Rollover Overview 

What is Rollover?

The rollover capability enables organisations to conduct business and strategic planning for future reporting periods, whilst maintaining the integrity of progress reporting in the current reporting period.

The rollover capability has the following benefits:

  • Clear separation of the strategic and business planning processes from current progress reporting i.e. high-level strategic plans can be updated without affecting reports; organisational structures can be changed without affecting current information, and business plans can be altered in readiness for budgeting without having an impact on current reporting.
  • System administrators will have the ability to archive and view information from previous planning periods from within a single interface.
  • Maintenance of historical KPI information on an ongoing basis.

You can access the Rollover section through Tools> Rollover.

Rollover Process

The rollover process is best undertaken for the following scenarios:

  • Review of the high-level plan – Any changes to the high-level strategic plan (goals, outcomes, strategies) are best undertaken using the rollover functionality to ensure consistency in reporting.
  • Archiving of completed actions – Where it is desirable to archive completed actions, the rollover process should be utilised.

The diagram below illustrates the Rollover Conceptual Process:

 

The Rollover Business Process is undertaken by the System Administrator within the planning side of the solution.

The rollover process involves:

  • Undertaking an initial copy of current periods data is created at a point in time
  • This current period is still being used to record progress on existing organisational plans
  • Undertaking the future year organisational planning in the next period
  • The Undertaking of the final progress reporting in the current planning period before the second stage of the rollover occurs
  • Stage 2 of the rollover will result in locking of the current period information which will become the last period and the next period will become the current period
  • Stage 2 will also result in the updating of some information from the original current period to the next period e.g. the last progress statement relevant to actions


When should Rollover be undertaken?

In the situation of an organisation reporting using the financial year, it is generally recommended that:

  • Stage 1 of Rollover is completed in a time frame consistent with the review of the organisation’s planning process. This will give sufficient time to conduct business planning for the next financial year
  • Stage 2 of Rollover is completed at the end of the financial year after all relevant progress reporting has been completed.
Note: Rollover is not compulsory, however with a change in planning it is recommended. There is no implication or right or wrong time to do the rollover completion. I guess the basic view is that essentially it should be in line with the reporting periods, however, it doesn’t usually happen on June 30 at that exact moment of time.


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

  • 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.

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?
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.
Note: If these risks are made into risk assessments, you will need to copy over the risk assessments as well in order to keep the linkages
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
Note: If these risks are made into risk assessments, you will need to copy over the risk assessments as well in order to keep the linkages
Action
All business unit Actions will be copied over to next period
Notes:
  • This includes all custom field data.
  • If actions are not copied over during stage 1, project risks will not copy over.
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
All Hierarchy nodes will be copied over to next period
Note: if the nodes are not copied over and actions are, then action hierarchy links will be broken.
SERVICE DELIVERY
 
Service Grouping
All service Groupings will be copied over to next period
Service
All services will be copied over to next period
Note: There is a linkage to cammsproject® Projects – if the service is not being rolled over, then the linkage here will break when rollover stage 2 is completed.
KPI LINKAGES
Note: All KPIs, Scorecards, and Dashboards are not part of rollover, meaning that they will appear in all system periods. Any updates to these items in either current or next period will appear in both. Therefore, it is just the specific links to the hierarchies which you can choose to copy over or not.
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
 
Note: Custom Hierarchy KPI links will copy over, even though there is no section to select them.
MODULES
 
Executive reporting
All executive report builds (and all data linked) will be copied to the next period.
Note: if actions are not copied over, then the reports will lose any linkages.
Risk
Note: You must also select the Environmental Analysis and SWOT fields to copy over during stage 1 copy in order to rollover the operational and strategic risk links. Failure to do this may result in risk data being inaccessible in the next period (based on dependencies in your data).
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
 
