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Performance Based Budgeting Transformation and Automation Reform

Performance Based Budgeting Transformation and Automation Reform. Training Manual for Line Agency Budget Officer 2019. General Features. Preface. Welcome to Line Agencies Budget Preparation Training Manual!

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Performance Based Budgeting Transformation and Automation Reform

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  1. Performance Based Budgeting Transformation and Automation Reform Training Manual for Line Agency Budget Officer 2019

  2. General Features

  3. Preface Welcome to Line Agencies Budget Preparation Training Manual! Before you begin, please take a moment to review this section. The preface presents an overview of the following information: • Course objectives • Structure of the course • Course materials used in the class • Conventions used in the book Course Objective After completing this course, you should be able to: • Login and navigate around the Takhteet application on Oracle Hyperion Planning • Complete your budgeting tasks lists via task lists provided for you in all the budget preparation chapters • Submit your budget for review Course Structure • Line Agencies Budget Preparation Training training is a 3-day, instructor-led training course consisting of lectures, demonstrations, and hands-on exercises. • In this course, the instructor presents a topic conceptually by explaining its purpose, demonstrating how it works, and then guiding the attendees through the exercises. Demonstrations and hands-on exercises reinforce the concepts and skills introduced during lectures. • This document is designed for end users in order for them to use it as a stand-alone reference. Course Materials There are two manuals that will be used in the classroom. These books will also be used by the end users as reference guides later on. • Line Agencies Budget Preparation End User Training Manual • General Features Manual

  4. Shapes and Icons The following conventions are used in the document: In Electronic version of the document only, clicking on the home icon navigates users to the index section of the document. Hand icon is used in index to alert users that the context of the page is interactive and you can navigate to sections of the document by clicking on chapters. Numbers in green circles represent the sequence number of the current activity. Users interact with the system following the sequence numbers as specified in the document. Application Icons are used to point users the exact icon that needs to be used during an activity. Process reference icon is used to specify the section of the Federal Budget handbook document for further reference about the budgeting process. Note icon is used to point out important notes about the section. 1

  5. INDEX Setting Your Workspace Task Lists Using Data Forms Uploading Documents Running Reports Copying Version

  6. Section 1Setting Your Workspace

  7. Setting Your Workspace Definition & Objectives Definition: Oracle Hyperion Workspace is the working area of end users. Using Oracle Hyperion Workspace, users access to their budget task lists, reports and budget related documents. Objectives: After completing this section, you should be able to; • Login to Oracle Hyperion Workspace • Open Hyperion Planning application • Set your personal parameters • Customize your password

  8. Setting Your Workspace Logging In Use this web address to log onto the Hyperion Workspace for test and training. It is advisable to save this within ones favorites. https://sfpuat.dof.gov.ae/workspace/index.jsp 1 2 This screen will then open in a separate window (giving the user a maximized input area) • Enter your user name and password • Click on the “Log On” icon.

  9. Setting Your Workspace Setting and Resetting the Password • Setting and Resetting the Password • Click on Tools • Click on Change Password • First enter your current password and then enter and confirm your new password. • Click on Save 1 2 3 4

  10. Setting Your Workspace Opening Planning Application • Click on Navigate Button for Navigate Drop Down Menu. • Select Applications • Select Planning • Select an application • You can open the applications that you have access to. Available applications are as below: • MUBADARA: New initiatives and new projects • TAKHTEET: Budget preparation • EDARA: Budget execution and monthly reporting 1 2 3 4

  11. Setting Your Workspace Setting the Personal Preferences -1 3 1 2 When you are in an application, you can access the user preferences menu following the steps listed below Select File from the menu at the top Select Preferences Preferences screen will be displayed

  12. Setting Your Workspace Setting the Personal Preferences -2 2 • Inputting or changing official e-mail • Select “Planning” • Enter your corporate e-mail address • Click Save to save your changes • Click “OK” to complete the set up. • Yahoo, Gmail or other personal mail accounts should not be used. Mail accounts must be users’ official government e-mail accounts. 1 3 4

  13. Setting Your Workspace Setting the Personal Preferences -3 • Changing the Language • Select “Planning” • If you wish to use a different language from the default application setting, deselect Use Application Default • Select the language you would like to use in Alias Table • Click Save to save your changes • Click OK 2 3 1 4 5

