Rollover – Rollover Start (Stage 1)

To begin, navigate to Tools > Rollover>Start to access the ‘Create New Rollover Period’ screen. This is where Stage One of the Rollover Process is initiated.

STEP 1: Enter a 'New System Period' description and check the ‘Create New System Period’ tick box.

The ‘Description’ should describe the next period and will be the reference to the period when it is archived in the future. E.g.: 2014/2015.

Figure 1.1

STEP 2: Now click the Create new period button. A message will be displayed notifying the user that the rollover process cannot be reversed. Click OK to continue. Another message will confirm that a new system period is created.

Note: The system does have the ability to ‘rollback’ a stage 1 rollover copy, so therefore it can actually be reversed if really need be.

Figure 1.2

Once a new System Period has been created, tick the tick box ‘Would you like to replicate the current period’s data to the next period’, to copy the data from current period to your new system period. After doing so the page will refresh for you to then go through and tick/untick each of the areas of Camms.Strategy® which you would like to copy to the next period.

Note: If you do not tick this field, you will be left with a completely blank database to start from. This includes the organisational structure, staff, and planning and is not a common requirement. If you are not sure, then tick the checkbox.

STEP 3: You can select the data you wish to copy over to the next period by checking the desired tick-boxes.

	What will happen if I select this to copy?

	What will happen if I select this to copy?
FRAMEWORK	*Client details will always be copied to the next period.
Directorate	All directorates will be copied to the next period.
Business Unit	All business units will be copied to the next period.
Staff	All staff list and logins will be copied to the next period.
Stakeholder	All stakeholders will be copied to the next period.
Related Plan	All related plans will be copied to the next period.
Priority Criteria	All criteria’s will be copied to the next period.
Target Initiative	All target initiatives will be copied to the next period.
Governance	All governance will be copied to the next period.
Action Grouping	All action groupings setup will be copied to the next period. Note: if this is not selected, and you copy over all actions, these linkages will be broken.
PLANNING
Strategic
Vision/Mission/Core Values	Full vision, mission, and values will be copied to the next period.
Environmental Analysis	All environmental Analysis will be copied over.
Goal	All goals will be copied to the next period.
Outcome	All outcomes will be copied to the next period.
Strategy	All strategies will be copied to the next period.
Corporate
Organisational Values	All business unit values will be copied over.
SWOT	All business unit SWOTS will be copied over.
Action	All business unit Actions will be copied over to next period.
Task	All action tasks will be copied over to next period.
cammsproject® Linked Action	This tick box relates to actions linked to Projects: If an action is linked to a Project in project management, you can choose to copy these over or not. If selected the actions linked to projects will be copied. If not selected, Projects will lose the linkage in the next period, therefore you will need to relink your projects to a new action in the next period if required.
cammsproject® Linked action tasks	This tick box relates to tasks linked to projects: If a task is linked to a Project in project management, you can choose to copy these over or not. If selected the tasks linked to projects will be copied. If not selected, Projects will lose the linkage in the next period, therefore you will need to relink your projects to a new task in the next period if required.
Weight and priorities	All weights and priorities for actions are copied over.
CUSTOM HIERARCHIES
Hierarchy	All Hierarchies setup will be copied over to next period.
Hierarchy Level	All Hierarchy levels will be copied over to next period.
Hierarchy Node
SERVICE DELIVERY
Service Grouping	All service Groupings will be copied over to next period.
Service	All services will be copied over to next period.
KPI LINKAGES
Strategic KPI links	All strategic KPI links will be copied over to next period.
Organisational KPI links	All organisational KPI linked will be copied over to next period.