Set all Actions to Not Started Status
Ticking this box will set all Actions and tasks to not started status
Notes:
  • Action and task percent complete will also be changed to a 0%
  • Action and task Progress Comments from the previous current period will still be copied over.
  • Action and Task history will restart in your new system period – therefore action history is not copied over. This is the purpose of having the archive period to go back and be able to view history.
  • Any actions and tasks which are linked to projects within project management will also be copied and updated to the project status and % complete if the projects performance synchronisation is based on planning*.
*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.
Notes:
  • Targets for the next system period reporting year will need to be set up manually or else you are to contact CAMMS to run a script to copy these for you. This is because this is not part of rollover currently.
  • Targets from previous reporting years will be copied over still so that you can copy and paste them into the new reporting year. You may also want to remove these manually.
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.
Note: Leaving this un-ticked will copy them - this means retaining action targets in the current period – it won’t actually copy the data from for example 14/15 to 15/16. Action targets will need to be entered in manually or you can contact CAMMS to provide a script.
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
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;
  • Framework > Business Units
  • Planning > Corporate Business Planning sections
  • Service Delivery > Services
  • Operations and Project Risk sections
  • Action/Task Configuration
- Unticking Business Units will disable the following selections;
  • Planning > Corporate Business Planning sections
  • Service Delivery > Services
  • Operations and Project Risk sections
  • Action/Task Configuration
-Unticking Staff will disable the following selections;
  • Framework > Directorate/Business Unit
  • Planning > Strategic Community Planning > Strategies
  • Planning > Corporate Business Planning > Actions sections
  • Service Delivery > Services
  • Operations and Project Risk sections
  • Action/Task Configuration
Custom Hierarchies
Include planning areas except Performance Management; i.e. Strategic and Corporate Business Planning
- Unticking Planning will disable the following selections;
  • Operations and Project Risk sections
  • Action/Task Configuration
- Unticking Strategic Community Planning will disable the following selections;
  • All Strategic Community Planning sections except SWOT
  • Planning > Corporate Business Planning > Actions Sections
  • Action/Task Configuration
- Unticking Goals will disable the following sections;
  • Planning > Strategic Community Planning > Outcomes and Strategies
  • Planning > Corporate Business Planning > Actions Sections
  • Action/Task Configuration
- Unticking Outcomes will disable the following sections;
  • Planning Strategic Community Planning > Strategies
  • Planning > Corporate Business Planning > Actions Sections
  • Action/Task Configuration
- Unticking Strategies will disable the following sections;
  • Planning > Corporate Business Planning > Actions Sections
  • Action/Task Configuration
- Unticking Corporate Business Planning will disable the following selections;
  • Operations and Project Risk sections
  • Action/Task Configuration
- Unticking Corporate Business Planning > Actions will disable the following sections;
  • Project Risk sections
  • Action/Task Configuration
Service Delivery
  • Include Custom hierarchy sections
KPI Linkages
Include Service delivery sections
Un-ticking Service Delivery/Services will disable the following sections;
  • Planning > Corporate Business Planning > Action Sections
  • Project Risk sections
  • Action/Task Configuration
Modules
Include all KPI linkages. Note that KPIs will not rollover. Only KPI linkages to planning and organisational hierarchy will rollover
Action/Task Configuration
Include other modules such as Executive Reporting and Risks. This will rollover all risk details including any linkages and risk solutions

 

Note: KPIs, Scorecards, and Dashboards are not available for rollover although you can choose to retain any existing linkages within the upcoming period.

Let's look at the two most common methods of selection for rollover:

  • The first most common option is undertaken when an organisation has a significant change to their strategic document or a complete rewrite which will result in business plans being developed from scratch.

For this option, the simplest approach is generally to copy only the Framework details and no other fields. This will give you a ‘Blank slate’ to commence developing your plans from for the next period, whilst still keeping the basic information such as organisational structure and staff.   

  • The second most common method is to copy across all fields available. 


