MIKE ROSSI, SR. CONSULTANT SYSTEM ROLLOVER
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AGENDA What is a Rollover? Rollover Considerations Rollover Steps File Groups File Group Variables (New) Data and Tables Other considerations
WHAT IS THE ROLLOVER Rollover is a periodic process to start a new cycle of budgeting, forecasting or planning Typically involves File Groups and tables Commonly an annual process, but can be done at any interval Used to initiate a new planning cycle in Axiom A Budget process may be initiated annually A Forecast process may be initiated monthly
ROLLOVER CONSIDERATIONS Do you plan on rebuilding from template? Do your planning cycles overlap? Are there changes to the process or assumptions? Do you need to update calculations or templates? Which tables are needed for the new process?
FILE GROUP ROLLOVER STEPS Determine interval (Annual, Monthly, Quarterly) Complete current cycle (unless they overlap) Update Calc Methods and Templates Update dimension and data tables Clone File Groups Clone Tables
CLONING FILE GROUPS IN AXIOM Manage>File Groups
CLONING FILE GROUP OPTIONS Copy Plan files Typically used only to archive or version Copy Templates Copies existing to new file group Copy Drivers Copies existing to new file group Copy Utilities Only if applicable Copy Security This gives users same access to new file group
CLONING - FILE GROUP PROPERTIES Name The actual name of file group, change this when cloning Category- (optional) Used to display different file group types on ribbon Button Label This is what the users see on the ribbon Plan Code Table Table used to build plan files Default Template/ Template column Required field for building plans
CLONING- FILE GROUP PROPERTIES Enable Plan File Attachments (new) Allows users to add attachments to plan files Restrict saves to Associated tables Limits to Table Variables values (new) Allow Generation of Plan files from Templates Only unchecked for On-Demand Add Files On Demand Used for file groups
USING NEW FILE GROUP AS THE ARCHIVE Copy all plan files Tables and settings stay the same for archive Save drivers for archived file group Triggers, workflows and scheduled jobs can all be reused in the original file group. Current planning cycle should be completed first
USING NEW FILE GROUP FOR NEW CYCLE Do not copy plan files into new file group Requires update all drivers, tables and settings Triggers, workflows and scheduled jobs may need to be re-created or copied. Can be used if the planning cycles overlap
USING FILE GROUP VARIABLES (NEW FEATURE) File group variables Used to avoid hard coding any value that changes with each cycle Can be used for any value used in the File Group Highly recommended for File Group Code, Year, and Table names Retrieved using an Axiom function within the file group Dynamic values change for new each file group
USING FILE GROUP VARIABLES (NEW FEATURE) Variables Tab Add non-table variables that will be change each cycle such as Plan Year and FileGroupCode {FileGroupCode} is a built in variable
USING FILE GROUP VARIABLES (NEW FEATURE) Table Variables Tab Variable used to identify tables associated with the file group such as Budget Data or Plan Data
USING FILE GROUP VARIABLES (NEW FEATURE) Use GetFileGroupInfo Function in the template =GetFileGroupInfo( Variable, <Variable Name> )
UPDATE DIMENSION TABLES Update dimension grouping cols for the new cycle Add new plan elements to budgeting dimension Update grouping columns in dimensions that apply to the planning cycle such as Template assignment column Calc Method assignments Mapping or group by assignments for plan refresh
UPDATING DRIVERS Update drivers values for the new cycle Add new values if appropriate Verify that lookups are working correctly by testing
UPDATING DATA TABLE TABLES Set archive tables to Read Only so data can not be changed once cycle is complete Clone Tables to be used in the new plan cycle.
SET TABLES TO READ-ONLY Table can no longer be changed by any process in Axiom Edit Table Structure>Table Properties Read Only Data is set to True
CLONING DATA TABLES Creates a new table with the exact structure of the existing table Includes table type, folder, columns, sequences and calculated fields Does not copy Aliases Does not copy data unless specified Create new Plan and Actual tables
CLONING DATA TABLES Tables can be cloned from the Explorer task pane or table manager Right click on the table, clone to start the wizard.
UPDATING TEMPLATES AND CALC METHODS Make necessary template changes and the end of the previous cycle if possible Use time between planning cycles to complete changes to Calc Methods Document changes Implement any fixes throughout the cycle Permanently change in the calc method library
WORKFLOWS When using the same workflow, it will need to be restarted Workflows can be copied to the new file group separately Manage>Workflows> Right-click and copy Select appropriate File Group
OTHER CONSIDERATIONS Identify custom processes unique to your system that may be affected by the rollover Allow time for full testing Plan on a full build-out before going live Report Aliases may need to be changed if they are being used.
OTHER CONSIDERATIONS Import new data to be used in planning Make sure mapping tables and dimension grouping are updated Tie out data Test plan file refresh
QUESTIONS?
RESOURCES Axiom Product Portal https://portal.axiomepm.com How do I log into an Axiom System? If you do not have access to the Training System, contact Axiom Training training@axiomepm.com 29