Fast - Load Cost Profiles

Uploading cost profiles and then cost values using Integrations can save you a lot of time. The process is similar to how benefits are uploaded.

• Create Cost profiles in the first integration, and
• Upload cost data in the second integration.

This article covers:

• Integration Steps Overview
• Prerequisites
• Data Preparation
• How-to Steps

Overview

Here is an outline of the steps that you need to complete.

1. Prepare the Microsoft Excel template with data. 
2. Identify the initiative where you want to run the integration.
3. Enable Integrations for this initiative's classification.
4. Create the required Cost Category Classifications, Cost groups and Categories.
5. Enable costs for all initiative classifications where you want to add costs and add allowed cost categories.
6. Create a new integration and select Import Data Type as Costs.
7. Upload the Microsoft Excel sheet into Amplify.
8. Map columns in the Microsoft Excel sheet to corresponding cost attributes. Refer Data Mapping Specifications for information about allowed mappings.
9. Process the mapping.

When the integration is complete, all cost profiles included in the Microsoft Excel sheet are created in Amplify at the hierarchical level that you specified. You can now create a new integration to load the actuals, budget, and forecast using similar steps.

Prerequisites:

Following configuration settings need to be enabled for the classification where you want to apply integration.

• Enable Integrations -  enable this setting for the classification where you want to see the Integrations sub-menu. Integrations menu can be enabled at the same level as the initiative for which you want to add costs or at a higher-level, but in the same hierarchy.
• Enable Costs- this setting should be enabled, and the allowed cost categories have to be specified for any initiative classification where you want to fast-load cost profiles.  Ensure that all cost categories included in your input sheet should be present in the allowed list. Ensure that the pertinent initiative classifications are defined, and a hierarchy is created up to the level where you want to fast-load items.

Data Preparation

For data preparation:

Use the Configuration and FastLoad Spreadsheet as a template.  Add the following column information into the Cost Profiles FastLoad Sheet and save the template for creating the cost profiles. Note: If you are uploading cost data series, use the revised Cost Value FastLoad Sheet available in the Spreadsheet.

• Cost Name 
• Parent ID 
• Cost Category 
• Cost Owner 
  You can also include External ID and any number of custom fields in the spreadsheet to the required fields. 

Steps

To fast load cost profile:

1. Locate the parent initiative and click Integrations from the hamburger menu.
2. Click New Integration.
   The New Integration form displays.
   
   
   
3. Type in a relevant name for this integration in the Name field.
4. Select Import Data Type as Costs. Note: If you are uploading actuals/plan/forecast, select Cost Values (Time Phased) here.
5. Click Save.
   Click Run. Note: Ensure that the Microsoft Excel template is ready with valid data. All required columns should be present and filled with data before uploading. Refer to Data Mapping Specifications for more information.
6. Select Upload New. Note: This option will not display during the initial upload.
7. Click Choose File, and select the Microsoft Excel file containing the cost profiles. 
   • Select Use Previous if you have the used the spreadsheet previously for this integration. When you select an existing file for the same integration instance, you do not need to map the attributes again; Amplify remembers the previous mapping done for this file. However, if you have included additional columns in the spreadsheet template since last integration, it is best to select Upload New.
8. Select the Header option if you want to see the first row values in your Microsoft Excel file displayed as headers on the mapping interface. 
9. In the Sheet drop-down field, select the sheet within the template where cost profile data is stored. 

10. Click Continue to proceed. Clicking Cancel will cancel the entire operation.
    The integration interface displays. The first row in the spreadsheet displays as the header row on the interface. Values included in your spreadsheet are listed below the header row. Your next step would be to map each header to a corresponding cost attribute. 
    

    
    
    

11. Click Edit Mapping.
    The fields to be mapped display. Refer to Data Mapping Specifications for more information.

12. Click Preview when done. The preview shows mapping mismatches if any. Hover over the error icon to view the error text. Most mapping errors are caused due to mismatches between values present in the spreadsheet and values expected by the database. Here is an example of a mapping mistake.

    
    Remap faulty columns and preview until all mappings are correct. The Import button will not be enabled until all errors are corrected. In addition to errors, you may see warnings. Warnings do not block the import process; you can proceed if you are ready to overlook them.
     

13. Click Import...when all mismatches are corrected, and the green tick mark shows against all mapped rows.
14. Click Confirm on the confirmation message that displays.
    
    
15. Click End Session when the message All rows successful is displayed at the top of the interface. All cost profiles in your spreadsheet will be created at their respective initiative levels. Now, you can proceed to cost value integration.