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Handing Off Allocations in a Scope Document

Each allocation in a scope document has a designated cost account. When you hand off these allocations, you are transferring control of the allocations to their designated cost accounts. This hand off can occur only while the scope document is in the Approved state.

You can hand off the budget allocations, the offsetting cost allocations, or both. If you hand off both, the offset relationship between the two is also transferred to the cost account. You can hand off only those line items that have not previously been handed off.

After a hand-off has occurred, you cannot change the state of the scope document, nor can you edit any of the allocations in the scope document.

You can also choose to have Proliance merge cost line items from the Scope document with similar items on the Cost Account. If this option is chosen, Proliance will search for existing Cost Account line items that have identical attributes to the allocations that are "Handed Off" from the Scope document, and merge these instead of creating a new line item.

This line item amalgamation can be useful in reducing the number of line items held under a Cost Account making it easier to review and analyze. Details of the merged items are displayed in the 'Description' and 'Note' fields of the Line Items tab on the Cost Account document.

Important notes to be aware of when handing off from a Scope document:

1. The Scope document has to be in the Approved state for the Hand-Off selections; ("Hand-off to Budget" and "Hand-off Cost" and "Hand-off All") to be available underneath the Options menu on the Scope document.
2. "Enable Cost Offset" has to be selected on the Settings page for the "Hand-Off Cost" and "Hand-off All" selections to be available underneath the Options menu when the Scope document is in the Approved state.
3. A Scope document must have its cost handed off prior to cost account draw-downs being brought into a contract. Otherwise you will be unable to select the cost account of the BCM line items within the contract that was handed off from the Scope document. Handing off to the budget from the Scope document will not enable the draw-down within the contract.
4. The "Merge Cost Items during Handoff" option has to be selected (checked) on the Settings page of the Scope document if you wish Proliance to attempt to merge the cost line items being handed off with existing related Cost Account line items.  A "Handoff with Merge" transaction can be performed as part of a "Handoff Cost" or "Handoff All" process.
5. You CANNOT undo a hand-off or a hand off involving a line item merge. The only way to reverse the effects is to delete the handed-off allocations from the cost account.

Merging Cost Line Items during Handoff

When Proliance attempts to merge Cost line items handed off from a Scope document, it requires that the following line item attributes be identical in both the Scope line items been handed off and the Cost Account items to be merged with.

The following criteria have to be met for a successful "Merge" to occur.

These fields require an 'Exact' data match in both the 'Scope' and 'Cost Account' line items.

• Cost Account
• Drawdown Type
• Book Type
• ACR Column
• Item Currency

These fields require an 'Exact' data match in both documents, or alternatively a Null value in the corresponding 'Scope' line item.

• Unit Code
• Project
• Report Code 1
• Report Code 2
• Report Code 3

Merging Process

Proliance will process a "Handoff with Merge" transaction in the following way:

• If NO target line item in the Cost Account document is found that meets the criteria for a merge to occur, then the source Scope line items remain in their "Handoff" condition, and the Handoff process will behave as normal.
• If a single target Cost Account line item is available, then Proliance will perform the merge as follows:
• The amount from the source Scope Line Item will be added to the target Cost Account line item's amount field, cascading to the workspace currency if required
• For Line Items with a Drawdown Type of "Amount" (A Lump Sum Drawdown), the Cost Account Amount Quantity field will remain as is, with the Unit Price adjusted to balance the equation Quantity * Unit Price = Total Amount.
• For Line Items with a Drawdown Type of "Quantity" (A Quantity Drawdown), the Quantity of the Scope Line Item will be added to the Cost Account line item's Quantity, and the Cost Account line Item Price will be adjusted to balance the equation Quantity * Unit Price = Total Amount.
• Where there are multiple target Cost Account line items that meet the merging conditions as outlined above for a specific source Scope line item, then Proliance prioritizes as follows:
• Any target Cost Account line item that is the default line item for the given book type
• The earliest (lowest line item ID) target Line Item of all possible target line items.
• In all cases, the system shall select ONLY one line item to merge with.
• Proliance will record the details of all "Merged Handoff" transactions with detailed notes in both the Transaction log and in the Cost Account Line Items tab.

 To hand off allocations in a scope document

1. Open the Scope register.
2. Select the scope document containing the allocations to hand off.
3. Click Options > Handoff Budget, Handoff Cost, or Handoff All.

Proliance asks you to confirm that you want to proceed and warns you that the hand-off cannot be reversed.

4. Click Yes to complete the hand-off.

Proliance hands off the allocations to their designated cost accounts. A check mark appears next to Budget Handoff Complete and/or the Cost Handoff Complete on the Main page of the scope document.