Managing Ledgers, Funds, Budgets, Fiscals Years and tracking associated values (UXPROD-1144)

[UXPROD-2362] Shared allocation for budgets Created: 24/Mar/20  Updated: 19/Jan/22  Resolved: 17/Nov/20

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Q3 2020
Parent: Managing Ledgers, Funds, Budgets, Fiscals Years and tracking associated values

Type: New Feature Priority: P3
Reporter: Dennis Bridges Assignee: Dennis Bridges
Resolution: Done Votes: 0
Labels: acquisitions, finances, groomed, round_iv
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Defines
is defined by MODFISTO-183 Awaiting payment value in encumbrance... Closed
is defined by MODORDERS-432 Payment must be possible if invoice l... Closed
is defined by MODFIN-130 Define and Implement Business API for... Closed
is defined by MODFIN-136 Define and implement GET /finance/bud... Closed
is defined by MODFIN-137 Define and implement GET /finance/gro... Closed
is defined by MODFIN-138 Update /finance/budgets POST and PUT ... Closed
is defined by MODFIN-141 Implement API for getting expense cla... Closed
is defined by MODFIN-151 When creating budget add expense clas... Closed
is defined by MODFISTO-104 Create expense class schema Closed
is defined by MODFISTO-105 Define and Implement Storage API for ... Closed
is defined by MODFISTO-115 Define and implement budget-expense-c... Closed
is defined by MODFISTO-124 Return helpful information when store... Closed
is defined by MODFISTO-137 Return helpful information when delet... Closed
is defined by MODFISTO-165 Field "expenseClassId" must be a part... Closed
is defined by MODINVOICE-174 Update transition to Approve consider... Closed
is defined by MODINVOICE-176 Prevent the creation of a transaction... Closed
is defined by MODINVOICE-203 Update transition to Approve consider... Closed
is defined by MODINVOICE-205 Error must be returned in case of bud... Closed
is defined by MODINVOSTO-71 Update fundDistribution schema Closed
is defined by MODORDERS-406 Prevent the creation of an encumbranc... Closed
is defined by MODORDERS-437 Error must be returned in case of bud... Closed
is defined by UIF-211 CRUD expense classes in Finance settings Closed
is defined by UIF-212 Add expense classes to a budget Closed
is defined by UIF-213 Select expense class for Order & Invo... Closed
is defined by UIF-214 Display expense class information on ... Closed
is defined by UIF-227 Display expense class information on ... Closed
is defined by UIF-228 Increase granularity of finance app p... Closed
is defined by UIF-230 Display expense classes on Fund recor... Closed
is defined by UIF-240 Allowable expenditure/encumbrance dis... Closed
is defined by UIF-241 Display and filter by expense class i... Closed
is defined by UIF-244 Display error message when attempting... Closed
is defined by UIF-253 Allow user to use multiple expense cl... Closed
is defined by UIF-258 Fund view - Display encumbered and aw... Closed
Gantt End to Start
has to be done before UXPROD-2409 Limit percentage of spend by expense ... Analysis Complete
Epic Link: Managing Ledgers, Funds, Budgets, Fiscals Years and tracking associated values
Front End Estimate: XL < 15 days
Front-End Confidence factor: Low
Back End Estimate: XXXL: 30-45 days
Development Team: Thunderjet
PO Rank: 80.3
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R1
Rank: Duke (Full Sum 2021): R4
Rank: 5Colleges (Full Jul 2021): R1
Rank: FLO (MVP Sum 2020): R2
Rank: GBV (MVP Sum 2020): R1
Rank: Grand Valley (Full Sum 2021): R2
Rank: hbz (TBD): R4
Rank: MO State (MVP June 2020): R2
Rank: TAMU (MVP Jan 2021): R1
Rank: U of AL (MVP Oct 2020): R1

 Description   

Problem: Allocating money to each individual Fund can be time consuming for an administrator. Also, there are situations where administrators may not want to allocate specific amounts for direct spending as they are not certain how much these pools will require and constantly transferring and changing allocation is not practical.

Use cases:

  • Administrators may not want to allocate specific amounts for direct spending as they are not certain how much these pools will require of the total. In this case they will allocate a single amount at a higher level that can be drawn on by many "reporting" codes.
  • Librarian allocates 100 dollars to a Fund and each code can use that money to make purchases. There is no restriction on the number of codes that are spending out of the 100 dollars but once the 100 dollars is spent the codes can no longer make purchases. Split out to UXPROD-2409 Analysis Complete
  • Librarian creates a shared allocation and once of the codes spends all the money before others are able to make any purchases. More money then needs to be added to the Fund.
  • If user is spending money against a code we are able to restrict their visibility to the specific Budget from which they are spending. They can see how much they have spent and how much is left
  • Librarian creates different reporting codes for spending that are not used by the university
  • Librarian creates different reporting codes for spending and each code has a number that is passed to the AP system

Requirements:

  1. Allow administrators to create expense classes
  2. Allow administrators to add the expense classes to one or many funds
  3. Each expense class can view how much money is left within a given Fund/budget Split out to UXPROD-2409 Analysis Complete
  4. How much they have spent within a given Fund/budget
  5. Each expense class has a code/number (extention) that compliments the external account number of any fund it is assigned to
  6. Each expense class spending can be summarized as a percentage of the fund(s) it belongs to
  7. A group will summarize the expended amount associated with an expense class for all funds in that group with that class
    • Need to see the expended value at this level and percentage of total expended for the group (See example in comments)
  8. If expense class has 1 or more transactions with a fund it can not be removed in that fiscal year.
  9. Each expense class has a status within the fund of Active or inactive. Inactive types can not be used

See mockups here: https://drive.google.com/drive/u/0/folders/1f4v2kDjm_cYl-KwXL3PWzfORVhcFU8BZ

Questions:

  1. Would these need to persist year over year? Yes, user would not want to need to recreate them.
  2. Do you need to restrict expense class based on a percentage of the shared total? Split out to UXPROD-2409 Analysis Complete
  3. How does an AP system need to understand these? If the external account number lives on the Fund any spending by the expense class would count against that account. Is that problematic? Yes, the expense class should have an external account number extention that is added to the external account number and treated as a separate external account number in vouchers etc.

Grooming:
Session



 Comments   
Comment by Dennis Bridges [ 16/Jun/20 ]

Aliaksandr Pautau Here is an example of the expected group calculation. I discussed in detail with the community today. In the example, all three funds are part of Group A

Fund A
Encumbered = 5
Expended = 10
Expense type Print expended = 5 | 50%
Expense type Electronic expended = 5 | 50%

Fund B
Encumbered = 10
Expended = 20
Expense type Print expended = 20 | 100%

Fund C
Encumbered = 10
Expended = 5
Expense type Print expended = 5 | 100%

Group A
Expended for Print = 30 | 83%
Expended for Electronic = 5 | 17%

Comment by Dennis Bridges [ 17/Nov/20 ]

All issues now complete

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