Creating a new deal approval
All users that have access to Planet PeopleSoft have been given deal owner access to the Deal Approval Database so no special access privileges are necessary to create a new deal document. To create a Deal Review Document, the user can start from any view within the Deal Approval Database. A new deal review document is started using the menu path >New Document>Deal Review.
Owners of deals in PGS are primarily Client Executives, but other Business Development representatives may enter deals on occasion. The Deal owner field will automatically default to the user that is creating the document but can be later modified as necessary. When a new deal review document is created it populates in the "work space" on the right side of the Deal Review page in "edit" mode. Users must be in edit mode to add or update any information to the deal review form.
The following tabs contain new deal approval information (click the tab name for detailed field information):
Using these tabs, you can perform the following tasks (click a task for detailed instructions):
Completing the "General Information" Tab
The General Information Tab is the default first tab that the user will view when creating a new document. The new deal document is pre-populated with a unique Deal Review ID and is placed in a "Draft" status and the document is in "edit mode". To ease the data entry process, "draft" deals are not subjected to data requirement edits so the deal can be saved with as much, or as little, information as the deal owner has at a given time. It is suggested that the document should be saved often during input to prevent any data loss should the user lose access to the application for any reason (e.g., Loss of RAS'd connection). The Deal owner should complete the following information on this page.
C1 Opportunity ID
"C1 Opportunity ID" is a required field. The deal owner should enter the C1 Opportunity ID as it exists in Customer 1 exactly. There will eventually be an interface from Customer1 to populate this information automatically. It is very important to match the Opportunity ID exactly to C1 in order to allow the integration to be successful.
Customer/Prospect ID
"Customer/Prospect ID" is a required field. The deal owner should enter the Customer ID or Prospect ID as it exists in Customer 1 exactly. This is the ID number of the customer to which a proposal will be submitted upon deal approval.
Company Name
"Company Name" is a required field. The deal owner should enter the Customer Name as it exists in Customer1 exactly. This is the customer to which a proposal will be submitted upon deal approval.
Division of Company (optional)
The "Division of Company" field is optional. The deal owner should specify the Division of the Customer for which the proposal will be submitted upon deal approval.
Sales Theater
"Sales Theater" is a required field. The deal owner should us the pull-down list to select the Theater in which the deal opportunity exists (usually the Theater in which the deal owner works).
Sales Region/Country
"Sales Region/Country" is a required field. The deal owner should use the pull-down list to select the Region or Country in which the deal opportunity exists (usually the country or region in which the deal owner works).
Currency Type
"Currency Type" is a required field. The deal owner should use the pull-down menu to select the currency type that will be used to represent the values for the deal approval process. Deals that are large enough to be presented to executive management for review should be completed in US dollars.
Stakeholders (Sales Team)
"Stakeholders" field is optional for the deal owner to add sales team members that will need access to the deal review document. If individuals are involved in helping the deal owner scope the opportunity and/or prepare for the deal review process, the deal owner should add those individuals to this field to grant them view/edit access to the deal.
Adding Stakeholders
Adding or removing stakeholders for a deal approval is as easy as addressing an email. Those users that may be added include, but are not limited to, Account Executives involved with the services opportunity, Project Managers, Directors of Solutions Delivery or Consulting Management, and Proposal Analysts assigned to assist in generating the final proposal. Any individual that needs access to view and/or edit the deal approval document.
The deal owner can add or remove stakeholders by selecting the edit icon on the general information page next to the stakeholders' field.
This field will open a popup window that can be used to search for the appropriate individuals that need added to this field. The user then enters a portion or the complete last name of the individual to be added and presses the looking glass icon to search for the individual they need to add.
The name of the individual to be highlighted and the right arrow button should be pressed to move the name to the box on the right of the dialog popup. The deal owner can add multiple stakeholders at a time repeating this process.
The user then completes their additions after adding all the names to the stakeholder box by selecting the "OK" button at the bottom of the popup dialog box.
