Activity Versions
Activity versions have a relationship independent of the related activities. Note the following system behavior:
For activities defined with the Approval Includes workflow option, the system ensures that they share the same corresponding versions as the parent activity.
Also note the following consideration for these relationships:
The Approval Includes relationship shares the same versions across all activities.
For example, when you submit a parent activity that has a child activity defined with an Approval Includes workflow relationship, the version submitted at the parent activity level includes the same version of the child activity.
You may only perform the version copy functionality at the parent activity level, and the system creates the corresponding version for any associated child activities.
When you submit a parent activity, the system automatically submits the child activity.
For activities defined solely as Insert Data with no Workflow relationship, the system uses the child's master version as the data source for the parent version.
This means the child activity must either submit or copy a version to master to provide the most current source data.
For activities defined with a calculation dependency when using flexible formulas between line item activities, the system uses the master version as the data source.
The master version is also used as the source data when flexible formulas cross multiple planning centers within the same activity.
The master version is also used as the source data when flexible formulas cross different activities.
When the source for the formula is contained within the same planning center or slice of data, it will use the data within the version being worked on.
For insert data relationships, the system uses data from the master version as the source data for all versions.
Because of this, when two activities are being prepared simultaneously the insert data may not be available, or may not be current. However, if you define the Approval Includes workflow relationship for an insert data relationship, the system does not use master. In this situation, the system inserts data across versions at the preparer level.
For insert data relationships, once preparers submit asset and position activity types, roll up users (users assigned as reviewers and analysts to the roll up planning center) cannot edit the asset or position data, and can only access the data in read-only mode.
At the roll up planning center level, copying a version from the master version to a working version still displays the same data, and the working version data is still not editable for asset and position activities.
In the line item activity, reviewers and analyst can make adjustments to the line items.
For reference data relationships, the system uses data from the master version as the source calculation data for all versions. For that reason, when two activities are being prepared simultaneously the source calculation data for the one may not be available, or may not be current.
Note: In all cases, the base version is never impacted by formulas or related activity calculations; whatever is staged for any activity remains intact. For line item activities, the data seed is selected as the data source (any line item activities will not reflect any impacts from related activities). The Base version for asset and position activities will also reflect the original amounts as they existed from the tables sourced during staging.
Specific version and submission rules for reviewers and analysts:
As stated above, reviewers and analysts make allocations and adjustments through line item activities.
This means that any roll up planning center only works in one activity and only requires access to this one activity. Users at this roll up level can still drill down for details.
For example, asset and position activity details are the same for all working versions and master version at the roll up level, and reviewers and analysts at this roll up level cannot change the data as it is in read-only mode.
To change the data details, reviewers and analysts must reject the budget down to the preparer level. Otherwise, they may only apply adjustments and allocations in the line item activity against the aggregated detail information.
When the roll up planning center level rejects a budget at the preparer level, the system makes all parent and child activities available again when workflow is enabled. When preparers resubmit at the parent activity level, parent and child activities are resubmitted together, as previously discussed.