Budget roll functionality comes in four different types. The first three of those are accomplished with this chain job. Mode 1 will create new zero dollar budget lines in a target year based on the lines that exist in a source year. This mode is often used with revenue budgets where no estimation is done, but Presence Control is desired. Mode 2 will create new budget lines in a target year based on the lines that exist in a source year with a line amount equal to one of the budget amounts in that source year. Mode 2 is often done as part of a budget preparation task. If a manageable number of budget lines should change from the source year, then automatic submission of Mode 2 documents can be delayed until users have adjusted amounts on those lines. Mode 3 will take unused budget authority, indicated by a budget amount specified for selection, from a source year line and transfer it to a line in the target year. This mode is often used for continuing budgets that are not defined by the multi-year 9999, but are a combination of single year budget lines.
The chain uses documents created in an XML format to perform these actions. Reporting on documents that submitted successfully and those that failed is done in two different reports. Additionally, each mode has the ability to crosswalk COA values from the source year to different values in the target year to accommodate reorganizations and other COA changes that occur between years.
For detailed information on the job (such as when to run, input, output, and process parameters) refer to the associated run sheet in the CGI Advantage Financial - Budgeting Run Sheets guide.
Carefully review the options on the PBRP table and become familiar with the run sheet for Budget Roll.
Run your PBRP record through budget roll as report only to verify you have established selection criteria accurately to achieve your desired results.
If any budget document fails to load, it will be written as an XML file to the Import/Export Error directory. If changes to that XML file are made or online options changed to allow the loading of those that failed, you should move the file to the Import/Export directory and run a System Maintenance Utility job to load those documents.
System activity by users should be prohibited when running a budget roll.
New Year Table Initialization should have been run and verified before a budget roll.
Ensure your Automatic Document Numbering entry that will be selected based on PBRP values is present and set properly to generate numbers as desired.
Choose proper block size values and number of processors to be used that match your application configuration for optimum performance.
Make use of the Document Break choice on the PBRP table for efficient document creation and processing. For example, using the All Budget Lines for an Appropriation to 1 Document choice with a budget structure that contains Appropriation as a key field to the 1st budget level and an appropriation can only be used once at that level within a budget fiscal year (sample edit put in place to mimic standard budget functionality of prior applications), would result in budget documents with a minimal number of level 1 lines. The choice of Budget Line to 1 Document would not be a good choice in this scenario because the same level 1 line would exist on multiple documents. Conversely, choosing the All Budget Lines for a Department to 1 Document may produce budget documents that contain more lines than acceptable for processing.
When running budget roll in any mode, be sure that setup on tables such as Document Control ( DCTRL) and Budget Fiscal Year Staging allow for the budget activity to occur without errors.
Approvals will be bypassed and overrides will be automatically applied as part of the load of budget documents, unless you make custom adjustments to the BRLoad.txt file to not perform these actions. They are in place to ensure that the budget documents do not enter workflow like manually created budget documents and do not reject for overrideable errors. Because the Bypass Approval action is controlled for a document code on DCTRL with the Approval Override Allowed flag, the budget document code used in a roll must have the flag checked before running the roll. If it is not normally checked, it should be unchecked when done.
The fields on the PBRP table for Document Record Date, Source Fiscal Year, Target Fiscal Year, Source Accounting Period, and Target Accounting Period are very useful when the defaults from the Application Date are not desired when a budget roll is performed. However, values from these fields may violate normal production constraints from the DCTRL table for future and past dating. Be sure you will not be violating any of those rules. If so, then make changes to DCTRL that will be reversed when the roll is complete.
Review the exception report when the chain is completed to verify all documents created did submit successfully.