Removing Stakeholders from a deal approval document
Removing Stakeholders can be done two different ways, either from the deal review "General Information" tab or from the "edit stakeholders" popup dialog box.
On the "General Information" tab, the name of the individual can be selected with a mouse click and then the delete/erase icon can be pressed to remove the necessary individual.
Otherwise, the user can open the edit/add stakeholder dialog box, highlight the name to remove and press the less than arrow button.
If the button with two less than arrows is pressed, all names will be removed from the stakeholder box regardless of which names happen to be highlighted when the button is selected.
Changing the deal owner
Since the deal approval document will automatically default to the user that first creates the opportunity, there may be instances in which the deal owner will need to be modified. In order to change the deal owner, follow the steps outlined below.
On the "General Information" tab select the "Pen" icon to find and specify a new deal owner.
Since the deal owner defaults to the original user that entered the document, when the Deal Owner popup dialog box opens, it will show the current deal owner in the box on the right.
In order to select a new deal owner enter either part or all of the new deal owner's last name into the search box and press the "looking glass" icon to search for the correct deal owner.
Once you find the correct deal owner, select their name with your cursor and press the "greater than" arrow to replace the current deal owner. Since there is only one deal owner allowed for each deal approval document, the current owner is automatically replaced in the popup window when the new owner is added.
Click the "Ok" button to replace the deal owner and return to the deal approval document to continue editing it.
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Completing the "Risk/Profitability Profile" Tab
The Risk/Profitability page provides high level risk and profitability metrics that allow reviewers to grasp deal strategy and characterstics quickly, and also enable the database to determine the appropriate routing and approval authorizations needed to approve each specific deal.
Type of Deal
"Type of Deal" is a required field. The user should use the pull down list to select the type of engagement being proposed to the customer. Valid types include:
· Award Incentive - This type of contract provides incentives for the implementation to meet certain criteria that are specified in the contract (e.g., implementation complete by X date results in a $15K bonus). The revenue of these contracts can vary greatly based upon the success of the implementation team.
· Fixed Fee - This type of contract provides specific functionality or implementation services are to be delivered for a set (or fixed) price.
· Not-to-Exceed - This type of contract provides upper limits on the cost to the implementation project, but are provide variable revenue based on the resources expended by the services provider.
Time and Materials - This type of contracts merely specify an hourly rate and the value of the contract depends on the resources expended by the services provider.
Estimated Close Date
"Est. Close Date" should be completed with the date on which the deal owner believes that the deal can be closed with the customer. In order to enter a date the editor of the document should choose the map/clock icon next to the estimated close date field that will bring up a calendar. In order to choose the correct date simply click on the day that the close is estimated for the deal.
Proposal Due Date
"Proposal Due Date" should be completed with the date on which the deal owner believes that the deal will be presented to the customer. In order to enter a date the editor of the document should choose the map/clock icon next to the estimated close date field that will bring up a calendar. In order to choose the correct date simply click on the day that the proposal is due to the customer.
Standard Liability?
"Standard Liability?" is a required field that is defaulted to "Yes." This field indicates whether the deal requires any non-standard penalties or warranties. If it does not, choose "Yes". Otherwise, choose "No."
PGS Primed?
"PGS Primed?" is a required field that is defaulted to "No." This field indicates whether PSC will be priming the implementation services sold as part of the deal.
Standard Contract Terms and Conditions?
"Std Contract T&Cs?" is a required field that defaults to "Yes." The user should specify with this field whether there are standard "legal approved" contracts that would be used for the deal in question. If the standard PGS contracts are not to be used, or are unavailable given project characteristics, this field should indicate "No" that Standard Terms and Conditions do not apply.
Standard Payment Terms?
"Std Payment Terms" is a required field that defaults to "Yes." If the deal calls for non-standard payment terms that are greater than net 30, then this field should be changed to "No" to indicate that payment terms are non-standard. If you have questions about whether this field should indicate non-standard payment terms, refer to your Regional Controller for clarification.
