Resources and Tips for Rollovers

Overview

Fiscal year rollovers will require six weeks from the date of submission to be completed. Please ensure you are well-prepared to minimize any delays, back-and-forth communication, or clarification needed with the Uptempo resource dedicated to your team's rollover.

Some tasks will be done closer to the end of the current fiscal year, such as:

• PO rollover
• User access
• Scheduled PO / Actual Import cutover
• Integrations (unless an earlier date is specified in the request)

Preparation Checklist

Before the rollover, have an internal discussion with your team to understand what will be needed for the next fiscal year. Prepare the following:

1. A clear agreement across your organization of copy level needed
2. An Excel document with metadata field changes (consult your CSM first)
3. An Excel document with hierarchy changes (consult your CSM to determine if the Excel is applicable)
4. A list of POs to be copied into the next fiscal year (Specifically, if your imported PO file doesn't contain End Dates)
5. Automated PO/Actual cut-over date
   • Separated files for both fiscal years from ERP

Rollover Request Scope

The rollover request will be strictly limited to:

Hierarchy Copy

• Minor edits (name changes, additions, and deletion of folders/activity plans)
• Copy down to the requested level throughout the entire hierarchy
  
  • • It is the responsibility of the customer to deliver their own specific activity plan copy customizations, unless a one-time list is supplied prior to the creation of the hierarchy copy.
  • PO-related line items will be created by default as part of the copy when PO rollover is requested. Note: It is crucial that your team is aware of this to prevent the deletion of these line items. Customers often believe this is a mistake, so it is vital that you are aware of this.

Master Settings Copy

• Addition or deletion of fields or field options at the Master or Custom Settings Level
• Addition or removal of views at the Master or Custom Settings level
• Minor changes to Budget Transfers, SFDC Connectors, Outbound Actions or Dependencies at the Master Settings level

PO Rollovers – One-time copy at the end of the year

• Amortized line items with a PO end date surpassing the current FY end will be copied
• If there are no end dates in the PO records, the customer team will be asked to provide a PO list once the last import has occurred. Please ensure this list is in the correct format (XLSX, CSV).

Analytics

• An exact copy of an existing project (YoY or stand-alone)

User Access

• One-Time Copy of Users: This process is contingent upon the condition that no changes in hierarchy or user access have occurred since the baseline audit was conducted.

Integrations

• Rolled over as-is – no major changes except for new/old field mapping
• Please note: We generally do not have integrations running concurrently into both fiscal hierarchies.

Additional Requests

All additional requests should be submitted as separate service tickets on the support.allocadia.com platform.

Video Guide

Watch this video for a walkthrough of the submission form. You can click on the following timestamps that align with the questions in the form. Press the ▶ button to resume at the given time stamp.