  14. Setting Your Workspace Setting the Personal Preferences -4 • Out of Office Delegation • Select “Planning” • Select “I am currently out of the office” option • Select Delegate from list of actions • Select the person’s email from the list owners to whom you wish to delegate your responsibilities • Enter details about your absence in the annotation field • Click Save to save your changes • Click OK • Out of office assistant is primarily used during leaves such as annual vacations. It’s not advisable to use this feature during public holidays as the person you are delegating to may also be on vacation during the same period. 2 3 4 1 5 6 7

  15. Setting Your Workspace Setting the Personal Preferences -5 2 • Additional Language settings • Select “Planning” • Select User Variable Options tab • To change HR Organization display language, type one of the options below: • HR Organization – English • HR Organization – Arabic • To change Employee Name display language, type one of the options below: • Employee Name – English • Employee Name – Arabic • To change Sub Account display language, type one of the options below: • Sub Account Description – English • Sub Account Description – Arabic • Click Save to save your changes • Click OK 3 4 5 1 6 7

  16. Setting Your Workspace Setting the Personal Preferences -6 • Reporting Settings • Select “Financial Reporting” • Selet PDF Preview on the Default Preview Mode selection • Select On on the User Point of View selection • Click OK 2 3 1 4

  17. Setting Your Workspace Toolbar Buttons ‘Save’ – saves the data form. Comment – adds user comment to cell ‘Refresh’ – updates the form with the most recent data (any unsaved data will be lost). Document Attachments – to attach or review documents on the selected cell(s) ‘Print’ – prints the data form Supporting Detail – opens supporting detail pop-up screen. ‘Adjust’ – adjust data Open the form in Smart View for Excel ‘Lock/Unlock Cells’ – disable cell (s) from data input until save is pressed. Form Instructions – Instructions on the usage of currently open form Not applicable Not applicable

  18. Section 2Task Lists

  19. Task Lists Definition & Objectives Definition: Task Lists are sequentially organized list of tasks that are assigned to users for aiding them during various stages of budget planning, budget preparation, review, study and approval processes. All users are assigned with task list(s) depending on their roles in the budget processes. Task Lists are usedfor • Guiding users through the budgeting process • Navigation in the system step-by-step wizard Objectives: After completing this section, you should be able to; • View your Task List • Navigate in your Task List

  20. Task Lists Displaying the Task List • Displaying the Task List • On the left pane click on My Task List. This will display the task list(s) that are assigned to you • Click on the triangle next to Task List name to expand the Task List into tasks or task groups 1 2

  21. Task Lists Viewing the Task List Status • When you click on the task list, status of the task list is displayed • Completion Status. The pie chart displays the percentage of tasks that are Incomplete, Complete or Overdue • The second section of the Status screen displays key information related to your tasks: • Type of task • Status of task • Start and End Dates as set by budget administrator • Alerts • Completion Date • Instructions regarding to task • You can also launch the task by clicking on the launch button on the task row 1 2 3

  22. Task Lists Navigating the Task List • Navigating the Task List • Click on the first task under the task list • The first tab on the right pane displays the task item * • The second tab displays the instructions of the task • Please note that upon completion of a task you should click on Complete option in order to indicate the system that you have completed the task. Users receive alerts for the incomplete tasks beyond set due dates. • Click on Next Incomplete to navigate into next incomplete task in the Task List • Click on Next to navigate into next task in the Task List • Click on Task List Home to navigate back to status page of the Task List 2 3 1 4 5 6 7 * Types of task items that are made available to users are as below URL: A document in workspace or an intranet or internet web site Form: Planning data entry form Business rule: A budget calculation Workflow: Submission of budget Descriptive: A task group with instructions regarding to tasks underneath Copy version: Copying data between versions

  23. Section 3Using Data Forms

  24. Using Data Forms Definition & Objectives Definition: Data forms in Hyperion are data collection spreadsheet templates which are used by end users for: • Entering data • Attaching descriptions and textual details • Uploading and downloading documents (please see Document Upload section for more details) Objectives: After completing this section, you should be able to; • Change the form scope • Enter and save data • Navigate between the forms via context menus • Run business rules via context menus • Enter Supporting Details • Enter Cell Text • Adjust Data

