FYE About the Rollover Dashboard

The Rollover Dashboard provides a tool to help you walk through the steps of rolling your data from one fiscal year to the next. The dashboard allows you to view the prerequisites for each step, complete steps, track when and by whom a step was completed, link to verification reports, and link to topics in the online help related to the tasks.

About the rollover dashboard

Rollover sequence: The rollover dashboard provides the sequence in which the rollover operations need to be performed. However, the dashboard does not prevent you from going to any of the windows and performing any of the rollover operations in any sequence. If a rollover task is performed out of sequence, the task may be marked as complete but the status of the other prior tasks remain unchanged.
Consolidated tasks: When you choose the consolidated tasks option, the tasks are added to your job queue, and you can view the Result window when the tasks are complete. The process will mark skipped tasks as complete, skip any tasks that have already been completed, run tasks that need to be completed, and abort if a task fails.
Important: If you need to run any of the tasks that will be skipped during the consolidated process, you must complete them first.

COA Administration: This process includes rolling over the accounting cycle and chart of accounts. It skips creating and accepting a new structure, creating/importing element values for the new structure, and identifying mapping rules for account codes.
Salary Schedules/Master Positions: The button for this consolidated task will become visible once the accounting cycle, chart of accounts, and calendars have been rolled over. This consolidation includes rolling salary schedules, editing & applying the salary schedules, and rolling master positions.
Employee Jobs: This process includes rolling all Approved jobs where the master position has been rolled, rolling employee contracts, and incrementing employee experience.

Batches: Sometimes users may perform a set of rollover tasks in batches. One way to do this would be to perform a sequence of rollover tasks on a batch of items and then return to the first task in the sequence to redo the tasks on a second batch, repeating until all the items have been rolled.
Prerequisites

Prerequisites are tasks whose completion is required in order to enable other tasks in the rollover process.

When a task is available to be performed in batches, some of the other tasks become enabled as soon as some or all of their prerequisites have been started. These tasks may be marked as In Progress manually by the user as well, so that they can advance on other tasks. A task that is in progress can only be completed once all it's prerequisites have also been completed.

An automatic task is one that gets marked Completed after you finish the task — for example, chart of accounts rollover and bank account rollover.

A manual task is one that you can manually mark as in progress and must manually mark as complete, if it's a prerequisite for additional tasks — for example, create a new account structure and verify system configuration values.

A task that's manual in progress/automatic complete is one that you can manually mark as in progress if you wish, and it will be automatically marked Completed after you finish the task.

Marking tasks as in progress may be important if you're sharing rollover tasks with other users in your district. Other users can then avoid that task or ask you what you've already completed.

Manually marking tasks as completed is necessary if other tasks have this task as a prerequisite and it doesn't get marked automatically. You won't be able to proceed with any tasks that have it as a prerequisite until it's marked Completed.

Fiscal years: When you click a link that takes you to a window in which you can complete the selected task, AptaFund will automatically switch fiscal years, if needed, to complete the task in the next fiscal year. When that happens, you'll see a bright yellow bar at the top of the window notifying you that you're now working in the next fiscal year.

See Anatomy of the Rollover Dashboard for a description of what you see when you're looking at the rollover dashboard — icons, links, etc.

Click here for links to instructions in this help for completing the individual tasks.

Click here for instructions on using the rollover dashboard