Copy Transfer Data To Asset Audit Log

Use this optional toolkit to copy transfer data that was manually added in earlier Costpoint versions to the Asset Audit Log, so that all the desired "change" data can be retrieved from a single source, via inquiry or report.

In Costpoint versions before 4.0, you could record change data only by using the Maintain Transfer Info and/or Create/Edit/Process Transfer Transactions screens in the Transfer Records menu.

In Costpoint Version 4.0, functionality was added to automatically trap and store change data in the Asset Audit Log table for all Asset Master data fields changed using the Asset Master Info Global Change and the Asset Master UDF Info Global Changes screens.  We also added the Asset Change History Inquiry screen, in which you can view aspects of the changed data stored in the Audit Log table for Asset Master records.

In Costpoint version 5.0, we added the following data change features:

• A change settings screen in which you can select the Asset Master fields for which change details should be written to the Asset Audit Log.
• The non-global capability to capture change data wherever changes are made in asset records: directly in the Maintain Asset Master screen or its subtasks or in the individual Asset Master maintenance screens (as well as in the Asset Master Info Global Changes and the Asset Master UDF Info Global Changes screens).
• A Print Change History report that prints aspects of the changed data stored in the Asset Audit Log for Asset Master records.

(Deltek added similar audit trail functionality for Templates in version 5.0.)

The three copy options offered in this selection screen represent the most anticipated setup and usage scenarios. You can copy transfer data based on:

• Transfer Columns: Select this option if your "old" data is in one column and your "new" data is in a different column on the Manage Asset Transfer Information screen for a single data element.
• Transfer Dates: Select this option if both your "old" data and "new" data are in a single column on the Manage Asset Transfer Information screen for a single data element.
• Data Elements: Select this option if the field name is in one column, your "old" data is in another column, and your "new" data is in yet another column on the Manage Asset Transfer Information screen for multiple data elements.

You can copy data only from one column at a time from the FA_TRACKING table into columns in the ASSET_AUDIT_LOG table.

The required date field from the FA_TRACKING table automatically copies into the ASSET_AUDIT_LOG table during the process, regardless of the Copy Option you have selected.

Because records in FA_TRACKING will NOT be marked as having been copied, there is no safeguard against the user error of copying data more than once from the same column in FA_TRACKING. (Should this occur, however, you can run the Purge Change History process to delete the unwanted records from the ASSET_AUDIT_LOG table.)

The system will not delete the copied data from the FA_TRACKING table once the process has been run.

Warning: You must first select the appropriate fields on the Configure Asset/Template Change Settings screen.

For each database column name in the Asset Audit Log into which you plan to copy transfer tracking data, make sure that you select the corresponding check box in the Asset Audit Log column (in the Asset/Template Field/Column Names subtask of the Configure Asset/Template Change Settings screen) for each equivalent field.

Other rules from the Configure Asset/Template Change Settings screen also prevail.

Note: The documentation for this toolkit is different from other toolkit documentation in that field descriptions are not located strictly in screen order and screen examples are illustrated for each of the three copy options.