field, If you selected the Substitute Work Order
Rate value, you must enter a positive amount.
If pay types are not selected, then this is a single rate. If pay
types are selected, this rate must be broken out into the Pay
Rate, Fixed Cost, Supplier Markup, and Third-Party Markup
fields that appear.
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Shift Percent
You must enter a positive or a negative percent in this field if
you selected the Add % of Work Order Rate value. This is a
required field.
Currency
You must enter a value in this field if you selected the Add to
Work Order Rate or Substitute Work Order Rate option.
UOM (unit of measure)
This field is available if you select the Add to Work Order Rate
or Substitute Work Order Rate value. This is a required field.
Shift
Click this link to access the Shift definition page for this specific
shift.
Related Links
PeopleSoft Services Procurement Reports: General Description
Using Assignments on Timesheets
The following diagram illustrates the steps involved to define assignments that can be used on timesheets:
Image: Assignments Definition
define assignments that can be used on timesheets
Assignment Page
Use the Assignment page (SPB_ASSIGNMENT) to define assignments to be used on timesheets.
188
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Chapter 5
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Navigation
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Assignments
Image: Assignment page
This example illustrates the fields and controls on the Assignment page.
Note: These settings are defined at the SetID level.
Note: The fields that appear on this page depend upon the value selected for the Assignment Pay field.
SetID
Select the SetID that will be able to use this assignment.
Assignment ID
Enter a name for the assignment.
Description
Enter a description for the assignment.
Assignment Definition
Effective Date
Enter the date that the assignment will become effective. The
current date is the default value. This is a required field.
Add effective-dated rows for each Assignment Pay type as
required.
Status
Select Active (default) or Inactive. This determines if this
assignment will be available for use on timesheets. Only
assignments with a status of Active will be available to associate
with services or on timesheets. This is a required field.
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Note: If you change an Active assignment to Inactive, the
system will issue a warning message if there are any existing
assignment and service combinations for the effective-dated
assignment.
Assignment Pay
Select the value on which the assignment pay calculation should
be based. Values are Based on Time or Based on Incident.
•
Based on Time: This option indicates that some or all
of the assignment rate is based on the time spent on the
assignment.
•
Based on Incident: This option indicates that some or all of
the assignment rate is based on the number of incidents for
the assignment.
If you select Based on Time, select a value as the basis for time
associated with the assignment:
•
Add to Work Order Rate: The assignment rate will be added
to the work order rate.
If you select this option, you must enter a negative or a
positive value in the Pay Rate field that appears.
Note: If pay types are not enabled, this is a single rate. If
pay types are enabled, the Pay Rate must be broken out into
the Pay Rate, Fixed Cost, Supplier Markup, and 3rd Party
Markup fields that appear on the page.
•
Add % of Work Order Rate: The assignment rate is a percent
of the work order rate.
If you select this option, you must enter a negative or
positive value in the Percent field.
•
Substitute Work Order Rate: The assignment rate will
replace the work order rate.
If you select this option, you must enter a positive value in
the Pay Rate field.
Note: If pay types are not enabled, this is a single rate. If
pay types are enabled, the Pay Rate must be broken out into
the Pay Rate, Fixed Cost, Supplier Markup, and 3rd Party
Markup fields that appear on the page.
190
Rate
This display-only field shows the total of the Pay Rate, Fixed
Cost, Supplier Markup, and 3rd Party Markup fields.
Currency
Enter the currency associated with the assignment pay rate. This
field is available if you select the Add to Work Order Rate or
Substitute Work Order Rate option.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
UOM (unit of measure)
Enter the unit of measure associated with the assignment pay
rate. This field is available if you select the Add to Work Order
Rate or Substitute Work Order Rate option.
If you select Based on Incident, you must break down the assignment pay amount into these fields.
Note: The total of these fields should add up to the total assignment pay amount.
•
Pay Rate
•
Fixed Cost
•
Supplier Markup
•
3rd Party Markup
Rate
This display-only field shows the total of the Pay Rate, Fixed
Cost, Supplier Markup, and 3rd Party Markup fields.
Currency
The value in this display-only field comes from the assignment
currency.
Assignments by Service Page
Use the Assignments by Service page (SPB_ASGN_BY_SRV) to view or modify assignments that are
associated with a specific service.
Navigation
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Assignments by Service
Image: Assignments by Service page
This example illustrates the fields and controls on the Assignments by Service page.
Note: These settings are defined at the SetID level.
Assignment ID
Enter a description for this assignment by service.
Service
Enter the service code.
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Assignment by Service
Effective Date
Enter the effective date for this service. This is a required field.
Detail Definition
Select a method to use for defining details of the assignment by
service combination. Values are:
•
Define for Service: Indicates that the assignment is available
for use with this service as of the effective date.
The service and assignment combination will have specific
times and rates defined.
Note: The Description group box appears when you select
this option.
•
No Longer Valid for Service: Indicates that the assignment is
no longer available for use as of the effective date.
•
Use Assignment Definition: Indicates that the assignment is
available for use with the service as of the effective date.
The shift times and rates from the Assignment definition
page will be used for this service.
Description
Assignment Pay
Select the method on which to base the assignment pay. Values
are:
•
Based on Time: Assignment pay will be based on the
beginning and end times of the assignment.
You can select one of these values to calculate the
assignment pay:
•
Add to Work Order Rate: Assignment pay rate will be
added to the work order rate for this assignment by
service combination.
•
Add % of Work Order Rate: Assignment pay is defined
as a percentage of the work order rate.
•
Substitute Work Order Rate: Assignment pay rate is
substituted for the work order rate.
If you select this option, can only enter a positive
amount in the Pay Rate field.
•
192
Based on Incident: The assignment pay will be based on the
number of incidents.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
If you select this option, you must enter values for the Pay
Rate, Fixed Cost, Supplier Markup, and Third-Party Markup
fields.
Pay Rate
This required field is available if you select Add to Work Order
Rate or Substitute Work Order Rate. If you selected the Add
to Work Order Rate, you must enter a positive or a negative
amount in this field, If you selected Substitute Work Order Rate,
you must enter a positive amount.
If pay types are not selected, then this is a single rate. If pay
types are selected, this rate must be broken out into the Pay
Rate, Fixed Cost, Supplier Markup, and Third-Party Markup
fields that appear.
Percent
You must enter a positive or a negative percent in this field if
you selected the Add % of Work Order Rate value. This is a
required field.
Currency
You must enter a value in this field if you selected the Add to
Work Order Rate or Substitute Work Order Rate option.
UOM (unit of measure)
This field is available if you select the Add to Work Order Rate
or Substitute Work Order Rate value. This is a required field.
Assignment
Click this link to access the Assignment definition page for this
specific assignment.
Services Procurement Bus Def (business unit definition) Page
Use the Services Procurement Business Unit Definition page (BUS_UNIT_TBL_SP) to select the check
boxes to enable the business units to use shifts, assignments, and time category overrides.
Navigation
•
Set Up Financials/Supply Chain, Business Unit Related, Services Procurement, Services
Procurement Options
•
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions,
Services Procurement Defn
Time and Expense Settings
Enable Shifts
Select this check box if you want to use shifts on timesheets.
Enable Assignments
Select this check box if you want to use assignments on
timesheets.
Enable Time Category Override
Select this check box if you want to enable time category
overrides.
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Chapter 5
Related Links
Shift Page
Assignment Page
Edit Time Categories Page
Service Time/Progress Template Page
Use the Service Time/Progress Template page (SPA_TIME_TMPL_PG) to create services templates.
Enter or modify options used in a timesheet to enter time and expense information and progress
information.
194
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Service Time/Progress Template
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Time and Expense,
Service Time/Progress Template
Image: Service Time/Progress Template page (1 of 2)
This example illustrates the fields and controls on the Service Time/Progress Template page.
Image: Service Time/Progress Template page (2 of 2)
This example illustrates the fields and controls on the Service Time/Progress Template page.
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Chapter 5
If a timesheet has been created using a service time/progress template, the system displays a message on
the template page. The message indicates that the template has been used in the creation of a timesheet
and that some fields for effective-dated rows have been disabled. The system also makes the Status and
Time Reporting Option fields unavailable on the page when a work order has been created against the
time template.
Time Reporting
Time Reporting Option
Use this option to determine whether a resource based work
order requires the service provider to report time against specific
ChartFields, or whether the total time is entered and distribution
percentages automatically split time or progress according to the
ChartField distribution defined for the work order. Values are:
•
Actual Allocation: Select to enable the service provider to
report actual time 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 time or progress
against a work order.
The distribution percentage is used to automatically
allocate time or progress across the predefined ChartField
distribution lines.
Time Reporting Period
Select a period that indicates how often service providers enter
their work hours. The default value is Weekly. Other values are
Daily, Bi-Weekly, Semi-Monthly, and Monthly.
Note: When you select a the monthly time reporting option, the
Display Calendar field is editable. You must select a display
calendar to chunk monthly reporting properly.
Service Calendar
Display Calendar
Select a service calendar for the time reporting period. Use this
calendar as a detail for how the organization reports time during
the calendar year. Values are:
•
Bi-Weekly
•
Daily
•
Monthly
•
Semi-Monthly
•
Weekly
Select an appropriate calendar display option.
Use this option to determine how the calendar is displayed for
the time reporting period. For example, if you select Monthly as
the time reporting option, you may want to display the calendar
on a weekly basis.
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Use 24-Hour Clock
Select this option if you want time logged using the 24-hour
clock. You select this check box if you want to pay providers
shift differential using shifts.
If you select to use a 24-hour clock, the system disables other
entry fields.
Rounding
Select whether you want to round up or down to the hour. Select
None if you do not want to round the minutes.
Precision
Select the number of precise minutes for rounding. Values are
Six, Twelve, Fifteen, Twenty, and Thirty.
Break Duration (Mins) (break
duration - minutes)
Enter the break duration in number of minutes. The break
duration is subtracted from the total time difference between the
start and end dates. For example, if you have a start time of 8:00
a.m. and end time of 5:00 p.m. with a 30-minute break duration,
8.5 hours are recorded for the day.
Break is Editable
Select to indicate that the break is not mandatory.
Derive Shift From Time of Day
Select this option if you want the system to automatically derive
the shift depending upon the time of day. This option is used
with 24-hour clocks only. You use the Derive Shift From Time
of Day check box in conjunction with the shift and assignments
functionality.
Shifts
This group box appears when you select Derive Shift From
Time of Day. Use this group box to associate specific shifts with
this time service template.
Note: Start and stop times are for informational purposes only.
If the 24-hour clock time plate is used and the Derive Shift
Based From Time of Day option is selected, then the system
automatically places default time values on this fields. However,
these start and stop times can still be modified at the template
definition level.
Start of Shift and End of Shift
These default values come from the Shift definition page, but
you can override the values here. These are required fields.
Note: Start and end times cannot fall within the ranges for
another shift for the sample template.
Allow for more than 24 hours
Select if a service provider is enabled to enter more than 24
hours for a single project, work order, activity, and day. You
can use this option for team reporting instead of individual
reporting.
Note: When you select this option, the Rounding, Default Start
Time, Default Stop Time, Break Duration, Precision, and Break
is Editable fields are available.
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Setting Up Application Specific Options for PeopleSoft Services Procurement
Manually enter TimeSheet
TRCs(manually enter timesheet time
reporting codes)
Chapter 5
Select this check box to indicate that you want to manually
enter TRCs for timesheets. The check box controls whether time
reporting codes are assigned manually by the service provider
during time entry or automatically assigned by the system based
on predefined rules. You cannot assign a time-reporting rule
to a template if this check box is selected. The Derive Shift
From Time of Day check box is available if you do not select to
manually enter timesheet TRCs. If you select to manually enter
timesheet TRCs, the check box is not available.
Note: When editing an existing time template, you cannot
change the setting of the Manually enter Timesheet TRCs check
box if there are already timesheets associated to the template.
When a template is already in use, the system low-lights entry
fields.
Time Reporting Rule ID
Select a time reporting rule to use for calculating different
payouts. This field is not available if you select the Manually
enter Timesheet TRCs check box.
Note: To use this feature, you must first define the time
reporting rules on the Time Reporting Rules page.
View Time Reporting Rules
Click to view the time reporting rule associated with this service
template.
Overtime Permitted
Select to indicate if a requisition allows overtime.
This is an informational field only.
Use Ratings
Select if the performance of a service provider during the time
period is to be rated.
Note: This check box is only accessible if the Use Ratings
check box on the Services Procurement Business Unit
Definition page is selected.
Use Comments
Select to enable service providers and provider contacts to enter
comments or concerns on the timesheet and progress log.
Select ChartFields for Actual
Allocation Display on Timesheets
Select the ChartFields to display on the timesheet.
The values from the selected ChartFields will be used to allocate
time on distribution lines.
Note: This option is only available when you select Actual
Allocation as the time reporting option.
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Chapter 5
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Service Time/Progress Template
Image: Service Time/Progress Template page
This example illustrates the fields and controls on the Service Time/Progress Template page. You can find
definitions for the fields and controls later on this page.
Settlement Options
View the settlement method for a work order, which is based
on the service selected. Progress will be recorded based on the
method defined. Values include:
•
Fixed Amount: Progress payments are made against
milestone activities where the supplier enters the amount to
be paid on the progress logs.
You can record progress multiple times against the same
milestone for work order to allow payment upon partial
completion of a activity.
•
Milestone: Payments are made when agreed upon milestones
are met.
For example, you could agree to pay the construction
company 25 percent of the total fee when the foundation
is complete. The supplier can only select each milestone
activity once for completion.
•
Percentage: Payments are made based on the percentage of
completion for the total work order amount entered on the
progress log.
•
Rate Based: Payments are based on an agreed upon rate for
service activities.
For example, you could agree to pay a contractor pouring
concrete a specific rate per cubic foot. For this example, the
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Chapter 5
actual cubic feet poured is entered in the progress log and
the payment is based on that agreed rate.
Note: This field applies to deliverable-based work orders
only.
Progress Reporting Option
Use this option to associate the reporting options (Percentage/
Actual) with Progress templates for each Settlement Option .
This field is available only for Deliverable template type.
The reporting options selected here controls the Template you
select in a Work order.
Distance Rate Page
Use the Distance Rate page (EX_AUTO_RT_TBL) to define expense distance rates.
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Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Expense Distance Rate
•
Set Up Financials/Supply Chain, Product Related, Expenses, Management, Distance Rate
Image: Distance Rate page
This example illustrates the fields and controls on the Distance Rate page.
You can set up standard and varied distance rates in different base currencies with each combination
tied to an expense type. When service providers use their automobiles for business purposes, you can
reimburse them based on how far they must drive.
Distance Rate Type
Select Standard Rate to indicate a uniform reimbursement rate
regardless of transportation type.
Select Varied Rate to indicate reimbursement rates that depend
on the transportation type.
Standard Distance Rate
Enter the monetary amount that is to be reimbursed per unit
driven, if you selected Standard Rate.
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Chapter 5
Varied Distance Rates
Transportation Type and Distance
Rate
If you selected Varied Rate, enter a distance rate to define the
monetary amount that is reimbursed for the transportation type
per unit driven.
Rate Adjustment Factor
Enter an adjustment factor that the system applies for the
transportation type.
Expense Types1 Page
Use the Expense Types - Expense Types1 page (SPA_EXPENSE_TYPES1) to define expense types.
Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Time and Expense Setup,
Expense Type
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, Time and Expense,
Expense Type
Image: Expense Types1 page
This example illustrates the fields and controls on the Expense Types1 page.
Required Fields
Description, Merchant, Preferred
Merchant, and Location
Select each option to appear as a required field on the expense
sheet that a service provider completes for the expense type.
To define an expense location amount for this expense type,
select the Location check box to make it a required field on the
expense sheet.
Expense Types2 Page
Use the Expense Types - Expense Types2 page (SPA_EXPENSE_TYPES3) to define expense types.
202
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Setting Up Application Specific Options for PeopleSoft Services Procurement
Navigation
Click the Expense Types2 tab from the Expense Types1 page.
Per Diem Amount
Enter the amount that is authorized for this expense type. In
the column that appears to the right of this field, select the per
diem's currency.
Deduct For Breakfast, Deduct For
Lunch, and Deduct For Dinner
Enter deduction amounts. The currencies for these amounts
appear by default from the currency that you selected for the per
diem.
Preferred Merchant
You can add more rows to create a list of merchants that service
providers must use. If the expense type appears in an expense
sheet and the service provider did not use a preferred merchant,
the line item requires an explanation.
Payment Terms Timing Codes Page
Use the Payment Terms Timing Codes page (PYMT_TERMS_TIMING) to define payment terms timing
for each period that you reference in your payments.
Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Invoicing Setup, Payment
Terms Timing Codes
•
Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Payment Terms
Timing Codes
Payment terms are stored in separate tables and form the basis of net due date, discount due date, and
discount amount calculations. You define the payment terms and timing methods that the system uses for
supplier payments. The system supports percentage and fixed amount discount calculations. PeopleSoft
Payables uses these payment terms and timing methods to schedule payments for invoices and to calculate
amounts remitted to suppliers.
Payment Terms - Single Payments Page
Use the Payment Terms - Single Payments page (PYMT_TERMS_SINGLE) to define valid payment
terms for single payments.
Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Invoicing Setup, Payment
Terms - Single Payment
•
Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Payment Terms
- Single Payment
Click the Refresh Display button if you modified an existing
term definition and want to display the original, saved terms
definition.
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Chapter 5
Search Where Used
Click to access the Search Where Used page to view where this
payment term ID is used.
Calculate Example Payment Data
Click to calculate example payment data for the payment terms
ID, based on currency, gross amount, and basis date values
provided as input variables. This enables you to perform a what
if analysis regarding the effect of various parameter settings on
the calculated result, before choosing to save a particular term's
definition.
Payment Terms Control
Terms Applicability
Displays Supplier-Only Terms.
Split Net Terms
Select to enable a definition of payment terms that contain
multiple net terms and any associated discounts. For example,
select this option to use one timing ID if the basis date is
between the 1st and 15th, and another timing ID if the basis date
is between the 16th and end of the month. Split terms definitions
enable you to set up variable net due date terms. There are
terms that, depending on the basis date, result in more than one
possible set of net or discount due dates.
Net Due Terms
Basis From Day
Enter the beginning day of the basis day range. The basis date's
day value must be equal to or greater than this day or else the
terms definition does not apply. This field is available for entry
when the Split Net Terms check box is selected.
Basis To Day
Enter the ending day of the basis day range. The basis date's
day value must be equal to or less than this day or else the terms
definition does not apply. This field is available for entry when
the Split Net Terms check box is selected.
Timing ID
Select to calculate the net payment due date for this day range
within the single payment term.
Discount Terms Available
Select if the terms that you are defining include discount terms.
Note: All available days, 1 to 31, must be accounted for in the basis from day and basis to day ranges.
Discount Terms
204
Timing ID
Select to specify the discount portion of this single payment
term.
Adjustment Days
Enter the number of days used to adjust the discount due date
for this single payment term. Define flexible discount terms
by entering either basis date relative or due date relative
discount due dates. This is useful if the discount terms are
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
often calculated as, for example, 2 percent for the first 10 days
following the start-of-terms (basis) date, or 2 percent up to 10
days before the payment due date.
Discount Terms Percent
Enter the discount percent that is applied to the invoice gross
amount to calculate the discount amount.
Discount Terms Amount
Enter the flat amount discount that is applied to the invoice
regardless of the invoice amount.
Note: This value is applied using the transaction currency units
defined for the voucher. The particular currency to use is not
defined here but is determined by context.
Search Where Used Page
Use the Search Where Used page (SNGL_TRMS_WHR_USED) to view where payment terms are used.
Navigation
Click the Search Where Used link on the Payment Terms - Single Payments page.
Multi-Payment Terms ID
Displays the multipayment terms ID that uses this single
payment terms ID.
Number of Terms
Indicates the number of installments contained within the
displayed multipayment terms ID that appears.
Number of Occurrences
Indicates the number of times that this payment terms ID is used
within the multipayment terms.
Calculate Example Payment Data (single payment terms) Page
Use the Calculate Example Payment Data (single payment terms) page (SNG_TR_CLC_PAY_DTA) to
calculate example data for single payment terms.
Navigation
Click the Calculate Example Payment Data link on the Payment Terms - Single Payments page.
Gross Invoice Amount, Terms Basis Enter a value to use as the terms basis amount for the example
Amount, and Use Basis Amount
discount calculation. To use a different amount, select the
Use Basis Amount check box, which enables the Terms Basis
Amount field, and enter a different value.
Note: The terms basis amount value must be less than the gross
invoice amount value.
Basis Date
The system populates this field with the current date by default.
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Calculate Example Payment Data
Chapter 5
Click the Calculate Example Payment Data button to calculate
the payment data based on the values entered on the page.
Payment Terms - Multi Payment Page
Use the Payment Terms - Multi Payment page (PYMT_TERMS_MULTI) to define valid payment terms
for multiple payments.
Navigation
•
Services Procurement, Define Services Procurement, Settlement Setup, Invoicing Setup, Payment
Terms - Multi Payment
•
Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Payment Terms
- Multi Payment
Group single payment terms for payments split into multiple payments or installments.
Calculate Example Payment Data (multiple payment terms) Page
Use the Calculate Example Payment Data (multiple payment terms) page (MLT_TR_CLC_PAY_DTA) to
calculate example data for multiple payment terms.
Navigation
Click the Calculate Example Payment Data link on the Payment Terms - Multi Payment page.
Use this page in the same way that you use the Calculate Example Payment Data (single payment terms)
page.
Accounts Payable Interface Page
Use the Accounts Payables Interface page (SPA_AP_INTRFACE) to define accounts payable application
interface information.
Navigation
206
•
Services Procurement, Define Services Procurement, Settlement Setup, Invoicing Setup, Accounts
Payables Interface
•
Set Up Financials/Supply Chain, Product Related, Services Procurement, AP Interface
Interface
Select Other to indicate a third-party application. Select
PeopleSoft AP to indicate that you use PeopleSoft Payables.
File Format
PeopleSoft Services Procurement uses comma-separated values
as its only file format. If you select Other as the interface, the
system exports invoice data to a flat file using this format,
which you can use to export to your accounts payable system for
invoice voucher generation.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
If you select PeopleSoft AP as the interface, this field is
disabled, because it is not applicable.
Setting Up Multi-Resource Services
This topic provides an overview of multi-resource services and discusses how to assign individual
services to multi-resource services.
Pages Used to Set Up Multi-Resource Services
Page Name
Definition Name
Usage
Service Types Page
SPB_ROLE_TYPE
Assign a service type that uses the multiresource method.
Service/Project Role
SPB_PROJ_ROLE
Assign a service/project role that uses the
multi-resource method.
Services Supplier Info Page
VENDOR_SPRO_PG
Define a supplier as a multi-resource
supplier. Select the Multi Resource
Supplier check box to indicate that the
supplier can be used with multi-resource
services. If the check box is deselected,
the supplier cannot be used with multiresource services.
Supplier Sourcing Setup Page
SPB_SPLR_REGION_PG
Assign suppliers for use with multiresource work orders.
Assign Individual Services to MultiResource Service Page
SPB_MULTI_SRVC
Assign individual services to multiresource service.
Understanding Multi-Resource Services
The multi-resource services feature supports a grouping of multiple unique services and service providers
for Services Procurement requisitions, sourcing, and work orders. Each individual service represents
a part of the overall multi-resource service. Multi-resource services provide an overall agreed upon
amount that is not to be exceeded. This overall amount for a service or set of services is independent of
the number of service providers associated to the service.
The feature enables you to manage complex work at a more granular level by assigning individual
services to a multi-resource requisition with multiple unique-service providers to be sourced to that
requisition to fill the required services. After you fill the requisition, the system allows multiple uniqueservice providers to report time against an individual work order while consuming against a single overall
amount on the multi-resource work order.
The feature also enables service providers to enter time against an individual work order and have
the related consumption recorded against the parent multi-resource work order total, and produce a
consolidated invoice based on the reported time. Multi-resource services also enable service providers to
enter time against a single work order strictly for tracking purposes.
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Setting Up Application Specific Options for PeopleSoft Services Procurement
Chapter 5
To support multi-resource services, the system provides multi-resource service method for requisitions,
sourcing, and work orders. You can use the multi-resource method to:
•
Create a requisition with multiple unique services and an overall not to exceed amount.
See Understanding Requisitions.
•
Source multi-resource requisitions with multiple, unique services
•
Create a work order with multiple unique services and an overall not to exceed amount
See "Managing Work Orders," Understanding Multi-Resource Work Orders
•
Multiple service providers report time against a single multi resource work order
•
Multiple service providers report expenses against a single multi resource work order
See "Managing Settlements," Understanding Multi-Resource Settlements
You use the basic setup steps for the PeopleSoft Services Procurement system to use multi-resource
services. For example, after a multi-resource service is available, you can define surveys, logistical tasks,
activities, sourcing rules, and bid factor mappings for use with the service.
Several tasks make a multi-resource service method available for use with other basic setup features. You
complete these tasks to implement multi-resource services:
•
Define a service type that uses the Multi Resource service type method.
The Services Procurement system provides the Multi Resource method as an option when you create
a service type. After creating this service type, you can then associate it to services for use with multiresource services.
•
Define services for project roles to use with multi-resource service types.
This enables you to apply services/projects for use with multi-resource services types.
•
Define suppliers for use with multi-resource services.
The supplier type determines what type of requisitions the supplier can fill. Select the Multi Resource
Supplier check box to enable the supplier to be setup for use with multi-resource services.
•
Set up supplier networks and supplier sourcing for use with multi-resource service suppliers.
You use the Supplier Sourcing Setup component to add suppliers to the supplier network in one
central location. When a supplier is both resource- and deliverable-based, and the supplier is a multiresource supplier, then the only difference in page values is that the Service Type field list of values
would also contain multi-resource service types.
When a supplier is just resource-based and is a multi-resource service supplier, you can select multiresource services types from the list of values. If a supplier is delivery-based and is also a multiresource services supplier, all five tabs would appear for the supplier, but you can only select multiresource service types from the Service Type field list of values.
•
208
Add individual services to multi-resource service.
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Chapter 5
Setting Up Application Specific Options for PeopleSoft Services Procurement
Note: Some differences in information exists within services methods and in invoicing that depend on
which service you use. The behavior, settings, limitations, and capabilities for multi-resource services are
basically consistent with services in a resource-based service. Exceptions to any differences are described
throughout this documentation.
Assign Individual Services to Multi-Resource Service Page
Use the Assign Individual Services to Multi-Resource Service page (SPB_MULTI_SRVC) to assign
individual services to multi-resource service.
Navigation
Services Procurement, Define Services Procurement, Service Setup, Service (Project Role) Setup, Multi
Resource Assignment
Image: Assign Individual Services to Multi-Resource Service page
This example illustrates the fields and controls on the Assign Individual Services to Multi-Resource
Service page.
The header information on this page displays the multi-resource service type and service. The system uses
the information you define on this page as default values when you create requisitions and work orders.
You can associate only resource-based service type/services to multi-resource service types/services.
Note: If you are using PeopleSoft Human Capital Management, the Service Type and Service fields titles
appear as Job Family and Job Code.
Service Type
Select a service type from which you want to use to add a
service to a multi-resource service.
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Chapter 5
Note: Only Resource based Service Type/Services can be
associated to a multi-resource service type/services.
210
Service Type Description
Displays the service type description when you select a service
type.
Service
Select a service that you want to add to the multi-resource
service.
Service Description
Displays the service description when you add the service.
Number of Positions
Enter the number of positions that you want to include for this
service.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 6
Using Default Hierarchies
Understanding PeopleSoft Services Procurement Default
Hierarchy
PeopleSoft Services Procurement enables you to set up several default hierarchy structures to use
throughout your transaction processing. By setting up defaults, data entry is more consistent, saves time,
and cuts down on redundancy and user error. Default values enable an Enterprise to predefine key values
that automatically default onto requisitions and work orders.
The most common defaults for requisitions and work orders come from the requester or service
coordinator user defaults or from the service type and the business unit. When requesters or service
coordinators create requisitions or work orders, the system first determines whether there is default
information available for requester, then the service coordinator, then the service type, in that order
respectively. If there are no default values defined at the service type level, the system then uses defaults
that are defined at the business unit level.
PeopleSoft Services Procurement provides default capability for those values that are relatively static in
nature (values that remain the same in everyday operations and would become repetitive to enter for every
transaction). For example, if you set up your ChartField defaults with the most appropriate values for your
service request, you have little need to drill down to the requisition's distribution level to enter any values.
The ChartField values at that level are set by default.
Note: Although it is possible to establish several defaults for your requisition and work orders, you can
override most values at the requisition and work order component levels.
Understanding Transaction Defaults
This table details the levels in the transaction default hierarchy from which the selected transaction values
can appear by default. The Default Source indicates where the Transaction Field Value comes from. If
there is more than one default source listed, then follow this order: review from left to right, with the leftmost source taking precedence, and continues from left to right in that order.
The default values listed default onto requisitions, work orders, timesheets, and progress logs.
Transaction Field Value
Default Source
Service Method
Service Method field on the Service Types page.
Category
Category field on the Category Definition page, where
Category is the item category defined for the service type on
the Service Types page.
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Using Default Hierarchies
Chapter 6
Transaction Field Value
Default Source
Score
Score field on the Service Types and Services Procurement
Bus Unit pages.
Allow Multicurrency Reqs (allow multicurrency requisitions)
Allow Multicurrency Reqs field on the Services Procurement
Bus Unit page.
Currency
Currency field on the Services Procurement Bus Unit page.
Location
Location field on the Services Procurement Bus Unit page.
Requisition Defaults
The following table lists values that default onto requisitions.
See Understanding Requisitions.
212
Transaction Field Value
Default Source
Business Unit
Business Unit field from the Requester's Overall Preferences
page.
Requester
Requester field from the Requester's Procurement user
preferences page.
Currency
Currency field from the Requester Setup page; Currency field
from the Purchasing Business Unit Definition page.
Service Type
Service Type field from the Service Requester Defaults page.
Service
Service field from the Service Requester Defaults page.
Requesting Dept
Department field from the Requester's Procurement user
preferences page.
Job Title
Description field from the Service/Project Role Attributes
page.
Location
Ship To field from the Requester Setup page; Ship To Location
field from the Requester's Procurement user preferences page.
Allow Expenses
Allow Expenses field from the Service Type page; Allow
Expenses field from the Services Procurement Bus Unit page.
Time Reporting Option
Time Reporting Option field from the Service Type page;
Time Reporting Option field from the Services Procurement
Bus Unit page.
Scope of Work
Comments field from the Service/Project Role Attributes page.
Rate and Unit of Measure (Resource Only)
Rate and Unit of Measure fields from the Maintain Rate Sheets
page.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 6
Using Default Hierarchies
Transaction Field Value
Default Source
Unit of Measure (Resource Only)
If no rate sheet exists for the service and region, then the value
comes from the Days or Hours Unit of Measure field on the
Services Procurement Installation Options page.
Competencies (Resource Only)
Competencies field from the Service/Project Role Attributes
page.
Other Skills (Deliverable Only)
Competencies field from the Service/Project Role Attributes
page are concatenated into the Other Skills field.
Education Level (Resource Only)
Education Level field from the field Service/Project Role
Attributes page.
Experience (Resource Only)
Experience field from the Service/Project Role Attributes
page.
Interview Required (Resource Only)
Interview Required field from the Service/Project Role
Attributes page.
Track Resources(s) (Deliverable Only)
Track Resource(s) field from the Service Types and Services
Procurement Bus Unit pages (Work Order Settings tab).
Service Coordinator and Service Team (non-VMS)
Service Coordinator or Service Team field from the Service
Requester Defaults page.
Service Coordinator and Service Team (VMS)
Service Coordinator or Service Team field on the VMS Details
by Supplier and Business Unit page.
See Understanding VMS.
Individual Services (Multi Resource Only)
Individual service information is defaulted from the Assign
Individual Services to Multi Resource Service page when you
click the Use Default Services button.
ChartFields
This table details the default values for various ChartFields used on requisitions.
ChartField
Default Source
Dept (department)
ChartField Dept field from the Requester's Setup page;
Department field from the requester's Procurement user
preferences page.
Location
Ship To field from the Requester Setup page; Ship To Location
field from the requester's Procurement user preferences page.
GL Unit
ChartFields GL Unit field from the Requester Setup page;
GLUnit field on the Purchasing Business Unit Definition page.
Account (Labor)
Account field from the Category Definition page, where
Category is the item category defined for the service type.
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Using Default Hierarchies
Chapter 6
ChartField
Default Source
Account (Expense Distrib.Type)
Default Expense Account field from Services Procurement
Bus Unit page. If not found, then the Account associated to the
category for the service type.
Sourcing Defaults
The following table list values that default onto sourcing pages.
See Sourcing Requisitions.
Transaction Field Value
Default Source
Supplier Information - Sent To, Provider Contact, Notification
Method, Maximum Submittals
Various fields from Region/Service Type combination for
resource based or Region/Service combination for deliverable
based, Region only or Service/Service Type only (order
determined by sourcing preference defined on Business Unit);
Services Procurement Bus Unit page.
Work Order Defaults
The following table lists values that default onto work orders.
See Understanding Services Work Orders.
Note: If you create a work order that is linked to a requisition, many of the values that automatically
default onto the requisition will also default onto the work order.
This table represents default values for work orders that are not linked to requisitions.
The Default Source indicates where the Transaction Field Value comes from. If there is more than one
default source listed, then follow this order: review from left to right, with the left-most source taking
precedence, and continues from left to right in that order.
214
Transaction Field Value
Default Source
Business Unit
If the service coordinator creates a work order, then Business
Unit value defaults from the Business Unit field on the Service
Coordinator's Overall Preferences page, otherwise it comes
from the Business Unit field on the Requester's Overall
Preferences page.
Service Type
If the service coordinator creates a work order, then the
Service Type value defaults from the Service Type field on the
Service Coordinator Defaults page, otherwise it comes from
the Service Type field on the Service Requester Defaults page.
Service
If the service coordinator creates a work order, then the
Service value defaults from the Service field on the Service
Coordinator's Defaults page, otherwise it comes from the
Service field on the Service Requester Defaults.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 6
Using Default Hierarchies
Transaction Field Value
Default Source
Requesting Dept
Department field from the requester's Procurement user
preferences page.
Job Title
Description field from the Service/Project Role Attributes page
Location
Ship To field from the Requester Setup page; Ship To Location
field on the requester's Procurement preferences page; Ship
To Location field from the Service Coordinator's Procurement
user preferences page.
Allow Expenses
Allow Expenses field on the Service Type page; Allow
Expenses field from the Services Procurement Bus Unit page.
Time Reporting Option
Time Reporting Option field from the Service Type; Time
Reporting Option field from the Services Procurement Bus
Unit page.
Scope of Work
Comments field from the Service/Project Role Attributes page.
Currency
Currency field from the Requester Setup page; Currency field
from the Purchasing Business Unit Definition page.
Rate and Unit of Measure (Resource Only)
Rate and Unit of Measure fields from the Maintain Rate Sheets
page.
Unit of Measure (Resource Only)
If no rate sheet exists for the service and region, then the value
comes from the Days or Hours Unit of Measure field on the
Services Procurement Installation Options page.
Competencies (Resource Only)
Competencies field from the Service/Project Role Attributes
page.
Other Skills (Deliverable Only
Competencies from the Service/Project Role Attributes page
are concatenated into the Other Skills field.
Education Level (Resource Only)
Education Level field from the Service/Project Role Attributes
page.
Experience (Resource Only)
Experience field from the Service/Project Role Attributes
page.
Track Resources (Deliverable Only)
Track Resource(s) field from the Service Type page; Track
Resource(s) field from the Services Procurement Bus Unit
page (Work Order Settings tab).
Work Order Alerts
Work Order Alerts values from the Service Requester Defaults
page; Service Coordinator Defaults page; Service Type page;
Services Procurement Bus Unit page (Work Order Settings
tab).
Survey ID
Survey ID field from the Surveys by Service Types page.
Require Survey
Require Survey field form the Service Types page.
Automatically Send Survey
Automatically Send Survey field from the Service Types page.
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Using Default Hierarchies
Chapter 6
Transaction Field Value
Default Source
Survey Role Distribution List
Role Distribution List field from the Setup Survey page.
Service Coordinator and Service Team (non-VMS)
Service Coordinator or Service Team field on the Service
Requester Defaults page. When the service coordinator creates
a work order, the service coordinator who creates the work
order is defaulted into the field.
Service Coordinator and Service Team (VMS)
Service Coordinator or Service Team field on the VMS Details
by Supplier and Business Unit page.
See I'll add the link to the section in the VMS set of topics
Individual Services (Multi Resource Only)
Individual Service information is defaulted from the Assign
Individual Services to Multi Resource Service page when you
click the Use Default Services button.
ChartFields
This table details the default values for various ChartFields used on work orders.
See Requisition Defaults.
Understanding Service Requester Defaults
This topic discusses how to define service requester defaults.
Service Requester Defaults
Use the Service Requester Defaults page to simplify the requisition and work order data entry process
for requesters. When you define service requester default values, requesters can use those values when
creating multiple requisitions and work orders. This streamlines data entry for each requester, because
default information appears on requisitions and work orders automatically. You can then authorize
established purchasing users to enter and process requisitions for all or specific requesters.
Service requester default values include, but are not limited to the following fields:
•
Service Type
•
Service (Project Role)
•
Service Coordinator/Team
•
Allow Time/Expense Overage %
•
Alerts Notification Method
•
Work Order Alerts
In addition, the following values are defaulted from the requesters Procurement User Preferences
•
216
Location
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Chapter 6
Using Default Hierarchies
•
Ship To
Related Links
Requester Defaults Page
Understanding Service Coordinator Defaults
This topic discusses how to define service coordinator defaults.
Service Coordinator Defaults
Use the Service Coordinator Defaults page to simplify the work order data entry process for service
coordinators.
Service coordinator default values include, but are not limited to the following fields:
•
Service Type
•
Service (Project Role)
•
Authorized to Delegate
•
Authorized to Change Sourcing Rules
•
Allow Time/Expense Overage %
•
Alert Notification Method
•
Work Order Alerts
•
Expense Approver
In addition, the following values are defaulted from the service coordinators Procurement User
Preferences:
•
Location
•
Ship To
Related Links
Service Coordinator Defaults Page
Defining the Region Hierarchy
Use the region hierarchy to determine the best suppliers to source the requisition request. Use the Region
Codes and Tree Manager pages to build the region default structure and associate locations to the regions.
Once you establish the region hierarchy, use it to define rates and valid suppliers for sourcing.
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Using Default Hierarchies
Chapter 6
The location specified on a requisition or work order is used to determine the related region for
identification of associated rates.
Note: If the Use Region Tree Structure option is not selected on the Services Procurement Installation
Options page, the Locations by Region page is used instead of the Region Tree to associate locations to
regions for purposes of determining rates.
Related Links
Building the Region Hierarchy
218
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Chapter 7
Integrating with Other PeopleSoft and
Third-Party Applications
Integrating with Accounts Payables Applications
This topic discusses how to export approved PeopleSoft Services Procurement transactions to PeopleSoft
Payables or to a third-party accounts payable application to create invoices.
Here are the steps to export services transactions:
1. If you are using PeopleSoft Payables, use the Voucher Batch Req page to run the Voucher Build
Application Engine process to generate the voucher.
2. If you are not using PeopleSoft Payables, use the Export To Payables Application Engine process to
export invoice data to a flat file.
Note: You specify the accounts payable application interface using the Accounts Payable Interface page.
If the currency on the invoice is different from the currency defined for the supplier, the system uses the
rate type on the Services Procurement Business Unit Options page to convert the invoice amount into the
supplier's currency.
Page Used to Integrate with Accounts Payables Applications
Page Name
Definition Name
Usage
Export To Payables Page
SPA_GEN_INV_EXPORT
Export invoicing data to a PeopleSoft
Payables staging table or to a flat file.
Export To Payables Page
Use the Export To Payables page (SPA_GEN_INV_EXPORT) to export invoicing data to a PeopleSoft
Payables staging table or to a flat file.
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Navigation
Services Procurement, Services Settlement, Export to Payables
Image: Export To Payables page
This example illustrates the fields and controls on the Export To Payables page.
Enter the run control parameters for exporting invoicing data.
Process Results
The Export To Payables process writes to PeopleSoft Payables staging tables or a flat file based on the
PeopleSoft Accounts Payable interface defined for the SetID.
If you selected PeopleSoft AP as the accounts payable application interface using the Accounts Payable
Interface page, the PeopleSoft Application Engine (SPF_IEXPMAIN) exports invoicing data approved
in PeopleSoft Services Procurement to staging tables (VCHR_HDR_STG, VCHR_LINE_STG, and
VCHR_DIST_STG) in PeopleSoft Payables.
Note: For individual service work orders associated to a multi-resource parent, the systems sends
the parent work order ID and sequence number to Accounts Payable to aid in matching to the related
purchase order.
Note: After running the Export to Payables process, use the Voucher Build process in PeopleSoft
Payables to generate vouchers for the approved invoices posted to PeopleSoft Payables.
If you selected Other as the accounts payable application interface using the Accounts Payable Interface
page, the process exports invoicing data approved in PeopleSoft Services Procurement to a fixed format,
comma-separated values (CSV) flat file, which you can use to import data into an accounts payable
application and generate invoices.
Integrating with PeopleSoft Project Costing
This topic lists a prerequisite and discusses how to export approved time (resource-based), expense
(resource-based and deliverables-based), and progress log (deliverable-based) information to PeopleSoft
Project Costing.
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Here are the steps:
1. Export approved time, expense, and progress log information to a staging table.
2. In PeopleSoft Project Costing, run the process to import staging table data into PeopleSoft Project
Costing tables.
Note: When you run the SPA_PROJ_EXP process, the system processes and populates the Project
Resource integration staging table (SP_PROJ_RES_STG) with only those work order distribution rows
that have a Project Costing business unit, project ID, and activity ID.
Pages Used to Integrate with PeopleSoft Project Costing
Page Name
Definition Name
Usage
Export Services to Projects Page
SPF_PROJ_EXP
Define run control parameters for
exporting time, expense, and progress
log data to a staging table.
"Services Procurement Page"
(PeopleSoft FSCM 9.2: Project Costing)
PC_SP_TO_PC
Load PeopleSoft Services Procurement
staged data into PeopleSoft Project
Costing.
Prerequisite
Before exporting time, expense, and progress log information to Project Costing, ensure that the
following fields are set as you want them in the System Analysis Types group box on the Project Costing
Integration page (Set Up Financials/Supply Chain, Install, Installation Options and select Project Costing
Integration). The system is delivered with default settings, but you can change them.
•
Expenses
•
Mobile Time / Expense
•
sPro Assignment Incident
•
sPro Progress Log
See "Installation Options - Project Costing Integration Page" (PeopleSoft FSCM 9.2: Application
Fundamentals).
Export Services to Projects Page
Use the Export Services to Projects page (SPF_PROJ_EXP) to define run control parameters for
exporting time, expense, and progress log data to a staging table.
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Navigation
Services Procurement, Manage Projects and Activities, Export Services to Projects
Image: Export Services to Projects page
This example illustrates the fields and controls on the Export Services to Projects page.
Define the parameters to use to export the time, expense, and progress log information.
Business Unit
Enter the Services Procurement business unit to select the work
orders that you want to send to Project Costing.
Provider Contact
Select a provider contact to export progress log information.
You must also select a business unit and supplier prior to
selecting a provider contact.
Work Order ID
Select a work order ID to send a specific work order to Project
Costing.
Multi-resource service work orders along with their lower-level
service work orders appear in the Work Order ID field list of
values on this page. If a multi-resource work order is included
in the work order selection range, the system processes all the
lower-level service work orders for that multi-resource work
order. If you select a lower-level service work order, then the
system processes only that work order. If you select both multiresource and lower-level service work orders in the same range,
the SPA_PROJ_EXP process ignores duplicates and processes
the lower-level service work orders only once.
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Process Results
The PeopleSoft Application Engine process (SPA_PROJ_EXP) exports this information to the Project
Resource staging table (SP_PROJ_RES_STG):
•
Approved time transaction data from PeopleSoft Services Procurement time and expense tables.
Services Procurement sends time data to Project Costing using an analysis type of TLX for time based
labor and an analysis type of INC for incident based assignments. Project Costing can then use these
analysis types to process transactions.
•
Approved progress log data from PeopleSoft Services Procurement tables.
Services Procurement sends progress log data to Project Costing using an analysis type of SPL.
Project Costing can then use the analysis type to process the transactions.
•
Approved expense data from PeopleSoft Services Procurement tables.
Services Procurement sends expense data to Project Costing using an analysis type of ACT. Project
Costing can then use the analysis type to process the transactions.
When you run this process, the system processes and populates the staging table with only those work
order distribution rows that have a Project Costing business unit, project ID, and activity ID.
Note: Run the Cost Collection process in PeopleSoft Project Costing for Services Procurement
Application Engine process (PC_SP_TO_PC) to load the staged data into PeopleSoft Project Costing.
Related Links
"Importing Time, Expense, and Progress Log Data into PeopleSoft Project Costing" (PeopleSoft FSCM
9.2: Project Costing)
Integrating with PeopleSoft Purchasing
This topic discusses how to pass approved service work orders information to the PeopleSoft Purchasing
application.
Here are the steps:
•
The requester or service coordinator clicks the Process Purchase Order button at the bottom of the
Work Order page to submit the work order details to the purchase order staging table PO_ITM_STG.
•
After you click the Process Purchase Order button, a link to the quick source application engine
appear at the bottom of the Work Order - Cost page.
Use the quick source process to create purchase orders from data in the staging table.
Note: This process occurs regardless if a requisition is associated to a work order.
Note: If a new resource is assigned to the work order from a different supplier or for a different currency,
a new purchase order will be created. The original work order amount will be broken out between the
original work order and the replacement work order.
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Related Links
Understanding Services Work Orders
Integrating With PeopleSoft HCM
When you implement both PeopleSoft Services Procurement and HCM applications, you can configure
HCM as the system of record to maintain user details. When the HCM Person Integration installation
option is enabled on the Services Procurement Installation Options page, the enterprise administrators can
register a PeopleSoft Services Procurement user as an HCM person with a unique employee ID and create
unique operator login profiles within the HCM database.
The following six users are either registered in the HCM database with a unique Person ID, or they are
created in the SCM database without a Person ID. Each user has a specific role that enables them to
perform specific tasks within the application:
•
Service Procurement Administrator: This user can register all other users in the Services Procurement
system, as well as perform basic application setup.
This user is created in the HCM database and has a unique person ID.
•
Approver: This enterprise user may be designated as requisition, work order, or time and progress log
approver.
This user is created in the HCM database and has a unique person ID.
•
Requester: This enterprise user determines specific requirements for a resource and creates a
requisition listing those requirements.
The requester might designate a service coordinator to source the requisition and handle the
fulfillment process. This user is created in the HCM database and has a unique person ID.
•
Service Coordinator: This user may work for the enterprise or the supplier.
The user who handles the sourcing of requisitions to different suppliers and also handles supplier bids
to ensure that the request is filled with the most qualified resource.
The service coordinator must have a unique service procurement person ID.
•
Service Provider Contact: This is a non-enterprise user who manages a team of service providers and
handles bidding with the service coordinator.
This user is registered in the SCM database and has a unique service procurement person ID.
•
Service Provider: This supplier resource is submitted as a potential candidate for a sourced
requisition.
The service provider is registered in the SCM database and has a unique services procurement person
ID. Once this user is registered in the SCM database, personal data is sent back to the HCM database,
where a new person entry and operator login profile is created for the service provider.
Related Links
Understanding PeopleSoft Services Procurement and Human Capital Management Integration
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Integrating With PeopleSoft Resource Management
PeopleSoft Resource Management provides an end-to-end solution for managing services spend and
for maximizing the value obtained from those services. PeopleSoft Services Procurement integrates
with PeopleSoft Resource Management, enabling internal services orders to become a valid external
service purchasing request. This enables enterprises to better utilize internal workforces before bringing in
external resources.
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The following diagram illustrates the integration between PeopleSoft Services Procurement and
PeopleSoft Resource Management:
Image: Services Procurement integration with Resource Management (1 of 2)
integration between PeopleSoft Services Procurement and PeopleSoft Resource Management part 1
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Image: Services Procurement integration with Resource Management (2 of 2)
integration between PeopleSoft Services Procurement and PeopleSoft Resource Management part 2
Service orders that are created in Resource Management are sent to Services Procurement for fulfillment
by way of the Staffing Workbench. The user transfers directly to the Service Procurement requisition
pages with populated data from the Resource Management system. The normal requisition process flow
is followed, which includes updates to Resources Management upon filling the requisition and submitting
and releasing the work order. The work order process creates an assignment and establishes the candidate
as a resource on the Resource Management side.
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Note: If your Services Procurement application is also integrated with PeopleSoft Human Capital
Management, then when Services Procurement initiates a resource request, it requests Human Capital
Management to provide a person or job before requesting Resource Management to create a resource and
assignment. Services Procurement then passes the employee ID provided by Human Capital Management
to Resource Management. If Resource Management already has the service provider as a resource, then
an assignment is created. If Resource Management does not have the service provider as a resource, it
creates a resource using the employee ID passed by Services Procurement and then creates an assignment.
This prevents multiple employee IDs being generated for the same person.
Related Links
"Understanding Integration with PeopleSoft Services Procurement" (PeopleSoft FSCM 9.2: Resource
Management)
Integrating With PeopleSoft Recruiting Solutions
PeopleSoft Recruiting Solutions provides a single point of entry for both permanent and contingent
worker requests. Requests for contingent workers that are created in Recruiting Solutions may be routed
to Services Procurement for fulfillment. If the Recruiting Solutions users chooses to post the job to
Services Procurement, the user transfers directly to the Services Procurement requisition pages. Data
from the Recruiting Solutions job posting is transferred to the Services Procurement requisition by way
of an XML message in the HR-XML consortium standard "Position Opening" message format. Standard
requisition defaulting logic is used to fill in any data used by Services Procurement that is not provided
from Recruiting Solutions where available, and all remaining data must be defined manually.
The requisition then undergoes the normal workflow path for approval and sourcing within Services
Procurement. Once the requisition is filled and the related work order is approved, Recruiting Solutions
is updated with information about the worker by way of an XML message in the HR-XML consortium
standard "Candidate" message format.
Note: Cancellation of a requisition created by Recruiting Solutions must be initiated from the Recruiting
Solutions system.
Note: All Recruiting Solutions requesters in the HCM database must have a user profile defined in the
SCM database and they must also be set up as Services Procurement requesters.
Setting Up Integration for Work Order Logistical Tasks with
Microsoft Outlook
This topic provides an overview of how Desktop Integration can be used to integrate work order logistical
tasks with Microsoft Outlook.
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Pages Used to Set Up Integration for Work Order Logistical Tasks with
Microsoft Outlook
Page Name
Definition Name
Usage
Services Procurement Installation
Options Page
INSTALLATION_SP
Enable task integration.
Desktop Integration - System Setup Page EODI_SYSTEM_SETUP
Assign a system ID.
Desktop Integration - Task Registration
search Page
EODI_TSK_REG
Register Services Procurement logistical
tasks for Desktop Integration.
Permission Lists
ACL_MENU2
Define permission lists.
Understanding How Desktop Integration Can Be Used to Integrate Work
Order Logistical Tasks with Microsoft Outlook
This section discusses:
•
Desktop Integration and PeopleSoft Services Procurement.
•
Desktop Integration process flow.
•
Email workflow.
Desktop Integration and PeopleSoft Services Procurement
Desktop Integration framework provides integration between Microsoft Outlook and PeopleSoft
applications, enabling you to schedule and track appointments, meetings, tasks, and corresponding
documentation with Microsoft 2007 Outlook and later versions. You can set up Desktop Integration to
share PeopleSoft Services Procurement work order logistical tasks with Microsoft Outlook enabling you
to carry out work order logistical tasks without being signed in to the PeopleSoft system.
The Desktop Integration framework enables work order-associated tasks to be passed from Services
Procurement to Microsoft Outlook clients as standard Outlook tasks. Updates that are made to the tasks
in Outlook can then be sent back to Services Procurement, where they can be acted upon within Services
Procurement.
Desktop Integration Process Flow
This diagram illustrates how work order logistical tasks originate in PeopleSoft Services Procurement
and, by means of Desktop Integration tables and the Integration Broker, interact with Microsoft Outlook
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Add-Ins to create the task in Outlook. From there, you can update the task in Microsoft Outlook and,
using the same services, send the updated task back to Services Procurement.
Image: Desktop Integration process flow
Desktop Integration process flow
To start the integration, you create and save a work order in PeopleSoft Services Procurement. The system
associates the required logistical tasks with the work order. When you save the work order:
1. The system extends the base application class provided by Desktop Integration and queues the task
information in Desktop Integration queueing tables.
2. Microsoft Outlook Add-Ins checks the queue for new tasks, and when it finds task information, pulls
the information from the queue and creates the tasks in Microsoft Outlook.
3. Microsoft Outlook Add-Ins checks for local changes to Services Procurement tasks and synchronizes
those changes with the Desktop Integration queue tables.
4. The Desktop Integration framework calls the appropriate Services Procurement application class to
update the appropriate work order logistical tasks.
Note: You can update task statuses in Microsoft Outlook or Services Procurement. The updates are
synchronized in the respective systems.
Four types of work order tasks exist:
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•
Pre-Approval
•
Post-Approval
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•
Off-Board
•
Terminate
Only tasks that are defined with an execution type of Mandatory or Optional are sent to Outlook. Tasks
that are defined with an execution type of Automatic are not sent to Outlook because they are carried out
automatically in Services Procurement.
When a work order is created and saved, the Pre-Approval tasks are queued in the Desktop Integration
queueing tables. When a work order is approved, the Post-Approval tasks are queued in the Desktop
Integration queuing tables.
Terminate type tasks that are mandatory or optional are queued to Desktop Integration queueing tables
when the user clicks the Terminate button and the work order status changes to Pending Terminate.
Off-Board type tasks that are mandatory or optional are queued in the Desktop Integration queuing table
when the user clicks the Close or Cancel work order button.
Email Workflow
Once a task is completed in PeopleSoft Services Procurement, you cannot change the task status. In
Outlook, after a task has been set to Completed status, the user can change the task status back to a status
prior to Completion. If this happens, no changes are made in Services Procurement, but a notification
is sent to the user informing that the task has already been carried out in Services Procurement. A new
generic template is created to send the notification.
Related Links
Understanding the Work Order Process Flow
View Task Checklist Page
Prerequisites
Desktop Integration requires a secure connection for all communication with Microsoft Outlook, so make
sure that the Secure Socket Layer (SSL) is configured and you can connect to the PeopleSoft system using
an https:// URL.
See PeopleTools : Security Administration, "Employing LDAP Directory Services," Setting Up SSL in
PeopleSoft Applications.
Services Procurement Installation Options Page
Use the Services Procurement Installation Options page (Installation_SP) to enable task integration.
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Navigation
Services Procurement, General Setup, Installation Options
Image: Services Procurement Installation Options page
This example illustrates the fields and controls on the Services Procurement Installation Options page.
Task Integration Enabled
Select to enable Services Procurement to share work order tasks.
Desktop Integration - System Setup Page
Use the Desktop Integration - System Setup page (EODI_SYSTEM_SETUP) to assign a system ID.
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Navigation
Enterprise Components, Desktop Integration, System Setup
Image: Desktop Integration - System ID page
This example illustrates the fields and controls on the Desktop Integration — System ID page. You can
find definitions for the fields and controls later on this page.
System ID
Enter your system ID. This identifies the system to Microsoft
Outlook so that it knows where to get work order tasks and send
updates.
