Rollover – Important Rollover Business Rules

Upon completion of Stage 1 of Rollover:

• All data, parameters, and templates that are selected from the current system period database will be copied over to the next system period database.

• Only modifications to progress-related data from Actions and Tasks outlined above will be automatically updated to the next system period upon completion of Stage 2 of Rollover.  Consequently, any other modification to fields in the current system period will not be replicated to the next system period upon completion of Stage 2 of Rollover.  Such modifications will need to be manually replicated in the next system period.

• Any deletion of any field, except for those explicitly outlined in Stage 1 of Rollover, in the current system period will not be replicated in the next system period. Any deletion of any field in the next system period is not replicated in the current system period. To delete a field in both system periods, manual deletion of the field will need to be undertaken for each system period.

• Performance Management is independent of rollover and thus, KPIs, Scorecards and Dashboards do not get rolled over.

• Maintenance of KPIs occurs through the ability to individually archive KPIs.  At any time of the planning process you can set up future year’s targets for KPIs.

• To do this first make sure you are in the current period view. Navigate to Planning> Performance Management > KPI area, select the KPI you need to add the targets for and click on the Target/Actual tab. You can also do this for all KPIs in one bulk copy by the 'Replicate KPI Targets' functionality.

• You can select the coming year from the reporting year drop-down and simply add targets for it.

• KPIs are only mapped from the current database to the new database as part of Stage 2 of the Rollover process.  As business planning commences, progress in the current database continues.  After all the progress reporting for the current reporting period has been completed, the current database is archived and the new database is used for progress reporting on KPIs.

• Thus, it is strongly recommended that you avoid creating new KPIs, Scorecards, and/or Dashboards in the next period as the system may prevent you from accessing them until rollover is complete. Always create these in the current period knowing that they will get carried forward to the next period upon completion of rollover.

• For a KPI to be displayed on the homepage and EIS area of the user, it should have its targets set. So, it is recommended that you set KPI targets for the future year before completion of the rollover.

• For the allocation of a Responsible Person to KPIs in the Next Period, staff members should be re-assigned to KPIs at the completion of Stage two of Rollover and not before.

• You will be able to carry forward any modifications you make between now and rollover completion to certain fields in the current system period. This includes;

• For Actions that you can copy across, Latest Comments, Percentage Completed and Status, Progress Targets, Action Description and the Additional Comments field which is not used by all organisations.

• For Tasks that you will be able to copy across, Progress Comments, Percentage Completed and Status and Milestones Comments.

• This can be specified during the next and final stage of roll over.

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