License Involved?
"License Involved?" is a required field that defaults to "No." If there is a license deal pending for the customer which services are to be proposed to, this field should be set to "Yes" to indicate a license deal is pending for this customer as well as the service deal.
Value of License Deal
"Value of License Deal" is a required field that defaults to "0." The value of any license deal pending for the customer seeking services should be entered in this field to indicate the license component of the overall customer opportunity. Enter value of contract without currency symbol, with or without comma separation.
Education Services?
"Education Services is a required field that defaults to "No." If there is a training component of the deal for the customer which services are to be proposed to, this field should be set to "Yes" to indicate that there is a potential education services deal component for this customer as well as the service deal.
Value of Education Services
"Value of Education Services" is a required field that defaults to "0." The value of any Education Services deal pending for the customer seeking services should be entered in this field. Enter value of contract without currency symbol, with or without comma separation.
Product Line
"Product Line" is a required field. All product lines either part of the license transaction or the product lines for which services are being sought should be selected in this field.
To select a single product line, simply find the product line that is involved and highlight that product line.
If more than one Product Line is part of the deal, hold the control key down as you select multiple products.
Note: If you hold the "Shift" key down, all products between your first selection and next selection will be highlighted.
Module
"Module" is a required field. All Modules either part of the license transaction or the product lines for which services are being sought should be selected in this field.
To select a single module, simply find the product line that is involved and highlight that product line.
If more than one Product Line is part of the deal in question, hold the control key down as you select multiple products.
Note: If you hold the "Shift" key down, all Modules between your first selection and next selection will be highlighted.
Pricing Strategy
"Pricing Strategy" is a required field. This free text field should be used to explain the pricing strategy for the deal being proposed for review and approval. Highlight deal pricing strategies being employed and explain how the deal is structured to guarantee success and profitability.
Estimated Person-days
"Est. Person-days" is a required field. Based on the level of effort estimated, enter the estimated man-days (calculated on a 8 hour work day) to deliver the services involved in the proposed deal. This value should be calculated for fixed price deals based on the estimated level of effort to deliver the full scope of the proposal.
Total Estimated PSC Value
"Total Estimated PSC Value" is a derived field. The system will automatically populate this field based on the total estimated value of the proposed deal. The total value of PSC Services, Solution Center Services, and Third-Party Services will be combined and entered into this field.
Estimated Duration (Months)
"Est. Duration" is a required field. The deal owner should enter how long the services implementation is expected span in months.
PSC Discount
"PSC Discount" is a required field. This field represents the overall deal discount as calculated based on standard list rates for the consultant hours to be utilized for the delivery of all PSC services proposed in the deal. Enter the percentage discount as either as a decimal or as whole numbers with the percentage sign. (e.g., fifteen percent should be entered as ".15" or "15%").
Overall Profit Margin
"Overall Profit Margin" is a required field. This field should represent the overall profit margin for PSC, Solution Center, and Third-Party services to be rendered for the deal. Enter the profit margin either as a decimal or as whole numbers with the percentage sign. (e.g., fifty percent should be entered as ".50" or "50%").
PSC %
"PSC %" is a derived field. The system will automatically populate this field based on the value of PSC Svcs. This field will represent the percentage portion of the deal that is comprised of PSC services (i.e., Value of PSC Services/Total Estimated PSC Value).
Value of PSC Services
"Value of PSC Svcss" is a required field . The value of the portion of the deal representing PSC Services to be delivered for the customer should be entered in this field. Enter value of contract without a currency symbol, with or without comma separation.
PSC Margin %
"PSC Margin %" is a required field. This field should represent the profit margin for PSC services to be rendered for the deal. Profit margins for PSC services should be based on regional cost estimates by labor category for that specific region's billable resources. The appropriate Regional Controller should provide this calculation. This value should be available via the regional margin calculator. Enter the profit margin either as a decimal or as whole numbers with the percentage sign. (e.g., fifty percent should be entered as ".50" or "50%").
