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Configuring Versions of a Financial Planning Model

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This article applies to Planview Enterprise 11.5 to 14. 

Adding a Version

Required Features

Administer    Financial Planning

To add a new version:

  1. On the appropriate row, click the action menu and then click Configure Versions.

  2. Click Add Version. The Edit/Add Version screen appears. Enter the following information for the version. Before entering that information, you should be familiar with the business rules relevant to loading models and versions.

  • In the Version Information section:

    • Type a description for the version.

    • To make a version inactive, select the Inactive check box. Inactive versions cannot be edited or viewed on the Financial Planning Detail screen or the screens from which you can review financial plans, and you cannot load information into the inactive versions.

    • If this version is a baseline or a forecast, select the appropriate check box.

      Note: You must always have a version designated as the baseline version and a version designated as forecast. The first version added is automatically marked as both Baseline and Forecast.

    • Select the Labor Rate Set to be associated with the Financial Version.

    • Select the Exchange Rate Set to be associated with the Financial Version.

    • Type the discount rate value the financial plan is to use.

  • In the Edit Rules section:

    • Allow Editing - Select the check box to enable editing. If you do not select this check box, financial data in this version will be view-only.

    • First Editable Period - Make a selection in the list to designate the first editable period. Only dates within the financial-planning model horizon are displayed. Financial data before this period displays as read-only on the Financial Planning Detail screen.

    • Edit Feature - Select a feature if you want to allow editing (through the Allow Editing check box), but only by users with a specific feature. If you want to restrict which roles can edit by feature, select the feature the role must have to allow users with that role to edit data into the version financial plans.

    • Allow copy into even when cannot edit - Select this check box to allow copying when editing is not allowed. This enables you to create a snapshot of an existing version. If this option is enabled, you can also restrict which users, by feature, are able to perform the copy.

    • End User Roll-up Feature - If you want to limit which users can roll up values in financial plans based on the version you are configuring, select the appropriate user-role feature. Only users assigned a role on which the selected feature is enabled can roll up values in a financial plan that uses the version you are configuring.

    • End User Spread-down Feature - If you want to limit which users can spread values across children, select the appropriate user-role feature. Only users assigned a role on which the selected feature is enabled can spread values across children in a financial plan that uses the version you are configuring.

  • In the Load Rules section:

    • Allow Loads - Check to enable loading. If you do not click this check box, this version cannot be loaded.

    • First Loadable Period - Make a selection in the list to designate the first loadable period.

    • Last Loadable Period - Make a selection in the list to designate the last loadable period.

    • Load Feature - Select a feature if you want to allow loading (through the Allow Loads check box) to only those users with a specific feature. If you want to restrict which roles can load by feature, select the feature the role must have to allow users with that role to load data into the version financial plans.

    • Labor Recoverable - Select when loading actual labor whether the version should load the total labor effort and cost, or the total effort but only the recoverable cost. This option is not available when Recoverable (Wbs10) is enabled as a line attribute on the Labor account.

    • Set Labor Attributes - Lets you specify whether the creating of lines in a work financial plan and loading data into those lines is based on requirement attributes or named resource attributes.

      If you click Based on Requirement Criteria, the requirement criteria are the primary basis for creating lines in a work financial plan and loading data into those lines. If no such criteria exist (and a named resource is either reserved or allocated against the requirement), the named resource's attributes are used instead to create the lines in the work financial plan and load data into those lines.

      Note: This rule does not apply to determining the rate.

  • In the Load From section (not available on all financial-planning models).  The elements available in the section are based on the financial-planning model's primary structure, which is Strategy, Work, Outcome (Planview Enterprise 12 to 14), or Product (Planview Enterprise 11.5 only).

    • Strategy models - For strategic financial-planning models, a Work model can be mapped. In each available section, designate the version type - baseline, forecast, or specific. If you select specific, pick a specific version from the list.

    • Outcome models (Planview Enterprise 12 to 14) - For outcome financial-planning models, a Work model can be mapped. Designate the version type - baseline, forecast, or specific - to use for loading this version. If you select specific, pick a specific version from the list.

    • Product models (Planview Enterprise 11.5 only) - For product financial-planning models, a Work model can be mapped. Designate the version type - baseline, forecast, or specific - to use for loading this version. If you select specific, pick a specific version from the list.

  • In the Other Rules section:

    • View Feature - Select a feature if you want to allow only users with a certain feature to view this version. If you want to restrict which roles can view by feature, select the feature the role must have to allow users with that role to view data financial plans.

