Enable institutions to execute a Fiscal Year end and rollover necessary budgets and other financial objects (UXPROD-1149)

[UXPROD-772] Rollover Encumbrances into the next Fiscal Year Created: 30/May/18  Updated: 17/Mar/22  Resolved: 30/Apr/21

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: R1 2021
Parent: Enable institutions to execute a Fiscal Year end and rollover necessary budgets and other financial objects

Type: New Feature Priority: P3
Reporter: Dennis Bridges Assignee: Dennis Bridges
Resolution: Done Votes: 0
Labels: Q3fromQ2, acquisitions, finances, orders, po-mvp, round_iv, transactions
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Defines
is defined by UIF-290 Cannot create fiscal year Closed
is defined by MODFISTO-217 When not checking Rollover or Availab... Closed
is defined by MODFISTO-221 Rollover budget ignores expense class... Closed
is defined by MODFISTO-225 The lost/extra penny when creating en... Closed
is defined by UIF-279 Add Rollover confirmation modal so us... Closed
is defined by MODFIN-100 Factor Fiscal year into Ledger summar... Closed
is defined by MODFIN-155 Protect begin fiscal rollover with se... Closed
is defined by MODFIN-157 Define business API for the ledger fi... Closed
is defined by MODFIN-158 Define business API for retrieving ro... Closed
is defined by MODFIN-162 Define business API for starting buil... Closed
is defined by MODFISTO-157 Spike : Check that it is possible to ... Closed
is defined by MODFISTO-163 Define storage API for the ledger fis... Closed
is defined by MODFISTO-164 Define model and schema of the fisca... Closed
is defined by MODFISTO-167 Add ledger fiscal year rollover logic Closed
is defined by MODFISTO-168 Define storage API for retrieving rol... Closed
is defined by MODFISTO-169 Spike : Investigate approach for the ... Closed
is defined by MODFISTO-170 Monitor rollover progress from Postgr... Closed
is defined by MODFISTO-174 Define model and schema for the progr... Closed
is defined by MODFISTO-175 Define model and schema for the error... Closed
is defined by MODFISTO-177 Create migration script for setting i... Closed
is defined by MODFISTO-192 Define Rollover transfer transactionType Closed
is defined by MODFISTO-194 Add order status to encumbrance schema Closed
is defined by MODFISTO-196 Restrict rollover deletion for not co... Closed
is defined by MODFISTO-218 "Purchase order was not loaded" error Closed
is defined by MODFISTO-222 Budget created for inactive fund Closed
is defined by MODFISTO-224 Calculate transaction amount based on... Closed
is defined by MODORDERS-438 Define re-encumber and rollover order... Closed
is defined by MODORDERS-439 Implement re-encumber orders logic Closed
is defined by MODORDERS-440 Implement re-encumbered order line logic Closed
is defined by MODORDERS-463 Change encumbrance orderStatus when w... Closed
is defined by MODORDERS-464 Implement rollover orders logic Closed
is defined by MODORDERS-465 Implement order rollover status logic... Closed
is defined by MODORDERS-478 Total encumbered for PO showing more ... Closed
is defined by MODORDERS-479 Update fundDistributions during order... Closed
is defined by MODORDERS-480 Create encumbrances based on fundDist... Closed
is defined by MODORDSTOR-116 Use cross-index subqueries instead of... Closed
is defined by MODORDSTOR-184 Add fields to orders schemes needs fo... Closed
is defined by MODORDSTOR-187 Create migration script for setting i... Closed
is defined by UIF-254 Set Fiscal year detail during fiscal ... Closed
is defined by UIF-282 Add label to transaction type "Rollov... Closed
is defined by UIOR-658 Use "Total expended" and "Total encum... Closed
Relates
relates to MODFISTO-181 Move allocated logic from trigger to ... Closed
relates to UXPROD-1144 Managing Ledgers, Funds, Budgets, Fis... Closed
relates to UXPROD-1149 Enable institutions to execute a Fisc... Closed
relates to UIF-168 Begin fiscal year rollover for a Ledger Closed
relates to UIF-170 Set encumbrance detail for fiscal yea... Closed
relates to UIF-171 Execute fiscal year rollover Closed
relates to UIF-237 Display fiscal year rollover progress Closed
relates to UIF-238 Display fiscal year rollover error me... Closed
relates to UIOR-644 Add Update encumbrances order action Closed
Epic Link: Enable institutions to execute a Fiscal Year end and rollover necessary budgets and other financial objects
Analysis Estimate: Small < 3 days
Front End Estimate: XL < 15 days
Front-End Confidence factor: Medium
Back End Estimate: XXL < 30 days
Estimation Notes and Assumptions: Additional question may come up but the majority of the backend implementation has now been defined so we consider this a reasonable estimate.
Development Team: Thunderjet
PO Rank: 79.5
Rank: Chalmers (Impl Aut 2019): R5
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R1
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R1
Rank: FLO (MVP Sum 2020): R1
Rank: GBV (MVP Sum 2020): R1
Rank: hbz (TBD): R1
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R2
Rank: Leipzig (Full TBD): R1
Rank: Leipzig (ERM Aut 2019): R1
Rank: MO State (MVP June 2020): R1
Rank: TAMU (MVP Jan 2021): R2
Rank: U of AL (MVP Oct 2020): R1

 Description   

Overview: In order to start the next fiscal year the user must be able to transfer or close outstanding encumbrances for orders that have not yet been resolved. This is generally done based on order type.

Use cases:

  • Library has ongoing orders that must be re-encumbered in the upcoming fiscal year. The library will want to encumber money next year based on what was spent in the current year and potentially increase it by a specific percentage.
  • Library has ongoing orders that must be re-encumbered in the upcoming fiscal year. The library will want to encumber money differently for continuations that for subscription orders. Increasing them by different percentages.
  • Library has one-time orders that could not be close and must be re-encumbered in the upcoming fiscal year. The method of encumbrance may differ from that of on-going orders. For one-time orders the library would rollover remaining encumbrances.
  • Library will want to release all remaining encumbrances in the fiscal year that is being closed? no they will not according to small group

High-Level Requirements:

  • Create new encumbrances for the coming fiscal year without affecting monies that have already been expended against the current encumbrance
  • Update encumbrance values according to rollover settings for order type
  • Track the amount expended against this encumbrance so next years encumbered value can be based on the amount spent in the previous year
  • Preserve the current encumbrance value if there is any remaining at rollover
  • Note the FY currency could be different from one FY to the next? This will be considered under a separate feature
  • Note the exchange rate may need to be applied to obtain the value of the encumbrance for the next fiscal year if the order was in a foreign currency.
  • Ability to run a rollover "preview" that will tell the user what they should fix before rollover to avoid errors This is a substantial feature that should be implemented separately

Design: https://drive.google.com/drive/u/0/folders/1OGnJNiNVgm6c6qifjDf-ZXnAhlv54JTV

Back-end Design : https://folio-org.atlassian.net/wiki/display/DD/Fiscal+year+rollover

Grooming:
Session 1
Session 2
Session 3 (Q&A)
Session 4 (FY discussion)
Session 5 (model, schema, storage api)
Session 6 (Q&A)



 Comments   
Comment by Kristin Martin [ 13/Jun/19 ]

Is this the same as UXPROD-202 Closed ? Could these be merged? If not, please clarify how they are different.

Comment by Dennis Bridges [ 04/May/20 ]

Due to its lower priority this has been shifted to the Iris release. Analysis has confirmed there there will be more BE work than can be completed in Q3 in order to finish this feature.

Comment by Dennis Bridges [ 30/Apr/21 ]

All issue resolved and tested in bugfest-iris.

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