Client

Select the client associated with the activity. Depending on your rights, you can access the client information via a link when you view an activity.

Brand

Select the brand associated with the client for the activity. Depending on your rights, you can access the brand information via a link when you view an activity.

Activity Type

Select the activity type, which determines the following:

• Which extended attributes can be tracked
• The activity's initial status

Activity types are specific to your organization. Your system administrator configures them in the System Types module in System Tools.

Classification

Select how the activity relates to other objects in Aprimo. The classification is also used to build reports.

Currency Code

Select the currency in which costs are stored for the activity. Contact your system administrator for currencies available in Aprimo.

If you change the currency code after you enter estimated costs, you must manually change the costs to reflect the new currency code. You do not need to change any actual costs for the activity.

When you enter financial information with locked exchange rates, the currency code for the activity is locked.

Controlling Account

Select the funding account to act as the activity's controlling account. The controlling funding account contact monitors the estimated costs and the actual costs of the activity, and reviews any changes to estimated costs that trigger a review cycle.

Depending on your rights, you can access the controlling account information via a link when you view an activity.

Activity Type Status

Indicates the general condition of the activity.

Owner

Select the user who is ultimately responsible for the activity's implementation. The owner is automatically assigned to the activity's access list with edit access.

You can select any user to be the owner.

When an activity proposal is approved, the proposal's owner is automatically designated as the resulting activity's owner. When you add an activity without a proposal review process, the application sends an email notification to inform the selected owner of the new responsibility.

Editing the owner affects the access list.

Administrator

Select the user who is responsible for the activity's tactical implementation. The administrator is automatically assigned to the activity's access list with edit access.

You can select any user to be the administrator.

When an activity proposal is approved, the administrator of the proposal is automatically designated as the administrator of the resulting activity. When you add an activity without using the proposal review process, an email notification is sent to the selected administrator to inform the user of the new responsibility.

Editing the administrator affects the access list.

Time Zone

Select the time zone where the majority of the activity-related work will occur.

Each calendar date can have its own time zone.

Project Anchor Date

Select the date by which task dates are calculated in a workflow when a project template is applied.

Outlook

This is a read-only field that represents the activity's general outlook, which is determined by the actively running project with the most negative outlook in the activity.

If more than one project has the most negative outlook with the same end date, the Project ID number determines which project appears. If there are no active projects, the outlook is blank.

Programs

Select the programs with which the activity is associated.

Channels

Select the channels with which the activity is associated. Selecting channels for an activity is optional.

Your organization defines the available channels as a system type.

Requestor Name

Indicates the name entered by the requestor, if the activity was created through the Job Starter Portal.

Requestor Email Address

Indicates the email address entered by the requestor, if the activity was created through the Job Starter Portal.

Requestor Phone Number

Indicates the phone number entered by the requestor, if the activity was created through the Job Starter Portal.

Gray

One or more projects associated with the activity have not yet been started.

Green

The end task date has not passed for any of the projects associated with the activity.

Yellow

A project in the activity has an end date after the baseline end date, but the end date has not yet passed. The project could still be closed and finished on time.

Orange

Adjustments are needed to a predecessor of a task with fixed dates because the predecessor task extends beyond the fixed task's start date.

Red

A project associated with the activity has passed the baseline end date.

Time Zone

The time zone defaults to the time zone specified for the activity. You can change this to the appropriate time zone for the calendar date.

Supplier Type / Supplier

If your organization chooses to show the supplier type, when you specify forecast costs, you specify the types of suppliers to be used. Select a supplier type to limit choices to a certain category of suppliers, such as catering suppliers.

Supplier types are maintained in the System Types module.

Fiscal Year

Select the fiscal year to which this forecast applies.

When a fiscal year is closed, you cannot change any data for that fiscal year.

Period

Select the fiscal period to which this forecast applies.

When a fiscal period is closed, you cannot change any data for that period.

Expense Category

Select the expense categories from those available for the selected fiscal year, financial group, and activity. Expense categories are a way to organize how money in your organization is categorized.

Total

This field calculates the total costs for the expense by multiplying the quantity times the rate.

