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serverId01505d01-b853-3c2e-90f1-ee9b165564fc
keyUXPROD-2899

Problem(s):

  1. Fiscal year rollover can not be "undone"
  2. Fiscal year rollover errors can be complex and difficult, if even possible to correct

Use Cases & Requirements:

RequirementStatusUse cases

Allow user to generate a rollover report that will tell the user what errors may occur if rolling over with current data

Status
colourGreen
titleVERIFIED

  • In preparation for rollover the library will run a report to catch any errors that may occur so they can be dealt with before the rollover is officially executed.
Allow user to run a rollover "preview" that will show a user the result of rolling over with existing settings

Status
colourGreen
titleVERIFIED

  • In preparation for rollover the library will run a report to catch any errors that may occur on account of the rollover settings that are being used, so they can be adjusted before the current fiscal year ends.
Allow user to run rollover "Test" more than once if desired

Status
colourGreen
titleVerified

  • Library will always test rollover to make sure there are no surprises. Rollover may be tested more than once.
Allow user to easily obtain an export of the current years data during rollover process

Status
colourGreen
titleVerified

  • When rolling over the system should provide a copy of the closing years budgets (Current state at end of year). This is used  as a reference to help verify the results of the rollover


Proposed workflow:



Functionality Potentially Impacted by Changes:

Functional area

Records

Potential impact

Suggested Regression Testing




Questions:

Question

Status

Conclusion

Comments

Can 2 or more users run rollover preview at the same time? What behavior is expected?

Status
open
colourBlueGreen
titleRESOLVED

Only one user at the same time. The 2nd user should see a warning/notification message
Does one need to keep a history of all rollover preview runs? If yes, how long?

Status
colourBluetitleopenGreen
titleRESOLVED

Async operation - once started, the preview rollover will be executed on back-end, and the result will be available in history

Rollover setting is to be stored as well together with the results in order to enable/simplify further analysis

1 year is the max period for storing

All the data are stored in DB, and CSV can be generated via UI (as it's currently used in Acquisition app)

(warning) The question about the scope form Mikita

One of the option is not to have the history on UI but just provide an ability to download the file for the most recent rollover preview


How does the user user the preview is done? - E.g., by email

(warning) Try 2 options and estimates them


Does one need to support rollover preview not only for finances, but also for transactions and orders?

Status
colourBlueGreen
titleopenRESOLVED

Unpaid invoices - it's just a prerequisite for preview

In fact, it's required to test the logic of budget_encumbrances_rollover.sql


Need to map all the columns in Export file example (see Miro board) with data available in mod- finance

Status
colourBlueGreen
titleopenRESOLVED

All the mentioned data is required in final export file.

I have done some mapping of the columns with fields of Budget record (see https://github.com/folio-org/acq-models/blob/13072225f182e5d88a8811aabcfd55bb497e78aa/mod-finance/schemas/budget.json)

  1. Mapped fields are marked with (plus)
  2. Some of the fields, though mapped, are readonly in the schema; this means that the data in the fields is calculated in real time; they are marked with (warning)
  3. Some of the fields remained unmapped

Image Removed

Proposed Implementation Details:

  • Current scheme for rollover records - add a column/flag to mark every rollover if it is a real or a preview one - this will also keep the history of completed previews
  • mod-finance-storage-master\src\main\resources\templates\db_scripts\budget_encumbrances_rollover.sql - make this script parameterizable; pass a real/preview flag as the input parameter; use different tables depending on the flag value. This will allow not to duplicate the SQL script, but to use the same script for both the real rollover and the preview, and thereby get the correct results for the preview.
    • Add another table to store preview data, including Export budget and errors that have occurred; data from this table can then be exported to any convenient format or displayed on the UI

    Dennis Bridges 

    Report with Unpaid invoices should be generated for Ledger or include all Unpaid invoice?

    Status
    colourGreen
    titleRESOLVED

    		All

    Dennis Bridges Can we provide in the email just link on Folio page with export downloading link?

    Status
    colourGreen
    titleRESOLVED

    		Provide link to FOLIO page

    Dennis Bridges Do we need to show Ledger Rollover Preview progress as for Rollover?

    Status
    colourGreen
    titleRESOLVED

    		Just show Status "In progress" or "Complete"

    Image Added

    Proposed Implementation Details:

    Preview Ledger Fiscal Year Rollover#SolutionDesign

    Work Breakdown Structure:

    Features:


    UI Stories


    MOD Stories

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