Friday Feature - Rolling Back in Budget
This has been an amazing series. Literally, 12 weeks of rollback blogs!
Our last in this series is on the Finance side. Like leave processing, the budget process brings in many departments, so there are three ways to save your budget and three ways to rollback those saves.
To help manage the thousands of accounts in a school budget, Escape Online uses Budget Models. Each model contains “copies” of the actual account records. In this way, you can budget, revise and revise again without affecting actual account balances. This "master copy," created in the Budget Management activity, allows you to perform mass changes upon the budget, like increasing by an amount or a percentage or loading or importing from other models or spreadsheets. And, of course, you can rollback one of the mass changes, which returns all base-year budget accounts to the amounts before the change was applied. The Rollback task is available on the Model History tab.
Some processes have natural "stopping" points, like when all Principals have entered their information or Human Resources is done with next year's changes. Escape Online allows you to save a “version” of the budget, which takes a “picture” all the account amounts at that time. And, of course, you can rollback changes to a given version of a model, which returns all budget account records to the amounts when the version was saved. Both the Save and Rollback tasks for versions are available on the Versions tab of the Budget Model.
Looking at a budget model is a great way to get a summary of what is going on, but you also need access to the detail. In Escape Online, the detail is handled in the Budget Entry activity, where you can let Principals and other stakeholders make manual changes to individual budget accounts. And, again, we provide a rollback. This one is a little different, though.
Based on customer feedback, rolling back amounts really needs to be done by power-users. So, the rollback feature is restricted to Fiscal users in the Budget Management activity, where they can open the account change history record and use the "Copy Change Level to Current" from the Task menu, which returns the budget amount to the change record selected.