Before loading, ensure entries for all account segments or chart fields for the employee allocations exist in the appropriate Smart Lists (Account_List, Entity_List, Fund_List, Program_List, and Project_List, for example).
To load allocations to employees:
Identify the member and entry names associated with employee 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,Entity1,No Year,Employee1,Position1",Account_1,Entity_1,Fund_1,Program_1,Project_1,100,
01-01-2010,12-31-2010 <LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,Entity1,No Year,Employee1,Position1",Account_1,Entity_1,Fund_1,Program_1,Project_1,50,
01-01-2011,Customize the data in the Point-of-View column. For example, replace Employee1 with the employee to which to load allocations, and Entity1 with the HR organization with which the employee is associated.
Note:
For the Employee budget detail, replace Position with Job Code.
In the appropriate columns, 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: The Boston Parks and Recreation Department (Bst_Pr_Rec) needs to load three allocations to budget for Marla Tate, who holds the single incumbent position of Coordinator and Director. Marla will oversee a swimming pool installation project at a downtown recreation center. The allocations have the same start and end dates, Entity segment (111), Account segment (011), and Facility Development program segment (fac_dev_1).
The first allocation is for 25% from the reserved fund (res_10) segment and the swim project (swm_01) segment, begins January 1, 2012, and ends June 1, 2012
The second allocation is for 65% from the employee salary fund (e_1) and the development project (dev_12), begins January 1, 2012, and ends June 1, 2012
The third allocation is for 10% from the employee salary fund (e_1) and the swim safety project (swm_saf_01), begins January 1, 2012, and ends June 1, 2012
To load the allocations, modify the code as follows to identify the entity, Marla Tate and her position, and the different General Ledger account segments, allocation percentages, and dates:
LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,No Year,Bst_Pr_Rec,""Tate, Marla"",coordinator_and_director",
A011,E111,res10,fac_dev_1,swm_01,25,01-01-2012,06-01-2012 <LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,No Year,Bst_Pr_Rec,""Tate, Marla"",coordinator_and_director",A011,E111,
res10,fac_dev_1,dev_12,65,01-01-2012,06-01-2012 <LINEITEM("Allocation Assignments")>,HCP,"BegBalance,Local,Unspecified Element,Budget,Stage 1,No Year,Bst_Pr_Rec,""Tate, Marla"",coordinator_and_director",A011,E111,
res10,fac_dev_1,swm_saf_01,10,01-01-2012,06-01-2012Perform a test run of the file. See Testing Load Files.
In the application, ensure that the correct allocations loaded. See Verifying Data Loads.
After confirming that the file loads data correctly, run it in the production environment. See Running Load Files .