PSA-Sysadmin PSA System Administrator 2023 Questions and Answers

Step-by-Step Comprehensive Detailed Explanation

Understanding the Timecard Approval Process in PSA

By default, the timecard approval process in Certinia PSA (formerly FinancialForce PSA) follows a specific hierarchy.

If the project is abillable projectand theProject Manager field is filled, theProject Manager is automatically assigned as the approverfor timecards​.

If the Project Manager field is blank or the project isnon-billable, PSA uses theresource’s manageras the approver (based on the Manager field in the Salesforce User record).

How Flows Work in Assigning Approvers

If you have created a Flow to automatically assign the resource’s manager as the timecard approver, it means you are trying to override the default approval process.

However, if theAssign Project Manager To Timecard Approverconfiguration option is enabled,PSA will still prioritize the Project Manager over the resource’s manager, regardless of your Flow settings​.

This would explain why submitted timecards are still being assigned to theProject Managerinstead of theresource's manager.

Why the Other Options Are Incorrect

A. PSA requires that only Project Managers can approve Timecards

This is incorrect because PSA allows timecards to be approved byeither the Project Manager or the Resource's Manager, depending on the project settings​.

B. The process builder to assign the resource’s manager is not active

While this could be a factor, themain reasonis the configuration setting that forces the Project Manager to be the default approver.

Even if the Flow was working correctly, theAssign Project Manager To Timecard Approversetting would still take precedence.

How to Fix the Issue

Navigate toPSA Configuration Settingsand check theAssign Project Manager To Timecard Approversetting.

If it is set toTrue, change it toFalseto allow the Flow to correctly assign the resource's manager as the approver.

Test by submitting a new timecard and verifying the assigned approver.

References and Verified Certinia PSA Documentation

PSA System Administration Guide: Timecard Approval Process​.

FinancialForce PSA Approval Workflow: Default Approver Rules​.

To customize your workspaces in Certinia PSA, you can use the following tools:

Navigation Configuration Builder:

Allows you to configure the workspace navigation and define available links.

Customizes the layout and sections of workspaces.

Lightning App Builder:

Enables customization ofLightning pages, including adding/removing components.

Used to adjust theUI and layoutof the workspace.

PSA Administration Tool:

Allows administrators to configure PSA-specific settings.

Used for advanced PSA configurations and settings.

These tools helptailorworkspaces to fit business needs by adding relevant data, reports, and quick access links.

PSA Sys Admin Essentials Student Guide

References:

Toupdate Resource Roles in PSA, you need to modify thepicklists of two objects:

Contact Object– This contains the primary Resource Role field, which determines a resource's default role.

Assignment Object– This ensures that resource role updates apply to assignments where resources are staffed.

Option B (Work Calendars)is incorrect because Work Calendars define availability, not Resource Roles.

Thus, the correct answers areA and C.

References:

PSA Sys Admin Essentials Student Guide Fall 20

If youcannot see the "Navigation Configuration Builder"in theApp Launcher, possible reasons include:

Missing Permission Set:

You must have the"FF Configuration Builder"permission set assigned to your user profile.

Without this, theNavigation Configuration Builderwill not be accessible.

How to Assign the Permission Set:

Navigate toSetup > Users > Permission Sets.

LocateFF Configuration Builderand assign it to your user profile.

Other Possible Causes:

If permissions are correct but it's still missing, checkuser roles and profilesto ensure proper access.

Ensure that theConfiguration Builder featureis enabled in PSA settings.

PSA Sys Admin Essentials Student 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​.

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Best practice for limiting permissions in a FinancialForce Permission Set Group:

Use Muting Permission Sets:

Muting Permission Setsdisable specific permissionswithin a Permission Set Group.

Instead of modifying or duplicating a permission set,mute only the permissions you do not need.

Why This is the Best Practice:

Itavoids unnecessary duplicationof Permission Set Groups.

It providesgranular controlover permissions without affecting other users.

Incorrect Answer Explanation:

B. Clone the Permission Set Group and remove unwanted permissions → Incorrect

Cloning isnot recommendedas it createsredundantpermission sets.

C. Build your own permissions or Permission Set Groups → Incorrect

This istime-consuming and unnecessarywhenMuting Permission Setscan achieve the same result efficiently.

PSA System Administration Guide

References:

Project Managers who want to display several fields prominently on the Project Lightning Page should use theFF PSA Field Summarycomponent. This component allows users to highlight key fields related to their projects, improving visibility and accessibility within the Lightning interface.

FinancialForce PSA provides several Lightning components, but among them:

FF Field Overview: This component is not specifically designed for summarizing multiple fields in a prominent way.

FF Highlights: This component typically provides a brief summary but does not allow for multiple field customization.

FF PSA Field Summary: This is the most appropriate component, as it allows displaying multiple PSA fields prominently on the Project Lightning Page.

