PSA Quick Tip: Use Project instead of Project Template while creating a project in PSA V3

Problem definition

Often clients using PSA V2 used to complain of the feature missing was copying the project as the template. A few of the Construction Company clients of mine have huge projects and have almost similar structure for many of their projects.

Undoubtedly templates use to serve the purpose, but, only to a certain extent. When you have an option to copy a project exactly, I would always prefer that.

Below is how you do.

 

Mitigation:

Navigate to Project Services and try creating new project by Clicking on New Project button:

Temp 1

Type the project name which you want to copy in the Project Template field.

Temp 2

This will start copying the tasks from the project onto Schedule of the new project. You are done.

 

This blog reflects my personal findings and based solely on my experience of using PSA for last 3 years. For those who are looking for a platform that can track and manage the entire procedures of sales and project managements, I would highly recommend them to try Microsoft dynamics 365 for project service automation.

According to my opinion, implementation of Microsoft dynamics 365 for project service automation is one of the best things that we did in CloudFronts Technologies. We have gained a lot with this implementation because we save time and money due to easy access resources and ability to manage them.

 

Outlook appointment/Meetings to be allocated on Schedule board in PSA using MS Flow

Business Use Case:

Often there are team members who share the need of getting allocated on schedule board in PSA directly as soon as they book an appointment or have a meeting invite. One of the reasons for the same is for the team or anyone concerned about allocation to understand that the said team member is either having a meeting with someone or has an appointment. Hence, they do consume some time of the day. This is one of the reasons that I get when I think aloud. Since, there is lot of argument and justification the team needs to provide for these additional non-billable time that they spend.

There can be many other reasons as to why this is needed by other organisations.

Mitigation:

Though there is an (Out of the Box) OOB solution for marking an appointment in Outlook calendar from Schedule Board, but, vice-versa is not provided OOB. MS Flows helped me here. I created a flow between Bookable Resource Booking entity and Outlook entity in Flows.

I have explained the steps as to how to do the same:

Steps:

Step 1: Login to https://portal.office.com with your credentials.

Step 2: Click on Flows as shown in below image

Flow 1

Step 3: This will take you to the portal where you can mange and create all your Flows: Flow 2

Step 4: Click on +NewFlow 3

Step 5: Click on Create from BlankFlow 4

Step 6: Click again on Create from Blank

Flow 5

Step 7:

Select the Outlook connector by searching the Outlook 365 Connector from the search box as show in the image below.

Also, select the Triggering event on when the flow should be triggered. So we selected, When a new event is created (v2)

Flow 6

Step 8: Select Calendar id as Calendar

Flow 7

 

Step 9: click on next step

Flow 8

Step 10:

Select the target connector i.e. Dynamics 365 by searching in the connectors.

Flow 9

Step 11:  Click on create a new records

Flow 10

Step 12:

Select the Organisation and the Entity where you want to create a record.

Since the booking that shows up on the schedule board comes from Bookable Resource Booking, we shall select Bookable Resource Booking.

Flow 11

Step 13:

Add the mappings to the fields as shown below, by searching them from the right pane.

Flow 12

Step 14:

Once done, click on save and your flow is ready.

flow 15

Step 15:

Once created do not forget to Turn it On. Test it by creating an event in calendar and see in the event history of the flow whether it is successful or not.

Flow 14

The End.

This blog reflects my personal findings and based solely on my experience of using PSA for last 3 years. For those who are looking for a platform that can track and manage the entire procedures of sales and project managements, I would highly recommend them to try Microsoft dynamics 365 for project service automation.

According to my opinion, implementation of Microsoft dynamics 365 for project service automation is one of the best things that we did in CloudFronts Technologies. We have gained a lot with this implementation because we save time and money due to easy access resources and ability to manage them.

 

 

PSA V3 navigation changes from V3.2 to V3.3

PSA V3.3 has changed the navigation from V3.2 to V3.3.

  1. It has become more cleaner and easier to navigate.
  2. Scrolling has gone, which was an issue.

Below is how it used to look in V3.2

nc1

New look in V3.3

nc2

You need to select the area

The project panel opens up.

nc3

If you observe there is less or no scroll to traverse.

This blog reflects my personal findings and based solely on my experience of using PSA for last 3 years. For those who are looking for a platform that can track and manage the entire procedures of sales and project managements, I would highly recommend them to try Microsoft dynamics 365 for project service automation.

According to my opinion, implementation of Microsoft dynamics 365 for project service automation is one of the best things that we did in CloudFronts Technologies. We have gained a lot with this implementation because we save time and money due to easy access resources and ability to manage them.

 

PSA Quick Tip: Billable hours equals 0 in Time Entry approval

On a billing Friday, when I consolidate the billing information for all my projects and send it to my accounting team, I saw a thing more closely to observe that for a few time entries done by the team the billable(hrs) column showed 0.00 and Billing Type shows Not Available.

fb1

Getting into the details was the only thing left rather than getting curious. The very first hit in my R&D took me to the right spot.

The Project contract type was my first guess and yes, it was of the type Fixed Bid. Hence, the time entry showed 0.00 in the Billable(hrs) column.

The reason is that the actuals for Fixed Bid project comes from the Milestone that is Invoiced and the actuals are actually not dependent on the time entries that are done by the Team.

But, in case there are some additional hours that are getting approved by the client that needs to be billed to the client apart from the milestone value, we need to do the following steps to get that included in the invoice.