  • STEP 4: Once you finish selecting the required fields, click COPY DATA to proceed with replicating information to the next period. A message will display notifying that the copying of data cannot be reversed. Click OK to continue.

Successful data transfer indicates the completion of Stage 1 of the Rollover Process. Wait for the page to refresh (please do not navigate away at this stage or you may risk the rollover stage 1 not being completed successfully).

Once completed, the page will refresh back to the home page and you will be able to see the current period/Next period buttons. The next period is your new system period.

Note: If you do not see these buttons, you will need to set up the security: navigate through the Administration menu to the Administration Options > Settings.


  • When the page loads, ensure that the ‘show system period pane’ value is ticked. Ticking this ensures that the button will be activated for all those who have security to do so.
  • If you require ALL users to be able to see next period and have access to next period, you can switch on the ‘Enable System period permission boost’. This means that all users will automatically have this enabled when they log in. If you don’t have this ticked, then the users who are to have security, you will have to setup via the Manage Users > Security area (see below).
  • Another setting which you may want to enable here is the ‘Make current system period default’. This will ensure that no matter what period you are in when you log out and log back in, it will ALWAYS default back to the current period. 

  • To set up security (if you do not have the permission boost setting switched on) navigate through the Admin> Manage Users. Locate the person/s you want to give access and tick the security level ‘Next business cycle’, and then once saved they will have access.

This needs to be updated

  • To navigate between system periods, simply click on the top menu ‘Current period’ and select the ‘next period’. To navigate back, do the vice-versa.
  • A warning will always be displayed when switching periods so that you don’t accidentally click on it without saving the page you are on. Click OK to continue.
  • You may now start amending your plans and data in the next period, whilst completing your current period reporting. Any changes made in the next period will not change current period, vice versa, except for the performance management area.


During Rollover/ In between Rollover

  • Users will be able to work on both current and next period during the rollover.
  • As mentioned after stage 1 of the rollover, If the organisation wishes to commence business planning for the next period, then you need to activate the ‘Show System Period Panel’ tick box within Administration > System Settings > Show System Period Panel. This will enable a drop-down list at the top of header, which would allow authorised users to switch between the periods and enter/edit data.

 

  • Then only users with the security permission ‘Next Business Cycle’ will be able to view two buttons at the top right of the page and subsequently, carry out business planning in the next period.
  • Make sure all users who should have access to the NEXT PERIOD are given the ’Next Business Cycle’ permission. Or else, if you want to allow all users to access these periods, you can do so by navigating to Administration> System settings and ticking the 'System Period Panel Permission Boost' checkbox.
  • When switching between periods, a message will be displayed notifying that you are about to switch periods. Click OK to proceed.

  • Refer Business rules for more information on how to correctly enter data to get the required outcome.
  • It is up to the organisation on how long you keep both periods open. The purpose of having the ability to have both periods open is to start setting up next period while you are still completing your current period. This gives you the chance to have some time to set everything up (data entry and deletion) well in time before you close out your current period and move to your next period. This will vary from organisation to organisation and it will depend on your business planning cycle and deadlines.


Whilst you are in between rollover as we say (after stage 1 and before stage 2):

  • When an organisation is between the two stages of rollover, the current period must always be used to record progress on existing organisational plans including actions and key performance indicators.
  • The ‘Next Period’ should only be used to formulate future strategic and business plans with the exclusion of performance management as it is independent of rollover.
  • Ensure all administrators of your systems (Risk, Project, Camms.Talent®, etc.) are aware of the time frames of rollover so that they know what the implications will be on their data and in what periods they should be entering their data.


Rollback Rollover

The system allows you to roll back the system period creation if you make any mistakes when doing the copy of stage 1. Rolling back essentially is removing the ‘next period’ to start the rollover process again.

Note: this can only be done during rollover (after stage 1 is completed before stage 2 is completed). You cannot rollback after completing stage 2.