  25. Using Data Forms Data Form Layout 5 4 2 1 3 • Sections in a data form highlighted above are described below: • Row dimensions: Single or multiple dimensions may be displayed in the rows of data form. In the example above row dimensions are accounts and sub accounts • Column dimensions: Single or multiple dimensions may be displayed in the columns of data form. In the example above column dimensions are Year, Details and Scenario • Cells: Data is viewed/input on cells. Editable cells are displayed in a pale shade of yellow. Read only cells are displayed in a light shade of grey. Data that is changed but not saved is displayed in a bright shade of yellow. Cells with supporting details are displayed in a pale shade of turquoise. Cells with document attachment or cell text are displayed with a triangle on top corners Page dimensions: Indicates the variable dimensions for which data is displayed and input. In the example above page dimensions are Versions (Draft 1), Program (PR00000), Entity (36-2201: Air Ports Sector) and Location (36-000). Users are able to change the scope of the form by changing page dimension selections. POV dimensions: Indicates the point of view dimension for which data is displayed or input. In the example above POV dimension is POV (Cash Data). POV dimensions are automatically updated while navigating between forms. Users are able to change the scope of the form by changing POV dimension selection too.

  26. Using Data Forms Navigating Between Form Tabs 3 4 2 1 • Various forms are combined in composite forms. Composite forms displays the forms in tabs. To navigate between the form tabs follow the steps listed below • Click on a tab. This will display the form in the selected tab. • Click on another tab. This will display the form in the selected tab. • Make your selections in the page and point of view dimensions section (please see Changing Form Scope Topic for details) • Click on arrow icon to refresh the form filtered with the selections. All tabs are filtered with the same selections

  27. Using Data Forms Changing the Form Scope -1 1 5 2 4 3 6 • To change the scope of a form using page dimensions follow the steps listed below • Click on the drop down icon next to page dimension. • Page dimension member selection box will be displayed with all dimension members that you have access to • If you are able to find the member you are looking for, you can choose the member by clicking on the member once. • You can alternatively search the member using the search box in the dialog box. The smart search will find and display all the members that fully or partially include the typed search criteria. In the example above, if you type “1” (w/o quotes) it will display Draft 1, Proposal 1 and Study 1. If you type “pos” it will display Proposal 1, 2 and 3 only. Repeat steps 1 to 4 to choose desired members for all page dimensions and click on the arrow at the end of page dimensions section to refresh the form with the selected member combinations. Form will be refreshed with the new selections and the data for the chosen member combinations will be displayed. If there is an unsaved data on the form, you will be given an option to discard or save the changes.

  28. Using Data Forms Changing the Form Scope -2 1 5 4 2 3 6 • To change the scope of a form using point of view dimension follow the steps listed below • Click on the point of view member that is displayed on the top section of the form. • Point of view dimension selection box will be displayed with all dimension members that you have access to • If you are able to find the member you are looking for, you can choose the member by clicking on the member once. Alternatively you can search for the member by clicking on the arrow on the top left corner of Members box Type the member you are looking for fully or partially and click on search icon. Select the desired member from the search results Click on OK to complete your selection. Upon your selection form will be refreshed filtered with the selected member

  29. Using Data Forms Inputting and Saving Data • You can only input in editable cells (pale yellow). When data is input the cell changes to a bright shade of yellow. • Upon save, a message is displayed showing whether the save and attached business rule was successful. Contact system administrator if you receive a failure message. • You must save the form by clicking on save button to prevent losing your data. • Sub total rows and columns are automatically calculated upon saving the data form. • Some error message are related to form validation. Read the message carefully and make changes in your inputs if necessary. 1 2 • There are various data types in Planning that impact the way data is input in form cells. Below are the data types used in the application: • Numeric cells: Type a numeric value • Text cells: Type an alpha-numeric text in the cell. • Smart list: Choose a value from a drop down menu • Date: Choose a date from pop-up calendar

  30. Using Data Forms Interacting with the Form Menus -1 • Form menus that are available in various forms are used for various purposes. Primary uses of menus in the system are as below: • Navigate to another form • Run a business rule to perform budget activities • Sort / Filter data in the form • Below options are available only when right clicked on the form cells • Display the history of the changes in data cells • Adjust data with amount or percentages • Edit data (Copy / Cut / Paste / Clear) • View or edit document attachments in the cells • View or edit cell texts • View or edit supporting Details • Lock / Unlock Cells • Display validation messages