Desktop Integration - Task Registration search Page
Use the Desktop Integration - Task Registration page (EODI_TSK_REG) to register Services
Procurement logistical tasks for Desktop Integration.
Navigation
Enterprise Components, Desktop Integration, Task Registration
The process ID for task integration is SPRO_TASKS. If this process ID is not available, you need to
create it.
To determine whether it is available:
1. On the Find an Existing Value tab of the Task Registration page, select Task Process ID in the Search
by field.
2. Enter SPRO_TASKS in the begins with field.
3. Click Search.
If no values are found:
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1. Select the Add a New Value tab.
2. Enter SPRO_TASKS in the Task Process ID field.
3. Click Add.
Image: Desktop Integration - Task Registration
This example illustrates the fields and controls on the Desktop Integration — Task Registration page. You
can find definitions for the fields and controls later on this page.
Use this page to provide information to Desktop Integration such as who the owner is and which
application handler class to call when Microsoft Outlook sends information back to PeopleSoft Services
Procurement.
Task Process ID
SPRO_TASKS is the ID that identifies the Services
Procurement task integration process.
Description
Enter a description for the task registration, for example, sPro
Task Integration.
Object Owner ID
Select Services Procurement.
Source
Select Queue.
Package Name
Select SPF_EODI.
Path
Select LogisticalTasks.
Class ID
Select TaskHandler.
Dynamic Displays
Use this group box to specify things that are supplied by default to the task. Select the ID of the display
that you want as the default.
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Authorized Users
Authorize users for task integration for the task process ID SPRO_TASKS process ID. When the
integration is activated, any of the users included in the definition will have their tasks integrated.
Assigned Users
Use this group box to specify users that are assigned by default when something is added to the queue for
this registration. For the actual processing, the assigned user on the actual queue item is used.
Setting Up Microsoft Outlook to Share Work Order Tasks
For PeopleSoft Services Procurement to share work order tasks with Microsoft Outlook, you need to
install Microsoft Office Outlook 2007 or a later version.
Desktop Integration provides an Add-In for Outlook that enables applications to integrate with Microsoft
Outlook. This Add-In needs to be installed and configured before you set up the Outlook client. When the
Add-In is installed, a new menu named Peoplesoft is added to Outlook that has the PeopleSoft Settings &
Options selection.
To set up the Outlook client:
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1. From the PeopleSoft menu in Outlook, select Settings & Options.
Image: PeopleSoft Settings & Options page
This example illustrates the fields and controls on the PeopleSoft Settings & Options page.
2. Select the Enable check box to enable integration with PeopleSoft Services Procurement.
3. Enter the server URL.
Microsoft Outlook requires a secure connection, so the URL should start with https.
4. Enter the user ID and password for connecting to the PeopleSoft system.
5. In the Account field, select the email account for Microsoft Outlook.
6. Select the Task check box to enable Outlook to share tasks with PeopleSoft Service Procurement.
When you complete the page and save it, Microsoft Outlook attempts to connect to the PeopleSoft system
using the information provided. If Outlook can connect to the PeopleSoft system, the Online check box
becomes selected, indicating that Outlook can communicate with the PeopleSoft system.
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Chapter 8
Setting Up PeopleSoft Services
Procurement Workflow
Understanding PeopleSoft Services Procurement Workflow
Approval workflow management is the process of taking a transaction through the organization until it is
accomplished or stopped. PeopleSoft Services Procurement uses the PeopleSoft Approval Framework for
approving requisitions, work orders, timesheets, expenses, progress logs and invoices when you select to
require approvals for the transaction using the Services Procurement Bus Unit page. The complete setup
and use of the approval framework is described in the documentation PeopleSoft : Approval Framework.
When you are not using the approval framework, in Service Procurement, the system automatically sets a
transaction to the Approved status when a user submits it.
PeopleSoft Services Procurement workflow provides mass approval, denial, hold capability and reason
codes for denying workflow components. However, hold capability is not available for invoice approval.
The steps for approving PeopleSoft Services Procurement workflow transactions, such as expenses,
requisitions, or work orders, are described in set of topics for each transaction.
PeopleTools Workflow Technology
You can use email notifications and worklists for all activities in a transaction's workflow technology
process. With workflow notifications, you can:
•
Enable or disable notifications on the Workflow Notifications page.
•
Define email notifications that are sent as part of workflow process.
•
Automate parts of the sourcing process by defining sourcing rules on the Automatic Sourcing page.
Note: To work with multiple approvals, you can select multiple transactions by selecting multiple check
boxes and then approve them all at once.
See the product documentation for PeopleTools: Workflow Technology and PeopleTools: Security
Administration
PeopleSoft Approval Framework Processing
This set of topics provides a brief overview of setting up each component that uses approval workflow.
The PeopleSoft Approval Framework requires less technical skills than PeopleTools workflow
technology. For example, all of the steps in approval workflow are defined using PeopleSoft pages rather
than the underlying PeopleSoft PeopleCode, so functional users can design and maintain workflow using
these online PeopleSoft pages instead of requiring technical developers to create workflow rules. In
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addition, the approval workflow framework enables you to approve transactions at the line level and use
several additional approval features.
Approvals can be role-based or driven by views. For more information about the detailed process of
setting up approval workflow:
See documentation PeopleSoft : Approval Framework
The procedures for setting up each workflow transaction in PeopleSoft Services Procurement are basically
the same. PeopleSoft Services Procurement delivers standard transaction registries, process definitions,
email templates, and user definitions that you can use for approval processes. You can also use them as a
template to define a new approval workflow process.
You can set up the approval framework process to streamline the approval of these PeopleSoft Services
Procurement components:
•
Requisitions
•
Work orders
•
Timesheets
•
Expenses
•
Progress logs
•
Invoices
After you create a transaction, such as a services work order or requisition, the system routes it to the
Manage Approval component. The system also sends a message to the approver's worklist along with
the transaction for which the approver must take action. Approvers can take action from the worklist or
by using the Monitor Approval feature. In either case, they can preview, in a graphical format, the path
a transaction approval will take and who has already approved the transaction, and see any comments
previous approvers have entered.
Note: The worklist item is not removed from the reviewer's worklist until it is marked as worked.
While the system awaits approval action, the approval workflow engine maintains the overall state of the
transactions approval status, invokes routings, and interacts with the application classes.
During the approval process these actions take place:
•
The system notifies approvers and reviewers that there is a pending transaction that needs their
attention.
•
Approvers and reviewers access the transaction details, provide comments, and take action (approve,
deny, or hold) for the transaction.
•
The system checks for additional routings in the same routing path.
If all routing paths have been completed for the stage then the next routing path is started in the next
stage. If there are multiple routing paths, the system routes them in parallel.
•
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After all approvers on a transaction have approved, the approval framework notifies the Services
Procurement application.
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The system then prepares the transaction for the next stage of its life cycle.
Approval Workflow Setup Steps
Before you can send a transaction approval for review, such as an expense or progress log, you need to set
up the transaction for use with approval workflow. The system provides the basic templates and processes
for approvals that system administrators can use to set up approval workflows.
Configuring the Workflow System
To set up workflow notifications, use the Workflow Notification (SPB_WF_NOTIFY) component. To set
up automatic sourcing, use the Automatic Sourcing (SPF_AUTOSOURCE) component.
This topic discusses how to configure the workflow system.
Pages Used to Configure PeopleSoft Services Procurement Workflow
System
Page Name
Definition Name
Usage
Maintain Workflow Page
PV_ADM_WORKFLOW
Configure a workflow system.
Workflow Notifications Page
SPB_WF_NOTIFY
Enable or disable notifications for
activities in the requisition fulfillment
process.
Automatic Sourcing Page
SPF_AUTOSOURCE
Specify the rules for automatic sourcing.
Define Template Page
WL_TEMPLATE
Specify the content of email notifications
that are used in PeopleSoft Services
Procurement workflow.
SeePeopleTools: Workflow Technology
“Defining Component Notification
Templates”
Blackberry Email Responses Page
WL_TEMPL_RESP
Create email responses.
SeePeopleTools: Workflow Technology
“Defining BlackBerry Email Responses”
Generic Template Definition Page
WL_TEMPLATE_GEN
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Enter generic template definitions.
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Page Name
Definition Name
Usage
URL Maintenance Page
URL_TABLE
Use this page to identify the URL that
the notification process places within
the email. This URL is then used to
navigate the user back into their system
to perform the required task.
An example of the format to use is http://
servername/psp/employeeportaldomain/.
See PeopleTools: System and Server
Administration “URL Maintenance”
Services Procurement Installation
Options Page
INSTALLATION_SP
Set up PeopleSoft Services Procurement
installation options.
Permission List - Pages
ACL_MENU2
Create and maintain permission lists.
See PeopleTools: Security
Administration “Creating New
Permission Lists”
Process Definitions Page
PRCSDEFN
Define each specific run request by
identifying a variety of variables.
See PeopleTools: Application Engine
“Creating Process Definitions”
Maintain Workflow Page
Use the Maintain Workflow page (PV_ADM_WORKFLOW) to configure a workflow system.
Navigation
Services Procurement, Define Services Procurement, Workflow Setup, Maintain Workflow
You begin configuring PeopleSoft Services Procurement workflow options on the Maintain Workflow
page. The Maintain Workflow page is the focal point for configuring the PeopleSoft Services
Procurement workflow system. Using the page you can access all workflow setup components for Service
Procurement. You can also access workflow setup components by selecting: Enterprise Components,
Approvals.
Workflow Notifications Page
Use the Workflow Notifications page (SPB_WF_NOTIFY) to enable or disable notifications for activities
in the requisition fulfillment process.
Navigation
Services Procurement, Define Services Procurement, Workflow Setup, Workflow Notifications
Use this page to define the workflow notifications that you want to use with PeopleSoft Services
Procurement. Select the check box for the workflow activity that you want to set up for email or worklist
notification.
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Note: In PeopleSoft Services Procurement, notification settings can take precedence over other
notification settings.
Note: You cannot configure source notification on this page. The system obtains the notification method
for sourcing activity from the Sourcing Selection page when a requisition is sourced.
Note: You cannot configure Client Bid Response notification on this page. The notification method for
client bid response is the same as the method chosen during sourcing.
Note: The settings on this page are used in conjunction with the notification settings on the user profile.
Only those users who are set up to receive email notifications will be notified by email when the Services
Procurement transaction indicates that notification should be sent.
Note: URLs should be defined in the EMP_SERVLET and SUP_SERVLET (PeopleTools, Utilities,
Administration, URLs) for generating email notifications from Services Procurement transactions to
ensure that the correct URLs are included in the emails for situations in which the customer has separate
web servers for the employee and supplier portals.
A warning appears if both the email and worklist options are disabled for an activity.
Setting Up Sourcing Emails
Use these steps to schedule sourcing emails:
1. Enable the Schedule Sourcing Emails option on the Services Procurement Installation Options page.
2. Add APPLICATION_ENGINE Component Permissions to EPSP4000 Permission List.
Give Full Access to AE_REQUEST page only.
3. Create a new URL identifier named as SP_SRC_EM.
Use the URL Maintenance page to create the identifier.
4. Create a generic email template named as SP_SRC_EM.
Use the Generic Template Definition page to create the template.
The system provides sample values for the sample template. You can use the value or override them
with new values to create a new template of update the sample template. Template values include:
•
Instructional Text: Type names or email addresses in the To, CC, or BCC fields using semi-colons
as separators.
•
Sender: User
•
Subject: %5 requisition %2 has been approved and is ready to be filled.
•
Message Text: %5 requisition %2 has been approved and is ready to be filled. To review the
requisition and submit candidates click %10.
Requisition/Line: %2/%3.
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Project: %4.
Job Title: %5.
Service Type: %6.
Role: %7.
Location: %8.
Start Date: %9.
•
Set up the Process Scheduler Job.
Use the Process Scheduler page to schedule a job and source the email notifications.
Automatic Sourcing Page
Use the Automatic Sourcing page (SPF_AUTOSOURCE) to specify the rules for automatic sourcing.
Navigation
Services Procurement, Define Services Procurement, Sourcing Setup, Automatic Sourcing
Image: Automatic Sourcing page
This example illustrates the fields and controls on the Automatic Sourcing page. You can find definitions
for the fields and controls later on this page.
Enter a value into the Service Type field to define sourcing rules for specific service types (per business
unit), or leave the Service Type field blank to define sourcing rules for all service types.
If you specify a number in the Notify Days field, you postpone automatic sourcing until the specified
numbers of days have passed since the approval date. In this case, the PeopleSoft Application Engine
process (SP_WF_SRC) checks requisitions that are approved but not yet filled within the notification
days. Once the notification days are reached, the system automatically sources the requisition.
If you leave the Notify Days field blank, requisitions are sourced after approval, and you do not need to
run the SP_WF_SRC application engine.
After the requisition is approved, the system automatically sources it based on the selections on this page.
If you select a source type of Primary and a region code of Bay Area, when the requisition is approved,
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the system automatically sources the requisition to whichever supplier is listed as a primary source type
and from the Bay Area region.
This prevents you from having to source each requisition manually.
•
If service type and region code have values, the system looks for suppliers by service type and region
and matches the source type.
•
If only the service type has a value, the system looks for supplies by service type and source type.
•
If only region code has a value, the system looks for supplies by region that also match the source
type and requisition business unit.
The system searches for the business unit, then service type, then region, and then finds a supplier with a
primary source code to match it; where it looks depends on how much information you included.
Note: If a requisition was sourced in the preceding 24-hours, the Application Engine process does not
source it again. If a supplier already submitted a candidate for the requisition, that supplier is excluded
from automatic sourcing.
Defining Basic Workflow Settings for Services Procurement
This topic discusses how to set up Basic Workflow Settings for Services Procurement.
Note: Setting up PeopleSoft Services Procurement varies from component to component. This section
provides a high-level overview of setting up each component and any special considerations for each
component.
Pages Used to Define Workflow
Page Name
Definition Name
Usage
Services Procurement Bus Definition
BUS_UNIT_TBL_SP
Select PeopleSoft Services Procurement
components that you want to include the
workflow approval functionality.
Setting Up Business Unit Definitions
Approval Transaction Registry Page
EOAW_AW_TXN
Set up the transaction registry.
Maintain Workflow Page
Configuration Options Page
EOAW_AW_TXN_NOTIFY
Define workflow configuration options.
Maintain Workflow Page
User List Definition Page
EOAW_USER_LIST
Set up user list definitions.
Maintain Workflow Page
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Page Name
Definition Name
Usage
Approval Process Definition Page
EOAW_AW_PRCS_MAIN
Define workflow approval process
stages.
Maintain Workflow Page
Setting Up Requisition Workflow
Requisition workflow approval enables you to approve requisition information relating to a service.
Requisition approvals are available when you select the Requisition check box on the Services
Procurement Bus Definition page.
Note: If you are using both PeopleSoft eProcurement and Services Procurement, this setting is set on the
eProcurement Business Unit page and is not editable on the Services Procurement Business Unit page.
Approval definition criteria determines the goods or service requisition through the application class
based on the SetID and runs the appropriate process definition.
Note: PeopleSoft Services Procurement requisitions use the same workflow setup as the PeopleSoft
eProcurement requisition, but if you are using both applications, you can set up different workflow rules
for each type of requisition line.
PeopleSoft Services Procurement requisition lines have a category of services, and they route differently
than the PeopleSoft eProcurement lines. You can also approve at the line level for requisitions rather than
just the requisition header level.
The next table describes the delivered workflow values for requisitions:
Transaction Registry ID
Process Definition ID
User List Definition ID
Email Notification
Template ID
Requisition
Requisition
Req-Dept Mgr-Line Level
ReqChangeRequestApprRouting
Req-Project Mgr-Line Level
ReqChangeRqstApprovalRouting
Requisitions-Department
Mgrs
ReqChngRqstApproved
Requisitions-Project
Managers
ReqChngRqstDenied
Requisition Approval
Requisition Approved
Requisition Cancelled
Requisition Denied
Requisition Escalation
Requisition Line Approval
Requisition Line Approved
Requisition Line Denied
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Related Links
Approving and Denying Requisitions
Setting Up Work Order Workflow
Work order workflow approval enables you to approve work orders, including both the parent and child
work orders for multi resource services. Work order approvals are available when you select the Work
Order check box on the Services Procurement Bus Definition page.
PeopleSoft Services Procurement delivers a preconfigured work order workflow. You can use the
delivered workflow configuration as is or you can make minor adjustments to meet business practices.
You should understand the workflow technology before making any changes. For work order approvals,
the system checks the work order requester's supervisor ID on the User Profile - Workflow page to send
the approval.
The next table describes the delivered workflow values for work orders:
Transaction Registry ID
Process Definition ID
User List Definition ID
Email Notification
Template ID
SP_WORKORDER
SP_WORKORDER
Work Order Original
Requestor
WO_On_Error
WorkOrder Approver
WO_On_Escalation
WO_On_Final_Approval
WO_On_Final_Denial
WO_On_Integration_Cancel
WO_On_Review
WO_Route_For_Approval
Work Order General 1
Work Order General 2
Work Order General 3
Related Links
Submitting and Approving Work Orders
Setting Up Expense Workflow
Expenses workflow approval enables you to approve travel and expense information relating to a
work order. Expense approvals are available when you select the Expenses check box on the Services
Procurement Bus Definition page.
The next table describes the delivered workflow values for expenses:
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Transaction Registry ID
Process Definition ID
User List Definition ID
Email Notification
Template ID
SP_EXPENSE
US001
SP_EX_PROVIDER
SP_Exp_Final_Approval
SP_EX_WO_APPROVAL
SP_Exp_Final_Denial
SP_EX_WO_REQUESTER
SP_Exp_On_Error
SP_Exp_Rt_Approval
SP_Exp_Request_Info
SP_Exp_Request_Info_Added
Setting Up Progress Log Workflow
Progress log workflow approval enables you to approve progress on deliverable work orders to the
project manager. Progress log approvals are available when you select the Progress Log check box on the
Services Procurement Bus Definition page.
The next table describes the delivered workflow values for progress logs:
Transaction Registry ID
Process Definition ID
User List Definition ID
SP_PLOG
US001
SP_PLOG_WO_APPROVAL SP_Plog_Escalation
SP_PLOG_WO_
REQUESTER
SP_PL_PROVIDER
Email Notification
Template ID
SP_Plog_Line_Approved
SP_Plog_Line_Denied
SP_Plog_On_Error
SP_Plog_Rt_Approval
SP_Plog_Line_Req_Info
SP_Plog_Line_Info_Added
SP_Plog_Request_Info
SP_Plog_Request_Info_
Added
Related Links
Maintain Progress Logs Page
Setting Up Timesheet Workflow
Timesheet workflow approval enables you to submit individual timesheets or incident lines for approval.
Approvers can also adjust the timesheet, deny the approval of the timesheet, or place the approval on
hold. After the timesheet is approved, you can create an invoice for it.
Timesheet approvals are available when you select the Timesheet check box on the Services Procurement
Bus Definition page.
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The next table describes the delivered workflow values for timesheets:
Transaction Registry ID
Process Definition ID
User List Definition ID
Email Notification
Template ID
SP_TIMESHEET
SP_TIMESHEET
SP_TIME_PROVIDER
SP_Time_Escalation
SP_TIME_WO_APPROVAL
SP_Time_Final_Approval
SP_TIME_WO_
REQUESTER
SP_Time_Final_Denial
SP_Time_Line_Approval
SP_Time_Line_Denied
SP_Time_Line_Info_Added
SP_Time_Line_Req_Info
SP_Time_Line_Approved
SP_Time_Line_Review
SP_Time_On_Error
SP_Time_PushedBack
SP_Time_Request_Info
SP_Time_Request_Info_
Added
SP_Time_Rt_Approval
SP_Time_Rt_Review
Related Links
Submitting and Approving Timesheets
Setting Up Invoice Approval Workflow
Invoice approval enables you to approve invoice line details, make adjustments to time line amounts,
expenses, tax percentages, and enter comments before approving or denying invoice lines .In addition
to line level approvals, header level approvals can also be done when all lines are approved together (by
setting up the Approval Process as Header Level process).
Setting Up Invoice Approval Workflow
Invoice approvals are available when you select the Invoice check box on the Services Procurement Bus
Definition page.
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Transaction Registry ID
Process Definition ID
User List Definition ID
Email Notification
Template ID
SP_INVOICE
SP_INVOICE
SP_IN_SUPPLIER_
APPROVER
SP_IVABS_HDR
SP_IN_ENT_APPROVER
SP_IVABS_LINE
SP_IVAPR_HDR
SP_IVAPR_LINE
SP_IVREJ_HDR
SP_IVREJ_LINE
SP_IVS2E_HDR
SP_IVS2E_LINE
SP_IVSUB_HDR
SP_IVSUB_LINE
Note: The User List SP_IN_SUPPLIER_APPROVER is for Supplier approval and is based on SQL
Object Identifiers and needs to be mapped as follows:
1. When using Line Level Approvals, SQL Object Id SP_IN_SUP_APPROVER is to be used
2. When using Header Level Approvals, a New User List must be created using SQL Object Id
SP_IN_SUP_APPR_HDR (new user list for Header Level can then be used in setup of Approval Process
Definition - Steps)
The User List SP_IN_ENT_APPROVER is for Enterprise approval and is mapped to the system delivered
Role SP_INVOICE_MANAGER. It remains unchanged for Header and Line Level Approvals.
Note: You can include suppliers in the workflow based on your arrangement with each individual
supplier. In such cases, Approval Process has to include two steps (one for the Supplier Approver and
the other for the Enterprise Approver). Approval will be routed to the Supplier approver first. Once
approved, it will then be routed to the Enterprise Invoice approver. The screen shots below illustrate
an example on how to setup Approval Process when Supplier is included in the Invoice Approvals. In
such a case, the following minimum steps can be supplemented with your own additional setup to meet
your organization’s workflow requirements. Also, note that the system routes a submitted invoice to
the supplier invoice approver only if Include Supplier in Invoice Approval check box is selected on the
Services Supplier Info page.
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Approval Process Setup for Invoices
Image: Setup Process Definitions Page
This example illustrates the fields and controls on the Setup Process Definitions page.
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Path Criteria Setup
Image: Criteria Definition Page
This example illustrates the fields and controls on the Criteria Definition Page.
Note: Important! In all cases (even when Supplier Approvals are Off), the Approval Criteria definition
has to be Setup for a value of Invoice Line Status not equal to '2' in order to restrict already approved
Lines being resubmitted for Approvals.
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Step Criteria Setup for Supplier Approval
Image: Criteria Definition for Supplier Approval page
This example illustrates the fields and controls on the Criteria Definition for Supplier Approval page.
Related Links
Approving Invoices
Modifying Services Procurement Workflow Settings
This topic discusses how to modify services procurement workflow settings.
Approval Process Definition Page
To change workflow approval criteria:
1. Access the Approval Process Definition page using the process ID value that you want to change.
2. Click Criteria to access the Criteria Definition page.
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For each path and step, you can set up criteria that the system uses to determine whether you go down
that path or perform that step.
For example, if you have an approval path that requires approval for work orders over 10,000 USD,
the system looks at submitted work order, and compares the amount to the criteria on the Criteria
page. If it is under 10,000, the system automatically approves it. If it is over 10,000, the system
determines which step to perform.
3. Access the Approval Step Definition - Step page.
Set the number of approvers needed. This determines how many levels or approval or number of
approvers are required for the approval.
User List Definition Page
To update approvers:
1. Access the User List Definition page using the user list value that you want to update.
2. The system is set up to use the value for the Supervisor field that appears on the User Profile Workflow page.
If you want the workflow to select an approver by role, you can change the User List Source to Role,
and select a role from the prompt table.
Generic Templates Page
To change a delivered workflow template:
1. Access the Generic Templates page.
You can modify existing templates or create new ones using this page.
2. Add the new or revised template to the appropriate workflow action on the Approval Transaction
Registry page using the Template Name field in the Notifications group box.
Reassigning Workflow Tasks
You can reassign tasks along the workflow process to other users, either temporarily or indefinitely. This
enables a requester, approver or service coordinator to reassign a single task or all tasks during a specific
date range. The system administrator can also assign user tasks either during a specific date range or
indefinitely to another user.
This topic discusses how to reassign workflow tasks.
Note: The user who assigns the task and the user who is assigned the task must have the same user role.
For example, if a requester wants to assign worklist entries, then the user to whom the worklist entries are
assigned must also be a requester.
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Pages Used to Reassign Tasks
Page Name
Definition Name
Usage
General Profile Information Page
USER_SELF_SERVICE
Reassign all tasks temporarily.
Workflow Page
USER_WORKFLOW
Reassign all tasks either temporarily or
indefinitely.
Worklist Page
WORKLIST_REASSIGN
Reassign a specific task.
General Profile Information Page
Use the General Profile Information page (USER_SELF_SERVICE) to reassign all tasks temporarily.
Navigation
My System Profile
Select the alternate user ID for the individual to whom you want to reassign your tasks during a specified
duration of time.
Alternate User ID
Select the user ID for the alternate user.
Workflow Page
Use the Workflow page (USER_WORKFLOW) to reassign all tasks either temporarily or indefinitely.
Navigation
PeopleTools, Security, User Profiles, User Profiles, Workflow
Use this page to reassign tasks to another user for an indefinite period of time.
Alternate User ID
Enter the alternate user ID for the user to whom the work is to
be reassigned. Normally, you use this field to specify another
user to receive new worklist items while the user is temporarily
away. The field is used in conjunction with the From Date and
To Date fields.
Supervising User ID
Enter the supervisor user ID for the user to whom the task is to
be reassigned.
Reassign Work To
Select the check box and select the user to whom the all current
and future tasks are indefinitely reassigned. This field is meant
to move existing worklist items to another user.
Worklist Page
Use the Worklist page (WORKLIST_REASSIGN) to reassign a specific task.
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Navigation
Worklist, Worklist Details, Reassign
User ID
254
Enter the user ID.
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Chapter 9
Establishing and Managing the MSP
Environment
Understanding the MSP Environment
In an MSP environment, the MSP manages requisitions from customers, and also takes on the role of
service coordinator by sourcing requisitions to their own staff or third-party service providers. A markup
is charged by the MSP for this service. In addition, the MSP may "host" external suppliers acting as
service coordinators for their customers.
In order to support this business process, the concept of MSP markups is supported in the PeopleSoft
Services Procurement product. MSP markup functionality is only active when the installation is set for an
MSP environment. Suppliers that are part of the MSP's internal organization are identified when setting
their source type to Internal in the supplier network.
Warning! If you set the installation options to an MSP environment, you will experience implications in
the way rates are displayed and calculated throughout the system. Therefore this should only be done if
the organization operates in an MSP environment.
Markups
When the MSP acquires resources, an additional markup is applied on top of the supplier's rate in order
to cover the MSP cost for managing the process. You define the MSP fee at the business unit level, with
override available at the service type level. The MSP fee is effective-dated, which indicates that the rate in
effect at the time services are performed is the rate that is used for work order consumption and invoicing
purposes.
The list below indicates the various ways in which MSP information is displayed to services coordinators,
internal provider contacts, requesters, requisitions approvers, and external providers.
•
Service coordinators and internal provider contacts view amounts that include MSP markup fees, as
well as view the breakdown between supplier rate and MSP rate, which makes up the total amount
shown.
•
Requesters, requisition approvers, and work order approvers view amounts that include MSP markup
fees, but they do not have visibility of the MSP markup amount that is included in the total amount
shown unless they have been given a role associated with the role action for viewing the MSP
breakdown.
•
External provider contacts view amounts that do not include MSP markup.
MSP markup fees are also included on the supplier invoice when the service provider is from an
internal supplier.
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Note: In the MSP environment, the filled amount for a requisition may not match the work order
amount. This will occur if the MSP rate changes between creation of the requisition line and creation
of the work order.
Common Element Used to Understand the MSP Environment
The following definitions are used throughout these topics.
Managed Services Provider (MSP)
An organization that manages the sourcing and filling of service
requisitions on behalf of their customers.
Setting Up the MSP Environment
To define MSP percentage, use the MSP Fees by Business Unit (SPB_MSP_BY_BU) component. To
define MSP percentage or rate, use the MSP Fee by Service Type (SPB_MSP_BY_SRVC) component.
To set up supplier by business unit, use the Supplier by Business Unit (SPM_SPLR_BY_BU) component.
This topic discusses how to set up the MSP environment.
Pages Used to Set Up the MSP Environment
Page Name
Definition Name
Usage
Services Procurement Installation
Options Page
INSTALLATION_SP
Define PeopleSoft Services Procurement
installation options.
Services Procurement Business Unit
Definition Page
BUS_UNIT_TBL_SP
Define PeopleSoft Services Procurement
business units.
Service Types Page
SPB_ROLE_TYPE
Define service types.
MSP Fee by Service Type Page
SPB_MSP_BY_SRVC
Define the MSP fee percentage or rate.
MSP Fees by Business Unit Page
SPB_MSP_BY_BU
Define MSP fees percentage.
Networked Supplier Details Page
SPM_SPLR_BY_BU_PG
Create the supplier network. Associate
suppliers with PeopleSoft Services
Procurement business units.
MSP Fee by Service Type Page
Use the MSP Fee by Service Type page (SPB_MSP_BY_SRVC) to define the MSP fee percentage or
rate.
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Navigation
Click the Manage MSP Fees button on the Service Types page.
Image: MSP Fee by Service Type page
This example illustrates the fields and controls on the MSP Fee by Service Type page. You can find
definitions for the fields and controls later on this page.
Markup Type
For service types with a service method of Resource, select the
markup type of Percentage or Rate.
Note: It is not possible to select Markup Type for service
types with a service method of Deliverable. In this case only
percentage markups are available.
Managed Services Provider Fee %
If the markup type is Percentage, enter a percentage by which
the managed services provider will mark up the supplier rate for
performing the service coordinator function.
Note: The MSP fee that you define on the Service Type
page will override the business unit MSP and default onto
requisitions, work orders, and timesheets. If there is no fee
defined for the service type, the MSP fee defined at the business
unit level will be used.
Rate
If the markup type is Rate, enter a rate by which the managed
services provider will mark up the supplier rate for performing
the service coordinator function.
Note: The MSP fee that you define on the Service Type
page will override the business unit MSP and default onto
requisitions and work orders. And, for individual child services
associated to a multi-resource service, an MSP fee defined on
the Service Type page will override the default MSP fee from
the parent service timesheets. If there is no fee defined for the
service type, the MSP fee defined at the business unit level will
be used.
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Unit of Measure
Chapter 9
If the markup type is Rate, enter a unit of measure for the
specified markup rate.
MSP Fees by Business Unit Page
Use the MSP Fees by Business Unit page (SPB_MSP_BY_BU) to define MSP fees percentage.
Navigation
Click the Manage by MSP Fees button on the Services Procurement Business Unit Definition page.
Image: MSP Fees by Business Unit page
This example illustrates the fields and controls on the MSP Fees by Business Unit page. You can find
definitions for the fields and controls later on this page.
The Manage by MSP Fees link will appear only when you select the Managed Services Provider
Installation check box on the Services Procurement Installation Options page.
MSP Fee %
Enter a percentage by which the managed services provider will
mark up the supplier rate for performing the service coordinator
function.
Related Links
Setting Up Business Unit Definitions
Networked Supplier Details Page
Use the Networked Supplier Details page (SPM_SPLR_BY_BU_PG) to create the supplier network.
Associate suppliers with PeopleSoft Services Procurement business units.
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Navigation
•
Services Procurement, Define Service Suppliers, Suppliers by Business Unit
•
Services Procurement, Define Services Procurement, Service Supplier Setup, Supplier Network
Setup
Click the Supplier link in the Supplier Network Setup page or select a new supplier and click the Add
button.
Source Type
Select Internal to indicate that the supplier is part of the MSP
organization for this business unit. If the service provider is
internal, the supplier providing the services will view and be
paid the fully loaded rates.
Related Links
Supplier Network Setup Page
Processing MSP Transactions
This topic discusses how to process MSP Transactions.
Pages Used to Process MSP Transactions
Page Name
Definition Name
Usage
Create Requisition Page
SPF_REQ_INFO_PG
Enter basic service requisition
information.
Manage Requisitions Page
PV_REQ_STATUS
Manage requisitions that are entered by
the requester. You can review existing
service requisitions, edit them, view their
statuses, cancel them, or access related
sourcing and work order information.
Manage Sourcing Page
SPF_SRC_MANAGE_PG
View all the suppliers to whom a
requisition was sourced; source a
requisition to multiple suppliers.
Sourcing Selection Page
SPR_SOURCE_SELECT
Enter sourcing requirements.
Incoming Bids
SPF_SUP_COM_IN
View incoming bids.
Requisition Sourcing Review Page
SPF_SOUR_REVIEW_SP
Review requisitions sourced to the
supplier.
Submit Bid Page
SPF_SUBMITAL_PAGE
Submit bids.
Supplier Bid Response Page
SPF_SUP_BIDRSP1
Reply to bids.
Work Order - Details Page
SPF_WO_REQ_VEN_DT
Enter work order detail information.
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Page Name
Definition Name
Usage
Work Order - Cost Page
SPF_WO_COST_PO_PG
Enter cost information for the work
order.
Create Batch Invoice Page
SPF_GEN_CLINV
Generate and print invoices.
Create Manual Invoice Page
SPF_INV_HDR_ADD
Create invoice header information.
Manage Invoices - Line Summary Page
SPF_INV_LN_DTLS
Modify the selected invoice.
Manage Invoices - Line Detail Page
SPF_INV_TIME_DTL
View invoice line details or make
adjustments.
Create Requisition Page
Use the Create Requisition page (SPF_REQ_INFO_PG) to enter basic service requisition information.
Navigation
Services Procurement, Create Requisition
Supplier Rate
The portion of the total rate that will be paid to the end supplier,
the sum of the supplier rate and the MSP rate equals the total
rate. This field is displayed to users who have the SP_VMS_
MSP_BREAKDOWN role action. The field does not display to
requesters or approvers.
MSP Rate
Displays the MSP rate for this requisition. This field displays to
users having the SP_VMS_MSP_BREAKDOWN role action.
The system provides this value from the MSP fee by service
type, or if not present there, the MSP by business unit definition.
Rate
The total rate for this requisition. If you are using a rate sheet,
the system provides the default value from the rate sheet
If there is a rate sheet, the system adds the MSP rate to the
Supplier Rate to calculate the rate.
MSP Fee % (managed services
provider fee percentage)
Displays the MSP fee percentage for this requisition. This field
displays to service coordinators only.
Related Links
Understanding Requisitions
Sourcing Selection Page
Use the Sourcing Selection page (SPR_SOURCE_SELECT) to enter sourcing requirements.
Navigation
Click the Sourcing Select button on the Manage Sourcing page.
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Establishing and Managing the MSP Environment
MSP Rate
Displays the MSP rate for this requisition. This field displays
to Service Coordinators and MSP supplier contacts only. The
system provides this value from the MSP fee by service type, or
if not present there, from the MSP by business unit definition.
Loaded Rate
Displays the total rate for this requisition, supplier rate plus
MSP Rate.
Related Links
Sourcing Requisitions
Submit Bid Page
Use the Submit Bid page (SPF_SUBMITAL_PAGE) to submit bids.
Navigation
Click the Submit Bid button on the Supplier Sourcing Review page.
Note: Only internal suppliers will be able to view the MSP rates and amounts during bid negotiations.
Related Links
Understanding the Requisition and Work Order Bidding Process
Create Batch Invoice Page
Use the Create Batch Invoice page (SPF_GEN_CLINV) to generate and print invoices.
Navigation
Service Procurement, Services Settlement, Create Batch Invoices
Internal Supplier
Select to indicate that the supplier is internal and that the MSP
markup will be included in the invoice amount.
Related Links
Understanding Settlements in PeopleSoft Services Procurement
Manage Invoices - Line Summary Page
Use the Manage Invoice - Line Summary page (SPF_INV_LN_DTLS) to modify the selected invoice.
Navigation
Click the Edit button for an invoice on the Manage Invoice page.
Estimated Tax
The MSP fee is not included in the tax calculation for external
suppliers, but is for internal suppliers.
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Estimated Total
Chapter 9
The MSP fee is included in the totals for internal suppliers.
Related Links
Understanding Settlements in PeopleSoft Services Procurement
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Chapter 10
Establishing and Managing VMS
Understanding VMS
The VMS provider manages enterprise service requests, and also takes on the role of service coordinator
by routing service requests to multiple staffing suppliers. VMS providers manage the fulfillment process
by maintaining work orders, time reports, and invoicing for the enterprise. VMS providers are paid for
all services performed by the suppliers in their network at a rate that includes the VMS markup rate or
percentage.
In order to support this business process, the concept of VMS is supported in the PeopleSoft Services
Procurement product. VMS functionality is only active when you select the Enable VMS option for a
Services Procurement business unit or service type. The service type level is an override to the business
unit. Once you enable the VMS option, you must specify a VMS supplier and location, as well as a rate
and supplier service coordinator or service team that correspond to the VMS provider in order to create
VMS managed requisitions and work orders for the business unit.
Note: A service team must have a least one coordinator associated with the VMS supplier to be available
for selection as a VMS team.
Markups
When the VMS provider acquires resources, an additional markup is applied on top of the supplier's rate
in order to cover the VMS cost for managing the process. You define the VMS fee at the business unit
level, with override available at the service type level. For individual child services, VMS fees defined at
the service type overrides the VMS fees defaulting from the related multi-resource parent. The VMS fee
is effective-dated, which indicates that the rate in effect at the time services are performed is the rate that
is used for work order consumption and invoicing purposes.
The list below indicates the various ways in which VMS information is displayed to services
coordinators, requesters, approvers, supplier service coordinator and service coordinator teams.
•
Service coordinators and provider contacts internal to the VMS can view amounts that include VMS
markup fees, as well as view the breakdown between supplier rate and VMS rate, which makes up the
fully loaded rate.
•
Requesters, requisition approvers, and work order approvers view amounts that include VMS markup
fees, but they do not have visibility of the VMS markup amount that is included in the total amount
shown unless they have been given a role associated with the SP_VMS_MSP_BREAKDOWN role
action.
•
Sourcing notification routes to the supplier service coordinator or service coordinator team defined for
the VMS.
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Chapter 10
The service coordinator or team then sources the requisition to suppliers in the VMS supplier
network. The VMS markup information is visible to the VMS Service Coordinators and suppliers
internal to the VMS.
Note: VMS rates are not visible to external suppliers.
•
External provider contacts view amounts that do not include VMS markup.
VMS markup fees are included on all supplier invoices for VMS managed work orders. These
invoices are generated for the VMS supplier rather than the end supplier.
Common Elements Used to Understand VMS
VMS (vendor managed services)
Provides a single point of contact for an enterprise for their
services needs. A VMS provider can route approved service
requests to multiple staffing services suppliers for fulfillment
and then manage the work order, time reporting, and invoice
settlement processes for those service companies.
Third Party Supplier
The service provider who performs the service works for a third
party supplier.
Fully Loaded Rates
Includes both the supplier rate and the VMS markup rate.
Setting Up VMS
To define VMS by business unit and service type, use the VMS by Business Unit and Service Type
(SPB_VMS_BUSRVC_LST) component.
To define VMS by business unit, use the VMS by Business Unit (SPB_VMS_BY_BU) component. To
define VMS percent by business unit, use the VMS Percent by Business Unit (SPB_VMS_INFO_BU)
component.
To define VMS details by supplier, business unit, and service type, use the VMS Details by Supplier,
Business Unit, and Service Type (SPB_VMS_INFO_SRV) component.
To change the VMS service coordinator, use the Replace VMS Coordinator component
(SPB_REPL_VMS_SC).
This topic discusses how to set up VMS.
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Chapter 10
Establishing and Managing VMS
Pages Used to Set Up VMS
Page Name
Definition Name
Usage
Services Procurement Bus Unit Page
BUS_UNIT_TBL_SP
Define PeopleSoft Services Procurement
business units. Define your own
consolidation structures for accounting
and reporting purposes.
VMS Supplier by Business Unit Page
SPB_VMS_BY_BU
Define the effective-dated VMS supplier
and supplier location information.
Services Procurement Bus Unit Page
VMS Details by Supplier and Business
Unit Page
SPB_VMS_INFO_BU
Define effective-dated fees by
percentage and assign related service
coordinator or coordinator team for VMS
by business unit.
VMS Supplier by Business Unit and
Service Type Page
SPB_VMS_BU_SRVC
Use this page to indicate whether there
is an override of the business unit VMS
settings for this service type and view the
current VMS supplier and location.
VMS Details by Supplier, Business Unit, SPB_VMS_INFO_SRVC
and Service Type Page
Use this page to define effective-dated
VMS markups and assign related service
coordinator or team by business unit and
service type.
Services Procurement Bus Unit Page
Use the Services Procurement Bus Unit page (BUS_UNIT_TBL_SP) to define PeopleSoft Services
Procurement business units.
Define your own consolidation structures for accounting and reporting purposes.
Navigation
•
Services Procurement, Define Services Procurement, General Setup, Business Unit Definitions,
Services Procurement Defn
•
Set Up Financials/Supply Chain, Business Unit Related, Services Procurement, Services
Procurement Options
Enable VMS
Select to determine whether requisitions or work orders are
under VMS management by default. If you select this option,
you can define markup costs that are charged by the VMS
for service that do not have a service type level VMS override
defined.
If you disable this option and there are existing VMS rows, the system populates a warning message to
inform you that the VMS rows are ignored when creating new requisitions and work orders.
Note: VMS functionality is not available if you have selected the MSP installation option on the Services
Procurement Installation Options page.
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Note: If you select this option, you must define at least one VMS supplier and VMS fee for the
designated business unit.
VMS Details by Supplier and Business Unit Page
Use the VMS Details by Supplier and Business Unit page (SPB_VMS_INFO_BU) to define effectivedated fees by percentage and assign related service coordinator or coordinator team for VMS by business
unit.
Navigation
Click the Manage VMS Details button on the VMS Suppliers by Business Unit page.
Image: VMS Details by Supplier and Business Unit page
This example illustrates the fields and controls on the VMS Details by Supplier and Business Unit page.
You can find definitions for the fields and controls later on this page.
VMS Percent
Enter VMS fee percentage.
Service Coordinator
Select to identify a specific service coordinator as the VMS
provider.
Service Coordinator Team
Select to identify an entire service coordinator team as the VMS
team.
Coordinator
Select a specific service coordinator.
Note: This option only appears when the Service Coordinator
option is selected.
Service Team
266
Select a specific team of service coordinators.
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Chapter 10
Establishing and Managing VMS
Note: This option only appears when the Service Coordinator
Team option is selected.
Note: Rate based VMS fees are defined at the Service Type level only.
VMS Supplier by Business Unit and Service Type Page
Use the VMS Supplier by Business Unit and Service Type page (SPB_VMS_BU_SRVC) to use this page
to indicate whether there is an override of the business unit VMS settings for this service type and view
the current VMS supplier and location.
Navigation
•
Click the VMS by BU and Service Type link on the Services Procurement Bus Unit page.
•
Services Procurement, Define Services Procurement, Service Type Setup, VMS by BU and Serv Type
Image: VMS Supplier by BU and Service Type page
This example illustrates the fields and controls on the VMS Supplier by BU and Service Type page. You
can find definitions for the fields and controls later on this page.
VMS Managed
Select an available effective-dated VMS managed option:
Values include Yes, No, and BU (business unit).
Yes: If you select this option, the VMS Supplier and VMS
Location fields, and the Manage VMS Details button is
available.
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Note: You must associate a VMS supplier and location, and
related VMS details for the supplier, business unit, and service
type when you select this option.
No: If you select this option, requisitions created for this
effective date will not be VMS Managed.
BU: If you select this option, requisitions or work orders created
for this effective date will follow the VMS setup defined at the
Business Unit level.
Manage VMS Details
Click to access the VMS Details by Supplier, Business Unit,
and Service Type page, where you can define rates and service
coordinator or team for the VMS.
VMS Details by Supplier, Business Unit, and Service Type Page
Use the VMS Details by Supplier, Business Unit, and Service Type page (SPB_VMS_INFO_SRVC) to
use this page to define effective-dated VMS markups and assign related service coordinator or team by
business unit and service type.
Navigation
Click the Manage VMS Details button on the VMS Supplier by BU and Service Type page.
Image: VMS Details by Supplier, Business Unit, and Service Type page
This example illustrates the fields and controls on the VMS Details by Supplier, Business Unit, and
Service Type page. You can find definitions for the fields and controls later on this page.
The markup types available depends on the selected service type. Deliverable and Multi Resource service
types must have a markup type of Percentage, but resource service types can have a markup type of
either Percentage or Rate. The other fields on the page vary based on the selected markup type. When the
markup type is Percentage, the VMS Percent field appears on this page. However, when the markup type
is Rate, the VMS Rate, Currency, and UOM (unit of measure) fields appear on this page.
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Chapter 10
Markup Type
Establishing and Managing VMS
For service types with a service method of Resource, select the
markup type of Percentage or Rate.
Note: It is not possible to select Markup Type of Rate for
service types with a service method of Deliverable or Multi
Resource. In this case, only percentage markups are available.
Processing VMS Transactions
This topic discusses how to process VMS transactions.
Pages Used to Process VMS Transactions
Page Name
Definition Name
Usage
Create Requisition Page
SPF_REQ_INFO_PG
Enter basic service requisition
information.
Manage Requisitions Page
PV_REQ_STATUS
Manage requisitions that are entered by
the requester. You can review existing
service requisitions, edit them, view their
statuses, cancel them, or access related
sourcing and work order information.
Manage Sourcing Page
SPF_SRC_MANAGE_PG
View all the suppliers to whom a
requisition was sourced; source a
requisition to multiple suppliers.
Sourcing Selection Page
SPR_SOURCE_SELECT
Enter sourcing requirements.
Incoming Bids
SPF_SUP_COM_IN
View incoming bids.
Requisition Sourcing Review Page
SPF_SOUR_REVIEW_SP
Review requisitions sourced to the
supplier.
Submit Bid Page
SPF_SUBMITAL_PAGE
Submit bids.
Supplier Bid Response Page
SPF_SUP_BIDRSP1
Reply to bids.
Work Order - Details Page.
SPF_WO_REQ_VEN_DT
Enter work order detail information.
Work Order - Cost Page
SPF_WO_COST_PO_PG
Enter cost information for the work
order.
Create Batch Invoice Page
SPF_GEN_CLINV
Generate and print invoice.
Create Manual Invoice Page
SPF_INV_HDR_ADD
Create invoice header information.
Manage Invoices - Line Summary Page
SPF_INV_LN_DTLS
Modify the selected invoice.
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Chapter 10
Page Name
Definition Name
Usage
Manage Invoices - Line Detail Page
SPF_INV_TIME_DTL
View invoice line details and/or make
adjustments.
Replace VMS Coordinator Page
SPB_REPL_VMS_SC
Use this page to replace VMS service
coordinators.
Create Requisition Page
Use the Create Requisition page (SPF_REQ_INFO_PG) to enter basic service requisition information.
Navigation
Services Procurement, Create Requisition
If a requisition is under VMS management, the VMS rate, service coordinator or team ID, percentage
information, and VMS supplier and supplier location fields appears on the requisition page. The system
checks to ensure that the VMS option is specified at the BU or BU and Service type level.
Note: When the requisition is under VMS management, the fully loaded rate that displays on the
requisitions includes VMS markups.
Related Links
Understanding Requisitions
Manage Requisitions Page
Use the Manage Requisition page (PV_REQ_STATUS) to manage requisitions that are entered by the
requester.
You can review existing service requisitions, edit them, view their statuses, cancel them, or access related
sourcing and work order information.
Navigation
Services Procurement, Manage Requisitions
This page displays fully loaded prices that include the VMS markup for requisition lines that are VMS
managed.
Note: If a user has the role action to view the breakdown of VMS rates, the supplier rate, the VMS
markup rate, and the fully loaded rate appear on the requisition.
Related Links
Managing Service Requisitions
Sourcing Selection Page
Use the Sourcing Selection page (SPR_SOURCE_SELECT) to enter sourcing requirements.
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Chapter 10
Establishing and Managing VMS
Navigation
Click the Sourcing Select button on the Manage Sourcing page.
This page displays fully loaded prices that include the VMS markup for requisition lines that are VMS
Managed, as well as the breakdown between supplier rate and VMS markup.
The VMS breakdown also appears on the bid management pages for service coordinators and service
provider contacts associated with the VMS supplier. Service provider contacts not associated with the
VMS supplier only see the rate before VMS.
Related Links
Sourcing Requisitions
Work Order - Details Page.
Use the Work Order - Service page (SPF_WO_REQ_VEN_DT) to enter work order detail information.
Navigation
Services Procurement, Manage Services Work Orders
Click the Add button or select an existing work order link on the Manage Services Work Order page.
This page displays VMS Managed information such as VMS supplier and supplier location. If the work
order is not under VMS management, no VMS information appears on the work order. If a work order is
linked to a requisition, all VMS information defaults onto the work order.
The rate that displays on the work order includes the VMS markup. The VMS markup calculation is
based on the markup type defined for the business unit or service type and business unit.
Note: When the markup type is defined as percentage, the system fetches the effective-dated VMS
percentage from the setup tables and overrides the requisition VMS percentage with the new effective
date percentage on work order.
When the markup type is defined as rate, the system fetches the effective-dated VMS rate, currency, and
unit of measure information from the setup tables and overrides the requisition VMS rate with the new
effective date VMS rate on work order.
Related Links
Understanding Services Work Orders
Create Manual Invoice Page
Use the Create Manual Invoice page (SPF_INV_HDR_ADD) to create invoice header information.
Navigation
Services Procurement, Manage Invoices
Enter Business Unit and/or Invoice ID and click the Add button on the Manage Invoices page.
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Establishing and Managing VMS
VMS Managed
Chapter 10
Select to view VMS managed work order time and progress logs
that are available for selection. All invoices for VMS managed
work orders are consolidated for end suppliers under the same
VMS supplier. Invoices are paid to the VMS supplier for all
suppliers under their management.
Note: This option is only available if there is a VMS supplier selected.
Related Links
Create Invoice Page
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Chapter 11
Using Service Contracts
Understanding Service Contracts
You must have PeopleSoft Purchasing installed to take advantage of service contracts. Service contracts
are used to secure standard rates with suppliers to hire service providers at specific rates.
When service coordinators source a requisition and include contract suppliers, the system finds all
the contract suppliers that match the role and unit-of-measure combination. Service contracts are only
applicable to resource-based roles that have a rate associated with them or to category contracts for a
category associated to a Services Procurement service type. Category adjustments are only applied when
a rate sheet is available to use as the base rate from applying the adjustment. For example, if the rate sheet
is for 45 USD an hour and a category-based contract exists for a reduction of 10%, the contract rate will
be considered as 40.50 USD an hour and that rate will be compared to the bid or work order rate.
When suppliers bid on a requisition, the system checks for the category or the role, unit of measure, and
supplier location to verify whether they match a current contract. If a match is found, the system enforces
that the bid rate is less than or equal to the contract rate. You are not required to award bidders with a
contract; they are treated as just another bidder. When the requisition is filled, the system uses the lower
rate from the Filled Rate field to create the work order. The system takes the currency from the contract
header and the merchandise amount is the rate-per-hour.
If PeopleSoft Purchasing is installed and you are integrating work orders with purchase orders, then when
the work order is released, the system verifies against the contract again and overrides the work order rate
with the contract rate if necessary. If a new contract becomes active between the time that the supplier
bids on the requisition and the time that the purchase order was created, the purchase order uses the most
current contract price and the work order is updated to match that price upon its release.
For example, you could have a contract with a supplier to provide construction services at the rate of 45
USD an hour. You source a requisition for a contracting job, and the supplier attempts to bid 48 USD an
hour for the job. The system enforces the contract rate and requires the supplier to bid at or below the
contract rate. The bid would be filled and the work order created for the rate of 45 USD an hour. If a new
contract is subsequently negotiated for a rate of $42 USD an hour prior to creation of the purchase order
and release of work order, the system adjusts the work order rate down to the 42 USD an hour rate during
the work order release.
Creating Service Contracts
This topic discusses how to create service contracts.
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Using Service Contracts
Chapter 11
Pages Used to Create Service Contracts
Page Name
Definition Name
Usage
Contracts Page
CNTRCT_HDR
Use to create service contracts.
Maintain Details - Details for Line Page
CNTRCT_PRC_UOM_SEC
Enter rates for service contracts.
Contracts Page
Contracts Page
Use the Contract page (CNTRCT_HDR) to use to create service contracts.
Navigation
•
Services Procurement, Requisition Fulfillment, Maintain Contracts
•
Procurement Contracts, Add/Update Contracts
•
Supplier Contracts, Create Contracts and Documents, Contract Entry
Note: You must enable service contracts on the Installation Options - Services Procurement page to add
service contracts.
See "Services Procurement Installation Options Page" (PeopleSoft FSCM 9.2: Application
Fundamentals).
To create a service contract:
1. Create a new contract.
You can select General Contract,Purchase Order, or Release to Single PO Only types to use for
purchase orders. For more information about contract types, see the PeopleSoft Source to Settle
documentation
See "Understanding Voucher and Order Contracts" (PeopleSoft 9.2: Source to Settle Common
Information).
2. Select Role as the type.
3. Enter the resource-based project role as the type ID.
4. Use the Maintain Details - Details for Line page (CNTRCT_PRC_UOM_SEC) to enter rates for
service contracts.
Navigation
Click the Line Details button on the Contract page.
5. Add the negotiated rate for the supplier location in the Base Price field.
6. Approve the contract by changing the contract status to Approved.
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Chapter 11
Using Service Contracts
Related Links
"Understanding Voucher and Order Contracts" (PeopleSoft 9.2: Source to Settle Common Information)
"Understanding How to Apply Procurement Contract Prices to Transactions" (PeopleSoft FSCM 9.2:
Purchasing)
Using Service Contracts in Bidding
To check for contract rates on bids:
1. Enter and source a requisition.
Service coordinators have visibility into those suppliers who have contracts.
2. Suppliers bid on the requisition.
3. If the supplier, role, unit of measure, and location match the contract, the system prevents the service
provider contact from submitting a rate greater than the contract rate.
Using Service Contracts with Work Orders
To check for contract rates with work orders:
1. Create a work order.
2. Once the work order is approved, create a purchase order.
If the supplier, role, currency, and location match the contract, the system uses the contract rate if it is less
than the work order rate. The system overrides the work order rate with the contract rate when the work
order is released.
For multi-resource services, the link to purchase orders is at the parent, multi-resource service level;
however, contract rates will be enforced for the lower-level individual child service bids and work orders.
Note: Contracts are verified during the work order creation process as well as the sourcing process.
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275
Chapter 12
Managing Services Projects
Understanding Services Projects
PeopleSoft Services Procurement facilitates managing projects by enabling service providers to log time
directly against work orders and activities that are associated with projects.
When you use projects in PeopleSoft Services Procurement, you can enter and modify project details. You
can search or sort projects by different criteria, and you can access the Project Activities page to define
activities by project when Project Costing is installed.
Note: Service Projects are only associated to requisitions and work orders through the ChartField
distribution. Projects are only available in PeopleSoft Services Procurement if the ChartField
configuration is defined with the project ChartField set to a status of Active.
Related Links
Defining Project and Activities Definitions
Prerequisites
Set up the following attributes before entering project information when the Project Costing product has
been installed:
•
Project business units and business unit options.
•
Project types.
Related Links
Defining Project and Activities Definitions
Setting Up Business Unit Definitions
Creating Services Projects
To create services projects, use the Services Projects (SPA_PROJECT) component.
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Managing Services Projects
Chapter 12
Pages Used to Create a Service Project
Page Name
Definition Name
Usage
Manage Services Projects
SPA_MANAGE_PROJ
View, search, and sort the list of
available projects. Access the project that
you want to modify.
