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

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New look in V3.3

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You need to select the area

The project panel opens up.

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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.

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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

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Step 2:

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

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Step 3:

Edit the following fields:

Billing Type: Chargeable

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

Save the changes.

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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.

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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.

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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.

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

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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.

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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.

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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:

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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

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Requirement Panels Changes

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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.

 

 

Bulk delete allocations in CRM

There have been instances where we feel the need of deleting some records in bulk. I was looking at options of doing advanced search and saw that there were 500+ records showing up. Also, at a time Advanced Find allows to delete 50 records in one go. We definitely needed a better option and Data Management provided that option to delete records in bulk.

Use Case:

I created a Project Task in a project. This was the only task in the project on which I booked all the resources in my company for 8 hours per day until dec-2022 from June-2018.

There were around more then 500+ allocations done for all the Resources. Somewhere, I figured out that this was not the task I wanted to allocate and then I tried many ways deleting the allocations. Below is what all I tried.

Option 1: I tried to open the schedule board and delete the allocations from there from month view. But. Deleting it from schedule board takes lot of time to delete the allocations even for one month and imagine we have so many months allocation to delete. Hence, this was not a feasible option.

 

Option 2: I tried deleting the allocations from Advanced find by selecting the criteria as shown below in the screen shot. But, it allowed me to delete only 50 records in a go which was again an issue.

 

After trying above 2 methods and doing some research we came across Bulk Delete option in Data Management Module.

Below is the solution to the issue.

Solution:

Step 1: login on CRM and navigate to Settings module and Data Management in there as shown below.

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Step 2: Click on Bulk Record Deletion option.

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Step 3: Bulk deletion wizard opens.

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Step 4: Define your search criteria that selects the records to be deleted. It is similar to the Advanced Find tool.

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Step 5: Name the Bulk deletion job and schedule the same. You  can also tick the check box to notify via email when the job is completed successfully.

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Step 6: This is the job which shows the status of the task, no of records deleted.

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You are done with the process and it will take some time for the process to delete the records.

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.