For example, if the expense is envelopes and you record a quantity of 100 envelopes at a rate of 10 cents each, the total is $10.00.

Estimated Generative AI Cost

Displays the activity's estimated total costs related to generative AI, such as expenses incurred to purchase AI solutions.

Click the field total to navigate to a page where you can log your AI-related costs per AI token (or vendor). Click Add to add an expense.

• AI Token - Select the AI token associated with the cost incurred¹.

• Description - Provide detailed context for the cost incurred.

• Units - Indicate the quantity of the AI cost needed for the activity.

• Cost Per Unit - Indicate the cost per unit. This field will be automatically populated when the AI Token is selected, based on the AI Token's default cost per unit. You can still override the default value if necessary.

• Total - The application will calculate the total based on the value in the Units field and the Cost Per Unit.

¹AI Tokens are managed by your administrator in the System Types module. See System Types Reference: A to B

Actual Generative AI Cost

Displays the activity's actual total costs related to generative AI.

Financial Status

Select whether the activity has Open or Locked financial status.

If the financial status is set to Locked:

• You cannot add, edit, or delete information for forecasts, commitments, invoices, or journal vouchers.
• You cannot create new invoices and journal vouchers.
• Forecasts pending approval are canceled.
• Commitments with Draft, Pending Approval, or Rejected status are canceled.
• Approved commitments are closed.
• Commitments pending re-approval are closed at the originally approved amount.
• Invoices with Draft, Pending Approval, or Rejected status are canceled.
• Journal vouchers with Draft or Rejected at Accounts Payable status are canceled.

If there are invoices with Pending Payment status, you cannot lock the financial status.

Finance Group

Select the finance group of the activity's funding account. The funding accounts you choose determine the finance group. After making these choices, you can no longer change the finance group.

Funding Account

Select the activity's funding sources. The selected funding accounts must all be in the same finance group.

You can use a funding account more than once in an activity.

You cannot create forecast funding accounts and non-forecast funding accounts for the same fiscal year.

Funding Mode

Select how to apply expenses to the funding account.

You can have only one controlling account per fiscal year. You can have multiple controlling accounts if an activity spans multiple years.

Funding Amount

Type the amount that can be charged to the funding account.

The controlling funding account always has Remainder as the funding amount.

Funding Account

Indicates the account that funds certain defined costs for the activity. You can access a funding account's details via the linked account name.

A funding account can appear more than once in an activity.

Prior Snapshot

Displays the latest snapshot in the previous period, even if that period falls in the previous fiscal year.

For example, in February, you would see data in this column only if January has a snapshot. In January, you would see data for December.

Forecast

Displays the forecast information and totals entered on the Forecasts tab.

Commitments

Displays a total of the pending, approved, and closed commitments, and their totals for the funding accounts.

Pending Invoices

Displays a total of the pending invoices and journal vouchers, and their totals for the funding accounts.

Paid Invoices

Displays a total of the paid invoices and reconciled journal vouchers, and their totals for the funding accounts.

Outstanding Commitments

This field indicates the outstanding commitment balance.

The total reflects each commitment item minus the amount of any pending or paid invoice items, or pending or reconciled journal voucher items, that are directly tied to the commitment item.

You may have a negative outstanding balance. For example, if you have a credit for a commitment, you can enter a negative amount for a commitment line item, possibly causing the outstanding total to be negative. When a commitment item is closed, the outstanding value is zero, even if the entire value was not used.

Show Fiscal Year

Select which fiscal year to display. A snapshot can span multiple fiscal years.

Year View

Quarter View

Period View

Select how the snapshot history data appears.

Funding Account

Displays the funding account's name. Click the funding account to view the specific funding account's details.

Estimated Labor Cost

Displays the activity's total estimated labor costs. Labor costs are associated with roles for resource allocation purposes.

If your organization requires changes to estimated costs to be approved, the Estimated Labor Cost field shows the total of the estimated labor costs approved for the activity.

An example of labor costs is internal chargebacks of time for hourly employees.

Actual Labor Cost

Displays the total cost of the actual hours performed on the tasks in the activity's projects.

