Accessing Planning and Budgeting Activities

This section provides an overview of how activities are accessed and discusses how to edit and view activities.

Pages Used to Access Planning and Budgeting Activities

Page Name	Definition Name	Navigation	Usage
My Planning Workspace: My Preparation Workspace	BP_DASHBOARD1	Planning and Budgeting, Activity Preparation, My Planning Workspace Click the My Preparation Workspace link on the My Planning Workspace page.	View budget status, information, and manage the planning center with lock, edit, adjustment, allocation, and copy functions.
Asset Overview	BP_ASSET_OVERVIEW	Click the Edit link or the View link on the My Planning Workspace: My Preparation Workspace page for an asset activity.	View in-service asset information and add or edit new assets for a planning center.
Position Overview	BP_POS_OVERVIEW	Click the Edit link or the View link on the My Planning Workspace: My Preparation Workspace page for a position activity.	View, add, and edit existing or new position data for a planning center.
Line Item Details	BP_LI_GRID	Click the Edit link on the My Planning Workspace: My Preparation Workspace page to update a selected line item activity. Click the View link on the My Planning Workspace: My Preparation Workspace page or the My Planning Workspace: My Review Workspace page to view selected line item activity information.	Review and update line item activity information.
Mass Adjustment List	BP_LINE_ADJ_LST	Click the Edit Adjustment link on the My Planning Workspace: My Preparation Workspace page for a line item activity.	Apply, reverse, and maintain line item adjustment information.
Allocation List	BP_ALLOCATIONS	Click the Edit Allocation link on the My Planning Workspace: My Preparation Workspace page for a line item activity.	Execute, reverse, or review line items marked for allocation. You can only perform line item allocations on master versions.

Understanding How Activities are Accessed

The process of accessing activities and replacing updated data back into the planning model is referred to as locking and unlocking when performing an edit action.

To access the planning center activities, you need to:

Select a planning center version for an activity scenario.
Edit the activity for the selected planning center version.
After you finish working with the planning center version, you need to unlock.

Data is accessed according to roles, models, activities, scenarios, and planning centers. Each user needs a unique ID to sign into the system and access the correct data. User IDs should not be shared.

Locking Activities

Select Edit for the planning center for an activity scenario you want to work with from the preparation workspace view. The system automatically locks the activity scenario for that planning center and version, preventing other users from editing at the same time you are editing. An activity scenario for a version can be locked out and edited (in read-write access) to only one user at a time for each planning center version. Other users who want to access the same information for the same version you locked out can do so in read-only access (View link).

For example, suppose user A locks out a planning center for a line item activity for version 2 and modifies it while user B edits the position budgeting activity—that has workflow relationship enabled—for version 2 and adds a new position. Both line item activity and position budgeting activity are saved and locked. In this example, the system calculates the line item amounts for personnel related expense, headcount, and FTE (when used), based upon the position data that existed at the time of the lock. Based on this, line item activity will not apply any new or modified personnel related amounts from position budgeting activity that were completed by user B. If user A wants to apply revised position amounts to the line items, user B must unlock the position budgeting activity, and user A would unlock and lock again by selecting Edit for the line item activity to capture the most current information being inserted from the position activity details.

Note: Use different versions to work on different assumptions but when you are ready to submit a version, you can only submit one version. When you have workflow relationship enabled for a child asset or position activity, you cannot submit portions of multiple activity versions. For example, you cannot submit line item activity from Version 1 and position budgeting activity from Version 3. You can only do this when there is no workflow relationship defined between the activities. With workflow relationships, Version 1 submitted for the line item also submits Version 1 for the child asset or position activity.

Unlocking Activities

When you finish your work, you must save your work and unlock the version. All versions for a planning center for an activity scenario in a planning model must be saved and unlocked for the system to recalculate amounts and update activity data as necessary.

Coordinators can check in all planning center versions by:

Running model update processes, such as Model Recalculation and Copy ACE Model.

These processes optionally provide the ability to clear locks automatically when the option is selected on the run control page.
Selecting versions that are locked on the View Current Locks page to clear all locks.

Note: The system may delete Application Calculation Engine (ACE) instances for locked items when you restart the application server, or when you exceed the maximum system inactivity time for working on locked out items (meaning, after a period of inactivity, the system times you out of working on locked items). However, when you reedit locked items, the system retains these locks and uses them to reload the ACE instances.

Note: If you make modifications that affect multiple activities, or planning levels that comprise multiple planning centers, all the versions must be unlocked for the system to perform the recalculation when they are related. Then the coordinator must run the Model Recalculation process.

My Planning Workspace: My Preparation Workspace Page

Use the My Planning Workspace: My Preparation Workspace page (BP_DASHBOARD1) to view budget status, information, and manage the planning center with lock, edit, adjustment, allocation, and copy functions.

Navigation

Planning and Budgeting, Activity Preparation, My Planning Workspace
Click the My Preparation Workspace link on the My Planning Workspace page.

Note: Displayed fields depend on your security access, and the selected activity, scenario, version, and status values.

Workspace Tab

Edit

Click to access the Line Items Detail page, Position Overview page, or Asset Overview page, and edit and update line item, position, and asset activity data, respectively, for the selected planning center and version.

View

Click to access the Asset Overview, Line Items Detail, or Position Overview page, and search and view information in read-only mode.

Note: The selected activity type determines the page you can access.

Copy

Click to access the Copy Version page, and copy the selected planning center version to another version.

Note: You can only copy a planning center version if the activity scenario is at the open status for the planning center and user. You can also copy to master to copy data into this version without actually having to submit a working version.

Note: For activities with workflow relationships, copying one version to another also creates the same corresponding version copy for the related versions of the selected planning center.

Edit Adjustment

Click to access the Mass Adjustment List page, and update and maintain line item adjustment information.

View Adjustment

Click to view the Mass Adjustment List page, and view line item adjustment information. This option is available when you no longer have update access.

Edit Allocation

Click to access and edit the Allocation List page, and set allocations for the budget line items.

View Allocation

Click to access the Allocation List page, and view allocations for the budget line items. This option is available when you no longer have update access.

Note: If you want to perform line item allocations, select the master version for a line item activity.

Details Tab

This page displays summary information about the budget.

Locked Date and Locked By

Displays date and time and user ID information if the budget is locked.

Last Action Date and Last Action By

Displays date and time and user ID information about when the budget item was last submitted or rejected.