Maintain Services Projects
SPA_PROJECT
Enter general project information.
Managing Services Projects
This topic discusses how to view, search, and sort projects.
Pages Used to Manage Services Projects
278
Page Name
Definition Name
Usage
Manage Services Projects
SPA_MANAGE_PROJ
View, search, and sort the list of
available projects. Access the project that
you want to modify.
Maintain Services Projects Page
SPA_PROJECT
Enter general project information.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 13
Managing Services Activities
Understanding Activities in PeopleSoft Services Procurement
Activities are specific tasks that you allocate time or progress against. When Project Costing is not
installed, activities are generic, not related to projects, and are associated to work orders based on service
type or service. Use activities to further define the work order scope.
Understanding Activities When PeopleSoft Project Costing is Installed
When Project Costing is installed, activities are associated to specific projects. This is typically used when
service providers are assigned to work on multiple projects in multiple departments concurrently. Use
activities on timesheets to break down the various costs that are associated with a project or work orders.
In this scenario, any project for which you incur costs directly must contain at least one activity.
Note: When you associate a project to an activity, you must have a project business unit and project
defined as a ChartField in order to charge time or progress against it.
Understanding ChartFields When PeopleSoft Project Costing is Installed
Use the Standard ChartField Configuration page to determine which ChartFields are available to use
on requisitions and work orders. The values that default onto each ChartField on a requisition line or
manual work order come from the business unit or user defaults. You can specify multiple ChartField
combinations on a requisition. Those combinations are editable until the requisition line is submitted
for approval. ChartField combinations are carried over when a work order is created from a requisition.
Whether a work order is created manually or is linked to a requisition line, the ChartField combinations
specified on the work order may only be modified until a certain point, depending on whether there are
related purchase orders or existing time sheets.
When purchase order integration is enabled, you cannot make changes to the distribution after the
purchase order has been created. When purchase order integration is not enabled, it is possible to modify
the distributions until a time sheet has been created. If the actual allocation method is used for the work
order, new distributions may be added even after a time sheet has been created, but existing distribution
lines may not be deleted or changed. The ChartField combinations from the work order are subsequently
used in the integration with PeopleSoft Purchasing and Accounts Payables.
Prerequisite
When Project Costing is installed, you must create a project in PeopleSoft Project Costing or PeopleSoft
Services Procurement before you can assign activities to it.
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Managing Services Activities
Chapter 13
Managing Activities When Project Costing is Not Installed
This topic discusses how to manage activities when Project Costing is not Installed.
You can also associate activities by service type.
Pages Used to Manage Activities When Project Costing is Not Installed
Page Name
Definition Name
Usage
Service Activities page
SPB_SETID_ACTIVITY
Add or Modify service activities. Service
activities are used to indicate how time is
spent
Activities by Service Type Page
SP_ACT_BY_SVTYP
Select a service type and associate
activities to it. The activities will be
available for selection on Work Orders
for the related service type.
Activities by Service Page
SPB_SRC_ACT
Select a service and associate activities
to it.The activities will be available for
selection on Work Orders for the related
service.
Work Order Activities Page
SPF_WO_ACTIVITY (resource based),
SPF_PRLOG_MS_PG (deliverablefixed)
Select activities to associate with the
work order.
SPF_WO_RATE_ACT (deliverablerate based), SPF_PRGLOG_MS_PG (
deliverable-fixed price and milestone)
If you have the SP_ADD_WO_ADHOC
_ACT role action, then the Add Ad Hoc
Activities button is displayed on this
page.
When adding ad hoc activities to the
Work Order Activities page, the system
automatically adds the new activity to
setup tables. After the activity is added
to setup tables, the activity is considered
as predefined and can be used for future
work orders.
Creating and Managing Work Orders
Service Activities page
Use the Service Activities page (SPB_SETID_ACTIVITY) to define service activities.
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Managing Services Activities
Navigation
Services Procurement, Define Services Procurement, General Setup, Project/Activity Definitions,
Service Activities
Image: Service Activities page
This example illustrates the fields and controls on the Service Activities page. You can find definitions for
the fields and controls later on this page.
Description
Enter the activity description.
Activity Type
Select to indicate whether the activity is resource or deliverablebased.
Activity Sub Type
Depending on the value that you select in the Activity Type
field, the system dynamically displays values.
If you select Resource as the activity type, the system returns
values of Generic Activity and Specific Activity.
If you select Deliverable as the activity type, the system returns
values of Milestone and Rate Based.
Status
Select the activity status. Values are Active or Inactive.
Billable
Select if the activity is billable.
Bid Factors by Activity
Click to access the Bid Factors by Activity page. You use the
page to view or add bid factors to an activity.
Managing Activities when Project Costing is Installed
This topic discusses how to modify an activity.
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Page Used to Manage Activities when Project Costing is Installed
Page Name
Definition Name
Usage
Project Activities Page
SPA_PROJ_ACT
Add or Modify project activities. Project
activities are used to indicate time spent
related work on specific projects
Project activities are used to indicate
the amount of time spent on specific
projects.
Service Activities Page
SPB_SETID_ACTIVITY
Add or Modify service activities.
Service activities are used to indicate
the amount of time spent on non project
activities, such as sick time, meetings,
and so on.
Activities by Service Page
SPB_SRC_ACT
Select a service and associate activities
to it.
The activities will be available for
selection on Work Orders for the related
service.
Work Order Activities Page
SPF_WO_RATE_ACT (deliverable
services -rate based),
Select activities to associate with the
work order.
SPF_PRGLOG_MS_PG (deliverable
services – fixed price and milestone)
For deliverable services that are rate
based, fixed price, or milestone, the Add
Ad Hoc Activities button is displayed
for users who have the SP_ADD_WO_
ADHOC_ACT role action.
When adding ad hoc activities to the
Work Order Activities page, the system
automatically adds the new activity to
setup tables. After the activity is added
to setup tables, the activity is considered
as predefined and can be used for future
work orders.
Understanding the Work Order Process
Flow
Project Activities Page
Use the Project Activities page (SPA_PROJ_ACT) to modify project activities.
Navigation
Services Procurement, Define Services Procurement, General Setup, Project /Activity Definitions, Project
Activities
Modify the Description, Status, and Visibility fields as required.
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Note: You can't modify the Business Unit, Project ID, or Activity ID fields for an existing activity. If the
activity is no longer valid, you can change the status to Inactive.
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Procurement Requisitions
Understanding Requisitions
This section lists prerequisites and discusses:
•
Requisitions
•
Multicurrency requisitions
Prerequisites
Before you enter requisitions into the system, you must:
•
Have authorization to process requisitions on the Requisition Authorizations of the Procurement User
Preferences page.
•
Identify the user ID as a requester on the Requester Setup page, where you add defaults for
requisitions.
•
Have a role action of SP_REQUESTER.
Related Links
Requester Defaults Page
eProcurement Role Actions Page
Requisitions
Requesters can use PeopleSoft Services Procurement to create and maintain service requisitions. After
you enter and submit a requisition, send it to the approver for approval. Approved requisitions are then
sourced to qualified suppliers that meet the requisition requirements. Use tools such as bid factors and
supplier scores to rate the best candidates.
On the same requisition, you can add lines for service items using PeopleSoft Services Procurement and
commodity items using PeopleSoft eProcurement.
Requisition Lines
A service requisition is made up of multiple lines. These lines can be either a mixture of resource
and deliverable services or a single multi-resource service. Requesters can use PeopleSoft Services
Procurement to create, edit, cancel, or extend requisition lines. Use PeopleSoft Purchasing to close
services requisitions. Lines associated to a resource service method may be created for multiple positions.
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See "Understanding the Requisition Business Process" (PeopleSoft FSCM 9.2: Purchasing).
Resource-Based Requisition Lines
Requisition lines for resource-based services enable you to request the services of an individual service
provider. Upon awarding the requisition line to the supplier, the service coordinator or requester generates
a services work order and memorializes the attributes as terms and conditions. Upon the work order
release, the service provider may create timesheets to record hours worked.
Timesheet information subsequently triggers self billed invoicing functionality for payment to the
supplier.
A resource based requisition line may have multiple positions, issue a single sourcing notification to
suppliers, and create work orders for each position. The Service Coordinator can fill the requisition
line with multiple bids, up the total position quantity. Position information appears on the requisition,
approval, sourcing, and bid pages so the requester, service coordinator, and service provider contact can
track how many positions are filled or available, as well as obtain average fill rates and amounts for the
requisition line.
You can reduce the number of positions on a requisition line that is not already filled. The requester can
perform this action as long as the line is not sourced. After sourcing, only the service coordinator can
perform this action.
Note: You cannot reduce the number of positions under the number of positions that are already
filled. If the number of positions is reduced to equal the number of positions that are already filled, the
requisition line status is changed to Filled and an email notification is sent to all sourced suppliers having
a notification method of email and worklist.
Deliverable-Based Requisition Lines
Deliverables-based requisition lines reflect requirements generally performed by an entire work force,
such as a requisition for an entire project, not just the hours worked by a single service provider. There
is no specific service provider in mind for the deliverables-based requisitions, so a statement of work
defines the requirements.
Note: Although no specific service provider is assigned initially, it is possible to track individuals on the
related work order for security purposes.
You can define a deliverables-based requisition with its unique attributes. These attributes carry over into
the sourcing event to analyze and score supplier submittals in accord with the requisition requirements.
Upon awarding the requisition line to the supplier, the service coordinator or requester generates a
services work order and memorializes these attributes as terms and conditions. Upon the work order
release, the service provider contact records progress against a progress log, and you pay the supplier
based on milestones, percentages, a fixed amount, or rates.
For example, suppose that you have a percentage-based requisition, and the service provider contact
reports the percentage complete against a progress log and you pay the supplier for that percentage of
work. Or, you could list project milestones and pay the service provider an agreed upon amount when
each milestone is completed.
The progress log becomes the basis of the self-billed invoicing functionality for payment to the supplier.
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Multi-Resource Requisition Lines
Multi-resource requisition lines support multiple unique services and service providers for PeopleSoft
Services Procurement requisitions. Multi-resource services are services provided for an overall agreed
upon amount. The overall agreed upon amount for a service or set of services is independent of the
number of service providers associated to the service.
When you select the Multi-Resource service method, the system displays a page that is similar to
deliverables-based requisitions, where you can define the multi-resource service top line overall amount
for labor and expense. Multi-resource services supports multiple unique services and service providers for
requisitions, sourcing, and work orders. Multi-resource services enable you to manage complex services
at a granular level.
Each requisition is limited to only one multi-resource requisition service, and when a multi-resource
service is selected, then no other service lines are allowed on the requisition. The system bases default
values for multi-resource services on the multi-resource service type and service, and it populates the
requisition fields with the default values. Any related individual services that were defined as default
values for the specified multi-resource service will be used as default values. You can use the Add Service
button to add more related individual services. The system does not enable multi-resource services on the
resource-based, deliverables-based, or goods requisition.
Deliverables-based and multi-resource services have the same bid factor mapping. Default values also
exist for multi-resource service attributes, including the skills matrix. The system performs suppliermanaged services and managed-services provider calculations, expense calculations, and rate access logic
for the multi-resource service.
Fiscal approval for multi-resource services is based on the top-line, overall not to exceed amounts and
not on the individual service level. Requisition line-level information includes service method, service
type, service, requesting department, location, request type, scope of work, duration information, labor
and expense amounts, accounting distribution information, supplier information, and service coordinator
information.
You can add multiple unique individual services under a multi-resource requisition line. For each
individual service related to a multi-resource requisition line, you can include service type, service, labor
rate and unit of measure, title, start date, end date, expense rate and unit of measure, quantity, location,
utilization, competencies, education level, experience, telecommute, travel required, travel frequency,
scoring criteria, and whether an interview is required.
For more information about preparing the PeopleSoft Services Procurement system for use with multiresource services, see the "Setting Up Application Specific Options for PeopleSoft Services Procurement"
set of topics.
Requisition Line Cancellation
Requesters can cancel individual or multiple requisition lines. When a requester cancels a requisition,
the system automatically sends cancellation notifications to all affected parties, including all sourced
suppliers.
Depending on the business unit settings, reason codes may be required when canceling a line.
Note: If all requisition lines are canceled, the requisition header status is automatically set to Canceled.
Affected budget distribution amounts are immediately adjusted to reflect canceled amounts.
Note: If a work order is already created for a requisition line, the line cannot be canceled.
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Services Requisition Closure
Use PeopleSoft Purchasing to close Services Procurement requisitions.
See "Understanding the Close Requisitions Process" (PeopleSoft FSCM 9.2: Purchasing).
Supplier Rate Breakdown and Resource Requisitions
When you create a service requisition, depending on the business unit settings, the requester may or
may not have the authority to enter a bill rate, which is the rate paid to the supplier. If they do have the
authority to enter a rate, the installation options setting for Pay Types Enabled and the role actions of the
requester will determine whether they enter only a total rate or the individual components of that rate.
When pay types are enabled, the suppliers enter as many as four types of pay rates when they bid on
the requisition line: the service provider pay rate, any additional incurred costs, and standard and thirdparty markup rates, if applicable. The sum of these rates is the bid rate. This functionality enables service
coordinators to track the rate breakdown and set limits on the supplier markup rates.
After you fill a service requisition with the negotiated bill rate, the system generates a work order that
shows the rate breakdown. You cannot edit the rates if the work order is linked to a requisition, although
you can enter new effective-dated rates after the work order is released.
Rate Sheet Breakdown for Rates and Expenses
You can define default rates and expenses for contingent labor on the rate sheet. The rate breakdown
structure on the rate sheet includes pay rate, supplier markup, third-party markup, fixed costs, and
expenses. The rate breakdown that you define prepopulates requisitions and work orders based on the
related region and service type. You can define minimum, maximum, and target levels on the rate sheet
for each of the rate elements, including expenses. Tolerance checking on the requisition validates pay
rate, total rate, and expenses at the beginning to help companies ensure compliance with negotiated or
standardized rates. In this way, services costs are closely monitored.
If a requester has access to view the rate breakdown information on the requisition, all rates will be visible
to that requester. The requester may also have the ability to edit the requisition rate, depending on the
business unit settings. However, if the requester has a role action to hide the rate breakdown information,
he will not be able to view rate breakdown information.
In addition to configuring the system to show or hide rates for a requester, you can also configure the
system to enable service coordinators to define the rate information for a requisition line or manual work
order before it is submitted for approval.
Post Approval Edits to Requisitions
If a requisition line is not yet sourced, you can change it. All fields are available for edit. Changes can
trigger another approval, depending on how the change tracking setup is defined. If so, the system sets
the requisition status back to Pending. The service coordinator or team cannot source the requisition until
it is successfully approved again unless the business unit allows pre-approval sourcing. In that situation,
you can source the requisition as soon as it is submitted for approval. The sourcing worklist entries
remain in the worklist throughout each approval process and are replaced by new worklist entries upon
approval. If the requisition is denied, then the original worklist entries remain until the requisition is either
resubmitted and approved or canceled.
See Tracking Requisition Changes.
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Requisition Extensions
Requesters can extend completed service requisition lines. If you need to extend a requisition, you must
go to the latest extension of the requisition to extend it further. When you extend from the requisition,
the system creates a new Requisition ID and line by transferring the requester to the Create Services
requisition page.
The system populates values from the original requisition to the new requisition line as a default. The
start date of the new requisition is equal to the end date of original requisition plus one day. The status of
the new requisition is pending approval. Once the requisition is approved, you can source the extended
requisition to the supplier for confirmation of availability and rates.
The new requisition references the Requisition ID and line number of the original requisition line.
The system also marks the original requisition as extended. You can edit the reference, request type,
department, time approver, end date, rate, and service coordinator/team of the new requisition. The
remaining fields are not editable.
Note: Currency conversion calculations are based on the date that the requisition was extended.
Note: If you extend a requisition, you cannot extend the associated work order directly. You must perform
subsequent extensions from the extended requisition. Likewise, if the work order related to a requisition
line has already been extended, then you cannot extend it further from the requisition.
Related Links
User Preferences Page
Bid Factor Setup Page
Understanding Supplier Scoring for PeopleSoft Services Procurement
Multicurrency Requisitions
If the purchasing business unit has multicurrency enabled for requisitions, the requester can change the
currency on the service requisition. Rate sheet validation can occur in either the requisition currency or
the base currency. After the requisition is approved and sourced, suppliers enter bids in the requisition
currency, but they can see amounts in their location currency, which can be different than the requisition
currency.
With multicurrency, you can:
•
Support global customers by enabling services procurement transaction processes to occur in multiple
currencies.
•
Enable rate sheet validation to occur in the requisition base currency or the transaction currency.
•
Enable users to create expense sheets in a currency different from the requisition currency.
•
Create invoices in the supplier location currency, even if it is different from the requisition currency.
If multicurrency requisitions are enabled, the requester's currency appears by default. The requester can
change this currency until the requisition is submitted for approval. Each requisition line that you add for
the same requisition header must use the same currency.
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If multicurrency requisitions are disabled, the purchasing business unit currency is used and cannot be
changed.
The system calculates the base currency equivalent for the requisition line. The currency conversion
exchange rate is based on the rate type that you define for the selected business unit. The rate type and
rate date for currency conversion is stored. The rate type that is defined in the PeopleSoft Purchasing
business unit definition is the default rate type. The effective rate date is the date when the requisition will
be submitted for approval.
Common Elements Used to Understand Requisitions
Average Filled Amount
The average of the individual estimated total amounts for which
each position was filled.
Average Filled Rate
The average of the individual rates agreed to for each person
filling a position for the requisition line.
Line Total
The total estimated cost for all positions on the line (position
cost × total positions).
Note: Any additional costs, such as shift pay or assignment pay,
are not included in the calculation of the line total.
Number of Filled Positions
The number of people already selected to fill positions for the
service. This field increments each time a position is filled
through bid management and decrements each time a related
work order is canceled.
Position
Individual instance of a resource-based service. The number of
positions for a service line determines the number of service
providers who will fill the requisition line.
Position Cost
The estimated cost for one individual to perform the specified
service for the duration indicated. This cost includes both the
service rate and expense rate for the duration.
Total Positions
The number of people needed for the service defined on a
requisition line.
Total Filled Amount
The sum of all filled amounts for each position filled.
Creating Requisition Lines for Resource-Based Services
This topic provides an overview of creating a services resource requisition line.
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Pages Used to Create Requisition Lines for Resource-Based Services
Page Name
Definition Name
Usage
Requisition Information Page
SPF_REQ_INFO_PG
Enter basic Service Requisition
information.
Service Requisitions from Resource
Management
Location Address Page
SPF_ADDRESS_LOC
View the location address.
Service Requisitions from Resource
Management
Currency Information Page
EXCH_RT_DTL_INQ
View the currency information and
exchange rate.
Service Requisitions from Resource
Management
Bid Factors by Requisition Line Page
SPF_BDFTR_REQ_PG
Adjust the weightings of each bid factor
to determine its level of importance.
Bid Factor List Items Page
SPF_BDFTR_LST
Enter bid factors where the bidder selects
from a list.
Bid Factors by Requisition Line Page
Suggest a Supplier Page
SPF_SUG_VENDOR
Enter supplier information for a new
supplier that is not in the system yet.
Requisition Checkout Page
PV_REQ_CHECKOUT
Save the requisition and submit for
approval.
Service Requisitions from Resource
Management
Line Comments Page
PV_REQ_COMMENTS_NW
Enter line comments.
Service Requisitions from Resource
Management
Understanding How to Create a Services Resource Requisition Line
This section discusses how to create a Services Resource requisition line. To complete the service
requisition process, follow these steps:
1. Access the Requisition page.
2. Select a Service method or Service type on the Requisition browse page (SP_REQ_BROWSE). After
selecting, the search results will display the available services that can be added to the Requisition.
3. On the Requisition Search Results page (PV_REQ_SRCH_RES), select a service and provide number
of positions next to the service. Click Add and the service is added to the Requisition and the Service
Requisition Information page opens.
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4. Access the Service Details on the Requisition Information page (SPF_REQ_INFO_PG). The service
type, service, and service coordinator appear by default from the service requester defaults. The
location appears by default from the requester setup ship-to location. The system displays the job title,
scope of work, competencies, education level, experience, telecommute, and travel required values by
default, based on attributes associated with the service.
5. As this is a resource-based requisition line, you must enter a rate and unit of measure for the service.
6. If expenses are allowed for the requisition line, then enter the expense rate and unit of measure or just
the expense amount.
7. Click the Scoring Criteria link on the Requisition Information page to access the Bid Factors by
Requisition Line page.
Use this page to adjust the weighting of each bid factor to determine its level of importance.
8. Service coordinator values appear by default from requester defaults.
9. After all data is defined, click the Checkout button at the top of the page to access the Checkout –
Review and Submit page.
Use this page to update the requisition name or to add comments.
10. Expand the requisition line to view or edit accounting lines.
Use this page to enter distribution information for the requisition.
11. Click the Save for Later button to save the requisition. Click the Preview Approvals link to preview
the approval routings. Alternatively, click the Save & Submit button to save the requisition and submit
it for approval.
Note: Click the Requisition Settings link to specify the Header, Line, Shipping, and Accounting default
values. You can also select the default option, which must apply in the Service requisition — Default or
Override page.
Related Links
Maintaining Service Setup
Creating Requisitions
This section discusses how to create requisitions with Services Procurement. The left-hand side
navigation panel of the Requisition page includes a section for Services Procurement. This section
includes Resource, Deliverable, and Multi Resource options.
On selecting the Services Procurement on the left navigation menu, the right-hand side of the page
displays a list of available services with a breakdown of three service methods mentioned. A list of
services appears for each service method. Users can click the service method to display the search results
using the service method as the search text. Clicking on the service also displays the search results, but
the service is used as the search text.
Requisitions Page
Use the Requisitions page (PV_ALL_RQST_OPTION) to create requisitions.
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Navigation
Services Procurement, Requisition
Image: Requisition page
This example illustrates the fields and controls on the Requisition page. You can find definitions for the
fields and controls later on this page.
Note: You can add additional services to a requisition by returning to the home page and using the left
navigation to locate and select the additional services.
Service Requisitions Using Favorites
Service requisitions can be a part of Favorites and are displayed in search results. For Service lines, the
system displays the following information: Service ID, Service Description, Service Type, and UOM.
Fields have appropriate Hide/Unhide features for Service lines.
Service Requisitions Using Templates
Service requisitions can be a part of Templates and are displayed in search results. For Service lines,
the system displays the following information: Service Description, Service ID, and Status. Fields have
appropriate Hide/Unhide features for Service lines.
Service Requisitions from Resource Management
PeopleSoft Services Procurement integrates with PeopleSoft Resource Management, enabling internal
services orders to become a valid external service purchasing request in Services Procurement. Service
orders that are created in Resource Management are sent to Services Procurement for fulfillment by
way of the Staffing Workbench from Resource Management. The user transfers directly to the Service
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Procurement requisition pages with populated data from the Resource Management system. In Services
Procurement the normal requisition process flow is followed, which includes additional updates to
Resources Management upon filling the requisition and submitting and releasing the work order. Also,
the work order process creates an assignment and establishes the candidate as a resource on the Resource
Management side.
Understanding Population of Competency Fields from Resource Management
PeopleSoft interface for Resource Management to Services Procurement populates competencies into
Services Procurement from Resource Management if the Service Order is from Resource Management.
Services Procurement receives all competencies along with their details such as proficiency and years of
experience. Once a service requisition is created in services procurement, the competencies for the SO
line are allowed to be modified, but they are not automatically synchronized to the RM Service Order.
The system displays a warning message indicating that a Service Order is associated to the Requisition.
Also, an email notification is sent to the user who creates the Service Order so that the Service Order can
be manually edited. You can create a new Service Order line and source a resource internally if required,
although a service requisition is created for the Service Order.
Transferring the number of resources required to Service Requisition
The number of unfulfilled positions or quantity of Service Order lines is transferred to the Positions field
on the service requisition in Services Procurement. You can decrease the Quantity value for a Service
Order in Resource Management, which is outsourced as a service requisition in sPro.
The system triggers a notification to the Requester or Service Coordinator to indicate the changes made to
the Service Order Start Date, End Date, and QTY fields. The Requester or Service Coordinator manually
makes this change in order to be in sync with the values in the Service Order. If the QTY value decreases
to 0, the service requisition is closed in sPro. At the same time, a user cannot increase the QTY value on a
Service Order in Resource Management after it comes to Services Procurement.
sPro uses Years of Experience defined in Resource Management. However, the setup used to define
Years of Experience is different in Resource Management and in sPro. While the value of the Years of
Experience field in sPro is governed by SetID, in Resource Management it is governed by the translate
value defined in the the YearsOfExp field. The values are defined in the setup level for sPro.
Use the RM to sPro Experience Map page to map the experiences in the Resource Management
experience table with the experience table in sPro. The mapping occurs between Resource Management
Experience fields and Years Experience field in sPro.
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Navigation
Services Procurement, Services Setup, Competency Setup, RM to Spro Experience Map
Image: RM to sPro Experience Map Page
RM to sPro Years of Experience mapping
Use the Requisition page (SPF_REQ_INFO_PG) to enter basic service requisition information.
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Navigation
Services Procurement, Requisition
Image: Requisition page (1 of 3)
This example illustrates the fields and controls on the Requisition page (1 of 3). You can find definitions
for the fields and controls later on this page.
Image: Requisition page (2 of 3)
This example illustrates the fields and controls on the Requisition page (2 of 3). You can find definitions
for the fields and controls later on this page.
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Image: Requisition page (3 of 3)
This example illustrates the fields and controls on the Requisition page (3 of 3). You can find definitions
for the fields and controls later on this page.
Note: If you defined the service attributes, the system populates many of the fields in the Service Details
section of the Requisition page automatically. If you defined a rate sheet for the service region currency
combination, the system automatically populates the rate with the default rate that you defined on the rate
sheet.
If you defined defaults on the Requester User Defaults page, many of the fields on the requisition appear
by default from that page.
Note: If the HCM integration option is selected on the Services Procurement installation options page,
you will see the HCM Fields section on the Requisition page.
See Understanding PeopleSoft Services Procurement and Human Capital Management Integration.
Service Information
Engagement Manager
The field is available for all service methods, and is included at
the child service level for Multi Resource services. The value
for the Engagement Manager will be the same as the Requester
upon initial creation for resource, deliverable, and parent multi
resource services. For multi resource child services, the value
will default from the parent service. This value cannot be edited
and will always be the same as the requester initially, but it will
be possible to edit the value further down the workflow in the
future.
Service Method
Review the service method for this requisition. If you defined
a default service method using the Requester Defaults page,
that method appears as a default value when you initially access
this page. You can also select an alternate value other than the
default value. Available values include:
Deliverable: Select to request services that are generally
performed by an entire work force, such as a requisition for
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an entire project, not just the hours worked by a single service
provider.
Multi Resource: Select to request services that support multiple
unique services and service providers. When you select this
value and enter a service type, the system displays the Multi
Services Information grid box when you enter a service type.
Resource: Select to request the services of an individual service
provider.
Service Type
Review the service type for this requisition, for example,
information technology, professional, or hardware engineering.
Initially, this value appears by default from the service requester
defaults, if they are defined. You can also select an alternate
value other than the default value. Available service types
depend on the service method that you select.
Service
Review the specific service or role that is to be performed, for
example, Java developer. You can only select services linked to
the service type specified. Initially, this value appears by default
from the service requester defaults, if they are defined. You can
also select an alternate value other than the default value. For
example, if you select Resource in the Service Method field, the
system provides only services types that are defined as resource
service types. The system also filters the content of the Service
field based on the service method.
Requesting Dept (requesting
department)
Select the requesting department.
Location
Select the location where the job is to be performed. Initially,
this value appears by default from the requester defaults.
Note: When PeopleSoft Human Capital Management (HCM)
integration is enabled, the values are based on the HCM
departments.
Note: The region for rate sheet selection is automatically
derived based on the location specified.
Job Title
Enter the internal classification of the position. This value
appears by default from the service attributes, if it is defined.
Request Type
Select an appropriate request type. Values are defined by the
Service Administrator.
Note: This field is not required.
Positions
298
Enter the number of service providers who will fill the
requisition line. However, if the service requisition comes
from Resource Management, the system populates values from
Resource Management. You can modify the value.
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Note: If you modify the value and save, a notification is sent
to the Request Manager to indicate the changes made. The
Request Manager has to manually update the Service Order to
synchronize with the service requisition.
Note: You can specify up to 999 positions for a requisition line.
Scope of Work
Enter the scope of the engagement in this free-form field. This
value appears by default from the comments field on the service
attributes.
Candidate Requirements
Requesters can use this section to enter desired candidate competencies that relate to the service
requisition. When candidate skills are deemed insufficient, a configurable rule is initiated to block, warn,
or take no action.
Once candidate competencies are defined, service coordinators can view the competencies before
sourcing the request to suppliers. This enables the service coordinator to source requisitions to the most
appropriate suppliers.
If a service order is created in Resource Management, the system populates Requisition Competencies
from Resource Management.
Competency
Select a competency to quantify and compare skills. Default
values are provided from the service attributes.
Proficiency
Select a proficiency for the competency. The rating model
associated to the competency determines the available values.
Experience
Select the years of experience required for the competency.
Action
Select an action for each competency Values include Block, No
Action, and Warn.
Block: The provider contact is not allowed to submit a candidate
if a candidate does not possess the required skill.
No Action: No action is taken if a candidate does not possess the
required skill.
Warn: A warning message appears to the provider contact and
the service coordinator if the candidate does not possess a
required skill.
The default is No Action if service requisition is from Resource
Management.
Note: The action will designate the appropriate message when a
requisition competency does not match a provider's competency.
Other Skills
Enter a brief description of any additional skills that a candidate
should possess to fill the position. If the Service Order has
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competencies that are not defined in sPro, they are passed to the
Other Skills field.
Education Level
Select the education level that a candidate must possess
to fill the position. This value appears by default from the
competencies defined in the service attributes.
Experience
Enter the number of years of experience that a candidate must
possess for the service. This value appears by default from the
competencies defined in the service attributes.
Telecommute
Select when the job allows candidates to work from home.
Travel Required
Select when the job requires a candidate to travel.
Travel Frequency
If travel is required, enter the percentage of time required for
travel.
Interview Required
Select this check box if a candidate interview is required. This
option appears by default from the service attributes. When you
select this option, you must record interview information prior
to offering the position.
Scoring Criteria
Click to access the Bid Factors by Requisition Line page, where
you can adjust the weighting of each bid factor to determine its
level of importance.
Note: Bid factor elements are used to evaluate candidate
submittals to determine which candidate is the best match for
the requisition. The total of the bid factor weightings must add
up to 100 before you can leave the page. If you do not visit this
page, the system evenly weights each of the bid factors to reach
a total of 100. The service coordinator can update the bid factor
weightings at sourcing time.
Duration Information
Start Date and End Date
Enter the dates on which the job begins and ends.
Note: A message appears to the user and a notification is sent
to indicate that the Requisition that was created from a Service
Order is modified.
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Calendar Duration
Displays the number of days between the start and end dates.
Estimated Service Days
A value appears by default after you enter the start and end
dates. This value is used for calculating the quantity based on
units of measure. The unit of measure that signifies a day is
defined in the installation parameters.
Utilization % (utilization percent)
Enter the percentage of time that the candidate will spend during
the engagement. For example, if the candidate typically works a
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half-day, then utilization is 50 percent. If the candidate typically
works 3 days per week, then utilization is 60 percent.
Overtime Permitted
Select this check box if overtime is permitted for this
requisition.
Note: This check box is for informational purposes only. Any
premiums paid for overtime will depend on the predefined time
reporting rules.
Rate Details
Rate
Enter the rate of pay that is associated with the service
requisition. Modifications to the rate amount are validated
against rate sheets that you define for the service and region.
The tolerance amount for the rate sheet is verified by using
base currency values that are stored at the requisition level. The
currency values are not validated if rate sheets are not defined
for the project role and region. If you enter a rate amount that is
out of tolerance with the rate sheet, then you receive either an
error or a warning message.
If you select SP Pay Types Enabledon the Services Procurement
Installation Options page and the requester does not have
the Hide Rate Breakdown role action, then rates are defined
separately for each component of the rate breakdown.
Allow Expenses
Select to allow the entry of expenses on requisitions and work
orders. The Allow Expenses setting is derived from the BSetup
and Service Type Setup pages. When you select to allow
expenses, you must enter an expense rate and amount. The
system provides an error message if the Allow Expenses check
box is selected but an expense-related rate and amount were not
entered.
Note: This check box is only available if SP Expenses Enabled
is selected on the Services Procurement Installation Options
page.
Although this setting appears by default from the Services
Procurement Business Unit page, you can override it here.
UOM (unit of measure)
Select the unit of measure associated with the labor rate entered.
Expense Rate
Enter the expense rate that is associated with the service
requisition. The system uses the duration to calculate an expense
amount using the expense rate and unit of measure. You must
enter a rate if the Allow Expenses check box is selected.
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Note: If you enter a value in the Expense Amount field, the
expense rate is refreshed based on the amount entered.
This field is not available when the Allow Expenses check box
is deselected.
UOM (unit of measure)
Select the unit of measure associated to the expense rate entered.
Labor Amount
Displays the total labor amount calculation, which is based the
rate, unit of measure, and service days specified.
Expense Amount
Enter the total expense amount for the requisition. The system
calculates the value using the expense rate and unit of measure,
but you can override the value.
Note: This field is not available when the Allow Expenses
check box is not selected.
Currency
Enter the currency that is associated with the rate.
Note: You can change the currency only on the first requisition
line and only if multicurrency requisitions are allowed. The
value from that line appears by default in all subsequent
requisition lines.
All new currency field values and the base and transaction
currency values that you create in a PeopleSoft Services
Procurement requisition are passed to the requisition records
that are created in the PeopleSoft eProcurement tables.
Position Cost
Displays the estimated cost for one individual to perform the
specified service for the duration indicated. This cost includes
both the service rate and expense rate for the duration.
Note: This field is available when the Override Position Cost
check box is selected.
Line Total
Displays the total for labor and expense for all positions for the
duration of the requisition.
See Maintain Rate Sheet Page.
Time and Expense Reporting Options
Time Reporting Option
Select an option that appears on the Requisition page.
Options include:
Actuals: Select to indicate that the service provider will report
actual time against each ChartField distribution line defined
on the work order. This option only applies to resource-based
requisitions and work orders.
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Default from Business Unit: Select to indicate that the default
reporting option defined for the business unit is used for the
requisition.
Percent Allocation: Select to indicate that the service provider or
service provider contact will report total time or progress against
the work order. This option also indicates that the distribution
percentage is used to automatically allocate time or progress
across the predefined ChartFields for accounting.
Expense Reporting Option
Select an option that appears on the Requisition page.
The value for this field is provided by default from the
associated business unit or service type.
Options include:
Actual Allocation: Select to indicate that the service provider
or service provider contact will report actual expense amounts
against each ChartField distribution line defined on the work
order.
Default from Business Unit: Select to indicate that the default
expense reporting option that is defined for the business unit is
used for allocating expense amounts.
Percent Allocation: Select to indicate that the service provider
or service provider contact will report total expenses or progress
on the work order. This option also indicates that the distribution
percent is used to automatically allocate expense or progress
across the predefined ChartFields for accounting.
Note: This field is only available when the Expenses Allowed
check box is selected on the Requisition page.
See Understanding Time Management in PeopleSoft Services Procurement.
See Maintaining Settlement Setup.
Accounting Distribution Information
Use this section to charge funds to the appropriate department or project.
Note: If you create a requisition with multiple positions, all positions share the same ChartField
distribution fields.
Distribution Type
Select Labor or Expense.
Merchandise Amt
Enter an amount for labor or expense distribution types.
Amount
Enter the amount that is to be charged to a particular ChartField
combination.
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Note: Changes to the labor percentage or total percentage
trigger an automatic recalculation of the distribution line
amount.
Labor Only Percent
Enter the labor percent allocation for the requisition line that is
charged to a ChartField combination.
Note: Changes to the total percentage or amount trigger
an automatic recalculation of the labor percentage for the
distribution line.
This column is available only when the distribution type is
Labor.
Expense Only Percent
Enter the expense percent allocation for requisition lines that are
charged to a ChartField combination.
Note: If the amount is changed, then the system automatically
recalculates the expense percent for the distribution line.
This column is available only when the distribution type is
Expense.
Total Percent
Displays the percent of the distribution lines if there is more
than one line. If there is one line, then this field equals 100.
Account
Enter the account that is to be charged to a particular ChartField
combination.
Budget Status
Displays whether the distribution has been budget checked
when commitment control is selected. Values for this field
include Not Chekd and Valid.
Budget Date
Displays the date used by commitment control to determine the
budget period to which this item cost belongs.
Pre-Encumbrance Balance
Displays the pre-encumbrance balance. Pre-encumbrance is
created in your budget records by the budget checking process
when you generate a requisition.
Pre-Encumbrance Balance will appear only when commitment
control is selected and if budget checking has been run at least
once for the requisition.
Note: The sum of the expense percentage for all expense lines must equal 100 percent to save the
requisition. Defaulting logic for the account ChartField value on expense distribution lines will remain
unchanged.
See "Understanding PeopleSoft ChartFields" (PeopleSoft FSCM 9.2: Application Fundamentals).
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Supplier Information
The preferred suppliers grid is hidden for users having a role defined for the SP_HIDE_SOURCING_PG
role action.
Services Supplier ID
Select the preferred service supplier to whom you want to
source the requisition, if known. This is an instruction for the
service coordinator, it will not be enforced by the system.
Source Type
Displays the source type. Values are Primary, Secondary, and
Tertiary.
Source only to Preferred Suppliers
Select to indicate that the service coordinator should source this
requisition only to the suppliers defined on the requisition.
Note: This check box is only available if the requester is
authorized to source to preferred suppliers on the service
requester defaults.
Suggest Supplier
Click to access the Suggest Supplier page, where you can
suggest a supplier who does not yet exist in the system.
Service Coordinator Information
Service Coordinator
Select this button to specify the service coordinator who will
source this requisition line to service suppliers.
Coordinator
Enter the name of the person who is responsible for filling the
requisition line. Initially, this value appears by default from the
service requester defaults, if they exist.
Note: This field is only available when you select the Service
Coordinator option.
Note: The service coordinator must have one of the roles
defined in the SP_SRVC_COORDINATOR role action.
Service Coordinator Team
Select this button to specify a service team that will source this
requisition line to service suppliers.
Note: When creating a requisition, the default service
coordinator or team is assigned in this order: first, the system
checks for a default team on the service requester; next, it
checks for a team by region and service type; last, the system
checks in the business unit.
Service Team
Enter the service team that is responsible for filling the
requisition request.
Note: This field is only available when you select the Service
Coordinator Team option.
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HCM Fields
This section displays the PeopleSoft Human Capital Management field names that you use when
PeopleSoft Services Procurement is set up to integrate with Human Capital Management.
Regulatory Region
Select a regulatory region. The regulatory region functionality
is for use in performing regulatory and regional edits. You use
the regulatory region for PeopleCode edits, set processing,
and to control what codes and values are available to users.
PeopleSoft Human Capital Management is delivered with
defined regulatory regions that correspond to regions within
countries, such as states or provinces, that impact the way your
company does business.
Company
Select a company.
Business Unit HR
Select the human resource business unit.
Job Location
Select a location code that indicates where the job is.
HCM Job Code
Select a job code. In HCM, jobs are identified by job codes. You
use job codes to maintain information about jobs independent
of the person or group performing that job. For example, salary
grades and standard hours are assigned to a job regardless of
who holds that job.
Establishment ID
Select an establishment defined in PeopleSoft Human Capital
Management. Establishments define distinct physical places of
business within a company. This option is only visible when the
regulatory region is USA or France.
HCM Administrator (PeopleSoft
Human Capital Management
administrator)
Select the administrator who oversees the PeopleSoft Human
Capital Management applications that integrate with PeopleSoft
Services Procurement.
Other Page Elements
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Add Another Service
Click to add another service requisition line.
Copy Current Service
Click to copy the current service requisition line. For multiresource service types, the system copies all the associated
multiple unique services along with the main top-line service.
Delete Current Service
Click to delete current service requisition line. For multiresource service types, the system deletes all the associated
multiple unique services along with the main top-line service.
Checkout
Click to access the Checkout – Review and Submit page, where
you can submit the requisition for approval.
Cancel Changes
Click to cancel the current requisition line.
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Bid Factors by Requisition Line Page
Use the Bid Factors by Requisition Line page (SPF_BDFTR_REQ_PG) to adjust the weighting of each
bid factor to determine its level of importance.
Navigation
Click the Scoring Criteria link on the Service Requisition Information page.
Image: Bid Factors by Requisition Line page
This example illustrates the fields and controls on the Bid Factors by Requisition Line page. You can find
definitions for the fields and controls later on this page.
For resource-based requisitions, the system automatically selects every bid factor with a resource service
type bid factor selected on the Bid Factor Mapping page.
Bid Factor Code
Displays PeopleSoft Services Procurement bid factor codes that
appear by default from the Bid Factors page.
Note: You can add improvised bid factors or modify existing
bid factors while you create the requisition. Improvised bid
factors are not predefined for PeopleSoft Services Procurement.
Best and Worst
Enter the best and worst possible responses that a candidate can
provide in response to a particular question.
Ideal Yes/No
Select the ideal response that a candidate can provide for a
particular question. Values are Yes and No.
Weighting
Adjust the weighting of each bid factor to determine its level of
importance. For example, if the candidate start date is the most
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important qualification, then you might weigh that bid factor
more heavily than the others.
Note: The total of all bid factor weightings must equal 1.
Click the Question button to view the bid factor question that is
associated with the bid factor code. For example, if a bid factor
code is experience, then the bid factor question associated with
the code might be: "How many relevant years of experience
does the candidate have?"
Related Links
Bid Factor Setup Page
Suggest a Supplier Page
Use the Suggest a Supplier page (SPF_SUG_VENDOR) to enter supplier information for a new supplier
that is not in the system yet.
Navigation
Click the Suggest Supplier link on the Service Requisition Information page.
Supplier Name
Enter the name of the preferred supplier.
Contract
Select to indicate that the supplier has signed the service
agreement.
Notify by email
Select to send an email notification to the administrator that
includes the suggested supplier details. The administrator can
elect to add the supplier to the enterprise network.
Creating Requisition Lines for Deliverables-Based Services
This topic provides an overview of deliverables-based expense capture in Service Requisitions.
Pages Used to Create Requisition Lines for Deliverables-Based Services
308
Page Name
Definition Name
Usage
Requisition Page
SPF_REQ_INFO_PG
Enter basic service requisition
information.
Bid Factors by Requisition Line Page
SPF_BDFTR_REQ_PG
Adjust the weightings of each bid factor
to determine its level of importance.
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Page Name
Definition Name
Usage
Currency Information Page
EXCH_RT_DTL_INQ
View the currency information and
exchange rate.
Requisition Page
Suggest a Supplier Page
SPF_SUG_VENDOR
Enter supplier information for a new
supplier that is not yet in the system.
Requisition Page
Understanding Deliverables-Based Expense Capture
To support resource tracking for deliverables-based engagements, the Track Resource option is available
in the service type definition. This option initiates the process of identifying the resources for the
engagement.
Requisition Page
Use the Requisition page (SPF_REQ_INFO_PG) to enter basic service requisition information.
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Navigation
Services Procurement > Requisitions
Image: Service Requisition Page (1 of 2)
This example illustrates the fields and controls on the Service Details page. You can find definitions for
the fields and controls later on this page.
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Image: Service Requisition Page (2 of 2)
This example illustrates the fields and controls on the Service Requisition Page (2 of 2). You can find
definitions for the fields and controls later on this page.
1. Verify the job title, scope of work, and other skills, which appear by default based on attributes
associated with the service.
2. Verify the value of the Progress Reporting Option that is defaulted from Service Types. You can
override this value. If you modify the values for Service method or for a Service Type, the Progress
Reporting Option value will revert to the default value.
3. Enter a price for the entire deliverable rather than an hourly rate, because this is a deliverables-based
requisition.
4. Verify the service coordinator, which appears by default from the service requester defaults.
5. Select whether you want to track resources for the deliverables-based requisitions.
The system provides the settlement options as a default from the service.
Related Links
Understanding Services Projects
Maintaining Service Setup
Bid Factors by Requisition Line Page
Use the Bid Factors by Requisition Line page (SPF_BDFTR_REQ_PG) to adjust the weightings of each
bid factor to determine its level of importance.
Navigation
Click the Scoring Criteria link on the Service Requisition Information page.
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For deliverables-based requisitions, the system provides bid factors by default from the Bid Factors by
Service, Bid Factors By Activity, Bid Factors by Item Category, or Deliverable Service type check box
on the Bid Factor Mapping page. The system eliminates duplicates.
Bid factors enable suppliers to indicate how much they charge for individual price components of the
total project amount. You can include lines for each service that you are sourcing. The suppliers answer
all the bid factor lines and questions associated with each bid factor code when bidding on the services
requisition.
Bid factor weightings must equal 100. If you do not ensure that the bid factors equal 100, the system
weighs each bid factor equally. When the service coordinator sources the requisition, he can update the
bid factor weightings on the Manage Sourcing page.
Related Links
Sourcing Requisitions
Bid Factors and Requisitions
Bid Factor Setup Page
Creating Requisition Lines for Multi-Resource Services
This topic discusses how to creating requisition lines for multi-resource services.
•
Create multi-resource service requisitions.
•
Add services to multi-resource requisition lines.
•
Add default multi-resource services for requisitions.
Pages Used to Create Requisition Lines for Multi-Resource Services
Page Name
Definition Name
Usage
Requisition Page
SPF_REQ_INFO_PG
Create multi-resource service
requisitions.
Default Service Page
SP_DEF_MULTI_SERV
Add default multi-resource services.
Cap Amount Information Page
SPF_REQ_SERV_PG
Add services to multi-resource
requisition lines.
Requisition Page
Requisition Page
Use the Requisition page (SPF_REQ_INFO_PG) to create multi-resource service requisitions.
Navigation
Services Procurement, Requisition
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This page is similar to the both the resource-based and deliverables-based requisition pages described
previously in this set of topics. When you select to create a multi-resource service, the Multi Services
Information grid and additional buttons become available.
Using this page, you can establish overall requisition line information for the multi-resource service. The
amount specified here becomes the overall not to exceed total for the combined associated individual
services. In addition, many values specified at the top level, such as location and dates, will default down
to the associated individual services when they are created.
Individual Service Information Page
Access the Individual Service Information page (click the New Services link on the Requisition page).
This page displays service information associated to the multi-resource service line. The page is similar
to the Requisition page, except that it provides parent service information about the related multi-resource
service requisition line.
As part of adding services to multi-resource lines, the system:
•
Calculates the VMS rate based on the VMS supplier defined at the top level, when applicable.
If the VMS rate is not available for the lower-level service, the system uses the top-level VMS rate.
•
Verifies that the start and end dates of the service do not go beyond the start and end dates defined in
the top line.
•
Does not enable the Expense, Expense Rate, Expense UOM, and Expense Amount fields if the top
line does not have an expense amount.
Add Another Service
Click to open a new service details page, where you can define
the details of another service.
Copy Current Service
Click to copy the current service as a new service details page.
Delete Current Service
Click to remove the current service from the multi-resource
requisition line. The system prompts you to verify that you want
to delete the service.
Previous Service
Click to access the previous service associated to the multiresource requisition line. Using the link, you can view or edit
all the services associated with the multi-resource requisition
line without returning to the Requisition page. This link is not
available until after you click the Next Service link.
Next Service
Click to access the next service associated with the multiresource requisition line. Using the link, you can view or edit all
the services associated with the multi-resource requisition line
without returning to the Requisition page.
Continue
Click to save the service data you entered. The system validates
the data using the same criteria it uses for resource-based
requisitions. It displays messages for data that is not valid. After
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validation, the system copies the data to the Multi Resource
Information grid on the Requisition page.
Cancel Changes
Click to roll back all the changes and to reload the original
information from the service.
Default Service Page
Use the Default Services page (SP_DEF_MULTI_SERV) to add default multi-resource services.
Navigation
Click the Add Default Service button on the Requisition page. The link is located in the Multi Services
Information grid, which appears when you create multi-resource requisitions.
Use this page to view basic requisition information that has been defined for default services. The page
header provides business unit and requisition information. After selecting the service that you want to
include, click the OK button and the system loads the services into the Multi Resource Information grid
on the Requisition page. Click the Cancel button to cancel adding a default service.
Select
Click to include this service in the requisition line.
Service Type
Displays the ID of a grouping of services. Only service types
associated to theResource Service Method are included.
Service
Displays a specific service.
When you select a service for use with multi-resource services
and multiple services are defined for the service, the system
displays the Use Default Service button so that you can select
individual services from the service or select to include all
services on the requisition.
Positions
Displays the number of positions for this service. The default
value is 1, but you can override this value.
Select/Deselect All
Click to select all services that appear on this page. The default
value for the check box is deselected.
Individual Services Information
Use this grid to view and maintain individual service information. The grid is available when you select to
use a multi-resource service method and then select a service type. The grid initially appears empty. You
populate the grid by adding default services with the button or selecting to add individual services one by
one. . You can select from the list of services within a service type.
When you add default services, the services provided by the system are based on the setup of services and
service type for multi-resource services.
Service Type
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Displays the service type after you add or select a service for
this requisition.
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Service
Displays the service after you add or select a service.
Job Title
Click to access the service details where you can update service
information.
Positions
Displays the number of positions that you want to include in
this requisition. You can change this information by clicking the
service link.
Location
Displays the business unit location used for this service.
Start Date andEnd Date
Displays the start and end dates for the service. These dates
must be within the date range of the related multi-resource
service.
Duration
Displays the length of time for this service. The value is in
days. The system calculates the default value for this field by
calculation work days within the date range, based on a 5 day
work week. You can edit the number of days to indicate a longer
or shorter work week as long as the days do not exceed the total
number of days within the range.
Rate
Displays the rate at which this service is paid.
UOM (unit of measure)
Displays the unit of measure in which the rate appears.
Add New Service
Click to add a service. The system displays resources-based
service information, and you can update the page with the new
service information.
See Cross Ref to new section
Reviewing, Editing, and Submitting Requisitions
This topic discusses how to review, edit, and submit requisitions.
Pages Used to Review and Submit Requisitions
Page Name
Definition Name
Usage
Checking out Review and Submit
Requisitions
PV_REQ_CHECKOUT
View information about items and
services based on type of lines included.
Side by Side Comparison for Services
Page
SP_REQ_COMP_SEC
View key attributes side by side for
comparison
Recently Ordered Page
PV_REQ_RECENT_ORD
View the recently ordered services
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Page Name
Definition Name
Usage
Confirmation
PV_REQ_WF_PREVIEW
View requisition details before
submitting the requisition. You can also
select to submit or edit the requisition or
check the budget using the confirmation
page.
Checking out Review and Submit Requisitions
The Checkout page contains a combination of items and services. The system displays the appropriate
information for each with the column headings varying according to the type of lines included.
Deliverable and Multi resource lines show amount information and Resource lines additionally shows rate
and position information.
By clicking the service description, you can navigate to the service line. A line details icon is displayed
for sPro lines on the Review and Submit page, which navigates to the Job Summary page.
In addition, the system displays a percentage breakdown on the checkout page for sPro distribution lines.
Checkout Review and Submit Page
Use the Checkout Review and Submit page (PV_REQ_CHECKOUT ) to view information about items
and services based on type of lines included.
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Navigation
Services Procurement, Requisitions, Add a Service Line . On the sPro page click the Checkout button to
navigate to the Checkout page
Image: Checkout Review and Submit page
This example illustrates the fields and controls on the Checkout Review and Submit page.
Image: Checkout Review and Submit page 2 of 2
This example illustrates the fields and controls on the Checkout Review and Submit page 2 of 2.
For multi-resource requisition lines, this page displays only the top-level service request. Click the service
Description link in the Requisition Lines grid to access requisition details and to view and update the
associated services. If the requisition is going through the re-approval process, you can launch the process
from this page.
Requester
Enter the requester of the service requisition.
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Note: You are only allowed to edit the requester if you are
authorized to request on behalf of other users on the Requester
Procurement User Preferences page.
Requisition Name
Enter the requisition name.
Priority
Select the priority of the service requisition. The default is
medium priority.
Expiration Date
Displays the expiration date for the credit card. This field is
available when you select a credit card number. You cannot
change the expiration date.
Use Procurement Card
Select to indicate that you want to use a procurement card
for this requisition. This check box is selected when you
enter a credit card. If you deselect it, the system removes
the credit card information from the requisition. When you
select this check box, the system automatically selects the Use
Procurement check box at the line level. You can also select to
use a procurement card at only the requisition line level.
Requisition Lines
If you access a requisition line, the system only permits one service line per requisition; therefore, you
cannot delete the line.
Line
Select Source Details
318
Displays the line number assigned by the system.
Click to view sourcing details for this requisition line.
Description
Click the link in the Description column to edit the service
requisition.
Positions
Displays the number of positions for a resource-based or multiresource requisition line. If the requisition line is a multiresource service, then the system calculates the field value as the
sum of all the number of positions for the services associated
with the multi-resource service line.
Inc. Exp (include expenses)
Displays the expenses for the requisition line when you select to
include expenses.
Modify Line/Accounting
Click the Modify Line/Accounting button to update the
distribution information for multiple lines.
Add/Edit Comments
Add comments for the service requisition line. Comments
appear to the supplier if the Send to Supplier check box is
selected.
Add to Favorites
Click to add the selected line as a favorite that you can select
when creating future service requisitions.
Add to Template(s)
For a PeopleSoft Services Procurement, you can select this
check box to add the service requisition line as a template
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item by selecting from the existing templates or creating new
templates. For PeopleSoft eProcurement you can use this check
box to add the item as a catalog item in the template.
Accounting Lines
Dist Type (distribution type)
Displays the distribution type selected for the requisition line.
Valid values are Labor or Expense.
Comparing Services
You can select multiple services from the search results and view key attributes side by side for
comparison. From Search Results page, select two or more lines, and then click the Compare button at the
top of the page.
Side by Side Comparison for Services Page
Navigation
Use the Side by Side Comparison for Services page (SP_REQ_COMP_SEC )to compare services.
(Services Procurement, Requisition, Services search result, click Compare button)
Image: Side by Side Comparison for Services page
This example illustrates the fields and controls on the Side by Side Comparison for Services page.
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Recently Ordered Services
You can view a list of recently ordered services. The Recently Ordered page displays both goods and
services using the same format as other search results. Goods and services are displayed separate grids.
Recently Ordered Page
Navigation
Use the Recently Ordered page (PV_REQ_RECENT_ORD) to view the recently ordered requisitions
(From left navigation, select Recently Ordered)
Image: Recently Ordered Page
This example illustrates the fields and controls on the Recently Ordered page.
Managing Service Requisitions
This topic discusses how to manage service requisitions.
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Pages Used to Manage Service Requisitions
Page Name
Definition Name
Usage
Manage Requisitions Page
PV_REQ_STATUS
Manage requisitions that are entered by
the service coordinator or requester. You
can review existing service requisitions,
edit them, view their statuses, cancel
them, or access related sourcing and
work order information.
Requisition Details Page
SPF_REQ_STATUS_PG
View services requisition details.
Requisition Line Job Summary Page
SPF_REQ_SUMMARY_PG
View the requisition line summary.
Requisition Details Page
Requisition Line Position Details Page
SPF_REQ_LN_FILL
View individual position information
for resource and multi-resource service
requisition lines. Access the Filled
Service Details page.
Requisition Details Page
Filled Service Details Page
SPF_REQ_SERV_FILL
View filled services for a requisition line.
Requisition History Page
SPF_REQ_HISTORY
Review the history of your requisition
request, including the service coordinator
or team that was assigned to the
requisition at the time this history was
recorded.