  31. Using Data Forms Interacting with the Form Menus -2 • In order to interact with the form menus follow the steps listed below • Right click on the form. Menu is displayed usually when right clicked on the row section of the form. • A menu will be displayed showing available options. Browse through the menu item and select the item you would like to launch • Some menus may require right clicking on certain dimensions to be displayed. For example, if you would like to navigate to details of an individual employee in Manage Existing Employee form, you should right click on the employee. • Selection of a menu item with a business rule displays a business rule prompt screen in which you are expected to respond to business rule parameters. Please see Running Business Rules topic for details. 2 1 3 4

  32. Using Data Forms Interacting with the Form Menus -3 • You are able to sort and filter data in the data forms following the steps listed below: • To sort data: • Right click on column that you will sort the form based upon and choose Sort. You can choose to sort either ascending or descending. • To cancel the sorting select Cancel Sort option • To filter data: • Right click on column that you will filter the form based upon and choose Filter. You can either hide rows without data or with 0 data by using the last 3 options. To filter based on a value choose Filter option • In the filtering dialog box make your selection to filter data. Keep option in the Type selection keeps the data that satisfies the filter condition. Exclude option removes the data that satisfies the filter condition. Select the logical operator in the Filter Compare option such as Greater Than, Equals, Less Than. Click on Filter Column to apply the filter. Form will be filtered based on the chosen conditions. • To cancel the filtering select Cancel Filter option 1 2 3 5 4

  33. Using Data Forms Running Business Rules • Business rules are actions and calculations that calculate and assign budget values based on the parameters supplied by users. They are used for a wide range of functionality from promoting employees to estimating revenue based on selected criteria. There are two types of business rule in the system: • On save business rules: These rules are attached to forms and automatically run every time you save a form taking the form scope and parameter data set in the form as rule parameters. • On demand business rules: These rules are run by users on demand when it’s required to calculate a budget element. Examples to this are promotion of employees, adding or deleting asset purchases etc. On demand business rules are run through form context menus. • To run a business rule through context menu follow the steps listed below: • Choose the business rule action that you would like to run on the right click menu. • Respond to the parameters listed on the business rule screen. • Click on the action button that is displayed with a contextual word such as OK, Add, Delete etc. • Wait until the business rule is run successfully and make sure you receive a success message. If you receive a failure message, contact to system administrator. • Please note that on save business rule do not require a parameter input, they run automatically on save, If you receive a failure message, contact to system administrator. 1 2 3 4

  34. Using Data Forms Using Supporting Details 1 • Supporting Detail gives users the ability to enter further level of detail behind specific input cells within a data form. For example, if you want to break Allowance for Mission Abroad by the number of days multiply with the per day allowance and the number of days abroad, you can use supporting detail function. • After selecting the editable cells that you wish to input supporting details either right click and choose Supporting Details option or click on Supporting Detail button on the toolbar. • View the following pop-up screen. Enter breakdown of the account or calculation you need. You can add multiple lines by clicking ‘Add Sibling’ or ‘Add Child’, and you can then give specific names to each of the added rows. Input the data and specify the arithmetic function sign to be used. • Click on Save button to save your changes, entire data form will be saved. • Cells with supporting details show the calculation of supporting detail. You can view the supporting details by choosing these blue cells and selecting Supporting Details option. Cells with supporting details cannot be edited directly. You should either clear the cell or edit the supporting details to change the value of these cells. 3 2 4 Supporting details calculations work from bottom to top. For example, a multiplication operator next to a value multiplies the value with the value above. An addition operator adds the value to total. A subtraction operator subtracts the value from the value above. In the example above Number of Missionary Days (120) is multiplied by Per Diem Per Day (750) and Additional Cos is added to total. Please note that supporting details can be input in multiple cell across a single column or row but not in combination of rows and columns.