Thus, the correct answer isC. FF PSA Field Summary.

References:

PSA Sys Admin Essentials Student Guide Fall 20

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​.

PSA allows for the creation of multiple work calendars to accommodate different regional working hours. The best approach to handle the35-hour work week for French Resourcesis:

Create a separate Work Calendarspecifically for France with a35-hour work week.

Define the correct daily working hours(e.g., 7 hours per day for a standard 5-day workweek).

Include French holidaysin the work calendar to ensure scheduling accuracy.

Assign the work calendarto all French resources so that utilization calculations and resource assignments reflect the correct working hours.

Option A (PSA only allows one work calendar)is incorrect because PSA supports multiple work calendars.

Option B (using a 40-hour calendar and adjusting utilization calculations manually)is incorrect because it leads toinconsistent resource utilization and planning errors.

Thus, the correct answer isC.

References:

PSA Sys Admin Essentials Student Guide Fall 20

If a usercannot see projectsin theProject Management Workspace, the most common reason is:

User is Not a Project Manager on Any Projects:

TheProject Management Workspaceisfilteredbased on Project Manager assignments.

If the user isnot assigned as a Project Manager, projects willnot appearin their view.

How to Fix This:

Navigate toProject Records.

Ensure the user isassigned as a Project Manager.

Incorrect Answer Explanation:

B. The user is missing the Project Management Workspace Permission Control → Incorrect

Workspaceaccess is permission-based, but missing this permission would prevent access to the workspace itself,not specific projects.

C. The user is missing the PSA - Project Manager Permission Set → Incorrect

This permission allows project-related actions butdoes not control visibilityin the workspace.

PSA System Administration Guide

References:

To add a secondary approval for Expense Reports when the expense amount exceeds a threshold, follow these steps:

Navigate to Approval Processes:

Go toSetupin Salesforce.

EnterApproval Processesin the Quick Find box.

SelectApproval Processesunder Process Automation.

Create a New Approval Process for Expense Reports:

ClickNew Approval Processand selectUse Standard Setup Wizard.

SelectExpense Reportas the object.

Enter aProcess NameandUnique Name.

Set Entry Criteria for High-Value Expense Reports:

Define criteria where theExpense Amountfield is greater than the threshold value set by your organization.

Example:Expense Amount > 1000.

Define the Approval Steps:

Step 1: Assign thePrimary Approval(e.g., Line Manager).

Step 2: Create a conditional approval step for theSecondary Approval.

Set entry criteria: Expense Amount > 1000.

Assign approver (e.g., Finance Manager or CFO).

Ensure that this step only triggers when the condition is met.

Activate the Approval Process:

ClickActivateto apply the approval workflow.

FinancialForce PSA System Administration Guide

PSA Approval Processes Configuration Documentation

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:

Certinia PSA hascustom settingsthat can be applied at different levels: globally, at the profile level, or at the user level. Among the given options:

Search Resources Global– This is a global setting and is not specific to an individual user.

Timecard Entry UI Personal– This settingcan be specific to a user. It allows users to customize theirtimecard entry UI, such as setting default values, modifying the number of rows displayed, or defining how time entry should behave.

Assignment Settings– This setting applies toassignments and resource managementat a broader level, not specific to an individual user.

SinceTimecard Entry UI Personalisuser-specific, the correct answer isB. Timecard Entry UI Personal.

References:

PSA Sys Admin Essentials Student Guide Fall 20​

PSA Data Dictionary Spring 2023

Understanding Time Periods in PSA

PSA requirespredefined time periodsto process timecards, utilization, and forecasting.

If time periods are not extended into the future,forecasting and utilization calculations will stop workingbeyond the last defined time period.

How to Extend Time Periods to 2030

Step 1:Create a.csvfile with the appropriate time slices (years, quarters, months, weeks).

Step 2:UseSalesforce Data Import WizardorDataloader.ioto import the records.

Step 3:Ensure the imported time periods align with yourcompany's fiscal year.

Step 4:Verify in PSA that new time periods are correctly set up and available for reports.

Why Not Contact FinancialForce Support? (Option C)

FinancialForce Support is not requiredto create time periods. This is astandard admin taskthat can be completed using Salesforce tools.

PSA Sys Admin Essentials Student Guide Fall 20 (2).pdf, Page 87​.

References:

If thePSA Workspaces package is not installed, follow these steps:

Verify PSA Workspaces Installation:

Navigate toSetup > Installed Packages.

Search for"PSA Workspaces"to confirm if it is present.

If Missing, Request Installation:

PSA Workspacescannot be manually downloaded from the FinancialForce (Certinia) Community.

Instead, you mustsubmit a support ticketto Certinia to request installation.

How to Submit a Support Ticket:

Go toCertinia Support Portal.

Submit a request forPSA Workspaces package installation.

Provide details about yourPSA versionandorganization needs.

PSA Sys Admin Essentials Student Guide

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