Requisition Details Page
Change Request List Page
PV_CHNG_RQST_LIST
Inquire about change requests.
Manage Requisitions Page
Requisition to PO Xref Page
RUN_POY100
(requisition to purchase order crossreference)
Requisition Schedule and Distribution
Page
Run the Requisition to PO CrossReference report.
Manage Requisitions Page
PV_REQ_APP_DTL_GRD
View the requisition schedule and
description.
Requisition Details Page
"VAT Details For Distribution Page"
(PeopleSoft FSCM 9.2: eProcurement)
REQ_INQ_DIST_VAT
View value-added tax (VAT) calculations
and information for the selected schedule
or distribution.
You only have access to VAT
information if the PeopleSoft Purchasing
business unit has enabled VAT on
requisitions and VAT is applicable for the
requisition.
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Page Name
Definition Name
Usage
Requisition Service Details Page
SPF_REQSUM_SERV_PG
View requisition service details.
"VAT Details For Distribution Page"
(PeopleSoft FSCM 9.2: eProcurement)
Requisition Life Cycle Page
PV_REQ_CYCLE_PAGE
View the location of a requisition in the
requisition life cycle.
Requisition Details Page
Close Requisitions Page
RUN_REQRECON
Close all qualified requisitions using
the Run Close Requisitions process and
generate the Requisition Reconciliation
report.
Requisition Details Page
Use the Requisition Details page (SPF_REQ_STATUS_PG) to view services requisition details.
Navigation
Expand the collapsible grid section for the requisition request and then click the Requisition button on the
Manage Requisitions page.
Image: Requisition Details page
This example illustrates the fields and controls on the Requisition Details page. You can find definitions
for the fields and controls later on this page.
The Requisition Details page provides basic information about the requisition, along with line and
distribution information. It also provides contract and purchase order information when the requisition has
been processed into a purchase order or contract.
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Note: This page displays the pre-encumbrance balance for the requisition. When you use commitment
control, the system deducts each type of financial obligation from the budget and tracks it according to
obligation type. This functionality enables you to determine the monies that you have committed in preencumbrances.
Line Item Description
Status
Click to access the Requisition History page, where you can
view the history of the requisition line details.
Positions
Displays individual instances of a resource-based service. The
number of positions for a service line determines the number of
service providers who will fill the requisition line. View the total
number of positions available for the service request.
Filled Positions
Displays the number of positions that are already filled for the
service request, including multi-resource services. When you
click the link, the system accesses the Filled Services Detail
page with services associated to the multi-resource requisition
line.
Requisition Life Cycle
Click to view the location of a requisition in the requisition life
cycle.
Requisition Schedule and
Distribution
Click to view the requisition schedule and description.
Click to access the Work Order page, where you can view
information about the linked work order.
Note: This button only appears if you have a work order linked
to the requisition line.
Related Links
Understanding Services Work Orders
Understanding PeopleSoft Services Procurement Workflow
Sourcing Requisitions
Filled Service Details Page
Use the Filled Service Details page (SPF_REQ_SERV_FILL) to view filled services for a requisition line.
Navigation
•
Click the Number of Filled Positions button on the Requisition Details page.
•
Click the Number of Filled Positions link on the Job Summary page.
This page displays the filled services associated to the multi-resource requisition line. The top section of
the page displays the multi-resource top-line information. If the position is a single position service, then
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the page displays the name of the service provider. If the position is a multi-resource service position, then
the system provides a link to the Requisition Line Position Detail page.
Service Type
Displays the service type of the filled requisition line.
Service
Displays the service of the filled requisition line.
Qty (quantity)
Displays the number of positions filled for the requisition line.
Multi-resource services can have multiple services with multiple
positions. In this case the quantity will reflect the sum of the
position quantities for all of the services.
Service Provider
Displays the name of the service provider when the requisition
line has only one position. If the requisition line has multiple
positions, then a link appears in the field. Click the link to
access the Requisition Line Position Detail page, which displays
the service providers assigned to this service.
Manage Requisitions
Click to return to the Manage Requisitions page.
Manage Requisitions Page
Use the Manage Requisitions page (PV_REQ_STATUS) to manage requisitions that are entered by the
service coordinator or requester.
You can review existing service requisitions, edit them, view their statuses, cancel them, or access related
sourcing and work order information.
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Navigation
Services Procurement, Manage Requisitions
Image: Requisition Details for page
This example illustrates the fields and controls on the Requisition Details for page. You can find
definitions for the fields and controls later on this page.
You can cancel requisitions on the Requisition Details page, which you access from the Manage
Requisitions page. In addition, you can cancel individual requisition lines from either the Manage
Requisitions page or the Requisition Details page.
To access the Requisition Details page and cancel a requisition, select the Cancel option from the Select
Option list of values on the Manage Requisitions page and then click the Go button.
After you click the Go button on the Manage Requisition page, the system accesses the Requisition
Details page, where you can cancel the entire requisition if you have both PeopleSoft eProcurement and
Services Procurement installed or a selection of lines if you have only Services Procurement installed.
You can also cancel individual requisition lines one at a time directly from the Manage Requisitions page
by opening the line details for the requisition and selecting the Cancel button on the individual line.
If you cancel a requisition from the Requisition Details page, select the Cancel Requisition button. To
cancel selected lines, select the check box to the left of each requisition line to be cancelled and click the
Cancel Selected Lines button.
Note: When you cancel the requisition or requisition line, the system displays a Cancel Requisition
Confirmation page, where you can enter a reason code and comments before confirming the cancellation
transaction. The reason code functionality is available if the business unit is defined with optional or
mandatory reason codes for requisition cancellation.
Note: When you cancel a requisition line, all affected parties are notified. The system also removes the
cancelled requisition line entry from any affected worklists.
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Close Requisitions Page
Use the Close Requisitions page (Services Procurement, Reconciliations, Close Requisitions).
Use this page to close all qualified services requisitions and to run the Requisitions Reconciliation Report.
See "Understanding the Close Purchase Orders Process" (PeopleSoft FSCM 9.2: Purchasing).
See PeopleSoft Services Procurement Reports: General Description
Approving and Denying Requisitions
This topic discusses how to use the requisition approval process.
Pages Used for Approving Requisitions
Page Name
Definition Name
Usage
Monitor Approvals Page
EOAW_ADM_MON_SRC
Manage Approval Framework approvals.
You can also use the Worklist to access
requisitions awaiting you approval.
Requisition Approval Page
PV_REQ_APPROVAL
Approve, deny, or hold a requisition
during the workflow approval process.
Requisition Approval confirmation Page
PV_REQ_APPR_CONFRM
Confirm or deny the approval of a
requisition or requisition line.
Monitor Approvals Page
Item Description
PV_NEW_ITM_DESCR
View the requisition line item
description.
Comments
PV_REQ_APPLN_WK_COMMENTS
View requisition comments.
See the product documentation for PeopleTools: Workflow Technology
Related Links
Setting Up Requisition Workflow
Monitor Approvals Page
Use the Monitor Approvals page (EOAW_ADM_MON_SRC) to manage Approval Framework
approvals.
Navigation
Services Procurement, Manage Approvals
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In addition to using the Worklist to locate and approve requisitions, you can use this page to search for
requisitions, review additional requisition information, and select requisitions for approval processing.
Search criteria includes searching for requisitions based on their status. Status field values include:
•
Approved
•
Complete
•
Denied
•
Hard Deny
•
Initial
•
Not active
•
Pending
•
Pending Denial
•
Suspended/Pending Denial
•
Terminated
After retrieving search results, you can click the requisition link to access the Requisition Approval page
where you can process the approval.
Requisition Approval Page
Use the Requisition Approval page (PV_REQ_APPROVAL) to approve, deny, or hold a requisition
during the workflow approval process.
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Navigation
Home, Worklist. Select the requisition ID that needs approval.
Image: Requisition Approval page (1 of 2)
This example illustrates the fields and controls on the Requisition Approval page (1 of 2). You can find
definitions for the fields and controls later on this page.
Use the Requisition Approval page to approve, deny, or push back a requisition during the workflow
approval process. You can also add approvers and reviewers to the workflow routing. If you are a
reviewer, this page is display-only. You can also access the page using the eProcurement Manage
Approvals component.
Available actions change depending on the authorizations for each user accessing the Requisition
Approval page. For example, an approver, might not have the authorization to edit the document, so the
Edit Document button does not appear and the approver can only enter comments as part of an approval
or denial.
Note: You must have a workflow role that is assigned for requisition approval or else you must be the
requester who entered the requisition.
Click the Edit Requisition link to access the Maintain Requisitions - Requisition page. You can make
updates to the requisition before approving it.
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Line Information
This section displays information about requisition lines.
View Line Details
Click to view all lines associated with the requisition. The
system creates a scrollable report with the requisition details.
Approve
Click to approve the requisition and access the Requisition
Approval confirmation page. Using the page you can view any
additional approvals. The approval is immediate when you click
the Approve button.
Deny
Click to deny this requisition. A worklist entry is sent to the
original requester with any comments that you enter.
Note: When you click this button, you access the Requisition
Approval confirmation page, where you can enter a reason code
and comments for the denied requisition or requisition line.
Review/Edit Approvers
Use this section of the Requisition Approval page to review aspects of the approval flow, such as who has
approved the requisition or who the requisition goes to after your approval. The grid displays all approval
steps for the paths that are defined in the approval stage. Each stage is identified by a heading within the
grid. The first stage must be approved before the next stage begins the approval process. When a stage
begins the approval process, the system updates the approval status in the heading and sets the next stage
or stages to the Awaiting Further Approvals status.
Click to enter another approver or reviewer for this requisition.
New approvers are added after the approval. The system adds
the requisition to the new approver's worklist, and the approver
must approve the requisition before it can continue through the
approval process. You can add any combination of approvers
and reviewers to the requisition by clicking the Insert Approver
button.
Note: Another, identical button in this section is used for
another function. Click the Start New Path button to start a new
approval path for the requisition approval process.
User ID
Enter the ID for the user that you add as an approver or reviewer
of this requisition.
Note: If you click the Start New Path button, this field is used to
add a new approver or reviewer to the new requisition approval
path.
Note: After a requisition is fully approved, it is removed from the reviewer's to do list whether or not
it has actually been reviewed. The requisition then appears in the Worklist belonging to the service
coordinator responsible for sourcing the requisition.
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Enter Approver Comments
Use this box to enter comments about the requisition. The system keeps the comments for others to
review. If comments are required when you deny an approval, the system highlights the box when
you click the Deny button without entering comments. You must enter a comment before denying the
requisition. After you enter comments, click the Deny button again to deny the approval of the requisition.
Related Links
Understanding Requisitions
Tracking Requisition Changes
This topic provides an overview of requisition change tracking.
Pages Used to Track Services Procurement Requisition Changes
Page Name
Definition Name
Usage
Change Template Page
CHNG_ORD_TEMPLATE
Define requisition change templates.
Reason Codes Page
SPB_REASONCD_BU
Define reason codes.
Procurement Change Reason Codes Page BUS_OPT_PM_REASON
Define Business Unit specific options for
Services Procurement, including reason
code usage for change tracking
"Procurement Change Reason Codes
Page" (PeopleSoft FSCM 9.2:
Purchasing)
Edit Requisition Page
PV_REQ_FORM
Change requisitions.
Confirmation Page
SP_REASONCD_DTL
Enter a reason code and comment for
making requisition changes that are
being tracked.
View Requisition Change Tracking
History Page
PV_CHNG_TRK_HIST
View requisition change tracking history.
Understanding Requisition Change Tracking
You can change requisitions and track the history of those changes using the Change Request feature. The
feature enables you to determine the fields for which the system tracks changes. The PeopleSoft system
uses a common Change Request component for purchase orders, PeopleSoft Purchasing requisitions,
PeopleSoft eProcurement and Services Procurement requisitions, and contracts.
For Services Procurement change templates, the system loads the appropriate records so that you can
select to:
•
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Track individual fields for changes.
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•
Creating and Managing Services Procurement Requisitions
Reapprove requisitions when a specific field has changed.
PeopleSoft Services Procurement change tracking set up depends on other whether other PeopleSoft
applications are installed on the PeopleSoft system. .
For more information about records and fields available for tracking, see the PeopleSoft Source-to-Settle
Common Information documentation.
See "Understanding Change Template" (PeopleSoft 9.2: Source to Settle Common Information).
For more information about setting up change requests with PeopleSoft Services Procurement with
eProcurement, see the PeopleSoft eProcurement documentation .
See "Understanding Requisition Changes and Change Requests" (PeopleSoft FSCM 9.2: eProcurement).
Change Template Page
Use the Change Template page (CHNG_ORD_TEMPLATE) to define requisition change templates.
Navigation
Services Procurement, Define Services Procurement, General Setup, Change Template
You use the Change Template page to define fields against which you want to track changes. You can
define change templates for requisitions, purchase orders, and contracts. You can also define changes for
sourced requisition fields that were initiated from the PeopleSoft Services Procurement application. To
define a change template:
1. Select a change template type.
Change template types are the record collections from which you select fields to include in change
tracking. PeopleSoft provides predefined change template types for purchase orders, contracts, and
requisitions. As an example of template type contents, when you select a requisition template type, it
contains records for which you can track changes, such as requisition header, line, and schedule fields.
Template types can have multiple change templates associated with them.
2. Enter a change template ID.
You use change templates to create a set of fields that are eligible for change tracking based on the
records for the template type that you select. When this change template is selected to record changes
for PeopleSoft Services Procurement, the system track changes to the fields. Depending on product
installations, the change template is defined at the business unit level for Purchasing when PeopleSoft
eProcurement and Service Procurement are installed. The change template is defined on the Service
Procurement Definition page when Services Procurement only is installed.
3. Select a record.
When you select a value in the Record field, the system displays all the fields within that are available
for change tracking.
4. Use the Record Fields group box to define the fields for which you want to track changes.
5. After you save the record, you can select another record
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Copy Template
Chapter 14
Select an existing change template that you want to copy to
create a new template. The template type that you are creating
must match the template type from which you want to copy
information. When you select a value, the system replaces
existing record and field values with values from the copied
template. You can then make changes to the new template.
You can also copy a template into an existing template. The
system removes the existing data and replaces it with the copied
template.
Record
Select a record for which you want to define fields for change
tracking. If PeopleSoft Service Procurement only is installed,
both eProcurement and Services Procurement records are
available.
Note: If you select the REQ_COMMENTS record, the only
field available for change tracking is Status. The system tracks
deleted comments only and saves the comment key to the
corresponding change track table and inactivates the comment in
REQ_COMMENTS table.
Track Change
Select the check box that corresponds to the field for which
you want to track changes. You can go through each record and
select change tracking fields. After making your selections, click
the Save button to store the update.
Field ValueandDescription
Displays the field value and description. The fields that appear
in this field belong to the record that you selected in the Record
field.
Reapprove
Select to indicate that if the corresponding field is updated, then
the change will initiate a reapprove process for the requisition.
If any field in the change template is marked for reapproval
and changed in the pending or approved requisition, then the
requisition is resubmitted to the Approval Workflow Engine.
You cannot re-approve a requisition from the Manage Sourcing
page. For Services Procurement fields that are marked for
change tracking and re-approval on the change template, if the
field is modified by the service coordinator using the Review
and Sourcing component, then the system tracks the updated
field but does not resubmit the requisition for re-approval.
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Update PO (update purchase order)
This setting is not applicable for Services Procurement and is
not editable for Services Procurement records. If PeopleSoft
Services Procurement only is installed, this check box is not
available.
Label Type
Select a label type. The system uses the label type to determine
how this field appears on the Change Template page. Values
include:
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Custom: Indicates a field label that you specify. When you
select Custom, the Label Text field appears where you can enter
the custom label for the field. To save the custom label, the
Track Changes check box must be selected.
Page: Indicates that a field label is taken from another page.
When you select Page, the Page Name field becomes available
for entry. Enter the page object name from which you want to
take the field label.
Rec Long (record long): Indicates that a field label is taken from
the long version of record field text defined for the field.
Rec Short (record short): Indicates that a field label is taken
from the short version of the record field text that is defined for
the field.
Page Name
Select a page name from which to take a field label. This field
appears when you select Page in the Label Type field.
Label Text
Enter the text that you want to use for the field custom name
label.
Reason Codes Page
Use the Reason Codes page (SPB_REASONCD_BU) to define reason codes.
Navigation
Services Procurement, Define Services Procurement, General Setup, Business Unit Setup, Services
Procurement Defn
Select the Reason Code Setup tab.
This page contains a listing of reason codes that you can maintain for Services Procurement. You can also
use the page to define the reason code for procurement changes so that the code is available for selection
as a PeopleSoft Services Procurement change reason. Services Procurement uses the purchasing record
BU_OPT_PM_RSN to store the reason code setup for change tracking.
Use these steps to make reason codes available for use with Services Procurement:
1. Click the Change Reason Code link at the bottom of the Reason Code Setup page.
2. Select the SetID and click the Search button to access the Purchasing Options page.
3. Click theChange Reason Codeslink.
The Procurement Change Reason Codes page appears.
4. Select a reason code in the Default Reason Code field.
You can also make track change mandatory and require comments for changes using this page.
5. Click the OK button and then click Save on the Processing Options page.
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After you define the reason code, Service Procurement retrieves the tracking change reason code
setup from the Purchasing Processing Option component and displays it as display-only row of data in
the Reason Code Setup page. You cannot edit this reason code using this page. You must return to the
Purchasing page to make changes to the code
See "Procurement Change Reason Codes Page" (PeopleSoft FSCM 9.2: Purchasing).
Edit Requisition Page
Use the Edit Requisition page (PV_REQ_FORM) to change requisitions.
Navigation
Services Procurement, Manage Requisitions
Click Edit in the Select Action field.
You create requisition changes in PeopleSoft Services Procurement using the Edit Requisitions page.
Note: You cannot edit sourced requisitions using the Edit Requisition or Manage Requisitions page. If the
service coordinator edits the sourced requisition from the Manage Sourcing page, then the system tracks
the changes based on the change request template assigned to the business unit. However, the system
does not submit the requisition for reapproval for any changes made on the requisition from the Manage
Sourcing page even if the modified field is setup for reapproval on the change template.
After you complete the changes, click the Go to submit requisition button. When in use with PeopleSoft
eProcurement, Services Procurement passes the tracked change and reason code to eProcurement. When
fields are tracked, such as for line, competencies, or bid factors, then the change tracking and reason code
setting is set so that eProcurement can trigger the reason code logic when you click the Save and submit
button.
Note: If the Service Coordinator field is set for tracking, changes initiated from the Replace Coordinator
or Replace VMS Coordinator pages will also be tracked.
Note: When the Replace Service Coordinator utility is used to change the assigned service coordinator
for requisitions, the change tracking rules are followed. Thus, the change tracking template is checked to
determine whether the Service Coordinator field is being tracked, and if so a change tracking record is
created.
View Requisition Change Tracking History Page
Use the View Requisition Change Tracking History page (PV_CHNG_TRK_HIST) to view requisition
change tracking history.
Navigation
Services Procurement, Define Services Procurement, General Setup, Change Tracking History
The Requisition Change History feature provides an audit trail of changes that were made to a PeopleSoft
Services Procurement requisition. The history shows all the changes made to the service requisition
information sections including header changes, line changes, distribution changes, competencies, bid
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Creating and Managing Services Procurement Requisitions
factors, and preferred supplier changes. Informational messages on the page indicate when there have
been no changes to an information section.
You can search for requisitions to view based on business unit, requisition ID ranges, requesters, and
date range. After you enter the criteria and click the Search button, the system populates the page with
requisitions that match the criteria. Search results are returned by descending requisition ID. To view
changes for each information section, click the Expand section button.
Req ID (requisition ID) and
Requisition Name
Displays the requisition and its name. Click the Req ID link to
view the requisition.
Requester Name
Displays who created the requisition.
Modified By
Displays the user ID of the person who last updated the
requisition
Last Changed
Displays the date and time of the change.
Change Batch
Click to access the ePro Requisition Batch Changes page where
you can view the change order number and revision date for the
batch job.
Filter Criteria
Click to access the Change Tracking Filter Criteria page where
you can search for changes based on, for example, reason codes
or requisition line changed fields. These criteria are applied
against grid contents.
Click the Expand Section button to view requisition changes. The system displays a message that
indicates the records to which no change have been made. To view changes made to each record, click the
Expand Section button for each section.
The sections display basic information about the changes, such as the batch and line, change type, and the
change value. The reason code used for the change also appears.
Confirmation Page
Use the Confirmation page (SP_REASONCD_DTL) to enter a reason code and comment for making
requisition changes that are being tracked.
Navigation
Click the Go To Submit Requisition button on the Edit Requisition page.
You use this page to select a reason code for making the requisition change. You can define a default
value for the reason code using the Procurement Change Reason Codes page. The code can be used for
change request in the PeopleSoft Services Procurement business unit. In addition, the Description field for
the default reason code (entered on the Reason Codes page) is used as the default comment on the change
requests. To access the Procurement Change Reason Codes page, select Set Up Financials/Supply Chain,
Business Unit Related, Purchasing, Purchasing Options. Then click the Change Reason Code link at the
bottom of the page.
Reason Code
Select a code. You can use the default code or override it with
another code.
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Comments
Chapter 14
Enter a reason for the requisition change. If a default value for
the change has been defined, it appears. You can override the
value.
Change Tracking Filter Criteria Page
Click the Filter Criteria link on the View Requisition Change Tracking History page)
Use this page to reduce the number of search results in each grid for specific reason codes, batch order
changes and individual fields. After you populate the grids on the View Requisition Change Tracking
History page with the search results, you can, for example, use the filter criteria on this page to reduce the
number of requisition fields returned for the View Requisition Change Tracking History grids. You can
select a value in each field to include in the search results.
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Reason Code
Select a specific reason code for which you want to view
tracking history. If you make other change selections on this
page, they will be limited to those that were made using this
reason code.
Change Order Number
Select a specific change order number for which you want to
view tracking history. If you make other change selections on
this page, they will be limited to those that were made using this
change order number.
Requisition Header
Select a header field for which you want to view changes for a
requisition. The fields that are available for selection are those
fields that are eligible for use with tracked changes. Fields must
first be selected for change tracking using the change template.
Then, when changes have been made to the field for the selected
requisition, the field appears in the search results when you click
the Search button.
Requisition Line
Select a requisition line field for which you want to view
changes for a requisition. The fields that are available for
selection are those fields that are eligible for use with tracked
changes.
Requisition Schedule
Select a requisition schedule field for which you want to view
changes for a requisition. The fields that are available for
selection are those fields that are eligible for use with tracked
changes.
Search
Click to filter the search results to the criteria that you defined.
The system returns to the View Requisition Change Tracking
History page with the results of the search.
Clear
Click to remove all previous selections on this page.
Cancel
Click to return to the View Requisition Change Tracking History
page.
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Chapter 15
Managing PeopleSoft Services Procurement
Sourcing
Sourcing Requisitions
This topic provides overviews of services requisition sourcing rules and the requisition sourcing process.
Pages Used to Source Requisitions
Page Name
Definition Name
Usage
Manage Sourcing Page
SPF_SRC_MANAGE_PG
Access requisitions for sourcing.
Worklist Page
WORKLIST
View the worklist where you can locate
approved requisitions for sourcing
using the worklist filter sPro Approved
Requisition.
Sourcing Selection Page
SPF_SOURCE_SELECT
Sourcing requisitions.
Activities by Requisition Page
SPF_REQ_ACT
View activities defined for a requisition.
You can add activities only if Allow
add activities is enabled for the selected
service.
The Activities by Requisition link
appears only for deliverables-based
requisitions.
Bid Factor Weighting Page
SPF_BDFTR_WEIGHT
Adjust bid factor weightings for a
specific requisition.
Sourcing Rules by Requisition Line Page SPF_SRCRULES_REQ
Managing sourcing rules by requisition
line. If you have the proper permission,
you can change the sourcing preferences
for the requisition.
Define Requisition Rates Page
SPF_DEFN_REQ_RATES
Define requisition rate details.
Reassign Requisition Line Page
SPF_SRC_REASSIGN
Reassign a requisition line to a different
service coordinator.
Sourcing Review Page
SPF_SOURCE_REVIEW
Using the sourcing review.
Sourcing History Page
SPF_SOURCE_HISTORY
View sourcing history.
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Page Name
Definition Name
Usage
Requisition Life Cycle Page
PV_REQ_CYCLE_PAGE
View the requisition life cycle.
Manage Sourcing Page
Sourcing Selection Page
SPF_SOURCE_SELECT
Enter sourcing requirements.
Job Summary
SPF_REQ_SUMMARY_PG
View a summary of the requisition job
requirements.
Location Address
SPF_ADDRESS_LOC
View the location where the service will
be performed.
Sourcing History Page
SPF_SOURCE_HISTORY
Review sourcing history.
Supplier Scoring Results Page
SPB_SUP_SCR_RSLT
View supplier scoring results.
Sourcing Selection Page
Understanding Services Requisition Sourcing Rules
PeopleSoft Services Procurement sourcing rules enable the service coordinator to send approved
requisitions to suppliers who are best qualified to fill a requisition. When service requisitions are
submitted or approved, if the business unit settings are set appropriately, service coordinators can source
the requisitions using predefined sourcing rules.
Before you can source a requisition, the following conditions must be met:
•
The requisition must be approved.
Note: In most cases, the requisition must be approved prior to sourcing. However, if you've selected
the Allow Sourcing Prior to Approval option on the Services Procurement Business Unit page, you
can source a requisition request after it has been submitted for approval.
•
Suppliers must be defined for the business unit supplier network.
PeopleSoft Services Procurement sourcing rules enable you to define suppliers by different attributes to
streamline the sourcing process. Suppliers can be defined by region to ensure that you hire only service
providers who are located near you to minimize travel costs.
Suppliers who provide resource-based services can be defined by service type. This enables you to define
which suppliers provide the best candidates for a particular service type. To further refine the resourcebased supplier list, you can define suppliers by region and service type combination.
Suppliers who provide deliverables-based and multi resource services can be defined by service/
project role. This enables you to define which suppliers best fit a particular service. To further refine
the deliverables-based and multi resource supplier list, you can define suppliers by region and service
combination.
Using the Services Procurement business unit, you can determine which sourcing rule takes precedence,
the region or the service or service type. If you select region, the system looks first for suppliers who
match the region and service or service type, then for suppliers matching that region, then for suppliers
who match the service or service type, and lastly, for suppliers according to business unit.
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You can also use bid factor criteria to determine the top bid submittals for a particular requisition. You can
source requisitions to both internal and external suppliers.
PeopleSoft Services Procurement provides supplier metrics to help score, analyze, and compare suppliers
based on various aspects of the requisition life cycle. Use supplier scoring to determine the best suppliers
to satisfy requisition requirements.
Related Links
Understanding Supplier Scoring for PeopleSoft Services Procurement
Understanding Bid Factors
Understanding the Requisition Sourcing Process
Here is an overview of the procedure for sourcing a requisition:
1. Access the Manage Sourcing page.
Click the link for the requisition ID that you want to source.
2. Access the Sourcing Selection page.
If the business unit is set up for sourcing prior to approval, select pre-approval pending or approved
requisition lines to source to suppliers that are listed according to the sourcing rules. If the business
unit is not set up for sourcing prior to approval, select only approved requisition lines to source.
3. Access the Reassign Requisition page.
If the requisition line should be sourced by another service coordinator, you can reassign it to the
appropriate service coordinator. The system creates a worklist entry for the new service coordinator.
Note: You can access this page only if your system administrator gives you the proper permission to
reassign requisitions.
Note: You can only reassign a requisition before you source it to a supplier.
4. Click the Bid Factor Weighting link on the Sourcing Selection page to access the Bid Factor
Weighting page.
Use this page to adjust your bid factor weightings for a specific requisition.
5. Click the Rules by Requisition Lines link on the Sourcing Selection page to access the Sourcing Rules
by Requisition Lines page.
Use this page to change the sourcing preferences on the requisition.
Note: You can access this page only if your system administrator gives you the proper permission on
the Service Coordinator Defaults page. Changing information on the Sourcing Rules by Requisition
Lines page overrides all previously defined sourcing to preferred suppliers, and it also refreshes and
filters a new list of suppliers that meet the new sourcing preferences.
6. Click the Submit button at the bottom of the Sourcing Selection page to submit requisitions to the
selected list of suppliers.
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Note: The Submit button triggers a PeopleSoft Strategic Sourcing event. All bid factors are associated
with this event.
7. Access the Sourcing Review page, and review the list of suppliers to whom you have sourced the
requisition.
8. Access the Sourcing History page, and view the history for individual suppliers.
Manage Sourcing Page
Use the Manage Sourcing page (SPF_SRC_MANAGE_PG) to access requisitions for sourcing.
Navigation
Services Procurement, Review and Source
Image: Manage Sourcing page
This example illustrates the fields and controls on the Manage Sourcing page. You can find definitions for
the fields and controls later on this page.
The Manage Sourcing page is the central location for accessing and maintaining sourcing information for
requisitions and work orders. When you initially access the page, the system displays the requisitions that
belong to you. Select the Manage Work Order Sourcing tab to view and access work orders for sourcing.
You can enter search criteria to limit the search results.
To search for the requisitions associated with the team but either not yet assigned or assigned to another
team member, first select a valid service team, then select a service coordinator and click the Search
button. The Service Team and Service Coordinator fields are available only for service coordinators
assigned to a team. If you are on a team, all the teams for which you are a member appear in the Service
Team field list of values. If you aren't on a service team, you can access requisitions only where you are
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the service coordinator. If you select a requisition from another team member, you have the same access
and change privileges for the requisition as the other team member. If you act on a requisition, the system
updates the requisition to show you as the service coordinator. This indicates who last worked on the
requisition.
You can also source multi-resource transactions. The parent multi-resource service is sourced from
the requisition, with visibility of any related individual child services that have been associated to the
requisition. However, those individual services are not filled at this time. Only the parent multi-resource
service is sourced initially. The individual child services can be sourced with the work order sourcing
functionality after the parent multi-resource service has been filled and the related parent work order has
been created and approved.
Requisition Type
Select to view original or extended requisitions.
Requisition Status
View requisitions by status. Statuses include:
•
Approved
•
Canceled
•
Closed
•
Denied
•
Filled
•
On Hold
•
Open
•
Pending
•
Pre-Approval Pending
•
Pre-Approval Sourced
•
Sourced
Note: If you select the Pre-Approval Pending or Pre-Approval
Sourced value, the system returns requisition values that were
sourced but not yet approved.
These options are available only when you select the PreApproval Parallel Sourcing option on the PeopleSoft Services
Procurement Business Unit page.
See Services Procurement Bus Unit Page.
Service Method
Select a method on which to base a search. Methods include:
Deliverable
Multi Resource
Resource
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Service Team
Select a specific team of service coordinators.
Last Worked on by
Select a user ID on which to base a search. This is the user who
was the last person to change the requisition.
From Date and Through Date
Define a date range on which to base a requisition search.
Requisition Details
This tab displays the results from the search criteria that you entered.
Click to access the Sourcing Review page.
Click to access the Sourcing Selection page.
Click to access the Requisition Life Cycle page.
Click to cancel the selected requisition line.
Note: When the service coordinator cancels a requisition line, a
confirmation page appears, and the service coordinator can enter
the reason code and related comments if the business unit is set
up to use reason codes.
Click to access the Define Requisition Rates page, where you
can define requisition rate details.
Additional Information
Select this tab to view additional information about the requisition, such as the service team, service
coordinator, and requisition type.
Worklist Page
Use the Worklist page to source using the worklist filter.
Navigation
Home, Worklist
Link
Click the link that corresponds to the requisition ID that
you want to source using the worklist filter sPro Approved
Requisition value. Click this link to access the Sourcing
Selection page, where you can source the requisition.
Note: When an extended requisition is approved, the service
coordinator receives a worklist entry with a column indicating
that the requisition is extended and approved.
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Sourcing Selection Page
Use the Sourcing Selection page (SPF_SOURCE_SELECT) to sourcing requisitions.
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Navigation
Click the Sourcing Select button on the Manage Sourcing page.
Image: Sourcing Selection page (1 of 2)
This example illustrates the fields and controls on the Sourcing Selection page (1 of 2). You can find
definitions for the fields and controls later on this page.
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Image: Sourcing Selection page (2 of 2)
This example illustrates the fields and controls on the Sourcing Selection page (2 of 2). You can find
definitions for the fields and controls later on this page.
Use this page to review and source the requisition request. When you click a service, you access the Job
Summary page for the service. Fields on the Sourcing Selection page vary based on the requisition service
method.
Note: The service coordinator can edit many of the requisition fields from this page prior to sourcing the
requisition to suppliers. After you update the fields , click the Save Requisition Changes button to save
the requisition changes.
Note: A service provider/coordinator cannot source a requisition to herself on the Sourcing Selection
page.
Note: If you have the Managed Service Provider Installation check box selected on the Installations
Options page, MSP rate information appears on the Sourcing Selection page.
Save Requisition Changes
Click to save the changes that you make to the requisition.
Bid Factor Weighting
Click to access the Bid Factor Weighting page, where you can
view bid factor information and attributes.
See Bid Factor Weighting Page .
Sourcing Rules by Requisition
Click to access the Sourcing Rules by Requisition Line page,
where you can update the rate preference, score, and minimum
and maximum values.
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See Sourcing Rules by Requisition Line Page .
Activities By Requisition
Click to access the Activities by Requisition page, where you
can view activities for a requisition line. You can also view
comments for the line.
See Activities by Requisition Page.
Reassign
Click to access the Reassign Requisition Line page, where you
can select another service provider for the requisition line. After
you reassign the requisition line, the system assigns the line
to the new service coordinator and removes it from your work
queue.
See Reassign Requisition Line Page.
Requisition
The Requisition group box provides basic information about the requisition. Click the Requisition ID
link to access the Requisition Line Job Summary page, where you can view and maintain requisition
information. You can also change the requisition start and end dates in this section.
Requisition Rate Details
This group box provides information about the requisition rate, including the requisition line total and
currency. You can also select the Display Amount to Supplier check box to make the information visible
to the supplier.
See Define Requisition Rates Page.
Service Information
This group box provides details about candidate requirements and multiple-resource information for
related individual services when you select to source a multi-resource service.
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Service Method
Indicates whether the requisition is a Multi Resource, Resource,
or Deliverable service method.
Service Type
Displays the service type after you add or select a service for
this requisition.
Service
Displays the service. Click the link to access the Job Summary
page for the service.
Qty (quantity)
Displays the number of positions that you want to include in
this requisition. You can change this information by clicking
the service link. The field is only available for resource services
where you are using a deliverable or multi-resource service.
Location Code
Displays the business unit location used for this service. Click
the location link to view the location address associated to the
location.
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Managing PeopleSoft Services Procurement Sourcing
Start Date andEnd Date
Displays the start and end date for the service.
Total Position
Displays the number of positions for this requisition.
Filled Position
Displays the number of positions that have been filled for this
requisition.
Utilization% (utilization percentage)
Displays the percentage of time that the candidate will spend
during the engagement. For example, if the candidate typically
works a half-day, the utilization is 50 percent. If the candidate
typically works 3 days per week, the utilization is 60 percent.
Interview Required
Indicates if an interview is required with the candidate to fill this
service.
Allow Expenses
Indicates if expenses are allowed for this service.
Overtime Permitted
Indicates if this service permits overtime.
Job Title
Displays the job title used to define the job.
Track Resource(s)
Indicates if the service provider resources are to be included on
a deliverables-based requisition.
Scope of Work
Displays the information entered to describe the job.
Other Skills
Displays any other skills that a candidate would need to perform
this service.
Duration
Displays the length of time for this service.
Rate
Displays the rate at which this service is paid.
Note: The Change Tracking feature setup determines whether changes to requisition data is allowed after
approval, and if so whether the changes are tracked.
Service Details
This grid provides information about multi-resource service requisitions. The grid is display-only.
Select Sourcing Suppliers: Supplier Information
You use the Select Sourcing Suppliers: Supplier Information tab to select the supplier to which you want
to source a requisition line. You can select an individual supplier or select all suppliers for sourcing the
requisition line. You can also select to source the requisition by source type (primary, secondary, tertiary,
or internal suppliers). You can select one source type to which to source the requisition line by selecting
the corresponding check box.
After you define the source type or manually select individual suppliers for sourcing, click the Submit
button to source the requisition line. After the system sources the requisition line, it updates the Sourcing
Status field to Sourced.
Supplier ID
Displays the supplier. To source this requisition line to the
supplier, select the check box and click the Submit button.
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Supplier Name
Displays the supplier name.
Source Type
Indicates whether the supplier is Internal, Primary, Secondary,
or Tertiary.
Sourcing Status
Displays the sourcing status, Sourced or Unsourced.
Send To
Select to source the requisition request to either the supplier
location or a specific contact at the supplier location.
Values include Location and Provider Contact.
Provider Contact/Location
Displays the provider contact name or the location, depending
on the selection for the send to field.
Name/Description
Displays the name of the service provider or description of the
location.
Select All
Click to select all the suppliers listed on the Supplier
Information tab.
Primary, Secondary, Tertiary, and
Internal
Select a check box to indicate that you want to select all
suppliers that are within the a supplier classification. For
example, if you want to source requisitions to a secondary
supplier, you would select the Secondary check box. The system
automatically selects all suppliers that are defined as secondary
suppliers.
Select Sourcing Suppliers: Additional Information
Notification Method
Select Email and Worklist or Worklist Only to specify the
supplier notification method.
Filled Position
The number of people already selected to fill positions for the
service. This field is incremented each time a position is filled
through bid management and decremented each time a related
work order is canceled.
Selection Level
View the supplier selection level values. This value reflects
the method that is used to include a supplier in the sourcing
selection list.
Values for resource-based requisitions are Region Service Type,
Service Type, Region, Preferred, and Supplier Network.
Values for deliverable-based and multi-resource requisitions
are Region Service, Service, Region, Preferred, or Supplier
Network.
Note: The selection level indicates the level that is used when
you select a supplier.
Contract
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Indicates whether the supplier has a contract.
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Note: This field appears only if service contracts are enabled
on the PeopleSoft Services Procurement Installation Options
page, and if Include all Contract Suppliers is selected on the
PeopleSoft Services Procurement business unit page.
Score
Displays the supplier score based on the established rules that
include supplier performance metrics, level codes, weight, and
performance-level ranges.
Max Submittal Limit/Position
Enter the maximum number of candidates that a supplier can
(maximum submittal limit and position) submit per position for the requisition line. For example, if the
requisition line has 5 positions and the maximum submittal limit
is set to 3, the supplier may submit up to 15 candidates.
Click the Score Analysis icon to view the analyzed score.
Service Coordinator Edits
If the requisition has not been sourced, service coordinators can edit the Start Date, End Date, and
Location fields. The start date can be moved forward, but not backward. When you change the start date,
the system automatically adjusts the end date by the original duration; you can change the end date, but
you will be warned if the new duration is shorter than the original duration. The start date, end date, and
location fields appear as view only when the requisition is sourced.
Regardless of whether the requisition has been sourced, the service coordinator can edit the job
description, competencies, and scope of work.
Related Links
Suppliers by Region Page
Supplier Network Setup Page
Activities by Requisition Page
Use the Activities by Requisition page (SPF_REQ_ACT) to view activities defined for a requisition.
You can add activities only if Allow add activities is enabled for the selected service.
Navigation
Click the Activities by Requisition link on the Sourcing Selection page.
Activities added to the requisition can be added to the work order. The service provider contact can record
progress against these activities.
Select a service activity and click the Save button.
Note: You can add activities only if the service on the requisition has Allow add activities selected and
the requisition is for a deliverables-based service. You cannot add activities after the requisition has been
sourced.
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Bid Factor Weighting Page
Use the Bid Factor Weighting page (SPF_BDFTR_WEIGHT) to adjust bid factor weightings for a
specific requisition.
Navigation
Click the Bid Factors Weighting link on the Sourcing Selection page.
Comment Text
View the bid factors that are associated with a specific
requisition.
Weighting
Adjust the weightings of each bid factor to determine its level of
importance. For example, suppose that if the candidate start date
is the most important qualification, then you would weigh that
bid factor more heavily than others.
Note: The total of all bid factor weightings must equal 100
percent.
Related Links
Bid Factor Setup Page
Sourcing Rules by Requisition Line Page
Use the Sourcing Rules by Requisition Line page (SPF_SRCRULES_REQ) to managing sourcing rules
by requisition line.
If you have the proper permission, you can change the sourcing preferences for the requisition.
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Navigation
Click the Sourcing Rules by Requisitions link on the Sourcing Selection page.
Image: Sourcing Rules by Requisition Line page
This example illustrates the fields and controls on the Sourcing Rules by Requisition Line page. You can
find definitions for the fields and controls later on this page.
If the sourcing engine returns too many rows, you can access this page to refine the search. You can
access this page only if you have the permissions on the service coordinator defaults.
Preference Rule
Select Region to indicate that selecting suppliers within the
same region is more important, or select Service/Service Type to
indicate that selecting suppliers that provide the right service or
service type is more important.
Score
Indicate the minimum score that a supplier must have to be
selected for sourcing.
Minimum
Enter the minimum number of suppliers to find using the
sourcing rules.
Maximum
Enter the maximum number of suppliers to find using the
sourcing rules.
Include All Contract Suppliers
Select to include all suppliers that have an existing contract for
the desired role.
Note: This check box is available only for resource-based
requisitions.
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Managing PeopleSoft Services Procurement Sourcing
Save
Chapter 15
Click to save changes. When you click the Sourcing Selection
Page link, the Sourcing engine runs again using the new
parameters.
Define Requisition Rates Page
Use the Requisition Rates Page to define requisition rates.
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Navigation
Log in as Service Coordinator, Worklist click Define Requisition Rates
Image: Define Requisition Rates (1 of 2)
This example illustrates the fields and controls on the Define Requisition Rates (1 of 2). You can find
definitions for the fields and controls later on this page.
Image: Define Requisition Rates (2 of 2)
This example illustrates the fields and controls on the Define Requisition Rates (2 of 2). You can find
definitions for the fields and controls later on this page.
This page provides requisition and service details, service information, and candidate requirements and
duration information. The page is available to the service coordinator when the business unit Requester
Access to Rates field value is set as No Access or View Only.
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Requisition Rate Details
Allow Expenses
Select to allow expenses to be included in the requisition. The
check box appears selected or deselected based on its setting
on the Create Requisition page. The check box is available if
the SP Expenses Enabled check box is selected on the Services
Procurement Installation Options page.
Labor Amount
Displays the total labor amount calculation based on the rate,
unit of measure, and service days specified. You can override
the amount.
Expense Amount
Displays the total expense amount for the requisition. The
system calculates the value using the expense rate and unit of
measure, but you can override the value.
Currency
Displays the monetary currency in which the system measures
the expense and labor amounts.
Line Total
Displays the total for labor and expense for all positions for the
duration of the requisition.
Rate Definition
When the requester does not have access to the rates, the system routes the requisition to the service
coordinator to define the rates.
The service coordinator should define the rates before routing the requisition back to the requester. For
multi-resource services, this includes both the top-level parent multi-resource service and the related
individual child services. Click the Service link to define the rates of individual services. Service
coordinators cannot add or delete services from this page.
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Service Type
Displays the service types for this requisition line. Service types
are a way of grouping roles or services.
Service
Displays the services associated with the requisition line. You
can click the link to access the Service page. The page displays
resourced-based service information for which you can define
the rates for the service.
Qty (quantity)
Displays the number of positions required for the requisition
line. Multi-resource services can have multiple services for a
requisition line.
Start Date andEnd Date
Displays the service provider's earliest start date and end date.
Duration
Displays the number of days between the start and end dates.
Add Individual Services
Click to add a service to this multi-resource service. This
button appears if no services are associated with the top-line
requisition.
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Managing PeopleSoft Services Procurement Sourcing
Reassign Requisition Line Page
Use the Reassign Requisition Line page (SPF_SRC_REASSIGN) to reassign a requisition line to a
different service coordinator.
Navigation
Click the Reassign link on the Sourcing Selection page.
Service Coordinator
Enter a service coordinator to whom you want to reassign the
lines.
Sourcing Review Page
Use the Sourcing Review page (SPF_SOURCE_REVIEW) to using the sourcing review.
Navigation
Click the Sourcing Review link on the Sourcing Selection page.
No. of Times Sent (number of times
sent)
View the number of times this supplier has been sourced for this
requisition line.
No. of Submittals (number of
submittals)
View the number of bids from the supplier.
Sourcing History Page
Use the Sourcing History page (SPF_SOURCE_HISTORY) to view sourcing history.
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Navigation
Click the Sourcing History button on the Sourcing Review page.
Image: Sourcing History Page (1 of 2)
This example illustrates the fields and controls on the Sourcing History Page (1 of 2). You can find
definitions for the fields and controls later on this page.
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Image: Sourcing History Page (2 of 2)
This example illustrates the fields and controls on the Sourcing History (2 of 2) page. You can find
definitions for the fields and controls later on this page.
The sourcing history includes the service coordinator who submitted the requisition to be sourced, the
supplier contact, the notification method, and the submit date.
Managing Work Order Sourcing
This topic discusses how to manage work order sourcing.
Pages Used to Manage Work Order Sourcing
Page Name
Definition Name
Usage
Work Order Sourcing Page
SPF_SRC_MNG_WO_PG
View work orders for sourcing.
Details Page
SPF_WORDER_DETAIL
View details about the work order.
Work Order Sourcing Page
Sourcing Select Page
SPF_SOURCE_WO
Source work orders.
Multi Resource Sourcing Select Page
SPF_SOURCE_SLT_MWO
Source multi-resource work orders.
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Page Name
Definition Name
Usage
Work Order Service Sourcing Select
Page
SPF_SOURCE_SLT_WO
Source individual work order services
within a Multi Resource work order.
Multi Resource Sourcing Select Page
Manage Work Order Sourcing Review
Page
SPF_SOURCE_REVIEW
Review work order sourcing details.
Work Order History Page
SPF_SOURCE_HIS_WO
View work order sourcing history that
was sourced to suppliers.
Requisition Sourcing Review Page
SPF_SOUR_RVW_WO_SP
Review incoming replacements and
submit candidates.
Related Links
Creating and Managing Work Orders
Work Order Sourcing Page
Use the Manage Work Order Sourcing page (SPF_SRC_MNG_WO_PG) to view work orders for
sourcing.
Navigation
Services Procurement, Review and Source
Select the Manage Work Order Sourcing tab on the Manage Sourcing page.
Image: Manage Work Order Sourcing page
This example illustrates the fields and controls on the Manage Work Order Sourcing page. You can find
definitions for the fields and controls later on this page.
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When you access the Manage Work Order Sourcing page, the system initially displays all work orders
for the user. To limit the number of work orders, enter search criteria. Search fields for work orders are
similar to those used for searching for requisitions to source. Select a specific work order in the Work
Order ID field on which to base a search.
Note: After the top-level parent service of a multi-resource requisition line is filled and the related work
order is approved, service coordinators can source the service lines one or more at a time using work
order sourcing. Sourcing parameters such as notifications, submit limit, and so on are supplied from the
top-level line. Service coordinators can still access and update individual services.
When a top-level parent multi-resource service has been filled and the related work order has been
approved, service coordinators can then source one or more of the individual child service lines. Some
sourcing parameters, such as the notification or the maximum submission limit, are extracted from the
top-level parent service.
See Sourcing Requisitions.
The Work Order Details tab provides basic information about the work order, such as the work order type
and service method.
Work Order
Click to access work order details and cost information.
Requisition ID
Click to access details about the requisition that was used to
create the work order.
Line
Displays the line number of the requisition to which the work
order applies.
Work Order Type
Displays the type of work order. Work order types determine the
logistical task group and logistical tasks that are associated with
the work order. Values include Original, Extension, Replaced,
and Reassigned.
Service Method
Displays the method used to create the work order. Methods
include:
Deliverable: Services that are generally performed by an entire
work force, such as a work order for an entire project, not just
the hours worked by a single service provider.
Multi Resource: Services that support multiple, unique services
and service providers
Resource: Services of an individual service provider. These may
also be child services for a multi-resource parent service.
Requester
Displays the user who submitted the requisition.
Start Date
Displays when the work order begins.
Work Order Sourcing Review
Click to access the Work Order Sourcing Review page.
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Work Order Sourcing Select
Chapter 15
Click to access the Sourcing Select page for the work order.
Depending on the service method, the page name can vary.
Sourcing Select Page
Use the Sourcing Select page (SPF_SOURCE_ WO) to source resource-based work orders for selecting
service providers.
Navigation
Click the Assign New Resources button on the Manage Services Work Order page for a resource-based
work order
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Note: In case the ‘Require Sourcing for New Resource Assignment’ flag is turned off at the Services
Procurement Business Unit definition, you are navigated to the Assign New Resources interim page
instead of opening the Sourcing Select (Work Order Replacement) page directly. On the Assign New
Resource page, select to either do Work Order Sourcing (Replace) or Manually assign a new resource
(Reassign). When you select to do Work Order Sourcing, it navigates to the Sourcing Select (Work Order
Replacement) page. In case you select to assign a resource manually on the interim page, it opens up the
Work Order page for manually reassigning the service provider.
In case the ‘Require Sourcing for New Resource Assignment’ flag is turned on at the Services
Procurement Business Unit definition, you are navigated directly to the Sourcing Select (Work Order
Replacement) page.
Image: Sourcing Select Page (1 of 3)
This example illustrates the fields and controls on the Sourcing Select Page (1 of 3).
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Image: Sourcing Select Page (2 of 3)
This example illustrates the fields and controls on the Sourcing Select Page (2 of 3).
Image: Sourcing Select Page (3 of 3)
This example illustrates the fields and controls on the Sourcing Select Page (3 of 3).
Use this page to select work orders for sourcing. You can also update
Multi Resource Sourcing Select Page
Use the Multi Resource Sourcing Select page (SPF_SOURCE_SLT_MWO) to source multi-resource
work orders.
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Navigation
•
Click the Work Order Sourcing Select button on the Manage Services Work Order page for a multiresource work order.
•
Click the Multi Resource Sourcing Select link on the Work Order Sourcing Review page.
Image: Multi Resource Sourcing Select page
This example illustrates the fields and controls on the Multi Resource Sourcing Select page. You can find
definitions for the fields and controls later on this page.
The multi-resource service method provides a hierarchical relationship between a fixed-amount, parentlevel service work order and multiple resource services at a child level. This enables multiple, unique
service providers to be sourced to individual work orders, filling all the required services for a multiple
assignment engagement.
The top portion of the Multi Resource Sourcing Select page displays the parent work order while the
Work Order Services section displays child-level work orders that make up the parent work order.
Work Order
Use this section to view work order details. You can also access the work order Details page and from that
page access lower-level work orders using the Work Order Individual Service Details page. If the parent
work order is associated to a requisition, then you can also access details about the requisition.
Work Order Amount Details
This section provides the amount of the work order and its currency code.
Work Order Information
This section provides various work order information, such as the service type, location, job title, and
whether expenses are allowed.
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Work Order Services: Service Information
The Service Information tab displays the lower-level work orders for the parent work order. You can use
the tab to source any individual service work order that is in a status of Ready for Sourcing. If a work
order has already been source, it's source status is Sourced.
Work Order Service Sourcing
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Click to access the Work Order Service Sourcing Select page
for the work order. Depending on the service method, the page
name can vary.
Select/Deselect All
Select to indicate that you either want to select all services work
order for sourcing or deselect the work orders.
Source Services
Click to source the selected services to the defined supplier.
When you source a work order, the system updates the work
order status to Sourced.
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Managing PeopleSoft Services Procurement Sourcing
Work Order Service Sourcing Select Page
Image: Work Order Service Sourcing Select Page (1 of 3)
This example illustrates the fields and controls on the Work Order Service Sourcing Select Page (1 of 3).
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Image: Work Order Service Sourcing Select page (2 of 3)
This example illustrates the fields and controls on the Work Order Service Sourcing Select page (2 of 3).
Image: Work Order Service Sourcing Select page (3 of 3)
This example illustrates the fields and controls on the Work Order Service Sourcing Select page (3 of 3).
Work Order Services: Additional Information
The Service Information tab displays the lower-level work orders for the parent work order. You can use
the tab to source any individual service work order that is in a status of Ready for Sourcing. If a work
order has already been source, it's source status is Sourced.
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Labor Amount
Displays the total amount of the work order.
Select/Deselect All
Select to indicate that you either want to select all services work
order for sourcing or deselect the work orders.
Manage Work Order Sourcing Review Page
Use the Manage Work Order Sourcing Review page (SPF_SOURCE_REVIEW) to review work order
sourcing details.
Navigation
Click the Work Order Sourcing Review link on the Manage Services Work Order page.
Image: Work Order Sourcing Review page
This example illustrates the fields and controls on the Work Order Sourcing Review page. You can find
definitions for the fields and controls later on this page.
Use this page to review sourcing information for work orders. You can access the work order or the
requisition used to create the work order using page links.
See Creating and Managing Work Orders.
Note: If you select the mandatory sourcing option on the Services Procurement Business Unit page,
then service coordinators must use this sourcing process to establish work order replacements for service
providers.
Seq Nbr (sequence number)
Displays the system-assigned sequence number. The number
determines the processing order for sourcing.
Service Type and Service Type
Description
Displays the service type. Service types are a way of grouping
roles or services. A description also appears with the service
type.
Name/Description
Displays the work order service provider.
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Notify By
Displays the notification method that has been defined for the
work order.
Creation Date
Displays when the work order was created.
Work Order Sourcing History
Click to access the Work Order Service Sourcing History page.
Go To
Manage Work Order Sourcing
Click to return to the Manage Work Order Sourcing page, where
you can select another work order to view or source.
Multi Resource Sourcing Select
Click to access the Multi Resource Sourcing Select page. You
use the page to source multi-resource work orders.
Work Order History Page
Use the Work Order History page (SPF_SOURCE_HIS_WO) to view work order sourcing history that
was sourced to suppliers.
Navigation
Click the Work Order Sourcing History button on the Manage Work Order Sourcing Review page.
Image: Work Order Sourcing History page
This example illustrates the fields and controls on the Work Order Sourcing History page. You can find
definitions for the fields and controls later on this page.
Use this page to view history for work orders that have been sourced. If the work order is a multi-resource
service, the system displays both the work order top-level parent service and lower-level individual child
services.
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The history includes who submitted the work order, the service provider contact, the work order
submission date, and the notification method.
Related Links
Creating and Managing Work Orders
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Chapter 16
Submitting and Managing Bids
Understanding the Requisition and Work Order Bidding Process
In PeopleSoft Services Procurement, the requisition and work order bidding process enables suppliers to
collaborate and communicate with service coordinators to match qualified bids successfully with open
service requisitions, work orders, and multi-resource requisitions and work orders.
Requisitions and work orders can be resource-based, deliverables-based, or multi-resource. If a requisition
is resource-based, the supplier submits a candidate to fill the requisition. If the requisition is deliverablesbased, the supplier submits a proposal for filling the requisition.
When requisitions are for multi-resource services, suppliers can submit proposals to fill the service
and then subsequently submit individual service providers to fill multiple individual services. After the
requisition is filled, service providers can report time against individual work orders associated to the
overall parent work order.
PeopleSoft Services Procurement enables suppliers to:
•
Review sourced requisitions and work orders.
•
Submit and maintain bids for resources, deliverable, or multi resource services.
•
Withdraw a bid before service coordinators and requesters respond to the bid.
•
Review incoming, draft, and outgoing bid information.
•
View bid history.
•
View interview schedules.
•
Manage service providers.
Here is the basic task flow of the requisition and work order bidding process for suppliers:
1. Use the Submit Bids component to review requisitions and work orders that have been sourced to the
supplier for consideration.