Some of the main reasons for rollback would be: 

  • To restart stage 1 again to redo the copy of the information
  • To not go ahead with a rollover this year

To rollback, you must be within the current period. Then navigate to the tools>Rollover menu, and click ‘Rollback Rollover’ within the rollover section:

  • STEP 1: Navigate to Tools > Rollover > Rollback rollover and click the 'Rollback rollover' button


  • STEP 2: A pop-up message will appear prompting to confirm rollback. It will give you details on the system periods you currently have open. The period which you are rolling back (removing) is the ‘Next System Period’. Click on ‘Rollback Rollover’ button and the page will refresh and you will be taken back to the current period. Please be patient when rolling back as it might take a minute or so to remove all the data in the next period.
    Remember that all the changes that have been made to the system after the initiation of rollover will be lost during the Rollback process.


Once confirmed the system will be restored to the previous state.

Note: If you have made links already to the next period (either through Projects (Camms.Project®) or Personnel Evaluations for example) the system will not allow you to do this. You will need to either remove these links first or you can contact CAMMS to find these links for you and/or remove them for you.

The message will be displayed if there are links:


Rollover Complete (Stage 2) 

Stage 2 of the rollover involves locking down the current period so that the next period becomes your new current period. The current period (previous period) is locked down and archived.

  • Navigate to Tools > Rollover > Complete to complete the rollover.
  • This is where Stage two of Rollover is conducted and the rollover process is completed.
  • There are 2 steps for the rollover to be completed, both involving copying data from the current period to the next period which both are completely optional.

1. Update new records created (current period to Next period) OPTIONAL

2. Update action and task progress data (current period to next period) OPTIONAL

  • STEP 1: If your users have added information in the current period since completed stage 1 of the rollover process then the following message will be displayed after clicking Rollover>Complete:
    • Click ‘OK’ ONLY if you want to copy the new records from the current period to the next period. If you do not wish to do this, then click ‘Cancel’ (CAMMS recommends not to click OK unless you really need to re-copy data from the current period to the next period. This is because it may result in duplication or re-copying information which you have specifically removed in the next period, from current period).
    • Clicking on 'OK' will direct you to an interface where you may select which sections with the new information you would like to copy to the next reporting period. This enables you to copy information entered after completion of the first stage of the rollover process, which was not an initial part of the copy. Once all the data is selected, click ‘copy data’.
    • You may also re-set all actions to Not Started and set date ranges. However, there is no need to do this if you have already done this as part of stage 1. You would only do this if you are re-copying a lot of actions over and would like to make these updates.
    • The system will check if there are any new records in the current period which are not in the next period and re-copy these. Please be careful when doing so, as there might be records in the current period which have been deleted in the next period for a reason which you do not want to re-copy. If you have removed items in the next period which have come over form current period, then it is not recommended to select these areas as they will re-input the deletions.
    • Select the required fields and click ‘Copy Data' to proceed with replicating information to the next period, and then process with step 2 below.
  • STEP 2: Clicking on 'CANCEL' from the initial message will direct you to the final stage of the rollover process without copying any new data. Or once you have done step 1 it will direct you to this final stage as well. However, the final stage will give you the ability to re-copy any ‘update information’ for the records which have been copied over for your actions and tasks. This is also completely optional and you can select any of the progress information as specified below, or none at all.

    Note: You may override any progress information you have entered in the next period when doing this so please be sure you want to re-copy this information.


What will copy if you select these fields?

