Duplicating a Scope

What is Scope Duplication?

Duplicating a scope creates a complete copy of an existing scope, including all deliverables, components, tasks, and settings. This is useful when you need to create similar scopes for different clients, repeat projects, update the rate card, or create variations of existing work.

While duplicating a scope is straightforward, there are important considerations when duplicating into a different rate card or a newer version of the same rate card.

How to Duplicate a Scope

Step 1: Navigate to My Scopes

1. Click on "My Scopes" in the top navigation menu
2. Find the scope you want to duplicate in the scopes list

Step 2: Open the Duplicate Menu

1. Click the three dots (•••) menu next to the scope you want to duplicate

2. Select "Duplicate Scope" from the dropdown menu 

   

Step 3: Configure Your Duplicate

The "Duplicate Scope" form will open, showing the essential information from the original scope. You can modify:

• Scope name: The name automatically copies from the original scope but you can change it
• Office location: Select the location for the new scope
• Client: Keep the same client or select a different one
• Rate Card: Keep the same rate card or select a different one (see details below)
• Document Template: Select the output template for the new scope
• Duration: Set the project timeline
• Start Date and End Date: Define when the project begins and ends

• Default view: Choose whether to display the scope in Table or Timeline view

  

Step 4: Start Scoping

Click "Next" to proceed through any additional steps, then click "Start Scoping" to create your duplicate scope.

Duplicating with the Same Rate Card (Same Version)

If you keep the same rate card and the rate card hasn't been updated since the original scope was created:

• The duplication is instant and straightforward
• When you click "Start Scoping", you'll land directly on the Scope Overview page of your newly duplicated scope
• All roles, rates, and structures are copied exactly as they were

Duplicating with a Different Rate Card

If you change the rate card to a different rate card from your organization's rate cards:

Role Mapping Process

After clicking "Next" or "Start Scoping", if the roles in the new rate card don't match the roles in the original scope, you'll be prompted to map them:

1. A "Duplicate Scope" popup will appear explaining that the rate cards are different
    

   

2. Click "Continue" to proceed to the role mapping screen
3. You'll see two columns:
   • Left column: Shows roles from the original scope's rate card
   • Right column: Shows roles from the new rate card
4. For each role in the original scope, select the corresponding role in the new rate card using the dropdown menus
5. If a role has no equivalent, you can:
   • Select "Unassigned" to leave it unmapped
   • Choose the closest matching role available

6. Click "Create" to complete the duplication

   

Important: The new scope will use the rates and settings from the newly selected rate card for all mapped roles.

Duplicating with an Updated Version of the Same Rate Card

When you duplicate a scope using a rate card that has been updated since the original scope was created, you'll need to choose which version to use.

Version Selection Process

1. After clicking "Next" or "Start Scoping", a "Duplicate Scope" popup will appear
2. The popup will show:
   • The original scope name
   • The rate card name and version it's currently linked to (e.g., version 9)
   • The current/latest version of the rate card (e.g., version 10)
3. You'll have two options:
   • "Use the latest version of the rate card" (recommended)

   • "Use the old version of the rate card"

     

Using the Latest Version (Recommended)

If you select "Use the latest version of the rate card":

• Your new scope will use the most up-to-date rates and roles
• You will NOT be prompted to manually map roles
• The system assumes that rate card changes have already been cascaded throughout the system when the rate card was updated
• This is the recommended approach for most situations

Using the Old Version

If you select "Use the old version of the rate card":

• Your new scope will use the exact same rate card version as the original scope
• This is useful if you need to maintain historical pricing for comparison or contractual reasons

Understanding Rate Card Cascading

What is Cascading?

Cascading is the process of updating existing library items and scope templates to reflect changes made to a rate card. When you update a rate card (creating a new version), you should cascade those changes so they're available throughout the system.

When Cascading Matters for Duplication

If you believe that rate card changes were not properly cascaded when the rate card was updated, you may want to cascade them before duplicating your scope. This ensures the latest version has all the correct role mappings.

How to Cascade Rate Card Versions

You can cascade rate card changes at any time, and doing so multiple times won't cause any issues:

1. Navigate to "Manage" > "Rate Cards"
2. Open the rate card you want to cascade
3. Click the three dots (•••) in the top right corner of the rate card page
4. Select "Cascade latest versions to library items" from the dropdown menu
5. A popup titled "Cascade latest versions to library items" will appear
6. Select the version(s) of the rate card you want to cascade the changes to (e.g., if you're cascading from version 10, select version 9 or earlier versions)
7. Click "Continue" or the confirmation button

The system will update all library items to reflect the changes from the latest rate card version.

