Certinia PSA-Sysadmin - PSA System Administrator 2023

Understanding Backlog and Utilization Calculation in PSA:

Backlog Calculation:Tracks the remaining work (revenue) on projects. It includes scheduled and unscheduled backlog.

Utilization Calculation:Measures how effectively billable resources are utilized, distinguishing between historical and scheduled utilization​.

Options Analysis:

Option A:"Feature Console"❌Incorrect. The Feature Console is used to enable/disable PSA features, not schedule backlog/utilization calculations.

Option B:"PSA Administration"✅Correct! PSA Administration is used to schedule backlog and utilization calculations.

Option C:"PSA Admin App"❌Incorrect. The PSA Admin App provides access to administrative tools but is not used for scheduling calculations.

Steps to Schedule Backlog and Utilization Calculation:

Navigate toPSA Administration Tab.

LocateSchedule Backlog CalculationandSchedule Utilization Calculation.

Configure the scheduling parameters (e.g., frequency, time period).

Save and monitor scheduled jobs inApex Jobsin Salesforce.

References:

PSA Sys Admin Essentials Student Guide​.

Understanding Missing Timecards Notification in PSA:

PSA tracksmissing timecardsto ensure compliance with time entry policies.

The system canautomatically notify resourceswho have not submitted their timecards​.

Options Analysis:

Option A:"Use the Missing Timecards Scheduled Job and Email Alert"✅Correct! PSA provides ascheduled jobto detect missing timecards and sendautomated email alerts.

Option B:"Use the Time Variance Scheduled Job and Email Alert"❌Incorrect! Time Variance is used to compare planned vs actual hours worked.

Option C:"Use a Salesforce Report based on Monthly Estimate vs Actuals Records and subscribe the Resource to receive the report by email"❌Possible, butnot the best methodsince it requires manual intervention.

Steps to Schedule Missing Timecards Notification:

Go toPSA Administration Tab.

FindMissing Timecards Scheduled Job.

Configure the job:

Week End Date:Auto-filled.

Include Sublevels:Yes (for hierarchical reporting).

Type:Last Week (ensures past week’s time compliance).

Schedule Frequency:Weekly (e.g., Monday 9 AM).

Set up anemail alert templateto notify employees.

Monitor missing timecards via reports.

References:

PSA Sys Admin Essentials Student Guide​.

Understanding Skills and Certification Data Entry in PSA:

TheSkills and Certification Lightning Componentis used to manually enter skills and certifications for a resource.

System administrators must enableSkills and Certification EntryviaCustom Settings > Permission Control Settings​.

Options Analysis:

Option A:"You do not have the required Skills and Certification Entry Permission Set assigned to the resource"❌Incorrect. The issue is related tocustom settings, not a missing permission set.

Option B:"You do not have the 'Allow Skills and Certification Entry' set to TRUE in the Custom Settings > Permission Control Settings"✅Correct! This setting must be enabled inCustom Settingsfor users to enter skills.

Option C:"You do not have the 'Skills and Certification Entry' Permission Control set to TRUE"❌Incorrect.Permission Controlsmanage region- or practice-based access but do not overrideglobal settings.

Steps to Enable Skills and Certification Entry:

Navigate toSetup→Custom Settings.

LocatePermission Control Settings.

Edit and enable"Allow Skills and Certification Entry".

Save changes and test by attempting to enter skills for a resource.

References:

PSA Sys Admin Essentials Student Guide​.

Why Use an Approval Process Field Update?

Approval ProcessesallowField Updateswhen records move between stages.

Thebest practiceis to update theSubmitted Dateas soon as the Timecard is submitted.

How to Configure This in Salesforce?

Step 1:Navigate toSetup > Approval Processes.

Step 2:Locate andedittheactive Approval Process for Timecards.

Step 3:Under"Initial Submission Actions", click"Add New Field Update".

Step 4:Select theSubmitted Datefield and set it toTODAY().

Step 5:Save and test by submitting a timecard.

Why Not Other Options?

Option B (Workflow Rule): Salesforcerecommends Approval Processesover Workflows for approval-related field updates.

Option C (FinancialForce Flow): No need to modify PSA Flow when Approval Processes natively support field updates.

FF-PSA v15 Customer Overview.pdf, Page 40​.

References:

AResource Recordis a critical entity in PSA that allows individuals to be allocated to projects and log their time and expenses.

Being Assigned to a Project:

A resource must be registered as aPSA Resourceto be allocated to a project.

Assignments linkResourcestoProjects and Tasksfor scheduling and workload planning.

Entering a Timecard and Expense Report:

Resources must exist in PSA fortime and expense entry.

If a Resource Record is missing, userscannot log timecards or submit expenses.

What a Resource Record is NOT Required For:

Creating a milestonedoesnotrequire a Resource Record. Milestones arefinancial eventslinked to a project, not individual resources.

PSA System Administration Guide

References:

Recommended PSA Admin Best Practices

FinancialForce PSA Community: Providesproduct updates, discussions, and Q&A.

Trailhead Modules: Helps admins staycertified and learn new skills.

Release Previews & Webinars: Coversupcoming changes, best practices, and new tools.

PSA Documentation: Includesrelease notes, feature console changes, and support guides.

Why Not Other Options?

Option A (SF User Group Instead of Trailhead): Trailhead isdirectly tied to PSA product updates, while SF User Groups focus more ongeneral Salesforce topics.

Option C (FinancialForceX Summit Events): While valuable, they arenot the primary sourcefor ongoing PSA updates.

PSA Sys Admin Essentials Student Guide Fall 20 (2).pdf, Page 134-137​.

References:

Where to Find the PSA Version

Step 1:Navigate toSetupin Salesforce.

Step 2:Search forInstalled Packages.

Step 3:Look for"PSA Core"in the list of installed packages.

Step 4:Check theversion numberdisplayed next to "PSA Core".

Why Not PS Enterprise or FinancialForce Central?

"PS Enterprise"includes additional components but does not display the main PSA version.

"FinancialForce Central"is unrelated to PSA versioning.

PSA Sys Admin Essentials Student Guide Fall 20 (2).pdf, Page 137​.

References:

Understanding PSA Resourcing Component Field Set

ThePSA Resourcing Lightning Componentdisplays a list of resources with key attributes such as name, role, availability, and cost rate.

The fields displayed are determined by aField Set, which is a predefined group of fields configured on theContact Object.

The"Default Cost Rate"column is controlled within theField Set configuration.

How to Remove "Default Cost Rate" from the Component

Step 1:Navigate toSetupin Salesforce.

Step 2:Search forObject Managerand open it.

Step 3:Locate and select"Contact"object.

Step 4:Navigate toField Setsunder theContact Object.

Step 5:Identify theField Setused for thePSA Resourcing Component.

Step 6:Edit theField Setand remove the"Default Cost Rate"field.

Step 7:Save changes and refresh the component in the Lightning App Builder.

Why This Works?

TheLightning Componentdynamically retrieves its columns from theField Set.

Removing the"Default Cost Rate"from theField Setensures it will no longer be displayed.

This prevents unauthorized users or managers from seeing cost-related data directly within the Resourcing Component.

PSA Sys Admin Essentials Student Guide Fall 20 (2).pdf, Page 85​.

References: