New Features and Enhancements in PSA Winter 2023

The following new features have been introduced in the Winter 2023 release of PSA.

If you are upgrading from a previous version, see Upgrading to PSA Winter 2023. This provides a summary of the items that have been added for each feature and details of any required upgrade steps.

FinancialForce Help

We have introduced a new FinancialForce Help Lightning component in PSA. This component allows you to easily access documentation that is relevant to the processes you're completing, or to the page you're viewing.

The new component is available to access within FinancialForce PSA, and from custom utility bars.

For more information on using the new FinancialForce Help, refer to FinancialForce Help Overview

Lightning Experience

For Winter 2023, we have built on the PSA Lightning components and actions that we previously introduced.

Lightning Components

We have introduced the following Lightning components.

Name Description Further Information
PSA Line Manager Work Planner View and edit assignments and resource requests of resources who report directly to you.

Work Planners Overview

 
PSA Resource Work Planner View and edit your assignments and resource requests.

We have enhanced the following Lightning components.

Name Description Further Information
PSA Project Team Schedule We have added the following:
  • A Grid that enables you to view and edit the number of scheduled hours a resource is due to work each day on the corresponding assignment or resource request. The Grid also indicates when a resource is over-allocated.
  • A button menu that enables you to switch between the original Scheduler and the Grid.

Using the Project Team Schedule

 

Project Team Schedule Lightning Component Fields

PSA Timer

We have added the following:

  • Expanded record types to record timer sessions against. The default field set on the Timer Session object now includes assignments, projects, and project tasks.
  • An Edit window that enables you to amend the details of timer sessions.
  • A Delete button.
Using the Timer Component

Lightning Actions

We have introduced the following Lightning actions.

Lightning Actions Added in PSA Winter 2023
Lightning Action Page Layout Further Information

Add Records from Template

 Project

Adding Records from a Template

Calculate Actual Hours on Project Tasks PSA Administration

PSA Administration

Revenue Forecast Preview PSA Administration

PSA Administration

Assign Multiple Resources to Project

We have enhanced the Assign Multiple Resources to Project Lightning Action under the PSA Actions: Assignments component on the Project record page.

As part of this functionality we have created a new custom field in the Assignment Settings custom setting. For more information, see Assignment Settings.

Lightning Actions enhanced in PSA Winter 2023
Lightning Action Page Layout

Further Information
Assign Multiple Resources to Project Project record page. Assigning Multiple Resources to Projects

External Calendars Integration with PSA (Pilot)

You can now integrate external calendars in PSA to keep a check on the project task assignments and assignments. The PTAs and assignments are created as events and synced with external calendars so you can keep a track of the timeline and important dates of your planned work. Only Google Calendar is supported in this release. We plan to extend this functionality to support other external calendars in the future.

The permission sets listed below have been updated to include the required permissions to use the Action: Sync with External Calendar checkbox field. When this checkbox is selected, calendar events are created and updated in sync with your PTAs and assignments.

  • PSA - Manage Project Assignments
  • PSA - Manage Gantt and Project Tasks

Also, the following page layouts have been updated to include the Action: Sync with External Calendar checkbox field:

  • Project Task Assignment Layout
  • Assignment Layout

For more information, see Customizing Page Layouts.

To control this functionality we have created the External Calendar Events Settings custom setting.

For more information, see:

Field-Level Security

We have added a field-level security check for the Opportunity field on the Budget object for the Create Change Request page.

To avoid errors, add access to the Opportunity field on the Budget object by creating a permission set or editing an existing one.

Project Creation and Adding Records to a Project

Adding Multiple Records to a Project

You can now add relevant records that are on a selected project or template project to an existing project using the new Add Records from Template Lightning action in the Project Planning Tools section of the Actions accordion on a project page. You can choose to add all the records on the selected project to the existing project or select the specific records you want to add. This action supersedes the existing Copy to Project from Template action.