MODULES
Executive reporting	All executive report builds (and all data linked) will be copied to the next period.
Risk
Strategic Risk	All strategic risks will be copied over to next period.
Initial (Uncontrolled) Risk	All strategic risk Initial Assessments will be copied to the next period.
Revised (Residual) Risk	All strategic risk revised Assessments will be copied to the next period.
Future Risk	All strategic risk future Assessments will be copied to the next period.
Operational Risk	All operational risks will be copied over to next period.
Initial (Uncontrolled) Risk	All operational risk Initial Assessments will be copied to the next period.
Revised (Residual) Risk	All operational risk revised Assessments will be copied to the next period.
Future Risk	All operational risk future Assessments will be copied to the next period.
Project Risk	All project risks will be copied over to next period. If the project risks are not copied over, then all actions that are linked to projects within Project management, will have their links broken. Therefore meaning that links between Risk and Project will be broken.
Initial (Uncontrolled) Risk	All project risk Initial Assessments will be copied to the next period.
Revised (Residual) Risk	All project revised Initial Assessments will be copied to the next period.
Future Risk	All project risk future Assessments will be copied to the next period.
WHS Risk	All WHS risks will be copied over to next period.
Initial (Uncontrolled) Risk	All WHS risk Initial Assessments will be copied to the next period.
Revised (Residual) Risk	All WHS revised Initial Assessments will be copied to the next period.
Future Risk	All WHS risk future Assessments will be copied to the next period.

The configuration section is used to change some logic of the data you are copying:

Action/Task Configuration

Action/Task Configuration
Set all Actions to Not Started Status	Ticking this box will set all Actions and tasks to not started status.
*Exclude Actions Linked to Projects	Ticking this box will exclude actions linked to Projects (from Project Management area) from having their status changed. The status will remain as is, not affecting Projects. If a client is using the Projects > Planning action link, then it is recommended to tick this box so it doesn't affect your project management in projects.
Set Date Range	Setting a start and end date will reset all action and tasks start and end dates within the next period.
Clear Action Progress Comment	If you would like to remove all action progress comments and prevent them from being copied over, please tick this box. If not ticked, all action progress comments will be copied to the next period.
Exclude Existing Action Targets	Ticking this box will remove all existing action targets in the next period – action targets will be blank in the next period. Action targets will copy as default from current period to next period if this is left un-ticked.
Exclude Existing Tags	Ticking this checkbox will exclude existing tags used in Actions and Tasks, being copied to the ‘Next Period’. Leaving this checkbox unticked, will copy existing tags from the 'Current Period' to the 'Next Period'. All existing tags used within actions and tasks in the current period will be visible in the next period while in rollover stage 1: in between rollover period. When rollover is completed, tags that were used within actions and tasks in the ‘Current Period’ will be shown in the ‘Archive Period’. Tags that were used within actions and tasks in the ‘Next Period’ will be shown in the ‘Current Period’.
Other known limitations or areas to consider	Financials: Financial mapping is currently not part of rollover and you are to contact CAMMS if you have financial integration with CAMMS. CAMMS will then copy mappings between reporting years. The integration is then to be pointed to update required periods. Please contact CAMMS to help copy over the mappings.

The system has a lot of linkages and dependencies so some of the data will need to be brought over in order to bring over other dependent data. For example, you cannot copy over the Strategies without the Goals and Outcomes.

If you utilise the Integrated Risk Manager, you must select the Environmental Analysis and SWOT fields in order to rollover risks correctly. Failure to do this may make your risk data inaccessible in the Next Period. Risk Rating type does not rollover when performing a standard rollover and the Risk Manager will not be allowed to delete any Risk Rating type after the completion of your system's first rollover, as they are linked to previous system periods.

To ensure that an item is going to be copied across to the Next Period, ensure that the box is ticked on. If you do not wish for the information to come through, remove the tick.

The following data needs to be considered:

Component	Description

Component

Description

Framework

Include all framework areas. The following rules will apply;

Unticking Framework will disable the following selections
Planning > Strategic > Strategy
Planning > Corporate > Action sections
Service Delivery > services
Modules > Risk sections
Action/Task Configuration
Unticking Directorate will disable the following selections
Framework > Business Units
Planning > Corporate sections
Service Delivery > Services
Modules > Operations and Project Risk sections
Action/Task Configuration
Unticking Business Units will disable the following selections
Planning > Corporate sections
Service Delivery > Services
Modules > Risk Sections
Action/Task Configuration

-Unticking Staff will disable the following selections

Framework > Directorate/Business Unit
Planning > Strategic> Strategy
Planning> Corporate > Action sections
Service Delivery > Services
Modules > Risk sections
Action/Task Configuration

Planning

Include all framework areas. The following rules will apply;

Unticking Framework will disable the following selections;
Planning > Strategic Community Planning> Strategies
Planning > Corporate Business Planning > Actions sections
Service Delivery> Services
Operations and Project Risk sections
Action/Task Configuration
Unticking Directorate will disable the following selections;<