Action
 
Latest Comments
Any actions which you have copied over and have had progress comments added in the current period since will be re-copied over to next period.
Percentage of Complete / Status
Any actions which you have copied over and have had updates to their % complete and status in the current period will be re-copied over to next period.
Progress Targets
Any actions which you have copied over and have had updates to the progress targets in the current period will be re-copied to next period.
Note: if you have entered your new targets for next period we recommend not selecting this as it will override.
Description
Any actions which you have copied over and have had updates to the descriptions in the current period, will be copied to the next period.
Additional Comments
Any actions you have copied over and have had updates to the additional comments text box in the current period (note: this is an additional field so you might not have this activated in your environment), will be copied to the next period.  
Task
 
Progress Comments
Any tasks which you have copied over and have had progress comments made in the current period since will be re-copied over to next period.
Percentage of Completed / Status / Dates
Any tasks which you have copied over and have had updates to percentage completed, status and task dates made in the current period since will be re-copied over to next period.
Note: if you have made changes to dates in the next period, it is recommended not to select this as it will override these.
Milestone Comments
Any tasks which you have copied over and have had milestone comments made in the current period since will be re-copied over to next period.
Risk

Strategic Risk
Any Strategic Risk which you have copied over and have updated in the current period since will be re-copied over to next period.
Operational Risk
Any Operational Risk which you have copied over and have updated in the current period since will be re-copied over to next period.
Project Risk
Any Project Risk which you have copied over and have updated in the current period since will be re-copied over to next period.
Risk Control
Any Risk which you have copied over and have updated in the current period since will be re-copied over to next period.


  • If you do not want any updates to go through from current period to next period, then don’t select any of the boxes and then click ‘Rollover Complete’. It will show a warning to ensure you want to proceed and that it cannot be rolled back or reversed. Click ‘OK’.
  • The page might take up to 1 min to refresh (please do not navigate away from the page while it is refreshing) and then you will be taken to the home page of your new current period. This means that the previous current period then will be displayed in your archive periods and your next period becomes your current period.
  • If the system does get stuck and just keeps loading and loading. If you close the browser and re-open it, login and it should have completed successfully.
  • Upon completion, the current period is archived and the next period effectively becomes the current period.
 
Upon completion of Stage 2 of the Rollover Process, the previous system period database is locked and archived. It can only be viewed at a read-only access level through selecting Tools > Rollover > Archived Periods.
It is recommended that Stage 2 of Rollover only be completed when all relevant transactions have been recorded.


Archive Periods 

Once you have completed rollover, the previous periods will be displayed in the archive periods section so that you can view historical data and run historical reports.

  • Administrators will always be able to access the archive periods. However, you can set up so that any user can access the Archive periods by giving them the security level ‘Access Archive period’. This is set up through the manage users area. They will only be able to view this ‘achieve period’ button. However, they will not be able to access the rollover start of complete areas.
  • Security Setting to give the user to view archive periods: (within Manage Users page)



  • To navigate to the archive periods click on Tools > Rollover > Archive periods.
  • To view one of the system periods, click on the ‘view’ button next to the description of the period you want to view. Note: the description is the description which was put in at the stage when they started this particular rollover. This is how you identify the system periods and what year the data was used for.
  • If you have done rollover for the very first time, the default description will appear as 06/07 – please contact CAMMS to reset this description.

  • You will be taken to the archive period which is a read-only period. You will not be able to edit any of the information. This is the reason why there will be no quick update section either. You will notice the period drop-down showing in the top right-hand corner. This is showing you that you are within the previous period.
  • To navigate back to the current period, you can click on the period drop-down menu and select ‘Current Period’.

 

Performance Management Section

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 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, 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 in 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.

Note: Setting targets for KPIs is not part of the rollover process. You can copy/replicate KPI targets from one year to another through the configuration area called 'Replicate KPI Targets'. This can be done in any system period at any time.

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.


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.

Implication for other products

This section will give you an understanding of implications that rollover will have on other CAMMS products.


People & Performance (Camms.Talent®)

  • Administrators conducting rollover must remember to do the Camms.Talent® ‘Reporting Year Mapping’ so that your new assessments being set up for next year are pointing to the correct system period.
  • Once you have created the new system period for the next period, you need to map the new period in Camms.Talent® to your new system period so that the information will flow from the correct period when completing your Assessments.
  • The system will not allow you to create your new assessments without this mapping being completed for the next period– a warning will be displayed. This is to avoid setting up an assessment pointing to an archive period. 
  • The mapping can be completed either after stage 1 or 2. However, if you link after stage 1, a rollback will not be able to be performed as there is a dependent linkage with the assessments.
  • Incomplete assessments will continue to be accessible from the relevant reporting period.