To use this action, you need the relevant permissions and an administrator must add the action to the Project Planning Tools section of the Actions accordion on a project page using the Lightning App Builder.

For more information, see:

Using the Add Records from Templates API

You can use the Add Records from Templates API to add records that are on a selected project or template project to an existing project.

Note:

When the records are added, the relationships between objects are maintained.

You can add records for the following objects:

  • Assignment
  • Milestone
  • Project Phase
  • Project Location
  • Project Methodology
  • Project Task
  • Project Task Assignment
  • Project Task Dependency
  • Resource Request
  • Risk

The field sets that are defined in the Create Project Personal custom setting are supported.

Tip:

Instead of using the API, you can use custom actions, also known as invocable methods, with Salesforce Flow Builder to add records that are on a project or template project to an existing project. A new Apex class called ActionAddRelatedRecordsFromTemplates is now available that enables you to do this.

For more information, see the following:

Filtering the Search Results

To make it easier to find the project or template project you want, we have added a Filter button button to the first window that is displayed when you are creating a project from an existing project or template, or adding records to an existing project. This button allows you to filter the projects and template projects that are listed by Region, Practice, Group, and Templates Only. For more information on the filters, see Filter Fields.

Previously, the window displayed only template projects by default. Now, both projects and template projects are displayed. If you want to only view template projects, click Filter button, select Templates Only, and click Apply.

For more information, see:

Linking Project and Resource Management

We have enhanced the links between project management and resource management by changing:

  • How actual project task hours are calculated, which enables you to see exactly how many hours of specific timecard statuses are logged against project tasks.
  • How schedules are updated when project tasks are changed.

Enhanced Calculations and Reporting of Project Task Actual Hours

Enhancing this calculation enables you to see only the actual hours on the task hours fields for the timecard statuses that you need.

To support this functionality, we have added:

  • The Timecard Statuses field to the Task Management Settings custom setting.
  • The Timecard Actual Hours field on the Project Task object.
  • The Calculate Actual Hours on Project Tasks action on the PSA Administration page, in the PSA Batch Processes section.
  • The Recalculate Actual Hours Batch Size field to the Task Management Settings custom setting.

Depending on how you have configured the custom settings fields, you can now see changes to actual hours in the following areas for project tasks:

  • The Timecard Actual Hours and Actual Hours fields on project tasks are updated when you change time entries and timecard statuses.
  • The hours in Actual Hours fields on child tasks roll up to parent tasks.

For more information, see:

Enhanced Assignment Scheduling When Project Tasks Are Changed

We have enhanced how PSA can handle scheduling for assignments when project tasks are changed in projects that are in progress. Examples of changes to project tasks:

  • Project tasks or project task assignments are changed, such as start date, end date, or hours.
  • Project tasks or project task assignments are deleted.
  • Resources are swapped.
  • Project tasks are added and synchronized with existing assignments.

To support this functionality, we have added the Project Task Scheduling field to the Task Management Settings custom setting.

When this field is set to Retain Past Schedules, and project task details are updated:

  • Scheduled assignment hours for project tasks in the past are unchanged.
  • Scheduled assignment hours for project tasks on the current day and in the future are split evenly, using their dates.
  • Additional hours to the original estimated hours for the project tasks are added to the last day of the schedule.
  • If the changed hours are below the original estimated hours, those hours are removed from the end of the schedule.
Note: This custom setting field only works if the Schedule configuration group option auto-recalculate-schedule-for-assignments is set to true.

For more information, see:

Project Team Schedule

The Project Team Schedule contains a new Grid view that:

  • Shows the number of hours a resource is scheduled to work each day on assignments and resource requests on the current project. If Show Other Work is selected, it includes the scheduled hours on assignments and resource requests for projects that overlap with the current project's start and end dates. If you have the required permissions, you can update the scheduled hours to make sure resources carry out the right amount of work at the right time.
  • Uses a resource's work calendar to:
    • Highlight if the resource is over-allocated: Up arrow indicating over-allocation of resource is displayed in the cell next to the hourly value.
    • Indicate the resource's non-working days and holidays: the relevant cells are shaded gray.

