| Requirement | Status | Use cases |
|---|
| Library must be able to edit budget allocations in batch | | Administrator does not have allocation numbers for the new fiscal year at time of rollover. After rollover is completed the librarian needs to allocate money to all budgets in the new fiscal year. User downloads all budgets so they have a full picture of all funds on a particular ledger. Then updates numbers in spreadsheet and uploads all numbers to update values in Finances |
| Batch fund updates need to account for multiple FYs, not just current FY | | Library may want to upload budget numbers for planned budgets for the coming year. This would require us to have the ability to choose what fiscal year we are adding the budget information to. |
| Changes in current allocations need to be tracked and logged | | Mid fiscal year it is sometimes necessary to make updates to budget allocations. To do this we would export budgets and make changes to the necessary budgets. Uploading these changes would result in increases or decreases in allocation for the budget that were changed |
| When changes are made to fund allocations, encumbrances and available balances need to be updated | | Librarian 1 uploads a spreadsheet to update fund allocations near the end of the FY to allow for certain purchases to be made. Librarian 2 views fund information shortly thereafter to confirm available balances. Librarian 2 should see updated balances and transactions immediately (or as soon as is practical, based on load and processing time). |
| User must be able to review the result of allocation changes before committing them | | User needs to confirm the change in allocation numbers will still add up correctly. Librarian will compare current budget numbers to the budget numbers after their changes before updating budgets permanently so they do not need to create additional transactions just to correct mistakes. |
| User should be able to edit values from a downloaded CSV file and re-upload without changing columns, formats or labels | | Librarian downloads all budgets in order to update funds on a particular ledger. Then the librarian updates the numbers in that spreadsheet and uploads all numbers to update values. (Download format and upload format match). |
| Library must be able to export funds for ingest into AP system | | LSP is the "source of truth" for funds allocated and balances. The library needs to be able to export funds in text format in order to create or update funds within the AP system |