Stage 1 – Initial Preparations

This stage varies heavily depending on site configuration. Many sites have provided GoWSI with direct database access to their payroll and HR systems. Clients with direct data access will have their imports already configured to work with GoWSI’s standard parameters but you will need to consult your internal process manual to determine if any additional parameters need to be change for import success.

Other sites rely on data and report extracts from their source systems. These reports will need to be generated and placed in the expected import folder location. It is absolutely imperative that the column names be identical to the previous year’s import and that file formats be consistent. Please consult your internal process manual to determine if any additional system parameters need to be changed in order to point GoWSI’s ETL tool to the correct new files.

Stage 2 – Year, Budget Versions, and System Parameters

In this stage you will enable the necessary code table entries to create your new year. This stage takes place entirely inside Code Table Maintenance. Do not fill in the service area dropdown. There are duplicate table names in the Code Tables dropdown, you can pick the first one of a series you see.

1. Load the Fiscal Years

   

2. Find the year that you want to enable and uncheck the Inactive

   

3. Load the Budget Version

   

4. GoWSI has created a number of default budget versions for your use. You can either find the existing budget year you want to enable and uncheck the Inactive column or you can create a new entry using the other rows as a template.

   

5. Save, then scroll further and check the ‘Include Mat Refresh?’ column so that the budget version will flow through to materialized reporting.

   

6. Load the Salary Budget Version table

   

7. There are three columns to worry about in this table.

   
   A. The Inactive column should be unchecked. You will need to do this first and save the line.
   B. The Budget Version column should point to the version you created in the Budget Version. If you are using the Worldsoft-created versions this will already be correct.
   C. The Download Date column should be set to the date the extracts were run on if importing reports or to today’s date if importing via direct data access.
   

8. Load the System Parameters.
   

   

9. You are looking for the following parameters under the Code column and changed in the Value column (click in the Value cell to get a dropdown where available):

7. 1. bud_bver_id – select your targeted Budget Version
   2. bud_sver_id – select your targeted Salary Budget Version
   3. bud_sver_id_py – select the Salary Budget Version you’d like the system to treat as the default comparison year
   4. current_fiscal_year – this should be set to the fiscal year prior to the budget you’re opening, typically this will be the current fiscal year; check your internal process manual if your site configures this parameter differently

Your internal process manual will indicate if there are any additional system parameters to adjust.

Stage 3 – Accounting Periods and General Ledger Copy

In this stage we’re ensuring that the pay period to GL period mapping is correct and creating your General Ledger Budget’s opening balance. All of these steps take place under the Budget Manager menu.

1. Start by going into the GL Budget Accounting Periods. (If you are on version 1.2.0.1 or earlier this will instead be the Account Period tab in the GL Budget Utilities.)

   

2. Pick the year that you want to change from the Fiscal Year

   

3. Adjust the second Pay Period entry to the correct starting date for the new Fiscal Year.

   

4. Press the Refresh Calculations button followed by the Save All

   

5. Enter the GL Budget Utilities.

   

6. Select the Clone Source to Target Version Utility.
   

   

   Set Budget Version to your previous budget, Target Budget Version to the new budget, and then click Clone Source to Target Version.
   

   

   
   

7. Select Base Load Budget From Prior Version. You will be running this utility twice.
   

   

   Note, this utility may result in duplicate or odd entries if your Secondary Account Is Salary/Is GL Budget coding is incorrect.
   For both runs Source Version should be set to your most recently completed budget and Target Version should be set to the new budget.

   

   
   A.The first run is to create your opening non-compensation records.
   – Target Source Type should be set to a source type that identifies these lines as GL Budget. We recommend ID7 – GLBUDGET.
   – Is Salary Budget should be unchecked.
   – Is GL Budget should be checked.
   – Click Base Load Budget From Prior Version to execute the utility.

   
   
   B. The second run is to create your opening compensation records. This will bring forward compensation accounts from the prior year and will create offset adjustments automatically.
   – Target Source Type should be set to a source type that identifies these lines as opening Salary Budget. We recommend ID8 – PAYBUDGET.
   – Is Salary Budget should be checked.
   – Is GL Budget should be unchecked.
   – Click Base Load Budget From Prior Version to execute the utility.

   

Stage 4 – Rolling Over the Salary Module

In this stage you’ll be bringing new salary information into the staging area of your database, duplicating a prior salary budget version, merging the new results and executing the utilities that help the system determine how to roll over allocations in order to minimize your post transfer work.

Prior to running these steps please check your internal process manual to see if there are any additional Process Schedules that need to be executed. If you have notes on a pre-load for demographics or benefits run these schedules now and review the translation tables they update. Also remember to check your internal process manual for any system parameters that need changing in order for these imports to function correctly.

1. Head into the Process Scheduler.

   

2. Scroll down until you find a series of imports related to the new year process. The imports shown here are GoWSI’s standard names for the processes, Sequence or ID numbers may be different for your site.