Using the component, you can access the Requisition Sourcing Review and Work Order Sourcing
Review pages to view bids.
2. Use the Submit Bid and Multi Resource Submit Bid pages to submit bids that meet requisition and
work order requirements.
3. As the supplier, you submit a bid to the service coordinator for review and after receiving a response,
you use the Maintain Bids page to view the bid response from the service coordinator.
4. Use the Supplier Bid Response page to respond to service coordinators about requisitions and work
orders.
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Note: Negotiation between the supplier and service coordinator is typically an ongoing process.
After the service coordinator selects the action Fill Bid, a break in communication occurs. This action
officially ends the bid process between the service coordinator and the supplier.
5. Access the Service Provider Roster page to manage service provider information.
Prerequisites
A requisition or work order must be sourced to the supplier before a bid can be submitted.
Viewing and Maintaining Services Work Orders
This topic discusses how to view and maintain service work orders.
Pages Used to View and Maintain Services Work Orders
Page Name
Definition Name
Usage
View Services Work Orders Page
SPF_WO_SUP_ROSTER
View service work orders.
Track Resources Page
SPF_WO_TRK_RSRC
Track resources.
View Services Work Orders Page
Use the View Services Work Orders page (SPF_WO_SUP_ROSTER) to view service work orders.
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Navigation
Services Procurement, View Services Work Orders
Image: View Services Work Orders page
This example illustrates the fields and controls on the View Services Work Orders page. You can find
definitions for the fields and controls later on this page.
Suppliers use this page to search for work orders that have been filled by them. The system provides a
listing of work orders after you define search criteria and click the Search button.
Work Order ID
Click to view details and cost information about the selected
work order.
Service Provider
Displays the service provider who is going to provide the
service.
Start Date
Displays when the service is scheduled to start.
Service Method
Displays the method used to create the work order. Methods
include:
Deliverable: Services that are generally performed by an entire
work force, such as a work order for an entire project, not just
the hours worked by a single service provider.
Resource: Work order services for an individual service
provider.
Work Order Type
Indicates the type of work order. Values include Original,
Extension, Replaced, and Reassigned.
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Work Order Statusand Work Order
Name
Chapter 16
Displays the life-cycle stage for the work order. For example,
Open, Submitted, and Closed are stages. The name assigned to
the work order also appears.
Additional Information
Select the Additional Information tab to access more details about the work order. These details include
whether the work order is a subline, it's creation date, and the purchase order status if applicable.
Track Resources Page
Use the Track Resources page (SPF_WO_TRK_RSRC) to track resources.
Navigation
Click the Work Order ID link on the Multi Resource Work Orders page.
Image: Track Resources page
This example illustrates the fields and controls on the Track Resources page. You can find definitions for
the fields and controls later on this page.
Supplier users use this page to view, reassign, remove, or add service providers for the selected work
order.
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Person ID
Displays a list of service providers for the work order that
you selected. You can add more service providers or edit the
providers already listed.
First Name and Last Name
Identify the name of the service provider.
Start Date and End Date
Displays the scheduled start and end dates for the service
provider to perform the work order services. You can change the
dates as needed. The dates must be within the date range of the
work order. For example, you cannot select an end date that is
later than the work order end date.
Premise Location
Select to specify that the service provider provides the service at
the supplier location.
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Click to enter or update comments about the service provider.
The system saves the comments when you click the OK button
at the bottom of the Comments page. You can scroll up and
down the page to view and enter comments and access the OK
button.
Click the View Expanded icon to view and update comments
entered for the service provider. After you view or update the
comments, click the OK button to return to this page.
Click the Delete icon to remove the corresponding service
provider from the work order. The deletion is immediate.
Add Service Providers
Click to add or maintain service provider information.
See Managing Service Providers.
Viewing Sourced Requisition and Work Order Information
This topic provides a list of common elements and discusses how to view sourced requisition and work
order information.
Pages Used to View Sourced Requisition and Work Order Information
Page Name
Definition Name
Usage
Requisition Sourcing Review Page
SPF_SOUR_REVIEW_SP
Review requisitions sourced to the
supplier.
Work Order Sourcing Review Page
SPF_SOUR_RVW_WO_SP
Review work orders sourced to the
supplier.
Common Elements Used in This Section
Assign Status
Select a value on which to search for requisitions or work
orders. Values include:
Assigned: Select to search for requisitions or work orders that
have been assigned to a service provider.
Unassigned: Select to search for requisitions or work orders that
are not assigned to a service provider.
Available Positions
The number of positions not yet filled for a requisition line or
work order.
Filled Position
The number of people already selected from this supplier to fill
positions for the service.
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Note: This field is incremented each time a position is filled
through bid management. The value is decremented each time a
related requisition or work order is canceled, with the exception
of child work orders for a multi resource service.
Last Worked on by
Select a person ID on which to base a search for requisitions or
work orders that were last worked on by that person.
Line Number
Displays the requisition line number. The system uses the line
number to identify specific service requirements in a requisition.
This field is available for requisitions and for work orders when
they have had requisitions assigned to them.
Maximum Submittal Limit
Displays the number of times that a supplier can submit a
candidate for a position for the requisition line or a work order
sequence. For example, if the requisition line has 5 positions
and the maximum submittal limit is set to 3, the supplier can
submit up to 15 candidates.
Number of Positions
Enter the number of available positions needed to fill the
requisition or work order service request.
Number of Times Submitted
Displays the number of times that this service provider has been
submitted
Project Role
Select a project role on which to base a search for requisitions or
work orders. Project roles determine the type of activities that a
user can perform.
Requisition ID
Select a specific requisition on which to base the search when
you are using the Requisition Sourcing Review page to search
for requisitions. If you are using the Work Order Sourcing
Review page to search for work orders, you can also select
a requisition ID on which to search. The system returns the
requisition as long as it's associated with a work order.
Requisition Status
Select a status on which to base the search for requisitions. The
system returns only those requisitions that are in the status you
select. Values include:
Closed: Select to view only requisitions that have been closed
and are no longer available for bidding.
Filled: Select to view only requisitions that have already been
filled.
Pending: Select to view only requisitions that are pending.
Sourced: Select to view only requisitions that have already been
sourced to the supplier. These requisitions are available for
bidding.
Service Coordinator
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Select a service coordinator on which to base the search for
requisitions or work orders. The list of values contains those
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Submitting and Managing Bids
service coordinators who have sourced requisitions or work
orders to the service provider contact.
Service Method
Select a service method on which to search for requisitions or
work orders. Methods include:
Deliverable: Services that are generally performed by an entire
work force, such as a work order for an entire project, not just
the hours worked by a single service provider.
Multi Resource: Requisition and work order services that
support multiple, unique services and service providers.
Resource: Requisition and work order services of an individual
service provider.
Source Date From and Through
Source Date
Select a range of dates to include in the requisition or work
order search. The source date is when the service was sourced to
the service provider contact.
Work Order ID
Select a specific work order on which to base a search for work
orders. You can also limit the search to specific requisitions
associated to the work order.
Requisition Sourcing Review Page
Use the Requisition Sourcing Review page (SPF_SOUR_REVIEW_SP) to review requisitions sourced to
the supplier.
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Navigation
Services Procurement, Submit Bids
Image: Requisition Sourcing Review page
This example illustrates the fields and controls on the Requisition Sourcing Review page. You can find
definitions for the fields and controls later on this page.
Use the Search Criteria group box at the top of the page to enter specific search criteria for requisitions
that have been sourced to the supplier. You can search by business unit, requisition ID, service
coordinator, as well as various other search criteria. After you enter the specific search criteria, click the
Search button to view the results.
Note: This page displays only the main top-line (parent) requisition line if you are viewing a multiresource requisition. Information about the related child requisition lines is available on the bid page
when you click the Submit Bid button.
Use the Sourcing Review section in the bottom portion of the page to view requisitions that were sourced
to suppliers. Select the Additional Information tab to review more details about the requisition. These
details include the number of positions, positions available, and those filled. The details also include the
number of times that a bid has been submitted against the requisition and the maximum number of bids
allowed for the requisition.
Click the Submit Bid icon to access the Submit Bid page, where
you can complete candidate information and submit the bid to
the service coordinator for consideration.
Click the View History icon to access the Sourcing History
page, where you can review the sourcing history of the
requisition.
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Click to access the Comments page, where you can review
comments associated with the requisition.
Note: Comments are visible only if the requester has selected
the option to send the comments to the supplier.
Additional Information
Select the Additional Information tab to view more details about the service provider and requisition. This
information includes the number of total positions, available positions, and filled positions.
Work Order Sourcing Review Page
Use the Work Order Sourcing Review page (SPF_SOUR_RVW_WO_SP) to review work orders sourced
to the supplier.
Navigation
Select the Work Order Sourcing Review tab on the Requisition Sourcing Review page.
Image: Work Order Sourcing Review Page
This example illustrates the fields and controls on the Work Order Sourcing Review Page. You can find
definitions for the fields and controls later on this page.
Use the Search Criteria group box at the top of the page to enter specific search criteria. You can search
by business unit, work order ID, requisition ID, or service coordinator, as well as various other search
criteria. After you enter specific search criteria, click the Search button to view the results.
Use the Sourcing Review section in the bottom portion of the page to view work orders that have been
sourced to suppliers by service coordinators. Select the Additional Information tab to review more details
about the work order. These details include the number of positions, positions available, and those filled.
The details also include the number of times that a bid has been submitted against the work order and the
maximum number of bids allowed for the work order.
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Click the Submit Another Bid icon to access the Multi Resource
Submit Bid page. Using that page, you can complete candidate
information for multi-resource work orders and submit the bid.
Click to access the Work Order Sourcing History page, where
you can review the sourcing history of the work order.
See Sourcing History Page.
Click to access the Comments page, where you can review
comments associated with the requisition.
Note: Comments are visible only if the requester has selected
the option to send the comments to the supplier.
Additional Information
Select the Additional Information tab to view more details about the service provider and work order. This
information includes the number of total positions, available positions, and filled positions.
Submitting Bids
This topic lists common elements and discusses how to submit bids.
Pages Used to Submit Bids
Page Name
Definition Name
Usage
Submit Bid Page
SPF_SUBMITAL_PAGE
Submit bids.
Multi Resource Submit Bid Page
SPF_SOURCE_SLT_MWO
View individual services for multiresource work orders.
This page displays individual services
associated with a parent work order.
Click the Submit Another Bid button to
continue to the Submit Bid page.
New Candidate Page
SPF_CANDIDATE_SEC
To submit a candidate who is not yet
profiled in the system, create a new
candidate profile.
Resume Attachments Page
SPF_RESUME_ATTACH
Attach the candidate's resume to the bid.
The process for uploading a candidate's
resume is similar to that of uploading a
bid attachment.
Submit Bid Page
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Page Name
Definition Name
Usage
Bid Attachments Page
SPF_BID_ATTACH
Add attachments to bids.
Submit Bid Page
Sourcing History Page
SPF_SOURCE_HISTORY
View requisition sourcing history.
Work Order Service Sourcing History
Page
SPF_SOURCE_HIS_WO
View work order service sourcing
history.
Sourcing History Page
Comments
PV_SP_REQ_COMMENTS
View comments associated with the
requisition.
Comments are visible only if the
requester has selected the Send to
Supplier option when creating the
comments.
Common Elements Used in This Section
Action
Displays the Submit action by default. Additional actions are
available only after you submit a candidate. Actions include
retracting a bid while it's in a service coordinator or requester's
queue.
Add Attachment
Click to attach a file related to the candidate, requisition, or
work order. For example, you can attach Microsoft Word and
Excel documents.
Note: You must select an existing candidate or create a new
candidate profile before you can add an attachment.
See Sourcing History Page.
Attach Resume
Click to attach a resume for the candidate.
Note: You must select an existing candidate or create a new
candidate profile before attaching a resume.
Create Candidate
Click to access the New Candidate page, where you can create a
new candidate profile.
Note: This button is active only after the supplier selects the
Submit New Candidate option.
See New Candidate Page.
Fixed Cost
Displays the fixed overhead rate.
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Location
Displays the supplier location for this service provider. A
link for the location also appears. Click the link to view the
location's address.
Pay Rate
Enter the base rate for the service provider.
Save as Draft
Click to save the bid as a draft. The system saves information
that you entered for candidate and bid. When you access the bid
again using the Maintain Bid page, the folder type appears as a
draft.
Service Provider
Select an available service provider to submit as a candidate.
Submit Existing Candidate
Select to submit a candidate who already has a candidate profile.
Note: When you select this option, the Service Provider field
becomes available.
Submit New Candidate
Select to submit a new candidate.
See New Candidate Page.
Supplier Rate
Displays the rate charged by the supplier.
Third Party Markup
Enter the third-party markup rate, if any.
Third Party Supplier
Enter the third-party supplier name. This value appears if you
entered a third-party markup.
Supplier Markup
Displays the markup rate for the supplier. You can define the
limits on supplier markups by amounts or percentages for
particular service types.
Submit Bid Page
Use the Submit Bid page (SPF_SUBMITAL_PAGE) to submit bids.
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Navigation
Service Procurement, Submit Bids
Click the Submit Bid button on the Sourcing Review page.
Image: Submit Bid page (1 of 3)
This example illustrates the fields and controls on the Submit Bid page (1 of 3).
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Image: Submit Bid page (2 of 3)
This example illustrates the fields and controls on the Submit Bid page (2 of 3).
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Image: Submit Bid page (3 of 3)
This example illustrates the fields and controls on the Submit Bid page (3 of 3).
Use this page to submit a bid in response to a sourced service. After you submit the bid, you can use the
Maintain Bids component to communicate with service coordinators concerning the bid.
This page displays the parent service when you are submitting a bid for a multi-resource service. The
page also displays all the child services defined. You cannot submit a bid for the child services until the
parent service is filled. You have to complete all the bid factors and enter a monetary amount before
submitting a bid.
If sourced sPro requisition gets cancelled, the requisition is removed from the Service Provider Contact’s
Submit Bids page. Additionally, if there are bid communications in process between the service
coordinator and supplier related to the cancelled requisition, those active bids are removed from the
Service Provider Contact's Submit Bids page and the Service Coordinators Access and Award Bids page
Note: A service provider/coordinator cannot submit himself as a candidate (service provider) on the
Submit Bid page for a requisition that he sourced.
Enter Bid Information
The supplier must answer each bid factor question at the bottom of the submit bid page before submitting
a candidate. Bid factor weightings affect the final score of the candidate.
After suppliers submit the first candidate, they can submit additional candidates for the requisition until
they reach the maximum number of submittals.
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If the system is set to use the rate breakdown feature, the supplier can enter the pay rate, fixed cost,
markup, and third-party markup. The sum of the rates is the bid rate.
You can search for existing service providers by clicking the Search By Competencies hyper link. A page
with Competencies displays which you can use to enter search criteria and trigger SES search.
Rate Details
You define the pay type field labels on the Services Procurement Pay Types page. Pay type fields appear
only if they are enabled on the PeopleSoft Services Procurement business unit.
Related Links
Understanding Bid Factors
Multi Resource Submit Bid Page
Use the Multi Resource Submit Bid page (SPF_SOURCE_SLT_MWO) to view individual services for
multi-resource work orders.
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Navigation
Services Procurement, Submit Bids
Select the Work Order Sourcing Review tab on the Requisition Sourcing Review page and then click the
Submit Bid button on the Work Order Sourcing Review page.
Image: Multi Resource Submit Bid page (1 of 2)
This example illustrates the fields and controls on the Multi Resource Submit Bid page (1 of 2). You can
find definitions for the fields and controls later on this page.
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Image: Multi Resource Submit Bid page (2 of 2)
This example illustrates the fields and controls on the Multi Resource Submit Bid page (2 of 2). You can
find definitions for the fields and controls later on this page.
You use this page to view individual services associated with a parent service. If the parent work order
was created from a requisition, the page displays the requisition information. The individual work order
services available for sourcing are shown in the grid.
The top portion of the page provides work order and requisition information, work order amounts, and
information.
Work Order Services
This grid box provides details about the individual services that make up the parent work order.
Seq Nbr (sequence number)
Displays the work order sequence number. The system uses this
number to track an individual service.
Service Type
Displays the type of service. Examples of a service type are
manufacturing and information technology.
Service
Displays the role that a service provider performs such as a
software engineer.
Start Date and End Date
Displays the date range for the corresponding service.
Click the Submit Another Bid icon to access the Submit Bid
page. You use this page to submit a bid for an individual service
on a work order.
Additional Details
Select this tab to view the positions available and filled for each service.
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Multi Resource Submit Bid Page
Use the Multi Resource Submit Bid page (SPF_SOURCE_SLT_MWO) to view individual services for
multi-resource work orders.
Navigation
Services Procurement, Submit Bids
Select the Work Order Sourcing Review tab on the Requisition Sourcing Review page and then click the
Submit Bid button on the Work Order Sourcing Review page.
Use this page to submit a bid in response to a sourced work order. After you submit the bid, you can use
the Maintain Bids component to communicate with service coordinators concerning the bid.
When working with multi-resource services work orders, you use the parent work order for totals, but use
individual services within the parent work order on which to submit bids for services.
You can also add attachments to send with the bid submittal. Click the Bid Attachments link to access the
File Attachments page where you can locate and upload an attachment.
Click the Submit button to submit the bid to the services coordinator. Click the Save as Draft button to
save your updates to the bid submission. You can access the bid later to complete and submit it. After you
save the bid as a draft, it appears as Draft folder type.
Requisition Requirements
Use this group box to view basic requisition details, requisition rates, service information, and candidate
requirements and requisition competencies.
Enter Bid Responses
Use this group box to enter bid information about the service provider candidate. You use the Bid
Response group box to answer questions about the candidate and the bid.
You must answer each bid factor question at the bottom of the submit bid page before submitting a
candidate. Bid factor weightings affect the final score of the candidate. After suppliers submit the first
candidate, they can submit additional candidates for the requisition until they reach the maximum number
of submittals.
If the system is set to use the rate breakdown feature, the supplier can enter the pay rate, fixed cost,
markup, and third-party markup. The sum of the rates is the bid rate.
Related Links
Submit Bid Page
New Candidate Page
Use the New Candidate page (SPF_CANDIDATE_SEC) to to submit a candidate who is not yet profiled
in the system, create a new candidate profile.
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Navigation
Click the Create Candidate button on the Submit Bid page.
Image: New Candidate page
This example illustrates the fields and controls on the New Candidate page. You can find definitions for
the fields and controls later on this page.
Work Status
Identify the work status for the new candidate. For example,
green card holder and citizen.
Years Experience
Identify the number of years of experience for the new
candidate.
Travel
Select if the candidate is willing to travel.
Telecommute
Select if the candidate is willing to telecommute.
Role
Identify the main role of the new candidate.
Competency
Identify the main skills associated with the new candidate.
Note: If a candidate is chosen to fill the requisition, the system administrator must add that person as a
service provider on the User Profile Setup page. Then, the candidate has a user name and password and
can log in to the system to enter time and expenses.
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Service Provider Eligibility
Use this grid box to manage service provider details. When a service provider contact submits a new
candidate, the contact can optionally enter candidate information related to the candidate's eligibility to
fill requisitions or work orders.
Related Links
Maintaining Users and Team Setup
Sourcing History Page
Use the Sourcing History page (SPF_SOURCE_HISTORY) to view requisition sourcing history.
Navigation
Click the View History button on the Requisition Sourcing Review page.
Use this page to upload an attachment related to submitting a candidate as a service provider for a
requisition or work order. Before you can access the page, you must select a candidate. To add an
attachment using the Bid Attachments page:
1. Click the Upload button.
The File Attachments window appears.
2. Click the Browse button to locate the file that you want to attach to the bid.
3. After accessing the file, click the Upload button on the File Attachments window.
The system adds the file to the Bid Attachments page. You can add a description for the file or click
the View button to view the file.
4. Click the OK button to save the uploaded attachment in the system.
To add another attachment, click the + button.
Sourcing History Page
Use the Sourcing History page (SPF_SOURCE_HISTORY) to view requisition sourcing history.
Navigation
Click the View History button on the Requisition Sourcing Review page.
Use this page to view the requisition sourcing history. The page displays the requisition ID and line
number that was sourced to the supplier and the service coordinator who sourced the requisition.
Requisition Status
Displays the status of the requisition. You can search
requisitions based on their status by using search criteria on the
Requisition Sourcing Review page. Values include:
Closed
Filled
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Pending
Sourced
Requisition Type
Displays whether the requisition is an extended requisition or an
original requisition.
The Sourcing History grid box provides information about the service coordinator who submitted the
requisition to the supplier, the service provider contact, notification method, such as email, worklist, or
both, and when the requisition was sourced to the supplier.
Sourcing History Page
Use the Sourcing History page (SPF_SOURCE_HISTORY) to view requisition sourcing history.
Navigation
Click the View History button on the Requisition Sourcing Review page.
Use this page to view work order sourcing history. For multi-resource services, the page displays the
parent work order and requisition line. The page also displays work order amount details for the parent
work order, along with information such as the service type and method, utilization, and scope of work.
Work Order
Click to access the Details page for the work order. You can
use that page to view the child services that make up the parent
work order service.
Requisition ID and Line Number
Displays the requisition on which the service order is based
Requester
Displays who submitted the requisition on which the work order
is based.
Also, the page displays who submitted the work order, the service provider contact to whom it was
submitted, the date on which it was submitted, and the notification method. Click the Work Order
Sourcing Review link to go to the Work Order Sourcing Review page, where you can select the history
for another work order.
Maintaining Bids and Bid Responses
This topic discusses how to maintain bids and bid responses.
Pages Used to Maintain Bids and Bid Responses
392
Page Name
Definition Name
Usage
Maintain Bids Page
SPF_SPC_BID_COM
View bid information.
Supplier Bid Response Page
SPF_SUP_BIDRSP1
Maintain bid responses.
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Submitting and Managing Bids
Page Name
Definition Name
Usage
Communication History Page
SPF_BID_HISTORY
View bid history.
Maintain Bids Page
Interview Schedule Page
SPF_INTERVIEW_SCHD
Maintain interview schedules.
Maintain Bids Page
Resume Attachments Page
SPF_RESUME_ATTACH
Attach resumes to bid responses.
Supplier Bid Response Page
Location Address Page
SPF_ADDRESS_LOC
View the supplier location address.
Supplier Bid Response Page
Maintain Bids Page
Use the Maintain Bids page (SPF_SPC_BID_COM) to view bid information.
Navigation
Services Procurement, Maintain Bids
Image: Maintain Bids page
This example illustrates the fields and controls on the Maintain Bids page. You can find definitions for the
fields and controls later on this page.
Use this page to search for and access work orders and requisitions associated with bids. The page enables
you to access bid features, monitor the bidding process, and communicate with service coordinators.
Supplier users use the page to respond to incoming bids and view bids that have been submitted. You can
limit search results using search criteria, such as for a requisition or work order, business unit, service
provider contact, or candidate.
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If sourced sPro requisition gets cancelled in the middle of communication between service coordinator
and supplier, the active bids are removed from the Service Provider Contact's Maintain Bids page.
You can also select a value in the Folder Type field to indicate the type of bid for which you want to
search. Field values include:
•
All: Select to view all types of bids.
•
Draft: Select to view only draft bids. These are bids that have been saved as drafts on the Supplier Bid
Response page.
•
Incoming: Select to view only bid responses that are coming from service coordinators.
•
Outgoing: Select to view only outgoing bid responses that have been sent to service coordinators.
Click the Search button to initiate the search. The system displays the search results.
If you are working with a multi-resource work order, this page displays the information that a service
provider contact would normally see on the sourcing review pages for the parent service. The service
provider contact can see all the services information on this page for a multi-resource work order, such as
the number of times the bid was submitted, the maximum submittal limit, and number positions. Service
provider contacts can only submit candidates for the sourced services.
Note: When the system compares a service method, it verifies that the comparison is valid for multiresource requisition sourcing and work order service sourcing.
Bid Type
Displays whether the bid is based on a requisition or a work
order.
Requisition ID/ Work Order ID
Displays either the requisition or work order identifier.
Line Nbr/ Seq Nbr(line number/
sequence number)
Displays either the line number for a requisition or the sequence
number for a work order. The system uses these numbers to
track elements of a requisition or work order.
Candidate Name
Displays the name of the person who has been identified as the
service provider for the work order or requisition.
Folder Type
Displays whether this requisition line or work order sequence
is coming from a service coordinator or going to a service
coordinator. Draft requisitions or work orders are those that
have been updated and saved, but not submitted back to the
service coordinator.
Click the Create Bid icon to access the Supplier Bid Response
page, where you can enter a bid for the selected requisition or
work order service.
Click the Submittal History icon to access the Communication
History page, where you can view the bids for the selected work
order or requisition.
Click the Interview Schedule icon to access the Interview
Schedule page.
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Note: The Interview Schedule icon appears only on the
Maintain Bids page if the service coordinator has scheduled an
interview for the bid.
Click the End Communication icon to generate a bid response
that ends the communication regarding a particular bid. After
communication has ended, a bid can no longer be considered for
a requisition or work order.
Click to access the Supplier Bid Response page. If the
requisition or work order has not been filled, you can still edit
the bid response. You can also withdraw a bid before the service
coordinator or requester responds using the page. To withdraw
a bid, select the Retract Bid value in the Action field on the
Supplier Bid Response page.
When you withdraw a bid before the service coordinator
responds to it, the system issues a warning message to confirm
that you want to retract the bid submission and then sends an
email to inform the service coordinator or service coordinator
team. The system also sends an email to the requester if a
service coordinator has forwarded the bid to the requester. The
withdrawn bid is removed from worklist entries and is not
available in the service coordinator's or requester's inbox.
Note: If the service provider contact edits bids or withdraws
bids that have been submitted, the system sends a notification
to the service coordinator and the requester if the service
coordinator has already forwarded the bid on to the requester for
review.
Last Action
Displays the last action performed on the incoming, outgoing, or
draft bid. For example, if the service coordinator has responded
to fill a bid, the value of the last action performed would be
Fill Bid. Other values can include Submit, Decline, Reply, and
Accept Offer.
Supplier Rate
Displays the value contained for the supplier's bid rate. This
value is the total amount for all service provider costs, including
the pay rate, expenses, and markups.
Bid Line Amount
Displays the total amount for the requisition line.
Currency Code
Displays the currency for the supplier rate and bid amount.
Details
Select this tab to view more information about the bid.
Date Time
Displays the rate of pay established for the bid for the
requisition or work order.
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Sent From
Chapter 16
Displays the service coordinator who sent the last
communication concerning the work order or requisition.
Supplier Bid Response Page
Use the Supplier Bid Response page (SPF_SUP_BIDRSP1) to maintain bid responses.
Navigation
Click the Create Bid button on the Maintain Bids page.
Use this page to respond to service coordinators about bids. The page contents depend on whether you
access a requisition bid or work order bid, and the status of the bid. Page contents can include previous
and current bid information, candidate skills, bid factors, and rate details. Also, depending on the status,
you can update various details about the bid and submit it using another action.
Note: A service provider/coordinator cannot act on a bid on the Supplier Bid Response page if she
submitted the bid or if she is the service provider on the bid.
Note: This page is similar to the Submit Bid page. For more information about fields on the Supplier Bid
Response page, see the Submitting Bids section.
See Submitting Bids.
Previous Bid Information
This section includes previous bid information and provides links that you can use if you are updating the
bid.
Supplier Location
Displays the supplier location.
Action
Displays the bid response to the service coordinator for the
previous bid. Values are based on the current status and
include Accept Offer, Withdraw, Reply, Decline Offer, and End
Communication.
You can use the Withdraw value to withdraw a submittal after
it's already in the service coordinator's or requester's queue.
Comments
Displays all comments for the previous bid.
Rate Details
Rate details appear for the previous bid and the current bid. You can update the rates for the current bid.
Proposal Amount
View or edit the total proposal amount for the entire deliverable
or multi-resource service.
Note: Rates and quantities entered in any bid factor responses
do not need to total up to the proposal rate.
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Rate
View or edit the rate.
Amount in Requisition Currency
Displays the amount currency.
Comments
Enter comments concerning the bid.
Current Bid Response
Use this section to update a bid response by selecting an action. Based on the status of the bid, the system
provides the appropriate actions.
Managing Service Providers
This topic discusses how to manage service providers.
Pages Used to Manage Service Providers
Page Name
Definition Name
Usage
Service Provider Roster Page
SPB_PROV_ROST_PG
Manage service providers that includes
reviewing and updating service provider
information.
Maintain Service Provider Page
SPB_PERS_PROV_PAGE
Maintain service provider information.
Manage Time/Expense Sheets Page
SPA_MANAGE_TE
View timesheet history.
Service Provider Roster Page
Service Provider Roster Page
Use the Service Provider Roster page (SPB_PROV_ROST_PG) to manage service providers that includes
reviewing and updating service provider information.
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Navigation
Services Procurement, Manage Service Providers
Image: Service Provider Roster page
This example illustrates the fields and controls on the Service Provider Roster page. You can find
definitions for the fields and controls later on this page.
After completing the search criteria, click the Search button to populate the Service Provider Roster grid
box.
Provider Contact
Select a provider contact whom you want to include in the
search results. If you leave the field blank, the system displays
information for all service provider contacts in the organization.
Account Status
Select an account status on which to base the search. Statuses
include:
Active: Select to include only active service providers.
InActive: Select to include only inactive service providers.
Pending Registration:Select to include only those service
providers who are pending activation. New service providers
added by the service provider contact during bid submittal using
the New Candidate page are initially created with this status.
Service Provider
Select the service provider for whom you want to search.
Add Service Providers
Click to access the Maintain Service Provider page, where you
can add service providers. This link is available only if the user
has the SP_ADD_SERV_PROVIDER role action.
Person ID
Click to access the Maintain Service Provider page, where you
can review and update service provider information.
Click the Timesheet History button to access the Manage Time/
Expense Sheets page, where you can view the history for a
service provider timesheet.
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Maintain Service Provider Page
Use the Maintain Service Provider page (SPB_PERS_PROV_PAGE) to maintain service provider
information.
Navigation
Click the Add Service Providers link on the Service Provider Roster page.
Image: Maintain Service Provider Page
This example illustrates the fields and controls on the Maintain Service Provider Page. You can find
definitions for the fields and controls later on this page.
This page displays service provider information.
Person Type
Displays the type of role that the person performs. Values
include:
Service Provider: This is the standard person type for a service
provider and is the status automatically assigned by the system
when the provider is created.
Service Provider/Coordinator: Only those service providers
who have also been given a service coordinator role will have
this person type.
Person Status
Select a value to indicate the status of the service provider.
Values are Active, Inactive, and Pending Registration.
Job Title
Enter the classification of the position. The value appears by
default from the service attributes, if it has been defined.
Personnel Status
Displays the service provider's nonemployee status.
Employee ID
Enter the identifier for the employee.
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Country
Select a country code. The Service Provider Identification
grid contains additional information that you use to identify a
service provider. When you select a country code, the identifiers
specific for that country will be available for selection, along
with any applicable noncountry-specific identifiers. For
example, a Social Security number (SSN) would be applicable
only for the United States. You use service provider identifier
information for eligibility validation when eligibility tracking is
enabled for a business unit.
Identifier (ID)
Select a type of information to use to uniquely identify a person.
This information, such as a driver's license or passport, can be
used to verify the service provider during the bidding process
and work order creation.
Value
Enter a value for the identifier. For example, if you selected to
use a phone number as an identifier, then you would enter the
number in this field.
Service Provide Information
Click to access the Service Provider Information page, where
you can view and update additional provider information details.
Phone and Email Details
Click to access the Phone and Email Details page, where
you can view and update contact information for the service
provider.
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Chapter 17
Assessing and Awarding Bids
Understanding Supplier Communications
In PeopleSoft Services Procurement, supplier communications enable service coordinators to collaborate
and communicate with suppliers and requesters to match qualified bids with open service requisitions and
work orders.
PeopleSoft Services Procurement enables service coordinators and requesters to perform these tasks:
•
Review incoming, draft, and outgoing supplier bid information.
•
Exchange continuous bid communication (service coordinator and requester).
•
Respond to bid submissions (service coordinator only).
•
Schedule interviews for submitted candidates (service coordinator only).
•
Select a qualified bid to fill the position (service coordinator only).
To communicate with suppliers:
1. Access the Assess and Award Bids page to view qualified bids submitted by service provider contacts.
2. Use the Bid Response page to respond to supplier bids.
Note: Candidate selection is complete when you select the Fill value as the bid action. This action
officially ends the bid process between you and the supplier. An email notification is automatically
sent to all bidding service provider contacts to inform them that the request has been filled by another
supplier.
3. Use the Bid Response page to view the responses sent.
4. Access the Interview Schedule page to schedule and rate interviews (service coordinator and
requester).
5. Use the Analyze Line and Analyze Total pages to analyze bid amounts and line scores for all bids
submitted for the requisition or work order request.
You can also change the bid factor weightings on these pages to perform a what-if analysis.
6. Fill the requisition or work order from either the Analyze Total page or the Bid Response page.
For more information about how suppliers submit bids and manage their awarded bid, see the Submitting
and Managing Bids set of topics.
See Understanding the Requisition and Work Order Bidding Process.
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Chapter 17
Multi-Resource Requisition and Work Order Bids
The multi-resource services feature supports a grouping of multiple unique services and service providers
for PeopleSoft Services Procurement requisitions and work orders. The bidding for multi-resource
services is a two-step process. First, the multi-resource (parent) service is filled, and subsequent to that the
individual (child) services can be sourced from the parent work order and filled by the supplier that was
selected.
Service coordinators, requesters, and service provider contacts can communicate about bids for individual
child services. A service coordinator can fill multiple positions for an individual work order service until
total position quantity is reached. Each individual work order service position is converted to a child work
order for the multi-resource parent.
See Setting Up Multi-Resource Services.
Prerequisites
Before you can communicate with suppliers about requisitions and work orders, suppliers must respond to
the sourced service by submitting bids.
Viewing and Responding to Bids
This topic discusses how to view and respond to bids.
Pages Used to View and Respond to Bids
Page Name
Definition Name
Usage
Assess and Award Bids Page
SPF_SC_BID_COM
View bids including incoming bids
submitted by suppliers, outgoing bids to
suppliers, and draft bids.
Requisition Line Job Summary Page
SPF_REQ_SUMMARY_PG
View job summary details.
Assess and Award Bids Page
Work Order Summary Page
SPF_WORDER_DETAIL
View work order details.
Assess and Award Bids Page
402
Bid Response Page
SPF_CLIBID_RSP
Respond to bids.
Analyze Line Page
AUC_ANALYZE_HDL_PG
Analyze event lines including line
amounts and scores for all supplier bids
that respond to a requisition or work
order request.
Analyze Total Page
AUC_ANALYZE_HD_PG
Analyze event totals, including amounts
for all supplier bids that respond to a
requisition or work order request.
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Page Name
Definition Name
Usage
Award Details (for service coordinators
and requesters) Page
AUC_AWARD_DT_PG
View the details of your events.
Supplier Information Page (for service
coordinators)
AUC_AWARD_VNDR
Line Bid Factors (for service
coordinators) Page
AUC_LN_BF_SEC
Analyze Total Page
View supplier information.
Analyze Total Page
Add line bid factors while analyzing
events.
Events Details Page
Search Bid Factors by Group Page
BID_FCTR_GRP_SRCH
Add bid factors by group.
Events Details Page
Submittal History Page
SPF_CLIBID_HIS
View the history for requisition and work
order bid responses.
Assess and Award Bids Page
Bid Attachments Page
SPF_BID_ATTACH
View and upload attachments that
are associated with the bid such as
documents or spreadsheets.
Bid Response Page
Assess and Award Bids Page
Use the Assess and Award Bids (for service coordinators and requesters) page (SPF_SC_BID_COM) to
view bids including incoming bids submitted by suppliers, outgoing bids to suppliers, and draft bids.
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Navigation
Services Procurement, Assess and Award Bids
Image: Assess and Award Bids page
This example illustrates the fields and controls on the Assess and Award Bids page. You can find
definitions for the fields and controls later on this page.
Use this page to search for and access bids associated with sourced work orders and requisitions. You can
use the page to respond to an incoming bid or edit a draft or outgoing bid. You can limit search results
using search criteria, such as for a requisition or work order. Select a value in the Folder Type field to
indicate the type of bid for which you want to search. Field values include:
•
All: Select to view all types of bids.
•
Draft: Select to view only draft bids. These are bids that have been saved as drafts on the Bid
Response page.
•
Incoming: Select to view only incoming bid responses. These bids are awaiting your action.
•
Outgoing: Select to view only outgoing bid responses.
Click the Search button to initiate the search. The system displays the search results.
If you are working with a multi-resource work order, this page displays the information for the higherlevel parent work order or requisition line service. The page displays information such as the number of
times the bid was submitted, the maximum submittal limit, and number of positions.
If sourced sPro requisition gets cancelled in the middle of communication between service coordinator
and supplier, the active bids are removed from the Service Coordinator's Assess and Award Bids page.
Overview
Select the Overview tab.
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Requisition ID/Work Order ID
Click to view the details of a requisition or work order. The Bid
Type value indicates whether the bid is related to a work order or
requisition.
Line Nbr/Seq Nbr (line number/
sequence number)
Displays the line number for requisitions or the sequence
number for multi-resource work orders to identify the related
child service for the bid.
Folder Type
Displays whether the bid is a draft bid or an incoming or
outgoing bid.
Bid Type
Displays whether the bid is based on a requisition or a work
order.
Click to access the Bid Response page and to respond to the
supplier or requester.
Click to access the Bid Analysis page to compare competing
bids.
Click to access the Bid History page.
Click to access the Interview Schedule page.
Click to generate a bid response that ends the communication
regarding a particular bid. After communication has ended,
you can no longer consider the bid for a requisition or work
order. The system provides a confirmation page, where you can
confirm that you want to end communication. You can also enter
a reason code for ending communication and comments about
the action.
Click to access the Bid Response page. Using this page, you can
update bid information to complete it and respond to the bid.
When you save a bid response as a draft, you can access the bid
using this button.
Click to navigate to the associated work order for filled bids.
Supplier Name
Displays the supplier from which the requisition or work order
bid was received.
Candidate Name
Displays the service provider submitted by the supplier.
Note: The Candidate Name field is blank for bids on deliverable
or multi-resource parent services.
Click the View Resume icon to open the resume for the service
provider.
Supplier Rate
Displays the rate for resource services. The rate appears in the
requisition currency.
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Note: The Supplier Rate field is blank for deliverable or multiresource parent services.
Bid Line Amount
Displays the amount for deliverable or multi-resource parent
services.
Note: The Bid Line Amount field is blank for resource services.
Score
Displays the calculated score based on the previous response.
Details
Select the Details tab. The tab displays additional information about the work order or requisition such as
the last action, date, and who performed the action.
Last Action
Review the last actions submitted by the supplier.
Date
Displays the date and time that the supplier responded to the
bid.
Sent From
Displays the name of the user who sent the bid.
Bid Response Page
Use the Bid Response (for service coordinators and requesters) page (SPF_CLIBID_RSP) to respond to
bids.
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Navigation
Click the Bid Response button on the Assess and Award Bids page.
Image: Bid Response page (1 of 3)
This example illustrates the fields and controls on the Bid Response page (1 of 3). You can find
definitions for the fields and controls later on this page.
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Image: Bid Response page (2 of 3)
This example illustrates the fields and controls on the Bid Response page (2 of 3). You can find
definitions for the fields and controls later on this page.
Image: Bid Response page (3 of 3)
This example illustrates the fields and controls on the Bid Response page (3 of 3). You can find
definitions for the fields and controls later on this page.
Service coordinators use this page to respond to supplier bids. The page displays information about
requisitions or work orders depending on the type of bid to which you are responding. To access either a
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requisition or work order, click the Work Order ID or Requisition ID link on the Assess and Award Bids
page.
The page has numerous formats depending on whether it's for a resource or deliverable service, whether
it's for a requisition or work order replacement, and whether it's for a multi-resource service or related
individual service. The most common use of the Bid Response page is with resource requisitions. The
previous page examples are based on resource requisition sourcing.
Requirements
This section displays information about the requisition or work order, including the services coordinator
and start and end dates. In the case of work order replacements, the Replacement For field displays the
work order that requires a replacement service provider. The Sequence Number field appears for the work
order sequence. The requisition and requisition line number also appear in this section.
You can also perform bid communications for multi-resource work orders. Communications among the
service coordinator, requester, and service provider contact act the same way as work order sourcing,
except that the system also updates the parent work order with the candidate and rate information after
you identify the candidate for the individual service.
Details
This section displays pay rates, fixed cost, and expense rates for a work order. The 3rd Party Markup field
displays additional markups that are charged when the supplier secures resources from a subcontractor,
and is available when the SP Pay Types Enabled check box is enabled on the Services Procurement
Installation Options page.
Requisitions use a Rate Details grid that displays total amount for the requisition along with the total
expense. It also displays average filled rate and amounts for requisition.
Service Information
This section displays service information, such as whether the work order or requisition uses a multiresource, deliverable, or resource service method.
Candidate Requirements
This section provides candidate competency requirements for the resource services. Available in the
section, for example, are the education level, experience, and other skills. The fields in this section are the
same for work orders and requisitions.
Current Bid
This section displays bid information for the work order or requisition.
Click to enter the new bid action response.
Action
Select an action and optionally respond to suppliers with
comments. This field is required even when you save the bid as
a draft. Values include:
•
Schedule Interview
0001
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•
Fill Bid:
0004
•
Offer Position:
0003
•
Reply:
0010
•
Decline:
0011
•
End Communication:
0015
Note: After you select End Communication, the bid process
between the service coordinator and the supplier officially ends.
Note: To fill the requisition or work order, select Fill Bid. This
sends a worklist entry to the requester notifying him that a work
order must be generated. The worklist may also go to the service
coordinator if his defaults specify that he can create work
orders. In addition, the Generate Work Order button becomes
available at the bottom of the Bid page for service coordinators
having authorization
If preapproval sourcing is in effect, the service coordinator
cannot offer the position until the requisition has been approved.
When PeopleSoft Commitment Control has been enabled,
service coordinators cannot offer positions or manually release
work orders until the requisition has been budget checked.
Supplier Address Name (the actual
location name appears on the page)
Click to access the Supplier Address page. You use this page to
view the supplier's address information.
Submit
Click to access the Submittal History page. You use this page to
view the history of the bid submissions.
Rate Details
410
Bid Rate
Displays the bid rate for resource services.
Bid Amount
Displays the bid amount for deliverable or multi-resource
services.
Total Amount on Requisition
Displays the total amount for the requisition.
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Bid Factors
Displays bid factor questions for the service and responses provided by the supplier for this bid.
Bid Response To
Select the appropriate option in this group box to send communications to the requester who originally
submitted the requisition or to the service provider contact who submitted the bid.
Service Provider Contact
Select to submit the bid response to the service provide contact.
Note: A service coordinator can send a response to either the
requester or the service provider contact, not both. If a response
is sent to a requester, the service coordinator and requester can
select only bid actions that are specific to their communications.
Additional bid actions that are intended for the service provider
contact are filtered out.
Requester
Select to submit the bid response to the person who requested
the requisition.
Action
Select the response that you want to make to the bid.
Comments
Enter any comments that you want to include in your response.
Submit
Click to send the bid response to the selected user.
Save as Draft
Click to save the work that you have completed for the page
without submitting it. The system saves the response and makes
it available as a Draft Bid in the Folder Type column on the
Assess and Award Bid page. To make additional changes to the
bid, click the Edit button on the Assess and Award Bid page.
Related Links
Bid Factor Setup Page
Analyze Line Page
Use the Analyze Line (for service coordinators and requesters) page (AUC_ANALYZE_HDL_PG) to
analyze event lines including line amounts and scores for all supplier bids that respond to a requisition or
work order request.
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Navigation
Click the Analyze Events button on the Assess and Award Bids page.
Image: Analyze Line page
This example illustrates the fields and controls on the Analyze Line page. You can find definitions for the
fields and controls later on this page.
Optionally, use this page to view and maintain details about a single event line. To view and maintain
event totals, click the Analyze Total link.
Click the Change RFI Status to Reviewed (change request for
information status to Reviewed) icon to update the event. When
you click the button, the system removes the button and updates
the Status field to RFI Rvwed.
Analyze
Click to have the system run a bid analysis. You can analyze
bids at any time during an event, or you can wait until it ends.
When analyzing events, you can sort the information using
different criteria. For example, you can sort by highest score,
lowest price, or lowest total cost to display the best bid.
When the system completes the analysis, it displays additional
information about the bid, including the analysis results and bid
factors. You can also assign a bid action or recalculate the bid
using the page.
Bid Action
After you analyze a bid, this field becomes available for you to
select an action for the bid, including awarding the event to a
bidder. Select Award in the Bid Action field. You can award the
event to one bidder only.
Related Links
"Understanding Bid Analysis" (PeopleSoft FSCM 9.2: Strategic Sourcing)
Analyze Total Page
Use the Analyze Total (for service coordinators and requesters) page (AUC_ANALYZE_HD_PG) to
analyze event totals, including amounts for all supplier bids that respond to a requisition or work order
request.
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Navigation
Click the Analyze Total link on the Analyze Line page.
Image: Analyze Total page (1 of 2)
This example illustrates the fields and controls on the Analyze Total page (1 of 2). You can find
definitions for the fields and controls later on this page.
Bidders can view award details when the event status is awarded and you deselect the Display Bids check
box on the Award Details page.
Bid Action
To award an event to a bidder, select Award in the Bid Action
field. You can award the event to one bidder only.
Related Links
"Awarding Events" (PeopleSoft FSCM 9.2: Strategic Sourcing)
Events Details Page
Use the Events Details Page to view details of events.
Navigation
select a bid, and click the, Award Details link on the Analyze Events page
Post Award
Click to post your bid event and award the contract to a supplier.
Posting the award sends a worklist item to the requester to
generate a work order. A worklist item also is sent to the service
coordinator if he is authorized to create work orders as defined
in the service coordinator defaults.
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Note: After you post the award, the line details appear.
Related Links
"Posting Awards" (PeopleSoft FSCM 9.2: Strategic Sourcing)
Creating and Maintaining Interview Schedules
This topic provides an overview of the interview process and discusses how to create and maintain
interview schedules.
Pages Used to Create and Maintain Interview Schedules
Page Name
Definition Name
Usage
Interview Schedule Page
SPF_INTERVIEW_SCHD
Create and update an interview schedule
for a candidate.
Interview Schedule Details Page
SPF_REQ_SUMMARY_PG
Evaluate candidates based on their
interviews.
Job Summary Details Page
SPF_REQ_SUMMARY_PG
View job summary details.
Assess and Award Bids Page
Understanding the Interview Process
Here is an overview of the interview process:
1. Use the Interview Schedule page (SPF_INTERVIEW_SCHD) to create and update an interview
schedule for a candidate.
Navigation
Services Procurement, Assess and Award Bids
Click the Interview Schedule button on the Assess and Award Bids page.
Enter the required values such as the interview date, time, and interviewer.
Note: After you schedule a candidate interview for a requisition or work order service, the interview
schedule details appear for the supplier.
Note: The interviewer must have the requester, service coordinator, or approver role.
2. Use the Interview Schedule Details page (SPF_REQ_SUMMARY_PG) to evaluate candidates based
on their interviews.
Navigation
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Click the Evaluate button on the Interview Schedule page.
Use this page to rate the candidate after interview is complete, then select the Interview Complete
check box to update the status. The service coordinator or requester can also select the Send Email
Notification check box to notify interviewers and the service provider contact of the interview
schedule information.
Note: Only service coordinators and requesters can access the Send Email Notification check box.
3. Save the page.
Upon completing the interview, the interviewer rates the candidate using the star rating system. After
the Interview Completed check box is selected, the system calculates the average interview score for
that candidate by selecting the rating for all completed interviews and dividing it by the number of
completed interviews. This value is then saved in PeopleSoft Strategic Sourcing bid factor tables and used
to calculate the candidate's overall score.
Note: The Enable Rating setting on the business unit does not affect ratings for an interview; it only
controls whether timesheet ratings are used.
Note: The calculation of scores happens only when the interview bid factor is associated with this
requisition or work order. If the interview bid factor is not used, the rating on the interview page is used
for information purposes and is not used to determine the candidate's overall score.
Interview Schedule Page
Use the Interview Schedule page (SPF_INTERVIEW_SCHD) to create and update an interview schedule
for a candidate.
Navigation
Services Procurement, Assess and Award Bids
Click the Interview Schedule button on the Assess and Award Bids page.
Image: Interview Schedule page
This example illustrates the fields and controls on the Interview Schedule page. You can find definitions
for the fields and controls later on this page.
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Enter the details of the interview schedule, including date, time, and interviewer. Header information
displays either the work order ID or requisition ID.
Requesters and service coordinators can view the service providers scheduled for interviews. Click the
Evaluate Candidate button to access the Interview Schedule Details page, where you can evaluate the
candidate and provide interview details.
Note: You cannot update an interview schedule after you select Fill bid, Position No Longer Available,
Offer Accepted, or No Longer Available.
You can also set up interviews for individual service bids related to a multi-resource service.
Interview Schedule Details Page
Use the Interview Schedule Details page (SPF_REQ_SUMMARY_PG) to evaluate candidates based on
their interviews.
Navigation
Click the Evaluate button on the Interview Schedule page.
Image: Interview Schedule Details page
This example illustrates the fields and controls on the Interview Schedule Details page. You can find
definitions for the fields and controls later on this page.
Use this page to evaluate a candidate for a requisition or work order based on the candidate's interview.
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Candidate Rating
Select a candidate rating. Options include Excellent, Good,
Fair, Poor, and None.
Interview Completed
Select to indicate that the interview was completed.
Send Email Notification
Select to notify interviewers and the service provider contact of
the interview schedule information.
Note: Only the service coordinator and the requester can access
the Send Email Notification check box.
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Chapter 18
Managing Work Orders
Understanding Services Work Orders
This section provides prerequisites and discusses:
•
Services work orders.
•
Work order status.
•
Access to work orders.
•
VAT and SUT for services.
•
Multi-resource work orders.
Services Work Orders
In PeopleSoft Services Procurement, you can create work orders for resource, deliverable, or multiresource services that specify the basic terms and conditions of an assignment. Resource-based work
orders reflect work that is conducted by a single service provider. Work orders of this nature are logged
against the total hours worked. Deliverable-based work orders or request for proposal (RFP) work orders
are work orders that reflect work generally conducted by an entire work team. Progress on deliverablebased work orders is logged against an entire project, not just the hours worked by a single service
provider.
Because there is not a specific service provider as part of deliverable-based work orders, a statement
of work defines the requirements. The rate and the unit of measure (UOM) are not applicable for
deliverable-based work orders, so the user enters a work order amount instead of rate information. Multiresource work orders reflect work performed by multiple individual providers as part of an overall
project. These work orders consist of a higher-level parent work order with associated lower-level
individual services, and child work orders associated to those individual services.
After a service requisition is created, sourced, and filled, use work orders to document explicit terms
agreed upon by you and the service supplier. The service provider or service provider contact logs time or
progress, respectively, against the work order.
Work order functionality in PeopleSoft Services Procurement includes the following capabilities:
•
Generate a work order from a filled requisition.
•
Manually create a work order and link it to an approved or sourced requisition.
•
Manually create a work order that is not related to a requisition.
•
View tax information.
•
View and run the logistical tasks.
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•
Route a work order for approval using defined workflow rules.
•
Track and monitor for eligible service providers.
•
Reassign a work order to another service provider.
•
Extend the duration of a work order and track the related rate changes and approvals for the extension.
•
Adjust the rate on a work order using effective dates.
•
Link a work order to a purchase order using the Quick Source process.
•
Control expenditures to ensure that a work order does not exceed the agreed amount.
•
Notify a service provider or service provider contact that the work can begin.
Note: If you have already selected a service provider, you can create a work order without creating a
requisition.
Related Links
Understanding Time Management in PeopleSoft Services Procurement
Logistical Tasks Page
Work Order Status
Throughout the work order process, it passes through various work order management phases. The
following are valid work order statuses:
•
Open: The new work order is created.
•
Submitted: The work order is submitted for approval.
•
Approved: The work order is approved.
•
Released: The linked purchase order has been dispatched.
Time or progress can be logged against the work order.
•
Cancelled: The requester or service coordinator cancels the work order.
•
Closed: The work order is closed.
•
Denied: The work order is denied for approval.
•
Terminated: The work order is terminated prior to the expected end date.
•
Finalized: All time or progress is recorded and invoiced.
Any associated purchase order is reconciled with the work order.
Time, progress, and expenses cannot be logged past the projected end date of a released work order or the
actual end date of a closed, cancelled, or terminated work order. After a work order is finalized, a service
provider or service coordinator can no longer log time, progress, or expenses against it.
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Access to Work Orders
Throughout the work order process, specific role types have access to work order functionality. This table
lists the various role types that have access to work orders:
Role Type
Access
Requester
Based on permissions, the requester may have complete access
to work order functions.
Service Coordinator
Based on the set up on the Service Coordinator defaults page,
this person can enter a work order, extend a work order, or
delegate requisition sourcing.
Logistical Task Assigned To
This user can only view assigned logistical tasks associated
with the work order.
Work Order Approver (dynamically assigned based on
workflow rules)
This user has access to change the work order approval details
only.
Service Provider Contact
The service provider contact has view access for the work
order and authorization for assigning service providers for
deliverable work orders with tracking enabled.
VAT and SUT on Services
VAT is a governmental consumer sales tax, a straight percentage that is added to the cost of a good or
service. At each step in the supply chain, VAT is calculated by multiplying the cost of the good or service
by the tax rate, charged by the seller to the buyer. While at each step in the supply chain except the last,
the buyer can normally recover the VAT incurred. Thus, the liability for VAT is essentially the value
added at each step in the supply chain.
SUT is a governmental retail sales tax, a straight percentage that is added to the cost of a good or service.
Normally, everyone but the final consumer is exempt from this tax. Sales tax is charged, collected, and
remitted to the government by the retailer, while use tax is not handled by the retailer, but still due to the
government, and must therefore be self-assessed and remitted by the purchaser.
The major difference between VAT and SUT is that almost everyone pays VAT and recovers the VAT they
paid except the end consumer, whereas only the end consumer pays SUT. Everyone in the middle of the
supply chain is exempt from SUT.
The PeopleSoft tax tables require you to define:
•
Tax authorities, which contain individual tax rates and accounting information used to post the tax
liability to a general ledger.
•
Tax codes, which consist of a group of tax authorities.
The system calculates VAT and SUT when you create a work order. This enables you to estimate VAT
and SUT charges at an earlier stage in the supply chain, so that you have a more accurate understanding
of the final amount. The system triggers SUT and VAT defaulting and calculations when you save the
work order. If PeopleSoft Services Procurement is integrated with PeopleSoft Purchasing, the system
copies VAT and SUT codes and percentages as a default from PeopleSoft Purchasing purchase order to
the PeopleSoft Services Procurement work order upon work order release.
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Multi-Resource Work Orders
You use multi-resource work orders to manage multiple individual services that are related to a common
assignment and share a common overall approved amount. You can link the parent multi-resource service
to a requisition and fill it through the requisition sourcing process or create it manually. These individual
services can be passed from a related requisition or added and maintained directly on the work order.
You can source these individual services through the work order sourcing process or generate a relatedchild work order manually. The system records time and expenses against child work orders, but tracks
all consumption at both the child work-order level and the parent work-order level. The system places a
maximum amount (cap) on the time and materials amount for an overall project that consists of multiple
individual services.
PeopleSoft Services Procurement sourcing is accomplished using two steps. The first step of the twostep process sources the parent service from the requisition line with the necessary details about the
services and identifies the supplier who will perform the service. The second step is to source the related
individual services from the work order to the supplier who is selected in the first step. You cannot change
the supplier after the parent requisition line is filled.