  35. Using Data Forms Using Comments • Comments gives users the ability to enter a narrative behind specific input cells within a data form. Comments can be used for various purposes, such as passing a note to reviewer or justification of a large sum of budget item. • Unlike supporting detail, comments can be input to read only cells too. After selecting the cells that you wish to input comment, either right click and choose Comment option or click on Comment button on the toolbar. • In the Comments screen, click on plus sign to add comment. • Enter the comment in your preferred language. You can also format your inputs using various formatting options in the screen. • Click on Add button and close the dialog box. Multiple comments may be added to cells. • Please note the triangle in the top-right corner of the cell informing users that there is a comment in the cell. To view the comments in a cell, you can launch the comments screen following step 1 above. 1 2 3 4 5

  36. Using Data Forms Adjusting Data • The Adjust feature is primarily used when data is already available in a cell or a range of cells. Data in the cells can be adjusted by either a value or a percentage. • After selecting the editable cells that you wish to adjust either right click and choose Adjust option or click on Adjust button on the toolbar. • Adjust Data pop-up screen will be displayed. You can select whether to adjust the data by a value or percentage • and whether to increase or decrease the value(s) • by the figure input in the value field. • After making selections and inputting the adjustment value, click on Adjust Data • Data in the selected cells will be automatically adjusted. However, data will not be saved until you save the data form. Click on Save button to save the data form. 1 2 4 3 5 6

  37. Section 4Uploading Documents

  38. Uploading Documents Definition & Objectives Definition: You can upload and download documents related to budget data. These documents might include the following: • Budget Circular Document • Scanned signed papers • Feasibility analyses • Supporting Excel files, reports Objectives: After completing this section, you should be able to; • Upload a document to workspace • Attach uploaded document link to data forms

  39. Uploading Documents Uploading Documents to Workspace 1 • Documents can be attached to forms for various reasons. • To Attach a Document, click on Explore button on the toolbar • Select your agency’s folder • Right click on related the folder and select Import File selection • Click on browse button to upload a single file. You can also upload multiple files by clicking on Multiple Files button. • Browse and select the file you would like to upload into Workspace. Click on Finish to close the dialog box. 2 3 4 5

  40. Uploading Documents Attaching Documents to Forms Only the documents that are uploaded to Workspace can be attached to data forms. After selecting the cells that you wish to upload document, either right click and choose Attachments option or click on Document Attachments button on the toolbar. Click on Plus sign to launch document attachment dialog box Enter a description for the document that’s being attached Click on Browse Workspace button Browse the Workspace and select the document that you’d like to upload Click OK to attach the document Select Apply to all selected cells option if you’d like to attach the selected document to multiple cells at the same time. Click on Close to close the dialog box Cells with document attachments are displayed with a rectangular icon on right corner. To open or edit an already attached document follow the instructions in step 1 1 2 3 5 4 7 8 6

  41. Section 5Running Reports

  42. Running Reports Definition & Objectives Definition: Reports are occasionally accessed by users to analyze and review budget and actual data. Reports are accessed through your Task List (Reports task group) or through Workspace explore menu. You can access and run reports any point of time. Objectives: After completing this section, you should be able to; • Navigate to reports folder in Workspace • Respond to prompts and run reports

  43. Running Reports Navigating to Reports in Workspace 1 To access the reports in Workspace follow the steps listed below: You can access to reports from your task list reports task group or by clicking on explore “ ” icon in Workspace anytime Browse and find the reports folder in Workspace Find the report you would like to run in the list of reports 2 3

  44. Running Reports Running Reports To run a report follow the steps listed below. Double click on the report or right click and select Open In  PDF Preview Reports prompts will be displayed. Choose the report parameters to run the report for and make sure you respond to all parameters. In this example report prompts are Year, Version and Entity. Make sure you select right parameters to ensure report is produced with the required data. Click “OK” button to run the report. Review the report on the screen. You can also print or download the report as PDF file using the buttons on the top right corner of the report screen. 1 2 3 Instead of selecting prompt member from member list, you may find typing easier. You can respond to prompts by typing instead of selecting. Please note that prompts are not case sensitive but you must type the exact member name in the prompt box 4

  45. Running Reports Exporting Reports After you run a report, you are able to export the report as Microsoft Excel, Word or PowerPoint file. To export the report follow the steps listed below: Run the report as explained in the previous section. Go to File menu and choose Export and choose the file type you would like to export as Choose to Open or Save the file. Due to variety of Microsoft Office and Internet browser versions, Open With option may behave unexpectedly. Therefore you are recommended to save the file before opening. Browse and open the file you have exported. Please be advised that modifications done in the exported files are not stored in the system. 1 2 3 2 Exports to PowerPoint and Word are not editable. It’s recommended to use Excel export option. PDF is not an export option. If you would like to save the report as PDF, use the save option as described in the previous section. 3

