Using the Planning Workspaces

This section provides an overview of understanding the two types of planning workspaces and discusses how to:

Use the My Planning Workspace: My Preparation Workspace.
Use the My Planning Workspace: My Review Workspace.

Pages Used to Manage the Planning Workspaces

Page Name	Definition Name	Navigation	Usage
My Planning Workspace: My Preparation Workspace	BP_DASHBOARD1	select Planning and Budgeting, then select Activity Preparation, then select My Planning Workspace Click the My Preparation Workspace link on the My Planning Workspace page.	View summary and related information for plans or budgets in which you have access to. Manage your planning centers by activity scenario for a model. Perform edits, unlocks, version copy, and submits of your plans and budgets for your planning center versions by activity scenario. For line item activity types, access adjustments and allocations when you are granted access. Page field and links may vary depending upon your role, access, and status.
My Planning Workspace: My Review Workspace	BP_DASHBOARD2	select Planning and Budgeting, then select Activity Preparation, then select My Planning Workspace Click the My Review Workspace link on the My Planning Workspace page.	View summary and related information for plans or budgets to which you have access. Manage your planning centers by activity scenario for a model. View planning center status, version information, and reject plans or budgets that report or roll into your planning center level. Page field and links may vary depending upon your role, access, and status. Only users with nonpreparer roles can access this page.
Planning Center Details	BP_WSCTR_DTL	Click the Details link on the My Planning Workspace: My Review Workspace page.	View status, action information, and access and view planning center details by version.
User Preferences	BP_USER_PREF	Click the User Preferences link on the My Planning Workspace page.	Set up the default values that the system uses to directly access the My Planning Workspace page based on your user ID.

Understanding the Planning Workspaces

This section gives an overview of My Planning Workspace and discusses the two types of workspaces:

My Planning Workspace: My Preparation Workspace.
My Planning Workspace: My Review Workspace.

My Planning Workspace is a summary and point of access for plans and budgets that you can access to update and submit, review, reject, and approve. These plans or budgets are controlled by role, model, activity, scenario, and planning center. In general, activities and scenarios represent the plan or budget for a planning model, and your role and planning center in which you have access to work or review. After selecting an activity scenario for a model, you determine the planning center to work with by selecting or creating a working version of the plan or budget. With the planning workspace, we deliver the following two workspace views:

My Planning Workspace: My Preparation Workspace: Use this view to update and work on your plans and budgets.
My Planning Workspace: My Review Workspace: Use this view to review the progress of plans and budgets that roll into your area of authority in which you have access to review, adjust, reject, or approve.

Preparers (or casual preparers) are the user roles that the plan or budget preparation begins with first, and is the lowest level of detail entered and provided. Any non-preparer role will have an additional workspace page to review the progress of the plan or budget, and perform their own adjustments of those submitted. Any user may have one to many activities, scenarios, and planning centers to work with from their workspace. For example, if Department represents your planning center and you are responsible for two departments, you will have at least two planning centers—with their associated versions—to work with using the My Planning Workspace: My Preparation Workspace page, based on your login user ID and role name.

Note: During the planning model stage process, the system automatically creates, for preparers, the first working version of each planning center activity scenario. For all planning centers the system also creates Base and Master versions.

My Planning Workspace: My Preparation Workspace

Page	Usage
My Planning Workspace: My Preparation Workspace	Displays all planning center versions for a model, activity, and scenario for your user ID and role that you can update and work with. Use this page to: View all versions of all planning centers for which the selected user ID is responsible for preparation and submittal. Lock and release planning centers for an activity scenario. Submit plans or budgets tied to your planning center by an activity scenario. Review status of each planning center you have access. Send email to other planning and budgeting users. Access the various activities for a scenario to update and review amount information, such as: Line Item Details page to access a line item activity type. For the line item activity types you may also access Adjustment and Allocation pages when you have access. Position Overview page to access the details of a position budgeting activity type. Asset Overview page to access the details of an asset budgeting activity type. Access the Copy Version page where you copy version information from one version to another for a specific planning center. Access the My Planning Workspace: My Review Workspace page when you are a nonpreparer. Note: Activities options include: Line Item (and Line Item Mass Adjustments), Asset Budgeting, and Position Budgeting. Budget Allocation is only available when selecting a master version to work with.

Page

Usage

My Planning Workspace: My Preparation Workspace

Displays all planning center versions for a model, activity, and scenario for your user ID and role that you can update and work with.

Use this page to:

View all versions of all planning centers for which the selected user ID is responsible for preparation and submittal.
Lock and release planning centers for an activity scenario.
Submit plans or budgets tied to your planning center by an activity scenario.
Review status of each planning center you have access.
Send email to other planning and budgeting users.
Access the various activities for a scenario to update and review amount information, such as:
- Line Item Details page to access a line item activity type. For the line item activity types you may also access Adjustment and Allocation pages when you have access.
- Position Overview page to access the details of a position budgeting activity type.
- Asset Overview page to access the details of an asset budgeting activity type.
Access the Copy Version page where you copy version information from one version to another for a specific planning center.
Access the My Planning Workspace: My Review Workspace page when you are a nonpreparer.

Note: Activities options include: Line Item (and Line Item Mass Adjustments), Asset Budgeting, and Position Budgeting. Budget Allocation is only available when selecting a master version to work with.