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The next diagram illustrates how a multi-resource requisition flows through sourcing or can be associated
with a work order for sourcing:
Image: Sourcing multi-resource requisitions
how a multi-resource requisition flows through sourcing or can be associated with a work order for
sourcing
A multi-resource requisition flows through sourcing and can be associated with a work order for sourcing.
During requisition sourcing, the system fills the parent requisition line before the services are sourced to
the supplier. Similar to a deliverables-based requisition, additional details about the services are under
the parent line. The service coordinator has to source the parent line to suppliers first. Suppliers are setup
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based on the parent service type. Supplier selection rules are the same for the requisition as a deliverablesbased requisition.
After the parent requisition is filled or closed, the service coordinator can then source the requisition
service lines one at time or in combination. Sourcing parameters such as, notification and submittal limits,
are brought in as default values from the parent line. Service coordinators can access individual services
to modify the parameters for a service line.
Prerequisites
Before you can create a work order, the following conditions must be met:
•
If selecting a requisition line on the work order, the requisition line status must be Approved or
Sourced.
•
The requisition must be filled for automatic work order generation from the sourcing and bid pages.
•
A supplier network must be defined for the business unit.
•
Projects must be defined if Project Costing is installed.
•
Activities must be defined.
•
Service types and services must be defined.
To create the logistical tasks associated with the work order, you should:
•
Define tasks.
•
Define a task group.
•
Associate tasks with the task group.
•
Associate the task group with existing service types.
Creating and Managing Work Orders
This topic provides an overview of the work order process flow and discusses how to create and manage
work orders.
Pages Used to Create and Manage Work Orders
424
Page Name
Definition Name
Usage
Manage Services Work Order Page
SPF_WORDER_ROSTER
Manage services work orders.
Work Order - Details Page
SPF_WO_REQ_VEN_DT
Define and view work order details.
Work Order - Cost Page
SPF_WO_COST_PO_PG
Maintain work order cost information.
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Managing Work Orders
Page Name
Definition Name
Usage
Work Order - Consumption Page
SPF_WO_COST_CONSUM
Maintain work order consumption
information.
This only appears once the work order is
released.
Work Order - Approvals and Alerts Page SPF_WO_APPROVER
Manage work order approvals and alerts.
Work Orders - Comments Page
SPF_WO_COMMENTS
Adding comments and attachments to
work orders.
Work Order - Surveys Page
SPF_WO_SUR_USR
Enter work order survey information.
The Survey tab is available only if the
Using Surveys option is enabled for
the business unit and the work order is
saved.
Service Summary Page
SPF_WO_SRVC_SUM
Use work order services.
View Shifts for Service Page
SPF_SHIFT_BY_SRV
View any shifts associated with this
service.
View Assignments for Service Page
SPF_ASGN_BY_SRV
View any assignments associated with
this service.
Track Resources Page
SPF_WO_TRK_RSRC
Add and track new services providers for
deliverable services.
Progress Log Activity Page
SPF_PRGLOG_MS_PG
View activities associated with a
progress log for deliverable services.
SPF_WO_ACTIVITY (resource based
– only applicable when Project Costing
integration is NOT installed)
Use this page for:
•
Resource based work orders when
Project Costing is NOT installed.
•
Deliverable based Work Orders
that have a payment method of
milestone, fixed price, or rate based.
If you have the SP_ADD_WO_ADHOC
_ACT role action, then the Add Ad Hoc
Activities button is displayed on this
page.
When adding ad hoc activities to the
Progress Log Activity page, the system
automatically adds the new activity to
setup tables. After the activity is added
to setup tables, the activity is considered
as predefined and can be used for future
work order activities.
Work Order - Cost Page
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Page Name
Definition Name
Usage
Work Order Rates Page
SPF_WO_PAYRATE
(Optional) Update the work order rate by
effective date.
Work Order - Cost Page
Service Work Order History Page
SPF_WO_HISTORY
View status and approval changes,
including the service coordinator or team
that was assigned to the work order at the
time history was recorded.
Manage Services Work Order Page
Services Work Order Template History
Page
SPF_WO_TE_TEMPLATE
View templates that were linked to the
work order.
Work Order - Cost Page
Document Attachment Page
SPF_WO_ATTACH
Upload file attachments for a work order.
Work Order - Details Page
Quick Source Page
PV_RUN_REQSORC_1
Run the process that creates purchase
orders related to work orders.
This process is only accessible if
purchase orders are integrated with work
orders.
Work Order - Cost Page
Maintain Purchase Orders Page
PO_LINE
Access the purchase order where you
can run commitment control, check doc
tolerance, and dispatch purchase orders.
This process is only accessible if
purchase orders are integrated with work
orders.
Work Order - Cost Page
Work Order Approval Status Page
SPF_WO_APPR_STATUS
View work order approval information.
The work order approval button is
only accessible if the Enable Approval
Process option is enabled for the
business unit on the work order tab.
Manage Services Work Order Page
Work Order Activity Page
SPF_WO_ACTIVITY
Identifies the activities associated with a
resource-based work order.
Work Order - Cost Page
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Page Name
Definition Name
Usage
Bid Factors by Work Order Page
SPF_WO_BIDFACTR
Displays bid factors associated with a
resource-based work order, including bid
factor code, weighting, and activity.
Work Order - Details Page
Timesheets by Work Orders View Page
SPF_TIMEBYWO_VIEW
Displays the timesheets related to a
specific work order.
Work Order - Cost Page
Identify Work Order Services Page
SPF_WO_SERVICE_DTL
Define individual service details for
work orders.
The Services tab applies only to multiresource work orders, and is not
available for resource or deliverable
work orders.
Service Summary Page
Select Services for Extension Page
SPF_WO_EXT_SRV_SEL
Extend individual services on multiresource work orders.
Understanding the Work Order Process Flow
Here is an overview of the steps in the work order process flow:
1. Use the Manage Services Work Orders page (SPF_WORDER_ROSTER) to manage services work
orders.
Navigation
Services Procurement, Manage Services Work Orders
Note: You can click the generate work order button from the Bid Response page, the Assess and
Award Bids page, or the Requisition Line Position Details page for a filled requisition line to
automatically generate a service work order.
2. For manually created work orders, enter the business unit, work order ID, and service type in the Add
New Work Order group box on the Manage Services Work Order page.
Note: The Service Type field determines whether the work order is resource-based or deliverablesbased.
3. For manually created work orders, click the Add button to access the Maintain Service Work Order
page.
4. Enter the required information on the Maintain Services Work Order page.
If you create a work order that is tied to a requisition, many fields (such as Start Date and End Date,
Project, Service Provider, and so forth) appear by default from the original requisition. In addition,
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Managing Work Orders
Chapter 18
you must enter data in the Invoice Approver and Time Approver or Progress Log Approver and
Expense Approver and Progress Log Template fields.
5. Save the page.
If your system is set up to share tasks with Microsoft Outlook, when you create a work order and save
it, the associated tasks are queued up in the Desktop Integration queueing tables and sent to Outlook.
When a task is in Outlook, the Outlook user can carry out the task and change the status of the task
or delete it. Changes made in Outlook are synchronized in PeopleSoft Services Procurement and you
can view the status on the View Task Checklist and View Task Detail pages. Likewise, the Services
Procurement user can carry out the task and change the status. Changes that are made in Services
Procurement are synchronized in Outlook.
When a task is deleted in Outlook, the Deleted in Outlook check box on the View Task Checklist
page in Services Procurement is selected, indicating that it has been deleted. A task that is deleted in
Outlook is not sent back to Outlook, but the user in Services Procurement can still carry out the task.
A task can be assigned to another user only in Services Procurement. You do this using the Assign To
check box on the View Task Detail page. When this happens, the task is deleted in Outlook and a new
task is created in Services Procurement and sent to Outlook with the new user assigned.
6. Click the View Task List link on the Maintain Services Work Order page to ensure that all mandatory
preapproval logistical tasks are complete.
7. After all mandatory preapproval logistical task are complete, click the Submit button on the Maintain
Services Work Order page.
Upon submittal, the work order submittal page displays approval information and the work order
status changes to Submitted or Approved, if the work order creator has sufficient authority to approve
work orders or the work order approval process is not used for the business unit.
8. After a work order is submitted for approval, it is routed to the work order approver as defined by the
workflow rules.
There can be more than one approver for each work order, depending on the number of approvers set
up in the workflow rules. A new task item appears on the approver's worklist indicating that the work
order needs approval. An email notification is sent to the approver's in box. Once approved, the work
order status changes from Submitted to Approved.
See Understanding PeopleSoft Services Procurement Workflow.
9. Access the Services Work Order Roster page, and locate the approved work order.
Click the Edit Work Order button on the Work Order Roster page to update the approved work order.
10. (Optional) Click the View Task List link on the Work Order - Details page to verify that all
postapproval logistical tasks are complete.
You must complete all post approval tasks before releasing the work order.
11. If purchase orders are integrated with work orders, click the Process Purchase Order button on
the Maintain Services Work Order page to complete purchase order distribution and accounting
information, and then click the Quick Source link on the Cost tab to build the purchase order
automatically.
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Chapter 18
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Note: The Quick Source link appears for manually created work orders, as well as work orders that
are associated with requisitions.
12. Click the button next to the created purchase order ID to verify that the purchase order has been
approved, budget checked, checked for doc tolerance, and dispatched.
Use the purchase order page to perform these actions.
13. After the purchase order has been dispatched, you can release the work order by clicking the Release
button.
Note: If password security is not enabled, a user profile will be created automatically upon release of the
work order if one does not already exist.
Related Links
Setting Up Integration for Work Order Logistical Tasks with Microsoft Outlook
View Task Checklist Page
Manage Services Work Order Page
Use the Manage Services Work Orders page (SPF_WORDER_ROSTER) to manage services work
orders.
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Managing Work Orders
Chapter 18
Navigation
Services Procurement, Manage Services Work Orders
Image: Manage Services Work Order page (1 of 2)
This example illustrates the fields and controls on the Manage Services Work Order page (1 of 2). You
can find definitions for the fields and controls later on this page.
Image: Manage Services Work Order page (2 of 2)
This example illustrates the fields and controls on the Manage Services Work Order page (2 of 2). You
can find definitions for the fields and controls later on this page.
Use the Manage Work Order page as the central location to create, maintain, and extend work orders,
including multi-resource service work orders. Use the Add New Work Order group box to create a new
work order. Select a business unit and use the Work Order ID field to define a work order ID. The system
assigns an ID if you do not enter one.
Note: A service coordinator cannot be the same as the service provider, and a service coordinator cannot
access work orders for which he is the service provider or service provider/coordinator.
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Chapter 18
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The content and use of the work order depends on the value you select in the Service Type field. You can
select a service type that is based on a deliverable-, multi-resource-, or resource-based service method.
Each of these methods has a different function for a work order.
After you enter the work order information, click the Add button to enter details about the work order. If
you are creating a multi-resource work order, use the Services Summary tab to define default services or
add a new service.
Note: The monetary amount appears only if you are a requester and have View or Define and View
requester rate access for the business unit or if you are a service coordinator.
Search Services Work Orders
Use the Search Services Work Orders group box to streamline the search results for the work order. After
you enter the search criteria, go to the roster area where you can edit, establish workflow, and cancel work
orders. You can search for work orders based on a business unit, requester, work order ID, and work order
name.
Note: Search results display only the top-line information for multi-resource transactions. When you
expand the top-line work order ID, the system displays the corresponding services line details.
Note: If row-level security has been implemented for the business unit and permission list, you must enter
a business unit before you can search for a requester using the Look up Requester button.
Work Order Type
Select a type of work order on which to base the search. Work
order types determine the logistical task group and logistical
tasks that are associated with the work order. Values include:
Original, Extension, Replaced, and Reassigned.
Work Order Status
Select a work order status on which to base the search. The
status is the work order's life-cycle stage. For example, Open,
Submitted, and Closed are stages.
Service Method
Select the service method on which to base the search. Values
include: Deliverable, Multi Resource, and Resource.
Linked Work Order
Select to base the search on a linked work order. This is a work
order to which another work order has been linked by either
extending, reassigning, or replacing the existing work order.
Note: Linked work orders that are associated to multi-resource
services do not display in the search results. Use the multiresource search criteria instead.
Date From andThrough Date
Select a range of creation dates on which to base the work order
search.
Requisition ID
Enter a requisition ID on which to base the search.
Line Number
Select a requisition line number on which to base the search.
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Managing Work Orders
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Search Criteria Applies to Both
Parent and Child Work Orders
Select to indicate that the search should include all lower-level
individual service work orders related to a multi resource work
order along with the top-line parent work order. This button
applies only to multi-resource work orders. When you select this
option, the system retrieves only child work orders if the child
work order itself meets the search criteria that you select.
Search Criteria Applies to Parent
Work Orders Only
Select to indicate that the search should include only the toplevel parent work orders for multi resource services. This button
applies only to multi-resource work orders. If you select this
button, the system makes the Show Individual Child Services
available. The system uses the criteria that you select to retrieve
applicable parent work orders.
Show Individual Child Services
Select to display lower-level individual service work orders
related to selected multi resource work orders in the search
results. This check box applies only to multi resource work
orders and is available when you select to search parent work
orders only. It determines whether the system retrieves relatedchild work orders for those parent work orders that were
selected. In this case, it doesn't matter whether the child work
orders also meet the specified search criteria. If the parent work
order meets the criteria and it is selected to show children, the
system retrieves the children regardless.
Show Advanced Criteria
Click to view more search fields, including Survey ID, Supplier
ID, Coordinator,Service Provider, Service Team, and Provider
Contact.
Services Work Orders: Summary Tab
Use this tab to review basic information for work orders that the system retrieves based on your search
criteria.
Click to access the Services Work Order History page, where
you can view a summary and history of the work order.
Click to access the Service Work Order - View Task Checklist
page, where you can view the logistical tasks for the work order.
Click to access the Work Order Approval Status page, where
you can review the work order approval information.
Click the Extend Work Order icon to extend the duration of the
work order. This button appears only for resource- and multiresource-based work orders. When you click the system displays
the Service page, where you can enter a new end date for the
work order. Logistical tasks that are associated with the work
order type are used are associated with the new extended work
order.
A new purchase order amount associates with the extended
work order, which requires additional approval.
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Chapter 18
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For multi-resource services, the system extends the top-line
work order, along with all open individual child service work
orders. Any individual service filled from the original parent
work order after the extension has been created can be extended
by using the Select Services for Extension page to create new
work orders to extend the individual service work orders
Click the Assign New Resources icon to assign a new service
provider to the work order either by manually replacing the
service provider or going through the fulfillment process.
Note: Click this button to access the Maintain Services Work
Order page, where you can enter a new start date and select a
new service provider for the work order.
You can assign new resources to resource-based work orders
only.
Summary II
Use this tab to view and access additional information about the work that includes the projected start and
end dates. Other fields on this tab are the same as the field on the Summary tab.
Service Details
Use this tab to view and access additional information about the work order. This information includes the
service method, such as multi resource, service type, service and job title. Other fields on this tab are the
same as for the Summary tab.
Cost Details
Use this tab to view and access additional information about the work order. Information on this tab
includes the loaded rate, work order amount, and purchase order status.
Additional Information
Use this tab to view and access more details about the work order. that includes the projected start and end
dates. You can view the requester, service coordinator, team, and survey ID. The tab provides the work
order creation date and who created it. Also available is the parent work order ID and the sub line.
Work Order - Details Page
Use the Work Order - Details page (SPF_WO_REQ_VEN_DT) to define and view work order details.
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Chapter 18
Navigation
Services Procurement, Manage Service Work Orders
Click the Add button on the Manage Services Work Order page.
Click a Work Order ID link on the Manage Services Work Order page.
Image: Work Order Details page
This example illustrates the fields and controls on the Work Order Details page. You can find definitions
for the fields and controls later on this page.
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Chapter 18
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Image: Work Order Details page
This example illustrates the fields and controls on the Work Order Details page. You can find definitions
for the fields and controls later on this page.
Work Order ID
Displays the unique work order ID that is assigned when you
create a new work order.
Work Order Status
Displays the status of the work order. Values are:
Work Order Name
•
Open
•
Submitted
•
Approved
•
Released
•
Canceled
•
Closed
•
Denied
•
Terminated
•
Finalized
Enter a descriptive name for the work order. The requisition
name (if one is associated with the work order) or to the work
order ID is the default value.
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Managing Work Orders
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Work Order Details
Service Method
Displays the service method of Deliverable Based, Multi
Resource, or Resource Based.
Note: The service method is determined by the service type
selected in the Add New Work Order group box.
Work Order Type
Displays the work order type. Work order values are Original,
Extension, Replaced, or Reassigned.
Note: Work order types determine the logistical task group
and logistical tasks that are associated with the work order.
Preapproval and postapproval logistical tasks are determined by
the work order type values.
Linked Work Order
Displays a linked work order. A new work order is linked to
an existing work order by either extending, reassigning, or
replacing the existing work order. When you extend, reassign,
or replace an existing work order, information from the original
work order appears by default on the new work order.
Engagement Manager
This field is available for all service methods including the multi
resource child service. The value for the Engagement Manager
is passed on from the linked Requisition when one is present.
When no requisition is linked, the value will be defaulted
to the same value as the Requester upon initial creation for
resource, deliverable, and parent multi resource services.
For multi resource children, the value will be the same as the
parent service. The Engagement Manager value for resource,
deliverable, and multi resource parent work orders will be
available for editing until the Work Order has been finalized for
all types of work orders
Requisition Information
Requisition ID
(Optional) Enter the requisition ID associated with the service
work order. The requisition line must have a status of Approved
or Sourced.
The system displays links to original sourcing requisitions.
Click a Requisition ID link to access the Requisition Line Job
Summary page for that requisition.
Note: You can generate a work order from filled requisitions by
clicking the Work Order button on the Requisition Details page
or Assess and Award Bids page.
Line Number
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Enter the requisition line number. When you link a requisition
line, information from that line appears by default on the work
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Chapter 18
Managing Work Orders
order. Some of that information is not editable on the work
order.
Service Information
Service Type
Displays the service type selected in the Add New Work Order
group box.
Note: This can only be changed to a service type with the same
service method.
Services
Select the specific service to be performed, for example,
Program Manager or Java Developer. The services are linked to
the service type on the Services by Service Type page.
Track Resource
Select this check box if this is a deliverable service method
work order and you want the service provider resources to be
included on the work order.
Requesting Dept (requesting
department)
Select the requesting department which must be a valid HCM
department (if HCM is enabled on the Services Procurement
installation); otherwise select a valid department for PeopleSoft
Financials/Supply Chain Management.
Location
Enter the ship to location for the work order. The ship to
location appears by default from the requester defaults.
Job Title
Enter the job title for the work order.
Note: This value defaults from the service attributes.
Scope of Work
Enter free-form comments to describe the type of work that the
candidate needs to perform on the work order.
Candidate Requirements
This group box contains various candidate requirements. The default values come from the requisition
if there are skills associated with the requisition; otherwise the values come from the competencies
associated with the work order.
Competencies
This display-only field is used to screen candidates that do not
have the competencies required for the work order.
Proficiency
This display-only field indicates the minimal level that the
candidate should possess in order to be qualified for the
position.
Note: Proficiency is for informational purposes only
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Managing Work Orders
Chapter 18
Experience
This display-only column indicates the minimum years
of experience the candidate should possess, and is for
informational purposes only.
Action
Select Block, No Action, or Warn depending on the action you
want to occur if the service provider entered on the work order
does not have the required competencies.
Other Skills
Enter any free-form text in this field to indicate additional skills
that may be required for the position.
Settlement Options
View the settlement method for a work order, which is based
on the service selected. Progress will be recorded based on the
method defined. Values include:
•
Fixed Amount: Progress payments are made against
milestone activities where the supplier enters the amount to
be paid on the progress logs.
You can record progress multiple times against the same
milestone for work order to allow payment upon partial
completion of a activity.
•
Milestone: Payments are made when agreed upon milestones
are met.
For example, you could agree to pay the construction
company 25 percent of the total fee when the foundation
is complete. The supplier can only select each milestone
activity once for completion.
•
Percentage: Payments are made based on the percentage of
completion for the total work order amount entered on the
progress log.
•
Rate Based: Payments are based on an agreed upon rate for
service activities.
For example, you could agree to pay a contractor pouring
concrete a specific rate per cubic foot. For this example, the
actual cubic feet poured is entered in the progress log and
the payment is based on that agreed rate.
Note: This field applies to deliverable-based work orders
only.
Duration Information
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Projected
Enter a projected start and end date for the work order. The start
date reflects the date when the work is projected to begin. The
end date reflects the date when the work is anticipated to end.
Actual
Enter the actual dates when the work begins and ends. You must
enter the actual start date before releasing the work order. Enter
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Chapter 18
Managing Work Orders
actual end date after the work order is canceled, terminated, or
closed.
Calendar Duration
Displays the number of calendar days from work order start date
to the end date.
Note: This option appears for resource-based work orders only.
Estimated Service Days
Displays the total number of service days estimated for the work
order. The value can be overwritten and the work order total is
recalculated.
Note: This option appears for resource-based work orders only.
Utilization % (utilization percentage)
Enter the percentage of time that the candidate spends in a work
week. For example, if the candidate typically works a half day,
the utilization would reflect 50 percent. If the candidate will
work three days per week, the utilization will reflect 60 percent.
The default value is 100 percent.
Note: This option appears for resource-based work orders only.
Overtime Permitted
Select the check box if overtime is allowed for the work order.
Note: This option appears for resource-based work orders only.
Supplier Information
Supplier ID
Enter the supplier ID.
Supplier Loc (supplier location)
Enter the supplier location. If only one location exists for the
supplier, it automatically appears on the work order.
Track Resource(s)
Select to track the service provider resources for deliverablebased engagements.
Review Service Provider Eligibility
Click to access the Service Provider Eligibility Review page.
You use the page to view service providers that are marked as
not eligible and are potential matches to the service provider
on the current work order. The system does not allow actual
matches for selection. Any potential matches of identifier ID
against the selected service provider produces a system warning
and provides service coordinators an opportunity to notify
administrators if they feel the potential match is a true match.
Search By Competencies link
Click the hyper link to search for the existing service providers.
A page with Competencies displays which you can use to enter
search criteria and trigger SES search.
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Chapter 18
Service Performed Location
Where Service Performed
Select a service location. PeopleSoft Services Procurement
calculates taxes based on the service performed location that
you select. Taxes as per the location will be displayed on a
purchase order, invoices and vouchers. The service performed
location options will be available only if third party tax
integration is enabled at the BU level.
Note: The Supplier Location and Service Provider Location
options can be selected only if you have entered the supplier
details in the Supplier Information section.
For more information, see "SUT Processing on the Purchase
Order" (PeopleSoft FSCM 9.2: Purchasing), Manage Invoices
Page, "Invoice Information Page" (PeopleSoft FSCM 9.2:
Payables)
Service Coordinator Information
VMS Supplier (supplier managed
service supplier)
View the name of the supplier who manages third-party
suppliers performing the services.
Note: This field appears only for work orders that are VMS
managed, which is based on the settings for the business unit or
service type.
VMS Location (supplier managed
service location)
View the supplier location that manages third-party supplier
performing the service.
Note: This field appears only for work orders that are VMS
managed, which is based on the settings for the business unit or
service type.
Service Coordinator Type
Determines whether an individual service coordinator or a team
is responsible for the work order. If the work order is VMS
managed, this field is view only.
Service Coordinator
Select the specific individual service coordinator or team
assigned to the work order. If the work order is VMS managed,
this field is view only.
Links and Other Status Buttons
Links change based on the status of a work order.
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Manage Service Work Orders
Click to access the Manage Services Work Orders page.
Work Order History
Click to view the history for a work order. The history includes
summary information, approval updates and date changes for
the work order.
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Chapter 18
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Statement of Work
Click to access the Document Attachment page, where you can
attach files associated with previously created work orders.
Task Check List
Click to view logistical tasks that are associated with the work
order.
Task Check List
Click to view logistical tasks that are associated with the work
order.
Bid Attachments
Click to access the Bid Attachments page, where you upload
attachments to bids.
Process Purchase Order
Click to submit the approved work order details to the
PeopleSoft Purchasing application. This field is available
after the work order has been approved and when PeopleSoft
Purchasing integration is selected. Use the Integration Option
group box on the eProcurement Business Unit Options page to
define this setting.
View Shifts for Service
Click this link to access the View Shifts for Service inquiry
page. This link is available only if the business unit is enabled
to use shifts and if there are any valid shifts by service
combinations associated with this work order.
See View Shifts for Service Page.
View Assignments for Service
Click to access the View Assignments for Service inquiry page.
This link is available only if the business unit is enabled to use
assignments and if there are any valid assignments by service
combinations associated with this work order.
See View Assignments for Service Page.
Scoring Criteria
Click to enter bid factors for the service provider contact to
respond to and by which the bid score is calculated. This
enables the service coordinator to make an informed decision.
You can define bid factors at the work order and work order
service level.
Cancel Work Order
Click to cancel the work order.
Note: If you cancel the work order, and if the work order is tied
to a requisition line, the status of the requisition line is changed
to Sourced. After the status of the requisition line is changed
to Sourced, the requisition line is available for resourcing to
suppliers. An exception to this is the individual child services
for a multi-resource parent service. When these child work
orders are canceled, the status of the individual service on the
parent work order is not reset.
Close Work Orders
Click to close the work order after the service has been
completed. The actual end date is specified when the work order
is closed and no time or progress may be entered past this date.
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Submit
Chapter 18
Click to submit the work order for approval.
Note: If the preapproval logistical tasks aren't complete, an error
message appears and the status does not change to Submitted.
Terminate
Click to terminate the candidate. The work order is terminated
prior to the expected date.
Release
Click to release the work order. After the work order is released,
the supplier is notified that he can begin to log time or progress
logs.
Note: If the postapproval logistical tasks aren't complete,
an error message appears and the status does not change to
Released.
Finalize
Click to indicate that all time or progress is recorded and
invoiced. Any associated purchase order is reconciled with the
work order.
Extended Work Order
Click to extend the duration of the work order and track related
rate, approval, and logistical task changes. This button appears
for resource and multi-resource work orders only.
Assign New Resources
Click to assign a different service provider for this work order.
This button appears for resource-based work orders only.
Depending on the business unit setup, clicking the Assign
New Resource button may enable users to choose the option
to manually reassign the service provider or go through the
fulfillment process.
Note: If you want to reassign resources without using sourcing
to a specific service provider, the work order has a type of
Reassign. If you want to reassign resources using the bid
process, it will populate the same work order associated with
the requisition and will enable you to source it. Source it to
different supplier from the original requisition, then submit the
bid, accept and fill, and a new work order type of Replace will
be created.
Related Links
Understanding Progress Logs
Maintaining Service Setup
Understanding Settlements in PeopleSoft Services Procurement
Work Order - Cost Page
Use the Work Order - Cost page (SPF_WO_COST_PO_PG) to maintain work order cost information.
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Chapter 18
Managing Work Orders
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Select the Cost tab.
Image: Work Order - Cost page (1 of 2)
This example illustrates the fields and controls on the Work Order - Cost page (1 of 2). You can find
definitions for the fields and controls later on this page.
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Managing Work Orders
Chapter 18
Image: Work Order - Cost page (2 of 2)
This example illustrates the fields and controls on the Work Order - Cost page (2 of 2). You can find
definitions for the fields and controls later on this page.
Note: When you are creating a new work order and ChartField security has been established for work
order prompts and fields, the system applies values according to the ChartField security rules and
prevents you from entering prompt values that are not valid. Also when you are updating the Cost page,
and do not have ChartField security, the system issues a message and does not display protected field
values.
If you select the Use Pay Types check box on the Services Procurement Business Unit Options page
and if the service method is Resource, then, the system displays the Rate Breakdown group box. Rate
breakdowns are not used for work orders when the service method is Deliverable.
If you create a manual work order and rate sheet information is defined, rate breakdown and expense
information defaults from the associated rate sheet.
Note: User role actions determine which users can view rate breakdown information.
Manual work orders created by a requester are routed to the service coordinator for rate definition prior to
approval if the rate definition for the business unit is set to not allow rate definition for the requester.
Cost Details
444
Currency Code
Displays the currency code associated with the work order.
Exchange Rate Detail
Click the Exchange Rate Detail link for currency and exchange
rate information.
Allow Expenses
Select to report expenses for work orders. When you select to
allow expenses, you must enter an expense rate and amount.
The system provides a warning message that indicates the Allow
Expenses check box is selected, but an expense-related rate and
amount have not been entered.
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Chapter 18
Managing Work Orders
Note: This check box is only available if the SP Expenses
Enabled check box is selected on the Services Procurement
Installation Options page.
Although this setting defaults from the Services Procurement
Business Unit page, you can override it here.
Display in Work Order Currency and Toggle between Work Order and base currency.
Display in Base Currency
Select Display in Work Order Currency to view the currency
code and rate in the work order currency.
Select Display in Base Currency to view the currency code and
rate in base currency.
Rate Details
Pay Rate
Enter or view the amount that is paid to the service provider.
The rate detail fields do not apply when the service method is
deliverable or multi-resource.
Note: This option appears when the pay types option is enabled
on the Services Procurement Installation Options page.
Fixed Cost
Enter or view additional amounts that are used to cover fixed
costs of the supplier related to providing the service.
Note: This option appears when the pay types option is enabled
on the Services Procurement Installation Options page.
Supplier Markup
Enter or view markups charged by the supplier for providing the
resources to perform the service.
Note: This option appears when the pay types option is enabled
on the Services Procurement Installation Options page.
Third Party Markup
Enter or view additional markups that are charged when the
supplier secures resources from a subcontractor.
Note: This option appears when the pay types option is enabled
on the Services Procurement Installation Options page.
Total Markup Rate
Displays the total markup rate. The system adds the Pay Rate,
Fixed Cost, Supplier Markup, and Third Party Markup fields to
determine this value.
Note: This option appears when the pay types option is enabled
on the Services Procurement Installation Options page.
Rate
Enter the rate of pay associated with the work order when pay
types are not enabled. You can view the rate of pay when pay
types are enabled. Modifications to the rate amount are validated
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Managing Work Orders
Chapter 18
against rate sheets defined for the project role and region. If you
enter a rate amount that is out of tolerance withe rate sheet, you
receive either an error or a warning message.
Click to enter effective-dated rate. When time is logged against
the work order, the rate effective for the time period is used to
calculate the timesheet amount.
Note: When a requisition is filled and a work order is created,
there may be two entries in the effective-dated rate. The first
entry is for the requisition rate and the second rate is the filled
rate. This provides visibility of the rate history and enables
comparison.
If the rate is increased, the work order amount may be
consumed at a quicker rate. An extension may need to be
created if the amount is consumed before completion of the
work order.
UOM (unit of measure)
Enter the unit of measure associated to the defined rate, or select
a unit of measure from the list of available values.
Expense Rate
Enter the rate allowed for expenses.
Amount Details
Labor Amount
Displays the total amount calculated for labor. It does not
include any tax values and is updated when a new time report is
entered.
VMS Fee (supplier managed service
fee)
Displays the total amount calculated for the supplier managed
services fees.
Note: This value only appears for work orders that are VMS
managed.
Loaded Amount
Displays the sum of the labor amount and the VMS fee.
Expense Amount
Displays the total amount of expense calculated for the work
order. The system calculates the expense amount as the work
order rate multiplied by the work order duration.
WO Amount (work order amount)
Displays the total amount for the work order, including labor,
expense, and any applicable VMS markup.
This amount is calculated based on the amounts entered in the
Labor and Expense Amount fields.
Note: You can edit the Expense Rate, UOM, and Amount fields only if the requisition is not associated
with a work order. If the work order is associated with a requisition, the values appear by default from the
requisition and can only be viewed.
The work order total calculation does not include any amounts for shift or assignment pay.
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Chapter 18
Managing Work Orders
SUT Information and VAT Information
Tax Applicability
Displays SUT applicability for this work order.
Sales/Use Tax % (sale and use tax
percent)
Displays the total SUT percentage.
Sales Tax Amount
Displays the total taxable amount.
VAT Percent
Displays the total percentage for all VAT authorities included for
the VAT code.
VAT Entity
Displays the entity in the organization that reports VAT.
The VAT entity is determined from the PeopleSoft General
Ledger business unit associated with the PeopleSoft Purchasing
business unit.
If an entry exists for the PeopleSoft General Ledger business
unit, then VAT calculations are performed on the work order. If
not, VAT fields are hidden on the work order.
VAT Amount
Displays the VAT amount charged in the transaction line
currency.
Time Reporting Information
Time Reporting Option
Select a value from the three given options. Options include:
Actual Allocation, Percent Allocation, and Default from
Business Unit. This value defaults from the service type or
business unit when new work orders are created.
The time reporting option indicates whether actual allocation or
percentage allocation is used for recording time against the work
order. If actual allocation is selected, the service provider must
specify which ChartField distribution line to which the time is
associated. If percentage allocation is selected, time is prorated
automatically across all ChartField distribution lines based on
the percentage of the work order labor total for each line.
Time Template History
Select an option that controls how time will be reported for
the work order. This template defines options such as the
time reporting period (weekly, monthly, and so on), the time
reporting calendar, the ChartField accounts that are displayed
during time entry, and any related time reporting rules.
Activities
Click to access the Activities page, where you can view
activities associated with the work order.
Expense Reporting Option
Select a value from the three given options. Options include:
Actual Allocation, Percent Allocation, and Default from
Business Unit. This value defaults from the service type or
business unit when new work orders are created.
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Chapter 18
The expense reporting option indicates whether actual allocation
or percentage allocation is used for recording expense against
the work order. If actual allocation is selected, the service
provider must specify which ChartField distribution line to
which the expense is associated. If percentage allocation is
selected, expense is prorated automatically across all ChartField
distribution lines based on the percentage of the work order
labor total for each line.
Note: This field is available only if "Expenses Allowed"
indicator is selected on the Work Order - Cost page.
Allow Time Expense Overage
Enter the percent tolerance for time and expense. This value
defaults from the service requester or service coordinator setup.
See Understanding Time Management in PeopleSoft Services Procurement.
Progress Reporting Information
Image: Progress Reporting Information page
This example illustrates the fields and controls on the Progress Reporting Information page. You can find
definitions for the fields and controls later on this page.
Progress Reporting Option
Select a reporting option. This value defaults from the service
type or business unit when new work orders are created.
Progress Log Template
Select an option that controls how progress will be reported for
the Work order. The templates available for selection depends
on the Progress Reporting Option you have selected
Activities
Click to access the Activities page, where you can view
activities associated with the work order.
Expense Reporting Option
Select a value from the three given options. Options include:
Actual Allocation, Percent Allocation, and Default from
Business Unit. This value defaults from the service type or
business unit when new work orders are created.
The expense reporting option indicates whether actual allocation
or percentage allocation is used for recording expense against
the work order. If actual allocation is selected, the service
provider must specify which ChartField distribution line to
which the expense is associated. If percentage allocation is
selected, expense is prorated automatically across all ChartField
distribution lines based on the percentage of the work order
labor total for each line.
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Chapter 18
Managing Work Orders
Note: This field is available only if "Expenses Allowed"
indicator is selected on the Work Order - Cost page.
Allow Progress Log Overage
Enter the percent tolerance for Progress and Expense. This value
defaults from the service requester or service coordinator setup.
See Understanding Time Management in PeopleSoft Services Procurement.
Accounting Distribution Information
Use this section to enter and review distribution information.
Distribution Type
Select from the two available options when adding new
distribution lines. Options for this field are "Labor" and
"Expense".
Expense Only Percent
Enter the expense percent allocation for the requisition line that
is charged to a ChartField combination.
Note: This column is only available when the distribution type
is Expense.
Amount
Enter the amount that is to be charged to a particular ChartField
combination.
Note: Changes to the labor percentage or total percentage
triggers an automatic recalculation of the distribution line
amount.
Labor Only Percent
Enter the labor percent allocation for the requisition line that is
charged to a ChartField combination.
Note: Changes to the total percentage or amount triggers
an automatic recalculation of the labor percentage for the
distribution line.
Total Percent
Enter the percent allocation of the total amount for the
requisition line that is charged to a ChartField combination.
For example, if you have one distribution and you enter 100
for that distribution line, the system charges 100 percent of the
requisition request to the same department or project. However,
if you have two distribution lines, and you enter 50 percent
for the first distribution line and 50 percent for the second
distribution line, the system evenly distributes the requisition
line amount among both distributions.
Note: Changes to the labor percentage or amount triggers
an automatic recalculation of the total percentage for the
distribution line.
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Managing Work Orders
Chapter 18
Account
Enter the account that is to be charged to a particular ChartField
combination.
Budget Status
Displays whether the distribution has been budget checked,
when commitment control is on. Values for the field include Not
Chekd and Valid.
Budget Date
Displays the date used by commitment control to determine the
budget period to which this item cost belongs.
Pre-Encumbrance Balance
Displays the pre-encumbrance balance. Pre-encumbrance is
created in your budget records by the budget-checking process
when you generate a requisition.
Note: If the work order is linked to a requisition, all distribution information defaults from the requisition.
You can override the distribution information here.
In the case of multi-position requisitions, work order distribution amounts are recalculated to prorate the
amounts for a single position, which is based on the percentage defined on each distribution line on the
requisition.
For individual service work orders related to a multi-resource work order, the distribution information
for the parent work order is also displayed as available distribution lines for selection . You can select the
distribution line that you want to add to the lower-level individual service work order. After you select a
distribution from the available distribution lines, that line no longer appears in the list of values available
for selection in future searches.
Purchase Order Information
Click to access the purchase order generated for the work order.
The purchase order must be approved, budget checked (if
commitment control is enabled), have valid doc tolerance, and
must be dispatched before releasing the work order.
Note: If the preapproval logistical tasks aren't complete, an error
message appears and the status does not change to Submitted.
Process PO (process purchase order)
Click to populate the purchase order staging tables.
Note: This button appears only if purchase orders are integrated
with work orders.
Quick Source
Click to access the Requisition Sourcer run control page, where
you can automatically build a purchase order.
Note: This option does not appear before a work order is
approved or after the work order is released.
Work Order - Consumption Page
Use the Work Order Cost Consumption page (SPF_WO_COST_CONSUM) to maintain work order
consumption information.
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Chapter 18
Managing Work Orders
Navigation
Services Procurement, Manager Services Work Orders, Work Order - Service
Select the Consumption tab on the Work Order page.
Image: Consumption page (1 of 2)
This example illustrates the fields and controls on the Consumption page (1 of 2). You can find definitions
for the fields and controls later on this page.
Image: Consumption page (2 of 2)
This example illustrates the fields and controls on the Consumption page (2 of 2). You can find definitions
for the fields and controls later on this page.
Note: This page appears only when the work order is released.
Billable Amount
Displays the total billable amount service providers reported
against a particular work order. It does not include any tax
values and is updated when a new time report is entered.
This amount reflects any shift or assignment pay.
View Consumption Details
Click to access the timesheets, expenses, and invoices that are
related to this work order.
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Note: These fields appear after the work order is released and time and expense sheets have been logged.
Multi-resource parent work orders display the cumulative consumption for all related individual service
work orders. Individual service work orders display both the overall consumption for the related parent
multi resource work order and the consumption for the specific individual service.
Work Order - Approvals and Alerts Page
Use the Work Order - Approvals and Alerts page (SPF_WO_APPROVER) to manage work order
approvals and alerts.
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Select the Approvals and Alerts tab.
Image: Work Order - Approvals and Alerts page
This example illustrates the fields and controls on the Work Order - Approvals and Alerts page. You can
find definitions for the fields and controls later on this page.
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Using Work Order Alerts
This default value comes from the Service Requester Defaults,
Service Coordinator Defaults, Service Type, or Business Unit–
in that order. Select Yes if you want alert notifications to be
generated for the triggers entered in the Work Order Alerts grid.
Select No if work alerts are not needed.
Alert Notification Method
This default value comes from the Service Requester Defaults,
Service Coordinator Defaults,Service Type, or Business Unit– in
that order. Select if you want alert notifications to be generated
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Chapter 18
Managing Work Orders
for the triggers entered in the Work Order Alerts grid. Specify
if the alerts should be Worklist entries only or both Worklist and
Email.
Alert Description
Enter a brief description for the work order alert notification.
Alert information defaults from requester or service coordinator
default information, service type, or business unit.
Alert Value
Enter a value to determine when the work order event triggers.
Note: This value is represented in days and percent.
For example, if you create a work order alert description of
Consumption 80%, the alert value will be 80. When the system
reaches an 80 percent consumption rate, the work order event
triggers. As well, if you create a work order alert description
of Work Order End - 10, the alert value will be 10, to indicate
that the work order will trigger 10 days before the work order
projected 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.
•
Days After: Indicates the number of days after a specific
event.
•
Percent Consumption: Indicates a percent that must be
reached in order for a work order event to trigger.
Note: The Alert Type and Alert Value fields work in
combination together.
Triggering Event
Select to indicate the trigger for the when the work order
notification. For the Days Before alert type, the valid triggering
events are Actual End Date, Projected Start Date, and Projected
End Date. For the Days After alert type, the valid triggering
events are Actual Start Date, Actual End Date, Approval Date,
Cancel Date, Closed Date, Entered Date, Projected End Date,
Projected Start Date, Released Date, and Terminated Date. For
Alert Types or Days Before or Days After, the triggering event
is used in conjunction with the alert value to determine when the
alert is sent.
Role Distribution List
Select the list of users that will receive the work order
notification.
See Role Distribution List Page.
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Chapter 18
Related Links
Work Order Settings Page
Work Orders - Comments Page
Use the Work Order - Comments page (SPF_WO_COMMENTS) to adding comments and attachments to
work orders.
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Select the Comments tab.
Image: Work Order - Comments page
This example illustrates the fields and controls on the Work Order - Comments page. You can find
definitions for the fields and controls later on this page.
You use this page to add comments about the work order and to upload additional documents as
attachments to the work order. To upload attachments, click the Add Attachment link. To view
attachments that are associated with the work order, click the View button.
Work Order - Surveys Page
Use the Work Order - Surveys page (SPF_WO_SUR_USR) to enter work order survey information.
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Select the Surveys tab.
See Editing and Submitting Work Order Surveys.
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Chapter 18
Managing Work Orders
Service Summary Page
Use the Work Order - Service Summary page (SPF_WO_SRVC_SUM) to use work order services.
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Click the Service Summary tab.
Image: Service Summary page
This example illustrates the fields and controls on the Service Summary page. You can find definitions for
the fields and controls later on this page.
When you create a work order for a multi-resource service, you can access the individual child service
information by selecting the Service Summary tab. Header information on the Service Summary page
provides basic details about the work order. You can click the Status link to access the Service Work
Order History page.
Click the Add New Service button to access the Identify Work Order Services page where you can
add a lower-level service. You can add a new service until the parent multi-resource work order is
cancelled, closed, terminated, or finalized. For individual child services, you can update the total number
of positions until the last position is filled.
Add Individual Services
This grid displays the lower-level individual services and enables the sourcing process to fill them and
create child work orders.
Seq Num (sequence number)
Displays the service sequence number. This is the unique
identifier for the individual child services because it is possible
to have more than one occurrence of the same kind of service.
You can sort individual services information and the system
maintains the sequence number with the work order to which it
was assigned.
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Managing Work Orders
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Service
Displays the service associated with this work order sequence.
Click the link to access the Identify Work Order Services
page where you can maintain detailed information. Individual
services are resource-based services.
Positions
Displays the number of positions that have been defined for this
service.
Filled Positions
Displays the number of positions that have been filled for this
service. The field appears in the grid after you fill a service
position and a child work order has been created. Click the
value to highlight the corresponding services work order rows
on the Related Work Orders grid box.
Click to access the Assign Sourcing page where you can select
to manually assign the work order to a service provider without
sending it out for bid negotiations. Or, you can select to use
the sourcing process to assign work order to a service provider
through bid negotiations.
For multi-resource position services, the Select Resource button
is available until you fill the last position.
Note: If the business unit is not set to allow manual selection
of service provider, you must use the sourcing process to fill
the work order service. The Manage Work Order Sourcing page
in the Review and Source component is used to manage the
sourcing of individual services.
Click to remove this service from the work order.
Click to cancel this service from the work order.
Related Work Orders
This grid box provides information about any work order in which multi-resource service positions were
filled. The grid box appears with the highlighted work orders when you click the Filled Positions link in
the Add Individual Service grid box.
Click the Work Order ID link to access review and maintain the work order.
This grid box is a centralized area for making changes to the child work orders. A limited set of data can
be edited on the central maintenance page. For all other updates or other information, you need to drill
into the existing work order page.
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Start Date
Displays the start date of the child work order. This field can be
edited on the grid from the parent work order.
End Date
Displays the end date of the child work order. This field can be
edited on the grid from the parent work order.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 18
Estimated Days
Managing Work Orders
Displays the estimated time period of the work order in terms of
days.
Click this icon to view effective dated rate information.
Expenses
Displays the expenses amount of the work order.
Work Order Amount
Displays the overall amount for the work order
Click this icon will navigate to the View Task Checklist page
Click the icon to navigate to either the Assign New Resources
page to select the method of replacement or directly to the Work
Order Replacement sourcing page, depending on the Business
Unit setup defined.
Click this icon to extend the work order.
Click Save Related Work Orders after you make any changes to the child work orders in the grid box.
Parent/Child Amount Comparison
The Parent/Child Amount Comparison group box displays the sum of the child work orders and compares
it to the parent work order amount.
The child work order hours/cost totals will change dynamically so the impact of proposed changes made
to the child work orders can be seen before new child work orders are created. This ensures the spend
amount does not exceed the parent work order amount. A warning message displays if the child work
order cumulative total exceeds the total of parent work order.
View Shifts for Service Page
Use the View Shifts for Service page (SPF_SHIFT_BY_SRV) to view any shifts associated with this
service.
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Click the View Shifts for Service link at the bottom of the work order.
Use this page to view the shifts that are associated with a specific service.
Important! When a work order is associated to a time template that uses a 24-hour clock and the Derive
Shifts from Time of Day option is selected, the start and end times that appear on this page are the start
and end times from the time template rather than from the Shifts by Service definition because the time
template information takes precedence.
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Chapter 18
View Assignments for Service Page
Use the View Assignments for Service page (SPF_ASGN_BY_SRV) to view any assignments associated
with this service.
Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Click the View Assignments for Service link at the bottom of the work order.
Image: View Assignments for Service page
This example illustrates the fields and controls on the View Assignments for Service page. You can find
definitions for the fields and controls later on this page.
Use this page to view the assignments that are associated with a specific service.
Work Order Individual Service Details Page
Navigation
Services Procurement, Manage Services , Work Orders click the Work Order ID link, select the Service
Summary tab, and click theAdd New Service button.
You use this page to define the service type and service, the number of positions for the additional service
for multi-resource work orders. You can source on lower-level individual services before you release the
top-line work order.
After completing the service details, click the Go To Main Transaction link to return to the Services
Summary page. The new service will appear in the Associated Individual Service grid along with
the information you define on this page. Using the Services Summary page, you can then source the
individual services. Depending on the business unit setting, you might have the option to manually assign
the work order to a service provider without sending it out for bid negotiations. Regardless of the business
unit setting, you can always use the sourcing process to assign work order to a service provider through
bid negotiations.
Assign Resource Page
Navigation
Services Procurement, Manage Services Work Orders and after completing the work order search, click
the Work Order ID link, select the Service Summary tab, and click the Select Resource button
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Chapter 18
Managing Work Orders
Use the page to select a method for assigning resources to the multi-resource work order that you selected
when the business unit is defined to allow manual assignment of service providers. Click the OK button
after making your selection and the system accesses the appropriate page for you to assign the resource.
Assign Known Service Provider
Select to use the work order process to assign the work order to
a service provider without sending it out for bid negotiations.
When you click the OK button, the system displays the Manage
Services Work Orders - Service page.
Assign Service Provider through Bid Select to Use the sourcing process to assign work order to
Process
a service provider through bid negotiations When you click
the OK button, the system displays the Work Order Service
Sourcing Select page.
Select Services for Extension Page
Use the Select Services for Extension page (SPF_WO_EXT_SRV_SEL) to extend individual services on
multi-resource work orders.
Navigation
Services Procurement, Manage Services Work Orders
After completing the work order search, click the Extend Work Order link.
You can extend individual services for multi-resource work orders when the top-line, multi-resource work
order is extended. After you select a service, adjust the position value, if needed, and click the OK button,
the system displays the Service page with the original work order and service values. After you update the
work order, click the Save button and the system creates the extension work orders.
Note: If the work order was created using a manually-entered ID, you'll have to assign an ID for the work
order.
Select Service
Select to include the corresponding service in a new work order
to extend the service.
Positions
Select to include the corresponding service in a new work order
to extend the service. You can adjust the number of position to
extend. When the system creates the new work order, it will be
for the positions that you select. The new position value must be
less than or equal to the current value.
Based on the status, there are some restrictions on extending individual services. Individual services that
are not yet filled when the multi-resource service is extended will not be extended along with it. If they
are subsequently filled, they can be manually extended. You cannot extend individual services that are
closed or cancelled.
Note: Individual service work orders can be extended separately within the date range of the parent multiresource service work order.
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Chapter 18
Creating Purchase Orders with the Quick Sourcer
If purchase order integration is activated, you must create a purchase order for a work order before
releasing it. You must use the link on the work order page to initiate the purchase order creation.
Note: You cannot release a work order without creating and dispatching the purchase order first.
Pages Used to Create Purchase Orders with the Quick Sourcer
Page Name
Definition Name
Usage
Quick Sourcer - Autosource Parameters
Page
PV_RUN_REQSORC_1
Enter parameters for the AutoSelect
Requisitions process.
Quick Sourcer - Purchase Order Values
Page
PV_RUN_REQSORC_2
Enter parameters for the PO Calculations
process and the Create Purchase Order
process.
Quick Sourcer - Autosource Parameters Page
Use the Quick Sourcer - Autosource Parameters page (PV_RUN_REQSORC_1) to enter parameters for
the AutoSelect Requisitions process.
Navigation
Click the Quick Source link on the Work Order - Cost page.
The values for the parameters are filled in automatically if you run the process from the link on the work
order page.
Request Type
Displays Purch Ord as the requisition type by default.
Item ID Required
Displays a check box that is deselected, because work orders do
not have an item ID.
From Business Unit and To Business
Unit
Displays the work order business unit by default.
Work Order ID
Displays the work order ID by default.
Supplier
Displays the work order supplier by default.
From Requisition ID and To
Requisition ID
Displays the work order requisition ID by default, if the work
order is linked to a requisition.
Quick Sourcer - Purchase Order Values Page
Use the Quick Sourcer - Purchase Order Values page (PV_RUN_REQSORC_2) to enter parameters for
the PO Calculations process and the Create Purchase Order process.
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Managing Work Orders
Navigation
Click the Purchase Order Values link on the Quick Sourcer - Autosource Parameters page.
Buyer
Displays the buyer defined on the procurement user defaults.
Consolidation Method
Determines whether purchase orders are consolidated by
business unit, supplier, and buyer (select B) or by business unit
and supplier only (select V) The consolidation method applies
only to staged rows that are identified for consolidation.
Pre-Approve Supplier
Select to approve the supplier that the PO_POCALC process
selects automatically. You can run the PO Calculations process
and the Create PO process as a unit, without having to approve
the suppliers. Appears selected by default. For services the
supplier is the supplier from the work order.
Build PO's as Approved
Select to create POs with an Approved status when you run
the Create PO process. If you select this option, the process
examines auto approval criteria set at the business unit level.
Appears selected by default.
Expedite Staged POs
Select to source all requisitions that are located in the staging
table. Appears selected by default.
Hold from Further Processing
Select to place the resultant purchase orders on hold and prevent
further processing.
Calculate PO Line Numbers
Select to ignore staged entry line numbers when the Create PO
process creates new purchase orders and assigns sequential line
numbers, beginning with 1. If you do not select this option, the
performance is faster, but you might have purchase orders with
nonsequential line numbers that do not begin with 1. Appears
selected by default.
Allow Dispatch When Approved
Select to make the resultant purchase orders eligible for
dispatch. Appears selected by default.
Related Links
"Understanding the Purchase Order Sourcing Business Process" (PeopleSoft FSCM 9.2: Purchasing)
Managing Purchase Orders
Use this page to run budget checking (if commitment control is enabled for PeopleSoft Purchasing),
check doc tolerance, and dispatch purchase orders.
Note: You can edit the SUT information only if purchase orders are not integrated with work orders
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Budget Check
Click the Budget Check button to run budget checking for this
purchase order. This button is available if commitment control is
enabled for PeopleSoft Purchasing.
Note: When commitment control is enabled, the services
coordinator cannot offer the position or manually release the
work order until the requisition has been budget checked
Doc Tol Status (document tolerance
status)
If document tolerance checking is enabled, the system displays
the document tolerance status. The system runs the Document
Tolerance process (before budget checking) when you click the
Budget Check button, or you can run the process separately.
Document tolerance checks the change in percentage or a fixed
dollar amount between the purchase order and requisition at the
ChartField distribution level. Values are:
•
V (valid): The purchase order has passed document tolerance
checking.
•
N (not checked): The purchase order requires document
tolerance checking.
If any amounts, quantities, or ChartFields are modified after
the document tolerance is checked, the system resets the
document tolerance status to Not Checked.
•
E (error): Exceptions were generated for the purchase order
during document tolerance checking.
You can override document tolerance exceptions on the
Document Tolerance Exception page.
Dispatch
Click the Dispatch button to dispatch the purchase order.
Note: The purchase order must be dispatched before the work
order can be released.
Closing Services Purchase Orders
This topic discusses how to close services purchase orders.
Page Used to Close Services Purchase Orders
462
Page Name
Definition Name
Usage
Close PO Page
RUN_PORECON
Close all qualified services purchase
orders by running the Close Purchase
Order (PO_POREP) process,
and generate the Purchase Order
Reconciliation report.
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Chapter 18
Managing Work Orders
Close PO Page
Use the Close PO page (RUN_PORECON) to close all qualified services purchase orders by running the
Close Purchase Order (PO_POREP) process, and generate the Purchase Order Reconciliation report.
Navigation
Services Procurement, Reconciliations, Close Purchase Orders
Use the Close PO page to close qualified purchase orders and to generate the Close Purchase Order
Report.
See "Managing Purchase Orders Using the Buyer's Workbench" (PeopleSoft FSCM 9.2: Purchasing).
Related Links
PeopleSoft Services Procurement Reports: General Description
Viewing Service Provider Assignments
This topic discusses how to view service provider assignments.
Pages Used to View Service Provider Assignments
Page Name
Definition Name
Usage
Service Provider List Page
SPF_WO_SP_LIST
View a list of service providers
assignments.
Service Provider - Details Page
SPF_WORDER_DETAIL
View the work order details for a
particular service provider.
Service Provider List Page
Service Provider List Page
Use the Service Provider List page (SPF_WO_SP_LIST) to view a list of service providers assignments.
Navigation
Services Procurement, Service Provider Assignments
Use this page to search the service provider list based on work order ID, service provider, and start date.
Work Order ID
Click to access the Service Provider - Details page, where you
can view work order details for a specific service provider.
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Chapter 18
Viewing Logistical Tasks
This topic provides an overview of the logistical task flow and discusses how to view task checklists.
Pages Used to View Logistical Tasks
Page Name
Definition Name
Usage
Manage Services Work Order Page
SPF_WORDER_ROSTER
Add and maintain work orders.
View Task Checklist Page
SPF_WO_TASK_CHKLST
View logistical tasks.
View Task Detail Page
SPF_WO_VIEW_TASKDT
View details of your logistical task.