The Button to change to Scheduler view and Button to change to Grid view buttons in the toolbar allow you to switch between the original Scheduler view and the new Grid view.

For more information, see Using the Project Team Schedule.

Project Manager Work Planner

You can now view details of assignments displayed on the Project Manager Work Planner without leaving the page. To view assignment details, do one of the following:

  • Select an assignment on the Grid or Scheduler and click View details of the selected assignment.
  • Double-click an assignment.

The assignment details are displayed in a panel, which is also used to display resource details and filter criteria. The panel stays open until you close it, which means you can set filter criteria easily and click through other assignments and resources displayed on the work planner to quickly view their details.

For more information, see Viewing Assignment Details and Using Work Planners.

Line Manager Work Planner

A Line Manager Work Planner component is available, which allows you to view and edit your own resource requests and assignments and those belonging to the resources who report directly to you. This component is similar to the existing Project Manager Work Planner component, except the filters default to both of the following:

  • The contact record that is associated with your Salesforce user.
  • The contact records of resources who report directly to you.

For more information, see:

Resource Requests

We have made the following updates to the Resourcing component in Winter 2023:

  • The Include Sub-Regions by Default property in the Resource Filter panel has now been deprecated in the Lightning App Builder. Resources in sub-regions are now included by default, as are resources in sub-practices and sub-groups.
  • We have added a new Match Settings window that allows you to select how strongly the Resource Filter component matches resources to the filter fields by amending their weightings. You can also amend the priority order of the filter fields, skills and availability.
    The filter fields are:
    • Role
    • Region
    • Practice
    • Group
    • Worked with Customer
    • Custom Fields
  • Holding and Unholding a resource request in the Resourcing Component now updates the status of a resource request: 
    • When a resource request is held, its status is updated to “Held”
    • When a resource request is unheld, its status is updated to “Draft”

For more information refer to:

Resource Optimizer

We have made the following updates to the Resource Optimizer in Winter 2023:

  • Start Date filter fields have been added to the Resource Optimizer Filter panel.
  • The date entered in the From field in the Start Dates section will remain after clicking Clear on the Resource Optimizer filter panel.
  • We have expanded the Weightings section on the Filter Panel. You can also amend the priority order of the fields, skills, and availability.
    The fields are:
    • Role
    • Region
    • Practice
    • Group
    • Worked with Customer

For more information refer to:

Resource Work Planner

A Resource Work Planner component is available, which allows you to view and edit your own resource requests and assignments. This component is similar to the existing Project Manager Work Planner component, except the filters default to the contact record that is associated with your Salesforce user.

For more information, see:

Revenue Forecasting

Changing the Batch Size of Scheduler Jobs

The RFP_EnqueuerBatch and the RFO_EnqueuerBatch scheduled jobs find suitable projects and opportunities and mark them as pending for Revenue Forecasting. If your scheduled jobs are failing, an administrator can reduce the batch size of these scheduled jobs by changing the value in the new Project Scheduler Batch Size and Opportunity Scheduler Batch Size fields on the active revenue forecast setup record.

For more information, see Revenue Forecast Setup Fields and Scheduling Revenue Forecasts.

Previewing Revenue Forecast Data

The Revenue Forecast Preview is available from the PSA Administration page. It supports all recognition methods and enables you to determine what would be included in a revenue forecast for the selected project if you were to run it now. The preview helps you to track down where values in a revenue forecast come from.

Notes: For fixed fee projects and milestones, EVA records are not yet supported.

If you have FinancialForce Revenue Management installed, the preview shows whether the integration between the Revenue Forecasting feature in PSA and FinancialForce Revenue Management is enabled.

