Create an assignment

You can use PerformancePoint Planning Business Modeler to create an assignment to delegate a process-related task to a particular user. For example, a contributor can receive an assignment to enter FY06 data into a financial statement, or an approver could receive an assignment to review such data and then approve it. An assignment includes the metadata that relates to an assignment.

Note: Creating an assignment is the third and final step in the process described in the topic How do I create a data entry form that recurs monthly?. The first step in that process is to Create a data entry form; the second step is to Create a recurring cycle.

What do you want to do?

Part I: Name the assignment

Part II: Specify contributors and form

Part III: Define the submission start and end dates

Part IV: Define review options

Part V: Define approval options

Part VI: Save the assignment

Part I: Name the assignment

First, provide a name, label, and optional description.

  1. In the Workspace Browser pane, click Process Management.

  2. In the workspace, click the cycle definition or the cycle instance in which you want to create the new assignment.

    If you create an assignment at the cycle-definition level, Planning Server generates the assignment when the cycle runs. If the specified cycle is a recurring cycle, Planning Server generates a new assignment each time the cycle starts.

    If you create an assignment at the cycle-instance level, Planning Server generates the assignment in and for that instance of the cycle only.

  3. After you make your decision, click the Forms Assignment tab.

  4. In the Assignment Tasks pane, click Assign Forms to open the Create an Assignment Definition wizard or the Create an Assignment Instance wizard.

  5. On the Name the Assignment page, type a name in the Name box. The name must be from one to 256 characters. There are no restrictions on which characters you can type. Try to create a name that describes the assignment and helps you to remember what the assignment does.

  6. In the Label box, type a label for the new assignment. PerformancePoint Planning Business Modeler uses the label internally to identify and track objects. It cannot exceed 40 characters, and it must be unique. That is, two objects cannot have identical labels. Certain characters and words are not allowed in labels. For information about restricted characters and reserved words, see the topic Reference: About names and labels.

  7. (Optional) Type a description in the Description box. The description can be up to 512 characters long. There are no restrictions on which characters you can type. Click Next to open the Data Submission page.

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Part II: Specify contributors and form

Next, specify the users who will contribute data to the form, and which form they will use.

  1. On the Data Submission page, select the contributor or contributors to the assignment.

    • To select a user or role, click Edit next to the Contributors box. In the Select Contributor dialog box, select a user or role in the list of available users and roles. Then click Add Selected to move the selected user or role to the Selected users/roles box. For an assignment at the cycle-definition level, you can select one user or role only. For an assignment at the cycle-instance level, you can select multiple users and roles. When you are finished, click OK to close the Select Contributor dialog box.

    • Alternatively, for assignments you define at the cycle-definition level, you can select a submission hierarchy. A submission hierarchy is a predefined set of relationships between contributors and approvers. You can use the hierarchy to quickly create a submission process for an assignment. (For more information about submission hierarchies, see the topic About submission hierarchies.

      To do so, select the Submission Hierarchy option button and then click Edit. In the Select Submission Hierarchy dialog box, select a member set in the Available member set box. This box lists all the member sets you have created in the User dimension. Click the > button to move the selected member set to the Selected member set box. Only one member set can be used as the submission hierarchy for the assignment definition. When you are finished, click OK to close the Select submission hierarchy dialog box.

  2. On the Data Submission page, click the Edit button that is next to the Form box. The Select Forms dialog box opens.

  3. In the Available forms box, select the form that you created in the Create a data entry form topic. Then click the > button to move the form to the Selected form box. Click OK to close the Select Forms dialog box.

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Part III: Define the submission start and end dates

  1. Click Next to open the Submission Period page.

  2. In the Importance drop-down list, select a priority for the assignment. Although the priority you specify is noted in the assignment mail to the contributors, it has no affect on the way Planning Server routes the assignment to users or handles the assignment.

  3. In the Start Date and Time area, select Days after the start of cycle. Then, in the spin box, select the number of days after the start of the cycle to start the assignment. Since you are defining an assignment that will recur monthly, do not select a number of days that exceeds 30. You defined the start date for the cycle in Create a recurring cycle.

  4. In the time control, set the time of day that you want the assignment to start.

  5. In the Submission Deadline area, select Days before Cycle end date. Then, in the spin control, select the number of days before the end of the cycle to set the deadline.

    Note: Make sure that you do not set the submission deadline to a date that is before the assignment start date.

  6. In the If no submission has been made by the submission deadline area, select one of the following options:

    • Move the assignment to the not submitted state. Select this option to change the status of the assignment to "not submitted."

    • Move the assignment to the submitted state. Select this option to automatically change the status of the assignment to "submitted" even though the contributors have not submitted the assignment on time.

    • Do nothing. Select this option to leave the status of the assignment unaltered even though the contributors have not submitted the assignment on time.

      Note: For more information about assignment states, see the topic About data submissions and the approval process in PerformancePoint Planning Business Modeler Help.

  7. Click Next to open the Review and Approval page.

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Part IV: Define review options

Next, specify the reviewers and other options.

  1. Select the Review and Approval option and then click Next.

  2. On the Review page, click Edit.

  3. In the Manage Reviewer(s) dialog box, select the user who will review the assignment, or select a generic role if any user who performs a specific job function can review the assignment. Click Add Selected to move the selected user or role to the Selected users/roles box. Repeat this step for each user or role you want to add. When you are finished adding reviewers, click OK to close the Manage Reviewer(s) dialog box.

  4. If you want all the listed reviewers to be able to modify the data in this assignment, on the Review page select Allow reviewers to edit submissions.

  5. If you want to set a deadline for all reviewers to review this assignment, select Review Requested By. Then use the Days after assignment start date control to set the deadline for the review.

  6. In the time control, select a time for the review deadline.

  7. Click Next to open the Approval page.

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Part V: Define approval options

Next, specify approvers and other options.

  1. On the Approval page, click Edit.

  2. In the Manage Approvers(s) dialog box, select the user who will approve the assignment, or select a generic role if any user who performs a specific job function can approve the assignment. Click Add Selected to move the selected user or role to the Selected users/roles box. Repeat this step for each user or role you want to add. When you are finished adding approvers, click OK to close the Manage Approver(s) dialog box.

  3. If you want all the listed approvers to be able to modify the data in this assignment, select Allow approvers to edit submissions.

  4. If you want to set a deadline for all approvers to review this assignment, select Approval Requested By. Then use the Days after assignment start date control to set the deadline for the approval. Since approval should come after review, make sure to choose a date that does not come before the review deadline for the assignment.

  5. In the time control, select a time for the approval deadline.

  6. Click Next to open the Assignment Summary page.

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Part VI: Save the assignment

Finally, save the assignment.

  1. On the Assignment Summary page, click Finish to create the assignment.

  2. Save the Model site.

Note: If you make changes to a cycle definition that has already been saved, the changes will not take effect until the next instance of the cycle. If the cycle is non-recurring, then the changes will only take effect if you regenerate the cycle definition by using the Available actions task.

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