View Task Checklist Page
Logistical Task Flow
Logistical tasks are administrative tasks that need to be executed and approved before a work order
is released. Logistical tasks include both preapproval and postapproval executions. Preapproval tasks
must be completed before the work order is approved. For example, a preapproval logistical task might
include assigning a new badge or ordering a new laptop. Postapproval tasks, on the other hand, must be
completed before a work order is released to a service provider. For example, postapproval logistical tasks
might include scheduling orientation or setting up the service provider email account.
Here is the basic flow of logistical tasks:
1. Create a service work order.
2. View the logistical task checklist.
After preapproval tasks are complete, select the Execution Complete check box.
3. Submit the work order for approval.
After an open work order is submitted for approval, the system automatically checks for all
preapproval logistical tasks that are assigned to that work order. You must complete all preapproval
tasks before submitting the work order for approval.
4. Release the work order to the service provider.
After the work order is released to the service provider, the system automatically checks for all
postapproval logistical tasks that are assigned to that work order. You must complete all mandatory
postapproval tasks before releasing the work order. Automatic postapproval tasks will be marked as
completed.
After the work order is released to the service provider, the service provider can use it to log time and
expense.
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Chapter 18
Managing Work Orders
Note: If you have implemented eligible service provider functionality, the system monitors for
eligible service providers and provides warnings about providers who are not eligible to fill a work
order before the work order is released.
5. (Optional) Terminate the work order.
After the termination process is initiated, notification is sent for any termination logistical tasks
associated with the work order. The termination can not be completed until the termination tasks are
marked completed.
Related Links
Logistical Tasks Page
View Task Checklist Page
Use the View Task Checklist page (SPF_WO_TASK_CHKLST) to view logistical tasks.
Navigation
Click the View Logistical Task List button on the Manage Services Work Order page.
Image: View Task Checklist page
This example illustrates the fields and controls on the View Task Checklist page. You can find definitions
for the fields and controls later on this page.
Task Description
Click to access the View Task Details page, where you can view
the task details associated with the work order.
Group Name
The system displays the task group to which the task has been
assigned.
Assigned-To
Displays the requester or approver to whom the task has been
assigned.
Approval Type
Displays at what point in the work order approval process that a
task is performed. Values include Pre-Approval, Post-Approval,
Off-board, and Terminate.
Task Status
Displays the status of the task. If your system is enabled to send
work order tasks to Microsoft Outlook, then the statuses for
this field are the same as those in Microsoft Outlook. When the
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Chapter 18
status of a task is changed in Outlook, the status in this field
is updated to match. You can also change the status manually
in this field and the status is synchronized in Outlook. This
field appears on the page regardless of whether your system is
enabled to send tasks to Outlook. Field values include:
466
•
Completed: Indicates that the task is complete. When you
select this value and save the page, the system selects the
Execution Complete check box to indicate the completion
of the task. The system also updates this field to Completed
and selects the Execution Complete check box when the
status is updated to Completed in Outlook.
•
Deferred: Indicates that the task is deferred. The value can
be changed on this page or in Microsoft Outlook.
•
In Progress: Indicates that the task is in progress. The value
can be changed on this page or in Microsoft Outlook.
•
Not Started: Indicates that the task has not been started. This
is the default value.
•
Waiting on someone else: Indicates that the task is waiting
for another user for input. The value can be changed on this
page or in Microsoft Outlook.
Expected Task Completion Date
Displays when the task is expected to be completed.
Notify
Select to send an email message to the person to whom the task
is assigned.
Notify Date
The system displays the date that the notification email was sent
to the person to whom the task is assigned.
Deleted in Outlook
Indicates whether a task has been deleted in Microsoft Outlook.
If the check box is selected, the task has been deleted. This is
a display-only check box. As a Services Procurement user, you
cannot delete a task, whereas a task can be deleted in Microsoft
Outlook. If a task is deleted in Outlook, it is not sent back to
Outlook. However, you can still carry out the task in Services
Procurement. This field is hidden if your system is not enabled
to share tasks with Outlook.
Execution Complete
Select when the logistical task is complete. If the task is
completed in Microsoft Outlook, this check box is automatically
selected.
Task Completion Date
The system displays the date that the logistical task was
performed.
Execution Type
The system displays Mandatory, Automatic, or Optional.
Copyright © 1988, 2016, Oracle and/or its affiliates. All rights reserved.
Chapter 18
Managing Work Orders
Viewing VAT and SUT Information
This topic discusses how to view VAT and SUT information.
Pages Used to View VAT and SUT Information
Page Name
Definition Name
Usage
Work Order VAT Page
SPF_WO_VAT
View VAT locations and defaults.
VAT defaults can be edited if purchase
orders are not integrated with work
orders.
Work Order Sales/Use Tax Information
Page
SPF_WO_SUT
View SUT information.
SUT information can be edited if
purchase orders are not integrated with
work orders.
Work Order VAT Page
Use the Work Order VAT page (SPF_WO_VAT) to view VAT locations and defaults.
Navigation
Click the VAT/Intrastat button on the Work Order - Cost page.
Use this page to review the VAT that appears by default for the work order. If the VAT information needs
to be updated, update it on the generated purchase order before releasing the work order. Upon releasing
the work order, the purchase order VAT information is copied on the work order where it is view only.
Note: You can edit the VAT defaults only if purchase orders are not integrated with work orders.
Because complex algorithms are used to obtain the VAT defaults, avoid manually changing these values
as far as possible.
Return to Services Work Order
Click to return to the Services Work Order page.
Expand All Sections
Click the expand button to scroll to and access every section on
the page. You can also expand one or more sections by clicking
the arrow next to the section's name.
Collapse All Sections
Click to collapse all sections that display only the header
information. If you expand one or more sections, you can click
the arrow next to the section's name to collapse the section.
Physical Nature
Indicates whether an object is a good or a service. Many
countries are required to report the sale and purchase of goods
separately from services.
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Note: Because these are service work orders, physical nature
should always be Services, and you won't need to change it.
VAT Locations
Location Country
Displays the PeopleSoft Purchasing business unit bill to location
country.
Location State
Displays the PeopleSoft Purchasing business unit bill to location
state.
Supplier Location Country
Displays the supplier's order from location country.
Supplier Location State
Displays the supplier's order from location state.
Service Performed Country
Depending on the services performed option setting in the
PeopleSoft Purchasing defaulting hierarchy (for example, on
the supplier or business unit), here are some ways in which the
system can set the value for this field:
Service Performed State
468
•
If the option specifies the ship from location, this field is set
to the supplier's ship from location country
•
If the option specifies the ship to location, this field is set to
the ship to location country.
•
If the option specifies the buyer's location, this field is set
to the PeopleSoft Purchasing business unit bill to location
country.
•
If the option specifies the suppliers location, this field is set
to the supplier's order from location country.
This value appears only if the service performed country
requires that VAT be tracked by state or province. Depending
on the services performed setting in the PeopleSoft Purchasing
default hierarchy (for example, on the supplier or business unit),
the system sets the following values for this field:
•
If services performed specifies the ship from location, this
field is set to the supplier's ship from location state.
•
If services performed specifies the ship to location, this field
is set to the ship to location state.
•
If services performed specifies the buyer's location, this
field is set to the PeopleSoft Purchasing business unit bill to
location state.
•
If services performed specifies the suppliers location, this
field is set to the supplier's order from location state.
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Managing Work Orders
Ship From Country
Displays the supplier's ship from location country. In the case of
transactions involving goods or freight service transactions, this
is used to determine the VAT treatment.
Ship From State
If the ship to country is defined as tracking VAT by state and
province, it displays the supplier's ship from location state.
In the case of transactions involving goods or freight service
transactions, this is used to determine the VAT treatment.
Ship To Country
Displays the ship to location country. In the case of transactions
involving goods or freight service transactions, this is used to
determine the VAT treatment.
Ship To State
If the ship to country is defined as tracking VAT by state and
province, the system displays the ship to location state. In
the case of transactions involving goods or freight service
transactions, this is used to determine the VAT treatment.
Reviewing VAT Defaults
Use this group box to view VAT defaults. You can only update VAT defaults if purchase orders are not
integrated with work orders.
Service Type
The system displays the VAT service type of Freight or Other.
The value in this field determines whether or not the special
rules for freight transport within the European Union (EU)
apply.
Place of Supply Driver
Displays the usual place of supply (the place where VAT
is usually liable) for the service. This value is used to help
determine the place of supply country and the VAT treatment.
Values are Buyer's Countries, Supplier's Countries or Where
Physically Performed.
Reporting Country
Displays the country for which this VAT is to be reported. This
is the VAT entity and VAT registration country that determines
many of the VAT defaults.
Defaulting State
If the reporting country requires that VAT be tracked by state
or province, this field displays the state within the reporting
country that is used to retrieve values from the VAT Defaults
table.
Supplier Registration Country and
Supplier Registration ID
Displays the registration country and ID of the supplier.
Exception Type
Displays the exception granted to the VAT entity. Values are
None, Exonerated, or Suspended. This value is specified on the
VAT entity registration.
Certificate ID
If applicable, displays the ID of the VAT exception certificate
that may have been issued to the VAT entity.
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Managing Work Orders
Calculate at Gross or Net
Chapter 18
Indicates how VAT is calculated. The default value comes from
the VAT entity driver. Values are:
•
Gross: The system calculates VAT before it applies any
early payment discounts.
•
Net: The system calculates VAT after it deducts early
payment discounts. If there are two percentage discounts,
the system uses the larger of the two when it calculates VAT.
The system does not use discount amounts, only discount
percentages.
Recalculate at Payment
Select this check box to enable the recalculation of VAT at
payment time to allow for any early payment discounts, if you
are calculating VAT at gross. This causes the system to adjust
the VAT amount at the time of payment if the discount has been
taken. This is set on the VAT entity driver.
Declaration Point
For a good or a service, displays when you want VAT
transaction information to be recognized for reporting purposes.
Values are:
•
Invoice: VAT is recognized at time of invoice.
•
Payment: VAT is recognized at time of payment.
•
Delivery: VAT is recognized on delivery.
This value may be set at four levels in the VAT hierarchy: VAT
entity registration, purchase order options, supplier, and supplier
location.
VAT Rounding Rule
Use Type
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Displays the VAT rounding rule. The default value comes from
the VAT country, VAT entity registration, supplier, or supplier
location driver. Values are:
•
Natural Round: Amounts are rounded normally (up or
down) to the precision specified for the currency code. For
example, for a currency defined with two decimal places,
157.4659 would round up to 157.47, but 157.4649 would
round down to 157.46.
•
Round Down: Amounts are rounded down. For example, for
a currency defined with two decimal places, 157.4699 would
round down to 157.46.
•
Round Up: Amounts are rounded up with a rounding
precision to one additional decimal place. For example, for
a currency defined with 2 decimal places, 157.4659 would
round up to 157.47, but 157.4609 would round down to 157.
46.
Determines the split between recoverable (taxable) and
nonrecoverable (nontaxable) VAT.
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Chapter 18
Managing Work Orders
For the Canadian public sector, the use type also determines the
rebate of the nonrecoverable VAT. VAT rebates are calculated
based on statutory rebate rates that are established for each
public service body.
The value comes from the VAT defaulting hierarchy, from
the item, item business unit, item category, supplier location,
supplier, or purchasing options.
Include Freight
If selected, the system includes any freight amounts in the VAT
basis by calculating VAT on the merchandise amount, plus any
freight amount. This option is only available for exclusive VAT
calculation. The value comes from the VAT entity registration
driver.
Include Miscellaneous
If selected, the system includes any miscellaneous charge
amounts in the VAT basis by calculating VAT on the
merchandise amount, plus any miscellaneous charge amount.
This option is available only for exclusive VAT calculation. The
value comes from the VAT entity registration driver.
Place of Supply Country
For services, displays the country in which the VAT is liable.
The default value comes from a complex algorithm.
Treatment
Displays the VAT treatment, based on a complex algorithm.
Values are:
•
Domestic Goods Purchase: If the ship from and ship to
countries are the same, and the supplier is registered for
VAT, the transaction is treated as domestic.
•
Domestic Services Purchase: If the buyer and seller are
both located in the country where the VAT is liable, the
transaction is treated as domestic.
•
EU Goods Purchase: If the ship from and ship to countries
are different, the system determines whether both countries
are located within the EU.
If so, the system looks at the VAT registration for each
trading partner to determine whether the transaction should
be treated as an intra-EU purchase, domestic, or outside the
scope of VAT.
•
EU Services Purchase: If each trading partner is located
and registered in different EU countries, and the VAT on
a service is liable in the buyer's country, the transaction is
treated as a self-assessed EU services purchase.
•
Self-Assess Goods Import: If the ship from country is
different from the ship to country and either or both of the
countries are located outside of the EU, and the supplier is
not registered in the ship to country, the transaction would
be treated as an import.
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If the option on the entry in the VAT Country table for the
VAT reporting country indicates that VAT on imports should
be self-assessed, the transaction is treated as a self-assess
goods import, and both input and output VAT are recorded.
•
Self-Assess Services Import: If each trading partner is
located and registered in different countries, and the VAT on
a service is liable in the buyer's country, the transaction is
treated as a self-assessed services import.
•
Zero-rated Goods Import: If the ship from country is
different from the ship to country and either or both of the
countries are located outside of the EU, and the supplier is
not registered in the ship to country, the transaction would
be treated as an import.
If the option on the entry in the VAT Country table for the
VAT reporting country indicates that only input VAT should
be recorded on imports, the transaction is treated as a zerorated goods import.
•
Outside of Scope: If the supplier is not registered for VAT, or
if the VAT is liable in a country other than the VAT reporting
country, the transaction is treated as outside the scope of
VAT.
•
No VAT Processing: For transactions where the physical
nature is goods, if the ship to country has not been defined
as a VAT country and the VAT reporting country on the
transaction is blank, no VAT information is recorded.
Within PeopleSoft, detail VAT treatment values on the
transaction lines are used for applying the precise defaults
applicable to the transaction lines. The treatment is determined
based the rules applicable to the transaction.
Note: Treatments values related to goods do not apply for
PeopleSoft Services Procurement.
Applicability
Record Output VAT
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Displays the VAT status, which comes from an algorithm.
Values are:
•
Taxable
•
Exempt (not subject to VAT)
•
Outside of Scope of VAT
•
Suspended
•
Exonerated
Select this check box to enable entry of vouchers where VAT is
not included on the invoice but is payable to the VAT authority
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Managing Work Orders
rather than the supplier. In this case, you are accounting for
both input and output VAT for the purchase. This is the case
for an intra-EU acquisition or when you must account for
output VAT on a service supplied by a foreign supplier. This
is also referred to as self-assessing for VAT. The value comes
from an algorithm that uses the treatment and applicability to
retrieve the applicable value from the VAT system setup data
that PeopleSoft delivers.
VAT Code
Displays the VAT code that defines the rate at which VAT is
calculated for this line.
Transaction Type
Displays the code that categorizes and classifies this transaction
for VAT reporting and accounting.
Adjust/Reset VAT Defaults
Any changes that you make to fields on this page may affect VAT defaults on this page. For accuracy and
consistency, use the following fields to adjust affected VAT defaults or to reset all VAT defaults. Adjusting
or resetting VAT defaults only affect fields within the VAT Defaults group box.
Adjust Affected VAT Defaults
Click this button to have the system adjust the VAT defaults that
are affected by the changes. All changes that you have made to
VAT defaults on this page that affect other VAT defaults on this
page are retained.
Click the i button to list the fields to be adjusted.
Note: Always click the Adjust Affected VAT Defaults button
after changing any defaults on the VAT page.
Levels
Reset All VAT Defaults
Enables you to specify the levels within the requisition
transaction hierarchy to reset when you click the Reset All VAT
Defaults button. Values are:
•
All lower levels: Resets all VAT defaults at lower levels for
this page, namely the requisition distribution level.
•
This and all lower levels: Resets all VAT defaults on this
page and at any lower levels of this page.
•
This level only: Resets all VAT defaults on this page.
Click to have the system reset the VAT defaults based on the
levels value that you selected. Any changes that you have
previously made to VAT defaults will be lost.
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Note: Reset completely redetermines the VAT defaults. This
does not necessarily mean they are to be reset to their original
values. For example, the user may not have changed any VAT
default values, but if a VAT driver field has changed, then
clicking Reset redetermines all defaults based on the new driver
value.
Work Order Sales/Use Tax Information Page
Use the Work Order Sales/Use Tax Information page (SPF_WO_SUT) to view SUT information.
Navigation
Click the Sales/Use Tax button on the Work Order - Cost page.
Use this page to review the SUT information for the work order. If the SUT information must be updated,
update it on the generated purchase order before releasing the work order. Upon releasing the work order,
the purchase order SUT information is copied onto the work order where it is viewed.
Note: You can edit the SUT information only if purchase orders are not integrated with work orders.
Ultimate Use Code
Enter an ultimate use code to override the default tax rate for a
location.
Sales/Use Tax Exception Type and
SUT Excptn Cert (SUT exemption
certificate)
Defaults from the ship to location for the SUT destination. SUT
exception type values include Direct Pay, Exempt/Exonerated,
and None.
Calculate SUT (calculate sales and use Click to calculate the SUT using the changes that you made on
tax)
the page.
See "Understanding PeopleSoft Tax Solutions" (PeopleSoft FSCM 9.2: Supply Chain Management
Integration).
Calculation Parameters
Include VAT (include value-added tax) This setting is relevant if each line has separate tax code values
for SUT and VAT, in which case it is possible to have both on a
given line resulting in a tax-on-tax situation. In these instances,
the system calculates VAT, then SUT, either on the net-extended
amount for the line or on the sum of the net-extended amount
and VAT amount.
If this option is selected, it indicates that the VAT amount needs
to be taxed and the system adds the VAT amount to the netextended amount before calculating SUT.
Note: The Include Vat calculation parameter appears by default from the Ship To Location Sales/Tax
setup page.
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Chapter 18
Managing Work Orders
Related Links
"Understanding PeopleSoft Tax Solutions" (PeopleSoft FSCM 9.2: Supply Chain Management
Integration)
Submitting and Approving Work Orders
This topic provides an overview of using work order approval.
Pages Used to Submit and Approve Work Orders
Page Name
Definition Name
Usage
Work Order - Approvals and Alerts Page SPF_WO_APPROVER
Submit work orders for approvals.
Work Order Approval Page
SPF_WO_APPR_PG
Approve or deny a work order during the
workflow approval process.
Work Order Details Page
SPF_WO_REQ_VEN_DT
View additional information about
the work order that you are asked to
approve.
Work Order Approval Page
Deny Work Order Page
SP_REASONCD_DTL
Confirm the denial to approve a work
order and to provide a reason code and
comments for the denial.
Work Order Approval Page
Using Work Order Approval
You use the PeopleSoft Approval Framework to approve work orders. For work order approvals, the
system looks at the approval rules to send the approval notifications. By setting up the appropriate criteria
in the approval process definition, you can also perform service provider approvals on the lower-level
individual services associated to a multi-resource work order.
See Setting Up Work Order Workflow.
Work Order - Approvals and Alerts Page
Use the Work Order - Approvals and Alerts page (SPF_WO_APPROVER) to submit work orders for
approvals.
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Navigation
Services Procurement, Manage Services Work Orders, Work Order - Service
Select the Approvals and Alerts tab.
Image: Work Order - Approvals and Alerts page
This example illustrates the fields and controls on the Work Order - Approvals and Alerts page. You can
find definitions for the fields and controls later on this page.
You can submit work order approvals using Work Order pages. Click the Submit button on any of the
pages to send the work order for approval. The Approvals and Alerts page provides a preview of the
workflow and any approvers and reviewers in the workflow. This information is available after you save
the work order and is derived from the rules and values defined for approval process definitions.
See Setting Up Work Order Workflow.
The Approver Information section provides a graphical map of approvers and reviewers for the workflow
and the status of their review. You can insert additional ad hoc approvers or reviewers or create a new
approval path for the work order. If you insert an ad hoc approver or reviewer, you can also remove the
approver or reviewer.
The section also displays the invoice approver and the invoice approver for the supplier who has been
assigned to this work order.
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Managing Work Orders
Note: When you insert an approver or reviewer, the system provides a Save button in the Review/Edit
WorkOrder Approver grid. Make sure that you save the user information before saving the entire page. If
you don't save the information, the system doesn't retain updated approver information when you save the
page.
For more information about using the Approvals and Alerts page, see the Managing Work Order
Approvals and Alerts section.
See Work Order - Approvals and Alerts Page.
When you submit the work order, the Work Order Submittal page appears confirming that the work order
has been submitted.
After the work order approval has been submitted, you can return to the work order or navigate to the
Manage Services Work Orders page where you can select to view work order history and submittal
information about the work order.
Work Order Approval Page
Use the Work Order Approval page (SPF_WO_APPR_PG) to approve or deny a work order during the
workflow approval process.
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Navigation
Home, Worklist
Click the link to the work order ID that needs approval.
Image: Work Order Approval page (1 of 2)
This example illustrates the fields and controls on the Work Order Approval page (1 of 2). You can find
definitions for the fields and controls later on this page.
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Image: Work Order Approval page (2 of 2)
This example illustrates the fields and controls on the Work Order Approval page (2 of 2). You can find
definitions for the fields and controls later on this page.
Along with providing basic work order information, the Work Order Approval page enables you to
approve, deny, or push back a parent or individual services work order during the workflow approval
process.
Note: To approve a work order, you must have a workflow role designed for work order approval.
Use the next links and buttons to access additional information about the work order and to manage work
order approvals.
WO Status (work order status)
Click to access the Services Work Order History page. The page
includes the changes made by approvers and when the approvals
occurred. The link displays the current status of the work order.
View Work Order Details
Click to view the detailed summary of the work order.
Approve
Click to approve the work order. This forwards the work order
and any comments that you inserted to the next approver in the
path. The system provides a confirmation message when you
click this button. When you confirm that you want to approve
the work order, the system updates the approval graphic with the
newest routing information.
Deny
Click to deny the work order. The system accesses the Deny
Work Order page where you can provide a reason code for
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denying the approval and comments about the denial. If denial
reasons are required, you must enter a code.
After you deny a work order, the workflow stops and the
system sends a worklist entry to the original requester with
any comments that you enter for the denial. The work order's
original requester can update the work order to address the
issues and resubmit the work order for approval.
Pushback
Click to return the work order to the previous approval step.
Pushing back a work order is a way for the approver to question
the prior step's approval and request clarification about the
approval.
Review/Edit Approvers
This grid contains a graphical map with information about the approval and its status. The title represents
the type of work order that is being processed and includes the overall status of the approval. The graphics
provide information about individual approvers and the status of their approvals and vary in color
depending on the approval status. The system also indicates whether approvals are required.
During the approval process, approvers can add ad hoc approvers or reviewers to the current or a later
stage of the work order approval process. For example, if an approver wants input from an service
coordinator, she can add the coordinator as an approver. Ad hoc approval applies only to the approval
instance in which the addition occurs and does not affect the underlying process definition used for
other requests. You can add or remove an ad hoc approver by clicking the plus or minus button next to a
graphic. You can also view user information by selecting the link that contains the user ID.
Request Information
Click to return the approval to another user for more
information about the work order. That user might not be an
approver, but must respond to the request before the approval
can proceed to the next approver or reviewer. The system
displays a new graphic that represents information has been
requested and who is responsible for the request. You can use
the comments section to clarify requested information.
Start New Path
Click to start a new approval path for this work order. The
system displays the Start new approval path page so that you
can select who you want to approve or review the work order.
The system places a new graphical symbol at the bottom of the
path order after you select the user.
View/Hide Comments
Click to either view or hide comments that are associated with
the work order approval.
Comments
Use this section to enter any comments explaining why you are approving this work order. Your
comments can be viewed by other approvers and reviewers. Click the View/Hide Comments link to view
or hide comments associated with a work order approval. Use the View Expanded button at the right to
view additional text.
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Chapter 18
Managing Work Orders
Approving Services Work Orders Using the PeopleSoft Fluid User
Interface
This topic provides an overview of the self-service approval pages for services work orders, and how to
access these pages using the PeopleSoft Fluid User Interface. PeopleSoft builds these mobile approval
pages on the Enterprise Component Fluid Approvals framework.
Pages Used to Approve Services Work Orders Using PeopleSoft Fluid User
Interface
Page Name
Definition Name
Usage
Pending Approvals - Services Work
Order Page (List)
EOAWMA_MAIN_FL
View a list of pending approvals for
services work orders and perform mass
approvals.
For more information, see the overview
of approvals on the PeopleSoft Fluid
User Interface: "Pending Approvals
Page" (PeopleSoft FSCM 9.2:
Application Fundamentals).
Services Work Order Page
EOAWMA_TXNHDTL_FL
Review information for a single services
work order, and approve or deny the
work order depending on role criteria.
For more information, see the "Approval
Header Detail Page" (PeopleSoft FSCM
9.2: Application Fundamentals).
Work Order Approval Page
SPF_WO_APPR_PG
Approve or deny a work order during the
workflow approval process in the classic
interface. Access this page through the
Services Work Order Page .
Understanding Approvals for Services Work Orders Using the PeopleSoft
Fluid User Interface
PeopleSoft provides mobile approvals using the Enterprise Component Fluid Approvals framework.
Approvers can take Application Workflow Engine (AWE) actions on select PeopleSoft transactions
pending their approval using a smart phone or a tablet. The tablet version is also available for desktop use.
Services work order workflow enables the requester to submit the work order for approval. You can
submit work order approvals using Work Order pages. When you click the Submit button on any of the
pages to send the work order for approval, the Application Workflow Engine runs the work order through
the defined approval process. For information about registering and defining an approval process for
services work orders, see Setting Up Work Order Workflow.
Using the PeopleSoft Fluid User Interface, approvers can view a list of pending approvals for various
types of transactions, and add comments on the centralized Pending Approvals page. An approver or
multiple approvers review the transaction details. Each approver in the workflow selects an appropriate
action, such as Approve, Deny within the approval pages.
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Services work order approvals also support push notifications, a framework delivered in PeopleTools.
The flag icon in the Oracle banner shows a counter for new push notifications. Note that the counter
disappears once you view the push notification list. The notification link takes you directly to the header
approval page for items awaiting your approval.
Pending Approvals - Services Work Order Page (List)
Use the Pending Approvals - Services Work Order list page (EOAWMA_MAIN_FL) to view a list of
pending approvals for services work orders and perform mass approvals.
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Chapter 18
Managing Work Orders
Navigation
Employee Self Service, Approvals
On the Pending Approvals page, select Services Work Order in the View By - Type pane to view the work
order entries in the right pane.
Smartphone: On the Pending Approvals - View By Type page, select Services Work Order to open a new
page that lists the work order entries.
Image: Pending Approvals - Services Work Order list page
This example illustrates the fields and controls on the Pending Approvals - Services Work Order list page.
You can find definitions for the fields and controls later on this page.
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Image: Pending Approvals - Services Work Order list page as displayed on a smartphone
This example illustrates the fields and controls on the Pending Approvals - Services Work Order list page
as displayed on a smartphone. You can find definitions for the fields and controls later on this page.
From the list page, you can do the following:
484
•
Review header information for the services work orders currently routed for approval. To access
header details for a particular work order, select a header row.
•
Select all or several work orders on the list page and perform a mass action on the selected work
orders.
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Chapter 18
Managing Work Orders
You can enable mass approvals on the Mobile Approval Options - Transactions page (Enterprise
Components, Approvals, Approvals, Mobile Approval Options, Transactions).
You can also use the filter to narrow results on the page. For more information about using the filter, see
the "Filters Page" (PeopleSoft FSCM 9.2: Application Fundamentals).
Comment
Enter comments in the text entry field.
Approve or Deny
Perform a mass action by selecting multiple transactions, and
then selecting an approval action button.
Select this button to expand or collapse the View By Type page.
Services Work Order Page
Use the Services Work Order approval page (EOAWMA_TXNHDTL_FL) to review information for a
single work order, and approve or deny depending on role criteria.
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Navigation
Select a work order in the list on the Pending Approvals - Services Work Order list page.
Image: Services Work Order page
This example illustrates the fields and controls on the Services Work Order page.
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Chapter 18
Managing Work Orders
Image: Services Work Order page as displayed on a smartphone
This example illustrates the fields and controls on the Services Work Order page as displayed on a
smartphone.
When viewing a work order on a smartphone, you must scroll down to view the service and cost
information, approver comments and approval chain.
Work Order Information
View the display-only work order details.
The work order information displayed varies depending on
whether MSP, VMS, or HCM integrations have been set up.
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Full Site
Chapter 18
Select this link to open the Work Order Approval page in the
classic interface. Use this link only when accessing the approval
pages in PeopleSoft Fluid User Interface on a desktop or laptop.
The Work Order Approval page is not rendered best when using
a smartphone or a tablet.
For more information, see the documentation for the Work
Order Approval Page in the classic interface.
Service Information — Summary
View the display-only service information. You can expand or
collapse Service Information by selecting the Expand/Collapse
icon.
Cost Information
View the display-only cost information. You can expand or
collapse Cost Information by selecting the Expand/Collapse
icon.
Comment
Enter comments in the text entry field.
Approval Chain
Select to review approval chain information. You can expand
or collapse approver information for each line by selecting the
Expand/Collapse icon. You can also select the approver name to
view approver details.
Approve or Deny
Select an action button.
When you select an action button, you have the option to select
Submit to continue the action or Cancel to back out of the
action. Upon submitting the action, the system generates a
message that the action is successful.
Note: A reason code is necessary when you deny a service work
order. Select the Full Site link to open the Work Order Approval
page in the classic interface to deny a Work Order and then enter
a reason code in the Work Order Approval page.
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Chapter 19
Managing Time in PeopleSoft Services
Procurement
Understanding Time Management in PeopleSoft Services
Procurement
The service provider uses the timesheet to record and submit time to an approver for immediate, online
approval through the Approval Workflow Framework (AWF). The service provider can also track
daily activities and report issues. The timesheet approver can provide feedback to the service provider,
including performance-rating information through the approval process.
When the service provider logs time against a work order, the time template determines the time reporting
codes for that work order. There could be different rules for applicable pay types. For instance, you may
pay the pay rate, fixed cost and markups for the first eight hours but only pay the pay rate and fixed costs
after eight hours. There could be shift pay differentials or assignment pay differentials associated with the
time being logged. When creating invoices against timesheets, the invoicing process considers the rates
defined on the work order and the pay types and multipliers associated with the time reporting code, as
well as any applicable shift or assignment adjustments, to determine the rate for the supplier.
The timesheet provides the following capabilities:
•
Records the number of hours worked on a project as hours per day or as start and stop times, and
submits it to the time approver for approval.
•
Records specific activities and tracks progress on a project.
•
Records and reports project-related problems or issues to the time approver.
•
Summarizes all the information entered to create a comprehensive time report.
•
Records performance information about a service provider's performance on a project.
•
Creates individual services timesheets related to work orders for multi-resource services.
You use the Manage Timesheets page as the focal point for all time activity in PeopleSoft Services
Procurement. Use this page to:
•
Create, edit, submit, or view timesheets (supplier service provider).
•
Filter reports by selecting the criteria in the timesheet status, service provider, or date fields.
•
Access pages used to modify time details.
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Approval Process
The timesheet approval process begins when the service provider submits his time, along with any project
issues, to the designated timesheet approver for review and approval. Any rejected timesheets are returned
to the service provider for correction. Submitted timesheets are eligible for adjustment before approval.
Approved timesheets are eligible for adjustment upon invoicing.
Image: Timesheet approval process
The following diagram illustrates the timesheet approval process:
Approval Methods
A timesheet can be approved in these ways:
•
Mass approval of multiple timesheets.
•
Mass line approval for multiple lines.
•
Line-by-line approval.
Prerequisites
These attributes must be set up before you enter time information:
490
•
Service methods.
•
Services time templates.
•
Time reporting rules.
•
(Optional) Shifts and assignments, and any associated services.
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Chapter 19
Managing Time in PeopleSoft Services Procurement
•
Calendars.
•
Email messaging.
•
Time reporting codes.
•
Approval process definition set up.
A work order must also be defined before time transactions can be logged against it. The work order must
be resource-based services (versus deliverables-based for progress logs), and it must be in a released
status.
Related Links
Maintaining Settlement Setup
Understanding Services Work Orders
Creating Timesheets
This topic discusses how to create timesheets.
Pages Used to Create Timesheets
Page Name
Definition Name
Usage
Manage Timesheets Page
SPA_SP_R_MAIN_PG
Access timesheets.
Enter Time Page
SPA_TIME_ENTRY
Enter time worked by week using a
non-24-hour clock template.
Enter time worked by calendar and 24hour clock.
Enter time against multi-resource work
orders.
Manage Timesheets Page
Use the Manage Timesheets page (SPA_SP_R_MAIN_PG) to access timesheets.
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Navigation
Services Procurement, Maintain Timesheets (external)
Image: Manage Timesheets page
This example illustrates the fields and controls on the Manage Timesheets page. You can find definitions
for the fields and controls later on this page.
Use this page to create timesheets, view active timesheets, and timesheet history.
Create New Timesheet
The Create New Timesheet grid groups a unique combination of work orders for a given work order time
template.
If multi-resource work orders are available, the individual child work orders appear in the Create New
Timesheet section, and the Active Timesheets and Timesheet History grids.
Available Work Order(s)
This grid displays work orders that are available to enter time against.
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Work Order
Displays work orders for which you can create timesheets. This
field also displays multi-resource work orders.
Time Template
Indicates the time template that is used by the work order. The
template determines how you enter time for the timesheet. Time
templates from the lower-level services of a multi-resource
service work order also appear in this column.
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Chapter 19
Managing Time in PeopleSoft Services Procurement
Date Range
Displays the dates that are available for timesheet entry. To see
additional dates, click the down arrow at the right of the field.
When the work order is a multi-resource order, the date range
that appears is the range for the individual child work orders.
The system considers the date ranges for the lower-level
services to populate the values for the Date Range field.
Note: This value always appears by default on the next
available time template date range.
Create
Click to create a new timesheet for the selected time template.
The system displays the Enter Time for page for data entry. All
work orders for the service provider and the selected template
and time period will be available on the timesheet, including any
individual child work orders for a multi-resources service
Active Timesheets
This section displays timesheets that are in an active status. These timesheets can include timesheets that
were created but never submitted or timesheets that were denied and require re-submission.
To modify a timesheet, click the link that corresponds with the active timesheet.
Timesheet History
Use this section to search for and view past timesheets. You can search for a specific timesheet or
timesheets in a certain status. Click the Advanced Search Criteria link to also search for a specific work
order or work orders in a certain status.
Manual Entry of TRCs for Timesheets
PeopleSoft Services Procurement enables service providers to manually enter TRCs (time reporting
codes) for timesheets. This feature adds flexibility in meeting unique time-recording requirements for
scenarios in which you are unable to define a generic rule that covers unusual or complex time keeping
requirements. Using manual TRC entry, you can specify the appropriate TRCs to meet time reporting
requirements.
The system enables service providers or time approvers to manually identify the correct TRC for special
situations in which the system cannot automatically derive the correct TRC. When you create a service
time/progress template, you can indicate that you want the capability to manually enter TRCs. Then,
when a service provider logs time against a work order for that template, the approver can manually
specify TRCs for the time reported. This feature is available for templates using both percentage and
actual allocation, as well as both the 24- and non-24-hour clock. To use the feature:
1. Access the Service Time/Progress Template page.
A services administrator can either create a new template or update an existing template. If an existing
template already has associated timesheets, you cannot modify the setting for manually entered TRCs.
2. Complete the template and ensure that you select the Manually enter Timesheet TRCs check box.
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3. A services coordinator or requester can then create a resource-based work order that references the
template you created or updated in the first step.
4. The service provider can then enter a timesheet against the work order.
Using the manual time entry feature, the time for each day can be allocated into the appropriate TRC
categories based on your specific requirements.
5. Submit the timesheet for approval.
Approvers can view whether the provider has specified the TRCs or if they were automatically
assigned by the system.
6. The time approver can then approve the timesheet.
Approvers can view and, if necessary, manually adjust the TRCs before approving the timesheet.
Note: Approvers with appropriate permissions can override a TRC that the system automatically assigned
from the Review/Override Time Categories page when manual TRC entry is not allowed. The manual
TRC assignment capability does not change the override process, but you can make adjustments to
manually assigned TRCs on the timesheet directly when manual TRC entry is allowed.
Enter Time Page
Use the Enter Time page (SPA_TIME_ENTRY) to enter time worked by week using a non-24-hour clock
template.
Enter time worked by calendar and 24-hour clock.Enter time against multi-resource work orders.
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Managing Time in PeopleSoft Services Procurement
Navigation
Click a linked time report on the Manage Timesheets page to view an existing timesheet.
Click the Create button on the Manage Timesheets page to enter time on the timesheet.
Image: Enter Time page
This example illustrates the fields and controls on the Enter Time page. You can find definitions for the
fields and controls later on this page.
The format of the time entry page is determined by the time template specified on the work order. In
the previous example, the time template makes it possible to enter time on a weekly basis. The Enter
Time page header provides basic information about the timesheet. To copy an existing timesheet, select a
timesheet in the Copy Timesheet field and click the Go button.
The page displays the lower-level individual service and sequence number when you are entering time
related to a lower-level service for a multi-resource, service-method work order. The hours that you enter
are assigned by work order and by lower-level services and sequence numbers. If time has been reported
against multiple lower-level services in the same timesheet, you can distinguish the time reported for
lower-level services.
When using multi-resource work orders, the work order ID and name, time template, job title,
distribution, activities, shifts, and assignments and assignment incidents available on the timesheet are
from the lower-level services of the work order.
Timesheet Name
Displays the name of the timesheet that you selected on the
Manage Timesheets page. The name can be assigned by the user
or the system when the timesheet is created.
Timesheet ID
Displays the system identifier for the timesheet.
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Date Range
Displays the from and to dates to which the timesheet applies.
Timesheet Status
Displays the status of the timesheet. Values include: Approved,
Denied, Open, Submitted, Line Denied,and Line Pending
Time Template
Displays the time template used to create the timesheet. If the
service method is multi-resource, the time template is the one
assigned to the associated lower-level service.
Time Category Status
Indicates how the system assigned the time categories for this
timesheet. Values include:
Manually Assigned: Indicates that the service provider manually
entered the time reporting codes during time entry.
System Generated: Indicates that the system automatically
assigned the time reporting codes based on predefined rules.
Adjusted After Approval
Indicates if the timesheet was updated after it was initially
approved. This field appears after an adjustment has been made
to the timesheet.
Comments
Enter comments related to the timesheet. The comments are
available for use during approvals and reviews.
Save Timesheet
Click to save the timesheet. When you save the timesheet, the
timesheet appears in the Active Timesheet group box on the
Manage Timesheets page.
Review and Submit
Click to review and submit the timesheet to the timesheet
approver.
Report Time for Work Order
This section displays basic information about a work order.
496
Work Order Name
Displays the work order name.
Work Order ID
Displays the work order ID.
Job Title
Displays the job title for this work order. If this is a multiresource work order, the job title is for the associated lowerlevel service.
Parent Work Order Name
When entering time for lower-level service related to a multiresource work order, the parent work order name is displayed in
addition to the work order name of the lower-level service itself.
Parent Work Order ID
When entering time for lower-level service related to a multiresource work order, the parent work order ID is displayed in
addition to the work order ID of the lower-level service itself.
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Chapter 19
Managing Time in PeopleSoft Services Procurement
Distribution
Click the Work Order Distribution icon to access the View/
Select Work Order Distribution For: page to select the
appropriate accounting line for the work order. This column is
available only for actual allocation time reporting.
Distribution
This field is populated with the work order distribution line
number selected on the View/Select Work Order Distribution
For: page or can be manually selected for actual allocation time
reporting.
For multi-resource work orders, values for this page are
retrieved from the lower-level service.
TRC (time reporting code)
Select a time reporting code to use with this timesheet line. The
column appears for timesheets associated to a service time/
progress template that is set for manual TRC selection.
Activity
This field is available if Project Costing is not installed. It is
populated with resource-based service activities associated with
the work order and generic service activities.
Shift
Select the valid shift for the project, if applicable. This column
is available if the Enable Shifts check box is selected on the
Services Procurement Bus Unit definition page and if shifts are
associated with the service for the reporting time period.
Assignment
Select the valid assignment for the project, if applicable. This
column is available if the Enable Assignments option was
selected on the Services Procurement Bus Unit definition
page and if assignments are associated with the service for the
reporting time period.
Time Period
Enter the number of hours worked for the time period.
Hours
Displays the total hours by line for the time period reported.
See Services Procurement Bus Def (business unit definition) Page .
Report Incidents for Work Order
This section appears if the Enable Assignments option is selected on the Services Procurement Bus Unit
definition page, if valid assignments are associated with the service during the time period reported, and if
the Based on Incidents option is selected on the Assignment by Service page.
Assignment pay rates come from the Assignment by Service definition if the Define for This Service
option is selected; otherwise, the assignment pay rates come from the Assignment definition.
Assignments can be based on time or number of incidents. Any applicable managed service provider
(MSP) or enable supplier managed services (VMS) fees are in addition to the assignment pay rate.
Assignment incidents have the following attributes:
•
They do not require associated time.
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•
Multiple assignments can occur in the same day.
•
They can have both time and number of incidents associated to them on the same timesheet.
Date(s)
Select the dates for the incident. You can report time against
multiple assignments in the same day.
Assignment
Select the appropriate assignment for the time period.
Incident(s)
Enter the number of incidents for the assignment during the time
period. The number of incidents is entered on a per line basis.
Related Links
Maintaining Settlement Setup
Understanding Services Work Orders
Enter Time Page
Use the Enter Time page (SPA_TIME_ENTRY) to enter time worked by week using a non-24-hour clock
template.
Enter time worked by calendar and 24-hour clock.Enter time against multi-resource work orders.
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Chapter 19
Managing Time in PeopleSoft Services Procurement
Navigation
Click a linked time report on the Manage Timesheets page to view an existing timesheet.
Click the Create button on the Manage Timesheets page to enter time on the timesheet.
Image: Enter Time page
This example illustrates the fields and controls on the Enter Time page. You can find definitions for the
fields and controls later on this page.
The format of the time entry page is determined by the time template specified on the work order. In this
example, the time template enables you to enter time using a 24-hour clock. This method of reporting
time enables users to record time on a day-by-day basis, with both start and end times. For example, a
user can enter time for a day with a start time of 8:00 a.m., a lunch break from 12:00 noon until 1:00
p.m., and an end time of 5:00 p.m. Time can be reported across two days. For such a timesheet, any hours
reported as a.m. following hours reported for p.m. will be considered as a.m. of the next day.
Report Time for Work Order
Shift
Select the valid shift for the project, if applicable. This column
is available if the Enable Shifts option was selected on the
Services Procurement Bus Unit definition page and if shifts
are associated with the service for the reporting time period.
In addition, the Derive Shift From Time of Day option on the
Service/Time Template page cannot be selected or this column
will not appear during time entry.
Shifts can be selected manually or automatically based on the
time template.
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Pay rates come from the service itself if the Define for this
Service option is selected on the Shift by Service definition
page. Otherwise, the pay rates come from the Shift definition
page. Values are:
•
Manual selection: Used for non-24-hour clock templates and
for 24-hour clock templates for which the Derive From Time
of Day option is not selected.
Service provider selects the related shift for each line.
Service providers can manually enter shifts based on the
following scenarios:
•
•
Different shifts on different days
•
Multiple shifts on the same day
•
Gaps in time, such as split shifts
Automatic selection: Used for 24-hour clock templates
where the Derive From Time of Day option is selected.
Service provider enters Start Time, Break time, and Stop
Time for each line, and the system automatically derives
the shift based on the times entered. The system can derive
multiple shifts for a single time line.
Shift Pay Rate Calculations
Shift rate calculation is based on the shift pay type. Any applicable MSP or VMS fees are added in
addition to the shift rate.
See Shift Page.
500
Assignment
Select the valid assignment for the project, if applicable. This
column is available if the Enable Assignments option was
selected on the Services Procurement Bus Unit definition
page and if assignments are associated with the service for the
reporting time period.
Hours
Displays the total number of hours worked for a week.
Review/Adjust Time Category
Click to access the Review Time Categories page where you can
review the time reporting categories for timesheet.
Details
Click to access the Timesheet details page where you can view
the work order and timesheet details, along with the comments
and history for the timesheet.
Add Expenses
Click to access the Create Services Expense Report page where
you can define expenses associated with this timesheet.
Save Timesheet
Click to save the timesheet. The system verifies field values that
you entered and saves the timesheet.
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Review and Submit
Click to access the Review Timesheet page. Using the page, you
can submit the timesheet for approval, preview approvers, and
view charted values for time reporting codes contained in the
timesheet.
Add Attachment
Click to access the Timesheet Attachments page. You use the
page to upload attachments.
Report Incidents for Work Order
This section appears if the Enable Assignments option is selected on the Services Procurement Bus Unit
definition page, if valid assignments are associated with the service during the time period reported, and if
the Based on Incidents option is selected on the Assignment by Service definition page.
Date(s)
Select the dates for the incident. You can report time against
multiple assignments in the same day.
Assignment
Select the appropriate assignment for the time period.
Incident(s)
Enter the number of incidents for the assignment during the time
period. The number of incidents is entered on a per line basis.
Enter Time for Page
Use the Enter Time page (SPA_TIME_ENTRY) to enter time worked by week using a non-24-hour clock
template.
Enter time worked by calendar and 24-hour clock.Enter time against multi-resource work orders.
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Navigation
Click a linked time report on the Manage Timesheets page to view an existing timesheet.
Click the Create button on the Manage Timesheets page to enter time on the timesheet.
Image: Enter Time for page (1 of 2)
This example illustrates the fields and controls on the Enter Time for page (1 of 2). You can find
definitions for the fields and controls later on this page.
When you are working with multi-resource work orders, each individual service provider reports time and
expenses individually for work associated to the same time template. Time approval for service providers
can have the same or individual approval workflow.
Consumption is recorded against the overall total for the parent work order as well as the individual
service work order.
Approvals and notifications for timesheets are also individual within the work order.
Related Links
Setting Up Multi-Resource Services
Enter Time Page
Enter Time Page
Managing Timesheets
This topic provides an overview of overriding timesheets and discusses how to manage timesheets.
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Pages Used to Manage Timesheets
Page Name
Definition Name
Usage
Manage Timesheets Page
SPA_SP_R_MAIN_PG
View, search, and sort the list of
timesheets. Access the timesheet that you
want to modify. To add a new timesheet,
select a business unit, work order, time
template, and date range. Click the
Create button.
Enter Time Page
SPA_TIME_ENTRY
Enter time and incident information
related to assigned work orders,
including any associated shift or
assignment information, such as time
line type or number of incidents.
Review/Adjust Time Page
SPA_TIME_ENTRY
Adjust timesheets.
Maintain Timesheets as Proxy
SPA_SUP_R_MAIN_PG
Manage time on behalf of other users.
Timesheet Details Page
SPA_TIME_DETAILS
View timesheet details, including time
category, distribution, and history
information. Also included on the page
are multi–resource work order IDs,
name, job title, and sequence number.
Enter Time Page
Review/Override Time Page
SPA_TM_EDIT_TRC
Override time categories on timesheets.
Review Time Page
SPA_TIME_SUBMIT
Review the timesheet summary.
Timesheet Attachment Page
SPA_TIME_ATTACH
Add, delete, or view an attachment for
the timesheet.
You can add more than one attachment
for each timesheet. Click the plus sign
to include more attachments for the
timesheet.
Enter Time Page
View/Select Work Order Distribution
Page
SPA_TIMEWO_DISTRIB
(Optional) Select the appropriate
accounting line for the work order.
Enter Time Page
Understanding Time Category Overrides
With PeopleSoft Services Procurement, you can override time categories on timesheets. To accomplish
this:
•
The Enable Time Categories Override option must be selected on the Services Procurement Bus Unit
definition page.
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•
Chapter 19
The role action of SP_TIME_ADJUST_TRC must be associated with users who will be able to
override time categories.
Image: Time Category Override setup
The following diagram illustrates the setup of the time category override feature:
Review/Adjust Time Page
Use the Review/Adjust Time page (SPA_TIME_ENTRY) to adjust timesheets.
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Navigation
Click the View Summary button on the Enter Time page
Image: Review/Adjust Time page
This example illustrates the fields and controls on the Review/Adjust Time page. You can find definitions
for the fields and controls later on this page.
After you make an adjustment to a timesheet, the View Adjustments link becomes available for you to
review the adjustment or adjustments that have been made to the timesheet. Click the link to access a
search page where you can select an adjustment to view.
Note: You cannot change the work order ID if you are adjusting approved timesheets. You can; however,
change the distribution, activity ID, shift, assignment, and time fields as required, if they are available.
When you adjust and submit a timesheet against a multi-resource work order, the system:
•
Uses the tolerance percentage of the multi-resource work order to validate the timesheet amount.
•
Updates the multi-resource work order's consumption, along with the lower-level service work order's
consumption.
Report Time for Work Order
If you do not have the appropriate role action to adjust time, the label displays as Review Time for Work
Order.
(Time Reporting Period)
Revise the number of hours and then click the Adjust Timesheet
button.
Adjust Timesheet
Click this button to update the timesheet and save your changes.
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Review/Override Time Category
Chapter 19
Select the time period for which you want to override the time
category on the Review/Override Time Categories page.
The actual navigation that you'll use to access the Review/
Override Time Categories page is determined upon which
service time template was used to create the timesheet. After
you select the time period that you want to override:
•
For Non 24-Hour clock timesheets, click the Go button to
access the Review/Override Time Categories page.
•
For 24-Hour clock timesheets, click the Review/Override
Time Category button.
Report Incidents for Work Order
This grid box appears if the Enable Assignments option is selected on the Services Procurement Bus Unit
definition page, if valid assignments are associated with the service during the time period reported, and if
the Based on Incidents option is selected on the Assignment by Service definition page.
Review Time Page
Use the Review Timesheet page (SPA_TIME_SUBMIT) to review the timesheet summary.
Navigation
Click the View Summary button or the View and Submit button on the Enter Time page.
Image: Review Timesheet page
This example illustrates the fields and controls on the Review Timesheet page. You can find definitions
for the fields and controls later on this page.
You can review the timesheet for the correct allocation of time using this page. The page provides basic
information about the timesheet, such as the status and the template used to create the timesheet. If you
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accessed this page using the Review and Submit button on the Review/Adjust Time page, the Submit
button appears for you to submit the timesheet for approval.
The page also provides graphical information about the hours.
Time Sheet Summary by TRC
Use this grid box to review timesheet summaries based on time recording codes.
Note: User roles that have the SP_TIME_HIDE_TRC_SUM role action applied to the roles cannot view
the Timesheet Summary by TRC grid box or the related graphical display.
TRC (time reporting code)
Displays the time reporting codes that are a part of this
timesheet. A time reporting code is a collection of predefined
values and rules that determine how the system applies the code.
Time Category
Displays the time category used by the corresponding time
reporting code. A time category defines the type of time, such as
overtime or standard time.
Hours
Displays the number of hours worked for each time reporting
code and time category combination.
Timesheet Summary by Work Order
Use this grid box to review timesheet summaries based on work order.
Work Order ID
Displays the work orders that are included on this timesheet.
Job Title
Displays the job title for the person.
Hours
Displays the number of hours applied to the corresponding work
order.
Assignment Incidents Summary
Use this grid box to review incidents logged against assignment IDs. The grid appears when time is based
on incidents.
Assignment ID
Displays the assignments for this timesheet. Assignments are the
types and conditions of work.
Incidents
Displays the number of incidents for the assignment during the
time period.
Review/Override Time Page
Use the Review/Override Time page (SPA_TM_EDIT_TRC) to override time categories on timesheets.
Navigation
Select a value in the Review/Override Time Category field on the Review/Override Time page.
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Note: The title of this page displays as Review Time Categories if the user does not have the appropriate
role to override time categories.
Note: Fields on this page will appear differently based on the use of a 24-hour or a non-24-hour clock
time template. Differences are discussed.
Time Category Status
This field displays the current time category status for the
reporting period. Values are:
•
System Assigned: Indicates that no manual override has
occurred.
•
Approver Override: Indicates that one of the approvers of
the timesheet has manually overridden the system assigned
value.
•
Manually Assigned: Indicates that the service provider
manually entered the time reporting code. This value is
made possible by selecting the Manually enter Timesheet
TRCs check box on the Service Time/Progress Template
page.
The Enable Time Reporting Override option on the Services
Procurement Bus Unit definition page must be selected for this
field to be available.
Time Category
If the business unit is not enabled to override time categories,
the label for this group box is Time Category. In addition,
information is display-only.
Report Time for Work Order
If you do not have the appropriate role action to approve time, the label will be Review Time for Work
Order and the Review/Override Time Category field will be unavailable.
In addition, if you do not have the appropriate approval role action, you will only be able to review the
time information in this section.
Review/Override Time Category
Select the time period for which you want to override the time
category on the Review/Override Time Categories page.
The actual navigation that you will use to access the Review/
Override Time Categories page is determined by which service
time template was used to create the timesheet. After you select
the time period that you want to override:
508
•
For non-24-hour clock timesheets, you must select the time
period that you want to override in the Review/Override
Time Category field, and then click Go to access the Edit
Time Categories page.
•
For 24-hour clock timesheets, scroll to the time period that
you want to override and then click the Review/Override
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Time Category button to access the Edit Time Categories
page.
Adjust Timesheet
Click this button to accept and save the changes. You
will receive a confirmation message after the changes are
successfully saved.
The Timesheet Status changes to Adjusted.
Reviewing and Overriding Time Categories
When the Time Category Status is Approver Override, a warning will appear if an approver makes a
subsequent adjustment to the hours. Clicking the Adjust Timesheet button will trigger the warning in this
case. You will have an opportunity to cancel the adjustment before the TRC values are recalculated.
Important! If a timesheet has multiple approvers, a warning message will appear to indicate that
subsequent changes will affect previous overridden time. For example, if one approver changes the time
categories so that overtime will not be charged against a certain work order, another approver may need to
make an associated change to pick up the overtime on a different work order.
Adjusting Timesheet After TRCs Have Been Overridden
The system displays a confirmation message when time categories have been successfully overridden.
OK
Click to accept the changes. The system returns the approver to
the Adjust Timesheet page.
Cancel
Click to indicate that the hours should not be changed. The
system returns to the Adjust Timesheet page.
Submitting and Approving Timesheets
This topic discusses how to submit and approve timesheets.
Note: Before you can approve timesheets, you must have a role action of SP_TIME_APPROVER.
Pages Used to Approve Timesheets
Page Name
Definition Name
Usage
Review Timesheet Page
SPA_TIME_SUBMIT
Submit timesheets for approval.
Worklist Page
WORKLIST
View timesheets that require your
approval.
Approve Timesheet Page
Approve Timesheet Page
SPA_TIME_APPROVE
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Approve, deny, and hold timesheets.
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Page Name
Definition Name
Usage
Enter Time Page
SPA_TIME_ENTRY
View a list of adjustments entered for the
timesheet.
Approve Timesheet Page
Edit Time Categories Page
SPA_TM_EDIT_TRC
Edit time categories for a specific time
period.
Timesheet Details Page
SPA_TIME_DETAILS
View the details for the timesheet.
Approve Timesheet Page
View Timesheet Adjustments Page
SPA_TIME_VWADJUST
View timesheet adjustment history. The
View Adjustments button is available
for a time report when adjustments have
been made to a timesheet.
Approve Timesheet Page
Related Links
eProcurement Role Actions Page
Review Timesheet Page
Use the Review Timesheet page (SPA_TIME_SUBMIT) to submit timesheets for approval.
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Navigation
•
Click the View Summary button on the Enter Time page.
•
Click the View Summary button on the Review/Adjust Time page.
