Loading Position Allocation Information

Does not apply to the Employee budget detail

Before loading, ensure entries for all account segments or chart fields used in allocations exist in the appropriate Smart Lists (Account_List, Entity_List, Fund_List, Program_List, and Project_List, for example).

To load allocations to positions:

Identify the member and entry names associated with position and allocation-related Smart Lists. See Frequently Used Public Sector Planning and Budgeting Smart Lists.
Create a file in a tool such as Microsoft Excel. Note: Although you can use a text editor, it is best to use a spreadsheet program to customize the sample code, because some text editors may not maintain the necessary line breaks.

Copy and paste this code into the file:

Budget Item,Data Load Cube Name,Point-of-View,Account Segment,Entity Segment,Fund Segment, Program Segment, Project Segment,Percentage Allocation,Allocation Start Date,Allocation End Date

<LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,y_arts,No Year,Vacancy,Instructor",A130,Bst_Pr_Rec,res10,class_8,Proj_10,35,06-01-2012,10-15-2012
<LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,y_arts,No Year,Vacancy,Instructor",A130,Bst_Pr_Rec,srp001,class_8,Proj_10,65,06-01-2012,
10-15-2012

Customize the data in the Point-of-View column. For example, replace y_arts and Instructor with your specific entity and position.
Note:
For the Employee budget detail, replace Position with Job Code.
Replace all other sample data with your employee and allocation data.
Specify the different General Ledger account segments or chart fields used in the allocation, the percentage for each allocation, and when the allocations apply.
Example: You want to load two allocations to finance the Instructor of a Summer/Fall painting program (pnt_4) at the Youth Arts office (y_arts) in a Boston recreation center. The allocations use the same Entity segment for the municipal Boston Parks and Recreation Department (Bst_Pr_Rec), Account segment (11001), and program segment (class_8). The first allocations is for 35% from the reserved fund (res10), begins on June 1, 2012, and ends October 15, 2012. The second allocation is for 65% from the surplus fund (srp001), begins June 1, 2012, and ends October 15, 2012
To load the allocations, modify the code as follows to identify the different General Ledger account segments, allocation percentages, and dates:
```
<LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,y_arts,No Year,Vacancy,Instructor",A130,Bst_Pr_Rec,res10,
class_8,Proj_10,35,06-01-2012,10-15-2012
<LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,y_arts,No Year,Vacancy,Instructor",A130,Bst_Pr_Rec,srp001,class_8,
Proj_10,65,06-01-2012,10-15-2012
```
Save the file in CSV file.
Perform a test run of the file. See Testing Load Files.
In the application, ensure that the allocations loaded correctly. See Verifying Data Loads.
After verifying the file, run it in production. See Running Load Files .