Update reference data in an open plan

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When a plan is created, it inherits the published versions of reference data currently loaded into the Reference Data module. If subsequent changes to reference data are made, then the data in the plan will need to be updated. Since reference data is used to structure plan data and to tag line items with reportable attributes, certain reference data changes can cause data loss. For example, deleting a Cost Object will delete all the plan line items associated with that Cost Object. Deleting an Account will cause all line items tagged against that account to become invalid, and therefore, deleted. Other changes, such as deleting a Vendor, will not cause plan line items to be deleted, but can result in loss of reporting fidelity as line items previously tagged with the deleted Vendor will now be tagged with a blank Vendor.

About this task

You can update plan reference data as long as the changes are non-destructive. If the update only adds to or modifies existing reference data elements, it is allowed by default. However, updates to plan reference data that could cause loss in plan data are generally disallowed. However, Admins can disable this restriction in Settings. For more information, see Remove update restrictions. Further details can be found at Edit the Company Profile .

A backup plan is automatically created to preserve data integrity whenever you make a potentially destructive update.

Once the restriction is removed, the following updates become possible:
  • You can delete items (such as Cost Objects or Accounts).
  • You can re-organize your data structure (for example, you can assign a Cost Object to a different parent).

These capabilities allow you to continue using your current plan if your company undergoes a reorganization.

First, determine whether it is necessary to remove these restrictions to make updates to your plan. If your updates will not result in data loss, skip ahead to Update an open plan.

Procedure

  • Remove update restrictions
    1. On the Apptio Planning menu, click the Settings button (Add Image (../../resources/images/it planning_images/icon_gear.png), then click Company Profile.
      The Company Profile page opens.
    2. In the Settings section, select Disable Update Reference Data Restrictions.
    3. Select Save and Exit.
      The restrictions are now disabled.
  • Update an open plan

    After making the changes to your reference data, you can enable a currently open plan to conform to those changes. For more information on updating reference data, see Edit and publish reference data tables.

    1. Navigate to Planning > Plans and select a plan.
    2. In the Plan Sub-section Menu (after selecting Departments under Section drop-down), select All Departments (under the Department drop-down).
    3. Select (Add Image (../../resources/images/icons/3-dots.pg), and then select Update Reference Data.
      A dialog displays with information about your changes, including line-item deletions.
    4. Review your changes, then select Update.
      When you make the update, a backup plan is automatically created to mirror your plan prior to the updates.
  • About backup plans
    Note: Plan history is not captured in a backup plan.

    If you have disabled the restrictions on updating reference data, a backup plan will automatically be created whenever you update reference data in an open plan. The backup plan contains all data from the plan prior to the update, with the notable exception of plan history. Additionally, if you make subsequent changes to the same plan, the backup plan will be overwritten with each change. At any given point of time, you essentially have a backup that preserves your data (and the supporting reference data) prior to your most recent update