Solution Center %
"Sol Center %" is a derived field. The system will automatically populate this field based on the value of Solution Center. This field represents the percentage of the deal that is to be delivered by Solutions Center Services (i.e. Value of Solution Center Value/Total Estimated PSC Value).
Value of Solution Center
"Value of Solution Ctr" is a required field . The value of the portion of the deal representing Solution Center Services to be delivered for the customer should be entered in this field. Enter value of contract without a currency symbol, with or without comma separation.
Solution Center Discount %
"Sol Ctr Discount %" is a required field. This field represents the discount for the Solution Center portion of the deal as calculated based on standard list rates for the consultant hours to be utilized for the delivery of proposed Solution Center services. This value should be available from the Solution Center manager that is assisting with the estimation of the Solutions Center portion of the deal. Enter the percentage discount as either as a decimal or as whole numbers with the percentage sign. (e.g., fifteen percent should be entered as ".15" or "15%").
Third-Party %
"Third-Party %" is a derived field. The system will automatically populate this field based on the value of Third Party Resources. This field represents the percentage of the deal that is to be delivered by Third-Party resources (i.e. Value of Third-Party/Total Estimated PSC Value).
Value of Third-Party
"Value of Third-Party Center" is a required field . The value of the portion of the deal representing Third-Party resources to be delivered for the customer should be entered in this field. Enter value of contract without a currency symbol, with or without comma separation.
Third-Party Markup %
"Third-Party Markup %" is a required field. This field should represent the markup on Third-Party services to be rendered for the deal. The markup of Third-Party resources should be based on third-party cost estimates or contracts based on labor categories to be utilized on the proposed deal. These rates should be represented in any pending subcontract agreements or can be standard rates utilized with a specific vendor that is part of the PeopleSoft CSP program. This value should be able to be calculated via the regional margin calculator. Enter the profit margin either as a decimal or as whole numbers with the percentage sign. (e.g., fifty percent should be entered as ".50" or "50%").
Offshore %
"Offshore %" is a derived field. The system will automatically populate this field based on the value of Offshore Resources. This field represents the percentage of the deal that is to be delivered by Offshore resources (i.e. Value of Offshore/Total Estimated PSC Value). At this time, Offshore functionality has not been added to the database. Once this functionality is defined, the details will be included.
Value of Offshore
"Value of Offshore" is a required field . The value of the portion of the deal representing Offshore resource work to be delivered for the customer should be entered in this field. Enter value of contract without a currency symbol, with or without comma separation.
Offshore Markup %
"Offshore Markup %" is a required field. This field should represent the markup on Offshore services to be rendered for the deal. Enter the value either as a decimal or as whole numbers with the percentage sign. (e.g., fifty percent should be entered as ".50" or "50%").
Black Flags
"Black Flags is a required field which defaults to "0." Following the completion of the Global Risk Analysis Worksheet. Enter the number of Black Flags indicated on the Risk Analysis "Risk Footprint" tab of the worksheet.
Red Flags/Alerts
"Red Flags/Alerts" is a required field that defaults to "0." Following the completion of the Global Risk Analysis Worksheet. Enter the number of Alerts or Red Flags indicated on the Risk Analysis "Risk Footprint" tab of the worksheet.
Yellow Flags/Warnings
"Yellow Flags/Warnings" is a required field that defaults to "0." Following the completion of the Global Risk Analysis Worksheet. Enter the number of Warnings or Yellow Flags indicated on the Risk Analysis "Risk Footprint" tab of the worksheet.
Mitigation Plan Approval
"Mitigation Plan Approval" is a required field that defaults to "No." If there are any "Black Flags" identified for this deal (e.g., Black Flags >0) then this field must be changed from "No" to "Yes" by the RVP or the deal will be escalated to the next approval level. Deals that have identified "Black Flags" during the risk analysis must also have detailed risk mitigation plans outlined in the Risk Analysis Worksheet. RVP should review those plans and approve them before proceeding with approval. When the RVP approves of the risk mitigation plan for the deal the RVP must set this field to "Yes" before approving the deal or the deal will need to be escalated for approval. This field is only selectable by the Regional VP.
