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Some libraries need the ability to update funds via spreadsheet rather than within the UI. This is particularly relevant for libraries with a large number of funds requiring simultaneous update.

Requirements and use cases

Questions

• What fields should be editable via csv update?

  • Initial allocation, increase, decrease, status (fund and budget), allowable encumbrance, allowable expenditure

    • Should total funding be editable?

      • No. Total funding should always be a calculated value for audit purposes

  • Budgetname can be edited to account for any valid FY (i.e. any FY that has been created in the system, whether it is active or not.)

• What fields should be included in the spreadsheet?

  • Fund name, fund code, status (fund), group (code), acq unit, ext account number, budget name, status, allowable encumbrance, allowable expenditure, Initial allocation, increase, decrease

    • Should total funding be included?

    • Should we include UUIDs or should that be a BE lookup on load?

• How should changes in allocation be recorded (for audit trail purposes)?

• What should happen if a change in allocation results in a budget being overspent?

• Should increase/decrease be total/aggregate increase/decrease or additional increase/decrease?

  • Example: Initial allocation is $10,000. A prior adjustment of +$1000 is present. If another $1000 adjustment is to be made, should the uploaded spreadsheet have a $1000 or a $2000 adjustment?

    • If $1000, then the initial spreadsheet should include increase/decrease fields, but they should be blank

• What is the expected audit behavior if total funding is editable?

  • Do we treat as replacement initial allocation or as increase/decrease? Most likely increase/decrease

• Should an error in one line cause the entire batch to fail?

• How many warnings do we need to include that this can really mess things up if you’re not paying attention?

• Do we want to allow creation of budgets with negative allocations? Do we want to allow adjustments to allow budgets to have negative allocations?

Proposed flow:

• Authorized user selects a Ledger or Group

• User clicks Actions → Export budget template

  • Prompt: Select Fiscal Year (Available FYs limited to current FY, future FYs that exist and past FYs that have open budgets)

  • Budget template downloads with FY, Ledger, Group and Fund details pre-populated and financial details NOT pre-populated

  • UUIDs for existing budgets should be included

  • Line item should exist for each fund associated with the chosen ledger or group

• User fills out spreadsheet

  • Fillable spaces: increase allocation, decrease allocation, allowable encumbrance (percent), allowable expenditure (percent), fund status (active or inactive)

• User clicks Actions → Import budget

  • CSV is uploaded to FOLIO

  • FOLIO checks for UUID match on budget

    • If present, allocation is increased or decreased

    • If NOT present, FOLIO checks for UUID matches on Fund and FY

    • FOLIO creates a new budget based on Fund and FY

    • FOLIO sets value in increase box as initial allocation

    • FOLIO rejects new budgets with negative allocations

    • All changes are associated with the user carrying out the upload

    • Any errors will cause the entire upload to be rejected

  • When processed, a preview screen will open, showing a list of new values associated with changes. Preview screen will have “commit” and “cancel” buttons.

  • When user clicks “commit”, the uploaded data will overwrite the existing data.

Miro board: