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Title: Using Multiple Plan Sets

Brief description:

Unanet supports the use of multiple Plan Sets for the purpose of more complex planning of labor and expenses. This entry describes at a high level how to enable and use Plan Sets in your system. Examples of using Plan Sets include Corporate Budgeting and Scenario Planning.

What’s covered in this document:

Sample Usages of Plan Sets

Plan sets may be utilized in many ways. Two examples are Corporate Budgeting and Scenario planning:

  • Corporate Budgeting

    • In this case, the Plan Sets in Admin Setup reflect the periods. For example, Plan Sets would be named by Fiscal Year Corporate Budgeting period, as well as by Periodic Reforecasting periods.  For example, you might have the following Plan Sets in Unanet:

      • FY-2017

        • Q2-2017

        • Q3-2017

        • Q4-2017

      • FY-2018

        • Q2-2018

        • Q3-2018

        • Q4-2018

      • etc

  • Scenario Planning

    • In this case, the Plan Sets in Admin Setup reflect scenarios of planning a given project.  For example, you might plan out your Senior Staff, then create a separate plan using a combination of your Senior Staff and newer staff.  You could then compare the two plans against each other for associated cost, profit, and revenue metrics. (Presumably, the Senior Staff plan would have higher cost.) You would have something like the following Plan Sets in Unanet:

      • Scenario I

      • Scenario II

      • Scenario II

      • etc


Note that you could do both Corporate Budgeting and Scenario Planning in one instance of Unanet. 

Set up Multiple Plan sets

To utilize this planning feature, you will first need to enable multiple plan sets in Admin > Properties > Planning:



Create and name new plan sets in your system. You must specify one plan set name as the system default. When you create a new project, this default plan set will automatically be added as the active plan set on the project, as project planning functionality requires a plan set associated with the project.

All plan set names marked "Active" will be available on drop down lists when creating new plan sets at project level. 

Add Plan Sets to the Project

Use the + Plan Set feature to add plan sets to the Project. Designate a plan set as active. At project level, various project administrators may plan into any of the plan sets associated with the project (see Roles, below), in contrast to grid planning at Forecast level, which will always plan into whatever plan set is designated as "Active" on every project. 

You will have the ability to delete the system default plan set on the project only if you first add another plan set to the project, and check "Make Active" when adding the new plan set. 


Locking Plan Sets

After you have created people and/or expense plans in one or more plan sets, you have the option of locking these plan sets. Locking the plan set will ensure that future changes to bill rates, cost rates, cost element, LCAT, location, and expense markups will not be reflected in the locked plans. You can run a Project Plan Set Comparison report to compare metrics on up to 5 plan sets, looking at variables such as hours, net margin %, or total charges to forecast the benefits of using a particular plan. 

Locked plan sets can never be unlocked. You can make the locked plan set active, but any attempts to edit or add to the plan will show the "Save" option greyed out.

Locking a plan set automatically creates a copy of the plans, with the same plan name and a sequential version number. The latest version created is referred to in the system as the highest version.

Plans may be locked at project level, or via the Forecast dashboard. 

Project Level 


Forecast Dashboard

When locking plan sets from the Forecast dashboard, you will have the ability to lock plans on many projects at once, as well as have the additional option to make plan copies with a different destination plan name.

Choose "Lock Plan Sets" from the Manage Plan Sets sub-dashboard drop down:



Filter for the projects on which you want to lock plan sets.

Plan Sets to Lock:  You can choose to lock either the active plan set on the project, or the highest version (the latest version created) of a different plan set on the project. 

Lock Options:  After you choose which plan set to lock, you can choose to create a new active working copy with the same plan set name, or choose to have the copy made with a different plan set name. This functionality is only available via the Forecast dashboard. 

Setting Active Plan Sets

It is important to note that planning people at Forecast level via a grid will Always plan into the active plan set on a project. However, you have the option to choose a different plan set to plan into at Forecast level by utilizing the Forecast > Manage Plan Sets > Set Active Plan Sets feature.

Search for specified projects, and List, to view the currently active plan set:

Return to the Search tab, and specify which plan set name you would like to make active for the chosen projects:



List again, check the projects you would like to change active plan sets for, and click "Set Active":

Roles

Resource Planner: 

  • Can view existing people plans in all plan sets associated with the project.
  • Can plan people into the active plan set, or any other plan set associated with the project.
  • Cannot associate plan sets with the project, or lock plans.
  • Cannot manage plan sets at Forecast level.

Resource Assigner:

  • Can view existing people plans in all plan sets associated with the project, in order to create assignments from plans.
  • Cannot create plans in any plan set, and cannot edit plans.
  • Cannot manage plan sets at Forecast level. 

Resource Requestor:

  • Can request resources for any plan set associated with the project.
  • Cannot view existing people plans on any plan set at project level, even after their own resource request is fulfilled. However, the RR may view plans and plan sets in reports. 
  • Cannot manage plans sets at Forecast level.

Project Manager: 

  • Can view existing people plans in all plan sets associated with the project, but cannot edit existing plans or create new plans.
  • Can associate plan sets with the project, mark "active", lock and copy the set, edit the description, view the audit trail.
  • Can manage plan sets on their PM projects at Forecast level.

Project Lead: 

  • Can view people planned into all plans sets on the project.
  • Can plan expenses at project and Forecast level, into plan sets associated with the project.
  • Cannot associate plan sets with the project.
  • Cannot manage plan sets at Forecast level. 

Project Viewer: 

  • Cannot see plans at project level. However, the PV may view plans and plan sets in reports.
  • Does not have any Forecast capabilities.

Project Approver: 

  • Cannot see plans at project level. However, the PA may view plans and plan sets in reports.
  • Does not have any Forecast capabilities.

P&R Admin:  has all Project and Resource abilities as an administrator.


Additional Information

Help Docs - Lock Plan Sets

Help Docs - Set Active Plan Sets

KC - Quick Topic - Corporate Budgeting in Unanet

KC - Quick Video - Example Usage of Multiple Plan Sets

KC - Video - Multiple Plan Sets (Scenario Planning & What-If Analysis)





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