Mitigation Plan Approval Date
"Mitigation Plan Approval Date" is a system-generated field that does not need to be entered by the deal owner or the RVP. In those cases where the Mitigation Plan is "Ok'd" by the RVP, this field will display when the approval was granted by the RVP upon save of the approved mitigation plan in the "Mitigation Plan Approval" field.
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Completing the "Deal Summary Attachments" Tab
The Deal Summary Attachment tab is where all backup document templates should be attached to the deal approval document prior to submission for approval. The fields should be completed as follows below. The general instructions for uploading the documents follow a brief discussion of each field on this deal review tab.
Comments
The "Comments" field is an optional free text field that allows the deal owner to make general comments about the deal summary attachments. Regional management can specify specific instructions for items that should be included in this field. Otherwise use this field to highlight anything important for reviewers with regards to the attached documents and their use for review and approval of the deal.
Opportunity Review Doc/PPT
The "Opportunity Review Doc/PPT" is a required field that should be used to attach the Opportunity Review for the deal being submitted for approval. For more information on the format for the Opportunity Review Document, please refer to the section in this document about the PGS010 - Opportunity Overview PowerPoint (Draft).
Profitability Analysis
The "Profitability Analysis" is a required field that should be used to attach the financial analysis of the deal being submitted for approval. For more information on the format for the Profitability Analysis, please refer to the section on the PGS060 - Project Cost Worksheet (Draft), PGS900 - Margin Calculation Worksheet (Draft), or the instructions provided by your regional controller for the region specific margin calculator that is used for this analysis until the standard documents are finalized.
Risk Assessment
The "Risk Assessment" is a required field that should be used to attach the completed Global Risk Analysis Worksheet for the deal being submitted for approval. For more information on the format of the "Risk Assessment" please refer to the section on the PGS030 - Risk Analysis Worksheet.
This PGS Global Standard can also be reviewed on Field Connection. From Planet PeopleSoft use the following menu path to review the current format for this document: Infosphere>Selling Solutions>Field Connection: Consulting. Then Select "Risk Analysis Model" under PeopleSoft Consulting Overview and Sales Tools.
Deal Proposal Documents
The "Deal Proposal Documents" field is for optional use. This field can be used to attach available proposal documents or outlines to the proposal sections that need to be developed to deliver the final proposal to the customer. This field should not be used as a substitute for having your proposals posted to Documentum by the Proposal Analyst.
Estimation Sheets
The "Estimation Sheets" field is for optional use. If estimators or pricing models are utilized to develop the estimates for this deal, estimator results can be attached to this field to provide backup for the analysis presented in the final profitability analysis.
(Please note that use of the estimators is required in some regions. If your region requires estimator use, this process does not eliminate that requirement.)
Other Miscellaneous Files
"The Other Miscellaneous Files" field is for optional use. This field can be used to attach any other pertinent documentation for the preparation of the deal proposal, strategy, or structure. This field can be used to post such documents as: Legal exceptions to customer RFP requests, Staffing Plans, customer ROI analysis, or even Subcontractor agreements to support the Third-Party information for the deal. It is recommended that any documents posted to the section be highlighted in the available comments free text box at the top of the page to highlight what information is available via these attachments.
Uploading Files on the Deal Summary Attachments Page
It is very important that all attachments to the Deal Summary Attachment tab be zipped before upload. Zipping attachment files will speed the upload and subsequent download process required by all approvers to review your document attachments. Currently there is no way to remove a document once it is posted to the deal review form in order to retain history of deals as they progress through the approval process. Therefore, appropriate version numbers should be used for all attachments so that reviewers can easily discern which document is the latest form to be used for review purposes.
