Create/Connect Project Snapshot
Explanation
A snapshot is a static view of the project status relative to a specific
point in time known as the Cut-Off Date. The snapshot will contain all project activities and any
connected objects with their reported cost/revenue and progress.
Depending on the requirement of details or the existing facts the snapshot
can be created in three different ways:
- Snapshot with details – Creating a snapshot for a specific cut-off date
including the detail transactions. Drilldown will be done against the
snapshot data for each cut-off date.
- Snapshot without details – Creating a snapshot for a specific cut-off
date on a summary level for matching purposes. Drilldown will be done
against live data on the project.
- Live view – Creating a snapshot without considering any cut-off date,
values are directly captured from the project connection details at the time
of creation. Drilldown will be done against the live data on the project.
This activity is used to create a snapshot and connect it directly to the
selected budget/forecast version and it also enables the connection of an already
created snapshot to the selected budget/forecast version. Any snapshot created
with the same cut-off date can be connected to the budget/forecast
version.
When the snapshot is connected to the forecast, the matching process tries to
find an exact match (the combination of relevant activity/cost element/Code Part
information) between the snapshot lines and the forecast lines in order to add
the snapshot values to the forecasted values. If no match is found a line with
a warning triangle in front of it is added to the forecast, displaying the values that are not
forecasted. If you wish to enter an ETC value on these lines a new forecast line
with appropriate sub project/activity/cost element/code part values (depending on the
required level of matching) from the snapshot line needs to be entered. When
this is done the application will match the snapshot line with the new
forecasted line and the ETC value can be edited.
When a snapshot has been connected to a forecast it is
thereafter possible to disconnect it or replace it with a new snapshot.
Prerequisites
- The budget/forecast version must be in status Preliminary and cannot be an
active budget version.
- If you have performed a snapshot history data
cleanup with a history cut off date, it is not possible to create a new
snapshot with a cut off date prior to that history cut off date.
System Effects
- A snapshot will be created and connected to the selected forecast version.
Snapshot version and date will be updated on the forecast version.
- If a snapshot is already connected to the selected forecast version the old
snapshot information will be removed and the new snapshot connected instead.
- The
estimated, planned, committed, used and actual cost on the
Cost tab of the selected
budget/forecast version
will be updated with reference to the new snapshot.
- The
estimated, planned, preliminary, posted, and actual revenue on the
Revenue tab of the selected
budget/forecast version
will be updated with reference to the new snapshot.
Window
Project
Project Forecast Info
Project Forecasts
New Project
Forecast
Project Snapshot Details
Related Window Descriptions
Project Forecasts
Project Forecast Info
Project
New Project Forecast
Project Snapshot Details
Procedure
Use the following procedure to create a snapshot on a new forecast version in
the making:
- Open the New Project Forecast dialog box.
- Proceed with creating a new forecast using this dialog box as described
in the Create Project Forecast Versions or Copy from Forecast
activities.
- 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 without 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 area, 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 ETC Based On Previous Forecast area, select one of the
two options, based on your requirement:
- Set ETC Based on Previous EAC: The EAC of the previous version is
copied as the EAC of the new forecast version. The ETC will then be
calculated to be the difference between the EAC and the cost/revenue until the
snapshot date and time.
- Set ETC Based on Previous ETC: The ETC of the previous version is
copied as the ETC of the new forecast version. The EAC will then be
calculated to be the sum of the EAC and the cost/revenue
until the snapshot date and
time.
- Click OK.
Use the following procedure to create a snapshot on an existing forecast
version:
- Open either the
Project Forecasts or
Project Forecast Info window and query for the project forecast
version for which you want to create a snapshot. You can also open the Project window and
right click and select the Project Forecasts menu option, which will
open the the
Project Forecasts
window where you can query for the forecast version.
- Right click on the window, point to Snapshot and then click
Create. The
Create Snapshot
dialog box opens up displaying the accounting period, cut-off date as
defined on the forecast version.
- Select your requirement out of Snapshot With
Details, Snapshot Without Details or the Live View options
and click OK.
Use the following procedure to disconnect a snapshot from a selected forecast
version:
- Open either the
Project Forecasts or
Project Forecast Info window and query for the project forecast
version for which you want to disconnect the snapshot. You can also open the Project window and
right click and select the Project Forecasts menu option, which will
open the the
Project Forecasts
window where you can query for the forecast version.
- Right click on the window, click Snapshot and then click
Disconnect.
- Click OK to confirm the need for the disconnection.
Use the following procedure to connect a snapshot to the selected forecast
version:
- Open either the
Project Forecasts or
Project Forecast Info window and query for the project forecast
version for which you want to connect a snapshot. You can also open the Project window and
right click and select the Project Forecasts menu option, which will
open the the
Project Forecasts
window where you can query for the forecast version.
- Right click on the window, click Snapshot and then click
Connect. The
Connect Snapshot dialog box opens up.
- In the Number, Acc. Period or Date field, use the List
button to select one of an existing set of snapshots previously created and
connected on the selected forecast version.
- Click OK.