Utilizing the Zero-Out Data Tool in Deltek Cobra 8.5

Deltek Cobra provides a tool called the Zero-Out Data Tool, that allows the user to delete data from any cost class for any or all periods selected. As one can already assume, this is a rather dangerous tool for the careless user.  If one is not in the habit of performing project backups, they likely will be after botching this process.

Cobra will allow the user to delete data from prior periods, even when the preference setting to not allow changes to past history is selected in the Project Properties. That said, user beware. Always perform a project backup before this and any other process that changes project data.

Now that the Cobra Guy has hopefully convinced the reader to never use this hazardous tool, let’s go through how to use the tool and when to use it. In our example, we will be deleting forecast values in the current period. This is useful when the Calculate Forecast function is not used for one or more forecast classes.

While Cobra automatically deletes the current period forecast values when the calculate forecast process is executed, there are circumstances where “calculate forecast” is not used. For example, if the project team sends out the Assignment Export data to the CAMs as their process for updating the ETC each month, it may not be helpful to first calculate a forecast, as this would likely change future period values, even if only slightly. In such a case, the forecast values in the current period will remain.

As a reminder, month end EVM reporting always requires that Forecast values in the current period (and all previous periods) and replaces them with Actuals. Actuals and Forecast in the same period obviously are illogical.

Steps in Utilizing the Zeroing Out Data Tool

In this example, the forecast values in the current reporting period will be deleted.

The screenshot below is filtered on the Forecast cost class and indicates $83,259.01 of Forecast values in the current reporting period.

Step 1:

Launch the Zero-Out Data tool from the Tools menu

Step 2:

Select the target project from which the values will be deleted.

Step 3:

For this example, we will only be deleting from selected period(s). Select the first option as shown.  Because specific periods will be selected, we won’t be checking the next two selections, as these refer to other functions within the tool, which I will explain later in this blog.

The 3 options at the bottom of the screen allow the user to filter out Control Accounts and Work Packages if either completed or in Progress. In this example, both are checked, although one would assume “Completed” work packages would not have any forecast values to zero out. The Cobra Guy agrees with that assumption, but checking that option causes no harm. The intent of this example is to delete Forecast values wherever they exist, regardless of the status of the work package.

Lastly, the option to update totals is checked to assure the deletion will be visible in the project view.

Step 4:

For this example, we will want to delete forecast values across the entire project, so the default setting of Total Project is used.

Note:  Below are the other options for this window. These will be explained at the end of this blog.

Step 5:

On the next window, select the cost class that contains the Forecast values to be deleted. In this example, the Forecast cost class.

Step 6:

For the deleting of Forecast Values, there should be no values through the current period. For this reason, the user only needs to update the “To” date field. The date is changed to the current status date.

By clicking on the ellipse under the “To” field, the periods aligning with the project calendar will open.

Step 7:

Nothing left to do but “Finish” the process.

One always hopes for the green checkmark, which the Cobra Guy almost always achieves (except when I don’t).

Verify that the desired data has in fact been deleted. As shown below, the Forecast data for the current period is set to zero.

Other Settings in the Zero-Out Data Tool

The Options window has several settings that were not used in this exercise. For example, when zeroing out data for all periods, the user has the option to preserve the resource assignments, although they will not have any hour or dollar values associated with them. If this option is not desired, then check the indented box under “Zero-out Data”. This will delete both the values and the resource assignment as well.

The next option, “Delete existing zero-value resources”, is typically selected after an initial zero-out Data process. This process will find and delete those resource assignments within the selected cost class that have a zero value.

In the example below, there are 4 resource assignments that have zero value. This is reflective of the first step of deleting the values.

Launch the Zero-Out Data tool and make the selection as shown below.

Once the process completes, these resource assignments will no longer show in the cost class.

The option to delete completed and in-progress data is also available. No right or wrong answer for this, but understand your objective and make the appropriate selection. For example, if the user desires to only delete data for Planned data – meaning not yet started – do not check either of the above options. I’m struggling to come up with a good example of when this would be desirable, but there are surely cases where the data to be deleted is based on the status of that work package in which the data resides.

Finally, the “Update Totals” option is possibly helpful and always harmless. It is suggested to check it. Also keep in mind the “Refresh” menu item under the Edit menu, which can also be helpful in cases where the “changed” data appears unchanged.

The user can filter to any of the Criteria below. Note that only one selection can be made at a time.  Another words, only one Control Account can be selected and only one of the other criteria at a time. Obviously, this can be rather tedious if more than a few work packages or criteria are to be changed.

For example, the user cannot select a control account and a work package in the same process. The user will need to repeat the process as many times as it takes to achieve the desired end.

An important note:  In the Project Properties, each cost class has an option to “Prevent editing the Time-Phased Grid”. If this is checked, the cost class will not appear on the “Classes” window of the Zero-Out Data process. If the user wants to use the tool and does not see the cost class, open the Properties, navigate to the Classes tab and uncheck the box.

Finally, always backup the project BEFORE running this tool.  With a backup, the user can do no harm.