To attach documents to the fields on this page, select the "Browse" button for the section for which you want to upload a document.
Selecting the "Browse" button will open a popup dialog box that you can use to browse for the file you wish to upload. Once you locate the file highlight it by clicking on it with your cursor.
The select the "Open" button to upload the file.
The application will then ask if you want to upload the document immediately or whether you want to indicate additional files to upload before proceeding with the upload upon your next save of the document. If you want to upload that document immediately and save your deal approval document choose "ok," otherwise select "cancel" to specify additional attachments before uploading on the next save of the document.
If you choose to save later (pressing "cancel"), the path of the document you specified would be written to the field of the section for which you specified to upload the file. If you chose the wrong file, you can press the browse key and replace the file initially designated for upload simply by choosing a different file for upload.
When you choose Upload Now, the system saves the document during the upload and then takes you to the General page of the deal. If you choose Upload Later, you will stay on the current screen and then the attachments will be uploaded upon save of the deal.
It is important to note that if you choose to upload multiple files at a time, you can only specify one document attachment for each specific attachment section. Also, all attachments uploaded simultaneously must have unique file names, otherwise the save will fail.
If you chose to specify additional documents for upload to other fields on this page, the documents will be uploaded upon your next save of the document. Remember to allow the complete save and upload to complete before closing your browser. Otherwise the documents will not fully upload and you will receive an email message indicating the upload was not successful. If you receive this email notification, simply come back to the deal attachment page in edit mode and reattach the files that did not properly upload.
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The "Approvals" Page for Deal Approval
The deal approval page will not fully be available until you have completed the required general and risk/profitability profile information for the deal being prepared for approval submission. When the document is first created the approval page will only specify the deal initiator as shown above.
Following the entry and save of all necessary deal information the approvals page will now specify all regional approval levels possible for deal approval in the region for which the deal was entered as shown below. The second column will indicate which approvers are necessary for the document to be approved, showing a "Blue Dot" for any approvers which will be required to sign off on the document before it achieves the status of "approved."
The approval page will default all approval representatives for the region that only have one approver possible for review and approval of the deal being submitted for approval. Those approver titles, which have more than one possible approver, must be selected by the deal owner prior to submission of the deal for management approval.
In order to select specific approvers for your deal approval document, simply use the pull down lists to highlight the individual responsible for approval of the deal document being submitted for approval as shown below.
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The deal "History" Page is not available until the deal approval document has been saved for the first time. Following the first save it is accessible, but it is really not used until the deal is submitted or approval action is taken by one of the reviewers. Once the first approval action has been taken on a document, any comments that approvers enter upon approval decision will be stored on the "History" tab of the deal document.
The history Tab also stores detail technical history of the deal approval document and will indicate what information was changed to cause a deal approval to reset if the required approval levels change as a result of edits by deal stakeholders/owners after submission for approval. Not all users have access to this view.
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Submitting a Deal Approval Document for Approval
Once a deal has been completely entered and is ready for submission for approval, the deal owner should "approve" the document to submit it for approval processing. This is accomplished by entering the document in edit mode selecting the "Thumbs Up" icon next to their name on the approval page.
Once the "thumbs up" button is selected a popup dialog box will appear in which approval comments can be entered by the deal owner/approver. Following entry of comments, the deal owner should select "accept" at the bottom of the dialog box to store the comments from approval.
Once "accept" is selected, a warning appears that indicates that the document must be "saved" in order to correctly store the approval. The deal owner then can click either "Save" or "Save & Exit" to save their approval.
Once the deal owner's approval is saved, the document will enter an "In Process" status. The approval date for the CE is stored in the document in the third column and the CE's "blue light" turns "green" to indicate that they have approved the document to put it in process. All simultaneous regional approvers and any additional simultaneous approvers will be notified to review and approve the deal. Approvers that have received notification are indicated in the third column by the message, "Awaiting Approval."
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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003
All rights reserved.
Created: jw 05/22/2003