Copy from Budget/Forecast
Explanation
This activity is used to copy budget/forecast version lines, cost/revenue spread and approval
routings from one budget/forecast version to another.
The budget/forecast version into which the copying is done can be a new
budget/forecast
created at the time of copying or it can be an existing version devoid of
budget/forecast lines or connected snapshots.
There is an option to select if the EAC or ETC should be recalculated to
determine the default calculation rule for snapshot matching in the created
forecast.
Prerequisites
The budget/forecast version to copy to should not have any defined budget/forecast lines or
connected snapshots.
System Effects
- All budget/forecast lines from the selected budget/forecast to copy from are inserted into
the destination budget/forecast.
- The ETC and EAC values of the original budget/forecast will be
copied over to the Previous ETC and Previous EAC fields of the
new budget/forecast.
- Any existing cost/revenue spreading may be copied, if selected by the user, and
inserted as cost/revenue spreading on the destination budget/forecast.
- Any approval routing defined on the previous budget/forecast will be copied to
the destination budget/forecast if chosen by the user.
- A snapshot is created, if this option has been selected when defining
the new budget/forecast properties.
- Any contract change orders and/or resource
forecasts connected to the previous budget/forecast will have its
connections and amounts copied to
the destination budget/forecast if chosen by the user.
Window
New Project
Forecast
Project Forecasts
Related Window Descriptions
New Project Forecast
Project
Project Forecasts
Procedure
Use the following procedure to copy details from a previous budget/forecast
to a budget/forecast to be created:
- Open the Projects or
Project
window and query for the project on which you want to create a
budget/forecast.
- Right click on the window and select Create Forecast. The first step
of the New Project Forecast Assistant opens up. Note: This
assistant can also be
opened from the IFS/Navigator in which case the project for
which the budget/forecast should be made should be selected using the List
button for the Project ID field.
- Select the Forecast Type field and use the List button to select a predefined budget/forecast type.
Note: If the budget/forecast version being created is of the same
budget/forecast type
as an existing version, the forecast type of the existing budget/forecast
version will be inherited into this field.
- Enter a description of the version you plan to create in the Version Description
field.
- Enter a valid Accounting
Period and Cut-Off-Date. These values will
be referenced later on when creating snapshots on a particular project
forecast version.
- Select the Create Snapshot check box, if it is required
to create a
snapshot of the forecast version. Depending on
the need for monitoring the data it can be created as a snapshot with or
without details or linked to the project connected objects. Click the
relevant Snapshot With
Details, Snapshot Without Details or the Live View option
according to your requirement.
- In the Snapshot Matching field, select the
default option for the calculation rule on the new forecast when connecting and matching snapshots. It can either be
EAC
Recalculated or ETC Recalculated option.
- In the Copy area select
From
Forecast.
- In the Note field, enter a note, if required, about the
budget/forecast
version being created.
- Click Next> and
the Copy From Forecast step will be displayed:
- You can modify the budget/forecast version from which you want
to copy by using List button on the the Forecast Type field.
- In the Forecast Version field, use the List button to modify, if required, the
budget/forecast
version from which you want to copy.
Note: If the budget/forecast version being created is of the same
budget/forecast type as an existing version, the record of the existing
budget/forecast version will be inherited into the From Forecast group of
fields.
- Select the Copy and Include CCO Connections
check box if it is required that the contract change orders that are
connected to the source budget/forecast should be copied to be connected
also to the new budget/forecast.
Note: If you press the Connections button and in the
Forecast Connection dialogue select contract change orders to be
included in the budget/forecast version and then press OK the Copy
and Include CCO Connections check box will be selected by default.
- Select the Copy and Include Resource Forecast
Connections check box if it is required that the resource forecasts that
are connected to the source budget/forecast should be copied to be connected
also to the new budget/forecast. Resource forecast connections can however
only be copied to the new budget/forecast if the cut off dates are the same.