  46. Section 6Copying Versions

  47. Copying Versions Definition & Objectives Definition: Versions are used for keeping several instances of data throughout budgeting process. Versions are grouped in three main categories as following: • Top Down Budget Planning versions • Estimates for budgetary estimates (Estimates) • Ceilings for setting line agency budget ceilings (Ceilings) • Bottom Up Workflow versions • Draft Versions for line agency internal workflow (Draft 1-3) • Proposal Versions for submission of data to DOF (Proposal 1-3) • Review and Study Versions • Review and Approval Versions (Review, Final, Approved) • Study Versions for DOF to study budget data (Estimates Study 1-3, Study 1-3) Objectives: After completing this section, you should be able to; • Understand the concept of working with versions • Copy from source version to target version

  48. Copying Versions Budget Planning Versions Option 1 Option 2 Option 3 Estimates Study 1 Estimates Study 2 Estimates Study 3 DOF LA Budget Preparation Budget Ceiling & Fiscal Space Estimates Ceilings Draft 1 • Budget Planning stage is the stage where forward estimates are performed, business as usual and fiscal space ceilings are determined and system is prepared for budget preparation. • In this stage, line agencies use Draft versions for Major Asset Acquisition, Asset Replacement and Ongoing Projects. Submit the data in a proposal version. DOF copies the finalized Proposals to Estimates version • DOF prepares the forward estimates in Estimates Study versions and copy the finalized results into Estimates Version. Aggregate Resource Envelope and Fiscal Space components are determined in Estimates version. • Ceilings for BAU and Fiscal Space are set in Ceilings version • System setup data is copied to Draft 1 version and workflow is started for line agencies for budget preparation. Proposal 1 Proposal 2 Proposal 3 LINE AGENCIES Draft 1 Draft 2 Draft 3 Major Asset Acquisition, Asset Replacement and Ongoing Projects Read Only Editable

  49. Copying Versions Budget Preparation and Review Versions Study 1 Study 2 Study 3 DOF Proposal n Reviewed Final Approved Proposal 1 Proposal 2 Proposal 3 • Budget Preparation stage is the stage where budget is prepared and reviewed by line agencies internally and submitted to DOF for review • Line agencies use Draft versions internally and copy their finalized data to the corresponding Proposal version before submission (i.e. Draft 1 to Proposal 1, Draft 2 to Proposal 2 etc.) • Budget Review stage follows Budget Preparation. Line Agency Budget submissions are reviewed by DOF • DOF may be able to simulate their studies in a Study version by copying the proposal version to a corresponding study version (i.e. Proposal 1 to Study 1. Proposal 2 to Study 2 etc.) • DOF may reject and send the submitted proposals back to line agencies in which case line agencies will be able to copy rejected proposal into next draft version (i.e. Proposal 1 to Draft 2, Proposal 2 to Draft 3 etc.) • After due reviews and negotiations, DOF finalizes a proposal version for each line agency and copies the data to Reviewed version. • Review version is presented to DOF management, TEC and SFC. Adjustments may be done in Reviewed version by DOF. Upon completion, data is copied to Final version to seek approval • Upon receiving approval, data is copied to Approved version at line item level only (Finance Plan Type). This task is performed by DOF Budget administrator. Proposal 1 Proposal 2 Proposal 3 LINE AGENCIES Draft 1 Draft 2 Draft 3 Read Only Editable

  50. Copying Versions Copy Version Task • Copy Version functionality is available to line agency budget officers through their LA Budget Management task list. To copy version follow the steps listed below: • Under LA Budget Management Task List, expand Submission and choose Copy Version • Select Scenario*, source version (Copy From) and target version (Copy To) • Move all cost centers to the Selected Entities section by clicking on Move All • Select Copy Account Annotations, Copy Comments, Copy Documents and Copy Supporting Details options • Click Copy Data button • Confirm the prompt to start copying version. Copying version may take time depending on the amount and variety of data input in source version. • Please wait until you receive successful completion message. • * Scenario selection depends on budget process stage: • Budget Planning scenario during budget planning • Budget scenario during budget preparation • Mid Term scenario during mid term review 1 2 4 5 6 7

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