These should get updates with the New look of the PES product


Integrated Risk Management (Camms.Risk®)

  • Both stages of the rollover are automatically carried out within the Risk Manager when performed within the planning area. Same rules will apply - any changes made to the current period will not be reflecting in the next period and vice versa.
  • If actions are not copied over during stage 1, project risks will not copy over. Therefore, it is advisable that all risk data is copied over.
  • You must also select the Environmental Analysis and SWOT fields to copy over during stage 1 copy in order to rollover the operational and strategic risk links. Failure to do this may result in risk data being inaccessible in the next period (based on dependencies in your data).
  • Ensure you contact your risk managers before doing your rollover so that they are aware of where they are to put their risk updated to (which period).


Integrated Project Management (Camms.Project®)

  • The Integrated Project Manager does not have a separate rollover functionality. This means that the projects will always appear in all system periods. Therefore, when you navigate to Projects (cammsproject®) when you are WITHIN rollover, you will not see the current period/next period buttons. However, the linkages within Project will be affected if the areas are NOT copied over to the next period once you have completed stage 2 of the rollover.
  • Only once the rollover has been completed, will these projects then point to the new (next period) current period.
  • If any of the linkages are modified in the next period, then they will appear as modified within the project (no issues).
  • If any of the linkages are removed or not copied over to next period, when stage 2 is completed, that link will be broken and not appear within the project. This meaning that you will need to re-link your project to a new item within the next period.

i.e. If any actions are not rolled over as part of stage 2 rollover but did have projects linked to them, the projects will remain in Projects (Camms.Project®) however, the linkage to the action will be removed. If any previously entered projects need to be removed, they can be deleted (however they will be deleted for good and not available in any archived periods).

  • Projects Linked to actions copied to next period: Project needs to be linked to Next Period action through Project Link and Camms.Strategy® link objects within the Project Workflow. When rollover is complete the Project will show as linked to your new current period action. However, if the Project should stay linked to the same action, then it should automatically stay linked.
  • Projects linked to actions in the next period only: Project is linked to next period strategy and action within the Project workflow. When rollover is complete the projects will show as linked to new current period action.
    Note: You must have these linkage objects added to your workflow which your project is linked to in order to re-link.
  • The system won’t allow anything to be deleted in the next period that is linked to a project in project management.
  • If you are creating new projects in between rollover, some of the objects will remain linked to the current period and only transfer after rollover complete. (as per table below). CAMMS then recommends to wait until rollover is complete in order to create your new projects in Project Management area.


Linkages from planning to project include as part of rollover process:


CP = Current Period                                         Project = Camms.Project®


NP = Next period                                               Planning = Camms.Strategy®



 
Existing Project
New project Created
Project Object
Linkage to Planning (Camms.Strategy®)
After Stage 1 (In between rollover)
After Rollover Stage 2
After stage 1 (in between rollover)
After Rollover stage 2
Project Details

*Only if linked to action through project link object
Services
Staff
Action Start and end date*
Services, staff, Dates will stay linked to the CP data.