    • Include in Data Mart Load - Select this check box to indicate whether the version should be loaded into the Data Mart. This check box is read-only for any version marked as baseline or forecast.

    • Roll Up Target  (Planview Enterprise 12 to 14) -  Select the option that corresponds to the order in which you want data rolled up during a load. The options available on this list depend on the configuration of the financial-planning model.

Editing a Version

Required Features

Administer    Financial Planning

To edit a financial-planning version:

  1. On the appropriate row, click the action menu and then click Configure Versions.

  2. On the Configure Versions screen, click the action menu and then click Edit Version.

    You can modify the version's information and set edit and load rules as you do when adding a version.

    Note: If you are editing a baseline or forecast version, the Baseline or Forecast check box is grayed out (respectively) because you cannot remove the baseline version or the forecast version. You can mark another version as Baseline or Forecast, but you must always have a baseline version and a forecast version.

Deleting Versions

Note: Data for a version must be deleted before you can delete the entire version.

Deleting One Version of a Financial Plan

To delete one version of a financial plan:

  1. On the row relevant to the financial-planning model for which you are deleting a version, click the action menu and then click Configure Versions.

  2. On the appropriate row, click the action menu and then click Edit Version.

  3. On the First Editable Period list, select a period that is on or before the first period that has data.

  4. Click Save.

  5. On the Configure Versions screen, click the action menu and then click Delete Editable Data. Permanently delete all of the version's editable data by clicking OK.

  6. On the Configure Versions screen, click the action menu and then click Delete Version. Permanently delete the version by clicking OK.

Deleting All Versions

To delete all versions of a financial plan:

  1. Repeat the procedure described in Deleting One Version of a Financial Plan until you have deleted each of the versions not marked as Baseline or Forecast in the relevant financial-planning model.
  2. On the row relevant to the Baseline version or Forecast version, click the action menu and then click Edit Version.
  3. Select the Baseline check box and the Forecast check box.
  4. Click Save.
  5. On the Configure Versions screen, delete the version that is not marked as Baseline and Forecast. One version will remain, and it is marked as both.
  6. On the remaining version, click the action menu and then click Delete Version
  7. Click OK to permanently delete the version. After all the versions are deleted, the system lets you delete the financial-planning model.

Additional Version Configuration Options

Copy Version

You can copy data between different versions within a financial-planning model or between items within the same version.

Load Version

Note: Before loading a version, you should be familiar with the business rules relevant to loading models and versions.

The Load Financial Plan screen lets you select whether to include Actuals, Planned Effort, or both, and the period range from which you want to load data. You can also designate whether the system is to recalculate labor rates prior to the load. When you have completed these fields, click Load Now.

For information about scheduling a Financial Plan Load job by using a job stream, see Managing Job Streams.

Lock Levels for Version

Prerequisites

You are configuring a version for a strategic, work, outcome (Planview Enterprise 12 to 14), or product (Planview Entprise 11.5).

If you click this option, the levels of the primary structure from the financial plan's minimum depth to maximum depth are displayed. You can then lock specific levels for the version you are configuring. To do so, select the relevant check boxes to designate which levels you want to lock and whether you are locking them from editing, loading, or both of those operations.

Refresh Labor Costs

If you click this option, the Refresh Labor Costs screen appears. You can select a portfolio and a period range to use for the refresh. The refresh re-calculates the labor cost of all editable effort in the financial-planning model, based on the labor cost rates defined.

Recalculate Depreciation

If you click this option, the current financial-planning model and version are displayed on the Recalculate Depreciation screen that appears. To start the recalculation process, click the Portfolio list. Then click a portfolio and click Save. Recalculate depreciation applies the most up to date depreciation templates, schedules and cost center associations to all financial plans in the version.

Publish Investment and Planning Decisions

Required Features

Administer Financial Planning

When you select this option, an administrator can publish the proposed investment plan represented by the given investment and capacity planning scenario or version. Publishing the plan makes it the official plan of the organization. It also updates the relevant entities with the investment plan's values for Investment Approval Status, Priority, Target Start, and Target Finish.

Clear Investment and Planning Decisions

Required Features

Administer Financial Planning

When you select this option, the investment approval status and priority values are removed from the relevant financial and investment plans in the given investment and capacity planning scenario or version. Clearing investment and capacity planning decisions lets you restart the process of investment and capacity planning.