Friday Feature - Assignments and Calendars

As part of next year's budgeting process, you need to set up next year's assignments and calendars so that you can include position control in your budget. One of the nice features of Escape Online is the cascading logic. This is especially helpful when it comes to calendars and assignments. Let's take a look.

Escape Online calendars load into assignments automatically, making the process of defining a calendar for an assignment easy!

Escape Online calendars load into assignments automatically, making the process of defining a calendar for an assignment easy!

First, about four years ago, I wrote a Friday Feature about copying calendars. If you haven't read, it, now is a good time. What I didn't mention in that Friday Feature was that while calendars need to be created for each fiscal year, there is much you can do to make the process easy.

  1. Use a naming standard that does not include fiscal year. This way you can enter the name of the calendar in all job category and class records only once, copying from one year to the next.
  2. Use the copy column to automate the changing of dates.
  3. Re-initiate pay.

It is that last step (re-initiate pay) that is truly magic. When it comes to calendars and assignments, what the Initiate Pay activity does is copy those calendar changes down to the job category/class, which is then used by the assignment.

Why is this magic? Let's use a common scenario. Say that you find out that you need to add an unpaid day to the Teacher calendar. and you have 525 teachers. That seems like it would be a lot of work. But, here's all it takes in Escape Online.

  1. Add the unpaid day to the Teacher calendar.
  2. Initiate pay. (One step or automated! Check out the Initiate Pay blog.)
  3. Reload salaries into budget. (Stay tuned for next week's Friday Feature about this!)

Three steps, instead of 525! This means that while you are setting up your budget, you can keep changing the calendars and quickly populate your budget with the updated salaries. Yes, indeed, that's budget magic!