The Budget / Forecast Details grid displays on the General tab of the Change Management form. The contents of this grid is defined on the Cost Details on Form tab in Workflow Type Configuration; however, the way the grid is populated and refreshed depends on how the change is loaded into the cost system. These setting are found on the Change Details on Form tab in Workflow Type Configuration.
When you enter a change request that edits activities in the schedule and you have costs associated with resource assignments on the activity, and you return to the workflow form, the costs are not yet calculated. The total costs only display after the Scheduler approves the change request using the Open Plan Add-In.
If the change request doesn’t edit activities or doesn't have costs associated with resource assignments, the costs are calculated and the Cost Details grid is updated as soon as you exit the Change Details view.
When you have a multi-control account workflow, there is a Cost Details grid on each child workflow (one for each control account). PM Compass uses the child workflows in the Work Authorization report to track all changes since the Initial Work Authorization workflow.
In addition to the above scenarios, the Cost Details grid is also updated using the Update Cost Details Grid step action. The default workflows use this step action on the final step of the workflow (just before the Remove Temporary Data step action). This step action updates both the parent and child workflow Cost Details grids and ensures that the "current" columns (labeled Budget in the table below) include any change requests that have been approved since the workflow was created.
If you are the workflow creator, your In-Progress workflow status is Review throughout the workflow approval process, and you can click Refresh. This reads the data from the sandbox and live project and updates the Cost Details grid on both the parent and child workflows. This is useful if you decide to make a change to the sandbox project and want to refresh the workflow form. During the Complete step, changes made to the cost system are processed by running Reclass on the data in the sandbox to the live project. If your change includes updating resource assignments on activities in the schedule, the workflow should be rejected so that the change can be made in the change baseline and Schedule Integration is re-run on the sandbox project.
Some of the data in the grid depends on the Cost Details on Form Tab of Workflow Type Configuration settings.
The data in the current (Budget/Forecast) column group (1st column group) is the classes in the cost set selected on the Cost Details on Form Tab from the live project.
When the Include Calculated Column Group option is NOT selected, the grid shows the current (1st column group) and the change class (or manually selected cost set) in the second column group.
When the Include Calculated Column Group option IS selected, there are three column groups that display:
Current column group
Requested column group
Total column group
How these columns are calculated changes based on whether the change class is an add to existing, or a replacement. If the change class (or manually selected cost set) is a replacement, then the change class is used as the total column group and the requested column group is calculated by subtracting the current and total column groups. If the change class (or manually selected cost set) is a new or change amount, the total is determined by summing the current and the new/change amount. The requested column group is then calculated by subtracting the current and total column groups.
If you include the cost set from Change Details, you can either use the change class name from Change Details on Form, or you can override it by entering a different cost set name. If you use a manually selected cost set and you choose to include a calculated column, the requested column group will always be titled Requested.
Review the system checks that are performed when a change request is approved
Review the system checks that are performed when a change request is completed
View the Cost Details on Form tab field descriptions
View the Change Details on Form tab field descriptions