After Cascading

Once you've cascaded the rate card changes:

1. Return to "My Scopes"
2. Duplicate your scope following the normal process
3. Select the latest version of the rate card
4. The duplication should proceed smoothly without role mapping issues

Best Practices

Name Your Duplicates Clearly: When duplicating, give your new scope a descriptive name that differentiates it from the original (e.g., add "v2", "Client B", or a date).

Use Latest Rate Card Versions: When duplicating into an updated rate card version, generally choose the latest version to ensure current pricing and roles.

Cascade Before Duplicating: If you've recently updated a rate card and plan to duplicate multiple scopes, cascade the changes first to streamline the process.

Review After Duplication: Always review your duplicated scope to ensure all rates, roles, and content appear as expected, especially when changing rate cards.

Map Roles Carefully: When prompted to map roles between different rate cards, take time to ensure roles are matched appropriately. Incorrect mapping can affect pricing and resource planning.

Keep Documentation: If you're duplicating scopes across different rate cards frequently, maintain documentation about which roles map to which between your various rate cards.

Check Scope Dynamic Fields: Remember that Scope Dynamic Fields are also duplicated. Review and update them as needed for the new scope.

Common Questions

Q: What gets copied when I duplicate a scope?
A: Everything! This includes deliverables, components, tasks, descriptions, quantities, custom pricing, Scope Dynamic Fields, and all other scope settings. The only things you can change during duplication are the items in the Duplicate Scope form (client, rate card, dates, etc.).

Q: Can I duplicate a scope to a different client?
A: Yes, you can select a different client during the duplication process.

Q: What happens to custom components when duplicating to a different rate card?
A: Custom components are copied with their original pricing. If the scope currency changes due to the new rate card, the roles-based components prices will be recalculated according to the rates of the rate card you selected. However, if component (deliverable, task or TPC) was originally created as fixed fee, you should edit this component's price as it will retain the original value but will NOT be automatically converted into a different currency. 

Q: Why am I being asked to map roles?
A: Role mapping is required when the roles in your new rate card don't match the roles in the original scope's rate card. This ensures the system knows which new rate to apply to each position.

Q: What if I don't cascade changes before duplicating?
A: If changes haven't been cascaded, you may encounter role mapping issues or inconsistencies when duplicating to the latest rate card version. It's best to cascade first for a smooth duplication process.

Q: Can I duplicate a scope multiple times?
A: Yes, you can duplicate the same scope as many times as needed. Each duplication creates a completely independent new scope.

Q: Will duplicating a scope duplicate its approval history?
A: No, the new scope starts fresh with no approval history. It will be in draft status.

Q: Can I undo a scope duplication?
A: There's no specific "undo" function, but you can simply delete the duplicated scope if you made an error. Use the three dots menu next to the scope and select "Delete Scope".

Q: What happens to the scope status when I duplicate?
A: The duplicated scope always starts in Draft status, regardless of the original scope's status.

Q: Should I always use the latest rate card version?
A: In most cases, yes. Using the latest version ensures you have current pricing and roles. However, there may be valid reasons to use an older version, such as maintaining historical pricing for contract comparisons.

Troubleshooting

Problem: Role mapping screen shows many unmatched roles
Solution: This usually means the rate cards are very different. Double-check that you've selected the correct rate card. If it's intentional, carefully map each role to its closest equivalent.

Problem: Can't find the cascade option
Solution: Ensure you're viewing the rate card itself (not the rate card list), and look for the three dots menu in the top right corner of the rate card page. You may need administrator permissions to cascade rate card changes.

Problem: Duplicate scope has incorrect pricing
Solution: Check which rate card version was used and verify that roles were mapped correctly during duplication. You can always delete and re-duplicate with the correct settings.

Problem: Scope Dynamic Fields have old data
Solution: Scope Dynamic Fields are duplicated along with the scope. Edit them in the Details tab of your new scope to update the information.

Need Help?

If you encounter issues when duplicating scopes, especially related to rate card mapping or cascading, contact your administrator or support team for assistance. They can help ensure rate cards are properly configured and cascaded for smooth duplication.

For questions about which rate card version to use or how roles should be mapped between rate cards, consult with your project management or finance team.