You can assign a role to each task, and assign a user to that role. The user assigned to the role is responsible for completing the task and recording the amount of time spent on the task.

A role's definition includes the labor rate.

Estimated Material Cost

Displays the activity's total estimated material costs.

Materials are tangible objects available for use with many activities. If your organization requires changes to estimated costs to be approved, the Estimated Material Cost field shows the total estimated material costs approved for the activity.

In general, materials share these characteristics:

• You keep an inventory of materials in stock.
• You reuse materials for many activities.
• Your organization can buy or produce its materials.

Actual Material Cost

Displays the activity's total material costs. You add materials in the activity's Materials module.

You manage the costs of materials in the master materials list. When you add a material to the activity, you specify the quantity to use. The application calculates the actual material cost from the cost and the quantity.

Estimated T/E Cost

Displays the activity's total estimated travel and entertainment costs.

If your organization requires changes to estimated costs to be approved, the Estimated T/E Cost field shows the total estimated travel and entertainment costs approved for the activity.

Travel and entertainment costs include these types of costs:

• The costs you incur to get participants to an event
• The costs of providing food and lodging to participants for the duration of the event

Actual T/E Cost

Displays the total designated costs entered in these modules:

• Flights
• Lodging
• Car Rental
• General Transportation
• Other Expenses

When you add actual travel and entertainment arrangements, you must designate whether to charge the travel expense to the activity. Travel expenses not charged to the activity are not included in the activity's actual travel and entertainment costs.

You also specify when the travel arrangement is booked and when the travel expense is paid. The date on which a travel expense is paid determines the funding account period to which the actual travel expense is charged.

Estimated Total Cost

Displays the activity's estimated total costs. This is a calculated value.

Actual Total Cost

Displays the activity's total designated costs. This is a calculated value.

Role

Select the role to use.

You maintain roles and their corresponding labor rates in the Roles module in System Tools.

Begin Date

Type the estimated date on which work for the role begins.

End Date

Type the estimated date on which work for the role ends.

Hours

Type the number of hours estimated for the role.

Rate

Displays the standard labor rate for the role. You can type a different rate if necessary.

Material

Select a material to use in the activity. You can filter the materials list.

When the activity is implemented, you can add actual materials to the activity. You maintain materials in the materials master list.

Units

Indicates the quantity of the material needed for the activity.

Cost Per Unit

When the material is selected, this field is automatically populated from the master material record. You can type a different value if necessary.

The application calculates the material's total from the value in the Units field and the cost per unit.

Expense Type

Indicates the types of travel and entertainment that could occur for the activity. When the activity is implemented, you log actual travel and entertainment costs for it.

You maintain expense types in the System Types module.

Objective

Type an objective unique to the activity. If existing organizational objectives are not specific enough for the activity, you can specify more exact objectives.

For example, a trade show activity's objective is to generate 1750 new leads.

Objectives

Select the broader objectives that apply to multiple marketing initiatives.

The organizational classification hierarchy categorizes these organizational objectives. This hierarchy defines relationships between objects in Aprimo, such as proposals, programs, and activities. You specify an activity's classification on the Details tab.

For information on your organization's classifications, see your system administrator. For information on the classification of objectives, contact the person who manages the Objectives module.

Strategies

Indicates one or more strategies with which an objective is associated.

A strategy identifies the general tactics or approaches used to achieve the objective. The available strategies depend on the selected objectives.

Content Plans

Indicates the content plans with which the activity is associated.

A content plan lets you create and organize activities that represent content sharing a common purpose, theme or business objective

Regions

Represents a geographic area where the activity will occur.

Audiences

Represents a general group of people who share common characteristics.

Audiences are different from audience members. An audience is a general category of people. An audience member is a specific person.

Offerings

Represents a product, sale, or promotion to be used during the activity.

Role

Select the roles assigned to the activity. You assign roles to an activity as a whole team or as a single role.

When a project template is applied to an activity, the application adds the roles in the project template to the activity's Roles tab.

Users/Groups

Select the users and groups assigned to this activity's roles.