My Planning Workspace: My Review Workspace

Page	Usage
My Planning Workspace: My Review Workspace	Displays all higher level planning centers for a model, activity, and scenario for your user ID and role that you can review and reject. Use this page to: View all versions of all planning centers for which the selected user ID is responsible for review and potential rejection. For the activity scenario you view for a planning center, the system takes you to one of the following pages, depending on the selected activity type: Line Item Details page to view a line item activity type. Position Overview page to view the details of a position budgeting activity type. Asset Overview page to view the details of an asset budgeting activity type. Reject plans or budgets tied to a planning center by an activity scenario. Access the Planning Center Details page where you can view the details of any planning center and version that rolls into your level of authority. Access the My Planning Workspace: My Preparation Workspace page. Expand higher level planning centers to view or reject lower level planning centers. Note: Preparer and Casual Preparer are the only role types that do not have access to the My Review Workspace.

Page

Usage

My Planning Workspace: My Review Workspace

Displays all higher level planning centers for a model, activity, and scenario for your user ID and role that you can review and reject.

Use this page to:

View all versions of all planning centers for which the selected user ID is responsible for review and potential rejection. For the activity scenario you view for a planning center, the system takes you to one of the following pages, depending on the selected activity type:
- Line Item Details page to view a line item activity type.
- Position Overview page to view the details of a position budgeting activity type.
- Asset Overview page to view the details of an asset budgeting activity type.
Reject plans or budgets tied to a planning center by an activity scenario.
Access the Planning Center Details page where you can view the details of any planning center and version that rolls into your level of authority.
Access the My Planning Workspace: My Preparation Workspace page.
Expand higher level planning centers to view or reject lower level planning centers.

Note: Preparer and Casual Preparer are the only role types that do not have access to the My Review Workspace.

My Planning Workspace: My Preparation Workspace Page

Use the My Planning Workspace: My Preparation Workspace page (BP_DASHBOARD1) to view summary and related information for plans or budgets in which you have access to.

Manage your planning centers by activity scenario for a model. Perform edits, unlocks, version copy, and submits of your plans and budgets for your planning center versions by activity scenario. For line item activity types, access adjustments and allocations when you are granted access. Page field and links may vary depending upon your role, access, and status.

Navigation

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

Image: My Planning Workspace: My Preparation Workspace page

This example illustrates the fields and controls on the My Planning Workspace: My Preparation Workspace page. You can find definitions for the fields and controls later on this page.

Note: Your security access, role, and status determine whether the system displays certain fields and links for your planning centers.

Unlock

Click to unlock a planning center version that is locked by you. The system displays this button only to those users who have access to the planning center, but it is disabled if you are not the user who originally locked the version.

Edit

Available only to the user who has an 'Open' status. Click to go to the Line Item Details page where you can edit the method IDs and budget amounts for a line item activity, access the Position Overview page for a position activity, or the Asset Overview page for an asset activity.

Submit

Select the desired planning center version, then click to submit the completed budget for approval. The system checks whether you have full access to each selected planning center version. If you have only partial access to any of the selected planning center versions, submission does not take place, and the system displays an error message indicating that you need access to all line items in a planning center in order to submit it.

Note: The submit option will not be available for position and asset activities when workflow relationships are defined with the parent line item. Submit the planning center version at the line item parent level.

Release

Click to release a view-only lock of a planning center version.

Clicking the View link also releases a lock and creates a new view-only.

Copy

Click to access the Copy Version page and copy data into a new version for the selected planning center. The system enables this link only when you have an open status for the planning center. If you prepare your planning center at a higher level, you must wait for all the children of your planning center to submit their plans or budgets before your status is open. After you have submitted a planning center, the system disables this link.

Note: The copy option will not be available for position and asset activities when workflow relationships are defined with the parent line item. Copy a new version for the planning center at the line item parent level.

Edit Adjustments

Click to access and edit the Mass Adjustment List page and apply or reverse adjustments to line item rows.

This option is available when your planning center status is either 'Open' or 'Rejected'.

View Adjustment

Click to review the Mass Adjustment List page to view adjusted line items.

The option is available when you no longer have write access to the planning center.

See Mass Adjustment Selection Page.

Edit Allocations

Click to access the Allocation List page and execute or reverse an allocation to line item rows. When you click Edit Allocations the system checks whether you have full access to the planning center version. If you have only partial access, the system displays an error message indicating that you need access to all line items in a planning center in order to edit allocations.

View Allocations

Click to access the Allocation List page to review line items that have been allocated.

The option is available when you no longer have write access to the planning center.

Note: The links to edit or view adjustments or allocations are only available when the 'Allowed to do adjustments?' and 'Allowed to do allocations?' options are enabled on the User Roles page for the user ID.

Notes

Click the note icon to add or edit a note.

My Planning Workspace: My Review Workspace Page

Use the My Planning Workspace: My Review Workspace page (BP_DASHBOARD2) to view summary and related information for plans or budgets to which you have access.

Manage your planning centers by activity scenario for a model. View planning center status, version information, and reject plans or budgets that report or roll into your planning center level. Page field and links may vary depending upon your role, access, and status.

Navigation

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

Your security access, role, and status determine whether the system displays certain fields and links for your planning centers.

Image: My Planning Workspace: My Review Workspace page

This example illustrates the fields and controls on the My Planning Workspace: My Review Workspace page. You can find definitions for the fields and controls later on this page.

Select

Select a check box for the planning center plan or budget you want to reject.

You can select multiple planning centers at the same time.

Select All

Click this link to automatically select all check boxes and planning centers.

Clear All

Click this link to automatically clear all selected check boxes and planning centers.

Version

Select a planning center version, then click the View link to access the specified planning center version and view details of the defined activity scenario.

Details

Click to access the Planning Center Details page and view planning center versions for the activity scenario, or to check the status, who performed the last action, and what that action was.

Reject

Click to reject the plan or budget for a planning center, and send it back to the activity scenario for revisions.

Clicking this button accesses the Reject Confirmation page.