Step 1:

Open the Project approval Entity as shown below

fb1

Step 2:

Select and open the record that you want to be invoiced to the customer for a Fixed Bid project.

fb2

Step 3:

Edit the following fields:

Billing Type: Chargeable

Billing hours: make it to X hours that you want to invoice.

Save the changes.

fb3

Step 4.

Now the time that is made charegable will be accrued as cost on the project.

Also, post that you need to open the invoice that has been generated by the milestone and edit it manually to add those CR hours in the Invoice.

You are done.

 

Project Tasks Status meaning in PSA

 

On a billing Monday, I was wondering that why is one of my tasks not visible on the schedule board for allocation. I tried to check whether the hours allocated for that task are all allocated and exhausted. But, to my surprise there were still some hours pending to be allocated, but, still the task was not visible on the schedule board.

 

I moved one step ahead to check what is the status of the project and whether it is closed or not. This time I banged on and saw that the project was marked as closed from the Business Process Flow.

ts1

I then made the project active and tried to check whether the project task is visible on the schedule board. But, there was no luck with that too.

ts2

The 3rd option was to check the project task from advanced find and open it and see. So I opened the advanced find to trigger the following query that resulted in the project tasks of a project.

ts3

Everything seemed to be correct there. Then we opened the Resource Requirement records for that project from the Advanced Find.

ts5

Open a record from there and this is what I found. The status of the task was marked as completed. This happened when the project was marked as complete and all the tasks in that project were marked as complete.

ts6

There are 3 status of the Resource Requirement as you can see below in the image.

  1. Active: The task status Active means this Resource Requirement is available for allocation.
  2. Cancelled: The task status Cancelled mean the Resource Requirement is cancelled and is no longer needed to be allocated.
  3. Completed: This means that the project is marked as completed or the task is completed, even though there are some hour pending in it to be utilized.

 

As soon as I changed the status of the tasks from Completed to Active, the task got visible in the schedule board and the allocations also came up on the schedule board.

 

This blog reflects my personal findings and based solely on my experience of using PSA for last 3 years. For those who are looking for a platform that can track and manage the entire procedures of sales and project managements, I would highly recommend them to try Microsoft dynamics 365 for project service automation.

This helps in keeping all the ONLY ACTIVE projects in the view and the ones that needs our action and attention.

According to my opinion, implementation of Microsoft dynamics 365 for project service automation is one of the best things that we did in CloudFronts Technologies. We have gained a lot with this implementation because we save time and money due to easy access resources and ability to manage them.

 

Scheduling Resources for Project Tasks

The most complicated part post planning the WBS for a PM is allocation.

Typically project managers allocate team members on the tasks they are supposed to perform.

These tasks are from WBS that is prepared while planning the project.

With D365 PSA it is slight different. We do not allocate resource on to a project tasks, but, book them for a certain duration on to the project under certain role.

 

Though this normal behaviour can be tweaked to suit the normal needs of a PM. We need to take in slight efforts to do the following to attain allocation of resources at task level.

 

Below are the things that we need to

Configuration changes to be done

Enable the Project Task entity for scheduling

To enable the Project Task Entity for scheduling we need to enable is from the

Resource Scheduling Entity –>Administration.

spt1

spt2

spt3

Creation of views on below entities

Bookable Resource Booking

  1. For creating this view we will navigate to Settings–>CustomizationsàCustomize the Solution–> Expand Entities Tab and search for “Bookable Resource Booking Entity”–> Click on Views –> Click on New and Create a new view with the following fields as shown in the screenshot below:

spt4

Resource Requirement

  1. For creating this view we will navigate to Settings –> Customizations –> Customize the Solution  –> Expand Entities Tab and search for “Resource Requirement Entity”–> Click on Views –> Click on New and Create a new view with the following fields as shown in the screenshot below:spt5

Schedule board changes:

Following are the changes that needs to be done on the schedule board:

I prefer making the changes in the Initial Public View. But, you can create a special view for yourself if needed.

  • Click on the “Initial Public View” that opens a Pop-Up as shown below:spt6

We shall make the changes in Schedule Types and Requirement Panels Tab:

 

Schedule Types Changes

spt7

Requirement Panels Changes

spt8

What does the Plugin do?

 

Only the configuration changes mentioned above won’t help and complete the Project Task Scheduling needs.

We will need to write a Plugin on the create of task in WBS.

The Plugin will trigger 2 time, on Create of the Task and once on the Update of the task in WBS. The Plugin Creates and Updates the following fields:

  • Name (Project Task Name)
  • Role
  • Start Date
  • End Date
  • Duration
  • Project

This Plugin creates a Resource Requirement with the task details provided in WBS.

You can also download the Plugin script from the below URL:

https://cloudfronts1-my.sharepoint.com/:u:/g/personal/swath_cloudfronts_com/EdvcbnWzBU5Ouz3sYUxlhqsBRupolAt_nbXntK2IStp-yA?e=QacpwH

This blog reflects my personal findings and based solely on my experience of using PSA for last 3 years. For those who are looking for a platform that can track and manage the entire procedures of sales and project managements, I would highly recommend them to try Microsoft dynamics 365 for project service automation.
According to my opinion, implementation of Microsoft dynamics 365 for project service automation is one of the best things that we did in CloudFronts Technologies. We have gained a lot with this implementation because we save time and money due to easy access resources and ability to manage them.