Image: Review Timesheet page
This example illustrates the fields and controls on the Review Timesheet page. You can find definitions
for the fields and controls later on this page.
Timesheet approvals use the Approval Framework feature to streamline the approval process. Service
providers (or service provider contacts by proxy) can self approve a timesheet if the business unit enables
timesheet approval and the service provider has been defined for self approval on the approval process
definition. After all approvers complete the approval process, the timesheet history indicates that the
status of a timesheet is Approved.
After creating a new timesheet or reviewing timesheets, timesheet approvers and reviewers can be viewed
and the timesheet can be submitted for approval. To submit the timesheet without reviewing approvers,
click the Submit Timesheet button. The system immediately submits the timesheet and displays the Save
Confirmation page for the submission.
To preview approvers and then submit timesheets for approval:
1. Click the Preview Timesheet Approver(s) button.
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The system displays the Approval Status page. This page provides a graphical map of the workflow.
The next example illustrates the timesheet Approval Status page for multi-resource timesheets:
Image: Approval Status page
This example illustrates the fields and controls on the Approval Status page. You can find definitions
for the fields and controls later on this page.
The graphical map for the workflow displays timesheet approvers and reviewers and the status of their
reviews. It is possible to insert additional approvers or reviewers or create a new approval path for a
timesheet. If you insert an ad hoc approver or reviewer is inserted, as an approver or reviewer you can
also subsequently remove the ad hoc approver or reviewer.
The title for the workflow is the name of the stage or path defined in the Approval Process Definition.
The timesheet thread description is a concatenation of the business unit, timesheet ID, work order ID,
and line number. The graphic includes the work order and overall status of the approval. The graphics
provide information about individual approvers and the status of their approvals and vary in color
depending on the approval status.
2. Click the Return to: Timesheet link.
3. Click the Submit Timesheet button on the Review Timesheet page.
4. Click OK on the Save Confirmation page to complete the submission and go to the Maintain
Timesheets page.
Approve Timesheet Page
Use the Approve Timesheet page (SPA_TIME_APPROVE) to approve, deny, and hold timesheets.
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Navigation
Select timesheets from the Worklist page that require your approval.
Image: Approve Timesheet page (1 of 2)
This example illustrates the fields and controls on the Approve Timesheet page (1 of 2). You can find
definitions for the fields and controls later on this page.
Along with approving, denying, holding, or pushing back a timesheet, you can use this page to review
work order and timesheet details. If the work order is a multi-resource work order, the page displays
parent work order details and lower-level individual service details. Fields for both are similar. When the
Select check box indicates that a line has been selected, approval action buttons at the bottom of the page
are available for selection. Clicking Select/Deselect All below the grid will select or deselect the Select
check box for all lines of the timesheet. For parent work orders, only the work order ID and name are
displayed.
Time Template
Displays the template used by the work order.
Time Category Status
This display-only field indicates whether the time categories in
this timesheet were manually overridden, system assigned, or
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manually entered by a service provider. This field appears only
if the Enable Time Category Override check box is selected on
the Services Procurement Bus Definition page.
Approve
When you select the Select check box, approval actions become
available for you to perform. Select Approve to approve any
time lines selected for the work order. When approving a
timesheet, the system changes status the status to Approved and
makes the timesheet available for invoicing.
Deny
Click to deny the approval of the selected timesheets. The
system changes the status to Denied by Approver. If you deny
the time line, the system might require you to provide a reason
code and enter a comment if the business unit is set up to require
codes for negative business transactions. When you deny the
approval, the system returns the time line to the service provider
for modifications and re-submission.
Hold
Click to place the timesheet on hold, indicating that the approve
or deny decision is being deferred until further consideration.
When you put a timesheet on hold, the system keeps it in your
queue awaiting further action.
Pushback
Click to send the submitted timesheet back to the previous
approver for more information. The status of the timesheet
remains as Submitted.
View/Adjust Timesheet
Click to access the Enter Time page, where you can make
adjustments to the timesheet. Use this page to override time
categories if the Enable Time Reporting Override check box is
selected on the Services Procurement Bus Defn page.
See Setting Up Business Unit Definitions.
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View Attachments
Click to view attachments. This button is available after an
attachment has been added to the timesheet. When you click
the button, you access the Timesheet Attachments page where
you can view information about the attachment and open it for
viewing.
Preview Timesheet Approver(s)
Click to view a graphical map of the approval workflow.
View Adjustments
Click to view timesheet adjustment history. The button is
available when adjustments have been made to a timesheet. You
can search for and view specific timesheet line adjustments,
comments made about the adjustment and whether the
adjustment was made after the timesheet was approved. The
View Timesheet Adjustments page also displays timesheet
information, such as its basic details and overall status.
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Amount Details
Use this section to view a graphical presentation of timesheet amounts, including logged, available,
timesheet, and remaining amounts. If you are approving a multi-resource work order with individual
services, you can switch graphical views. Click the View Multi Resource Service Graph link to view
details about the parent work order. Click the View Individual Service Graph to view graphical details
about lower-level services.
The section also provides tab data that you can use to select the timeframe that includes the timesheet
you want to view. After you select the tab, the system populates the grid with time category and calendar
information for individual timesheets.
Time Line Approvals
Use this section to approve, deny, hold, or push back timesheet lines. The columns that appear differ
depending upon whether assignments are associated with projects for the reported time period.
Note: If any incidents are associated with the time line, the system displays Incidents for Work Order
grid.
Select
Select to indicate that you want to perform an approval task for
a time line. When you select the check box, the system makes
the Approve, Deny, Hold, and Pushback buttons available at the
bottom of the page. If the check box is selected, click the check
box to deselect the time line. Any lines that are selected when
you click an action button will have that action performed for
them.
Status
Displays the status of the time line approval.
Amount
Displays the monetary value for this timesheet.
Quantity
This column displays the number of incidents for each time line.
This column appears if assignments (based on incidents) are
associated with the time reporting period.
Click to access the Timesheets Details page, where you can
view the details of the timesheet and select the rating for the
work that the service provider performed for this time line.
Select/Deselect All
Use this link to select or deselect all the available timesheets.
Incidents for Work Order
This group box appears if time is being reported that is based on assignment incidents. If no incidents are
reported for the work order for the timesheet, the group box will not appear.
Incidents
This column summarizes and displays the number of incidents
per assignment for each work order on the timesheet.
Amount
This column summarizes and displays the total amount of
incidents for each assignment for each work order on the
timesheet.
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Incident Approvals
This group box appears if any assignment incidents are associated with the time being reported. If no
incidents are reported for the work order for the timesheet, the group box will not appear.
Action
Select an option to approve or deny the incident. Values include:
Approve: Changes status to Approved if no subsequent
approvals are needed by other approvers. Once fully approved,
the incident is available for invoicing.
Deny: Changes status to Denied by Approver. If you deny
the time line, enter a comment to indicate a reason. The time
line returns to the service provider for modifications and resubmission.
Hold: Changes status to On Hold. The time line remains with
the current approver awaiting further action.
Edit Time Categories Page
Use the Edit Time Categories page (SPA_TM_EDIT_TRC) to edit time categories for a specific time
period.
Navigation
Click the View/Adjust Timesheet button on the Approve Timesheet page.
Select the time period for which you want to override the time category and click the Go button.
Note: This page is available only if the Enable Time Reporting Override option is selected on the
Services Procurement Bus Unit definition page and if the user has the appropriate role action that enables
time category overrides.
Time Quantity
Enter the new quantity for the time category.
You can add additional time quantities for each time reporting
code.
Save
Click to save your changes.
Establishing Proxy Time Entry
Service Provider Contacts can create timesheets for service providers within the supplier office location.
When an approver approves, denies, or holds a timesheet, the person who created the timesheet will
receive a notification.
When a service provider contact resubmits the timesheet, the denied worklist entry is removed from all
other provider contacts within the same supplier office location.
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Manage Timesheet Worklists
This topic discusses how to trigger worklist and email notifications.
Triggering Worklist and Email Notifications
The following status changes trigger a worklist entry or email notification based on the definition of the
transaction configuration for the SP_TIMESHEET process:
•
The service provider receives a worklist entry and an email notification if the timesheet status changes
to Deny.
The service provider receives notification if the timesheet status changes to Approved.
•
The approver receives notification when a timesheet is submitted.
•
The user can either access the timesheet using the email link or by navigating using the worklist.
The email notifications contain values from the Enter Time page and a URL that the recipient should use
to access the timesheet.
Managing Timesheets from External Sources
This topic provides an overview of external timesheet management.:
Pages Used to Manage Timesheets from External Sources
Page Name
Definition Name
Usage
Integration Broker Quick Configuration
PTIB_ADMIN
Activate the domain.
To process asynchronous messages,
one application server domain must be
active.
See documentation PeopleTools :
PeopleSoft Integration Broker
Administration, "Understanding Setting
Up PeopleSoft Integration Broker,"
Activating Pub/Sub Server Domains.
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Page Name
Definition Name
Usage
Gateways
IB_GATEWAY
Activate the local gateway.
See documentation PeopleTools :
PeopleSoft Integration Broker
Administration, "Understanding Setting
Up PeopleSoft Integration Broker,"
Defining Integration Gateways and
Loading Connectors.
See documentation PeopleTools :
PeopleSoft Integration Broker
Administration, "Understanding Setting
Up PeopleSoft Integration Broker,
" Configuring Integration Gateway
Properties.
Service Configuration
IB_SVCSETUP
Set up the service configuration and
listening connector.
See documentation PeopleTools :
PeopleSoft Integration Broker
Administration, "Configuring PeopleSoft
Integration Broker for Handling
Services."
See documentation PeopleTools :
PeopleSoft Integration Broker
Administration, "Understanding Setting
Up PeopleSoft Integration Broker,"
Defining Integration Gateways and
Loading Connectors.
See documentation PeopleTools :
PeopleSoft Integration Broker
Administration, "Using the Delivered
Listening Connectors and Target
Connectors."
Queue Status
IB_MONITOR_QUEUES
Activate the queue for your message.
See documentation PeopleTools :
PeopleSoft Integration Broker,
"Managing Service Operation Queues."
Services Page
IB_SERVICEDEFN
Activate your service, handler, and
routing.
Setting Up Integration Broker for the
SOA for Inbound Timesheets Feature
Transformation Test Page
IB_TRANSFORM_PAGE
Convert XML from a service provider.
Importing and Converting Time Data
from External Sources
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Page Name
Definition Name
Usage
Handler Tester Page
IB_EVENTTESTER
Use the converted XML to create a
timecard.
Importing and Converting Time Data
from External Sources
Understanding External Timesheet Management
Many PeopleSoft Services Procurement customers use external time tracking and project management
tools. This often requires service providers to enter time in two systems: PeopleSoft Services Procurement
for billing and the supplier system or other external system to track time for a project. The SOA (Service
Oriented Architecture) for Inbound Timesheets feature enables third parties to capture time information
on an external web-based system using an industry-standard generic HR-XML 2.5 timecard schema and
then send the XML file to your system without having to enter the information directly into Services
Procurement. Your system then uses the XML file to generate and submit a timesheet.
The feature includes:
•
The ability for service providers to submit time information electronically to your system through a
web service.
•
A process for converting the time information into XML that can be used to generate a timesheet.
•
Processing for timesheets (including approvals and history) that is the same as time processing that is
used when you manually enter information into PeopleSoft Services Procurement. The timesheet is
processed and invoiced just like a time sheet entered directly in Services Procurement.
•
The use of XML schema elements and attributes that map to Services Procurement application fields.
The primary benefit is that service providers can enter time in one system instead of two with little
difference in processing time for manually entered timesheets. Specifically, the feature:
•
Enables the quick and cost-effective receipt of time reporting data from any external web-based, timecapture system that uses industry-standard generic HR-XML 2.5 timecard schema.
•
Is broad enough to be used globally without having to establish, engineer, and implement many
separate transformation mechanisms.
•
Validates the data and enables sending a response message to the external system for any invalid data.
•
Handles the time data the same as it would a timesheet that is entered manually in PeopleSoft Services
Procurement after the system accepts the data.
•
Provides an email notification to notify the external system of any timesheets that were denied in
Services Procurement.
•
Provides an email notification to notify the external system of any timesheet adjustments that were
made in Services Procurement.
•
Receives resubmitted timesheets that were rejected previously or that were changed after being
submitted to Services Procurement.
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How the SOA for Inbound Timesheets Feature Works
Image: Data flows between the service provider and PeopleSoft Services Procurement
The following diagram shows how data flows between the service provider and PeopleSoft Services
Procurement:
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Image: Main components of the SOA for Inbound Timesheets feature
The following diagram shows the main components of the SOA for Inbound Timesheets feature and
shows how data flows between these components:
The following process is a high-level overview of the steps depicted in the preceding diagrams:
1. Time data is recorded in an external time-capturing system.
2. A message is created in the time-capturing system and sent to your system in the format of the HRXML 2.5 timecard schema. This message is sent asynchronously two-way (request and response)
from the external time-capturing system to the Services Procurement database.
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3. The PeopleSoft Integration Broker receives the HR-XML time data and transforms it into the
PeopleSoft Message SP_TIME_CARD.
4. The On Notify request handler is invoked to receive the transformed message. The On Notify
application class processes the time card message and invokes the SP:SP_INTEGRATION: TimeCard
application class.
5. The TimeCard application class validates and verifies the data, and it rejects the invalid data.
6. The TimeCard application class builds and sends a response message for the rejected data.
7. The response message is published to the Gateway.
8. The accepted data is written into the Timecard hold table.
9. Timecard data is loaded into the timecard rowset. The rowset supplies the Timecard Component
Interface properties. Timecard Component Interface validates all the business logic and accepts or
rejects the time information. It then saves the timesheet for the valid timecard.
10. For rejected timecards, the Timecard Component Interface builds and sends a response message. The
response message is published to the Gateway.
11. The timecard is routed to the approver (based on the timesheet status and the timecard approval
setting at the business unit level).
12. The service provider SPC is notified of any timesheet adjustments made in PeopleSoft Services
Procurement or timesheets that are denied in Services Procurement.
13. Approved timesheets are processed and invoiced.
14. Any updates to the timesheet in the external system are resubmitted to Services Procurement and steps
2 through 13 are repeated.
522
Condition
Error or Warning
Action
Invalid message format.
Error : Invalid Time Message.
Reject the TimeCard message.
External ID is missing.
Error: External TimeSheet required.
Reject the TimeCard message.
Business unit is missing.
Error: Business Unit is required.
Reject the TimeCard message.
Work order is missing.
Error: Work Order is required.
Reject the TimeCard message.
Period start and end dates are missing.
Error: Period Start and End Dates are
required.
Reject the TimeCard message.
Required fields are missing,
Error: Required "field name" is missing.
Reject the TimeCard message.
Field format or date is invalid.
Error: "Field" format is invalid.
Reject the TimeCard message.
A timesheet already exists for the time
period for the provider for the given
template.
Warning: TimeSheet exists for the
%Time Period.
Send a warning when the action for
the incoming time data is Add and the
timesheet already exists in Services
Procurement for the time period.
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Condition
Error or Warning
Action
The person ID of the service provider is
invalid.
Person is not valid in PeopleSoft
Services Procurement system.
Send an error message for the invalid
service provider.
Work order ID is invalid.
Error : Work order not found.
Reject the TimeCard message.
Work order and purchase order for the
time period were missing.
Error : Work order not found for the
Time period.
If an overlap occurs in the time period
or if the start date and end date are both
outside of work order time period, then
reject the TimeCard message.
The time date entered for the reported
Error : Reported time is outside of the
time (time interval, time event) is outside work order period.
of the work order period.
Reject the TimeCard message.
The work order consumption amount is
exceeded.
Error : Work order over amount.
Reject the TimeCard message.
The time template period is in error.
Error: The reported time format is wrong Reject the TimeCard message.
for the time template.
An Expense time element was found.
Warning: "Expenses" are currently not
supported.
Accept the time message, ignore the
expense message, and generate a
warning.
For an action code of Change, the
Services Procurement timesheet that
was sent by the external system was not
found in Services Procurement.
Error : Invalid sPro Timesheet id.
Reject the TimeCard message.
For an action code of Change, the status
is anything other than Rejected.
Error: Timecard in Raw/Submitted/
Processed/Approved status cannot be
processed in Change mode.
Reject the TimeCard message.
For an action code of Add, the status is
Processed or Final.
Error: Timecard in Processed/Final status Reject the TimeCard message.
cannot be processed in Add mode.
Any information data sent from the
external system is not used by Services
Procurement.
Warning message
Accept the time data and generate the
warning message for unused data.
Technical Dependencies
To use the SOA for Inbound Timesheets feature, you need:
•
Tools Integration Broker web services, release 8.5 or later.
•
The new Approval Framework feature implemented for timesheets for release 9.1 of PeopleSoft
Software.
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Field Mappings
External System Element or Attribute
Services Procurement Field
Timecard ID
SP_EXT_TIME_HDR.SP_EXTERNAL_ID
SPA_TIME_HDR.SP_EXTERNAL_ID
Reported Resource Person ID
SP_EXT_TIME_HDR.PERSON_ID
SPA_TIME_HDR.PERSON_ID
Reported Time Status
SP_EXT_TIME_HDR.SP_EXT_STATUS
SPA_TIME_HDR.TIME_HDR_STATUS
Period Start Date
SP_EXT_TIME_HDR.PERIOD_START_DT
SPA_TIME_HDR.PERIOD_START_DT
Period End Date
SP_EXT_TIME_HDR.PERIOD_END_DT
SPA_TIME_HDR.PERIOD_END_DT
Time Interval Type
SP_EXT_TIME_DTL.SP_TRN_TYPE
SPA_TIME_DTL.Activity_id
Time Interval Billable
SP_EXT_TIME_DTL.SPA_BILLING_ACTION
SPA_TIME_DTL.SPA_BILLING_ACTION
Time Interval Action Code
SP_EXT_TIME_DTL.SP_ACTION_CODE
Time Interval ID
SP_EXT_TIME_DTL.SP_EXTERNAL_ID
SPA_TIME_DTL.SP_EXTERNAL_ID
Start Date Time
SP_EXT_TIME_DTL.STARTDATETIME
SPA_TIME_DTL.STARTDATETIME
End Date Time
SP_EXT_TIME_DTL.ENDDATETIME
Duration
SP_EXT_TIME_DTL.SP_TIME_DURATION
Approval Information Person ID
SP_EXT_TIME_DTL.Approval_OPRID
Time Event Type
SP_EXT_TIME_DTL.SP_TRN_TYPE
Time Event Billable
SP_EXT_TIME_DTL.SPA_BILLING_ACTION
SPA_TIME_DTL.SPA_BILLING_ACTION
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External System Element or Attribute
Services Procurement Field
Time Event Action Code
SP_EXT_TIME_DTL.SP_ACTION_CODE
Event DateTime
SP_EXT_TIME_DTL.START_DATETIME (IF clock-in)
or
SP_EXT_TIME_DTL.ENDDATETIME ( IF clock-out)
Expense Billable
SP_EXT_TIME_DTL.SPA_BILLING_ACTION
SPA_TIME_DTL.SPA_BILLING_ACTION
Expense Action Code
SP_EXT_TIME_DTL.SP_ACTION_CODE
External Order Number
SP_CUST_REP_SUB.WORK_ORDER_ID
SPA_TIME_WO.WORK_ORDER_ID
Customer Reporting Requirements Entity
SP_EXT_TIME_DTL.BUSINESS_UNIT
Setting Up Integration Broker for the SOA for Inbound Timesheets Feature
Before using the SOA for Inbound Timesheets feature, you need to set up PeopleSoft Integration Broker
to accept time information from external service providers. This section discusses how to:
•
Activate the domain.
•
Activate the local gateway.
•
Set up the service configuration and listening connector.
•
Activate the queue for your message.
•
Activate your service, handler, and routing.
For general information about setting up the Integration Broker,
See documentation PeopleTools PeopleSoft Integration Broker Administration, "Understanding Setting
Up PeopleSoft Integration Broker."
Activating the Domain
To process asynchronous messages, one application server domain must be active.
See documentation PeopleTools : PeopleSoft Integration Broker Administration, "Understanding Setting
Up PeopleSoft Integration Broker," Activating Pub/Sub Server Domains.
Activate the Local Gateway
To activate the local gateway:
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See documentation PeopleTools : PeopleSoft Integration Broker Administration, "Understanding Setting
Up PeopleSoft Integration Broker," Defining Integration Gateways and Loading Connectors.
See documentation PeopleTools : PeopleSoft Integration Broker Administration, "Understanding Setting
Up PeopleSoft Integration Broker," Configuring Integration Gateway Properties.
Setting Up the Service Configuration and Listening Connector
To set up the service configuration and listening connector:
See documentation PeopleTools : PeopleSoft Integration Broker Administration, "Configuring PeopleSoft
Integration Broker for Handling Services."
See documentation PeopleTools : PeopleSoft Integration Broker Administration, "Understanding Setting
Up PeopleSoft Integration Broker," Defining Integration Gateways and Loading Connectors.
See documentation PeopleTools : PeopleSoft Integration Broker Administration, "Using the Delivered
Listening Connectors and Target Connectors."
Activating the Queue for Your Message
To activate the queue for your message:
See documentation PeopleTools : PeopleSoft Integration Broker, "Managing Service Operation Queues."
Activating Your Service, Handler, and Routing
Use the Services page (IB_SERVICEDEFN) to activate your service, handler, and routing.
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Navigation
PeopleTools, Integration Broker, Integration Setup, Services
On the Services search page, enter SP_TIME_CARD in the Service field and click Search.
Image: Services page
This example illustrates the fields and controls on the Services page. You can find definitions for the
fields and controls later on this page.
1. On the Services page, select Services Procurement in the Object Owner ID field.
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2. Click the SP_TIME_CARD.v1 link on the Operation tab at the bottom of the page.
Image: Services page General tab
This example illustrates the fields and controls on the Services page General tab. You can find
definitions for the fields and controls later on this page.
3. On the General tab, select the Active check box in the Default Service Operation Version group box.
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4. Select the Handlers tab.
Image: Services page Handlers tab
This example illustrates the fields and controls on the Services page Handlers tab. You can find
definitions for the fields and controls later on this page.
5. Select Active from the Status drop-down list box.
Note: The handler must be active for the Message subscription PeopleCode/Application package
logic to run. If the handler is not active, the message will appear to be done, but nothing will be
processed by the code.
6. Select the Routings tab.
Image: Services page Routings tab
This example illustrates the fields and controls on the Services page Routings tab. You can find
definitions for the fields and controls later on this page.
7. In the Routing Definitions group box, select the check box next to the routing name that you want to
use and click Activate Selected Routings.
Note: The routing and operation must be active or you will receive a message in the Send Master
stating that the routing cannot be found.
See the product documentation for PeopleTools: Integration Broker Administration, Configuring
PeopleSoft Integration Broker for Handling Services. , Configuring PeopleSoft Integration Broker for
Handling Services," Understanding Configuring PeopleSoft Integration Broker for Handling Services,
Setting Service Configuration.
PeopleTools: Integration Broker, Managing Services, Managing Service Operation Handlers, Managing
Service Operation Routing Definitions," Creating Routing Definitions.
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Importing and Converting Time Data from External Sources
The service provider sends time information to your system in HR-XML 2.5 format. Your system then:
•
Imports the XML file into PeopleTools.
•
Converts the XML from the service provider into XML that can be used to create a timecard.
•
Uses the converted XML to create a timecard that can be used in PeopleSoft Services Procurement.
When the timecard is created, it is automatically submitted for approval and a copy is sent to the service
provider. This section discusses how to:
•
Convert XML from a service provider into XML that can be used to create a timecard.
•
Use the converted XML to create a timecard.
Converting XML from a Service Provider
Use the Transformation Test page (IB_TRANSFORM_PAGE) to convert XML from a service provider.
Navigation
PeopleTools, Integration Broker, Service Utilities, Transformation Test
On the Transform Test Utility search page, enter SP_TIME_CARD in the Search by field and click Search.
Image: Transformation Test page
This example illustrates the fields and controls on the Transformation Test page. You can find definitions
for the fields and controls later on this page.
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1. In the File Name field, enter the path and file name where the XML from the service provider is
stored.
2. Click Transform.
The converted XML appears in the Message Text text box.
Image: Transformation Test page displaying converted XML
This example illustrates the fields and controls on the Transformation Test page displaying converted
XML. You can find definitions for the fields and controls later on this page.
3. Copy the XML in the Message Text text box into your buffer, for example, Notepad.
4. Click Save.
Using the Converted XML to Create a Timecard
Use the Handler Tester page (IB_EVENTTESTER) to use the converted XML to create a timecard.
Navigation
PeopleTools, Integration Broker, Service Utilities
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The Select a service operation to test group box appears displaying the service operation to test.
Image: Handler Tester Search page
This example illustrates the fields and controls on the Handler Tester Search page. You can find
definitions for the fields and controls later on this page.
Note: This procedure is only one way to perform the conversion. You can also do it using Sendmaster.
See documentation PeopleTools : Integration Broker Testing Utilities and Tools, "Using the Handler
Tester Utility," Uploading XML Data from Files.
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1. Click the SP_TIME_CARD link under Service Operation.
Image: Handler Tester page
This example illustrates the fields and controls on the Handler Tester page. You can find definitions
for the fields and controls later on this page.
2. Select On Notify in the Handler Type drop-down list box.
3. Select TimeNotifyHandler in the Handler Name drop-down list box.
4. Click the Provide XML button in the Populate Input Message group box.
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5. On the Enter XML page, copy the XML from your buffer into the XML text box.
Image: Enter XML page
This example illustrates the fields and controls on the Enter XML page. You can find definitions for
the fields and controls later on this page.
6. Click OK.
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The Handler Tester page appears with the XML in the Input Message text box.
Image: Handler Tester page displaying XML in Input Message box
This example illustrates the fields and controls on the Handler Tester page displaying XML in Input
Message box. You can find definitions for the fields and controls later on this page.
7. Click Execute Event.
The process creates a timecard that can be used in Services Procurement. It automatically submits the
timecard for approval and sends a copy of the time sheet to the service provider to view.
Viewing a Timecard (provider)
When your system generates a timecard for a service provider, the system sends a copy of the timecard
to the service provider. The service provider can then view the timecard in PeopleSoft Services
Procurement. The imported timecard has a status attached to it.
Status in External System
Status in Services Procurement
Raw
Accept in both Add and Update status.
Processed
Accept and submit the timesheet unless status is Final.
Submitted
Accept in both Add and Update status. If status is Update,
create an adjustment in Services Procurement.
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Status in External System
Status in Services Procurement
Approved
If the timesheet is passed to Services Procurement already
having a status of Approved in the external system, it will
not go through the approval process again within Services
Procurement. The timesheet will be automatically approved
and will be available for invoicing.
Rejected
Reject the timesheet, but accept resubmitted timesheets. For
resubmitted timesheets in Update status, create an adjustment
row in Services Procurement. Rejected is also a valid status for
resubmitted timesheets.
If you are a provider who has had a timecard generated based on XML that you sent to an enterprise for
whom you provide services and the timecard has been submitted, to view the timecard:
1. Sign in to the PeopleSoft system.
2. Select Services Procurement, Maintain Timesheets.
The Manage Timesheets page appears.
Image: Manage Timesheets page
This example illustrates the fields and controls on the Manage Timesheets page. You can find
definitions for the fields and controls later on this page.
3. Click the Search button in the Timesheet History group box.
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The system displays a list of timesheets.
Image: Manage Timesheets page with timesheets listed
This example illustrates the fields and controls on the Manage Timesheets page with timesheets listed.
You can find definitions for the fields and controls later on this page.
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4. To view details of a timesheet, click the link for the date range of the timesheet that you want to view.
Image: Enter Time for Provider page
This example illustrates the fields and controls on the Enter Time for Provider page. You can find
definitions for the fields and controls later on this page.
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Chapter 20
Managing Expenses in PeopleSoft Services
Procurement
Understanding Expenses
The Expense feature enables you to capture travel and expense information relating to a project. A service
provider can enter expenses incurred on a project and submit them to the project manager on an expense
report for immediate approval.
Note: Expenses can be entered only if an expense amount is specified on the work order.
When an expense transaction is reported against an individual child service of a multi-resource parent
work order, the system uses the tolerance percentage from the parent multi-resource work order and
makes consumption updates to both the multi-resource parent work order and to the individual service
child work order.
Related Links
Common Elements Used In Services Procurement
Setting Up Multi-Resource Services
Creating and Maintaining Expense Reports
This topic discusses how to create and manage expense reports.
Pages Used to Create Expense Reports
Page Name
Definition Name
Usage
Manage Expenses Page
SPA_EXP_ROSTER
Manage expenses to include creating
new expenses, managing the expenses,
and viewing the expense history.
General Information Page
SPA_SHEET_MAIN2
Enter general expense report information
including the description, business
purpose, and other comments.
Services Expense Report Details page
SPA_SHEET_LINES2
Add expense lines.
Add Expense Page
SPA_SHEET_EXPENSE2
Enter expense line information.
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Page Name
Definition Name
Usage
Exchange Rate Detail Page
EXCH_RT_DTL
View exchange rate information.
Add Expense Page
Expense Attachments Page
SPA_EXP_ATTACH
Add attachments to expense reports.
Reviewers and approvers can open and
view the attachments during the approval
process.
Service Expense Report Details page
Expense Report Line Adjustment
SPA_SHT_LN_ADJ
View adjusted expense lines.
Expense Report Line Entry Adjustment
SPA_SHT_EXP_ADJ
View adjusted expense line detail
information.
Services Expense Report Details
SPA_SHEET_LINES2
Maintain services expense report details.
Manage Expenses (as proxy)
SPA_EXP_SUP_ROST
Manage expenses on behalf of another
user.
Manage Expenses Page
Use the Manage Expenses page (SPA_EXP_ROSTER) to manage expenses to include creating new
expenses, managing the expenses, and viewing the expense history.
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Navigation
Services Procurement, Manage Expenses
Image: Manage Expenses page
This example illustrates the fields and controls on the Manage Expenses page. You can find definitions
for the fields and controls later on this page.
You use this page to manage expenses against work orders. This includes reviewing information about
a work order and creating new expense reports for it. You can also limit the search results for existing
expense reports that appear on the page and review active reports and their statuses.
Note: To add expense reports, you must be defined as the service provider or service provider contact for
a work order. The available work orders appear on this page when you access it.
Create Expense Sheets
Use this section to add expenses to an existing work order. When work orders are associated with a multiresource order, this page includes the lower-level individual child service resource-based work orders
and displays the Job Title field so that you can select the work order to which you want to associate the
expenses.
Click the Create button to access the General Information page where you can add a new expense report.
See Creating and Maintaining Expense Reports.
Search Expenses
The system displays all expenses if search criteria has not been specified. To limit the displayed results,
enter search criteria and click Search.The search results appear in the Expenses grid.
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Expenses
Report ID
Click the link to access the Service Expense Report Details
page, where you can view the details of previously created
expense reports.
General Information Page
Use the General Information page (SPA_SHEET_MAIN2) to enter general expense report information
including the description, business purpose, and other comments.
Navigation
Click the Create button on the Manage Expenses page.
Image: General Information page
This example illustrates the fields and controls on the General Information page. You can find definitions
for the fields and controls later on this page.
542
Report Description
Enter a description of this report (30-character limit).
Business Purpose
Select the business purpose of this trip or activity.
Reference
Enter text (10-character limit.)
Comment
Enter general comments regarding the expense sheet.
Continue
Click to access the Services Expense Report Details page and
add expense lines.
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Chapter 20
Managing Expenses in PeopleSoft Services Procurement
Services Expense Report Details page
Use the Services Expense Report Details page (SPA_SHEET_LINES2) to add expense lines.
Navigation
Click Continue on the General Information page.
Image: Services Expense Report Details page
This example illustrates the fields and controls on the Services Expense Report Details page. You can find
definitions for the fields and controls later on this page.
Select an expense type and click Add to access the Add Expense page.
Add Expense Page
Use the Add Expense page (SPA_SHEET_EXPENSE2) to enter expense line information.
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Navigation
Click the Add button on the Services Expense Report Details page.
Image: Add Expense page
This example illustrates the fields and controls on the Add Expense page. You can find definitions for the
fields and controls later on this page.
Depending on how the organization defines the expense type, you access the Add Expense page to
enter more details such as merchant, mileage, or number of nights pertaining to the line item. When you
complete the necessary information, the expense appears as a line item on the Services Expense Report
Details page.
Generic Fields Included on Several Add Expense Pages
544
Trans Date (transaction date)
Enter the transaction date for this expense.
Payment Type
Select the payment type for this expense.
Billing Code
Select Billable or Nonbillable.
Merchant: Preferred or Nonpreferred
Depending on how the expense type is defined during setup, this
field may be required.
Location
Enter where the transaction occurs.
Description
Depending on how expense type is defined during setup, this
field may be required.
Amount
Enter the expense amount and the currency in which it was
purchased.
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The currency code is available for edit only if the PeopleSoft
Purchasing business unit allows multicurrency purchase orders.
Conversion Rate
Appears automatically and cannot be modified.
Reimbursement Amount
Appears in supplier location currency. The supplier location
currency appears by default in the Work Order Supplier
Location field. You can change this value by choosing a
different currency in the Amount field if the PeopleSoft
Purchasing business unit allows multicurrency purchase orders.
Rate Detail
Click to view rate calculation information.
No Receipt
Select this check box if no receipt exists to substantiate an
expense item that normally requires a receipt. If a receipt is
required, you may need to provide an explanation for this
expense.
Done
Click when you have completed the line item details. This
returns you to the Services Expense Report Details page.
Specific Fields Included on Some Add Expense Pages
Ticket Number
Enter a reference number for the airline ticket.
Miles
Enter the number of miles used to calculate automobile mileage
reimbursement.
Add Additional Attendees
For meals, click to add a guest or business associate name,
company, and title.
Number of Nights
Enter the number of nights included in the hotel stay.
Start Time and End Time
Enter the start and end of the business day.
Retrieve Per Diem Amounts
Click for the system to populate the Amount field with the
allowed per diem reimbursement.
Per Diem Information
Click to navigate to the Per Diem Information page to select
meals that were provided by another party such as a lodging
establishment. Depending on how the system is set up, the
appropriate amount may be deducted from the per diem for that
day.
Distribution
Select from the available list of options which includes the
description of all the expense distribution lines from the
associated work order. If only one expense distribution line is
associated, then the value for this field defaults to that particular
line.
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Note: Select from the available list of options which includes
the description of all the expense distribution lines from the
associated work order. If only one expense distribution line is
associated, then the value for this field defaults to that particular
line.
View Expense Distribution
ChartField
Click to access the View/Select Work Order Distribution For:
page. Use this page to view the actual ChartField values if the
description does not provide enough information to make a
selection in the Distribution field.
Note: This icon is available only when the expense reporting
option is “Actual Allocation” for the associated work order.
View/Select Work Order Distribution for Expense Report
Navigation
Services Procurement, Manage Expenses From the Manage Expenses page, click the Create button to
access the General Information page. From the General Information page, click the Continue button to
access the Services Expense Report Details page. From the Services Expense Report Details page, select
an expense type and click the Add button to access the Add Expense - <Expense Type> page. Click the
View Expense Distribution ChartField button to access the View/Select Work Order Distribution For:
page.
Use this page to select the appropriate distribution line for the Distribution field on the Add Expense
page. The system only displays the ChartFields that are selected for display on the business unit.
Select the distribution line and click the OK button to bring the description into the Distribution field on
the Add Expense page.
Service Expense Report Details page
Use the Services Expense Report Details page (SPA_SHEET_LINES2) to maintain services expense
report details.
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Navigation
Click a Report ID link on the Manage Expenses page.
Image: Services Expense Report Details page
This example illustrates the fields and controls on the Services Expense Report Details page. You can find
definitions for the fields and controls later on this page.
After you create an expense report, you can use this page to view and update the report. You can also
create new expenses for the work order using the Add Expense grid. Select a type of expense and click
the Add button.
Save
Click to save updates to an expense report.
Submit
Click to submit the expense to the expense approver.
See Submitting and Approving Expenses.
Add Attachment
Click to upload an attachment to the expense report.
Preview Expense Approver(s)
Click to view approvers and reviewers for the expense report.
This link is available when the business unit is set to use
approval workflow for expenses.
See Submitting and Approving Expenses.
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General Report Information
Chapter 20
Click to access the General Information page where you can
view the basic information about the expense.
Expense List
This grid box displays the current expenses for a service provider. Click the Expense Type link to update
an expense. The total amount of the expenses appears in the Total Expenses field.
Expense Report History
This grid box displays the history of expense reports for a service provider along with the status of the
expense report. Click the Expense Type link to update an expense. The total amount of the expenses
appears in the Total Expenses field.
Submitting and Approving Expenses
This topic discusses how to submit and approve expenses.
Pages Used to Submit and Approve Expenses
Page Name
Definition Name
Usage
Services Expense Approval Status Page
SPA_EX_APPR_STATUS
View and update approvers and
reviewers for expense approvals. This
page is available when expenses are
enabled for workflow on the business
unit.
Service Expense Report Details Page
Submit Expense Sheet Page
SPA_SUBMIT_CONFIRM
Confirm the submission of the expense
approval. Click OK to submit the
expense or Cancel to return to the
Services Expense Report Details page.
Service Expense Report Details Page
Service Expense Report Details Page
SPA_SHEET_LINES2
Adjust expense sheets.
Monitor Approvals Page
EOAW_ADM_MON_SRC
Monitor approvals using the User
Monitor.
Service Expense Report Details Page
Use the Services Expense Report Details page (SPA_SHEET_LINES2) to adjust expense sheets.
Navigation
(Worklist, Worklist, Filter By Approval Routing, select an expense report that requires your approval and
click the Adjust Expense Sheet button on the Service Expense Report Details page).
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Service providers can complete and submit expenses for approval upon completing the expense report
or save it and return later using the Manage Expenses page to access the report. You can use the Service
Expense Report Details page to view information about the work order against which the expense is
applied, add additional expenses, and review existing expenses and expense history.
Note: If you are submitting time against a child for a multi-resource work order, the header information
also displays the parent work order ID and name.
Before you submit an expense report, you can add another expense type. Select an expense type in the
Expense Type field and click the Add button. You can also update expense lines and add new lines to an
expense report by clicking the Expense Type link in the Expenses grid box.
After creating a new expense report or reviewing expenses, you can view expense approvers and
reviewers and submit the expense for approval. To preview and update expense approvers:
1. Click the Preview Expense Approver(s) link.
This link is available if expenses have been enabled for workflow approval for the business unit. The
system displays the Services Expense Approval Status page. This page provides a graphical map of
the workflow. The next example illustrates how the page appears:
Image: Services Expense Approval Status page
This example illustrates the fields and controls on the Services Expense Approval Status page. You
can find definitions for the fields and controls later on this page.
The graphical map for the workflow displays expense approvers and reviewers and the status of
their reviews. You can insert additional approvers or reviewers or create a new approval path for an
expense. If you insert an ad hoc approver or reviewer, you can also remove the approver or reviewer.
The title for the workflow represents the type of expense that is being processed. This is the expense
thread description and consists of unique information for the expense. The graphic includes the
expense status and overall status of the expense approval and provides information about individual
approvers and the status of their approvals. The individual graphics vary in color depending on the
approval status.
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2. Click the Return to Expense link to return to the Manage Expenses page where you can submit the
approval.
To submit an expense report:
1. Click the Submit button.
The system displays the Submit Expense Sheet Confirmation page where you can confirm that you
want to continue with the submission.
2. Click OK to submit the expense.
The system displays the Save Confirmation page with the new expense approval status and an updated
graphic for the workflow. You can also click Cancel to return to the Services Expense Report Details
without submitting the expense.
3. Click OK to continue.
Related Links
Setting Up Expense Workflow
Services Expense Report Details Page
Use the Services Expense Report Details page (SPA_SHEET_LINES2) to adjust expense sheets.
Navigation
(Worklist, Worklist, Filter By Approval Routing, select an expense report that requires your approval and
click the Adjust Expense Sheet button on the Service Expense Report Details page).
Expense report approvers use this page to review, approve, deny, or hold expense reports. You can select
one or more lines to approve. A status appears for each line.
When approving, denying, or holding expense reports, you can also add comments.
Note: At least one line must be selected to perform an approval task.
To approve or deny expense reports:
1. Click the Approve button.
The system changes the status to Approved. The expense report is now available for invoicing.
2. Click the Deny
Changes the status to Denied by Approver. If you deny the expense report, enter a comment to
indicate a reason. The expense report returns to the service provider or service provider contact for
modifications and resubmission.
3. Click the Hold button.
This places the expense report approval on hold and gives the approver time to research an issue
and prevents the approval process from going to the next approval step until the previous approver
takes action on the expense report. The approval hold is removed when either the approver chooses
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to approve the expense report or when the report is updated in such a way that the approval process is
restarted. When the approval is placed on hold, the system provides a worklist entry for the previous
expense report approver. A comment is required when you place an expense report on hold.
When you click the Hold button, the system displays a confirmation page. When you click the OK
button on that page, the system provides a worklist entry for the person who submitted the expense
report or for the previous approver. Using the worklist, the person can address comments from
approver.
When all lines are approved, the expense report status changes to Approved.
Service Expense Report Details Page
Use the Services Expense Report Details page (SPA_SHEET_LINES2) to adjust expense sheets.
Navigation
(Worklist, Worklist, Filter By Approval Routing, select an expense report that requires your approval and
click the Adjust Expense Sheet button on the Service Expense Report Details page).
Image: Service Expense Report Details page
This example illustrates the fields and controls on the Service Expense Report Details page. You can find
definitions for the fields and controls later on this page.
To adjust an expense sheet approvers:
1. Click the Expense Type link in the Expenses grid.
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The system displays the Services Expense Report Details page where you can make changes to the
expense.
2. Click the Done button.
The system returns to the initial Service Expense Report Details page with your updates.
3. Click the Save Adjustment button.
The system displays a confirmation page that the adjustment was saved.
Distribution
Select from the available list of options which includes the
description of all the expense distribution lines from the
associated work order. If only one expense distribution line is
associated, then the value for this field defaults to that particular
line.
Note: This field is available only when the expense reporting
option is “Actual Allocation” for the associated work order.
View Expense Distribution
ChartField
Click to access the View/Select Work Order Distribution For:
page. Use this page to view the actual ChartField values if the
description does not provide enough information to make a
selection in the Distribution field.
Note: This icon is available only when the expense reporting
option is “Actual Allocation” for the associated work order.
Approving Services Expenses Using the PeopleSoft Fluid User
Interface
This topic provides an overview of the self-service approval pages for services expenses, and how to
access these pages using the PeopleSoft Fluid User Interface. PeopleSoft builds these mobile approval
pages on the Enterprise Component Fluid Approvals framework.
Pages Used to Approve Services Expenses Using PeopleSoft Fluid User
Interface
Page Name
Definition Name
Usage
Pending Approvals - Services Expense
Page (List)
EOAWMA_MAIN_FL
View a list of pending approvals for
services expenses.
For more information, see the overview
of approvals on the PeopleSoft Fluid
User Interface: "Pending Approvals
Page" (PeopleSoft FSCM 9.2:
Application Fundamentals).
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Page Name
Definition Name
Usage
Services Expense Page (Header
Approval)
EOAWMA_TXNHDTL_FL
Review header details for a single
services expense, and approve, deny,
hold, or push back the expense,
depending on role criteria.
For more information, see the "Approval
Header Detail Page" (PeopleSoft FSCM
9.2: Application Fundamentals).
Services Expense Page (Line Detail)
SPA_FL_APPR_LN
Review a display-only line summary and
details.
Services Expense Report Details page
SPA_SHEET_LINES2
Review Services Expense Report details
for the service provider, including
current expenses and expense report
history. Add an expense to the expense
sheet.
Access this page through the Services
Expense Page (Header Approval).
Understanding Approvals for Services Expenses Using the PeopleSoft
Fluid User Interface
PeopleSoft provides mobile approvals using the Enterprise Component Fluid Approvals framework.
Approvers can take Application Workflow Engine (AWE) actions on select PeopleSoft transactions
pending their approval, using a smart phone or tablet. The tablet version is also available for desktop use.
Services expense workflow enables service providers to complete and submit expenses for approval upon
completing a service expense report. Once the service expense report has been submitted for approval,
the Application Workflow Engine runs the expense report through the defined approval process. For
information about registering and defining an approval process for services expenses, see Setting Up
Expense Workflow.
Using the PeopleSoft Fluid User Interface, approvers can view a list of pending approvals for various
types of transactions, and add comments on the centralized Pending Approvals page. An approver or
multiple approvers review the transaction details, including line details. Each approver in the workflow
selects an appropriate action, such as Approve, Deny, Pushback (only available for multiple approvers), or
Hold within the approval pages.
Services expense approvals also support push notifications, a framework delivered in PeopleTools.
The flag icon in the Oracle banner shows a counter for new push notifications. Note that the counter
disappears once you view the push notification list. The notification link takes you directly to the header
approval page for items awaiting your approval.
Pending Approvals - Services Expense Page (List)
Use the Pending Approvals - Services Expense list page (EOAWMA_MAIN_FL) to view a list of
pending approvals for services expenses.
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Navigation
Employee Self Service, Approvals
On the Pending Approvals page, select Services Expense in the View By - Type pane to view the expense
reports in the right pane.
Smatphone: On the Pending Approvals - View By Type page, select Services Expense to open a new page
that lists the expense reports.
Image: Pending Approvals - Services Expense list page
This example illustrates the fields and controls on the Pending Approvals - Services Expense list page.
You can find definitions for the fields and controls later on this page.
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Image: Pending Approvals - Services Expense list page as displayed on a smartphone
This example illustrates the fields and controls on the Pending Approvals - Services Expense list page as
displayed on a smartphone. You can find definitions for the fields and controls later on this page.
From the list page, you can do the following:
•
Review header information for the services expense reports currently routed for approval. To access
header details for a particular expense report, select the header row.
•
Use the filter to narrow results on the page. For more information about using the filter, see the
"Filters Page" (PeopleSoft FSCM 9.2: Application Fundamentals).
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Comment
Enter comments in the text entry field.
Approve, Deny, Pushback or Hold
Perform a mass action by selecting multiple transactions, and
then selecting an approval action button.
Select this button to expand or collapse the View By Type page.
Services Expense Page (Header Approval)
Use the Services Expense header approval page (EOAWMA_TXNHDTL_FL) to review header details
for a single expense, and approve, deny, hold, or push back the expense report, depending on role criteria.
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Navigation
Select an expense report in the list on the Pending Approvals - Services Expense list page.
Image: Services Expense header approval page
This example illustrates the fields and controls on the Services Expense header approval page.
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Image: Services Expense header approval page as displayed on a smartphone
This example illustrates the fields and controls on the Services Expense header approval page as
displayed on a smartphone.
When viewing the services expense report on a smartphone, you must scroll down to view more expense
lines, approver comments field, and the approval chain.
Full Site
558
Select this link to open the Services Expense Report Details
page in the classic interface. Use this link only when accessing
the approval pages in PeopleSoft Fluid User Interface on a
desktop or laptop. The Services Expense Report Details page is
not rendered best when using a smartphone or a tablet.
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See Services Expense Report Details page
Comment
Enter comments in the text entry field.
Approval Chain
Select to review approval chain information. You can expand
or collapse approver information for each line by selecting the
Expand/Collapse icon. You can also select the approver name to
view approver details.
Approve , Deny, Pushback or Hold
Select an action button.
When you select an action button, you have the option to select
Submit to continue the action or Cancel to back out of the
action. Upon submitting the action, the system generates a
message that the action is successful.
Services Expense Page (Line Detail)
Use the Services Expense line detail page (SPA_FL_APPR_LN) to review a display-only line summary
and details.
Navigation
Select an expense line item in the Lines section on the Services Expense header approval page.
Image: Services Expense line detail page
This example illustrates the fields and controls on the Services Expense line detail page.
Managing Expense Report Worklists
This topic discusses how to trigger worklist and email notifications.
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Chapter 20
Triggering Worklist and Email Notifications
The following status changes can trigger a worklist entry or email notification:
•
The service provider receives a notification if the expense status changes to Approve or Deny.
•
The approver receives a notification when an expense report is submitted.
Whether users receive worklist or email notifications depends on the approval workflow definition for the
transaction configuration. The email notification contains values from the Manage Expenses page and a
URL that the recipient should use to access the expense report.
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Chapter 21
Managing Progress Logs
Understanding Progress Logs
The progress log is similar to the timesheet in function and process. The service provider contact uses
the progress log to record and submit progress on deliverable work orders to the project manager for
immediate, online approval. You can also track and report issues using the progress log. The project
manager or progress log approver can provide feedback to the service provider, including performancerating information through the approval process.
Use the Manage Progress Logs page as the focal point for all deliverables-based activity in PeopleSoft
Services Procurement. Use this page to:
•
Create, edit, view, or approve progress logs.
•
Filter reports by selecting the criteria in the service provider contact, supplier, or status fields.
•
Access pages used to modify progress log details.
Related Links
Common Elements Used In Services Procurement
Prerequisites
These attributes must be set up before entering progress log information:
•
Services time/progress templates.
•
Activities defined as milestone activities.
•
Activities defined for rate-based services.
A deliverable - based work order must also be released before progress log transactions can be entered
against it.
Related Links
Understanding Services Work Orders
Creating Progress Logs
This topic discusses how to create progress logs.
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Pages Used to Create Progress Logs
Page Name
Definition Name
Usage
Maintain Progress Logs Page
SPA_MANAGE_PLOGS
View and manage progress logs.
Progress Log Summary Page
SPA_PLOG_LINES
Create a progress log.
Progress Log Details Page
SPA_PLOG_DTL
Enter or view progress log details.
Currency Information Page
EXCH_RT_DTL_INQ
View currency information.
Progress Log Details Page
Progress Logs by Work Order Page
SPA_PLOG_PRCNT_HST
View previously entered progress logs by
work order.
Progress Log Details Page
Maintain Progress Logs Page
Use the Maintain Progress Logs page (SPA_MANAGE_PLOGS) to view and manage progress logs.
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Navigation
•
Services Procurement, Maintain Services Progress Logs (internal)
•
Services Procurement, Maintain Services Progress Log (external)
Image: Maintain Progress Logs page
This example illustrates the fields and controls on the Maintain Progress Logs page. You can find
definitions for the fields and controls later on this page.
External and internal users use this page to begin tasks for progress logs. You can create and maintain
progress logs and search for progress logs based on their status.
Add New Progress Log
Use this grid to create a new progress log.
Business Unit
Select a business unit on which to search for work orders.
Work Order
Select a work order for which to create a progress log. Only
work orders that exists for the user are included in the list of
values.
Add
Click to create a progress log using the Progress Log Summary
page.
See Progress Log Summary Page.
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Search Progress Logs
Select a status in the Progress Log Status field on which to search for existing progress logs. Statuses
include, for example, Adjusted, Line Denied, and Pending. Click the Search button. The search results
appear at the bottom of the page.
Progress Logs
This grid box displays the user's progress logs and includes information about
Progress Log ID
Click to access the Progress Log Summary page.
See Progress Log Summary Page.
Settlement Option
Displays the settlement method on which payments are based.
Values include:
Fixed Amount
Milestone
Percentage
Rate Based
Progress Log Summary Page
Use the Progress Log Summary page (SPA_PLOG_LINES) to create a progress log.
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Navigation
•
Click the Progress Log ID link on the Maintain Progress Logs page.
•
Click the Add button from the Maintain Progress Logs page.
Image: Progress Log Summary page
This example illustrates the fields and controls on the Progress Log Summary page. You can find
definitions for the fields and controls later on this page.
The fields appearing on this page depend on the settlement option that you defined on the work order.
Add Comments
Enter comments or concerns for the progress log.
Work Order ID
Select the work order for which progress is being reported.
Billable Amount and Total PO
The system displays values associated with the work order. The
Amount (total purchase order amount) system displays this value in the work order currency, as well as
the base unit currency.
Click the Details button to access the Progress Log Details page.
Click the History button to access the Progress Logs by Work
Order page.
Total Billable Amount
Displays the sum of the billable amounts.
Save
Click to save the progress log entry for later submission.
Submit for Approval
Click to submit the progress log for approval. The information
is automatically submitted to the approver based on the approval
workflow process definition, and you can return to the Maintain
Progress Logs page.
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Preview Progress Log Approver(s)
Click to access the Progress Log Approvals pages. This link is
available when you select to include progress logs in workflow
approval for the business unit.
Manage Expenses
Click to access the Manage Expenses page where you can
maintain details for this work order's expense report.
Milestone Settlement Method
These fields appear if you are using a service template with Milestone specified for the settlement option.
The template is defined on the work order.
Image: Milestone Settlement Method
This example illustrates the fields and controls on the Milestone Settlement Method. You can find
definitions for the fields and controls later on this page.
Activity and Complete Date
Select a milestone activity from the available options, which are
determined by the work order defined as using the milestone
settlement option.
Note: Once a milestone activity is submitted, you cannot use it
again for another progress log entry.
Complete Date
Enter the date the milestone activity was completed.
% of WO (percentage of work order
complete)
The system displays this information based on the percentage
assignments from the work order.
Click the Distribution button to access the Distribution
Allocation page. The Distribution Allocation page displays
chartfield related information corresponding to the distribution
lines based on the setup in the progress log template page. Use
the Distribution Allocation page to validate sum of Distributed
amount against the Total Billable amount of Progress Log line.
Fixed Amount Settlement Method
These fields appear if you are using a service template with Fixed Amount defined for the settlement
option. The fixed amount settlement option is similar to the milestone settlement option in that both
record progress against milestone activities. The difference is that fixed amount enables the suppliers to
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enter the amount they are paid for the activity rather than having the amount defined on the work order.
The settlement option is defined on the work order.
Image: Fixed Amount Settlement Method
This example illustrates the fields and controls on the Fixed Amount Settlement Method. You can find
definitions for the fields and controls later on this page.
Distribution
Select a Distribution line. You can select the Distribution
line numbers and then allocate an expense amount for that
distribution line.
Click the Work Order Distribution button to access the
Distribution Information page. You can view the chartfield
related distribution information as per the setup in the template
page, and then select a distribution line.
Activity
Select a milestone activity that is linked to the project defined
on the work order.
Note: Progress for fixed amount work orders is reported against
milestone activities, however unlike the Milestone Settlement
Option, progress can be recorded multiple times against the
same milestone activity with the Fixed Amount Settlement
Option field.
Complete Date
Enter the date that the progress was completed.
Billable Amount
Enter the billable amount for the deliverable.
Percentage Settlement Method
These fields appear if you are using a service template with Percentage specified for the settlement option
as defined on the work order.
Image: Percentage Settlement Method
This example illustrates the fields and controls on the Percentage Settlement Method. You can find
definitions for the fields and controls later on this page.
Distribution
Select a Distribution line. You can select the Distribution line
numbers and then allocate a percentage for that distribution line.
Click the Work Order Distribution button to access the
Distribution Information page. You can view the chartfield
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related distribution information as per the setup in the template
page, and then select a distribution line.
% Complete (percentage complete)
Enter the percentage value completed.
% Complete TD (percentage complete Displays this information based on data submitted to date.
to date)
The system updates the work order with this information when
you save the progress log.
Note: To submit this transaction, the submitted total, when added to previously submitted progress logs,
cannot exceed the total purchase order amount on the work order, plus the tolerance percentage defined
on the work order.
Rate Based Settlement Method
These fields appear if you are using a service template with Rate Based defined for the settlement option.
The settlement option is defined on the work order.
Image: Rate Based Settlement Method
This example illustrates the fields and controls on the Rate Based Settlement Method. You can find
definitions for the fields and controls later on this page.
Distribution
Select a Distribution line. You can select the Distribution line
numbers and then allocate a quantit