How to configure Work Status

Work status allows you to lock a region (or slice) of data in an model. The work status setting
overrides a user's member access privileges to write to a given region. A region of data is
defined by 3 to 5 dimensions per model, one with a property called Owner.

Work states allow submitted data to be tracked, approved and locked using customizable work
status definitions that suit your business needs.

• For example, at a month-end close, after all data is submitted, your business process might
require that you lock the data so that you can create accurate month-end reports, and no one
can change the locked data.

Features of Work Status

 Enables associating a work status to specific data intersections
 Prevents unwanted data changes after finalizing the numbers
 Applies both on structured and unstructured data
 Work Status are both configurable and customizable
Set up Work status at the environment level
Login to Web Admin Client using Primary Admin account.

2. Click on “Planning and Consolidation Administration” option at the lower right corner.
Administrator window will open.
Click on Work status, work status window will open. In the below screen, set up the work status
states for all the applications in the environment.

Click “New” to create a new work status, or click on “Edit” to edit previously created Select the
appropriate control and permission needed for each of the task. All the 4 states (Locked,
Unlocked, Submitted and Approved) of work status were already created. Notice that each work
state has different permissions or control on the tasks listed across.
Options
• All = any user with member access write privilege
• Owner = only users assigned as owner with member access write privilege
• Mgr = Owner of parent dimension member is manager of child dimension member
• Locked = no user regardless of authorization.

Controlled By: Determines who can select the work status code
• Both = owner of the specific member ID and the owner of the parent to the specific member ID
• Owner = owner of the specific member ID
• Mgr = owner of the parent to the specific member ID.

We can also reorder the work status states by clicking the “Reorder” tab on the top.

Click the notification tab. This is where you can set up the email notification to communicate
between Owners and Managers when a work status is changed.
In the following screen, all the 3 work status from the top part of the screen will be applied on all
applications listed in the bottom part of the screen.

In this guide, we will refer the model “Sales”. In this Model, the ENTITY, RSM will have the
Owner and reviewer Property as given below.

Concept of Owner and Manager (Mgr)

The concept of owner and manager plays a vital role in the work status setup. At the model level
in the work status setting, a dimension can be assigned as the owner (controlling) dimension.

This dimension should also contain a property named “OWNER” which will determine the
owner (authorized person) for changing work status for this member.
In this case the user id/team id mentioned in the OWNER property of the entity dimension will
be the owner of the work status for the entity.
The owner of parent dimension member is manager of child dimension member. So the
GWILSON is the manager of 730095 to 730105 members in this ENTITY DIM and SDOL and
BGARRISO is the owner of respective RSM’s.

Now set up the data locking for the model SALES. Edit the model and you can see below

Check the “Enable Data Locking”, enter the owner Dimension and Hierarchy. Also enter any
other dimensions needed for data locking. Account type dimension cannot be chosen as a lock
dimension in work status. Only about 3 – 5 dimensions can be assigned as lock dimensions
in a model. Click Save for creating the data locking.

*NOTE: 3 dimensions (ENTITY, CATEGORY, TIME) are recommended.

You should be able to see if there is any work status for a model when you see the model
structure as shown below. Here it says work status is on for the model Sales.
How to check Work status is working or not?
Go to the Start page of the Planning and Consolidation main page and click the EPM Office
Add-in Excel at the right side under the Launch tab.

Then create one report for testing of work status as shown in below. First check work status of
the data particular cross section. Click on “Save data” and then click on “change work
status”.
New pop up will open as shown in below screen.

Pop up will show what is current status and what we can set the status. We will try to save data
when Work status is “Locked”.

It will through an error that “Error Checking Work Status”.

We will try to save data when work status is “Unlocked”.

Data will be save as current work status is Unlocked, and have access to do manual data entry

Below image shows who has what access in each work status.

*Note: To change work status first you should have access to change work status. Task
Access profile should have access.