Services, staff, Dates will remain linked to the NP rolled over items in new CP.
Services, Staff, Dates will stay linked to the CP
Services, staff, Dates will remain linked to the NP rolled over items in new CP
Project Board and Team
Staff
Staff will stay linked to the CP data.
Staff will remain linked to the CP rolled over items.
Staff will stay linked to the CP data.
Staff will remain linked to the new period rolled over items in new CP
Task Planning *only if linked through Project link object
Tasks
Tasks will stay linked to the CP action tasks
Will remain linked to rollover tasks in new CP
If linked to NP action, tasks CAN come from the NP. Therefore it will depend on which period the planning link is linked to.
Tasks will remain as they were linked to the NP
Risk Assessment
*only if linked through Project link object
Risks *
Risks will stay linked to the CP risks
Will remain linked to rolled over Action Risks in new CP
If linked to Next period action, risks CAN come from the NP. Therefore, it will depend on which period the planning link is linked to. However won’t be able to view the risks from planning until rollover complete.
Risks will remain as they were linked to the NP action risks
Implementation Budget
*only if linked through Project link object
Financials *
Only financials through the CP
Will remain linked to rolled over action budgets in new CP
If linked to NP action, financials CAN come from the NP. Therefore, it will depend on which period the planning link is linked to. However won’t be able to view until rollover is complete.
Budgets will remain as they were linked to the NP action budget
Stakeholders
Agencies
Stakeholder/Agency will stay linked to the CP agency
Will remain linked to rolled over Agency in new CP
Stakeholder/Agency will stay linked to the CP agency
Will remain linked to rolled over Agency in new CP
Camms.Strategy® Link
Strategies
CP strategy
Will remain linked to rolled over Strategy in new CP
CAN link to NP
Will remain linked to the new system period strategy
Project Link
Actions / Tasks
CP action/task
Will remain linked to the rolled over action in new CP
CAN link to NP
Will remain linked to the new system period action.


Camms.Strategy® Link and Project Link Objects

Because IPM does not have a separate rollover functionality, any new projects identified during the rollover process can be linked to Camms.Strategy® ‘Next Period’. When doing this, you are asked to choose which period you would like the project to be linked to within the Strategy and Camms.Strategy® linkage objects.



These UI Should change to reflect the new look

Objects that must be added to the workflow in order to link projects to planning are ‘Camms.Strategy®/planning link’ and ‘project linkage’.


 


This screenshot needs to be updates with the new Screenshots

The project linkage allows you to link your project to the strategy. Refer the below system behavior table for what happens before, during and after rollover in your particular scenario.

Before Rollover
During Rollover
After completion of rollover
Current period (13/14)
Current Period (13/14)
Next Period (14/15)
Current Period (14/15)
No strategies linked
No strategies linked
No strategies linked
No strategies linked
No strategies linked
No strategies linked
Linked - Strategy A
Strategy A
No strategies linked
Linked - Strategy A
No strategies linked
No strategies linked
Strategy A
Strategy A
Strategy A
Strategy A
Strategy A
Strategy A
Unlinked – Strategy A
Linked – Strategy B
Strategy B
Strategy A
Unlinked – Strategy A
Linked – Strategy B
Strategy A
Strategy A

Strategy A

Strategy A

Strategy A
Linked – Strategy B
Strategy A, Strategy B
Strategy A
Strategy A
Linked – Strategy B
Strategy A
Strategy A

 

Interactive Business Planner (IBP)

If you use the Interactive Business Planner (IBP) please ensure that you begin rollover prior to business planning. Refer to the given steps below that you need to undertake:

1. Start Rollover stage 1 (within planning)

2. Modify relevant business units

3. Import business unit data into IBP (data from next period)

4. Start your business planning in IBP - developing your new business plans

5. Complete your approval process

6. Finish Stage 2 of rollover (or you can import the plans during rollover if you wish)

7. Import approved plans into Camms.Strategy® next period


Please refer to the IBP online help for more information.


Budget Management Centre (BMC)

If you are using BMC for your budgeting process, please ensure that your next year's budgets are created before starting rollover.

A separate functionality exists to copy KPI targets and financial mappings from one year to another. Refer to the "Replicate KPI Targets" and "Replicate Account Mapping" section for more information.


Audit Manager

The Audit Manager is not part of rollover, meaning that any audits that you have entered in the current period, will automatically appear in your next period (rollover has no impact).