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Allow User to generate a preview of fiscal year rollover

Allow User to generate a preview of fiscal year rollover

UXPROD-2899 - Ability to generate a fiscal year rollover "preview" Closed

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

VERIFIED

  • 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

VERIFIED

  • 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

VERIFIED

  • 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

VERIFIED

  • 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?

RESOLVED

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?

RESOLVED

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?

RESOLVED

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

RESOLVED

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

Dennis Bridges 

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

RESOLVED

All

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

RESOLVED

Provide link to FOLIO page

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

RESOLVED

Just show Status "In progress" or "Complete"

Proposed Implementation Details:

Preview Ledger Fiscal Year Rollover#SolutionDesign

Work Breakdown Structure:

Features:


UI Stories


MOD Stories

Key Summary T Created Updated Due Assignee Reporter P Status Resolution
MODFISTO-351 Provide expense class details in Ledger Rollover Budgets API response Story 30/Sep/22 7:24 AM 28/May/24 2:48 PM Dennis Bridges Serhii_Nosko P3 Closed Done
MODFISTO-338 Update planned budget status to active during FY rollover Story 12/Jul/22 3:07 PM 16/Sep/22 2:59 PM Dennis Bridges Dennis Bridges P3 Closed Done
MODFISTO-335 Implement sending email and include it in the preview ledger rollover flow Story 28/Jun/22 12:12 PM 07/Nov/22 12:34 PM Dennis Bridges Andrei Makaranka P3 Closed Done
MODFISTO-327 Replace unique index in the table "ledger_fiscal_year_rollover" with uniqueness logic in the code Story 08/Jul/22 12:51 PM 16/Sep/22 2:58 PM Dennis Bridges Andrei Makaranka P3 Closed Done
MODFISTO-323 Update ledger rollover SQL script with preview rollover logic and store results in the preview rollover table Story 22/Jun/22 8:20 AM 20/Sep/22 5:42 AM Serhii_Nosko Andrei Makaranka P3 Closed Done
MODFISTO-322 Spike : Implement POC with storing preview result in the temporary tables and after that upload results in the preview rollover table Story 22/Jun/22 8:10 AM 05/Sep/22 3:21 PM Serhii_Nosko Andrei Makaranka P3 Closed Done
MODFISTO-320 Define and implement Storage API : Ledger Rollover Budgets Story 22/Jun/22 6:12 AM 19/Sep/22 10:34 AM Khamidulla Abdulkhakimov Andrei Makaranka P3 Closed Done
MODFISTO-319 Define schemas and table for storing generated Budgets and schema for showing rollover logs Story 22/Jun/22 6:10 AM 08/Aug/22 1:10 PM Andrei Makaranka Andrei Makaranka P3 Closed Done
MODFISTO-318 Implement Preview rollover flow and update budgets with all calculated amounts Story 15/Jun/22 7:39 AM 03/Oct/22 9:52 PM Dennis Bridges Andrei Makaranka P3 Closed Done
MODFISTO-205 Improve rollover error handling Story 24/Dec/20 8:36 AM 28/Jun/22 10:23 AM Andrei Makaranka Aliaksandr Pautau P3 Closed Won't Do
MODFIN-277 Add support to filter by ledger for Rollover Logs API Story 27/Sep/22 6:53 AM 05/Oct/22 3:00 PM Serhii_Nosko Serhii_Nosko P3 Closed Done
MODFIN-270 Define and implement Business API : Ledger Rollover Logs Story 31/Aug/22 12:04 PM 26/Sep/22 9:08 AM Serhii_Nosko Serhii_Nosko P3 Closed Done
MODFIN-258 Spike : To gain knowledge about mod-email and implement example with usage email sending Story 28/Jun/22 12:18 PM 22/Jul/22 11:13 AM Serhii_Nosko Andrei Makaranka P3 Closed Done
MODFIN-256 Define and implement Business API : Ledger Rollover Budgets Story 22/Jun/22 6:13 AM 03/Oct/22 9:52 PM Dennis Bridges Andrei Makaranka P3 Closed Done

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