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:

1. Open the Projects or Project window and query for the project on which you want to create a budget/forecast.
2. 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.
3. 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.
    
4. Enter a description of the version you plan to create in the Version Description field.
5. 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.
6. 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.
7. 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.
8. In the Copy area select From Forecast.
9. In the Note field, enter a note, if required, about the budget/forecast version being created.
10. Click Next> and the Copy From Forecast step will be displayed:
11. You can modify the budget/forecast version from which you want to copy by using List button on the the Forecast Type field.
12. 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.

13. 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.
14. 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.
15. 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.
16. 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.
17. 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:

1. 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.
2. Query for the budget/forecast version into which you want to copy a previous budget/forecast version's details.
3. Right click on the row/record and select Copy From Forecast. The Copy Project Forecast dialog box opens up.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.