Note: If you press the Connections button and in the
Forecast Connection dialogue select a resource forecast to be
included in the budget/forecast version and then press OK the Copy
and Include Resource Forecast Connections check box will be selected by
default.
- Clear the Copy Approval Routing check box if it is required that
the approval steps defined on the approval routing of the source
budget/forecast
not be copied to the new budget/forecast.
- Clear the Copy Cost/Revenue Spread check box if it is required that the
cost/revenue spread on the source budget/forecast should not be copied to the new
budget/forecast. If selected, decide whether it should
be the Complete spread or
From Cut Off Date.
- Clear the Set ETC check box if it is
required that the ETC field of the forecast lines are not to be
calculated based on previous forecast. If this check box is selected
then select one of the two options, based on your requirement:
- Set ETC Based on Previous EAC: The EAC of the new version is
calculated by adding the connected ETC and the incurred cost of this
forecast to the difference between the previous forecast ETC and the
previous connected ETC (of the resource forecast or CCO). The ETC will
then be calculated as the difference between the EAC and the cost until
the snapshot date and time.
- Set ETC Based on Previous ETC: The ETC of the new version is
calculated by adding the connected ETC of this forecast to the
difference between the previous forecast ETC and the previous connected
ETC (of the resource forecast or CCO). The EAC will then be recalculated
to be the sum of the ETC and the cost until the snapshot date and time.
Use the following procedure to copy details from a previous version to an
existing budget/forecast version with no budget/forecast lines or snapshots:
- Open the Project window and
right click and select the Project Forecasts menu option, which will
open the the
Project Forecasts
window. You can
also begin the copying process by directly opening the
Project Forecasts window.
- Query for the budget/forecast version into which you want to copy a previous
budget/forecast version's details.
- Right click on the row/record and select Copy From Forecast. The
Copy Project Forecast dialog box opens up.
- In the Forecast Type field of the From Forecast group of
fields, use the List button to modify, if required, the
budget/forecast
version from which you want to copy.
- In the Forecast Version field of the From Forecast group
of fields, use the List button to modify, if required, the
budget/forecast
version from which you want to copy.
- Select the Copy and Include CCO Connections
check box if it is required that the contract change orders that are
connected to the source budget/forecast should be copied to be connected
also to the new budget/forecast.
Note: If you press the Connections button and in the
Forecast Connection dialogue select contract change orders to be
included in the budget/forecast version and then press OK the Copy
and Include CCO Connections check box will be selected by default.
- Select the Copy and Include Resource Forecast
Connections check box if it is required that the resource forecasts that
are connected to the source budget/forecast should be copied to be connected
also to the new budget/forecast. Resource forecast connections can however
only be copied to the new budget/forecast if the cut off dates are the same.
Note: If you press the Connections button and in the
Forecast Connection dialogue select a resource forecast to be
included in the budget/forecast version and then press OK the Copy
and Include Resource Forecast Connections check box will be selected by
default.
- Clear the Copy Cost/Revenue Spread check box if it is required that the
cost spread on the source budget/forecast should not be copied.
- Clear the Copy Approval Routing check box if it is required that
the approval steps defined on the approval routing of the source
budget/forecast
not be copied.
- In the Estimate To Complete group of fields, select one of the
two options, based on your preference/requirement:
- Set ETC Based on Previous EAC: The EAC of the new version is
calculated by adding the connected ETC and the incurred cost of this
forecast to the difference between the previous forecast ETC and the
previous connected ETC (of the resource forecast or CCO). The ETC will
then be calculated as the difference between the EAC and the cost until
the snapshot date and time.
- Set ETC Based on Previous ETC: The ETC of the new version is
calculated by adding the connected ETC of this forecast to the
difference between the previous forecast ETC and the previous connected
ETC (of the resource forecast or CCO). The EAC will then be recalculated
to be the sum of the ETC and the cost until the snapshot date and time.