For more information, see:

Using the % Complete Recognition Method

Revenue forecast records for % Complete revenue now show details of actual, scheduled, and unscheduled hours on milestones and projects for the relevant monthly time period so that you can trace where the values in the revenue forecast calculations have come from.

For more information, see Revenue Forecast Fields.

Using the Deliverable Recognition Method

If you want to control the month in which Deliverable revenue is placed for expenses and misc adjustments, you can configure the following fields on the active revenue forecast setup record so that a custom date field determines the month:

Tip:

If you want these fields to update automatically each month, you can use custom formula fields that contain a date instead.

For more information, see:

Time Entry

We have made the following enhancements to Time Entry:

  • You can now create timer sessions against different objects in the PSA Timer component. The default field set on the Timer Session object includes the following objects:
    • Assignments
    • Projects
    • Project Tasks
  • We have added a new Timer Settings custom setting to support the use of custom objects in the timer component. By overriding the Supported Field Objects, administrators can now set up custom field sets on the Timer Session object to configure the objects users can record time against.
  • We have added a Delete button to the PSA Timer component.
  • We have added an Edit button to the PSA Timer component. This action opens the Edit window to make any necessary changes to your timer session.
  • You can now access timer session records from the list view, or from the Current Timer section of the timer component while it is running.
  • You can now access the object time is being recorded against from the list view, or from the Current Timer section of the timer component while it is running.
  • You can now add project task assignments to tasks from the record page of your task in the timer component.
  • You can now filter your timer sessions by the start date and end date in the timer component list view.

For more information see:

Skills Management

We have enhanced the skills management experience by creating a consistent UI across the product.

  • You can define skill filters using the Edit Skill Filters link in the filters section. The state of the skills selected or deselected is maintained between Edit Skill Filters and Resource Request Filter.
  • The search capabilities are enhanced to help you use and manage skills better. You can browse the skills without relying on the exact skill names.
  • The new Skills Hierarchy tab makes the visualization of similar skills and the relationship between them easier to understand.
  • The column name Required Skill Type has been renamed to Skill Importance, where you can set a skill as Essential or Desirable while creating resource requests.
  • Two new custom fields have been added to the Skills Management Settings.

For more information, see:

We have also created two new field sets as part of the enhanced search functionality:

  • Search Skills Custom Columns field set for the Skill / Certification object.
  • Search Skill Sets Custom Columns field set for the Skill Set object.

For more information, see:

Utilization Analytics

We have enabled utilization analytics for wider adoption by including utilization target and opportunity weighting features when calculating utilization. To support these features, we have added some new fields to the Utilization Setup, Utilization Run, and Utilization Result objects to improve the utilization calculations.

For more information, see:

Volume Improvements and Enhancements

We have enhanced the performance of CPFT by supporting more volumes on all template-related UIs. We now support 6000 to 7000 records per object type by improving the service.

Note: We are returning a job ID to track the job progress. If the number of records is less, a single job will run but if the record count is huge the first job will start multiple jobs. The success message received on the UI ensures that the first job has been completed successfully but for the progress on other jobs running in the background you must check the Apex jobs. In case any error occurs for the jobs running in the background, the auto revert is not possible and it will be a manual process to revert the changes made by those jobs.

We are planning to provide support for background jobs in future releases.

We have bulkified the Scheduling code for all the scheduling strategies to improve the overall performance and maximize the volume support. We have implemented the new service for Assign Multiple Resources to Project, Auto Assign UI, and Task Based Resourcing for RRs and Assignments and as a result, the volume support has been improved.

Introducing FinancialForce Trailhead: Release Highlights

In this release, we have introduced a release highlights Trailhead module to guide you through our products and help you to make the most of each functionality and upgrade.

For more information, see PSA - Winter 2023 Release Highlights.

Fixes

Fixes are listed on the Known Issues page of the FinancialForce Community. You can access this page from the Community Support Hub. For a brief description of the issues that have been fixed in this version of PSA, see the relevant section of the Known Issues page.