Configure a data capture template for project costs

You can configure a data capture template to capture cost information for projects. A data capture template can be configured to capture business case, cost accrual, or cashout planning for one or more fiscal years for a specified set of projects and cost types. Multiple data capture templates can be configured.

To create a data capture template for project costs

1. Go to Data Import > Data Capture Templates.
2. Click New > Create New Data Capture Template.
3. In the Stereotype Selector, select ProjectCost. The Data Capture Template - Project Cost editor opens.
4. In the Basic Data tab, specify basic information like name, file name, release status, data set provider, currency, etc. as described in the section Configure a data capture template for application costs.
5. You can specify a data capture template to capture either the business case, cost accrual, or cashout planning for a specified set of projects.
   • Business Case: To capture the business case definition for one or more fiscal years for a specified set of projects and cost types, define the following:
     • Project Cost Definition Type: Select Business Case. The Class attribute is set to BudgetValue.
     • Projects to Capture Costs: Select a configured report that specifies which projects should be exported to the Project column in the XLSX file. For example, the drop-down field could show all projects that have no business case costs defined.
     • Cost Type: Specify whether cost types or income types shall be captured for the business case.
     • Class Properties tab: Displays a row for each fiscal year represented for all relevant projects. Select each relevant fiscal year to capture the business cases of projects.

       If the Data Provider field is set to All Records, the option Leaf-Level Cost Types will be available in the Reference Class Filter Type field. If Leaf-Level Cost Type is selected, the generated XLSX file will include the actual cost types if costs are defined. Please note however that cost types that are not leaf-level cannot be selected.

   • Cost Accrual: To capture cost accrual definition for one or more specified fiscal years for a specified set of projects and cost types, define the following:
     • Project Cost Definition Type: Select Cost Accrual. The Class attribute is set to BudgetValue.
     • Projects to Capture Costs: Select a configured report that specifies which projects should be exported to the Project column in the XLSX file.
     • Cost Definition Type for Import: Specify whether request, current, or budget values shall be captured and imported via the XLSX file. Only one cost definition type may be imported per data capture template. The cost definition type represents the property MonetaryID in the class BudgetValue.

       Please note that the value Commited is written to the MonetaryID column in the BudgetValue database table for the Budget cost definition type.

     • Export Cost Definition Type: If necessary, specify a different cost definition type ( Request, Current, or Budget values) to be exported than the one that shall be imported. In this case, for example, Request values could be exported to a data capture template and used as a base to capture Current values. Using functions and operations in the XLSX file, the user could efficiently modify the exported Request values in order to define and import Current values. If no value is defined, then the value defined in the Cost Definition Type field will be used per default.
   • Cashout Planning: To capture cashout planning data per month for a specified fiscal year for a specified set of projects and cost types:
     • Project Cost Definition Type: (Mandatory) sSelect Cashout Planning. The Class attribute is set to CashoutPlanning.
     • Dataset Provider: Specify the method to export the object data to the XLSX file. The objects will be displayed as records in the Export tab in the XLSX file. You can do one of the following:
       • Select All Records to populate the XLSX file will all relevant objects of the class.
       • Select No Records to generate an XLSX that has no instance data exported. The XLSX file will contain columns as defined in the data capture template but no records that have been exported from the Alfabet database. Exporting a file without instance data might be used, for example, if only new objects shall be created via the XLSX file. In this case, you must ensure that Create is selected in the Permitted Operations field.
       • Select a configured report to populate the XLSX file with objects found by the report query.
     • Projects to Capture Costs: Select a configured report that specifies which projects should be exported to the Project column in the XLSX file. For example, the drop-down field could show all projects that have no business case costs defined.
     • Cost Definition Type for Import: Specify whether request, current, or budget values shall be captured and imported via the XLSX file.
     • Export Cost Definition Type: If projects are exported via the configured report in the Dataset Provider field, the cost values for the fiscal year are exported as either request, current, or budget values. Specify whether request, current, or budget values shall be exported to the XLSX file. If no value is selected, the same value specified in the Cost Definition Type for Importfield will be used.
     • Fiscal Year: Select the fiscal year for the data capture template. The months of the fiscal years will be displayed in the Class Properties tab.
     • Class Properties tab: Displays a row for each month in the specified fiscal year. Select each relevant month in the fiscal year to capture the cashout planning of projects.
6. Click the OK button to save the data capture template configuration and close the editor.