How to Access and Use the Snapshot Tool in OnePlan

⚠️ Important: This tool is only available to authorized Snapshot users. Unauthorized access or incorrect usage may result in permanent data loss. Please confirm your access rights before proceeding.

🔗 Accessing the Snapshot App

1. From the OnePlan header, locate the Update icon (usually shaped like a refresh or update symbol).

2. Click to open the dropdown menu and select Snapshot App.

3. You will be redirected to the Snapshot App hosted in Power Automate.

📸 Snapshot Types Overview

The Snapshot tool is used to push project data into the SQL Server database. You can take three types of snapshots:

• Portfolio Register

• KDG

• Tasks

Each type follows a similar submission process with some differences in behavior and use case. Details are outlined below.

📁 Take Snapshot: Portfolio Register

Required Fields

1. Type: Select Portfolio Register

2. Period: Choose the period you want to snapshot.

   • ⚠️ This will overwrite any data already in SQL Server for that type, period, and BU/Group.

3. BU/Group(s): Select one or more Business Units or Groups.

   • This field is multi-select unless you are using a single Plan ID.

4. Plan ID (Optional):

   • Input the Project Plan ID only if updating a single project.

   • ⚠️ You must enter values for all fields you want to retain or update. Blank fields will overwrite existing data with null values.

   • If Plan ID is provided, you can skip BU/Group(s).

5. Manual Update (Optional):

   • If you do not want to update all projects in a BU, and also do not want to limit to a single project, set Manual Update = Yes.

   • This allows template-based imports to update selected projects.

6. Notification Email: Auto-filled with your BD email address.

7. Costs Table Timing Warning:

   • Cost data in SQL Server refreshes every ~2 hours, and each refresh can take 30–60 minutes.

   • ❗ Before manually refreshing:

     • Check the "Last Refresh Status" report in Power BI. Last Refresh Stats - Power BI

     • Only proceed if the Costs table is not currently "In Progress".

     • Avoid initiating a refresh too close to the scheduled auto-refresh, as this may overload SQL Server and cause failure.

8. Acknowledgement:

   • ✅ You must check the confirmation box to acknowledge that previous snapshot data for the specified Type, Period, and BU/Group or Plan ID will be deleted.

📁 Take Snapshot: KDG

Required Fields

1. Type: Select KDG

2. Period: Select the desired period.

3. BU/Group(s): Select one or more Business Units/Groups.

4. Plan ID (Optional):

   • Use this if updating one specific project.

   • Same caution applies: include all data fields or risk blanking them.

   • Skip BU/Groups if Plan ID is entered.

5. Manual Update (Optional):

   • Select Manual Update = Yes to use template imports for partial project updates.

6. Notification Email: Auto-filled with your BD email.

7. Acknowledgement: Must be checked to confirm overwrite behavior.

📁 Take Snapshot: Tasks

Required Fields

1. Type: Select Tasks

2. Period: Select the desired period.

3. BU/Group(s): Select one or more BU/Groups.

4. Plan ID (Optional):

   • Use this if updating only one project. Enter full project data to avoid accidental field deletion.

   • Skip BU/Groups if Plan ID is used.

5. Notification Email: Auto-filled with your BD email.

6. Acknowledgement: Check the confirmation box to continue.

⚠️ Final Reminders and Best Practices

• Double-check all entries before submission—there is no “undo.”

• Avoid running multiple snapshots or refreshes too close together to reduce load on the database.

• Manual Update is highly recommended when working on multiple selected projects rather than entire BU-level updates.

• Always validate that Costs table refresh is complete in Power BI before triggering any manual refresh.