Combine Phases

To combine phases, use the Key Conversion utility for phases.

You can combine two phases on the same project or across two different projects.

You cannot combine phases associated with projects that are set up with:

• Different companies
• Different currencies

Warning: If your company uses an on-premises deployment of Vantagepoint, Deltek strongly recommends that you create a backup copy of your database before running the utility. There is no way to undo this process without a backup database.

If your company has an on-premises deployment of Vantagepoint, your company manages your database backup. If your company has a cloud-based deployment of Vantagepoint, coordinate with Deltek about your database backup.

Note that if you combine phase records when the Include in Fees checkbox is selected for contracts for a project on the Contract tab of the Contract Management form, Vantagepoint may, in some cases, need to clear this checkbox for one or more contracts so that you can reallocate contract amounts for WBS elements in the Contract Details grid. In those cases, a message displays when you make this change to notify you that the checkbox has been cleared. Once you have completed the allocations, you can reselect the checkbox.

Before you combine phases, consider the following when Use Revenue Forecasts is selected as the allocation method for any associated projects on the Estimated Fee tab of the Contract Management form. (This option is available only if you have the Resource Planning module.)

• If you are using multiple currencies and the currency associated with the Currency to Store selection differs between two projects in which you are combining phases, the phases cannot be combined.
• If the associated project or projects use revenue forecasts, Vantagepoint uses the combined revenue forecast data for the phase and, if necessary, expands the revenue forecast dates to encompass the dates from both the Existing Phase and the New Phase. In addition, the revenue forecast dates are expanded for the parent project level.
• If the project associated with Existing Phase uses revenue forecasts and the project associated with New Phase does not, Vantagepoint eliminates the revenue forecast data from the existing phase when the phases are combined.
• If the project associated with Existing Phase does not use revenue forecasts and the project associated with New Phase does, Vantagepoint uses the revenue forecast data from the new phase when the phases are combined.

To combine phases:

1. In the Navigation pane, select Utilities > Key Conversions > Phases.
2. On the Combine Records tab of the Phases form, click + Add Project below the grid.
3. To specify the existing phase, complete the following actions:
   1. In the Existing Project column in the new row, enter or select the project record that is associated with the phase to be combined.
      The existing phases available for selection update, based on this project.
   2. In the Existing Phase column, enter or select the phase record to be combined.
4. To specify the new phase into which data is combined, complete the following actions:
   1. In the New Project column, enter or select the project record that is associated with the new phase.
      The new phases available for selection update, based on this project.
   2. In the New Phase column, enter or select the phase record to be combined with the existing one.
5. To specify other phase records to combine, repeat steps 3 and 4.
6. Select one of the following actions:
   • To run the conversion now, click Run.
   • To schedule the conversion to run at a later time, or on a recurring basis, click Schedule and complete the fields on the Schedule dialog box. The conversion takes effect after the process is completed.
   Other applications that use the affected records are updated automatically.