   

3. To trigger a Batch Profile you will:
   1. Select the line you want to run.
   2. Head into the B: Schedules
   3. Click the Create Once Schedule This will create a new scheduled line.

      

   4. If you are not configured to receive an email once the schedule completes you will need to hit the Refresh button intermittently to see the current status.

      

   5. Your status messages are as follows:
      1. Hourglass – the process is scheduled to run. If sixty seconds have elapsed, you’ve pressed the Refresh button to confirm, and no other jobs are presently running, it’s possible your Job Runner has hung and GoWSI will need to be contacted.
      2. Running Figure – the process is currently executing on the server.
      3. Green Thumbs Up – the process has completed successfully, you may continue.
      4. Red Thumbs Down – the process has failed. Proceed to the troubleshooting guide for process queue failure.

4. Run the following processes, in order:
   1. Import Demographics
   2. Load Missing Code tables entries
   3. Import Benefits to staging

4. At this point, it will be prudent to review the Employee Classification code table (Administration -> Code Table Maintenance) for any new employee classes with a Group Code of ‘NOTCODED’. You will need to create new group codes in the B: Employee Class Groups tab and assign them as needed.
5. Head into the Salary Budget Utilities.

   

6. Select Copy Salary Version from the Salary Version Utilities.
   

   

   Set the Source Budget Version to your previous budget, the Target Budget Version to the new Salary Budget Version, uncheck All Tables, and hit Copy Salary Version.
   

   

7. Select Update Salary Master from Staging.

   

   Make sure the Salary Budget Version is correct. If your organization is using unique position numbers for records, check User Position Number. Click Update Salary Master From Staging.
   

   

8. Return to the Process Scheduler and execute the following schedules:
   1. Import missing salary records (after copy)
   2. Salary Grid and Cross Reference
9. Return to the Salary Budget Utilities. Select Run New Year Processes.
   

   

   Make sure the Salary Budget Version and Use Position Number values are correct, then click Run New Year Processes.
   

   

10. Select Salary Version Rollover.
    

    

    Set the correct Source Salary Budget Version, Target Salary Budget Version, and then hit Salary Version Rollover.
    

    

11. Select Salary Version Balance Adjustments.
    

    

    Set the correct Source Salary Budget Version, Target Salary Budget Version, and then hit Salary Version Balance Adjustments.
    

    

12. Under Version Utilities, select the Delete Benefits Before Year End utility.

    

    Set the correct Salary Budget Version and then run Delete Benefits Before Year End (Before Data Import).
    

    

13. Return to the Process Scheduler and execute the following schedules:
    1. Benefits Load to production (after deleting)
       

Stage 5 – Additional Things to Review Before You Calculate the Budget

1. Review the Days In Period distribution code.
   • Head into Distribution and Assignments.

     

   • In the B: Distributions tab you should be able to find a Distribution Code that handles distribution by days in period. By default, GoWSI names this ‘DIP’. Select this line. You can ignore any codes that follow the pattern ‘DIP_yyyy_WS_xxx’ as those are system generated and do not need to be adjusted.

     

   • On the bottom screen set the Fiscal Year to the new budget’s year and start by reviewing the ‘General Ledger’ Period Type.
     • Amount represents number of days. Only February may need to be adjusted.
     • Hit Calculate Percentages after you’re done.

       

   • Change Period Type to ‘Pay Period’.
     • Amount represents number of days. You will need to alter Period 1 and 27.
     • Hit Calculate Percentages after you’re done.

2. Code Table Maintenance -> Code Table ‘Employee Classification’.
   1. Make sure all Production Type values are set.
3. If you are setting up a leap year, or if you have just copied from a leap year, the following code tables in Code Table Maintenance will need to be reviewed for annual hours totals:
   1. Profile Master – ensure total number of Hours per profile is accurate, click Calculate Percentages after any adjustments.
   2. Worksheet Items Code Table Detail – only for those members of Sequence Group ‘A – Shift Codes’, adjust # Weeks to reflect the length of the year being budgeted.
   3. Group Roles – adjust Hours / FTE as needed.
4. In Administration -> Process Scheduler, look for any process queues you use that are hard coded to a specific year. In the bottom grid adjust Command Parameters (double-click on the cell) as needed. Note, if you click on a line and Dynamic Formula Parameters are filled in the process has likely already adjusted to the new year.
5. In Budget Manager -> GL Budget Utilities, you may wish to use Assign Distribution and Calculate Distribution on the current Budget Version.
6. Depending on your site configuration certain reports in Reporting -> Report Writer may need to be adjusted. This primarily occurs with reports that pull from multiple budget years.

Stage 6 – Complete

You have finished rolling over the budget. Please recalculate the GL and Salary budgets with whatever process schedule your internal process manual tells you to run.